HomeMy WebLinkAbout08-08-2022 Joint TC BOT MinMINUTES TOWN COUNCIL & WESTLAKE ACADEMY BOARD OF
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1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBER
WESTLAKE, TX 76262
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WESTLAKE
August 8, 2022 2:00 P.M. CLOSED EXECUTIVE SESSION
3:00 P.M. WORK SESSION
5:00 P.M. REGULAR MEETING
PRESENT: Mayor Sean Kilbride, Council/Board of Trustee Members Anna White,
David Quint, Chandrika Dasgupta and Kim Greaves, Tim Shiner (newly
appointed)
OTHERS PRESENT: Deputy Town Manager Jarrod Greenwood, Assistant Town Manager Troy
Meyer, Town Secretary Amy M. Piukana; Attorney Janet Bubert; Head of
School Sean Wilson; Director of Finance Amber Karkauskas; Director of
Human Resources Sandy Garza; Fire Chief Richard Whitten; Deputy Fire
Chief Jon Ard; Director of Communications Jon Sasser; Director of
Planning and Development Ron Ruthven; Academic Finance Manager
Marlene Rutledge; Executive Director Westlake Academy Foundation
Shelly Myers
CLOSED EXECUTIVE SESSION (2 P.M.)
1. Call to order
Mayor Kilbride called the meeting to order at 2 p.m. and announced the following closed
session items would be discussed below.
2. The Town Council will conduct a closed session pursuant to Texas Government. Code,
annotated, Chapter 551, Subchapter D for the following:
a. 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.
b. Section 551.074 — Deliberation Regarding Personnel Matters to Consider appointment to Quasi -
Judicial Board (Planning and Zoning Commission); and to Consider appointment of Town Council
member to fill a vacancy
c. 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
- Town Secretary
d. 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; and
- Fire Department Operations
WORK SESSION — (3 P.M.) Mayor Kilbride opened the Work Session meeting at 3:20 P.M.
3. RECONVENE WORK SESSION MEETING TO DISCUSS:
• Academy Stipends -Update provided during budget discussion.
• Campus Security - Update provided during budget discussion
• Discuss Data Administration for PowerSchool implementation -Update provided
by Head of School Sean Wilson
• Review Municipal Pay Schedules - Covered under the budget discussion
• Review Fire and EMS Needs and Staffing - no discussion
• Vehicle Replacement Fund - Information provided under the budget discussion
Discuss Boards and Commissions - Update provided by Town Secretary Amy Piukana
• Finance Committee - Mayor noted this would be covered at a future meeting
• Fire EMS Consolidation - Mayor Kilbride tabled this item to the August 29, 2022
meeting.
4. PRESENTATION AND DISCUSSION REGARDING PROPOSED FY 22/23 ACADEMIC
BUDGET
Director of Finance Amber Karkauskas and Academic Finance Manager Marlene Rutledge
provided a presentation of the FY 22/23 Academic Budget.
S. PRESENTATION AND DISCUSSION OF AD VALOREM TAX RATE
Director of Finance Amber Karkauskas provided a presentation regarding the AD Valorem Tax
Rate.
6. COUNCIL RECAP / STAFF DIRECTION
Deputy Town Manager Jarrod Greenwood provided a Council Recap.
REGULAR MEETING (5 P.M.)
7. CALL TO ORDER — Mayor Kilbride called the regular meeting to order at 5:22 p.m.
8. PLEDGE OF ALLEGIANCE — Mayor Kilbride led the Pledge of Allegiance and Pledge to the
Texas Flag. --
9. 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.
The following resident(s) spoke under citizen comments:
Resident and former Council Member Raj Trivedi spoke regarding the importance of
transparency.
10. ITEMS OF COMMUNITY INTEREST:
Director of Communications ]on Sasser provided an update on items of community interest.
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 following meetings:
0 June 16-17, 2022 Budget Retreat
• June 21, 2022 Regular Meeting
• June 27, 2022 Special Called Meeting
• July 15, 2022 Special Called Meeting
• July 21, 2022 Special Called Meeting
b. Consider approval of a Resolution 22-39 designating the Star Telegram as the Official
Newspaper.
c. Consider approval of a WA Resolution 22-16 establishing Westlake Academy Special
Education Policy and Procedures.
d. Consider approval of a Resolution 22-44 authorizing changes to the signers on all Town
of Westlake Solana PID depository accounts with US Bank.
e. Consider approval of a Resolution 22-45 authorizing changes to the signers on Town of
Westlake Depository Accounts with First Financial Bank and TexPool.
Consider approval of a Resolution 22-46 authorizing changes to the signers on Town of
Westlake Insurance Trust Account with First Financial Bank.
Consider approval of Resolution 22 49 amending the signers on the Town of Westlake's
PNC Account
Mayor Pro Tern Quint made a motion to approve Consent items 11a. through 11g. Motion
seconded by Council Member White. Motion approved unanimously.
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 rio separate
discussion unless a Town Council Member requests that report be removed and considered
separately
There are no reports scheduled.
MUNICIPAL SERVICES
13. Consider approval of Resolution 22-41 for appointment of Town Council Member to fill a
vacancy for seat ending in May 2023
Motion made by Mayor Pro Tern Quint, seconded by Council Member Greaves that Tim Shiner
be appointed to the Town Council to fill a vacancy for term ending May, 2023. Motion approved
unanimously. The Town Secretary Amy Piukana provided the Oath of Office.
14. Consider approval of Resolution 22-40 appointing members to the Planning and Zoning
Commission
Mayor Kilbride announced the following slate of members be appointed to the Planning and
Zoning Commission: Victor Sansone III (Regular Seat/Term Ending June 2024); Adam Coffey
(Regular Seat -Term Ending June 2024); Tammy Reeves (Alt #1 — Term Ending June 2024);
Adam Coffey (Alt#2 —Term Ending June 2024); Paresh Patel (Alt#3 —Term Ending June 2024).
Motion made by Mayor Pro Tem Quint to approve the above appointments, seconded by Council
Member White. Motion approved unanimously.
15. Consider approval of Resolution 22-23 accepting a generous grant to be used exclusively for
the architectural planning of improvements to the gymnasium and the sport field study
completed at 2600 J.T. Ottinger Road
Assistant Town Manager Troy Meyers briefed Town Council regarding this item. Mr. Meyers
explained the Westlake Academy Athletic Club (WAAC) was working with the Colby family to
allow the Town to receive a donation to improve the campus' sports facilities. The use of funds
is restricted to the following: architect firm, engineering firm, construction costs and new
equipment exclusively for the Gym, Fieldhouse, and two sports facilities improvements. Mr.
Meyers reviewed the timeline and scope of work.
After discussion, a motion was made by Council Member Greaves to approve Resolution No.
22-23, as presented. Motion seconded by Council Member Dasgupta. Motion approved
unanimously.
16. Consider approval of Resolution 22-47 authorizing the execution of an agreement with Bennet
Partners to provide programming and schematic design for the Westlake Academy expansion
of the Sam & Margarete Lee Arts and Sciences Center in an amount not to exceed $25,000 on
the project
Assistant Town Manager Troy Meyers briefed Town Council noting tonight the Council will
consider approving the agreement with Bennet Partners to complete the programming and
schematic design for the two-story A&S expansion with the 10 general use classrooms, two art
rooms, three science labs and administration offices to the Arts & Science building funded from
the WA capital improvement fund and the A&S restricted funds.
Motion made by Council Member Greaves and seconded by Council Member White to approve
Resolution No. 22-47, as presented. Motion approved unanimously.
17. Consider approval of Resolution 22-48 approving the tax rolls for tax year 2022 on property
within the Town; approving the estimated tax collection rate; and designating an official to
calculate the no new revenue and voter approval tax rates
Director of Finance Amber Karkauskas briefed Town Council regarding this item. The resolution
presented is provided pursuant to Section 26.04 of the Texas Property Tax Code, which requires
the assessor for a taxing unit to submit the total appraised value, the total assessed value, and
the total taxable value of the property within the units boundaries to the units governing body
by August 1st or as soon thereafter as practicable. Ms. Karkauskas noted the below
percentages have been certified by Wendy Burgess, Tarrant County Tax Assessor -Collector and
used for the calculation of Tax Year 2022 anticipated collection rate within the Truth in Taxation
(TNT) worksheet. These collection rate numbers are for both Tarrant and Denton counties as
Tarrant County.
Tax Year 2019 Actual Collection Rate
101.23%
Tax Year 2020 Actual Collection Rate
99.29%
Tax Year 2021 Actual Collection Rate
100.45%
Tax Year 2022 Anticipated Collection Rate
100.00%
Tax Year 2021 Excess Debt Collection
$ 32,623
Certified Values
Under Protest and Incomplete
Projected Assessed Valuation
New Construction (Taxable)
Certified
Tarrant County
$ 1,870,841,374 $
113,703,227
$ 1,984,544,601 $
Preliminary
Denton County
89,026,073
224
89,026,297
Total
$ 1,959,867,447
113,703,451
$ 2,073,570,898
Commercial
Residential
9,400,900 $
58,048,690
- $ 9,400,900
58,048,690
67,449,590 $ $ 67,449,590
Average Single -Family Market Value $ 2,578,547
Average Single -Family Taxable Value $ 1,971,679
** Pending Certified Tax Rolls from Denton County as of 814122.
Ms. Karkauskas explained one of the new requirements is that an officer or employee be
designated by the governing body to calculate the no -new -revenue tax rate and the Voter -
approval tax rate for the taxing unit after the assessor submits the certified appraisal roll. Staff
recommends the designation of the Town Manager or the Director of Finance as that officer
or employee responsible for complying with Section 26.04(c) of the Tax Code.
Motion made by Mayor Pro Tern Quint to approve the Tax Rolls for Tax Year 2022 on property
within the Town; approving the estimated Tax Collection Rate; and designating an official to
calculate the No -New -Revenue and Voter -Approval tax rates. Motion seconded by Council
Member Greaves. Motion approved by the following roll call vote:
Motion approved by the following roll call vote:
In Favor: Quint, White, Greavea, Dasgupta, Shiner
Opposed: None
Motion prevailed by vote of 5-0.
18. Consider approval of Resolution 22-50 adopting a Maximum Proposed Ad Valorem Tax Rate,
Take a Record Vote, and Setting the Date for the Public Hearing and Adoption of the Operating
Budget and Tax Rate for Fiscal Year 2022-2023
Director of Finance Amber Karkauskas briefed Town Council regarding this item. The Fiscal
Year 2023 proposed budget was prepared based on a total tax rate of $0.16788, the current
ad valorem tax rate. Staff is proposing Westlake's ad valorem rate remain the same for the
upcoming year.
As required by State law, staff is recommending the Town Council consider a motion to hold a
public hearing on the proposed ad valorem tax rate of $0.16788 and the operating budget.
Since the proposed tax rate for fiscal year 2023 exceeds the fiscal year 2022 NNR rate, the
Town Council must adopt the rate by roll call vote and provide the public with notice and
opportunity to be heard, per Senate Bill 2, regarding the adoption of the Westlake tax rate.
Notice and opportunity can be accomplished by publishing notice of, and then holding, one
public hearing regarding the proposed ad valorem tax rate. Ms. Karkauskas explained the
proposed date for the Westlake tax rate adoption public hearing is Monday, August 29, 2022,
at 5:00 p.m. at Westlake Town Hall, 1500 Solana Boulevard, Bldg.7-First Floor in the Council
Chambers.
Motion made by Mayor Pro Tem Quint to set the date of August 29, 2022 for the Public Hearing
and set the Ad Valorem Tax Rate of $0.16788 and adoption of the Operating Budget for the
Fiscal Year 2023. Motion seconded by Council Member White.
Motion approved by the following roll call vote:
In Favor: quint, White, Greaves, Dasgupta, Shiner
Opposed: None
Motion prevailed by vote of 5-0.
WESTLAKE ACADEMY
19. Consider approval of WA Resolution 22-12 for the Adoption of the WA School Calendar 2022-
23
Head of School Sean Wilson briefed Town Council regarding this item. Mr. Wilson explained
the new calendar reflects late start Wednesdays. (9:30 a.m.) Mr. Kilbride explained why this
day and time was chosen and his vision for the after hour program.
After discussion, motion made by Mayor Pro Tern Quint to approve WA Resolution 22-12, as
presented. Motion seconded by Council Member White. Motion approved unanimously.
20. Consider approval of WA Resolution 22-15 approving the Westlake Academy Compensation
Plan (Stipend Pay and Substitute Pay) for the FY 2022-23
Motion made by Council Member Greaves to approve WA Resolution 22-15, with Exhibit A, Opt
#2 and Exhibit B Opt#2, as presented. Motion seconded by Mayor Pro Tern Quint. Motion
approved unanimously.
21. Consider approval of WA Resolution 2Z 19 authorizing the execution of a contract with the
Education Service Center Region 11 for various Business and Student Support Services for the
FY 2022-23 operations of Westlake Academy
Director of Finance Amber Karkauskas and Academic Finance Manager Marlene Rutledge —
provided a presentation on Education Service Center Region 11. Ms. Rutledge explained this
product provides support to Westlake Academy for business and student services.
After discussion, a motion was made by Mayor Pro Tern Quint to approve WA Resolution 22-
19, as presented. Motion seconded by Council Member Greaves. Motion approved
unanimously.
22. Presentation and discussion concerning the 2022 Westlake Academy student performance on
the International Baccalaureate (IB) and Advanced Placement (AP) assessments
Dr. Owens provided a PowerPoint presentation on Westlake Academy student performance.
Council Member Dasgupta suggested collaboration to ensure teachers have a better vertical
alignment for a stronger Spanish language program.
No action was taken on this item.
23. Consider approval of WA. Resolution 22-18 awarding the bid for property/casualty insurance
products and services to Box
Director of Human Resources Sandy Garza briefed Town Council regarding this item. Ms. Garza
explained Bids have been solicited and received for Westlake Academy's annual insurance
renewal. The insurance policies contained in this package include Properly, General Liability,
Umbrella Liability, Workers Compensation, Auto, Crime, International Travel, Cyber Liability,
and a Student Accident policy. Box Insurance Agency was the only submission that was
received by the bidding deadline. This was also the only bid containing all lines of coverage.
This quote reflects an overall price increase of $12,738 from FY 2021-2022
Motion made by Mayor Pro Tern Quint, seconded by Council Member White to approve WA
Resolution 22-18, as presented. Motion approved unanimously.
24. Conduct a public hearing and consider approving WA Resolution 22-20 amending the FY 22-
23 Westlake Academy Budget and adopting the proposed budget for Fiscal Year ending August
31, 2023 (This item was discussed in detail during Work Session.)
Mayor Kilbride opened the public hearing. There being no one present to speak; Mayor Kilbride
declared the public hearing closed.
Motion made by Mayor Pro Tern Quint to approve WA Resolution 22-20, as presented. Motion
seconded by Council Member White.
Motion approved by the following roll call vote:
In Favor: Quint, White, Greaves, Shiner
Abstain: Dasgupta
Motion prevailed by vote of 4-1, (Per City Ordinance, an abstention is recorded
as a negative vote.)
25. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS
As result of closed executive session (Item 2c.) a motion was made by Mayor Pro Tern Quint
to approve a voluntary severance agreement with the Town of Westlake and Town Manager
Amanda DeGan. Motion seconded by Council Member White.
_ Motion approved by the following roll call vote:
In Favor: Quint, White, Greaves, Shiner
Abstain: Dasgupta
Motion prevailed by vote of 4-1, (Per City Ordinance, an abstention is recorded
as a negative vote.)
26. COUNCIL RECAP/STAFF DIRECTION
Deputy Town Manager Jarrod Greenwood provided a Council recap.
27. 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.
• Mayor Kilbride requested an update on Entrada. (8/8/22)
• Council Member Greaves requested a metrics update. (8/8/22)
• Council Member Dasgupta requested Boards and Committees be discussed. (8/8/22)
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
Development/Performance Bond on large projects moving forward. (White
12/13/21).
➢ Scheduled for August 2022 agenda
28. ADJOURNMENT — There being no further business, the Mayor declared the meeting
adjourned at 7:27 p.m.
Approved by:
Sean Kilbride, Mayor
Attested by:
Amy M. Piu na, Town Secretary