HomeMy WebLinkAbout11.06.23 Joint TC BOT Min-Town of Westlake
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
Town Council/Board of Trustees
Meeting Minutes
4:00 PM Council Chamber Monday, November 6, 2023
AMENDED AGENDA
Present: Mayor Sean Kilbride, Mayor Pro Tem David Quint, Council Member Kim Greaves,
Council Member Tim Shiner, Council Member Anna White, and Victor Sansone III
A.CLOSED EXECUTIVE SESSION (4:00 P.M.)
Mayor Kilbride called the meeting to order and recessed into closed session at 4 p.m.
A.1. 23-217 The Town Council will conduct a closed session pursuant to Texas
Government Code, annotated, Chapter 551, Subchapter D for the
following:
a)Section 551.071(2): Consultation with Attorney to seek advice of
counsel regarding the Entrada Public Improvement District
(PID);(Westlake Academy Special Education Procedures); and (Builders
Recovery Services BRS Litigation); and Compliance with Governance
Roles
b) Section 551.072: Deliberation regarding the Purchase, Exchange,
Lease, or Value of Real Property (I.O.O.F. Westlake Cemetery); and
c)Section 551.074 (a)(1) Deliberation regarding personnel matters: To
deliberate regarding Westlake Academy (Head of School)
B.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS
As a result of closed executive session, Council Member White made a motion to approve a
settlement agreement which was reached at mediation on October 18, 2023 and authorize
the Town Manager and Town Attorney to execute any necessary documents. Motion
seconded by Council Member Sansone. Motion approved unanimously.
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C.REGULAR MEETING – Call to Order (6:15 P.M.)
Mayor Kilbride called the regular meeting to order. (Council Member Shiner departed at 6:15
p.m., Mayor Kilbride excused the absence.)
Town Council/Board of Trustees Meeting Minutes November 6, 2023
D.PLEDGE OF ALLEGIANCE
Mayor Kilbride took a brief moment of silence in honor of Bill Greenwood who recently
passed away. Mayor Kilbride led the Pledge of Allegiance and Pledge to the Texas Flag.
E.CITIZEN/PARENT COMMENTS:
Resident Wayne Stoltenberg spoke expressing his concerns with Library book materials and
offered to donate books.
Mayor Kilbride read an email from Veronica Huff regarding crosswalk public safety concerns.
F.ITEMS OF COMMUNITY INTEREST:
Director of Communications Jon Sasser provided an update on items of community interests.
G.CEREMONIAL ITEMS:
G.1. 23-275 Ceremonial item recognizing Travis Livingston for his promotion to
Lieutenant for the Westlake Fire Department (John Ard, Fire Chief)
Chief Ard recognized Travis Livingston for his promotion to Fire Lieutenant.
Mayor Kilbride provided the oath of office.
H.REPORTS:
H.1. 23-257 Receive a report from Texas House of Representatives Giovanni
Capriglione (Sean Kilbride, Mayor)
There was no discussion on this item.
H.2. 23-239 Receive a Quarterly Report from the Texas Student Housing Authority
(Cayce Lay Llamas, Finance Director)
Mayor Kilbride noted this is a quarterly report, and the report would be
accepted.
I.CONSENT AGENDA:
Mayor Pro Tem Quint requested further discussion on Consent Items I.3 (Engagement
Letter) and I.4 (Interlocal Agreement City of Denton)
I.1. 23-274 Consider approval of Town Council Board of Trustees Meeting Minutes
from the following meeting(s): October 9, 2023 (Regular Meeting); and
take appropriate action (Amy Piukana, Town Secretary)
I.2. 23-280 Consider approval of changes to compensation plan for special
education position(s); and take appropriate action (Caryolyn Anderson,
Interim Head of School)
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I.3. RES 23-62 Consider approving Resolution 23-62 authorizing an Engagement Letter
with McCall Parkhurst & Horton for Public Improvement District Review;
and take appropriate action (Wade Carroll, Town Manager)
Town Manager Wade Carroll provided an update on this item.
Town Council/Board of Trustees Meeting Minutes November 6, 2023
I.4. 23-273 Consider approving an Interlocal Agreement with the City of Denton;
and take appropriate action (Kyle Flanagan, Deputy Director of Public
Works)
Town Manager Wade Carroll briefed Council regarding this item.
The Town Council discussed the bid process and expiration date.
After discussion, a motion was made by Mayor Pro Tem Quint to approve
Consent Items I.1 through I.4, as presented. Motion seconded by Council
Member White. Motion approved unanimously.
J.REGULAR AGENDA ITEM(S)
J.1. ORD-983 Discuss and consider approving the suggested intersection change
submitted by Teague Nall and Perkins Engineering firm and adopt
Ordinance 983 to add stop signs at Randol Mill and Dove intersection
replacing current yield signs, approve quotes from Stripe-A-Zone for
restriping and Smith Lawn and Tree for tree removal and the associated
budget amendment for unbudgeted work; and take appropriate action
Town Manager Wade Carroll briefed Town Council regarding this item.
After discussion, a motion was made by Mayor Pro Tem Quint to approve
Ordinance 983, as presented. Motion seconded by Council Member White.
Motion approved unanimously.
J.2. 23-278 Discuss intersection safety and possible intersection improvements for
the intersection of Solana Blvd and Granada/Cortez; and take
appropriate action (Wade Carroll, Town Manager)
Town Manager Wade Carroll briefed Town Council regarding this item.
The Town Council discussed the funding contribution provided by the
Developer, stop sign locations, and traffic count requirement for lighting
installation.
The Town Manager noted staff's recommendation is to approve an amount
not to exceed $20,000 for the installation of 4 solar powered, LED lit stop
lights at the intersection of Solana Blvd and Granada/Cortez with the
recommendation that the traffic signal be scheduled for installation as part of
the requirements met to approve the development of the Core Logic property
and the light be fully installed and operational before the approval of the last
25% of building permits be issued for the same property.
Motion made by Mayor Pro Tem Quint to approve this item, as presented.
Motion seconded by Council Member White. Motion approved unanimously.
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Town Council/Board of Trustees Meeting Minutes November 6, 2023
J.3. 23-279 Discuss and give staff direction on possible improvements to the
crosswalk crossing at Ottinger Road near Westlake Academy; and take
appropriate action (Wade Carroll, Town Manager)
Town Manager Wade Carroll briefed Council regarding this item.
The Town Manager provided several options for Council's consideration. The
Town Council discussed cost of improvements at the current location which
included restriping the crosswalk with florescent paint, installing lighting in the
street surface along the crosswalk edge, adding spot lighting to the
crosswalk warning lights that would light up the crosswalk area at night,
adding rumble strips in the pavement leading up to the crosswalk from both
the north and the south, and finally moving the initial warning signs further
away from the crosswalk (before the beginning of the “S” curve to the north
and further south to give drivers plenty of early warning that the crosswalk is
in use. Another consideration was to move the crosswalk further south
away from the curve and south of the Deloitte campus commercial entrance.
Council Member White explained there are additional areas within town that
she has safety concerns with, such as Terra Bell and Dove Court and
Roanoke Road at Stage Coach Hills. She explained bad lighting exists with
no crosswalks.
After discussion, the consensus from Council was to utilize Teague, Nall, and
Perkins recommendations to enhance the current crosswalk location.
J.4. 23-288 Consider approving expenditure of funds to Wildstone Construction
LLC in an amount not to exceed $75,000 for emergency repairs to a
public water line at Westlake Academy and the 20-inch supply line from
the City of Ft. Worth; and take appropriate action (Wade Carroll, Town
Manager)
Town Manager Wade Carroll briefed the Town Council. Deputy Public Works
Director Kyle Flanagan was present to answer questions.
The Town Council discussed the water line size, location of main break,
Westlake Academy portion of the repair cost, duration of the leak, metrics
associated with loss, Utility Fund Account and budgeting for these types of
situations.
After discussion, a motion was made by Mayor Pro Tem Quint to authorize
the expenditure in an amount not to exceed $75,000, for water line repairs.
Motion seconded by Council Member White. Motion approved unanimously.
J.5. RES 23-55 Consider approving Resolution 23-55 authorizing the Town Manager to
extend the licensing of the current network security hardware for two
additional months at a total cost of $11,467.94; and to lease network
security equipment, licensing, software, services, maintenance, and
support in an amount not to exceed $80,000 per year for 3 years; and
take appropriate action. (Jason Power, Director of Information
Technology)
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Town Council/Board of Trustees Meeting Minutes November 6, 2023
Director of Information Technology Jason Power briefed Town Council
regarding this item.
The Town Council discussed extending the current contract as recommended
by the consultant.
Motion made by Council Member Sansone to approve extension of the
current licensing for two additional months; and the lease of the network
security hardware, software, and services with a 3-year lease agreement.
Motion seconded by Council Member White. Motion approved unanimously.
J.6. 23-287 Consider approving purchase of Supervisory Control and Data
Acquisition (SCADA) System for a price not to exceed $319,000.00; and
take appropriate action (Kyle Flanagan, Deputy Director of Public
Town Manager Wade Carroll briefed Council regarding this item.
The Town Council discussed the expected life of the new system, bid
process, Enterprise Fund, budgeting, rental option, water model and future
plan of Public Works.
Mr. Carroll stated he would review and work towards a vision plan for Public
Works and provide a five year plan. He noted water rates could be reviewed
once a water model and rate study is completed.
Council Member White made a motion to approve the purchase of the
SCADA system for a price not to exceed $319,000.00. Motion seconded by
Council Member Sansone. Motion approved unanimously.
J.7. WA RES
23-24
Consider approving WA Resolution 23-24 for an Alternate Attendance
Time on Late Start Wednesdays; and take appropriate action (Darcy
McFarlane, Accountability Director)
Accountability Director Darcy McFarland briefed Town Council regarding this
item.
Mayor Pro Tem Quint asked for clarification of the request. Ms. McFarland
explained she is requesting designating 10:45 a.m., as an Alternate Official
Attendance Period for DP Students with Off Campus blocks for periods 1 & 5
on Late Start Wednesday. (11th and 12th grade students) to allow for
attendance funding.
Council Member White made a motion to approve WA Resolution 23-24, as
presented. Motion seconded by Mayor Pro Tem Quint. Motion approved
unanimously.
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J.8. WA RES
23-25
Consider approving WA Resolution 23-25 to authorize payment to
Counselor for services rendered in 2022-23 AP Testing and amend the
fiscal year 2023-24 employee compensation plan; and take appropriate
action (Dr. James Owen, High School Principal)
Town Council/Board of Trustees Meeting Minutes November 6, 2023
Dr. Owen briefed Town Council regarding this item.
Motion made by Mayor Pro Tem Quint to approve authorize $750 be made
available from the 2023-24 DP employee travel allocation for payment to
Counselor for services rendered in 2022-23 for AP Coordination and amend
the fiscal year 2032-24 Employee Compensation Plan. Motion seconded by
Council Member White. Motion approved unanimously.
J.9. WA RES
23-26
Consider approving WA Resolution 23-26 to authorize payment to
Theory of Knowledge teacher for CAS duties in school year 2023-24
and amend the fiscal year 2023-24 compensation plan; and take
appropriate action (Dr. Owen, High School Principal)
High School Principal Dr. Owens was present to answer any questions.
Council Member Greaves made a motion to allocate $750 from the 2023-24
DP employee travel allocation to create a stipend for the Theory of
Knowledge teacher to carry out duties as a CAS adviser and amends the
adopted fiscal year 2023-24 Employee Compensation Plan. Motion
seconded by Council Member White. Motion approved unanimously.
J.10. 23-285 Discussion regarding Westlake Academy Affiliate Policies (Janet
Bubert, School Attorney)
School Attorney Janet Bubert briefed Town Council regarding this item.
Ms. Bubert distributed a draft policy for Council's review.
The Town Council discussed the need for an adopted policy, criminal
background checks, and volunteer access in regard to campus security.
The consensus from Council was to review the drafted policy and provide
feedback by email to the Town Attorney Janet Bubert.
J.11. WA RES
23-22
Consider approving WA Resolution 23-22 approving the second year of
a two-year contract with Dickson Educational Services for PEIMS
support; and take appropriate action (Darcy McFarlane, Accountability
Accountability Director Darcy McFarland briefed Town Council regarding this
item.
The Town Council discussed the length of the contract, funding, total cost per
year and the possibility of eliminating this once the contract ends.
Ms. McFarland agreed this could be eliminated in the future.
Mayor Pro Tem Quint made a motion to approve WA Resolution 23-22, as
presented. Motion seconded by Council Member White. Motion approved
unanimously.
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Town Council/Board of Trustees Meeting Minutes November 6, 2023
K.COUNCIL RECAP/STAFF DIRECTION
Town Manager Wade Carroll provided a recap of staff direction.
L.FUTURE AGENDA ITEMS:
Council Member White requested adding a second Monday to every month for the 2024
Council calendar in order to work towards a strategy and comprehensive plan. Council
Member Sansone agreed, noting if the meeting is not necessary, it could be cancelled.
M.ADJOURNMENT
There being no further business, Mayor Kilbride adjourned the meeting at 8:01 p.m.
Signed by: ______________________
Mayor Sean C. Kilbride
Attested by: ______________________
Amy M. Piukana, Town Secretary
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