HomeMy WebLinkAbout07-28-08 TC MinTOWN OF WESTLAKE, TEXAS
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN WORKSHOP
July 28, 2008
PRESENT: Mayor Laura Wheat and Aldermen Carol Langdon, Don Redding, and Rebecca
Rollins.
ABSENT: Aldermen Tim Brittan and Larry Corson.
STAFF PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowrry,
Town Secretary Kim Sutter, Public Works Superintendent Jarrod
Greenwood, Facilities and Recreation Director Troy Meyer, Court
Administrator Amanda DeGan, DPS Director Don Wilson and
Assistant to the Town Manager Ginger Av~~try.
1. CALL TO ORDER.
Mayor Wheat called the workshop to order at 4:11 p.m.
2. PRESENTATION AND DISCUSSION OF A STATUS REPORT REGARDING THE
UTILITY RATE STUDY.
Superintendent of Public Works Greenwood addressed the Board regarding the item. Mr.
Greenwood advised the Board that a utility rate study is typically conducted every two to
three years and includes a comprehensive analysis of current rates to determine if full cost of
services is being recovered. Mr. Greenwood added that the last rate increase for water and
sewer services was ?004.
Mr. Greenwood reviewed the Town's fiscal and budgetary policies, the existing and proposed
water rates (base rates and volume rates), and the existing sewer rates (base rates and volume
rates) and proposed change.
To~~n of Westlake Board of Aldermen
Workshop Minutes
July 28, 2008
Existing and Proposed Water Rates:
BAS E RATES
Existing Proposed Existing Proposed
Meter Size Residential Residential Commercial Commercial
3/4" $ 37.50 39.00 $ 25 $ 39.00
1 " $ 55 65.13 $ 25 $ 65.13
1.5" $ 102.50 129.87 $ 75 $ 129.87
2" $ 157.50 207.87 $ 150 $ 207.87
3" $ 325 455.13 $ 450 $ 455.13
4" $ 720 819.00 $ 1, 500 $ 819.00
Residential Includes 2000 gallons
VOLU M E RATES
Existing Proposed Existing Proposed
Volume Residential Residential Commercial Commercial
0-2000 $ - $ 2.85 $ 2.50 $ 2.85
2001-10000 $ 2.50 $ 2.85 $ 2.75 $ 2.85
10001-20000 $ 2.60 $ 2.85 $ 3.50 $ 2.85
20001-40000 $ 2.70 $ 3.56 $ 4.00 $ 3.56
40001-400000 $ 2.80 $ 4.45 $ 4.50 $ 4.45
+400000 $ 2.90 $ 5.57 $ 6.00 $ 5.57
Existing and Proposed Sewer Rates:
Existing Prol:ose:d Existing r~ro~esed
Meter Size Residential 2~S i-ontial Commercial Cc~n ~mercias
3/4" $ 30.00 $ 30.00 $ 30.00 W 3Q.r;0
1" $ 55.00 $ 55.00 $ 55.00 $ 55.OE3
1.5" $ 105.00 $ 1u5.00 $ 105.00 $ 1L5.0~~'
2" $ 170.00 S 1 ?0.00 $ 170.00 $ ? 7Q.Or}
3" $ 370.00 $ 37D.00 $ 370.00 $ 37v.~0
4" $ 635.00 S 635.G0 $ 635.00 ~ 635.00
Residential includes 2000 gallons
VOLU M E RATES
Existing ~=F.~p~scd Existing i-ranased
Residential ~csidential Commercial ;ar~~n,ercial
0-2000 $ - ~ - $ 3.21 ~ 3.21
2001-10000 $ 3.21 w 3.21 $ 3.21 $ 3.21
10001-20000 $ 3.21 $ 3.29 $ 3.21 $ 3.21
20001-40000 $ - 4 3.2" $ 3.21 $ 3.21
40001-400000 $ - $ 3.21 $ 3.21 S~ 3.29
+400000 $ - £ 3.29 $ 3.21 $ 3.2'
Page 2 of 5
Residential is capped of 20,000 gallons Cap Removed
Town of Westlake Board of Aldermen
Workshop Minutes
July 28, 2008
Page 3 of 5
Mr. Greenwood advised the Board that the only proposed change to the sewer rates is to
eliminate the 20,000 gallon cap on residential.
Additionally, Mr. Greenwood compared the current and proposed rates by neighborhoods in
Westlake, as well as the neighboring communities of Trophy Club, Roanoke, Keller, and
Southlake.
Board discussion ensued with regard to the need to communicate the rate increase to the
residents, the need to promote conservation, the status of the search for a secondary water
source, the affect of the increase on the budget, upcoming capital projects and the costs
associated with each.
Mayor Wheat emphasized the need to communicate with residents regarding the increase and
suggested the Town consider holding a forum as a means to share water conservation
measures with residents.
Mayor Wheat referenced an article regarding Boone Pickens and his plan to acquire water
rights for resell and recommended the Town Manager evaluate the concept.
Town Manager Brymer advised the Board that if capital costs continue to increase, the Town
may need to consider some type of impact fee as a funding source.
Tovv~n Manager Brymer advised the Board that the Town purchased a rate model module as
part of the study, giving staff the ability to evaluate the water rates between comprehensive
studies. Additionally, Mr. Brymer stated that staff will present a budget impact scenario
based on a 10% conservation rate.
In closing, Town Manager Brymer advised the Board that a rate ordinance will be presented
in the fall for Board consideration and, if approved, the rate increase will be implemented in
January 2009. Mr. Brymer added that the proposed rate structure will be utilized in preparing
the FY 2008-2009 budget.
3. PRESENTATION AND DISCUSSION REGARDING THE ROANOKE I.O.O.F.
CEMETERY.
- Rules, regulations policies and procedures for the operation of the cemetery.
Facilities and Recreation Director Meyer addressed the Board regarding the item.
Mr. Meyer reviewed the history of how the Town acquired the cemetery, reviewed the
funding earmarked for the ground maintenance and a cemetery master plan, as well as
possible options for operating and regulating a cemetery.
Mr. Meyer advised that an official title search needs to be completed before the Town can sell
plots, and recommended the Board adopt rules, regulations, policies, and procedures for the
Town of Westlake Board of Aldermen
Workshop A'[inutes
July 28, 2008
Page 4 of 5
operation of the cemetery. Mr. Meyer also presented possible improvements to the cemetery
(new fencing, irrigation, master plan, and contracted services).
Board discussion ensued regarding the possibility of including a mausoleum, focusing on the
green aspect, and the need for a cemetery advisory committee.
Board recommendations to the rules, regulations, policies and procedure include defining
`cemetery' and who owns, and considering the addition of a mausoleum and associated rules.
Mr. Meyer stated that a parks committee might be a consideration and duties of the Tree City
USA committee could be a responsibility of the parks committee in addition to cemetery
oversight.
Town Attorney Lowry advised the Board that, given the wick release of the cemetery to the
Town, all issues are unknown to the Town at this time and it would be difficult to implement
permanent plans until issues are identified. However, operating procedures would be
appropriate at this time.
Mr. Meyer stated that the next step will include bringing someone in to organize records and
work with Town staff to fine-tune the rules and regulations for the cemetery.
-t. PRESENTATION AND DISCUSSION OF A STATUS REPORT ON
CONSTRUCTION OF THE ARTS AND SCIENCES CENTER.
A. Timeline
B. Review interior /exterior finishes
C. Funding update
Facilities and Recreation Director Meyer addressed the Board regarding the item. Mr.
Me}~er reviewed the construction timeline, funding resources, and phase costs.
Construction Timeline:
- June 2008
- June 2008
- July 2008
- July/August 2008
- August 21, 2008
- August 28, 2008
- September 8, 2008
- September 22, 2008
- September 23, 2008
Groundbreaking for utility relocation
Estimate from construction manager for all phases
Drawings 100% complete
Bid packages released
Bid packages due
Bids reviewed by Building Committee
Workshop with Board of Aldermen to review bids
Approval of construction contract
Construction begins
Board discussion ensued with regard to the status of fundraising, and aback-up plan to
provide the necessary facilities for the students should construction be delayed.
Town of Westlake Board of Aldermen
Workshop Minutes
July 28, 2008
Page ~ of 5
As a back-up plan, Town Manager Brymer stated that following the evaluation of the
bids, staff would have an opportunity in the fall to review and evaluate other options for
providing the necessary facilities. Mr. Brymer added that the Board will need to review
all capital project needs of the Town before any decisions can be made.
The next update will be provided to the Board at the August 25, 2008, meeting.
5. ADJOURNMENT.
There being no further business to come before the Board, Mayor Wheat adjourned the
workshop at 6:55 p.m.
APPROVED BY THE BOARD OF ALDERMEN ON AUGUST 25, 2008.
La ra Wheat, Mayor
ATTEST:
Kim Sutter, TRMC, Tov<m Secretary
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN REGULAR MEETING
July 28, 2008
PRESENT: Mayor Laura Wheat and Aldermen Carol Langdon, Don Redding, and Rebecca
Rollins.
ABSENT: Aldermen Tim Brittan and Larry Corson.
OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lo~~~ry,
Town Secretary Kim Sutter, DPS Director Don Wilson, and
Assistant to the Town Manager Ginger Awtry.
1. CALL TO ORDER.
Mayor Wheat called the meeting to order at 8:1 ~ p.m.
2. PLEDGE OF ALLEGIANCE.
Mayor Wheat led the pledge of allegiance to the United States flag.
Mayor Pro Tem Redding led the pledge of allegiance to the Texas flag.
3. CITIZENS' PRESENTATIONS.
There was no one present wishing to address the Board.
4. CONSENT AGENDA.
Mayor Wheat introduced the consent agenda and requested item 4 (c) be pulled for
individual consideration.
a. Review and approve minutes of the Board of Aldermen workshop and regular
meeting held on July 14, ?008.
b. Resolution No. 08--17 -Consider approval of a Resolution authorizing the execution
of an agreement with Akin Gump Strauss Hauer & Feld, LLP for ?008 legislative
work relating to the Charter School Improvements.
Town of Westlake Board of Aldermen
Regular Meeting Minutes
July 28, 2008
Page 2 of 6
MOTION: Mayor Pro Tem Redding made a motion to approve the consent agenda
items (a) and (b) as presented. Alderwoman Langdon seconded the
motion. The motion carried by a vote of 3-0.
c. Resolution No. 08-~8 -Consider approval of a Resolution authorizing the execution
of a Municipal Maintenance Agreement and an Amendment to the Municipal
Maintenance Agreement.
Mayor Wheat asked for clarification regarding the fees associated with the program and
expressed concern relative to the services costing the Town money.
DPS Director Wilson advised the Board that the fees are calculated on an incident basis
and only assessed when a violation is recorded.
Keller Police Chief Mark Hafner was present to address questions from the Board.
DPS Director Wilson advised the Board that, following TxDOT's approval, the vendor
will install the cameras at the intersection of U.S. 377 and S.H. 170 and the eastbound
and westbound frontage roads at S.H. 114 at Trophy Lake Drive.
MOTION: Mayor Pro Tem Redding made a motion to approve Resolution No. 08-
48, authorizing the execution of a Municipal Maintenance Agreement and
an Amendment to the Municipal Maintenance agreement as presented.
Alderwoman Langdon seconded the motion. The motion carried by a vote
of 3-0.
5. CONSIDER ACCEPTANCE OF A LEAVE OF ABSENCE REQUESTED BY
MAYOR PRO TEM DON REDDING.
Ma}'or Wheat introduced the item and asked for a motion:
MOTION: Alderwoman Rollins made a motion to approve the leave of absence
request of Mayor Pro Tem Don Redding. Alderwoman Langdon seconded
the motion.
Mayor Wheat advised that the request included the incorrect meeting date and should
read August 11 as opposed to August 17.
AMENDED
MOTION: Alderwoman Langdon amended the motion to approve Mayor Pro Tem
Redding's leave of absence request for the regular meetings scheduled for
August ll, August 25, and September 8, 2008. Alderwoman Rollins
seconded the motion. The motion carried by a vote of 2-0, with Mayor
Pro Tem Redding abstaining from the vote.
ToHn of Westlake Board of Aldermen Page 3 of 6
Regular Meeting Minutes
July 28, 2008
6. CONSIDER APPROVAL OF THE BOARD OF ALDERMEN'S VISION, VALUE,
AND MISSION STATEMENT AS WELL AS VISION FOCUS POINTS AND KEY
RESULT AREAS.
Town Manager Brymer introduced the item, and advised that the Vision, Value and
Mission statement is the result of the Board of Aldermen retreat held in June and
subsequent discussion in July by the Board.
Towm Manager Brymer presented the following for consideration of approval by the
Board:
Westlake Community Vision
Wes/lake is a one-of-a-kind commz~niry; an oasis 1~~ilh rolling hills, graying
longhorns, and souring red-railed harks, loco/ed in the heart of the For! Worth-Dallas
melropoli~an urea.
hn~iting neighho~•hoods and urchitec/orally ~~ibrant c•o~porate campuses find
harmo~7y among oi~r• meandering roads and lrails•, lined ~~~i~h native oaks and stone 11~ulls•.
We are leaders. In eda~cuNon ire are knoi~rn .for our innol~ulive partnerships
bet~~een the Toirn-Oirf~ed Charter School and ils corporate neighbors. We are
en-~ironmentul s~e~rurds -exemplifying the highest standards.
Hospitality•frnds its home in Westlake. As a commamily, tire ure•firlly inroh~ed a~~d
inves•led in our rich her•i/age, dynamic pres•en~ and exciting, sustainable.fu~ure.
Mission Statement
On behalf of the citizens, the mission of the Town of Westlake is to be a one-of-a-kind
community that blends our rural atmosphere with our rich culture and urban location.
Community Values
As a community, Westlake values reflect:
• Innovation
• A strong knowledge/education base
• Being friendly and welcoming
• Family focus
• Engaged citizens
• A unique rural setting emphasizing preservation of our natural beauty
• Aesthetic appeal and high development standards
Town of Westlake Board of Aldermen Page -1 of 6
Regular Meeting Minutes
July 28, 2008
Vision Point: Inviting Residential and Corporate Neighborhoods
The Toti~~n of Westlake enjoys inviting ~aeighborhoods. We are cone-of-a kind
community. IVes~luke is an ousis i~~iih rolling hills shut blends gru.ing longhorns and
soaring red-toiled hawks i~~ith im~iting neighborhoods us i~~ell as architecturally i~ibrant
corporate campuses thal.find harmony along our meandering roads and lruils, lined ~+~i~h
nulive ouks and stone tia~alls.
Key Result Areas supporting this vision point:
• On-going comprehensive planning
• Sensitivity to neighborhood integrity
• Outstanding community appearance
• Highest quality development and aesthetic standards
• Open space preservation
Vision Point: We are Leaders
Ire education 1~~e are known_for our i~~noratire partnerships bena~een the Town-owned
charter school and its corporate neighbors. We are enrironnu~ntal stewards -
exemplij}~ing the highest stundards.
Key Result Areas supporting this vision point:
• Premier educational facilities and programs
• Producing well educated future leaders and thinkers
• Business partnerships with the Town and Westlake Academy
• Environmental stewardship initiatives
• High quality services delivery coupled with financial stewardship
• Infrastructure maintenance and planning
Vision Point: Hospitality Finds Its Home in Westlake
As a commz~nity, ti~~e are.fi~lly inrolved and im~esled in our rich heritage,
dynumic present and exci/ing, sustuinable.fi~ture.
Key Result Areas supporting this vision point:
• Citizen engagement and communication
• Historic Preservation
• Tourism development
• Arts and culture
"Westlake, a premier know/edge-based community. "
Town of Westlake Board of Aldermen
Regular Meeting Minutes
July 28, 2008
Page 5 of 6
MOTION: Alderwoman Langdon made a motion to approve the Board of Aldermen
Vision, Value and Mission Statement as well as Vision Focus Points and
key result areas as presented. Alderwoman Rollins seconded the motion.
The motion carried by a vote of 3-0.
7. CONSIDER APPROVAL OF A BOARD POLICY ON BOARD MEETING
PROCEDURES AS WELL AS A BOARD RELATIONS POLICY AND CODE OF
ETHICS
Town Manager Brymer reviewed the items with the Board. Mr. Brymer advised the
Board of one change recommended by the Town Attorney Lowry with regard to
parliamentary procedures.
Town Attorney Lowry revie~~~ed the suggested change to the parliamentary procedure
portion of the document. Mr. Lowry recommended the language read that the Board of
Aldermen ~1~ill utilize reasonable rules of parliamentary procedure in the conduct of the
meeting.
Town Manager Brymer reviewed suggested language for Section 1 (B) 1. Mayor and
Board Responsibilities of the Board Relations Policy and Code of Ethics as it relates to
placing items on an agenda for consideration.
Town Attorney Lowry advised the Board that the specific item must be listed on the
agenda prior to consideration, and emphasized that discussion of an item not specifically
listed on the agenda is a violation of the open meetings act.
Mayor Wheat suggested the language be changed to indicate that a vote would not be
taken at the time the item is presented; however, a second would be required for further
consideration by the Board. Mayor Wheat also recommended that the Future Agenda
Item Requests be permitted at workshops and / or meetings.
Section l (B) 1. Mayor and Board Responsibilities of the Board Relations Policv and
Code of Ethics.
Ar7y Bourd member may request at u u•or-kshop ar~d / or Board meeting, zrr7der "Future
Agenda Item Requests ", an agenda item for u firtur•e Bourd meeting. The Bourd member
making the reyrrest i~~ill contact the Torn Manager i~~ith the requested item and Ilre ToN•n
Manager Neill list it on the agenda. At the meeting, the reyuesting Board member i~~ill
explain the item, the need f rr• Bocrrd discussion of the item, tlae item 's relationship to the
Bourd s sn•ulegic priorities, and the amount of estimated staff time necessary to prepare
.for Bourd discussion. !f the reyuesting Bourd member receives a second, the Tol~~r~
Manager ti~ill place the item on the Bourd agenda calendar ulloi~~ing,fc~r adequate tune
for stuff preparation on the agenda item.
MOTION: Alderwoman Rollins made a motion to approve a Board policy on Board
meeting procedures as well as a Board Relations policy and Code. of
Ethics as amended. Mayor Pro Tem Redding seconded the motion. The
motion carried by a vote of 3-0.
Town of Westlake Board of Aldermen Page 6 of 6
Regular Meeting Minutes
Julv 28, 2008
8. BOARD CALENDAR.
Mayor Wheat reviewed the Board calendar.
- Texas Municipal League Newly Elected Officials training
0 8/8 - 8/9/08, Austin, 7:30 a.m.
- Texas Municipal League Region VIII Quarterly Meeting
0 7/31/08, 6:30 p.m., City of Azle Community Center
- NW Metroport Chamber Luncheon -Education address to include Head
of School Mark Rosevear
0 8/5/08, l l a.m. to 1 p.m., Trophy Club Country Club
- Texas Municipal League Annual Conference and Exhibition
0 10/28 - 10/31 /08, San Antonio, Texas
- Joint Board of Aldermen/Planning & Zoning Commission land use/zoning
training
0 9/29/08. 6 - 8 p.m., Town Hall offices, Municipal Court Room
9. ADJOURNMENT.
There being no further business, Mayor Wheat asked for a motion to adjourn the meeting.
MOTION: Alderwoman Langdon made a motion to adjourn the meeting. Mayor Pro
Tem Redding seconded the motion. The motion carried by a vote of 3-0.
Mayor Wheat adjourned the meeting at 8:47 p.m.
APPROVED BY THE BOARD OF ALDERMEN ON AUGUST 11, 2008.
~; ~ - , __
Laura Wheat, Mayor
ATTEST:
Kim Sutter. TRMC, Town Secretary