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HomeMy WebLinkAbout10-06-08 TC MinTOWN OF WESTLAKE, TEXAS MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN WORKSHOP October 6, 2008 PRESENT: Mayor Laura Wheat and Aldermen Larry Corson, Carol Langdon (arrived at 4:27 p.rn.), Don Redding, and Rebecca Rollins. ABSENT: Alderman Tim Brittan STAFF PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry, Town Secretary Kim Sutter, DPS Director Don Wilson, Assistant to the Town Manager Ginger Av<~try, and Planning and Development Director Eddie Edwards. 1. CALL TO ORDER. Mayor Wheat called the workshop to order at 4:22 p.m. 2. PRESENTATION, DISCUSSION, AND CONSIDERATION OF SURVEYS FOR CITIZEN/STAKEHOLDER ENGAGEMENT AND FEEDBACK. Town Manager Brymer introduced Mr. Chris Tathum of ETC Institute. Mr. Chris Tathum, representing ETC Institute, addressed the Board regarding the item, and explained that ETC Institute is one of the nation's leading community-based market research firms. Mr. Tathum reviewed the survey process, including assessment of priorities and analysis of survey results. Discussion ensued with regard to means of conducting the survey, length of the survey, analysis of data, estimated cost of service, typical response rate, process for determining survey questions, the best time of year to conduct surveys, and applicability to charter schools. Mr. Tathum advised the Board that the survey is administered over the phone. by mail. and on the Internet. Town of Westlake Board of Aldermen Workshop Minutes October 6, 2008 Page 2 of 4 Town Manager Brymer advised that workshops will be utilized in the months of November and December to identify questions and the scope of services for conducting a survey if the Board wishes to proceed with developing a survey. It was the consensus of the Board to consider one additional bid from another survey company with the intent of releasing the survey by the first quarter of 2009. 3. PRESENTATION AND DISCUSSION OF STAFF WORK TO DATE REGARDING POSSIBLE AMENDMENTS TO THE OIL AND GAS ~'4'ELLS SECTION OF THE TOWN OF WESTLAKE CODE OF ORDINANCES. Town Manager Brymer introduced the item and advised the Board that staff is seeking direction regarding the framework for amending the existing ordinance. Once established, a public input hearing will be held for citizen input. Planning and Development Director Edwards reviewed the proposed key revisions. Mr. Edwards added that staff is proposing a 600 foot baseline standard, a 300 foot absolute minimum setback, and a 1,000 foot voluntary setback. Mr. Edwards presented additional setbacks with regard to other structures and property lines and reviewed proposed drill zone setbacks. Discussion ensued regarding possibly including questions related to gas well drilling in the survey planned for the first quarter of 2009, legal ramifications if the Board delays adoption of the amended ordinance, safety distances, truck traffic and roadway improvement and repair and a means to control truck traffic on the Town's roads. It was the consensus of the Board to proceed forward with obtaining citizen input with regard to the staff proposed setbacks. Mr. Edwards advised the Board that fresh water for gas drilling operations will not be provided by the Town without a Water Supply Agreement; however, fresh water wells may be drilled on site or water may be trucked or piped in and stored on site. Mr. Edwards presented two options to the Board with regard to wastewater disposal. Town Manager Brymer advised the Board that both wastewater disposal options have pros and cons. Discussion ensued regarding wastewater disposal utilizing a saltwater disposal well versus trucking or piping the wastewater out of the To~~n. As the Board was not opposed to either option, staff will proceed with evaluating the options and presenting for citizen input. Mr. Edwards presented the proposed fencing. screening and landscaping requirements. Town of Westlake Board of Aldermen Workshop Minutes October 6, 2008 Page 3 of -t Alderman Corson recommended stipulating the type of materials to be used for fencing and screening as well requiring the use of evergreen shrubs as opposed to other vegetation. Mr. Edwards presented the proposed noise limitations and compared the decibels limits with neighboring cities. Discussion ensued with regard to ambient noise levels and the likelihood of enforcing the decibels levels. Mr. Edwards presented the proposed lighting standards and a comparison of the requirements to neighboring cities. Mr. Edwards stated that the lighting standards will conform to the Town's outdoor lighting ordinance to the degree practical and safe. Town Manager Brymer advised the Board that staff will solicit citizen input before presenting a draft ordinance to the Board for adoption. ~. DISCUSSION AND CONSIDERATION OF CHANGING THE NAME OF THE BOARD OF ALDERMEN TO TOWN COUNCIL OR CITY COUNCIL. Town Manager Brymer advised the Board that this item is being presented for discussion at the request of Alderman Brittan. Town Attorney Lowry advised the Board that it is not uncommon for the governing body of a Type A General Law city to be referred to as the Town Council or City Council. Board discussion ensued with regard to the change. In the absence of Aldermen Brittan, Town Manager Brymer suggested the item be placed on a future agenda for discussion. 5. FUTURE AGENDA ITEMS No items were submitted for discussion. 6. ADJOURNMENT. There being no further business, Mayor Wheat asked for a motion to adjourn. MOTION: Mayor Pro Tem Redding made a motion to adjourn the workshop. Alderwoman Rollins seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the workshop at 6:43 p.m. Town of Westlake Board of Aldermen Workshop Minutes October 6, 2008 APPROVED BY THE BOARD OF ALDERMEN ON OCTOBER 27, 2008. ATTEST: ,f i • ; ~' Kim Sutter, TRMC. To~~n Secretary Page a of d ~~~~ Laura Wheat, Mayor MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN REGULAR MEETING October 6, 2008 PRESENT: Mayor Laura Wheat and Aldermen Larry Corson, Carol Langdon, Don Redding, and Rebecca Rollins. ABSENT: Alderman Tim Brittan. OTHERS PRESENT: To~~m Manager Thomas Brymer, Town Attorney Stan Lowry, Town Secretary Kim Sutter, DPS Director Don Wilson. Assistant to the Town Manager Ginger A~~~try, and Director of Planning and Development Eddie Edwards. 1. CALL TO ORDER. Mayor Wheat called the meeting to order at 7:53 p.m. 2. CITIZEN PRESENTATIONS. There was no one present wishing to address the Board. 3. CONSENT AGENDA. Mayor Wheat introduced the consent agenda and asked for a motion. a. Review and approve minutes of the Board of Aldermen special meeting held on September l5, 2008. b. Review and approve minutes of the Board of Aldermen regular meeting and workshop and held on September 22, 2008. c. Review and approve minutes of the Board of Aldermen and Planning and Zoning Commission joint workshop held on September 29, 2008. d. Resolution No. 08-56 - Consider a Resolution authorizing the Town Manager to execute an Inter-Local Agreement with the City of Fort Worth for the Em~ironmental Collection Center and Household Hazardous Waste Program on an annual basis. Town of Westlake Board of Aldermen Regular Meeting Minutes October 6, 2008 Page 2 of 6 MOTION: Alderwoman Rollins made a motion to approve the consent agenda as presented. Alderwoman Langdon seconded the motion. The motion carried by a vote of 4-0. 4. HEAR REPORT FROM THE PRESIDENT OF THE WESTLAKE HISTORICAL PRESERVATION SOCIETY. Mrs. Sharon Sanden, President of the Westlake Historical Preservation Society (WHPS), addressed the Board regarding the status of the history book, and expressed her appreciation to the Board for the advanced funding to proceed with the printing of the publication. Mrs. Joyce Gibson-Roach addressed the Board regarding the Westlake history book, The Little Toirn Ihu~ Could. Mrs. Roach provided a written comprehensive report to the Board outlining the book orders received to date and the strategy, financing and marketing plan for the sale of the books. Mrs. Roach advised the Board that the book is expected to be available in early January and described the book as a "very balanced view of Westlake." Mrs. Kristi Layton, Treasurer of~ the WHPS, addressed the Board regarding the cost and payments associated with the printing and publication of the book. Mrs. Layton advised that a local developer has agreed to purchase 28 copies of the books. Discussion ensued with regard to the cost of the book, the loan from the Town, and the reasoning for ordering 1.20 books. Mayor Wheat asked that a member of the Board of Aldermen be permitted to view the next proof of the book. Mrs. Gibson-Roach replied that she would be happy to comply with the request after the next proofing cycle. The Board expressed their appreciation to Mrs. Gibson-Roach for her efforts associated with the history book and the historical society. WHPS President Sanden announced that the WHPS annual board meeting will be held November 13, 2008, from 6 p.m. to 7:30 p.m. at the Marriott Solana. Mrs. Joyce Gibson-Roach read her letter of retirement as the editor of The Pu!/~fi~ade~~ 5. CONSIDER A RESOLUTION APPOINTING INDIVIDUALS TO SERVE AS MEMBERS OF THE WESTLAKE HISTORICAL PRESERVATION SOCIETY. Mayor Wheat introduced the item and asked for a motion. Town of Westlake Board of Aldermen Regular Meeting Minutes October 6, 2008 Page 3 of 6 MOTION: Alderwoman Rollins made a motion to approve Resolution No. 08-57, appointing Mrs. Kelly Bradley and Ms. Heidi Kloempken to serve as members of the Westlake Historical Preservation Society. Alderwoman Langdon seconded the motion. The motion carried by a vote of 4-0. 6. CONDUCT A PUBLIC HEARING AND CONSIDER AN ORDINANCE APPROVING AN APPLICATION FOR AN AMENDMENT TO THE COMPREHENSIVE ZONING ORDINANCE TO REZONE AND AMEND THE METES AND BOUNDS OF AN APPROXIMATELY 276-ACRE TRACT OF LAND GENERALLY LOCATED IN TARRANT COUNTY, TEXAS. (ZONING CASE 08-OS). Mayor Wheat introduced the item and opened the public hearing. Mr. Joe Schneider, Vice President of Hillwood Development, was present to address questions from the Board. Town Manager Brymer advised the Board that the case removes all single-family residential uses and increases the allowable square footage for Office Use from 164,700 to 1.200,000 square feet. and creates a buffer zone running parallel to Dove Road. There being no one requesting to speak. Mayor Wheat closed the public hearing. MOTION: Mayor Pro Tem Redding made a motion to adopt Ordinance No. 600, approving an application for an amendment to Planned Development 3-3 (PD 3-3). Alderman Corson seconded the motion. The motion carried by a vote of 4-0. 7. CONDUCT A PUBLIC HEARING AND CONSIDER AN ORDINANCE APPROVING AN APPLICATION FOR A SPECIFIC USE PERMIT (SUP-08-O1) FOR A PRIVATE WATER WELL TO BE LOCATED AT 1502 WILLS COURT IN THE VAQUERO RESIDENTIAL ADDITION-PHASE I; LOT SR, BLOCK H. Mayor Wheat introduced the item and opened the public hearing. Director of Planning and Development Edwards addressed the Board regarding the item. Alderman Corson asked if the Town contacted the Vaquero Homeowner's Association regarding the application as he recalled that applications for water wells in Vaquero were presumably a coordinated effort between the Town and the Homeowner's Association. Director of Planning and Development Edwards replied that he was not aware of a coordinated effort regarding ~~-ater well applications with the Vaquero Homeo«~ner's Association. There being no one requesting to speak, Mayor Wheat closed the public hearing. Town of Westlake Board of Aldermen Regular Meeting Minutes October 6, 2008 Page ~# of 6 MOTION: Alderwoman Rollins made a motion to adopt Ordinance No. 601, approving an application for a special use permit for a private mater well to be located at 1502 Wills Court. Alderwoman Langdon seconded the motion. The motion carried by a vote of 3-0, with Alderman Corson abstaining from the vote, as he ~~-as uncertain if the water well standards met the requirements of the Vaquero Homeowner's Association. 8. CONDUCT A PUBLIC HEARING AND CONSIDER AN ORDINANCE APPROVING AN APPLICATION FORA SPECIAL USE PERMIT FOR A PRIVATE WATER WELL 2600 JT OTTINGER (WITHDRAWN BY APPLICANT). Mayor Wheat introduced the item and opened the public hearing. There being no on requesting to speak. Mayor Wheat closed the public hearing. Town Manager Brymer advised the Board that the application has been withdra~~~n and no further action is required by the Board. 9. FUTURE AGENDA ITEMS. No items were presented for discussion. 10. BOARD CALENDAR. Mayor Wheat revie~a~ed the Board calendar. - NW Metroport Chamber of Commerce State of the Cities o Tuesday, 10/7/08, l 1:30 a.m. Trophy Club Country Club - Arbor Day Celebration o Saturday, 10/1 1, Glemvyck Farms park area, 8 a.m. - 3 p.m. - Texas Municipal League Annual Conference and Exhibition 0 10/28 - 10/31/08, San Antonio, Texas - FM 1938 Public Hearing o l l/6, displays at 6:30 p.m., public hearing at 7 p.m. Cross Timbers Community Church, 2525 Florence Road, Keller - Household Hazardous Waste collection day 0 1 1 /8/08, 9 a.m. to 1 1 a.m., Westlake Academy Campus - Christmas Tree Lighting o Tuesday, 12/2/08, 6:30 p.m. 11. EXECUTIVE SESSION Mayor Wheat recessed the regular session of the Board of Aldermen meeting at 8:37 p.m. to discuss the following items in executive session: Town of Westlake Board of Aldermen Regular Meeting Minutes October 6, 2008 Page 5 of 6 a. Pursuant to Section SS l .074 to discuss personnel matters; specifically to conduct the Town Manager's evaluation. b. Pursuant to Section 551.072: deliberation regarding the purchase, exchange, lease or value of real property: Mineral interests owned by the Town. c. Pursuant to Section 551.071(2): consultation with town attorney on a matter in which the duty of the town attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this Chapter: Governing structure and processes of Texas Student Housing Authority Mayor Wheat convened the executive session at 8:41 p.m. The executive session adjourned at 10:54 p.m. 12. RECONVENE MEETING Mayor Wheat reconvened the meeting at 1 ] :0l p.m. 13. TAKE ANY ACTION FROM EaECUTIVE SESSION, IF NECESSARY Mayor Wheat advised that action will he taken regarding items discussed in executive session. 11(b). Pursuant to Section 551.072: deliberation regarding the purchase, exchange, lease or value of real property: Mineral interests owned by the Town. MOTION: Alderman Corson made a motion authorizing the Town Manager to proceed with obtaining Request for Proposals (RFP's) and bids for the sale and lease of Town owned mineral rights. Alderwoman Rollins seconded the motion. The motion carried by a vote of 4-0. 11(c). Pursuant to Section 551.071(2): consultation with town attorney on a matter in which the duty of the town attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this Chapter: Governing structure and processes of Texas Student Housing Authority MOTION: Alderman Corson made a motion authorizing the Town Manager to invite the Texas Student Housing Authority Board of Directors to participate in a joint workshop to better define the job description of the TSHA president and to gain a broader understanding of TSHA operations prior to beginning the process of hiring a new president. Mayor Pro Tem Redding seconded the motion. The motion carried by a vote of 4-0. Town of Westlake Board of Aldermen Regular Meeting Minutes October 6, 2008 14. ADJOURNMENT. Page 6 of 6 There being no further business, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Mayor Pro Tem Redding made a motion to adjourn the meeting. Alderwoman Rollins seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the meeting at l 1:08 p.m. APPROVED BY THE BOARD OF ALDERMEN ON OCTOBER 27, 2008. Laura Wheat, Mayor ATTESfi: ;- ~i ,~ i Kyfn Sutter, TRMC, Town Secretary