Loading...
HomeMy WebLinkAbout11-15-2021 Joint TC BOT Min1 1 T H E T 0 W N O F WESTLAKE MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING NOVEMBER 15, 2021 The Town Council of the Town of Westlake and the Board of Trustees of Westlake Academy conducted this joint meeting at 5:00 p.m. on Monday, November 15, 2021. A recording of this meeting was made and will be available to the public in accordance with the Open Meetings Act. PRESENT: Mayor/Board President Laura Wheat, and Town Council/Board of Trustee members Rajiv Trivedi, Chandrika Dasgupta, Alesa Belvedere, and Anna White. ABSENT: Town Council/Board of Trustee member Carol Langdon. OTHERS PRESENT: Town Manager/Superintendent Amanda DeGan, Assistant Town Manager Jarrod Greenwood, Town Attorney Stan Lowry, Town Secretary Todd Wood, Finance Director Ginger Awtry, Director of Public Works & Facilities Troy Meyer, IT Director Jason Power, Director of Community Engagement Jon Sasser, HR Director Sandy Garza, Fire Chief Richard Whitten, and Westlake Academy Foundation Executive Director Dr. Shelly Myers. Regular Session 1. CALL TO ORDER Mayor Wheat called the Joint Town Council and Board of Trustees meeting to order at 5:01 p.m. 2. PLEDGE OF ALLEGIANCE 3. CITIZEN COMMENTS: This is an opportunity for citizens to address the Town Council 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 cannot by law TC/BOT Minutes — 11/15/21 Page 1 of 6 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 will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. Diane Colby addressed the or the Town Council regarding alignment between Westlake Academy and the Town. Linda Bjorn addressed the or the Board of Trustees regarding the recent state Volleyball Championship win, and the current state of facility capacity. 4. ITEMS OF COMMUNITY INTEREST Director of Community Engagement Jon Sasser updated the Town Council on the following items: • Town Council Work Session/Meeting on Monday, November 15, 2021 at 5:00 p.m. in Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100. • Lone Star Legislative Report on Friday, November 19, 2021 from 11 a.m. to 1:00 p.m., located at the DFW Marriott Hotel and Golf Club. • Westlake Academy Closed for the Thanksgiving holiday on Monday, November 22nd through November 26th, 2021. • Westlake Town Hall and Municipal Court Closed for the Thanksgiving holiday on Thursday, November 2511 and Friday, November 26, 2021. • Town of Westlake Tree Lighting on Tuesday, November 30, 2021 from 6:00 p.m. to 9:00 p.m., located at 1500 Solana Blvd. • Coffee & Conversation on Monday, December 6, 2021 at 8:00 a.m. at Sip and Stir Coffee, located at 1301 Solana Blvd., in Westlake. • Board of Trustees Meeting on Monday, December 6, 2021 at 5:00 p.m. in Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100. • Planning & Zoning Meeting on Tuesday, December 7, 2021 at 5:00 p.m. in Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100. • Town Council Work Session/Meeting on Monday, December 13, 2021 at 5:00 p.m. in Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100. 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. TC/BOT Minutes — 11/15/21 Page 2 of 6 a. Consider approval of Resolution WA 21-24, amending the Westlake Academy Discipline Policy. b. Consider approval of Resolution WA 21-25, amending the Westlake Academy Attendance Policy. c. Consider approval of Resolution WA 21-26, amending the 2021-2022 Westlake Academy Academic calendar. d. Consider approval of Resolution 21-40, authorizing the Town Manager to enter into a contract with the artist Michael Singer regarding a public art installation project for the Town of Westlake. MOTION: Council Member Dasgupta made a motion to approve the consent agenda. Council Member Belvedere seconded the motion. The motion carried by a vote of 4-0. 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 Board of Trustees Member requests that report be removed and considered separately. a. Report regarding the 2021 Westlake Classic Car Show. 7. CONSIDER APPROVAL OF RESOLUTION 21-44, AUTHORIZING THE TOWN MANAGER TO EXECUTE AN ECONOMIC DEVELOPMENT AND LANDSCAPE MAINTENANCE AGREEMENT WITH GRANADA RESIDENTIAL COMMUNITY, INC. Director of Public Works and Facilities Troy Meyer presented this item. In 2018, the Granada HOA approached the Town to understand their maintenance responsibilities of the development's exterior landscape and hardscape improvements. Town staff has worked with the Granada HOA and Town Council to determine some resolutions that would be equitable and in keeping with other residential developments' maintenance responsibilities. The proposed agreement is consistent with other developments along the FM1938 corridor as it relates to open space maintenance and the Town's cost sharing with the HOA/developers. This agreement provides a one-time landscape replacement plan and irrigation improvements to the Town Irrigated Area described in Exhibit "A". The Granada Association responsibilities are described in Exhibit "A" Section 2.02 of the agreement: • Maintain and operate irrigation systems, all plantings, grasses, and any associated additions within the Town Irrigated Area and Association Irrigated Area in accordance with this Agreement, the Association's governing documents, all applicable Town ordinances, rules and regulations, and applicable Texas law. The Town's responsibilities are described in Exhibit "A" Section 2.03 of the agreement: • Town will perform all services, and costs necessary to separate the irrigation systems between the Town Irrigated Area and the Association Irrigated Area. • Town will provide the water necessary for the Association to irrigate and maintain the Town Irrigated Area, including any water features and drinking water fountains. TC/60T Minutes — 11/15/21 Page 3 of 6 • Town will provide two (2) water meters within the Town Irrigated Area. • Town will maintain and repair the three existing (3) shade structures (see Exhibit E) located within the Town Irrigated Area. • Town will conduct an analysis only of the efficiencies and deficiencies of the irrigation systems in the Town Irrigated Area and Association Irrigated Area. The cost for the analysis will be shared equally between the Town and Association and shall be reviewed and approved by both parties prior to any analysis being performed. • The Town will reimburse the Association for the one-time costs to restore the landscaping in the Town Irrigated Area in accordance with "Landscape Replacement Plan" as further identified in Exhibit D. The work shown on the "Landscape Replacement Plan" shall be completed no later than April 30, 2022. In no event shall the Town's costs exceed $25,000.00. The proposed agreement will increase the FY 21-22 Budget approximately $80,000, which includes the one-time costs described above. The costs to provide water for irrigation will increase future budgets by approximately $55,000. MOTION: Council Member Trivedi made a motion to approve Resolution 21-44. Council Member Belvedere seconded the motion. The motion carried by a vote of 4-0. 8. CONSIDER APPROVAL OF RESOLUTION 21-45, AUTHORIZING THE TOWN MANAGER TO HIRE A DATABASE ADMINISTRATOR FOR THE IMMEDIATE DATA MANAGEMENT NEEDS OF THE STUDENT INFORMATION SYSTEM PROJECT AND AMENDING THE BUDGET TO ALLOCATED FUNDING FOR THE POSITION. Director of Information Technology Jason Power presented this item. Mr. Power explained that in order to manage information and planned use of data for informed decision - making, many schools have appointed a database administrator (DBA) or similar role, with a primary responsibility around data management. Mr. Power then explained that Westlake Academy has several staff members assuming parts of this role, no one has the title or ownership as a data manager for the Academy. Hiring for a full-time DBA is especially critical when there will be wholesale changes to the data structures in the school, which will be occurring as we transition to and use a new Student Information System (SIS). Over the process of identifying our needs and requesting proposals from vendors for a new SIS, both the consulting firm used and the vendors who responded to the RFP recommended that a DBA should be already on staff or hired as soon as possible before beginning the implementation of the new system. As with any institutional plans for the growth of information systems, it requires more personnel to maintain such systems to ensure functional stability, capacity development and effective use for data capture, analysis, and reporting. The DBA will work with staff to develop a standardized definition of data elements, a prioritized list of how data should be entered, used, and processed, the benefits of greater data analysis, and how data may be utilized for teaching, learning & operations. A robust training regimen supports this for all users relative to their permission sets. In addition, this action will help leverage the affordability of the SIS and other database solutions used across all departments of the Town of Westlake and Westlake Academy in the long term by having staff in house to manage data and communicate its value. The DBA will have system admin training experience, be the point of reference, manage helpdesk tickets, and provide maintenance and upgrades for the TC/BOT Minutes — 11/15/21 Page 4of6 systems. MOTION: Council Member White made a motion to approve Resolution 21-45. Council Member Trivedi seconded the motion. The motion carried by a vote of 4-0. 9. PRESENTATION AND DISCUSSION OF THE DRAFT QUESTIONS FOR THE RESIDENTIAL SURVEY INSTRUMENT, INCLUDING THE INCLUSION OF SPECIAL INTEREST QUESTIONS REGARDING THE COMMUNITY'S INTEREST IN THE ISSUANCE OF DEBT FOR FUTURE FACILITIES ON THE WESTLAKE ACADEMY CAMPUS. Town Manager/Superintendent Amanda Degan presented this item. Mrs. Degan explained that 10. EXECUTIVE SESSION: 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. The Town Council convened into Executive Session at 4:04 p.m. 10. RECONVENE MEETING. The Town Council reconvened from Executive Session at 5:06 p.m. 11. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. None. 12. RECAP AND STAFF DIRECTION. None. 13. FUTURE AGENDA ITEMS. TC/BOT Minutes — 11/15/21 Page 5 of 6 1 1 1 a. Approved by Council for Discussion i. Historical Designations for various properties in Westlake (5/24) ii. Quarterly HOA Board Meeting Discussions (8/23) b. Submitted for Review & Archive i. 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 stake -holders, so that the expense does not fall entirely on taxpayers. (Councilmember White) ii. 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. (Councilmember White) iii. Amend the Town Ordinance(s) such that we require the Superintendent of Westlake Academy hold a minimum level of credentials as noted below: a. Hold a Master's degree or higher in Education. b. Be enrolled in or have graduated from a Superintendent Certification Program (Councilmember White) iv. Amend the Town Ordinance(s) to separate the positions of Town Manager and Superintendent. (Councilmember White) v. Discussion regarding governance enrichment as a follow up to our Council retreat on May 24th with Mike Condiff. (Mayor Wheat) vi. Social media policy as it relates to bullying. (Mayor Wheat) vii. Social media education policy for K-12. (Mayor Wheat) 14. ADJOURNMENT. There being no further business before the Town Council or Board of Trustees, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Dasgupta Council Member Trivedi se by a vote of 4-0. made a motion to adjourn the meeting. :onded the motion. The motion carried Mayor Wheat adjourned the meeting at 6:41 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 FEBRUARY 28, 2022. ATTEST: �' IL U� Mary J. Kayser, I, erim Toy rr s TC/BOT Minutes — 11/15/21 Page 6 of 6