HomeMy WebLinkAbout06-21-2021 Joint TC BOT MinMINUTES OF THE JOINTTOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE
ACADEMY BOARD OF TRUSTEES MEETING
JUNE 21, 2021
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 and the Board of Trustees of Westlake Academy
conducted this joint virtual meeting at 4:30 p.m. on Monday, June 21, 2021. In order to advance
the public health goal of promoting "social distancing" to slow the spread of the Coronavirus
(COVID-19), there was limited public access to the physical location described above to thirty (30)
seats for the public on a first -come, first -serve basis. A recording of this meeting was made and
will be available to the public in accordance with the Open Meetings Act.
PRESENT: Mayor/President Laura Wheat and Council/Board of Trustee
Members Carol Langdon, Alesa Belvedere, Rajiv Trivedi, Chandrika
Dasgupta, and Anna White.
ABSENT: None.
OTHERS PRESENT: Assistant Town Manager Jarrod Greenwood, Town Secretary Todd
Wood, Finance Director Ginger Awtry, Director of Planning &
Development Ron Ruthven, Director of Community Engagement
Jon Sasser, Network Administrator Duston McCready, Fire Chief
Richard Whitten, Deputy Fire Chief John Ard, Development
Coordinator Nick Ford, and Nick Goulash with Hilltop Securities.
Regular Session
1. CALL TO ORDER
Mayor/President Wheat called the Joint Town Council and Board of Trustees meeting to
order at 4:47 p.m.
2. PLEDGE OF ALLEGIANCE
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3. CITIZEN COMMENTS:
This is an opportunity for citizens to address the Town Council/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/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/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.
Mr. Himanshu Patel, representative for the Glynwyck Farms HOA committee addressed the
Council, requesting technical expertise, as well as possible financial assistance to update
the internet infrastructure that is needed by the neighborhood.
4. ITEMS OF COMMUNITY INTEREST
Director of Finance Ginger Awtry provided an update on the following items:
• Town Council Meeting
Monday, June 21, 2021; 5:00 p.m.
Westlake Town Hall, Solana Terrace - Bldg.7, Suite 7100 (In -person, limited seating
for social distancing)
• Fire Department Proposed Consolidation Meeting (Meeting #1)
Wednesday, June 30, 2021; 6 p.m.
2000 Dove Road, Westlake, TX 76262
This is the first meeting is to gain feedback from residents about the proposed merger
of the Westlake -Keller Fire Departments. This will be held in Westlake.
• Town of Westlake Holiday
Monday, July 5, 2021
Town Hall and the Municipal Court will be closed to observe the Independence Day
holiday
• Fire Department Proposed Consolidation Meeting (Meeting #2)
Monday, July 12, 2021; 6 p.m.
Keller Town Hall, 1100 Bear Creek Pkwy, Keller, TX 76248
This is the second meeting is to gain feedback from residents about the proposed
merger of the Westlake -Keller Fire Departments. This will be held in Keller.
• Terra Bella/ Glenwyck/Dove Road Residents Neighborhood Meeting
Tuesday, August 24, 2021
1760 Terra Bella Drive, Westlake, TX 76262
S. CONSENT AGENDA: All items listed below are considered routine by the Town Council
and Board of Trustees 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.
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a. Consider approval Consider approval of the minutes from Joint Town Council/Board
of Trustees meeting on February 8, 2021.
b. Consider approval of Resolution 21-20, awarding the bid and approval of the firm
Weaver & Tidwell, LLP to perform the Town of Westlake's independent auditing
services for a three (3) year period, with the option of two (2) additional years, and
authorizing the Finance Director to execute the FY 2021 and subsequent years'
engagement letters on behalf of the Town of Westlake.
c. Consideration and approval of Resolution 21-21, approving membership with the
North Central Texas Council of Governments (NCTCOG).
d. Consider approval of WA Resolution 21-06, authorizing a waiver from the State of
Texas CPR instruction requirement for the Graduating Class of 2021.
e. Consider approval of Resolution 21-22, accepting a generous donation from
Deloitte to be used exclusively for Public Art, Public Safety, and Westlake Academy.
Mayor Wheat asked Ms. Awtry if there was a was that possible that Deloitte could be
recognized for their contribution to the public art project. Ms. Awtry stated that the
amount donated was contained in the agenda packet; with the balance of approximately
$112,000 being appropriated to a ladder truck for the Fire Department. Mayor Wheat
commented that Deloitte has been incredibly generous.
MOTION: Council Member White made a motion to approve
the consent agenda. Council Member Belvedere seconded the
motion. The motion carried by a vote of 5-0.
6, CONSIDER APPROVAL RESOLUTION 21-23, AUTHORIZING PUBLICATION OF
NOTICE OF INTENTION TO ISSUE COMBINATION TAX AND REVENUE
CERTIFICATES OF OBLIGATION; AUTHORIZING THE PREPARATION OF A
PRELIMINARY OFFICIAL STATEMENT AND NOTICE OF SALE; AND PROVIDING
FOR OTHER MATTERS INCIDENTAL THERETO.
MOTION: Council MemberTrivedi made a motion to adjourn the meeting.
Council Member Langdon seconded the motion. The motion
carried by a vote of 5-0.
Assistant Town Manager Jarrod Greenwood presented this item. He began by stating
that items #6 and #7 on the agenda were companion documents, and approval of one
item would require approval of the other. Mr. Greenwood then asked Finance Director
Ms. Ginger Awtry to provide a brief presentation.
Ms. Awtry began by stating that her brief presentation would summarize the financial
advantages of this opportunity to issue certificates of obligation. Mr. Goulash with
Hilltop Securities added that if the Town were to pursue issuing Certificates of
Obligation, this would be a great time to make the issuance. This would save money on
document fees, staff time, and secure a lower interest rate. The bonds would also be
openly bid in a competitive open market and would be based on the Town's AAA bond
rating, which would be highly desirable to buyers. Mr. Goulash then stated the state law
requirements for providing adequate notice to the public.
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Ms. Awtry then added that roadway, trail, and cemetery improvements were also
included in this bond issuance. Additionally, she noted that this was only a notice of the
right to issue these bonds, which would be brought before the Town Council at the
August 23rd meeting for approval prior to issuance.
Assistant Town Manager Jarrod Greenwood then stated that if the Town Council chose
to approve this item, it would need to be voted on independently from Item #7.
Mayor Wheat then asked for a motion to approve Item #6.
MOTION: Council MemberTrivedi made a motion to approve Resolution 21-
23. Council Member Langdon seconded the motion. The motion
carried by a vote of 5-0.
7. CONSIDER APPROVAL OF RESOLUTION 21-24, EXPRESSING INTENT TO
REIMBURSE EXPENDITURES FROM PROCEEDS OF FUTURE OBLIGATIONS.
Mayor Wheat then asked for a motion to approve Item #7.
MOTION: Council Member Belvedere made a motion to approve Resolution
21-24. Council Member Langdon seconded the motion. The
motion carried by a vote of 5-0.
8. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF RESOLUTION
21-25, APPROVING PROPOSED AMENDMENTS TO THE PRELIMINARY SITE
EVALUATION FOR SPENCER RANCH (NOW CALLED WESTLAKE RANCH),
LOCATED IN THE PD7 ZONING DISTRICT AT THE SOUTHEAST CORNER OF
PEARSON LANE AND ASPEN LANE.
Director of Planning & Development Ron Ruthven presented this item. He explained that
this item was an amended preliminary site evaluation for Spencer Ranch (now called
Westlake Ranch) approved by the Town Council as Resolution 19-31 on September 30,
2019. The amendment is requested in order to bring the PSE into compliance with
Ordinance 928, approved by the Town Council on May 24, 2021 and which approved
amendments to PD7, and to change the name of the development to Westlake Ranch.
Mr. Ruthven then stated that he was available to answer any questions, and Mr. Brian
Elliott was also present to answer any questions for the Town Council.
With no questions for the Town Council, Mayor Wheat then asked for a motion to
approve Item #8.
MOTION: Council Member Dasgupta made a motion to approve Resolution
21-25. Council Member Langdon seconded the motion. The
motion carried by a vote of 5-0.
9. REVIEW AND DISCUSSION OF WESTLAKE ACADEMY PROOF OF RESIDENCY
POLICY.
Assistant Town Manager Jarrod Greenwood presented this item. He indicated that
several issues had arisen over the last few months regarding proof of residency for
Westlake Academy. He indicated that it has been difficult for future residents who are
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building homes to provide appropriate documentation or construction timelines due to
the issues that are affecting the construction industry. Mr. Greenwood then asked if the
preference of the Board was to adhere to the specific language of the current policy, or if
any flexibility was possible for future residents, as the construction process in Westlake is
18-24 months. This disruption in the normal construction cycle has made it difficult for
potential students to meets the residency requirements under the current policy.
Westlake Academy Registrar Darcy McFarlane added that under the current policy,
several families have had issues having foundations poured or sufficient lumber available
to build their homes. This has resulted in some families enrolling their children into a
secondary boundary school, which is disruptive to the educational process of their
children.
Mayor Wheat supported obtaining an affidavit from the builder in order to obtain an
exemption from the policy and this was an opportunity to educate future residents who
has received incorrect information from their builders regarding enrollment at Westlake
Academy.
Council Member Trivedi stated that in the future, he felt that criteria and parameters
should be developed when considering regarding exceptions. The Board agreed that the
Superintendent should have discretion in the exercise of this policy with any changes.
This would only take place after staff has had an opportunity to determine "residency"
under state law as it pertains to primary and secondary boundary students when
construction is involved. Staff will also review the policy for other criteria relating to
residency and any proposed local policy amendments.
10. RECAP OF THE JUNE 17, 2021 BUDGET RETREAT.
Assistant Town Manager Jarrod Greenwood presented this item as a follow-up from the
budget retreat from the previous week. He stated that this item was placed on the
agenda to provide an opportunity for the Council/Board to consider the information that
had been presented, answer any questions, or receive clarity. Mayor Wheat commented
that she felt that it was good that any questions be asked in an open forum, as it would
lend understanding to everyone, and that staff efforts are a result of the Town Council's
direction as a whole.
Mr. Greenwood then explained the strategy map for the organization as a whole, and
how each department could also have their own strategy maps that tie into the overall
strategy map of the organization. Councilmember White inquired about teacher pay, and
Mr. Greenwood explained the pay and benefit structure that is currently in place is
modeled from surrounding Independent School Districts in order to remain competitive.
Several options for facility expansion were also discussed. Director of Public Works and
Facilities Troy Meyer answered several questions from the Board regarding future
expansion and the impact that the current facilities may have on education.
The Board asked several questions regarding strategies for employee growth and
retention related to salary and benefits. Mayor Wheat stated that she would love to see
Key Performance Indicators that would measure the success of every student, and also
how that success would be celebrated.
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11. PRESENTATION AND DISCUSSION REGARDING THE COVID-19 PANDEMIC,
INCLUDING UPDATES AND RECOMMENDATIONS ON MUNICIPAL AND
ACADEMIC OPERATIONS.
Assistant Town Manager Jarrod Greenwood stated that there were no updates on this
item; it has been maintained on the agenda to receive Council direction or in the event
something needed to be reported to the Council by staff.
12. EXECUTIVE SESSION:
The Town Council/Board of Trustees did not convene into Executive Session.
The Town Council/Board of Trustees will 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) 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.
c. Section 551.071 - Discussion with the Town Attorney regarding pending,
threatened, or contemplated litigation regarding BRS.
d. Section 551.071(2) — Consultation with Town Attorney on a matter in wh ich
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.
e. Section 551.071 - Consultation with Town Attorney regarding pending,
threatened, or contemplated litigation regarding Vaquero drainage matters.
13. RECONVENE MEETING
The Town Council/Board of Trustees did not convene into Executive Session.
14. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
None.
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15. COUNCIL RECAP/STAFF DIRECTION
• Review the admissions policy and bring any recommended changes to the Board.
• Provide a salary comparison and turnover report at a future meeting
16. FUTURE AGENDA ITEMS: Any Town Council or Board of Trustees member may
request at a meeting, under "Future Agenda Item Requests" for an agenda item for a
future Town Council/Board of Trustees meeting. The Council Member making the
request will contact the Town Manager/Superintendent with the requested item and the
Town Manager will list it on the agenda. At the meeting, the requesting Council Member
will explain the item, the need for Council discussion of the item, the item's relationship
to the Council and/or Board's strategic priorities, and the amount of estimated staff time
necessary to prepare for Council or Board discussion. If the requesting Council/Board
Member receives a second, the Town Manager/Superintendent will place the item on the
Town Council/Board of Trustees agenda calendar allowing for adequate time for staff
preparation on the agenda item.
a. by Council for Discussion
i. Historical Designations for various properties in Westlake (5/24)
b. Proposed Items
c. Pending items
i. Westlake Academy Data Request
17. 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 Langdon made a motion to adjourn the meeting.
Council Member Belvedere seconded the motion. The motion
carried by a vote of 5-0.
Mayor Wheat adjourned the meeting at 7:02 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 BYTHE TOWN COUNCIL ON OCTOBER 25, 2021.
ATTEST:l��d� 1,
11 , �v Laura Wheat, Mayor
ary J. 14rJIUerirn Town Secretary
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