HomeMy WebLinkAbout02.05.24 Joint TC BOT AgendaT T, H E T O . W eN _ h.F
,...... Town of Westlake
O
W ESTLAKE 1500 Solana Blvd
DISTINCTIVE BY DESIGN Building 7, Suite 7100
Westlake, TX 76262
Town Council/Board of Trustees
Agenda
Monday, February 5, 2024 4:00 PM Council Chamber
The Town Council of the Town of Westlake serves as the governing Board for Westlake Academy.
This agenda may contain both municipal and Westlake Academy items, which will be clearly identified.
In an effort of transparency, this meeting will be viewable to the public via Live Stream and also
available for viewing after the meeting. In an effort of meeting efficiency, any residents wishing to
speak on action items must submit a speaker request form to the Town Secretary prior to the start of
the meeting. (Speaker request forms are available online)
A. CLOSED EXECUTIVE SESSION (4:00 P.M. FIRST DISCUSSION)
A.1. 23-300 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 regarding Westlake Academy (Head of School/Interim Head of
School), Town Secretary (Mayor Kilbride)
(b) Section 551.071(2) Consultation with Town Attorney to seek advice of
counsel: Westlake Academy Special Education procedures (Janet Bubert,
Westlake Academy Attorney)
B. REGULAR MEETING — Call to Order (4:15 P.M.)
C. PLEDGE OF ALLEGIANCE
D. 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
with a maximum of (15) minutes on the same topic item; 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
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Town Council/Board of Trustees Agenda February 5, 2024
an item may be noticed on a future agenda for deliberation or action.
E. 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
F. 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.
F.I. 24-018 Receive an annual Fire Report (John Ard, Fire Chief)
F.2. 23-291 Receive an Information Technology Audit Report from Inspira Enterprises
(Jason Power, Director of Information Technology)
G. CONSENT AGENDA:
All items listed below are considered routine by the Town Council and/or Board of Trustees
and will be enacted with one motion. There will be no separate discussion of items unless a
Council/Board Member or citizen so requests, in which event the item will be removed from
the general order of business and considered in its normal sequence.
G.1. 23-304 Consider approving Town Council Board of Trustees Meeting Minutes
from the following meeting(s): November 6, 2023 (Regular Meeting); and
take appropriate action (Amy Piukana, Town Secretary)
G.2. 23-295 Consider ratifying yearly contractual payment for PowerSchool SIS and
eFinancePlus software for Westlake Academy in the amount of
$43,302.89; and take appropriate action (Carolyn Anderson Interim Head
of School/Jason Power, Director of Information Technology)
G.3. 23-315 Consider ratifying expenditure for the IB exam registration fees for the
Westlake Academy class of 2024; and take appropriate action (Brandon
Llewellyn, Diploma Program Coordinator)
GA. RES 24-04 Consider approving Resolution 24-04 ratifying expenditures in an amount
of $28,339.45 to Wildstone Construction, Inc. for waterline relocation and
repairs on Cordona; and take appropriate action (Kyle Flanagan, Deputy
Director of Public Works)
G.S. RES 24-01 Consider ratifying Resolution 24-01 entering into a joint TexBuy
cooperative purchasing program (at no cost) for goods and services
(multifunction printers/copiers/scanners), authorizing the Town to enter
into an interlocal agreement with Region 16 Education Service Center;
F
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Town Council/Board of Trustees Agenda February 5, 2024
and take appropriate action (Jason Power, Director of Information
Technology)
G.6. 23-309 Consider ratifying the signing of the lease agreement with MFD Business
Solutions for four (4) multifunction printers/copiers/scanners (3 for
Westlake Academy, 1 for Fire EMS stations), including service, support,
maintenance, supplies, and managed printing software, at the TexBuy
Cooperative rate of $1574 per month for 60 months, which is included
and accounted for in the approved FY24 budget; and take appropriate
action (Jason Power, Director of Information Technology)
G.7. 23-292 Consider ratifying expenditure of approved FY24 budget funds for the
yearly subscription renewal Laserfiche Managed Cloud document
management, utilized by Westlake Academy and all Municipal
departments, in the amount of $37,375; and take appropriate action
(Jason Power, Director of Information Technology)
G.B. 23-293 Consider ratifying expenditure of FY24 budgeted funds for Microsoft
M365 12-month subscription, which is utilized by all municipal staff , Town
Council, and the Planning and Zoning Commission, in the amount of
$33,432; and take appropriate action (Jason Power, Director of
Information Technology)
G.9. 23-294 Consider ratifying expenditure of FY24 budgeted funds in the amount of
$21,588 for ThinkGard DataGard backup, storage, and disaster recovery
services for Westlake Academy and the Municipality for 1 year; and take
appropriate action (Jason Power, Director of Information Technology)
G.10. WA RES Consider adopting WA Resolution 24-01 accepting the Westlake
24-01 Academy Year End Budget Amendment for fiscal year ending August 31,
2023, including assigned fund balances; and take appropriate action
(Cayce Lay Lamas, Director of Finance)
G.11. ORD-991 Consider adopting Ordinance 991 amending the Town of Westlake
Municipal Budget for fiscal year 2023 and appropriating related funds into
fiscal year 2024; and take appropriate action (Cayce Lay Lamas, Director
of Finance).
G.12. RES 24-07 Consider approval of Resolution 24-07 amending the I.O.O.F Westlake
Cemetery Rules and Regulations and Sales Policies; and take
appropriate action (Wade Carroll, Town Manager)
G.13. ORD-985 Consider adopting Ordinance 985 amending Ordinance 976 for the
Master Fee Schedule by updating Westlake I.O.O.F. Cemetery Fees; and
take appropriate action (Wade Carroll, Town Manager)
G.14. ORD-986 Consider adopting Ordinance 986 calling and ordering the General
Election held in conjunction with a Special Election for May 4, 2024 for the
purpose of electing a Mayor and two (2) Town Council Members/Board of
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Town Council/Board of Trustees Agenda February 5, 2024
Trustees and filling one (1) Council Member vacancy for an unexpired
term ending in May 2025, in accordance with the provisions of Section
23.023, Texas Local Government Code; and take appropriate action (Amy
Piukana, Town Secretary)
G.15. WA RES Consider approving WA Resolution 24-08 to amend the 2023-2024
24-08 budget for additional payment to English 1/II teacher to teach a
one -semester class for 9th and 10th grade students who need additional
reading support; and take appropriate action; and take appropriate action
(Dr. James Owen, High School Principal)
G.16. RES 24-08 Consider approving Resolution 24-08 authorizing a purchase agreement
with Municipal Emergency Services (MES) of four Self -Contained
Breathing Apparatus (SCBA) previously approved in the FY23-24 budget
not to exceed $37,000.00 for the Fire Department; and take appropriate
action (Jon Ard, Fire Chief)
G.17. RES 24-10 Consider approving Resolution 24-10 entering into a master interlocal
purchasing agreement with City of Grand Prairie for the purpose of
providing pavement repair services; and take appropriate action (Kyle
Flanagan, Deputy Director of Public Works)
G.18. RES 24-12 Consider approving Resolution 24-12 authorizing the Town Manager to
enter into a Interlocal Agreement with Reynolds for Asphalt for road
repairs; and take appropriate action (Kyle Flanagan, Deputy Director
Public Works)
G.19. RES 24-11 Consider approving Resolution 24-11 authorizing the Town Manager to
execute an agreement with Curtco Crack Repair; and take appropriate
action (Kyle Flanagan, Deputy Director of Public Works)
G.20. WARES Consider approving WA Resolution 24-03 authorizing the expenditure of
24-03 funds to Flock Group, Inc. in an amount not to exceed $116,000 for Flock
Security Cameras at all Town of Westlake entrances and Westlake
Academy; and take appropriate action (Wade Carroll, Town Manager)
G.21. 23-299 Consider allowing Glenwyck Homeowners' Association to access Town
owned power sources to operate two (2) walk-through gates at Glenwick
Park, and to have the Town pay for electricity needed to operate the
gates at an annual cost not to exceed $2400. All costs associated with
equipment installation and future repairs of the walkthrough gates,
motors, and electrical equipment to be paid for by the Glenwyck
Homeowners Association; and take appropriate action (Wade Carroll,
Town Manager)
G.22. 24-032 Consider Council requested improvements, not to exceed $35,000 and
the corresponding FY24 budget amendment, to improve the crosswalk on
Ottinger Road near Westlake Academy; and take appropriate action
(Wade Carroll, Town Manager)
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Town Council/Board of Trustees Agenda February 5, 2024
H. PUBLIC HEARING:
H.1. 23-301 Conduct a Public Hearing and discuss the 2023 Charter FIRST rating for
Westlake Academy based on School Year 2021-2022 data, and the
Annual Financial Management Report. (Marlene Rutledge, Academic
Finance Manager)
I. REGULAR AGENDA ITEM(S):
1.1. RES 24-05 Consider approving Resolution 24-05 accepting the 2022 Audit Report;
and take appropriate action (Cayce Lay Lamas, Director of Finance)
1.2. WA RES
Consider approving
WA Resolution
24-05 amending the Westlake
24-05
Academy Graduation
Policy; and take appropriate action (Dr. James
Owen, High School Principal)
1.3. WA RES
Consider approving
WA Resolution
24-06 amending the Westlake
24-06
Academy Admission
Policy; and take
appropriate action (Janet Bubert,
School Attorney)
J. CLOSED EXECUTIVE SESSION (SECOND DISCUSSION)
J.1. 23-300 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 regarding Westlake Academy (Head of School/Interim Head of
School), Town Secretary (Mayor Kilbride)
(b) Section 551.071(2) Consultation with Town Attorney to seek advice of
counsel: Westlake Academy Special Education procedures (Janet Bubert,
Westlake Academy Attorney)
K. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS
L. COUNCIL RECAP/STAFF DIRECTION
M. 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 .
N. ADJOURNMENT
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE
SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER
TEXAS GOVERNMENT CODE.
CERTIFICATION
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Town Council/Board of Trustees Agenda February 5, 2024
I certify that the above notice was posted on the bulletin board at Town of Westlake, Town Hall,
located at 1500 Solana Blvd., Building 7, Suite 7100, Westlake, TX 76262, in compliance with the
Texas Open Meetings Act, Chapter 551 of the Texas Government Code.
eiur- .d.0
Amy M. Piukana, Town Secretary
ali)aq e- P3S"Irk,
Disabilities Notice: If you plan to attend the meeting and have a disability that requires special
needs, please contact the Town Secretary's Office 48 hours in advance at Ph. 817-490-5711 and
reasonable accommodations will be made to assist you.
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