HomeMy WebLinkAbout04-27-15 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 posted start time.
Mission Statement
Westlake is a unique community blending preservation of our natural environment and
viewscapes, while serving our residents and businesses with superior municipal and academic
services that are accessible, efficient, cost-effective, and transparent.
Westlake, Texas – “One-of-a-kind community; natural oasis – providing
an exceptional level of service.”
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TOWN OF WESTLAKE, TEXAS
Vision Statement
An oasis of natural beauty that maintains our open spaces in balance with distinctive
development, trails, and quality of life amenities amidst an ever expanding urban landscape.
TOWN COUNCIL MEETING
AGENDA
April 27, 2015
Lee Fieldhouse Meeting Room
2600 JT Ottinger Road, Westlake, TX 76262
Workshop Session: 5:00 p.m.
Regular Session: 6:30 p.m.
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Work Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. REVIEW OF CONSENT AGENDA ITEMS FOR THE APRIL 27, 2015, TOWN
COUNCIL REGULAR MEETING AGENDA. (10 min)
4. REPORTS
Reports are prepared for informational purposes and will be accepted as presented. (there
will no presentations associated with the report items) There will be no separate discussion
unless a Council Member requests that report be removed and considered separately.
a. Accepting a Donation to the Fire Station.
5. DISCUSSION ITEMS
a. Presentation and discussion of 1st and 2nd Quarter Performance Measures and 2nd
Quarter Financial Dashboard as well as Capital Projects for the Quarter ending
March 31, 2015. (30 min)
b. Standing Item: Update and discussion regarding the Granada Development.
c. Standing Item: Update and discussion regarding the Entrada Development.
6. EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087. Deliberation Regarding Economic Development Negotiations
(1) to discuss or deliberate regarding commercial or financial information that
the governmental body has received from a business prospect that the
governmental body seeks to have locate, stay, or expand in or near the territory
of the governmental body and with which the governmental body is conducting
economic development negotiations; or (2) to deliberate the offer of a financial
or other incentive to a business prospect described by Subdivision (1). Maguire
Partners-Solana Land, L.P., related to Centurion’s development known as Entrada
and Granada
b. Section 551.071 (2) Consultation with Attorney on a matter in which the duty of
the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with the Chapter
including but are not limited to the following: Town of Westlake Certificate of
Convenience & Necessity (CCN) for water and sewer service.
c. Section 551.071(2) Consultation with Attorney - to seek advice of counsel on
legal matters involving pending or contemplated litigation, settlement offers, or
other legal matters not related directly to litigation or settlement. Pending or
contemplated litigation and settlement offers include but are not limited to the
following: Trophy Club Municipal District Number 1
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7. RECONVENE MEETING
8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
9. COUNCIL RECAP / STAFF DIRECTION
10. ADJOURNMENT
Regular Session
1. CALL TO ORDER
2. CITIZEN PRESENTATIONS AND RECOGNITIONS: 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.
3. 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 i ts normal sequence.
a. Consider approval of the minutes from the March 23, 2015, joint meeting.
b. Consider approval of the minutes from the March 30, 2015, meeting.
c. Consider approval of Resolution 1 5-10, Accepting unsolicited materials to be
used for the repairs and reconstruction of the Fire and Medical Emergency
Services department temporary station at 2900 Dove Road.
4. EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087. Deliberation Regarding Economic Development Negotiations (1)
to discuss or deliberate regarding commercial or financial information that the
governmental body has received from a business prospect that the governmental
body seeks to have locate, stay, or expand in or near the territory of the
governmental body and with which the governmental body is conducting economic
development negotiations; or (2) to deliberate the offer of a financial or other
incentive to a business prospect described by Subdivision (1). Maguire Partners -
Solana Land, L.P., related to Centurion’s development known as Entrada and
Granada
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b. Section 551.071 (2) Consultation with Attorney on a matter in which the duty of the
attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with the Chapter
including but are not limited to the following: Town of Westlake Certificate of
Convenience & Necessity (CCN) for water and sewer service.
c. Section 551.071(2) Consultation with Attorney - to seek advice of counsel on legal
matters involving pending or contemplated litigation, settlement offers, or other
legal matters not related directly to litigation or settlement. Pending or
contemplated litigation and settlement offers include but are not limited to the
following: Trophy Club Municipal District Number 1
5. RECONVENE MEETING
6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
7. 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 Rennhack – Discussion of the Parker County Hospital District (PCHD)
Nolan Queen Lifecare Station 4.
Council Member Rennhack – Discussion of Town Council’s facilities naming policy, naming
of Westlake Academy facilities, including naming in honor of former founding Head of
School.
8. COUNCIL CALENDAR
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9. 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.
CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle,
April 22, 2015, 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.
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."
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. Consider approval of the minutes from the March 23, 2015, joint meeting.
b. Consider approval of the minutes from the March 30, 2015, meeting.
c. Consider approval of Resolution 15-10, Accepting unsolicited materials to
be used for the repairs and reconstruction of the Fire and Medical Emergency
Services department temporary station at 2900 Dove Road.
Town of Westlake
Item # 3 –
Review of Consent
Agenda Items
REPORTS
Reports are prepared for informational purposes and will be accepted as presented.
(there will no presentations associated with the report items) There will be no separate discussion
unless a Council Member requests that report be removed and considered separately.
a. Accepting a Donation to the Fire Station.
Town of Westlake
Item # 4–
Reports
estlake Town Council
TYPE OF ACTION
Workshop - Report
Westlake Town Council Meeting
Monday, April 27, 2015
TOPIC: Report to the Town Council regarding the unsolicited materials to be used
for the repairs and reconstruction of the fire and medical emergency
services depart ment temporary station at 2900 Dove Road which was
damaged by fire.
STAFF CONTACT: Troy J. Meyer, Facilities Director
Strategic Alignment
Vision, Value, Mission Perspective Strategic Theme & Results Outcome
Objective
Mission: Westlake is a
unique community blending
preservation of our natural
environment and
viewscapes, while serving
our residents and businesess
with superior municipal and
academic services that are
accessible, efficient, cost-
effective, & transparent.
People, Facilities, &
Technology
Exemplary Service & Governance
- We set the standard by delivering
unparalleled municipal and
educational services at the lowest
cost.
Improve Technology,
Facilities &
Equipment
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: April 27, 2015 Completion Date: July 31, 2015
Funding Amount Status - Not Funded Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY )
On December 31 2014, the living quarters of the temporary fire station were damaged by fire.
The 70 X 30 model home was a total loss and subsequently removed from the site. Fire fighters
our currently back at the station located at 2900 Dove Rd. in a 37 foot camping trailer. The plan
to extend the metal building (to the west) and construct built -in living quarters was approved by
the Town Council on March 2, 2015.
Centurion American has partnered with the Town to fund the internal living quarter construction
costs as the expenditures associated with the extension and the concrete slab are covered by the
insurance claim. This addition will be approximately 2,000 sq. ft. to the current metal building
(equipment bays) and will give the firefighters a safer place to shelter during a severe weather
event.
Once permanent fire station facilities are built , the current (metal) temporary fire station could
be repurposed as a Public Works and Facilities Maintenance building.
The Town’s insurance company (TML Risk Pool) made a determination that the temporary
building (mobile home) was a total loss with a replacement value of $80,622. The contents of
the damaged modular building and other expenses related to temporary housing would be
reimbursed separately, based on actual costs incurred.
RECOMMENDATION
Staff recommends approving the CA Construction/Centurion American, or its affiliates,
("Centurion") unsolicited offer, to donate materials including, but not limited to, plumbing
fixtures and products, electrical fixtures and products, mechanical systems, framing and finish
out materials for the temporary Fire Station living quarters in an amount estimated at $82,000.00
(the "Donation").
ATTACHMENTS
None
DISCUSSION ITEMS
a. Presentation and discussion of 1st and 2nd Quarter Performance Measures and
2nd Quarter Financial Dashboard as well as Capital Projects for the Quarter
ending March 31, 2015. (30 min)
b. Standing Item: Update and discussion regarding the Granada Development.
c. Standing Item: Update and discussion regarding the Entrada Development.
Town of Westlake
Item # 5 –
Discussion Items
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estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, April 27, 2015
TOPIC: Presentation and discussion of 1st and 2nd Quarter Performance Measures
and the 2nd Quarter Financial Analysis as well as Capital Projects for the
Quarter ended March 31, 2015
STAFF CONTACT: Debbie Piper, Finance Director
Amanda DeGan, Assistant Town Manager
DECISION POINTS
Start Date Completion Date
Timeframe: October 1, 2014 March 31, 2015
Funding: Amount - N/A Status- N/A Source- N/A
Strategic Alignment
Vision, Value, Mission Perspective Strategic Theme & Results Outcome
Objective
Transparent / Integrity-
driven Government
Municipal &
Academic Operations
Exemplary Service & Governance
- We set the standard by delivering
unparalleled municipal and
educational services at the lowest
cost.
Increase
Transparency,
Accessibility &
Communications
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
With the creation of our current draft of the Strategic Plan, we identified performance measures
and reviewed those with the Council in 2014. The measures are designed to capture our progress
on each strategic objective within our Tier One strategy map and provide us with valuable data to
help guide our budgeting and planning efforts. We have also combined the organizational
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performance measures with the quarterly financial dashboard for a more comprehensive analysis
of our services. The information (charts and presentation) will be delivered under separate
cover on Thursday. An explanation of the organizational performance measures will be
contained in the presentation and discussed at our Council meeting and the detail of the financial
measures is explained below.
Financials: The 2nd quarter “Dashboard” reports and “Analysis” for the FY 2014-2015 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 are a function of transfers in, related expenditures and transfers out; therefore,
we have not prepared quarterly reports for these funds.
We have also included an additional report related to the capital projects year-to-date expenses as
well as an update of the projects.
Please note on each individual fund’s report, you will see an “A”, and on the Utility Fund a “%”,
beside several revenue line items. The “A” indicates that specific “YTD Actual” line-items are
based on the accrual method. This means that revenue received after 3/31/15 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 Actual”, the YTD Budget”
calculation has been changed 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 three months of the prior year.
In review, these quarterly reports contain a “dashboard” display complete with major revenue
and expenditure categories. A comparison of the “YTD Budget” amount and the “YTD Actuals”
at 3/31/15 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).
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, YTD
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 operations.
Note the “Analysis” 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 explained several of the line-items that were greater (green) in revenue than we anticipated
helping you understand what specifically happened with that revenue line-item. I have also
prepared explanations for several expenditures that were considerably under budget so you may
see why these funds have not been expended. Included in each explanation you will find a
number that reflects the exact variance in that department/line-item.
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RECOMMENDATION
Review and discussion of the performance measures.
ATTACHMENTS
Sent under separate cover.
Standing Item: Update and discussion regarding the Granada Development.
Town of Westlake
Item # 5b – No
Supporting
documentation
Standing Item: Update and discussion regarding the Entrada Development.
Town of Westlake
Item # 5c – No
Supporting
documentation
EXECUTIVE SESSION
a. Section 551.087. Deliberation Regarding Economic Development Negotiations (1) to
discuss or deliberate regarding commercial or financial information that the governmental
body has received from a business prospect that the governmental body seeks to have
locate, stay, or expand in or near the territory of the governmental body and with which the
governmental body is conducting economic development negotiations; or (2) to deliberate
the offer of a financial or other incentive to a business prospect described by Subdivision
(1). Maguire Partners-Solana Land, L.P., related to Centurion’s development known as
Entrada and Granada
b. Section 551.071 (2) Consultation with Attorney on a matter in which the duty of the
attorney to the governmental body under the Texas Disciplinary Rules of Professional
Conduct of the State Bar of Texas clearly conflicts with the Chapter including but are not
limited to the following: Town of Westlake Certificate of Convenience & Necessity (CCN) for
water and sewer service.
c. Section 551.071(2) Consultation with Attorney - to seek advice of counsel on legal matters
involving pending or contemplated litigation, settlement offers, or other legal matters not
related directly to litigation or settlement. Pending or contemplated litigation and settlement
offers include but are not limited to the following: Trophy Club Municipal District Number 1
d. Section 551.071(2) Consultation with Attorney on a matter in which the duty of the attorney
to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the
State Bar of Texas clearly conflicts with the Chapter including but are not limited to the
following: Legal issues concerning the proposed Comprehensive Plan.
Town of Westlake
Item # 6 –
Executive Session
Town of Westlake
Item # 7 – Reconvene
Meeting
The Council will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
a. Section 551.087. Deliberation Regarding Economic Development Negotiations (1) to discuss or
deliberate regarding commercial or financial information that the governmental body has received
from a business prospect that the governmental body seeks to have locate, stay, or expand in or
near the territory of the governmental body and with which the governmental body is conducting
economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to
a business prospect described by Subdivision (1). Maguire Partners-Solana Land, L.P., related to
Centurion’s development known as Entrada and Granada
b. Section 551.071 (2) Consultation with Attorney on a matter in which the duty of the attorney to the
governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of
Texas clearly conflicts with the Chapter including but are not limited to the following: Town of
Westlake Certificate of Convenience & Necessity (CCN) for water and sewer service.
c. Section 551.071(2) Consultation with Attorney - to seek advice of counsel on legal matters involving
pending or contemplated litigation, settlement offers, or other legal matters not related directly to
litigation or settlement. Pending or contemplated litigation and settlement offers include but are not
limited to the following: Trophy Club Municipal District Number 1
d. Section 551.071(2) Consultation with Attorney on a matter in which the duty of the attorney to the
governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of
Texas clearly conflicts with the Chapter including but are not limited to the following: Legal issues
concerning the proposed Comprehensive Plan.
Town of Westlake
Item # 8 – Take any
Necessary Action, if
necessary
COUNCIL RECAP / STAFF DIRECTION
Town of Westlake
Item #9
Council Recap /
Staff Direction
Town of Westlake
Item # 10 –
Workshop
Adjournment
CITIZEN PRESENTATIONS AND RECOGNITIONS: 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 # 2 – Citizen’s
Presentations and
recognitions
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. Consider approval of the minutes from the March 23, 2015, joint meeting.
b. Consider approval of the minutes from the March 30, 2015, meeting.
c. Consider approval of Resolution 15-10, Accepting unsolicited materials to be
used for the repairs and reconstruction of the Fire and Medical Emergency
Services department temporary station at 2900 Dove Road.
Town of Westlake
Item # 3 – Consent
Agenda
Town Council Minutes
03/23/15
Page 1 of 3
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
JOINT TOWN COUNCIL AND
PLANNING AND ZONING COMMISSION MEETING
March 23, 2015
PRESENT: Mayor Laura Wheat and Council Members, Michael Barrett, Alesa Belvedere,
Carol Langdon, and Wayne Stoltenberg. Rick Rennhack arrived at 5:16 p.m.
PRESENT: Chairman William Greenwood, Ryan Groce, Michelle Lee, and Sharon Sanden.
ABSENT: Liz Garvin and Tim Brittan
OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards,
Assistant Town Manager Amanda DeGan, Finance Director Debbie
Piper, Fire Chief Richard Whitten, Planning and Development
Director Eddie Edwards, Director of Public Works Jarrod
Greenwood, Director of HR & Administrative Services Todd Wood,
and Susan McFarland, Communications Specialist.
Work Session
1. CALL TOWN COUNCIL TO ORDER
Mayor Wheat called the Council to order at 5:10 p.m.
2. CALL THE PLANNING & ZONING COMMISSION TO ORDER
Chairman Greenwood called the Commission to order at 5:10 p.m.
Town Council Minutes
03/23/15
Page 2 of 3
3. PRESENTATION AND DISCUSSION IN GENERAL OF THE COMPREHENSIVE
PLAN’S HOUSING ELEMENT, ITS LAND USE PLAN PERTAINING TO
RESIDENTIAL LAND USES, AND RESIDENTIAL ZONING.
Town Manager Brymer provided an overview of the item.
Mr. Robin McCaffrey and Ms. Ashley Shook, Mesa Planning, provided a presentation and
overview of the Housing Element of the Comprehensive Plan.
Mr. McCaffrey and Ms. Shook discussed the emerging markets slides, rising land values,
value diversification, and transactional viability.
Discussion ensued regarding the economics of larger lot sizes, price of property, number
of residential units, cost as it relates to lower density, making the value compatible,
protecting current larger lot zoning, the value of the Granada and Planned Developments,
creating a connection to and from Stagecoach, using the plan as a guide to assist with
future development as zoning changes are requested, and planning in front of or behind
change.
4. DISCUSSION REGARDING THE SCHEDULING OF FUTURE PLANNING AND
ZONING WORK SESSIONS.
Town Manager Brymer discussed the opportunity for work sessions that would begin at
5:00 p.m.
Chairman Greenwood advised Staff to schedule work sessions on a case-by-case basis.
5. DISCUSSION REGARDING ELECTRONIC PLANNING AND ZONING AGENDA
PACKETS AND ELECTRONIC DEVICES.
Town Manager Brymer discussed transitioning to an electronic agenda packet for the
future Commission packets.
Town Council Minutes
03/23/15
Page 3 of 3
6. ADJOURNMENT
Mayor Wheat adjourned the work session for the Council at 7:13 p.m.
Chairman Greenwood adjourned the work session for the Commission at 7:18 p.m.
APPROVED BY THE TOWN COUNCIL ON APRIL 27, 2015.
ATTEST: _____________________________
Laura Wheat, Mayor
_____________________________
Kelly Edwards, Town Secretary
APPROVED BY THE PLANNING AND ZONING COMMISSION ON MAY 4 , 2015.
ATTEST: _____________________________
William Greenwood, Chairman
_____________________________
Kelly Edwards, Town Secretary
Town Council Minutes
01/26/15
Page 1 of 7
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL MEETING
March 30, 2015
PRESENT: Mayor Laura Wheat and Council Members, Michael Barrett, Alesa Belvedere,
Carol Langdon, Rick Rennhack and Wayne Stoltenberg.
ABSENT:
OTHERS PRESENT: Town Secretary Kelly Edwards, Town Attorney L. Stanton Lowry,
Assistant Town Manager Amanda DeGan, Fire Chief Richard
Whitten, Planning and Development Director Eddie Edwards,
Director of Public Works Jarrod Greenwood, Finance Director
Debbie Piper, Director of Facilities and Parks & Recreation Troy
Meyer, Jason Power Director of Information Technology,
Communications & Community Affairs Director Ginger Awtry, and
Susan McFarland, Communications Specialist.
Work Session
1. CALL TO ORDER
Mayor Wheat called the work session to order at 7:03 p.m.
2. REVIEW OF CONSENT AGENDA ITEMS FOR THE MARCH 30, 2015, TOWN
COUNCIL REGULAR MEETING AGENDA.
No additional discussion.
3. REPORTS
a. Westlake Parkway Street Naming Report.
Town Council Minutes
03/30 /15
Page 2 of 7
4. DISCUSSION ITEMS
a. Discussion, with Preceding Presentation, Regarding Westlake Historical
Preservation Society Annual Report.
Mr. Stephen Thornton provided a presentation and overview of the events. Mr.
Thornton also provided a finance overview.
Discussion ensued regarding the use of the Circle T Ranch brand, car show and
membership events, and the number of non-resident board members.
b. Discussion and review amending the guaranteed maximum price (GMP) of
$8,715,254.93 to $8,996,525.84 ($281,270.10) with Steele & Freeman, Inc.,
approving all construction change orders for the Phase I Westlake Academy
Campus Expansion and amending the FY 2014-2015 budget by transferring
$54,328 from the General Fund balance to the Westlake Academy Expansion
Fund for the Phase I project.
Director Meyer provided an overview of the proposed amendment.
c. Discuss and review the draft of DirectionFinder Questions for 2015 Residential
Survey.
Assistant Town Manager DeGan provided an overview of the proposed survey
questions.
Discussion ensued regarding removing smoking questions, water conservation,
and the addition of a to measure residents interest of purchasing public land.
d. Standing Item: Update and discussion regarding the Granada Development.
No additional discussion.
e. Standing Item: Update and discussion regarding the Entrada Developmen t.
No additional discussion
Town Council Minutes
03/30 /15
Page 3 of 7
5. EXECUTIVE SESSION
The Council convened into executive session at 7:51 p.m.
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087. Deliberation Regarding Economic Development Negotiations
(1) to discuss or deliberate regarding commercial or financial information that
the governmental body has received from a business prospect that the
governmental body seeks to have locate, stay, or expand in or near the territory
of the governmental body and with which the governmental body is conducting
economic development negotiations; or (2) to deliberate the offer of a financial
or other incentive to a business prospect described by Subdivision (1). Maguire
Partners-Solana Land, L.P., related to Centurion’s development known as Entrada
and Granada
b. Section 551.087 Deliberation Regarding Economic Development Negotiations (1)
to discuss or deliberate regarding commercial or financial information that the
governmental body has received from a business prospect that the governmental
body seeks to have locate, stay, or expand in or near the territory of the
governmental body and with which the governmental body is conducting
economic development negotiations; or (2) to deliberate the offer of a financial
or other incentive to a business prospect described by Subdivision (1). Carlyle
Development
c. Section 551.071 (2) Consultation with Attorney on a matter in which the duty of
the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with the Chapter
including but are not limited to the following: Town of Westlake Certificate of
Convenience & Necessity (CCN) for water and sewer service.
d. Section 551.071(2) Consultation with Attorney - to seek advice of counsel on
legal matters involving pending or contemplated litigation, settlement offers, or
other legal matters not related directly to litigation or settlement. Pending or
contemplated litigation and settlement offers include but are not limited to the
following: Trophy Club Municipal District Number 1
e. Section 551.071(2) Consultation with Attorney on a matter in which the duty of
the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with the Chapter
including but are not limited to the following: Legal issues concerning the
proposed Comprehensive Plan.
6. RECONVENE MEETING
Mayor Wheat reconvened the meeting at 8:26 p.m.
Town Council Minutes
03/30 /15
Page 4 of 7
7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
No action taken as a result of executive session.
8. COUNCIL RECAP / STAFF DIRECTION
Staff discuss with the Historical Preservation Society the opportunities to brand the Circle
T Ranch area in Westlake.
Review the planning of Town events as not to conflict with surround community events.
Continue the smoking ordinance discussion at a future meeting.
9. ADJOURNMENT
Mayor Wheat adjourned the work session at 8:27 p.m.
Regular Session
1. CALL TO ORDER
Mayor called the regular session to order at 8:27 p.m.
2. CITIZEN PRESENTATIONS AND RECOGNITIONS
No one addressed the Council at this time.
3. CONSENT AGENDA
a. Consider approval of the minutes from the March 2, 2015, meeting.
b. Consider approval of Resolution 15-07, Authorizing the Mayor to enter into a
Joint Election Agreement with Denton County for the General Election to be held
on May 9, 2015.
c. Consider approval of Resolution 15-08, Authorizing the Mayor to enter into a
Joint Election Agreement with Tarrant County for the General Election to be held
on May 9, 2015.
d. Consider approval of Resolution 15-09, Amending the Guaranteed Maximum
Price (GMP) Of $8,715,254.93 To $8,996,525.84 ($281,270.10) with Steele &
Freeman, Inc., Approving all Construction Change Orders for the Phase I
Westlake Academy Campus Expansion and Amending the FY 2014-2015 Budget
by Transferring $54,328 from the General Fund, Fund Balance to the Westlake
Academy Expansion Fund for the Phase I Project.
Town Council Minutes
03/30 /15
Page 5 of 7
MOTION: Council Member Belvedere made a motion to approve consent
agenda. Council Member Langdon seconded the motion. The
motion carried by a vote of 5-0.
4. CONTINUE A PUBLIC HEARING AND CONSIDER ORDINANCE 746, REGARDING
A ZONING CHANGE FROM R 1 “ESTATE RESIDENTIAL” TO PD-6 “PLANNED
DEVELOPMENT - SINGLE-FAMILY RESIDENTIAL DISTRICT WITH TEN LOTS.”
THE SUBJECT PROPERTY IS COMMONLY KNOWN AS 1480 DOVE ROAD,
FURTHER DESCRIBED AS LOT 1, BLOCK 1 OF THE DOVE ADDITION,
APPROXIMATELY 10.18 ACRES.
Director Edwards provided an overview of the proposed zoning request and the
differences between the Planned Development and straight R-1 zoning.
Paul Rostron, Calais Custom Homes, provided a presentation and overview of the
proposed development.
Discussion ensued regarding the differences of a Planned Development and R-1 zoning,
benefits of the open space, the location of the road in the proposed development, public
and private roads, and feedback received from the neighboring HOAs.
Mayor Wheat reopened the public hearing.
BeAnn Arthur, 1755 W. Dove Road, Westlake, spoke in opposition of the proposed zoning
change to create a smaller lot of 30,000 square feet using the Planned Development
zoning.
Brent Gabriel, 1625 Trace Bella, Westlake, spoke in opposition of the proposed zoning
change to a Planned Development.
Mayor Wheat closed the public hearing.
Mayor asked the Town Secretary to read speaker comments from the January 5, 2015,
Planning Zoning minutes.
MOTION: Council Member Stoltenberg made a motion to deny Ordinance
746. Council Member Barrett seconded the motion. The motion
carried by a vote of 5-0.
5. EXECUTIVE SESSION
The Council did not convene into executive session.
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
Town Council Minutes
03/30 /15
Page 6 of 7
a. Section 551.087. Deliberation Regarding Economic Development Negotiations (1)
to discuss or deliberate regarding commercial or financial information that the
governmental body has received from a business prospect that the governmental
body seeks to have locate, stay, or expand in or near the territory of the
governmental body and with which the governmental body is conducting economic
development negotiations; or (2) to deliberate the offer of a financial or other
incentive to a business prospect described by Subdivision (1). Maguire Partners -
Solana Land, L.P., related to Centurion’s development known as Entrada and
Granada
b. Section 551.087 Deliberation Regarding Economic Development Negotiations (1)
to discuss or deliberate regarding commercial or financial information that the
governmental body has received from a business prospect that the governmental
body seeks to have locate, stay, or expand in or near the territory of the
governmental body and with which the governmental body is conducting economic
development negotiations; or (2) to deliberate the offer of a financial or other
incentive to a business prospect described by Subdivision (1). Carlyle Development
c. Section 551.071 (2) Consultation with Attorney on a matter in which the duty of the
attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with the Chapter
including but are not limited to the following: Town of Westlake Certificate of
Convenience & Necessity (CCN) for water and sewer service.
d. Section 551.071(2) Consultation with Attorney - to seek advice of counsel on legal
matters involving pending or contemplated litigation, settlement offers, or other
legal matters not related directly to litigation or settlement. Pending or
contemplated litigation and settlement offers include but are not limited to the
following: Trophy Club Municipal District Number 1
e. Section 551.071(2) Consultation with Attorney on a matter in which the duty of the
attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with the Chapter
including but are not limited to the following: Legal issues concerning the proposed
Comprehensive Plan.
6. RECONVENE MEETING
7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
8. FUTURE AGENDA ITEMS
9. COUNCIL CALENDAR
Assistant Town Manager DeGan provided an overview of the upcoming events.
Town Council Minutes
03/30 /15
Page 7 of 7
10. ADJOURNMENT
There being no further business before the Council, Mayor Wheat asked for a motion to
adjourn the meeting.
MOTION: Council Member Rennhack made a motion to adjourn the meeting.
Council Member Stoltenberg seconded the motion. The motion
carried by a vote of 5-0.
Mayor Wheat adjourned the meeting at 9:34 p.m.
APPROVED BY THE TOWN COUNCIL ON APRIL 27, 2015.
ATTEST: _____________________________
Laura Wheat, Mayor
_____________________________
Kelly Edwards, Town Secretary
estlake Town Council
TYPE OF ACTION
Regular Meeting - Consent
Westlake Town Council Meeting
Monday, April 27, 2015
TOPIC: Consider approval of a Resolution of the Town Council of the Town of
Westlake, Texas, accepting the unsolicited materials to be used for the
repairs and reconstruction of the fire and medical emergency services
department temporary station at 2900 Dove Road which was damaged by
fire.
STAFF CONTACT: Troy J. Meyer, Facilities Director
Strategic Alignment
Vision, Value, Mission Perspective Strategic Theme & Results Outcome
Objective
Mission: Westlake is a
unique community blending
preservation of our natural
environment and
viewscapes, while serving
our residents and businesess
with superior municipal and
academic services that are
accessible, efficient, cost-
effective, & transparent.
People, Facilities, &
Technology
Exemplary Service & Governance
- We set the standard by delivering
unparalleled municipal and
educational services at the lowest
cost.
Improve Technology,
Facilities &
Equipment
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: April 27, 2015 Completion Date: July 31, 2015
Funding Amount Status - Not Funded Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY )
On December 31 2014, the living quarters of the temporary fire station were damaged by fire.
The 70 X 30 model home was a total loss and subsequently removed from the site. Fire fighters
our currently back at the station located at 2900 Dove Rd. in a 37 foot camping trailer. The plan
to extend the metal building (to the west) and construct built -in living quarters was approved by
the Town Council on March 2, 2015.
Centurion American has partnered with the Town to fund the internal living quarter construction
costs as the expenditures associated with the extension and the concrete slab are covered by the
insurance claim. This addition will be approximately 2,000 sq. ft. to the current metal building
(equipment bays) and will give the firefighters a safer place to shelter during a severe weather
event.
Once permanent fire station facilities are built , the current (metal) temporary fire station could
be repurposed as a Public Works and Facilities Maintenance building.
The Town’s insurance company (TML Risk Pool) made a determination that the temporary
building (mobile home) was a total loss with a replacement value of $80,622. The contents of
the damaged modular building and other expenses related to temporary housing would be
reimbursed separately, based on actual costs incurred.
RECOMMENDATION
Staff recommends approving the CA Construction/Centurion American, or its affiliates,
("Centurion") unsolicited offer, to donate materials including, but not limited to, plumbing
fixtures and products, electrical fixtures and products, mechanical systems, framing and finish
out materials for the temporary Fire Station living quarters in an amount estimated at $82,000.00
(the "Donation").
ATTACHMENTS
Resolution
Resolution 15-10
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 15-10
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, ACCEPTING THE UNSOLICITED MATERIALS TO BE USED FOR THE
REPAIR AND RECONSTRUCTION OF THE FIRE AND MEDICAL EMERGENCY
SERVICES DEPARTMENT TEMPORARY STATION AT 2900 DOVE ROAD WHICH
WAS DAMAGED BY FIRE.
WHEREAS, on December 31, 2014, the temporary Fire Station at 2900 Dove Road (the
"Fire Station") was damaged by fire; and
WHEREAS, the Town Council of the Town of Westlake, Texas (the "Council")
ado pted Resolution No. 15-01, on January 8, 2015, authorizing emergency expenditures not to
exceed $200,000 for necessary repairs and reconstruction of the temporary Fire Station living
quarters; and
WHEREAS, CA Construction/Centurion American, or its affiliates, ("Centurion") has
offered, unsolicited, to donate materials including, but not limited to, plumbing fixtures and
products, electrical fixtures and products, mechanical systems, framing and finish out materials
for the temporary Fire Station living quarters in an estimated amount of $82,000.00 (the
"Donation"); and
WHEREAS, the Donation is unsolicited and not in any way used as an inducement,
promise, or act by or from the Town of Westlake, Texas, or the Council, for any future approvals
or permits; and
WHEREAS, the Council finds that the passage of this Resolution is in the best interest of
the citizens of the Town of Westlake, Texas.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: That, all matters and recitals stated hereinabove are found to be true and
correct and are incorporated herein by reference as it copied in their ent irety.
SECTION 2: That the Council hereby accepts the Donation.
SECTION 3: That the Town Manager, or his designee, are hereby authorized to process
the acceptance of the Donation including any necessary documentation of same.
SECTION 4: 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 Resolut ion without the
invalid provision.
Resolution 15-10
Page 2 of 2
SECTION 5: That this Resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 27TH DAY OF APRIL 2015.
ATTEST: _____________________________
Laura L. Wheat , Mayor
____________________________ ______________________________
Kelly Edwards, Town Secretary Thomas E. Brymer , Town Manager
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
EXECUTIVE SESSION
a. Section 551.087. Deliberation Regarding Economic Development Negotiations (1) to
discuss or deliberate regarding commercial or financial information that the governmental
body has received from a business prospect that the governmental body seeks to have
locate, stay, or expand in or near the territory of the governmental body and with which the
governmental body is conducting economic development negotiations; or (2) to deliberate
the offer of a financial or other incentive to a business prospect described by Subdivision
(1). Maguire Partners-Solana Land, L.P., related to Centurion’s development known as
Entrada and Granada
b. Section 551.071 (2) Consultation with Attorney on a matter in which the duty of the
attorney to the governmental body under the Texas Disciplinary Rules of Professional
Conduct of the State Bar of Texas clearly conflicts with the Chapter including but are not
limited to the following: Town of Westlake Certificate of Convenience & Necessity (CCN) for
water and sewer service.
c. Section 551.071(2) Consultation with Attorney - to seek advice of counsel on legal matters
involving pending or contemplated litigation, settlement offers, or other legal matters not
related directly to litigation or settlement. Pending or contemplated litigation and settlement
offers include but are not limited to the following: Trophy Club Municipal District Number 1
d. Section 551.071(2) Consultation with Attorney on a matter in which the duty of the attorney
to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the
State Bar of Texas clearly conflicts with the Chapter including but are not limited to the
following: Legal issues concerning the proposed Comprehensive Plan.
Town of Westlake
Item # 4 –
Executive Session
Town of Westlake
Item # 5 – Reconvene
Meeting
The Council will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
a. Section 551.087. Deliberation Regarding Economic Development Negotiations (1) to discuss or
deliberate regarding commercial or financial information that the governmental body has received
from a business prospect that the governmental body seeks to have locate, stay, or expand in or
near the territory of the governmental body and with which the governmental body is conducting
economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to
a business prospect described by Subdivision (1). Maguire Partners-Solana Land, L.P., related to
Centurion’s development known as Entrada and Granada
b. Section 551.071 (2) Consultation with Attorney on a matter in which the duty of the attorney to the
governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of
Texas clearly conflicts with the Chapter including but are not limited to the following: Town of
Westlake Certificate of Convenience & Necessity (CCN) for water and sewer service.
c. Section 551.071(2) Consultation with Attorney - to seek advice of counsel on legal matters involving
pending or contemplated litigation, settlement offers, or other legal matters not related directly to
litigation or settlement. Pending or contemplated litigation and settlement offers include but are not
limited to the following: Trophy Club Municipal District Number 1
d. Section 551.071(2) Consultation with Attorney on a matter in which the duty of the attorney to the
governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of
Texas clearly conflicts with the Chapter including but are not limited to the following: Legal issues
concerning the proposed Comprehensive Plan.
Town of Westlake
Item # 6 – Take any
Necessary Action, if
necessary
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 Rennhack – Discussion of the Parker County Hospital
District (PCHD) Nolan Queen Lifecare Station 4.
• Council Member Rennhack – Discussion of Town Council’s facilities naming
policy, naming of Westlake Academy facilities, including naming in honor of
former founding Head of School.
Town of Westlake
Item #7 - Future
Agenda Items
Westlake MasterWorks Spring Concert
Thursday, April 23, 2015; 7:00 – 8:00 p.m.
Solana’s Village Circle Courtyard
Brave Combo – 2x Grammy winning band from Denton, TX!
Westlake Annual Arbor Day Celebration
Saturday, April 25, 2015; 3:00 – 7:00 p.m.
Town’s Park in Glenwyck Farms
Town Council Workshop & Meeting
Monday, April 27, 2015
Westlake Town Hall in Solana – Council Chambers
State Rep. Giovanni Capriglione’s Volunteer Recognition Ceremony
Friday, May 1, 2015; 7:00 – 8:30 p.m.
White’s Chapel United Methodist Churct – Southlake
Please RSVP to Kelly at Town Hall or Amanda Calongne at Rep. Capriglione’s office
64th Annual National Day of Prayer at the Clock Tower; Jointly held for citizens of Roanoke,
Trophy Club, & Westlake
Thursday, May 7, 2015; Noon
Trophy Club Clock Tower at Trophy Club Drive & SH 114
Future Dates to Note/Calendar:
WAHOC Bandana Bonanza
Saturday, May 16, 2015; Times TBA
WA Campus
WHPS Annual Decoration Day
Monday, May 25, 2015; 6:00 p.m.
Westlake I.O.O. F. Cemetery
WA Primary Years Program (PYP) Exhibition
Thursday, May 28, 2015; 9:00 a.m. – 2:00 p.m.
WA Campus
Town of Westlake
Item # 8 –
Council Calendar
WA Secondary Award Ceremony; 2015 Baccalaureate and Alumni Walkway Ceremony;
Senior Banquet
Friday, May 29, 2015
WA Gymnasium
WAF Inaugural Family Campout (Grades K-6)
Friday, May 29, 2015
WA Athletic Field
WA 2015 Senior Banquet
Thursday, June 4, 2015; 6:30 p.m.
DFW Marriott at Champions Circle
WA Annual Year End All School Picnic
Friday, June 5, 2015; Noon
WA Campus-Town Green
WA 2015 Commencement Ceremony
Saturday, June 6, 2015; 2:00 p.m.
Hilton Dallas/Southlake Town Square
Town of Westlake
Item # 9 –
Adjournment