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HomeMy WebLinkAbout02-07-22 Joint TC BOT Min1 MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING FEBRUARY 7, 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, Deputy Town Manager larrod Greenwood, Town Secretary Todd Wood, Executive Director Dr. Mechelle Bryson 1. CALL TO ORDER The meeting was called to order at 6:01 p.m. by Mayor 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. 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. TC/BOT Minutes — 2/7/2022 Page 1 of 6 S. 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. a. Consider approval of the Joint Town Council/Board of Trustees meeting minutes from September 13, 2021. b. Consider approval of the Joint Town Council/Board of Trustees meeting minutes from September 27, 2021. Motion was made by Council Member Dasgupta and second by Council Member Langdon to approve Items 5a and 5b. 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. Report on the condition of the six portable buildings located on the Westlake Academy Campus at 2600 JT Ottinger. 7. Consider approval of Ordinance 944, Calling and Ordering an Election for the purpose of Electing One (1) Mayor and Two (2) Council Members to be held on May 7, 2022, in accordance with the provisions of Section 23.023, Texas Local Government Code. Motion was made by Council Member Trivedi and second by Council Member Belvedere to approve Resolution 944 calling and ordering a general election for the purpose of electing one (1) Mayor and Two (2) Council Members to be held on May 7, 2022. Motion passed 5- 0. s. 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. 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. Amend the Town Ordinance(s) such that the Executive Director of Westlake Academy is selected by a final approval by the Westlake Academy Board of Trustees. (White 11/15/21) ➢ On hold, date uncertain b. Amend the Town Ordinance(s) such that we require the Superintendent of Westlake Academy hold a minimum level of credentials as noted below. (White 11/15/21): 1. Hold a Master's degree or higher in Education. TC/130T Minutes — 2/7/2022 Page 2 of 6 F L 2. Be enrolled in or have graduated from a Superintendent Certification Program. ➢ On hold, date uncertain c. Amend the Town Ordinance(s) to separate the positions of Town Manager and Superintendent. (White 11/15/21) ➢ On hold, date uncertain MUNICIPAL SERVICES 9. COMMUNICATIONS REPORT FOLLOW-UP DISCUSSION. Update on budget impact of hiring a Communications Specialist for Westlake Academy. This would be a shared service. Brief update on the Communications report presented at the January 24, 2022, meeting. This will be a standing item on the agenda going forward. There will be a presentation on the Communications Report on the February 28, 2022, Council Meeting. 10. DEVELOPMENT UPDATE a. UPDATE FROM ENTRADA ARCHITECT REGARDING CURRENT AND FUTURE PROJECTS b. RESIDENTIAL UPDATE Ralph Bush, Managing Partner with Bush Architects provided the update. WESTLAKE ACADEMY 12. PRESENTATION AND DISCUSSION OF PYP STEM AND READING SPECIALIST SUPPORT PROGRAMS. Rod Harding, Primary Principal, Monica Pulis and Missy DeMoss provided an update on the PYP STEM and Reading Specialist programs. 13. PRESENTATION AND DISCUSSION REGARDING WESTLAKE ACADEMY ATHLETICS INCLUDING FOOTBALL PROGRAM. Executive Director Mechelle Bryson and Director of Athletics Gary Ponder provided and Athletics update. Included was a report on 6-man vs 12-man football and other athletic programs at the Academy. TC/BOT Minutes — 2/7/2022 Page 3 of 6 11. CONDUCT A PUBLIC HEARING REGARDING THE ACCOUNTABILITY REPORT FOR THE 2020-2021 SCHOOL YEAR. Executive Director Mechelle Bryson presented the annual Accountability Report and reviewed some of the key indicators. The purpose of this Public Hearing is to inform the Town Council (Board of Trustees) and the greater community on the overall academic health of the Academy and to provide an opportunity to gain an understanding of the status of Westlake Academy's academic progress. Mayor Wheat opened a public hearing on the report at 9:03 pm. There being no one wishing to be heard the public hearing was closed at 9:03 pm. 14. PRESENTATION AND DISCUSSION OF RETENTION EFFORTS FOR ACADEMIC STAFF MEMBERS. Town Manager DeGan reviewed current compensation and other efforts to retain qualified staff. The recommendation is for retention pay of $2000 for full time staff and $1,000 for part time staff. GOVERNANCE/POLICY ACTION ITEMS Governance/Policy Action Items are items that require formal Town Council action (approving Ordinances, Resolutions, Contracts, Purchase, etc.). MUNICIPAL SERVICES No items are scheduled for this meeting. WESTLAKE ACADEMY No items are scheduled for this meeting. 15. EXECUTIVE SESSION: This was not needed. The Town Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. 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. 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 of bankruptcy proceedings by the Texas Student Housing Authority. TC/BOT Minutes — 2/7/2022 Page 4of6 16. RECONVENE MEETING. 17. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 18. COUNCIL RECAP/STAFF DIRECTION. Dr. Bryson will bring back the Math principles Entrada update Campus invitations Continue pursuing football leagues Retention for Academy staff in August. 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 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 24th with Mike Conduff. (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) TC/BOT Minutes — 2/7/2022 Page 5 of 6 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) ➢ Scheduled to be placed on agenda in April (1124122) m. Review of the Town's Annual budget process. (White 1/19/22). ➢ Scheduled to be placed on agenda in February (1119122) 20. ADJOURNMENT Motion was made by Council Member Langdon and second by Council Member Belvedere to adjourn. Motion passed 5-0. Mayor Wheat adjourned the meeting at 9:45 p.m. APPROVED BY THE TOWN COUNCIL ON April 25, 2022. ATTEST: Mary J. Kayser, Iowflm T wn' ecretary 1 I YaA �' � ", ,firS Wheat, Mayor TC/BOT Minutes — 2/7/2022 Page 6 of 6