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HomeMy WebLinkAbout10-25-2021 Joint TC BOT Min1 MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING OCTOBER 25, 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, October 25, 2021. In order to advance the public health goal of promoting "social distancing" to slow the spread of the Coronavirus (COVID-19), there will be limited public access to the physical location described above. A limit of thirty (30) seats will be available to 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/Board President Laura Wheat, and Town Council/Board of Trustee members Carol Langdon, Rajiv Trivedi, Chandrika Dasgupta, Alesa Belvedere, and Anna White. ABSENT: OTHERS PRESENT: Regular Session 1. CALL TO ORDER None. Town Manager/Superintendent Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, Town Secretary Todd Wood, Town Attorney Stan Lowry, Finance Director Ginger Awtry, Director of Public Works & Facilities Troy Meyer, IT Director Jason Power, Director of Planning & Development Ron Ruthven, Director of Community Engagement Jon Sasser, HR Director Sandy Garza, Fire Chief Richard Whitten, Deputy Fire Chief John Ard, Court Administrator Jeannie Roumell, Town Marshal Bobby Cure, Building Official Pat Cooke, Keller Police Chief Brad Fortune, and Peggy Woolridge with the Marriott Dallas/Fort Worth Westlake hotel. Mayor Wheat called the Town Council meeting to order at 5:17 p.m. 2. PLEDGE OF ALLEGIANCE TC/60T Minutes — 10/25/21 Page 1 of 8 1 1 IJ 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 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. No one addressed the Town Council or the Board of Trustees. 4. ITEMS OF COMMUNITY INTEREST Director of Community Engagement Jon Sasser updated the Town Council on the following items: • Town Council Work Session/Meeting/Public Hearing on Monday, October 25, 2021 at 5:00 p.m. in Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100. • Community Blood Drive on Saturday, October 30, 2021, from 8 a.m. to 4 p.m. located at 2000 Dove Road: Westlake Fire -EMS Station. • Town Council/Board of Trustees Meeting on Monday, November 1, 2021 at 5:00 p.m. in Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100. • Coffee & Conversation on Monday, November 1, 2021 at 8:00 p.m. at Sip and Stir Coffee, located at 1301 Solana Blvd., in Westlake. • Planning & Zoning Meeting on Monday, November 8, 2021 at 5:00 p.m. in Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100. • New Residents Meeting on Tuesday, November 9, 2021 at 6:00 p.m. in Laura and Doug Wheat's Home. • Westlake Academy Closed for the Thanksgiving holiday on Monday, November 22n1 through November 261, 2021. • Westlake Town Hall and Municipal Court Closed for the Thanksgiving holiday on Thursday, November 251h and Friday, November 26, 2021. 5. PRESENTATION AND CONSIDERATION OF RESOLUTION 21-34, APPROVING ECONOMIC DEVELOPMENT PROGRAM AGREEMENT WITH THE MARRIOTT DALLAS/FORT WORTH WESTLAKE. TC/BOT Minutes — 10/25/21 Page 2 of 8 1 6. 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. a. Consider approval of the Town Council minutes from the Joint meeting on June 21, 2021. b. Consider approval of Resolution WA 21-22, amending personnel policies and adopting the 2021-2022 Westlake Academy Personnel Manual. c. Consider approval of Resolution WA 21-23, approving the addition of a 457 deferred compensation plan to the employee benefit package, establishing the Academy's 457 deferred compensation plan program coordinator, and authorizing the Superintendent to enter into an agreement with MissionSquare retirement. d. Consider approval of Resolution 21-3S, approving a development and economic development agreement between Pearson 35 Opportunities, LLC. and the Town of Westlake. MOTION: Council Member Belvedere made a motion to approve the consent agenda. Council Member Dasgupta seconded the motion. The motion carried by a vote of 5-0. 7. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF ORDINANCE 942, APPROVING PROPOSED AMENDMENTS TO ORDINANCE 202, APPROVING THE PD1 ZONING DISTRICT BY APPROVING A SITE PLAN AMENDMENT TO CONSTRUCT A NEW SPORTS CLUB ON LOT 1R, BLOCK 3, WESTLAKE/SOUTH LAKE PARK ADDITION NUMBER ONE, LOCATED AT THE SOUTHWEST CORNER OF SOLANA BLVD. AND SAM SCHOOL ROAD. Director of Planning and Zoning Ron Ruthven presented this item. Mr. Ruthven mentioned that a variance was requested for a 50-foot variance to the roadway for landscaping, as opposed to the 100-foot variance currently in effect. Mr. Ruthven confirmed that a 50-foot variance was currently in effect; however, this could not be grandfathered in, and must be voted on separately. Mayor Wheat opened the Public Hearing at 6:31 p.m. Mr. Chris Tucker addressed the Town Council regarding Ordinance 942. Ms. Maggie Mahoney addressed the Town Council regarding Ordinance 942. Mayor Wheat closed the Public Hearing at 7:47 p.m. MOTION: Council Member Belvedere made a motion to approve Ordinance 942. Council Member Dasgupta seconded the motion. The motion carried by a vote of 5-0. TC/80T Minutes — 10/25/21 Page 3 of 8 8. CONSIDER APPROVAL OF RESOLUTION 21-36, APPROVING A DEVELOPMENT AGREEMENT WITH LTF REAL ESTATE COMPANY, INC., FOR 1R, BLOCK 3, WESTLAKE/SOUTH LAKE PARK ADDITION NUMBER ONE. Director of Planning and Development Ron Ruthven presented this item. He began by stating that This item is a companion item to the request from LTF Real Estate Company, Inc. (Lifetime Fitness) for a site plan amendment. This item includes a development agreement between LTF Real Estate Company, Inc. and the Town that includes credits for off -site utility connections to Town utilities. Currently, Larry North Fitness is served by the Trophy Club Municipal Utility District for water utilities. As part of the proposed agreement, Lifetime Fitness would connect to Town of Westlake water utilities as part of the redevelopment of the subject property. Since the proposed connection would involve extending a portion of the service beyond the subject property, the agreement includes credits, in an amount not to exceed a total of $50,000, for the portion of the utility extension that is off -site. The credit can either be reimbursed to the developer in the form of a check or deducted from the building and development fees due upon redevelopment of the site. The agreement also includes details regarding the planting of trees on the Town owned park located south of the subject property as part of the required tree mitigation, and improvements/maintenance to the park property by the developer. MOTION: Council Member Belvedere made a motion to approve Resolution 21-36. Council Member Dasgupta seconded the motion. The motion carried by a vote of 5-0. 9. CONSIDER APPROVAL OF RESOLUTION 21-37, RESOLUTION 21-38, AND RESOLUTION 21-39, APPROVING POLICING POLICIES FOR THE TOWN OF WESTLAKE MARSHAL'S OFFICE AND ESTABLISHING INTERLOCAL AGREEMENTS. The .Town of Westlake's Town Marshal has been performing in an expanded role serving as the School Resource Officer (SRO) for Westlake Academy as part of our shared services model. The Marshal's office is a recognized police agency through the State of Texas and employees who are certified as police officers who fill a variety of roles, bailiff for court, SRO at the school, security for the court offices, for our organization. Over the past several months, Staff members worked with the City of Keller Police Department to create and draft the agreements that will address the numerous procedures for police responses that arise trough the Marshal's work as a peace officer. All policy documents and ILA's have been reviewed by the Town of Westlake Attorney. Staff will discuss the following components of this agenda item: 1. Interlocal Agreement (ILA) with Keller amending our current police services contract and identify the expanded Marshal's duties within our existing agreement. 2. Interlocal Agreement (ILA) with the City of Roanoke to provide investigative services in the event a situation arises that requires an internal investigation. TC/BOT Minutes — 10/25/21 Page 4of8 MOTION: Council Member Belvedere made a motion to approve Resolution 21-37. Council Member Dasgupta seconded the motion. The motion carried by a vote of 5-0. MOTION: Council Member Belvedere made a motion to approve Resolution 21-38. Council Member Dasgupta seconded the motion. The motion carried by a vote of 5-0. MOTION: Council Member Belvedere made a motion to approve Resolution 21-39. Council Member Dasgupta seconded the motion. The motion carried by a vote of 5-0. 10. PRESENTATION AND DISCUSSION OF THE APPROVED FY 2021-2022 CAPITAL IMPROVEMENT PROJECTS UNDER CONSIDERATION. Mr. Troy Meyer, Director of Public Works & Facilities, presented this item. He began by stating that The Capital Improvement Plan (CIP) is the Town's strategy for infrastructure development and improvement. This includes, road expansion, repairs on publicly owned buildings, and the acquisition of new water sources. The CIP is a multi -year document that summarizes capital projects for the next five (5) years. Each project has individual cost estimates and financing methods for improvements. The CIP establishes the Town's priorities and serves as a blueprint for investment in capital infrastructure in the short and long-term. The CIP Plan Process IDENTIFYING A NEED The CIP process begins with identifying capital project needs based on the Town's Balanced Scorecard and Comprehensive Plan. FUNDING SOURCES Once a capital project need is identified, staff analyze potential funding sources. There are four primary funding sources for capital projects: • Cash Funding (revenue sources such as sales, hotel/motel and property taxes) • State/Federal funding (public grants) • Private Funding (developmental impact fees or charitable donations); and • Bond Issuance. FUNDED vs. UNFUNDED PROJECTS The CIP includes funded and unfunded capital projects. Funded capital projects have been approved and adopted by Town Council. Unfunded projects are capital needs identified by Town staff and/or Council that are subject to more discussion. These projects may be moved to the "Funded" section of the CIP or moved out into future years depending on the Town's priorities, funding availability, or other considerations. Documenting unfunded projects ensures stakeholders are aware of the Town's capital needs so that funding can be secured or through further evaluation that may eliminate the project entirely. TC/BOT Minutes — 10/25/21 Page 5 of 8 The following projects were approved by the Town Council on September 13, 2021, as part of the FY 21-22 budget approval and funded by approximately $3.4M in certificates of obligation. • Roanoke Road Reconstruction & Drainage South o Stabilization of road subgrade and 6" of asphalt to approximately 4,000 LF of Roanoke Road and replace/improve culverts and ditches o Highway 170 south to the Town limits • SH114 Service Road Construction o Additional landscape work at Solana and HWY 114 o Jerry Hodge & Associates, LLC has been retained • GPS Opticom Traffic Control o Opticom GPS Systems to assist emergency vehicles through signalized intersections • Cemetery Improvements o Improvements will include an internal road, trails, and landscaping • Trail - Dove/Pearson/Aspen o Trail connectivity from Aspen Lane north to Dove Road along the east side of Pearson Road • Pearson Lane Recon/Drainage o Provide stabilization of road subgrade and 5" of asphalt to approximately 1,300 LF of Pearson Lane and replace/improve culverts and ditches • Wayfinding Signage o The Town's major signage to direct visitors through major corridors that lead to various Town destinations and trails. 11. TOWN MANAGER/SUPERINTENDENT UPDATE. Town Manager Amanda DeGan presented this item; providing updates on the developments that are currently in progress. Mayor Wheat asked that this item be withheld from this meeting, and that topics be further delineated in the future. 12. EXECUTIVE SESSION The Town Council conducted a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.071(2) — 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. TC/BOT Minutes - 10/25/21 Page 6 of 8 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. No Executive Session was convened during the regular meeting. 13. RECONVENE MEETING. The Town Council reconvened from Executive Session at 5:15 p.m. to begin the regular meeting. 14. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. None. 15. RECAP AND STAFF DIRECTION. Council direction to staff was as follows: • School Resource Officer roles and communication • Follow-up on the Lifetime pool lighting and parking lot. 16. FUTURE AGENDA ITEMS. 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. Live stream Council Meetings ii. Meet the Candidate forums during the Election cycle 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 Trivedi seconded the motion. The motion carried by a vote of 5-0. Mayor Wheat adjourned the meeting at 7:45 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. TC/60T Minutes — 10/25/21 Page 7 of 8 APPROVED BY THE TOWN COUNCIL ON FEBRUARY 28, 2022. 1 ATTEST: Laura Wheat, Mayor Mary J. Kayser, Int i wn cretary s•1N.�F..�'►�FS * • `max :m kAS . L TC/BOT Minutes — 10/25/21 Page 8 of 8