HomeMy WebLinkAbout11-30-20 TC MinMINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL MEETING
November 30, 2020
In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020,
the Town Council of the Town of Westlake conducted its regular meeting at 5:00 p.m. on Monday,
November 30, 2020 by video and 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, and Rajiv
Trivedi. Rick Rennhack joined the call at 5:08 p.m.
ABSENT: Alesa Belvedere.
OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, Town Attorney
Stan Lowry, Town Secretary Todd Wood, Director of Information
Technology Jason Power, Director of Finance Debbie Piper, Director
of Facilities & Public Works Troy Meyer, Director of Administrative
Services Ginger Awtry, Fire Chief Richard.. Whitten, Director of
Planning & Development Ron Ruthven, Communications Manager
Jon Sasser, Business Manager Marlene Rutledge, Utility & Facility
Coordinator Dianna Orender, Finance & Budget Analyst Kelsey
Wong, Robin McCaffrey with Mesa Planning, and Jim Gordon with
One Digital, LLC.
Regular Session
1. CALL TO ORDER
Mayor Wheat called the Regular Session to order at 5:02 p.m.
2. CITIZEN COMMENTS
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Mayor Wheat provided a brief summary of instructions to the public for citizen comments.
No one addressed the Town Council.
3. ITEMS OF COMMUNITY INTEREST
Communications Manager Jon Sasser provided an update on the following items:
Westlake Academy will be CLOSED for the Christmas Holiday: Westlake Academy
will be closed from Thursday, December 211t through Monday, January 4th. January 5th will
be a Teacher's professional developmental day.
Westlake Municipal Offices CLOSED for the Christmas Holiday: from Thursday
through Friday, December 24-25, 2020. Waste and and recycling pickup will be delayed
from Friday to Saturday. Please call the Republic Services Customer Response Team at 602-
237-2078 about the trash and recycling holiday trash and recycling pickup schedule.
Westlake Municipal Offices CLOSED for the News Years Holiday: on Friday, January
1st, 2021. Waste and recycling pickup will be delayed from Friday to Saturday. Please call
the Republic Services Customer Response Team at 602-237-2078 with any additional
questions about the trash and recycling holiday trash and recycling pickup schedule.
Town Manager Amanda DeGan provided a brief update from Denton County regarding the
COVID-19 pandemic. She stated that Denton County was monitoring hospitalization rates
very closely, as seven (7) consecutive days with a 15% or greater COVID-19 cases
occupying available hospital beds would dictate the percentage of business occupancy
capacity by Executive Order from the Office of the Governor. This could lower the allowable
occupancy of businesses, churches, and other public venues. At this time, Denton County
only has eleven (11) intensive care beds available. Currently, the COVID-19 infection rate
has increased, and a spike is expected following the Thanksgiving holiday.
4. CONSENT AGENDA: All items listed below are considered routine by the Town Council
and will be enacted with one motion. There will be no separate discussion of items unless
a Council Member or citizen so requests, in which event the item will be removed from the
general order of business and considered in its normal sequence.
a. Consider approval of the minutes from the meeting on September 28, 2020.
b. Consider approval of Resolution 20-34, Adopting the 2020 Meeting Schedule of
the Town Council, Board of Trustees, and Planning and Zoning Commission.
c. Consider approval of Resolution 20-35, Approving the acceptance of a generous
donation to be used exclusively for the addition to the Sam and Margaret Lee Arts
and Sciences Center located at 2600 J.T. Ottinger Road. This donation must be
matched by outside sources and the matching funds may only be used for the
addition to the Sam and Margaret Lee Arts and Sciences Center.
MOTION: Mayor Wheat asked if Item 4b could be modified. She recommended
that the Town Council meeting scheduled for June 28, 2021 be
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moved to June 21, 2021. In addition, she recommended that the
Board of Trustees meeting scheduled for August 2, 2021 be moved
to August 9, 2021, and the Planning and Zoning meeting be moved
from August 9, 2021 to August 16, 2021. Mayor Wheat then solicited
a motion for approval of the consent agenda with these changes.
Council Member Rennhack made a motion to approve the consent
agenda. Council Member Langdon seconded the motion. The
motion carried by a vote of 4-0.
5. CONSIDER APPROVAL OF RESOLUTION 20-36, AUTHORZING THE TOWN
MANAGER OR DESIGNEE TO ENTER INTO A CONTRACT FOR THE TOWN'S
HEALTH, VISION, AND DENTAL INSURANCE PRODUCTS AND SERVICES FOR THE
2021 CALENDAR YEAR; AND ESTABLISHING A BROKER OF RECORD.
Deputy Town Manager Noah Simon presented this item. He stated that several alterations
have been made for the Town's proposed insurance products, beginning with a change of
insurance brokers to OneDigital, LLC. He stated that OneDigital has prepared, reviewed,
and analyzed the bids using a proprietary software model that assigns a score based on a
number of variables, including pricing and the level of benefits. Using this analysis, United
Health Care did not offer the best plan for the Town in terms of price or benefits. Therefore,
the Town recommends changing providers to Aetna for health insurance. This change
would offer a superior level of benefits to employees and save the Town approximately
$200,000 in premiums for the upcoming year and would reduce employee premiums by
4.3%. Staff recommends that the Town retain the current dental insurance policy with
MetLife and move the vision insurance to MetLife, with a premium reduction of 12.3%.
MOTION: Mayor Wheat asked for a motion to approve Resolution 20-36.
Council Member Langdon made a motion to approve. Council
Member Trivedi seconded the motion. The motion carried by a
vote of 4-0.
6. PRESENTATION AND DISCUSSION ITEMS:
a. Presentation and Discussion regarding a potential cost recovery and fiscal impact tool.
Robin McCaffrey with Mesa Planning presented this item. He provided a presentation
of the cost recovery tool, which allows the Town to see the fiscal costs of development,
and financial return these developments would bring to Westlake's ongoing service
costs. Due to Westlake's zoning regulations, the Town has a great degree of discretion
with developments. Therefore, it is important for development to be based on clear
outcomes, based on measurable impact, and not on personal preference. He added
that Westlake's low ad valorem tax rate presents a vulnerability that would not impact
other cities in the same way. As an example, Westlake would pay more for service
delivery to multi -family residential development when compared to other cities. This
underscores the importance for the Town to not overcommit itself to future service
demands, which would require a higher tax rate. Using studies conducted in other cities
around the country, there was a consistent and direct correlation between the higher
cost of service delivery to office complexes when compared to single-family residences.
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This computation creates a standard measurement of costs for various densities of land
uses. Mr. McCaffrey stated this demonstrated the cost recovery calculator, which
calculated an estimate of cost recovery based on the type of development, square
footage, estimated valuation, and land entitlements. The Mayor and Council expressed
appreciation to Mr. McCaffrey and stated that that this tool was very well done.
b. Presentation and Discussion regarding a leak adjustment policy.
Director of Public Works and Facilities Troy Meyer and Dianna Orender presented this
item. He stated that this presentation would simply be a discussion, and a formal policy
would be brought to the Town Council for approval on December 141h. The purpose of
this policy would provide a consistent framework for leak adjustment credits and reduce
water losses and corresponding financial losses that may occur to the Utility Fund.
Mr. Meyer noted that no current policy currently exists for leak adjustments, and
adjustments have been historically made on a case -by -case basis. He noted that the
cities of Roanoke, Highland Park, University Park, Keller and Southlake were
benchmarked for comparison. Each city applied different methods and standards for
leak adjustments, and staff has compiled a draft policy that best fits Westlake. In order
to be eligible for a leak adjustment, staff recommends a maximum of one (1) adjustment
every six (6) months, and the customer must be enrolled in the Eye -on -Water Program.
Additionally, repairs due to leaks must be completed within thirty (30) days.
7. CONSIDER APPROVAL OF RESOLUTION 20-37, ACCEPTING A PROPOSAL FROM
THE ATLANTIC GROUP FOR TOWN ORDINANCE REVIEW, UPDATE AND LEASE
NEGOTIATIONS FOR WIRELESS AND WIRE -BASED FACILITIES AND
AUTHORIZING THE TOWN MANAGER TO EXECUTE THE PROPOSAL.
Assistant Town Manager Jarrod Greenwood presented this item. During the June Town
Council meeting, the Town Manager was authorized to engage stakeholders and initiate
discussions with cellular providers regarding the potential construction of a communication
tower on the fire station property; however, no agreements would be executed. Mr.
Greenwood explained that this item would not commit the Town to any cellular providers
or tower construction and this item would only allow Town staff to obtain consulting services
related to the telecommunication industry. Recently, Town staff contacted an industry
expert that has assisted other local governments with communication tower projects.
The Town initially engaged The Atlantic Group regarding a potential communication tower
on the fire station property. Mr. Greenwood explained that the Atlantic Group's experience
and knowledge of the telecommunication industry would also benefit the Town through the
review of current ordinances, development policies, and town -owned telecommunication
conduits. This proposal also includes services independent of any decision the Town Council
may make regarding any potential communication tower on the fire station property. In
addition, the Atlantic Group would provide consulting services related to the Town's current
regulatory processes related to wireless or wire based facility projects; and consulting
services related to the Town's telecommunication Duct Bank.
Funding for this work was not included in the Adopted FY 20/21 budget and would be paid
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for from Utility Fund Reserves.
MOTION: Mayor Wheat asked for a motion to approve Resolution 20-37,
subject to the Vendor would not accept any finder's fees, and any
hours worked beyond the hours provided in the agreement would
need to be approved by both parties in advance in writing. Council
Member Goble made a motion to approve. Council Member Trivedi
seconded the motion. The motion carried by a vote of 4-0.
8. EXECUTIVE SESSION
The Town Council recessed the meeting at 7:00 p.m. to 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 (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:
- Front 44
- Entrada
b. Section 551.071(2) — Consultation with Town 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: Resolution No. 00-19, a Contract with Hillwood Development Corporation
Concerning the Design Engineering and Construction of the West Side Pump Station
and the Dove Road Waterline.
c. Section 551.071(2) Consultation with Attorney — to seek advice of counsel on matters
in which the duty of the Town Attorney under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of
the Texas Government Code - FM 1938 access for proposed Southlake development.
d. Section 551.071 - Discussion with the Town Attorney regarding pending, threatened,
or contemplated litigation regarding Entrada.
e. Section 551.071 - Discussion with the Town Attorney regarding pending, threatened,
or contemplated litigation regarding drainage matters within Vaquero.
9. RECONVENE MEETING
The Town Council reconvened the meeting at 8:34 p.m.
10. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
None.
11. COUNCIL RECAP/STAFF DIRECTION
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a. Publish information from Tarrant and Denton Counties as it is made available regarding
COVID-19.
b. Provide a calculation of where Westlake stands today using the cost recovery tool.
12. FUTURE AGENDA ITEMS:
None.
13. 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 Trivedi seconded the motion. The motion carried
by a vote of 4-0.
Mayor Wheat adjourned the meeting at 8:36 p.m.
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.
APPROVED BY THE TOWN COUNCIL ON APRIL 26, 2021.
ATTEST:
Laura Wheat, Mayor
TodAd Wood, Town ecretary
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