HomeMy WebLinkAbout10-30-17 TC Agenda PacketThe Regular Meeting of the Town of Westlake Town Council will begin immediately following the conclusion
of the Town Council Work Session 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
October 30, 2017
1500 Solana Boulevard
Building 7, Suite 7100
1st Floor, Council Chamber
Westlake, TX 76262
Workshop Session: 5:00 p.m.
Regular Session: 6:30 p.m.
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Joint Work Session with the Planning & Zoning Commission
1. CALL THE TOWN COUNCIL TO ORDER
2. CALL THE PLANNING & ZONING TO ORDER
3. PLEDGE OF ALLEGIANCE
4. JOINT DISCUSSION ITEMS
a. Discussion of Current PD-1 Zoning Provisions and the effect of the
Comprehensive Plan on the PD-1 Zoning.
5. ADJOURN THE PLANNING & ZONING COMMISSION
Work Session continued
6. DISCUSSION ITEM
a. Presentation and discussion of an agreement with Core Construction for a
guaranteed maximum price (GMP) of $9,657,721 for the construction of the
Westlake Fire-EMS Fire House 1 project and authorize town staff to make funding
changes not to exceed $25,000.00 on this project.
b. Discussion regarding the proposed 2018 meeting schedule.
c. Presentation and discussion of an update to the Town’s facility use policy and
guidelines.
d. Standing Item: Presentation and discussion of development projects per Staff
report September 2017 Entrada report from the Developer and projects in Planned
Development PD 3-5.
7. REVIEW OF CONSENT AGENDA ITEMS FOR THE TOWN COUNCIL REGULAR
MEETING AGENDA.
8. 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. Consultation with Attorney (1) when the governmental body
seeks the advice of its attorney about: (A) pending or contemplated litigation:
Cause No. 348-290326-17 - Neil and Janelle McNabnay, Colin and Melanie
Stevenson, Yair and Sandra Lotan, Jay and Jana Still, Biswajit and Chandrika
Dasgupta, Michael and Michelle Granfield, Michael and Stef Mauler, Rudy and
Christy Renda, David and Jenn Riley, Joseph Mohan and Maria De Leon,
Roberto Arandia, and Patrick and Erin Cockrum (collectively, "Plaintiffs") vs.
Town of Westlake
b. Section 551.087 Deliberation Regarding Economic Development
Negotiations (1) to discuss or deliberate regarding commercial or financial
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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)
for the following:
- Maguire Partners-Solana Land, L.P., related to Centurion’s development
known as Entrada and Granada
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 this chapter:
Trophy Club Municipal District No. 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 this chapter:
Water contract
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 this chapter:
Solana Public Improvement District’s Service and Assessment Plan
f. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public
officer or employee: Town Manager
9. RECONVENE MEETING
10. COUNCIL RECAP / STAFF DIRECTION
11. ADJOURNMENT
Regular Session
1. CALL TO ORDER
2. ITEMS OF COMMUNITY INTEREST: Mayor and Council Reports on Items of
Community Interest pursuant to Texas Government Code Section 551.0415 the Town
Council may report on the following items: (1) expression of thanks, congratulations or
condolences; (2) information about holiday schedules; (3) recognition of individuals; (4)
reminders about upcoming Town Council events; (5) information about community
events; and (6) announcements involving imminent threat to public health and safety.
3. CITIZEN COMMENTS: 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
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information, ask staff to review the matter, or an item may be noticed on a future agenda
for deliberation or action.
4. 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 meeting on September 25, 2017.
b. Consider approval of Resolution 17-37, Authorizing the Town Manager to enter
into an agreement with Core Construction for Construction Manager at-Risk
services to provide a guaranteed maximum price of $9,657,721 for the Fire–EMS
Station No. 1 project.
Pursuant to LCG 211.007(b) The Town Council may not take action, however discussion
may ensue, on items 5 and 6 of the agenda until the Planning and Zoning Commission
makes a final recommendation. The Planning and Zoning Commission postponed this
item during the October 16, 2017, meeting until November 13, 2017.
5. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF AN ORDINANCE
AMENDING THE COMPREHENSIVE PLAN LAND USE MAP CONTAINED WITHIN.
THE CHANGES ARE LIMITED TO AN APPROXIMATELY 62.53-ACRE PORTION OF
LOT 1, BLOCK 3, WESTLAKE/SOUTHLAKE PARK #1, LOCATED ALONG THE
SOUTH SIDE OF SOLANA BLVD., WEST OF THE INTERSECTION OF SAM SCHOOL
ROAD AND SOLANA BLVD.
6. CONDUCT A PUBLIC HEARING AND CONSIDERATION OF AN ORDINANCE
APPROVING A ZONING CHANGE REQUEST FOR AN APPROXIMATELY 62.53-
ACRE PORTION OF LOT 1, BLOCK 3, WESTLAKE/SOUTHLAKE PARK #1,
LOCATED ALONG THE SOUTH SIDE OF SOLANA BLVD., WEST OF THE
INTERSECTION OF SAM SCHOOL ROAD AND SOLANA BLVD. THE PROPERTY IS
CURRENTLY ZONED PLANNED DEVELOPMENT DISTRICT (PD1-1); PROPOSED
ZONING: PLANNED DEVELOPMENT DISTRICT (PD6) FOR SINGLE FAMILY
RESIDENTIAL USES, INCLUDING A REQUEST FOR APPROVAL OF A CONCEPT
PLAN AND DEVELOPMENT PLAN; APPROVAL OF A SPECIFIC USE PERMIT FOR
PRIVATE STREETS.
7. 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. Consultation with Attorney (1) when the governmental body
seeks the advice of its attorney about: (A) pending or contemplated litigation:
Cause No. 348-290326-17 - Neil and Janelle McNabnay, Colin and Melanie
Stevenson, Yair and Sandra Lotan, Jay and Jana Still, Biswajit and Chandrika
Dasgupta, Michael and Michelle Granfield, Michael and Stef Mauler, Rudy and
Christy Renda, David and Jenn Riley, Joseph Mohan and Maria De Leon,
Roberto Arandia, and Patrick and Erin Cockrum (collectively, "Plaintiffs") vs.
Town of Westlake
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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)
for the following:
- Maguire Partners-Solana Land, L.P., related to Centurion’s development
known as Entrada and Granada
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 this chapter:
Trophy Club Municipal District No. 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 this chapter:
Water contract
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 this chapter:
Solana Public Improvement District’s Service and Assessment Plan
f. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public
officer or employee: Town Manager
8. RECONVENE MEETING
9. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
10. 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 - review open space and flood plain management policies to
prevent flooding as Town matriculates to full development.
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11. 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, 1500 Solana Blvd.,
Building 7, Suite 7100, Westlake, TX 76262, October 26, 2017, 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.
Joint Work Session with the Planning & Zoning Commission
1. CALL THE TOWN COUNCIL TO ORDER
2. CALL THE PLANNING & ZONING TO ORDER
3. PLEDGE OF ALLEGIANCE
4. JOINT DISCUSSION ITEMS
a. Discussion of Current PD-1 Zoning Provisions and the effect of the
Comprehensive Plan on the PD-1 Zoning.
5. ADJOURN THE PLANNING & ZONING COMMISSION
Joint Town Council
and Planning & Zoning
Commission
Work Session
Items # 1-5
estlake Town Council
estlake Planning and Zoning Commission
TYPE OF ACTION
Workshop - Discussion Item
Monday, October 30, 2017
TOPIC: Discussion of Current PD-1 Zoning Provisions and the effect of the
Comprehensive Plan on the PD-1 Zoning.
STAFF CONTACT: Ron Ruthven, Director of Planning and Development
Strategic Alignment
Vision, Value, Mission Perspective Strategic Theme & Results Outcome
Objective
Strong Aesthetic Standards Citizen, Student &
Stakeholder
High Quality Planning, Design &
Development - We are a desirable
well planned, high-quality
community that is distinguished by
exemplary design standards.
Preserve Desirability
& Quality of Life
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The purpose of this discussion items is to provide an overview of the PD1 district along with its
history, specific zoning provisions and the relationship to our previous and current Comprehensive
Planning documents.
RECOMMENDATION
Discussion of Current PD-1 Zoning Provisions and the effect of the Comprehensive Plan on the
PD-1 Zoning.
ATTACHMENTS
Power Point will be presented at the meeting
DISCUSSION ITEMS
a. Presentation and discussion of an agreement with Core Construction for a
guaranteed maximum price (GMP) of $9,657,721 for the construction of the
Westlake Fire-EMS Fire House 1 project and authorize town staff to make funding
changes not to exceed $25,000.00 on this project.
b. Discussion regarding the proposed 2018 meeting schedule.
c. Presentation and discussion of an update to the Town’s facility use policy and
guidelines.
d. Standing Item: Presentation and discussion of development projects per Staff
report September 2017 Entrada report from the Developer and projects in Planned
Development PD 3-5.
Town Council
Item #6 – Discussion
Items
estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, October 30, 2017
TOPIC: Presentation and discussion of an agreement with Core Construction for a
guaranteed maximum price (GMP) of $9,657,721 for the construction of the
Westlake Fire-EMS Fire House 1 project and authorize town staff to make funding
changes not to exceed $25,000.00 on this project.
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: November 1, 2017 Completion Date: January 1, 2019
Funding Amount $9,657,721 Status - Funded Source - Bond Issuance
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Over the past several months, staff has discussed with Council the plan to build a permanent
station for the Fire-EMS facility. Staff has also conducted open gatherings to solicit community
support and discuss both the site location and the configuration of the structures. Below, you
will find the timeline for the project.
December 12, 2016 Approved a contract for architectural services with Brown Reynolds
Watford (BRW) for the design of the station
December 22, 2016 Closing and funding of the $9.2M bonds
January 6, 2017 The RFQ for Fire–EMS Station No. 1 project was published in the
December 3rd and 4th, 2016 editions of the Star-Telegram. Two proposals
were received from the following firms:
Steele & Freeman- Fix Fee - 3% and Core Construction –Fix Fee - 4%
January 13, 2017 Interviews with the Construction Manager (CM) at Risk firms were
conducted by a team of staff members (Troy Meyer, Jarrod Greenwood,
Richard Whitten, John Ard, and Pat Cooke). This team ranked each
proposal based on their related experience in:
• Fire station projects
• Team job experience
• Delivery of the CM at Risk method of construction
• Current jobs
January 23, 2017 Staff recommended Core Construction as CM at Risk contractor for the
Fire–EMS Station No. 1
Feb. – March, 2017 To create the iconic look and to meet the high Westlake standards, the
architect firm requested an additional $83,000 to cover subsequent
drawings. These renderings included changes to the following items: roof
elevations, exterior stonework, mall area, landscaping and stone retaining
walls. The increase will be funded within the current budget of $11.9M,
the town contingency of $288,000 and/or any cost saving from the project.
April 3, 2017 Council directed staff to proceed with the additional project scope and
funding for the fire station to ensure the station has the iconic look desired
and to stay true to Westlake standards. The projects increased amount of
$2.76M was funded by using $1.2M (one time money) from the sale of a 6-
acre tract as well as a $1.5M 7-year note with the remaining $60K being
provided by fund balance.
October, 2017 The construction documents were 100% completed in September 2017 and
Core received bids which came in over budget at $10.4M. Town staff, BRW
and Core reviewed all the bids to begin the value engineering process.
Project cost reductions were found in the lighting package, fencing, trench
drains in the bay areas, air compressor system, roofing tiles, generator,
wooden trellis, signage, auto gate, large bay fans, SCBA filling station,
boulders and size of the retaining walls. Staff negotiated a guaranteed
maximum price of $9,657,721 for the project including:
• Site work
• Contruction cost
• Access control and audio video systems
• Low voltage cabling
• Art work allowance
• CM at Risk fix fees - 3.5% ( 3.5% - $9.1M)
The breakdown of the $11.9M project is as follows:
Consulants/engineering $ 712,779
Construction( GMP ) 9,657,721
Design 729,500
Owner FF&E 350,000
*Owner Contingency 450,000
Total Prject cost $11,900,000
*$300,000 foundation if needed
RECOMMENDATION
Staff recommends that Council authorize the Town Manager to enter into an agreement with Core
Construction for a guaranteed maximum price (GMP) of $9,657,721 for the construction of the
Westlake Fire-EMS Fire House 1 project and authorizes town staff to make funding changes not
to exceed $25,000 on this project.
ATTACHMENTS
Link to regular session item
estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, October 16, 2017
TOPIC: Discussion regarding the proposed 2018 meeting schedule.
STAFF CONTACT: Kelly Edwards, Town Secretary
Strategic Alignment
Vision, Value, Mission Perspective Strategic Theme & Results Outcome
Objective
Transparent / Integrity-
driven Government
Citizen, Student &
Stakeholder
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
Time Line - Start Date: October 30, 2017 Completion Date: November 27, 2017
Funding Amount: 00.00 Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Several factors have been taken into consideration as staff prepared the 2018 meeting calendar,
including national holidays, school holidays, early voting, Planning & Zoning meetings and
annual training conferences. Due to the increase in development we have found it is necessary to
schedule a Planning & Zoning meeting each month prior to the Town Council meeting.
RECOMMENDATION
Review and advise staff if there are any additional conflicts with the proposed meeting dates.
ATTACHMENTS
Proposed 2018 Meeting Calendar.
January 2018 1 February 2018 2 March 2018 3
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S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa
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School Board School & Town Holiday Budget / Meeting Retreats
Town Council School Holiday Town Holiday
New Council/BOT Orientation Election Day /First/Last Day School
Planning & Zoning Meetings Special Meeting to
Canvass Returns
01/08/18 Special TC to call the Election
01/03/16 Student Holiday 06/01 Last Day of School
02/20/17 Student Holiday 06/02 Senior Commencement
03/05 Special TC Audit 08/09 TC Budget Wkshp 12-5:00
03/12-03/16 Spring Break 08/17 First Day of School (TBD)
05/05 Election Day 08/22 & 08/29 TC if necessary (tax) 6:00 p.m. (DP check days from 1st PH)
05/15 Canvass if Election 5/21 too late 09/10 BOT/TC meeting to approve the BUDGET
05/17 TC/BOT orientation (if necessary)09/23-09/26 ICMA
05/31 TC/BOT Planning Retreat - All Day 10/09-10/12 TML
Town of Westlake
DRAFT 09/2017 Meeting Schedule
Would like to have audit presented on the
3/5 for the Town.
estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, October 30, 2017
TOPIC: Presentation and discussion of an update to the Town’s facility use policy
and guidelines.
STAFF CONTACT: Troy Meyer, Director of Facilities / Parks and Recreation
Kelly Edwards, Town Secretary
Amanda DeGan, Assistant Town Manager
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.
Municipal &
Academic Operations
Exemplary Service & Governance
- We set the standard by delivering
unparalleled municipal and
educational services at the lowest
cost.
Maximize Efficiencies
& Effectiveness
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: November 27, 2017 Completion Date: N/A
Funding Amount: $ Status - Funded Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The Town of Westlake has recently expanded the physical footprint of either our owned or leased
space on the Academy campus and through the relocation of Town Hall. As a result, we have
made available various rooms on campus, and on a limited basis, the Council Chambers for use
by residents or affiliate groups.
The attached policy and guideline documents are intended to update the list of available spaces as
well as provide a more comprehensive overview of the complexities of owning and managing our
municipal space.
RECOMMENDATION
Discussion of proposed policy and guidelines relative to available rooms/fields in Westlake for
public use.
ATTACHMENTS
Policy
Facility Use Guidelines
Page 1 of 4
Current Westlake policy – Res 12-10
Policy Number: TC-0XX
Category: Facilities
Subject: Facility / Civic Campus Use Guidelines and Policies
Effective Date:
Policy Purpose
To ensure safe use of Town/Academy owned facilities and provide for equitable access to those
available for use to the public.
The Town of Westlake owns or leases various types of buildings for government administration,
public safety, and educational use in our community. As such, the Council has reviewed the
available space and made a portion of the buildings available for rental use by residents. This
policy addresses each location according to the type/use of the facility along with a broad overview
of the associated rules, processes and guidelines for use.
Town staff will post applications, access, deposits, fees, cleaning, and other site specific items
within the Facility Use Guidelines on the Town’s website and in the main lobby of the
municipality.
Westlake Academy / Civic Campus Facility
At this campus, the buildings are owned and operated by the Town of Westlake. The facility’s
primary purpose is for use as an educational campus for our students in grades K-12. In certain
instances, a portion of the campus/buildings may be available for rental by Westlake residents.
Deposits for the available locations on campus will not exceed $2,000 per rental request (based on
room requested and length of rental period) and are refundable provided that no damage has
occurred to the facility or fixtures (upon review by the applicant and Town representative at the
conclusion of the use period). The renter must also follow all facility use guidelines, policies and
Town ordinances during the event in order to be eligible for a refund. The deposit will be returned
within 14 days from the rental date and will be mailed to the applicant.
Fees to be assessed according to the request and duration of reservation:
a. $350 – Three (3) hour rental of cafeteria area
b. $475 – Three (3) hour rental of cafeteria and Performance Hall
c. $100 – Each additional hour rental of cafeteria area
d. $150 – Each additional hour rental of cafeteria and Performance Hall
e. $150 –Three (3) hour rental of the sports field
f. $ 50 – Each additional hour rental of the sports field
Page 2 of 4
g. $325 –Three (3) hour rental of the gym
h. $ 95 – Each additional hour rental of the gym
i. $475 – Three (3) hour rental of the Multi-purpose Hall
j. $150 – Each additional hour rental of the Multi-purpose Hall
Food/Drink – in certain instances, refreshments are allowed in the rental areas of the campus
facility. Food and drink are not allowed in the gymnasium. Tables for the cafeteria may be
provided (upon prior request) for those individuals who are hosting a catered event.
Decorations – may be used with the caveat that they do not cause damage to the walls, ceilings
or any other part of the room, furniture or fixtures and must be removed at the end of the reservation
period. Applicants should consult the Facility Use Guidelines for further information.
Tobacco and Alcohol Use and Pet Policy – No smoking, use of tobacco products or alcoholic
beverages are allowed on any Town owned property. No pets are to be in the facility during the
rental period. The only exception would be service animals necessary to assist individuals with a
disability.
Insurance Requirements – Proof of insurance is required for all vendors, organized programs of
athletic competition, including but not limited to basketball, soccer, softball and little league
groups. Insurance is not needed for individuals or groups of residents who use the athletic fields
on a one-time-use basis. Applicants should consult the Facility Use Guidelines for further
information.
Town Hall
This location is leased by the Town of Westlake and is subject to certain conditions and
requirements as a component of our contractual obligations with the owner of the facility. The
building may have other tenants, besides the municipality and as such, we must comply with use
and access according to our lease.
The Council Chambers/Courtroom may be available at certain times (Tuesday thru Friday only)
for use based on the current calendar for this location. Any resident requesting this space should
contact the Facility Director or his/her designee to determine if availability exists.
Deposits for the room will be $1,000 per rental request and are refundable provided that no damage
has occurred to the facility or fixtures (upon review by the applicant and Town representative at
the conclusion of the use period). The renter must also follow all facility use guidelines, policies
and Town ordinances during the event in order to be eligible for a refund. The deposit will be
returned within 14 days from the rental date and will be mailed to the applicant.
The room rental rate is $50 per hour for the additional use of HVAC based on our current lease.
Staff will not be available for room setup or takedown and no on-site audio visual is available in
this location.
Page 3 of 4
This room is not available for long term rental or designed to be available for on-going meeting
space. It is offered on an intermittent basis due to the limited space and the schedule required for
town and school administration. Residents should consult the Facility Use Guidelines for further
information.
Tobacco and Alcohol Use and Pet Policy – the use tobacco/alcohol or the allowance of animals in
Town lease space will be governed by any applicable municipal ordinance and the restrictions of
the facility owner. Service animals assisting the disabled are welcome.
Decorations – are not allowed in the Council Chambers. Nothing may be affixed to the wall or the
dais bench. Post-it pads may be affixed to the glass surfaces (windows, door areas) only.
Staff will update and publish this information in the Facility Use Guidelines on an as needed basis.
General Policy Requirements for All Locations
Individuals and organizations utilizing the facility are required to abide by all applicable Town
ordinances, state laws and reservation policies. If a group fails to comply with the requirements
of the policy, forfeiture of the facility deposit may occur and future use of any facility may be
denied.
Primary Purpose of Meeting Space – The meeting rooms and available space at any municipal
location serve the primary purpose of holding meetings and discussions for the Town Council,
Board of Trustees, school classrooms, public administration, etc. In the event a resident has
scheduled a rental space, every effort will be made to avoid a conflict. However, in certain
circumstances unforeseen use of a space may be required for municipal business and a reservation
may be cancelled. Staff will notify the resident as soon as possible and offer additional availability
according to the meeting calendar.
The municipality will also not be responsible for any outside fees incurred by the resident should
a rental reservation be cancelled.
Political Activity Campaigning, Logos, & Endorsements
Town owned and leased facilities are not available for use as a campaign location or for other
political activity.
Any use of a Town owned or leased facility does not constitute nor should it be construed as
supporting the discussions or views of the participants of any given meeting. Residents should
refrain from publishing or advertising any material that states or implies an endorsement.
Use of any Town or Westlake Academy logos is prohibited unless the applicant is an officially
recognized affiliate.
Audio/Visual Technology – is generally not available in Town rental space(s). An exception may
be granted for those requesting a long term rental on the Academy campus. Should staff be
necessary to support audio/visual needs for long term commitments, additional fees may apply.
Page 4 of 4
Non-public Areas of Building/Facility – in the event a resident utilizes a portion of Town owned
or leased facilities, access is limited to the space available and notated in the agreement. Non-
public spaces such as offices, kitchens, storage closets, classrooms, etc., will not be available for
use by the resident.
Sales and Fundraising – are prohibited on Town owned/leased property unless the event is town
sponsored or conducted by a Town or Academy affiliate group. This includes for profit
groups/businesses or advertisement of goods or services.
Damages and Cleaning – Individuals and organizations reserving any of the available
rooms/facility are responsible for the costs associated with repairing the building or replacing items
that are damaged during the rental period. Failure to remit the required repair/replacement fees
for the damages will result in the loss of future reservation privileges and any deposit.
The resident is responsible for cleaning the facility at the conclusion of the rental. The reservation
must include the necessary time for these activities.
Insurance Requirements – shall be required per the conditions of our leasing agreement with the
facility owner. Please refer to the Facility Use Guidelines for more information.
Liability – When using any Town owned or leased space, the user agrees to hold harmless the
Town and its employees/representatives from and against any claims for damages to persons or
property arising out of any use of the facility and its premises by the user. Users are responsible
for their guests adherence to the policies herein described.
In addition, the Town shall not be responsible for damage or loss of property or materials during
a rental period. This includes items left in common spaces of any facility.
1
Westlake Facility Use Guidelines
The Town of Westlake owns or leases various types of buildings for governmental and
educational use in our community. As such, the Council has made a portion of the buildings
available for use by residents.
The guidelines below will help residents determine if space is available for use, the location of
meeting rooms, and the associated parameters under which a rental or use application may be
submitted.
Westlake Academy / Civic Campus Facility
The buildings on this campus are owned and operated by the Town of Westlake. The facility’s
primary purpose is for use as an educational campus for our students in grades K-12. In certain
instances, a portion of the campus may be available for use by residents.
Availability
1. The Performance Hall (PH), cafeteria area, Multi-purpose Hall (MPH), gym and sport fields
are available for use as follows:
a. Monday through Friday from 5:00 p.m. to 10:00 p.m.
b. Saturday through Sunday from 6:00 a.m. to 10:00 p.m.
Any use after these posted times will incur an extended fee of $50.00 per hour for the
additional staff time. This is in addition to any facility rental fees.
NOTE: The sports field may be used during day light hours only. Please contact the
Facilities Department at 817-490-5730 for summer hours.
2. Availability is determined upon submission of an application and deposit, which may be
obtained online or in person and remitted to the Town Hall offices at 1500 Solana
Boulevard, Building 7, Suite 7200, Westlake, Texas 76262.
Deposit
1. To be assessed according to the request and duration of reservation:
a. $1000 for one day rental of cafeteria, gymnasium, sports field, Multi-purpose Hall
or Performance Hall
b. $2000 for extended commitment rental for Cafeteria and Performance Hall
(together)
2
The deposit is refundable provided that no damage has occurred to the facility or fixtures
(reviewed by the applicant and Town representative at the conclusion of the use period).
The renter must have followed all facility use guidelines and policies and Town ordinances during
the event. Any money due will be returned within 14 days from the rental date and will be mailed
to the applicant.
Reservation Time & Fees
1. Facilities may be reserved for a minimum of three (3) hours and a maximum of six (6)
hours.
2. The reservation period will include the time necessary to set up and clean the facility – no
additional time will be allocated for these activities.
3. Fees to be assessed according to the request and duration of reservation:
a. $350 –Three hour rental of Cafeteria area
b. $475 –Three rental of Cafeteria and Performance Hall
c. $100 –Each additional hour rental of Cafeteria area
d. $150 –Each additional hour rental of Cafeteria and Performance Hall
e. $150 –Three hour rental of Sport field
f. $50 –Each additional hour rental Sport field
g. $325 –Three hour rental of Gym
h. $95 - Each additional hour rental of Gym
i. $475 – Three (3) hour rental of the Multi-purpose Hall
j. $150 – Each additional hour rental of the Multi-purpose Hall
Decorations
1. Decorations may be used that do not cause damage to the walls, ceilings or any other
part of the room, furniture or fixtures and must be removed at the end of the reservation
period.
2. Items such as nails, thumbtacks and permanent tape may not be used.
3. Painter’s masking tape is the only approved method for decorating purposes and must be
fully removed from the facility upon completion of the reservation.
4. All lights and facility doors must be secured at the conclusion of the reservation.
5. Plans for special activities including, but not limited to: bounce houses, dunking booths,
amplified sound systems, etc. must be reviewed and approved by the Facilities Director
prior to their use.
Town Hall Council Chambers
This location is leased by the Town of Westlake and is subject to certain conditions and
requirements as a component of our contractual obligations with the owner of the facility. The
building may have other tenants, besides the municipality and as such, we must comply with use
and access according to our lease.
3
The Council Chambers may be available at certain times for use based on the calendar for this
location. Any resident requesting this space should contact the Facility Director or his/her
designee to determine if availability exists.
The deposit for the room:
1. $1,000 per rental request
The deposit is refundable provided that no damage has occurred to the facility or fixtures (upon
review by the applicant and Town representative at the conclusion of the use period). The renter
must also follow all facility use guidelines, policies and Town ordinances during the event in order
to be eligible for a refund. The deposit will be returned within 14 days from the rental date and
will be mailed to the applicant.
The Council Chambers will only be available after normal business hours during the work week
(Tuesday thru Friday only) and will not be available during holiday periods or weekends.
Decorations are not allowed in the Council Chambers. Nothing may be affixed to the wall or the
dais bench. Post-it pads may be affixed to the glass surfaces (windows, door areas) only.
General Information for All Facilities
The meeting rooms and available space at any municipal location serve the primary purpose of
holding meetings and discussions for the Town Council, Board of Trustees, school classrooms,
public administration, etc. In the event a resident has scheduled a rental space, every effort will
be made to avoid a conflict. However, in certain circumstances unforeseen use of a space may
be required for municipal business and a reservation may be cancelled. Staff will notify the
resident as soon as possible and offer additional availability according to the meeting and event
calendar.
Application Process:
1. The application must be filled out at least 14 days prior to the requested reservation date.
2. No verbal or tentative agreements will be accepted.
3. The applicant must be a resident of the Town of Westlake and is responsible for the
adherence to the guidelines and policies of the Town for all individuals during the use of
the facility.
4. The Facilities & Recreation Department reserves the right to terminate a reservation
during the activity if the conditions so warrant (i.e., severe weather, etc.)
Reservation Requirements, Availability and Limitations
1. Individuals and organizations utilizing the facility are required to follow all applicable
Town ordinances, state laws and reservation policies. Failure to comply may result in the
denial of future facility access and/or forfeiture of the facility deposit.
4
2. The Town does not provide eating utensils, tablecloths, office supplies, electronic
equipment or any other type of products during the reservation period. The individual
reserving the facility must provide these types of items.
3. The room occupancy rate will be posted and explained to the applicant during the rental
process. In accordance with fire codes, the occupancy rate may not exceed the maximum
allowable number of individuals at any time during the rental period.
4. The Town and/or Westlake Academy reserves the right to alter the schedule or limit the
use of the facility due to any town or school related events or conditions which pose a
conflict with the requested rental period.
Political Activity Campaigning, Logos, & Endorsements
Town owned and leased facilities are not available for use as a campaign location or for other
political activity.
Any use of a Town owned or leased facility does not constitute nor should it be construed as
supporting the discussions or views of the participants of any given meeting. Residents should
refrain from publishing or advertising any material that states or implies an endorsement.
Use of any Town or Westlake Academy logos is prohibited unless the applicant is an officially
recognized affiliate.
Audio/Visual Technology – is generally not available in Town rental space(s). An exception may
be granted for those requesting a long term rental on the Academy campus. Fees for both the
technology and staff time may apply.
Non-public Areas of Building/Facility – in the event a resident utilizes a portion of Town owned
or leased facilities, access is limited to the space available and notated in the agreement. Non-
public spaces such as offices, kitchens, storage closets, classrooms, etc., will not be available for
use by the resident.
Facility Access
1. At the time of the application, staff will determine if a Town of Westlake representative
should be present during the use of the facility. The representative will provide building
access and work with the applicant to ensure the facility is secured at the conclusion of
the rental. Should the need arise for on-site staff, fees may apply.
2. In the event of an unforeseeable emergency, and the representative is detained or not
available, the applicant may contact Troy J. Meyer, Director of Facilities at (817) 829-6974
to gain access to the building. For external access issues related to the Town Hall facility,
please contact the leasing agency at (817) 430-0100.
3. Please do not attempt to force open the doors or break a window to enter any facility.
Sales and Fundraising – are prohibited on Town owned/leased property unless the event is town
sponsored or conducted by a Town or Academy affiliate group. This includes for profit
groups/businesses or advertisement of goods or services.
5
Cancellation
1. In order to receive a full refund of all fees and deposits the reservation must be cancelled
at least 14 days prior to the reservation date. If after 14 day period, the Department
reserves the right to assess a $100 administrative fee to cover staffing costs.
2. No refunds of the rental fees will be given for notices within two (2) days of the
reservation date or for a cancellation notice after the rental date.
Damages
1. Individuals and organizations reserving the facility are responsible for the full costs
associated with repairing the building or replacing items that are damaged during the
rental period.
2. Failure to remit the required repair/replacement fees for the damages will result in the
loss of future reservation privileges and any deposit.
Chaperones
1. The resident who submits the reservation application must remain on premises at all
times during the use of the facility. Failure to remain on site may result in the loss of
future reservation privileges and the deposit.
2. Reservations for a youth event require a minimum of two (2) adult chaperones for 1 – 30
youth participants. One adult chaperone must be provided for each additional 15
participants. Youths are defined as anyone under 21 18 years of age.
3. The Town reserves the right to require the presence of a police officer during these types
of events. The personnel cost for the off-duty assignment will be the responsibility of the
applicant.
Cleaning
1. The resident and/or organization is responsible for cleaning the facility at the conclusion
of the rental. The reservation must include the necessary time for these activities.
2. The Town representative will provide access to the cleaning supplies and equipment for
the resident or organization.
3. All furniture must be returned to the original configuration prior to vacating the premises.
4. All trash must be bagged and removed from the facility – outside trash receptacles
(dumpster storage containers) are provided outside the Cafeteria area.
5. A checklist will be provided to the applicant and reviewed with the Town representative
to ensure all the necessary tasks have been completed to clean and prepare the facility
for further use.
Food/Drink
1. Refreshments are allowed in the certain areas of the facilities. Food and drink are not
allowed in the gymnasium.
2. The Council Chambers / Courtroom may allow for refreshments under limited
circumstances.
6
3. On the Academy campus, tables will be provided (upon prior request) for those
individuals who are hosting a catered event.
Tobacco and Alcohol Use and Pet Policy
1. No smoking, use of tobacco products or alcoholic beverages are allowed on any Town
owned property. This includes the Westlake Civic Campus/Westlake Academy facilities.
2. Smoking may be permitted in certain areas of the Solana office complex that contains
Town Hall. Individuals must abide by all Town ordinances regulating smoking near the
entrances to any building and must utilize ONLY those spaces designated by the building
owner as smoking areas.
3. No pets are to be in the facility during the rental period. The only exception would be
service animals necessary to assist individuals with a disability.
Insurance Requirements
1. Proof of insurance equivalent to $1M in coverage is required for all organized programs
of athletic competition, including but not limited to basketball, soccer, softball and little
league groups.
2. Insurance is not needed for individuals or groups of residents who use the athletic fields
on a one-time-use basis.
3. Vendors who are on-site must also provide proof of insurance equivalent to $1M in
coverage.
Liability: The user agrees to hold harmless the Town and its employees/representatives from
and against any claims for damages to persons or property arising out of any use of the facility
and its premises by the user. Users are responsible for their guests adherence to the policies
herein described.
In addition, the Town shall not be responsible for damage or loss of property or materials
during a rental period. This includes items left in common spaces of any facility.
PLEASE NOTE: The above information concerns general reservation policies and covers most
reservation requirements. For specific concerns or those questions not answered above, it is
the responsibility of the applicant to contact the Director of Facilities to ensure compliance
with all policies.
Development Snapshot
September 2017
DENTON COUNTY
TARRANT COUNTY
CITY OF
ROANOKE
DENTON COUNTY
TARRANT COUNTY
CITY OF
FORT WORTH
TOWN LIMIT
TOWN LIMIT
TOWN LIMIT
TOWN LIMIT
TOWN LIMIT
TOWN LIMIT
TOWN LIMIT
TOWN LIMIT
TOWN OF
TROPHY CLUB
CITY OF
SOUTHLAKE
170 114
377
377
170
114
5
2
3
4
MAP GUIDE
1. Retail Corner
65,72,76,78 Andorra Drive
2. Terra Bella
Residential Development
3. Carlyle Court
Residential Development
4. Quail Hollow
Residential Development
5. Granada
Residential Development
6. Project Blizzard
Mixed-Use Development
7. Schwab Corporate Campus
Office Campus
8. Entrada Block J & I
Residential Townhomes
9. Fire/EMS Station
Government Facility
September
2017 This map is for information purposes only.
DEVELOPMENT ACTIVITIES MAP
CITY OF
SOUTHLAKE
CITY OF
KELLER
LEGEND
Subdivision Roads
Collector/Arterial Roads
Highways
Future Traffic Signal
Completed Building
Site Plan Submitted
Building Permit Submitted
Under Construction
114
170 6
7
1
9
8
Development Activities Map Table
Project
No.
Project
Name Land Use Number of
Lots/Units Size Development Status Percent
Complete*
Estimated
Completion
1 Entrada Retail
Corner Commercial 4 ~52,000 s.f.
Retail Corner and Sales Office building permit issued [excludes tower]
Tower must come back for Site Plan amendment due to redesign
5% October 2018
2 Terra Bella Residential 28 54.7 acres 23/28 lots currently developed or under construction 71.43% N/A
3 Carlyle Court Residential 8 10.2 acres 5/8 lots under construction 37.50% N/A
4 Quail Hollow Residential 98 188 acres Phase I, IIA, IIB infrastructure complete. Phase 3 improvements under review. Building
permits expected soon. 0.00% N/A
5
Granada Phase I
Residential
41
85 acres
Phase I has 32/41 lots currently developed or under construction. 65.85%
N/A
Granada Phase II 43 Phase II has 12/43 lots under construction. 13.95%
Project Blizzard Mix-Use N/A 53 acres Civils plans approved for construction. N/A N/A 6
Schwab Campus
Phase 1
Office
4 buildings
2,600 car garage
1,420,000 s.f. total
33 acres Grading permit issued. Tunnels permit issued. DFW-1, DFW-2, DFW-A, DFW-G1 first
round of comments sent for revisions. N/A N/A 7
8 Entrada
Block J & I Residential J: 6 units
I: 12 units
J: 3,226 sf ea
I: 2,769 sf ea Both building permits ready to issue. 0% N/A
9 Fire/EMS Station Government
Use N/A 5-acre site
Site plan approved 8-28-17. Building plans under review.
Construction expected to begin November.
0% 2019
* % Complete = (#of BP’s x 50%)/Total BP’s + (#CO’s x 50%)/Total CO’s
** Refer to Entrada Development Report for more info September 2017
REVIEW OF CONSENT AGENDA ITEMS FOR THE TOWN COUNCIL
REGULAR MEETING AGENDA.
a. Consider approval of the minutes from the meeting on September 25, 2017.
b. Consider approval of Resolution 17-37, Authorizing the Town Manager to enter
into an agreement with Core Construction for Construction Manager at-Risk services
to provide a guaranteed maximum price of $9,657,721 for the Fire–EMS Station No.
1 project.
Town Council
Item # 7 – Review of
Consent Items
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. Consultation with Attorney (1) when the governmental body seeks the
advice of its attorney about: (A) pending or contemplated litigation: Cause No. 348-
290326-17 - Neil and Janelle McNabnay, Colin and Melanie Stevenson, Yair and Sandra
Lotan, Jay and Jana Still, Biswajit and Chandrika Dasgupta, Michael and Michelle Granfield,
Michael and Stef Mauler, Rudy and Christy Renda, David and Jenn Riley, Joseph Mohan and
Maria De Leon, Roberto Arandia, and Patrick and Erin Cockrum (collectively, "Plaintiffs")
vs. Town of Westlake
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)
for the following:
- Maguire Partners-Solana Land, L.P., related to Centurion’s development known as
Entrada and Granada
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 this chapter: Trophy Club Municipal
District No. 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 this chapter: Water contract
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 this chapter: Solana Public
Improvement District’s Service and Assessment Plan
f. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the
appointment, employment, evaluation, reassignment, duties, of a public officer or
employee: Town Manager
Town Council
Item # 8 – Executive
Session
Town Council
Item # 9 – Reconvene
Council Meeting
COUNCIL RECAP / STAFF DIRECTION
Town Council
Item # 10 – Council Recap /
Staff Direction
Town Council
Item # 11 – Adjournment
Work Session
ITEMS OF COMMUNITY INTEREST: Mayor and Council Reports
on Items of Community Interest pursuant to Texas Government
Code Section 551.0415 the Town Council may report on the
following items: (1) expression of thanks, congratulations, or
condolences; (2) information about holiday schedules; (3)
recognition of individuals; (4) reminders about upcoming Town
Council events; (5) information about community events; and (6)
announcements involving imminent threat to public health and
safety.
Town Hall Open House
Wednesday, November 1, 2017; 5:00 – 7:00 pm
1500 Solana Blvd, Building 7 – Terrace in Solana
-A special time to welcome all Westlake residents, supporters & stakeholders, to stop by and visit our new Town
Hall – tour through our new administrative offices and council chambers/courtroom, visit with Town leaders and
staff, enjoy a few refreshments & music, too.
Danish & Dialogue w/ Academy Leaders
Thursday, November 2, 2017; 8:00 – 9:00 am
WA Campus-Lee Fieldhouse Classroom
-This month’s topic: K-12 Math Update regarding pathway to higher level mathematics; Westlake residents welcome
Coffee & Conversation w/ the Mayor/Board President
Monday, November 6, 2017; 8:00 – 9:30 am
Marriott Solana Hotel – Great Room
Board of Trustees Workshop/Meeting
Monday, November 6, 2017*; 5:00/6:00 pm
Westlake Council Chambers, Solana Terrace, Bldg. 7-Suite 7100, First Floor
Parent/Grandparent Meeting on Bullying/Cyberbullying (no students allowed; no childcare provided)
Tuesday, November 7, 2017; 6:00 – 7:30 pm
WA Campus – Multi-Purpose Hall (MPH)
-Any Westlake resident parents/grandparents are welcome to attend this meeting for parents/grandparents to learn
more about bullying/cyberbullying awareness and prevention; Facilitated by Keller PD and sponsored in partnership by
Westlake Academy and its PTO organization, the House of Commons (HOC).
New Fire-EMS Station 1 Groundbreaking Ceremony
Thursday, November 9, 10:30 am – 11:30 am
New Station site – Northwest corner of Dove Rd & Davis Blvd
Public Art Competition Advisor Committee Meeting
Monday, November 13, 2017; 11:00 am
Westlake Council Chambers, Solana Terrace, Bldg. 7-Suite 7100, First Floor
Planning & Zoning Workshop/Meeting
Monday, November 13, 2017*; 5:00 pm/6:00 pm
Westlake Council Chambers, Solana Terrace, Bldg. 7-Suite 7100, First Floor
Fall Clean-Up Days in Westlake for RESIDENTS ONLY (Proof of residency required)
Friday evening, November 17 – Sunday, November 19, 2017
• Dumpsters for Bulk-Waste drop off
Saturday, November 18, 2017 ONLY from 9:00 am to 11:00 am
• Hazardous Waste Disposal (Sat. morning only)
WA Campus – Main Entrance (south) at 2600 JT Ottinger Road
-Annual service set up by our public works department in partnership with Town waste service providers for the
convenience of our residents. Questions? Contact Jarrod Greenwood, 817-680-1422
Town Council
Item # 2 – Items of
Community Interest
Westlake Municipal Offices will be closed in observance of the Thanksgiving holiday
Thursday, November 23 – Friday, November 24, 2017
(Westlake Academy closed Monday, November 20 - Friday, November 24, 2017)
Town Council Workshop/Meeting
Monday, November 27, 2017*; 5:00/6:30 pm
Westlake Council Chambers, Solana Terrace, Bldg. 7-Suite 7100, First Floor
Westlake Community Tree Lighting
Thursday, November 30, 2018; 6:00 – 8:00 pm
Solana Plaza – 1301 Solana Blvd.
-Fun-filled hometown event brought back this year with a new location in Solana’s Plaza! Join us as we kick off the
holiday season together with carriage rides, reindeer petting zoo, K-LUV radio broadcast, cake-walk, local flavors from
area restaurants and returning favorites…cooke decorating, hot cocoa & cider, musical performances, photos with Santa,
and other visitors from the North Pole!
*For meeting agendas and details on calendar events, please visit the Town’s website.
CITIZEN COMMENTS: 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 Council
Item # 3 – Citizen
Comments
Town Council Minutes
09/25/17
Page 1 of 6
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL MEETING
September 25, 2017
PRESENT: Mayor Pro Tem Carol Langdon, Council Members, Michael Barrett and Wayne
Stoltenberg
ABSENT: Mayor Laura Wheat and Council Members Alesa Belvedere and Rick Rennhack
OTHERS PRESENT: Assistant Town Manager Amanda DeGan, Town Secretary Kelly
Edwards, Town Attorney Cathy Cunningham, Assistant to the
Town Manager and Director of Public Works Jarrod Greenwood,
Fire Chief Richard Whitten, Deputy Chief John Ard, Director of
Information Technology Jason Power, Director of Planning &
Development Ron Ruthven, Building Official Pat Cooke,
Development Coordinator Nick Ford, Director of Finance Debbie
Piper, Director of Communications Ginger Awtry, Director of
Facilities & Parks Troy Meyer, Director of Human Resources Todd
Wood and Communications Manager Jon Sasser.
Work Session
1. CALL TO ORDER
Mayor Pro Tem Langdon called the work session to order at 5:06 p.m.
2. PLEDGE OF ALLEGIANCE
Mayor Pro Tem Langdon led the Pledge of Allegiance to the United States and Texas flags.
Town Council Minutes
09/25/17
Page 2 of 6
3. REVIEW OF CONSENT AGENDA ITEMS FOR THE TOWN COUNCIL REGULAR
MEETING AGENDA.
No additional discussion.
4. DISCUSSION ITEMS
a. Presentation and discussion regarding an Economic Development Agreement
with the Marriott Solana Hotel.
Mr. Todd Winch, General Manager Marriott Solana, and Director Piper provided a
presentation and overview of the request.
Discussion ensued regarding an additional $10,000.00, unused funds, shuttle
services, competition for groups, and providing an updated forecast to the
Council in the Spring.
b. Presentation and discussion of proposed Comprehensive Plan policy amendment
regarding housing and the proposed building quality manual.
Director Ruthven and Mr. Robin McCaffrey, Mesa Planning, provided an overview
of the proposed policy.
Discussion ensued regarding the use of the policy in other municipalities,
submittal packet, ensuring new developments are aligned with the
Comprehensive Plan, debris in the residential areas and the application of these
types of standards in other municipalities.
Mr. McCaffrey provided an overview of the application of these standards with
the adopted Comprehensive Plan.
c. Standing Item: Presentation and discussion of development projects per Staff
report August 2017, Entrada report from the Developer and projects in Planned
Development PD 3-5.
Director Ruthven provided an overview of the development projects.
Charles Schwab: Preconstruction meeting schedule for this week and tunneling
construction is underway at the site.
Entrada: Preconstruction meeting this week, construction on the retail buildings
should begin soon, residential permits, and the streets.
Town Council Minutes
09/25/17
Page 3 of 6
Fire Station: reviewing the plans, GMP will be scheduled for the Council meeting
in October, and a ground-breaking ceremony is tentatively scheduled for
November.
Quail Hollow: Permit review
Granada: Phase II construction
Traffic Signals: redesigning the location and setting piers at Dove Road & Davis
Boulevard due to locating water while drilling.
5. EXECUTIVE SESSION
The Council did convene into executive session at 5:52 p.m.
The Council will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
a. Section 551.071. Consultation with Attorney (1) when the governmental body
seeks the advice of its attorney about: (A) pending or contemplated litigation:
Cause No. 348-290326-17 - Neil and Janelle McNabnay, Colin and Melanie
Stevenson, Yair and Sandra Lotan, Jay and Jana Still, Biswajit and Chandrika
Dasgupta, Michael and Michelle Granfield, Michael and Stef Mauler, Rudy and
Christy Renda, David and Jenn Riley, Joseph Mohan and Maria De Leon,
Roberto Arandia, and Patrick and Erin Cockrum (collectively, "Plaintiffs") vs.
Town of Westlake
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)
for the following:
- Maguire Partners-Solana Land, L.P., related to Centurion’s development
known as Entrada and Granada
- Project Lynx
- CS Kinross Lake Parkway, a Delaware limited liability company, its affiliate
Charles Schwab & Co., Inc.
- Amazon
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 this chapter:
Trophy Club Municipal District No. 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 this chapter:
Water contract
Town Council Minutes
09/25/17
Page 4 of 6
6. RECONVENE MEETING
Mayor Pro Tem Langdon reconvened the work session at 6:43 p.m.
7. COUNCIL RECAP / STAFF DIRECTION
Additional review of the Building Quality ordinance.
8. ADJOURNMENT
Mayor Pro Tem Langdon adjourned the work session at 6:43 p.m.
Regular Session
1. CALL TO ORDER
Mayor Pro Tem Langdon called the regular session to order at 6:43 p.m.
2. ITEMS OF COMMUNITY INTEREST
Director Awtry provided an overview of the upcoming events.
3. CITIZEN COMMENTS
No one addressed the Council.
4. CONSENT AGENDA
a. Consider approval of the minutes from the meeting on August 28, 2017.
b. Consider approval of the minutes from the meeting on September 11, 2017.
c. Consider approval of Resolution 17-36, Approving an Economic Development
Agreement with the Marriott Solana Hotel.
MOTION: Council Member Barrett made a motion to approve the consent
agenda. Council Member Stoltenberg seconded the motion. The
motion carried by a vote of 3-0.
Town Council Minutes
09/25/17
Page 5 of 6
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:
a. Section 551.071. Consultation with Attorney (1) when the governmental body
seeks the advice of its attorney about: (A) pending or contemplated litigation:
Cause No. 348-290326-17 - Neil and Janelle McNabnay, Colin and Melanie
Stevenson, Yair and Sandra Lotan, Jay and Jana Still, Biswajit and Chandrika
Dasgupta, Michael and Michelle Granfield, Michael and Stef Mauler, Rudy and
Christy Renda, David and Jenn Riley, Joseph Mohan and Maria De Leon,
Roberto Arandia, and Patrick and Erin Cockrum (collectively, "Plaintiffs") vs.
Town of Westlake
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)
for the following:
- Maguire Partners-Solana Land, L.P., related to Centurion’s development
known as Entrada and Granada
- Project Lynx
- CS Kinross Lake Parkway, a Delaware limited liability company, its affiliate
Charles Schwab & Co., Inc.
- Amazon
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 this chapter:
Trophy Club Municipal District No. 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 this chapter:
Water contract
6. RECONVENE MEETING
7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
No action necessary.
Town Council Minutes
09/25/17
Page 6 of 6
8. FUTURE AGENDA ITEMS
Council Member Rennhack - review open space and flood plain management policies to
prevent flooding as Town matriculates to full development.
Discussion of this item was postpone until the October meeting.
9. ADJOURNMENT
There being no further business before the Council, Mayor Pro Tem Langdon asked for a
motion to adjourn the meeting.
MOTION: Council Member Stoltenberg made a motion to adjourn the
meeting. Council Member Barrett seconded the motion. The
motion carried by a vote of 3-0.
Mayor Pro Tem Langdon adjourned the meeting at 6:47 p.m.
APPROVED BY THE TOWN COUNCIL ON OCTOBER 30, 2017.
ATTEST: _____________________________
Carol Langdon, Mayor Pro Tem
_____________________________
Kelly Edwards, Town Secretary
estlake Town Council
TYPE OF ACTION
Regular Meeting - Consent
Westlake Town Council Meeting
Monday, October 30, 2017
TOPIC: Consideration of a resolution authorizing the Town Manager to enter into an
agreement with Core Construction for a guaranteed maximum price (GMP) of
$9,657,721 for the construction of the Westlake Fire-EMS Fire House 1 project and
authorize town staff to make funding changes not to exceed $25,000 on this project.
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: November 1, 2017 Completion Date: January 1, 2019
Funding Amount $9,657,721 Status - Funded Source - Bond Issuance
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Over the past several months, staff has discussed with Council the plan to build a permanent
station for the Fire-EMS facility. Staff has also conducted open gatherings to solicit community
support and discuss both the site location and the configuration of the structures. Below, you
will find the timeline for the project.
December 12, 2016 Approved a contract for architectural services with Brown Reynolds
Watford (BRW) for the design of the station
December 22, 2016 Closing and funding of the $9.2M bonds
January 6, 2017 The RFQ for Fire–EMS Station No. 1 project was published in the
December 3rd and 4th, 2016 editions of the Star-Telegram. Two proposals
were received from the following firms:
Steele & Freeman- Fix Fee - 3% and Core Construction –Fix Fee - 4%
January 13, 2017 Interviews with the Construction Manager (CM) at Risk firms were
conducted by a team of staff members (Troy Meyer, Jarrod Greenwood,
Richard Whitten, John Ard, and Pat Cooke). This team ranked each
proposal based on their related experience in:
• Fire station projects
• Team job experience
• Delivery of the CM at Risk method of construction
• Current jobs
January 23, 2017 Staff recommended Core Construction as CM at Risk contractor for the
Fire–EMS Station No. 1
Feb. – March, 2017 To create the iconic look and to meet the high Westlake standards, the
architect firm requested an additional $83,000 to cover subsequent
drawings. These renderings included changes to the following items: roof
elevations, exterior stonework, mall area, landscaping and stone retaining
walls. The increase will be funded within the current budget of $11.9M,
the town contingency of $288,000 and/or any cost saving from the project.
April 3, 2017 Council directed staff to proceed with the additional project scope and
funding for the fire station to ensure the station has the iconic look desired
and to stay true to Westlake standards. The projects increased amount of
$2.76M was funded by using $1.2M (one time money) from the sale of a 6-
acre tract as well as a $1.5M 7-year note with the remaining $60K being
provided by fund balance.
October, 2017 The construction documents were 100% completed in September 2017 and
Core received bids which came in over budget at $10.4M. Town staff, BRW
and Core reviewed all the bids to begin the value engineering process.
Project cost reductions were found in the lighting package, fencing, trench
drains in the bay areas, air compressor system, roofing tiles, generator,
wooden trellis, signage, auto gate, large bay fans, SCBA filling station,
boulders and size of the retaining walls. Staff negotiated a guaranteed
maximum price of $9,657,721 for the project including:
• Site work
• Contruction cost
• Access control and audio video systems
• Low voltage cabling
• Art work allowance
• CM at Risk fix fees - 3.5% ( 3.5% - $9.1M)
The breakdown of the $11.9M project is as follows:
Consulants/engineering $ 712,779
Construction( GMP ) 9,657,721
Design 729,500
Owner FF&E 350,000
*Owner Contingency 450,000
Total Prject cost $11,900,000
*$300,000 foundation if needed
RECOMMENDATION
Staff recommends that Council authorize the Town Manager to enter into an agreement with Core
Construction for a guaranteed maximum price (GMP) of $9,657,721 for the construction of the
Westlake Fire-EMS Fire House 1 project and authorize town staff to make funding changes not to
exceed $25,000 on this project.
ATTACHMENTS
Resolution
Exhibit A, AIA Agreement – Continuing staff review with the attorney
Resolution 17-37
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 17-37
A RESOLUTION OF THE TOWN COUNCIL AUTHORIZING THE TOWN MANAGER
TO ENTER INTO AGREEEMENT WITH CORE CONSTRUCTION FOR
CONSTRUCTION MANAGER AT-RISK SERVICES ESTABLISHING A
GUARANTEED MAXIMUM PRICE (GMP) OF $9,657,721 FOR THE CONSTRUCTION
OF THE WESTLAKE FIRE-EMS FIRE HOUSE 1 PROJECT AND AUTHORIZE TOWN
STAFF TO MAKE FUNDING CHANGES NOT TO EXCEED $25,000.00 ON THIS
PROJECT.
WHEREAS, the Town of Westlake will be constructing a new 18,000 square foot Fire -
EMS station; and,
WHEREAS, the Town’s current Fire - EMS department has been operating out of a
temporary facility for the past 12 years; and,
WHEREAS, the Council desires to provide stakeholders with an iconic looking fire station
that serves the emergency services needs of the community and meets the community building
standards; and,
WHEREAS, the staff has review all bid documents received by Core Construction for this
project and,
WHEREAS, the staff recommends Core Construction as the CM at Risk contractor for the
Fire–EMS Fire House No. 1 project; and,
WHEREAS, Core Construction establish a guaranteed maximum price for construction
services for the Fire–EMS Fire House No. 1 project; and,
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the citizens of Westlake.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: 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 2: That the Town of Westlake Town Council does hereby authorize the Town
Manager to enter into an agreement with Core Construction for Construction Manager at-Risk
services to provide a guaranteed maximum price of $9,657,721 for the Fire–EMS Station No. 1
project, attached as Exhibit A; and authorizes town staff to make funding changes not to exceed
$25,000.00 on this project.
Resolution 17-37
Page 2 of 2
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 30 DAY OF OCTOBER 2017.
ATTEST: _____________________________
Laura L. Wheat, Mayor
____________________________ ______________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
Page 1 of 2
ESTLAKE TOWN COUNCIL
TYPE OF ACTION
Regular Meeting - Action Item
Monday, October 30, 2017
TOPIC: Conduct a public hearing and consider approval of an Ordinance amending
the Comprehensive Plan Land Use Map contained within. The changes are
limited to an approximately 62.53-acre portion of Lot 1, Block 3,
Westlake/Southlake Park #1, located along the south side of Solana Blvd.,
west of the intersection of Sam School Road and Solana Blvd.
STAFF CONTACT: Ron Ruthven, Director of Planning & Development
Strategic Alignment
Vision, Value, Mission Perspective Strategic Theme & Results Outcome
Objective
Planned / Responsible
Development
Citizen, Student &
Stakeholder
High Quality Planning, Design &
Development - We are a desirable well
planned, high-quality community that
is distinguished by exemplary design
standards.
Preserve Desirability
& Quality of Life
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: August 14, 2017 Completion Date: November 27, 2017
Funding Amount N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
This item is currently tabled by the Planning and Zoning Commission. On October 16, 2017, the
Planning and Zoning Commission voted (4-1) to table this request and continue the public hearing
to November 13, 2017, which is the next regular scheduled Planning and Zoning Commission
meeting. Therefore, the sole purpose of this agenda item is to provide for action by the Town
Council such that the public hearing is continued to the next regular Town Council meeting
scheduled for November 27, 2017. Per State law, the Town Council shall not consider and take
action on a zoning request until the Planning and Zoning Commission has provided a formal
Page 2 of 2
recommendation to approve or deny the case through an affirmative vote by a quorum of the
Commission.
Given the explanation above, there should be no discussion or consideration of this item on the
part of the Council other than to continue the public hearing as explained above.
The October 16, 2017 Planning and Zoning Commission packet containing existing details of the
request is available to view and download at:
http://www.westlake-tx.org/ArchiveCenter/ViewFile/Item/1411
The most recent revised concept plan provided by the applicant is available to view and download
at:
Link to revised concept plam (large file, may take a minute to download)
RECOMMENDATION
Staff recommends that this item be tabled and the public hearing continued to the November 27,
2017 Town Council meeting.
ATTACHMENTS
There are no attachments associated with this item.
Page 1 of 2
ESTLAKE TOWN COUNCIL
TYPE OF ACTION
Regular Meeting - Action Item
Monday, October 30, 2017
TOPIC: Conduct a public hearing and consider approval of an Ordinance approving
a zoning change request for an approximately 62.53-acre portion of Lot 1,
Block 3, Westlake/Southlake Park #1, located along the south side of Solana
Blvd., west of the intersection of Sam School Road and Solana Blvd. the
property is currently zoned Planned Development District (PD1-1);
Proposed zoning: Planned Development District (PD6) to include primarily
single family residential uses, including a request for approval of a concept
plan and development plan; approval of a Specific Use Permit for Private
Streets.
STAFF CONTACT: Ron Ruthven, Director of Planning & Development
Strategic Alignment
Vision, Value, Mission Perspective Strategic Theme & Results Outcome
Objective
Planned / Responsible
Development
Citizen, Student &
Stakeholder
High Quality Planning, Design &
Development - We are a desirable well
planned, high-quality community that
is distinguished by exemplary design
standards.
Preserve Desirability
& Quality of Life
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: August 14, 2017 Completion Date: November 27, 2017
Funding Amount N/A Status - Funded Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
This item is currently tabled by the Planning and Zoning Commission. On October 16, 2017, the
Planning and Zoning Commission voted (4-1) to table this request and continue the public hearing
to November 13, 2017, which is the next regular scheduled Planning and Zoning Commission
meeting. Therefore, the sole purpose of this agenda item is to provide for action by the Town
Page 2 of 2
Council such that the public hearing is continued to the next regular Town Council meeting
scheduled for November 27, 2017. Per State law, the Town Council shall not consider and take
action on a zoning request until the Planning and Zoning Commission has provided a formal
recommendation to approve or deny the case through an affirmative vote by a quorum of the
Commission.
Given the explanation above, there should be no discussion or consideration of this item on the
part of the Council other than to continue the public hearing as explained above.
The October 16, 2017 Planning and Zoning Commission packet containing existing details of the
request is available to view and download at:
Link to previous packet material
The most recent revised concept plan provided by the applicant is available to view and download
at:
Link to revised concept plan
RECOMMENDATION
Staff recommends that this item be tabled and the public hearing continued to the November 27,
2017 Town Council meeting.
ATTACHMENTS
There are no attachments associated with this item.
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. Consultation with Attorney (1) when the governmental body seeks the
advice of its attorney about: (A) pending or contemplated litigation: Cause No. 348-
290326-17 - Neil and Janelle McNabnay, Colin and Melanie Stevenson, Yair and Sandra
Lotan, Jay and Jana Still, Biswajit and Chandrika Dasgupta, Michael and Michelle Granfield,
Michael and Stef Mauler, Rudy and Christy Renda, David and Jenn Riley, Joseph Mohan and
Maria De Leon, Roberto Arandia, and Patrick and Erin Cockrum (collectively, "Plaintiffs")
vs. Town of Westlake
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)
for the following:
- Maguire Partners-Solana Land, L.P., related to Centurion’s development known as
Entrada and Granada
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 this chapter: Trophy Club Municipal
District No. 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 this chapter: Water contract
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 this chapter: Solana Public
Improvement District’s Service and Assessment Plan
f. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the
appointment, employment, evaluation, reassignment, duties, of a public officer or
employee: Town Manager
Town Council
Item # 7 – Executive
Session
Town Council
Item # 8 – Reconvene
Council Meeting
NECESSARY ACTION
a. Section 551.071. Consultation with Attorney (1) when the governmental body seeks the
advice of its attorney about: (A) pending or contemplated litigation: Cause No. 348-290326-
17 - Neil and Janelle McNabnay, Colin and Melanie Stevenson, Yair and Sandra Lotan, Jay
and Jana Still, Biswajit and Chandrika Dasgupta, Michael and Michelle Granfield, Michael and
Stef Mauler, Rudy and Christy Renda, David and Jenn Riley, Joseph Mohan and Maria De
Leon, Roberto Arandia, and Patrick and Erin Cockrum (collectively, "Plaintiffs") vs. Town of
Westlake
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) for the
following:
- Maguire Partners-Solana Land, L.P., related to Centurion’s development known as
Entrada and Granada
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 this chapter: Trophy Club Municipal District No. 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 this chapter: Water contract
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 this chapter: Solana Public Improvement District’s
Service and Assessment Plan
f. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the
appointment, employment, evaluation, reassignment, duties, of a public officer or employee:
Town Manager
Town Council
Item #9 – Necessary Action
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 - review open space and flood plain management
policies to prevent flooding as Town matriculates to full development.
Town Council
Item # 10 – Future
Agenda Items
Town Council
Item # 11 – Adjournment
Regular Session