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HomeMy WebLinkAbout06-23-08 TC MinTOWN OF WESTLAKE, TEXAS MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN WORKSHOP JUNE 23, 2008 PRESENT: Mayor Laura Wheat and Aldermen Tim Brittan, Larry Corson, Carol Langdon, and Rebecca Rollins. ABSENT: Alderman Don Redding. STAFF PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry, Town Secretary Kim Sutter, Facilities and Recreation Director Troy Meyer, Finance Director Debbie Piper, DPS Director Don Wilson, Public Works Superintendent Jarrod Green~~ood, Assistant to the Town Manager Ginger Awtry, and Town Engineer Jeff Williams. 1. CALL TO ORDER. Mayor Wheat called the workshop to order at 4:11 p.m. 2. PRESENTATION AND DISCUSSION OF A PROPOSED PUBLIC ART PLAN BY THE WESTLAKE PUBLIC ART SOCIETY. Mayor Wheat introduced Mrs. Michelle Corson, chair of the Public Art Society of Westlake. Mrs. Corson addressed the Board regarding the proposed public art plan "C'-~euti--g Cul/ure, Co-~-~ecting Com-ntmily ", and introduced public art society members Dave Rollins, Kay Anderson, Shannon LaRue, and Leah Rennhack. Mrs. Corson expressed her appreciation to Aldermen Brittan and Langdon for their efforts in developing the plan. Board discussion ensued with regard to funding, budget, legal structure and oversight of the Board, location of art with regard to liability, regulating private art on private property, and the possibility of a percent for art program. Town of Westlake Board of Aldermen Workshop June 23, 2008 Page 2 of 5 Based on the discussion, Town Manager Brymer stated that a revised plan will be provided to the Board and the Board can make a determination with regard to next steps at that time. With no objections from the Board, Mayor Wheat reordered the agenda to hear item # 4. 4. PRESENTATION AND DISCUSSION OF WASTE MANAGEMENT SERVICES CONTRACT AND RATES. Ms. Jeri Harwell, Allied Waste Services' Business Development Manager, addressed the Board regarding the Town's current services, contract, and rates. Ms. Harwell added that rates have not been increased since 2002. Public Works Superintendent Greenwood also addressed the Board regarding the item and stated that the rate increase and the automation request are two separate items. Ms. Harwell advised the Board that over 50% of residents are currently utilizing carts, and Allied is proposing to keep the two day a week service and at some point will ask the town to consider aone-time per week service as Allied has found that with the larger cart containers, pick up is not needed as often. Mayor Wheat expressed her desire to implement a recycling program at Westlake Academy. Ms. Harwell responded that a recycling program can be implemented at the Academy. Public Works Superintendent Greenwood assured the Board that staff is evaluating the possibility of implementing a recycling program at the Academy. The Board expressed a desire for composting services. An item will be placed before the Board at the July 14, 2008, regular meeting for consideration of a rate increase. 3. PRESENTATION AND DISCUSSION ON THE STATUS OF THE CONSTRUCTION ESTIMATES AND FUNDING FOR THE ARTS AND SCIENCES CENTER. Tovv~n Manager Brymer introduced the item. Facilities and Recreation Director Meyer presented construction timelines and a funding update to the Board. Town of Westlake Board of Aldermen Page 3 of 5 Workshop June 23, 2008 Cash on Hand G.O. Bonds $2,467,000 Texas Student Housing Authority $500,000 Foundation Donations $536,136 Lee Gift (Restricted to Arts Portion) $500.000 Interest $22,305 Sub-tote/ of cnsl~ on band $4,015,441 Prospective Grant $20,000 Anticipated Pledge by September 2008 $89,270 GRAND TOTAL $4,364,711 Projected Total of Cash and Pledges Anticipated Cash on Hand at Sept. 08 $4,364,71 l Future Pledges 2008-2012 $403,895 GRAND TOTAL $4,768,606 Facilities and Recreation Director Meyer presented the construction phase choices and pricing, and stated that the estimated costs are valid through October 2008. Additionally, Mr. Meyer presented the cost increases over time and stated that the increases are based on inflation and remobilization of contractors. Mr. Meyer reviewed the key decision points for the various phases and the needed funding: - Only Phase 1 o $196,399 needed - Phase 1 complete and II Foundation only o $359,777 needed - Phase I complete and II shell only o $1,256,997 needed - Phase I & II completed o $2,119,751 needed - Deadline for funds raised Town Attorney Lowry advised that the Town is required to identify a funding source before entering into a contract. Mayor Wheat stated that the prospective grant of $250,000 will not be available by September 2008. Finance Director Piper addressed questions regarding the balance of the Hotel /Motel tax fund. Board discussion ensued with regard to possible funding options, the ability to utilize Hotel Occupancy Tax (HOT) and the availability of HOT funds in the future. Town of Westlake Board of Aldermen Workshop June 23, 2008 Page 4 of 5 Town Manager Brymer stated that current language allows for the use of HOT funds for all municipal uses. However, Mr. Brymer cautioned the Board that the funds may be needed for other municipal capital project needs. Board discussion ensued with regard to construction alternatives that could reduce the overall cost of construction as well as the need to address the core issues at the Academy. It was the consensus of the Board to proceed at this time with Phase I and possibly the Phase II Foundation, and continue to encourage contributions during the months of July and August. Mayor Wheat recessed the workshop at 7:30 p.m. Mayor Wheat reconvened the workshop at 7:52 p.m. 5. PRESENTATION AND DISCUSSION OF THE STATUS OF THE FM 1.938 IMPROVEMENT PROJECT. Public Works Superintendent Jarrod Greenwood and Towm Engineer Jeff Williams presented the item to the Board. Mr. Greenwood reviewed the partners in the project, the regional and local significance. presented a depiction of the entire project, and reviewed the status of the construction plans. Mr. Jeff Williams advised the Board that funding has been secured for Phase 1 ($14,795,346, estimated cost) and Phase 2 (FM ] 709 intersection to Johnson Street at $5,895,749, and Johnson Street to Randol Mill at $11,160,657). Mr. Jeff Williams reviewed the Phase I and Phase II projected schedules: Phase I projected schedule: - Bid letting .lanuary /February 2009 - Construction start date with 90 days of bid letting. - Construction period is estimated to be one year. - Obtain streetscape consultant and design approval. Phase II projected schedule: - Right-of--way acquisitions will require two years. - Cities of Southlake and Keller are evaluating schedule. Town Manager Brymer advised the Board that the Environmental Assessment has been completed and a hearing is scheduled for August. Mr. Greenwood reviewed examples of possible streetscaping and enhanced landscaping, and advised that three (3) project costing scenarios will be obtained and presented to the Board. MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN REGULAR MEETING June 23, 2008 PRESENT: Mayor Laura Wheat and Aldermen Tim Brittan, Larry Corson, Carol Langdon, and Rebecca Rollins. ABSENT: Alderman Don Redding. OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry, Town Secretary Kim Sutter, Facilities and Recreation Director Troy Meyer, DPS Director Don Wilson, and Public Works Superintendent Jarrod Greenwood. 1. CALL TO ORDER. Mayor Wheat called the meeting to order at 9:48 p.m. 2. PLEDGE OF ALLEGIANCE. 3. CITIZENS' PRESENTATIONS. There was no one present wishing to address the Board. 4. CONSENT AGENDA. Mayor Wheat introduced the consent agenda and asked for a motion. a. Review and approve minutes of the Board of Aldermen and Planning and Zoning Commission joint workshop held on May 29, 2008. b. Review and approve minutes of the Board of Aldermen meeting held on June 9.2008. c. Review and approve any outstanding bills. d. Resolution No. 08--11 - Consider a Resolution authorizing the termination of the agreement between Night Line Janitorial Services, Inc. Town of Westlake Board of Aldermen Page 2 of 4 Regular Meeting Minutes June 23, 2008 MOTION: Alderwoman Langdon made a ;,lotion to appr ove the consent agenda as presented. Alderwoman Rollins seconded the motion. 5. 6. Facilities and Recreation Director Meyer advised that a new janitorial service company will be selected and in place by mid-August and that a recycling program will be considered as part of the new service. VOTE ON MOTION: The motion carried by a vote of 4-0. ELECT A MAYOR PRO TEM. Mayor Wheat introduced the item. Follov~-ing discussion by the Board, Mayor Wheat asked for a motion. MOTION: Alderman Corson made a motion to table the election of a Mayor Pro Tem until Aldermen Redding is present. Alderwoman Rollins seconded the motion. The motion carried by a vote of 4-0. CONSIDER A RESOLUTION REAPPOINTING AND APPOINTING MEMBERS TO BOARDS, COMMISSIONS, AND COMMITTEES. Mayor Wheat introduced the item and asked To~~m Secretary Sutter to review the Resolution outlining the reappointments and appointments. Town Secretary Sutter read the reappointments/appointments for consideration: -1B Economic Development Board Term Expires Appoint Laura Wheat, Mayor June 2009 Appoint Carol Langdon, Alderwoman June 2009 Appoint Tim Brittan, Alderman June 2009 Westlake Historical Presen~ation Society Term Expires Reappoint Sharon Sanden June 201 1 Planning and Zoning Commission Term Expires Reappoint Walter Copeland June 2010 Reappoint Allen Heath June 2010 Public Art Society of Westlake Term Expires Reappoint Mary Petty June 2009 Texas Student Housing Authority T_ erm Expires Reappoint Jim Carter June 2010 Reappoint Jac Irvine June 2010 Reappoint Jill McKean June 2010 Town of Westlake Board of Aldermen Regular Meeting Minutes June 23, 2008 Westlake Academv Foundation Reappoint Julie Timmerman Reappoint Chris Noonan Reappoint Bill Greenwood Term Expires June 2010 June 2010 June 2010 Following discussion by the Board, Mayor Wheat asked for a motion. Page 3 of ~l MOTION: Alderwoman Langdon made a motion to approve Resolution No. 08--12, , reappointing and appointing members to the Town's boards, commissions, and committees as stated by the Town Secretary, with the addition of the appointment of Rick Rennhack to the Planning and Zoning Commission. Alderman Corson seconded the motion. The motion carried by a vote of 3 to 1, with Alderwoman Rollins voting in opposition. 7. CONSIDER A RESOLUTION APPOINTING A PRESIDENT TO THE ~VESTLAKE ACADEMY FOUNDATION BOARD OF DIRECTORS. Mayor Wheat introduced the item and asked for a motion. MOTION: Alderwoman Langdon made a motion to approve Resolution No. 08-43, appointing Leah Rennhack to serve as the President of the Westlake Academy Foundation Board of Directors. Alderman Corson seconded the motion. The motion carried by a vote of 4-0. 8. DISCUSS AND CONSIDER A RESOLUTION DESIGNATING AN ELECTED OFFICIAL FROM THE GOVERNING BODY TO SERVE AS ITS VOTING REPRESENTATIVE TO THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS (NCTCOG) GENERAL ASSEMBLY. Town Manager Brymer introduced the item and recommended the Board designate a voting representative. MOTION: Alderwoman Langdon made a motion to approve Resolution No. OS--l4, designating Alderman Larry Corson to serve as the Town's voting representative to the NCTCOG General Assembly. Alderman Brittan seconded the motion. The motion carried by a vote of 4-0. 9. CONSIDER AN ORDINANCE AMENDING THE EXISTING GAS FRANCHISE BETWEEN THE TOWN AND ATMOS ENERGY CORPORATION. Town Manager Brymer introduced the item and advised the Board that the adoption of the ordinance would increase the franchise fee currently received by the Town from 4% to 5% of the gross receipts collected from within the municipality's limits. ToHn of Westlake Board of Aldermen Regular Meeting Minutes June 23, 2008 Page ~ of 4 MOTION: Alderman Brittan made a motion to adopt Ordinance No. 596, amending the existing gas franchise between the Town and ATMOS Energy Corporation. Alderman Corson seconded the motion. The motion carried by a vote of 4-0. 10. BOARD CALENDAR. Mayor Wheat reviewed the Board calendar. - Strategic Planning Retreat 0 6/27 and 6/28, Embassy Suites, Grapevine - 8:30 a.m. - NW Metroport Chamber of Commerce Luncheon, 7/1/08, 11:30 a.m. - Planning and Zoning Commission - 7/24/08, 6 p.m. - Texas Municipal League Newly Elected Officials training O 7/25 - 7/26/08, Austin, 7:30 a.m. 0 8/8 - 8/9/08, Austin, 7:30 a.m. - Texas Municipal League Annual Conference and Exhibition o October 28 - 31, 2008, San Antonio, Texas 11. ADJOURNMENT. There being no further business, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Alderman Brittan made a motion to adjourn the meeting. Alderwoman Langdon seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the meeting at 10:07 p.m. APPROVED BY THE BOARD OF ALDERMEN ON JULY 14, 2008. ..' ,,, Laura Wheat, Mayor ATTE,S~T: ~ c, ~ K' Sutter, TRMC, Town Secretary