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HomeMy WebLinkAbout09-15-08 TC MinMINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN SPECIAL MEETING September l5, 2008 PRESENT: Mayor Laura Wheat and Aldermen Larry Corson, Carol Langdon, and Rebecca Rollins. ABSENT: Aldermen Tim Brittan and 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 Tov~~n Manager Ginger Awtry, Head of School Mark Rosevear, and Public Works Superintendent Jarrod Greenwood. 1. CALL TO ORDER. Mayor Wheat called the meeting to order at 5:10 p.m. 2. PLEDGE OF ALLEGIANCE. Mayor Wheat led the pledge of allegiance to the United States and Texas flags 3. DISCUSS AND CONSIDER A RESOLUTION AUTHORIZING THE APPROVAL OF A CONTRACT WITH STEELE & FREEMAN, INC. FOR CONSTRUCTION MANAGER AT-RISK SERVICE FOR THE PHASE I ARTS AND SCIENCE BUILDING PROJECT LOCATED ON THE WESTLAKE CIVIC CAI\1PUS; ESTABLISHING A GUARANTEED MAXIMUM PRICE (GMP) AT $4,115,221.00; AUTHORIZING ISSUANCE OF A NOTICE TO PROCEED WITH PHASE I CONSTRUCTION; APPROVE FUNDING SOURCES AS PROPOSED; AND AUTHORIZE TOWN STAFF TO MAKE FUNDING CHANGES NOT TO EXCEED $25,000.00 ON THIS PROJECT. Facilities and Recreation Director Meyer reviewed the timeline of the project to date and current funding sources and advised that any funding shortfall is expected to be covered by the Foundation through donations and/or grants. ToH~n of Westlake Board of Aldermen Special Meeting Minutes September 15, 2008 Page 2 of -1 Mr. Meyer advised the Board that the Resolution has been revised to authorize staff to authorize funding changes not to exceed $25,000 per change order. Mr. Meyer stated that the total project cost for Phase I originally came in at $5.3M. The contractor was instructed to review the bids for possible cost savings and subsequently presented a revised cost of $5.1 M. Discussion ensued with regard to the pros and cons of pouring the slab foundation for the construction of the Black Box and art room. Additionally, the Board expressed their concern with regard to whether the facility, as designed today, will serve the needs of the future. Mayor Wheat expressed her concern with committing to a footprint for a future building if the slab foundation is poured as part of the Phase 1 project. Mr. Michael Bennett, Gideon Toal, advised the Board that some flexibility with regard to constructing a future building would be lost if the slab foundation was poured at this time. Alderwomar, Rollins expressed her concern with regard to the changing needs of future grade levels. Assuming the number of classes remain at two per grade level, HOS Rosevear stated that the minimum need at this time is two science labs and an art room. Mayor Wheat stated that she did not sense any objections from the Board with regard to financing the pledges out of the General Fund until the pledges are received and could be paid back. Additionally, Mayor Wheat asked Town Manager Brymer to clarify the cost associated with the utility relocation. Town Manager Brymer advised the Board that the cost attributable to the Town for the utility relocation is $6,000, and is due to the upsizing of a water line on the south property line to accommodate future development. Alderman Corson suggested that staff provide once a month updates to the Board regarding the status of the project, including funding. The following individuals shared their concerns/suggestions/recommendations regarding the facilities at the Westlake Academy: Mr. George Ledak, 1220 Mt. Gilead Road, Keller Mrs. Debra Ledak, 1220 Mt. Gilead Road, Keller Mr. Mike Garabedian, 1717 Buckingham, Keller Mr. Rick Rennhack, 1762 Hidden Springs Court, Westlake Mrs. Leah Rennhack, 1762 Hidden Springs Court, Westlake Mrs. Julie Timmerman, 1522 Main Street, Southlake ToHn of Westlake Board of Aldermen Special Meeting Minutes September 15, 2008 Page 3 of -t Discussion ensued with regard to current needs, future needs, and the pros and cons of moving forward with a slab foundation to accommodate future construction. Head of School Rosevear confirmed that all programs could still be offered absent a Black Box theater. Mayor Wheat stated that she feels the risk is not that the funding will not be raised, but that the building will not meet the future wants and needs of the Academy. At the request of Alderwoman Langdon, Town Manager Brymer stated that in addition to the $2.5 million bond issuance, the Town's outstanding debt obligation on the current facility is approximately $35 million, which includes P & I over the next twenty-four years. Additional discussion between the Board, staff and those in attendance continued. MOTION 1: Alderman Corson made a motion to approve Resolution No. 8-52. Alderwoman Langdon seconded the motion. AMENDED MOTION: Alderman Corson offered an amendment to the motion to 1) amend the scope of Phase I to exclude the slab foundation for the Black Box theater and art room; 2) transfer the funding associated with the slab foundation to the contingency line item ($127,000) to be used for `add alternatives' or realized as a project cost savings; 3) make clear that additional funding provided by the Town will be considered a loan to the Westlake Academy Foundation and is subject to repayment along with the $205.000 cost associated with the utility relocation. VOTE ON AMENDED MOTION: Alderwoman Rollins seconded the amendment as presented by Alderman Corson. The motion carried by a vote of 3-U. VOTE ON MOTION I: The motion carried by a vote of 3-0. Facilities and Recreation Director Meyer advised the Board that contractors would be on- site by the end of October. 4. ADJOURNMENT. There being no further business, Mayor Wheat asked for a motion to adjourn the meeting. Town of Westlake Board of Aldermen Special Meeting Minutes September 15, 2008 Page 4 of ~ MOTION: Alderman Corson made a motion to adjourn the meeting. Alderwoman Rollins seconded the motion. The motion carried by a vote of 3-0. Mayor Wheat adjourned the meeting at 6:59 p.m. APPROVED BY THE BOARD OF ALDERMEN ON OCTOBER 6, 2008. Laura Wheat. Mayor ATTEST;/ ; -- i ~, ~~.. ~/~~~~i Kim Sutter, 7'RMC, Town Secretary