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Home My WebLink About05-18-09 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 May 18, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE MUNICIPAL COURT ROOM, SUITE 207 4:30 p.m. 1. CALL TO ORDER. 2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM MAY 18, 2009, COUNCIL REGULAR MEETING AGENDA. 3. HEAR AND DISCUSS REPORT FROM PUBLIC ART SOCIETY OF WESTLAKE PRESIDENT-ELECT REGARDING ACTIVITIES OF THE SOCIETY. 4. DISCUSSION OF THE QUARTERLY FINANCIAL DASHBOARD FOR THE QUARTER ENDED MARCH 31, 2009, THE CAPITAL IMPROVEMENT PROJECTS UPDATE, AND THE MUNICIPAL AND ACADEMY BUDGET CALENDAR UPDATE. 5. PRESENTATION AND DISCUSSION OF PROPOSED FM 1938 STREETSCAPE ENHANCEMENTS. Town of Westlake Town Council Page 2 of 2 Workshop Agenda May 18, 2009 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, May 15, 2009, by 4:30 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. Review of Consent Agenda 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 April 27, 2009. b. Consider a Resolution authorizing the Town Manager to enter into a thirty-six month agreement and authorize subsequent renewals with Henry Brothers Electronics for related security system maintenance, service, repair, and inspections of equipment and applicable software. c. Consider a Resolution authorizing a contract with Royer & Schutts to provide and install the offices and classroom furniture for the Sam & Margaret Lee Arts & Sciences Center. d. Consider a Resolution approving the payment of AT&T invoice for relocation of telecommunication infrastructure related to the FM 1938 project. e. Consider a Resolution ratifying the action of the Town Manager to retain Brown McCarroll L.L.P. for legal services related to State legislative monitoring and advocacy focused on HB 2110. Town of Westlake Item # 2 – Review of Consent Agenda Items Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Tom Brymer, Town Manager Subject: Workshop Meeting of May 18, 2009 Date: May 13, 2009 ITEM Hear and discuss report from Public Art Society of Westlake President-elect 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 Tourism development BACKGROUND In accordance with the recently adopted Advisory Board Policy, Section III (A), the Public Art Society of Westlake’s President-elect 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 Meeting of May 18, 2009 Date: May 13, 2009 ITEM Discussion of the Quarterly Financial Dashboard for the quarter ended March 31, 2009, the Capital Improvement Projects update, and the Municipal and Academy Budget calendar update. 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 2nd quarter “Dashboard” reports for the FY 2008-2009 are attached. Our goal is to have a concise and easy to understand document regarding the financials of our three (3) major funds; General Fund, Visitors Association Fund and the Utility Fund. The remaining funds: Debt Service, Capital Projects, 4B Economic Development and Property Tax Reduction are a function of transfers in, sales tax revenues (which are discussed in the GF analysis), related expenses and transfers out; therefore, we have not prepared quarterly reports for these funds. A few changes were made on the last quarter’s “Dashboard”. I will repeat the changes to refresh your memory. On the individual fund reports, you will see an “A”, and on the Utility Fund a “%”, beside several revenue line items. The “A” indicates the specific YTD Actuals line-item is based on the accrual method. This means that revenue received after 3/31/09 but related to that specific quarter, i.e. sales, tax, franchise fees, hotel occupancy tax, etc. was added to the YTD Actual for comparison to the budget. The YTD Budget is based on 6 months out of the 12 month budget; therefore, it’s reasonable to accrue the amount to show 6 months of actual receipts. In addition to accruing the water revenue receipts for the YTD Actuals, I have changed the YTD Budget calculation from 6 months of the 12 month period to a much better representation of that fund’s revenue. Because the majority of the water revenue is received in the spring and summer (hotter, dryer months), the YTD Budget calculation is now being based on the percentage of revenues received for the first six months of the prior year. In review, these quarterly reports contain a “dashboard” display complete with major revenue and expenditure categories as well as department revenues. A comparison of the YTD Budget amount and the YTD Actuals at 3/31/09 has been presented. The color green obviously means that we are good in those specific line items when comparing YTD Budget to YTD Actuals. Any concerns between these two areas show up as yellow (cautionary) or red (critical). Staff has been working on the year-end Estimated Budget; therefore, I have added columns to indicate the preliminary numbers. I also included a “Dashboard” comparing the YTD Estimated Budget with the YTD Actuals. Hopefully, the color coding will help. The light green corresponds to the Adopted Budget, the light blue represents the Estimated Budget, and the pink indicates the YTD Actuals. A summary is presented at the bottom of each fund page indicating the net revenues over (under) expenditures along with the projected ending fund balances for the Adopted Budget and the Estimated Budget as well as the YTD Actuals. The operating days remaining in Unrestricted Fund Balance have been calculated using operating expenditures. Our Fiscal and Budgetary Policies state that we will strive to maintain 90 days of operation. There is an additional report for each “Dashboard” titled “Explanation of Major Estimated Budget Increase (Decrease) From Adopted Budget”. Just as the title indicates, this report explains the major increase (decrease) in the budgets. A comparison of the Estimated Budget with YTD Actuals is discussed on the “Analysis”. Please remember, the “Analysis” report is color coded and corresponds to the specific line-item on the “Dashboard” report. All “cautionary” and “critical” items are detailed with explanations of the variances. I have also explained several of the line-items that were greater (green) in revenue than we anticipated informing you as to what specifically happened with that revenue line-item. Beside each major category or department on the explanation page, you will find a number that reflects the exact variance in that department/line-item. A “Capital Improvement Projects Update” report is attached for your review. This represents balances through 5/15/09 with a short update of each project. The Directors responsible for these projects will be available for additional clarification at the workshop. A revised “Municipal and Academy Budget Calendar” is attached for discussion. FUNDING N/A RECOMMENDATION No action required. ATTACHMENTS: General Fund - Quarterly Financial Dashboard – Quarter Ended 3/31/09 General Fund - Explanation of Major “Estimated Budget” Increase (Decrease) From Adopted Budget General Fund - Analysis of Dashboard for Quarter Ended 3/31/2009 Utility Fund - Quarterly Financial Dashboard – Quarter Ended 3/31/2009 Utility Fund - Explanation of Major “Estimated Budget” Increase (Decrease) From Adopted Budget Utility Fund - Analysis of Dashboard for Quarter Ended 3/31/2009 Visitors Association Fund - Quarterly Financial Dashboard – Quarter Ended 3/31/2009 Visitors Association Fund - Explanation of Major “Estimated Budget” Increase (Decrease) From Adopted Budget Visitors Association Fund - Analysis of Dashboard for Quarter Ended 3/31/2009 Capital Improvement Projects Update – FY 2008/2009 FY 09-10 Municipal and Academy Budget Calendar 5/13/2009 6:30 PM ADOPTED ESTIMATED Annual YTD Annual YTD YTD A (Based on Accrual Method)Budget Budget Budget Budget Actuals Dashboard Dashboard A Dept 11 Sales/Beverage Tax 1,677,652$ 838,826$ 1,713,300$ 856,650$ 1,102,305$ 131.41%128.68% A Dept 11 Franchise Fees 643,780 321,890 598,770 318,123 314,108 97.58%98.74% Dept 11 Interest/Misc Income 54,100 27,050 35,000 17,500 17,279 63.88%98.74% Dept 12 Planning & Zoning 1,477,750 738,875 1,245,875 622,938 143,530 19.43%23.04% Dept 13 Town Secretary 27,382 13,691 27,726 13,863 13,691 100.00%98.76% A Dept 14 Fire/EMS 130,515 65,258 130,515 65,258 61,727 94.59%94.59% Dept 15 Court 670,958 335,479 538,081 269,040 239,862 71.50%89.15% Dept 16 Public Works 0 0 23,300 11,650 23,300 100.00%200.00% Dept 17 Facilities 0 0 11,936 5,968 5,713 100.00%95.72% Dept 19 Parks/Rec 18,000 9,000 33,575 16,788 26,296 292.18%156.64% TOTAL 4,700,137$ 2,350,069$ 4,358,077$ 2,197,776$ 1,947,811$ 82.88%88.63% Positive Cautious Negative >95%75% - 95%< 75% ADOPTED ESTIMATED Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals Dashboard Dashboard Payroll & Related 1,900,941$ 950,470$ 1,914,701$ 957,350$ 940,772$ 98.98%98.27% Operations & Maintenance 2,856,557 1,428,279 2,517,606 1,258,803 863,658 60.47%60.47% Capital Outlay /Lease 26,934 13,467 25,433 12,717 15,595 115.80%115.80% TOTAL 4,784,432$ 2,392,216$ 4,457,740$ 2,228,870$ 1,820,025$ 76.08%81.66% Positive Cautious Negative < 100%101%-110%>111% ADOPTED ESTIMATED Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals Dashboard Dashboard Dept 88 Transfers In 297,000$ 148,500$ 332,000$ 166,000$ -$ 0.00%0.00% Dept 99 Transfers Out 162,400 81,200 311,585 155,793 54,748 67.42%35.14% TOTAL 134,600$ 67,300$ 20,415$ 10,208$ (54,748)$ Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals 50,305$ 25,152$ (79,247)$ (20,886)$ 73,038$ Beginning Fund Balance 2,779,239 2,779,239 2,779,239 2,779,239 2,779,239 Ending Fund Balance 2,829,544 2,804,391 2,699,992 2,758,353 2,852,276 Restricted Funds 563,373 453,373 383,828 383,828 638,691 Unrestricted Fund Balance 2,266,170$ 2,351,018$ 2,316,164$ 2,374,525$ 2,213,585$ # of Operating Days 193 200 199 204 173 Daily Operating Cost $11,738 $11,738 $11,635 $11,635 $11,635 ESTIMATED BUDGET Revenue Legend: Expenditure Legend: GENERAL FUND 100 Quarterly Financial Dashboard Quarter Ended 03/31/2009 ESTIMATED BUDGET REVENUES ADOPTED BUDGET ESTIMATED BUDGET ESTIMATED BUDGET Net Revenues Over (Under) Exp Including Other Sources/Uses EXPENDITURES OTHER SOURCES AND USES ADOPTED BUDGET ADOPTED BUDGET SUMMARY ADOPTED BUDGET TOWN OF WESTLAKE Explanation of Major “Estimated Budget” Increase (Decrease) From “Adopted Budget” GENERAL FUND Page 1 REVENUES SALES TAX + 35,648 • Additional revenues are expected from the payment of sales tax on the construction materials based on the Fidelity II Economic Development Agreement (“Agreement”). The Adopted Budget, of which we pay out 1%, was $232,220 total ($116,110 for General Fund); we have already received $250K total year-to-date. – Based conservatively on the revenues received year-to-date • Average receipt (without including audit and the “Agreement” revenues) = $195K/monthly • Includes $698K in audit revenues received in January ($349K for General Fund) • We had anticipated $696K in revenues from the payment of sales tax received on the construction materials based on the Economic Development Agreement with Deloitte. It appears these revenues won’t be recognized until the beginning of FY 2009-2010. $348K of this amount was reflected in sales tax as well as economic development expenditure in the General Fund. FRANCHISE FEES ($45,010) • AT&T/SBC Increase of $22K – Based on receipts from the first two quarters of the fiscal year • TXU/Atmos Gas Increase of $8K • Charter Increase of $1K • Tri-County Decrease of $76K INTEREST/MISC ($19,100) • Reduction of Interest Income based on current interest rates – ($9,250) – Based on receipts from the first two quarters of the fiscal year • Reduction of Insurance refund amount from $11K to $5K. Typically represents an equity return based on insurance, claims, etc. as well as a Workers Comp audit that is performed during the fiscal year. Typically received at end of the fiscal year after an audit • Reduction in Miscellaneous permits based on first two quarters PLANNING/ZONING ($231,875) Grading & Building Permits ($622,500) • Reduced estimated number of new homes from 20 to 10 o Grading reduced from $12K to $6K o Residential permits reduced from $259K to $129K TOWN OF WESTLAKE Explanation of Major “Estimated Budget” Increase (Decrease) From “Adopted Budget” GENERAL FUND Page 2 • Commercial Projects – Reduced from $765K to $142.5K o No commercial projects have been submitted for permitting to-date; originally projected Westlake Corners, Deloitte and several remodels for the year. Amount has been reduced to include only one new retail permit for the year at $13K. o Originally anticipated receiving Deloitte’s revenue by July, 2009. We may possibly receive the latter part of the fiscal year, but to be conservative, we are not including the amount in the current fiscal year revenues. Inspections/Plan Review +$486,625 • Reduced estimated number of new homes from 20 to 10 – Reduced from $67K to $33.5K • Based on the new fee structure and Deloitte’s latest schedule, the Town anticipates receipt of approximately $790K by year-end. – Increase from $329K to $798K Gas Well Site Permits ($10,000) • Delays in getting the ordinance passed that allows the permitting of the gas well site permits. • Originally estimated 5 well sites at $20K/each = $100K; Now estimate 3 sites at $30K/each totaling $90K Gas Well Drilling Permits ($80,000) • Delays in getting the ordinance passed that allows the permitting of the gas well drilling permits • None anticipated for this fiscal year MUNICIPAL COURT ($132,877) Citation Revenues – Reduced from $467K to $375K • Attributed to the economy • Defendants are asking for jail time, extended payment plans or indigent hearings instead of making payments Warrant Revenues/Fees – Reduced from $140K to $121K • Defendants are asking for jail time, extended payment plans or indigent hearings instead of making payments Interest Earned - Reduced from $14.5K to $2.5K • Lower revenues; lower interest rates than projected TOWN OF WESTLAKE Explanation of Major “Estimated Budget” Increase (Decrease) From “Adopted Budget” GENERAL FUND Page 3 • Escrow received from Paul Spain for streets (Terra Bella Development) PUBLIC WORKS +$23,300 • Funds received for rental of facility to church weekly FACILITIES +$11,936 • Escrow received from Paul Spain for Tree restoration (Terra Bella Development) PARKS/RECREATION +$15,575 EXPENDITURES • Approximately $7K increase of car allowance and deferred compensation for Town Manager based on annual review PAYROLL AND RELATED +$13,760 • Additional dependents added throughout year (Town pays 50% of premium) • Intern for a portion of the fiscal year • Part/time temporary help for a portion of the fiscal year (Human Resources/Municipal Court/Parks & Recreation/Planning & Development) • $348,242 was anticipated to be received and paid out of the General Fund based on the Economic Development Agreement between the Town and Deloitte for sales tax paid on construction materials. It appears we will not be receiving these funds until the beginning of FY 2009-2010. OPERATIONS & MAINTENANCE ($338,951) OTHER SOURCES AND USES • Based on year-to-date impact fee receipts to be transferred from Utility Fund - $57K to-date – Increased from $47K to $82K TRANSFERS IN +$35,000 • Large meters are being installed for the current year in conjunction with the construction of Fidelity II TOWN OF WESTLAKE Explanation of Major “Estimated Budget” Increase (Decrease) From “Adopted Budget” GENERAL FUND Page 4 • Represents the amount of Glenwyck Farms escrow that was being held in the General Fund TRANSFERS OUT ($149,185) • Transferred funds to Capital Projects Fund • Restricted Funds have been reduced by the same amount RESTRICTED FUNDS • Tree Escrow $ 15K – escrow received from Paul Spain (Terra Bella) RESTRICTED FUNDS ($179,545) • Street Escrow $ 23K – escrow received from Paul Spain (Terra Bella) • A&S Building Pledges Receivable ($ 89K) – based on most receipt cash flow report • Glenwyck Farms Escrow ($150K) – escrowed for Dove Road and underpass improvements TOWN OF WESTLAKE Analysis of Dashboard for Quarter Ended 03/31/09 Based on Estimated Budget and YTD Actuals GENERAL FUND Page 1 REVENUES DEPT 11 – ADMINISTRATION $241,419 Sales Tax + $243,511 • Dashboard report indicates variance to be over 100% based on the additional sales tax revenue received from an audit in the amount of $698,693 received in January • GF portion of the audit collection is $349,347 • Already received majority portion of sales tax related to payment for construction materials from Fidelity II project DEPT 12 - PLANNING & ZONING ($479,408) Grading & Building Permits +$18,409 • We have not experienced the number of housing starts we had projected. Based on conversations with the Director of this Department, estimated new home starts were reduced from 20 to 10 for the fiscal year. • No commercial projects have been submitted for permitting to-date; originally projected Westlake Corners, Deloitte and several remodels for the year. Amount has been reduced to include only one new retail permit for the year at $13,000 for building permit. • We had anticipated receiving Deloitte’s revenues by July, 2009; currently, we do not anticipate receiving until the beginning of FY 2009-2010. Inspections/Plan Review ($432,098) • We have not experienced the number of housing starts we had projected. Based on conversations with the Director of this Department, estimated new home starts were reduced to 10. The new fee structure offsets this reduction in new home starts; therefore, he does not anticipate a projected reduction based on this projection. • Based on the new fee structure and Deloitte’s latest schedule, the Town anticipates receipt of approximately $790K by year-end. TOWN OF WESTLAKE Analysis of Dashboard for Quarter Ended 03/31/09 Based on Estimated Budget and YTD Actuals GENERAL FUND Page 2 Gas Well Site Permits ($45,000) • Delays in getting the ordinances passed that will allow the permitting of the gas well site permits. • Originally estimated 5 well sites at $20K/each = $100K; Now estimate 3 sites at $30K/each totaling $90K Development Fees ($20,369) • Delays in getting the Gas and Oil Drilling ordinances passed that will necessitate the related zoning and platting cases. • We anticipate a Final Plat fee in the amount of $10,530 in June based on Deloitte’s latest schedule DEPT 14 – FIRE/EMS ($3,531) NCCTRAC Grant ($2,933) • Funding received annually. • This grant is usually awarded in August. DEPT 15 – MUNICIPAL COURT ($29,178)479) Citation Revenue ($31,086) • Defendants are asking for jail time, extended payment plans or indigent hearings instead of making payments • It is anticipated that the part/time temporary help will be able to free up the Deputy Clerks to work on the warrant process, which, in turn, gives Marshall Crow time to be in the field 1-2 days weekly. TOWN OF WESTLAKE Analysis of Dashboard for Quarter Ended 03/31/09 Based on Estimated Budget and YTD Actuals GENERAL FUND Page 3 OTHER SOURCES AND USES OTHER SOURCES ($166,000) Transfers in from Utility Fund ($41,000) • Increased Adopted amount from $47K to $82K • Represents impact fees from the Utility Fund which are transferred at year-end. • Year-to-date fees received in the Utility Fund equal $57K Transfers in from Property Tax Reduction ($125,000) • This transfer represents transfers for payroll increase/adjustments and operations • Adequate funds are in the General Fund; therefore, no funds have been transferred to-date 5/12/2009 4:00 PM ADOPTED ESTIMATED Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals Dashboard Dashboard Water Revenue %A 1,770,782 463,643 1,770,782 463,643 487,676 105.18%105.18% Waste/Sewer Revenue %A 391,618 149,577 391,618 149,577 161,061 107.68%107.68% Tap/Impact Fees 61,000 30,500 111,000 55,500 86,654 284.11%156.13% Interest/Misc Income 49,150 24,575 17,850 8,925 10,341 42.08%115.86% TOTAL 2,272,550 668,295 2,291,250 677,645 745,731 111.59%110.05% A Based on accrual method Positive Cautious Negative % Based on % of PY Actual at quarter-end >95%75% - 95%< 75% ADOPTED ESTIMATED Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals Dashboard Dashboard Payroll & Related 187,723 93,862 193,714 96,857 91,529 97.51%94.50% Operations & Maintenance 1,393,701 696,851 1,426,692 713,346 453,820 65.12%63.62% Capital Outlay (Operating)65,500 32,750 70,000 35,000 34,438 105.15%98.40% Capital Projects 173,501 86,751 173,501 86,751 24,863 28.66%28.66% IFA/DS Payments 216,986 108,493 216,986 108,493 17,465 16.10%16.10% TOTAL EXPENSES 2,037,411 1,018,706 2,080,894 1,040,447 622,115 61.07%59.79% Positive Cautious Negative < 100%101%-110%>111% ADOPTED ESTIMATED Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals Dashboard Dashboard Dept 88 Transfers In - - - - - 0.00%0.00% Dept 99 Transfers Out 62,000 31,000 97,000 48,500 - 0.00%0.00% TOTAL (62,000) (31,000) (97,000) (48,500) - 0.00%0.00% Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals 173,139$ (381,410)$ 113,356$ (411,302)$ 123,617$ Beginning Fund Balance 1,588,047 1,588,048 1,588,047 1,588,048 1,588,047 Ending Fund Balance 1,761,186 1,206,638 1,701,403 1,176,746 1,711,664 Restricted Fund Balance 111,360 111,360 118,760 118,760 118,760 Unrestricted Fund Balance 1,649,826$ 1,095,278$ 1,582,643$ 1,057,986$ 1,592,904$ # of Operating Days 335 222 314 210 316 Daily Operating Cost $4,927 $4,927 $5,034 $5,034 $5,034 Net Revenues Over (Under) Exp Including Other Sources/Uses OTHER SOURCES AND USES ADOPTED BUDGET ADOPTED BUDGET ADOPTED BUDGET SUMMARY REVENUES EXPENSES ADOPTED BUDGET Revenue Legend: Expenditure Legend: ESTIMATED BUDGET ESTIMATED BUDGET ESTIMATED BUDGET ESTIMATED BUDGET UTILITY FUND 500 Quarterly Financial Dashboard Quarter Ended 03/31/2009 TOWN OF WESTLAKE Explanation of Major “Estimated Budget” Increase (Decrease) From Adopted Budget UTILITY FUND Page 1 REVENUES TAP/IMPACT FEES +$50,000 Fort Worth Impact Fees +$35,000 • Large meters are being installed for the current year in conjunction with the construction of Fidelity II Water Tap Fees +$15,000 • Direct reflection of the additional expenses for Water Taps (see Page 2) INTEREST/MISCELLANEOUS INCOME ($31,300) Interest Earned ($26,000) • Lower interest rate than projected Insurance Refunds ($5,050) • Reduction of Insurance refund/equity return. Represents an equity return based on insurance, claims, etc. as well as a Workers Comp audit that is performed during the fiscal year. Typically received at end of the fiscal year after an audit • Received $2,928 to-date EXPENSES • Increase of car allowance and deferred compensation for Town Manager based on annual review PAYROLL & RELATED +$5,991 • Addition of dependent to health insurance TOWN OF WESTLAKE Explanation of Major “Estimated Budget” Increase (Decrease) From Adopted Budget UTILITY FUND Page 2 OPERATIONS & MAINTENANCE +$32,991 Southlake Wastewater Treatment +$27,000 • Southlake implemented a new billing system but the Town was set up incorrectly. Invoicing was not based on our inter-local agreement with Southlake which is a pass- through from TRA. This increase represents a true-up from the prior and current years. • The adopted Southlake expenditure amount anticipated the Town would be further along on the N1 Sewer project at this time which would have eliminated this expense for a portion of the fiscal year Water Main Maintenance + $5,000 • Increased number of water main repairs for the current fiscal year CAPITAL OUTLAY OPERATING +$4,500 Water Taps + $15,000 • Additional cost to install new water taps and replace old ones. • Expense is offset by Water Tap Revenue. Mechanical Equipment ($10,500) • Backup generator at Academy for SCADA system was estimated to cost approximately $20K – actual cost was $10.5K TOWN OF WESTLAKE Analysis of Dashboard for Quarter Ended 03/31/09 Based on Estimated Budget and YTD Actuals UTILITY FUND Page 1 REVENUES No Variances to Report (See “Explanation of Major Estimated Budget Increase (Decrease) From Adopted Budget) EXPENSES No Variances to Report (See “Explanation of Major Estimated Budget Increase (Decrease) From Adopted Budget) 5/12/2009 4:24 PM ADOPTED ESTIMATED Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals Dashboard Dashboard Dept 11 Hotel Occupancy Tax 450,000 225,000 450,000 225,000 232,302 103.25%103.25% Dept 11 Interest/Misc Income 79,000 39,500 61,000 30,500 22,002 55.70%72.14% TOTAL 529,000 264,500 511,000 255,500 254,303 96.14%99.53% Positive Cautious Negative >95%75% - 95%< 75% ADOPTED ESTIMATED Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals Dashboard Dashboard Payroll & Related 125,630 62,815 130,041 65,020 62,042 98.77%95.42% Operations & Maintenance 345,647 172,824 346,225 173,113 83,634 48.39%48.31% Capital Outlay 3,200 1,600 - - - 0.00%0 TOTAL 474,477 237,239 476,266 238,133 145,676 61.40%61.17% Positive Cautious Negative < 100%101%-110%>111% ADOPTED ESTIMATED Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals Dashboard Dashboard Dept 88 Transfers In - - - - - 0.00%0.00% Dept 99 Transfers Out 640,050 320,025 649,376 324,688 500,445 156.38%154.13% TOTAL (640,050) (320,025) (649,376) (324,688) (500,445) Annual YTD Annual YTD YTD Budget Budget Budget Budget Actuals (585,527)$ (292,764)$ (614,642)$ (307,321)$ (391,818)$ Beginning Fund Balance 1,451,153 1,451,154 1,451,153 1,451,154 1,451,153 Ending Fund Balance 865,626 1,158,391 836,511 1,143,833 1,059,335 Restricted Fund Balance 5,000 5,000 5,000 5,000 5,000 Unrestricted Fund Balance 860,626$ 1,153,391$ 831,511$ 1,138,833$ 1,054,335$ # of Operating Days 662 887 637 873 808 Daily Operating Costs $1,300 $1,300 $1,305 $1,305 $1,305 Net Revenues Over (Under) Exp Including Other Sources/Uses SUMMARY REVENUES EXPENDITURES OTHER SOURCES and USES Revenue Legend: Expenditure Legend: ESTIMATED BUDGET ESTIMATED BUDGET VISITORS ASSOCIATION FUND 220 Quarterly Financial Dashboard Quarter Ended 03/31/2009 ADOPTED BUDGET ADOPTED BUDGET ADOPTED BUDGET ADOPTED BUDGET ESTIMATED BUDGET ESTIMATED BUDGET TOWN OF WESTLAKE Explanation of Major “Estimated Budget” Increase (Decrease) From “Adopted Budget” VISITORS ASSOCIATION FUND Page 1 REVENUES • Adopted Budget income was based on higher interest rate INTEREST INCOME ($18,000) EXPENDITURES TRANSFERS OUT +$9,326 Transfers Out to Debt Service ($18,824) • Reduced Transfer Out amount • Additional sales tax funds were received in 4B; therefore, less funds will be needed from the Visitors Association Fund Transfers Out to Capital Projects +$28,150 • Increased Estimated Budget to fund FM1938 Streetscape Project • Budgeted in FY 2007-2008 but services weren’t provided until FY 2008-2009 TOWN OF WESTLAKE Analysis of Dashboard for Quarter Ended 03/31/09 Based on Estimated Budget and YTD Actuals VISITORS ASSOCIATION FUND Page 1 REVENUES INTEREST/MISCELLANEOUS INCOME ($8,498) Historical Board Revenue ($8,183) • Revenue line-item was increased for the current year anticipating additional revenues from the sale of the history book • History books have been received and the first distribution will be on Decoration Day Public Arts Revenue ($1,900) • Flamenco Performance event was held in April • Receipts totaling $4,475 was deposited in May EXPENDITURES OTHER USES +$175,757 Transfers Out to Debt Service +$175,582 • Overage at 6 months is due to cash flow timing. • Bond payments are due in November and May. Debt payments are first paid from the 4B Economic Development Fund and the Visitors Association Fund supplements the payment. • The majority of the November payment was made from the Visitors Association Fund because we had only received two months of sales taxes in the 4B Economic Development Fund. • As additional monthly sales tax funds are received by 4B and transferred to the Debt Service Fund, the total amount of this transfer out will be reduced. Page 1 Project #Project Description Adopted Budget Estimated Budget Y-T-D Balance 5/15/09 Variance 1 Deloitte Trail 25,000$ 25,000$ -$ 25,000$ 2 Glenwyck Trail Extension 15,000 55,000 55,000 - 3 Stagecoach Hills Drainage 75,000 75,000 8,625 66,375 4 FM 1938 Streetscape - 28,150 27,590 560 115,000$ 183,150$ 91,215$ 91,935$ 5 Arts and Sciences Center (All yrs)5,274,420$ 5,189,389 1,833,645$ 3,355,744$ 5,274,420$ 5,189,389$ 1,833,645$ 3,355,744$ 6 TRA Assumption of N1 Sewer Line (All yrs)151,032$ 151,032 4,530$ 146,502$ 7 Water Meter Automation (All yrs)60,000 60,000 59,461 539 211,032$ 211,032$ 63,991$ 147,041$ 5,600,452$ 5,583,571$ 1,988,851$ 3,594,720$ Total Utility Fund TOTAL - ALL PROJECTS Total Capital Projects Fund Total Arts & Sciences Center Fund Capital Improvement Projects Update - FY 2008/2009 Page 2 Capital Improvement Projects Update - FY 2008/2009 Project #1: Deloitte Trail This project is funded with Dove Road improvement funds from Hillwood per the development agreement approved by the Town as a part of the Deloitte project. This seciton of trail would extend east along Dove Road from Deloitte's southeast corner to Fidelity (near the Fidelity/Vaquero pedestrian underpass). We need to get the design for this section underway. Also, the Facilities Recreation Director has contacted TXDOT and received an application for the Safe Route to School grant. These grant funds would connect the westend of the Dove Road trail adjacent to Deloitte with Westlake Academy. TXDOT will announce in June or July how much funding will be available. He will continue to work with Hillwood to complete the trail connection to the east and west of the Deloitte project. Project #2: Glenwyck Trail Extension Project has been completed with escrowed funds for the trail Project #3: Stagecoach Hills Drainage The "Notice to Bidders" was placed in the newspaper to run on 5/3 and again on 5/10. We will open bids on Wednesday, May 20th and place the item on the agenda for the first meeting in June. Project #4: FM 1938 Streetscape Town staff met with the streetscape consultant and with adjacent stakeholders. We have included changes in an effort to accommodate concerns expressed by the stakeholders. Staff will present the proposed streetscape concept plan at the May 18th Council meeting. Project #5: Arts and Sciences Center (All yrs) The Sam & Margaret Lee Arts & Sciences Center is gaining speed to meet the August completion date. The structural steel, joist and deck were installed and inspected, with the perimeter framing 15% complete. Work on the retaining walls has slowed due to weather but is 80% complete. All the AC/heating units and plumbing fixtures have been delivered and are standing by to be installed. In the next three weeks, the exterior stonework will go up along with interior studs which will include the rough in of the plumbing, electrical and mechanical duct work. Project #6: TRA Assumption of N1 Sewer Line The Town Engineer and Public Works Director met with TRA and RJN (engineering consultant) and discussed the next step in the N-1 sewer line transfer process. Westlake's major inflow and infiltration within Glenwyck and Vaquero was a source of major contention with the transfer. TRA wants Westlake to perform some additional inflow and infiltration testing (flow monitoring and smoke testing) upstream of the N-1 sewer line. RJN will conduct the flow testing at a cost of $4,305, which is included in the N-1 Capital Project. This flow monitoring is conducted to capture spikes in sewer flows during rain events and compare to dry weather flows. The new information will be compared with flow data identified in an earlier study by RJN. We will need to conduct smoke testing as soon as possible. We should have cost next week and will complete that work as a separate contract. We will bring to the Council for approval in June. It is inevitable that we will have to perform repairs as a condition of the transfer. However, TRA is amenable to allow the transfer and repairs to be conducted concurrently. This transfer will still need to go to the Advisory Committee (other cities) for a vote and Westlake and Southlake still need to install two flow meters that will be turned over to TRA. Page 3 Capital Improvement Projects Update - FY 2008/2009 Project #7: Water Meter Automation The Public Works Director obtained a drive-by system consisting of a laptop and software in the prior fiscal year. New meters and electronic transmitters have been purchased to replace the existing manual read meters. Approximately 35% have been replaced with the electronic meters to-date. 5/14/2009 Council/Trustees Review calendar and processes Council Review and update Municipal Financial Policies - Done Trustees Present Financial Policies for Westlake Academy -Done Trustees Present Academy 5-year Forecast Council Review Capital Improvement Program - Long-term Council Present Municipal 5-year Forecast Trustees Present Proposed FY 09-10 Academy Budget Council Present Proposed FY 09-10 Municipal Budget Council/Trustees Additional workshops as Council/BOT consider necessary Council Possible workshop on Municipal Budget Trustees Adoption of FY 09-10 Academy Budget (Special Called Mtg) Council Adoption of FY 09-10 Municipal Budget 9.21.09 6.22.09 7.13.09 8.03.09 8.31.09 8.31.09 Sep-09 8.11-8/30 Jun-09 Jul-08 8.10.09 Aug-09 ~ FY 09-10 Municipal and Academy ~ Budget Calendar Feb-09 Mar-09 6.01.09 Town of Westlake Memo To: Honorable Mayor and Members of the Town Council From: Jarrod Greenwood, Public Works Superintendent Subject: Regular Workshop Meeting of May 18, 2009 Date: May 12, 2009 ITEM Presentation and discussion of proposed FM 1938 streetscape enhancements. VISION POINT AND KEY RESULT AREAS This item supports the following Vision Point and Key Result Areas: ; We are Leaders o Infrastructure maintenance and planning BACKGROUND FM 1938 is a major TxDOT project supported by Westlake, Keller, Southlake, and Tarrant County as a regional effort to facilitate the growing traffic congestion on residential streets. Planning for this project began many years ago, with project design work beginning in 2000. FM 1938, after completion, will connect FM 1709 and SH 114 from the existing Precinct Line Road Bridge in Westlake to the existing Fm 1709/FM 1938 intersection in Southlake. At the regular Board of Alderman Workshop on June 23, 2008, Town staff presented information regarding the scope and features of potential streetscape improvements. Some of those items covered included: enhanced pavement (colors and textures), sidewalks, rest areas, trailheads, way finding, and light/signage post colors. On July 14, 2008, the Town of Westlake Board of Alderman approved a contract with Schrickel, Rollins, and Associates for the consultation and schematic design of streetscape and way finding amenities on the FM 1938 corridor. Town staff worked closely with the streetscape consultant by meeting with adjacent stakeholders and soliciting feedback regarding the integration of the proposed improvements and their individual and unique properties. The proposed improvements include changes in an effort to accommodate concerns expressed by the stakeholders. Projects of this nature and magnitude will often be divided into phases, with the most time sensitive items included in the initial phases. Phase 1 of the proposed plan calls for the pavement and retaining wall enhancements to be immediate items, as they are included in the TxDOT project and completed by TxDOT contractors. Phase 2 includes entryway monuments, and all landscape and irrigation within the median from SH 114 to Randol Mill (Town Limits). Phase 3 includes way finding, sidewalks, irrigation, and landscape improvements. Additional phases would include trail structures, trailheads, and pedestrian lighting. FUNDING N/A RECOMMENDATION No recommendation at this time ATTACHMENTS: None 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 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 June 8, 2009, Meeting (submittal deadline May 28) 7 p.m. Date Contact Description Format 3/15/09 D. Piper Financial Forecast Workshop 2/16/09 T. Wood Personnel Manual Amendments (consent) Meeting 4/20/09 A DeGan Collection Agency Contract Meeting 5/4/09 E Edwards 2 SUP Water Wells Meeting 5/11/09 K Sutter Elect a Mayor Pro Tem Meeting 5/4/09 T. Brymer Marriott Agreement Meeting June 22, 2009, Meeting (submittal deadline June 11) 7 p.m. Date Contact Description Format 3/17/09 K. Sutter Board, Commission and Committee Appointments Meeting 4/20/09 T. Meyer Trail System Update Workshop July 13, 2009, Meeting (submittal deadline July 2) 7 p.m. Date Contact Description Format August 10, 2009, Meeting (submittal deadline July 30) 7 p.m. Date Contact Description Format August 31, 2009, Meeting (submittal deadline August 20) 7 p.m. Date Contact Description Format May 2009 4 June 2009 5 July 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 1 2 3 4 5 6 1 2 3 4 3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11 10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 19 20 21 22 23 24 25 22 22 23 24 25 26 27 19 20 21 22 23 24 25 17 18 19 20 21 22 23 28 29 30 26 27 28 29 30 31 24/31 25 26 27 28 29 30 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.