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HomeMy WebLinkAbout08-31-09 TC Agenda 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 August 31, 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 AUGUST 31, 2009, COUNCIL REGULAR MEETING AGENDA. 3. PRESENTATION AND DISCUSSION OF THE PROPOSED BUDGET FOR FISCAL YEAR OCTOBER 1, 2009 THROUGH SEPTEMBER 30, 2010. Town of Westlake Town Council Page 2 of 2 Workshop Agenda August 31, 2009 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 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, August 27, 2009, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kelly Edwards, 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. MINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL WORKSHOP August 10, 2009 PRESENT: Mayor Laura Wheat and Council Members Larry Corson, Carol Langdon, Rick Rennhack, and Rebecca Rollins. ABSENT: Council Member Tim Brittan. OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry, Town Secretary Kim Sutter, Finance Director Debbie Piper, Public Works Superintendent Jarrod Greenwood, Director of Human Resources and Administrative Services Todd Wood, Court Administrator Amanda DeGan, Assistant to the Town Manager Ginger Awtry, Lt. Richard Whitten, Management Intern Ben Nibarger, and Planning and Development Director Eddie Edwards. 1. CALL TO ORDER. Mayor Wheat called the workshop to order at 5:20 p.m. 2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM AUGUST 10, 2009, COUNCIL REGULAR MEETING AGENDA. Mayor Wheat introduced the item and opened the floor for questions related to the consent agenda items from the August 10, 2009, regular meeting. Council Member Corson inquired regarding consent items 4 (d) and 4 (g). Planning and Development Director Edwards responded to Council Member Corson’s questions.  Mayor Wheat inquired if staff was comfortable with representation provided by the ATMOS Cities Steering Committee (Item 4(b)). Town Attorney Lowry and Town Manager Brymer responded that they are pleased with the representation provided by the Committee. Town of Westlake Town Council Page 2 of 3 Workshop Minutes August 10, 2009 3. DISCUSS PROPOSED ECONOMIC DEVELOPMENT AGREEMENT WITH THE SOLANA MARRIOTT HOTEL. Town Manager Brymer addressed the Council regarding the item, and stated that the approved 2009-2010 FY Budget included a funding allocation of $150,000 to be utilized for marketing services on behalf of the Marriott Solana. Mr. Brymer added that the Marriott plans to utilize a portion of the funding for an Incentive group program. Additionally, Mr. Brymer stated that the Town has funded a portion of the Marriott shuttle cost for past two to three years at approximately $56,000 per year. Management Intern Nibarger reviewed the proposed funding participation criteria with the Council: • 75/25 split between Town and Marriott • Minimum of $10,000 in room night revenues • Maximum of $5,000 discount • Westlake receives appropriate sponsorship recognition on all corresondence • A maximum usage of twice per eighteen (18) month period per organization unless authorized by the Town. Discussion ensued regarding the success of the shuttles in bringing visitors to the Marriott Westlake, and statistics of other hotels that have similar programs. Council Member Rennhack stated that the agreement should be tied to incremental revenue, and requested the occupancy rates from previous years compared to today. Council Member Corson asked how the $150,000 amount was determined. Town Manager Brymer responded that Mr. Kai Fisher presented a program last year to the Council outlining the cost. Mayor Wheat suggested the Council postpone discussion on the item until the General Manager of the Marriott is available to discuss the program with the Council. Town Manager Brymer stated that funding in this amount will not be included in the proposed 2009-2010 FY Budget. Council Member Corson expressed his desire to have the dollars go toward something measurable. 4. EXECUTIVE SESSION. Mayor Wheat recessed the workshop to convene into executive session at 6:02 p.m. to discuss the following in executive session: Town of Westlake Town Council Page 3 of 3 Workshop Minutes August 10, 2009 a. Section 551.074 to discuss personnel matters. Discuss employment of Town Secretary. b. Sec. 551.071(2)- Consult with the Town Attorney regarding a Roadway Funding Agreement with Roland Arthur. c. Sec. 551.072- Property- Deliberate the sale, exchange, or value of real property- FM 1938 ROW Mayor Wheat convened the executive session at 6:05 p.m. The executive session was adjourned at 7:35 p.m. Mayor Wheat reconvened the workshop at 7:41   5. FUTURE AGENDA ITEMS. No items were presented for consideration. 6. ADJOURNMENT. There being no further business, Mayor Wheat adjourned the workshop at 7:42 p.m. APPROVED BY THE TOWN COUNCIL ON AUGUST 31, 2009. ___________________________________ Laura Wheat, Mayor ATTEST: _______________________________ Kim Sutter, TRMC, Town Secretary Town of Westlake Memo To: Honorable Mayor and Members of the Town Council From: Tom Brymer, Town Manager Subject: Workshop Meeting of August 31, 2009 Date: August 20, 2009 ITEM Presentation and Discussion of the Proposed Budget for Fiscal Year October 1, 2009 Through September 30, 2010. 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 Premier educational facilities and programs o Producing well educated future leaders and thinkers o Business partnerships with Westlake Academy o Environmental stewardship initiatives o High quality services delivery coupled with financial stewardship o Infrastructure maintenance and planning ; Hospitality Finds its Home in Westlake o Citizen engagement and communication o Historic Preservation o Tourism development BACKGROUND Staff has been preparing the proposed municipal budget for the Town for FY 09-10 for Council deliberation. Staff will review this proposed budget at this workshop to seek Council input, direction, and guidance on this important policy setting/implementation document for the upcoming fiscal year. FUNDING: N/A at this time. RECOMMENDATION Staff recommends that the Council review and provide direction at this workshop regarding this proposed budget. If a second workshop is needed, it could be held at the September 21st Council workshop prior to consideration of the budget for adoption at the regular meeting on that same date. Additionally, at the August 31st regular Council meeting, the public hearing required by State law regarding the proposed budget will be ATTACHMENTS: The FY09-10 Town Budget will be presented under separate cover.