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Home My WebLink About04-13-09 TC Wkshp packet 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 WORKSHOP A G E N D A APRIL 13, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE MUNICIPAL COURT ROOM, SUITE 207 5:00 p.m. 1. CALL TO ORDER. 2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM APRIL 13, 2009, COUNCIL REGULAR MEETING AGENDA. 3. HEAR AND DISCUSS REPORT FROM WESTLAKE HISTORICAL PRESERVATION SOCIETY PRESIDENT REGARDING ACTIVITIES OF THE SOCIETY. 4. HEAR AND DISCUSS COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) PRESENTED BY PATTILLO, BROWN & HILL, L.L.P. FOR FISCAL YEAR ENDED SEPTEMBER 30, 2008. Town of Westlake Town Council Page 2 of 2 Workshop Agenda April 13, 2009 5. PRESENTATION AND DISCUSSION OF THE WESTLAKE ACADEMY FOUNDATION’S EFFORTS RELATED TO THEIR FUND RAISING EFFORTS FOR WESTLAKE ACADEMY’S SAM AND MARGARET LEE ARTS AND SCIENCES CENTER. 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. 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 551.87 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 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kim Sutter, TRMC, Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. 2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM APRIL 13, 2009, COUNCIL REGULAR MEETING AGENDA. 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 Town of Westlake’s 2007-2008 Annual Audit. d. Consider a Resolution opposing HB 4441 relating to the authority of the Railroad Commission of Texas to establish standards regarding certain pipelines and appurtenant facilities. Town of Westlake Item # 2 – Review of Consent Agenda Items 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 7, 2009 ITEM Hear and discuss report from Westlake Historical Preservation Society President regarding activities of the Society. 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 o Historic Preservation BACKGROUND In accordance with the recently adopted Advisory Board Policy, Section III (A), the Westlake Historical Preservation Society President will report on the Society’s activities over the past year and the plans for the upcoming year. FUNDING N/A RECOMMENDATION Hear and discuss report. ATTACHMENTS None. 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 Item # 4 – Audit Report A copy of the audit is on file in the Town Secretary’s Office. 1 Town of Westlake Memo To: Honorable Mayor and Members of the Town Council From: Tom Brymer, Town Manager Subject: Workshop Meeting of April 13, 2009 Date: April 8, 2009 ITEM Presentation and Discussion of the Westlake Academy Foundation’s Efforts Related to Their Fund Raising Efforts for Westlake Academy’s Sam and Margaret Lee Arts and Sciences Center. VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: ; We are Leaders o Premier educational facilities and programs o Producing well educated future leaders and thinkers BACKGROUND On September 15, 2008, the Town Council adopted Resolution No. 08-52 awarding a guaranteed maximum price contract (GMP) of $4,115,221 to Steele & Freeman, Inc. for the construction of this facility. Total cost of the project is set at $5,189,389 with funding coming from several sources (outlined below), including funding to be raised by the Westlake Academy Foundation. This agenda item is intended to give current Foundation President Leah Rennhack an opportunity to provide the Town Council a report of the status of the Foundation’s fund raising efforts to date for this project. The scope of this project, as approved by the Town Council, includes: - Two (2) Science Classrooms - One (1) Art Room - Break Out Space - Restroom Facilities - One (1) Conference Room - Additional Office Space - Additional Parking Also, on November 10, 2008 the Town Council adopted Resolution No. 08-62 naming this facility the Sam and Margaret Lee Arts and Sciences Center. FUNDING Approved funding for this project is as follows: - G.O. Bonds $2,467,000.00 - Margaret Lee gift $500,000.00 - Texas Student Housing Authority $500,000.00 - Interest $28,325.00 - Westlake Academy Foundation Donations $641,447.00 - Westlake Academy Foundation Pledges $431,890.00 - Utility relocation from utility fund $211,000.00 2 - FF& E paid by Academy operating budget $200,000.00 - Future Donation and/or grants $209,727.00 - Total funding $5,189,389.00 The General Fund fund balance will be utilized as a funding source, as necessary, to cover unreceived pledges and grants, and such funding will be subject to repayment to the Town of Westlake by the Westlake Academy Foundation, along with $205,000 of the utility relocation cost. RECOMMENDATION Hear and discuss the report from the WAF President regarding the Foundations fund raising efforts for the Sam and Margaret Lee Arts and Sciences Center. ATTACHMENTS: • Arts & Science Building Funding Analysis Dated 3-31-09 ARTS & SCIENCES BUILDING FUNDING ANALYSIS MARCH 30, 2009 September 2008 ALL SOURCES:Resolution GO Bond proceeds 2,467,000$ Donation - Lee Gift 500,000 Donation - Texas Student Housing 500,000 Interest Income 28,325 Donation - Westlake Academy Foundation 641,447 Donation - Westlake Academy Foundation pledges 431,890 Utility relocation 211,000 Academy - FF&E from WA Fund Balance 200,000 Future donations/grants 209,727 Total Project 5,189,389$ FUNDS RECEIVED GO Bond proceeds 2,467,000 Academy - FF&E from WA Fund Balance 200,000 Donation - Lee Gift 500,000 Donation - Texas Student Housing 500,000 Interest Income 28,325 Total Funds received 3,695,325 FOUNDATION FUNDS NEEDED Donation - Westlake Academy Foundation 641,447$ Donation - Westlake Academy Foundation pledges 431,890 Utility relocation 211,000 Future donations/grants 209,727 Total Funds needed from Foundation 1,494,064 TOTAL PROJECT 5,189,389$ March 30, 2009 TOTAL PROJECT 5,189,389$ Funded to-date GO Bond proceeds 2,467,000 Academy - FF&E from WA Fund Balance 200,000 ** Donation - Lee Gift 500,000 Donation - Texas Student Housing 500,000 Interest Income 62,012 Utility relocation (Town portion)6,000 Sub-total (funded to date)3,735,012 Remaining Funds Needed to Complete Project 1,454,377 Westlake Academy Foundation Funds Available Donations (available)994,084$ Interest income (available)14,814 1,008,898 Receivables Pledges outstanding 402,499 Remaining portion to be funded 42,980$ **An Estimated $50K is included in FF&E to support the start-up classroom operating supplies needed 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. Westlake Academy 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 Town of Westlake Item # 7 – Adjournment Back up material has not been provided for this item.