HomeMy WebLinkAbout1-19-22 Agenda PacketTC Executive Session Agenda – 1/19/22
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TOWN OF WESTLAKE TOWN COUNCIL EXECUTIVE SESSION
MEETING AGENDA
1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBER
WESTLAKE, TX 76262
JANUARY 19, 2022 6:00 P.M.
Vision Statement
An oasis of natural beauty that maintains our open spaces in balance with distinctive development, trails, and
quality of life amenities amidst an ever-expanding urban landscape.
Executive Session
1. CALL TO ORDER
2. EXECUTIVE SESSION
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 on
matters in which the duty of the Town Attorney under the Texas Disciplinary Rules
of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551
of the Texas Government Code - FM 1938 access for proposed Southlake
development.
b. Section 551.071(2) – Consultation with Town Attorney on a matter in which the duty of
the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter: Resolution No. 00-19, a Contract with Hillwood Development Corporation
Concerning the Design Engineering and Construction of the West Side Pump Station and
the Dove Road Waterline.
c. Section 551.071(2) - Consultation with Attorney – to seek advice of counsel on
matters of bankruptcy proceedings by the Texas Student Housing Authority.
3. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
4. 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 SECTIONS
551.07187 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT
CODE.
CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 1500 Solana Blvd.,
Building 7, Suite 7100, Westlake, TX 76262, January 13, 2022, by 6:00 p.m. under the Open Meetings
Act, Chapter 551 of the Texas Government Code.
_____________________________________
Todd Wood, Town Secretary
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TOWN COUNCIL AGENDA
MUNICIPAL SERVICES & WESTLAKE ACADEMY BUSINESS
1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBER
WESTLAKE, TX 76262
JANUARY 19, 2022 6:30 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 6:30 p.m. on Monday, January 19,
2022. In order to advance the public health goal of promoting "social distancing" to slow the spread
of the Coronavirus (COVID-19), there will be limited public access to the physical location described
above. A recording of this meeting will be made and will be available to the public in accordance
with the Open Meetings Act.
Vision Statement
An oasis of natural beauty that maintains our open spaces in balance with distinctive development, trails, and
quality of life amenities amidst an ever-expanding urban landscape.
Mission Statement
Westlake is a unique community blending preservation of our natural environment and viewscapes, while serving our
residents with superior municipal and academic services that are accessible, efficient, cost-effective, and transparent.
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. 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.
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.
4. 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.
5. 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.
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a.Consider approval of the Joint Town Council/Board of Trustees meeting minutes from
August 9, 2021.
b.Consider approval of the Joint Town Council/Board of Trustees meeting minutes from
August 23, 2021.
c.Municipal Services: Consider approval of Resolution 22-01, accepting a generous
donation to be used exclusively for the addition to the Sam and Margaret Lee Arts and
Sciences Center located at 2600 J.T. Ottinger Road.
d.Municipal Services: Consider approval of Resolution 22-02, authorizing the Town
Manager to negotiate and execute an agreement with PowerSchool Group, LLC to
provide a hosted software solution for the Student Information System, Enrollment
system, and Finance/HR system for Westlake Academy, and authorize the Town Manager
to make funding changes not to exceed $50,000 on this project.
e.Municipal Services: Consider approval of Resolution 22-03 adopting the update to the
Town Council Member (Board of Trustees) Governance and Ethics Policy which was
updated in December of 2021.
f.Westlake Academy: Consider approval of WA Resolution 22-01, adopting the
2022-2023 Academic Calendar
6.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.
No items are scheduled for this meeting.
WORKSHOP ITEMS
Workshop items are for discussion only. No action may be taken on items listed under this portion
of the agenda, other than to provide general direction to staff or to direct staff to place such
items on a future agenda for action.
7.COUNCIL AGENDA ITEM REQUESTS
Items listed under this section have been approved by Town Council to be placed on the
Workshop for further discussion and potential direction to staff.
a.Historical Designations for various properties in Westlake. (Mayor Wheat 5/24/)
b.Quarterly HOA Board Meeting Discussions. (Dasgupta 8/23/21)
c.Form a committee to explore finance options regarding building permanent buildings to
replace the portables at Westlake Academy: options to build partnerships without
Town’s biggest stakeholders, so that the expense does not fall entirely on taxpayers.
(White 11/15/21)
d.Amend the Town Ordinance(s) such that the Executive Director of Westlake Academy is
selected by a final approval by the Westlake Academy Board of Trustees. (White
11/15/21)
e.Amend the Town Ordinance(s) such that we require the Superintendent of Westlake
Academy hold a minimum level of credentials as noted below. (White 11/15/21):
1.Hold a Master’s degree or higher in Education.
2.Be enrolled in or have graduated from a Superintendent Certification
Program.
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f.Amend the Town Ordinance(s) to separate the positions of Town Manager and
Superintendent. (White 11/15/21)
g.Discussion regarding governance enrichment as a follow up to our Council retreat on
May 24th with Mike Conduff. (Wheat 11/15/21)
h.Social media policy as it relates to bullying. (Wheat 11/15/21)
i.Social media education policy for K-12. (Wheat 11/15/21)
j.Council discuss and consider live-streaming Council meetings. (White 12/13/21)
k.Council discuss and consider extending our lease at Solana, as current market
conditions make this an attractive option. (White 12/13/21)
l.Council discuss and consider amending our Town Ordinances to establish term limits for
both Mayor and Council seats. For ex. 4 year or 6 year limits. (White 12/13/21)
m.Council discuss and consider requiring developers to post a Development/Performance
Bond on large projects moving forward. (White 12/13/21).
MUNICIPAL SERVICES
No items scheduled for this meeting.
WESTLAKE ACADEMY
8.PRESENTATION AND DISCUSSION OF THE CHARTER DOCUMENT FOR WESTLAKE
ACADEMY.
9.PRESENTATION AND DISCUSSION OF THE PROCESSES, INCLUDING THE USE OF
A PROFESSIONAL SEARCH FIRM, THE TYPE OF SELECTION COMMITTEES, AND
THE REVIEW STEPS, FOR SELECTING THE NEXT EXECUTIVE DIRECTOR AT
WESTLAKE ACADEMY.
10.PRESENTATION AND DISCUSSION OF THE HEALTHY CAMPUS PROTOCOLS AND
RECOMMENDATIONS BY STAFF RELATIVE TO VISITORS ON CAMPUS, CLEANING
PROTOCOLS, THE NUMBER OF AVAILABLE SUBSTITUTE TEACHERS, AND
INFORMATION FROM PUBLIC HEALTH AND SUPERINTENDENT MEETINGS.
GOVERNANCE/POLICY ACTION ITEMS
Governance/Policy Action Items are items that require Town Council action (approving Ordinances,
Resolutions, Contracts, Purchase, etc.).
MUNICIPAL SERVICES
No items are scheduled for this meeting.
WESTLAKE ACADEMY
No items are scheduled for this meeting.
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11. EXECUTIVE SESSION:
The Town Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. 551.071(2) Consultation with Attorney – to seek advice of counsel on matters in
which the duty of the Town Attorney under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of
the Texas Government Code - FM 1938 access for proposed Southlake
development.
b. Section 551.071(2) – Consultation with Town Attorney on a matter in which the duty
of the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter: Resolution No. 00-19, a Contract with Hillwood Development Corporation
Concerning the Design Engineering and Construction of the West Side Pump Station
and the Dove Road Waterline.
c. Section 551.071(2) - Consultation with Attorney – to seek advice of counsel on
matters of bankruptcy proceedings by the Texas Student Housing Authority.
12. RECONVENE MEETING.
13. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
14. COUNCIL RECAP/STAFF DIRECTION.
15. FUTURE AGENDA ITEMS: Any Town Councilmember may request at a workshop and or
Town Council meeting, under “Future Agenda Item Requests”, an agenda item for a future
Town Council meeting. The Town Councilmember making the request will contact the Town
Manager/Superintendent with the requested item and the Town Manager/Superintendent will
list it on the agenda. At the meeting, the requesting Town Councilmember will explain the
item, the need for Town Council discussion of the item, the item’s relationship to the Town
Council strategic priorities, and the amount of estimated staff time necessary to prepare for
Town Council discussion. If the requesting Town Councilmember receives a second, the Town
Manager/Superintendent will place the item on the Town Council agenda calendar allowing
for adequate time for staff preparation on the agenda item.
Submitted for Review:
a. Structural safety audit of the portables. (Dasgupta 1/19/22)
b. Community engagement opportunities for Town Boards and Committees.
(Dasgupta 1/19/22)
c. Update the Town’s annual budget process, so that Council members will have
more input. (White 1/19/22).
16. 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 SECTIONS
551.07187 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT
CODE.
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CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 1500 Solana
Blvd., Building 7, Suite 7100, Westlake, TX 76262, January 13, 2022, by 6:30 p.m. under the Open
Meetings Act, Chapter 551 of the Texas Government Code.
_____________________________________
Todd Wood, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise the
Town Secretary’s Office 48 hours in advance at 817-490-5711 and reasonable accommodations will be made
to assist you.
United States Pledge
"I pledge allegiance to the flag of the United States of
America, and to the republic for which it stands, one
nation under God, indivisible, with liberty and justice for
all."
Texas Pledge
“Honor the Texas flag; I pledge allegiance to the, Texas,
one state under God, one and indivisible.”
Town
Council/Board
of Trustees
Item # 2 – Pledge of
Allegiance
CITIZEN 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.
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 or 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 or 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.
Town
Council/Board
of Trustees
Item #3 – Citizen Comments
ITEMS OF COMMUNITY INTEREST: Town Council/Board of
Trustees Reports on Items of Community Interest, pursuant to
Texas Government Code Section 551.0415, the Town Council/
Board of Trustees 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.
Calendar of Meetings/Events:
Town Council Meeting*
Monday, January 24, 2022; 5:00 pm
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100
Coffee and Conversation
Monday, February 1, 2022; 8 am-9:30 am
Sip Stir Coffee, 1300 Solana Blvd.
Town Council Meeting*
Monday, February 7, 2022; 5:00 pm
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100
Planning & Zoning Meeting*
Monday, February 14, 2022; 5:00 pm
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100
Town Council Meeting*
Monday, February 28, 2022; 5:00 pm
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100
*Reminder: Agendas for all municipal/academic meetings are posted a minimum of 72 hours before the meeting
begins and can be found on our Town’s website under the tab “Government/Agendas & Minutes.”
**For meeting agendas and details on WA calendar events or Municipal calendar events, please visit the Westlake
Academy website or the Town of Westlake website for further assistance.
Town
Council/Board
of Trustees
Item # 4 – Items of
Community Interest
CONSENT AGENDA: All items listed below are considered routine by the Town Council and
will be enacted with one motion. There will be no separate discussion of items unless a Council
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
August 9, 2021.
b. Consider approval of the Joint Town Council/Board of Trustees meeting minutes from
August 23, 2021.
c. Municipal Services: Consider approval of Resolution 22-01, accepting a generous
donation to be used exclusively for the addition to the Sam and Margaret Lee Arts
and Sciences Center located at 2600 J.T. Ottinger Road.
d. Municipal Services: Consider approval of Resolution 22-02, authorizing the Town
Manager to negotiate and execute an agreement with PowerSchool Group, LLC to
provide a hosted software solution for the Student Information System, Enrollment
system, and Finance/HR system for Westlake Academy, and authorize the Town
Manager to make funding changes not to exceed $50,000 on this project.
e. Municipal Services: Consider approval of Resolution 22-03 adopting the update to
the Town Council Member (Board of Trustees) Governance and Ethics Policy which
was updated in December of 2021.
f. Westlake Academy: Consider approval of WA Resolution 22-01, adopting the
2022-2023 Academic Calendar
Town
Council/Board
of Trustees
Item # 5 – Consent Agenda
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MINUTES OF THE WESTLAKE ACADEMY BOARD OF
TRUSTEES MEETING
AUGUST 9, 2021 5:00 P.M. MEETING
In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020,
the Board of Trustees of Westlake Academy conducted this joint meeting at 5:00 p.m. on Monday,
August 9, 2021. In order to advance the public health goal of promoting "social distancing" to slow
the spread of the Coronavirus (COVID-19), there was limited public access to the physical location
described above. A limit of thirty (30) seats were made available to the public on a first-come, first-
serve basis. A recording of this meeting was be made and is available to the public in accordance
with the Open Meetings Act.
Vision Statement
An oasis of natural beauty that maintains our open spaces in balance with distinctive development, trails, and
quality of life amenities amidst an ever expanding urban landscape.
PRESENT: President Laura Wheat and Trustee Members Carol Langdon, Rajiv
Trivedi, Chandrika Dasgupda, and Anna White.
ABSENT: Alesa Belvedere.
OTHERS PRESENT: Superintendent Amanda DeGan, Deputy Town Manager Noah Simon,
Assistant Town Manager Jarrod Greenwood, Director of Finance
Ginger Awtry, Director of Public Works & Facilities Troy Meyer,
Executive Director Dr. Mechelle Bryon, DP Principal Dr. James Owen,
Director of Planning & Development Ron Ruthven, Director of Human
Resources Sandy Garza, Business Manager Marlene Rutledge, and
Director of Community Engagement Jon Sasser.
Regular Session
1. CALL TO ORDER
President Wheat called the Joint Town Council and Board of Trustees meeting to order at
5:40 p.m.
2. PLEDGE OF ALLEGIANCE
3. CITIZEN COMMENTS: This is an opportunity for citizens to address the Board of Trustees
on any matter, whether or not it is posted on the agenda.
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 Board of
Trustees cannot by law take action nor have any discussion or deliberations on any
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presentation made at this time concerning an item not listed on the agenda. The 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.
No one addressed the Board of Trustees.
4. ITEMS OF COMMUNITY INTEREST: President and Trustee Reports on Items of
Community Interest pursuant to Texas Government Code Section 551.0415 the Board of
Trustees 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 Board of Trustee events; (5) information about community events;
and (6) announcements involving imminent threat to public health and safety.
Director of Community Engagement Jon Sasser introduced this item. He provided an update
on the following upcoming events:
• Meeting with the Superintendent #1: Wednesday, August 11, 2021 at 6 p.m. in the
Council Chambers at Westlake Town Hall
• Meeting with the Superintendent #2: Wednesday, August 11, 2021 at 6 p.m. in the
Council Chambers at Westlake Town Hall
• The next Planning & Zoning Meeting will be held on Monday, August 16, 2021 at 5:00
p.m.in the Council Chambers at Westlake Town Hall
• Secondary Back to School Night will be held on Monday, August 16, 2021, from 5:00
p.m. to 7:00 p.m.
• Primary Back to School Night will be held on Monday, August 17, 2021, from 5:00 p.m.
to 7:30 p.m.
5. CONSENT AGENDA: All items listed below are considered routine by the Board of Trustees
and will be enacted with one motion. There will be no separate discussion of items unless a
Board of Trustee 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 BOT minutes from the Joint meeting on March 1, 2021.
b. Consider approval of the BOT minutes from the Joint meeting on March 29, 2021.
c. Consider approval of WA Resolution 21-16, awarding the bid for property/casualty
insurance products and services to Box Insurance Agency for FY 2021-2022, and further
authorize the Superintendent or designee to execute this agreement.
d. Consider approval of WA Resolution 21-17, authorizing the Superintendent to
execute a contract with the Education Service Center Region 11.
MOTION: Council Member Trivedi made a motion to approve the
consent agenda. Council White White seconded the motion. The
motion carried by a vote of 4-0.
6. REPORTS
Reports are prepared for informational purposes and will be accepted as presented. (there
will no presentations associated with the report items) There will be no separate discussion unless a
Board of Trustees Member requests that report be removed and considered separately.
a. Report regarding the 2021-2022 School Year Theme and Focus.
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7. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF WA RESOLUTION
21-18, APPROVING THE WESTLAKE ACADEMY REVISED OPERATING BUDGET
FOR FISCAL YEAR ENDING AUGUST 31, 2021, AND ADOPTING THE WESTLAKE
ACADEMY PROPOSED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2022.
President Wheat then asked that Item #7 be re-ordered to follow Item #10. Upon
completion of Item #10, the Board addressed Item #7.
Superintendent Mrs. Amanda DeGan presented this item. She began by noting that the
proposed budget reflects Westlake Academy’s (WA) continuing initiatives that support the
vision, mission, and values established by the governing Board of Trustees. Westlake
Academy has remained focused on future readiness and providing students with an
internationally minded education of the highest quality, so they are well-balanced and
respectful life-long learners.
Mrs. DeGan then noted that the document presented contains a summary showing the
proposed academic budget for Fiscal Year 2021-22 with the amended budget for Fiscal Year
2020-21. Statistical data, summaries, and charts are intended to provide a review of the
proposed budget, which is a strategic guidance tool for the upcoming school year and
beyond.
The Proposed FY 2021-2022 operating budget reflects the following updates:
• Increase in budgeted student enrollment vs. our previous year (from 865 to 900)
• Hiring a PYP STEM Specialist position
• Expanding the MYP Coordinator position to full-time
• Hiring SPED Teacher to allow our SPED Coordinator to work on program oversight
• Addressing the continuing fiscal impacts of COVID-19
• First year (of two only) to receive federal relief funds (ESSER III-Supplemental) for
public schools, meant to help in specific recovery efforts from the effects of the
COVID-19 pandemic. Westlake Academy will receive $235,085 in FY22 and $227,039
in FY23.
Mrs. DeGan noted that the Board of Trustees reviewed both the Current Year Amended FY
2020-21 and the Proposed Budget for FY 2021-22 at the budget retreat held on June 17,
2021. During these discussions, staff presented the projected year-end expenditures, an
analysis of the coming year revenues and expenditures related to the academic services of
Westlake Academy, and a five-year financial forecast.
The majority of changes made to the proposed budget since the June 2021 Board retreat
were a result of staffing and payroll changes related to the change in positions bulleted
above, along with the hiring of an interim athletic director, a few remaining vacancies,
realignment of stipends, and the integration of the ESSER III-Supplement funding (available
for next two years only). These adjustments resulted in a favorable change to Fund Balance,
adding 3 operating days, from the original information provided to the Board.
The FY 2021-22 General Fund budget presented this evening totals $9,432,983,
representing a 0.22% decrease from the prior year. These projections will decrease fund
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balance by $61,237 for an ending unassigned fund balance of $1,785,979. This balance
provides 69 operating days.
This budget presentation presents another opportunity, prior to adoption, for Board follow-
up and review of the proposed information for the coming fiscal and school year. Legal
requirements for charter school budgets are formulated by the state and the Texas
Education Agency (TEA). A Board typically adopts an appropriated budget on a basis
consistent with GAAP for the general fund, debt service fund and child nutrition program
(which is included in special revenue funds). However, the Academy does not maintain a
debt service fund nor a child nutrition program; therefore, only the General Fund is required
to be adopted. Special Revenue Funds are not adopted by the governing body and are
shown for informational purposes only.
In accordance with State law, the staff has prepared and presents the FY 2021-22 operating
budget for the Academy outlining the anticipated revenues and expenditures of all funds for
the Board’s review and consideration, including the amended year-end budget for FY 2020-
21. The request to amend the original FY 2020-21 operating budget is attached to the
agenda memo for your review. The budgetary changes presented this evening estimate
adding $207,822 to fund balance. Below are the highlights of these changes:
• There was a slight decrease in local revenues due to lower interest rates and student
fee collections; however, state revenue increased by $252,821 (or 3.1%) with the
addition of TEA’s Hold Harmless funds. In October 2020, TEA announced the “Hold
Harmless guarantee”, which is made available to school districts and charter schools
offering in-person instruction for families desiring to be on-campus. After meeting
all of TEA’s conditions of in-person instruction during the 2020-21 school year, the
average daily attendance (ADA) will increase from 839.050 in September 2020 to
893.703 in August 2021. This is a one-time only increase intended to ensure schools
have the flexibility and financial security to provide in-person instruction while
adapting to the established COVID-19 protocols. Therefore, you will note a
corresponding decrease in the proposed revenue budget as a result.
• The expenditure budget increased by $60,000. As part of our state funding, TEA
provides Facilities Allotment funding to be used for maintaining safe and secure
buildings. We reserve 50% of this funding for projects approved by the Town
Manager. A portion of the estimated cost of a project is moved to the municipality
for the work, since the buildings are assets of the Town of Westlake. The fire alarm
system was replaced this summer, making good use of those funds.
President Wheat opened the public hearing at 8:31 p.m.
No one addressed the Board.
President Wheat closed the public hearing at 8:31 p.m.
MOTION: Council Member Dasgupta made a motion to approve
the consent agenda. Council Member White seconded the motion.
The motion carried by a vote of 4-0.
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8. PRESENTATION AND DISCUSSION REGARDING THE STATE OF TEXAS STARR
AND EOC ASSESSEMENT RESULTS FOR 2020-2021.
Executive Director Dr. Mechelle Bryson presented this item. Dr. Bryson began by stating
that the purpose of this discussion is to inform the Board of Trustees of the 2020-2021 State
mandated STAAR and EOC results and provide an opportunity for the Board of Trustees to
gain an understanding of the status of the Academy’s academic progress on state mandated
assessments for grades 3 through 11.
Earlier this summer, the Texas Education Agency (TEA) reported that “as a result of the
learning disruptions caused by the COVID-19 pandemic, the number of students not meeting
grade level increased from 2019 across all subject areas and grade levels, with English I
and English II being the only exceptions.” Although the State assessment results measured
a significant dip in student overall achievement, Westlake Academy students did not. In
fact, Westlake Academy student achievement results varied only slightly from pre-pandemic
scores.
• In 2021, 96% of Westlake Academy students in grade 3 through grade 10 passed
the Reading State Assessment with 50% of the students reaching and surpassing
the mastery level.
• In 2019 - 98% of Westlake Academy students in grade 3 through grade 10 passed
the Reading State Assessment with 51% of the students reaching and surpassing
the mastery level.
• In 2021, 96% of Westlake Academy students in grade 3 through grade 9 passed the
Math State Assessment with 58% of the students reaching and surpassing the
mastery level.
• In 2019 - 97% of Westlake Academy students in grade 3 through grade 9 passed
the Math State Assessment with 61% of the students reaching and surpassing the
mastery level.
Dr. Bryson noted that the ultimate aim of this presentation is to disaggregate the State
assessment data in order to measure the effectiveness of Westlake Academy’s curriculum
and instructional alignment across all IB programmes. Analysis will be provided and areas
of strength and weakness will be identified in order to build an organizational culture where
stakeholders use data continuously, collaboratively and effectively to improve the academic
performance of all students.
9. PRESENTATION AND DISCUSSION REGARDING THE RESULTS OF THE 2021
WESTLAKE ACADEMY STUDENT PERFORMANCE ON THE INTERNATIONAL
BACCALAUREATE (IB) AND ADVANCED PLACEMENT (AP) ASSESSMENTS.
Executive Director Dr. Mechelle Bryson presented this item. She stated that this
presentation will examine and discuss the 2021 student performance on IB and AP
assessments. It will include data analysis in the context of IB global performance, AP global
performance, and WA historical trends.
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The ultimate aim is to disaggregate the data in order to measure the effectiveness of
Westlake Academy’s curriculum and instructional alignment across all IB programmes.
Analysis will be provided and areas of strength and weakness identified in order to build an
organizational culture where stakeholders use data continuously, collaboratively and
effectively to improve the academic performance of all students.
Dr. James Owen then addressed the Board and began by stating that Westlake Academy’s
graduation policy requires that students are a candidate for the IB Diploma unless there are
extenuating circumstances. Dr. Owen then provided data to the Board regarding Westlake
Academy’s IB test scores compared to the global average my subject and grade level.
10. SUPERINTENDENT UPDATE.
a. Westlake Academy campus plan for the 21/22 school year.
Superintendent Mrs. Amanda DeGan presented this item. She updated the Board of recent
information that has been received from Tarrant County and Denton County. Based on this
information staff was recommending that visitors be allowed on campus, provided that
screenings are performed. This process would be consistent with those required for
students and parents. She noted that TEA has issued a quarantine requirement for any
student or staff member for a ten (10) day period if symptoms are present.
11. BOARD RECAP/STAFF DIRECTION
• Report on how Westlake Academy compares to surrounding school districts on STARR
testing
• Report if A/P testing has been performed throughout the country
• Report on how Westlake Academy compares to other schools with IB testing, and if
these tests can be normalized
• Average number of A/P tests taken at Westlake Academy.
12. FUTURE AGENDA ITEMS: Any Board of Trustees member may request at a workshop
under “Future Agenda Item Requests”, an agenda item for a future Board of Trustees
meeting. The Board of Trustees Member making the request will contact the Town Manager
with the requested item and the Superintendent will list it on the agenda. At the meeting,
the requesting Board of Trustees Member will explain the item, the need for discussion of
the item, the item’s relationship to the Board of Trustees strategic priorities, and the amount
of estimated staff time necessary to prepare for Board discussion. If the requesting Trustee
Member receives a second, the Superintendent will place the item on the Board of Trustees
agenda calendar allowing for adequate time for staff preparation on the agenda item.
13. ADJOURNMENT
With no further business for the Board of Trustees, President Wheat asked for a motion to
adjourn the meeting.
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Page 7 of 7
MOTION: Council Member Trivedi made a motion to adjourn the
meeting. Council Member White seconded the motion. The motion
carried by a vote of 4-0.
President Wheat adjourned the meeting at 8:50 p.m.
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT
CODE.
APPROVED BY THE TOWN COUNCIL ON JANUARY 19, 2022.
ATTEST: _____________________________
Laura Wheat, President
__________________________
Todd Wood, Town Secretary
TC/BOT Minutes – 08/23/21
Page 1 of 8
MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE
ACADEMY BOARD OF TRUSTEES MEETING
AUGUST 23, 2021
In accordance with Order of the Office of the Governor issued March 16, 2020, and March 19, 2020,
the Town Council of the Town of Westlake and the Board of Trustees of Westlake Academy conducted
this joint virtual meeting at 5:00 p.m. on Monday, August 23, 2021. In order to advance the public
health goal of promoting "social distancing" to slow the spread of the Coronavirus (COVID-19), there
was limited public access to the physical location described above to thirty (30) seats for the public
on a first-come, first-serve basis. A recording of this meeting was made and will be available to the
public in accordance with the Open Meetings Act.
PRESENT: Mayor/President Laura Wheat and Council/Board of Trustee
Members Carol Langdon, Rajiv Trivedi, Chandrika Dasgupta, and
Anna White.
ABSENT: Alesa Belvedere
OTHERS PRESENT: Assistant Town Manager Jarrod Greenwood, Finance Director
Ginger Awtry, Director of Planning & Development Ron Ruthven,
Director of Community Engagement Jon Sasser, Network
Administrator Duston McCready, Fire Chief Richard Whitten, Deputy
Fire Chief John Ard, Development Coordinator Nick Ford, and Nick
Goulash with Hilltop Securities.
Regular Session
1. CALL TO ORDER
Mayor/President Wheat called the Joint Town Council and Board of Trustees meeting to
order at 5:10 p.m.
2. PLEDGE OF ALLEGIANCE
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Page 2 of 8
3. CITIZEN COMMENTS:
This is an opportunity for citizens to address the Town Council/Board of Trustees on any
matter, whether or not it is posted on the agenda. 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/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/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.
Stephen Bernard addressed Board of Trustees regarding COVID-19.
Bella Sankar addressed Board of Trustees regarding COVID-19.
Dan Jordan addressed Board of Trustees regarding COVID-19.
Kyle Terrell addressed Board of Trustees regarding COVID-19.
Daniel Ronkey addressed Board of Trustees regarding COVID-19.
Bishu Jabob addressed Board of Trustees regarding COVID-19.
Ashok Kolady addressed Board of Trustees regarding COVID-19.
Heidi Custer addressed Board of Trustees regarding COVID-19.
Derick Morgan addressed Board of Trustees regarding COVID-19.
John Tatum addressed Board of Trustees regarding COVID-19.
Eric Yeager addressed Board of Trustees regarding COVID-19.
Jennifer Hill addressed Board of Trustees regarding COVID-19.
Glenn Goble addressed Board of Trustees regarding COVID-19.
4. ITEMS OF COMMUNITY INTEREST
Director of Community Engagement John Sasser provided an update on the following items:
• Terra Bella/Glenwyck/Carlyle Ct/Dove Road Neighborhood Meeting on Tuesday,
August 24, 2021 at 6:00 p.m.
• Chamber of Commerce Alliance Development Forum on Wednesday, August 25,
2021 at 11 a.m. at the Speedway Club, Texas Motor Speedway
• Military Heroes Run on Saturday, August 28, 2021 at 7:00 a.m.
• Town of Westlake/Westlake Academy Holiday: Town Hall and the Municipal Court
will be closed to observe the Labor Day holiday on Monday, September 6, 2021
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• WA BOT/Council Visioning Retreat on Thursday, September 16, 2021; 8:30 am-5:00
p.m. The agenda and meeting location will be provided at a later date.
• Westlake Academy New Parents Meeting on Wednesday, September 22, 2021 at 6
p.m. at the home of Laura and Doug Wheat.
5. CONSENT AGENDA: All items listed below are considered routine by the Town Council
and Board of Trustees and will be enacted with one motion. There will be no separate
discussion of items unless a Council 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 Town Council minutes from the Joint meeting on March 1,
2021.
b. Consider approval of the Town Council minutes from the Joint meeting on March 29,
2021.
c. Consider approval of Ordinance 929, for a negotiated settlement between the Atmos
Cities Steering Committee (“ACSC”) and Atmos Energy Corporation, Mid-Tex Division
(“Company”) regarding the Company’s 2021 Rate Review Mechanism (RRM) Filings;
and Approving a Settlement Agreement with Attached Rate Tariffs and Proof of
Revenues and Other Documents Connected to these Rate Proceedings.
d. Consider approval of Ordinance 930, updating the 2020 Solana Public Improvement
District Service and Assessment Plan and Assessment Roll.
e. Consider approval of Resolution 21-26, approving the tax rolls for tax year 2021 on
property within the town; approving the estimated tax collection rate; and designating
an official to calculate the no-new-revenue tax rate and the voter-approval rate.
f. Consider approval of Resolution 21-27, authorizing the Town Manager to execute
an agreement with Circle T Ranch Phase III association to provide a 5-year
streetscape maintenance agreement for Schwab Way Phase I and II.
MOTION: Council Member Trivedi made a motion to approve the
consent agenda. Council Member Dasgupta seconded the
motion. The motion carried by a vote of 4-0.
6. DISCUSSION AND CONSIDERATION TO ELECT A MAYOR PRO TEMPORE.
Mayor Wheat asked that this item to be addressed following the Superintendent update.
Mayor Wheat then asked for a motion to approve Item #6.
MOTION: Council Member Trivedi made a motion to elect Carol Langdon as
Mayor Pro-Tempore. Council Member Dasgupta seconded the
motion. The motion carried by a vote of 4-0.
7. TOWN MANAGER/SUPERINTENDENT UPDATE.
a. Texas Education Agency (TEA) guidance regarding use of face masks on campus.
b. Development.
Town Manager/ Superintendent provided an update regarding the protocols that are being
observed at Westlake Academy. Council
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8. DISCUSSION AND CONSIDERATION OF RESOLUTION 21-28, APPOINTING AND
REAPPOINTING MEMBERS TO THE PLANNING AND ZONING COMMISSION.
With no questions for the Town Council, Mayor Wheat then asked for a motion to approve
Item #8.
MOTION: Council Member Langdon made a motion to approve Resolution 21-
28. Council Member Trivedi seconded the motion. The motion
carried by a vote of 4-0.
9. CONSIDER APPROVAL OF RESOLUTION 21-29, ADOPTING A MAXIMUM
PROPOSED AD VALOREM TAX RATE, TAKE A RECORD VOTE, AND SETTING THE
DATE FOR THE PUBLIC HEARING AND ADOPTION OF THE OPERATING BUDGET
AND TAX RATE FOR FISCAL YEAR 2021-2022.
Town Manager Amanda DeGan presented this item. Mrs. DeGan noted the required notices
that were required by the Truth in Taxation requirements and showed several options.
Mrs. DeGan noted that the current tax rate was being recommended by staff.
Mayor Wheat then asked for a motion to approve Item #9.
MOTION: Council Member Dasgupta made a motion to approve Resolution
21-29. Council Member White seconded the motion. The motion
carried by a vote of 4-0.
10. CONSIDER APPROVAL OF ORDINANCE 931, AUTHORIZING THE ISSUANCE OF
TOWN OF WESTLAKE, TEXAS, GENERAL OBLIGATION REFUNDING BONDS,
SERIES 2021; AWARDING THE SALE THEREOF; LEVYING A TAX, AND
PROVIDING FOR THE SECURITY FOR AND PAYMENT OF SAID BONDS;
AUTHORIZING THE EXECUTION AND DELIVERY OF A PAYING
AGENT/REGISTRAR AGREEMENT AND A DEPOSIT AGREEMENT; APPROVING
THE OFFICIAL STATEMENT; ENACTING OTHER PROVISIONS RELATING TO THE
SUBJECT; AND DECLARING AN EFFECTIVE DATE.
Mr. Nick Goulash with Hilltop Securities addressed the Council. He explained that Items
310 and #11 were tied together but would need to be voted on separately. Mr. Goulash
noted that the bonds that were being refunded for the issuance of Bonds and Certificates
of Obligation. He explained the premiums that were received, which lowered the amount
of bonds to be sold. This resulted in savings of over $300,000.
Mayor Wheat then asked for a motion to approve Item #10.
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MOTION: Council Member Trivedi made a motion to approve Ordinance 931.
Council Member Langdon seconded the motion. The motion
carried by a vote of 4-0.
11. CONSIDER APPROVAL OF ORDINANCE 932, AUTHORIZING THE ISSUANCE OF
COMBINATION TAX AND REVENUE CERTIFICATES OF OBLIGATION, SERIES
2021; LEVYING A TAX, AND PROVIDING FOR THE SECURITY FOR AND PAYMENT
OF SAID CERTIFICATES; AWARDING THE SALE OF THE CERTIFICATES;
AUTHORIZING THE EXECUTION AND DELIVERY OF A PAYING AGENT
AGREEMENT; APPROVING THE OFFICIAL STATEMENT; ENACTING OTHER
PROVISIONS RELATING TO THE SUBJECT; AND DECLARING AN EFFECTIVE
DATE.
Mayor Wheat asked for a motion to approve Item #11.
MOTION: Council Member Dasgupta made a motion to approve Ordinance
932. Council Member White seconded the motion. The motion
carried by a vote of 4-0.
12. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF ORDINANCE 933,
APPROVING AMENDMENTS TO ORDINANCE 760 APPROVING THE DESIGN
GUIDELINES FOR THE PD1-2 ZONING DISTRICT, KNOWN AS “WESTLAKE
ENTRADA”, LOCATED NORTH OF SOLANA BLVD., EAST OF DAVIS BLVD., AND
SOUTH OF STATE HIGHWAY 114.
Director of Planning & Development Ron Ruthven presented this item, noting that Items
#12, #13, and #14 could be addressed in in a single public hearing. He began by stating
that staff proposes a minor amendment to the Entrada design guidelines regarding signage.
He noted that the Entrada design guidelines, approved by the Town Council on December
14, 2015 by Ordinance 760, currently permit internally illuminated plastic channel letters
on a case by case basis. Existing examples of this type of sign in Entrada can be found on
the front façades of the CVS Pharmacy and the façade of the Sendera Title building. Mr.
Ruthven recommended eliminating plastic internally illuminated channel letters from the
design guidelines. These types of types of signs are pervasive in most suburban retail
developments across the nation and are not consistent with the rustic Catalonian design
theme of Entrada, particularly in multi-tenant situations where more than one business is
in a single building.
Mayor Wheat opened the Public Hearing at 7:53 p.m.
No one addressed the Council.
Mayor Wheat closed the Public Hearing at 7:53 p.m.
Mayor Wheat then asked for a motion to approve Item #12.
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MOTION: Council Member Langdon made a motion to approve Ordinance
933. Council Member Dasgupta seconded the motion. The motion
carried by a vote of 4-0.
13. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF ORDINANCE 934,
APPROVING AMENDMENTS TO ORDINANCES 720 AND 918 APPROVING AND
AMENDING THE DEVELOPMENT PLAN FOR THE PD1-2 ZONING DISTRICT,
KNOWN AS “WESTLAKE ENTRADA”, LOCATED NORTH OF SOLANA BLVD., EAST
OF DAVIS BLVD., AND SOUTH OF STATE HIGHWAY 114.CONDUCT A PUBLIC
HEARING AND CONSIDER APPROVAL OF AN ORDINANCE APPROVING
AMENDMENTS TO ORDINANCES 720 AND 918 APPROVING AND AMENDING THE
DEVELOPMENT PLAN FOR THE PD1-2 ZONING DISTRICT, KNOWN AS
“WESTLAKE ENTRADA”, LOCATED NORTH OF SOLANA BLVD., EAST OF DAVIS
BLVD., AND SOUTH OF STATE HIGHWAY 114.
Mayor Wheat then asked for a motion to approve Item #13.
MOTION: Council Member Dasgupta made a motion to approve Ordinance
934. Council Member White seconded the motion. The motion
carried by a vote of 4-0.
14. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF ORDINANCE 935,
APPROVING AMENDMENTS TO ORDINANCE 703 APPROVING THE PD1-2
ZONING DISTRICT, KNOWN AS “WESTLAKE ENTRADA”, LOCATED NORTH OF
SOLANA BLVD., EAST OF DAVIS BLVD., AND SOUTH OF STATE HIGHWAY 114.
Mayor Wheat then asked for a motion to approve Item #14.
MOTION: Council Member Langdon made a motion to approve Ordinance
935. Council Member Trivedi seconded the motion. The motion
carried by a vote of 4-0.
15. PRESENTATION AND DISCUSSION OF THE TOWN COUNCIL/BOARD OF
TRUSTEES GOVERNANCY POLICY.
This item was tabled until the following meeting.
16. EXECUTIVE SESSION
The Town Council and Board of Trustees will conduct a closed session pursuant to Texas
Government Code, annotated, Chapter 551, Subchapter D for the following:
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a. Section 551.071(2) Consultation with Attorney – to seek advice of counsel on
matters in which the duty of the Town Attorney under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with
Chapter 551 of the Texas Government Code - FM 1938 access for proposed
Southlake development.
b. Section 551.071 - Discussion with the Town Attorney regarding pending,
threatened, or contemplated litigation regarding BRS.
c. Section 551.071 - Discussion with the Town Attorney regarding pending,
threatened, or contemplated litigation and on a matter in which the duty of the
Town Attorney to the Town Council under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with the Open
Meetings Act - drainage matters within Vaquero.
d. Section 551.071(2) – Consultation with Town Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with
this chapter: Resolution No. 00-19, a Contract with Hillwood Development
Corporation Concerning the Design Engineering and Construction of the West
Side Pump Station and the Dove Road Waterline.
The Town Council/Board of Trustees did not convene into Executive Session.
17. RECONVENE TOWN COUNCIL/BOARD OF TRUSTEES MEETING.
The Town Council/Board of Trustees did not convene into Executive Session.
18. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
The Town Council/Board of Trustees did not convene into Executive Session.
19. RECAP AND STAFF DIRECTION.
20. FUTURE AGENDA ITEMS.
21. ADJOURNMENT.
There being no further business before the Town Council or Board of Trustees, Mayor
Wheat asked for a motion to adjourn the meeting.
MOTION: Council Member Langdon made a motion to adjourn the meeting.
Council Member Trivedi seconded the motion. The motion carried
by a vote of 4-0.
Mayor Wheat adjourned the meeting at 9:06 p.m.
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT
CODE.
APPROVED BY THE TOWN COUNCIL ON JANUARY 19, 2021.
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Page 8 of 8
ATTEST: _____________________________
Laura Wheat, Mayor
__________________________
Todd Wood, Town Secretary
Page 1 of 2
COUNCIL AGENDA ITEM
Regular Session - Consent
Wednesday, January 19, 2022
TOPIC: Consider approval of a Resolution accepting a generous donation to be used
exclusively for the addition to the Sam and Margaret Lee Arts and Sciences
Center located at 2600 J.T. Ottinger Road.
STAFF: Troy J. Meyer, Director Facilities & Public Works
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective
Mission: Westlake is a
unique community blending
preservation of our natural
environment and
viewscapes, while serving
our residents and businesess
with superior municipal and
academic services that are
accessible, efficient, cost-
effective, & transparent.
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
On December 22, 2021, an anonymous donor made a generous donation to be used exclusively for
the addition to the Sam and Margaret Lee Arts and Sciences Center located at 2600 J.T. Ottinger
Road. These funds may be used for the following; architect firm, engineering firm, construction
cost and new equipment exclusively for the Sam & Margaret Lee Arts and Sciences addition.
This donation must be matched by outside sources and the matching funds may only be used for
the addition to the Sam & Margaret Lee Arts and Sciences Center. Outside sources may include
but are not limited to the following: Funds raised by Westlake Academy Foundation, private
organizations, nonprofit organizations and donations made to the Town of Westlake for the use of
the Sam & Margaret Lee Arts and Sciences Center addition.
The matching funding sources may not include, bonds, federal or state funding or, funds from the
general fund balance from the Town or Academy.
COUNCIL ACTION/OPTIONS
Accept the donation or reject the donation.
Page 2 of 2
STAFF RECOMMENDATION
Staff is recommending the acceptance of the generous donation for the addition to the Sam and
Margaret Lee Arts and Sciences Center.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $750,000 Funding Source: Contributions/Grants
Contract: No Forms: N/A
Service Levels: The generous donation will greatly benefit the Westlake Academic programs
and the expansion of the Sam and Margaret Lee Arts and Sciences Center.
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: The dontation will provide funding that directly benefits the student
learning experience.
Comprehensive Plan: N/A
Cost Recovery Analysis: No fiscal impact.
Traffic Impact: No traffic impact expected.
ATTACHMENTS
Resolution
Resolution 22-01
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 22-01
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
APPROVING THE ACCEPTANCE OF A GENEROUS DONATION TO BE USED
EXCLUSIVELY FOR THE ADDITION TO THE SAM AND MARGARET LEE ARTS
AND SCIENCES CENTER LOCATED AT 2600 J.T. OTTINGER ROAD. THIS
DONATION MUST BE MATCHED BY OUTSIDE SOURCES AND THE MATCHING
FUNDS MAY ONLY BE USED FOR THE ADDITION TO THE SAM & MARGERT
LEE ARTS AND SCIENCES CENTER.
WHEREAS, the Town of Westlake desires to encourage broad community support and
involvement in this project through utilization of private donations, gifts, and other private
funding sources to enhance this project, as well as ensure its success via the use of a
public/private partnerships; and
WHEREAS, an anonymous donor has come forward and expressed a desire to provide a
generous gift for this project; and
WHEREAS, the Town Council acceptance of this generous gift for an additional to the
Sam and Margaret Lee Arts and Sciences Center and that is in the best interests of the Town of
Westlake and its citizens.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true
and correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION 3: That, the Town Council of the Town of Westlake, hereby accepts a
generous donation of $750,000.00 to the Town from a donor wishing to remain anonymous to
the extent allowed by law and while respecting the donor's wishes to remain anonymous, the
Council acknowledges the desire of this donor to apply these funds to be used exclusively for the
addition to the Sam and Margaret Lee Arts and Sciences Center located at 2600 J.T. Ottinger
Road.
Resolution 22-01
Page 2 of 2
SECTION 4: That, the $750,000.00 donation must be matched by outside sources and
the matching funds may only be used for the addition to the Sam & Margaret Lee Arts and
Sciences Center. Outside sources may include but are not limited to the following: Funds raised
by the Westlake Academy Foundation, private organizations, nonprofit organizations and
donations made to the Town of Westlake for the use of the Sam & Margaret Lee Arts and
Sciences Center addition. The matching funding sources may not include, bonds, federal or state
funding or, funds from the general fund balances of the Town or Academy.
SECTION 5: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 19TH DAY OF JANURARY 2022.
_____________________________
ATTEST: Laura Wheat, Mayor
_____________________________________ _____________________________
Todd Wood, Town Secretary Amanda DeGan, Town Manager
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
Page 1 of 2
TOWN COUNCIL AGENDA ITEM
Regular Meeting - Consent
Wednesday, January 19, 2022
TOPIC: Consider a resolution authorizing the Town Manager to negotiate and
execute an agreement with PowerSchool Group, LLC to provide a hosted
software solution for the Student Information System, Enrollment system,
and Finance/HR system for Westlake Academy, and authorize the Town
Manager to make funding changes not to exceed $50,000 on this project.
STAFF: Jason Power, IT Director
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective
Educational Leaders Municipal &
Academic Operations
Exemplary Service & Governance
- We set the standard by delivering
unparalleled municipal and
educational services at the lowest
cost.
Improve Technology,
Facilities &
Equipment
SUMMARY
The Student Information System (SIS) project has been in progress since early 2021 when
we began researching and evaluating options for Westlake Academy. This process included
establishing a Steering Committee consisting of Academic and Municipal staff to work with a
consultant group and evaluate our current use and possible needs in a new system. The committee
set up surveys, meetings, and discussions with Westlake Academy staff, students,
parents/guardians, and other stakeholders to gather this information. The consultant group took
this information and provided their recommendations for evaluating a new system and
recommended hiring a database administrator (DBA) to assist with the migration to a new system.
The consultant group also assisted in the creation of a Request for Proposal (RFP) for a Student
Information System for Westlake Academy, which was posted in October 2021. We received
three proposals, and the Steering Committee moved forward with evaluating two of proposed
solutions in November and December 2021. The Steering Committee met again with the
consultants in January 2022 to discuss and choose the solution that would best fit the needs of
Westlake Academy Staff, Students and Stakeholders. The choice was made to move forward with
PowerSchool Group, LLC. Their proposal includes a very broad estimated timeline for completion
of the project within 18 months, but an actual timeline will be established as part of the contract
negotiation.
Page 2 of 2
An estimated budget of $200,000 for the project was approved as part of the 2021-2022
Municipal Budget in September 2021, but this was before we were aware of the need for a database
administrator to make the project successful. In November 2021, Town Council approved up to
an additional $115,000 to be allotted from the Municipal General Fund for the hiring of a DBA.
We are very close to hiring a DBA at this point and they should be available to work with us soon
as we look towards starting the process of moving to PowerSchool.
The approval of this resolution would allow the Town Manager to move forward with
negotiating and executing a contract with PowerSchool Group, LLC for the Student Information
System, Enrollment System, and Finance/HR system, including the option for additional products
or services not included in the original RFP but that might be identified as useful and necessary
for the completion of the project while remaining within budget.
COUNCIL ACTION/OPTIONS
Council may approve or deny the staff recommendation.
STAFF RECOMMENDATION
Staff recommends the approval
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $200,000 Funding Source: Capital Improve Fund
Contract: Yes Forms: Forms 1295 & 2270
Service Levels: The proposed Resolution provides a much needed upgrade of the Student
Information System, Enrollment System, and Finance/HR Systems in regards to functionality,
usability, and ease of use for Westlake Academy staff, students, and stakeholders.
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: Improved Student Information System, Enrollment System, and
Finance/HR system for Westlake Academy staff, students, and stakeholders.
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: N/A
ATTACHMENTS
Resolution
Resolution 22-02
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 22-02
A RESOLUTION AUTHORIZING THE TOWN MANAGER TO NEGOTIATE AND
EXECUTE AN AGREEMENT WITH POWERSCHOOL GROUP, LLC TO PROVIDE A
HOSTED SOFTWARE SOLUTION FOR THE STUDENT INFORMATION SYSTEM,
ENROLLMENT SYSTEM, AND FINANCE/HR SYSTEM FOR WESTLAKE ACADEMY,
AND AUTHORIZE THE TOWN MANAGER TO MAKE FUNDING CHANGES NOT TO
EXCEED $50,000 ON THIS PROJECT.
WHEREAS, the Town Council finds that there is a need to provide an updated Student
Information System, Enrollment System, and Finance/HR System for use by the staff, students,
and stakeholders of Westlake Academy and the Town of Westlake; 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 authorizes the
Town Manager to negotiate and execute an agreement with PowerSchool Group, LLC to provide
a hosted software solution for the Student Information System, Enrollment system, and
Finance/HR system for Westlake Academy, and authorizes the Town Manager to make funding
changes not to exceed $50,000 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.
Resolution 22-02
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 19th DAY OF JANUARY 2022.
___________________________________
Laura Wheat, Mayor
ATTEST:
________________________________ ___________________________________
Todd Wood, Town Secretary Amanda DeGan, Town Manager
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry, Town Attorney
Page 1 of 2
TOWN COUNCIL AGENDA ITEM
Regular Meeting - Consent
Wednesday, January 19, 2022
TOPIC: Consider approval of Resolution 22-03, adopting the update to the Town Council
Member (Board of Trustees) Governance and Ethics Policy which was updated in
December of 2021.
STAFF: Amanda DeGan, Town Manager/Superintendent
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective
Transparent / Integrity-
driven Government
Municipal &
Academic Operations
Exemplary Service & Governance
- We set the standard by delivering
unparalleled municipal and
educational services at the lowest
cost.
Increase CSS
Satisfaction
SUMMARY
At our meeting in December 2021, the Council reviewed the final update to the Governance and Ethics
Policy and provided staff direction to update the processes. The changes have been updated and are being
presented for adoption through a resolution of the Town Council.
COUNCIL ACTION/OPTIONS
Council may approve or deny the document as presented.
STAFF RECOMMENDATION
Staff recommends the approval
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $N/A Funding Source: N/A
Contract: No Forms: N/A
Service Levels: No changes to our current service levels.
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: N/A
Page 2 of 2
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: N/A
ATTACHMENTS
Resolution
Resolution 22-03
Page 1 of 15
TOWN OF WESTLAKE
RESOLUTION NO. 22-03
A RESOLUTION OF THE TOWN COUNCIL AMENDING AND ADOPTING THE
COUNCIL’S GOVERNANCE AND ETHICS POLICY DOCUMENT.
WHEREAS, the Town Council finds that ethical, transparent, and effective governance
are a foundation of the daily operations of our organization; and,
WHEREAS, the Town Council has reviewed, discussed, and approved the proposed
update to the current Ethics policy (being renamed the Governance & Ethics Policy; and
WHEREAS, the Town Council finds that it is important to publish said policies and
procedures to help guide the work and interaction of the Council; and
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the citizens of Westlake.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 22-03
Page 2 of 15
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 19th DAY OF JANUARY 2022.
___________________________________
Laura Wheat, Mayor
ATTEST:
________________________________ ___________________________________
Todd Wood, Town Secretary Amanda DeGan, Town Manager
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry, Town Attorney
Resolution 22-03
Page 3 of 15
Town Council Member
(Board of Trustee)
Governance & Ethics Policy
Adopted 07/28/2008
Revised 12/13/2021
Resolution 22-03
Page 4 of 15
We Will Never bring disgrace to this, our Town, by any act of dishonesty or
cowardice; we will fight for our ideals and sacred things of the Town, both
alone and with many; We will never bring disgrace to this, our Town, by any
act of dishonesty or cowardice; we will fight for our ideals and sacred things of
the Town, both alone and with many; we will revere and obey the Town’s laws
and do our best to incite a like respect and reverence in those about us; we will
strive unceasingly to quicken the public’s sense of civic duty; and thus in all
the ways we will strive to transmit this Town not only not less but greater, better
and more beautiful than it was transmitted to us.
The Ephebic Oath was that taken by the young men of
the ancient Athens when they became
of age to assume the responsibility of citizenship
We all have the responsibility to protect the integrity
of our governing process and therefore,
have read and agreed to these guidelines.
Resolution 22-03
Page 5 of 15
Table of Contents
Section I: Governance Relations & Ethics Policy ............................. 4
A. Mayor/President’s Responsibilities ...................................... 6
B. Council/Board of Trustee Member’s Responsibilities ......... 6
C. Mayor/President & Council/Board Member
Code of Conduct .................................................................. 7
D. Board and Staff Relations .................................................... 7
Section II: Council-Manager Form of Government........................... 8
Section III: Agenda Procedures ........................................................ 9
Section IV: Council Media Relations ................................................ 12
Resolution 22-03
Page 6 of 15
Section I - Governance Relations Policy
The Westlake Town Council is the governing body for the Town of Westlake and also serves as the
Board of Trustees for Westlake Academy; therefore, they must bear the initial responsibility for the
integrity of governance. As the Town of Westlake owns, operates, and holds the charter for the
school, the title of Council Member will also apply to their role as a governing board for our
academic services department (Westlake Academy). Thus, Town Council Member is synonymous
with Board of Trustee Member and Mayor is synonymous with President of Westlake Academy.
Serving the community is a great honor and should help build the public trust in our local
government. The Council is responsible for its own professional development and education (both
as a body and as individuals), its own discipline, and its own performance. The development and
adherence to this policy is designed to ensure effective and efficient governance as it is the
foundation of our success.
This policy will address Mayor/President and Council/Board relations, Council/Board and Staff
relations, the Council-Manager Form of Government and Council/Board and media relations. By
adopting these guidelines, we acknowledge our responsibility to each other, to our professional
staff, and to the public that we all serve. The Council will govern both municipal and academic
services in a manner associated with a commitment to the preservation of the values and integrity
of representative local government and democracy, and a dedication to the promotion of efficient
and effective governing. The following statements will serve as a guide and acknowledge the
commitment being made in this service to the community:
1. The Council has as high priorities the continual improvement of the member’s professional
ability and the promotion of an atmosphere conducive to the fair exchange of ideas and
policies among members.
2. The Council will endeavor to keep the community informed on municipal/academy affairs;
encourage communication between the residents and the Council; strive for strong working
relationships among neighboring municipalities and elected officials.
3. In its governance role, the Council will continue to be dedicated to friendly and courteous
relationships with Staff, other Council members, and the public, and seek to improve the
quality and image of public service.
4. The Council will also strive to recognize its responsibility to future generations by addressing
the interrelatedness of the social, cultural, and physical characteristics of the ties of the
community when making policies.
5. And finally, each Council member will make a commitment to improve the quality of life for
the individual and the community, and to be dedicated to the faithful stewardship of the public
trust.
Statement of Purpose
In order to ensure the proper discharge of duties for the improvement of democratic municipal
and school governance, Westlake Council/Board Members should display behavior that
demonstrates independent, impartial review of all matters addressed by them and be duly
responsible to the residents of Westlake and to each other in their relationships.
Resolution 22-03
Page 7 of 15
Code of Ethics
The office of elected officials is one of trust and service to the residents of the Town of Westlake
and Westlake Academy. This position creates a special responsibility for the Westlake
Council/Board Member. In response to this, the Westlake Council/Board is expected to govern
this Town in a manner associated with a commitment to the preservation of the values and integrity
of representative local government and local democracy and a dedication to the promotion of
efficient and effective governing. To further these objectives, certain ethical principles shall
govern the conduct of every Council/Board Member, who shall:
1. Be dedicated to the highest ideals of honor and integrity in all public and personal relationships
in order that the member may merit the respect and confidence of the residents of Westlake;
and,
2. Recognize that the chief function of local government at all times is to serve the best interests
of all of the people; and,
3. Be dedicated to public service by being cooperative and constructive, and by making the best
and most efficient use of available resources; and,
4. Refrain from any activity or action that may hinder one’s ability to be objective and impartial
on any matter coming before the board. Do not seek nor accept gifts or special favors; believe
that personal gain by use of confidential information or misuse of public funds or time is
dishonest; and,
5. Recognize that public and political policy decisions, based on established values, are ultimately
the responsibility of the board; and,
6. Conduct business in open, well publicized meetings in order to be directly accountable to the
residents of Westlake. It is recognized that certain exceptions are made by the State for
executive sessions; however, any action as a result of that type of meeting will be handled
later in open session.
A. MAYOR/PRESIDENT’S RESPONSIBILITIES
The Mayor/President has the important responsibility of presiding at meetings, issuing
proclamations, and generally serves as the governmental head of Town Council/Board of Trustees.
One of the major duties of the position, is to work with the other Council/Board Members to
identify, prioritize, and allocate funding for the needs of both municipal and academic service
areas and work with staff to set the strategic outcomes of the organization.
The Mayor also represents the Town in ceremonial events, makes presentations on behalf of the
municipality and should expect to give interviews to the media (when necessary), preside at
graduation each year, help produce videos for the organization and participate in business
discussions with all stakeholders. Additional information is listed below:
Resolution 22-03
Page 8 of 15
1. The Mayor/President shall be the presiding officer at all meetings. The Mayor Pro-tem
shall preside in his/her absence.
2. Except as provided for by State law pertaining to voting on Council/Board matters, the
Mayor/President shall have a voice in all matters before the Council/Board.
3. The Mayor/President shall preserve order and decorum and shall require Council/Board
members engaged in debate to limit discussion to the question under consideration.
4. The Mayor /President is the spokesperson for the Council/Board on all matters unless
absent, at which time his/her designee will assume the role.
5. The Mayor/President will encourage all Council/Board members to participate in
Council/Board discussions and give each member an opportunity to speak before any
member can speak again on the same subject.
6. The Mayor /President may limit each speaker to three to five (5) minutes to ensure an
efficient use of time. The Mayor/President is responsible for keeping the meetings orderly
by recognizing each member for discussion, limiting speaking time, encouraging debate
among members and keeping discussion limited to the agenda item being considered.
7. Should a conflict arise among Council/ Board members, the Mayor/President will serve as
the mediator.
B. COUNCIL/BOARD OF TRUSTEES MEMBER RESPONSIBILITIES
Council/Board of Trustee members serve in a legislative role for the organization. They have the
important role of approving policy direction, setting the strategic direction for both municipal and
academic services through the establishment of the vision/mission/values and collaborating with
staff to develop outcome objectives, and measuring the effectiveness of the service delivery
methods for the municipality.
Unless restricted by state law, each Council/Board member may vote (or abstain) on agenda items
that require approval at meetings. Members also serve as the authorizing body that may levy taxes,
assess and charge fees, sell bonds to finance projects and functions of the municipality, and
approves the budget for both municipal and academic services.
C. MAYOR/PRESIDENT AND COUNCIL/BOARD MEMBER CODE OF CONDUCT
During the Council/Board meetings, members shall preserve order and decorum, shall not interrupt
or delay proceedings, and shall not refuse to obey the orders of the Mayor/President or the rules of
the Council/Board. Council/Board members shall demonstrate respect and courtesy to each other,
to professional Staff, and to members of the public appearing before the Council/Board.
Council/Board members shall refrain from rude and derogatory comments and shall not belittle
Resolution 22-03
Page 9 of 15
Staff members, other Board members, or members of the public. They should not use their position
to secure special privileges and should avoid situations that could cause any person to believe that
they may have brought bias or partiality to a question or issue before the Council/Board.
Members of the Council/Board will not condone any unethical or illegal activity. All members of
the Council/Board agree to uphold the intent of this policy and to govern their actions accordingly.
D. BOARD AND STAFF RELATIONS
No single relationship is as important as that of the Council/Board and their Town Manager
/Superintendent in effectively governing the Town of Westlake/Westlake Academy. It is for this
reason that the Council/Board and Town Manager /Superintendent must understand their
respective roles in that process. The Town Manager/Superintendent is the primary link between
the Council/Board and the professional Staff. The Council’s/Board’s relationship with the Staff
shall be through the Town Manager/Superintendent.
1. In order to ensure proper presentation of agenda items by Staff, questions arising from
Council/Board members after receiving their information packet should be, whenever
possible, presented to the Town Manager /Superintendent for Staff consideration prior to
the meeting. This allows the Staff time to address the member’s concern and provide all
members with the additional information.
2. The Town Manager /Superintendent shall designate the appropriate Staff member to
address each agenda item and shall see that each presentation is prepared and presented in
order to inform and educate the Council/Board on the issues which require action. The
presentation should be professional, timely, and allow for discussion of options for
resolving the issue. The Staff member making the presentation shall either make it clear
that no action is required or present the specific options for Council/Board consideration.
3. The Town Manager /Superintendent is directly responsible for providing information to
all the Council/Board concerning any inquiries by a specific Board member. If the Town
Manager or his/her Staff’s time is being dominated or misdirected by a Council/Board
member, it is his/her responsibility to inform the Mayor/President.
4. The Town Manager/Superintendent will be held responsible for the professional and
ethical behavior of himself/herself and the discipline of his/her Staff. The Town
Manager/Superintendent is also responsible for seeing that his/her Staff receives the
education necessary to address the issues facing municipal government.
5. Any conflicts arising between the Town Staff and the Council/Board will be addressed by
the Mayor/President and the Town Manager /Superintendent.
6. All Staff members shall show each other, each Council/Board member, and the public
respect and courtesy at all times. They are also responsible for making objective,
professional presentations to ensure public confidence in the process.
Resolution 22-03
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7. The Town Manager /Superintendent, after an election, will make sure that the Staff has
prepared information needed for the orientation of new Council/Board members and
inform them of any Texas Municipal League/Texas Charter School conferences and
seminars available.
8. The Town Manager /Superintendent will also be responsible for meeting personally with
new members and informing them about Town/Academy facilities and procedures.
9. The Town Manager/ Superintendent is responsible for the orientation of all new
Council/Board members after an election. The orientation shall include meeting
procedures, Staff and media relations, current agenda items and leadership training
programs.
SECTION II – COUNCIL-MANAGER FORM OF GOVERNMENT
The Council-Manager Form of government (or town manager plan) is similar, in many respects,
to that of a private corporation, in which the stockholders elect a board of directors which then
hires a president to run the company. Under the city manager plan, the voters elect a city council
which, in turn, hires a town manager to administer the town’s day-to-day operations.
Under this configuration, the council serves as the legislative body: sets policy, approves the
budget, sets the tax rate, and the extent and cost of municipal and academic services. In short, the
council is the final authority on the policy decisions that determine the scope and functions of the
town government.
The mayor and councilmembers have no administrative duties under the Council-Manager form
of government. These responsibilities are vested in the town manager, who is responsible for hiring
staff, directing and managing the programs of the town in accordance with ordinances, rules, and
regulations adopted by the council.
The typical town manager in Texas is appointed for an indefinite term and is subject to dismissal
by the council at any time except as otherwise prohibited by law. He or she is designated as the
chief executive and administrative officer of the town and is accountable to the council for the
proper conduct of all municipal operations.
The manager has the unilateral authority to hire, discipline, and fire the department heads under
the town manager’s direction. In our organization, the town attorney and municipal judge, are
directly hired and/or supervised by the council rather than the town manager. Although the
manager’s role varies from one city to another, the primary function is to implement the policies
established by the council and ensure the city is operated in an economical and responsible manner.
Specific duties of the manager may include the following:
1. Enforcing all town ordinances, rules, and regulations.
2. Supervising all municipal and academic employees and programs.
3. Preparing and executing the town’s annual budgets for municipal and academic services
Resolution 22-03
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4. Managing the town’s funds and preparing periodic reports that advise the council and the
public of the town’s financial position.
5. Providing information to the council to facilitate its ability to make informed decisions in
the best interests of the town.
6. Preparing council and board meeting agendas and attending all such meetings to serve as
a resource to the council and the public.
7. Identifying needs of the community and recommending methodology by which the
council may respond to those needs.
SECTION III – AGENDA GUIDELINES AND PROCEDURES
The Open Meetings Act (the “Act”) was adopted to help facilitate the publics access to
governmental meetings and decision-making processes. “It requires meetings of governmental
bodies to be open to the public, liberally construed in favor of open government.” (excerpted from
the www.texasattorneygeneral.gov website) The Act prohibits the Town Council/Board of
Trustees, boards, and commissions from taking action on or engaging in any discussion regarding
an item not listed on the agenda. There will be a section for open citizen comments during each
agenda; however, the Council/Board Members are not allowed to engage or interact on the topic
with the person speaking during this portion of the meeting.
Quorum of Elected Officials: The Act defines “quorum” as a majority of the governing body for
both the Town Council and the Board of Trustees. For example, three members of the five-member
Council/Board constitutes a quorum for hearing both municipal and academic matters. Except in
certain circumstances, the presence of the Mayor/President is not included in the ‘count’ for a
quorum.
A resident who has been elected to serve as a member of a governing body but whose election has
not been certified (or the oath of office administered) is not yet a member of the governing body.
Thus, a meeting between two newly elected persons who have not yet taken the oath of office and
two serving Council/BOT members is not subject to the Act because no quorum is present. It is
also important to note, that a board member may not delegate his or her authority to deliberate or
vote to another person, absent express statutory authority to do so.
Regular meetings of the Town Council/Board of Trustees are held on the second and fourth
Monday of each month (pending any conflicts with holiday scheduling). The meetings will begin
at the time posted on each respective agenda and may change based on the number of items placed
on the agenda for discussions during each session. The location will also be posted for each
meeting in order to allow the public to attend and participate in the local government process.
Consent Agenda Items
The consent agenda includes items of a routine nature and will generally be approved with one
motion. Council/Board Members may ask a question regarding a consent agenda item, speak in
opposition to the recommended action, request that their vote show opposition to an item, or may
remove an item from the consent agenda and have it considered as a separate item. Any item so
removed from the consent agenda shall be considered after other items on the consent portion of
the agenda have been heard and voted on.
Resolution 22-03
Page 12 of 15
Executive Session
Executive Sessions are closed meetings and are permitted for the discussion of the following items
that legitimately fall within the exceptions as stated in the Texas Open Meetings Act:
• Consultation with the Town Attorney to seek advice about pending or contemplated
litigation, settlement offer, or other matter as permitted;
• Deliberations regarding the purchase, lease, exchange or value of real property;
• Deliberations regarding personnel matters; or
• Deliberations regarding economic development negotiations.
Future Agenda Item Requests. Any Council/Board member may request an agenda item be
considered for discussion at a future meeting.
a. The Council/Board member making the request will contact the Town
Manager/Superintendent, in writing, with a description of the requested item and he or she
will list it on an agenda as a “Future Agenda Item” for consideration by the entire Council.
The item will then be placed on future agenda within 30 days of the initial request.
b. At the agenda meeting where the item will be considered for a future discussion, the
requesting Council/Board member shall provide the following information to the Council:
i. an explanation of the item being considered;
ii. the items relationship to the strategic priorities/objectives of the organization;
iii. the question(s) the Council member would like to have answered by Staff.
c. If the requesting Council Member receives a second after the broader discussion, the Town
Manager/Superintendent will place the item on a future agenda workshop for preliminary
discussions by Council. The Council should consider the following in providing direction
to Staff on the item:
i. the necessary Staff time it will take to research and prepare the item for the initial
discussion (the Town Manager/Superintendent will provide an estimate to
Council);
ii. the priority of the item in relation to other projects currently in process, and;
iii. the Council shall then provide Staff with an estimated month for completion.
Requests for Administrative Inquiry. A Council/Board member may request that the Town
Manager/Superintendent investigate a specific topic or subject and report staff’s response and/or
findings back to the entire Council by brief email. Administrative inquiries are strictly intended
for items that are of interest to the Council/Board as a whole, will require only brief staff time (less
than 30 min of research) to investigate and respond, and in the Council’s view does not merit time
or discussion at a Council meeting.
If the request will take more than a brief amount of time to research and respond, the Town
Manager/Superintendent will inform the Council by email and the requesting Council Member
will then have the option to submit the request as a Future Agenda Item for consideration by the
Resolution 22-03
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larger governing board.
a. At the agenda meeting where the item will be considered for a future discussion, the
requesting Council Member shall provide the following information to the Council:
iv. an explanation of the item being considered;
v. the items relationship to the strategic priorities/objectives of the organization;
vi. the question(s) the Council member would like to have answered by Staff.
Agenda Reports. Reports are prepared by staff and placed on the appropriate Council agenda for
informational purposes and will be accepted as presented. There will be no presentation for these
items or separate discussion unless a Council Member requests that a report be removed and
discussed separately.
Agenda Preparation by Council. Each Council Member is responsible for being prepared to
attend the meetings and discuss the agenda and is encouraged to attend at least one Texas
Municipal League or Texas Charter School sponsored conference each year in order to stay
informed on issues facing municipalities and charter schools. It is the responsibility of
Council/Board members to be informed about action taken by the Council/Board in their absence.
Each individual Council/Board member is responsible for scheduling a discussion with the Town
Manager/Superintendent, or his/her representative, to receive an update on information that was
discussed at any missed meeting. Whenever possible, this update should occur prior to the next
regularly scheduled Council meeting in order to ensure each Council Member is receiving timely
information and engaged in the process of governance for the community.
General Rules of Order
1. When addressing an agenda item, the Council/Board member shall first be recognized by
the Mayor/President, confine himself/herself to the question under debate, avoid reference
to personalities, and refrain from impugning the integrity or motives of any other
Council/Board member or Staff member in his/her argument or vote.
2. In the absence of a ruling by the Mayor/President on any procedural matter, a
Council/Board member may move to change the order of business or make any other
procedural decision deemed appropriate. The affirmative vote of a majority of the
Council/Board members present and voting shall be necessary to approve the motion.
3. Any Council/Board member may appeal to the Council/Board as a whole from a ruling by
the Mayor/President. If the appeal is seconded, the person making the appeal may make a
brief statement and the Mayor/President may explain his/her position, but no other member
may speak on the motion. The Mayor/President will then put the ruling to a vote.
4. Any Council/Board member may ask the Mayor/President to enforce the rules established
by the Board. Should the Mayor/President fail to do so, a majority vote of the
Council/Board members present shall require him/her to do so.
Resolution 22-03
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5. When a Council/Board member is appointed to serve as liaison to an affiliate board, the
Council/Board member is responsible for keeping all Council/Board members informed of
significant activities.
6. As much as practicable, Council/Board agendas, particularly workshop meetings, should
be centered on the Council’s/Board’s strategic plans and related policy matters. To achieve
that end, the Town Manager/Superintendent and his/her Staff will work to facilitate that
focus.
Section IV - Council/Board and Media Relations
Since the democratic form of government is only successful when the citizens are kept informed
and educated about the issues facing their municipality, it is imperative the media play an important
role in the council-manager-media relations. It is through an informed public that progress is
insured and good government remains sensitive to its constituents. These guidelines are designed
to help ensure fair relationships with print, radio, and television reporters. The Council and the
Town Manager/ Superintendent recognize that the news media provides an important link between
the Council/Board and the public. It is desire to establish a professional working relationship to
help maintain a well informed and educated citizenry.
1. During the conduct of official business, the news media shall occupy places designated for
them or the general public.
2. All reporters will have access to an agenda and will be furnished support material needed for
clarification if requested.
3. In order to preserve the decorum and professionalism of Council/Board meetings, the media
are requested to refrain from conversing privately with other people in the audience and to
conduct any interview with the public outside the meeting room while the Council/Board is
in session.
4. Since each government body conducts business differently, it is requested that all reporters
new to Board meetings meet with the Town Manager/Superintendent, Mayor/President, or the
designated media relations representative prior to covering their first meeting to be informed
of the policies and procedures to help foster a professional working relationship between the
media reporter and the Town.
5. On administrative matters, the Town Manager/Superintendent is the spokesperson, unless
he/she has appointed a media relations person to present staff information on the agenda.
6. The Mayor/President, or his/her designee, is the primary spokesperson for the Town/Academy
on matters regarding policy decisions or any Council information pertaining to issues on the
agenda. In order to ensure fair treatment of an issue, any clarifications requested by the media
on the issue should be addressed after the meeting. When opposing positions have been
debated, regardless of the outcome, the public is better informed when all sides have adequate
coverage by the media. This lets the public know that the item was seriously debated and
Resolution 22-03
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options discussed before a vote was taken and helps build confidence in the democratic
process.
7. The Town of Westlake Council/Board is made up of five (5) Council Members and a
Mayor/President, each elected by the residents of Westlake. In respect to each Council
Member and his/her constituents, his/her views as presented on an issue before the Council
should provide equitable representation from all members. Even though Council Members
may express differing ideas, equitable representation helps promote unity of purpose by
allowing the public to be informed of each member’s position during his/her term of office
and not only during an election campaign.
Page 1 of 2
BOARD OF TRUSTEES AGENDA ITEM
Regular Meeting - Consent Item
Wednesday, January 19, 2022
TOPIC: Consider approval of Resolution WA 22-01, Approving Proposed 2022-
2023 Academic Calendar
STAFF: Dr. Mechelle Bryson, Executive Director
STRATEGIC ALIGNMENT
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: Westlake
Academy is an IB
World School whose
mission is to provide
students with an
internationally
minded education of
the highest quality, so
they are well-
balanced life-long
learners.
Academic
Operations PYP / MYP / DP
Improve the
Efficiences of
Operational
Systems
SUMMARY
Westlake Academy’s mission is to provide students with an internationally minded education of
the highest quality, so they are well-balanced life-long learners. The Academy’s Academic
Calendar is one of the tools that the Academy utilizes to fulfill this mission.
The Academy is presenting the 2022-2023 Academic Calendar for approval.
The following actions were taken to create the 2022-2023 Academic Calendar:
1. Established a 2022-2023 Calendar Committee;
Page 2 of 2
2. Identifed Key District Constraints and Variables;
3. Obtained feedback from the Instructional Leadership Team
4. Drafted Sample Calendars;
5. Identified Potential Impact for each Sample Calendar
6. Obtained additional feedback from staff
7. Allowed staff to vote to finalize calendar recommendation
Staff members are seeking approval of the proposed 2022-2023 Academic Calendar.
COUNCIL (BOARD OF TRUSTEE) ACTION/OPTIONS
Board of Trustee action options are to approve or deny approval of the proposed 2022-2023
Academic Calendar.
STAFF RECOMMENDATION
The Academy is seeking approval of the proposed 2022-2023 Academic Calendar.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: None Funding Source: N/A
Contract: No Forms: N/A
Service Levels: N/A
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: This is not a development project; thus, it will not impact mobility or
enrollment.
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: N/A
ATTACHMENTS
Resolution
Proposed 2022-2023 Academic Calendar
Resolution WA 22-01
Page 1 of 3
WESTLAKE ACADEMY
RESOLUTION 22-01
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
ADOPTING THE ACADEMIC CALENDAR FOR THE 2022-2023 SCHOOL YEAR.
WHEREAS, Westlake Academy considers attendance essential to the academic
achievement of students; and,
WHEREAS, Westlake Academy desires to create an academic calendar that promotes
attendance, adheres to the requirements of the State, and provides our stakeholders with timely
information to plan for the school year; and,
WHEREAS, Westlake Academy is required to create and publish academic calendars for
each school year; and,
WHEREAS, Westlake Academy Academic Calendar Committee researched and
developed an academic calendar for the 2022-2023 school year; and,
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That, the Board of Trustees of Westlake Academy, hereby approves the
2022-2023 academic calendar attached to this resolution as Exhibit “A”.
SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution WA 22-01
Page 2 of 3
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 19th DAY OF JANUARY 2022.
___________________________________
Laura Wheat, President
ATTEST:
________________________________ ___________________________________
Todd Wood, Board Secretary Amanda DeGan, Superintendent
APPROVED AS TO FORM:
________________________________
Janet S. Bubert or L. Stanton Lowry,
School Attorney
Resolution WA 22-01
Page 3 of 3
Reports are prepared for informational purposes and will be accepted as presented.
(there will no presentations associated with the report items) There will be no separate discussion
unless a Board of Trustees Member requests that report be removed and considered
separately.
No items are scheduled for this meeting.
Town
Council/
Board of
Trustees
Item # 6 – Reports
WORKSHOP ITEMS ARE FOR DISCUSSION ONLY. NO ACTION MAY BE TAKEN ON
ITEMS LISTED UNDER THIS PORTION OF THE AGENDA, OTHER THAN TO PROVIDE
GENERAL DIRECTION TO STAFF OR TO DIRECT STAFF TO PLACE SUCH ITEMS ON A
FUTURE AGENDA FOR ACTION.
7. COUNCIL AGENDA ITEM REQUESTS
Items listed under this section have been approved by Town Council to be placed on the
Workshop for further discussion and potential direction to staff.
a. Historical Designations for various properties in Westlake. (Mayor Wheat 5/24/21)
b. Quarterly HOA Board Meeting Discussions. (Dasgupta 8/23/21)
c. Form a committee to explore finance options regarding building permanent
buildings to replace the portables at Westlake Academy: options to build
partnerships without Town’s biggest stakeholders, so that the expense does not
fall entirely on taxpayers. (White 11/15/21)
d. Amend the Town Ordinance(s) such that the Executive Director of Westlake
Academy is selected by a final approval by the Westlake Academy Board of
Trustees. (White 11/15/21)
e. Amend the Town Ordinance(s) such that we require the Superintendent of
Westlake Academy hold a minimum level of credentials as noted below. (White
11/15/21):
1. Hold a Master’s degree or higher in Education.
2. Be enrolled in or have graduated from a Superintendent Certification
Program.
f. Amend the Town Ordinance(s) to separate the positions of Town Manager and
Superintendent. (White 11/15/21)
g. Discussion regarding governance enrichment as a follow up to our Council retreat
on May 24th with Mike Conduff. (Wheat 11/15/21)
h. Social media policy as it relates to bullying. (Wheat 11/15/21)
i. Social media education policy for K-12. (Wheat 11/15/21)
j. Council discuss and consider live-streaming Council meetings. (White 12/13/21)
Town
Council/Board
of Trustees
Item # 7 – Workshop Items
k. Council discuss and consider extending our lease at Solana, as current market
conditions make this an attractive option. (White 12/13/21)
l. Council discuss and consider amending our Town Ordinances to establish term
limits for both Mayor and Council seats. For ex. 4 year or 6 year limits. (White
12/13/21)
m. Council discuss and consider requiring developers to post a
Development/Performance Bond on large projects moving forward. (White
12/13/21)
PRESENTATION AND DISCUSSION REGARDING THE CHARTER DOCUMENT
FOR WESTLAKE ACADEMY.
Board of
Trustees
Item # 8 – Presentation
and Discussion
Page 1 of 2
WESTLAKE ACADEMY AGENDA ITEM
Regular Meeting - Discussion Item
Wednesday, January 19, 2022
TOPIC: Presentation and Discussion of the Charter document for Westlake
Academy.
STAFF CONTACT: Amanda DeGan, Town Manager/Superintendent
Janet Bubert, Academic Services Attorney
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Academic Excellence Citizen, Student &
Stakeholder PYP / MYP / DP Increase Stakeholder
Satisfaction
SUMMARY
The school’s attorney, Janet Bubert, will present each Council Member with a copy of the
Charter document for Westlake Academy and will discuss how the Charter has evolved since its
original submittal to the Texas Education Agency in 2001. We have had the following changes
to our Charter since it was approved:
• Renewal in 2006/2007;
• Boundary expansion in 2008;
• Amendment to increase enrollment capacity in 2012; and our
• Renewal in 2015/2016.
Our next renewal will not be due until 2026.
RECOMMENDATION
Receipt of the Charter and discussion regarding the presentation from school’s attorney.
Page 2 of 2
ATTACHMENTS
Charter to be given to Council at the meeting.
PRESENTATION AND DISCUSSION OF THE PROCESSES, INCLUDING THE USE
OF A PROFESSIONAL SEARCH FIRM, THE TYPE OF SELECTION COMMITTEES,
AND THE REVIEW STEPS, FOR SELECTING THE NEXT EXECUTIVE DIRECTOR
AT WESTLAKE ACADEMY.
Board of
Trustees
Item # 9 – Presentation
and Discussion
Page 1 of 2
WESTLAKE ACADEMY AGENDA ITEM
Regular Meeting - Discussion Item
Wednesday, January 19, 2022
TOPIC: Presentation and Discussion of the processes, including the use of a
professional search firm, the type of selection committees, and the review
steps, for selecting the next Executive Director at Westlake Academy.
STAFF CONTACT: Amanda DeGan, Town Manager/Superintendent
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Academic Excellence Citizen, Student &
Stakeholder PYP / MYP / DP Increase Stakeholder
Satisfaction
Timeline - Start Date: January 19, 2022 Completion Date: N/A
Funding Amount: N/A Status: N/A Source - N/A
Contract: No Forms: N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
We are in the process of selecting our next Executive Director for Westlake Academy with the
retirement of Dr. Mechelle Bryson which will occur later this year. As part of the recruitment
process, the Council approved the use of a professional selection firm, Carney, Sandoe &
Associates (CSA) in 2021. The Council and Staff teams then began to evaluate the current and
future needs of the campus, create a position profile and recruitment brochure, and discuss the
selection process with our representative with CSA.
While CSA began to search for our next on-campus leader in 2021, we are now in receipt of a
pool of applicants that we will evaluate with CSA’s help in order to narrow down the interested
individuals. Staff will present an overview of the consultants’ recommendations for the selection
Page 2 of 2
of the candidate, and we will review what has been done in the past when selecting a person for
this position.
RECOMMENDATION
Review of the information presented by Staff.
ATTACHMENTS
None
PRESENTATION AND DISCUSSION OF THE HEALTHY CAMPUS PROTOCOLS
AND RECOMMENDATIONS BY STAFF RELATIVE TO VISITORS ON CAMPUS,
CLEANING PROTOCOLS, THE NUMBER OF AVAILABLE SUBSTITUTE
TEACHERS, AND INFORMATION FROM SUPERINTENDENT MEETINGS AND
PUBLIC HEALTH OFFICIALS.
Board of
Trustees
Item # 10 – Presentation
and Discussion
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Regular Meeting - Discussion Item
Wednesday, January 19, 2022
TOPIC: Presentation and Discussion of the Healthy Campus protocols and
recommendations by Staff relative to visitors on campus, cleaning
protocols, the number of available substitute teachers, and information from
superintendent meetings and public health officials.
STAFF CONTACT: Amanda DeGan, Town Manager/Superintendent
Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Academic Excellence Citizen, Student &
Stakeholder PYP / MYP / DP Increase Stakeholder
Satisfaction
SUMMARY
Staff will provide Council with an update on our current protocols and information that has been
discussed through the public health officials’ weekly calls and insight into what other
superintendents have shared with Staff this week. The Healthy Campus team has also resumed
our weekly meetings to monitor our current cases of the COVID-19 virus within our student and
staff population, evaluate our need to shift any staff members to help with shortages of teachers,
and to ensure we are current in requirements from the Texas Education Agency (TEA).
COUNCIL ACTION STEPS
Provide feedback to Staff on any updates to our current protocols.
ATTACHMENTS
None
The Town Council will conduct a closed session pursuant to Texas Government Code
annotated, Chapter 551, Subchapter D for the following:
a. 551.071(2) – Consultation with Town Attorney to seek advice of counsel on
matters in which the duty of the Town Attorney under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with
Chapter 551 of the Texas Government Code - FM 1938 access for proposed
Southlake development.
b. Section 551.071(2) – Consultation with Town Attorney on a matter in which the duty
of the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with this chapter:
Resolution No. 00-19, a Contract with Hillwood Development Corporation Concerning
the Design Engineering and Construction of the West Side Pump Station and the
Dove Road Waterline.
c. Section 551.071(2) - Consultation with Attorney – to seek advice of counsel on
matters of bankruptcy proceedings by the Texas Student Housing Authority.
Town Council
Item# 11 – Executive
Session
Town Council
Item # 12 – Reconvene Town
Council Meeting
TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
Town Council
Item # 13 – Necessary Action
Town
Council/Board
of Trustees
Item # 14 – Recap and
Staff Direction
Any Town Councilmember may request at a workshop and or Town Council meeting, under
“Future Agenda Item Requests”, an agenda item for a future Town Council meeting. The Town
Councilmember making the request will contact the Town Manager/Superintendent with the
requested item and the Town Manager/Superintendent will list it on the agenda. At the meeting,
the requesting Town Councilmember will explain the item, the need for Town Council discussion
of the item, the item’s relationship to the Town Council strategic priorities, and the amount of
estimated staff time necessary to prepare for Town Council discussion. If the requesting Town
Councilmember receives a second, the Town Manager/Superintendent will place the item on the
Town Council agenda calendar allowing for adequate time for staff preparation on the agenda
item.
Submitted for Review:
a. Structural safety audit of the portables. (Dasgupta 1/19/22)
b. Community engagement opportunities for Town Boards and Committees. (Dasgupta
1/19/22)
c. Update the Town’s annual budget process, so that Council members will have more
input. (White 1/19/22).
Town Council/
Board of
Trustees
Item # 15 – Future Agenda
Items
Town Council/
Board of
Trustees
Item # 16 – Adjournment