HomeMy WebLinkAbout05-23-11 TC MinMINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL MEETING
May 23, 2011
PRESENT: Mayor Laura Wheat and Council Members, Tim Brittan, Clif Cox, Carol Langdon
and Rick Rennhack.
ABSENT: David Levitan
OTHERS PRESENT: Facilitator Mike Conduff, Town Manager Tom Brymer, Town
Secretary Kelly Edwards, 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, Human
Resources and Administrative Services Todd Wood, Facilities and
Recreation Director Troy Meyer and Management Intern Scot
Dixon.
Workshop Session
1. CALL TO ORDER
Facilitator Mike Conduff began the meeting at 8:45 a.m.
2. DISCUSSION ITEMS
I. In-depth Governance Analysis
The teams reviewed and discussed the Council and Leadership Team surveys and
governance case studies.
Discussion ensued regarding the outcome of various question within the survey
results, the Council speaking with one voice principle, and how to streamline
meeting agendas.
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II. Municipal Strategic Planning
Town Manager Brymer and Special Projects and Municipal Court Administrator
DeGan provided a presentation and overview of the current and proposed strategic
plan.
During the lunch break the Council conducted a break-out session to discuss in
further detail the proposed strategic plan.
Discussion ensued regarding the current Comprehensive Plan, items that are not
address in the current plan, design standards, the process of updating the plan,
current zoning of Planned Developments and possible Park Land Dedication
requirements.
III. Financial_ Planning
Town Manager Brymer provided an overview of the Municipal five-year financial
forecast and Capital Improvement Plan.
Discussion ensued regarding funded and unfunded Capital Improvement projects
and possible location of a Municipal Office complex.
IV. Council re -cap and governance discussion
In-depth Governance Analysis
Reviewed diagnostic tool completed by Municipal
Leadership Team and Council on municipal governance.
Compared difference/similarities between responses.
a. Board of Trustees Policy Manual (cont.) -
b. Town Council / Board of Trustees Relations & Ethics Policy (cont.) -
1. Time limits for workshop agenda items; print on agenda (also, implement
clock usage at meetings)
2. Time limits for staff presentations; including Power Point slides
(encouragement given to staff to keep to a maximum of 5 slides)
3. Agenda item requests Council members to speak to priority (high to low)
4. Council utilize evaluation instrument at the end of each meeting as it relates
to effectiveness.
5. Staff to offer on -boarding option for potential candidates; including review of
council policies related to governance.
6. Council directive to add statement that the board speaks as `one voice' acting
through its various decisions, such as resolutions, ordinances, etc.
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7. Consider governance policies related to a.) measurements for good
governance, b.) CEO performance measurement and accountability, c.) and
operational risks as it pertains to the organization.
S. Draft language — `to the extent possible' the SP will drive the Council/Board
agendas.
c. Advisory Board / Affiliates Policy (cont.) -
Did not discuss
d. Governance Discussion / Role Play
L Case Study
Divided in to 4 groups and worked through case studies — then reviewed relative
to our current policy documents and directives were given to update existing
policies:
Municipal Strategic Planning
a. Review and revise Mission, Vision
& Values statements
i. "What one thing do you want to see at the Town of Westlake that we don't
have?"
Council to review proposed statements and bring suggested revision to discuss at
workshop.
b. Comprehensive Plan Review
Council directions to staff:
1. Maintain as much of the current Comprehensive Plan as is feasible
2. Include recommendations staff feels are necessary
3. Staff to schedule individual P&Z meeting to facilitate understanding of
direction of Comp Plan
4. Joint meeting to be subsequently scheduled with P&Z and Council
c. Review current and updated draft of strategic plan with Strategic Issues -Focused
Governance System
Council in favor of moving forward with proposed format and revisions to
municipal SP; add back in the dates from previous document.
d. Strategy Map for Balanced Scorecard (Outcome Objectives)
e. Program Budget Synopsis
Financial Planning
a. Five-year Forecast
b. Review CIP
CIP - Council in favor of staff proposed format for CIP.
Directive given to review Hayes plan as an incremental option.
Relative to municipal building — alternative site placement rather than WA
campus; Option of less cash down -payment with increased financing of total
building costs; Alternative to seek reduction in current lease payment with
Solana.
Park Land Dedication — Council directive to place on future workshop and bring
back comparables of surrounding municipalities for further discussion.
c. Financial Policy Review
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3. COUNCIL CALENDAR
- Decoration Day
May 30, 2011, at Westlake I.O.O.F. Cemetery at 6:00 pm.
- Town Council Meeting
June 13, 2011
- Town Offices Closed
July 4, 2011
- Town Council Meeting Budget Workshop
August 12, 2011, 9:00 — 1:00 p.m.
- Town Council Meeting
August 29, 2011
4. ADJOURNMENT
The meeting adjourned at 4:50 p.m.
APPROVED BY THE TOWN COUNCIL JUNE 13, 2011.
ATTEST:
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Kelly ltclwarg, Town Secretary
Laura Wheat, Mayor
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