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Home My WebLink About12-13-2021 Joint TC BOT MinT N I T 0 W N 0 f WESTLAKE MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING December 13, 2021 PRESENT: Mayor/President Laura Wheat and Council/Board of Trustee Members Chandrika Dasgupta, Alesa Belvedere, Carol Langdon, Rajiv Trivedi, and Anna White. ABSENT: OTHERS PRESENT: Town Manager/Superintendent Amanda DeGan, Deputy Town Manager, Noah Simon, Assistant Town Manager, Jarrod Greenwood, and Town Attorney Stan Lowry. Executive Session Motion was made by Council Member Trivedi and second Council Member Langdon to approve a pay raise of 10% for the Town Manager effective January 1, 2022. Motion passed 5-0. Regular Session 1. CALL TO ORDER The regular meeting was called to order at 6:40 pm 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. Steven Bernard addressed the Council/Board on his opposition to the hosting of a vaccine clinic at Westlake Academy. TC/BOT Minutes—12/13/2021 Page 1 of 5 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 Community Engagement, Jon Sasser provided an update on upcoming and recent events and activities in Westlake: Westlake Academy Closed for the holidays — December 20 — January 4 Town Hall and Municipal Court Closed for the holidays — December 14, 27 and 31 Recycling Drop off January 8, 2022, at 10am Coffee and Conversation January 10, 2022, 8-9:30am at Sip Stir Coffee 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. a. Consider Resolution 21-46, approving the 2022 Meeting calendar. b. Consider approval of Resolution 21-47, authorizing the Town Manager to execute a lease with Southwestern Bell Telephone Company d/b/a AT&T Texas, to utilize Town owned telecommunications conduit (duct bank) to serve the Knolls residential development. c. Consider approval of Resolution 21-48, authorizing the addition of Juneteenth as an officially recognized holiday, and its inclusion in the Town of Westlake Personnel Manual. d. Consider approval of Resolution 21-49, appointing a member to the Westlake Academy Foundation Board of Directors. e. Consider approval of WA Resolution WA 21-28, Approving Updates to Special Education Evaluation Procedures. f. Consider approval of Resolution 21-50, approving the design guidelines for Aspen Ranch. Motion was made by Council Member Belvedere and second by Council Member White to approve Items 5a, 5b, 5c, 5d, 5e, and 5f on the Consent Agenda. Motion passed 5-0. 6. CONSIDER APPROVAL OF RESOLUTION WA 21-29, APPROVING THE FY 2020-2021 ANNUAL AUDIT REPORT FROM WEAVER AND TIDWELL, L.L.P. John DeBurro with Weaver and Tidwell, L.L.P., presented the audit report. Motion was made by Council Member Langdon and second by Council Member Trivedi to approve Resolution WA 21-29, approving the FY 2020-2021 annual audit report form Weaver and Tidwell, L.L.P. Motion passed 5-0. TC/BOT Minutes—12/13/2021 Page 2of5 7. CONDUCT A PUBLIC HEARING TO DISCUSS CHARTER 2021 RATING BASED ON SCHOOL YEAR 2020-2021 DATA AND ANNUAL FINANCIAL MANAGEMENT REPORT. Marlene Rutledge, Academic Finance Manager, presented the Charter FIRST 2021 rating based on School Year 2019-2020 Data and Annual Financial Management Report. Mayor Wheat opened the Public Hearing on the Charter FIRST 2021 rating based on School Year 2019-2020 Data and Annual Financial Management Report. There being no one wishing to speak on the report the Public Hearing was closed. 8. PRESENTATION/DISCUSSION OF THE DRAFT QUESTIONS FOR THE RESIDENTIAL SURVEY, INCLUDING SPECIAL INTEREST QUESTION REGARDING THE ISSUANCE OF DEBT FOR FUTURE FACILITIES. Town Manager DeGan reviewed the draft of the residential survey questions based on previous discussions with the Town Council. Questions related to communications and facilities will be added. 9. CONSIDERATION OF RESOLUTION 21-51, APPROVING THE TOWN TO CAST ONE (1) VOTE FOR NOMINEES FOR THE DENTON CENTRAL APPRAISAL DISTRICT BOARD OF DIRECTORS AS ESTABLISHED BY THE PROPERTY TAX CODE. The Council took no action on this item. 10. CONSIDERATION OF RESOLUTION 21-52, APPROVING THE TOWN TO CAST (2) VOTES FOR NOMINEES FOR THE TARRANT APPRAISAL DISTRICT BOARD OF DIRECTORS AS ESTABLISHED BY THE PROPERTY TAX CODE. Motion was made by Council Member Trivedi and second by Council Member White to approve Resolution 21-52 casting Westlake's five (5) votes for Jim Griffin for the Tarrant Appraisal District Board of Directors. Motion passed 5-0. 11. PRESENTATION AND DISCUSSION REGARDING THE COUNCIL RELATIONS POLICY AND HOW CITIES ADDRESS ADMINISTRATIVE REQUESTS. Town Manager DeGan presented updates to the Governance and Ethics Policy to address future agenda requests, council inquiry, and/or workshop items. She also discussed adding workshop items to the agenda on a more regular basis. 12. EXECUTIVE SESSION: Executive Session 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 TC/BOT Minutes—12/13/2021 Page 3 of 5 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. 074(a)(1): Deliberation Regarding Personnel Matters — to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager evaluation d. 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. Not needed 14. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. Not needed 15. COUNCIL RECAP/STAFF DIRECTION. Survey questions will be updated as discussed Retool the facility questions on the survey Changes to the governance policy as discusses 16. FUTURE AGENDA ITEMS: Any Town Council/Board of Trustees Member may request at a workshop and or Town Council/Board of Trustees meeting, under "Future Agenda Item Requests", an agenda item for a future Town Council/Board of Trustees meeting. The Town Council/Board of Trustees Member 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 Council/Board of Trustees Member will explain the item, the need for Town Council/Board of Trustees discussion of the item, the item's relationship to the Town Council/Board of Trustees strategic priorities, and the amount of estimated staff time necessary to prepare for Town Council/Board of Trustees discussion. If the requesting Town Council/Board of Trustees 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. Approved by Council for Discussion i. Historical Designations for various properties in Westlake (Mayor Wheat 5/24) ii.Quarterly HOA Board Meeting Discussions (Councilmember Dasgupta 8/23) iii 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. (Councilmember White 11/15) iv. 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 11/15) V. Amend the Town Ordinance(s) such that we require the Superintendent of Westlake Academy hold a minimum level of credentials as noted below Councilmember White 11/15): a. Hold a Master's degree or higher in Education. TC/BOT Minutes—12/13/2021 Page 4 of 5 b. Be enrolled in or have graduated from a Superintendent Certification Program. vi. Amend the Town Ordinance(s) to separate the positions of Town Manager and Superintendent. (Councilmember White 11/15) vii. Discussion regarding governance enrichment as a follow up to our Council retreat on May 24th with Mike Conduff. (Mayor Wheat 11/15) viii. Social media policy as it relates to bullying. (Mayor Wheat 11/15) ix. Social media education policy for K-12. (Mayor Wheat 11/15) b. Submitted for Review — the following items will be brought forward to a future workshop i. Council discuss and consider live -streaming Council meetings. ii. Council discuss and consider extending our lease at Solana, as current market conditions make this an attractive option. iii. 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. iv. Council discuss and consider requiring developers to post a Development/Performance Bond on large projects moving forward. 17. ADJOURNMENT Motion was made by Council Member Belvedere and seconded by Council Member Dagupta that the meeting be adjourned. Motion passed 5-0. Mayor Wheat adjourned the meeting at 8:52 p.m. APPROVED BY THE TOWN COUNCIL ON APRIL 25, 2022. ATTEST: a . Kay , r,, t rim , wn Secretary 1 at, Mayor o�N s� TC/BOT Minutes—12/13/2021 Page 5of5