HomeMy WebLinkAbout08-11-08 TC Agenda PacketCOURT WESTLAKE TOWN HALL
3 VILLAGE CIRCLE
MUNICIPAL ROOM, i
!0
zrrr�z�
2. CITIZEN PRESENTATIONS: This is an opportunity for citizens to address the Board
on any matter whether or not it is posted on the agenda. The Board cannot by law take
action nor have any discussion or deliberations on any presentation made to the Board at
this time concerning an item not listed on the agenda. The Board will receive the
information, ask staff to review the matter, or an item may be noticed on a future agenda
for deliberation or action.
3. CONSENT AGENDA: All items listed below are considered routine by the Board of
Aldermen and will be enacted with one motion. There will be no separate discussion of
items unless a Board 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. Review and approve minutes of the Board of Aldermen regular meeting held on July
28, 2008.
Ci b. Consider a Resolution authorizing an agreement with Pivot Building Services and the
Town of Westlake for janitorial services at the Westlake Civic Campus.
c. Consider approval of a $624 Increase to the Town Manager's approved interim
housing allowance during his transition period to permanent housing for his
employment with the Town of Westlake.
Town of Westlake Board of Aldermen Page 2 of 2
Regular Meeting Agenda
August 11, 2008
4. PRESENTATION AND DISCUSSION OF A STATUS REPORT ON
CONSTRUCTION OF THE ARTS AND SCIENCES CENTER.
i i I �98
'
6. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or
Board meeting, under "Future Agenda Item Requests ", an agenda item for a future Board
meeting. The Board 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 Board member will explain the item, the need for Board discussion of the
item, the item's relationship to the Board's strategic priorities, and the amount of
estimated staff time necessary to prepare for Board discussion. If the requesting Board
member receives a second, the Town Manager will place the item on the Board agenda
calendar allowing for adequate time for staff preparation on the agenda item.
- Done
- Special Board of Trustees Meeting
o 8/21/08, 9:30 a.m., Town Hall offices, Municipal Court Room
- Back to School Night
o 8/21/08, time TBD
- Teacher Welcome Back Breakfast
o 8/22/08, 8 a.m. — 9 a.m., Academy Dining Hall
- Corporate Neighbors Reception
o 5:30 — 7:30 p.m. @ the home of Doug and Laura Wheat
- Joint Board of Aldermen/Planning & Zoning Commission land use /zoning
training
o 9/29/08, 6 -8 p.m., Town Hall offices, Municipal Court Room
- Texas Municipal League Annual Conference and Exhibition
o 10/28 — 10/31/08, San Antonio, Texas
1 i U
W a1T.71� 1 �I ElT�flf[!l►`l
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, by Friday,
August 8, 2008, by 5 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code.
Kim Sutter, 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.
'i "own of
Westlake
.- •
This is an opportunity for
citizens to address the Board on
any matter whether or not it is
posted on the agenda. The
Board cannot by law take
action nor have any discussion
or deliberations on any
presentation made to the Board
at this time concerning an item
not listed on the agenda. The
Board will receive the
information, ask staff to review
the matter, or an item may be
noticed on a future agenda for
deliberation or action.
0�7111TJTES OF
TOWN OF
Ci•'1 OF 1 ''
�t l'+I►•I�i.IlIiF3
PRESENT: Mayor Laura Wheat and Aldermen Carol Langdon, Don Redding, and Rebecca
Rollins.
ABSENT: Aldermen Tim Brittan and Larry Corson.
OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry,
Town Secretary Kim Sutter, DPS Director Don Wilson, and
Assistant to the Town Manager Ginger Awtry.
Mayor Wheat called the meeting to order at 8:15 p.m.
2. PLEDGE OF ALLEGIANCE.
Mayor Wheat led the pledge of allegiance to the United States flag.
Mayor Pro Tern Redding led the pledge of allegiance to the Texas flag.
3. CITIZENS'PRESENTATIONS.
There was no one present wishing to address the Board.
4. CONSENT AGENDA.
Mayor Wheat introduced the consent agenda and requested item 4 (c) be pulled for
individual consideration.
a. Review and approve minutes of the Board of Aldermen workshop and regular
meeting held on July 14, 2008.
b. Resolution No. 08 -47 - Consider approval of a Resolution authorizing the execution
of an agreement with Akin Gump Strauss Hauer & Feld, LLP for 2008 legislative
work relating to the Charter School Improvements.
Town of Westlake Board of Aldermen
Regular Meeting Minutes
July 28, 2008
Page 2 of 6
MOTION: Mayor Pro Tem Redding made a motion to approve the consent agenda
items (a) and (b) as presented. Alderwoman Langdon seconded the
motion. The motion carried by a vote of 3 -0.
c. Resolution No. 08 -48 - Consider approval of a Resolution authorizing the execution
of a Municipal Maintenance Agreement and an Amendment to the Municipal
Maintenance Agreement.
Mayor Wheat asked for clarification regarding the fees associated with the program and
expressed concern relative to the services costing the Town money.
DPS Director Wilson advised the Board that the fees are calculated on an incident basis
and only assessed when a violation is recorded.
Keller Police Chief Mark Hafner was present to address questions from the Board.
DPS Director Wilson advised the Board that, following TxDOT's approval, the vendor
will install the cameras at the intersection of U.S. 377 and S.H. 170 and the eastbound
and westbound frontage roads at S.H. 114 at Trophy Lake Drive.
MOTION: Mayor Pro Tern Redding made a motion to approve Resolution No. 08-
48, authorizing the execution of a Municipal Maintenance Agreement and
an Amendment to the Municipal Maintenance agreement as presented.
Alderwoman Langdon seconded the motion. The motion carried by a vote
of 3 -0.
REQUESTED 5. CONSIDER ACCEPTANCE OF A LEAVE OF ABSENCE BY
Ok..O - iO 11!
Mayor Wheat introduced the item and asked for a motion:
MO'T'ION: Alderwoman Rollins made a motion to approve the leave of absence
request of Mayor Pro Tern Don Redding. Alderwoman Langdon seconded
the motion.
Mayor Wheat advised that the request included the incorrect meeting date and should
read August 11 as opposed to August 17.
AMENDED
MOTION: Alderwoman Langdon amended the motion to approve Mayor Pro Tern
Redding's leave of absence request for the regular meetings scheduled for
August 11, August 25, and September 8, 2008. Alderwoman Rollins
seconded the motion. The motion carried by a vote of 2 -0, with Mayor
Pro Tern Redding abstaining from the vote.
Town Manager Brymer introduced the item, and advised that the Vision, Value and
Mission statement is the result of the Board of Aldermen retreat held in June and
subsequent discussion in July by the Board.
Town Manager Brymer presented the following for consideration of approval by the
Board:
Westlake Community Vision
Westlake is a one -of -a -kind community; an oasis with rolling hills, grazing
longhorns, and soaring red - tailed hawks, located in the heart of the Fort Worth- Dallas
metropolitan area.
Inviting neighborhoods and architecturally vibrant corporate campuses find
harmony among our meandering roads and trails, lined with native oaks and stone walls.
We are leaders. In education we are known for our innovative partnerships
between the Town -Owned Charter School and its corporate neighbors. We are
environmental stewards — exemplifying the highest standards.
Hospitality finds its home in Westlake. As a community, we are filly involved and
invested in our rich heritage, dynamic present and exciting, sustainable future.
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.
Community Values
As a community, Westlake values reflect:
• Innovation
• A strong knowledge /education base
• Being friendly and welcoming
• Family focus
• Engaged citizens
• A unique rural setting emphasizing preservation of our natural beauty
• Aesthetic appeal and high development standards
Town of Westlake Board of Aldermen rage 4 of 6
Regular Meeting Minutes
July 28, 2008
The Town of Westlake enjoys inviting neighborhoods. We are a one -of -a kind
community. Westlake is an oasis with rolling hills that blends grazing longhorns and
soaring red - tailed hawks with inviting neighborhoods as well as architecturally vibrant
corporate campuses that find harmony along our meandering roads and trails, lined with
native oaks and stone walls.
Key Result Areas supporting this vision point:
• On -going comprehensive planning
• Sensitivity to neighborhood integrity
• Outstanding community appearance
• Highest quality development and aesthetic standards
• Open space preservation
Vision Point: We are Leaders
In education we are known for our innovative partnerships between the Town -owned
charter school and its corporate neighbors. We are environmental stewards —
exemplifying the highest standards.
Key Result Areas supporting this vision point:
• Premier educational facilities and programs
• Producing well educated future leaders and thinkers
• Business partnerships with the Town and Westlake Academy
• Environmental stewardship initiatives
• High quality services delivery coupled with financial stewardship
• Infrastructure maintenance and planning
Vision Point: Hospitality Finds Its Horne in Westlake
As a community, we are fully involved and invested in our rich heritage,
dynamic present and exciting, sustainable future.
Key Result Areas supporting this vision point:
• Citizen engagement and communication
• Historic Preservation
• Tourism development
• Arts and culture
"Westlake, a premier knowledge -based community."
Town of Westlake Board of Aldermen
Regular Meeting Minutes
July 28, 2008
Page 5 of 6
MOTION: Alderwoman Langdon made a motion to approve the Board of Aldermen
Vision, Value and Mission Statement as well as Vision Focus Points and
key result areas as presented. Alderwoman Rollins seconded the motion.
The motion carried by a vote of 3 -0.
7. CONSIDER APPROVAL OF A BOARD POLICY ON BOARD MEETING
PROCEDURES AS WELL AS A BOARD RELATIONS POLICY AND CODE OF
ETVICS
Town Manager Brymer reviewed the items with the Board. Mr. Brymer advised the
Board of one change recommended by the Town Attorney Lowry with regard to
parliamentary procedures.
Town Attorney Lowry reviewed the suggested change to the parliamentary procedure
portion of the document. Mr. Lowry recommended the language read that the Board of
Aldermen will utilize reasonable rules of parliamentary procedure in the conduct of the
meeting.
Town Manager Brymer reviewed suggested language for Section 1 (B) 1. Mayor and
Board Responsibilities of the Board Relations Policy and Code of Ethics as it relates to
placing items on an agenda for consideration.
Town Attorney Lowry advised the Board that the specific item must be listed on the
agenda prior to consideration, and emphasized that discussion of an item not specifically
listed on the agenda is a violation of the open meetings act.
Mayor Wheat suggested the language be changed to indicate that a vote would not be
taken at the time the item is presented; however, a second would be required for further
consideration by the Board. Mayor Wheat also recommended that the Future Agenda
Item Requests be permitted at workshops and / or meetings.
Section 1 (B) 1. Major and Board Responsibilities of the Board Relations Policy and
Code of Ethics.
Any Board member may request at a workshop and / or Board meeting, under "Future
Agenda Item Requests", an agenda item for a future Board meeting. The Board 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 Board member will
explain the item, the need for Board discussion of the item, the item's relationship to the
Board's strategic priorities, and the amount of estimated staff time necessary to prepare
for Board discussion. If the requesting Board member receives a second, the Town
Manager will place the item on the Board agenda calendar allowing for adequate time
for staff preparation on the agenda item.
MOTION: Alderwoman Rollins made a motion to approve a Board policy on Board
meeting procedures as well as a Board Relations policy and Code of
Ethics as amended. Mayor Pro Tern Redding seconded the motion. The
motion carried by a vote of 3 -0.
Town of Westlake Board of Aldermen Page 6 of 6
Regular Meeting Minutes
July 28, 2008
Mayor Wheat reviewed the Board calendar.
- Texas Municipal League Newly Elected Officials training
0 8/8 - 8/9/08, Austin, 7:30 a.m.
- Texas Municipal League Region VIII Quarterly Meeting
0 7/31/08, 6:30 p.m., City of Azle Community Center
- NW Metroport Chamber Luncheon — Education address to include Head
of School Mark Rosevear
0 8/5/08, 11 a.m. to I p.m., Trophy Club Country Club
- Texas Municipal League Annual Conference and Exhibition
0 10/28 — 10/31/08, San Antonio, Texas
- Joint Board of Aldermen /Planning & Zoning Commission land use /zoning
training
0 9/29/08, 6 — 8 p.m., Town Hall offices, Municipal Court Room
There being no further business, Mayor Wheat asked for a motion to adjourn the meeting.
MOTION: Alderwoman Langdon made a motion to adjourn the meeting. Mayor Pro
Tern Redding seconded the motion. The motion carried by a vote of 3 -0.
Mayo r Wheat adjourned the meeting at8:47p.m.
APPROVED BY THE BOARD OF ALDERMEN ON AUGUST 11, 2008.
Laura Wheat, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
Town of Westlake
Memo
To: Honorable Mayor and Members of the Board of Aldermen
From: Troy Meyer, Facilities and Recreation Director
Subject: Regular Meeting of August 11, 2008
Date: July 30, 2008
Consider a Resolution authorizing an agreement with Pivot Building Service and the
Town of Westlake for janitorial services at the Westlake Civic Campus.
I m?/To1 "'C" 111►117
As a follow up to the Board approved termination of the Night Line Janitorial Services
contract on June 23, 2008, we are submitting for award and authorization an agreement
with Pivot Building Services.
With the expansion of the Westlake Civic Campus classrooms and now 100% Academy
occupation, the original cleaning service bid was updated to include the additional space
and the necessity of a day porter from 9 p.m. to 5 p.m. Monday through Friday to assist
with cleaning of restrooms, dining hall, trash pick -up in the hallways and exterior of the
building and assisting staff with light duty requests.
The competitive bid process was followed as outlined in the Texas Local Government
Code. All specifications for the work were available to the public and bid procedures
properly advertised. A pre -bid conference was held on July 11, 2008, with an extended
sealed bid opening on July 25, 2008.
The basic level bids proposed and received were as follows:
Pivot Building Services
$65,016.00
Night Line Janitorial Service
$67,338.00
Courtesy Building Service
$78,393.00
Delta Janitorial Systems, Inc
$86,532.00
Britton Building Maintenance
108,955.19
C.C.S.
$109,065.99
Pivot Building Services was the lowest bidder at $65,016.00 annually. This included the
basic services with one day porter on site Monday — Friday 9 am — 5 pm, plus waxing and
stripping of floors, carpet and window cleaning on holidays and summer breaks. The
cost of 10 months of day porter service is $21,150.00. This gives us a total cost of
$65,016.00 annually.
The 30 day termination letter was mailed to Night Line Janitorial Service on July 8, 2008,
and the service period with Pivot Building Services will begin on August 11, 2008.
Approve the Resolution authorizing an agreement with Pivot Building Services for
janitorial services at the Westlake Civic Campus for the 2009 -2008 school year.
MWOUTM
The funds for janitorial services are included in the adopted FY 2008 -09 Westlake
Academy budget with a total budgeted amount of $71,556.00.
A'I''I'AC1FIMEN'TS
Resolution No. 08 -49
Bid Proposal
Agreement
AITHORIZING AN AGREEMENT AND RELATED CHANGE ORDER PIVOT
BUILDING FOR O • _ SERVICES
WHEREAS, the Board of Aldermen finds that the janitorial maintenance of the Civic
Campus and related janitorial services will benefit the public; and
WHEREAS, the Board of Aldermen finds that the procedures and requirements set
forth in the Texas Local Government Code regarding competitive bidding requirements for the
janitorial maintenance were appropriately followed; and
WHEREAS, the Board of Aldermen finds that the contract from Pivot Building
Services will provide all necessary labor and material supplies for the cleaning of all buildings,
with day porter services, at the Westlake Civic Campus and is sufficient to meet the public need;
and
WHEREAS, the janitorial services costs have been included in the adopted 2008/2009
Academy budget.
11011, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THL
TOWN OF ,
SECTION 1. The above findings are hereby found to be true and correct and are
incorporated herein in its entirety.
SECTION 2. The Board of Aldermen of the Town of Westlake, Texas, hereby approves
the contract with Pivot Building Services relating to janitorial services at the Westlake Civic
Campus, attached hereto as Exhibit "A "; and further authorizes the Town Manager to execute
this agreement.
PASSED AND APPROVED ON THIS I I" DAY OF AUGUST 2008.
ATTEST:
Kim Sutter, TRMC, Town Secretary
L. Stanton Lowry, Town Attorney
Laura Wheat, Mayor
Tom E. Brymer Town Manager
I J
• ! •
aim IL elm ago
I III, t I'l 111! 12111,131
♦ ♦ ', L
• . R
r• � rr
.•• � rl
a i ♦
Town of Westlake
3 Village Circle Suite 202
Westlake, TX 76262
Phone 817 -430 -0941
Fax 817- 430 -1812
Sealed proposals addressed to the Town of Westlake for Janitorial services of:
JANITORIAL SERVICE AT THE CIVIC CAMPUS
WESTLAKE ACADEMY
FROM
TOWN OF WESTLAKE
ALL COMPLETED BID PACKAGES MUST BE DELIVERED AND RECEIVED BY:
Each bidder shall identify his sealed Proposal by typing on the outside of the envelope
TOWN OF WESTLAKE
ATTN: Debbie Piper - Finance Director
3 Village Circle, Suite 202 Westlake, Texas 76262
All responses and requests for clarification/information shall be addressed in writing to the Town
Director Facilities at the above address.
Or email:
tmeyer@westlake-tx.org
Respondents may also fax questions/comments to:
(817) 430-1812
Attention: Troy J. Meyer
A pre-bid conference we be held at 10:00 a.m. Friday, July 11th, 2008 in the Town's
Boardroom at 2600 J.T. Oftinger Rd. Westlake, TX 76262. All prospective bidders are required
to have a representative from your firm attend this pre-bid conference.
The Bid Opening will be held on at 9:30 A. M. Friday, July 25th in the Town's Boardroom at
2600 J.T. Oftinger Rd. Westlake, TX 76262.
Specifications will be furnished without charge to any contractor desiring to submit a bid for this
service and are available on Tuesday, July 8th through Friday, July 26th from gam to 4pm
Monday - Friday in person at the Town Hall, 3 Village Circle Suite 202, Westlake, Texas 76262.
Please see Jaymi Ford.
The Town of Westlake reserves the right to reject any or all bids, and to waive any formalities.
The Town of Westlake is committed to the ideals of equal opportunity, and strongly encourages
participation by HUB/MBENVBE business enterprises.
Ni
t t 1 � •. t �' . �
General: The Westlake Academy opened in 2003 with grades I" through 6 I and has added a grade
each year following until it reaches the 12'h grade. The campus includes three stand alone buildings
which include 29 classrooms, administration offices, restrooms, library, breakout area, performance
hall, dining and kitchen area locker rooms and gym for a total of 53,000 square feet. The academy
interior includes wood, VCT, carpet and the flooring. The hallways are lined with wooden lockers
and carpet flooring. The town will add a 13,700 sq. ft. Performing Arts and Science Center
scheduled to open in the spring of 2009. The new building will include a black box theater, art
room, science labs and office space.
Contract: The Town will use its standard bidding procedures to select the contractor. The Town's
designated Project Manager will be Mr. Troy Meyer, Director of Facilities (817-490-57' )5).
Contractor insurance coverage limits will be set by the Town.
Timetable: The contact is to be awarded by August 2008. Bidding will occur in July 2008, with a
start date of August 4'h
Offices, Lobby, Library, Teacher lounges and Hallways
1. Desks, file cabinets, counters, partitions, book shelves and other office furniture and
equipment will be dusted each service.
2. Carpets will be vacuumed each service.
3. Wooden surface floors will be dust mopped each service and damp mopped as needed.
4. Hard surface floors will be mopped each service.
5. Waste receptacles will be emptied each service and lined when needed.
6. Glass top desks, glass doors and glass partitions will be cleaned each service.
7. Drinking fountains will be cleaned and sanitized each service.
8. Magazines in reception areas will be straightened and stacked each service.
9. Telephones will be cleaned and sanitized weekly.
10. Computer monitors will be lightly dusted each service.
11. Computer keyboards will remain untouched.
12. Cob webs will be removed as needed
13. AC /heating vents will be cleaned weekly
14. Microwave, refrigerator and sink will be cleaned each service
15. Refrigerator will be cleaned out over winter and summer breaks.
16. Metal and wooden door frames will be clean once a week.
17. Wooden chair railings dusted once a week.
18. Tops of lockers dusted twice a month.
I . Carpets will be vacuumed each service.
2. Windowsills, baseboards, pictures and wall plaques to be dusted weekly. Mini blinds and
AC vents to be dusted twice a month.
3. Hard surface floors will be dust mopped or swept each service.
4. Hard surface floors will be damp mopped where needed each service.
5. Waste receptacles will be emptied each service and lined when needed.
6. Sinks will be cleaned each service.
7. Glass doors and will be cleaned each service.
8. Glass partitions will be cleaned once month.
9. Cobwebs will be removed as needed.
10. Town of Westlake agrees to pick up all chairs up before the cleaning crew arrives.
11. Sinks cleaned each service.
I . Waste receptacles will be emptied each service and washed as needed.
2. Mirror, soap dispensers, washbasins and plumbing fixtures will be cleaned each service.
3. Urinals and toilets will be cleaned each service using detergent - disinfectant. When necessary
an emulsion bowl cleaner will be used.
4. Soap, towel and tissue dispensers will be filled each service.
5. Restroom floors will be mopped each service with detergent - disinfectant.
6. Dividing partitions will be cleaned each service with disinfectant and washed as needed.
7. Walls and doors will be cleaned each service removing handprints and smudges.
Kitchen/Cafeteria
I. Swept and mopped dining area, service area, prep area, bathroom and storage area each
service with detergent - disinfectant.
2. Swept and mopped under all equipment once a week.
3. The tops, fronts, and sides of counters will be cleaned and sanitized each service.
4. Sinks will be polished weekly.
5. Exterior of refrigerator and milk cooler, ice machines and ovens will be cleaned each service.
6. Dust wooden chair rails once a week
7. Clean inside windows and doors.
8. Waste receptacle will be emptied daily and washed twice a month.
9. Center edge of folder tables cleaned once a week.
10. Swept service hallway.
1. Tile floors will be dust mopped and damp mopped each service.
2. Stripping and re- waxing the floors will be done upon request depending on condition of tile.
3. Only top quality U.L. approved materials will be used and the correct product will be applied
to each type of floor surface.
Exterior of building
I. Wall mounted exterior lighting fixtures cleaned twice a month (total of 6)
2. Outdoor trash can emptied once a week. (total of 2)
3. Door mats swept and cleaned once a week or as needed.
4. Metal handrails cleaned once a week.
5. Pick up trash around dumpster as needed.
1. Waste receptacles will be emptied each service and washed as needed.
2. Mirror, soap dispensers, washbasins and plumbing fixtures will be cleaned each service.
3. Urinals, toilets and showers will be cleaned each service using detergent- disinfectant. When
necessary an emulsion bowl cleaner will be used.
4. Soap, towel and tissue dispensers will be filled each service.
5. Restroom floors will be mopped each service with detergent - disinfectant.
6. Dividing partitions will be cleaned each service with disinfectant and washed as needed.
7. Walls, doors and lockers will be cleaned each service removing handprints and smudges.
8. Gym floor will be dust mopped each service and damp mopped once a week.
9. Dust mop under bleachers twice a month.
10. Showers cleaned each service using detergent- disinfectant.
December brew and March, ,Tune — August summer break cleaning schedule
I . All windows inside and out.
2. All wooden and metal lockers cleaned inside and out.
3. Machine scrub title floors.
4. Strip /Wax VCT flooring.
5. Machine clean carpet.
Cleaning crew would start at 4pm and complete basic schedule of services.
Total annual cost of services
t?G
For a sum o
RtIQ � ��'�l ia� and cents
Total monthly fees $
For a sum of ollars and ' cents
W
One staff member Monday — Friday 9a.m. — 5 p.m.
Scope of work would include complete basic schedule of services and following,
I . Set -up for small events.
2. Clean door frame.
3. Refill paper and soap dispensers daily.
4. Repair soap dispensers when needed.
5. Sweet door mats when needed.
6. Clean main enter doors and windows to all buildings and library doors and glass.
7. Collect all recycling items daily.
8. Dining hall trash cans washed out and disinfected.
9. Move desks and boxes when needed.
10. Picking up trash on campus grounds.
11. Removing balls and trash from gutters.
12. Assist trash removal and cleaning in the dining hail during lunch hours.
13. Dust above nine feet.
14. Unstop sinks and toilet when needed.
15. Clean up floors after student get illness.
try
Total annual cost $
For a sum o ttjk ;4 1 rs and _ (� __cents
4A)
Total monthly cost $�
For a sum of r
i ti �� {'LXL(tcars and _ cents
The town of Westlake will provide the following:
1. One set of card keys and keys
2. Trash cans for cleaning staff
3. Dumpsters
4. Recycling containers
Contractor will provide the following:
I . All cleaning solution.
2. MSDS sheet log.
3. Check list in each cleaning closet of when each area is cleaned and by whom.
4. All tools including but not limited to: mops, brooms, vacuum cleaners, cleaning brushes and
scrubbing equipment.
5. Provide email address
6. Inventor list of all paper products and soap.
The following will be serviced on an as needed basis and the Town of Westlake may use other
contractors or staff to complete the work following:
1. Washing of all windows inside and out
Per window $ •iti� Total Cost $ `�
For a sum of Q - �tij �- �i-C Dollars and cents
2. Windows inside and out above ten feet
Per window $ 2 - 9CO Total Cost $ V X13
For a sum of l�C� \�d rY�, 1G'v�. JJ� D lbrs na d cents
3. Machine scrub the floors
Per sq ft cost $ Total Cost $
f,
For a sum of %jN Dollars and cents
4. Strip /Wax VCT flooring
Per s ft $ c��-
q cost Total Cost $ is
For a sum of u L >IZA � ilars and cents
5. Machine cleaning of carpet
�n 00
Per sq ft $ Total Cost $ X69
For a sum of �
�AM_ANLV _`1��\,l.�4� ars and - cents
6. After hours and weekend cleanino
C, Hourly rate
7. During and after events Hourly rate $ j
8. Power wash outside of buildings Hourly rate $ jrj. CCU
Contractor will provide the town a price list of all paper and cleaning products. The Town reserves
the right to use an outside supplier for all materials and supplies needed for this agreement.
WORK TO BE DONE
The Westlake Academy opened in 2003 with grades I" through 6`h and has added a grade
each year following, until the 12`h grade. The campus includes three stand alone buildings
which include 29 classrooms, administration offices, restrooms, library, breakout area,
performance hall, dinning and kitchen area, locker rooms and gym for a total of 53,000 square
feet. The academy interior includes wood, VCT, carpet and the flooring. The hallways are
lined with wooden lockers and carpet flooring. The town will add a 13,400 sq. ft. Performing
Arts and Science Center, scheduled to open in the Spring of 2009. The new building will
include a black box, art room, science labs and office space. v
Contract: The Town will use its standard bidding procedures to select the contractor. The
Town's designated Project Manager will be Mr. Troy Meyer, Director of Facilities (817 -490-
5735). Contractor's insurance coverage limits will be set by the Town.
Timetable: The contact is to be awarded by August 2008. Bidding will occur in July 2008,
with a start date of August 4`h .
2. PREPARATION AND SUBMISSION OF PROPOSAL
In the bid proposal, the bidder shall fill in the blanks for the "Optional Services " and the
"Total Amount."
3. INTERPRETATION OF QUOTED PRICES
In case of difference between the written words and any figure in a proposal, the amount
stated in writing will be considered as the bid. The contract method will be unit pricing based
on actual quantities of work installed.
4. DISCREPANCIES IN BIDS
In case of lack of clarity of a proposal, the owner will adopt the most advantageous
construction thereof or reject the bid.
5. UNBALANCED BIDS
Unreasonable or unbalanced unit prices will be cause for rejection of any bids.
6. INTERPRETATION OF SPECIFICATIONS
Any questions as to the meaning of any specifications will be answered by addendum which
will be sent to all who have been furnished with service agreement.
7. LOCAL LABOR
The Contractor, in so far as is practicable, will be expected to give preference to employment
of local citizens_
8. MATERIALS FURNISHED BY CONTRACTOR
The Contractor shall furnish all materials, regardless of their nature except as noted in this
agreement.
9. MANUFACTURERS MSDS
The Contractor shall furnish, MSDS for each of the products used to fulfill the service
required in this agreement. A copy most be kept in one cleaning closet in Pod D inside of a
notebook and a second copy goes to the town.
10. LABOR CLASSIFICATION AND MINIMUM WAGE SCALE
Attention is called to the fact that a minimum scale of wages to be paid to employees
engaged in the work under this contract does not release the contractor from compliance with
any state wage law that may be applicable. The contractor shall abide by the wage and hour
laws of the state and must not pay less than the rates prescribed.
13. TIME ALLOWED FOR AGREEMENT TO START
The contractor shall commence work in not more than 30 calendar days after the work order
has been issued. Work on the project shall start on January 15 2008 .
14. SPECIAL INFORMATION - SALES TAX
The owner qualifies as an exempt agency as defined by the statutes of the State of Texas .
The Contractor shall comply with all statutes and rulings of the State Comptroller.
15. INSURANCE
The Contractor shall furnish and maintain during the life of the contract adequate Worker's
Compensation and Commercial General Liability (Public) Insurance in such amounts as
follows:
Type of insurance Amount
I. Workerman's Compensation As set forth in the Worker's
Compensation Act.
2. Commercial General Each Occurrence $500,000
Liability (Public) General Aggregate
51,000,000 Products Comp /Ops Aga. $1,000,000
The Town of Westlake shall be named as an additional insured on the Commercial General
Liability (Public) Insurance Policy furnished by the Contractor.
Each insurance policy shall contain a provision requiring that thirty (30) days prior to
expiration, cancellation, non- renewal or any material change in coverage, a notice thereof
shall be given by certified mail to the Town of Westlake, 3 village circle suite 202, Westlake,
Texas 76262.
Companies Issuing the insurance policies shall have no recourse against the Town for
payment of any premiums or assessments for any deductibles which are at the sole
responsibility and risk of the Contractor.
Certificate of proof that the insurance is in force shall be furnished to the Town.
The coverage's provided herein shall be primary and noncontributory with any other
insurance maintained by the Town of Westlake, Texas, for its benefit, including self
insurance.
In the event any insurance policy shown on the Certificate of Insurance has an expiration date
that is prior to the completion and final acceptance of the service agreement by the Town of
Westlake, the Contractor shall furnish the Town proof of identical continued coverage no later
than ten (10) days prior to the expiration date shown on the Certificate of insurance.
The Contractor shall not commence work on any Contract in the Town of Westlake until the
Contractor has obtained all the insurance required under this paragraph and such insurance
has been approved by the Town.
(Must be signed by the Contractor)
VUHWRUt i : !l
The Town of Westlake wishes to thank you in advance for bidding on this project. Please be
aware of the following requirements for bidding Town of Westlake work. It is important that you read and
understand these qualification factors in order to achieve a rapid and smooth completion of the process. All
pertinent documents required by law and these instructions must be correctly completed. A successful
completion of them, will not only benefit the Town of Westlake, but also you as the contractor, because
among other things, the money reserved for the project will be ready to be used in your project and prompt
scheduled payment may be made without any further delays. If you are unable to comply with formal
requirements or fail to exercise due diligence in completing the required contract forms, the contract may
be awarded to the next lowest bidder for the reason time is of the essence in these projects.
BASIC FORMS O
WESTLAKE
THE FOLLOWING FORMS MUST BE COMPLETED BY THE CONTRACTOR AND IT'S
INSURANCE COMPANY
I. Proposal (to be completed by the contractor)
Z. Standard Form of Agreement (to be completed by the contractor)
3. Corporate Acknowledament; or
Single Acknowledgment; or
Partnership Acknowledgment
NOTE: Which ever is applicable to the contractor, just one must be
completed, and shall be notarized.
b. Power of Attorney or Certificate of Authority of Attorney(s) in -Fact (issued by the surety's
company)
7. Town of Westlake Certificate of Insurance form (to be completed by the insurance company)
8. Indemnification by the Contractor (to be completed by the contractor)
REMINDER:
(a) All signatures must be originals.
(b) Make sure the appropriate forms have been correctly notarized.
Contractor further agrees to defend, at its own expense, and on behalf ot
Town and in the name of Town, any claim or litigation brought in
connection with any such injury, death, or damage.
The Contractor will secure and maintain Contractual Liability insurance to cover this
indemnification agreement that will be primary and noncontributory as to any insurance
maintained by the Town for its own benefit, including self-insurance. In addition,
evidencing the required coverage.
I/
� [
Name (Please Print)
'
..um(�Wo"-CE
THIS AGREEMENT is dated as of the day of August in the year 200$, b and between the Town of
Westlake, Texas (hereinafter called OWNER) and 'ty0 &WO k <\ ( '� (hereinafter
called CONTRACTOR).
OWNER and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree as
follows:
Article 1. WORK,
CONTRACTOR shall complete all service as specified or indicated in the Contract Documents. The Work
is generally described as follows:
JANITORIAL SERVICE AT THE AT THE CIVIC CAMPUS
Article 2. CONTRACT TIME.
2.1. CONTRACTOR agrees to commence service Monday — Friday. Service may be
performed on weekends, holidays, and summers which must be approved by the Town.
Article 3. Employee back ground checks
3.1 CONTRACTOR must provide a completed information form on each employee and
subcontractor before they are scheduled to provide services on the civic campus. The back ground check
most meet Senate Bill 9 requirements which include finger printing and a full back ground check. The
contractor is reasonable for the full cost of the back ground check. The Town reserves the right to reject
any employee the right to work at the civic campus based on the result of it's findings
Article 4. CONTRACT PRICE,
4.1. OWNER shall pay CONTRACTOR for completion of the work on a monthly basis in accordance
with the Contract Documents in current funds based on the basic schedule of services and Optional
Services stated in the proposal.
Article 5. PAYMENT PROCEDURES.
5.1 CONTRACTOR shall submit invoice for payment on service completed during the previous
month on the first day of the month. CONTRACTOR shall present only one invoice for payment each
month. Invoice for payment will be processed by OWNER shall make payment to CONTRACTOR within
thirty (30) days of the date of the invoice.
Article 6. INTEREST.
6 -1 All moneys not paid when due shall bear interest at the maximum rate allowed by law at the place
of the project.
Article 7. CONTRACTOR'S REPRESENTIONS.
7 -1 In order to induce OWNER to enter into this Agreement, CONTRACTOR makes the following
representations:
7.2 CONTRACTOR has familiarized itself with the nature and extent of the Contract Documents,
work, site, locality, and all local conditions and Laws and Regulations that in any manner may affect cost,
progress, performance or furnishing of the work.
7.3 CONTRACTOR binds itself to use such materials and so construct the work that it will remain in
good repair and condition for and during the period of one (1) years agreement
7.4 To the fullest extent permitted by laws and Regulations, CONTRACTOR shall indemnify and
hold harmless OWNER and their consultants, agents and employees from and against all claims, damages,
losses and expenses, direct, indirect or consequential (including but not limited to fees and charges of
management, staff, attorneys and other professionals and court and arbitration costs) arising out of or
resulting from the performance of work, provided that any such claim, damage, loss or expense (a) is
attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property
(other than the work itself) including the loss of use resulting there from and (b ) is caused in whole or in
part by any negligent act or omission of CONTRACTOR, and Subcontractor, any person or organization
directly or indirectly employed by any of them to perform or furnish any of the work or anyone for whose
acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified
hereunder or arises by or is imposed by Laws and Regulations regardless of the negligence of any such
party.
7.5 In any and all claims against OWNER or any of their consultants, agents or employees by any
employee of CONTRACTOR, any Subcontractor, any person or organization directly or indirectly
employed by any of them to perform or furnish any of the work or anyone for whose acts any of them may
be liable, the indemnification obligation under paragraph 7.3 shall not be limited in any way by any
limitation on the amount or type of damages, compensation or benefits payable by or for CONTRACTOR
or any such Subcontractor or other person or organization under workers' or workmen's compensation acts,
disability benefit acts or other employee benefit acts.
Article 8. Contract Documents
The Contract Documents which comprise the entire agreement between OWNER and CONTRACTOR
concerning the work consist of the following;
8.1. Bid Proposal
8.2 Instructions
8.3 This Agreement
8.4 Basic Schedule of services
8.5 Optional Service.
There are no Contract Documents other than those listed above in this Article S.
Article 9. TERMINATION
9.1 Either OWNER or CONTRACTOR may terminate this Contract, with or without cause, by giving
the other thirty (30) days written notice.
Article 10. ;MISCELLANEOUS.
10.1. No assignment by a party hereto of any rights under or interests in the Contract Documents will
be binding on another party hereto without the written consent of the party 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 u ill
releasc or discharge the assignor from any duty or responsibility under the Contract Documents.
10.2.OWNER and CONTRACTOR 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 Contract Documents.
IN WITNESS WHEREOF, OWNER and CONTRACTOR have signed three copies of the Agreement.
Three counterparts have been delivered to OWNER, and one counterpart each has been delivered to
CONTRACTOR. All portions of the Contract Documents have been signed or identified by OWNER and
CONTRACTOR on their behalf.
This agreement will be effective on the
OWNER:
Town of Westlake, Texas
Tom Brymer, Town Manager
ATTEST:
Kim Sutter, Town Secretary
Address for giving notices:
3 Village Circle Suite 202
Westlake, Texas 76262
3
day of August, 2008.
CONTRACTOR:
I
• 1
Address for giving notices:
List name of person to whose attention
notices are to be sent:
✓� l% (If CONTRACTOR is a Corporation,
attach evidence of authority to sign. )
Section 8.4
Specific:
The Westlake Academy opened in 2003 with grades i" through 6`h and has added a grade
each year following, until the 12`h grade. The campus includes three stand alone buildings
which include 29 classrooms, administration offices, restrooms, library, breakout area,
performance hall, dinning and kitchen area, locker rooms and gym for a total of 53,000 square
feet. The academy interior includes wood, VCT, carpet and the flooring. The hallways are
lined with wooden lockers and carpet flooring. The town will add a 13.400 sq. ft. Performing
Arts and Science Center , scheduled to open in the Spring of 2009. The new building hill
include a black box, art room, science labs and office space.
Contract: The Town will use its standard bidding procedures to select the contractor. The
Town's designated Project Manager will be Mr. Troy Meyer, Director of Facilities (817 -490-
5735). Contractor's insurance coverage limits will be set by the Town.
Timetable: The contact is to be awarded by August 2008. Bidding will occur in July 2008,
with a start date of August 4" .
Contractor will update and provide Town with MSDS on all products used on campus.
2. Three card keys and keys will be issued to the contractor, If cards or keys are lost, the contractor
must pay the cost of replacement.
3. Contractor may not bring any unimproved workers or guests by the town which include but
are not limited to children, friends and family members on campus.
4. There is NO Smoking on school grounds.
5. Contractor will meet with the Town representative twice a month to review services.
cER (214)528-1435 FAX (214)511-0311
3131 TURTLE CREEK ► SUITE 222 • • ► ► • •
DALLAS, •,
CMERTOWMADELEY.COM INNIUKtIllb Afr- rUKLAIM%X
INSURED INSURERA: HARTFORD LLOYDS INS CO 38253
V V SERVICES, LP dba INSURERB: HARTFORD UNDERWRITERS INS CO 30104
PIVOT BUILDING SERVICES, LLC INSURERC: HARTFORD CASUALTY IRIS CO 29424
607 W. DALLAS ROAD, SUITE 1000 INSURER D:
GRAPEVINE, TX 76051 INSURERS
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
kDD*L
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
POLICY EJ:FIRATIdd
LIMITS
A
GENERAL LIABILITY
X COMMERCIAL GENERAL LIABILITY
CLAIMS MADE ® OCCUR
465 E5405
10/01/2007
10/01/28
EACH OCCURRENCE
$ 1,000
DAMAGE TO RENTED
AtCFC (Inn
$_ 300,001
MED EXP NAM one peen)
Y
$ 10
PERSONAL 6 ADV INJURY
S 1,000,00(
GENERAL AGGREGATE
$ 2,000, 0
PRODUCTS- COMPKW AGG
$ 2,000
GENT AGGREGATE LIMIT APPLIES PER:
POLICY X JE C LOC
AUTOMOBILE LIABILITY
X ANY AUTO
46UECK30667
10/01/2007
p
10/� 01/2008
COMBINED SINGLE LIMIT
(Ea accident)
$
110001000
ALL OWNED AUTOS
BODILY INJURY
(Par person)
$
B
SCHEDULED AUTOS
X HIRED AUTOS
BODILY INJURY
(P•r ac>�nt)
$
X NON•OWNED AUTOS
PROPERTY DAMAGE
(P� )
$
GARAGE UA84LITY
AUTO ONLY - EA ACCIDENT
$
-..
OTHER THAN EA ACC
AUTO Ot&Y: AGO
S
ANY AUTO
$
EXCESWUMBRELLA LIABILITY
X OCCUR ® CLAIMS MADE
46SBAIE5405
10/01/2007
10/01/2008
EACH OCCURRENCE
$ 5,000,OM
AGGREGATE
$ S'000' O
s
A
s
DEDUCTIBLE
$
X RETENTION S 10+
WORKERS COMPENSATION AND
EMPLOYERS LIABILTY
461YECRW4897
10/01/27
10 /01/ 2008
X WC STATU- QTH-
E.L. EACH ACCIDENT
$ 1.000.00(
C
ANY PROPRIETOR/PARTNERJEXE-CUTIVE
OFFICERIMEMBER EXCLUDED?
E.L. DISEASE -EA EMPLOYEE
$ 1 000 O
E.L. DISEASE - POLICY LIMIT $ 1,000,0
LIMIT: 100,
C
N describe under
SPECIAL PROVISIONS bel a
OTqE
ra PARTY FIDELITY
46BSBET0120
08/22/2007
10/01/2008
DESCRIPTION OF OPERATIONS / LOCATIONS 1 VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
THE TOWN OF WESTLAKE IS NAMED AS AN ADDITIONAL INSURED ON THE GENERAL LIABILITY.
TOWN OF WESTLAKE
3 VILLAGE CIRCLE, SUITE 202
WESTLAKE, TX 76262
a-AINSe=L. A I TAUT -- - --
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MANL
30 DAYS WRITTEN NOTICE TO THE CERTIFICATE WY-MR NAMED TO THE LEFT,
BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY
OF ANY KIND UPON THE INSURER ITS AGENTS OR REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE s /s /L/
ACORD 25 (2001108) vtsAavr%u Alvrcr%j v 8- vr..�wd
If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement
on this cefficate does not confer rights to the certificate holder in lieu of such endorsement(s).
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may
require an endorsement. A statement on this certificate does not confer rights to the certificate
holder in lieu of such endorsenment(s).
Fop
The Certificate of Insurance on the reverse side of this form does not constitute a contract between
the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it
affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon.
AL;UKU Z5 (2001108)
Town of Westlake
rTr-:11r,
To: Honorable Mayor and Members of the Board of Aldermen
From: Tom Brymer, Town Manager
Subject: Regular Meeting of August 11, 2008
Date: August 7, 2008
Consideration for Approval of a $624 Increase to the Town Manager's Approved Interim
Housing Allowance during His Transition Period to Permanent Housing for His
Employment with the Town of Westlake.
of '! 1
Section 15 of the Town Manager's Board approved employment agreement allows for a
maximum expenditure of $6,000 for interim housing related expenses for the Town
Manager. However, this agreement also contains language that states the Board would
consider additional expenditures for this purpose over and above this amount, if
requested by the Town Manager. This employment agreement also provides for the
Town Manager and his spouse a certain number of plane tickets for permanent housing
search related travel purposes. These tickets were not all used. Also, the amount to be
paid for actual moving expenses will be less than allowed for in the employment
agreement. This request to the Board is, since the Town did not incur all the moving
expense amount and /or travel related expense amounts allowed for under the employment
agreement for his permanent housing search, to increase by $624 the amount allowed for
interim housing related expenses.
MENORW
This would increase overall expenses for the Town Manager search by $624.00. The
expense would be charged to the General Fund budget, Administration Department.
COMMENDATION
Recommend approval.
ATTACHMENTS:
Board approved employment agreement for the Town Manager.
Employment reem
x t Agreement, x Farn.i.. made and entered into ,s y 2 and between -he
e
Town of�AIestUake, a municipal ii a o.I (hereinafter afl. i....r Prs i„ z ) and ThomaS,
E. ,i� r 3 € , i� t it e t 1 ploy eI n individual who v' h a' h ei iication, ti ir,i
and exile ence in local g € {.g°,nine l 'la to i?: t t to c-ivalify hi € as a city rnanager,, r
who, as a credentialed member of 11 kA.. is ub 'z :t to :(fie s MA Code o th..
orovides as follows"
WH R SI, the Ernployer desires to ernploy the services of Thornas E. 's�_ mer
as Town n Marnaager of the Town of ' Vest. }sake, aria
WHEREAS, it is the C fir 'o the -Employ&r to provide <e Main r -, neffit , establish
conditions of €g" ployment and set working c nditlon Emp"I"ovi-e-
WHEREAS it is the desire of the EmY},+"ZI „y i to � � tr �
Employer a zxac , secure, and retails the
set-vices of Eryiplqyee and to provide 'ind 'inducement or dim to remnain i;n such etn oyrn n
(2) to rnake possible full work, produclivity by assuring ring Emp;o ee 5 mo:rpie and peace of
mind with respect to future security, and to off:„ as a deterrem ariainst malt asan%,= -' or
dishonesty or oersonal gain on the part of the Emplovee� at,,,
WHEREAS, Ernployee desires to accept employment as Town, Manager of the
Town ofV'Vesflake, s: an
NOW, THEREFORE, in consideration ofthe mutual � versants herein contained,
"he parties agree as foljovvs
Section 1, Term
' force. ��� ii �� terminated
-hs agreement shall remain in Vii € f' ct fi r April 21 . 2
by the
Y _, r or Emplovee as provJded in 7 S '4., iii";• 9 f z �:.*' .-..,, <�,.� Agreement,
[[^�' �}�'p$�z ,_
_ 1.1 Y x cy{} (yj f t2��, 1t.
Section a Duties n Authority
C�rnpj oyer agrees to ar-roloy Thomas E, Brvrner to perfori7n, the f, nctions and duties of
Town Manager anoto perform other legally permissible and pro., er duties and f'unctions
cludi ig:
Emp toy, on beh alf of the Tow n a!i illl dyr s of the Town, except f o r those
directly appointed by F of j
B., Direct, ass€ n, reassign, evaluate- z# w§ '} . the all
A- qcd uimcl ul PA -aouc-,PJO-Oe- Ul pue, saaAcmdw�4 j�-4qjo JOI, PGOIAoid
SLIOII.IPNUO�D PUE SLW��` GUIE',S aul JGPut- a,
a4qdw�j GLI! JOJ 101be-1,1-AO-l' Aj!j,qc-sip
,ioq sluaw-Aed ;,uni,wa-id P--�,jlnbaj ,;)4ew 0, pue olui ind o, saa6e, '-,3Aojdw3
9 ' lulewAqdw- 5ulOw.�wt-u0o, -a��Aofd! aq� ,,iodn ;K)uejns,Llj Xppqes� i
uua, juaull"Aoidwe. S�Lj Pif), US UOJoaja SJLJ pue
ISO CI SILI JC-, AO,
yod, acuejnsiw ejp leLiosj-,-,,d siq oi, Aoqod Slu- !,J@AU0'-) ps, P,-,iqr-, aq ilitv',
s f I e k, a ,^ 1'-,' IJI od a tvt 'A"o, q 0 ,-1' a q I p u e- A o i I o d a c, u, P, ,p. Butt aid; s i qj jo
I GMJ�2U lieLl-S aaAojdw3. ep ',Xles ienuue S�--;wa auo o4 lenbR
��a Aed DUe GIDMOA ol, saa.�6e
L
@@Aojdw��.4 am uua,4 lo-, stainpua,!d
'uezw/,,oldwa ,UIG O" GII e-rl J 3 o- UO u� Douisu
A JO i 1,AA0 ;4k4j 10 S-n-aAolcll UJIG
€jl:, 01, Pap�Acud s p- nL;m 1,e£ -4l cq ,,en b,; P, se 's", I- j s pua .,
a -dep
Siul, oue aeivc�,idw-i eiq,"� ic)j �,-,-weunsu� ;9A!SueuajdLuoo PUP-, 1ERlap 'UOIS!A
ic), swnlUUA-,d �4qq Aed ol pue ep',Ao-,d q sap-16'e
U-J'WOO @GA
U GLI, 'jua�Uj.',, omdt-u- biupuei o d LU 3 1 u o On a0 e i n s u L14 Ile 9 H 'V
sigaueg aotieunsul eyl, pue Appqesta 'UlleOH 4, uORDOS
'LIODIE30d = Lp JG- ,, aAQ!,adL wl je�JeUU Uftt--,WGJ 01 LGWIGPIV JO pjeo]
p a i,,,D p i s u o -7) i-,, q A e -u -- f L pv� 0, nfpe ,'uoppso-d IG5eUtURtAd UNNO
-JopesUPdu,-.,--1 joep(: JOI jta�'Iew
e c�-ueujopad uo p- seq uqjesuadwoo eseajou-','
0" Uaw""lapiv
,p p,,�,eoLq ,qp Aq siseq enuue UO UGAlti 1
U , fl uo
ari
-sat- iod u0nesuadwoo- s,,OAQJdtu-1 au�l
'u pajinbau jo p�-pi.A-Wd ait ? lew
P-)J 01 PG-u:auje A,,.,--oaewmne- , q Nt-'Ws luOw,3GJ5P sILIJ, '53
ped ax jeAo!dw,-
Gul �c sqqA.ojdwa, Wauief3,lz3UEUJ J0ZLjIICI aL41 le q! GuM emes at,11 IS swawlimtsi 'z ui -qlqe,4ed
oi saaibe ��,4Ao£duu,3 :Aj qe'3 as 'V
-,C UO!jOeS
4 12 nP j ipui uaampq s74-aqju0-- 5UlAfOl-,GJ ??o sias-od-ind iol io �uoi�enjE?Ae-
'upu-we
a �,abeueVq UNNO]
L -Qs Awe 10, uE;,,4wGq,l5v s1k,11 uo JO
z"e"I Jc uo�,pe Auc-, jn uQflUalH-N),tSUGD PUl Ol DGIOAap ISBLIM
3AI;,m)ex,? pasolo
osc,qj jo uoijd@oxG p -, pije- :)qqnd qjoq u-il'u'laqvdin eoq
a P U e 'I RJ911P, ffeu$ J�af-jeUej,%j UPA
Vua!�',e q pajpwjad q ileus
+ + 0 O_L
_q, ne pue
qptva pipo `ijale-w u' jo t q paliqu ud jua,�x&- of qpin
c aq, i jdav),,* ��ja
UG,WjaP;'V' 10 pjeoe Aa Pajupdde-
S�lo Sod esoq, pue uaw �a
-,P- v 10
A diaoc,,e Gq IS, !'p, Uoili od
2 a i- 1G u J,-'i,,A4
p dwa jr) suonc
UAAO i Gq ,O� ida-, a �uuv�oj aq' �O saeio,, -,mj&ssj lie jd000v -n
uoaejado GM;Oa4G pLi,,g - jUa!onge a�q; Jo� Ajessaoau
j
pawaap szunpaoold pue -s;-m -suoijel. BA-j fewialui qsf
n
Iqe'4S�� PUE 001�@-NaCj
Section 5,: Vacation and Sick Leave
The Ernployee s�ail commence eniiployrnent with to 1-10, days ol" vacation and't-en i,Ioi
days of sick leave available for use, —ov'ded that this vacation and sick !save ac-cn,.a
she!! be consii-lered a portion of Empioyee's 2100 and shall not be ifl excess
of his 2008 accruals, Further, followina, Commencement of ennq-dloyrneant. the Employee
shali begin to accrue sick and vacation leave in -accordancewith the 11 own of Westiakes
employee policies, but using an adliusted senty date of the dat-e E-mployee originally
began his career in municipal govemnient with the accrual no' being less than four i4l)
weeks per year of sick leave and two (2) weeks per year of vacation, At-' acc--Irued, but
unused vacation and sick leave of the Employee shall carry, over from year-to-year
during the term o +his Agreement only to the extent that Town policies aliow can-yover
*or al-I
other employees, Upon voJuritary signatlicn under S,, -.tip; n I I, of this
Agreement. the Employee shal"i receive payment for all accr�-,,,ed --,a-catio-n,
Section 6: Monthly Vehicle Allowance
he Ernplover agrees to pay to the Employee, durinq the terrn of this Agreernent,-,rid in
addition to othef salary and benefits herein provided, the surn of $500 per nnonitn as a
vehicle allowance to be used to purr hase, lease, or own, operate and nnainta in a
'vehic, M " i
bl e fo, r p, a y i n g tl-i a ' onarniu.mis, for liabdity-
property darnage, and comprehensive insurance covel-age upon su rte vehiccle and shail
f
Wrther be responsible fcraU expenses attendanf to the purc-hase, operauon,
-e
maintenance, repai,r, and regular replacement of the vehic-Ale, I ie vehicle al? owanc
shail be adusted annually, subject to the approval of the Board of Aldermen, using the,
Consumer Price Index or some other mutually agreedi upon metric that gauges
increases in vehicle operatinq costs. This consideration will be made by the
oird of
Aidernien, when thev annually review the E 3 loyee's base cornpensat ion . 4he
E'mployer sha,--,,' reimburse, -the Employee at e IRS stanc-iard ,-niieage rate for any
business use of the vehicle beyono tne, greater DFVI'V area. For piurposes of this
Section. use o"the call, within the greater DF�W area is de"hined as travel to ilocations,
within a 50 milt- radius of Westlake,
Section 7. Retirement
1 . The E-niployer agrees to enroll the 11 mployee into the Te xas Mtlnicipal
Retirennent Systeir-11. and to make ad the appropriate ennipl-Over co"ItnOf-itions cl,n C.----
Employee's behalf,
2. Emp-,oyer agrees to execute all-ecessary agreements provided byf lCMA
on 457 deferred cornpensation
Retirement Corp, ration i'[1CMA-RC. or other Sec-11i
plan agreeable to the _rnployee, for the Employee's contimjed partic4r)ation in a
deterred compensation plan- Emptoyeir also ag,,mes match annuallly the
Earno-lovee's cone ribLition, to the deferred compensation plan "up to a M,,
axin..num owr
$contribulion of 5.000 to Employee's accoum, Ernploye will ,on Q:ide, increased s
butions to this deferred compensation plan during the a, nnuail", perfornance
evaluation process,
'Uoi elufwj��-1 C, SE-1 paple6aj '90 mm', pue juaw-3a,"Ibe
N�
sli 'a tio
-eejq F" ainjilsuct-3 "jeus- U01pe Slul Sa--Acqdu @ U/VAOT Jaqlo lie io,� paju�qwajdupt
-PJ1?(1xj am"41 G'sone L"E'Lli -Ia�pajI5 uoiijodoid jo iunowe Lie' iul a,4Aqdu113
041 jo
Iratilo Aue ,* uawesw-�dUI.00
Axies, aspat aq DnpGj.iGAojdw3 GL4 41 Z
ps, I
,6uq,,q9,,,u oilqnd pazijoupia
Allip aamojdw�] �.�uj �PjeUIUIJk� 01 SG)JOA ADCq BUH11GA015 Gzqj �Ct AIHA�LU GLI
M,, IHIM)101 JO11WUiUJj&1 WOULlea-Ift SILil `0 asod-ind GLII,ioj
a I actipuacis aucqd 1pa-,)
sn 1eu=ssojojc,, sm Jot peiwq (�IUGIEAflf Z, ..£. o
kuiaq�-pq
P_ pue
qos iajnduio.-, doldet m---�,iu te f4l!,,,V,, i-'�-Aclldw3 i'4t4l epu .is id iaAojdw,-j 9L41, 9
'SU011eZILIP-15,10 to Sqr1,j--` DlMff) 13001 U1 JY4=;^3Lu aMpe
ue awcnacj ol, aaAoidtu--, ��q
I s i a3 -s o/pue see 4 diqsjo �)IqeuoseA-i -,qj joj
_
A-ed ijaus ,;@Aa1duj:q, A)61-flPJQOOV� 'SUG14't?Z1UF-6.io m sqnlo )[MO JeO101 it PP-A,,OAUf AfIDGAIP
a q pue aiedtotped -.-.-1GAo'dLuq! 6WAVE'Ll 40 anic-A GL41
a
sQbpalmouNoe -ia.4oidw3 aq I
'S.I.Meoll-Je leuoq.ipd ,io s-uawalajs qseo &@d jo oquadxq pa.1noax'D
Alrip jo dH-Ki-,?J Uodn 'JU,31JUAed vpns asj�nqsip e.)-; pazuoqlne s, Jo-1--aip aoueua aq
a
Osu 4dxa iet-w-16 aw, Aied oi io a-s-m-aupaj q saa,,ift pue 'a-ahoiduu:
,3 Aq pGiviout aje
��jru,wu pal+p-paf -,o;' :,pq ieuosjed-uou e to sz:-�suadxG uiapGo ,eLi, saz-,,uF3ooai iaAo d -
R 1 W3 'v
.,eAoldi-Lm au , -,,005
-.j CU f)UP ,uauudoIeA-9D' i�peuois-s-,-;.jo-id s- aakidwiz;
aq4 10 Auesssactau ale �eul sue-Litui@s pup, 'sasmoo lo s j q dw3
1-
;,o sasup-dx-9 poi p-u---- pA ej; -to
Aed �g ptlle ioj ja6pnq oj sasube OsIp i@AodUT� -C
L' L „.aqu4-qw s- se sak,�as a;qAojdw-,,
SO-GLfU,1u,1oo PUE Sudr-,015 jej-U�a=UaAO'b je"-ioi pue 'aqels
U
4_ I” 'JeU01jeu JGq,
-�ur 's�4flqediciunui lo anftcai wals 4q! 'aouaialuct-) lenuuV atil 'ol p, ptu'l
,4ons,
111,iq 'buipt-tloui 101 si-JO.,"IDUM AUESS939U ansind q pue 'lei ax)
quap,
WIN10i Stu, Ulejuiew se 11am se '".4w,"oldw3 jo ju;��wdolaAap I0jcqsszyojd au4 enuiluoo
Ap-jenbape o suoise-..> o pu--- 'SBU114'auu ' Q fei I I-3Ae
4 pue teuctissajoid lictj aaAolduu3
jo ��,,---)suodxa aou;a4jG)sqns PUC' jQAt?J,1 xq Aed q�
pue jol ja6konq of Aia j9Aojdw3
-,jaAoldw�j aLjjjO POOB
-)j PUE 'j, 'U ji
G U if, ;jLjaLk,1AOUeA�oE' OWE U;J)MCU5, ioapedi-)q 3d jeuctissp4wd pp-nutluoo s,aa-Actid], 3
Iqp pue "up-ss@ suoij
eazyi 1 pu tpeposse Mocil ptie 'ejels
'Jeuold,w 'Ieuct4eu uf "Jonedrorped Iln" pue, uot4unuilL1100 !o, kiesss,�4i-)n,,u o�,)A,ojdui3 9141
0 ,
J
io suioqdix-�sqns gpzup s=-,-knp jeilo.s joid Job Aed of pue jol ,4 ?t o- L . ojdw3 , t�
sesu,,,dx3 ssauisnq je-4auaE) .8 uoijocaS
asyvuqLJ'o
-�urbe s�41ple�d @u 5 u sAep c)C, o, �11WOJ'ILU E lieLls aaAOtdL'-U-=j
g ssGlur i clo w, P
JaAaqdiu,!- ;-qi a 3 uouisod i'taulls�L4 sub isal AJU P-lUfljOA I li-3'1 <-, 'WMa �,U' L
U Jt ii + J' it
a-,)UM,-J,:)A'S f, ?d q4 paje6f;qo pu
P -aaAojdLuA aq4 It
w1i + st
la,"�,OICIUUM -,DLI,� 'UGU'p. Ojaj E 10 UOijDiAJOO e to ;--sr ineq pajeu�i -a
V`p UOQ40ab� Ul P---4P,?Ac-,jd se -G4UGpUe4dap lie pue
q-mieaij -atil ��nuijucc, oj tsoo aqj �Aed osle li .11�j =q�
,dUJ3 0q! 101 eqs ja-Aojd�
awc jai pcw d Lumaup e jol ',pa�euiw-i�q-� & Galoldw
3 �Nll It
uoaleoeA, pe'-nlwne �je Joi Palesuadum aq osle ac-Aojdul3
st a@Aojdw:q aLjjj -j -a -3;��ja gn
A uoil n4j ol s ,dde Aluo UOISIAwd
_OZ �AeV\j a
si�tj_t_ au� ,,q PP-YJ0,m IOU SL41uowl (q
�' -) Xis aqj 10 uoiliod Aue ol ju--awq- ,V
sm"I ic) uoqo,�s �,mep)ooce uq qgauoq pue A-jejes, snqd juawaaib",', @L11
rj;f uoljo-3s' ql�iivl Glouleru000e ui Aed q saajft jakid-u-113 'UG
` I I '�' � 5 1 L '4 , 41 lua -1 buuno
S)Lf SGQ�'lia s,- aucilie-A o4 e�3,qe pue si ;a�aAoi I U"
Pue
A'o el,"'l '-'c'; P�� I', ��'Paiulz-vs; uoq+oc;�j a U a 10 P'�eoq- �qq� buw'q I !'D� /"q a' e I Pqww;
SQjLJOW, 9 xis aLll buunp jGAojdLL,3 DL 11 PGjeUlLUj�,,i si a--4Aojdaj---i as av,,a aq-, u,
-aaftcluiF, aqd pue, ja,&qdw:j aLli Aq o-, va-ajift PjsimjeLjlo ssapir, ujrs duunj e ul pled
eq fll--La-S L4-,,LJE'JG4A;--s lsiqij A•d io a eJ ILIG-UnD aqj -w Adees, E,;) auo al ienba juawAed
@3UeJ,9A9S wnuipw e- e4plAo,id 11P-WS jaAqd,--u--j GLI-4' Pce`"]€ OUILIUJG� S! e��Aoidu,--, au,
UoQ
'0 pauqin, ise pa' wl-uuo, s-,, jueu-).AotduiG� u�-:4qm, aeftdwD q pted aq [iELIS 93UP'a31 @�
DOUelaAOS : 1130S
LIOWGI 10 SSW D U i t S i A 1C) d s Lt., L�`! M, -30 e P 0 0 e U, P PA 11 e G !, o i d a a q's
0��, u q 6uii�)q jo alqade,,Du,, tpjaf) gql
'-;F'jlUO0'l0 Uoea;q e, 10 rte': Q- '(SARP
p �--'kww' @qe"JOSP-91 e ujujy"4 "o) WOJJ )011,4 U uallpvi jo idia0a, la4,e-
Ul --qj Aqj0eJlU0,0 "0 qOe@Je, 'q
-,,AeD 0e, um-pim, ilneap -Gq; aim, o -:)jr-q!u-j ai pue �a.Aojdw7,
uoqsa66-;llns
'-(-I alep at3l �o se UiDqE"U!Wjg--j e ajej'-�ap Are-W 'q-aAojd-.--'LAl3 E441 Uall," ufbisaj aafoldW3 I
n je ltq I
,ez41 Apoq 6UH-J—z;;lAO6"
'fo Ap"'olevi'l aq, 10 s-e jqAqdW3 zmq� Aq u ,,,u
'0 Ewilol, ;Uonoailibsaj, deoce ol iagD ue Buim,13jfC)I �3LI51SGJ 9;4Aajdw- aqj 11 V
0 PUe, jc,)Ar-,,V\j aug cn, E�--ijcu -oi-id aanbaf
uauktapj6V s'q- JaZIP.--un saguliqsuodsai
De s�a�a-�AoidU,13
S!U UPA61 j.0 joli'Ju0c, -- ;-4jn;psucr--' IOUI LM 3J-@4-IC0W IOU' OP SJUGLIJKDOUL31le
W
v@UI leP-?pAOQ�41'lwnuodd- ssursnaq
jo 6q!so,,-,,, Tp-, pWII j j jdaooia
-iunwwo a.,.jjpuL- .ate Aojd 4,IS14uq�ouipw ci P!A d
a-a Aew G@AajdzII---' 4.,,,
o,t
a utirsuoo apistno uteDa,D 4eqj buiziuft-,G--�j liuiatuActldwa.
GI OS S,C-)IDAQjduu- aqj aq ji,'Enqs ;,jualwaa.6V siqj Aq -joj PA-PiAoid ;uawAoldwa ;-4qj
saIj!AJ40V ap!sjnO :17L uoiPaS
-aInpaqcts 'xtom ---1,epdo-ddt-n, ue qsqqe1sa
J
0' oaf,,Awe A
aq ji.eqs puia- 4egq c- pue '�aAcildw-.1 -.0
ssGusnq 1-to --,jnoi,,i,2aJ4o
i-41,11 ;9�NS4T-10-- 8LUu-2 J. leGIIE5 e SJOA9P 4snw, aaAoidw3 i�u 1eq, pazwbooaj si q
VOM 40 SJnOH : 43OS
-pa,4enjeX9. r,)U!C-q ,410pG40 ---0-UeW job ad
palc;iqcix�) ;aqj m a�wi+' 'Ic-" pol.—ad a'!qe'jOsea" e PeplAoid aq ieqs c-,iGAOjdu 3
H
uaiul 'suoqejoG-dxa aouew""'�-Pacil jua-jGg -R P
P LI
tu,- ujjap;v 40 P ieog aqj Aq paq!pow aq o- ;ate ssA--jod jo/pua qewjo; 'au,4w'nI4suywjoI
c 1 P. n'P A,--,',' Z-1 1 , 1.
U Y . a@,,Aojdu13 -:)Lll PUe UaWjapjV 10 Pj 9�4' 1 i I IUA-A9 9Uj U!
'Jasurtoo
fe,16-31�
ter, !1.s omP.A9 S,-)-@A0idw',::,i at-pjo ju��uo3. �� 4 5u - L
,!`G� S-Gj 1414 i,113100, U 't lie is uto
-;4ql' --o ual'u'japiv 10 pjeoq �ui liquold ije-u
I-)U!'-'iON Aq pajpuued
pu;-inx,a tin, mue wnw!XeLkI aq,' 01 Milliap!4UO3 pG.;h9P!SUo;:, aq i
�� P +1 1 jeqs pue Lugwia-pIV jo pjeo-��,�
'o uatssa-s' Pasolo; Lv pq'j;)npuo�. 3-q uw
siaj lie le -neqs >raf%otduu ] eqj;o
10 8N�I 11? A -9 G, I 'S,-41 1,!,.i o q 4 n e p u,, -P sinv,% ta c4 f q P. d d e I j I M 10 $ I'Ll
M IE--H-R-jF;UI U1 JO Aq pal!q!qojd
ju--aixe aqi o, -Aar s`ts�-anbaj Ajssajdx-,;a &aAf--qd '3 aLp Ssalun
+ �x;;, '15ugiim, u,
'6upa'at' u011emelk-a
A-telf-MIjOi jelplUf fC', SAeP 0� -4AOjduG 9L4 O,� M- Ml�a
p u I qpm G,� PG 3 p pue pa;ajdwoo
N
-oci pinal s uot;enjeAg fewl aq_L 9--,Aoldw3 of stins-ai uopen eA 1.
jo Auemun-s uajjij,,,A e, 1i'l;-4swd (7,' PUL' �SGAIIOGfOJO PUe SfIR06 aSi9q JVO U011Pt-q!eA LIA-Iii.1AA
Gq', ssnosip pue jaauj
XGU '.ie.@A, butwmdn put, ISe(I ��Ll
I JC�4: `,9Aij-0P-f 0 PUe SIE-06 10
q
UUUE-MeAG USII!UM e- G'-ued,---Jd 'uoissno,-,,',,p Ajqnwjoj jeLp buinoollot pcitjGd a-ouewjojjGd
i
QILIOW Q�' GM—,-,AIVj f-5IU[L=) se, pot �ad aoueuijopiad qjuow (Z. 1 a--Aiamq
Ori -vLjj Sle HEMA
i'
Is �qp, up;oq €0!,GAQ.09 o pue sleoB ssnostp of Ism ',qGLU aaho dw3 aqj pue uawj,,apjV
�P PleOPP, -'N�I E�3a)-JYIA, u0iSs9,s A,,Pjnw,ir,) - npuo o,
1-7 e + -a 0 J. sa'j-'eclf' uJoa j,01
A4!un,.,uoddoat4,,
apnjow jfeUG IWrUJ1--Wui le 'sse-ooid �uoqenji?Aa ienuuue at4j.' -r?a.,,,fojdwp ue �P 1dw3
I I _1 p - Ao,
aqj Aq iuodr, pea&e, hiernnw eq Ileus 14-it4,m watlenj 4,
MIS 'JE-4-4
jeOJO-(4j SLfjUOLU (7,,, f' ) �--,AJWY14 AJOA a.
paionpl,10101 �,-ouew,cqjz4d ivanbasqns pue '9007 j qol-rj ui Euiaq M-GIA-G4.1
�s all aqj a n-,Aojdf-U3 aul, jo ?ouewjOp;ad ai'a bulltIm W PAGIAa" Allenuue 11taLls iGiqfdw�]
U01
penjeA3 9OUI?'W ad a7_ U01130S
Section 15: Moving and Relocation Expenses
Employee agrees to, establish residence within ten €ni; s .a &Aa st= k,F_ within `h e,
months of employrnient, and thereafter to maintain } r s enc wi3hhn ten " }iles Fri the
corporate boundaries of "VIVestlake,
Employer reimburse }foy for "the documented s expenses moving
Employee n his an personal properly from Olathe, Kansas to the 'Westl ke,
area. The moving expense ir�ClUde p ackii 1, :?lii�7 � { €.' -��. ataf and
insurance charges to = 3 � i � 5 b01 i � "_. r t ,e
C r a i i at . i E' r^ pat _ iP;€ � ids will i=
required.
Employer shall renimburse Employee ye t actuall kxdging and meall expenses for his
tariiy i: s ioute'ro= h Olathe, Kansas, M i � „osiLs fc ov gT�dA,ttF ,--, rs ,riai
automobiles shall M reimbursed at the current RS allowable of 50.5 cents ,,reE`
mil
C Employer � l l reimburse "? i f x y .a r -y a �" �.� `� f r
p:^.¢. .�y¢{' gshall r �. 'v •E, g�.r� -r € €s; . €. r:. t om, -.dp^ i t _".: }w,. .tt., €o 2,I 00 per
i"i"iarit #z for documented expenses '..eta e t and iz„ Iifies '�i.. #i a Jerrie £."soi"x,Esencini4 on April
21, 200 , and shall fx-) itiriue Lip to 3 months, or until a home is purchased and Closed
on, whichever evew occurs first. Employe agrees t o discuss ex ten
on of this benefit if
r „rn l p i 'v residence in Ola . is no soil 4Gth)q this time period.
D. Employer shall reimburse D i loyee for up to 12 round trip air fares for Employee
iploye
and/or
nd /coal# his #a}i lily t any time E�: „7uri ;{ the first .s €..' days with ?:x ,. Y � service t ,., c`"� «,” *,.: a.�.`1 �. » .�3 i ., i""3# i`�s �a �..€ i',., 3 � €,.+ € ; k. i r >'4
and other -facets of the transition and relocation process ra total of .2 Individual tries
be reimbursed re ardl ess or Si =lash er Employee � r ar r , , ur b er : t.?:zes the
trips', z �fl "i lay' call e reimbursed '%fir a�tv.ir�I I lodging expenses incurred bv
Employee and his family members or---, any trips conducted prior to relocation, as
Y4 herein. mployer agrees to !s- uss extension of th's benefit if Employees
residence _. , (D'Hathe, KS is not said, li ilh6. i This time period .
Section 7: Indemnification
Beyond that requilrEad under Federal, State or Local Law, d_fend save
ha mless and indemnify j' Em l y a against any t ort. 7rofiessic: la. liai ".1 €�
demand or other legal action, whether ther r o uncill :_ s or ti €erojise- .aa lei# g out of an alieg _:d
act or omission o—c'-urring in to >erl i`{ � ance o§ Employee's, t Ut' -1 as 1- own Manager er .- r
resulting from the exercise of ;i.,idgaient or discr >,�''€ in connection with, the td rio"rl ai' :. i
of program duties or responsibilities, unless the act or ornission, involved willful or
wanton 1 1F .. '
n7 o' =fig, ;a a" a la sz a l tiz iP 1 . ar a €r n, ot i
refuse to provide independent legal representation airy a ;� p s IU
atii €tt4 _
Employer may riot unreasonably withhold approval. Legal representation, Arcs "vid zo by
t'r'p1ot#er for ErnL ye , shall extend until a final determinatio,- .mi * °?"e legal , action
including any appeals brought by either ,,`t The Employer shall indemnify mp -e
against any and ali i s « damages, j ag s 3s. 'Interest., sett z e en..t _3, fines, , . aw "i ">j s Ss
and other reasonable costs and expenses of ivgal proceedings att ?"fs 6 ss.
and any other liabilities i; "ncu r d by; imposed upon, or suf red by �u-,cl, Employee in
., ?rn,x_.ccaon w{tt"j or resulting iro T:: c3i'sy cI>vx..i, action, si.3$s, or t..',oct'.ed'sC Q, actual or
Paptif-1 aq,f u, uko"Iss"Walei"k 3 "N
u� ;9,_-qou s-e o -aclou-,-4s feumad jo a�ep 4os
e UaN6
J! A IC jq rya ec)qdde � se Jaul-I-Pui �-,)wes qqi
p�--)wae,p, ��q 11pus oaid jemlP, ol 3
4
UI PGAIGS Aw d -eq juawaaZV slqpi cl, juen.,sind paimib J -n-,IjOU
a
ssaippe
Ell 8plso U 1,361 SW �e j
U -Z 0
Sew0q-' �'-TI-A,0-1,dV',j3
-,qEq,? sexG
3A 0 1 d 11% A
)CO ��56',HIA C
aul
,S,PIAOflOi 'pipda,,C' a6epod �eomja- -%d sa1..x.. -.fit p
un -
,to /,polsn,-, aiu N10
I u ut 5u;j!sod;qp Aq UaAa5 aq lleqs ju,;.4Lua;-,kt6V siq,� ,capun a0i' N
sOa4ON -,OZ uOlI3OS
m, q, iet,,pp Aue lo �uewaaj6V SILJa
X10, SUIOIStAoid awl qji�m 1-il
_4uo,-) w jo Lj, AN
-�Js ow puaj-P S"O!PPUO- PUE SWIGI OL1,1 PGP�Aaid 'P-aA,,Cldw,,q aouewlcl
'u, �Suo,
au"I 0,4 5ulleiau -Dt-una 01 zwli uitouj, GlUfWJelop A,-Uu h Se -.,`uGU,4,.Aqd,w,3 ko stuoij,,puoo
pue suua� ticans e xg eq I`A'3 q;yv� i
s o,,
u, e w P, 6,,a u cl d n A. j u, o �,i G.A q, d U 3 L i
ivawAoldw3 jo suoiliptioO pue swja.L jaqjO :6� uoll"S
'a', eRsG-,P,,j% 1c, w1oo ialftuqq un o i 4o s,-�nnp pot o
W,
sw" ic', �Pnp,,Joo �,,uj iLP eaAoiclaug Gw, ,o� :-IOu-eJIITFIuI suoltss�wo Pue SJOIJa Pue
euoissaiojd io Isoo u , p.,o o m.,,,
osie I[eqs i�-Aoidw- I
90 eu t j el �ue -1apun
aq,2'o suoq ao o A�-p Aueill isoo nj au Aq Ilet4 tAjdwl , t -1 iu4j , j , ii - s „aoE
-3--%uejnsul fqjltqei-1,
ue Bui iq ,S� uoijoaS
ppuc
Butpuad bunpjebi-aj ja,/,,oldLu3 0` WE;InSU0 � O IQSIAP2 �SSGU-,HM e Se SG�4,1ulas ap-Aolpdw�i
s ,asljadxa fSAeul pue saal builinsuoo lqeuose,33 eaAojdwE Aed of saa-46P,
luzmdub pail ni)al Ql;ie Sc OM GS uaq,,,,d umo.j. atp jo &a.4oldwa ue, ja u
OU s!. ae4oldur-, napi -�,uiaX9 Gt4l U! 'Jat,(�,Mj -Fuipuad s� uqje.&jq qLg se, Buol se JaAotdl-113
puoAacl armijuloo flet4s sjuawAed awsuocix�s asa 1 , Ic-AOjdLu3
'DU IlqPvk 01 uc4e6,,jq,, Aup I.o Aotiapuad
01 J0S--IAPe e, si �)94oldL 3 G-LI-4 L40.
Gui'MoUbnoitAl, a;aAo,dul�i jo sasuadxa uoijel5ml aqe!uoalie Aed q seibe I ld e 3
Lu
aLjj JIGAo Aluougne OIGA GJAE�Lj DU 1TI IIS GaACIf-dD �] ,99AqdLU3
m. ieuoslliad si +uns x-, ims �)qj ol A13ed e s;l 8aAofduI--, ssejun pue '-ns jo wielo
AUIC- 0111,-4S &SWU.loiclum 0., jLif,U 9LIJ 0,Ae!4 1[1-��Ljqs laAqdw- jeun sa-lz,u600aj aa.,Aoldw3
zijqr--lzeAo 00 OF 'siot oqSI Sjt4j Uf PC4P!Awd se,ucqjeo_,4!uuuapu; jot
AapJa as JaAV,,-,idul3 aqi JeAMidde ioud qai!m apewl qq Isnuu wiej-, Aue jo juawelp.gs AuV
-sGtjnp q� m a-ue,,-uio,,pad aul Lpu,=x -, ua,10--aut-too utio jo.1no Busu.e 'p;auojL?,alu,,,
Cf 0 z
M > :3 r-
.3
w r)D 0)
rTl M > (n
"D C r
X
re- 4,
U) M
ID
'n
q),
14,
ka,A rj V >
< T,
0) 0 0 0
uo
z
rM
M
M
(P
7=+ cl
3
C-N 3-
—Y W
m
7,T
'D
to
0-
rn
Ull
all
0 f7l (A
0- 3 M
-d
(,D CD <
V)
'L"
--1 ---
qa
a
>
D D
15
1�
I �L �
M
<
(D
to (R,
(D
:3 , m 3
< 0
W I"
(f,
0
0
rD
(D
OT
(P
m
tft i7 J,
CD rD
<
ap
><
<
ro —
r1l
<
CL
0
3 fn
m
(D
0 0
(D
0
Q
W
fan, T
j6
(D
<
(D
<
CL.
M,
(D
oh,
M
D
D
cy ct
w
V",
ro up
67
< 0
-1
3
(5 Q) �p
0
C�
6 (D
J
flD
CIP
ID
0 (D�
5 cn
0
IE-5�
ID
(D
Town of Westlake
To: Honorable Mayor and Members of the Board of Aldermen
From: Troy J. Meyer, Director of Facilities and Recreation
Subject: Regular Meeting of August 11, 2008
Date: August 4, 2008
an
Presentation and discussion of a Status Report on construction of the Arts and Sciences Center.
Staff will continue to update the Board as outlined in the timeline below:
August 8, 2008 - Pre -bid conferences
-1 .m. at the Academy Performance Hall
August 11, 2008 - Board of Aldermen Meeting
- Arts and Sciences Center update
August 21, 2008 - Bid packages due
- Steele & Freeman office
August 25, 2008 - Board of Aldermen Workshop or
- Arts and Sciences Center update
Meeting
August 28, 2008 - Building Committee reviews bids
-4:30 .m. Town Hall
September 8, 2008 - Board of Aldermen Workshop or
- Funding update
Meeting
- Receive and review bids for interior and
exterior finishes. At this time, staff will
seek direction from the Board regarding
forward progress with the project.
September 22, 2008 - Board of Aldermen Meeting
- Funding update
- Consider award of bid for exterior and
interior finishes.
September 23rd, 2008 - Construction begins
-
RECOMMENDATION
No recommendation at this time.
ATTACHMENTS
None
! i L 1
Iff
To: Honorable Mayor and Members of the Board of Aldermen
From: Debbie Piper, Finance Director
Subject: Regular Meeting of August 11, 2008
Date: August 6, 2008
um
Presentation and discussion of the quarterly financial reports for the quarter ending June 30,
2008.
The attached quarterly financial reports are a work in progress and as we prepare them each
quarter, there will be continual tweaking in the way categories are presented. Our goal is to have
a concise and easy to understand document regarding the financials of our three (3) major funds;
General Fund, Visitors Association Fund and the Utility Fund. The remaining funds: Debt
Service, Capital Projects, 4B Economic Development and Property Tax Reduction are a function
of transfers in, sales tax revenues (which are discussed in the GF analysis), related expenses and
transfers out; therefore, we have not prepared quarterly reports for these funds.
These quarterly reports contain a "dashboard" display complete with major revenue and
expenditure categories as well as department revenues. A comparison of the YTD Adopted
Budget amount, based on being nine months into our fiscal year, with the YTD Actuals at
6/30/08 has been presented. Any concerns between these two areas show up as yellow
(cautionary) or red (critical).
All "cautionary" and "critical" items are detailed with explanations of the variances. Please note
that the "Analysis" is color coded and corresponds to the specific line -item on the "Dashboard"
report. Also provided on the "Dashboard" is the Estimated FY 07 -08 budget which represents
year -end estimates. A summary is presented at the bottom of each page indicating the net
revenues over (under) expenditures along with the projected ending fund balances for both the
Adopted and Estimated budgets. The operating days remaining in Unrestricted Fund Balance
have been calculated using operating expenditures. Our Fiscal and Budgetary Policies state that
we will strive to maintain 90 days of operation.
As demonstrated by the "Dashboard" analysis for the General Fund, the economy has affected
the finances of the Town. The revenue from Fidelity Phase II construction was increased by
$200K ($100K for the General Fund) due to a miscalculation regarding accruals. The sales tax
estimated budget reduction of $325K in the GF would have been $425K without this re-
calculation. This coupled with a downturn in interest rates, home construction, EMS user fees &
warrant collections results in the $550K reduction in revenue that has been estimated by year-
end.
The increase in expenditures was primarily due to the hiring of a Town Manager for a portion of
the fiscal year, the search and related expenses for the new Town Manager and Head of School
and the funds related to the contracted services of Joe Hennig as Interim Town Manager. These
three items alone reflect $143K of the $176K estimated year -end expenditure increase.
Overall, our estimated operating revenues remain positive and are slightly above our year -end
estimated operating expenditures. Even with anticipated revenue reductions and expenditure
increases, we are happy to say that we have maintained our operating fund balance during these
precarious times.
GENERAL FUND 100
Quarterly Financial Dashboard
Quarter Ended 06/30/2008
ADOPTED ESTIMATED
SUMMARY FY 07/08 YTD FY 07/08 YTD YTD
Budget Bud et Bud et I Budget Actuals
Net Revenues Over (Under) Exp $ 663,086 $ 180,307 $ (288,775) $ (508,648) $ (311,669)
Beginning Fund Balance 3,076,299 3,076,299
Ending Fund Balance 3,739,385 2,787,524
Restricted Fund Balance 645,185 390,274
Unrestricted Fund Balance $ 3,094,200 $ 2,397,250
# of Operating Days 272 202
** Dashboard is based on "ADOPTED YTD FY 07/08 BUDGET" vs "YTD ACTUALS'.
Estimated FY 07/08 Budget reflects adjustments based on analysis of the various
ADOPTED
ESTIMATED
ESTIMATED
**
REVENUES
YTD
FY 07/08
FY 07/08
YTD
FY 07/08
YTD
YTD
Budget
Bud et
Budget
Budget
Actuals
Dashboard
Dept 11 Sales /Beverage Tax 2,014,943 1,175,383 1,690,760 986,277 947,790 80.6%
Dept 11 Franchise Fees 535,278 401,459 604,940 453,705 331,098 82.5%
Dept 11 Interest Income 151,311 113,483 66,311 49,733 58,800
Dept 11 Misc Income 33,544 25,158 32,193 24,145 54,920 21ti.3°k
Dept 12 Planning & Zoning 1,256,530 942,398 1,135,974 851,981 638,535
Dept 13 Town Secretary 0 0 25,675 19,256 19,214 100.00/0
Dept 14 Fire /EMS 185,180 138,885 120,469 90,351 90,056 101010 M.,
Dept 15 Court 682,458 511,844 630,458 472,844 449,407 87.8%
Dept 19 Parks /Rec 18,000 13,500 21,225 15,919 16,694 123.7%
TOTAL 4,877,244 3,322,109 4,328,004 2,964,210 2,606,514 78%
Revenue Positive Cautious
Legend: >95% 80%-94%
Dept 88 Transfers In
ADOPTED
ESTIMATED
25,000
**
EXPENDITURES
YTD
De t 99 Transfers Out
FY 07108
YTD
FY 07108
YTD
291,492 7183.19%,
Budget
Budget
Budget
Budget
Actuals
Dashboard
Payroll & Related 1,616,383 1,212,287 1,656,957 1,242,718 1,216,363 100.3%
Operations & Maintenance 2,510,790 1,883,093 2,637,379 1,978,035 1,376,937 73.1°
Capital Outlay 24,735 24,735 33,450 35,361 33,391 .
TOTAL 4,151,908 3,120,115 4,327,787 3,256,114 2,626,691 84%
Expenditure
Positive
Cautious
Leciend:
< 100%
101 % - 110%
ADOPTED ESTIMATED
SUMMARY FY 07/08 YTD FY 07/08 YTD YTD
Budget Bud et Bud et I Budget Actuals
Net Revenues Over (Under) Exp $ 663,086 $ 180,307 $ (288,775) $ (508,648) $ (311,669)
Beginning Fund Balance 3,076,299 3,076,299
Ending Fund Balance 3,739,385 2,787,524
Restricted Fund Balance 645,185 390,274
Unrestricted Fund Balance $ 3,094,200 $ 2,397,250
# of Operating Days 272 202
** Dashboard is based on "ADOPTED YTD FY 07/08 BUDGET" vs "YTD ACTUALS'.
Estimated FY 07/08 Budget reflects adjustments based on analysis of the various
ADOPTED
ESTIMATED
**
OTHER SOURCES and USES
FY 07/08
YTD
FY 07108
YTD
YTD
Bud et
Budget
Budge
Bud et
Actuals
Dashboard
Dept 00 Other Sources
100,000
100,000
0
0
0
a
Dept 88 Transfers In
50,000
37,500
25,000
18,750
0
De t 99 Transfers Out
212,250
159,188
313,992
235,494
291,492 7183.19%,
TOTAL
(62,250)
(21,688)
(288,992)
(216,744)
(291,492)
ADOPTED ESTIMATED
SUMMARY FY 07/08 YTD FY 07/08 YTD YTD
Budget Bud et Bud et I Budget Actuals
Net Revenues Over (Under) Exp $ 663,086 $ 180,307 $ (288,775) $ (508,648) $ (311,669)
Beginning Fund Balance 3,076,299 3,076,299
Ending Fund Balance 3,739,385 2,787,524
Restricted Fund Balance 645,185 390,274
Unrestricted Fund Balance $ 3,094,200 $ 2,397,250
# of Operating Days 272 202
** Dashboard is based on "ADOPTED YTD FY 07/08 BUDGET" vs "YTD ACTUALS'.
Estimated FY 07/08 Budget reflects adjustments based on analysis of the various
0--
EXPENSES
Payroll & Related
Operations & Maintenance
Capital Outlay
IFA/DS Payments
TOTAL OPERATING EXPENSES
UTILITY FUND 500
Quarterly Financial Dashboard
Quarter Ended 06/30/2008
ADOPTED
FY 07108
REVENUES
Dept
Budget
YTD
11
Water Revenue
Dept
11
DS- Town /Hillwood
Dept
11
Sewer Revenue
Dept
11
Tap Fees
Dept
11
Impact fees
Dept
11
Interest Income
,Dept
11
Misc Revenue
1,878,708
1,356,307
TOTAL
EXPENSES
Payroll & Related
Operations & Maintenance
Capital Outlay
IFA/DS Payments
TOTAL OPERATING EXPENSES
UTILITY FUND 500
Quarterly Financial Dashboard
Quarter Ended 06/30/2008
ADOPTED
FY 07108
YTD
FY 07/08
Budget
YTD
1,141,028
Budget
32,340
Budget
262,500
1,671,370
1,253,528
96,120
72,090
338,698
254,024
61,000
45,750
50,000
37,500
50,000
37,500
ESTIMATED
FY 07108
YTD
Budget
Budget
1,521,370
1,141,028
43,120
32,340
350,000
262,500
31,000
23,250
10,000
7,500
35,000
26,250
9,700 7,275
43,450
32,5
2,276,888 1,707,666
2,033,940
1,525,4
Budget
Revenue
Positive
1
Cautious
140,746
Legend:
>95%
80%-94%
ADOPTED
ESTIMATED
FY 07/08
YTD
FY 07/08
YTD
Budget
Budget
Budget
Budget
140,746
105,560
146,775
110,081
1,428,954
1,071,716
1,372,717
1,029,538
35,500
26,625
30,312
22,734
273,508
152,407
220,508
152,407
1,878,708
1,356,307
1,770,312
1,314,760
Expenditure
Positive
Cautious
Legend:
< 100%
101 % - 110%
OTHER SOURCES and USES
FY 07108
Budget
YTD
Budget
Dept
00
Other Sources
0
0
Dept
88
Transfers In
0
0
Dept
00
Capital Projects
173,501
130,126
Dept
99
Transfers Out
65,000
48,750
TOTAL
(238,501)
(178,876
SUMMARY
Net Revenues Over (Under) Exp
Beginning Fund Balance
Ending Fund Balance
Restricted Fund Balance
Unrestricted Fund Balance
# of Operating Days
ESTIMATED
FY 07108 YTD
Budget Budget
0 0
0 0
20,000 15,000
40,000 30.000
YTD
Actuals Dashboard
637,595
30,872
235,961 92.89%
9,875
14,728
27,079
10.874 149.47%
< 79%
YTD
Actuals
Dashboard
104,980
99.45%
665,065
62.06%
14,954
56.17°1°
142,049
93.20%
927,048
68.35%
YTD
Actuals Dashboard
0 0.00%
0 0.00%
1,781 1.37 °10
0 0.00%
(1,781)
YTD
FY 07/08 1 YTD FY Budget Budget I Budget I Budget I Actuals
159,679 $ 172,483 203,628 $ 165,695 $ 38,155
1,138, 002 1,138, 002
1,297,681 1,341,630
233 253
*' Dashboard is based on "ADOPTED YTD FY 07/08 BUDGET" vs "YTD ACTUALS ".
Estimated FY 07/08 Budget reflects adjustments based on analysis of the various accounts.
** Dashboard is based on "ADOPTED YTD FY 07/08 BUDGET" vs "YTD ACTUALS ".
Estimated FY 07/08 Budoet reflects adiustments based on analvsis of the various accounts.
VISITORS ASSOCIATION FUND 220
ADOPTED
ESTIMATED
YTD
**
Dashboard
FY 07108 -F-
YTD
get
FY 07/08
Budget
YTD
YTD
Payroll & Related 83,554 62,666 89,679 67,259 61,776 98.58%
Operations & Maintenance 170,489 127,867 219,490 164,618 120,786 94.46%
,Capital Outlay 0 0 (376) (282) 0 =-
YTD
TOTAL 254,043 190,532 308,793 231,595 182,562 95.82%
Quarterly Financial Dashboard
Expenditure
Legend:
Positive
< 100%
Cautious
101 0/0- 1100/6
Budget
Actuals
Dashboard
Dept 00 Other Sources
0
0
``
---
-
Quarter Ended 06/30/2008
0
0
0 0
0
0100%
De t 99 Transfers Out
0
0
40,000 30,000
0
0.00%
TOTAL
0
0
(40,000) (30,000)
ADOPTED
ESTIMATED
**
REVENUES
YTD
FY 071011
YTD
FY 07108
YTD
Budget
Bud et
Bud et
Budget
Actuals
Dashboard
Dept
11
Hotel Occupancy Tax
450,000 337,500 430,000
322,500
326,074
96.61%
Dept
11
Historical Board Rev
5,000 3,750 8,000
6,000
7,675
204.67%
Dept
11
Tree City Income
8,000 6,000 8,000
6,000
6,140
102.34%
Dept
11
Public Arts Revenue
0 0 6,500
4,875
5,920
100.00%
Dept
11
Insurance Refunds
0 0 25
19
21
100.00%
De t
11
Interest Earned
48,000 36,000 35,000
26,250
28,939
80.39%
TOTAL
511,000 383,250 487,525
365,644
374,769
97.79%
Revenue
Positive
Cautious
Legend:
>95%
80 % -94%
** Dashboard is based on "ADOPTED YTD FY 07/08 BUDGET" vs "YTD ACTUALS ".
Estimated FY 07/08 Budoet reflects adiustments based on analvsis of the various accounts.
EXPENDITURES
ADOPTED
ESTIMATED
YTD
**
Dashboard
FY 07108 -F-
YTD
get
FY 07/08
Budget
YTD
YTD
Payroll & Related 83,554 62,666 89,679 67,259 61,776 98.58%
Operations & Maintenance 170,489 127,867 219,490 164,618 120,786 94.46%
,Capital Outlay 0 0 (376) (282) 0 =-
YTD
TOTAL 254,043 190,532 308,793 231,595 182,562 95.82%
Budget
Expenditure
Legend:
Positive
< 100%
Cautious
101 0/0- 1100/6
Budget
** Dashboard is based on "ADOPTED YTD FY 07/08 BUDGET" vs "YTD ACTUALS ".
Estimated FY 07/08 Budoet reflects adiustments based on analvsis of the various accounts.
ADOPTED
ADOPTED
ESTIMATED
ESTIMATED
**
OTHER SOURCES and USES
YTD
FY 07/08
YTD
FY 07108
YTD
YTD
Budget
Budget
Budget
Budget
Actuals
Dashboard
Dept 00 Other Sources
0
0
0 0
0
0.00%
Dept 88 Transfers In
0
0
0 0
0
0100%
De t 99 Transfers Out
0
0
40,000 30,000
0
0.00%
TOTAL
0
0
(40,000) (30,000)
0
** Dashboard is based on "ADOPTED YTD FY 07/08 BUDGET" vs "YTD ACTUALS ".
Estimated FY 07/08 Budoet reflects adiustments based on analvsis of the various accounts.
ADOPTED
ESTIMATED
SUMMARY
FY 07/08
YTD
I
FY 07/08
YTD
YTD
Budget
Budget
Bud et
Budget
Actuals
Net Revenues Over (Under) Exp
$ 256,957 $ 192,718 $
138,732 $ 104,049 $ 192,207
Beginning Fund Balance
1,183,022
1,183,022
Ending Fund Balance
1,439,979
1,321,754
Restricted Fund Balance
-
20,000
Unrestricted Fund Balance
$ 1,439,979 $
1,301,754
# of Operating Days
2,069
1,539
** Dashboard is based on "ADOPTED YTD FY 07/08 BUDGET" vs "YTD ACTUALS ".
Estimated FY 07/08 Budoet reflects adiustments based on analvsis of the various accounts.
TOWN OF WESTLAKE
Analysis of Dashboard for Quarter Ended 06/30/08
GENERAL FUND
REVENUES
0
SALES/BEVERAGE TAX
31310 -11 Sales Tax Revenue — ($225,528)
• The Estimated YTD is based on receiving only 7 payments for this fiscal year due to accruals. As
expected with the economy, sales tax is not what we had anticipated.
• We have reduced our GF $2M adopted budget to $1.68M . This anticipates an average monthly receipt
for the GF of $110K of sales tax (net of Fidelity).
• Additional $332,500K was budgeted for sales tax regarding Fidelity construction assuming approx 61%
would be completed by fiscal year -end. We have increased this amount to $432,328 (GF portion) due to a
miscalculation regarding accruals. This total represents 1% of the sales tax collected from Fidelity Phase
II construction. Per our economic development agreement, this total is budgeted to be paid to Fidelity.
This income appears to be accurate to -date with approximately $200K remaining funds to be paid for this
fiscal year.
31430 -11 Mixed Beverage Tax — ($4,566)
• Payment is received quarterly by the 15th of the following month.
• Payment of $5,533 was received and posted in July.
O FRANCHISE FEES
31820 -11 AT &T /SBC Franchise — ($51,320)
• Payment is received quarterly by the 15th of the following month.
• Payment of $32,099 was received and posted in July.
• Estimated budget has been reduced by $16K based on current year analysis
31826 -11 Tri- County Franchise — ($46,244)
• Payment is received quarterly by the 15`h of the following month.
• Payment of $89,457.62 was received and posted in July.
• Estimated budget has been increased by $60K based on current year analysis
— INTEREST EARNED
36110 -11 Interest Earned ($55,010)
• Original budgeted interest was based on all amounts held in the General Fund, e.g. TSH funds for Arts &
Science Building at a higher interest rate.
• Current interest is 2.2%
• $23K interest was transferred along with the designated funds to the Arts & Sciences Capital Project
Fund.
• Estimated budget has been reduced by $85K due to the transfer and reduced interest rate.
DEPT 12 - PLANNING & ZONING
32209 -12 Grading / Excavation Permits — ($3,600)
• New home starts are down.
• Issued 9 grading permits but projected 15 for this time period.
Page 1
TOWN OF WESTLAKE
of Dashboard for Quarter Ended 06/30/08
4W DEPT 12 - PLANNING & ZONING (continued)
32210 -12 Building Permits - ($221,262)
• Payment from Fidelity for $81,900 was received and posted in July.
• Not as many new home starts as anticipated.
• Estimated budget has been reduced by $100K based on current year analysis
32211 -12 Inspections and Plan Reviews — ($149,332)
• Payment from Fidelity for $53,235 was received and posted in July.
• These fees are directly related to Building Permits.
• Estimated budget has been reduced by $130K based on current year analysis
• We had also anticipated a fee schedule amendment in January 2008 but were focusing attention on
development projects.
34130-12 Development Fees — ($16,449)
• These fees are developer driven.
• Projects canceled or delayed for reasons outside the town's control.
ow DEPT 14 — FIRE/EMS
34000 -14 EMS User Fees ($42,337)
• Current Year adopted budget was projected based on three months of history with this new company.
Transports have decreased during the current fiscal year and Medicare billing vs private insurance has
increased. Medicare rates are less than private insurance and have increased by 6% during the current
year with private insurance decreasing by 4 %.
• Estimated budget has been reduced by $54K based on the above explanation.
O DEPT 15 — COURT
35140-15 Warrant Revenue ($43,855)
• Due to an increase in time served (jail credit) and indigency applications the actual cash clearances have
been reduced to reflect current collection rates
• Estimated budget has been reduced by $59K based on current year analysis
35150-15 Warrant Fees ($12,931)
• Due to an increase in time served (jail credit) and indigency applications the actual cash clearances have
been reduced to reflect current collection rates. Fees represent a $50 charge for each warrant collected.
• Estimated budget has been reduced by $15K based on current year analysis
EXPENDITURES
PAYROLL AND RELATED
41110-11 Payroll and Related ($32,784)
• Increase due to the new Town Manager being hired. Prior Manager was not included in the payroll and
related line -item because he was not an employee of the Town.
• Estimated budget has been increased by $53K to include Town Manager pro -rated salary
Page 2
TOWN OF WESTLAKE
Analysis of Dashboard for Quarter Ended 06/30/08
0 CAPITAL OUTLAY
47416-14 Fire Equipment/Maintenance — ($1,050)
• Equipment was more than originally budgeted.
• Estimated budget has been increased to cover this amount.
47410-16 Motor Vehicle ($4,436) 40% of Replacement Truck
47410-19 Motor Vehicle ($2,218) 20% of Replacement Truck
• Public Works truck was totaled; insurance check in the amount of $8,609 was received. These line -items
were not originally budgeted. The remaining portion is budgeted in the Utility Fund.
OTHER SOURCES AND USES
Other Sources
• Adopted budget included $100K contribution from Texas Student Housing for the Arts and Sciences
Building. A capital project has been created for this project; therefore, the funds were booked into the
appropriate fund.
• Estimated budget has been reduced by $100K
Transfers In
• This line -item represents impact fees from the Utility Fund which are transferred at year -end. These fees
are less than anticipated due to a decrease in single - family residential permits; therefore, the estimated
budget has been reduced to $25K
Transfers Out
• Adopted amount represents $35K transfer to Capital Projects fund for a water well at the Academy
Campus. This will be completed prior to the fiscal year end.
• A mid -year payment of $67,517 was made to TXDOT for FM 1938 Hwy 114 bridge enhancements at SH
114 and Precinct Line Road. This amount was approved by the Board on January 14, 2008 and
transferred to the Capital Project Fund for payment. This amount is included in the Estimated Budget.
• Additionally, a transfer out to the Permanent Capital Maintenance Fund in the amount of $169,570 was
budgeted for the Stagecoach Hills street reconstruction and the Dove Road Bridge Expansion. Both
projects have been postponed until FY 2008 -2009.
• Estimated transfers out have been reduced to reflect the above.
Page 3
TOWN OF WESTLAKE
Analysis of Dashboard for Quarter Ended 06/30/08
UTILITY FUND
REVENUES
— WATER REVENUE
34410 -11 Water Revenue ($615,933)
• Revenue disparity due to seasonality of water sales.
• Revenues were estimated based on extended drought conditions that did not materialize during the 1 st qtr
07/08 FY.
• June consumption posted on 07/07/08 - $ 244,261
• Estimated budget has been reduced by $150,000 based on current year conditions.
— DEBT SERVICE
34411 -11 Debt Service — Town/Hillwood ($41,218)
• Direct correlation with water revenue
• Based on consumption in designated areas of the Town
• Estimated budget has been reduced by $53,000
SEWER REVENUE
34420 -11 Sewer Revenue ($18,063)
• June consumption posted on 7/07/08 - $34,906
• Estimated budget has been increased by $11,302 based on current year analysis.
— TAP FEES
34430 -11 Water Tap Fees ($26,500)
• Fees based on higher number of single - family residential permits that have not occurred.
• Fidelity tap fees for the new Fidelity building will add significant amount of revenue within the next
month.
• Estimated budget has been decreased by $21,000 based on current year analysis.
34440 -11 Sewer Tap Fees ($9,375)
• Fees based on higher number of single - family residential permits that have not occurred.
• Estimated budget has been decreased by $9,000 based on current year analysis.
— IMPACT FEES
34450 -11 FW Impact Fees ($22,775)
• Fees based on higher number of single - family residential permits that have not occurred.
• Fidelity tap fees for the new building will add significant amount of revenue within the next month.
• Estimated budget has been decreased by $25,000 based on current year analysis.
® INTEREST EARNED
36201 -11 Interest Earned ($10,421)
• Based on higher rate of interest
• Current interest is approximately 2.2%
• Estimated budget has been decreased by $15,000 due to decrease in interest rates.
Page 4
TOWN OF WESTLAKE
Analysis of Dashboard for Quarter Ended 06/30/08
INTEREST EARNED
36110 -11 Interest Earned ($7,061)
• Original budgeted interest was based on a higher interest rate for the entire fiscal year.
• Current interest is 2.2%
• Estimated budget has been reduced by $,la5k due to the current interest rates.
town of
Westlake
6, FUTURE AGENDA ITEMS: Any Board member may request at a workshop
and / or Board meeting, under "Future Agenda Item Requests ", an agenda item
for a future Board meeting. The Board 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 Board member will explain the item,
the need for Board discussion of the item, the item's relationship to the Board's
strategic priorities, and the amount of estimated staff time necessary to prepare for
Board discussion. If the requesting Board member receives a second, the Town
Manager will place the item on the Board agenda calendar allowing for adequate
time for staff preparation on the agenda item.
m
Town of
Alestlake
Board ! •
- Special Board of Trustees Meeting
o 8/21/08, 9:30 a.m., Town Hall offices, Municipal Court
Room
- Back to School Night
o 8/21/08, time TBD
- Teacher Welcome Back Breakfast
o 8/22/08, 8 a.m. — 9 a.m., Academy Dining Hall
- Corporate Neighbors Reception
o 5:30 — 7:30 pan. @ the home of Doug and Laura Wheat
- Joint Board of Aldermen /Planning & Zoning Commission land
use /zoning training
o 9/29/08, 6 -8 p.m., Town Hall offices, Municipal Court
Room
- Texas Municipal League Annual Conference and Exhibition
o 10/28 — 10/31/08, San Antonio, Texas
Town of
WestlakC..
Item # 8 —
136
Back up material has not
been provided for this item.