The URL can be used to link to this page

Home My WebLink About02-25-08 TC Agenda PacketTOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN PRE -BOARD MEETING AGENDA FEBRUARY 25, 2008 WESTLAKE CIVIC CAMPUS - DINING HALL 2600 J. T. OTTINGER ROAD !101111 "M 1. CALL TO ORDER. 15 min. 2. HEAR AND DISCUSS REPORT FROM TOWN STAFF CONCERNING THE I.O.O.F. CEMETERY IN WESTLAKE. 15 min. 3. DISCUSS MASTER TRAIL PLAN. 10 min. 4. DISCUSS TOWN / ACADEMY COMMUNITY SURVEY. 10 min. 5. DISCUSS POSSIBLE ORDINANCE CONCERNING CELL PHONE USE IN A SCHOOL ZONE. 10 min. 6. REVIEW OF REGULAR AGENDA ITEMS. 7. ADJOURNMENT. ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, Westlake, Texas and the Westlake Civic Campus, 2600 J.T. Ottinger Road, Westlake, Texas, on Friday, February 22, 2008 by 5:00 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. 2/s /oY r Optimizing Customer Satisfaction Proposal for Consulting Services February 2008 r a Introduction • We enjoyed speaking with you and appreciate the desire to begin monitoring satisfaction with the Tow Opportunity to learn about your is critically important to ensure your city's leadership n and the Westlake Academy. This perspective and priorities for their hometown. You are, is uniquely in tune with the residents' fact, In the service business. • ABA is uni y qualified to help you in this area. - We are experienced market researchers, who specialize i Primary research findings into actionable improvement rrol interpreting and converting - VC/e have developed and implernente�y satisfaction tracking grams. categories. g programs for clients in multiple • We present this proposal to develop an evolvable feedback and enable positive change for your co system to gather objective customer three sections: munity. This document contains - ABA Consulting Overview - Consulting Proposal - Appendix: Preliminary Research Specifications • We look forward to partnering with your group n to begin as soon as you would like. p this important initiative and are ready Confidential 2 ABA Consulting ABA Consulting. Overview ABA Consulting Overview • ABA has its roots in market research. We were formed in 1995 through a buyout from the M /A/R /C Research company. • Our Principals are seasoned market research experts with an average of 10 years experience in managing research studies. • Full service marketing and research consultancy established in 1995 with a singular focus on driving sustainable growth for our clients. • Virtually every one of our client engagements includes a significant research effort. "Having worked with many consultants over the years, ABA stands apart in delivering true added value and actionable recommendations." Chief Executive Officer Lennox International "We continue with the customer satisfaction surveys you designed and implemented, and are seeing improvement in all areas. We can already see the early fruits of our labor. Executive Vice President Ryerson Tull "The research provided us with instant, objective feedback about a number of initiatives we had recently deployed. Several of these initiatives have since been changed as a result of what we learned.° President The Westye Group, South Central Confidential 4 ABA Consulting Current and Recent Clients Non - Profit Retail & Hospitality American Red Cross CVsA Rip ■ Consumer Goods & Services now ODONUTS wAMERICA WEST AiwNEs Transiti ns° INTEGRITY � :....,.oYI„ feed ehe Flre� Industrial & Durable Goods Business & Financial Services LENNOX > 0RYERSON,. ��a RBC /V- - � , /'c�nnelfe C ��■ rOCxx F r E o nen n r� F ASHLAND FLUOR � - - �- _ /inada BEHRINGERHARVARD OVS rs © -2ER.0 TOYOTA REAL ESTATE INVESTMENTS 61 It WOLFTHE W E STY E G ZO U P. I SOUTH CENTRAL, E.V. TIRS T U ISV i �JDATA Confidential 5 ABA Consulting Recent Client Engagements �O t CL o a� L) Confidential American Red Cross Service Experts Westye Sub - Zero /Wolf • Understand customer • Understand buying • Understand retailer perceptions about Red behavior and primary behavior and drivers Cross and other drivers • Understand retailer charities • Test proposed unique perceptions about • Identify and understand selling proposition, different appliance psychographic logos, uniforms, and brands segments spokesperson • Understand how • Evaluate positioning • Test customer retailers tier the market statements and new satisfaction on an branding campaigns ongoing basis • 4,000 survey • 5,000 survey • 200 survey participants participants participants across the (Retailers) • 7 workshops, with 150 U.S. and Canada • 15 qualitative total participants • Monthly customer interviews satisfaction surveys ABA Consulting Case Study: Customer Satisfaction Tracking Study Example • We recently designed and implemented a comprehensive customer satisfaction tracking study for one of our clients. The client's objective is to refocus the organization's attention on the customer and maximize customer satisfaction. The program has been successfully operating for two years and has contributed significantly to the client's record -high revenue and profit levels for 2006 and 2007. 1 Service call Service Center (SC) completes completed maintenance, service call or installation. 2 Customer data Customer name & telephone number are sent to research company 3 Research company conducts phone interview & posts results to website ::interview ustomer If SC score < 60% le e-mail Alert posted SC � sent: to SC to web -site contacts /0 customer Data tabulation Data is aggregated & tabulated & aggregation I quarterly. Posted to web -site. Summary for SC, district region & total company :MIME SC quarterly reports sent to Headquarters for evaluation Cross tabs for further analysis Confidential 7 ABA Consulting Consulting Proposal Our Understanding of your Situation • You are considering a satisfaction program for Westlake residents to ensure that Town leaders are in -tune with the community and focused on the issues that are most important to the residents. • In addition to tracking overall satisfaction levels for the Town, you indicated a desire to specifically monitor parents' perspective of the Westlake Academy. This is highly important, as education is an important issue for current and prospective residents and parents. Confidential s ABA Consulting Proposed Approach: Overview • We propose a proven three step approach to design and implement the customer satisfaction tracking studies. Program Design • Establish objectives • Determine research scope and parameters • Design questionnaires • Determine analytical and reporting requirements • Design reports I ® 2 weeks Development and Testing • Conduct face -to -face interviews • Review and validate analytical and reporting concepts • Announce survey to the community 2 -- 3 weeks Full -scale Implementation • Conduct initial survey • Conduct ongoing survey at scheduled times • Analyze and report findings • Monitor and improve systems and procedures as needed 017going Confidential 10 ABA Consulting Proposed Approach: Program Design • The first phase of the project involves designing the project. This is a one to two week collaborative effort to lay the foundation for the project we will execute on your behalf. — Some of this work has actually begun already in anticipation of our partnership Program Design • Establish objectives • Determine research scope and parameters • Design questionnaires • Determine analytical and reporting requirements • Design reports 1- 2weeks Representative Questions Answered • What are the top level objectives for the research, and what metrics do we wish to track? • What type of follow -up activity will there be after survey completion? • How do we wish to design the research (what information do we wish to collect, how long should the survey be, who should complete it, etc.) • How should the questionnaire be structured? (number of questions, closed vs. open- ended, anonymous vs. identified, etc.) • What type of analytical capabilities do we need? • Who should be able to analyze and view the reports, and how should the reports be designed? Confidential i ABA Consulting Proposed Approach: Development and Testing • The second phase of the project involves testing, refining and validating the materials and decisions from the first phase. Following this period, we should be ready for full scale roll- out. Development and Testing • Conduct face -to -face interviews • Review and validate analytical and reporting concepts • Announce survey to the community 2 — 3 weeks Representative Activities • Face to face interviews with small number of residents to gather information and refine the questionnaires • Review of analytical and reporting capabilities • Announce survey launch to community • IDbtaining contact information for individuals who are to be interviewed immediately upon roll -out • Implementing process for obtaining accurate contact information for participants in future surveys • Establishing automated procedures for incorporating and retiring survey participants as needed • Developing survey invitation communications Confidential 12 ABA Consulting Proposed Approach: Full -scale Implementation • Full scale implementation is the final phase of the project. Full -scale Implementation • Conduct initial survey • Conduct ongoing survey at scheduled times • Analyze and report findings • Monitor and improve systems and procedures as needed Ongoing Representative Activities • Conduct initial survey with identified participants • Determine times to conduct subsequent surveys and execute • Analyze and report survey findings to appropriate stakeholders through self- service online tools • Monitor performance of satisfaction tracking program (technical and operational procedures) and implement performance improvement initiatives as needed Confidential 13 ABA Consulting Project Costs • The overall project cost will be determined by the scope and complexity of the final satisfaction program. We can provide the following cost guidelines at this time. — Town Study • As discussed, design, develop, conduct first wave of surveys — Phone based, 5 minute questionnaire, 12.5% response rate — 50 completes amongst approximately 700 residents or 400 households — $12,500 • If desired, future study waves can be priced at that time — Academy Study: • Current Student Family Study - $12,500 — Design, develop, conduct first wave of surveys — Phone - based, 5 minute questionnaire, 12.5% response rate — 50 completes amongst 400 student families — $12,500 • If desired, future study waves can be priced at that time Exit Study for Former Student Families — Design, develop, conduct interviews — Phone - based, 15 minute questionnaire, TBD response rate — 29 identified families — $500 per completed interview We are ready to begin this project and look forward to working with you Confidential 14 ABA Consulting Appendix: Preliminary Research Specifications Preliminary Research Specifications • We have had preliminary conversations with your team regarding the research specifications for the Westlake Academy. This will enable us to proceed quickly through the Program Design phase. We need to obtain similar information for other Town attributes that are to be surveyed including the 20 Priorities. Research Objectives • Ensure that parents' opinions and concerns are heard • Ensure that feedback will be reviewed and implemented where appropriate • Become pro - actively aware of concerns and potential conflicts • Understand key satisfaction and dissatisfaction drivers Research Sample • Those who have left school since the June 2006 exit interviews ( -30) • Families of current students ( -400) • In the future, families of students currently on the waiting list (1,200) Questionnaire Topics Primary: Secondary: • Rigor of Curriculum • Child's Growth • Extra - curricular • Implementation of IB Activities Values • Personnel • Overall Satisfaction • Facilities • Likelihood to Stay • Communication Confidential 16 ABA Consulting TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN REGULAR MEETING AGENDA FEBRUARY 25, 2008 WESTLAKE CIVIC CAMPUS 2600 J. T. OTTINGER ROAD 7:00 p.m. 1. CALL TO ORDER. 2. CITIZENS' PRESENTATIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. 3. HEAR A REPORT FROM THE TEXAS STUDENT HOUSING AUTHORITY PRESIDENT. 4. HEAR A REPORT FROM THE WESTLAKE ACADEMY FOUNDATION PRESIDENT. 5. HEAR A REPORT FROM THE WESTLAKE PUBLIC ART COMMITTEE CHAIRPERSON. 6. CONSIDER A RESOLUTION CHANGING THE NAME OF THE WESTLAKE PUBLIC ART COMMITTEE; INCREASING THE MEMBERSHIP OF THE BOARD; AND APPOINTING ADDITIONAL MEMBERS AND DEFINING TERMS OF SERVICE. 7. HEAR THE YEARLY SERVICE AND ACTIVITY REPORT FOR POLICE SERVICES BY CHIEF MARK HAFNER OF THE KELLER POLICE DEPARTMENT. 8. CONSIDER A RESOLUTION ACCEPTING THE RACIAL PROFILING REPORT AS PREPARED BY THE CITY OF KELLER POLICE DEPARTMENT. 9. CONSIDER A RESOLUTION APPROVING AMENDMENTS AND ADDITIONS TO THE TOWN OF WESTLAKE PERSONNEL MANUAL. 10. HEAR A REPORT FROM. TOWN STAFF AND TAKE NECESSARY ACTION REGARDING THE BID PROCESS FOR THE UTILITY RELOCATION NECESSARY FOR THE WESTLAKE ARTS AND SCIENCES CENTER. 11. HEAR A STATUS REPORT ON CONSTRUCTION OF ARTS AND SCIENCES CENTER BUILDING. 12. CONSENT AGENDA: All items listed below are considered routine by the Board of Aldermen and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. A. Review and approve minutes of the Board of Aldermen pre -board and regular meetings held on February 11, 2008. B. Review and approve any outstanding bills. 13. EXECUTIVE SESSION A. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters, specifically deliberation regarding the appointment of a Town Manager. 14. RECONVENE MEETING. 15. EXECUTIVE SESSION ACTION. 17. ADJOURNMENT. ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, and Westlake Civic Campus, 2600 J.T. Ottinger Road, Westlake, Texas, on Friday, February 22, 2008, by 5 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. Kim Sutter, TRMC, Town Secretary Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Joe C. Hennig, Interim Town Manager Kim Sutter, Town Secretary Subject: Regular Meeting of February 25, 2008 Date: February 18, 2008 ITEM Consider a Resolution expanding the number of Board members, appointing additional board members, and a changing the name of the Public Art Committee. BACKGROUND The Westlake Public Art Committee is requesting consideration by the Board to expand the number of board members from seven to nine, appoint four additional members, and rename the Public Art Committee to Public Art Society of Westlake. For your information, attached is a current Public Art Committee membership roster, and Resolution No. 07 -25, creating the Public Art Committee. Michelle Corson, chair of the Public Art Committee, we be present to discuss the requested changes with the Board. FUNDING N/A C) �� Q To Secretary's Office TOWN OF WESTLAKE RESOLUTION NO. 07-25 A RESOLUTION OF THE BOARD OF ALDERMAN OF THE TOWN OF WESTLAKE, TEXAS ESTABLISHING A PUBLIC ART COMMITTEE, DEFINING THE COMMIT'T'EE SCOPE, APPOINTING MEMBERS AND DEFINING TERMS OF SERVICE. WHEREAS, the Town of Westlake recognizes the importance of public art and the benefits of art education for the citizens of Westlake; and WHEREAS, the Town of Westlake is abundantly blessed with natural beauty as well as a rich cultural heritage which is reflected by the high development standards imposed by the Town: and WHEREAS, the Board of Aldermen seek to continue the cultural growth and development of Westlake by providing for art in public places for all to enjoy: and NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That the above findings are hereby found to be true and correct and are incorporated herein in its entirety. SECTION 2: That the Board of Aldermen of the Town of Westlake. Texas does hereby appoint the following individuals to become charter members of the Westlake Public Art Committee and serve the following terms to which members may be reappointed. Michelle Corson, Chairperson 3 yrs Phyllis McConnell 2 yrs Tim Brittan 1 vrs Carol Langdon 3 yrs Shannon LaRue 2 yrs Mary Petty 1 yr Becky Rogers 3 yrs Board Liaison Scott Bradlee. Mayor Staff Liaison Town Manager or his appointee SECTION 3: That the Board of Aldermen establishes the following mission for the Public Art Committee: Resolution No. 07 -24 — April 23, 2007 Page] of 3 Town of Westlake Public Art Committee Mission Statement Founded as a commitment to protect and improve the quality of life of Westlake residents, businesses and students by encouraging, inspiring, documenting, educating and entertaining artistic and creative endeavors throughout the community, the Westlake Public Art committee will provide a wide range of professionally excellent and artistically significant presentations, preserving, collecting, exhibiting, and fostering the engagement of arts into the community. SECTION 4: That the Board of Aldermen establishes the following scope and priorities for the first term(s) of the Public Art Committee: 1. Identify and recommend artists and raise funds to ultimately commission an outdoor statue of The Blacksmith at a designated location at Westlake Academy. 2. Raise funds to be able to acquire and display significant works of art consistent with the theme and culture of the Town of Westlake to display in Westlake Academy and other public buildings. 3. Raise awareness of the importance of the role of art in Westlake by sponsoring artistic and creative endeavors that will benefit the community. SECTION 5: That the Board of Aldermen require the Public Art Committee to prepare an annual budget of projected revenues and expenses necessary to accomplish the mission and that such budget be presented to the Town Manager no later than August 1, of each fiscal year to then be deliberated by the Board for inclusion in the annual budget. SECTION 6: That the Board of Aldermen will identify a funding source for public art no later than their 2007 -2008 annual budget process. PASSED AND APPROVED ON THIS 23 DAY OF APRIL 2007. ATTEST: �- Scott Bra ley, Mayor *iSutleZr, Town ZSecretary Trent O. Pe , own pager APPROVED AS TO FORM: Resolution No. 07 -24 — April 23, 2007 Page 2 of 3 APPROVED AS TO FORM: ^t� R �t,- L. Stanton Lown-. To%yn Attorney Resolution No. 07 -24 — April 23, 2007 Page 3 of 3 TOWN OF WESTLAKE RESOLUTION NO. 08-12 CHANGING THE NAME OF THE WESTLAKE PUBLIC ART COMMITTEE; INCREASING THE MEMBERSHIP OF THE BOARD; AND APPOINTING ADDITIONAL MEMBERS AND DEFINING TERMS OF SERVICE. WHEREAS, the Town of Westlake recognizes the importance of public art and the benefits of art education for the citizens of Westlake; and WHEREAS, the Town of Westlake is abundantly blessed with natural beauty as well as a rich cultural heritage which is reflected by the high development standards imposed by the Town; and WHEREAS, the Board of Aldermen seek to continue the cultural growth and development of Westlake by providing for art in public places for all to enjoy; and WHEREAS, the Board of Aldermen created the Westlake Public Art Committee by Resolution on April 23, 2007; and WHEREAS, the membership of the committee has requested the Board consider renaming the Westlake Public Art Committee to the Public Art Society of Westlake; and WHEREAS, the Committee is also requesting the membership be increased from seven to nine members and additional members be appointed at this time; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. That the above findings are hereby found to be true and correct and are incorporated herein in its entirety. SECTION 2. That the Board of Aldermen of the Town of Westlake, Texas does hereby approve changing the name of the Westlake Public Art Committee to the Public Art Society of Westlake, expanding the membership to nine, and appointing the following individuals to the terms outlined below: Leah Rennhack June 2010 Dave Rollins June 2009 Kay Anderson June 2009 Vacant June 2008 As a result of the appointments heretofore stated, the Public Art Society of Westlake is represented by the following: Board Liaison Scott Bradley, Mayor Staff Liaison Town Manager or his appointee SECTION 3. That this resolution shall take effect from and after its final date of passage, and it is accordingly so ordered. PASSED AND APPROVED ON THIS 25th DAY OF FEBRUARY 2008. ATTEST: Kim Sutter, TRMC, Town Secretary APPROVED AS TO FORM: L. Stanton Lowry, Town Attorney Scott Bradley, Mayor Joe C. Hennig, Interim Town Manager _Tenn Expiration Michelle Corson June 2010 Carol Langdon June 2010 Leah Rennhack June 2010 Shannon LaRue June 2009 Dave Rollins June 2009 Kay Anderson June 2009 Tim Brittan June 2008 Mary Petty June 2008 Vacant June 2008 Board Liaison Scott Bradley, Mayor Staff Liaison Town Manager or his appointee SECTION 3. That this resolution shall take effect from and after its final date of passage, and it is accordingly so ordered. PASSED AND APPROVED ON THIS 25th DAY OF FEBRUARY 2008. ATTEST: Kim Sutter, TRMC, Town Secretary APPROVED AS TO FORM: L. Stanton Lowry, Town Attorney Scott Bradley, Mayor Joe C. Hennig, Interim Town Manager ci� POLICE DEPARTMENT February 18, 2008 Mayor Bradley and Board of Aldermen Town of Westlake 2650 J.T. Ottinger Road Westlake, TX. 76262 Dear Mayor Bradley and the Board of Aldermen, I am pleased to provide the Westlake Service Report for the calendar year ending 2007 As you view the data you can see that our officers were very busy. We stopped over 10,000 vehicles, arrested 295 people for criminal violations, issued 8,231 traffic citations, and removed 53 intoxicated drivers from the roadways in Westlake. Our animal control unit handled 47 calls for service. We investigated 225 motor vehicle collisions with 44 involving some type of injury. Many of the service categories experienced double digit increases over the previous year like motor vehicle stops up 12 %, criminal arrests up 48 %, and alarm responses up 82 %. Overall calls for service including citizen and officer initiated were up by 16% over last year. When you total the number of calls for service (17,772) and divide it by the price of the police services agreement ($729,900.00) it costs the Town of Westlake $41.00 per call for service. A very efficient cost when you compare it to the $72.00 cost per call for service in Keller. We look forward to delivering the highest quality of police services to your community in 2008. Our partnership has worked out extremely well for both cities. Westlake receives the services of an 82 person Nationally Accredited Police agency fully staffed and equipped to handle all types of incidents for a fraction of the cost. In turn Keller receives additional patrol coverage in the north section of their city and an administrative charge for the program. A true win -win for both communities. As always, I am here for your questions and concerns. Sincerely, 0 �,// //A - Mark R. Hafner Chief of Police cc: Joe Hennig, Westlake Town Manager Dan O'Leary, Keller City Manager 330 RUFF, SNOW DR. • P.O. BOX 770 • KELLER, TEXAS 76244 • (817)743 -4500 Fax (817)743 -4590 Web: littp:HNvwNv.kellerpd.com 0 mhafner@kellerpd.com kellerpd.com 2007 2006 2005 2004 2003 2002 Motor Vehicle Stops 10,045 8,992 9,586 9,237 9,993 3,968 Investigative Motor Vehicle Stops 1,387 947 938 835 677 288 Miscellaneous Service Calls 532 683 646 693 608 301 Traffic Accident Investigations 225 164 163 180 91 86 Building Checks 5,394 4,440 4,628 4,133 2,640 282 Alarm Responses 142 78 70 80 45 33 Animal Control Calls for Service 47 54 47 40 47 27 Citizen Initiated Calls for Service 1,729 1,669 1,867 1,698 1,238 702 Total Calls for Service 17,772 15,358 16,078 15,198 14,101 4,985 Part 1 Crimes 25 30 26 19 46 16 Traffic Violations on Citations 81231 9,300 10,552 9,123 8,818 3,121 Westlake Prisoners Booked -In 295 199 252 214 263 118 DWI Arrests 53 56 86 70 117 55 Case Reports 124 144 168 129 234 139 Fire /EMS Calls Dispatched 386 348 310 270 211 104 Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Joe C. Hennig, Interim Town Manager Subject: Regular Meeting of February 25, 2008 Date: February 19, 2008 ITEM Consider a Resolution accepting the Racial Profiling Report for the Town of Westlake as required by the Texas Racial Profiling Law (S.B. No. 1074) and prepared by the Keller Police Department, the Town of Westlake's contracting law enforcement agency. BACKGROUND The State of Texas requires that all law enforcement agencies involved in traffic enforcement submit an annual report to the governing body concerning racial profiling of such enforcement activities. In accordance with Texas Racial Profiling Law (S.B. No. 1074), Keller Police Chief Mark Hafner has provided this report covering the period January 1, 2007 through December 31, 2007 for the Town of Westlake, as attached. He will be available during the meeting for any questions or concerns. APPROVED BY• z�� T n M n4er'sO e Tow Secre cry's Office Ciiy of I�� POLICE DEPARTMENT February 18, 2008 Mayor Bradley and Board of Aldermen Town of Westlake 2650 J.T. Ottinger Road Westlake, TX. 76262 Dear Mayor Bradley and the Board of Aldermen, Since we assumed the responsibility of police services in Westlake, the Keller Police Department in accordance with the Texas Racial Profiling Law (S.B. No. 1074), has been collecting police contact data for the purpose of identifying and responding (if necessary) to concerns regarding racial profiling practices. It is my hope that the findings provided in this report will serve as evidence that the Keller Police Department continues to strive towards the goal of maintaining strong relations with the community and strongly prohibits racial profiling. In this report, you will find sections designed at providing background information on the requirements of the Texas Racial Profiling Law. The information is relevant to the institutional policies adopted by the Keller Police Department to prevent the practice of racial profiling among its officers. The final components of this report provide statistical data relevant to the public contacts made during the period of 1/1/07 through 12/31/07 within the Town of Westlake. This information has been analyzed and compared to various census data within the Dallas /Fort Worth Metroplex. The analysis of the data is included. It is my goal to continue to be responsive to the community by implementing and monitoring the proper policies and safeguards to prevent racial profiling practices. As always, I am here for your questions and concerns. Sincerely, Mark R. Hafner Chief of Police cc:.Joe Hennig, Town Manager 330 RUFE SNOW DR. • P.O. BOX 770 • KELLER, TEXAS 76244 • (817)743 -4500 Fax (817)743 -4590 Web: littp: / /wNvw.kellerpd.com • info @kellerpd.com TOWN OF WESTLAKE RESOLUTION NO. 08-13 ACCEPTING THE RACIAL PROFILING REPORT FOR THE TOWN OF WESTLAKE AS PREPARED BY THE CITY OF KELLER POLICE DEPARTMENT, THE TOWN'S CONTRACTING LAW ENFORCEMENT AGENCY. WHEREAS, Texas Racial Profiling Law (S.B. Number 1074) requires the collecting of law enforcement contact data for the purpose of identifying and responding (if necessary) to the concerns regarding racial profile practices and the Board of Aldermen recognize the importance of complying with this law; and WHEREAS, the Texas Racial Profiling Law requires that the jurisdiction's law enforcement agency establishes a policy detailing the methodology for the collection, analysis, and enforcement of the law and the law enforcement agency shall then report annually the findings associated with the data in writing to the governing body; and WHEREAS, the Town of Westlake's Racial Profiling Report is provided by the City of Keller Police Department, the contracting law enforcement agency for the Town and is presented for acceptance; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. That the above findings are found to be true and correct and are incorporated herein in their entirety. SECTION 2. That the Town of Westlake Board of Aldermen accepts the Racial Profiling Report as submitted and attached as Exhibit "A ", as a true and accurate report concerning this subject as addressed under the terms of the contract for law enforcement with the City of Keller and its Police Department. SECTION 3. By accepting this report, the Town of Westlake acknowledges compliance with the Texas Racial Profiling Law, S.B. No. 1074. SECTION 4. That this Resolution shall become effective upon its date of passage PASSED AND APPROVED ON THIS 25' DAY OF FEBRUARY 2008. Scott Bradley, Mayor ATTEST: Kim Sutter, TRMC, Town Secretary Joe C. Hennig, Interim Town Manager APPROVED AS TO FORM: L. Stanton Lowry, Town Attorney POLICY ADOPTION Senate Bill 1074 passed by the 77th Legislature of the State of Texas requires that as of January 1, 2002, each law enforcement agency in this state shall adopt a detailed written policy on racial profiling. The policy must strictly prohibit peace officers from engaging in racial profiling. Furthermore, the policy must outline a process for individuals to file a complaint regarding racial profiling. The policy must also provide public education on the agency's complaint process and require corrective action to be taken against officers in violation of this policy. Lastly, the policy requires law enforcement agencies to collect and report data relating to traffic stops. On August 27, 2001, the Keller Police Department implemented policy to comply with the law. The policy was re- written to comply with CALEA National Accreditation Standards on 9/26/2003. The policy contained the following elements: ❑ A definition that clearly describes the act of Racial Profiling. ❑ A statement that strictly prohibits officers from engaging in Racial Profiling. ❑ The implementation of a process by which an individual may file a complaint regarding racial profiling violations. ❑ Provide public education related to the complaint process. ❑ The implementation of disciplinary guidelines for officers found in violation of the policy. ❑ Adopted a policy on standards for retaining and reviewing video and audio documentation of motor vehicle and pedestrian stops. ❑ Procedures to collect data on persons who received traffic citations to include, race, whether a search was conducted, if so was it by consent, and was a custody arrest performed. Each peace officer employed by the City of Keller completed the comprehensive education and training program on racial profiling established by the Texas Commission on Law Enforcement Officer Standards and Education. The Chief of Police completed the program on racial profiling established by the Bill Blackwood Law Enforcement Management Institute of Texas. The Chief of Police also addresses all employees yearly on the topic and how the practice would violate our mission statement of providing excellent value- driven police services. Furthermore, the practice will not be tolerated and any officer found in violation of the policy would be disciplined accordingly. The supervisors were instructed on how to receive complaints of racial profiling from the public. Lastly, the public education component was met by placing the complaint procedure on our web site that is linked to the Westlake web site and in a brochure available at the front counter of the police department, the Municipal Court in Westlake and in the field with our officers. DATA COLLECTION Because the Keller Police Department utilizes video and audio recording equipment in all of the cars assigned to patrol and traffic duty and on our motorcycle traffic units, the law only requires us to collect racial profiling data on traffic stops where we issued citations or make an arrest resulting from the traffic stop. The officers make the necessary notations on the citations as to the race of the individual using the state mandated categories: White, Hispanic, Asian, Native American, African, and Other (not on the list or officer can't determine). The officer also makes the notation if a search was conducted and if so was it based on consent and if the violator was taken into custody. To allow for proper auditing and control procedures, employees of the Westlake Municipal Court (non - police department personnel) enter the data into a computer database and provide a report to the Chief of Police on a monthly basis. DATA ANALYSIS AND DISSEMINATION Each month the Chief of Police receives the report from the Westlake Municipal Court and enters it on a spread sheet looking to see if the data shows any trends of issuing citations, searching vehicles, and taking persons into custody at a rate that over represents any race category. The law does not provide a comparative baseline that must be used. The baseline used by this department includes the 2000 census data (Race by Percentage of Population), vehicle availability data by race in the 2000 census, and 2007 Data for Licensed Drivers by Race furnished by the Texas Department of Public Safety. Comparative Analysis Table 1. Comparison of total citations issued by the Keller Police Department in the Town of Westlake and 2000 Census Data for Tarrant County, Denton County and DFW Region for the calendar year 2007. Race Percentage of 2000 Census 2000 Census 2000 Census total citations Data by Race Data by Race Data by Race issued by the for DFW for Tarrant for Denton Keller Police Dept Region County County in the Town of Westlake. White 76.22% 69.70% 71.20% 81.70% Black 9.31% 13.60% 12.80% 5.80% Indian 0.02% .60% .60% .70% Asian 2.14% 3.70% 3.60% 4.00% Hispanic 10.07% 21.40% 19.70% 12.09% Other 2.24% 9.90% 9.10% 5.53% Table 2. Comparison of citations issued by the Keller Police Department in the Town of Westlake and 2000 Census Data of vehicles available to household by race for the calendar year 2007. Table 3. Comparison of total citations by year issued by the Keller Police in the Town of Westlake in 2007 and 2006 and 2000 Census Data for Tarrant County and DFW Region. Race Percentage 2000 Census 2000 Census 2000 Census of Citations Percentage of Percentage of Race issued by the vehicles by vehicles by Keller Police Race available Race available for Tarrant Dept. in the to Tarrant to Denton Keller Police Town of County County Westlake Residents Residents White 76.22% 70.17% 80.84% Black 9.31% 11.67% 5.58% Hispanic 10.07% 13.51% 12.09% Asian 2.14% 2.79% 3.18% Table 3. Comparison of total citations by year issued by the Keller Police in the Town of Westlake in 2007 and 2006 and 2000 Census Data for Tarrant County and DFW Region. Race Percentage of Percentage of 2000 Census 2000 Census 2000 Census total citations total citations Data by Race Data by Race Data by Race issued by the issued by the for DFW for Tarrant for Denton Keller Police Keller Police Region County County Dept in the Dept in the Town of Town of Westlake 2007 Westlake 2006 White 76.22% 77.77% 69.70% 71.20% 81.70% Black 9.31% 7.44% 13.60% 12.80% 5.80% Indian 0.02% 0.00% .60% .60% .70% Asian 2.14% 2.11% 3.70% 3.60% 4.00% Hispanic 10.07% 12.15% 21.40% 19.70% 12.09% Other 2.24% 0.53% 9.90% 9.10% 5.53% Table 4. Comparison of citations issued by the Keller Police Department to drivers with a 76262 Zip Code and 2007 Data of Licensed Drivers by race with Zip Code 76262. Race Percentage of 2007 Data for total citations Licensed issued by the Drivers with Keller Police Zip Code Dept. to drivers 76262 with Zip Code 76262 White and 95.08% 94.59% Hispanic Black 2.83% 2.39% Indian 0.00% 0.24% Asian 1.34% 1.93% Other 0.75% 0.85% CONCLUSION Upon reviewing and comparing the data on a monthly basis and collectively for the period 1/1/2007 through 12/31/2007, no significant over representation of issuing citations to any particular race is readily apparent. The issuing of citations appears to be consistent with the current racial demographics for the Dallas /Ft. Worth Metroplex. The bulk of the citations issued within Westlake were on Highway 114, a heavily traveled thoroughfare that links Dallas, Tarrant, and Denton Counties. Upon checking our complaint files for 2007, there were no complaints in Westlake by persons believing they were stopped solely due to their race. The previous year we also had none. RECOMMENDATIONS Based on the findings in this report, the Keller Police Department will adopt the following measures aimed at preventing potential racial profiling practices in the future: • Continue to emphasize the prohibition of racial profiling as outlined in General Order 100.3 of the Keller Police Department General Orders. • Annually, all sworn personnel will receive training in bias based profiling issues including field contacts, traffic stops, search issues, asset seizure, interview techniques, cultural diversity, discrimination, and community support. • Continue to collect the citation data as required under the law on a monthly basis looking for any abnormal trends. • Share with the officers the traffic citation data on a regular basis and commend them for a enforcing the law without racial biases. • Continue to equip the marked patrol units with video and audio systems and have the supervisors randomly review the tapes of the individual officers. • Continue to share and educate the public on the topic of racial profiling. • Continue to foster an environment that maintains the trust of the community that the organization will investigate all allegations of police misconduct in a fair and impartial manner. • Continue our commitment to remain a Nationally Accredited Police Agency that will improve our policies and operations and therefore make us more responsive to the community we serve. Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Joe Hennig, Interim Town Manager Todd Wood, Director of Administrative Services Subject: Regular Meeting of February 25, 2008 I Date: February 20, 2008 ITEM Consider a Resolution approving amendments and additions to the Town of Westlake Personnel Manual. BACKGROUND The Town of Westlake Personnel Manual is a written compilation of the Town's policies, procedures, and benefits. It is a comprehensive document which must be updated in response to changing laws, employment trends, as well as internal changes in structure and benefits. Attached are the proposed changes to existing policies, followed by two policies which are recommended for formal adoption and inclusion into the manual. Two exhibits are provided detailing the proposed changes. Exhibit "A" lists those existing policies where a form of change has been recommended. Recommended changes may be additions, deletions, or amendments to the wording of the policy. In order to provide an easy and straightforward means for review, the "track changes" feature has been utilized. This feature highlights all changes proposed to the policy. Deletions are shown as a "strikethrough ", while additions are underlined. This allows a direct comparison of the old policy and the proposed policy. The changes recommended in Exhibit "A" are relatively minor in nature and do not include items that would result in any significant impact to our operations. Two proposed policy additions are contained in Exhibit `B ". The first addition, the Family Medical Leave Act (FMLA) is provided as an information source to employees. It differs from an optional policy, as employers subject to FMLA are defined by federal guidelines and not by adoption of a "policy ". Therefore, the inclusion of FMLA in our personnel manual is necessary for informational reasons, along with other federally - mandated regulations such as the FLSA and the ADA. The second policy, located in Exhibit `B ", pertains to the adoption of a no -cost employee benefit. This benefit, called the Town of Westlake Community Sick Leave Bank, provides employees with additional sick leave days in the event of catastrophic illness, surgery, or temporary disability due to an injury. Days may be requested from the Bank only after the member has exhausted all accumulated sick, vacation, and personal leave as well as any comp time banked by non - exempt employees. This benefit was approved for Westlake Academy employees in the 06 -07 school year. The written policy governing the Academy's program was written by the Town's Human Resources Department, and therefore is nearly identical to the policy located in Exhibit `B ". APPROVED BY: T wn ana er's O is A�L-- /Z�� 710k o n Secretary's Office TOWN OF WESTLAKE RESOLUTION NO. OP 4 APPROVING AMENDMENTS AND ADDITIONS TO THE TOWN OF WESTLAKE PERSONNEL MANUAL. WHEREAS, the Town of Westlake recognizes that ongoing updates to the Town's personnel manual are necessary to ensure best practices; and, WHEREAS, the Town of Westlake realizes that updates and refinements to our standardized personnel policies and procedures are an ongoing and necessary practice; and, WHEREAS, the Town of Westlake desires to limit both Town and employee liability; and, WHEREAS, the goal of the Town of Westlake is to provide policies and benefits that are competitive to surrounding cities; and, WHEREAS, the Town of Westlake desires is to provide employees with a personnel manual that reflects the goals and vision of the Town's leaders; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE: SECTION 1. That the Town of Westlake Board of Aldermen does hereby approve the proposed policy additions and amendments, attached as Exhibits "A" and "B ", and their inclusion into the Town of Westlake Personnel Manual. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 25TH DAY OF FEBRUARY 2008. ATTEST: Kim Sutter, TRMS, Town Secretary APPROVED AS TO FORM: L. Stanton Lowry, Town Attorney Scott Bradley, Mayor Joe C. Hennig, Interim Town Manager Exhibit "A" Proposed changes to the Town of Westlake Personnel Manual (excepts of affected policies only, in change format) FRAUD POLICY — MEDIA ISSUES Any staff person or elected official contacted by the media with respect to an audit investigation shall refer the media to the Town Manager. The alleged fraud or audit investigation shall not be discussed with the media by any person other than through the Town Manager, in consultation with the Finance Director and the Town Attorney. The Town Manager will determiRe R;edia message facilitate the release of any information to the media and identify an appropriate Town spokesperson, as-if required. INDIVIDUAL DEPARTMENT POLICIES It shall be the prerogative of each Department Head to develop and implement department policies, procedures, rules, regulations, and /or practices that are separate from or in addition to the policies, procedures, and regulations listed in the personnel policies. However, department policies and procedures, rules and regulations shall not be less restrictive, or inconsistent with the personnel policies of the Town. A copy of all department policies should be on file in the Human Resources Department. All Departmental policies must be reviewed by the Town Attorney and Town Manager in advance prior to adoption. ACCESS TO PERSONNEL FILES Official records of all employees of the Town of Westlake are kept and maintained by the Human Resources Office. All personnel files and certain information contained therein are subject to the Texas Open Records Act and must be requested in writing from the Town Manager's Office. Employees may review their file at a scheduled time and in the presence of the Town Manager or h1s design° °the Human Resources office. ATTENDANCE AND PUNCTUALITY All employees are expected to demonstrate consistent and reliable work habits with regards to attendance and punctuality. Normal business hours for the Town of Westlake are 8:00am- 5:00pm. DPS shift hours vary and are determined by the Department Head. Employees are expected to be punctual for the beginning of their workday and / or shift. Tardiness may be grounds for disciplinary action. All absences should be documented using an Employee Absence Form. Non - exempt (hourly) employees are required to complete the form, which must be signed by their supervisor and forwarded to the Human Resources Department for processing. Exempt employees may submit the form directly to Human Resources without prior supervisory approval, but should notify their supervisor in advance of any planned absence. Absences exceeding an employee's available sick, vacation, or holiday time will result in a reduction in wages or salary. DPS RESERVE OFFICER PROGRAM - COMPENSATION Reserve Officers will be compensated at a rate of $14.18 pe4: het #hat will be reviewed annually during the Town's budget process. This pay rate may be adjusted at any other time byat the sole dicnrc +inn of the Town Manager. Employees will be paid twice monthly by direct deposit in accordance with the DIPS payroll cycle. MARKET ADJUSTMENTS — EMPLOYEE SALARIES The Human Resources Department will conduct a yearly market analysis. If any market adjustment is approved, all pay ranges and steps will be acqusted aGGGpdong4yand adiustments will occur on the first day of the fiscal year. The fnllnWinn vi+,� will be surveyed f^F the aFkef analysis: Sewthlake Watauga, NRH, Haltern City, Grapevine, Flower MOURd, Euless, Bedfai:d, HuFst, AlleR, , Gelleyville, and GeppeA, Cities will be selected for market comparison based on multiple criteria to ensure a fair and accurate comparison. Every attempt will be made to ensure consistency for each position surveyed. EMPLOYEE ANNUAL PERFORMANCE EVALUATION DATES The annual evaluation date for general government employees is determined by the date the employee was hired, promoted, or demoted into his or her current position. The annual evaluation date will not be effected by a reclassification, salary adiustment, or lateral transfer. PERFORMANCE EVALUATION APPEAL GUIDELINES If you believe you have received an unfair or incorrect performance evaluation, you should first discuss the evaluation with your supervisor during the initial evaluation interview. You may make written comments on the evaluation form as to the reason the evaluation is unfair or incorrect. Your written comments shall become part of your personnel file. Remember that signing your evaluation does not indicate your agreement with the review, only that you have received it. If you remain dissatisfied with your evaluation and wish to initiate a formal complaint, through the ..h °in of you may do so in writing to the Town Manager. Ye w have 10 business iness d from the date of yin, ,r eVali ,n +inn In+Cn/ieW +n initiate youi: formal nmmPl However, performance evaluations may not be appealed under the Town's Grievance Policy. All responses or remedies offered for written complaints will be at the sole discretion of the Town Manager. HOLIDAYS Changes to this section include the recent adoption of Good Friday as an official Town holiday. COMPENSATORY TIME (COMP TIME Non - exempt employees who work overtime hours may be eligible to receive compensatory time rather than overtime pay. Compensatory time is earned at a rate of 1'/2 times the number of hours worked if the employee has exceeded the overtime threshold for the respective pay period. The option to use compensatory time off rather than overtime pay is at the discretion of the Department Head. If Compensatory Time is selected by the Department Head, it should be noted clearly on the time sheet. Employees working overtime will receive 1'/2 hours of compensatory time for every hour worked in their Comp Bank. Unused comp time may be sold back to the Town at any time and is payable in full upon termination, regardless of cause. PAYCHECK CORRECTIONS The Town of Westlake takes all reasonable steps to ensure that employees are paid the correct amount in each paycheck and that employees are paid promptly on the scheduled payday. If an error should occur in the amount of pay received, it is the employee's responsibility to bring the error to the attention of their supervisor before the next regular paycheck is processed by the Human Resources Department. When underpayment is verified, it will be corrected not later than the next regular paycheck. Overpayments will be corrected as soon as practical through a repayment schedule so as not to place an undue burden on the employee. TIMEKEEPING Accurately recording time worked is the responsibility of every employee, and records should represent actual time worked on the job performing assigned duties. Federal and state law requires that the Town of Westlake keep accurate records of time worked in order to calculate employee pay and benefits. It is the immediate supervisor's responsibility to accurately document and /or verify the time his or her subordinates begin and end their work period, each meal period, split shift and departure from work for personal reasons. The appropriate supervisor will review and sign the payroll time sheet before submitting to payroll. Department Heads are required to submit all timesheets for their department to Human Resources by 12 :00pm on the Tuesday preceding payday. DPS personnel shall submit timesheets in accordance with the dates specified on the DPS payroll calendar. Each time sheet will be signed by the employee indicating that the time recorded is correct. ARY Gategery ef tirne rerVerd-ed en time sheets must be iR RG less than 15 MiRWte ORGrerneRts as this is the smallest iRG_remertt of time re GGFded fn Ftimekee,- inn I . es Falsification of a timesheet may be punishable by disciplinary action, up to and including termination. MATERNITY LEAVE A leave of absence for maternity reasons will be recorded and treated as any other medical leave. Pregnant employees will be expected to work as the physician indicates that the employee is capable of performing her job duties safely and satisfactorily. Maternity leave will be facilitated in accordance with the guidelines of FMLA. Exhibit "B" Policy Addition #1 Family Medical Leave Act (FMLA) The Town of Westlake is required to comply with the Federal Family Medical Leave Act (FMLA) of 1993. This section is considered a supplemental to the employee's rights under FMLA. The Town reserves the right to designate FMLA leave as needed to any eligible employee and to require employees to use first all available paid time off as qualifying FMLA time toward the 12 week limit. The FMLA entitles eligible employees to take up to 12 weeks of paid or unpaid, job - protected leave in a 12 -month period based on the employee's anniversary hire date for: • The birth or placement of a child for adoption or foster care. • To care for an immediate family member (spouse, child, or parent) with a serious health condition. • To take medical leave when the employee is unable to work because of his /her own serious health condition. Eligible Employees To be eligible for FMLA, an employee must have worked for the Town for at least one year and have completed 1,250 hours over the 12 months prior to the commencement of the leave. The 12 -month period during which an eligible employee may take up to 12 weeks of unpaid leave will be calculated using the eligible employee's service anniversary date. Procedure An eligible employee who wishes to take FMLA must provide his /her supervisor with 30 days advance notice when the leave is foreseeable. At the time of the request, the employee may complete a "Family Medical Leave Information /Request Form ". Once FMLA is requested or designated by the Town, the employee will receive an information packet containing the full policy, forms, rights and duties of the FMLA for both the employee and the Town. In most cases, the eligible employee must submit medical certification to support a request for leave. Health and dental benefits will continue during the FMLA provided the employee makes his /her regular, monthly contributions to the plan. Failure to pay premiums may result in lapse of coverage. Contact the Human Resources Department for specific details on continuing benefits while on leave. Employees returning from FMLA within the 12 -week period will be restored to their original job, or to an equivalent job with equivalent pay and benefits. Employees returning from a medical FMLA may be required to present medical certification of fitness for duty. Failure to provide a medical certificate of fitness for duty may result in a denial of job reinstatement until medical certificate release is provided. FMLA may be taken in increments as small as one hour. Employees may not earn additional paid time off while on FMLA. Contact the Human Resources Department for the complete policy on the Family and Medical Leave Act and for a full explanation of your rights. FMLA will always begin with paid time off until all available paid time is used. After exhausting paid FMLA leave, non -paid FMLA leave will continue until the conclusion of the protected 12 -week time limit. Following the conclusion of protected leave, the employer will decide whether non -FMLA leave should apply. The medical Certification of Health Care Provider serves as a "doctor's note" to certify the reason and expected duration of the extended medical leave in writing. All requests for medical leaves must be accompanied by a doctor's statement verifying your total disability and your estimated date of return to work. Further, the Town requires written medical verification of your ability to resume work and a list of restrictions that would directly relate to your ability to perform your job. Non -FMLA Qualifying Leave In certain cases a leave of absence will not qualify as FMLA protected. In these cases, an employee may be granted non -paid leave without benefits under the Leave of Absence Policy. Policy Addition #2 - adoption of employee benefit Town of Westlake COMMUNITY SICK LEAVE BANK POLICY & OVERVIEW The purpose of the Town of Westlake Community Sick Leave Bank is to provide additional sick leave days to members of the Bank in the event of catastrophic illness, surgery, or temporary disability due to an injury. Days may be requested from the Bank only after the member has exhausted all accumulated sick, vacation, and personal leave as well as any comp time banked by non - exempt employees. Employees wishing to join the Bank donate two or more days of sick leave each calendar year. Should there be a catastrophic illness or injury of the member, or of a person in the member's immediate family (as defined in the policy), necessitating the need for additional days after all accumulated sick leave, personal, vacation and comp time days (if applicable) have been used, the member may submit a request for days from the Bank. Members of the Bank are eligible to apply for a maximum of ten days per calendar year. Pregnancy and maternity leave will be covered by the Bank only in the event that a catastrophic illness or injury occurs due to complications. Request forms are available from the Human Resources Department. Requests should be submitted to the Human Resources Department, who will coordinate a meeting of the Sick Leave Board. The Board will review the application and supporting documentation to determine if the request fits within Board Policy. Once a determination is made, the Board will notify the applicant of the approval or disapproval of the days. TOWN OF WESTLAKE COMMUNITY SICK LEAVE BANK POLICY I. PURPOSE: The Town of Westlake Community Sick Leave Bank is to provide additional sick leave days to members of the Bank in the event of catastrophic illness, surgery, or temporary disability due to an injury. Days may be requested from the Bank only after the member has exhausted all accumulated sick leave, personal, vacation and comp time days (if applicable). II. ELIGIBILITY: All regularly - employed personnel who earn paid time -off benefits are eligible to participate. Participation is voluntary, but requires contribution to the Bank. III. ENROLLMENT: Open enrollment to the Bank shall be during the month of December each year for the upcoming calendar year. New employees hired during the calendar year may enroll in the Bank within 30 days of employment. Those employees who elect not to enroll in the Bank will not be permitted to enroll until the following annual open enrollment period. IV. CONTRIBUTIONS: Any employee who is eligible to enroll in the Town of Westlake Community Sick Leave Bank may do so by donating two or more days of his or her accrued sick leave days the first year and one day each year thereafter as needed to maintain days in the Bank equal to double the number of the Bank's members. Any member, however, using 10 or more days from the Bank must donate two sick leave days at the beginning of the next year to be reinstated in the Community Sick Bank program. The days donated will be subtracted from the member's total sick days at the time of enrollment. ALL donations will remain in force and cannot be returned, even upon cancellation of membership. V. RULES AND PROCEDURES: A. Should there be a catastrophic illness or injury to the member, or of a person in the member's immediate family (as defined in the policy), necessitating the need for additional days after all accumulated sick leave, personal, vacation and comp time days (if applicable) have been used, the member may submit a request for days from the Bank. Requests should be made through the Human Resources Department. B. A member who requests days from the Bank must submit to the Human Resources Department within 30 days, forms containing the following information: A statement signed by the member attesting to the fact that the condition which necessitated the request for days from the Bank was unknown to the employee at the time he /she became a member of the Bank. 2. Completion of the attending physician's statement which includes: a. Identification of the nature of the illness and /or extent of injury. b. Date of initial onset of this particular condition. C. Anticipated date eligible to return to work on a full or part -time basis. d. Statement from the physician that the condition is not a pre- existing condition. This statement is waived for the 2008 initial enrollment period and for new employees at their first opportunity to join the Bank. 3. Anticipation of days, if any for follow -up examinations (May be limited by the Board of Directors). C. Forms for the above purposes have been prepared and are available from the Human Resources Department. D. The Board of Directors may refuse to consider an application that does not contain the required information. E. If the member is critically ill and unable to file an application for sick leave days from the Bank, the Human Resources Department may initiate the application form at the request of the family. F. An applicant may be required to undergo a medical review by a second opinion physician of the Board's choice at any time, at the member's expense. G. Granting of days from the Bank. 1. Conditions known to exist by the employee on or before the date of joining the Sick Leave Bank will not be covered under provisions of the Sick Leave Bank. This statement is waived for the 2008 initial enrollment period and for new employees at their first opportunity to joint the Bank. 2. Sick leave days from the Bank will be granted only after the member has exhausted all accumulated sick leave days, personal days, or any other form of paid leave. Members must also incur five days of uncompensated absence before requesting time from the Bank. 3. Days from the Bank shall be granted only for catastrophic illness, surgery, and other temporary disability due to an injury. 4. Sick Leave Bank days shall be granted only for absences from working days and will not be granted for holidays, vacation days or other unpaid days. 5. Sick leave Bank grants will not be authorized for illness or disability resulting from self - inflicted injury or act of war. 6. The maximum number of days that can be granted to any one member of the Bank will be up to ten days per calendar year (pro -rated for regular employees working less than forty hours per week). 7. The Bank may not grant more days than its members have contributed without prior approval by the Town Manager. 8. If a member of the sick leave Bank qualifies to receive days from the Bank due to the illness of someone in the immediate family as defined in this policy, but has used all of the days allowed under the above provision, and if his /her spouse is a member of the Bank and qualifies to receive days for the same illness, the days may be shared with the spouse who has no more days left (personal illness of either employee does not qualify for sick leave Bank sharing of days). 9. If a request to draw upon the Bank is for other than consecutive days of illness, a separate request, including a physician's statement on the required form, must be submitted for each period of illness. Each separate application must meet the initial criteria of just cause. 10. All requests to draw upon the Bank must be accompanied by the appropriate physician's signed statement confirming actual treatment, the cause of illness, and certification of the existence of a disability to perform assigned duties. Elective surgery is not included. 11. The Board may request a medical review by a physician at the member's expense. 12. A contributor will lose the right to utilize the benefits of the Bank by: a. Termination of employment at Town of Westlake. b. Notice of cancellation of participation by the member on the proper form. C. Being on approved leave of absence. d. Attempted abuse of the Bank and /or its policies. e. Refusal to continue regular contributions. H. Pregnancy /Maternity requests. 1. Rare complications occurring after and arising from childbirth may be considered by the Board as a catastrophic injury or illness provided the recovery period requires longer than six weeks and medical documentation is provided. In these instances, the Board may grant up to ten days per calendar year (pro -rated for regular employees working less than forty hours per week). 2. The Board may consider pregnancy complications as a catastrophic injury or illness only in the event that those complications delay the expected return of the employee. Employees who have made arrangements for maternity leave of a specified length will not be eligible for this consideration. 3. All policies, procedures and guidelines pertaining to the Sick Leave Bank will apply to pregnancy or maternity requests. VI. DEFINITION OF IMMEDIATE FAMILY. A. Definition of immediate family. For the purposes of this policy, the term "immediate family" shall include: a. Spouse. b. Son or stepson. c. Daughter or stepdaughter. d. Parents. e. Any relative who may be residing in the employee's household at the time of illness or death. f. Other immediate family as defined in Board Policy may be considered at the discretion of the Board of Directors. VII. GOVERNING COMMITTEE: A. Name. 1. The governing committee, which will approve or disapprove all requests for sick leave Bank days, shall be called "The Town of Westlake Community Sick Leave Bank Board of Directors." B. Composition of membership of Board of Directors. 1. Members of the Board of Directors must be members of the pool to hold office. 2. Voting members of the Board of Directors shall consist of three Town of Westlake employees. C. Term of Office. The term of office will be two years, with initial members drawing lots for one or two year terms in order to establish staggered terms. The term of office shall run from January 1 to December 31 st. A member may serve a maximum of two consecutive terms. D. Election procedures. 1. Elections will be held in December. Only members of the Bank are eligible to vote in the election. 2. Members of each group named above may file as candidates from their group. Candidates must file for office with the Human Resources Department by November 30th of each year. A form will be provided. 3. Voting will be by secret paper ballot. Ballots will be distributed and returned to the Human Resources Department. The Human Resources Department shall call a meeting of two members chosen at random to tabulate the ballots no later than one week following the election. The candidates with the two highest vote totals will be elected. 4. In the event no one files as a candidate for one of the positions vacated mid -term on the Board of Directors, the Board shall fill such position by appointment at the first Board Meeting following the filing deadline. The selection will be made from the group which would be represented by the vacant position. E. Duties and Responsibilities of the Board of Directors. 1. At the first meeting of the year for the newly elected Board members, the Board shall select from its group a chairperson and a vice - chairperson, and a secretary. All applications for sick leave Bank days shall be reviewed individually by the Board in a called meeting. 2. A member may be called to appear before the Board to substantiate their case. 3. The Board of Directors shall determine the number of days approved up to 10 days and reserves the right to approve, disapprove, or modify the days requested. 4. A member may appeal the decision of the Board by writing a letter to the Human Resources Office requesting to appear in person before the Board of Directors. 5. The decision of the Board of Directors will be final. 6. Vacancies on the Board of Directors that arise during the year will be filled by the person receiving the next highest total of votes from the last election. The selection will be made from the group which was represented by the member who resigned. 7. The Human Resources Department shall process all approved sick leave days for members through the payroll. 8. The Board of Directors shall review the policies and procedures annually in October and submit recommended changes to the membership only at the December election (except as required to comply with applicable law). A simple majority of voting members shall decide the issues. 9. Any amended policies and procedures which could have an impact on the Town will be submitted to the Board of Aldermen for final approval. 10. A representative from the Human Resources Office will be present during all proceedings to ensure proper procedure in accordance with the by -laws. Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Joe C. Henning, Interim Town Manager Troy Meyer, Director of Facilities and Recreation Subj ect: Regular Meeting of February 25, 2008 Date: February 20, 2008 ITEM Hear a report from Town staff and take necessary action regarding the bid process for the utility relocation necessary for the Westlake Arts and Sciences Center. BACKGROUND A pricing estimate was recently received from Pate Engineers. In initial cost estimates for the Arts and Sciences Center budget, the actual site location had not been finalized and the estimate given was based on conceptual drawings only. The estimate given back in May 2007 was $80,000. Please keep in mind that the initial estimate received did not include parking, driveway and cuts, storm drain system, or known lengths in line relocation with necessary number of manholes and fire hydrants. The current price estimate, as attached, from Pate is $385,172. This estimate now takes into account the final building site using actual drawings of the utility relocation to provide a clearer understanding of the actual needs to move these lines. We now know the exact number of manholes and fire hydrants needed along with the known lengths to reconnect to the existing water and sewer lines. This estimate is broken down into segments as follows: Water Distribution, Sanitary Sewer, Storm Sewer, and Total Street Paving. The engineering fees and contingencies of $64,195 are included in the total estimate of $385,172. This cost will be included in the total project cost of $3.5 million for Phase I of the Westlake Arts and Sciences Center. Attached you will find the estimate for the relocation as received from Pate Engineers and a project budget summary for the Westlake Arts and Sciences Center as of 2/20/2008. Town Staff is seeking direction and approval to proceed with the bid process for the utility relocation only. APPROVED BY: , 2 /2 /a To Ma g 's is T wn Secretary's Office CONSTRUCTION COST ESTIMATE PEI #180300100: P R 0 J E C T N A M E: WESTLAKE ACADEMY A C R E A G E: N/A BY: RLP P H A S E: N/A D A T E: 12- Feb -08 CHECKED: RLP FILE NAME: 180300100 DATE P R E P D: 11- Feb -08 REVISED: APPROXIMATE UNIT TOTAL DESCRIPTION UNIT QUANTITY PRICE AMOUNT A.WATER DISTRIBUTION SYSTEM 6" P.V.C. WATERLINE LF 41 $25.00 $1,025.00 8" P.V.C. WATERLINE LF 754 $30.00 $22,620.00 12" P.V.C. WATERLINE LF 612 $35.00 $21,420.00 3" GAS LINE LF 837 $25.00 $20,925.00 REMOVE 8" WATERLINE LF 243 $13.00 $3,159.00 REMOVE 3" GAS LINE LF 420 $13.00 $5,460.00 FITTINGS TN 1.05 $4,000.00 $4,200.00 6" GATE VALVE & BOX EA 2 $800.00 $1,600.00 8" GATE VALVE & BOX EA 5 $1,000.00 $5,000.00 12" GATE VALVE & BOX EA 3 $1,200.00 $3,600.00 CONNECT TO EXISTING WATER LINE EA 3 $650.00 $1,950.00 CUT & PLUG EXISTING LINES EA 2 $500.00 $1,000.00 FIRE HYDRANT EA 1 $2,000.00 $2,000.00 2000 PSI CONCRETE ENCASEMENT LF 20 $25.00 $500.00 TRENCH SAFETY LF 2907 $2.00 $5,814.00 TESTING (EXCLUDING GEOTECH.) LF 1407 $1.00 $1,407.00 INSPECTION FEE PERCENT 0.0% $101,680.00 $0.00 SUB - TOTAL WATER DISTRIBUTION SYSTEM LF 706 $101,6807 B.SANITARY SEWER SYSTEM 8" P.V.C. PIPE (0' -10' DEEP) LF 706 $32.00 $22,592.00 REMOVE 8" SEWER LINE LF 497 $18.00 $8,946.00 4' DIAMETER MANHOLE EA 4 $2,500.00 $10,000.00 CLEANOUT EA 2 $1,000.00 $2,000.00 CONNECT TO EXIST. S.S. MH EA 3 $500.00 $1,500.00 2000 PSI CONCRETE ENCASEMENT LF 20 $25.00 $500.00 ADJUST EXISTING MANHOLE EA 3 $500.00 $1,500.00 TRENCH SAFETY LF 1203 $2.00 $2,406.00 TESTING (EXCLUDING GEOTECH.) LF 706 $1.00 $706.00 INSPECTION FEE PERCENT 0.0% $50,150.00 $0.00 SUB - TOTAL SANITARY SEWER SYSTEM $50,150.00 PATE ENGINEERS, INC. CONSTRUCTION COST ESTIMATE P R 0 J E C T N A M E: WESTLAKE ACADEMY ACREAGE: P H A S E: N/A D A T E: FILE NAME: 180300100 DATE P R E P D: N/A 12- Feb-08 11- Feb-08 PEI #180300100: BY: RLP CHECKED: RLP REVISED: DESCRIPTION UNIT APPROXIMATE QUANTITY UNIT PRICE TOTAL AMOUNT C.STORM SEWER SYSTEM 21" R.C.P. CIII LF 109 $38.00 $4,142.00 12" P.V.C. LF 143 $20.00 $2,860.00 10" P.V.0 LF 91 $15.00 $1,365.00 8" P.V.C. LF 477 $10.00 $4,770.00 5' INLET EA 2 $2,100.00 $4,200.00 YARD INLET EA 6 $1,000.00 $6,000.00 18 " -27" HEADWALL EA 1 $2,200.00 $2,200.00 12" HEADWALL EA 1 $400.00 $400.00 ROCK RIPRAP SY 148 $75.00 $11,100.00 GRADE TO DRAIN LF 394 $5.00 $1,970.00 TRENCH SAFETY LF 820 $2.00 $1,640.00 INSPECTION FEE PERCENT 0.0% $40,647.00 $0.00 SUB-TOTAL STORM SEWER SYSTEM D.STREET PAVING 7" REINFORCED CONCRETE STREET PVMI SY 246 $40.00 40,647.00 $9,840.00 6" ASPHALT PAVEMENT SY 2,355 $28.00 $65,940.00 6" LIME SUBGRADE INCL. LIME SY 2,765 $3.00 $8,295.00 CONCRETE SIDEWALK SF 9,755 $3.00 $29,265.00 CONCRETE CURB & GUTTER LF 1,464 $10.00 $14,640.00 SAWCUT AND REMOVE EXIST. CURB LF 52 $10.00 $520.00 INSPECTION FEE PERCENT 0.0% $128,500.00 $0.00 SUB - TOTAL STREET PAVING $128,500.00 PATE ENGINEERS, INC. 2 CONSTRUCTION COST ESTIMATE PEI #180300100: P R 0 J E C T N A M E: WESTLAKE ACADEMY ACREAGE: N/A BY: RLP P H A S E: N/A D A T E: 12- Feb -08 CHECKED: RLP FILE NAME: 180300100 DATE P R E P D: 11- Feb -08 REVISED: APPROXIMATE UNIT TOTAL DESCRIPTION UNIT QUANTITY PRICE AMOUNT S U M M A R Y A. WATER DISTRIBUTION SYSTEM B. SANITARY SEWER SYSTEM C. STORM SEWER SYSTEM D. STREET AND ALLEY PAVEMENT TOTAL CONSTRUCTION COST ENGINEERING FEE AND CONTINGENCIES TOTAL ESTIMATED CONSTRUCTION COST NOTES: This estimate does not reflect rock excavation. This estimate does not include geotechnical testing or reports. This estimate does not include retaining walls or mass excavation. This estimate does not include erosion control measures. This estimate does not include foundation preparation. Offsite 12" Waterline easement required. Offsite easement and Right -of -Way acquisition is the responsibility of the Developer. This estimate was prepared without the benefit of City meetings. Landscaping not included in this estimate. No inspection or city fees are included in this estimate. This estimate does not include environmental reports or wetlands determinations. PATE ENGINEERS, INC. 20% $101,680.00 $50,150.00 $40,647.00 $128,500.00 $320,977.00 $64,195.40 $385,172.40 SIDLIYAIX� PROV J pCIS LNf '�° pMp B' WAIERUNE \•\�� CUE X PLIK. \EN J'G6 UN� �J 1" — UNE CUT R PLUG CN 1" WS LINE CONNECT TO IX a' K CUT d PEW a B "K ABWDON IM V OF IX e" WATERLME IN PEACE ABANWN 167 IF IN PUCE r s IINL n..an ICUI a PLW �IX e" K rt v.lx iu Rwn � -ua IN TO IX GRAPIQ. SCALE , V• m I n 10 \ \1?, 92 IF OF \ INCISE VOCR PROPOSED TAPPING SILRYF PROP e" SAFWIARY SEWER K \ T JD L£ DF • PROP a' sVBTARY SEVER UNE ♦ PROPDSED FNE NYlD= (IN) 39 V CF PROV e' wAroamr — PROPOSED SVATARY SEWER (SS). � - � PROPOSED 1' SMn SCWER UMIp`L (SSW PROP J'TLA6 LINE UNLESS OTHERWISE NO _; PROPoS[D GAS UNE ,. ALL CONSIRVC'TICN SINLL LVH/ORY TO IOKF AND H.C.TC.O D. R IXFERIEN£ (NPnI LINES MAY REpUW[ A gfFERENT PIPE SPE[IDCATpN A ALL NBLIC UIIlRIES IN ME CWSMWTNA4 OF MIS PIKVCCI. ALL A 21. SMARMY SEWER? LLHNS SINCE BE CONCRETE ENCASED lET/ IEFI AT PIPE. A �J 1" — UNE CUT R PLUG CN 1" WS LINE CONNECT TO IX a' K CUT d PEW a B "K ABWDON IM V OF IX e" WATERLME IN PEACE ABANWN 167 IF IN PUCE r s IINL n..an ICUI a PLW �IX e" K rt v.lx iu Rwn � -ua IN TO IX GRAPIQ. SCALE , V• m I n f �V OF t2' NAI[RIM. �tluFe § 2. 131 V OF e" IIIOCRLNE. � J. 11 U (X e' WAY[RINE iA ro Hwev 1. 70e U OF e" SVAIAA 5[W[F. J. W7 V OF J' GNS LNL rtuq[o ( / / \ O ENCASE SS A NDEPR WALL l� � / BEltl1L v PRJR a' WATERLINE 2. 19T LF OF e' SAFMARY SEMLR. — — - fR/1131E1i - J. 120 u OF J' GIS UNC POOP 12 /' - - - - -- - -- - -�- -- -- -- 1 icam PROPOSED WATER ME (K) PRCV 6' WAiptL / PROPOSED TAPPING SILRYF 11;167, - AND VALVE T PRDPDSEO GTE VALVE • PROPoSED WATER YEIER ♦ PROPDSED FNE NYlD= (IN) — — PROPOSED SVATARY SEWER (SS). PROPOSED 1' SMn SCWER UMIp`L (SSW UNLESS OTHERWISE NO — PROPoS[D GAS UNE f �V OF t2' NAI[RIM. �tluFe § 2. 131 V OF e" IIIOCRLNE. � J. 11 U (X e' WAY[RINE iA ro Hwev 1. 70e U OF e" SVAIAA 5[W[F. J. W7 V OF J' GNS LNL rtuq[o ( / / \ O ENCASE SS A NDEPR WALL l� � / BEltl1L v PRJR a' WATERLINE 2. 19T LF OF e' SAFMARY SEMLR. — — - fR/1131E1i - J. 120 u OF J' GIS UNC POOP 12 /' - - - - -- - -- - -�- -- -- -- 1 ---------------- PRCV 6' WAiptL / /NC ro nwx o 11;167, - MD NSTAU A FIRE MwR HYLNEWT ASSEMBLY I.A 2 2BT V D< 1 1 IT F ro PROP B' SWRARY SEWER LIVE a. ALL sWIIARY SCWER PIPE s—L BE PIS SOR J3 (ASR JON). I IA. R SIEVE EIE THE RESPoNSIBWTM OF MI CCNDRALTOR TO PROTECT 2 ,. ALL CONSIRVC'TICN SINLL LVH/ORY TO IOKF AND H.C.TC.O D. R IXFERIEN£ (NPnI LINES MAY REpUW[ A gfFERENT PIPE SPE[IDCATpN A ALL NBLIC UIIlRIES IN ME CWSMWTNA4 OF MIS PIKVCCI. ALL A 21. SMARMY SEWER? LLHNS SINCE BE CONCRETE ENCASED lET/ IEFI AT PIPE. A tc. RUST BE S MNIMW OF F- -INCH MICHNESS. ALL SADES) WHERE NNE RADNL 1. ALL oM[N50N5 SlpAll ARE ro FACE OF LVRB, CENTER(INC O' RPC 9 9. ALL SVdTARY SEWER AND WATER LINES SHALL BE TESTED IN ANp AFTER ME PUCNG OF TEMPoRARY AND PERMANENT PAWNG. C CLFAFMCE (HORIZONRAL AND VERT?C4f ISM MW TEN FREE ANO OIITSRIE FACE OF BIALDIW LRQESS OME,,mw NOTED. A ACNRDANSC WnH IOWH SIANOMW SPfCIf1UTI,NAS. I Is. HOSE/PIJ— NOZI(1S QN TIRE IODRINIS SHALL RE IB INCHES 1 12. SWITARY SEVER AND WRYER MAIMS WHH LE55 MAN 1110 -FELT 3. IN 10. ALL SWITARY SEVER MAIN CONfiRUCFOR SkAU CONFORM TO ME S ABOVE MC TOP OF CURB. OR FINISII(D GRADE AND SMALL FACE ME V VERPCN. CLEARANCE' BELOW STORY SEWER PIPES SILILL BE CONCRETE N ARLIS OF COIII.SI WTM OTHER PROPOSED UTILITIES. M MNMLM REOLRREIWNTS OF MC TEY.15 STATE DEPARTMENT OF HEILM I TIRE LANE ME HYDRANTS SHALT. BE PLACED NOT FEWER L FM -fECi CLEAR EACH WAY, Nq *TM A MNIIB/Y (X 1. CONTRACTOR TO PROVIDE MEIVCH SVEIY flANS SKNED ANO SEVEU R ROILS AND REGMATTONS FOR PUBLIC WATER AND sEWERAGE sOsIEMS. SIX FEET BEMND MC CURB. F SIDES. BY A IR:ENSfD (R'iNEER PRAOR ro START W CONSIRLICTION. 1 11, THE LOCAMMI � IXISRW UNOERGROUNO FAC=5 INDICATED ON M! A 16. ALL WRIER LLANN.S SHW. N1VE A MNMUII COVER OF 12 INCHES FROM 2 2J. SMRAY SEWER AWNS REIN FIBS fHM FINE -fCE7 VERTICAL S. ME CCNIRACTOt SFNLL PROVRY' AS -6ULT ELVIS 10 THE ENGINEER N PLANS 6 AIfEH FROM PVELLK' RECORDS AND FRONDED FOR F CRAOE. C CLEARANCE E SO MAT Mf FEIONEERINC PLANS MAY BE RINSED ro REFLECT A NFORW i1ON ONLY. IS ME O.NTRACTOR'S RES41?V4BN. /It' ID —E I Il. CONTRACTOR — KRFY ALL EXISTNC IMERis M'O RN EIEVATIDNS W WRH A E CON IV -ONS. O OR TO WD-W N ME AREA TO CON—M MEIR EXALT LOGIIOH G BECNNIW OgNSMIKTION. r ANY OSCREpA cY 6 FOLNO. _ _ NECESSARY wARN,AO MD SAFETY DEVICES (MSMNG WHIS. S ON T Ia. CONTRACTOR —c KMIY 1HE sUII/OUIY OF µl [XISTND AND A ANY PAVEMENT NNSTRIXTIQV ACTMTY. REFERENCE ARCM'TECRIRAL AND U NOIM NAS IfR)L"H�COYP�IFIFDPAAO ACCEPTEDMBY MFF TONN, 1 12. MARTEN MANS SHILL ET, PK C900, DR, CLA55 2D0 FOR UNFS N NOil61fD /MYEDNiELY OF ANY DISCREPANCIES. CNGNEER SIIVL BE 2 25. ALL FRM'C'N6E UIIUITES SENL1 ENO F"HL -REI (B') FROM BUAONG :. ALL MAZER AND SEWER LR05.9NC5 SINIl OE CfTRIIfED Ox ME JOMr 1 THAT ARE LESS 111A11 [IOHTEfN NCNLS (IB7 N DNYETER. P PAL AHD CM. SEE MEP PEWS EDR CONNECTION TO BIA a OF PPE. I IJ. ME UDITTY OONTRACTOR SHALL PRO IDE ADCOLATE CONC'RCTE MRUSr A 19. INpUi 1EIR RIND TAPE SITY1 M NS/N1Fp MR SMMTARY SEWER 26. CONTRACTOR SINLL cOO .R, mLn, CONSIMK— WADI ME OLOL'MIW AT ALL TEES, BENDS, FIRE HYTMANIS, CIS. (ALL ,,,DS M P PROPOSED IRRI6ATICN SY52lE DE) LED QN THE WRM.ITpN PI.AVS. INK MEGA -LUGS) 2 20. ME CONM.ICTOR SHALL INSTALL AND MANFAN WAIERW OLUGS IN R REFERENCE II9RK.ATAON Plµs fOR $IEEYES TO BE INSTAEE£D PRTICCT Is ACCEPTED BY ME 1OWN TH• 1W a iva R[ RM PLNeO EM LL AND 8< USED NDT D NOR CMITIM ONSRUC OR 1EIA1 —,, — IRI W. mm 611E NLV B, 2BOT PATE ENGINEERS LOT 1. BLOCK I WESTLAKE MUNICIPAL COMPLEX A00171ION COFACEK UIIIETY PLAN TOWN OF WES71AKE J of d PR N(ET PROP TURN - AROUNp PROP CURB PROP CURB 1. UiIIM DIrA IS PRONL1m FDR INFDRNA ONLY KDIDUGI/ MS LNTA 5 SNOWN AS ACCVAIELY Ali PASSIBLE ME LQVIRALroR LS UURONm RLI! ME CNGM[ER NFnHCR AS,AIYCS NqR MH /ES AVY RESi1pNA94fIY FOR iNE ACCUACY DF MS DATA 1. CCNrWMR NILL BC RESPONSIBLC TpR FgLO N)BMNG 11C LD wl AHD ELLYAIpN DF EYISTMD PAMAG AND UrILIIIL}' PRw ro HS OPCRAfION. J. SCE UIN/1Y PLANS FOR LOUn(W OF WAIF{! WRrs. SEWER YNNS, AND Di0.m CROSSPA3. ANhy COMRACIOR SNALL YYfE rLNAI AD.IIbN(N13 ro SANnARY WNhpf[S UPON COYPI[rlpy a PANNC. 1. K1 COK51R1/LnCyr 54.YL LONTORY ro roWN MO N. C.rC.O. G. SlANpAROS AND SPCOl1UrI0NS. 3. ME PANND C'ONIRAC'IOR SIW,L M RFOUIRm ro CCWSIRI,Cr $rANDaD SroE WALX aAYPS Ai ALL SrRCCT RnIRS[LnONS j0 ( 51DE 6' \ \ SRILII'ALY' 5M' ?ARr \ snrcrr Eswi I \ \ 6. E SUBORADL' SHKL CONSISr DF B PptCFJ1r NrDATEO LINE 170RO(APIlY NIXED AND BLC}IOCD WRN ME TOP 6 INCHES OF ENSnNC SOL. IHf SUBCRADE SHAM BE A KNYUM DEPM G" 6 NG'NES AND UNIFORNCY COYPAL/ED ro A" -- OF ✓H PERCENT m Arn olive sTANwRO PRecrar DENSm Ar -Ix ro Jt DF OPIINUY YdSILR[ CONIDII. R 9ql /CO BE PAbrCCR'D AND WMARIW M A MlYSi LONDIIpN UNDL ME PALEYEN! IS PLIC[O. SEE DEDMCI, R[}tlRT SSUEO iUn n65 SnE. ). ALL PANNC DMEW ONS ARE M FACE OF CURB UNLESS OMERHISE WED. 8. LONTRACroa SHAU S1WL'Ur IXSTHG PA4EYE}!i AND CURBS ro PRONDE A SYOOM CONHECIKW AND INSURE PV'" CRARNC[. ALL SARC'UIS EMSTNO AN1(M SHKL BE PULL DEPIN OF PANJIENI. 9. AfL CpYSiRL/LrpN $HNC ADHERE ro RELOYIICNOAnONS /N rME GEOTECNMFAL PEPgP! BALED FOR MK SRE. 10. CONRUCroR SHALL 'N(E SPCCNL CARL ro ASSURE PRCp[R DOWV. Euauwr Ar LrAn¢wN .IO.ns. IYPBDPete PL1C[AKrrT WEL NECCSSnAIE RENT'K OF PA4ENENr. I1. SIWCLRRAG SNNl BC DO'IC W/MN EIGNI NWRS CF Pp/R OR AS SOON AS CONCRE/E CW SUPPORT WCiGHT ANO CW PRpyLE A ITAf CUr WIM.'H 5 TRUE W AUGNYCNi. 11. ME LqN /RALr[p sIWL paONQE As -BUILr qµs rD - [AY]NEFR SD rFC1T ME [I.CWECRM'O PL-S WY W R[NSCD ro REFLECT AS -BVA7 CONMK)NS. IJ. Au CURB SHLLL BE 6" RI7mk CONCRLTE CURB UNLESS 0MER1115E W7rV. 11. ASPNKr SHALT, 8E 6 INCHCS AND S'YLL CONSLSr of 1 SURFACE r1PF rFIE CWRSE ACdtEU1E W /HEASV�RECACEDLOURSE SIgULO CE CRUSHED UYCSTCW[ AMER THAN GAN1 SCT GED2CYMM.Y RLroar Issusm FpP Mrs SITE. I5. CONIRILroR IS ro REPER ro LEomc,, LV, REPpgi FOR PANNG REWIRFAAJ9r5. cON CFM IS RESPONSIBLE FDR FIXIOWINC' ALL CGNSrRCCIpN RCWIILCNprS PRONOm IN RIE GEOIFdIMCN. REPORr. IN nlE Ein1! (X A CONrLILr BETNF[N ME GEOIECNNM.K RCPORr AND INC$C PfANS, LONlRALipR SINLL IYYLDN IClY COHIACT CNUN[ER BEFORE PROCCEpNG W/M UAdhC OR A NAC ACIMIES. PR Ecr GFOTECMIA^AL EACYNCLR: rERRALON BBOI GRPENIER FRCEtEAY SURE IDD DKlAS. rE.Y.IS 13111 PH: 1211)6JO -1010 LCR[IACr' sHERn, sr1rD[a, v.E aEPORT No. 9a)sln \ hey J GRAPMC SCALR LEGEND 1Y�IL' PRDAJsm SIZE UCmINC u PROPOSED SIOEIYAW ■ ACCESSIBLE - Q ASP ( l PAYL - Q CONCR[TE A-E- M DR,- 9 rm PLIAOYx% AND SWL NOT K USED FM PEa16TDNp (M SM1W 1DDICN�P.L nJw RD0. No. 66El3 DIR TIDY 3, 36D) PATE 4 ENGINEERS LOT 1, BLOCK 1 LYESTIAKF MUNICIPAL COMPLEX AM17ION c(NTERUNE CURIE rAPLC CON LNYEAIlIDNAL CDNT*M AND CURN: RADIUS L[NGIH OCL IA IANCCN/ CHORD CHD BRNG PAYilp PLAN CI 68.00 19.86 11'00'J9" 16.11 1e. JS 569'O9'15T /OWN a LYE.E c1 Bl.00 BB.J6 60'39'15' 1889 .91.13 NJB'J9'iBIY TA CJ 1)0.00 iJ5.51 15'10' J" IJI.96 AR.Ali1 GWNry• 1GLli 861 5 I DF 3 PRDP PD°`1 RP RAP p/J/� r��ud -—————————-- ——————— PROP 71' Sr(klE CLAO� ROCK RIP Wrw ROCK RP RAP MJ xwrtoJl3. - 61.) —��__IP —_ /) 1O PR1JP 3' INLET S�1 nOYN KOTrc 1. ALL STORY DR11N CONSTRUCIKIN SHALL CYINFCWY M B" SglAWD DEINLS AND SPCCRN:1MOy5 1. ALL DN EN5IDN5 SNDWN ARE ro rACF OF CURB, CENTERLINE DF PIPE AND OUTSIDE FACE OF BUIdN' UMESS OM(RW15[ NOTED. J. CDMR C— ID PRONDC MCNLN `A RAMS SA7IC0 AND SEATED BY A LICENSED ENGINEER PMOR TO STARE of CONSTRIUCT BI. A. ME CONMACTOR SHALL PRONOC AS -WLT PLANS ro THE EN AWM SO TINT ME ENC UNM RAMS WY BE RES6Fp ro RERfCT AS -BIALT CONDIIK)N5. !. ME CYMRPA— SN BE REDIIWCd ro PRONDE AND YAwIAw ALL CCCSSARY MARNRIC AFA SA /FTY G[YICCS (RApYA: LGHTS, UBCADES Afc.f O PRDTECr NBUC SAFETY AND NEKM HAS BEEN COAtPLEIED MD ALCEPICD BY ME TOMN. 6. THE L IXISnNG VNDOP[:RpMq rACMIES IHpG1IED OII MC PLANS IS 6 RAKED fRD1l PUBL.0 RECORDS R rs nqE L'ONRACRM'S RESPONSYBIUTY ro WKC ARRANSEfIENTS WMI ME o—, W SUCYI CINDERY' .w9 FAburxs PRroR ro Yo w IN ME AREA TO CCwETRY rwm, EKACT LOCAIKW AND i0 DEi£RYwE WWMFR ANY AdKTKwK FACYI/TIES. DINER n MoSC SHOWN D/I ME P-, WY BE PRESENT. ME COMRICro SN PRESERVE AND PROTECT ALL UNDERCROUAO FACARIES FOLWD. 7. R SN4L W MC RESPgV$IMU1Y DF ME CDNDPACTdt r0 PROTECT ALL RIBLC U/ILfTTES w IIK Cg451RLICipN OF MRS PR r.. ALL WNIpLES. C(E410UIS, VKYE BOA2S, itaE HYDRAYIS, Wft. WST BE Aro a I-0 ID PME L91E G AND PCRAWOE BM Y HE N CwMCd`-OR PAAC. e. LOM2ICIOR SN4L1 YFAIFY ALL E rI- INERT$ AND RY ELEYAipN W ro CGAINy, M No- ENwEEB MTEL, 9. ALL STORY SEVER PINE IB INCHES dP IAROER S ,L BE C1.AST IM RCP, OR APPROVED EdW_ 10. ALL SrdRY SEVER PNE (£55 TII.W I a -ES SNKL BE PYC , -M. HDPC, Ctt AFpRIJYCD ED- RP[KL vIPA— ro RCP C'pNNECIroNS SN4L BE CONSTRUCTED P[R YANUFALMRERS STANOMp DE"' AND SPECrFK,1TKRtlS. 12. CONIRALIDR SNKL VERIFY ME SURA61LItt OF ALL CKISRNG AND PRCWDSED SIIC CONpIK1N5 /NCl1,pND CRADCS AIq dYEN5lON5 BETME COYYL>AaNENr DF CgV51R4CMV. fAY]NCER SHALL BC NOt9RD 9A WWRY OF ANY DISCREPANCIES. IJ. CONIRACIOR SHILL wSTALL PLUGS IN STORY ORNN UNFS OR OBI R SE PREY WD FROM ENTERING THE ST DUN S TEY dIRING CDITRDLDDN, BI 0.09 j 0 7 ` .5 2 .3 17 J2 O.IT BI 77" an o RIUeI� 1 a �[ 1�. ALL IYTES AND RPF- ID-PNE CONN CREKIS SN4L gF NLLY GROUTED. 15. COMPACTOR SHALL BEGIN CDVSMUCIIDN DF ME SRMY DRAIN LINES Ai 7 DOWNSMCAY EM OF ME 5%TEY AND PROCEED UPSIRFAY. 16. REFERENCE CPApNG PLAN FOR CUTTER ANQ /ap /OP OF CUPB ELLYAWNS AT CURB INLETS, I7. PRDPOSED 5' CURB INLETS SNNL BE PRECASr 5' CURB WETS NITH FRAME d COYER BY OLOCkti PREG/ST. OR APPROVED EOU4. 0 GRAPIUC SCALE L� � � ORNNAGE AREA BWNIYFY AI DRNNACE AREA WNBER O.J! AREA (Acm)'C (ACRES) Q --- • ,W.w PROPOSED —TEB fLEVAIKkI . W00 PROPOSED 1CP OF CURB ElEVAi10N PROPOSED 51DIPY —N Revenues Town Texas Student House Foundation Soft Cost Budget Civil Design Fee Design Fee Preconstruction service Additional Service allowance Materials Testing/ Fill Building Permits, inspection , engineering Fee FF &E Owner Contingency (7 %) Legal (bond, insurance) Land Purchase Hillwood Hard Cost Budget Relocation of Utilities Contingencies 10% Parking area Contingencies 10% Construction Cost Town o -, Nestlake Arts and Sciences Center Budget REVENUE - GRAND TOTA Budget Actual Actual Remaining 44,900.00 2007 2008 126,496.00 - 2,500,000.00 - 200,000.00 300,000.00 _ - 507,518.00 _ 200,000.00 3,307,518.00 _ Pate Engineers 55,000.00 10,100.00 - 44,900.00 GideonToal 360,000.00 126,496.00 - 233,504.00 Manhattan 60,000.00 5,004.00 17,925.00 37,071.00 Plan Copies /newspaper adds 25,000.00 1,000.00 600.00 23,400.00 Terracon 9,000.00 4,850.00 - 4,150.00 25,000.00 - - 25,000.00 200,000.00 10.00 199,990.00 245,000.00 - - 245,000.00 Boyle & Lowry 25,000.00 1,875.00 3,442.00 19,683.00 Water Easement _ Total 1,004,000.001 149,325.001 21,977.00 832,698 00 2,500,000.00 192,477.00 - _ 20,000.00 128,500.00 13,000.00 2,146,023.00 Page 1 of 1 2/20/2008 1:55 PM MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF TRUSTEES / ALDERMEN PRE -BOARD MEETING February 11, 2008 PRESENT: President / Mayor Scott Bradley and Trustees / Aldermen Larry Corson, Kevin Maynard, Don Redding, Pete Steger, and Bob Timmerman. ABSENT: None. STAFF PRESENT: Interim Town Manager Joe Hennig, Head of School Barbara Brizuela, Education Counsel Robert Schulman, Town Secretary Kim Sutter, Financial Services Director Debbie Piper, Facilities and Recreation Director Troy Meyer, DPS Director Don Wilson, Planning and Development Director Eddie Edwards, Public Works Superintendent Jarrod Greenwood, Executive Assistant Ginger AwIry, and Director of Administrative Services Todd Wood. 1. CALL TO ORDER. President / Mayor Bradley called the meeting to order at 4:07 p.m. 2. EXECUTIVE SESSION. President Bradley recessed the pre -board meeting of the Westlake Academy Board of Trustees at 4:08 p.m., as he read the following items to be discussed in executive session: A. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. B. The Board will conduct a closed session under Texas Government Code section 551.071 to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Town of Westlake Board of Aldermen /Trustees Pre -Board Meeting February 11, 2008 page 2 of President Bradley convened the executive session at 4:09 p.m. The executive session adjourned at 5:12 p.m. 3. RECONVENE MEETING. President Bradley reconvened the meeting at 5:15 p.m. 4. DISCUSS COMPLAINT AND PROCEDURE POLICY FOR THE WESTLAKE ACADEMY. President Bradley introduced Mr. Robert Schulman with Feldman & Rogers, L.L.P. and asked him to address the item.. Mr. Robert Schulman gave a brief summary of the rules and laws associated with complaints in Charter schools. Mr. Schulman stated that he has been given direction by the Board to draft a parent and student complaint and procedure policy for the Board's consideration and approval. Mr. Schulman reminded everyone to be cognizant of privacy issues with regard to discussing parent and student complaints. Trustee Timmerman added the he feels problems are better addressed at the level at which they occur, and expressed his desire for open communication, and a better mechanism to conduct surveys of parents, teachers, and students. Mr. Timmerman added that he supports a structured, workable policy. President Bradley suggested that the Board postpone action on this item until Mr. Schulman has had an opportunity to revise the policy. Mr. Bradley added that the proposed policy would be made available to the public prior to consideration by the Board. Trustee Steger expressed his desire to have a discussion in a pre -board meeting concerning the policy. President Bradley suggested the Board hold a special meeting on February 25, 2008, to discuss and consider the complaint and procedure policy. 5. REVIEW OF REGULAR AGENDA ITEMS. A. Board of Trustees Meeting Head of School Brizuela reviewed the Board of Trustees regular meeting agenda with the Board. Interim Town Manager Hennig inquired if staff should be preparing information for the Board related to a survey or exit interviews. Town of Westlake Board of Aldermen /Trustees Pre -Board Meeting February 11, 2008 page 3 of President Bradley responded that the Head of School has spoke with a research company and is expecting a proposal to conduct a survey and exit interviews. B. Board of Aldermen Meeting Interim Town Manager Joe Hennig reviewed the Board of Aldermen regular meeting agenda with the Board and responded to questions from the Board. 7. CONSIDER A RESOLUTION APPROVING AN AMENDMENT TO THE JOINT ENGINEERING SERVICES CONTRACT WITH GRAHAM ASSOCIATES, INC. AND THE CITY OF KELLER, CITY OF SOUTHLAKE AND TOWN OF WESTLAKE FOR ENGINEERING AND DESIGN SERVICES REGARDING THE FM 1938 EXPANSION PROJECT. Mayor Bradley recommended the Town pay particular attention to the landscaping along the roadway, and more specifically the Town's ability to supplement the landscape design. Interim Town Manager Henni` advised that TxDOT has typically allowed for upgrades in landscaping designs. Alderman Corson expressed his concern that the Town has been advised this late in the process of a fee increase because of the change to a two phase construction process. 9. CONSIDER A RESOLUTION APPROVING A BUDGET AMENDMENT AND RELATED AGREEMENT WITH RODGERS CONSTRUCTION COMPANY FOR THE WEST SIDE PUMP STATION IMPROVEMENTS. Interim Town Manager Hennig advised the Board that the project cost exceeds the budgeted amount as the scope of the project has been expanded. Alderman Corson inquired if the improvements represent a complete solution to the problems associated with the pump station, and inquired as to the current utility fund balance. Public Works Superintendent Greenwood responded that the improvements would provide staff the ability to operate the pump station and verify the Fort Worth meter readings. Finance Director Piper responded that the current utility fund balance is $1.3 million. 10. CONSIDER APPROVAL FOR THE RELEASE OF A REQUEST FOR QUALIFICATIONS (RFQ) AS IT RELATES TO THE WESTLAKE ARTS AND SCIENCES CENTER PROJECT. Town of Westlake Board of Aldermen /Trustees Pre -Board Meeting February 11, 2008 page 4 Of j Interim Town Manager Hennig introduced the item and advised the Board that additional items related to civil engineering and relocation of the utilities will be presented to the Board at a later date. Alderman Corson inquired if the relocation of the utilities would be considered under a separate contract, and if the cost associated with the relocation of the utilities is included in the project cost estimates provided to the Board. Facilities and Recreation Director Meyer responded that a separate contract will be considered for the relocation of the utilities, and the cost is included in the estimates provided to the Board. 11. CONSIDER A RESOLUTION AUTHORIZING THE APPOINTMENT OF A BUILDING COMMITTEE TO PROVIDE OVERSIGHT TO TOWN STAFF CONCERNING THE CONSTRUCTION AND REMODELING OF MUNICIPAL BUILDINGS. Interim Town Manager Hennig introduced the item. Alderman Maynard suggested including a member from the school and a member of the Westlake Academy Foundation to the committee. Interim Town Manager Hennig requested the Board consider including the Head of School as a member of the committee. 6. HEAD OF SCHOOL REPORT. No report was given. 7. TOWN MANAGER REPORT. No report was given. 8. ADJOURNMENT. There bein no further business, Mayor / President Bradley adjourned the meeting at 5:58 p.m. APPROVED BY THE BOARD OF ALDERMEN ON FEBRUARY 25, 2008. Scott Bradley, Mayor / President Town of Westlake Board of Aldermen /Trustees Pre -Board Meeting February 11, 2008 ATTEST: Kim Sutter, TRMC, Town Secretary / Secretary page 5 of 5 MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN REGULAR MEETING February 11, 2008 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, Kevin Maynard, Don Redding, and Pete Steger. ABSENT: Alderman Bob Timmerman. OTHERS PRESENT: Interim Town Manager Joe Hennig, Town Attorney Stan Lowry, Town Secretary Kim Sutter, Public Works Superintendent Jarrod Greenwood, DPS Director Don Wilson, Facilities and Recreation Director Troy Meyer, Finance Director Debbie Piper, and Executive Assistant Ginger Awtry. 1. CALL TO ORDER. Mayor Bradley called the meeting to order at 8:42 p.m. 2. CITIZENS' PRESENTATIONS. Mrs. Becky Rogers, 1730 J.T. Ottinger Road, Westlake, recommended the Board consider adopting a code of conduct that extends to elected and appointed officials. 3. CONDUCT A PUBLIC HEARING AND CONSIDER AN ORDINANCE APPROVING AN APPLICATION FOR A SPECIFIC USE PERMIT FOR A PRIVATE WATER WELL TO BE LOCATED ON 2020 POST OAK PLACE; VAQUERO- ARTHUR ADDITION, PHASE 3; LOT 26, BLK K. Mayor Bradley introduced the item and opened the public hearing. There being no one requesting to speak, Mayor Bradley closed the public hearing. Town of Westlake Board of Aldermen Regular Meeting February 11, 2008 Page 2 of 6 MOTION: Mayor Pro Tem Redding made a motion to adopt Ordinance No. 586, as presented. Alderman Steger seconded the motion. The motion carried by a vote of 4 -0. 4. CONSIDER AN ORDINANCE CALLING AND ORDERING A GENERAL AND A SPECIAL ELECTION TO BE HELD ON MAY 10, 2008. Mayor Bradley introduced the item and asked for a motion. MOTION: Alderman Maynard made a motion to adopt Ordinance No. 587, as presented. Alderman Corson seconded the motion. The motion carried by a vote of 4 -0. 5. CONSIDER A RESOLUTION APPOINTING A MEMBER TO THE WESTLAKE ACADEMY FOUNDATION BOARD OF DIRECTORS. Mayor Bradley introduced the item and asked for a motion. MOTION: Alderman Steger made a motion to adopt Resolution No. 08 -05, appointing Dr. Shezad Malik to the Westlake Academy Foundation Board of Directors. Aldennan Maynard seconded the motion. The motion carried by a vote of 4- 0. 6. CONSIDER A RESOLUTION APPROVING THE ADDITION OF GOOD FRIDAY TO THE TOWN OF WESTLAKE'S OFFICIALLY RECOGNIZED HOLIDAYS. Mayor Bradley introduced the item and asked for a motion. MOTION: Mayor Pro Tem Redding made a motion to adopt Resolution No. 08 -06, approving the addition of Good Friday to the Town of Westlake's officially recognized holidays. Alderman Maynard seconded the motion. The motion carried by a vote of 4 -0. 7. CONSIDER A RESOLUTION APPROVING AN AMENDMENT TO THE JOINT ENGINEERING SERVICES CONTRACT WITH GRAHAM ASSOCIATES, INC. AND THE CITY OF KELLER, CITY OF SOUTHLAKE AND TOWN OF WESTLAKE FOR ENGINEERING AND DESIGN SERVICES REGARDING THE FM 1938 EXPANSION PROJECT. Interim Town Manager Hennig introduced the item and advised the Board that the proposed resolution approves additional engineering cost associated with the project. Mr. Hennig advised that the additional funds to complete phase 1 of the project totals $331,492, and phase II is $485,515, for a total additional project cost of $817,007. MOTION: Alderman Corson made a motion to adopt Resolution No. 08 -08, as presented. Aldennan Steger seconded the motion. The motion carried by a vote of 4 -0. Town of Westlake Board of Aldermen Regular Meeting February 11, 2008 Page 3 of 6 8. CONSIDER A RESOLUTION APPROVING A SECOND AMENDMENT TO THE INTERLOCAL AGREEMENT WITH TARRANT COUNTY, DENTON COUNTY, CITY OF KELLER, CITY OF SOUTHLAKE AND THE TOWN OF WESTLAKE REGARDING THE ADDITIONAL CONTRIBUTION FROM TARRANT COUNTY AND MEMORIALIZING THE PARTIES' OBLIGATIONS AND RESPONSIBILITIES REGARDING A RIGHT OF WAY ACQUISTION AND THE FM 1938 EXPANSION PROJECT. Interim Town Manager Hennig introduced the item and expressed his appreciation to Commissioner Gary Fickes for his commitment and support of the project. Mr. Hennig advised the Board that Tarrant County has committed additional funding not to exceed $1,000,000 to be applied toward the engineering costs and right -of -way acquisition. MOTION: Alderman Steger made a motion to adopt Resolution No. 08 -09, as presented. Alderman Corson seconded the motion. The motion carried by a vote of 4 -0. 9. CONSIDER A RESOLUTION APPROVING A BUDGET AMENDMENT AND RELATED AGREEMENT WITH RODGERS CONSTRUCTION COMPANY FOR THE WEST SIDE PUMP STATION IMPROVEMENTS. Interim Town Manager Hennig advised the Board that the project costs exceeds the budgeted amount by $18,000. Mr. Hennig added that the increase is related to the need for additional improvements that will permit staff to operate the pump station, independent of Fort Worth, as well as verify the Fort Worth meter readings. Public Works Superintendent Jarrod Greenwood was present to address questions from the Board. MOTION: Alderman Corson made a motion to adopt Resolution No. 08 -10, as presented. Mayor Pro Tem Redding seconded the motion. The motion carried by a vote of 4 -0. 10. CONSIDER APPROVAL FOR THE RELEASE OF A REQUEST FOR QUALIFICATIONS (RFQ) AS IT RELATES TO THE WESTLAKE ARTS AND SCIENCES CENTER PROJECT. Facilities and Recreation Director Troy Meyer addressed the Board regarding the item. Mr. Meyer advised the Board that the RFQ document is designed to allow for a two phase construction process in the event additional funding becomes available. Phase I Entire foundation of the building with the build out of three science labs, restrooms, offices, conference room, lobby, and sidewalks for approximately 5,958 square feet. Phase II Art room, black box, dressing rooms, storage, office space and data room for approximately 4,912 square feet with a parking area on the south side of the Town of Westlake Board of Aldermen Regular Meeting February 11, 2008 Page 4 of 6 building, and if additional funding becomes available, the addition of outdoor seating adjacent to the black box. Alderman Corson suggested emphasis be placed on the time line through the use of incentives for early completion or liquidated damages. Mr. Corson farther suggested, in an effort to control costs, that the process of and cost associated with change orders be discussed with the contractor during the review process. MOTION: Mayor Pro Tern Redding made a motion to approve the release of a Request for Qualifications (RFQ) as it relates to the Westlake Arts and Sciences Center project with the qualifications suggested by Alderman Corson. Alderman Corson seconded the motion. The motion carried by a vote of 4 -0. 11. CONSIDER A RESOLUTION AUTHORIZING THE APPOINTMENT OF A BUILDING COMMITTEE TO PROVIDE OVERSIGHT TO TOWN STAFF CONCERNING THE CONSTRUCTION AND REMODELING OF MUNICIPAL BUILDINGS. Interim Town Manager Henn advised the Board that the approval of this resolution will formalize the members of the building committee. Mr. Hennig recommended that Head of School Brizuela and a Foundation member also be included on the committee. Alderman Corson cautioned against expanding the committee to a point where the committee could loose its ability to function from an operating sense. Following discussion by the Board, it was the consensus of the Board to add two additional members to the committee: 1) Head of School or her designee, and 2) a member of the Westlake Academy Foundation to be named by the Foundation. MOTION: Alderman Maynard made a motion to adopt Resolution No. 08 -11, authorizing the appointment of a building committee with the two additional members as stated. Alderman Steger seconded the motion. The motion carried by a vote of 4 -0. 12. HEAR STATUS REPORT ON CONSTRUCTION OF WESTLAKE ARTS AND SCIENCES CENTER. Facilities and Recreation Director Meyer presented and reviewed the preliminary budget for the project. Mr. Meyer advised of the current available funding, and the soft and hard cost associated with the project. 13. CONSENT AGENDA. Mayor Bradley introduced the item and asked for a motion. A. Review and approve minutes of the Board of Aldermen pre -board and regular meetings held on January 28, 2008. Town of Westlake Board of Aldermen Regular Meeting February 11, 2008 Page 5 of 6 B. Review and approve any outstanding bills. MOTION: Mayor Pro Tem Redding made a motion to approve the consent agenda as presented. Alderman Steger seconded the motion. The motion carried by a vote of 4 -0. 14. STAFF REPORTS. Interim Town Manager Hennig introduced Director of Financial Services Debbie Piper. A. Hear Financial Report from Director of Financial Services. Director of Financial Services Piper reviewed the year to date financials for the General Fund, Utility Fund, and the Visitors Association Fund. 15. TOWN MANAGER'S REPORT. Interim Town Manager Hennig addressed the Board regarding the following: - Expressed his appreciation to those who addressed the Board during the Board of Trustees meeting with regard to Westlake Academy. - Advised the Board that he is expecting a proposal within the next two weeks to considering conducting a community survey. 16. MAYOR AND ALDERMEN REPORTS / COMMENTS. Alderman Corson inquired as to the status of the joint meeting with the Town of Trophy Club and City of Roanoke. Executive Assistant Awtry advised that a date has not yet been agreed upon, and advised that she would follow up with the Board to confirm a date. 17. EXECUTIVE SESSION Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen meeting at 9:25 p.m., as he read the following item to be discussed in executive session: A. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. Mayor Bradley convened the executive session at 9:30 p.m. The executive session adjourned at 10:54 p.m. 18. RECONVENE MEETING. Mayor Bradley reconvened the meeting at 10:55 p.m. Town of Westlake Board of Aldermen Page 6 of 6 Regular Meeting February 11, 2008 19. EXECUTIVE SESSION ACTION. No action was taken. 20. ADJOURNMENT. There being no further business, Mayor Bradley adjourned the meeting at 10:55 p.m. APPROVED BY THE BOARD OF ALDERMEN ON FEBRUARY 25, 2008. Scott Bradley, Mayor ATTEST: Kim Sutter, TRMC, Town Secretary TOWN OF WESTLAKE Invoices Received: 02/04/08 thru 02/17/08 For Review by Board on 02/25/08 VENDOR AT &T 817- 163 -2194 02012008 115.56 100 45315 11 T1 Internet Line for Town Offices (50 %) AT &T (810755838) 02042008 76.28 100 45305 11 Town - 70% Long Distance Service allocation Boyle & L wry, LLP 12266 5,586.13 100 43310 11 Legal Fees - Town Kim Sutter CR021108 89.06 100 46106 11 Reimbursement for purchase of hospitality items for 02/11/08 Board Meeting NW Communities 2378 390.00 100 46115 11 2008 Membership Dues base fee & Population fee (700 x.20) Northwest Metroport 3692 44.00 100 45830 11 Monthly Luncheon - Mayor & Joe Hennig Office Depot 417105607 -001 49.47 100 46105 11 1 /box of window envelopes, 1 /box of 2 window envelopes & notepads Office Depot 417164102 -001 60.16 100 46105 11 2 /cases of 8.5x11 copy paper Office Depot 417478230 -001 16.89 100 46105 11 2 /pk of adhesive hooks, stamp & clipboard w /pen holder Petty Cash 02202008 3.78 100 46106 11 Coffee Filters Reprographics 300508 19.17 100 46125 11 Printed Materials: digital bond & hand folding (mist. revenue -offset by open records) Texas Municipal League 02042008 487.00 100 46115 11 League services based on population for the period 05/01/08- 04/30/09 Valero 11 02152008 42.00 100 46215 11 Pool Vehicle Fuel Total Administration 6,979.50 Ilding Off Assoc. of TX CR022808 50.00 100 46115 12 2008 Annual Membership dues for Building Official Valero 06 02152008 112.33 100 46215 12 Building Official Vehicle Fuel Xact 103681 24.25 100 46125 12 Printing of Business Cards for Eddie Edwards Total Building 186.58 Alliance Re 'I Newspapers 01312008 3.021.00 100 45405 13 Public Ads - Ordinances /Bids /P &Z (billing period: 01/01/08 - 01/31/08) Kim Sutter CR021108 1199 100 46150 13 Invitations for Mayor's Roundtable Dinner to be held on 02/29/08 Northwest Metroport 3692 22.00 100 45830 13 Monthly Luncheon (with /Mayor & Joe Henni ) - Kim Sutter Office Depot 417086329 -001 129.82 100 46105 13 Legal pads, box of pencils, Itr /Igl storage boxes, scissors, ream of brights paper, 1 /pk of black ballpoint pens, 12 of the 2" black binders Total Town Secretary 3,186.81 All American Door Co. 37470 235.00 100 45909 14 Preventative Maintenance on doors at Fire Station AT &T 825.147.526 825147526X02152008 66.20 100 45310 14 Mobile Phone (Ambulance & Fire Truck) Denton Cty Fire Chiefs Assoc. 08 -026 200.00 100 46115 14 Annual Membership dues for the period: 01/01/08 to 12/31/08 Euless B &B Wrecker Sry 336054 272.64 100 46215 14 2003 Pump Truck - Fire Dept. (Unit #E481): Vehicle maintenance Frazer, Ltd. 32547 36.40 100 46215 14 Clearance lights for EMS unit M481 plus S/H Gierisch Brothers 65520 21.00 100 46215 14 LB Propane me Depot 21837 345.99 100 44226 14 Small hand tools / Staton 481 Home Depot 8040237 19.99 100 44213 14 Street broom /E481 Page 1 of 5 2/20/2008 4:58 PM TOWN OF WESTLAKE Invoices Received: 02/04/08 thru 02/17/08 For Review by Board on 02/25/08 KNDORNAIME Intermedix INVOICE 01312008 AMOUNT 329.73 FUND 100 ACCT 43334 DEPT 14 DESCRIPTION EMS User Fee - January 2008 (Total collected $10,937.06) Keller Feed & Lawnmower 96192 37.31 100 46215 14 Chain saw service Kwik Kar 00001- 01417726 39.75 100 46215 14 State Inspection C485 (2004 Chevy Tahoe) Matheson Tri -Gas 540878 81.80 100 46615 14 Medical Supplies: High pressure, small medical & hazardous material Rece t Pharmacy 221527 79.32 100 46615 14 Medical supplies Rece t Pharmacy 221643 17.89 100 46615 14 Medical Supplies So. Eastern Emerg. Eqpmt 228991 111.37 100 46615 14 Medical Supplies Terminix 01312008 46.00 100 43337 14 Extermination Services - Fire Station Valero 01 02152008 401.86 100 46215 14 EMS Vehicle Fuel - M481 Valero 03 02152008 643.77 100 46215 14 EMS Vehicle Fuel - E481 Valero 04 02152008 87.69 100 46215 14 EMS Vehicle Fuel - Tahoe Verizon 8173374722 02042008 116.97 100 45305 14 Fire Station Telephone Total Fire Dept. 3,190.68 AT &T 817 - 163 -2194 02012008 115.56 100 45315 15 T1 Internet Line for Court Offices (50 %) y1e & Lowry, LLP 12266 1.845.00 100 43310 15 Legal Fees - Court EC Video 0000035331 -1 315.00 100 46165 15 Audio Visual - hardware & installation ECI Video 0000035389 -1 270.00 100 45901 15 Court IT Focal Point Solutions 13314 285.00 100 45325 15 Box storage, activation fee & delivery Office Depot 417389121 -001 249.99 100 46105 15 19" LCD Monitor Office Depot 419344571 -001 200.17 100 46105 15 1 1bag of towels: 24 /water bottles. 5 /pkgs of shipping labels & 1!pk of cash!roll Office Depot 419512462 -001 711 100 46105 15 1 /pk of thermal paper roll Petty Cash 02202008 11.48 100 46105 15 Wall Hooks The Police & Sheriffs Press 15229 12.41 100 46170 15 Secure ID Cards plus S &H Valero 07 02152008 88.19 100 46215 1 15 Marshall Vehicle Fuel Total Court 3,399.91 Brock Paving Ind, Inc. 08 -00 -03 950.00 100 44303 16 Road repairs: patch pot holes on Precinct & pave and widen Dove Road radius Graham Associates 080198 770.00 100 43214 16 Meeting: Street & Drainage activities, prep. of MS4 storm water permit application Home Depot 20703 20.96 100 44130 16 50' hose & roll of teflon tape Home Depot 3021424 23.60 100 44112 16 Pipe insulation Office Depot 417283274 -001 1.30 100 46105 16 Wastebasket for Joseph Lopez (25 %) 'ero 05 02152008 235.48 100 46215 16 Public Works Vehicle Fuel @ 50% Total Public Works 2,001.34 Page 2 of 5 2/20/2008 4:58 PM TOWN OF WESTLAKE Invoices Received: 02/04/08 thru 02/17/08 For Review by Board on 02/25/08 VENDORNAME A to T Lamps, Inc. 62936 165.00 100 44218 17 Bulbs - Facility Supplies Access Lift & Service 01240815 100.00 100 45903 17 Elevator Maintenance for the month of January 2008 Bransom Floor Srv, Inc. TOW2650 5,459.32 100 43346 17 Deposit due for gym floor screening ECI Video 0000035389 -1 270.00 100 45901 17 Audio Visual Repair Humphrey & Assoc 65309 529.60 100 44218 17 Lamp and Bulb Supplies /Materials for: 12/03/07, 12/28/07 & 01/11/08 service Hum hrey & Assoc 65309 130.00 100 44213 17 Labor charges for: 12103/07, 12/28/07 & 01/11/08 service Kickin' A 481 552.50 100 44216 17 Dirt work on campus Leslie's 1010805 391.43 100 44225 17 Install Filter Tank Leslie's 1010822 1.114.49 100 44225 17 Campus fountain repairs & install cartridge filters Office Depot 417283274 -001 1.31 100 46105 17 Wastebasket for Joseph Lopez (25 %) Old Faithful Fountains 5568 386.25 100 44213 17 Irrigation pump /assessment of the pump box assembly - Academy SimplexGrinnell 62840642 1,346.03 100 45905 17 Campus Fire Alarm System maintenance /repairs TD Industries 0000573977 200.00 100 43351 17 Water treatment at campus Tex -Art Stone, Inc. 02072008 96.00 100 44306 17 Sand, cushion & freight at 2600 Ottinger oy Meyer ER021208 24.99 100 45315 17 January 2008 DSL Troy Meyer ER021208 19.45 100 44286 17 Storage bins (used personal gift card) Valero 10 02152008 12028 100 46215 17 Facilities Vehicle Fuel @ 50% Total Facilities /Grounds 10,906.65 Xact 103681 24.25 100 46125 18 Printing of Business Cards for Todd Wood Total Finance 24.25 Alpine Materials. LLC 371 100.00 100 43511 19 Tree Farm: compost, pine bark, mulch Alpine Materials, LLC 509 131.00 100 43343 19 jDairy mix plus delivery ($8,000.00 was paid by Dale Clark on 09/14/07) Daniel's Irrigation, Inc. 08257 6.154.00 100 43343 19 Underground sprinkler: rotor zones /bubblers & 2 /additional wires, till rental, grade work & landscaping ($8,000.00 was paid by Dale Clark on 09/14/07) Johnson Excavation Co 007 3.500.00 100 43343 19 East pond: repair eroded area & West pond: install fill material (50% bill to HOA) Office Depot 417283274 -001 1.30 100 46105 19 Wastebasket for Joseph Lopez (25 %) Valero 10 02152008 120.28 100 46215 19 Park & Recs Vehicle Fuel @ 50% Total Parks /Recreation 10,006.58 Page 3 of 5 2/20/2008 4:58 PM TOWN OF WESTLAKE Invoices Received: 02/04/08 thru 02/17/08 For Review by Board on 02/25/08 PV'ENDOR Kaleidoscope 20080015 37.50 100 43405 20 Postini Filtering & Antivirus software Kaleidoscope 20080020 880.80 100 43265 20 On -site IT Support-Daily & Administrative Total IT 918.30 Graham Associates 080198 915.00 100 43215 21 Meetings: Pre - Const. meeting for Terra Bella; mapping, develop. fee activities & Aerial photography; Academy buildings, temp. parking lot, Stagecoach Hills paving /drainage & courier deliveries Total Engineering 915.00 Boyle & Lowry, LLP 12266 123.75 199 13020 0 Legal Fees - Academy Federal Express 2- 536 -80248 39.60 199 13020 0 Newspaper IAA Entries - UIL (Black Cow) Due from Academy 163.35 Bank of New York 37493 530.00 300 46135 11 Annual Administrative fee for the period: 01/01/08 to 12/31/08 (Bonds) Due from Debt Service 530.00 &T 2 (810755838) 02042008 16.35 220 45305 11 Visitor Fund - 15% Long Distance Service allocation Graham Associates 080198 363.00 220 43306 11 Tarrant & Denton County filing & courier fees for Warranty Deed Cemetary Assoc. Foundation Judy Thomason CR021108 25.49 220 43505 11 Coffee, sugar, coffee filters, foam cups & coffeemaker Keller Trophy & Awards 37766 101.00 220 43505 11 Plaques for Troy Meyer & Trent Petty at the WHIPS Annual Meeting on 11/08/07 Office Depot 417228656 -001 101.88 220 43505 11 1 WHIPS Museum: stapler, 1 /pk of scissors, Itr hang files & file folders, 1 /calendar. 1 /case of 8.5x11 paper, 2 /black files Office Depot 418019197 -001 36.42 220 43505 11 WHIPS Museum: daily desk refi!I, staples, rubber bands, 2 hole punch, fasteners, ruler, drawer tray, tape Office Depot 418024086 -001 17.49 220 43505 11 1 /stamp for: WHIPS Xact 97698 240.00 220 43510 11 Stanton Tree Dedication Signage (Paid by Mike Stanton) Due from Visitor Fund 901.63 Boyle & Lowry, LLP 12266 82.50 240 43310 0 Legal Fees - Foundation Due from Foundation 82.50 Boyle & Lowry, LLP 12266 907.50 410 16600 0 Legal Fees - Arts & Science Building Pate En ineers 0100235 3.533.94 410 16600 13 Arts & Science Building - Engineering and Surveying Services Due from Capital Projects 4,441.44 Page 4 of 5 2/20/2008 4:58 PM I W V V I'M yr V L;; %J I L-1w% r%" Invoices Received: 02/04/08 thru 02/17/08 For Review by Board on 02/25/08 'KNDOR NAME INVOICE • • ACCT DEPT DESCRIPTION American Leak Detection 10777 407.50 500 44112 16 Irrigation /sprinkler leak detection testing: 1730 Ottinger Road American Leak Detection 10813 250.00 500 44112 16 Continuation of sprinkler test & isolation: 1730 Ottinger Road AT &T 3 (810755838) 02042008 16.35 500 45305 16 Utility Fund - 15% Long Distance Service allocation Boyle & Lowry, LLP 12266 243.75 500 43310 16 Legal Fees - Utility Fund Data Prose 47225 215.43 500 44135 16 Utility Billing Processing for January 2008 cycle Dept of State Health Sry 01212008 600.00 500 44123 16 Water testing: Lead & Copper /drinking water Graham Associates 080198 314.32 500 43220 16 Meeting: TRA activities for N1 sewer line, Upper Trinity River water district status, Ottinger water line, Pump station meter modification & printing Infinite Services 2008 -1011 292.50 500 44116 16 4.5 hours: Reset SCADA computer admin password, update lookout software Jarrod Greenwood ER020608 64.99 500 45310 16 Cell phone for invoice period: 12/26/07 thru 01!25/08 Office Depot 417283274 -001 1.30 500 46105 16 Wastebasket for Joseph Lopez (25 %) Petty Cash 02202008 40.00 500 44140 16 Water samples Petty Cash 02202008 4.90 500 46120 16 Shipping cost for water samples Reprographics 299849 16.00 500 46125 16 B &W LF Scan /convert .pdf & email /FTP services Texas Excavation 08 -0623 39.90 500 44220 16 Message fee for January 2008 (line locator) -County Electric 02052008 2.633.66 500 46221 16 OF Electric Service - Pump Station (1900 Hwy 377 S) Trinity River Authority BB 762 13,563.00 500 44115 16 TRA Wastewater Treatment Valero 05 02152008 235.47 500 46215 16 Utility Fund Vehicle Fuel @ 50% Due from Utility 18,939.07 Grand Total 66.773.59 Page 5 of 5 2/20/2008 4:58 PM ads /o�,�� GAS LEASE PROPASAL FOR STAGECOACH FARM: Location to be determined in the northwest section of property; 1) Existing metal airplane hangers act as visual and sound barriers. Landscape clustering would work on both sides of properties. 2) If compressor or generator is ever needed it would be located in a sound proof room within an airplane hanger. 3) Close to airstrip which may be used as gas line easement. 4) Farm land / wildlife property remains contiguous. 5) Acreage for right -a -way is kept at a minimum. 6) Fewest trees to be destroyed. 7) Eastern Red Cider is the predominate species. S) Drive to well site resolves several issues; a) Floodway is moved further from existing residence with drive as a buffer. b) One acre lot becomes an easier building site for Divyesh Patel. c) Wrought iron gates and pave stone indicate proper estate entry. d) Only one drive shared by The Patels and Gas Company. e) Only entrance to Stagecoach Farm north of Plascido Creek. f) Preferred drive to nature center used by Westlake Academy and others. 9) Benefits for use of drive entrance to Thornton Dr. / Stagecoach Cr. junction. a) Wider point to turn. b) No trucks to pass any front yards or entries. c) No additional points of entry onto Roanoke Road. d) Intersection of Roanoke Rd. and Thornton Dr. is established and easily seen. e) Trucks on Thornton Dr. could not speed. f) Drive straddles creek and does not cross over creek. 10) Wells are viewed by the least number of people as the site is the most remote. 11) Well bore directions are most likely to the southeast, south, and southwest of site. 12) Causes least amount of interference with land owner and is the site of choice. ITq F� Ecological Transition Zone Example - Post Oak Forest to Cedar /Mesquite /Grassland Meadow Zone Within the woodlandzones is a large diversity of tree varieties that is not matchedin the area. This has occurred both from leaving undisturbed many of the original tree stands as well as the owners over many years adding additional species of indigenous trees. The owner is to be recognized for the efforts to preserve native trees and to diversify the wildlife habitat of the area. This writer knows of no other pieceof land in northern Tarrant County where this has been done, The history of the property; i.e., protecting the tree habitat, has resulted in a number of trees of great age, Possibly one of the oldest Bois d'Arctrees in northern Tarrant County grows on the northeastern portion of the property. Bois d'ArcTree approx, 20 feetin circumference GAS LEASE PROPASAL FOR STAGECOACH FARM: Location to be determined in the northwest section of property; 1) Existing metal airplane hangers act as visual and sound barriers. Landscape clustering would work on both sides of properties. 2) If compressor or generator is ever needed it would be located in a sound proof room within an airplane hanger. 3) Close to airstrip which may be used as gas line easement. 4) Farm land / wildlife property remains contiguous. 5) Acreage for right -a -way is kept at a minimum. 6) Fewest trees to be destroyed. 7) Eastern Red Cider is the predominate species. 8) Drive to well site resolves several issues; a) Floodway is moved further from existing residence with drive as a buffer. b) One acre lot becomes an easier building site for Divyesh Patel. c) Wrought iron gates and pave stone indicate proper estate entry. d) Only one drive shared by The Patels and Gas Company. e) Only entrance to Stagecoach Farm north of Plascido Creek. fl Preferred drive to nature center used by Westlake Academy and others. 9) Benefits for use of drive entrance to Thornton Dr. / Stagecoach Cr. junction. a) Wider point to turn. b) No trucks to pass any front yards or entries. c) No additional points of entry onto Roanoke Road. d) Intersection of Roanoke Rd. and Thornton Dr. is established and easily seen. e) Trucks on Thornton Dr. could not speed. f} Drive straddles creek and does not cross over creek. 10) Wells are viewed by the least number of people as the site is the most remote. 11) Well bore directions are most likely to the southeast, south, and southwest of site. 12) Causes least amount of interference with land owner and is the site of choice. N, N N �N rl UA qb ro m 17D ra Iii ii "0 Aga CIO m ril Alt- ------ > faWm 411v I Rl ro Aga CIO m ril Ecological Transition Zone Example - Post Oak Forest to Cedar /Mesquite /Grassland Meadow Zone YL y, Cr a ' Within the woodlandzones is a large diversity of tree varieties that is not matchedin the area, This has occurred both from leaving undisturbed many of the original tree stands as well as the owners over many years adding additional species of indigenous trees. The owner is to be recognized for the efforts to preserve native trees and to diversify the wildlife habitat of the area. This writer knows of no other pieceof land in northern Tarrant County where this has been done. The history of the properly; i.e., protecting the tree habitat, has resulted in a number of trees of great age. Possibly one of the oldest Bois d'Arctrees in northern Tarrant County grows on the northeastern portion of the property. Bois d'ArcTree approx. 20 feetin circumference � A Report to Board of Aldermen February 25, 2008 1 TEXAS STUDENT HOUSING AUTHORITY BOARD OF DIRECTORS • JIM CARTER, BOARD CHAIR, CEO • JAC IRVINE, VICE CHAIR • LARRY DARLAGE, PHD, TREASURER • GEORGE LEDAK, MEMBER • MELANIE LEKKOS, MEMBER • JILL MCKEAN, MEMBER • CHUCK SHULTZ, MEMBER • SCOTT BRADLEY, GENERAL COUNSEL FEBRUARY 2008 2 TEXAS STUDENT HOUSING AUTHORITY CHARTERED UNDER TEXAS HIGHER EDUCATION AUTHORITY ACT AND IS AN INSTRUMENTALITY OF THE TOWN OF WESTLAKE MISSION IS TO PROVIDE SCHOLARSHIPS FOR HOUSING TO GRADUATES OF TEXAS HIGH SCHOOLS AND COMMUNITY COLLEGES • AWARDED /OFFERED SCHOLARSHIPS TO 2200 GRADUATES SINCE 1995 AT A VALUE OF $6 M. RECIPIENTS HAVE ACCEPTED 1050 SCHOLARSHIPS AT A VALUED AT $3.5 M. OWN 5 OFF CAMPUS FACILITIES IN UNIVERSITY COMMUNITIES AND $18 M PER YEAR FLOWS THROUGH FIRST FINANCIAL BANK TEXAS STUDENT HOUSING PROPERTIES PROPERTIES BALLPARK CAMBRIDGE RIDGE AT NORTH TEXAS RIDGE AT SAN MARCOS TOWN LAKE LOCATION AUSTIN COLLEGE STATION DENTON SAN MARCOS AUSTIN ACQUIRED BEDS 2001 768 2002 531 2001 876 2001 553 2002 648 ALL PROPERTIES ARE MANAGED BY ASSET CAMPUS HOUSING TSH IS THE ASSET MANAGER OF ALL PROJECTS m TSH PROPERTY LEASING STATUS 2004 2005 * 2006 2007 BALLPARK 93% 100% 99 %+ 99 %+ CAMBRIDGE 100% 100% 100% 100% DENTON 84% 98% 98% 90% SAN MARCOS 90% 98% 99% 95% TOWN LAKE 83% 99% 99 %+ 98% * COMPLETED ACH REPLACEMENT OF JPI AS PROPERTY MANAGER ALL OCCUPANCIES INCLUDE SCHOLARSHIP RECIPIENTS ( 5 %) 67 TSHA PROJECT FINANCES 2008 BUDGETS $M BONDS $M REV. EXPEN. NOI DEBT SERV. DEBT HOLDER BALLPARK 3.4 1.5 1.9 2.5 37.0* MBIA CAMBRIDGE 5.2 3.2 2.0 2.8 32.6 OPPENHEIMER DENTON 4.4 1.6 2.8 2.5 31.0* EATON VANCE SAN MARCOS 2.2 1.0 1.2 1.8 20.0* MUNI MAE TOWN LAKE 2.8 1.2 1.6 1.9 22.5 MUNI MAE - - - - -- - - - - -- - - - - -- - - - - - -- - - - - - -- TOTALS 18.0 8.5 9.5 11.5 143.1 * CURRENTLY IN DEFAULT ON SOME OR ALL BONDS THE BANK OF NEW YORK HAS BEEN THE TRUSTEE FOR ALL PROJECTS TSH IS IN THE PROCESS OF MAKING U. S. BANK THE TRUSTEE FOR ALL. 1:1 TSH SCHOLARSHIP HISTORY YEAR TEXAS HIGH SCHOOLS SCHOLARSHIP VALUE 1995 3 FULL HOUSING - $4500 2002 4 FULL HOUSING - $4500 2003 130 FULL, $4500 TO $9000 * OR $3000 INCREMENTAL 2004 500 $2500 INCREMENTAL ** 2005 1360 /ALL * ** $2500 INCREMENTAL ** 2006/7 1360 /ALL * ** $2500 INCREMENTAL OR FULL * HIGHER VALUE INCLUDES MEALS ** CONTINUED TO HONOR * ** PLUS 50 COMMUNITY COLLEGES PRIOR FULL SCHOLARSHIPS IN 2008 NON PUBLIC HIGH SCHOOLS ADDED TO SCHOLARSHIP SOLICITATIONS II TSHA SCHOLARSHIP AWARDS YEAR AWARDS SCHOLARSHIPS ACCEPTED OFFERED ACCEPTED FULL INCREMENTAL VALUE 1995 7 7 7 $30K 1996 to 2002 163+ 148 148 $.6M 2003 to 2006* 1630+ 725 175 550 $2.4M 2007 * 400+ 170 30 140 $.5M TOTALS 2200+ 1050 360 690 $3.5M ** *800 TO 900 APPLICATIONS PER YEAR RECEIVED BY TSHA ** VALUE OF AWARDS OFFERED EXCEEDS $6 M 2007/2008 SCFlnLARSHIPS • 625 NEW APPLICATIONS FROM YOUNG TEXAS MEN AND WOMEN • GRADUATING FROM OVER 350 SCHOOLS IN 250 COMMUNITIES • ( HOUSTON, SAN ANTONIO & KELLER ISD'S OUTSTANDING) • 400+ TOTAL AWARDS OFFERED TO NEW & RENEWAL APPLICANTS • 170 NEW AND RENEWAL RECIPIENTS LIVE IN TSH HOUSING AND OVERFLOW FACILITY( COLLEGE STATION) • COMMUNITY COLLEGE,TRANSFER STUDENTS AND UPPER CLASS RECIPIENTS ARE INCREASING • RECIPIENT PROFILES: AVERAGE CLASS STANDING - TOP 10 %, SAT AVERAGE - 1750, GPA AVERAGE - 3.80, MINORITY 42 %, FEMALE 75 %, FINANCIAL NEED 50% • MANY NEW SCHOLARSHIPS NOT AWARDED DUE TO UNIVERSITIES REQUIRING FRESHMEN / SOPHOMORES TO LIVE ON CAMPUS we TSHA SCHOLARSHIP REQUIREMENTS ACCEPTED BY THE UNIVERSITY, IN GOOD -- STANDING ACADEMIC SCHOLARSHIP REQUIREMENTS GPA 3.0, SAT 1650, CLASS STANDING TOP 25% (PRIORITY STEPS WITHIN EACH)* ADDITIONAL CONSIDERATIONS- LEADERSHIP, COMMUNITY SERVICE, HONORS, EMPLOYMENT, RECOMMENDATION LETTERS NEED ** __ __ . _ TEXAS COMMUNITY COLLEGE GRADUATES AWARDED SCHOLARSHIPS WITHOUT GPA, SAT OR CLASS STANDING CONSIDERATIONS RENEWAL SCHOLARSHIPS - CGPA 3.0 AND IN �.r..r CONTACT WITH TSH PROVISIONAL RENEWALS - CGPA 2.5 PROGRESSING TOWARD 3.0 *ANY ONE OF3QUANTITATIVE REQUIREMENT MAY BE WAIVED TO MEDIAN * *NO FAMILY FINANCIAL DISCLOSURE REQUIRED The Ridge at Denton I 1 10 TSHA FINANCIAL PROCESS • ALL STUDENT RESIDENTS AND EACH YEAR THEIR PARENTS SIGN A LEASE • TSH BILLS SCHOLARSHIP RECIPIENTS DIRECTLY FOR RENT AND FEES • TSH PAYS PROPERTIES MONTHLY } FOR SCHOLARSHIP RECIPIENT RENTS AM • SCHOLARSHIPS AT EACH FACILITY f` _ ARE BALANCED AGAINST FORECASTED RETAIL LEASES EACH LEASING SEASON -- • SCHOLARSHIP RECIPIENTS ARE ASSIGNED TO ROOMS HARDEST TO RENT AND TO THOSE NOT LEASED TO RETAIL STUDENTS The Ridge at San Marcos 11 TSHA FINANCIAL PROCESS - CONTINUED ALL PROPERTY RENTS FLOW TO FIRST FINANCIAL BANK WHERE LOCK BOXES ARE SWEPT MONTHLY BY THE TRUSTEE. TSH ACCOUNTS IN BANK ARE SECURED BY $2M BOND COVERAGE PROPERTY MANAGER REPORTS ALL MANAGEMENT AND FINANCIAL TRANSACTIONS MONTHLY TO TSH. ALL ARE REVIEWED EXPEDITIOUSLY BY TSH STAFF AND BOARD TREASURER. PROPERTY BUDGETS FOR FY 2008 APPROVED BY TSH BOARD TSHA AND PROPERTY AUDITS FOR FY 2007 APPROVED BY TSHA BOARD (TOWN OF WESTLAKE AUDITOR) Town Lake At Austin 12 TSH AUTHORITY BUDGET FY 2008 2007 2008 BUDGET INCOME __ _____ _________ --------------- -- SCHOLARSHIP VALUE $481,000 $493,000 ASSET MANAGEMENT $279,000 $284,000 ADMIN. SCHOLARSHIP FEES $310,000 $315,000 INTEREST, OTHER $ 51,000 -- $50,000 TOTAL INCOME ------ - - - - -- $1,121,000 --------------- $1,142,000 EXPENSES SCHOLARSHIPS & EXPENSES $687,000 $745,000 LABOR, OFFICE, INSURANCE, LEGAL $238,090 $282,000 CONTINGENCY ( TOWN) $100,000 ----------- $300,000 TOTAL EXPENSES - - - - -- $1,025,000 --------------- - $1,327,000 NET INCOME $96,000 ** ($185,000) * $500,000 PAID TO TOWN /ACADEMY TO DATE ** 2007 BUDGET WAS $15,000 13 TSHA FINANCIAL STATUS Aug. 31, 2007 Jan. 1,2008 ASSETS FIRST FINANCIAL BANK CHECKING /SAVINGS $622,000 $373,000 ( AUTHORITY, DENTON, SAN MARCOS & RENTAL ACCOUNTS) OTHER CURRENT ASSETS $42,000 10,000 TOTAL ASSETS $ 664,000 $383,000 LIABILITIES & EQUITY LIABILITIES $78,000 $0 TOTAL EQUITY $586,000 $383,000 TOTAL LIABILITIES AND EQUITY $664,000 $383,000 14 TSHA CURRENT ISSUES & STATUS STABLE BOARD OF DIRECTORS: STABLE STAFF - 5 YEARS PROPERTY MANAGER PERFORMING WELL BANK OF NY,TRUSTEE CURRENTLY NOT PERFORMING TO DOCUMENTS !� TSHA REPLACING TRUSTEE FOR ALL PROJECTS CAMBRIDGE PROPERTY • AD VALOREM TAX IN DISPUTE BALLPARK AND SAN MARCOS PROJECTS i &^ ' - POSSIBLE DEBT RESTRUCTURE • PROPERTY OCCUPANCY IS GOOD SCHOLARSHIP APPLICATIONS OUTSTANDING GOOD QUALITY AND QUANITY OF SCHOLARSHIP RECIPIENTS SOLICITING SUPPORT TO INCREASE NUMBER OF FULL SCHOLARSHIPS = "' TSHA AND TOWN OF WESTLAKE MAKING AN IMPACT BY ASSISTING - ra w i -'- '- - YOUNG TEXANS STATEWIDE TO ACQUIRE A UNIVERSITY EDUCATION —" Ba i i park at Austin 15