HomeMy WebLinkAbout06-28-10 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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TOWN OF WESTLAKE, TEXAS
Mission Statement
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
June 28, 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 JUNE 28, 2010,
COUNCIL REGULAR MEETING AGENDA.
3. EXECUTIVE SESSION
Page 2 of 4
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. ADJOURNMENT
Regular Session
1. CALL TO ORDER
2. 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.
Recognition of outgoing Council Member Rebecca Rollins.
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 minutes from the meeting held on April 19, 2010.
b. Consider approval of the minutes from the meeting held on May 3, 2010.
c. Consider approval of the minutes from the meeting held on May 17, 2010.
d. Consider approval of the minutes from the meeting held on May 24, 2010
e. Consider approval of Ordinance 640, Amending Chapter 78, Article III, Town
Owned Cemeteries, Section 78-60, renaming the Westlake Cemetery to I.O.O.F
Westlake Cemetery.
f. Consider approval of Resolution 10-12, Authorizing the Town Manager to enter
into an agreement with Vaquero HOA for sanitary sewer services related to the
discharge of effluent from Vaquero Golf Club’s water treatment equipment.
g. Consider approval of Resolution 10-13, Authorizing an agreement with Millican
Well Service LLC to install a water well on the Westlake Civic Campus.
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h. Consider approval of Resolution 10-14, Awarding a bid to Gilco Contracting,
Inc., for installing of the parking pavement and utilities for the parking lot
expansion of the Arts and Sciences center located on the Westlake Civic Campus.
i. Consider approval of Resolution 10-15, Awarding a bid to Hadden, for installing
of the irrigation system and landscaping for the parking lot expansion of the Arts
and Sciences center located on the Westlake Civic Campus.
j. Consider approval of Resolution 10-16, Awarding a Bid to Cable Electric, Inc.,
for installing of the lighting package for the parking lot expansion of the Arts and
Sciences center located on the Westlake Civic Campus.
k. Consider approval of Resolution 10-17, Authorizing the Town Manager to enter
into an Inter-local Agreement with Tarrant County for Dove Road pavement and
drainage ditch repairs.
l. Consideration and discussion Resolution 10-18, To enter into an agreement for
the installation of water line improvements in Stagecoach Hills with Rodgers
Construction Company and authorizing the Town Manager to execute the
agreement.
5. CONSIDERATION AND DISCUSSION OF RESOLUTION 10-19, APPOINTING
AND REAPPOINTING MEMBERS TO THE HISTORICAL PRESERVATION
SOCIETY, PLANNING AND ZONING COMMISSION, PUBLIC ART SOCIETY,
TEXAS STUDENT HOUSING AUTHORITY AND ENTITIES, AND WESTLAKE
ACADEMY FOUNDATION.
6. CONSIDERATION AND DISCUSSION OF ORDINANCE 641, ADOPTING THE
OFFICIAL TOWN BOUNDARY MAP.
7. CONSIDERATION AND DISCUSSION OF RESOLUTION 10-20, RESOLUTION
STATING A NOTICE OF INTENT TO IMPLEMENT A PROPERTY TAX; AND
PROVIDING FOR EXEMPTIONS TO THE PROPERTY TAX; AND PROVIDING FOR
A LIMITATION ON TAXES FOR THE DISABLED AND ELDERLY; PROVIDING
FOR COLLECTION OF TAXES AND A COLLECTION FEE; PROVIDING FOR
NOTICE TO BE SENT TO THE TARRANT AND DENTON CENTRAL APPRAISAL
DISTRICTS.
8. 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
9. RECONVENE MEETING
10. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
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11. 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
12. COUNCIL CALENDAR
- Newly Elected Official Training (TML – Irving)
July 23-24, 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
13. 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,
June 24, 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 minutes from the meeting held on April 19, 2010.
b. Consider approval of the minutes from the meeting held on May 3, 2010.
c. Consider approval of the minutes from the meeting held on May 17, 2010.
d. Consider approval of the minutes from the meeting held on May 24, 2010
e. Consider approval of Ordinance 640, Amending Chapter 78, Article III, Town Owned
Cemeteries, Section 78-60, renaming the Westlake Cemetery to I.O.O.F Westlake
Cemetery.
f. Consider approval of Resolution 10-12, Authorizing the Town Manager to enter into
an agreement with Vaquero HOA for sanitary sewer services related to the discharge
of effluent from Vaquero Golf Club’s water treatment equipment.
g. Consider approval of Resolution 10-13, Authorizing an agreement with Millican Well
Service LLC to install a water well on the Westlake Civic Campus.
h. Consider approval of Resolution 10-14, Awarding a bid to Gilco Contracting, Inc., for
installing of the parking pavement and utilities for the parking lot expansion of the Arts
and Sciences center located on the Westlake Civic Campus.
i. Consider approval of Resolution 10-15, Awarding a bid to Hadden, for installing of
the irrigation system and landscaping for the parking lot expansion of the Arts and
Sciences center located on the Westlake Civic Campus.
j. Consider approval of Resolution 10-16, Awarding a Bid to Cable Electric, Inc., for
installing of the lighting package for the parking lot expansion of the Arts and Sciences
center located on the Westlake Civic Campus.
k. Consider approval of Resolution 10-17, Authorizing the Town Manager to enter into
an Inter-local Agreement with Tarrant County for Dove Road pavement and drainage
ditch repairs.
l. Consideration and discussion Resolution 10-18, To enter into an agreement for the
installation of water line improvements in Stagecoach Hills with Rodgers Construction
Company and authorizing the Town Manager to execute the agreement.
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 –
Workshop
Executive Session
Town of Westlake
Item # 4 – Reconvene
Meeting
Town of Westlake
Item # 5 –
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.
Recognition of outgoing Council Member Rebecca Rollins.
Town of Westlake
Item # 3 – Citizen’s
Presentations and
recognitions
Town Council Minutes
04/19/10
Page 1 of 6
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL REGULAR MEETING
April 19, 2010
PRESENT: Mayor Laura Wheat and Council Members, Larry Corson, Carol Langdon, Rick
Rennhack and Rebecca Rollins.
ABSENT: Tim Brittan
OTHERS PRESENT: Town Manager Tom Brymer, Town Attorney Stan Lowry, Town
Secretary Kelly Edwards, Court Administrator Amanda DeGan,
Public Works Director Jarrod Greenwood, Facilities and Recreation
Director Troy Meyer, Finance Director Debbie Piper, and Planning
and Development Director Eddie Edwards.
Workshop Session
1. CALL TO ORDER
Mayor Wheat called the meeting to order at 4:34 p.m.
2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM MARCH 22, 2010,
COUNCIL REGULAR MEETING AGENDA.
Mayor Wheat asked for clarification regarding item b of the consent agenda.
3. 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 Council Minutes
04/19/10
Page 2 of 6
4. RECONVENE MEETING
Mayor Wheat recessed the workshop at 7:33 p.m. to convene the regular meeting.
Mayor Wheat reconvened the workshop meeting at 8:36 p.m.
5. PRESENTATION AND DISCUSSION PROJECT SAVING ON THE
CONSTRUCTION OF THE SAM AND MARGARET LEE ARTS AND SCIENCES
CENTER CAPITAL PROJECT.
Facilities and Recreation Director Meyer provided a presentation and overview of the
project and project savings.
Discussion ensued regarding enlarging the parking area and installation of an additional
covered walkway. Staff recommends adding additional parking for events and new
students.
6. PRESENTATION AND REVIEW OF THE TOWN’S WATER AND SEWER RATE
STRUCTURE.
Public Works Director Greenwood provided a presentation and overview of the Town’s
utility rates regarding the fundamental concepts of rate design.
7. ADJOURNMENT
There being no further business, Mayor Wheat adjourned the workshop at 10:33 p.m.
Regular Session
1.
Mayor Wheat called the regular meeting to order at 7:34 p.m. Council Member Brittan
was absent.
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
Town Council Minutes
04/19/10
Page 3 of 6
Mayor Wheat read proclamations recognizing National Nurses Week May 6 -12, 2010,
National Day of Prayer on May 6, 2010, and Public Service Recognition Week May 3-9,
2010.
Allan Werst, 4035 Aspen Lane, Westlake, provided information regarding Decoration
Day events and encouraged all citizens to attend the event on May 31, 2001.
4. CONSENT AGENDA
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.
MOTION: Council Member Corson made a motion to approve the consent
agenda. Council Member Rollins seconded the motion. The motion
carried by a vote of 4-0.
5. CONSIDERATION AND DISCUSSION OF ORDINANCE 367, AMENDING
CHAPTER 78, ADDING ARTICLE III, TOWN OWNED CEMETERIES AND A NAME
CHANGE.
Facilities and Recreation Director Meyer provided a presentation and overview that
establish rules and regulations, possible improvements and a proposal to change the
name of the cemetery.
MOTION: Council Member Langdon made a motion to approve Ordinance
367. Council Member Rollins seconded the motion. The motion
carried by a vote of4-0.
6. CONSIDER APPROVAL OF RESOLUTION 10-10, ESTABLISHING THE RULES AND
REGULATIONS OF THE TOWN OWNED CEMETERY.
MOTION: Council Member Corson made a motion to approve Resolution
10-10. Council Member Rennhack seconded the motion. The
motion carried by a vote of 4-0.
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.
Mayor Wheat opened the Public Hearing.
Town Council Minutes
04/19/10
Page 4 of 6
Planning and Development Director Edwards provided an overview of the proposed
changes to Chapter 82 regarding platting procedures and the proposed amendment to
specific use permits regarding gated communities.
No citizens addressed the Council.
8. CONSIDERATION OF ORDINANCE 368, AMENDING SECTION 82-414 AND
SECTION 82-184 WHICH REGULATES PLATTING, SUBDIVIDING OF LAND,
AND DEVELOPMENT OF PROPERTY WITHIN THE TOWN OF WESTLAKE.
MOTION: Council Member Rollins made a motion to approve Ordinance
368. Council Member Corson seconded the motion. The motion
carried by a vote of4-0.
9. DISCUSSION OF THE TOWN OF WESTLAKE AND WESTLAKE ACADEMY FY
2010-2011 BUDGET CALENDAR.
Town Manager Brymer provided the current status of the budget process and planning
calendars for the both the Town and Academy.
10. FUTURE AGENDA ITEMS
- 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.)
- 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
Town Council Minutes
04/19/10
Page 5 of 6
- 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
Mayor Wheat recessed the regular meeting at 8:25 p.m. to reconvene the workshop
meeting.
Mayor Wheat reconvened the regular meeting at 10:33 p.m.
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
- No Action Taken
15. ADJOURNMENT
There being no further business before the Council, Mayor Wheat asked for a motion to
adjourn the meeting.
MOTION: Council Member Rennhack made a motion to adjourn the
meeting. Council Member Langdon seconded the motion. The
motion carried by a vote of 4-0.
Mayor Wheat adjourned the meeting at 11:21 p.m.
Town Council Minutes
04/19/10
Page 6 of 6
APPROVED BY THE TOWN COUNCIL JUNE 28, 2010.
ATTEST: _____________________________
Laura Wheat, Mayor
_____________________________
Kelly Edwards, Town Secretary
Town Council Minutes
05/03/10
Page 1 of 2
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL SPECIAL CALLED MEETING
May 3, 2010
PRESENT: Mayor Laura Wheat and Council Members, Larry Corson, Tim Brittan, Carol
Langdon, Rick Rennhack and Rebecca Rollins.
ABSENT:
OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards and
Human Resources and Administrative Services Todd Wood.
1. CALL TO ORDER
Mayor Wheat called the meeting to order at 5:05 p.m.
2. CONSIDER RESOLUTION 10-11, ACCEPTING A SEALED BID FOR SURPLUS
PROPERTY AND APPROVING SALE OF THE PROPERTY.
Director of Human Resources and Administrative Services Todd Wood provided an
overview of the bid process and named the Hurst Police Department as the winning
bidder.
MOTION: Council Member Langdon made a motion to approve Resolution
10-11. Council Member Rollins seconded the motion. The
motion carried by a vote of 5-0.
3. 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 Council Minutes
05/03/10
Page 2 of 2
4. RECONVENE MEETING
5. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
- No Action Taken
6. ADJOURNMENT
There being no further business before the Council, Mayor Wheat asked for a motion to
adjourn the meeting.
MOTION: Council Member Rennhack made a motion to adjourn the
meeting. Council Member Langdon seconded the motion. The
motion carried by a vote of 5-0.
Mayor Wheat adjourned the meeting at 7:49 p.m.
APPROVED BY THE TOWN COUNCIL JUNE 28, 2010.
ATTEST: _____________________________
Laura Wheat, Mayor
_____________________________
Kelly Edwards, Town Secretary
Town Council Minutes
05/17/10
Page 1 of 3
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL MEETING
May 17, 2010
PRESENT: Mayor Laura Wheat and Council Members, Larry Corson, Tim Brittan, Carol
Langdon, and Rick Rennhack.
ABSENT: Rebecca Rollins
OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards and
Town Attorney Stan Lowry.
1. CALL TO ORDER
Mayor Wheat called the meeting to order at 7:33 p.m.
2.
PLEDGE OF ALLEGIANCE
Mayor Wheat led the pledge of allegiance to the United States and Texas flags.
3. CITIZEN PRESENTATIONS
Mr. Greg Blilie, 5919 Mahotea Boone, Westlake, spoke in opposition of implementing a
property tax.
4. CONSIDER AN ORDINANCE CANVASSING THE RETURNS AND DECLARING
THE RESULTS OF THE GENERAL ELECTION HELD ON MAY 8, 2010, FOR THE
ELECTION OF MAYOR AND TWO (2) COUNCIL MEMBERS TO TERMS EXPIRING
MAY 2012. (CONSIDERE UNA ORDENANZA que SOLICITA LOS REGRESOS Y DECLARAR LOS RESULTADOS DE LA
ELECCION GENERAL AGUANTARON el 8 de mayo de 2010, PARA LA ELECCION DE ALCALDE Y DOS (2) MIEMBROS de
CONCILIO A TERMINOS que EXPIRAN el 2012 de Mayo)
MOTION: Council Member Tim Brittan made a motion to approve
Ordinance 639. Council Member Corson seconded the motion.
The motion carried by a vote of 4-0.
Town Council Minutes
05/17/10
Page 2 of 3
5. ADMINISTER OATH OF OFFICE TO NEWLY ELECTED OFFICIALS.
Town Secretary Edwards conducted the Oath of Office for Mayor Wheat.
Mayor Wheat conducted the Oath of Office for Council Member Brittan and Council
Member Cox.
6. FUTURE AGENDA ITEMS
- None
7. COUNCIL CALENDAR
- Westlake Academy Graduation
May 23, 2010 (2:00 p.m.)
- Town Council Meeting
May 24, 2010 – 8:15 a.m.
Offsite All day event at the Embassy Suites in Grapevine
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
Town Council Minutes
05/17/10
Page 3 of 3
8. ADJOURNMENT
There being no further business before the Council, Mayor Wheat asked for a motion to
adjourn the meeting.
MOTION: Council Member Cox made a motion to adjourn the meeting.
Council Member Rennhack seconded the motion. The motion
carried by a vote of 5-0.
Mayor Wheat adjourned the meeting at 7:52 p.m.
APPROVED BY THE TOWN COUNCIL JUNE 28, 2010.
ATTEST: _____________________________
Laura Wheat, Mayor
_____________________________
Kelly Edwards, Town Secretary
Town Council Minutes
05/24/10
Page 1 of 3
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL MEETING
May 24, 2010
PRESENT: Mayor Laura Wheat and Council Members, Larry Corson, Clif Cox, Tim Brittan,
Carol Langdon, and Rick Rennhack.
ABSENT:
OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards and Mike
Conduff.
Workshop Session
1. CALL TO ORDER
The meeting started at 8:39 a.m.
2. DISCUSSION OF GOVERNANCE, TEAM BUILDING, STRATEGIC PLANNING,
PREVIEW THE MUNICIPAL BUDGET, AND FINANCIAL SUSTAINABILITY.
Mike Conduff opened with a welcome and thank you to the council.
Mr. Conduff provided an overview of team building, governance components and the
Council’s classic view of the DiSC reports as a team.
Discussion ensued regarding the possible need for crafting new language for the Ethics
policy regarding how items are placed on the agenda for discussion and members roles.
Council broke at 10:30 a.m. Council returned to discussion at 10:39 a.m.
Discussion continued regarding the school and the stakeholder as a resident or parent
of a child in the academy and the structure of the school now and for the future.
Town Council Minutes
05/24/10
Page 2 of 3
Mr. Conduff provided the members with his observations of the discussions and
provided some information on how to proceed with discussions regarding the financial
sustainability.
Council broke at 12:04 p.m. Council returned to discussion at 12:27 p.m.
Town Manager Brymer provided and presentation and discussed financial sustainability
with the Council. Discussion ensued regarding the Town’s sales tax.
3. ADJOURNMENT
Mayor Wheat recessed the workshop meeting at 1:39 p.m. to convene the regular
meeting.
Regular Session
1.
Mayor Wheat called the regular meeting to order at 1:39 p.m.
CALL TO ORDER
2. CONSIDERATION AND DISCUSSION TO ELECT A MAYOR PRO TEMPORE.
MOTION: Motion made by Council Member Brittan seconded by Council
Member Langdon to elect Council Member Corson as Mayor Pro
Tempore. The motion carried 5-0.
3. COUNCIL CALENDAR
- Decoration Day
May 31, 2010
- Council Meeting
June 28, 2010
- Newly Elected Official Training (TML – Irving)
July 23-24, 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 Council Minutes
05/24/10
Page 3 of 3
4. 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 Cox seconded the motion. The motion carried by
a vote of 5-0.
Mayor Wheat adjourned the regular meeting at 1:39 p.m.
Workshop Session cont.
Mayor Wheat reconvened the workshop at 1:39 p.m.
Discussion ensued regarding the increase of expenditures for the last five (5) years.
The Council asked for staff to provide a zero based budget as a helpful exercise to be
able to defend moving forward with a property tax.
- Balance budget within the Program priority basis
Direction
- Develop a 10% to 20% cut for all departments
- Utilize a quality consultant to examine Administrative/Teacher/ and structure
- Examine the potential to sell the school
- Examine the concept of external operation for WLA
- The possibility of converting to and ISD
- School be self funded not including Blacksmith
Discussion continued regarding the abilities of funding the school and town and whether
the academy should pay for itself and how the Academy could begin to sustain without
the direct and indirect cost associated with Town staff.
In closing Mike recommended on how to discuss future agenda items and determine
what the end product should be.
The meeting adjourned at 5:18 p.m.
APPROVED BY THE TOWN COUNCIL JUNE 28, 2010.
ATTEST: _____________________________
Laura Wheat, Mayor
_____________________________
Kelly Edwards, Town Secretary
Page 1 of 2
Memo
Town of Westlake
To: Honorable President and Members of the Town Council
From: Troy J. Meyer Director of Facilities & Recreation
Subject: Meeting of June 28, 2010
Date: June 17, 2010
Amending Chapter 78, Article III, Town Owned Cemeteries, Section 78-60, renaming the
Westlake Cemetery to I.O.O.F 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
The Roanoke Independent Order of Odd fellows (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.
BACKGROUND
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 the rules, regulations, policies and procedures which was presented on July 28, 2008
workshop. Council recommendation was to define cemetery and who owns the cemetery.
On April 19, 2010 the Town Council adopted ordinance 637 establishing 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
The Town Council requested the I.O.O.F remain in the name of the Cemetery with the
approval of the grand Lodge I.O.O.F Board of Trustees. Staff received the approval on May
12, 2010 to include the I.O.O.F as part of the renaming the cemetery to “I.O.O.F Westlake
Cemetery.
Page 2 of 2
N/A
FUNDING
Approve the name change to I.O.O.F Westlake Cemetery.
RECOMMENDATION
Ordinance
ATTACHMENTS:
Letter from the Grand Lodge Independent Order of the Odd Fellow of Texas Board of Trustee.
Ordinance 640
Page 1 of 2
TOWN OF WESTLAKE
ORDINANCE 640
AN ORDINANCE OF THE TOWN OF WESTLAKE, TEXAS AMENDING CHAPTER
78, ARTICLE, III TOWN OWNED CEMETERIES, SECTION 78-60; PROVIDING FOR
THE NAME OF THE CEMETERY TO BE I.O.O.F 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, on April 19th
, the Council adopted ordinance 637 which established the
rules and regulation and renamed the cemetery to Town of Westlake Cemetery; and
WHEREAS, the Grand Lodge Board of Trustee approved the use of the I.O.O.F. as
part of the new name of the Town owned cemetery on May 8th
2010; and
WHEREAS, the formerly known as the “Town of Westlake Cemetery” shall hereafter
by known as the I.O.O.F Westlake Cemetery 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, Article III of the Town of Westlake Code is hereby amended as
follows:
Sec.78-60. The municipal cemetery located in and owned by the Town of Westlake, formerly
known as the Town of Westlake Cemetery shall hereafter by known as the “ I.O.O.F Westlake
Cemetery.”
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
Ordinance 640
Page 2 of 2
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
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.
: SEVERABILITY CLAUSE
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 28TH
DAY OF JUNE 2010.
____________________________________
Laura Wheat, Mayor
ATTEST:
_____________________________ ____________________________________
Kelly Edwards, Town Secretary Thomas Brymer, Town Manager
APPROVED AS TO LEGAL FORM:
____________________________
L. Stanton Lowry, Town Attorney
GRAND I.OIDGE
INDDPDNDDNT ORIDDR. OFTTID ODD IEII.{)WS OFMXAS
-INSTITUTED 1841-
3324 WEST SECOND AVENUE
CORSICANA, TEXAS 75110
(903) 872-7438
(800) 2ee-7438
FAX (903) 872-7277
May 12, 20LO
Mr. Troy Meyer, Director
Facilities, Parks, & Recreat j-on
Town of Westlake
3 Village Circ1e, Suite #202
Westlake, TX 76262
Dear Mr. Meyer:
Thank you for your letter of April 27, 2010 concerning the cemetery
property formerly owned by the Roanoke I.O.O.F. Lodge No. 42L.
During a meeting of the Grand Lodge Board of Trustees held May 8th,
the Board members approved your request to use I.O.O.F. as part of
the new name for the cemetery. As a matter of information, when
the property was deeded over to the I.O.O.F. Cemetery Association
in 2003, a clause was inserted in the deed to insure that the
I.O.O.F. sign above the entrance to the cemetery would be
maintained.
We are proud that the Independent Order of Odd Fellows will
continue Eo be linked to this historic site.
Sincerely,
ATTEST:.Terry D. Curtis, Chairman
Grand Lodge Board of Trustees
WE^L
.fames Curti-s
Grand Secretary
,JDC/nc
Memo
Town of Westlake
To: Honorable Mayor and Members of the Town Council
From: Jarrod Greenwood, Public Works Director
Subject: Regular meeting of June 28, 2010
Date: June 3, 2010
Consider a Resolution authorizing the Town Manager to enter into an agreement with Vaquero
HOA for sanitary sewer services related to the discharge of effluent from Vaquero Golf Club’s
water treatment equipment.
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
Over the last several months Town staff has worked with the Vaquero HOA and golf course
personnel on potential options to dispose of the effluent from the then proposed water treatment
equipment. Of the alternatives explored, it was determined the most feasible was to discharge
into the Town’s sanitary sewer. The proposed agreement includes specific conditions which the
Golf Club must adhere to in order to continue sewer service.
BACKGROUND
The proposed agreement will generate approximately $25,000 annually for the Utility Fund.
However, the water treatment equipment will eliminate water purchased from Westlake, thereby
reducing the amount of annual water revenue by approximately $150,000.
FUNDING
Staff recommends approval.
RECOMMENDATION
Resolution
ATTACHMENTS:
Exhibit A – Vaquero Sewer Service Agreement
Attachment A
Attachment B
Attachment C
Resolution 10-12
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 10-12
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, ENTERING INTO AN AGREEMENT WITH VAQUERO HOA, FOR
SANITARY SEWER SERVICES RELATED TO THE DISCHARGE OF EFFLUENT
FROM VAQUERO GOLF CLUB’S WATER TREATMENT EQUIPMENT; AND
AUTHORIZING THE TOWN MANAGER TO EXECUTE THE AGREEMENT ON
BEHALF OF THE TOWN OF WESTLAKE, TEXAS.
WHEREAS, the Owner is desirous of connecting to the Town’s sanitary sewer
collection system and discharging waste water effluent from water treatment equipment located
at 1420 Post Oak Place, commonly referred to as the Golf Maintenance Facility (see Exhibit
“A”); and
WHEREAS, the Town Council find that providing sewer service provides sound
infrastructure planning consistent with goals and objectives within the adopted strategic plan;
and
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the public.
WHEREAS, the Town is agreeable to the sewer service connection pursuant to the
stipulations set forth in the Sanitary Sewer Services Agreement.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1.
All matters stated in the Recitals above are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
SECTION 2.
The Town Council of the Town of Westlake hereby approves the Sanitary
Sewer Services Agreement, for the provision of sanitary sewer services from the water treatment
equipment located at 1420 Post Oak Place, attached as Exhibit “A”, and further authorizes the
Town Manager to execute the agreement on behalf of the Town of Westlake, Texas.
SECTION 3
: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 10-12
Page 2 of 2
SECTION
4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 28TH
DAY OF JUNE, 2010.
___________________________________
Laura Wheat, Mayor
ATTEST:
______________________________ __________________________________
Kelly Edwards, Town Secretary Tom Brymer, Town Manager
APPROVED AS TO FORM:
______________________________
L. Stanton Lowry, Town Attorney
EXHIBIT “A”
VAQUERO GOLF CLUB
SANITARY SEWER SERVICE AGREEMENT
THIS SANITARY SEWER SERVICE AGREEMENT (the “Agreement”) made and entered into
this _____day of , 2010
, by and between the Town of Westlake, Texas, herein referred
to as the "Town" and Vaquero Golf Club, herein referred to as the "Owner";and
WHEREAS, the Owner is desirous of connecting to the Town’s sanitary sewer collection system
and discharging waste water effluent from water treatment equipment located at 1420 Post Oak
Place, commonly referred to as the “Vaquero Golf Maintenance Facility”; and
WHEREAS, the ability for the Owner to connect to the Town’s sanitary sewer collection system
will provide benefits to the entire community of residents and property owners in the residential
community known as “Vaquero”; and
WHEREAS, the Town and Owner are agreeable to the sewer service connection and
requirements pursuant to the terms and conditions set forth in this Agreement.
NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:
1. The Town gives permission for the Owner to make a connection to the Town’s sanitary sewer
and discharge effluent from water treatment equipment located at 1420 Post Oak Place. This
permission is subject to effluent meeting all Federal, State, and local regulations ,now and in the
future, affecting design, construction, operation, maintenance, and use of the Town’s sanitary
sewer system and upon approval by the Town of a Water/Sewer application from the Owner.
2. The Owner shall, at its sole expense, obtain all necessary permits and install the sanitary sewer
from the property to the Town's sanitary sewer as shown on attached Exhibit “A”, all to the
satisfaction of the Town. All costs of connecting to the sanitary sewer from the property
described above to the Town's sanitary sewer shall be borne by the Owner.
3. The Owner agrees to allow periodic inspection by Town employees or authorized agents of the
sanitary sewer system, physical facility, water treatment equipment maintenance and water
production records related to volumes and chemical composition. Inspections shall be conducted
during normal business hours with seventy two (72) hours advance notice. Notwithstanding the
above, should the Town deem a matter to be an emergency, the Town shall not be required to
give seventy two (72) hours notice. In the case of an emergency, to be determined by the sole
decision of the Town, advance notice will be that which is determined by the Town to be
sufficient and necessary.
4. The Owner agrees to provide the reports to the Town as identified in Attachment “B” of this
Service Agreement in a timely manner. All costs and reporting associated with this agreement
shall be the sole cost of the Owner. The Town has a right to require additional reporting as
necessary due to changes in the chemical composition of the water treatment effluent. The
Owner shall provide the Town with a base line (benchmark) chemical composition for the
effluent that will illustrate the known constituents and their levels of occurrence in the
discharged wastewater effluent. Failure to comply shall be deemed as non-compliance and
subject to disconnection.
5. The Owner agrees in return for receiving sewerage treatment service from the Town to pay the
monthly minimum sewerage service fee connection and the sewer volume rate as set by the
Town and in accordance with Attachment “C” of this Service Agreement. The fees shall be
calculated in compliance with the latest revision of the Town’s Ordinances for water and sewer
rates.
6. If at any time in the future, State or Federal regulations require owner to become a permitted
discharger, the Owner acknowledges and consents with the conversion of this sanitary sewer
service to a permitted discharge as may be necessary, and as such, will be regulated and charged
based on any ordinance(s) for permitted wastewater discharges.
7. This Service Agreement shall not create a joint venture, partnership, or Master/Servant, agency
or subcontractor relationship between the Town and Owner.
8. Amendment
. This Service Agreement can only be amended in writing by the Town Council and
Owner.
9. Sole Agreement.
10. No assignment by the owner hereto of any rights under or interests in the Service Agreement
will be binding on another party hereto without the prior written consent of the Town sought to
be bound, and specifically but without limitation moneys that may become due and moneys that
are due may not be assigned without such consent (except to the extent that the effect of this
restriction may be limited by law), and unless specifically stated to the contrary in any written
consent to an assignment, no assignment will release or discharge the assignor from any duty or
responsibility under the Service Agreement.
This Service Agreement consists of the sole and only Sewer Service Agreement
of the parties and supersedes any prior understanding or written or oral agreements between the
parties respecting the permit to connect and discharge effluent from the aforementioned water
treatment equipment.
11. The Town and Owner each binds itself, its partners, successors, assigns and legal representatives
to the other party hereto, its partners, successors, assigns and legal representatives in respect of
all covenants, agreements and obligations contained in the Service Agreement.
12. The Town shall have the absolute right to terminate this Agreement based on any of the
following: a. for any breach of this Agreement by the Owner which shall remain uncured to the
sole satisfaction of the Town for more than thirty (30) days; b. any rule, order, statute, decree,
law or other official determination that any portion of this Agreement, or the authorizations
contained herein, are no longer allowed or deemed to be non-compliant; c. the Town’s regional
wastewater treatment provider no longer allows the effluent or discharges as contemplated by
this Agreement; or d. the unilateral determination of the Town for its own convenience.
13. Any change to the water treatment equipment that results in an increase of effluent discharge will
require modification to this agreement and attachments (for calculation of charges).
IN WITNESS WHEREOF, Town and Owner have signed ______ copies of the Service
Agreement. ________ counterparts each have been delivered to Town and Owner.
This agreement will be effective on the _________ day of ___________________, 2010.
TOWN: OWNER:
Town of Westlake, Texas ________________________
By: _____________________________ By: ____________________________
Tom Brymer, Town Manager
ATTEST: ________________________ ATTEST: ___________________________
Kelly Edwards, Town Secretary
Address for giving notices: Address for giving notices:
3 Village Circle, Suite 202 _________________________
Westlake, Texas 76262 ___________________________
List name of person to whose attention
notices are to be sent:
________________________
ATTACHMENT “A”
VAQUERO GOLF CLUB
SEWER SERVICE AGREEMENT
Equipment location and sanitary sewer connection map
ATTACHMENT “B”
VAQUERO GOLF CLUB
SEWER SERVICE AGREEMENT
Water Treatment Effluent Reports
• Effluent constituent levels to establish a baseline (benchmark)
• Monthly Water Treatment equipment operations and maintenance logs:
o Filter change/cleaning
o Chemical use
o Produced water volume
o Equipment run times
ATTACHMENT “C”
VAQUERO GOLF CLUB
SEWER SERVICE AGREEMENT
Sanitary Sewer rates and calculation methodology
• Monthly Minimum Charge
o The most current monthly minimum charges for sanitary sewer service based
on a 6” water service connection.
o The monthly minimum charge will be assessed for all twelve (12) months.
• Sewer Volume Rate
o The most current unit rate as established by the Town’s rate ordinance(s)
• Volume of Effluent
o Effluent from the water treatment equipment located at 1420 Post Oak Place
will only be discharged into the Town’s sanitary sewer system during the
months of and shall not exceed 25,000 gallons per day.
o The Town will use the 25,000 gallons per day for any day in which there is
effluent discharged in order to establish monthly volume charges.
o The discharge quantities may be revised at a later date with the installation of
Town approved metering equipment.
Page 1 of 2
Memo
Town of Westlake
To: Honorable Mayor and Members of the Board of Aldermen
From: Troy Meyer, Facilities and Recreation Director
Subject: Regular Meeting of June 28, 2010
Date: June 16, 2010
Consider a Resolution authorizing an agreement with Millican Well Service LLC to install a
water well on the Westlake Civic Campus.
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
The water well would be use as a secondary source of water for the irrigation system at the 23
acre Westlake Academy campus. The well would be located on the northwest corner of the
retention pond, which is used for irrigation. The well would provide irrigation for the
landscaping on campus, soccer and football fields. The Sam & Margaret Lee Arts and Sciences
Center uses the Town water due to the distance from the pumps. Once the parking lot project is
completed staff will assess the irrigation system to confirm if the current irrigation pumps can
provide water to the A & S Center and new parking area.
BACKGROUND
The 08-09 annual water bills for Westlake Academy were $25,000 and the estimated cost for the
09-10 is to be at $23,000. It would take just over two (2) years to see the Town's return on
investment for the project. The total budget is $60K.
Bid notices were posted on May 29, 2010 and May 30, 2010. After the notices were posted in
the Star-Telegram, staff contacted five water well contractors to notify them of the project. The
bid opening was held on Monday, June 14th
. Millican Well Service was the only contractor who
submitted a bid for this project. The total amount of the bid was $44,884.50. An estimated $12K
will be needed to provide the well with power and landscaping around the well head.
Approve the agreement between the Town of Westlake and Millican Well Service LLC.
RECOMMENDATION
Page 2 of 2
The funds for the agreement are included in the adopted FY 2009-10 Town budget with a total
budgeted amount of $60,000.
FUNDING
Resolution
ATTACHMENTS
Exhibit A- The agreement for the installation of the water well for the Westlake Academy
campus.
Resolution 10-13
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 10-13
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, ENTERING INTO AN AGREEMENT WITH MILLICAN WELL SERVICE
LLC., FOR INSTALLATION OF A WATER WELL ON THE WESTLAKE CIVIC
CAMPUS.
WHEREAS, the Town Council find that install the water well on the civic campus
support good environmental stewardship: and
WHEREAS, the Town Council find that install the water well will reduce the cost of
monthly bill; and
WHEREAS, the cost to install the water well are included in the adopted FY 2009-2010
budget.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1:
All matters stated in the Recitals above are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
SECTION 2:
The Town Council of the Town of Westlake hereby approves the contract
with Millican Well Service LLC., to install a water well on the Westlake Civic Campus, attached
as Exhibit “A”, and further authorizes the Town Manager to execute the agreement on behalf of
the Town of Westlake, Texas.
SECTION 3
: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 10-13
Page 2 of 2
SECTION
4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 28TH
DAY OF JUNE, 2010.
____________________________
Laura Wheat, Mayor
ATTEST:
________________________________ _____________________________
Kelly Edwards, Town Secretary Tom Brymer, Town Manager
APPROVED AS TO FORM:
___________________________
L. Stanton Lowry, Town Attorney
Page 1 of 3
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Troy J. Meyer, Director of Facilities and Recreation
Subject: Town Council meeting June 28, 2010
Date: June 10, 2010
Consider a resolution authorizing an agreement with Hadden, Cable Electrical and Gilco
Contracting Inc. for Parking lot Expansion project -at the Sam & Margaret Lee Arts and Sciences
Center and authorize Town Manager to approve change orders not to exceed $25,000.00.
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
At the April 19, 2010 workshop, staff presented an update on the Sam and Margaret Lee Arts
and Sciences Center. Reported was a project saving of approximately $325,522, of 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 retainers and $21,200 in soft cost.
BACKGROUND
Staff identified the three (3) following options for use of the estimated $325,522 savings on this
project.
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.
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.
Page 2 of 3
The Council approved to use the savings for expansion of the A&S Center parking area to the
west, due to the growth of the school, large events on campus, and to provide additional parking
for student drivers. The original parking lot was reduced to get the project within the 5.1 million
dollar budget.
The staff entered into an agreement with Pate engineering to design and expand the parking area
to the west of the A&S Center for $21,000. Bid notices were posted on May 29th
& 30th.
Fourteen (14) contractors attended the pre-bid meeting held on June 7, 2010. The contractors
were informed that the size of the project may be reduced due to the limited funds available for
the project. Contractors where given the option to bid on the all three (3) proposals, which
include paving & utilities, landscaping and electrical or just one. The following contractors had
the lowest bid for each section.
• GILCO- Paving & Utilities $219,471
• Hadden-Landscaping $36,159
• Cable Electrical $44,900
• Engineering cost $21,000
• Soil test $8,000
• Construction staking and fill dirt $8,000
• Contingency
Total $349,530
$12,000
Total budget for the project is $276,062.
The total bid for the project is $73,468 over the cost saving designated for the A&S project.
Therefore, staff will meet with all contractors for the paving, landscaping and electrical - to
reduce
To ensure the project stays within the estimated $276,062 in cost saving designated for the A&S
project, staff is working on three change orders to reduce the cost of the project which will be
presented on June 28th
Town Council meeting and include the following items;
1. Reduce the paving & utility agreement with Gilco Contractors by $219,471. This will
reduce the number of 128 parking spaces to approximately 50 spaces.
2. Reduce the electrical agreement with Cable Electric Inc., from $44,900. Cost savings by a
reduction in the number of lighting fixture not needed due to the reduction of the size of the
parking area reduced as mention above.
3. Reduce the landscaping agreement with Hadden from $36,159. By reducing the size of the
parking this lowers the amount of landscaping needed around the project. The project will
be compliant with all of the Town ordinances and building codes.
Page 3 of 3
The cost saving from the A&S Center will fund the project. The current funds available are
$297,062. There are approximately $21,000 in outstanding invoices which include landscaping,
audio visual, design fee and classroom supplies.
FUNDING
To approve contract with Hadden Landscaping, Cable Electrical and Gilco from the Sam &
Margaret Lee Arts and Sciences Center parking lot expansion project and authorize town
manager to approve change orders not to exceed $25,000.00.
RECOMMENDATION
Drawings
ATTACHMENTS:
Resolutions for each Contract
Contract agreements and Bid results.
Resolution 10-14
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO 10-14
AUTHORIZING THE APPROVAL OF A CONTRACT WITH GILCO CONTRACTING,
INC., FOR INSTALLING OF THE PARKING PAVEMENT AND UTILITIES FOR THE
PARKING LOT EXPANSION OF THE SAM & MARGARET ARTS AND SCIENCES
CENTER PROJECT LOCATED ON THE WESTLAKE CIVIC CAMPUS; AND
AUTHORIZE TOWN MANAGER TO APPROVE CHANGES ORDERS NOT TO
EXCEED $25,000.00.
WHEREAS, the Town of Westlake is working to become leaders in premier educational
facilities and programs; and
WHEREAS, Westlake desires to produce well educated future leaders and thinkers; and
WHEREAS, Westlake desires to be business partners with Westlake Academy; and
WHEREAS, the Town Council finds that the parking lot expansion for the Sam &
Margaret Lee Arts and Science Center benefits the public and is in the best interest of the public,
citizens of Westlake, Westlake Academy students and visitor; and
WHEREAS, the Town Council finds that the parking lot expansion for the Sam &
Margaret Lee Arts and Science Center is necessary for the enhancement of the Civic Campus.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1
are incorporated herein by reference as if copied in their entirety.
: All matters stated in the Recitals above are found to be true and correct and
SECTION 2:
The Town Council of the Town of Westlake hereby approves the contract
with Gilco Contracting, Inc; authorize Town manager to approve changes orders not to exceed
$25,000.00 and to execute the contract relating to the parking lot expansion for the Sam &
Margaret Lee Arts and Science Center construction at the Civic Campus, attached hereto as
Exhibit “A”.
SECTION 3
: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 10-14
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 28TH
DAY OF JUNE 2010.
____________________________________
ATTEST: Laura Wheat, Mayor
____________________________ ____________________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
Resolution 10-15
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO 10-15
AUTHORIZING THE APPROVAL OF A CONTRACT WITH HADDEN, FOR
INSTALLING OF THE IRRIGATION SYSTEM AND LANDSCAPING FOR THE
PARKING LOT EXPANSION OF THE SAM & MARGARET ARTS AND SCIENCES
CENTER PROJECT LOCATED ON THE WESTLAKE CIVIC CAMPUS; AND
AUTHORIZE TOWN MANAGER TO APPROVE CHANGE ORDERS NOT TO
EXCEED $25,000.00.
WHEREAS, the Town of Westlake is working to become leaders in premier educational
facilities and programs; and
WHEREAS, Westlake desires to produce well educated future leaders and thinkers; and
WHEREAS, Westlake desires to be business partners with Westlake Academy; and
WHEREAS, the Town Council finds that the parking lot expansion for the Sam &
Margaret Lee Arts and Science Center benefits the public and is in the best interest of the public,
citizens of Westlake, Westlake Academy students and visitor.; and
WHEREAS, the Town Council finds that the parking lot expansion for the Sam &
Margaret Lee Arts and Science Center is necessary for the enhancement of the Civic Campus.
.NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1
: All matters stated in the Recitals above are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
SECTION 2:
The Town Council of the Town of Westlake hereby approves the contract
with Hadden; authorizes Town Manager to approve change order not to exceed $25,000.00. and
further authorizes the Town Manager to execute the contract relating to the parking lot expansion
for the Sam & Margaret Lee Arts and Science Center construction at the Civic Campus, attached
hereto as Exhibit “A”.
SECTION 3
: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 10-15
Page 2 of 2
SECTION 4
: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 28TH
DAY OF JUNE 2010.
____________________________________
ATTEST: Laura Wheat, Mayor
______________________________ ____________________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
______________________________
L. Stanton Lowry, Town Attorney
Resolution 10-16
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO 10-16
AUTHORIZING THE APPROVAL OF A CONTRACT WITH CABLE ELECTRIC,
INC., FOR INSTALLING OF THE LIGHTING PACKAGE FOR THE PARKING LOT
EXPANSION OF THE SAM & MARGARET ARTS AND SCIENCES CENTER
PROJECT LOCATED ON THE WESTLAKE CIVIC CAMPUS; AND AUTHORIZE
TOWN MANAGER TO APPROVE CHANGES ORDERS NOT TO EXCEED $25,000.00.
WHEREAS, the Town of Westlake is working to become leaders in premier educational
facilities and programs; and
WHEREAS, Westlake desires to produce well educated future leaders and thinkers; and
WHEREAS, Westlake desires to be business partners with Westlake Academy; and
WHEREAS, the Town Council finds that the parking lot expansion for the Sam &
Margaret Lee Arts and Science Center benefits the public and is in the best interest of the public,
citizens of Westlake, Westlake Academy students and visitor; and
WHEREAS, the Town Council finds that the parking lot expansion for the Sam &
Margaret Lee Arts and Science Center is necessary for the enhancement of the Civic Campus.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1
are incorporated herein by reference as if copied in their entirety.
: All matters stated in the Recitals above are found to be true and correct and
SECTION 2:
The Town Council of the Town of Westlake hereby approves the contract
with Cable Electric, Inc; authorizes Town Manager to approve change orders not to exceed
$25,000.00, and further authorizes the Town Manager to execute the contract relating to the
parking lot expansion for the Sam & Margaret Lee Arts and Science Center construction at the
Civic Campus, attached hereto as Exhibit “A”.
SECTION 3
: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 10-16
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 28TH
DAY OF JUNE 2010.
____________________________________
ATTEST: Laura Wheat, Mayor
_______________________________ ____________________________________
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: Jarrod Greenwood, Public Works Director
Subject: Regular meeting of June 28, 2010
Date: June 3, 2010
Consider a Resolution authorizing the Town Manager to enter into an Inter-local
Agreement with Tarrant County for Dove Road pavement and drainage ditch repairs.
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
Several drainage ditches along Dove Road have eroded to the point where they have
compromised the integrity of the roadway, causing pavement failures, and creating a
safety hazard for the travelling public. Some ditches have silted in and do not convey
storm water runoff. This creates a hazardous situation as excess water is forced onto the
roadway. Tarrant County will regrade the ditches to remove dirt and install some road
base and asphalt along portions along the roadway that have eroded.
The proposed work is anticipated to cost $11,000 and is included in the adopted FY 09/10
budget.
FUNDING
Staff recommends approval.
RECOMMENDATION
Resolution
ATTACHMENTS:
Exhibit A – Tarrant County ILA
Resolution 10-17
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 10-17
A RESOLUTION OF THE TOWN OF WESTLAKE TOWN COUNIL OF THE TOWN
OF WESTLAKE, TEXAS, ENTERING INTO AN INTER-LOCAL AGREEMENT WITH
TARRANT COUNTY, TEXAS REGARDING DOVE ROAD PAVEMENT AND
DRAINAGE DITCH REPAIRS; AND AUTHORIZING THE TOWN MANAGER TO
EXECUTE THE AGREEMENT OF BEHALF OF THE TOWN OF WESTLAKE,
TEXAS.
WHEREAS, Westlake desires to maintain public drainage facilities; and,
WHEREAS, the Town Council finds that the inter-local agreement and drainage
improvements benefit the public; and
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the public.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1:
That, all matters stated in the Recitals hereinabove are found to be true
and correct and are incorporated herein by reference as if copied in their entirety
SECTION 2:
THAT, the Town Council of the Town of Westlake, Texas, hereby
approves the Inter-Local Agreement with the Tarrant County relating to the provision of
pavement and drainage ditch repairs, attached hereto as Exhibit “A”, and further authorizes the
Town Manager to execute said agreement on behalf of the Town of Westlake, Texas.
SECTION 3
: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION
4: That this resolution shall become effective from and after its date of
passage.
Resolution 10-17
Page 2 of 2
PASSED AND APPROVED ON THIS 28TH
DAY OF JUNE 2010.
ATTEST: _____________________________
Laura L. Wheat, Mayor
____________________________ ______________________________
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: Jarrod Greenwood, Public Works Director
Subject: Regular meeting of June 28, 2010
Date: June 3, 2010
Consider a Resolution to enter into an agreement for the installation of water line improvements
in Stagecoach Hills with Rodgers Construction Company and authorizing the Town Manager to
execute the agreement on behalf of the Town of Westlake.
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
The Town acquired several water service areas from the City of Keller in 2001. The
purchase agreement stipulated a transition of water lines from the City of Keller’s water system
to the Town of Westlake’s water system to occur within three years. The existing waterlines
within Stagecoach Hills are still connected to the City of Keller and include some that are well
past their service life or not large enough to provide adequate fire protection. The integration of
Stagecoach Hills into the Town’s water system will occur in two phases, with the first being the
replacement of the existing 2” and 4” water lines within the neighborhood with either 6” or 8”
waterlines. The second phase will connect the proposed improvements in Stagecoach Hills to an
existing Town of Westlake 20” waterline on Roanoke road near the Chrysler Financial facility.
BACKGROUND
Staff anticipated this capital project and included the costs for construction in the current
fiscal year budget.
The project was bid with a total of nine companies submitting bids. The proposed
agreement will provide the installation of waterline improvements in Stagecoach Hills and is
expected to take 90 working days to complete.
The proposed contract amount of $223,711.44 (see attachment A) was included in the
adopted FY 09/10 budget. Funding for this project will be from the Utility Fund balance.
FUNDING
Staff recommends approval.
RECOMMENDATION
Resolution
ATTACHMENTS:
Proposed agreement with Rodgers Construction Company
Resolution 10-18
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 10-18
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, ENTERING INTO AN AGREEMENT WITH RODGERS CONSTRUCTION
COMPANY FOR THE INSTALLATION OF WATERLINE IMPROVEMENTS IN
STAGECOACH HILLS; AND AUTHORIZING THE TOWN MANAGER TO EXECUTE
THE AGREEMENT ON BEHALF OF THE TOWN OF WESTLAKE, TEXAS.
WHEREAS, the state requires water purveyors to provide a safe and adequate supply of
water to citizens and water customers within their geographic service area; and
WHEREAS, certain sections of waterlines within the Town’s distribution system have
deteriorated to a point where they have required numerous repairs and compromise the efficiency
of Town operations; and
WHEREAS, the Town Council find that replacing the waterlines within Stagecoach
Hills is sound infrastructure planning consistent with goals and objectives within the adopted
strategic plan; and
WHEREAS, the Town Council find that replacing the waterlines within Stagecoach
Hills works to achieve the Town’s desire to provide safe drinking water; and
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the public.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL TO THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1.
That, the above findings are hereby found to be true and correct and are
incorporated herein in the entirety.
SECTION 2.
That, the Town Council of the Town of Westlake, Texas, hereby approve
the agreement with Rodgers Construction Company relating to the construction of the
Stagecoach Hills waterline improvements attached hereto as Exhibit “A”; and further authorizes
the Town Manager to execute said agreement on behalf of the Town of Westlake, Texas.
SECTION 3.
That, the construction cost of this project, has been included in the
2009/2010 adopted budget.
SECTION 4
: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 10-18
Page 2 of 2
SECTION 5
: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 28TH
DAY OF JUNE 2010.
__________________________________
Laura Wheat, Mayor
ATTEST:
______________________________ __________________________________
Kelly Edwards, Town Secretary Tom Brymer, Town Manager
APPROVED AS TO FORM:
______________________________
L. Stanton Lowry, Town Attorney
Memo
Town of Westlake
To: Honorable Mayor and Council Members
From: Kelly Edwards, Town Secretary
Subject: Meeting of June 28, 2010
Date: June 16, 2010
Consider a Resolution reappointing and appointing members to Boards, Commissions,
and Committees.
ITEM
Members with expiring terms have been contacted by the Town Secretary’s office and
asked to respond as to their desire to continue to serve as a board, commission or
committee member. The attached spreadsheet indicates the names of the board,
commissions, and committee members and their current status or new applicants that
wish to fill vacancies.
BACKGROUND
Please note that there are open positions on a few of the Boards, and you may also wish
to make appointments to fill those vacancies at this time as well as consider new
appointments.
Consider reappointments and appointments to the Town’s Boards, Commissions, and
Committees.
RECOMMENDATION
N/A
FUNDING
Board spreadsheet
ATTACHMENTS
Resolution
Resolution 10-19
Page 1 of 5
TOWN OF WESTLAKE
RESOLUTION NO. 10-19
REAPPOINTING AND APPOINTING MEMBERS TO THE 4B ECONOMIC
DEVELOPMENT BOARD; WESTLAKE HISTORICAL PRESERVATION SOCIETY;
PLANNING AND ZONING COMMISSION; PUBLIC ART SOCIETY OF WESTLAKE;
TEXAS STUDENT HOUSING AUTHORITY BOARD OF DIRECTORS; THE TEXAS
STUDENT HOUSING CORPORATION; THE TEXAS STUDENT HOUSING
CORPORATION – DENTON PROJECT; THE TEXAS STUDENT HOUSING
CORPORATION – COLLEGE STATION PROJECT; AND THE WESTLAKE
ACADEMY FOUNDATION, AND RESOLVING RELATED MATTERS.
BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS:
SECTION 1:
That, all matters stated in the Recitals hereinabove are found to be true
and correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2:
THAT the following individuals are hereby appointed/reappointed to
the 4B Economic Development Board:
Laura Wheat, Mayor June 2011
Term Expiration
Carol Langdon, Council Member June 2011
Tim Brittan, Council Member June 2011
Rick Rennhack, Council Member June 2011
David Brown, Non-Council Member June 2011
Vacant, Non-Council Member June 2011
Vacant, Non-Council Member June 2011
As a result of the appointments heretofore stated, the 4B Economic Development
Board is represented by the following:
Laura Wheat, Mayor June 2011
Term Expiration
Carol Langdon, Council Member June 2011
Tim Brittan, Council Member June 2011
Rick Rennhack, Council Member June 2011
David Brown, Non-Council Member June 2011
Gregg Malone, Non-Council Member June 2011
Vacant, Non-Council Member June 2011
Resolution 10-19
Page 2 of 5
SECTION 3: THAT the following individuals are hereby appointed/reappointed to
the Westlake Historical Preservation Society:
Term Expiration
Kristi Layton June 2012
Karen Stoltenberg June 2012
Joyce Roach June 2012
Sharon Sanden June 2012
Vacant June 2010
Vacant June 2011
As a result of the appointment heretofore stated, the Westlake Historical
Preservation Society is represented by the following:
Term Expiration
Sharon Sanden June 2012
Kristi Layton June 2012
Karen Stoltenberg June 2012
Joyce Roach June 2012
Stephen Thornton June 2013
Bert Schultz June 2013
Vacant June 2011
Vacant June 2011
Vacant June 2013
Vacant June 2013
SECTION 4: THAT the following individuals are hereby appointed reappointed to
the Planning and Zoning Commission:
Term Expiration
Wayne Stoltenberg June 2010
Walter Copeland June 2010
Allen Heath June 2010
William Greenwood June 2011
Sharon Sanden June 2011
As a result of the appointments heretofore stated, the Planning and Zoning
Commission is represented by the following:
Term Expiration
William Greenwood June 2011
Sharon Sanden June 2011
Wayne Stoltenberg June 2012
Walter Copeland June 2012
Allen Heath June 2012
Resolution 10-19
Page 3 of 5
SECTION 5: THAT the following individuals are hereby appointed/reappointed to
the Westlake Public Art Society:
Term Expiration
Kay Anderson June 2010
Michelle Corson June 2010
Leah Rennhack June 2010
Debra Hale June 2010
Mike Silliman June 2010
Dave Rollins June 2011
Shannon LaRue June 2011
Kelly Cox June 2010
Vacant June 2011
Vacant June 2011
As a result of the appointment heretofore stated, the Westlake Public Art Society is
represented by the following:
Term Expiration
Dave Rollins 2 yr term June 2011
Shannon LaRue 2 yr term June 2011
Trish Biddle 1 yr term June 2012
Debra Hale 2 yr term June 2012
Kelly Cox 2 yr term June 2010
Vanessa Swarovski-Peidra 2 yr term June 2011
Leah Rennhack 3 yr term June 2013
Vacant 1 yr term June 2011
Vacant 1 yr term June 2011
Vacant 3 yr term June 2013
(Board Liaison)
Staff Liaison Town Manager or his appointee
SECTION 6: THAT the following individuals are hereby reappointed to the Texas
Student Housing Authority, the Texas Student Housing Corporation, the Texas Student Housing
Corporation – Denton Project, the Texas Student Housing Corporation – College Station Project;
Term Expiration
Jim Carter June 2010
Jac Irvine June 2010
Jill McKean June 2010
Chuck Schultz June 2011
George Ledak June 2011
Vacant June 2010
Vacant June 2011
Resolution 10-19
Page 4 of 5
As a result of the appointments heretofore stated, the Texas Student Housing
Authority, the Texas Student Housing Corporation, the Texas Student Housing Corporation
– Denton Project, the Texas Student Housing Corporation – College Station Project are
represented by the following:
Term Expiration
Jim Carter June 2012
Jill McKean June 2012
Jac Irvine June 2012
Gregg Malone June 2012
George Ledak June 2011
Chuck Schultz June 2011
Vacant June 2011
SECTION 7: THAT the following individuals are hereby appointed/reappointed to the
Westlake Academy Foundation Board of Directors:
Term Expiration
Leah Rennhack June 2010
Vacant June 2010
Julie Timmerman June 2010
Chris Noonan June 2010
Bill Greenwood June 2010
Dr. Shezad Malik June 2010
Jeff Ryan June 2010
Deborah Zielger June 2010
George Ledak June 2011
Jack Risenhoover June 2011
Leigh Sander June 2011
Kelly Cox June 2011
Karen Osborne June 2011
Colleen Hess June 2011
As a result of the appointments heretofore stated, the Westlake Academy Foundation is
represented by the following:
Term Expiration
Leah Rennhack June 2012
Casey Paulson June 2012
Kelly Cox June 2012
Deborah Zielger June 2012
Bill Greenwood June 2012
George Ledak June 2011
Jack Risenhoover June 2011
Leigh Sander June 2011
Cathy Lee June 2011
Resolution 10-19
Page 5 of 5
Karen Osborn June 2011
Rob Scott June 2011
Vacant June 2012
Rich Mueller Term as Chr. of HOC – June 2011
SECTION 8: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION 9: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 28 DAY OF JUNE 2010.
ATTEST: _____________________________
Laura Wheat, Mayor
______________________________ ______________________________
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: Eddie Edwards, Director of Planning and Development
Subject: Meeting of June 28, 2010
Date: June 22, 2010
Consider an ordinance for the adoption of the revised Boundary Map of the Town of Westlake
depicting all of the changes that have occurred to this date.
ITEM
This item supports the following Vision Point and Key Result Areas:
VISION POINT AND KEY RESULT AREAS
Inviting Residential & Corporate neighborhoods
o On-going comprehensive planning
Over the past several years there have been numerous disputes over the location of the boundary
of the Town of Westlake. Some properties were annexed into the Town of Westlake and others
were de-annexed. Town staff, attorney, and engineers have collaborated on preparing an exhibit
that accurately reflects the legal boundary of the Town of Westlake. The Metes and Bounds for
this exhibit was prepared by our engineer and reviewed by our attorney.
BACKGROUND
N/A
FUNDING
Staff recommends approval.
RECOMMENDATION
Ordinance
ATTACHMENTS
Boundary Map of the Town of Westlake
Metes and Bounds description of the boundary of the Town of Westlake
Ordinance 641
Page 1 of 2
TOWN OF WESTLAKE
ORDINANCE NO. 641
AN ORDINANCE OF THE TOWN OF WESTLAKE, TEXAS, ADOPTING
AN OFFICIAL TOWN LIMIT BOUNDARY MAP; RATIFYING AND
CONFIRMING ALL PRIOR ANNEXATIONS AND TOWN LIMIT
BOUNDARIES; PROVIDING FOR A SEVERABILITY CLAUSE;
PROVIDING FOR AN EFFECTIVE DATE; AND REPEALING ALL
ORDINANCES IN CONFLICT HEREWITH
WHEREAS, the Town of Westlake, Texas (the “Town
”) is a general law municipality
operating pursuant to the Constitution and laws of the State of Texas; and
WHEREAS, Section 41.001 of the Texas Local Government Code requires and
authorizes the Town to adopt an official map showing the municipal boundaries and
extraterritorial jurisdiction boundaries of the Town; and
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1:
That the above statements are found to be true and correct and are
incorporated into this Ordinance as if copied in their entirety.
SECTION 2:
That the official municipal boundary map of the Town (to be officially
titled “Official Town Limit Boundary Map of the Town of Westlake, Texas”) is hereby adopted
and same is shown on attached Exhibit “A”.
SECTION 3:
That all prior annexations of the Town are hereby ratified and confirmed
and depicted on attached Exhibit “B”.
SECTION 4: If any section, sentence, clause or phrase of this Ordinance be declared
unconstitutional for any reason, it shall not affect the constitutionality and the validity of any
other section, sentence, clause or phrase, and the Town Council declares that it would have
passed all other sections, sentences, clauses or phrases of this Ordinance notwithstanding the
unconstitutionality or invalidity or any paragraph, section, sentence, clause or phrase hereof.
Ordinance 641
Page 2 of 2
SECTION 5:
That this Ordinance shall become effective on the date of its passage.
DULY PASSED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, AT A DULY CALLED PUBLIC MEETING WITH A QUORUM OF THE
GOVERNING BODY PRESENT ON THE 28 DAY OF JUNE 2010.
______________________________
Laura Wheat, Mayor
ATTEST:
_______________________________ _______________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED:
______________________________
L. Stanton Lowry, Town Attorney
1
Memo
Town of Westlake
To: Honorable Mayor and Members of the Town Council
From: Tom Brymer, Town Manager
Subject: Regular Meeting of June 28, 2010
Date: June 24, 2010
Consideration and Discussion of Resolution 10-20, a Resolution Stating a Notice of Intent to
Implement a Property Tax; and Providing for Exemptions to the Property Tax, and Providing for
a Limitation on Taxes for the Disabled and Elderly; Providing for Collection of Taxes and a
Collection Fee; and Providing for Notice to be Sent to the Tarrant and Denton County Central
Appraisal Districts.
ITEM
This item supports the following Vision Point and Key Result Areas:
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
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 stewardship
o Infrastructure maintenance and planning
Hospitality Finds its Home in Westlake
o Citizen engagement and communication
o Historic Preservation
o Tourism development
BACKGROUND
: Over the last two (2) years, the Town Council has discussed the Town’s
financial sustainability. This discussion has been a focus at the Town Council’s strategic
planning retreats. The Town’s Strategic Plan identifies financial sustainability for the Town,
including Westlake Academy, as a strategic priority and it was discussed when a status report on
the strategic plan was provided to the Town Council earlier this year.
2
The five (5) year financial forecasts presented at the Town Council strategic planning retreats
and during the budget preparation process with the Town Council over the last two (2) fiscal
years clearly indicate that the Town’s financial position must be addressed in the near term. Not
only must it be addressed because expenditures are exceeding revenues, but perhaps most
importantly, fund balance will be expended and investment in infrastructure (capital
improvements and major maintenance) is being deferred (making infrastructure costs an
unfunded liability). All of these considerations combine to impact the levels of service provided
by the Town and thus, the quality of life for Westlake residents and businesses.
Current economic conditions have exacerbated the Town’s financial position (i.e. decline of sales
tax revenue) and spotlighted the limitations of the Town’s current revenue streams to fund Town
services, including Westlake Academy, at the current levels. Options for the Town to address its
financial sustainability both in terms of expenditures and revenues have been discussed on
numerous occasions as noted earlier. Most recently they were discussed at the Town Council’s
May 24 th
planning retreat, both as they relate to expenditures for service, but revenue sources as
well. The Town government has been open and transparent with its citizens and businesses
about the need to address the Town’s financial sustainability. This topic has been presented in
various Westlake Wire newsletter articles and was the focus of this year’s round of neighborhood
meetings with Westlake residents. The Town’s DirectionFinders citizens’ survey has also been
utilized as a tool to gather feedback from our residents about this issue.
The Town has never levied a municipal ad valorem (property) tax. The Town Council has
made no decisions related to such a tax. However, if the Town Council wishes to preserve
this as an option as part of addressing the Town’s sustainability in Fiscal Year 2010-11,
then the Town Council must adopt, prior to July 1, 2010, a Resolution 10-20 providing a
notice of intent to the Tarrant County Appraisal District. Town staff has been in close
consultation with the Town Attorney to insure all legal considerations are being made as
this matter has been researched.
If such a resolution is not passed, then it would be July
2011 before it could be considered again (as a part of the FY 11-12 Budget process), in turn
meaning that expenditure of the Town’s reserves would continue unless expenditures are
significantly reduced.
The Resolution also addresses granting a maximum homestead exemption and an
exemption for residents who are over 65 or disabled. The second exemption may not be
needed as Westlake has already granted a tax ceiling for that category. The Resolution also
includes a Freeport exemption. If the Council does not wish to have these exemptions or
wishes to change the amounts, please advise. As mentioned, the homestead exemption
shown is the maximum. Also, please be advised that the tax ceiling cannot be repealed or
revised at this point.
FUNDING
: N/A at this time.
3
RECOMMENDATION
: Consideration and adoption of Resolution 10-20 in order to preserve
and make available to the Town Council all options for FY 10-11 budget considerations during
August, when the proposed budget is deliberated by the Town Council.
ATTACHMENTS
• Exemptions Q & A
:
• Resolution 10-20; to be presented at the meeting.
Exemptions
http://www.window.state.tx.us/taxinfo/proptax/exmptns.html[6/24/2010 10:33:30 AM]
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Exemptions
Do I, as a homeowner, get a tax break from property taxes?
You may apply for homestead exemptions on your principal residence. Homestead exemptions remove part
of your home's value from taxation, so they lower your taxes.
For example, your home is appraised at $100,000, and you qualify for a $15,000 exemption (this is the
amount mandated for school districts), you will pay school taxes on the home as if it was worth only
$85,000. Taxing units have the option to offer a separate exemption of up to 20 percent of the total value.
Do all homes qualify for homestead exemptions?
No, only a homeowner's principal residence qualifies. To qualify, a home must meet the definition of a residence homestead: The home's
owner must be an individual (for example: not a corporation or other business entity) and use the home as his or her principal residence on
January 1 of the tax year. If you are age 65 or older, the January 1 ownership and residency are not required for the age 65 homestead
exemption.
What is a homestead?
A homestead can be a separate structure, condominium or a manufactured home located on owned or leased land, as long as the individual
living in the home owns it. A homestead can include up to 20 acres, if the land is owned by the homeowner and used as a yard or for
another purpose related to the residential use of the homestead.
What homestead exemptions are available?
There are several types of exemptions you may receive.
School taxes: All residence homestead owners may receive a $15,000 homestead exemption from their home's value for school taxes.
County taxes: If a county collects a special tax for farm-to-market roads or flood control, a residence homestead owner may receive a
$3,000 exemption for this tax. If the county grants an optional exemption for homeowners age 65 or older or disabled, the owners will
receive only the local-option exemption.
Age 65 or older and disabled exemptions: Individuals 65 and older and/or disabled residence homestead owners may qualify for a
$10,000 homestead exemption for school taxes, in addition to the $15,000 exemption for all homeowners. If the owner qualifies for
both the $10,000 exemption for 65 and older homeowners and the $10,000 exemption for disabled homeowners, the owner must
choose one or the other for school taxes. The owner cannot receive both exemptions.
Optional percentage exemptions: Any taxing unit-including a city, county, school, or special district-may offer an exemption of up to 20
percent of a home's value. But, no matter what the percentage is, the amount of an optional exemption cannot be less than $5,000.
Each taxing unit decides if it will offer the exemption and at what percentage. This percentage exemption is added to any other home
exemption for which an owner qualifies. The taxing unit must decide before July 1 of the tax year to offer this exemption.
Optional 65 or older or disabled exemptions: Any taxing unit may offer an additional exemption amount of at least $3,000 for
taxpayers age 65 or older and/or disabled.
How do I get a general $15,000 homestead exemption?
You may file an Application for Residential Homestead Exemption with your appraisal district for the $15,000 homestead exemption up to
one year after the taxes on the homestead are due. Once you receive the exemption, you do not need to reapply unless the chief appraiser
sends you a new application. In that case, you must file the new application. If you should move or your qualification ends, you must inform
the appraisal district in writing before the next May 1st. A list of appraisal district addresses and phone numbers is available online.
How do I get an additional $10,000 65 or older or disabled homestead exemption?
You may apply to the appraisal district up to one year after the date you turn 65 or qualify for disability, or up to one year after the taxes
are due, whichever is later. If your application is approved, you will receive the exemption for the entire year in which you turn 65 or
become disabled and for subsequent years as long as you own a qualified homestead. Beginning in 2005, if your date of birth was on your
original homestead application or other written correspondence to the appraisal district about your homestead you will automatically receive
the 65 or older exemption without applying, if you are entitled to the general homestead exemption.
How do I qualify for a disabled person's exemption?
Exemptions
http://www.window.state.tx.us/taxinfo/proptax/exmptns.html[6/24/2010 10:33:30 AM]
You are eligible for this exemption if you can't engage in gainful work because of a physical or mental disability or you are 55 years old and
blind and can't engage in your previous work because of the blindness. To qualify, you must meet the Social Security definition for disabled.
You qualify if you receive disability benefits under the federal Old Age, Survivors and Disability Insurance Program administered by the Social
Security Administration. Disability benefits from any other program do not automatically qualify you. To prove your eligibility, you may need
to provide the appraisal district with information on disability ratings from the civil service, retirement programs, or from insurance
documents, military records, or a doctor's statement.
What is the deadline for filing for a homestead exemption?
You may file for any homestead exemption up to one year after the delinquency date. The delinquency date is normally February 1st. If you
are 65 or older or disabled, you qualify for the exemption on the date you become 65 or become disabled. To receive the exemption for that
year, 65 or older or disabled homeowners must apply for the exemption no later than one year from the date you qualify or one year after
the delinquency date, whichever is later. If you miss the deadline you may apply for the following year.
May I continue to receive the residence homestead exemption on my home if I move away temporarily?
If you temporarily move away from your home, you may continue to receive the exemption if you do not establish a principal residence
elsewhere, you intend to return to the home, and you are away less than two years. You may continue to receive the exemption if you do
not occupy the residence for more than two years only if you are in military service or live in a facility providing services related to health,
infirmity or aging.
What is a homestead tax ceiling?
It is a limit on the amount of taxes you must pay on your residence. If you qualify your home for a 65 and older or disabled person
homestead exemption for school taxes, the school taxes on that home can't increase as long as you own and live in that home. The tax
ceiling is the amount you pay in the year that you qualified for the 65 or older or disabled person exemption. The school taxes on your
home may go below the ceiling but not above the amount of the ceiling. However, if you improve the home (other than normal repairs or
maintenance), the tax ceiling may go higher because of the new additions. For example, if you add on a garage or game room to the house
after you have established a tax ceiling, the ceiling will be adjusted to a higher level to reflect the value of that addition.
Does the school tax ceiling transfer when a person who is age 65 or older or is disabled or is the surviving
spouse (age 55 or older) of a person who was age 65 or older moves to another home?
A percentage of the school tax ceiling may be transferred.
The ceiling on the new home would be calculated to give you the same percentage of tax paid as the ceiling on the original home. For
example, if you currently have a tax ceiling of $100, but would pay $400 without the ceiling, the percentage of tax paid is 25 percent. If you
move to another home and the taxes on the new homestead would normally be $1,000 in the first year, the new tax ceiling would be $250,
or 25 percent of $1,000.
To transfer the school tax ceiling, you may request a certificate from the chief appraiser in the last appraisal district in which you received
the tax ceiling. You present the transfer certificate to the chief appraiser in the district where the new home is located, when you apply for
homestead exemptions on the new home.
If I am the surviving spouse of a disabled person, am I entitled to the school tax ceiling?
No, only surviving spouses (55 years of age or older) of persons who were 65 years of age or older when they died may benefit from the tax
ceiling.
If I am 65 years of age or older, disabled, or a surviving spouse who is age 55 or older, does a tax ceiling apply
to county, city or junior college district property taxes?
Yes, if the county commissioners court, city council or board of the junior college district authorizes a tax limitation on the homesteads of
persons 65 years of age or older or disabled. The taxing unit's governing bodies or voters (by petition and election) may adopt the
limitation. This local option exemption does not apply to other special districts such as water, hospital, etc.
Can the local option ceiling transfer if the owner who is age 65 or older or disabled moves to another home?
Yes, but the home must be located within the applicable taxing unit - city, county or junior college district. The ceiling on the new home is
calculated the same as the school district.
Can the local option ceiling transfer to another home owned by the surviving spouse who is 55 year of age or
older?
No, regardless of the underlying qualifications (65 and older or disabled person).
If I own only 50 percent of the home I live in, do I qualify for the residence homestead exemption on the
home?
Yes. However, if you qualify for a homestead exemption and are not the sole owner of the property to which the homestead exemption
applies, the exemption you receive is based on the interest you own. For example, you own a 50 percent interest in a homestead and will
receive one half, or $7,500, of a $15,000 homestead offered by a school district.
Is the disabled veteran's exemption the same as the disabled person's exemption?
No. To receive a disabled veteran exemption, you must either be a veteran who was disabled while serving with the U.S. armed forces or
the surviving spouse or child (under 18 years of age and unmarried) of a disabled veteran or of a member of the armed forces who was
killed while on active duty.
Exemptions
http://www.window.state.tx.us/taxinfo/proptax/exmptns.html[6/24/2010 10:33:30 AM]
In order to qualify for a disabled person exemption, you can't engage in gainful work because of physical or mental disability or you are 55
years old and blind and can't engage in your previous work because of your blindness. If you receive disability benefits under the federal Old
Age, Survivors and Disability Insurance Program administered by the Social Security Administration, you will qualify for the disabled person
exemption.
What is the amount of the disabled veteran's exemption?
The exemption amount that a qualified disabled veteran receives depends on the veteran's disability rating from the branch of the armed
service:
Disability Exemption
Disability Rating Exemption Amount
10% to 29%$5,000 from the property's value
30% to 49%$7,500 from the property's value
50% to 69%$10,000 from the property's value
70% to 100%$12,000 from the property's value
The disabled veteran must be a Texas resident and must choose one property to receive the exemption.
May I file for a disabled veteran's exemption after the deadline has passed?
Yes. The deadline for filing for a disabled veteran's exemption is between January 1 and April 30 of the tax year. However, you may file for
a disabled veteran's exemption up to one year from the delinquency date. To file for a disabled veteran's exemption, you must complete the
Application for Disabled Veteran's or Survivor's Exemptions form.
If I lease a vehicle that I use for personal purposes, do I have to pay property taxes on the vehicle?
In Texas, all property is taxable, unless exempt by state or federal law. Leased vehicles produce income for the leasing company and are
taxable to the leasing company. In many leasing contracts, companies require their lessees to reimburse them for property taxes assessed
on the vehicles.
Leased vehicles that are not held for the primary purpose of income production by the lessee may be exempted. These vehicles include
passenger cars or trucks with a shipping weight of not more than 9,000 pounds and leased for personal use. Personal use would mean using
the vehicle more than 50 percent of its use (based on mileage) for activities that do not involve the production of income. The exemption
applies only to vehicles subject to a lease entered into on or after January 2, 2001. Any leased vehicles contracted before January 2, 2001
would continue to be taxed. In addition, cities that passed an ordinance before January 1, 2002, could continue to tax personal leased
vehicles. The law was effective on January 1, 2002.
To qualify for the exemption, you must timely file an affidavit with the leasing company. You may print the Lessee's Affidavit of Primarily
Non Income Producing Vehicle Use form or the leasing company could provide one for you.
To receive the exemption, the leasing company must file a Lessor's Application for Personal Use Lease Automobile Exemptions with the
county appraisal district where the property is located before April 30 of each year. The exemption application should contain all vehicles that
are used primarily for personal use. If the leasing company does not file the application timely, the vehicle is not exempt for that year.
If a religious or charitable organization purchases property during the year, may the organization receive an
exemption on the new property for that year?
Yes. The religious or charitable organization may receive a property tax exemption for the year in which it purchases qualifying property. To
receive the exemption for that year, the organization has to file for the exemption within one year of acquiring the property.
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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 # 8 –
Executive Session
Town of Westlake
Item # 9 – 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 # 11 – Take any
Necessary Action, if
necessary
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 #11 - Future
Agenda Items
COUNCIL CALENDAR
- Newly Elected Official Training (TML – Irving)
July 23-24, 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 # 12 –
Council Calendar
Town of Westlake
Item # 13 –
Adjournment
Back up material has not
been provided for this item.