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Home My WebLink About03-07-2022 Joint TC BOT MinMINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING MARCH 7, 2022 The Town Council of the Town of Westlake and the Board of Trustees of Westlake Academy conducted this joint virtual meeting at 5:00 p.m. on Monday, March 7, 2022. 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, Rajiv Trivedi, Chandrika Dasgupta, Alesa Belvedere, and Anna White. ABSENT: None OTHERS PRESENT: Town Manager/Superintendent Amanda DeGan, Assistant Town Manager Jarrod Greenwood, School Attorney Janet Bubert, Town Secretary Todd Wood, Executive Director Dr. Mechelle Bryson Regular Session 1. CALL TO ORDER The meeting was called to order at 5:05 by Mayor/President Laura Wheat. At this time the Council/Board took the following action as a result of their Executive Session: Motion was made by Council Member Rajiv Trivedi and second by Council Member Anna White that based on presented evidence to move forward with expulsion as recommended by the officers at the school. Motion passed 5-0. 2. PLEDGE OF ALLEGIANCE 3. CITIZEN/PARENT COMMENTS: There were no speakers. 1 TC/BOT Minutes — 3/07/2022 Page 1 of 6 4. ITEMS OF COMMUNITY INTEREST: Jon Sasser, Director of Community Engagement provided the update. Cocktails and Conversation March 8, 2022, at Terra Spring Break March 14 — 18, 2022 Gallery Night, April 30, 2022, at the Vaquero Club Alliance Development Forum was held on March 4, 2022, with a great response Northeast Leadership Forum will be April 1, 2022, at the Marriott State of the City will be April 13, 2022 Resident Survey is in progress 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. Motion was made by Council Member Carol Langdon and seconded by Council Member Alesa Belevedere to approve Consent Agenda item 5a. Motion passed 5-0. a. Consider approval of Resolution WA 22-03, approving amendments to the 2021-2022 Academic Calendar. 6. REPORTS: a.There were no reports 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. 7. COUNCIL AGENDA ITEM REQUESTS: 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. 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) ➢ On hold, date uncertain b. 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. ➢ On hold, date uncertain c. Amend the Town Ordinance(s) to separate the positions of Town Manager and Superintendent. (White 11/15/21) ➢ On hold, date uncertain TC/60T Minutes — 3/07/2022 Page 2 of 6 1 MUNICIPAL SERVICES 8. DISCUSSION OF THE BUDGET PROCESS FOR BOTH MUNICIPAL & ACADEMIC SERVICES. Town Manager Amanda DeGan and Finance Director Ginger Awtry provided and overview of the budget process and timeline for both Municipal and Academic Services. A Budget Workshop is scheduled for June 16 & 17, 2022. 9. DISCUSSION OF ORGANIZATIONAL STUCTURE. Town Manager Amanda DeGan and Academic Attorney Janet Bubert provided the history and background of the Town of Westlake and Westlake Academy organizational structure and financial structure. This information will be posted on the Academy website and provided to parents and the public. 10. DISCUSSION OF EXECUTIVE DIRECTOR SEARCH UPDATE. Town Manager Amada DeGan provided an update on the Executive Director Search. 11. UPDATE AND DISCUSSION OF COOKSEY COMMUNICATIONS' AUDIT AND CONSIDERATION OF LIVE -STREAMING MEETINGS. Jon Sasser, Director of Community Engagement and Jason Power, IT Director provided the update. Westlake Academy Communique has been revamped and has received good feedback Westlake Academy website — in conversation with a vendor for an update Westlake Academy Communications Specialist — in process Update on live streaming of meetings utilizing Swagit At this time Mayor Wheat asked if there were any citizens who wanted to address the Council/Board. Sean Kilbride - In favor of an independent School Board and addressed other improvements for the Academy David Quint — separate the School and Town governance WESTLAKE ACADEMY 12. PRESENTATION AND DICUSSION OF THE WESTLAKE ACADEMY MISSION STATEMENT. Dr. Mechelle Bryson, Westlake Academy Executive Director, presented the update on the Westlake Academy mission statement development. TC/60T Minutes — 3/07/2022 Page 3 of 6 The mission statement reads: "Westlake Academy is an IB Continuum World School that fosters an internationally - minded education, empowering our learning community to contribute locally and globally in compassionate and meaningful ways. " Town Manager Amanda DeGan noted that the Mission Statement will be finalized as a part of the Strategic Plan update. GOVERNANCE/POLICY ACTION ITEMS Governance/Policy Action Items are items that require formal Town Council action (approving Ordinances, Resolutions, Contracts, Purchases, etc.). MUNICIPAL SERVICES No items are scheduled for this meeting. WESTLAKE ACADEMY 13. CONSIDERATION AND POSSIBLE ACTION ON APPEAL OF STUDENT DISCIPLINE MATTER. This was handled at the beginning of the Regular Meeting, 14. EXECUTIVE SESSION: There was no need for an Executive Session at this time. 15. RECONVENE MEETING. — Not needed 16. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. Not needed 17. COUNCIL RECAP/STAFF DIRECTION. Pursue live streaming with Swagit, including mikes and room update Pursue hiring Communications Specialist for Westlake Academy Remove the Council Agenda Item Requests (7a., 7b., and 7c.) from the agenda 18. FUTURE AGENDA ITEMS: These items have been discussed by Town Council and scheduled to be placed on future Council Agendas allowing for adequate time for staff preparation on the agenda item. Future Agenda Items to be Discussed: a. No items are scheduled for this meeting. TC/BOT Minutes — 3/07/2022 Page 4of6 Future Agenda Items Already Discussed and Scheduled: a. Historical Designations for various properties in Westlake. (Mayor Wheat 5/24/20) ➢ Scheduled to be placed on agenda in April (1119122) b. Quarterly HOA Board Meeting Discussions. (Dasgupta 8/23/21) ➢ Scheduled to be placed on agenda in April (1/24/22) c. Explore finance options regarding building permanent buildings to replace the portables at Westlake Academy: options to build partnerships with Town's biggest stakeholders, so that the expense does not fall entirely on taxpayers. (White 11/15/21) ➢ Scheduled to provide update in February (1124122) d. Discussion regarding governance enrichment as a follow up to our Council retreat on May 24th with Mike Condiff. (Wheat 11/15/21) ➢ Half day governance retreats scheduled to be placed on TC meeting dates in February -April as necessary (1124122) e. Social media policy as it relates to bullying. (Wheat 11/15/21) ➢ Scheduled to be placed on agenda in Fall of 2022 (1124122) f. Social media education policy for K-12. (Wheat 11/15/21) ➢ Scheduled to be placed on agenda in April (1124122) g. Council discuss and consider live -streaming Council meetings. (White 12/13/21) ➢ Cooksey Communication Report will be placed on the Agenda as a Standing Item that will include live streaming of Council Meetings, among other items. (1124122) h. Council discuss and consider extending our lease at Solana, as current market conditions make this an attractive option. (White 12/13/21) ➢ Scheduled to be placed on agenda in May (1119122) 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) ➢ Scheduled to be placed on agenda no later than April (1119122) j. Council discuss and consider requiring developers to post a Development/Performance Bond on large projects moving forward. (White 12/13/21). ➢ Scheduled to be placed on agenda in August (1124122) k. Structural safety audit of the portables. (Dasgupta 1/19/22) ➢ Report from staff scheduled to be placed on agenda in February (1119122) I. Community engagement opportunities for Town Boards and Committees. (Dasgupta 1/19/22) ➢ Scheduled to be placed on agenda in April (1124122) m. Review of the Town's Annual budget process. (White 1/19/22). ➢ Scheduled to be placed on agenda in February (1119122) n. Discussion of video communication that was published on or about the 17th of February and subsequently viewed by staff and residents and commented on by an academy staff member. What response should Council take to address staff and resident concerns? (Wheat 2/28) ➢ Scheduled to be placed on agenda on 3128 TC/BOT Minutes — 3/07/2022 Page 5 of 6 r 1 1 19. ADJOURNMENT Motion was made by Council Member Carol Langdon and seconded by Council Member Anna White that the meeting be adjourned. Motion passed 5-0. Mayor Wheat adjourned the meeting at 7:25 p.m. APPROVED BY THE TOWN COUNCIL ON March 28, 2022. ATTEST: r Mary J. Kays{an�/i m w ecretary TC/BOT Minutes — 3/07/2022 Page 6of6