HomeMy WebLinkAbout11-14-22 TC BOT Agenda Packet.pdfTC/BOT Agenda – 11/14/2022
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TOWN OF WESTLAKE TOWN COUNCIL/WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING AGENDA
1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBER
WESTLAKE, TX 76262
November 14, 2022 4:00 P.M. CLOSED SESSION
5:00 P.M. WORK SESSION
6:00 P.M. REGULAR MEETING
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. The open portion of the meeting will begin at 5:00 p.m. for Work Session and 6:00 p.m.
for Regular Session on November 14, 2022. In an effort of transparency, this meeting will be
viewable to the public via Live Stream and 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.
CLOSED EXECUTIVE SESSION (4:00 P.M.)
1. Call to order and announce closed session item(s).
2. The Town Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public
officer or employee:
- Town Manager
- Town Secretary
b. Section 551.072: Deliberation Regarding the Purchase, Sale, or Lease of Real
Property.
- Town Hall Lease
c. Section 551.089: Deliberation Regarding Security Devices, or Security Audits
- Information Technology
d. Section 551.071(2): Consultation with Attorney – to seek advice of counsel on
matters in which the duty of the Town Attorney under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with
Chapter 551 of the Texas Government Code:
- BRS Litigation
- Westlake Public Art
WORK SESSION – (5:00 P.M.)
3. Discussion regarding Candidate Forums
4. Discussion regarding a Finance Committee
5. Discussion regarding a School Security Audit Committee
6. Discussion regarding Information Technology Servers and Storage Replacement
Needs
TC/BOT Agenda – 11/14/2022
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7. Discussion regarding furniture updates for Westlake Academy
REGULAR MEETING – Call to Order (6:00 P.M.)
8. PLEDGE OF ALLEGIANCE
9. CITIZEN/PARENT COMMENTS: This is an opportunity for citizens/parents to address the
Town Council or Board of Trustees on any matter, whether it is posted on the agenda. Speaker
request form(s) are now available online, click here, and will be accepted by the Town
Secretary from the time the agenda is posted until prior to the start of the meeting. Individuals
will not be recognized to speak during the meeting unless the citizen comments form has been
submitted for each item of interest. There is a three (3) minute time limit for each citizen to
speak with a reasonable limitation on speakers on one topic or item with a maximum of fifteen
total minutes on the same topic item. Anyone wishing to speak shall be courteous and cordial.
No disparaging remarks directed at any member of the Town Council/Board of Trustee or
Town/School Administration will be allowed. The Town Council and Board of Trustees cannot
by law act or deliberate on any item not currently 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.
10. 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.
11. CONSENT AGENDA: All items listed below are considered routine by the Town Council and/or
Board of Trustees and will be enacted with one motion. There will be no separate discussion
of items unless a Council/Board Member or citizen so requests, in which event the item will be
removed from the general order of business and considered in its normal sequence.
a. Consider approval of the Joint Town Council/Board of Trustees
meeting minutes from the following meeting(s); and take appropriate
action.
• October 25, 2022, Regular Meeting
b. Consider approval of Resolution 22-68 approving a waterline bid; and
take appropriate action.
c. Consider approval of Resolution 22-69 authorizing the Acting Town
Manager to purchase replacement server and storage through a DIR
or TIPS approved Vendor in an amount not to exceed $180,000; and
take appropriate action.
12. REPORTS: Reports are prepared for informational purposes and will be accepted as
presented. (There will be no presentations associated with the report items.) There will be no separate
discussion unless a Town Council Member requests that report be removed and considered
separately
• 4th Quarter Financial Investment Report
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Westlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, November 14, 2022
TOPIC: Discussion regarding Candidate Forums
STAFF CONTACT: Jarrod Greenwood, Acting Town Manager
Amy M. Piukana, Town Secretary
Strategic Alignment
Vision, Value, Mission Perspective Strategic Theme & Results Outcome
Objective
Informed & Engaged
Citizens / Sense of
Community
Municipal &
Academic Operations
High Quality Planning, Design &
Development - We are a desirable
well planned, high-quality
community that is distinguished by
exemplary design standards.
Encourage Westlake's
Unique Sense of Place
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: October 1, 2022 Completion Date: November 14, 2022
Funding Amount: 0.00 Status - Not Funded Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
This item has been placed on the Work Session agenda by request of Council Member White. The
current policy of the Town is referenced through Resolution 19-19, which includes facility use.
Local government elections can raise issues for local government officials and employees.
Taxpayers may justifiably oppose any use of public resources to promote candidates or issues.
State statutes for cities and counties address employee political activity, along with a broader
statute that applies to city, counties, and schools, which prohibits the use of public funds to
influence an election.
The following policies are in effect:
Section 4, Political Activity Campaigning, Endorsements & Logos - states that Town owned,
and lease facilities are not available for use as a campaign location or for other political activity.
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Any use of a Town owned, or leased facility does not constitute, nor should it be construed as
supporting the discussions or views of the participants of any given meeting. Residents should
refrain from publishing or advertising any material that states or implies an endorsement. Use of
any Town or Westlake Academy logo is prohibited unless the applicant is an officially recognized
affiliate.
Section 5, Audio/Visual Technology – states audio/visual technology is not available in Town
rental spaces, but exceptions may be granted for those requesting long term rental on the Academy
campus. Any staff support will acquire additional fees.
This item is listed for discussion only and no official action will be taken.
ATTACHMENT(S):
• Resolution 19-19
TOWN OF WESTLAKE
RESOLUTION NO. 19-19
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, REPEALING RESOLUTION 17-39 AND ADOPTING THE UPDATED
FACILITY USE GUIDELINES AND POLICIES TO INCLUDE NEW PROCEDURES
AND RENTAL SPACES.
WHEREAS, the Town of Westlake wishes to maintain all Town owned and leased
facilities in exemplary condition; and,
WHEREAS, the Town wishes to offer the citizens of the Town of Westlake additional,
convenient and attractive, rental meeting space at the Fire-EMS Station No. 1; and,
WHEREAS, the Town recognizes the need to adopt standard rental rules and
regulations to ensure the accessibility to, and the responsibility of the renters;
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 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 2: That the Town of Westlake Town Council does hereby approve the
proposed policy, attached as Exhibit "A", governing the Town of Westlake Facility Use
Guidelines and Policies.
Resolution 19-19
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SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 26TH DAY OF AUGUST 2019.
ATTEST:Z&&X,X
Laura L. Wheat, Mayor
F(tcm` '' APPROVED AS TO FORM:
Kelly Edv! ds, Town Secretary
OF wFS, L. Stanton Lowry, Town Attorney
r'
X AS
Resolution 19-19
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Town of Westlake Facility Use
T H E T O W N O E Guidelines and Policies
WESTLAKE
DISTINCTIVE BY DESIGN
General Policy Requirements:
1. Compliance - Individuals and organizations utilizing the facility are required to
abide by all applicable Town ordinances, state laws and reservation policies. If a
group fails to comply with the requirements of the policy, forfeiture of the
facility deposit may occur and future use of Any facility may be denied.
2. Primary Purpose of Meeting Space - The meeting rooms and available space at
any municipal location serve the primary purpose of holding meetings and
discussions for the Town Council, Board of Trustees, Planning and Zoning
Committee, affiliate groups of the Town Council, school classrooms, public
administration, etc. In the event a resident has reserved space, every effort will
be made to avoid a conflict. However, in certain circumstances, unforeseen use
of a space may be required for municipal or school business and a reservation
may be cancelled. Staff will notify the resident as soon as possible and offer
additional availability according to the meeting calendar.
3. Outside Fees - The municipality shall not be responsible for any outside fees
incurred by the resident should a rental reservation be cancelled.
4. Political Activity Campaigning, Endorsements & Logos - Town owned and
leased facilities are not available for use as a campaign location or for other
political activity.
Any use of a Town owned, or leased facility does not constitute, nor should it be
construed as supporting the discussions or views of the participants of any given
meeting. Residents should refrain from publishing or advertising any material
that states or implies an endorsement.
Use of any Town or Westlake Academy logo is prohibited unless the applicant is
an officially recognized affiliate.
5. Audio/Visual Technology - is generally not available in Town rental space(s).
An exception may be granted for those requesting a long-term rental on the
Academy campus. Should staff be necessary to support audio/visual needs for
long term commitments, additional fees may apply.
Resolution 19-19
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6. Non-public Areas of Buildings/Facilities - In the event a resident utilizes a
portion of Town owned or leased facilities, access is limited to the space available
and notated in the agreement. Non-public spaces such as offices, kitchens,
storage closets, classrooms, etc., will not be available for use by the resident.
7. Sales and Fundraising - are prohibited on Town owned/leased property unless
the event is Town sponsored or conducted by a Town or Academy affiliate
group. This includes for-profit groups/businesses or advertisement of goods or
services.
8. Damages and Cleaning - Individuals and organizations using any of the
available rooms/facilities are responsible for the costs associated with repairing
the building or replacing items that are damaged during the rental period.
Failure to remit the required repair/replacement fees for the damages will result
in the loss of future reservation privileges and any deposit.
9. Cleaning-The resident is responsible for cleaning the facility at the conclusion of
the rental. The reservation must include the necessary time for these activities.
10. Insurance Requirements - Insurance shall be required per the conditions of our
lease agreement with the facility owner. Please refer to the Insurance Requirements
section belozv for more information.
11. Liability - When using any Town owned or leased space, the user agrees to hold
harmless the Town and its employees/representatives from and against any
claims for damages to persons or property arising out of any use of the facility
and its premises by the user. Users are responsible for their guests' adherence to
the policies herein described.
12. Losses - In addition, the Town shall not be responsible for damage or loss of
property or materials during a rental period. This includes items left in common
spaces of any facility.
Facility Availability
1. The Performance Hall, Cafeteria area, Multi-Purpose Hall (MPH), Gym and
Sports Fields of the Westlake Academy/Civic Campus is available for use
Monday through Friday between 5:00 p.m. and 10:00 p.m. and Saturday and
Sunday between the hours of 6:00 a.m. and 10:00 p.m. after which an additional,
extended hours fee of $15.00 per hour will apply. NOTE: The Sports Fields may
be used during daylight hours only.
Resolution 19-19
Page 4 of 10
2. The Council Chambers/Courtroom is available for use Tuesday thru Thursday
from 8:00 am to 10:00 pm based on availability. Any resident requesting this
space should contact the Director of Public Works and Facilities (hereinafter
known as Director) or his/her designee to determine if availability exists.
3. The Westlake Fire Department Administration Training Room and Mall are
available for use Monday's and Tuesday's from 9:00 a.m. to 3:00 p.m. only, based
on availability. Any resident requesting this space should contact the Director or
his/her designee to determine if availability exists. Additional guidelines for this
location include the following:
a. Maximum number of participants is 25
b. Outside tables and chairs may not be brought in to the facility
c. This space may only be rented nine times in one calendar year (Jan -Dec)
by the same organization.
d. May only be used for formal business meeting purposes (meetings that
include activities such as games, arts & crafts, food preparation, etc. are
not allowed)
4. Availability is determined upon submission of an application and deposit, which
may be obtained on the Towri s website, Facility Use Application at and remitted
to the Town Hall offices at 1500 Solana Boulevard, Building 7, Suite 7200,
Westlake, TX 76262 or via email at dMcfarlane«westlake-tx.or.
Application Process
1. A Facility Use Application must be filled out and submitted at least 14 days prior
to the requested reservation date. Application forms are available in the lobby of
Town Hall or may be obtained on the Towri s website, Facility Use Application.
2. No verbal or tentative agreements will be accepted.
3. The applicant must be a resident of the Town of Westlake or a Town or School
affiliate, must remain on-site for the duration of the rental period, and is
responsible for the adherence to the guidelines and policies of the Town for all
individuals during the use of the facility.
4. The Facilities and Recreation Department reserves the right to terminate a
reservation during the activity if the conditions so warrant (i.e., severe weather,
etc.).
Resolution 19-19
Page 5 of 10
Deposits*
1. To be assessed according to the request and duration of reservation:
a. $500 - one day rental of Cafeteria, MPH, Gym, Performance Hall or Sport
Fields
b. $2000 - extended commitment rental for Cafeteria or Performance Hall
c. $1000 - one day rental of the Town Council Chambers/Courtroom or Fire
Department Administration Training Room and Mall
2. The deposit is refundable under the following conditions:
a. Provided that no damage has occurred to the facility or fixtures (reviewed
by the applicant and Town representative at the conclusion of the use
period).
b. Renter must have followed all facility use guidelines and policies and
Town ordinances during the event.
3. The deposit will be returned within 14 days from the rental date and will be
mailed to the applicant.
Reservation Time and Rental Fees'
1. Facilities may be reserved for a minimum of three (3) hours and a maximum of
six (6) hours.
2. The reservation period will include the time necessary to set up and clean the
facility - no additional time will be allocated for these activities.
3. Fees to be assessed according to the request and duration of reservation:
a. $350 - Three-hour rental of Cafeteria or Gym
b. $100 - Each additional hour rental of Cafeteria or Gym
c. $475 -Three-hour rental of Performance Hall or MPH
d. $150 -Each additional hour rental of Performance Hall or MPH
e. $150 - Three-hour rental of Sports Field
f. $ 50 - Each additional hour rental Sports Field
g. $100 - per hour for the Town Council Chambers/Courtroom
h. $ 50 - per hour for the Fire Department Administration Training Room
and Mall
Town and School affiliate groups will not be charged deposits or rental fees
Resolution 19-19
Page 6 of 10
Reservation Requirements, Availability, and Limitations
1. The Town does not provide eating utensils, tablecloths, office supplies, electronic
equipment or any other type of products during the reservation period. The
individual or organization reserving the facility must provide these types of
items.
2. The room occupancy rate will be posted and explained to the applicant during
the rental process. In accordance with fire codes, the occupancy rate may not
exceed the maximum allowable number of individuals at any time during the
rental period.
3. The Town and/or Westlake Academy reserves the right to alter the schedule or
limit the use of the facility due to any Town or School related events or
conditions which pose a conflict with the requested rental period.
Facility Access
1. The rental agreement will include provisions for a Town of Westlake
representative to be present during the use of the facility when necessary. The
representative will provide building access and work with the applicant to
ensure the facility is secured and cleaned at the conclusion of the rental.
2. In the event of an unforeseeable emergency, and the representative is detained or
not available, the applicant may contact the Facilities and Recreation Assistant at
817) 490- 5768 or the Director at (817) 829-6974 to gain access to the building.
3. All lights must be turned off and facility doors must be secured at the conclusion
of the reservation.
4. Please do not attempt to force open the doors or break a window to enter the
facilities.
Cancellations
1. In order to receive a full refund of all fees and deposits, the reservation must be
cancelled at least 14 days prior to the reservation date. If cancellation occurs
after the 14-day period, the Department reserves the right to assess a $100
administrative fee to cover staffing costs.
2. No refunds of the rental fees will be given for notices within two days of the
reservation date or for a cancellation notice after the rental date.
Resolution 19-19
Page 7 of 10
Damages
1. Individuals and organizations reserving the facility are responsible for the costs
associated with repairing the building or replacing items that are damaged
during the rental period.
2. Failure to remit the required repair/replacement fees for the damages will result
in the loss of future reservation privileges and any deposit.
Chaperones
1. The resident who submits the reservation application must remain on premises
at all times during the use of the facility. Failure to remain on site may result in
the loss of future reservation privileges and the deposit.
2. Reservations for a youth event require a minimum of two adult chaperones for
1 - 30 youth participants. One adult chaperone must be provided for each
additional 15 participants. Youths are defined as anyone less than 21 years of
age.
3. The Town reserves the right to require the presence of a police officer during
these types of events. The personnel cost for the off-duty assignment will be the
responsibility of the applicant.
Cleaning
1. The resident and/or organization is responsible for cleaning the facility at the
conclusion of the rental. The reservation must include the necessary time for
these activities.
2. The Town representative will provide access to the cleaning supplies and
equipment for the resident or organization.
3. All furniture must be returned to the original configuration prior to vacating the
premises.
4. All trash must be bagged and removed from the facility at the conclusion of the
rental period. Outside trash receptacles (dumpster storage containers) are
provided behind the Cafeteria area at the school and directions will be provided
with rental of all other spaces.
Resolution 19-19
Page 8 of 10
5. A checklist will be provided to the applicant and reviewed with the Town
representative to ensure all necessary tasks have been completed to clean and
prepare the facility for future use.
Food/Drink
1. Refreshments are allowed in the Performance Hall, Multipurpose Hall, Cafeteria
and Fire Department Administration Training Room and Mall. Food and drink
are not allowed in the Gym.
2. Tables and chairs will be provided (upon prior request) for those individuals
who are hosting a catered event.
Decorations/Special Activities
1. Decorations may be used that do not cause damage to the walls, ceilings or any
other part of the room, furniture or fixtures and must be removed at the end of
the reservation period.
2. Items such as nails, thumbtacks and permanent tape may not be used.
3. Painter's tape is the only approved method for decorating purposes and must be
fully removed from the facility upon completion of the reservation.
4. Plans for special activities including, but not limited to: bounce houses,
inflatables, dunking booths, amplified sound systems, etc. must be reviewed and
approved by the Director or his/her designee prior to their use.
Tobacco and Alcohol Use and Pet Policy
1. No smoking, use of tobacco products or alcoholic beverages are allowed on any
Town owned or leased property. This includes the Westlake Town Hall, Fire-
EMS Station and all Westlake Academy facilities.
2. No pets are to be in the facility during the rental period. The only exception
would be service animals.
Insurance Requirements
1. Proof of insurance that lists the Town as an additional insured entity is required
for all organized programs of athletic competitions, including but not limited to
basketball, soccer and little league groups.
Resolution 19-19
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2. Insurance is not needed for individuals or groups of residents who use the
athletic fields for a one-time-use basis.
3. Proof of insurance may be required for other groups renting the facilities and
will be addressed individually.
Liabifi : When using any Town owned or leased space, the user agrees to hold
harmless the Town and its employees/representatives from and against any claims
for damages to persons or property arising out of any use of the facility and its
premises by the user. Users are responsible for their guests' adherence to the policies
herein described.
PLEASE NOTE: The above information concerns general reservation policies and
covers most reservation requirements. For specific concerns or those questions not
answered above, it is the responsibility of the applicant to contact the Director or
his/her designee to ensure compliance with all policies.
Resolution 19-19
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TOWN COUNCIL AGENDA ITEM
Workshop - Discussion Item
Monday, November 14, 2022
TOPIC: Discussion of Server and Storage Replacement Needs.
STAFF: Jason Power, Director of Information Technology
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective
Innovation People, Facilities, &
Technology
Exemplary Service &
Governance - We set the standard
by delivering unparalleled
municipal and educational
services at the lowest cost.
Improve Technology,
Facilities & Equipment
SUMMARY
The Town of Westlake and Westlake Academy utilize several virtual servers and a large amount
of storage at our Town Hall, Westlake Academy, and Fire Department locations. We have a
robust architecture set up to manage and support our internal networks, service-side applications
for all departments, and integrations with services used by staff, students, citizens and
stakeholders of the Town and Westlake Academy. These systems are vital to the daily work and
support of our Town and Westlake Academy. In keeping with cybersecurity best practices, Staff
recommend not discussing the specifics of the hardware currently used or hardware that might be
purchased in a public forum.
The Town previously upgraded our servers and storage hardware in December 2018 with a plan
to replace this equipment after 5 years. However, the company that made storage solution that
was purchased was bought out by another company in early 2020, and the new company
announced all support (including maintenance and hardware replacement availability) would
cease on October 31, 2023. Due to our fiscal year starting on October 1, and the lengthy process
of purchasing new hardware, we would be unable to manage this replacement in FY24 (after
October 1, 2023) before the end of support on October 31, 2023. Based on this, IT Staff
recommended including the replacement of our servers and storage in the FY23 budget. An
estimated amount of $180,000 was approved in the FY23 budget during the August 29, 2022,
Town Council Meeting for this purpose. Staff will utilize the Texas State DIR (Department of
Information Resources) purchasing contract or TIPS (The Interlocal Purchasing System)
purchasing cooperative for competitively solicited contracts on the server and storage hardware.
Both DIR and TIPS satisfy the requirements of the formal bid process and have legislative
authority to establish contracts for government and education agencies in Texas.
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IT Staff began looking at options for replacement of current servers and hardware in October
2023 and found that those that would meet our current and future needs for servers and storage
and are within the approved budget have lengthy delays in availability ranging from 3 to 6
months from date of order up to 9-12 months from date of order, depending on the configuration
and vendor.
With the end of support of our current server and storage systems in October 2023, and the
lengthy delays in procurement of replacement hardware, Staff would prefer to move forward
with the purchase of the new hardware as soon as possible.
COUNCIL ACTION/OPTIONS
• Direction to staff to pursue ordering replacement servers and storage as soon as possible
due to continuing hardware availability issues and delays.
• Postpone ordering replacement servers to 2023, with the possibility of not receiving the
equipment before end of support of current equipment.
STAFF RECOMMENDATION
Staff recommends authorizing the Acting Town Manager to enter into an agreement through a
DIR or TIPS approved vendor for an amount not to exceed $180,000 for the purpose of
purchasing servers and storage as soon as possible due to continuing hardware availability issues
and delays.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: Not to exceed $180,000 Funding Source: General Fund
Contract: No Forms: Forms 1295 & 2270
Service Levels:
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Town of Westlake: N/A.
Comprehensive Plan: N/A.
Cost Recovery Analysis: N/A.
Traffic Impact: N/A.
ATTACHMENTS
Resolution
Page 1 of 2
TOWN COUNCIL AGENDA ITEM
Workshop - Discussion Item
Monday, November 14, 2022
TOPIC: Presentation and Discussion to update furniture for the Westlake Academy.
STAFF: Troy Meyer, Assistant Town Manager
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective
Innovation People, Facilities, &
Technology
Exemplary Education - Westlake is
an international educational leader
where each individual's potential is
maximized.
Improve Technology,
Facilities &
Equipment
SUMMARY
The Westlake Academy opened in the fall of 2003. As such, there was a request for the Academy
staff to update the classroom furniture starting with the kindergarten classrooms, main commons,
library, and then grades 1st through 5th in the fall of 2021.
Staff met with the Executive Director in the spring of 2022 to create a small committee to look at
what the furniture needs were for the whole school. The committee included all principals,
coordinators, Foundation and Town staff and Bennet Partners. The committee met three times in
the spring of 2022 to look at all the common spaces which include PYP, A&S, Secondary
buildings, and gym.
If the Town Council direction is to move forward with the project, staff will get the committee
back together to confirm the furniture options and work with Bennet Partner to create bid
documents.
$150,000 was in the approved FY 2022-2023 municipal budget in the major Maintenance and
Replacement fund, for this project.
Page 2 of 2
COUNCIL ACTION/OPTIONS
• Direction to staff on moving forward with getting bids.
• Putting the project on hold.
STAFF RECOMMENDATION
To move forward with getting bids for this project and starting with the PYP buildings.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $150,000 Funding Source: General Fund
Contract: No Forms: N/A
Service Levels:
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Town of Westlake: N/A.
Comprehensive Plan: N/A.
Cost Recovery Analysis: N/A.
Traffic Impact: N/A.
ATTACHMENTS
Westlake Academy Flex Space
Furniture Update
Town Council November 14, 2022
1
Council Direction
To move forward with getting bids for this project
and starting with the PYP buildings.
Budget is $150,000.000 from FY 22-23 General fund,
major maintenance and Replacement.
Putting the project on hold.
2
Flex Spaces
3
Primary Commons
Mini Commons
Secondary Learning Commons
Secondary Library
Outdoor Learning Areas
PYP1
Art + Science
Secondary Building
Cafeteria
Primary Commons
4
Westlake Academy
Flex Space Furniture
Library,Literacy Specialist
Primary Library
-Modular Tables for minimum 22 students with stools
Literacy Specialist
-Student work desks for independent or Collaborative Work
-Chairs with casters
Westlake Academy
Flex Space Furniture
Mini Commons
Modular,Star Shaped Seating
-Reconfigurable into clusters for students to work in various group sizes
-Movable Storage
-Portable Power for Charging Devices
Finish Concepts
Westlake Academy
Flex Space Furniture
Secondary learning
Commons
Westlake Academy
Flex Space Furniture
`
Outdoor Learning Options (Outside of PYP1,Art +Science,Secondary Building,Cafeteria)
Bench Benches with Tables and Chair Picnic Tables
Council Direction
To move forward with getting bids for this project
and starting with the PYP buildings.
Budget is $150,000.000 from FY 22-23 General fund,
major maintenance and Replacement.
Putting the project on hold.
9
Questions
10
Town Council Meeting
Monday, November 14, 2022; 5:00 pm
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100
Planning & Zoning Meeting
Monday, November 15, 2022; 5:00 pm
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100
Westlake Academy off Holiday Break
November 21-25
Town Hall & Municipal Court Closed
November 24-25
Westlake Tree Lighting
December 1, 2022; 6-8 pm
Terrace at Solana 1500 Solana Blvd.
Coffee & Conversation
Tuesday, December 6, 2022; 8-9:30 am
Sip Stir Coffee, Westlake
Town
Council/Board
of Trustees
Item # 10 – Items of
Community Interest
TC/BOT Agenda – 10/25/2022
Page 1 of 5
TOWN OF WESTLAKE TOWN COUNCIL/WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING AGENDA
1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBER
WESTLAKE, TX 76262A
October 25, 2022 4:00 P.M. CLOSED EXECUTIVE SESSION
5:30 P.M. WORK SESSION
6:00 P.M. REGULAR MEETING
PRESENT: Mayor Sean Kilbride, Council/Board of Trustee Members Mayor Pro Tem
David Quint, Tim Shiner, Chandrika Dasgupta, Kim Greaves
ABSENT: Anna White
OTHERS PRESENT: Acting Town Manager Jarrod Greenwood, Town Secretary Amy M.
Piukana, Attorney Stan Lowery (via Zoom), Head of School Sean Wilson,
Assistant Town Manager Troy Meyer, Finance Director Amber
Karkauskas, Director of Information Services Jason Power, Director of
Human Resources Sandy Garza, Director of Communications Jon Sasser
CLOSED EXECUTIVE SESSION (4:00 P.M.)
1. Call to order and announce closed session item(s).
Mayor Kilbride called the meeting to order at 4 p.m. and announced the following
items would be discussed during closed executive session.
2. The Town Council will conduct a closed session pursuant to Texas Government
Code, annotated, Chapter 551, Subchapter D for the following:
a. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the
appointment, employment, evaluation, reassignment, duties, of a public officer or employee:
- Town Manager
b. Section 551.089: Deliberation Regarding Security Devices, or Security Audits
- School Resource Officer/Keller Police Contract/Academy Security Audit
WORK SESSION – Call to Order (5:30 P.M.)
Mayor Kilbride called the Work Session meeting to order at 5:36 p.m.
3. Discuss Town Hall Lease Extension
Assistant Town Manager Troy Meyer briefed Town Council regarding this item. He reviewed
the following options: Maintain current lease until 2028; Seven Year renewal with additional
space; Ten Year renewal with additional space; and to add additional 3,284 square feet to
the current floor plan.
Council Member Shiner expressed concerns with rates and suggested a future discussion,
noting he is not opposed to a longer lease if a better option is available. Council Member
Shiner requested a copy of the buy-out cost. Council Member Greaves requested a copy of
the capacity plan and asked for procedures used to conduct these.
Acting Town Manager Jarrod Greenwood explained a five-year forecast is conducted within
the budget process.
TC/BOT Agenda – 10/25/2022
Page 2 of 5
Mayor Kilbride stated the Town Hall Lease discussion shall be added to the December 5, 2022
Council meeting.
Mayor Kilbride adjourned from Work Session at 5:52 p.m.
REGULAR MEETING – Call to Order (6:00 P.M.)
Mayor Kilbride called the Work Session meeting to order at 6 p.m.
4. PLEDGE OF ALLEGIANCE
Mayor Kilbride led the Pledge of Allegiance and Pledge to the Texas flag.
5. 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.
The following citizen(s) spoke:
• Gayle Krieger, spoke expressing concerns with the Athletic Director cutting 6th grade
sports.
• Glenn Goebel spoke regarding school security and safety, expressed concerns with
utilizing Keller Police for SRO position asking how many applicants have applied, and
spoke in support of 6th grade sports.
6. ITEMS OF COMMUNITY INTEREST: Mayor and Council Reports on Items of Community
Interest pursuant to Texas Government Code Section 551.0415 the Town Council may report
on the following items: (1) expression of thanks, congratulations, or condolences; (2)
information about holiday schedules; (3) recognition of individuals; (4) reminders about
upcoming Town Council events; (5) information about community events; and (6)
announcements involving imminent threat to public health and safety.
Director of Communications Jon Sasser briefed Town Council regarding items of community
interest.
7. CONSENT AGENDA: All items listed below are considered routine by the Town Council
and/or Board of Trustees and will be enacted with one motion. There will be no separate
discussion of items unless a Council/Board Member or citizen so requests, in which event
the item will be removed from the general order of business and considered in its normal
sequence.
a. Consider approval of the Joint Town Council/Board of Trustees meeting
minutes from the following meetings; and take appropriate action
• October 3, 2022 Regular Meeting
• October 17, 2022 Special Meeting
TC/BOT Agenda – 10/25/2022
Page 3 of 5
b. Consider approving Resolution 22-67 appointing a Chair and Vice Chair to
the Planning and Zoning Commission; and take appropriate action
A motion was made by Mayor Pro Tem Quint to approve Consent Items 7a and 7b, as
presented. Motion seconded by Council Member Shiner. Motion approved unanimously.
(Jumped to Closed Session Action)
8. 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
None provided.
REGULAR AGENDA ITEM(S)
9. Receive an update from the Keller Police Department
Keller Police Chief Brad Fortune provided an in-depth community update on Keller policing
philosophy, mission & values, performance measures, Westlake metrics and crime trends,
staffing, and school safety.
The Town Council discussed SRO coverage at the school (noting 100% coverage for
Westlake Academy during school hours is desired), who the SRO reports to (Chief Fortune
and directly works with Head of School), backup SRO being Town Marshall, SRO will have
benefit of children utilizing the Academy (while employed), discussed K-9 drug searches,
and noted bullying is being addressed through policy updates.
Assistant Town Manager Troy Meyer provided security audit recommendations and results.
Mayor Kilbride recessed for a break at 7:00 p.m. and reconvened at 7:05 p.m.
10. Receive an update from the Town’s Financial Advisor
Director of Finance Amber Karkauskas introduced Hilltop Securities Managing Director Nick
Bulaich provided an overview of the following: current debt, bond ratings, existing debt and
capacity analysis, and legal requirements for issuing debt.
The Town Council discussed debt growth, Hillwood original debt (20 year term/6.75%/$5
million), Council expressed concerns regarding unpaid interest added on to the balance,
concerns with $15 million just appearing on balance sheet, concerns about $15 million
increasing to $21.87 million in 25 years, debt being paid through the Utility Fund, Hilltop
being awarded without going out to bid, concerns with accruing and deferring interest rates,
certificates of obligations (CO’s), general obligation bonds, non-publication of debt in the past
(CO’s and refinance), Fire Station debt, petitions (5% of voters) to oppose Certificate of
Obligation debt, debt per capita from other towns, Hilltop underwriting for debt obligations,
and the financial advisory contract from Hilltop.
Mayor Kilbride took a five-minute recess at 7:52 p.m. and reconvened at 7:57 p.m.
11. Consider approving Resolution 22-64 approving the Entrada assignment of
rights, covenants and obligations of the economic development program
agreement and a development and subdivision improvement agreement, from
Maguire Partners – Solana Land, L.P. to MRW Investors, LLC, and authorizing the
Mayor to approve the assignment on behalf of the Town; and take appropriate
action (This item is continued from the September 26, 2022 Town Council meeting)
TC/BOT Agenda – 10/25/2022
Page 4 of 5
Entrada Developer Michael Beaty was present to answer questions.
The Town Council discussed documents received such as the LLC and Capital Stack item
from the Lender,
Council Member Quint proposed to approve Resolution 22-64, for the assignment agreement
with the following stipulation to Item F, “That the Assignor and/or Assignee hereby confirm
that the assignee is financially capable.” Motion seconded by Council Member Greaves.
Motion carries by the following vote:
Ayes: Quint, Greaves, Dasgupta
Abstain: Shiner
Motion approved by the following vote: 3-1, (Per Code of Ordinances Sec. 2-37, an
abstention from voting without a conflict of interest is recorded as an opposition vote.)
12. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
(Item 2b)
Motion made by Council Member Shiner to approve an amendment to the Interlocal
Agreement for police services with the City of Keller for the purposes of adding a school
resource officer at the Westlake Academy campus. Motion seconded by Mayor Pro Tem
Quint. Motion approved unanimously.
(Item 2b)
Motion made by Mayor Pro Tem Quint to direct the Head of School to commence the process
of producing a security audit for the Westlake Academy. Motion seconded by Council
Member Greaves. Motion approved unanimously.
(Result 2b)
Motion made by Mayor Pro Tem Quint to create an Advisory Security Committee consisting
of the following citizens: Jim Wilkinson and further instruct that the committee report its
findings and recommendations back to the full Town Council by January 30, 2023. Motion
seconded by Council Member Shiner. Motion approved unanimously.
13. COUNCIL RECAP/STAFF DIRECTION.
Acting Town Manager Jarrod Greenwood provided a Council recap.
14. FUTURE AGENDA ITEMS: These items have been discussed by Town Council and
scheduled to be placed on future Council Agendas allowing for adequate time for staff
preparation on the agenda item.
Future Agenda Items to be discussed:
• Discuss a Community Engagement Committee
(Dasgupta/White) June 2023
• Discuss Math and English Specialist (*Town Council requested removal of this item, at
this time)
(Quint/Dasgupta) November 2022
• Policy presentation and discussion (Governance)
(Quint/Greaves/Mayor) (*Town Council requested removal of this item)
TC/BOT Agenda – 10/25/2022
Page 5 of 5
15. ADJOURNMENT
Mayor Kilbride adjourned the meeting at 8:03 p.m.
Signed:
Sean Kilbride, Mayor
Attested by:
Amy M. Piukana, Town Secretary
Page 1 of 2
TOWN COUNCIL AGENDA ITEM
Regular Meeting - Action Item
Monday, November 14, 2022
TOPIC: Consider a resolution authorizing the Acting Town Manager to approve a
proposal with B & R Utility Construction to install a water line extension
on Pearson Road and authorize the Acting Town Manager to make funding
changes not to exceed $25,000 on this project.
STAFF: Troy Meyer, Assistant Town Manager
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective
Planned / Responsible
Development
People, Facilities, &
Technology
High Quality Planning, Design &
Development - We are a desirable
well planned, high-quality
community that is distinguished by
exemplary design standards.
Improve Technology,
Facilities &
Equipment
SUMMARY
This project would extend the eight-water lines just south of Wyck Hill to Timber Ridge Lane.
This would eliminate to two dead water lines and complete a water loop along Pearson Lane. The
new water would be located on the eastside of Pearson Lane in the City of Keller. Staff has
reviewed the project with the City of Keller and has received their approval to move forward. As
part of this project there are four Westlake residents that are currently on the City of Keller water
system. This project would include installing new Westlake water meters for each resident at no
cost to them.
The project was posted in the Star Telegram in October of 2022 with the bid opening held on
October 28, 2022. Staff only received one bid which was from B & R Utility Construction. The
size of the project may have been why we did not receive additional bids. B&R bid was $86,934.00
and the town will add a $10,000.00 contingency to the total cost of the project. This project will
be funded out of the FY 22-23 Utility fund.
If the council approve this agreement the estimated start date would be in December 2022.
Page 2 of 2
COUNCIL ACTION/OPTIONS
• Approve the proposed Resolution
• Reject the proposed Resolution
STAFF RECOMMENDATION
Staff is recommending the approval to install an 8-inch water line extension on Pearson Lane and
authorizing the Acting Town Manager to make funding changes not to exceed $25,000 on this
project.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $96,934.00 Funding Source: Utility Fund
Contract: No Forms: Forms 1295 & 2270
Service Levels: To provide water to Westlake residents and complete the water loop on Pearson
Lane.
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: N/A
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: One lane may be temporary closed for short period of time during the project.
ATTACHMENTS
Resolution
Exhibit A Proposal
Resolution 22-68
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 22-68
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS,
AUTHORIZING THE ACTING TOWN MANAGER TO APPROVE A PROPOSAL WITH B
& R UTILITY CONSTRUCTION TO INSTALL A WATER LINE EXTENSION ON
PEARSON LANE AND AUTHORIZE THE ACTING TOWN MANAGER TO MAKE
FUNDING CHANGES NOT TO EXCEED $25,000 ON THIS PROJECT.
WHEREAS, the Town of Westlake owns and operates a water pump station on US 377 and
provides water to the Westlake community; and,
WHEREAS, the Town of Westlake finds extending the eight water lines just south of Wyck
Hill to Timber Ridge Lane will create a looped water line that will benefit the Westlake
community; and,
WHEREAS, Four Westlake residents that are currently on the City of Keller water system
will be switched to Westlake water; and,
WHEREAS, Four Westlake residents will receive a new water meter at no cost; and,
WHEREAS, The bid proposal from B & R Utility Construction to install a water line extension on
Pearson Lane includes all labor and materials; and,
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the citizens of Westlake
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS:
SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That the Town Council of the Town of Westlake hereby authorizing the Acting Town
Manager to approve the bid proposal to install a water line extension on Pearson Road as attached as
Exhibit “A” and authorize Acting Town Manager to make funding changes not to exceed $25,000 on
this project.
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.
Resolution 22-68
Page 2 of 2
PASSED AND APPROVED ON THIS 14th DAY OF NOVEMEBR 2022.
___________________________________
Sean Kilbride, Mayor
ATTEST:
________________________________ ___________________________________
Amy M. Piukana, Town Secretary Jarrod Greenwood, Acting Town Manager
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry, Town Attorney
Page 1 of 2
TOWN COUNCIL AGENDA ITEM
Regular Meeting - Consent
Monday, November 14, 2022
TOPIC: Consider a resolution authorizing the Acting Town Manager to purchase
replacement servers and storage through a DIR or TIPS approved vendor
for an amount not to exceed $180,000, the amount included in the Adopted
FY 22/23 Municipal Budget.
STAFF: Jason Power, Director of Information Technology
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective
Innovation People, Facilities, &
Technology
Exemplary Service & Governance
- We set the standard by delivering
unparalleled municipal and
educational services at the lowest
cost.
Improve Technology,
Facilities &
Equipment
SUMMARY
The Town of Westlake and Westlake Academy utilize several virtual servers and a large amount
of storage at our Town Hall, Westlake Academy, and Fire Department locations. We have a
robust architecture set up to manage and support our internal networks, service-side applications
for all departments, and integrations with services used by staff, students, citizens and
stakeholders of the Town and Westlake Academy. These systems are vital to the daily work and
support of our Town and Westlake Academy. In keeping with cybersecurity best practices, Staff
recommend not discussing the specifics of the hardware currently used or hardware that might be
purchased in a public forum.
The Town previously upgraded our servers and storage hardware in December 2018 with a plan
to replace this equipment after 5 years. However, the company that made storage solution that
was purchased was bought out by another company in early 2020, and the new company
announced all support (including maintenance and hardware replacement availability) would
cease on October 31, 2023. Due to our fiscal year starting on October 1, and the lengthy process
of purchasing new hardware, we would be unable to take care of this replacement in FY24 (after
October 1, 2023) before the end of support on October 31, 2023. Based on this, IT Staff
recommended including the replacement of our servers and storage in the FY23 budget. An
Page 2 of 2
estimated amount of $180,000 was approved in the FY23 budget during the August 29, 2022,
Town Council Meeting for this purpose. Staff will utilize the Texas State DIR (Department of
Information Resources) purchasing contract or TIPS (The Interlocal Purchasing System)
purchasing cooperative for competitively solicited contracts on the server and storage hardware.
Both DIR and TIPS satisfy the requirements of the formal bid process and have legislative
authority to establish contracts for government and education agencies in Texas.
IT Staff began looking at options for replacement of current servers and hardware in October
2023 and found that those that would meet our current and future needs for servers and storage
and are within the approved budget have lengthy delays in availability ranging from 3 to 6
months from date of order up to 9-12 months from date of order, depending on the configuration
and vendor.
With the end of support of our current server and storage systems in October 2023, and the lengthy
delays in procurement of replacement hardware, Staff would prefer to move forward with the
purchase of the new hardware as soon as possible.
This expenditure is included in the Adopted FY 22/23 Municipal Budget.
COUNCIL ACTION/OPTIONS
• Approve the proposed Resolution
• Reject the proposed Resolution
STAFF RECOMMENDATION
Staff recommends authorizing the Acting Town Manager to enter into an agreement with a DIR
or TIPS approved vendor for an amount not to exceed $180,000 for the purpose of purchasing
servers and storage as soon as possible due to continuing hardware availability issues and delays.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: Not to exceed $180,000 Funding Source: General Fund
Contract: No Forms: Forms 1295 & 2270
Service Levels: To maintain the current service level.
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: N/A
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: N/A
ATTACHMENTS
Resolution
Resolution 22-69
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 22-69
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
AUTHORIZING ACTING TOWN MANAGER TO PURCHASE REPLACEMENT
TECHNOLOGY, INCLUDING SERVERS AND STORAGE, THROUGH A DIR OR TIPS
APPROVED VENDOR FOR AN AMOUNT NOT TO EXCEED $180,000, THE AMOUNT
INCLUDED IN THE ADOPTED FY 22/23 MUNICIPAL BUDGET.
WHEREAS, the Town of Westlake must utilize technology, including servers and storage
devices, to provide effective and efficient municipal and academic services to staff, students,
citizens and stakeholders ; and,
WHEREAS, based on the scope of services provided, the Town of Westlake must maintain
the server and storage hardware to provide said services; and,
WHEREAS, the Town Council finds and concludes that maintaining reliable, secure, and
current technology is necessary to protect and preserve the security and integrity of technology
that supports the staff, students, citizens and stakeholders of the Town; and,
WHEREAS, the Town Council find and concludes that purchasing technology through DIR or
TIPS satisfies the requirements of the formal bid process and both have legislative authority to
establish contracts for government and education agencies in Texas; and,
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the citizens of Westlake
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That, the Town Council of the Town of Westlake, hereby approves and
authorizes the Acting Town Manager to purchase replacement technology, including servers and
storage, through a DIR or TIPS approved vendor for an amount not to exceed $180,000, the amount
included in the adopted FY 22/23 Municipal Budget.
SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 22-69
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 14TH DAY OF NOVEMBER 2022.
_____________________________
ATTEST: Sean C. Kilbride, Mayor
_____________________________________ _____________________________
Amy M. Piukana, Town Secretary Jarrod Greenwood, Acting Town Manager
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
Quarterly Investment Report
Fourth Quarter Ended September 30, 2022
INVESTMENT ACTIVITY
FINANCIAL INSTITUTION 09/30/22 06/30/22 03/31/22 12/31/21
First Financial Bank
Muni General Operating - 6904
Beginning Balance 40,832,714$ 40,073,287$ 36,471,381$ 35,589,748$
Deposits 5,490,245 1,932,856 1,362,602 3,045,683
Withdrawals 1,546,132 1,671,853 1,668,746 1,865,913
Interest 83,460 22,117 4,616 4,581
Ending Balance 44,860,287 40,356,407 36,169,853 36,774,099
Westlake Academy - 6920
Beginning Balance 1,503,967 1,629,411 2,044,552 2,093,074
Deposits 951,666 726,384 747,815 797,410
Withdrawals 1,114,498 820,429 1,000,728 838,168
Interest 2,515 765 203 250
Ending Balance 1,343,650 1,536,130 1,791,842 2,052,567
Insurance Trust - 6946
Beginning Balance - - - -
Deposits 55,139 61,939 58,690 47,042
Withdrawals 55,139 61,939 58,690 47,042
Interest
Ending Balance - - - -
PNC
Beginning Balance 43,613 7,239 6,264 5,529
Deposits 51,464 37,694 41,042
Withdrawals 50,716 37,033 40,679
Interest - - -
Ending Balance1 43,613 7,987 6,925 5,892
TexPool
Muni
Beginning Balance 105 105 105 105
Deposits - - - -
Withdrawals - - - -
Interest - - - -
Ending Balance 105 105 105 105
Academy
Beginning Balance 105 105 105 105
Deposits - - - -
Withdrawals - - - -
Interest - - - -
Ending Balance 105 105 105 105
1 Estimated balance; staff actively working with PNC on account access and statements.
T:\Internal Financial Reporting\Financial Reports - Town Quarterly\Q4FY22\Investment Reporting 9.30.22
Investment Activity Summary as of 09/30/22
Description Yield
Book & Market
Value Maturity Date Settlement Date
First Financial Bank 2.2127%46,203,938 09/30/22 10/01/22
PNC - 43,613 09/30/22 10/01/22
TexPool 2.4126%210 09/30/22 10/01/22
Total Investments 46,247,762
* All accounts have a Life of 1 day and a Market Price of $1.
Investment Type 09/30/22 06/30/22 03/31/22 12/31/21
T-Bills
3 months 3.13 1.49 0.44 0.06
6 months 3.63 2.11 0.83 0.15
T-Notes
1 Yr 3.89 2.65 1.34 0.3
2 Yrs 3.86 3.00 1.91 0.68
3 Yrs 3.88 3.15 2.09 0.95
5 Yrs 3.70 3.19 2.11 1.23
Gov't Pools
Texpool 2.4126 1.0013 0.1536 0.0376
Commerical Paper
30 Days 2.79 1.40 0.36 0.08
60 Days 3.33 1.73 0.52 0.16
90 Days 3.21 1.87 0.73 0.17
Sources
FRB H15: Data Download Program - Choose (federalreserve.gov)
TexPool
BENCHMARKS
T:\Internal Financial Reporting\Financial Reports - Town Quarterly\Q4FY22\Investment Reporting 9.30.22
Sources
Monthly Newsletter October 2022 (federatedinvestors.com)
Economic Summary – Q3 2022 - HilltopSecurities
More Workers Find Their Wages Falling Even Further Behind Inflation - Dallasfed.org
Your Texas Economy - Dallas Fed
Amber Karkauskas, CGFO, Director of Finance
ECONOMIC SUMMARY
This fourth quarter of fiscal year 2022 saw dramatic shifts in projections of the near future economic stability as the
country moves into an expected state of recession.Since March,basis point increases rose a full three percentage
points in an effort to slow demand and control inflation.Home price indexes inverted and mortgage rates escalated,
thus decreasing sales by 20%year-over-year.Job openings were almost double the amount of available workers,and
most Americans reported finding the the cost of living increased beyond their income.In Texas,the unemployment
rate rose slightly to 4.1% from 4.0% in July (nearly 0.5% above the US rate) and overall the Texas economy is slowing.
The information herein represents Westlake's Muncipal and Academic investment report for the period ended
September 30, 2022.The undersigned acknowledges that the Town's investment portfolios are accurate and is actively
working to ensure compliance with the policies and strategies contained in the Town's Investment Policy as adopted by
Ordinance 950 and is actively working to ensure compliance with the requirements of section 2256.023 of the Public
Funds Investment Act of the State of Texas.
T:\Internal Financial Reporting\Financial Reports - Town Quarterly\Q4FY22\Investment Reporting 9.30.22
Page 1 of 2
TOWN COUNCIL AGENDA ITEM
Regular Meeting - Report
Monday, November 14, 2022
TOPIC: Quarterly Financial Dashboard and Analysis and Investment Report for the
quarter ended September 30, 2022
STAFF: Amber Karkauskas, Director of Finance
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective
Fiscal Responsibility Fiscal Stewardship
Exemplary Service & Governance
- We set the standard by delivering
unparalleled municipal and
educational services at the lowest
cost.
Increase
Transparency,
Accessibility &
Communications
SUMMARY
The 4th quarter investment report provides an update on the fiscal year-end. In totality, the ending
balances on these cash accounts increased 10% from June 30, 2022, and 26% year-over-year.
Planned spending can certainly affect these balances, as well as issuing payment for prior year
expenses in the new year. The big story this year, however, is the rapid increase in interest rates
during the fiscal year which provided the portfolio to rise from 0.1500% as of 9/30/21 to 2.2127%
as of 9/30/22.
The Texas Public Funds Investment Act (PFIA) provides guidance for investment activities for
Texas Governments. Management of the Town’s investments is governed by the Investment
Policy which is adopted by the Town Council annually. The most recent Policy was adopted on
August 29, 2022.
COUNCIL ACTION/OPTIONS
Council is provided this information to review and accept these reports as presented. If there is
any need for follow-up discussions and/or questions, Council should request the report be
removed from Reports and considered separately.
Page 2 of 2
STAFF RECOMMENDATION
Staff encourages Council’s review of the presented investment reports.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: N/A Funding Source: General Fund
Contract: No Forms: N/A
Service Levels: There is not impact to service delivery.
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: N/A
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: N/A
ATTACHMENTS
Quarterly Investment Report
Page 1 of 4
TOWN COUNCIL AGENDA ITEM
Regular Meeting - Action Item
Monday, November 14, 2022
TOPIC: Consider approval of an ordinance approving a Specific Use Permit to allow
for five residential condominiums to be located within the existing building
on Lot 2A, Block A, Westlake Entrada Addition, located at 72 Andorra
Drive
STAFF: Ron Ruthven, Planning and Development Director
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective
Planned / Responsible
Development N/A
High Quality Planning, Design &
Development - We are a desirable
well planned, high-quality
community that is distinguished by
exemplary design standards.
Preserve Desirability
& Quality of Life
SUMMARY
Mike Beaty with Mooreland Development, on behalf of property owner MRW Investors LLC, is
requesting a Specific Use Permit (SUP) for five residential condos to be located at 72 Andorra
Drive. Known as the “retail corner” and located at the southeast corner of Davis Blvd. and SH
114, the building includes 29,443 square feet of multi-tenant retail space on the ground floor and
12,396 square feet of unfinished office/retail space on the second floor. Attached and adjacent to
the building is the Starbucks and Entrada bell tower. The applicant proposes to convert 5,825
square feet of the second-floor space into residential condominiums.
COUNCIL ACTION/OPTIONS
• Approve the proposed Ordinance;
• Approve the Ordinance with conditions/modifications;
• Deny the proposed Ordinance;
• Table the item.
PLANNING AND ZONING RECOMMENDATION
The Planning and Zoning recommended approval of the request by a vote of 6-1 on October 10,
2022 subject to staff’s recommendations, noted below.
Page 2 of 4
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $0.00 Funding Source: N/A
Contract: No Forms: N/A
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: Up to 5 additional residential condominiums are authorized by the proposed
ordinance. While within the entitled maximum of 322 residential units per the Entrada zoning
regulations, these additional condominium units may allow for more students to enroll in the
Academy. Per the terms of Resolution 13-17, Entrada Economic Development Agreement, these
additional units shall require the payment of $10,000 per unit into capital funds specific to
Westlake Academy prior to the issuance of the building permit.
Comprehensive Plan: The request generally complies with the Entrada development plan subject
to the approval of an SUP, which, in turn, complies with the comprehensive plan.
Traffic Impact: According to the Institute of Transportation Engineers (ITE) Trip Generation
Manual, the projected traffic impact for the 5 condominium units is 5.44 trips per day per unit,
yielding a total impact of 27 trips per day. The traffic impact of the proposed units is accounted
for in the original Entrada TIA and can be absorbed by the existing site conditions. Therefore, no
additional study is needed.
STAFF RECOMMENDATION
The applicant is requesting the addition of five condominium units to the second level of the
existing building at 72 Andorra Drive. The condominiums are allowed upon approval of an SUP.
No additions or alterations are proposed to the exterior of the building as part of the request. Staff
recommends approval subject to the following conditions, which are contained within the proposed
ordinance:
1. Ten existing sub-level garage parking spaces shall be reserved at all times for condominium
residents and their guests.
2. The maximum number of residential condominium units authorized by the SUP shall not
exceed five units;
3. The condominium units shall be constructed on the second level of the existing building in
accordance with the plans, specifications and provisions provided in “Exhibit A”;
4. An interior design package must be provided to the Town before the issuance of building
permits. The package should include a detailed list of the amenities, where applicable, and
a description of fixtures, furnishings and materials.
5. If applicable, a building signage plan specific to the condominiums shall be submitted to
the Town and approved by the Town Manager or their designee(s) before the issuance of
the Certificate of Occupancy;
Page 3 of 4
6. Prior to the issuance of the Certificate of Occupancy and final inspection for any
condominium, a copy of the official recorded condominium regime document for the
condominiums that is filed with Tarrant County Clerk shall be provided to the Town
Manager or designee and shall be kept in the official Town records;
7. This SUP shall automatically revoke and expire upon the occurrence of any of the
following circumstances: (1) The building permit allowing the construction of the
condominiums is not issued within one year after the approval date of this ordinance; (2)
The use authorized by the SUP is abandoned for more than six consecutive months after
either the expiration of the building permit, or, after the issuance of the certificate of
occupancy; (3) Any change in use of the condominium units to a use other than that
described and authorized by this ordinance; (4) Failure to provide the official recorded
copy of the condominium regime as described and conditioned herein.
ATTACHMENTS
• Location Map
• Site Plan
• Narrative from Applicant
• Condominium Plans
• Proposed Ordinance
PLANNING AND DEVELOPMENT ANALYSIS
EXISTING CONDITIONS
The subject property is platted and is zoned PD1-2, which allows the Entrada development. The
property is developed as a two-story, 41,839 square foot retail building with a below grade pedestal
parking garage. The building was constructed in 2018.
ZONING REQUIREMENTS
The Entrada zoning regulations require approval of a concept plan, development plan and a site
plan for all development. The site plan for the subject property was approved by Ordinance 771
in February 2016. According to the Entrada zoning regulations, all condominiums require the
approval of a SUP. Other than the SUP requirement, there are no development standards specific
to condominiums in Entrada.
CONDOMINIUM DETAILS
Five total condominiums are requested. According to the applicant and the attached plans, all the
units would contain two bedrooms and range between 1,014 and 1,222 square feet per unit. The
units would be accessible from two separate existing stairwells and an existing elevator, which
provides direct access to the existing sub-level pedestal parking garage. No additions or exterior
alterations are planned to the existing building. Only interior improvements are proposed to
accommodate the condominiums.
Page 4 of 4
Based on town parking standards contained in the general zoning regulations, a total of ten parking
spaces are required for the condominiums. There are 147 existing parking spaces on site. Of
those, 42 are contained in the sub-level garage. Given the conversion of office space into
condominium space, less parking is required leaving a surplus of on-site parking. Staff
recommends that 10 existing sub-level garage spaces be reserved for condominium
residents/guests only.
ENTRADA HOUSING BREAKDOWNS
The Entrada zoning regulations allow for a maximum of 322 residential units. There are no
specific requirements regarding the maximum number of condominium units allowed. The five
units proposed must come from the 322 entitled residential units.
The following is a breakdown of Entrada housing entitlements based on the most recent
development plan amendment:
Phase One: Single family detached/attached units: 163 units
Phase One: Approved (by SUP) condominiums: 110 units
Phase Two: Single family detached/attached units: 49 units
TOTAL: 322 units
Of the 322 entitled units, 116 single-family lots have not been platted and received site plan
approval. Therefore, if approved, the five proposed condominiums would result in fewer unplatted
single-family units allowed unless other approved condominium entitlements are reduced.
PREVIOUS CONDOMINIUM APPROVALS IN ENTRADA
The following is a chronology of previous condominium approvals in Entrada including relevant
information for each approval:
Ordinance Approved Location Total
Units
Minimum Unit
Size Status
855 5/21/2018 Plaza Mayor 126 800 sq.ft. Expired
872 11/26/2018 Plaza Mayor 150 978 sq.ft. Expired
906 1/27/2020 Block N 10 1,230 sq.ft. Expired
927 5/24/2021 Block N 10 1,230 sq.ft. Permit Issued
941 9/27/2021 Plaza Mayor 100 * Expired
* To be determined per site plan and development agreement terms
Ordinance 955
Page 1 of 4
TOWN OF WESTLAKE
ORDINANCE NO. 955
AN ORDINANCE OF THE TOWN OF WESTLAKE, TEXAS APPROVING A
SPECIFIC USE PERMIT (SUP) TO ALLOW FOR A MAXIMUM OF FIVE (5)
RESIDENTIAL CONDOMINIUM UNITS LOCATED ON LOT 2A, BLOCK A,
WESTLAKE ENTRADA ADDITION. 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, 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, On April 22, 2013 the Town Council approved Ordinance 703
establishing the Zoning for Planned Development 1, Planning Area 2 (PD1-2), also known as
Entrada; and
WHEREAS, On October 28, 2013 the Town Council approved Ordinance 720
establishing the Development Plan for Entrada; 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 October 24,
2022, by the Town Council; and
WHEREAS, upon the recommendation of the Planning and Zoning Commission on
October 15, 2022, 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 this SUP, for the condominium units on
the subject property depicted in “Exhibit A”, 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.
Ordinance 955
Page 2 of 4
SECTION 2: That the Town Council of the Town of Westlake, Texas does hereby
approve a Specific Use Permit (SUP) for residential Condominiums on Lot 2A, Block A,
Westlake Entrada Addition, the plans and specifications for which are depicted in the attached
“Exhibit A”, subject to the following conditions:
(a) Ten (10) existing sub-level garage parking spaces on the subject property shall be
reserved at all times for condominium residents and their guests.
(b) The maximum number of residential condominium units authorized by the SUP shall
not exceed five (5) units;
(c) The condominium units shall be constructed on the second level of the existing building
in accordance with the plans, specifications and provisions provided in “Exhibit A”;
(d) An interior design package must be provided to the Town before the issuance of building
permits. The package should include a detailed list of the amenities, where applicable,
and a description of fixtures, furnishings and materials.
(e) If applicable, a building signage plan specific to the condominiums shall be submitted
to the Town and approved by the Town Manager or their designee(s) before the issuance
of the Certificate of Occupancy;
(f) Prior to the issuance of the Certificate of Occupancy and final inspection for any
condominium, a copy of the official recorded condominium regime document for the
condominiums that is filed with Tarrant County Clerk shall be provided to the Town
Manager or designee and shall be kept in the official Town records;
(g) This SUP shall automatically revoke and expire upon the occurrence of any of the
following circumstances: (1) The building permit allowing the construction of the
condominiums is not issued within one year after the approval date of this ordinance;
(2) The use authorized by the SUP is abandoned for more than six consecutive months
after either the expiration of the building permit, or, after the issuance of the certificate
of occupancy; (3) Any change in use of the condominium units to a use other than that
described and authorized by this ordinance; (4) Failure to provide the official recorded
copy of the condominium regime as described and conditioned 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 violating any provision of this Chapter may be issued a
citation and upon conviction thereof, the person shall be deemed guilty of a misdemeanor and
punished as provided in subsection 1-9 of the Code of Ordinance of the Town of Westlake.
Each 24-hour period of violation, and each separate act or condition in violation of this Chapter,
shall constitute a separate offense.
Ordinance 955
Page 3 of 4
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, 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 14th DAY OF NOVEMBER 2022.
ATTEST: Sean C. Kilbride, Mayor
____________________________ ______________________________
Amy M. Piukana, Town Secretary Jarrod Greenwood, Acting Town Manager
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
Ordinance 955
Page 4 of 4
EXHIBITS
EXHIBIT A Condominium Plans and Specifications
OCCUPANT LOAD
ROOM OR AREA
OCCUPANT
LOAD THRU EXIT
REQUIRED EXIT WIDTH
PROVIDED EXIT WIDTH
OCCUPANCY
AREA
FACTOR
#
#
SF
?
#
#:#
REW =
PEW =
?
?
PROJECT DESCRIPTION:
THIS PROPOSED PROJECT FOR FINISH OUT OF A SHELL
SPACE FOR GROUP R-2 ON A CLASSIFIED GROUP B FLOOR.
THE FINISH OUT OF SECOND LEVEL SHELL SPACE WITH FIVE
RESIDENTIAL UNITS TOTALING 5,825 SF. LOCATED AT 72
ANDORRA DRIVE, WESTLAKE, TEXAS. NONCOMBUSTIBLE
MATERIALS WILL BE UTILIZED (TYPE IIB CONSTRUCTION). THE
EXISTING BUILDING IS SPRINKLERED.
CODE JURISDICTION (INCLUDING AMENDMENTS):
2018 INTERNATIONAL BUILDING CODE
2018 INTERNATIONAL EXISTING BUILDING CODE
2018 INTERNATIONAL MECHANICAL CODE
2018 INTERNATIONAL PLUMBING CODE
2018 INTERNATIONAL FIRE CODE
2018 INTERNATIONAL ENERGY CONSERVATION CODE
2017 NATIONAL ELECTRICAL CODE
ACCESSIBILITY:
LATEST EDITION OF OF THE 2012 TEXAS ACCESSIBILITY
STANDARDS (TAS) IN CONJUNCTION WITH THE ADA
ACCESSIBILITY GUIDELINES (ADAAG) AND THE
ELIMINATION OF ARCHITECTURAL BARRIERS (EAB)
BASIC ASSUMPTIONS:
THE INFORMATION BELOW IS EXCERPTED FROM THE
CODE UNLESS INDICATED OTHERWISE. IT IS INTENDED
TO IDENTIFY THE BASIC REQUIREMENTS FOR THIS
PROJECT, PRIMARILY IN TERMS OF OCCUPANCY,
CONSTRUCTION TYPE, AND EGRESS. MISCELLANEOUS
ISSUES MAY ALSO BE IDENTIFIED.
THE INFORMATION IS NOT INTENDED TO INCLUDE ALL
APPLICABLE PORTIONS OF THE CODE OR OTHER
APPLICABLE GOVERNING REGULATIONS. IT IS ALSO
NOT INTENDED TO DIMINISH THE IMPORTANCE OR
RELEVANCE OF OTHER PORTIONS OF ANY CODES AND
REGULATIONS THAT MAY BE APPLICABLE TO THE
WORK CONTAINED IN THESE DRAWINGS AND
SPECIFICATIONS.
CONSULTANTS, CONTRACTORS, MANUFACTURERS,
AND OTHER PARTIES THAT HAVE OR WILL PERFORM
DESIGN AND/OR CONSTRUCTION SERVICES ON THIS
PROJECT SHALL NOT RELY ON THIS INFORMATION IN
THE PERFORMANCE OF THEIR WORK. EACH PARTY
SHALL BE RESPONSIBLE FOR THEIR OWN REVIEW,
UNDERSTANDING, AND COMPLIANCE OF ALL
APPLICABLE CODES AND REGULATIONS.
PROJECT OCCUPANCY:
EXISTING FLOOR:7,568 SF
RESIDENTIAL SPACE:5,825 SF
TENANT OCCUPANCY GROUP: R-2
UNIT 1 WITH 2 BEDROOMS:
1,198 SF @ RATIO 1:200 GSF = 6 OCCUPANTS
UNIT 2 WITH 2 BEDROOMS:
1,222 SF @ RATIO 1:200 GSF = 6 OCCUPANTS
UNIT 3 WITH 2 BEDROOMS:
1,014 SF @ RATIO 1:200 GSF = 5 OCCUPANTS
UNIT 4 WITH 2 BEDROOMS:
1,169 SF @ RATIO 1:200 GSF = 6 OCCUPANTS
UNIT 5 WITH 2 BEDROOMS:
1,222 SF @ RATIO 1:200 GSF = 6 OCCUPANTS
UNOCCUPIABLE SPACE:
1,743 GSF
FLOOR PARAMETERS:
OCCUPANCY:B
CONSTRUCTION TYPE:TYPE V-A
MAXIMUM AREA PER TABLE 506.2:42,000 SF (SM)
MAX STORIES: 12 (PER 504.2)
MAXIMUM HEIGHT: PER TABLE 504.3:70'
EGRESS WIDTH PER OCCUPANT SERVED:
PER 1005.3, THE MINIMUM EGRESS WIDTH FOR A
SPRINKLED BUILDING SHALL BE NO LESS THAN THE
TOTAL OCCUPANT LOAD MULTIPLIED BY 0.3" PER
OCCUPANT FOR STAIRWAYS AND 0.2" PER OCCUPANT
FOR OTHER EGRESS COMPONENTS.
MAXIMUM EXIT ACCESS TRAVEL DISTANCE:
PER TABLE 1017.2 = 250'-0" (SPRINKLERED)
FIRE RESISTANCE RATING REQUIREMENTS FOR BUILDING
ELEMENTS:
PER TABLE 601
ASSUMING TYPE II-B CONSTRUCTION, THERE IS NO
FIRE RESISTANCE RATING REQUIREMENTS FOR ANY OF
THE FOLLOWING BUILDING ELEMENTS. (PRIMARY
STRUCTURAL FRAME, BEARING WALLS-INTERIOR,
INTERIOR NON-BEARING WALLS, FLOOR
CONSTRUCTION, AND ROOF CONSTRUCTION)
INTERIOR FINISH MATERIALS WILL BE CLASS A
LIFE SAFETY COMPLIANCE FOR
PROPOSED HOUSING UNITS AT ENTRADA
PROPOSED LIFE SAFETY STUDY CONDUCTED BY KLINE HARDIN ARCHITECTS
6 17
SF
R
1222
1:200
6
5
6
6
12
SF
R
1169
1:200
SF
R
1014
1:200
SF
R
1222
1:200
SF
R
1198
1:200
DIAGONAL
LENGTH OF
THE BUILDING
= 149'-4"
SEPARATION
BETWEEN
EXITS =
103'-2"
53'-7"
53'-1"
OCCUPANT LOAD
ROOM OR AREA
OCCUPANT
LOAD THRU EXIT
REQUIRED EXIT WIDTH
PROVIDED EXIT WIDTH
OCCUPANCY
AREA
FACTOR
#
#
SF
?
#
#:#
REW =
PEW =
?
?
LIFE SAFETY COMPLIANCE FOR
PROPOSED HOUSING UNITS AT ENTRADA
PROPOSED LIFE SAFETY STUDY CONDUCTED BY KLINE HARDIN ARCHITECTS
SF
B
2,160
1:150
29
7
5
5
9
9
17
6
5
666
12
26
SF
B
1468
1:150
SF
B
4330
1:150
SF
B
2695
1:150
7
12
29 OCCUPANTS TO
DISCHARGE AT
GARAGE LEVEL
STAIR EXIT, PLAN
NOT SHOWN
REW =
PEW =
5.2
72
REW =
PEW =
8.7
36
93'6"
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3' - 7"6' - 11 3/8"4' - 11"3' - 1 11/32"11' - 4 21/32"4' - 6"5' - 9"
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17' - 3"14' - 3 3/16"
3' - 1"3' - 2 13/16"1' - 7"4' - 0 3/16"3' - 0"3' - 0"4' - 3"
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Proposed Condo
LocaƟon
2nd Floor
72 Andorra
LocaƟon Map
KLINE HARDIN 701 Canyon Dr. Suite 110, Coppell, Texas 75019 972-331-5699 O 972-769-9634 F
August 23, 2022 KLINE HARDIN
701 Canyon Drive
Suite 110
Coppell, Texas 75019
972-331-5699 Office
972-769-9634 Fax
Nick Ford
Development Coordinator
Town of Westlake
1500 Solana Boulevard
Bldg 7, Suite 7200
Westlake, TX 76262
Re: SUP Request Narrative for 72 Andorra Drive, Westlake, Texas
Dear Nick,
Working on behalf of Michael Beaty and Mooreland Development, the following is an
explanation for the request of special use for the second floor of the building at 72
Andorra Drive (herein referred to as the Shell).
The Shell, zoned for retail space, has been completed for over three years and since
that time has and continues to remain vacant. Currently, Entrada is satisfying the
market demand for retail space but is needing additional condominium units.
The Shell is capable to fulfill a portion of that need by providing five two-bedroom units
for the citizens of Westlake. These units will fit neatly into the existing infrastructure
without any exterior modifications. The exception being re placing the current fixed
glazing systems with operable glazing systems to meet building code requirements. The
building’s existing parking garage will easily accommodate the code requirements for
the residential tenants and give additional parking spaces to the retail component on the
first level.
Repurposing the Shell as living space embodies the intensions of the Entrada
Development of retail below and residences above. Allowing this building to become
more vibrant within this community.
Please accept this reasoning for the request for special use permit.
Thank you,
Kevin M. Ditto, RA, AIA – Kline Hardin
Director of Interior Design | Lead Designer
OCCUPANT LOAD
ROOM OR AREA
OCCUPANT
LOAD THRU EXIT
REQUIRED EXIT WIDTH
PROVIDED EXIT WIDTH
OCCUPANCY
AREA
FACTOR
#
#
SF
?
#
#:#
REW =
PEW =
?
?
PROJECT DESCRIPTION:
THIS PROPOSED PROJECT FOR FINISH OUT OF A SHELL
SPACE FOR GROUP R-2 ON A CLASSIFIED GROUP B FLOOR.
THE FINISH OUT OF SECOND LEVEL SHELL SPACE WITH FIVE
RESIDENTIAL UNITS TOTALING 5,825 SF. LOCATED AT 72
ANDORRA DRIVE, WESTLAKE, TEXAS. NONCOMBUSTIBLE
MATERIALS WILL BE UTILIZED (TYPE IIB CONSTRUCTION). THE
EXISTING BUILDING IS SPRINKLERED.
CODE JURISDICTION (INCLUDING AMENDMENTS):
2018 INTERNATIONAL BUILDING CODE
2018 INTERNATIONAL EXISTING BUILDING CODE
2018 INTERNATIONAL MECHANICAL CODE
2018 INTERNATIONAL PLUMBING CODE
2018 INTERNATIONAL FIRE CODE
2018 INTERNATIONAL ENERGY CONSERVATION CODE
2017 NATIONAL ELECTRICAL CODE
ACCESSIBILITY:
LATEST EDITION OF OF THE 2012 TEXAS ACCESSIBILITY
STANDARDS (TAS) IN CONJUNCTION WITH THE ADA
ACCESSIBILITY GUIDELINES (ADAAG) AND THE
ELIMINATION OF ARCHITECTURAL BARRIERS (EAB)
BASIC ASSUMPTIONS:
THE INFORMATION BELOW IS EXCERPTED FROM THE
CODE UNLESS INDICATED OTHERWISE. IT IS INTENDED
TO IDENTIFY THE BASIC REQUIREMENTS FOR THIS
PROJECT, PRIMARILY IN TERMS OF OCCUPANCY,
CONSTRUCTION TYPE, AND EGRESS. MISCELLANEOUS
ISSUES MAY ALSO BE IDENTIFIED.
THE INFORMATION IS NOT INTENDED TO INCLUDE ALL
APPLICABLE PORTIONS OF THE CODE OR OTHER
APPLICABLE GOVERNING REGULATIONS. IT IS ALSO
NOT INTENDED TO DIMINISH THE IMPORTANCE OR
RELEVANCE OF OTHER PORTIONS OF ANY CODES AND
REGULATIONS THAT MAY BE APPLICABLE TO THE
WORK CONTAINED IN THESE DRAWINGS AND
SPECIFICATIONS.
CONSULTANTS, CONTRACTORS, MANUFACTURERS,
AND OTHER PARTIES THAT HAVE OR WILL PERFORM
DESIGN AND/OR CONSTRUCTION SERVICES ON THIS
PROJECT SHALL NOT RELY ON THIS INFORMATION IN
THE PERFORMANCE OF THEIR WORK. EACH PARTY
SHALL BE RESPONSIBLE FOR THEIR OWN REVIEW,
UNDERSTANDING, AND COMPLIANCE OF ALL
APPLICABLE CODES AND REGULATIONS.
PROJECT OCCUPANCY:
EXISTING FLOOR:7,568 SF
RESIDENTIAL SPACE:5,825 SF
TENANT OCCUPANCY GROUP: R-2
UNIT 1 WITH 2 BEDROOMS:
1,198 SF @ RATIO 1:200 GSF = 6 OCCUPANTS
UNIT 2 WITH 2 BEDROOMS:
1,222 SF @ RATIO 1:200 GSF = 6 OCCUPANTS
UNIT 3 WITH 2 BEDROOMS:
1,014 SF @ RATIO 1:200 GSF = 5 OCCUPANTS
UNIT 4 WITH 2 BEDROOMS:
1,169 SF @ RATIO 1:200 GSF = 6 OCCUPANTS
UNIT 5 WITH 2 BEDROOMS:
1,222 SF @ RATIO 1:200 GSF = 6 OCCUPANTS
UNOCCUPIABLE SPACE:
1,743 GSF
FLOOR PARAMETERS:
OCCUPANCY:B
CONSTRUCTION TYPE:TYPE V-A
MAXIMUM AREA PER TABLE 506.2:42,000 SF (SM)
MAX STORIES: 12 (PER 504.2)
MAXIMUM HEIGHT: PER TABLE 504.3:70'
EGRESS WIDTH PER OCCUPANT SERVED:
PER 1005.3, THE MINIMUM EGRESS WIDTH FOR A
SPRINKLED BUILDING SHALL BE NO LESS THAN THE
TOTAL OCCUPANT LOAD MULTIPLIED BY 0.3" PER
OCCUPANT FOR STAIRWAYS AND 0.2" PER OCCUPANT
FOR OTHER EGRESS COMPONENTS.
MAXIMUM EXIT ACCESS TRAVEL DISTANCE:
PER TABLE 1017.2 = 250'-0" (SPRINKLERED)
FIRE RESISTANCE RATING REQUIREMENTS FOR BUILDING
ELEMENTS:
PER TABLE 601
ASSUMING TYPE II-B CONSTRUCTION, THERE IS NO
FIRE RESISTANCE RATING REQUIREMENTS FOR ANY OF
THE FOLLOWING BUILDING ELEMENTS. (PRIMARY
STRUCTURAL FRAME, BEARING WALLS-INTERIOR,
INTERIOR NON-BEARING WALLS, FLOOR
CONSTRUCTION, AND ROOF CONSTRUCTION)
INTERIOR FINISH MATERIALS WILL BE CLASS A
LIFE SAFETY COMPLIANCE FOR
PROPOSED HOUSING UNITS AT ENTRADA
PROPOSED LIFE SAFETY STUDY CONDUCTED BY KLINE HARDIN ARCHITECTS
6 17
SF
R
1222
1:200
6
5
6
6
12
SF
R
1169
1:200
SF
R
1014
1:200
SF
R
1222
1:200
SF
R
1198
1:200
DIAGONAL
LENGTH OF
THE BUILDING
= 149'-4"
SEPARATION
BETWEEN
EXITS =
103'-2"
53'-7"
53'-1"
OCCUPANT LOAD
ROOM OR AREA
OCCUPANT
LOAD THRU EXIT
REQUIRED EXIT WIDTH
PROVIDED EXIT WIDTH
OCCUPANCY
AREA
FACTOR
#
#
SF
?
#
#:#
REW =
PEW =
?
?
LIFE SAFETY COMPLIANCE FOR
PROPOSED HOUSING UNITS AT ENTRADA
PROPOSED LIFE SAFETY STUDY CONDUCTED BY KLINE HARDIN ARCHITECTS
SF
B
2,160
1:150
29
7
5
5
9
9
17
6
5
666
12
26
SF
B
1468
1:150
SF
B
4330
1:150
SF
B
2695
1:150
7
12
29 OCCUPANTS TO
DISCHARGE AT
GARAGE LEVEL
STAIR EXIT, PLAN
NOT SHOWN
REW =
PEW =
5.2
72
REW =
PEW =
8.7
36
93'6"
Refrigerator
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Refrigerator Refrigerator
Range
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28
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1
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11
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16
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1
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"
8'
-
1
"
44' - 0"
17' - 5 15/32"
25' - 5 15/32"
4' - 7 5/8"4' - 7 5/8"4' - 7 5/8"4' - 7 5/8"
5'
-
1
1
3
/
4
"
5' - 2 1/4"
45' - 8 3/4"
2' - 9"
15' - 9"
22' - 3"
28' - 8"
39' - 4 1/8"
2' - 0"
5' - 4 1/16"
8' - 8 1/8"
109' - 0 3/4"
15
'
-
6
1
/
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"
54
'
-
4
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5'
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5'
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0
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/
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4'
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3
"
4'
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6
"
2'
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0
"
3'
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0
"
8'
-
0
"
19' - 3 5/8"
7' - 4"19' - 0"15' - 5 3/8"
41' - 9"
3' - 7"6' - 11 3/8"4' - 11"3' - 1 11/32"11' - 4 21/32"4' - 6"5' - 9"
3'
-
1
1
"
12
'
-
1
1
"
5' - 11"
13
'
-
3
1
/
4
"
5' - 9"8' - 3"7' - 0"
5' - 8"
42' - 9 1/2"
17' - 3"14' - 3 3/16"
3' - 1"3' - 2 13/16"1' - 7"4' - 0 3/16"3' - 0"3' - 0"4' - 3"
7
'
-
1
0
"
3' - 9"
12
'
-
7
"
5' - 0"
3'
-
0
"
11' - 6 5/16"
16
'
-
2
1
/
4
"
7'
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0
1
/
4
"
3' - 3"
6' - 1"
2'
-
9
"
8'
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1
"
9' - 4"
2'
-
1
1
7
/
8
"
3' - 9 9/32"
7'
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3
1
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"
6' - 9"
2'
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4
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/
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"
12
'
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1
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13
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1
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4
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4'
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3
"
9' - 4"
7' - 1"
3'
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6
3
/
4
"
6' - 5 1/8"
4'
-
1
1
7
/
8
"
6' - 6"
7' - 0"
11' - 6 5/8"
1' - 6"4' - 3 5/16"4' - 3 5/16"4' - 8"
7'
-
5
"
15' - 11 3/32"
18' - 8"25' - 0 5/16"
24' - 0 9/16"
22
'
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9
7
/
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"
25
'
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3
3
/
4
"
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P
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A101
Floor Plan
Gabby Beaty
Apartments
Westlake
Checker
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1/8" = 1'-0"1 Level 1
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2 3D View 1 3 3D View 2 4 3D View 3