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Home My WebLink About09-23-10 TC MinMINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL SPECIAL WORKSHOP PRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Clif Cox, Carol Langdon and Rick Rennhack. OTHERS PRESENT: Town Manager Tom Brymer, Town Attorney Cathy Cunningham, Assistant to the Town Manager Ginger Awtry (and acting Town Secretary), Public Works Director Jarrod Greenwood, Municipal Court Administrator Amanda DeGan, Facilities and Recreation Director Troy Meyer, Finance Director Debbie Piper, Interim Fire Chief Richard Whitten, Planning and Development Director Eddie Edwards, and WA Administrative Coordinator Ben Nibarger pf=-111'1�1 Mayor Laura Wheat called the meeting to order at 6:09 p.m. Mayor Wheat opened the discussion and explained that Town Manager Tom Brymer would need to leave due to a family emergency. Before he left, Mr. Brymer went on to explain the history of this process and the history of the meetings to bring us to where we are today. Mr. Brymer left the meeting at 6:13 p.m. Mayor Wheat stated that she was impressed by Management Intern Scott Dixon's summary of our position. She continued by reading his summary and asked the Council for their thoughts on Mr. Dixon's statements. Mayor Wheat and Council Members began long discussion regarding the following topics. importance of mission statement and staying focused on the course that was approved; what that future course would be with financial responsibility and sustainability; what would Westlake look like without an ad valorem tax and what would Town Council Minutes 09123/10 Page 1 of 4 it look like with one; discussed estimates and forecasts prepared by Town Manager and Finance Director; reviewed history and forecasts of sales/use tax dollars; discussed areas where costs have been cut and does it make sense to cut more; Deloitte's sales/use tax estimates; if more cuts are made, where would they be made and what would that look like; should the Council wait one more year and analyze financial status again; exploration of any and all options of other revenue streams; possibility of repealing or lowering tax the next year if implemented and economy recovers; reasons why majority of residents came to Westlake; what the costs are to our bottom line if we wait to implement ad valorem tax; possible option to refinance bonds to lower debt payments; is "shared services" between Town and Academy best option; desire for Staff to separate and state direct and indirect costs to operate school in Town financials; citizens opinions within the community about our financial sustainability; and Town's efforts to demonstrate transparency. Mayor Wheat redirected the conversation and asked the Council to discuss cost cutting measures/suggestions that have been made to her and other Council Members by the citizens of Westlake. Each suggestion was read and discussed by all members of the council. The suggestions were as follows: Municipal and Academy salary reductions; outsourcing Fire/EMS services; across the board cuts for municipal services; outsourcing management of or privatizing Westlake Academy; creating a regional IB charter school with support from other school districts; no capital improvement expenditures in future; closing the Academy; additional revenue generators; implementing Tax Increment Financing (TIF); setting the lowest ad valorem rate as possible and lower than surrounding communities; future daycare with before -after school care at Westlake Academy, additional utility surcharges; move the Academy out and lease any space leftover after Town Administration moves back in; move Town Administration into Academy buildings but place classrooms in portables as needed (except for Municipal Court); issue bonds for FM 1938 improvements and/or put it to a vote by the citizens; put to vote any bond issuance for trail/park improvements; and cease any further bond issues. Council Member Tim Brittan had to leave the meeting at 7:13 pm. Council Members Rick Rennhack and Clif Cox both voiced their opinions and desire to wait one more year before passing an ad valorem tax and evaluate the option again at that time. Finance Director Debbie Piper handed out several different scenarios of a 5 Year Financial Forecast with CIP to all Council Members. Several questions were asked for clarification of the format and numbers presented. Mayor Wheat stressed that without the implementation of a tax, she was very concerned with the number of operating days in the General Fund reserve being so high at 150 days and requested several different scenarios and tax rates for consideration as the Town policy is to hold 90 operating days in General Fund reserves. Finance Urector Piper explained the difference in scenarios (proposed tax rates) of the various forecasts presented to Council. Council Member Cox confirmed that the forecasts presented included the most recent data reported on sales/use tax revenues Town Council Minutes 09/23/10 Page 2 of 4 received. The scenario presented with enough money reserved in the General Fund for 90 operating days used a proposed rate of approximately $0.17 cents and Council Member Rennhack asked if that forecast also covered the immediate needs of the Capital Improvement Projects (CIP) schedule. Public Works Director Jarrod Greenwood confirmed that it does with the exception of the roadwork needed along the edge of Roanoke Road, northwest of SH 170. This repair project is not on the proposed CIP schedule to occur until 2011/2012. Mayor Wheat and the Town Council asked Town Staff additional questions and discussed a list of Unfunded Projects reflected on the CIP portion of the forecasts presented. Several questions and clarifications were asked of Finance Director Piper concerning the various scenarios and the use of Economic Development funds. Much discussion ensued regarding capital projects such as street repairs, trails, and ground storage for water. All Council Members were in consensus that the CIP schedule needs to be reviewed after the budget is approved and projects placed in priority order so that as funds are available, Town Staff will know which projects to complete first. Finance Director Piper asked for direction from the Mayor and Council as far as having any additional scenarios ready for their review prior to the September 29, 2010, Public Hearing and Council Meeting in which the budget will be presented for approval. Council Member Cox wanted to see a scenario with the FM 1938 Street Enhancement project dollars removed and stated that he thought we should put that project up for a citizen vote. A discussion began regarding the breakdown of these funds and the timing of the project improvements, developer costs, contributions to date, TXDoT control of the joint project, streetscaping plans and a timeline for the project to help with future streetscaping and beautification decisions. Mayor Wheat asked Finance Director Piper to go ahead and remove the FM 1938 streetscaping dollars in one of the scenarios, along with preparations of a few other scenarios removing various CIP projects, and have ready for the Council's review at the September 29, 2010 meeting in order to help them in the ad valorem tax decision with the lowest rate possible, if implemented. - Arbor Day September 25, 2010 - Westlake Baja at Vaquero September 27, 2010 - Council Meeting (adoption of budget) September 29, 2010 - Council Meeting Town Council Minutes 09/23110 Page 3 of 4 October 25, 2010 - WHPS Living History Presentation October 26, 2010 (7:00 pm WA Performance Hall) - Annual TML Conference (Corpus Christi) October 26-29, 2010 There being no further business before the Council, Mayor Wheat adjourned the meeting at 8:50 p.m. �- Kelly dwards Town Secretary Laura Wheat, Mayor Town Council Minutes 09123110 Page 4 of 4