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HomeMy WebLinkAbout09-08-08 TC MinTOWN OF WESTLAKE, TEXAS MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN WORKSHOP September 8, 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, Finance Director Debbie Piper, Facilities and Recreation Director Troy Meyer, Court Administrator Amanda DeGan, DPS Director Don Wilson, Planning and Development Director Eddie Edwards, Assistant to the Town Manager Ginger Awtry, and Head of School Mark Rosevear. 1. CALL TO ORDER. Mayor Wheat called the workshop to order at 4:20 p.m. 2. PRESENTATION AND DISCUSSION OF A STATUS REPORT ON CONSTRUCTION OF THE ARTS AND SCIENCES CENTER. Facilities and Recreation Director Meyer addressed the Board regarding the item. Mr. Meyer reviewed the timeline of events for the construction of the Arts and Sciences Center building. Mrs. Leah Rennhack, President of the Westlake Academy Foundation , reviewed the funding sources as of September 2008: Source Amount G.O. Bond Funds $2.467,000 Texas Student Housing $500,000 Lee Gift $500,000 Foundation Donations $641.447 Town of Westlake Board of Aldermen Page 2 of -t Workshop Minutes September 8, 2008 Interest $28.325 TOTAL $4,136,772 Anticipated Pledges (Pledges,for ?008-2009 533, 9-16) $431,890 GRAND TOTAL $4,568,663 Mrs. Rennhack further advised that, over the past four (4) years, the Blacksmith Apprentice program has raised $4.1 million. (Tne Blacksmith Apprenfice Program is designed to raise support for the ongoing maintenance and operations of the school from parents of children enrolled in the Westlake Academy.) Facilities and Recreation Director Meyer outlined the construction cost for the project and advised the Board that the $211,000 cost for utility relocation could be charged to the To~>,-n's Utility Fund and the Academy budget could absorb the $200,000 FFRE expenditure. Phase I with Foundation for the Black Box and Art room: Construction Cost $5,189,389 Utility Relocation (Utility Fund) FF&E (Academy budget) - $411,000 G.O. Bond, Texas Student Housing. Interest, - $3,495,325 100% of Lee gift Westlake Academy Foundation Cash & Pledges - $1.073,337 Unfunded Portion $209,727 Board discussion ensued regarding the impact of pouring/not pouring the foundation for the Arts portion of the building, the aesthetics of a poured foundation fenced in for safety, and the future needs for the space. Additionally, the Board discussed the merits of the interfund loan related to the utility relocation and the furniture, fixtures, and equipment (FF&E) and the promise made to the voters not to exceed the $2.5 million obligation by the Town. Mayor Wheat advised that Mrs. Margaret Lee has given permission to use 100% of the Lee gift for phase 1, with the understanding that that Black Box Theater would be named alter the Lees. Town Manger Brymer advised the Board that incremental cost of pouring the foundation is estimated at $160,000. Staff advised that a 2 to 3% increase in cost per month can be expected if the pouring of the foundation is delayed. Town of Westlake Board of Aldermen Workshop Minutes September 8, 2008 Page 3 of -1 Tovtim Manager Brymer advised that it is recommended the Board hold a special called meeting on Monday, September 15, 2008, to lock in the bids for the construction of the facility. 3. PRESENTATION AND DISCUSSION OF A PROPOSED CONTRACT FOR POLICE RELATED SERVICES WITH THE CITY OF KELLER. Town Manager Brymer introduced the item, and advised the Board that the contract calls fora 4% increase over last years cost of services. Mr. Brymer reviewed the proposed changes to the contract and advised the Board that the proposed contract is for a term of five (5) years and contains a two (2) year cancellation clause. Keller Chief of Police Mark Hafner was present and addressed the Board regarding the proposed contract. Discussion ensued with regard to services offered to local schools such as bike safety, Stranger Danger, etc. and the possibility of the offerings at Westlake Academy. Town Manager Brymer advised the Board that the proposed contract will be be presented at the September 22, 2008, regular meeting for consideration and approval. -1. PRESENTATION AND DISCUSSION OF PROPOSED BUDGET FOR FISCAL YEAR OCTOBER 1, 2008, THROUGH SEPTEMBER 30, 2009. Town Manager Brymer advised the Board that this item is a follow-up to the staff presentation of the proposed budget at the August 25, 2008, Aldermen workshop. Alderman Corson expressed his concern that the proposed expenditures exceed the anticipated revenues, and expressed his desire for an analysis of the proposed expenditures. Town Manager Brymer reviewed proposed positions and expressed the need to evaluate compensation. Mrs. Michelle Corson, President of the Public Art Society of Westlake, addressed the Board regarding the funding request for the Public Art Society of Westlake. Mrs. Corson stated that the funding request has been reduced to $10,000. Ms. Kristi Layton, Treasurer of the Westlake Historical Preservation Society (WHPS), reviewed the accomplishments of the Society over the past eight (8) years, and advised the Board that the Society is requesting funding in the amount of $5,000 as well as an advance of $30,000 with the intent of reimbursing the Town with a portion of the book sales. Ms. Layton explained that the funding request is intended to cover administrative expenses, operation of the museum, Decoration Day and the annual meeting. Town of Westlake Board of Aldermen Workshop Minutes September 8, 2008 Page ~ of 4 At the direction of the Board, Town Manager Brymer will present options that reduce growth in operations and maintenance spending as well as prioritize those scenarios and prioritize capital expenditures. 5. PRESENTATION AND DISCUSSION OF TOWN/ACADEMY FACILITIES RENTAL USE POLICIES AND FEES FOR THE CIVIC CAMPUS BUILDINGS TO WESTLAKE RESIDENTS. Municipal Court Administrator DeGan and Facilities and Recreation Director Meyer presented the proposed policy to the Board and advised that the main objective is to offer the facility for use to Westlake residents while recovery 100% of the cost associated with the facility use. Head of School Rosevear stated that he opposed to the use of classrooms for rental purposes. It was the consensus of the Board to have staff proceed with finalizing the policy and obtaining cost of service and present to the Board for consideration. 6. FUTURE AGENDA ITEMS. No items were submitted for consideration. 7. ADJOURNMENT. There being no further business to come before the Board, Mayor Wheat adjourned the workshop at 6:28 p.m. APPROVED BY THE BOARD OF ALDERMEN ON SEPTEMBER 22, 2008. 7 i ~ ~. rte; Laura Wheat, Mayor ATTEST: ./, Kitri Sutter, TRMC, Town Secretary MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN REGULAR MEETING September 8, 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, Finance Director Debbie Piper, Assistant to the Town Manager Ginger Aw~try, Director of Planning and Development Eddie Edwards, Court Administrator Amanda DeGan, and Director of Administrative Services Todd Wood, I. CALL TO ORDER. Mayor Wheat called the meeting to order at 7:12 p.m. 2. CITIZEN PRESENTATIONS. Mr. Jack Walton, 13225 Thornton Drive, Westlake, addressed the Board regarding the flooding at Stage Coach Hills in .tune 2007 and expressed the need for adequate drainage. Town Manager Brymer advised that the item will be placed on a future agenda for discussion. 3. PRESENTATION OF GOVERNMENT FINANCE OFFICERS ASSOCIATION (GFOA) DISTINGUISHED BUDGET PRESENTATION AWARD TO STAFF. Mayor Laura Wheat presented the GFOA plaque to Finance Director Debbie Piper, Finance Clerk Jaymi Ford, and Administrative Services Director Todd Wood. Town Manager Brymer commended Town staff for their efforts related to receiving the designation. Town of Westlake Board of Aldermen Page 2 of 3 Regular Meeting Minutes September 8, 2008 4. CONSENT AGENDA. Mayor Wheat introduced the consent agenda and asked for a motion. a. Review and approve minutes of the Board of Aldermen regular meeting and workshop and held on August 25, 2008. MOTION: Alderman Corson made a motion to approve the consent agenda as presented. Alderwoman Langdon seconded the motion. The motion carried by a vote of 4-0. 5. CONSIDER AN ORDINANCE ADOPTING CERTAIN NATURAL GAS RATES PURSUANT TO THE RATE REVIEW MECHANISM SETTLEMENT BETWEEN ATMOS MID-TEX AND THE ATMOS CITIES STEERING COMMITTEE. Town Manager Brymer presented the item to the Board. Alderman Corson inquired as to the average percentage increase per residential household. Town Attorney Lowry advised that he is not certain of the percentage, but the increase on average is .81 cents per month/household. MOTION: Alderman Brittan made a motion to adopt Ordinance No. 599, adopting certain natural gas rates pursuant to the rate review mechanism settlement between Atmos and Mid-Texas and the Atmos Cities Steering Committee. Alderman Corson seconded the motion. The motion carried by a vote of 4-0. 6. CONDUCT A PUBLIC HEARING REGARDING THE TOWN OF WESTLAKE PROPOSED FY 08/09 BUDGET FOR THE PERIOD BEGINNING OCTOBER 1, 2008 THROUGH SEPTEMBER 2009. Mayor Wheat introduced the item and opened the public hearing. There being no one requesting to speak, Mayor Wheat closed the public hearing. 7. CONSIDER OF A RESOLUTION ADOPTING THE FY 08/09 BUDGET INCLUDING FINAL AMENDMENTS TO THE FY 07/08 BUDGET FOR THE TOWN OF WESTLAKE. Mayor Wheat introduced the item and asked for a motion to table action on the item based on the discussion at the September 8, 2008, workshop. MOTION: Alderman Corson made a motion to table consideration of the item. Alderwoman Langdon seconded the motion. The motion carried by a vote of 4-0.