HomeMy WebLinkAbout07-13-09 TC Agenda PacketThe Regular Meeting of the Town of Westlake Town Council will begin immediately following the
conclusion of the Town Council Workshop but not prior to the 7: 00 p.m. posted start time.
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL REGULAR MEETING
AGENDA
July 13, 2009
WESTLAKE TOWN HALL
3 VILLAGE CIRCLE, 2ND FLOOR
COUNCIL CHAMBERS / MUNICIPAL COURT ROOM
7:00 p.m.
1. CALL TO ORDER.
2. PLEDGE OF ALLEGIANCE.
3. CITIZEN PRESENTATIONS: This is an opportunity for citizens to address the
Council on any matter whether or not it is posted on the agenda. The Council cannot by
law take action nor have any discussion or deliberations on any presentation made to the
Council at this time concerning an item not listed on the agenda. The Council will receive
the information, ask staff to review the matter, or an item may be noticed on a future
agenda for deliberation or action.
4. HEAR AND DISCUSS REPORT FROM AUTHOR OF THE LITTLE TOWN THAT
COULD, WESTLAKE, TEXAS ORIGINS AND LEGACIES.
Town of Westlake Town Council Page 2 of 3
Regular Meeting Agenda
July 13, 2009
5. HEAR AND DISCUSS REQUEST BY WESTLAKE PUBLIC ART SOCIETY TO
APPLY FOR 501(C)3 STATUS.
6. CONSENT AGENDA: All items listed below are considered routine by the Town
Council and will be enacted with one motion. There will be no separate discussion of
items unless a Council Member or citizen so requests, in which event the item will be
removed from the general order of business and considered in its normal sequence.
a. Review and approve minutes of the Town Council Workshop and Regular meeting
held on June 8, 2009.
b. Review and approve minutes of the Town Council Strategic Planning Retreat held on
June 22, 2009.
c. Review and approve minutes of the Town Council Special meeting held on June 22,
2009.
d. Consider a Resolution approving the Town of Westlake Surplus Property Disposal
Policy.
e. Consider a Resolution authorizing the Town Manager to enter into an agreement with
Bristow Contracting for drainage improvements in Stagecoach Hills.
7. CONSIDER A RESOLUTION APPOINTING AND REAPPOINTING MEMBERS
TO THE FOLLOWING BOARDS, COMMISSIONS, AND COMMITTEES:
a. 4B Economic Development Board;
b. Westlake Historical Preservation Society;
c. Planning and Zoning Commission;
d. Westlake Public Art Society;
e. Texas Student Housing Authority and Entities; and
f. Westlake Academy Foundation Board of Directors.
8. CONSIDER A RESOLUTION APPROVING AND ADOPTING A STRATEGIC
PLAN FOR THE TOWN.
9. CONSIDER A RESOLUTION ADOPTING A TOWN CAPITAL
IMPROVEMENT PLAN (CIP).
10. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or
Council meeting, under "Future Agenda Item Requests", an agenda item for a future
Council meeting. The Council Member making the request will contact the Town Manager
with the requested item and the Town Manager will list it on the agenda. At the meeting,
the requesting Council Member will explain the item, the need for Council discussion of
the item, the item's relationship to the Council's strategic priorities, and the amount of
estimated staff time necessary to prepare for Council discussion. If the requesting Council
Town of Westlake Town Council
Regular Meeting Agenda
July 13, 2009
Page 3 of 3
Member receives a second, the Town Manager will place the item on the Council agenda
calendar allowing for adequate time for staff preparation on the agenda item.
- NONE
11. COUNCIL CALENDAR.
- NW Metroport Chamber of Commerce Pink, Plaid, and Polka Dot event
o July 22, 2009, 8:30 to 11:30 a.m., Marriott Solana
- TML Newly Elected City Official Orientation
o July 24-25, 2009, Austin
- TML Newly Elected City Official Orientation
o August 7-8, 2009, Austin
- NW Metroport Chamber of Commerce Legislative Breakfast
o August 26, 2009, DFW Marriott, Fort Worth, 7:30 a.m. to 9 a.m.
- Dedication and Ribbon Cutting for the Sam & Margaret Lee Arts and
Sciences Center
o August 28, 2009, Westlake Academy Campus
- Vaquero Baja (fundraiser for the Academy)
o September 14,2009,3:30 p.m.
12. ADJOURNMENT.
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE.
CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, by Friday,
July 10, 2009, 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
Item # 2 — Pledge of
Allegiance
Texas Pledge:
"Honor the Texas
flag; I pledge
allegiance to thee,
Texas, one state under
God, one and
indivisible. "
Town of
Westlake
Item # 3 — Citizen's
Presentations
This is an opportunity for
citizens to address the Board on
any matter whether or not it is
posted on the agenda. The
Board cannot by law take
action nor have any discussion
or deliberations on any
presentation made to the Board
at this time concerning an item
not listed on the agenda. The
Board will receive the
information, ask staff to review
the matter, or an item may be
noticed on a future agenda for
deliberation or action.
Town of Westlake
Memo
To: Honorable Mayor and Members of the Board of Aldermen
From: Kim Sutter, Town Secretary
Subject: Regular Meeting of July 13, 2009
Date: July 1, 2009
ITEM
Hear and discuss report from the author of The Little Town That Could, Westlake, Texas,
Origins and Legacies.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
Q Hospitality Finds its Home in Westlake
o Citizen engagement and communication
o Historic Preservation
BACKGROUND
Mrs. Joyce Gibson -Roach has requested time before the Council to present a report on
the Westlake history book.
FUNDING
N/A
RECOMMENDATION
No recommendation.
ATTACHMENTS:
None.
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Kim Sutter, Town Secretary
Subject: Regular Meeting of July 13, 2009
Date: July 1, 2009
ITEM
Hear and discuss request by Westlake Public Art Society to apply to the Internal Revenue
Service for 501(c)3 status.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
Q Inviting Residential & Corporate neighborhoods
o Highest quality development and aesthetic standards
0 Hospitality Finds its Home in Westlake
o Tourism development
BACKGROUND
In accordance with the Council Advisory Board policy, Dave Rollins, President of the
Westlake Public Art Society, is requesting approval from the Council to proceed with
applying with the IRS for 501 (c) 3 status.
Mr. Rollins will be present to make the request before the Town Council.
Excerpt from policy is below:
B. IRS Tax -Exempt Status Requests.
All advisory committees, commissions, boards, and affiliates
seeking tax-exempt status from the Internal Revenue Service
501(c)3 must receive prior approval from the TC/BOT. When
submitting a request to the TC/BOT to apply for this IRS 501(c)3
status, the organization wishing to apply must be able to
demonstrate and illustrate to the TC/BOT the benefits of this
status for achieving TC/BOT strategic priorities as well as the
advantages of this designation not currently afforded by the
Town's existing tax-exempt status. Further, the organization
requesting to apply for this 501(c)3 status must be able to
demonstrate to the TC/BOT their organizational capacity to
administer and comply with all IRS regulations related to this
status on an on-going basis.
Should the Council choose to approve the request, an item will be included on the
August 10, 2009, Town Council agenda for consideration.
FUNDING
N/A
RECOMMENDATION
No recommendation.
ATTACHMENTS:
Council's Advisory Board Policy
Resolution 07-25 establishing and creating the Society
Resolution 08-12 amending the Society
Town of Westlake /
Westlake Academy
Town Council / Board of Trustees
CITIZEN ADVISORY
BOARD/COMMITTEE/AFFILIATE RELATIONS
AND COMMUNICATIONS POLICY
CITIZEN ADVISORY BOARD/COMMITTEE/AFFILIATE
RELATIONS AND COMMUNICATIONS POLICY
Contents
I. POLICY PURPOSE.................................................................................................................................... 2
II. POLICY GOALS......................................................................................................................................... 2
III. POLICY PARAMETERS............................................................................................................................. 2
A. Annual Meeting with Board............................................................................................................. 2
B. IRS Tax -Exempt Status Requests...................................................................................................... 3
C. Use of Town and Academy Name, Resources, and Logos............................................................... 3
D. Fiduciary/Stewardship Responsibilities and Requirements............................................................ 3
1
(adopted December 8, 2008)
I. POLICY PURPOSE. To establish a clear framework and process for enhanced
collaborative interaction, communication, and mutual understanding of roles and
responsibilities between the Town Council (TC) and the Board of Trustees (BOT) and
their various citizen advisory boards, commissions, committees, and organizations
affiliated with the Town of Westlake and/or Westlake Academy.
II. POLICY GOALS. The goals of this policy are:
A. Enhanced two-way communication between the TC/BOT and its various advisory
boards, commissions, committees and affiliate organizations (and vice versa).
B. Reaching mutual agreement regarding annual programs of work for these various
citizen advisory boards, commissions, committees, and affiliate organizations to
enhance and assist in the pursuit of the TC's/BOT's strategic priorities.
C. Achieving a common paradigm that all advisory boards, commissions, committees,
and affiliates of the Town of Westlake and Westlake Academy exist to further the
TC/BOT strategic agenda and are under the direct control of BOT/TC or, if they are a
Westlake Academy affiliate, are under the day-to-day direction of the Head of
School.
D. Creating a clear understanding, coordination, and agreement by the TC/BOT and its
citizen advisory boards, commissions, committees, and affiliate organizations as to
each group's role, function, and scope of responsibility in terms of their relationship
to the Town of Westlake and/or Westlake Academy.
E. Establishing a direct link between Westlake Academy, its Head of School, and the
Academy's Senior Management Team as being the first point of contact for
coordinating the activities of Westlake Academy affiliates.
III. POLICY PARAMETERS. To achieve this policy's purpose and goals, the following
parameters are put in place:
A. Annual Meeting with Board.
All TC/BOT advisory boards, committees, commissions, and affiliate organizations shall
meet at least annually with the TC/BOT to:
1.) Report on progress to date in implementing that group's program of work for the
current fiscal year
2.) Review a proposed program of work for the coming fiscal year as well as submit any
budget requests and requested staff resources for this proposed program of work.
Said program of work will be discussed within the context of the organization's
program of work carrying out the TC's/BOA's strategic plan for both the Town and
Westlake Academy. All funding requests should be submitted not later than the July
1s` prior to the upcoming fiscal year. Requests received after that time will not be
considered until the following fiscal year.
3.) Review fund raising activities underway or planned to support the current or
proposed plan of work.
2
(adopted December 8, 2008)
4.) The chair of each advisory board, committee, and/or affiliate organization shall
schedule this annual meeting (or more frequent if needed) through the Town
Secretary's office. The TC/BOT may choose to hold these meetings one or two
times per year.
5.) All affiliates of Westlake Academy, prior to meeting with the TC/BOT, will meet with
the Head of School to make sure they their proposed efforts are coordinated through
the Head of School and his/her designates.
B. IRS Tax -Exempt Status Requests.
All advisory committees, commissions, boards, and affiliates seeking tax-exempt status
from the Internal Revenue Service 501(c)3 must receive prior approval from the
TC/BOT. When submitting a request to the TC/BOT to apply for this IRS 501(c)3 status,
the organization wishing to apply must be able to demonstrate and illustrate to the
TC/BOT the benefits of this status for achieving TC/BOT strategic priorities as well as
the advantages of this designation not currently afforded by the Town's existing tax-
exempt status. Further, the organization requesting to apply for this 501(c)3 status
must be able to demonstrate to the TC/BOT their organizational capacity to administer
and comply with all IRS regulations related to this status on an on-going basis.
C. Use of Town and Academy Name, Resources, and Logos.
Any advisory board, commission, or committee, as well as affiliate organizations of the
Town or Westlake Academy, that wish to begin using the Town or Academy's name or
logo in their operational efforts must receive prior approval from the TC/BOT. Said
approval can be withdrawn at any time by the TC/BOT. Additionally, any on-going use
of Town facilities, resources, and staff by an advisory committee, commission, board, or
affiliate must be requested through the Town Manager's office and is subject to his/her
approval prior to on-going utilization of those resources. Requests to add organizations
covered by this policy to the Town's insurance policy shall be submitted to the Town
Manager for his prior approval before any insurance coverage is extended. If approved,
the annual cost of this insurance shall be borne by the requesting organization.
Requests to add staff to support any advisory board, commission, committee, or affiliate
shall be made through the Town Manger's office as a part of the annual budget
preparation process and must be approved in advance by the TC/BOT. This request will
include the identification of funding resources to pay for this position, the operational
reporting arrangement for this position, and which payroll/insurance program this
position will fall under.
D. Fiduciary/Stewardship Responsibilities and Requirements.
All advisory boards, commissions, committees, and affiliates that expend funds through
their own bank accounts must first have TC/BOA approval to have separate bank
accounts. All such groups will also submit their financial control procedures to the Town
Manager or his/her designate for review and approval as to providing acceptable internal
control on collection and expenditure of funds from these bank accounts.
3
(adopted December 8, 2008)
Additionally, if this approval for separate bank accounts is authorized by the TC/BOT, a
timely annual audit of this account(s) shall be submitted to the Town Manager or his/her
designate for presentation to the TC/BOT. Said audit may be conducted by an external
CPA auditing firm or may be conducted by the Town's Director of Finance with that
decision being made by the Town Manager depending on staff workload requirements at
the time. Since the Westlake Academy Foundation has IRS 501(c)3 status at the time of
the adoption of this policy, that organization shall, at its cost, utilize the same external
auditor concurrently used to audit Westlake Academy finances. This Westlake Academy
Foundation audit shall be prepared on a timely basis for presentation to the TC/BOT at
the same time that the Academy's audit is presented.
For those advisory boards, commissions, and committees funded by the TC/BOT
through the Town or Academy approved budget, use of approved budgetary allocations
shall be made on transaction by transaction basis. That is, the chair or president of that
organization will identify the vendor they wish to utilize, contact the Town's Director of
Finance, and submit necessary invoices so that the vendor can be paid by the Town for
goods/services rendered to that advisory committee, commission, or board from their
TC/BOT approved budget. Use of approved Town budgeted funds by these
organizations shall be in accordance with State purchasing statutes and Town
purchasing policies.
All by-laws for proposed for citizen advisory boards, commissions, committees, and
organizations affiliated with the Town of Westlake and/or Westlake Academy shall first
be reviewed and approved by the TC/BOT.
4
(adopted December 8, 2008)
TOWN OF WESTLAKE
RESOLUTION NO. 07-25
A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF
WESTLAKE, TEXAS ESTABLISHING A PUBLIC ART COMMITTEE,
DEFINING THE COMMITTEE SCOPE, APPOINTING MEMBERS AND
DEFINING TERMS OF SERVICE.
WHEREAS, the Town of Westlake recognizes the importance of public art and
the benefits of art education for the citizens of Westlake; and
WHEREAS, the Town of Westlake is abundantly blessed with natural beauty as
well as a rich cultural heritage which is reflected by the high development standards
imposed by the Town; and
WHEREAS, the Board of Aldermen seek to continue the cultural growth and
development of Westlake by providing for art in public places for all to enjoy; and
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF
THE TOWN OF WESTLAKE, TEXAS:
SECTION 1: That the above findings are hereby found to be true and correct and
are incorporated herein in its entirety.
SECTION 2: That the Board of Aldermen of the Town of Westlake, Texas does
hereby appoint the following individuals to become charter members of the Westlake
Public Art Committee and serve the following terms to which members may be
reappointed.
Michelle Corson, Chairperson
3 yrs
Phyllis McConnell
2 yrs
Tim Brittan
1 yrs
Carol Langdon
3 yrs
Shannon LaRue
2 yrs
Mary Petty
1 yr
Becky Rogers
3 yrs
Board Liaison
Staff Liaison
Scott Bradley, Mayor
Town Manager or his appointee
SECTION 3: That the Board of Aldermen establishes the following mission for
the Public Art Committee:
Resolution No. 07-24 — April 23, 2007 Page 1 of 3
Town of Westlake Public Art Committee Mission Statement
Founded as a commitment to protect and improve the quality of life of Westlake
residents, businesses and students by encouraging, inspiring, documenting, educating
and entertaining artistic and creative endeavors throughout the community, the Westlake
Public Art committee will provide a wide range of professionally excellent and
artistically significant presentations, preserving, collecting, exhibiting, and fostering the
engagement of arts into the community.
SECTION 4: That the Board of Aldermen establishes the following scope and
priorities for the first term(s) of the Public Art Committee:
1. Identify and recommend artists and raise funds to ultimately commission an
outdoor statue of The Blacksmith at a designated location at Westlake Academy.
2. Raise funds to be able to acquire and display significant works of art consistent
with the theme and culture of the Town of Westlake to display in Westlake Academy and
other public buildings.
3. Raise awareness of the importance of the role of art in Westlake by sponsoring
artistic and creative endeavors that will benefit the community.
SECTION 5: That the Board of Aldermen require the Public Art Committee to
prepare an annual budget of projected revenues and expenses necessary to accomplish the
mission and that such budget be presented to the Town Manager no later than August 1,
of each fiscal year to then be deliberated by the Board for inclusion in the annual budget.
SECTION 6: That the Board of Aldermen will identify a funding source for
public art no later than their 2007-2008 annual budget process.
PASSED AND APPROVED ON THIS 23rd DAY OF APRIL 2007.
ATTEST:
Scott Bradley, Mayor
Kim Sutter, Town Secretary Trent O. Petty, Town Manager
APPROVED AS TO FORM:
Resolution No. 07-24 — April 23, 2007 Page 2 of 3
L. Stanton Lowry, Town Attorney
Resolution No. 07-24 — April 23, 2007 Page 3 of 3
TOWN OF WESTLAKE
RESOLUTION NO. 08-12
CHANGING THE NAME OF THE WESTLAKE PUBLIC ART COMMITTEE;
INCREASING THE MEMBERSHIP OF THE BOARD; AND APPOINTING
ADDITIONAL MEMBERS AND DEFINING TERMS OF SERVICE.
WHEREAS, the Town of Westlake recognizes the importance of public art and
the benefits of art education for the citizens of Westlake; and
WHEREAS, the Town of Westlake is abundantly blessed with natural beauty as
well as a rich cultural heritage which is reflected by the high development standards
imposed by the Town; and
WHEREAS, the Board of Aldermen seek to continue the cultural growth and
development of Westlake by providing for art in public places for all to enjoy; and
WHEREAS, the Board of Aldermen created the Westlake Public Art Committee
by Resolution on April 23, 2007; and
WHEREAS, the membership of the committee has requested the Board consider
renaming the Westlake Public Art Committee to the Public Art Society of Westlake; and
WHEREAS, the Committee is also requesting the membership be increased
from seven to nine members and additional members be appointed at this time;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF
THE TOWN OF WESTLAKE, TEXAS:
SECTION 1. That the above findings are hereby found to be true and correct and
are incorporated herein in its entirety.
SECTION 2. That the Board of Aldermen of the Town of Westlake, Texas does
hereby approve changing the name of the Westlake Public Art Committee to the Public
Art Society of Westlake, expanding the membership to nine, and appointing the
following individuals to the terms outlined below:
Leah Rennhack June 2010
Dave Rollins June 2009
Kay Anderson June 2009
Vacant June 2008
As a result of the appointments heretofore stated, the Public Art Society of Westlake
is represented by the following:
Board Liaison Scott Bradley, Mayor
Staff Liaison Town Manager or his appointee
SECTION 3. That this resolution shall take effect from and after its final
date of passage, and it is accordingly so ordered.
PASSED AND APPROVED ON THIS 25th DAY OF FEBRUARY 2008.
ATTEST:
Kim Sutter, TRMC, Town Secretary
APPROVED AS TO FORM:
L. Stanton Lowry, Town Attorney
Scott Bradley, Mayor
Joe C. Hennig, Interim Town Manager
Term Expiration
Michelle Corson
June 2010
Carol Langdon
June 2010
Leah Rennhack
June 2010
Shannon LaRue
June 2009
Dave Rollins
June 2009
Kay Anderson
June 2009
Tim Brittan
June 2008
Mary Petty
June 2008
Vacant
June 2008
Board Liaison Scott Bradley, Mayor
Staff Liaison Town Manager or his appointee
SECTION 3. That this resolution shall take effect from and after its final
date of passage, and it is accordingly so ordered.
PASSED AND APPROVED ON THIS 25th DAY OF FEBRUARY 2008.
ATTEST:
Kim Sutter, TRMC, Town Secretary
APPROVED AS TO FORM:
L. Stanton Lowry, Town Attorney
Scott Bradley, Mayor
Joe C. Hennig, Interim Town Manager
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL WORKSHOP
June 8, 2009
PRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Larry Corson, Carol
Langdon, Rick Rennhack, and Rebecca Rollins.
ABSENT: None.
OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry,
Town Secretary Kim Sutter, Finance Director Debbie Piper, Public
Works Superintendent Jarrod Greenwood, Facilities and
Recreation Director Troy Meyer, Director of Administrative
Services and Human Resources Todd Wood, Court Administrator
Amanda DeGan, Planning and Development Director Eddie
Edwards, and Assistant to the Town Manager Ginger Awtry.
1. CALL TO ORDER.
Mayor Wheat called the workshop to order at 6:08 p.m.
2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM JUNE 8, 2009,
COUNCIL REGULAR MEETING AGENDA.
Mayor Wheat introduced the item and opened the floor for questions related to the
consent agenda items from the June 8, 2009, regular meeting.
There were no questions or comments regarding the consent agenda items.
3. HEAR AND DISCUSS UPDATE ON DRAINAGE IMPROVEMENTS IN
STAGECOACH HILLS.
Public Works Superintendent Greenwood addressed the Council regarding the item and
reviewed the project. Mr. Greenwood presented a PowerPoint presentation to the
Council displaying an aerial showing the existing drainage conditions. Additionally, Mr.
Greenwood presented and discussed the proposed drainage improvements.
Town of Westlake Town Council
Workshop Minutes
June 8, 2009
Page 2 of 2
Mr. Greenwood explained that the project scope was increased due to the drainage
volumes, and only one bid was received in the amount of $110,599.82, and is comprised
of a base bid and alternate bid. The base bid amount includes the minimum scope of the
project, including bar ditch cleaning, drainage repairs and culvert installation to provide
Stagecoach residents some drainage relief. The alternate bid amount includes some
additional bar ditch cleaning, drainage repairs, culvert installation and culvert end
treatments (head walls) to provide additional drainage relief.
Mr. Greenwood responded to questions from the Council.
Mr. Greenwood advised the Council that the project could be rebid in an attempt to
attract additional bidders.
Discussion ensued regarding municipal bid requirements.
It was the consensus of the Council to direct staff to rebid the Stagecoach Drainage
Improvement project.
4. FUTURE AGENDA ITEMS.
No items were presented for consideration.
5. ADJOURNMENT.
There being no further business, Mayor Wheat adjourned the workshop at 6:54 p.m.
APPROVED BY THE TOWN COUNCIL ON JULY 13, 2009.
Laura Wheat, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL REGULAR MEETING
June 8, 2009
PRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Larry Corson, Carol
Langdon, Rick Rennhack, and Rebecca Rollins.
ABSENT: None.
OTHERS PRESENT: Town Attorney Stan Lowry, Town Secretary Kim Sutter, Facilities
and Recreation Director Troy Meyer, Planning and Development
Director Eddie Edwards, Public Works Superintendent Jarrod
Greenwood, Finance Director Debbie Piper, Court Administrator
Amanda DeGan, and Assistant to the Town Manager Ginger
Awtry.
1. CALL TO ORDER.
Mayor Wheat called the meeting to order at 7:00 p.m.
2. PLEDGE OF ALLEGIANCE.
Mayor Wheat led the pledge of allegiance to the United States and Texas flags.
3. CITIZEN PRESENTATIONS.
There was no one present wishing to address the Council.
4. CONSENT AGENDA.
Mayor Wheat introduced the item and advised that item `f would be removed from the
consent agenda and voted on separately.
a. Review and approve minutes of the Town Council Workshop and Regular meeting
held on May 18, 2009.
Town of Westlake Town Council
Regular Meeting Minutes
June 8, 2009
Page 2 of 4
b. Review and approve minutes of the Town Council Joint Workshop held on May 21,
2009.
c. Review and approve minutes of the Town Council Special meeting held on May 28,
2009.
d. Resolution No. 09-27 - Consider a Resolution authorizing a contract with McCreary,
Veselka, Bragg & Allen, P.C. (MVBA) to collect delinquent citations.
e. Resolution No. 09-28 - Consider a Resolution approving amendments to the Town of
Westlake Personnel Manual.
MOTION: Council Member Langdon made a motion to approve consent agenda
items `a' through `e' as presented. Council Member Rollins seconded the
motion. The motion carried by a vote of 5-0.
f. Consider a Resolution authorizing the Town Manager to enter into an agreement with
B & R Utility Construction for Drainage Improvements in Stagecoach Hills.
MOTION: Council Member Corson made a motion to reject the bid of B&R Utility
Construction for the Stagecoach Hills Drainage Improvement project.
Council Member Rennhack seconded the motion. The motion carried by a
vote of 5-0.
5. ELECT A MAYOR PRO TEM.
Mayor Wheat introduced the item and asked for a motion.
MOTION: Council Member Rollins made a motion to elect Council Member Larry
Corson to serve as the Mayor Pro Tem. Council Member Brittan
seconded the motion. The motion carried by a vote of 5-0.
6. CONSIDER A RESOLUTION APPOINTING MEMBERS TO SERVE ON A
WORK GROUP TASK FORCE RELATED TO THE TEXAS STUDENT
HOUSING AUTHORITY.
Mayor Wheat introduced the item and asked for nominations.
MOTION: Council Member Brittan made a motion to appoint Council Member
Corson and himself, along with community member Todd Robocheaux to
serve on the Task Force, with the additional community member to be
appointed by Council Members Brittan and Corson. Council Member
Rollins seconded the motion. The motion carried by a vote of 5-0.
(Resolution No. 09-30).
Town of Westlake Town Council
Regular Meeting Minutes
June 8, 2009
Page 3 of 4
7. CONDUCT A PUBLIC HEARING AND CONSIDER AN ORDINANCE
APPROVING AN APPLICATION FOR A SPECIFIC USE PERMIT (SUP -09-01)
FOR A PRIVATE WATER WELL TO BE LOCATED AT 1802 HIGH COUNTRY
DRIVE IN THE VAQUERO RESIDENTIAL ADDITION.
Facilities and Recreation Director Meyer introduced the item to the Council.
Planning and Development Director Edwards addressed questions from the Council
regarding the request.
The applicant and/or a representative were not present for the public hearings associated
with SUP -09-01 and SUP -09-02.
Mayor Wheat opened the public hearings for SUP -09-01 and SUP -09-02.
There being no one requesting to speak, Mayor Wheat closed the public hearings and
asked for a motion relative to SUP -09-01.
MOTION: Council Member Brittan made a motion to adopt Ordinance No. 627,
granting a Specific Use Permit (SUP -09-01) for a private water well to be
located at 1802 high Country Drive. Council Member Corson seconded
the motion. The motion carried by a vote of 5-0.
8. CONDUCT A PUBLIC HEARING AND CONSIDER AN ORDINANCE
REGARDING AN APPLICATION FOR A SPECIFIC USE PERMIT (SUP -09-02)
FOR A PRIVATE WATER WELL TO BE LOCATED AT 1806 HIGH COUNTRY
DRIVE IN THE VAQUERO RESIDENTIAL ADDITION.
(This item was introduced with item 7 and the public hearings were held concurrently.)
The applicant and/or a representative were not present for the public hearings associated
with SUP -09-01 and SUP -09-02.
MOTION: Council Member Brittan made a motion to adopt Ordinance No. 628,
granting a Specific Use Permit (SUP -09-02) for a private water well to be
located at 1806 high Country Drive. Council Member Langdon seconded
the motion. The motion carried by a vote of 5-0.
9. FUTURE AGENDA ITEMS.
There were no items presented for consideration.
10. COUNCIL CALENDAR.
Mayor Wheat reviewed the Council calendar.
- Town Council Mini -Retreat
Town of Westlake Town Council
Regular Meeting Minutes
June 8, 2009
o June 22, 2009, Marriott Solana, 2:30 p.m. to 8 p.m.
- TML Legislative Wrap-up
o June 26, 2009, Marriott Las Colinas, Irving
- TML Legislative Wrap-up
o June 29, 2009, Austin
- TML Newly Elected City Official Orientation
o July 24-25, 2009, Austin
- TML Newly Elected City Official Orientation
o August 7-8, 2009, Austin
11. ADJOURNMENT.
Page 4 of 4
There being no further business before the Council, Mayor Wheat asked for a motion to
adjourn the meeting.
MOTION: Council Member Rennhack made a motion to adjourn the meeting.
Council Member Brittan seconded the motion. The motion carried by a
vote of 5-0.
Mayor Wheat adjourned the meeting at 7:15 p.m.
APPROVED BY THE TOWN COUNCIL ON JULY 13, 2009.
Laura Wheat, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL RETREAT
June 22, 2009
PRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Larry Corson, Carol
Langdon, Rick Rennhack, and Rebecca Rollins (arrived at 2:59 p.m.)
ABSENT: None.
OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kim Sutter,
Facilities and Recreation Director Troy Meyer, Public Works
Superintendent Jarrod Greenwood, Finance Director Debbie Piper,
Court Administrator Amanda DeGan, Assistant to the Town
Manager Ginger Awtry, Director of Human Resources and
Administrative Services Todd Wood, and Fire Lieutenant Richard
Whitten.
1. CALL TO ORDER.
Mayor Wheat called the workshop to order at 2:40 p.m.
2. PRESENTATION AND DISCUSSION REGARDING DIRECTIONFINDERS
CITIZEN SURVEY PREPARED BY ETC INSTITUTE.
Mr. Chris Tathum, ETC Institute, presented the results of the recent citizen survey to the
Council and responded to questions from the Council regarding the survey results.
Mr. Tathum advised the Council that overall responses indicated that a large majority of
Westlake residents are satisfied with the services provided by the Town. Additionally,
overall ratings are higher than the national averages.
In response to questions raised during the presentation, Mr. Tathum responded that ETC
will provide additional reports sorting the data by subdivision.
3. PRESENTATION AND DISCUSSION REGARDING TOWN'S STRATEGIC
PLAN.
Town of Westlake Town Council
Planning Retreat Minutes
June 22, 2009
Page 2 of 3
Town Manager Brymer introduced the item and advised the Council that a draft strategic
plan was presented to the Council in February, and it was the consensus of the Council to
wait until the release of the results of the citizen survey before considering the plan
Town Manager Brymer commended staff or their efforts associated with developing the
draft strategic plan.
Town Manager Brymer reviewed the draft plan, including outcome strategies supporting
the three vision points — Inviting Neighborhoods, We are Leaders, and Hospitality.
Council discussion ensued and the Council directed staff to provide a modified Gantt
chart to review the timelines associated with each outcome strategy to ensure achievable
target dates, specifically as it relates to the Comprehensive Plan update.
The Council requested a full cost analysis to operate Westlake Academy and
identification of any budget shortfalls, so that a realistic fundraising goal can be
established, as the Academy is an integral component of the Town.
4. PRESENTATION AND DISCUSSION REGARDING CAPITAL
IMPROVEMENT PROJECTS (CIP).
Town Manager Brymer introduced the item and advised that staff has prepared a draft
Capital Improvement Plan for 2010-2014 for the Council's consideration. Mr. Brymer
advised the Council that projects may be removed by the Council if the project is no
longer seen as a priority in terms of meeting the community's strategic plan.
Based on the discussion, Town Manager Brymer advised that the Capital Improvement
Plan will be discussed further at the next Town Council workshop to be held on July 13,
2009.
5. PRESENTATION AND DISCUSSION REGARDING TOWN'S FINANCIAL
FIVE-YEAR FORECAST.
Town Manager Brymer advised the Council that the five-year forecast documents have
been included in the meeting packet and addressed questions from the Council.
Discussion ensued regarding the five-year forecasts.
6. DISCUSSION OF COUNCIL POLICIES.
No discussion on this item.
7. TEAM BUILDING DISCUSSION AND SCENARIOS.
No discussion on this item.
Town of Westlake Town Council
Planning Retreat Minutes
June 22, 2009
8. ADJOURNMENT.
Mayor Wheat adjourned the retreat at 8:46 p.m.
APPROVED BY THE TOWN COUNCIL ON JULY l3, 2009.
Laura Wheat, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
Page 3 of 3
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL SPECIAL MEETING
June 22, 2009
PRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Larry Corson, Carol
Langdon, Rick Rennhack, and Rebecca Rollins.
ABSENT: None.
OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kim Sutter,
Facilities and Recreation Director Troy Meyer, Public Works
Superintendent Jarrod Greenwood, Finance Director Debbie Piper,
Court Administrator Amanda DeGan, Assistant to the Town
Manager Ginger Awtry, Director of Human Resources and
Administrative Services Todd Wood, and Fire Lieutenant Richard
Whitten.
1. CALL TO ORDER.
Mayor Wheat called the meeting to order at 8:47 p.m.
2. CONSIDER A RESOLUTION AUTHORIZING AN ANNUAL MEMBERSHIP
WITH THE TEXAS COMPTROLLER ACCOUNTS TO PROVIDE
PURCHASING THROUGH THE TEXAS CO-OP PROGRAM AND AUTHORIZE
SUBSEQUENT RENEWALS WITH THE TEXAS COMPTROLLER ACCOUNTS
TO PROVIDE PURCHASING THROUGH THE TEXAS CO-OP PROGRAM.
Mayor Wheat introduced the item and asked for a motion.
MOTION: Council Member Corson made a motion to approve Resolution 09-29.
Council Member Rennhack seconded the motion. The motion carried by a
vote of 5-0.
3. ADJOURNMENT.
There being no further business before the Council, Mayor Wheat asked for a motion to
adjourn the meeting.
Town of Westlake Town Council
Special Meeting Minutes
June 22, 2009
Page 2 of 2
MOTION: Council Member Rennhack made a motion to adjourn the meeting.
Council Member Rollins seconded the motion. The motion carried by a
vote of 5-0.
Mayor Wheat adjourned the meeting at 8:48 p.m.
APPROVED BY THE TOWN COUNCIL ON JULY 13, 2009.
Laura Wheat, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Todd Wood, Director of HR and Administrative Services
Subject: Regular Meeting of July 13, 2009
Date: July 13, 2009
ITEM
Consider a Resolution approving the Town of Westlake Surplus Property Disposal Policy.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
Q We are Leaders
o Environmental Stewardship initiatives.
o Financial Stewardship
BACKGROUND
The Town of Westlake currently has no official policy in place for surplus property disposal. The
proposed policy, attached as Exhibit "A", details the internal procedures required for proper
property disposal within our organization.
Adoption of this policy will provide a mechanism for consistent property disposal practices,
ensure compliance with state law, enhance recycling participation where possible, and allow for a
supplemental source of revenue for the Town's General Fund.
FUNDING
None
RECOMMENDATION
Staff recommends approval.
ATTACHMENTS:
Resolution No. 09-31
Exhibit "A" Town's proposed policy.
Westlake Academy Draft Policy (changes to the draft are expected before the Board will consider
for adoption in August 2009)
TOWN OF WESTLAKE
RESOLUTION NO. 09-31
APPROVING THE DISPOSAL POLICY OF SURPLUS, OBSOLETE, AND NON -
REPAIRABLE FIXED ASSETS.
WHEREAS, the Town of Westlake recognizes that surplus, obsolete, and non -
repairable assets are a result of any ongoing operation; and,
WHEREAS, the Town of Westlake understands the need to liquidate such
property in a proper manner and in accordance with applicable federal, state, and local
laws; and,
WHEREAS, the Town of Westlake realizes that a financial benefit may result
from the liquidation of such property;
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF WESTLAKE:
SECTION 1. That the Town of Westlake Town Council does hereby approve the
proposed policy, attached as Exhibit `A ", governing the disposal of the Town's surplus,
obsolete, and non -repairable assets.
SECTION 2. That this Resolution shall become effective upon the date of its
passage.
PASSED AND APPROVED ON THIS 13 DAY OF JULY 2009.
ATTEST:
Laura Wheat, Mayor
Kim Sutter, TRMC, Town Secretary Tom Brymer, Town Manager
APPROVED AS TO FORM:
L. Stanton Lowry, Town Attorney
Exhibit "A"
Town of Westlake
DISPOSAL POLICY OF SURPLUS, OBSOLETE, AND NON -REPAIRABLE FIXED ASSETS
1. Purpose. The purpose of this policy is to describe the guidelines for the disposal of surplus,
obsolete, and non -repairable Town of Westlake properties and fixed assets.
2. Effective. Immediately on the date of its passage by the Town Council.
3. Applicability. This policy applies to all employees.
4. Disposal of Town of Westlake Property. The Town Manager or designee, by established
policies and procedures, is authorized to sell worn-out, scrap, obsolete or unused personal
property ("Surplus Property") other than items routinely discarded as waste. Disposal may take
the form of an on-site auction, Internet auction, recycling, or trash disposal.
5. General Information. The Town of Westlake may schedule items for auction that are
considered economically unusable. These include fixed assets such as surplus, obsolete, or
non -repairable properties. A Surplus Property Transfer Form signed by the Department Head
and Town Manager or designee is used to facilitate the transfer of these items for disposition.
Every effort should be made to determine if a need for the surplus property exists anywhere
else in the Town of Westlake before a sale or disposal occurs. The Town Manager or designee
will maintain a list of surplus property scheduled for disposal. Other departments may
requisition any properties on the surplus list by sending a completed requisition form to the
Town Manager or designee. Property cannot be sold by the Town, given to or taken by any
employee for personal use, or disposed of in any manner other than described in this policy.
All rights and titles to Town of Westlake property, whether real or personal, shall be vested in
the Town Council and its successors in office. The Town Council may, in an appropriate
manner, dispose of property that is no longer necessary for Town of Westlake operations.
The Town Manager or designee is authorized to declare Town of Westlake materials,
equipment, and supplies to be unnecessary and shall dispose of unnecessary materials,
equipment, and supplies for fair market value. If the unnecessary property has no value, the
Town Manager or designee may dispose of such property according to administrative
discretion.
Monies collected from the sale of obsolete materials, equipment, and supplies shall be remitted
to the Finance Department and deposited into the General Fund.
6. Town Property Disposal Procedures: Any property that is movable or not attached to the land
(referred to as personal property) such as furniture, fixtures, vehicles, equipment, tools,
instruments, clothing, or other such items of value, which has lost its useful value to the Town or
has become obsolete. Personal property does not include real estate such as land, including the
building or improvements on it, or its natural assets, such as minerals and water.
Once items have reached their "end -of -useful -life" (as determined by the Town Manager or
designee), the items will be classified as disposed property as outlined below:
a. Whenever an item of equipment is deemed to be obsolete or unfit for use, such
equipment may be disposed of on a competitive basis, either by trade-in or outright sale
to the highest prospective buyer.
b. Items that cannot be sold in their original form, or lose their identity while in the
possession of the Town of Westlake, may be sold as scrap, if deemed advisable, at the
highest obtainable offer.
c. The determination of the highest prospective buyer shall be made with the approval of
the Town Manager or designee, or an authorized representative.
The Town Manager or designee coordinates a public sale of disposed property as needed to sell
any items that are no longer needed by the Town. Employees of the Town of Westlake will be
permitted to purchase items at the sale on the same basis as all other buyers.
a. Fixed Asset or Inventory items must be removed from the Town of Westlake's
inventory prior to disposal.
b. Items should never be discarded at the department level. Instead, items should be
transferred to Surplus Property storage where they will then be sold in a Disposal Sale or
discarded per instructions from the Town Manager or designee.
c. Since there are many contributors to a Disposal Sale, proceeds are pooled and are not
returned to any particular department's budget.
Town property shall, at the option of the Town Manager or designee, be disposed of by one of
the following methods:
A. On-site Auctions. The Town Manager or designee advertises the auction in a local
newspaper two weekends prior to the date of the auction. The advertisement shall indicate
the time, date and location of the auction. The advertisement guidelines are as follows:
The advertisement must state that the Town of Westlake reserves the right to cancel
or void any sale that has not been conducted in accordance with the terms of the
auctioneer's contract;
ii. All sales shall be "as/where is";
iii. Payment must be made at the time of sale, and all sales are final;
iv. All sales will be for cash, money order, cashier's check, or check with Bank Letter
of Guarantee; and
v. Town of Westlake shall not be responsible for any loss or damage to any article(s)
sold at auction after the sale has been consummated.
The advertisement guidelines are as follows:
All items proposed for auction will be stored in a central location the day of the auction.
Federally funded items are to be segregated on the auction floor. The sending department and
the Finance Department will prepare the documents required by federal and state guidelines.
The Town Manager or designee shall retain the right to remove any items from sale at the
auction if the item does not yield at least 80 percent of the predetermined sales price or if the
final sale is not in the best interest of the Town of Westlake. An internal auditor must be
present to serve as an independent observer to ensure compliance with auction procedures and
must remain until all proceeds have been collected. The internal auditor will issue a written
formal audit report to the Finance Director. Auction guidelines are as follows:
Auctioneer. The auctioneer is selected by an open bid process conducted by the Town
Manager or designee. The Town Manager or designee works with the auctioneer prior
to the auction to verify that all items have been documented and have correct pallet and
lot numbers on the auctioneer's coupon sales ledger. The Town Manager or designee
provides the auctioneer with a copy of the auction lists, including a list of prices to
establish a minimum bid price.
ii. Vehicle Auction. All vehicles being sold at auction must have Town of Westlake
emblems, license plates, and peripheral equipment (radios, sirens, etc.) are removed by
the using department prior to the auction. The emblems are destroyed by the using
department. The license plates are sent to the Town Manager or designee. After the
sale, the Town Manager or designee releases the title to the new owner.
iii. Collection and Distribution of Funds. All expenses incurred for the auction will be paid
out of the receipts of the auction. The Town Manager or designee shall collect a
desegregation form and applicable Tax Exempt Certificates from all buyers and collect
and distribute all funds obtained from the auction. A minimum of two people from
Town of Westlake will be required to process all payments. Monies from the auction
will be collected, in full, on the day of the auction, and submitted to the finance
department.
iv. Time Limit to Remove Auctioned Items. A maximum time limit of five days or less
will be set by the Town Manager or designee, for the removal of all items after the
auction. If items are not removed by this time, the items may be disposed of or re -
auctioned. In such cases, no refund will be made to the buyer.
v. Removal of Auctioned items. The new owner assumes all risks associated with moving
or loading the property from the auction location. The Town Manager or designee, if
necessary, will assist in loading the auctioned items, but assumes no liability for
damage.
B. Electronic Auction. An auction Web page will be secured by Town Manager or designee to
facilitate an online auction and the items for sale will be listed. A starting bid price and a
reserve price, if applicable, will be assigned to each item on the lists created through a
coordinated effort by the Town Manager or designee, and the sending department. Any
items not sold on the online auction may be listed at the on-site auction. Procedures for the
on-site auction will apply to the electronic auction.
C. Donation, sale, or lease to Public Entities. Property may be donated, sold, or leased to
certain government or educational institutions. Prior to transfer, the Town Council must
declare no value or nominal value and that the Town of Westlake does not need the real
property or improvements. The entity to whom the transfer is made has shown, to the
satisfaction of the Town Council, that the entity intends to continue to use the real property
and improvements for public purposes.
The Mayor shall execute a deed transferring ownership of the real property and
improvements to the municipality, county, state agency, or nonprofit organization. The
deed must:
Recite the resolution of the Town Council authorizing the donation; and
ii. Provide that ownership of the real property and improvements revert to the Town
Westlake if the municipality, county, state agency, or nonprofit organization
discontinues use of the real property and improvements for public purposes; or
iii. Executes a document that purports to convey the property.
D. Other Means of Disposal. Property may be directly disposed of under the following
circumstances:
If the item is broken, unusable, and/or hazardous. Documentation and pictures must
be provided for an item to be disposed of.
ii. Offer the property as a trade-in for new property of the same general type if the Town
Manager or designee considers that action to be in the best interest of the Town.
iii. Order any of the property to be destroyed or otherwise disposed of as worthless, if the
Town undertakes to sell that property and is unable to do so because no bids are
received.
iv. Competitive sealed bids following the guidelines of Chapter 252 of the Texas Local
Government Code for competitive bidding.
Financial Stewardship
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 09- :
Date Board Adopted:
Date Board Amended:
Effective Date:
Policy Category: Financial Stewardship
Policy Name: Surplus Property Disposition
Policy Goal: Proper disposition of surplus Town assets acquired for Academy use in
accordance with applicable local, State and other legal requirements and guidelines.
Policy Description:
1. Purpose. The purpose of this policy is to describe the guidelines for the disposal of
surplus, obsolete, and non -repairable Westlake Academy properties and fixed assets.
2. Effective. Immediately on the date of its passage by the Board of Trustees.
3. Applicability. This policy applies to all employees.
4. Disposal of Westlake Academy Property. The CEO or designee may, by established
Westlake Academy policies and procedures, dispose of real or personal property that is no
longer necessary for Westlake Academy operation(s). Disposal may take the form of an
on-site auction, Internet auction, recycling, or trash disposal.
5. General Information. Westlake Academy may schedule items for auction that are
considered economically unusable. These include fixed assets such as surplus, obsolete,
or non -repairable properties. A Surplus Property Transfer Form signed by the department
supervisor and CEO or designee is used to facilitate the transfer of these items for
disposition. Arrangements for transfer are made based on available storage space and
truck schedules for pick up. Every effort should be made to determine if a need for the
surplus property exists anywhere else in Westlake Academy before a sale or disposal
occurs. The CEO or designee maintains a list of surplus property scheduled for disposal.
Other departments may requisition any properties on the surplus list by sending a
completed requisition form to the CEO or designee.
Property cannot be sold by the school, given to or taken by any employee for personal
use, or disposed of in any manner other than described in this policy. All rights and titles
to Westlake Academy property, whether real or personal, shall be vested in the Board of
Trustees and its successors in office. The Board may, in an appropriate manner, dispose
of property that is no longer necessary for Westlake Academy operations.
The CEO or designee is authorized to declare Westlake Academy materials, equipment,
and supplies to be unnecessary and shall dispose of unnecessary materials, equipment,
and supplies for fair market value. If the unnecessary property has no value, the CEO or
designee may dispose of such property according to administrative discretion. Items
obtained as federal surplus or with federal funds shall be managed according to federal
regulations.
The CEO or designee shall establish procedures for the sale at fair market value of any
surplus personal property such as books, equipment, and supplies. Items obtained as
federal surplus or with federal funds shall be handled in accordance with federal
regulations. Personal property includes any item owned by Westlake Academy not
classified as real estate. Items of substantial value such as portable buildings and buses
shall not be disposed of without advance Board notification under administrative
regulations.
Monies collected from the sale of obsolete materials, equipment, and supplies shall be
deposited to the general fund.
6. Surplus Property: Property no longer needed by Westlake Academy becomes surplus.
If a need for the property is not known, it should be transferred to storage by using a
Surplus Property Transfer Form.
7. School Property Disposal Procedures: Once items have reached their "end -of -useful -
life" (as determined by the CEO or designee), the items will be classified as disposed
property as outlined below:
a. Whenever an item of equipment is deemed to be obsolete or unfit for use, such
equipment may be disposed of on a competitive basis, either by trade-in or outright
sale to the highest prospective buyer.
b. Items that cannot be sold in their original form, or lose their identity while in the
possession of Westlake Academy, may be sold as scrap, if deemed advisable, at the
highest obtainable offer.
c. The CEO or designee coordinates a public sale of disposed property as needed to
sell any items that are no longer needed by Westlake Academy. Employees of the
Town of Westlake or Westlake Academy will be permitted to purchase items at the
sale on the same basis as all other buyers.
e. Fixed Asset or Inventory items must be removed from Westlake Academy's inventory
prior to disposal.
f. Items should never be discarded at the campus level. Instead, items should be
transferred to Surplus Property storage where they will then be sold in a Disposal
Sale or discarded per instructions from the CEO or designee.
g. Since there are many contributors to a Property Disposal Sale, proceeds are pooled
and are not returned to any particular department's budget.
8. Sale, Lease, or Exchange of School Owned Property to Public Entities: At the time of
transfer, if the Board has declared no value or nominal value and that Westlake Academy
does not need the real property or improvements for educational purposes, and;
The entity receiving the transferred property has shown, to the satisfaction of the Board,
that the entity intends to continue to use the real property and improvements for public
purposes.
The Board President shall execute a deed transferring ownership of the real property and
improvements to the municipality, county, state agency, or nonprofit organization. The
deed must:
1. Recite the resolution of the Board authorizing the donation; and
2. Provide that ownership of the real property and improvements revert to Westlake
Academy if the municipality, county, state agency, or nonprofit organization:
a. Discontinues use of the real property and improvements for public purposes; or
b. Executes a document that purports to convey the property.
9. Transfer of Assets Purchased with Federal Funds: When items purchased wholly, or
in part, with federal funds are no longer serviceable or required by Westlake Academy, the
CEO or designate, must adhere to any special guidelines of the program for disposition.
To dispose of items, a prior written approval must be obtained from the Texas Education
Agency (TEA). A list of items to be disposed of is submitted to the TEA by the CEO or
designee, and includes descriptions of the item(s), date(s) purchased, initial item
procurement cost, and the percent of procurement cost paid with federal funds. The CEO
or designee ensures that all federal and state regulations are met before disposition of
assets at public auction or through the competitive bid process.
10. Texas Education Agency Approval to Dispose of Equipment: TEA reviews the list of
items to be disposed of and instructs Westlake Academy to dispose of the items in
accordance with established Westlake Academy policies and procedures. The retention of
proceeds from the sale is as follows:
a. Initial Acquisition Cost Less Than $1000: Items with an initial acquisition cost of
less than $1000 may be disposed of and all proceeds retained by Westlake
Academy.
b. Initial Acquisition Cost Greater than $1000: When items with an initial acquisition
cost of $1,000 or more are disposed of, Westlake Academy may retain $100 or
ten percent of the sale price, whichever is greater. The remainder of the
proceeds is returned to TEA.
11. Preliminary Auction Lists: In order to dispose of surplus, obsolete, or non -repairable
fixed assets, the CEO or designee creates a preliminary auction list, which he or she
physically matches to the inventory. The originator sends a copy of the list to the CEO or
designee for review. Federally funded items are segregated on the list.
12. Advertising of On-site Auctions: The CEO or designee advertises the auction in a
local newspaper two weekends prior to the date of the auction. The advertisement shall
indicate the time, date and location of the auction. The advertisement guidelines are as follows:
a. The advertisement must be a minimum of six column inches;
b. The advertisement must state that Westlake Academy reserves the right to
cancel or void any sale that has not been conducted in accordance with the
terms of the auctioneer's contract;
C. All sales shall be "as/where is";
d. Payment must be made at the time of sale, and all sales are final;
e. All sales will be for cash, money order, cashier's check, or check with Bank Letter
of Guarantee; and
Westlake Academy shall not be responsible for any loss or damage to any
article(s) sold at auction after the sale has been consummated.
13. On-site Auction. All items proposed for auction will be stored in a central location the
day of the auction. Federally funded items are to be segregated on the auction floor. The
sending department and the Finance Department will prepare the documents required by
federal and state guidelines.
The CEO or designee shall retain the right to remove any items from sale at the auction if the
item does not yield at least 80 percent of the predetermined sales price or if the final sale is not
in the best interest of Westlake Academy. An internal auditor must be present to serve as an
independent observer to ensure compliance with auction procedures and must remain until all
proceeds have been collected. The internal auditor will issue a written formal audit report to the
Finance Director. Auction guidelines are as follows:
a. Auctioneer. The auctioneer is obtained by the open bid process is conducted by
the CEO or designee. The CEO or designee works with the auctioneer prior to
the auction to verify that all items have been documented and have correct pallet
and lot numbers on the auctioneer's coupon sales ledger. The CEO or designee
provides the auctioneer with a copy of the auction lists, including a list of prices to
establish a minimum bid price.
b. Vehicle Auction. All vehicles being sold at auction must have Westlake Academy
emblems and license plates removed by the using department prior to the
auction. The emblems are destroyed by the using department. The license
plates are sent to the CEO or designee. After the sale, the CEO or designee
releases the title to the new owner.
Collection and Distribution of Funds. All expenses incurred for the auction will be
paid out of the receipts of the auction. The CEO or designee shall collect a
desegregation form and Tax Exempt Certificates from all buyers and collect and
distribute all funds obtained from the auction. A minimum of two people from
Westlake Academy will be required to process all payments. No personal or
company checks will be accepted without a bank Letter of Guarantee. Monies
from the auction will be collected, in full, on the day of the auction.
d. Time Limit to Remove Auctioned Items. A maximum time limit of five days or
less will be set by the CEO or designee, for the removal of all items after the
auction. If items are not removed by this time, the items may be disposed of or
re -auctioned. In such cases, no refund will be made to the buyer.
e. Removal of Auctioned items. The new owner assumes all risks associated with
moving or loading the property from the auction location. The CEO or designee,
if necessary, will assist in loading the auctioned items, but assumes no liability for
damage.
14. Electronic Auction. An auction Web page will be secured by CEO or designee to
facilitate an online auction and the items for sale will be listed. A starting bid price and a reserve
price, if applicable, will be assigned to each item on the lists created through a coordinated
effort by the CEO or designee, and the sending department. Any items not sold on the online
auction will be listed at the on-site auction. Procedures for the on-site auction will apply to the
electronic auction.
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Jarrod Greenwood, Public Works Superintendent
Subject: Regular meeting of July 13, 2009
Date: July 2, 2009
ITEM
Consider a Resolution authorizing the Town Manager to enter into an agreement with
Bristow Contracting for Drainage Improvements in Stagecoach Hills.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
0 We are Leaders
o Infrastructure maintenance and planning
BACKGROUND
A proposed contract for this project was previously presented to Council at the June Stn
workshop and placed on the agenda for consideration, but was rejected and rebid due to
the lack of response. Staff re -advertised and included color photos of sample headwalls
in the contract documents. We received six bids with the lowest bid of $75,788.59
provided by Bristow Contracting, which is the same contractor that provided the sole bid
previously. A bid tabulation is provided to illustrate the disparity between bids.
The proposed drainage improvement plans include redirecting the water to its original
path, installation of larger driveway culverts (pipe), and regrading (deepen) the bar
ditches on the affected properties along Stagecoach Circle and Thornton Drive. Bristow
Contracting provided a base bid amount of $38,031.24 and an alternate bid amount of
$37,757.35 for a total cost of $75,788.59, and is a reduction of approximately $35,000
from the $110,599 submitted in June. The base amount includes the minimum amount of
bar ditch cleaning, drainage repairs, and culvert installation to provide Stagecoach
residents with some drainage relief. The alternate amount includes some additional bar
ditch cleaning, drainage repairs, culvert installation, and culvert end treatments (head
walls) to provide additional drainage relief. We anticipate work to begin within the first
two weeks of August and be completed within 30 days.
FUNDING
The adopted FY 08/09 budget included $75,000 for the engineering and construction of
Stagecoach Drainage Improvements. The cost of engineering is $11,700 and the cost for
construction is estimated to be $75,788.59. This will require a budget amendment of
$13,000 that will be brought back to Council for approval at a later time and will be paid
from the Property Tax Reduction Fund.
RECOMMENDATION
Staff recommends approval.
ATTACHMENTS:
Resolution No. 09-32
Agreement
Bid Tabulation
TOWN OF WESTLAKE
RESOLUTION NO. 09-32
AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AGREEMENT WITH
BRISTOW CONTRACTING, FOR DRAINAGE IMPROVEMENTS IN STAGECOACH
HILLS; AND AUTHORIZING THE TOWN MANAGER TO EXECUTE THE
AGREEMENT OF BEHALF OF THE TOWN OF WESTLAKE, TEXAS.
WHEREAS, Westlake desires to maintain public drainage facilities; and,
WHEREAS, the Town Council finds that the agreement and Stagecoach Hills drainage
improvements benefit the public; and
WHEREAS, the Town council finds that the passage of this Resolution is in the best
interest of the public.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1. THAT, all matters stated in the Recitals hereinabove are found to be true
and correct and are incorporated herein by reference as if copied in their entirety.
SECTION 1. THAT, the Town Council of the Town of Westlake, Texas, hereby
approves the agreement with the Bristow Contracting relating to the provision of drainage
improvements, attached hereto as Exhibit `A "; and further authorizes the Town Manager to
execute said agreement on behalf of the Town of Westlake, Texas.
PASSED AND APPROVED ON THIS 13 DAY OF JULY 2009.
Laura Wheat, Mayor
ATTEST:
Kim Sutter, TRMS, Town Secretary Tom Brymer, Town Manager
APPROVED AS TO FORM:
L. Stanton Lowry, Town Attorney
AGREEMENT
BETWEEN TOWN AND CONTRACTOR
THIS AGREEMENT is dated as of the _ day of in the year 2009, 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 Work as specified or indicated in the Contract
Documents. The Work is generally described as follows:
Drainage Improvements
The Project for which the Work under the Contract Documents may be the whole or only
a part is generally described as follows:
Stagecoach Hills
Article 2. ENGINEER.
The Town Engineer who is hereinafter called ENGINEER and who is to act as
OWNER'S representative, assumes all duties and responsibilities and has the rights and
authority assigned to ENGINEER by the OWNER in connection with completion of the
Work in accordance with the Contract Documents.
Article 3. CONTRACT TIME.
3.1. CONTRACTOR agrees to commence work within ten (10) days after the date of
written notice to commence work, and to complete the work on which he has bid within
30 working days as provided in the General Conditions.
Article 4. CONTRACT PRICE.
4.1. OWNER shall pay CONTRACTOR for completion of the Work on a Unit Price
Work Basis in accordance with the Contract Documents in current funds based on the
measured quantities and the unit prices stated in the Proposal.
Article 5. PAYMENT PROCEDURES.
CONTRACTOR shall submit Applications for Payment on work completed during the
previous month on the first day of the month. CONTRACTOR shall present only one
Application for Payment each month. Applications for Payment will be processed by
ENGINEER and OWNER shall make payment to CONTRACTOR within thirty (30) days
of the date of the invoice.
A-1
Article 6. INTEREST.
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.
In order to induce OWNER to enter into this Agreement, CONTRACTOR makes the
following representations:
7.1. 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.
7.2. 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 two (2) years from
the date of the repair and to maintain said work in good repair and condition for said
term of two (2) years. CONTRACTOR binds itself to repair or reconstruct the work in
whole or in part at any time within said period, if in the opinion of the ENGINEER, it be
necessary.
7.3. To the fullest extent permitted by laws and Regulations, CONTRACTOR shall
indemnify and hold harmless OWNER and ENGINEER 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 engineers,
architects, attorneys and other professionals and court and arbitration costs) arising out
of or resulting from the performance of Work, provided that any such claim, damage,
loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury
to or destruction of tangible property (other than the Work itself) including the loss of use
resulting there from and (b) is caused in whole or in part by any negligent act or
omission of CONTRACTOR, and Subcontractor, any person or organization directly or
indirectly employed by any of them to perform or furnish any of the Work or anyone for
whose acts any of them may be liable, regardless of whether or not it is caused in part
by a party indemnified hereunder or arises by or is imposed by Laws and Regulations
regardless of the negligence of any such party.
7.4. In any and all claims against OWNER or ENGINEER 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:
A-2
8.1 Notice to Bidders consisting of one (1) page.
8.2 Instructions to Bidders consisting of three (3) pages.
8.3 Proposal consisting of Five (5) pages.
8.4 This Agreement consisting of four (4) pages.
8.5 Performance, Payment and Maintenance Bonds consisting of four (4) pages.
8.6 General Conditions consisting of 26 pages.
8.7 General Requirements consisting of 14 pages.
8.8 Construction Plans consisting of seven (7) sheets as prepared by Graham
Associates, Inc.
8.9 Addenda Nos.
There are no Contract Documents other than those listed above in this Article 8.
Article 9. TERMINATION.
OWNER may terminate contract if CONTRACTOR persistently fails to perform the work
in accordance with the Contract Documents including, but not limited to, failure to supply
sufficient skilled workers, or suitable materials or equipment, or otherwise violates in any
substantial way any provisions of the Contract Documents. OWNER may, after giving
CONTRACTOR seven (7) days written notice and to the extent permitted by Laws and
Regulations, terminate the services of CONTRACTOR, exclude CONTRACTOR from
the site and take possession of the Work.
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 five (5) copies of
the Agreement. Two counterparts each have been delivered to OWNER and
CONTRACTOR, and one counterpart has been delivered to ENGINEER. All portions of
A-3
the Contract Documents have been signed or identified by OWNER and CONTRACTOR
or by ENGINEER on their behalf.
This agreement will be effective on the
OWNER:
Town of Westlake, Texas
M
Laura Wheat, Mayor
ATTEST:
Kim Sutter, Town Secretary
Address for giving notices:
3 Village Circle, Suite 202
Westlake, Texas 76262
day of , 2009.
CONTRACTOR:
By:
ATTEST:
Address for giving notices:
(If OWNER is a public body, attach List name of person to whose attention
resolution authorizing execution of notices are to be sent:
Agreement. )
(If CONTRACTOR is a Corporation,
attach evidence of authority to sign.)
BID TABULATION
Town of Westlake
Stagecoach Draiange Improvements
Bid Onenina: Wednesday. July 1. 2009
Base Bid Total $38,031.24
IAlternate Bid Items
$37,836.30
$47,550.00
$44,099.00
$38,736.00
$52,372.08
11
27" RCP installation
155
L.F.
Bristow Contracting
Aventura Excavation
North Texas Contracting,
Inc.
Saber Development
Coproration
Humphrey & Morton
Construction Company
Rodgers Construction
Company
ITEM
ITEM DESCRIPTION
QTY
UNIT
UNIT PRICE
r TOTAL
UNIT PRICE
TOTAL
UNIT PRICE
TOTAL
UNIT PRICE
TOTAL
UNIT PRICE
TOTAL
UNIT PRICE
TOTAL
Base Bid Items
$3,500.00
$90.00
$4,500.00
$65.00
$3,250.00
$60.10
$3,005.00
$115.33
$5,766.50
13
Remove & Replace asphalt driveway
1
Remove two joints and abandon remaining 24" RCP
1
L.S.
$409.69
$409.69
$562.50
$562.50
$300.00
$300.00
$250.00
$250.00
$140.00
$140.00
$1,148.18
$1,148.18
2
12" RCP installation
20
L. F.
$46.22
$924.40
$46.63
$932.60
$70.00
$1,400.00
$42.00
$840.00
$49.80
$996.00
$43.07
$861.40
3
24" RCP installation
110
L. F.
$51.36
$5,649.60
$60.42
$6,646.20
$80.00
$8,800.00
$67.15
$7,386.50
$50.30
$5,533.00
$54.06
$5,946.60
4
27" RCP installation
150
L. F.
$57.29
$8,593.50
$64.36
$9,654.00
$90.00
$13,500.00
$74.15
$11,122.50
$60.50
$9,075.00
$53.60
$8,040.00
5
Remove & Replace concrete driveway
70
S.Y.
$57.75
$4,042.50
$70.00
$4,900.00
$90.00
$6,300.00
$65.00
$4,550.00
$60.10
$4,207.00
$114.95
$8,046.50
6
Construct new concrete driveway
45
S.Y.
$52.09
$2,344.05
$49.70
$2,236.50
$70.00
$3,150.00
$55.00
$2,475.00
$45.10
$2,029.50
$100.06
$4,502.70
7
Remove & Replace asphalt driveway
55
S.Y.
$49,021
2,696.10
$42.50
$2,337,501
$70,001
$3,850.001
$45,001
$2,475.00
$39.10
$2,150.501
$87.24
$4,798.20
8
Ditch excavation
700
C.Y.
$10.46
$7,322.00
$9.68
$6,776.00
$9.00
$6,300.00
$15.00
$10,500.00
$19.40
$13,580.00
$16.76
$11,732.00
9
Hydro -mulch seeding
2,750
S.Y.
$1.74
$4,785.00
$1.02
$2,805.00
$1.00
$2,750.00
$1.00
$2,750.00
$0.30
$825.00
$2.15
$5,912.50
10
IRelocate sprinkler heads
1 10
1 EA.
$126.441
$1,264,401
$98.60
$986.001
$120.001
$1,200.001
$175.001
$1,750.00
$20.00
$200.001
$138.401
$1,384.00
Base Bid Total $38,031.24
IAlternate Bid Items
$37,836.30
$47,550.00
$44,099.00
$38,736.00
$52,372.08
11
27" RCP installation
155
L.F.
$57.29
$8,879.95
$64.36
$9,975.80
$90.00
$13,950.00
$74.15
$11,493.25
$60.50
$9,377.50
$50.44
$7,818.20
12
Remove & Replace concrete driveway
50
S.Y.
$57.66
$2,883.00
$70.00
$3,500.00
$90.00
$4,500.00
$65.00
$3,250.00
$60.10
$3,005.00
$115.33
$5,766.50
13
Remove & Replace asphalt driveway
60
S.Y.
$49.03
$2,941.80
$42.50
$2,550.00
$70.00
$4,200.00
$45.00
$2,700.00
$39.10
$2,346.00
$93.80
$5,628.00
14
Ditch excavation
400
C.Y.
$10.46
$4,184.00
$9.68
$3,872.00
$9.00
$3,600.00
$15.00
$6,000.00
$19.40
$7,760.00
$16.59
$6,636.00
15
HYDRO -MULCH SEEDING
1,400
S.Y.
$1.74
$2,436.00
$1.02
$1,428.00
$1.00
$1,400.00
$1.00
$1,400.00
$0.30
$420.00
$4.19
$5,866.00
16
24" Stone clad headwall
6
EA.
$594.00
$3,564.00
$1,177.91
$7,067.46
$1,100.00
$6,600.00
$2,250.00
$13,500.00
$2,130.00
$12,780.00
$4,829.40
$28,976.40
17
27" Stone clad headwall
16
EA.
$594.00
$9,504.00
$1,177.91
$18,846.56
$1,300.00
$20,800.00
$2,350.00
$37,600.00
$3,160.00
$50,560.00
$5,433.30
$86,932.80
18
12" Stone clad double headwal
2
EA.
$594.00
$1,188.00
$1,177.91
$2,355.82
$1,200.001
2,400.00
$1,650.00
$3,300.00
$1,200.00
$2,400.00
$4,024.091
$8,048.18
19
27" Stone clad double headwal
2
1 EA. 1
$772.201
$1,544.401
$1,501.141
$3,002.28
$1,800.001
$3,600.00
$3,500.001
$7,000.001
$4,900.001
$9,800.001
$7,071.591
$14,143.18
20
lKelocate sprinkler heads
5
1 EA. 1
$126.441
$632.201
$98.601
$493.001
$1120.001
$600.00
$175.001
$875.001
$20.001
$100.001
$138,401
$692.00
Alternate Bid Total $37,757.35 $53,090.92 $61,650.00 $87,118.25 $98,548.50 $170,507.26
TOTAL $75,788.59 $90,927.22 $109,200.00 $131,217.25 $137,284.50 $222,879.34
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Kim Sutter, Town Secretary
Subject: Regular Meeting of July 13, 2009
Date: June 29, 2009
ITEM
Consider a Resolution reappointing and appointing members to Boards, Commissions,
and Committees.
BACKGROUND
Members with expiring terms have been contacted by the Town Secretary's office and
asked to respond as to their desire to continue to serve as a board, commission, or
committee member. Attached you will find a Board roster. The roster has been color -
coded for a quick visual overview.
- Members names in BLUE would like to be considered for reappointment.
- Members names in Gray are currently serving on the Board.
- Members name in RED are not seeking reappointment.
- Current vacancies are also included in RED.
The attached resolution indicates the names of the board, commission, and committee
members that wish to continue to serve as well as the term expiration for each
appointment/reappointment.
Please note that there are open positions on a few of the Boards and you may also wish to
make appointments to fill those vacancies as well as consider new appointments to fill the
positions of board members who no longer wish to continue to serve.
Applications to consider for appointment have been included in your packet.
RECOMMENDATION
Consider reappointments and appointments to the Town's Boards, Commissions, and
Committees.
FUNDING
N/A
ATTACHMENTS
Board Roster
Resolution No. 09-33
Board Applications
TOWN OF WESTLAKE
BOARD, COMMISSION, FOUNDATION, AND COMMITTEE ROSTER
Red = Vacancy or Not Seeking Reappointment
Blue = Consider for Reappointment
4B Economic Development Board (4 Aldermen and 3 non -Aldermen, 2 year terms) (must be residents of the Town)
Member
Address
board)
Phone number
Laura Wheat
2006 Navasota Cove
Westlake, TX 76262
817-380-1515
Vacant, Council Member
(D. Redding)
Westlake, TX 76262
Westlake, TX 76262
Tim Brittan, Council Member
1925 N. Pearson Lane
Westlake, TX 76262
817-379-0782
Carol Langdon, Council Member 1832 Broken Bend Drive
Westlake, TX 76262
817-723-3399
David Brown, Treasurer
4050 Aspen Lane
Westlake, TX 76262
817-431-9283
Vacant - non -Council Member
Stephen Thornton
13187 Thornton Drive
Westlake, TX 76262
Vacant - non -Council Member
Vacant
Resignation of T. Walton
2005 Wood Thrush Court
Historical Preservation Society (Meets 3rd Monday of each month at 6 p.m. )
Address
(created by Resolution 00-02, 2-14-00) (3 year terms) (10 member
board)
New Term Expires
Member
Address
Westlake, TX 76262
817-379-9223
Heidi Kloempke,
2600 JT Ottinger Road
Westlake, TX 76262
Westlake, TX 76262
Jack Wiesman
2607 W. Southlake Blvd
Southlake, TX 76092-6722
817-431-1004
Kristi Layton
9 Village Circle, Suite 500
Westlake, TX 76262
817-961-6605
Sharon Sanden
13288 Thornton Drive
Westlake, TX 76262
817-491-9491
Stephen Thornton
13187 Thornton Drive
Westlake, TX 76262
817-491-2005
Vacant
Resignation of T. Walton
2005 Wood Thrush Court
Westlake, TX 76262
Vacant
Resignation of K. Bradley
Mike Silliman
9 Village Circle, Suite 500
Vacant
Resignation of L. Councilman
June -10
Mary Petty
Vacant
Resignation of Ruby Held
June -09
Vacant
4833 Pershing Avenue
Fort Worth, TX 76107
817-732-3660
Other Members:
Joyce Roach P.O. Box 143 Keller, TX 76244 817-431-8716
Planning & Zoning Commission (meets the 4th Thursday of each Month - if necessary) (2 yr terms)
New Term Expires
June -09
June -09
June -09
June -09
June -09
June -09
June -09
New Term Expires
June -11
June -10
June -09
June -11
June -10
June -10
June -10
June -11
June -09
June -09
Member
Address
Phone Number
New Term Expires
William Greenwood, Chr
40 Wyck Hill Lane
Westlake, TX 76262
817-379-9223
June -09
Vacant
Election of R. Rennhack to Council
Westlake, TX 76262
June -10
Walter Copeland
1401 Hawthorn Way
Westlake, 1 X 16262
817-917-1478 (cell)
June -10
Allen Heath
5944 Stage Coach Circle
Westlake, TX 76262
817-491-9140
June -10
Sharon Sanden
13288 Thornton Drive
Westlake. TX 76262
817-491-9491
June -09
Public Art Society of Westlake (est. Reso. 07-25, 4-23-07, amended Reso.08-12 2-25-08) (9 members)
Member
Address
Phone Number
New Term Expires
Michelle Corson (3)
2102 Vaquero Club Drive
Westlake, TX 76262
817-379-2303
June -10
Leah Rennhack (3)
1762 Hidden Springs Court
Westlake, TX 76262
817-746-1762
June -10
Kelly Cox
2252 King Fisher Drive
Westlake, TX 76262
817-337-9903
June -10
Shannon LaRue (2)
1855 Broken Bend Drive
Westlake, TX 76262
817-742-0703
June -09
Dave Rollins Pres (2)
13239 Roanoke Road
Westlake, TX 76262
817-491-1668
June -09
Kay Anderson (1)
2005 Wood Thrush Court
Westlake, TX 76262
817-562-2005
June -09
Mike Silliman
9 Village Circle, Suite 500
Westlake, TX 76262
214-906-6560
June -10
Mary Petty
1021 Simmons
Keller, TX 76248
June -09
Debra Hale
4833 Pershing Avenue
Fort Worth, TX 76107
817-732-3660
June -09
Page 1 of 2
Rev.
7/6/2009 - 3:56 PM
TOWN OF WESTLAKE
BOARD, COMMISSION, FOUNDATION, AND COMMITTEE ROSTER
Texas Student Housing Authority Board of Directors (7 Directors, 2 year terms)
Member
Address
Phone Number
Jim Carter
2650 FM 407, Suite 145-100
Bartonville, 1 X 76226 817-239-7791
Jac Irvine
6068 Lake Way Mews
North Richland Hills, TX 76180 817-428-1910
Vacant
Westlake, TX 76262
Julie Timmerman
George Ledak
1220 Mt. Gilead Road
Roanoke, TX 76262 817-337-9941
Jill McKean
11845 Hickory Circle
Keller, TX 76248 469-586-2378
Chuck Schultz
1714 Wisteria Way
Westlake, TX 76262 817-431-9540
Melanie Lekkos
2006 Brazos Court
Westlake, TX 76262 817-424-9171
Scott Bradley
General Counsel
3 Village Circle, Ste 207, 762622 817-800-4508
Pete Ehrenberg
Executive Director
3 Village Circle, Ste 207, 76262 817-490-5723
Kim Sutter
Secretary
3 Village Circle, Ste 207, 76262 817-490-5744
Westlake Academy Foundation (7 to 15 members (reso. 07-36), 2 year terms)
Member
Address
Colleen Hess
2215 Vaquero Club Drive
Westlake, TX 76262
140;
Leah Rennhack, President
1762 Hidden Springs Court
Westlake, TX 76262
Julie Timmerman
1804 Millstream Court
Westlake, TX 76262
Chris Noonan
814 Shorecrest Drive
Southlake, TX 76092
Bill Greenwood
40 Wyck Hill Lane
Westlake, TX 76262
David Lee
705 Timber Lake Circle
Southlake, TX 76092
George Ledak
1220 Mt. Gilead Road
Roanoke, TX 76262
Leigh Sander
1517 Windsor Forest Court
Roanoke, TX 76262
Di
5940 Mahotea Boone Trail
62
Charlotte Ryan
27 Wyck Hill
Westlake, TX 76262
Jeff Ry<
27 Wyck Hill
Westlake, TX 76262
Karen Osborne
1803 Millstream Court
Westlake, TX 76262
Kelly Cox
2252 King Fisher Drive
Ws
Phone Number
817-379-3793
817-491-4292
817-746-1762
817-742-0333
817-329-1569
817-379-9696
817-481-5423
817-337-9941
817-379-1948
817-63,
817-337-0252
817-337-0252
817-858-9504
817-337-9903
Page 2 of 2
New Term Expires
June -'10
June -10
June -10
June -09
June -10
June -09
June -09
New Term Expires
June -09
June
June -10
June -10
June -10
June -10
June -09
June -09
June -09
ne-10
.evolving House of Commor
June -10
Jun -09
Jun -09
Rev.
7/6/2009 - 3:56 PM
TOWN OF WESTLAKE
RESOLUTION NO. 09-33
REAPPOINTING AND APPOINTING MEMBERS TO THE 4B ECONOMIC
DEVELOPMENT BOARD; WESTLAKE HISTORICAL PRESERVATION
SOCIETY; PLANNING AND ZONING COMMISSION; PUBLIC ART SOCIETY
OF WESTLAKE; TEXAS STUDENT HOUSING AUTHORITY BOARD OF
DIRECTORS; THE TEXAS STUDENT HOUSING CORPORATION; THE
TEXAS STUDENT HOUSING CORPORATION — DENTON PROJECT; THE
TEXAS STUDENT HOUSING CORPORATION — COLLEGE STATION
PROJECT; AND THE WESTLAKE ACADEMY FOUNDATION, AND
RESOLVING RELATED MATTERS.
BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS:
SECTION L THAT the following individuals are hereby
appointed/reappointed to the 4B Economic Development Board:
As a result of the appointments heretofore stated, the 4B Economic
Development Board is represented by the following:
Term Expiration
Laura Wheat, Mayor
June 2011
Carol Langdon, Council Member
June 2011
Tim Brittan, Council Member
June 2011
, Council Member
June 2011
David Brown, Non -Council Member
June 2011
Non -Council Member
June 2011
Non -Council Member
June 2011
As a result of the appointments heretofore stated, the 4B Economic
Development Board is represented by the following:
SECTION II. THAT the following individual(s) is hereby
appointed/reappointed to the Westlake Historical Preservation Society:
Term Expiration
Term Expiration
Laura Wheat, Mayor
June 2011
Carol Langdon, Council Member
June 2011
Tim Brittan, Council Member
June 2011
, Council Member
June 2011
David Brown, Non -Council Member
June 2011
Non -Council Member
June 2011
Non -Council Member
June 2011
SECTION II. THAT the following individual(s) is hereby
appointed/reappointed to the Westlake Historical Preservation Society:
Term Expiration
Kristi Layton June 2012
June 2012
June 2012
June 2010
June 2010
June 2011
said term of office expiring June 2012
As a result of the appointment heretofore stated, the Westlake Historical
Preservation Society is represented by the following:
Kristi Layton
Stephen "Thornton
Jack Wiesman
Sharon Sanden
Heidi Kloempken
Term Expiration
June 2012
June 2012
June 2012
June 2010
June 2010
June 2010
June 2010
June 2011
June 2011
June 2011
SECTION III. THAT the following individuals are hereby appointed
reappointed to the Planning and Zoning Commission:
William Greenwood
Sharon Sanden
Term Expiration
June 2011
June 2011
June 2010
As a result of the appointments heretofore stated, the Planning and Zoning
Commission is represented by the following:
William Greenwood
Sharon Sanden
Walter Copeland
Allen Heath
Term Expiration
June 2011
June 2011
June 2010
June 2010
June 2010
Section IV. THAT the following individuals is hereby
appointed/reappointed to the Westlake Public Art Society:
Term Expiration
Dave Rollins
June 2011
Shannon LaRue
June 2011
Kay Anderson
June 2010
Debra Hale
June 2010
June 2011
June 2011
As a result of the appointment heretofore stated, the Westlake Public Art
Society is represented by the following:
Dave Rollins, Chair
Kay Anderson
Shannon LaRue
Michelle Corson
Leah Rennhack
Debra Hale
Mary Petty
Vacant
Vacant
(Board Liaison)
Staff Liaison
Term Expiration
June 2011
June 2010
June 2011
June 2010
June 2010
June 2010
June 2011
June 2011
June 2011
Town Manager or his appointee
Section V. THAT the following individuals are hereby reappointed to the Texas
Student Housing Authority, the Texas Student Housing Corporation, the Texas Student
Housing Corporation — Denton Project, the Texas Student Housing Corporation — College
Station Project;
Chuck Schultz
George Ledak
Term Expiration
June 2011
June 2011
June 2011
June 2010
As a result of the appointments heretofore stated, the Texas Student Housing
Authority, the Texas Student Housing Corporation, the Texas Student Housing
Corporation — Denton Project, the Texas Student Housing Corporation — College
Station Project are represented by the following:
Jim Carter
Jac Irvine
Jill McKean
George Ledak
Chuck Schultz
Term Expiration
June 2010
June 2010
June 2010
June 2010
June 2011
June 2011
June 2011
SECTION VI. THAT the following individuals are hereby
appointed/reappointed to the Westlake Academy Foundation Board of Directors:
PASSED AND APPROVED ON THIS 13 DAY OF JULY 2009.
ATTEST:
Laura Wheat, Mayor
Term Expiration
George Ledak
June 2011
Leigh Sander
June 2011
Kelly Cox
June 2011
Colleen Hess
June 2011
Karen Osborne
June 2011
Charlotte Ryan (HOC)
June 2010
June 2011
June 2010
As a result of the appointments heretofore stated, the Westlake Academy
Foundation is represented by the following:
Term Expiration
Leah Rennhack
June 2010
June 2010
Julie Timmerman
June 2010
Chris Noonan
June 2010
Bill Greenwood
June 2010
Dr. Shezad Malik
June 2010
Jeff Ryan
June 2010
Deborah Zielger
June 2010
George Ledak
June 2011
June 2011
Leigh Sander
June 2011
Kelly Cox
June 2011
Karen Osborne
June 2011
Colleen Hess
June 2011
Charlotte Ryan
Term as Chr. of HOC — June 2010
SECTION VII. THAT this resolution shall
take effect from and after its final
date of passage, and it is accordingly so ordered.
PASSED AND APPROVED ON THIS 13 DAY OF JULY 2009.
ATTEST:
Laura Wheat, Mayor
Kim Sutter, TRMC, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
L. Stanton Lowry, Town Attorney
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Tom Brymer, Town Manager
Subject: Regular Meeting of July 13, 2009
Date: July 6, 2009
ITEM
Consideration of a Resolution adopting a strategic plan for the Town of Westlake.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
Q Inviting Residential & Corporate neighborhoods
o On-going comprehensive planning
o Sensitivity to neighborhood integrity
o Outstanding community appearance
o Highest quality development and aesthetic standards
o Open space preservation
Q We are Leaders
o Premier educational facilities and programs
o Producing well educated future leaders and thinkers
o Business partnerships with Westlake Academy
o Environmental stewardship initiatives
o High quality services delivery coupled with financial stewardship
o Infrastructure maintenance and planning
Q Hospitality Finds its Home in Westlake
o Citizen engagement and communication
o Historic Preservation
o Tourism development
BACKGROUND
Since June of last year, the Town Council and staff have worked to formulate community
vision, value statements, as well as a mission statement on which to build a strategic plan
for Westlake. The process of preparing and reviewing a strategic plan for the Town that
moves the Town towards its vision, values, and mission has been going on since that time
and has involved extensive commitments of Council and staff time to accomplish. The
purpose of this workshop agenda item is to provide the Board an opportunity to discuss
the revisions made to this draft strategic plan at its recent mini -retreat prior to
consideration of the strategic plan for adoption. Below is a recap of Town Council
meetings to date directed towards formulating the vision, values, and mission as well as
developing the strategic plan to move the Town forward:
• June 27-28, 2008. Two day off-site Council/Leadership Team strategic planning
retreat focused on developing the Town's vision, values, and mission statements.
• July 14, 2008. Council workshop held to follow-up from the strategic planning
retreat. Council gave their consensus to use a format of dividing the vision
statement into 3 vision points and create "key result areas" for each of those
vision points.
• February 23, 2009. Council workshop held where a draft municipal strategic
plan was presented. Council consensus was to wait on the results of the
DirectionFinders citizens' survey results before moving forward with the strategic
plan.
• June 22, 2009. At this Council mini -retreat, the DirectionFinders results were
presented as well as the draft strategic plan containing Council revisions from the
February 23, 2009 workshop. Council made further revisions to the draft strategic
plan at this mini -retreat.
FUNDING
N/A at this time.
RECOMMENDATION:
Staff recommends that the Town Council adopt this resolution approving this strategic
plan so it can become a guiding document for the Council in terms of focusing Council's
efforts and priorities (and in turn, the staff's) on the strategies outlined in the plan. The
strategic plan can be integrated into a number of the Town's governance and
management processes, including budgeting and performance evaluations. It can be
connected to a metrics (performance measurement) system to gauge its implementation
and attainment of the various strategies set out in the plan. An annual citizens survey can
also be used to measure success with implementing the strategic plan as well as
determining areas in the plan that need more or less emphasis in terms of allocation of
staff time and/or other resources. The plan should be viewed as just that, a plan, and
should be reviewed at least annually with the Council to review its implementation as
well as make any updates or changes the Council wishes to make to it.
ATTACHMENTS:
• Resolution No. 09-34 adopting a strategic plan for the Town of Westlake.
• Draft strategic plan with changes made from June 22, 2009 Town Council mini -
retreat.
OA
TOWN OF WESTLAKE
RESOLUTION 09-34
APPROVING AND ADOPTING A STRATEGIC PLAN FOR THE TOWN.
WHEREAS, the Westlake Town Council has determined that effective
governance of the Town of Westlake requires a multi-year focus that can best be
provided by a strategic plan formulated by the Council -staff team; and,
WHEREAS, the Westlake Town Council has invested significant Council and
staff time over the last year in an off-site planning retreat as well as subsequent
workshops to formulate vision, values, and mission statements to guide the creation of a
strategic plan as well as has reviewed three drafts of this strategic plan; and,
WHEREAS, the Town Council has determined that this strategic plan allows for
a multi-year focus on the Council's priorities for the Town of Westlake, as well as the
allocation of Council and staff time and resources to pursue those priorities; and,
WHEREAS, the Town Council finds that approving this strategic plan provides
opportunities to measure implementation of the plan, integrate it with other governance
and management processes, and shall be reviewed by the Council at least annually for
any updates and/or revisions that the Council determines are necessary to make the plan
as effective as possible; and
WHEREAS, the Town Council finds that the passage of this Resolution is in the
best interest of the citizens of Westlake.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1. THAT, all matters stated in the Recitals hereinabove are found to
be true and correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2. THAT, the Town Council of the Town of Westlake, Texas, hereby
approves the attached strategic plan for the Town of Westlake attached to this resolution
as Exhibit 'A.
PASSED AND APPROVED ON THIS 13TH DAY OF JULY, 2009.
Laura Wheat, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary Tom Brymer, Town Manager
Stan Lowry, Town Attorney
2009 Town of Westlake
Strategic Plan 'Westlake, a premier knowledge based community"
DRAFT
3 Village Circle, Suite 202, Westlake, Texas 76262
www.westlake-tx.org (817) 430-0941
Vision Statement
Westlake is a one -of -a -kind community—an
Community Values oasis with rolling hills, grazing longhorns, and
soaring red-tailed hawks, located in the heart
• Innovation of the Fort Worth -Dallas metropolitan area.
• A strong knowledge/education
base
• Being friendly and welcoming
• Family focus
• Engaged citizens
• A unique rural setting
emphasizing preservation of
our natural beauty
• Aesthetic appeal and high
development standards
Table of Contents
History and Demographics 2
Key Result Area Summary and 3
Timelines
Community Strengths and
Challenges
Vision Point One
Vision Point Two
Vision Point Three
Outcome Strategies and
Objectives
4
5
Inviting neighborhoods and architecturally
vibrant corporate campuses find harmony
among our meandering roads and trails, lined
with native oaks and stone walls.
We are leaders. In education, we are known
for our innovative partnerships between the
Town -owned Charter school and its corporate
neighbors. We are environmental stewards —
exemplifying the highest standards.
Hospitality finds its home in Westlake. As a
community, we are fully involved and invested
in our rich heritage, vibrant present and
exciting, sustainable future.
Mission Statement
6 "On behalf of the citizens, the mission of the Town of Westlake is to
7 be a one -of -a -kind community that blends our rural atmosphere
with our rich culture and urban location."
8
Page 2
Town of Westlake
History and Demographics
Approximately 700 residents currently occupy the Town of Westlake's 6.6 square miles,
which is situated in the northern triangle of the Fort Worth—Dallas area.
Originally settled in 1847, Westlake was incorporated in 1956. Today, the Town of
Westlake is home to several neighborhoods, all of which share a commitment to
excellence, but possess unique character and charm. All residents live in single-family
homes and there is an award winning private golf course in Town.
The median age in Westlake is 47, and 51 % of the residents are female. Some of the
community's top employers are: Fidelity Investments, Chrysler Financial, and First
American Real Estate Information Services, Inc. Several companies have offices in
Solana, a high-profile corporate campus near State Highway 114. Solana's Village
Circle also provides a mix of retail spaces and restaurants, plus offers the 296 -room
Marriott Solana hotel.
The sales tax rate in Westlake is 8.25%. Of the money collected, 6.25% is paid to the state
of Texas,1 % to the Town, and the remaining 1 % to a local property tax relief fund and
an economic development fund.
'Westlake, a Top Employers
premier
• Fidelity Investments
knowledge
• Chrysler Financial
based . First American Real Estate Information Services, Inc.
communz "
• Wells Fargo Bank
Solana Office Complex
• McKesson Corporation
Major & Planned Developments
• Fidelity Investments North Texas Campus
• Solana Corporate Campus
• Chrysler Financial —Westlake Campus
• First American Campus
• Deloitte University Campus (in -design)
• Marriott/ Solana Hotel
Page 3
Strategic Plan's Organization and Timelines
During the strategic planning process, the Town Council and staff Leadership Team
developed an overview of the major work related objectives and mission for the Town
of Westlake. The vision and mission statements were drafted to reflect the unique
characteristics found within our community and the values which are important to our
residents.
The information is contained within three vision points which describe the areas that
the Council has determined are vital to maintaining our Town and providing services
to enhance the quality of life of our residents.
Town of Westlake
Vision Point One—Inviting Residential and Corporate Neighborhoods
Vision Point Two — We are Leaders
Vision Point Three — Hospitality Finds Its Home in Westlake
"Vision without
The vision points are then divided into key Result Areas (KRA's) and outcome
action is a dream.
measures which serve to focus the efforts of the staff on achieving the desired results
Action without
of the Council.
vision is simply
These range from issues such as maintaining neighborhood integrity through
passing the time.
infrastructure maintenance and development standards to promoting historic
preservation and citizen involvement.
Action with vision
is making a
Within each outcome measure, the staff has identified key objectives and a timeline in
which to complete tasks and reach our goals. The timelines are either assigned short,
positive d�erence. "
mid, or long-range goals, while some are considered to be on-going and necessary on a
- Joel Barker
reoccurring basis.
Short -Range Goals = 1— 2 years
Mid -Range Goals = 3-5 years
Long -Range Goals = 5 or more years
On-going Goals
The outcome measures are also assigned a Team Leader or Co -Leader who is
responsible for working with a staff team to complete or work toward achieving the
tasks in each Key Result Area.
Page 4 Town of Westlake
Community Strengths and Challenges
The Westlake Mayor and Town Council are united in their view that the community enjoys
many strengths. Westlake has no current ad valorem tax, however, this requires the Town to
assess and evaluate alternative sources of revenue to maintain financial stability. The
history of responsible planning and zoning, along with a growing corporate campus base is
viewed as a benefit to the community.
The Mayor, Council and staff continue to anticipate, identify and prepare for external
conditions or activities, which would detract from the success and unique development of
the Town. Special attention is given to practicing fiscal conservatism while delivering the
highest quality of services to our residents.
Future questions on such issues as the consideration of oil and gas drilling standards within
the Town, creating a retail base, revenue opportunities, efficient service delivery, public
safety concerns and the development of Westlake Academy will be important to Westlake
elected officials, residents, the business community and staff.
Future Milestones and Events
• Groundbreaking of Deloitte University
• Completion of the Sam and Margaret Lee Arts and Sciences Center
Strengths
• Fully integrated community duct bank
• Access to top quality of life amenities
• Development of quality corporate campuses and partnerships
• Promotion of the Town as an event and conference location
Opportunities and Challenges
• Further development of a diversified revenue sources for the Town
• Enlarged Westlake Academy campus with track, soccer, and baseball fields
• Expanded park system
• Attraction of retail development
• Development of extensive interconnected trail system with surrounding municipalities
• Potential SH 114 connectivity to SH 1-35
• Expansion of eco -friendly / green initiatives within the Town
• Further urban sprawl from surrounding communities
• Review of maintenance needs of infrastructure and funding for major repairs
• Need to identify location of secondary water source and develop existing water supplies
2009
Strategic Plan Summary
VISION POINT ONE -INVITING RESIDENTIAL AND CORPORATE NEIGHBORHOODS
The Town is home to several communities; residential, corporate and agricultural uses.
Our largest residential development is home to a state of the art golf facility and many
beautiful homes. Stagecoach Hills is located along the historic stagecoach line which
transported passengers from Keller to Denton. Westlake neighborhoods include:
• Aspen Lane • Glenwyck Farms • Mahotea Boone • Paigebrooke Farms
• Stagecoach Hills • Terra Bella • Vaquero • Wyck Hill
The Town is located along the Tarrant and Denton County borders and has portions of
major State highways that surround our perimeter. We are an ideal location for
businesses and have enjoyed a long history with our corporate campus developments.
Key Result Areas Supporting the Vision Point
un -going comprenensive
planning
Short -Range Goals
Update Master Plans:
Comprehensive Use, Open
Space /Trails, Land Use
Mid -Range Goals
Precinct Line Rd.
Construction
Develop Master Plan as
Community Focal Point
Highest Quality Development
and Aesthetic Standards
Short -Range Goals
• Deloitte Groundbreaking
• Update Codes/Amendments
• Fidelity Phase II Completion
• Finalize Oil and Gas Related
Ordinances
Mid -Range Goals
• Attraction of Retail
Development
Sensitivity to Neighborhood
Integrity
Short -Range Goals
• Landscaped Entrances
Mid -Range Goals
• Connected Trail System
Lona -Range Goals
• Town -wide Completed Trail
System
Open Space Preservation
Short -Range Goals
• Open Space Land Acquisition
• Park Space Expansion
Outstanding Community
Appearance
Short -Range Goals
• Streetscape Projects
Page 5
Entrance to Glenwyck Farms
�1T'3
Fidelity Investments Construction Project
Page 6
Strategic Plan Summary
VISION POINT TWO -WE ARE LEADERS
Town of Westlake
Town leaders foresaw the need for a facility to educate the children of Westlake in a
local setting and to provide the citizens with a civic campus.
7>` In 2003, the Town raised funds to build Westlake Academy, the only open -enrollment
charter school owned and operated by a municipality in the State. The Academy offers
the rigorous International Baccalaureate curriculum and all residents are eligible to
enroll their children.
The elected Town Council also serves as the Board of Trustees for the Academy. The
Westlake Academy unique arrangement serves to strengthen the working relationship between the
Academy and the Town.
Westlake is also one of a handful of towns in Texas that does not levy a property tax.
Instead, revenue from sales taxes, user fees, and franchise fees fund Town services.
MM
Entrance to Westlake Academy
Key Result Areas Supporting the Vision Point
Premier Educational Facilities
and Programs
Short -Range Goals
• Opening of Arts and Sciences
Center
High Quality Services Delivery
Coupled with Financial
Stewardship
Short -Range Goals
• Review of growth related
policies: "Growth pays for
Growth"
• Public Safety Service Delivery
and Funding Review
Producing Well Educated Future
Leaders and Thinkers
Short -Range Goals
• Academy Students in
Internships at Corporate
Campuses
• Academy and Deloitte
University Mentoring
Programs
Infrastructure Maintenance and
Planning
Short -Range Goals
• Town Facility Master Plan
• Develop Capital Improvement
Plans
• Drainage Utility and Storm
Water Planning
Long -Range Goals
• Regional Rail System
Environmental Stewardship
Initiatives
Short -Range Goals
• Create Westlake Green Team
• Automated Recycling
Program
• Plan for Environmental
Improvements and Water
Conservation Strategies
2009
Strategic Plan Summary
VISION POINT THREE -HOSPITALITY FINDS ITS HOME IN WESTLAKE
In an effort to foster citizen engagement, enhance our neighborhoods and increase partici-
pation in the community, many of the residents serve on various advisory boards that are
committed to furthering the mission of the Town and ensuring Westlake is truly a unique
community.
The Westlake Historical Preservation Society was created to identify, preserve, and
perpetuate the history of the Town of Westlake and the Cross Timbers region.
The Town is committed to protecting and improving the quality of life of Westlake residents,
businesses and students by encouraging, inspiring, educating and entertaining artistic and
creative endeavors. The Public Art Society of Westlake provides a wide range of professional
and artistic presentations to foster the arts in the community.
Westlake is also a member of Tree City USA. The Town must meet strict standards to ensure
there are viable tree management plans and programs in place to help support growth and
forestry.
Key Result Areas Supporting the Vision Point
Citizen Engagement and
Communication
Short -Range Goals
• Improve Web Site User
Friendliness
• Develop Communication Plan
• Review E -government
Usage for Service Delivery
• Conduct Regular
Neighborhood Meetings
Arts and Culture
Short -Range Goals
• Implement Westlake Speaker
Series to Feature Community
Leaders
Historic Preservation
Short -Range Goals
• Integrate Mission of the
Historical Preservation
Society into Community
Events
Tourism Development
Short -Range Goals
• Host Regional Events
• Development to Include
Additional Hotels and
Restaurants
Page 7
WA Campus Fountain
4.21
r'yitp vi
y
2009
Page 8
Vision Point One—Inviting Residential and Corporate Neighborhoods
Glenwyck Park
"We are limited,
not by our abilities,
but by our own
vision. "
- Anonymous
Vaquero
Key Result Areas and Outcome Strategies
ON-GOING COMPREHENSIVE PLANNING — Ensure the master plans are continually
updated and reviewed to enhance the development of the Town.
Outcome Measure: All master plan documents are not more than 5 years old.
Outcome Strategies:
1. Update master plans to guide development and provide a framework for future projects;
promote the Master Plan as a community focal point — Short & Mid -Range Goals.
Team Co -Leaders: Tom Brymer/ Eddie Edwards
Objective 1.1: Develop RFP for master plan review.
Estimated Completion Date: Spring, 2010
Objective 1.2: Work with consultant to draft the master plans — form community/staff
task force.
Estimated Completion Date: Winter, 2010
2. Precinct Line Road construction — Mid -Range Goal.
Team Leader: Jarrod Greenwood
Objective 2.1: Facilitate stakeholder meetings to communicate project status and
engage community members.
Estimated Completion Date: Fall, 2009
Objective 2.2: Finalize construction plans with TxDOT; TxDOT bid placement.
Estimated Completion Date: Summer, 2010
Objective 2.3: TxDOT commences construction.
Estimated Completion Date: Winter 2010
SENSITIVITY TO NEIGHBORHOOD INTEGRITY — Maintain the high standards of
neighborhood planning and residential construction to foster the Town's unique character and rural
atmosphere.
Outcome Measure: Utilize the 2009 Direction Finder survey to establish a benchmark measure for
neighborhood integrity.
Outcome Strategies:
1. Promote and develop landscaped entrances to neighborhoods — Mid -Range Goal.
Team Leader: Troy Meyer
Objective 1.1: Review and update ordinances and Unified Development Code for all
landscaping requirements which would include, but not limited to:
irrigation systems, plans, trees, xeriscape concepts, water features,
lighting, gates, and signs.
Estimated Completion Date: Spring, 2010
Page 9
Sensitivity to Neighborhood Integrity (cont.)
Objective 1.2: Develop and implement a process to educate developers, homeowners
associations, and staff on new requirements.
Estimated Completion Date: Summer, 2011
2. Review and update the current trail system plan and develop interconnectivity options
with surrounding municipalities — Mid and Long -Range Goals.
Team Leader: Troy Meyer
Objective 2.1: Partner with Keller, Trophy Club, Southlake and Roanoke on best location
for connecting local and regional trail systems.
Estimated Completion Date: Winter, 2010
Objective 2.2: Develop standards for park benches, water features, picnic tables, signs,
and pet stations.
Estimated Completion Date: Winter, 2010
Objective 2.3: Identify changes to the open space plan created March of 1999 and
present to the Town Council for approval.
Estimated Completion Date: Spring, 2011
OUTSTANDING COMMUNITY APPEARANCE —Enhance the appearance of the Town with
public art displays and high-quality, environmentally responsible landscaping projects.
Outcome Measure: Utilize the 2009 Direction Finder survey to establish a benchmark measure for
community appearance.
Outcome Strategies:
1. Streetscape projects to enhance community appearance —Short -Range Goal.
Team Leader: Jarrod Greenwood
Objective 1.1: Work with consultants, TxDOT, and community stakeholders to develop
streetscape concept that will incorporate existing themes and
characteristics within Westlake.
Estimated Completion Date: Fall, 2009
Objective 1.2: Work with Public Art Committee to enhance the FM 1938 corridor by
developing a streetscape plan that includes areas dedicated for public art.
Estimated Completion Date: Fall, 2010
Town of Westlake
Arbor Days Hot Air Balloon
�
OACRIN
Entrance to Stagecoach Hills
2009
Page 10
HIGHEST QUALITY DEVELOPMENT AND AESTHETIC STANDARDS — Ensure standards
are met which maintain the superior appearance and construction of developments.
Outcome Measure: At least one local, regional, or national award/recognition on an annual basis for new
Westlake residential or commercial development.
i
Outcome Strategies:
1.
J. T. Ottinger Road
Terra Bella Entry
Support our newest corporate partners, Deloitte and Fidelity, with Deloitte University and
the completion of Fidelity Phase II — On-going Goal.
Team Leader: Ginger Awtry
Objective 1.1: Facilitate communication between the stakeholders — PR/marketing
team, Town Council, staff, citizens and businesses —to aid and promote the
groundbreaking and opening activities.
Estimated Completion Date: On-going
Objective 1.2: Coordinate and assist with press releases, special required permitting,
community traffic flow, security needs, local dignitary contacts, and any
other municipal areas in which assistance is warranted.
Estimated Completion Date: On-going
2. Revise and update all codes and related amendments —Short -Range Goal.
Team Leader: Eddie Edwards
Objective 2.1: Revise plan review checklists to reflect the new codes, policies, and
procedures; Update
Estimated Completion Date: Summer, 2009
Objective 2.2: Update Town of Westlake internet site to reflect the new code adoptions.
Estimated Completion Date: Summer, 2009
Objective 2.3: Update contractor handouts reflecting new codes, revised policies, and
procedures.
Estimated Completion Date: Spring, 2010
3. Finalize oil and gas drilling related ordinances —Short -Range Goal.
Team Leader: Eddie Edwards
Objective 3.1: Develop applications, forms, policies, and procedures related to issuing
permits and administering the adopted codes.
Estimated Completion Date: Summer, 2009
Objective 3.2: Amend technical standards provision in Code of Ordinances.
Estimated Completion Date: Summer, 2009
Objective 3.3: Amend zoning ordinance to allow drilling and production in additional
zoning districts.
Estimated Completion Date: Summer, 2009
Page 11
Town of Westlake
Highest Quality Development and Aesthetic Standards (cont.)
4. Work to attract nationwide, well known anchor and retail businesses — Mid -Range
and On-going Goals.
Team Co -Leaders: Tom Brymer /Eddie Edwards
Objective 4.1: Explore viable economic development tools to attract retail
development, specifically in the western area of Westlake, which would
be beneficial to the Town and potential business partnerships.
Estimated Completion Date: Winter, 2010
Cielo Restaurant
Objective 4.2: Research the use of special districts and other incentives that would
allow the Town to be proactive in our effort to attract retail uses.
Estimated Completion Date: Winter, 2010 and On-going
OPEN SPACE PRESERVATION — Maintain the rural atmosphere, spacious residential lots,
park facilities and open areas within the master planned community development.
Outcome Measure: Utilize comprehensive plan to develop a recommendation or feasible ratio of open
space to land development.
Outcome Strategies:
1. Open space land management and park system expansion —Mid -Range Goal.
Team Leader: Troy Meyer
Objective 1.1: Define the "Open Space Land Management" concept to develop
practices and policies to protect our natural resources.
Estimated Completion Date: Winter, 2009
Objective 1.2: Review current land management plans; "inventory" available open
space/potentials sites located in the flood plains/wet lands.
Estimated Completion Date: Winter, 2009
Objective 1.3: Develop long range plans to maintain resources including ordinances
and additional requirements to site plans/SUP submittals mandating
open space requirements as developments proceed through the Town.
Estimated Completion Date: Summer, 2010
Objective 1.4: Analyze the open space in relation to comprehensive trail system and
amend trail space to integrate cohesive planning.
Estimated Completion Date: Fall, 2010
Objective 1.5: Work with Planning Department to ensure public open spaces are
included in development proposals. Marriott/ Solana Hotel
Estimated Completion Date: On-going
Objective 1.6: Hire consultant for revised trail master plan, to include, overview of
system components, cemetery design elements
Estimated Completion Date: Fall, 2010
Objective 1.7: Examine the establishment of a parks master plan.
Estimated Completion Date: Fall, 2010
Page 12
Vaquero
"Westlake has been
a lot of things, but it
has never been
ordinary. "
Fort Vorth
Star Telegram
Town of Westlake
Vision Point Two — We Are Leaders
PREMIER EDUCATIONAL FACILITIES AND PROGRAMS — Develop high quality educa-
tional facilities and learning opportunities for the students of Westlake Academy.
Outcome Measure: Completion of Arts & Sciences Center.
Outcome Strategies:
1. Complete the Sam and Margaret Lee Arts and Sciences Center— Short -Range Goal.
Team Leader: Troy Meyer
Objective 1.1: Pouring of concrete foundation.
Estimated Completion Date: Spring, 2009
Objective 1.2: Continual supervision and interaction with contractors and suppliers to
facilitate contract completion for construction related matters.
Estimated Completion Date: Fall, 2009
Objective 1.3: Opening of Arts and Sciences Center.
Estimated Completion Date: Fall, 2009
PRODUCING WELL EDUCATED FUTURE LEADERS AND THINKERS—Supportthe
Academy staff in their efforts to educate the students.
Outcome Measure: Development of program processes and objectives; creation of 2 intern positions
and placement of students within 2 years.
1. Create partnerships between municipal and Academy staff to utilize local government
resources to enhance student learning and achievement - Short -Term and On-going
Goals.
Team Leader: Debbie Piper
A. Field Trips
Objective 2.1: Discuss with the Leadership Team any field trip opportunities that will be
of interest to the students and introduce them to the responsibilities of
local government services.
Estimated Completion Date: Fall, 2009
Objective 2.2: Meet with Head of Sections to develop a plan and determine what grade
levels would be applicable.
Estimated Completion Date: Fall, 2009
Objective 2.3: Based on meeting outcome ,scheduling limitations and student availability,
conduct a meeting with staff to identify field trip dates and assist the
respective Department Head with scheduling, if necessary.
Vaquero
Estimated Completion Date: Winter, 2009
2009
Producing Well Educated Future Leaders and Thinkers (cont.)
B. Internships and Mentoring
Objective 2.4: Meet with staff to determine level of interest and assistance the interns
will be able to provide and formulate rotation to allow students the
experience of working in all aspects of local government.
Estimated Completion Date: Fall, 2009
Objective 2.5: Coordinate placement opportunities with local businesses and prepare
evaluation forms and feedback process for both students and employers.
Estimated Completion Date: Spring, 2010
Objective 2.6: Select interns and prepare a schedule with Town and Academy staff.
Estimated Completion Date: Spring, 2010
Page 13
Beginning Phase of A&S Site Preparation
ENVIRONMENTAL STEWARDSHIP INITIATIVES—Develop and implement comprehensive `green' programs for the
residents, corporations, and the Academy.
Outcome Measure: Implementation of approved environmental programs within five years.
Outcome Strategies:
1. Develop a comprehensive automated recycling and composting program to identify new technology which maybe
utilized in our environmental stewardship — Short -Range and On-going Goals.
Team Co -Leaders: Jarrod Greenwood / Troy Meyer
Objective 1.1: Conduct Council workshop presentation to identify environmental stewardship initiatives and
prioritize tasks within the program —to include, geo-thermal and bio -diesel options and e -waste
recycling opportunities
Estimated Completion Date: Spring, 2010
A. Formation of Westlake Green Team
Objective 1.2: Establish the Westlake Green Team to address issues with recycling/composting. Will include
Town Council, staff, student representatives, corporate residents and waste management provider.
Estimated Completion Date: Spring, 2010
Objective 1.3: Coordinate activities of Team with NCTCOG, especially its Green Cities Committee.
B. Recycling Program
Objective 1.4: Survey surrounding recycling and composting programs and available
services to develop a comprehensive program.
Estimated Completion Date: Winter, 2009
Objective 1.5: Implement recycling program at all Town facilities. PWRIM
Estimated Completion Date: Summer, 2009
Objective 1.6: Provide hazardous material disposal for citizens.
Estimated Completion Date: On-going Westlake Academy and Student Body
Page 14 Town of Westlake
Environmental Stewardship Initiatives (cont.)
C. Water Conservation Efforts
Objective 1.7: Develop water conservation messages for landscaping and the use of
xeriscaping in neighborhoods and common areas. Develop plant listing
�-►.� for landscape ordinance. Integrate input from resident master
gardeners to enhance conservation and landscaping recommendations.
Estimated Completion Date: Spring, 2010
Objective 1.8: Assist Academy with water conservation, protection, and production
education by speaking to students and arranging field trips to water and
wastewater treatment facilities.
Estimated Completion Date: On-going
Objective 1.9: Provide water conservation information to customers through the
website, mailings, news letters, and Academy publications.
Estimated Completion Date: On-going
Westlake DPS Engine
HIGH QUALITY SERVICES DELIVERY COUPLED WITH FINANCIAL STEWARDSHIP
Research available revenue resources to offset the cost of providing services; continue to provide
outstanding government administrative support services while working within the municipal budget.
Outcome Measure: Implementation of at least one new demand driven revenue source per year, over
the next five years.
Outcome Strategies:
1. Establish a strategy for achieving long-term financial sustainability for the Town
government, including Westlake Academy — Mid -Range Goal.
Team Leader: Tom Brymer
Objective 1.1: Review 2009 Direction Finders results with Council.
Estimated Completion Date: Summer, 2009
Objective 1.2: Review 2009 Westlake Academy Parent Survey with Council.
Estimated Completion Date: Summer, 2009
Objective 1.3: Review Town Capital Improvement Plan, municipal 5 -year financial
forecast, and Academy financial forecast during proposed 09/10 budget
deliberations.
Estimated Completion Date: Summer, 2009
Objective 1.4: Research and compile report regarding municipally owned and operated
charter schools and their organizational structure.
Estimated Completion Date: Fall, 2009
Objective 1.5: Council to review long-range financial forecast, Academy cost structure
components, staff to identify options and strategies to address financial
issues and their timing.
Estimated Completion Date: Spring, 2010
2009
High Quality Services Delivery Coupled with Financial Stewardship (cont.)
Objective 1.6: Council to prioritize service options and provide staff direction on future
budgeting and resource allocation.
Estimated Completion Date: Spring, 2010
2. Review and discuss growth related policies — Short -Range Goals.
Team Co -Leaders: Tom Brymer / Todd Wood / Debbie Piper
A. Council discussion of "Growth pays for growth" approach to financial stewardship and
policy making.
Page 15
Objective 2.1: Identify sources of Town expenditures related to service delivery which are not currently offset by fee
collection. Analyze identified expenditures, from the standpoint of current impact and future expansion to
ensure quality service delivery.
Estimated Completion Date: Fall, 2010
Objective 2.2: Identify actual or potential costs incurred by the Town.
Estimated Completion Date: Fall, 2010
Objective 2.3: Survey other communities to benchmark costs for newly proposed fees and amendments of existing fees.
Estimated Completion Date: Fall, 2010
B. Impact Fees
Objective 2.4: Discuss and receive Council direction on impact fee feasibility study.
Estimated Completion Date: Spring, 2010
Objective 2.5: Prepare proposal of utility impact fee analysis and feasibility report.
Estimated Completion Date: Fall, 2010
Objective 2.6: Review impact fee recommendations and consider fee adoption.
Estimated Completion Date: Summer, 2011
C. Park Land Dedication and Development Fee
Objective 2.7: Discuss and receive Council direction on park land dedication and development fee implementation.
Estimated Completion Date: Spring, 2010
Objective 2.8: Prepare proposal of park land dedication and development fee analysis and feasibility report.
Estimated Completion Date: Fall, 2010
3. Explore public safety service delivery options and funding— Short -Range Goal.
Team Co -Leaders: Tom Brymer / DPS Lieutenants
Objective 3.1: Research available options to deliver and fund public safety programs.
Estimated Completion Date: Spring, 2010
Objective 3.2: Present options and recommendations to Council. Westlake DPS Ambulance
Estimated Completion Date: Summer, 2010
Page 16
"Good business
leaders create a
vision, articulate the
vision, passionately
omn the vision, and
relentlessjdrive it
to completion. "
- Jack belch
Town of Westlake
High Quality Services Delivery Coupled with Financial Stewardship (cont.)
4. Enhance the effectiveness of service delivery via intergovernmental partnerships —
Mid -Range and On-going Goals.
Team Leader: Tom Brymer
Objective 4.1: Council discussion of the use of inter -local agreements as a means to
pursue various types of intergovernmental partnership opportunities with
area municipalities.
Expected Completion Date: Winter, 2009
Objective 4.2: Share a draft of a memorandum of understanding and/or inter -local
agreement with municipalities surrounding Westlake to determine the
interest level of such partnerships.
Estimated Completion Date: Spring, 2010
Objective 4.3: Pursue dialogue and discussion at both the staff and Council level with
cities that have expressed an interest in pursuing identified
opportunities of mutual interest.
Estimated Completion Date: On-going
INFRASTRUCTURE MAINTENANCE AND PLANNING — Identify the maintenance needs of
existing buildings, review the impact of severe weather patterns on our neighborhoods and formulate a
long-term capital improvement plan.
Outcome Measure: Approved capital improvement plan within two years.
Outcome Strategies:
1. Draft facility master plan with Council —Short -Range Goal.
Team Leader: Amanda DeGan
Objective 1.1: Work with the Leadership Team to establish a viable facility planning/CIP
process.
Estimated Completion Date: Winter, 2009
Objective 1.2: Discuss facility master plan (FMP) scope with Council and receive
direction.
Estimated Completion Date: Spring, 2010
Objective 1.3: Draft FMP scope and solicit project proposals; retain outside consultant
to assist staff on FM P.
Estimated Completion Date: Spring, 2011
Objective 1.4: Select priorities from FMP and convert into a rolling 5-10 year capital
improvement plan.
Estimated Completion Date: Summer, 2011
2009
Infrastructure Maintenance and Planning (cont.)
2. Review the drainage and storm water plans needed to minimize the impact of severe
weather on our neighborhoods — Short -Range Goal.
Team Leader: Jarrod Greenwood
Objective 2.1: Complete Stagecoach Hills subdivision draining improvement project.
Estimated Completion Date: May, 2009
Page 17
Spring Flowers
3. Storm Water Utility review —Short Range Goal.
Team Leader: Jarrod Greenwood
Objective 3.1: Discuss storm water utility (SWU) fee with Council as to feasibility and receive direction.
Estimated Completion Date: Summer, 2010
Objective 3.2: Draft SWU feasibility analysis scope; retain outside consultant to assist staff.
Estimated Completion Date: Spring, 2011
Objective 3.3: Receive SWU report and present recommendations to Council.
Estimated Completion Date: Summer, 2011
Objective 3.4: Implement SWU fee.
Estimated Completion Date: Fall, 2011
4. Work with transportation representatives to include Westlake in regional rail system —Short -Range and On-going Goals.
Team Leader: Kim Sutter
Objective 4.1: Compile a list of resources for information on a regional rail system.
Estimated Completion Date: Summer, 2009
Objective 4.2: Monitor progress of plans for and implementation of a regional rail system through legislation, NCTCOG,
NE Leadership Forum, etc.
Estimated Completion Date: On-going
Objective 4.3: Survey community interest/seek input from corporate neighbors and
residents for a rail system.
Estimated Completion Date: Fall, 2009
Objective 4.4: Consider Town Council resolution approval in support of rail system.
Estimated Completion Date: Winter, 2009
Objective 4.5: Communicate information and progress of system to corporate neighbors
and residents.
Estimated Completion Date: Spring, 2010 and On-going
Page 18
Vision Point Three — Hospitality Finds Its Home in Westlake
Town of Westlake
CITIZEN ENGAGEMENT AND COMMUNICATION — Design a comprehensive plan to
communicate with residents, Academy families, corporate partners, and other community stakeholders.
Outcome Measure: Utilize the 2009 Direction Finder survey to establish a benchmark for resident satis-
faction in communication and engagement efforts.
Outcome Strategies:
1. Develop overall communication plan for the residents and businesses — Short -Range
and On-going Goals.
Team Leader: Kim Sutter
Objective 1.1: Coordinate with PR firm to develop a communications plan for the Town
and Academy.
Estimated Completion Date: Summer, 2009
Objective 1.2: Establish and conduct regular PR/marketing team meetings, to include,
selected business community members, to implement the
communication plan and gauge the success of the activities.
Estimated Completion Date: On-going
Objective 1.3: Establish regular monthly meeting dates and times with PR firm to
discuss promotion of the Town and Academy.
Estimated Completion Date: On-going
2. Use of technology to enhance service delivery and citizen engagement. — Short -Range and
On-going Goals.
Team Leader: Todd Wood
A. Web -site re -design
Objective 2.1: Increase user-friendly accessibility and information dissemination
Estimated Completion Date: Summer, 2009
Objective 2.2: Collectively review the website for updates; assess the relevance of
content and remove the obsolete information.
Estimated Completion Date: On-going
.;, B. Review the use of e -government
Objective 2.3: Staff to conduct feasibility study and applications for integrated
e -government services for customers.
Estimated Completion Date: Fall, 2009
Objective 2A Present study to Council in workshop.
Westlake Academy Estimated Completion Date: Winter, 2009
Objective 2.5: Implement Council directed e -government program.
Estimated Completion Date: Summer, 2010
Page 19
HISTORIC PRESERVATION — Record the events, individuals, or groups associated with the
Town of who had an impact on the region to provide an accurate portrayal of the history of Westlake.
Outcome Measure: Host two events on an annual basis to increase awareness of the Town's history.
Outcome Strategies:
1. Integrate the mission of the Westlake Historical Preservation Society (WHPS) into
community events — Short -Range and On-going Goals.
Team Leader: Ginger Awtry
Objective 1.1: Meet with WHPS president to review mission and strategic plan of both
the Society and the Town/Academy plan to ensure continuity.
Estimated Completion Date: Winter, 2009
Objective 1.2: Coordinate and foster communication with community groups and
Westlake Academy liaison to ensure our local events promote historical
preservation and the Society's visibility; coordinate the event calendars
of the groups.
Estimated Completion Date: On-going
Objective 1.3: Assist in communication between the WHPS and other groups,
specifically the Public Arts Society, to promote historical preservation and
visibility along trail pathways, entry points, parks and civic campus, etc.
Estimated Completion Date: On-going
Objective 1.4: Continue to provide assistance in the hosting of Decoration Day; assist
the PR firm in marketing the event to residents and the general public.
Estimated Completion Date: On-going
TOURISM DEVELOPMENT — Promote the Town as an ideal location for hosting conferences
and large meeting events and market the Town's hotel and restaurants as an additional component of
regional attractions.
Outcome Measure: Increase in occupancy and group meeting rate bookings at the Marriott/Solana
Hotel within two years.
Outcome Strategies:
1. Host regional events to attract individuals to our restaurants, hotel and businesses —
Short -Range and On-going Goals.
Team Leader: Ginger Awtry
Objective 1.1 Facilitate and partner in communications with ARTSNET and our
corporate resident, Maguire Partners, to promote our Masterworks
Concert Series in an effort to provide local entertainment and attract
individuals from neighboring communities.
Estimated Completion Date: On-going
Town of Westlake
Decoration Day Flags
"Vision is the art
Of seeing what is
invisible to others. "
- Jonatban Swift
Wyck Hill
2009
Westlake Academy/ Civic Campus
Page 20
Tourism Development (cont.)
Objective 1.2: Work with PR/marketing team, consultants and Masterworks partners to
develop concert series and increase participation by 10% annually .
Estimated Completion Date: On-going
Objective 1.3: Partner with the Recreation department in annual Arbor Days celebration;
working to increase resident, student and corporate participation.
Estimated Completion Date: On-going
Objective 1.4: Review Town survey results, discuss with marketing team, other
municipalities and applicable corporate marketing staff to determine the
level of interest in hosting an expanded number of events in Westlake.
Estimated Completion Date: Spring, 2010
2. Develop and assist the PR/marketing team, working with the Town's PR consultant group
to promote Westlake as a business and tourist destination —Short -Range Goal.
Team Leader: Kim Sutter
Objective 2.1: Develop concept for marketing team; including goals and objectives and
target audience (based on progress of communications plan).
Estimated Completion Date: Fall, 2009
Objective 2.2: Interact with PR firm, and possibly corporate partners, to develop
collateral material for use proactively/reactively to request for information
regarding the Town.
Estimated Completion Date: Spring, 2010
Objective 2.3: Formulate a contract with Marriott/Solana for the use of the hotel/motel
occupancy tax funds setting occupancy rate targets to promote the hotel as
a premier tourist destination and to increase the visibility of the facility.
Estimated Completion Date: Fall, 2009
Page 21
Town of Westlake
ARTS AND CULTURE — Work with Arts Society to place art pieces within the Town and encourage
varied forms of artistic mediums to compliment our natural resources, diverse neighborhoods and
corporate architecture.
Outcome Measure: Implementation of two speaker sessions per year and incorporate sites for art
placement into the comprehensive planning process.
Outcome Strategies:
1. Implement a Westlake speaker series featuring community leaders - Short -Range and
On-going Goals.
Team Leader: Ginger Awtry
Objective 1.1: Work with Public Arts Society (PAS) to develop community speaker series
hum for both residents and student body.
Estimated Completion Date: Spring, 2010
Sunrise at Westlake Academy Objective 1.2: Facilitate report with PAS to the Council in order to determine the future
direction of the program.
Estimated Completion Date: On-going
Successful strategic plans are not successful because of the plan itself. They are not successful because of
their vision statement, their mission statement, values, tactics, outcomes, or performance measures. Yes,
these things are all part of a successful strategic plan — but, the strategic plan must be a part of something
larger than even the plan's vision. It must tell a story.
A story that captures one's imagination, fires one's dreams, and compels one to want to be a part
of that story, because it is so inspiring. Westlake's story is not yet finished, and the best chapters are yet to
come! The 2009 strategic plan will help write the next chapters — the story of a "premier, knowledge based
community." And, we hope this strategic plan inspires you, the reader, to want to be a
part of the Westlake story.
ToAr Bwyoret-
Tw,r /ffa�raye,-/cE0 Al"Mak Aeadewf
3 Village Circle, Suite 202, 1Ylestlake,
Texas 76262
Phone: (817) 430-0861
Fax: (817) 430-0967
www. Westlake-tx. or
Premier communities have a shared
vision, mission, and values. More
than that, they have a plan to turn
that vision into something real that
adds value to the community's
quality of life. This is the Westlake
Town Council's strategic plan for its
continued pursuit of excellence on be-
half of the residents of the Town of
Westlake.
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Tom Brymer, Town Manager
Subject: Regular Meeting of July 13, 2009
Date: July 7, 2009
ITEM
Consider a Resolution adopting a Town Capital Improvement Plan (CIP).
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
Q Inviting Residential & Corporate neighborhoods
o On-going comprehensive planning
o Sensitivity to neighborhood integrity
o Outstanding community appearance
o Highest quality development and aesthetic standards
o Open space preservation
0 We are Leaders
o Premier educational facilities and programs
o High quality services delivery coupled with financial stewardship
o Infrastructure maintenance and planning
BACKGROUND
Staff has completed the compilation of a five (5) year Capital Improvement Plan for all
Town infrastructure and public buildings. Projects have been placed in the various years
of the five (5) year planning period with cost escalation and operations/maintenance costs
as appropriate. Staff recommends Council's annual review and adoption of this plan to
guide the CIP process as well as the annual review by Council prior to consideration of
the proposed budget for the next fiscal year. Council reviewed this "Draft" CIP at its
June 22nd mini -retreat and made several changes to it. The attached `Draft" reflects
Council's direction received at that meeting.
FUNDING
Funding impacts in the proposed CIP are as follows:
1
FY 09-10
FY 10-11
FY 11-12
FY 12-13
FY 13-14
Funded Projects
$ 1,470,500
$ 612,680
$ 2,446,845
$ 485,030
$ 528,000
Unfunded Projects
45,000
563,880
685,740
282,490
9,222,400
Partially Funded
250,000
711,200
727,300
1,066,000
1,072,500
Total Capital Projects
$ 1,765,500
$ 1,887,760
$ 3,859,885
$ 1,833,520
$ 10,822,900
1
RECOMMENDATION: Recommend approval of this resolution adopting this Capital
Improvement Plan.
ATTACHMENTS:
• Resolution No 09-35 adopting a Town five (5) year Capital Improvement Plan
• "Draft" Capital Improvement Plan
• Memo dated 7-6-09 to Council providing further information regarding
preparation of the CIP.
0
TOWN OF WESTLAKE
RESOLUTION 09-35
APPROVING A TOWN FIVE (5) YEAR CAPITAL IMPROVEMENT PLAN.
WHEREAS, the Westlake Town Council has identified having a five (5) year
capital improvement plan (CIP) for all Town infrastructure and public buildings needs; as
being a positive planning tool; and,
WHEREAS, the Westlake Town Council desires to utilize a CIP to plan for its
capital improvement needs as well as the operations/maintenance costs associated with
said capital improvement needs; and,
WHEREAS, the Town Council has reviewed a draft five year CIP prepared by
staff and determined such a CIP provides a valuable financial planning tool to plan for
necessary infrastructure and public building construction needs as well as plan for the
financial resources necessary to meet those needs; and,
WHEREAS, the Town Council will review this CIP annually as a part of the
budget preparation calendar and its fiscal policies; and,
WHEREAS, the Town Council finds that the passage of this Resolution is in the
best interest of the citizens of Westlake.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1. THAT, all matters stated in the Recitals hereinabove are found to
be true and correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2. THAT, the Town Council of the Town of Westlake, Texas, hereby
approves the attached Capital Improvement Plan attached hereto as Exhibit "A ".
PASSED AND APPROVED ON THIS 13TH DAY OF JULY 2009.
Laura Wheat, Mayor
ATTEST:
Kim Sutter, TRMC, Town Secretary Tom Brymer, Town Manager
APPROVED AS TO FORM:
Stan Lowry, Town Attorney
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♦ s
MEMORANDUM
DATE: July 7, 2009
TO: Honorable Mayor and Town Council
FROM: Tom Brymer, Town Manager
SUBJECT: Draft Capital Improvement Plan
The purpose of this Draft Capital Improvement Plan (CIP) is to more formally structure the
process for all Town capital projects. A Town capital project should be defined as
construction or reconstruction of any public building or infrastructure, whether funding is
currently available or not. If funding is not currently available, but the project is
determined by the Council to be important, the project should still be in the Council's
approved five year CIP and shown as unfunded. If funding is later made available, the
project is already on the "radar screen", although it may be scheduled in the out years of the
five year planning period.
By going through the effort of a formally prepared CIP this year prior to budget
consideration, the subsequent years should be more of an annual update to make sure of
the following:
• The staff has identified all the capital projects the Council sees on the horizon.
• The Council can remove the projects that are no longer seen as a priority in terms of
not meeting the community's strategic needs (assuming that no funding has been
spent on design thus far).
• Annual Council review allows project timing to be adjusted in terms of which year in
the five year time span the project is assigned.
• Annual review of the Council approved five year CIP allows this review to be
performed at the same time as the review of the five year Financial Forecast (this is
completed to see the financial impact of a capital project not only on the capital side,
but also on the operations/maintenance side).
• With Council's adoption of this five year CIP, along with the adopted financial
policies, no capital project, regardless of funding source, is put into the CIP until it
first comes through the annual update "call for projects" prepared each Spring by the
staff and is included in the CIP approved by the Council.
Attachments
1
GENERAL FUND (or GO Bonds)
F
Funded/
1 Stagecoach Hills Street Reconstruction & Drainage
$ 300,000 $
- $ - $
- $
F
5
1 Mahotea Boone Reconstruction & Drainage
-
60,960 -
- -
Pg #
Source
DESCRIPTION
FY 09-10
FY 10-11
FY 11-12
FY 12-13
FY 13-14
1 Dove Road Reconstruction & Drainage (Ott-Vaq)
Unfunded
- 264,945
- -
F
8
1 Dove Road Reconstruction & Drainage (Vaq - TB)
-
- -
- 429,000
GENERAL FUND (or GO Bonds)
F
4
1 Stagecoach Hills Street Reconstruction & Drainage
$ 300,000 $
- $ - $
- $
F
5
1 Mahotea Boone Reconstruction & Drainage
-
60,960 -
- -
F
6
1 Aspen Lane Reconstruction and Drainage
-
- 166,240
- -
F
7
1 Dove Road Reconstruction & Drainage (Ott-Vaq)
-
- 264,945
- -
F
8
1 Dove Road Reconstruction & Drainage (Vaq - TB)
-
- -
- 429,000
F
9
1 Roanoke Road Reconstruction & Drainage (170 -Limits)
100,000
- -
- -
F
10
1 Roanoke Road Reconstruction & Drainage (170 -DC)
-
- -
191,880 -
F
11
1 JT Ottinger Road Reconstruction & Drainage (WLA - Limits)
-
- -
239,850 -
F
12
1 Sam School Road Reconstruction & Drainage
-
- -
- 99,000
F
1 13
1 Park Improvements
45,000
25,400 1 259,750
53,300 -
Streets/Drainage/Park
$ 445,000 1 $
86,360 1 $ 690,935 $
485,030 $ 528,000
** OF
14
E Municipal Complex
$
- $ 60,960 $
51,950 $ 133,250 $ 4,235,000
** OF
15
E Fire Station
9,222,400
- 132,080
114,290 149,240 4,987,400
OF
16
1 Water Well for Civic Campus
430,500
- 60,960
- - -
UF
17
1 Westlake Academy - South Parking Area
$
- 264,160
- - -
F
18
1 Westlake Academy - West Parking Improvements
767,520
- -
-
197,410 - -
259,750 - -
UF 19 1 Westlake Academy - Cover Existing Walkway
Facilities/Improvements
$
- 1 $
518,160
$
623,400
$
282,490
$
9,222,400
563,880
685,740
282,490
E
Total External Funding Sources
430,500
414,560
166,240
282,490
9,222,400
TOTAL GENERAL FUND
$
445,000 $
604,520
$
1,314,335
$
767,520
$
9,750,400
VISITORS ASSOCIATION FUND
PF 20 1 FM 1938 Streetscape/Wayfinding
$
250,000 $
711,200
$
727,300
$
1,066,000
$
1,072,500
TOTAL VISITOR ASSOCIATION FUND
$
250,000 $
711,200
$
727,300
$
1,066,000
$
1,072,500
CEMETERY FUND
* OF 21 E Cemetery Improvements $ 45,000 $ 45,720 $ 259,750 $ - $
TOTAL CEMETERY FUND $ 45,000 $ 45,720 1 $ 259,750 $ - $ -
UTILITY FUND
F 22 1 N-1 Sewer Line Transfer $ 175,000 $ - $ - $ -
$
F 23 1 N-1 Sewer Line Transfer I & I Study/Repairs 120,000 - - -
612,680
F 24 1 Stagecoach Hills waterline connection 300,000 304,800 - -
-
F 25 1 Ground Storage tank - - 1,558,500 -
-
TOTAL UTILITY FUND $ 595,000 $ 304,800 1 $ 1,558,500 $ -
$ -
CONTRIBUTIONS/GRANTS
*** F 26 E Deloitte Trail Connection Project on Dove Rd (Contribution) $ 425,000 $ - $-
*** F 27 E West Dove Road Trail Connection to JT Ottinger Road (Grant) 5,500 96,520 - - -
*** F 28 E JT Ottinger/Dove Intersection (Contribution) - 125,000 - - -
TOTAL PROJECTS USING CONTRIBUTIONS
BREAKDOWN OF INTERNAL/EXTERNAL FUNDING SOURCES
BREAKDOWN OF FUNDED/UNFUNDED/PARTIALLY FUNDED PROJECTS
F
Funded Projects
$ 1,470,500 $
612,680
Total Internal Funding Sources
$ 1,335,000
$ 1,473,200
$ 3,693,645
$ 1,551,030
$ 1,600,500
563,880
685,740
282,490
E
Total External Funding Sources
430,500
414,560
166,240
282,490
9,222,400
BREAKDOWN OF FUNDED/UNFUNDED/PARTIALLY FUNDED PROJECTS
F
Funded Projects
$ 1,470,500 $
612,680
$ 2,446,845
$ 485,030 $
528,000
OF
Unfunded Projects
45,000
563,880
685,740
282,490
9,222,400
PF
Partially Funded Projects
250,000
711,200
727,300
1,066,000
1,072,500
* Dependent upon future sale of plots
** All facilities are currently dependent upon external funding sources consisting of grants/donations
*** Dependent upon contributions/grants
F Funded Projects
OF Unfunded Projects
PF Partially Funded Projects
2
Pg # CAPITAL PROJECTS by VISION POINT FY 09-10 FY 10-11 FY 11-12 FY 12-13 FY 13-14
Inviting Residential & Corporate Neighborhoods
4 Stagecoach Hills Street Reconst. & Drainage
5 Mahotea Boone Reconstruction and Drainage
6 Aspen Lane Reconstruction and Drainage
Total Streets/Drainage
26 Deloitte Trail Connection Project on Dove Road
27 * West Dove Road Trail Connection to JT Ottinger Road
20 FM 1938 Streetscape/Wayfinding
Total Streetscape/Trails
16 Water Well for Civic Campus
16 Westlake Academy - South Parking Area
17 Westlake Academy - West Parking Area Improvements
19 Westlake Academy - Cover Existing Walkway
Total Westlake Academy Campus Improvements
21 ** Cemetery Improvements
13 Park improvements
Total Parks/Cemetery Improvements
TOTAL Inviting Res. & Corp. Neighborhoods
Leadership
22 N-1 Sewer Line Transfer
23 N-1 Sewer Line Transfer/I&I Study & Repairs
24 Stagecoach Hills Waterline Connection
25 Ground Storage Tank
Total Utility
7 Dove Rd Reconst. & Drainage (Ott-Vaq)
8 Dove Rd Reconst. & Drainage (Vaq-Terra Bella)
9 Roanoke Rd Reconst. & Drainage (170- Town Limits)
10 Roanoke Rd Reconst. & Drainage (170 -Daimler Chyrs)
11 JT Ottinger Rd Reconst. & Drainage (WLA-Town Limits)
28 JT Ottinger/Dove Intersection
12 Sam School Rd Reconst. & Drainage (Solana - Limits)
Total Streets/Drainage
14 Municipal Complex
15 Fire Station
Total Facilities
TOTAL Leadership
Total Capital by Vision Point
$ 300,000 $ -
$ -
$ -
$ -
- 60,960
-
-
-
- -
166,240
-
-
300,000 60,960
166,240
-
-
425,000
- - - -
5,500
96,520 - - -
250,000
711,200 727,300 1,066,000 1,072,500
680,500
807,720 727,300 1,066,000 1,072,500
- 60,960
- - -
- 264,160
- - -
- -
197,410 - -
- -
259,750
- 325,120
457,160 - -
45,000
45,720
259,750 - -
45,000
25,400
259,750 53,300 -
90,000
71,120
519,500 53,300 -
$ 1,070,500 1 $ 1,264,920 I $ 1,870,200 I $ 1,119,300 1 $ 1,072,500
$ 175,000 $ -
$ - $ - $ -
120,000
300,000 304,800
- - -
- -
1,558,500 - -
595,000 304,800
1,558,500 - I -
- 264,945 - -
- - - - 429,000
100,000 - - - -
- - - 191,880 -
- - 239,850 -
125,000 - - -
- - - - 99,000
100,000 125,000 264,945 431,730 528,000
-
60,960 51,950 1331250
4,235,000
132,080 114,290 149,240
4,987,400
-
193,040 166,240 282,490
9,222,400
$ 695,000 1 $ 622,840 I $ 1,989,685 1 $ 714,220 1 $ 9,750,400
* Dependent upon grant funding
** Dependent upon future sale of plots
*** All facilities are currently dependent upon external funding sources consisting of grants/donations.
Note: All projections have been escalated based on historical annual inflation rates post 9-11.
3
DRAFT
7/8/2009
Project Description:
The project will provide stabilization of road subgrade
and 2" of asphalt to the approximate 4500 LF of
pavement in Stagecoach Hills Subdivision and
replace/improve culverts and ditches. Anticipate crack
sealing 2nd year from completion.
--•
..•
Thru
09/30109
Planned
Budg710/11
FY 09/ 11/12 12/13 13/14
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering
-
30,000
-
-
-
-
30,000
Construction
-
270,000
-
-
-
-
270,000
-
OPERATING IMPACT TOTAL
-
-
-
4,676 -
- 4,676
EXPENDITURES TOTAL
-
300,000
-
-
-
-
300,000
--•
Thru
09/30109
Planned
Budg710/11
FY 09/ 11/12 12/13 13/14
Project
Total
General Fund
-
300,000
-
-
-
- 300,000
-
-
- -
4,676 -
- -
- 4,676
FUNDING TOTAL
i
300,000 -
-
-
- 300,000
4
Thru
09/30/09
BudgetPlanned
FY 09/10
Project
Total
10/11
11/12
12/13
13/14
Supplies -
-
-
-
-
- -
4,676 -
- -
- 4,676
Maintenance
-
Services
Equipment
-
-
-
-
-
-
-
-
-
-
-
OPERATING IMPACT TOTAL
-
-
-
4,676 -
- 4,676
4
DRAFT
7/8/2009
Project Description:
The project will provide stabilization of road subgrade
and 2" of asphalt to approximately 1,100 LF of Mahotea
Boone and replace/improve culverts and ditches.
Anticipate crack sealing 2nd year from completion.
--•
Thru
09/30/09
Thru
09/30/09
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
Engineering
-
- 5,080
-
-
- 5,080
Construction
-
-
55,880
-
-
-
55,880
-
-
-
- -
OPERATING IMPACT TOTAL
-
-
-
- 1,173
- 1,173
EXPENDITURES TOTAL
-
-
60,960 -
-
- 60,960
--•
Thru
09/30/09
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
General Fund
-
60,960 -
-
- 60,960
-
-
FUNDING TOTAL
-
- 60,960 -
-
- 60,960
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies -
-
-
- -
- 1,173
- -
- -
- 1,173
- -
- -
Maintenance
-
-
-
-
-
Services
Equipment
-
-
-
-
- -
OPERATING IMPACT TOTAL
-
-
-
- 1,173
- 1,173
DRAFT
7/8/2009
Project Description:
The project will provide stabilization of road subgrade
and 2" of asphalt to approximately 2,700 LF of Aspen
Lane and replace/improve culverts and ditches.
Anticipate crack sealing 2nd year from completion.
-••
Thru
09/30/09
Budget
FY 09/10
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
Engineering
-
- -
10,390
-
-
10,390
Construction
-
-
-
155,850
-
-
155,850
FUNDING TOTAL
-
-
- 166,240
-
- 166,240
-
-
-
-
-
EXPENDITURES TOTAL
-
-
-
166,240
-
- 166,240
-••
Thru
09/30/09
Budget
FY 09/10
Planned
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
General Fund
-
Maintenance
- 166,240
-
- 166,240
2,970
2,970
Services
Equipment
FUNDING TOTAL
-
-
- 166,240
-
- 166,240
ffl
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies -
-
-
-
-
- -
- -
Maintenance
-
-
-
2,970
2,970
Services
Equipment
-
-
-
-
-
-
-
-
-
-
-
-
-
-
OPERATING IMPACT TOTAL
-
-
-
-
-
2,970
2,970
ffl
DRAFT
7/8/2009
Project Description:
The project will provide stabilization of road subgrade
and 2" of asphalt to approximately 5,000 LF of Dove
Road and replace/improve culverts and ditches. Project
improvements are from JT Ottinger to Vaquero.
Anticipate crack sealing 2nd year from completion.
..•W111:111
=1 L1
Budget
FY 09/10
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering
-
-
-
25,975
- -
25,975
Construction
-
-
-
238,970
-
-
238,970
-
-
-
-
OPERATING IMPACT TOTAL -
-
-
-
- 5,500
5,500
EXPENDITURES TOTAL
-
-
-
264,945
-
- 264,945
IMPACT ON OPERATING
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
General Fund -
-
264,945 - -
264,945
-
-
-
-
FUNDING TOTAL - -
-
264,945 - - 264,945
IMPACT ON OPERATING
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
-
-
-
-
-
-
-
5,500
-
-
5,500
-
Maintenance
-
-
-
-
-
-
Services
Equipment
-
-
-
-
-
-
-
OPERATING IMPACT TOTAL -
-
-
-
- 5,500
5,500
DRAFT
7/8/2009
Project Description:
The project will provide stabilization of road subgrade
and 2" of asphalt to approximately 6,500 LF of Dove
Road and replace/improve culverts and ditches.
Anticipate crack sealing 2nd year from completion.
-•
• •-
Thru Budget Planned
09/30/09 FY 09/10 10/11 1 11/12 12/13 13/14
Project
Total
Engineering - - - - -
Construction - - - - -
44,000 44,000
385,000 385,000
EXPENDITURES TOTAL
-
-
12/13
-
-
429,000 429,000
-•
• •-
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
General Fund
-
-
- -
-
429,000 429,000
Maintenance
Services
Equipment
-
-
FUNDING TOTAL
-
-
-
-
429,000 429,000
0
• •-
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
- I -
- -
-
- -
- -
- -
Maintenance
Services
Equipment
-
-
-
-
- -
-
-
-
- -
-
- -
OPERATING IMPACT TOTAL -
-
- -
-
- -
0
DRAFT
7/8/2009
Project Description:
The project will provide stabilization of road subgrade
and 2" of asphalt to approximately 750 LF of Roanoke
Road and replacement of a narrow bridge at a 60"
drainage structure. Anticipate crack sealing 2nd year
from completion.
-•
IMPACT ON OPERATING
Thru
09/30/09
Thru Budget
09/30/09 FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering - 10,000
Construction - 90,000
- - -
- - -
- 10,000
- 90,000
i
100,000 - -
-
- 100,000
Maintenance
Services
Equipment
-
EXPENDITURES TOTAL
-
100,000
- -
-
-
-
-•
IMPACT ON OPERATING
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
General Fund
-
100,000 - -
-
- 100,000
13/14
Supplies
FUNDING TOTAL
i
100,000 - -
-
- 100,000
IMPACT ON OPERATING
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
- -
- 779
-
- -
- 779
- -
Maintenance
Services
Equipment
-
-
-
-
- -
-
-
-
- -
-
- -
OPERATING IMPACT TOTAL -
-
- 779
-
- 779
DRAFT
7/8/2009
Project Description:
The project will provide stabilization of road subgrade
and 2" of asphalt to approximately 4,000 LF of Roanoke
Road and replace/improve culverts and ditches.
Project improvements will be from Highway 170 to
Daimler Chrysler. Anticipate crack sealing 2nd year
from completion.
qW 10=16111a"
.•
Thru
09/30/09
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering
-
- -
-
-
21,320
-
21,320
Construction
-
-
-
-
170,560
-
170,560
-
-
-
-
- -
OPERATING IMPACT TOTAL
I -
-
-
-
-
EXPENDITURES TOTAL
-
-
-
-
191,880
- 191,880
qW 10=16111a"
;I11011110W
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
General Fund -
-
-
191,880
- 191,880
Supplies
-
FUNDING TOTAL -
- -
-
191,880 - 191,880
10
• •-ru
709/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
-
-
-
-
- -
- -
- -
Maintenance
Services
Equipment
-
-
-
-
-
-
-
-
-
-
-
-
-
- -
OPERATING IMPACT TOTAL
I -
-
-
-
-
- -
10
DRAFT
7/8/2009
Project Description:
The project will provide stabilization of road subgrade
and 2" of asphalt to approximately 5,000 LF of Dove
Road and replace/improve culverts and ditches.
p
Anticipate crack sealing 2nd year from completion.
• •-
• . •
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering -
Construction -
-
-
-
26,650
-
26,650
-
-
-
213,200
-
213,200
-
-
FUNDING TOTAL
-
-
-
-
239,850
EXPENDITURES TOTAL -
-
-
- 239,850 - 239,850
• •-
0:111:110111=1"
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
General Fund
-
-
-
-
239,850
-
239,850
-
-
-
-
-
-
-
FUNDING TOTAL
-
-
-
-
239,850
-
239,850
• •-
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
Supplies -
Maintenance -
Services -
Equipment -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
OPERATING IMPACT TOTAL -
-
-
-
-
-
-
11
DRAFT
7/8/2009
Project Description:
The project will provide stabilization of road subgrade
and 2" of asphalt to approximately 2,000 LF of Sam
School Road Road and replace/improve culverts and
ditches. Anticipate crack sealing 2nd year from
completion.
12
•-•
PROJECT
Thru
09/30/09
Thru
09/30/09
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering
-
-
-
-
-
11,000
11,000
Construction
-
-
-
-
-
88,000
88,000
- -
- -
-
-
99,000 99,000
-
-
OPERATING IMPACT TOTAL
-
-
-
-
-
- -
EXPENDITURES TOTAL
-
-
-
-
-
99,000 99,000
12
•-•
Thru
09/30/09
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
1 11/12
12/13
13/14
General Fund
-
-
-
-
-
99,000 99,000
-
-
-
-
Services
Equipment
-
-
FUNDING TOTAL
-
-
- -
- -
-
-
99,000 99,000
12
IMI, • •- -3
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
-
-
-
- -
- -
Maintenance
-
-
-
-
Services
Equipment
-
-
-
-
-
- -
- -
-
-
-
-
-
OPERATING IMPACT TOTAL
-
-
-
-
-
- -
12
DRAFT
7/8/2009
Project Description:
Purchase of playground equipment, benches and trail
head structures to be located along the current
GlenWyck Farms and Terra Bella trail systems.
Additional features along FM 1938 trail, i.e. park
benches, bike racks, stretching stations, etc.
13
--•
• o] UZI MV411 0":11) Ile
Thru
09/30/09
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Construction
-
30,000
25,400
-
53,300
-
108,700
Engineering
-
-
-
-
-
-
-
Land purchases
-
-
-
15,000
-
-
259,750
-
-
I -
- 259,750
I - 15,000
Landscape
EXPENDITURES TOTAL
-
45,000
25,400
259,750 1
53,300
1 383,450
13
--•
• o] UZI MV411 0":11) Ile
Thru
09/30/09
Budget
FY 09/10
Thru Budget
09/30/09 FY 09/10
10/11
Planned
11/12 12/13 13/14
Project
Total
General Fund - 45,000
25,400
259,750
53,300
-
383,450
1,039
FUNDING TOTAL - 45,000
25,400
259,750
53,300
-
383,450
13
•,
• o] UZI MV411 0":11) Ile
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
1,016
1,039
1,066
1,100
3,121
Maintenance
Services
Equipment
-
-
1,039
-
2,750
1,039
-
-
-
-
-
-
-
-
-
-
-
i -
-
-
OPERATING IMPACT TOTAL -
- 1,016
2,078 1
1,066 3,850
4,160
13
DRAFT
7/8/2009
Project Description: ; «•'�
This project will provide a 20,000 square foot, integrated Wi•
facility to include courtroom, town administration offices
and sports fields. Located on the Parchman and Lee
property. ri
K
s
4
f •
•
MMUZ,19
Thrt
09/300
Thru Budget
09/30/09 FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering - -
10,160
-
26,650
27,500
64,310
Construction
-
-
-
-
-
3,300,000
3,300,000
Design
-
-
50,800
51,950
106,600
165,000
374,350
Sport fields
FF&E
-
-
-
-
-
220,000
522,500
220,000
1 522,500
I
1
EXPENDITURES TOTAL
-
- 60,960 1
51,950
1 133,250
4,235,000
1 4,481,160
-
Thrt
09/300
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13 13/14
Outside Funding Source **
-
-
60,960 51,950 133,250 4,235,000
4,481,160
-
-
-
-
-
-
-
FUNDING TOTAL
-
-
60,960 51,950 133,250 1 4,235,000
4,481,160
-
Thrt
09/300
7FY
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies -
Maintenance -
Services -
Equipment -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
OPERATING IMPACT TOTAL -
-
-
-
-
** Outside funding sources include grants and/or donations.
14
DRAFT
7/8/2009
Project Description:
This project will provide a 12,000 square foot fire station
including four bays, sleeping area, meeting room,
kitchen, storage and two offices.
ti
get
�(TL
:101 walh' Is] 11"qrcll
Thru Budget
09/30/09 FY 09/10
:1Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
1 12/13
13/14
Engineering -
-
20,320 - 31,980
22,000
74,300
Construction
-
-
-
-
-
3,960,000
3,960,000
Design
-
-
111,760
114,290
117,260
226,600
569,910
FF&E
-
-
-
-
-
52,800
52,800
Utility Engineering/Extension
-
-
-
-
726,000
726,000
EXPENDITURES TOTAL
-
-
132,080
114,290
149,240
4,987,400
5,383,010
:101 walh' Is] 11"qrcll
Thru Budget
09/30/09 FY 09/10
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11 11/12 12/13 13/14
Outside Funding Source **
-
-
132,080 114,290 149,240 4,987,400 5,383,010
-
-
-
-
-
FUNDING TOTAL
-
-
132,080 1 114,290 1 149,240 4,987,400 5,383,010
• •• -
Thru Budget
09/30/09 FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
-
-
-
-
-
Maintenance
Services
Equipment
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
OPERATING IMPACT TOTAL
-
-
-
-
-
-
-
** Outside funding sources include grants and/or donations.
1s
DRAFT
7/8/2009
Project Description:
This project will provide water for the Civic Campus
which includes 70 irrigation zones for the soccer field
and football field and Phase One of the civic campus.
FY 08-09 water bill estimated at $18,000. Well should
reduce expenditure by approximately $12,000.
A
fx Proposed well
location
•-•
;I Z1914
Thru Budget Planned
09/30/09 FY 09/10 10/11 11/12 12/13 13/14
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
Construction
-
- 45,720
-
-
-
-
45,720
Power
-
- 5,080
-
-
5,080
Landscaping
-
- 10,160
-
-
-
10,160
-
-
-
-
- -
-
-
i1EXPENDITURES TOTAL 1
-
1 - I 60,960
-
-
-
60,960
•-•
MAI III IKO]•-
Thru Budget Planned
09/30/09 FY 09/10 10/11 11/12 12/13 13/14
Project
Total
General Fund - 60,960
-
-
-
60,960
12/13
13/14
Supplies
Maintenance
Services
Equipment
FUNDING TOTAL - - 60,960
-
-
-
60,960
16
MAI III IKO]•-
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
Maintenance
Services
Equipment
-
- -
- -
-
-
-
-
-
1,039
1,066
2,200
4,305
-
- -
-
-
-
-
-
- -
-
-
-
-
OPERATING IMPACT TOTAL -
- -
1,039
1,066 2,200 4,305
16
DRAFT
7/8/2009
Project Description:
This project will extend the parking area along the south
property line and west of the Sam & Margaret Lee Arts
and Sciences Center. An additional 120 parking space
will be added giving the campus a total of 268 spaces.
The campus currently has 148 spaces. The additional
spaces will be needed with the increase in student
drivers and staff. This also will accommodate all school
events held on campus.
17
M"':
III • •
Thru Budget Planned
09/30/09 FY 09/10 10/11 11/12 12/13 13/14
Thru BudgetPlanned
09/30/09 FY 09/107711/12
General Fund - - 264,160
Project
Total
-
264,160
12/13
13/14
Engineering
- -
- -
20,320
-
-
-
17
III • •
Thru Budget Planned
09/30/09 FY 09/10 10/11 11/12 12/13 13/14
Thru BudgetPlanned
09/30/09 FY 09/107711/12
General Fund - - 264,160
Project
Total
-
264,160
12/13
13/14
Engineering
- -
- -
20,320
-
-
-
20,320
Construction
177,800
-
-
-
177,800
Lighting & Landscaping
-
-
66,040
-
-
-
66,040
844
-
-
-
-
-
-
-
EXPENDITURES TOTAL
-
-
264,160
17
•• •-
Thru Budget Planned
09/30/09 FY 09/10 10/11 11/12 12/13 13/14
Project
Total
General Fund - - 264,160
-
-
264,160
12/13
FUNDING TOTAL - - 264,160
-
- -
264,160
17
•• •-
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
-
-
-
-
-
Maintenance
Services
Equipment
-
-
2,078
2,665
2,750
7,493
-
-
203
208
213
220
844
-
-
-
-
-
-
-
OPERATING IMPACT TOTAL -
-
203 2,286 2,878
2,970 8,337
17
DRAFT
7/8/2009
Project Description:
The west parking area was constructed in the summer of
2006 as a temporary asphalt parking area for pick-up
and drop-off of students. Improvements include curbs,
landscape islands, sidewalks and lighting. The parking
lot does not meet the required Town development
standards for new construction.
PROJECT
Thru Budget Planned Project
09/30/09 FY 09/10 10/11 11/12 12/13 13/14 Total
General Fund - - - 197,410 - - 197,410
FUNDING TOTAL - - - 197,410 - - 197,410
PROJECT
OPERATING
Thru Budget
09/30/09 FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering
- -
- -
-
15,585
-
-
15,585
Construction
-
129,875
-
-
129,875
Lighting & Landscaping
-
-
-
51,950
-
-
51,950
Equipment
-
-
-
-
I -
I -
-
EXPENDITURES TOTAL
-
-
-
197,410
-
-
197,410
PROJECT
Thru Budget Planned Project
09/30/09 FY 09/10 10/11 11/12 12/13 13/14 Total
General Fund - - - 197,410 - - 197,410
FUNDING TOTAL - - - 197,410 - - 197,410
18
IMPACTON
OPERATING
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
-
-
-
- -
- -
Maintenance
-
-
-
-
Services
-
-
-
520
533
550
1,603
Equipment
-
-
-
-
I -
I -
-
OPERATING IMPACT TOTAL
-
-
-
520 1
533
1 550
1,603
18
DRAFT
7/8/2009
Project Description:
Cover existing walkway from Pod D to the north entrance
of the Sam & Margaret Lee Arts & Science Center.
��.
.+r
♦ 1 � r r
V � 4-
u- • •• -• uIelval
•-•
I Ro
Thru
09/30/09
Budget
FY 09/10
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering
-
-
-
-
-
-
-
-
259,750
Construction
-
-
259,750
-
-
Design
-
-
-
-
-
- -
- -
-
OPERATING IMPACT TOTAL
- 1,039 1,066 2,200 4,305
EXPENDITURES TOTAL
-
-
-
259,750
-
- 259,750
u- • •• -• uIelval
--•
Thru
09/30/09
Budget
FY 09/10
Thru Budget Planned
09/30/09 FY 09/10 10/11 11/12 12/13
13/14
Project
Total
General Fund - - - 259,750
-
- 259,750
Supplies
FUNDING TOTAL - - - 259,750
-
- 259,750
u- • •• -• uIelval
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
1 13/14
Supplies
-
-
-
-
-
- -
-
4,305
Maintenance
Services
Equipment
-
-
1,039
1,066
2,200
-
-
-
-
- -
-
-
-
-
-
- -
-
OPERATING IMPACT TOTAL
- 1,039 1,066 2,200 4,305
19
DRAFT
7/8/2009
Project Description:
This project will consist of the design and
construction of landscape and hardscape
improvements to the FM 1938 corridor from SH 114
south to Randol Mill Road, including sidewalks,
trailheads, signage, rest areas, plantings, entry
monuments. Maintenance is for irrigation only.
=r
.$-
� ..
..•
• •
Thru
09/30/09
Budget7nn
FY 09/112
Planned
Project
Total
250,000 711,200
727,300 1,066,000
12/13
13/14
Construction
-
225,000,,375
-
-
959,400
973,500
3,442,275
Engineering
-
25,000
76,200 77,925
106,600
99,000 384,725
-
-
-
-
EXPENDITURES TOTAL
-
250,000
711,200 727,300
1,066,000 1,072,500 1 3,827,000
..•
• •
Thru
09/30/09
Budget Planned Project
FY 09/10 10/11 11/12 12/13 13/14 Total
General Fund
-
250,000 711,200
727,300 1,066,000
1,072,500 3,827,000
12/13
FUNDING TOTAL - 250,000 1 711,200 727,300 1,066,000
1,072,500 1 3,827,000
20
• •
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
- -
- 10,390
- -
- -
-
-
-
Maintenance -
Services -
Equipment -
10,660
11,000
32,050
-
-
-
-
-
-
I -
I -
OPERATING IMPACT TOTALI
10,390
1 10,660
1 11,000
1 32,050
20
DRAFT
7/8/2009
Project Description:
These improvements will consist of a wrought iron and
stone fence on the south side of the property. Also
includes section markers, roadways and landscaping.
Based on current funding sources, this project will be
dependent upon the future sale of plots.
21
•-•
Thru Budget
09/30/09 FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Engineering
-
- 45,000
-
-
-
- -
Construction
30,480
259,750
-
-
335,230
Design
-
-
15,240
-
-
-
15,240
-
-
-
-
-
-
EXPENDITURES TOTAL
-
45,000
45,720
259,750
-
- 350,470
21
:111
Thru
09/30/09
Budget
FY 09/10
Thru Budget
09/30/09 FY 09/10
10/11
Planned
11/12 12/13
13/14
Project
Total
Cemetery Fund - 45,000
45,720
259,750
-
- 350,470
5,195
FUNDING TOTAL - 45,000
45,720
259,750
-
- 350,470
21
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
5,000
5,080
5,195
5,330
5,500
26,105
Maintenance
Services
Equipment
-
8,000
8,128
8,312
10,660
13,200
35,100
-
-
-
-
-
-
-
-
-
I -
-
I -
-
-
OPERATING IMPACT TOTAL -
13,000
1 13,2087 13,507 1
15,990 18,700
61,205
21
DRAFT
7/8/2009
Project Description:Tg"
This project is intended to transfer ownership of a
section of sewer line from Westlake and Southlake to �
TRA. It includes the design and construction of a
metering station with SCADA equipment at the
proposed Town of Westlake "Point of Entry." Westlake;'��`f
will be required to conduct an extensive inflow andR.
infiltration study and perform repairs (Separate capital+
improvement).;
--•
Thru
09/30109
Planned
Budg710/11
FY 09/ 11/12 12/13 13/14
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Construction
-
100,000
-
-
-
- 100,000
Engineering
-
25,000
-
-
-
-
25,000
Technical (I&I Study)
-
50,000
-
-
-
-
50,000
- -
EXPENDITURES TOTAL
-
175,000
-
-
-
- 175,000
--•
Thru
09/30109
Planned
Budg710/11
FY 09/ 11/12 12/13 13/14
Project
Total
Utility Fund
-
175,000
-
-
-
-
175,000
- -
- -
- -
- -
- -
Maintenance
-
FUNDING TOTAL
i
175,000 -
-
-
- 175,000
• •
Thru
09/30/09
BudgetPlanned
FY 09/10
Project
Total
10/11
11/12
12/13
13/14
Supplies -
-
-
-
-
- -
- -
- -
- -
- -
Maintenance
-
Services
Equipment
-
-
-
-
-
-
-
-
-
-
- -
OPERATING IMPACT TOTAL
I -
-
-
-
-
- -
22
DRAFT
7/8/2009
Project Description:
As a condition of the N-1 sewer line transfer Westlake
was required to conduct an extensive inflow and
infiltration study. The study will identify repairs that
need to be made.
--•
Thru
09/30/08
Thru
09/30/08
Budget Planned
FY 08/09 10/11 1 11/12 12/13 13/14
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Construction
-
100,000
-
-
-
- 100,000
Engineering
-
20,000
-
-
-
-
20,000
-
- -
OPERATING IMPACT TOTAL
-
-
-
-
-
- -
EXPENDITURES TOTAL
-
120,000
-
-
-
- 120,000
--•
Thru
09/30/08
Thru
09/30/08
Budget Planned
FY 08/09 10/11 1 11/12 12/13 13/14
Project
Total
Utility Fund
-
120,000 -
-
-
- 120,000
-
- -
- -
FUNDING TOTAL
i
120,000 -
-
-
- 120,000
I V-11 • •
Thru
09/30/08
BudgetPlanned
FY 08/09
Project
Total
10/11
11/12
12/13
13/14
Supplies -
-
-
- -
- -
- -
- -
- -
Maintenance
Services
Equipment
-
-
-
-
-
-
-
-
-
-
-
-
-
- -
OPERATING IMPACT TOTAL
-
-
-
-
-
- -
23
DRAFT
7/8/2009
Project Description:
This project will consist of constructing a water line to
Stagecoach Hills from the exisitng pump station or 20"
water line and the replacement of lines within the
subdivision itself.
Proposed Waterline
--•
Thru
09/30/08
Budget Planned
FY 08/09 10/11 11/12 12/13 13/14
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Construction
-
270,000
274,320
-
-
- 544,320
Engineering
-
30,000
30,480
-
-
-
60,480
- -
OPERATING IMPACT TOTAL
-
-
-
-
-
- -
EXPENDITURES TOTAL
-
300,000
304,800 -
-
- 604,800
--•
Thru
09/30/08
Budget Planned
FY 08/09 10/11 11/12 12/13 13/14
Project
Total
Utility Fund
-
300,000 304,800 -
-
-
604,800
-
-
-
-
- -
- -
FUNDING TOTAL
-
300,000 1 304,800 -
-
- 604,800
no• •
Thru
09/30/08
Budget
FY 08/09
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies -
-
-
-
-
- -
- -
- -
- -
- -
Maintenance
Services
Equipment
-
-
-
-
-
-
-
-
-
-
-
- -
OPERATING IMPACT TOTAL
-
-
-
-
-
- -
24
DRAFT
7/8/2009
Project Description:
This project will consist of designing and constructing a
new ground storage tank at the existng pump station.
We anticipate this tank will be a 1,000,000 gallon tank.
Maintenance (consisting of inspection and cleaning)
would not be expected until year two.
MIDETONIZOA
:1 • •
01012110'
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
Construction
-
-
-
1,480,575
-
-
1,480,575
Engineering
-
-
-
77,925
-
-
77,925
-
1,558,500
- - 1,558,500
-
-
- -
-
OPERATING IMPACT TOTAL
-
-
-
-
- 550
EXPENDITURES TOTAL
-
-
-
1,558,500
-
-
1,558,500
MIDETONIZOA
Thru
09/30/09
01012110'
Planned
Thru
09/30/09
Budget
FY 08/09
Planned
Project
Total
10/11
11/12
12/13
13/14
Utility Fund -
-
-
1,558,500
- -
1,558,500
-
-
FUNDING TOTAL -
-
-
1,558,500
- - 1,558,500
• ••
Thru
09/30/09
Budget
FY 08/09
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies -
-
-
- -
- -
- -
- 550
-
Maintenance
Services
Equipment
-
550
-
-
-
-
- -
-
-
-
-
-
- -
-
OPERATING IMPACT TOTAL
-
-
-
-
- 550
550
25
DRAFT
7/8/2009
Project Description:
Connect the trail from the Deloitte project to Vaquero
current trails. Hillwood Development can fund up to $1.5
M for Dove road improvements.
26
-1 st Wel•-
PROJECT EXPENSE
Thru
709/30/09
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
10 Design
25,000
- -
-
-
-
25,000
15 Construction
-
400,000 -
-
-
-
400,000
25 Engineering
-
25,000 -
-
-
-
25,000
425,000
-
-
-
450,000
6,454
EXPENDITURES TOTAL
25,000
i 425,000 -
-
-
450,000
26
-1 st Wel•-
all 0 1111 LIMTh
Thru
709/30/09
09/3 7710/11
Planned
Planned
Project
Total
11/12
1 11/12
12/13
13/14
General Fund
-
-
-
-
-
I -
Dove Rd Imp (Contribution)
25,000
425,000
-
-
-
450,000
FUNDING TOTAL 0 1
25,000
425,000
-
-
-
450,000
26
-1 st Wel•-
Thru
709/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Maintenance (Electrical)
-
-
-
-
1,039
1,066
1,650
3,755
Services (Landscaping)
-
-
6,234
10,127
10,450
26,811
Services (Irrigation)
-
-
-
1,039
2,665
2,750
6,454
Water usages
-
-
-
12,468
10,660
12,100
35,228
OPERATING IMPACT TOTAL
-
-
- 20,780
24,518
26,950
72,248
26
DRAFT
7/8/2009
Project Description:
This project will connect the trail that will terminate at
the southwest corner of the Deloitte project and extend
northward to JT Ottinger Road. Once constructed, the
project will provide a trail connection all the way from
Westlake Academy to Fidelity/Vaquero. This includesR-%k
an eight -foot sidewalk with landscaping and a
pedestrian bridge. The Town will need to acquire the
right-of-way and/or easement from Hillwood at the west
entrance into Deloitte.
• Well ••
•••
Thru
09/30/09
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
Engineering
-
5,500 -
-
- -
- -
5,500
Construction
-
- 55,880
-
55,880
Design
-
- -
-
-
-
-
Landscape
-
- 40,640
-
-
-
40,640
EXPENDITURES TOTAL
-
5,500 1 96,520
1
-
-
102,020
• Well ••
PROJECT
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
General Fund
-
- -
-
- -
- -
-
Grant Proceeds/or Contribution
-
5,500 96,520
-
102,020
FUNDING TOTAL
-
5,500 1 96,520
1
-
102,020
• Well ••
-i
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies
-
-
-
-
-
-
-
-
Maintenance
-
-
1,039
1,066
1,100
2,105
Services
-
-
-
2,598
2,665
2,750
5,263
Equipment
-
-
-
-
-
-
-
OPERATING IMPACT TOTAL
-
-
-
3,637
3,731
3,850
7,368
27
DRAFT
7/8/2009
Project Description:
Re -alignment of Dove/JT Ottinger intersection to
improve traffic safety.
• ••:is I Biel aLr—
•••
Budget
FY 09/10
Thru
09/30/09
Budget Planned
FY 09/10 10/11 11/12 12/13 13/14
Project
Total
Engineering
-
- 25,000
-
-
-
25,000
Construction
-
-
100,000
-
-
-
100,000
-
-
-
- -
- -
OPERATING IMPACT TOTAL
-
-
-
- -
- -
EXPENDITURES TOTAL
-
- 125,000
-
-
-
125,000
• ••:is I Biel aLr—
•••
Budget
FY 09/10
Planned
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11 11/12 12/13 13/14
Dove Rd Imp (Contribution)
-
-
125,000 - - - 125,000
- -
Maintenance
FUNDING TOTAL
-
-
i 125,000 - - - 125,000
• ••:is I Biel aLr—
Thru
09/30/09
Budget
FY 09/10
Planned
Project
Total
10/11
11/12
12/13
13/14
Supplies -
-
-
- -
- -
Maintenance
-
-
-
-
-
-
- -
- -
- -
- -
Services
Equipment
-
-
-
- -
- -
OPERATING IMPACT TOTAL
-
-
-
- -
- -
28
MEMORANDUM
DATE: July 7, 2009
TO: Honorable Mayor and Town Council
FROM: Tom Brymer, Town Manager
SUBJECT: Draft Capital Improvement Plan
The purpose of this Draft Capital Improvement Plan (CIP) is to more formally structure the
process for all Town capital projects. A Town capital project should be defined as
construction or reconstruction of any public building or infrastructure, whether funding is
currently available or not. If funding is not currently available, but the project is
determined by the Council to be important, the project should still be in the Council's
approved five year CIP and shown as unfunded. If funding is later made available, the
project is already on the "radar screen", although it may be scheduled in the out years of the
five year planning period.
By going through the effort of a formally prepared CIP this year prior to budget
consideration, the subsequent years should be more of an annual update to make sure of
the following:
• The staff has identified all the capital projects the Council sees on the horizon.
• The Council can remove the projects that are no longer seen as a priority in terms of
not meeting the community's strategic needs (assuming that no funding has been
spent on design thus far).
• Annual Council review allows project timing to be adjusted in terms of which year in
the five year time span the project is assigned.
• Annual review of the Council approved five year CIP allows this review to be
performed at the same time as the review of the five year Financial Forecast (this is
completed to see the financial impact of a capital project not only on the capital side,
but also on the operations/maintenance side).
• With Council's adoption of this five year CIP, along with the adopted financial
policies, no capital project, regardless of funding source, is put into the CIP until it
first comes through the annual update "call for projects" prepared each Spring by the
staff and is included in the CIP approved by the Council.
Attachments
Town of
Westlake
Item # 10 —
Future Agenda
Items
10. FUTURE AGENDA ITEMS: Any Council member may request at a workshop
and / or Council meeting, under "Future Agenda Item Requests", an agenda item
for a future Council meeting. The Council Member making the request will
contact the Town Manager with the requested item and the Town Manager will
list it on the agenda. At the meeting, the requesting Council Member will explain
the item, the need for Council discussion of the item, the item's relationship to the
Council's strategic priorities, and the amount of estimated staff time necessary to
prepare for Council discussion. If the requesting Council Member receives a
second, the Town Manager will place the item on the Council agenda calendar
allowing for adequate time for staff preparation on the agenda item.
None
Town of
Westlake
Item # 11—
Council Calendar
11. COUNCIL CALENDAR.
- NW Metroport Chamber of Commerce Pink, Plaid, and Polka Dot event
o July 22, 2009, 8:30 to 11:30 a.m., Marriott Solana
- TML Newly Elected City Official Orientation
o July 24-25, 2009, Austin
- TML Newly Elected City Official Orientation
o August 7-8, 2009, Austin
- NW Metroport Chamber of Commerce Legislative Breakfast
o August 26, 2009, DFW Marriott, Fort Worth, 7:30 a.m. to 9 a.m.
- Dedication and Ribbon Cutting for the Sam & Margaret Lee Arts and
Sciences Center
o August 28, 2009, Westlake Academy Campus
- Vaquero Baja (fundraiser for the Academy)
o September 14, 2009, 3:30 p.m.
Town of
Westlake
Item # 12 —
Adjournment
Back up material has not
been provided for this item.