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HomeMy WebLinkAbout02-25-08 TC Min223 TOWN OF WESTLAKE, TEXAS MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN PRE-BOARD MEETING February 25, 2008 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, Kevin Maynard, Don Redding, Pete Steger, and Bob Timmerman. ABSENT: None. STAFF PRESENT: Town Manager Joe Hennig, Town Secretary Kim Sutter, DPS Director Don Wilson, Facilities and Recreation Director Troy Meyer, and Finance Director Debbie Piper. 1. CALL TO ORDER. Mayor Bradley called the pre-board meeting to order at 4:05 p.m. 2. HEAR AND DISCUSS REPORT FROM TOWN STAFF CONCERNING THE I.O.O.F. CEMETERY IN WESTLAKE. Facilities and Recreation Director Meyer advised the Board that with the transfer of the cemetery to the Town, the Town also received an estimated $62,0 00 that had accumulated from the sale of lots. Mr. Meyer added that $10,000 has been allocated in the 2007-2008 budget for the purpose of developing a master plan for the cemetery. Mr. Meyer stated that Town staff has visited with the City of Grand Prairie to better understand the operations of a municipally owned cemetery, and advised that it is his recommendation that the budgeted funds be allocated for the following: 1) Scan cemetery grounds to identify unmarked gravesites; 2) Hire a surveyor to survey the cemetery to assist with the location of lots; and 3) Purchase cemetery management software to assist with identifying the location of lots and track the sale of lots. 221 Town of Westlake Board of Aldermen page 2 of 3 Pre-Board Meeting February 25, 2008 Mr. Meyer advised that the estimated cost of these three (3) items is $10,500. Board discussion ensued with regard to developing policies for the cemetery, including a `green' cemetery, the possibility of allocating public or open space for a park, the possibility of integrating the trail system, and marketing of the cemetery, Interim Town Manager Hennig stated that staff will proceed with the recommendation presented as presented. Mr. Hennig further advised that additional funds will be allocated in the next fiscal year budget for the purpose of developing a cemetery master plan. 5. DISCUSS POSSIBLE ORDINANCE CONCERNING CELL PHONE USE IN A SCHOOL ZONE. Interim Town Manager Hennig advised that this item is being brought forward at the request of Alderman Corson. Mr. Hennig introduced Keller Police Chief Mark Hafner to discuss the item with the Board. Chief Mark Hafner discussed the content of ordinances adopted by other cities, and expressed his concern regarding the enforcement of such an ordinance. Chief Hafner advised the Board that the police department has no records of violations or accidents in the Westlake school zone. Board discussion ensued with regard to promoting community awareness by reminding drivers of the school policy regarding the use of cell phones on campus. It was the consensus of the Board to direct staff to work with the Head of School to post "safety reminder' signs on the campus, such as Please refrain from cell phone use while in a moving vehicle, and Buckle your Seatbelt. 3. DISCUSS MASTER TRAIL PLAN. Facilities and Recreation Director Meyer advised the Board that the current Master Trail Plan was adopted in March 1999, and recommended the Board consider authorizing an update to the plan. Discussion ensued with regard to the need for a master trail plan to integrate existing plans of neighboring businesses and cities. Alderman Timmerman inquired if a temporary plan was considered to address safety issues related to motor vehicle traffic and bicycle and pedestrian traffic. Facilities and Recreation Director Meyer responded that a temporary solution would be difficult as the thoroughfares are lined with bar ditches. It was the consensus of the Board to seek expert advice regarding a master trail plan system. 219 Town of Westlake Board of Aldermen Pre-Board Meeting February 25, 2008 page 3 of 3 Interim Town Manager Hennig advised the Board that staff will bring a proposal to the Board for consideration. 4. DISCUSS TOWN /ACADEMY COMMUNITY SURVEY. Interim Town Manager Hennig updated the Board concerning discussions he and the Head of School have had with a company to conduct a survey. Mr. Hennig advised the Board that the estimated cost to conduct a phone based survey on behalf of the Town is $12,500, and includes interviewing 400 households. Mr. Hennig advised that the cost and scope to conduct phone based interviews of 400 Westlake Academy families would be an additional $12,500. Alderman Corson inquired if the Town has received proposals from other companies. Head of School Brizuela responded that a proposal was received from Lawson and Associates in December 2007. Aldermen Timmerman advised that he would like to review more estimates as he feels the cost provided seems excessive. Alderman Steger recommended staff contact a local university to determine if they would be interested in conducting a survey on behalf of the Town and the Academy. 6. REVIEW OF REGULAR AGENDA ITEMS. This item was not discussed. 7. ADJOURNMENT. There being no further business to come before the Board, Mayor Bradley declared the pre- board meeting adjourned at 5:06 p.m. APPROVED BY THE BOARD OF ALDERMEN ON MARCH 10, 2008. ATTEST: i Sutter, TRMC, Town Secretary Scott Bradley, ayor MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN REGULAR MEETING February 25, 2008 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, Kevin Maynard, Don Redding, Pete Steger, and Bob Timmerman. ABSENT: None. OTHERS PRESENT: Interim Town Manager Joe Hennig, Town Attorney Stan Lowry, Town Secretary Kim Sutter, DPS Director Don Wilson, Facilities and Recreation Director Troy Meyer, and Finance Director Debbie Piper, and Executive Assistant Ginger Awtry. 1. CALL TO ORDER. Mayor Bradley called the meeting to order at 7:00 p.m. 2. CITIZENS' PRESENTATIONS. Mr. Stephen Thornton, 13187 Thornton Drive, presented his "Gas Lease Proposal for Stagecoach Farm". Mayor Bradley advised that the Board is currently reviewing the current gas well drilling ordinance. 3. HEAR A REPORT FROM THE TEXAS STUDENT HOUSING AUTHORITY PRESIDENT. Mayor Bradley introduced Mr. Henry C. Smyth, President of the Texas Student Housing Authority (TSHA), and advised that the following TSHA Directors were present: Chairman Jim Carter and Director George Ledak. Mr. Henry C. Smyth, President of the Texas Student Housing Authority, an instrumentally of the Town of Westlake, reviewed the current and past activities of the Authority. 05z 153 Town of Westlake Board of Aldermen Regular Meeting February 25, 2008 Page 2 of 5 Mr. Smyth responded to questions from the Board regarding the technical default status of bonds on three (3) of the five (5) properties. 4. HEAR A REPORT FROM THE WESTLAKE ACADEMY FOUNDATION PRESIDENT. Ms. Laura Wheat, Vice-chair and Chair of the Capital Campaign Committee for the Westlake Academy Foundation updated the Board on the success of the Gallery Night event. Ms. Wheat reported that a formal report will be provided to the Board once the numbers are finalized; however, preliminary reports indicate that sponsorships were doubled over last years event. Ms. Wheat further reported that pledges in the amount of $210,000 are due this year for the construction of the Arts and Sciences Center. 5. HEAR A REPORT FROM THE WESTLAKE PUBLIC ART COMMITTEE CHAIRPERSON. Ms. Michelle Corson, Chair of the Public Art Committee, addressed the Board regarding the activities of the Public Art Committee and expressed her appreciation to the Board for funding the 2007 Holiday Ornament project. 6. CONSIDER A RESOLUTION CHANGING THE NAME OF THE WESTLAKE PUBLIC ART COMMITTEE; INCREASING THE MEMBERSHIP OF THE BOARD; AND APPOINTING ADDITIONAL MEMBERS AND DEFINING TERMS OF SERVICE. Ms. Michelle Corson, Chair of the Public Art Committee addressed the board regarding proposed changes to the committee as outlined in the resolution. MOTION: Alderman Timmerman made a motion to approve Resolution No. 08-12, as presented. Alderman Steger seconded the motion. The motion carried by a vote of 5-0. 7. HEAR THE YEARLY SERVICE AND ACTIVITY REPORT FOR POLICE SERVICES BY CHIEF MARK HAFNER OF THE KELLER POLICE DEPARTMENT. Keller Police Chief Mark Hafner presented the Board the yearly service and activity report for police services for the Town for the year ending December 31, 2007. 8. CONSIDER A RESOLUTION ACCEPTING THE RACIAL PROFILING REPORT AS PREPARED BY THE CITY OF KELLER POLICE DEPARTMENT. Keller Police Chief Mark Hafner presented the Board the racial profiling report as prepared by the Keller Police Department, the Town's contracting law enforcement agency. Chief 151 Town of Westlake Board of Aldermen Regular Meeting February 25, 2008 Page 3 of 5 Hafner reported that no significant over representation of issuing citations to any particular race is readily apparent and the issuance appears to be consistent with the current racial demographics for the Dallas / Ft. Worth Metroplex. MOTION: Mayor Pro Tem Redding made a motion to approve Resolution No. 08-13, accepting the racial profiling report as presented. Alderman Corson seconded the motion. The motion carried by a vote of 5-0. 9. CONSIDER A RESOLUTION APPROVING AMENDMENTS AND ADDITIONS TO THE TOWN OF WESTLAKE PERSONNEL MANUAL. Director of Administrative Services Todd Wood addressed the Board regarding the item, and advised the Board of two policy additions: 1) Family Medical Leave Act (FMLA) and 2) a Community Sick Leave Bank, as well as changes made for clarification purposes. MOTION: Alderman Steger made a motion to approve Resolution No. 08-14, approving amendments and additions to the Town of Westlake Personnel Manual. Mayor Pro Tem Redding seconded the motion. The motion carried by a vote of 5-0. 10. HEAR A REPORT FROM TOWN STAFF AND TAKE NECESSARY ACTION REGARDING THE BID PROCESS FOR THE UTILITY RELOCATION NECESSARY FOR THE WESTLAKE ARTS AND SCIENCES CENTER. Facilities and Recreation Director Troy Meyer addressed the Board regarding the item. He advised the Board that the cost to relocate the utilities is significantly more than the budgeted amount. Mr. Meyer explained that the estimate provided by the architect in 2007 was based on conceptual drawings and a proposed building location. Mr. Meyer stated that the location of the building has been chosen and a more accurate cost estimate is now available. Mr. Meyer advised the Board that the current estimated cost is $192,000, and is necessary to provide adequate utilities to accommodate future expansions on the civic campus. Mayor Bradley inquired as to when the construction manager at risk contractor will be selected. Facilities and Recreation Director Meyer advised that an item will be placed before the Board at the second meeting in April to approve an agreement with a contractor. Discussion ensued with regard to the acquisition of easements from Hillwood, and the construction cost estimates. Alderman Corson asked if staff was confident that the building and could be completed at the authorized costs of $3.5 or $5.5 million, respectfully. 149 Town of Westlake Board of Aldermen Regular Meeting February 25, 2008 Page 4 of 5 Interim Town Manager Hennig advised that he is still of the opinion that it is possible to stay within the authorized amount. Alderman Timmerman inquired as to when the availability of the additional pledges for 2008 would be available. Ms. Laura Wheat, representing the Westlake Academy Foundation, advised that $50,000 will be made available at the building groundbreaking and the remainder ($150,000) is technically due December 31, 2009. MOTION: Mayor Pro Tem Redding made a motion to authorize proceeding with the bid process for the utility relocation necessary for the construction of the Arts and Sciences Center building. Alderman Maynard seconded the motion. The motion carried by a vote of 5-0. 11. HEAR A STATUS REPORT ON CONSTRUCTION OF ARTS AND SCIENCES CENTER BUILDING. Interim Town Manager Hennig advised the Board that staff expects to begin to evaluate contractors for the project by March 20, 2008. 12. CONSENT AGENDA. Mayor Bradley introduced the item and asked for a motion. A. Review and approve minutes of the Board of Aldermen pre-board and regular meetings held on February 11, 2008. B. Review and approve any outstanding bills. MOTION: Alderman Corson made a motion to approve the consent agenda as presented. Alderman Timmerman seconded the motion. The motion carried by a vote of 5-0. 13. EXECUTIVE SESSION Mayor Bradley recessed the regular meeting of the Board of Aldermen meeting at 8:46 p.m., as he read the following item to be discussed in executive session: A. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters, specifically to deliberate regarding the appointment of a Town Manager. Mayor Bradley convened the executive session at 8:48 p.m. The executive session adjourned at 8:58 p.m. Town of Westlake Board of Aldermen Regular Meeting February 25, 2008 14. RECONVENE MEETING. Page 5 of 5 Mayor Bradley reconvened the regular meeting of the Board of Aldermen at 9:00 p.m. 15. EXECUTIVE SESSION ACTION. No action was taken. 17. ADJOURNMENT. There being no further business, Mayor Bradley adjourned the meeting at 9:01 p.m. APPROVED BY THE BOARD OF ALDERMEN ON MARCH 10, 2008. Scott Bradley, Mayor ATTES i utter, TRMC, Town Secretary 9Z