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Home My WebLink About04-14-08 TC MinTOWN OF WESTLAKE, TEXAS MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN PRE-BOARD MEETING April 14, 2008 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson (arrived 4-09 p.m.), Kevin Maynard. Pete Steger, and Bob Tim merman. ABSENT: Mayor Pro Tern Don Reddin, Mayor Bradley called the pre-board meeting to order at 4:00 p.m. 2. HEAR PRESENTATIONS REGARDING THE REQUEST FOR QUALIFICATIONS (RFQ) ASSOCIATED WITH THE CONSTRUCTION OF THE WESTLAKE ARTS & SCIENCES CENTER. • HISAW & ASSOCIATES GENERAL CONTRACTORS INC. The following individuals representing Hisaw & Associates were present and addressed the Board regarding the RFQ associated with the construction of the Westlake Arts and Sciences Center: - Mr. Russ Pounds, Vice President of Operations - Mr. Bill Morgan, Vice President - Mr. Rick Hartman, Project Manager - Mr. John Winders, Superintendent Hisaw & Associates' representatives responded to questions from the Board regarding the proposed time-line, realized cost savings if both phases are completed during the initial Town of Westlake Board of Aldermen page 2 of 3 Pre rd Meeting April 14, 2008 construction process, the cost and benefits of a geothermal system, and security of the construction area as well as background checks on employees and contractors employees. The following individuals representing MDI General Contractors were present and addressed the Board regarding the RFQ associates with the construction of the Westlake Arts and Sciences Center: - Randy Hubbard, President, - Frank Pieschel, Vice President / Business Development - Tommy Carter, Chief Estimator - Jim Sullivan, Project Manager - Randy McCord, Superintendent MDI General Contractors' representatives responded to questions from the Board regarding working on a live campus and associated safety issues, potential cost savings if both phases are completed during the initial construction process, as well as background checks on employees and contractors' employees, and the cost and benefits of a geothermal system. • STEELE & FREEMAN, INC. The following individuals representing Steele & Freeman, Inc. were present and addressed the Board regarding the RFQ associates with the construction of the Westlake Arts and Sciences Center: - Mike Freeman, President - Conan Mathson, Vice President of Operations - Jerry Mulkey, Project Executive - Sam Wethington, Superintendent - Rufo Reyes, Project Manager Steele & Freeman, Inc. representatives responded to questions from the Board regarding the cost and benefits of a geothermal system, working on a live campus and security, management of subcontractors and drug and background screening of subcontractor employees, and trades that will be provided by in-house personnel. Following the presentations, Directors of Facilities and Recreation Meyer asked that the Board complete and submit the contractor evaluation forms. Mr. Meyer advised the Board that the data will be compiled and presented the Town Manager and discussed with the Building Committee. 3. DISCUSSION OF WASTE MANAGEMENT SERVICES. Mr. Tim Powell, General Manager and Ms. Jeri Harwell, Business Development Manager for Allied Waste Services addressed the Board regarding the waste management services in Westlake. Town of Westlake Board of Aldermen Pre-Board Meeting April t4, 2008 Currently, Allied Waste Services conducts the billing for waste management services to Westlake residents, and Allied would like the To to take over the billing for the service. It was the consensus of the Board to direct the Town Manager to evaluate the possibility of converting to the automated service, 4• REVIEW OF REGULAR AGENDA ITEMS, This item was not discussed. 5. ADJOURNMENT. There being no further business to come before the Board, Mayor Bradley declared the pre- board meeting adjourned at 5:58 p.m. APPROVED BY THE BOARD OF ALDERMEN ON APRIL 28, 2008. ATTEST: utter, RMC, Town, Secretary V1.0-19-1 W--44aw- S�o—ttBra&e-7,M1a`y;o—r— MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN REGULAR MEETING April l4, 2008 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, Kevin Maynard, Pete Steger, and Bob Timmerman. OTHERS PRESENT: Town Attorney Stan Lowry, To Secretary Kim Sutter, Finance Director Debbie Piper. DPS Director Don Wilson. Director of Administrative Services Todd Wood, Facilities and Recreation Director Troy Meyer. and Assistant to the Town Manager Ginger Awtry. 1. CALL TO ORDER. Mayor Bradley called the meeting to order at 7:59 p.m. 2. CITIZENS' PRESENTATIONS. There was not one present wishing to address the Board 3. CONSIDER AN ORDINANCE APPOINTING THOMAS E. BRYMER AS THE TOWN MANAGER AND AUTHORIZING A CONTRACT PROVIDING FOR HIS SERVICES. Mayor Bradley introduced the item and asked for a motion. MOTION: Alderman Steger made a motion to adopt Ordinance No 590, appointing Thomas E. Brymer as the Town manager and authorizing a contract providing for his services. Alderman Corson seconded the motion. The motion carried by a vote of 4-0. Director of Administrative Services Wood was present to address questions from the Board. Alderman Corson inquired as to the incremental cost to the Town. Director of Administrative Services Wood responded that the incremental cost to the Town is estimated to be approximately $1,500 per year. MOTION; Alderman Corson made a motion to approve Resolution No. 08 -21, approving an amendment to the Town of Westlake Personnel Manual regarding employee life insurance benefits. Alderman Maynard seconded the motion. The motion carried by a vote of 4 -0. 5. CONSIDER A RESOLUTION AMENDING THE AUTHORIZED SIGNERS ON THE TOWN OF WESTLAKE DEPOSITORY ACCOUNTS WITH FIRST FINANCIAL BANK AND TEXPOOL. Mayor Bradley introduced the item and asked for a motion. MOTION; Alderman Maynard made a motion to approve Resolution No. 08 -22, amending the authorized signers on the Town of Westlake Depository Accounts with First Financial Bank and TexPool. Alderman Steger seconded the motion. The motion carried by a vote of 4 -0. Mayor Bradley introduced the item and asked for a motion. MOTION: Alderman Steger made a motion to approve Resolution No. 08-23, authorizing the Mayor, on behalf of the Town, to enter into a joint election agreement with Tarrant County to conduct the General and Special elections to be held on May 10, 2008. Alderman Timmerman seconded the motion. The motion carried by a vote of 4 -0. ?. CONSIDER A RESOLUTION APPOINTING A MEMBER TO THE WESTLAKE ACADEMY FOUNDATION BOARD OF DIRECTORS. Mayor Bradley introduced the item and asked for a motion. MOTION: Alderman Steger made a motion to approve Resolution No. 08 -24, appointing Jeff Ryan to serve on the Westlake Academy Foundation Board of Directors. Alderman Maynard seconded the motion. The motion carried by a vote of 4 -0. Town of Westlake Board of Aldermen Page 3 of 4 Regular Meeting April 14, 2008 8. HEAR A STATUS REPORT ON CONSTRUCTION OF ARTS AND SCIENCES CENTER BUILDING. Facilities and Recreation Director Meyer addressed the Board regarding the item. Mr. Meyer advised the Board that a bid conference was held for the relocation of utilities associated with the construction of the Arts and Science Center, and bids are scheduled to be opened on April 25, 2008. Mr. Meyer stated that an agreement is expected to be presented to the Board at the May 5, 2008, meeting and work is expected to begin the week of June 9, 2008, Facilities and Recreation Director Meyer addressed the Board regarding the item. Alderman Timmerman asked if the fees were comparable among the three selected contractors. Facilities and Recreation Director Meyer responded that, although presented differently by each contractor the fees are relatively close in comparison. It was the consensus of the Board to rank the contractors in the following order: Steele and Freeman, Inc., Hisaw & Associates, and MDI General Contractors. Alderman Corson suggested that staff check the references provided by the contractor. Facilities and Recreation Director Meyer advised the Board that he is in the process of checking references. Facilities and Recreation Director Meyer advised the Board that staff will arrange to conduct an interview with Steele and Freeman, Inc. the week of April 21, 2008, to discuss the timeline, fee schedule, preconstruction, and interactions with Gideon Toal. Alderman Maynard inquired if the selected contractor could be utilized for the relocation of utilities. Facilities and Recreation Director Meyer responded that the call for bids has already been published and is scheduled to open on April 25, 2008, for the utilities relocation. Town Attorney Lowry advised that the Board could reject the bids and rebid the project, but the Board would want to take into consideration the impact to the timeline. Town of Westlake Board of Aldermen Page 4 of 4 Regular Meeting April 14, 2008 10, CONSENT AGENDA. Mayor Bradley introduced the item and asked for a motion. A. Review and approve mmutes of the Board of Aldermen pre-board and regular meetings held on March 24, 2008. B. Review and approve any outstanding bills. MOTION: Alderman Corson made a motion to approve the consent agenda as presented. Alderman Maynard seconded the motion. The motion carried by a vote of 4- 0. 11. ADJOURNMENT. There being no further business, Mayor Bradley adjourned the meeting at 8:15 p.m. we, - - Scott Bradrey, Ma r ATT m Su er, TRMC, To Secretary