HomeMy WebLinkAbout06-17-19 TC Agenda Packet ' �'I I I / / / I /'I '/ . / / I I I
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Vision Statement
An oasis of natura/beauty that maintains our open spaces in balance with distinctive
deve%pment, trai/s, and qua/ity of/ife amenities amidst an ever ex,nanding urban/andscape.
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Mission Statement
West/ake is a unique communi b/ending preservation of our natura/environment and
viewscapes, while ser�ing our residents and businesses with superior municipa/and academic
services that are accessib/e, e�cient, cost-effective, and transparent.
West/ake, Texas- "One-of-a-kind community; natura/oasis-,nro�iding
an exceptional level of service."
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Work Session
1. CALL TO ORDER
2. REVIEW OF CONSENT AGENDA ITEMS FOR THE TOWN COUNCIL REGULAR
MEETING AGENDA.
3. DISCUSSION ITEMS
a. Presentation and discussion regarding the Northwest Metroport Chamber of
Commerce program and related activities.
b. Presentation and discussion regarding the Westlake Historical Preservation
Society.
c. Presentation and discussion regarding the modification of the Police Services
Agreement with the City of Keller by adding one (1) multi-purpose police officer
position.
d. Presentation and discussion regarding the repealing of the current I.O.O.F
Westlake Cemetery the updated I.O.O.F Westlake Cemetery Rules and
Regulations, Sales Policies and master plan to meet current sales volume and
industry trends.
e. Presentation and discussion regarding repealing of the current Facility Use
Guidelines and Policies and adopting the Town of Westlake Facility Use
Guidelines and Policies to include new procedures and rental spaces.
f. Presentation and discussion regarding the proposed change from The
Independent Bank (TIB) to BBVA Compass Bank to provide implementation and
account maintenance services for their Commercial Credit Card Program for the
Town of Westlake.
g. Standing Item: Presentation and discussion of development projects per Staff
Report May 2019 including an Entrada report from the Developer and projects in
Planned Development PD 3-5.
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 551.071 (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
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:
- BRE Solana
Page 2 of 5
- Waterside Land Company LLC
- Front 44
5. RECONVENE MEETING
6. COUNCIL RECAP / STAFF DIRECTION
7. AD]OURNMENT
Reqular 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
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 May 20, 2019.
b. Consider approval of the joint meeting minutes from the meeting on June 3, 2016.
c. Consider approval of Resolution 19-19, repealing Resolution 17-39 and adopting
a Resolution updating the Facility Use Guidelines and Policies to include new
procedures and rental spaces.
d. Consider approval of Resolution 19-20, repealing Resolution 10-10 and adopting
a Resolution updating the I.O.O.F Westlake Cemetery Rules and Regulations and
Sales Policies to meet current sales volume and industry trends and authorizing the
Town Manager to enforce the rules and regulations and provide for exceptions and
declaring an effective date.
e. Consider approval of Ordinance 883, amending Ordinance 637 Chapter 78
Streets Sidewalks and Other Public Places, Article III Town Owned Cemeteries,
Section 78-62 changing the hours of the I.O.O.F Westlake Cemetery hours.
Page 3 of 5
f. Consider approval of Resolution 19-21, Approving the Annual Board
appointments.
g. Consider approval of Resolution 19-22, authorizing the Town Manager to
execute an agreement with BBVA Compass Bank, who will provide implementation
and account maintenance services for their Commercial Credit Card Program for
the Town of Westlake.
h. Consider approval of Ordinance 884, amending Chapter 34, Emergency Services,
Article II, Alarms and Article III, Department of Public Safety; Repealing Chapter
38 Article III Fire/Rescue Department to change the name to Westlake Fire — EMS
Department; by including Article III of Chapter 38 into Chapter 34 changing the
name to Fire — EMS Department.
i. Consider approval of Ordinance 885, amending Chapter 38, Fire Prevention and
Protection of the Code of Ordinances; adopting the 2018 Edition of the
International Fire Code with Amendments; by including Article II Alarms of Chapter
34 into Chapter 38.
5. CONDUCT A PUBLIC HEARING AND CONSIDERATION OF AN ORDINANCE 886,
APPROVING A DEVELOPMENT PLAN/SITE PLAN SPECIFICALLY FOR A SPECIAL
PRO)ECT ENTRY SIGN FOR THE CHARLES SCHWAB CORPORATE CAMPUS, AS
AUTHORIZED BY ORDINANCE 307, ON AN APPROXIMATELY 775 SQUARE FOOT
PORTION OF PLANNED DEVELOPMENT DISTRICT 3, PLANNING AREA 4, (PD3-4)
GENERALLY LOCATED AT THE SOUTHEAST CORNER OF THE FUTURE
INTERSECTION OF SCHWAB WAY AND STATE HIGHWAY 114APPROVING A
DEVELOPMENT PLAN/SITE PLAN SPECIFICALLY FOR A SPECIAL PROJECT ENTRY
SIGN FOR THE CHARLES SCHWAB CORPORATE CAMPUS, AS AUTHORIZED BY
ORDINANCE 307, ON AN APPROXIMATELY 775 SQUARE FOOT PORTION OF
PLANNED DEVELOPMENT DISTRICT 3, PLANNING AREA 4, (PD3-4) GENERALLY
LOCATED AT THE SOUTHEAST CORNER OF THE FUTURE INTERSECTION OF
SCHWAB WAY AND STATE HIGHWAY 114.
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 551.071 (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
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:
- BRE Solana
- Waterside Land Company LLC
- Front 44
Page 4 of 5
7. RECONVENE MEETING
8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
9. 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.
10. AD)OURNMENT
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, June 12, 2019, by 5:00 p.m. under the Open Meetings Act,
Chapter 551 of the Texas Government Code.
Kelly Edwards, 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.
Page 5 of 5
Town Cou nci I
Item # 2 — Review of
Consent Items
REVIEW OF CONSENT AGENDA ITEMS FOR THE TOWN COUNCIL REGULAR
MEETING AGENDA.
a. Consider approval of the minutes from the meeting on May 20, 2019.
b. Consider approval of the joint meeting minutes from the meeting on June 3, 2016.
c. Consider approval of Resolution 19-19, repealing Resolution 17-39 and adopting a
Resolution updating the Facility Use Guidelines and Policies to include new procedures
and rental spaces.
d. Consider approval of Resolution 19-20, repealing Resolution 10-10 and adopting a
Resolution updating the I.O.O.F Westlake Cemetery Rules and Regulations and Sales
Policies to meet current sales volume and industry trends and authorizing the Town
Manager to enforce the rules and regulations and provide for exceptions and
declaring an effective date.
e. Consider approval of Ordinance 883, amending Ordinance 637 Chapter 78 Streets
Sidewalks and Other Public Places, Article III Town Owned Cemeteries, Section 78-62
changing the hours of the I.O.O.F Westlake Cemetery hours.
f. Consider approval of Resolution 19-21, Approving the Annual Board appointments.
g. Consider approval of Resolution 19-22, authorizing the Town Manager to execute
an agreement with BBVA Compass Bank, who will provide implementation and
account maintenance services for their Commercial Credit Card Program for the Town
of Westlake.
h. Consider approval of Ordinance 884, amending Chapter 34, Emergency Services,
Article II, Alarms and Article III, Department of Public Safety; Repealing Chapter 38
Article III Fire/Rescue Department to change the name to Westlake Fire — EMS
Department; by including Article III of Chapter 38 into Chapter 34 changing the name
to Fire — EMS Department.
i. Consider approval of Ordinance 885, amending Chapter 38, Fire Prevention and
Protection of the Code of Ordinances; adopting the 2018 Edition of the International
Fire Code with Amendments; by including Article II Alarms of Chapter 34 into Chapter
38.
Town Cou nci I
Item #3 — Discussion
Items
DISCUSSION ITEMS
a. Presentation and discussion regarding the Northwest Metroport Chamber of
Commerce program and related activities.
b. Presentation and discussion regarding the Westlake Historical Preservation Society.
c. Presentation and discussion regarding the modification of the Police Services
Agreement with the City of Keller by adding one (1) multi-purpose police officer
position.
d. Presentation and discussion regarding the repealing of the current I.O.O.F Westlake
Cemetery the updated I.O.O.F Westlake Cemetery Rules and Regulations, Sales
Policies and master plan to meet current sales volume and industry trends.
e. Presentation and discussion regarding repealing of the current Facility Use Guidelines
and Policies and adopting the Town of Westlake Facility Use Guidelines and Policies to
include new procedures and rental spaces.
f. Presentation and discussion regarding regarding the proposed change from The
Independent Bank (TIB) to BBVA Compass Bank to provide implementation and
account maintenance services for their Commercial Credit Card Program for the Town
of Westlake.
g. Standing Item: Presentation and discussion of development projects per Staff
Report May 2019 including an Entrada report from the Developer and projects in
Planned Development PD 3-5.
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
Workshop - Discussion Item oisriNcrivE sv o�sicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToPrc: Presentation and discussion regarding the Northwest Metroport Chamber
of Commerce program and related activities.
STAFF CoNTAc'T: Ginger Awtry, Director of Communications & Community Affairs, with
Ms. Sally Aldridge,NWMC President and CEO
Strategic Alignment
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Exemplary Service&Governance
Informed&Engaged -We set the standard by delivering
Citizens/Sense of Citizen, Student& unparalleled municipal and preserve Desirability
Community Stakeholder educational services at the lowest &Quality of Life
cost.
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Outsidc thc Scope of Identified Strategic Initiatives
Time Line- Start Date: June 10, 2019 Completion Date: June 10, 2019
Funding Amount: N/A Status - ❑ Not Funded Source -N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Northwest Metroport Chamber of Commerce President & CEO Sally Aldridge will provide a
presentation to the Mayor and Town Council regarding the program of activities of the Chamber
including the joint economic development marketing and communications efforts that have been
underway in recent years with the Chamber's member cities.
RECOMMENDATiON
Listen to the presentation from Northwest Metroport Chamber President&CEO,ask any questions
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Council may have, and further discuss, if necessary, the Chamber's program and services
presented as it relates to the Town of Westlake and the greater area covering the seven-city
membership.
ATTACHMENTS
None
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Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
Workshop - Discussion Item oisriNcrivE sv o�sicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToPrc: Presentation and discussion regarding the Westlake Historical
Preservation Society.
STAFF CoNTAc'T: Mrs. Kim Morris, President, WHPS and Amanda DeGan, Town Manager
Strategic Alignment
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Informed&Engaged Natural Oasis-Preserve&
Cirizens/Sense of Citizen, Student& Maintain a Perfect Blend of the Maximize Efficiencies
Community Stakeholder Community's Natural Beauty &Effectiveness
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Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: June 4, 2019 Completion Date: June 17, 2019
Funding Amount: N/A Status - ❑ Not Funded Source - N/A
EXECUTIVE SUMMARY(INCLUDING APPLICABLE ORGANiZATIONAL HISTORY)
The Westlake Historical Preservation Society was established in 2000,for the purpose of recording
and preserving the rich history of the town.
Each year Westlake affiliate organizations are required to present a status report to the Town
Council. The Historical Preservation Society will provide information on the progress that the
organization has made toward their mission for the 2018-2019.
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A synopsis of activities will be provided along with highlights of support initiatives and a preview
of future initiatives. This agenda item carries out the Town Council's Citizen Advisory
Board/Committee/Affiliate Relations and Communications Policy adopted December 8, 2008.
RECOMMENDATION
Review and advise the board
ATTACHMENTS
None
Page 2 of 2
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
Workshop - Discussion Item oisriNcrivE sv o�sicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToPrc: Presentation and discussion regarding the proposed modification of the
Police Services Agreement with the City of Keller by adding one (1)
multi-purpose police officer position.
STaFF CoNTaCT: Michael Wilson, Keller Police Chief
Strategic Alignment
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Mission: Westlake is a
unique community blending
preservation of our natural
environment and Exemplary Service&Governance
viewscapes,while serving People,Faciliries, & -We set the standard by delivering preserve Desirability
our residents and businesess Technology unparalleled municipal and &Quality of Life
with superior municipal and educational services at the lowest
academic services that are cost.
accessible, efficient,cost-
effective, &transparent.
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Outside the Scope of Identified Strategic Initiatives
Time Line- Start Date: June 17, 2019 Completion Date: October 1, 2019
Funding Amount: $112,321.00 Status - � Not Funded Source - General Fund
EXECUTIVE SUMMARY (TNCLUDING APPLICABLE ORGANIZATIONAL HiSTORY)
The City of Keller and Town of Westlake have been partners in police services since 2002.
Through the services agreement, the Keller Police Department provides police services,
emergency communications,jail services, and animal control services in exchange for the Town
of Westlake contributing a cost share equivalent to eight (8) full-time employees. In accordance
with CALEA Standard 21.2.4 an analysis was completed to assess the workload of the following
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organizational components; patrol and traffic functions in the Town of Westlake. The analysis
includes the assessment methodology used for the analysis, a recommendation for the
distribution/allocation of personnel in the police services agreement, and recommendation. The
intent of the analysis is to identify unbalanced workloads that could impact the efficiency and
effectiveness of service resulting in a decrease in the overall performance of the organization.
RECOMMENDATION
Provide direction for staff regarding the possibly funding for fiscal year 2019-2010.
ATTACHMENTS
2018 Analysis of Statistical Data to Reassess the Allocation and Distribution of Personnel for the
Town of Westlake
Page 2 of 2
2018 ANALYSIS OF STATISTICAL DATA TO REASSESS THE ALLOCATION AND
DISTRIBUTION OF PERSONNEL FOR THE TOWN OF WESTLAKE
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Keller Police Department
May 10, 2019
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Introduction
The City of Keller and Town of Westlake have been partners in police services since 2002. Through the
services agreement, the Keller Police Department provides police services, emergency communications,
jail services, and animal services in eXchange for the Town of Westlake contributing a cost share
equivalent to 8 full-time employees. The construction of the agreement was forward thinking
anticipating growth evidenced by the fact we have not had to modify personnel allocation within the
agreement over the past 17 years. In addition, the partnership paved the way for regionalization in the
area as we grew to include the Cities of Southlake and Colleyville while serving as a model to other
efforts in the state.
In accordance with CALEA Standard 21.2.4 this analysis was completed to assess the workload of the
following organizational components; patrol and traffic functions in the Town of Westlake. The analysis
includes the assessment methodology used for the analysis, a recommendation for the
distribution/allocation of personnel in the police services agreement, and summary. The intent of the
analysis is to identify unbalanced workloads that could impact the efficiency and effectiveness of service
resulting in a decrease in the overall performance of the organization. It should be noted that the data
represented is strictly related to workload demand within the Town of Westlake and does not factor
workload demand in North Keller.
Methodology
The methodology utilized for analyzing Patrol Operations of the Keller Police Department for the Town
of Westlake was ICMA's Rule of 60. The Rule of 60 applies three variables when analyzing staffing
and workload. Those variables are:
• Patrol Operations should be comprised of approximately 60 percent of the total of sworn officers
in the organization.
• Workload for sworn officers assigned to Patrol Operations should not exceed 60 percent.
Workload is determined by calls for service initiated by the public, administrative and out of
service time (training), directed patrol time, and new for the Keller Police Department in this
analysis, officer initiated calls for service.
• Total Service Time for officers assigned to Patrol Operations should not exceed a factor of(60)
sixty.
The ICMA methodology recognizes the complexities of patrol operations and factors actual available
time to perform patrol/traffic functions, training, administrative responsibilities, time away from the
work station appearing in court, and benefitted time off for police officers. We believe it provides an
accurate account of factors relevant when allocating patrol and traffic resources. As such, we
transitioned to this methodology in completing this analysis.
Police Staf�ng Data Analysis and Recommendation
Patrol Operations consists of uniformed patrol and the traffic enforcement unit. The division provides
police services to the City of Keller and Town of Westlake. In addition to performing traditional patrol,
the department has many officers cross trained as police bike officers, crash investigators, and as SWAT
operators. Many of the department's police instructors are also active members of the division.
As stated above, the data used for this analysis was documented workload in the Town of Westlake
during calendar year 2018. Table 1 "Peak Workload" details the number of officers needed each hour
based on the documented workload in the town. Table 2 "Staffing Deviation" compares the needed
staffing to meet workload demands with the current authorized number of officers provided within the
police services agreement. As you can see there are several hour blocks during the 24-hour period of a
day where the needed of�cer demand exceeds the actual authorized number of officers detailed in the
police services agreement. Please note, the workload represents only patrol and traffic activities, not
support functions such as criminal investigations.
Workload Peak
Winter Summer Work- Required Staffing
Time Weekend Weekday Weekend Weekday Load 60%SI Staffing
00:00 1.72 1.14 0.73 1.24 1.72 2.9 4
01:00 1.99 0.85 0.60 0.83 1.99 3.3 5
02:00 1.06 1.19 0.66 0.69 1.19 2.0 3
03:00 0.33 0.85 0.53 0.71 0.85 1.4 2
04:00 0.60 0.37 0.66 0.48 0.66 1.1 2
05:00 0.46 0.37 0.20 0.62 0.62 1.0 2
06:00 0.00 0.19 0.13 0.37 0.37 0.6 1
07:00 0.07 0.34 0.07 1.04 1.04 1.7 3
08:00 0.53 1.03 1.33 1.71 1.71 2.8 4
09:00 1.52 1.54 2.58 2.14 2.58 4.3 6
10:00 1.72 2.70 2.25 1.87 2.70 4.5 7
11:00 1.26 1.40 1.33 1.68 1.68 2.8 4
12:00 1.66 2.33 0.53 1.27 2.33 3.9 6
13:00 1.39 2.04 0.80 1.61 2.04 3.4 5
14:00 1.79 1.56 0.60 1.01 1.79 3.0 4
15:00 1.92 1.75 1.19 1.41 1.92 3.2 5
16:00 2.32 1.86 0.73 0.99 2.32 3.9 6
17:00 0.86 0.95 0.60 0.81 0.95 1.6 3
18:00 0.27 0.45 0.13 0.12 0.45 0.8 2
19:00 0.13 0.24 0.27 0.32 0.32 0.5 1
20:00 1.59 1.46 1.86 1.50 1.86 3.1 5
21:00 2.98 1.86 1.99 1.68 2.98 5.0 7
22:00 1.66 1.88 1.33 1.68 1.88 3.1 5
23:00 1.46 1.93 1.33 1.27 1.93 3.2 5
(Table 1: Peak Workload)
Staffing Deviation
Time Needed Acual Deviation Needed Scheduie Deviation
12 AM 4 2 -2 4 2 -2
1 AM 5 2 -3 5 2 -3
2 AM 3 2 -1 3 2 -1
3AM 2 2 0 2 2 0
4AM 2 2 0 2 2 0
SAM 2 2 0 2 2 0
6AM 1 2 1 1 2 1
7AM 3 3 0 3 3 0
8AM 4 4 0 4 5 1
9AM 6 4 -2 6 5 -1
10 AM 7 4 -3 7 5 -2
11AM 4 4 0 4 5 1
12PM 6 4 -2 6 5 -1
1 PM 5 4 -1 5 5 0
2PM 4 4 0 4 5 1
3PM 5 4 -1 5 5 0
4 PM 6 4 -2 6 4 -2
SPM 3 3 0 3 3 0
6PM 2 2 0 2 2 0
7PM 1 2 1 1 2 1
8 PM 5 2 -3 5 2 -3
9 PM 7 2 -5 7 2 -5
10 PM 5 2 -3 5 2 -3
11 PM 5 2 -3 5 2 -3
Total Deviation -29 -21
Variance 2.3 2.6
(Table 2: Staffing Deviation)
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(Graph 1: 24-hour Officer Staffing Comparison)
In the graph above you will notice the red line, which denotes officer demand through the course of a
24-hour day, along with a yellow line, which is the actual allocated officer's workload capacity for the
town. I would like to note this includes patrol and traffic officers. The blue line represents the desired
capacity increase for the Town of Westlake. The unique benefit of the regional partnership is that the
majority of the coverage gaps are filled with the re-allocation of resources from Keller to Westlake. Our
operational model has always been holistic in how we approach policing strategies knowing that crime,
traffic collisions, and social harm issues have an impact in Keller directly and/or indirectly and likewise
when addressing these same issues in Keller. As such, we have been very successful deploying
resources in both communities to meet these challenges. However; over the past three years factors
have changed that have impacted capacity. Examples of these changes relate to school safety, the
increase in resources needed to respond to and investigate traffic collisions on Highways 170 and 114,
growth and development in the Town of Westlake, increased traffic resulting in additional requests for
directed enforcement due to complaints relating to congestion and unsafe driving behaviors.
Typically, Keller and Westlake do not experience the surge in workload at the same periods of the day,
which has played a critical role in our ability to reallocate resources from one to the other to meet
service needs. In our analysis we found one exception, the 7:00 am to 6:00 pm time frame. You will
notice those times are highlighted in gray in the table and in the graph it is where the yellow and blue
lines parallel one another. Upon reviewing the data and our operational model we recommend adding
one (1) multi-purpose police officer to the police services agreement. This officer would work a
Monday through Friday shift during the daytime hours indicated in the analysis. Initially, the officer's
hours would be 8:00 am to 4:00 pm,but would flex based upon need. The flexibility of the position will
allow the officer to respond to calls in the community, consistently work directed enforcement initiatives
in neighborhoods and retaiUcorporate campuses, respond to traffic concerns at Westlake Academy, and
work with businesses and developers in the community to reduce crime and enhance quality of life.
The additional officer will position the police department to meet the growing needs of the Town of
Westlake. With increased development, traffic volume, and opportunities for crime, traffic collisions,
and social harm, it is important that we build capacity to meet the current and future demands the
community.
Summary
The dynamic development of the Town of Westlake is exciting and will require us to closely monitor
how it increases service demands to ensure we maintain a capacity level to meet the service expectations
of the community. As such, we will conduct an analysis annually to ensure the operational model is
responsive and allocated resources are adequate to meet the needs of the Town of Westlake.
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Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
Workshop - Discussion Item oisriNcrivE sv o�sicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToP�c: Presentation and discussion regarding the repealing of the current LO.O.F
Westlake Cemetery the updated I.O.O.F Westlake Cemetery Rules and
Regulations, Sales Policies and master plan to meet current sales volume
and industry trends.
STAFF CONTACT: Troy J. Meyer, Director of Public Works & Facilities
Strategic Ali�nment
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High Quality Planning,Design&
Informed&Engaged Development-We are a desirable
Cirizens/Sense of Municipal& well planned,high-quality Encourage Westlake's
Community Academic Operations community that is distinguished by Unique Sense of Place
exemplary design standards.
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Comprehensive Plan Project Review
Time Line - Start Date: July 1, 2019 Completion Date: July 31, 2019
Funding Amount: N/A Status - � N/A Source - N/A
EXECUTIVE SUMMARY(iNCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The Roanoke Independent Order of Odd Fellows (I.O.O.F), Lodge 421 purchased approximately
five- and one-half acres of property in 1897 to serve as a public burial ground for departed friends
and family members of those that founded this promising new land.
The Town of Westlake and its officials are honored to have earned the trust and friendship of the
Fanning family to the extent that Mr. Dick Fanning, president of the LO.O.F Cemetery
Page 1 of 3
Association, entrusted the Town of Westlake with the perpetual care and restoration of the I.O.O.F
Cemetery in May 2007.
On February 25, 2008, the Council approved funding to proceed forward with the development of
a cemetery master plan.
A status report on the rules, regulations,policies and procedures was presented in a July 28, 2008
workshop. Council's recommendation was to define the cemetery and who owns the cemetery.
On April 19, 2010 the Town Council adopted ordinance 637 establishing Chapter 78 of the Town
of Westlake Code by reserving Sections 78-41 through 78-59 and adding Article III Town Owned
Cemeteries as follows: Article III. Town Owned Cemeteries.
The Town Council requested the I.O.O.F remain in the name of the Cemetery with the approval
of the grand Lodge LO.O.F Board of Trustees. Staff received the approval on May 12, 2010 to
include the I.O.O.F as part of the new name of the cemetery changing it to I.O.O.F Westlake
Cemetery.
Staff has seen a 40% increase in the sales over the past two years and to ensure the financial
stability and care of the Cemetery we are recommending an updated Cemetery Rules, Regulations
and Sales Policies. As sales increase we have seen the cost of maintaining the cemetery and
administrative costs increase. In addition, it is necessary to more closely define and regulate the
rules and regulations to ensure the Cemetery meets its stated purpose of being a peaceful and
respectful place of solace to those who have been bereaved and to demonstrate respect for the
memory of the people for whom the cemetery is a final resting place.
The Facilities staff conducted a survey of comparable cemeteries in Tarrant and Denton counties
to determine if the I.O.O.F Westlake Cemetery's rules and regulations were fulfilling this goal and
in-line with other cemeteries. We looked at: services offered, pricing structure, maintenance
requirements, and allowable memorials, markers and decorations. The survey results supported
making minor changes to our existing policy and increasing our current fees.
Based on these findings staff recommends making the changes as noted in the attached red line
copy, implementing an interment fee of$300 and increasing space prices from $1,900 to $2,100
for an adult space and from $700 to $800 for an infant space.
Staff is working on a design for an internal road that will include a loop and two curlier drive areas
which will allow visitars to move through the cemetery more efficiently. The plan will take into
consideration the natural landscape and preserve as many trees as possible. We are getting
estimates on including a concrete band with asphalt in the center(like the North drive at the school)
and may also include pavers at each intersection.
RECOMMENDATION
Staff recommends approval of this item.
Page 2 of 3
ATTACHMENTS
Exhibit A Proposed I.O.O.F Westlake Cemetery Rules and Regulations Policy Red Line Copy
Exhibit B Proposed I.O.O.F Westlake Cemetery Sales Policies Red Line Copy
Page 3 of 3
��I.O.O.F WESTLAKE CEMETERY
3101 J.T. Ottinger Road
1 x E T o w N a F Westlake, Texas 76262
W E S T L A K E 817-430-0941
oisTiNcrivE ev oEsisN
RULES AND REGULATIONS
Purpose
� It is the desire of the Town of Westlake (Hereafter also referred to as "Town") that the�99-�i.O.O.F
Westlake Cemetery be maintained in a peaceful and respectful manner, in order to provide a place of
solace to those who have been bereaved, and to demonstrate respect for the memory of the people for
whom the cemetery is a final resting place.
The Town of Westlake adopted these Rules and Regulations for the management of the��I.O.O.F
Westlake Cemetery. All certificate holders of T��ninterment rights,visitors, contractors or any other
person entering onto the��I.O.O.F Westlake Cemetery(hereafter also referred to"Cemetery") shall
be subject to these rules and regulations.
General Rules and Regulations
� 1. Final Upon Passa�e. The Rules and Regulations of the cemetery,including prices
for burial space;services made available by the Town and all other Rules and Regulations are to
be made by the governing body of the Town of Westlake (hereafter referred to as the"Town
Council") and become effective upon approval by the Town Council. Exceptions may be applied
for at the Town offices and may be granted by the Town Manager.
2. Changes and Amendments. The Town Council expressly reserves the right to adopt, amend,
change, alter or repeal any rule,regulation, article, section or paragraph of these Rules and
Regulations,without prior notice to certificate holders or others.
I3. Administration of Cemeterv. Day-=to-=day administration of the cemetery and enforcement of the
Town Rules and Regulations shall be carried out by the Town Manager or Town staf£ The Town
Manager may grant exceptions to these Rules and Regulations. The term"Town Manager" as
used herein, includes a designee for the Town Manager. "Town" as used herein, includes the
Town,the Town Council,the Town Manager,the Town staff, agents or volunteers, as may be
understood from the context.
4. Exceptions. The Town reserves the right to make exceptions, suspensions or modifications in any
of the Rules and Regulations. Such exceptions may be made by the Town Council or the Town
Manager when, in the judgment of the Town Council or the Town Manager such an exception,
suspension or modification is advisable. Exceptions, suspensions or modifications shall not be
construed as affecting the general application of the Rules and Regulations. If a question arises
that is not addressed by these Rules and Regulations,the question shall be addressed and decided
by the Town Manager.
� Resolution 19-20
Pa�e 1 of 8
I ��I.O.O.F Westlake Cemetery Rules &
Regulations
5. Control of Cemeterv. The Town retains full and complete supervision, control and management
� of all the land,buildings, improvements,roads, landscaping�walks,utilities, development,books,
records or other property of the cemetery. The Town,through the Town Council,Town Manager
and Town staff, shall have the full and complete authority, rights, and privileges to enforce all
laws,rules and regulations and restrictions concerning the cemetery.
6. Work on Grounds by Staff or with Permission. No person, other than employees of the Town,
shall be allowed to perform any work within the cemetery, unless such person has received
Iwritten permission from the Town Manager or his/her designee�.
7. Improvements and Interments. The Town will be in charge of all improvements made on
Icemetery grounds and upon all lots before and after'r��interments are made.
8. Town Not Responsible for Loss or Damage. The Town will take all reasonable precautions to
� protect the cemetery and the structures contained therein,but�neither the Town, the Town
Council, the Town Manager, or Town staff, agents for the Town or Town volunteers shall be
responsible for any loss, damage, injury or other harm occurring on cemetery grounds.
�9. Vehicle Use in Cemetery. The use of automobiles or other vehicles within the cemetery
is authorized solely and exclusively for the purpose of transporting person to burial plots for
burial ceremonies or to visit such plots.
�l 0. Speed Limit. The speed limit within the cemetery is no greater than ten(10)miles per
hour.
I �1 1. Parking or Driving on Grounds. Parking or driving on grounds, gardens or any grassy
areas is prohibited,unless permission is given by the Town Manager in writing.
�12. Bicycles, etc. Prohibited. Bicycles, skates, skateboards, snowmobiles,motorcycles,
horses, etc. are not permitted in the cemetery unless prior written approval has been granted by
the Town Manager.
� �-413. Animals. Dogs and other domesticated animals (with the exception of service animals�
are not permitted unless on a leash or inside a vehicle. Horses shall be allowed only with written
permission of the Town Manager. The person who claims the animal shall be responsible for the
� �di�sposal of any animal waste. Service animal
�l 4. Alcohol and Drugs Prohibited. Possession of alcoholic beverages or illegal drugs is
prohibited on cemetery grounds. Alcoholic beverages or drugs found on cemetery grounds shall
be subject to removal.
Page 2 of 8
I �AA-�I.O.O.F Westlake Cemetery Rules &
Regulations
�15. Use of Lots b.�. The Town shall have the right to enter upon or use,without prior
notice to certificate holder or others, any lot or lots to carry out its duties,including but not
Ilimited to, maintenance of grounds, 'r��interments, erection of monuments or markers.
�l 6. Si�ns,Advertisements Prohibited. Signs, notices, advertisements or similar structures
shall be prohibited in the cemetery unless placed by the Town.
-1-�17. Sales on Cemetery Grounds. Peddling, soliciting or sales of any goods or services other
than burial plots are prohibited on cemetery grounds.
�-18. Cemetery ' _Landscaping. Trees and shrubs are placed throughout the cemetery
far the overall beauty and serenity of the grounds and shall only be placed on the grounds by
Town staf£ Individual lots are not permitted to have trees-a�,shrubs.-,�lants or any ve etg ation
without written ap�roval from the Town. Free standin�planter pots are prohibited. Any�-e�
�trees shrubs,�lants or ve et�that has been planted or placed in the cemetery without
written approval of the Town Manager may be removed without notice.
I �19. Trees and ' Other Landscap�. Trees and other landscaping, such as
bushes or shrubs, are located throughout the cemetery and may be located on certain lots in a way
that could interfere with space that otherwise might be used for burial. In such a case,the Town
� shall have the right to remove the trees�s landscaping or other ve et�. Trees on
cemetery grounds are excepted from the provisions of the Town Tree Ordinance.
Sales and Right of Use
1. Sale and Use of Cemete .ry Lots. The right of r��ninterment in the cemetery shall be sold in
accordance with the provisions of the laws of the State of Texas�the Town of Westlake and
these Rules and Regulations. All burial plots shall be sold with permanent maintenance
provisions. Prices for burial space shall be set by the Town Manager�r'�;���r'��r a��;�T���
I 2. Charees for Work, Services or Materials. Charges for materials�€e�,work or services
performedby the Town shall be at rates approved by the Town Manager�r'����'��r���;�-���
� 3. Use of Cemete .r��be�Plots. Plots shall be sold and used for the�t�es�-e€�burial�€
€e�-�of deceased human beings only.
� 4. Certificate of Interment Ri_�hts. Recognition of rights of'r�ninterment of an unoccupied
plot shall be by issuance of a Certificate of Interment Rights. A Certificate of Interment Rights
("Certificate") shall be issued to each person purchasing burial space. The Certificate shall have
the name of the holder of the Certificate and describe the location of the plot. Possession of a
Certificate by a person not named on the Certificate is not in itself evidence of the right to
� Tr�ninterment in the space designated on the Certificate. Named Certificate holders only
acquire the right of buriaL Town Manager may require additional documentation to establish
� T��n*interment rights.
Page 3 of 8
I �AA-�I.O.O.F Westlake Cemetery Rules &
Regulations
5. Joint Ownership. If more than one person is named in the Certificate, it is indicative of joint
ownership with rights of survivorship.
6. Lost Certificate. In the event of loss or destruction of a Certificate, a Certificate Holder may
� make a written request to the Town Administrative offices, for a duplicate Certificate. The
written request must be accompanied by a properly executed and sworn affidavit that sets forth
the circumstances of the loss or destruction and any other documentation required by the Town
Manager.
7. Transfer of Interment Ri_�.
� a. Rules�1�A�plicable. A Certificate holder may only transfer rights in accordance
with these rules and all laws concerning such transfers.
� b. Town Mana eg r A�roval Required. In order to transfer the right of Tr�ninterment, a
Certificate holder must obtain approval from the Town Manager for such transfer to be
effective.
� c. Repurchase b,y Town. Upon application for approval to transfer T��ninterment
rights,the plot may be subject to repurchase by the Town at the original purchase price.
The Town manager may waive such repurchase.
� d. Indebtedness �����*�Must Be Paid. All indebtedness due to the Town in connection
with the Certificate of Interment Rights must be paid before such transfer will be
allowed.
e. Town�er�ksRecords. All Certificate holders are required to notify and update Town
records;,;=�re�arding any transfer of a Certificate.
f. Transfer€�Fee. A transfer fee, as set by Town Council,must be paid in order to transfer
a Certificate of Interment Rights.
� g. Transfer b����Inheritance. A Certificate may be transferred by Will. The
person receiving such an inheritance shall be responsible for following the Rules and
Regulations required to complete and record the transfer with the Town. The new
Certificate holder must provide the original Certificate, the proof of inheritance of the
burial space,pay any indebtedness due,pay a transfer fee and request that Town records
be updated.
Ih. Transfer by � . Intestac� A Certificate may be transferred�through the laws of
intestacy. The person receiving such an inheritance shall be responsible for following the
Rules and Regulations required to complete and record the transfer with the Town. The
new Certificate holder must provide the original Certificate, the proof of intestate rights
to the burial space,pay any indebtedness due,pay a transfer fee and request that Town
records be updated.
Page 4 of 8
I ��I.O.O.F Westlake Cemetery Rules &
Regulations
8. Town to be Notified of Changes. All Certificate holders are required to notify Town
administrative offices of any changes, including a change of addresses. Notices will be sent to
the address shown in Town records and it shall be the Certificate holder's responsibility to update
those records with any changes in information concerning the Certificate holder.
Visiting Hours
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1. Visiting Hours. The cemeter.��pen far visitation year-round from duslc to dawn.
�2.Trespass. Any person found on cemetery grounds outside of visiting hours will be considered a
trespasser,unless given written permission from the Town Manager to be on the cemetery
grounds outside of visiting hours.
Interment and Funeral Rules and Regulations
IL Interments. All T���interments must be arranged and approved in advance with Town
staf£ An interment will not be allowed without Town staff prior approval. An interment will not
be allowed in a space unless the person to be buried�holds the 'r�ninterment rights in the
space as shown in Town records. Interments must be in accordance with all applicable laws;and
t-l�€Rules and Regulations for the cemetery.
� 2. Delay in Burial. The Town shall�not be liable or responsible for any delay in the
interment of a body where a protest to the interment has been made s€and/or where the Rules and
Regulations have not been complied with or where there is a legal dispute regarding the
I interment. Under such circumstances,the Town reserves the right to�€have the body 1p aced
in�a receiving vault or to take other appropriate steps until the proper legal course has been
determined.
I3. Use of Grave Space. The use of one grave space shall be limited to 'r��interments as
follows,unless otherwise permitted by the Town Manager or Town Council, as shown in writing
and reflected in Town records:
i. One adult burial; or
ii. One adult burial and one infant burial; or
iii. One adult burial and one urn of cremated remains; or
Page 5 of 8
I �AA-�I.O.O.F Westlake Cemetery Rules &
Regulations
iv. Two urns of cremated remains.
3. Fees Must be Paid. All fees or amounts due on a plot must be paid in full prior to an interment.
4. Outer Container. No burial of a casket over three(3)feet in length will be made unless�s
'���� rr������aplaced in an outer container or receptacle of concrete or such other material found
by Town staff to be of sufficient strength or resistance to deterioration.
I5. Funeral�sTimes. Funerals and/or burial services held at the cemetery must be between the
hours of 8:00 a.m. to 3:30 p.m. on Monday through Friday or from 8:00 a.m. to 2:00 p.m. on
Saturday. Exceptions may be made by the Town Manager. c„�'� ����r*;�r� �„�*and will be
provided in writing.
6. Disinterment. Disinterment must meet the requirements of all state',-a-��a�laws�
in effect at the time a request is made. The current law can be found�in the Health and Safety
Code section 694.001, 711.004 and Texas Administrative Code 181.6, ��a �r�,�*'��r���';��'�'�
*�*��but may be amended from time to time. T'�� �*�*�'�._� ; ����*�**'�� *;m� �
a;�:�*��m��*r ��+: �a� : „':��'�'�. If applicable, a copy of the application for a
disinterment permit or a disinterment consent form must be provided to the Town for their
records.
�
7. Cremated Remains. A permanent type of urn or vault is required for ground interment of
� cremated remains. The scattering of remains ^���r� �m�'��'�*�r anywhere on cemetery grounds
is prohibited.
8. No liabilitv. The Town shall�e-�not be liable for any container, receptacle or urn of
cremated remains� 1p aced in lot.
Rules and Regulations for Flowers and Decorations
1. Removal of Flowers and Decorations at an. t� The Town reserves the right to remove all
flowers,wreaths or other decorations from lots at any time. Such removal may be due to safety,
unsightly appearance or because such removal is deemed necessary by the Town.
2. S�rin�and Fall Cleanups. The grounds will be cleared of decorations twice a year. Spring
cleanup begins March 1 and Fall cleanup begins October 1. Weather or other circumstances may
delay the start date of said cleanups. In order to save any decorations placed upon a grave,�#€
decorations should be removed prior to�#es�these dates. Decorations may be returned to the
r�or new decorations placed on graves beginning April 1 and November 1 respectively.
Temporary decoration ma.��placed on gravesite for five (5) da�prior to an anniversary,birth
date or national holiday?? All decorations must be removed two (2) days after the anniversar�
birth date or holiday. A request form must be completed to place temporary decorations on a
�rave site?
Page 6 of 8
I �AA-�I.O.O.F Westlake Cemetery Rules &
Regulations
I3. Flower _ Arrangements. Fresh flower arrangements are allowed on�et�plOts in a
permanent bronze vase or a disposable vase. Silk flower arrangements are only allowed to be
placed in a permanent bronze vase.
I 4. Fla�s• Flags may be placed on graves on Memorial Day, the Fourth of July,Flag�Day, and
Veteran's Day,provided that such flag is not�larger than 8 inches by 12 inches;but may be
smaller in size. Flags are subject to removal by Town staff after ten(10) days after the above
listed holidays.
5. Grave Blankets. Blankets may be temporaril�placed on eravesites for five (5) da�prior to an
anniversary,birthday or national holiday. All blankets must be removed two (2) days after the
anniversary,birthday or holiday. A request must be completed to place blankets on a�ravesite.
�6.Prohibited�€�sltems. Glass is prohibited at all times. Devotional lights of any type are
prohibited in the cemetery. No decorations of any type are permitted in trees or cemetery
plantings. Other items that are prohibited include,but are not limited to,the following:
� �s 1p ants,plantings, shepherd's hooks, standup decorations, coping, curbing, decorative rocks,
fencing, hedging, grave mounds,borders, solar lightin�enclosures or items that are worn,
deteriorated, or cause visual clutter.
�7.Removal of Unauthorized Items. The Town shall have the right to remove all flowers,plants or
objects if the appearance or condition of those items warrant removal or if the objects or plants
� violate the Rules and Regulations€e�of the cemetery. The Town will not be liable for such
removal or for the loss of any objects,plants or flowers.
Markers and Monuments
1. A�proval and Permit Required. Markers, monuments or other memorials must be approved by
the Town Manager prior to installation. In order to obtain approval and a permit, the Certificate
holder must submit a sketch of the marker or monument m..�*'�� �..'�m;**�a '�,.*'��r�r*;���*�
'��'a�r�r*'��'�*���'���'� �'������showin�the dimensions,material content,lettering and any other
information as requested by Town staff. T'�� r�r*;���*� '��'a�r �*'����� r '��� : �'�„�;�'
,
, , ,
����All markers, monuments or memorials must be made of the'��rt'���*����'�'��
�stone materials and approved by the Town Manager or the Town staf£ All markers,
monument or other memorial foundations shall be placed by Town staff or agents of the Town
only. Corner markers are allowed on all lots and must be installed at grade level.
� a. Benches -One bench per�ravesite may be placed at the foot or head of the gravesite. The
bench must have a concrete pad and be a�proved by the Town Manager or Town staff
Page 7 of 8
I �AA-�I.O.O.F Westlake Cemetery Rules &
Regulations
prior to installation. Benches are required to be made of stone or metal materials and
must be pre-a�proved by town staff.
b. Monuments—Upri�ht monuments are required to be made of stone materials,ma.��
exceed four(4) feet in height and eig�8) feet wide for a double marker and four(4 feet
wide for a single marker and must be pre-a�proved by Town staff before being_placed on
a �ravesite.
i. Monuments may only be placed on the Certificate holder's gravesite
and only in the specified areas as marked by the Town, at the head and foot of the
space
ii. Flush ground monuments are required to be made of stone or bronze materials
iii. Foot markers ma.�placed at the foot of the gravesite and made of stone
materials and must be flush ground monuments.
iv. All monuments must be placed on a concrete base.
� 2. Fees Must be Paid. All fees or amounts due(including any installation fee) on a� l�ot must be
paid in full prior to the placement of any marker, monument or other memorial on the lot.
3. Removal Required. In the event a memorial,monument or marker is placed in a location where it
is necessary to remove it for an interment or disinterment, the Town shall have the right to
remove such memorial, monument or marker without notice.
4. Memorial Placement. Memorials shall be set in accordance with the general plan or map for the
Icemetery. �No more than two (2)memorials, markers, or monuments may be placed on a
grave, one at the head and the other at the foot,unless otherwise approved by the Town.
5. Chan�e in Placement. The Town may correct any error that may occur in the placing of a
foundation or memorial,marker, or monument. There shall be no liability for the actions taken
by the Town in correcting such an error. Any costs incurred to relocate an incorrectly_placed
monument that was not pre-a�proved will be billed to the Certificate holder.
6. Photo�raphs/Porcelain Material. Photographs and porcelain material may be incorporated into
any memorial, monument or marker upon approval of the Town Manager. No protective glass or
breakable material of any kind will be allowed on the memorial, marker, or monument.
Page 8 of 8
I.O.O.F WESTLAKE CEMETERY
3101 J.T. Ottinger Road
1 x e r o w N a F Westlake, Texas 76262
W E S T L A K E 817-430-0941
oisTiNcrivE ev oEsisN
I
SALES POLICIES
The following are sales policies of the I.O.O.F Westlake Cemetery:
(1) Before an interment, entombment,inurnment can be done all fees and charges must be paid in full.
(2) Burial Spaces (Also known as lots, graves, plots, or spaces). One full burial space will
accommodate one adult burial, or one adult and one infant, or one adult and one urn of
cremated remains, or two urns of cremated remains.
(3) Cemetery fee schedule for burial space includes perpetual care, grounds and administrative fees.-
of:
a. Adult burial�space - $2,100.00
b. Infant burial i�-�7E)Elspace- $800.00
�c. Interment fee -$300.00
�d.Urn interment fee- $400.00
(4) When pre-arranging for graves, niches, memorials, or service fees, the patron may finance the
purchase and fees as follows:
a. Payment in full at point ofpurchase GO��'�������*_
b. Down payment—of 20% or more with the remainder of the purchase price��aid in twelve
(12) consccutivc monthly_payments.
� �r ., -,.i,.,�o „�e�, ����:�� �e�=��
ro�iic�cnir,sc-6r�p��nvvr6i H�6T��3z6 4�zri6�d�sirir6�ir���i
c. Memorials or monuments,pre-need or at-need,�s�may not be placed until all space fees
are paid in fu11'�����*'����� ��*�"��'_
d. S200 of thc Interment fee $200 is refi�ndablc ifi marker is placc within 12 months.
(5) Prepaid service fees are placed in our escrow fund as cash is received. One hundred percent(100%)
of the fee is escrowed. The patron will not pay more for the service when it is provided. The price
is€�e�€�static. If, for whatever reason, the funds are refunded to the patron or the patron's estate,
the patron receives only the original amount paid with no interest�-4accil�cd.
(6) For graves or niches, where no burial has occurred, the patron may offer them back to the Town
and the Town will pay the patron�}75% of the original purchase price. No interest shall accrue.
(7) Cancellations: When the patron fails to make regular payments, the Town shall cancel the
agreement if payments are more than 120 days delinquent. Any money paid to-date on said
purchase is forfeited.
�
I.O.O.F WESTLAKE CEMETERY SALES POLICIES
(8) The Town will accept payment in the form of a check, money order or credit card with a 3`% t�ser
fcc.
(9) All instal Imcnt sales must be made on a Town Installment Agreement and must be approved by the
Director of Parks c�€or his designee. The Director of Parks at the Town shall maintain a contract
log for all numbered contracts.
(10) For all burials at the Cemetery, a signed Interment Authorization must be on file.
{-1-a-) Graveside - The funeral procession enters our gates and +swill bc met by an LO.O.F Westlake
Cemetery employee in an I.O.O.F Westlake Cemetery vehicle and will be Icd to the appropriate
graveside location. z-^���;�-� �a�r��e* �*�ra �a '���r'�� "�=�'���a�
�All �ravcside arrangements and scrviccs will bc providcd by the funeral home/director.
11 -. A brief committal service will be performed immediately followed by the buriaL The
family and their visitors are permitted to witness the burial if they desire.
(12)Memorials-LO.O.F Westlake Cemetery requires that all permanent memorials be lawn-level and
bronze (except in Sections A, B E, a�ld F Monument L���c�er�Garde�ls, as designated.) Granite bases
are required for all'�������memorials. Penuanent�vases are optional�however,.�
�they are re uired for the placement of any type of artificial floral tribute-;��r�—r'-,*��-'r.
Vases may be part of the bronze memorial or a separate unit but must be permanent(bronze)in nature.
� Memorials are placed at the HEAD of the grave; a second bronze or stonc memorial is allowed on
any single grave as long as it is an individual marker and contains no vase.
Page 2 of 2
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
Workshop - Discussion Item oisriNcrivE sv o�sicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToPrc: Presentation and discussion related to repealing of the current Facility Use
Guidelines and Policies and adopting the Town of Westlake Facility Use
Guidelines and Policies to include new procedures and rental spaces.
STaFF CoNTaCT: Troy J. Meyer, Director of Public Works &Facilities
Strategic Alignment
i i � . � . . , ; . .
� �
- � �
High Quality Planning,Design&
Informed&Engaged Development-We are a desirable
Citizens/Sense of Municipal& Well planned,high-quality Encourage Westlake's
Community Academic Operations community that is distinguished by Unique Sense of Place
exemplary design standards.
�
Comprchensive Plan Project Review
Time Line- Start Date: July 1, 2019 Completion Date: July 31, 2019
Funding Amount: N/A Status - � N/A Source -N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
In February of 2019, the Town of Westlake opened the Westlake Fire-EMS Station No. 1 located
at 2000 Dove Road. This facility not only provides Fire-EMS services but was also designed with
an Emergency Operation Center, administration offices and a mall area that can be used for
meeting space or training for the firefighters,residents and stakeholders.As a result,we have made
available various rooms at the station, and on a limited basis, the EOC and mall area for use by
residents or affiliate groups.
Page 1 of 2
Since the Town has added an additional building and changed procedures for renting the Municipal
and Academic facilities, we need to adopt a new version of the Guidelines and Policies
This new proposed version has been updated to include the Fire-EMS Station No. 1, rules and
regulations and new rental policies and procedures for all Municipal and Academic facilities
RECOMMENDATiON
Staff recommends approval of the Town of Westlake Facility Use Guidelines and Policies to
include new procedures and rental space.
ATTACHMENTS
Exhibit A Proposed Town of Westlake Facilities Use Guidelines and Policies
Page 2 of 2
I T�� T��,11 �,rtt�Y����l�o A ��,a e,�,�.�T
--�
T H E � o w N o F Facility Use Guidelines and Policies
WESTLAKE
oisTiNCTivE av oEsisN
General Policy Requirements:
1. 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 a�facility may be denied.
2. Primary Purpose of Meetin�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, Planning and Zoning
Committee, affiliate groups of the Town Council, school classrooms, public
administration, etc In the event a resident has �^'�^���'^� ^ N^„�^'reserved 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.
I3. The municipality����'�shall not be responsible for any outside fees incurred by
the resident should a rental reservation be cancelled.
I 4. Political Activitv Campaigning, Logos, & Endorsements
-Town owned and leased facilities are not available for use as a campaign location
or for other political activity.
I5. 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.
I6. Use of any Town or Westlake Academy �egeslo�o is prohibited unless the
applicant is an officially recognized affiliate.
7. Audio/Visual Technolo�-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.
� 7une 17,2019
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Resolution 19-20
8. Non-public Areas of Building/Facilitv - 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.
9. Sales and Fundraisin� - are prohibited on Town owned/leased property unless
I 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.
I 10. Damages and Cleaning-Individuals and organizations�ese�r-tgusin�any of the
available rooms/��facilities 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.
I11. Cleanin�The resident is responsible for cleaning the facility at the conclusion of
the rental. The reservation must include the necessary time for these activities.
12. Insurance Requirements - Insurance shall be required per the conditions of our
leasing agreement with the facility owner. Please refer to the
�eslnsurance Requirements section below for more information.
13. Liabilitv - 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
Iits premises by the user. Users are responsible for their g�s ug ests, adherence to
the policies herein described.
I14. Losses - 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.
Facility Availabilit�
1. The Performance Hall, Cafeteria area, Multi-Purpose Hall; MPH Gym and
Sports€��Fields of the Westlake Academy/Civic Campus is available for use on
Monday through Friday €�e�between 5:00 p.m. �eand 10:00 p.m. and Saturday
�and Sunday between the hours of 6:00 a.m. and 10:00 p.m. after which an
� 7une 17,2019
�?9�9
Resolution 19-20
I extended hours fee of $15.00 per hour will apply. NOTE: The Sports €�c�Fields
may be used during da �� hours only.
I �e�s�Ee��e-��e�}es���r����-4,�9-5��6�-�e�-s��V�s
�2.The Council Chambers/Courtroom is available for use Tuesday thru Thursday
from 8:00 am to 10:00 �m based on t� ^ r+ ^^'^r�^N �^N ��
ro^^�ravailability. Any resident requesting this space should contact the�
Director of Facilities and Public Works (hereinafter known as Director�or his/her
designee to determine if availability exists.
3. The Westlake Fire Department Administration Training Room and Mall are
available for use Monday thru Friday from 8:00 a.m. to 5:00 �.m. only based on
availability. Any resident requesting this space should contact the Director or
his/her designee to determine if availability exists. Additional guidelines for this
location include the followin�:
a. Maximum number for �articipants is 25
b. Outside tables and chairs may not be brou h� t in
c. This space may only be rented six times in one calendar year ( an-Dec) b�
the same or�anization.
d. May only be used for formal business meetin�pur�oses meetings that
include activities such as games, arts &crafts,food�re�aration, etc. are not
allowed
4. Availability is determined upon submission of an application and deposit, which
� may be obtained online at http://westlake-tx.or�/DocumentCenter/View/2810/Facilit�
Use-A�lication and remitted to the Town Hall offices at 1500 Solana Boulevard,
Building 7, Suite 7200, Westlake, TX 76262.
Application Process
1. The application must be filled out at least 14 days prior to the requested
reservation date. Application forms are available in the lobby of Town Hall or
� online at ���T�,��� ������'�'.� +.,.http://westlake-
tx.org/DocumentCenter/View/28]0/Facilit_y-Use-A�plication..org.
2. No verbal or tentative agreements will be accepted.
� 7une 17,2019
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Resolution 19-20
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 and Recreation Department reserves the right to terminate a
reservation during the activity if the conditions so warrant (i.e., severe weather,
etc.).
Deposits
1. To be assessed according to the request and duration of reservation:
a. $500 - one day rental of the Cafeteria, MPH, g�Gym or cr��-�
Sports Fields
b. $1000 - one day-rental of Cafeteria and Performance Hall
c. $2000 - extended commitment rental for Cafeteria and Performance Hall
I d. $1000-one day rental of the Town Council Chambers/Courtroom.-and Fire
Department Administration Training Room and Mall
2. The deposit is refundable under the following conditions:
a. 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).
b. Renter must have followed all facility use guidelines and policies and Town
ordinances during the event.
3. The deposit will be returned within 14 days from the rental date and will be mailed
to the applicant.
Reservation Time and 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.
� 7une 17,2019
�?9�9
Resolution 19-20
3. Fees to be assessed according to the request and duration of reservation:
a. $350 - Three--hour rental of Cafeteria
b. $100 - Each additional hour rental of Cafeteria
�c.$475 - Three-hour rental of Cafeteria, Performance Hall, and MPH
��nn �,.,,t. ,.aa;�;�,.,.i t.�,,,, ,. ,..�,.i ,.r��€��
d. $150-Each additional hour rental of Cafeteria,Performance Hall,and MPH
e. $150 - Three-=hour rental of���Sports Fields
f. $ 50 - Each additional hour rental��Sports Fields
g. $325 - Three-=hour rental of Gym
h. $ 95 - Each additional hour rental of Gym
i. $�9100 - per hour for the Town Council Chambers/Courtroom
j. $ 50 - per hour for the Fire Department Administration Trainin� Room
and Mall.
Reservation Requirements, Availabilit,v, and Limitations
��
�1.The Town does not provide eating utensils, tablecloths, office supplies, electronic
Iequipment or any other type of products during the reservation period. —The
individual or organization reserving the facility must provide these types of items.
I
�2.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.
3. 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.
�
Facility Access
1. The rental agreement will include provisions for a Town of Westlake
representative to be present during the use of the facility. The representative will
provide building access and work with the applicant to ensure the facility is
Isecured and cleaned at the conclusion of the rental.
� 7une 17,2019
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Resolution 19-20
2. In the event of an unforeseeable emergency, and the representative is detained or
I not available,the applicant may contact TV��,T "'���,�V '-';�-��}�V��the Facilities and
� �_ _.__J __: - - _____ __
Recreation Assistant at (817) 490-5768 or the Director at (817) 829-6974 to gain
access to the building.
3. All lights must be turned off and facility doors must be secured at the conclusion
of the reservation.
�4.Please do not attempt to force open the doors or break a window to enter the
facilities.
�.,,..,,,,i i.,,-;,,,..
Cancellations
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 the 14-=day period,
the Department reserves the right to assess a�ta $100 administrative fee to cover
staffing costs.
I2. No refunds of the rental fees will be given for notices within �{2} days of the
reservation date or for a cancellation notice after the rental date.
Dama�es
1. Individuals and organizations reserving the facility are responsible for the 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.
� 7une 17,2019
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Resolution 19-20
I 2. Reservations for a youth event require a minimum of#�{2}adult chaperones for
1 - 30 youth participants.— One adult chaperone must be provided for each
additiona115 participants. Youths are defined as anyone less than 21 years of age.
3. The Town reserves the right to require the presence of a police officer during these
Itypes of events. -The personnel cost for the off-duty assignment will be the
responsibility of the applicant.
Cleanin�
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�at the conclusion
of the rental �eriod. Outside trash receptacles (dumpster storage containers) are
provided e�ebehind the Cafeteria a�eaat the school and directions will be
provided with rental of all other spaces.
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 Performance Hall, , MPH,
Cafeteria area ^� �'�� ����'_�};�and Fire Department Administration Training Room
and Mall. Food and drink are not allowed in the Gym.
2. Tables will be provided (upon prior request)for those individuals who are hosting
a catered event.
I Decorations/Special Activities
� JUne ��,zo�9
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Resolution 19-20
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 tape is the only approved method for decorating purposes and must be
fully removed from the facility upon completion of the reservation.
�4.Plans for special activities including,but not limited to:bounce houses,inflatables,
dunking booths, amplified sound systems, etc. must be reviewed and approved
Iby the �'���'��Director or his/her desi�nee prior to their use.
I Tobacco�, Alcohol Use and Pet Policy
1. No smoking, use of tobacco products or alcoholic beverages are allowed on any
I Town owned or leased property. This includes the Westlake r'�����r'��r���,�Town
Hall, Fire-EMS Station and all Westlake Academy facilities.
2. No pets are to be in the facility during the rental period. The only exception
would be service animals
Insurance Requirements
I1. Proof of insurance that lists the Town as an additional insured entity is required
for all organized programs of athletic competition, including but not limited to
Ibasketball, soccer, softball and little league groups.
2. Insurance is not needed for individuals or groups of residents who use the athletic
fields for a one-time-use basis.
3. Proof of insurance may be required for other grou�s renting the facilities and will
be addressed individual.
� 7une 17,2019
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Resolution 19-20
Liabili : 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
Iby the user. Users are responsible for their g{te�s ug ests, adherence to the policies
herein described.
I
PLEASE NOTE: The above information concerns general reservation policies and
covers most reservation requirements. For specific concerns or those questions not
I answered above, it is the responsibility of the applicant to contact the Director e€
F^^�'��or his/her desi�nee to ensure compliance with all policies.
� 7une 17,2019
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Resolution 19-20
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
Workshop - Discussion Item oisriNcrivE sv o�sicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToP�c: Presentation and discussion regarding the proposed change from The
Independent Bank (TIB) to BBVA Compass Bank to provide
implementation and account maintenance services for their Commercial
Credit Card Program for the Town of Westlake.
STAFF CoNTAc'T: Noah Simon, Deputy Town Manager
Debbie Piper, Finance Director
Strategic Alignment
i i � . � . . , � . .
� �
- � i
Exemplary Service&Governance
-We set the standard by delivering Maximize Efficiencies
Fiscal Responsibility Fiscal Stewardship unparalleled municipal and &Effectiveness
educational services at the lowest
cost.
�
Outsidc thc Scopc of Idcntificd Stratcgic Initiativcs
Time Line- Start Date: June 17, 2019 Completion Date: August 31, 2019
Funding Amount: N/A Status - � N/A Source -N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The Town of Westlake has used the Commercial Card Program offered through The Independent
Bankers (TIB) Bank, an affiliate of First Financial Bank, since September 2015. Over the last few
years, TIB's customer service has become less responsive to the account management of the
current program. In order to provide a streamlined purchasing option to the Municipal and
Academic staff, the following changes are needed, which are unavailable through TIB:
Page 1 of 2
• Obtain administrative access for Finance staff to request new or replacement cards, set
individual limits, monitor all account activity for compliance to user procedures, and
provide necessary reports during the annual audit.
• Provide cardholder account access to monitor activity and review for fraudulent
transactions, set travel alerts, and store receipts that are provided to Finance.
• Receive timely account rebates and have a clear understanding of how the rebates are
earned and calculated.
• Include the availability of options such as running accounts payable transactions through
an electronic payment process, which would increase the rebate base.
RECOMMENDATION
Staff recommends approval of the resolution authorizing the Town Manager to eXecute an
agreement with BBVA Compass Bank, who will provide implementation and account
maintenance services for their Commercial Credit Card Program for Town of Westlake.
ATTACHMENTS
See Attachments under Consent Item
Page 2 of 2
T H E T D 1N H � F
1111E TLAKE
DISTINCTII� E BY � E � I � N
Development Snapshot
May 2019
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Development Activities Status May 2019
Project Project / Number Percent Estimated
Development Land Use of Lots/ Size Development Status
No. Name Units Complete Completion
5 Vaquero Residential 296 510 acres 268/296 lots under construction or completed 88.34% N/A
1 1,45,46,47 Charles Schwab Phase 1 Office 554,000 29 acres Phase 1 under construction 75% Fall 2019
13 Granada Residential 84 84 acres 61/84 lots under construction or completed 63.10% N/A
14 Carlyle Court Residential 8 10 acres 8/8 lots under construction or completed 75% N/A
15 Knolls at Solana Residential 56 62.5 acres Infrastructure improvements under construction 0% N/A
17 Quail Hollow Residential 96 188 acres 1 1/96 lots under construction 5.73% N/A
19 Terra Bella Residential 26 55 acres 24/26 lots under construction or completed 84.62�o N/A
23,72,73 Charles Schwab Phase 2 Office 616,000 30 acres Phase 2 site work under construction -% 2021
25 Spec's Retail 1 12,000 sf Additional square footage/remodel under construction 75% 2019
J:6 units Block J has 6/6 lots currently under construction
Entrada 2,700sf-
28 Residential I: 12 units 4,500sf Block I has 12/12 lots currently under construction 4.66% Varies
Residential
E: 12/14 units Block E has 12/14 lots currently under construction
29,30 Entrada Retail Corner Retail/Office 4 -50,000 s.f. Retail corner under construction 33% Fall 2019
Hospitality,
34 Entrada Plaza Mayor Condominium, 4 5 acres guilding plans in review;site work on hold -% 2021
Retail
Restaurant Row/Chapel A: 15,422 sf
35,38,40,43, &Reception Hall/Gas Restaurants/ 5 Under construction 22.50�0 2019
71 Entertainment B/C:22,414
Well Garage sf
51 Paigebrooke Residential 6 20 acres 4/b lots under construction or completed bb.bb�o N/A
Residential Subdivision Buildout May 2019
.
. . . � . - . . . - -
. . � - . . . - - . . - -
Aspen Lane/Shelby Estates 4/7/1981 8 0 132.6 Built-out 8 8 100%
Carlyle Court 3/7/2016 8 0 10.2 Under development 8 5 81.25%
Entrada 12/14/2015 322 292 85.9 Under development 30 0 4.66%
Glenwyck Farms 3/13/2000 84 0 104.3 Built-out 84 84 100.00%
Granada b/17/2013 84 23 84.3 Under development 61 45 63.10�0
Knolls at Solana - 56 56 62.5 Under development 0 0 0.00%
Mahotea Boone 12/9/1977 14 0 31.6 Built-out 14 14 100.00%
Paigebrooke 3/8/2004 6 2 20.3 Under development 4 4 66.67%
Quail Hollow 3/28/2016 96 85 188.3 Under development 1 1 0 5.73�0
Stagecoach 8/16/1971 47 6 55.5 Mostly built-out 41 40 86.17�0
Terra Bella 1 1/1 1/2008 26 2 54.8 Under development 24 20 84.62�0
Vaquero 3/27/2000 296 29 510 Mostly built-out 268 255 88.34%
Wyck Hill 4/3/1996 13 2 22.4 Mostly built-out 1 1 1 1 84.62�0
Other/Miscellaneous - 23 2 - Mostly built-out 21 19 86.96�0
1,083 498 1,362.7 585 505 50.32%
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Entrada Project Status May 2019
. - . . - .
. - . - - . . . � - - . . - .
� . . - .
CVS Pharmacy 1 13,378 sf Wurzel Builders Completed February 2017
Primrose Daycare 1 12,460 sf Cooper General Contractors Completed May 2017
Entrada Sales Center 1 3,463 sf Crescent Custom Homes Completed June 2018
Retail Office:43,336 sf
Entrada Retail Corner 3 Starbucks:2,834 sf Diesel Design Build Building permits issued;under construction Fall 2019
Retail l: 1,370 sf
Entrada Residential Block J 6 -4,500 sf ea Calais Custom Homes Building permits issued;under construction;3 units nearing Varies
completion
Entrada Residential Block E 14 -5,000 sf ea Crescent C�stom Homes Building permits issued;under construction;5 units nearing Varies
completion
Entrada Residential Block I 12 -3,600 sf ea Pentavia Custom Homes Building permits issued;under construction Varies
Pedestrian Bridge 1 - Crescent C�stom Homes Building permit issued;under construction 2019
Gas Pad Parking Garage 1 148,398 sf Diesel Design Build Building permit issued;under construction 2019
A: 15,422 sf Building permits issued for all of restaurant row;
Resta�rant Row 3 Crescent C�stom Homes 2019
B/C:22,414 sf under construction
Chapel& Chapel:3,207
2 Crescent C�stom Homes Building permits issued;under construction 2019
Reception Hall Reception Hall: 14,418 sf
Hotel:95,048 sf
Condo A:218,658
Entrada Plaza Mayor 4 Tri-Arc Building plans in review;site work on hold 2021
Condo B: 131,571 sf
Parking Garage: 120,912 SF
Town Cou nci I
Item # 4 — Executive
Session
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 (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
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:
- BRE Solana
- Waterside Land Company LLC
- Front 44
Town Cou nci I
Item # 5 — Reconvene
Council Meeting
Town Cou nci I
Item # 6 — Council Recap /
Staff Direction
COUNCIL RECAP / STAFF DIRECTION
Town Cou nci I
Item # 7 — Adjournment
Work Session
ITEMS OF COMMUNITY INTEREST: Mayor and Council Reports Town Cou nci I
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) Item # 2 — Items of
announcements involving imminent threat to public health and Community Interest
safety.
✓ Town Council Work Session/Meeting
Monday,June 17, 2019*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 -Council Chambers
➢ No Coffee&Conversation or ANY Regular Town Meetings are held in]uly. Have a greatsummer!
✓ Westlake Municipal Offices closed in observance of the]uly 4th/Independence Day Holiday
Thursday, July 4, 3019
**There will no interruption to this week's trash& recycling services;Service will occur on the regular
col%ction day of Friday,July 5, Z019.
✓ Public Art Competition Advisor�r Committee Meeting (Special to meet w/ artists)
Sunday,July 14, 2019; 9:00 am—7:00 pm*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 -Council Chambers
. Mark your calendars for these dates in August...
✓ Coffee&Conversation with the Mayor/Board President
Monday, August 5, 2019; 8:00—9:30 am
Marriott Solana Hotel—Great Room
-Thank you to the Marriott for providing complimentary coffee&tea each month/
✓ Board of Trustees Work Session/Meeting
Monday, August 5, 2019*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 -Council Chambers
✓ Town Council Work Session -Governance
Wednesday,August 7, 2019*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 -Council Chambers
✓ Public Art Competition Advisor�r Committee Meeting
Monday,August 12, 2019; 11:00 am*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 -Council Chambers
✓ Planning &Zoning Work Session/Meeting
Monday,August 12, 2019*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 -Council Chambers
✓ WA Secondary Years Back to School Night(Grades 6-12)
Wednesday,August 14, 2019; 6:00—8:00 pm
WA Campus- Gym
✓ WA Primary Years Back to School Night(Grades K-5)
Thursday,August 15, 2019; 6:00—8:00 pm
WA Campus- Gym
✓ Board of Trustees Hosted Back to School Breakfast for Westlake Academy/Shared Services Staff
Friday, August 16, 2019; 8:00 am
WA Campus—MPH
✓ Westlake Academy First Day of School
Monday, August 19, 2019
✓ Town Council Work Session/Meeting
Monday,August 26, 2019*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 -Council Chambers
*For meetinq aaendas and detai/s on W,4 ca/endar events or Municipa/ca/endar events,please visit the Westlake
Academy website or the Town of West/ake website for further assistance.
Town Cou nci I
Item # 3 — Citizen
Comments
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 Cou nci I
Item # 4 — Consent
Agenda
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 May 20, 2019.
b. Consider approval of the joint meeting minutes from the meeting on June 3, 2016.
c. Consider approval of Resolution 19-19, repealing Resolution 17-39 and adopting a
Resolution updating the Facility Use Guidelines and Policies to include new procedures
and rental spaces.
d. Consider approval of Resolution 19-20, repealing Resolution 10-10 and adopting a
Resolution updating the I.O.O.F Westlake Cemetery Rules and Regulations and Sales
Policies to meet current sales volume and industry trends and authorizing the Town
Manager to enforce the rules and regulations and provide for exceptions and
declaring an effective date.
e. Consider approval of Ordinance 883, amending Ordinance 637 Chapter 78 Streets
Sidewalks and Other Public Places, Article III Town Owned Cemeteries, Section 78-62
changing the hours of the I.O.O.F Westlake Cemetery hours.
f. Consider approval of Resolution 19-21, Approving the Annual Board appointments.
g. Consider approval of Resolution 19-22, authorizing the Town Manager to execute
an agreement with BBVA Compass Bank, who will provide implementation and
account maintenance services for their Commercial Credit Card Program for the Town
of Westlake.
h. Consider approval of Ordinance 884, amending Chapter 34, Emergency Services,
Article II, Alarms and Article III, Department of Public Safety; Repealing Chapter 38
Article III Fire/Rescue Department to change the name to Westlake Fire — EMS
Department; by including Article III of Chapter 38 into Chapter 34 changing the name
to Fire — EMS Department.
i. Consider approval of Ordinance 885, amending Chapter 38, Fire Prevention and
Protection of the Code of Ordinances; adopting the 2018 Edition of the International
Fire Code with Amendments; by including Article II Alarms of Chapter 34 into Chapter
38.
T H � r o w � o �
VIJESTLAKE
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL MEETING
May 20, 2019
PRESENT: Mayor Laura Wheat and Council Members Alesa Belvedere, Rick Rennhack, and
Greg Goble.
ABSENT: Council Members Carol Langdon and Michael Barrett
OTHERS PRESENT: Assistant Town Manager Jarrod Greenwood, Town Secretary Kelly
Edwards, Deputy Town Manager Noah Simon, Town Attorney Stan
Lowry, Fire Chief Richard Whitten, Deputy Fire Chief John Ard,
Building Official Pat Cooke, Director of Planning & Development
Ron Ruthven, Development Coordinator Nick Ford, Finance
Director Debbie Piper, Director of Facilities & Public Works Troy
Meyer, Director of Communications Ginger Awtry,
Communications Manager Jon Sasser, Director of Information
Technology Jason Power, and Director of Human Resources and
Administrative Services Todd Wood.
SpeCldl SeSS1011
1. CALL TO ORDER
Mayor Wheat called the work session to order at 5:10 p.m.
2. PLEDGE OF ALLEGIANCE
Mayor Wheat led the Pledge of Allegiance to the United States and Texas flags.
Town Council Minutes
05/20/19
Page 1 of 6
3. ADMINISTER OATH OF OFFICE TO NEWLY ELECTED OFFICIALS.
Mayor Wheat administered the Oath of Office to Council Members Goble and Rennhack.
4. DISCUSSION AND CONSIDERATION TO ELECT A MAYOR PRO TEMPORE.
Discussion ensued regarding nominating Council Member Langdon to serve as Mayor Pro
Tempore.
MOTION: Council Member Belvedere made a motion to elect Council Member
Langdon. Council Member Rennhack seconded the motion. The
motion carried by a vote of 3-0.
5. AD70URNMENT
MOTION: Council Member Rennhack made a motion to adjourn the meeting.
Council Member Goble seconded the motion. The motion carried
by a vote of 3-0.
Mayor Wheat adjourned the special session at 5:13 p.m.
Work Session
1. CALL TO ORDER
Mayor Wheat called the work session to order at 5:15 p.m.
2. REVIEW OF CONSENT AGENDA ITEMS FOR THE TOWN COUNCIL REGULAR
MEETING AGENDA.
Assistant Greenwood provided an overview of the Ductbank agreement.
3. DISCUSSION ITEMS
a. Discussion regarding an amendment to Chapter 46, Article VI, Tobacco Products,
Smoking and E-Cigarettes.
Assistant Greenwood and Deputy Simon provided an overview on the various
proposals as discussed.
Discussion ensued regarding the definition of designated area, designating a
percentage of space per category, staff discussions with current businesses,
Town Council Minutes
05/20/19
Page 2 of 6
surrounding community's ordinances, and requiring ventilation systems for
indoor areas.
b. Standing Item: Presentation and discussion of development projects per Staff
Report April 2019 including an Entrada report from the Developer and projects in
Planned Development PD 3-5.
Director Ruthven provided an overview of the following:
Entrada: Construction of the retail corner including the bell tower, retail tenants
submitting plans, permitting issues, the exclusion of performance measures in
the developers agreement, development financing model, construction of the
chapel and reception hall, relocation of the Atmos gas line, service road along
State Highway 114, moving the berms closer to State Highway 114, possibly
removing the hotel from the Plaza Mayor, and review of Plaza Mayor permit
Schwab: Tentatively issuing the Certificate of Occupancy fall 2019, the
intersection at Schwab Way and Trophy Lake Drive, and development of
Hillwood's Front 44 area.
4. EXECUTIVE SESSION
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 (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
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:
- BRE Solana
- Waterside Land Company LLC
5. RECONVENE MEETING
Town Council Minutes
05/20/19
Page 3 of 6
6. COUNCIL RECAP / STAFF DIRECTION
Update the propose Smoking ordinance as discussed during the work session.
7. AD]OURNMENT
Mayor Wheat adjourned the work session at 6:26 p.m.
Regular Session
1. CALL TO ORDER
Mayor Wheat called the regular session to order at 6:34 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 April 22, 2019.
b. Consider approval of Resolution 19-18, Authorizing the Town Manager to
execute Amendment #1 to the lease with MCImetro Access Transmission Services
LLC, to utilize Town owned telecommunications conduit (ductbank).
MOTION: Council Member Goble made a motion to approve the consent
agenda. Council Member Rennhack seconded the motion. The
motion carried by a vote of 3-0.
5. DISCUSSION AND CONSIDERATION OF ORDINANCE 882, APPROVING A
REZONING REQUEST FROM R5-COUNTRY RESIDENTIAL TO PLANNED
DEVELOPMENT DISTRICT NUMBER 7 (PD7) FOR APPROXIMATELY 37.798
ACRES LOCATED EAST OF PEARSON LANE AND SOUTH OF ASPEN LANE, TO
INCLUDE PRIMARILY SINGLE FAMILY RESIDENTIAL USES, INCLUDING A
REQUEST FOR APPROVAL OF A CONCEPT PLAN AND DEVELOPMENT PLAN, AND
A SPECIFIC USE PERMIT FOR PRIVATE STREETS.
Town Council Minutes
05/20/19
Page 4 of 6
Director Ruthven provided a presentation and overview of the item.
Mr. Robin McCaffery, Mesa Planning, provided an overview of the development, how the
development preserves property value, demand and land supply, and the public open
space.
Discussion ensued regarding the setbacks, lots along the Vaquero Golf Club, primary and
secondary structure locations, topography and the tree line along the golf course, and
Master Builder commitment.
Mr. Paul Pastore, Waterside Land Company, Mr. Clay Nelson, CA Nelson Architects, Mr.
Rich DeOtte, DeOtte Engineering, provided a presentation and overview of the proposed
38 lot development.
Discussion ensued regarding the difference between a single source builder system and a
volume builder, the build process, concierge service for residents, height restrictions,
benching lots, not marketing to younger families, a majority of empty nesters showing
interest in the development, and meetings with Vaquero regarding landscaping along the
joint property line.
Mayor Wheat opened the public hearing
David Elmer, 2017 Banner Drive, Keller, spoke in favor of the item.
Marcus Novacheck, 1409 Post Oak Place, spoke in opposition to the item.
Mayor Wheat closed the public hearing.
Mr. Paul Pastore, Waterside Land Company, addressed some of the concerns during the
public hearing.
MOTION: Council Member Rennhack made a motion to approve Ordinance
882. Council Member Goble seconded the motion.
Council Member Belvedere asked the developer about their assurances and
understanding of that property being zoning as a planned development.
The motion carried by a vote of 3-0.
6. EXECUTIVE SESSION
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 (2) Consultation with Attorney on a matter in which the duty of
the attorney to the governmental body under the Texas Disciplinary Rules of
Town Council Minutes
05/20/19
Page 5 of 6
Professional Conduct of the State Bar of Texas clearly conflicts with this chapter:
Trophy Club Municipal District No. 1
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:
- BRE Solana
- Waterside Land Company LLC
7. RECONVENE MEETING
8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
9. FUTURE AGENDA ITEMS
No additional discussion required.
10. AD]OURNMENT
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 Goble seconded the motion. The motion carried
by a vote of 3-0.
Mayor Wheat adjourned the meeting at 8:34 p.m.
APPROVED BY THE TOWN COUNCIL ON 7UNE 17, 2019.
ATTEST:
Laura Wheat, Mayor
Kelly Edwards, Town Secretary
Town Council Minutes
05/20/19
Page6of6
T H � r o w � o �
VIJESTLAKE
MINUTES OF THE
JOINT TOWN COUNCIL
AND BOARD OF TRUSTEES
7une 3, 2019
PRESENT: Mayor Laura Wheat and Council Members Michael Barrett, Alesa Belvedere, Greg
Goble and Carol Langdon. Rick Rennhack arrived at 5:07 p.m.
ABSENT:
OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, Town
Secretary Kelly Edwards, Fire Chief Richard Whitten, Deputy Fire
Chief John Ard, Building Official Pat Cooke, Director of Planning &
Development Ron Ruthven, Finance Director Debbie Piper,
Director Facilities & Public Works Troy Meyer, Director of
Communications Ginger Awtry, Communications Manager Jon
Sasser, Director of Information Technology Jason Power, Director
of Human Resources and Administrative Services Todd Wood,
Keller Police Chief Mike Wilson, Dr. Mechelle Bryson, PYP Principal
Rod Harding, PYP Assistant Principal Beckie Paquin, Secondary
Principal Stacy Stoyanoff, Secondary Assistant Principal Jennifer
Furnish, and WA Foundation Executive Director Dr. Shelly Myers.
Work Session
1. CALL TO ORDER
Mayor Wheat called the work session to order at 3:20 p.m.
Town Council Minutes
06/03/19
Page 1 of 2
2. DISCUSSION OF THE PROPOSED ACADEMIC (WESTLAKE ACADEMY) AND
MUNICIPAL BUDGET FOR FISCAL YEAR 2019-2020, FUNDED AND UNFUNDED
(UNDER DISCUSSION) PRO]ECTS CONTAINED IN THE TOWN'S PROPOSED FIVE
(5) YEAR CAPITAL IMPROVEMENT PLAN.
• WESTLAKE ACADEMY FACILITY MASTER PLAN
• ENROLLMENT FORECASTS
Town Manager DeGan and Assistant Town Manager Greenwood provided a presentation
and overview of the proposed budget.
Discussion ensued regarding personnel stafFing levels, the lack of noise from the sirens
from the new Fire & EMS Station, the propose increase of the Police Services contract,
property tax rates, Senate Bill 2 — Property Tax Reform, the property reduction fund,
capital projects, State Highway 114 improvements, trail connectivity, Opticom control, the
cost of updating Wayfinding signage, the maintenance & storage facility on Dove Road,
unfunded capital projects — a traffic circle at Randol Mill Road & Dove Road, State revenue
assumptions based on House Bill 3, increasing the number of students in the upper
grades, how facility allotment is determined, academy personnel staffing levels, janitorial
staffing, facility options using Stantec's guidance, and moving DP students off campus.
3. COUNCIL RECAP / STAFF DIRECTION
- Future discussion regarding the Town Commons area included in the
Comprehensive Plan.
- Removing the Academy underpass from the Capital Unfunded Projects list.
- Adjusting the property tax rate below the roll back rate.
- Reviewing available cash funding options.
4. ADJOURNMENT
Mayor Wheat adjourned the work session at 6:40 p.m.
APPROVED BY THE TOWN COUNCIL ON )UNE 17, 2019.
ATTEST:
Laura Wheat, Mayor
Kelly Edwards, Town Secretary
Town Council Minutes
06/03/19
Page2of2
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
RegularMeeting - Consent oisriNoriuE sv ofsicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToPrc: Consider approval of a Resolution repealing Resolution 17-39 and
adopting a Resolution updating the Facility Use Guidelines and Policies to
include new procedures and rental spaces.
STaFF CoNTaCT: Troy J. Meyer, Director of Public Works &Facilities
Strategic Alignment
i i � . � . . , ; . .
� �
- � �
High Quality Planning,Design&
Informed&Engaged Development-We are a desirable
Citizens/Sense of Municipal& Well planned,high-quality Encourage Westlake's
Community Academic Operations community that is distinguished by Unique Sense of Place
exemplary design standards.
�
Comprchensive Plan Project Review
Time Line- Start Date: July 1, 2019 Completion Date: July 31, 2019
Funding Amount: N/A Status - � N/A Source -N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
In February of 2019, the Town of Westlake opened the Westlake Fire-EMS Station No. 1 located
at 2000 Dove Road. This new facility not only provides Fire-EMS services but was also designed
with an Emergency Operation Center, administration offices and a mall area that can be used for
meeting space or training for the firefighters,residents and stakeholders.As a result,we have made
available various rooms at the station, and on a limited basis, the EOC and mall area for use by
residents or affiliate groups.
Page 1 of 2
Since the Town has added an additional building and changed procedures for renting the Municipal
and Academic facilities we need to adopt a new version of the Guidelines and Policies
This new proposed version has been updated to include the Fire-EMS Station No. 1, rules and
regulations and new rental policies and procedures for all Municipal and Academic facilities
RECOMMENDATION
Staff recommends approval of the Facility Use Guidelines and Policies to include new
procedures and rental space.
ATTACHMENTS
Resolution
Town of Westlake Facility Use Guidelines and Policies
Page 2 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 19-19
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, REPEALING RESOLUTION 17-39 AND ADOPTING THE UPDATED
FACILITY USE GUIDELINES AND POLICIES TO INCLUDE NEW PROCEDURES
AND RENTAL SPACES.
WHEREAS, the Town of Westlake wishes to maintain all Town owned and leased
facilities in eXemplary condition; and,
WHEREAS, the Town wishes to offer the citizens of the Town of Westlake convenient
and attractive, rental meeting space at the Fire-EMS Station No. 1; and,
WHEREAS, the Town recognizes the need to adopt standard rental rules and
regulations to ensure the accessibility to, and the responsibility of the renters;
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 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 2: That the Town of Westlake Town Council does hereby approve the
proposed policy, attached as Exhibit "A", governing the Town of Westlake Facility Use
Guidelines and Policies.
Resolution 19-19
Page 1 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 17TH DAY OF JUNE 2019.
ATTEST:
Laura L. Wheat, Mayor
APPROVED AS TO FORM:
Kelly Edwards, Town Secretary
L. Stanton Lowry, Town Attorney
Resolution 19-19
Page 2 of 2
T H E � o w N o F Facility Use Guidelines and Policies
WESTLAKE
oisTiNCTivE av oEsisN
General Policy Requirements:
1. 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 a�facility may be denied.
2. Primary Purpose of Meetin�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, Planning and Zoning
Committee, affiliate groups of the Town Council, school classrooms, public
administration, etc In the event a resident has reserved 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.
3. The municipality shall not be responsible for any outside fees incurred by the
resident should a rental reservation be cancelled.
4. Political Activite�paigning,Logos, &Endorsements-Town owned and leased
facilities are not available for use as a campaign location or for other political
activity.
5. 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.
6. Use of any Town or Westlake Academy logo is prohibited unless the applicant is
an officially recognized affiliate.
7. Audio/Visual Technolo�-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.
June 17,2019 �
Resolution 19-20
8. Non-�ublic Areas of Building/Facilit� - 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.
9. Sales and Fundraisin� - 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.
10. Damages and Cleaning-Individuals and organizations using any of the available
rooms/facilities 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.
11. Cleanin�-The resident is responsible for cleaning the facility at the conclusion of
the rental. The reservation must include the necessary time for these activities.
12. Insurance Requirements - Insurance shall be required per the conditions of our
leasing agreement with the facility owner. Please refer to the Insurance Requirements
section below for more information.
13. LiabilitV - 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.
14. Losses - 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.
Facility AvailabilitX
1. The Performance Hall, Cafeteria area,Multi-Purpose Hall (MPH),Gym and Sports
Fields of the Westlake Academy/Civic Campus is available for use on Monday
through Friday between 5:00 p.m. and 10:00 p.m. and Saturday and Sunday
between the hours of 6:00 a.m. and 10:00 p.m. after which an extended hours fee
of $15.00 per hour will apply. NOTE: The Sports Fields may be used during
daylight hours only.
June 17,2019 �
Resolution 19-20
2. The Council Chambers/Courtroom is available for use Tuesday thru Thursday
from 8:00 am to 10:00 pm based on availability. Any resident requesting this space
should contact the Director of Facilities and Public Works (hereinafter known as
Director) or his/her designee to determine if availability exists.
3. The Westlake Fire Department Administration Training Room and Mall are
available for use Monday thru Friday from 8:00 a.m. to 5:00 p.m. only based on
availability. Any resident requesting this space should contact the Director or
his/her designee to determine if availability exists. Additional guidelines for this
location include the following:
a. Maximum number for participants is 25
b. Outside tables and chairs may not be brought in
c. This space may only be rented six times in one calendar year (Jan-Dec) by
the same organization.
d. May only be used for formal business meeting purposes (meetings that
include activities such as games, arts &crafts,food preparation, etc. are not
allowed)
4. Availability is determined upon submission of an application and deposit, which
may be obtained online at http://westlake-�.org/DocumentCenter/View/2810/Facilit�
Use-A�lication and remitted to the Town Hall offices at 1500 Solana Boulevard,
Building 7, Suite 7200, Westlake, TX 76262.
Application Process
1. The application must be filled out at least 14 days prior to the requested
reservation date. Application forms are available in the lobby of Town Hall or
online at http://westlake-tx.org/DocumentCenter/View/2810/Facility-Use-
Application..org.
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 and Recreation Department reserves the right to terminate a
reservation during the activity if the conditions so warrant (i.e., severe weather,
etc.).
June 17,2019 �
Resolution 19-20
Deposits
1. To be assessed according to the request and duration of reservation:
a. $500 - one day rental of the Cafeteria, MPH, Gym or Sports Fields
b. $1000 - one day rental of Cafeteria and Performance Hall
c. $2000 - extended commitment rental for Cafeteria and Performance Hall
d. $1000-one day rental of the Town Council Chambers/Courtroom and Fire
Department Administration Training Room and Mall
2. The deposit is refundable under the following conditions:
a. 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).
b. Renter must have followed all facility use guidelines and policies and Town
ordinances during the event.
3. The deposit will be returned within 14 days from the rental date and will be mailed
to the applicant.
Reservation Time and 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
b. $100 - Each additional hour rental of Cafeteria
c. $475 - Three-hour rental of Cafeteria, Performance Hall, and MPH
d. $150-Each additional hour rental of Cafeteria,Performance Hall,and MPH
e. $150 - Three-hour rental of Sports Fields
f. $ 50 - Each additional hour rental Sports Fields
g. $325 - Three-hour rental of Gym
h. $ 95 - Each additional hour rental of Gym
i. $100 - per hour for the Town Council Chambers/Courtroom
�. $ 50 - per hour for the Fire Department Administration Training Room
and Mall.
June 17,2019 �
Resolution 19-20 �
Reservation Requirements, Availabilit,v, and Limitations
1. The Town does not provide eating utensils, tablecloths, office supplies, electronic
equipment or any other type of products during the reservation period. The
individual or organization reserving the facility must provide these types of items.
2. 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.
3. 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.
Facility Access
1. The rental agreement will include provisions for a Town of Westlake
representative to 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 and cleaned at the conclusion of the rental.
2. In the event of an unforeseeable emergency, and the representative is detained or
not available, the applicant may contact the Facilities and Recreation Assistant at
(817) 490-5768 or the Director at (817) 829-6974 to gain access to the building.
3. All lights must be turned off and facility doors must be secured at the conclusion
of the reservation.
4. Please do not attempt to force open the doors or break a window to enter the
facilities.
Cancellations
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 the 14-day period,
the Department reserves the right to assess a $100 administrative fee to cover
staffing costs.
June 17,2019 �
Resolution 19-20
2. No refunds of the rental fees will be given for notices within 2 days of the
reservation date or for a cancellation notice after the rental date.
Dama�es
1. Individuals and organizations reserving the facility are responsible for the 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 2 adult chaperones for 1 -30
youth participants. One adult chaperone must be provided for each additional 15
participants. Youths are defined as anyone less than 21 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.
Cleanin�
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 at the conclusion of the
rental period. Outside trash receptacles (dumpster storage containers) are
provided behind the Cafeteria at the school and directions will be provided with
rental of all other spaces.
June 17,2019 �
Resolution 19-20 •
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 Performance Hall, MPH, Cafeteria area and Fire
Department Administration Training Room and Mall. Food and drink are not
allowed in the Gym.
2. Tables will be provided (upon prior request)for those individuals who are hosting
a catered event.
Decorations/Special Activities
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 tape is the only approved method for decorating purposes and must be
fully removed from the facility upon completion of the reservation.
4. Plans for special activities including,but not limited to:bounce houses,inflatables,
dunking booths, amplified sound systems, etc. must be reviewed and approved
by the Director or his/her designee prior to their use.
Tobacco, Alcohol Use and Pet Policy
1. No smoking, use of tobacco products or alcoholic beverages are allowed on any
Town owned or leased property. This includes the Westlake Town Hall,Fire-EMS
Station and all Westlake Academy facilities.
2. No pets are to be in the facility during the rental period. The only exception
would be service animals.
Insurance Requirements
June 17,2019 �
Resolution 19-20
1. Proof of insurance that lists the Town as an additional insured entity 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 for a one-time-use basis.
3. Proof of insurance may be required for other groups renting the facilities and will
be addressed individual.
Liabili : 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.
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 or
his/her designee to ensure compliance with all policies.
June 17,2019 �
Resolution 19-20 �
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
RegularMeeting - Consent oisriNoriuE sv ofsicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToP[C: Consider approval of a Resolution repealing Resolution 10-10 and adopting
a Resolution updating the I.O.O.F Westlake Cemetery Rules and
Regulations and Sales Policies to meet current sales volume and industry
trends and authorizing the Town Manager to enforce the rules and
regulations and provide for exceptions and declaring an effective date.
STAFF Co1v'rAc'T: Troy J. Meyer, Director of Public Works & Facilities
Strategic Alignment
i i � . � . . , ; . .
� �
- 1 �
High Quality Planning,Design&
Informed&Engaged Development-We are a desirable
Citizens/Sense of Municipal& Well planned,high-quality Encourage Westlake's
Community Academic Operations community that is distinguished by Unique Sense of Place
exemplary design standards.
. ,
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: July 1, 2019 Completion Date: July 31, 2019
Funding Amount: N/A Status - � N/A Source - N/A
EXECUTIVE SUMMARY(INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The Roanoke Independent Order of Odd Fellows (LO.O.F), Lodge 421 purchased approximately
five- and one-half acres of property in 1897 to serve as a public burial ground for departed friends
and family members of those that founded this promising new land.
The Town of Westlake and its officials are honored to have earned the trust and friendship of the
Fanning family to the extent that Mr. Dick Fanning, president of the I.O.O.F Cemetery
Page 1 of 2
Association, entrusted the Town of Westlake with the perpetual care and restoration of the I.O.O.F
Cemetery in May 2007.
On February 25, 2008, the Council approved funding to proceed forward with the development of
a cemetery master plan.
A status report on the rules, regulations,policies and procedures was presented in a July 28, 2008
workshop. Council's recommendation was to define the cemetery and who owns the cemetery.
On April 19, 2010 the Town Council adopted ordinance 637 establishing Chapter 78 of the Town
of Westlake Code by reserving Sections 78-41 through 78-59 and adding Article III Town Owned
Cemeteries as follows: Article III. Town Owned Cemeteries.
The Town Council requested the I.O.O.F remain in the name of the Cemetery with the approval
of the grand Lodge LO.O.F Board of Trustees. Staff received the approval on May 12, 2010 to
include the I.O.O.F as part of the new name of the cemetery changing it to I.O.O.F Westlake
Cemetery.
Staff has seen a 40% increase in the sales over the past two years and to ensure the financial
stability and care of the Cemetery we are recommending an update to the Cemetery Rules,
Regulations and Sales Policies. As sales increase we have seen the cost of maintaining the
cemetery and administrative costs increase. In addition, it is necessary to more closely define and
regulate the rules and regulations to ensure the Cemetery meets its stated purpose of being a
peaceful and respectful place of solace to those who have been bereaved and to demonstrate respect
for the memory of the people for whom the cemetery is a final resting place.
The Facilities staff conducted a survey of comparable cemeteries in Tarrant and Denton counties
to determine if the I.O.O.F Westlake Cemetery's rules and regulations were fulfilling this goal and
in-line with other cemeteries. We looked at: services offered, pricing structure, maintenance
requirements, and allowable memorials, markers and decorations. The survey results supported
making minor changes to our existing policy and increasing our current fees.
Based on these findings staff recommends making the changes as noted in the attached red line
copy, implementing an interment fee of$300 and increasing space prices from $1,900 to $2,100
for an adult space and from $700 to $800 for an infant space.
RECOMMENDATION
Staff recommends approval of this item.
ATTACHMENTS
Resolution
Proposed I.O.O.F Westlake Cemetery Rules & Regulations Policy
Proposed LO.O.F Westlake Cemetery Sales Policies
Page 2 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 19-20
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, REPEALING RESOLUTION 10-10 AND APPROVING THE UPDATED
LO.O.F WESTLAKE CEMETERY RULES AND REGULALTION AND SALES
POLICIES.
WHEREAS, the Town of Westlake wishes to maintain the Westlake I.O.O.F Cemetery
as a peaceful and restful place of solace to those who have been bereaved and demonstrate
respect for the memory of the people for whom the cemetery is a final resting place; and,
WHEREAS, the increased sales and activity in the Cemetery require more time and
cost for maintenance, administrative duties and oversight to maintain the current level of service;
and,
WHEREAS, the survey conducted supports an increase in the price for spaces and
interment fees to meet the cost of increased expenses to maintain the Cemetery; 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 approve the
proposed policy, attached as Exhibit A Cemetery Rules and Regulations and Exhibit B I.O.O.F
Westlake and Sales Policies, governing the cemetery.
SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 19-20
Page 1 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 17TH DAY OF JUNE 2019.
ATTEST:
Laura L. Wheat, Mayor
APPROVED AS TO FORM:
Kelly Edwards, Town Secretary
L. Stanton Lowry, Town Attorney
Resolution 19-20
Page 2 of 2
I.O.O.F WESTLAKE CEMETERY
3101 J.T. Ottinger Road
i x E T o w N a F Westlake, Texas 76262
W E S T L A K E 817-430-0941
oisTiNcrivE ev oEsisN
RULES AND REGULATIONS
Purpose
It is the desire of the Town of Westlake (Hereafter also referred to as "Town") that the I.O.O.F Westlake
Cemetery be maintained in a peaceful and respectful manner, in order to provide a place of solace to those
who have been bereaved, and to demonstrate respect for the memory of the people for whom the cemetery
is a final resting place.
The Town of Westlake adopted these Rules and Regulations for the management of the I.O.O.F Westlake
Cemetery. All certificate holders of interment rights,visitors, contractors or any other person entering
onto the I.O.O.F Westlake Cemetery(hereafter also referred to "Cemetery") shall be subject to these rules
and regulations.
General Rules and Regulations
1. Final Upon Passage. The Rules and Regulations of the cemetery, including prices for burial
space services made available by the Town and all other Rules and Regulations are to be made by
the governing body of the Town of Westlake (hereafter referred to as the"Town Council") and
become effective upon approval by the Town Council. Exceptions may be applied for at the
Town offices and may be granted by the Town Manager.
2. Changes and Amendments. The Town Council expressly reserves the right to adopt, amend,
change, alter or repeal any rule,regulation, article, section or paragraph of these Rules and
Regulations,without prior notice to certificate holders or others.
3. Administration of Cemeterv. Day-to-day administration of the cemetery and enforcement of the
Town Rules and Regulations shall be carried out by the Town Manager or Town staf£ The Town
Manager may grant exceptions to these Rules and Regulations. The term"Town Manager"as
used herein, includes a designee for the Town Manager. "Town" as used herein, includes the
Town,the Town Council,the Town Manager,the Town staff, agents or volunteers, as may be
understood from the context.
4. Exceptions. The Town reserves the right to make exceptions, suspensions or modifications in any
of the Rules and Regulations. Such exceptions may be made by the Town Council or the Town
Manager when, in the judgment of the Town Council or the Town Manager such an exception,
suspension or modification is advisable. Exceptions, suspensions or modifications shall not be
construed as affecting the general application of the Rules and Regulations. If a question arises
that is not addressed by these Rules and Regulations,the question shall be addressed and decided
by the Town Manager.
Resolution 19-20
Page 1 of 8
I.O.O.F Westlake Cemetery Rules &
Regulations
5. Control of Cemeterv. The Town retains full and complete supervision, control and management
of all the land,buildings, improvements,roads, landscaping,walks,utilities, development,books,
records or other property of the cemetery. The Town,through the Town Council,Town Manager
and Town staff, shall have the full and complete authority, rights, and privileges to enforce all
laws,rules and regulations and restrictions concerning the cemetery.
6. Work on Grounds by Staff or with Permission. No person, other than employees of the Town,
shall be allowed to perform any work within the cemetery, unless such person has received
written permission from the Town Manager or his/her designee.
7. Improvements and Interments. The Town will be in charge of all improvements made on
cemetery grounds and upon all lots before and after interments are made.
8. Town Not Responsible for Loss or Damage. The Town will take all reasonable precautions to
protect the cemetery and the structures contained therein,but neither the Town, the Town
Council, the Town Manager, or Town staff, agents for the Town or Town volunteers shall be
responsible for any loss, damage, injury or other harm occurring on cemetery grounds.
9. Vehicle Use in Cemetery. The use of automobiles or other vehicles within the cemetery is
authorized solely and exclusively for the purpose of transporting person to burial plots for burial
ceremonies or to visit such plots.
10. Speed Limit. The speed limit within the cemetery is no greater than ten(10)miles per hour.
11. Parkin�or Drivin�on Grounds. Parking or driving on grounds, gardens or any grassy areas is
prohibited,unless permission is given by the Town Manager in writing.
12. Bicvcles, etc. Prohibited. Bicycles, skates, skateboards, snowmobiles,motorcycles,horses, etc.
are not permitted in the cemetery unless prior written approval has been granted by the Town
Manager.
13. Animals. Dogs and other domesticated animals (with the exception of service animals) are not
permitted unless on a leash or inside a vehicle. Horses shall be allowed only with written
permission of the Town Manager. The person who claims the animal shall be responsible for the
disposal of any animal waste. Service animal
14. Alcohol and Dru�s Prohibited. Possession of alcoholic beverages or illegal drugs is prohibited on
cemetery grounds. Alcoholic beverages or drugs found on cemetery grounds shall be subject to
removal.
Page 2 of 8
I.O.O.F Westlake Cemetery Rules &
Regulations
15. Use of Lots bv Town. The Town shall have the right to enter upon or use,without prior notice to
certificate holder or others, any lot or lots to carry out its duties, including but not limited to,
maintenance of grounds, interments, erection of monuments or markers.
16. Signs,Advertisements Prohibited. Signs, notices, advertisements or similar structures shall be
prohibited in the cemetery unless placed by the Town.
17. Sales on Cemetery Grounds. Peddling, soliciting or sales of any goods or services other than
burial plots are prohibited on cemetery grounds.
18. Cemetery Landscaping. Trees and shrubs are placed throughout the cemetery for the overall
beauty and serenity of the grounds and shall only be placed on the grounds by Town staff.
Individual lots are not permitted to have trees, shrubs,plants or any vegetation without written
approval from the Town. Free standing planter pots are prohibited. Any trees shrubs,plants or
vegetation that has been planted or placed in the cemetery without written approval of the Town
Manager may be removed without notice.
19. Trees and Other Landscap�. Trees and other landscaping, such as bushes or shrubs, are located
throughout the cemetery and may be located on certain lots in a way that could interfere with
space that otherwise might be used for burial. In such a case,the Town shall have the right to
remove the trees,landscaping or other vegetation. Trees on cemetery grounds are excepted from
the provisions of the Town Tree Ordinance.
Sales and Right of Use
1. Sale and Use of Cemete .ry Lots. The right of interment in the cemetery shall be sold in
accordance with the provisions of the laws of the State of Texas the Town of Westlake and these
Rules and Regulations. All burial plots shall be sold with permanent maintenance provisions.
Prices for burial space shall be set by the Town Manager.
2. Char�es for Work, Services or Materials. Charges for materials,work or services performed by
the Town shall be at rates approved by the Town Manager.
3. Use of Cemete .r�. Plots shall be sold and used for the burial of deceased human beings
only.
4. Certificate of Interment Ri�hts. Recognition of rights of interment of an unoccupied plot shall be
by issuance of a Certificate of Interment Rights. A Certificate of Interment Rights ("Certificate")
shall be issued to each person purchasing burial space. The Certificate shall have the name of the
holder of the Certificate and describe the location of the plot. Possession of a Certificate by a
person not named on the Certificate is not in itself evidence of the right to interment in the space
designated on the Certificate. Named Certificate holders only acquire the right of burial. Town
Manager may require additional documentation to establish interment rights.
5. Joint Ownership. If more than one person is named in the Certificate, it is indicative of joint
ownership with rights of survivorship.
Page 3 of 8
I.O.O.F Westlake Cemetery Rules &
Regulations
6. Lost Certificate. In the event of loss or destruction of a Certificate, a Certificate Holder may
make a written request to the Town Administrative offices, for a duplicate Certificate. The
written request must be accompanied by a properly executed and sworn affidavit that sets forth
the circumstances of the loss or destruction and any other documentation required by the Town
Manager.
7. Transfer of Interment Ri_�.
a. Rules A�plicable. A Certificate holder may only transfer rights in accordance with these
rules and all laws concerning such transfers.
b. Town Mana eg r A�roval Required. In order to transfer the right of interment, a
Certificate holder must obtain approval from the Town Manager for such transfer to be
effective.
c. Repurchase by Town. Upon application for approval to transfer interment rights,the plot
may be subject to repurchase by the Town at the original purchase price. The Town
manager may waive such repurchase.
d. Indebtedness Must Be Paid. All indebtedness due to the Town in connection with the
Certificate of Interment Rights must be paid before such transfer will be allowed.
e. Town Records. All Certificate holders are required to notify and update Town records
regarding any transfer of a Certificate.
£ Transfer Fee. A transfer fee, as set by Town Council,must be paid in order to transfer a
Certificate of Interment Rights.
g. Transfer bv Inheritance. A Certificate may be transferred by Will. The person receiving
such an inheritance shall be responsible for following the Rules and Regulations required
to complete and record the transfer with the Town. The new Certificate holder must
provide the original Certificate, the proof of inheritance of the burial space,pay any
indebtedness due,pay a transfer fee and request that Town records be updated.
h. Transfer by Intestac� A Certificate may be transferred through the laws of intestacy.
The person receiving such an inheritance shall be responsible for following the Rules and
Regulations required to complete and record the transfer with the Town. The new
Certificate holder must provide the original Certificate, the proof of intestate rights to the
burial space,pay any indebtedness due,pay a transfer fee and request that Town records
be updated.
8. Town to be Notified of Chan�es. All Certificate holders are required to notify Town
administrative offices of any changes, including a change of addresses. Notices will be sent to
the address shown in Town records and it shall be the Certificate holder's responsibility to update
those records with any changes in information concerning the Certificate holder.
Page 4 of 8
I.O.O.F Westlake Cemetery Rules &
Regulations
Visiting Hours
1. Visiting Hours. The cemetery is open for visitation year-round from dusk to dawn.
2. Trespass. Any person found on cemetery grounds outside of visiting hours will be considered a
trespasser,unless given written permission from the Town Manager to be on the cemetery
grounds outside of visiting hours.
Interment and Funeral Rules and Regulations
l. Interments. All interments must be arranged and approved in advance with Town staf£ An
interment will not be allowed without Town staff prior approval. An interment will not be
allowed in a space unless the person to be buried holds the interment rights in the space as shown
in Town records. Interments must be in accordance with all applicable laws and Rules and
Regulations for the cemetery.
2. Delay in BuriaL The Town shall not be liable or responsible for any delay in the interment of a
body where a protest to the interment has been made and/or where the Rules and Regulations
have not been complied with or where there is a legal dispute regarding the interment. Under
such circumstances, the Town reserves the right to have the body placed in a receiving vault or to
take other appropriate steps until the proper legal course has been determined.
3. Use of Grave Space. The use of one grave space shall be limited to interments as follows,unless
otherwise permitted by the Town Manager or Town Council, as shown in writing and reflected in
Town records:
i. One adult burial; or
ii. One adult burial and one infant burial; or
iii. One adult burial and one urn of cremated remains; or
iv. Two urns of cremated remains.
3. Fees Must be Paid. All fees or amounts due on a plot must be paid in full prior to an interment.
4. Outer Container. No burial of a casket over three(3) feet in length will be made unless placed in
an outer container or receptacle of concrete or such other material found by Town staff to be of
sufficient strength or resistance to deterioration.
5. Funeral Times. Funerals and/or burial services held at the cemetery must be between the hours of
8:00 a.m. to 3:30 p.m. on Monday through Friday or from 8:00 a.m. to 2:00 p.m. on Saturday.
Exceptions may be made by the Town Manager and will be provided in writing.
Page 5 of 8
I.O.O.F Westlake Cemetery Rules &
Regulations
6. Disinterment. Disinterment must meet the requirements of all state laws in effect at the time a
request is made. The current law can be found in the Health and Safety Code section 694.001,
711.004 and Texas Administrative Code 181.6 but may be amended from time to time. If
applicable, a copy of the application for a disinterment permit or a disinterment consent form
must be provided to the Town for their records.
7. Cremated Remains. A permanent type of urn or vault is required for ground interment of
cremated remains. The scattering of remains anywhere on cemetery grounds is prohibited.
8. No liabilitv. The Town shall not be liable for any container,receptacle or urn of cremated
remains placed in lot.
Rules and Regulations for Flowers and Decorations
1. Removal of Flowers and Decorations at an. t� The Town reserves the right to remove all
flowers,wreaths or other decorations from lots at any time. Such removal may be due to safety,
unsightly appearance or because such removal is deemed necessary by the Town.
2. S�rin�and Fall Cleanups. The grounds will be cleared of decorations twice a year. Spring
cleanup begins March 1 and Fall cleanup begins October 1. Weather or other circumstances may
delay the start date of said cleanups. In order to save any decorations placed upon a grave,
decorations should be removed prior to these dates. Decorations may be returned to the graves or
new decorations placed on graves beginning April 1 and November 1 respectively. Temporary
decoration may be placed on gravesite for five(5)days prior to an anniversary,birth date or
national holiday?? All decorations must be removed two (2) days after the anniversary,birth date
or holiday. A request form must be completed to place temporary decorations on a grave site?
3. Flower Arran�ements. Fresh flower arrangements are allowed on plots in a permanent bronze
vase or a disposable vase. Silk flower arrangements are only allowed to be placed in a permanent
bronze vase.
4. Fla�s• Flags may be placed on graves on Memorial Day, the Fourth of July,Flag Day, and
Veteran's Day,provided that such flag is not larger than 8 inches by 12 inches but may be smaller
in size. Flags are subject to removal by Town staff after ten(10) days after the above listed
holidays.
5. Grave Blankets. Blankets may be temporarily placed on gravesites for five(5) days prior to an
anniversary,birthday or national holiday. All blankets must be removed two (2)days after the
anniversary,birthday or holiday. A request must be completed to place blankets on a gravesite.
6. Prohibited Items. Glass is prohibited at all times. Devotional lights of any type are prohibited in
the cemetery. No decorations of any type are permitted in trees or cemetery plantings. Other
items that are prohibited include,but are not limited to, the following: plants,plantings,
shepherd's hooks, standup decorations, coping, curbing, decorative rocks, fencing, hedging, grave
Page 6 of 8
I.O.O.F Westlake Cemetery Rules &
Regulations
mounds,borders, solar lighting, enclosures or items that are worn, deteriorated, or cause visual
clutter.
7. Removal of Unauthorized Items. The Town shall have the right to remove all flowers,plants or
objects if the appearance or condition of those items warrant removal or if the objects or plants
violate the Rules and Regulations of the cemetery. The Town will not be liable for such removal
or for the loss of any objects,plants or flowers.
Markers and Monuments
1. A�proval and Permit Required. Markers, monuments or other memorials must be approved by
the Town Manager prior to installation. In order to obtain approval and a permit,the Certificate
holder must submit a sketch of the marker or monument showing the dimensions,material
content, lettering and any other information as requested by Town staf£ All markers,monuments
or memorials must be made of the stone materials and approved by the Town Manager or the
Town staf£ All markers, monument or other memorial foundations shall be placed by Town staff
or agents of the Town only. Corner markers are allowed on all lots and must be installed at grade
level.
a. Benches-One bench per gravesite may be placed at the foot or head of the gravesite. The
bench must have a concrete pad and be approved by the Town Manager or Town staff
prior to installation. Benches are required to be made of stone or metal materials and
must be pre-approved by town staff.
b. Monuments—Upright monuments are required to be made of stone materials,may not
exceed four(4)feet in height and eight(8)feet wide for a double marker and four(4)feet
wide for a single marker and must be pre-approved by Town staff before being placed on
a gravesite.
i. Monuments may only be placed on the Certificate holder's gravesite
and only in the specified areas as marked by the Town, at the head and foot of the
space
ii. Flush ground monuments are required to be made of stone or bronze materials
iii. Foot markers may be placed at the foot of the gravesite and made of stone
materials and must be flush ground monuments.
iv. All monuments must be placed on a concrete base.
2. Fees Must be Paid. All fees or amounts due(including any installation fee) on a plot must be
paid in full prior to the placement of any marker, monument or other memorial on the lot.
3. Removal Required. In the event a memorial,monument or marker is placed in a location where it
is necessary to remove it for an interment or disinterment, the Town shall have the right to
remove such memorial, monument or marker without notice.
Page 7 of 8
I.O.O.F Westlake Cemetery Rules &
Regulations
4. Memorial Placement. Memorials shall be set in accordance with the general plan or map for the
cemetery. No more than two (2)memorials, markers, or monuments may be placed on a grave,
one at the head and the other at the foot, unless otherwise approved by the Town.
5. Chan�e in Placement. The Town may correct any error that may occur in the placing of a
foundation or memorial,marker, or monument. There shall be no liability for the actions taken
by the Town in correcting such an error. Any costs incurred to relocate an incorrectly placed
monument that was not pre-approved will be billed to the Certificate holder.
6. Photo�raphs/Porcelain Material. Photographs and porcelain material may be incorporated into
any memorial, monument or marker upon approval of the Town Manager. No protective glass or
breakable material of any kind will be allowed on the memorial, marker, or monument.
Page 8 of 8
I.O.O.F WESTLAKE CEMETERY
3101 J.T. Ottinger Road
i x E T o w N a F Westlake, Texas 76262
W E S T L A K E 817-430-0941
oisTiNcrivE ev oEsisN
SALES POLICIES
The following are sales policies of the I.O.O.F Westlake Cemetery:
(1) Before an interment, entombment, inurnment can be done all fees and charges must be paid in
full.
(2) Burial Spaces (Also known as lots, graves, plots, or spaces). One full burial space will
accommodate one adult burial, or one adult and one infant, or one adult and one urn of
cremated remains, or two urns of cremated remains.
(3) Cemetery fee schedule for burial space includes perpetual care, grounds and administrative fees
of:
a. Adult burial space- $2,100.00
b. Infant burial space- $800.00
c. Interment fee -$300.00
d. Urn interment fee- $400.00
(4) When pre-arranging for graves,niches, memorials, or service fees, the patron may finance the
purchase and fees as follows:
a. Payment in full at point of purchase.
b. Down payment of 20% or more with the remainder of the purchase price paid in twelve
(12) consecutive monthly payments.
c. Memorials or monuments,pre-need or at-need, may not be placed until all space fees are
paid in full.
d. $200 of the Interment fee $200 is refundable if marker is place within 12 months.
(5) Prepaid service fees are placed in our escrow fund as cash is received. One hundred percent
(100%) of the fee is escrowed. The patron will not pay more for the service when it is provided.
The price is frozen. If, for whatever reason,the funds are refunded to the patron or the patron's
estate,the patron receives only the original amount paid with no interest accrued.
(6) For graves or niches,where no burial has occurred,the patron may offer them back to the Town
and the Town will pay the patron 75% of the original purchase price. No interest shall accrue.
(7) Cancellations: When the patron fails to make regular payments,the Town shall cancel the
agreement if payments are more than 120 days delinquent. Any money paid to-date on said
purchase is forfeited.
Resolution 19-20
Page 1 of 2
(8) The Town will accept payment in the form of a check,money order or credit card with a 3%user
fee.
(9) All installment sales must be made on a Town Installment Agreement and must be approved by
the Director of Parks or his designee. The Director of Parks at the Town shall maintain a contract
log for all numbered contracts.
(10) For all burials at the Cemetery, a signed Interment Authorization must be on file.
(11) Graveside-The funeral procession enters our gates and will be met by an I.O.O.F Westlake
Cemetery employee in an I.O.O.F Westlake Cemetery vehicle and will be led to the appropriate
graveside location. All graveside arrangements and services will be provided by the funeral
home/director.. A brief committal service will be performed immediately followed by the burial.
The
family and their visitors are permitted to witness the burial if they desire.
(12)Memorials—I.O.O.F Westlake Cemetery requires that all permanent memorials be lawn-level and
bronze(except in Sections A,B E,and F Monument Gardens,as designated.)Granite bases are
required for all memorials. Permanent vases are optional however,they are required for the
placement of any type of artificial floral tribute.Vases may be part of the bronze memorial or a
separate unit but must be permanent(bronze)in nature. Memorials are placed at the HEAD of the
grave; a second bronze or stone memorial is allowed on any single grave as long as it is an
individual marker and contains no vase.
Resolution 19-20
Page 2 of 2
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
RegularMeeting - Consent oisriNoriuE sv ofsicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToP�c: Consider approval of an Ordinance amending Ordinance 637 Chapter 78
Streets Sidewalks and Other Public Places, Article III Town Owned
Cemeteries, Section 78-62 changing the hours of the I.O.O.F Westlake
Cemetery hours.
STAFF CONTACT: Troy J. Meyer, Director of Public Works & Facilities
Strategic Ali�nment
� i � . � . . , ; . .
� �
- 1 �
High Quality Planning,Design&
Informed&Engaged Development-We are a desirable
Cirizens/Sense of Municipal& well planned,high-quality Encourage Westlake's
Community Academic Operations community that is distinguished by Unique Sense of Place
exemplary design standards.
. ,
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: July 1, 2019 Completion Date: July 31, 2019
Funding Amount: N/A Status - � N/A Source - N/A
EXECUTIVE SUMMARY(iNCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Currently, the hours for the LO.O.F. Westlake Cemetery vary by day and season and may not
always align with daylight hours. For the safety of our citizens, staff and Cemetery visitors, we
are recommending a change to the visitation hours of the Cemetery to be concurrent with daylight
hours year-round.
This change will simplify the current Ordinance and will also ensure that visitors will not be in the
Cemetery after dark when it is not lit.
Page 1 of 2
RECOMMENDATiON
Staff recommends approval of this item.
ATTACHMENTS
Ordinance
Page 2 of 2
TOWN OF WESTLAKE
ORDINANCE NO. 883
AN ORDINANCE OF THE TOWN OF WESTLAKE AMENDING CHAPTER 78 STREETS,
SIDEWALKS AND OTHER PUBLIC PLACES, ARTICLE III TOWN OWNED CEMETERIES,
SECTION 78-62 HOURS; PROVIDING A PENALTY; PROVIDING A CUMULATIVE
CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE;
AUTHORIZING PUBLICATION; AND ESTABLISHING AN EFFECTIVE DATE.
WHEREAS,the Town of Westlake, Texas is a general law Town; and
WHEREAS, the Town Council of the Town of Westlake finds it necessary for the public safety
of the citizens of Westlake that the LO.O.F Westlake Cemetery be open only during daylight hours year-
round; and
WHEREAS, the Town Council for the Town of Westlake determines the open hours for the
Cemetery will be dawn to dusk; and
WHEREAS, upon the recommendation of Westlake's Director of Public Works and Facilities of
the Town of Westlake, Texas, is of the opinion that it is in the best interests of the town and its citizens
that the amendments should be approved and adopted.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS:
SECTION 1: That all matters stated in the preamble are found to be true and correct and are
incorporated herein as if copied in their entirety.
SECTION 2: That Chapter 78 "Streets, Sidewalks and Other Public Places", Section 78-62 of
the Town of Westlake Code of Ordinances, as amended, is hereby amended as follows.
The cemetery is open for visitation year-round from dawn to dusk.
SECTION 3: That all provisions of Ordinance 637 not hereby amended shall remain in full
force and effect.
SECTION 4: That this Ordinance shall be cumulative of all other Town Ordinances and all
other provisions of other Ordinances adopted by the Town which are inconsistent with the terms or
provisions of this Ordinance are hereby repealed.
SECTION 5: That any person, firm or corporation violating any of the provisions or terms of this
ordinance shall be subject to the same penalty as provided for in the Code of Ordinances of the Town of
Westlake, and upon conviction shall be punishable by a fine not to exceed the sum of Five Hundred
($500.00) for each offense. Each day that a violation is permitted to exist shall constitute a separate
offense.
Ordinance 883
Page 1 of 2
SECTION 7: It is hereby declared to be the intention of the Town Council of the Town of
Westlake, Texas, that sections,paragraphs, clauses and phrases of this Ordinance are severable, and if any
phrase, clause, sentence,paragraph or section of this Ordinance shall be declared legally invalid or
unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such legal
invalidity or unconstitutionality shall not affect any of the remaining phrases, clauses, sentences,
paragraphs or sections of this Ordinance since the same would have been enacted by the Town Council of
the Town of Westlake without the incorporation in this Ordinance of any such legally invalid or
unconstitutional,phrase, sentence,paragraph or section.
SECTION 8: This ordinance shall take effect immediately from and after its passage as the law
in such case provides.
PASSED AND APPROVED ON THIS 17TH DAY OF JUNE 2019.
ATTEST:
Laura L. Wheat,Mayor
APPROVED AS TO FORM:
Kelly Edwards,Town Secretary
L. Stanton Lowry, Town Attorney
Ordinance 883
Page 2 of 2
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
RegularMeeting - Consent oisriNoriuE sv ofsicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToPrc: Discussion and Consideration of a Resolution Appointing and
Reappointing Various Affiliate Board Members.
STAFF CoNTAc'T: Kelly Edwards, Town Secretary and Tanya Morris, Administrative
Assistant to the Town Secretary
Strategic Alignment
i i � . � . . , ; . .
� �
- � �
High Quality Planning,Design&
Informed&Engaged Development-We are a desirable
Citizens/Sense of Municipal& Well planned,high-quality Encourage Westlake's
Community Academic Operations community that is distinguished by Unique Sense of Place
exemplary design standards.
�
Outsidc thc Scope of Identified Strategic Initiatives
Time Line- Start Date: April 1, 2019 Completion Date: June 17, 2019
Funding Amount: 0.00 Status - � Not Funded Source -N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Members with expiring terms have been contacted by the Town Secretary's office and asked to
respond as to their desire to continue to serve as a board, commission, or committee member.
The Westlake Historical Preservation Society requests permission to temporarily disband until a
future date uncertain. President Kim Morris is scheduled to speak with the Town Council
regarding this request.
Page 1 of 2
The Westlake Public Art Competition Advisory Committee would like to extend the members
current terms for an additional six months to complete the current competition, and then disband
until a future date uncertain. Chairman Russell Tether and Board Member Robin McCaffrey will
continue to guide and oversee the Committee until another competition is scheduled, at that time
they will reconvene the Committee.
The Westlake Academy Foundation Board recommended Meghan Dorr as a new board member.
All current board members that eXpressed the desire to be reappointed are listed in the resolution.
RECOMMENDATION
To approve the Resolution.
ATTACHMENTS
Application for Meghan Dorr
Resolution
Page 2 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 19-21
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS,
REAPPOINTING AND APPOINTING MEMBERS TO THE 4B ECONOMIC
DEVELOPMENT BOARD; PLANNING AND ZONING COMMISSION; TEXAS
STUDENT HOUSING AUTHORITY BOARD OF DIRECTORS; THE TEXAS STUDENT
HOUSING AUTHORITY; THE TEXAS STUDENT HOUSING CORPORATION —
DENTON PROJECT; AND THE WESTLAKE ACADEMY FOUNDATION; AND
WESTLAKE HISTORICAL PRESERVATION SOCIETY,AND RESOLVING RELATED
MATTERS.
WHEREAS, the Town Council conduct annual board appointments and reappointments
at a June meeting; and,
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the citizens of Westlake.
BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS:
SECTION L• 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 following individuals are hereby appointed reappointed to
the Planning and Zoning Commission:
As a result of the appointments heretofore stated, the Planning and Zoning
Commission is represented by the following:
Term Expiration
Ken Kraska June 2021
Tim Brittan June 2021
Liz Garvin June 2020
Kim Morris June 2020
Michelle Lee June 2021
Sharon Sanden (Alternate memberNo. 1) June 2020
Vacant (Alternate member No. 2) June 2021
SECTION 3: THAT the following individuals are hereby reappointed to the Texas Student
Housing Authority, the Texas Student Housing Corporation, the Texas Student Housing
Corporation—Denton Project, the Texas Student Housing Authority;
Resolution 19-21
Page 1 of 3
As a result of the appointments heretofore stated,the Texas StudentHousingAuthority
and the Texas Student Housing Corporation — Denton Project, are represented by the
following:
Term Ex�iration
Vacant June 2020
Paula Petersen June 2021
Scott Bradley June 2020
Katie Kolkmeier June 2020
James Krekow June 2021
Mark Harrow June 2021
Randall Quick June 2021
EXecutive Director—Tracy Schornack
SECTION 4: THAT the following individuals are hereby appointed/reappointed to the
Westlake Academy Foundation Board of Directors:
As a result of the appointments heretofore stated, the Westlake Academy Foundation is
represented by the following:
Term Expiration
Sean Shope June 2020
Zan Jones June 2020
Leigh Sansone June 2020
Christine Ross June 2020
Michael Colby June 2020
Leah Rennhack June 2021
Vacant June 2021
Wendy Greenwood June 2021
Deanna Titzler June 2021
Laura Luckett June 2021
Deborah Kraska June 2022
Karen Stoltenberg June 2022
Kevin Hansen June 2022
Ahu Sieg June 2022
Meghan Q. Dorr June 2022
SECTION 5: THAT the Westlake Historical Preservation Society requests
permission to temporarily disband until a future date uncertain.
Resolution 19-21
Page 2 of 3
SECTION 6: THAT the following individuals are hereby appointed/reappointed to
the Westlake Public Art Competition Advisory Committee:
As a result of the appointment heretofore stated, the Westlake Public Art Competition
Advisory Committee, is represented for a period of six (6) months to complete the current
competition by the following:
Term Expiration
Rebecca Lawton December 2019
Judy Deaton December 2019
Sue Canterbury December 2019
Barry Whistler December 2019
Paloma Anoveros December 2019
Katie Blair December 2019
Cris Worley December 2019
Russell Tether June 2021
Robin McCaffrey June 2021
Patricia Dellorfano December 2019
Staff Liaison- Town Manager or designee
SECTION 7: 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 8: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 17th DAY OF JUNE 2019.
ATTEST:
Laura Wheat, Mayor
Kelly Edwards, Town Secretary
APPROVED AS TO FORM:
L. Stanton Lowry, Town Attorney
Resolution 19-21
Page 3 of 3
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Rpplication forAppoiRtrnent 09/24'ID
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
RegularMeeting - Consent oisriNoriuE sv ofsicN
Westlake Town Council Meeting
Monday, June 17, 2019
ToPrc: Consider approval of a resolution authorizing the Town Manager to execute
an agreement with BBVA Compass Bank,who will provide implementation
and account maintenance services for their Commercial Credit Card
Program for the Town of Westlake.
STAFF CoNTAc'T: Noah Simon, Deputy Town Manager
Debbie Piper, Finance Director
Strategic Alignment
i i � . � . . , � . .
� �
- � i
Exemplary Service&Governance
-We set the standard by delivering Maximize Efficiencies
Fiscal Responsibility Fiscal Stewardship unparalleled municipal and &Effectiveness
educational services at the lowest
cost.
�
Outsidc thc Scopc of Idcntificd Stratcgic Initiativcs
Time Line- Start Date: June 17, 2019 Completion Date: August 31, 2019
Funding Amount: N/A Status - � N/A Source -N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The Town of Westlake has used the Commercial Card Program offered through The Independent
Bankers (TIB) Bank, an affiliate of First Financial Bank, since September 2015. Over the last few
years, TIB's customer service has become less responsive to the account management of the
current program. In order to provide a streamlined purchasing option to the Municipal and
Academic staff, the following changes are needed, which are unavailable through TIB:
Page 1 of 2
• Obtain administrative access for Finance staff to request new or replacement cards, set
individual limits, monitor all account activity for compliance to user procedures, and
provide necessary reports during the annual audit.
• Provide cardholder account access to monitor activity and review for fraudulent
transactions, set travel alerts, and store receipts that are provided to Finance.
• Receive timely account rebates and have a clear understanding of how the rebates are
earned and calculated.
• Include the availability of options such as running accounts payable transactions through
an electronic payment process, which would increase the rebate base.
RECOMMENDATION
Staff recommends approval of the resolution authorizing the Town Manager to execute an
agreement with BBVA Compass Bank, who will provide implementation and account
maintenance services for their Commercial Credit Card Program for the Town of Westlake.
ATTACHMENTS
Resolution
Exhibit A: BBVA Compass Commercial Card Agreement
Page 2 of 2
TOWN OF WESTLAKE
RESOLUTION 19-21
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, AUTHORIZING THE TOWN MANAGER TO ENTER INTO AN
AGREEMENT WITH BBVA COMPASS BANK, WHO WILL PROVIDE
IMPLEMENTATION AND ACCOUNT MAINTENANCE SERVICES FOR THEIR
COMMERCIAL CREDIT CARD PROGRAM FOR THE TOWN OF WESTLAKE.
WHEREAS, the Town of Westlake has utilized credit card services through The
Independent Bankers (TIB) Bank, an affiliate of First Financial Bank. The level of activity and
customer service needs require a more robust operating platform including options that will
better support the purchasing processes and goals of the Town of Westlake; and,
WHEREAS, additional personnel costs and time are required to maintain the manual
operations of the current credit card program (TIB); and,
WHEREAS, the current program through The Independent Bankers (TIB) Bank will be
discontinued after the successful implementation of the new program through BBVA Compass
Bank; and,
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the citizens of the Town of Westlake, the Town of Westlake staff, and the faculty and
staff of Westlake Academy.
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 Council of the Town of Westlake, hereby approves the
agreement with BBVA Compass Bank attached to this resolution as Exhibit "A':
SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Town Council hereby determines that it would have adopted this Resolution
without the invalid provision.
Resolution 19-21
Page 1 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THE 17TH DAY OF JUNE 2019.
Laura Wheat, President
ATTEST:
Kelly Edwards, Town Secretary
APPROVED AS TO FORM:
L. Stanton Lowry, Town Attorney
Resolution 19-21
Page 2 of 2
BBVA Compass Cammercial Card Agr�ement
Town af W�stlake June 5, �fl�9
Campany Name: I?ate:
THIS COMMERCIAL CARO AGREEMEiVT{the"Agreement"]is made and entered i�to as af the date set forth abv�e hy the company whose
name is set fvrth anove["C�mpany'7 with Compass Bank("BBVA Compass"l.AH instruRlvns,descriptions,and other dflcument�tion relating
to the Comenercial Cards and the Commercial Card A�count provfded tv Cvmpany under this Agreement,inc3uding without limitativn any
ser�ice guides,user guides,implementation forms,operating�rocedures,anline ser�ice materials and user gufde, and security pro�edures
(the"Ser�ice Materfai"?are fncarparated hy reference fnto this Agreement.
i. INTRDDUGTidN
BBVA C.ompass�s�r.ard�s=_uirig rnemt�er Qf MASTERCAR[7•Ah�VISA•and is authartzed[n issue or pro�ure the�ssuance af physir.ai carps
�ndlor virtual creqit carps numbers['Cnmmercial Cards'],which may f�used as pro�ided i�this Rgreement.Company has requested and
BBVA Compass has agreEd ta pro�id�for use by indrviduals deslgnated 6y Company,an a��ount whieh can be used [a purchase goods and
ser��ces from those merchan[s tha[aGcept MPSTERCRR�andlor VISA rards as a method of pav�n[either fi]by prese�ting a GommerGal
Cafd to such merchantsorfii]over the[elephanearoNi�ewi[hout the needto presenta physiCal Cammercial Card to such mer�h8nts
�. pEF11VITIONS.
��i��ap�talircd terms us�ad in this Rgreemen[are defined nereir�and sha�i nave tr.e fouow�ng-nean�ng
(i] 'AssaGiatlon'rneans,eol�ecfively,the Rersons who gover�Commer�ial rard issuance,�ncluding,withou[Ilmi[ation,Visa L15A,In[,Visa
inturn��innai Ser�i�e Assoc+ation,I�c..MasterCard USA,and MasterCard Fnternational.
[ii] "Billing Cycle'means[he period flf time iram wh�eh a 5[a[ement is generated until the next 5tatemen[is generated.
(iu) 'Cardholder'means an�ndividual emp�oyee of Company,named as tne holder oE the Con�mercral Card A[caunt or using Ehe
Comrner��al Card Accoun[in the name af Compa�y,�egardless of whether a pnysi[al Card is issued�n con�uric[ron with[he
Cnmmercial�=ard Ac�aunr who is authariaed to make charges to the Commerc�a�Card A[Cqunt.
(ivl 'Card Management Taol'means arry internef f�ased toal provided by SBVA Compass to Cbmpany for the piirpose oF inanag�ng their
cara program
{�� 'Card Produets'means the standard$BVA�flmpaSs commerc�al Carp Df�rings,mdud�ng but npt Ilmite�[�tne P�rchas+ng Card.
Ccarporate Card.Fleet Card.Executive Card and Multi-Card.
Cvil 'Cammercial Card"means,in[onnec[ion wi[h a CflmmerCial Card A��ount,any�ommerc�al tharge�ard issue[j hy 66VA Cam�aass
pi�rsu3n[[o Inis Agr�emenr in[he name af Company andlvr Cardholders.
{�r�} 'Cammercfal Card AccounC rneans any aC�vunt established hV BBVA Compass pursuant tD thiS Agreement m[he name a�
Cnr�pany,i�f wh�ch dcht�s cr,arged,regardless vf whe[her or no[a Card i5 issued an conju��Gon with su�h accaun[.
{�ui) 'Cqmmertial Card Administrator'means the emploYee designated by Company to 5er�e as the pnmary po�nl of cart[act between
Cmm�anv ard BBVA Com{�as=ani shall be tra+ned and has[harnugh knowleClge of Cammercial Card Rrograms offered by BBVA
Compass to Cornpany.
[ix} 'Cvmmercial Card Program"means the Commerciai Card Rrod�[ts and anCillary ser�ices offered hy BSVA Campass or a
participating bank.
dx] 'Charge'means a�y tra�sa[�+orr posted ta a Commerc�ai Card AcCount�ha[has a deb�t�alue,inChuping wi[hout lim�tat�on,Purchases,
Cash Ad�ances,and FeeS.
[x�) "Credit Limit"means.with respec[to a Commer��k Card Accoun[.maximum aggregate amount a�ailable fqr pur�hases,fees anCf
oSner�harg�,s incurred or arls�ng by wrtue oi the use af the COmmereial Card Ac�Dunt
(xuJ "Due Date rhe calendar date as se[For[h��n the S[aiemenE upon whi�h the New Balance is due.
{x��il 'Fees'mcans a9 Fees that are�aosted la a Camme«ial Card Ac�oun[and due and payable to 9BVA Compass by Company anrllor its
Cardholders that are assaciated w�t�any Cammer[+ai Card Prflgram,in[iuding but no[limi[ed tv tash advance.For2ign Transaction
anri I_ate Fe=es.
[xi�l 'Fareign 7ransartion Fee'means the fee BBVA Compass charges vn the amounk ol a�y debt ar ather Transa�tion pasted to a
��,oa+aa�s i or io
Commercial Card A�caunE ttla[is not in the same�urreriCy in which[he Commercial CarCl A[[qunt is billed and whi�h mu5t k�e
con�erted ta the�urrency�sed for biRing purposes
[xv] 'Late F'ee'means Ehe fees assc�ciated wk[h any debt[hat remains unpaid to BBVA Campass Iry Campany andlor Cardhnlders after the
Qu��Q�te rr Fhe statemen[.
(x��} 'MasierCard'means MasterCard iJSA,In�.,MasterCard Intemational,ana any other MasterCard entiEv.
(xv��] "MCC'mea�s the MerCnan[Categpry Cade wh�Ch are Ehe Cvdes established f]y the A55oaationg that idenbhes and[1a55ifie5 govds ar
serv��es offer�f by a mer�hant. Each mer�han[designates�ts MerChant Category Code t0 the appl{�at�le Association.
{x�iu] -Party'means anv one af$&VA Campass or�ompanv.and'Part�es'means BBVA Compass arrd Company
[x�u1 'Person'means arzy Corporat�on,r.c�mpany,Lim�ted�iab�li[y CompanY,general partnershlp.Ilmi[ed habllity partner5hlp.
unin�r,rporated asso�iatian.[rusk�o�n[ventur�estate or nther�udicial ent�ty or any governmeniai body.
fxxl "Purchase'means a purchase qF goods andlor servi�es Tna�is charged to a Commer[�al Card Account.
(xxi? "5[atemenY means.w�kh respecE to one or more aecounts,a periodic p�11{ng 5tatement From SBVA Cvmpass�istmg ail Transa[t�ons
pasterl to such Commer[�a!Card AccounEs.
[xxii) "Transaction'mear�s any a�tivKy posted ta a Commertial Card Accoun[,both debit and credits,inc�uding b�t no[Irmited t�
Purr,ha;es.Casn Advances,Fees anp payments
(xxiii] "Llnauthorired use rneans the use of a Commerr�al�ard by a person other than a Cardholder wha dties nqt na�e aet�al,�mpVied
❑r apUa�ent au[hori�y for Such use,and fram wh��f�Company receives na beneilt.l[does NdT indude[r�ns8ctions utilizing a r_ard
wit�qut a tardholder's name emf�ossed on the rard or where there is no cafd aSS�tiated wl[h such acCount and no disputes wiA be
aCCep[ed[or such aecaun[s-fiAmpany aeeepts ab5a{ute I�ab�lity for such a�counl5.
[xx�v] "Visa"means Visa USA.ine.Visa Internatiunai 5ervi�e Assor.fation.�ne.and any other V�sa entity.
3. COMPANY 5ETUP INF4RMATiON
The L'omp��ny 5e[up Informat�on.whir.h s aP[aenea as�ypy�1and{neorporated by referen�e�n[q tn�s Agreement,�ndudes the initial
aptians selected and+nformaican submitted hy Company in connect�on wlth its use oi Cammer�ial Cards Ouring set u�,additional�pmpany
mformathan may be captured wiEhin the�ImplemenYatian Warkbaok.Campany may use the 6BVA Compass inteme[Card Management Taol
descrihed in 5ectian 4 to�hange[hrs informativn from time tfl time.
4. ❑ESIGNATION DF CAROHQLQERS ANp A�MfN15iRATORS;ISSl1RANCE�F CARAS
Cnmpany maV des�gnate inaiwclua�s wno will b2 permitteG to makE charges to[t�e�ornmerc�aV Card Ac�aunt w�th or withoui[fie use of a
Cvmmer�ial Card.BBVA CampaSs wi!!�ssue a Gommerciai Card to ea�h inpi��duai designated by Com�any. Ed�h Individual wf�o IS isSueO a
Commertiak Card and each mdlviduaV who is authoriaed to make charges ta[he Commer�ial Card Account without the use ot a CammerciaV
Card is a Cardhplder. All Cammerc�ai Ca�ds are and at all times shall remai�the praperty of BBVA�ampass,and may t�e canceled at any
fime and musE be surrendered on demand.CompanV agrees[v assume�omplete responsiBdity for all Purchases charged to[he CammerCial
Card Ae�ount.whether auihorized and unautnorized,plus aii fees and other charges pro��8ed under[h�s Agreement.Company al5a agrees
tD assume eomplete respons�hllity lor ail tranSaCtions.authonzeC!an8 unau[har��ed,made Fhrough fhe use oF any Commercial Card AcCaun[
without the use of a Commer�ial Card B9VA Compass reserves the nghi,in its sale discretion,ta decl�ne to issue a COmmer�lal Card or[o
alkow use of rhe Cammercial Gard Accounk[a any indi�idual. l�nless otherwise requestt�by Company in writing.all Comrnercial Cards wiil be
mailed to Company's address set forth in Exhit�it I or ta any�nanged address for wh�Ch Campany pravides notice to B6VA CompaSS.either
as prv�ided{n Section 14 or through tne Card Managemer�[7aal. Company is solely responsihle for pistrlbuting[he Cammer[�ai Cards ta the
Cardhalders and for saFeguard�ng them foilawing rete�pi.Companv acknowledges ihat the Commer[ia�Cards are For Cardholders aniy. Uniess
Company notifies 6BVA Compass vtherwise in wn;�np,Company authar��es and direets BBVA�vompass io issue renewal vr replacement
Commerciai Cards[a Cardholders on or belo�e[he exp�ralian of each Cammerciai Card. Company arknowledges a�d agrees[hat Cammer[ial
Cards are nat ass�g�able ar[ransierable,by operati�n of iaw ar o[herwise.Company assumes cvmplete responsib�litv for mondoring[he use
oF i[5 Commerc�al Cards and i[5 Commercial Card AccounL Company agrees to not+fy BBVA Campass�mmecliately.�y tefephane,tollowed
t5y prompf written cvnfirrr�ation,af(1]any loss or�nett of any Commer��a1 Card or any suspE�[ecf unauthan2ed u5e of the Cammercial Card
A[coun�f2}any[ermin8tipn pf a CardhoEder's authoriEy ta use a C�mmercia�C�rd,or[3]any termi�at�an oF a Cardhofder's autt�ari[y ta make
charges to a Commerr�al Card A�eouni withvut the use ofi a Commercial Card.
Rr„nr3l2t7�F B6VA Campass Commertfal Card Agreement �af��
Campany must designa[e 1�o[h a Commertial Card Artministratar and a Secondary Commer[ial Card Administratar,and these initlal
Commercial Card Administratprs are identif{ed in Exhibit I Company wili notify BSVA Cora�pa�.s as provided in 5ect+on 14 af any�hanges ot[he
Commerc�al Card Adminis[ratar or the 5e[ondary Commercial Card Administratar. 7he Commercial Card Admirnstra[or and ttie Se�ondary
Commerqal Card Admin�sVa[or are resppnsit]le fpr no[dying BBVA Campass oF�ny thar�ges�n the informatian contained m��,as
pro��ded in 5ee[io�14 Qr[hrough[he Card Management Tool. �'he Commercial Card Administrator and[he 5e�ondary Cammercial Card
Admin�s[rd[or afe responsible far manag�ng fhe Card Nfa�agemen[Toni,whiCh.amang o[her funciionality,permits Company tfl add,de�ete ar
cnange Cardh�lders,man�tor Commer��af Card usage.and se[lim�tations on Cvmmerual Card usage bY transactlon type,size ar frequency.
�ompany agrees tha[i[+s re5ponsib�e for the mar�rrer�np format in whlch all usage of the Commer�ial Card Ateaun[is reparted a�d analyted
[�y�he Card Managemcn[Tool.
5. BIJSINESS Pl]RP�SE;IIMITA;lONS ON CARbHOL�ER U5E
The Commer�ial CarU Accounl an+�ear.h C�mmerc�al Card are ta he used sole�y for nusiness purposes iwhi[h does no[�nclude any perso�al,
family or hausehoid purpose).and Camparry agrees tp so ad�ise eaeh Cardho�dec Cvmpanys abligation under[h�s Agreement,howe�er,shalG
nat be affecteel ar Ilmlted�f any balances are incurred for nnn-t�usiness purpases. Company ts splely respnnsible for the use and treatment
of[he Cammercial Card Account and the Commercial Card,and will inform ea�h Cardhalder as ta[he[erms of this Agreemenf.lJse af tne
Cammere+ai Card A�r.ount and each Cammercia�Card is subject to credi[and spendi�g limits described in 5ection 1l.
96VA Compass aiso offers Company the aption to res[riCt a Cardholder's use of the Cammer[+al Card Aeeoun[arrording[o ine MCC.kf
Cpmpany has selec[ed this ovEinn,BBVA Campass agrees to au[horize eharges on the CvmmerCia!Card Aeeaun[only it the MCC for tYie
mer[han[repuesting au[honrat�pn I5�dentlfied in 3molementafion Workhook Company a�knpwletlges that[ransactions in an ampunt�elaw
certa�n s9oar limits wiil not be subjeci to prior authorizat�or.qr appru�ai at the point-ol-sale and thprefore,will l�ypass the routine authonzatian
process fnr transact�on approval.CampBny agrees to accept full liabilily for any such transactions.BBVA Campass reserves the righ[,a[any
time and wi[hout priar not�[e to the CompanY,tfl deCline to authorize any requested transactian:[a)fo�securitv reasons;[h]if$8VA Compa55
is unable[o�eri{y[he status af the Commercial Card A�Cvunt:or tcf far any reason relating to known or reasonably suspe�ted fraud,illegat
a�t�viiv,unauthor�zed use or other misuse Neither B$VA Corr�pass nor its agents will he respans�hle or have any lia�iiitv f�r refusing ta
authanze anv trarisa�tion,even iF Company has eredi[avai�able.Company agrees tha[these 1im�tatians are reasonable and fully meet the needs
of Cflmpany for secunty and cantrol a�2r its Commercial Card A�Gnunt.while at the same[ime ailarding the Cardhalders suffi[ient access in
order for Campany[a efTeriively use[he CommerCial Card Aecoun[.
5, FEES
In return For ine serv�ces�ro�ideci[n Company by BBVA Cnmpass under[he terms nl this Agreemen[,Company agrees to pay[he fees
provided on�}�. 6BVA Compass mav t�nge the fees as prv�ided in 5ect+anl4.
7. ILLEGAL TRAMSACTIDNS
C:ornpany agre25 thal[he Commercial Card Aeco�int m3y no[he u5ed fr+r any t�ansa�t�on[hat�s�ueyai�n the IurisClict,nn where�I�e tran,aC[ion
is consummated pr in any other jurisdiciion affected by the trans�ction. Company agrees tha[i[�s the responsihi�ity DS Company and each
Cardriolder to determine Ehe legali[y of eaCh transaction in all applic8t]le jurlsdictio�s beFore entenng in[n such transaC[iDn. �isplay of[he
Master�ard andlor VISA foga by any merct�an[aC�ep[i�g the Card doe5 not+ndica[e tha[tt7e transaction fs legal in aH appli�ahfe�urisdiction5
Company acknowledges and agrees[hat B6VA Compass has r�o o�ligakian to monitor,to review or t�e�alua[e the legaliry vf Comparry's
Commer��al Card transac[ions. Company alsa agrees[hai no Cardholder w�ll use a Cammercial Card in cannection with any Internet pr
on li�e gambling[ransaction,whe[her or no[gamt�ling is legal in any appiica5le�unsdittiqn. BBVA Comp�ss reser�es the righ[to de�Rne any
tr�nsactron[hat BBVA Campass helieves is an illegaf transactlan,an Internet or on-Irne garnhling transaction or a h�gh-risk[ransa�t�an. 7o the
fuiles[exten[permitted by�aw.Comt�ny agrees to pay far any�harge on the Cammercial Card Aecaun�,e�en if that transac[ivn is determined
to be ipegal,
$. PERtd�IC BILLlIVG
BBVA Com�2,s5 will prnvu7e to iompany.�mon[Yiiv�taicrnrn[ Cl�arge��st�rf c7uring a B�Iling�vcl�will a[�pear o�i Company_5[r tement fr�r
that cycle.The[otal pF ad charges(including any cash advan�es,+�appl�cable]and fees{tne'I�ew Balance]w+ll be shown on eaGh Sta;emenL
Campany agrees to�e��ew promptly each 5ta[ement If Company or a Cardhoider bp9ie�es tha�:�5tatemen[is in�orrect or nee05 add�[lonak
infoima[ian at�aut a[ransa�tipn 5hawn an a s[a[emen[.CampanY agrees to notify BBVA COmpass in writing a[[he address provided in
5ectipn 17 wi[hin thirty t�Q]days of the date of the staternent on which�ny 5usper_ted�rror frst a�peareG, If Cvmpany does not naiify$BVA
Re�081�G1b eBVA Campass Cammerdal Card Agreement 3 ot iq
Compass wi[liin this[ime period,Campany wai�es any�ights with respect[o khe erronevus amqun[tq the f�lles[exten[permi[ted by law.
7he nat�ce must ir�clude the Follow�ng infqrmation �he r�ames af potn[he Company and the Cardholder,lhe Cardholder Cflmmereial Card
Account Number;Fhe dollar amou�[of any suspe�ted error;the reference numbpr fflr any queslionerl[ransactioR;and a bnef pe5cr{qt�on of[he
suspec[ed e�ror. pispu[ed t�illings are governed by 5e�t�on 12.
In acd�tion,6BWA Compass pravides a variety of billing opbons. The aval�aY�iii[y af bllling optians may differ hetween Card Prc�duets.
1ndi�idual Bill. Cardholders�eceive a 5tatemen[at the canclusion of each Bifling CyCie and are respansi�le for ensuring fhe balarKe due is paid
hy thP dLl�Q3tE.�Qi71f3aCly Rlay�EIECI[O i2Ce�V�4n2 flf 1710re Silfi'1f7'12ty Stdt2lT1eF1t5��f�QOfES ShOWillg al1 TrafS52Cti4f75 billEd to dirL'C[ky GO tl'SE
�r,ci���dua{Cardholder ACcount5.
Central 6111 Comparry w+ll receive one or mare centr�l a[count 5tatemenLs at the conclus�on pE each 6i11ing Cycle for an Cardhoide�andl
ar Cenfral Aceounl Transa�Gons. Each Transac[Eon is eifher pp5ted[o an indi�idual Cardholder ACcpun[and rolled up tfl a Central AC[aun[
f�r b�lfing or f3illed directly[o a Central A�toun[. WI[h respect[o TransaCtians pos[ed ta a Cardhoider A�cv�nt and rolled up to a Central
A��ount,[he Cardhoiper receives a memo 5ta[ement shpwing hislher respe[ti�e 7ransactians 4�[with na amaun[due. Company receives a
[onsalidated 5ta[ement,wh+[h in[ludes the[ata�amoun[due for a1i Cardholder Ac[aunts and�entral Aceounts and is respons�bfe for ensuring
the halan�e due on Ilie Statemen[is paid tn+the due Date
9. PAYM�NT IN FULL REQUIR£D
Cnmpan�agrees[a pay each New Balan�e in fuli on or before its�ue Date as se[forth in tne 5tatement. To fauii[ate pavmer�l to 68VA
Corr�pass.Campany agrees to exeCute the Agreement Fvr Paymenl by ACH pebit wh�ch is akla�hed as Exhibit 111 and incorparated by referen�e
inta this Agreement.arsd[o main[2in suffi�ient funds in the des�gnaTed armun[ta pay each New Balance.Campany furtn2r agrees that t1�e
fa�iure ta ha�e suNi�ient tu�ds in the designated depasit accnunt to pay ea�h I�ew Halance ar vtherwise to makeany required paym�t on ar
before�[s Due Da[e will cpnstitute a breach of[h�s Agreemen[for whith BSVA Cvmpass,immediately anp w+tYiouE no[Ice,may cease ta permit
riew ChargeS on tl'ie Commercial Card AccounL termina[e this Agreemeni.and pursUe any other remedies availa6le under khis AgreemenF ar
appl�rah4e law.
1�. LA7E CHARGE
CompanV shall paY�Ea¢e charge,which will be imposed on any N�w Ralar�e Ehat�5 not paid in fulV within se�en[:71 days of Ihe Due�at2.Tn�s
iate�harge wi11 be the greater ol$2�or one anci one ha�i qercent[1.5�7 nf the unpaid New 6alan�e then due.
11. CREDIT LIMITS
88VA Compass,in i�s snle cliseret�on,snall es[at�lish the Crrdt[L�mil. 7he Cornpanv unders[ands[lia[,once the Credit Lim�f is reacned,BBVA
Cpmpass has no o61�ga[i�n ta autY�onze new Charges on the Commerc�al Carp A�caunt Com�aany will he aduised from time ta time of the
amo�nt oF rts avaifable Credi[Umi[,which shail he redu[ed hY[he u�pa�d balan�e an the CommerUal Card AC�auni. BBVA Compass maY.
at any time and in i[s soie d�scretian,reduCe or fncrease the Credil Limit upan writ[en np[Ke to the Commer�ial Card Administrator;prq�iped.
however,na su�h��ti[e�s required in ihe event[hat Compa�y has failed to make any payment when due or vtherwise tailed[o satisfy i[5
❑bl�galions under this Agreement.Campany may esta{�lish indrvidual Spending limi[s�or pa[h Cardholder,including limitations regarding
transaction type,s�ze,frequenry.and the maximum amount[hat may be ou[s[anding at any time an the Commer��al Card Aeeoun[as a
result of ea[h�ardholder's use of the Cardhofder's Gvmmerc�al Card. The spending limits nf�ndi��dua�Cardholders will always be cantingent
upon availabili[y under the Credit Limik.CompanY agrEes fhat ne�[her Campany nor any o[her Cardhplder will make any Purchases while
[he Commerctal Card A�count is pas�due.aver Credi[Limii ar a�Y�redit lim�t tas applicable),or otherwise in tlefault under this Agreement.
Company agrees that 2aCh�ardhalder will Gease using[he Cammercial Card Accou�t and Company wlll not�fy 68VA Campass immediately if
Campany ar any guarantar nf Company's obligatinns under[hFs Agreemen[plans[a file far bank�uptCy or slmNar deatars reljat�r i�Campany
is atherwise unab�e to pay i[s deats. Cvmpany agrees tha[$BVA�ampass may susperid or[erm�na[e use ol the Accau�t a[any hme wl[hout
nQtice ta Comp�ny,sun�ect[o arry reSCn�tions af app3icable Iaw.
1�, LfhAU7HORIZED L15E ANd d15PlJTEa TRANSACTIQNS
BBVA CnRz��ss shau n;�[Le.i�abie fnr any 4ransact���rz wl�ere nol�ce of Ihe rsispu[ed transactinn�s�e�e��ed mpre than lhirty[30]days af[er�he
s[ater��er�t reflectmg Ehe transactian is Sen[to the Company[far purposes o6[his sen[ence,-sent to in�ludes praviding a�cess to the statemen[
by ekec[ronic rrieansl. A report af a disputed[�ansaCtion is not a guaran[ee oi a refund.BBVA Compass wili�ondu�t a gooci fai[h investigat�an
intd Cr�mpa�y's G�aims and report its f�ndings[o Company The Cornaany Sha�l not rriake a�ia�m against BBVA Compass or refuse to qay any
13�„�i�o�F BBVA Campass Commercial Card AgreerRent 4 0•�o
amounf i�ecause the Comparry pr the persan using the card may have a diSpuEe wiih any merchant as tb[he gnods nr ser�ices purchased
frvm sur.h Merchant us�ng a Commercial Card
13. LQSTIS7bLEN CARaS
Each�ransar.tion resultinp frarn usc of a Cnmmerc-ial Card ar eard number will be assumetl ta C,e an autnonzed transachon un�ess BSVR
Compass has rece��ed Iannr natice from Company,as appl+cat�ke.Lhat ti�e Cardholder is nfl longer autnorized[o use the Accouni
It a Cammerceai CBrd is Iosl or stolen,ar if[here is poss�ble�nautharired use,Campany must rec�uire each Cardhalder to notdFy BBVA Corr�l�s5
as soan as practically ppssibl�within the first 24 hours follDwing dis�rn+ery al ihe Ir�ss or theft or posslbfe�lnautf�or{zed Use by phoning BBVA
Compass at the phone number nrovided far surh nat�ce an ihe 5tatement,with written canFirmation as requ�sied In�onnectian wi[h B$VA
Compass in�estiga[ion
14. OTHER bP71aNAL SERVICES
AI Campanv's option,Company may eleC[[c utili2e[he Card Managemen�T4o�or any other interne[rela[ed produ[[5[ha[may i�e made
avallab�E by BSVA Compass fram tirne to[ime.7hese we{�s�tes use enCryption[echnalagy ta assist in[he prote�t�Dn ai Company's infarmatian.
Company a�knnwledges tha[[ransactions conduCt2d over the inlerne[and infnrma[ipn transmitied over tY�in[emet m8y k�e subjec[to
intercep[ion by nu[side part�es not under tne contrvl o[BBVA Compass. Company assumes the risk af such oc.�urrences and releases 88VA
Compass from liabiiiry tor any aGtivity oF this nature,Company will be issued an i�and password to gam entry i�ta these websites. Cam�anv
agrees to protect,secure and preserve ine 10 and password and the conlidentiality oF the IQ and passward. Company further agrees to to!!aw
all prvCedures is5ued by 6BVA Camp�ss from time ta[ime�nvolving the use of any In[eme[rela[ed producfs. Company aeknowledges[hat
da[a presented with�n the website on a p8rti[ular day is information pas[ed as af the close of the prior pusiness day. Company agrees[a
pay fees for th�se serviCes as disclased to Company by B$VA Compass From[ime to tfine.Cs�mpariy he�eby releases SBVA Compass fa�any
Cla+m ariSing ou[of[he use aF any qf these�nternet rela[ed prDdu�ls un�ess such daim�s pro�en[a be salely the resuR flf BBVA Cqmpasss
gross negligence or willful misconducr.BBVA Campass is na[r2sparisible for suppl�erlate payment Fees incurred by Company�f payments are
made with any Card Managemen[vr anline qaYmen[Eool.if Cflmpany de[ermines they have a nee[!for the creation af cus[om daW extracts
related ta their�ommercial card program,$BVA Campass shail caordinate the request.There may be a tost assessed to Campany accardlrog
to Ehe cos[determ+ned to produee[he cus[om data ex[raets. If Company nas elected[o u[iEize the BBVA Compass�nterne[ac�aunts qaYable
mterface service,a�autamated batch paymen[request prflcess for payment af the Company's selcct suppliers'invalees via their Commercial
�ard a�counts,Company agreBs[o create a batch payment request tlle and supmit the file via a se�ure in[ernet FTP oonnection ta BBVA
Cvmpas5s Cesignated proce5sar or manuaily through tne$BVA Compass a�counCs payable internet toal, Th2 ba[ch file will be eithpr in the
BBVA Cpmpass standard torm2[,sqecili�at�ons of which wlll t�provided to the Company,or in a mutually agreed uqdn custam(armat. in the
case a[a�usiom forma[.BBVA Compa55 maY assess a�harge lor development�eq�ired to Support tha[farmat The Company w�lf adhe�e ta
the Commercial Card accounts payati3e processing schedule provided tav BBVA Compass,arod BBVA Cqmpass will notiFy Campany in ad�rance
of any Changes to Fhat sch2dul2.�lpon rece�p[af tne payment request file.BBVA Campasss processnr will Send an emad to the Company'S
supplier5 destgnated in[he baECh paYmeni request�i12 nptifying them af Company5 authorizatian tQ prpCpss Commercial�ard[ransa�tions
to effect paymen[for[he invaices.BBVA will pas[[he resulting transac[ions initiated by the Suppliers ta[he Companys Cammer�ial Carp
ac�oun[fs)and Company may v�ew cammercial card acbvity tl�rough the Card Management 7oal.If Company elec[s to utilize[he integrated
Payabfes in[erfare�hat�ncludes card paymen[s.tYie suppliers wlll he direc[ed to a secure portal in order acquire�ard paymen[inform8[ifln.
As Spec�lied in the JmQlementation Warkhoak[he Campany provides to B$VA Compass,BBVA Compass will prp��de anr!make avadable the
Foll�w�ng services to[he Company trnough one or mare Card Ma�agement Too1 systems. BBVA Compass wili provide and make a�aifable
oniine a[[qunt infarmation[o the Company;and tlte Sank will a�cess the Card Management Tvol and provide the Card tvlanagement Tool
aceess to the Cvmpany In cannectian with tr�e maintenan�e of:
1 Cammercial Card AcCounts G�duaing adding new Commercial Card ACcounts based on existing ones and r.ancelireg or modlfyina the
applicable Vimi[atians o�in�ormation refated ta any existing Card Commeraal Card Ar�ounE):and
�. the Program Ins[ru�tlons.
BBVA Cqmpass gran[s ta[he Company.and the Company accep[s from 89VA Compass,an li�ense far the Card Management�ool.sub�ett ta
and in acCordanee w�th the terms of tYns A�reeme�t. This iicense shall he eflecti�e while SUCri Card Managemenf Tool sofitware is in use by[he
Company wiEh the Card Management Taol. The Company acknawledges and agrees[hat:
a. The Cpmpany wil�not have anv ownership or nther proprietary rlghis in the Card Man2gemen[Taa1 saftwar�the 5er�ice Materials.ar�
any other onfrne SerVi[e materials:
Rev t�a���fi BBVA Compass Cammercial Card Agreement ti o�tio
b. The Card ManagemenE Toai software and Ser�i�es Materials are pra[ectetl by the Copyrigh[laws of the Lfnited S[ates and BBVA Compass's
produt[s and security refa[ing the Card Management Tool saftware and 5ervices�later�als are canfidential and proprietary trade serrets
and o[su�stan[ial vaiue ta the owner of[he Ca�d Manag�rnent Toal software and[he 5er�ices Materials,and their use and disclos�,re must
t�e�arefully and cantinuously�antrvkhed py the Company and its emp�Oyees antl Cardholders;
c. The prOteCted 5erviees Materials mus[include all copyroght,trade secret,and arry ather�roprie[ary np[iCes and legends on the initial capy
of[he 5er�ices Materials and an each copy of the 5erv�ce5 Material5 tha[the Company is permitted to make;
d. The Company wlll nat:
1. Remo�e,aiter or otiscure any trademark,trade names.lagos,copyfight or nther natke�ontained or irxluded�n any oF[he Card
AAanagemen[Tool software or[he Ser�[�es MaLerial�
2. Transfer pr li�ense the Card Managemen[Toal sqftware ar any portion of the Card Mariagement Tool software
3. Change ar modify the Card Management Tool software o�the saur[e tode for the�ard Management Tool softwar�
4. Create deri�ative works From[he Card Management Tool sof[ware or[he 5er�i�es Mater+als:
5. Reverse engineer pr�ttempf to re�erse engrneer[he Card Management Toal soFtware;or
6. A[tempi[o discern[he source�ode residi�g on the ser�er pn which the Card Management Toai soRware+s run:
e. The Card Managemen[Too4 spftware will anly be uscd hy the Cnmparry and not used tor or on 6ehalf oFo[�e�s;
f, The Company wifl not disclose,publish,release,[ransier or oEherwise make the Card Management Too1 software ar the 5ervi[es Mate�ial5
a�ailable in any form 1p.or ior the use or benefiF of,any R[her person ar entity,ather than its emplpyee5 and agents having need for Such
dis�losure and only as au[horized in this Agreement;
g. The Company wfll be fuqy respansibl�for Cpmpliance with all of[he terms ar�d[ondlt�ans oF this Agreement hy its emplpyees anrl agents;
and
h. 7he Company wiH not directly or mdirec[!y copy,duplicate or f�mish to others arry physi[al ar magnetic vers�an aF the Card Iulanagement
Tool saftware or the Ser�ices Materials or permit athers to dQ sa.
The Company must use a browser that compiies with speCificatians set{orth in the SerwCe Mat2r�al5. The Card Ivfanagemen[��I may t�e
a[[essed bv Campany[hrough the public internet. The Company agrees Eo use the Card Management 7ooi.as descn�ed in the Servi�e
Maierials in[pmplianee with all app�icat]ie laws and regulations. The Company undersiarrds tha[ online a[[aunt mForma[ion is upda[ed
penodi�ally arzd therefOre.at any parnt in[ime,may not r2fleCt informatio�on BBVA Cpmpa5S5 records at such timp,as mOre fu11y des�ribed
kn the 5er�ice Matenals. The Company acknowledges and agrees that khe Card Management 7001 dq not mclude any recommendation.
guaranty,r�presentation or warrantV whatsoever. BBVA Compass shal!nq[ne responsibie for errors in the anfine a�caunt infarmatian
provided to 68VA Compass by non•Bank saUrces.
66VA Compass re�vmmenas[hat[he Company have appropriate seeurl[y rr'reasures for lntemet use.inCluding,a proxy server antllnr ffr2walls
ta�anirol and proteCt InterneL access. BBVA CnmpaSs shaH nat be responsible fvr(i}inai�ility to can[act the Card Management Toa1 thrpugh
the in[erne[resulting fram a prQblem wdh an in[ernet Serw�e Provider or onlinp ser�Ke pravider.ar[ii}unk�nwn hazards af En[eme[use If
[he Company fails ar�s unahle to a[[ess the Card Nfa�agement Tvql.BBVA Campass's sole res�onsibility shall be ko use its eommeraa�ly
reasonahle efforts ta�orrect the probiem ar�d BBVA Campass shall not suTter or in�ur anv other lianility in connection therewith.
BBVA Compass w+li npt be resqonsible fflr any data thai�s lost or destroyed�n connection witn[he use nf the anline 5ervices. In addition,BBVA
Campass will not k�e fesponsiple far the Companys inability to use the Card Managemen[Tool due to a me�hanicak hard dr�ve Failure ar other
system faiiure[inUuding,bu[�ot Vimited fo.a'lock•up result+ng From fhe Companys use of software). 88VA Compass recommends that the
Cammercial Card Administratar take the necessarY measures[o ensu�e[hat the Company performs dairy hack ups of data use[t in connectian
wi[Y�the Card Management Tpoi and the haid di+ves af the persanal comp�[ers andlor Ehe server5 used in�onnec[ian therewith.
In no e�ent will 9BVA Cvmpass have any liabilify whafsoever in can�ect�an wi[h.
a. Any appli�a[ron errors fn or security brea[he5 of arry�rowser,
B. The Campany's inabillty ta use the Car[��ulanagement Tvol or a��ess[he Card Management Taal systems due to any fn[ernet a�n�owser
prohlem or any vtner cause beyand BBVA Compasss�Qn[rol:ar
C Any m[ercept�on of any online ac�ount inf�rmafion as a resulk nl the use of[he In[ernet.
Re„o817p�F BBVA Campass Cammercfal Card Agreement ES of to
15. FHIR�-PARTY SERVICES.
The Cumpany a�know�edyes that anv third�arty servir.es availat7ie qn a wek�si[e,ar any[hird par[y websites,a�e pro�idcd onfy as a
cqnvenience ta the Campany,mcluding assis[mg the Campany with procuri�g products and serv+�es on the internet.�he Cqmpany furtFrer
acknowledge5 tha!BgVA Compass Es nat responsible for Ehe Gontent nr quafity of any[hird•par[y websites,prvdu�ts and Serv��eS,merchan[
informa[ion ar other prpquC[.ser�ice ar infarmation to whlch a weh5ite flr arry Qtner th�rd-Faarty websites may be linked Please tie adv+sed
tl,�t sueh th�rd party content a�d links are irxluded solely for the canvenienCe af users and do no[�ons[itute any appro�al,e�dorsement,or
warranfy k�y 86VA Compass.Moreover,BHVA Campass is na[responsible for[he aGr_ura[y,completeness,ar re�iabiEdy of third party informa[ron.
inC�ud�ng merchant iniormatior�,and[he Company assumes sale responsibili[y for the use of any such infarmatian.7he Company agrees tha[
any�greemen[s.[ransacfions,or other arrangemenl5 made E�etween[he Campany and su�h third par[y are made entirely and solely at i[s
❑wn risk.The Company atknawledges[hat BBVA Cnmp�ss has na conErql over,or liabiii[y tor,irre products flr ser�i�es sold by any prauider,
or(or the use af any payment ca�d�nformation tne CQmpany may give or dire�t BBVA Campass to give[o any p�o�ider of produ�ts anci
Ser�iees.in�iuding wi[hou[limi[at+an[he iegality,qua6ity,safe[y,or s�ita4ili[y of any prodv�[s antl serviees.In no even[sha4 BBVA Compass t]e
ha�le ta the Company ar any[hird party IQr anylpss or damage�ricurred as a resulf of any in[e2ctian 6etween ihe Company and a mer�han[
�n cor�nection with its u5e pf a website and the serw�es,inCluding.w�thout limita[ion.any loss or damage arising frflm or actasianed by the
purehase ar use oF the prqduClS and ser�ires or Ehe merCha�t mfvrmation ar o[her ma[enal acquired or ar.�essed khrpugh a wel�sde ar
qther tnird•party websites.The Company acknowledges[hat BBVA CompasS r�oes no[endoise or warranf the merCha�ts ar ServiCes fhat are
a��ess�hle thro�qn a webs�!e or a Fhirq-parfy website,nor the o�rs that su�h merchanis pravide
16. VIRTUAL CAR�ACC�l1NTS
If Company ekects to make card paymenis matle[hrc�ug�the BBVA Cornpass accuunts payable i�ternet tool ar any Card Management Toal,
vir[ual Card a�counE numbers will�geroera[ed and prov�ded to the supplrer5 rn order[o process payment. Virtual Card aCcounts are ass�gned
a maximum dallar ama�nt limit,and supplier5 ha�p the abili[y to extract m�lt�ple payments from the virtua�card accoun[up[a tY�e maximum
dollar amoun[limit unless exa�i pay has been es[ahl�shed.Exa�t pay will only allow a supplrer ka enter a single transaetron far the Fxact dvilar
amount specified by Company.
Camp�ny may aulhorize BBVA Comqass La make certain sup�lier portai paYments�ia telephone vr�nternet on behalf ot Campany.Portal
P�yment authariza[ions would he rnade bY 88VA Cornpass a�d a Se[tlemenY af�irtual eard paymen[s are dependent upon[he individual
sudplter'S mercnant ser�+�ces.Company confirms that BBVA Cnmpass wlil have no iiabiliry to Campany[or fQiiowrng portal payment inst�udions
fram tlne Camparry.BBVA Compass is�ot r2Sqonsit�le far suppkier late payments m�urred t�y Comp2ny if pnrial paYments are made by 9BVA
Compass an Uehalf of Company.
The Buyer ini[iated Payment5 f"B1P")op[ian is an opt�dnal fea[ure uulizing a V��tuaE Card fpr the paymenl of invaices. P1ea5e np[e thai.as a
condition oE using 81P,Company agrees to ir�e�ocably waive any arx€all ehargel�ack r�ghts it may hav2 on any paymen[made tv a suqpl�er
using the BIP Paymeni optian.
17. NOTICES
Ali no[:ces,rr.quests and other carrim�ri�r_albns pro��ded far hereunrJer must he dirxted ta ti�e nth�r Party ai[he respect�ve addresses
�ndicaEed in thls Agreement and must in writing and delivered(1}bv first class mail,pastage prepaid,t2)�ia facsimlle wi[n telepnan«
r.onf�rma[ian of receipt.t3]via�mad with e�ectronic or[2kephani�canfirma[ian of receip[,or iA�bY hand deli�ery, Qehvery shall be deemed to
ha�e ocGurred with�n three days of mailing if sent by mai�.nn trie cia[e of confirmairnn if s�nt by fa�slmile o�e�mail,ar on the daSe of dehvery i�
hand delivered. �itrrer Party may,by nvt�[e ta Fhe other,changE its address set forth in this Agreement. Companys address for nolices is se[
farih��i Exh�bit I nf t��s Agreement BBVA ComfJaSss address for no[ices+s
Mailing Address: �vernight Address:
BBVA Compass BBVA Compass
Attn�Commercial Card Operations At1n:Commercial CarB Operations
15��th 5treet Sauth,5uite 35Q2 i5 20[h Street Sauth,Suite 1502
Birmingham.AL 35?33 BfrmYngham,AL 35233
Emafl Address: �ommercia4cardservices@bb�aeompass.com
Fax NumBer: 205-524•34$9
EdGn Party shall be s��elv responsibie For��e secur�iv af�ts nwn e ma�l anr�fars�miie dev�res and for any nnt��es sen[or purporting to�e�nf
frpm tLs e mail or farsimile[1e�ices.
Rev 0812a16 7 v1 i0
18. NaNUSE�F SERViCE
In Ehe eVenl Ehal COmpa:iy�oe5 np�u5c ilie;CrViGes�nr a per�od Df Six mon:his or loriger,88VA�ompass.in i[5 sal�diS�reLion.maY�2rmr
na[e Campany's abihtv to use the services descrihed in Ehis Agreerr�nt an or after su[h period w{thout any arNanee r�tice to Company. A�y
reins[ateme�t af servrces under this Agreement must{�e agreed upon m w�+ting bY 8n authorized representati�e of 66VA Compass.
19. TERMINASION
Th:s AqrcY:mr-_n[may he[errrnriate[l l�v 6BVA Coi��Cxass�E any t�me up�n wr+[[en r1o[i�e to C�rnpany.This Agreemcn[may be[ermina[ed bv
Cornpany at any time u�n wri�ten nofice to BBVA Compass. This Agreement s�iall au[pmatiralVy be[ermina[ed w�ttiout no[ice ta Company Li]
if[here is a death of a guarantar or v�ligor:lii)if Company files a pe[ition in bankrupt�y.petitian5 ar applies ta any irlbunal lar the appointment
pi a custodian,receiver or trustee for it ai a substan[ial part of its asse[s or commences any prviceeding under arry bankruptcy,dissolution
or reorganizat�vn laW or statue or shouid there haVe been fde�any such peti[io�or appl�ca[iQn or any w�h praceEding agaln5t it and sUch
pe[F[ion or appiication flr prDceeding remains un•dismissed f�r a pEri�d af thvty{30]days or more:(�ii)If Company beComes insol�en[ar
generally daes not pay its det�ts as they becpme due or makes a generaf assig�men[for the benefi[of creditors;{ivl if Campany has any
Su1�5[antial part of iis property t�e�ame suf]�e�t to any le�y.se�zure,assignment.appiita[ion for sale for ar t�y any creditor or governmen[al
ag2nCy;Ar(�7 if Company fails[o maintain iis rkrporate,partnersh�p or other pus�neSS existen�e in good s[andfng ar.without the vrior wrik[en
�onsen[of BBVA Compass,consolidates vr merges with ar�n[o ar acquiies[he stock of any other Corpora[�on or en[i[y,sells or otherwise
Eransfers ail or Sutxtantially aA of ils assets,r�rmits[he 5ale or transfer of a ma[enal ownership interest�n Company,or atherwise materially
changes o�permiis t�be materially changed i[s arganizaE�vn or carpora[e or ownership structure Terminatipn of this Agreemen[shaH na[
[ermmate Campany's obldga[ion ta pay BBVA Campass for all amoun[s due unper[he Commereial Card Accoun[tincluding,wlthpu[I�mitation.
amounts whi�h post to the Commer�ial Card A[[ount alter such terminatian7,whi[h shall t�e[ome immediateiy due and payabfe upor�
terminat�nn.
2p. IN�EMNIFICA71dN
Lnmpany a�rees[o uzde�nnify and hald BBVA Compass,r[s aftii;ates�dire�fars.ofi�cers,employees.and agent=_�iarrnless fram and against ali
IpssEs.I�ahNities,cost,damages and expenses[inciuding reasonable attDrneys'fees and cost nf li[iga[ion)Eo which BBVA Compass may he
suhlec[ed ar wh�ch�t may�ncur in conne�[ion with any claims which migh[anse From ar nut af:fa}th{s Agrcement,the Cvmmeroal Card
Accoun[or any Commerciai Card.andlor any trarisa�tions or fees resulting From ar related ta any of the foregoing,and ib]Cvmpany's�se af
tt�e internet Car�Management Toai or any a[her sQftware or hardware rn ronnec.[ion wi[h the Commercial Card Aecaun[ar anv Cammer[ral
Card,regardiess af whether B9VA Campass pro�ided the same or ret{u�red or sugges[ed its use. Companys mdemniry abligations under th�s
5ectivn sha�i;urvi�e termination of[his Ag�eement
21. LIMITATION aN SSVA CpMPASS'S LIABIL47Y
BBVA Corr�pas7s�fu[�es and respons�bilities are limited[a ihose des�nbea m lh�s AgreemenL 89VA Compass will be respnnsible far a�y lass
Sust���ed by Company only to the extent lhat such lass�s caused�Y BBVA Compasss gr[�ss�egligence Dr wiHful miscondu�t. In any�ase,
Eial]iliky wdl extend anly[o the resul[ing a�[ual direc[ioss,and no[to any inuden[aE consequen[ial,{ndirect vr special loss or damage.FurEher,
BBVA Comp855 w�11 noi be I�able for any de[auft ar delay in[he performanCe afi its obligations un�er the Agreemenl d and to[he exten[such
detault or delay I5 caused.dirnctly or indirect�y,by an art of God;tire,flood ar atner�atastrophe:electrical,�omputec mecharn�af,utAiry or
teaecommunicatians Faifures or flurtuations;ar_[s or amissions by Campany ar hy thrcd parties:or any other eause treYand BBVA Compass's
reasonahle eontral.
MASTEftCOVERAGE�LIABILITY PRpT�CTION PR�GRAM ANd VISA•LIABILITY PROGRAM
Subject to applicahle term5 and canditians,Comparry may ne eligiale far caverage under MasterCard's MasterCaverage Lia�ii�ty Protecban
or the Visa Liapday Proqrams whith proviae cv�er�ge against employee misiFse of the Card. Camparfy shoula Consult the MasterCa�erage'
Liandity PrDlectian Program and Visa•Liat]dity Program tirochures 8vailable upon request from B6VA Camqass�or terms and condibons of
cqverage. Company acknowledges iha[BBVA Compass�s�vt responsil�le for providirig any form of liability protec[ion program pn Company's
ueha�f and ihat BBVA�ampass makes no representa[ions ar warran[Ves regaiding any such program that maV be offered by third paRies.
22, FINANCIAL IAIFORMATIQN
�amp�rny shall del�ver.upnn r�iiest.to$BVA Com{aass as soan as aVailable.Company'.s aud�ted finan�iai sta[emen[s prepared in ac[ordanee
with g�neraily a�reptable ac�ounting Rracedures and by mdependent Certified aublir a�caun[ants acceptabie to 6BVA Compass.Company
further aqrees to prouide to BBVA Compass from time ta[ime surh other infarrr�ation regaraing the finanaal condiGon flf Company as BBVA
Cvmpass may reasanably request
Rev 6812D1fi 8 of 1D
23. LII#BILf�Y F�R 1"AxES
Cornpany shan�e responsi�ie fdr pay�ng any appli[ahle l8xes le�ieri or baseti upon[he ser�ices prowded to Company under this Agreement
ar any Pur�hases made u[iAzmg tt'ie Commerciai Card Accaunt Campa�y agrees tfl be liable�or aiV su�h[axes 2nd further agree5 to inpemnify
BBVA Compass againsE any claim,ar any expense associated with sueh a Gaim,tor�aayment of any taxes.
24. GOVERNING LAW
This Agreem�nE sf�all be c}overnecf 6y and canstruerl in ar.[�rdan�e wi[n[he laws of[he 5late of Alabama iw�thau[regard ta in[ernal principles
�f�onflir[s ai�aw7 and a�pE�cable federal law.
25. HEAaINGS
�I,e neadings anC�aptions con[ained in[his Agreemen[are+nd�ded anly fpr cvn�enience of referen�e and do not def�ne,liml[,expla�n or
modi�y this AgrEem2nt nr its interpre[a[ion,construction,or meanmq.
26. VALI�ITY
�he nald{�g ai any prov�sion of this Agreemen[as in�al�d,�Ilegai,+�r unenfor�eable,�n whnle or in par[,snall nQ[affect the ofher pr�Vis�ons af
'his Agreement,wh�th sha6i remain in full Force anrl e�feC
27. 81NdING EFFECT
-h;A•�reernenl 5nali inure to[he benzfii of and be t��ndino up�n If�e su��ess:�rs.lrus[�5.and permitted assignees ot�h�ParGes riere[�.
28. MERGER OF AGREEMENTS
thjs Agreement cons[itutes[he entire agreemeni nelweeri the Parties l�ereta�ancernmg the sub�eCt matter rereaf,Ail eantemporaneous
ag�eemenLs or understandings�an�ernirTg tt�e suB�ect matter hereof,whetner oral or wri[te�,are merged Inio this Agreemen[.
29. ATTQRfVEYS'FE�S AND�TIiER COLLECTIaN CHARGES
Company a�r�es to pav all cnsis nf collecting or atternpt�ng[o cnllect any arnounts due under this Agreement and al!Cos[5 Of defending
arry�laim asser[ed aga�ns[BBVR Compass ari5�ng ou[of or in connectlan wi[h tn�s Agreemen[,which cosls shal1 include,without limit8tipn,
at[orneys fe�es and�osts.
3�. IN7ERNA7IDNAL TRAHSACTI01�5
�nte�naiior�al transar.tinns inr.lude any[ran,,3etiUri;nri�r��Cr.•mmercial Card A[c�unl marle in�fnr��igr r.urrF_nr.y nr rnaUe r�uis�de af th[�LJni[ed
States of America,ever��f that transactian is rnade in U 5.doi�ars.If any transactian is made in a eurren�y other[han iJS.doflars,MasterCard
andlor Vi5A w�11 eonveri the amount nf inat Card transact�ori in[o U.S.daqars a�cord�ng[o�ts own eurrency�on�ersian pro[edures in effect at
th2[time.rthe ex�harrge rate used to ron�ert[he currency is either a rate seiecteC!17Y MasierCard andlor ViSA fram the r�nge aF rates a�ailab�e
in wholesafe currenCy markets ari the applicable prpCessing da[e i.which rate may difTer from the rate MasterCard andlar VISA it52ii recei�es7,ar
the ga�ernment•mandated ex�hange rate ln effert on the applicable pro�essing da[e.The exchange rate in effect fln tne appiicah�e prvicessing
date may ditfer trom the exr.hange rate in effect on the t�te of[he Car�transartion.6BVA Campass may charge Company a fee equa�tv one
perr.ent f196]af the U.5 do�iar amq�ant oF arry international[ransaction made on the Commercial Card AcCqunt,whether tha[transactifln was
orlg�nally made irr U.5.dollars ar was made�n�nother currency and con�erted ta LiS.dollars t�v MasterCard andlar VISA.In either tase,[he
Fee w�n ne calculated fl�the t1S.dollar amovn[af the[ransa�tion prawdea to BBVA Compass bY MasterCard andlor VLSA,and wdl pe chargerl
to the Commercial Cafd Ac�vunt at the t+me the[ransaC[ipn�s pos[ed to the a��oun[.The same�onvers�on process a�d fee w{II apply if any
+ntema[ionai transacGon�s re�ersed or credited t�aCk to the Commercial Card Ac�vur�i.The amount[in US.dolfars]oF any credl[assoaa[ed
w�tri a particular mEernatlonal transa�tion on the Commeraal Card,4�evunt+s hkely tn differ irom the original amoun[{in U.S.dallars)of the
[ransac:ion due to differenres in tne appli�able ex�hange rates.which maY vary daily.
33. AMENOMEIVTS
BBVA Compass maY Change tn2 l�rRls�f this Agreemen[at anv[irnL hv 9ivin[]Lomp�ny na[iCE of th�rhange as rfquiretl by appliG3hIL faw.
These cha�ges mav inClude modi(ying or tSeleting exis[ing terms and add�ng new terms.meluding the fees to be pa�d by Company.5ub�ect
Rev DB(2i715 9 vF 10
ta the requir2ment5 at applicable law,any chsnges to[his Agreement wili heeome etfecti�e at the time Stated In BBVA Cpmpasss notice to
COmpany.and the amended[Erms af the Agreement wili appry[o all outstanding unpaid palanees ihat Company awes under[his Agr2Errlpnt,
as weli�5 ta any new�harges,unless Company terminates aii nghLs ta use the Commerc�al Card,4�Cvunt on or beEore the da[e pravided
in 66VA Compass's no[ite No change to any term or candition or[his Agr�mern shall be eTfecti�e unless a�cepted or authanzed by BBVA
Compass in writing.
32. SEVERA81LiTY
if a�y p�o��sion rsf[his Agreement is faund to�e�n�dlid ar unenfarceable.the remaining pro�isi�ns wdl rema�n in full Torce and e,ffec[.�ne
remedies provided in this Agreement are cumurat�ve and are no[ex[lus�ve of any oiher righ[s or remedies p�ovided by iaw.Comparry wai�es
demand.presentmeni.and nntiCe of dishonor,prolest ar�d suit
33. CR055 COLLATERIi.IZATION
All[api[a�irE�C7 lerrr;Sh�ll ha�r Ifi[�me�3ning5 gi�eri iri[I�e Agreemcnt.No1wi!n�[�nJrciq anyl.f��ng in the AgreCrn�.nt�n tne r.unlr�ry 1)Campany
herei�y agrees that{i)the ocr_urren�e oF an�vent of befault under any o�her agreement or cantraet with B6VA Compass snall constituEe an
E�ent of�efault under the Agreement.and fiil the accurrer�e of an E�en[of Refau�t under the Agreemen[shall cons[itute an E�ent of[3etauli
unCler any and al1 other agreements or cantra�[5 witn BBVA Com{�ass,and BBVA Compass shali therea{ter have ali rights and remedies
follow�ng the cxcurre��e of an£ven[of Default under all�ontracts and agreements beEween Svrrawer and 6BVA Carnpass 27 Any[plla[eral
Securing oiher laans ar�blig�tions af the Campany wikh nr to 66VA Compass will also seCure[he credit extended andlar other flbligatipns
incurred under the Agreemen[.
IN WITIV£55 WHEREdF,Campany has caused this Agreemeni ta be executed by its duly authorized representati�e as of the date set forth at
the beginning o[this Agreement.
Company Tawn of We5tiake
gy. Amanda aeGan
its: Town Manager
Authpized signer
Amanda peGan
Pr,n7 r•a:••r' .��r.:d:ua.
Dd12
Re���t�ant5 BBVA Campass Commercial Card Agreement �o�f��
A�DENaUM TD C�MMERC�AL CARD AGREEMENT
Incentive Payment Agreement
TH15 A�DENDUM T� THE C�MM�RCIAL CARD AGREEMENT [the"AgreemenT"} is made and entered
inta as af the date set forth helow by the Company whose name is set farth below ["Company"] with
Campass 6ank �"88VA Gompass"}.
�. ❑efinitions:
• "Pragram Year" means th� twelve {12} month period beginning an dat� flf the �ammer�ial Card
Agreement exe�ution and each su�cessive tweEve {12} month period tt��:rEafte�.
• "Standard Charge Vfllume" means the total US Doklar equivalent of �harges made by C�MPANY
and its 5uhsidiaries andl�r Empioyees ❑n a BBVA Compass Commercial Card product(s}, net af
returns, cash advances, refunds and Frae�dulent Charges. [Interchange gen�rated by trar�saction is
greater than 191 basis paints and above}.
• "Fraudulent Charges" means thase Charges which are nat initiated, authorized ❑r otherwise
requ�sted by Company andlar a Cardhalder by any m�ans �electronic, teleph�nic ar written} and do
not directly ar ind�rectly ber�efit Company a�dlor a Cardholder.
• "Enhan�ed Data and �ualified targe Ticket Transaction Vvlume" means the total L1S Doilar
transa�tions made �n a B6VA Compass Commercial Card product�s} that have qualified fqr the
Enhanced Data ar C�ualified La�ge Ticket lnterchange rat�s [interchange generat�d t�y transaction is
between '19� and 116 basis paints}, net �f re#urns and refunds.
■ "Redu�ed Interchange Rate Transaction Vokume" means the t�tal L15 �allar transa�tions made on
a BBVA Campass Cammercial Card product[s}that have qualified for a"non-published vendor specific
interchange rate"�inte�change generated hy transactian is 115 basis points and belaw}, net of returns
and r�funds.
z. Mvnthly Rebate Cal�ulativn
BBVA Compass will calculate a rnonthly rebate based ❑n the fnllowing matrix where the Charge Valurr�e
of the Commercial Card and Payables programs are used to determine the rebate p�:r�entage rate. If the
purchases eniitle Company to a payment, such payment will be made to Compar�y in the form of an ACH
Credit to Company's �emand �e{�osit Ac�ount indicated on an ACH Authorization �xhi�it to the
Company's Card Agreertzent. The incentive will }ae deposited to the Company's ❑[]A approximately thirty
�30} days after the end of each rebate period.
i
ADDEND[JM TD COMMERCIAL CAR� AGREEMENT
Incenti�e Payment Agreement
Cflmpany's 5tandard Charge Vvlume, Enhanced ❑ata and Qualified Large Ticket
Transactian Volume, and Reduced Interchange Transactivn Vvlume will he segrega#ed
hased vn the rebate schedule set forth belaw for the purpvse of rebate calcufation:
Annual Charge Volume Monthiy Charge Volume -- ._ -
- . . -
$� $999,999 $0 $83,333 1.OD°/o
$i3O�[}���� $1,999,999 $83,334 $1Bfi.667 1.15°/0
$2,�4a,0�d $2,999,999 �166,5fi8 $�5a,��4 1.20°/0
$3,Q�0,0�0 $3.999.999 $25�,�41 $333,333 1.25°/a
$4,OQ�,�a� $4,999,999 $333,334 $416,667 1.3D°/o
$5,d00,D�0 + $416,�68 + 1.40°/0
Enhanced ❑ata and Qt�alified Lar e Ticket Transaction Volume Rate a.35°/0
's ' � .l r - _ �+ic f - �
3. Pragram Fees — Commerciai Gard 8� 5pend Net Plat�orm
Annual Card Fee Waived For lnitial Terrrs�f Agreement
$250.00 for Warld Efite Card {if applicabie}
�
��ernight Card Deli�ery �ee $30.00
COMPANY Logo On Gard Fee{�ne-Time Setup Waived For Initial Term Qf Agreement
Fee]
5pend Het Na�igatarlPayables Virtual Card Set- �
up Fee � Waived Far Initial Term Of Agreement I
5pend Net NavigatorlPayables Virtual Card � 1Naived Far Initial�erm Qf Agreement
Monthly Fee
International Currency Exchange Fee 1°/0 of USa Amaunt
Past Due-Account Finance Charge i 1.5°/a of Past Due Balance �
_ _ 1
2
AO�ENDUM TC3 COMMERCIAL CARO AGREEMENT
Incenti�e Payment Agreement
a. Any re�ate payment made pursuanf to this Addendum will �e net of accumulated
unrecoverable fraudulent charges, pursuant to the Agreement, resulting fram participatian in
BBVA Campass pragrams regardless vf whether the underlying agreement b�tween the
parties is valid ar has been terminated. Ta �emain �ligible for any actual or �atentiai
ince�tives, the Company's ac�ounts with the 88VA Campass must remain in gaad standing.
5. 66VA Compass predi�ates the prici�g contained within this Addendum on t�e industry
busin�ss model used to regulate interchang� rates. 5hould a maferial change in the industry
business model occur eit#�er in the �} interchange rates (fram those rates in effe�# as ot the
Effective Date of this Agreement] or 2} regulation of such i�terchange rates, 68VA Campass
shall have the right to negotiate a new rebate Qffering with the Cvmpany. If the parties cannat
reach an agreement on #he new ❑ffering, either pa�#y may terminate this Agreement upan
sixty (6�) dates priar written natice.
�. To remain eligi�le far any actual ar potential incentive, the Campany's accounts wifh the
BBVA Campass must remain in goad star�ding. The �ank reserves the right to withhald any
in�entives in the �vent ar�y af the Cvmpany's a�counts hecomes past due or are otherwise
not in gvad standing in BBVA C�mpass' sole discretivn.
�. BBVA Com�ass may madify ar cancel this a�dendum to the Cammercial Card Agreement at
any time by providing ten �1�} day natice t� the Com�any.
s. The Cvmpany agrees to indemnify and hold BBVA Cvmpass, its affiliatesr directors, afficers,
employees, and agents harmless fram and against all lasses, liabilities, cost, damages and
�JC�ECl5�5 �including reasonahle attarneys' fees and CQSt ❑f litigatian} to which BBVA
Compass may be subjected ar which it may ir�cur in conneGtion with any claims whi�h might
arise fr�m or out af this Addendum ta the Commercial Card Agreement.
5. Tt�e terms af th�s ad�endum are expressly incarporat�d intv the C�mmercial Card Agreement
as if fully setout therein. Ta the extent there is a conflict in the terms of the Commercial Card
Agreem�nt and this Addendum, the terms vf this Addendum wiH supersede the terms of the
Gammercial Card Agreement. All 4ther provisians ❑f the Cammercial Card Agreement remain
in full farce and effect.
io. Any capitalized terms nat specifically defined herein shall have the meanings assigned in the
Agreemen#.
- 5igrrafure Pag� [o Fo11aw -
3
A�DENDUIVI TD G�MMERCIAL CAR� AGREEMENT
In�enti�e Payment Agreement
1N WITNESS WHEREDF, Campany and BBVA Compass have caused this Addendum ta the
C�mmer�ial Card Agreement to he executed hy their duly autharized representatives as af the
date set farth aelow.
Gvmpar�y: Town of Westlake
❑ate
Autharized Representative and Title
5ignature
gBVA Compass
❑ate
Authorize� Representative and Title
5ignature
a
Exhibit I
BgVA Compass Commercia! �ard Appiication Information
Campany 5etup
Company Name Town of Westlake
Tax ID�
Address 1500 Solana Blvd., Bldg 7,Ste 720Q
city,5tate,z+P Westiake, TX 75262
Phnne Number 8�T�3�-�941
RESPON5IBLE FOR ALL C�MMERCIAL CARD MAtNTENANGE ANO FUNCTIaN5,INCLL1pING NEW CAR!]
Primary Administrator A�DI714N5,CARd LIMITS,MCC CaDES,USAGf flF CAR�S,ETC.
Name Marfene Rutledge
VerifiCatfon I❑
Phvne Mumber (817}49D-5731
Email Address MRutledge�westlake-tx.org
Additfonal Administrator[s] BACKl1P 7d THE PRIMARY ADMINISTRATOR
Name Debbie Piper
Verification Ip
Phpne Numher �8i 7)296-3013
Emaif Address dpiper@westlake-tx.org
Additional Administratorfs} BACI[LIP T�THE PRIMARY ADiv11NSTRATOR
Name MBlinda 6rawn
Verifrcation I❑
Phone Humber (817}49D-5728
Email Address MBrown@westlake-tx.arg
Monthly tytle statement cu[off date Ithe day of the month)�PTIflNS ARE 2,4,5,6.7,8,9,1D,11.]2,13,14,15,1fi,
1718.t9,2�,21,22,23,24.25,Last Business Qay of month.First Busfness�ay of mvnth
�efault block international[autside oF the L}S}?[Block can he reversed tempvrarily for infrequent
internatfonal business travelers} � Yes � Na
�exas Puhlic Entity � Yes Nv
The Cammer�iai Card Primary Administratar and a Secondary Administrator are designated and autharired by the Company kv administer
the commercial card program an behalf af the Gnmpany,and induding,without Ifmitation,the ahility to make�hanges,additfons,
modification or deletlons,to the overall structure and settings a1 the tommereial card program.
Autholxed slgner
Amanda ❑eGan
Signature a1 Authorixed Representative Printed Name
Town Manager
71t1e date
Re�0512017 �°f�
Exhibit II
BBVA Compass Cammercial Card Applicatian Ir�formation
Fees
Alt Fees are nonrefundable.
Annual Fee$ �•0� lyear for each issued and outstanding Commercial Card
The annual fee shall be due and paya6le at the time of the first periodic billing on Company's Commerciaf Card Accnunt and annually
thereafter.The annual fee shall he tharged an each issued Commercial Card unless BBVA Campass has re�ef�ed written notf�e to cancel
that Commertfal Card at least one month prior to the assessment of the annual fee.
Corporate World Elite Annuai Fee g ���.�D (�ptional}
Expedlted�eli�ery Fee g �a��� (gy��quest)
ComRany Logo Fee $ �.00
BBVA Compass internet Card Management Tool Setup Fee $ �'��
86VA Compass internet Gard Management Todl Mnnthly Fee $ 4.��
Authafzed signer
5ignature of Authvrized Representati�e
Amanda�eGan
Printed IVame
Town Manager
Title
❑ate
Re�0512017 2 oT 3
Exhibit III
BBVA Compass Commercial Card Application Information
Authorization for Payment gy ACH Debit
Company Name: Town of WestlBk�
The akove named eompany("Company"J,by and through its authvrized representati�e,directs Cnmpass 8ank{"B$VA Compass"]to initlate
ACH deh�[entries to Company's demand depos3t actount desfgnated below for all amounts due to BBVA Campass under the Commer�iaf Card
Agreement executed�y Company:
❑epository Name: BBVA Compass
citv �allas stat� �x zi� �5225
�o�t��9 N�mee�[s aj9tts] ��3�1�547
Accaunt Number
If you ha�e ACH�ehit Blo�king on the accaunt numaer above,pfease allaw the€allowing ACIi Ips:�0741PCARI]and p147tPCAR�.
This authorizatlon shall remain in Full farce and eifect untfl BBVA Compass has recef�ed written natific8tian frvm Cqmpany terminating thls
autharization at least three t3?huslness days prior to the date of a transFer.
5ignature of Authorized Represenkati�e
Amanda DeGan
Printed Name
7own Manager
Title
�ate
e�os�zon 3 of 3
5tatutory Dec}aration Regarding
Exemp'�ion From ��ling Form 1�95
I, , of and the sale general partner of
, da hereby de�lare�hat:
is a wholly aw�ed subsidiary of
2. _��}V� ._ is a pUhlic�omparry traded on NASDRQ und�r the
symbol�s] ��v�
3. As a result of changes to Farm 1295 made effecti�e on .lanuary I, 2D18, a Forrn 1295 is
not requi�ed Fflr "a co�tra�t with a puhlicly traded �usir�ess enti�y, including a whally owned
subsi�iary Qf the �usiness entity. �Emphasis added.} 5ee 7exas Gov�rnment Cade
§225�.90$(c}{4}. 4.
�. Pursua�t ta �he foregoir�g, as a whaffy awned
su�Sidiary of a public company is nat required ta s��mi[a Farm 1295.
Acknowledg� by:
!r ,f I��
� � ����c�'U.;�( ����p ���
�- Na Titie
f�-
/
State o�Texas
�
County of ;�r+-��,t
PERSaNAtLY app�ared before me �U�i e _ Co�-�-nh�cq ry-,�who executed ar�d attested
the exe�uti�n of this dflcument.
SW�R€V Ta 6EF�RE ME t�is � a day of •�u+�� , �Df T .
_�-�4r� �[�rri
Notary Pu�lic �,. g �o��� �uMP
t �,� HOTARY P�$LfC•STATE OF TEJWS
1� 3� ���� ' r� q ��:��ae�rab'z
My�amm�ss�an Expires: � � � F�,+4 �pMM, �xp.ti2•st-2ox2
Form TCG Z27�
VERIFICATI�N REQLlIR.ED BY TE�CAS ��VEI�NMENT ��UE CHAYTER 2270
CQntract identifier:
Department:
By signing #��1nw, Company herby verifies the fali�wing�
1. Campany does not haycatt Israel; and
2. Campany will not�Oaycott Israel during th�term of the�ontract.
SlGNEd 6Y-
��.
Pr' ame nf Pers J�a�ieCottongarne
:`
�rrn , i , n �
Cv�y �Rela#ionship Manager BBVA
��
Date signed:
���ar�a��
STATE OF TExAS §
C�UN7Y OFr�§
��.1�`�-
B�F RE ME, the undersigs�ed NQtary Public on thss day personally appeared C'D�f [�Q_{Name}, orr
behalf af �Campany} who he�ng duly swvrn, stated under oath that he she has read the
foregoing �erification required by Texas Governrrzent Code 5ecfion Z27(].042 and said statements �ontained therein
are true and correcf..
SWflREV AND 5U8SCRIB�Q TD 6efore me,th;s�day of `�U��1� , 20�.
NO7ARY C3F PIJ�LIC,
FOR THE STAT�OF AS
My� issio �x I�s� ` �Ype� A{rL4NDR L. JOHNSpN
� * �o�nRr Pue��c.srA�aF r�x�s
��w iD#131t93T1-4
Governrr�ent Code§ �27�.Oa2, Pravisifln Required in Cantract �0�'� ��' E�•�'�'��t
Ef�ective: 5eptem�aer 1, 2017
A g❑vernrr�ental entity may nat enter inta a�antract wfkh a�atripany for ga�ds ar services unless the
cantract cantains a written verificatian frnm the cQrrtpany thaf it:
�'I}does not boycoit Israel; and
[2}wlll not boycott Israel dt�ring the term vf the cvntract.
7he fvllowing definitinr�s apply:
{1)"Baycott Israel" means refusing to deal with, terminating business activities with, ar otherwis�
taking any actian that is intended ko penalize, infiict ecanomic harm an, ar limit commercial reiations
specif�ally with Israel, ar with a person ❑r�ntity doing �ussn�ss in Israel or in an �sraeli-cantralled
territory, but daes not inc�ude an actiQn macle for ordinary t�usiness purposes.
{2} "Company" means a fa�-profit sole proprietarship, organizati�n, assaciation, carparatian,
partnership,}�int venture, limited�artnership, iimited iiability partnership, ❑r limited liabi3ity c�mpany,
incluofing a wholly vwned sutasidiary, majority-owned stabsidiary, parent campany, ar affiliate of tnose
e�tities vr�usiness assoc�atians fhat exists ta maEce a profit.
�3}"Governm�ntal entity° means a state agen�y or political suhdivisiars of this state.
State law requires verification from a Company for contracts involving goods or services
(regardless of the amaunt) before the City can enter into the contract.
Westlake Town Council
TYPE OF ACTION T x E i o w N o F
WESTLAKE
Regular Meeting - Consent o i sr i N o r i v E s v o f s i c N
Westlake Town Council Meeting
Monday, June 17, 2019
ToP►c: Consider approval of ordinance amending Chapter 34,Emergency Services,
Article II, Alarms and Article III, Department of Public Safety; Repealing
Chapter 38 Article III Fire/Rescue Department to change the name to
Westlake Fire — EMS Department; by including Article III of Chapter 38
into Chapter 34 changing the name to Fire—EMS Department.
STAFF Co1vTACT: Richard Whitten, Fire Chief
Strategic Ali�nment
� i � . � . . , ; . .
� �
- � �
Mission: Westlake is a
unique community blending
preservation of our natural Exemplary Service&Governance
environment and -We set the standard by delivering Attract,Recruit,
viewscapes,while serving Municipal& Retain&Develop the
unparalleled municipal and
our residents and businesess Academic Operations Highest Quality
with superior municipal and educational services at the lowest workforce
academic services that are cost.
accessible, efficient,cost-
effective, &trans arent.
. ,
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: June 17, 2019 Completion Date: N/A
Funding Amount: N/A Status - � N/A Source - N/A
EXECUTIVE SUMMARY(INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
On May 13, 2002 ,Town Council adopted Ordinance 417 establishing the Town of Westlake Fire
/ Rescue Department. On February 14, 2005, the Town Council amended Ordinance 472
establishing the Town of Westlake Department of Public Safety as a means of creating a
Page 1 of 2
Department of Public Safety(DPS) organization. The DPS concept has since been abandoned for
various reasons, some of which are the financial inefficiencies of this type of configuration. For
the past several years, the department has been operating as the Town of Westlake Fire — EMS
Department. Amending the ordinance and renaming the department would align the name with
the operational practices.
RECOMMENDATION
Staff recommends the adoption of an ordinance changing the name from "Town of Westlake
Department of Public Safety" to "Town of Westlake Fire—EMS Department".
ATTACHMENTS
Ordinance
Page2of2
TOWN OF WESTLAKE
ORDINANCE NO. 884
AN ORDINANCE AMENDING CHAPTER 34 ENTITLED "EMERGENCY
SERVICES", ARTICLE II, ALARMS AND ARTICLE III, DEPARTMENT OF PUBLIC
SAFETY OF THE CODE OF ORDINANCES OF THE TOWN OF WESTLAKE, TEXAS
BY REPEALING CHAPTER 38, ARTICLE III FIRE/RESCUE DEPARTMENT TO
CHANGE THE NAME TO WESTLAKE FIRE — EMS DEPARTMENT; BY
INCLUDING ARTICLE III OF CHAPTER 38 INTO CHAPTER 34; PROVIDING A
SAVINGS CLAUSE; AND AN EFFECTIVE DATE.
WHEREAS, the Town of Westlake, TeXas is a generallaw Town; and
WHEREAS, the Town Council of the Town of Westlake finds it necessary for the public
health, safety and welfare that proper naming, identification, and organization is necessary; and
WHEREAS, the Town of Westlake, Texas is authorized to provide emergency
ambulance service; and
WHEREAS, on May 13, 2002, the Town Council adopted Ordinance 417 establishing
the Town of Westlake Fire/Rescue Department; and
WHEREAS, on February 14, 2005, in pursuit of becoming a Department of Public
Safety (DPS) organization, the Town Council amended ordinance adopting Ordinance 472
establishing the Town of Westlake Department of Public Safety. The DPS idea has since been
abandoned for various reasons; and
WHEREAS, upon the recommendation of the Westlake Fire Chief, the Town Council of
the Town of Westlake, Texas, is of the opinion that it is in the best interests of the town and its
citizens that the renaming of the department and reordering of articles into the proper chapters,
should be approved and adopted.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: That all matters stated in the preamble are found to be true and correct and
are incorporated herein as if copied in their entirety.
SECTION 2: That Chapter 34, "Emergency Services" of the Town of Westlake Code of
Ordinances, as amended, is hereby amended as follows.
Chapter 34—EMERGENCY SERVICES
Ordinance 884
Page 1 of 4
ARTICLE L —IN GENERAL
Secs. 34-1 —34-30. —Reserved.
ARTICLE II. —FIRE - EMS DEPARTMENT
Sec. 34-31. - Created.
There is created and established the town of Westlake fire—EMS department, for the
protection of life and property from hazardous situations, for the giving of aid, for the
suppression and prevention of crime and fire, for the mitigation of hazardous material release,
and for the rescue of entrapment; consisting of the fire chief, officers, fire companies and
ambulance companies. The fire chief shall be appointed by the town manager.
Sec. 34-32. —Powers and duties of fire chief.
The fire chief shall have the control, subject to the order and direction of the town manager,
of the fire—EMS department and all emergency apparatus belonging to the town. The fire chief
shall also oversee the town's fire marshal duties; administer the town's fire code and perform fire
and arson investigation duties as necessary, and oversee the contracting of these services to other
agencies as recommended by the town manager and approved by the town council.
Sec. 34-33. - Officer in command.
In case of fire or other emergency, the fire chief and his assistants shall rank in the order
named and the officer of the highest rank at the emergency incident shall take command of the
fire-EMS department, and direct the management thereof for the suppression of the fire or
mitigation of incident in the best manner possible; and when it may be necessary for the
protection of other property and to prevent the spread of the conflagration, the officer in
command may cause buildings to be removed, torn down or destroyed in the best manner
possible.
Sec. 34-34. - Emergency ambulance service.
(a) Emergency ambulance service shall be provided within the corporate limits of the town by
the town of Westlake Fire—EMS department.
(b) Ambulance attendants shall have the authority to pick up any injured or sick person(s)
found on public or private property whenever the need arises and also when and if requested
to do so by some person responsible for the sick or injured person.
(c) Ambulance service will be provided to persons outside the town when a mutual aid
agreement has been agreed upon and approved by the board of aldermen.
(d) It shall be the sole responsibility of the fire — EMS department person in charge of the
ambulance at the emergency scene as to which hospital the patient will be taken, based on
the hospital's capability and severity of the case.
(e) The person transported, or in the event such person is a minor or incompetent, then such
person's parent or guardian, shall be responsible for the fees or charges incurred for the town
Ordinance 884
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emergency ambulance service. Such fees or charges shall be payable to the Town of
Westlake, Texas.
(� False statement of emergency. It shall be unlawful or any person to willfully inform the
police/fire dispatcher, or other police or fire official that an ambulance or more than one
ambulance is needed at a location or address when such person knows that such statement is
false.
(g) Private ambulance service in the town will only be allowed upon the issuance of a permit
through the fire chief, based on the recommendation of the town manager and approved by
the town council. Private ambulance companies will be restricted to the non-emergency
calls, transfers, removing of deceased persons, sick calls of a non-emergency nature. This
section excludes all mortuaries from requiring the permit requirement.
(h) This article will authorize the fire chief to permit a private ambulance company to respond
to emergency calls only if the town ambulance or mutual aid ambulance is not available for
the call.
Sec. 34-35. - Town manager's approval required.
No officer shall be elected or appointed within the organization of the fire department
without the approval of the town manager.
Sec. 34-36. - Authority of officer, agent or employee.
Every officer, agent or employee of the town while responding to emergency calls or
reacting to emergency situations, regardless of whether any declaration of emergency has been
declared or proclaimed by a unit of government or subdivision thereof, is hereby authorized to
act or not to act in such a manner to effectively deal with the emergency. An action or inaction is
"effective" if it in any way contributes or can reasonably be thought by the provider of such
emergency service to contribute to preserving any lives or property. This section shall prevail
over every other ordinance,resolution, rule, or order of the town and, to the extent to which the
town has the authority to so authorize, over any other law establishing a standard of care in
conflict with this section. Neither the town nor the employee, agent or officer thereof, or any
other unit of government or subdivision thereof, or its employees, agents or officers shall be
liable for failure to use ordinary care in such emergency.
Sec. 34-37. - Rendering aid outside corporate limits.
Members of the fire—EMS department are authorized to go outside the corporate limits of
the town for the purpose of rendering aid to other fire departments and communities, or of
eXtinguishing fires or rendering aid in the case of accidents. Provided, that the fire department
shall not render such service outside the corporate limits excepting upon orders of the town
manager, excepting that where the town has undertaken by contract to render service to property
outside the corporate limits the fire department may leave the corporate limits in the fulfillment
of such contract.
Sec. 34-38. - Assigning fire department/equipment to other governmental entities.
The town manager is authorized to assign the duties and responsibilities of the fire
department to another governmental entity pursuant to contract. In the case of such an
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assignment, the town manager may authorize the utilization of Town of Westlake fire equipment
and resources by the contracting entity.
SECTION 3: That all provisions of Chapter 34 not hereby amended shall remain in full
force and effect.
SECTION 4: That this Ordinance shall be cumulative of all other Town Ordinances and
all other provisions of other Ordinances adopted by the Town which are inconsistent with the
terms or provisions of this Ordinance are hereby repealed.
SECTION 5: This ordinance shall take effect immediately from and after its passage as
the law in such case provides.
PASSED AND APPROVED ON THIS 17th DAY OF JUNE 2019.
ATTEST:
Laura L. Wheat, Mayor
APPROVED AS TO FORM:
Kelly Edwards, Town Secretary
L. Stanton Lowry, Town Attorney
Ordinance 884
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Westlake Town Council
TYPE OF ACTION T x E i o w N o F
WESTLAKE
Regular Meeting - Consent o i sr i N o r i v E s v o f s i c N
Westlake Town Council Meeting
Monday, June 17, 2019
ToP►c: Consider approval of ordinance amending Chapter 38, Fire Prevention and
Protection of the Code of Ordinances; adopting the 2018 Edition of the
International Fire Code with Amendments; by including Article II Alarms
of Chapter 34 into Chapter 38.
STAFF CoNTACT: Richard Whitten, Fire Chief
Strategic Alignment
i i � . � . . , ; . .
� �
- 1 �
Mission: Westlakc is a
unique community blending
preservation of our natural Exemplary Service&Governance
environment and -We set the standard by delivering Attract,Recruit,
viewscapes,while serving Municipal& Retain&Develop the
unparalleled municipal and
our residents and businesess Academic Operations Highest Quality
with superior municipal and educational services at the lowest Workforce
academic services that are cost.
accessible, efficient,cost-
cffcctivc, &transparcnt.
�
Outsidc thc Scope of Identified Strategic Initiatives
Time Line- Start Date: June 17, 2019 Completion Date: N/A
Funding Amount: N/A Status - � N/A Source -N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
In keeping with the latest fire code standards and maintaining ISO ratings, complying with the
latest fire code standards is necessary for the public health, safety and welfare of the citizens and
visitors of Westlake. These standards help to ensure that Westlake remains a safe community.
Pageiof2
RECOMMENDATiON
Staff recommends the approving the ordinance adopting the 2018 Edition of the International Fire
Code with amendments, and moving the Article "Alarms" from Chapter 34 to Chapter 38.
ATTACHMENTS
Ordinance
Page2of2
TOWN OF WESTLAKE
ORDINANCE NO. 885
AN ORDINANCE AMENDING CHAPTER 38 ENTITLED "FIRE PREVENTION AND
PROTECTION", OF THE CODE OF ORDINANCES OF THE TOWN OF WESTLAKE,
TEXAS BY ADOPTING THE 2018 EDITION OF THE INTERNATIONAL FIRE CODE,
WITH AMENDMENTS TO SAID CODE; BY INCLUDING ARTICLE II ALARMS OF
CHAPTER 34 INTO CHAPTER 38 PROVIDING A SAVINGS CLAUSE; PROVIDING
FOR CRIMINAL PENALTIES; AND AN EFFECTIVE DATE
WHEREAS, the Town of Westlake, Texas is a general law Town; and
WHEREAS the Town Council of the Town of Westlake, Texas, finds it necessary for the
public health, safety and welfare that adopting the 2018 edition of the International Fire Code to
provide for the safety of the citizens and visitors of Westlake; and
WHEREAS, upon the recommendation of the Westlake Fire Chief, the Town Council of
the Town of Westlake, Texas, is of the opinion that it is in the best interests of the town and its
citizens that certain amendments to the International Fire Code that address concerns unique to
the development within the Town of Westlake, should be approved and adopted.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: That all matters stated in the preamble are found to be true and correct and
are incorporated herein as if copied in their entirety.
SECTION 2: That Chapter 38, "Fire Prevention and Protection" of the Town of
Westlake Code of Ordinances, as amended, is hereby amended as follows.
Chapter 38 —FIRE PREVENTION AND PROTECTION
ARTICLE L —IN GENERAL
Secs. 38-1 —38-30. —Reserved.
ARTICLE II. CODES
Sec. 38-31. Adoption of fire code.
The town adopts the entirety of the 2018 Edition of the International Fire Code, including
AppendiX Chapters A, B, C, D, E, F, G, H, I, K, L AND M published by the International Code
Ordinance 885
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Council, Inc., save and except such portions as are deleted or amended by this ordinance, and the
same are hereby adopted and incorporated as fully as if set out at length herein.
Sec. 38-32. —Permit required.
No person shall perform any work or supply any materials falling within the jurisdiction of
one of the respective codes adopted under [this article] without first having secured a permit in
accordance with applicable code.
Sec. 38-33. -Penalty.
That any person, either by himself or agent, and any firm, corporation or other entity who
violates any of the provisions of the codes adopted in section 38-31 shall be deemed guilty of a
misdemeanor and, upon conviction of any such violation, shall be punished as provided in
section 1-9. In any case of a violation of any of the terms and provisions of the codes adopted by
the ordinance, by any corporation, the officers and agents actively in charge of the business of
such corporation shall be subject to the penalty provided in this section.
Sec. 38-34. —Amendments to the 2018 International Fire Code.
That the 2018 International Fire Code, as adopted herein, is hereby amended and incorporated
herein and attached hereto for all purposes of this ordinance. The Town of Westlake, Texas may
from time to time determine that additional local modifications to the Fire Code are necessary
and appropriate to meet the unique needs of the Town of Westlake, TeXas. To effectuate these
local modifications, the Town Council shall enact individual ordinances amending this
Ordinance, fully setting forth the change to be made in the Fire Code. These amendments shall
be consolidated in Chapter 38.
The following sections, paragraphs, and sentences of the 2018 International Fire Code (IFC) are
hereby amended as follows: Standard type is teXt from the IFC. Underlined type is text inserted.
T ;„��' *'�r�„�'� *��� ;� �'�,�*��' *��* ��� r�'�' A double asterisk (**) at the beginning of a section
identifies an amendment carried over from the 2018 edition of the code and a triple asterisk(***)
identifies a new or revised amendment with the 2018 code.
Note: Historically, the North Central Texas Council of Governments (NCTCOG) has limited
Chapter 1 amendments in order to allow each city to insert their local policies and procedures.
We now have suggested certain items to be brought to the attention of cities considering
adoption of the code that may be of concern to several jurisdictions. It is still intended to be
discretionary to each city to determine which Chapter 1 amendments to include.
**Section 102.1; change #3 to read as follows:
3. Existing structures, facilities, and conditions when required in Chapter 11 or in s�ecific
sections of this code.
(Reason: To clarify that there are other provisions in the fire code applicable to existing
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buildings that are not located in Chapter 11, including but not limited to Section 505 Premises
Identification.)
**Section 105.3.3; change to read as follows:
105.3.3 Occupancy Prohibited before Approval. The building or structure shall not be occupied
prior to the fire code official issuing a permit when required and conducting associated inspections
indicating the applicable provisions of this code have been met.
(Reason: For clarity to allow for better understanding in areas not requiring such permits, such as
unincorporated areas of counties. This amendment may be struck by a city.)
**Section 105.7; add Section 105.7.26 to read as follows:
105.7.26 Electronic access control systems. Construction permits are required for the
installation or modification of an electronic access control system, as specified in Chapter 10. A
se�arate construction permit is rec�uired for the installation or modification of a fire alarm system
that may be connected to the access control system. Maintenance performed in accordance with
this code is not considered a modification and does not require a permit.
(Reason: Adds constr�uction permit requirements for electronic access control systems affecting
access and/or egress to ensure proper design and installation of such systems. These changes
reflect local practices of municipalities in this region.)
**Section 202; amend and add definitions to read as follows:
** [B] AMBULATORY CARE FACILITY. Buildings or portions thereof used to provide
medical, surgical, psychiatric, nursing, or similar care on a less than 24-hour basis to persons
who are rendered incapable of self-preservation by the services provided or staff has accepted
responsibility for care recipients already incapable. This r�oup may include but not be limited to
the followin�:
- Dialysis centers
- Procedures involvin� sedation
-Sedation dentistry
- Surgery centers
- Colonic centers
- Psvchiatric centers
(Reason: to clarify the range of uses included in the definition)
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�� [B] ATRIUM. An opening connecting �e three or more stories... {remaining text
unchanged}
(Reason: Accepted practice in the region based on legacy codes. IBC Section 1009 permits
unenclosed two-story stairways under certain circumstances.)
�� [B] DEFEND IN PLACE. A method of emer_gencv response that en�a�es building
components and trained staff to provide occu�ant safety during an emergency. EmergencX
response involves remainin�place, relocating within the buildin�, or both, without evacuating
the buildin�.
(Reason: Added fi^om International Building Code (IBC) definitions for consistency in
interpretation of the subject requirements pertaining to such occupancies.)
**FIRE WATCH. A temporary measure intended to ensure continuous and systematic
surveillance of a building or portion thereof by one or more qualified individuals or standbv
personnel when required bv the fre code o�fcial, for the purposes of identifying and controlling
fire hazards, detecting early signs of unwanted fire, raising an alarm of fire and notifying the fire
department.
(Reason: Clearly defines options to the fire department for providing a fire watch.)
**FIREWORKS. Any composition or device for the purpose of producing a visible or an
audible effect for entertainment purposes by combustion, deflagration, e� detonation, and/or
activated bv ignition with a match or other heat �roducin� device that meets the definition of
1.3G fireworks or 1.4G fireworks. ... {Remainder of text unchanged}...
(Reason:Increased safety from fireworks related injuries.)
HIGH-PILED COMBIISTIBLE STORAGE: add a second paragraph to read as follows:
Any building classified as a r�oup S Occupancy or Speculative Building exceeding 6,000 sc�
ft. that has a clear hei�ht in excess of 14 feet, making it �ossible to be used for stora_ge in
excess of 12 feet, shall be considered to be high-piled storage. When a specific product
cannot be identified, a fire protection system and life safety features shall be installed as for
Class IV commodities, to the maximum pile hei�
(Reason: To provide protection for worst-case scenario in flexible or unknown situations.)
**Option B
HIGH-RISE BLTILDING. A building with an occupied floor located more than � 55 feet (�
�-68 16 764 mm) above the lowest level of fire department vehicle access.
(Reason: Allows for additional constr�uction safety features to be provided, based on firefighting
response capabilities.)
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��REPAIR GARAGE. A building, structure or portion thereof used for servicing or repairing
motor vehicles. This occupancy shall also include _garages involved in minor repair, modification
and servicin� of motor vehicles for items such as lube chan eg s, inspections, windshield repair or
replacement, shocks, minor part replacement, and other such minor repairs.
(Reason: To further clarify types of service work allowed in a repair garage, as well as to
correspond with definition in the IBC.)
**SELF-SERVICE STORAGE FACILITY. Real propertv desi�ned and used for the purpose
of renting or leasing individual stora e�spaces to customers for the pur�ose of storing and
removing_personal property on a self-service basis.
(Reason: To provide a definition that does not exist in the code.)
**STANDBY PERSONNEL. Qualified fire service personnel approved bv the Fire Chief.
When utilized, the number rec�uired shall be as directed bv the Fire Chie£ Charges for utilization
shall be as normally calculated b.��jurisdiction.
(Reason: To provide a definition that does not exist in the code for fire watch accoinmodations
as required by the jurisdiction.)
**UPGRADED OR REPLACED FIRE ALARM SYSTEM. A fire alarm system that is
u��raded or replaced includes,but is not limited to the following_
• Replacing one single board or fire alarm control unit component with a newer model
• Installing a new fire alarm control unit in addition to or in place of an existin�
• Conversion from a horn system to an emer�y voice/alarm communication system
• Conversion from a conventional system to one that utilizes addressable or analo� devices
The followin� are not considered an u��rade or replacement:
• Firmware u�dates
• Software updates
• Replacing boards of the same model with chips utilizing the same or newer firmware
(Reason: This is referenced in several places, but the wording of "upgraded or replaced" is
somewhat ambiguous and open to interpretation. Defining it here allows for consistent
application across the region.)
**Section 307.1.1; change to read as follows:
110.4 Violation penalties.
Persons who shall violate a provision of this code or shall fail to comply with any of the
requirements thereof or who shall erect, install, alter, repair or do work in violation of the
approved construction documents or directive of the fire code official, or of a permit or
certificate used under provisions of this code, shall be guilty of a misdemeanor and, upon
conviction in the Municipal Court, shall be subject to a fine not exceedin� TWO THOUSAND
AND NO/100 ($2,000.00�DOLLARS for each offense. Each day that a violation continues after
Ordinance 885
Page 5 of 40
due notice has been served shall be deemed a separate offense.
**Section 307.1.1; change to read as follows:
307.1.1 Prohibited Open Burning. Open burning ;m^" '�� Nr^'��'��*��' that is offensive or
objectionable because of smoke emissions or when atmospheric conditions or local
circumstances make such fires hazardous shall be prohibited.
Exception: {No change.}
(Reason: To further protect adjacent property owners/occupants fi^om open burning and/or
smoke emissions from open burning.)
**Section 307.2; change to read as follows:
307.2 Permit Required. A permit shall be obtained from the fire code official in accordance
with Section 105.6 prior to kindling a fire for recognized silvicultural or range or wildlife
management practices, prevention or control of disease or pests, or open burnin� ^—�.
Application for such approval shall only be presented by and permits issued to the owner of the
land upon which the fire is to be kindled.
Examples of state or local law, or regulations referenced elsewhere in this section may include
but not be limited to the followin�:
1. Texas Commission on Environmental Qualitv (TCEQ) �uidelines and/or restrictions.
2. State, Countv, or Local tem�orary or�ermanent bans on o�en burnin�.
3. Local written policies as established by thee are code o�acial.
(Reason: Amendments to 307.2, 307.4, 307.4.3, and 307.5 better explain current requirements
and recognize that jurisdictions have local established policies that best fit their environments.)
**Section 307.3; change to read as follows:
307.3 Extinguishment Authority. �x"��r ^ �r '",�;r� ^ �^+�� ^ ^aa� +^ ^ '�^�^ra^„� �;+„^+;^r
�
,
^ra�r *'�� ��*;r�,,;�'���r* ��'*'�� � „ '-„�;r� � r�+;�r. The fire code official is authorized to
order the eXtinguishment b.�permit holder, another person responsible or the fire department
of open burnin�that creates or adds to a hazardous or objectionable situation.
(Reason: Provides direction as to responsible parties relative to extinguishment of the subject
open burning.)
**Section 307.4; change to read as follows:
307.4 Location. The location for open burning shall not be less than�9 300 feet (�5-�49 91 440
mm) from any structure, and provisions shall be made to prevent the fire from spreading to
within�9 300 feet (�5-�49 91 440 mm) of any structure.
Ordinance 885
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Exceptions: {No change.}
(Reason: To increase the separation distance thereby increasing the safety to adjacent
properties, as per applicable TCEQ r�ules and regulations regarding outdoor burning.)
**Section 307.4.3, Exceptions; add exception #2 to read as follows:
Exceptions:
2. Where buildin�s,balconies and decks are protected by an a�proved automatic sprinkler
s s�tem.
(Reason: To reflect similar allowances for open flame cooking in these same locations.)
**Section 307.4.4 and 5; add section 307.4.4 **Section 307.4.4 and 307.4.5; change to read as
follows:
307.4.4 Permanent Outdoor Fire�it. Permanently installed outdoor firepits for recreational fire
purposes shall not be installed within 10 feet of a structure or combustible material.
Exception: Permanently installed outdoor fireplaces constructed in accordance with the
International Buildin�
307.4.5 Trench Burns. Trench burns shall be conducted in air curtain trenches and in
accordance with Section 307.2.
(Reason: To provide a greater level of safety for this potentially hazardous fire exposure
condition. Decrease in separation distance allowed for outdoor firepits due to permanent nature
of construction having substantial securement.)
**Section 307.5; change to read as follows:
307.5 Attendance. Open burning, trench burns, bonfires, recreational fires, and use of portable
outdoar fireplaces shall be constantly attended until the... {Remainder of section unchanged}
(Reason: Adds attendance for trench burns based on previous amendment provision for such.)
**Section 308.1.4; change to read as follows:
308.1.4 Open-flame Cooking Devices. �'��ee�'z�n����t�r�Open-flame cooking
devices, charcoal grills and other similar devices used for cookin�shall not be �located
or used on combustible balconies, decks, or within 10 feet (3048 mm) of combustible
construction.
1. One- and two-family dwellings, eXcept that LP-gas containers are limited to a water
Ordinance 885
Page 7 of 40
ca�acitv not �reater than 50 �ounds (22.68 k�) fnominal 20-pound (9.0g k�) LP-gas
capacity] with an ag�regate LP- as�capacity not to eXceed 100 pounds (5 containers�.
2. Where buildings, balconies and decks are protected by an ap�roved automatic sprinkler
system, except that LP-�as containers are limited to a water capacitv not �reater than 50
pounds (22.68 kg) fnominal 20-pound (9.08 kg) LP- as�capacityl, with an ag�regate LP-
a�s capacitv not to exceed 401bs. (2 containers�
3. {No change.}
(Reason: Decrease fire risk in multi family dwellings and minimizes ignition sources and clarify
allowable limits for 1 & 2 family dwellings and allow an expansion for sprinklered multi family
uses. This amendment adds clarification and defines the container size allowed for residences.)
**Section 308.1.6.2, Exception #3; change to read as follows:
Exceptions:
3. Torches or flame-producing devices in accordance with Section�4 308.1.3.
(Reason: Section identified in published code is inappropriate.)
**Section 308.1.6.3; change to read as follows:
308.1.6.3 Sky Lanterns. A person shall not release or cause to be released an ���*��
unmanned free-floating device containing an open flame or other heat source, such as but not
limited to a sky lantern.
(Reason: Eliminates the potential fire hazard presented by utilization of such devices and the
potential accidental release of such devices.)
**Section 311.5; change to read as follows:
311.5 Placards. � The fire code o�f cial is authorized to require marking of any vacant or
abandoned buildings or structures determined to be unsafe pursuant to Section 110 of this code
relating to structural or interior hazards, �'��" '�� ��r'��a as required by Section 311.5.1 through
311.5.5.
(Reason: There may be situations where placarding is not desired or necessary; also clarifies
intent that it is not the fire code official's responsibility to provide the placard.)
**Section 403.5; change Section 403.5 to read as follows:
403.5 Group E Occupancies. An approved fire safety and evacuation plan in accordance with
Section 404 shall be prepared and maintained for Group E occupancies and for buildings
containing both a Group E occupancy and an atrium. A dia ra�m depicting two evacuation routes
Ordinance 885
Page 8 of 40
shall be �osted in a cons�icuous location in each classroom. Group E occupancies shall also
comply with Sections 403.5.1 through 403.5.3.
(Reason: The diagrams are intended to assist with egress in such occupancies —specifically, the
primary teacher is not always present to assist children with egress. Also, such will help
reinforce evacuation drill requirements.)
**Section 404.2.2; add Number 4.10 to read as follows:
4.10 Fire eXtin uig shing, system controls.
(Reason: The committee believed this information could be of great help to such plans to
facilitate locating sprinkler valves to minimize water damage,for instance.)
**Section 405.4; change Section 405.4 to read as follows:
405.4 Time. The fire code official ma�e�uire an evacuation drill at an. t� Drills shall be
held at unexpected times and under varying conditions to simulate the unusual conditions that
occur in case of fire.
(Reason: This change clarifies who may require a fire or evacuation drill).
**Section 501.4; change to read as follows:
501.4 Timing of Installation. When fire apparatus access roads or a water supply for fire
protection is required to be installed for any structure or development, they shall be installed,
tested, and a�proved prior to the time of which construction has progressed beyond completion
of the foundation of any structure. , c ^'� r ^+�^+;^^ �'��" '�� ;„�*�"�a �^a m�a� �� ��'�'� r
(Reason: Reflects current practice in the region relative to ensuring fire department and EMS
access during constr�uction, which can be a time of increased fi^equency for emergency
incidents.)
**Section 503.1.1; add sentence to read as follows:
Except for one- or two-family dwellings, the path of ineasurement shall be alon� a minimum of a
ten feet (10') wide unobstructed pathway around the external walls of the structure.
(Reason: Recognizes that the hose lay provision can only be measured along a pathway that is
wide enough for fire fighter access.)
**Section 503.2.1; change to read as follows:
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Page 9 of 40
503.2.1 Dimensions. Fire apparatus access roads shall have an unobstructed width of not less
than �24 feet (��°�n 7315 mm), eXclusive of shoulders, eXcept for approved security gates
in accordance with Section 503.6, and an unobstructed vertical clearance of not less than�3-�€�
ti ;,,,.�,o� in, , c ,Y„Y,� 14 feet (4267 mm�.
Exception: Vertical clearance may be reduced; provided such reduction does not impair
access b_y fire a�aratus and a�proved signs are installed and maintained indicatin�e
established vertical clearance when a�roved.
(Reason: Amendments to 503.2.1 and 503.2.2 recognize that the equipment now used in
firefighting is increasing in size. The code already recognizes that larger dimensions may be
required under Section 503.2.2. The amendments are to standardize the dimensions for this
area. With the increase in fire apparatus size, this will allow for the passage of two fire
apparatus during a fire or EMS emergency.)
**Section 503.2.2; change to read as follows:
503.2.2 Authority. The fire code official shall have the authority to require an increase in the
minimum access widths and vertical clearances where they are inadequate for fire or rescue
operations.
(Reason: Amendments to 503.2.1 and 503.2.2 recognize that the equipment now used in
firefighting is increasing in size. The code already recognizes that larger dimensions may be
required under Section 503.2.2. The amendments are to standardize the dimensions for this
area. With the increase in fire apparatus size, this will allow for the passage of two fire
apparatus during a fire or EMS emergency.)
**Section 503.2.3; change Section 503.2.3 to read as follows:
503.2.3 Surface. Fire apparatus access roads shall be designed and maintained to support
imposed loads of 80,000 Lbs. for fire apparatus and shall be surfaced so as to provide all-weather
driving capabilities.
(Reason: To address the current size of fire tr�ucks in use — figure derived fi^om DOT
requirements for waiver of vehicle exceeding such weight.)
**Section 503.3; change to read as follows:
503.3 Marking. ��e�e�e���' '��� *'�� ���ce�^�^'�e�s�g��at#e��
����������}�� . �ra� �.rn D A 7?TITAT!'= �r��� Striping, si ng s,or
other markings, when a�roved b,��e�ire code o�acial, shall be provided for fire apparatus
access roads to identify such roads or prohibit the obstruction thereof.
,^��� ��� a��;�r^*�a Strip�,�ns and other markings shall be maintained in a clean and legible
condition at all times and be replaced or repaired when necessary to provide adequate visibility.
(1) Stri�ing — Fire apparatus access roads shall be continuously marked bv painted lines of
Ordinance 885
Page 10 of 40
red traffic �aint six inches (6") in width to show the boundaries of the lane. The words "NO
PARKING FIRE LANE" or "FIRE LANE NO PARKING" shall a�ear in four inch (4"�
white letters at 25 feet intervals on the red border markin sg along both sides of the fire lanes.
Where a curb is available, the striping shall be on the vertical face of the curb.
�2) Signs — Si�ns shall read "NO PARKING FIRE LANE" or "FIRE LANE NO PARKING"
and shall be 12" wide and 18" hi_�Signs shall be painted on a white back�round with
letters and borders in red, using not less than 2" lettering. Si�ns shall be permanently affixed
to a stationar�post and the bottom of the sign shall be six feet, six inches (6'6") above
finished grade. Signs shall be spaced not more than fift. f�(50'�apart alon�both sides of
the fire lane. Si_ng s mav be installed on permanent buildin�s or walls or as a�roved b,��
Fire Chief.
���(3) In-laid Pavers - In-laid fire lane identification systems ma�pproved by the fire
code official. A�proved in-laid fire lane identification systems will be enforced under this
code as with other provisions of this code.
���(4) Etched Stone Markings — Approved etched stone fire lane identification systems
will be enforced under this code as with other�rovisions of this code.
***(5) Alternative Fire Lane Markin�s —Means of identifyin� fire lanes shall be approved
by fire code official. The use of curbs, poles, or other a�roved devices may be considered.
(Reason: Establishes a standard method of marking and reflects local long-standing practices.)
**Section 503.4; change to read as follows:
503.4 Obstruction of Fire Apparatus Access Roads. Fire apparatus access roads shall not be
obstructed in any manner, including the parking of vehicles. The minimum widths and
clearances established in Section 503.2.1 and any area marked as a fire lane as described in
Section 503.3 shall be maintained at all times.
(Reason: As originally worded, the section implied that vehicles could be parked in the marked
fire lane and not be in violation if the minimum width is still maintained. Current accepted
enforcement practice is to require the entire marked fire lane to be maintained clear and
unobstr�ucted.)
**Section 505.1; change to read as follows:
505.1 Address Identification. New and existing buildings shall be provided with approved
address identification. The address identification shall be legible and placed in a position that is
visible from the street or road fronting the property. Address identification characters shall
contrast with their background. Address numbers shall be Arabic numbers or alphabetical letters.
Numbers shall not be spelled out. Each character shall be not less than 6
inches (152.4 mm�high with a minimum stroke width of 1/2 inch (12.7 mm). Where required by
the fire code official, address numbers shall be provided in additional approved locations to
Ordinance 885
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facilitate emergency response. Where access is by means of a private road, buildings do not
immediately front a street, and/or the building cannot be viewed from the public way, a
monument, pole or other sign with a�proved 6 inch (152.4 mm) hei�ht buildin� numerals or
addresses and 4 inch (101.6 mm) height suite/apartment numerals of a colar contrasting with the
back�round of the buildin� or other a�roved means shall be used to identify the structure.
Numerals or addresses shall be posted on a minimum 20 inch (508 mm�by 30 inch (762 mm�
back�round on border. Address identification shall be maintained.
Exce�tion: R-3 Sin�le Famil,�pancies shall have approved numerals of a minimum
3 '/z inches (88.9 mm) in height and a color contrasting with the background clearly
visible and le�ible from the street frontin� the propertv and rear allevwav where such
alle�y exists.
(Reason: To increase the minimum addressing requirements for commercial properties and
establish a minimum for single family residential properties Such improves legibility of these
signs which are critical to emergency response in a more timely manner.)
**Section 507.4; change to read as follows:
507.4 Water Supply Test Date and Information. The water supplv test used for hydraulic
calculation of fire protection systems shall be conducted in accordance with NFPA 291
"Recommended Practice for Fire Flow Testing and Marking of Hydrants" and within one year of
sprinkler �lan submittal. The fire code official shall be notified prior to the water supply test.
Water supply tests shall be witnessed by the fire code official, as required
. The exact location of the static/residual hydrant and the flow h�drant shall
be indicated on the design drawings. All fire protection plan submittals shall be accompanied bX
a hard co�y of the waterflow test report, or as approved by thee are code o�'ficial. The report must
indicate the dominant water tank level at the time of the test and the maximum and minimum
o�erating levels of the tank, as well, or identify a�licable water su�lv fluctuation. The
licensed contractor must then desi�n the fire �rotection system based on this fluctuation
information, as per the a�licable referenced NFPA standard. Reference Section 903.3.5 for
additional design requirements.
(Reason: Clarifies intent of the test to ensure contractor accounts for water supply fluctuations.)
**Section 507.5.4; change to read as follows:
507.5.4 Obstruction. Unobstructed access to fire hydrants shall be maintained at all times. Posts,
fences, vehicles, growth, trash, storage and other materials or objects shall not be placed or ke�t
near fire h,ydrants, fire department inlet connections or fire protection system control valves in a
manner that would prevent such equipment or fire hydrants from being immediately discernible.
The fire department shall not be deterred or hindered from gaining immediate access to fire
protection equipment or�re hydrants.
(Reason: Additional guidance based on legacy language to ensure these critical devices are
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available in an emergency incident.)
**Section 509.1.2; add new Section 509.1.2 to read as follows:
509.1.2 Sign Rec�uirements. Unless more strin�ent requirements a�ly, letterin� for si�ns
required by this section shall have a minimum height of 2 inches (50.8 mm) when located inside
a building and 4 inches (101.6 mm) when located outside, or as a�roved b,�e are code
�f cial. The letters shall be of a color that contrasts with the back ound.
(Reason: Provides direction as to appropriate sign criteria to develop local and regional
consistency in this regard.)
***Section 603.3.2 and 603.3.2.1; change to read as follows:
603.31 Fuel oil storage in outside, above-ground tanks. Where connected to a fuel-oil piping
system, the maximum amount of fuel oil storage allowed outside above ground without
additional protection shall be 660 gallons (2498 L). The storage of fuel oil above ground in
quantities eXceeding 660 gallons (2498 L) shall comply with NFPA 31 and Chapter 57.
603.3.2 Fuel oil storage inside buildings. Fuel oil storage inside buildings shall comply with
Sections 603.3.2.1 through 603.3.2.5 e�and Chapter 57.
603.3.2.1 Quantity limits. One or more fuel oil storage tanks containing Class II or III
combustible liquid shall be permitted in a building. The aggregate capacity of all tanks shall not
exceed the following:
1. 660 gallons (2498 L) in unsprinklered buildings, where stored in a tank complying with
UL 80, UL 142 or UL 2085 for Class III lic�uids, and also listed as a double-
wall/secondary containment tank for Class II liquids.
2. 1,320 gallons (4996 L) in buildings equipped with an automatic sprinkler system in
accordance with Section 903.3.1.1, where stored in a tank complying with UL 142 or UL
2085 as a double-wall/secondary containment tank.
3. 3,000 gallons (11 356 L) where stored in protected above-ground tanks complying with
UL 2085 and Section 5704.2.9.7 and the room is protected by an automatic sprinkler
system in accordance with Section 903.3.1.1.
(Reason: Issues addressed by Chapter 57, such as venting to outside of buildings, remote fill to
outside of building, overfill protection, physical protection, etc., are not included in Section
603.3, so compliance with Chapter 57 is also required. The Board determined that fuel storage
in such tanks inside of buildings is commonly in double-wall tanks, and that this inherent leak
protection was pr�udent in order to allow these quantities of combustible liquids to be stored
inside a building for such purpose.)
**Section 807.5.2.2 and 807.5.2.3; change to read as follows:
807.5.2.2 Artwork in Corridors. Artwork and teaching materials shall be limited on the walls
of corridors to not more than 20 percent of the wall area. Such materials shall not be continuous
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from floor to ceilin� or wall to wall. Curtains, dra�eries, wall hangin�s, and other decorative
material suspended from the walls or ceilings shall meet the flame propa atg ion performance
criteria of NFPA 701 in accordance with Section 807 or be noncombustible.
EXce�tion: Corridars protected by an a�roved automatic sprinkler system installed in
accordance with Section 903.3.1.1 shall be limited to 50 percent of the wall area.
807.5.2.3 Artwork in Classrooms. Artwork and teaching materials shall be limited on walls of
classrooms to not more than 50 percent of the specific wall area to which they are attached.
Curtains, draperies, wall han�gs and other decorative material suspended from the walls or
ceilings shall meet the flame propa ati�on performance criteria of NFPA 701 in accardance with
Section 807 or be noncombustible.
(Reason: This change allows an increase in wall coverage due to the presence of sprinklers. Also
provides additional guidance relative to fire resistance requirements in these areas.)
**Section 807.5.5.2 and 807.5.5.3; change to read as follows:
807.5.5.2 Artwork in Corridors. Artwork and teaching materials shall be limited on the walls
of corridors to not more than 20 percent of the wall area. Such materials shall not be continuous
from floor to ceiling or wall to wall. Curtains, draperies, wall han -i�ngs and other decorative
material suspended from the walls or ceilings shall meet the flame propagation performance
criteria of NFPA 701 in accordance with Section 807 or be noncombustible.
Exception: Corridors protected bv an approved automatic sprinkler system installed in
accordance with Section 903.3.1.1 shall be limited to 50 percent of the wall area.
807.5.5.3 Artwork in Classrooms. Artwork and teaching materials shall be limited on walls of
classrooms to not more than 50 percent of the specific wall area to which they are attached.
Curtains, draperies, wall han i�ngs and other decorative material suspended from the walls or
ceilings shall meet the flame pro�a_at�performance criteria of NFPA 701 in accordance with
Section 807 or be noncombustible.
(Reason: This change allows an increase in wall coverage due to the presence of sprinklers. Also
provides additional guidance relative to fire resistance requirements in these areas.)
***Section 901.4.3; Change to read as follows:
901.4.3 Fire Area. Buildings, or portions thereof will not be divided into fire areas for
purposes of determining fire protection system requirements.
(Reason: The Town of Westlake requires all buildings and portions thereof are protected by
automatic sprinkler systems.)
***Section 901.6.1; add Section 901.6.1.1 to read as follows:
901.6.1.1 Stand�ipe Testing. Buildin� owners/mana�ers must maintain and test standpipe
systems as per NFPA 25 requirements. The following additional requirements shall be applied to
Ordinance 885
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the testing that is required ever�. e��
1. The piping between the Fire Department Connection (FDC) and the standpipe shall be
backflushed or inspected b��roved camera when foreign material is present or when
caps are missin�, and also hydrostatically tested for all FDC's on an�y�e of stand�ipe
system. Hydrostatic testin� shall also be conducted in accordance with NFPA 25
requirements for the different ty�es of standpipe s, st�
2. For any manual (dry or wet) standpipe system not havin� an automatic water su�ply
capable of flowing water through the standpipe, the tester shall connect hose from a fire
hydrant or portable pumpin�system (as a�proved bv the efire code o�fcia� to each FDC,
and flow water through the standpipe system to the roof outlet to verifv that each inlet
connection functions properly. Confirm that there are no open hose valves prior to
introducing water into a dry stand�ipe. There is no required pressure criteria at the outlet.
Verify that check valves function properly and that there are no closed control valves on
the s. s�
3. Any pressure relief, reducing, or control valves shall be tested in accordance with the
requirements of NFPA 25. All hose valves shall be exercised.
4. If the FDC is not alread�provided with a�proved caps, the contractor shall install such
caps for all FDC's as required by the fire code o�acial.
5. U�on successful completion of standpipe test, place a blue ta�(as per TeXas
Administrative Code, Fire S�rinkler Rules for Ins�ection, Test and Maintenance Service
�ITM) Tag) at the bottom of each standpipe riser in the building. The tag shall be check-
marked as "Fifth Year" for Ty�e of ITM, and the note on the back of the ta� shall read "5
Year Standpipe Test" at a minimum.
6. The procedures required by Texas Administrative Code Fire Sprinkler Rules with regard
to Yellow Ta�s and Red Ta�s or any deficiencies noted durin� the testin�, includin_g the
rec�uired notification of the local Authority Having Jurisdiction (fre code o�'ficia� shall
be followed.
7. Additionallv, records of the testing shall be maintained bv the owner and contractor, if
applicable, as required by the State Rules mentioned above and NFPA 25.
8. Standpipe system tests where water will be flowed external to the building shall not be
conducted during freezin� conditions or durin� the day prior to expected night time
freezing conditions.
9. Contact the fire code o fficial for requests to remove eXisting fire hose from Class II and III
standpipe systems where emplovees are not trained in the utilization of this firefi h�t�
e�c uipment. All standpipe hose valves must remain in place and be provided with an
approved cap and chain when a�proval is �iven to remove hose by the f re code o�f cial.
Ordinance 885
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(Reason: Increases the reliability of the fire protection system and re-emphasizes the
requirements of NFPA 25 relative to standpipe systems, as well as ensuring that FDC
connections are similarly tested/maintained to ensure operation in an emergency incident.)
**Section 901.6.4; add Section 901.6.4 to read as follows:
901.6.4 False Alarms and Nuisance Alarms. False alarms and nuisance alarms shall not be
given, signaled or transmitted or caused or permitted to be iv� signaled or transmitted in any
manner.
(Reason: Places the responsibility on the business or property owner to maintain their fire alarm
systems in approved condition. Allows the enforcement of "prohibition of false alarms".
Replaces text lost from the legacy codes that helps to ensure the maintenance of life safety
systems.)
**Section 901.7; change to read as follows:
901.7 Systems Out of Service. Where a required fire protection system is out of service or in
the event of an excessive number of activations, the fire department and the fire code official
shall be notified immediately and, where required by the fire code official, the building shall
either be evacuated or an approved fire watch shall be provided for all occupants left unprotected
by the shut down until the fire protection system has been returned to service. ... {Remaining text
unchanged}
(Reason: Gives fire code official more discretion with regards to enforcement of facilities
experiencing nuisance alarm or fire protection system activations necessitating
correction/repair/replacement. The intent of the amendment is to allow local jurisdictions to
enforce fire watches, etc., where needed to ensure safety of occupants where fire protection
systems are experiencing multiple nuisance activations.)
**Section 903.1.1; change to read as follows:
903.1.1 Alternative Protection. Alternative automatic fire-extinguishing systems complying
with Section 904 shall be permitted�e€in addition to automatic sprinkler protection where
recognized by the applicable standard�, or as approved by the fire code official.
(Reason: Such alternative systems do not provide the reliability of automatic sprinkler
protection. Most gaseous type systems are highly susceptible to open doors, ceiling or floor tile
removal, etc. However, an applicant could pursue an Alternate Method request to help mitigate
the reliability issues with these alternative systems with the fire code official if so desired, or
there may be circumstances in which the fire code official is acceptable to allowing an alternate
system in lieu of sprinklers, such as kitchen hoods or paint booths.)
**Section 903.2; add paragraph to read as follows and delete the exception:
Automatic Sprinklers shall not be installed in elevator machine rooms, elevator machine spaces,
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and elevator hoistways, other than pits where such sprinklers would not necessitate shunt tri�
requirements under any circumstances. Storage shall not be allowed within the elevator machine
room. Signa�e shall be provided at the entry doors to the elevator machine room indicating
"ELEVATOR MACHINERY—NO STORAGE ALLOWED."
(Reason: Firefighter and public safety. This amendment eliminates the shunt trip requireinent of
the International Building Code Section 3005.5 for the purpose of elevator passenger and
firefighter safety. This amendment is contingent on the Building Code amendment eliminating
the Exceptions to Section 3005.4, such that passive fire barriers for these areas are maintained.
The exception deletion is due to the fact that such telecom areas pose an undue fire risk to the
str�uctural integrity of the building.)
**Section 903.2.9; add Section 903.2.9.3 to read as follows:
903.2.9.3 Self-Service Storage Facilitv. An automatic sprinkler system shall be installed
throu�hout all self-service stora�e facilities.
(Reason: Fire departments are unable to inspect these commercial occupancies and are unaware
of the contents being stored. Previous allowance to separate units by fire barriers is difficult to
enforce maintenance after opening.)
Section 903.2.11; change 903.2.11.3 and add 903.2.11.7, 903.2.11.8, and 903.2.11.9 as
follows:
903.2.11.3 Buildings � 35 feet or more in height. An automatic sprinkler system shall be
installed throughout buildings that have one or more stories �T��*'� �r �����N�„* '��a ���� �r
�e�e, other than penthouses in compliance with Section 1510 of the International Building
Code, located � 35 feet (�4 10 668 mm) or more above the lowest level of fire
department vehicle access, measured to the finished floor.
Exceptions:
�Open parking structures in compliance with Section 406.5 of the International
Buildin�Code, havin�no other occupancies above the subiect gara�e.
��ee�r�rc�e�-i„ r,.,,,,r � �
903.2.11.7 High-Piled Combustible Storage. For anv buildin� with a clear hei�ht
exceeding 12 feet (4572 mm), see Chapter 32 to determine if those�rovisions a�lv.
903.2.11.8 Sprav Booths and Rooms. New and existin� sprav booths and spravin� rooms
shall be protected by an a�roved automatic fire-extin ui�g�vstem.
903.2.11.9 Buildings Over 6,000 sq. ft. An automatic sprinkler system shall be installed
throughout all buildings with a building area 6,000 sq. ft. or greater and in all existing
Ordinance 885
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buildin�s that are enlar�ed to be 6,000 sq. ft. or �reater. For the purpose of this provision,
fire walls shall not define separate buildin�s.
Exception: Open parking_ a�rages in compliance with Section 406.5 of the International
Buildin� Code.
(Reason: Provides jurisdictions options as to their desired level of sprinkler protection based on
multiple factors including firefighting philosophies/capabilities.)
**Section 903.3.1.1.1; change to read as follows:
903.3.1.1.1 Exempt Locations. When a�proved by the fire code o�'ficial, automatic sprinklers
shall not be required in the following rooms or areas where such... {text unchanged}... because it
is damp, of fire-resistance-rated construction or contains electrical equipment.
1. Any room where the application of water, or flame and water, constitutes a serious life or
fire hazard.
2. Any room or space where sprinklers are considered undesirable because of the nature of
the contents, when approved by the code official.
3. Generator and transformer rooms, under the direct control of a public utilit� separated
from the remainder of the building by walls and floor/ceiling or roof/ceiling assemblies
having a fire-resistance rating of not less than 2 hours.
4.
r�s
5. �i��Ee-�Ee�.rElevator machine rooms, � machinery spaces, and hoistways, other
than pits where such sprinklers would not necessitate shunt trip requirements under any
circumstances.
6. {Delete.}
(Reason: Gives more direction to code official. Exception 4 deleted to provide protection where
fire risks are poorly addressed. Amendment 903.2 addresses Exception S above relative to the
elimination of sprinkler protection in these areas to avoid the shunt trip requirement.)
***Section 903.3.1.2.3; delete section and replace as follows:
[F] Section 903.3.1.2.3 Attached Gara�es and Attics. Sprinkler protection is required in
attached a�rages, and in the followin at�tic spaces:
1. Attics that are used or intended for living_purposes or storage shall be protected by an
automatic sprinkler s. s�
2. Where fuel-fired equipment is installed in an unsprinklered attic, not fewer than one
quick-response intermediate tem�erature s�rinkler shall be installed above the
�uipment.
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3. Attic s�aces of buildin�s that are two or more stories in hei�ht above �rade �lane or
above the lowest level of fire department vehicle access.
4. Group R-4, Condition 2 occupancy attics not required by Item 1 or 3 to have
s�rinklers shall comply with one of the following_
4.1. Provide automatic sprinkler s. s��rotection.
4.2. Provide a heat detection system throughout the attic that is arran eg d to
activate the building fire alarm s, s�
4.3. Construct the attic using noncombustible materials.
4.4. Construct the attic using fire-retardant-treated wood complying with Section
2303.2 of the International Building Code.
4.5. Fill the attic with noncombustible insulation.
(Reason: Attic protection is required due to issues with fire exposure via soffit vents, as well as
firefighter safety. Several jurisdictions indicated experience with un protected attic fires
resulting in displacement of all building occupants. NFPA 13 provides for applicable attic
sprinkler protection requirements, as well as exemptions to such, based on noncombustible
constr�uction, etc. Attached garages already require sprinklers via NFPA 13R — this amendment
just re-emphasizes the requirement.)
**Section 903.3.1.3; change to read as follows:
903.3.1.3 NFPA 13D Sprinkler Systems. Automatic sprinkler systems installed in one- and
two-family dwellings; Group R-3; Group R-4, Condition 1; and townhouses shall be permitted to
be installed throughout in accordance with NFPA 13D or in accordance with state law.
(Reason: To allow the use of the Plumbing section of the International Residential Code (IRC)
and recognize current state stipulations in this regard.)
**Section 903.3.1.4; add to read as follows:
[F] 903.3.1.4 Freeze protection. Freeze protection systems for automatic fire sprinkler systems
shall be in accordance with the requirements of the a�plicable referenced NFPA standard and
this section.
903.3.1.4.1 Attics. Only dry-pipe, preaction, or listed antifreeze automatic fire sprinkler
systems shall be allowed to protect attic spaces.
Exce�tion: Wet-pipe fire sprinkler systems shall be allowed to protect non-
ventilated attic spaces where:
L The attic sprinklers are su�lied by a separate floor control valve assembly
to allow ease of drainin� the attic system without impairing sprinklers
throu�hout the rest of the buildin ,�and
2. Adequate heat shall be provided for freeze protection as per the a�plicable
referenced NFPA standard, and
3. The attic s�ace is a�art of the buildin�'s thermal, or heat, envelope, such
that insulation is provided at the roof deck, rather than at the ceilin lg evel•
903.3.1.4.2 Heat trace/insulation. Heat trace/insulation shall onlv be allowed where
a�proved by the fire code official for small sections of large diameter water-filled pipe.
Ordinance 885
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(Reason: In the last few years, severe winters brought to light several issues with current
practices for sprinklering attics, not the least of which was wet pipe sprinklers in ventilated
attics provided with space heaters, etc.for freeze protection of such piping. This practice is not
acceptable for the protection of water-filled piping in a ventilated attic space as it does not
provide a reliable means of maintaining the minimum 40 degrees required by NFPA, wastes
energy, and presents a potential ignition source to the attic space. Listed antifi^eeze is
specifically included because NFPA currently allows such even though there is no currently
listed antifi^eeze at the time of development of these amendments. The intent of this amendment
is to help reduce the large number of freeze breaks that have occurred in the past with water-
filled wet pipe sprinkler systems in the future, most specifically in attic spaces.)
**Section 903.3.5; add a second paragraph to read as follows:
Water su�lv as required for such systems shall be provided in conformance with the su�ply
requirements of the respective standards; however, every water-based fire protection system shall
be designed with a 10 psi safety factor. Reference Section 507.4 for additional desi�n
requirements.
(Reason: To define uniform safety factor for the region.)
**Section 903.4; add a second paragraph after the exceptions to read as follows:
Sprinkler and standpipe system water-flow detectors shall be �rovided for each floor tap to the
sprinkler system and shall cause an alarm upon detection of water flow for more than 45
seconds. All control valves in the sprinkler and standpipe systems except for fire department
hose connection valves shall be electricallv su�ervised to initiate a su�ervisory signal at the
central station upon tampering_
(Reason: To avoid significant water losses. Consistent with amendment to IFC 905.9.)
**Section 903.4.2; add second paragraph to read as follows:
The alarm device required on the eXterior of the building shall be a weatherproof horn/strobe
notification a�pliance with a minimum 75 candela strobe ratin�, installed as close as practicable
to the fire department connection.
(Reason: Fire department connections are not always located at the riser; this allows the fire
department faster access.)
**Section 905.2; change to read as follows:
905.2 Installation Standard. Standpipe systems shall be installed in accordance with this
section and NFPA 14. Manual dry stand�ipe systems shall be su�ervised with a minimum of 10
psig and a maXimum of 40 psig air pressure with a high/low alarm.
Ordinance 885
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(Reason: To define manual dry standpipe supervision requirements. Helps ensure the integrity of
the standpipe system via supervision, such that open hose valves will result in a supervisory low
air alarm.)
***Section 905.3; add Section 905.3.9 and exception to read as follows:
905.3.9 Buildings Exceeding 10,000 sq. ft. In buildin�s exceedin� 10,000 square feet in area per
story and where an�portion of the building's interior area is more than 200 feet (60960 mm) of
travel, vertically and horizontally, from the nearest point of fire department vehicle access, Class
I automatic wet or manual wet standpipes shall be provided.
Exceptions:
1. Automatic drv, semi-automatic dry, and manual dry stand�ipes are allowed as
provided for in NFPA 14 where a�proved by the fire code official.
2. R-2 occupancies of four stories or less in height having no interior corridors.
(Reason: Allows for the rapid deployment of hose lines to the body of the fire. Manual dry
option added this edition.)
**Section 905.4, change Item 1, 3, and 5, and add Item 7 to read as follows:
1. In every required �^��exit stairway, a hose connection shall be provided for each story
above and below grade plane. Hose connections shall be located at an intermediate
landing between stories, unless otherwise approved by the fire code official.
2. {No change.}
3. In every eXit passageway, at the entrance from the eXit passageway to other areas of a
building.
Exception: Where floor areas adjacent to an eXit passageway are reachable from an ;^�
exit stairway hose connection by a {remainder of text unchanged}
4. {No change.}
5. Where the roof has a slope less than four units vertical in 12 units horizontal (33.3-percent
slope), each standpipe shall be�rovided with a two-way�hose connection�e located
to serve the roof or at the highest landing of an �ie� exit stairway with stair access to
the roof provided in accordance with Section 1011.12.
6. {No change.}
7. When required by this Chapter, standpipe connections shall be placed adjacent to all
rec�uired exits to the structure and at two hundred feet (200') intervals alon�major
corridors thereafter, or as otherwise a�roved by the fire code official.
(Reason: Item 1, 3, and S amendments to remove `interior' will help to clarify that such
connections are required for all `exit' stairways, to ensure firefighter capabilities are not
diminished in these tall buildings, simply because the stair is on the exterior of the building. Item
S reduces the amount of pressure required to facilitate testing, and provides backup protection
for fire fighter safety. Item 7 allows for the rapid deployment of hose lines to the body of the
fire.)
Ordinance 885
Page 21 of 40
**Section 905.9; add a second paragraph after the exceptions to read as follows:
Sprinkler and standpipe system water-flow detectors shall be provided for each floor tap to the
s�rinkler system and shall cause an alarm upon detection of water flow for more than 45
seconds. All control valves in the sprinkler and standpipe systems except for fire department
hose connection valves shall be electrically supervised to initiate a supervisory signal at the
central station upon tamperin�•
(Reason: To avoid significant water losses. Consistent with amendment to IFC 903.4.)
**Section 907.1; add Section 907.1.4 and 907.1.4.1 to read as follows:
907.1.4 Design Standards. Where a new fire alarm system is installed, the devices shall be
addressable. Fire alarm systems utilizing more than 20 smoke detectors shall have analog
initiating devices.
(Reason: Provides for the ability of descriptive identification of alarms, and reduces need for
panel replacement in the future. Updated wording to match the language of the new requirement
at 907.5.2.3. Change of terminology allows for reference back to definitions of NFPA 72.)
**Section 907.2.1; change to read as follows:
907.2.1 Group A. A manual fire alarm system that activates the occupant notification system in
accordance with Section 907.5 shall be installed in Group A occupancies �T�� havin� an
occupant load �te t�e—�,��E�c� of 300 or more erp sons, or where the F��
occupant load is more than 100 persons above or below the lowest level of exit discharge. Group
A occupancies not separated from one another in accordance with Section 707.3.-10 of the
International Building Code shall be considered as a single occupancy for the purposes of
applying this section. Portions of Group E occupancies occupied for assembly purposes shall be
provided with a fire alarm system as required for the Group E occupancy.
Exception: {No change.}
Activation of fire alarm notification a�liances shall:
1. Cause illumination of the means oFe�ress with light of not less than 1 foot-candle (11 lux�
at the walking surface level, and
2. Sto� any conflicting or confusing sounds and visual distractions.
(Reason: Increases the requirement to be consistent with Group B requirement. Also addresses
issue found in Group A occupancies of reduced lighting levels and other A/V equipment that
distracts from fire alarm notification devices or reduces ability of fire alarm system to notify
occupants of the emergency condition.)
**Section 907.2.3; change to read as follows:
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907.2.3 Group E. A manual fire alarm system that initiates the occupant notification signal
utilizing an emergency voice/alarm communication system meeting the requirements of Section
907.5.2.2 and installed in accordance with Section 907.6 shall be installed in Group E
educational occupancies. When automatic sprinkler systems or smoke detectors are installed,
such systems or detectors shall be connected to the building fire alarm system. An a�roved
smoke detection system shall be installed in Group E day care occupancies. Unless separated by
a minimum of 100' open s�ace, all buildin�s, whether portable buildin�s or the main building,
will be considered one building far alarm occupant load consideration and interconnection of
alarm systems.
Exceptions:
L {No change.}
1.1. Residential In-Home dav care with not more than 12 children mav use
interconnected single station detectors in all habitable rooms. (For care of more
than five children 2 1/2 or less years of a�e, see Section 907.2.6.) {No change to
remainder of eXceptions.}
(Reason: To distinguish educational fi^om day care occupancy minimum protection
requirements. Further, to define threshold at which portable buildings are considered a
separate building for the purposes of alarm systems. Exceptions provide consistency with State
law concerning such occupancies.)
**Section 907.2.12, Exception 3; change to read as follows:
3. O�en air portions of buildings with an occupancy in Group A-5 in accordance with Section
303.1 of the International Building Code; however, this exce�tion does not a�lv to
accessory uses including but not limited to sky boXes, restaurants, and similarly enclosed
areas.
(Reason: To indicate that enclosed areas within open air seating type occupancies are not
exempted fi^om automatic fire alarm system requirements.)
**Section 907.4.2; add Section 907.4.2.7 to read as follows:
907.4.2.7 Type. Manual alarm initiatin� devices shall be an a�roved double action type.
(Reason: Helps to reduce false alarms.)
**Section 907.6.1; add Section 907.6.1.1 to read as follows:
907.6.1.1 Wiring Installation. All fire alarm systems shall be installed in such a manner that a
failure of any single initiating device or sin le�open in an initiating circuit conductor will not
interfere with the normal o�eration of other such devices. All si_n� alin� line circuits (SLC) shall
be installed in such a way that a sin lg e open will not interfere with the operation of any
addressable devices (Class A). Outgoing and return SLC conductors shall be installed in
accardance with NFPA 72 requirements for Class A circuits and shall have a minimum of four
Ordinance 885
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feet se�aration horizontal and one foot vertical between su�ly and return circuit conductors.
The initiating device circuit (IDC) from a si n�g line circuit interface device may be wired
Class B, provided the distance from the interface device to the initiatin� device is ten feet or
less.
(Reason: To provide uniformity in system specifications and guidance to design engineers.
Improves reliability of fire alarm devices and systems.)
**Section 907.6.3; delete all four Exceptions.
(Reason: To assist responding personnel in locating the emergency event for all fire alarm
systems. This is moved from 907.6.5.3 in the 2012 IFC and reworded to match new code
language and sections.)
**Section 907.6.6;—add sentence at end of paragraph to read as follows:
See 907.6.3 for the required information transmitted to the supervising station.
(Reason: To assist responding personnel in locating the emergency event for all fire alarm
systems. This is moved from 907.6.5.3 in the 2012 IFC and reworded to match new code
language and sections.)
**Section 909.22; add to read as follows:
909.22 Stairwav or Ramp Pressurization Alternative. Where the buildin� is equipped
throu�hout with an automatic sprinkler system in accordance with Section 903.3.1.1 and the stair
pressurization alternative is chosen for compliance with Building Code requirements far a
smokeproof enclosure, interior exit stairways or ramps shall be pressurized to a minimum of 0.10
inches of water (25 Pa) and a maximum of 0.35 inches of water (87 Pa) in the shaft relative to
the building measured with all interior exit stairwav and ramp doors closed under maximum
anticipated conditions of stack effect and wind effect. Such systems shall complv with Section
909, includin� the installation of a se�arate fire-fighter's smoke control �anel as per Section
909.16, and a Smoke Control Permit shall be required from the fire department as per Section
105.7.
909.22.1 Ventilating ec�ui�ment. The activation of ventilatin�equipment for the stair or ramp
pressurization system shall be b�smoke detectors installed at each floor level at an a�proved
location at the entrance to the smoke�roof enclosure. When the closin� device for the stairwav or
ramp shaft and vestibule doors is activated by smoke detection or power failure, the mechanical
equipment shall activate and operate at the required performance levels. Smoke detectors shall
be installed in accordance with Section 907.3.
909.22.1.1 Ventilation Svstems. Smokeproof enclosure ventilation systems shall be independent
of other buildin�ventilation systems. The ec�uipment, control wiring=power wirin�and ductwork
shall complv with one of the following_
1. Equipment, control wiring,=power wiring and ductwork shall be located exterior to the
building and directly connected to the smokeproof enclosure or connected to the
Ordinance 885
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smokeproof enclosure bv ductwork enclosed bv not less than 2-hour fire barriers
constructed in accordance with Section 707 of the Building Code or horizontal
assemblies constructed in accordance with Section 711 of the Buildin� Code, or both.
2. Equipment, control wirin�power wiring and ductwork shall be located within the
smokeproof enclosure with intake or exhaust directiv from and to the outside or
through ductwork enclosed bv not less than 2-hour barriers constructed in accordance
with Section 707 of the Building Code or horizontal assemblies constructed in
accordance with Section 711 of the Building Code, ar both.
3. Equipment, control wiring, power wiring and ductwork shall be located within the
building if separated from the remainder of the building, including other mechanical
equipment, bv not less than 2-hour fire barriers constructed in accordance with Section
707 of the Building Code or horizontal assemblies constructed in accordance with
Section 711 of the Buildin� Code, or both.
Exceptions•
1. Control wirin a�nd power wiring utilizing a 2-hour rated cable or cable system.
2. Where encased with not less than 2 inches (51 mm) of concrete.
3. Control wirin a�nd power wiring�protected by a listed electrical circuit protective
systems with a fire-resistance ratin�of not less than 2 hours.
909.21.1.2 Standbv Power. Mechanical vestibule and stairwav and ramp shaft ventilation
systems and automatic fire detection systems shall be provided with standb�power in
accordance with Section 2702 of the Buildin_g Code.
909.22.1.3 Acce�tance and Testing. Before the mechanical equipment is approved, the system
shall be tested in the presence of the fire code of�cial to confirm that the system is operatin�in
compliance with these requirements.
(Reason: To assist with enforcement of such as a smoke control system, as per Section 909.6.3,
especially since a permit is now specifically required for such systems in the Fire Code. Also
ensures that a firefighter's override panel is provided as per 90916 for such systems. The above
amendment copies the applicable requirements for such systems from Section 909.20 of the
Building Code into the Fire Code. Although the published code did copy the elevator
pressurization requirements into the Fire Code, it did not copy over the stair pressurization
requirements.)
**Section 910.2; change Exception 2. and 3.to read as follows:
2. Only manual smoke and heat removal shall�be required in areas of buildings equipped
with early suppression fast-response (ESFR) sprinklers. Automatic smoke and heat
removal is prohibited.
3. Onlv manual smoke and heat removal shall�be required in areas of buildings equipped
with control mode special application sprinklers with a response time indeX of 50(m*S)i��
or less that are listed to control a fire in stored commodities with 12 or fewer sprinklers.
Automatic smoke and heat removal is prohibited.
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(Reason: Allows the fire department to control the smoke and heat during and after a fire event,
while still prohibiting such systems from being automatically activated, which is a potential
detriment to the particular sprinkler systems indicated.)
**Section 910.2; add subsections 910.2.3 with exceptions to read as follows:
910.2.3 Group H. Buildin sg and portions thereof used as a Group H occupancy as follows:
1. In occupancies classified as Group H-2 or H-3, any of which are more than 15,000 square
feet (1394 m�) in single floor area.
Exception: Buildin�s of noncombustible construction containin� onlv noncombustible
materials.
2. In areas of buildings in Group H used for storing Class 2, 3, and 4 liquid and solid
oxidizers, Class 1 and unclassified detonable or ag nic peroxides, Class 3 and 4 unstable
�reactive) materials, or Class 2 or 3 water-reactive materials as required for a high-hazard
commodity classification.
Exception: Buildin�s of noncombustible construction containin� onlv noncombustible
materials.
(Reason: Maintains a fire protection device utilized in such occupancies where it is sometimes
necessary to allow chemicals to burn out, rather than extinguish.)
**Section 910.3;add section 910.3.4 to read as follows:
910.3.4 Vent O�eration. Smoke and heat vents shall be capable of bein�operated b��roved
automatic and manual means. Automatic operation of smoke and heat vents shall conform to the
provisions of Sections 910.3.2.1 throu�h 910.3.2.3.
910.3.4.1 Sprinklered buildings. Where installed in buildings equi�ped with an approved
automatic sprinkler system, smoke and heat vents shall be desi�ned to o�erate automaticall�
The automatic operating mechanism of the smoke and heat vents shall operate at a tem�erature
ratin� at least 100 de�rees F (�proximately 38 de�rees Celsius��reater than the temperature
rating of the sprinklers installed.
Exce�tion: Manual only systems per Section 910.2.
910.3.4.2 Nonsprinklered Buildings. Where installed in buildin�s not equipped with an
approved automatic sprinkler system, smoke and heat vents shall operate automaticall�X
actuation of a heat-res�onsive device rated at between 100°F (56°C) and 220°F (122°C) above
ambient.
Exce�tion: Listed rg avity-operated drop out vents.
(Reason: Amendment continues to keep applicable wording fi^om prior to the 2012 edition of the
Ordinance 885
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IFC. Specifically, automatic activation criteria is no longer specifically required in the
published code. Specifying a temperature range at which smoke and heat vents should activate
in sprinklered buildings helps to ensure that the sprinkler system has an opportunity to activate
and control the fire prior to vent operation.�
**Section 910.4.3.1; change to read as follows:
910.4.3.1 Makeup Air. Makeup air openings shall be provided within 6 feet (1829 mm) of the
floor level. Operation of makeup air openings shall be� automatic. The minimum gross
area of makeup air inlets shall be 8 square feet per 1,000 cubic feet per minute (0.74 m2 per
0.4719 m3/s) of smoke exhaust.
(Reason: Makeup air has been required to be automatic for several years now in this region
when mechanical smoke exhaust systems are proposed. This allows such systems to be activated
from the smoke control panel by first responders without having to physically go around the
exterior of the building opening doors manually. Such requires a significant number of first
responders on scene to conduct this operation and significantly delays activation and/or
capability of the smoke exhaust system.)
**Section 912.2; add Section 912.2.3 and 912.2.4 to read as follows:
912.2.3 H_ydrant Distance. An a�proved fire hydrant shall be located within 100 feet of the fire
department connection as the fire hose lays alon� an unobstructed path.
(Reason: To accommodate limited hose lengths, improve response times where the FDC is
needed to achieve fire control, and improve ease of locating a fire hydrant in those situations
also. Also, consistent with NFPA 14 criteria.)
912.2.4 Fire Department Connection Distance from Fire Lane. All fire department
connections shall be located within 50 feet of an a�proved fire lane access roadwa�
**Section 913.2.1; add second paragraph and exception to read as follows:
When located on the ground level at an eXterior wall, the fire pump room shall be �rovided with
an exterior fire department access door that is not less than 3 ft. in width and 6 ft. — 8 in. in
hei ht�, regardless of any interior doors that are provided. A key boX shall be provided at this
door, as required by Section 506.1.
Exce�tion: When it is necessary to locate the fire pump room on other levels or not at an
eXterior wall, the corridor leading to the fire pump room access from the exterior of the
building shall be provided with ec�uivalent fire resistance as that rec�uired for the pump room,
Ordinance 885
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or as a�roved bv the fre code o�cial. Access kevs shall be �rovided in the kev box as
required by Section 506.1.
(Reason: This requirement allows fire fighters safer access to the fire pump room. The
requirement allows access without being required to enter the building and locate the fire pump
room interior access door during a fire event. The exception recognizes that this will not always
be a feasible design scenario for some buildings, and as such,provides an acceptable alternative
to protect the pathway to the fire pump room.)
**Section 914.3.1.2; change to read as follows:
914.3.1.2 Water Supply to required Fire Pumps. In buildings that are more than 4�9 120 feet
(37 m) in building height, required fire pumps shall be supplied by connections to no fewer than
two water mains located in different streets. Separate supply piping shall be provided between
each connection to the water main and the pumps. Each connection and the supply piping
between the connection and the pumps shall be sized to supply the flow and pressure required for
the pumps to operate.
Exception: {No change to eXception.}
(Reason: The 2009 edition of the IFC added this requirement based on a need for redundancy of
the water supply similar to the redundancy of the power supply to the fire pumps required for
such tall buildings, partially due to the fact that these buildings are rarely fully evacuated in a
fire event. More commonly, the alarm activates on the floor of the event, the floor above and the
floor below. Back-up power to the fire pump becomes critical for this reason. Certainly, the
power is pointless if the water supply is impaired for any reason, so a similar requirement is
provided here for redundant water supplies. The 201 S edition changes the requirement to only
apply to very tall buildings over 420 ft. This amendment modifies/lowers the requirement to 120
ft., based on this same height requirement for fire service access elevators. Again, the language
from the 2009 and 2012 editions of the code applied to any high-rise building. This compromise
at 120 ft. is based on the above technical justification of defend-in place scenarios in fire
incidents in such tall str�uctures.)
**Section 1006.2.2.7; Add Section 1006.2.2.7 as follows:
1006.2.2.7 Electrical Rooms. For electrical rooms, special exitin� requirements ma,��ly.
Reference the electrical code as adopted.
(Reason: Cross reference necessary for coordination with the NEC which has exiting
requirements as well.)
**Section 1009.8; add the following Exception 7:
Exceptions:
Ordinance 885
Page 28 of 40
7. Buildin_�s re�ulated under State Law and built in accordance with State re,gistered plans,
including variances or waivers granted by the State, shall be deemed to be in compliance with
the requirements of Section 1009 and chapter 11.
(Reason: To accommodate buildings regulated under Texas State Law and to be consistent with
amendments in Chapter 11.)
**Section 1010.1.9.5 Bolt Locks; amend exceptions 3 and 4 as follows:
Exceptions:
3. Where a pair of doors serves an occupant load of less than 50 persons in a Group B, F, M or S
occupancy. (Remainder unchanged)
4. Where a pair of doors serves a Group A B, F, M or S occupancy(remainder unchanged)
(Reason: Application to M occupancies reflects regional practice; No. 4 expanded to Group A
due to it being a similar scenario to other uses; No. 4 was regional practice.)
**Section 1020.1 Construction; add exception 6 to read as follows:
6. In r�oup B occupancies, corridor walls and ceilings need not be of fire-resistive construction
within a sin�le tenant space when the space is equi�ped with a�proved automatic smoke-
detection within the corridor. The actuation of any detector must activate self-annunciating
alarms audible in all areas within the corridor. Smoke detectors must be connected to an
a�proved automatic fire alarm system where such system is provided.
(Reason: Regionally accepted alternate method.)
��Section 1029.1.1.1 Spaces under grandstands and bleachers; delete this section.
(Reason: Unenforceable.)
**Section 1031.2; change to read as follows:
1031.2 Reliability. Required exit accesses, exits and exit discharges shall be continuously
maintained free from obstructions or impediments to full instant use in the case of fire or other
emergency �=�'��r� *'�� '����'a��� � � � ��a '��� *'�� m ^� � �a. An exit or exit
passageway shall not be used for any purpose that interferes with a means of egress.
(Reason: Maintain legacy levels of protection and long-standing regional practice, and provide
firefighter safety.)
**Section 1103.3; add sentence to end ofparagraph as follows:
Provide emer_e�ncv si n�a�e as required bv Section 606.3.
(Reason: Coordinates requirements of previous amendment.)
Ordinance 885
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***Section 1103.5.1: add sentence to read as follows:
Fire sprinkler system installation shall be completed within 24 months from date of
notification by the fire code official.
(Reason: Regional consistency of this retroactive requirement to allow business owners
adequate time to budget to accommodate the cost of the fire sprinkler system.)
**Section 1103.5; add Section 1103.5.5 to read as follows:
1103.5.5 Spray Booths and Rooms. Existin� spray booths and sprav rooms shall be protected
by an a�roved automatic fire-eXtin uig shing, system in accordance with Section 2404.
(Reason: Consistent with amendment to IFC 2404, and long-standing regional requirement to
protect this hazardous operation.)
���Section 1103.7; add Section 1103.7.7 and 1103.7.7.1 to read as follows:
1103.7.7 Fire Alarm System Design Standards. Where an eXistin� fire alarm system is
up�raded or re�laced, the devices shall be addressable. Fire alarm systems utilizing more than
20 smoke and/or heat detectors shall have analog initiating devices.
Exce�tion: EXisting, systems need not complv unless the total building, or fire alarm system,
remodel or expansion exceeds 30% of the buildin�. When cumulative buildin�, or fire alarm
system, remodel or eXpansion initiated after the date of ariginal fire alarm panel installation
exceeds 50% of the building, or fire alarm system, the fire alarm system must com�lv within
18 months of permit application.
1103.7.7.1 Communication requirements. Refer to Section 907.6.6 for applicable
requirements.
(Reason: To assist responding personnel in locating the emergency event and provide clarity as
to percentages of work that results in a requirement to upgrade the entire fire alarm system.)
***Section 1203; change and add to read as follows:
1203.1.1 {No change.�
1203.1.2 {No change.�
1203.1.3 Emergency power systems and standby power systems shall be installed in accordance
with the International Building Code, NFPA 70, NFPA 110 and NFPA 111. EXistin�
installations shall be maintained in accordance with the ori_ginal a�proval, except as specified in
Chapter 11.
1203.1.4 through 1203.1.9 fNo chan�es to these sections.}
1203.1.10 Critical OUerations Power Svstems (COPS). For Critical Operations Power
Svstems necessary to maintain continuous power su�ply to facilities or parts of facilities that
require continuous operation for the reasons of public safet. ,�gency management, national
Ordinance 885
Page 30 of 40
securitv, or business continuitv, see NFPA 70.
1203.2 Where Required. Emergency and standby power systems shall be provided where
required by Sections 1203.2.1 through 1203.2.�26 or elsewhere identified in this code or any
other referenced code.
1203.2.1 through 1203.2.3 {No change.}
1203.2.4 Emergency Voice/alarm Communications Systems. Emergency power shall be
provided for emergency voice/alarm communications systems in the followin_g occupancies, or
as specified elsewhere in this code, as required in Section 907.5.2.2.5. The system shall be
capable of powering the required load for a duration of not less than 24 hours, as required in
NFPA 72.
Covered and Open Malls, Section 907.2.19 and 914.2.3
Group A Occupancies, Sections 907.2.1 and 907.5.2.2.4.
Special Amusement Buildin�s, Section 907.2.11
High-rise Buildings, Section 907.2.12
Atriums, Section 907.2.13
Deep Underground Buildings, Section 907.2.18
1203.2.5 through 1203.2.13 {No change.}
1203.2.14 Means of Egress Illumination. Emergency power shall be provided for means of
egress illumination in accordance with Sections 1008.3 and 1104.5.L (90 minutes�
1203.2.15 Membrane Structures. Emergency power shall be provided for exit si ns��in
temporary tents and membrane structures in accordance with Section 3103.12.6. (90 minutes�
Standby power shall be provided for auxiliary inflation systems in permanent membrane
structures in accordance with Section 2702 of the International Building Code. 4 hours
AuXiliary inflation systems shall be provided in temporary air-supported and air-inflated
membrane structures in accordance with section 3103.10.4.
1203.2.16 {No chan e�.}
1203.2.17 Smoke Control Systems. Standby power shall be provided for smoke control
systems in the following occupancies, or as specified elsewhere in this code, as required in
Section 909.11:
Covered Mall Building,International Buildin�Code, Section 402.7
Atriums,International Buildin� Code, Section 404.7
Underground Buildings,International Building Code, Section 405.8
Group I-3,International Buildin� Code, Section 408.4.2
Stages,International Building Code, Section 410.2.5
Special Amusement Buildin_s�(as a�licable to Group A's),International Buildin� Code,
Section 411.1
Smoke Protected Seatin�, Section 1029.6.2.
1203.2.18 {No change.}
1203.2.19 Covered and Open Mall Buildings. Emer�enc�power shall be provided in
accordance with Section 907.2.19 and 914.2.3.
1203.2.20 Airport Traffic Control Towers. A standbv power system shall be provided in
airport traffic control towers more than 65 ft. in height. Power shall be provided to the following
equipment:
1. Pressurization equipment, mechanical equipment and li h�ting_
2. Elevator operating equipment.
3. Fire alarm and smoke detection systems.
Ordinance 885
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1203.2.21 Smokeproof Enclosures and Stair Pressurization Alternative. Standbv power
shall be provided for smokeproof enclosures, stair pressurization alternative and associated
automatic fire detection systems as required by the International Buildin� Code, Section
909.20.6.2.
1203.2.22 Elevator Pressurization. Standb�power shall be provided for elevator pressurization
system as required by the International Building Code, Section 909.21.5.
1203.2.23 Elimination of Smoke Dampers in Shaft Penetrations. Standb,�power shall be
provided when eliminating the smoke dampers in ducts penetrating shafts in accordance with the
International Buildin� Code, Section 717.5.3, exception 2.3.
1203.2.24 Common Exhaust Systems for Clothes Dryers. Standby power shall be provided
for common exhaust systems for clothes drvers located in multistory structures in accordance
with the International Mechanical Code, Section 504.10, Item 7.
1203.2.25 Hvdrogen Cutoff Rooms. Standb�power shall be provided for mechanical
ventilation and gas detection systems of Hydrogen Cutoff Rooms in accordance with the
International Buildin� Code, Section 421.
1203.2.26 Means of Egress Illumination in Existin� Buildin�s. Emer e�ncy power shall be
provided for means of egress illumination in accordance with Section 1104.5 when required bX
the fire code official. (90 minutes in I-2, 60 minutes elsewhere.�
1203.3 throu�h 1203.6 fNo chan�e.}
1203.7 Energv Time Duration. Unless a time limit is specified bv the fire code official, in this
chapter or elsewhere in this code, or in any other referenced code or standard, the emergenc.��
standb�power system shall be su�plied with enough fuel or energ. s��pacity for not less
than 2-hour full-demand operation of the s. s�
Exce�tion: Where the system is supplied with natural �as from a utilit�provider and is
a�proved.
(Reason: These amendments were moved from Chapter 6, due to relocation of the published
sections to this new Chapter 12. These provisions provide a list to complete and match that
throughout the codes. The only additional requirements are the reference to COPS in NFPA 70,
and the specified Energy time duration. Other changes are a reference to a code provision that
already exists.)
**Section 2304.1; change to read as follows:
2304.1 Supervision of Dispensing. The dispensing of fuel at motor fuel-dispensing facilities
shall be
�++�ra�r+ �+ �" +;m�� � �'��" '�� in accordance with C��+��r ''''�^.�. the followin�:
1. Conducted b�qualified attendant; and/ar,
2. Shall be under the supervision of a qualified attendant; and/or
3. Shall be an unattended self-service facility in accordance with Section 2304.3.
At any time the qualified attendant of item Number 1 or 2 above is not present, such operations
Ordinance 885
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shall be considered as an unattended self-service facility and shall also comply with Section
2304.3.
(Reason: Allows a facility to apply the attended and unattended requirements of the code when
both are potentially applicable.)
**Section 2401.2; delete this section.
(Reason: This section eliminates such booths from all compliance with Chapter I S including,
but not limited to: size, ventilation, fire protection, construction, etc. If the product utilized is
changed to a more flammable substance, the lack of compliance with Chapter 1 S could result in
significant fire or deflagration and subsequent life safety hazard.)
***Section 3103.3.1; delete this section.
(Reason: This new section of the Fire Code requires a fire sprinkler system to be installed in
temporary tents and membrane str�uctures, which is not a reasonable or enforceable requirement
for a temporary use. A fire watch or fire alarm system is a more advisable approach for such
occupancies that are only temporary.)
**Table 3206.2,footnote h; change text to read as follows:
h. '`r^* r�����r�a Where storage areas are protected by either early suppression fast response
(ESFR) sprinkler systems or control mode special application sprinklers with a response time
index of 50 (m • s) 1/2 or less that are listed to control a fire in the stored commodities with
12 or fewer sprinklers, installed in accordance with NFPA 13, manual smoke and heat vents
or manuallv activated engineered mechanical smoke exhaust systems shall be rec�uired within
these areas.
(Reason: Allows the fire department to control the smoke and heat during and after a fire event,
while ensuring proper operation of the sprinkler protection provided. Also, gives an alternative
to smoke and heat vents.)
***Table 3206.2, footnote j; add footnote j to row titled `High Hazard' and `Greater than
300,000'to read as follows:
j. High hazard hi�piled stora�e areas shall not exceed 500,000 sc�uare feet. A 2-hour fire
wall constructed in accordance with Section 706 of the International Building Code shall be
used to divide hi�piled stora�e exceedin� 500,000 square feet in area.
(Reason: This is a long-standing legacy requirement and provides passive protection for
extremely large buildings where it would be otherwise impossible to control the spread of fire
without the fire wall in place in an uncontrolled fire event, which is much more likely in high
hazard commodities, such as tires,flammable liquids, expanded plastics, etc.)
Ordinance 885
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**Section 3310.1; add sentence to end of paragraph to read as follows:
When fire a�paratus access roads are required to be installed for any structure or development,
they shall be a�roved prior to the time at which construction has progressed beyond completion
of the foundation of any structure.
(Reason: Reference requirement of Section 501.4.)
**Section 5601.1.3; change to read as follows:
5601.1.3 Fireworks. The possession, manufacture, storage, sale, handling, and use of fireworks
are prohibited.
Exceptions:
1. Only when a�proved for fireworks displays, storage, and handling of fireworks as
allowed in Section 5604 and 5608.
� , .
�2. The use of fireworks for approved fireworks displays as allowed in Section 5608.
4�n�e����t�rug�,��... {Delete remainder of text.}
(Reason: Restricts fireworks to approved displays only, which is consistent with regional
practice. Such is intended to help protect property owners and individuals from unintentional
fireworks fires within the jurisdiction, as well as to help protect individuals fi^om fireworks
injuries. It is noted that there has been a change in the State Law to allow possession of
unopened fireworks in certain areas of the vehicle, and it is highly recommended that AHJ's
familiarize themselves with the applicable State Laws in this regard.)
**Section 5703.6; add a sentence to read as follows:
5703.6 Piping Systems. Piping systems, and their component parts, for flammable and
combustible liquids shall be in accordance with Sections 5703.6.1 through 5703.6.11. An
approved method of secondary containment shall be provided for under�round tank and �i�pin�
systems.
(Reason: Increased protection in response to underground leak problems and remediation
difficulty in underground applications. Coordinates with TCEQ requirements.)
**Section 5704.2.11.4; add a sentence to read as follows:
5704.2.11.4 Leak Prevention. Leak prevention for underground tanks shall comply with
Ordinance 885
Page 34 of 40
Sections 5704.2.11.4.1 ��-04.''.��z throu�h 5704.2.11.4.3. An a�roved method of
secondary containment shall be provided for underground tank and pipin�s. st�
(Reason: Increased protection in response to underground leak problems and remediation
difficulty in underground applications.)
**Section 5704.2.11.4.2; change to read as follows:
5704.2.11.4.2 Leak Detection. Underground storage tank systems shall be provided with an
approved method of leak detection from any component of the system that is designed and
installed in accordance with NFPA 30 and as specified in Section 5704.2.11.4.3.
(Reason: Reference to IFC Section 5704.2.11.4.3 amendment.)
**Section 5704.2.11.4.3; add Section 5704.2.11.4.3 to read as follows:
5704.2.11.4.3 Observation Wells. Approved samplin�tubes of a minimum 4 inches in diameter
shall be installed in the backfill material of each underground flammable or combustible liquid
storage tank. The tubes shall extend from a �oint 12 inches below the avera���rade of the
eXcavation to ground level and shall be provided with suitable surface access caps. Each tank
site shall provide a samplin� tube at the corners of the excavation with a minimum of 4 tubes.
Sam�ling tubes shall be placed in the product line eXcavation within 10 feet of the tank
excavation and one every 50 feet routed along_product lines towards the dispensers, a minimum
of two are required.
(Reason: Provides an economical means of checking potential leaks at each tank site.)
**Section 5707.4; add paragraph to read as follows:
Mobile fueling sites shall be restricted to commercial, industrial, governmental, or
manufacturin�, where the parking area having such operations is primaril,y intended for
employee vehicles. Mobile fueling shall be conducted for fleet fuelin og r employee vehicles
only, not the �eneral �ublic. Commercial sites shall be restricted to office-ty�e or similar
occupancies that are not primarily intended for use by the public.
(Reason: The general public does not expect a hazardous operation to be occurring in a typical
parking lot or for a fuel tr�uck to be traversing such parking lot, temporarily fueling a vehicle,
and moving on to the next area in the parking lot to fuel the next vehicle. ilehicular accidents
occur in parking lots on a regular basis, but the presence of a fuel truck, especially one in the
process of fueling a vehicle with gasoline, greatly adds to the potential risk involved in such
accidents. By restricting such operations to the occupancies in question, the employees of the
business may be adequately notified to expect such operations to occur in the parking lot.)
**Section 6103.2.1; add Section 6103.2.1.8 to read as follows:
Ordinance 885
Page 35 of 40
6103.2.1.8 Jewelry Repair, Dental Labs and Similar Occupancies. Where natural �as service
is not available, portable LP-Gas containers are allowed to be used to su�lv approved torch
assemblies or similar a�pliances. Such containers shall not exceed 20-pound (9.0 kg water
capacity. A��re ag te capacity shall not eXceed 60-pound (27.2 kg) water ca�acity. Each device
shall be separated from other containers bv a distance of not less than 20 feet.
(Reason: To provide a consistent and reasonable means of regulating the use of portable LP-Gas
containers in these situations. Reduces the hazard presented by portable containers when
natural gas is already available. Please note that current State Law does not allow for the
enforcement of any r�ules more stringent than that adopted by the State, so this amendment is
only applicable as to the extent allowed by that State Law.)
**Section 6104.2, Exception; add an exception 2 to read as follows:
Exceptions:
L {existing text unchanged}
2. Except as permitted in Sections 308 and 6104.3.2, LP-gas containers are not
permitted in residential areas.
(Reason: To provide a consistent and reasonable means of regulating the use LP-Gas
containers. Reduces the hazard presented by such containers when natural gas is already
available. References regional amendment to IFC 6104.3.2. Please note that current State Law
does not allow for the enforcement of any rules more stringent than that adopted by the State, so
this amendment is only applicable as to the extent allowed by that State Law.)
**Section 6104.3; add Section 6104.3.3 to read as follows:
6104.3.3 Spas, Pool Heaters, and Other Listed Devices. Where natural �as service is not
available, an LP-gas container is allowed to be used to su�plv spa and pool heaters or other listed
devices. Such container shall not exceed 250-�allon water ca�acitv per lot. See Table 6104.3
for location of containers.
Exce�tion: Lots where LP-gas can be off-loaded wholly on the property where the tank is
located mav install u� to 500 �allon above ground or 1,000 gallon under�round a�roved
containers.
(Reason: Allows for an alternate fuel source. Dwelling density must be considered and possibly
factored into zoning restrictions. Reduces the hazard presented by over-sized LP-Gas containers.
Please note that current State Law does not allow for the enforcement of any r�ules more
stringent than that adopted by the State, so this amendment is only applicable as to the extent
allowed by that State Law.)
**Section 6107.4 and 6109.13; change to read as follows:
Ordinance 885
Page 36 of 40
6107.4 Protecting Containers from Vehicles. Where exposed to vehicular damage due to
proximity to alleys, driveways or parking areas, LP-gas containers, regulators and piping shall be
protected in accordance with'`'�'�Section 312.
6109.13 Protection of Containers. LP-gas containers shall be stored within a suitable enclosure
or otherwise protected against tampering. Vehicle impact protection shall be provided as
required by Section 6107.4.
� ��o � i � � �� �o� �
cvircc'�H€��� e��x�cvircc'Hiici�--cci�czc€�3 rirr�vE�£ ��P€�?�zcccres'l�ia€�5--(�r
o��l � ��,-„��;.,,,
(Reason: NFPA 58 does not provide substantial physical protection [it allows raised sidewalks,
fencing, ditches, parking bumpers as `vehicle barrier protection J of the container(s) from
vehicular impact as is required and has been required historically, as per Section 312, i.e.
bollard protection. Further; the exception to Section 6109.13 would allow for portable
containers in ventilated metal cabinets to not require any physical protection whatsoever from
vehicular impact, regardless of the location of the containers. Please note that current State Law
does not allow for the enforcement of any rules more stringent than that adopted by the State, so
this amendment is only applicable as to the extent allowed by that State Law.)
**{Applicable to those jurisdictions adopting Appendix B}
Table B105.2; change footnote a. to read as follows:
a. The reduced fire-flow shall be not less than�A88 1,500 gallons per minute.
(Reason: The minimum fire flow of 1,500 gpm for other than one- and two-family dwellings has
existed since the 2000 edition of the IFC, as well as the Uniform Fire Code before that. Little to
no technical justification was provided for the proposed code change at the code hearings. The
board believes that the already-allowed 75 percent reduction in required fire-flow for the
provision of sprinkler protection is already a significant trade-off. The minimum 1,500 gpm is
not believed to be overly stringent for the vast majority of public water works systems in this
region, especially since it has existed as the requirement for so many years. Further; the
continued progression of trading off more and more requirements in the codes for the provision
of sprinkler protection has made these systems extremely operation-critical to the safety of the
occupants and properties in question. In other words, should the sprinkler system fail for any
reason, the fire flow requirements drastically increase from that anticipated with a sprinkler-
controlled fire scenario.)
Secs. 38-35-38-60. - Reserved.
ARTICLE IIL - ALARMS
Ordinance 885
Page 37 of 40
DIVISION 1. - GENERALLY
Secs. 38-61-38-75. - Reserved.
DIVISION 2. - FALSE ALARMS
Sec. 38-76. - Definitions.
The following words, terms and phrases when used in this division, shall have the meanings
ascribed to them in this section, except where the conteXt clearly indicates a different meaning:
EMS means emergency medical service.
False alarm means an alarm notification to a communication dispatch center which causes
the dispatch of a police and/or fire emergency vehicle or emergency medical service ambulance,
and the responding officer finds no evidence of unauthorized intrusion, attempted unauthorized
intrusion, robbery, attempted robbery, other type of serious crime or attempted crime, fire or
activated sprinkler system, injury, illness or medical condition requiring an EMS response.
Cross reference—Definitions generally, § 1-2.
Sec. 38-77. - False alarm charges; monitoring of systems.
(a) Service charge for false alarms. The board of aldermen implements the following set of
charges for responding to false alarms. A service charge shall be made by the town to the
person or entity responsible for causing a response to a false alarm the on the basis of the
number of false alarms occurring at an alarm site during the previous 12 months as follows:
False alarms—Single-family residential, multiple-family dwellings, and commercial,
industrial, and retail:
Number of
False Alarms Service Charge
0-2 No Charge
3 or more $50.00
(b) Interest charge for failure to pay. Failure to pay the charge as required in this section
within 60 days of billing will result in interest at ten percent being added to the invoice.
(c) Monitoring alarm systems. All residences, businesses, and other structures equipped with
operational alarm systems shall configure those systems so that alarms are received by an
independent concern that can monitor the calls prior to contacting police, fire, or EMS, and
Ordinance 885
Page 38 of 40
in no event shall such systems be hooked directly into the 911 communications dispatch
center.
Sec. 38-78. -Penalty.
Any person violating any of the provisions of this division or failing to pay the charges set
out in this division shall be deemed guilty of a misdemeanor and, upon conviction in the
municipal court of the town, shall be subject to a fine not to exceed the sum of$500.00 for each
offense.
Secs. 38-79-38-100. - Reserved.
SECTION 3: That all provisions of Chapter 38 not hereby amended shall remain in full
force and effect.
SECTION 4: That this Ordinance shall be cumulative of all other Town Ordinances
and all other provisions of other Ordinances adopted by the Town which are inconsistent with
the terms or provisions of this Ordinance are hereby repealed.
SECTION 5: That any person, firm or corporation violating any of the provisions or
terms of this ordinance shall be subject to the same penalty as provided for in the Code of
Ordinances of the Town of Westlake, and upon conviction shall be punishable by a fine not to
exceed the sum of Two Thousand Dollars ($2,000.00) or Five Hundred ($500.00) for each
offense. Each day that a violation is permitted to exist shall constitute a separate offense.
SECTION 7: It is hereby declared to be the intention of the Town Council of the Town
of Westlake, Texas, that sections, paragraphs, clauses and phrases of this Ordinance are
severable, and if any phrase, clause, sentence, paragraph or section of this Ordinance shall be
declared legally invalid or unconstitutional by the valid judgment or decree of any court of
competent jurisdiction, such legal invalidity or unconstitutionality shall not affect any of the
remaining phrases, clauses, sentences, paragraphs or sections of this Ordinance since the same
would have been enacted by the Town Council of the Town of Westlake without the
incorporation in this Ordinance of any such legally invalid or unconstitutional, phrase, sentence,
paragraph or section.
Ordinance 885
Page 39 of 40
SECTION 8: This ordinance shall take effect immediately from and after its passage as
the law in such case provides.
PASSED AND APPROVED ON THIS 17th DAY OF JUNE 2019.
ATTEST:
Laura L. Wheat, Mayor
APPROVED AS TO FORM:
Kelly Edwards, Town Secretary
L. Stanton Lowry, Town Attorney
Ordinance 885
Page 40 of 40
WESTLAKE TOWN COUNCIL
T H E T D W N 0 F
TYPE OF ACTION W E S T L A K E
Regular Meeting - Action Item
Monday, June 17, 2019
ToPrC: Conduct a public hearing and consideration of an Ordinance approving a
development plan/site plan specifically for a Special Project Entry Sign for
the Charles Schwab corporate campus, as authorized by Ordinance 307, on
an approXimately 775 square foot portion of Planned Development District
3,Planning Area 4, (PD3-4) generally located at the southeast corner of the
future intersection of Schwab Way and State Highway 114.
STAFF CONTACT: Nick Ford, Development Coordinator
Ron Ruthven, Director of Planning & Development
Strategic Alignment
� �
i i � . � . . , : ' � � �
High Quality Planning, Design &
Planned/Responsible Citizen, Student& Development-We are a desirable well preserve Desirability
Development Stakeholder planned, high-quality community that &Quality of Life
is distinguished by exemplary design
standards.
. ,
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: Apri125, 2019 Completion Date: June 17, 2019
Funding Amount: N/A Status - � Not Funded Source - N/A
EXECUTIVE SUMMARY(INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
In February 2016, the Town Council approved Ordinance 770 for the rezoning, known as PD3-
SB, of an 81-acre tract of land just south of the Highway 114 — Highway 170 interchange,
establishing the land use prerequisites for a proposed Charles Schwab financial services campus.
The following item for consideration, a Planned Development Site Plan for a freeway sign, is
indicated in Exhibit 4 through Exhibit 7 of Ordinance 770.
Page 1 of 4
ZONING
As discussed earlier, Ordinance 770 established the PD3-SB zoning district which allows for the
Charles Schwab Campus Development and provides signage standards in Section 4.1 and EXhibits
4 through 7 of said ordinance for the district as well. Although the freeway sign is authorized by
Ordinance 770, the proposed location of the freeway sign resides in the Planned Development
District 3 Planning Area 4 (PD3-4) which is adjacent to the PD3-SB zoning district.
The PD3-4 planned development district is established by Ordinance 310 in 1998 and would later
be amended by Ordinance 451 in 2004. Ordinance 451 requires approval of a Development and a
Site Plan prior to any development. The concept plan for PD3-4 district indicates a roadway entry
point at future Schwab Way and State Highway 114.
This is important since Ordinance 307, which established the Circle T Ranch Planned
Development District Supplement allows for Special Project Entry Signs to be approved as a Site
Plan in all Planning Areas of the Circle T Ranch at certain roadways points as identified on each
Planning Area Concept Plan and allows said signs to vary from the standards set forth in Ordnance
307.
Charles Schwab requests to construct an off-site Special Project Entry Sing in accordance with
both Ordinance 307 and Ordinance 770 as part of the Charles Schwab Corporate Campus.
SIGN
General monument and entryway sign locations and standards (sign dimensions and material
types) were included in Ordinance 770, with the stipulation that "Exact sign locations will be
provided at the time of the PD Site Plan and PD Development Plan approvals." Several monument
signs are shown on the three-dimensional renderings included with the Concept/ Development
Plan, but eXact locations and dimensions/references are not shown on the Concept/Development
Plan.
The site plan in Ordinance 770 identifies one freeway sign near the easternmost entryway(location
A) which provides for width/height dimensions, materials, square footage.
F.
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w.
i. . . � � °_^�` r-a.e.� ____. . ■�
12S SF - �"'��: �
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v F�.. � �� WPolhFrin4 i. � " .q�i��� $�. "
Siecl y�� f e �'.
v� .... ._ .. _-�+ i„��
ie.m umesronc— "'I� � �p ' - ' •�'
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The new site plan for consideration is generally consistent with this signage concept as presented
in Ordinance 770, eXcept for the following changes listed below:
Page 2 of 4
• Proposed height of the sign changing from 33 feet to 40 feet
• Proposed width of the sign changing from 7 feet to 17 feet—4 inches
• Change in logo area from 126 square feet to 212.67 square feet due to rebranding
• Change of material pallet to be more consistent with the approved material pallet for the
Charles Schwab main campus buildings and approved signage
• More accurate location of signage within a 775 square foot signage easement
PLANNING AND ZONING COMMISSION
On June 10, 2019 the Planning and Zoning Commission recommended approval of the request by
a(5-0) vote subject to the staffrecommendations below.
RECOMMENDATION
Staff recommends approval of this item subject to the following conditions:
1. Lighting for the signage must be consistent with the Town of Westlake outdoor
lighting standards and ordinances.
2. Prior to issuance of the building permit for the sign, a copy of the recorded sign
easement shall be provided.
These conditions are contained in the proposed ordinance.
ATTACHMENTS
Location Map
Site Plan/Development Plan Exhibits provided by the applicant
Proposed ordinance
Page 3 of 4
�
Attachment 1: Project Location Map
Page 4 of 4
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C0 R G A N CHARLES SCHWAB DFW — ENTRY SIGNAGE � APRIL 17 2019
TOTAL SIGN AREA 713.66 SF
SCHWAB LOGO AREA 212.67 SF
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DESCRIPTION:
FACE: .5" clear acrylic w/3M translucent vinyl film w/sanded edges
RETURNS: .125" aluminum 4" deep
� � � BACK: .1875" clear polycarbonate
2.419" 1° ILLUMINATION: Interior and halo illumination GE#GEMM2471-W1 white LED's
with remote power supply
Side View MOUNTING: 1.5" offwall
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CORGAN ■
design
THAN K YOU !
TOWN OF WESTLAKE
ORDINANCE NO. 886
AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS,
APPROVING A PLANNED DEVELOPMENT ZONING DISTRICT (PD) SITE PLAN
AND DEVELOPMENT PLAN FOR A CHARLES SCHWAB SPECIAL PROJECT
ENTRY SIGN FOR AN APPROXIMATELY 775 SQUARE FOOT PORTION OF
PLANNED DEVELOPMENT DISTRICT 3, PLANNING AREA 4 (PD 3-4). THE
PROPERTY IS GENERALLY LOCATED AT THE SOUTHEAST CORNER OF
SCHWAB WAY AND STATE HIGHWAY 114; PROVIDING FOR A SEVERABILITY
CLAUSE; PROVIDING FOR A SAVINGS CLAUSE; PROVIDING FOR A PENALTY
CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Town of Westlake, Texas is a general law municipality; and
WHEREAS, the Town Council of the Town of Westlake finds it necessary for the public
health, safety and welfare that development occur in a controlled and orderly manner; and
WHEREAS, on February 22, 2016 the Town Council of the Town of Westlake, TeXas
approved Ordinance 770 establishing the PD3-SB zoning district; and
WHEREAS, Ordinance 770 allows for a Charles Schwab corporate campus development
and provides sign standards in Section 4.1 and Exhibits 4 through 7 of said ordinance; and
WHEREAS, On September 14, 1998 the Board of Aldermen of the Town of Westlake,
Texas approved Ordinance 307, which approved and adopted the Circle T Ranch Planned
Development Zoning District Supplement providing for various development provisions within
the Circle T Ranch; and
WHEREAS, Section 5.2(H) of Ordinance 307 allows for Special Project Entry Signs to
be approved as a Site Plan in all Planning Areas in the Circle T Ranch at certain roadway entry
points as identified on each Planning Area Concept Plan and allows said signs to vary from the
standards set forth in Ordinance 307; and
WHEREAS, the Concept Plan for PD3-4, which is adjacent to PD3-SB, approved by the
Town of Westlake, Texas Board of Aldermen through Ordinance 310 and amended by Ordinance
451, indicates a roadway entry point at Schwab Way and State Highway 114; and
WHEREAS, Section 6.2 and 6.3 of Ordinance 451 requires the approval of a Development
Plan and a Site Plan prior to any development; and
WHEREAS, Charles Schwab requests to construct an off-site Special Project Entry Sign
in accordance with Ordinance 307 and 770 as part of the approved Charles Schwab corporate
campus development; and
Ordinance 886
Page 1 of 3
WHEREAS, the Planning and Zoning Commission (Commission) recommended to the
Town Council approval of the PD Special Project Entry Sign Development Plan and Site Plan
depicted in attached Exhibit A on June 10, 2019; and
WHEREAS,following provision of proper legal notice,including written notice to owners
within 200 feet of the subject property,published notice and posted notice in accordance with the
Texas Open Meetings Act of public hearing, a public hearing was held on June 17, 2019, by the
Town Council; and
WHEREAS, upon the recommendation of the Planning and Zoning Commission, the
Town Council of the Town of Westlake, Texas, is of the opinion that it is in the best interests of
the Town and its citizens that this PD Special Project Entry Sign Development Plan and Site Plan,
depicted in Exhibit A, should be approved and adopted.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE TEXAS:
SECTION L• That all matters stated in the preamble are found to be true and correct and
are incorporated herein as if copied in their entirety.
SECTION 2: That the Town Council of the Town of Westlake, Texas does hereby
approve the PD Special Project Entry Sign Development Plan and Site Plan shown as attached
Exhibit A and located in an approximately 775 square foot portion of PD 3-4 at the southeast
corner of Schwab Way and State Highway 114, as reflected in Exhibit A, also attached hereto, is
approved subject to the following conditions:
1. Lighting for the signage must be consistent with the Town of Westlake outdoor lighting
standards and ordinances;
2. Prior to issuance of the building permit for the sign, a copy of the recorded sign easement,
as shown in Exhibit A, shall be provided.
SECTION 3: It is hereby declared to be the intention of the Town Council of the Town
of Westlake, Texas, that sections,paragraphs, clauses and phrases of this Ordinance are severable,
and if any phrase, clause, sentence,paragraph or section of this Ordinance shall be declared legally
invalid or unconstitutional by the valid judgment or decree of any court of competent jurisdiction,
such legal invalidity or unconstitutionality shall not affect any of the remaining phrases, clauses,
sentences, paragraphs or sections of this Ordinance since the same would have been enacted by
the Town Council of the Town of Westlake without the incorporation in this Ordinance of any
such legally invalid or unconstitutional,phrase, sentence,paragraph or section.
SECTION 4: That this Ordinance shall be cumulative of all other Town Ordinances and
all other provisions of other Ordinances adopted by the Town which are inconsistent with the terms
or provisions of this Ordinance are hereby repealed.
Ordinance 886
Page 2 of 3
SECTION 5: Any person violating any of the provisions of this ordinance shall be
deemed guilty of a misdemeanor offense and upon conviction thereof shall be fined in a sum not
to exceed Two Thousand Dollars ($2,000.00) for each separate offense. A separate offense shall
be deemed committed upon each day,or part of a day,during which a violation occurs or continues.
SECTION 6: This ordinance shall take effect immediately from and after its passage as
the law in such case provides.
PASSED AND APPROVED ON THIS 17th DAY OF JUNE 2019.
ATTEST: Laura Wheat, Mayor
Kelly Edwards, Town Secretary
APPROVED AS TO FORM:
L. Stanton Lowry, Town Attorney
Ordinance 886
Page 3 of 3
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Ordinance 883
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ENLARGED PLAN VIEW
C0 R G A N CHARLES SCHWAB DFW — ENTRY SIGNAGE � APRIL 17 2019
Ordinance 883
TOTAL SIGN AREA 713.66 SF
SCHWAB LOGO AREA 212.67 SF
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C0 R G A N CHARLES SCHWAB DFW - ENTRY SIGNAGE � APRIL 17 2019
Ordinance 883
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C0 R G A N CHARLES SCHWAB DFW - ENTRY SIGNAGE � APRIL 17 2019
Ordinance 883
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DESCRIPTION:
FACE: .5" clear acrylic w/3M translucent vinyl film w/sanded edges
RETURNS: .125" aluminum 4" deep
� � � BACK: .1875" clear polycarbonate
2.419" 1° ILLUMINATION: Interior and halo illumination GE#GEMM2471-W1 white LED's
with remote power supply
Side View MOUNTING: 1.5" offwall
C0 R G A N CHARLES SCHWAB DFW - ENTRY SIGNAGE � APRIL 17 2019 -
Ordinance 883
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Town Cou nci I
Item # 6 — Executive
Session
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 (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
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:
- BRE Solana
- Waterside Land Company LLC
- Front 44
Town Cou nci I
Item # 7 — Reconvene
Council Meeting
Town Cou nci I
Item #8 — Necessary Action
NECESSARY ACTION
a. 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
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:
- BRE Solana
- Waterside Land Company LLC
- Front 44
Town Cou nci I
Item # 9 — Future Agenda
Items
FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or
Council meeting, under "Future Agenda Item Requests", an agenda item for a future
Council meeting. The Council Member making the request will contact the Town Manager
with the requested item and the Town Manager will list it on the agenda. At the meeting,
the requesting Council Member will explain the item, the need for Council discussion of
the item, the item's relationship to the Council's strategic priorities, and the amount of
estimated staff time necessary to prepare for Council discussion. If the requesting Council
Member receives a second, the Town Manager will place the item on the Council agenda
calendar allowing for adequate time for staff preparation on the agenda item.
- None
Town Cou nci I
Item # 10 — Adjournment
Regular Session