HomeMy WebLinkAbout04-19-10 TC Agenda PacketThe Regular Meeting of the Town of Westlake Town Council will begin immediately following the conclusion
of the Town Council Workshop but not prior to the 7:00 p.m. posted start time.
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Mission Statement
TOWN OF WESTLAKE, TEXAS
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.
Westlake, Texas – A Premier Knowledge Based Community
TOWN COUNCIL MEETING
AGENDA
April 19, 2010
WESTLAKE TOWN HALL
3 VILLAGE CIRCLE, 2ND FLOOR
COUNCIL CHAMBERS / MUNICIPAL COURT ROOM
Workshop Session 4:30 p.m.
Regular Session 7:00 p.m.
Workshop Session
1. CALL TO ORDER
2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM MARCH 22, 2010,
COUNCIL REGULAR MEETING AGENDA.
3. EXECUTIVE SESSION
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The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Sec. 551.074(a)(1) PERSONNEL MATTERS - to deliberate the appointment,
employment, evaluation, reassignment, duties, of a public officer or employee:
Town Manager
4. RECONVENE MEETING
5. PRESENTATION AND DISCUSSION PROJECT SAVING ON THE CONSTRUCTION
OF THE SAM AND MARGARET LEE ARTS AND SCIENCES CENTER CAPITAL
PROJECT.
6. PRESENTATION AND REVIEW OF THE TOWN’S WATER AND SEWER RATE
STRUCTURE.
7. ADJOURNMENT
Regular Session
1.
2.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
3. CITIZEN PRESENTATIONS AND RECOGNITIONS: This is an opportunity for
citizens to address the Council on any matter whether or not it is posted on the agenda.
The Council cannot by law take action nor have any discussion or deliberations on any
presentation made to the Council at this time concerning an item not listed on the
agenda. The Council will receive the information, ask staff to review the matter, or an
item may be noticed on a future agenda for deliberation or action.
Proclamation recognizing National Nurses Week May 6 -12, 2010.
Proclamation recognizing the National Day of Prayer on May 6, 2010.
Proclamation regarding Public Service Recognition Week May 3-9, 2010.
4. CONSENT AGENDA: All items listed below are considered routine by the Town Council
and will be enacted with one motion. There will be no separate discussion of items
unless a Council Member or citizen so requests, in which event the item will be removed
from the general order of business and considered in its normal sequence.
a. Consider approval of the Town Council meeting held on February 22, 2010.
b. Consider approval of Ordinance 636, Amending Ordinance 632 Calling the
General Election providing Early Voting polling locations.
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c. Consider approval of Resolution 10-09, Approving the Joint Election Contract
with Tarrant County.
5. CONSIDERATION AND DISCUSSION OF ORDINANCE 367, AMENDING
CHAPTER 78, ADDING ARTICLE III, TOWN OWNED CEMETERIES AND A NAME
CHANGE.
6. CONSIDER APPROVAL OF RESOLUTION 10-10, ESTABLISHING THE RULES AND
REGULATIONS OF THE TOWN OWNED CEMETERY.
7. A PUBLIC HEARING REGARDING AN AMENDMENT TO CHAPTER 82
SUBDIVISIONS SECTION 82-41 AND SECTION 82-184 WHICH REGULATES
PLATTING, SUBDIVIDING OF LAND, AND DEVELOPMENT OF PROPERTY
WITHIN THE TOWN OF WESTLAKE.
8. CONSIDERATION OF ORDINANCE 638, AMENDING SECTION 82-414 AND
SECTION 82-184 WHICH REGULATES PLATTING, SUBDIVIDING OF LAND,
AND DEVELOPMENT OF PROPERTY WITHIN THE TOWN OF WESTLAKE.
9. DISCUSSION OF THE TOWN OF WESTLAKE AND WESTLAKE ACADEMY FY
2010-2011 BUDGET CALENDAR.
10. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or
Council meeting, under “Future Agenda Item Requests”, an agenda item for a future
Council meeting. The Council Member making the request will contact the Town Manager
with the requested item and the Town Manager will list it on the agenda. At the meeting,
the requesting Council Member will explain the item, the need for Council discussion of
the item, the item’s relationship to the Council’s strategic priorities, and the amount of
estimated staff time necessary to prepare for Council discussion. If the requesting
Council Member receives a second, the Town Manager will place the item on the Council
agenda calendar allowing for adequate time for staff preparation on the agenda item.
- None
11. COUNCIL CALENDAR
- Bandana Bonanza
May 1, 2010 (3:30-7:30 p.m.)
- Election Day
May 8, 2010
- New Council orientation
May 12, 2010 (8:00-5:00 p.m.)
- Council Meeting to Canvass the Election
May 17, 2010
- Westlake Academy Graduation
May 23, 2010 (2:00 p.m.)
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- Town Council Meeting
May 24, 2010
After election strategic planning retreat to preview the municipal budget
(early input), Town financial forecast, and discuss progress and updates
to the strategic plan
- Decoration Day
May 31, 2010
- Council Meeting
June 28, 2010
- Council Budget Retreat – Off Site
August 13, 2010 (Friday 9:00 – 1:00)
- Council Meeting
August 30, 2010
- Arbor Day
September 25, 2010
- Council Meeting (adoption of budget)
Sept. 27, 2010
12. EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Sec. 551.074(a)(1) PERSONNEL MATTERS - to deliberate the appointment,
employment, evaluation, reassignment, duties, of a public officer or employee:
Town Manager
13. RECONVENE MEETING
14. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
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15. ADJOURNMENT
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE
SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER
SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS
GOVERNMENT CODE.
CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle,
April 15, 2010, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code.
_____________________________________
Kelly Edwards, TRMC, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise
the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made
to assist you.
CONSENT AGENDA: All items listed below are considered routine by the Town
Council and will be enacted with one motion. There will be no separate
discussion of items unless a Council Member or citizen so requests, in which
event the item will be removed from the general order of business and
considered in its normal sequence.
a. Consider approval of the Town Council meeting held on February 22, 2010.
b. Consider approval of Ordinance 636, Amending Ordinance 632 Calling the
General Election providing Early Voting polling locations.
c. Consider approval of Resolution 10-09, Approving the Joint Election
Contract with Tarrant County.
Town of Westlake
Item # 2 –
Review of Consent
Agenda Items
EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Sec. 551.074(a)(1) PERSONNEL MATTERS - to deliberate the appointment,
employment, evaluation, reassignment, duties, of a public officer or employee:
Town Manager
Town of Westlake
Item # 3 –
Executive Session
Town of Westlake
Item # 4 – Reconvene
Meeting
1
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Troy J. Meyer, Director of Facilities and Recreation
Subject: Workshop of April 19, 2010
Date: April 12, 2010
Presentation and discussion project saving on the construction of the Sam and Margaret
Lee Arts and Sciences Center capital project.
ITEM
This item supports the following Vision Point and Key Result Areas:
VISION POINT AND KEY RESULT AREAS
We are Leaders
o Premier educational facilities and programs
o Producing well educated future leaders and thinkers
o Business partnerships with Westlake Academy
o Environmental stewardship initiatives
o High quality services delivery coupled with financial stewardships
The Sam and Margaret Lee Arts and Sciences Center, as constructed, is approximately
8,400 square feet of gross building area. This building includes an art classroom, kiln,
two (2) science laboratories, faculty offices, conference room, restrooms and various
storage and support spaces.
BACKGROUND
Gideon Toal provided architectural services for Schematic Design, Design Development,
Construction Documents, and Construction Administration within our scope. The Scope
of Design Services covered by their proposal included: Architectural Design, Structural
Engineering, Mechanical/Electrical Engineering, Acoustical Consulting, Lighting Design,
Furniture, Fixture and Equipment selections and Landscape Architecture.
In February 2008 the Council authorized staff to solicit requests for qualifications
(RFQS) for Contractor at Risk services for the Arts and Sciences Center. Eight (8) RFQ's
were submitted to the Town on March 20, 2008. After review by Town staff and the
project’s Building Committee, three (3) Construction Management at Risk contractors
were selected to make presentations to the Council on April 14, 2008. The firm of Steele
& Freeman, Inc. (S&F) was selected by the Council as the preferred contractor.
2
On April 23, 2008, staff met with S & F to negotiate these services. The ground breaking
ceremony was held on June 5,
2008 and the gas, water and sewer relocation was
completed by July 1, 2008.
S & F presented cost estimates for hard and soft costs to complete the Center in three
phases beginning in June 2008.
Phase I included three science labs, lobby and slab for
the black box and art room for $4.7M. Phase II included three science labs, lobby and the
shell for the black box and art room for $5.6M. Phase III included 100% completion of
the center for $6.4M.
On September 15th
2008 the Board of Aldermen approved the contract with S & F for
construction manager at-risk services for Phase I of the Arts and Sciences Center for
$4,115,221 with total cost of the project being $5,189,389. A motion was made that the
Foundation was subject to repayment of costs associated with the utility relocation. The
total cost of the utility relocation was $208,840 (budget $211,000). The Town would fund
the portion along the southern property line which totaled $7,756 and the Foundation
would fund a total $201,084. The payment of $201,084 by the Foundation would allow
there to be $280,753 savings in the project that can be used for the staff’s
recommendation. If not, then remaining available funds would be $79,669.
The project included 67 change orders (staff was given change order approval authority
by the Council in the approved resolution) with the major change orders discussed with
the Building Committee. These change orders included three (3) add alternates for (a)
stain & polish floors, (b) two wooden beams, (c) wall covering, and data/ power drops,
lighting controls, sidewalks, pier casing, TVSS system and sod, as well as deletion of the
phase two slab, solid wood doors, signage, vapor barrier, landscape maintenance contract
.
The parking area was reduced by 16 spaces with other cost reduce items.
Project saving is approximately a $325,522 which $307,722 will be issued by a change
order credit from Steele & Freeman. There is an estimated $44,769 in outstanding
invoices which include $23,569 in retainage and $21,200 in soft cost. The Council will
need to consider the following recommended options for the application of these funds.
The campus currently meets the parking space code requirement for school campuses.
However, to meet the increase in student population at the Academy, student drivers
and an increased need for parking during sporting events and other large events. Staff
recommends extending the Arts & Sciences Center parking area. The estimated cost to
extend the parking area along the southern property line currently with 140 to 150 spaces
is $280,000 plus $25, 000 design cost. Total cost
$305,000.
Staff identified three (3) following options for the estimated $325,522 savings on this
project. The Council will need to consider the following recommended options for the
application of these funds.
1. Utilize the entire estimated $280,753 for additional parking for the Sam &
Margaret Lee Arts and Sciences Center and to fund the estimated $13,252 of
unfunded pledges.
3
2. Apply the estimated $280,753 for covered walkway for the Sam & Margaret Lee
Arts and Sciences Center and to fund the estimated $13,525 of unfunded pledges.
3. Apply the estimated approximate $280,753 to reduce the Town’s debt service
payment for FY 09-10 and to fund the estimated $13,525 of unfunded pledges.
See the updated capital project report attached.
FUNDING
To approve the entire estimated $280,753 savings from the project to be applied to
complete the parking area for the Sam & Margaret Lee Arts and Sciences Center and to
fund the estimated $13,525 of unfunded pledges.
RECOMMENDATION
Current capital project sources/uses report for the Sam and Margaret Lee Arts & Sciences
Center.
ATTACHMENTS:
Project Description:
CAPITAL PROJECT FUNDING
Actual Thru Project
04/08/10 Total Balance
Revenues
G.O. Bond 2,500,000$ 2,500,000$ -$
Lee Gift 500,000 500,000 -
Texas Student Housing 500,000 500,000 -
Interest 64,921 64,921 0
Miscellaneous 460 460 -
Classroom Operating Supplies -
Westlake Academy Funds FF & E 50,000 (50,000)
FF & E Funded by Westlake Academy 200,000 150,000 50,000
Utility Relocation -
Utility relocation (Town portion) $7,756 - - -
Westlake Academy Foundation -
Utility relocation - A&S Portion 201,084 - 201,084
Contribution by Westlake Academy Foundation 1,195,340 1,195,340
WAF Capital Campaign funds available - 1,242,158 (1,242,158)
Remaining CC cash balance - $46,818 -
WAF Outstanding Pledges 4/08/10 - 168,598 ($25K possible uncollectible)(168,598)
Estimated shortfall - 10,668 (10,668)
Unlocated variance - 2,584 (2,584)
PROJECT FUNDING TOTAL 5,161,805$ 5,189,389$ (27,584)$
CAPITAL PROJECT EXPENDITURES
Actual Thru Project
04/08/10 Budget Balance
Construction CM 3,830,729$ 4,115,000$ 284,271$
Design 377,489 360,000 (17,489)
Engineering/Legal/ Bond fees/Low voltage 277,340 303,389 26,049
FF & E Furniture 123,787 160,000 36,213
FF & E Classroom Supplies 53,438 40,000 (13,438)
Utility relocation 201,084 211,000 9,916
PROJECT EXPENDITURE TOTAL 4,863,867$ 5,189,389$ 325,522$
YTD Project Cost & Credits
Projected Project Remaining
04/08/10 Budget Option 1 Option 2 Option 3 Balance
Contract CM@ risk 3,790,508$ 4,115,000$ Parking Area Covered Walkways Debt Service 324,492$
Pre-construction costs 40,221 40,221
Soft Cost 1,033,138 1,034,168 1,030
Total 4,863,867$ 5,189,389$ 325,522$
Current Balance of Soft Cost 1,033,138$
Payment of outstanding invoices
Audio/Visual 6,000
Landscaping 2,500
Classroom supplies 2,700
Design 10,000
Sub Total 21,200
Ending Balance of Soft Cost 1,054,338$
Contract CM@ risk/Pre-construction
Balance of contract CM @ risk 23,569
Balance of soft cost 21,200
Payment of outstanding invoices 44,769
Project Saving to-date 325,522
-
Total cost saving 280,753$
Savings Options 280,753$ 280,753$ 280,753$
Unfunded Amount 13,252 13,252 13,252
Amount Available for Enhancements 267,501 267,501 267,501
Enhancement to the project 305,000 350,000 -
Payment to debt service - - 267,501
TOTAL (37,499)$ (82,499)$ -$
Unexpended Funds Option
Project include two science labs, lobby, art room which is approximately 8,400 square feet. Cost to construction is $4.1M and soft cost is $1M; total cost of the
project is $5.1M.
Sam and Margaret Lee Arts & Sciences Center
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN SPECIAL MEETING
September 15, 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 Town 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 CAMPUS;
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.
Town of Westlake Board of Aldermen Page 2 of 4
Special Meeting Minutes
September 15, 2008
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 $5.1M.
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.
Alderwoman 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
Town of Westlake Board of Aldermen Page 3 of 4
Special Meeting Minutes
September 15, 2008
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 3-0.
VOTE ON
MOTION 1: 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 Page 4 of 4
Special Meeting Minutes
September 15, 2008
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:
____________________________________
Kim Sutter, TRMC, Town Secretary
Memo
Town of Westlake
To: Honorable Mayor and Members of the Town Council
From: Jarrod Greenwood, Public Works Director
Subject: Regular Workshop Meeting of April 19, 2010
Date: April 13, 2010
Utility Rate Review - Part 1.
ITEM
This item supports the following Vision Point and Key Result Areas:
VISION POINT AND KEY RESULT AREAS
We are Leaders
o Infrastructure maintenance and planning
BACKGROUND
As the concern for our environment has increased in recent years, so have the federal and
state demands on water treatment plants to improve their processes and facilities. This
has greatly increased the costs that the City of Fort Worth must transfer to its wholesale
customer cities. In the face of rising costs for water and sewer services, staff has
produced a two part utility rate overview in order to illustrate the various policy,
economic, and environmental factors affecting rates.
The current water and sewer rates and structure were adopted in October 2008 based on a
rate analysis conducted by a rate analyst, Carolyn Marshal. Municipalities will typically
conduct a comprehensive rate study about every three years, with staff making
adjustments in between. The rate study conducted by Mrs. Marshall included the review
of historical water/sewer consumption and revenues, meetings with Town staff, and a
computer rate model that allowed staff to utilize when preparing the previous and current
budgets. Mrs. Marshall’s rate study considered the Town’s then current rate structure,
capital assets, depreciation, operation and maintenance expenses, debt, and revenues.
The purpose of the study was to determine whether the Utility Fund was accomplishing
full recovery of cost of services while maintaining an appropriate fund reserve balance.
FUNDING
N/A
Town of Westlake
Item # 7 –
Workshop
Adjournment
Back up material has not
been provided for this item.
Town of Westlake
Item # 2 – Pledge of
Allegiance
Texas Pledge:
"Honor the Texas
flag; I pledge
allegiance to thee,
Texas, one state under
God, one and
indivisible."
CITIZEN PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to
address the Council on any matter whether or not it is posted on the agenda. The Council
cannot by law take action nor have any discussion or deliberations on any presentation made to
the Council at this time concerning an item not listed on the agenda. The Council will receive
the information, ask staff to review the matter, or an item may be noticed on a future agenda
for deliberation or action.
Proclamation recognizing National Nurses Week May 6 -12, 2010.
Proclamation recognizing the National Day of Prayer on May 6, 2010.
Proclamation regarding Public Service Recognition Week May 3-9, 2010.
Town of Westlake
Item # 3 – Citizen’s
Presentations and
recognitions
Town of Westlake
Proclamation
WHEREAS: National Nurses Week is May 6 through May 12, 2010; and
WHEREAS: Baylor Regional Medical at Grapevine bedside nurse leaders are “Turning
Up The Heat – The Extra Degree” to reflect their ongoing commitment to excellence; and
WHEREAS: Bedside nurse leaders employed by Baylor Regional Medical Center at
Grapevine strive for excellence in patient safety, quality and service excellence; and
WHEREAS: Bedside nurse leaders serve as the foundation for the unique culture and
pride in the nursing staff; and
WHEREAS: Bedside nurse leaders at Baylor Regional Medical Center at Grapevine
work in an environment where nurses flourish, where a collaborative atmosphere prevails with a
positive impact on nurse job satisfaction and retention, and where the professional satisfaction of
nurses identifies Baylor Regional Medical Center at Grapevine as a best place to work;
NOW, THEREFORE, I, Laura Wheat, Mayor of the Town of Westlake, Texas, do hereby
proclaim May 6 through May 12, 2010, as:
NATIONAL NURSES WEEK
In the Town of Westlake, Texas and invite all in our Town to observe these days in ways
appropriate to its importance and significance in our Town.
IN WITNESS WHEREOF, I have
hereunto set my hand and caused the official
seal of the Town of Westlake, Texas to be
affixed this 19th
day of April 2010.
_____________________________________
Laura Wheat, Mayor
Town of Westlake
Proclamation
National Day of Prayer
May 6, 2010
WHEREAS, National Days of Prayer have been a part of our country’s heritage since they were
declared by the First Continental Congress in 1775 for all Americans to pray and reaffirm the spiritual principles
upon which this nation was founded; and
WHEREAS, the Congress of the United States, in 1952, enacted legislation setting aside a Day of
Prayer for the nation, and in 1988, designated the first Thursday in May as the National Day of Prayer; and
WHEREAS, prayer has been recognized by our leaders in times of war and peace as vital to the
maintenance of a strong national character and necessary to procure the blessings and protection of a just and
benevolent God upon our government and people; and
WHEREAS, in these trying times, when the world is so unsettled and when so many brave citizens of
the United States are far from home, making great sacrifices for those abroad and those here at home, prayer
becomes all the more meaningful and important; and
WHEREAS, this year is the 59th
anniversary of the consecutive annual observance of the National Day
of Prayer, and its theme is “PRAYER! FOR SUCH A TIME AS THIS”, based on Nahum 1:7; and
WHEREAS, on this day, May 6, 2010, Americans across our nation and state will unite at specific
times in prayer to acknowledge our dependence upon God, to give thanks for the many blessings we have
received from Him, to recognize our need for personal and corporate repentance and renewal, and to invoke
God’s blessings and protection upon our leaders and our nation;
NOW, THEREFORE, I Laura Wheat, by the Power vested in me as Mayor of Westlake, hereby
proclaim Thursday, May 6, 2010, as
A DAY OF PRAYER IN WESTLAKE
And invite all in our town to observe this day in ways appropriate to its importance and significance as a time
for united prayer in our city.
Executed this 19th
day of April 2010.
__________________________________________
Laura Wheat, Mayor
ATTEST:
__________________________________
Kelly Edwards, Town Secretary
Town of Westlake
Proclamation
WHEREAS: Americans are served every single day by public servants at the federal, state,
county and city levels. These unsung heroes do the work that keeps our nation working; and
WHEREAS: Public employees take not only jobs, but oaths; and
WHEREAS: Many public servants, including military personnel, police officers,
firefighters, border patrol officers, embassy employees, health care professionals and others, risk
their lives each day in service to the people of the United States and around the world; and
WHEREAS: Public servants include municipal employees, teachers, doctors and
scientists . . .train conductors and astronauts . . . nurses and safety inspectors . . . laborers,
computer technicians and social workers . . and countless other occupations. Day in and day out
they provide the diverse services demanded by the American people of their government with
efficiency and integrity; and
WHEREAS, the public employees of the Town of Westlake and Westlake Academy are
committed to exhibiting the highest standards of excellence, dedication, creativity, and skills; and
WHEREAS: Without these public servants at every level, continuity would be
impossible in a democracy that regularly changes its leaders and elected officials.
NOW, THEREFORE, I, Laura Wheat the Mayor of Westlake do hereby announce and
proclaim to all citizens and set seal hereto, that May 3-9, 2010,
Public Service Recognition Week
in Westlake, Texas and call upon all citizens to recognize and express their appreciation for the vital
contributions made daily by public employees and volunteers throughout the Town of Westlake.
IN WITNESS WHEREOF, I have hereunto set my
hand and caused the official seal of the Town of
Westlake, Texas to be affixed this 27th
day of April
2009.
_______________________________________
Laura Wheat, Mayor
CONSENT AGENDA: All items listed below are considered routine by the Town
Council and will be enacted with one motion. There will be no separate
discussion of items unless a Council Member or citizen so requests, in which
event the item will be removed from the general order of business and
considered in its normal sequence.
a. Consider approval of the Town Council meeting held on February
22, 2010.
b. Consider approval of Ordinance 636, Amending Ordinance 632
Calling the General Election providing Early Voting polling locations.
c. Consider approval of Resolution 10-09, Approving the Joint
Election Contract with Tarrant County.
Town of Westlake
Item # 4 - Consent
Agenda Items
Town Council Minutes
03/22/10
Page 1 of 5
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL REGULAR MEETING
March 22, 2010
PRESENT: Mayor Laura Wheat and Council Members, Larry Corson, Carol Langdon, and
Rebecca Rollins.
ABSENT: Tim Brittan and Rick Rennhack
OTHERS PRESENT: Town Manager Tom Brymer, Town Attorney Stan Lowry, Town
Secretary Kelly Edwards, Assistant to the Town Manager Ginger
Awtry, Management Intern Christina Wagner-Powers, Public
Works Superintendent Jarrod Greenwood, Facilities and
Recreation Director Troy Meyer, Finance Director Debbie Piper,
Director of Human Resources and Administrative Services Todd
Wood, and Planning and Development Director Eddie Edwards.
Workshop Session
1. CALL TO ORDER
Mayor Wheat called the meeting to order at 4:41 p.m.
2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM MARCH 22, 2010,
COUNCIL REGULAR MEETING AGENDA.
Council Member Corson asked to discuss item b regarding the contract with Graham
Associates. Discussion ensued regarding the service level with the firm and the cost of
the contract.
Council Member Corson asked to discuss item d regarding the amendments to the
Personnel manual. Discussion ensued regarding the amendments to the Nepotism
policy changes and the implementation of the changes as proposed.
3. EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
Town Council Minutes
02/22/10
Page 2 of 5
a. Sec. 551.074(a)(1) PERSONNEL MATTERS - to deliberate the appointment,
employment, evaluation, reassignment, duties, of a public officer or employee:
Town Manager
4. RECONVENE MEETING
Mayor Wheat recessed the workshop at 7:44 p.m. to convene the regular meeting.
Mayor Wheat reconvened the workshop meeting at 8:26 p.m.
5. PRESENTATION OF UPDATES AND DISCUSSION OF THE STATUS OF THE
TOWN STRATEGIC PLAN.
Department Staff continued to provide an overview of each of the outcome strategies
listed in the plan beginning with page 16 of the plan.
Town Manger Brymer added reviewing the document with the Council provides direction
for staff, would allow the ability to change the priority on items and that the document
is a living document that should be reviewed at least as once a year.
6. ADJOURNMENT
There being no further business, Mayor Wheat adjourned the workshop at 9:05 p.m.
Regular Session
1.
Mayor Wheat called the regular meeting to order at 7:45 p.m. with all Council Members
present.
CALL TO ORDER
2.
PLEDGE OF ALLEGIANCE
Mayor Wheat led the pledge of allegiance to the United States and Texas flags.
3. CITIZEN PRESENTATIONS AND RECOGNITIONS
Presentation from Robert Early President and CEO of JPS Health Systems.
Mr. Robert Early introduced himself to the Council and provided an overview of JPS,
Tarrant County’s hospital located in Fort Worth. Mr. Early announced the hospital
has received the rate of Level 1 Trauma Center in Tarrant County.
Town Council Minutes
02/22/10
Page 3 of 5
Presentation of Government Finance Officers Association’s “Certificate of
Achievement for Excellence in Financial Reporting”.
Mayor Wheat and Town Manager Brymer presented the Certificate of Achievement
for Excellence in Financial Reporting for Fiscal Year ending 2008 to Debbie Piper,
Jaymi Ford and Sherry Whigham.
Proclamation supporting March for Meals Awareness Month in Tarrant County.
Mayor Wheat presented the proclamation to Barbara Lungden from Meals on
Wheels in Fort Worth. Ms. Lundgen provided an overview of the Meals on Wheels.
Proclamation supporting American Red Cross Month.
4. CONSENT AGENDA
a. Consider approval of the Town Council meeting held on February 22, 2010.
b. Consider approval of Resolution 10-06, authorizing the Town Manager to enter
into a contract with Graham Associates for engineering design services related to
the construction of Stagecoach Hills waterline improvements.
c. Consider approval of Ordinance 634, Reappointing the Presiding Judge and
Alternate Judge for the Westlake Municipal Court.
d. Consider approval of Resolution 10-08, approving changes and additions to
the Town of Westlake Personnel Manual.
MOTION: Council Member Rollins made a motion to approve the consent
agenda. Council Member Langdon seconded the motion. The
motion carried by a vote of 3-0.
5. CONSIDERATION OF RESOLUTION 10-07, ACCEPTANCE OF THE
COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) PRESENTED BY
PATTILLO, BROWN & HILL, L.L.P., CERTIFIED PUBLIC ACCOUNTANTS, FOR
THE FISCAL YEAR ENDED SEPTEMBER 30, 2009.
Greg Shropshire provided an overview of the audit report and answered questions
regarding the annual audit report.
MOTION: Council Member Corson made a motion to approve Resolution
10-07. Council Member Rollins seconded the motion. The
motion carried by a vote of 3-0.
Town Council Minutes
02/22/10
Page 4 of 5
6. CONSIDERATION OF ORDINANCE 635 AMENDING THE CODE OF ORDINANCE
CHAPTER 30, COURTS, SEC. 30-37, DRIVING SAFETY FEES.
MOTION: Council Member Langdon made a motion to approve Ordinance
635. Council Member Corson seconded the motion. The motion
carried by a vote of 3-0.
7. FUTURE AGENDA ITEMS
- None
8. COUNCIL CALENDAR
- TML Region 8 Meeting
March 25, 2010
Town of Trophy Club - 6:00 pm
- Town Council Meeting
April 19, 2010
- Bandana Bonanza
May 1, 2010
- Election Day
May 8, 2010
- New Council orientation
May 12, 2010
- Town Council Meeting
strategic planning retreat to preview the municipal budget (early input), Town financial
forecast, and discuss progress and updates to the strategic plan
May 24, 2010
- Westlake Academy Graduation
May 23, 2010
- Decoration Day
May 31, 2010
- Budget Retreat
Presentation of FY 10-11 proposed municipal budget in retreat (note: this is a Friday and
would be from 9:00am-1:00pm)
Aug. 13, 2010
- Council adoption of FY 10-11 municipal budget
Sept. 27, 2010
9. EXECUTIVE SESSION
Mayor Wheat stated that the Council would not need to convene into Executive Session.
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
Town Council Minutes
02/22/10
Page 5 of 5
a. Sec. 551.074(a)(1) PERSONNEL MATTERS - to deliberate the appointment,
employment, evaluation, reassignment, duties, of a public officer or employee:
Town Manager
10. RECONVENE MEETING
11. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
12. ADJOURNMENT
There being no further business before the Council, Mayor Wheat asked for a motion to
adjourn the meeting.
MOTION: Council Member Corson made a motion to adjourn the meeting.
Council Member Langdon seconded the motion. The motion
carried by a vote of 3-0.
Mayor Wheat adjourned the meeting at 8:26 p.m.
APPROVED BY THE TOWN COUNCIL APRIL 19, 2010.
ATTEST: _____________________________
Laura Wheat, Mayor
_____________________________
Kelly Edwards, Town Secretary
Memo
Town of Westlake
To: Honorable Mayor and Council Members
From: Kelly Edwards, Town Secretary
Subject: Meeting of April 19, 2010
Date: April 12, 2010
Consider approval of an Ordinance amending Ordinance No. 632 revising the early
voting schedule for the May 8, 2010, election.
ITEM
BACKGROUND
The Board of Aldermen called and ordered a Bond election to be held on May 8, 2010, at
their January 25, 2010, meeting. The order did not include a schedule for early voting
polling locations. The Town is required by law [EC Sec 4.04] to include all Early Voting
Polling locations established by Tarrant County.
Early Voting will be conducted at Westlake Town Hall Monday, 8:00 a.m. – 5:00 p.m.,
April 26th through Friday, April 28th
.
This item supports the following Vision Point and Key Result Areas:
VISION POINT AND KEY RESULT AREAS
Hospitality Finds its Home in Westlake
o Citizen engagement and communication
o Historic Preservation
o Tourism development
N/A
FUNDING
Staff recommends that the Board fill this vacancy.
RECOMMENDATION
Ordinance with Exhibit
ATTACHMENTS
Ordinance 636
Page 1 of 2
TOWN OF WESTLAKE
ORDINANCE NO. 636
AN ORDINANCE AMENDING ORDINANCE 632 CALLING AND ORDERING AN ELECTION
FOR THE PURPOSE OF ELECTING A MAYOR AND TWO (2) COUNCIL MEMBERS TO BE
HELD ON MAY 8, 2010, ADDING A LIST OF EARLY VOTING POLLING LOCATIONS; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, on January 25, 2010, the Town Council of the Town adopted Ordinance Number
632 calling and ordering the an Election on May 8, 2010; and
WHEREAS, Section 4.004 of the Texas Election Code requires the municipality to list each
early voting polling location as listed in Attachment “A”.
WHEREAS, Ordinance 632 as adopted did not contain the list of Early Voting Polling locations
as provided by Tarrant County; and
WHEREAS, the list of Early Polling locations has now been provided by Tarrant County.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS, THAT:
SECTION 1.
Ordinance 632 is hereby amended to adopt attachment A as shown herein.
Attachment “A”.
SECTION 2.
All provision of ordinance 632 not hereby amended shall remain in full force and
effect.
SECTION 3.
Governing Law. The election shall be held in accordance with the Constitution of
the State of Texas and the Texas Election Code, and all resident qualified voters of the Town shall be
eligible to vote at the election.
SECTION 4.
Submission to the United States Justice Department. The Town Secretary of the
Town of Westlake, Texas, or the Town Attorney, is authorized to make such submissions as are necessary
to the United States Justice Department to seek pre-clearance as required by law.
SECTION 5.
Necessary Actions. The Mayor and the Town Secretary, in consultation with the
Town Attorney, are authorized and directed to take all actions necessary to comply with the provisions of
the Texas Election Code, and the Town Code in carrying out and conducting the election, whether or not
expressly authorized by this Order.
SECTION 6.
Severability Clause. It is hereby declared to be the intention of the Town Council
that the sections, paragraphs, sentences, clauses and phrases of this order are severable and if any phrase,
clause, sentence, paragraph, or section shall be declared invalid or unconstitutional by the valid judgment
or decree of any court of competent jurisdiction, such invalidity or unconstitutionality shall not affect any
of the remaining phrases, clauses, sentences, paragraphs and sections of this order, since the same would
have been enacted by the Town Council without the incorporation in this order of any such invalid or
unconstitutional phrase, clause, sentence, paragraph or section.
Ordinance 636
Page 2 of 2
SECTION 7.
Effective Date. This order shall be effective upon its adoption.
PASSED AND APPROVED by the Town Council of the Town of Westlake, Texas, on this 19th
day of April 2010.
APPROVED:
_____________________________
Laura Wheat, Mayor
ATTEST:
_______________________________ ________________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED:
______________________________
L. Stanton Lowry, Town Attorney
Revised 4/12/2010 12:52:45 PM
EARLY VOTING FOR MAY 8, 2010
(VOTACIÓN ADELANTADA DE 8 DE MAYO DE 2010)
JOINT – GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES Y ESPECIALES CONJUNTAS)
EARLY VOTING BY PERSONAL APPEARANCE DAYS AND HOURS
(DIAS Y HORAS DE VOTACIÓN TEMPRANO POR APARICIÓN PERSONAL)
April (Abril) 26-30 Monday - Friday (Lunes - Viernes) 8:00 a.m. - 5:00 p.m.
May (Mayo) 1 Saturday (Sabado) 7:00 a.m. - 7:00 p.m.
May (Mayo) 2 Sunday (Domingo) 11:00 a.m. - 4:00 p.m.
May (Mayo) 3 - 4 Monday - Tuesday (Lunes - Martes) 7:00 a.m. - 7:00 p.m.
SEE LIST OF LOCATIONS ON BACK
(VER LA LISTA DE CASETAS AL REVERSO)
EARLY VOTING BY MAIL
(VOTACIÓN TEMPRANO POR CORREO)
TO RECEIVE A BALLOT APPLICATION OR FOR MORE INFORMATION CALL
TARRANT COUNTY ELECTIONS ADMINISTRATION: 817-831-8683
(PARA RECIBIR UNA SOLICITUD PARA BOLETA O MAS INFORMACIÓN LLAMAR
AL ADMINISTRADOR DE ELECCIONES DEL CONDADO DE TARRANT: 817-831-8683)
Applications for a ballot by mail must be submitted between March 9, 2010 and April 30, 2010
with one of the following requirements: (Solicitudes para una boleta por correo pueden ser sometidas durante el 9 de
Marzo de 2010, y 30 de Abril de 2010, con uno de los siguientes requisitos:)
1. Age of voter is 65 or over on Election Day. (Edad del votante es 65 o mas el Día de Elección.)
2. Voter is disabled. (Votante está incapacitado.)
For #1 or #2, the ballot must be mailed to the voter registration residence address/mailing
address or to a hospital, nursing home/long-term care facility, retirement center or address of a
relative. The relationship of the relative must be indicated. (Para #1 o #2 la boleta debe ser enviada a la
dirección residencial/dirección de correo de registro de votante o a un hospital, clinica para convalecientes o ancianos/facilidad de cuidado
de termino largo, centro de jubilación o dirección de un pariente. Debe indicar el parentesco del pariente.)
3. Voter is confined in jail - ballot must be mailed to the jail or address of a relative.
The relationship of the relative must be indicated. (Votante esta encarcelado - boleta debe ser enviada a la carcel o
a la dirección de un pariente. Debe indicar el parentesco del pariente.)
4. Voter expects to be out of the county on Election Day and during the regular hours
for conducting early voting - ballot must be mailed to an address outside the county. (Votante
espera estar afuera del condado el Día de Elección y durante las horas regulares de conducir votación temprano - boleta debe ser enviada a
una dirección afuera del condado.)
Applications must be received at the following address
NO LATER THAN FRIDAY, APRIL 30, 2010
(Las solicitudes deben ser recibidas a la dirección siguiente NO MAS TARDAR DEL VIERNES, 30 de ABRIL de 2010)
STEVE RABORN, EARLY VOTING CLERK
(Secretario De Votación Adelantada, Steve Raborn)
PO BOX 961011
FORT WORTH, TEXAS 76161-0011
FOR VOTERS WITH ONSET OF AN ILLNESS ON OR AFTER APRIL 29, 2010, EMERGENCY BALLOT APPLICATIONS MUST BE RETURNED NO LATER THAN 5 PM,
ELECTION DAY, AT THE ELECTIONS CENTER, 2700 PREMIER STREET, FORT WORTH, TX 76111 (SEC. 102.001, TEXAS ELECTION CODE.) (PARA
VOTANTES CON PRINCIPIOS DE UNA ENFERMEDAD EN O DESPUES DEL 29 DE ABRIL DE 2010, SOLICITUDES PARA BOLETA DE EMERGENCIA DEBEN SER REGRESADAS NO MAS
TARDAR DE LAS 5 PM, EL DIA DE ELECCION, EN EL CENTRO DE ELECCIONES, 2700 PREMIER ST., FORT WORTH, TX 76111 (SEC. 102.001, CODIGO DE ELECCION DE TEJAS.)
Revised 4/12/2010 12:52:45 PM
EARLY VOTING FOR MAY 8, 2010
(VOTACION ADELANTADA DE 8 DE MAYO DE 2010)
JOINT - GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES Y ESPECIALES CONJUNTAS)
1. MAIN EARLY VOTING SITE,
Tarrant County Elections Center
2700 Premier Street
Fort Worth, Texas 76111
*Emergency ballots available
at this location only. (Boletas de emergencia
solamante están disponibles en esta casata)
Arlington
2. Bob Duncan Center
2800 South Center Street
Arlington, Texas 76014
Arlington
3. Elzie Odom Recreation Center
1601 NE Green Oaks Boulevard
Arlington, Texas 76006
Arlington
4. Fire Training Center
5501 Ron McAndrew Drive
Arlington, Texas 76013
Arlington
5. South Service Center
1100 SW Green Oaks Boulevard
Arlington, Texas 76017
Arlington
6. Tarrant County Sub-Courthouse
in Arlington
(Southeast Sub-Courthouse)
700 E Abram Street
Arlington, Texas 76010
Azle
7. B. J. Clark Annex
Room 4
603 Southeast Parkway
Azle, Texas 76020
8. Bedford Public Library
1805 L. Don Dodson Drive
Bedford, Texas 76021
9. Colleyville City Hall
100 Main Street
Colleyville, Texas 76034
10. Crowley Community Center
900 East Glendale Street
Crowley, Texas 76036
11. Euless Public Library
201 North Ector Drive
Euless, Texas 76039
Forest Hill
12. Mahaney Community Center
6800 Forest Hill Drive
Forest Hill, Texas 76140
Fort Worth
13. Diamond Hill/Jarvis Library
1300 Northeast 35th Street
Fort Worth, Texas 76106
Fort Worth
14. Griffin Sub-Courthouse
3212 Miller Avenue
Fort Worth, Texas 76119
Fort Worth
15. Handley-Meadowbrook
Community Center
6201 Beaty Street
Fort Worth, Texas 76112
Fort Worth
16. JPS Health Center Viola M. Pitts/Como
Lower Level, Auditorium 1
4701 Bryant Irvin Road N.
Fort Worth, Texas 76107
Fort Worth
17. Riverside Community Center in the Park
3700 East Belknap Street
Fort Worth, Texas 76111
Fort Worth
18. Sendera Ranch Elementary School
1216 Diamond Back Lane
Haslet, Texas 76052
Fort Worth
19. Southside Community Center
959 East Rosedale Street
Fort Worth, Texas 76104
Fort Worth
20. Southwest Regional Library
4001 Library Lane
Fort Worth, Texas 76109
Fort Worth
21. Southwest Sub-Courthouse
6551 Granbury Road
Fort Worth, Texas 76133
Fort Worth
22. Summerglen Branch Library
4205 Basswood Boulevard
Fort Worth, Texas 76137
Fort Worth
23. Tarrant County Plaza Building
201 Burnett Street
Fort Worth, Texas 76102
Fort Worth
24. Worth Heights Community Center
3551 New York Avenue
Fort Worth, Texas 76110
Grand Prairie
25. Starrett Elementary School
2675 Fairmont Drive
Grand Prairie, Texas 75052
26. Grapevine Community Activities Center
1175 Municipal Way
Grapevine, Texas 76051
27. Haltom City Civic Center
3201 Friendly Lane
Haltom City, Texas 76117
28. Haslet Public Library
100 Gammil Street
Haslet, Texas 76052
29. Hurst Recreation Center
700 Mary Drive
Hurst, Texas 76053
Hurst
30. Northeast Sub-Courthouse
645 Grapevine Highway
Hurst, Texas 76054
31. Keller Town Hall
1100 Bear Creek Parkway
Keller, Texas 76248
32. Kennedale Community Center
316 West 3rd Street
Kennedale, Texas 76060
33. City of Lake Worth Council Chambers
3801 Adam Grubb
Lake Worth, Texas 76135
34. Mansfield Sub-Courthouse
1100 East Broad Street
Mansfield, Texas 76063
35. North Richland Hills Recreation Center
6720 Northeast Loop 820
North Richland Hills, Texas 76180
36. Richland Hills Community Center
3204 Diana Drive
Richland Hills, Texas 76118
37. River Oaks City Hall
4900 River Oaks Boulevard
River Oaks, Texas 76114
38. Saginaw City Hall
333 West McLeroy Boulevard
Saginaw, Texas 76179
39. Southlake Town Hall
1400 Main Street
Southlake, Texas 76092
40. Watauga City Hall
7105 Whitley Road
Watauga, Texas 76148
41. White Settlement Recreation Center
8213 White Settlement Road
White Settlement, Texas 76108
Temporary Branch Early Voting Locations
(Casetas Temporales para Votación Adelantada)
Blue Mound City Hall Dalworthington Gardens City Hall Villages of Woodland Springs Pantego Town Hall
301 Blue Mound Road 2600 Roosevelt Drive Amenity Building 1614 South Bowen Road
Blue Mound, Texas 76131 Dalworthington Gardens, Texas 76016 12209 Timberland Boulevard Pantego, Texas 76013
Fort Worth, Texas 76248
Solana Office Complex UTA – University of Texas at Arlington
Westlake Town Offices EH Hereford University Center
3 Village Circle 300 W. 1st Street
Westlake, Texas 76262 Arlington, Texas 76019
April (Abril) 26 – 28 Monday – Wednesday (Lunes – Miercoles) 8:00 a.m. – 5:00 p.m.
April (Abril) 27 – 29 Tuesday – Thursday (Martes – Jueves) 8:00 a.m. – 5:00 p.m.
Eagle Mountain-Saginaw East Regional Library
ISD Administration Building 6301 Bridge Street
1200 Old Decatur Road Fort Worth, Texas 76112
Fort Worth, Texas 76179
April (Abril) 30 Friday (Viernes) 8:00 a.m. – 5:00 p.m.
May (Mayo) 1 Saturday (Sabado) 7:00 a.m. – 7:00 p.m.
May (Mayo) 2 Sunday (Domingo) 11:00 a.m. – 4:00 p.m.
May (Mayo) 3 - 4 Monday – Tuesday (Lunes –Martes) 7:00 a.m. – 7:00 p.m.
Memo
Town of Westlake
To: Honorable Mayor and Members of the Town Council
From: Kelly Edwards, Town Secretary
Subject: Meeting on April 19, 2010
Date: April 12, 2010
Consider approval of a Resolution, Approving the Joint Election Contract with Tarrant County.
ITEM
This item supports the following Vision Point and Key Result Areas:
VISION POINT AND KEY RESULT AREAS
Hospitality Finds its Home in Westlake
o Citizen engagement and communication
At the January 25, 2010, meeting, the Council ordered a general to be held on May 8, 2010, to
elect a Mayor and two (2) Council Members for terms expiring May 20 12.
BACKGROUND
It is recommended that the Town contract with the County to provide the necessary equipment,
programming, and staff to conduct the election. Contracting with the County will also improve
voter accessibility by opening the door to the many Tarrant County early voting locations located
throughout the County. As in the past, Westlake will serve as a temporary early voting site for
the first three (3) days of early voting period (April 26-28).
Early and Election Day voting will take place in the Council Chamber / Courtroom at the Solana
Office Complex, and Tarrant County will process all requests for ballots by mail and federal
postcard ballots.
The estimated cost to conduct the election is $5,304.
Funding is provided in the 2009-2010 Annual Budget
FUNDING
Approve the Resolution as presented.
RECOMMENDATION
Resolution
ATTACHMENTS:
Tarrant County Elections Joint Agreement with exhibits
TOWN OF WESTLAKE
RESOLUTION NO. 10-09
AUTHORIZING THE MAYOR TO ENTER INTO A JOINT ELECTION AGREEMENT
WITH TARRANT COUNTY FOR THE GENERAL ELECTION TO BE HELD ON
MAY 8 , 2010.
WHEREAS, the Town of Westlake will conduct a General Election on May 8, 2010; and
WHEREAS, it is desirable for voter convenience and to reduce the overall cost to each
entity that said elections be held jointly on May 8, 2010; and
WHEREAS,
the Town of Westlake desires to select the Tarrant County Elections
Administrator to conduct and coordinate the joint elections;
NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS:
SECTION 1:
The parties hereto agree to hold an election jointly on May 8, 2010, from
7:00 a.m. until 7:00 p.m. in accordance with Section 271.002, Texas Election Code, and that said
election be conducted jointly pursuant to the terms of this agreement, attached as Exhibit “A”.
SECTION 2:
This Resolution shall become effective upon the date of its passage.
PASSED AND APPROVED ON THIS 19 DAY OF APRIL 2010.
_____________________________________
Laura Wheat, Mayor
ATTEST:
_____________________________________ _____________________________________
Kelly Edwards, Town Secretary Thomas E. Brymer Town Manager
APPROVED AS TO FORM:
_____________________________________
L. Stanton Lowry, Town Attorney
THE STATE OF TEXAS
COUNTY OF TARRANT
JOINT ELECTION AGREEMENT AND CONTRACT FOR ELECTION SERVICES
THIS CONTRACT for election services is made by and between the Tarrant County Elections Administrator and
the following political subdivisions located entirely or partially inside the boundaries of Tarrant County:
City of Arlington
City of Azle
City of Bedford
City of Blue Mound
City of Colleyville
City of Crowley
Town of Edgecliff Village
City of Euless
City of Forest Hill
City of Grand Prairie
City of Grapevine
City of Haltom City
City of Hurst
City of Kennedale
City of Mansfield
City of North Richland Hills
City of Pelican Bay
City of Richland Hills
City of River Oaks
City of Southlake
City of Watauga
Town of Westlake
City of Westover Hills
City of Westworth Village
City of White Settlement
Aledo Independent School District
Arlington Independent School District
Azle Independent School District
Castleberry Independent School District
Crowley Independent School District
Eagle Mountain-Saginaw Independent School District
Fort Worth Independent School District
Grapevine-Colleyville Independent School District
Keller Independent School District
Kennedale Independent School District
Mansfield Independent School District
Northwest Independent School District
White Settlement Independent School District
Tarrant County College District
Tarrant Regional Water District
This contract is made pursuant to Texas Election Code Sections 31.092 and 271.002 and Texas Education Code
Section 11.0581 for a joint May 8, 2010 election to be administered by Steve Raborn, Tarrant County Elections
Administrator, hereinafter referred to as “Elections Administrator.”
RECITALS
Each participating authority listed above plans to hold a general and/or special election on May 8, 2010. Tarrant
County plans to hold a local option election within the City of Colleyville on May 8, 2010.
The County owns an electronic voting system, the Hart InterCivic eSlate/eScan Voting System (Version 6.2.1),
which has been duly approved by the Secretary of State pursuant to Texas Election Code Chapter 122 as amended, and is
compliant with the accessibility requirements for persons with disabilities set forth by Texas Election Code Section 61.012.
The contracting political subdivisions desire to use the County’s electronic voting system and to compensate the County
for such use and to share in certain other expenses connected with joint elections in accordance with the applicable
provisions of Chapters 31 and 271 of the Texas Election Code, as amended.
NOW THEREFORE, in consideration of the mutual covenants, agreements, and benefits to the parties, IT IS
AGREED as follows:
Page 1 of 11
Page 2 of 11
I. ADMINISTRATION
The parties agree to hold a “Joint Election” with Tarrant County and each other in accordance with Chapter 271 of
the Texas Election Code and this agreement. The Tarrant County Elections Administrator shall coordinate, supervise, and
handle all aspects of administering the Joint Election as provided in this agreement. Each participating authority agrees to
pay the Tarrant County Elections Administrator for equipment, supplies, services, and administrative costs as provided in
this agreement. The Tarrant County Elections Administrator shall serve as the administrator for the Joint Election;
however, each participating authority shall remain responsible for the decisions and actions of its officers necessary for the
lawful conduct of its election. The Elections Administrator shall provide advisory services in connection with decisions to
be made and actions to be taken by the officers of each participating authority as necessary.
It is understood that other political subdivisions may wish to participate in the use of the County’s electronic voting
system and polling places, and it is agreed that the Elections Administrator may enter into other contracts for election
services for those purposes on terms and conditions generally similar to those set forth in this contract. In such cases,
costs shall be pro-rated among the participants according to Section XI of this contract.
At each polling location, joint participants shall share voting equipment and supplies to the extent possible. The
participating parties shall share a mutual ballot in those polling places where jurisdictions overlap. However, in no instance
shall a voter be permitted to receive a ballot containing an office or proposition stating a measure on which the voter is
ineligible to vote. Multiple ballot styles shall be available in those shared polling places where jurisdictions do not overlap.
II. LEGAL DOCUMENTS
Each participating authority shall be responsible for the preparation, adoption, and publication of all required
election orders, resolutions, notices, and any other pertinent documents required by the Texas Election Code and/or the
participating authority’s governing body, charter, or ordinances.
Preparation of the necessary materials for notices and the official ballot shall be the responsibility of each
participating authority, including translation to languages other than English. Each participating authority shall provide a
copy of their respective election orders and notices to the Tarrant County Elections Administrator.
The Elections Administrator shall prepare a submission, on behalf of all participating authorities, to the United
States Department of Justice for preclearance of the joint election procedures and polling places, pursuant to the Voting
Rights Act of 1965, as amended. The Elections Administrator will provide to each participating authority a photocopy of
the joint submission and any correspondence from the Department of Justice.
The joint submission prepared by the Elections Administrator will not include submission of information for any
special elections held by the participating authorities. Participating authorities are hereby notified and encouraged to
prepare their own submissions to the United States Department of Justice for special election procedures, or any changes
that are specific to their own political subdivision.
By signing this agreement, each participating authority certifies that it has no unresolved preclearance or
voting rights issues known to it that would preclude or delay Department of Justice preclearance of the joint
election.
The Elections Administrator will file an amended submission to the United States Department of Justice in the
event that any polling places are changed after the original submission is filed, including changes resulting from the
withdrawal of one or more participating authorities pursuant to Section XII of this contract.
III. VOTING LOCATIONS
The Elections Administrator shall select and arrange for the use of and payment for all election day voting
locations. Voting locations will be, whenever possible, the usual voting location for each election precinct in elections
Page 3 of 11
conducted by each participating city, and shall be compliant with the accessibility requirements established by Election
Code Section 43.034 and the Americans with Disabilities Act (ADA). The proposed voting locations are listed in
Attachment A of this agreement. In the event that a voting location is not available or appropriate, the Elections
Administrator will arrange for use of an alternate location with the approval of the affected participating authorities. The
Elections Administrator shall notify the participating authorities of any changes from the locations listed in Attachment A.
If polling places for the May 8, 2010 joint election are different from the polling place(s) used by a participating
authority in its most recent election, the authority agrees to post a notice no later than May 7, 2010 at the entrance to any
previous polling places in the jurisdiction stating that the polling location has changed and stating the political subdivision’s
polling place names and addresses in effect for the May 8, 2010 election. This notice shall be written in both the English
and Spanish languages.
IV. ELECTION JUDGES, CLERKS, AND OTHER ELECTION PERSONNEL
Tarrant County shall be responsible for the appointment of the presiding judge and alternate judge for each polling
location. The Elections Administrator shall make emergency appointments of election officials if necessary.
Upon request by the Elections Administrator, each participating authority agrees to assist in recruiting polling place
officials who are bilingual (fluent in both English and Spanish). In compliance with the Federal Voting Rights Act of 1965,
as amended, each polling place containing more than 5% Hispanic population as determined by the 2000 Census shall
have one or more election official who is fluent in both the English and Spanish languages. If a presiding judge is not
bilingual, and is unable to appoint a bilingual clerk, the Elections Administrator may recommend a bilingual worker for the
polling place. If the Elections Administrator is unable to recommend or recruit a bilingual worker, the participating authority
or authorities served by that polling place shall be responsible for recruiting a bilingual worker for translation services at
that polling place.
The Elections Administrator shall notify all election judges of the eligibility requirements of Subchapter C of
Chapter 32 of the Texas Election Code, and will take the necessary steps to insure that all election judges appointed for
the Joint Election are eligible to serve.
The Elections Administrator shall arrange for the training and compensation of all election judges and clerks. The
Elections Administrator shall arrange for the date, time, and place for presiding election judges to pick up their election
supplies. Each presiding election judge will be sent a letter from the Elections Administrator notifying him of his
appointment, the time and location of training and distribution of election supplies, and the number of election clerks that
the presiding judge may appoint.
Each election judge and clerk will receive compensation at the hourly rate established by Tarrant County pursuant
to Texas Election Code Section 32.091. The election judge will receive an additional sum of $25.00 for picking up the
election supplies prior to election day and for returning the supplies and equipment to the central counting station after the
polls close.
Election judges and clerks who attend voting equipment training and/or procedures training shall be compensated
at the same hourly rate that they are to be paid on election day.
The Elections Administrator may employ other personnel necessary for the proper administration of the election,
including such part-time help as is necessary to prepare for the election, to ensure the timely delivery of supplies during
early voting and on election day, and for the efficient tabulation of ballots at the central counting station. Part-time
personnel working as members of the Early Voting Ballot Board and/or central counting station on election night will be
compensated at the hourly rate set by Tarrant County in accordance with Election Code Sections 87.005, 127.004, and
127.006.
Page 4 of 11
V. PREPARATION OF SUPPLIES AND VOTING EQUIPMENT
The Elections Administrator shall arrange for all election supplies and voting equipment including, but not limited
to, official ballots, sample ballots, voter registration lists, and all forms, signs, maps and other materials used by the
election judges at the voting locations. The Elections Administrator shall ensure availability of tables and chairs at each
polling place and shall procure rented tables and chairs for those polling places that do not have tables and/or chairs.
At each polling location, joint participants shall share voting equipment and supplies to the extent possible. The
participating parties shall share a mutual ballot in those precincts where jurisdictions overlap. However, in no instance
shall a voter be permitted to receive a ballot containing an office or proposition stating a measure on which the voter is
ineligible to vote. Multiple ballot styles shall be available in those shared polling places where jurisdictions do not overlap.
The Elections Administrator shall provide the necessary voter registration information, maps, instructions, and other
information needed to enable the election judges in the voting locations that have more than one ballot style to conduct a
proper election.
Each participating authority shall furnish the Elections Administrator a list of candidates and/or propositions
showing the order and the exact manner in which the candidate names and/or proposition(s) are to appear on the official
ballot (including titles and text in each language in which the authority’s ballot is to be printed). Each participating authority
shall be responsible for proofreading and approving the ballot insofar as it pertains to that authority’s candidates and/or
propositions.
The joint election ballots that contain ballot content for more than one joint participant because of overlapping
territory shall be arranged in the following order: Independent School District, City, Water District(s), College District, and
other political subdivisions.
Early Voting by Personal Appearance shall be conducted exclusively on Tarrant County’s eSlate electronic voting
system. On election day, voters shall have a choice between voting on the eSlate electronic voting system or by a paper
ballot that is scanned at the polling place using Tarrant County’s eScan voting system. Provisional ballots cast on election
day will be cast only on the eSlate electronic voting system to prevent the possibility of paper provisional ballots from being
immediately counted via the eScan ballot scanner.
Due to current limitations of the county’s eScan ballot scanners, it is necessary that in the event ballot content for a
particular participating authority or joint election ballot style is too lengthy to fit on a one page paper ballot, all election day
voting for that particular authority or ballot style must be held on the county’s eSlate voting system.
The number of paper ballots printed for election day voting shall be, at a minimum, equal to the same election day
turnout as in the last comparable election plus 25 percent of that number, with the final number of ballots ordered per
polling place or precinct adjusted upward to end in a number divisible by 50.
The Elections Administrator shall be responsible for the preparation, testing, and delivery of the voting equipment
for the election as required by the Election Code.
The Elections Administrator shall conduct criminal background checks on relevant employees upon hiring as
required by Election Code Section 129.051(g).
VI. EARLY VOTING
The participating authorities agree to conduct joint early voting and to appoint the Election Administrator as the
Early Voting Clerk in accordance with Sections 31.097 and 271.006 of the Texas Election Code. Each participating
authority agrees to appoint the Elections Administrator’s permanent county employees as deputy early voting clerks. The
participating authorities further agree that the Elections Administrator may appoint other deputy early voting clerks to assist
in the conduct of early voting as necessary, and that these additional deputy early voting clerks shall be compensated at
an hourly rate set by Tarrant County pursuant to Section 83.052 of the Texas Election Code. Deputy early voting clerks
who are permanent employees of the Tarrant County Elections Administrator or any participating authority shall serve in
that capacity without additional compensation.
Page 5 of 11
Early Voting by personal appearance will be held at the locations, dates, and times listed in Attachment “B” of this
document. Any qualified voter of the Joint Election may vote early by personal appearance at any of the joint early voting
locations.
As Early Voting Clerk, the Elections Administrator shall receive applications for early voting ballots to be voted by
mail in accordance with Chapters 31 and 86 of the Texas Election Code. Any requests for early voting ballots to be voted
by mail received by the participating authorities shall be forwarded immediately by fax or courier to the Elections
Administrator for processing.
The Elections Administrator shall provide each participating authority a copy of the early voting report on a daily
basis and a cumulative final early voting report following the election. In accordance with Section 87.121(g) of the Election
Code, the daily reports showing the previous day’s early voting activity will be distributed to each participating authority no
later than 8:00 AM each business day.
VII. EARLY VOTING BALLOT BOARD
Tarrant County shall appoint an Early Voting Ballot Board (EVBB) to process early voting results from the Joint
Election. The Presiding Judge, with the assistance of the Elections Administrator, shall appoint two or more additional
members to constitute the EVBB. The Elections Administrator shall determine the number of EVBB members required to
efficiently process the early voting ballots.
VIII. CENTRAL COUNTING STATION AND ELECTION RETURNS
The Elections Administrator shall be responsible for establishing and operating the central and remote counting
stations to receive and tabulate the voted ballots in accordance with the provisions of the Texas Election Code and of this
agreement.
The participating authorities hereby, in accordance with Section 127.002, 127.003, and 127.005 of the Texas
Election Code, appoint the following central counting station officials:
Counting Station Manager: Steve Raborn, Tarrant County Elections Administrator
Tabulation Supervisor: Stephen Vickers, Tarrant County Elections Technology Coordinator
Presiding Judge: Jeanne Lyon
Alternate Judge: Bobbie Cornelison
The counting station manager or his representative shall deliver timely cumulative reports of the election results as
precincts report to the central and remote counting stations and are tabulated. The manager shall be responsible for
releasing unofficial cumulative totals and precinct returns from the election to the joint participants, candidates, press, and
general public by distribution of hard copies at the central counting station and by posting to the Tarrant County web site.
To ensure the accuracy of reported election returns, results printed on the tapes produced by Tarrant County’s voting
equipment will not be released to the participating authorities at the remote collection sites or by phone from individual
polling locations.
The Elections Administrator will prepare the unofficial canvass reports after all precincts have been counted, and
will deliver a copy of the unofficial canvass to each participating authority as soon as possible after all returns have been
tabulated. Each participating authority shall be responsible for the official canvass of its respective election(s).
The Elections Administrator will prepare the electronic precinct-by-precinct results reports for uploading to the
Secretary of State as required by Section 67.017 of the Election Code. The Elections Administrator agrees to upload
these reports for each participating authority unless requested otherwise.
Page 6 of 11
The Elections Administrator shall be responsible for conducting the post-election manual recount required by
Section 127.201 of the Texas Election Code unless a waiver is granted by the Secretary of State. Notification and copies
of the recount, if waiver is denied, will be provided to each participating authority and the Secretary of State’s Office.
IX. PARTICIPATING AUTHORITIES WITH TERRITORY OUTSIDE TARRANT COUNTY
The Elections Administrator agrees to administer the entire City of Azle election including that portion of the City of
Azle that is within Parker County.
The Elections Administrator agrees to administer the entire City of Crowley election including that portion of the
City of Crowley that is within Johnson County.
The Elections Administrator shall administer only the Tarrant County portion of the City of Grand Prairie’s election.
The Elections Administrator agrees to administer the entire City of Mansfield election including that portion of the
City of Mansfield that is within Ellis and Johnson Counties.
The Elections Administrator shall administer only the Tarrant County portion of the City of Southlake’s election.
The Elections Administrator agrees to administer the entire Town of Westlake election including that portion of the
Town of Westlake that is within Denton County.
The Elections Administrator shall administer only the Tarrant County portion of Aledo ISD’s election.
The Elections Administrator agrees to administer the entire Azle ISD election including that portion of Azle ISD that
is within Parker and Wise Counties.
The Elections Administrator agrees to administer the entire Crowley ISD election including that portion of Crowley
ISD that is within Johnson County.
The Elections Administrator agrees to administer the entire Mansfield ISD election including that portion of
Mansfield ISD that is within Johnson County.
The Elections Administrator shall administer only the Tarrant County portion of Northwest ISD’s election.
X. RUNOFF ELECTIONS
Each participating authority shall have the option of extending the terms of this agreement through its runoff
election, if applicable. In the event of such runoff election, the terms of this agreement shall automatically extend unless
the participating authority notifies the Elections Administrator in writing within 3 business days of the original election.
Each participating authority shall reserve the right to reduce the number of early voting locations and/or election
day voting locations in a runoff election. If necessary, any voting changes made by a participating authority between the
original election and the runoff election shall be submitted by the authority making the change to the United States
Department of Justice for the preclearance required by the Federal Voting Rights Act of 1965, as amended.
Each participating authority agrees to order any runoff election(s) at its meeting for canvassing the votes from the
May 8, 2010 election and to conduct its drawing for ballot positions at or immediately following such meeting in order to
expedite preparations for its runoff election.
Each participating authority eligible to hold runoff elections agrees that the date of the runoff election, if necessary,
shall be Saturday, June 12, 2010.
Page 7 of 11
XI. ELECTION EXPENSES AND ALLOCATION OF COSTS
The participating authorities agree to share the costs of administering the Joint Election. Allocation of costs,
unless specifically stated otherwise, is mutually agreed to be shared according to a formula which is based on the average
cost per election day polling place (unit cost) as determined by adding together the overall expenses and dividing the
expenses equally among the total number of polling places. Costs for polling places shared by more than one participating
authority shall be pro-rated equally among the participants utilizing that polling place.
It is agreed that charges for election day judges and clerks and election day polling place rental fees shall be
directly charged to the appropriate participating authority rather than averaging those costs among all participants.
If a participating authority’s election is conducted at more than one election day polling place, there shall be no
charges or fees allocated to the participating authority for the cost of election day polling places in which the authority has
fewer than 50% of the total registered voters served by that polling place, except that if the number of registered voters in
all of the authority’s polling places is less than the 50% threshold, the participating authority shall pay a pro-rata share of
the costs associated with the polling place where it has the greatest number of registered voters.
Costs for Early Voting by Personal Appearance shall be allocated based upon the actual costs associated with
each early voting site. Each participating authority shall be responsible for a pro-rata portion of the actual costs associated
with the early voting sites located within their jurisdiction. Participating authorities that do not have a regular (non-
temporary) early voting site within their jurisdiction shall pay a pro-rata portion of the nearest regular early voting site.
Costs for Early Voting by Mail shall be allocated according to the actual number of ballots mailed to each
participating authority’s voters.
Each participating authority agrees to pay the Tarrant County Elections Administrator an administrative fee equal
to ten percent (10%) of its total billable costs in accordance with Section 31.100(d) of the Texas Election Code.
The Tarrant County Elections Administrator shall deposit all funds payable under this contract into the appropriate
fund(s) within the county treasury in accordance with Election Code Section 31.100.
XII. WITHDRAWAL FROM CONTRACT DUE TO CANCELLATION OF ELECTION
Any participating authority may withdraw from this agreement and the Joint Election should it cancel its election in
accordance with Sections 2.051 - 2.053 of the Texas Election Code. The withdrawing authority is fully liable for any
expenses incurred by the Tarrant County Elections Administrator on behalf of the authority plus an administrative fee of ten
percent (10%) of such expenses. Any monies deposited with the Elections Administrator by the withdrawing authority shall
be refunded, minus the aforementioned expenses and administrative fee if applicable.
It is agreed that any of the joint election early voting sites that are not within the boundaries of one or more of the
remaining participating authorities, with the exception of the early voting site located at the Tarrant County Elections
Center, may be dropped from the joint election unless one or more of the remaining participating authorities agree to fully
fund such site(s). In the event that any early voting site is eliminated under this section, an addendum to the contract shall
be provided to the remaining participants within five days after notification of all intents to withdraw have been received by
the Elections Administrator.
XIII. RECORDS OF THE ELECTION
The Elections Administrator is hereby appointed general custodian of the voted ballots and all records of the Joint
Election as authorized by Section 271.010 of the Texas Election Code.
Access to the election records shall be available to each participating authority as well as to the public in
accordance with applicable provisions of the Texas Election Code and the Texas Public Information Act. The election
Page 8 of 11
records shall be stored at the offices of the Elections Administrator or at an alternate facility used for storage of county
records. The Elections Administrator shall ensure that the records are maintained in an orderly manner so that the records
are clearly identifiable and retrievable.
Records of the election shall be retained and disposed of in accordance with the provisions of Section 66.058 of
the Texas Election Code. If records of the election are involved in any pending election contest, investigation, litigation, or
open records request, the Elections Administrator shall maintain the records until final resolution or until final judgment,
whichever is applicable. It is the responsibility of each participating authority to bring to the attention of the Elections
Administrator any notice of pending election contest, investigation, litigation or open records request which may be filed
with the participating authority.
XIV. RECOUNTS
A recount may be obtained as provided by Title 13 of the Texas Election Code. By signing this document, the
presiding officer of the contracting participating authority agrees that any recount shall take place at the offices of the
Elections Administrator, and that the Elections Administrator shall serve as Recount Supervisor and the participating
authority’s official or employee who performs the duties of a secretary under the Texas Election Code shall serve as
Recount Coordinator.
The Elections Administrator agrees to provide advisory services to each participating authority as necessary to
conduct a proper recount.
XV. MISCELLANEOUS PROVISIONS
1. It is understood that to the extent space is available, other districts and political subdivisions may wish to
participate in the use of the County’s election equipment and voting places, and it is agreed that the
Elections Administrator may contract with such other districts or political subdivisions for such purposes
and that in such event there may be an adjustment of the pro-rata share to be paid to the County by the
participating authorities.
2. The Elections Administrator shall file copies of this document with the Tarrant County Judge and the
Tarrant County Auditor in accordance with Section 31.099 of the Texas Election Code.
3. Nothing in this contract prevents any party from taking appropriate legal action against any other party
and/or other election personnel for a breach of this contract or a violation of the Texas Election Code.
4. This agreement shall be construed under and in accord with the laws of the State of Texas, and all
obligations of the parties created hereunder are performable in Tarrant County, Texas.
5. In the event that one or more of the provisions contained in this Agreement shall for any reason be held to
be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not
affect any other provision hereof and this agreement shall be construed as if such invalid, illegal, or
unenforceable provision had never been contained herein.
6. All parties shall comply with all applicable laws, ordinances, and codes of the State of Texas, all local
governments, and any other entities with local jurisdiction.
7. The waiver by any party of a breach of any provision of this agreement shall not operate as or be
construed as a waiver of any subsequent breach.
8. Any amendments of this agreement shall be of no effect unless in writing and signed by all parties hereto.
Page 9 of 11
XVI. COST ESTIMATES AND DEPOSIT OF FUNDS
The total estimated obligation for each participating authority under the terms of this agreement is listed below.
Each participating authority agrees to pay the Tarrant County Elections Administrator a deposit of approximately 75% of
this estimated obligation no later than 15 days after execution of this agreement. The exact amount of each participating
authority’s obligation under the terms of this agreement shall be calculated after the May 8, 2010 election (or runoff
election, if applicable), and if the amount of an authority’s total obligation exceeds the amount deposited, the authority shall
pay to the Elections Administrator the balance due within 30 days after the receipt of the final invoice from the Elections
Administrator. However, if the amount of the authority’s total obligation is less than the amount deposited, the Elections
Administrator shall refund to the authority the excess amount paid within 30 days after the final costs are calculated.
The total estimated obligation and required deposit for each participating authority under the terms of this agreement shall
be as follows:
Actual # Billed # EstimatedDeposit
Political Subdivision Polls Polls Cost Due
City of Arlington 2711.00$47,171$35,400
City of Azle 1 0.25 $1,985 $1,500
City of Bedford $1 1.00 12,905 $9,700
City of Blue Mound 1 0.50 $2,652 $2,000
City of Colleyville 1 0.33 $3,494 $2,700
City of Crowley 1 0.50 $4,640 $3,500
City of Edgecliff Village 1 0.33 $2,966 $2,300
City of Euless 2 1.50 $12,365 $9,300
City of Everman 1 1.00 $9,275 $7,000
City of Forest Hill 1 1.00 $9,302 $7,000
City of Grand Prairie 2 0.33 $3,208 $2,500
City of Grapevine 1 0.50 $4,925 $3,700
City of Haltom City 1 0.50 $4,662 $3,500
City of Hurst 1 1.00 $$16,625 12,500
City of Kennedale 1 0.50 $4,640 $3,500
City of Mansfield 3 1.00 $5,693 $4,300
City of North Richland Hills 3 1.50 $7,609 $5,800
City of Pelican Bay 1 0.25 $1,983 $1,500
City of Richland Hills 1 1.00 $9,275 $7,000
City of River Oaks 1 0.33 $2,272 $1,800
City of Southlake 1 1.00 $10,067 $7,600
City of Watauga 1 0.50 $3,630 $2,800
Town of Westlake 1 1.00 $5,304 $4,000
City of Westover Hills 1 0.25 $2,025 $1,600
City of Westworth Village 1 0.25 $2,024 $1,600
City of White Settlement 1 0.33 $3,135 $2,400
Arlington ISD 31$$2 2.00 50,385 37,800
Aledo ISD 1 0.50 $3,308 $2,500
Azle ISD 7 2.00 $7,620 $5,800
Page 10 of 11
Castleberry ISD 4 1.83 $6,727 $5,100
Crowley ISD 1 $$5 3.33 15,029 11,300
Eagle Mountain-Sagniaw ISD 11 3.17 $20,150 $15,200
Fort Worth ISD 76 27.33 $98,778 $74,100
Grapevine-Colleyville ISD 7 1.33 $9,904 $7,500
Keller ISD 1 $$7 3.33 18,708 14,100
Kennedale ISD 6 0.50 $4,639 $3,500
Mansfield ISD 1 $$3 3.83 16,254 12,200
Northwest ISD 10 1.50 $10,603 $8,000
White Settlement ISD 8 0.83 $4,620 $3,500
Tarrant County College District 62$1$2 0.50 05,301 79,000
Tarrant Regional Water District 1 $43 91.00 $328,964 246,800
Tarrant County 1 0.33 $3,494 n/a
TOTALS 201.00$898,318672,900 $
THE REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK
Page 11 of 11
XVII. JOINT CONTRACT ACCEPTANCE AND APPROVAL
IN TESTIMONY HEREOF, this agreement has been executed on behalf of the parties hereto as follows, to-wit:
(1) It has on the _______ day of _______________, 2010 been executed by the Tarrant County Elections
Administrator pursuant to the Texas Election Code so authorizing;
(2) It has on the _______ day of _______________, 2010 been executed on behalf of the Town of Westlake
pursuant to an action of the Town of Westlake so authorizing;
ACCEPTED AND AGREED TO BY THE TARRANT COUNTY ELECTIONS ADMINISTRATOR:
APPROVED:
___________________________________________
STEVE RABORN
ACCEPTED AND AGREED TO BY THE TOWN OF WESTLAKE:
APPROVED: ATTEST:
___________________________________________ __________________________________________
Laura Wheat, Mayor Kelly Edwards, Town Secretary
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W
o
r
t
h
2
a
n
d
E
a
g
l
e
M
o
u
n
t
a
i
n
-
S
a
g
i
n
a
w
I
S
D
,
T
R
W
D
1
7
0
1
N
o
r
t
h
e
a
s
t
3
6
t
h
S
t
r
e
e
t
40
9
3
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
L
a
k
e
W
o
r
t
h
I
S
D
,
T
R
W
D
F
o
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
1
0
6
11
0
9
,1
4
7
3
,
1
4
8
5
,
1
4
8
7
,
1
5
9
5
C
i
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
1
,
T
R
W
D
O
a
k
h
u
r
s
t
E
l
e
m
e
n
t
a
r
y
S
c
h
o
o
l
41
2
4
,
4
5
0
3
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
2
,
T
R
W
D
2
7
0
0
Y
u
c
c
a
A
v
e
n
u
e
F
o
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
1
1
1
41
1
0
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5
6
3
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
1
,
T
R
W
D
N
o
r
t
h
s
i
d
e
C
o
m
m
u
n
i
t
y
C
e
n
t
e
r
1
1
0
0
N
o
r
t
h
w
e
s
t
1
8
th Street
F
o
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
1
6
4
41
2
2
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3
9
7
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
C
a
s
t
l
e
b
e
r
r
y
I
S
D
,
T
R
W
D
A
z
l
e
A
v
e
n
u
e
B
a
p
t
i
s
t
C
h
u
r
c
h
40
1
7
,
4
1
2
2
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
L
a
k
e
W
o
r
t
h
I
S
D
,
T
R
W
D
2
9
0
1
A
z
l
e
A
v
e
n
u
e
45
7
8
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
L
a
k
e
W
o
r
t
h
I
S
D
F
o
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
1
0
6
40
1
7
,
4
1
2
2
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
1
,
T
R
W
D
AT
T
A
C
H
M
E
N
T
A
-
M
a
y
8
,
2
0
1
0
E
l
e
c
t
i
o
n
D
a
y
P
o
l
l
i
n
g
L
o
c
a
t
i
o
n
s
-
2
0
1
t
o
t
a
l
(a
s
o
f
3
/
3
0
/
1
0
)
Pr
e
c
i
n
c
t
s
a
t
S
i
t
e
E
n
t
i
t
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e
s
E
l
e
c
t
i
o
n
D
a
y
P
o
l
l
i
n
g
L
o
c
a
t
i
o
n
TC
C
=
T
a
r
r
a
n
t
C
o
u
n
t
y
C
o
l
l
e
g
e
No
E
l
e
c
t
i
o
n
TR
W
D
=
T
a
r
r
a
n
t
R
e
g
i
o
n
a
l
W
a
t
e
r
D
i
s
t
r
i
c
t
7
40
5
1
,
41
2
3
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
1
,
T
R
W
D
D
e
c
a
t
u
r
A
v
e
n
u
e
B
a
p
t
i
s
t
C
h
u
r
c
h
3
7
1
5
D
e
c
a
t
u
r
A
v
e
n
u
e
F
o
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
1
0
6
N
o
t
a
v
a
i
l
a
b
l
e
,
v
o
t
i
n
g
m
o
v
e
d
t
o
O
a
k
h
u
r
s
t
E
l
e
m
e
n
t
a
r
y
,
s
e
e
p
a
g
e
6
41
2
4
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
2
,
T
R
W
D
Ca
l
v
a
r
y
C
a
t
h
e
d
r
a
l
15
9
5
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
1
,
T
R
W
D
17
0
1
O
a
k
h
u
r
s
t
S
c
e
n
i
c
D
r
i
v
e
Fo
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
1
1
1
42
3
1
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4
3
4
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
1
,
T
R
W
D
D
i
a
m
o
n
d
H
i
l
l
-
J
a
r
v
i
s
H
i
g
h
S
c
h
o
o
l
1
4
1
1
M
a
y
d
e
l
l
S
t
r
e
e
t
F
o
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
1
0
6
33
7
2
,3
4
1
7
,
3
6
4
6
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
K
e
l
l
e
r
I
S
D
,
T
C
C
4
,
T
R
W
D
T
h
e
V
i
l
l
a
g
e
s
o
f
W
o
o
d
l
a
n
d
S
p
r
i
n
g
s
33
7
2
,
3
4
1
7
,
3
6
4
6
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
K
e
l
l
e
r
I
S
D
,
T
C
C
4
A
m
e
n
i
t
y
B
u
i
l
d
i
n
g
33
7
2
,
3
6
4
6
Ke
l
l
e
r
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
,
T
C
C
4
,
T
R
W
D
1
2
2
0
9
T
i
m
b
e
r
l
a
n
d
B
o
u
l
e
v
a
r
d
33
7
2
,
3
6
4
6
Ke
l
l
e
r
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
,
T
C
C
4
F
o
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
2
4
4
31
9
2
,
3
3
7
2
,
3
4
1
7
,
3
6
4
6
C
i
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
,
T
C
C
4
,
T
R
W
D
31
9
2
,
3
3
7
2
,
3
4
1
7
,
3
5
7
6
C
i
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
,
T
C
C
4
(
P
r
e
c
i
n
c
t
3
0
4
3
m
o
v
e
d
t
o
S
e
n
d
e
r
a
R
a
n
c
h
)
36
4
6
33
7
2
,
3
6
4
6
No
r
t
h
w
e
s
t
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
,
T
C
C
4
,
T
R
W
D
33
7
2
,
3
6
4
6
No
r
t
h
w
e
s
t
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
,
T
C
C
4
34
8
6
,3
6
4
8
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
K
e
l
l
e
r
I
S
D
,
T
C
C
4
W
o
o
d
l
a
n
d
S
p
r
i
n
g
s
E
l
e
m
e
n
t
a
r
y
S
c
h
o
o
l
34
8
6
,
3
6
4
8
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
,
T
C
C
4
1
2
1
2
0
W
o
o
d
l
a
n
d
S
p
r
i
n
g
s
D
r
i
v
e
34
8
6
,
3
6
4
8
Ke
l
l
e
r
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
,
T
C
C
4
F
o
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
2
4
4
34
8
6
,
3
6
4
8
No
r
t
h
w
e
s
t
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
,
T
C
C
4
44
9
9
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
1
,
T
R
W
D
N
o
r
t
h
F
o
r
t
W
o
r
t
h
B
a
p
t
i
s
t
C
h
u
r
c
h
44
5
2
Fo
r
t
W
o
r
t
h
2
,
E
a
g
l
e
M
o
u
n
t
a
i
n
-
S
a
g
i
n
a
w
I
S
D
,
T
C
C
4
,
T
R
W
D
5
8
0
1
N
o
r
t
h
I
-
3
5
W
e
s
t
44
9
9
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
E
a
g
l
e
M
o
u
n
t
a
i
n
-
S
a
g
i
n
a
w
I
S
D
,
T
R
W
D
F
o
r
t
W
o
r
t
h
,
T
e
x
a
s
7
6
1
3
1
44
5
2
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
K
e
l
l
e
r
I
S
D
,
T
C
C
4
,
T
R
W
D
44
5
2
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
,
T
C
C
4
,
T
R
W
D
AT
T
A
C
H
M
E
N
T
A
-
M
a
y
8
,
2
0
1
0
E
l
e
c
t
i
o
n
D
a
y
P
o
l
l
i
n
g
L
o
c
a
t
i
o
n
s
-
2
0
1
t
o
t
a
l
(a
s
o
f
3
/
3
0
/
1
0
)
Pr
e
c
i
n
c
t
s
a
t
S
i
t
e
E
n
t
i
t
i
e
s
E
l
e
c
t
i
o
n
D
a
y
P
o
l
l
i
n
g
L
o
c
a
t
i
o
n
TC
C
=
T
a
r
r
a
n
t
C
o
u
n
t
y
C
o
l
l
e
g
e
No
E
l
e
c
t
i
o
n
TR
W
D
=
T
a
r
r
a
n
t
R
e
g
i
o
n
a
l
W
a
t
e
r
D
i
s
t
r
i
c
t
8
32
4
0
,
3
4
6
5
,
3
5
5
2
,
3
5
7
0
,
3
5
9
9
C
i
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
K
e
l
l
e
r
I
S
D
,
T
C
C
4
,
T
R
W
D
F
o
s
s
i
l
R
i
d
g
e
H
i
g
h
S
c
h
o
o
l
36
3
7
,3
6
4
7
4
1
0
1
T
h
o
m
p
s
o
n
R
o
a
d
32
4
0
,
3
4
6
5
,
3
5
5
2
,
3
5
7
0
,
3
5
9
9
C
i
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
K
e
l
l
e
r
I
S
D
,
T
C
C
4
K
e
l
l
e
r
,
T
e
x
a
s
7
6
2
4
8
36
3
7
,
3
6
4
7
34
6
5
,
3
5
9
9
,
3
6
4
7
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
,
T
C
C
4
,
T
R
W
D
34
6
5
,
3
5
9
9
,
3
6
4
7
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
,
T
C
C
4
34
6
5
,
3
5
5
2
,
3
6
3
7
,
3
6
4
7
K
e
l
l
e
r
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
,
T
C
C
4
,
T
R
W
D
34
6
5
,
3
5
5
2
,
3
6
3
7
,
3
6
4
7
K
e
l
l
e
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16
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4
3
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2
Ci
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1
5
,
3
2
8
9
,
3
3
2
6
,
3
3
9
9
C
i
t
y
o
f
N
o
r
t
h
R
i
c
h
l
a
n
d
H
i
l
l
s
a
n
d
B
i
r
d
v
i
l
l
e
I
S
D
,
T
C
C
4
D
a
n
E
c
h
o
l
s
S
e
n
i
o
r
A
d
u
l
t
C
e
n
t
e
r
34
2
4
,
4
6
2
9
,
3
6
3
1
,
3
6
3
3
,
3
6
3
4
6
8
0
1
G
l
e
n
v
i
e
w
D
r
i
v
e
46
2
0
N
o
r
t
h
R
i
c
h
l
a
n
d
H
i
l
l
s
,
T
e
x
a
s
7
6
1
8
0
33
2
5
Ci
t
y
o
f
N
o
r
t
h
R
i
c
h
l
a
n
d
H
i
l
l
s
a
n
d
B
i
r
d
v
i
l
l
e
I
S
D
21
1
2
To
w
n
o
f
P
a
n
t
e
g
o
a
n
d
A
r
l
i
n
g
t
o
n
I
S
D
,
T
C
C
5
T
o
w
n
o
f
P
a
n
t
e
g
o
C
o
u
n
c
i
l
C
h
a
m
b
e
r
s
1
6
1
4
S
o
u
t
h
B
o
w
e
n
R
o
a
d
P
a
n
t
e
g
o
,
T
e
x
a
s
7
6
0
1
3
40
4
7
Ci
t
y
o
f
R
e
n
o
a
n
d
A
z
l
e
I
S
D
,
T
C
C
4
,
T
R
W
D
N
o
V
o
t
e
r
s
i
n
T
a
r
r
a
n
t
C
o
u
n
t
y
43
9
5
Ci
t
y
o
f
R
e
n
o
a
n
d
A
z
l
e
I
S
D
,
T
C
C
4
,
T
R
W
D
43
9
5
Ci
t
y
o
f
R
e
n
o
a
n
d
A
z
l
e
I
S
D
,
T
C
C
4
40
4
7
Ci
t
y
o
f
P
e
l
i
c
a
n
B
a
y
a
n
d
A
z
l
e
I
S
D
,
T
C
C
4
,
T
R
W
D
P
e
l
i
c
a
n
B
a
y
C
i
t
y
H
a
l
l
1
3
0
0
P
e
l
i
c
a
n
C
i
r
c
l
e
P
e
l
i
c
a
n
B
a
y
,
T
e
x
a
s
7
6
0
2
0
40
4
2
,
3
1
3
1
,
31
6
4
,3
1
7
6
,
3
1
9
9
C
i
t
y
o
f
R
i
c
h
l
a
n
d
H
i
l
l
s
a
n
d
B
i
r
d
v
il
l
e
I
S
D
R
i
c
h
l
a
n
d
H
i
l
l
s
C
o
m
m
u
n
i
t
y
C
e
n
t
e
r
33
2
5
,
3
4
0
6
,
3
6
2
8
3
2
0
4
D
i
a
n
a
D
r
i
v
e
31
9
9
Ci
t
y
o
f
R
i
c
h
l
a
n
d
H
i
l
l
s
a
n
d
H
-
E
-
B
I
S
D
R
i
c
h
l
a
n
d
H
i
l
l
s
,
T
e
x
a
s
7
6
1
1
8
AT
T
A
C
H
M
E
N
T
A
-
M
a
y
8
,
2
0
1
0
E
l
e
c
t
i
o
n
D
a
y
P
o
l
l
i
n
g
L
o
c
a
t
i
o
n
s
-
2
0
1
t
o
t
a
l
(a
s
o
f
3
/
3
0
/
1
0
)
Pr
e
c
i
n
c
t
s
a
t
S
i
t
e
E
n
t
i
t
i
e
s
E
l
e
c
t
i
o
n
D
a
y
P
o
l
l
i
n
g
L
o
c
a
t
i
o
n
TC
C
=
T
a
r
r
a
n
t
C
o
u
n
t
y
C
o
l
l
e
g
e
No
E
l
e
c
t
i
o
n
TR
W
D
=
T
a
r
r
a
n
t
R
e
g
i
o
n
a
l
W
a
t
e
r
D
i
s
t
r
i
c
t
26
41
2
1
,
4
1
2
5
,
42
0
2
Ci
t
y
o
f
R
i
v
e
r
O
a
k
s
a
n
d
C
a
s
t
l
e
b
e
r
r
y
I
S
D
,
T
R
W
D
R
i
v
e
r
O
a
k
s
C
i
t
y
H
a
l
l
41
2
5
,
4
2
0
2
Ci
t
y
o
f
R
i
v
e
r
O
a
k
s
a
n
d
C
a
s
t
l
e
b
e
r
r
y
I
S
D
4
9
0
0
R
i
v
e
r
O
a
k
s
B
o
u
l
e
v
a
r
d
R
i
v
e
r
O
a
k
s
,
T
e
x
a
s
7
6
1
1
4
33
7
2
,
3
6
4
6
Ci
t
y
o
f
R
o
a
n
o
k
e
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
,
T
C
C
4
No
E
l
e
c
t
i
o
n
f
o
r
R
o
a
n
o
k
e
; voting moved to
34
2
2
,
3
5
7
6
Ci
t
y
o
f
R
o
a
n
o
k
e
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
W
e
s
t
l
a
k
e
T
o
w
n
O
f
f
i
c
e
s
40
4
4
Ci
t
y
o
f
S
a
g
i
n
a
w
a
n
d
E
a
g
l
e
M
o
u
n
t
a
i
n
-
S
ag
i
n
a
w
I
S
D
,
T
C
C
4
S
a
g
i
n
a
w
C
i
t
y
H
a
l
l
40
1
8
,
4
0
9
3
,
4
3
3
8
,
4
4
5
4
,
4
4
9
9
C
i
t
y
o
f
S
a
g
i
n
a
w
a
n
d
E
a
g
l
e
M
o
u
n
t
a
i
n-
S
a
g
i
n
a
w
I
S
D
3
3
3
W
e
s
t
M
c
L
e
r
o
y
B
o
u
l
e
v
a
r
d
45
3
1
,4
6
3
8
,
4
6
4
9
S
a
g
i
n
a
w
,
T
e
x
a
s
7
6
1
7
9
46
3
8
Ci
t
y
o
f
S
a
g
i
n
a
w
,
E
a
g
l
e
M
o
u
n
t
a
i
n
-
S
a
g
i
n
a
w
I
S
D
,
T
C
C
4
,
T
R
W
D
40
9
3
,
4
4
9
9
Ci
t
y
o
f
S
a
g
i
n
a
w
a
n
d
F
W
I
S
D
1
,
T
R
W
D
40
9
3
Ci
t
y
o
f
S
a
g
i
n
a
w
a
n
d
L
a
k
e
W
o
r
t
h
I
S
D
41
3
8
,4
4
0
0
Ci
t
y
o
f
S
a
n
s
o
m
P
a
r
k
a
n
d
C
a
s
t
l
e
b
e
rr
y
I
S
D
S
a
n
s
o
m
P
a
r
k
C
o
u
n
c
i
l
C
h
a
m
b
e
r
s
41
3
8
,
4
4
0
0
Ci
t
y
o
f
S
a
n
s
o
m
P
a
r
k
a
n
d
L
a
k
e
W
o
r
t
h
I
S
D
5
5
0
0
B
u
c
h
a
n
a
n
S
t
r
e
e
t
41
3
8
Ci
t
y
o
f
S
a
n
s
o
m
P
a
r
k
a
n
d
F
W
I
S
D
1
S
a
n
s
o
m
P
a
r
k
,
T
e
x
a
s
7
6
1
1
4
30
3
5
,
3
0
3
9
,
3
2
8
6
,
3
3
5
9
,
3
4
7
0
C
i
t
y
o
f
S
o
u
t
h
l
a
k
e
a
n
d
C
a
r
r
o
l
l
I
S
D
C
a
r
r
o
l
l
H
i
g
h
S
c
h
o
o
l
35
2
6
,
35
2
9
,3
5
3
8
,
3
5
4
5
,
3
5
5
8
8
0
0
N
o
r
t
h
W
h
i
t
e
C
h
a
p
e
l
B
o
u
l
e
v
a
r
d
35
5
9
So
u
t
h
l
a
k
e
,
Te
x
a
s
76092
30
3
5
,
3
0
3
9
,
3
4
7
0
Ci
t
y
o
f
S
o
u
t
h
l
a
k
e
a
n
d
G
r
a
p
e
v
i
n
e
-
C
o
l
l
e
y
v
i
l
l
e
I
S
D
32
8
6
,
3
5
4
5
,
3
5
7
9
Ci
t
y
o
f
S
o
u
t
h
l
a
k
e
a
n
d
K
e
l
l
e
r
I
S
D
36
2
6
Ci
t
y
o
f
S
o
u
t
h
l
a
k
e
a
n
d
K
e
l
l
e
r
I
S
D
,
T
C
C
4
30
3
9
,
3
5
2
9
Ci
t
y
o
f
S
o
u
t
h
l
a
k
e
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
32
8
6
To
w
n
o
f
T
r
o
p
h
y
C
l
u
b
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
Co
n
t
r
a
c
t
i
n
g
w
i
t
h
D
e
n
t
o
n
C
o
u
n
t
y
31
8
7
,
3
1
9
4
,
3
3
3
2
,
3
3
9
8
,
3
5
0
9
C
i
t
y
o
f
W
a
t
a
u
g
a
a
n
d
B
i
r
d
v
i
l
l
e
I
S
D
,
T
C
C
4
W
a
t
a
u
g
a
C
i
t
y
H
a
l
l
30
5
4
,
3
1
8
7
,
32
8
7
,3
3
9
8
,
3
5
0
9
C
i
t
y
o
f
W
a
t
a
u
g
a
a
n
d
K
e
l
l
e
r
I
S
D
,
T
C
C
4
7
1
0
5
W
h
i
t
l
e
y
R
o
a
d
W
a
t
a
u
g
a
,
T
e
x
a
s
7
6
1
4
8
AT
T
A
C
H
M
E
N
T
A
-
M
a
y
8
,
2
0
1
0
E
l
e
c
t
i
o
n
D
a
y
P
o
l
l
i
n
g
L
o
c
a
t
i
o
n
s
-
2
0
1
t
o
t
a
l
(a
s
o
f
3
/
3
0
/
1
0
)
Pr
e
c
i
n
c
t
s
a
t
S
i
t
e
E
n
t
i
t
i
e
s
E
l
e
c
t
i
o
n
D
a
y
P
o
l
l
i
n
g
L
o
c
a
t
i
o
n
TC
C
=
T
a
r
r
a
n
t
C
o
u
n
t
y
C
o
l
l
e
g
e
No
E
l
e
c
t
i
o
n
TR
W
D
=
T
a
r
r
a
n
t
R
e
g
i
o
n
a
l
W
a
t
e
r
D
i
s
t
r
i
c
t
27
32
8
6
,3
5
2
9
To
w
n
o
f
W
e
s
t
l
a
k
e
a
n
d
C
a
r
r
o
l
l
I
S
D
W
e
s
t
l
a
k
e
T
o
w
n
O
f
f
i
c
e
s
32
8
6
,
3
4
2
2
To
w
n
o
f
W
e
s
t
l
a
k
e
a
n
d
K
e
l
l
e
r
I
S
D
S
o
l
o
n
a
O
f
f
i
c
e
C
o
m
p
l
e
x
32
8
6
,
3
4
2
2
,
3
5
2
9
To
w
n
o
f
W
e
s
t
l
a
k
e
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
3
V
i
l
l
a
g
e
C
i
r
c
l
e
35
7
6
To
w
n
o
f
W
e
s
t
l
a
k
e
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
,
T
C
C
4
W
e
s
t
l
a
k
e
,
T
e
x
a
s
7
6
2
6
2
32
8
6
No
r
t
h
w
e
s
t
I
S
D
(
T
r
o
p
h
y
C
l
u
b
v
o
t
e
r
s
)
33
7
2
,
3
6
4
6
(R
o
a
n
o
k
e
v
o
t
e
r
s
)
N
o
r
t
h
w
e
s
t
I
S
D
,
T
C
C
4
34
2
2
,
3
5
7
6
(R
o
a
n
o
k
e
v
o
t
e
r
s
)
N
o
r
t
h
w
e
s
t
I
S
D
41
3
To
w
n
o
f
W
e
s
t
l
a
k
e
D
e
n
t
o
n
C
o
u
n
t
y
v
o
t
e
r
s
41
1
5
Ci
t
y
o
f
W
e
s
t
o
v
e
r
H
i
l
l
s
a
n
d
F
W
I
S
D
5
,
T
C
C
4
,
T
R
W
D
W
e
s
t
o
v
e
r
H
i
l
l
s
T
o
w
n
H
a
l
l
5
8
2
4
M
e
r
r
y
m
o
u
n
t
R
o
a
d
W
e
s
t
o
v
e
r
H
i
l
l
s
,
T
e
x
a
s
7
6
1
0
7
41
4
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2
ATTACHMENT B - EARLY VOTING FOR MAY 8, 2010
(VOTACIÓN ADELANTADA DE 8 DE MAYO DE 2010)
JOINT – GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES Y ESPECIALES CONJUNTAS)
EARLY VOTING BY PERSONAL APPEARANCE DAYS AND HOURS
(DIAS Y HORAS DE VOTACIÓN TEMPRANO POR APARICIÓN PERSONAL)
April (Abril) 26-30 Monday - Friday (Lunes - Viernes) 8:00 a.m. - 5:00 p.m.
May (Mayo) 1 Saturday (Sabado) 7:00 a.m. - 7:00 p.m.
May (Mayo) 2 Sunday (Domingo) 11:00 a.m. - 4:00 p.m.
May (Mayo) 3 - 4 Monday - Tuesday (Lunes - Martes) 7:00 a.m. - 7:00 p.m.
SEE LIST OF LOCATIONS ON BACK
(VER LA LISTA DE CASETAS AL REVERSO)
EARLY VOTING BY MAIL
(VOTACIÓN TEMPRANO POR CORREO)
TO RECEIVE A BALLOT APPLICATION OR FOR MORE INFORMATION CALL
TARRANT COUNTY ELECTIONS ADMINISTRATION: 817-831-8683
(PARA RECIBIR UNA SOLICITUD PARA BOLETA O MAS INFORMACIÓN LLAMAR
AL ADMINISTRADOR DE ELECCIONES DEL CONDADO DE TARRANT: 817-831-8683)
Applications for a ballot by mail must be submitted between March 9, 2010 and April 30, 2010
with one of the following requirements: (Solicitudes para una boleta por correo pueden ser sometidas durante el 9 de
Marzo de 2010, y 30 de Abril de 2010, con uno de los siguientes requisitos:)
1. Age of voter is 65 or over on Election Day. (Edad del votante es 65 o mas el Día de Elección.)
2. Voter is disabled. (Votante está incapacitado.)
For #1 or #2, the ballot must be mailed to the voter registration residence address/mailing
address or to a hospital, nursing home/long-term care facility, retirement center or address of a
relative. The relationship of the relative must be indicated. (Para #1 o #2 la boleta debe ser enviada a la
dirección residencial/dirección de correo de registro de votante o a un hospital, clinica para convalecientes o ancianos/facilidad de cuidado
de termino largo, centro de jubilación o dirección de un pariente. Debe indicar el parentesco del pariente.)
3. Voter is confined in jail - ballot must be mailed to the jail or address of a relative.
The relationship of the relative must be indicated. (Votante esta encarcelado - boleta debe ser enviada a la carcel o
a la dirección de un pariente. Debe indicar el parentesco del pariente.)
4. Voter expects to be out of the county on Election Day and during the regular hours
for conducting early voting - ballot must be mailed to an address outside the county. (Votante
espera estar afuera del condado el Día de Elección y durante las horas regulares de conducir votación temprano - boleta debe ser enviada a
una dirección afuera del condado.)
Applications must be received at the following address
NO LATER THAN FRIDAY, APRIL 30, 2010
(Las solicitudes deben ser recibidas a la dirección siguiente NO MAS TARDAR DEL VIERNES, 30 de ABRIL de 2010)
STEVE RABORN, EARLY VOTING CLERK
(Secretario De Votación Adelantada, Steve Raborn)
PO BOX 961011
FORT WORTH, TEXAS 76161-0011
FOR VOTERS WITH ONSET OF AN ILLNESS ON OR AFTER APRIL 29, 2010, EMERGENCY BALLOT APPLICATIONS MUST BE RETURNED NO LATER THAN 5 PM,
ELECTION DAY, AT THE ELECTIONS CENTER, 2700 PREMIER STREET, FORT WORTH, TX 76111 (SEC. 102.001, TEXAS ELECTION CODE.) (PARA
VOTANTES CON PRINCIPIOS DE UNA ENFERMEDAD EN O DESPUES DEL 29 DE ABRIL DE 2010, SOLICITUDES PARA BOLETA DE EMERGENCIA DEBEN SER REGRESADAS NO MAS
TARDAR DE LAS 5 PM, EL DIA DE ELECCION, EN EL CENTRO DE ELECCIONES, 2700 PREMIER ST., FORT WORTH, TX 76111 (SEC. 102.001, CODIGO DE ELECCION DE TEJAS.)
EARLY VOTING FOR MAY 8, 2010
(VOTACION ADELANTADA DE 8 DE MAYO DE 2010)
JOINT - GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES Y ESPECIALES CONJUNTAS)
1. MAIN EARLY VOTING SITE,
Tarrant County Elections Center
2700 Premier Street
Fort Worth, Texas 76111
*Emergency ballots available
At this location only
Arlington
2. Bob Duncan Center
2800 South Center Street
Arlington, Texas 76014
Arlington
3. Elzie Odom Recreation Center
1601 NE Green Oaks Boulevard
Arlington, Texas 76006
Arlington
4. Fire Training Center
5501 Ron McAndrew Drive
Arlington, Texas 76013
Arlington
5. South Service Center
1100 SW Green Oaks Boulevard
Arlington, Texas 76017
Arlington
6. Tarrant County Sub-Courthouse
in Arlington
(Southeast Sub-Courthouse)
700 E Abram Street
Arlington, Texas 76010
Azle
7. B. J. Clark Annex
Room 4
603 Southeast Parkway
Azle, Texas 76020
8. Bedford Public Library
1805 L. Don Dodson Drive
Bedford, Texas 76021
9. Colleyville City Hall
100 Main Street
Colleyville, Texas 76034
10. Crowley Community Center
900 East Glendale Street
Crowley, Texas 76036
11. Euless Public Library
201 North Ector Drive
Euless, Texas 76039
Forest Hill
12. Mahaney Community Center
6800 Forest Hill Drive
Forest Hill, Texas 76140
Fort Worth
13. Diamond Hill/Jarvis Library
1300 Northeast 35th Street
Fort Worth, Texas 76106
Fort Worth
14. Griffin Sub-Courthouse
3212 Miller Avenue
Fort Worth, Texas 76119
Fort Worth
15. Handley-Meadowbrook
Community Center
6201 Beaty Street
Fort Worth, Texas 76112
Fort Worth
16. JPS Health Center Viola M. Pitts/Como
Lower Level, Auditorium 1
4701 Bryant Irvin Road N.
Fort Worth, Texas 76107
Fort Worth
17. Riverside Community Center in the Park
3700 East Belknap Street
Fort Worth, Texas 76111
Fort Worth
18. Sendera Ranch Elementary School
1216 Diamond Back Lane
Haslet, Texas 76052
Fort Worth
19. Southside Community Center
959 East Rosedale Street
Fort Worth, Texas 76104
Fort Worth
20. Southwest Regional Library
4001 Library Lane
Fort Worth, Texas 76109
Fort Worth
21. Southwest Sub-Courthouse
6551 Granbury Road
Fort Worth, Texas 76133
Fort Worth
22. Summerglen Branch Library
4205 Basswood Boulevard
Fort Worth, Texas 76137
Fort Worth
23. Tarrant County Plaza Building
201 Burnett Street
Fort Worth, Texas 76102
Fort Worth
24. Worth Heights Community Center
3551 New York Avenue
Fort Worth, Texas 76110
Grand Prairie
25. Starrett Elementary School
2675 Fairmont Drive
Grand Prairie, Texas 75052
26. Grapevine Community Activities Center
1175 Municipal Way
Grapevine, Texas 76051
27. Haltom City Civic Center
3201 Friendly Lane
Haltom City, Texas 76117
28. Haslet Public Library
100 Gammil Street
Haslet, Texas 76052
29. Hurst Recreation Center
700 Mary Drive
Hurst, Texas 76053
Hurst
30. Northeast Sub-Courthouse
645 Grapevine Highway
Hurst, Texas 76054
31. Keller Town Hall
1100 Bear Creek Parkway
Keller, Texas 76248
32. Kennedale Community Center
316 West 3rd Street
Kennedale, Texas 76060
33. City of Lake Worth Council Chambers
3801 Adam Grubb
Lake Worth, Texas 76135
34. Mansfield Sub-Courthouse
1100 East Broad Street
Mansfield, Texas 76063
35. North Richland Hills Recreation Center
6720 Northeast Loop 820
North Richland Hills, Texas 76180
36. Richland Hills Community Center
3204 Diana Drive
Richland Hills, Texas 76118
37. River Oaks City Hall
4900 River Oaks Boulevard
River Oaks, Texas 76114
38. Saginaw City Hall
333 West McLeroy Boulevard
Saginaw, Texas 76179
39. Southlake Town Hall
1400 Main Street
Southlake, Texas 76092
40. Watauga City Hall
7105 Whitley Road
Watauga, Texas 76148
41. White Settlement Recreation Center
8213 White Settlement Road
White Settlement, Texas 76108
Temporary Branch Early Voting Locations
(Casetas Temporales para Votación Adelantada)
Blue Mound City Hall Dalworthington Gardens City Hall Villages of Woodland Springs Pantego Town Hall
301 Blue Mound Road 2600 Roosevelt Drive Amenity Building 1614 South Bowen Road
Blue Mound, Texas 76131 Dalworthington Gardens, Texas 76016 12209 Timberland Boulevard Pantego, Texas 76013
Fort Worth, Texas 76248
Solana Office Complex UTA – University of Texas at Arlington
Westlake Town Offices EH Hereford University Center
3 Village Circle 300 W. 1st Street
Westlake, Texas 76262 Arlington, Texas 76019
April (Abril) 26 – 28 Monday – Wednesday (Lunes – Miercoles) 8:00 a.m. – 5:00 p.m.
April (Abril) 27 – 29 Tuesday – Thursday (Martes – Jueves) 8:00 a.m. – 5:00 p.m.
Eagle Mountain-Saginaw East Regional Library
ISD Administration Building 6301 Bridge Street
1200 Old Decatur Road Fort Worth, Texas 76112
Fort Worth, Texas 76179
April (Abril) 30 Friday (Viernes) 8:00 a.m. – 5:00 p.m.
May (Mayo) 1 Saturday (Sabado) 7:00 a.m. – 7:00 p.m.
May (Mayo) 2 Sunday (Domingo) 11:00 a.m. – 4:00 p.m.
May (Mayo) 3 - 4 Monday – Tuesday (Lunes –Martes) 7:00 a.m. – 7:00 p.m.
Memo
Town of Westlake
To: Honorable President and Members of the Town Council
From: Troy J. Meyer Director of Facilities & Recreation
Subject: Meeting of April 19, 2010
Date: April 13, 2010
Discussion and consideration of an ordinance establishing Town owned cemeteries and authorizing
the town manager or other designee to establish rules, regulations, policies and procedures for the
operation of the cemetery and to rename the Roanoke I.O.O.F. Cemetery to the Town of Westlake
Cemetery.
ITEM
This item supports the following Vision Point and Key Result Areas:
VISION POINT AND KEY RESULT AREAS
Inviting Residential & Corporate neighborhoods
o Open space preservation
Hospitality Finds its Home in Westlake
o Historic Preservation
o Tourism development
BACKGROUND
The Roanoke Independent Order of Oddfellows (I.O.O.F.), Lodge 421 purchased approximately five
and one half acres of property in 1897 to serve as a public burial ground for departed friends and
family members of those that founded this promising new land.
Upon the death of Mrs. Fanning, her son Charles Richard “Dick” Fanning, became president of the
cemetery and shouldered the responsibility of maintaining and managing the cemetery for the last 25
years 2007 marked the 110th anniversary of the founding of the IOOF Cemetery and the 50th
anniversary of the incorporation of the Town of Westlake
The Town of Westlake and its officials are honored to have earned the trust and friendship of the
Fanning family to the extent that Mr. Dick Fanning, president of the I.O.O.F. Cemetery Association,
entrusted the Town of Westlake with the perpetual care and restoration of the I.O.O.F. Cemetery in
May 2007.
On February 25, 2008, the Council approved funding to proceed forward with the development of a
master plan. The initial funding covered the cost for the completion of a survey, ground scan and the
purchase of accounting software.
The scan of the open areas in the cemetery located 174 unmarked historical grave sites. Graham &
Associates completed surveying five of the eight sections within the cemetery. The Town has also
purchased the cemetery software program. A survey was completed to located six points for all eight
sections in the cemetery.
A status report on the rules, regulations, policies and procedures was presented on July 28,
2008 workshop. Council recommendation was to define cemetery and who owns the
cemetery.
The staff has benchmarked other small and large municipal cemeteries in the Metroplex to establish
rules, regulations, policies and procedures for the operation of the Roanoke I.O.O.F. Cemetery. The
Town Attorney has reviewed rules, regulations, policies and procedures to ensure they comply with
state laws.
There are 1,000 currently spaces available within the open areas of the cemetery with an estimated 350 spaces in
the two section within the trees. Cemetery fee schedule for burial space includes perpetual care, grounds and
administrative fees. An adult burial $1,325.00 and an infant burial is $662.50.
N/A
FUNDING
Approve an ordinance establishing limits of the use of a municipal cemetery and authorizing the town
manager or other designee to establish rules, regulations, policies and procedures for the operation of
the cemetery and to rename the Roanoke I.O.O.F. Cemetery to the Town of Westlake Cemetery.
RECOMMENDATION
Ordinance
ATTACHMENTS:
Ordinance 637
Page 1 of 3
TOWN OF WESTLAKE
ORDINANCE 637
AN ORDINANCE OF THE TOWN OF WESTLAKE, TEXAS AMENDING CHAPTER
78, RESERVING SECTIONS 78-41 THROUGH 78-59 OF ARTICLE II USE OF
RIGHTS-OF-WAYS AND EASEMENTS AND ADDING ARTICLE, III TOWN OWNED
CEMETERIES, SECTIONS 78-60; PROVIDING FOR THE NAME OF THE
CEMETERY TO BE TOWN OF WESTLAKE CEMETERY; PROVIDING A PENALTY
CLAUSE; PROVIDING A CUMULATIVE CLAUSE; PROVIDING A SEVERABILITY
CLAUSE; PROVIDING A SAVINGS CLAUSE; AUTHORIZING PUBLICATION; AND
ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, the Town of Westlake took ownership of the I.O.O.F. Cemetery on
November 16, 2007, in order to provide an appropriate and dignified, publicly maintained
interment for its citizens and others; and
WHEREAS, on February 25, 2008, the Council approved funding to proceed forward
with the development of a master plan. The initial funding covered the cost for the completion
of a survey, ground scan and the purchase of accounting software; and
WHEREAS, in order to provide a secure well maintained facility it is necessary to
establish limitations on certain activities and the use of the facility as penal ordinances.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1
: That all matters stated in the preamble are found to be true and correct and are
incorporated herein as if copied in their entirety.
SECTION 2:
Chapter 78 of the Town of Westlake Code is hereby amended by reserving
Sections 78-41 through 78-59 and adding Article III. "Town Owned Cemeteries" as follows:
Article III. Town Owned Cemeteries
Sec.78-60. The municipal cemetery located in and owned by the Town of Westlake, formerly
known as the I.O.O.F Roanoke Cemetery shall hereafter by known as the “Town of Westlake
Cemetery.”
Sec. 78-61. The municipal cemetery of the Town of Westlake shall be reserved for the burial of
human remains and the town manager or his designee shall have the authority to promulgate
rules and regulations for its use, set fee schedules for services, determine prices for the sale of
burial rights, and control the use of the facility.
Sec. 78-62. No person shall purchase or allow any cemetery lot or niche to be used for any
purpose other than the burial of human remains in accordance with the laws of the State of
Texas.
Sec. 78-63 No person, other than employees of the cemetery, shall visit or remain within the
Ordinance 637
Page 2 of 3
cemetery grounds except between the hours 8:00 a.m. to 8:00 p.m., Monday through Saturday
from April 1 through October 31 and 9:00 a.m. to 8:00 p.m. on Sundays and holidays from
April 1 through October 31. No person, other than employees of the cemetery, shall visit or
remain within the cemetery grounds except between the hours 8:00 a.m. to 4:30 p.m., Monday
through Saturday from November 1 through March 31 and 9:00 a.m. to 4:30 p.m. on Sundays
and holidays from November 1 through March 31.
Sec. 78-64. No person shall use the cemetery land as a thoroughfare and the right to use
automobiles or other vehicles in the cemetery is authorized solely and exclusively for the
purpose of transporting persons to visit burial plots. The speed limit within the cemetery is ten
(10) miles per hour. Parking and/or driving on any gardens or grassy areas are prohibited for
purposes other than those obtained in writing from the Town Manager or designee.
Sec. 78-65. No person shall use bicycles, skates, snowmobiles, motorcycles, horses, or
other vehicles or conveyances within the cemetery, except with the approval from the
Town Manager or designee. Dogs are not permitted except when kept on a leash or in a
vehicle.
Sec. 78-66. No person shall possess alcoholic beverages or illegal drugs in the cemetery.
Sec. 78-67. Town staff shall have the right to enter upon or use any adjoining lot or lots to
carry out its duties as to interments, erection of monuments or markers, etc., without prior
notice to the lot owner.
Sec. 78-68. No person shall cause a sign, notice or advertisement of any kind to be placed
or brought in the cemetery unless placed by the Town Manager or designee.
Sec. 78-69. No person shall peddle, sell, or solicit the sale of any goods or service within
the cemetery, except with the written consent of the Town Manager or designee.
Sec. 78-70. No person shall possess or cause to be place within the cemetery a glass
container or decorative object or devotional light or any open flame device.
SECTION 3
Any person, firm, or corporation who violates, disobeys, omits, neglects or refuses to comply
with or who resists the enforcement of any of the provisions of this ordinance shall be fined not
more than Five Hundred Dollars ($500.00) for all violations involving this ordinance. Each day
that a violation is permitted to exist shall constitute a separate offense.
: PENALTY
SECTION 4
This ordinance shall be cumulative of all provisions of ordinances of the Town of Westlake,
Texas, except where provisions of this ordinance are in direct conflict with the provisions of
another ordinance, in which event the conflicting provisions of the other ordinance are hereby
repealed.
: CUMULATIVE CLAUSE
SECTION 5
It is hereby declared to be the intention of the Town Council that the phrases, clauses, sentences,
paragraphs, and sections are severable, and if any phrase, clause, sentence, paragraph, or section
: SEVERABILITY CLAUSE
Ordinance 637
Page 3 of 3
of this ordinance shall be declared unconstitutional by the valid judgment or decree of any court
of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases,
clauses, sentences, paragraphs, and sections of this ordinance, since they would have been
enacted by the Town Council without the incorporation in this ordinance of the unconstitutional
phrase, clause, sentence, paragraph or section.
SECTION 6
All rights and remedies of the Town of Westlake are expressly saved as to any and all violations
of the provisions of the Code of Ordinances, Town of Westlake, Texas, as amended, or any other
ordinances affecting such code which have accrued at the time of the effective date of this
ordinance; and, as to such accrued violations and all pending litigation, both civil and criminal,
whether pending in court or not, under such ordinances, same shall not be affected by this
ordinance but may be prosecuted until final disposition by the courts.
: SAVINGS CLAUSE
SECTION 7
The Town Secretary of the Town of Westlake is hereby directed to publish in the official
newspaper of the Town of Westlake, the caption, penalty clause, and the effective date of this
ordinance.
: PUBLICATION
SECTION 8
This ordinance shall be in full force and effect from and after its passage and publication as
required by law.
: EFFECTIVE DATE
PASSED AND APPROVED THIS 19th
DAY OF APRIL 2009.
____________________________________
Laura Wheat, Mayor
ATTEST:
_____________________________ ____________________________________
Kelly Edwards , Town Secretary Thomas Brymer, Town Manager
APPROVED AS TO LEGAL FORM:
____________________________
L. Stanton Lowry, Town Attorney
Memo
Town of Westlake
To: Honorable President and Members of the Town Council
From: Troy J. Meyer Director of Facilities & Recreation
Subject: Meeting of April 19, 2010
Date: April 13, 2010
Discussion and consideration of a resolution to adopt the rules, regulations, policies and procedures for
the operation of the town cemetery.
ITEM
This item supports the following Vision Point and Key Result Areas:
VISION POINT AND KEY RESULT AREAS
Inviting Residential & Corporate neighborhoods
o Open space preservation
Hospitality Finds its Home in Westlake
o Historic Preservation
o Tourism development
BACKGROUND
The Roanoke Independent Order of Oddfellows (I.O.O.F.), Lodge 421 purchased approximately five
and one half acres of property in 1897 to serve as a public burial ground for departed friends and
family members of those that founded this promising new land.
Thanks to the intractable dedication of Mrs. Mary Nell Fanning, the first president of the I.O.O.F.
Cemetery, the cemetery was sustained and continued to thrive for thirty five years, long after the
demise of Lodge 421.
Upon the death of Mrs. Fanning, her son Charles Richard “Dick” Fanning, became president of the
cemetery and shouldered the responsibility of maintaining and managing the cemetery for the last 25
years 2007 marked the 110th anniversary of the founding of the IOOF Cemetery and the 50th
anniversary of the incorporation of the Town of Westlake
The Town of Westlake and its officials are honored to have earned the trust and friendship of the
Fanning family to the extent that Mr. Dick Fanning, president of the I.O.O.F. Cemetery Association,
entrusted the Town of Westlake with the perpetual care and restoration of the I.O.O.F. Cemetery in
May 2007.
On February 25, 2008, the Board approved funding to proceed forward with the development of a
master plan. The initial funding covered the cost for the completion of a survey, ground scan and the
purchase of accounting software.
The scan of the open areas in the cemetery located 174 unmarked historical grave sites. Graham &
Associates completed surveying five of the eight sections within the cemetery. The Town has also
purchased the cemetery software program.
A status report on the rules, regulations, policies and procedures was presented on July 28, 2008 workshop. Council recommendation was to define cemetery and who owns the cemetery.
The staff has bench marker other small and large municipal cemetery in the metroplex to establish rules,
regulations, policies and procedures for the operation of the I.O.O.F. Cemetery. The town attorney has
reviewed rules, regulations, policies and procedures to ensure they comply with state laws.
The orderly operation of the town cemetery requires certain limitations and restrictions on their use.
Part of these are appropriate as ordinances enforceable by citation and fine and others are more
appropriating left as regulations issued by the town manager or his designee.
There are 1,000 currently spaces available within the open areas of the cemetery with an estimated 350 spaces in
the two section within the trees. Cemetery fee schedule for burial space includes perpetual care, grounds and
administrative fees. An adult burial $1,325.00 and an infant burial is $662.50.
N/A
FUNDING
Approve the Resolution to establish rules, regulations, policies and procedures for the operation of the
cemetery.
RECOMMENDATION
Resolution
ATTACHMENTS:
Rule Exhibit A Rules and Regulations
Resolution 10-10
Page 1 of 8
RESOLUTION NO. 10-10
A RESOLUTION OF THE TOWN COUNCIL OF THE
TOWN OF WESTLAKE, TEXAS, APPROVING THE
RULES AND REGUALTION FOR THE TOWN
CEMETERY; AUTHORIZING THE TOWN MANAGER TO
ENFORCE THE RULES AND REGUALTIONS AND
PROVIDE FOR EXCEPTIONS; AND DECLARING AN
EFFECTIVE DATE
WHEREAS, in order to provide a secure well maintained facility it is necessary to
establish limitations on certain activities and the use of the facility adopt rules, regulations,
policies and procedures for the daily operation of the Town of Westlake cemetery.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS:
Section 1.
That the Rules and Regulations attached as Exhibit “A” are hereby approved.
Section 2.
That the Town Manager or designee shall have the authority to provide for
exceptions as set out in the Rules and Regulations in appropriate circumstances.
Section 3.
That this Resolution shall become effective upon its passage.
PRESENTED AND PASSED on this the 19th
day of April, 2010, at a regular meeting of
the Town Council of the Town of Westlake, Texas.
____________________________________
Laura Wheat, Mayor
ATTEST:
_____________________________ ____________________________________
Kelly Edwards, Town Secretary Thomas Brymer, Town Manager
APPROVED AS TO LEGAL FORM:
____________________________
L. Stanton Lowry, Town Attorney
Resolution 10-10
Page 2 of 8
EXHIBIT “A”
RULES AND REGULATIONS
I.O.O.F. ROANOKE CEMETERY
Purpose
It is the desire of the Town of Westlake (Hereafter also referred to as “Town”) that the I.O.O.F.
Roanoke Cemetery be maintained in a peaceful and respectful manner, in order to provide a
place of solace to those who have been bereaved and to demonstrate respect for the memory of
the people for whom the cemetery is a final resting place.
The Town of Westlake had adopted these Rules and Regulations for the management of the
I.O.O.F. Roanoke Cemetery. All certificate holders of internment rights, visitors, contractors or
any other person entering onto the I.O.O.F. Roanoke Cemetery (hereafter also referred to
“Cemetery”) shall be subject to these rules and regulations.
General Rules and Regulations
1. Final upon passage.
The Rules and Regulations of the cemetery, including prices for
burial space, services made available by the Town and all other Rules and Regulations
are to be made by the governing body of the Town of Westlake (hereafter referred to as
the “Town Council”) and become effective upon approval by the Town Council.
Exceptions may be applied for at the Town offices and may be granted by the Town
Manager
2. Changes and Amendments
. The Town Council expressly reserves the right to adopt,
amend, change, alter or repeal any rule, regulation, article, section or paragraph of these
Rules and Regulations, without prior notice to certificate holders or others.
3. Administration of Cemetery
. Day to day administration of the cemetery and enforcement
of the Town Rules and Regulations shall be carried out by the Town Manager or Town
staff. The Town Manager may grant exceptions to these Rules and Regulations. The
term “Town Manager” as used herein, includes a designee for the Town Manager.
“Town” as used herein, includes the Town, the Town Council, the Town Manager, the
Town staff, agents or volunteers, as may be understood from the context.
4. Exceptions. The Town reserves the right to make exceptions, suspensions or
modifications in any of the Rules and Regulations. Such exceptions may be made by the
Town Council or the Town Manager when, in the judgment of the Town Council or the
Town Manager such an exception, suspension or modification is advisable. Exceptions,
suspensions or modifications shall not be construed as affecting the general application of
the Rules and Regulations. If a question arises that is not addressed by these Rules and
Regulations, the question shall be addressed and decided by the Town Manager.
Resolution 10-10
Page 3 of 8
5. Control of Cemetery
. The Town retains full and complete supervision, control and
management of all the land, buildings, improvements, roads, walks, utilities,
development, books, records or other property of the cemetery. The Town, through the
Town Council, Town Manager and Town staff, shall have the full and complete
authority, rights, and privileges to enforce all laws, rules and regulations and restrictions
concerning the cemetery.
6. Work on Grounds by Staff or with Permission.
No person, other than employees of the
Town, shall be allowed to perform any work within the cemetery, unless such person has
received permission from the Town Manager or his/her designee in writing.
7. Improvements and Internments.
The Town will be in charge of all improvements made
on cemetery grounds and upon all lots before and after internments are made.
8. Town Not Responsible for Loss or Damage.
The Town will take all reasonable
precautions to protect the cemetery and the structures contained therein, but the neither
the Town, the Town Council, the Town Manager, or Town staff, agents for the Town or
Town volunteers shall be responsible for any loss, damage, injury or other harm
occurring on cemetery grounds.
9. No Thoroughfare Use.
The use of the cemetery land or roads as a thoroughfare is
prohibited.
10. Vehicle Use in Cemetery
. The use of automobiles or other vehicles within the cemetery
is authorized solely and exclusively for the purpose of transporting person to burial plots
for burial ceremonies or to visit such plots.
11. Speed Limit
. The speed limit within the cemetery is no greater than ten (10) miles per
hour.
12. Parking or Driving on Grounds
. Parking or driving on grounds, gardens or any grassy
areas is prohibited, unless permission is given by the Town Manager in writing.
13. Bicycles, etc. Prohibited
. Bicycles, skates, skateboards, snowmobiles, motorcycles,
horses, etc. are not permitted in the cemetery unless prior written approval has been
granted by the Town Manager.
14. Animals
. Dogs and other domesticated animals are not permitted unless on a leash or
inside a vehicle. Horses shall be allowed only with written permission of the Town
Manager. The person who claims the animal shall be responsible for the cleanup of any
animal waste.
15. Alcohol and Drugs Prohibited. Possession of alcoholic beverages or illegal drugs are
prohibited on cemetery grounds. Alcoholic beverages or drugs found on cemetery
grounds shall be subject to removal.
Resolution 10-10
Page 4 of 8
16. Use of Lots by Town
. The Town shall have the right to enter upon or use, without prior
notice to certificate holder or others, any lot or lots to carry out its duties, including but
not limited to, maintenance of grounds, internments, erection of monuments or markers.
17. Signs, Advertisements Prohibited
. Signs, notices, advertisements or similar structures
shall be prohibited in the cemetery unless placed by the Town.
18. Sales on Cemetery Grounds
. Peddling, soliciting or sales of any goods or services other
than burial plots are prohibited on cemetery grounds.
19. Cemetery landscaping
. Trees and shrubs are placed throughout the cemetery for overall
beauty and serenity of the grounds and shall only be placed on the grounds by Town
staff. Individual lots are not permitted to have trees and shrubs. Any tree or shrub that
has been planted or placed in the cemetery without approval of the Town Manager may
be removed without notice.
20. Trees and other landscaping
. Trees and other landscaping, such as bushes or shrubs, are
located throughout the cemetery and may be located on certain lots in a way that could
interfere with space that otherwise might be used for burial. In such a case, the Town
shall have the right to remove the trees or other landscaping. Trees on cemetery grounds
are excepted from the provisions of the Town Tree Ordinance.
Sales and Right of Use
21. Sale and Use of Cemetery Lots
. The right of internment in the cemetery shall be sold in
accordance with the provisions of the laws of the State of Texas and the Town of
Westlake and these Rules and Regulations. All plots shall be sold with permanent
maintenance provisions. Prices for burial space shall be set by the Town Manager or
his/or her designee.
22. Charges for Work, Services or Materials
. Charges for materials or for work or services
performed by the Town shall be at rates approved by the Town Manager or his/her
designee.
23. Use of Cemetery Lots
. Lots shall be sold and used for the purpose of a burial place for
dead human beings.
24. Certificate of Internment Rights. Recognition of rights of internment of an unoccupied
plot shall be by issuance of a Certificate of Internment Rights. A Certificate of
Internment Rights (“Certificate”) shall be issued to each person purchasing burial space.
The Certificate shall have the name of the holder of the Certificate and describe the
location of the plot. Possession of a Certificate by a person not named on the Certificate
is not in itself evidence of the right to internment in the space designated on the
Certificate. Named Certificate holders only acquire the right of burial. Town Manager
may require additional documentation to establish internment rights.
Resolution 10-10
Page 5 of 8
25. Joint Ownership
. If more than one person is named in the Certificate, it is indicative of
joint ownership with rights of survivorship.
26. Lost Certificate
. In the event of loss or destruction of a Certificate, a Certificate Holder
may make a written request to Town Administrative offices, for a duplicate Certificate.
The written request must be accompanied by a properly executed and sworn affidavit that
sets forth the circumstances of the loss or destruction and any other documentation
required by the Town Manager.
27. Transfer of Internment Rights
a.
.
Rules applicable
b.
. A Certificate holder may only transfer rights in accordance
with these rules and all laws concerning such transfers.
Town Manager Approval Required
c.
. In order to transfer the right of internment, a
Certificate holder must obtain approval from the Town Manager for such transfer
to be effective.
Repurchase by Town
d.
. Upon application for approval to transfer internment
rights, the plot may be subject to repurchase by the Town at the original price.
The Town manager may waive such repurchase.
Indebtedness must be paid.
e.
All indebtedness due to the Town in connection with
the Certificate of Internment Rights must be paid before such transfer will be
allowed.
Town records.
f.
All Certificate holders are required to notify and update Town
records in regard to any transfer of a Certificate.
Transfer fee.
g.
A transfer fee, as set by Town Council, must be paid in order to
transfer a Certificate of Internment Rights.
Transfer by inheritance.
h.
A Certificate may be transferred by Will. The person
receiving such an inheritance shall be responsible for following the Rules and
Regulations required to complete and record the transfer with the Town. The new
Certificate holder must provide the original Certificate, the proof of inheritance of
the burial space, pay any indebtedness due, pay a transfer fee and request that
Town records be updated.
Transfer by intestacy.
A Certificate may be transferred by through the laws of
intestacy. The person receiving such an inheritance shall be responsible for
following the Rules and Regulations required to complete and record the transfer
with the Town. The new Certificate holder must provide the original Certificate,
the proof of intestate rights to the burial space, pay any indebtedness due, pay a
transfer fee and request that Town records be updated.
28. Town to be Notified of Changes.
All Certificate holders are required to notify Town
administrative offices of any changes, including a change of addresses. Notices will be
sent to the address shown in Town records and it shall be the Certificate holder’s
responsibility to update those records with any changes in information concerning the
Certificate holder.
Visiting Hours
Resolution 10-10
Page 6 of 8
29. Summer Hours
. From April 1 through October 31, visiting hours are from 8:00 a.m. to
8:00 p.m. on Monday through Saturday and from 9:00 a.m. to 8:00 p.m. on Sundays and
holidays.
30. Winter Hours
. From November 1 through March 31, visiting hours are 8:00 a.m. to 6:00
p.m. Monday through Saturday and from 9:00 a.m. to 4:30 p.m. on Sundays and holidays.
31. Trespass
. Any person found on cemetery grounds outside of visiting hours will be
considered a trespasser, unless given written permission from the Town Manager to be on
the cemetery grounds outside of visiting hours.
Interment and Funeral Rules and Regulations
32. Internments
. All internments must be arranged and approved in advance with Town
staff. An interment will not be allowed without Town staff prior approval. An interment
will not be allowed in a space unless the person to be buried had the internment rights in
the space as shown in Town records. Internments must be in accordance with all laws,
and the Rules and Regulations for the cemetery.
33. Delay in Burial.
The Town shall in no way be liable or responsible for any delay in the
interment of a body where a protest to the interment has been made of where the Rules
and Regulations have not been complied with or where there is a legal dispute regarding
the interment. Under such circumstances, the Town reserves the right to place the body
in the receiving vault or to take other appropriate steps until the proper legal course has
been determined.
34. Use of Grave Space
i. One adult burial; or
. The use of one grave space shall be limited to internments as
follows, unless otherwise permitted by the Town Manager or Town Council, as shown in
writing and reflected in Town records:
ii. One adult burial and one infant burial; or
iii. One adult burial and one urn of cremated remains; or
iv. Two urns of cremated remains.
35. Outer Container.
No burial of a casket over three (3) feet in length will be made unless
there has been provided an outer container or receptacle of concrete or such other
material found by Town staff to be of sufficient strength or resistance to deterioration.
36. Funeral times.
Funerals or burial services held at the cemetery must be between the
hours of 8:00 a.m. to 3:30 p.m. on Monday through Friday or from 8:00 a.m. to 2:00 p.m.
on Saturday. Exceptions may be made by the Town Manager. Such exceptions must be
in writing.
37. Disinterment. Disinterment must meet the requirements of state law. Such laws are
currently found at Health and Safety Code section 694.001, 711.004 and Texas
Resolution 10-10
Page 7 of 8
Administrative Code 181.6, and any other applicable state laws, as may be amended from
time to time. The state law in effect at the time a disinterment request is made is
applicable. If applicable, a copy of the application for a disinterment permit or a
disinterment consent form must be provided to the Town for their records.
38. Cremated Remains.
A permanent type of urn or vault is required for ground interment of
cremated remains. The scattering of remains over a family lot or anywhere on cemetery
grounds is prohibited.
39. No liability.
The Town shall in no way be liable for any container, receptacle or urn of
cremated remains place in lot.
Rules and Regulations for Flowers and Decorations
40. Removal of Flowers and Decorations at any time.
The Town reserves the right to remove
all flowers, wreaths or other decorations from lots at any time. Such removal may be due
to safety, unsightly appearance or because such removal is deemed necessary by the
Town.
41. Spring and Fall Cleanups.
The grounds will be cleared of decorations twice a year.
Spring cleanup begins March 1 and Fall cleanup begins October 1. Weather or other
circumstances may delay the start date of said cleanups. In order to save any decorations
placed upon a grave, the decorations should be removed prior to those dates. Decorations
may be returned or new decorations placed on graves beginning April 1 and November 1
respectively.
42. Flower arrangements.
Fresh flower arrangements are allowed on lots in a permanent
bronze vase or a disposable vase. Silk flower arrangements are only allowed to be placed
in a permanent bronze vase.
43. Flags.
Flags may be placed on graves, provided that such flag is not be larger than 8
inches by 12 inches, but may be smaller in size. Flags are subject to removal by Town
staff after ten (10) days after the above listed holidays.
44. Prohibited items.
Glass is prohibited at all times. Devotional lights of any type are
prohibited in the cemetery. No decorations of any type are permitted in trees or cemetery
plantings. Other items that are prohibited include, but are not limited to, the following:
Plants, plantings, shepherd’s hooks, standup decorations, coping, curbing, decorative
rocks, fencing, hedging, grave mounds, borders, enclosures or items that are worn,
deteriorated, or cause visual clutter.
45. Removal of Unauthorized Items
. The Town shall have the right to remove all flowers,
plants or objects if the appearance or condition of those items warrant removal or if the
objects or plants violate the Rules and Regulations for the cemetery. The Town will not
be liable for such removal or for the loss of any objects, plants or flowers.
Resolution 10-10
Page 8 of 8
Markers and Monuments
46. Approval and Permit Required
. Markers, monuments or other memorials must be
approved by the Town Manager prior to installation. In order to obtain approval and a
permit, a sketch of the marker or monument must be submitted by the Certificate holder
for the lot which shows the dimensions, material content, lettering and any other
information requested by Town staff. The Certificate holder, or other person having
burial rights in the grave, or if deceased, the representative for that person, must file
approval for the submission. All markers, monuments or memorials must be made of the
highest quality standard materials approved by the Town Manager. All markers,
monument or other memorial foundations shall be placed by Town staff or agents of the
Town only. Corner markers are allowed on all lots and must be installed at grade level.
47. Fees Must be Paid
. All fees or amounts due (including any installation fee) on a lot must
be paid in full prior to the placement of any marker, monument or other memorial on the
lot.
48. Removal Required
. In the event a memorial, monument or marker is placed in a location
where it is necessary to remove it for an interment or disinterment, the Town shall have
the right to remove such memorial, monument or marker without notice.
49. Memorial Placement
. Memorials shall be set in accordance with the general plan or map
for the cemetery. Not more than two (2) memorials, markers, or monuments may be
placed on a grave, one at the head and the other at the foot, unless otherwise approved by
the Town.
50. Change in Placement
. The Town may correct any error that may occur in the placing of a
foundation or memorial, marker, or monument. There shall be no liability for the actions
taken by the Town in correcting such an error.
51. Photographs / Porcelain Material
. Photographs and porcelain material may be
incorporated into any memorial, monument or marker upon approval of the Town
Manager. No protective glass or breakable material of any kind will be allowed on the
memorial, marker, or monument.
Memo
Town of Westlake
To: Honorable Mayor and Members of the Town Council
From: Eddie Edwards, Director of Planning and Development
Subject: Regular Meeting of April 19, 2010
Date: April 07, 2010
Consider an ordinance amending Chapter 82 of the Town of Westlake Code of Ordinances which
regulates platting, subdividing of land, and development of property within the Town of
Westlake.
ITEM
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
Inviting Residential & Corporate neighborhoods
o On-going comprehensive planning
o Sensitivity to neighborhood integrity
o Outstanding community appearance
o Highest quality development and aesthetic standards
o Open space preservation
BACKGROUND
The proposed amendments are intended to address two issues relative to platting and land
development, administrative approval of corrections/amendments to plats and regulations for
gating of private roadways within the Town of Westlake.
The first issue is pertaining to the correcting/amending of plats. Town of Westlake
regulations currently allow for administrative approval of Minor Plats but require Town
Council approval for corrections/amendments to plats. The proposed amendment allows
for administrative approval of corrections/amendments to plats within specific
parameters.
This subsection shall apply only if the sole purpose of the amending plat is:
a. To correct an error in any course or distance shown on the prior plat;
b. To add any course or distance that was omitted on the prior plat;
c. To correct an error in the description of the real property shown on the prior
plat;
d. To indicate monuments set after death, disability, or retirement from practice
of the surveyor charged with responsibilities for setting monuments;
e. To show the proper location or character of any monument which has been
changed in location or character or which originally was shown at the wrong
location or incorrectly as to its character on the prior plat;
f. To correct any other type of scrivener or clerical error or omission as
previously approved by the board of aldermen; such errors and commissions may
include, but are not limited to, lot numbers, acreage, street names, easement
descriptions, and identification of adjacent recorded plats;
g. To correct an error in courses and distances of lot lines between two adjacent
lots where both lot owners join in the application for plat amendment and neither
lot is abolished, provided that the amendment does not attempt to remove
recorded covenants or restrictions and does not have a material adverse effect on
the property rights of the other owners in the plat;
h. To relocate a lot line in order to cure an inadvertent encroachment of a
building or improvement on a lot line or on an easement;
i. To relocate one or more lot lines between one or more adjacent lots where the
owner or owners of all the lots join in the application for the plat amendment,
provided that such amendment does not:
1. Attempt to remove recorded covenants or restrictions; or
2. Increase the number of lots.
The other issue being addressed is pertaining to the gating of private roadways. The current
regulations do not have regulations that provide for the licensing or permitting of gates
controlling access to private roadways nor do they contain specific design standards that are
necessary for all such gates. The proposed amendment contains provisions for licensing gates
that control access to private roadways and minimum design standards to address key safety
concerns relative to emergency access and denied access designs that prevent vehicles from
backing into intersecting roadways. These regulations will not impact existing gated
subdivisions that have gates approved as part of their Planned Development Site Plan approval.
It does provide predictability for those that may desire to gate private roadways in the future by
establishing definitive design standards.
FUNDING
No funding will be required if the proposed ordinance is approved.
RECOMMENDATION
Staff recommends approval of the proposed ordinance amending Chapter 82 of the Town of
Westlake Code of Ordinances.
ATTACHMENTS:
Proposed ordinance.
Document with changes tracked for easier review.
Sec. 82-41. Amended plats, replats, resubdivision and vacation of plats.
(a) Replats without vacation. Replat or resubdivision of a plat, or a portion thereof, but without
vacation of the immediate previous plat, is hereby authorized, and shall be deemed valid and
controlling, when approved, after a public hearing, by the board, when:
(1) It has been signed and acknowledged by all the owners of the particular property
which is being resubdivided or replanted.
(2) It does not attempt to alter, amend, or remove any covenants, easements or
restrictions except as allowed elsewhere in this chapter.
(b) Filing time. The time required to review and process a replat or resubdivision of a plat shall
be a maximum of 30 days. Replats or resubdivisions shall be filed with the town engineer a
minimum of 21 days prior to the meeting of the commission at which time approval is to be
requested. Replats or resubdivisions shall show or be accompanied by the information that is
required for preliminary plats or final plats, whichever is applicable. Replats or resubdivisions
shall not be docketed for consideration unless the requirements of this chapter are met.
(c) Amending plats for technical reasons.
(1) Technical plat amendments. The board Town Manager or his/her representative
may, upon petition of the property owner or developer, administratively approve and
issue an amending plat which is signed by the applicants for one or more of the purposes
set forth in this subsection. This approval and issuance shall not require notice, hearing,
or approval of other lot owners. This subsection shall apply only if the sole purpose of the
amending plat is:
a. To correct an error in any course or distance shown on the prior plat;
b. To add any course or distance that was omitted on the prior plat;
c. To correct an error in the description of the real property shown on the prior
plat;
d. To indicate monuments set after death, disability, or retirement from practice
of the surveyor charged with responsibilities for setting monuments;
e. To show the proper location or character of any monument which has been
changed in location or character or which originally was shown at the wrong
location or incorrectly as to its character on the prior plat;
f. To correct any other type of scrivener or clerical error or omission as
previously approved by the board of aldermen; such errors and commissions may
include, but are not limited to, lot numbers, acreage, street names, easement
descriptions, and identification of adjacent recorded plats;
g. To correct an error in courses and distances of lot lines between two adjacent
lots where both lot owners join in the application for plat amendment and neither
lot is abolished, provided that the amendment does not attempt to remove
recorded covenants or restrictions and does not have a material adverse effect on
the property rights of the other owners in the plat;
h. To relocate a lot line in order to cure an inadvertent encroachment of a
building or improvement on a lot line or on an easement;
i. To relocate one or more lot lines between one or more adjacent lots where the
owner or owners of all the lots join in the application for the plat amendment,
provided that such amendment does not:
1. Attempt to remove recorded covenants or restrictions; or
2. Increase the number of lots.
(2) Procedures. Amending plats for technical reasons may be approved by the board by
a majority vote at a regularly or specially scheduled public meeting Town Manager or
his/her representative without notice, public hearing or approval of other lot owners.
(d) Plat vacation.
(1) By property owner. The property owner of the tract covered by a plat may vacate,
upon the approval of the board of aldermen, the plat at any time before any lot in the plat
is sold. The plat is vacated when a signed, acknowledged instrument declaring the plat
vacated is approved and recorded in the manner prescribed for the original plat.
(2) By all lot owners. If lots in the plat have been sold, the plat, or any part of the plat
may be vacated on the application of all the owners of lots in the plat with approval
obtained in the manner prescribed for the original plat.
(3) Criteria. The board shall approve the petition for vacation on such terms and
conditions as are reasonable to protect public health, safety and welfare. As a condition of
vacation of the plat, the planning and zoning commission may direct the petitioners to
prepare a revised final plat in accordance with these regulations.
(4) Effect of action. On the execution and recording of the vacating instrument, the
vacated plat shall have no effect. Regardless of the board's action on the petition, the
property owner or developer will have no right to a refund of any monies, fees or charges
paid to the town nor to the return of any property or consideration dedicated or delivered
to the town except as may have previously been agreed to by the planning and zoning
commission.
(5) Government initiated plat vacation. The board, on its motion, may vacate the plat of
an approved subdivision or addition when no lots within the approved final plat have
been sold or developed upon within five years from the date that the plat was signed by
the mayor.
(UDC 1994, art. XIII, § 2.11)
Secs. 82-42--82-60. Reserved.
Sec. 82-184. Private streets.
Subdivisions may be developed with private streets instead of public streets if the development
complies with the requirements of this section and the subdivision has received a specific use
permit for a private street development. Variances to these requirements shall not be permitted.
(1) Design and construction standards. Private streets shall conform to the same standards
regulating the design and construction of public streets. These standards shall include, but are not
limited to the following:
a. Thoroughfare Plan;
b. Driveway access standards;
c. Engineering design guidelines and construction standards and details; and
d. Street naming and addressing policy.
(2) Streets excluded. Streets shown on the Thoroughfare Plan shall not be used, maintained or
constructed as private streets. Also, the planning and zoning commission may deny the creation
of any other private street if, in the commission's judgment, the private street would:
a. Negatively affect traffic circulation on public streets;
b. Impair access to property either on site or off site to the subdivision;
c. Impair access to or from public facilities including schools, parks and libraries; or
d. Delay the response time of emergency vehicles.
(3) Property owners associations required. Subdivisions developed with private streets must
have a mandatory property owners association which includes all property served by private
streets. The association shall own and be responsible for the maintenance of private streets and
appurtenances. Such documents shall be reviewed and approved by the town attorney to ensure
conformance to this chapter and other applicable town ordinance provisions. The association
documents shall be filed of record prior to the approval of the final plat. Lot deeds must convey
membership in the association and provide for the payment of dues and assessments required by
the association. The association may not be dissolved without the prior written consent of the
town, nor may any portion of the association documents pertaining to assessments and the
maintenance of the private streets be amended without the written consent of the town.
(4) Private street lot. Private streets must be constructed within a separate lot owned by the
property owners association. These lots must conform to the town's standards for public street
rights-of-way. An easement covering the street lots shall be granted to the town providing
unrestricted use of the property for utilities and the maintenance of the property. This right shall
extend to all utility providers including telecommunications companies and emergency services
operating within the town. The easement shall also provide the town with the right of access for
any purpose related to the exercise of a governmental service or function, including but not
limited to fire and police protection, inspection and code enforcement. The easement shall permit
the town to remove any vehicle or obstacle within a street lot that impairs emergency access.
(5) Construction and maintenance cost. The town shall not pay for any portion of the cost of
constructing or maintaining a private street.
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(6) Town utilities. Water, sewer, and drainage facilities and street lights and signs placed within
the private street right-of-way or public utility easement shall be installed to town standards and
dedicated to the town or other appropriate public entity prior to approval of the final plat. All
town regulations relating to infrastructure financing, developer cost participation, and capital
cost recovery shall apply to developments with private streets.
(7) Plans and inspections. Developments proposed with private streets must submit to the town
the same plans and engineering information required to construct public streets and utilities.
Requirements pertaining to inspection and approval of improvements prior to final plat approval
shall apply. Fees charged for these services shall also apply. The town may periodically inspect
private streets and require repairs necessary to ensure emergency access.
(8) Access restrictions. The entrances to all private streets must be marked with a sign stating
that it is a private street. Guardhouses, access control gates and cross-arms may be constructed
provided the Planned Development or Site Plan for that particular sub-division specifically
permitted controlled access, or a current and valid Access Control License has been obtained
from the Town of Westlake. Failure to maintain a current and valid Access Control License is
not a violation of this section provided the gates or access control devices are locked in an open
position. All restricted access entrances must be manned 24 hours every day, or provide an
alternative means of ensuring access to the subdivision by the town emergency vehicles and
other utility service providers with appropriate identification. If the association fails to maintain
reliable access as required to provide town services, the town may enter the subdivision and
remove any gate or device which is a barrier to access at the sole expense of the association. The
association documents shall contain provisions in conformity with this subsection which may not
be amended without the written consent of the town.
(9) Access restricted entrance design standards. Any private street which has an access control
gate or cross-arm must have a minimum uninterrupted pavement width of 22 feet at the location
of the access control device. If an overhead barrier is used, it must be a minimum of 14 feet in
height above the road surface. All gates and cross-arms must be of a breakaway design or
contain design features that will allow timely emergency access without damaging the gates in
the event the opening mechanisms are inoperable. A turnaround space and vehicle stacking space
must be located in front of any restricted access entrance to allow vehicles, that are denied
access, to safely exit onto public streets without backing onto public streets. The turnaround
design and the amount of stacking space required will be determined by the Town Engineer
based on the number of residences being served by the entrance, the intended use of the entrance;
such as the primary entrance/exit, secondary entrance/exit, or as an exit only; and any other
factors affecting the safe use of the entrance/exit and or adjacent public roadways.
(10) Waiver of services. The subdivision final plat, property deeds and property owner
association documents shall note that certain town services shall not be provided on private
streets. Among the services which will not be provided are: routine police patrols and
enforcement of traffic and parking ordinances. All private traffic regulatory signs shall conform
to the Texas Manual of Uniform Traffic Control Devices. Depending on the characteristics of the
proposed development, other services may also not be provided.
(11) Petition to convert to public streets. The property owner’s association documents shall
allow the association to request the town to accept private streets and associated property as
public streets and right-of-way upon written notice to all association members and the favorable
vote of a majority of the membership, in accordance with the voting rights and procedures of the
association. However, in no event shall the town be obligated to accept the streets as public.
Should the town elect to accept the streets as public, the town may inspect the private streets and
assess the lot owners for the expense of needed repairs concurrent with the town's acceptance of
the streets. The town will be sole judge of whether repairs are needed. The town may also
require, at the association's expense, removal of guardhouses, access control devices,
landscaping or other aesthetic amenities located within the street lot. The association documents
shall provide for the town's right to such assessment. Those portions of the association
documents pertaining to the subject matter contained in this subsection shall not be amended
without the written consent of the town.
(12) Hold harmless. There shall be a provision on the subdivision final plat whereby the
property owners of the private streets and appurtenances agree to release, indemnify, defend and
hold harmless the town and any governmental entity for:
a. Damages to the private streets occasioned by the reasonable use of the private streets
by the town or other governmental entity;
b. Damages and injury, including death, arising from the condition of such private
streets; and
c. Damages and injury, including death, arising out of the use by the town or
governmental entity of any restricted access gate or entrance.
Further, such provision shall provide that all lot owners shall release the town and other
governmental entities for such damages and injuries. The indemnifications contained in
this subsection apply regardless of whether or not such damages and injury, including
death, are caused by the negligent act or omission of the town or governmental entity or
their representative, officers, employees or agents.
(13) Utility duct banks. The location of utility duct banks placed within the private streets or
designated utility bank easements shall be located and installed to the town's Engineering
Standards and shall be dedicated to the town prior to approval of the final plat or as part of the
final plat.
(UDC 1994, art. XIII, § 7.4; Ord. No. 357, § 4, 4-24-2000; Ord. No. 384, § 4, 12-11-2000)
Cross references: Streets, sidewalks and other public places, ch. 78.
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Memo
Town of Westlake
To: Honorable Mayor and Members of the Town Council
From: Eddie Edwards, Director of Planning and Development
Subject: Regular Meeting of April 19, 2010
Date: April 07, 2010
Consider an ordinance amending Chapter 82 of the Town of Westlake Code of Ordinances which
regulates platting, subdividing of land, and development of property within the Town of
Westlake.
ITEM
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
Inviting Residential & Corporate neighborhoods
o On-going comprehensive planning
o Sensitivity to neighborhood integrity
o Outstanding community appearance
o Highest quality development and aesthetic standards
o Open space preservation
BACKGROUND
The proposed amendments are intended to address two issues relative to platting and land
development, administrative approval of corrections/amendments to plats and regulations for
gating of private roadways within the Town of Westlake.
The first issue is pertaining to the correcting/amending of plats. Town of Westlake
regulations currently allow for administrative approval of Minor Plats but require Town
Council approval for corrections/amendments to plats. The proposed amendment allows
for administrative approval of corrections/amendments to plats within specific
parameters.
This subsection shall apply only if the sole purpose of the amending plat is:
a. To correct an error in any course or distance shown on the prior plat;
b. To add any course or distance that was omitted on the prior plat;
c. To correct an error in the description of the real property shown on the prior
plat;
d. To indicate monuments set after death, disability, or retirement from practice
of the surveyor charged with responsibilities for setting monuments;
e. To show the proper location or character of any monument which has been
changed in location or character or which originally was shown at the wrong
location or incorrectly as to its character on the prior plat;
f. To correct any other type of scrivener or clerical error or omission as
previously approved by the board of aldermen; such errors and commissions may
include, but are not limited to, lot numbers, acreage, street names, easement
descriptions, and identification of adjacent recorded plats;
g. To correct an error in courses and distances of lot lines between two adjacent
lots where both lot owners join in the application for plat amendment and neither
lot is abolished, provided that the amendment does not attempt to remove
recorded covenants or restrictions and does not have a material adverse effect on
the property rights of the other owners in the plat;
h. To relocate a lot line in order to cure an inadvertent encroachment of a
building or improvement on a lot line or on an easement;
i. To relocate one or more lot lines between one or more adjacent lots where the
owner or owners of all the lots join in the application for the plat amendment,
provided that such amendment does not:
1. Attempt to remove recorded covenants or restrictions; or
2. Increase the number of lots.
The other issue being addressed is pertaining to the gating of private roadways. The current
regulations do not have regulations that provide for the licensing or permitting of gates
controlling access to private roadways nor do they contain specific design standards that are
necessary for all such gates. The proposed amendment contains provisions for licensing gates
that control access to private roadways and minimum design standards to address key safety
concerns relative to emergency access and denied access designs that prevent vehicles from
backing into intersecting roadways. These regulations will not impact existing gated
subdivisions that have gates approved as part of their Planned Development Site Plan approval.
It does provide predictability for those that may desire to gate private roadways in the future by
establishing definitive design standards.
FUNDING
No funding will be required if the proposed ordinance is approved.
RECOMMENDATION
Staff recommends approval of the proposed ordinance amending Chapter 82 of the Town of
Westlake Code of Ordinances.
ATTACHMENTS:
Proposed ordinance.
Document with changes tracked for easier review.
Ordinance 638
Page 1 of 7
TOWN OF WESTLAKE
ORDINANCE NO. 638
AN ORDINANCE OF THE TOWN OF WESTLAKE, TEXAS (“TOWN”),
AMENDING CHAPTER 82 SUBDIVISIONS SECTIONS 82-41 AND 82-184
OF THE WESTLAKE CODE OF ORDINANCES, REGULATING
PLATTING, SUBDIVIDING OF LAND, AND DEVELOPMENT OF
PROPERTY WITHIN THE TOWN; PROVIDING A PENALTY CLAUSE;
PROVIDING A SAVINGS CLAUSE; PROVIDING FOR SEVERABILITY;
PROVIDING FOR REPEAL OF CONFLICTING PROVISIONS;
PROVIDING A CUMULATIVE CLAUSE; AND ESTABLISHING AN
EFFECTIVE DATE.
WHEREAS, the Town of Westlake, Texas, is a General Law Municipality located in
Tarrant and Denton Counties, Texas, created in accordance with the provisions of the Texas
Local Government Code and operating pursuant to the enabling legislation of the State of Texas;
and
WHEREAS, the Town Council finds that the regulation of platting, subdividing of land,
and development of property within the Town is necessary in order to protect the health safety
and welfare of the citizens and visitors of the Town of Westlake; and
WHEREAS, the Town Council deems it advisable to amend the current regulations to
more accurately address changing development practices and governmental administrative
structure; and
WHEREAS, the Town Council finds and declares that the regulations contained herein
are in the best interest of the public health, safety and general welfare.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION1:
THAT, the above findings are hereby found to be true and correct and are
incorporated herein in their entirety.
SECTION2:
THAT, Chapter 82 of the Town of Westlake Code of Ordinances is hereby
amended as follows:
Chapter 82 SUBDIVISIONS*
All sections except 82-41 and 82-184 remain unchanged.
Sec. 82-41. Amended plats, replats, resubdivision and vacation of plats.
Ordinance 638
Page 2 of 7
(a) Replats without vacation. Replat or resubdivision of a plat, or a portion thereof, but without
vacation of the immediate previous plat, is hereby authorized, and shall be deemed valid and
controlling, when approved, after a public hearing, by the board, when:
(1) It has been signed and acknowledged by all the owners of the particular property which is
being resubdivided or replatted.
(2) It does not attempt to alter, amend, or remove any covenants, easements or restrictions
except as allowed elsewhere in this chapter.
(b) Filing time. The time required to review and process a replat or resubdivision of a plat shall
be a maximum of 30 days. Replats or resubdivisions shall be filed with the town engineer a
minimum of 21 days prior to the meeting of the commission at which time approval is to be
requested. Replats or resubdivisions shall show or be accompanied by the information that is
required for preliminary plats or final plats, whichever is applicable. Replats or resubdivisions
shall not be docketed for consideration unless the requirements of this chapter are met.
(c) Amending plats for technical reasons.
(1) Technical plat amendments. The Town Manager or his/her designee may, upon
petition of the property owner or developer, administratively approve and issue an
amending plat which is signed by the applicants for one or more of the purposes set forth
in this subsection. This approval and issuance shall not require notice, hearing, or
approval of other lot owners. This subsection shall apply only if the sole purpose of the
amending plat is:
a. To correct an error in any course or distance shown on the prior plat;
b. To add any course or distance that was omitted on the prior plat;
c. To correct an error in the description of the real property shown on the prior
plat;
d. To indicate monuments set after death, disability, or retirement from practice
of the surveyor charged with responsibilities for setting monuments;
e. To show the proper location or character of any monument which has been
changed in location or character or which originally was shown at the wrong
location or incorrectly as to its character on the prior plat;
f. To correct any other type of scrivener or clerical error or omission as
previously approved by the board of aldermen; such errors and commissions may
include, but are not limited to, lot numbers, acreage, street names, easement
descriptions, and identification of adjacent recorded plats;
g. To correct an error in courses and distances of lot lines between two adjacent
lots where both lot owners join in the application for plat amendment and neither
lot is abolished, provided that the amendment does not attempt to remove
recorded covenants or restrictions and does not have a material adverse effect on
the property rights of the other owners in the plat;
h. To relocate a lot line in order to cure an inadvertent encroachment of a
building or improvement on a lot line or on an easement;
i. To relocate one or more lot lines between one or more adjacent lots where the
owner or owners of all the lots join in the application for the plat amendment,
provided that such amendment does not:
1. Attempt to remove recorded covenants or restrictions; or
Ordinance 638
Page 3 of 7
2. Increase the number of lots.
(2) Procedures. Amending plats for technical reasons may be approved by the Town
Manager or his/her designee without notice, public hearing or approval of other lot
owners.
(d) Plat vacation.
(1) By property owner. The property owner of the tract covered by a plat may vacate,
upon the approval of the board of aldermen, the plat at any time before any lot in the plat
is sold. The plat is vacated when a signed, acknowledged instrument declaring the plat
vacated is approved and recorded in the manner prescribed for the original plat.
(2) By all lot owners. If lots in the plat have been sold, the plat, or any part of the plat
may be vacated on the application of all the owners of lots in the plat with approval
obtained in the manner prescribed for the original plat.
(3) Criteria. The board shall approve the petition for vacation on such terms and
conditions as are reasonable to protect public health, safety and welfare. As a condition of
vacation of the plat, the planning and zoning commission may direct the petitioners to
prepare a revised final plat in accordance with these regulations.
(4) Effect of action. On the execution and recording of the vacating instrument, the
vacated plat shall have no effect. Regardless of the board's action on the petition, the
property owner or developer will have no right to a refund of any monies, fees or charges
paid to the town nor to the return of any property or consideration dedicated or delivered
to the town except as may have previously been agreed to by the planning and zoning
commission.
(5) Government initiated plat vacation. The board, on its motion, may vacate the plat of
an approved subdivision or addition when no lots within the approved final plat have
been sold or developed upon within five years from the date that the plat was signed by
the mayor.
Sec. 82-184. Private streets.
Subdivisions may be developed with private streets instead of public streets if the development
complies with the requirements of this section and the subdivision has received a specific use
permit for a private street development. Variances to these requirements shall not be permitted.
(1) Design and construction standards. Private streets shall conform to the same standards
regulating the design and construction of public streets. These standards shall include, but are not
limited to the following:
a. Thoroughfare Plan;
b. Driveway access standards;
c. Engineering design guidelines and construction standards and details; and
d. Street naming and addressing policy.
(2) Streets excluded. Streets shown on the Thoroughfare Plan shall not be used, maintained or
constructed as private streets. Also, the planning and zoning commission may deny the creation
of any other private street if, in the commission's judgment, the private street would:
Ordinance 638
Page 4 of 7
a. Negatively affect traffic circulation on public streets;
b. Impair access to property either on site or off site to the subdivision;
c. Impair access to or from public facilities including schools, parks and libraries; or
d. Delay the response time of emergency vehicles.
(3) Property owners associations required. Subdivisions developed with private streets must
have a mandatory property owners association which includes all property served by private
streets. The association shall own and be responsible for the maintenance of private streets and
appurtenances. Such documents shall be reviewed and approved by the town attorney to ensure
conformance to this chapter and other applicable town ordinance provisions. The association
documents shall be filed of record prior to the approval of the final plat. Lot deeds must convey
membership in the association and provide for the payment of dues and assessments required by
the association. The association may not be dissolved without the prior written consent of the
town, nor may any portion of the association documents pertaining to assessments and the
maintenance of the private streets be amended without the written consent of the town.
(4) Private street lot. Private streets must be constructed within a separate lot owned by the
property owners association. These lots must conform to the town's standards for public street
rights-of-way. An easement covering the street lots shall be granted to the town providing
unrestricted use of the property for utilities and the maintenance of the property. This right shall
extend to all utility providers including telecommunications companies and emergency services
operating within the town. The easement shall also provide the town with the right of access for
any purpose related to the exercise of a governmental service or function, including but not
limited to fire and police protection, inspection and code enforcement. The easement shall permit
the town to remove any vehicle or obstacle within a street lot that impairs emergency access.
(5) Construction and maintenance cost. The town shall not pay for any portion of the cost of
constructing or maintaining a private street.
(6) Town utilities. Water, sewer, and drainage facilities and street lights and signs placed within
the private street right-of-way or public utility easement shall be installed to town standards and
dedicated to the town or other appropriate public entity prior to approval of the final plat. All
town regulations relating to infrastructure financing, developer cost participation, and capital
cost recovery shall apply to developments with private streets.
(7) Plans and inspections. Developments proposed with private streets must submit to the town
the same plans and engineering information required to construct public streets and utilities.
Requirements pertaining to inspection and approval of improvements prior to final plat approval
shall apply. Fees charged for these services shall also apply. The town may periodically inspect
private streets and require repairs necessary to ensure emergency access.
(8) Access restrictions. The entrances to all private streets must be marked with a sign stating
that it is a private street. Guardhouses, access control gates and cross-arms may be constructed
provided the Planned Development or Site Plan for that particular sub-division specifically
permitted controlled access, or a current and valid Access Control License has been obtained
from the Town of Westlake. Failure to maintain a current and valid Access Control License is
not a violation of this section provided the gates or access control devices are locked in an open
Ordinance 638
Page 5 of 7
position. All restricted access entrances must be manned 24 hours every day, or provide an
alternative means of ensuring access to the subdivision by the town emergency vehicles and
other utility service providers with appropriate identification. If the association fails to maintain
reliable access as required to provide town services, the town may enter the subdivision and
remove any gate or device which is a barrier to access at the sole expense of the association. The
association documents shall contain provisions in conformity with this subsection which may not
be amended without the written consent of the town.
(9) Access restricted entrance design standards. Any private street which has an access control
gate or cross-arm must have a minimum uninterrupted pavement width of 22 feet at the location
of the access control device. If an overhead barrier is used, it must be a minimum of 14 feet in
height above the road surface. All gates and cross-arms must be of a breakaway design or contain
design features that will allow timely emergency access without damaging the gates in the event
the opening mechanisms are inoperable. A turnaround space and vehicle stacking space must be
located in front of any restricted access entrance to allow vehicles, which are denied access, to
safely exit onto public streets without backing onto public streets. The turnaround design and the
amount of stacking space required will be determined by the Town Engineer based on the
number of residences being served by the entrance, the intended use of the entrance; such as the
primary entrance/exit, secondary entrance/exit, or as an exit only; and any other factors affecting
the safe use of the entrance/exit and or adjacent public roadways.
(10) Waiver of services. The subdivision final plat, property deeds and property owner
association documents shall note that certain town services shall not be provided on private
streets. Among the services which will not be provided are: routine police patrols and
enforcement of traffic and parking ordinances. All private traffic regulatory signs shall conform
to the Texas Manual of Uniform Traffic Control Devices. Depending on the characteristics of the
proposed development, other services may also not be provided.
(11) Petition to convert to public streets. The property owner’s association documents shall
allow the association to request the town to accept private streets and associated property as
public streets and right-of-way upon written notice to all association members and the favorable
vote of a majority of the membership, in accordance with the voting rights and procedures of the
association. However, in no event shall the town be obligated to accept the streets as public.
Should the town elect to accept the streets as public, the town may inspect the private streets and
assess the lot owners for the expense of needed repairs concurrent with the town's acceptance of
the streets. The town will be sole judge of whether repairs are needed. The town may also
require, at the association's expense, removal of guardhouses, access control devices,
landscaping or other aesthetic amenities located within the street lot. The association documents
shall provide for the town's right to such assessment. Those portions of the association
documents pertaining to the subject matter contained in this subsection shall not be amended
without the written consent of the town.
(12) Hold harmless. There shall be a provision on the subdivision final plat whereby the
property owners of the private streets and appurtenances agree to release, indemnify, defend and
hold harmless the town and any governmental entity for:
a. Damages to the private streets occasioned by the reasonable use of the private streets
Ordinance 638
Page 6 of 7
by the town or other governmental entity;
b. Damages and injury, including death, arising from the condition of such private
streets; and
c. Damages and injury, including death, arising out of the use by the town or
governmental entity of any restricted access gate or entrance.
Further, such provision shall provide that all lot owners shall release the town and other
governmental entities for such damages and injuries. The indemnifications contained in
this subsection apply regardless of whether or not such damages and injury, including
death, are caused by the negligent act or omission of the town or governmental entity or
their representative, officers, employees or agents.
(13) Utility duct banks. The location of utility duct banks placed within the private streets or
designated utility bank easements shall be located and installed to the town's Engineering
Standards and shall be dedicated to the town prior to approval of the final plat or as part of the
final plat.
SECTION 3:
This Ordinance shall be cumulative of all provisions of ordinances of the Town of Westlake,
Texas, except where the provisions of this Ordinance are in direct conflict with the provisions of
such ordinances, in which event the conflicting provisions of such ordinances are hereby
repealed.
CUMULATIVE CLAUSE
SECTION 4:
It is hereby declared to be the intention of the Town Council that the phrases, clauses, sentences,
paragraphs and sections of this ordinance are severable, and if any phrase, clause, sentence,
paragraph or section of this ordinance shall be declared unconstitutional by the valid judgment or
decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the
remaining phrases, clauses, sentences, paragraphs and sections of this ordinance, since the same
would have been enacted by the Town Council without the incorporation in this ordinance of any
such unconstitutional phrase, clause, sentence, paragraph or section.
SEVERABILITY CLAUSE
SECTION 5:
Any person, firm or corporation who violates, disobeys, omits, neglects or refuses to comply
with or who resists the enforcement of any of the provisions of this ordinance shall be fined not
more than Two Thousand Dollars ($2,000.00) for each offense. Each day that a violation is
permitted to exist shall constitute a separate offense.
PENALTY
SECTION 6:
The Town Secretary of the Town of Westlake , upon adoption by the Westlake Town Council, is
hereby directed to publish the proposed ordinance by caption and, if this Ordinance provides for
the imposition of any penalty, fine or forfeiture for any violation of any of its provisions, then the
Town Secretary shall additionally publish this ordinance or its caption and penalty in the official
Town newspaper one time within ten days after final passage of this Ordinance.
PUBLICATION
Ordinance 638
Page 7 of 7
SECTION7:
This Ordinance shall be in full force and effect from and after its passage and publication as
required by law, and it is so ordained.
EFFECTIVE DATE
PASSED AND APPROVED ON THIS 19th
DAY OF APRIL 2010.
_________________________________
Laura Wheat, Mayor
ATTEST:
___________________________ ________________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
__________________________________
L. Stanton Lowry, Town Attorney
Memo
Town of Westlake
To: Honorable Mayor and Members of the Town Council
From: Debbie Piper, Finance Director
Tom Brymer, Town Manager
Subject: Workshop Meeting of April 19, 2010
Date: April 14, 2010
ITEM
Discussion of the Town of Westlake and Westlake Academy FY 2010-2011 Budget
Calendar
This item supports the following Vision Point and Key Result Areas:
VISION POINT AND KEY RESULT AREAS
We are Leaders
o High quality services delivery coupled with financial stewardships
BACKGROUND
The attached represents the Council/Trustees Calendar to update you on the various
components of the budget process as scheduled. In the past, these two budgets, Town and
Academy, have been two completely separate processes. As Westlake Academy is, in
reality, a very large department of the Town, we are trying to blend the two processes for
the upcoming fiscal year.
The intent of this schedule is to present the Council/Trustees with the “big picture” issues
and receive input earl y in the budget process, i.e. review and update of financial policies,
updated financial forecast, capital improvement program, etc.
As in FY 2009-2010, the Academy process will be driven as the Town’s budget was in the
previous year with a base budget and requested Service Level Adjustments, i.e. (1) same
service provided but increased budget due to inflation, etc. (2) expanded level of service, or
(3) a completely new service request. We gave the Academy’s budget more substance in
the prior year, including enough required elements to submit the budget to the Government
Finance Officers Association for the Distinguished Budget Presentation Award. We have
just been notified that we received this award for the 1st time for Westlake Academy and for
the 3rd
consecutive year for the Town of Westlake.
N/A
FUNDING
No action required.
RECOMMENDATION
FY 2010-2011 Budget Calendar - Council/Trustees
ATTACHMENTS:
Council Present Municipal Strategic Plan Done
Staff Meet with WA Affiliates for joint planning Done
Trustees Presentation/Discussion of Westlake Academy Strategic Plan Done
Trustees Done
Trustees Presentation/Discussion of Westlake Academy Strategic Plan Done
Council Ranking of Municipal Programs/Services Done
Trustees Presentation/Discussion of Westlake Academy Strategic Plan Done
Council/Trustees Review calendar and processes
Trustees Adopt Westlake Academy Strategic Plan
Trustees Presentation of Westlake Academy Five Year forecast
Trustees Review and Update Westlake Academy Financial Policies
Council/Trustees New Council/Trustees orientation
Council Planning Retreat - Financial Sustainability discussion
Trustees Proposed Academic Services Budget and WA Planning Retreat
Council Presentation of Municipal Five Year forecast
Council Review Capital Improvement Program - Long term
Council Review and update Municipal Financial Policies
NO MEETINGS
Council Presentation of FY 10-11 Municipal Budget
Trustees Adoption of FY 10-11 Academic Services Budget
Council Adoption of FY 10-11 Municipal Budget
Sep-10
08.27.10
8.16.10
Apr-10
05.10.10
06.28.10
06.28.10
05.10.10
05.12.10
05.24.10
Aug-10
Jul-10
8.13.10
06.28.10
06.18.10
~ FY 10-11 Municipal and Academy ~
Budget & Strategic Plan Calendar
04.19.10
Jun-10
May-10
Jan-10
Feb-10 Preliminary discussion of Academic Services FY 10-11 Budget
04.05.10
05.10.10
FUTURE AGENDA ITEMS: Any Council member may request at a workshop and
/ or Council meeting, under “Future Agenda Item Requests”, an agenda item for a
future Council meeting. The Council Member making the request will contact the
Town Manager with the requested item and the Town Manager will list it on the
agenda. At the meeting, the requesting Council Member will explain the item, the
need for Council discussion of the item, the item’s relationship to the Council’s
strategic priorities, and the amount of estimated staff time necessary to prepare
for Council discussion. If the requesting Council Member receives a second, the
Town Manager will place the item on the Council agenda calendar allowing for
adequate time for staff preparation on the agenda item.
- None
Town of Westlake
Item #10 - Future
Agenda Items
COUNCIL CALENDAR
- Bandana Bonanza
May 1, 2010
- Election Day
May 8, 2010
- New Council orientation
May 12, 2010
- Council Meeting to Canvass the Election
May 17, 2010
- Westlake Academy Graduation
May 23, 2010 (2:00 p.m.)
- Town Council Meeting
May 24, 2010
After election strategic planning retreat to preview the municipal budget
(early input), Town financial forecast, and discuss progress and updates
to the strategic plan
o Decoration Day
May 31, 2010
- Council Meeting
June 28, 2010
- Council Budget Retreat – Off Site
August 13, 2010 (Friday 9:00 – 1:00)
- Council Meeting
August 30, 2010
- Arbor Day
September 25, 2010
- Council Meeting (adoption of budget)
Sept. 27, 2010
Town of Westlake
Item # 11 –
Council Calendar
EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Sec. 551.074(a)(1) PERSONNEL MATTERS - to deliberate the appointment,
employment, evaluation, reassignment, duties, of a public officer or employee:
Town Manager
Town of Westlake
Item # 12 –
Executive Session
Town of Westlake
Item # 13 –
Reconvene Meeting
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Sec. 551.074(a)(1) PERSONNEL MATTERS - to deliberate the appointment,
employment, evaluation, reassignment, duties, of a public officer or employee:
Town Manager
Town of Westlake
Item # 14 – Take any
Necessary Action, if
necessary
Town of Westlake
Item # 15 –
Adjournment
Back up material has not
been provided for this item.