HomeMy WebLinkAboutTC BOT Agenda Packet 3.27.23Town of Westlake
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
Town Council/Board of Trustees
Agenda
Council Chamber4:00 PMMonday, March 27, 2023
*AMENDED AGENDA*
The Town Council of the Town of Westlake serves as the governing Board for Westlake Academy.
This agenda may contain both municipal and Westlake Academy items, which will be clearly identified.
In an effort of transparency, this meeting will be viewable to the public via Live Stream and also
available for viewing after the meeting. In an effort of meeting efficiency, any residents wishing to
speak on action items must submit a speaker request form to the Town Secretary prior to the start of
the meeting. (Speaker request forms are available online)
A.WORK SESSION – Call to Order (4:00 P.M.)
A.1.Discuss and review first draft of Resolution 23-20 amending the Town of
Westlake’s Employee Personnel Manual
RES 23-20
B.REGULAR MEETING – Call to Order (5:00 P.M.)
C.PLEDGE OF ALLEGIANCE
D.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
E.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.
E.1.Receive a Westlake Academy First Quarter Financial Report23-103
E.2.Receive a report of Westlake Academy PYP Enrollment and Expansion 23-100
Page 1 of 4
1
Town Council/Board of Trustees Agenda March 27, 2023
for 2023 to 2027
E.3.Receive a Quarterly Report from the Texas Student Housing Authority23-101
F.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. Any residents wishing to speak on action
items must submit a speaker request form to the Town Secretary. (Best practice is to submit
the speaker form prior to the start of the meeting.) If your questions are satisfied, you may
choose not to speak. 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.
G.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 .
G.1.Consider approval of Town Council Board of Trustee Meeting Minutes
from the following meeting(s): February 27, 2023, March 6, 2023 and
March 20, 2023; and take appropriate action
23-104
G.2.Consider adopting Ordinance 966 canceling the May 6, 2023 General
Election and declaring each unopposed candidate elected to office; and
take appropriate action
ORD-966
G.3.Consider approving Resolution 23-23 authorizing the purchase of network
equipment necessary for the modular buildings at Westlake Academy, in
an amount not to exceed $80,000, and amending the adopted FY 22-23
budget to allocate the necessary funding; and take appropriate action
RES 23-23
H.PUBLIC HEARING:
H.1.Conduct a public hearing and consider adopting Ordinance 964 approving
a zoning change request from O-Office Park District to Planned
Development District Number 8 (PD8), including a concept plan, to allow
for a hotel to be located on the portion of Lot 1, C.M. Throop No. 1510
Addition that is located within the Town of Westlake. The subject
property is located at 3300 T.W. King Road at the northwest corner of
T.W. King Road and State Highway 114; and take appropriate action
(Continued from the March 27, 2023 Town Council meeting)
ORD-964
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Town Council/Board of Trustees Agenda March 27, 2023
H.2.Conduct a public hearing and consider adopting Ordinance 967 approving
proposed amendments to Ordinance 693, approving the zoning and
concept plan for the PD 1-3 zoning district (Granada), to construct a guard
house at the main entry gate; and take appropriate action
ORD-967
I.REGULAR AGENDA ITEM(S)
I.1.Consider approving WA Resolution 23-08 amending the Proof of
Residency Policy for Westlake Academy; and take appropriate action
WA RES
23-08
I.2.Consider approving WA Resolution 23-09 amending the Admission Policy
1.02 at Westlake Academy; and take appropriate action
WA RES
23-09
I.3.Consider approving Resolution 23-21 authorizing the Mayor to amend the
agreement between the Town of Westlake and Steele & Freeman for the
guaranteed maximum price (GMP) of $1,087,968.00 to $1,236,844.00 to
make improvements to the downstairs public restrooms in the Gym
building and authorize town staff to make funding changes not to exceed
$25,000.00 on this project; and take appropriate action
RES 23-21
J.CLOSED EXECUTIVE SESSION
J.1.The Town Council will conduct a closed session pursuant to Texas
Government Code, annotated, Chapter 551 for the following:
(a) 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 .
(FM 1938 access for proposed Southlake Development)
23-99
K.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS
L.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 .
M.ADJOURNMENT
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE
SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER
TEXAS GOVERNMENT CODE.
CERTIFICATION
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Town Council/Board of Trustees Agenda March 27, 2023
I certify that the above notice was posted on the bulletin board at Town of Westlake, Town Hall,
located at 1500 Solana Blvd., Building 7, Suite 7100, Westlake, TX 76262, in compliance with the
Texas Open Meetings Act, Chapter 551 of the Texas Government Code.
__________________________
Amy M. Piukana, Town Secretary
Disabilities Notice: If you plan to attend the meeting and have a disability that requires special
needs, please contact the Town Secretary's Office 48 hours in advance at Ph. 817-490-5711 and
reasonable accommodations will be made to assist you.
Page 4 of 4
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Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:RES 23-20 Agenda Date:3/27/2023 Agenda #:A.1.
TOWN STAFF REPORT RECCOMENDATIONS
Discuss and review first draft of Resolution 23-20 amending the Town of Westlake’s Employee Personnel
Manual
STAFF: Sandy Garza, Director of Human Resources
BACKGROUND:
The Town of Westlake Personnel Manual is a written compilation of the Town’s employee policies,procedures,
and benefits.It is a comprehensive document which must be updated annually in response to changing laws,
employment trends, as well as internal changes to policies and procedures.
DISCUSSION:
Staff has reviewed the current policy and provided recommended changes to the Town’s personnel manual.
Staff has provided the personnel manual and proposed changes to allow the Town Council to review and
provide feedback and direction on amendments.This item is listed as a Work Session review item and will be
brought for action at a future Town Council meeting.
FISCAL IMPACT:
N/A
STAFF RECOMMENDATION:
Staff recommends the Town Council review and provide feedback on proposed amendments to the Town
of Westlake Personnel Manual.
Town of Westlake Printed on 5/2/2023Page 1 of 1
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Resolution
Page 1 of 4
TOWN OF WESTLAKE
RESOLUTION 23-20
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS,
APPROVING AMENDMENTS TO THE TO THE TOWN OF WESTLAKE PERSONNEL
MANUAL.
WHEREAS, the Town of Westlake realizes that updates and refinements to our
standardized personnel policies and procedures are an ongoing and necessary practice; and
WHEREAS, the goal of the Town of Westlake is to provide policies and benefits that are
competitive to surrounding cities; and
WHEREAS, the Town of Westlake desires is to provide employees with a personnel
manual that reflects the goals and vision of the Town’s leaders; 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 Westlake Town Council hereby approves the personnel policy
amendments and their inclusion into the Town of Westlake Personnel Manual, attached to this
resolution as Exhibit “A”.
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.
6
Resolution
Page 2 of 4
SECTION 4: That this Resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 27th DAY OF MARCH, 2023.
___________________________________
ATTEST: Sean Kilbride, Mayor
________________________________
Amy M. Piukana, Town Secretary
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry, Town Attorney
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Resolution
Page 3 of 4
Exhibit “A” - Proposed Personnel Manual Amendments
Section #
Title Notes
1.01 Nature of Employment Changed "Handbook" to "Personnel Manual"
2.01 ADA Updated
2.03 EEO Replaced
2.03 (previous) Identity Theft Policy Removed
2.04 FLSA Updated
2.05 FMLA Replaced
2.08
Sexual and Other Forms of Illegal
Harassment Replaced
4.02 Valid Driver's License Added
4.03 Nepotism Added language to match WA's policy that was
recommended by attorney
4.03.03 GINA Added
4.04 Modified Duty Assignments Added
4.06 Outside Employment Added - No looking for a job or working a second
job while at work
5.03 Dress Code
5.03.01 Facial Jewelry Moved from section 5.08
5.03.02 Personal Hygiene and Grooming Added
5.03.03 Tattoos Added
5.03.04 Uniforms Added
5.03.05 Concerns Added
5.04.07 Social Media Added
5.05.01 Arrests Updated and moved section
5.06 Weapons Control & Violence Added
5.07 Attendance and Punctuality Added "Excessive absenteeism …." / Notification to
HR for absences in excess of 5 days.
5.09 Breaks Added
5.12
Inclement Weather
Updated verbiage to read "not physically open to
the public" vs. closed. Added expectations of
employees working from home.
5.18 (previous) Part-Time Firefighters Removed
5.18.06 Special Duty Eliminate the word "Special"
6.06 Compensatory Time Payment of Comp Time updated.
6.07 Overtime Updated information to reflect 14-day firefighter
period; 48/96 work schedule;
6.08 On-Call Pay Added
6.09 Alternate Work Schedule Added
6.1 Pay Increases Removed section and combined with "Pay
Increases & Title Changes"
6.11 Certification Pay Added to reflect practice.
7.01 Holidays Defined Personal Leave Day - Fire / EMS to reflect
practice.
7.02 Confidentiality of Medical Information Added
7.03 Workers' Compensation Replaced
7.04 Employee Assistance Program Added
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Resolution
Page 4 of 4
7.05 TMRS Section updated - Added Service Credit
7.08 Deferred Compensation (457 Plan) Updated
8.01 Vacation Removed - 6 month waiting Period
8.02 Sick Leave Removed - must work one period before accruing
Decreased maximum accrual for Fire Personnel to
720 hours. Intent is to grandfather those
employees who have already met previous max
hours.
8.04 Bereavement Leave Changed Firefighters are eligible for 1 shift to 1 tour
8.07.01 Jury Duty Updated
8.07.02 Voting Leave Added
9.01 Disciplinary Actions Removed "Verbal Written" Counseling section.
9.03 Employee Complaint and Grievance Policy
2. Changed time from 5 working days for
Department Director to have to respond to "a
reasonable amount of time to conduct
interviews…."
Added E., F., G., H.
11.04
12
Reduction In Workforce
Safety In the Workplace
Add a cap of a 6 week payout.
Added Section
Glossary Part-Time Definition: 20 hours-40 hours leave is prorated
30+ hours eligible for benefits
Added verbiage throughout to reflect this
information
Changed Department Heads to Directors
Formatting throughout.
9
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:23-103 Agenda Date:3/27/2023 Agenda #:E.1.
TOWN STAFF REPORT RECCOMENDATIONS
Receive a Westlake Academy First Quarter Financial Report
STAFF: Marlene Rutledge, Academic Finance Manager
BACKGROUND:
The 1st Quarter Financial Dashboard for Fiscal Year 2022-2023 is attached for Council review.
DISCUSSION:
This report reflects the adopted budget and compares the allocated 1st quarter budget to the actual
revenues and expenditures, and the resulting variances as of November 30, 2022. For prior year 1st
quarter comparison, audited financial information from Fiscal Year 2021-2022 is included.
A summary is shown at the bottom of the dashboard indicating the General Fund net revenues over/
(under) expenditures along with the projected ending fund balance for the Adopted Budget and the
Actual YTD. The operating days remaining in Fund Balance have been calculated using operating
expenditures.
The Dashboard Analysis narrative is color coded, corresponding to specific line items on the Financial
Dashboard. All “cautionary” and “critical” variances, in addition to any excessive “positive” variances,
are described in the narrative and include the percentage and variance corresponding to the financial
report.
FISCAL IMPACT:
None
STAFF RECOMMENDATION:
Staff encourages Council’s review of the presented Westlake Academy FY23 1st Quarter financial
information.
TOWN COUNCIL ACTION/OPTIONS:
1)Motion to approve
2)Motion to amend with the following stipulations (please state stipulations in motion)
3)Motion to table
4)Motion to deny
Town of Westlake Printed on 5/2/2023Page 1 of 2
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File #:23-103 Agenda Date:3/27/2023 Agenda #:E.1.
Town of Westlake Printed on 5/2/2023Page 2 of 2
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WESTLAKE ACADEMY
General Fund
Quarterly Financial Dashboard
Quarter Ended 11/30/22
(1) (2) (3) (4) (5) (6)
FY 21/22 FY 22/23
1st Quarter Adopted 1st Quarter 1st Quarter % of over (under)
PY Actual Budget Budget CY Actual Change budget
Local Interest Earned 563$ 5,000$ 1,250$ 6,761$ 540.8% 5,511$
81% Local Blacksmith Donations 1,031,309 1,100,000 275,000 1,065,573 387.5% 790,573
Local WAF Salary Reimbursement 19,570 145,978 36,495 36,495 100.0%‐
Local Other Local Revenue 6,901 36,100 9,025 300 3.3% (8,725)
Local Athletics 51,936 100,850 25,213 545 2.2% (24,668)
Local Parking Fees 450 15,000 3,750 200 5.3% (3,550)
Local Transportation Fees 10,675 10,500 2,625 75 2.9% (2,550)
Local Food/Beverage 4,000 7,931 1,983 ‐ 0.0% (1,983)
100% Local Town Contribution ‐ 405,234 101,309 101,309 100.0%‐
1,125,404 1,826,593 456,648 1,211,257 265.2% 754,608
State All State Funding 1,881,973 7,539,619 1,884,905 1,866,462 99.0% (18,443)
State TRS On‐behalf 77,261 522,524 130,631 80,945 62.0% (49,687)
1,959,234 8,062,143 2,015,536 1,947,406 96.6% (68,130)
3,084,637$ 9,888,736$ 2,472,184$ 3,158,663$ 127.8%686,479$
FY 21/22 FY 22/23
1st Quarter Adopted 1st Quarter 1st Quarter % of (over)/under
PY Actual Budget Budget CY Actual Change budget
11 Instructional 1,383,259$ 5,231,405$ 1,304,986$ 1,457,354$ 111.7% (152,368)$
12 Resources & Media 44,431 175,488 47,344 45,528 96.2% 1,816
13 Curriculum and Staff Dev 24,279 81,200 20,300 2,797 13.8% 17,503
21 Instructional Leadership 64,907 235,897 64,251 67,635 105.3% (3,385)
23 School Leadership 367,865 1,349,981 264,612 359,097 135.7% (94,485)
31 Guidance & Counseling 154,014 551,771 135,176 162,777 120.4% (27,601)
33 Health Services 19,966 77,038 1,375 612 44.5% 763
36 CoCurricular Activities 109,209 341,047 97,458 94,302 96.8% 3,156
41 Administration 153,065 193,950 111,663 166,860 149.4% (55,198)
51 Maintenance & Operations 245,515 967,327 244,375 223,916 91.6% 20,459
52 Security Monitoring 3,261 28,500 7,125 14,698 206.3% (7,573)
53 Data Processing 119,987 283,666 79,057 85,411 108.0% (6,354)
61 Community Services 40,707 145,978 38,092 43,295 113.7% (5,204)
71 Debt Service 103,961 225,488 56,372 92,716 164.5% (36,344)
2,834,426$ 9,888,736$ 2,472,184$ 2,816,997$ 113.9%(344,813)$
61xx Payroll & Related 2,055,402$ 7,984,794$ 2,000,949$ 2,198,966$ 109.9% (198,017)$
62xx Prof. & Contracted Services 332,873 919,165 229,791 293,668 127.8% (63,877)
63xx Supplies & Materials 151,593 309,500 77,875 129,338 166.1% (51,463)
64xx Other Operating Costs 190,597 449,789 107,197 102,309 95.4% 4,888
65xx Debt Services 103,961 225,488 56,372 92,716 164.5% (36,344)
2,834,426$ 9,888,736$ 2,472,184$ 2,816,997$ 113.9%(344,813)$
FY 21/22 FY 22/23
Adopted Amended
Budget Budget
9,564,419$ 9,888,736$ 9,888,736$ 3,158,663$
10,506,388 9,888,736 9,888,736 2,816,997
(941,969) ‐ ‐ 341,666
581,716 ‐ ‐ ‐
2,078,833 1,718,580 1,718,580 1,718,580
1,718,580$ 1,718,580$ 1,718,580$ 2,060,246$
113,782 106,943 106,943 26,736
1,604,798$ 1,611,637$ 1,611,637$ 2,033,511$
56 59 59 66
28,785$ 27,092$ 27,092$ 30,871$
Q1 Actual
VARIANCE
FY 22/23 ADOPTED VARIANCE
Total Revenues and Other Sources
Total Local Revenues
Total State Revenues
REVENUES and OTHER SOURCES
General Fund
Summary
FY 22/23 ADOPTED
Total Expenditures and Other Uses
EXPENDITURES and OTHER USES
Total Expenditures and Other Uses
FUNCTION CODES
OBJECT CODES
FY 22/23 ADOPTED
Audited
Daily Operating Cost
Revenues
Expenditures
Net Revenues Over (Under) Exp
Beginning Fund Balance (Audited)
Ending Fund Balance
Assigned Fund Balance
Ending Fund Balance (Unassigned)
# of Operating Days (Unassigned)
Other Financing Sources (iPad Lease)
Positive >95%
Cautious 75% ‐95%
Negative <75%
Revenue Legend
Positive <100%
Cautious 101% ‐110%
Negative >111%
Expenditure Legend
12
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 11/30/2022
GENERAL FUND
1
REVENUES
Revenue Summary
$ 1,826,593 Adopted Budget Local Sources
$ 8,062,143 Adopted Budget State Sources
$ 9,888,736 Total Budget
$ 2,472,184 YTD Budget
$ 3,158,663 YTD Actual
127.8% YTD Budget
$ 686,479 Over/(Under) Budget
Interest Earned: 540.8% or $5,511
• Due to the Federal Reserve lowering interest rates to 0.1500% in response to the coronavirus pandemic,
revenue from interest earned was budgeted conservatively. As of November 1, 2022, the interest rate at
First Financial Bank increased to 2.9836%. A budget amendment will be proposed to increase this revenue
line item.
Blacksmith Donations: 387.5% or $790,573
• Consistent marketing, communication planning and implementation has led to the successful Blacksmith
Annual Campaign for the 2022-2023 school year. Funding graphics with explanations on the importance of
donations and how the funds are used resulted in, once again, the record-setting one-time giving in
September through the North Texas Giving Day. Westlake Academy Foundation came in 1st with a total of
$1,179,147 in donations from 419 donors.1 The 1st quarter total received of $1,065,573 is 97% of the annual
budget.
Other Local Revenue: 3.3% or ($8,725)
• Other Local Revenue includes teacher substitute reimbursements, student technology and printing fees,
technology equipment proceeds, and miscellaneous revenue.
o Teacher substitute reimbursements are periodically provided by ESC Region 11 upon the completion
of instructional training. No reimbursements were received during the 1st quarter.
o The majority of the technology use fees are collected in August and September of the school year;
however, due to staffing challenges the local revenues received were not posted until 2nd quarter.
The 2nd quarter analysis will include a breakdown of revenue received in each quarter.
1 North Texas Giving Day Leaderboard for Schools, September 22, 2022, https://www.northtexasgivingday.org/giving-
events/ntx22/leaderboards
13
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 11/30/2022
GENERAL FUND
2
Athletics: 2.2% or ($24,668)
• The majority of athletic registration fees for Football, Cheer & Dance, Volleyball, and Soccer are collected in
August at the beginning of the Fall season, and subsequently reported in 4th quarter. Based on total athletic
registrations received in FY22 of $128,217, 38% or $48,116 was received in August 2022.
Parking Fees: 5.3% or ($3,550)
• Similar to the student fee revenue, the majority of parking fees are collected in August and reported in 4th
quarter. This fee is based on the number of student drivers annually and will vary.
• 1st quarter revenues received were posted in 2nd quarter, and will be reported in detail at that time.
Transportation Fees: 2.9% or ($2,550)
• While transportation fees for away athletic tournaments and competitions are included in the cost of the
sport’s registration at $25 per athlete, the majority of the fees for the Fall season are collected in August.
The expected revenue will even out as the year progresses.
• Transportation for instructional field trips is included in the grade-level campus activity accounts and
transferred to the Transportation account at the end of each semester.
Food/Beverage: 0%) or ($1,983)
• The facility usage fee paid by the food contract service provider is generally paid twice per year. For FY
2022-2023, it will be in January and June 2023, at the end of each semester.
TRS On-Behalf: 62% or ($49,687)
• TRS On-Behalf, a matching revenue and expenditure entry, is recorded during the payroll process. This entry
records the amount of state funding paid to the Teacher Retirement System of Texas on behalf of Westlake
Academy employees. (No actual cash entry on our books.)
• The adopted budget for TRS On-Behalf calculations are estimates only at 7.5% of the employee’s salary. For
vacant positions, the calculations are based on a 10-year teacher. When a teacher with less years experience
is hired, the actual expenditure for TRS On-Behalf will be less. The revenue and expenditures budgets are
adjusted prior to the end of the fiscal year.
14
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 11/30/2022
GENERAL FUND
3
EXPENDITURES
Expenditure Summary
$ 9,888,736 Adopted Budget
$ 2,472,184 YTD Budget
$ 2,816,997 YTD Actual
(113.9%) YTD Budget %
$ (344,813) (Over)/Under Budget
Expenditures – by Function
Fnct 11 - Instruction: 111.7% or ($152,368)
• Salaries – over by $106,652
o Additional substitutes were needed to provide additional coverage in the classrooms due to
faculty/staff illness or professional development.
o While working on the implementation of the HR/Payroll module of eFinancePlus, a PowerSchool
product, staff determined that several employees have been miscoded in the current legacy system.
An audit of the budgeted payroll positions to review and correct budget allocations is pending. If
needed, a budget amendment will be provided.
• Supplies & Materials – over by $53,935
o Increased cost in Technology purchases and application subscription renewals is higher in the 1st
quarter due to obtaining the resources at the beginning of the school year, and will decrease as the
year progresses.
o Student registration for AP and IB examinations have been paid for or encumbered. Student
payments for the exams are expected to continue during the 2nd and 3rd quarters which will offset
the deficit.
Fnct 21 - Instructional Leadership: 105.3% or ($3,385)
• An audit of the budgeted payroll positions and stipends to review and correct budget allocations is pending.
If needed, a budget amendment will be provided.
Fnct 23 - Campus Leadership: 135.7% or ($94,485)
• An audit of the budgeted payroll positions within function 23 are being evaluated to ensure correct coding
was used during the budget process. If needed, a budget amendment will be provided.
• Due to the implementation of the student side of PowerSchool, the Academy contracted with JD Dickson
Educational Services to assist with PEIMS reporting and training.
15
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 11/30/2022
GENERAL FUND
4
• To provide a stronger means of inter-departmental communication and decision-making, the software,
ThoughtExchange, was purchased to prompt engaging conversations and to work through organizational
improvement.
• While both purchases above were not included in the original budget, a budget amendment will be
presented to adjust for the overage.
Fnct 31 – Guidance & Counseling: 120.4% or ($27,601)
• In preparation for increased student reporting and indirect services provided to Special Education students,
an additional LSSP and Behavioral Specialist was needed during the 1st quarter. This cost will even out as the
year progresses due to decreasing the contracted service down to one clinician in the 2nd quarter.
Fnct 41 - Campus Administration: 149.4% or ($55,198)
• With the implementation of the HR/Payroll module of eFinance Plus, the original budget provided funds to
contract Payroll support services with ESC Region 11 through February 2023. Due to changes in staffing and
implementation delays, the “go-live” date has been moved to July 2023, requiring an extension of Payroll
services. A budget amendment will be provided to adjust for the overage.
• General Administration technology contracts were renewed during the 1st quarter, which includes the time,
attendance, and substitute tracking software used by Human Resources, and website hosting services used
by Communications.
• Property insurance premiums are higher during the 1st quarter as policies are renewed, creating a higher
percentage of funds disbursed. This will equalize over the remainder of the fiscal year.
Fnct 52 - Security & Monitoring: 206.3% or ($7,573)
• To increase security on campus, patio doors and door frames in the PYP buildings were repaired or
replaced. In addition, security locks and bullet-proof film was added to windows. A budget amendment will
be presented to adjust for the overage.
• For future enhancements to security protocols, the Academy is applying for the School Safety Grant through
the Texas Education Agency. This grant will provide up to $200K for security fencing and updated window
replacements with bullet-proof film.
Fnct 53 - Data Processing: 108.0% or ($6,354)
• Additional technology supplies were needed at the beginning of the school year for the student I-Pads and
staff laptop roll-outs, repairs to student cart computers, and the replacement of hardware and technology
accessories for staff and classroom equipment (cables, chargers, projector bulbs, etc.).
Fnct 61 - Community Services: 118.6% or ($6,801)
• Function 61 for Community Services covers the payroll costs of the Westlake Academy Foundation staff.
During the 1st quarter, a salary increase was given, creating an excess in expenditures reported. A budget
amendment will be presented to account for this overage.
16
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 11/30/2022
GENERAL FUND
5
Fnct 71 - Debt Service: 164.5$ or ($36,344)
• The new student i-Pad lease was effective at the beginning of the school year. In phasing out the old lease,
there were units that had not been turned in by students. While the IT Department located these units and
prepared for return to the lessor, the Academy was responsible for paying rental fees. All units were
accounted for and returned by January 2023. A budget amendment will be presented to adjust for the
overage.
Expenditures – by Object Code
61XX Payroll & Related Benefits: 109.9% or ($198,017)
• To provide additional support to classrooms, 36%, or $34,270, of the adopted substitute budget was used
for additional substitutes (see function 11).
• After budget adoption, a salary increase was provided in (function 61).
• While working through the HR/Payroll modules of eFinancePlus, errors in payroll account distributions were
detected. An audit of all budgeted positions is pending so that errors can be corrected prior to going live
with the new Payroll system (see functions 11, 21, and 23).
62XX Professional & Contracted Services: 127.8% or ($63,877)
• The majority of overage in contract services was attributable to the full or partial payments of annual
contracts for Payroll support with ESC Region 11 and property insurance premiums, and for PEIMS support
needs during the implementation of the student side of Power School (see functions 11, 23, and 41).
• LSSP and Behavioral Specialist costs increased during the 1st quarter due to needing two individual clinicians
to support student reporting and compliance monitoring (see function 31).
• Over 100% of the budget in Security & Monitoring (function 52) was used during the 1st quarter for the
replacement of doors, door frames, and the installation of bullet-proof glass and security locks for both PYP
1 and PYP 2 buildings.
63XX Supplies & Materials: 166.1% or ($51,463)
• Costs for technology application subscription renewals and student AP and IB exam registrations were paid
in full (function 11).
• Inter-department communication software was purchased for use with organizational improvements (see
function 41).
• Additional technology supplies were purchased in preparation for the new iPad lease and for back-to-school
classroom supplies (see function 53).
65XX Debt Service: 164.5% or ($36,344)
• (See Function 71).
17
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:23-100 Agenda Date:3/27/2023 Agenda #:E.2.
TOWN STAFF REPORT RECCOMENDATIONS
Receive a report of Westlake Academy PYP Enrollment and Expansion for 2023 to 2027
STAFF: Rod J. Harding, PYP
Town of Westlake Printed on 5/2/2023Page 1 of 1
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Report of Westlake Academy PYP Enrollment and Expansion
2023-2027
The instructional leadership team (ILT) and the campus management team (CMT) attended summit
meetings on February 17/18, 2023, to make decisions on the structure of the Westlake Academy’s
organization. The Instructional leadership team comprised the head of school, principals, assistant
principals, IB coordinators, counselors, special education, athletic director, WAF executive director and
other leaders of departments. The campus management team CMT consisted of the head of school,
principals, lead counselor, special needs coordinator, athletic director, WAF executive director, registrar,
and IT coordinator. The CMT acts as the decision-making level of curriculum, events, committees, and
projects for PYP, MYP and DP, based on input from the ILT.
The purpose of this report asks the Board of Trustees to consider approval of the following:
●An increase in enrolment at the PYP level to reduce the attrition rates in the grade 9 and 10 areas
of the MYP and ensure the adequate number of student graduates in the IB programme.
●An enrollment expansion that would build to a four-class structure beginning Kindergarten
through grade 2, a fourth section each year in grade 3, 4 and 5. A total student enrolment of
approximately 496 students compared to 338 in 2022-23. A total increase of 158 students by
2027.
●A commitment to an early childhood facility that would alleviate overcrowding of dining,
playgrounds, traffic flow and free up 4 classrooms as a result of the proposed expansion.
I have attached two models for the expansion. The first is the layout of the classroom expansion in
buildings 1 and 2 from 2023-2024 to 2026-2027 with classroom usage and the facility changes needed
over the phased in 4 class entry from kindergarten to grade 5. The second layout provides a gradual
phased enrolment increase beginning with kindergarten, grade 1 and 2. Each academic year after that is
the phased in fourth section in grade 3, 4, and 5 to enable a planned growth to consider a purpose built off
campus 3 to 5-year-old early childhood facility. The new facility would encompass an open central area
as a mini gymnasium/dining area, kitchen, restrooms, office space with a combinations of
three-year-olds, four-year-olds and five-year-old classes. The number of classes in each section is
dependent upon the financial commitment to the early childhood facility. The facility would also have
outside play space. The pre-school approach would prepare students over time for the rigorous nature of
the IB programme, preparing the early years students with the IB philosophy earlier in their development
rather than coming into the 5-year-old classes with no background knowledge of the IB framework. The
early childhood facility would accommodate a perceptual motor program to better establish fine and gross
motor skills. The proposed early childhood facility would also provide parents with a pre-school option
for 3 to 5 year-olds with a quality pre-PYP.
Another important factor to consider in a phased-in three-year approach from grade 3 to 5 is a critical
classroom shortage beginning in the 2025-2026 SY with no classrooms available for Spanish and in
2026-2027 SY no classroom for Art. Hence the need for art and Spanish to be mobile in these years.
Again the PYP leadership stresses the need for the early childhood facility to create four classrooms for
Art, Spanish, Special Education, and dyslexia therapy/reading specialist.
As part of the ‘One School Together’ approach of a K-12 continuum school the PYP leadership took the
initiative to increase the enrolment in the PYP section to offset and improve student withdrawals in
sections of the grade 6-10 MYP program.
To further support students continuing their education from IB PYP to IB Diploma program the PYP
teachers along with the PYP leadership will develop grade level profiles (expectations) in Mathematics,
English Language Arts, and Science at each culminating PYP grade section. These expectations will be
discussed with parents during and before final enrollment. While these expectation discussions will not
1
19
prevent a parent enrolling at Westlake Academy it will serve to highlight for parents and students what an
IB education is like at Westlake Academy.
In 2023-2024 SY the expansion plan will also require support for the kindergarten to grade 2 classes with
an additional hire of two paraprofessionals to support early learners. A total of four support personnel and
the additional hire of three teachers (kindergarten, grades 1 and 2). Each year after 2023-2024 a hire of 3
general education teachers until 2026-2027.
There will be challenges as well as opportunities. The following areas have been discussed
within the PYP leadership and teachers:
Drop off and pick up:There will be 92 additional students in 2023-24 and there is a need to
review the traffic flow. There may be the possibility of a neighborhood that would entertain the
use of a coach or two mini coaches for drop-off/pick-up and park in an alternative location on
campus and reduce approximately 70 students from the carline. Another option would be
through the use of the half circle drive area for grade 4 parents, a total of 66 students and thereby
alleviating the congestion in the main carline at the front of the PYP. This one option and
discussed with the Town of Westlake facilities director and Westlake Fire Marshal.
MPH Dining Hall with additional students:This year PYP students have two 30 min dining
times. Kinderagrten, grade 4 and 5 and grades 1, 2 and 3. 170 students on average are
accommodated at each dining time and the PYP leadership has calculated an average of an
additional 40 students for each dining times in 2023-24.
As we further refine the plans the PYP leadership will provide the Board of Trustees with regular updates.
If we begin the phased approach in 2023-2024 it will necessitate a full commitment from the Board of
Trustees to support a facility development of a early years center (3-5 yo) if the four-class entry is to
become a reality and create the optimal learning environment for students.
Rod J Harding for the PYP leadership
2
20
PYP PHASED FCILITY EXPANSION 2023-2027
Key Colors:2023-24 2024-25 2025-26 2026-27
PYP Building 2
Pod E Pod F
Art
200
Grade 5
Special
Education
202
STEM Lab
204
Mini
Commons
Spanish
206
Grade 4
Grade 4
208
Music
210
Grade 5
201
Grade 5
203
Grade 5
205
PYP Office
and
Conference
Room
Grade 4
207
Grade 4
209
PYP Building 1
Pod D Pod C Pod B
Grade 3
104
Grade 3
106
Special
Educ.
108
Grade 3 Mini
Commons
Grade 2
122
Grade 2
124
Grade 1
126 Library
Main
Commons
Kindergarten
174
Kindergarten
177
Grade 3
103
Grade 2
105
Grade 2
107
Grade 1
121
Grade 1
123
Grade 1
125
Kindergarten
172
Kindergarten
175
Arts &
Sci B.
Diag Sped
Coord
3
21
PYP PHASED PLAN 2023-2027 FOUR CLASSES/GRADE AREA
Grade Level Kindergarten Grade 1 Grade 2 Grade 3 Grade 4 Grade 5
Total Enrolment/
Hiring
Enrolment as of
3/10/23
48 53 55 56 63 63 338
Phase 1
(New Students)
2023-2024
total-72
(+72)
18 per class
total-80
(48+32)
20 per class
4 classes
1 Teacher
total-80
(53+27)
20 per class
4 classes
1 Teacher
total-66
(55+11)
22 per class
total-66
(56 +10)
22 per class
total-66
(63 +3)
per class
430
3 teachers
+ 2 ParasHiring
4 classes
1 Teacher
Phase 2
(New Students)
2024-2025
total-72
(+72)
18 per class
4 classes
total-80
(72+8)
18 per class
4 classes
total-80
18 per class
4 classes
total-88
(80 +8)
22 per class
4 classes
1 Teacher
total-66
(+0)
22 per class
3 classes
total-66
(+0)
22 per class
3 classes
452
1 TeacherHiring
Phase 3
(New Students)
2025-2026
Hiring
total-72
(+72)
18 per class
4 classes
total-80
(72+8)
20 per class
4 classes
total-80
(+0)
18 per class
4 classes
total-88
(80+8)
22 per class
4 classes
total-88
(+0)
22 per class
4 classes
1 Teacher
total-66
(+0)
22 per class
3 classes
474
1 Teacher
Phase 4
(New Students)
2026-2027
Hiring
total- 72
(+72)
18 per class
4 classes
total- 80
(72+8)
20 per class
4 classes
total-80
20 per class
4 classes
total-88
(80+8)
22 per class
4 classes
total-88
(80+8)
22 per class
4 classes
total-88
(+0)
22 per class
4 classes
1 Teacher
496
1 Teacher
Students in Class 18 20 20 22 22 22 496
4
22
5
23
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:23-101 Agenda Date:3/27/2023 Agenda #:E.3.
TOWN STAFF REPORT RECCOMENDATIONS
Receive a Quarterly Report from the Texas Student Housing Authority
STAFF: Amy M. Piukana, Town Secretary/Tracy Harrow Executive Director TSHA
BACKGROUND:
Executive Director Tracy Harrow with Texas Student Housing Authority will be available to provide a report
and/or presentation on quarterly updates.
Town of Westlake Printed on 5/2/2023Page 1 of 1
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0
Texas Student Housing Authority
Quarterly Update
25
1
History
•TSHA was chartered in 1995 under Chapter 53 of the Higher Education Act for the purpose of acquiring student
housing facilities. TSHA in the beginning acquired three student housing facilities in College Station with tax
exempt bonds that do not obligate the Town of Westlake. Subsequently, those properties were relinquished and
TSHA constructed Cambridge Hall in College Station (Texas A&M). Later TSHA acquired facilities in San Marcos
(Texas State University), Denton (University of North Texas), Wichita Falls (Midwestern State University), and
Austin (University of Texas). In 2003, Chapter 53 was amended in such a way that THSA could not thereafter
acquire additional properties in the future (except in Westlake). TSHA currently owns Cambridge Hall in College
Station and The Ridge of North Texas in Denton.
Contributions to Westlake Academy
•To date TSHA has contributed $950,000 to Westlake Academy
Scholarships Awarded since 2015 to Westlake Academy Students
•116 Scholarships valued at $783,380
Scholarships
•Incremental housing scholarships are $2,500/year and generally awarded for up to 4 years.
•Full housing scholarships (Westlake) vary from around $6,000 to $9,000 per year depending on which property is
selected by the student and can be awarded up to 4 years either at Cambridge Hall in College Station or The
Ridge in North Texas in Denton.
•Since 1995, TSHA has awarded over 3,000 housing scholarships to Texas High School graduates.
Overview
26
2
2023-2024
Scholarships
Awarded and
Value
Scholarships
Awarded
Scholarship
Value
Cambridge Hall 20 $95,470
The Ridge at North
Texas
12 $30,000
Total 32 $125,470
27
3
Board members
Scott Bradley
Katie Kolkmeier
James Krekow
Paula Petersen
Mark Harrow
Richard Mueller
28
4
Cambridge Hall at College Station
The Cambridge at College Station
•Consists of 198 Units/530 Beds
•Undergoing complete renovations, 99 units are
completed, with the remaining 99 Units
currently under construction and due for
completion this summer.
29
5
30
6
Cambridge Hall at College Station
The Ridge at North Texas
•Consists of 288 Units/876 Bed
•TxDot has exercised eminent domain on two
parcels of land affecting the parking along the I-
35 corridor. Funds will be used to assist in
renovations.
•The bondholder is currently exploring
refinancing of the senior debt to renovate the
property.
31
7
32
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:23-104 Agenda Date:3/27/2023 Agenda #:G.1.
TOWN STAFF REPORT RECCOMENDATIONS
Consider approval of Town Council Board of Trustee Meeting Minutes from the following meeting(s):
February 27, 2023, March 6, 2023 and March 20, 2023; and take appropriate action
STAFF: Amy M. Piukana, TRMC, Town Secretary
BACKGROUND:
The Town Council will review and approve the following meeting minutes:
·February 27, 2023
·March 6, 2023
·March 20, 2023
Once approved, all meeting minutes will be executed and uploaded to the Town of Westlake website for
transparency and Laserfiche software for state retention compliance.
TOWN COUNCIL ACTION/OPTIONS:
1)Motion to approve minutes, as presented.
2)Motion to amend the minutes with the following stipulations (please state stipulations in motion)
3)Motion to table
4)Motion to deny
Town of Westlake Printed on 5/2/2023Page 1 of 1
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Town of Westlake
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
Town Council/Board of Trustees
Meeting Minutes
4:00 PM Council ChamberMonday, February 27, 2023
Present:Mayor Sean Kilbride, Mayor Pro Tem David Quint, Council Member Kim Greaves,
Council Member Tim Shiner, and Council Member Anna White
Absent:Council Member Chandrika Dasgupta
A.CALL TO ORDER
Mayor Kilbride called the meeting to order at 4 p.m. and announced Town Council would
recess into closed executive session at 4:02 p.m.
CLOSED EXECUTIVE SESSION (4:00 P.M.)
A.1.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) (Finance Director)
and;
b) Section 551.072: Deliberation regarding the Purchase, Exchange,
Lease or Value of Real Property located: north of Solana Boulevard, south
and west of Highway 114, and east of Davis Boulevard
c) 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; and
d) Section 551.071(2): Consultation with Attorney to seek advice of
counsel regarding Resolution 23-19 regarding Brodie Modular Building
agreement
e) Section 551.071(2): Consultation with Attorney to seek advice of
counsel regarding Trophy Club Municipal Utility Districts
f) 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 (Appeal of student
discipline matter); b) Section 551.082 (a)(1): Deliberation regarding student
discipline (Student discipline appeal); and Section 551.0821(a): Deliberation
involving personally-identifiable student information (Student Discipline
Appeal)
23-75
Page 1 of 5
34
Town Council/Board of Trustees Meeting Minutes February 27, 2023
Mayor Kilbride adjourned closed session at 6 p.m.
B.REGULAR MEETING – Call to Order (7:00 P.M.)
Mayor Kilbride called the regular meeting to order at 7 p.m.
C.PLEDGE OF ALLEGIANCE
The Pledge of Allegiance and Pledge to the Texas Flag was led by Mayor Kilbride.
D.CITIZEN/PARENT COMMENTS:
Joseph, Kristen, Isabella spoke in support of the zoning change for the family home on Lot 1, of
approximately 15 acres being considered by Town Council.
E.ITEMS OF COMMUNITY INTEREST:
E.1.Receive a report on items of community interest23-83
Director of Communications Jon Sasser provided a report on items of
community interest.
F.CONSENT AGENDA:
F.1.Consider approval of Town Council Board of Trustee Meeting Minutes
from the following meeting(s): February 15, 2023; and take appropriate
action
23-76
F.2.Consider approving Westlake Academy Academic Year Calendar for the
year 2023-2024 school year, and take appropriate action
23-06
F.3.Consider approving Resolution 23-14 creating Planning and Zoning
Commission bylaws; and take appropriate action
RES 23-14
F.4.Consider approving Resolution 23-15 rejecting a bid from Hoque Global
Properties, LLC to purchase Town owned property located at 34 Cortes
Drive in the Town of Westlake; and take appropriate action
RES 23-15
F.5.Consider approving Resolution 23-04 accepting a generous grant to be
used exclusively for the Construction Manager at Risk agreement
services provide by Steele & Freeman for the Phase III remodeling of
the gym facilities located at 2600 J.T. Ottinger Road; and take
appropriate action
RES 23-04
F.6.Consider approving Resolution 23-16 authorizing the signers of the
Town of Westlake and Westlake Academy Depository Accounts with
First Financial Bank; and take appropriate action
RES 23-16
F.7.Consider approving Resolution 23-17 authorizing the signers of the
Town of Westlake, Texas amending the authorized signers on the Town
of Westlake Insurance Trust Account with First Financial Bank and
appointing Trustees for the Town of Westlake; and take appropriate
action
RES 23-17
Page 2 of 5
35
Town Council/Board of Trustees Meeting Minutes February 27, 2023
F.8.Consider approving Resolution 23-18 amending the authorized signers
on the Town of Westlake’s PNC account; and take appropriate action
RES 23-18
F.9.Consider approving WA Resolution 23-07 to provide a Waiver for
Missed School days due to inclement weather from January 2023 to
February 3, 2023; and take appropriate action
WARES
23-07
Motion made by Mayor Pro Tem Quint to approve Consent items F.1
through F.9, as presented. Motion seconded by Council Member
Greaves. Motion approved unanimously.
G.PUBLIC HEARING:
G.1.Conduct a public hearing and consider approving Resolution 23-12 for
a replat for Block J Lot 1, Westlake Entrada Addition; and take
appropriate action
RES 23-12
Director of Planning Ron Ruthven briefed Town Council regarding this item.
Mayor Kilbride opened the hearing. There being no one present that wished
to speak, Mayor Kilbride declared the Public Hearing closed.
A motion was made by Council Member Greaves to approve Resolution
23-12, as presented. Motion seconded by Council Member White. Motion
approved unanimously.
G.2.Conduct a public hearing and consider approving Resolution 23-13 for
a replat for Block L Lot 1, Westlake Entrada Addition; and take
appropriate action
RES 23-13
Director of Planning and Development Ron Ruthven briefed Council
regarding this item.
Mayor Kilbride opened the public hearing. There being no one present that
wished to speak, Mayor Kilbride declared the public hearing closed.
Mayor Pro Tem Quint made a motion to approve Resolution 23-13, as
presented. Motion seconded by Council Member Greaves. Motion approved
unanimously.
G.3.Conduct a public hearing and consider adopting Ordinance 963
approving a PD Site Plan for an approximately 0.729-acre portion of
Planned Development District 3, Planning Area 11 (PD3-11), established
by Ordinance 593. The PD Site Plan is for Dutch Brothers Coffee to be
located along the west side of US Highway 377 north of State Highway
170; and take appropriate action
ORD-963
Director of Planning Ron Ruthven briefed Town Council regarding this item.
Page 3 of 5
36
Town Council/Board of Trustees Meeting Minutes February 27, 2023
Mayor Kilbride opened the public hearing. There being no one present that
wished to speak, Mayor Kilbride declared the public hearing closed.
Mayor Pro Tem Quint made a motion to adopt Ordinance 963, as presented.
Motion seconded by Council Member Shiner. Motion approved unanimously.
G.4.Conduct a public hearing and consider adopting Ordinance 964
approving a zoning change request from O-Office Park District to
Planned Development District Number 8 (PD8), including a concept
plan, to allow for a hotel to be located on the portion of Lot 1, C.M.
Throop No. 1510 Addition that is located within the Town of Westlake.
The subject property is located at 3300 T.W. King Road at the northwest
corner of T.W. King Road and State Highway 114; and take appropriate
action (Continued from the February 27, 2023 Town Council meeting)
ORD-964
Mayor Kilbride noted the applicant has requested to table this item to the
March 27, 2023 Town Council meeting.
Council Member Greaves made a motion to table Ordinance 964 to the
March 27, 2023 Town Council meeting. Motion seconded by Mayor Pro Tem
Greaves. Motion approved unanimously.
G.5.Conduct a public hearing and consider adopting Ordinance 965
approving a zoning change request from the R-5 Country Residential
district to Planned Development District Number 9 (PD9) for 37.514
acres of land located at the southwest corner of Pearson Lane and
Dove Road, to include primarily single-family residential uses, including
a request for approval of a concept and development plan, and a
Specific Use Permit for private streets; and take appropriate action
ORD-965
Director of Planning Ron Ruthven briefed Town Council regarding this item.
Applicant Esen Maykus Hat Creek Development and Curtis Young with San
Group was present to answer questions.
After discussion, Mayor Kilbride opened the public hearing.
The following members in the audience spoke:
Ariana Billington spoke expressing her concerns regarding traffic and
congestion.
Marcus Novacheck spoke regarding his concerns with traffic and the
zoning change use.
Craig Huggins completed an online speaker card in favor but did not
wish to speak.
Mayor Kilbride closed the public hearing.
After discussion, a motion was made by Mayor Pro Tem Quint to adopt
Ordinance 965, as presented. Motion seconded by Council Member Shiner.
Motion approved unanimously.
Page 4 of 5
37
Town Council/Board of Trustees Meeting Minutes February 27, 2023
H.REGULAR AGENDA ITEM(S)
H.1.Receive a Year-End Police Report from the Keller Police Department23-77
Keller Police Chief Brad Fortune provided an annual Year End Report from
2022 for police services provided by the Keller Police Department to the
Town of Westlake.
H.2.Consider approving Resolution 23-19 authorizing the mayor to finalize
and execute an agreement with Brodie Modular to replace the six
current modular buildings with two modular buildings to be located on
the Westlake Academy campus for an amount not to exceed $3,500,000;
and authorize town staff to make funding changes not to exceed
$25,000 on this project; and take appropriate action
RES 23-19
Mayor Kilbride briefed Town Council regarding this item.
Council Member Greaves made a motion to approve Resolution 23-19, as
presented. Motion seconded by Council Member White. Motion approved
unanimously.
TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS
No action.
J.COUNCIL RECAP/STAFF DIRECTION
None provided.
K.FUTURE AGENDA ITEMS:
Council Member Greaves requested a future agenda item to discuss the Foundation.
Council Member White seconded. Mayor Kilbride recommended adding this item to the April
Town Council meeting.
L.
Page 5 of 5
I.
Signed:
Mayor Sean Kilbride
Attested by:
Amy M. Piukana, Town Secretary
ADJOURNMENT
There being no further business to discuss, Mayor Kilbride declared the meeting adjourned
at 8:27 p.m.
38
Town of Westlake
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
Town Council/Board of Trustees
Meeting Minutes
4:00 PM Council ChamberMonday, March 6, 2023
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
A.CALL TO ORDER
With a quorum present, Mayor Kilbride called the meeting to order at 4:00 p.m.
B.CLOSED EXECUTIVE SESSION (4:00 P.M.)
Mayor Kilbride announced the Town Council would recess into closed executive session at 4:01
p.m.
B.1.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)
23-86
The Town Council recessed from closed executive session at 4:32 p.m.
C.ADJOURNMENT
There being no further business, Mayor Kilbride adjourned the meeting at 4:33 p.m.
Signed by:
Mayor Sean Kilbride
Attested by:
Amy M. Piukana, Town Secretary
Page 1 of 2
39
Town of Westlake
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
Town Council/Board of Trustees
Meeting Minutes
4:00 PM Council ChamberMonday, March 20, 2023
Special Called Meeting
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
A.CALL TO ORDER (4:00 P.M.)
Mayor Kilbride called the meeting to order at 4:01 p.m.
A.1.RES 23-22 Consider approving Resolution 23-22 authorizing the signers of the Town of
Westlake and Westlake Academy Depository Accounts with First Financial
Bank; and take appropriate action
Mayor Kilbride briefed the Town Council regarding changes to the bank
signers.
Motion made by Council Member Greaves to approve Resolution 23-22, as
presented. Motion seconded by Council Member Shiner. Motion approved
unanimously. (Council Member White not in attendance for vote)
B.CLOSED EXECUTIVE SESSION
B.1.23-102 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)
Mayor Kilbride recessed into closed executive session at 4:01 p.m. and
reconvened into open session at 4:12 p.m.
C.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS
Page 1 of 2
40
Town Council/Board of Trustees Meeting Minutes March 20, 2023
As a result of closed session, a motion was made by Council Member White to hire Wade
Carroll as Town Manager and authorize the mayor to execute an agreement for
professional services and employment as Town Manager. Motion seconded by Mayor Pro
Tem Quint. Motion approved unanimously.
D.ADJOURNMENT
Mayor Kilbride adjourned the meeting at 4:14 p.m.
Signed by:
Sean C. Kilbride, Mayor
Attested by:
Amy M. Piukana, Town Secretary
Page 2 of 2
41
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:ORD-966 Agenda Date:3/27/2023 Agenda #:G.2.
TOWN STAFF REPORT RECCOMENDATIONS
Consider adopting Ordinance 966 canceling the May 6, 2023 General Election and declaring each unopposed
candidate elected to office; and take appropriate action
STAFF: Amy M. Piukana, Town Secretary
BACKGROUND:
The General Election for expiring terms is scheduled for May 6,2023,for the election of three (3)Council
Members for two (2)year terms.As of the filing deadline on February 17,2022,there were no opposed
candidates or propositions to appear on the ballot.In addition,there were no write-in candidates as of the
February 21,2023,deadline.Pursuant to the Texas Election Code,the Town may cancel the May General
Election.
The following steps must occur:
·The Town Council must accept the certification of unopposed candidates
·The Town Council must approve the Ordinance cancelling the election.
·The Town Council declares the unopposed candidates elected.
The candidates who have been declared “elected”at the meeting ordering the cancellation,must wait until after
the official election day (May 6,2023)and no earlier than the canvass period.The certificates of election,oath
and statements will be provided at the May 15, 2023, Town Council Board of Trustees meeting.
STAFF RECOMMENDATION:
Staff recommends adopting Ordinance 966 canceling the May 6, 2023, General Election and declare each
unopposed candidate elected to office.
TOWN COUNCIL ACTION/OPTIONS:
1)Motion to approve Ordinance 966
2)Motion to amend Ordinance 966, with the following stipulations (please state stipulations in motion)
3)Motion to table
4)Motion to deny
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Ordinance 907
Page 1 of 2
TOWN OF WESTLAKE
ORDINANCE NO. 966
AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS CANCELING THE MAY 6, 2023, GENERAL ELECTION AND DECLARING
EACH UNOPPOSED CANDIDATE ELECTED TO OFFICE; PROVIDING THAT THIS
ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A
SEVERABILITY CLAUSE AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Town of Westlake, Texas, is a General Law municipality located in
Tarrant and Denton Counties, created in accordance with the provisions of the Local Government
Code and operating pursuant to the enabling legislation of the State of Texas; and
WHEREAS, in accordance with law a general election has been ordered for May 6,
2023, for the purpose of electing three (3) Council Members to serve two (2) year terms on the
Town Council in the Town of Westlake; and
WHEREAS, no proposition is to appear on the ballot; and
WHEREAS, the Town Secretary has certified in writing that each candidate on the ballot
is unopposed for election to office and delivered this certification to the Town Council on March
27, 2023; and
WHEREAS, the filing deadlines for placement on the ballot and declaration of write-in
candidacy have passed; and
WHEREAS, in these circumstances Chapter 2, Subchapter C of the Texas Election Code
authorizes a governing body to declare each unopposed candidate elected to office and cancel the
election.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE
TOWN OF WESTLAKE, TEXAS, THAT:
SECTION 1: The following candidates, who are unopposed in the May 6, 2023, general
election, are hereby declared elected to office, and shall be issued a certificate of election:
Anna White Council Member
Tim Shiner Council Member
Victor Sansone III Council Member
SECTION 2: The Town secretary is directed to post a copy of the Order of Cancellation
attached as Exhibit “A”, at each designated polling place on May 6, 2023.
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Ordinance 907
Page 2 of 2
SECTION 3: This ordinance shall be cumulative of all provisions of ordinances of the
Town of Westlake, Texas, except where the provisions of this ordinance are in direct conflict
with the provisions of such ordinances, in which event the conflicting provisions of such
ordinances are hereby repealed.
SECTION 4: It is hereby declared to be the intention of the Town Council that the
phrases, clauses, sentences, paragraphs and sections of this ordinance are severable, and if any
phrase, clause, sentence, paragraph or section of this ordinance shall be declared unconstitutional
by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality
shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this
ordinance, since the same would have been enacted by the Town Council without the
incorporation in this ordinance of any such unconstitutional phrase, clause, sentence, paragraph
or section.
SECTION 5: This ordinance shall be in full force and effect from and after its passage,
and it is so ordained.
PASSED AND APPROVED BY THE TOWN COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS, ON THIS 27 DAY OF MARCH.
_____________________________
ATTEST: Sean Kilbride, Mayor
_____________________________________
Amy M. Piukana, Town Secretary
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
44
45
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:RES 23-23 Agenda Date:3/27/2023 Agenda #:G.3.
TOWN STAFF REPORT RECCOMENDATIONS
Consider approving Resolution 23-23 authorizing the purchase of network equipment necessary for the
modular buildings at Westlake Academy, in an amount not to exceed $80,000, and amending the adopted FY 22
-23 budget to allocate the necessary funding; and take appropriate action
STAFF: Jason Power, Director of Information Technology
BACKGROUND:
The network equipment in the current portable buildings is not sufficient for the needs of the modular buildings
that will be in place later this year.IT Staff have worked with a received a quote for network equipment from
an authorized technology solutions provider with pricing from the State of Texas Department of Information
Resources contracts,which negates the need to go out to bid.IT Staff recommend the purchase of this
hardware as soon as possible due to the continuing supply chain issues which could delay the receipt of the
equipment by at least three months and delay the use of the modular buildings.
FISCAL IMPACT:
Budget Amendment required
STAFF RECOMMENDATION:
Staff recommends the Town Council approve Resolution 2023-23, as presented.
TOWN COUNCIL ACTION/OPTIONS:
1)Motion to approve Resolution 2023-23, as presented.
2)Motion to amend Resolution 2023-23, with the following stipulations (please state stipulations in
motion)
3)Motion to table
4)Motion to deny
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Resolution 23-23
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TOWN OF WESTLAKE
RESOLUTION NO. 2023-23
RESOLUTION AUTHORIZING THE PURCHASE OF NETWORK EQUIPMENT
NEEDED FOR THE MODULAR BUILDINGS AT WESTLAKE ACADEMY, NOT TO
EXCEED $80,000, AND AMENDING THE ADOPTED BUDGET TO ALLOCATE THE
NECESSARY FUNDING.
WHEREAS, the Town Council finds that there are immediate needs for network
equipment for the modular buildings at Westlake Academy; and
WHEREAS, the Town Council finds that funding for the network equipment is necessary;
and
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the public.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: All matters stated in the Recitals above are found to be true and correct and
are incorporated herein by reference as if copied in their entirety.
SECTION 2: The Town Council of the Town of Westlake hereby approves an amendment
to the FY 22-23 adopted budget for an additional $80,000 to allocate funding for the network
equipment.
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.
PASSED AND APPROVED ON THIS 27TH DAY OF MARCH, 2023.
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Resolution 23-23
Page 2 of 2
ATTEST:
____________________________
Sean Kilbride, Mayor
_______________________________
Amy M. Piukana, Town Secretary
APPROVED AS TO FORM:
_____________________________
L. Stanton Lowry, Town Attorney
48
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:ORD-964 Agenda Date:4/24/2023 Agenda #:H.1.
TOWN STAFF REPORT RECCOMENDATIONS
Conduct a public hearing and consider adopting Ordinance 964 approving a zoning change request from O-
Office Park District to Planned Development District Number 8 (PD8), including a concept plan, to allow for a
hotel to be located on the portion of Lot 1, C.M. Throop No. 1510 Addition that is located within the Town of
Westlake. The subject property is located at 3300 T.W. King Road at the northwest corner of T.W. King Road
and State Highway 114; and take appropriate action (Continued from the March 27, 2023 Town Council
meeting)
STAFF: Ron Ruthven, Director of Development and Planning
Update
This item was tabled by the Town Council at the February 27, 2023 meeting at the request of the applicant.
Executive Summary (Including Applicable Organizational History)
Hitesh Jariwala,Trophy Lodging,LTD,on behalf of property owners Varispace Southlake,LLC,is requesting
approval of a zoning change for the property located at 3300 T.W.King Road in order to construct a limited-
service hotel on the property with up to 130 rooms.
Existing Conditions, History and Site Development Constraints
The subject property is currently zoned “O-Office Park”district and currently developed as a parking lot.The
lot is currently used as additional parking for the existing office complex located to the east in Southlake,which
is part of the larger Solana development and is also owned by Varispace Southlake,LLC.The subject property
also contains a sewer lift station that is owned and operated by the Trophy Club Municipal Utility District
(TCMUD).
The approximate northern one-third of the subject property is located in the town of Trophy Club while the
remainder of the property is located in Westlake.The proposed hotel building would be wholly located in
Westlake.
Access to the State Highway 114 service is restricted by TxDOT leaving the only access to the subject property
from T.W. King Road, which is located wholly within the city of Southlake.
According to the existing subdivision plat for the subject property,there are several large utility and drainage
easements along with building setbacks along T.W.King Road and SH 114 that,currently,serve to limit any
redevelopment of the site to only a small building given the constrained building area.
Historically,most of the subject property was located in the city of Southlake and was subsequently moved into
Westlake’s corporate limits as a result of a legal ruling stemming from litigation between Southlake and
Westlake in 1998.The current parking lot and plat were both approved by Southlake given that the subject
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File #:ORD-964 Agenda Date:4/24/2023 Agenda #:H.1.
property was part of Southlake at the time of initial development in early 1998.
In 2015 the existing multi-level parking garage located to the east of the subject property across T.W.King
Road was built,negating the need for the parking located on the subject property,after which the property
owner (first Blackstone,then Varispace Southlake)began seeking offers from potential developers to purchase
the site.With the exception of a temporary use request for the “Journey Dome”on the property in 2022,staff
has received little interest concerning the property from developers until the current developer.
The following are additional conditions specific to the subject property:
Plat status: Platted as Lot 1, C.M. Throop No. 1510 Addition (approved by Southlake in 1998)
Lot size: 2.5 acres
Existing Parking Lot: 108 parking spaces (approved by Southlake in 1998)
Other conditions:Existing TCMUD sanitary sewer lift station (built in the late 1980’s to serve The Solana
development).
Developer’s Request
The developer is requesting a zoning change to “PD-Planned Development District”from “O-Office Park”
district for the following reasons:
·A limited-service hotel is not a permitted use in the “O-Office Park” district;
·Deviation from the standard building setback,landscaping,building design and parking requirements
required under the “O-Office Park”zoning in order to fit the hotel on the site given the limited area and
other issues as noted.
·Flexibility within the zoning approval process to allow for,and accommodate,varied conditions in
order to gain approval.
In the attached narrative, the developer states:
“We are proposing to construct a new hotel,either a Hilton,Marriott or Hyatt Flag.A portion of the site is
covered with parking,that was formerly utilized by the existing property owner and the development to the
East.The [existing]parking area is no longer needed due to the construction of a large parking garage within
its parent property [to the east]. The proposed project will have the following design standards:
1) Maximum number of rooms = 130
2) Maximum building height = 75 feet
3) Estimated Maximum Elevation Above Sea Level = 682 feet
4) Estimated Floor Area = 80,612 sf
5) Estimated Floor Area Ratio = 75%
6) Amenities to include a swimming pool (680 sf +/-), meeting space (520 sf +/-) and hotel offices
(393 sf +/-).
The project will be developed by Pegasus Hospitality Group.Near the Westlake area,the developer has opened
the following hotels:
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File #:ORD-964 Agenda Date:4/24/2023 Agenda #:H.1.
Homewood Suites by Hilton - Trophy Club
Tru By Hilton - Coppell
Hilton Garden Inn by Hilton - Denton
They are also currently working on developing the following hotels in the Westlake area:
Homewood Suites - Coppell - 137 rooms - Construction to commence quarter 3 of 2022
Hilton Garden Inn - Coppell - Construction to commence quarter 1 of 2024”
In terms of economic development impacts on the Town, the developer states:
“For the Proposed Hotel in Westlake,the developer plans to develop a +/-120 room hotel to be valued at
approximately $20,000,000.Based on their analysis/research and underwriting,a stabilized full year is
projected to yield the following statistics:
75% Occupancy
$165 Average Daily Rate (ADR)
$112 Revenue per Available Room (RevPAR)
Based on this performance,at an approximate 7.00%occupancy tax/city tax,the expected revenue to be
generated for Westlake is approximately $379,500 per year.”
The developer states that,upon approval,construction would start between the 3rd quarter of 2024 and the 1st
quarter of 2025.
Site Development Analysis
Redevelopment Feasibility - Existing Site Conditions and Zoning/Regulatory Requirements
As noted above,the site,in its current condition,allows for limited redevelopment given the following
conditions:
·Existing site utility/drainage easements limiting building area.
·Existing platted building setbacks (50 feet from SH 114; 30 feet from T.W. King Road).
·Existing “O-Office Park”zoning setbacks (100 feet from SH 114;100 feet from T.W.King;75 feet from
rear lot line).
·Building height restrictions (maximum 2 story; 35-foot height)
·Existing freeway landscape zone from SH 114 (100 feet from SH 114 ROW).
·Existing roadway landscape zone from T.W. King Road (100 feet from ROW).
·Vehicular access to the site limited to T.W. King Road.
·Unimproved state of T.W. King Road adjacent to the site.
·Existing TCMUD lift station on site (which cannot be relocated).
·Location of northern one-third of the site in Trophy Club.
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File #:ORD-964 Agenda Date:4/24/2023 Agenda #:H.1.
The existing site zoning, “O-Office Park”, allows for the following principal permitted commercial uses:
·General Office
·Studio (undefined)
·Bank
·Information Processing
·Laundry/Dry Cleaning
·Personal Services
·Commercial Recreation (undefined)
Taking into consideration the zoning uses noted above,the Town’s minimum development requirements
including setbacks/landscaping requirements,and the existing site conditions,based on a preliminary staff
analysis,assuming no development waivers were granted,the maximum building size that could be built on the
site is approximately 7,000 square feet containing one or more of the above listed land uses.
The following is an analysis of the proposed site plan in terms of compliance with applicable Town ordinances,
the Comprehensive Plan, and staff’s review of the request:
Traffic Impact and Access
As part of their request,the developer submitted traffic impact analysis (TIA)for review.Based on the results
of the analysis,which utilized industry accepted trip generation methodology from the Institute of
Transportation Engineers (ITE)Trip Generation Manual,based on a 120-room hotel,the proposed hotel would
generate 959 trips per day (or 1,039 trips per day for 130 rooms).
Access to the site would be solely from T.W.King Road with no access to SH 114.The developer has
submitted plans and the TIA to the city of Southlake for review given the location of the road in Southlake and
has not yet received approval.Access to T.W.King Road from the site will require final approval by the city of
Southlake.
Building Design
The developer provided preliminary building elevations with their application.The elevations show a six-story
building composed of a combination of EIFS,metal and resin panels.The proposed height of the building is 75
feet with maximum height above mean sea level of 682 feet.
There are no building design requirements specific to the “O-Office Park”zoning.However,there are
minimum building articulation requirements for non-residential buildings contained in the Town’s zoning
regulations as follows:
a.Horizontal articulation:No building wall shall extend for a distance equal to two times
the wall's height without having an offset of 15 percent of the wall's height,and that new
plane shall extend for a distance equal to at least 25 percent of the maximum length of
the first plane.
b.Vertical articulation:No horizontal wall shall extend for a distance greater than two
times the height of the wall without changing height by a minimum of 15 percent of the
wall's height.
The Westlake Building Quality Manual recommends masonry,metal and glass as a primary cladding material
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File #:ORD-964 Agenda Date:4/24/2023 Agenda #:H.1.
for commercial buildings. EIFS is not an approved material.
Setbacks
The proposed hotel building would be setback according to the platted setbacks of 30 feet from T.W.King Road
and 50 feet from SH 114. The “O-Office Park” zoning requires 100 feet from both roadways.
Parking
According to the parking regulations in the Code of Ordinances,a minimum of 130 parking spaces are required
for the proposed use based on the total number of hotel rooms.The developer proposes 117 spaces given site
constraints.
Landscaping, Screening, Buffering and Open Space
Although landscaping will be provided,among other deviations,the developer proposes that the 100-foot
roadway landscape buffers along SH 114 and T.W.King be reduced per the concept plan.The developer also
proposes that the parking lot landscaping requirement of a minimum 60 square feet of landscaping per each
parking space be reduced given site constraints.
The “O-Office Park”zoning requires a minimum of 20%open space on site.Per the proposal,open space
would be confined to site landscaped areas and would be minimal.
Outdoor Lighting
Outdoor lighting is proposed to meet Town code requirements.
Signage
No signage proposals have been submitted to date and will depend on the final hotel flag.
Interjurisdictional approval required
The town of Trophy Club,city of Southlake and the TCMUD were all sent copies of the request and all of these
entities participated in the development review process along with Town staff.Although some comments have
been addressed,many comments remain unaddressed given the additional level of detail needed in order to gain
final approval, which will be required before construction may start.
Comprehensive Plan Compliance
The 2015 Comprehensive Plan does not address the subject property.
Staff Recommendations and Summary
There are limited options for redevelopment of the site given the factors noted herein.In order to maximize the
redevelopment potential of the site,staff agrees that rezoning the property to “PD”from “O”is a viable option.
However,there are several steps that must be taken to reach a point where a building permit may be issued
including:
·Final approval from Trophy Club and Southlake;
·Addressing comments from the TCMUD concerning the lift station;
·Additional details regarding the building, site and hotel itself.
Therefore,staff recommends approval subject to the following conditions,which are contained in the proposed
ordinance:
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File #:ORD-964 Agenda Date:4/24/2023 Agenda #:H.1.
Approving Ordinance Conditions (Ordinance 964):
A.The purpose of the PD8 district is the development of a hotel.Any principal use other than a hotel is
hereby prohibited.Approved accessory uses shall include a fitness center,conferencing facility,
swimming pool,spa,restaurant,general retail sales typical with a hotel and the sale of alcoholic
beverages for on-premises consumption.
B.Development of the site shall be generally consistent with the concept plan,attached as Exhibit “B”,
and the development description, attached as Exhibit “C”.
C.The hotel building shall be generally consistent with the concept building elevations,attached as
Exhibit “D”.
D.A site plan,meeting the requirements for PD site plans in the Code of Ordinances,shall be submitted
for final consideration.No building permit may be issued without an approved site plan.The site plan
shall be considered as an amendment to this ordinance;
E.Prior to the final consideration of the site plan,any required extra-jurisdictional approvals pertinent to
the subject property including,but not limited to,zoning,roadway and utility access shall be obtained
and provided directly from the pertinent entity to the Town.
F.Given the redevelopment of the site,approval and recording of a replat of the subject property is hereby
required prior to the issuance of a building permit;
G.A situs development agreement between the developer and the town shall require approval prior to the
issuance of the building permit.
H.It is hereby acknowledged that certain waivers to Town ordinances are required in order to reasonably
develop the site as depicted on the concept plan.However,final approval of any development waivers,
including any modifications or additions to the conditions contained herein,shall be at the discretion of
the Town Council upon the recommendation of the Planning and Zoning Commission as part of the
approval of the required site plan.
COUNCIL ACTION/OPTIONS
·Approve the proposed Ordinance;
·Approve the Ordinance with conditions/modifications;
·Deny the proposed Ordinance;
·Table the item(s).
PLANNING AND ZONING RECOMMENDATION
The Planning and Zoning considered this item on February 13, 2023. The Commission voted to recommend
approval of the item subject to staff’s recommendations by a (4-0) vote.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $0.00 Funding Source: N/A
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File #:ORD-964 Agenda Date:4/24/2023 Agenda #:H.1.
Contract:No Forms:N/A
Attachments
1.Location Map
2.Existing site conditions and plat
3.Information provided by developer
4.Ordinance 964
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Subject
Property
TW
K
i
n
g
T o w n o f W e s t l a k e
C I t y o f S o u t h l a k e
T o w n o f T r o p h y C l u b
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1998 Site Plan—city of Southlake
SH 114
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1998 Plat—city of Southlake
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Project Narrative
Proposed Hotel – Highway 114 and T.W. King Road
Project Information
The proposed site is approximately 2.473 acres in size and is located at the northwest corner of the
intersection of State Highway 114 and T.W. King Road, within the Town limits of Westlake, TX. The
property is currently platted as Lot 1, of the CM Throop No. 1510 Addition. A portion of the site is
covered with parking, that was formerly utilized by the existing property owner and the development to
the East. This parking area is no longer needed due to the construction of a large parking garage within
its parent property.
We are proposing to construct a new hotel, either a Hilton, Marriott or Hyatt Flag. The proposed project
will have the following design standards:
1) Maximum number of rooms = 130
2) Maximum building height = 75 feet
3) Estimated Maximum Elevation Above Sea Level = 682 feet
4) Estimated Floor Area = 80,612 sf
5) Estimated Floor Area Ratio = 75%
6) Parking ratio provided= 1 parking space per room up to 117 rooms. 117 parking space max.
7) Amenities to include a swimming pool (680 sf +/-), meeting space (520 sf +/-) and hotel offices
(393 sf +/-).
8) Plan on using Trophy Club Municipal Utility District for water and sewer services.
9) Landscape setbacks as follows:
· Front Setback (T.W. King) = 5’
· Front Setback (TX – 114) = 5’
· Side Setback = 10’
10) Building setbacks as follows:
· Front Setback (T.W. King) = 30’
· Front Setback (TX – 114) = 50’
· Side Setback = 30’
Developer Information
The project will be developed by Pegasus Hospitality Group. The Developer has been in the hotel
business since 2004. They have expertise in developing, constructing, and operating trendsetting hotels.
Once their hotels open, they become leaders in their competitive sets. As operators, they thrive to
provide their guests the best service, comfort, and experience they can find. They have exceptional
guest satisfaction scores.
Near the Westlake area, the developer has opened the following hotels:
Homewood Suites by Hilton – Trophy Club
Tru By Hilton – Coppell
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Hilton Garden Inn by Hilton – Denton
They are also currently working on developing the following hotels in the Westlake area:
Homewood Suites – Coppell – 137 rooms – Construction to commence quarter 3 of 2022
Hilton Garden Inn – Coppell – Construction to commence quarter 1 of 2024
The Developer’s Homewood Suites in Trophy Club won an award for being ranked in the top 5% out of
all Homewood Suites hotels in the system. Their Tru hotel in Coppell is ranked within the top 15 out of
all Tru hotels in the system.
Economic Information
For the Proposed Hotel in Westlake, the developer plans to develop a +/- 120 room hotel to be valued at
approximately $20,000,000. Based on their analysis/research and underwriting, a stabilized full year is
projected to yield the following statistics:
75% Occupancy
$165 Average Daily Rate (ADR)
$112 Revenue per Available Room (RevPAR)
Based on this performance, at an approximate 7.00% occupancy tax/city tax, the expected revenue to
be generated for Westlake is approximately $379,500 per year.
Exterior Construction Materials
The exterior construction materials for the Westlake hotel will consist of three primary facade materials.
They include EIFS (Stucco), Metal Clad colored Panel System, and Resin Panels which is a composite of
resin with laminate finish. For colors of each of the materials please refer to the exterior elevations for
specific locations as presented on the colored elevations.
Exterior grilles for exhausting interior spaces will be specified to match the windows. Windows will be
galvanized metal, fixed panel, double pane insulated glass to satisfy the energy code.
Development Schedule
The Developer has the project scheduled to commence construction between the 3rd quarter of 2024
and the 1st quarter of 2025.
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Waivers to Town Development Regulations
We are requesting waivers to the following Town development regulations:
Sec 98-106 (b)(1)
Required: Parking lots. Parking lots shall maintain a minimum of 60 square feet of landscaped area
for each required off-street parking space. A maximum of 200 parking spaces is permitted in each
defined parking lot.
Sec 98-106 (b)(2)
Required: Parking lot edge. A parking lot edge shall surround each parking lot, and be a minimum
of 12.5 feet wide. The parking lot edge may overlap any parking setback line. When separating two
parking lots, the parking lot edge shall be a minimum of 25 feet wide and contain an average
minimum three-foot-high berm, as measured from the higher curb or paving elevation. If there is a
three-foot or greater differential in the elevations of the edges of the parking lots being separated,
then an average two-foot berm, as measured from the higher curb or paving elevation, shall be
provided. Parking lot edges may facilitate the grading and terracing of parking lots on a site.
Proposed: Landscape Edge Depths
(T.W. King): 5’
(TX-114): 5’
Side Buffer: 10’
Sec 98-106 (c)(2)
Required: Tree density. There shall be a minimum of one tree per parking space in all parking areas.
These trees may be planted within each parking area or within the parking lot edge area. No
parking space may be greater than 15 feet from a tree.
Sec 98-106 (c)(4)
Required: Spot islands. A spot island shall be located within a maximum 15 feet of each parking
space. The distance is measured from the nearest curb line of the island to the nearest point on the
edge of the parking stall. Spot islands shall be a minimum of nine feet wide by 18 feet long. The
location of spot parking lot islands shall recognize convenient pedestrian circulation routes and
walks within the island planned accordingly.
Sec 102-124 Figure 2
Required Minimum Lot Size: 200,000 S.F.
Proposed: 107,733 S.F.
Required Max Building Height: 35’ or 2 Stories
Proposed Max Height: 75’
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Required FAR: 0.25:1
Proposed FAR: 0.75:1
Required Front Building Setback: 100’
Proposed (T.W. King): 30’
Proposed (TX-114): 50’
Required Rear Building Setback: 100’
Proposed: 30’
Required Side Building Setback: 75’
Proposed: 30’
Required Landscaping: 20%
Proposed: 15%
Section 102-155 Figure 3
Required: 1 for each guest room or residence unit
Proposed: 1 parking space per room up to 117 rooms. 117 Max Parking Spaces.
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PROPOSED HOTEL
6 STORIES - 120+/- GUEST ROOMS
COURTYARD
8 13
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DATE
REVISIONS
NOTICE:
C
Know what's below. Call before you dig.THE LOCATIONS OF EXISTING UNDERGROUNDUTILITIES ARE SHOWN IN AN APPROXIMATEWAY ONLY AND HAVE NOT BEENINDEPENDENTLY VERIFIED BY THE OWNER OR ITSREPRESENTATIVE. THE CONTRACTOR SHALLDETERMINE THE EXACT LOCATION OF ALLEXISTING UTILITIES BEFORE COMMENCINGWORK, AND AGREES TO BE FULLY RESPONSIBLEFOR ANY AND ALL DAMAGES WHICH MIGHT BEOCCASIONED BY THE CONTRACTOR'S FAILURE TOEXACTLY LOCATE AND PRESERVE ANY AND ALLUNDERGROUND UTILITIES.
COPYRIGHT 2022 ATWELL LLC NOREPRODUCTION SHALL BE MADE WITHOUT THEPRIOR WRITTEN CONSENT OF ATWELL LLC
CONSTRUCTION SITE SAFETY IS THE SOLERESPONSIBILITY OF THE CONTRACTOR; NEITHERTHE OWNER NOR THE ENGINEER SHALL BEEXPECTED TO ASSUME ANY RESPONSIBILITY FORSAFETY OF THE WORK, OF PERSONS ENGAGED INTHE WORK, OF ANY NEARBY STRUCTURES, OR OFANY OTHER PERSONS.
24 HOUR EMERGENCY CONTACT
0
SCALE: 1"=30'
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DRAWN BY: C. ATCHLEY
CHECKED BY: M. HOLMES
PROJECT MANAGER: J. GREEN
CA
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:
JOB #: 21005327
FILE CODE: ##
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CURRENT ZONING
PROPOSED USE
O - OFFICE
HOTEL
TOTAL BUILDING SIZE 80,612 SF
TOTAL LOT AREA
TOTAL ACREAGE
1 SPACE / 1 GUEST ROOM
107,733.95 S.F.
2.473 AC
120
PROPOSED BUILDING HEIGHT 6 STORIES, 75'-0"
PROPOSED ZONING PD__________
TOTAL ROOM COUNT 120 +/-
PARKING PROVIDED 117
H/C PARKING REQUIRED 5
H/C PARKING PROVIDED 5
FRONT (TW KING)30'
BUILDING SETBACKS:
SIDE 30'
FRONT (TX-114 FRONTAGE)50'
LANDSCAPE BUFFERS:
5'
5'FRONT (TW KING)
SIDE
FRONT (TX-114 FRONTAGE)
10'
CONSTRUCTION TYPE IIB
63
MAIN ENTRANCE OF HOTEL SC WA R C H I T E C T S
Brand of hotel to be: MARRIOTT, HILTON OR HYATT
BACK POOL ENTRANCE OF HOTEL SC WA R C H I T E C T S
64
Ordinance 964
Page 1 of 9
TOWN OF WESTLAKE
ORDINANCE NO. 964
AN ORDINANCE ZONING AN APPROXIMATELY 2.5 ACRE TRACT OF LAND
GENERALLY LOCATED AT 3300 T.W. KING ROAD, FURTHER DESCRIBED AS LOT
1, C.M. THROOP NO. 1510 ADDITION, FROM THE “O OFFICE PARK” ZONING
DISTRICT TO PD8 “PLANNED DEVELOPMENT DISTRICT NUMBER EIGHT”;
APPROVING A CONCEPT PLAN FOR A HOTEL; PROVIDING FOR THE
AMENDMENT OF THE OFFICIAL ZONING MAP; PROVIDING FOR A
SEVERABILITY CLAUSE; PROVIDING FOR A SAVINGS CLAUSE; PROVIDING FOR
A PENALTY CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Chapter 102 of the Code of Ordinances of the Town of Westlake establishes
zoning districts, permissible uses, development standards, and other zoning related regulations;
and
WHEREAS, Section 62-31 of the Code of Ordinances of the Town of Westlake adopts a
Comprehensive Plan for the Town of Westlake; and
WHEREAS, Section 102-33(3) of the Code of Ordinances of the Town of Westlake states
that the purpose of a Planned Development District is to: Provide for a superior design of lots or
buildings; Provide for increased recreation and/or open space opportunities for public use; Provide
rural amenities or features that would be of special benefit to the property users or community;
Protect or preserve natural amenities and environmental assets such as trees, creeks, ponds,
floodplains, slopes or hills and viewscapes; Protect or preserve existing historical buildings,
structures, features or places; and provide an appropriate balance between the intensity of
development and the ability to provide adequate supporting public facilities and services; and
WHEREAS, on July 6, 2022, the Town of Westlake received a Zoning Change Request
from Trophy Lodging, LTD, on behalf of the property owner for the subject property requesting
that the Town zone said property to PD8 “Planned Development District Number Eight” in
accordance with Chapter 102 of the Code of Ordinances of the Town of Westlake, Texas; and
WHEREAS, following provision of proper legal notice, including written notice to owners
within 200 feet of the subject property, published notice and posted notice in accordance with the
Texas Open Meetings Act of public hearing, a public hearing was held on February 13, 2023 by
the Planning and Zoning Commission (Commission) whereby the Commission recommended to
the Town Council approval zoning change; and
WHEREAS, following provision of proper legal notice, including written notice to owners
within 200 feet of the subject property, published notice and posted notice in accordance with the
Texas Open Meetings Act of public hearing, a public hearing was held on February 27, 2023 by
the Town Council; and
65
Ordinance 964
Page 2 of 9
WHEREAS, the Council believes that the interests of the Town, the present and future
residents and citizens of the Town, and developers of land within the Town, are best served by
adopting this Ordinance; and
WHEREAS, upon the recommendation of the Planning and Zoning Commission and after
a public hearing, the Town Council of the Town of Westlake, Texas, is of the opinion that it is in
the best interests of the Town and its citizens that the rezoning request should be approved and
adopted.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE TEXAS:
SECTION 1: That all matters stated in the preamble are found to be true and correct and
are incorporated herein as if copied in their entirety.
SECTION 2: That Lot 1, C.M. Throop Addition No. 1510 as shown on attached Exhibit
“A” is hereby rezoned from the O, “Office Park” zoning district to PD8, “Planned Development
District Number Eight”, including the approval of a concept plan, subject to the following
conditions:
A. The purpose of the PD8 district is the development of a hotel. Any principal use other than
a hotel is hereby prohibited. Approved accessory uses shall include a fitness center,
conferencing facility, swimming pool, spa, restaurant, general retail sales typical with a
hotel and the sale of alcoholic beverages for on-premises consumption.
B. Development of the site shall be generally consistent with the concept plan, attached as
Exhibit “B”, and the development description, attached as Exhibit “C”.
C. The hotel building shall be generally consistent with the concept building elevations,
attached as Exhibit “D”.
D. A site plan, meeting the requirements for PD site plans in the Code of Ordinances, shall be
submitted for final consideration. No building permit may be issued without an approved
site plan. The site plan shall be considered as an amendment to this ordinance;
E. Prior to the final consideration of the site plan, any required extra-jurisdictional approvals
pertinent to the subject property including, but not limited to, zoning, roadway and utility
access shall be obtained and provided directly from the pertinent entity to the Town.
F. Given the redevelopment of the site, approval and recording of a replat of the subject
property is hereby required prior to the issuance of a building permit;
G. A situs development agreement between the developer and the town shall require approval
prior to the issuance of the building permit.
66
Ordinance 964
Page 3 of 9
H. It is hereby acknowledged that certain waivers to Town ordinances are required in order to
reasonably develop the site as depicted on the concept plan. However, final approval of
any development waivers, including any modifications or additions to the conditions
contained herein, shall be at the discretion of the Town Council upon the recommendation
of the Planning and Zoning Commission as part of the approval of the required site plan.
SECTION 3: This Zoning District shall be subject to all regulations contained in the
Code of Ordinances of the Town of Westlake, Texas, except where amended herein.
SECTION 4: That this Ordinance shall be cumulative of all other Town Ordinances and
all other provisions of other Ordinances adopted by the Town which are inconsistent with the terms
or provisions of this Ordinance are hereby repealed.
SECTION 5: That any person, firm or corporation violating any of the provisions or terms
of this ordinance shall be subject to the same penalty as provided for in the Code of Ordinances of
the Town of Westlake, and upon conviction shall be punishable by a fine not to exceed the sum of
Two Thousand Dollars ($2,000.00) for each offense. Each day that a violation is permitted to exist
shall constitute a separate offense.
SECTION 6: It is hereby declared to be the intention of the Town Council of the Town
of Westlake, Texas, that sections, paragraphs, clauses and phrases of this Ordinance are severable,
and if any phrase, clause, sentence, paragraph or section of this Ordinance shall be declared legally
invalid or unconstitutional by the valid judgment or decree of any court of competent jurisdiction,
such legal invalidity or unconstitutionality shall not affect any of the remaining phrases, clauses,
sentences, paragraphs or sections of this Ordinance since the same would have been enacted by
the Town Council of the Town of Westlake without the incorporation in this Ordinance of any
such legally invalid or unconstitutional, phrase, sentence, paragraph or section.
SECTION 7: This ordinance shall take effect immediately from and after its passage as
the law in such case provides.
PASSED AND APPROVED ON THIS 27th DAY OF FEBRUARY 2023.
_____________________________
ATTEST: Sean Kilbride, Mayor
_________________________
Amy Piukana, Town Secretary
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
67
Ordinance 964
Page 4 of 9
EXHIBITS
EXHIBIT A- Subject property location map
EXHIBIT B- Concept Plan
EXHIBIT C- Development Description
EXHIBIT D- Concept Elevations
68
Ordinance 964
Page 5 of 9
EXHIBIT “A”
Location Map of Subject Property
69
Ordinance 964
Page 6 of 9
EXHIBIT “B”
Concept Plan
70
Ordinance 964
Page 7 of 9
EXHIBIT “C”
Development Description
71
Ordinance 964
Page 8 of 9
EXHIBIT “C”
Development Description (continued)
72
Ordinance 964
Page 9 of 9
EXHIBIT “D”
Concept Elevations
73
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:ORD-967 Agenda Date:3/27/2023 Agenda #:H.2.
TOWN STAFF REPORT RECCOMENDATIONS
Conduct a public hearing and consider adopting Ordinance 967 approving proposed amendments to Ordinance
693, approving the zoning and concept plan for the PD1-3 zoning district (Granada), to construct a guard house
at the main entry gate; and take appropriate action
STAFF: Ron Ruthven, Director of Development and Planning
Executive Summary (Including Applicable Organizational History)
The Granada Homeowner’s Association (HOA)is requesting an amendment to the Granada concept plan in order to allow for the
construction of a guard house at the main entrance into the development on Granada Trail approximately 400 south of the intersection
with Solana Boulevard and Cortes Drive. The guard house would be 304 square feet in size and be staffed with security personnel.
Existing Conditions and Zoning
The Granada development is currently gated with private streets,which are maintained by the HOA.The development is currently
served by three entrances:(1)the main entrance on Granada Trail,(2)an emergency access only entrance on Dove Road,and (3)a
temporary construction entrance on Solana Boulevard.The main gate on Granada Trail currently operates automatically using a
remote-control system.Only 5%of the total residential lots in the Granada development remain vacant and,therefore,the temporary
construction entrance,which was approved administratively,must be closed by the end of 2023 barring further amendment to the
zoning and concept plan.
The Granada development was approved by Ordinance 693 <https://weblink.westlake-tx.org/WebLink/DocView.aspx?
id=5040&dbid=0&repo=WESTLAKE> in 2013. Exhibit 2, of Ordinance 693 includes the approved concept plan for the
development. A guard house was not proposed by the developer of Granada at the time the zoning was approved and was, therefore,
not shown on the concept plan. However, any change to the concept plan requires an amendment to Ordinance 693.
Proposal Details
According to the attached letter provided by the applicant,they are requesting to “allow for the addition of a manned guard house for
the Granada development.The site is approximately 1.5 acres in the median along Granada Trail,north of Solana Blvd.As part of
the Granada Development,there is an existing median located along Granada Trail that we are intending to alter to construct a
guard shack and the associated parking spots.There will be two entry armed gates to allow for emergency bypass as well as a refuse
turn around located before the guard shack.One ADA and one standard parking space will be added to allow the shack to be manned
at all times.”
The guard house will be composed of masonry material and the attached designs have been approved by the Granada Architectural
Control Committee (ACC).Landscaping will be added to the entry area around the guard house per the attached landscape plans.
Granada Trail is private beginning at Solana Boulevard and the proposed guard house and improvements will be located completely
on HOA property and maintained by the HOA.
Summary and Recommendation
The proposed guard house requires an amendment to the Granada concept plan.The guard house design has been approved by the
Granada ACC and has been reviewed by the Town development review committee for compliance with applicable Town ordinances.
Based on these conditions,staff recommends approval of the concept plan amendment as proposed subject to the following
recommendations contained in Ordinance 967:
1.That Article 5,Exhibit 2,Concept Plans is hereby amended to allow for the construction and operation of a
guard house at the main entrance to the development on Granada Trail as shown in Exhibit “A”;
Town of Westlake Printed on 5/2/2023Page 1 of 2
powered by Legistar™74
File #:ORD-967 Agenda Date:3/27/2023 Agenda #:H.2.
2.The guard house design,layout,landscaping and all associated improvements shall be constructed and
installed as a single phase and shall be consistent with Exhibit “A”.Minor adjustments to site conditions and
improvements may be approved by the town manager or their designee on a case-by-case basis;
3.The proposed guardhouse shall comply with the Town’s outdoor lighting requirements;
4.Construction and operation of the guardhouse,and all associated improvements,shall comply with all Town
ordinances and any conditions contained within separate agreements between the Town and the
developer/homeowner’s association and their assigns, except as approved and amended herein.
Council Action/Options
·Approve the proposed Ordinance;
·Approve the Ordinance with conditions/modifications;
·Deny the proposed Ordinance;
·Table the item(s).
Planning and Zoning Recommendation
The Planning and Zoning considered this item on March 21, 2023. Staff will provide an update at the March 27th meeting concerning
the Commission’s vote regarding the item.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $0.00 Funding Source: N/A
Contract:No Forms: N/A
Attachments
1.Location Map
2.Approved Granada Concept Plan
3.Applicant’s Narrative
4.Ordinance 967
5.Ordinance 967 - Exhibit A (containing guard house plans and designs)
Town of Westlake Printed on 5/2/2023Page 2 of 2
powered by Legistar™75
LocaƟon Map
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76
LAND USESUMMARY:
IT..T AREA t&1.28 ACRE5
EXISTING ROW DEDICATION 17.96 ACRES
TOTAL GROSS AREA 92.24 ACRES
REQUIRED OPEN SPACE(20%) x16.84 Acre6( 20%)
Q PROVIDED OPEN SPACE x25.76Acres(28%)
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77
ZONING APPLICATION > SPEC22347
111 Hillside Drive, Lewisville, TX 75057 / 972. 436. 9712 creating experiences through experience
November 29, 2022
Town of Westlake
1500 Solana Blvd
Building 7, Ste 7200
Westlake, TX 76262
RE: GRANADA GUARD HOUSE
MCADAMS JOB NUMBER SPEC22347
MEDIAN OF GRANADA TRAIL NORTH OF SOLOANA BLVD, WESTLAKE TX
Please accept this letter, on behalf of Granada HOA, as an explanation of the proposed application. We are
submitting a Zoning Application requesting an amendment to the planned development to allow for the
addition of a manned guard house for the Granada development. The site is approximately 1.5 acres in the
median along Granada Trail, north of Solana Blvd.
As part of the Granada Development, there is an existing median located along Granada Trail that we are
intending to alter to construct a guard shack and the associated parking spots.
There will be two entry armed gates to allow for emergency bypass as well as a refuse turn around located
before the guard shack. One ADA and one standard parking spaces will be added to allow the shack to be
manned at all times.
Thank you for your consideration of the presented application. We look forward to working with the Town of
Westlake on this project. Please feel free to contact us to discuss any comments or questions you have
during the review of the is request.
Respectfully,
MCADAMS
Lara Hall RLA, ASLA
78
Ordinance 967
Page 1 of 4
TOWN OF WESTLAKE
ORDINANCE NO. 967
AN ORDINANCE OF THE TOWN OF WESTLAKE, TEXAS, AMENDING ORDINANCE
693, AS AMENDED, WHICH APPROVED PLANNED DEVELOPMENT ZONING
DISTRICT 1-3 (PD 1-3), AN APPROXIMATELY 84.04 ACRE TRACT GENERALLY
LOCATED BETWEEN DAVIS BOULEVARD, SOLANA BOULEVARD AND DOVE
ROAD COMMONLY KNOWN AS GRANADA; PROVIDING A PENALTY;
PROVIDING A CUMULATIVE CLAUSE; PROVIDING A SEVERABILITY CLAUSE;
PROVIDING A SAVINGS CLAUSE; AUTHORIZING PUBLICATION; AND
ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, the Town of Westlake, Texas is a general law municipality; and
WHEREAS, Ordinance 693, approved by the Town Council on February 25, 2013,
established Planned Development District 1-3 (PD 1-3), commonly known as Granada, an
approximately 84.04 acre tract generally located between Davis Boulevard, Solana Boulevard and
Dove Road; and
WHEREAS, Ordinance 693 was amended by Ordinance 819, approved by the Town
Council on February 27, 2017; and
WHEREAS, an application was received requesting an amendment to the approved
concept plan contained in Ordinance 693, as amended, to allow for the construction and operation
of guard house at the main entrance to the development; and
WHEREAS, the Town Council of the Town of Westlake finds it necessary for the public
health, safety and welfare that development occur in a controlled and orderly manner; and
WHEREAS, following provision of proper legal notice, including written notice to owners
within the Granada development and within 200 feet of the subject property, published notice and
posted notice in accordance with the Texas Open Meetings Act of public hearing, a public hearing
was held on March 21, 2023 by the Planning and Zoning Commission (Commission) whereby the
Commission recommended to the Town Council approval of the amendments to Ordinance 693
contained herein; and
WHEREAS, following provision of proper legal notice, including written notice to owners
within the PD1-2 zoning district and within 200 feet of the PD1-2 zoning district, published notice
and posted notice in accordance with the Texas Open Meetings Act of public hearing, a public
hearing was held on March 27, 2023 by the Town Council; and
WHEREAS, the Council believes that the interests of the Town, the present and future
residents and citizens of the Town, and developers of land within the Town, are best served by
adopting this Ordinance, which the Council has determined to be consistent with the 2015
79
Ordinance 967
Page 2 of 4
Comprehensive Plan and its Land Use Map, Thoroughfare Plan, and Open Space Plan, all as
amended to date; and
WHEREAS, upon the recommendation of the Planning and Zoning Commission and after
a public hearing, the Town Council of the Town of Westlake, Texas, is of the opinion that it is in
the best interests of the Town and its citizens that these amendments to Ordinance 693 should be
approved and adopted.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS:
SECTION 1: That all matters stated in the preamble are found to be true and correct and
are incorporated herein as if copied in their entirety.
SECTION 2: That the following amendments to Ordinance 693 are hereby authorized:
A. That Article 5, Exhibit 2, Concept Plans is hereby amended to allow for the
construction and operation of a guard house at the main entrance to the development
on Granada Trail as shown in Exhibit “A”;
B. The guard house design, layout, landscaping and all associated improvements shall be
constructed and installed as a single phase and shall be consistent with Exhibit “A”.
Minor adjustments to site conditions and improvements may be approved by the town
manager or their designee on a case-by-case basis;
C. The proposed guardhouse shall comply with the Town’s outdoor lighting requirements;
D. Construction and operation of the guardhouse, and all associated improvements, shall
comply with all Town ordinances and any conditions contained within separate
agreements between the Town and the developer/homeowner’s association and their
assigns, except as approved and amended herein.
SECTION 3: That this Ordinance shall be cumulative of all other Town Ordinances and
all other provisions of other Ordinances adopted by the Town which are inconsistent with the terms
or provisions of this Ordinance are hereby repealed.
SECTION 4: That any person, firm or corporation violating any of the provisions or terms
of this ordinance shall be subject to the same penalty as provided for in the Code of Ordinances of
the Town of Westlake, and upon conviction shall be punishable by a fine not to exceed the sum of
Two Thousand Dollars ($2,000.00) for each offense. Each day that a violation is permitted to exist
shall constitute a separate offense.
SECTION 5: It is hereby declared to be the intention of the Town Council of the Town
of Westlake, Texas, that sections, paragraphs, clauses and phrases of this Ordinance are severable,
and if any phrase, clause, sentence, paragraph or section of this Ordinance shall be declared legally
invalid or unconstitutional by the valid judgment or decree of any court of competent jurisdiction,
80
Ordinance 967
Page 3 of 4
such legal invalidity or unconstitutionality shall not affect any of the remaining phrases, clauses,
sentences, paragraphs or sections of this Ordinance since the same would have been enacted by
the Town Council of the Town of Westlake without the incorporation in this Ordinance of any
such legally invalid or unconstitutional, phrase, sentence, paragraph or section.
SECTION 6: This ordinance shall take effect immediately from and after its passage as
the law in such case provides.
PASSED AND APPROVED ON THIS 27th DAY OF MARCH 2023.
_____________________________
ATTEST: Sean Kilbride, Mayor
_________________________
Amy Piukana, Town Secretary
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
81
Ordinance 967
Page 4 of 4
EXHIBITS
EXHIBIT A- Guardhouse Plans and Exhibits
82
83
84
85
86
Contact: Justin L. Lansdowne, P.E.C0.00
SPEC22347
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111 Hillside Drive
Lewisville, Texas 75057
972. 436. 9712
201 Country View DriveRoanoke, Texas 76262940. 240. 1012
TBPE: 19762 TBPLS: 10194440www.mcadamsco.com
The John R. McAdamsCompany, Inc.
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Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:WA RES 23-08 Agenda Date:3/27/2023 Agenda #:I.1.
SeaACADEMY STAFF REPORT RECCOMENDATIONS
Consider approving WA Resolution 23-08 amending the Proof of Residency Policy for Westlake Academy; and
take appropriate action
STAFF: Sean Wilson, Head of School
BACKGROUND:
The Westlake Academy Leadership Team has reviewed the Westlake Academy Proof of Residency Policy No.
1.01 and recommends the policy be updated to simplify the language and streamline and standardize the
process of establishing Westlake residency for the purpose of enrollment at Westlake Academy.
DISCUSSION:
The proposed updates to the policy more clearly defines the process required to establish residency in the
Primary Boundary of the Town of Westlake. The updates clarify the documents and timeline required for
applicants seeking resident status by purchasing an existing home, leasing a home or through new construction
of a home.
The update also standardizes the deadlines for providing the required documentation, completion dates and
occupant timeline requirements.
FISCAL IMPACT:
N/A
STAFF RECOMMENDATION:
Staff recommends the Board of Trustees approve WA Resolution 23-08, as presented.
BOARD OF TRUSTEES ACTION/OPTIONS:
1)Motion to approve WA Resolution 23-08, as presented.
2)Motion to amend WA Resolution 23-08 with the following stipulations (please state stipulations in
motion)
3)Motion to table
4)Motion to deny
Town of Westlake Printed on 5/2/2023Page 1 of 2
powered by Legistar™101
File #:WA RES 23-08 Agenda Date:3/27/2023 Agenda #:I.1.
Town of Westlake Printed on 5/2/2023Page 2 of 2
powered by Legistar™102
Section 1 - Admissions
Policy No. 1.01:
Date Board Adopted: April 3, 2017
Date Board Amended: March 27, 2023
Effective Date: March 27, 2023
Policy Category: Admissions
Policy Name: Proof of Residency
Policy Goal: Clear and concise communication for students and parents regarding
the criteria to establish residency status for individuals seeking admission to
Westlake Academy.
Policy Description: If, during the enrollment period, Westlake Academy receives
more applications from eligible applicants than there are spaces available in a
class, then admission shall first be offered to eligible applicants residing within the
Academy’s Primary Boundary, which is consistent with the geographic boundaries
of the Town of Westlake. The parent, legal guardian, or other person having lawful
control of an applicant seeking admission as a resident of the Primary Boundary
must provide proof of residency within the boundaries of the Town of Westlake.
Required Documentation to Establish Residency in the Primary Boundary
An applicant’s parent, legal guardian, or other person having lawful control shall
provide one or more of the following documents as proof of residence within the
boundaries of the Town of Westlake:
• Tax receipt from the current year indicating homestead property ownership
• Fully executed building permit signed by the town of Westlake’s Planning
and Development department
• Current lease agreement (subject to additional requirements below); or
• Valid, fully executed real estate earnest money contract to purchase or
build residential structure (subject to additional requirements below).
In addition to one of the documents identified above, the parent, legal guardian, or
other person having lawful control must also provide:
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
103
● a photo identification card that includes the person's photograph,
name, and address that matches the address included on the
document provided from the list above. Acceptable photo
identification cards shall include
○ a current and valid state-issued driver's license; or
○ a state of Texas identification card; or
○ a military or government-issued identification card; or
○ or a consular card.
Westlake Academy will not accept a credit card, debit card, or any club or retail
membership card for proof of residency, even if such card includes a photograph;
and
● Current utility bill for the primary residential structure in the name
of the applicant’s parent, legal guardian or other person having
lawful control
Applicants must provide all updated documents within 30 days from the first day
of school. If all documents have not been provided within the set timeframe,
students will be administratively disenrolled.
Purchase of an Existing Home
Applicants relying upon a contract to purchase an existing home to establish
residency within the Primary Boundary must submit proof of residency within the
Secondary Boundary at the time an enrollment application is submitted.
For a student to start school on the first day of school, an applicant relying upon a
contract to purchase an existing home to establish residency must also provide
additional documentation of a closing date and inhabit the residence within the first
90 days of the school year.
Failure to provide the required Primary Boundary residency documentation may
result in a student’s immediate disenrollment from the Academy.
New Construction
Applicants relying upon a contract to build a home to establish residency within the
Primary Boundary must submit proof of residency within the Secondary Boundary
at the time an enrollment application is submitted.
In addition, an applicant relying upon a contract to build a new residence to
establish residency must also provide documentation of an approved building
104
permit from the Town of Westlake and written notice from the builder confirming
the slab/foundation was poured prior to August 1 st of the school year in which they
are seeking enrollment.
The applicant must also provide documentation from the builder of the estimated
completion date for the new residence, which must occur within two years of the
school year the student seeks to enroll.
In addition to these initial documentation requirements, the applicant will be
required to submit verification, according to a schedule identified by the Town, of
the completion of major construction milestones for the home including, but not
limited to, framing, dry wall, masonry, roofing, plumbing, and electrical work.
Responsibility for providing documentation of the milestones identified by the Town
shall be the homeowner’s sole responsibility. Failure by the homeowner to submit
any or all of the milestone verifications may result in the Academy administratively
disenrolling the student.
Failure to provide the required Primary Boundary residency documentation or may
result in a student’s immediate disenrollment from the Academy.
Lease
An applicant relying on a residential lease to establish residency must provide a
copy of a fully executed lease with a lease-term that extends for the entire time
period the applicant intends to rely upon the lease to document residency. A
residential lease shall be considered acceptable documentation to establish
residency only if the leased premises is the primary residential structure on a
property. Any family/person who executes and submits a lease to document
residency in the Primary Boundary without occupying the leased property for as
long as the applicant’s child attends the Academy, shall subject their child(ren) to
immediate removal from the school and such action may be considered fraudulent
activity, unless documentation of another Primary Boundary residence is provided.
For a single-family residence, only one structure shall be recognized per legal
address. Secondary structures such as garages, garage apartments, cabanas,
pool houses, or cottages that are co -located on the property where the primary
residential structure is located but are not recognized with a separate legal address
are not eligible to establish residency under this policy. Further, a lease shall be
accompanied with a utility bill showing that the utility service for the leased
residential premises is in the name of the person leasing the primary reside ntial
structure.
Primary Boundary Students Enrolled Prior to August 1, 2015 – For families with
students enrolled in the Academy based on Westlake residency status prior to August 1,
2015, any subsequent changes to the residency policy do not apply. If these students
attended Westlake Academy for at least two years prior to moving to an approved
secondary boundary, the students can remain enrolled at the Academy.
105
Nonresident Student in Grandparent’s After-School Care:
A student seeking admission to Westlake Academy, after August 1, 2015, as a
grandchild of a resident in the primary boundary due to a grandparent providing
substantial after- school care for the student shall provide the required proof of
residency based on the grandparent's Westlake residence and will be subject to
the admission policy applicable to all Westlake residents regarding their continued
enrollment. The grandparent must annually provide a notarized affidavit, on a form
provided by Westlake Academy, confirming the extent of after-school care to be
provided by the grandparent. Students applying for admissions based on the
grandparent provision must live in one of the Academy’s secondary boundaries.
The Superintendent shall have authority to approve such admission applications
in accordance with the following criteria: a minimum of ten (10) hours per week of
documented after-school care provided by the grandparent at the grandparent's
Westlake residence.
Required Documentation to Establish Residency in Secondary Boundary
If all eligible applicants from the primary boundary are admitted and the Academy
chooses to admit transfer students from the secondary boundaries, the same types
of documentation identified above shall be used to establish residenc y within the
Academy’s secondary boundary.
Residency Review
A Westlake Academy representative may make periodic visits to a residence to
verify that the student is actually living at the address provided on the enrollment
application or is entitled to enrollment as a resident because of after-school care
provided by a grandparent. A person who presents false information or false
records to obtain admission to Westlake Academy commits a criminal offense and
is subject to prosecution under Texas Penal Code Section 37.10.
Proof of residency shall be waived when a student is homeless as defined by law.
Dates Amended:
08/03/09
12/06/10
08/13/12
06/03/13
11/17/14
06/01/14
4/3/2017
106
WA Res 23-08
Page 1 of 6
WESTLAKE ACADEMY
WA RESOLUTION 23-08
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING AN AMENDMENT TO THE WESTLAKE ACADEMY PROOF OF
RESIDENCY POLICY 1.01
WHEREAS, Westlake Academy’s mission is to support students as they become
compassionate, life-long learners through an internationally-minded, balanced education that
empowers students to contribute to our interconnected world; and
WHEREAS, The proposed resolution supports updating the Proof of Residency Policy;
and
WHEREAS, The updates will simplify the language and standardized the process of
establishing residency for new home construction, purchasing a home and leasing in the Town of
Westlake for enrollment purposes at Westlake Academy; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals herein above are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That, the Board of Trustees Westlake Academy, hereby approves the
Westlake Academy Residency Policy attached to this resolution as Exhibit “A”.
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.
PASSED AND APPROVED ON THIS 27th DAY OF MARCH 2023.
___________________________________
Sean Kilbride, President
107
WA Res 23-08
Page 2 of 6
ATTEST:
________________________________ ___________________________________
Amy M. Piukana, Board Secretary Sean Wilson, Head of School
APPROVED AS TO FORM:
___________________________
Janet S. Bubert, School Attorney
108
WA Res 23-08
Page 3 of 6
Res 23-08
Exhibit “A”
Section 1 - Admissions
Policy No. 1.01:
Date Board Adopted: April 3, 2017
Date Board Amended: March 27, 2023
Effective Date: March 27, 2023
Policy Category: Admissions
Policy Name: Proof of Residency
Policy Goal: Clear and concise communication for students and parents regarding the criteria
to establish residency status for individuals seeking admission to Westlake Academy.
Policy Description: If, during the enrollment period, Westlake Academy receives more
applications from eligible applicants than there are spaces available in a class, then admission
shall first be offered to eligible applicants residing within the Academy’s Primary Boundary,
which is consistent with the geographic boundaries of the Town of Westlake. The parent, legal
guardian, or other person having lawful control of an applicant seeking admission as a resident
of the Primary Boundary must provide proof of residency within the boundaries of the Town
of Westlake.
Required Documentation to Establish Residency in the Primary Boundary
An applicant’s parent, legal guardian, or other person having lawful control shall provide one
or more of the following documents as proof of residence within the boundaries of the Town
of Westlake:
• Tax receipt from the current year indicating homestead property ownership
• Fully executed building permit signed by the town of Westlake’s Planning and
Development department
• Current lease agreement (subject to additional requirements below); or
• Valid, fully executed real estate earnest money contract to purchase or build
residential structure (subject to additional requirements below).
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
109
WA Res 23-08
Page 4 of 6
In addition to one of the documents identified above, the parent, legal guardian, or other
person having lawful control must also provide:
● a photo identification card that includes the person's photograph, name, and
address that matches the address included on the document provided from the
list above. Acceptable photo identification cards shall include
○ a current and valid state-issued driver's license; or
○ a state of Texas identification card; or
○ a military or government-issued identification card; or
○ or a consular card.
Westlake Academy will not accept a credit card, debit card, or any club or retail membership
card for proof of residency, even if such card includes a photograph; and
● Current utility bill for the primary residential structure in the name of the
applicant’s parent, legal guardian or other person having lawful control
Applicants must provide all updated documents within 30 days from the first day of school.
If all documents have not been provided within the set timeframe, students will be
administratively disenrolled.
Purchase of an Existing Home
Applicants relying upon a contract to purchase an existing home to establish residency within
the Primary Boundary must submit proof of residency within the Secondary Boundary at the
time an enrollment application is submitted.
For a student to start school on the first day of school, an applicant relying upon a contract to
purchase an existing home to establish residency must also provide additional documentation
of a closing date and inhabit the residence within the first 90 days of the school year.
Failure to provide the required Primary Boundary residency documentation may result in a
student’s immediate disenrollment from the Academy.
New Construction
Applicants relying upon a contract to build a home to establish residency within the Primary
Boundary must submit proof of residency within the Secondary Boundary at the time an
enrollment application is submitted.
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WA Res 23-08
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In addition, an applicant relying upon a contract to build a new residence to establish residency
must also provide documentation of an approved building permit from the Town of Westlake
and written notice from the builder confirming the slab/foundation was poured prior to August
1st of the school year in which they are seeking enrollment.
The applicant must also provide documentation from the builder of the estimated completion
date for the new residence, which must occur within two years of the school year the student
seeks to enroll.
In addition to these initial documentation requirements, the applicant will be required to
submit verification, according to a schedule identified by the Town, of the completion of
major construction milestones for the home including, but not limited to, framing, dry wall,
masonry, roofing, plumbing, and electrical work. Responsibility for providing documentation
of the milestones identified by the Town shall be the homeowner’s sole responsibility. Failure
by the homeowner to submit any or all of the milestone verifications may result in the
Academy administratively disenrolling the student.
Failure to provide the required Primary Boundary residency documentation or may result in a
student’s immediate disenrollment from the Academy.
Lease
An applicant relying on a residential lease to establish residency must provide a copy of a
fully executed lease with a lease-term that extends for the entire time period the applicant
intends to rely upon the lease to document residency. A residential lease shall be considered
acceptable documentation to establish residency only if the leased premises is the primary
residential structure on a property. Any family/person who executes and submits a lease to
document residency in the Primary Boundary without occupying the leased property for as
long as the applicant’s child attends the Academy, shall subject their child(ren) to immediate
removal from the school and such action may be considered fraudulent activity, unless
documentation of another Primary Boundary residence is provided.
For a single-family residence, only one structure shall be recognized per legal address.
Secondary structures such as garages, garage apartments, cabanas, pool houses, or cottages
that are co-located on the property where the primary residential structure is located but are
not recognized with a separate legal address are not eligible to establish residency under this
policy. Further, a lease shall be accompanied with a utility bill showing that the utility service
for the leased residential premises is in the name of the person leasing the primary residential
structure.
Primary Boundary Students Enrolled Prior to August 1, 2015 – For families with students
enrolled in the Academy based on Westlake residency status prior to August 1, 2015, any
subsequent changes to the residency policy do not apply. If these students attended Westlake
Academy for at least two years prior to moving to an approved secondary boundary, the
students can remain enrolled at the Academy.
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WA Res 23-08
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Nonresident Student in Grandparent’s After-School Care:
A student seeking admission to Westlake Academy, after August 1, 2015, as a grandchild of
a resident in the primary boundary due to a grandparent providing substantial after- school
care for the student shall provide the required proof of residency based on the grandparent's
Westlake residence and will be subject to the admission policy applicable to all Westlake
residents regarding their continued enrollment. The grandparent must annually provide a
notarized affidavit, on a form provided by Westlake Academy, confirming the extent of after-
school care to be provided by the grandparent. Students applying for admissions based on the
grandparent provision must live in one of the Academy’s secondary boundaries.
The Superintendent shall have authority to approve such admission applications in accordance
with the following criteria: a minimum of ten (10) hours per week of documented after-school
care provided by the grandparent at the grandparent's Westlake residence.
Required Documentation to Establish Residency in Secondary Boundary
If all eligible applicants from the primary boundary are admitted and the Academy chooses to
admit transfer students from the secondary boundaries, the same types of documentation
identified above shall be used to establish residency within the Academy’s secondary
boundary.
Residency Review
A Westlake Academy representative may make periodic visits to a residence to verify that the
student is actually living at the address provided on the enrollment application or is entitled
to enrollment as a resident because of after-school care provided by a grandparent. A person
who presents false information or false records to obtain admission to Westlake Academy
commits a criminal offense and is subject to prosecution under Texas Penal Code Section
37.10.
Proof of residency shall be waived when a student is homeless as defined by law.
Dates Amended:
08/03/09
12/06/10
08/13/12
06/03/13
11/17/14
06/01/14
4/3/2017
112
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:WA RES 23-09 Agenda Date:3/27/2023 Agenda #:I.2.
ACADEMY STAFF REPORT RECCOMENDATIONS
Consider approving WA Resolution 23-09 amending the Admission Policy 1.02 at Westlake Academy; and take
appropriate action
STAFF: Sean Wilson, Head of School
BACKGROUND:
The Westlake Academy Leadership Team has reviewed the Westlake Academy Admissions Policy 1.02 and
recommends the policy be updated to simplify the language and clarify the order of offers of enrollment for
Westlake Academy applicants.
DISCUSSION:
The proposed Resolution more clearly defines the categories of student applicants and defines the order that
open spaces will be offered for enrollment.
FISCAL IMPACT:
N/A
STAFF RECOMMENDATION:
Staff recommends approval of WA Resolution 23-09, as presented.
BOARD OF TRUSTEES ACTION/OPTIONS:
1)Motion to approve WA Resolution 23-09, as presented.
2)Motion to amend WA Resolution 23-09, with the following stipulations (please state stipulations in
motion)
3)Motion to table
4)Motion to deny
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WA Res 23-09
Page 1 of 5
WESTLAKE ACADEMY
WA RESOLUTION 23-09
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING AN AMENDMENT TO THE WESTLAKE ACADEMY ADMISSION
POLICY TO SIMPLIFY THE LANGUAGE AND CLARIFY THE ORDER OF OFFERS
OF ENROLLMENT
WHEREAS, Westlake Academy’s mission is to support students as they become
compassionate, life-long learners through an internationally-minded, balanced education that
empowers students to contribute to our interconnected world; and
WHEREAS, The proposed resolution supports updating the Admissions Policy; and
WHEREAS, The updates will simplify the language and clarify the order of enrollment
offers; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals herein above are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That, the Board of Trustees Westlake Academy, hereby approves the
Westlake Academy Admissions Policy attached to this resolution as Exhibit “A”.
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 Resolut ion without the invalid
provision.
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 27th DAY OF MARCH 2023.
___________________________________
Sean Kilbride, President
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WA Res 23-09
Page 2 of 5
ATTEST:
________________________________ ___________________________________
Amy M. Piukana, Board Secretary Sean Wilson, Head of School
APPROVED AS TO FORM:
___________________________
Janet S. Bubert, School Attorney
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WA Res 23-09
Page 3 of 5
Res 22-23
Exhibit “A”
Policy No. 1.02:
Date Board Adopted: May 4, 2009
Date Board Amended: March 27, 2023
Effective Date: March 27, 2023
Policy Category: Admissions
Policy Name: Westlake Academy Admissions Policy
Policy Goal: Communication/Transparency of student and parent requirements for
admission into Westlake Academy; Engagement of stakeholders and fiscal
stewardship.
Policy Description:
Lottery applications for enrollment for the following academic year are accepted from
prospective students from December 1st through January 31st.
Currently enrolled students receive a Notice of Intent to Return form in January of
each school year. This form asks students to state whether they intend to return to
Westlake Academy the following school year and to identify any siblings who wish to
attend Westlake Academy the following year. This form must be returne d within 30
days of distribution. Students who do not return the Notice of Intent to Return form by
the deadline, are not guaranteed enrollment for the following school year.
Re-enrollment
Currently enrolled students, admitted after August 1, 2015, who e xpress a desire to
return and who continue to reside within an approved geographical boundary are
automatically enrolled for the following school year upon timely receipt of the Intent to
Return form, subject to meeting one of the following conditions:
● a currently enrolled student who originally obtained admission to the Academy
based on the student’s residency in the primary geographic boundary; or
● a currently enrolled student who obtained admission as the child of a full -time
Town of Westlake employee retains the right to re-enrollment only if the
student’s parent continues to be employed by the Town of Westlake on a full -
time basis; or
● a currently enrolled student who gained admission through the lottery through
or through the sibling waitlist.
Vacancies in each grade level are then determined.
116
WA Res 23-09
Page 4 of 5
New Primary Boundary Student Applicants
Primary boundary students are defined as children of Town of Westlake residents. If
the number of eligible Primary Boundary applicants does not exceed the number of
vacancies, then all eligible applicants who timely applied will be offered admission. If
there are more Primary Boundary applicants than spaces available, a Westlake
resident lottery will be held to establish the order that enrollment will be offered to
Primary Boundary residents.
New Secondary Boundary Student Applicants
Secondary Boundary students, also defined as transfer students, live in one of our
approved school districts as defined in our Charter. Once all Primary Boundary
students have been considered, Secondary Boundary students will be considered for
enrollment.
If the number of eligible Secondary Boundary applications exceeds the number of
vacancies, the admission of Secondary Boundary applicants shall be determined by
lottery.
The following applicants are exempt from the lottery and are given priority in
admission, so long as the total number of these students constitutes only a small
percentage of the total school enrollment.
Exempt applicants:
● Children of the Founders of Westlake Academy
● Children of Town of Westlake full-time employees
● Siblings of admitted and returning students
Secondary Boundary applicants are randomly drawn through an annual lottery to
create a waitlist for each grade level. As vacancies arise, the ind ividual on the waitlist
with the lowest number drawn will be offered admission.
Order of Offer of Enrollment for New Applicants
Grade-level vacancies are filled in the following order:
1) Children of Town of Westlake residents
2) Children of Founders of Westlake Academy
3) Children of Town of Westlake full-time employees
4) Siblings of admitted and returning students
5) Secondary Boundary students from the lottery waitlist
117
WA Res 23-09
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Upon an offer of enrollment, students must provide records demonstrating they have
met standards for entry into the grade for which they have applied. Should there be a
discrepancy in the application grade level of the student and his/her educational
records or performance level, the student is subject to administrative disenrollment.
Westlake Academy Charter School does not discriminate in admissions based on
gender, national origin, ethnicity, religion, disability, academic, artistic, or athletic
ability or the district the child would otherwise attend.
Westlake Academy will not enroll any student with documented histories of a criminal
offense, juvenile court adjudication, or discipline problems under Texas Education
Code Chapter 37, Subchapter A. The Academy further reserves the right to remove a
student per the Discipline Policy/Code of Conduct should it become known that a
student has a history of criminal offense, juvenile court adjudication or discipline
problems which was not disclosed upon application to the school.
Date Amended:
08/03/09
01/10/11
08/15/11
09/12/11
08/13/12
06/03/13
06/02/14
118
Exhibit A
Policy No. 1.02:
Date Board Adopted: May 4, 2009
Date Board Amended: March 27, 2023
Effective Date: March 27, 2023
Policy Category: Admissions
Policy Name: Westlake Academy Admissions Policy
Policy Goal: Communication/Transparency of student and parent requirements for
admission into Westlake Academy; Engagement of stakeholders and fiscal
stewardship.
Policy Description:
Lottery applications for enrollment for the following academic year are accepted from
prospective students from December 1st through January 31st.
Currently enrolled students receive a Notice of Intent to Return form in January of
each school year. This form asks students to state whether they intend to return to
Westlake Academy the following school year and to identify a ny siblings who wish to
attend Westlake Academy the following year. This form must be returned within 30
days of distribution. Students who do not return the Notice of Intent to Return form by
the deadline, are not guaranteed enrollment for the following s chool year.
Re-enrollment
Currently enrolled students, admitted after August 1, 2015, who express a desire to
return and who continue to reside within an approved geographical boundary are
automatically enrolled for the following school year upon timely receipt of the Intent to
Return form, subject to meeting one of the following conditions:
● a currently enrolled student who originally obtained admission to the Academy
based on the student’s residency in the primary geographic boundary; or
● a currently enrolled student who obtained admission as the child of a full-time
Town of Westlake employee retains the right to re-enrollment only if the
student’s parent continues to be employed by the Town of Westlake on a full -
time basis; or
● a currently enrolled student who gained admission through the lottery through
or through the sibling waitlist.
119
Vacancies in each grade level are then determined.
New Primary Boundary Student Applicants
Primary boundary students are defined as children of Town of Westlake residents. If
the number of eligible Primary Boundary applicants does not exceed the number of
vacancies, then all eligible applicants who timely applied will be offered admission. If
there are more Primary Boundary applicants than spaces available, a Westlake
resident lottery will be held to establish the order that enrollment will be offered to
Primary Boundary residents.
New Secondary Boundary Student Applicants
Secondary Boundary students, also defined as transfer students, live in one of our
approved school districts as defined in our Charter. Once all Primary Boundary
students have been considered, Secondary Boundary students will be considered for
enrollment.
If the number of eligible Secondary Boundary applications exceeds the number of
vacancies, the admission of Secondary Boundary applicants shall be determined by
lottery.
The following applicants are exempt from the lottery and are given priority in
admission, so long as the total number of these students constitutes only a small
percentage of the total school enrollment.
Exempt applicants:
● Children of the Founders of Westlake Academy
● Children of Town of Westlake full-time employees
● Siblings of admitted and returning students
Secondary Boundary applicants are randomly drawn through an annual lottery to
create a waitlist for each grade level. As vacancies arise, the individual on the waitlist
with the lowest number drawn will be offered admission.
Order of Offer of Enrollment for New Applicants
Grade-level vacancies are filled in the following order:
1) Children of Town of Westlake residents
2) Children of Founders of Westlake Academy
3) Children of Town of Westlake full-time employees
120
4) Siblings of admitted and returning students
5) Secondary Boundary students from the lottery waitlist
Upon an offer of enrollment, students must provide records demonstrating they have
met standards for entry into the grade for which they have applied. Should there be a
discrepancy in the application grade level of the student and his/her educational
records or performance level, the student is subject to administrative disenrollment.
Westlake Academy Charter School does not discriminate in admissions based on
gender, national origin, ethnicity, religion, disability, academic, artistic, or athletic
ability or the district the child would otherwise attend.
Westlake Academy will not enroll any student with documented histories of a criminal
offense, juvenile court adjudication, or discipline problems under Texas Education
Code Chapter 37, Subchapter A. The Academy further reserves the right to remove a
student per the Discipline Policy/Code of Conduct should it become known that a
student has a history of criminal offense, juvenile court adjudication or discipline
problems which was not disclosed upon application to the school.
Date Amended:
08/03/09
01/10/11
08/15/11
09/12/11
08/13/12
06/03/13
06/02/14
121
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:RES 23-21 Agenda Date:3/27/2023 Agenda #:I.3.
TOWN STAFF REPORT RECCOMENDATIONS
Consider approving Resolution 23-21 authorizing the Mayor to amend the agreement between the Town of
Westlake and Steele & Freeman for the guaranteed maximum price (GMP) of $1,087,968.00 to $1,236,844.00
to make improvements to the downstairs public restrooms in the Gym building and authorize town staff to
make funding changes not to exceed $25,000.00 on this project; and take appropriate action
STAFF: Troy Meyer, Assistant Town Manager
BACKGROUND:
Town staff is working with Dr.Wilson and his team on starting the demo of the lockers the second weekend
in May and starting the other areas on May 30th with an August completion.
The WAAC grant only covers updating the locker room and up stair public restroom finishes.If the council
wishes to update the finish in the downstairs public restroom which includes the flooring,walls,toilet
partitions,toilet accessories,and plumbing to match the upstairs public restroom,the total cost is
$148,876.00 for the project.
This alternative could be funded by the Westlake Academy Capital fund which has a current balance of
$3.7M.
An estimated timeline and completion phases of the project is provided for reference below:
Timeline
·February 2022 - Present conceptual drawings and first round of price estimates to donor
·March - Present conceptual drawings to the Town Council for consideration
·April 25, 2022 - Town Council to accept the grant commitment from the Athletic Club (WAAC).
·April 25,2022 -Town staff will recommend approval of the architect,Bennet Partners,
programing agreement to remodel the WA gym and fieldhouse with acceptance of the granted from
the WAAC.
·June 21-Town Council approved the Town manager to enter negotiations with Glen Partners for
architectural services
·June and September- Staff met with the program team to review and confirm scope of project.
·September 15 -Second round of cost estimates presented to the program team and council
approval to move forward with the project.
·January 16th -Steele &Freeman held a pre bid meeting on the Westlake Academy campus for
Town of Westlake Printed on 5/2/2023Page 1 of 2
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File #:RES 23-21 Agenda Date:3/27/2023 Agenda #:I.3.
the gym remodeling project will post public bid notices.
·February 9th -Program team review bids and Steele &Freemen presented the second round of
cost estimates for the gym remodeling project to the program team. The estimate is $1,087,968.00.
·February 9th -Program team reviewed bids and Steele &Freemen presented the second round
of cost estimates for the gym remodeling project to the program team.The estimate is
$1,087,968.00.
·February 15 -the Town council accepted the WAAC grant for Phase 2 of the gym remodeling
architect services which will include the design development,construction documentation and
bidding.The estimated cost is $1,000,000.Glenn Partners fees are at 7.5%-$75,000.00.The Town
has received the WAAC grant for $75,000.00
·February 27th - Town Council accepted grant funds from the WAAC
·March 8th - Town received the WAAC Grant for $1,087,968.00
STAFF RECOMMENDATION:
Staff recommends approving Resolution 23-21, as presented.
TOWN COUNCIL ACTION/OPTIONS:
1)Motion to approve Resolution 23-21, as presented.
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Resolution 23-21
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 23-21
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS,
AUTHORIZING THE MAYOR TO ENTER INTO AN AGREEMENT WITH STEELE &
FREEMAN FOR CONSTRUCTION MANAGER AT-RISK SERVICES FOR THE
REMODELING OF THE FIRST FLOOR OF THE GYM BUILDING; ESTABLISHING A
GUARANTEED MAXIMUM PRICE (GMP) AT $1,087,968.00 AND AUTHORIZE TOWN
STAFF TO MAKE FUNDING CHANGES NOT TO EXCEED $25,000.00 ON THIS
PROJECT.
WHEREAS, the Town of Westlake owns and operates the Westlake Academy and
provides facilities for Town and Academy use; and,
WHEREAS, construction manager at risk will amend the original guaranteed maximum
price (GMP) to effectively provide the town with funds to install the critical infrastructure for the
gym remodeling project; and,
WHEREAS, the program committee for the gym remodeling project has agreed that Steele
& Freeman will provide Construction Manager-at-Risk service; and,
WHEREAS, the WAAC will transfer the grant to the Town in order to fund 100% of the
costs before the project will start; 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: 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 3: That the Town of Westlake Town Council does hereby authorizing the
Mayor to enter into an agreement with Steele & Freeman for construction manager at-risk services
for the remodeling of the first floor of the gym building; establishing a guaranteed maximum price
(GMP) at $1,087,968.00 attached hereto as Exhibit "A", and authorize town staff to make funding
changes not to exceed $25,000.00 on this project.
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Resolution 23-21
Page 2 of 2
the Mayor enter negotiations with Steele & Freeman for construction manager at-risk services and
the approval of; authorizing issuance of a notice to proceed with Steele & Freeman, Inc. for
construction manager at-risk services establishing a guaranteed maximum price (GMP) for
remodeling of the gym facilities located at 2600 Ottinger Road. and authorize town staff to make
funding changes not to exceed $25,000.00 on this project.
SECTION 4: That this resolution shall become effective from and after its date of passage.
PASSED AND APPROVED ON THIS 15TH DAY OF FEBURARY 2023.
ATTEST:
_________________________
Sean Kilbride, Mayor
____________________________
Amy M. Piukana, Town Secretary
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
125
Gym Remodeling Project
Update
Town Council March 27, 2023
1
126
Current Downstair Restrooms
2
127
Updated View
3
128
Project Scope
4
Project start in May 2023 and completed August 2023
First floor locker rooms
Public Restrooms
Repainting gym floor
Replace Score board & bleachers
High density Storage
Sound system & acoustical panels
Volleyball courts
129
Funding Sources
WAAC Grant $1,087,968 received on March 8, 2023
Alternate No. 1
Remodel downstairs public restrooms - $148,876
flooring, walls, toilet partitions, toilet accessories and
plumbing
WA Capital fund- Current balance $3.7M
5
130
Direction
Approve or deny Resolution 23-21 remodeling
the downstair public restrooms
6
131
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:23-99 Agenda Date:3/27/2023 Agenda #:J.1.
TOWN STAFF REPORT RECCOMENDATIONS
The Town Council will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551 for the following:
(a) 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. (FM 1938
access for proposed Southlake Development)
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