HomeMy WebLinkAbout01-19-2022 Joint TC BOT Min-T H E T O W~ H O F
WESTLAKE
MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE
ACADEMY BOARD OF TRUSTEES MEETING
JANUARY 19, 2022
PRESENT: Mayor/President Laura Wheat and Council/Board of Trustee Members
Chandrika Dasgupta, Alesa Belvedere, Carol Langdon, Rajiv Trivedi,
and Anna White.
ABSENT: Council/Board of Trustee Member Alesa Belvedere.
OTHERS PRESENT: Town Manager/Superintendent Amanda DeGan, Deputy Town
Manager Jarrod Greenwood, Executive Director Dr. Mechelle Bryson
and Academic Attorney, Janet Bubert.
1. CALL TO ORDER
The meeting was called to order at 6:50 p.m. by Mayor 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.
Victor Sansone addressed the Council related to transparency and governance.
Dyan Colby addressed the Council related to progress and how to judge it, holding Council
accountable and communication.
Kim Greaves addressed the Council related to donations and meeting protocols and
transparency.
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
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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 ad recent
events in Westlake.
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.
a. Consider approval of the Joint Town Council/Board of Trustees meeting minutes from
August 9, 2021.
b. b. Consider approval of the Joint Town Council/Board of Trustees meeting minutes from
August 23, 2021.
c. Municipal Services: Consider approval of Resolution 22-01, accepting a generous
donation to be used exclusively for the addition to the Sam and Margaret Lee Arts and
Sciences Center located at 2600 J.T. Ottinger Road.
d. Municipal Services: Consider approval of Resolution 22-02, authorizing the Town
Manager to negotiate and execute an agreement with PowerSchool Group, LLC to
provide a hosted software solution for the Student Information System, Enrollment
system, and Finance/HR system for Westlake Academy, and authorize the Town Manager
to make funding changes not to exceed $50,000 on this project
f. Westlake Academy: Consider approval of WA Resolution 22-01, adopting the 2022-
2023 Academic Calendar
Motion was made by Council Member Langdon and second by Council Member Trivedi to
approve Items 5a, 5b., 5c., 5d., and 5f. on the Consent agenda. Motion passed 4-0.
Belvedere absent.
e. Municipal Services: Consider approval of Resolution 22-03 adopting the update to the
Town Council Member (Board of Trustees) Governance and Ethics Policy which was
updated in December of 2021.
Motion was made by Council Member Trivedi and second by Council Member Langdon to
approve Resolution 22-03 adopting the update to the Town Council Member (Board of
Trustees) Governance and Ethics Policy which was updated in December 2021. Motion
passed 3-1. White opposed. Belvedere absent.
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 Town Council Member requests that report be removed and considered
separately.
No items are scheduled for this meeting.
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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. Historical Designations for various properties in Westlake. (Mayor Wheat 5/24/) — brinc
this back at the first meeting in April.
b.
Quarterly HOA Board Meeting Discussions. (Dasgupta 8/23/21)
c.
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.
(White 11/15/21)
d.
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)
e.
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.
f.
Amend the Town Ordinance(s) to separate the positions of Town Manager and
Superintendent. (White 11/15/21)
g.
Discussion regarding governance enrichment as a follow up to our Council retreat on
May 24th with Mike Conduff. (Wheat 11/15/21)
h.
Social media policy as it relates to bullying. (Wheat 11/15/21)
i.
Social media education policy for K-12. (Wheat 11/15/21)
j.
Council discuss and consider live -streaming Council meetings. (White 12/13/21)
k.
Council discuss and consider extending our lease at Solana, as current market
conditions make this an attractive option. (White 12/13/21) May 23rd
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) Bring
back at the end of April
m.
Council discuss and consider requiring developers to post a Development/Performance
Bond on large projects moving forward. (White 12/13/21).
MUNICIPAL SERVICES
No items scheduled for this meeting.
1
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WESTLAKE ACADEMY
8. PRESENTATION AND DISCUSSION OF THE CHARTER DOCUMENT FOR WESTLAKE
ACADEMY.
Janet Bubert, Academic Attorney gave the update and presentation on the Charter document
for Westlake Academy. The Town of Westlake is the Charter holder for Westlake Academy.
There will be a more in-depth discussion on the relationship between the Town and the
Academy coming in March.
9. PRESENTATION AND DISCUSSION OF THE PROCESSES, INCLUDING THE USE OF
A PROFESSIONAL SEARCH FIRM, THE TYPE OF SELECTION COMMITTEES, AND
THE REVIEW STEPS, FOR SELECTING THE NEXT EXECUTIVE DIRECTOR AT
WESTLAKE ACADEMY.
Town Manager Amanda DeGan presented processes for the selection of the next Executive
Director.
10. PRESENTATION AND DISCUSSION OF THE HEALTHY CAMPUS PROTOCOLS AND
RECOMMENDATIONS BY STAFF RELATIVE TO VISITORS ON CAMPUS, CLEANING
PROTOCOLS, THE NUMBER OF AVAILABLE SUBSTITUTE TEACHERS, AND
INFORMATION FROM PUBLIC HEALTH AND SUPERINTENDENT MEETINGS.
Dr. Mechelle Bryson, Executive Director and Amanda DeGan, Town Manager provided the
update on the health of campus staff and students and navigating TEA guidelines.
GOVERNANCE/POLICY ACTION ITEMS
Governance/Policy Action Items are items that require Town Council action (approving Ordinances,
Resolutions, Contracts, Purchase, etc.).
MUNICIPAL SERVICES
No items are scheduled for this meeting.
WESTLAKE ACADEMY
No items are scheduled for this meeting.
11. EXECUTIVE SESSION: This 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
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
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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.
12. RECONVENE MEETING.
13. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
14. COUNCIL RECAP/STAFF DIRECTION.
Historical Designations — bring back in April. Look at buildings, architecture and vistas and
are there any unintended consequences.
15. FUTURE AGENDA ITEMS: Any Town Councilmember may request at a workshop and or
Town Council meeting, under "Future Agenda Item Requests", an agenda item for a future
Town Council meeting. The Town Councilmember 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 Councilmember will explain the
item, the need for Town Council discussion of the item, the item's relationship to the Town
Council strategic priorities, and the amount of estimated staff time necessary to prepare for
Town Council discussion. If the requesting Town Councilmember receives a second, the Town
Manager/Superintendent will place the item on the Town Council agenda calendar allowing
for adequate time for staff preparation on the agenda item.
Submitted for Review:
a. Structural safety audit of the portables. (Dasgupta 1/19/22) — Discussion item
of the safety audit — will be part of the facility update and a report on the
report section for Council to review.
b. Community engagement opportunities for Town Boards and Committees.
(Dasgupta 1/19/22) — Look at opportunities for people to become engaged and
the boards and commissions are kept relevant
c. Update the Town's annual budget process, so that Council members will have
more input. (White 1/19/22). — Last meeting in February have a detailed
review of the annual budget process.
16. ADJOURNMENT
Motion was made by Council Member Langdon and second by Council Member Trivedi to
adjourn. Motion passed 4-0. Belvedere absent. Mayor Wheat adjourned the meeting at 10:26
p.m.
APPROVED BY THE TOWN COUNCIL ON April 25, 2022.
ATTEST: 3�N OF
La heat, Mayor
pm
Mary J. Kayser I _ im town Secreta ,
TEXAS `.
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