HomeMy WebLinkAbout01-23-23 Joint TC BOT Min-4
T X 0 T 0 W N 0
WESTLAKE
DISTINCTIVE BY DESIGN
Town of Westlake
Town Council/Board of Trustees
Monday, January 23, 2023
Meeting Minutes
2:30 PM
AMENDED AGENDA
Special Called Meeting
WESTLAKE
A C A D E M Y
Council Chamber
Present: Mayor Sean Kilbride, Mayor Pro Tem David Quint, Council Member Chandrika
Dasgupta, Council Member Kim Greaves, Council Member Tim Shiner, and Council
Member Anna White
Staff: Assistant Town Manager Troy Meyer, Town Secretary Amy M. Piukana; Director of
Information Services Jason Power, Westlake Accounting Manager Marlene
Rutledge
A. CALL TO ORDER (2:30 P.M.)
Mayor Kilbride called the meeting to order at 2:30 p.m.
B. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance and Pledge to the Texas Flag was led by Mayor
Kilbride.
C. AGENDA ITEM(S)
C.1. WARES Consider approving Resolution 23-01 approving the Fiscal Year
23-01 2021-2022 Annual Audit Report from BrooksWatson & Co., PLLC; and
take appropriate action
Mr. Louis Breedlove with Brooks & Watson & Co., PLLC Certified Public
Accountant provided a presentation regarding the Westlake Academy Audit
Report.
The Town Council discussed audit delay (Mr. Breedlove noted personnel
changes caused delays), future expectations, backlog of journal entries, plan
of action to catch up, draft version vs. final version or audit report, process
and audit requirements required by the Texas Education Agency (coding,
reporting, disclosures are reviewed), highlights of audit report, audit
questionnaires from Board of Trustees and Management Team (Municipal
and School), discussed nature of material misstatements and uncorrected
(reclassifications), corrections for receivable year end (timing issue of
revenue, needing to be marked as deferred revenue at the fund level), issue
with reconciling bank statements, missed controls with accrual entries
(Auditor stated had timing issues with bank reconciliation, manpower issues),
internal control review of compliance testing and
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Town Council/Board of Trustees Meeting Minutes January 23, 2023
investment practices (where cash held, sufficient use, diversity, etc),
collateralized funds, compliance with the Public Funds Investment Act
(PFIA), quarterly investment reports, comingle of funds with Academy and
Town (Auditor notes the funds can be shared), budget amendment due to
former employee (Dr. Bryson) departure and overlap coverage, General
Fund amount (internal policy is 45 days savings but recommend 60 days),
breakdown of variances amended throughout the year (Board approved vs.
variances reported), and audit checks and balances.
Mr. Meyer noted extra auditor forms are available this evening for anyone
needing to complete.
After discussion, a motion was made by Mayor Pro Tem Quint to approve WA
Resolution 23-01, as presented. Motion seconded by Council Member White.
Motion approved unanimously.
C.2. RES 23-02 Consider approving Resolution 23-02 entering into agreement between
the Town of Westlake and Government Capital Securities for financial
consulting services; and take appropriate action
Mayor Kilbride noted Agenda Items C.2 and C.3 would be presented
together.
Mr. Ted Christiansen president of Government Strategies Financial briefed
Town Council regarding this item. He introduced Mr. Rodolfo Segura Jr.
(Legal Counsel) with McCall, Parkhurst & Horton. Mayor Kilbride noted this
firm served as bond counsel for 18 years. Superintendent (?)
The Town Council discussed bond proceeds, Mr. Christiansen's residency
(resides in Westlake), mechanics to issue debt, advisory services provided
for Town debt capacity and bonds, debt load, contingency, contract, renewal
and termination, company background and other cities they serve.
After discussion, a motion was made by Mayor Pro Tem Quint to approve
Resolution 2023-02, as presented. Motion seconded by Council Member
Greaves. Motion approved unanimously.
C.3. RES 23-03 Consider approving Resolution 23-03 approving a contingency fee
contract for legal services with McCall Parkhurst & Horton L.L.P and
other related matters; and take appropriate action
This item was discussed in combination with Agenda Item C.2. Mr. Rodolfo
Segura Jr. with McCall Parkhurst & Horton introduced himself and provided
background information on his services.
After discussion, a motion was made by Mayor Pro Tem Quint to approve
Resolution 2023-03, as presented. Motion seconded by Council Member
Greaves. Motion approved unanimously.
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Town Council/Board of Trustees Meeting Minutes January 23, 2023
CLOSED EXECUTIVE SESSION (3:00 P.M.)
D.1. 23-15 The Town Council will conduct a closed session pursuant to Texax
Government Code, annotated, Chapter 551, 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)
E. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS
No action was taken.
F. ADJOURNMENT
Mayor Kilbride adjourned the meeting at 8:58 p.m.
Signed by:
Sean C. Kilbride, Mayor
Attested by:
Amy M. Piuk a, Town Secretary
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