HomeMy WebLinkAbout01-14-08 TC Agenda PacketTOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN PRE -BOARD MEETING
AGENDA
JANUARY 14, 2008
WESTLAKE CIVIC CAMPUS - DINING HALL
2600 J. T. OTTINGER ROAD
5:00 P.M.
5:00 p.m. 1. CALL TO ORDER.
2. EXECUTIVE SESSION.
A. The Board will conduct a closed session under Texas Government Code section
551.074 to discuss personnel matters.
1. Strategic Government Resources
B. The Board will conduct a closed session under Texas Government Code section
551.087 to discuss economic development negotiations
3. RECONVENE MEETING.
5:30 p.m. 4. REVIEW OF REGULAR AGENDA ITEMS.
5. TOWN MANAGER'S REPORT.
5:45 p.m. 6. ADJOURNMENT.
CyP 41.10I[NYYLUZ
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, January 11, 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.
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN REGULAR MEETING
AGENDA
JANUARY 149 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. ADMINISTER OATH OF OFFICE AND PRESENT CERTIFICATE OF
APPOINTMENT TO NEWLY APPOINTED ALDERMAN KEVIN MAYNARD.
4. HEAR REPORT FROM FIRST SOUTHWEST COMPANY REGARDING TOWN'S
DEBT SERVICE COVERAGE.
5. CONSIDER A RESOLUTION APPROVING A BUDGET AMENDMENT FOR
PAYMENT OF AN ADDITIONAL AMOUNT DUE TO TXDOT REGARDING THE
FM 1938 BRIDGE ENHANCEMENTS.
6. CONSIDER APPROVAL OF THE 2008 BOARD OF ALDERMEN MEETING
SCHEDULE.
7. CONSIDER A RESOLUTION AUTHORIZING AN AGREEMENT WITH NIGHT
LINE JANITORIAL SERVICES INC. FOR JANITORIAL SERVICES AT THE
WESTLAKE CIVIC CAMPUS.
8. HEAR STATUS REPORT ON CONSTRUCTION OF PERFORMING ARTS AND
SCIENCES CENTER BUILDING.
9. 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 December 10, 2007.
B. Review and approve minutes of the Board of Aldermen workshop held on December 15,
2007.
C. Review and approve any outstanding bills.
10. EXECUTIVE SESSION
A. The Board will conduct a closed session under Texas Government Code section 551.074
to discuss personnel matters.
11. RECONVENE MEETING.
12. EXECUTIVE SESSION ACTION.
13. STAFF REPORTS.
14. TOWN MANAGER'S REPORT.
15. MAYOR AND ALDERMEN REPORTS / COMMENTS
16. ADJOURNMENT.
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, January
11, 2008, by 5 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code.
Kim Sutter, TRMC, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please
advise the Town Secretary 48 hours in advance at 817 - 490 -5710 and reasonable accommodations
will be made to assist you.
Town of Westlake
Memo
To: Honorable Mayor and Members of the Board of Aldermen
From: Joe Hennig, Town Manager
Debbie Piper, Finance Director
Subj ect: Regular Meeting of January 14, 2008
Date: January 8, 2008
ITEM
Consider a Resolution approving a budget amendment for payment of an additional amount due
to Texas Department of Transportation ( TXDOT) regarding the FM1938 bridge enhancements at
SH 114 and Precinct Line Road.
BACKGROUND
The original projected cost of the bridge enhancements was $203,506 with engineering and
contingencies charges of $8,854.26. A check in the amount of $212,460.26 was paid to the
Texas Department of Transportation on 1/7/04. Upon completion of the project and a final audit
of all costs by the State, it has been determined that an additional amount of $67,517.14 is due
for structural upgrades on the project. This amount does include a change order in the amount of
$4,689.79 for anti - graffiti coating on the structure. The Town staff has reviewed the
documentation and agrees with the remaining balance to be paid.
FUNDING
The project was originally funded from the 4A and 4B Economic Development Funds in Fiscal
Years 2002 through 2004 with a total budget of $591,080. Funds remaining from the 4A fund
after our final payments in March 2004 were $56,103. Upon the dissolution of 4A, these funds
were transferred to the General Fund. Therefore, we recommend the additional amount due to
TXDOT be paid from the fund balance of the General Fund. A transfer out in the amount of
$67,517.14 will be made to the Capital Projects fund for this final payment.
APPROVED BY:
T
in qana t s Offi e -uq Secretary's Office
TOWN OF WESTLAKE
RESOLUTION NO. 08 -01
A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE,
TEXAS, APPROVING A BUDGET AMENDMENT TO ALLOW THE PAYMENT OF
THE ADDITIONAL AMOUNT DUE THE TEXAS DEPARTMENT OF
TRANSPORTION REGARDING THE BRIDGE ENHANCEMENTS AT PRECINCT
LINE ROAD AND SH 114.
WHEREAS, the Board of Aldermen previously authorized the Town Manager to enter
into a funding agreement for bridge enhancements at Precinct Line Road and SH 114 with the
Texas Department of Transportation ( TXDOT) by Resolution No. 03 -50, dated August 11, 2003;
and
WHEREAS, the executed agreement stated that in the event it is determined the funding
provided by the Local Government will be insufficient to cover the State's cost for performance
of the Local Government's requested work, the Local Government will pay to TXDOT the
additional funds necessary to cover the additional cost after a final audit of the project; and
WHEREAS, the TXDOT has sent the Town of Westlake a written notification stating
the amount of the additional funding needed and the reasons for the additional funds; and
WHEREAS, Town staff has reviewed the documentation provided by TXDOT for the
additional expenditures and agree with the remaining balance to be paid.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1. The above findings are hereby found to be true and correct and are
incorporated herein in its entirety.
SECTION 2. The Board of Aldermen of the Town of Westlake, Texas, does hereby
approve the budget amendment to transfer funds from the General Fund to the Capital Projects
Fund allowing the payment of the additional amount due to TXDOT, attached as Exhibit "A ".
PASSED AND APPROVED ON THIS 14H DAY OF JANUARY, 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
Texas Department of Transportation
'.O. BOX 6868 • FORT WORTH. TEXAS 76115-0686 • (817) 370 -6500
Project:
NH 2004(211)
Control:
0353 -02 -058
H'1.: hway:
SH 114
County:
Denton
Mr. Joe Hennig
Interim City Manager
Town of Westlake
3 Village Circle, Suite 207, Solana
Westlake, Texas 76262
Dear Mr. Hennig:
,.November 27, 2007
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Your office contacted me concerning the Final Statement of Cost that you received for the above
fro ct. The Statement of Cost indicated an additional amount due TsDOT of
S67 517 Yo > requested additional information that will show the specific breakdown of the
completed work. I have enclosed a copy of the following reports:
1. Contractor's Estimate Package (Final Payment)
2. Approved Change Order Number 8
3. Special Specification 5764, for Anti - Graffiti Coatings
4. Zachry Construction Corporation Bid Report (M[S.DCS. 9603)
5. The AFA for Voluntary Transportation improvement projects (On- Svstem)
If you should have any questions concerning this matter, please contact this office at
(817) 370 -6517.
SPH:jac
Attachments
cc: Mr. Ralph A
Sincerely,
Robert A. Julian, P.E.
Director of Construction �6w ��
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Westlake Academy
Memo
To: Honorable Mayor and Board of Aldermen
From: Joe Hennig, Interim Town Manager
Kim Sutter, Town Secretary
Subject: Regular Meeting of January 14, 2008
Date: January 3, 2008
ITEM
Consider approval of the 2008 Board of Aldermen meeting schedule.
BACKGROUND
The Board of Aldermen / Trustees met on December 15, 2007, and reviewed the 2008
meeting schedule. As a result of the discussion, it was the consensus of the Board to
make the following changes to the 2008 meeting schedule:
• May 12, 2008, meeting changed to May 5, 2008
• Add special meeting for October 6, 2008
The attached calendar includes Board of Trustees and Board of Aldermen meetings for
2008, as well as the Town's holiday schedule.
FUNDING
N/A
Town of Westlake
Meeting Schedule
Board of Aldermen and Board of Trustees
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® School Board & Board of Aldermen Meeting Board of Aldermen Meeting
Town Holiday
Town of Westlake
Memo
To: Honorable Mayor and Members of the Board of Aldermen
From: Joe Hennig, Interim Town Manager
Troy Meyer, Facilities & Recreation Director
Subject: Regular Meeting of January 14, 2008
Date: January 8, 2008
ITEM
Consider a Resolution authorizing an agreement with Night Line Janitorial Services, Inc. and the
Town of Westlake for janitorial services at the Westlake Civic Campus.
BACKGROUND
As a follow up to the Board approved termination of the Delta Janitorial System contract on
December 10, 2007, we are submitting for award and authorization this agreement with Night
Line Janitorial Services.
With the expansion of the Westlake Civic Campus classrooms and now 100% Academy
occupation, the original cleaning service bid was updated to include the additional space and the
necessity of a day porter from 1pm to 4pm on M -F to assist with cleaning of restrooms, dining
hall, trash pick -up in the hallways and exterior of the building and assisting staff with light duty
requests.
The competitive bid process was followed as outlined in the Texas Local Government Code. All
specifications for the work were available to the public and bid procedures properly advertised.
A pre -bid conference was held on November 16th, 2007, with an extended sealed bid opening on
December 7th, 2007. The first scheduled bid opening date was November 30th, 2007 but was
extended to December 7th, 2007 due to the receipt of only one bid package. The basic level bids
proposed and received were as follows:
Night Line Janitorial Service at $50,388.00
J & K Professional Service, Inc. / Servpro of Lake Arlington $318,000.00
Night Line Janitorial Service was the lowest bidder at $50,388.00 annually. This included the
basic services plus waxing and stripping of floors, carpet and window cleaning on holidays and
summer breaks. The cost of the day porter is $15,588.00 for 12 months. However, Night Line
Janitorial Service has agreed to issue a change order (also presented for authorization within this
one Resolution) for the decreased cost of the day porter due to a pricing difference for 12 months
of service vs. the requested 10 months. The cost of 10 months of day porter service is $8,820.00.
This gives us a total cost of $59,208 annually (7 months in the Academy FY 2007 -08 and 5
months in the Academy FY 2008 -09 budget). The Town Manager will not execute the
agreement with Night Line until both the Basic Agreement and necessary Change Order are
presented/documented for the agreed and presented price.
The 30 day termination letter was mailed to Delta Janitorial on January 7th, 2008, and the service
period with Night Line will begin on February 7, 2008.
FUNDING
The funds for janitorial services are included in the adopted FY 2007 -08 Westlake Academy
budget with a total budgeted amount of $48,000. To date for this FY 2007 -08, w have paid Delta
Janitorial a total of $10,120. Therefore, a budget amendment of $9,410 will be made during a
Board of Trustees meeting in the near future to accommodate the new service contract for basic
cleaning services, including the day porter charges for 10 months, with Night Line Janitorial.
o ecretary's Office
TOWN OF WESTLAKE
RESOLUTION NO. 08 -02
A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE,
TEXAS, AUTHORIZING AN AGREEMENT AND RELATED CHANGE ORDER WITH
NIGHT LINE JANITORIAL SERVICES, INC. FOR JANITORIAL SERVICES AT THE
WESTLAKE CIVIC CAMPUS.
WHEREAS, the Board of Aldermen finds that the janitorial maintenance of the Civic
Campus and related janitorial services will benefit the public; and
WHEREAS, the Board of Aldermen finds that the procedures and requirements set
forth in the Texas Local Government Code regarding competitive bidding requirements for the
janitorial maintenance were appropriately followed; and
WHEREAS, the Board of Aldermen finds that the contract from Night Line Janitorial
Services, Inc. will provide all necessary labor and material supplies for the cleaning of all
buildings, with day porter services, at the Westlake Civic Campus and is sufficient to meet the
public need; and
WHEREAS, the janitorial services costs have been included in the adopted 2007/2008
Academy budget.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1. The above findings are hereby found to be true and correct and are
incorporated herein in its entirety.
SECTION 2. The Board of Aldermen of the Town of Westlake, Texas, hereby approves
the contract with Night Line Janitorial Services, Inc relating to janitorial services at the Westlake
Civic Campus, attached hereto as Exhibit "A "; and further authorizes the Town Manager to
execute this agreement and any related change orders resulting from the day porter charges, not
to exceed $25,000, on behalf of the Town of Westlake, Texas.
PASSED AND APPROVED ON THIS 14th DAY OF JANUARY 2008.
ATTEST:
Scott Bradley, Mayor
Kim Sutter, TRMC, Town Secretary Joe C. Hennig, Interim Town Manager
APPROVED AS TO FORM:
L. Stanton Lowry, Town Attorney
TOWN OF WESTLAKE, TEXAS
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN PRE -BOARD MEETING
December 10, 2007
PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, April Gallagher, Don Redding,
Pete Steger, and Bob Timmerman.
ABSENT: None.
STAFF PRESENT: Town Manager Joe Hennig, Town Secretary Kim Sutter, Head of
School Barbara Brizuela, Finance Director Debbie Piper, Facilities
and Recreation Director Troy Meyer, Executive Assistant Ginger
Awtry, and DPS Director Don Wilson.
1. CALL TO ORDER.
Mayor Bradley called the pre -board meeting to order at 4:02 p.m.
2. EXECUTIVE SESSION.
Mayor Bradley recessed the pre -board meeting of the Town of Westlake Board of Aldermen
meeting at 4:03 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.
i. Waters Group
ii. Strategic Government Resources
Mayor Bradley convened the executive session at 4:03 p.m. The executive session
adjourned at 5:06 p.m.
Town of Westlake Board of Aldermen Page 2 of 3
Pre -Board Meeting
December 10, 2007
3. RECONVENE MEETING.
The Board reconvened into regular session at 5:11 p.m.
4. DISCUSS WESTLAKE PERFORMING ARTS AND SCIENCES CENTER.
Interim Town Manager Hennig outlined the purpose of the workshop to be held on
December 15, 2007. Mr. Hennig stated that the meeting would include 1) discussion with
an attorney regarding the pros and cons of the Design -Build and Contract Management
construction processes and the elements associated with each of the techniques; 2)
identifying a dollar amount that can be allocated for the construction of the building; 3) the
source of the funding; and 4) the construction time table.
Aldermen Timmerman and Gallagher expressed their desire to be specific about the cost of
the building, the expectations for fundraising by the Westlake Academy Foundation, and the
need to come to terms with the amount of cash on hand. The Foundation has requested this
information be provided by December 31, 2007.
Interim Town Manager Hennig advised that the cash on hand is $157,261 and the pledges
total $531,655 over a five year period.
Discussion ensued with regard to the need for financial advice from a financial counselor. It
was the consensus of the Board to extend an invitation to a financial advisor to attend the
December 15, 2007, meeting.
Mayor Bradley advised that he has requested that the Town Attorney review the bidding
requirements for the various construction techniques.
Mayor Bradley reported that Ridgemont Construction provided an estimate for a design
build contract of $5.4, and the estimate includes the reengineering of the foundation from a
pier and beam to a slab on grade with 10 feet soil treatment, parking lots, and fully equipped
laboratories and black box.
There was discussion with regard to whether or not the estimate included all fees.
Alderman Timmerman responded that the estimate includes all the elements of the $6.9
million building.
Mayor Pro Tern Redding requested a hard copy of the estimate.
Alderwoman Gallagher requested that some sort of communication be sent to the parents
and town residents advising of the status of the building following the December 15, 2007,
meeting.
Interim Town Manager Hennig requested that the Board work through one staff person
regarding any construction related requests so that the information can be prepared and
disseminated to the Board at one time.
Town of Westlake Board of Aldermen
Pre -Board Meeting
December 10, 2007
Page 3 of 3
Mayor Bradley advised that a Westlake parent has reviewed the construction budget and has
indicated that he could obtain a geo thermal system, and has contacted a supplier who might
be willing to negotiate a lower cost.
Interim Town Manager Hennig stated that that he felt that a geo thermal system is something
that could be addressed at a later date.
It was the consensus of the Board to delay discussion and consideration of a geo thermal
system until a later date.
Discussion ensued with regard to the need to have a representative from Ridgemont
Construction present at the December 15, 2007, meeting.
It was the consensus of the Board to have the Interim Town Manager speak with Ridgemont
Construction and make a decision regarding the necessity of their attendance at the meeting.
5. REVIEW OF REGULAR AGENDA ITEMS.
Interim Town Manager Hennig reviewed the regular meeting agenda with the Board.
Discussion ensued with regard to the Stanton preliminary and final plat and more
specifically the flood plain, FEMA line, and the required setbacks.
6. ADJOURNMENT.
There being no further business to come before the Board, Mayor Bradley declared the pre -
board meeting adjourned at 5:56 p.m.
APPROVED BY THE BOARD OF ALDERMEN ON JANUARY 14, 2008.
Scott Bradley, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN REGULAR MEETING
December 10, 2007
PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, April Gallagher, Don Redding,
Pete Steger, and Bob Timmerman.
ABSENT: None.
OTHERS PRESENT: Interim Town Manager Joe Hennig, Town Attorney Matthew Boyle,
Town Secretary Kim Sutter, Town Engineer David McCarver, DPS
Director Don Wilson, Facilities and Recreation Director Troy Meyer,
and Executive Assistant Ginger Awtry.
1. CALL TO ORDER.
Mayor Bradley called the meeting to order at 7:34 p.m.
12. EXECUTIVE SESSION
Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen
meeting at 7:34 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 7:35 p.m. The executive session
adjourned at 7:51 p.m.
Mayor Bradley reconvened the meeting at 7:53 p.m.
Head of School Brizuela announced her decision not to renew her contract beyond the June
30, 2008, expiration.
Mayor Bradley expressed his appreciation to Mrs. Brizuela for an incredible job.
Town of Westlake Board of Aldermen Page 2 of 5
Regular Meeting
December 10, 2007
2. CITIZENS' PRESENTATIONS.
There was no on present wishing to speak.
3. CONSIDER REMOVING A MOTION FROM THE TABLE REGARDING
CONSIDERATION OF AN APPLICATION FOR A PRELIMINARY PLAT BEING
APPROXIMATELY 3.648 ACRES OF LAND AT 1475 DOVE ROAD.
Mayor Bradley introduced the item and asked Interim Town Manager Hennig to address the
Board.
Mr. Hennig advised that he spoke with the applicant and the Town Engineer and has
confirmed that the floodplain line on the plat is a surveyed line. Mr. Hennig further advised
that the applicant has agreed to discuss a set back requirement from the floodplain line.
MOTION: Alderwoman Gallagher made a motion to remove from the table the motion
regarding consideration of an application for a preliminary plat being
approximately 3.648 acres of land at 1475 Dove Road. Alderman
Timmerman seconded the motion. The motion carried by a vote of 5 -0.
4. CONSIDER A RESOLUTION APPROVING A PRELIMINARY PLAT BEING
APPROXIMATELY 3.648 ACRES OF LAND AT 1475 DOVE ROAD; DESCRIBED
AS THE STANTON ADDITION; C.M. THROOP SURVEY, ABSTRACT NO. 1510,
TRACT 5A & 5AOIA, TARRANT COUNTY, TEXAS.
Town Engineer McCarver addressed the Board regarding the item. Mr. McCarver stated
that the applicant has confirmed the size of Lot 3 as one (1) acre including the floodplain,
and Lot 4 will be dedicated to the Town as floodway.
Discussion ensued with regard to the building set back from the floodplain line, the plans for
the utility lines, and the Board's desire to have the word "approximate ", as it relates to the
floodplain line removed from the preliminary and final plat.
Town Engineer McCarver advised that there is no provision in the Code to require a set back
from the floodplain line. Mr. McCarver further stated that he will make a request to the
applicant to survey the floodplain in the field if the line indicated on the plat is not a
surveyed line.
Mr. Max Cannon, representing the applicant, advised that the over head power line would be
buried.
Following discussion, Mayor Bradley asked for a motion.
Town of Westlake Board of Aldermen
Regular Meeting
December 10, 2007
Page 3 of 5
MOTION: Alderman Timmerman made a motion to approve Resolution No. 07 -77,
approving the preliminary plat as presented. Alderman Corson seconded the
motion.
Mayor Bradley suggested the Board consider a change in procedure with regard to the
approval of final plats in the future.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
5. CONSIDER A RESOLUTION APPROVING A FINAL PLAT BEING
APPROXIMATELY 3.648 ACRES OF LAND AT 1475 DOVE ROAD; DESCRIBED
AS THE STANTON ADDITION; C.M. THROOP SURVEY, ABSTRACT NO. 1510,
TRACT 5A & 5AO1A, TARRANT COUNTY, TEXAS.
Mayor Bradley introduced the item and asked for a motion.
MOTION: Alderman Timmerman made a motion to approve Resolution No. 07 -78,
approving the final plat, with the condition that the final delineation of the
floodplain be established by an actual ground survey prior to recording.
Alderman Corson seconded the motion.
Mr. Mike Stanton, the applicant, inquired as to the need to remove the word "approximate"
and expressed his concern with complying with the request.
Mayor Bradley explained that the Board is simply asking that the current floodplain line be
accurately identified and the word "approximate" be removed from the plat as it relates to
the floodplain.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
6. CONSIDER A RESOLUTION AUTHORIZING THE TERMINATION OF THE
AGREEMENT BETWEEN DELTA JANITORIAL SYSTEMS AND THE TOWN OF
WESTLAKE FOR JANITORIAL MAINTENANCE OF THE WESTLAKE CIVIC
CAMPUS.
Facilities and Recreation Director Troy Meyer addressed the Board regarding the item and
advised that a new contract will be presented to the Board at the January 14, 2008, meeting.
MOTION: Mayor Pro Tern Redding made a motion to approve Resolution No. 07 -79,
authorizing the termination of the agreement between Delta Janitorial
Systems and the Town of Westlake. Alderman Steger seconded the motion.
The motion carried by a vote of 5 -0.
Town of Westlake Board of Aldermen Page 4 of 5
Regular Meeting
December 10, 2007
7. CONSIDER A RESOLUTION DESIGNATING THE OFFICIAL NEWSPAPER OF
RECORD AS THE ALLIANCE REGIONAL NEWSPAPERS.
Mayor Bradley introduced the item and asked for a motion.
MOTION: Alderman Steger made a motion to approve Resolution No. 07 -80,
designating the official newspaper of record as the Alliance Regional
Newspapers. Alderwoman Gallagher seconded the motion. The motion
carried by a vote of 5 -0.
8. CONSIDER A RESOLUTION ACCEPTING THE RESIGNATION OF
ALDERWOMAN APRIL L. GALLAGHER.
Mayor Bradley introduced the item and asked for a motion.
MOTION: Alderman Steger made a motion to approve Resolution No. 07 -81, accepting
the resignation of April L. Gallagher effective as of the first regular Board of
Aldermen meeting in January 2008. Alderman Timmerman seconded the
motion.
Mayor Bradley expressed his appreciation to Ms. Gallagher for her service on the Board.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
9. PRESENTATION OF PROCLAMATION TO ALDERWOMAN APRIL L.
GALLAGHER.
Mayor Bradley read a proclamation proclaiming Tuesday, December 11, 2007; as April L.
Gallagher Day in recognition of her service to the Town.
10. HEAR STATUS REPORT ON CONSTRUCTION OF ARTS AND SCIENCES
CENTER BUILDING.
Mayor Bradley announced that a meeting will be held on Saturday, December 15, 2007, to
discuss the Arts and Sciences Center Building.
11. CONSENT AGENDA.
Mayor Bradley introduced the item and asked for a motion.
A. Review and approve minutes of the Board of Aldermen regular meeting held on
November 26, 2007.
B. Review and approve any outstanding bills.
Town of Westlake Board of Aldermen
Regular Meeting
December 10, 2007
Page 5 of 5
MOTION: Alderman Steger made a motion to approve the consent agenda as presented.
Alderman Corson seconded the motion. The motion carried by a vote of 5 -0.
12. EXECUTIVE SESSION
Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen
meeting at 8:58 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 9:03 p.m. The executive session
adjourned at 9:21 p.m.
13. RECONVENE MEETING.
The Board reconvened into regular session at 9:22 p.m.
14. EXECUTIVE SESSION ACTION.
There was no action taken.
15. ADJOURNMENT.
There being no further business, Mayor Bradley adjourned the meeting at 9:23 p.m.
APPROVED BY THE BOARD OF ALDERMEN ON JANUARY 14, 2008.
Scott Bradley, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN / TRUSTEES SPECIAL MEETING
December 15, 2007
PRESENT: Mayor / President Scott Bradley and Aldermen / Trustees Larry Corson, April
Gallagher, Don Redding, Pete Steger, and Bob Timmerman.
ABSENT: None.
STAFF PRESENT: Interim Town Manager Joe Hennig, Town Secretary Kim Sutter,
Facilities and Recreation Director Troy Meyer, Head of School
Barbara Brizuela, DPS Director Don Wilson, and Building Official
Eddie Edwards.
OTHERS PRESENT: Mr. Holly C. Fisk, Fisk & Fielder, P.C., Dallas, Texas, Mr. W. Boyd
London, Jr., Managing Director of First Southwest Holdings, Inc.;
Mr. Leroy Grawunder, McCall, Parkhurst & Horton; Mr. Michael
Bennett (arrived 11:00 a.m.), Westlake Academy Foundation
President Chris Noonan.
1. CALL TO ORDER.
Mayor / President Bradley called the meeting to order at 9:02 p.m.
With no objection from the Board, Mayor / President Bradley reordered the agenda to
consider item #8.
8. DISCUSS AND CONSIDER TAKING ACTION TO CONDUCT CANDIDATE
INTERVIEWS FOR CONSIDERATION OF APPOINTMENT TO AN UNEXPIRED
TERM ON THE BOARD OF ALDERMEN.
Mayor Bradley introduced the item.
The Board of Aldermen discussed the impact of appointing an individual versus leaving the
position vacant until the May 2008 election.
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 2 of 7
MOTION: Alderman Timmerman made a motion to conduct interviews to consider an
appointment to the unexpired term of Alderwoman Gallagher. Alderwoman
Gallagher seconded the motion.
Alderman Redding expressed his desire to allocate adequate time to discuss and make
decisions regarding the Arts and Sciences Center building before conducting interviews and
considering an appointment to the Board.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
2. DISCUSS AND CONSIDER TAKING ACTION REGARDING WESTLAKE
PERFORMING ARTS AND SCIENCES CENTER.
Interim Town Manager Hennig introduced Mr. Holly C. Fisk of Fisk & Fielder, P.C., Dallas,
Texas.
Mr. Holly C. Fisk addressed the Board regarding the various construction techniques for
constructing the Arts and Sciences Center building to be located at the Westlake Academy
campus. Mr. Fisk outlined the following five methodologies:
1) Design, Bid, Build;
2) Competitive sealed proposal;
3) Construction Manager As Agent;
3) Construction Manager At Risk;
4) Design Build.
Mr. Fisk discussed in further detail the Construction Manager As Agent, Construction
Manager At Risk, and the Design Build methods and outlined the pros and cons of each
process.
Alderman Corson expressed his concern with regard to the Design Build process due to
issues of advocacy.
Discussion ensued with regard to the processes, where the Town is currently in the
construction process, and the feasibility of changing the method if the Board desires to do
so.
Interim Town Manager Hennig reported on the available funding for the construction of the
building.
Cash on hand
1 $181,617
Outstanding pledges over five (5) period
1 $399,758
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 3 of 7
Donation by Mr. Paul Spain
$300,000
General Obligation Bonds approved by voters
$2,500,000
Texas Student Housing Authority
$500,000
Total
$3,881,375
Mr. Hennig reported that the current balance of the Hotel Occupancy Tax Fund (HOT) is
$1.236 million, and the approved 2007 -08 budget projected the revenue at $1.499 million.
Mr. Hennig cautioned the Board on utilizing the HOT fund to provide additional funding for
the building above the $250,000 he is recommending.
Mayor Bradley advised that the Marriott, with the addition of rooms and meeting space is
projecting an increase in the sales tax revenue; However, has also indicated that they will
approach the Town requesting the use of the additional revenue for increased marketing of
the hotel.
Mr. Hennig recommended the Board discuss and come to a decision on what the Town can
afford in the way of a building.
Mr. Chris Noonan, President of the Westlake Academy Foundation, advised that the current
cash on hand is $186,000, and total pledges equal $714,000, and includes the donation by
Mr. Paul Spain.
Interim Town Manager Hennig introduced Mr. Jason L. Hughes, First Southwest Company,
and Mr. Leroy Grawunder, McCall, Parkhurst & Horton.
Mr. Hughes addressed the Board regarding 1) the Town's current outstanding debt; 2) future
debt issuance, including the recently approved $2.5 million; and 3) potentially monetizing
any pledges from a capital campaign.
Mr. Hughes advised the Board that in order to monetize the pledges from the capital
campaign, another type organization such as a 501(c)3 would be required. Mr. Hughes
advised that, assuming the debt can be sold, the cost to capital would be much greater as
opposed to a Certificate of Obligation (CO) or General Obligation (GO) issuance.
Alderman Steger inquired if the monetization of the pledges could occur without a tax
pledge.
Mr. Hughes responded that it could be possible, but that further evaluation is needed.
Discussion ensued with regard to the possibility of monetizing the pledges without pledging
an ad valorem property tax.
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 4 of 7
Mr. Hughes advised that another potential option would be to issue HOT revenue bonds.
However, Mr. Hughes stated that he did not feel that the Town could acquire insurance or an
investment grade rating on the bonds.
Interim Town Manager Hennig asked the Board if they are comfortable with the issuance of
a tax bond, as it is the most effective and efficient way to acquire the funds.
Alderman Corson stated that feels the Board does not have enough information to make a
decision regarding monetizing the pledges and he would like to review all sources of the
Town's revenue and evaluate the Town's position in terms of debt service coverage before
making a determination on the monetizing of pledges or issuing any additional debt.
Interim Town Manager Hennig stated that in order to proceed with the construction of the
building, it is necessary for the Board to make a decision regarding monetizing the pledges.
Mr. Hughes suggested that First Southwest could review the past five years of audits,
reconstruct the revenues paid out thus far and provide information regarding the debt service
coverage to the Board by January 2008.
Mr. Noonan, Westlake Academy Foundation President, advised the Board that the
Foundation finds it difficult to raise funds without a good faith consensus from the Board.
Mayor Bradley raised the question for a motion and suggested the Board set a maximum
dollar for construction.
MOTION: A motion was made by Mayor Pro Tem Redding to set the maximum cost of
construction for the Arts and Sciences Center building at $5.5 million, all
inclusive, and that the January 14, 2008, regular meeting agenda include a
report and discussion regarding the debt service coverage as is relates to the
issuance of an ad valorem property tax. Alderwoman Gallagher seconded the
motion.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
Interim Town Manager Hennig requested the Board identify the preferred method for the
construction of the Arts and Sciences Center building.
MOTION: Alderman Corson made a motion to select the Construction Manager At Risk
process. Mayor Pro Tem Redding seconded the motion.
Discussion ensued with regard to the benefits of the Construction Manager At Risk process.
Town of Westlake Board of Aldermen / Trustees Page 5 of 7
Special Meeting
December 15, 2007
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
3. EXECUTIVE SESSION
Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen
and Trustees meeting at 12:39 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 12:41 p.m. The executive session
adjourned at 1:51 p.m.
4. RECONVENE MEETING.
Mayor Bradley reconvened the meeting at 1:58 p.m.
5. CONSIDER A RESOLUTION AUTHORIZING THE INTERIM TOWN MANAGER
TO EXECUTE AN AGREEMENT WITH AN EXECUTIVE SEARCH FIRM FOR
THE PURPOSE OF CONDUCTING AN EXECUTIVE SEARCH FOR A TOWN
MANAGER.
Mayor Bradley introduced the item and asked for a motion.
MOTION: Alderman Steger made a motion to approve Resolution No. 07 -82,
authorizing the Interim Town Manager to executive an agreement with S GR,
Inc., in the amount of $22,500.00. Alderwoman Gallagher seconded the
motion. The motion carried by a vote of 5 -0.
6. DISCUSS AND CONSIDER TAKING ACTION REGARDING PROCESS FOR
APPOINTING A NEW HEAD OF SCHOOL.
President Bradley introduced the item and asked for a motion.
MOTION: Trustee Timmerman made a motion to form a Head of School selection
committee consisting of the current Head of School, the Interim Town
Manager, the MYP Coordinator, the PYP Coordinator, one Alderman, one
parent, an alternate faculty member, and an alternate parent to be named by
the Board of Aldermen to identify a minimum of two (2) and a maximum of
four (4) candidates for consideration of appointment by the Board of
Trustees. Trustee Steger seconded the motion.
Town of Westlake Board of Aldermen / Trustees Page 6 of 7
Special Meeting
December 15, 2007
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
9. CONDUCT INTERVIEWS FOR BOARD OF ALDERMEN APPOINTMENT.
The Board conducted interviews with the following individuals for consideration of
appointment to fill an unexpired term on the Board of Aldermen.
- Ms. Laura Wheat
- Ms. Rebecca Rollins
- Mr. Kevin Maynard
10. CONSIDER A RESOLUTION TO FILL THE UNEXPIRED TERM OF APRIL L.
GALLAGHER FOR THE POSITION OF ALDERMAN.
Mayor Bradley introduced the item and asked for a motion.
MOTION 1: Mayor Pro Tern Redding made a motion to appoint Laura Wheat to fill the
unexpired term on the Board. Alderman Corson seconded the motion
MOTION 2: Alderwoman Gallagher made a motion to appoint Kevin Maynard to fill the
unexpired term on the Board. Alderman Timmerman seconded the motion.
Discussion ensued with regard to the motions.
VOTE ON
MOTION 1: The motion failed by a vote of 2 to 3, with Aldermen Gallagher, Steger, and
Timmerman voting in opposition.
VOTE ON
MOTION 2: The motion carried by a vote of 3 to 2, with Aldermen Corson and Redding
voting in opposition (Resolution No. 07 -83).
Mayor Bradley announced that Mr. Kevin Maynard has been appointed by the Board to fill
the unexpired term of April L. Gallagher.
7. DISCUSS AND CONSIDER TAKING ACTION REGARDING BOARD OF
ALDERMEN/TRUSTEES 2008 MEETING SCHEDULE AND CALENDAR
EVENTS.
Discussion ensued with regard to the 2008 meeting schedule and the scheduling of
workshops and pre -board meetings.
The Board discussed the need to hold two meetings in the months of May and October.
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 7 of 7
An item will be placed before the respective Boards to adopt the 2008 meeting calendar for
the Board of Aldermen and the Board of Trustees.
11. TOWN MANAGER'S REPORT.
Interim Town Manager Hennig addressed the Board regarding the following items:
- Consider offering an invocation and the pledge as a part of the regular Board of
Aldermen meeting;
- Conducting executive session during the pre -board meetings;
- Commencing the pre -board meetings at 5 p.m.;
- Consider authorizing an employee spring holiday to be taken on Good Friday;
- Consider moving all Board meetings to the Town Hall offices.
12. ADJOURNMENT.
There being no further business, Mayor / President Bradley adjourned the meeting at 3:30
p.m.
APPROVED BY THE BOARD OF ALDERMEN ON JANUARY 14, 2008.
Scott Bradley, Mayor / President
ATTEST:
Kim Sutter, TRMC, Town Secretary / Secretary
TOWN OF WESTLAKE
Invoices Received: 12/17/07 thru 01/06/08
For Review by Board on 01/14/08
VENDOR
Banc of America Leasing
10081415
257.61
100
44302
11
100% Copier Lease DP3520 Admin
Co ell Court
Araya
408.00
100
22500
11
Court Bonds Payable
Dallas Court
Willett
340.00
100
22500
11
Court Bonds Payable
Federal Express
2- 438 -82844
21.77
100
46120
11
Shipping Costs
Fort Worth Court
Araya
335.00
100
22500
11
Court Bonds Payable
Irving Court
Carter
395.00
100
22500
11
Court Bonds Payable
Irving Court
DeLeon
230.00
100
22500
11
Court Bonds Payable
Joe Hennig
11302007
1,932.00
100
43335
11
Town Manager Services at 28% - November 2007
Joe Hennig
12312007
3,304.00
100
43335
11
Town Manager Services at 28% - December 2007
Keller Court
Cox
405.00
100
22500
11
Court Bonds Payable
Keller Court
Holland
1,133.00
100
22500
11
Court Bonds Payable
Kim Sutter
CR121007
72.92
100
46106
11
Hospitality items for pre -board meeting, trustees meetings & regular
board meeting - December 10, 2007
Lloyd /Gosselink
34526
848.90
100
433051
11
MUD Dissolution research
Marriott International
337H103423
1,159.00
100
45830
11
Special Board meetings - 12/15/07
Northeast Leadership Forum
1229
100.00
100
46115
11
Annual Dues (9/1/07 thru 8/31/08) - Joe Hennig
Northwest Metroport
3541
500.00
100
46115
11
2007 Golden key awards (113 split with Trophy Club & Northlake
Office Depot
412318615 -001
3.95
100
46105
11
Correction fluid - 3 pk.
Office Depot
412523276 -001
152.99
100
46105
11
Publisher 2007 - Ginger Awtry
Office Depot
412526676 -001
16.19
100
46105
11
Box 500 ct) of #10 envelopes w /window
Office Depot
412585931 -001
25.18
100
46105
11
Labels - 2 pkgs
Office Depot
413203962 -001
152.99)
100
46105
11
Credit for inv. #412523276 -001 - Publisher 2007 was already installed
Office Depot
413204300 -001
89.99
100
46105
11
Publisher 2007 - Ginger Awtry
Stephanie Erb
CRO10708
500.00
100
1 46190
11
Plan 2007 Town staff Christmas event (45 hours worked)
Tarrant County Criminal Courts
Cedillo
750.00
100
22500
11
Court Bonds Payable
Valero 11
12172007
36.91
100
46215
11
Pool Vehicle Fuel
WB Texas Resort
CR123107
9,300.00
100
22760
11
Lot Development Fees due for December -07 (Duct bank
Westlake Academy Foundation
CR123107
100.00
100
22761
11
1 Blacksmith Apprentice payments for December -07 (Payroll deductions)
Total Administrative Dept.
22,264.42
Valero 06
12172007
55.48
100
46215
12
Building Official Vehicle Fuel
Total Building Dept.
55.48
Identitec
000 - 1204 -58
70.00
100
46150
13
2 /name plates: Joe Hennig & Kevin Maynard
Office Depot
412602564 -001
152.99
100
46105
13
Publisher 2007 - Kim Sutter
Thomson West
815025127
425.00
100
46130
13
Texas local government code 2008
Total Town Secretary
647.99
Page 1 of 4 1/8/2008 3:50 PM
TOWN OF WESTLAKE
Invoices Received: 12/17/07 thru 01/06/08
For Review by Board on 01/14/08
VENDOR NAME
Atmos Energy 001812280
INVOICE
12172007
AMOUNT
296.77
FUND
100
ACCT
46225
DEPT
14
DESCRIPTION
Fire Station Gas Service
Casco Industries
48202
27.00
100
44211
14
Safety Supplies - Tetrahedrons
City of North Richland Hills
1 -044
150.00
100
45830
14
TEEX training for course NFPA 1851 - Richard Whitten
DFW Communications
30713721
230.00
100
44221
14
Communication Supplies - 2 Mah rugged batteries
Marketing Displays Intternational
314270
794.05
100
44211
13
14
of the 28" cones w /internal lite, 48 sq Emergency Scene Ahead,
Storage bag (traffic control products)
Nortex Modular Space
20085
618.75
100
45325
14 1
Building Lease - Fire Station (for January 2008)
Office Depot
412220632 -001
156.59
100
46105
14 1
Drum imaging cartridge
Stericyle
5121191
10.53
100
46615
14
Hazardous Waste Management Fee
Tri- County Electric 131 -801
12262007
328.03
100
46220
14
Fire Station Electric Service
Valero 01
12172007
545.70
100
46215
14
EMS Vehicle Fuel - M481
Valero 03
12172007
572.45
100
46215
14
EMS Vehicle Fuel - E481
Valero 04
12172007
128.96
100
46215
14
EMS Vehicle Fuel - Tahoe
Verizon Business Fios
29448091
60.86
100 j
45315
14
Fire Station Internet Line
WorldPoint
464951
101.75
100
46130
14
CPR Cards & Books
Total Fire Dept.
4,021.44
Bradley L. Bradley
12012007
2,541.66
100
43330
15
Judge Services for the month of December 2007
Office Depot
412178389 -001
8.96
100
46106
15
2/24 case water bottles
Office Depot
412178389 -001
152.42
100
46105
15
HP officejet all in one, slim heater & 4 kleenex boxes
Office Depot
412481248 -001
20.46
100
46106
15
Paper Towels & Plastic forks
Office Depot
412481248 -001
60.27
100
46105
15
Cart whid, 12 pk of letter/legal box and 12 pk of black gel pens
Office Depot
412489358 -001
81.98
100
46105
15
Paper, AA batteries, Black ink & Tri -Color ink
Valero 07
12172007
92.33
100
46215
15
Marshall Vehicle Fuel
Westlake Citation Refunds
Andrews
107.00
100
35115
15
Citation Refund
Westlake Citation Refunds
Kemp
93.00
100
35115
15
Citation Refund
Total Court Dept.
3,158.08
Red Wing Shoe Store
6520000000545
87.12
100
46605
16
Work boots for Jarrod Greenwood - 50%
Tri - County Electric 150 -502
12262007
17.00
100
46220
16
ROW Irrigation Electric - Fair Oaks Drive
Tri - County Electric 150 -503
12262007
16.78
100
46220
16
ROW Irrigation Electric - Dove Road
Valero 05
12172007
178.36
100
46215
16
Public Works Vehicle Fuel @ 50%
Total Public Works Dept.
299.26
Access Lift & Service
12170723
100.00
100
45903
17
Elevator Maintenance for the month of November
ECI Video
0000035193 -1
377.00
100
45901
17
Audio Visual Repair - Court Room
Home Depot
4024968
31.70
100
44212
17
Tape, monkey hook, pin & 2/96 qt totes
Home Depot
5032479
4.50
100
44213
17
Plastic bags & plug covers
Humphrey & Associates
64970
67.63
100
44218
17
Lamp and Bulb Supplies /Materials - December maintenance
Humphrey & Associates
64970
130.00
100
44213
17
Additional maintenance labor - 2 hours
Logical Solutions Service Center
100721
1,675.00
100
43338
17
Preventative Maintenance Contract- HVAC controls
Page 2 of 4 1/8/2008 3:50 PM
TOWN OF WESTLAKE
Invoices Received: 12/17/07 thru 01/06/08
For Review by Board on 01/14/08
VENDOR
TO Industries
NTS1011963
217.10
100
45904
17
Plumbing Repair & Maintenance - Water fountain leak in Pod A
Triple R Locksmith
30726
46.75
100
44212
17
Keys made for the Ford Pickup
United Rentals
70129271 -001
404.51
100
45325
17
One man lift to put up Christmas lights
Valero 10
12172007
55.83
100
46215
17
Facilities Vehicle Fuel @ 50%
Total Facilities /Grounds Dept.
3,110.02
Federal Express
2- 452 -98347
59.42
100
46120
18
Shipping Costs - Govt Finance Officers Assoc.
Federal Express
2- 452 -98347
20.91
100
46120
18
Shipping Costs - Return items
Office Depot
412602564 -001
123.23
100
46105
18
W2 & 1099 Forms w /envelopes
Thomson West
815025127
92.00
100
46130
18
Texas employment laws 2007 pamphlet
Total Finance Dept.
295.56
Tri- County Electric 150 -506
12262007
74.88
100
46220
19
Park Electricity - 50% to GWF HOA - east side of park
Tri - County Electric 595 -772
12262007
574.13
100
46220
19
Park Electricity - 50% to GWF HOA - center of park
Valero 10
12172007
55.83
100
46215
19
Park & Recs Vehicle Fuel @ 50%
Total Parks /Recreation Dept.
704.84
Kaleidoscope
2008003
1,037.30
100
43267
20
Administirative Support Service (network administration, talking with
Cisco people, etc)
Kaleidoscope
2008008
37.50
100
43405
20
Postini Filtering & Antivirus software
Total IT Dept.
1,074.80
Joe Hennig
11302007
1,518.00
220
1 43335
11
Town Manager Services at 22% - November 2007
Joe Hennig
12312007
2,596.00
220
43335
11
Town Manager Services at 22% - December 2007
Due From Visitor Fund
4,114.00
Fisk & Fielder, PC
7002
600.00
410
16600
13
2 hour fee - Meeting w /Mayor & town aldermen re: construction project
methodologies - Attorney Fees
Due From Capital Projects
600.00
Antonio Ferri
2- 4500 -2
28.59
500
20204
0
Utility Billing Refund for: 1625 Fair Oaks Court
Bob Timmerman
2- 5500 -2
38.91
500
20204
0
Utility Billing Refund for: 1804 Millstream Court
Castle ate Homes
1- 8250 -1
15.80
500
20204
0
Utility Billing Refund for: 2004 White Wing Cove
Coldwell Banker
1- 1600 -4
150.00
500
20204
0
Utility Billing Refund for: 2314 Cedar Elm
Data Prose
45987
214.01
500
44135
16
Utility Billing Processing for November Cycle
Fort Worth Water Dept
12202007
25,679.56
500
44105
16
Water Volume Purchases
Fort Worth Water Dept
12202007
50.00
500
44106
16
Water Service Charge
Fort Worth Water Dept
12202007
17,612.18
500
44110
16
Water Peak Payment
Hillwood
CR113007
2,363.00
500
48820
16
Debt Service - Hillwood area
Hillwood
CR113007
2,297.75
500
48821
16
Debt Service - Town area
Jerry Mills
2- 4600 -2
11.42
500
20204
0
Utility Billing Refund for: 1608 Fair Oaks Drive
Joe Hennig
11302007
1 3,450.00
500
43335
16
Town Manager Services at 50% - November 2007
Page 3 of 4 1/812008 3:50 PM
TOWN OF WESTLAKE
Invoices Received: 12/17/07 thru 01/06/08
For Review by Board on 01/14/08
VENDOR
Joe Hennig
12312007
5,900.00
500
43335
16
Town Manager Services at 50% - December 2007
Keller (City of)
12272007
25.01
500
44312
16
Keller Waste Water - acct 094 - 0000102 -000
Keller (City of)
12272007A
61.80
500
44312
16
Keller Waste Water - acct 094 - 0000100 -000
Mia Custom Homes
2- 5850 -1
84.00
500
20204
0
Utility Billing Refund for: 1801 Shady Grove Court
Red Wing Shoe Store
6520000000545
87.12
500
46605
16
Work boots for Jarrod Greenwood - 50%
S & K Construction
7- 1567 -1
93.32
500
20204
0
Utility Billing Refund for: 1567 Dove Road
Scott Bradley
8- 5181 -1
60.10
500
20204
0
Utility Billing overpayment for: 2145 Ottin er Road
Simmons Estate Homes
1- 5946 -1
102.50
500
20204
0
Utility Billing Refund for: 2020 Post Oak Place
Sinatra Clasic Homes
1- 5227 -1
16.50
500
20204
0
Utility Billing Refund for: 2204 Vaquero Estates Blvd
Star - Telegram
292243501
707.68
500
44123
16
Ad - Notice to Bidders: West Side Pump Station Modifications
Tower Custom Homes
1- 5218 -1
20.40
500
20204
0
Utility Billing Refund for: 1205 Perdenales
Tri -County Electric 800606413
12202007
24.10
500
46222
16
On -Line Meter Electric Service
Valero 05
12172007
178.35
500
46215
16
Utility Fund Vehicle Fuel @ 50%
Due From Utility
59,272.10
Grand Total
1
99,617.99
Page 4 of 4 1/8/2008 3:50 PM
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN REGULAR MEETING
AGENDA
JANUARY 14, 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. ADMINISTER OATH OF OFFICE AND PRESENT CERTIFICATE OF
APPOINTMENT TO NEWLY APPOINTED ALDERMAN KEVIN MAYNARD.
4. HEAR REPORT FROM FIRST SOUTHWEST COMPANY REGARDING TOWN'S
DEBT SERVICE COVERAGE.
5. CONSIDER A RESOLUTION APPROVING A BUDGET AMENDMENT FOR
PAYMENT OF AN ADDITIONAL AMOUNT DUE TO TXDOT REGARDING THE
FM 1938 BRIDGE ENHANCEMENTS.
6. CONSIDER APPROVAL OF THE 2008 BOARD OF ALDERMEN MEETING
SCHEDULE.
7. CONSIDER A RESOLUTION AUTHORIZING AN AGREEMENT WITH NIGHT
LINE JANITORIAL SERVICES INC. FOR JANITORIAL SERVICES AT THE
WESTLAKE CIVIC CAMPUS.
8. HEAR STATUS REPORT ON CONSTRUCTION OF PERFORMING ARTS AND
SCIENCES CENTER BUILDING.
9. 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 December 10, 2007.
B. Review and approve minutes of the Board of Aldermen workshop held on December 15,
2007.
C. Review and approve any outstanding bills.
10. EXECUTIVE SESSION
A. The Board will conduct a closed session under Texas Government Code section 551.074
to discuss personnel matters.
11. RECONVENE MEETING.
12. EXECUTIVE SESSION ACTION.
13. STAFF REPORTS.
14. TO`VN MANAGER'S REPORT.
15. MAYOR AND ALDERMEN REPORTS / COMMENTS,
16. ADJOURNMENT.
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, January
11, 2008, by 5 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code.
Kim Sutter, TRMC, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please
advise the Town Secretary 48 hours in advance at 817 - 490 -5710 and reasonable accommodations
will be made to assist you.
Town of Westlake
Debt Discussion
January 14, 2008
Presented by:
First Southwest Company
R�
4
$ 5,630,000 $ 3,426,488 $ 9,056,488
Town of Westlake
Summary of Outstanding Debt
SERIES 2003 CERTIFICATES SERIES 2007 GO REFUNDING BONDS
Principal
SERIES
2002 CERTIFICATES
Principal
FYE
Principal
Interest
Total P +I
2008
$ 235,000
$ 341,125
$ 576,125
2009
250,000
325,850
575,850
2010
265,000
309,600
574,600
-------------------------------------------------------------------
2011
280,000
292,375
572,375
2012
295,000
274,175
569,175
2013
315,000
255,000
570,000
2014
330,000
234,525
564,525
2015
-------------------------------------------------------------------
350,000
213,075
563,075
2016
-
190,325
190,325
2017
-
1.90,325
190,325
2018
405,000
190,325
595,325
2019
425,000
167,038
592,038
2020
-----------------------------------------------------------------
445,000
142,600
587,600
2021
470,000
117,013
587,013
2022
495,000
89,988
584,988
2023
520,000
61,525
581,525
2024
550,000
31,625
581,625
2025
210,000
217,240
427,240
•------------------------------------------------------------
2026
259,608
299,608
- - - - --
2027
208,000
428,000
40,000
2028
298,008
1,318,045
230,000
2029
427,550
45,000
256,408
2030
1,31.6,558
240,000
186,625
--- ----- 2031 -----------------------------------------------------------
50,000
254,608
304,608
2032
250,000
175,225
425,225
$ 5,630,000 $ 3,426,488 $ 9,056,488
Town of Westlake
Summary of Outstanding Debt
SERIES 2003 CERTIFICATES SERIES 2007 GO REFUNDING BONDS
Principal
Interest
Total P +l
Principal
Interest
Total P +I
Total P +I
$ 145,000
$ 279,444
$ 424,444
$ 15,000
$ 299,745
$ 314,745 $
1,315,314
150,000
275,529
425,529
20,000
299,145
319,145
1,320,524
155,000
271,029
426,029
20,000
298,345
318,345
1,318,974
160,000
265,914
425,914
25,000
297,545
322,545
1,320,834
165,000
260,314
425,314
25,000
296,545
321,545
1,316,034
170,000
254,291
424,291
25,000
295,545
320,545
1,314,836
175,000
248,001
423,001
35,000
294,608
329,608
1,317,134
185,000
241,220
426,220
35,000
293,295
328,295
1,317,590
190,000
233,820
423,820
410,000
291,983
701,983
1,316,128
200,000
225,840
425,840
425,000
276,608
701,608
1,317,773
210,000
217,240
427,240
40,000
259,608
299,608
1,322,173
220,000
208,000
428,000
40,000
258,008
298,008
1,318,045
230,000
197,550
427,550
45,000
256,408
301,408
1,31.6,558
240,000
186,625
426,625
50,000
254,608
304,608
1,318,245
250,000
175,225
425,225
55,000
252,608
307,608
1,317,820
260,000
163,350
423,350
60,000
250,408
310,408
1,315,283
275,000
151,000
426,000
65,000
248,008
313,008
1,320,633
290,000
--------------------------------------------------------------------------------------------------------------------------------
137,250
427,250
645,000
245,408
890,408
1,317,658
300,000
122,750
422,750
670,000
219,608
889,608
1,312,358
315,000
107,750
422,750
700,000
192,808
892,808
1,315,558
335,000
92,000
427,000
730,000
164,808
894,808
1,321,808
350,000
75,250
425,250
760,000
134,695
894,695
1,319,945
365,000
--------------------------------------------------------------------------------------------------------------------------------
57,750
422,750
790,000
103,345
893,345
1,316,095
385,000
39,500
424,500
825,000
70,560
895,560
1,320,060
405,000
20,250
425,250
855,000
35,910
890,910
1,316,160
$ 6,125,000
$ 4,506,891
$10,631,891
$ 7,365,000
$ 5,890,155
$13,255,155 $
32,943,534
Town of Westlake
Summary of Revenues Intended for Debt Service Repayment
Lased on FYE 2007Nymbers
Categories
4B Sales Taxes Revenues
Property Tax Reduction Revenues
Transfer from Utility Fund
Visitors Association Fund
Outstanding Debt
AND
Potential Certificates
of Obligation
Upcoming
General Obligation
Bonds Issue
$ 732,585 $ _
578,459 _
29,731 _
1.65,000
Total Available for Debt Service $ 1,340,775 $ 165,000
(1) Assumed to equal approximate projected maximum annual debt service.
Town of Westlake
SCENARIO 1 - Coverage Analysis - $2.5mm General Obligation Bond Issue
A B C D E
$19,120,000 $13,823,534 $32,943,534
F
Coverage
1.02x
1.02x
1.02x__
1.02x
1.02x
1.02x
1.02x
__1.02x__
1.02x
1.02x
1.Olx
1.02x
1.02x__
1.02x
1.02x
1.02x
1.02x
__1.02x__
1.02x
1.02x
1.Olx
1.02x
__1.02x__
1.02x
1.02x
G
Net
OUTSTANDING DEIST
J
Available for
L
Net
'YE
Debt Service
Principal
Interest
Total P +I
008
$ 1,340,775 $
395,000
$ 920,314
$ 1,315,314
009
1,340,775
420,000
900,524
1,320,524
010
----------------------------------------------------------------------------
1,340,775
440,000
878,974
1,318,974
011
1,340,775
465,000
855,834
1,320,834
012
1,340,775
485,000
831,034
1,316,034
013
1,340,775
510,000
804,836
1,314,836
01.4
1,340,775
540,000
777,134
1,317,134
015
----------------------------------------------------------------------------
1,340,775
570,000
747,590
1,317,590
016
1,340,775
600,000
716,128
1,316,128
017
1,340,775
625,000
692,773
1,31.7,773
018
1,340,775
655,000
667,173
1,322,173
019
1,340,775
685,000
633,045
1,318,045
020
----------------------------------------------------------------------------
1,340,775
720,000
596,558
1,316,558
021
1,340,775
760,000
558,245
1,318,245
022
1,340,775
800,000
517,820
1,317,820
023
1,340,775
840,000
475,283
1,315,283
024
1,340,775
890,000
430,633
1,320,633
025
----------------------------------------------------------------------------
1,340,775
935,000
382,658
1,317,658
026
1,340,775
970,000
342,358
1,312,358
027
1,340,775
1,015,000
300,558
1,315,558
028
1,340,775
1,065,000
256,808
1,321,808
029
1,340,775
1,110,000
209,945
1,319,945
D30
----------------------------------------------------------------------------
1,340,775
1,155,000
161,095
1,316,095
031
1,340,775
1,210,000
110,060
1,320,060
032
1,340,775
1,260,000
56,160
1,316,160
033
1.03x
1,476,201
165,000
100,000
D34
161,188
1.02x
1,482,995
165,000
D35
56,318
161,318
1.02x
1,481,263
D36----------------------------------------------------------------------------
- - - - -- 110,000-
-------------------------------------------------
51,204
161,204
1.02x
037
165,000
115,000
45,847
160,847
$19,120,000 $13,823,534 $32,943,534
F
Coverage
1.02x
1.02x
1.02x__
1.02x
1.02x
1.02x
1.02x
__1.02x__
1.02x
1.02x
1.Olx
1.02x
1.02x__
1.02x
1.02x
1.02x
1.02x
__1.02x__
1.02x
1.02x
1.Olx
1.02x
__1.02x__
1.02x
1.02x
G
H
I
J
K
L
Net
SERIES 2008 GO BONDS
Available for
5/1/08 - 4.75% - 30 Ycars
Net
Debt Service
Principal
Interest
Total P +I
Coverage
Total P +I
$ 1,315,314
$ 165,000
$ 45,000
$ 115,596
$ 160,596
1.03x
1,481,119
1.65,000
-------°-------------------------------°---------
45,000
113,953
158,953
----- --------- ----
1.04x
---- -- -------
1,477,927
----°----------
165,000
50,000
112,288
162,288
1.02x
- - --
1,483,122
165,000
50,000
110,403
160,403
1.03x
1,476,437
165,000
50,000
108,478
158,478
1.04x
1,473,314
165,000
55,000
106,508
161,508
1.02x
1,478,642
165,000
°-------------------------------------------------------
55,000
104,297
159,297
---- ------
1.04x
----- ---- -- - - --
1,476,887
----------- -- -----°
165,000
60,000
102,037
162,037
1.02x
1,478,164
165,000
60,000
99,511
159,511
1.03x
1,477,283
165,000
65,000
96,931
161,931
1.02x
1,484,103
165,000
65,000
94,103
159,103
1.04x
1,477,148
165,000
70,000
91,243
161,243
1.02x
1,477,801
------------------------------------------------'--
165,000
75,000
88,128
------ -------- ------------
163,128
------
1.Olx
--------------- -----
1,481,373
165,000
75,000
84,753
159,753
1.03x
1,477,573
165,000
80,000
81,356
1.61,356
1.02x
1,476,638
165,000
85,000
77,700
162,700
1.Olx
1,483,332
165,000
-----165,000
---------------------------°----------
85,000
73,781
158,781
--- -- '--------
-
]-.04x
.04x
---- -
1,476,439
--------
165,000
90,000
69,837
1.59,837
1.03x
---- -----
1-'-472,195
165,000
95,000
65,643
1.60,643
1.03x
1,476,201
165,000
100,000
61,188
161,188
1.02x
1,482,995
165,000
105,000
56,318
161,318
1.02x
1,481,263
- - -- 165,000----
- - - - -- 110,000-
-------------------------------------------------
51,204
161,204
1.02x
1,477,299
- - -
165,000
115,000
45,847
160,847
1.03x
- - -- -
1,480,907
165,000
120,000
40,247
160,247
1.03x
1,476,407
165,000
125,000
34,403
159,403
1.04x
159,403
165,000
130,000
28,215
158,215
1.04x
158,21.5
- - -- 165,000 ---
-
- - - - -- 140,000--
- - - - -- 21,780-
- ---------------------------
161,780
1.02x
- - -
1615780-
165,000
145,000
14,850
159,850
- --
1.03x
- -- - - - - --
159,850
165,000
155,000
7,673
162,673
1.Olx
162,673
$ 2,500,000
$ 2,158,266
$ 4,658,266
$ 37,601,799
Town of Westlake
SCENARIO 2 - Coverage Analysis - $2.5inm General Obligation Bond Issue + Potential $1.0mm Certificates of Obligation Issue
H
Coverage
1.02x
0.97x
0.97x _
0 97X
0.97x
0.97x
0.97x
0.97x
0.97x -
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
I
Shortfall
(45,982)
(43,702)
(44,822)
(39,268)
(37,301)
(38,810)
(41,178)
(41,771)
(45,096)
(39,881)
(37,293)
(42,868)
(41,093)
(37,197)
(46,176)
(41,587)
(34,663)
(41,232)
(45,606)
(41,796)
0.97x (42,771)
0.97x (41,680)
21.00x -
20.20x -
21.06x -
20.33x -
21.29x -
J K L
SERIES 2008 GO BONDS
5/1/08 - 4.75% - 30 Years
Principal Interest Total P +I
$ 45,000 $ 115,596 $ 160,596
45,000
- -------------------------------
B
C
D
E
F
G
110,403
Net
Outstanding
SERIES 2008 CERTIFICATES
158,478
55,000
Available for
Debt
5/1/08 - 4.75% - 30 Years
104,297
159,297
'E
Debt Service
Total P +I
Principal
Interest
Total P +I
Total P +I
08
$ 1,340,775
$ 1,315,314
94,103
159,103
70,000
---------------------------------------------
$ 1,315,314
09
1,340,775
1,320,524
$ 20,000 $
46,234
$ 66,234
1,386,758
10
1,340,775
1,318,974
20,000
45,504
65,504
1,384,478
11
1,340,775
1,320,834
20,000
44,764
64,764
1,385,598
12
1,340,775
1,316,034
20,000
44,010
64,010
1,380,044
13
1,340,775
1,314,836
20,000
43,240
63,240
1,378,076
14
1,340,775
1,317,134
20,000
42,452
62,452
1,379,586
15
1,340,775
1,317,590
20,000
41,648
61,648
1,379,238
16
1,340,775
1,316,128
25,000
40,826
65,826
1,381,954
17
1,340,775
1,317,773
25,000
39,774
64,774
1,382,546
18
1,340,775
1,322,173
25,000
38,699
63,699
1,385,871
19
1,340,775
1,318,045
25,000
37,611
62,611
1,380,656
20
775
1 340 - ---------------
1,316,558
----------
25,000
- - - - -- -5,000 - - - -
3 ,511
- -- -6,51 --
- - - - -- 61,511 -------------
-- - ---9
21
1,340,775
1,318,245
30,000
35,399
65,399
1,383,644
22
1,340,775
1,317,820
30,000
34,049
64,049
1,381,869
23
1,340,775
1,315,283
30,000
32,690
62,690
1,377,972
24
1,340,775
1,320,633
35,000
31,319
66,319
1,386,951
25
1,340,775
1,317,658
35,000
29,705
64,705
1,382,363 _
26
1,340,775
1,312,358
35,000
28,081
63,081
1,375,439
27
1,340,775
1,315,558
40,000
26,450
66,450
1,382,008
28
1,340,775
1,321,808
40,000
24,574
64,574
1,386,382
29
1,340,775
1,319,945
40,000
22,626
62,626
1,382,571
30
1,340,775
1,316,095
45,000
20,678
65,678
1,381,773
31
1,340,775
1,320,060
45,000
18,487
63,487
1,383,547
32
1,340,775
1,316,160
50,000
16,295
66,295
1,382,455
33
1,340,775
50,000
13,860
63,860
63,860
34
1,340,775
55,000
11,385
66,385
66,385
35
1,340,775
55,000
8,663
63,663
63,663
----------------------------------------------------------------------------------------------------------
36
1,340,775
60,000
5,940
65,940
65,940
37
1,340,775
60,000
2,970
62,970
62,970
$32,943,534
$1,000,000 $
864,440
$1,864,440
$34,807,974
H
Coverage
1.02x
0.97x
0.97x _
0 97X
0.97x
0.97x
0.97x
0.97x
0.97x -
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
0.97x
I
Shortfall
(45,982)
(43,702)
(44,822)
(39,268)
(37,301)
(38,810)
(41,178)
(41,771)
(45,096)
(39,881)
(37,293)
(42,868)
(41,093)
(37,197)
(46,176)
(41,587)
(34,663)
(41,232)
(45,606)
(41,796)
0.97x (42,771)
0.97x (41,680)
21.00x -
20.20x -
21.06x -
20.33x -
21.29x -
J K L
SERIES 2008 GO BONDS
5/1/08 - 4.75% - 30 Years
Principal Interest Total P +I
$ 45,000 $ 115,596 $ 160,596
45,000
- -------------------------------
113,953
158,953
50,000
112,288
162,288
50,000
110,403
160,403
50,000
108,478
158,478
55,000
106,508
161,508
55,000
---------------------------------------------
104,297
159,297
60,000
102,037
162,037
60,000
99,511
159,511
65,000
96,931
161,931
65,000
94,103
159,103
70,000
---------------------------------------------
91,243
161,243
75,000
88,128
163,128
75,000
84,753
159,753
80,000
81,356
161,356
85,000
77,700
162,700
85,000
---------------------------------------------
73,781
158,781
90,000
69,837
159,837
95,000
65,643
160,643
100,000
61,188
161,188
105,000
56,318
161,318
110,000
--------
51,204
161,204
11-------------------------------------
5,000
45,847
160,847
120,000
40,247
160,247
125,000
34,403
159,403
130,000
28,215
158,215
140,000
---------------------------------------------
21,780
161,780
145,000
14,850
159,850
155,000
7,673
162,673
$2,500,000
$2,158,266
$4,658,266
M
Net
Total P +I
$ 1,315,314
1,547,353
1,543,431
- - -- 1,547,886
1,540,447
1,536,554
1,541,094
1,538,535
1,543,990
1,542,057
1,547,802
1,539,759
1,539,312
- - -- 1,546,772
1,541,622
1,539,328
1,549,651
1,541,144
1,535,276
1,542,651
1,547,569
1,543,889
1,542,977
1,544,394
1,542,702
223,263
224,600
225,790
225,643
$ 39,466,239
Town of Westlake
SCENARIO 3 - Coverage Analysis - $2.5mm General Obligation Bond Issue + Potential $1.5mm Certificates of Obligation Issue
B
C
D
E
F
C
FI
Net
Outstanding
SERIES 2008 CERTIFICATES
106,508
161,508
Available for
Debt
5/1/08 - 4.75% - 30 Years
162,037
99,511
159,511
E Debt Service
Total P +I
Principal
Interest
Total P +l
Total P +I
Coverage
78 $ 1,340,775
$ 1,315,314
159,753
81,356
161,356
$ 1,315,314
1.02x
)9 1,340,775
1,320,524
$ 25,000
$ 69,324
$ 94,324
1,414,848
0.95x
10 1,340,775
1,318,974
30,000
68,412
98,412--- -
- - - -- 1,417,385 - -
- -- 0.95x
11 1,340,775
1,320,834
30,000
67,302
97,302
1,418,135
0.95x
12 1,340,775
1,316,034
30,000
66,171
96,171
1,412,204
0.95x
13 1,340,775
1,314,836
30,000
65,016
95,016
1,409,852
0.95x
14 1,340,775
1,317,134
35,000
63,834
98,834
1,415,967
0.95x
15 1,340,775
1,317,590
35,000
62,427
97,427--- -
- - - -- 1,415,017 - -
- -- 0.95x
16 1,340,775
1,316,128
35,000
60,988
95,988
1,412,116
0.95x
17 1,340,775
1,317,773
35,000
59,515
94,515
1,412,287
0.95x
18 1,340,775
1,322,173
40,000
58,010
98,010
1,420,182
0.94x
19 1,340,775
1,318,045
40,000
56,270
96,270
1,414,315
0.95x
20 1,340,775
1,316,558
40,000
54,510
94,510
1,411,067
0.95x
21 1,340,775
1,318,245
45,000
52,730
97,730
1,415,975
0.95x
22 1,340,775
1,317,820
45,000
50,705
95,705
1,413,525
0.95x
23 1,340,775
1,315,283
50,000
48,666
98,666
1,413,949
0.95x
24 1,340,775
1,320,633
50,000
46,381
96,381
1,417,014
0.95x
25 1,340,775
1, 317, 658---
50,000-
44,076
94,076--- -
- - - -- 1,411,734 - -
-- 0.95x
26 1,340,775
1,312,358
- - - - --
55,000
- - - - --
41,756
96,756
1,409,114
0.95x
27 1,340,775
1,315,558
55,000
39,193
94,193
1,409,751
0.95x
28 1,340,775
1,321,808
60,000
36,614
96,614
1,418,421
0.95x
29 1,340,775
1,319,945
65,000
33,692
98,692
1,418,637
0.95x
30 1,340,775
1,316,095
65,000
30,526
95,526
1,411,621
0.95x
31 1,340,775
1,320,060
70,000
27,361
97,361
1,417,421
0.95x
32 1,340,775
1,316,160
70,000
23,952
93,952
1,410,112
0.95x
33 1,340,775
75,000
20,543
95,543
95,543
14.03x
34 1,340,775
80,000
16,830
96,830
96,830
13.85x
35 1,340,775
85,000
12,870
97,870
97,870
13.70x
----------------------------------------------------------------------------------------------------------------------
36 1,340,775
85,000
8,663
93,663
93,663
14.31x
37 1,340,775
90,000
4,455
94,455
94,455
14.19x
$ 32,943,534
$1,500,000
$1,290,783
$ 2,790,783
$ 35,734,317
I
Shortfall
(74,072)
(76,610)
-- (77,360)
(71,429)
(69,076)
(75,192)
(74,241)
(71,340)
(71,512)
(79,407)
(73,539)
3 K L
SERIES 2008 GO BONDS
5/1/08 - 4.75% - 30 Years I
Principal Interest Total P +I
$ 45,000 $
45,000
50,000
50,000
50,000
55,000
55,000
____
60,000
60,000
65,000
65,000
(75,199)
75,000
(72,749)
75,000
(73,173)
80,000
(76,238)
85,000
(68,338)
(68,975)
(77,646)
(77,861)
(70,846)
(76,645)
(69,336)
90,000
95,000
100,000
105,000
110,000
115,000
120,000
125,000
130,000
140,000
145,000
155,000
115,596 $
160,596
113,953
------------------
158,953
- - - - --
112,288
162,288
110,403
160,403
108,478
158,478
106,508
161,508
104,297
159,297
102,037
162,037
99,511
159,511
96,931
161,931
94,103
159,103
91,243
161,243
88,128
163,128
84,753
159,753
81,356
161,356
77,700
162,700
73,781
158,781
69,837
159,837
65,643
160,643
61,188
161,188
56,318
161,318
51,204
161,204
45,847
160,847
40,247
160,247
34,403
159,403
28,215
158,215
21,780
161,780
14,850
159,850
7,673
162,673
$ 2,500,000 $ 2,158,266 $ 4,658,266
M
Net
Total P +I
$ 1,315,314
1,575,443
1,576,338
--------------- --
1,580,423
1,572,607
1,568,330
1,577,475
1,574,314
--------------- --
1,574,152
1,571,798
1,582,113
1,573,418
1,572,310
--------------- --
1,579,103
1,573,278
1,575,304
1,579,713
1,570,515
1,568,951
1,570,394
1,579,609
1,579,954
1,572,825
--------------- --
1,578,268
1,570,358
254,945
255,045
253,513
257,128
$ 40,392,582
Town of Westlake
Summary of Revenues Intended for Debt Service Repayment - Uninsured Issues
Based on FYE 2007 Numbers
Categories
4B Sales Taxes Revenues
Property Tax Reduction Revenues
Transfer from Utility Fund
Visitors Association Fund
Total Available for Debt Service
Outstanding Debt
AND
Potential Certificates
of Obligation
Upcoming
General Obligation
Bonds Issue
$ 732,585 $ -
578,459 -
29,731 -
- 175,000
$ 1,340,775 $ 175,000
(1) Assumed to equal approximate projected maximum annual debt service.
k B
Town of Westlake
SCENARIO 4 - Coverage Analysis - $2.5mm General Obligation Bond Issue - Uninsured
C D E F
OUTSTANDING DEBT
Net
Principal
Available for
(E
Debt Service
08
$ 1,340,775
X09
1,340,775
110
1,340,775
X11
1,340,775
X12
1,340,775
113
1,340,775
114
1,340,775
115
1,340,775
if
1,340775
117
1,340,775
118
1,340,775
119
1,340,775
120------1,340,775
777,134
121
-
1,340,775
122
1,340,775
123
1,340,775
124
1,340,775
125
1,340,775
126
1,340,775
)27
1,340,775
128
1,340,775
129
1,340,775
130
1,340,775
131
1,340,775
132
1,340,775
133
1.02x.
134
558,245
135
1.02x
•---------------------
)36
517,820
)37
1.02x
Town of Westlake
SCENARIO 4 - Coverage Analysis - $2.5mm General Obligation Bond Issue - Uninsured
C D E F
OUTSTANDING DEBT
$ 40,000 $
Principal
Interest
Total P +I
Coverage
$ 395,000
$ 920,314
$ 1,315,314
1.02x
420,000
900,524
1,320,524
1.02x
440,000
878,974
1,318,974
1.02x
465,000
855,834
1,320,834
1.02x.
485,000
831,034
1,316,034
1.02x
510,000
804,836
1,314,836
1.02x
540,000
777,134
1,317,134
1.02x
570,000
747,590
1,317,590
1.02x
600,000
716,128
1,316,128
1.02x
625,000
692,773
1,317,773
1.02x
655,000
667,173
1,322,173
1.Olx
685,000
633,045
1,318,045
1.02x
- - - - -- 720,000
596,558
1,316,558
1.02x.
-
760,000
558,245
1,318,245
1.02x
800,000
517,820
1,317,820
1.02x
840,000
475,283
1,31.5,283
1.02x
890,000
430,633
1,320,633
1.02x
935,000
- -----------------------------------------------
382,658
1,317,658
1.02x
970,000
342,358
1,312,358
1.02x
1,015,000
300,558
1,315,558
1.02x
1,065,000
256,808
1,321,808
1.Olx
1,110,000
209,945
1,319,945
1.02x
1,155,000
- ---------------------------------------------
161,095
1,316,095
1.02x
1,210,000
110,060
1,320,060
1.02;
1,260,000
56,160
1,316,160
1.02x
$19,120,000 $1.3,823,534 $32,943,534
G H I J K
Net SERIES 2008 GO BONDS
Available for 5 /1/08 - 5.25 %) - 30 Years
Debt Service Principal Interest Total P +1 Coverage
$ 175,000
$ 40,000 $
128,424 $
168,424
175,000
45,000
126,764
171,764
------------------------------------------------------------------
175,000
45,000
124,874
175,000
45,000
122,952
167,952
175,000
50,000
120,995
170,995
175,000
50,000
118,775
168,775
175,000
55,000
116,515
171,515
175,000
55,000
113,979
168,979
175,000
60,000
111,389
171,389
175,000
60,000
108,509
168,509
175,000
65,000
105,599
170,599
1. 75,000------
- - - - -- 70,000- - - - - --
102,414-
- - ---------------
172,414
- --
- --
175,000
70,000
98,949
168,949
175,000
75,000
95,449
170,449
175,000
80,000
91,676
171,676
175,000
80,000
87,620
167,620
175,000
85,000
83,532
168,532
•------------------------------------------------------------------
175,000
90,000
79,163
169,163
175,000
95,000
74,519
169,519
175,000
100,000
69,589
169,589
175,000
105,000
64,219
169,219
175,000
110,000
58,580
168,580
175,000
115,000
52,673
167,673
175,000
125,000
46,498
171,498
175,000
130,000
39,785
169,785
175,000
1.40,000
32,700
172,700
175,000
•------------------------------------------------------------------
145,000
25,070
170,070
175,000
155,000
17,168
172,168
175,000
160,000
8,720
168,720
$ 2,500,000 $ 2,427,091 $ 4,927,091
1.04x
1.02x
1.03;
1.04x
1.02x
1.04x
1.02x.
1.04x
1.02x
1.04x
1.03x
1.02x
1.04x
1.03x
1.02x
1.04x
1.04x
1.03x
1.03x
1.03x
1.03x
1.04x.
1.04x
1.02x
1.03x
l.Olx
1.03x
1.02x
1.04x
L
Net
Total P +I
$ 1,315,314
1,488,947
1,490,737
1,490,707
1,483,986
1,485,831
1,485,908
1,489,105
1,485,107
1,489,161
1,490,681
1,488,644
1,488,971
- - - -- 1,487,194
1,488,269
1,486,959
1,488,253
1,486,190
------------------
1,481,521
1,485,077
1,491,396
1,489,1.64
1,484,675
_____
1,487,733
1,487,658
169,785
172,700
170,070
- - - - - -- 172,168
168,720
$ 37,870,625
Town of Westlake
SCENARIO 5 - Coverage Analysis - $2.5mm General Obligation Bond Issue + Potential $1.0mm Certificates of Obligation Issue - Uninsured
H I
Coverage
B
C
D
E
F
G
(43,937)
Net
Outstanding
SERIES 2008 CERTIFICATES
(44,513)
0.97x
Available for
I
5/1/08 - 5.25% - 30 Years
097x
B
Debt Service
Total P +I
Principal Interest
Total P +1
Total P +I
08
$ 1,340,775
$ 1,315,314
1,560,816
45,000
$ 1,315,314
09
1,340,775
1,320,524
$ 15,000 $
51,362
$ 66,362
1,386,885
10
1,340,775
1,318,974
15,000
50,739
655739
1,384,713
11
1,340,775
1,320,834 20,000
505109
70,109
1,390,943
12
1,340,775
1,316,034
20,000
49,255
69,255
1,385,289
13
1,340,775
1,314,836
20,000
48,385
68,385
15383,221
14
1,340,775
1,317,134
20,000
47,497
67,497
1,384,631
15
1,340,775
1,317,590
20,000
46,593
665593
15384,183
16 1,340,775
1,316,128 25,000
45,671
70,671
1,386,799
17
1,340,775
1,317,773
25,000
44,494
695494
1,387,266
X18
1,340,775
1,322,173
25,000
43,294
68,294
1,390,466
X19
1,340,775
1,318,045
25,000
42,081
67,081
1,385,126
120
1,340,775
1,316,558
25,000
40,856
65,856
1,382,414
121 1,340,775 1,318,245 30,000
39,619
69,619
1,387,864
122
1,340,775
1,317,820
30,000
38,119
68,119
1,385,939
123
1,340,775
1,315,283
30,000
36,610
66,610
1,381,892
124
1,340,775
1,320,633
35,000
355089
70,089
1,390,721
125
1,340,775
1,317,658
35,000
33,300
68,300
1,385,958
-- -
---------------------------------------------------------------------------------------------------------
)26 1,340,775 1,312,358 35,000
31,501
66,501
1,378,859
)27
1,3405775
1,315,558
40,000
29,695
69,695
1,385,253
)28
15340,775
1,321,808
405000
27,619
67,619
1,389,427
)29
1,340,775
1,319,945
40,000
25,471
65,471
1,385,416
)30
1,340,775
1,316,095
45,000
23,323
68,323
1,384,418
)31 1,340,775 1,320,060
45,000
20,907
65,907
1,385,967
)32
1,340,775
1,316,160
50,000
18,490
68,490
1,384,650
)33
1,340,775
50,000
15,805
65,805
65,805
)34
1,340,775
55,000
13,080
68,080
68,080
)35
1, 340, 775
60,000
10,083 -
- - -- 70,083 - -
- -- __- 70,083-
- -
)36
--
1,340,775
-_ --
60,000
6,813
66,813
66,813
)37
1,340,775
65,000
35543
68,543
68,543
$32,943,534
$1,000,000 $
969,398
$1,969,398
$34,912,931
H I
Coverage
Shortfall
1.02x
$ -
0.97x
(46,110)
0.97x
(43,937)
-----------
0.96x
(50,167)
0.97x
(44,513)
0.97x
(42,446)
0.97x
(43,855)
097x
(43,408)
0.97x
0.97x
0.96x
0.97x
0.97x
0.97X
0.97x
0.97x
0.96x
0.97x
0.97x
0.97x
0.96x
0.97x
0.97x
0.97x
0.97x
20.37x
19.69x
19.13x
20.07x
19.56x
(46,023)
(46,491)
(49,691)
(44,351)
(41,638)
(47,088)
(45,163)
(41,1.17)
(49,946)
(45,182)
(38,083)
(44,477)
(48,651)
(44,641)
(43,643)
(45,191)
(43,875)
J
K
L
I
M
SERIES 2008 GO BONDS
5 /1/08
- 5.250/, - 30 Years
I
Net
Total P +I
$ 1,315 314
Principal Interest Total P +I
$ 40,000
$ 128,424
$ 168,424
1,555,309
45,000
126,764
171,764
- -- -- 1,556,476- -
45,000 124,874 169,874
1,560,816
45,000
122,952
167,952
1,553,241
50,000
120,995
170,995
1,5 54,216
50,000
118,775
168,775
1,553,405
55,000
116,515
1.71,515
-- 1,555,698
55,000
113,979
168,979
1,555,778
60,000
111,389
171,389
1,558,655
60,000
108,509
168,509
1,55 8,975
65,000
105,599
170,599
1,555,725
70,000
102,414
172,414
- _ -- 1,554,827 -
------------------------------
70,000
94 ---------------------
98,9
168,949
1,556,812
75,000
95,449
170,449
1,556,387
80,000
91,676
171,676
1,553,568
80,000
87,620
167,620
1,558,341
85,000
83,532
168,532
---
1,554,490
- - - -- -
------------------------------------------------
90,000
79,163
169,163
1,548,022
95,000
74,519
169,519
1,554,772
100,000
69,589
169,589
1,559,015
105,000
64,219
169,219
1,554,635
110,000
58,580
168,580
- - - -- 1,552,998
115,000
52,673
167,673
1,553,640
125,000
46,498
171,498
1,556,148
130,000
39,785
169,785
235,590
140,000
32,700
172,700
240,780
145,000
25,070
170,070
- -- __ -- 240,153 -
155,000
17,168
172,168
238,980
160,000
8,720
168,720
237,263
$39,
$2,500,000 $2,427,091 $4,927,091
Town of Westlake
SCENARIO 6 - Coverage Analysis - $2.5mm General Obligation Bond Issue + Potential $1.5mm Certificates of Obligation .Issue - Uninsured
A
YE
008
009
,010_
;011
;012
D13
D14
A15
:016
!017
!018
T19
!020
?021
?022
> -023
?024
2025
2026
2027
2028
2029
2030
2031
2032
2033
2034
2035
2037
B
Net
Available for
Debt Service
$1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
1,3409775
1,340,775
1,340,775
1,340,775
1,340,775
- -_ 1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
____
1,340,775
1,340,775
1,340,775
1,340,775
1,340,775
____
1,340,775
1,340,775
C
D
E
F
Outstanding I
SERIES 2008 CERTIFICATES
Debt
5/1/08 - 5.25% - 30 Years
Total P +I
Principal
Interest
Total P +I
65,000
34,985
99,985
70,000
1,320,524
$ 25,000
$ 77,066
$ 102,066
1,318,974
25,000
76,029
101,029
_____ - - --------------------------------------------------
1,320,834
25,000
74,979
99,979
1,316,034
30,000
73,911
103,911
1,314,836
30,000
72,606
102,606
1,317,134
30,000
71,274
101,274
1,317,590
30,000
69,918
99,918
----- -- 1-----------------------------------------------------------
,316,128
35,000
68,535
103,535
1,317,773
35,000
66,887
101,887
1,322,173
35,000
65,207
100,207
1,318,045
40,000
63,509
103,509
1,316,558
40,000
61,549
101,549
1,318,245
45,000
59,569
104,569
1,317,820
45,000
57,319
102,319
1,315,283
45,000
55,056
100,056
1,320,633
50,000
52,774
102,774
1317,658
50,000
50,219
100,219
1,312,358
1,315,558
1,321,808
1,319,945
1,316,095
1,320,060
1,316,160
$32,943,534
55,000
47,649
102,649
60,000
44,811
104,811
60,000
41,697
101,697
65,000
38,475
103,475
65,000
34,985
99,985
70,000
31,494
101,494
75,000
27,735
102,735
80,000
23,708
103,708
85,000
19,348
104,348
85,000
14,715
99,715
90,000
10,083
100,083
95,000
5,178
100,178
$1,500,000
$1,456,280
$2,956,280
G
Total P +I
$ 1,315,314
1,422,590
1,420,002_
1,420,812
1,419,945
1,417,442
1,418,408
1,417,508_
1,419,663
1,419,659
1,422,379
1,421,554
---- 1,418,107-
1,422,814
1,420,139
1,415,338
1,423,407
-----1,417,877-
1,415,007
1,420,369
1,423,505
1,423,420
1,416,080_
1,421,554
1,418,895
103,708
104,348
99,715
100,083
100,178
$ 35,899,81.4
H I
Coverage
Shortfall
1.02x
$ -
0.94x
(81,814)
0.94x
(79,227)
- -----------------
0.94x
(80,037)
0.94x
(79,169)
0.95x
(76,667)
0.95x
(77,632)
0.95x
(76,733)
- -----------------
6 x
(78,887)
0.94x
(78,884)
0.94x
(81,604)
0.94x
(80,779)
0.95x
(77,331)
0.94x
0.94x
0.95x
0.94x
0.95x
0.95x
0.94x
0.94x
0.94x
0.95x
(79,364)
(74,563)
(82,631)
(77,101)
(74,231)
(79,593)
(82,729)
(82,645)
0.94x (80,779)
0.94x (78,120)
12.93x -
12.85x -
13.45x -
13.40x
13.38x
i K L
SERIES 2008 GO BONDS
5/1/08 - 5.25% - 30 fears
Principal Interest Total P +l
$ 40,000
45,000
45,000
45,000
50,000
50,000
55,000
55,000
60,000
60,000
65,000
70,000
75,000
80,000
80,000
85,000
95,000
100,000
105,000
110,000
115,000
125,000
130,000
140,000
145,000
155,000
160,000
$ 128,424 $
126,764
--- 124,874 - - --
122,952
120,995
118,775
116,515
113,979 ___
111,389
108,509
105,599
102,414
98,949
95,449
91,676
87,620
- - - -- 83,532 - --
79,163
74,519
69,589
64,219
58,580
- - - -- -- ---- - --
46,498
39,785
32,700
25,070
• - - - -- -- ---- - --
8,720
168,424
171,764
169,874
167,952
170,995
168,775
171,515
168,979
171,389
168,509
170,599
172,414
168,949
170,449
171,676
167,620
168,532
169,163
169,519
169,589
169,219
168,580
167,673
171,498
169,785
172,700
170,070
172,168
168,720
$2,500,000 $2,427,091 $4,927,091
M
Net
Total P +I
$ 1,315,314
1,591,013
1,591,766
1,590,686
1,587,897
1,588,437
1,587,182
1,589,023
- - - -- 1,588,642
1,591,048
1,590,888
1,592,153
1,590,520 _
1,591,763
1,590,588
1,587,014
1,591,027
1,586,409 _
1,584,170
1,589,888
1,593,093
1,592,639
1,584,660 _
- - - -- 1,589,227
1,590,393
273,493
277,048
269,785 _
- - - - - -- 272,250
268,898
$ 40,826,905
Page 1 of 1
Kim Sutter
From: Scott Bradley [sbradley @westlake- tx.org]
Sent: Tuesday, January 15, 2008 9:03 AM
To: 'ksutter @westlake - tx.org'
Subject: Town of Westlake Board of Aldermen / Trustees Meeting Update
January 14, 2008
Dear Westlake Resident:
The Board held three meetings on Monday, January 14, 2008. This is a summary of each:
Board of Aldermen Pre -Board Meeting
- The Board met with Ron Holifield of Strategic Government Resources, the firm employed to conduct the search
for a Town Manager, and defined the criteria for the search candidates.
- The Interim Town Manager advised the Board concerning a possible economic development opportunity.
- The Interim Town Manager briefly outlined the matters to be discussed at the regular Board meeting.
Board of Trustees Regular Meeting
- The Board appointed members to the Head of School Search Committee to identify a minimum of two and a
maximum of four candidates to be considered by the Board to serve as the new Head of School.
- Approved the formation of a Campus Leadership Team.
- Approved the 2008 -2009 School Calendar. Next fall school will begin on August 25, 2008, and will end June 3,
2009.
- Approved the filing of an application to expand the geographic area for transfer students.
- Adopted the 2008 Board of Trustees regular meeting schedule.
Board of Aldermen Regular Meeting
- Heard citizen comments from Barbara Brizuela, Jim Billington, and Tim Brittan.
- Administered the Oath of Office to newly appointed Alderman Kevin Maynard.
- Heard a report from First Southwest Company, the Town's financial advisor, concerning its study of the Town's
debt and ability to finance debt in the future. A copy of the report is on file in the Town Secretary's office.
- Adopted the 2008 Board of Aldermen regular meeting schedule.
- Authorized an agreement for janitorial services for the Westlake Civic Campus.
- Heard a status report from the Interim Town Manager concerning the Arts and Sciences Center project.
- Heard a staff report from Facilities and Recreation Director Troy Meyer concerning the establishment of a tree
farm. The Town thanks Eagle Scout Haden Anderson for his leadership in designing and implementing the tree
farm. In addition, Mr. Meyer discussed the 2008 Arbor Day event. If you are interested in being appointed to
the Tree City USA Committee, please contact Town Secretary Kim Sutter for an application.
- Heard a report from the Interim Town Manager's concerning FM1938. Under the current schedule the
construction contract will be let in September 2008, with construction to begin January 2009.
- Mr. Hennig stated that he hopes to place an item on the next pre -board meeting to discuss the oil and gas
drilling ordinance.
- The Mayor announced that a dumpster will be placed at the Westlake Civic Campus this spring to accept items
from citizens. More information to follow. The date of the clean up will be announced in the water bills and in
the next edition of The Westlake Wire.
- The Mayor announced that the acquisition of the Roanoke I.O.O.F. Cemetery on J.T. Ottinger Road has been
completed. The property has been maintained by the Town for several years and was conveyed by the
cemetery association together with its current funds.
If you have any questions, please call me at 817 - 800 -4508 or Kim Sutter at 817 - 490 -5710.
Respectfully yours,
Scott F. Bradley
Mayor
*g
Town of Westlake
Memo
To: Honorable Mayor and Members of the Board of Aldermen
From: Joe Hennig, Town Manager
Debbie Piper, Finance Director
Subject: Regular Meeting of January 14, 2008
Date: January 8, 2008
ITEM
Consider a Resolution approving a budget amendment for payment of an additional amount due
to Texas Department of Transportation ( TXDOT) regarding the FM1938 bridge enhancements at
SH 114 and Precinct Line Road.
BACKGROUND
The original projected cost of the bridge enhancements was $203,506 with engineering and
contingencies charges of $8,854.26. A check in the amount of $212,460.26 was paid to the
Texas Department of Transportation on 1/7/04. Upon completion of the project and a final audit
of all costs by the State, it has been determined that an additional amount of $67,517.14 is due
for structural upgrades on the project. This amount does include a change order in the amount of
$4,689.79 for anti - graffiti coating on the structure. The Town staff has reviewed the
documentation and agrees with the remaining balance to be paid.
FUNDING
The project was originally funded from the 4A and 4B Economic Development Funds in Fiscal
Years 2002 through 2004 with a total budget of $591,080. Funds remaining from the 4A fund
after our final payments in March 2004 were $56,103. Upon the dissolution of 4A, these funds
were transferred to the General Fund. Therefore, we recommend the additional amount due to
TXDOT be paid from the fund balance of the General Fund. A transfer out in the amount of
$67,517.14 will be made to the Capital Projects fund for this final payment.
APPROVED BY '
T n ana is Offi e ") Oq Secretary's Office
TOWN OF WESTLAKE
RESOLUTION NO. 08 -01
A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE,
TEXAS, APPROVING A BUDGET AMENDMENT TO ALLOW THE PAYMENT OF
THE ADDITIONAL AMOUNT DUE THE TEXAS DEPARTMENT OF
TRANSPORTION REGARDING THE BRIDGE ENHANCEMENTS AT PRECINCT
LINE ROAD AND SH 114.
WHEREAS, the Board of Aldermen previously authorized the Town Manager to enter
into a funding agreement for bridge enhancements at Precinct Line Road and SH 114 with the
Texas Department of Transportation ( TXDOT) by Resolution No. 03 -50, dated August 11, 2003;
and
WHEREAS, the executed agreement stated that in the event it is determined the funding
provided by the Local Government will be insufficient to cover the State's cost for performance
of the Local Government's requested work, the Local Government will pay to TXDOT the
additional funds necessary to cover the additional cost after a final audit of the project; and
WHEREAS, the TXDOT has sent the Town of Westlake a written notification stating
the amount of the additional funding needed and the reasons for the additional funds; and
WHEREAS, Town staff has reviewed the documentation provided by TXDOT for the
additional expenditures and agree with the remaining balance to be paid.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1. The above findings are hereby found to be true and correct and are
incorporated herein in its entirety.
SECTION 2. The Board of Aldermen of the Town of Westlake, Texas, does hereby
approve the budget amendment to transfer funds from the General Fund to the Capital Projects
Fund allowing the payment of the additional amount due to TXDOT, attached as Exhibit "A ".
PASSED AND APPROVED ON THIS 14" DAY OF JANUARY, 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
72MM
,f Texas Department of Transportation
:'.O. BOX 6368 • FOR r WORTI I_ T1:XAS 76115-0686 • (817) 370 -6;o0
Project:
NH 2O04(211)
Control:
0353 -02 -058
H ". hway:
S H 114
County:
Denton
Mr. Joe Hennig
Interim City Manager
To%yn of Westlake
3 Village Circle, Suite 207, Solana
Westlake, Texas 76262
Dear Mr. Henniv:
,,,November 27, 2007
CC I� d
Your office contacted me concerning the Final Statement of Cost that you received for the above
rd• prof t. The Statement of Cost indicated an additional amount due TsDOT of
S-6-7.5 17-14. Yo i. requested additional information that will show the specific breakdown of the
completed %vork. I have enclosed a copy of the following reports:
1. Contractor's Estimate Package (Final Payment)
2. Approved Change Order Number 8
3. Special Specification 5764, for Anti - Graffiti Coatings
=I. Zachry Construction Corporation Bid Report (iV1IS.DCS. 9603)
5. The AFA for Voluntary Transportation improvement projects (On- System)
If you should have any questions concerning this matter, please contact this office at
(817) 370 -6517.
Sincerely,
i
Robert A. Juha'n, P.E.
4 ;" ,�`; i. �;'� Director of Construction
G Fort Worth District
SPH :jac
Attachments
cc: Mr. Ralph A. Bro,,%ne, P.:.
_ 2 5*/ 9 �9
� — 212 116e - 2/
Westlake Academv
Memo
To: Honorable Mayor and Board of Aldermen
From: Joe Hennig, Interim Town Manager
Kim Sutter, Town Secretary
Subject: Regular Meeting of January 14, 2008
Date: January 3, 2008
ITEM
Consider approval of the 2008 Board of Aldermen meeting schedule.
BACKGROUND
The Board of Aldermen / Trustees met on December 15, 2007, and reviewed the 2008
meeting schedule. As a result of the discussion, it was the consensus of the Board to
make the following changes to the 2008 meeting schedule:
• May 12, 2008, meeting changed to May 5, 2008
• Add special meeting for October 6, 2008
The attached calendar includes Board of Trustees and Board of Aldermen meetings for
2008, as well as the Town's holiday schedule.
FUNDING
N/A
Town of Westlake
Meeting Schedule
Board of Aldermen and Board of Trustees
January
W
Th F Sa
1/'
1
2 3 4
5 7
S
M
T
W
Th
F
Sa
23 24 25,
26 = 28
29
2 !
3
4
5
6
; 7
8
9
10
11
12
13
M
15
16
17
18
19
20
21
22
23
24
25
26
27
�
29
30
31
S M T W Th F Sa
Wow.
1 2 3 4 5
6 7 8 9 10 11 12
13 m 15 16 17 18 19
20 21 22 23,24, 25 26
27 29 30
i
11'
S M T W
1~' 2
6 7 8 9
13 15 16
20 21 22 23
27y/ 29 30
■
Th
3
10
17
24
31
F Sa
5
11 12
18 19
25 26
S M T
W
Th F Sa
F
1
2 3 4
5 7
8
9 10 11�
12 13114
15
16 17 18
19 20 21
22
23 24 25,
26 = 28
29
30 31
S M T
W Th F
Sa
F
1
2�
3 4 5
6 7 8
9.
10 M 12
13 14 15
16
17 18 19
20 21 22
23
24 26
27 28 29
15
16
17
18 20 21
August
W
ii:
F
S M T W
Th
F
Sa
Th
1
2
3
46 7
8
9
10
11 , 12 13 14
15
16
17
18 20 21
22
23
24
25 27 28
29
30
31
August
W
ii:
F
Sa
S M
T
W
Th
F
Sa-
10
11
12
13
1
2
3 y 4
5
6
7
8
9
10
12
13
14
15
16'
17 18
19
20
21
22
23
24
26
27
28
29
30
311
November 1/:
S M T W Th F Sa
2 3 4 5 6 7 8
9 M 11 12 13 14 15
16 17 18 19 20 21 22
=23 24 25 26 29
30
March 11:
S M T W Th F Sa
I 1
[ 2 3J 5 6 7 8
9 m 11 12 13 14 15
16 17,18 19 2022
23 C25 26 27 28: 29
30 31
/1:
S M T W Th F Sa
1 2 3 4 5 6 7
80 10 _ll 12 13 14
15 16 17 18 19 20 21
22 ® 24 25 26 27 28
29 30
S M T
W
Th
F
Sa
2
P71"9
3
4
5
6
10
11
12
13
14 15 16
17
18
19
20
21 r 23
24
25
26
27
28 29 30
S M T W Th F Sa
1 2 3 4 5 6
710 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 26 27
28 29 30 31
- School Board & Board of Aldermen Meeting Board of Aldermen Meeting
Town Holiday
Town of Westlake
Memo
To: Honorable Mayor and Members of the Board of Aldermen
From: Joe Hennig, Interim Town Manager
Troy Meyer, Facilities & Recreation Director
Subject: Regular Meeting of January 14, 2008
Date: January 8, 2008
ITEM
Consider a Resolution authorizing an agreement with Night Line Janitorial Services, Inc. and the
Town of Westlake for janitorial services at the Westlake Civic Campus.
BACKGROUND
As a follow up to the Board approved termination of the Delta Janitorial System contract on
December 10, 2007, we are submitting for award and authorization this agreement with Night
Line Janitorial Services.
With the expansion of the Westlake Civic Campus classrooms and now 100% Academy
occupation, the original cleaning service bid was updated to include the additional space and the
necessity of a day porter from 1pm to 4pm on M -F to assist with cleaning of restrooms, dining
hall, trash pick -up in the hallways and exterior of the building and assisting staff with light duty
requests.
The competitive bid process was followed as outlined in the Texas Local Government Code. All
specifications for the work were available to the public and bid procedures properly advertised.
A pre -bid conference was held on November 16th, 2007, with an extended sealed bid opening on
December 7th, 2007. The first scheduled bid opening date was November 30th, 2007 but was
extended to December 7th, 2007 due to the receipt of only one bid package. The basic level bids
proposed and received were as follows:
Night Line Janitorial Service at $50,388.00
J & K Professional Service, Inc. / Servpro of Lake Arlington $318,000.00
Night Line Janitorial Service was the lowest bidder at $50,388.00 annually. This included the
basic services plus waxing and stripping of floors, carpet and window cleaning on holidays and
summer breaks. The cost of the day porter is $15,588.00 for 12 months. However, Night Line
Janitorial Service has agreed to issue a change order (also presented for authorization within this
one Resolution) for the decreased cost of the day porter due to a pricing difference for 12 months
of service vs. the requested 10 months. The cost of 10 months of day porter service is $8,820.00.
This gives us a total cost of $59,208 annually (7 months in the Academy FY 2007 -08 and 5
months in the Academy FY 2008 -09 budget). The Town Manager will not execute the
agreement with Night Line until both the Basic Agreement and necessary Change Order are
presented /documented for the agreed and presented price.
The 30 day termination letter was mailed to Delta Janitorial on January 7th, 2008, and the service
period with Night Line will begin on February 7, 2008.
FUNDING
The funds for janitorial services are included in the adopted FY 2007 -08 Westlake Academy
budget with a total budgeted amount of $48,000. To date for this FY 2007 -08, w have paid Delta
Janitorial a total of $10,120. Therefore, a budget amendment of $9,410 will be made during a
Board of Trustees meeting in the near future to accommodate the new service contract for basic
cleaning services, including the day porter charges for 10 months, with Night Line Janitorial.
APPROVED *ice//'
wn qanag
I
ow ecretary's Office
TOWN OF WESTLAKE
RESOLUTION NO. 08 -02
A RESOLUTION OF THE BOARD OF ALDERMEN. OF THE TOWN OF WESTLAKE,
TEXAS, AUTHORIZING AN AGREEMENT AND RELATED CHANGE ORDER WITH
NIGHT LINE JANITORIAL SERVICES, INC. FOR JANITORIAL SERVICES AT THE
WESTLAKE CIVIC CAMPUS.
WHEREAS, the Board of Aldermen finds that the janitorial maintenance of the Civic
Campus and related janitorial services will benefit the public; and
WHEREAS, the Board of Aldermen finds that the procedures and requirements set
forth in the Texas Local Government Code regarding competitive bidding requirements for the
janitorial maintenance were appropriately followed; and
WHEREAS, the Board of Aldermen finds that the contract from Night Line Janitorial
Services. Inc. will provide all necessary labor and material supplies for the cleaning of all
buildings, with day porter services, at the Westlake Civic Campus and is sufficient to meet the
public need; and
WHEREAS, the janitorial services costs have been included in the adopted 2007/2008
Academy budget.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1. The above findings are hereby found to be true and correct and are
incorporated herein in its entirety..
SECTION 2. The Board of Aldermen of the Town of Westlake, Texas, hereby approves
the contract with Night Line Janitorial Services, Inc relating to janitorial services at the Westlake
Civic Campus, attached hereto as Exhibit "A"; and further authorizes the Town Manager to
execute this agreement and any related change orders resulting from the day porter charges, not
to exceed $25,000, on behalf of the Town of Westlake, Texas.
PASSED AND APPROVED ON THIS 14th DAY OF JANUARY 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
Janitorial servcie at the Civil Campus
WESTLAKE ACADEMY
FROM
TOWN OF WESTLAKE
November 12th, 2007
TOWN OF WESTLAKE
SCOTT BRADLEY
MAYOR
DON REDDING
LARRY CORSON
PETE STEGER
Town of Westlake
3 Village Circle Suite 202
Westlake, Tx. 76262
Phone 817- 430 -0941
Fax 817 -430 -1812
APRIL GALLAGHER
BOB TIMIlVIERMAN
NOTICE TO BIDDERS
Sealed proposals addressed to the Town of Westlake for Janitorial services of:
JANITORIAL SERVCIE AT THE CIVIL CAMPUS
WESTLAKE ACADEMY
FROM
TOWN OF WESTLAKE
ALL COMPLETE BID PACKAGES MUST BE DELIVERED AND RECEIVED BY
Each bidder shall identify his sealed Proposal by typing on the outside of the envelope
TOWN OF WESTLAKE
ATTN: Debbie Piper - Finance Director
3 Village Cirle Suite 202, Westlake, Texas 76262
NO LATER THAN 10:00 A.M. (C.S.T.) ON THE 6TH DAY OF DECEMBER 2007, OR THEY WILL
BE DEEMED AUTOMATICALLY REJECTED."
All responses and requests for clarification /information shall be addressed in writing to the Town
Director Facilities at the above address.
Or email:
tmeyer @westlake - tx.org
Respondents may also fax questions /comments to:
(817) 430 -1812
Attention: Troy J. Meyer
A pre -bid conference we be held at 10:00 a.m. Friday, November 16 ", 2007 in the town council
chamber at 2600 J.T. Ottinger Rd. Westlake, Tx. 76262. All prospective bidders are required to
have a reprehensive from your firm attend this pre -bid conference.
The Bid Opening will be held on at 9:30 A.M. Friday, December 7th in the town council chamber at
2600 J.T. Ottinger Rd. Westlake, Tx. 76262.
Specifications will be furnished without charge to any contractor desiring to submit a bid for this
service, and will be available on Tuesday, November 13th through Thursday, December 6th from
9am to 4pm Monday - Friday in person at the Town Hall, 3 Village Circle suite 202, Westlake,
Texas 76262. Please see Jaymi Ford.
The Town of Westlake reserves the right to reject any or all bids, and to waive any formalities.
The Town of Westlake is committed to the ideals of equal opportunity, and strongly encourages
participation by HUB /MBE/WBE business enterprises.
8.1
PROJECT SCOPE
TOWN OF WESTLAKE CLEANING CONTRACT
General: The Westlake Academy opened in 2003 with grades 1 st through 6`h and has added a grade
each year following until it reaches the 12 grade. The campus includes three stand alone buildings
which include 29 classrooms, administration offices, restrooms, library,
hall, dining and kitchen area locker rooms and gym for a total of 53,000 square feet. The a ademye
interior includes wood, VCT, carpet and tile flooring. The hallways are lined with wooden lockers
and carpet flooring. The town will add a 13,400 sq. ft. Performing Arts and Science Center
scheduled to open in the spring of 2009. The new building will include a black box theater, art
room, science labs and office space.
Contract: The Town will use its standard bidding procedures to select the contractor. The Town's
designated Project Manager will be Mr. Troy Meyer, Director of Facilities (817- 490 - 5735).
Contractor insurance coverage limits will be set by the Town.
Timetable: The contact is to be awarded by December 2007. Bidding will occur in November 2007,
with a start date of Jan 1 sc
Basic Schedule of Services
Offices, Lobby, Library, Teacher lounges and Hallways
1. Desks, file cabinets, counters, partitions, book shelves and other office furniture and
equipment will be dusted each service.
2. Carpets will be vacuumed each service.
3. Wooden surface floors will be dust mopped each service and damp mopped as needed.
4. Hard surface floors will be mopped each service.
5. Waste receptacles will be emptied each service and lined when needed.
6. Glass top desks, glass doors and glass partitions will be cleaned each service.
7. Drinking fountains will be cleaned and sanitized each service.
8. Magazines in reception areas will be straightened and stacked each service.
9. Telephones will be cleaned and sanitized weekly.
10. Computer monitors will be lightly dusted each service.
11. Computer keyboards will remain untouched.
12. Cobwebs will be removed as needed
13. AC/heating vents will be cleaned weekly
14. Microwave, refrigerator and sink will be cleaned each service
15. Refrigerator will be cleaned out over winter and summer breaks.
16. Metal and wooden door frames will be clean once a week.
17. Wooden chair railings dusted once a week.
18. Tops of lockers dusted twice a month.
Class Rooms
1. Carpets will be vacuumed each service.
2. Windowsills, baseboards, pictures and wall plaques to be dusted weekly. Mini blinds and
AC vents to be dusted twice a month.
3. Hard surface floors will be dust mopped or swept each service.
4. Hard surface floors will be damp mopped where needed each service.
5. Waste receptacles will be emptied each service and lined when needed.
6. Sinks will be cleaned each service.
7. Glass doors and will be cleaned each service.
8. Glass partitions will be cleaned once month.
9. Cobwebs will be removed as needed.
10. Town of Westlake agrees to pick up all chairs up before the cleaning crew arrives.
11. Sinks cleaned each senice.
Restrooms
I . Waste receptacles will be emptied each service and washed as needed.
2. Mirror, soap dispensers, washbasins and plumbing fixtures will be cleaned each service.
3. Urinals and toilets will be cleaned each service using detergent - disinfectant. When necessary
an emulsion bowl cleaner will be used.
4. Soap, towel and tissue dispensers will be filled each service.
5. Restroom floors will be mopped each service with detergent- disinfectant.
6. Dividing partitions will be cleaned each service with disinfectant and washed as needed.
7. Walls and doors will be cleaned each service removing handprints and smudges.
Kitchen /Cafeteria
1. Swept and mopped dining area, service area, prep area, bathroom and storage area each
service with detergent - disinfectant.
2. Swept and mopped under all equipment once a week.
3. The tops, fronts, and sides of counters will be cleaned and sanitized each service.
4. Sinks will be polished weekly.
5. Exterior of refrigerator and milk cooler, ice machines and ovens will be cleaned each service.
6. Dust wooden chair rails once a week
7. Clean inside windows and doors.
8. Waste receptacle will be emptied daily and washed twice a month.
9. Center edge of folder tables cleaned once a week.
10. Swept service hallway.
Tile Floors
I. Tile floors will be dust mopped and damp mopped each service.
2. Stripping and re- waxing tile floors will be done upon request depending on condition of tile.
3. Only top quality U.L. approved materials will be used and the correct product will be applied
to each type of floor surface.
Exterior of building
1. Wall mounted exterior lighting fixtures cleaned twice a month (total of 6)
2.- Outdoor trash can emptied once a week. (total of 2)
3: Door mats swept and cleaned once a week or as needed.
4. Metal handrails cleaned once a week.
5. Pick up trash around dumpster as needed.
Gym
1. Waste receptacles will be emptied each service and washed as needed.
2. Mirror, soap dispensers, washbasins and plumbing fixtures will be cleaned each service.
3. Urinals, toilets and showers will be cleaned each service using detergent - disinfectant. When
necessary an emulsion bowl cleaner will be used.
4. Soap, towel and tissue dispensers will be filled each service.
5. Restroom floors will be mopped each service with detergent - disinfectant.
6. Dividing partitions will be cleaned each service with disinfectant and washed as needed.
7. Walls, doors and lockers will be cleaned each service removing handprints and smudges.
8. Gym floor will be dust mopped each service and damp mopped once a week.
9. Dust mop under bleachers twice a month.
10. Showers cleaned each service using detergent- disinfectant.
December break and June — August summer break cleaning schedule
1. All windows inside and out.
2. All wooden and metal lockers cleaned inside and out.
3. Dining hall trash cans washed out and disinfected.
4. Machine scrub title floors.
5. Strip /Wax VCT flooring.
6. Machine clean carpet.
Cleaning crew would start at 4pm and complete basic schedule of services.
Total annual cost of services $50,388.00
For a sum of Fifty thousand &three hundred & eighty
Dollars agnd dollars
00 cents
Total monthly fees $ 4.199.00
For a sum of amour thottcanri
one h mr�rar� ni naty Dollars and 00 cents
The above price includes December break, Juneland August Summer brake cleaning
schedule.
The above price also includes power wash around the dumpster.
8.2
Option two
One staff member would start at 1pm
Scope of work would include complete basic schedule of services and following,
1. Set -up for small events.
2. Replace light bulbs.
3. Move desks and boxes when needed.
4. Picking up trash on campus grounds.
5. Removing balls and trash from gutters.
6. Assist in the dining hall during lunch hours.
7. Dust above nine feet.
8. Unstop sinks and toilet when needed.
9. Clean up floors after student get illness.
Total annual cost
$-15,588.00
For a sum of Fifteen thousand five hundred Dollars and 00
eighty eight
Total monthly cost $_ 1,299.00
cents
For a sum of one thousand two hundred ninety Dollars and 90 cents
nine
The town of Westlake will provide the following:
1. One set of card keys and keys
2. Trash cans for cleaning staff
3. Dumpsters
4. Recycling containers
Contractor will provide the following:
1. All cleaning solution.
2. MSDS sheet log.
3. Check list in each cleaning closet of when each area is cleaned and by whom.
4. All tools including but not limited to: mops, brooms, vacuum cleaners, cleaning brushes
and scrubbing equipment.
January 7, 2008
Dear Mr. Meyers,
NIGHT LINE JANITORIAL SERVICES, INC.
There are 7 reasons..........
Why you should choose Night Line Janitorial
Services Inc. as your janitorial service provider
2636 Walnut Hill Lane Suite # 265
Dallas, TX 75229
972- 774 -0533
As per our telephone conversation., price for 1 day porter to clean 3 hours a day, 5 days
per week from I pm to 4 pm for 10 months priced at $ 8,820.00 per year. Westlake
Academy will provide the dates. Please review the information and feel free to contact
rue either at my cell phone 972 - 342.6988 or my office number 972 - 774 -0533. Look
forward to hearing from you.
Sincerely,
Raj Chopra
Night Line Janitorial Services Inc
P.O. BOX 542526 - DALLAS, TEXAS 75354 - (972) 774 -0533 - FAX (972) 774 -0535
Z0/TO 39VJ VI�101INVf 3NI-1 1HJIN 5£50bLLZL6 9R :b7 Raa7/�RIra
8.3
Optional Service
The following will be serviced on an as needed basis and the Town Westlake
of
contractors or staff to complete the work following:
may use other
I. Washing of all windows inside and out
This is included in the contract.
Per window $_ Total Cost
$moo
For a sum of 00 Dollars and
cents
2. Windows inside and out above ten feet
Night Line does not privde this service
Per window $
Total Cost
$
For a sum of
Dollars and
cents
3. Machine scrub tile floors This service is included in the-Price
quoted.
Per sq ft cost $ 17C per sq. ft. Total Cost
$
For a sum of
Dollars and
cents
4. Strip /Wax VCT flooring
This service is included in the price quoted.
Per sq ft cost $ .25� per sq. ft. Total Cost
$
For a sum of
Dollars and
cents
5. Machine cleaning of carpet This
service is included in the price quoted.
Per sq ft $ .15� per sq. ft. Total Cost
$
For a sum of
Dollars and
.cents
6. After hours and weekend cleaning Hourly rate
7. During and after events Hourly rate
$_ 15.00 /hr
8. Power wash outside of buildings Hourly rate
$ 1 00 /h,
$ 25.00 /hr
Contractor will provide the town a price list of all paper and cleaning products. The Town reserves
the right to use an outside supplier for all materials and supplies needed for this agreement.
8.4 INSTRUCTIONS
1. WORK TO BE DONE
The Westlake Academy opened in 2003 with grades 0 through 6`s and has added a grade
each year following, until the 12`s grade. The campus includes three stand alone buildings
which include 29 classrooms, administration offices, restrooms, library, breakout area,
performance hall, dinning and kitchen area, locker rooms and gym for a total of 53,000 square
feet. The academy interior includes wood, VCT, carpet and the flooring. The hallways are
lined with wooden lockers and carpet flooring. The town will add a 13,400 sq. ft. Performing
Arts and Science Center, scheduled to open in the Spring of 2009. The new building will
include a black box, art room, science labs and office space.
Contract: The Town will use its standard bidding procedures to select the contractor. The
Town's designated Project Manager will be Mr. Troy Meyer, Director of Facilities (817-490-
5735). Contractor's insurance coverage limits will be set by the Town.
Timetable: The contact is to be awarded by December 2007. Bidding will occur in
November 2007, with a start date of Jan 1 s`.
2. PREPARATION AND SUBMISSION OF PROPOSAL
In the bid proposal, the bidder shall fill in the blanks for the "Optional Services " and the
"Total Amount."
3. INTERPRETATION OF QUOTED PRICES
In case of difference between the wTitten words and any figure in a proposal, the amount
stated in writing will be considered as the bid. The contract method will be unit pricing based
on actual quantities of work installed.
4. DISCREPANCIES IN BIDS
In case of lack of clarity of a proposal, the owner will adopt the most advantageous
construction thereof or reject the bid.
5. UNBALANCED BIDS
Unreasonable or unbalanced unit prices will be cause for rejection of any bids.
6. INTERPRETATION OF SPECIFICATIONS
Any questions as to the meaning of any specifications will be answered by addendum which
will be sent to all who have been furnished with service agreement.
7. LOCAL LABOR
The Contractor, in so far as is practicable, will be expected to give preference to employment
of local citizens.
8. MATERIALS FURNISHED BY CONTRACTOR
The Contractor shall furnish all materials, regardless of their nature except as noted in this
agreement.
9. MANUFACTURERS MSDS
The Contractor shall furnish, MSDS for each of the products used to fulfill the service
required in this agreement. A copy most be kept in one cleaning closet and a second copy
goes to the town.
10. LABOR CLASSIFICATION AND MINIMUM WAGE SCALE
Attention is called to the fact that a minimum scale of wages to be paid to employees
engaged in the work under this contract does not release the contractor from compliance with
any state wage law that may be applicable. The contractor shall abide by the wage and hour
laws of the state and must not pay less than the rates prescribed.
13. TIME ALLOWED FOR AGREEMENT TO START
The contractor shall commence work in not more than 30 calendar days after the work order
has been issued. Work on the project shall start on January I" 2008 .
14. SPECIAL INFORMATION - SALES TAX
The owner qualifies as an exempt agency as defined by the statutes of the State of Texas .
The Contractor shall comply with all statutes and rulings of the State Comptroller.
15. INSURANCE
The Contractor shall furnish and maintain during the life of the contract adequate Worker's
Compensation and Commercial General Liability (Public) Insurance in such amounts as
follows:
Type of Insurance
Amount
1. Workerman's Compensation As set forth in the Worker's
Compensation Act.
2. Commercial General Each Occurrence $500,000
Liability (Public) General Aggregate
$1,000,000 Products Comp /Ops Agg. $1,000,000
The Town of Westlake shall be named as an additional insured on the Commercial General
Liability (Public) Insurance Policy furnished by the Contractor.
Each insurance policy shall contain a provision requiring that thirty (30) days prior to
expiration, cancellation, non - renewal or any material change in coverage, a notice thereof
shall be given by certified mail to the Town of Westlake, 3 village circle suite 202, Westlake,
Texas 76262.
Companies issuing the insurance policies shall have no recourse against the Town for
payment of any premiums or assessments for any deductibles which are at the sole
responsibility and risk of the Contractor.
Certificate of proof that the insurance is in force shall be famished to the Town.
The coverage's provided herein shall be primary and noncontributory with any other
insurance maintained by the Town of Westlake, Texas, for its benefit, including self
insurance.
In the event any insurance policy shown on the Certificate of Insurance has an expiration date
that is prior to the completion and final acceptance of the service agreement by the Town of
Westlake, the Contractor shall furnish the Town proof of identical continued coverage no later
than ten (10) days prior to the expiration date shown on the Certificate of Insurance.
The Contractor shall not commence work on any Contract in the Town of Westlake until the
Contractor has obtained all the insurance required under this paragraph and such insurance
has been approved by the Town.
IDDERS INSTRUCTIONS
(Must be signed by the Contractor)
ATTENTION TO ALL BIDDERS:
The Town of Westlake wishes to thank you in advance for bidding on this project. Please be
aware of the following requirements for bidding Town of Westlake work. It is important that you read and
understand these qualification factors in order to achieve a rapid and smooth completion of the process. All
pertinent documents required by law and these instructions must be correctly completed. A successful
completion of them, will not only benefit the Town of Westlake, but also you as the contractor, because
among other things, the money reserved for the project will be ready to be used in your project and prompt
scheduled payment may be made without any further delays. If you are unable to comply with formal
requirements or fail to exercise due diligence in completing the required contract forms, the contract may
be awarded to the next lowest bidder for the reason time is of the essence in these projects.
BASIC FORMS REQUIRED BY THE
TOWN OF WESTLAKE
THE FOLLOWING FORMS MUST BE COMPLETED BY THE CONTRACTOR AND IT'S
INSURANCE COMPANY
1. Proposal (to be completed by the contractor)
2. Standard Form of Agreement (to be completed by the contractor)
3. Corporate Acknowledgment; or
Single Acknowledgment; or
Partnership Acknowledgment
NOTE: Which ever is applicable to the contractor, just one must be
completed, and shall be notarized.
6. Power of Attorney or Certificate of Authority of Attorney(s) In -Fact (issued by the surety's
company)
7. Town of Westlake Certificate of Insurance form (to be completed by the insurance company)
8. Indemnification by the Contractor (to be completed by the contractor)
REMINDER:
(a) All signatures must be originals.
(b) Make sure the appropriate forms have been correctly notarized.
INDEMNIFICATION BY CONTRACTOR
Town shall not be liable or responsible for, and shall be saved and held
harmless by Contractor from and against any and all suits, actions, losses,
damages, claims, or liability of any character, type, or description,
including all expenses of litigation, court costs, and attorney's fees for
injury or death to any person, or injury to any property, received or
sustained by any person or persons or property, arising out of, or
occasioned by, directly or indirectly, the performance of Contractor under
this agreement, including claims and damages arising in part from the
negligence of Town, without; however, waiving any governmental
immunity available to the Town under Texas law and without waiving any
defenses of the parties under Texas law. The provisions of this
indemnification are solely for the benefit of the parties hereto and not
intended to create or grant any rights, contractual or otherwise, to any
other person or entity.
It is the expressed intent of the parties to this Agreement that the indemnity
provided for in this section is an indemnity extended by Contractor to
indemnify and protect Town from the consequences of Town's own
negligence, provided, however, that the indemnity provided for in this
section shall apply only when the negligent act of Town is a contributory
cause of the resultant injury, death, or damage, and shall have no
application when the negligent act of Town is the sole cause of the
resultant injury, death, or damage, unmixed with the legal fault of another
person or entity.
Contractor further agrees to defend, at its own expense, and on behalf of
Town and in the name of Town, any claim or litigation brought in
connection with any such injury, death, or damage.
The Contractor will secure and maintain Contractual Liability insurance to cover this
indemnification agreement that will be primary and noncontributory as to any insurance
maintained by the Town for its own benefit, including self- insurance. In addition,
Contractor shall obtain and file with Town a Town of Westlake Certificate of Insurance
evidencing the required coverage.
Company Name (Contr ctor) Night Line Janitorial Service
Signature
� f
Name (Please Print) Rai Chopra
Title
Inc.
8.5
AGREEMENT
BETWEEN TOWN AND CONTRACTOR
THIS AGREEMENT is dated as of the 11 ez day of February in the year 2008, by and between the Town of
Westlake, Texas (hereinafter called OWNER) and (hereinafter
called CONTRACTOR).
OWNER and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree as
follows:
Article 1. WORK.
CONTRACTOR shall complete all service as specified or indicated in the Contract Documents. The Work
is generally described as follows:
JANITORIAL SERVCIE AT THE CIVIL CAMPUS
WESTLAKE ACADEMY
FROM
TOWN OF WESTLAKE
Article 2. CONTRACT TIME.
2.1. CONTRACTOR agrees to commence service Monday — Friday. Service may be
performed on weekends, holidays, and summers which must be approved by the Town.
Article 3. Employee back ground checks
3.1 CONTRACTOR must provide a completed information form on each employee and
subcontractor before they are scheduled to provide services on the civic campus. The Town will perform
all background checks. The Town reserves the right to reject any employee the right to work at the civic
campus based on the result of it's findings
Article 4. CONTRACT PRICE.
4.1. OWNER shall pay CONTRACTOR for completion of the work on a monthly basis in accordance
with the Contract Documents in current funds based on the basic schedule of services and Optional
Services stated in the proposal.
Article 5. PAYMENT PROCEDURES.
5.1 CONTRACTOR shall submit invoice for payment on service completed during the previous
month on the first day of the month. CONTRACTOR shall present only one invoice for payment each
month. Invoice for payment will be processed by OWNER shall make payment to CONTRACTOR within
thirty (30) days of the date of the invoice.
Article 6. INTEREST.
6.1 All moneys not paid when due shall bear interest at the maximum rate allowed by law at the place
of the project.
Article 7. CONTRACTOR'S REPRESENTIONS.
7.1 In order to induce OWNER to enter into this Agreement, CONTRACTOR makes the following
representations:
7.2 CONTRACTOR has familiarized itself with the nature and extent of the Contract Documents,
work, site, locality, and all local conditions and Laws and Regulations that in any manner may affect cost,
progress, performance or furnishing of the work.
7.3 CONTRACTOR binds itself to use such materials and so construct the work that it will remain in
good repair and condition for and during the period of one (1) years agreement
7.4 To the fullest extent permitted by laws and Regulations, CONTRACTOR shall indemnify and
hold harmless OWNER and their consultants, agents and employees from and against all claims, damages,
losses and expenses, direct, indirect or consequential (including but not limited to fees and charges of
management, staff, attorneys and other professionals and court and arbitration costs) arising out of or
resulting from the performance of work, provided that any such claim, damage, loss or expense (a) is
attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tan gible property
(other than the work itself) including the loss of use resulting there from and (b ) is caused in whole or in
part by any negligent act or omission of CONTRACTOR, and Subcontractor, any person or organization
directly or indirectly employed by any of them to perform or furnish any of the work or anyone for whose
acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified
hereunder or arises by or is imposed by Laws and Regulations regardless of the negligence of any such
Pte•
7.5 In any and all claims against OWNER or any of their consultants, agents or employees by any
employee of CONTRACTOR, any Subcontractor, any person or organization directly or indirectly
employed by any of them to perform or furnish any of the work or anyone for whose acts any of them may
be liable, the indemnification obligation under paragraph 7.3 shall not be limited in any way by any
limitation on the amount or type of damages, compensation or benefits payable by or for CONTRACTOR
or any such Subcontractor or other person or organization under workers' or workmen's compensation acts,
disability benefit acts or other employee benefit acts.
Article 8. Contract Documents
The Contract Documents which comprise the entire agreement between OWNER and CONTRACTOR
concerning the work consist of the following:
8.1. Bid Proposal - Basic Schedule of services
8.2 Optional two Service
8.3 Optional service
8.4 Instructions
8.5 This Agreement
There are no Contract Documents other than those listed above in this Article 8.
Article 9. TERMINATION
9.1 Either OWNER or CONTRACTOR may terminate this Contract, with or without cause, by giving
the other thirty (30) days written notice.
Article 10. MISCELLANEOUS.
10.1. No assignment by a party hereto of any rights under or interests in the Contract Documents will
be binding on another party hereto without the written consent of the party sought to be bound, and
specifically but without limitation moneys that may become due and moneys that are due may not be
assigned without such consent (except to the extent that the effect of this restriction may be limited by law),
and unless specifically stated to the contrary in any written consent to an assignment, no assignment will
release or discharge the assignor from any duty or responsibility under the Contract Documents.
10.2.OWNER and CONTRACTOR each binds itself, its partners, successors, assigns and legal
representatives to the other party hereto, its partners, successors, assigns and legal representatives in respect
of all covenants, agreements and obligations contained in the Contract Documents.
IN WITNESS WHEREOF, OWNER and CONTRACTOR have signed three copies of the Agreement.
Three counterparts have been delivered to OWNER, and one counterpart each has been delivered to
CONTRACTOR. All portions of the Contract Documents have been signed or identified by OWNER and
CONTRACTOR on their behalf.
This agreement will be effective on the day of February, 2008.
OWNER: CONTRACTOR:
Town of Westlake, Texas
By: By:
Joe Hennig, Interim Town Manager
ATTEST:
Kim Sutter, Town Secretary
Address for giving notices:
3 Village Circle Suite 202
Westlake, Texas ?6262
8.6
Address for giving notices:
List name of person to whose attention
notices are to be sent:
(If CONTRACTOR is a Corporation,
attach evidence of authority to sign. )
PROJECT SCOPE
JANITORIAL SERVCIE AT THE CIVIL CAMPUS
WESTLAKE ACADEMY
The Westlake Academy opened in 2003 with grades I through 60' and has added a grade
each year following, until the 12`h grade. The campus includes three stand alone buildings
which include 29 classrooms, administration offices, restrooms, library, breakout area,
performance hall, dinning and kitchen area, locker rooms and gym for a total of 53,000 square
feet. The academy interior includes wood, VCT, carpet and tile flooring. The hallways are
lined with wooden lockers and carpet flooring. The town will add a 13,400 sq. ft. Performing
Arts and Science Center, scheduled to open in the Spring of 2009. The new building will
include a black box, art room, science labs and office space.
Contract: The Town will use its standard bidding procedures to select the contractor. The
Town's designated Project Manager will be Mr. Troy Mever, , Director of Facilities (817-490-
5735). Contractor's insurance coverage limits will be set by the Town.
Timetable: The contact is to be awarded by December 2007. Bidding will occur in
November 2007, with a start date of Jan 15`
Specific:
I. Contractor will update and provide Town with MSDS on all products used on campus.
2. Three card keys and keys will be issued to the contractor, if cards or keys are lost, the contractor
must pay the cost of replacement.
3. Contractor may not bring any unimproved workers or guests which include but are not
limited to children, friends and family members on campus.
4. There is NO Smoking on school grounds.
5. Contractor will meet with the Town representative twice a month to review services or no a as
needed.
6. Contractor may not bring person under the age of 18 years old on campus at anytime.
NIGHT LINE JANITORIAL SERVICES, INC.
SUPPLIES
Night Line furnishes all cleaning equipment and chemicals needed to
perform our duties. Specialty chemicals (chemicals which we do not
normally use) are needed.
Night Line provides paper goods and other janitorial supplies i.e. liners,
hand soap sanitary napkin, deodorizer on an extra charge basis unless
otherwise requested. Night Line also delivers the supplies to the customer
on an as needed bases at $ 6.50 trip charge. Below please find the list of
supplies available for service.
❖
Toilet paper Savoy 96 rolls
$ 44.95
❖
Big Fold Towel
$ 28.99
❖
Jr. Jumbo Toilet paper
12 rolls
$ 39.95
❖
Multifold Towels
white 4000 sheets
$ 23.50
❖
Center Pull Roll towel
4 /Case
$ 43.99
❖
Kitchen roll towel
box
$ 34.50
❖
Brown Roll towel
4000 sheeets /cs
$ 19.50
❖
Large Liners 250 /case 40 gallons 40x48 dbl
$ 31.50
❖
Medium Liner 500 /case 30 gallons 30x37 dbl
$ 29.50
❖
Small Liner 1000
/cs 10 -20 gallons 24x24
$ 31.50
❖
Hand soap pink lotion
1 gallons
$ 13.75
❖
Sani -sac
500 bags /case
$ 24.50
❖
Sani -sac dispensers
1 each
$ 22.50
❖
Urinal screens
12 packs
$ 25.50
❖
Air Freshener
cans 12 /cse
$ 49.95
❖
Batteries C or D Size
12 /ct
$ 1.50
P.O. BOX 542526 • DALLAS, TEXAS 75354 • (972) 774 -0533 • FAX (972) 774 -0535
11/06/2007 11:41 8177833144 ARMSTR
PAGE 01/02
A-CORD'. CERTIFICATE OF LIABI
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783 -3369 LITY INSURANCE
DATE!
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p+ X GENERAL LIABILITY POLICY NUMBER PGLICY EFFECTIVE POLICY EXPIRATION
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EXPIRATION DATE
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'THEREOF, THE 153171N FORE THE
Q INSURER
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ACORD 23 {Y001108}
AUTNORQED
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ELECTRONIC LASER FORMS, INC.. (3!X))327-0545
ACORD CORPORATION 1988
Pnpe 1 Of 3
U'/ 0 / 2007 12:14 9727740535 NIGHT LINE JC:NITORIA P:;GE 15,,15
Jan 10 2007 10:01AN DIGS Enterprises, Inc.
2147338188 p.l
ACORDTV CERTIFICATE OF LIA81LITY INSURANCE DATE(MMID "
PRODUCER Broalce Irtsurence 1
THIS CERTIFICATE IS 19SUED AS A MATTER OF INFO RNU4TION
120 W. V4vhia Street, Site #z10 ONLY AND CONFERS NO R16HT5 UPON THE CERTIFICATE
MdC {rxlep. 75069 I HOLDER. THIS CeRTFICATE DOGS NOT AMEND, EXTEND OR
19T1?638- 4,7:37
ALTFR THE COV R of AFFORDED 8Y TF- P011CIE$ BBLt'""
IN91.)ReD Nighdine Janiturial
6316 Widgeon Dr
Piano, TX 75024-
INSURERS AFFORDING COVERACE NAIL R
INSURER A: Travelers Indemnity Co. Of Connecticut
COVERAGES
TO
THE POLICIES OF INSURANCE LIFTED HAVE BEEN 1. ,3VED TO THE INSURED NAMED ABOVE FOR THE POL GY PERIOD INOICATED. NCIYVITHSTANDING
ANY REQUgREMCNT, TERM OR CONCR1ON DF ANY CONTRACT OR OTHER DOCUNENT WITH RESPECT
MAY PERTAIN.
TO WHICH THIS CERnFICATE "AYBE ISSUED OR
THE INSURANCE AFFORDED BY THE POLICIES DESCRiULD HEREIN 15 SUBJECT TO ALL THE TERMS, EXCLUSlom AND CCNDfIIONS
POLICIES_ AWREGATE L &qM SHOWN MIRY HAVE SEEN REDUCED
BY PAID CLNU5.
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OTHER ELL, DISEAsE . poLICY LedIT $1,000,044
DESCRIPTION OF OPEFiAMNS ! LOCATIONS I VI?NICLEB! EXCLUSIONS ADDED gY END0R3EM>•NT! 3a64gAL pROV1$4ONg
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30 DAYS WRITTEN NOTICE TO T}lE CERTIFICATE HOLDER
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OF ANY POND UPON TH REI. Cg�EN-� OR REPRE9HfrAT(VE$,
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NISMINWkMIZTAL SERVICES, INC.
Sungard (2 locations) Mr. Allen Faires
3001 Red Hawk Dr. 972 - 232 -3142
Grand Prairie, TX 75052
Christ United Methodist Church Mr. Gerald Blase
2807 Valwood Rd. 972 - 247 -6136
Farmers Branch, TX 75234
Sterigenics Ms. Kelly Smircic
1302 Ave. T. 972 - 602 -9430
Grand Prairie, TX 75050
Southwest Construction Co. Mr. Mike Delano
11430 Newkirk 214 - 879 -9948
Dallas, TX 75229
Baylor Healthcare Systems Mr. Tim Michalek
773 S. Mac Arthur 214- 820 -6648
Coppell, TX
P.O. BOX 542526 • DALLAS, TEXAS 75354 • (972) 774 -0533 • FAX (972) 774 -0535
— NIUHI LINE JANITORI—A
Lettej ofReclunmen&ti;
01a
Mdulek F=-W, MmW
Migbi Ime jamf MW services
Nigbf I.Majanitmw has been'a
k--Y Componew is
Umam. . As e'vmYOW in the scr-,%be in&zsfty lmows, ac�,,, of Baylor Hcafthcm SYStM'S 3-d
how PawnM sad mium 'Iny Pmty
rate these - he"� VPe11'ZWe plwsa key role in
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ccm,mw. 11e; can . gi Space Baylor medical anter- - hving no issues . . Pwev mv*Dmiiat I Eye *i&
'am Cumplmj� about Lhl� is due tD itS SmVice
as iDnger recefve Phom
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pro, 61 Owner, Ofmgbf Line
is a pleas= to vm�c.,506,' 11[17&1r
WMM9 tc*) go above and b6ybnd i1i order to sadsfy- the a true team aj� He Is
o`wMTJVP C&Ihe kod� h, dems and imtills the ' and mazzagemem•.S need& He takes
-a� aMiukk all of Night Lim,5
I can without wog
IIOMMd Nj-&.LjQC to Clea,,,
over 225,00o SF of n=jjCaj Of& . any size aledical Office btLffdut& His
always looj�i4g Ecrr I e spacc� lbr dw BqjOr Healtm, COMPUY
VIPRYS tom his SOOPC of WO& SYMM and I am
ify" are 10011=9 for a how,eP� =vice I MWY
urge 'YOU W use NA& L= T=,tW
P—'GE 12/15
St- TimOthY Cumberland Presbyterian
=1 Forest Ridge Dr. P.O. Church
- O Box 210338 • Bedford, TX 76095.Q83 • ($.t7) 57i -747,4
To 'Whcmi It May Concern:
Re: Letter of Recoumne"ton _ Nlithtliae JaWt.,W Services
Our relabionshi
°u'' �lacitv�ial �Nghtliae Janitorial Sea�vices began in January
the work of maimau 8 our b ng we were in the mazl�et for $ tmm take th
also, MT01 t wtly, a five- day -a-wdaycare ���mto nlY our v=y church activ16es, but
AS Chair of the and selectug the � acrvi�-� � � mttteel I w� chi of eval�g
m all aspects of their pmTomz� at St. Timothy. of follawin�g up wVh the c4paay
I have been and continued to be
and the per$- On behalf o She, p4 met with Jat rial Services at
and zefe me and �u ��Q�� bid � approach to our a Vie'
� l� �� �Y � Pose for their pm -form co checked
y satisfied with the thozoagbeess of the work that the �o�nae to required by
perform- Moreover, I have found them v to our changes ota dm�
�3+ �spoasxve to
concerns, bOwever minor, iw ql and sa y y 9 oz
n fashion.
I would highly recommend Nightlime Janitorial Sexvxces•
I would welcome the qty talk to You
we have receive$ from Nighdme Jmt Serwces. about the excellent service
si,y,
Zar7
Chair, Property & Grounds
(817) 577 -8898
cell: (972) 342 -654$
MR147 UIrI$ &MOvI rc # #ac#
2807 blmv d �FMW gam,, j 75234
TO Whams -A Ma.y Cwcem
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91"12¢1 -�13 ; fzr91 ?¢l-1F fif.o
I<'ROM PROBITY ELl;C1-11UNIC6
" PROBITY
E L E C T 1 0 N i C 5
To Whom It May concern:
Nightline Janitorial Services has been our ,janitorial service since February 2004; although
we have only had a relationship with them for a short time, they have treated us as a long
time customer. Raj Chopra is thorough and very eager to provide a great service in a cost
conscientious way, it is always a pleasure to work with him or anyone on his staff.
Nightline Janitorial is extremely responsive in the shortest of time frame and has saved us
in many binds already.
In this economy it is very difficult to f ind good partners that we conscientious and wont to
do a "great' job; I highly recommend Nightline Janitorial as they fit this description.
Eileen Yoder
Controller
1700 Capital
Piano, Texas 75074
972.543.2600
972.543.2401 fax
www.probity.com
TOWN OF WESTLAKE, TEXAS
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN PRE -BOARD MEETING
December 10, 2007
PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, April Gallagher, Don Redding,
Pete Steger, and Bob Timmerman.
ABSENT: None.
STAFF PRESENT: Town Manager Joe Hennig, Town Secretary Kim Sutter, Head of
School Barbara Brizuela, Finance Director Debbie Piper, Facilities
and Recreation Director Troy Meyer, Executive Assistant Ginger
Awtry, and DPS Director Don Wilson.
1. CALL TO ORDER.
Mayor Bradley called the pre -board meeting to order at 4:02 p.m.
2. EXECUTIVE SESSION.
Mayor Bradley recessed the pre -board meeting of the Town of Westlake Board of Aldermen
meeting at 4:03 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.
i. 0 raters Group
ii. Strategic Government Resources
Mayor Bradley convened the executive session at 4:03 p.m. The executive session
adjourned at 5:06 p.m.
Town of Westlake Board of Aldermen Page 2 of 3
Pre -Board Meeting
December 10, 2007
3. RECONVENE MEETING.
The Board reconvened into regular session at 5:11 p.m.
4. DISCUSS WESTLAKE PERFORATING ARTS AND SCIENCES CENTER.
Interim Town Manager Hennig outlined the purpose of the workshop to be held on
December 15, 2007. Mr. Hennig stated that the meeting would include 1) discussion with
an attorney regarding the pros and cons of the Design -Build and Contract Management
construction processes and the elements associated with each of the techniques; 2)
identifying a dollar amount that can be allocated for the construction of the building; 3) the
source of the funding; and 4) the construction time table.
Aldermen Timmerman and Gallagher expressed their desire to be specific about the cost of
the building, the expectations for fundraising by the Westlake Academy Foundation, and the
need to come to terms with the amount of cash on hand. The Foundation has requested this
information be provided by December 31, 2007.
Interim Town Manager Hennig advised that the Westlake Academy Foundation capital
camrn3i Tn eurrenth has cash on hand x$157,261 and pledges totaling $531,655 pavabl e
over a five year period.
Discussion ensued with regard to the need for financial advice from a financial counselor. It
was the consensus of the Board to extend an invitation to a financial advisor to attend the
December 15, 2007, meeting.
Mayor Bradley advised that he has requested that the Town Attorney review the bidding
requirements for the various construction techniques.
Mayor Bradley reported that Ridgemont Construction provided an estimate for a design
build contract of $5.4 million, and the estimate includes the reengineering of the foundation
from a pier and beam to a slab on grade with 10 feet soil treatment, parking lots, and fully
equipped laboratories and black box.
There was discussion with regard to whether or not the estimate included all fees.
Alderman Timmerman responded that the estimate includes all the elements of the $6.9
million building.
Mayor Pro Tern Redding requested a hard copy of the estimate.
Alderwoman Gallagher requested that some sort of communication be sent to the parents
and town residents advising of the status of the building following the December 15, 2007,
meeting.
Interim Town Manager Hennig requested that the Board work through one staff person
regarding any construction related requests so that the information can be prepared and
disseminated to the Board at one time.
`Deleted: is
Deleted: the
Toisn of Westlake Board of Aldermen
Pre -Board fleeting
December 10, 2007
Page 3 of 3
Mayor Bradley advised that a Westlake parent has reviewed the construction budget and has
indicated that he could obtain a geo thermal system for the buildin(,, and has contacted a
supplier who might be willing to negotiate a lower cost.
Interim Town Manager Hennig stated that that he felt that a geo thermal system is something
that could be addressed at a later date.
It was the consensus of the Board to delay discussion and consideration of a ;eo thermal
system until a later date.
Discussion ensued with regard to the need to have a representative from Ridgemont
Construction present at the December 15, 2007, meeting.
It was the consensus of the Board to have the Interim Town Manager speak with Ridgemont
Construction and make a decision regarding the necessity of their attendance at the meeting.
5. REVIEW OF REGULAR AGENDA ITEMS.
Interim Town Manager Hennig reviewed the regular meeting agenda with the Board.
Discussion ensued with regard to the Stanton preliminary and final plat and more
specifically the flood plain, FEMA line, and the required setbacks.
6. ADJOURNMENT.
There beincy no further business to come before the Board, Mayor Bradley declared the pre -
board meeting adjourned at 5:56 p.m.
APPROVED BY THE BOARD OF ALDERMEN ON JANUARY 14, 2008.
Scott Bradley, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
TOWN OF WESTLAKE, TEXAS
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN PRE -BOARD MEETING
December 10, 2007
PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, April Gallagher, Don Redding,
Pete Steger, and Bob Timmerman.
ABSENT: None.
STAFF PRESENT: Town Manager Joe Hennig, Town Secretary Kim Sutter, Head of
School Barbara Brizuela, Finance Director Debbie Piper, Facilities
and Recreation Director Troy Meyer, Executive Assistant Ginger
Awtry, and DPS Director Don Wilson.
1. CALL TO ORDER.
Mayor Bradley called the pre -board meeting to order at 4:02 p.m.
2. EXECUTIVE SESSION.
Mayor Bradley recessed the pre -board meeting of the Town of Westlake Board of Aldermen
meeting at 4:03 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.
i. Waters Group
ii. Strategic Government Resources
Mayor Bradley convened the executive session at 4:03 p.m. The executive session
adjourned at 5:06 p.m.
Town of Westlake Board of Aldermen Page 2 of 3
Pre -Board Meeting
December 10, 2007
3. RECONVENE MEETING.
The Board reconvened into regular session at 5:11 p.m.
4. DISCUSS WESTLAKE PERFORMING ARTS AND SCIENCES CENTER.
Interim Town Manager Hennig outlined the purpose of the workshop to be held on
December 15, 2007. Mr. Hennig stated that the meeting would include 1) discussion with
an attorney regarding the pros and cons of the Design -Build and Contract Management
construction processes and the elements associated with each of the techniques; 2)
identifying a dollar amount that can be allocated for the construction of the building; 3) the
source of the funding; and 4) the construction time table.
Aldermen Timmerman and Gallagher expressed their desire to be specific about the cost of
the building. the expectations for fundraising by the Westlake Academy Foundation, and the
need to come to terms with the amount of cash on hand. The Foundation has requested this
information be provided by December 31, 2007.
Interim Town Manager Hennig advised that the cash on. hand is $157,261 and the pledges
total $531,655 over a five year period.
Discussion ensued with regard to the need for financial advice from a financial counselor. It
,,vas the consensus of the Board to extend an invitation to a financial advisor to attend the
December 15, 2007, meeting.
Mayor Bradley advised that he has requested that the Town Attorney review the bidding
requirements for the various construction techniques.
Mayor Bradley reported that Ridgemont Construction provided an estimate for a design
build contract of $5.4, and the estimate includes the reengineering of the foundation from a
pier and beam to a slab on grade with 10 feet soil treatment, parking lots, and fully equipped
laboratories and black box.
There was discussion with regard to whether or not the estimate included all fees.
Alderman Timmerman responded that the estimate includes all the elements of the $6.9
million building.
Mayor Pro Tern Redding requested a hard copy of the estimate.
Alderwoman Gallagher requested that some sort of communication be sent to the parents
and town residents advising of the status of the building following the December 15, 2007,
meeting.
Interim Town Manager Hennig requested that the Board work through one staff person
regarding any construction related requests so that the information can be prepared and
disseminated to the Board at one time.
Town of Westlake Board of Aldermen
Pre -Board Meeting
December 10, 2007
Page 3 of 3
Mayor Bradley advised that a Westlake parent has reviewed the construction budget and has
indicated that he could obtain a geo thermal system, and has contacted a supplier who might
be willing to negotiate a lower cost.
Interim Town Manager Hennig stated that that he felt that a geo thermal system is something
that could be addressed at a later date.
It was the consensus of the Board to delay discussion and consideration of a geothermal
system until a later date.
Discussion ensued with regard to the need to have a representative from Ridgemont
Construction present at the December 15, 2007, meeting.
It was the consensus of the Board to have the Interim Town Manager speak with Ridgemont
Construction and make a decision regarding the necessity of their attendance at the meeting.
5. REVIEW OF REGULAR AGENDA ITEMS.
Interim Town Manager Hennig reviewed the regular meeting agenda with the Board.
Discussion ensued with regard to the Stanton preliminary and final plat and more
specifically the flood plain, FEMA line, and the required setbacks.
6. ADJOURNMENT.
There being no further business to come before the Board, Mayor Bradley declared the pre -
board meeting adjourned at 5:56 p.m.
APPROVED BY THE BOARD OF ALDERMEN ON JANUARY 14, 2008.
Scott Bradley, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN REGULAR MEETING
December 10, 2007
PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, April Gallagher, Don Redding,
Pete Steger, and Bob Timmerman.
ABSENT: None.
OTHERS PRESENT: Interim Town Manager Joe Hennig, Town Attorney Matthew Boyle,
Town Secretary Kim Sutter, Town Engineer David McCarver, DPS
Director Don Wilson, Facilities and Recreation Director Troy Meyer,
and Executive Assistant Ginger Awtry.
1. CALL TO ORDER.
Mayor Bradley called the meeting to order at 7:34 p.m.
12. EXECUTIVE SESSION
Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen
meeting at 7:34 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 7:35 p.m. The executive session
adjourned at 7:51 p.m.
Mayor Bradley reconvened the meeting at 7:53 p.m.
Head of School Brizuela announced her decision not to renew her contract beyond the June
30, 2008, expiration.
Mayor Bradley expressed his appreciation to Mrs. Brizuela for an incredible job.
Town of Westlake Board of Aldermen Page 2 of 5
Regular Meeting
December 10, 2007
2. CITIZENS' PRESENTATIONS.
There was no on present wishing to speak.
3. CONSIDER REMOVING A MOTION FROM THE TABLE REGARDING
CONSIDERATION OF AN APPLICATION FOR A PRELIMINARY PLAT BEING
APPROXIMATELY 3.648 ACRES OF LAND AT 1475 DOVE ROAD.
Mayor Bradley introduced the item and asked Interim Town Manager Hennig to address the
Board.
Mr. Hennig advised that he spoke with the applicant and the Town Engineer and has
confirmed that the floodplain line on the plat is a surveyed line. Mr. Hennig further advised
that the applicant has agreed to discuss a set back requirement from the floodplain line.
MOTION: Alderwoman Gallagher made a motion to remove from the table the motion
regarding consideration of an application for a preliminary plat being
approximately 3.648 acres of land at 1475 Dove Road. Alderman
Timmerman seconded the motion. The motion carried by a vote of 5 -0.
4. CONSIDER A RESOLUTION APPROVING A PRELIMINARY PLAT BEING
APPROXIMATELY 3.648 ACRES OF LAND AT 1475 DOVE ROAD; DESCRIBED
AS THE STANTON ADDITION; C.M. THROOP SURVEY, ABSTRACT NO. 1510,
TRACT 5A & SAOIA, TARRANT COUNTY, TEXAS.
Town Engineer McCarver addressed the Board regarding the item. Mr. McCarver stated
that the applicant has confirmed the size of Lot 3 as one (1) acre including the floodplain,
and Lot 4 will be dedicated to the Town as floodway.
Discussion ensued with regard to the building set back from the floodplain line, the plans for
the utility lines, and the Board's desire to have the word "approximate ", as it relates to the
floodplain line removed from the preliminary and final plat.
Town Engineer McCarver advised that there is no provision in the Code to require a set back
from the floodplain line. Mr. McCarver further stated that he will make a request to the
applicant to survey the floodplain in the field if the line indicated on the plat is not a
surveyed line.
Mr. Max Cannon, representing the applicant, advised that the over head power line would be
buried.
Following discussion. Mayor Bradley asked for a motion.
Town of Westlake Board of Aldermen
Regular Meeting
December 10, 2007
Page 3 of 5
MOTION: Alderman Timmerman made a motion to approve Resolution No. 07 -77,
approving the preliminary plat as presented. Alderman Corson seconded the
motion.
Mayor Bradley suggested the Board consider a change in procedure with regard to the
approval of final plats in the future.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
5. CONSIDER A RESOLUTION APPROVING A FINAL PLAT BEING
APPROXIMATELY 3.648 ACRES OF LAND AT 1475 DOVE ROAD; DESCRIBED
AS THE STANTON ADDITION; C.M. THROOP SURVEY, ABSTRACT NO. 1510,
TRACT 5A & SAOIA, TARRANT COUNTY, TEXAS.
Mayor Bradley introduced the item and asked for a motion.
MOTION: Alderman Timmerman made a motion to approve Resolution No. 07 -78,
approving the final plat, with the condition that the final delineation of the
floodplain be established by an actual ground survey prior to recording.
Alderman Corson seconded the motion.
Mr. Mike Stanton, the applicant, inquired as to the need to remove the word "approximate"
and expressed his concern with complying with the request.
Mayor Bradley explained that the Board is simply asking that the current floodplain line be
accurately identified and the word "approximate" be removed from the plat as it relates to
the floodplain.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
6. CONSIDER A RESOLUTION AUTHORIZING THE TERMINATION OF THE
AGREEMENT BETWEEN DELTA JANITORIAL SYSTEMS AND THE TOWN OF
WESTLAKE FOR JANITORIAL MAINTENANCE OF THE WESTLAKE CIVIC
CAMPUS.
Facilities and Recreation Director Troy Meyer addressed the Board regarding the item and
advised that a new contract will be presented to the Board at the January 14, 2008, meeting.
MOTION: Mayor Pro Tern Redding made a motion to approve Resolution No. 07 -79,
authorizing the termination of the agreement between Delta Janitorial
Systems and the Town of Westlake. Alderman Steger seconded the motion.
The motion carried by a vote of 5 -0.
Town of Westlake Board of Aldermen Page 4 of 5
Regular Meeting
December 10, 2007
7. CONSIDER A RESOLUTION DESIGNATING THE OFFICIAL NEWSPAPER OF
RECORD AS THE ALLIANCE REGIONAL NEWSPAPERS.
9
10.
Mayor Bradley introduced the item and asked for a motion.
MOTION: Alderman Steger made a motion to approve Resolution No. 07 -80,
designating the official newspaper of record as the Alliance Regional
Newspapers. Alderwoman Gallagher seconded the motion. The motion
carried by a vote of 5 -0.
CONSIDER A RESOLUTION ACCEPTING THE RESIGNATION OF
ALDERWOMAN APRIL L. GALLAGHER.
Mayor Bradley introduced the item and asked for a motion.
MOTION: Alderman Steger made a motion to approve Resolution No. 07 -81, accepting
the resignation of April L. Gallagher effective as of the first regular Board of
Aldermen meeting in January 2008. Alderman Timmerman seconded the
motion.
Mayor Bradley expressed his appreciation to Ms. Gallagher for her service on the Board.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
PRESENTATION OF PROCLAMATION TO ALDERWOMAN APRIL L.
GALLAGHER.
Mayor Bradley read a proclamation proclaiming Tuesday, December 11, 2007, as April L.
Gallagher Day in recognition of her service to the Town.
HEAR STATUS REPORT ON CONSTRUCTION OF ARTS AND SCIENCES
CENTER BUILDING.
Mayor Bradley announced that a meeting will be held on Saturday, December 15, 2007, to
discuss the Arts and Sciences Center Building.
11. CONSENT AGENDA.
Mayor Bradley introduced the item and asked for a motion.
A. Review and approve minutes of the Board of Aldermen regular meeting held on
November 26, 2007.
B. Review and approve any outstanding bills.
Town of Westlake Board of Aldermen
Regular Meeting
December 10, 2007
Page 5 of
MOTION: Aldennan Steger made a motion to approve the consent agenda as presented.
Alderman Corson seconded the motion. The motion carried by a vote of 5 -0.
12. EXECUTIVE SESSION
Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen
meeting at 8:58 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 9:03 p.m. The executive session
adjourned at 9:21 p.m.
13. RECONVENE MEETING.
The Board reconvened into regular session at 9:22 p.m.
14. EXECUTIVE SESSION ACTION.
There was no action taken.
15. ADJOURNMENT.
There being no further business, Mayor Bradley adjourned the meeting at 9:23 p.m.
APPROVED BY THE BOARD OF ALDERMEN ON JANUARY 14, 2008.
Scott Bradley, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN / TRUSTEES SPECIAL MEETING
December 15, 2007
PRESENT: Mayor/ President Scott Bradley and Aldermen /Trustees Larry Corson, April
Gallagher, Don Redding, Pete Steger, and Bob Timmerman.
ABSENT: None.
STAFF PRESENT: Interim Town Manager Joe Hennig, Town Secretary Kim Sutter,
Facilities and Recreation Director Troy Meyer, Head of School
Barbara Brizuela, DPS Director Don Wilson, and Building Official
Eddie Edwards.
OTHERS PRESENT: Mr. Holly C. Fisk, Fisk & Fielder, P.C., Dallas, Texas, Mr. W. Boyd
London, Jr., Managing Director of First Southwest Holdings, Inc.;
Mr. Leroy Grawunder a McCall, Parkhurst & Horton; Mr. Michael Deleted..
Bennett of Gideon Toal__ \rchitects _(arrived 11:00 a.m.), Westlake
Academy Foundation President Chris Noonan.
1. CALL TO ORDER.
Mayor/ President Bradley called the meeting to order at 9:02 _ m. Deleted: P
With no objection from the Board, Mayor / President Bradley reordered the agenda to
consider item #8.
8. DISCUSS AND CONSIDER TAKING ACTION TO CONDUCT CANDIDATE
INTERVIEWS FOR CONSIDERATION OF APPOINTMENT TO AN UNEXPIRED
TERM ON THE BOARD OF ALDERMEN.
Mayor Bradley introduced the item.
The Board of Aldermen discussed the impact of appointing an individual versus leaving the
position vacant until the May 2008 election.
Tovvn of Westlake Board of Aldermen/ Trustees
Special ;fleeting
December 15, 2007
Page 2 of 7
MOTION: Alderman Timmerman made a motion to conduct interviews to consider an
appointment to the unexpired term of Alderwoman Gallagher. Alderwoman
Gallagher seconded the motion.
Alderman Redding expressed his desire to allocate adequate time to discuss and make
decisions regarding the Arts and Sciences Center building before conducting interviews and
considering an appointment to the Board.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
2. DISCUSS AND CONSIDER TAKING ACTION REGARDING WESTLAKE
PERFORMING ARTS AND SCIENCES CENTER.
Interim Town Manager Hennig introduced Polly C. Fisk. Esct.. ,pf Fisk & Fielder, P.C.,
Dallas, Texas.
Mr.,Fisk addressed the Board regarding the various construction techniques for constructing
the Arts and Sciences Center building to be located at the Westlake Academy campus. Mr.
Fisk outlined the following five methodologies:
1) Design, Bid, Build;
2) Competitive sealed proposal;
3) Construction Manager As Agent;
1) Construction Manager At Risk; and
5) Design Build.
Mr. Fisk discussed in further detail the Construction Manager As Agent, Construction
Manager At Risk, and the Design Build methods and outlined the pros and cons of each
process.
Alderman Corson expressed his concern with regard to the Design Build process due to
issues of advocacy. `
Discussion ensued with regard to the processes, where the Town is currently in the
construction process, and the feasibility of changing the method if the Board desires to do
SO.
Interim Town Manager Hennig reported on the available funding for the construction of the
building.
Cash on hand $181 617
Outstanding pledges over five (5) period $181,617
Deleted: htr.
Deleted:
Deleted: Holly C.
Deleted: 3
Deleted: 4
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 3 of 7
Donation by Mr. Paul Spain
$300,000
General Obligation Bonds approved by voters
$2,500,000
Texas Student Housing Authority
$500,000
Total
$3,881,375
Mr. Hennig reported that the current balance of the Hotel Occupancy Tax Fund (HOT) is
$1.236 million, and the approved 2007 -08 budget projected the revenue at $1.499 million.
Mr. Hennig cautioned the Board on utilizing the HOT fund to provide additional funding for
the building above the $250,000 he is recommending.
Mayor Bradley advised that the Marriott, with the addition of rooms and meeting space is
projecting an increase in revenues from the HOT and the sales tax,; However, Marriott Deleted: revenue
\lanasiement has jndicated that they will approach the Town_ requesting the use of some of Deleted: also
the additional revenue for increased marketing of the hotel.
Mr. Hennig recommended the Board discuss and come to a decision on what the Town can
afford in the way of a building._
Mr. Chris Noonan, President of the Westlake Academy Foundation, advised that the current
cash on hand is $186,000, and total pledges equal $714,000, and includes the donation by
Mr. Paul Spain. .
Interim Town Manager Hennig introduced Mr. Jason L. Hughes, First Southwest Company,
and Xeroy Grawunder, Esq._of_McCall. Parkhurst & Horton. Deleted: �lr.
Mr. Hughes addressed the Board regarding 1) the Town's current outstanding debt; 2) future
debt issuance, including the recently approved $2.5 million bond; and 3) potentially
monetizing any pledges from a capital campaign.
Mr. Hughes advised the Board that in order to monetize the pledges from the capital
campaign, another type organization such as a 501(c)3 would be required. Mr. Hughes
advised that, assuming the debt can be sold, the cost to capital would be much greater as
opposed to a Certificate of Obligation (CO) or General Obligation (GO) issuance.
Alderman Steger inquired if the monetization of the pledges could occur without a tax
pledge.
Mr. Hughes responded that it could be possible, but that further evaluation is needed.
Discussion ensued with regard to the possibility of monetizing the pledges without pledging
an ad valorem property tax.
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 4 of 7
Mr. Hughes advised that another potential option would be to issue HOT revenue bonds.
However, Mr. Hughes stated that he did not feel that the Town could acquire insurance or an
investment grade rating on the bonds.
Interim Town Manager Hennig asked the Board if they are comfortable with the issuance of
a tax bond, as it is the most effective and efficient way to acquire the funds.
Alderman Corson stated that feels the Board does not have enough information to make a
decision regarding monetizing the pledges and he would like to review all sources of the
Town's revenue and evaluate the Town's position in terms of debt service coverage before
making a determination on the monetizing of pledges or issuing any additional debt.
Interim Town Manager Hennig stated that in order to proceed with the construction of the
building, it is necessary for the Board to make a decision regarding monetizing the pledges.
Mr. Hughes suggested that First Southwest could review the past five years of audits,
reconstruct the revenues paid out thus far and provide information regarding the debt service
coverage to the Board by January 2008.
Mr. Noonan. Westlake Academy Foundation President, advised the Board that the
Foundation thinks t µ°ill be difficult to raise funds without a good_ faith consensus from the
Board.
Mayor Bradley raised the question for a motion and suggested the Board set a maximurn
dollar for construction.
Deleted: finds
MOTION: A motion was made by Mayor Pro Tem Redding to set the maximum cost of
construction for the Arts and Sciences Center building at $5.5 million, all
inclusive, and that the January 14, 2008, regular meeting agenda include a
report and discussion regarding the debt service coverage as is relates to the
roof an ad valorem property tax. Alderwoman Gallagher seconded the Deleted: issuance
motion.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
Interim Town Manager Hennig requested that the Board identify the preferred method for
the construction of the Arts and Sciences Center building.
MOTION: Alderman Corson made a motion to select the Construction Manager At Risk
process. Mayor Pro Tern Redding seconded the motion.
Discussion ensued with regard to the benefits of the Construction Manager At Risk process
Town of Westlake Board of Aldermen /Trustees Page 5 of 7
Special Nleeting
December 15, 2007
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
3. EXECUTIVE SESSION
Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen
and Trustees meeting at 12:39 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 12:41 p.m. The executive session
adjourned at 1:51 p.m.
4. RECONVENE MEETING.
Mayor Bradley reconvened the meeting at 1:58 p.m.
5. CONSIDER A RESOLUTION AUTHORIZING THE INTERILM TOWN MANAGER
TO EXECUTE AN AGREEMENT WITH AN EXECUTIVE SEARCH FIRM FOR
THE PURPOSE OF CONDUCTING AN EXECUTIVE SEARCH FOR A TOWN
MANAGER.
Mayor Bradley introduced the item and asked for a motion.
MOTION: Alderman Steger made a motion to approve Resolution No. 07 -82,
authorizing the Interim Town Manager to execute an agreement with SGR, Deleted: i e
Inc., in the amount of $22,500.00. Alderwoman Gallagher seconded the
motion. The motion carried by a vote of 5 -0.
6. DISCUSS AND CONSIDER TAKING ACTION REGARDING PROCESS FOR
APPOINTING A NEW HEAD OF SCHOOL.
President Bradley introduced the item and asked for a motion
MOTION: Trustee Timmerman made a motion to form a Head of School selection
committee consisting of the current Head of School, the Interim Town
Manager, the MYP Coordinator, the PYP Coordinator, one Alderman, one
parent, an alternate faculty member, and an alternate parent to be named by
the Board of Aldermen to identify, a minimum of two (2) and a maximum of
four (4) candidates for consideration of appointment by the Board of
Trustees. Trustee Steger seconded the motion.
To,vi n of Westlake Board of Aldermen / Trustees Page G of 7
Special Meeting
December 15, 2007
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
9. CONDUCT INTERVIEWS FOR BOARD OF ALDERMEN APPOINTMENT.
The Board conducted interviews with the following individuals for consideration of
appointment to fill an unexpired term on the Board of Aldermen.
- Ms. Laura Wheat
- Ms. Rebecca Rollins
- Mr. Kevin Maynard
10. CONSIDER A RESOLUTION TO FILL THE UNEXPIRED TERM OF APRIL L.
GALLAGHER FOR THE POSITION OF ALDERMAN.
Mayor Bradley introduced the item and asked for a motion.
,Mayor Pro Tem Redding nominated _Laura Wheat to fill the unexpired term on the Board.
Alderman Corson seconded the ajomin:ainn.
,AIderwoman Gallagher urinated Kevin Maynard to fill the unexpired term on the Board.
Alderman Timmerman seconded thejwniination.
Discussion ensued with regard to the jiominations.
,Aldermen Gallagher, Steger, and Timmerman votes ti
To-,i n of Westlake Board of Aldermen /Trustees
Special Meeting
December 15, 2007
Page 7 of 7
Interim Town Manager Hennig addressed the Board regarding the following items:
- Consider offering an invocation and the pledge as a part of the regular Board of
Aldermen meeting;
- Conducting executive session during the pre -board meetings;
- Commencing the pre -board meetings at 5 p.m.;
- Consider authorizing an employee spring holiday to be taken on Good Friday;
- Consider moving all Board meetings to the Town Hall offices.
12. ADJOURNMENT.
There being no further business, Mayor / President Bradley adjourned the meeting at 3:30
p.m.
APPROVED BY THE BOARD OF ALDERMEN ON JANUARY 14, 2008.
Scott Bradley, Mayor / President
ATTEST:
Kim Sutter, TRNIC, Town Secretary / Secretary
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
BOARD OF ALDERMEN / TRUSTEES SPECIAL MEETING
December 15, 2007
PRESENT: Mayor / President Scott Bradley and Aldermen / Trustees Larry Corson, April
Gallagher, Don Redding. Pete Steger, and Bob Timmerman.
ABSENT: None.
STAFF PRESENT: Interim Town Manager Joe Hennig, Town Secretary Kim Sutter,
Facilities and Recreation Director Troy Meyer, Head of School
Barbara Brizuela, DPS Director Don Wilson, and Building Official
Eddie Edwards.
OTHERS PRESENT: Mr. Holly C. Fisk, Fisk & Fielder, P.C., Dallas, Texas, Mr. W. Boyd
London, Jr., Managing Director of First Southwest Holdings, Inc.;
Mr. Leroy Grawunder, McCall, Parkhurst & Horton; Mr. Michael
Bennett (arrived 11:00 a.m.), Westlake Academy Foundation
President Chris Noonan.
1. CALL TO ORDER.
Mayor / President Bradley called the meeting to order at 9:02 p.m.
With no objection from the Board, Mayor / President Bradley reordered the agenda to
consider item #8.
8. DISCUSS AND CONSIDER TAKING ACTION TO CONDUCT CANDIDATE
INTERVIEWS FOR CONSIDERATION OF APPOINTMENT TO AN UNEXPIRED
TERM ON THE BOARD OF ALDERMEN.
Mayor Bradley introduced the item.
The Board of Aldermen discussed the impact of appointing an individual versus leaving the
position vacant until the May 2008 election.
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 2 of 7
MOTION: Alderman Timmerman made a motion to conduct interviews to consider an
appointment to the unexpired term of Alderwoman Gallagher. Alderwoman
Gallagher seconded the motion.
Alderman Redding expressed his desire to allocate adequate time to discuss and make
decisions regarding the Arts and Sciences Center building before conducting interviews and
considering an appointment to the Board.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
2. DISCUSS AND CONSIDER TAKING ACTION REGARDING WESTLAKE
PERFORMING ARTS AND SCIENCES CENTER.
Interim Town Manager Hennig introduced Mr. Holly C. Fisk of Fisk & Fielder, P.C., Dallas,
Texas.
Mr. Holly C. Fisk addressed the Board regarding the various construction techniques for
constructing the Arts and Sciences Center building to be located at the Westlake Academy
campus. Mr. Fisk outlined the following five methodologies:
1) Design, Bid, Build;
2) Competitive sealed proposal;
3) Construction Manager As Agent;
3) Construction Manager At Risk;
4) Design Build.
Mr. Fisk discussed in further detail the Construction Manager As Agent, Construction
Manager At Risk, and the Design Build methods and outlined the pros and cons of each
process.
Alderman Corson expressed his concern with regard to the Design Build process due to
issues of advocacy.
Discussion ensued with regard to the processes, where the Town is currently in the
construction process, and the feasibility of changing the method if the Board desires to do
so.
Interim Town Manager Hennig reported on the available funding for the construction of the
building.
Cash on hand 1 $181,617
Outstanding pledges over five (5) period 1 $399,758
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 3 of 7
Donation by Mr. Paul Spain
$300,000
General Obligation Bonds approved by voters
$2,500,000
Texas Student Housing Authority
$500,000
Total
$3,881,375
Mr. Hennig reported that the current balance of the Hotel Occupancy Tax Fund (HOT) is
$1.236 million, and the approved 2007 -08 budget projected the revenue at $1.499 million.
Mr. Hennig cautioned the Board on utilizing the HOT fund to provide additional funding for
the building above the $250,000 he is recommending.
Mayor Bradley advised that the Marriott, with the addition of rooms and meeting space is
projecting an increase in the sales tax revenue; However, has also indicated that they will
approach the Town requesting the use of the additional revenue for increased marketing of
the hotel.
Mr. Hennig recommended the Board discuss and come to a decision on what the Town can
afford in the way of a building.
Mr. Chris Noonan, President of the Westlake Academy Foundation, advised that the current
cash on hand is $186,000, and total pledges equal $714,000, and includes the donation by
Mr. Paul Spain.
Interim Town Manager Hennig introduced Mr. Jason L. Hughes, First Southwest Company,
and Mr. Leroy Graw-under, McCall, Parkhurst & Horton.
Mr. Hughes addressed the Board regarding 1) the Town's current outstanding debt; 2) future
debt issuance, including the recently approved $2.5 million; and 3) potentially monetizing
any pledges from a capital campaign.
Mr. Hughes advised the Board that in order to monetize the pledges from the capital
campaign, another type organization such as a 501(c)3 would be required. Mr. Hughes
advised that, assuming the debt can be sold, the cost to capital would be much greater as
opposed to a Certificate of Obligation (CO) or General Obligation (GO) issuance.
Alderman Steger inquired if the monetization of the pledges could occur without a tax
pledge.
Mr. Hughes responded that it could be possible, but that further evaluation is needed.
Discussion ensued with regard to the possibility of monetizing the pledges without pledging
an ad valorem property tax.
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 4 of 7
Mr. Hughes advised that another potential option would be to issue HOT revenue bonds.
However, Mr. Hughes stated that he did not feel that the Town could acquire insurance or an
investment grade rating on the bonds.
Interim Town Manager Hennig asked the Board if they are comfortable with the issuance of
a tax bond, as it is the most effective and efficient way to acquire the funds.
Alderman Corson stated that feels the Board does not have enough information to make a
decision regarding monetizing the pledges and he would like to review all sources of the
Town's revenue and evaluate the Town's position in terms of debt service coverage before
making a determination on the monetizing of pledges or issuing any additional debt.
Interim Town Manager Hennig stated that in order to proceed with the construction of the
building, it is necessary for the Board to make a decision regarding monetizing the pledges.
Mr. Hughes suggested that First Southwest could review the past five years of audits,
reconstruct the revenues paid out thus far and provide information regarding the debt service
coverage to the Board by January 2008.
Mr. Noonan, Westlake Academy Foundation President, advised the Board that the
Foundation finds it difficult to raise funds without a good faith consensus from the Board.
Mayor Bradley raised the question for a motion and suggested the Board set a maximum
dollar for construction.
MOTION: A motion was made by Mayor Pro Tern Redding to set the maximum cost of
construction for the Arts and Sciences Center building at $5.5 million, all
inclusive, and that the January 14, 2008, regular meeting agenda include a
report and discussion regarding the debt service coverage as is relates to the
issuance of an ad valorem property tax. Alderwoman Gallagher seconded the
motion.
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
Interim Town Manager Hennig requested the Board identify the preferred method for the
construction of the Arts and Sciences Center building.
MOTION: Alderman Corson made a motion to select the Construction Manager At Risk
process. Mayor Pro Tern Redding seconded the motion.
Discussion ensued with regard to the benefits of the Construction Manager At Risk process
Town of Westlake Board of Aldermen / Trustees Page 5 of 7
Special Meeting
December 15, 2007
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
3. EXECUTIVE SESSION
Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen
and Trustees meeting at 12:39 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 12:41 p.m. The executive session
adjourned at 1:51 p.m.
4. RECONVENE MEETING.
Mayor Bradley reconvened the meeting at 1:58 p.m.
5. CONSIDER A RESOLUTION AUTHORIZING THE INTERIM TOWN MANAGER
TO EXECUTE AN AGREEMENT WITH AN EXECUTIVE SEARCH FIRM FOR
THE PURPOSE OF CONDUCTING AN EXECUTIVE SEARCH FOR A TOWN
MANAGER.
Mayor Bradley introduced the item and asked for a motion.
MOTION: Alderman Steger made a motion to approve Resolution No. 07 -82,
authorizing the Interim Town Manager to executive an agreement with SGR,
Inc., in the amount of $22,500.00. Alderwoman Gallagher seconded the
motion. The motion carried by a vote of 5 -0.
6. DISCUSS AND CONSIDER TAKING ACTION REGARDING PROCESS FOR
APPOINTING A NEW HEAD OF SCHOOL.
President Bradley introduced the item and asked for a motion.
MOTION: Trustee Timmerman made a motion to form a Head of School selection
committee consisting of the current Head of School, the Interim Town
Manager, the MYP Coordinator, the PYP Coordinator, one Alderman, one
parent, an alternate faculty member, and an alternate parent to be named by
the Board of Aldermen to identify a minimum of two (2) and a maximum of
four (4) candidates for consideration of appointment by the Board of
Trustees. Trustee Steger seconded the motion.
Town of Westlake Board of Aldermen / Trustees Page 6 of 7
Special Meeting
December 15, 2007
VOTE ON
MOTION: The motion carried by a vote of 5 -0.
9. CONDUCT INTERVIEWS FOR BOARD OF ALDERMEN APPOINTMENT.
The Board conducted interviews with the following individuals for consideration of
appointment to fill an unexpired term on the Board of Aldermen.
- Ms. Laura Wheat
- Ms. Rebecca Rollins
- Mr. Kevin Maynard
10. CONSIDER A RESOLUTION TO FILL THE UNEXPIRED TERM OF APRIL L.
GALLAGHER FOR THE POSITION OF ALDERMAN.
Mayor Bradley introduced the item and asked for a motion.
MOTION 1: Mayor Pro Tern Redding made a motion to appoint Laura Wheat to fill the
unexpired term on the Board. Alderman Corson seconded the motion
MOTION 2: Alderwoman Gallagher made a motion to appoint Kevin Maynard to fill the
unexpired term on the Board. Alderman Timmerman seconded the motion.
Discussion ensued with regard to the motions.
VOTE ON
MOTION 1: The motion failed by a vote of 2 to 3, with Aldermen Gallagher, Steger, and
Timmerman voting in opposition.
VOTE ON
MOTION 2: The motion carried by a vote of 3 to 2, with Aldermen Corson and Redding
voting in opposition (Resolution No. 07 -83).
Mayor Bradley announced that Mr. Kevin Maynard has been appointed by the Board to fill
the unexpired term of April L. Gallagher.
7. DISCUSS AND CONSIDER TAKING ACTION REGARDING BOARD OF
ALDERMEN/TRUSTEES 2008 MEETING SCHEDULE AND CALENDAR
EVENTS.
Discussion ensued with regard to the 2008 meeting schedule and the scheduling of
workshops and pre -board meetings.
The Board discussed the need to hold two meetings in the months of May and October.
Town of Westlake Board of Aldermen / Trustees
Special Meeting
December 15, 2007
Page 7 of 7
An item will be placed before the respective Boards to adopt the 2008 meeting calendar for
the Board of Aldermen and the Board of Trustees.
11. TOWN MANAGER'S REPORT.
Interim Town Manager Hennig addressed the Board regarding the following items:
- Consider offering an invocation and the pledge as a part of the regular Board of
Aldermen meeting;
- Conducting executive session during the pre -board meetings;
- Commencing the pre -board meetings at 5 p.m.;
- Consider authorizing an employee spring holiday to be taken on Good Friday;
- Consider moving all Board meetings to the Town Hall offices.
12. ADJOURNMENT.
There beincy no further business, Mayor / President Bradley adjourned the meeting at 3:30
p.m.
APPROVED B1' THE BOARD OF ALDERMEN ON JANUARY 14, 2008.
Scott Bradley, Mayor / President
ATTEST:
Kim Sutter, TRMC, Town Secretary / Secretary
TOWN OF WESTLAKE
Invoices Received: 12/17/07 thru 01/06/08
For Review by Board on 01/14/08
VENDOR
Banc of America Leasing
10081415
257.61
100
44302
11 100% Copier Lease DP3520 Admin
Co ell Court
Ara a
408.00
100
22500
11
Court Bonds Payable
Dallas Court
Willett
340.00
100
22500
11
Court Bonds Payable
Federal Express
2-438 -82844
21.77
100
46120
11
Shipping Costs
Fort Worth Court
Ara a
335.00
100
22500
11
Court Bonds Payable
Irving Court
Carter
395.00
100
22500
11
Court Bonds Payable
Irving Court
DeLeon
230.00
100
22500
11 1
Court Bonds Payable
Joe Hennig
11302007
1,932.00
100
43335
11
Town Manager Services at 28% - November 2007
Joe Hennig
12312007
3,304.00
100
43335
11 1
Town Manager Services at 28% - December 2007
Keller Court
Cox
405.00
100
22500
11
Court Bonds Payable
Keller Court
Kim Sutter
Holland
CR121007
1,133.00
72.92
100
100
22500
46106
11
11
Court Bonds Payable
Hospitality items for pre -board meeting, trustees meetings & regular
board meeting - December 10, 2007
Llo d /Gosselink
34526
848.90
100
43305
11 1
MUD Dissolution research
Marriott International
337H103423
1,159.00
100
45830
11 1
Special Board meetings - 12/15/07
Northeast Leadership Forum
1229
100.00
100
46115
11
Annual Dues 9/1/07 thru 8/31/08 - Joe Henni
Northwest Metro port
3541
500.00
100
46115
11
2007 Golden key awards 113 split with Trophy Club & Northlake
Office Depot
412318615 -001
3.95
100
46105
11 1
Correction fluid - 3 pk.
Office Depot
412523276 -001
152.99
100
46105
11
Publisher 2007 - Ginger Awtry
Office Depot
412526676 -001
16.19
100
46105
11
Box 500 ct of #10 envelopes w/window
Office Depot
412585931 -001
25.18
100
1 46105
11
Labels - 2 pkgs
Office Depot
413203962 -001
152.99
100
46105
11
Credit for inv. #412523276 -001 - Publisher 2007 was already installed
Office Depot
413204300 -001
89.99
100
46105
11
Publisher 2007 - Ginger Awtry
Stephanie Erb
CRO10708
500.00
100
46190
11
Plan 2007 Town staff Christmas event 45 hours worked
Tarrant County Criminal Courts
Cedillo
750.00
100
22500
11
Court Bonds Payable
Valero 11
12172007
36.91
100
46215
11
1 Pool Vehicle Fuel
WB Texas Resort
CR123107
9,300.00
100
22760
11
1 Lot Development Fees due for December -07 Duct bank
Westlake Academy Foundation
CR123107
100.00
100
22761
11
1 Blacksmith Apprentice payments for December -07 (Payroll deductions
Total Administrative Dept,
22,264.42
Valero 06
12172007
55.48
100
46215
12
Building Official Vehicle Fuel
Total Building Dept
55.48
Identitec
000- 1204 -58
70.00
100
46150
13
2 1name plates: Joe Hennig & Kevin Maynard
Office Depot
412602564 -001
152.99
100
46105
13
Publisher 2007 - Kim Sutter
Thomson West
815025127
425.00
100
1 46130
13
1 Texas local government code 2008
Total Town Secretary
647.99
Page 1 of 4 1/8/2008 3:50 PM
TOWN OF WESTLAKE
Invoices Received: 12/17/07 thru 01/06/08
For Review by Board on 01/14/08
VENDOR
Atmos Energy 001812280
12172007
296.77
100
46225
14
Fire Station Gas Service
Casco Industries
48202
27.00
100
44211
14
Safety Supplies - Tetrahedrons
City of North Richland Hills
1 -044
150.00
100
45830
14
TEEX training for course NFPA 1851 - Richard Whitten
DFW Communications
30713721
230.00
100
44221
14
Communication Supplies - 2 Mah rugged batteries
Marketing Displays Intternational
314270
794.05
100
44211
14
3 of the 28" cones w /internal lite, 48 sq Emergency Scene Ahead,
Storage bag (traffic control products)
Nortex Modular Space
20085
618.75
100
45325
14 1
Building Lease - Fire Station (for January 2008)
Office Depot
412220632 -001
156.59
100
46105
14
Drum imaging cartridge
Steric le
5121191
10.53
100
46615
14 1
Hazardous Waste Management Fee
Tri- County Electric 131 -801
12262007
328.03
100
46220
14
Fire Station Electric Service
Valero 01
12172007
545.70
100
46215
14
EMS Vehicle Fuel - M481
Valero 03
12172007
572.45
100
46215
14
EMS Vehicle Fuel - E481
Valero 04
12172007
128.96
100
46215
14
EMS Vehicle Fuel - Tahoe
Verizon Business Fios
29448091
60.86
100
45315
14
Fire Station Internet Line
WorldPoint
464951
101.75
100
46130
14
CPR Cards & Books
Total Fire Dept
4,021.44
Bradley L. Bradley
12012007
2,541.66
100
43330
15
Judge Services for the month of December 2007
Office Depot
412178389 -001
8.96
100
46106
15
2124 case water bottles
Office Depot
412178389 -001
152.42
100
46105
15
HP office'et all in one, slim heater & 4 kleenex boxes
Office Depot
412481248 -001
20.46
100
46106
15
1 Paper Towels & Plastic forks
Office Depot
412481248 -001
60.27
100
46105
15
Cart w /lid, 12 pk of letter /le al box and 12 pk of black gel pens
Office Depot
412489358 -001
81.98
100
46105
15
Paper, AA batteries, Black ink & Tri -Color ink
Valero 07
12172007
92.33
100
1 46215
15
Marshall Vehicle Fuel
Westlake Citation Refunds
Andrews
107.00
100
1 35115
15
Citation Refund
Westlake Citation Refunds
Kemp
93.00
100
35115
15
Citation Refund
Total Court Dept
3,158.08
Red Wing Shoe Store
6520000000545
87.12
100
46605
16
1 Work boots for Jarrod Greenwood - 50%
Tri -County Electric 150 -502
12262007
17.00
100
46220
16
ROW Irrigation Electric - Fair Oaks Drive
Tri -County Electric 150 -503
12262007
16.78
100
46220
16
ROW Irrigation Electric - Dove Road
Valero 05
12172007
178.36
100
46215
16
Public Works Vehicle Fuel @ 50%
Total Public Works Dept.
299.26
Access Lift & Service
12170723
100.00
100
45903
17
Elevator Maintenance for the month of November
ECI Video
0000035193 -1
377.00
100
45901
1 7
Audio Visual Repair - Court Room
Home Depot
4024968
31.70
100
44212
17
Tape, monkey hook, pin & 2/96 at totes
Home Depot
5032479
4.50
100
44213
17
Plastic bags & plug covers
Humphrey & Associates
64970
67.63
100
44218
17
Lam2 and Bulb Supplies/Materials - December maintenance
Humphrey & Associates
64970
130.00
100
44213
17
Additional maintenance labor - 2 hours
Logical Solutions Service Center
100721
1,675.00
100
43338
17
Preventative Maintenance Contract - HVAC controls
Page 2 of 4 1/8/2008 3:50 PM
TOWN OF WESTLAKE
Invoices Received: 12/17/07 thru 01/06/08
For Review by Board on 01/14/08
Page 3 of 4 1/8/2008 3:50 PM
TOWN OF WESTLAKE
Invoices Received: 12/17/07 thru 01/06/08
For Review by Board on 01/14/08
J
Red V
S &K
Sinatra
Star -Te
Tower
05
Grand Total
12312007
12272007
12272007A
2- 5850 -1
6520000000545
7- 1567 -1
8.5181 -1
1- 5946 -1
1.5227 -1
292243501
1- 5218.1
5.900.00
25.01
61.80
84.00
87.12
93.32
60.10
102.50
16.50
707.68
20.40
500
500
500
500
500
500
500
500
500
500
500
43335
44312
44312
20204
46605
20204
20204
20204
20204
44123
20204
16
16
16 jKellerWasteVater
0
16
0
0
0
0
16
0
Town Manager Services at 50% - Decemoer
Keller Waste Water - acct 094- 0000102 -000
-acct 094 - 0000100 -000
utility Billing Refund for: 1801 Shady Grove
Work boots for Jarrod Greenwood - 50%
Utility Billing Refund for 1567 Dove Road
Utili Billin over a ment for: 2145 Ottin e
Utili Billin Refund for: 2020 Post Oak PIS
Utility Billin Refund for: 2204 vaquero Est
Ad - Notice to Bidders: West Side Pum St
utility Billin Refund for: 1205 Perdenales
13 12202007
12172007
24.10
178.35
500
500
46222
46215
16
16
On -Line Meter Electric Service
Utility Fund Vehicle Fuel @ 50%
59.272.10
.99
Page 4 of 4 1/8/2008 3:50 PM