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Home My WebLink About04-25-11 TC MinMINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL MEETING April 25, 2011 PRESENT: Mayor Laura Wheat and Council Members, Tim Brittan, Clif Cox, Carol Langdon and Rick Rennhack. ABSENT: OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards, Town Attorney Stan Lowry, Assistant to the Town Manager Ginger Awtry, Special Projects and Municipal Court Administrator Amanda DeGan, Fire Chief Richard Whitten, Finance Director Debbie Piper, Planning and Development Director Eddie Edwards, Facilities and Recreation Director Troy Meyer and Management Intern Scot Dixon. Workshop Session 1. CALL TO ORDER Mayor Wheat called the workshop to order at 4;42 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Wheat led the pledge of allegiance to the United States and Texas flags. 3. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM APRIL 25, 2011, REGULAR MEETING. Town Manager Brymer provided an update on the MOU with Trophy Club and Roanoke. He also recommended continue the intergovernmental cooperative initiatives along S.H. 170 and the intersection of Hwy. 377 and S.H. 170 to the Exhibit A. Town Council Minutes 04/25/11 Page 1 of 6 Mayor Wheat recommended appointing Scott Bradley as a new board member and that he will also continue to serve pro bono as General Counsel for TSHA. Mayor Wheat asked to amend the motion on the March 28th meeting minutes regarding the MOU with Hillwood to read upon the understanding that the completion of projects 5- 7 is not contemplated as being in any particular order. 4. REPORTS a. Quarterly Financial Dashboard and Analysis for the quarter ended March 31, 2011. Finance Director Piper stated that property tax collection is at 88% due to the ability residents may elect to make partial payments. 5. DISCUSSION ITEMS a. Presentation and discussion regarding the Texas Student Housing Authority. TSHA Executive Director Pete Ehrenberg provided a presentation and overview of the goals and current status of the scholarships, the current status of the property tax disputed in Brazos County, debt service and cash flow for the properties. Discussion ensued regarding contributions to the Town, the tax exemption status of other properties, payments to the bond holders, property values, the scholarship process and the differences of incremental and full scholarships. Council Member Rennhack asked for a copy of the THSA financials. b. Discussion and review of the process for amending/updating the Town's. Comprehensive Plan. Town Manager Brymer summarized the efforts on the Comprehensive Plan process which has been reviewed by Staff and the process moving forward. Planning and Development Director Edwards provided a presentation and overview of the process to update the Comprehensive Plan. Discussion ensued regarding underground utilities, current property zoning entitlements of the current stakeholders, and the mission and vision for future development. c. Discussion of a proposed Development Agreement with Hillwood Alliance Services for various Ottinger Road and Dove Road Public Improvements. Town Council Minutes 04/25111 Page 2 of 6 Town Manager Brymer provided a presentation and overview of the development agreement, the public and private investments, and the projects contained in the agreement. He stated that it would be necessary to amend the Capital Improvement Plan for any Town participation of the proposed improvements. d. Discussion of Town communication efforts and resources. Town Manager Brymer provided an overview of the communication process and collaborative efforts of several staff members and marketing firm to provide various communications to the community. The Town previously had a Communications Director that promoted the Town and Academy. Discussion ensued regarding need to create a full time position, the current Public Relations firm, updating communications pieces for the Town and Academy, websites and funding the position. Mayor Wheat recommended tabling further discussion until the Council could review a job description. e. Discussion of 2011 DirectionFinders Citizens' Survey Instrument. Town Manager Brymer and Management Inter Dixon provided overview and proposed questions on the survey. Discussion ensued regarding the proposed questions on the survey and clarification of some questions, how to receive community feedback and the values of that feedback. 6. EXECUTIVE SESSION — 7:38 p.m. The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087: Deliberation Regarding Economic Development Negotiations — to deliberate the offer of a financial or other incentive to a business prospect. b. Section 551.074(x): Personnel Matters — to deliberate the appointment or employment of a Director of Communications. 7. RECONVENE MEETING Mayor Wheat reconvened the workshop at 12:04 a.m. Town Council Minutes 04/25/11 Page 3 of 6 8. COUNCIL RECAP J STAFF DIRECTION - None 9. ADJOURNMENT There being no further business before the Council, Mayor Wheat adjourned the workshop at 12:04 a.m. Regular Session 1. CALL TO ORDER Mayor Wheat called the meeting to order at 12:04 a.m. with Council Member Brittan absent. Z. CITIZEN PRESENTATIONS AND RECOGNITIONS Mayor Wheat proclaimed May 5, 2011, the National Day of Prayer. Mayor Wheat proclaimed the week of May 1-7, 2011, as Public Service Week. 3. CONSENT AGENDA a. Consider approval of the minutes from the meeting held on March 28, 2011. b. Consider approval of the minutes from the meeting held on March 29, 2011. c. Consider approval of the minutes from the meeting held on April 4, 2011. d. Consider approval of Resolution 11-13, Approving a Memorandum of Understanding (MOU) between the Town of Westlake, Town of Trophy Club, and the City of Roanoke, regarding an agreement in principal to pursue a variety of intergovernmental cooperative initiatives. e. Consider approval of Resolution 11-14, Appointing a member to the Texas Student Housing Authority board. MOTION: Council Member Cox made a motion to approve the consent agenda with revisions as discussed during the workshop. Council Member Langdon seconded the motion. The motion carried by a vote of 3-0. Town Council Minutes 04/25/11 Page 4 of 6 4. CONSIDERATION AND DISCUSSION TO APPROVE RESOLUTION 11-15, APPROVING A DEVELOPMENT AGREEMENT WITH HILLWOOD ALLIANCE SERVICES FOR VARIOUS PUBLIC IMPROVEMENTS TO DOVE AND OTTINGER ROADS. MOTION: Council Member Langdon made a motion to approve Resolution 11-15 with the following revisions; striking reference to the school north entrance in Section 1 A. 2, striking Section 7 in its entirety and referencing those revisions on the attached exhibits. Council Member Cox seconded the motion. The motion carried by a vote of 3-0. S. EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087: Deliberation Regarding Economic Development Negotiations — to deliberate the offer of a financial or other incentive to a business prospect. b. Section 551.074(x): Personnel Matters — to deliberate the appointment or employment of a Director of Communications. - Town Council did not convene into Executive Session. 6. RECONVENE MEETING 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. - None 8. FUTURE AGENDA ITEMS - None S. COUNCIL RECAP / STAFF DIRECTION Town Council Minutes 04125/11 Rage 5 of 6 10. COUNCIL CALENDAR - Oath of Office May 19, 2011, at 4:30 p.m. Town Council Meeting May 23, 2011 11. ADJOURNMENT There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Rennhack made a motion to adjourn the meeting. Council Member Cox seconded the motion. The motion carried by a vote of 3-0. Mayor Wheat adjourned the meeting at 12:12 a.m. APPROVED BY THE TOWN COUNCIL JUNE 13, 2011. ATTEST: Kelly dwar Town Secretary Laura Wheat, Mayor Town Council Minutes 04/25119 Rage 6 of 6