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Home My WebLink About06-08-09 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 June 8, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE MUNICIPAL COURT ROOM, SUITE 207 6:00 p.m. 1. CALL TO ORDER. 2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM JUNE 8, 2009, COUNCIL REGULAR MEETING AGENDA. 3. HEAR AND DISCUSS UPDATE ON DRAINAGE IMPROVEMENTS IN STAGECOACH HILLS. 4. 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 Town of Westlake Town Council Page 2 of 2 Workshop Agenda June 8, 2009 allowing for adequate time for staff preparation on the agenda item. - None 5. 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. 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 May 18, 2009. b. Review and approve minutes of the Town Council Joint Workshop held on May 21, 2009. c. Review and approve minutes of the Town Council Special meeting held on May 28, 2009. d. Consider a Resolution authorizing a contract with McCreary, Veselka, Bragg & Allen, P.C. (MVBA) to collect delinquent citations. e. Consider a Resolution approving amendments to the Town of Westlake Personnel Manual and the referenced employee deferred compensation benefit. f. Consider a Resolution authorizing the Town Manager to enter into an agreement with B & R Utility Construction for Drainage Improvements in Stagecoach Hills. Town of Westlake Item # 2 – Review of Consent Agenda Items Town of Westlake Memo To: Honorable Mayor and Members of the Town Council From: Jarrod Greenwood, Public Works Superintendent Subject: Regular Workshop Meeting of June 8, 2009 Date: June 1, 2009 ITEM Hear and discuss update on Drainage Improvements in Stagecoach Hills. 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 Stagecoach experienced significant drainage problems in June 2007. Staff discovered a bar ditch that was not designed to contain the large amount of runoff being diverted to it. As a result of this diversion, water overflowed the bar ditch, drained through private property, and flooded homes along Stagecoach Circle. Staff met with Stagecoach residents at the February 24th neighborhood meeting to present the proposed plans and discuss the scope of the project. Several residents expressed concerns and a desire to have a subsequent on-site meeting on February 27th. This meeting identified some issues that required additional research and revision of plans. Staff had a follow up meeting on April 21st to present the final plans and the appropriate changes to accommodate their concerns. The proposed drainage improvement plans include redirecting the water to its original path, installation of larger driveway culverts (pipe), and regrading (deepen) the bar ditches on the affected properties along Stagecoach Circle and Thornton Drive. The project was advertised in May with one bid being submitted with a base bid amount of $44,013.42 and an alternate bid amount of $66,585.40 for a total cost of $110, 599.82. The base amount includes the minimum amount of bar ditch cleaning, drainage repairs, and culvert installation to provide Stagecoach residents with some drainage relief. The alternate amount includes some additional bar ditch cleaning, drainage repairs, culvert installation, and culvert end treatments (head walls) to provide additional drainage relief. This contract will have a 30 day completion schedule. FUNDING The adopted FY 08/09 budget included $75,000 for the engineering and construction of Stagecoach Drainage Improvements. The cost of engineering is $11,700 and the cost for construction is estimated to be $110,999.82 This will require a budget amendment of $47,300 that will be brought back to Council for approval at a later time and will be paid from the Property Tax Reduction Fund. 4. 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 # 4 – 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 22, 2009, Meeting (submittal deadline June 11) 2:30 p.m.to 8 p.m. Marriott Date Contact Description Format 3/15/09 D. Piper Financial Forecast / 5 year Retreat 5/30/09 T. Brymer Survey Results – Chris Tathum Retreat 5/30/09 T. Brymer Strategic Plan Retreat July 13, 2009, Meeting (submittal deadline July 2) 7 p.m. Date Contact Description Format 6/1/09 E. Edwards Gas Well Permit (NW quadrants of PD1 – Maguire) Meeting 6/1/09 E. Edwards Water Well SUP Amendment – Ordinance Meeting 6/1/09 E. Edwards Resolution setting fees for Water Well Permits Meeting 6/1/09 E. Edwards Amend Code to add Chapter regarding Water Wells Meeting 6/3/09 Brymer/Piper Presentation of Town’s 5‐year forecast Workshop 3/17/09 K. Sutter Board, Commission and Committee Appointments Meeting 4/20/09 T. Meyer Trail System Update Workshop 5/4/09 T. Brymer Marriott Agreement Meeting August 10, 2009, Meeting (submittal deadline July 30) 7 p.m. Date Contact Description Format 6/3/09 Brymer/Piper Present Proposed 09‐10 Municipal Budget Wkshp/mtg? August 31, 2009, Meeting (submittal deadline August 20) 7 p.m. Date Contact Description Format 6/3/09 Brymer/Piper Budget workshop – if necessary Workshop June 2009 4 July 2009 5 August 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 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 26 27 28 29 30 31 23 24 25 26 27 28 29 30 29 30 30 31 Council Meeting Holiday Trustees Meeting Election Day Trustees Meeting First/Last day of School Town of Westlake Item # 5 – Adjournment Back up material has not been provided for this item.