HomeMy WebLinkAbout04-13-09 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
APRIL 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.
Town of Westlake Town Council Page 2 of 3
Regular Meeting Agenda
April 13, 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 Workshop and Regular meeting
held on March 23, 2009.
b. Consider a Resolution authorizing the Mayor to execute a joint elections contract with
Tarrant County to conduct the May 9, 2009, General and Local Option Election.
c. Consider a Resolution accepting the annual Comprehensive Annual Financial Report
(CAFR) presented by Pattillo, Brown & Hill, L.L.P., Certified Public Accountants,
for the fiscal year ended September 30, 2008.
d. Consider a Resolution opposing proposed HB 4441 which would give all powers and
authority to the Texas Railroad Commission to establish standards regarding certain
pipelines and appurtenant facilities, and removing local governments from having any
authority over these standards.
5. CONDUCT A PUBLIC HEARING AND TAKE APPROPRIATE ACTION
REGARDING THE FOLLOWING CASES:
A) SITE PLAN; CASE NO. SP-09-01
B) PRELIMINARY PLAT; CASE NO. PP-09-01
BOTH APPLICATIONS LISTED ABOVE PERTAIN TO THE FOLLOWING
TRACTS OF LAND: approximately 107 acres of land in the Planned Development 3-
Planning Area 12 (PD 3-12) zoning district, generally located east of J. T. Ottinger Road
and north of Dove Road.
6. 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
7. COUNCIL CALENDAR.
- Early Voting begins
o April 27, 2009
- TML Legislative Status Report
o April 17, 2009, Austin
Town of Westlake Town Council Page 3 of 3
Regular Meeting Agenda
April 13, 2009
- 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
8. 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,
April 9, 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 WORKSHOP
March 23, 2009
PRESENT: Mayor Laura Wheat and Council Members Larry Corson, Carol Langdon, Don
Redding and Rebecca Rollins.
ABSENT: Council Member Tim Brittan.
OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry,
Town Secretary Kim Sutter, DPS Director Don Wilson, Finance
Director Debbie Piper, and Facilities and Recreation Director Troy
Meyer.
1. CALL TO ORDER.
Mayor Wheat called the workshop to order at 4:30 p.m.
2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM MARCH 23,
2009, COUNCIL REGULAR MEETING AGENDA.
Mayor Wheat introduced the item and opened the floor for questions related to the
consent agenda items from the March 23, 2009, regular meeting agenda.
There were no questions regarding the consent agenda items.
3. DISCUSSION OF POSSIBLE PUBLIC INFORMATION/COMMUNICATION
EFFORTS FOR THE MAY 9, 2009, LOCAL OPTION ALCOHOL ELECTION.
Town Manager Brymer reviewed the draft fact sheet with the Council.
Town Attorney Lowry advised the Council that the Town and/or the Town Council
cannot take an official position on the propositions, but can speak individually.
Council discussion ensued with regard to identifying the roadways where developments
could be located that would sell or serve alcoholic beverages, the impact to economic
Town of Westlake Town Council Page 2 of 3
Workshop Minutes
March 23, 2009
development, private club permits, and any pending projects that would like to see this
type of use, and the process for distributing the fact sheet to residents.
It was the consensus of the Council to utilize direct mail and the Town’s e-mail blast
system to distribute the fact sheet.
4. DISCUSSION AND CONSIDERATION OF TOWN/WESTLAKE ACADEMY
FINANCIAL POLICIES.
Town Manager Brymer addressed the Council regarding the item and reviewed the
proposed financial policies for the Town. Mr. Brymer advised the Council that while the
Town has a current financial policy document, a financial policy has not been established
for the Academy.
Following the presentation of the Town’s financial policies, Town Manager Brymer
presented the proposed Westlake Academy Financial Policies.
During the presentations, Town Manager Brymer and Finance Director Debbie Piper
addressed questions from the Council regarding the proposed policies.
Council discussion ensued regarding recommended changes to the policy.
In closing, Town Manager Brymer advised the Council that changes will be made based
on the Council’s input and feedback. Mr. Brymer added that the policies will be in effect
for the next budget cycle and would be adopted as a part of the budget document.
5. HEAR AND DISCUSS THE POTENTIAL REGULATED USE OF WIRELESS
COMMUNICATION DEVICES.
DPS Director Wilson addressed the Council regarding the item and presented a
PowerPoint presentation outlining the definition of a wireless communication device,
current legislative options, local ordinances, and proposed state law. Mr. Wilson added
that signs have been posted at the Academy campus discouraging the use of hand held
wireless devices and the school policy prohibits the use of wireless devices during
student drop off and pick up times.
Given the status of several bills before the legislature, Mr. Wilson recommended that no
action be taken until the legislative session is complete and the status of the proposed
bills is known.
Council discussion ensued regarding the possibility of the passage of the bills before the
legislature.
Following the discussion, the Council recommended the Head of School include in an
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Workshop Minutes
March 23, 2009
update to the Westlake Academy families that the Council will reconsider regulating the
use of wireless communication devices in school zones at the conclusion of the
legislative session.
6. FUTURE AGENDA ITEMS.
No items were presented for consideration.
7. EXECUTIVE SESSION.
Mayor Wheat recessed the workshop at 6:43 p.m. to discuss the following item in
executive session.
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
Mayor Wheat convened the executive session at 6:53 p.m. The executive session
adjourned at 7:50 p.m.
8. RECONVENE WORKSHOP.
Mayor Wheat reconvened the workshop at 8:00 p.m.
9. ADJOURNMENT.
There being no further business, Mayor Wheat adjourned the workshop at 8:00 p.m.
APPROVED BY THE TOWN COUNCIL ON APRIL 13, 2009.
___________________________________
Laura Wheat, Mayor
ATTEST:
_______________________________
Kim Sutter, TRMC, Town Secretary
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL REGULAR MEETING
March 23, 2009
PRESENT: Mayor Laura Wheat and Council Members Larry Corson, Carol Langdon, Don
Redding, and Rebecca Rollins.
ABSENT: Council Member Tim Brittan.
OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry,
Town Secretary Kim Sutter.
1. CALL TO ORDER.
Mayor Wheat called the meeting to order at 8:00 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 consent and asked for a motion.
a. Review and approve minutes of the Town Council Regular meeting held on March 9,
2009.
b. Resolution No. 09-11 - Consider a Resolution to open an additional TexPool
depository account to accommodate the Capital Projects Fund.
c. Resolution No. 09-12 - Consider a Resolution authorizing a contract with Telecheck
to provide credit card and electronic check clearance services.
Town of Westlake Town Council Page 2 of 4
Regular Meeting Minutes
March 23, 2009
d. Resolution No. 09-13 - Consider a Resolution authorizing a contract with ECI Video
for the install of audio equipment for the Arts & Sciences Center.
e. Resolution No. 09-14 - Consider a Resolution authorizing a contract with Premier
Communication, LP for low voltage data cabling services for the Arts & Sciences
Center.
f. Resolution No. 09-15 - Consider a Resolution authorizing the Town Manager to
enter into annual renewals service agreement with Humphrey & Associates Inc. for
electrical maintenance and support agreement.
MOTION: Council Member Langdon made a motion to approve the consent agenda
as presented. Council Member Rollins seconded the motion. The motion
carried by a vote of 4-0.
5. FUTURE AGENDA ITEMS.
No items were presented for consideration.
6. COUNCIL CALENDAR.
Mayor Wheat reviewed the 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
o June 29, 2009, Austin
7. EXECUTIVE SESSION:
Mayor Wheat recessed the regular meeting at 8:02 p.m. to discuss the following items in
executive session:
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
Town of Westlake Town Council Page 3 of 4
Regular Meeting Minutes
March 23, 2009
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.
Mayor Wheat convened the executive session at 8:05 p.m. The executive session
adjourned at 9:41 p.m.
8. RECONVENE MEETING.
Mayor Wheat reconvened the meeting at 9:42 p.m.
9. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF
NECESSARY.
Mayor Wheat advised that the Council will take action on one item from the executive
session.
MOTION: Mayor Pro Tem Redding made a motion to increase the Town Secretary’s
annual salary to $80,200, effective April 1, 2009. Council Member
Rollins seconded the motion. The motion carried by a vote of 4-0.
10. ADJOURNMENT.
There being no further business before the Council, Mayor Wheat asked for a motion to
adjourn the meeting.
MOTION: Council Member Langdon made a motion to adjourn the meeting. Council
Member Rollins seconded the motion. The motion carried by a vote of 4-
0.
Mayor Wheat adjourned the meeting at 9:44 p.m.
Town of Westlake Town Council Page 4 of 4
Regular Meeting Minutes
March 23, 2009
APPROVED BY THE TOWN COUNCIL ON APRIL 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: Kim Sutter, Town Secretary
Subject: Regular Meeting of April 13, 2009
Date: March 27, 2009
ITEM
Consider a Resolution authorizing the Mayor to enter into a joint election agreement with
Tarrant County to conduct the General and Local Option elections to be held on May 9,
2009.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
; Hospitality Finds its Home in Westlake
o Citizen engagement and communication
BACKGROUND
At the January 26, 2009, regular meeting, the Council ordered a general to be held on
May 9, 2009, to elect three (3) Council Members to terms expiring May 2011.
Subsequently, the Town Council was petitioned to hold a Local Option Election and
ordered the election at the March 9, 2009, regular meeting.
It is recommended that the Town contract with the County to provide the necessary
equipment, programming, and staff to conduct the election. Contracting with the County
will also improve voter accessibility by opening the door to the many Tarrant County
early voting locations located throughout the County. As in the past, Westlake will serve
as a temporary early voting site for the first three days of early voting period (April 27-
29).
Early and Election Day voting will take place in the Council Chamber / Courtroom at the
Solana Office Complex, and Tarrant County will process all requests for ballots by mail
and federal postcard ballots.
The estimated cost to conduct the election is $7,015.
FUNDING
Funding is provided in the 2008-2009 Annual Budget
RECOMMENDATION
Approve the Resolution as presented to contract with Tarrant County elections to conduct
the May 9, 2009, General and Local Option Elections.
ATTACHMENTS:
Resolution No. 09-15
Tarrant County Elections Joint Agreement with exhibits
TOWN OF WESTLAKE
RESOLUTION NO. 09-15
AUTHORIZING THE MAYOR TO ENTER INTO A JOINT ELECTION AGREEMENT
WITH TARRANT COUNTY FOR THE GENERAL ELECTION AND THE LOCAL
OPTION ELECTION TO BE HELD ON MAY 9, 2009.
WHEREAS, the Town of Westlake will conduct a General and a Local Option Election on
May 9, 2009; and
WHEREAS, it is desirable for voter convenience and to reduce the overall cost to each
entity that said elections be held jointly on May 9, 2009; and
WHEREAS, the Town of Westlake desires to select the Tarrant County Elections
Administrator to conduct and coordinate the joint elections.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1: The parties hereto agree to hold an election jointly on May 9, 2009, from
7:00 a.m. until 7:00 p.m. in accordance with Section 271.002, Texas Election Code, and that said
election be conducted jointly pursuant to the terms of this agreement, attached as Exhibit “A.”
SECTION 2: This Resolution shall become effective upon the date of its passage.
PASSED AND APPROVED ON THIS 13 DAY OF APRIL 2009.
_____________________________________
Laura Wheat, Mayor
ATTEST:
_____________________________________ _____________________________________
Kim Sutter, TRMC, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
_____________________________________
L. Stanton Lowry, Town Attorney
Page 1 of 10
THE STATE OF TEXAS
COUNTY OF TARRANT
JOINT ELECTION AGREEMENT AND CONTRACT FOR ELECTION SERVICES
THIS CONTRACT for election services is made by and between the Tarrant County Elections Administrator and
the following political subdivisions located entirely or partially inside the boundaries of Tarrant County:
City of Arlington
City of Bedford
City of Benbrook
City of Blue Mound
City of Colleyville
City of Crowley
City of Edgecliff Village
City of Euless
City of Everman
City of Forest Hill
City of Fort Worth
City of Grand Prairie
City of Haltom City
City of Lake Worth
Town of Lakeside
City of Mansfield
Town of Pantego
City of Pelican Bay
City of Richland Hills
City of River Oaks
City of Saginaw
City of Southlake
City of Watauga
Town of Westlake
City of Westworth Village
City of White Settlement
Arlington Independent School District
Azle Independent School District
Carroll Independent School District
Castleberry Independent School District
Crowley Independent School District
Eagle Mountain-Saginaw Independent School District
Everman Independent School District
Grapevine-Colleyville Independent School District
Keller Independent School District
Mansfield Independent School District
Northwest Independent School District
White Settlement Independent School District
This contract is made pursuant to Texas Election Code Sections 31.092 and 271.002 and Texas Education Code
Section 11.0581 for a joint May 9, 2009 election to be administered by Steve Raborn, Tarrant County Elections
Administrator, hereinafter referred to as “Elections Administrator.”
RECITALS
Each participating authority listed above plans to hold a general and/or special election on May 9, 2009.
The County owns an electronic voting system, the Hart InterCivic eSlate/eScan Voting System (Version 6.1),
which has been duly approved by the Secretary of State pursuant to Texas Election Code Chapter 122 as amended, and is
compliant with the accessibility requirements for persons with disabilities set forth by Texas Election Code Section 61.012.
The contracting political subdivisions desire to use the County’s electronic voting system and to compensate the County
for such use and to share in certain other expenses connected with joint elections in accordance with the applicable
provisions of Chapters 31 and 271 of the Texas Election Code, as amended.
NOW THEREFORE, in consideration of the mutual covenants, agreements, and benefits to the parties, IT IS
AGREED as follows:
I. ADMINISTRATION
The parties agree to hold a “Joint Election” with each other in accordance with Chapter 271 of the Texas Election
Code and this agreement. The Tarrant County Elections Administrator shall coordinate, supervise, and handle all aspects
Page 2 of 10
of administering the Joint Election as provided in this agreement. Each participating authority agrees to pay the Tarrant
County Elections Administrator for equipment, supplies, services, and administrative costs as provided in this agreement.
The Tarrant County Elections Administrator shall serve as the administrator for the Joint Election; however, each
participating authority shall remain responsible for the decisions and actions of its officers necessary for the lawful conduct
of its election. The Elections Administrator shall provide advisory services in connection with decisions to be made and
actions to be taken by the officers of each participating authority as necessary.
It is understood that other political subdivisions may wish to participate in the use of the County’s electronic voting
system and polling places, and it is agreed that the Elections Administrator may enter into other contracts for election
services for those purposes on terms and conditions generally similar to those set forth in this contract. In such cases,
costs shall be pro-rated among the participants according to Section XI of this contract.
At each polling location, joint participants shall share voting equipment and supplies to the extent possible. The
participating parties shall share a mutual ballot in those polling places where jurisdictions overlap. However, in no instance
shall a voter be permitted to receive a ballot containing an office or proposition stating a measure on which the voter is
ineligible to vote. Multiple ballot styles shall be available in those shared polling places where jurisdictions do not overlap.
II. LEGAL DOCUMENTS
Each participating authority shall be responsible for the preparation, adoption, and publication of all required
election orders, resolutions, notices, and any other pertinent documents required by the Texas Election Code and/or the
participating authority’s governing body, charter, or ordinances.
Preparation of the necessary materials for notices and the official ballot shall be the responsibility of each
participating authority, including translation to languages other than English. Each participating authority shall provide a
copy of their respective election orders and notices to the Tarrant County Elections Administrator.
The Elections Administrator shall prepare a submission, on behalf of all participating authorities, to the United
States Department of Justice for preclearance of the joint election procedures and polling places, pursuant to the Voting
Rights Act of 1965, as amended. The Elections Administrator will provide to each participating authority a photocopy of
the joint submission and any correspondence from the Department of Justice.
The joint submission prepared by the Elections Administrator will not include submission of information for any
special elections held by the participating authorities. Participating authorities are hereby notified and encouraged to
prepare their own submissions to the United States Department of Justice for special election procedures, or any changes
that are specific to their own political subdivision.
By signing this agreement, each participating authority certifies that it has no unresolved preclearance or
voting rights issues known to it that would preclude or delay Department of Justice preclearance of the joint
election.
The Elections Administrator will file an amended submission to the United States Department of Justice in the
event that any polling places are changed after the original submission is filed, including changes resulting from the
withdrawal of one or more participating authorities pursuant to Section XII of this contract.
III. VOTING LOCATIONS
The Elections Administrator shall select and arrange for the use of and payment for all election day voting
locations. Voting locations will be, whenever possible, the usual voting location for each election precinct in elections
conducted by each participating city, and shall be compliant with the accessibility requirements established by Election
Code Section 43.034 and the Americans with Disabilities Act (ADA). The proposed voting locations are listed in
Attachment A of this agreement. In the event that a voting location is not available or appropriate, the Elections
Page 3 of 10
Administrator will arrange for use of an alternate location with the approval of the affected participating authorities. The
Elections Administrator shall notify the participating authorities of any changes from the locations listed in Attachment A.
If polling places for the May 9, 2009 joint election are different from the polling place(s) used by a participating
authority in its most recent election, the authority agrees to post a notice no later than May 8, 2009 at the entrance to any
previous polling places in the jurisdiction stating that the polling location has changed and stating the political subdivision’s
polling place names and addresses in effect for the May 9, 2009 election. This notice shall be written in both the English
and Spanish languages.
IV. ELECTION JUDGES, CLERKS, AND OTHER ELECTION PERSONNEL
Tarrant County shall be responsible for the appointment of the presiding judge and alternate judge for each polling
location. The Elections Administrator shall make emergency appointments of election officials if necessary.
Upon request by the Elections Administrator, each participating authority agrees to assist in recruiting polling place
officials who are bilingual (fluent in both English and Spanish). In compliance with the Federal Voting Rights Act of 1965,
as amended, each polling place containing more than 5% Hispanic population as determined by the 2000 Census shall
have one or more election official who is fluent in both the English and Spanish languages. If a presiding judge is not
bilingual, and is unable to appoint a bilingual clerk, the Elections Administrator may recommend a bilingual worker for the
polling place. If the Elections Administrator is unable to recommend or recruit a bilingual worker, the participating authority
or authorities served by that polling place shall be responsible for recruiting a bilingual worker for translation services at
that polling place.
The Elections Administrator shall notify all election judges of the eligibility requirements of Subchapter C of
Chapter 32 of the Texas Election Code, and will take the necessary steps to insure that all election judges appointed for
the Joint Election are eligible to serve.
The Elections Administrator shall arrange for the training and compensation of all election judges and clerks. The
Elections Administrator shall arrange for the date, time, and place for presiding election judges to pick up their election
supplies. Each presiding election judge will be sent a letter from the Elections Administrator notifying him of his
appointment, the time and location of training and distribution of election supplies, and the number of election clerks that
the presiding judge may appoint.
Each election judge and clerk will receive compensation at the hourly rate established by Tarrant County pursuant
to Texas Election Code Section 32.091. The election judge will receive an additional sum of $25.00 for picking up the
election supplies prior to election day and for returning the supplies and equipment to the central counting station after the
polls close.
Election judges and clerks who attend voting equipment training and/or procedures training shall be compensated
at the same hourly rate that they are to be paid on election day.
The Elections Administrator may employ other personnel necessary for the proper administration of the election,
including such part-time help as is necessary to prepare for the election, to ensure the timely delivery of supplies during
early voting and on election day, and for the efficient tabulation of ballots at the central counting station. Part-time
personnel working as members of the Early Voting Ballot Board and/or central counting station on election night will be
compensated at the hourly rate set by Tarrant County in accordance with Election Code Sections 87.005, 127.004, and
127.006.
V. PREPARATION OF SUPPLIES AND VOTING EQUIPMENT
The Elections Administrator shall arrange for all election supplies and voting equipment including, but not limited
to, official ballots, sample ballots, voter registration lists, and all forms, signs, maps and other materials used by the
election judges at the voting locations. The Elections Administrator shall ensure availability of tables and chairs at each
polling place and shall procure rented tables and chairs for those polling places that do not have tables and/or chairs.
Page 4 of 10
At each polling location, joint participants shall share voting equipment and supplies to the extent possible. The
participating parties shall share a mutual ballot in those precincts where jurisdictions overlap. However, in no instance
shall a voter be permitted to receive a ballot containing an office or proposition stating a measure on which the voter is
ineligible to vote. Multiple ballot styles shall be available in those shared polling places where jurisdictions do not overlap.
The Elections Administrator shall provide the necessary voter registration information, maps, instructions, and other
information needed to enable the election judges in the voting locations that have more than one ballot style to conduct a
proper election.
Each participating authority shall furnish the Elections Administrator a list of candidates and/or propositions
showing the order and the exact manner in which the candidate names and/or proposition(s) are to appear on the official
ballot (including titles and text in each language in which the authority’s ballot is to be printed). Each participating authority
shall be responsible for proofreading and approving the ballot insofar as it pertains to that authority’s candidates and/or
propositions.
The joint election ballots that contain ballot content for more than one joint participant because of overlapping
territory shall be arranged in the following order: Independent School District, City, Water District(s), College District, and
other political subdivisions.
Early Voting by Personal Appearance shall be conducted exclusively on Tarrant County’s eSlate electronic voting
system. On election day, voters shall have a choice between voting on the eSlate electronic voting system or by a paper
ballot that is scanned at the polling place using Tarrant County’s eScan voting system. Provisional ballots cast on election
day will be cast only on the eSlate electronic voting system to prevent the possibility of paper provisional ballots from being
immediately counted via the eScan ballot scanner.
Due to current limitations of the county’s eScan ballot scanners, it is necessary that in the event ballot content for a
particular participating authority or joint election ballot style is too lengthy to fit on a one page paper ballot, all election day
voting for that particular authority or ballot style must be held on the county’s eSlate voting system.
The number of paper ballots printed for election day voting shall be, at a minimum, equal to the same election day
turnout as in the last comparable election plus 25 percent of that number, with the final number of ballots ordered per
polling place or precinct adjusted upward to end in a number divisible by 50.
The Elections Administrator shall be responsible for the preparation, testing, and delivery of the voting equipment
for the election as required by the Election Code.
VI. EARLY VOTING
The participating authorities agree to conduct joint early voting and to appoint the Election Administrator as the
Early Voting Clerk in accordance with Sections 31.097 and 271.006 of the Texas Election Code. Each participating
authority agrees to appoint the Elections Administrator’s permanent county employees as deputy early voting clerks. The
participating authorities further agree that the Elections Administrator may appoint other deputy early voting clerks to assist
in the conduct of early voting as necessary, and that these additional deputy early voting clerks shall be compensated at
an hourly rate set by Tarrant County pursuant to Section 83.052 of the Texas Election Code. Deputy early voting clerks
who are permanent employees of the Tarrant County Elections Administrator or any participating authority shall serve in
that capacity without additional compensation.
Early Voting by personal appearance will be held at the locations, dates, and times listed in Attachment “B” of this
document. Any qualified voter of the Joint Election may vote early by personal appearance at any of the joint early voting
locations.
As Early Voting Clerk, the Elections Administrator shall receive applications for early voting ballots to be voted by
mail in accordance with Chapters 31 and 86 of the Texas Election Code. Any requests for early voting ballots to be voted
by mail received by the participating authorities shall be forwarded immediately by fax or courier to the Elections
Administrator for processing.
Page 5 of 10
The Elections Administrator shall provide each participating authority a copy of the early voting report on a daily
basis and a cumulative final early voting report following the election. In accordance with Section 87.121(g) of the Election
Code, the daily reports showing the previous day’s early voting activity will be distributed to each participating authority no
later than 8:00 AM each business day.
VII. EARLY VOTING BALLOT BOARD
Tarrant County shall appoint an Early Voting Ballot Board (EVBB) to process early voting results from the Joint
Election. The Presiding Judge, with the assistance of the Elections Administrator, shall appoint two or more additional
members to constitute the EVBB. The Elections Administrator shall determine the number of EVBB members required to
efficiently process the early voting ballots.
VIII. CENTRAL COUNTING STATION AND ELECTION RETURNS
The Elections Administrator shall be responsible for establishing and operating the central and remote counting
stations to receive and tabulate the voted ballots in accordance with the provisions of the Texas Election Code and of this
agreement.
The participating authorities hereby, in accordance with Section 127.002, 127.003, and 127.005 of the Texas
Election Code, appoint the following central counting station officials:
Counting Station Manager: Steve Raborn, Tarrant County Elections Administrator
Tabulation Supervisor: Stephen Vickers, Tarrant County Elections Technology Coordinator
Presiding Judge: Jeanne Lyons
Alternate Judge: Bobbie Cornelison
The counting station manager or his representative shall deliver timely cumulative reports of the election results as
precincts report to the central and remote counting stations and are tabulated. The manager shall be responsible for
releasing unofficial cumulative totals and precinct returns from the election to the joint participants, candidates, press, and
general public by distribution of hard copies at the central counting station and by posting to the Tarrant County web site.
To ensure the accuracy of reported election returns, results printed on the tapes produced by Tarrant County’s voting
equipment will not be released to the participating authorities at the remote collection sites or by phone from individual
polling locations.
The Elections Administrator will prepare the unofficial canvass reports after all precincts have been counted, and
will deliver a copy of the unofficial canvass to each participating authority as soon as possible after all returns have been
tabulated. Each participating authority shall be responsible for the official canvass of its respective election(s).
The Elections Administrator will prepare the electronic precinct-by-precinct results reports for uploading to the
Secretary of State as required by Section 67.017 of the Election Code. The Elections Administrator agrees to upload
these reports for each participating authority unless requested otherwise.
The Elections Administrator shall be responsible for conducting the post-election manual recount required by
Section 127.201 of the Texas Election Code unless a waiver is granted by the Secretary of State. Notification and copies
of the recount, if waiver is denied, will be provided to each participating authority and the Secretary of State’s Office.
IX. PARTICIPATING AUTHORITIES WITH TERRITORY OUTSIDE TARRANT COUNTY
The Elections Administrator agrees to administer the entire City of Crowley election including that portion of the
City of Crowley that is within Johnson County.
Page 6 of 10
The Elections Administrator shall administer only the Tarrant County and Denton County portions of the City of
Fort Worth’s election.
The Elections Administrator shall administer only the Tarrant County portion of the City of Grand Prairie’s election.
The Elections Administrator agrees to administer the entire City of Mansfield election including that portion of the
City of Mansfield that is within Ellis and Johnson Counties.
The Elections Administrator agrees to administer the entire City of Southlake election including that portion of the
City of Southlake that is within Denton County.
The Elections Administrator agrees to administer the entire Town of Westlake election including that portion of the
Town of Westlake that is within Denton County.
The Elections Administrator agrees to administer the entire Azle ISD election including that portion of Azle ISD that
is within Parker and Wise Counties.
The Elections Administrator agrees to administer the entire Crowley ISD election including that portion of Crowley
ISD that is within Johnson County.
The Elections Administrator agrees to administer the entire Mansfield ISD election including that portion of
Mansfield ISD that is within Johnson County.
The Elections Administrator shall administer the Tarrant County portion of Northwest ISD’s election as well as the
Denton County portion of the District that is within the City of Fort Worth.
X. RUNOFF ELECTIONS
Each participating authority shall have the option of extending the terms of this agreement through its runoff
election, if applicable. In the event of such runoff election, the terms of this agreement shall automatically extend unless
the participating authority notifies the Elections Administrator in writing within 3 business days of the original election.
Each participating authority shall reserve the right to reduce the number of early voting locations and/or election
day voting locations in a runoff election. If necessary, any voting changes made by a participating authority between the
original election and the runoff election shall be submitted by the authority making the change to the United States
Department of Justice for the preclearance required by the Federal Voting Rights Act of 1965, as amended.
Each participating authority agrees to order any runoff election(s) at its meeting for canvassing the votes from the
May 9, 2009 election and to conduct its drawing for ballot positions at or immediately following such meeting in order to
expedite preparations for its runoff election.
Each participating authority eligible to hold runoff elections agrees that the date of the runoff election, if necessary,
shall be Saturday, June 13, 2009.
XI. ELECTION EXPENSES AND ALLOCATION OF COSTS
The participating authorities agree to share the costs of administering the Joint Election. Allocation of costs,
unless specifically stated otherwise, is mutually agreed to be shared according to a formula which is based on the average
cost per election day polling place (unit cost) as determined by adding together the overall expenses and dividing the
expenses equally among the total number of polling places. Costs for polling places shared by more than one participating
authority shall be pro-rated equally among the participants utilizing that polling place.
The participating authorities agree that for billing purposes, each election day polling place will be evaluated as to
the number of full-time-equivalent (FTE) pollworkers employed. Polling places with more than 5 FTE pollworkers will be
Page 7 of 10
considered as one or more additional polling places with each full or partial multiple of 5 FTE pollworkers constituting an
additional polling place for purposes of determining the average cost formula in the preceding paragraph.
If a participating authority’s election is conducted at more than one election day polling place, there shall be no
charges or fees allocated to the participating authority for the cost of election day polling places in which the authority has
fewer than 50% of the total registered voters served by that polling place, except that if the number of registered voters in
all of the authority’s polling places is less than the 50% threshold, the participating authority shall pay a pro-rata share of
the costs associated with the polling place where it has the greatest number of registered voters.
Costs for Early Voting by Personal Appearance shall be allocated based upon the actual costs associated with
each early voting site. Each participating authority shall be responsible for a pro-rata portion of the actual costs associated
with the early voting sites located within their jurisdiction. Participating authorities that do not have a regular (non-
temporary) early voting site within their jurisdiction shall pay a pro-rata portion of the nearest regular early voting site.
Costs for Early Voting by Mail shall be allocated according to the actual number of ballots mailed to each
participating authority’s voters.
Each participating authority agrees to pay the Tarrant County Elections Administrator an administrative fee equal
to ten percent (10%) of its total billable costs in accordance with Section 31.100(d) of the Texas Election Code.
The Tarrant County Elections Administrator shall deposit all funds payable under this contract into the appropriate
fund(s) within the county treasury in accordance with Election Code Section 31.100.
XII. WITHDRAWAL FROM CONTRACT DUE TO CANCELLATION OF ELECTION
Any participating authority may withdraw from this agreement and the Joint Election should it cancel its election in
accordance with Sections 2.051 - 2.053 of the Texas Election Code. The withdrawing authority is fully liable for any
expenses incurred by the Tarrant County Elections Administrator on behalf of the authority plus an administrative fee of ten
percent (10%) of such expenses. Any monies deposited with the Elections Administrator by the withdrawing authority shall
be refunded, minus the aforementioned expenses and administrative fee if applicable.
It is agreed that any of the joint election early voting sites that are not within the boundaries of one or more of the
remaining participating authorities, with the exception of the early voting site located at the Tarrant County Elections
Center, may be dropped from the joint election unless one or more of the remaining participating authorities agree to fully
fund such site(s). In the event that any early voting site is eliminated under this section, an addendum to the contract shall
be provided to the remaining participants within five days after notification of all intents to withdraw have been received by
the Elections Administrator.
XIII. RECORDS OF THE ELECTION
The Elections Administrator is hereby appointed general custodian of the voted ballots and all records of the Joint
Election as authorized by Section 271.010 of the Texas Election Code.
Access to the election records shall be available to each participating authority as well as to the public in
accordance with applicable provisions of the Texas Election Code and the Texas Public Information Act. The election
records shall be stored at the offices of the Elections Administrator or at an alternate facility used for storage of county
records. The Elections Administrator shall ensure that the records are maintained in an orderly manner so that the records
are clearly identifiable and retrievable.
Records of the election shall be retained and disposed of in accordance with the provisions of Section 66.058 of
the Texas Election Code. If records of the election are involved in any pending election contest, investigation, litigation, or
open records request, the Elections Administrator shall maintain the records until final resolution or until final judgment,
whichever is applicable. It is the responsibility of each participating authority to bring to the attention of the Elections
Page 8 of 10
Administrator any notice of pending election contest, investigation, litigation or open records request which may be filed
with the participating authority.
XIV. RECOUNTS
A recount may be obtained as provided by Title 13 of the Texas Election Code. By signing this document, the
presiding officer of the contracting participating authority agrees that any recount shall take place at the offices of the
Elections Administrator, and that the Elections Administrator shall serve as Recount Supervisor and the participating
authority’s official or employee who performs the duties of a secretary under the Texas Election Code shall serve as
Recount Coordinator.
The Elections Administrator agrees to provide advisory services to each participating authority as necessary to
conduct a proper recount.
XV. MISCELLANEOUS PROVISIONS
1. It is understood that to the extent space is available, other districts and political subdivisions may wish to
participate in the use of the County’s election equipment and voting places, and it is agreed that the
Elections Administrator may contract with such other districts or political subdivisions for such purposes
and that in such event there may be an adjustment of the pro-rata share to be paid to the County by the
participating authorities.
2. The Elections Administrator shall file copies of this document with the Tarrant County Judge and the
Tarrant County Auditor in accordance with Section 31.099 of the Texas Election Code.
3. Nothing in this contract prevents any party from taking appropriate legal action against any other party
and/or other election personnel for a breach of this contract or a violation of the Texas Election Code.
4. This agreement shall be construed under and in accord with the laws of the State of Texas, and all
obligations of the parties created hereunder are performable in Tarrant County, Texas.
5. In the event that one of more of the provisions contained in this Agreement shall for any reason be held to
be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not
affect any other provision hereof and this agreement shall be construed as if such invalid, illegal, or
unenforceable provision had never been contained herein.
6. All parties shall comply with all applicable laws, ordinances, and codes of the State of Texas, all local
governments, and any other entities with local jurisdiction.
7. The waiver by any party of a breach of any provision of this agreement shall not operate as or be
construed as a waiver of any subsequent breach.
8. Any amendments of this agreement shall be of no effect unless in writing and signed by all parties hereto.
XVI. COST ESTIMATES AND DEPOSIT OF FUNDS
The total estimated obligation for each participating authority under the terms of this agreement is listed below.
Each participating authority agrees to pay the Tarrant County Elections Administrator a deposit of approximately 75% of
this estimated obligation no later than 15 days after execution of this agreement. The exact amount of each participating
authority’s obligation under the terms of this agreement shall be calculated after the May 9, 2009 election (or runoff
election, if applicable), and if the amount of an authority’s total obligation exceeds the amount deposited, the authority shall
pay to the Elections Administrator the balance due within 30 days after the receipt of the final invoice from the Elections
Page 9 of 10
Administrator. However, if the amount of the authority’s total obligation is less than the amount deposited, the Elections
Administrator shall refund to the authority the excess amount paid within 30 days after the final costs are calculated.
The total estimated obligation and required deposit for each participating authority under the terms of this agreement shall
be as follows:
Actual # Billed # Estimated Deposit
Political Subdivision Polls Polls Cost Due
City of Arlington 27 13.5 $55,316 $41,500
City of Bedford 1 1 $12,575 $9,500
City of Benbrook 3 3 $14,180 $10,700
City of Blue Mound 1 0.5 $4,528 $3,400
City of Colleyville 1 0.5 $4,954 $3,800
City of Crowley 1 0.5 $4,244 $3,200
City of Edgecliff Village 1 0.5 $5,742 $4,400
City of Euless 2 1.5 $11,450 $8,600
City of Everman 1 0.5 $3,300 $2,500
City of Forest Hill 1 1 $12,621 $9,500
City of Fort Worth 132 122.5 $418,877 $314,200
City of Grand Prairie 4 2 $8,008 $6,100
City of Haltom City 2 2 $10,930 $8,200
City of Haslet 2 1.5 $7,089 $5,400
Town of Lakeside 1 0.5 $3,305 $2,500
City of Lake Worth 1 1 $10,568 $8,000
City of Mansfield 3 1.5 $7,758 $5,900
Town of Pantego 1 0.5 $4,068 $3,100
City of Pelican Bay 1 0.5 $3,223 $2,500
City of Richland Hills 1 1 $8,159 $6,200
City of River Oaks 1 0.5 $4,042 $3,100
City of Saginaw 1 0.5 $4,856 $3,700
City of Southlake 1 0.5 $4,613 $3,500
City of Watauga 1 1 $5,424 $4,100
Town of Westlake 1 1 $7,015 $5,300
City of Westworth Village 1 1 $4,532 $3,400
City of White Settlement 1 0.5 $3,292 $2,500
Arlington ISD 32 14.5 $57,729 $43,300
Azle ISD 7 3 $9,505 $7,200
Carroll ISD 5 0.5 $6,058 $4,600
Castleberry ISD 4 2 $7,872 $6,000
Crowley ISD 15 3.5 $16,103 $12,100
Eagle Mountain-Sagniaw ISD 11 3.5 $13,810 $10,400
Everman ISD 7 1.5 $5,890 $4,500
Grapevine-Colleyville ISD 6 2 $14,715 $11,100
Keller ISD 16 5.5 $24,382 $18,300
Mansfield ISD 12 5 $19,967 $15,000
Northwest ISD 11 2.5 $15,536 $11,700
White Settlement ISD 9 1 $4,642 $3,500
TOTALS 205 $840,877 $632,500
Page 10 of 10
XVII. JOINT CONTRACT ACCEPTANCE AND APPROVAL
IN TESTIMONY HEREOF, this agreement has been executed on behalf of the parties hereto as follows, to-wit:
(1) It has on the _______ day of _______________, 2009 been executed by the Tarrant County Elections
Administrator pursuant to the Texas Election Code so authorizing;
(2) It has on the _______ day of _______________, 2009 been executed on behalf of the REPLACE WITH
NAME OF POLITICAL SUBDIVISION HERE pursuant to an action of the REPLACE WITH NAME OF
POLITICAL SUBDIVISION HERE so authorizing;
ACCEPTED AND AGREED TO BY THE TARRANT COUNTY ELECTIONS ADMINISTOR:
APPROVED:
___________________________________________
STEVE RABORN
ACCEPTED AND AGREED TO BY THE REPLACE WITH NAME OF POLITICAL SUBDIVISION HERE:
APPROVED: ATTEST:
___________________________________________ __________________________________________
TITLE OF PRESIDING OFFICER TITLE OF PERSON ACTING AS SECRETARY
Revised 3/27/2009 9:03:35 AM
EARLY VOTING FOR MAY 9, 2009
(VOTACIÓN ADELANTADA DE 9 DE MAYO DE 2009)
JOINT – GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES Y ESPECIALES CONJUNTAS)
EARLY VOTING BY PERSONAL APPEARANCE DAYS AND HOURS
(DIAS Y HORAS DE VOTACIÓN TEMPRANO POR APARICIÓN PERSONAL)
April (Abril) 27-30 Monday - Thursday (Lunes - Jueves) 8:00 a.m. - 5:00 p.m.
May (Mayo) 1 Friday (Viernes) 8:00 a.m. - 5:00 p.m.
May (Mayo) 2 Saturday (Sabado) 7:00 a.m. - 7:00 p.m.
May (Mayo) 3 Sunday (Domingo) 11:00 a.m. - 4:00 p.m.
May (Mayo) 4 - 5 Monday - Tuesday (Lunes - Martes) 7:00 a.m. 7:00 p.m.
SEE LIST OF LOCATIONS ON BACK
(VER LA LISTA DE CASETAS AL REVERSO)
** Note: City of Haslet ballot available only at: ** (Aviso: Boletas para la cuidad de Haslet son disponible solamente a:)
Haslet Public Library
100 Gammil Street
Haslet, Texas 76052
EARLY VOTING BY MAIL
(VOTACIÓN TEMPRANO POR CORREO)
TO RECEIVE A BALLOT APPLICATION OR FOR MORE INFORMATION CALL
TARRANT COUNTY ELECTIONS ADMINISTRATION: 817-831-8683
(PARA RECIBIR UNA SOLICITUD PARA BOLETA O MAS INFORMACIÓN LLAMAR
AL ADMINISTRADOR DE ELECCIONES DEL CONDADO DE TARRANT: 817-831-8683)
Applications for a ballot by mail must be submitted between March 10, 2009 and May 1, 2009
with one of the following requirements: (Solicitudes para una boleta por correo pueden ser sometidas durante el 10 de
Marzo de 2009, y 1 de Mayo de 2009, con uno de los siguientes requisitos:)
1. Age of voter is 65 or over on Election Day. (Edad del votante es 65 o mas el Día de Elección.)
2. Voter is disabled. (Votante está incapacitado.)
For #1 or #2, the ballot must be mailed to the voter registration residence address/mailing
address or to a hospital, nursing home/long-term care facility, retirement center or address of a
relative. The relationship of the relative must be indicated. (Para #1 o #2 la boleta debe ser enviada a la
dirección residencial/dirección de correo de registro de votante o a un hospital, clinica para convalecientes o ancianos/facilidad de cuidado
de termino largo, centro de jubilación o dirección de un pariente. Debe indicar el parentesco del pariente.)
3. Voter is confined in jail - ballot must be mailed to the jail or address of a relative.
The relationship of the relative must be indicated. (Votante esta encarcelado - boleta debe ser enviada a la carcel o
a la dirección de un pariente. Debe indicar el parentesco del pariente.)
4. Voter expects to be out of the county on Election Day and during the regular hours
for conducting early voting - ballot must be mailed to an address outside the county. (Votante
espera estar afuera del condado el Día de Elección y durante las horas regulares de conducir votación temprano - boleta debe ser enviada a
una dirección fuera del condado.)
Applications must be received at the following address
NO LATER THAN FRIDAY, MAY 1, 2009
(Las solicitudes deben ser recibidas a la dirección siguiente NO MAS TARDAR DEL VIERNES, 1 de Mayo de 2009)
STEVE RABORN, EARLY VOTING CLERK
(Secretario De Votación Adelantada, Steve Raborn)
PO BOX 961011
FORT WORTH, TEXAS 76161-0011
FOR VOTER WITH ONSET OF AN ILLNESS ON OR AFTER APRIL 30, 2009, EMERGENCY BALLOT APPLICATIONS MUST BE RETURNED NO LATER THAN 5 PM.
ELECTION DAY, AT THE ELECTIONS CENTER, 2700 PREMIER STREET, FORT WORTH, TX 76111 (SEC. 102.001, TEXAS ELECTION CODE.) (PARA
VOTANTES CON PRINCIPIOS DE UNA ENFERMEDAD EN O DESPUES DEL 30 DE ABRIL DE 2009, SOLICITUDES PARA BOLETA DE EMERGENCIA DEBEN SER REGRESADAS NO MAS
TARDAR DE LAS 5 PM, EL DIA DE ELECCION, EN EL CENTRO DE ELECCIONES, 2700 PREMIER ST., FORT WORTH, TX 76111 (SEC. 102.001, CODIGO DE ELECCION DE TEJAS.)
Revised 3/27/2009 9:03:35 AM
Solana Office Complex
Westlake Town Offices
3 Village Circle
Westlake, Texas 76262
EARLY VOTING FOR MAY 9, 2009
(VOTACION ADELANTADA DE 9 DE MAYO DE 2009)
JOINT - GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES Y ESPECIALES CONJUNTAS)
1. MAIN EARLY VOTING SITE,
Tarrant County Elections Center
2700 Premier Street
Fort Worth, Texas 76111
*Emergency ballots available
At this location only
Arlington
2. Bob Duncan Community Center
2800 South Center Street
Arlington, Texas 76014
Arlington
3. Elzie Odom Recreation Center
1601 NE Green Oaks Boulevard
Arlington, Texas 76006
Arlington
4. Fire Training Center
5501 Ron McAndrew Drive
Arlington, Texas 76013
Arlington
5. South Service Center
1100 SW Green Oaks Boulevard
Arlington, Texas 76017
Arlington
6. Tarrant County Sub-Courthouse
in Arlington
(Southeast Sub-Courthouse)
700 E Abram Street
Arlington, Texas 76010
7. B. J. Clark Annex
Room 4
603 Southeast Parkway
Azle, Texas 76020
8. Bedford Public Library
1805 L. Don Dodson Drive
Bedford, Texas 76021
9. Benbrook YMCA
1899 Winscott Road
Benbrook, Texas 76126
10. Colleyville City Hall
100 Main Street
Colleyville, Texas 76034
11. Crowley Community Center
900 East Glendale Street
Crowley, Texas 76036
12. Euless Public Library
201 North Ector Drive
Euless, Texas 76039
13. Mahaney Community Center
6800 Forest Hill Drive
Forest Hill, Texas 76140
Fort Worth
14. Diamond Hill/Jarvis Library
1300 Northeast 35th Street
Fort Worth, Texas 76106
Fort Worth
15. Fort Worth Municipal Building
1000 Throckmorton Street
Fort Worth, Texas 76102
Fort Worth
16. Griffin Sub-Courthouse
3212 Miller Avenue
Fort Worth, Texas 76119
Fort Worth
17. Handley-Meadowbrook
Community Center
6201 Beaty Street
Fort Worth, Texas 76112
Fort Worth
18. JPS Health Center Viola M. Pitts/Como
Lower Level, Auditorium 1
4701 Bryant Irvin Road N.
Fort Worth, Texas 76107
Fort Worth
19. Riverside Community Center in the Park
3700 East Belknap Street
Fort Worth, Texas 76111
Fort Worth
20. Sendera Ranch Elementary School
1216 Diamond Back Lane
Haslet, Texas 76052
Fort Worth
21. Southside Community Center
959 East Rosedale Street
Fort Worth, Texas 76104
Fort Worth
22. Southwest Sub-Courthouse
6551 Granbury Road
Fort Worth, Texas 76133
Fort Worth
23. Summerglen Branch Library
4205 Basswood Boulevard
Fort Worth, Texas 76137
Fort Worth
24. Tarrant County Plaza Building
201 Burnett Street
Fort Worth, Texas 76102
Fort Worth
25. Worth Heights Community Center
3551 New York Avenue
Fort Worth, Texas 76110
Fort Worth
26. W. R. Hatfield Elementary School
2051 Texan Drive
Justin, Texas 76247
27. Starrett Elementary School
2675 Fairmont Drive
Grand Prairie, Texas 75052
28. Grapevine Community Activities Center
1175 Municipal Way
Grapevine, Texas 76051
29. Haltom City Recreation Center
4839 Broadway Avenue
Haltom City, Texas 76117
30. Haslet Public Library
100 Gammil Street
Haslet, Texas 76052
31. Keller Town Hall
1100 Bear Creek Parkway
Keller, Texas 76248
32. Sheriff’s Office North Patrol Division
(Northwest Sheriff’s Patrol Building)
6651 Lake Worth Boulevard
Lake Worth, Texas 76135
33. Mansfield Sub-Courthouse
1100 East Broad Street
Mansfield, Texas 76063
34. Pantego Town Hall
1614 South Bowen Road
Pantego, Texas 76013
35. Richland Hills Community Center
3204 Diana Drive
Richland Hills, Texas 76118
36. River Oaks City Hall
4900 River Oaks Boulevard
River Oaks, Texas 76114
37. Saginaw City Hall
333 West McLeroy Boulevard
Saginaw, Texas 76179
38. Southlake Town Hall
1400 Main Street
Southlake, Texas 76092
39. Watauga City Hall
7105 Whitley Road
Watauga, Texas 76148
40. White Settlement Recreation Center
8213 White Settlement Road
White Settlement, Texas 76108
Temporary Branch Early Voting Locations
(Casetas Temporales para Votación Adelantada)
Eagle Mountain-Saginaw East Regional Library
ISD Administration Building 6301 Bridge Street
1200 Old Decatur Road Fort Worth, Texas 76112
Fort Worth, Texas 76179
Blue Mound City Hall Dalworthington Gardens City Hall Villages of Woodland Springs
301 Blue Mound Road 2600 Roosevelt Drive Amenity Building
Blue Mound, Texas 76131 Dalworthington Gardens, Texas 76016 12209 Timberland Boulevard
Fort Worth, Texas 76248
April (Abril) 28 – 30 Tuesday – Thursday (Martes – Jueves) 8:00 a.m. – 5:00 p.m.
May (Mayo) 1 Friday (Viernes) 8:00 a.m. – 5:00 p.m.
May (Mayo) 2 Saturday (Sabado) 7:00 a.m. – 7:00 p.m.
May (Mayo) 3 Sunday (Domingo) 11:00 a.m. – 4:00 p.m.
May (Mayo) 4 - 5 Monday – Tuesday (Lunes –Martes) 7:00 a.m. – 7:00 p.m.
UTA – University of Texas at Arlington
EH Hereford University Center
300 W. 1st Street
Arlington, Texas 76019
May (Mayo) 4 – 5 Monday – Tuesday (Lunes – Martes) 7:00 a.m. – 7:00 p.m.
April (Abril) 27 – 29 Monday – Wednesday (Lunes – Miercoles) 8:00 a.m. – 5:00 p.m.
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e
r
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
1
2
7
7
1
S
a
r
a
t
o
g
a
S
p
r
i
n
g
s
C
i
r
c
l
e
30
4
3
,
3
1
9
2
,
3
3
7
2
,
3
4
1
7
,
3
5
7
6
C
i
t
y
o
f
F
o
r
t
W
o
r
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h
2
a
n
d
N
o
r
t
h
w
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s
t
I
S
D
K
e
l
l
e
r
,
T
e
x
a
s
7
6
2
4
8
33
7
2
No
r
t
h
w
e
s
t
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
34
8
6
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
K
e
l
l
e
r
I
S
D
W
o
o
d
l
a
n
d
S
p
r
i
n
g
s
E
l
e
m
e
n
t
a
r
y
S
c
h
o
o
l
34
8
6
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
1
2
1
2
0
W
o
o
d
l
a
n
d
S
p
r
i
n
g
s
D
r
i
v
e
34
8
6
Ke
l
l
e
r
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
K
e
l
l
e
r
,
T
e
x
a
s
7
6
2
4
8
34
8
6
No
r
t
h
w
e
s
t
I
S
D
(
U
n
i
n
c
o
r
p
o
r
a
t
e
d
v
o
t
e
r
s
)
44
9
9
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
F
W
I
S
D
1
N
o
r
t
h
F
o
r
t
W
o
r
t
h
B
a
p
t
i
s
t
C
h
u
r
c
h
44
5
2
,
4
4
9
9
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
E
a
g
l
e
M
o
u
n
t
a
i
n
-
S
a
g
i
n
a
w
I
S
D
5
8
0
1
N
o
r
t
h
I
-
3
5
W
e
s
t
44
5
2
Ci
t
y
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f
F
o
r
t
W
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r
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h
2
a
n
d
K
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l
l
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D
F
o
r
t
W
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r
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h
,
T
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x
a
s
7
6
1
3
1
44
5
2
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
N
o
r
t
h
w
e
s
t
I
S
D
32
4
0
,
3
4
6
5
,
3
5
5
2
,
3
5
7
0
,
3
5
9
9
C
i
t
y
o
f
F
o
r
t
W
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r
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h
2
a
n
d
K
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l
l
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r
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D
F
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s
i
l
R
i
d
g
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H
i
g
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S
c
h
o
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l
36
3
7
4
1
0
1
T
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m
p
s
o
n
R
o
a
d
34
6
5
,
3
5
9
9
Ci
t
y
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f
F
o
r
t
W
o
r
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h
2
a
n
d
N
o
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w
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s
t
I
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D
K
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l
l
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r
,
T
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x
a
s
7
6
2
4
8
34
6
5
,
3
5
5
2
,
3
6
3
7
Ke
l
l
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r
I
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D
(
U
n
i
n
c
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r
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r
a
t
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d
v
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r
s
)
41
1
,
4
1
3
Ci
t
y
o
f
F
o
r
t
W
o
r
t
h
2
a
n
d
N
o
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w
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s
t
I
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D
D
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C
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v
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c
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2
0
5
1
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x
a
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t
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n
,
T
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x
a
s
7
6
2
4
7
40
6
9
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4
8
0
Ci
t
y
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f
F
o
r
t
W
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r
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h
3
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d
F
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7
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H
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B
a
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h
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h
40
6
9
,
1
4
8
0
FW
I
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D
7
(
U
n
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c
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r
p
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r
a
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d
v
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r
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)
9
7
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a
n
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,
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x
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s
7
6
1
1
6
11
1
7
Ci
t
y
o
f
F
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r
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h
3
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d
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W
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6
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c
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n
6
t
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G
r
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S
c
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l
12
3
9
,
4
4
9
8
Ci
t
y
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f
F
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3
a
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d
F
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5
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1
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A
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,
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s
7
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1
0
9
41
2
9
Ci
t
y
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f
F
o
r
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h
3
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n
d
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7
A
g
a
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C
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3
9
0
0
S
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7
6
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1
6
41
3
6
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6
3
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Ci
t
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3
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7
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2
5
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s
7
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1
6
Ma
y
9
,
2
0
0
9
E
l
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c
t
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n
D
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y
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l
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L
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n
s
-
2
0
4
t
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t
a
l
(a
s
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f
3
/
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5
/
0
9
)
Pr
e
c
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n
c
t
s
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S
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n
t
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No
M
a
y
2
0
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9
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l
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t
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8
41
6
3
Ci
t
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3
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d
C
r
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w
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f
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A
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x
41
6
3
Ci
t
y
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f
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t
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h
3
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6
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3
3
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7
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11
3
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,
11
6
5
Ci
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3
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n
d
F
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6
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3
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9
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7
6
1
3
3
41
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3
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7
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4
5
1
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Ci
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3
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d
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7
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6
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7
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0
9
42
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3
Ci
t
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3
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5
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4
2
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1
3
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7
Ci
t
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2
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6
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42
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3
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5
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,
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s
7
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1
6
40
7
0
,
12
4
1
Ci
t
y
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f
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3
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d
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6
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6
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40
7
0
Ci
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3
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n
d
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4
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2
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s
7
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3
2
12
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3
Ci
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3
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n
d
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l
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15
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5
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4
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Ci
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3
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s
7
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6
41
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0
,
43
4
3
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t
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3
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h
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h
41
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4
3
4
3
,
1
4
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Ci
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2
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l
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y
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l
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n
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t
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n
s
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2
0
4
t
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t
a
l
(a
s
o
f
3
/
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5
/
0
9
)
Pr
e
c
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n
c
t
s
a
t
S
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E
n
t
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n
D
a
y
P
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g
L
o
c
a
t
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o
n
No
M
a
y
2
0
0
9
e
l
e
c
t
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o
n
9
40
7
1
,
1
1
8
6
,
1
2
9
6
,
13
7
7
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4
2
3
C
i
t
y
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8
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36
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4
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2
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Debbie Piper, Finance Director
Subject: Workshop and Regular Meeting of April 13, 2009
Date: April 7, 2009
ITEM
Hear and discuss Comprehensive Annual Financial Report (CAFR) presented by Pattillo,
Brown & Hill, L.L.P. for fiscal year ended September 30, 2008.
Consider a Resolution accepting the annual Comprehensive Annual Financial Report
(CAFR) presented by Pattillo, Brown & Hill, L.L.P., Certified Public Accountants, for
the fiscal year ended September 30, 2008.
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 Town’s Fiscal and Budgetary Policies along with State law require that the Town be
audited annually by outside independent accountants. The result of this independent
audit is the receipt of an unqualified opinion or “clean” opinion again this year. This
means the auditors have found that these financial statements present fairly, in all
material respects, the financial position of the Town of Westlake at September 30, 2008.
We are also pleased that there were no “Management Letter” comments for the current
year.
As implemented in previous years, we have included the Texas Student Housing (TSH)
audited information in our report. Because the Town Council may appoint and/or remove
a director of the Texas Student Housing Board, it was determined that TSH should be
considered a component unit of the Town. This information has been included in the
financials and in the footnotes. It was also noted that the debt of TSH is not a liability of
the Town.
The inclusion of this information in the Town’s audit will not affect any future bond
ratings nor have a negative impact on the Town’s overall debt ratio for the purpose of
securing additional financing in the future.
Along with the annual budget, the Comprehensive Annual Financial Report (CAFR) is
one of the most important financial activities of the Town. This report represents and
reflects upon the Town’s financial operations and condition to the Town’s residents,
elected officials, management personnel, financial institutions, rating agencies, and all
other parties interested in the financial affairs of the Town.
Additionally, the Town began participating in the Government Finance Officer
Association’s (GFOA) Certificate of Achievement for Excellence in Financial Reporting
program for the fiscal year 2007. This award is highly regarded as the “Good
Housekeeping Seal of Approval” for governmental financial reporting. Therefore, we are
pleased to announce that the Town has recently received this award for our first
submission and a presentation to the Finance staff will be scheduled at a future board
meeting. You may refer to a facsimile of the 2007 certificate is on page vii of the 2008
CAFR.
This award is presented based on the required contents of the CAFR document, and
ensures that certain required financial disclosures are presented in the document. All
governmental entities that participate in the program must include these disclosures in
their CAFR. We believe the September 30, 2008 CAFR is in compliance with these
disclosure requirements, and the Town will be awarded our 2nd consecutive certificate.
FUNDING
N/A
RECOMMENDATION
Accept the annual CAFR at the April 13, 2008, regular meeting of the Town Council.
ATTACHMENTS:
Resolution 09-16
Comprehensive Annual Financial Report for the FY ended September 30, 2008
TOWN OF WESTLAKE
RESOLUTION NO. 09-16
ACCEPTANCE OF THE ANNUAL COMPREHENSIVE ANNUAL FINANCIAL
REPORT PRESENTED BY PATTILLO, BROWN & HILL, L.L.P., CERTIFIED
PUBLIC ACCOUNTANTS, FOR THE FISCAL YEAR ENDED SEPTEMBER 30, 2008.
WHEREAS, Section 103.001 of the Local Government Code requires that a
municipality shall have its records and accounts audited annually and shall have an annual
financial statement prepared based on the audit; and
WHEREAS, Section 103.002 of the Local Government Code requires that a
municipality shall employ at its own expense a certified public accountant who is licensed in
this state or a public accountant who holds a permit to practice from the Texas State Board of
Public Accountancy to conduct the audit and to prepare the annual financial statements; and
WHEREAS, the firm of Pattillo, Brown & Hill, L.L.P., Certified Public Accountants,
was selected and approved by the Board of Aldermen on July 12, 2006 for a five year
engagement to include the performance of the Town of Westlake’s financial audit for the year
ended September 30, 2008.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
TOWN OF WESTLAKE:
SECTION 1: That the Town Council does hereby accept the fiscal year 2007/2008
Comprehensive Annual Financial Report from Pattillo, Brown & Hill, L.L.P., Certified Public
Accountants.
SECTION 2: That this Resolution shall become effective upon the date of its passage.
PASSED AND APPROVED ON THIS 13TH DAY OF APRIL, 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
Item # 4 C – Audit
Report
A copy of the audit is on file in
the Town Secretary’s Office.
Town of Westlake
Memo
To: Honorable Mayor and Members of the Town Council
From: Tom Brymer, Town Manager
Subject: Regular Meeting of April 13, 2009
Date: April 6, 2009
ITEM
Consider a Resolution opposing proposed HB 4441 which would give all powers and
authority to the Texas Railroad Commission to establish standards regarding certain
pipelines and appurtenant facilities, and removing local governments from having any
authority over these standards.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
; 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
; We are Leaders
o Infrastructure maintenance and planning
BACKGROUND
The Town of DISH has requested the support of Texas communities to opposing HB
4441 now before the Texas legislature related to authority over pipelines and above
ground appurtenant facilities. This bill would give the Texas Railroad Commission
(TRC) exclusive authority over pipelines and above ground appurtenant facilities. Above
ground facilities include compressor stations, metering stations, or any other above
ground junctions. Therefore, as a municipality Westlake will have no control over these
facilities. The bill specifically gives the TRC all authority over screening, noise and
building design. Therefore, they would essentially allow the State to preempt local
control over the Town’s zoning, economic development, and future land use. The bill
also removes any requirement for these facilities to comport to a municipality’s
comprehensive plan.
DISH is spearheading this effort as they over 20 pipelines, 11 compressor stations, and 3
metering stations, with more on the way. This facility has turned about 60 acres into a
noise producing, odorous, industrial site, and would be much worse if DISH had no
control over the facility.
Last year the City of Grand Prairie was sued by Chesapeake Energy for attempting to
require setbacks, fencing, noise abatement, etc for a compressor station. When the
judge's ruling came back, it ruled that the municipality did have the right to protect
property values, citizens’ rights, etc. If this proposed bill were to pass, that local
protection would be removed as we would have no local control over these facilities. If
this bill were to pass as proposed, these facilities could be located anywhere within the
Town and the Town government could do nothing about it if the TRC said it was
acceptable. Under this bill, municipalities would only have an advisory role in the
planning of the facility inside their own corporate limits.
The Town passed a resolution last year urging the legislature to give greater local control
over pipeline. There were a total of 35 cities that passed the resolution.
FUNDING: N/A at this time.
RECOMMENDATION
Approve the Resolution opposing HB 4441.
ATTACHMENTS:
Resolution No: 09-17
TOWN OF WESTLAKE
RESOLUTION NO. 09-17
OPPOSING HB 4441 RELATING TO THE AUTHORITY OF THE RAILROAD
COMMISSION OF TEXAS TO ESTABLISH STANDARDS REGARDING CERTAIN
PIPELINES AND APPURTENANT FACILITIES; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the Town of Westlake, Texas is a Type A general-law municipality located
in Tarrant and Denton Counties, created in accordance with the provisions of Chapter 8 of the
Local Government Code and operating pursuant to the enabling legislation of the State of Texas;
and
WHEREAS, House Bill 4441, introduced in the 81st Legislature, seeks to entirely
preempt the municipal regulation of natural gas, liquid hydrocarbon, hazardous materials, and
gathering pipelines and all facilities appurtenant to those pipelines, including the regulation of
aesthetics and the use of City-owned rights-of-ways; and
WHEREAS, under the proposed legislation, the Texas Railroad Commission, and not the
municipality, would maintain the right to establish the noise level, screening, landscaping, and
other requirements relating to natural gas gathering pipelines and appurtenant facilities including
compressor stations; and
WHEREAS, the Town Council is of the opinion that the Railroad Commission is ill
suited to address such issues as local neighborhood compatibility and the use of City-owned
rights-of-way and that the citizens are better served through the local regulation of such pipelines
and appurtenant facilities; and
WHEREAS, House Bill 4441 would relegate municipalities to a mere advisory role in
this important determination process and as such would unreasonably interfere with the right of
the public to participate through their locally elected officials to tailor policies to meet their local
needs and demands; and
WHEREAS, as a result of the foregoing, the City Council opposes the adoption of House
Bill 4441, and believes that the proposed legislation does not promote the best interest interests
of the citizens of the City.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1. That the Town Council of the Town of Westlake, Texas hereby opposes
the adoption of House Bill 4441 relating to the authority of the Railroad Commission of Texas to
establish standards regarding certain pipelines and appurtenant facilities.
SECTION 2. The Town Secretary is authorized and directed to furnish a certified copy
of this Resolution to the elected representatives of the City and to other members of the Texas
Legislature to give notice of the Town's opposition to House Bill 4441.
SECTION 3. This resolution shall take effect immediately upon its adoption by the
Town Council
PASSED AND APPROVED on this 13 day of April 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 Board of Aldermen
From: Tom Brymer, Town Manager
Eddie Edwards, Director of Planning and Development
Subject: Regular meeting of April 13, 2009.
Case #’s: SP-09-01 and PP-09-01
Date: April 9, 2009
ITEM
Conduct a public hearing and take appropriate action regarding the following cases:
A) Site Plan; Case No. SP-09-01
B) Preliminary Plat; Nase No. PP-09-01
Both applications listed above pertain to the following tracts of land: approximately 107
acres of land in the Planned Development 3- Planning Area 12 (PD 3-12) zoning district,
generally located east of J. T. Ottinger Road and north of Dove Road.
BACKGROUND
The applicant desires to construct an Education / Conference Center, a Social Venue and
a Data Center on the property recently rezoned to PD 3-12. The current zoning does
permit the proposed uses. The applicant now desires to Preliminary Plat the entire parcel
and will Final Plat the property into separate lots at a later date. A Planned Development
Site Plan approval is also required prior to any development within a Planned
Development district and before the issuance of a building permit. The applicant has
submitted a PD Site Plan that shows specifically how the property will be developed, if
approved. The Planning and Zoning Commission, at their April 2, 2009, meeting,
recommended approval of both the Site Plan and the Preliminary plat with stipulations
which are incorporated into the attached staff report.
ACTION REQUESTED:
Approve Case #’s SP-09-01 and PP-09-01 subject to the stipulations and conditions
contained in the attached staff report.
ATTACHMENTS:
Staff report (Exhibits to Resolutions 09-18 and 09-19)
Resolution No. 09-18 Approving Site Plan
Site Plan (exhibit to Resolution 09-18)
Resolution No. 09-19 Approving Preliminary Plat
Preliminary Plat (exhibit to Resolution 09-19)
Architectural renderings (not included in on-line packet due to size)
Draft copy of Minutes from the April 2, 2009, Planning & Zoning Commission Meeting
1
TOWN OF WESTLAKE, TX
SITE PLAN AND PRELIMINARY PLAT
STAFF REPORT TO TOWN COUNCIL
I. CASE INFORMATION
Case No. SP-09-01; PP-09-01
Date: 4-6-09
Request: Applicant is requesting approval of the following:
Site Plan _X__ (entire parcel zoned PD 3-12)
Preliminary _X__ (Three lots comprising the entire parcel zoned PD 3-12)
Development Name: Deloitte University Conference Center.
Location: Subject property is a 107 tract of land generally located at north of Dove
Road and east of JT Ottinger Road.
Owner: Deloitte LLP.
Developer: Deloitte LLP.
Zoning: PD- 3-12 Z (zoning approved by Town Council on 6-9-08)
Acres: 107 acres (approx.)
Proposed Uses: Hotel/Conference/Educational Center and Data Center.
Phasing: The applicant has indicated that the Data Center will be completed and
occupied prior to the completion of the Hotel/ Conference/Education Center.
II. STAFF REVIEW COMMENTS
1. General
This is a request for approval of a Planned Development Site Plan (PD Site Plan)
and Preliminary Plat for the tract of property zoned PD 3-12 for the project
2
generally known as Deloitte University. This will serve as Deloitte’s leadership
development and training facility for their entire organization with personnel
coming to it for training from Deloitte offices located worldwide. This proposed
use totals 712,000 sq. ft. in size and is designed around a major water feature
(pond) which will be constructed on the site.
The project will consist of an 800 guest room hotel along with an attached
conference center. The conference center will include a 30,000 sq. ft. grand
ballroom (divisible by 4), small room meeting space, restaurant, cyber cafes,
athletic fields (unlighted), and a stand-alone sports bar/social venue (18,000 sq.
ft.). There will also be a stand-alone 30,000 sq. ft. data center on site on the
site’s west side.
The proposed development is cohesive with the Town’s desire to encourage
corporate office campus type development that minimizes building footprint size,
minimizes building height, preserves and integrates improvements into the
existing topography, preserves trees and vegetation, and makes extensive use
of open space. Additionally, as it pertains to this particular land use, while it has
elements of a hotel for which the Town’s development standards are applicable,
it is also different in that it is a corporate training center with single occupancy
guest rooms which creates different traffic generation demands than a typical
hotel.
2. Preliminary Plat
The preliminary plat will effectively plat the entire parcel in to two lots. The Data
Center lot must be a minimum of 200,000 square feet and the remainder of the
tract will be platted into a single lot which the hotel/conference center will be built
on.
3. Setbacks/Building Lines
The building lines are shown on the plans and there are no conflicts or
encroachments proposed.
4. Compliance with approved concept plan
The proposed project is in conformance with the intent and guidelines
established by approval of the concept plan for this zoning district. A conceptual
site was submitted at the applicant’s request, at the time the zoning change
request for the current zoning was made in 2008. The proposed PD Site Plan is
3
similar to the Concept Plan presented during the zoning process. The primary
differences are the elimination of the building that would have crossed over the
water feature, the water feature being substantially reduced in size, the primary
structure being shifted and reconfigured, the parking area being reconfigured, the
relocation of one pond and the addition of a Social Venue and an outdoor sports
field with restroom facilities.
5. Site Design
The site plan includes the 700,000 + square foot hotel/conference center, an
ancillary 18,000 ± square foot Social Venue, an ancillary outdoor sports field with
restroom facilities, and a 30,000 ± square foot stand-alone data center which will
be located on a separate lot.
During the zoning process the developer had indicated that they wish to make
use of the site’s natural beauty with its extensive trees, topographical variation
(i.e. - rolling terrain), and the creek running through the subject tract to create a
unique “decompression” learning environment for Deloitte employees attending
Deloitte University. The submitted site plan reflects the expressed desires of the
applicant with a primary structure focused on the proposed water feature with the
rolling tree and grass covered hills being used as a back drop. The site also
reflects a diligent effort to preserve existing trees and grades where possible.
6. Conformance with Comprehensive Plan
This application is consistent with the Town’s comprehensive plan as amended,
its goal and objectives, and its policies as it relates to land use and site
development.
7. Building Design, Architecture, and Hard Screening
The applicant has indicated that the project will be LEED certified. The specific
level of certification is yet to be determined.
The applicant has included plans with elevation drawings along with photograph
quality renderings to more accurately reflect what the buildings will look like when
completed.
Exterior surface materials. The exterior elevations show the following proposed
exterior building materials:
4
• Standing seam metal roofs.
• Stone veneer.
• Stucco.
• Siding – made with cement fiber material. Hardi-plank brand.
• Tilt wall concrete panels (Data Center only).
• Tinted glass windows. Solarban60
Break down by building:
i. Hotel/Conference Center – Stone, stucco, and Hardi-plank
siding, Solarban 60 glass, with standing seam metal roofing.
ii. Data Center - Stone, painted tilt-wall concrete panels, and
standing seam metal roofing.
iii. Social Venue –Reclaimed wood siding with standing seam
metal roofing.
Stone veneer is an acceptable exterior wall building material. Stucco is
specifically allowed, but only with approval by the Town Council. The
Hardi-plank and the Reclaimed siding materials proposed are not
specifically mentioned in the code section, but could be approved by Town
Council by approval of this PD Site Plan.
Architecture. All buildings are required to have 4-sided, 360 degree architecture.
The Town’s development standards require all sides of these buildings to be
articulated.
Horizontal articulation. The Hotel/Conference/Education Center and the
SocialVenue both comply with the town’s horizontal articulation requirements.
The Data Center does not show the required articulation, but will be required to
comply prior with issuance of a building permit.
Vertical articulation. The vertical articulation for the Hotel/Conference/Education
Center and the Social Venue do not show articulation as called for by ordinance,
but are architecturally compatible with the overall building design. The Data
Center plans do not show the required articulation, but will be required to comply
prior to issuance of a building permit.
Hard Screening. All gas meters, electric meter boxes, breaker boxes, and
conduit, etc located at a building’s service entrances should be screened with
materials that match the building’s architecture and materials, and/or placed
inside the building, and/or be painted to match the building. All heating/air
conditioning equipment placed on the ground near the building or on the roof,
5
must be fully screened from view. Dumpster locations are not shown on the site
plan. These locations shall be screened with materials that must match building
architecture and building materials. Also, the screening fence for the Data Center
must meet Town requirements (i.e.- solid masonry or Town Council approval of
stone columns with wrought iron fencing).
8. Landscaping and Landscape Screening
A tree survey and landscape plan has been submitted that reflects one of the
conditions of the zoning granted for this site involving a reduction in trees
required. There is one existing protected tree on-site that will be mitigated per
the Town’s ordinances. Language needs to be added to the landscape plan that
all plantings in public right-of-way are the applicant’s maintenance responsibility
and adequate clearance for service vehicles must be observed. All electric
transformers, irrigation equipment, gas meters, etc located away from the
buildings, or located at the sides of buildings, should be totally screened with
landscaping.
9. Parking
Proposed on-site vehicular parking does not meet the Town’s standards for a
hotel conference center of one parking space per hotel room which would total
800 spaces. However, the applicant has indicated that a significant number of
their guests will be transported to the site via shuttle bus or taxi, as opposed to
driving their own vehicle or rent car, and feel that the 567 spaces provided will be
more than adequate. In considering the parking requirements needed in the
event that this project is transitioned into a conventional hotel at some point in
the future, the applicant has provided a Parking Demand Model which reflects
that 580 or 13 additional spaces would be needed. The site has more than
adequate open space in which the additional spaces could be installed if it
becomes necessary to include them. The applicant is seeking approval to
allow 567 parking spaces for the hotel/conference/education center use
instead of the 800 spaces required by town ordinances. This request may be
approved by Town Council’s approval of the PD Site Plan. If the project is ever
transitioned into a conventional Hotel, a revised PD Site Plan could be required
and any additional parking could be required to be installed at that time or a
variance could be granted at that time. The parking shown on the concept plan
will be screened from public view.
6
10. Fire Lanes
While the fire lanes do not comply with the requirements of Section 1-198 (circa
1998) of the PD Supplement, they are in compliance with 2006 International Fire
Code as adopted by the Town Council and are acceptable to staff. Staff will give
field approval regarding edge identification of pervious pavement areas and
required fire lane designation marking.
11. Access/Streets/Thoroughfare Plan
Streets internal to the proposed PD 3-12 district (Deloitte University) will all be
private access and provide internal circulation to the site only, thus requiring no
dedication to the Town. Streets external to the site are: JT Ottinger (to the west),
Dove Road (to the south), and Westlake Parkway (to the north). Dove Road is
classified as a minor collector, Ottinger as a local street, and Westlake Parkway
as a major boulevard arterial.
The developer Deloitte, in contractual agreements with Hillwood from whom they
purchased the site, will require Westlake Parkway to be extended by Hillwood, to
a point west of where it currently terminates, to a point roughly near the northeast
corner of the subject PD 3-12 tract, within seven (7) years.
Site access for public, guests, staff, service, and truck traffic were addressed and
approved during the zoning process with detailed requirements included in a
Developer Agreement that was approved by the Town Council on 6-9-08.
12. Street/Highway Right-of-Way Dedication Requirements
No additional right-of-way dedication is required for this project.
13. Pedestrian Circulation
a.) Internal pedestrian circulation: The applicant’s site plan indicates that the
subject site is to be totally self-contained. Thus, all internal pedestrian circulation
will be handled by a private trail and/or private sidewalk network.
b.) External pedestrian circulation: The applicant plans for there to be no public
access connection between the internal trails and any public trails, or pubic
rights-of-way. However, the applicant is required to construct a hike/bike trail for
pedestrian circulation on the south side of their subject site where it adjoins Dove
Road (this would be on the north side of Dove Rd). Additionally, the applicant
7
shall dedicate a dual use easement for future trail access to Ottinger
Road/Westlake Academy as detailed in Section 14 of this report.
14. Trails/Open Space/Streetscaping
No connectivity of this zoning district and site to the Town’s public hike/bike trail
was contemplated by the applicant or the developer in their concept plan during
zoning. The Town’s open space plan shows a hike/bike trail running along Dove
Road and turning north along Ottinger Road. This public hike/bike trail would be
contiguous to those portions of the applicant’s site that adjoins Dove Road. This
developer will construct the portion of this hike/bike trail that runs along the Dove
Road portion of PD 3-12. This trail section along Dove Road will be curvilinear
(serpentine) in its geometry. The streetscape treatment along Dove Road will
include split rail fencing, native grasses, and stone treatments per streetscape
concepts approved by staff.
Additionally, due to easement dedications necessary to provide current and
future duct bank extensions to the adjacent Hillwood property located on the west
side of the subject tract, a 25’ dual use (utility/trail easement) is required along
the subject tract’s western boundary running from Dove Road north and then
west towards Ottinger (near where the Hillwood easement begins that provides
for Deloitte’s service entrance off of Ottinger Rd). This provides future trail
linkage from Dove Road to Westlake Academy and avoids the space
constrictions of the Dove/Ottinger Road bend as well as provides for future duct
bank extension from Ottinger to Dove Road
The site will have an approximate 20 acre off-site private open space adjacent to
it on its northwest side adjacent to Ottinger Road. This private open space is on
Hillwood property, but is reserved for use as private open space only (effectively
becomes an open space buffer) per an agreement between Hillwood and
Deloitte.
15. Lighting
The lighting plans submitted indicate compliance with all Town of Westlake
ordinances as well as the International Dark Skies design guidelines. All lighting
fixtures will be submitted and reviewed/approved by staff prior to installation.
8
16. Tree Mitigation
A tree mitigation plan was included in the submittal and it has been reviewed by
Town staff. Tree mitigation will occur both on site and off site. The tree
mitigation plan may be modified as the project progresses and will be monitored
by town staff. Approval of this PD Site Plan is not granting approval of the tree
mitigation plan. A side note related to trees, the agreements between Hillwood
and Deloitte have required Hillwood to plant additional trees along the perimeter
of the Deloitte site which is currently underway.
17. Signage
No signs, that will be visible from public or private properties, are being proposed
other than address and internal directional/way finding signage.
18. Utilities (including on and off-site extensions and easement dedications)
Water and sewer utilities for this site are provided by the Town of Westlake. Off-
site water and sewer line extensions to serve the site are being done by Hillwood
as a result of agreements between Deloitte and Hillwood. All staff comments
related to on-site water and sewer lines have been addressed by the applicant
including line sizing, as well as spacing of manholes, fire hydrants, valves, and
required site line extensions to certain site perimeter points. On-site access
easements have been provided for all public improvements and off-site
easements necessary for water and/or sewer utilities to serve the site will be
dedicated by the applicant by separate instrument. A note must be placed on the
utility construction plans showing the approved hydrant type, installation cross
section, etc. All on-site electric utility lines, new or existing, should be placed
underground. All exclusive franchise utility easements shall be identified on the
plat and must be approved by the Town.
19. Storm water (including on and off-site facilities and easement dedications)
The developer’s PD Site Plan reflects their desire to make effective use of the
site’s natural beauty with its extensive trees, topographical variation (i.e. - rolling
terrain), and the creek running through the subject tract. Site drainage will
comply with Town of Westlake ordinances.
Further, the applicant’s engineer has confirmed that the site can be properly
drained with an on-site storm drain system (i.e. - detention or retention). No off-
site drainage easements are necessary to serve this site. There is a mapped
9
FEMA 100-year floodplain on the subject property and the required Flood Plain
Development permit applications have been filed.
20. Landscaping and Landscape Screening
The site design and landscaping is focused on a significant on-site water feature
(pond) which is central to the site plan. A tree survey and landscape plan has
been submitted that reflects one of the conditions of the zoning granted for this
site involving a reduction in trees required. There is one existing protected tree
on-site that will be mitigated per the Town’s ordinances. Language needs to be
added to the landscape plan that all plantings in public right-of-way are the
applicant’s maintenance responsibility and adequate clearance for service
vehicles must be observed. All electric transformers, irrigation equipment, gas
meters, etc located away from the buildings, or located at the sides of buildings,
should be totally screened with landscaping.
21. Public Art
No public art has been included in the proposed site plan.
III. STAFF RECOMMENDATIONS
IV.
Staff recommends approval of this Preliminary Plat and PD Site Plan, as submitted
(including building elevations and building materials/color palette) along with all of
the conditions highlighted above in the Staff Review Comments portion of this report
and with the following additional stipulations:
1. Preliminary Plat: Staff recommends approval of the preliminary plat with the
stipulation the floodway and floodplain may be relocated prior to final platting the
the new locations will need to be reflected on the final plat.
2. Access/Streets: As presented and approved at zoning, the plans show that the
primary public/guest ingress and egress will be from the north via a private drive
extending from Westlake Parkway which is shown as a major boulevard arterial
roadway on the Town’s thoroughfare plan. Service and employee access to the
site will be from an ingress/egress point (conveyed by easement from Hillwood to
Deloitte) located off of JT Ottinger Road. This indicates that compliance with the
development agreement between the Town of Westlake, Deloitte, and Hillwood
(approved by the Town Council on 6-9-08) is intended. Additionally, approval of
10
this site plan and preliminary plat is conditioned upon the West Access Road
being installed before the Hotel/Conference Center portion of the project receives
a Certificate of Occupancy.
Per the Planning and Zoning (P&Z) Commission’s recommendation, the
stipulation was added that the western access gate (for service and employee
traffic) must be staffed and/or monitored continuously on a 24/7 basis to allow
denied traffic access onto the property for turnaround and to avoid any traffic
back-up on J. T. Ottinger Road. The gate, as submitted, was not designed with a
denied access turnaround prior to the gate and entrance onto the property.
8. Pedestrian Circulation/Trails/Open Space/Streetscaping: The portion of the
hike/bike trail shown on the Town’s open space/trail plan that parallels the north
side of Dove Road and is adjacent to PD 3-12 will be constructed per Town
standards by the developer as a part of this project. A 25’ dual use easement for
utilities (for current and future duct bank extensions), as well as future trail use,
will be required along the developer’s western property line, north to near J. T.
Ottinger Road (as per the staff comments in the applicable section above). The
trail along Dove Road will be curvilinear (serpentine) in its geometry. The
streetscape treatment along Dove Road will include split rail fencing, native
grasses, and stone treatments per streetscape concepts approved by staff prior
to installation.
Per the P&Z Commission’s recommendation, the stipulation was added that in
the event adjacent properties are final platted without providing for continuation
of the trail easement to J. T. Ottinger Road, the dual-use easement will revert to
a single-use easement for telecommunications use (duct bank).
9. Lighting: The lighting plans submitted indicate compliance with all Town of
Westlake ordinances as well as the International Dark Skies (IDS) design
guidelines. (Note: IDS compliance was also a note indicated on the conceptual
site plan submitted at zoning). All fixtures will be submitted and
reviewed/approved by staff prior to installation.
Per the P&Z Commission’s recommendation, the stipulation was added that the
lighting for the construction offices, staging areas and any material storage will
comply with the Town of Westlake requirements without violation of OSHA
regulations.
11
10. Tree Mitigation: Tree mitigation will occur both on site and off site, in
compliance with Town ordinances prior to issuance of a Certificate of
Occupancy.
11. Signage: No signs, that will be visible from public or private properties, are
being proposed other than address and internal directional/way finding signage.
12. Building Design/Screening Fence: While the Data Center, as submitted, does
not comply with the horizontal and vertical articulation requirements of the
Westlake Code of Ordinances, the Planning and Zoning Commission finds the
footprint of the building acceptable and recommends approval of the exterior
elevations as presented. This approval is recommended since vertical
articulation would only result in a taller building and that the mixture of materials,
colors, and textures used on the exterior walls provides a visual articulation that
meets the spirit and intent of the Code.
Additionally, the P&Z Commission recommended that in addition to any
approved fencing requirements found in the PD 3-12 and/or Westlake Code of
Ordinances, the applicant may use black vinyl coated chain- link fencing with
evergreen vegetation to cover the fencing.
TOWN OF WESTLAKE
RESOLUTION 09-18
APPROVING A SITE PLAN FOR THE PARCEL OF LAND ZONED PD 3-12,
TOWN OF WESTLAKE, TARRANT COUNTY, TEXAS; GENERALLY
LOCATED NORTH OF DOVE ROAD AND EAST OF JT OTTINGER.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF
THE TOWN OF WESTLAKE, TEXAS:
SECTION 1: That the Board of Aldermen of the Town of Westlake, Texas, does
hereby approve the site plan for PD 3-12 as attached, recommended for approval by the
Planning and Zoning Commission on April 2, 2009, for a 106.947 acre tract of land
described above and according to the attached Exhibit “A” - Site Plan and Exhibit “B” –
Staff Report
PASSED AND APPROVED ON THIS 13th DAY OF APRIL 2009.
___________________________________
Laura Wheat, Mayor
ATTEST:
________________________________ ___________________________________
Kim Sutter, TRMC, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry, Town Attorney
Town of
Westlake
Item # 5 – SP exhibit
to Resolution 09‐18
A copy of the Site Plan in on
file in the Town Secretary’s
Office.
TOWN OF WESTLAKE
RESOLUTION 09-19
APPROVING A PRELIMINARY PLAT FOR THE PARCEL OF LAND ZONED
PD 3-12, TOWN OF WESTLAKE, TARRANT COUNTY, TEXAS; GENERALLY
LOCATED NORTH OF DOVE ROAD AND EAST OF JT OTTINGER.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF
THE TOWN OF WESTLAKE, TEXAS:
SECTION 1: That the Board of Aldermen of the Town of Westlake, Texas, does
hereby approve the preliminary plat for PD 3-12 as attached, recommended for approval
by the Planning and Zoning Commission on April 2, 2009, for a 106.947 acre tract of
land described above and according to the attached Exhibit “A” - Preliminary plat and
Exhibit “B” – Staff Report
PASSED AND APPROVED ON THIS 13th DAY OF APRIL 2009.
___________________________________
Laura Wheat, Mayor
ATTEST:
________________________________ ___________________________________
Kim Sutter, TRMC, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry, Town Attorney
Town of
Westlake
Item # 5 – PP
exhibit to
Resolution 09‐19
A copy of the Preliminary
Plat in on file in the Town
Secretary’s Office.
DRAFT – NOT THE FINAL
VERSION
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
PLANNING AND ZONING COMMISSION MEETING
April 2, 2009
PRESENT: Chairman Bill Greenwood and Commissioners Allen Heath, Walter Copeland, Rick
Rennhack, and Sharon Sanden.
ABSENT: None.
OTHERS PRESENT: Town Manager Thomas Brymer, Town Secretary Kim Sutter,
Planning and Development Director Eddie Edwards, DPS Director
Don Wilson, Facilities and Recreation Director Troy Meyer, and
Assistant to the Town Manager Ginger Awtry.
1. CALL TO ORDER.
Chairman Greenwood called the meeting to order at 6:07 p.m.
2. REVIEW AND APPROVE MINUTES OF THE PLANNING AND ZONING
COMMISSION MEETING HELD ON DECEMBER 18, 2008.
Chairman Greenwood introduced the item and asked for a motion.
MOTION: Commissioner Sanden made a motion to approve the minutes as presented.
Commissioner Rennhack seconded the motion.
Commissioner Heath requested a correction to the minutes.
VOTE ON
MOTION: The amended motion carried by a vote of 4-0, with with Commissioner
Copeland abstaining from the vote due to his absence from the meeting.
3. CONDUCT A PUBLIC HEARING AND TAKE APPROPRIATE ACTION
REGARDING THE FOLLOWING CASES:
A) SITE PLAN; CASE NO. SP-09-01
B) PRELIMINARY PLAT; CASE NO. PP-09-01
BOTH APPLICATIONS LISTED ABOVE PERTAIN TO THE FOLLOWING
TRACTS OF LAND: approximately 107 acres of land in the Planned Development 3-
Planning Area 12 (PD 3-12) zoning district, generally located east of J. T. Ottinger Road and
north of Dove Road.
Town of Westlake Page 2 of 5
Planning and Zoning Commission Meeting Minutes
April 2, 2009
Town Manager Brymer introduced the item and reviewed the history of the zoning case
amendment, the permitted uses, and the concept plan as approved by the Town Council in
May 2008.
Mr. Brymer presented the architectural, topographical, and site plan renderings for the
project.
Chairman Greenwood inquired as to the proposed lighting standards for the parking lots.
Planning and Development Director Edwards responded that the lighting plan submitted by
the applicant complies with the Town ordinances and the International Dark Skies
Association standards.
Town Manager Brymer addressed the Commission regarding the Dove Road streetscape,
and advised the Commission that the Town has worked with a streetscape consultant and the
Town has asked the applicant to utilize streetscape design concepts that will complement
other areas of the Town.
Town Manager Brymer advised that staff is recommending approval of the Site Plan and the
Preliminary Plat with the following stipulations:
- Preliminary Plat
o Floodway and floodplain may be relocated prior to final platting.
o Drainage and maintenance easements along floodway boundary will be
provided prior to Certificate of Occupancy.
- Site Plan:
o Access/Streets
• Primary public/guests ingress and egress from north via private drive
from Westlake Parkway.
• Service/Employee ingress and egress from west via private drive from
J.T. Ottinger Road (conveyed by easement between Deloitte and
Hillwood).
• Preliminary Plat and Site Plan approval conditional upon completion
of westerly access road prior to hotel/conference center receiving CO.
o Pedestrian Circulation/Trails/Open Space
• Portion of hike/bike trail along north side of Dove Road, adjacent to
PD 3-12, to be constructed per Town standards by developer.
• 25’ dual use easement for utilities (duct bank) and future trail use
required along western property line north, near J.T. Ottinger (with
conditions).
• Trail along Dove Road to be curvilinear in design.
• Streetscape along Dove Road will include the following per approval
by Town staff prior to installation:
- split rail fencing
- native grasses
- stone treatments
o Lighting
Town of Westlake Page 3 of 5
Planning and Zoning Commission Meeting Minutes
April 2, 2009
• Complies with all Town standards and with International Dark
Skies guidelines.
• All fixtures are to be submitted and reviewed/approved by Town
staff prior to installation.
o Tree mitigation
• To occur both on-site and off-site.
• Must be in compliance prior to issuance of CO.
o Signage
• No signs, visible from public or private properties, are proposed in
submittal other than directional/way finding signage.
o Building design/Screening Fence
• Data center building permit issued only after plans are provided
indicating compliance with horizontal and vertical articulation as
required by ordinance.
• Data center screening fence must meet Town requirements (i.e. solid
masonry or Town Council approval of stone columns with wrought
iron fencing)
Commissioner Heath inquired about the use of hardiplank material for an exterior finish.
Planning and Development Director Edwards responded that there is no masonry percentage
requirement for commercial construction, just an approved material.
Planning and Development Director Edwards addressed the Commission regarding the use
of stucco for the project.
Mr. Steve Silverstein, Director with Deloitte, responsible for Real Estate Strategies and
investments addressed the Commission regarding the project. Mr. Silverstein advised the
Commission that the goal is to achieve the Gold standard for LEED. However, as the
project progresses, a decision regarding level of LEED.
Discussion ensued regarding the Dark Skies Association standards, the number of
employees (both Deloitte and Benchmark employees), the number of service trucks
accessing the properties per week, the appearance of a temporary road off Westlake
Parkway, gate access, activity in data center,
Mr. Steve Silverstein introduced the members of the team working on the project.
- Brad Selner, Managing Director, Jones Lang LaSalle
- Jonathan Carrier, Project Manager, Jones Lang LaSalle
- Tommy Parrett, Jones Lang LaSalle
- Brad Blankenship, Senior Vice President, Jones Lang LaSalle
- Valle Hathaway, Senior Project Manager, Jones Lang LaSalle
- Kerry Moon, Project Manager, Deloitte Services, LLP
- Lester Yuen, Design Director/Senior Associate, Gensler
- Pete Chalfant, Architect, Gensler
- David Thompson, Managing Principal, SWA Group (Landscape Architect)
- Rob Ryder, Landscape Architect, SWA Group
Town of Westlake Page 4 of 5
Planning and Zoning Commission Meeting Minutes
April 2, 2009
- Adam Reeves, Jacobs Engineering
- Melissa Norcross, Public Relations Manager, Deloitte Services, LLP
Lester – Gensler Architects, addressed the Commission regarding the design choices for
the project and presented material samples to the Commission. He also addressed the
Commission regarding the footprint of the data center and the articulation of the building.
David Thompson, SWA Group, addressed the Commission regarding the landscape
architecture for the project and the selection of native plant material. Mr. Thompson also
presented examples of a ‘living fence’, which is proposed as screening for the data center.
Town Manager Brymer advised the Commission that staff is agreeable to the footprint of the
data center building as proposed, as well as a black chain link fence with evergreen to serve
as screening for the building.
Mr. Adam Reeves, Jacobs Engineering, addressed the Commission regarding the technical
engineering related to the project.
Discussion ensued regarding emergency access, contractor parking, and lighting during
construction.
Chairman Greenwood opened the public hearing.
Dr. Joe Bonola, 1800 Barrington, Keller and Westlake property owner, addressed the
Commission regarding the cases and raised questions regarding an entrance and exit off of
Dove Road, screening on Dove Road, the location of the project in relation to Dove Road,
and the plans for future development of the property.
Mr. Silverstein responded that screening will include split rail fencing to blend in with
environment, and the intent at this time is to maintain the property as is. However,
additional features and rooms maybe added at a later date.
There being no further discussion, Chairman Greenwood asked for a motion to close the
public hearing.
MOTION: Commissioner Heath made a motion to close the public hearing.
Commissioner Rennhack seconded the motion. The motion carried by a vote
of 5-0.
Town Manager Brymer reviewed the staff recommendations with the following additional
stipulations based on the discussion:
2. Access/Streets
Add: Western access point (from J.T. Ottinger Road) will be staffed OR
monitored 24 hours a day / 7 days a week to achieve the purpose of allowing
trucks to turnaround at the site.
Town of Westlake Page 5 of 5
Planning and Zoning Commission Meeting Minutes
April 2, 2009
8. Pedestrian Circulation/Trails/Open Space/Streetscaping
Add: If the 25-foot dual use easement is not extended to J.T. Ottinger Road it
will reverts to a single use easement for telecommunications tied to final platting
of adjacent property
9. Lighting
Add: Construction and staging lighting area will comply with Town of Westlake
requirements to the extent as not to violate OSHA standards.
12. Building Design/Screening Fence
Remove vertical and horizontal articulation requirements and add acceptable as
presented.
Delete requirement for solid masonry and add black chain link fence with
evergreen is acceptable.
Chairman Greenwood requested a motion
MOTION: Commissioner Heath made a motion to recommend approval of the Site Plan
(SP-09-01) and the Preliminary Plat (PP-09-01), subject to the staff
recommendations and with the modifications as presented by the Town
Manager to sections 2, 8, 9, and 12 (above). Commissioner Sanden seconded
the motion. The motion carried by a vote of 5-0.
4. ADJOURNMENT.
There being no further business to come before the Commission, Chairman Greenwood
asked for a motion to adjourn the meeting.
MOTION: Commissioner Rennhack made a motion to adjourn the meeting.
Commissioner Copeland seconded the motion. The motion carried by a vote
of 5-0.
Chairman Greenwood adjourned the meeting at 8:49 p.m.
Approved by the Planning and Zoning Commission on the 23 day of April 2009.
________________________________
William E. Greenwood, Chairman
ATTEST:
_____________________________________
Kim Sutter, TRMC, Town Secretary
6. FUTURE AGENDA ITEMS: Any Board member may request at a workshop
and / or Board meeting, under “Future Agenda Item Requests”, an agenda item
for a future Board meeting. The Board member making the request will contact
the Town Manager with the requested item and the Town Manager will list it on
the agenda. At the meeting, the requesting Board member will explain the item,
the need for Board discussion of the item, the item’s relationship to the Board’s
strategic priorities, and the amount of estimated staff time necessary to prepare for
Board discussion. If the requesting Board member receives a second, the Town
Manager will place the item on the Board agenda calendar allowing for adequate
time for staff preparation on the agenda item.
- None.
Town of
Westlake
Item # 6 –
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 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
4/6/09 J. Greenwood Amendments to water conservation ordinance (consent) Meeting
3/15/09 T. Meyer Arts & Sciences Center Bid for Security Package (consent) 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
2/16/09 T. Wood Personnel Manual Amendments Meeting
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
7. COUNCIL CALENDAR.
- Early Voting begins
o April 27, 2009
- 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 # 7 –
Council Calendar
Town of
Westlake
Item # 8 –
Adjournment
Back up material has not
been provided for this item.