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HomeMy WebLinkAbout03-30-20 Joint TC-BOT MinMINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL/BOARD OF TRUSTEES JOINT WORKSHOP BOARD OF TRUSTEES MEETING March 30, 2020 In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020, the Westlake Town Council and Westlake Academy Board of Trustees conducted the joint workshop at 5:00 p.m. on Monday, March 30, 2020 by telephone conference in order to advance the public health goal of limiting face-to-face meetings (also called "social distancing") to slow the spread of the Coronavirus (COVID-19). There was no public access to the physical location described above. A recording of the telephonic meeting was made and is available to the public. PRESENT: Mayor Laura Wheat and Council Members Carol Langdon, Greg Goble, Michael Barrett, Rick Rennhack, and Alesa Belvedere. ABSENT: None OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, School Attorney Janet Bubert, Town Secretary Todd Wood, Director of Information Technology Jason Power, Director of Finance Debbie Piper, Director of Facilities & Public Works Troy Meyer, Director of Communications Ginger Awtry, Business Manager Marlene Rutledge, Director of Planning and Development Ron Ruthven, Deputy Fire Chief John Ard, Executive Director Dr. Mechelle Bryson, Public Works Assistant Dianna Orender, Administrative Assistant Miriam Dubon. Joint Work Session 1. CALL TO ORDER— TOWN COUNCIL Mayor Wheat called the work session to order at 5:02 p.m. 2. CALL TO ORDER — BOARD OF TRUSTEES President Wheat called the work session to order at 5:02 p.m. Town Council Minutes 03/30/20 Page 1 of 5 Mayor Wheat began the meeting by noting that this meeting was being conducted in accordance with the allowances that have been provided by the State of Texas due to COVID-19, and this was a new approach for everyone. A brief summary of instructions was provided for citizen comments, and additional instructions would be provided to public callers during the citizen comments portion of the agenda. Mayor Wheat conducted a verbal roll call to verify the attendance of each Council member. 3. CITIZEN COMMENTS The public will be permitted to offer public comments telephonically as provided by the agenda and as permitted by the presiding officer during the meeting. Speakers were required to state their name and address prior to making comments. Mayor Wheat provided instructions for callers to mute or unmute their telephones for citizen comments. Those who wished to speak could raise their hand "virtually", and callers would be recognized in the order their request was received. No one addressed the Council. 4. DISCUSSION ITEMS a. Discussion regarding municipal and academic staff actions related to COVID-19. Town Manager Amanda DeGan provided a review and summary of COVID-19's impact to the Town of Westlake, Westlake Academy, and the general geographic region. Mrs. DeGan began by thanking the staff for their efforts during this unprecedented time by continuing to deliver high quality services during the quarantine period with minimal disruption. Mrs. DeGan stated that she had issued a closure order for Westlake Academy and Westlake Town Hall on March 17, 2020 through April 17, 2020. This decision was made after consultation with the Mayor and Council, as well as information that had been received through the Tarrant and Denton County Commissioners' Courts. As in other counties, positive cases continue to grow in number. She noted that three (3) cases have been confirmed in Westlake, and this information is only received from counties after a confirmation has been received of an infection within a particular municipal boundary. At this time, statisticians estimate that the spread COVID-19 will peak on or around April 81h and continue through the remainder of April. As a result, most public events through April have been cancelled in Westlake. Mayor Wheat and Mrs. DeGan praised our state and local officials for providing transparent information to the public, their cooperative approach, and how they have worked together to leverage the resources needed to healthcare providers and other entities to mitigate the effects of this pandemic. Mayor Wheat asked for feedback from the Council of the effectiveness of the Town's communication efforts. Councilmember Town Council Minutes 03/30/20 Page 2 of 5 Rennhack and Councilmember Langdon stated that they felt that these efforts were appropriate, and the information provided to date has been very helpful. Mrs. DeGan offered praise to the efforts of the Communication Department who has been working quickly and proactively in the collection and release of information. Mrs. DeGan then provided an updated overview of departmental efforts since the closure of Westlake facilities on March 17, 2020: Keller Police/Westlake Marshal's Office: The Keller Police Department (KPD) reports that their enforcement levels are mostly normal. Law enforcement presence has been increased in parks and trails in an effort to promote social distancing and encourage best practices from the public. Due to lower traffic volumes on public roadways, KPD officers are utilizing bicycles. Additional security patrols are being conducted at Westlake Academy by KPD and the Westlake Marshal's Office. Budget: At this time, the budgetary impact of the COVID-19 pandemic to Westlake is unknown. Staff has continued preparation of the FY 20/21 budgets during the quarantine period. In keeping with Westlake's conservative approach with forecasting and utilizing our funds, the current budget is being analyzed to determine which expenditures could potentially be delayed of eliminated, should this be necessary. Local Business: The Marriott Hotel and Hollywood Burger restaurant is currently closed. Fidelity Investments has some employees working on campus; however, the exact number is not known at this time. No information has been received from the Charles Schwab campus on the number of employees working onsite, although it is estimated that this would be similar to Fidelity and other corporations of similar size. Fire EMS: Additional protective measures have been enacted to reduce the risk of COVID-19 transmission and protect our first responders. The department currently has an ample supply of Personal Protective Equipment. IT: Mrs. Degan noted that the IT Department has been working long hours for nearly ten (10) days and thanked them for their key role in keeping our technology operating properly. During the first 72 hours of the quarantine, many municipal staff members experienced connectivity issues, which was quickly resolved. Westlake Academy: Distance learning at Westlake Academy has received a great deal of positive feedback from staff, parents, and students. Mrs. DeGan thanked the Communications and IT Departments for their key roles in the success of these platforms in such a short amount of time. IB exams have been cancelled at Westlake Academy this year, and staff is researching other resources that may be utilized by students. The Texas Education Agency (TEA) has issued no information when school will re- open. Mrs. DeGan commented that the longer school is closed, the less likely a re- opening would occur this year. She noted that no decisions had been made at this time due to the uncertainty of the situation. Town Council Minutes 03/30/20 Page 3 of 5 S. COUNCIL RECAP / STAFF DIRECTION Mayor Wheat simply stated, "Keep on keeping on!" and noted that these were all heroric efforts that have been undertaken by staff. 6. ADJOURNMENT OF JOINT WORK SESSION Mayor Wheat adjourned the Joint Work Session at 5:30 p.m. Regular Session 1. CALL TO ORDER Mayor Wheat called the regular meeting to order at 5:30 p.m. 2. ITEMS OF COMMUNITY INTEREST: Mrs. DeGan mentioned that many events had been cancelled for the month of April, including the Public Safety Fair, Masterworks concerts, and Coffee with the Mayor. She mentioned that the Board of Trustees meeting for April 6tn would most likely be cancelled as well, along with the Planning & Zoning meeting on April 13tn, and possibly the Town Council meeting on April 27tn 3. CITIZEN COMMENTS The public was permitted to offer public comments telephonically as provided by the agenda and as permitted by the presiding officer during the meeting. Speakers were required to state their name and address prior to making comments. Mayor Wheat provided instructions for callers to mute or unmute their telephones for citizen comments. Those who wished to speak could raise their hand "virtually", and callers would be recognized in the order their request was received. No one addressed the Council. 4. CONSIDER A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES RELATING TO EMERGENCY MODIFICATIONS TO POLICIES, CLOSURE OF WESTLAKE ACADEMY AND THE EXPENDITURE OF PUBLIC FUNDS DURING THE GOVERNOR -DECLARED STATE OF DISASTER TO MITIGATE EFFECTS OF COVID- 19. Ms. DeGan spoke to this item, which would allow the Superintendent the ability to make decisions regarding the operations and expend funds in the absence of Board of Trustee direction, should that become necessary. This Resolution would also allow the Superintendent to make decisions regarding the closure of Westlake Academy based on Town Council Minutes 03/30/20 Page 4 of 5 information received from state and local sources in the event that the governing body was unable to meet. Councilmember Greg Goble inquired as to whether this measure allowed for a delegation of this authority in the event that Ms. DeGan was unable to do so. School Attorney Janet Bubert confirmed that this power was not transferrable in such a scenario, based on the wording of this resolution, and another Board meeting would be required should this measure be necessary. Mayor Wheat asked for a motion to approve Resolution 20-02. MOTION: Council Member Belvedere made a motion to approve Resolution 20-02. Council Member Goble seconded the motion. The motion carried by a vote of 5-0. S. FUTURE AGENDA ITEMS: There were no Future Agenda Item Requests from the Board. 6. ADJOURNMENT There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Langdon made a motion to adjourn the meeting. Council Member Barrett seconded the motion. The motion carried by a vote of 5-0. Mayor Wheat adjourned the meeting at 5:42 p.m. APPROVED BY THE TOWN COUNCIL ON May 4th, 2020. ATTEST: Laura Wheat, Mayor Tod Wood, Town Secretary Town Council Minutes 03/30/20 Page 5 of 5