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HomeMy WebLinkAbout12-14-09 TC Agenda PacketThe Regular Meeting of the Town of Westlake Town Council will begin immediately following the conclusion of the Town Council Workshop but not prior to the 7:00 p.m. posted start time. Page 1 of 4 Mission Statement TOWN OF WESTLAKE, TEXAS 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 MEETING AGENDA DECEMBER 14, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE, 2ND FLOOR COUNCIL CHAMBERS / MUNICIPAL COURT ROOM Regular Session 7:00 p.m. Regular Session 1. 2. CALL TO ORDER PLEDGE OF ALLEGIANCE Page 2 of 4 3. EXECUTIVE SESSION: The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.071(1)(A) – Consultation with Attorney regarding pending or contemplated litigation; Cause No. 352-240726-09, Mark A. Rosevear, ET AL vs. Town of Westlake (d/b/a Westlake Academy). b. Section 551.072 – Deliberate the sale, exchange, lease, or value of real property – Trail easement acquisition. 4. RECONVENE MEETING 5. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY 6. 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. 7. 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 October 26, 2009. b. Review and approve minutes of the Town Council Workshop meeting held on November 9, 2009. c. Consider Resolution 09-52, establishing regular meeting dates and procedures and setting the 2010 meeting dates. d. Consider Resolution 09-53, appointing Joyce Roach to the Westlake Historical Preservation Society. 8. CONSIDERATION OF RESOLUTION 09-54, APPROVING THE SUBMISSION OF THE GRANT APPLICATION FOR THE SAFE ROUTES TO SCHOOL PROGRAM FOR THE 2009-2010 FISCAL YEAR; AUTHORIZING THE TOWN MANAGER OR HIS DESIGNEE TO EXECUTE ALL NECESSARY DOCUMENTS. Page 3 of 4 9. CONSIDERATION OF RESOLUTION 09-55, TO APPROVE THE SUBMISSION OF THE GRANT APPLICATION FOR TO RETROFIT EXISTING FACILITIES WITH EFFICIENCY TECHNOLOGIES FOR THE 2009-2010 FISCAL YEAR; AUTHORIZING THE TOWN MANAGER OR HIS DESIGNEE TO EXECUTE ALL NECESSARY DOCUMENTS. 10. CONSIDERATION OF RESOLUTION 09-56, AUTHORIZING THE ISSUANCE OF A PERMIT FOR AN ILLUMINATED BUILDING SIGN THAT EXCEEDS THE SIZE LIMITS ALLOWED BY TOWN ORDINANCES. 11. 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. Council Member Langdon Discuss dog licensing and rabies certification. 12. COUNCIL CALENDAR - WA Parents Shopping Day Out December 19, 2009 (Benefiting Project 2010) - Town Council Meeting January 25, 2010 - NE Transportation Summit (Grapevine Convention Center) February 17, 2010 7:30 – 10:00 am - Town Council Meeting February 22, 2010 - Westlake Academy Gallery Night event February 26, 2010 - Bandana Bonanza May 8, 2010 - Westlake Academy Graduation May 23, 2010 Page 4 of 4 13. 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. I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, by Thursday, December 10, 2009, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. CERTIFICATION _____________________________________ 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. 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." EXECUTIVE SESSION: The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.071(1)(A) – Consultation with Attorney regarding pending or contemplated litigation; Cause No. 352-240726-09, Mark A. Rosevear, ET AL vs. Town of Westlake (d/b/a Westlake Academy). b. Section 551.072 – Deliberate the sale, exchange, lease, or value of real property – Trail easement acquisition. Town of Westlake Item # 3 – Executive Session Town of Westlake Item # 4 – Reconvene Meeting EXECUTIVE SESSION: The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.071(1)(A) – Consultation with Attorney regarding pending or contemplated litigation; Cause No. 352-240726-09, Mark A. Rosevear, ET AL vs. Town of Westlake (d/b/a Westlake Academy). b. Section 551.072 – Deliberate the sale, exchange, lease, or value of real property – Trail easement acquisition. Town of Westlake Item # 5 – Take any Necessary Action, if necessary 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 Item # 6 – Citizen’s Presentations 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 October 26, 2009. b. Review and approve minutes of the Town Council Workshop meeting held on November 9, 2009. c. Consider Resolution 09-52, establishing regular meeting dates and procedures and setting the 2010 meeting dates. d. Consider Resolution 09-53, appointing Joyce Roach to the Westlake Historical Preservation Society. Town of Westlake Item # 7 - Consent Agenda Items Town Council Minutes October 5, 2009 Page 1 of 5 MINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL WORKSHOP & REGULAR MEETING October 26, 2009 PRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Larry Corson, Rick Rennhack, and Rebecca Rollins. ABSENT: Carol Langdon OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry, Town Secretary Kelly Edwards, Public Works Superintendent Jarrod Greenwood, Facilities and Recreation Director Troy Meyer, Court Administrator Amanda DeGan, Assistant to the Town Manager Ginger Awtry, and Development Director Eddie Edwards. Workshop Session 1. CALL TO ORDER Mayor Wheat called the workshop meeting to order at 4:33 p.m. 2. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM OCTOBER 26, 2009, COUNCIL REGULAR MEETING AGENDA. Council Member Corson asked to discuss item d of the consent agenda. Town Manager Brymer and Public Works Superintendent Greenwood provided clarification and history of the N1 line and the RJN Group, Inc. contract. Mayor Wheat asked for clarification regarding the meter for the N1 line. Public Works Superintendent Greenwood and Town Manager Brymer both provided clarification and history to the council including the process for TRA to accept the line. Town Council Minutes October 26, 2009 Page 2 of 5 3. PRESENTATION AND BUDGET UPDATE REGARDING THE CONSTRUCTION OF THE ARTS AND SCIENCES CENTER. Mayor Wheat introduced Shelly Myers, the new Executive Director of the Westlake Academy Foundation to the Council. Facilities and Recreation Director Meyer provided a presentation updating the construction, cost and funding of the Arts and Sciences Center. Foundation President Leah Rennhack announced that an additional $800,000 donation was received on Friday. Discussion ensued regarding the application of a credit to construct additional items to enhance the building or to use the credit to cover long term pledge commitments from the Foundation. 4. PRESENTATION AND DISCUSSION OF A PROPOSED PROCESS TO BEGIN TO ADDRESS THE STRATEGIC PLAN’S OUTCOME STRATEGY FOR ACHIEVING FINANCIAL SUSTAINABILITY FOR THE TOWN OF WESTLAKE AND WESTLAKE ACADEMY. Town Manager Brymer provided a presentation outlining the process for pursuing Financial Sustainability. Discussion ensued regarding additional revenue sources, the application of Sales tax to the budget and the growth of the Town and Academy. The Council also discussed their responsibilities to the Town and Academy, topics for the community meetings and alternatives to instituting an Ad Valorem tax. Council will rank the guiding principles provided and workshop the topic at a future meeting. 5. FUTURE AGENDA ITEMS - None Town Council Minutes October 26, 2009 Page 3 of 5 6. ADJOURNMENT There being no further business, Mayor Wheat adjourned the workshop at 7:41 p.m. Regular Session 1. CALL TO ORDER Mayor Wheat called the regular meeting to order at 8:21 p.m. with all Council Members present. 2. CITIZEN PRESENTATIONS There was no one present wishing to address the Council. 3. CONSENT AGENDA a. Review and approve minutes of the Town Council Workshop and Regular meeting held on October 5, 2009. b. Consider a Resolution 09-49 appointing one member to the Public Arts Society. c. Consider a Resolution 09-50 authorizing the Town Manager to enter into a contract with RJN Group, Inc. for an engineering analysis, testing and inspection of sanitary sewer line at a cost of approximately $60,000. d. Consider a Resolution 09-51 to enter into an Interlocal Agreement with Tarrant County to participate in the County Records Destruction and Recycling Program. MOTION: Council Member Corson made a motion to approve the consent agenda as amended during the workshop. Council Member Rennhack seconded the motion. The motion carried by a vote of 4-0. 4. PRESENT PROCLAMATION IN RECOGNITION OF CHAMBER OF COMMERCE WEEK. Mayor Wheat read the proclamation aloud and presented a copy to Wendy LeSage from the Northwest Metroport Chamber of Commerce. Town Council Minutes October 26, 2009 Page 4 of 5 5. FUTURE AGENDA ITEMS - NONE 6. COUNCIL CALENDAR - Town Council Workshop and Regular meeting o November 9, 2009 - Vaquero Baja (fundraiser for the Academy) o November 16, 2009, 3:30 p.m. - Westlake Tree Lighting - TBD o December 3, 2009 - Town Council Workshop and Regular meeting o December 14, 2009 7. EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Sec. 551.074(a)(1) PERSONNEL MATTERS - to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager The Town Council convened into Executive Session at 8:26 p.m. 8. RECONVENE MEETING The Town Council reconvened into Regular Session at 11:05 p.m. 9. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY MOTION: No action taken 10. ADJOURNMENT There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Brittan 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 11:05 p.m. Town Council Minutes October 26, 2009 Page 5 of 5 APPROVED BY THE TOWN COUNCIL DECEMBER 14, 2009. ATTEST: _____________________________ Laura Wheat, Mayor _____________________________ Kelly Edwards, Town Secretary Town Council Minutes November 9, 2009 Page 1 of 3 MINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL WORKSHOP MEETING November 9, 2009 PRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Larry Corson, Carol Langdon, Rick Rennhack, and Rebecca Rollins. ABSENT: None OTHERS PRESENT: Town Manager Tom Brymer, Town Attorney Stan Lowry, Town Secretary Kelly Edwards, Facilities and Recreation Director Troy Meyer, Finance Director Debbie Piper, Lt. Richard Whitten, and Planning and Development Director Eddie Edwards. Workshop Session 1. CALL TO ORDER Mayor Wheat called the workshop meeting to order at 6:08 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Wheat led the pledge of allegiance to the United States and Texas flags. - Sharon Sanden asked permission to address the Council. She expressed her concerns should the Town outsource the Fire & EMS services and provided examples of their devotion to the citizens. 3. EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Sec. 551.074(a)(1) PERSONNEL MATTERS - to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager Town Council Minutes November 9, 2009 Page 2 of 3 4. RECONVENE MEETING 5. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY - No Action Taken 6. PRESENTATION AND DISCUSSION OF A PROPOSED PROCESS FOR AMENDING/UPDATING THE TOWN’S COMPREHENSIVE PLAN. Town Manager Brymer provided an overview and presentation of the process to amend and update the Comprehensive Plan. Discussion ensued regarding the length of the process, the composition and responsibilities of the taskforce, the role of the consultant, and consideration of ideas. Town Manager Brymer advised the process would take approximately 18 months. 7. DISCUSSION OF TOWN REVENUE SOURCES INCLUDING IDEAS FOR NEW REVENUE SOURCES AS IT RELATES TO THE STRATEGIC PLAN OUTCOME STRATEGY OF ACHIEVING FINANCIAL SUSTAINABILITY FOR THE TOWN OF WESTLAKE, INCLUDING WESTLAKE ACADEMY. Town Manager Brymer, the Leadership Team and Council discussed prospective revenue sources and the cost of doing business. Ideas discussed included increasing user fees charges for services and the possibility of implementing new fees. 8. REVIEW AND DISCUSS THE PROPOSED 2010 MEETING CALENDAR. Discussion ensued regarding the meetings in July and the possibility of reducing Council meetings to once a month. 9. FUTURE AGENDA ITEMS: - None Town Council Minutes November 9, 2009 Page 3 of 3 10. ADJOURNMENT There being no further business, Mayor Wheat adjourned the workshop at 10:19 p.m. APPROVED BY THE TOWN COUNCIL DECEMBER 14, 2009. ATTEST: _____________________________ Laura Wheat, Mayor _____________________________ Kelly Edwards, Town Secretary Memo Town of Westlake To: Honorable Mayor and Council Members From: Tom Brymer, Town Manager Kelly Edwards, Town Secretary Subject: Workshop Meeting of December, 14 2009 Date: November 24, 2009 Consider a Resolution establishing regular meeting dates and procedures and setting the 2010 meeting dates. ITEM This item supports the following Vision Point and Key Result Areas: VISION POINT AND KEY RESULT AREAS  Hospitality Finds its Home in Westlake o Citizen engagement and communication From time to time, the Council’s regular meeting schedule requires modification due to holidays and other events that may create a conflict for Council Members and staff to attend Council meetings. BACKGROUND Several factors have been taken into consideration as staff prepared the 2010 proposed meeting calendar, including national holidays, school holidays, and early voting. I have outlined deviations from the regular meetings dates of the 2nd and 4th Monday of each month below: Given the limitations and guidelines outlined below, it is recommended the Council hold a meeting on May 17, 2010, to canvass the election results, administer oaths to elected candidates and also conduct other Town business. May 2010 Canvassing of the election results is also a consideration. Canvass can occur as early as the 3rd day following Election Day, but only if Federal Postcard Applications (FPCA) (armed forces, overseas citizens, and dependents residing with them) have been received and the ballot board has completed the count of provisional ballots. In reality, it is an efficiency matter to schedule the canvassing following the 8th day after Election Day. Also, in a General Law city, candidates are not eligible to take office until the 5th day after Election Day (excluding Sundays). Consideration must be given to the election as early voting begins Monday, April 26th and runs through Tuesday, May 4th. Early voting is held in the council chambers/courtroom and relocating the voting apparatus to another location would require pre-clearance by the U.S. Department of Justice. Staff recommends holding a meeting on April 19, 2010. Tarrant County Elections has not selected the date(s) they will conduct early voting at the Town offices. Staff recommends holding the Board of Trustees meeting on 2nd Monday of the month, May 10, 2010. Per Council direction there are no meeting scheduled for the month of July. Staff recommends conducting a Council meeting on the 2 Thanksgiving and Christmas Holidays nd Monday of November and December due to the holidays. None FUNDING Consider approval of the proposed meeting schedule RECOMMENDATION Memo ATTACHMENTS: Resolution 2010 Proposed Meeting Calendar 3 Village Circle, Suite 202 ~Westlake, Texas 76262 Metro: 817-430-0941 ~ Fax: 817-430-1812 ~ www.westlake-tx.org MEMORANDUM Date: November 30, 2009 TO: Honorable Mayor and Council Members FROM: Tom Brymer, Town Manager/CEO Westlake Academy SUBJECT: Council Meeting Schedule and the Strategic Planning/Budget Calendar for Both Westlake Academy and the Town of Westlake Staff has compiled the 2010 Board/Council meeting calendar, we incorporated as much as possible, key dates for meetings focused on strategic planning and/or budgeting for both Westlake Academy and the Town. Here is some additional detail presented in a different format of what is on the proposed calendar: Westlake Academy Academic Services Budget and Strategic Plan • Jan. 4, 2010 present draft WA Strategic Plan to BOT • Feb. 1, 2010- discussion with BOT of broad overview of WA’s 2010-2011 (early input, including review of updated WA financial forecast) • March/April 2010- parents’ survey • June 18, 2010 WA FY 10-11 Proposed Academic Services Budget and Strategic Planning Retreat (note: this is a Friday and would be from 9:00am to 1:00pm) • August 16, 2010- Board adoption of WA FY10-11 Academic Services Budget Town of Westlake Municipal Budget • Jan. 25, 2010- Review of Strategic Plan progress to date/discuss Citizens’ Survey • Feb. 22, 2010- Council ranking of municipal programs/services • May 12, 2010- New Council orientation • May 24, 2010- After election strategic planning retreat to preview the municipal budget (early input), Town financial forecast, and discuss progress and updates to the strategic plan • Aug. 13, 2010- Presentation of FY 10-11 proposed municipal budget in retreat (note: this is a Friday and would be from 9:00am-1:00pm) • Sept. 27, 2010- Council adoption of FY 10-11 municipal budget Resolution 09-52 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION N0 09-52 A RESOLUTION OF THE TOWN COUNCIL ESTABLISHING REGULAR MEETING DATES AND PROCEDURES; SETTING THE 2010 MEETING DATES OF THE TOWN COUNCIL; AND DECLARING AN EFFECTIVE DATE. WHEREAS, The Texas Local Government Code allows the governing body of a general law municipality to establish regular meetings of the governing body by the passage of a resolution; and WHEREAS, The Town Council finds that it is in the best interest of the Council and the Town’s residents that the Council shall establish regular meetings at a convenient date, time, and place; WHEREAS, The 2010 available regular meeting dates are hereby established in accordance with attached Exhibit “A”. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1 . The Town Council of the Town of Westlake, Texas, shall conduct regularly scheduled meetings on the fourth Monday of each month except when the regular meeting date falls on a Monday that is (a) a national holiday, or (b) a scheduled holiday within the Westlake Academy school year, or (c) falls within the same week as Thanksgiving, or (d) falls within the same or preceding calendar week as Christmas, or (e) conflicts with other Town related functions or activities. All Mondays shall be established as a day for regular meeting dates of the Town Council as needed. Special meetings shall be called in accordance with Section 22.038(b) of the Texas Local Government Code. The regular meetings shall convene at 7 p.m., and shall be held at the Town Hall offices located at 3 Village Circle, Westlake, Texas 76262, or a meeting room close by, or another location designated by the Town in the meeting notice. SECTION 2 : The Town Council hereby sets the 2010 regular meeting schedules as shown in the attached Exhibit “A”. SECTION 3 : If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 09-52 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 14 DAY OF DECEMBER 2009. _________________________________ Laura Wheat, Mayor ________________________________ Kelly Edwards, Town Secretary APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, Town Attorney January 2010 1 February 2010 2 March 2010 3 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 5 6 3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13 10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 24 25 26 27 28 29 30 28 28 29 30 31 31 April 2010 4 May 2010 5 June 2010 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 1 1 2 3 4 5 4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 11 12 11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19 18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26 25 26 27 28 29 30 23 24 25 26 27 28 29 27 28 29 30 30 31 July 2010 7 August 2010 8 September 2010 9 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 2 3 1 2 3 4 5 6 7 1 2 3 4 4 5 6 7 8 9 10 8 9 10 11 12 13 14 5 6 7 8 9 10 11 11 12 13 14 15 16 17 15 16 17 18 19 20 21 12 13 14 15 16 17 18 18 19 20 21 22 23 24 22 23 24 25 26 27 28 19 20 21 22 23 24 25 25 26 27 28 29 30 31 29 30 31 26 27 28 29 30 October 2010 10 November 2010 11 December 2010 12 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 17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31 31 School Board School & Town Holiday Budget / Meeting Retreats Town Council School Holiday Town Holiday New Council/BOT Election Day /First/Last Day Orientation Special Meeting to of School Canvass Returns Meeting Schedule Town of Westlake Memo Town of Westlake To: Honorable Mayor and Members of the Town Council From: Kelly Edwards, Town Secretary Subject: Regular Meeting of December 14, 2009 Date: December 9, 2009 Consider a Resolution appointing Joyce Roach to the Westlake Historical Preservation Society. ITEM This item supports the following Vision Point and Key Result Areas: VISION POINT AND KEY RESULT AREAS  Hospitality Finds its Home in Westlake o Citizen engagement and communication At the present time, there is one vacant position on the Board of Directors for the Westlake Historical Preservation Society and this position does require a Town Council appointment. A recommendation has been made to consider Joyce Roach to fill the final vacant position with a term expiring in June 2012. BACKGROUND N/A FUNDING Staff recommends that the Board fill this vacancy. RECOMMENDATION Joyce Roach’s Application ATTACHMENTS Resolution TOWN OF WESTLAKE RESOLUTION NO. 09-53 APPOINTING A MEMBER TO THE WESTLAKE HISTORICAL PRESERVATION SOCIETY. WHEREAS, Currently, one vacancy exists on the Westlake Historical Preservation Society board; and WHEREAS, the Town Council has received one application for consideration of appointment; and WHEREAS, the meeting at which this Resolution was considered was open to the public as required by law, and public notice of the time, place, and subject of the meeting has been given in accordance with Chapter 551, Government Code. 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 does hereby appoint the following individual to serve as a member of the Westlake Historical Preservation Society for the term noted below: Joyce Roach to an expiring term of June 2012. SECTION 2: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 14 DAY OF DECEMBER 2009. ___________________________________ Laura Wheat, Mayor ATTEST: ______________________________ __________________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ______________________________ L. Stanton Lowry, Town Attorney Memo Draft Town of Westlake To: Honorable Mayor and Members of the Town Council From: Troy J. Meyer Director of Facilities and Recreation Subject: Safe Routes to School Grant Date: December 7, 2009 Consideration of a Resolution approving the submission of the grant application for the Safe Routes to School program for the 2009-2010 fiscal year; authorizing the Town Manager or his designee to execute all necessary documents. ITEM This item supports the following Vision Point and Key Result Areas: VISION POINT AND KEY RESULT AREAS  We are Leaders o On-going comprehensive planning o Open space preservation BACKGROUND The Federal Safe Routes to School (SRTS) Program was established in the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users Act (SAFETEALU) in August, 2005. The federal transportation bill apportioned funds for administering Safe Routes to School programs in all 50 states, based on the ratio of total student enrollment in grades kindergarten through eighth (K -8) in each state compared to the total student enrollment in grades K-8 in all states. The Program's objectives are 1) to enable and encourage children in grades K-8, including those with disabilities, to walk and bicycle to school; 2) to make bicycling and walking to school a safer and more appealing transportation alternative, thereby encouraging a healthy and active lifestyle from an early age; and 3) to facilitate the planning, development, and implementation of projects and activities that will improve safety and reduce traffic, fuel consumption, and air pollution in the vicinity of schools. The Town Staff began working on the SRTS plan in May 2009 waiting the announcement from Texas Department of Transportation for call SRTS project in July 2009 . The next step was for staff to submit the work plan by July 31st 2009. TXDOT approved the plan in late August and gave the notice to proceed to complete the SRTS application by November 31, 2009. The application was submitted to TXDOT on November 31, 2009. The grant will fund an 8’ foot sidewalk beginning at Westlake Academy , traveling South on JT Ottinger Rd. turning East at the service entrance to Deloitte, following the Deloitte western property line to Dove Rd., turning East across the creek on the North side of Dove Rd., to the Vaquero pedestrian underpass. This will also include connecting Glenwyck Farms trail along the North side of Dove Rd. to FM 1938 intersection. TXDOT will announce the grant recipients by May 2010. If awarded the grant staff must go out to bid for the project within two (2) years. The SRTS program is a 100% federally funded cost-reimbursement program. The total grant request is $726,852.00. FUNDING To approve the submission of the grant application for the Safe Routes to School program for the 2009-2010 fiscal year; authorizing the Town Manager or his designee to execute all necessary documents and providing an effective date. RECOMMENDATION Resolution ATTACHMENTS: Resolution 09-54 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION 09-54 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, APPROVING THE SUBMISSION OF THE GRANT APPLICATION FOR THE SAFE ROUTES TO SCHOOL PROGRAM FOR THE 2009-2010 FISCAL YEAR; AUTHORIZING THE TOWN MANAGER OR HIS DESIGNEE TO EXECUTE ALL NECESSARY DOCUMENTS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the health and safety of our children is of the highest concern to the citizens of the Town of Westlake, and WHEREAS, driving students to school by private vehicle contributes to traffic congestion and air pollution; and WHEREAS, being able to walk or bicycle to school along safe routes offers an opportunity to build healthful physical activity into daily routine and arrive at school ready to learn; and WHEREAS, having safer routes to and from schools aims to decrease pedestrian and bicycling related injuries, not just for students, but for the entire community; and WHEREAS, grants are available to fund safety improvements within a two-mile radius of Westlake Academy through the Safe Routes to School (SRTS) Program; and WHEREAS, The Safe Routes to Schools program would take place during the 2009-2010 school year; and WHEREAS, the Town of Westlake has requested and received approval and support of said grant application from Westlake Academy; and WHEREAS, The Town of Westlake designates Tom Brymer, Town Manager, as the grantee's authorized official. The authorized official is given the power to apply for, accept, reject, alter or terminate the grant on behalf of the applicant agency and to execute or name a designee to execute all necessary documents. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1 T hat the Town of Westlake hereby supports the Safe Routes to School program. Resolution 09-54 Page 2 of 2 SECTION 2 That the Town of Westlake approves submission of the grant application for the Safe Routes to School, and authorizes the Town Manager or his designee to execute all necessary documents. SECTION 3 That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety SECTION 4 That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 14th DAY OF DECEMBER 2009 _______________________________ Laura Wheat, Mayor ATTEST: ___________________________ ________________________________ Kelly Edwards, Town Secretary Tom Brymer, Town Manager APPROVED AS TO FORM: ___________________________ L. Stanton Lowry, Town Attorney Memo Draft Town of Westlake To: Honorable Mayor and Members of the Town Council From: Troy J. Meyer Director of Facilities and Recreation Subject: Energy Efficiency and Conservation Block Grants (EECBG) Program Date: December 7, 2009 Consideration of a Resolution to approve the submission of the grant application for to retrofit existing facilities with efficiency technologies for the 2009-2010 fiscal year; authorizing the town manager or his designee to execute all necessary documents. ITEM This item supports the following Vision Point and Key Result Areas: VISION POINT AND KEY RESULT AREAS  We are Leaders o Environmental stewardship Initiatives o High quality services delivery coupled with financial stewardship To stimulate the economy and create jobs, Congress passed the American Recovery and Reinvestment Act (ARRA) of 2009 and the President signed into law on February 17th, 2009. This included $3.2 billion in funding from the ARRA for the Energy Efficiency and Conservation Block Grants (EECBG) Program, which was authorized in Title V, Subtitle E of the Energy Independence and Security Act (EISA) and signed into law on December 19, 2007. BACKGROUND The purpose of the EECBG program is to, 1) reduce fossil fuel emissions in a manner that is environmentally sustainable, and to the maximum extent practicable, maximize benefits for local and regional communities; 2) reduce the total energy use of eligible entities; and, 3) improve the energy efficiency in the building sector, the transportation sector and other appropriate sectors. If the Town is awarded the grant, staff would recommend hiring an outside consultant to complete an energy audit on the Westlake Academy campus which would include lighting, heating and cooling systems and restoring HVAC ducts. The result of the audit would identify current energy usage, potential energy conservation and financial analysis. Staff will also have to meet reporting requirements which include project updates, monthly reports on energy usage and results from the energy audit. The EECBG program will award a minimum grant of $20,000.00 to each awarded applicant. FUNDING To approve the submittal of the EECBG Block grant application to complete an energy audit and retrofit Westlake Academy facilities with efficiency technologies. RECOMMENDATION Resolution ATTACHMENTS: Resolution 09-55 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION 09-55 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, APPROVING THE SUBMISSION OF THE GRANT APPLICATION FOR TO RETROFIT EXISTING FACILITIES WITH EFFICICENCY TECHNOLOHIES FOR THE 2009-2010 FISCAL YEAR; AUTHORIZING THE TOWN MANAGER OR HIS DESIGNEE TO EXECUTE ALL NECESSARY DOCUMENTS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Congress passed the American Recovery and Reinvestment Act (ARRA) of 2009 and the President signed into law on February 17th, 2009, to stimulate the economy and create jobs; and, WHEREAS, ARRA included $3.2 billion in funding for the Energy Efficiency and Conservation Block Grants (EECBG) Program authorized in Title V, Subtitle E of the Energy Independence and Security Act (EISA) and signed into law on December 19, 2007; and, WHEREAS, the purpose of the EECBG program is to, 1) reduce fossil fuel emissions in a manner that is environmentally sustainable, and to the maximum extent practicable, maximizes benefits for local and regional communities; 2) to reduce the total energy use of eligible entities; and, 3) to improve the energy efficiency in the building sector, the transportation sector and other appropriate sectors; and, WHEREAS, the Town of Westlake is a town with limited financial resources and desires to support the development of energy efficiency programs; and, WHEREAS, the Town of Westlake accepts its allocation and may also accept additional funds that may become available at a later date; and, WHEREAS, the Town of Westlake has developed or is interested in developing a EECBG project, which is sustainable and has measurable energy savings, job creation and economic stimulus effects into the city; and, WHEREAS, the Town of Westlake is determined to support energy efficiency projects that leverage federal funds with other public and private resources, including coordinated efforts involving other Federal programs targeting community development; and, WHEREAS, the Town of Westlake intends to comply with all agreed upon contractual requirements of ARRA, the EECBG program and other federal and state law: NOW, Resolution 09-55 Page 2 of 2 NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1 The Town, authorizes the Town Manager or his designee to execute all necessary documents to pursue all EECBG funding made available through ARRA and being allocated by the State Energy Conservation Office to be used to assist in reaching the town’s goals of energy and efficiency; and SECTION 2 The Town continue its commitment toward energy efficiency for the citizens of the Town of Westlake and all of Texas; and SECTION 3 That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 14th DAY OF DECEMBER 2009 _______________________________ Laura Wheat, Mayor ATTEST: ___________________________ ________________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ___________________________ L. Stanton Lowry, Town Attorney Memo Town of Westlake To: Honorable Mayor and Members of the Town Council From: Eddie Edwards, Director of Planning and Development Subject: Regular Meeting of December 14, 2009 Date: December 3, 2009 Consider a Resolution authorizing the issuance of a permit for an illuminated building sign that exceeds the size limits allowed by Town ordinances. ITEM This item supports the following Vision Point and Key Result Areas: VISION POINT AND KEY RESULT AREAS  Inviting Residential & Corporate neighborhoods o Outstanding community appearance o Highest quality development and aesthetic standards Fossil Creek Spirits is leasing space at 3 Village Circle suite #100. They are requesting a permit for a sign that will be 41.7 sq. ft. and will have LED illumination on the letters. Signs over 24 sq. ft. are prohibited and so are illuminated signs. However, provisions within the code of ordinances allow the Town Council to grant special exemptions and exceptions by resolution if it is found that unusual building design or circumstances warrant special consideration. BACKGROUND No Town funding required. FUNDING Staff recommends approval as submitted. RECOMMENDATION Staff report ATTACHMENTS: Letter from applicant, Sign permit application, and sign plans Resolution 1 TOWN OF WESTLAKE, TX STAFF REPORT TO TOWN COUNCIL I. Case No. CASE INFORMATION Resolution 09-56 Date: Request: Consider a Resolution authorizing the issuance of a permit for an illuminated building sign that exceeds the size limits allowed by Town ordinances. 12-03-09 Location: 3 Village Circle Suite # 100. PD-1, Solana mixed use campus. Owner: Maguire Partners- Solana Limited Partnership. Zoning: PD-1, Solana mixed use campus. II. STAFF REVIEW COMMENTS 1. Fossil Creek Spirits is leasing space at 3 Village Circle suite #100. They are requesting a permit for a sign that will be 41.7 sq. ft. and will have LED illumination on the letters. Signs over 24 sq. ft. are prohibited and so are illuminated signs. However, provisions within the code of ordinances allow the Town Council to grant special exemptions and exceptions by resolution if it is found that unusual building design or circumstances warrant special consideration. General 2. Special exceptions and exemptions requested. a. Increase of allowed square footage of the sign, from 24 square feet to approximately 42 square feet. b. Allowing the illumination of the lettering by Light Emitting Diodes (LED). c. Allowing a temporary sign to remain in place until the permanent sign is installed. 2 3. Code Sections applicable to the request. Sec. 70-12. Signs and display cases within commercial districts. (a) Generally. All signs or display cases in the commercial districts require a sign permit. The building official may, subject to the standards set forth in this chapter, temporarily approve an application for a sign or display case. Such approval shall expire at the next meeting of the board of aldermen. All permits shall be for a specific location and the moving of such signs or display cases shall require a new permit. The regulations in this section shall apply within the commercial districts. (b) Prohibited signs and display cases. No sign or display case shall be permitted that: (1) Does not pertain to a commercial use on the site. (2) Is incompatible in design with the building and space allotted. (3) Is flashing, illuminated, phosphorescent, moving or primarily glossy. (4) Contains lettering exceeding 12 inches in height. (5) Projects or extends above the eave or parapet line, if attached to any structure. (6) Is for a business which does not have an active business license on file with the town. (7) Exceeds 24 square feet in area. (8) Could create confusion to the public or to police and fire response calls in emergencies, or tends to degrade the character of the town, affect the peace, health and welfare of the community or result in a degradation of property values and/or an increase in the cost of municipal services. c) Maximum allowable sign area. (5) The board of aldermen may make special exemptions to the allowable areas in this subsection where hardship is incurred or where unusual design of a building requires special consideration. (d) Signs exempt from formal review. (e) Sign area. (f) Standards for display cases. (g) Special exceptions. The board of aldermen may consider resolutions which grant special exceptions to this subsection where hardship is incurred or where unusual circumstances warrant special consideration. __________________________________________________________ III. PLANNING AND ZONING COMMISSION RECOMMENDATIONS This type of request does not require a recommendation from the Planning and Zoning commission. ________________________________________________________________ IV. Staff recommends approval of this Resolution to allow the permitting of the sign as submitted. The temporary sign should be allowed only until the permanent sign is installed or 90 days maximum. STAFF RECOMMENDATIONS TOWN OF WESTLAKE RESOLUTION 09-56 A RESOLUTION BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, APPROVING A SPECIAL EXEMPTION TO THE ALLOWABLE SIGN AREA AND APPROVING SPECIAL EXCEPTIONS TO SECTION 70-12 OF THE CODE OF ORDINANCES TO ALLOW THE SIGN TO BE ILLUMINATED AND ALLOWING A TEMPORARY SIGN TO REMAIN IN PLACE UNTIL THE PERMANENT SIGN IS INSTALLED. THE PROPOSED SIGN WILL BE LOCATED AND USED TO ADVERTISE THE BUSINESS LOCATED AT 3 VILLAGE CIRCLE, SUITE 100. 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, does hereby approve the special exception and special exemptions as requested by the applicant. See application attached. Exhibit “A”. SECTION 3 : If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 14 DAY OF DECEMBER 2009. ___________________________________ Laura Wheat, Mayor ATTEST: ________________________________ ___________________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, Town Attorney 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. Council Member Langdon Discuss dog licensing and rabies certification. Town of Westlake Item #11 - Future Agenda Items COUNCIL CALENDAR - WA Parents Shopping Day Out December 19, 2009 (Benefiting Project 2010) - Town Council Meeting January 25, 2010 - NE Transportation Summit (Grapevine Convention Center) February 17, 2010 7:30 – 10:00 am - Town Council Meeting February 22, 2010 - Westlake Academy Gallery Night event February 26, 2010 - Bandana Bonanza May 8, 2010 - Westlake Academy Graduation May 23, 2010 Town of Westlake Item # 12 – Council Calendar Town of Westlake Item # 13 – Adjournment Back up material has not been provided for this item.