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Home My WebLink About03-28-22 Joint TC BOT MinMINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING MARCH 28, 2022 PRESENT: Mayor/President Laura Wheat and Council/Board of Trustee Members Carol Langdon, Rajiv Trivedi, Chandrika Dasgupta, Alesa Belvedere, and Anna White. ABSENT: None OTHERS PRESENT: Town Manager/Superintendent Amanda DeGan, Assistant Town Manager Jarrod Greenwood, Town Attorney Stan Lowry (video), Interim Town Secretary Mary J. Kayser, Executive Director Dr. Mechelle Bryson Regular Session 1. CALL TO ORDER The meeting was called to order at 5:16 by Mayor/President Laura Wheat. 2. PLEDGE OF ALLEGIANCE 3. CITIZEN/PARENT COMMENTS: This is an opportunity for citizens to address the Town Council or Board of Trustees on any matter, whether or not it is posted on the agenda. Individual citizen comments are normally limited to three (3) minutes; however, time limits can be adjusted by the presiding officer. The presiding officer may ask the citizen to hold their comment on an agenda item if the item is posted as a Public Hearing. The Town Council and Board of Trustees cannot by law take action nor have any discussion or deliberations on any presentation made at this time concerning an item not listed on the agenda. The Town Council and Board of Trustees will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. Rick Rennhack — need for openness, transparency, and communication in Westlake Kim Greaves — Westlake Academy athletics David Quint — attrition rates at Westlake Academy and commercial development Dyan Colby - Westlake Academy Executive Director hiring TC/BOT Minutes — 03/28/2022 Page 1 of 6 Sean Kilbride — Westlake Academy Executive Director hire, data, athletics, Entrada Wayne Stoltenberg — Westlake Academy Executive Director hire 4. 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. Director of Communications, Jon Sasser provided an update on upcoming and recent events and activities in Westlake. 5. CONSENT AGENDA: All items listed below are considered routine by the Town Council and/or Board of Trustees and will be enacted with one motion. There will be no separate discussion of items unless a Council/Board 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. Council Member White requested that Item 5c be removed from the Consent Agenda for individual consideration. Motion was made by Council Member White and second by Council Member Dasgupta to approve Consent Agenda items 5a, 5b. and 5d. Motion passed 5-0. a. Consider approval of the Joint Town Council/Board of Trustees meeting minutes from March 7, 2022. b. Municipal Services: Consider approval of Resolution 22-11, ratifying an agreement with City Hall Essential and naming an Interim Town Secretary d. Municipal Services: Consider approval of Resolution 22-13 authorizing the Town Manager to purchase the equipment and licensing necessary to live stream public meetings and amending the adopted budget to allocate the necessary funding c. Municipal Services: Consider approval of Resolution 22-12, authorizing the Town Manager to hire an Administrative Assistant for the immediate needs of the Town Manager's Office and amending the adopted to allocate funding for the position. Motion was made by Council Member Langdon and second by Council Member Dasgupta to approve Resolution 22-12, authorizing the Town Manager to hire an Administrative Assistant for the immediate needs of the Town Manager's Office and amending the adopted to allocate funding for the position. Motion passed 5-0 6. REPORTS: Reports are prepared for informational purposes and will be accepted as presented. (there will be no presentations associated with the report items) There will be no separate discussion unless a Town Council Member requests that report be removed and considered separately. a. Academic Quarterly Financial Report for 2nd quarter ending February 28, 2022. TC/BOT Minutes — 03/28/2022 Page 2 of 6 WORKSHOP ITEMS Workshop items are for discussion only. No action may be taken on items listed under this portion of the agenda, other than to provide general direction to staff or to direct staff to place such items on a future agenda for action. 7. COUNCIL AGENDA ITEM REQUESTS Items listed under this section have been approved by Town Council to be placed on the Workshop for further discussion and potential direction to staff. a. Discussion of video communication that was published on or about the 171h of February and subsequently viewed by staff and residents and commented on by an academy staff member. What response should Council take to address staff and resident concerns? (Wheat 2/28) ➢ Scheduled to be placed on agenda on 3128 Staff provide information on staff turnover and student attrition as well as the culture of the academy based on recent surveys. Based on the Council discussion staff will bring back more information on the student attrition and substitute teachers. MUNICIPAL SERVICES S. DISCUSSION OF THE TOWN STAFF LEVEL OF ENGAGEMENT WITH THE HOMEOWNER ASSOCIATIONS PROVIDERS. Director of Facilities and Public Works, Troy Meyer proposed 2 meetings a year related to the Homeowners associations. The first would be with all of the Property Managers and Town Staff and the second would be with the HOA Board members and Town Staff. 9. DISCUSSION REGARDING A COST RECOVERY AND FISCAL IMPACT TOOL TO BE UTILIZED FOR THE REVIEW OF PROPOSED DEVELOPMENT REQUESTS. This item will be brought to the April 4, 2022, meeting. 10. PRESENTATION AND DISCUSSION REGARDING THE ANNUAL REPORT FROM THE KELLER POLICE DEPARTMENT RELATIVE TO POLICE SERVICES AND THE RACIAL PROFILING REPORT FOR THE TOWN OF WESTLAKE. Keller Police Chief, Bradley G. Fortune provided the presentation and update. 11. UPDATE AND DISCUSSION OF COOKSEY COMMUNICATIONS' AUDIT AND CONSIDERATION OF LIVE -STREAMING MEETINGS. It was noted that Council approved the agreement with Swagit for live streaming of Town Council meetings. TC/BOT Minutes — 03/28/2022 Page 3 of 6 A 1 WESTLAKE ACADEMY 12. DISCUSSION OF STAFFING UPDATE a. Executive Director hiring update b. MYP Principal position update Town Manager DeGan provided a recap of the Executive Hiring process. Sean Wilson has been hired as the Executive Director and will start June 2022. Maxwell Ituah will be the Interim MYP Principal. REGULAR SESSION MUNICIPAL SERVICES 13. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF RESOLUTION 22-14 APPROVING A REPLAT OF BLOCK H, LOT 1, WESTLAKE ENTRADA ADDITION 14. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF RESOLUTION 22-15 APPROVING A REPLAT OF BLOCK M, LOT 1, WESTLAKE ENTRADA ADDITIO Ron Ruthven, Director of Planning and Development, presented items 13 and 14. Mayor Wheat opened the public hearing for both item 13 and item 14 at 9:15 p.m. There being no one to be heard on these items Mayor Wheat closed the public hearing at 9:16 p.m. Motion was made by Council Member Belvedere and second by Councilmember Dasgupta to approve Resolution 22-14 approving a replat of Block H, lot 1, Westlake Entrada Addition. Motion passed 5-0 Motion was made by Council Member Langdon and second by Council Member Trivedi to approve Resolution 22-15 approving a replat of Block M, Lot 1, Westlake Entrada Addition. Motion passed 5-0. WESTLAKE ACADEMY No items scheduled for this meeting 15. EXECUTIVE SESSION: There was no need for an Executive Session at this time. 16. RECONVENE MEETING. — Not needed 17. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. Not needed TC/BOT Minutes — 03/28/2022 Page 4 of 6 ■ 18. COUNCIL RECAP/STAFF DIRECTION. More information on teaching staff attrition Anonymous 3rd party software for exit interviews Information on substitute teachers Move forward with setting up the meetings with the Property Management companies for the HOA's 19. FUTURE AGENDA ITEMS: These items have been discussed by Town Council and scheduled to be placed on future Council Agendas allowing for adequate time for staff preparation on the agenda item. Future Agenda Items to be discussed: a. No items are scheduled for this meeting Future Agenda Items Already Discussed and Scheduled: a. Historical Designations for various properties in Westlake. (Mayor Wheat 5/24/20) ➢ Scheduled to be placed on agenda in April (1119122) b. Quarterly HOA Board Meeting Discussions. (Dasgupta 8/23/21) ➢ Scheduled to be placed on agenda in April (1124122) c. Explore finance options regarding building permanent buildings to replace the portables at Westlake Academy: options to build partnerships with Town's biggest stakeholders, so that the expense does not fall entirely on taxpayers. (White 11/15/21) ➢ Scheduled to provide update in February (1124122) d. Discussion regarding governance enrichment as a follow up to our Council retreat on May 2411 with Mike Condiff. (Wheat 11/15/21) ➢ Half day governance retreats scheduled to be placed on TC meeting dates in February -April as necessary (1124122) e. Social media policy as it relates to bullying. (Wheat 11/15/21) ➢ Scheduled to be placed on agenda in Fall of 2022 (1124122) f. Social media education policy for K-12. (Wheat 11/15/21) ➢ Scheduled to be placed on agenda in April (1124122) g. Council discuss and consider live -streaming Council meetings. (White 12/13/21) ➢ Cooksey Communication Report will be placed on the Agenda as a Standing Item that will include live streaming of Council Meetings, among other items. (1124122) h. Council discuss and consider extending our lease at Solana, as current market conditions make this an attractive option. (White 12/13/21) ➢ Scheduled to be placed on agenda in May (1119122) i. Council discuss and consider amending our Town Ordinances to establish term limits for both Mayor and Council seats. For ex. 4 year or 6-year limits. (White 12/13/21) ➢ Scheduled to be placed on agenda no later than April (1119122) j. Council discuss and consider requiring developers to post a Development/Performance Bond on large projects moving forward. (White 12/13/21). ➢ Scheduled to be placed on agenda in August (1124122) k. Structural safety audit of the portables. (Dasgupta 1/19/22) ➢ Report from staff scheduled to be placed on agenda in February (1119122) I. Community engagement opportunities for Town Boards and Committees. (Dasgupta 1/19/22) TC/BOT Minutes — 03/28/2022 Page 5 of 6 ➢ Scheduled to be placed on agenda in April (1124122) m. Review of the Town's Annual budget process. (White 1/19/22). 1. Scheduled to be placed on agenda in February (1119122) n. Discussion of video communication that was published on or about the 17th of February and subsequently viewed by staff and residents and commented on by an academy staff member. What response should Council take to address staff and resident concerns? (Wheat 2/28) ➢ Scheduled to be placed on agenda on 3128 20. ADJOURNMENT Motion was made by Council Member Langdon and seconded by Council Member Dagupta that the meeting be adjourned. Motion passed 5-0. Mayor Wheat adjourned the meeting at 9:20 p.m. APPROVED BY THE TOWN COUNCIL ON April 4, 2022. ATTEST: malol I -- Mary J. Kays ,Int_ im Town Secretary 'V12'airi, r Laura Wheat, Mayor :m Fk A S' TC/BOT Minutes — 03/28/2022 Page 6 of 6