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Home My WebLink About01-24-22 Joint TC BOT MinMINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING January 24, 2022 PRESENT: Mayor/President Laura Wheat and Council/Board of Trustee Members Chandrika Dasgupta, Alesa Belvedere (arrived at 5:30 pm), Carol Langdon and Anna White. ABSENT: Council/Board of Trustee Member Rajiv Trivedi. OTHERS PRESENT: Deputy Town Manager Jarrod Greenwood, Town Secretary Todd Wood, Executive Director Dr. Mechelle Bryson 1. CALL TO ORDER The meeting was called to order at 5:17 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. There were no comments. 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 — 1/24/2022 Page 1 of 5 Director of Community Engagement, Jon Sasser provided an update on upcoming and recent events and activities in Westlake. S. A PROCLAMATION OF THE TOWN OF WESTLAKE, TEXAS, DESIGNATING JANUARY 24-30 AS SCHOOL CHOICE WEEK. 6. 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 Resolution 22-04, approving an Inter -Local Agreement with Tarrant County for the reconstruction of Roanoke Road and Pearson Lane, authorizing the Town Manager to execute the agreement and authorizing Town staff to make funding changes not to exceed $25,000 on this project. Motion was made by Council Member Langdon and second by Council Member White to approve Item 5a. on the consent agenda. Motion passed 3-0. Belvedere and Trivedi absent. 7. 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. No items scheduled for this meeting. 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. 8. COUNCIL AGENDA ITEM REQUESTS Council Member Belvedere arrived at 5:30 p.m. 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. Historical Designations for various properties in Westlake. (Mayor Wheat 5/24/20) 1. Scheduled to be placed on agenda in April (1/19/22) b. Quarterly HOA Board Meeting Discussions. (Dasgupta 8/23/21) c. Form a committee to explore finance options regarding building permanent buildings to replace the portables at Westlake Academy: options to build partnerships without Town's biggest stakeholders, so that the expense does not fall entirely on taxpayers. (White 11/15/21) Possible presentation at the end of February d. 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) TC/BOT minutes — 1/24/2022 Page 2 of 5 e. 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. 2. Be enrolled in or have graduated from a Superintendent Certification Program. f. Amend the Town Ordinance(s) to separate the positions of Town Manager and Superintendent. (White 11/15/21) g. Discussion regarding governance enrichment as a follow up to our Council retreat on May 24th with Mike Conduff. (Wheat 11/15/21) h. Social media policy as it relates to bullying. (Wheat 11/15/21) i. Social media education policy for K-12. (Wheat 11/15/21) j. Council discuss and consider live -streaming Council meetings. (White 12/13/21) k. Council discuss and consider extending our lease at Solana, as current market conditions make this an attractive option. (White 12/13/21) 1. Scheduled to be placed on agenda in May (1/19/22) 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) 1. Scheduled to be placed on agenda no later than April (1/19/22) m. Council discuss and consider requiring developers to post a Development/Performance Bond on large projects moving forward. (White 12/13/21). n. Structural safety audit of the portables. (Dasgupta 1/19/22) 1. Report from staff scheduled to be placed on agenda in February (1/19/22) o. Community engagement opportunities for Town Boards and Committees. (Dasgupta 1/19/22) p. Review of the Town's Annual budget process. (White 1/19/22). 1. Scheduled to be placed on agenda in February (1/19/22) 1 MUNICIPAL SERVICES 9. COMMUNICATIONS REPORT FROM COOKSEY. Director of Community Engagement and representative from Cooksey provided the report on the comprehensive communication audit of the Town and the Academy. Highlights included: Provided benchmark peer and aspirational cities (Bay Side Wisconsin and Round Rock Texas) and schools (Meridian World School and Leander ISD) Dedicated Communications Specialist for the Academy reporting to the Director of Community Engagement Reformatting the Westlake Communique Live streaming the Town Council meetings or making the video available after the meeting or both Unified communication voice from both the Town and the Academy. New website vendor TC/BOT minutes — 1/24/2022 Page 3 of 5 10. PRESENTATION AND DISCUSSION REGARDING A PROPOSED COMMUNICATION TOWER AT THE FIRESTATION SITE. Director of Facilities and Public Works, Troy Meyer presented this item. The tower will be located at the Fire Station site and the corner of Dove and Davis. The tower will be built to the Town standards. The tower will help to boost cell reception in that area. The Town will be able to utilize the tower for Town communication equipment. There will be revenue from the carriers on the tower. The contractor will be responsible for the maintenance of the tower. This will require a zoning change for this use. WESTLAKE ACADEMY No items are scheduled for this meeting. GOVERNANCE/POLICY ACTION ITEMS Governance/Policy Action Items are items that require Town Council action (approving Ordinances, Resolutions, Contracts, Purchase, etc.). MUNICIPAL SERVICES 11. CONSIDER APPROVAL OF RESOLUTION 22-05, AUTHORIZING THE TOWN MANAGER TO EXECUTE A LEASE WITH VERTICAL BRIDGE DEVELOPMENT, LLC, TO UTILIZE TOWN OWNED PROPERTY FOR THE PURPOSE OF ERECTING, INSTALLING, OPERATING AND MAINTAINING, REPAIRING AND REPLACING A RADIO OR COMMUNICATION TOWER. Motion was made by Council Member White and second by Council Member Belvedere to approve Resolution 22-05, authorizing the Town Manager to execute a lease with Vertical Bridge Development, LLC, to utilize town owned property for the purpose of erecting, installing, operating and maintaining, repairing and replacing a radio or communication tower. Motion passed 4-0. Trivedi absent. WESTLAKE ACADEMY No items are scheduled for this meeting. 12. 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 TC/BOT minutes — 1/24/2022 Page 4of5 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. 13. RECONVENE MEETING. 14. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 15. COUNCIL RECAP/STAFF DIRECTION. HOA discussion in April Creating a future agenda item category or ability to amend agenda language of future topics Items d, e, f brought back at a later date Find some dates for governance training Find out what other schools are doing as relates to bullying Include social media questions in the interviews with the Executive Director candidates Live Streaming will be coming back for discussion Come back with the propagation study, zoning change request. 16. FUTURE AGENDA ITEMS: Any Town Councilmember may request at a workshop and or Town Council meeting, under "Future Agenda Item Requests", an agenda item for a future Town Council meeting. The Town Councilmember making the request will contact the Town Manager/Superintendent with the requested item and the Town Manager/Superintendent will list it on the agenda. At the meeting, the requesting Town Councilmember will explain the item, the need for Town Council discussion of the item, the item's relationship to the Town Council strategic priorities, and the amount of estimated staff time necessary to prepare for Town Council discussion. If the requesting Town Councilmember receives a second, the Town Manager/Superintendent will place the item on the Town Council agenda calendar allowing for adequate time for staff preparation on the agenda item. Submitted for Review: No items submitted for review 17. ADJOURNMENT Motion was made by Council Member Langdon and second by Council Member Belvedere to adjourn. Motion passed 4-0 Trivedi absent. Mayor Wheat adjourned the meeting at 8:09 p.m. APPROVED BY THE TOWN COUNCIL ON April 25, 2022. 0 �`.1 ATTEST: Wheat, Mayor m Mary J. Kayser i T n Secr Fl S 4/ TC/BOT minutes — 1/24/2022 Page 5 of 5