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12-08-08 TC Agenda Packet
ff : � WESTLAKE TOWN HALL 3 VILLAGE CIRCLE MUNICIPAL COURT O p.m.. 011OU".1y"DOW I OWN i, 3. HEAR AND DISCUSS A DRAFT OF THE PROPOSED NAMING POLICY FOR TOWN OWNED 4. DISCUSSION OF QUARTERLY FINANCIAL REPORTS Fi. QUARTER ENDING 1 ! h 5. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and/or Council meeting, under "Future Agenda Item Requests", an agenda item for a future Council meeting. The Council member making the request will contact the Town Manager with the requested item and the Town Manager will list it on the agenda. At the meeting, the requesting Council member will explain the item,the need for Council discussion of the item,the item's relationship to the Council's strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council member receives a second, the Town Manager will place the Town of Westlake Town Council Page 2 of 2 Workshop Agenda December 8,2008 item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. - Done 6. ADJOURNMENT. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, by Friday, December 5,2008,by 4 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. Contract for Services and Scope of Work Between ETC Institute and the Town of Westlake, Texas ARTICLE I C. . 1. Overview of Services to Be Performed: ETC Institute will design and administer a survey of residents of the Town of Westlake for the Town of Westlake, Texas. The survey will be administered in during January 2009. The final report will be completed by March 31, 2009. 2. Maximum fixed fee. The total fee to conduct the survey excluding the optional survey of parents of Westlake Academy students who do not live in the Town of Westlake will not exceed $8,750. 3. ETC Institute's responsibilities. The major tasks that will be performed by ETC Institute include the following: a. meeting with Town staff and elected officials to review potential questions for the survey b. finalizing the survey questions and methodology for administering the survey based on input from the Town c. designing a survey instrument that is up to 10 minutes in length (or about 4 -5 pages); the survey may contain up to one page of questions about Westlake Academy. d. developing the sampling plan e. setting up the database f. conducting a pretest of the survey instrument g. printing and mailing survey packets to all households in the Town of Westlake plus a sample of parents of Westlake Academy students who live outside the Town of Westlake. h. administering the surveys by a combination of mail, phone, and the Internet i. OPTIONAL: administer a separate survey that is up to 2 pages in length to parents of Westlake residents who do not live in the Town of Westlake. Page 1 of 3 j. conducting data entry and quality control review for all completed surveys k. providing complete printouts of the data 1. providing a summary report, which includes and executive summary, charts and graphs, comparative benchmarks to show how the results for Westlake compare to selected results from other communities. m. making an on -site visit to present the final report to the Town. 4. Responsibilities for Town of Westlake will include the following: a. approving the survey instrument b. identifying requests for subanalysis of the data as appropriate C. providing a cover letter for the survey d. providing a database of Westlake residents and parents of students enrolled at Westlake academy. ARTICLE 11 • 1. Invoices will be submitted upon completion of the tasks listed in Article 1, Section 3 as follows: Initial On -Site Meeting with Town Staff and Elected Officials ($1500) o First draft of the survey instrument Survey Design and Sampling Plan Complete ($2000) o Deliverable is the approved copy of the survey instrument Administration of the Survey — 50% Complete ($1500) o Memorandum documenting the progress of the survey Administration of the Survey — 100% Complete ($1500) o Tables that show the overall results for all questions on the survey Draft Final Report ($1000) o Draft final report Final Report and Presentation ($1000) o Final report 2. The fee for the Optional Survey of parents of Westlake Academy students who do not Page 2 of 3 live in the Town of Westlake will increase the total fee for this project by $7,500 for a total of $16,250. ARTICLE III l ,F�.. 1. Change in Scope. The Scope of Services for this contract shall be subject to modification or supplement upon the written agreement of the contracting parties. Any such modification in the Scope of Services shall be incorporated in this Agreement by supplemental agreement executed by the parties. 2. Termination of Contract. This agreement may be terminated by either party upon 14 days written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party. 3. Rights to Use the Data. ETC Institute has the right to use the data as a component of DirectionFinder benchmarks, but ETC Institute will not release specific results for the Town of Westlake without approval from the Town. IN WITNESS WHEREOF, the parties hereto have caused this agreement to be signed by their duly authorized officers. Date Christopher Tatham, Vice President, ETC Institute Date Page 3 of 3 4. Using a scale of 1 to 5, where 5 means "very safe" and 1 means "very unsafe," please rate how safe ou feel in the following t. e, MEN °m -m MENEM= °m m Quality of public safety services (police, A. fire, emergency medical, and municipal 5 4 3 2 1 9 court) in the Town Westlake B Overall efforts by Westlake to ensure the 5 4 3 2 1 9 community is prepared for emergencies C.1 Overall maintenance of Town streets 5 4 3 2 1 9 D.� ®' Overall effectiveness of communication 5 4 3 2 1 9 by the Town of Westlake E. Overall quality of water utility services 5 4 3 2 1 9 F Overall quality of wastewater (or sanitary 5 4 3 2 1 9 sewer) utility services G Quality of parks and recreation programs 5 4 3 2 1 9 and facilities in Westlake H. Overall quality of customer service 5 4 3 2 1 9 provided by the Town of Westlake I Overall efforts by the Town to manage 5 4 3 2 1 9 stormwater 4. Using a scale of 1 to 5, where 5 means "very safe" and 1 means "very unsafe," please rate how safe ou feel in the following t. e, r.: Using a scale of ;:• "very satisfied" 7 • dissatisfied," please rate your satisfaction with each of the following POLICE AND MUNICIPAL 7. Using a scale of I to 5, where 5 means "very satisfied" and 1 means "very dissatisfied," please rate your satisfaction with each of the following FIRE AND EMERGENCY MEDICAL • 8. services © ©© �© Hoinr Satrsed�ae yon with:., Excellent � Good Average �: Fair ; `poor, Don t Knows STREET MAINTENANCE SERVICES: As a place to live How Satisfied are you with ; 'Very. , ; 5atisfrect .. SatisfiedNeutral Dissatisfied Vey on't Dissatisfied Know As a place to work • • • • • IM Fell • • 11 • f • �� �� As r place to retire . • i • i • direction r.: Using a scale of ;:• "very satisfied" 7 • dissatisfied," please rate your satisfaction with each of the following POLICE AND MUNICIPAL 7. Using a scale of I to 5, where 5 means "very satisfied" and 1 means "very dissatisfied," please rate your satisfaction with each of the following FIRE AND EMERGENCY MEDICAL • 8. services © ©© �© Using a scale of 1 to 5, where 5 means "very satisfied" and 1 means "very dissatisfied," please rate your satisfaction with each of the following STREET MAINTENANCE SERVICES: How Satisfied are you with ; 'Very. , ; 5atisfrect .. SatisfiedNeutral Dissatisfied Vey on't Dissatisfied Know • • • • • IM Fell • • 11 • f • �� �� M*;iZA e. hill 4 tzi Mtm 101 WA 14 117-17144 a Well &I Mr., - I I I "I — 0 112 V*" :4:f-Alv I Lei 10. Using a scale of 1 to 5, where 5 means "very satisfied" • 1 means "very dissatisfied," please rate your satisfaction with each of the following PUBLIC INFORMATION services, A.1 Maintenance of Town parks 5 4 3 2 1 9 9 B. Number of parks in your community 5 4 3 2 1 9 1 C. Number of walking/biking trails 5 4 3 2 1 9 2 D. Availability of park facilities 5 4 3 2 1 9 3 E. Quality of outdoor athletic fields available to the Westlake community 5 4 3 2 1 9 10. Using a scale of 1 to 5, where 5 means "very satisfied" • 1 means "very dissatisfied," please rate your satisfaction with each of the following PUBLIC INFORMATION services, • -. MEN IN Residential trash collection services 5 4 3 2 1 9 A Availability of information about Town 5 4 4 3 2 1 9 services and activities Yard waste collection services 5 4 3 2 1 9 B Timeliness of information provided by the 5 4 4 3 2 1 9 Town of Westlake furniture, appliances. etc.) C Efforts by the Town of Westlake to keep 5 4 4 3 2 1 9 you informed about local issues conservation and protect water resources D. Usefulness of the Town newsletter 5 4 4 3 2 1 9 E The quality of the Town of Westlake's 5 4 3 2 1 9 website F The level of public involvement in local 5 4 3 2 1 9 decisions • -. 3 A.1 Residential trash collection services 5 4 3 2 1 9 B. Curbside recycling services 5 4 3 2 1 9 C. Yard waste collection services 5 4 3 2 1 9 D. Bulky item pick up /removal services (old 5 4 3 2 1 9 furniture, appliances. etc.) E. Town efforts to promote water 5 4 3 2 1 9 conservation and protect water resources F. Household hazardous waste disposal 5 4 3 2 1 9 service for oil, paint, etc) 3 1 . Using scale of 1 to 5, where 5 means "very satisfied" and 1 means "very dissatisfied," please rate our satisfaction with each of the following CODE ENFORCEMENT S VICE °0 °0 Enforcing the clean up of junk and debris 5 4 3 2 1 9 on private property in your community B Enforcing the mowing and cutting of 5 4 3 2 1 9 weeds and grass on private property C Enforcing the exterior maintenance of 5 4 3 2 1 9 residential property D. Enforcing sign regulations 5 4 3 2 1 9 E Enforcement of yard parking regulations 5 4 3 2 1 9 in your neighborhood F. Town efforts to remove abandoned or 5 4 3 2 1 9 inoperative vehicles 4 18. Do any children in grades K-12 currently live in your home? (1) Yes — answer #1 8a (2) No 18a. IF YES to #18: Do any of these children attend Westlake Academy? _(1) Yes _(2) No i9. How would you describe your racelethnicity? 20. Gender: (1) Male (2) Female Please Returff-T'our Completed Survey in the Enclosed Postage Paid Envelope Addressed to: ETC Institute 725 W. Frontier Circle Olathe, KS 66061 Individual responses to the survey will remain confidential. The information printed on the sticker to the right will ONLY be used to help identify which areas of the town are having difficulties with town services. If your address is not correct, please provide the correct information. Town of Westlake Memo To: Honorable Mayor and Members of the Town Council From: Amanda DeGan, Court Administrator Subject: Workshop Meeting of December 8, 2008 Date: November 25, 2008 ITEM Hear and discuss a draft of the proposed naming policy for Town owned facilities. VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: Inviting Residential & Corporate Neighborhoods • On -going comprehensive planning • Highest quality development and aesthetic standards We are Leaders • High quality services delivery coupled with financial stewardship • Infrastructure maintenance and planning Hospitality Finds Its Home in Westlake o Citizen engagement and communication •� In May of 2008, the Council passed a resolution accepting a generous gift and naming of the Arts & Sciences Center, or portion thereof, in honor of Sam W. Lee for the commitment Mr. Lee had demonstrated to the Town over the past 30 years. Additionally, the Council directed the Town Manager to research a policy for the naming of all Town owned facilities. This proposed policy is attached and presented for Council consideration. The policy is designed to cover both gift- related and honorary naming opportunities and was drafted in conjunction with the previous Council directives for the Arts & Sciences Center, the Academy library and the tree and bench dedication that has occurred on the Civic Campus. RECOMMENDATION No recommendation. ATTACHMENTS Draft Policy Purpose The purpose of the naming guidelines is to establish the proper procedures to recognize the dedication, accomplishment or generosity of individuals and entities whose support is a valuable and integral component of the mission of the Town of Westlake and, by extension, Westlake Academy. The naming opportunities include Town owned facilities, parks, recreational areas and sports fields, hike and bike trails and /or municipal buildings - hereinafter referred to as "facilities ". In the future, additional naming opportunities may arise for brick pavers, theater seats, benches, tree plantings or other items not described above, which will also be submitted to the Council for review. Objectives • Encourage broad community support, enhancement and involvement in the Town and Academy through private donations, gifts and other private funding sources • Ensure that recognition is afforded to those who have made extraordinary commitments, donations and achievements on behalf of the Town and /or Academy • Provide a uniform policy for submitting naming requests to the Town Council for consideration and debate Critarin The Town Council may authorize the naming or renaming of the facilities under the following criteria: Gift - Related Naming — occurs when a donor makes a significant monetary contribution to the Town and /or Academy • A person or entity submitted for consideration shall have: (a) Made a significant land and /or monetary donation to the Town or Academy (b) Made an "In Memoriam" request as a consideration of the donation • All requests and proposed donation amounts will be submitted to the Council for review and approval Honorary Naming — may be submitted to recognize the dedication or meritorious contribution of a person or entity who has been instrumental in supporting the mission of the Town and /or Academy • A person may be living or deceased and will have demonstrated a consistent or significant contribution to the citizens of the Town and /or to the students of Westlake Academy • Naming may occur for a symbol or concept recognized as associated with the Town or Academy • A local historical figure or leader, place, event or other instance of historical or cultural significance • Predominant plant materials, streams, lakes, rivers and creeks Components of the facilities or specialized areas of use may have a different name from the larger park, building, recreation area, hike and bike trail or municipal building. Procedures An application for a naming request of a facility should be submitted to the Town Manager who shall notify the Council of the receipt of the request. The application must contain: • A single recommendation or name for consideration • A resume of the nominee • A summation of the contributions or impact of the individual or entity on the mission of the Town and /or Academy. • Identification of the facility for naming consideration (i.e. park space, classroom, laboratory, etc.) • Name of the person or group making the request Upon receipt, a review committee comprised of the Town Manager and the department head associated with the facility or park specified in the naming application will review the request and formulate a staff recommendation to the Council which will include the following: • Current name of the facility (if applicable) • Status or availability of the facility requested in the naming opportunity • Estimate of the budgetary impact of signage or necessary plaque to commemorate the naming, stationary, legal fees, public notices or other costs and changes associated with the request The application and staff recommendation will be presented to the Council for approval or rejection of the naming request. Exceptions In the event a gift - related naming request stipulates a condition which the Town is unable to maintain or fund, the Council retains the ability to decline the gift. Names may be removed from consideration or from the facility if the individual is convicted of a felony or any crime involving moral turpitude, is convicted of a lesser included offense pursuant to a plea when the originally charged offense is a felony or if the individual accepts deferred adjudication for a felony or any crime involving moral turpitude. I. i To: Honorable Mayor and Members of the Board of Aldermen From: Debbie Piper, Finance Director Subject: Quarterly Financials for the Quarter Ended 9/30/08 Date: November 17, 2008 Discussion of the quarterly financial reports for the quarter ended September 30, 2008. la9[4[17 /I►tIm1►1'l7_�I11[i)►�y No action required. The second set of the quarterly reports formatted in the "Dashboard" format is attached. As stated in the prior quarter, the attached 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. I'll review how the reports are set up over the next few quarters until you have seen them several times and understand the new formatting. These quarterly reports contain a "dashboard" display complete with major revenue and expenditure categories as well as department revenues. A comparison of the YTD Estimated Budget amount, based on the fiscal year being completed, with the YTD Actuals at 9/30/08 has been presented. Any concerns between these two areas show up as yellow (cautionary) or red (critical). A summary is presented at the bottom of each fund page indicating the net revenues over (under) expenditures along with the projected ending fund balances for the Adopted and Estimated budgets as well as the actual year -end balances. 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. Please note that the "Analysis" is color coded and corresponds to the specific line -item on the "Dashboard" report. All "cautionary" and "critical" items are detailed with explanations of the variances. Beside each major category or department on the explanation page, you will find a number that reflects the exact variance in that department/line -item. Because we amended the budget so close to year -end, there are really no surprises regarding the variances. One of our major concerns was regarding the sales tax revenues. Based on the year - to -date balance for sales taxes, we have ended the year with an excess over the "Estimated Budget ". As can be seen on the "Dashboard" the largest discrepancy in the General Fund between the "Estimated Budget" and the "YTD Actuals" is in Department 12, Planning & Zoning. We have received approximately $150K less than estimated in this department. The majority of this is composed of building permits and development fees. Along with this $150K, there was approximately $60K less than estimated in Court revenues. Please see the variance page for a more in -depth explanation of these variances. To -date, the General Fund has $145K excess revenues over expenditures. The Net Revenues Over (Under) Exp in the amount of ($121K) located in the "Summary" section of the "Dashboard" represents $266K in transfers -out in addition to the operating expenditures. The majority of these transfers were made up of $200K contributed by Texas Student Housing in prior years for the Arts & Sciences Center. These funds were transferred at year -end to the Arts & Sciences Center capital project fund that was set up when the bond funds were received. =m Dollar -wise, the largest variance in the Utility Fund is related to our water revenue. The $126K variance is due to the estimate of water revenue being based on a milder and wetter summer than we had anticipated. The Visitors Association budget ended with a larger fund balance than estimated. We had received an estimated year -end balance of hotel /motel occupancy tax from Kai Fischer, general . manager of the Marriott, but to the delight of both Kai and the Town, we received approximately $100K in excess of the estimated balance. rflla We continue to accrue the appropriate expenditures into the fiscal year 2007 -2008, but feel comfortable that the "YTD Actuals" will not exceed the "Estimated Budget" expenditures in any of the three major funds. We are happy to say that a review of the year -end fund balances in the General Fund and the Visitors Association Fund indicate a larger balance than estimated. The Utility Fund ended slightly below ($95K) the anticipated year -end balance. With the economic down -turn during the FY 2007 -2008, we are still pleased with the remaining operating days in all funds, which is well in excess of the 90 days we strive to maintain. . WiUI W Dept 11 Sales /Beverage Tax Dept 11 Franchise Fees Dept 11 Interest Income Dept 11 Misc Income Dept 12 Planning & Zoning Dept 13 Town Secretary Dept 14 Fire /EMS Dept 15 Court Dept 19 Parks /Rec EXPENDITURES Payroll & Related Operations & Maintenance Capital Outlav I TOTAL OTHER SOURCES and USES Dept 00 Other Sources Dept 88 Transfers In Dept 99 Transfers Out ADOPTED FY 07108 FY 07/08 Bud et YTD Bud et 1,616,383 Bud. et 2,014,943 2,014,943 535,278 535,278 151,311 151,311 33,544 33,544 1,256,530 1,256,530 0 0 185,180 185,180 682,458 682,458 18.000 18.000 Revenue Legend: ADOPTED FY 07108 YTD Bud et Bud et 1,616,383 1,616,383 2,510,790 2,510,790 24,735 24,735 4,151,908 4,151,908 212.250 Expendiitur( 25,675 Legend ADOPTED YTD FY 07/08 Budget _ YTD Budget 610,815 Budget 100,000 100,000 50,000 50,000 212.250 212.250 ESTIMATED FY 07/08 YTD Budget ( Budget 1,690,760 1,690,760 610,815 610,815 74,311 74,311 32,443 32,443 1,136,824 1,136,824 25,675 25,675 120,469 120,469 626,273 626,273 Cautious 75%-95% FY 07/08 YTD Budget Budget 1,712,853 1,712,853 2,645,224 2,645,224 34,980 34,980 Cautious 101% -110% ESTIMATED FY 07/08 1 YTD YTD ctuals 1,811,464 606,544 75,631 33,328 987,392 25,671 119,699 568,826 30.706 YTD ctuals 1,656,682 2,422,438 34,963 4,114,083 iii , 0 0 0 25,000 25,000 23,328 290,017 290,017 289,991 265.017) (265.017) (266.663 ESTIMATED FY 07108 YTD Bud et Buda( $ (311,280) 3,076,299 2,765,019 315,274 $ 2,449,745 228 $10,753 YTD Actuals $ (121,484) 3,076,299 2,954,815 396,100 $ 2,558,715 266 $9,603 86.9% 90.8% 11/17/2008 11:34 AM TOWN OF WESTLAKE Analysis of Dashboard for Quarter Ended 09/30/08 t. 100- 34130 -12 (Development Fees — ($41,257) • Deloitte has not applied for their Preliminary and Final plats or their Site plan. • The delay in approval of the Gas and Oil drilling ordinance has delayed fees for the related platting required for each well pad site. Preliminary Plat: $1,800. +$90 /acre * $107 acres = $11,430 Final Plat: $ 900. +$90 /acre * $107 acres = $10,530 Site Plan: $1,800. +$90 /acre * $107 acres = $11,430 $33,390 DEPT , 100 -35110 —15 Citation Revenue ($45,712) ® The types of citations have varied significantly this year. We have had a reduction in the number of speeding and seat belt violations by 206 and 225, respectively. We have also had a corresponding increase in "equipment" violations that were dismissible with a fee rather than payments of fine amounts. These include expired inspections and registrations and fail to change address or operate MV with one or no license plate = 402 violations. These violations offset the reductions in the speeding and seat belt citations - 431 vs. 402 - and show that the police department is maintaining a consistent number of overall citations being issued on an annual basis. However, the average fine amount collected on the speeding /seat belt violations are $72.00 and the "equipment" violations are $42.00. This variance coupled with the state of the economy has caused the downturn in the amount of revenue we expected when compared with what was collected. 100 - 35150160 —15 Warrant Revenue/Fees ($10,619) ® These are a direct result of the number of warrants we have been able to issue when compared with what we expected to issue. We are behind in issuance by approximately 4 months and this, with the need for extended payment plans, has caused the number of cash payments to drop. We have seen a corresponding increase in the number of defendants who are filing for indigency (poverty) status and are serving their time in jail for the violations. M.M. TOWN OF WESTLAKE Analysis of Dashboard for Quarter Ended 09/30/08 GENERAL FUND L�XIJVJII t` 1rp'nriM. 11 ® 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. :IaymU&Related )porahona& Maintenance 'upitalOuUuy (Operating) 'apital Projects FA/DS Pavments ADOPTED FY 07/08 REVENUES Dept 11 Water Revenue Dept 11 DS-Town/Hillwood l Dept I I Sewer Revenue ! Dept 11 Tap Fees Dept 11 Impact fees Dept 11 Interest Income IDept 11 Misc Revenue ` | Budget BYTD udget :IaymU&Related )porahona& Maintenance 'upitalOuUuy (Operating) 'apital Projects FA/DS Pavments ADOPTED FY 07/08 YTD Budget Budget 1,071.370 1,871,370 96,120 96,120 338.098 338.698 01.000 01.000 50.000 50.000 50.000 50.000 9,700 9700 ` Lenendv ADOPTED YTD Budget Budget Budget 140.740 140,740 1,428.954 1,428954 35,500 35,500 173.501 173.501 273,508 273,508 FY 07108 YTD Budget Budget 1,671.370 1.871,370 89,620 89,620 380.000 380.000 31.000 31.000 25.000 25.000 35.000 35.000 20,753 Cautious 2,252,743 2,252,745 Positive Cautious Budget ESTIMATED FY 07/08 YTD Budget Budget 147.407 147.407 1.375,292 1.375.292 30,312 38,312 18,281 18,281 209,687 209,687 1,780,979 1,780,979 Poiitiv6 Cautious 22.158 10m6.,8' 11/17/2008 11:38AN YTD Actuals Dashboard 1.545.484 82.5' 74,210 82.8' 373,435 983 18.575�������� 100.W 23.328 93.3 32.103 91.71 22.158 10m6.,8' 11/17/2008 11:38AN YTD Actuals Dashboard 146,878 99.64' 1,327,693 9&54 FY 07/08 18,281 100.W 194,277 92.65,' 1.709.450 95.98, 11/17/2008 11:38AN ADOPTED ESTIMATED OTHER SOURCES and USES FY 07/08 YTD IFY 071011 YTD Budget Budget Budget BYTD udget Actuals Dashboard Dept 99 Transfers Out 65,000 65,000 40,000 40,000 38,328 95.82% ADOPTED ESTIMATED Budget Budget Budget Budget Actuals - Net Revenues Over (Under) Exp $ 159,67e $ 431.764 $ 338,515 Beginning Fund Balance 1,138,002 1,138,002 1,138,002 | Ending Fund Balance 1,297081 1,589.706 1.477.517 � Restricted Fund Balance 100000 111,360 113,950 Unrestricted Fund Balance $ 1,197,681 $ 1,458,406 $ 1,363,567 { #of Operating Days 233 302 294 �Daily Operating Cost $5,147 $4,829 $4,633 � 11/17/2008 11:38AN TOWN OF WESTLAKE Analysis of Dashboard for Quarter Ended 09/30/08 UTILITY FUND REVENUES Water Revenue ($125,886) ® Revenues estimated based on extended drought conditions that did not materialize (:=Debt Service ($15,411) • Direct correlation with water revenue • Based on consumption in designated areas of the Town Tap Fees ($14,425) • Fees based on higher number of single - family residential permits that have not occurred. • Fidelity 2nd Phase fee will not be received until FY 08 -09. Budgeted approximately $12K in FY 07 -08. (:=Impact Fees ($1,672) ® Less than anticipated due to a decrease in single - family residential permits. (:=Interest Earned ($2,897) • Based on projected higher rate of interest and additional funds (less water revenue than anticipated) • Current interest is approximately 2.2% ` FY 07/08 REVENUES ! Dept ' 11 Hotel Occupancy Tax Dept 11 Historical Board Rev Dept 11 Tree City Income Dept 11 Public Arts Revenue Dept 11 Insurance Refunds Dept 11 Interest Earned 83,554 83,554 TOTAL ADOPTED FY 07/08 YTD Budget BNdget 450.000 450.000 5.000 5.000 8.000 0.000 O 8 O O 48,000 48,000 511,000 511,000 Revenu( Lenend ESTIMATE FY 07/08 Budget 480.000 430 .000 8.000 8.000 8.000 8.000 0.500 6.500 25 25 35,000 35,000 487,525 487,525 Po,,§Wve Cautious 83,554 83,554 YTD ctuals�� 527,662 7,675 6,140 00 SUMMARY ESTIMATED IFY 07/08 $ 126,155 1,183,022 1,3O9'177 YTD Actuals $ 271,090 1,454112 11/17/2008 11:36 AM ADOPTED ESTIMATED EXPENDITURES IFY 07108 FY 07/08 YTD B' Payroll & Related 83,554 83,554 92,100 92,100 89,502 97Z/o Operations & Maintenance 170,489 170,489 229,270 229,270 220,322 96,1% TOTAL 254,043 254,043 321,37 0 3 21,370 309,823 96.41%1 Expendituirel, Positive Cautious ADOPTED ESTIMATED OTHER SOURCES and USES FY 07/08 YTD YTD Budget Budgeti: Actuals Dashboard Dept 99 Transfers Out 0 0 40,000 40,000 3,594 -8.99%- SUMMARY ESTIMATED IFY 07/08 $ 126,155 1,183,022 1,3O9'177 YTD Actuals $ 271,090 1,454112 11/17/2008 11:36 AM TOWN OF WESTLAKE Analysis of Dashboard for Quarter Ended 09/30/08 17` Tree City (Arbor Days) Incorne - ($1,860) • Event was held in October 2008 • Received $1,858 in revenue day of the event. VISITORS ASSOCIATION FUND 'town 'Westlak(�t,� 7uture Agenda 5. FUTURE URE AGE A 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. - None. f AGENDA 2. CI'T'IZEN PRESEN'TA'TI ®NS: This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council cannot by law take action nor have any discussion or deliberations on any presentation made to the Council at this time concerning an item not listed on the agenda. The Council will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. 3. CONSENT AGENDA: All items listed below are considered routine by the Town Council and will be enacted with one motion. There will be no separate discussion of items unless a Council Member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. Town of Westlake Town Council Regular Meeting Agenda December 8, 2008 Page 2 of 3 a. Review and approve minutes of the Board of Aldermen Joint Workshop meeting held on November 3, 2008. b. Review and approve minutes of the Board of Aldermen Regular meeting held on November 10, 2008. u c. Consider a Resolution designating the official newspaper of record as the Alliance Regional Newspapers. e d. Consideration of a Resolution Approving the Terms of Engagement Between the Town of Westlake and ETC Institute for Conducting Citizen Survey Work. 7. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under "Future Agenda Item Requests ", an agenda item for a future Council meeting. The Council Member making the request will contact the Town Manager with the requested item and the Town Manager will list it on the agenda. At the meeting, the requesting Council Member will explain the item, the need for Council discussion of the item, the item's relationship to the Council's strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. ®i - TSHA Board of Directors Meeting o 12/16/08, 5:30 p.m. - Planning and Zoning Commission Meeting o 12/18/08, 6:00 p.m. - Joint Regional Meeting o 1/29/09, 6:30 p.m., Westlake Town Hall - TML Legislative Briefing o 2/6 — 2/9/09, Austin, Texas Town of Westlake Town Council Regular Meeting Agenda December 8, 2408 9, ADJOURNMENT. I 1 12,11" 31"ara'11=1911-1011 ago, I WN'W"KNIUM-17A 01 Holk Page 3 of 3 CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, by Friday, December 5, 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. town is Westlake NOTMUR i 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. MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN & TEXAS STUDENT HOUSING AUTHORITY BOARD OF DIRECTORS JOINT WORKSHOP PRESENT: Mayor Laura Wheat and Aldermen Tim Brittan, Larry Corson, Carol Langdon, Don Redding, and Rebecca Rollins, TSHA Chair Jim Carter and Directors Jac Irvine, George Ledak, Melanie Lekkos (4:29 p.m.), Jill McKean, and Chuck Schultz. ABSENT: General Counsel Scott Bradley. OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry, and Town Secretary Kim Sutter. 1�=-ANW111XI144 `'/ '` A. Board of Aldermen Mayor Wheat called the workshop to order at 4:25 p.m. Mayor Wheat welcomed the TSHA Board of Directors and explained that the purpose of the meeting is an opportunity for open dialogue for the Board of Aldermen to ask questions to clarify the TSHA organization and its role. B. Texas Student Housing Authority Chair Carter called the workshop to order at 4:26 p.m. 2. DISCUSSION AND CONSIDERATION OF THE FOLLOWING: Mayor Wheat introduced the item and turned the floor over to TSHA Chair Carter. At this time, each Director of the TSHA introduced themselves and provided background relative to their involvement with the Board. A. Organizational Structure of TSHA and Operating Procedures. Chair Carter reviewed the creation of TSHA and introduced Mr. Allen Moon. Town of Westlake Board of aldermen & TSHA Board of Directors Joint Workshop Minutes November 3, 2008 Page 2 of 3 Mr. Moon addressed the Board regarding the structure and creation of the Authority and outlined his involvement in the creation of the Authority and the associated Projects. Mr. Moon explained that the properties were acquired under 100% non - seller recourse financing, and any payment defaults are of no recourse to the Town, as explained in the documents. Mr. Moon added that the Bond companies have not once raised any questions with regard to the defaults and thus have not factored in the defaults when determining the Town's Bond rating. Mr. Moon advised that the fee income was structured as to cover the overhead necessary to administer the projects, and it was anticipated that additional fees would be available to the Town. Additionally, Mr. Moon explained that the Town must approve the Articles of Incorporation, the Bylaws, appoint Board members, and upon dissolution, all assets must go back to the Town. Discussion ensued regarding the financing, payment of an oversight fee to the Town, resolving any conflicts between the Boards, the possibility of a civil suit with regard to the Bonds in technical default, rightful use of the funds, effect if scholarships no longer offered, and the potential of future payments to the Town. �! Mayor Wheat introduced the item and advised that she felt it would be a wise investment to have an independent consultant evaluate Texas Student Housing Authority operations. Chair Carter recommended that questions from the Board be compiled and presented to the TSHA Board of Directors before making a decision regarding the need for an outside consultant, as it could prove to be a costly and unnecessary expense. Alderman Corson stated that, due to the complexity of the organization, including financing, he supports an evaluation by an outside consultant as he feels that the opinion of an outside consultant will be better received. Chair Carter responded that the Authority did not budget for an outside consultant evaluation; however, if the Board of Aldermen would like an outside assessment, he would support the decision. Mayor Pro Tern Redding advised the TSHA Board of Directors that he would support a joint meeting at least one time per year to increase communication between the two Boards. It was the consensus of the Boards to direct Town staff to work with TSHA staff to evaluate the needs of TSHA, the structure of the organization, and the outlook, including finances over the next few years. Town of Westlake Board of Aldermen Page 3 of 3 & TSHA Board of Directors Joint Workshop Minutes November 3, 2008 Based on the discussions, it was the consensus of the Boards to delay the search for a TSHA President at this time. 3. ADJOURNMENT. A. Board of Aldermen There being no further business, Mayor Wheat adjourned the workshop at 7:13 p.m. B. Texas Student Housing Authority There being no further business, Chair Carter adjourned the workshop at 7:13 p.m. APPROVED BY THE BOARD OF ALDERMEN ON DECEMBER 8, 2008. Laura Wheat, Mayor F.17401106 Kim Sutter, TRMC, Town Secretary 1. CALL TO ORDER. Mayor Wheat called the meeting to order at 7:56 p.m. 2. CI'T'IZEN PRESENTATIONS. There was no one present wishing to address the Board. 3. CONSENT AGENDA. Mayor Wheat introduced the item and asked for a motion. Alderman Corson requested item `b' be considered separately. a. Review and approve minutes of the Board of Aldermen regular meeting and workshop held on October 27, 2008. MOTION: Alderwoman Rollins made a motion to approve Item 3(a) as presented. Alderwoman Langdon seconded the motion. The motion carried by a vote of 5 -0. Town of Westlake Board of Aldermen Regular Meeting Minutes November 10, 2008 Page 2 of 3 b. Resolution 08 -62 — Consider a Resolution Naming the New Arts and Sciences Building Now Under Construction at Westlake Academy as the Sam Lee Arts and Sciences Center. Alderman Corson asked if consideration had been given to name the facility after Sam and Margaret Lee. Mayor Wheat advised that she met with Mrs. Lee regarding the naming of the facility and that Mrs. Lee is very proud to have the facility named after her late husband. Discussion ensued regarding naming the facility the Sam and Margaret Lee Arts and Sciences Center. Mayor Wheat suggested the Board consider approving the naming of the facility at this time and stated that she will visit with Mrs. Lee to receive her approval. MOTION 1: Alderman Corson made a motion to approve Resolution No. 08 -62, as presented. Mayor Pro Tern Redding seconded the motion. AMENDED MOTION: Alderman Brittan made a motion to amend the Resolution to name the Arts and Sciences Building the Sane and Margaret Lee Arts and Sciences Center. Alderwoman Langdon seconded the motion. The motion carried by a vote of 5 -0. VOTE ON MOTION 1: The motion carried by a vote of 5 -0. 4. DISCUSS AND CONSIDER AN ORDINANCE OF THE TOWN OF WESTLAKE, TEXAS, CHANGING THE NAME OF BOARD OF ALDERMEN TO THE TOWN COUNCIL. Town Manager Brymer introduced the item and stated that the item was discussed at a recent Board workshop. At the direction of the Board, the Attorney prepared an ordinance for the Board's consideration. Mayor Wheat and Aldermen Corson, Rollins, and Redding expressed their support for changing the name of the Board of Aldermen to Town Council. Alderwoman Langdon stated that she felt that the term Aldermen added to the uniqueness of the Town. MOTION: Alderwoman Rollins made a motion to adopt Ordinance No. 605, changing the name of the Board of Aldermen to the Town Council. Alderman Brittan seconded the motion. The motion carried by a vote of 4 -0, with Alderwoman Langdon abstaining from the vote. Town of Westlake Board of Aldermen Regular Meeting Minutes November 10, 8008 Page 3 of 3 5. FUTURE AGENDA ITEMS. No items were presented for discussion. 6. BOAR CALENDAR. Mayor Wheat reviewed the Board calendar. - Gas Well Drilling Informational Meeting o 11/11, 7 to 9 p.m., Town Hall Offices - WHPS Annual Board Meeting o 11/13, 6 p.m. —7:30 p.m., Marriott Solana - Christmas Tree Lighting - Tuesday, 12/2, 6:30 p.m., Westlake Academy Campus - Joint Regional Meeting o 1/29/09, 6:30 p.m., Westlake Town Hall - TML Legislative Briefing o 2/6 — 2/9/09, Austin, Texas Mayor Wheat added that staff is working on scheduling a tour of a gas well drilling site. 7. ADJOURNMENT. There being no further business, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Alderman Brittan made a motion to adjourn the meeting. Alderman Corson seconded the motion. The motion carried by a vote of 5 -0. Mayor Wheat adjourned the meeting at 8:06 p.m. APPROVED BY THE TOWN COUNCIL ON DECEMBER 8, 2008. Laura Wheat, Mayor ATTEST: Kim Sutter, TRMC, Town Secretary Town of Westlake To: Honorable Mayor and Members of the Town Council From: Kim Sutter, Town Secretary Subject: Regular Meeting of December 8, 2008 Date: November 17, 2008 ITEM Consider a Resolution designating the official newspaper of record as the Alliance Regional Newspapers. VISION PINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: CSI We are Leaders o High quality services delivery coupled with financial stewardships P Hospitality Finds its Home in Westlake o Citizen engagement and communication BACKGROUND In accordance with Section 52.004(a) of the Texas Local Government Code, the governing body of a municipality shall designate, by ordinance or resolution, a public newspaper of the municipality to be the municipality's official newspaper until another newspaper is selected. Since 2002, the Town of Westlake has designated Alliance Regional Newspapers as the official newspaper of the Town for the purpose of publishing ordinance, notices, or other matter required by law or ordinance to be published. The Alliance Regional Newspapers meets the requirements of the definition of an Official Newspaper as outlined in Section 2051.044 of the Government Code (excerpt below): § 2051.044. TYPE OF NEWSPAPER REQUIRED. (a) The newspaper in which a notice is ,published must: (1) devote not less than 25 percent of its total column lineage to general interest items; (2) be published at least once each week; (3) be entered as second -class postal matter in the county where published; and (4) have been published regularly and continuously for at least 12 months before the governmental entity or representative publishes notice. (b) A weekly newspaper has been published regularly and continuously under Subsection (a) if the newspaper omits not more than two issues in the 12 -month period. (c) This section does not apply to the publication of a notice to which Section 2051.0441 applies. FUNDING No impact RECOMMENDATION MENDATION Approve the Resolution designating Alliance Regional Newspapers as the Town of Westlake's paper of record. ATTACHMENTS: Resolution No. 08 -63 DESIGNATING A PUBLIC NEWSPAPER OF GENERAL CIRCULATION OFFICIAL NEWSPAPER FOR TOWN OF D PROVIDING DATE. EFFECTIVE ViTHEREAS, Section 52.004, Local Government Code, requires the Town Council of the Town of Westlake, Texas ( "Council ") to determine, by ordinance or resolution, a public newspaper to be the official newspaper for the Town of Westlake, Texas ( "Town "); and WHEREAS, Section 52.004(a) of the Texas Local Government Code provides that the governing body of a municipality shall designate an Official Newspaper for the Town at the beginning of each fiscal year; and WHEREAS, the Council finds that the Alliance Regional News satisfies the requirements of chapter 2051 of the Texas Government Code. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF _ ' V=- SECTION 1: That the Town Council of the Town of Westlake, Texas, hereby determines and establishes the Alliance Regional News as the official newspaper for Westlake for the Fiscal Year 2008 -2009. SECTION 2: That the Town Secretary is hereby directed to publish all 2007 -2008 notices and advertisements in the Alliance Regional News in accordance with the Laws of the State of Texas. SECTION 3: That this Resolution shall become effective upon the date of its passage. ATTEST: Laura Wheat, Mayor Kim Sutter, TRMC, Town Secretary Thomas E. Brymer, Town Manager h1aa:Z61T/1 I-1XII .y1C•l�•77► i L. Stanton Lowry, Town Attorney U To: Honorable Mayor and Members of the Board of Aldermen From: Tom Brymer, Town Manager Subject: Regular Meeting of December 8, 2008 Date: December 1, 2008 ITEM Consideration of a Resolution Approving the Terms of Engagement Between the Town of Westlake and ETC Institute for Conducting Citizen Survey Work. VISION POINT AND KEY RESULT AREAS This item supports the following Town Vision Point and Key Result Areas: P Hospitality Finds its Home in Westlake o Citizen engagement and communication BACKGROUND The Town Council has identified as a part of its strategic planning process a key result area of citizen engagement and communication. As the Proposed 08109 Budget was discussed, staff mentioned to the Council that many communities use statistically validated surveys as a tool to receive and measure citizen satisfaction levels and other issues related to municipal services. Mr. Chris Tathum of ETC Institute came to the Council's October 6 workshop and presented information related to these surveys as well as how they can be used by the Council as a tool to obtain citizen perspective in a way that enhances decision - making. ETC Institute works with municipalities, school districts, hospitals, non - profits, the US military and others providing these survey services. The Council asked staff to get cost information from another survey provider for comparison purposes. This has been done and ETC Institute is comparable in cost. FUNDING: The Council has designated funding in the FY 08 -09 Adopted Budget for citizen survey work. RECOMMENDATION Mr. Chris Tathum will be present at the workshop to review a draft DirectionFindersI survey for the Town of Westlake with the Council to see if the survey instrument's construction is meeting the Council's goals for this residents' survey. Council input on this draft survey is critical. The tentative time table, unless the Council directs otherwise, would be to finalize the DirectionFinders9 survey instrument this month so it can be administered next month (Jan. 09). Further, staff recommends that the Council discuss the proposed scope of services with ETC to see if it is what the Council desires (it will be on the 12/8 regular meeting agenda for Council consideration). In particular, attention should be paid to whether a second more detailed Westlake Academy survey is something the Council wishes to conduct since the Westlake Academy survey population differs from the Westlake resident survey population. If the Council wishes to conduct a more detailed Westlake Academy survey, the cost for this second survey is outlined in ETC's proposal. Further, if the Council wishes to pursue this separate Westlake Academy survey, the staff would like the Council to designate a couple of its members to work with the Head of School and Town Manager on this survey instrument. ATTACHMENTS: 1. Resolution No. 08 -64 approving terms of engagement with ETC Institute for Citizen Survey Work. 2. Terms of Engagement with ETC Institute. 2 APPROVING OF ENGAGEMENT WITH ETC INSTITUTE FOR CITIZEN SURVEY WORK. WHEREAS, the Westlake Town Council has identified citizen engagement and communication as a strategic priority; and, WHEREAS, the Westlake Town Council desires to utilize the services of a professional survey and data collection /analysis firm with a proven track record in administering statistically valid and useful citizen surveys to determine resident feedback and views on a variety of Town present and future services; and, WHEREAS, the Town Council has determined that such survey efforts will provide valuable information to enhance their decision making on behalf of the Town of Westlake, both in terms of the present and future direction of the Town; and, WHEREAS, the Town Council has budgeted funding in the FY 08 -09 Budget for these purposes; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF A. SECTION 1. THAT, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. THAT, the Town Council of the Town of Westlake, Texas, hereby approves the attached Terms of Engagement with ETC Institute for citizen survey services attached hereto as Exhibit "A "; and further authorizes the Town Manager to execute said agreement on behalf of the Town of Westlake. '. �. Y.` I�li7_ ��1�7��». Zil'! I�I�Z� 7��1111(►`�:?ti7a1•Li)�7DL�1�1► 1.3�I:Z►.IIII�:� Laura Wheat, Mayor ATTEST: Kim Sutter, TRMC, Town Secretary Tom Brymer, Town Manager Stan Lowry, Town Attorney Contract >IE Scope of Work Between \', i 1. Overview of Services to Be Performed: ETC Institute will design and administer a survey of residents of the Town of Westlake for the Town of Westlake, Texas. The survey will be administered in during January 2009. The final report will be completed by March 31, 2009. 2. Maximum fixed fee. The total fee to conduct the survey excluding the optional survey of parents of Westlake Academy students who do not live in the Town of Westlake will not exceed $8,750. 3. ETA Institute's responsibilities. The major tasks that will be performed by ETC Institute include the following: a. meeting with Town staff and elected officials to review potential questions for the survey b. finalizing the survey questions and methodology for administering the survey based on input from the Town c. designing a survey instrument that is up to 10 minutes in length (or about 4 -5 pages); the survey may contain up to one page of questions about Westlake Academy. d. developing the sampling plan e. setting up the database f. conducting a pretest of the survey instrument g. printing and mailing survey packets to all households in the Town of Westlake plus a sample of parents of Westlake Academy students who live outside the Town of Westlake. h. administering the surveys by a combination of mail, phone, and the Internet i. OPTIONAL: administer a separate survey that is up to 2 pages in length to parents of Westlake residents who do not live in the Town of Westlake. Pagel of 3 j. conducting data entry and quality control review for all completed surveys k. providing complete printouts of the data 1. providing a summary report, which includes and executive summary, charts and graphs, comparative benchmarks to show how the results for Westlake compare to selected results from other communities. m. making an on -site visit to present the final report to the Town. 4. Responsibilities for Town of Westlake will include the following: a. approving the survey instrument b. identifying requests for subanalysis of the data as appropriate C. providing a cover letter for the survey d. providing a database of Westlake residents and parents of students enrolled at Westlake academy. 1. Invoices will be submitted upon completion of the tasks listed in Article 1, Section 3 as follows: ➢ Initial On -Site Meeting with Town Staff and Elected Officials ($1500) o First draft of the survey instrument Survey Design and Sampling Plan Complete ($2000) o Deliverable is the approved copy of the survey instrument Administration of the Survey — 50% Complete ($1500) o Memorandum documenting the progress of the survey Administration of the Survey— 100% Complete ($1500) o Tables that show the overall results for all questions on the survey Draft Final Report ($1000) o Draft final report Final Report and Presentation ($1000) o Final report 2. The fee for the Optional Survey of parents of Westlake Academy students who do not Page 2 of 3 live in the Town of Westlake will increase the total fee for this project by $7,500 for a total of $16,250. ARTICLE III 1. 1. Change in Scope. The Scope of Services for this contract shall be subject to modification or supplement upon the written agreement of the contracting parties. Any such modification in the Scope of Services shall be incorporated in this Agreement by supplemental agreement executed by the parties. 2. Termination of Contract. This agreement may be terminated by either party upon 14 days written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party. 3. Rights to Use the Data. ETC Institute has the right to use the data as a component of DirectionFinder benchmarks, but ETC Institute will not release specific results for the Town of Westlake without approval from the Town. caused IN WITNESS WHEREOF, the parties hereto have this agreement to be , t their duly authorized officers. 11M. %: Christopher Tatham, Mice President, ETC Institute Date Page 3 of 3 Memo To: Honorable Mayor and Members of the Town Council From: Tom Brymer, Town Manager Subject: Regular Meeting of December 8, 2008 Date: December 1, 2008 I'T'EM Consider a Resolution Adopting a Policy Citizen Advisory Board, Commission, Communications. Regarding Town Council/Board of Trustee Committee, and Affiliate Relations and VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: 2 Hospitality Finds its Home in Westlake o Citizen engagement and communication BACKGROUND In discussing one Council advisory committee's plans to obtain IRS tax- exempt status, the Council had indicated some interest in reviewing and coordinating these types' decisions and efforts. This draft policy was proposed as a broader attempt by the Council to coordinate, communicate, and collaborate with all the Town Council and Board of Trustee's citizen advisory boards, commissions, committees, and affiliates regarding each group's roles, responsibilities, program of service, request and use of Town funds and resources, as well as the fiduciary /stewardship responsibilities and requirements for these groups. This was discussed at the Council's October 26 workshop. The Council indicated that this draft was generally on target in terms of the outcomes they wished to achieve. However, at that meeting the Council directed the Town Manager to meet with the Presidents /Chairs of these various groups and get feedback from them regarding this proposed policy. This has been done and the Town Manager will provide the Council with that feedback at the meeting (this feedback as well as some new language recommendations from the Town Manager is shown in red on the attached draft policy). FUNDING: N/A at this time RECOMMENDATION Review and discuss this draft policy to see if it addresses issues that the Council finds pertinent and relevant. If determined appropriate, recommend Council adoption of this policy by resolution. Following adoption, the final version of the policy would then be communicated to the affected organizations. ATTACHMENTS: 1. Resolution 08 -65 Adopting the Council's Citizen Advisory Board, Commission, Committee, and Affiliate Relations and Communications Policy 2. Draft Citizen Advisory Board, Commission, Committee, and Affiliate Relations and Communications Policy • •1 . ` • '; ! • •« C J .i �•` • is 1 WHEREAS, the Westlake Town Council has identified citizen engagement and communication as a strategic priority; and, Vs[HEREAS, the Westlake Town Council desires to set out a clear policy covering how its citizen advisory boards, committees, and affiliates operate, interact, and communicate with the Council (and vice versa); and, VMEREAS, the Town Council has determined that such a policy will enhance the effectiveness of the Council and all its advisory committees, boards, and affiliates by improving communication between these groups and the Council, as well as establishing parameters for their financial administration, stewardship, structure, program accountability, effectiveness, and accountability; and, V*IHERFAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. ., • • SECTION 1. THAT, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. THAT, the Town Council of the Town of Westlake, Texas, hereby approves the attached Citizen Advisory Board /Committee /Affiliate Relations and Communications Policy attached hereto as Exhibit "A "; and further directs the Town Manager to take necessary steps to immediately implement this policy and communicate this policy to all affected groups covered by this policy. Laura Wheat, Mayor N'101 *3� Kim Sutter, TRMC, Town Secretary Tom Brymer, Town Manager Stan Lowry, Town Attorney OWN OF WESTLAKEMESTLAKE a 'A • •- ";" t TOWN COUNCIL/BOARD OF TRUSTEES 0 CITIZEN ADVISORY BOARD /COM ITTEE /AFFLI TE RELATIONS AND COMMUNICATIONS POLICY 1. POLICY PURPOSE. To establish a clear framework and process for enhanced collaborative interaction, communication, and mutual understanding of roles and responsibilities between the Town Council (TC) and the Board of Trustees (BOT) and their various citizen advisory boards, commissions, committees, and organizations affiliated with the Town of Westlake and /or Westlake Academy. II. POLICY GOALS. The goals of this policy are: A. Enhanced two -way communication between the TC /BOT and its various advisory boards, commissions, committees and affiliate organizations (and vice versa). B. Reaching mutual agreement regarding annual programs of work for these various citizen advisory boards, commissions, committees, and affiliate organizations to enhance and assist in the pursuit of the TC's /BOT's strategic priorities. C. Achieving a common paradigm that all advisory boards, commissions, committees, and affiliates of the Town of Westlake and Westlake Academy exist to further the TC /BOT strategic agenda and are under the direct control of BOT/TC or, if they are a Westlake Academy affiliate, are under the day -to -day direction of the Head of School. ......,.� C. Creating a clear understanding, coordination, and agreement by the TC /BOT and its citizen advisory boards, commissions, committees, and affiliate organizations as to each group's role, function, and scope of responsibility in terms of their relationship to the Town of Westlake and /or Westlake Academy. D. Establishing a direct link between Westlake Academy, its Head of School, and the Academy's Senior Management Team as being the first point of contact for coordinating the activities of Westlake Academy affiliates. Ill. POLICY PARAMETERS. To achieve this policy's purpose and goals, the following parameters are put in place: A. Annual Meeting with Board. All TC /BOT advisory boards, committees, commissions, and affiliate organizations shall meet at least annually with the TC /BOT to: 1.) Report on progress to date in implementing that group's program of work for the current fiscal year 2.) Review a proposed program of work for the coming fiscal year as well as submit any budget requests and requested staff resources for this proposed program of work. Said program of work will be discussed within the context of the organization's program of work carrying out the TC's /BOA'S strategic plan for both the Town and Westlake Academy. All funding requests should be submitted not later than the July 1St prior to the upcoming fiscal year. Requests received after that time will not be considered u ntil the following fiscal year. 3.) Review fund raising activities underway or planned to support the current or proposed plan of work. 4.) The chair of each advisory board, committee, and /or affiliate organization shall schedule this annual meeting (or more frequent if needed) through the Town Secretary's office. The TC /BOT may choose to hold these meetings one or two times per year. 5.) All affiliates of Westlake Academy, prior to meeting with the TC /BOT, will meet with the Head of School to make sure they their proposed efforts are coordinated through the Head of School and his /her designates. B. IRS Tax - Exempt Status Requests. All advisory committees, commissions, boards, and ..._.. seeking tax - exempt status from the Internal Revenue Service 501(c)3 must receive prior approval from the TC /BOT. When submitting a request to the TC /BOT to apply for this IRS 501(c)3 status, the organization wishing to apply must be able to demonstrate and illustrate to the TC /BOT the benefits of this status for achieving TC /BOT strategic priorities as well as the advantages of this designation not currently afforded by the Town's existing tax - exempt status. Further, the organization requesting to apply for this 501(c)3 status must be able to demonstrate to the TC /BOT their organizational capacity to administer and comply with all IRS regulations related to this status on an on -going basis. C. Use of Town and Academy Name, Resources, and Logos. Any advisory board, commission, or committee, as well as affiliate organizations of the Town or Westlake Academy, that wish to begin using the Town or Academy's name or logo in their operational efforts must receive prior approval from the TC /BOT. Said approval can be withdrawn at any time by the TC /BOT. Additionally, any on -going use of Town facilities, resources, and staff by an advisory committee, commission, board, or affiliate must be requested through the Town Manager's office and is subject to his /her approval prior to o n -going utilization of those resources. Requests to add organizations covered by this policy to the Town's insurance policy shall be submitted to the Town Manager for his prior approval before any insurance coverage is extended. If approved, the annual cost of this insurance shall be borne by the requesting organization. Requests to add staff to support any advisory board, commission, committee, or affiliate shall be made through the Town Manger's office as a part of the annual budget preparation process and must be approved in advance by the TC /BOT. This request will include the identification of funding resources to pay for this position, the operational reporting arrangement for this position, and which payroll /insurance program this position will fall under. D. Fiduciary /Stewardship Responsibilities and Requirements. All advisory boards, commissions, committees, and affiliates that expend funds through their own bank accounts must first have TC /BOA approval to have separate bank accounts. Additionally, if this approval for separate bank accounts is authorized by the TC /BOT, a timely annual audit of this account(s) shall be submitted to the Town Manager or his /her designate for presentation to the TC /BOT. Said audit may be conducted by an external CPA auditing firm or may be conducted by the Town's Director of Finance with that decision being made by the Town Manager depending on staff workload requirements at the time. Since the Westlake Academy Foundation has IRS 501(c)3 status at the time of the adoption of this policy, that organization shall, at its cost, utilize the same external auditor concurrently used to audit Westlake Academy finances. This Westlake Academy Foundation audit shall be prepared on a timely basis for presentation to the TC /BOT at the same time that the Academy's audit is presented. For those advisory boards, commissions, and committees funded by the TC /BOT through the Town or Academy approved budget, use of approved budgetary allocations shall be made on transaction by transaction basis. That is, the chair or president of that organization will identify the vendor they wish to utilize, contact the Town's Director of Finance, and submit necessary invoices so that the vendor can be paid by the Town for goods /services rendered to that advisory committee, commission, or board from their TC /BOT approved budget. Use of approved Town budgeted funds by these organizations shall be in accordance with State purchasing statutes and Town purchasing policies. To: Honorable Mayor and Members of the Town Council From: Tom Brymer, Town Manager Subject: Regular Meeting of December 8, 2008 Date: December 2, 2008 ITEM Consideration of a Resolution Approving the Terms of a Proposal from VGS Marketing Group for Public Relations /Citizen Communications /Citizen Engagement Services for the Town of Westlake. BACKGROUND The Town Council has identified citizen engagement and communication as a strategic priority. As such, the Town Council, in its approved FY 08 -09 Budget, approved funding to acquire professional public relations /communications consultant services to enhance the Town's citizen outreach, communications, and engagement initiatives. If approved, VGS Marketing Group of Carrollton, TX would provide services per their attached proposal. VGS would be working with an organization -wide staff team on these communications initiatives that would involve all municipal functions, including Westlake Academy. It should be noted that at one time the Town had a full time employee on staff devoted to these efforts, but this position was deleted. Since that time, existing staff has done the best they can with existing resources and their time to address citizen communication efforts. However, it often is not addressed adequately due to other priorities that staff must deal with as a part of their principal duties. It was determined during the budget process that out- sourcing of these services would be the most viable alternative to meet the organization's citizen communications needs at this time. Staff prepared a scope of service to meet the Town's communication needs that VGS addressed in their proposal. FUNDING The approved FY 08 -09 Visitors Association Fund (hotel -motel occupancy tax monies) has $50, 000 budgeted in it for these services. The proposal from VGS is for $3,500 per month for approximately 30 -35 hours per month plus out -of- pocket expenses estimated at $75 -150 per month. If the Town's use of VGS' services drops to 20 hours or less per month, their monthly fee would be adjusted accordingly. R-ECOMMENDATION Approval of Resolution 08- approving the terms of this proposal with VGS Marketing Group. ATTACHMENTS: 1. Resolution No. 08 -66 approving the terms of this proposal with VGS Marketing Group. 2. VGS Marketing Proposal to the Town of Westlake Nov. 08. • .i • 41ffl:ly • • is 11 C • . • �. WHEREAS, the Westlake Town Council has identified citizen engagement and communication as a strategic priority; and, WHEREAS, the Westlake Town Council desires to utilize the services of a professional public relations /communications firm with a proven track record in this field; and, WHEREAS, the Town Council has determined that such services will enhance the Town's ability to communicate and engage its citizens and stakeholders; and, WHEREAS, the Town Council has budgeted funding in the FY 08 -09 Budget for these purposes; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN • OF TOWN OF SECTION 1. THAT, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. THAT, the Town Council of the Town of Westlake, Texas, hereby approves the attached Proposal from VGS Marketing for public relations and citizen communications services attached hereto as Exhibit "A "; and further authorizes the Town Manager to execute said agreement on behalf of the Town of Westlake. Laura Wheat, Mayor ATTEST: Kim Sutter, TRMC, Town Secretary Tom Brymer, Town Manager Stan Lowry, Town Attorney The Town of Westlake �*ublic Relations Proposal Presented by VGS Marketing Group At your service! I ney-T nal VGS Marketing Group, Inc. November 2008 1111 11111 111 " 1111 PTTT�l M, s.g and Summary VGS Marketing Group, Inc. November 2008 INTRODUCTION VGS Marketing Group is flattered to have the opportunity to present this public relations proposal to the Town of Westlake (Northeast Tarrant County). This public relations presentation serves as an initial point of dialogue that focuses on communicating a public relations plan to help Westlake increase its community awareness while establishing it as a premier town in the Dallas /Fort Worth Metroplex. By leveraging our current media contacts within the market, VGS can assist in establishing an understood message that Westlake is a city with many exciting and wonderful choice for its citizens. Our goal will be to communicate the town's heritage and its benefits, showcasing a city that provides an environment for families and business alike. As an extension of your team, the experienced PR practitioners at VGS Marketing Group remain committed to your success and the development of a successful working relationship for both parties. In addition to skill and knowledge, personality is a critical trait when selecting a public relations team. We possess the ability to establish a comfortable rapport with all levels of individuals and already feel a powerful synergy after our first meeting! VGS Marketing commits to working with Westlake in creating and implementing a public relations campaign that will assist with increased awareness within a targeted audience. VGS can keep your efforts at the forefront of the news and serve as a liaison for ongoing stories and updates. By working as an extension of your team, VGS will streamline communication, putting desired goals and objectives into messages and disseminating them through proper channels. Our goals are your goals! By hiring VGS, Westlake receives a team of five senior public relations account execs. While one person may serve as lead contact, VGS is structured so that everyone in the office has a piece of the account, each taking lead in their areas of expertise. It is truly a company built around a team concept that seamlessly blends into your existing team. Our company motto is "At Your Service," and our strength is our commitment to becoming a part of your organization. THE ROLE THAT STRATEGIC PUBLIC RELATIONS CAN PLAY • It is the positive influence of perception and information. • It is management of Westlake's informed activities and successes. • It is reinforcement of credibility through media exposure. • It is speaking with one voice. • It is reaching an audience and communicating to that audience. • Strategic planning and branding • Media relations • Community relations • Concept, writing and editing • Special event planning and public relations • Expert knowledge in working with community newspapers and area organizations VGS Marketing Group, Inc. November 2008 • Expert knowledge of and experience with local, regional and national media contacts • Efficient approach to program planning and budget control • Capabilities locally, regionally and nationally in all areas of public relations • Capabilities in all areas of event planning • Ability to understand client problems and develop creative solutions • Ability to work comfortably with all levels of individuals The audiences we need to reach to continue to position Westlake can be divided into two well- defined groups: Direct (these are the people we want to reach): All who would benefit from learning more about Westlake 1. Current & potential citizens 2. Developers 3. Surrounding communities 4. Business leaders 5. Business influencers 6. General public 2. Influenciin (these are the sources we can use to reach the people): a. Local, regional and national media Print: Newspapers Magazines Business Publications Broadcast: Radio Television Internet The following are some specific examples of these types of media: Local and Regional Media - VGS will research selected areas seeking out print, radio and TV programming for those areas to target information. Types of media would include community and sports reporters, local TV programming, talk shows, etc. Some examples of media are below: • Daily Local Newspapers such as Fort Worth Star - Telegram and The Dallas Morning News • Weekly Newspapers such as Dallas Business Journal, Fort Worth Business Press • Community newspapers such as Alliance Regional Newspapers, which include West lake First News, Trophy Club Times, Keller Citizen as well as targeted Dallas Morning News Neighbors publications • Community Reporters for WFAA, KTVT, KDFW, KDAF, KXAS • Local Programming such as Good Morning Texas, Good Day, DFW Close Up, CBS -11 Early Show • Radio Station community focus shows on stations such as KVIL, KERA VGS Marketing Group, Inc. November 2008 • Establish and disseminate information on Westlake specifically focused on informing and making the public aware of Westlake Academy, area business focus and city and community events. • Work with Westlake city staff to ensure that all press releases support the overall marketing image of the city. • Strengthen the position of Westlake as one that is family focused and business minded with great education opportunities. • Keep goals of the city top of mind - focus on each story and event, informing the market of the unique living experience Westlake offers. • VGS would also suggest doing business /community events to drive traffic to the city. VGS would assist in developing these events and promoting these events. STRATEGIES TACTICS: The following strategies support all of our efforts in meeting the specific objectives outlined in this proposal. These are the first steps in implementing this public relations proposal. • Confirm stories and events and timeline and identify all potential media angles for Westlake. • Put together specific media targets. • Distribute information to media groups. Create story pitches and pursue city coverage. • Handle media calls, inquiries, quickly responding to their needs in relation to city activities. • Utilize press releases, media alerts, key personnel profiles to inform the community and surrounding areas of the city's activities. • Set up media tours, guest groups to maximize exposure and seek out high profile events to showcase Westlake Academy or other appropriate city activities. VGS Marketing Group, Inc. November 2008 VGS MARKETING GROUP TASKS VGS will perform strategic tasks to achieve outlined objectives, which can include, but are not limited to: • Assist in formulating communications /marketing plan for the Town of Westlake and Westlake • Website recommendations and communication support • Assist with Town quarterly newsletter • Assist in developing marketing material and collateral pieces for Town and Academy (includes design coordination but not design time - we use a variety of designers or can work with your preference) • Gather all potential story ideas to support PR initiatives • Develop & maintain media database of targeted media • Develop, broadcast and follow up on communication • Develop PR strategy timeline • Maintain a `politely persistent' approach with disseminating information GATHER ALL POTENTIAL STORY IDEAS TO SUPPORT PR INITIATIVES Once a month, VGS can meet with Westlake to discuss what is happening and all potential story ideas. VGS will then prioritize and begin working on pitches, releases, and any possible story ideas or community communication that could be leveraged. Monthly VGS will provide PR recaps of activity, though there will be weekly, if not daily, contact as we work together on this project, so the client will be aware and in touch. DEVELOP AND MAINTAIN MEDIA DATABASE VGS will confer with client regarding media and gather a list of their priority publications as well as conduct additional research of media venues to ensure project attains maximum exposure. To target the key audiences the following tasks will be performed: ® Extensive media research for related media ® Media lists presented to client for discussions and finalizations (media will be tiered and based on specific releases.) ® Customized database of highly targeted media list Press releases, feature pitches, Q&A documents, media alerts, in essence, every communication is an opportunity to craft and share the right message about the client. It is important to provide targeted audiences with information in a regular pattern to achieve maximum success. VGS advises consistent communication to keep Westlake's name in front of the media on a regular basis. This tactic conveys a sense of ongoing action and supports efforts made to continue establishing Westlake within the community, to surrounding areas and influencers. VGS will work with you to generate numerous stories and news releases surrounding the specifically defined message and then help orchestrate their release to create a continuous campaign of media contact and message broadcast. VGS Marketing Group® Inc. November 2008 Once a press release has been drafted and approved for release, VGS broadcasts the release, performs follow -up procedures, tracks for placement, and procures clippings. The steps include: • Release preparation for automated broadcast via mail, fax, e -mail, and /or wire service • VGS personal follow -up, up to three rounds, depending on tier importance • Tracking of media placements • Maintaining of clippings for clip books on file at VGS and with the client We will also produce feature pitches to gain major profile coverage. This process may include: ® Researching key publication editorial calendars for upcoming features ® Creating a feature pitch angle and pitch letter ® Pitching story with follow -up and a report of results ® Tracking media placements ® Maintaining clippings for clip books on file at VGS and with the client 7� !1���I7��ii:7��iXHiiiiu1�4�1►1 VGS Marketing Group will develop and begin with a 120 -day campaign timeline in order to ensure all tasks are completed and campaign goals are met. This timeline will indicate work responsibilities, client meeting dates, materials needed by dates, draft due dates, broadcast dates, follow -up activities, and all other major tasks along the way. VGS will secure 15 -25 media hits on Westlake related news over the 12 -month contract (news briefs, city mentions, features, city announcements, social photos, television, etc) on your targeted media list. We feel this is a conservative figure and anticipate more media exposure! VGS will provide recaps monthly to Westlake. This will keep everyone "in the loop" as to where we are in our 120 -day plan and what is happening as it relates to public relations. VGS will create 4 -6 feature press releases /pitches as determined by the number of newsworthy stories. We will also take these feature releases and pitch specific publications as warranted to ensure that the pitches are tailored specifically to the publications' needs. VGS will create 2 extensive business feature pitches regarding the history and direction of Westlake. We will need to discuss specific story line ideas. VGS will attend a minimum of 4 -6 management /strategy meetings throughout the course of the agreement as it relates to the any activities /events for Westlake. VGS Marketing Group, Inc. November 2008 It An overall understood goal of Westlake is the enhanced and improved image, .t and perception of - Town and Academy by Westlake citizens and Westlake stakeholders. Outlined below are examplez of scope • _ services perceived 7 importance by Town of I. Broad Iniitiatives of Support from Our Communication IMarketing Consultant o Formulating a communications /marketing plan for the Town of Westlake and Westlake Academy with key messages for identified key target audiences • Identifying strategies for carrying out the Town's communication plan's goals and objectives • Creation of a "brand" for the Town and Academy that becomes an intricate part of the Town's communications plan • Assisting with developing and supporting specific tactics for strategy implementation including most effective communication means to use for target audiences o Working with the Town /Academy's staff communications team to develop the items above and working with that team on an on -going basis • Assistance with Town quarterly newsletter • ©n -going Support/updating /improvement of the Town's websites • Press releases • Photo op coverage • Development of on -going program of email communications to Town residents o Development of media relations and media coverage of Town /Academy events or initiatives (including occurrences and happenings that the media might not cover without a developed angle to the situation that would be of interest to them) • Coordination of major public relations events for Town and Academy • Creation of marketing /communications materials for Town and Academy Scope * * Please note that all items outlined in the - and throughout this proposal will be prioritized. This proposal offers 35 hours .7vailable a month to execute r • _ - directed by the Town of This proposal is not a listing of all tasks performed. VGS Marketing will wo, with the Town to identify priority • - •' monthly hours. I VGS Marketing Group, Inc. November 2008 This plan is outlined around a proposed budget of $3,500 per month for an agreed upon time of twelve (12) months to execute and implement the above discussed tasks. This equates to approximately 30 -35 hours per month. We understand that direction and goals can change and we are available to use the hours as the client instructs and projects warrant. If at any time during the agreement the hours invested in Westlake by VGS Marketing are 20 or less per month, the Town's monthly fee would be adjusted accordingly. To successfully garner the momentum needed to carry you to the level of recognition targeted, a commitment minimum of twelve (12) months is recommended. Please note, however, VGS does allow a 60- day -out clause should you feel it necessary. VGS does bill at the first of the month for work done that month. Out -of- pocket expenses, which include but are not limited to fax /email broadcast charges, mileage, long distance telephone charges, postage, photocopy expenses and travel, are billed the following month and all expenses are billed at cost and are clearly indicated on billing statements as verification. Out -of- pocket (incidental charges) generally run between $75 -150 per month. Other charges such as printing of marketing /collateral materials would be approved in advance by the client. We look forward to discussing with you further! Thank you again for this exciting opportunity. At Your Service! Valerie Gabriel- Swenson, President Elizabeth Lenart And the rest of the VGSers (Alexis, Kim and Maureen) VGS Marketing Group, Inc. November 2008 Town of Westlake To: Honorable Mayor and Members of the Board of Aldermen From: Tom Brymer, Town Manager Kim Sutter, Town Secretary Subject: Regular Meeting of December 8, 2009 Date: November 13, 2008 ITEM Consider a Resolution setting the 2009 Council Meeting schedule. VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: ❑ ✓ Hospitality Finds its Home in Westlake o Citizen engagement and communication BACKGROUND From time to time, the Council's regular meeting schedule requires modification due to holidays and other events that may create a conflict for Council Members and staff to attend Council meetings. Following the move of the Town Hall offices to the Solana complex coupled with the increased activities at the Academy campus, the decision was made to hold all Council and Trustee meetings at the Town Hall offices. From time to time, scheduling of the meeting space can be challenging and alternate solutions must be found. The attached Resolution also `officially' changes the location of meetings from the J.T. Ottinger location address to the Village Circle address or other location designated by the Town in the meeting notice. Several factors have been taken into consideration as staff prepared the 2009 proposed meeting calendar, including national holidays, school holidays, and early voting. I have outlined deviations from the regular meetings dates of the 2 and 4t" Monday of each month below: - May 2009 Given the limitations and guidelines outlined below, it is recommended the Council hold a meeting on May 18, 2009, to canvass the election results, administer oaths to elected candidates and also conduct other Town business. 1) Consideration must be given to the election as early voting begins Monday, April 27 and runs through Tuesday, May 5. Early voting is held in the meeting room and relocating voting to another room would require pre - clearance by the U.S. Department of Justice. Not an insurmountable obstacle, but there is no other location that would meet the location requirements for early voting and a better solution would be to identify another meeting location for the Council meeting. 2) Canvassing of the election results is also a consideration. Canvass can occur as early as the 3rd day following Election Day, but only if Federal Postcard Applications (FPCA) (armed forces, overseas citizens, and dependents residing with them to both register to vote) have been received and the ballot board has completed the count of provisional ballots. In reality, it is just more efficient to schedule the canvassing following the 8t" day after Election Day. Also, in a General Law city, candidates are not eligible to take office until the 5th day after Election Day (excluding Sundays). - Aug. 2009 Consideration may be given to the proposed first day of school will be Aug 24 or Aug 25. (conflicts with August 24 meeting) - Sept. 2009 Sept. 14, 2008, meeting date conflicts annual IMCA Conference (9/13 through 9/16) - Oct. 2009 In accordance with Resolution 07 -18, and in relation to the October 12, Columbus Day holiday, it is suggested that the first regular meeting in October be held October 5 (the first Monday of the month). Additionally and in accordance with Resolution 07 -18, only one meeting will be held in November due to the Thanksgiving holiday. There are no conflicts with the December meeting dates for 2009; however, the Council may choose to meet only once as the 4th Monday follows Christmas Day (Friday). I'ITNDING None RECOMMENDATION Consider approval of the proposed meeting schedule ATTACHMENTS: Council policy Resolution No. 07 -18 Resolution 08 -67 Exhibit to Resolution - 2009 Meeting Calendar , A f, 1 i A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS, ESTABLISHING THE DATE, TIME, AND PLACE O THE REGULAR MEETINGS OF THE BOARD D DECLARING AN EFFECTIVE DATE. WHEREAS, The Texas Local Government Code allows the governing body of a general law municipality to establish regular meetings of the governing body by the passage of a resolution; and WHEREAS, The Board of Aldermen finds that it is in the best interest of the Board and the Town's residents that the Board shall meet regularly at a convenient date, time, and place. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF i THE TOWN OF WESTLAKE, TEXAS: SECTION 1: The Board of Aldermen of the Town of Westlake, Texas, shall conduct regularly scheduled meetings on the second and fourth Mondays of each month except when the regular meeting date falls on a Monday that is (a) a national holiday, or (b) a scheduled holiday within the school year, or (c) falls within the same week as Thanksgiving, or (d) falls within the same or preceding calendar week as Christmas. The meetings shall convene at 7 p.m., and shall be held in the Boardroom at the campus of the Westlake Academy, 2650 J.T. Ottinger Road, Westlake, Texas 76262 or a meeting room close by, or another location designated by the Town in the meeting notice. SECTION 2: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 26t" DAY OF MARCH 2007. FINNINCIN Scott Bradley, Mayor Kim Sutter, TRMC, Town Secretary Trent O. Petty, Town Manager a 9 "TOITA Eel s L. Stanton Lowry, Town Attorney i ! i' I SETTING THE 2009 MEETING DATES, TIME, AND PLACE OF TAE XEGULAR MEETINGS OF THE TOWN COUNCIL; AND DECLARING AN EFFECTIVE DATE. WHEREAS, The Texas Local Government Code allows the governing body of a general law municipality to establish regular meetings of the governing body by the passage of a resolution; and WHEREAS, The Town Council finds that it is in the best interest of the Council and the Town's residents that the Council shall meet regularly at a convenient date, time, and place; WHEREAS, The 2009 meeting dates have been established in accordance with Resolution No. 07 -18; • i SECTION 1. The Town Council of the Town of Westlake, Texas, shall conduct regularly scheduled meetings on the second and fourth Mondays of each month except when the regular meeting date falls on a Monday that is (a) a national holiday, or (b) a scheduled holiday within the school year, or (c) falls within the same week as Thanksgiving, or (d) falls within the same or preceding calendar week as Christmas, or (e) conflicts with other Town related functions or activities. The meetings shall convene at 7 p.m., and shall be held at the Town Hall offices located at 3 Village Circle, Westlake, Texas 76262 or a meeting room close by, or another location designated by the Town in the meeting notice. SECTION 2: The Town Council hereby sets the 2009 meeting schedules as identified in the attached exhibit (Exhibit "A "). SECTION 3: That this resolution shall become effective from and after its date of passage. ATTEST: Laura Wheat, Mayor Kim Sutter, TRMC, Town Secretary Thomas E. Brymer, Town Manager ! ! ! I I L$j UVI L. Stanton Lowry, Town Attorney T® of Westlake Meeting Schedule Town Council and Board of Trustees MUIMULgAEffAmmm M T W Th S M T W Th F Sa 1 1 2 � 3 4 5 6 7 8 9 9 12 M 14 15:1 16, 17 18 19 20 21 22, 23 24 25 26 28' 29 30 23 S M T W Th F Sa M T W 1 2 Sa 4 5 6 7 8 9 10 11 12 14 15 16, 17 18 19 20,E 21 22 23 24 25 ,2,8 29: 30 31 24 S M T W Th F Sa S M T W Th F Sa 1 �; 2 11 12 13 : 14 15 16 19,20 21 22 23 2627 28 29 30 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 2 3 4 5 6 7 8 9 10 11 12 18 19 26 ME School Board & Council Meeting School Holiday First/Last day of School S M T W Th F Sa 1 2 3 4 n, 6 71 110 11 12 13 14 15 16 17 18 19, 20 21 22 23 24 25 27 28 29 30 31 S M T W Th F Sa S M T W Th F Sa 1 �; 2 11 12 13 : 14 15 16 19,20 21 22 23 2627 28 29 30 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 2 3 4 5 6 7 8 9 10 11 12 18 19 26 ME School Board & Council Meeting School Holiday First/Last day of School Week of March 16ka Spring Break for Academy June 3iS last day Ofschool May 4 meeting conflicts with early voting. Early voting runs from 7@.0.tO7p.0. May 25is Memorial Day - Same situation with canvassing the election @S2OO8 (needs to occur between TueS the 13&VVed.`the 21St.) Sept April 27 cannot begin meeting before 5 p.m. due to conflict with early voting. 7- Labor Day Sept. 14 - Conflicts with lCMA Annual Conference (Sept. 13-16, 2009, Quebec) August 24 is the first day of school October 12th is Columbus Day and a School Holiday Nov. 28'2OOS Thanksgiving Day December 21 - Week preceeding Christmas Day Town of Westlake Future J . • Items 7. FUTURE AGENDA I'T'EMS: 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. - None. Date Contact Description Format 5/23/08 J. Greenwood Southlake Waterline Proposal Workshop 5/30/08 T. Meyer Cemetery Rules and Regulations Workshop 7/29/08 T. Meyer Park and Rec. Adv. Board Workshop Oil /Gas Wells Zoning Ordinance Amendment J. Greenwood Stagecoach Hills Drainage 1161 Workshop Jan. 12, 2009, Meeting (submittal deadline Dec. 1) 7 p.m. Format Meeting Date Contact Description Format 10/21/08 T. Brymer Survey Development Workshop 11/12/08 T. Brymer "Green Initiative" Mike Conduff Workshop 11/25/08 E. Edwards Oil /Gas Wells Zoning Ordinance Amendment Meeting 11/25/08 E. Edwards Oil /Gas Wells Technical Standards Adoption Meeting Jan. 26, 2009, Meeting (submittal deadline Jan. 15) 7 p.m. _- Date Contact Description Format 11/13/08 K. Sutter Order General Election (May 9, 2009) Meeting Feb. 9, 2009, Meeting (submittal deadline Jan. ) 7 p.m. Date Contact Description 11/13/08 K. Sutter Approve election contract with Tarrant County Format Meeting Date Contact Description Feb. 2%320 9, Meeting (submittal deadline Feb. 12) 7 p.m. 10/21/08 Date Contact Description Format 10/21/08 T. Brymer Survey Development Workshop 11/12/08 T. Brymer "Green Initiative" Mike Conduff Workshop 11/25/08 E. Edwards Oil /Gas Wells Zoning Ordinance Amendment Meeting 11/25/08 E. Edwards Oil /Gas Wells Technical Standards Adoption Meetine March 9, 2009, Meeting (submittal deadline Feb. 6) 7 p.m. Date Contact Description Format 10/21/08 T. Brymer Survey Development Workshop 11/12/08 T. Brymer "Green Initiative" Mike Conduff Workshop 11/25/08 E. Edwards Oil /Gas Wells Zoning Ordinance Amendment Meeting 11/25/08 E. Edwards Oil /Gas Wells Technical Standards Adoption Meeting S M T W Th F 2 4 5 6 7 8 9 Trustee and Aldermen Meeting M T W Th F 2 3 4 5 6 10 it 12 13 16 17 18 19 20 24 25 ! 26 ! 27 30 31 Aldermen Meeting Holiday S a_ _ 7_ 14 21 28 5 M T W Th F Sa 1 2 3 4 5 6 7 8 10 11 12 13 14 15 16 17 18 19 20 21 22 ,: 24 25 26 27 28 M T W Th F 2 3 4 5 6 10 it 12 13 16 17 18 19 20 24 25 ! 26 ! 27 30 31 Aldermen Meeting Holiday S a_ _ 7_ 14 21 28 own of Westlake ■ • i . ,■' - TSHA Board of Directors Meeting o 12/16/08, 5:30 p.m. - Planning and Zoning Commission Meeting o 12/18/08, 6:00 p.m. - Joint Regional Meeting o 1/29/09, 6:30 p.m., Westlake Town Hall - TML Legislative Briefing o 2/6 — 2/9/09, Austin, Texas