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Home My WebLink About03-23-09 TC Agenda PacketThe Regular Meeting of the Town of Westlake Town Council will begin immediately following the conclusion of either the Town Council Workshop but not prior to the 7:00 p.m. posted start time. TOWN OF WESTLAKE, TEXAS Mission Statement On behalf of the citizens, the mission of the Town of Westlake is to be a one-of-a-kind community that blends our rural atmosphere with our rich culture and urban location. Westlake, Texas – A Premier Knowledge Based Community TOWN COUNCIL REGULAR MEETING A G E N D A MARCH 23, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE MUNICIPAL COURT ROOM, SUITE 207 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. Town of Westlake Town Council Page 2 of 3 Regular Meeting Agenda March 23, 2009 4. 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 Regular meeting held on March 9, 2009. b. Consider a Resolution to open an additional TexPool depository account to accommodate the Capital Projects Fund. c. Consider a Resolution authorizing a contract with Telecheck to provide credit card and electronic check clearance services. d. Consider a Resolution authorizing a contract with ECI Video for the install of audio equipment for the Arts & Sciences Center. e. Consider a Resolution authorizing a contract with Premier Communication, LP for low voltage data cabling services for the Arts & Sciences Center. f. Consider a Resolution authorizing the Town Manager to enter into annual renewals service agreement with Humphrey & Associates Inc. for electrical maintenance and support agreement. 5. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under “Future Agenda Item Requests”, an agenda item for a future Council meeting. The Council Member making the request will contact the Town Manager with the requested item and the Town Manager will list it on the agenda. At the meeting, the requesting Council Member will explain the item, the need for Council discussion of the item, the item’s relationship to the Council’s strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. - NONE 6. COUNCIL CALENDAR. - Oil and Gas Production Town o March 24, 2009, 10 a.m. to 3 p.m. - TML Legislative Status Report o April 17, 2009, Austin - General Election Day o May 9, 2009 - Decoration Day o Monday, May 25,2009, I.O.O.F. Cemetery - TML Legislative Wrap-up o June 26, 2009, Marriott Las Colinas, Irving - TML Legislative Wrap-up Town of Westlake Town Council Page 3 of 3 Regular Meeting Agenda March 23, 2009 o June 29, 2009, Austin 7. EXECUTIVE SESSION: The Council will conduct a closed session under Texas Government Code for the following: A. Pursuant to Section 551.074(a)(1) of the Texas Government Code to deliberate the evaluation and duties of public officers: The Town Secretary B. Pursuant to Section 551.071(2) of the Texas Government Code to receive advice from Town Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Interlocal cooperation agreement and memorandum of understanding. C. Pursuant to Section 551.071(2) of the Texas Government Code to receive advice from Town Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Contractual obligation of developers for FM 1938 improvements. D. Pursuant to Section 551.071(2) of the Texas Government Code to receive advice from Town Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: AT & T utility relocation. 8. RECONVENE MEETING. 9. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY. 10. 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, March 20, 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 – Citizens’ 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. MINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL REGULAR MEETING March 9, 2009 PRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Larry Corson, Carol Langdon, Don Redding, and Rebecca Rollins. ABSENT: None. OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry, Town Secretary Kim Sutter, DPS Director Don Wilson, Assistant to the Town Manager Ginger Awtry, and Facilities and Recreation Director Troy Meyer. 1. CALL TO ORDER. Mayor Wheat called the meeting to order at 7:59 p.m. With no objections from the Council, Mayor Wheat reordered the agenda to consider item # 4. 4. PRESENTATION AND DISCUSSION OF VARIOUS ‘GREEN’ INITIATIVES. Mayor Wheat introduced the item and turned the floor over to the Westlake Academy students to present their ‘green’ initiative projects. Emily Titus, G7, updated the Council on the seventh grades’ Eco Waste Project, which will be implemented next year. Emily stated that the program includes the collection of electronics, which are then sold to a recycling center. The proceeds will be donated to the Arts & Sciences Center building fund. Additionally, G7 if filling Easter eggs to be given to children in Trophy Club to celebrate Easter. Jordan Lee, G8, addressed the Council regarding the effort to reinvent the recycling program at the school campus. Jordan added that the program promotes recycling in the school and is a great success. Town of Westlake Town Council Page 2 of 4 Regular Meeting Minutes March 9, 2009 Sarah Titus, G9, addressed the Council regarding the MYP community service project. Sarah stated that an invitation was extended to all MYP students to clean up the trail and make bird treats at Bob Jones Nature Center. Sarah added that a few G9 students have also selected individual projects geared toward the preserving the environment. Nicole Stevens, G10, addressed the Council regarding the G10 project and stated that the project is a partnership with EcoPhones and includes the collection of certain consumer electronics for recycling. Nicole added that the project is in the planning stages and will be implemented next year. K-Lee Riggs, G10, provided additional comments regarding the G10 project, and advised the Council that the goal has not been set, but the students plan to set up collection sites around the school campus, and will also utilize the House of Commons (HOC) parent portal to inform parents of the program. Shivam Purohit, Bailey Cockrum, and Lauren LaRue, G11, addressed the Council regarding the G11 project – Mitigating the Digital Divide (MDD). Shivam Purohit, Global Coordinator MDD, advised that the mission of MDD is to empower youth in developing countries with the aid of technology. Shivam explained the the project consist of the collection of donated digital devices, which will then be shipped to Pathways World School in New Deli, India for distribution to neighboring villages. Bailey Cockrum, G10, addressed the Council regarding the environmental benefits of MDD by keeping electronic devices out of city landfills. Lauren LaRue, G10, shared with the Council statistics regarding the limited accessibility of technology around the world. Mr. Mike Conduff, The Elim Group, addressed the Council regarding various ‘green’ initiatives, and presented a PowerPoint presentation outlining ideas to conserve electricity and water, as well as the benefits of BioDiesel energy, single stream recycling, alternative fuel vehicles, solar power, community composting, and induction lighting technology. 2. CITIZEN PRESENTATIONS. There was no one present wishing to address the Council. 3. CONSENT AGENDA. Mayor Wheat presented the consent agenda and asked for a motion. a. Review and approve minutes of the Town Council Regular meeting and Workshop held on February 23, 2009. Town of Westlake Town Council Page 3 of 4 Regular Meeting Minutes March 9, 2009 MOTION: Mayor Pro Tem Redding made a motion to approve the consent agenda as presented. Council Member Langdon seconded the motion. The motion carried by a vote of 5-0. 5. CONSIDER A RESOLUTION AUTHORIZING AND RATIFYING ACTION TAKEN BY THE BOARD OF DIRECTORS OF THE TEXAS STUDENT HOUSING AUTHORITY AND THE TEXAS STUDENT HOUSING CORPORATION – DENTON PROJECT AMENDING THE BYLAWS OF THE TEXAS STUDENT HOUSING AUTHORITY AND THE TEXAS STUDENT HOUSING CORPORATION – DENTON PROJECT AS AMENDED AND RESTATED. Mr. Pete Ehrenberg, TSHA Executive Director, addressed the Council regarding the item and outlined the amendments to the bylaws. MOTION: Council Member Langdon made a motion to approve Resolution No. 09- 10, amending the bylaws of the Texas Student Housing Authority and the Texas Student Housing Corporation – Denton Project as amended and restated. Council Member Rollins seconded the motion. The motion carried by a vote of 5-0. 6. CONSIDER AN ORDINANCE CALLING AND ORDERING A LOCAL OPTION ELECTION TO BE HELD MAY 9, 2009 FOR THE PURPOSE OF DETERMINING WHETHER TO ALLOW 1) THE LEGAL SALE OF MIXED BEVERAGES IN RESTAURANTS BY FOOD AND BEVERAGE CERTIFICATE HOLDERS ONLY; AND 2) THE LEGAL SALE OF ALL ALCOHOLIC BEVERAGES FOR OFF-PREMISE CONSUMPTION ONLY. Town Secretary Sutter addressed the Council regarding the item. Ms. Sutter advised the Council that the petitions were presented to the Town Secretary’s office on January 20, 2009, and each petition has been certified and includes at least the minimum number of signatures (62) to order an election. Town Council directed staff to prepare an informational pamphlet, for approval by the Town Council, to address questions regarding the propositions. MOTION: Council Member Brittan made a motion to adopt Ordinance No. 608, ordering a Local Option Election to be held on May 9, 2009. Council Member Corson seconded the motion. The motion carried by a vote of 5- 0. 7. FUTURE AGENDA ITEMS. No items were submitted for consideration. 8. COUNCIL CALENDAR. Town of Westlake Town Council Page 4 of 4 Regular Meeting Minutes March 9, 2009 Mayor Wheat reviewed the Council calendar. - Candidate Filing Period for Town Council o February 7 through March 9, 2009, 5 p.m. - General Election Day o May 9, 2009 - Decoration Day o Monday, May 25,2009, I.O.O.F. Cemetery 9. ADJOURNMENT. There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Rollins made a motion to adjourn the meeting. Council Member Langdon seconded the motion. The motion carried by a vote of 5-0. Mayor Wheat adjourned the meeting at 8:59 p.m. APPROVED BY THE TOWN COUNCIL ON MARCH 23, 2009. __________________________________________ Laura Wheat, Mayor ATTEST: _________________________________ Kim Sutter, TRMC, Town Secretary Town of Westlake Memo To: Honorable Mayor and Members of the Town Council From: Debbie Piper, Finance Director Subject: Regular Meeting of March 24, 2009 Date: March 12, 2009 ITEM Consider a Resolution to open an additional TexPool depository account to accommodate the Capital Projects Fund. VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: ; We are Leaders o High quality services delivery coupled with financial stewardships BACKGROUND The Capital Projects TexPool account will be used for the depository of the funds received from contributions and transfers in. Currently, several funds are incorporated into the General Fund TexPool account which, at times, can be time consuming when reconciling monthly accounts. Additionally, when a check is written for a capital project expenditure, several journal entries are needed to properly record in the Capital Projects Fund. Opening this account will help the efficiency of the Finance staff related to reconciling and posting of capital project expenditures. All interest accrued will remain in the account and be allocated appropriately to the various projects. TexPool’s fee is 0.0485% annually, calculated daily on the fund balance of each respective pool. The fees are deducted from the interest earnings of the pools. There is no direct reduction to the participant’s account, and all TexPool rates are quoted net of fees. TexPool’s current interest is approximately .59%. FUNDING There is no affect to the current budget. RECOMMENDATION Staff recommends the opening of this new TexPool Account. ATTACHMENTS: Resolution No. 09-11 TexPool “Bank Information Sheet” to open account TexPool information from TexPool website TexPool update 2/24/09 from TexPool website TOWN OF WESTLAKE RESOLUTION NO. 09-11 APPROVAL OF A RESOLUTION TO OPEN A TEXPOOL DEPOSITORY ACCOUNT TO ACCOMMODATE THE CAPITAL PROJECTS FUND. WHEREAS, The Town of Westlake is a current participant in the Texas Local Government Investment Pool (TexPool); and WHEREAS, it is prudent to set up a separate account for the Capital Projects Fund to maintain all revenues and expenditures regarding these projects in one account; and WHEREAS, Resolution No. 08-22 has appointed Thomas E Brymer, Debbie J. Piper, and Donald R Redding as authorized signers of the Town of Westlake’s TexPool accounts; 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 opening of an additional TexPool account to accommodate the Capital Projects Fund by the appointed authorized signers. SECTION 2: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 24th DAY OF MARCH 2009. ___________________________________ Laura Wheat, Mayor ATTEST: _______________________________ __________________________________ Kim Sutter, Town Secretary, TRMC Thomas E. Brymer, Town Manager APPROVED AS TO FORM: _________________________________ L. Stanton Lowry, Town Attorney What is TexPool? Organized in 1989, TexPool is the largest and oldest local government investment pool in the State of Texas. TexPool currently provides investment services to over 2000 communities throughout Texas. How is TexPool organized? The State Comptroller of Public Accounts oversees TexPool. Federated Investors is the full service provider to the pools managing the assets, providing Participant Services, and arranging for all custody and other functions in support of the pools operations under a contract with the Comptroller. What is TexPool's investment philosophy? TexPool is managed conservatively to provide a safe, efficient, and liquid investment alternative to Texas governments. The pools seek to maintain a $1.00 value per share as required by the Texas Public Funds Investment Act. TexPool investments consist exclusively of U. S. Government securities, repurchase agreements collateralized by U. S. Government securities, and AAA-rated no- load money market mutual funds. TexPool is rated AAAm by Standard & Poor's, the highest rating a local government investment pool can achieve. The weighted average maturities of the pool cannot exceed 60 days, with the maximum maturity of any investment limited to 13 months. TexPool, like its participants, are governed by the Texas Public Funds Investment Act, and are in full compliance with the Act. How are deposits and withdrawals to TexPool made? Deposits and withdrawals to TexPool can be made on any business day of the week. Four methods of completing transactions are available. Deposits, withdrawals, and transfers may be made using our TexConnect Online/PC Modem system, our TexConnect VRU, EDGEnet, or by contacting a Participant Services Representative directly. Transactions can be requested up to 90 business days in advance in the TexConnect systems. Are TexPool participants required to keep minimum balances? There are no minimum balance requirements for TexPool participants, and there is no limit on the number of accounts a participant can have. What are TexPool fees? TexPool's fee is 0.0485% annually, calculated daily on the fund balance of each respective pool. The fees are deducted from the interest earnings of the pools. There is no direct reduction to the participant's account, and all TexPool rates are quoted net of fees. These fees will remain fixed throughout the term of the management contract with Federated Investors. How is interest paid to the TexPool participant? Interest is accrued daily and paid monthly. Interest may either be left in the participant's account or withdrawn. TexPool Update February 4, 2009 Federated continues to manage TexPool with an unrelenting focus on credit analysis and minimal credit risk. Please note the following points regarding TexPool: • TexPool does not own collateralized debt obligations or structured investment vehicles. The pool does not have direct exposure to subprime mortgages. • Texpool is a government pool investing primarily in a portfolio of short-term U.S. Treasury and government agency securities, including repurchase agreements collateralized by U.S. Treasury and government agency securities. TexPool does not invest in any corporate securities or commercial paper. • TexPool is rated AAAm by Standard & Poor's, the highest rating a local government investment pool can achieve. • The weighted average maturities of the pool cannot exceed 60 days, with the maximum maturity of any investment limited to 13 months. TexPool, like its participants, are governed by the Texas Public Funds Investment Act, and are in full compliance with the Act. • TexPool is managed conservatively to provide a safe, efficient, and liquid investment vehicle to Texas governments. Town of Westlake Memo To: Honorable Mayor and Members of the Town Council From: Tom Brymer, Town Manager Subject: Regular meeting of March 23, 2009 Date: March 10, 2009 ITEM Consider a Resolution authorizing a contract with Telecheck to provide credit card and electronic check clearance services. VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: ; We are Leaders o High Quality Services Delivery Coupled with Financial Stewardship BACKGROUND The Staff is proposing to terminate the contract with the existing credit card provider and approve an agreement with Telecheck Services, Inc. The change in providers would allow the Court staff to provide an expanded level of service and accept all major credit or debit cards. Telecheck would also allow the staff to electronically verify fund availability for personal checks presented in the office and eliminate the possibility of returned checks for non-sufficient funds, closed accounts and stopped payments. The checks approved through the Telecheck terminal would be automatically deposited in the designated bank account for the Town. In addition, the transfer of services to the Telecheck vendor would lower the transaction charge for each credit card approval. The average percentage rate for each credit card receipt is 4.74% and the new vendor rate is 2.89%. The check verification charge is .25 for each payment; however, the reduction in the overall percentage rate will offset the additional costs of verifying the defendant’s checking account funds. The current service provider will be notified of the cancellation according to the company’s requirements. FUNDING The cost of the credit card processing is allocated in the current budget year and any adjustments, from the reduced processing rate, will be factored in for the 2009-2010 fiscal year. The cost of leasing the terminal with pin pad is $37.87 per month and will be paid from the Court Technology Fund. The lease will cover any repairs or upgrades to the machine at no additional cost. RECOMMENDATIONS Approve the contract with TeleCheck Services, Inc. ATTACHMENTS: Resolution No. 09 -12 TeleCheck Contract TOWN OF WESTLAKE RESOLUTION NO. 09-12 AUTHORIZING A CONTRACT WITH TELECHECK SERVICES, INC. TO PROVIDE CREDIT CARD AND ELECTRONIC CHECK VERIFICATION SERVICES TO THE MUNICIPAL COURT, WHEREAS, The Town desires to offer an expanded level of service by accepting all major credit cards and offering electronic check verification for the Court customers, and WHEREAS, TeleCheck Services, Inc., will provide credit card processing services for the Town of Westlake, and WHEREAS, Westlake desires to offer high quality services along with financial stewardship, and WHEREAS, We have developed an agreement, attached as Exhibit “A”, establishing the services to be provided; NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. All matters stated in the Resolution above are found to be true and correct and are incorporated herein by reference as copied in their entirety. SECTION 2. The Town Council of the Town of Westlake hereby approves the agreement with TeleCheck Services, Inc., relating to the provision and installation of a credit card terminal for the processing of personal checks and electronic payments, attached hereto as Exhibit “A”; and further authorizes the Town Manager to execute the contract on behalf of the Town of Westlake, Texas. PASSED AND APPROVED ON THIS THE 23rd DAY OF MARCH 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: Troy J. Meyer Director of Facilities and Recreation Subject: Meeting of March 23, 2009 Date: March 16, 2009 ITEM Consider a Resolution authorizing a contract with ECI Video for the install of audio equipment for the Arts & Sciences Center. VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: ; We are Leaders o Premier educational facilities and programs o Producing well educated future leaders and thinkers o Business partnerships with Westlake Academy BACKGROUND The construction for the Arts & Sciences Center was approved by the Town Council on September 15, 2008. A preconstruction meeting was held on September 23, 2008, followed by site work in October 2008. The site utilized piers, grade beams, under slab plumbing, parking area and foundation, all completed in February 2009. Town staff held the low voltage pre-bid conference on February 4, 2009, with over 18 contractors attending. The bid package was divided into the following sessions: 1) phone and data, 2) access control systems, 3) video surveillance system, 4) server equipment and 5) audiovisual equipment. Staff received the low voltage bid packages back on February 20, 2009, which included Premier Communication, LP, ECI Video and Henry Bro. Electronics, Inc., which total $144,000. The Total budget for the low voltage package is $160.000. Due to the Town bid requirement, the smaller contractor did not submit a bid for this project. Staff reviewed the pricing for all three contractors and all are in line with the cost of services for each trade. The Building Committee has reviewed the bid packages recommends ECI Video for the installation of the audio equipment for the Arts & Sciences Center project. The access control and video surveillance system package continues to be reviewed by staff and may be presented to the Town Council on April 13 meeting. FUNDING Funding for this project will be provided by a variety of sources including Bond, Westlake Academy Foundation, and cash gifts as discussed with the Council in conjunction with the FY 08-09 proposed budget. The low voltage cost will be paid directly by the Town which is included in our soft cost budget of the project. The total cost is $47,408. RECOMMENDATION The Town Council's approval of the contract with ECI Video for the install of audio equipment for the Arts & Sciences Center. ATTACHMENTS: Resolution No. 09-13 Detailed information on key exhibit A to the ECI Video contract TOWN OF WESTLAKE RESOLUTION NO. 09-13 AUTHORIZING THE APPROVAL OF ECI VIDEO TO PROFORM THE INSTALLATION OF AUDIO EQUIPMENT FOR THE PHASE I ARTS AND SCIENCES CENTER. WHEREAS, the Town of Westlake is working to become leaders in premier educational facilities and programs; and WHEREAS, Westlake desires to produce well educated future leaders and thinkers; and WHEREAS, Westlake desires to be business partners with Westlake Academy; and WHEREAS, the Town Council finds that the contract from ECI Video to install audio equipment Arts and Science Center benefits the public and is in the best interest of the public, citizens of Westlake, Westlake Academy students and their parents; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. The Town Council of the Town of Westlake hereby approves the agreement with ECI Video (Exhibit ‘A’), authorizes Town staff to approve contractor, as it relate to the Arts & Sciences Center construction of Phase I at the Civic Campus. PASSED AND APPROVED ON THIS 23 DAY OF MARCH 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: Troy J. Meyer Director of Facilities and Recreation Subject: Meeting of March 23, 2009 Date: March 16, 2009 ITEM Consider a Resolution authorizing a contract with Premier Communication, LP for low voltage data cabling services for the Arts & Sciences Center. VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: ; We are Leaders o Premier educational facilities and programs o Producing well educated future leaders and thinkers o Business partnerships with Westlake Academy BACKGROUND The construction for the Arts & Sciences Center was approved by the council on September 15th, 2008. Preconstruction meeting was held on September 23, 2008, followed by site work in October 2008. The site utilized piers, grade beams, under slab plumbing, parking area and foundation, all completed in February 2009. Town staff held the low voltage pre-bid conference on February 4, 2009, with over 18 contractors attending. The bid package was divided into the following sessions: 1) phone and data, 2) access control systems, 3) video surveillance system, 4) server equipment and 5) audiovisual equipment. Staff received the low voltage bid packages back on February 20, 2009, which included Premier Communication, LP, ECI Video and Henry Bro. Electronics, Inc., which total $144,000. The Total budget for the low voltage package is $160.000. Due to the Town bid requirement, the smaller contractor did not submit a bid for this project. Staff reviewed the pricing for all three contractors and all are in line with the cost of services for each trade. The Building Committee has reviewed the bid packages and recommends Premier Communication for the low voltage data cabling services. The access control and video surveillance system package continues to be reviewed by staff and may be presented to the Town Council on April 13 meeting. FUNDING Funding for this project will be provided by a variety of sources including Bond, Westlake Academy Foundation, and cash gifts as discussed with the Council in conjunction with the FY 08-09 proposed budget. The low voltage cost will be paid directly by the Town which is included in our soft cost budget of the project. The total cost for the data cabling $27,739. RECOMMENDATION The Town Council's approval of the contract with Premier Communication, LP for low voltage data cabling services for the Arts & Sciences Center. ATTACHMENTS: Resolution No. 09-14 Detailed information on key exhibit A to the Premier Communication, LP contract TOWN OF WESTLAKE RESOLUTION NO. 09-14 AUTHORIZING THE APPROVAL OF PREMIER COMMUNICATIONS, LP TO PERFORM THE LOW VOLTAGE DATA CABLING FOR THE PHASE I ARTS AND SCIENCES CENTER. WHEREAS, the Town of Westlake is working to become leaders in premier educational facilities and programs; and WHEREAS, Westlake desires to produce well educated future leaders and thinkers; and WHEREAS, Westlake desires to be business partners with Westlake Academy; and WHEREAS, the Town Council finds that the contract from Premier Communications, LP to provide low voltage data cabling services of the Performing Arts and Science Center benefits the public and is in the best interest of the public, citizens of Westlake, Westlake Academy students and their parents; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. The Town Council of the Town of Westlake hereby approves the agreement with Premier Communication (Exhibit ‘A’), authorizes Town staff to approve contractor, as it relate to the Arts & Sciences Center construction of Phase I at the Civic Campus. PASSED AND APPROVED ON THIS 23 DAY OF MARCH 2009. ____________________________________ ATTEST: Laura Wheat, Mayor ____________________________ ____________________________________ Kim Sutter, TRMC, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney P.O. Box 166666 • Irving, Texas 75016 - 6666 • (972) 999-2290 • Fax (972) 399-0519 www.premiercomm.net 2 Prop#0209-028 REV C A minority owned company dedicated to quality, reliability and professionalism. Scope of Work Westlake Arts and Science Center Bid 1. This bid is based on the documents, emails and verbal instructions given by the City of Westlake personal. (No response to RFI sent) 2. Due to the unclear nature of the bid documents provided by the City of Westlake, Premier Communications LP will submit this proposal for our bid. Only items listed or included in this document are to be part of PCLP’s proposal. Any additional work requested outside of this document will require a change order. Data Cable Plant 3. Install fifty-six (56) single locations, each with one (1) General category 6 plenum rated cable, terminated at the station side with one (1) Panduit category 6 data jack, mounted in a 2 port faceplate. 4. Install one (1) Panduit 2 post relay rack and secure to the telecom backboard with one (1) 12” ladder tray kit. (For cable and rack support) 5. Install two (2) Panduit vertical wire managers with front and rear doors. 6. Install two (2) Panduit FRME1 fiber enclosures, one each in the existing MDF and the new IDF. 7. Install three (3) Panduit horizontal wire managers. 8. Terminate the closet side of the station cable on two (2) Panduit 48 port modular patch panels. 9. Install three (3) Panduit 12 strand single mode, plenum rated, indoor/outdoor, armored fiber optic cables between the existing MDF (PHYS Ed building) and the new IDF. (Documentation states 1000’ per, billing for fiber will be based on total footage installed) 10. Terminate the fiber strands with Panduit LC connectors. 11. Provide fifty-six (56) 3’ Panduit category 6 patch cords. P.O. Box 166666 • Irving, Texas 75016 - 6666 • (972) 999-2290 • Fax (972) 399-0519 www.premiercomm.net 3 Prop#0209-028 REV C A minority owned company dedicated to quality, reliability and professionalism. Scope of Work Westlake Arts and Science Center Bid Cisco Product and Hardware 12. All of the Cisco hardware, software and after sale / installation support (Outside of the initial installation process) to be provided by others. 13. Install, program and provide administrative training for the customer provided Cisco product as listed in the RFP documents. Valcom Single Zone Paging 14. Install fifteen (15) Valcom V1020C speakers, each with the V9916M metal bridge support. 15. Install one (1) Valcom V1094 pre amp in the IDF. 16. Install one (1) Valcom VIP800 IP device, with power supply, in the IDF. 17. Install category 3 plenum cable for the single zone paging in a series configuration. 18. Provide and install one (1) 110 kit for paging termination. P.O. Box 166666 • Irving, Texas 75016 - 6666 • (972) 999-2290 • Fax (972) 399-0519 www.premiercomm.net 4 Prop#0209-028 REV C A minority owned company dedicated to quality, reliability and professionalism. Scope of Work Westlake Arts and Science Center Bid General Project Information 19. All conduits, back boxes, wire-ways, ground bars and any cores to be provided by others. 20. References will be provided upon request. 21. Payment and performance bonds can be provided for at additional cost. (3%) 22. This project carries a Two Year Warranty on all labor, non active equipment and material provided by Premier Communications, LP. 23. Test, label and document each cable installed. Documentation will include both marked prints depicting the outlet locations and a copy of the test results. Project Assumptions • Pricing is based on an 8 hour workday, 8: 00AM to 5:00 PM, Monday through Friday and standard work environment. • If required, customer will provide all installation personal with access badges, keys and or escorts in order to perform the work in a timely manner. • Customer will have a designated Project Manager to answer any/all questions that might arise during the project completion. • Customer will provide an area for storage of materials and telephone access. • Return trips for operational verification of other vendors equipment, will be billable at standard rates should there be no fault found with cabling installation. • $40.00 per hour structured cabling, normal business hours. • $95.00 per hour, technology, normal business hours. • Per trip charge of $25.00, 12 months after project completion. • This proposal is based on continuous work in all sections or segments of the project, to begin on a predetermined start and end date, as agreed upon with customer. P.O. Box 166666 • Irving, Texas 75016 - 6666 • (972) 999-2290 • Fax (972) 399-0519 www.premiercomm.net 5 Prop#0209-028 REV C A minority owned company dedicated to quality, reliability and professionalism. Itemized Materials List Westlake Arts and Science Center Bid Data Cable Plant INSTALLATION & MATERIALS DESCRIPTION QTY TOTAL General Category 6 Data Cable Plenum Rated 6000 11,000 $3,080.00 Panduit Net Key Category 6 Data Jack NK6TMxx 112 $771.68 Panduit Net Key 2 Port Faceplate NK2FXX 56 $81.20 Panduit Net Key Modular 48 Port Patch Panel NKMP48 2 $118.04 Chatsworth Shelf 11245-719 1 $175.72 #6AWG Wire Green 25 $7.25 Panduit 19" x 7' Relay Rack CMR19X47 1 $216.00 Chatsworth Ladder Rack Kit 11911-712 1 $108.52 Panduit Vertical Wire Manager WMPV45 2 $417.34 Panduit Horizontal Wire Manager WMPH2E 3 $199.32 Panduit Fiber Optic Rack Mount Enclosure 1RU Empty FRME1 2 $379.42 Panduit 6 Port LC Duplex Fiber Insert FAP6WBUDSCZ 6 $714.84 Panduit LC SM Fiber Optic Connectors FLCSSCBUY 72 $1,161.36 Panduit 12 Strand SM Fiber Optic Cable Indoor/Outdoor Plenum Armored FSGP912Y 3,280 $7,806.40 Panduit Fan-out Kit F012CB 6 $194.76 Panduit Category 6 3' Patch Cord nk6pc3xx 56 $399.28 Fire Rated 3/4'' Plywood Backboard 1 $88.24 Miscellaneous Materials 60 $105.60 Cable Supports (J-Hooks, Hanger Wire, Etc.) 150 $502.50 Material Total Bid $16,527.47 Labor Total Bid $4,894.02 Total Bid $21,421.49 P.O. Box 166666 • Irving, Texas 75016 - 6666 • (972) 999-2290 • Fax (972) 399-0519 www.premiercomm.net 6 Prop#0209-028 REV C A minority owned company dedicated to quality, reliability and professionalism. Itemized Materials List Westlake Arts and Science Center Bid Cisco Product Install INSTALLATION & MATERIALS DESCRIPTION QTY TOTAL Install, Programming, and Admin Training 1 $2,641.75 Total Bid $2,641.75 Valcom Single Zone Paging V-1020C INSTALLATION & MATERIALS DESCRIPTION QTY TOTAL Category 3 Voice Cable Plenum 2,000 $240.00 Valcom V-1020C Speaker 15 $525.90 Valcom Pre Amp V-1094 1 $36.26 Valcom P/S VP-1124 1 $71.32 Valcom Vip800 IP Device 1 $300.99 Valcom VIP800 Power Supply VIP 324 1 $29.01 Valcom Metal Ceiling Bridge V9916M 15 $271.95 110 Kit w/C4 1 $27.06 Miscellaneous Materials 15 $26.40 Cable Supports (J-Hooks, Hanger Wire, Etc.) 60 $201.00 Material Total Bid $1,729.89 Labor Total Bid $1,140.00 Total Bid $2,869.89 P.O. Box 166666 • Irving, Texas 75016 - 6666 • (972) 999-2290 • Fax (972) 399-0519 www.premiercomm.net 7 Prop#0209-028 REV C A minority owned company dedicated to quality, reliability and professionalism. Proposal #: 0209-028 REV C Date: March 20, 2009 Customer: Town of Westlake 3 Village Circle, Suite 202 Westlake, Tx, 76262 Proposal: Data Cable Plant Material Total Bid $16,527.47 Labor Total Bid $4,894.02 Total Bid $21,421.49 Cisco Install, Programming and Administrative Training Total Bid $2,641.75 Valcom Paging V1020C Speakers Material Total Bid $1,729.89 Labor Total Bid $1,140.00 Total Bid $2,869.89 Payment and Performance Bond at 3% of Total if Required (Not Included in the Total) Terms: Balance due 30 days from invoice date. Does not include freight or taxes Pricing is valid for 15 days. Prepared by: Accepted by: Premier Communications, LP Town of Westlake P.O. Box 166666 3 Village Circle, Suite 202 Irving, Texas 75016–6666 Westlake, Tx, 76262 By: ______________________ By: ______________________ Gabe Garza P.O. Box 166666 • Irving, Texas 75016 - 6666 • (972) 999-2290 • Fax (972) 399-0519 www.premiercomm.net 8 Prop#0209-028 REV C A minority owned company dedicated to quality, reliability and professionalism. Date: March 20, 2009 Town of Westlake Memo To: Honorable Mayor and Members of the Town Council From: Troy J. Meyer Director of Facilities and Recreation Subject: Meeting of March 23, 2009 Date: March 16, 2009 ITEM Consider a Resolution authorizing the Town Manager to enter into annual renewals service agreement with Humphrey & Associates Inc. for electrical maintenance and support agreement. VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: ; We are Leaders • Environmental Stewardship Initiatives • Business partnerships with Westlake Academy • Planning for Environmental Improvements Strategies BACKGROUND Humphrey & Associates, Inc was selected to install the electrical component for the Academy facility. This system provides us with the electrical system to ensure all environment controls, data backup systems and security systems have the necessary power needed to run all the components, efficiently and safely for the Town and Academy. Humphrey & Associates, Inc completed the installation on Pods A-D October 2003, Pod G Dec. 2003 and Pods E-F (Town) December 2003. Therefore, the agreement will cover inspection of physical, electrical and mechanical conditions and replacement of parts under manufacture warranty, trip charge and labor due to normal wear and tear. Cost for the first year is $4,488.00 second year- $2,418.00 and three year- $2,418 2005 is $7,500.00. The cost for the full thirty-six months is $9,324. FUNDING The funds for the this service agreement are available from the General Fund, electrical R & M supplies line item. RECOMMENDATION The Town Council's approval of the service agreement with Humphrey & Associates, Inc. ATTACHMENTS: Resolution 09-15 Detailed information on key exhibit A to the service agreement with Humphrey & Associates. TOWN OF WESTLAKE RESOLUTION NO. 09-15 AUTHORIZING THE TOWN MANAGER TO ENTER INTO ANNUAL RENEWALS MAINTANANCE AGREEMENT WITH HUMPHREY & ASSOCIATES FOR ALL ELECTRICAL COMPONENTS AND ELECTRICAL SYSTEM CHECKS TO ENSURE EFFICIENCY AND LIFE OF THE ELECTRICAL SYSTEMS. WHEREAS, Planning for Environmental Improvements Strategies; and WHEREAS, Environmental Stewardship Initiatives; and WHEREAS, Westlake desires to be business partners with Westlake Academy; and WHEREAS, All electrical systems and components need to be properly maintained in order to ensure efficiency and long life of the electrical systems, and WHEREAS, the Town Council finds that the service agreement from Humphrey & Associates will provide necessary diagnostics, inspection services, all standards of maintenance for both the Town of Westlake and the Westlake Academy to benefits the public and is in the best interest of the public, citizens of Westlake, Westlake Academy students and their parents.; and NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. The Town Council of the Town of Westlake hereby approves the agreement with Humphrey & Associates, authorizes Town staff to approve contractor, as it relate to the diagnostics, inspection services, all standards of maintenance at the civic camps . PASSED AND APPROVED ON THIS 23 DAY OF MARCH 2009. ______________________________ ATTEST: Laura Wheat, Mayor ____________________________ ______________________________ Kim Sutter, TRMC, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney 5. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under “Future Agenda Item Requests”, an agenda item for a future Council meeting. The Council Member making the request will contact the Town Manager with the requested item and the Town Manager will list it on the agenda. At the meeting, the requesting Council Member will explain the item, the need for Council discussion of the item, the item’s relationship to the Council’s strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. - None Town of Westlake Item # 5 – Future Agenda Items Council Planning Calendar Items not scheduled for a specific meeting are listed here (require discussion): Date Contact Description Format 5/23/08 J. Greenwood Southlake Waterline Proposal Workshop 5/30/08 T. Meyer Cemetery Rules and Regulations Workshop 7/29/08 T. Meyer Park and Rec. Adv. Board Workshop 1/13/09 T. Brymer Deloitte Status Presentation Workshop April 13, 2009, Meeting (submittal deadline April 2) 7 p.m. Date Contact Description Format 12/15/08 D. Piper Hear and Accept Town’s Annual Audit Report Meeting 3/10/09 E. Edwards Deloitte SP and PP Meeting 3/12/09 K. Sutter Approve Tarrant County Election Contract Meeting 3/15/09 T. Meyer Arts & Sciences Center Bid for Security Package (consent) Meeting April 27, 2009, Meeting (submittal deadline April 16) 7 p.m. Date Contact Description Format 2/28/09 Brymer/Edwards Discuss Oil/Gas Production Technical Standards Ordinance Workshop 2/28/09 Brymer/Edwards Oil/Gas Production Zoning Ordinance Amendment Meeting 2/28/09 Brymer/Edwards Oil/Gas Production Technical Standards Ordinance Meeting 2/16/09 T. Wood Personnel Manual Amendments Meeting May 18, 2009, Meeting (submittal deadline May 7) 7 p.m. Date Contact Description Format 3/15/09 D. Piper Financial Forecast Workshop 12/9/08 J. Greenwood FM 1938 Streetscape concepts presentation Workshop June 8, 2009, Meeting (submittal deadline May 28) 7 p.m. Date Contact Description Format 3/17/09 K. Sutter Board, Commission and Committee Appointments Meeting April 2009 4 May 2009 5 June 2009 6 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 2 3 4 1 2 1 2 3 4 5 6 5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30 31 Council Meeting Holiday Trustees Meeting Election Day Trustees Meeting Last day of School 6. COUNCIL CALENDAR. - Oil and Gas Production Town o March 24, 2009, 10 a.m. to 3 p.m. - TML Legislative Status Report o April 17, 2009, Austin o General Election Day o May 9, 2009 - Decoration Day o Monday, May 25,2009, I.O.O.F. Cemetery - TML Legislative Wrap-up o June 26, 2009, Marriott Las Colinas, Irving - TML Legislative Wrap-up o June 29, 2009, Austin Town of Westlake Item # 6 – Council Calendar 7. EXECUTIVE SESSION: The Council will conduct a closed session under Texas Government Code for the following: A. Pursuant to Section 551.074(a)(1) of the Texas Government Code to deliberate the evaluation and duties of public officers: The Town Secretary B. Pursuant to Section 551.071(2) of the Texas Government Code to receive advice from Town Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Interlocal cooperation agreement and memorandum of understanding. C. Pursuant to Section 551.071(2) of the Texas Government Code to receive advice from Town Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Contractual obligation of developers for FM 1938 improvements. D. Pursuant to Section 551.071(2) of the Texas Government Code to receive advice from Town Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: AT & T utility relocation. Town of Westlake Item # 7 – Executive Session Town of Westlake Item # 8 – Reconvene Meeting Town of Westlake Item # 9 – Take any necessary action from Executive Session, if necessary Town of Westlake Item # 10 – Adjournment Back up material has not been provided for this item.