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Home My WebLink About7-15-22 TC &BOT Agenda Packet TOWN OF WESTLAKE TOWN COUNCILBOARD OF TRUSTEESSPECIAL CALLEDMEETING AGENDA 1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBER WESTLAKE, TX 76262 JULY 15, 2022 4:00 P.M. Regular Items 1.CALL TO ORDER 2.Consider approval of a Resolution authorizing changes to the signers on all Town of Westlake Solana PID depository accounts with US Bank. 3.Consider approval of a Resolution authorizing changes to the signers on Town of Westlake Depository Accounts with First Financial Bank and TexPool. 4.Consider approval of a Resolution authorizing changes to the signers on Town of Westlake Insurance Trust Account with First Financial Bank. Executive Session 5.The Town Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a.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 b.Section 551. 074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: -Executive Director Westlake Academy c.Section 551.071(2) – Consultation with Town 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: -Town Manager Contract d.Section 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. 6.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 7.ADJOURNMENT 1 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 551.07187 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 1500 Solana Blvd., Building 7, Suite 7100, Westlake, TX 76262, July 12, 2022, by ___ p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Amy M. Piukana, Town Secretary 2 Westlake Town Council T YPE OF A CTION Regular Meeting - Consent 7¤²³« ª¤ 4®¶ #®´¢¨« -¤¤³¨¦ Friday, July 15, 2022 T OPIC:Consider approval of a Resolution authorizing changes to the signers on all Town of Westlake Solana PID depository accounts with US Bank. S TAFF C ONTACT: Amber Karkauskas, Director of Finance Jarrod Greenwood, Deputy Town Manager Strategic Alignment Outcome Vision, Value, Mission Perspective Strategic Theme & Results Objective Exemplary Service & Governance Increase Informed & Engaged - We set the standard by delivering Citizen, Student & Transparency, Citizens / Sense of unparalleled municipal and Stakeholder Accessibility & Community educational services at the lowest Communications cost. Strategic Initiative Outside the Scope of Identified Strategic Initiatives Time Line - Start Date:July 15, 2022 C ompletion Date: N/A Funding Amount: $0.00 Status - N/A Source - N/A E XECUTIVE S UMMARY (I NCLUDING A PPLICABLE O RGANIZATIONAL H ISTORY) The Solana Public Improvement District (PID) for the Entrada development was created by Resolution 14-07 by Town Council on February 24, 2014. In order to levy the assessment on property within the PID required to service the PID bonds, Town Council adopted Ordinance No. 741 approving the Solana Public Improvement District Service and Assessment Plan and Assessment Roll. 3 Due to the pending retirement of former Director of Finance, Ginger Awtry, the Town needs to change authorized signers on all the Town’s Solana (Entrada) PID depository accounts with US Bank. R ECOMMENDATION Staff recommends approval. A TTACHMENTS Resolution 22-36 4 TOWN OF WESTLAKE RESOLUTION NO. 22-36 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, CHANGING THE AUTHORIZED SIGNERS ON ALL TOWN OF WESTLAKE SOLANA PID DEPOSITORY ACCOUNTS WITH US BANK. WHEREAS, authorized signers of the Town of Westlake’s depository accounts may require amendments at certain times due to changes in structure and/or personnel; and WHEREAS, due to the current need to change authorized signers on the Town’s bank accounts, it is necessary to change the authorized signers on all Town of Westlake Solana PID depository accounts with US Bank; and WHEREAS, signers on the Town of Westlake Solana PID depository accounts have previously included the Town Manager and the Director of Finance; and WHEREAS, the Town Council finds that the passage of this resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Town of Westlake Council hereby designates the current, and any future, Town Manager and Director of Finance as authorized signers on all Town of Westlake Solana PID depository accounts with USBank. SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this resolution without the invalid provision. SECTION 4:That this resolution shall become effective from and after its date of passage. 5 th PASSED AND APPROVED ON THIS 15DAY OF JULY 2022. ATTEST: ______________________________ Seal Kilbride, Mayor _______________________________ ______________________________ Amy M. Piukana, Town Secretary Amanda DeGan, Town Manager APPROVED AS TO FORM: ______________________________ L. Stanton Lowry, Town Attorney 6 Westlake Town Council T YPE OF A CTION Regular Meeting - Consent 7¤²³« ª¤ 4®¶ #®´¢¨« -¤¤³¨¦ Friday, July 15, 2022 T OPIC:Consider a Resolution amending the authorized signers on the Town of Westlake Depository Accounts with First Financial Bank and TexPool. S TAFF C ONTACT: Amber Karkauskas, Director of Finance Strategic Alignment Outcome Vision, Value, Mission Perspective Strategic Theme & Results Objective Exemplary Service & Governance Increase Informed & Engaged - We set the standard by delivering Citizen, Student & Transparency, Citizens / Sense of unparalleled municipal and Stakeholder Accessibility & Community educational services at the lowest Communications cost. Strategic Initiative Outside the Scope of Identified Strategic Initiatives Time Line - Start Date:July 15, 2022 C ompletion Date: N/A Funding Amount: $0.00 Status - N/A Source - N/A E XECUTIVE S UMMARY (I NCLUDING A PPLICABLE O RGANIZATIONAL H ISTORY) Due to the pending retirement of the Director of Finance, Ginger Awtry, it is necessary to change the authorized signers on the Town’s First Financial Bank accounts and TexPool. Signers on the Town’s accounts have included the Town Manager, the Director of Finance, and the Mayor Pro-Tem. In an effort to have adequatecoverage, the Deputy Town Manager, Jarrod Greenwood, will be an additional signer on the accounts. Formerly the Town Manager’s signature appeared on all checks, however in an effort to update internal procedures according to industry 7 1 best practices, this is amended to the Director of Finance’s signature appears on all checks, with the Town Manager, Deputy Town Manager, or Mayor Pro-Tem, signing all checks over $10,000. The Mayor Pro-Tem signs checks in emergency situations when two signatures are required and the primary signers are unavailable. This also provides a mechanism to continue normal financial operations during staffing changes until new signature cards are completed. R ECOMMENDATION Approve Resolution amending the authorized signers on the Town ofWestlake depository accounts with First Financial Bank and TexPool. A TTACHMENTS Resolution 22-37 1 https://www.gfoa.org/materials/bank-account-fraud-prevention: Best practice recommendation to implement additional internal controls and segregation of duties among initiating staff. 8 TOWN OF WESTLAKE RESOLUTION NO. 22-37 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AMENDING THE AUTHORIZED SIGNERS ON THE TOWN OF WESTLAKE DEPOSITORY ACCOUNTS WITH FIRST FINANCIAL BANK AND TEXPOOL. WHEREAS, authorized signers of theTown of Westlake’s depository accounts may require amendments at certain times due to changes in structure and/or personnel; and WHEREAS, due to the recent retirement of the Director of Finance, it is necessary to change the authorized signers on the Town of Westlake’s bank accounts and TexPool; and WHEREAS, signers on the Town’s accounts have included the Town Manager, Deputy Town Manager, Director of Finance, and the Mayor Pro-Tem. The Director of Finance’s signature appears on all checks, with theTown Manager, Deputy Town Manager, or Mayor Pro Tem signing all checks over $10,000; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OFTHE TOWN OF WESTLAKE, TEXAS: SECTION 1:That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Town of Westlake Council hereby designates Amanda DeGan, Jarrod Greenwood, Amber Karkauskas, and David Quint as authorized signers of the Town of Westlake’s depository accounts with First Financial Bank and TexPool. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. 9 SECTION 4: That this Resolution shall become effective from and after its date of passage. TH PASSED AND APPROVED ON THIS 15DAY OF JULY 2022. ATTEST: _____________________________ Sean Kilbride, Mayor _______________________________ ______________________________ Amy Piukana, Town Secretary Amanda DeGan, Town Manager APPROVED AS TO FORM: _______________________________ L. Stanton Lowry, Town Attorney 10 Westlake Town Council T YPE OF A CTION Regular Meeting - Consent 7¤²³« ª¤ 4®¶ #®´¢¨« -¤¤³¨¦ Friday, July 15, 2022 T OPIC:Consider a Resolution amending the authorized signers on the Town of Westlake Trust Account with First Financial Bank. S TAFF C ONTACT: Amber Karkauskas, Director of Finance Strategic Alignment Outcome Vision, Value, Mission Perspective Strategic Theme & Results Objective Exemplary Service & Governance Increase Informed & Engaged - We set the standard by delivering Citizen, Student & Transparency, Citizens / Sense of unparalleled municipal and Stakeholder Accessibility & Community educational services at the lowest Communications cost. Strategic Initiative Outside the Scope of Identified Strategic Initiatives Time Line - Start Date:July 15, 2022 C ompletion Date: N/A Funding Amount: $0.00 Status - Not Funded Source - General Fund E XECUTIVE S UMMARY (I NCLUDING A PPLICABLE O RGANIZATIONAL H ISTORY) Due to the current need to change authorized signers on the Town’s bank accounts, it is necessary to also update the authorized signers on the Town of Westlake Trust account. This account is only used to pay health insurance premiums for sales tax exemption purposes that are embedded in the premiums. Only one transaction per month is processed through this account. Previously, signers on the Trust account include the Town Managerandthe Director of Finance. 11 R ECOMMENDATION Approve Resolution amending the authorized signers on the Town of Westlake Insurance Trust account with First Financial Bank to be Amanda DeGan, Town Manager, and Amber Karkauskas, Director of Finance. A TTACHMENTS Resolution 22-38 12 TOWN OF WESTLAKE RESOLUTION NO. 22-38 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AMENDING THE AUTHORIZED SIGNERS ON THE TOWN OF WESTLAKE INSURANCE TRUST ACCOUNT WITH FIRST FINANCIAL BANK. WHEREAS, authorized signers of the Town of Westlake’s depository accounts may require amendments at certain times due to changes in structure and/or personnel; and WHEREAS, the Town’s Insurance Trust account is required for payment of health insurance premiums when government sales tax exemption is claimed; and WHEREAS, due to the current need to change authorized signers on the Town’s bank accounts, it is necessary to change the authorized signers on the Town’s Insurance Trust account; and WHEREAS, signers on the Town’s Insurance accounts have previously included the Town Manager and the Director of Finance; WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Town of Westlake Council hereby designates Amanda DeGan and Amber Karkauskas as authorized signers of the Town of Westlake’s Insurance Trust Account with First Financial Bank. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. 13 SECTION 4: That this resolution shall become effective from and after its date of passage. TH PASSED AND APPROVED ON THIS 15DAY OF JULY 2022. ATTEST: ______________________________ Sean Kilbride, Mayor _______________________________ ______________________________ Amy M. Piukana, Town Secretary Amanda DeGan, Town Manager APPROVED AS TO FORM: ______________________________ L. Stanton Lowry, Town Attorney 14