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Home My WebLink About05-23-2022 Joint TC BOT MinMINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING MAY 23, 2022 PRESENT: Mayor Pro Tern Carol Langdon, Council/Board of Trustee Members Chandrika Dasgupta, Rajiv Trivedi, and Anna White. ABSENT: Mayor/President Laura Wheat Council/Board of Trustee Member Alesa Belvedere OTHERS PRESENT: Town Manager/Superintendent Amanda DeGan, Deputy Town Manager Jarrod Greenwood, Assistant Town Manager Troy Meyer, Interim Town Secretary Mary J. Kayser, and Town Attorney, Stan Lowrey. 1. CALL TO ORDER The meeting was called to order at 4:06 by Mayor Pro Tern Carol Langdon. 2. PLEDGE OF ALLEGIANCE 3. REMARKS BY OUTGOING ELECTED OFFICIALS Council/Board of Trustee Member Rajiv Trivedi acknowledged the current and newly elected Council Members, staff, and citizens. 4. ADMINISTER THE OATH OF OFFICE TO THE NEWLY ELECTED MAYOR AND COUNCIL MEMBERS Interim Town Secretary, Mary J. Kayser, administered the Oath of Office to Mayor Elect Sean Kilbride and Council Members elect David Quint and Kim D. Greaves. The new Mayor and Council Members took their seats. Mayor Kilbride began the Pre -Council Workshop. S. PRE -COUNCIL WORKSHOP: a. Review of items on 5/23/22 Agenda — Town Manager Amanda DeGan reviewed the items on the 1,23/22 agenda b. Review of items on 6/6/22 Agenda - Town Manager Amanda DeGan reviewed the items on the 6/6/22 agenda. After discussion it was decided to cancel the 6/6/22 meeting and move all the items to the 6/21/22 agenda. c. Resolution and Ordinance Overview — This item will be on the 6/21/22 agenda TC/BOT Minutes — 05/23/2022 Page 1 of 6 1 d. Council Member and Staff Teams to Work on Pending Issues — these were brought forward by Mayor Kilbride for a deeper dive into the topic with staff. Report back at first meeting in August. • Athletics — Council Member Greaves to head this up • PID Audit — background — Mayor Kilbride to head this up • Financial Reports — headed up by Council Member Quint (related to the school) e. Review of NHS/NJHS — Sponsors, 504 Accommodations, Application Submittal - Council Member Dasgupta brought this forward. Will be brought back in August. Council recessed at 4:58 pm Council reconvened at 5:08 pm. Mayor Kilbride reconvened the meeting and the Council proceeded with the following recognitions: 6. HONOR THE TOP 10% OF THE 2022 WESTLAKE ACADEMY GRADUATING CLASS 7. HONOR THE STATE SPORTS WINNERS IN GOLF, TRACK, AND TENNIS 8. 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. There were no speakers. 9. 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 Communications Jon Sasser provided an update on upcoming and recent events and activities in Westlake. TC/BOT Minutes — 05/23/2022 Page 2 of 6 10. ELECTION OF MAYOR PRO-TEM Mayor Kilbride opened the floor for nominations. Mayor Kilbride nominated David Quint for Mayor Pro Tem. Council Member White seconded the nomination. Council Member Dasgupta nominated Council Member Langdon. Council Member Langdon respectfully declined the nomination. Mayor Kilbride called for the vote on the nomination of David Quint for Mayor Pro Tem. Motion passed 5-0. 11. 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 the 04-25-2022, regular meeting, the May 18, 2022, special canvass meeting, and the May 18, 2022, Council Orientation Workshop. b. Consider approval of Resolution 22-25, authorizing the Town Manager the ability to reject all bids for adding pump number 5 to the existing pump station including electrical equipment. c. Consider approval of Resolution WA-22-06, approving waiver for staff development for the 2022-2023 school year. d. Consider approval of Resolution WA-22-07, approving a waiver for the bad weather days for the 2021-2022 school year. Motion was made by Council Member Langdon and second by Council Member White to approve Items 5a., 5b., 5c., and 5d. on the consent agenda. Motion passed 5-0. 12. 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 a. Policy Analysis and Recommendations Related to Upper PYP Math Instruction Revisited Executive Director Mechelle Bryson and Rod Harding answered questions on this item. MUNICIPAL SERVICES 13. Consider approval of Resolution-22-26, accepting the Comprehensive Annual Financial Report for the Fiscal Year ended September 30, 2021, report from Weaver and Tidwell, L.L.P. Nicole Bradshaw with Weaver and Tidwell, Ginger Awtry, Finance Director and Amber Karkauskas, Municipal Finance Manger provided the presentation. Motion was made by Council Member Langdon and second by Council Member Greaves to approve Resolution 22-26, accepting the Comprehensive Annual Financial Report for the Fiscal Year ended September 30, 2021, from Weaver and Tidwell, L.L.P. Motion passed 5-0. TC/BOT Minutes — 05/23/2022 Page 3 of 6 14. Conduct a Public Hearing and approve Resolution 22-27, approving a Final Plat for Aspen Estates. Ron Ruthven Planning Director provided the staff report on the Final Plat for Aspen Estates. Mayor Kilbride opened the Public Hearing at 6:25 pm. There being no one wishing to be heard on this matter the Public Hearing was closed at 6:25 pm. Motion was made by Council Member Dasgupta and second by Council Member Quint to approve Resolution 22-27, approving a Final Plat for Aspen Estates. Motion passed 5-0. 15. Conduct a Public Hearing and approve Resolution 22-28, approving a replat for Block G, Westlake Entrada Addition. Ron Ruthven Planning Director provided the staff report on the replat for Block G, Westlake Entrada Addition. Mayor Kilbride opened the Public Hearing at 6:32 pm. There were two speakers asking about the gas pad in the middle of this project. Mr. Ruthven noted that the well was sealed. The Public Hearing was closed at 6:37 pm. Motion was made by Council Member Dasgupta and second by Council Member Langdon to approve Resolution 22-28, approving the replat for Block G, Westlake Entrada Addition. Motion passed 5-0. 16. Conduct a public hearing and approve Resolution 22-29 for a final plat of the Westlake Organic Farms (Fidelity) Addition. Ron Ruthven Planning Director provided the staff report for the final plat of the Westlake Organic Farms (Fidelity) Addition. Mayor Kilbride opened the Public Hearing at 6:44 pm. There being no one to be heard on this item the Public Hearing was closed at 6:44 pm. Motion was made by Council Member Langdon and second by Council Member White to approve Resolution 22-29 for a final plat of the Westlake Organic Farms (Fidelity) Addition. Motion passed 5-0. 17. Consider approval of Resolution 22-30 declaring an emergency and authoring the agreement with Venture Mechanical to replace the 15-ton split system in the gym building at the Westlake Academy campus. Motion was made by Council Member White and second by Council Member Greaves to approve Resolution 22-30 declaring an emergency and authoring the agreement with Venture Mechanical to replace the 15-ton split system in the gym building at the Westlake Academy campus. Motion passed 5-0. TC/BOT Minutes — 05/23/2022 Page 4 of 6 Council recessed at 6:49 pm. Council reconvened at 7:00 pm. WESTLAKE ACADEMY 18. Presentation and Discussion of Athletic League update. Executive Director Mechelle Bryson and Coach Ponder reviewed the history of the Academy's participation in Athletic Leagues. The recommendation is to leave Texas Christian Athletic Fellowship (TCAF) and join Texas Association of Independent Athletic Organizations (TAIAO) for the 2022-2023 season. 19. Presentation and Consider approval of WA Resolution 22-08 Instructional Materials Allotment. Motion was made by Council Member Dasgupta and second by Council Member Quint to approve WA Resolution 22-08 Instructional Materials Allotment. Motion passed 5-0. 20. Discussion and Consider approval of Resolution WA-22-09 approving an amendment to the Graduation Policy. Motion was made by Council Member Langdon and second by Council Member White to approve Resolution WA-22-09 approving an amendment to the Graduation Policy. Motion passed 5-0. 21.000NCIL RECAP/STAFF DIRECTION. Cancel June 6, 2022, Council Meeting Bring back the Athletics, PID Audit and Financial Report items from the Pre -Council Workshop (August) Update on SPED (August) Update on NHS and NJHS (August) Update the Audit RFP to include WAC and HOC Drilling and Gas Well Ordinance discussion Academic will be the first meeting of the month and Municipal will be the second 22. 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 Future Agenda Items Already Discussed and Scheduled: a. Social media policy as it relates to bullying. (Wheat 11/15/21) ➢ Scheduled for Fall 2022 agenda (1124122) b. Social media education policy for K-12. (Wheat 11/15/21) ➢ Scheduled for Fall 2022 agenda (1124122) c. Council discuss and consider requiring developers to post a TC/BOT Minutes — 05/23/2022 Page 5 of 6 1 11 1 Development/Performance Bond on large projects moving forward. (White 12/13/21). ➢ Scheduled for August 2022 agenda 23.ADJOURNMENT There being no further business Mayor Kilbride adjourned the meeting at 7:44 p.m. APPROVED BY THE TOWN COUNCIL ON June 21, 2022. ATTEST: Mary J. Kayser rnni ToOn Secretary �� Sean Kilbride, Mayor TC/BOT Minutes — 05/23/2022 Page 6 of 6