The URL can be used to link to this page

Home My WebLink About02-03-20 Page 1 of 3 TOWN OF WESTLAKE TOWN COUNCIL MEETING AGENDA 1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBER WESTLAKE, TX 76262 FEBRUARY 3, 2020 5:00PM MEETING 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. Work Session 1. CALL TO ORDER 2. CITIZEN COMMENTS: This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. Any person desiring to make a public comment must first be recognized by the presiding officer, and sign in at the podium with their name and address. 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 Council cannot by law take action nor have any discussion or deliberations on any presentation made to the Council at this time concerning an item not listed on the agenda. The Council will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. 3. 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 Trustee requests that report be removed and considered separately. a. Quarterly Financial “Dashboard” report for the quarter ended December 31, 2019. 4. COUNCIL RECAP / STAFF DIRECTION Regular Session will begin immediately following the work session 1. CALL TO ORDER 2. CONSIDER RESOLUTION 20-06, APPOINTING TODD WOOD AS THE TOWN SECRETARY. 3. CONSIDER RESOLUTION 20-07, AUTHORIZING AN AGREEMENT WITH BENNETT AND REEDY UTILITY LLC. (B&R) FOR THE BASE BID PLUS ALTERNATE Page 2 of 3 1 FOR $191,320.00 TO PERFORM THE PAVEMENT REPAIRS ON SOLANA BLVD., FROM STATE HIGHWAY 114 FRONTAGE ROAD TO F.M. 1938 AND REJECTING ALL ALTERNATE 2 BIDS, AUTHORIZING THE TOWN MANAGER TO EXECUTE THE AGREEMENT AND AUTHORIZING TOWN STAFF TO MAKE FUNDING CHANGES NOT TO EXCEED $25,000 ON THIS PROJECT. 4. EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087 Deliberation Regarding Economic Development Negotiations (1) to discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to a business prospect described by Subdivision (1) for the following: - Entrada - Front 44 b. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: - Town Manager evaluation c. Section 551.071(2) Consultation with City 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. d. Section 551.071(2) Consultation with Attorney – to seek advice of counsel on matters in which the duty of the Town Attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code - FM 1938 access for proposed Southlake development. 5. RECONVENE MEETING 6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS 7. 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 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. Page 3 of 3 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 29, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Tanya Morris, Assistant to the 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 817-490-5741 and reasonable accommodations will be made to assist you. CITIZEN COMMENTS: This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council cannot by law take action nor have any discussion or deliberations on any presentation made to the Council at this time concerning an item not listed on the agenda. The Council 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 Item # 2 – Citizen Comments 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 Council Member requests that report be removed and considered separately. a. Quarterly Financial “Dashboard” report for the quarter ended December 31, 2019. Town Council Item # 3 – Reports Page 1 of 3 Westlake Town Council TYPE OF ACTION Workshop - Report Westlake Town Council Meeting Monday, January 27, 2020 TOPIC: Report of Quarterly Financial Dashboard and Analysis as well as Capital Projects for the Quarter ended December 31, 2019 STAFF CONTACT: Debbie Piper, Finance Director Strategic Alignment Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective Fiscal Responsibility Fiscal Stewardship Exemplary Service & Governance - We set the standard by delivering unparalleled municipal and educational services at the lowest cost. Increase Transparency, Accessibility & Communications Strategic Initiative Maintain Receipt of Various Financial Awards for both Municipal and Academic Services Time Line - Start Date: October 1, 2019 Completion Date: December 31, 2019 Funding Amount: N/A Status - N/A Source - N/A EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY) The 1st quarter “Dashboard” reports and “Analysis” for the FY 2019-2020 is attached. Our goal is to have a concise and easy to understand document regarding the financials of our three (3) operating funds: General Fund, Visitors Association Fund and the Utility Fund. The remaining funds are a function of transfers in, related expenditures and transfers out; therefore, we have not prepared quarterly reports for these funds. We have also included an additional report related to the capital projects year-to-date expenses as well as an update of the projects. Please note on each individual fund’s report, you may see a “M” or a “%” beside several revenue line items. The “M” indicates that the line-items are typically accrued, and the revenue hasn’t been received yet. Instead of using this explanation and reporting as a budget that has under- performed, we have taken the number of months of receipts and used that amount to calculate the YTD budget. Page 2 of 3 Because several of our revenues are not received evenly throughout the year we are calculating the YTD budget amount based on the percentage (“%”) of the revenue received in the prior year for the same period. We feel this is a much better representation of the current year revenue. In review, these quarterly reports contain a “dashboard” display complete with major revenue and expenditure categories. A comparison of the “YTD Budget” amount and the “YTD Actuals” at 12/31/19 has been presented. The color green obviously means that we are good in those specific line items when comparing “YTD Budget” to “YTD Actuals”. Any concerns between these two areas show up as yellow (cautionary) or red (critical). A summary is presented at the bottom of each fund page indicating the net revenues over (under) expenditures along with the projected ending fund balances for the Adopted Budget, YTD Budget as well as the YTD Actuals. The operating days remaining in Unrestricted Fund Balance have been calculated using operating expenditures. Our revised Fiscal and Budgetary Policies state that we will strive to maintain 180 days of operations. Note the “Analysis” is color coded and corresponds to the specific line-item on the “Dashboard” report. All “cautionary” and “critical” items are detailed with explanations of the variances. I have explained several of the line-items that were greater (green) in revenue than we anticipated helping you understand what specifically happened with that revenue line-item. I have also prepared explanations for several expenditures that were considerably under budget so you may see why these funds have not been expended. Included in each explanation you will find a number that reflects the exact variance in that department/line-item. General Fund • Revenues are under the anticipated budget for the 1st quarter by $156,536. Most of this deficit is due to Permits and Fees-Buildings. We budgeted for 32 lots for the FY 19-20 but have only received 3 residential permits. The Knolls should complete their infrastructure in March. We have received quite a bit of interest and building permits will be issued as quickly as possible. Commercial related receipts were only for remodel permits which are typically low, but we are forecasting additional activity for the remainder of the year. • Expenditures are under budget by $335,556 with $154,927 being attributed to Payroll and Related expenditures. Two approved positions have not been filled as of 12/31/2019 (Full time public works technician and part-time Academy accounting technician). There are currently four unfilled firefighter positions as well as the budgeted market increases were $175K; however, only $122K were distributed to employees. In addition, the Operations and Maintenance expenditures are under budget by $180,629. These various expenditures are not spread throughout the year equally and should level out as the year progresses. Visitors Association Fund • Revenues are over the 1st quarter budget by $12,096 with Hotel/Motel tax and the car show registration being the major causes. • Expenditures are under budget by $45,235. This is primarily due to the same explanations as noted in the General Fund above related to Payroll and Operations. Page 3 of 3 Utility Fund • Revenues are over budged by $334,159. $286,944 of this amount is due to water revenue which is based on the percentage of revenue received in the same time frame as the previous year. The increase is due to additional residential and commercial developments as well as increased volume sold due to 50% less rainfall during the 1st quarter of the current year vs. prior year. In addition to the water revenue, the sewer/waste revenues were over the anticipated budget by $74,118. Residential sewer averages work in correlation with water usage based on the prior year winter quarter average months of December, January, and February consumption. Tap and Impact fees were under by $13,273 as a direct reflection of new home starts and Permit and Fees were under by $24,275 due to the timing of these revenues which are typically at year-end. • Expenses were under budget by $24,228 primarily due to the payroll as stated above. In addition, there were overages in several line-items (1) Capital Outlay – purchased water meters for inventory (2) Attorney – due to the BRS lawsuit which included trial and testimony, and (3) Lift Station repairs – one-time repairs made during the first quarter. We will monitor these accounts as the year progresses to determine if the overages can be absorbed with other expenses. RECOMMENDATION The Council review the current quarterly financial reports ATTACHMENTS Quarterly Financial Dashboard and Analysis for the Quarter Ended 12/31/19 for the following funds: • General Fund • Visitors Association Fund • Utility Fund • Capital Projects Update Quarterly Financial Dashboard FY 18/19 PY Actuals ADOPTED Allocation YTD Actuals Percent of Over through Annual of Estimated through YTD Estimated (Under) 1st Quarter Budget YTD Budget 1st Quarter Budget Budget M General Sales Tax 1,267,409$ 5,437,500$ 906,250$ 827,765$ 91%(78,485)$ %Property Tax 594,147 1,634,916 543,119 500,511 92%(42,608) %Franchise Fees 11,846 316,924 9,926 15,490 156%5,564 Permits and Fees Misc 21,053 197,185 49,296 90,248 183%233,781 Permits and Fees Bldg 4,358,880 2,635,325 658,831 402,217 61%(256,614) Fines & Forfeitures 130,153 547,476 136,857 120,566 88%(16,291) Misc Income 104,704 367,716 91,929 90,047 98%(1,882) Total Revenues 6,488,193 11,137,042 2,396,208 2,046,844 85%(156,536) Transfer In - 67,225 - - -- 6,488,193$ 11,204,267$ 2,396,208$ 2,046,844$ 85%(156,536)$ FY 18/19 PY Actuals ADOPTED Allocation YTD Actuals Percent of Over through Annual of Estimated through YTD Estimated (Under) 1st Quarter Budget YTD Budget 1st Quarter Budget Budget Payroll, Taxes, Insurance, Retirement 1,065,269$ 5,072,562$ 1,310,254$ 1,155,327$ 88%(154,927)$ Operations & Maintenance 964,879 6,162,797 1,230,154 1,049,525 85%(180,629) Total Expenditures 2,030,148 11,235,359 2,540,408 2,204,852 87%(335,556) Transfer Out - 1,354,730 - - 0%- 2,030,148$ 12,590,089$ 2,540,408$ 2,204,852$ 87%(335,556)$ FY 18/19 PY Actuals ADOPTED Allocation YTD Actuals through Annual of Estimated through 1st Quarter Budget YTD Budget 1st Quarter 6,488,193$ 11,204,267$ 2,396,208$ 2,046,844$ 2,030,148 12,590,089 2,540,408 2,204,852 4,458,045$ (1,385,822)$ (144,200)$ (158,009)$ 9,761,849 12,827,017 12,827,017 12,827,017 Ending Fund Balance 14,219,894 11,441,195 12,682,817 12,669,009 251,984 298,560 298,560 252,684 Unrestricted Fund Balance 13,967,910$ 11,142,636$ 12,384,257$ 12,416,325$ Total Operating Expenditures $9,142,823 $9,683,907 $2,540,408 $2,204,852 Daily Operating Cost $25,049 $26,531 $26,146 $26,146 # of Operating Days Unrestricted 475 475 474 475 (%) Based on same % as prior year (M) Based on number of months of receipts FY 2019/2020 FY 2019/2020 FY 2019/2020 SUMMARY Total Expenditures and Other Uses Quarter Ended General Fund EXPENDITURES AND OTHER USES Total Revenues and Other Sources REVENUES AND OTHER SOURCES 2 months 36% 1% 12/31/2019 Restricted Funds Net Change to Fund Balance Beginning Fund Balance (Estimated) Total Revenues & Other Sources Total Expenditures & Other Uses Positive •greater than 90% Cautious •between 70% -90% Negative •less than 70% Revenue Legend Positive •less than 100% Cautious •between 101% -110% Negative •greater than 110% Expenditure Legend EXEMPLARY GOVERNANCE Town Officials, both Elected and Appointed, exhibit Respect, Stewardship, Vision, and Transparency SERVICE EXCELLENCE Public Service that is Responsive and Professional, while balancing Efficiency, Effectiveness and Financial Stewardship 1 Town of Westlake Dashboard Analysis for Quarter Ended 12/31/2019 GENERAL FUND TOTAL REVENUES AND OTHER SOURCES $ 11,204,267 Adopted Budget $ 2,396,208 YTD Budget $ 2,046,844 YTD Actual 85% YTD Budget % $ (156,536) Over (Under) Budget GENERAL SALES TAX $ 5,437,500 Adopted Budget $ 906,250 YTD Budget (2 months) $ 827,765 YTD Actual (2 months) 91% YTD Budget % $ (78,485) Over(Under) Budget • Sales tax revenues are received from the State two months after paid. Because the Town is on a modified accrual basis, we can recognize these revenues when earned. • In the prior year, the town received $519K related to an economic development agreement as well as approximately $500K in presumed one-time payments due to the construction renovation of two of the Solana tenants. PROPERTY TAX $ 1,634,916 Adopted Budget $ 543,119 YTD Budget $ 500,511 YTD Actual 92% YTD Budget % $ (42,608) Over(Under) Budget • Income is not distributed evenly over the fiscal year; the YTD budget is calculated on the four-year average percentage of revenue collected in the same period (33.22%) 2 Town of Westlake Dashboard Analysis for Quarter Ended 12/31/2019 GENERAL FUND FRANCHISE FEES $ 316,924 Adopted Budget $ 9,926 YTD Budget $ 15,490 YTD Actual 156% YTD Budget % $ 5,564 Over(Under) Budget • Receipts for each quarter are typically received 4-6 weeks after the quarter ends. • The majority of payments have not yet been received. PERMITS AND FEES - MISCELLANEOUS $ 197,185 Adopted Budget $ 49,296 YTD Budget $ 108,498 YTD Actual 220% YTD Budget % $ 59,202 Over(Under) Budget • The miscellaneous permit and fees category are comprised of revenues from three different departments; General Services, Planning & Development, and the Fire Department. Income in these departments/categories will not be distributed evenly over the year. • The largest items making up the increase are the following: o Tree Mitigation – Primarily due to the trees in Quail Hollow being mitigated. Because of the size of the trees, which relates to the fees, budgeting for these fees are a challenge. ▪ Total Budget is $25,000, YTD Allocated Budget is $6,250, Received $18,250. o Engineer Review/Civil Fees - Larger review fee than normal due to size and scope of the Solana Plaza parking addition ▪ Total Budget is $20,000, the YTD Allocated Budget is $5,000, received $12,700 o Development fees - Fees were increased in October 2019. A large portion of the 1st quarter receipts is $25,450 from Fidelity for a concept plan o Contractor Registration - unable to predict the number of contractors that will register within a given season/year. ▪ Total Budget is $15,000, YTD Allocated Budget is $3,750, received $7,268. Likely to flatten out in the fiscal year to what was budgeted 3 Town of Westlake Dashboard Analysis for Quarter Ended 12/31/2019 GENERAL FUND PERMITS AND FEES - BUILDING $ 2,635,325 Adopted Budget $ 658,831 YTD Budget $ 402,217 YTD Actual 61% YTD Budget % $ (256,614) Over(Under) Budget • Residential – 32 lots were budgeted for FY 19-20. We are seeing a slightly slower performance than usual for the first quarter with only 3 residential permits issued. o We anticipate more sales of the lots budgeted for the year in Granada/Quail Hollow/Entrada for the remaining 3 quarters. o The Knolls should complete their infrastructure in March. This development has received quite a bit of interest and building permits will be issued as quickly as possible. • Commercial - only remodel permits have been issued which are typically low in cost, which equals a lower permit cost (except for the Fidelity remodel at $153,850). No new commercial permits were issued for construction; however, we forecasted more permits in Entrada to fill this gap. • See attached detail of commercial and residential activity from the Planning and development department for more detail. FINES AND FORFEITURES $ 547,476 Adopted Budget $ 136,857 YTD Budget $ 120,566 YTD Actual 88% YTD Budget % $ (16,291) Over(Under) Budget • Income will not be distributed evenly over the fiscal year; Citation Revenue (net of state fees) under budget $8,653. Other revenues (technology, security, warrant fees, collection fees) under budget $7,637. • The citation count has been lower than expected/estimated over the past few months. The Town Manager has spoken with the Keller Police Chief regarding the reduced numbers and they are researching 4 Town of Westlake Dashboard Analysis for Quarter Ended 12/31/2019 GENERAL FUND MISCELLANEOUS INCOME $ 367,716 Adopted Budget $ 91,929 YTD Budget $ 90,047 YTD Actual 98% YTD Budget % $ (1,882) Over(Under) Budget • The Miscellaneous Income category is comprised of revenues from six different departments; General Services, Fire Department, Municipal Court, Public Works, Facilities and Communications. It includes items such as mixed beverage tax, interest income, contributions, donations, facility rentals, insurance refunds, etc. This income will not be distributed evenly over the fiscal year. TRANSFERS IN $ 67,225 Adopted Budget $ 0 YTD Budget $ 0 YTD Actual 0% YTD Budget % $ 0 Over(Under) Budget • This category is comprised of a transfer in from the Utility Fund based on the forecasted Fort Worth Impact Fees on new home construction starts. This amount will be transferred at year end based on actuals receipts. 5 Town of Westlake Dashboard Analysis for Quarter Ended 12/31/2019 GENERAL FUND TOTAL EXPENDITURES A ND OTHER USES $ 12,590,089 Adopted Budget $ 2,540,408 YTD Budget $ 2,204,852 YTD Actual 87% YTD Budget % $ (335,556) Over (Under) Budget PAYROLL AND RELATED $ 5,072,562 Adopted Budget $ 1,310,254 YTD Budget $ 1,155,327 YTD Actual 88% YTD Budget % $ (154,927) Over(Under) Budget • This cost is affected by employee taxes and insurances costs and will fluctuate as policies change; medical, dental, life, workers comp, unemployment. • Two approved positions have not been filled as of 12/31/2019 o Full Time Public Works Technician (+1) o Part Time Academy Accounting Technician (+.5) • Currently there are four unfilled firefighter positions in the Fire department • Market increases were budgeted to be $175K; however, only $122K in market adjustments were distributed to employees. OPERATIONS & MAINTENANCE $ 6,162,747 Adopted Budget $ 1,230,154 YTD Budget $ 1,049,525 YTD Actual 85% YTD Budget % $ (180,629) Over(Under) Budget • The Operations and Maintenance category is comprised of several different departments and expenditure classifications. Funds are not distributed evenly over the fiscal; as the year progresses, these expenditures should balance out. o ROW irrigation & Landscaping : ($46,718 under budget) – The irrigation system is turned off in the winter months. Most of the repair costs will be from March to September due to the high usage of the system. Landscaping costs will also be associated with these months. o Various Service expenditures ($141,144 under budget) include contract services, contract landscaping, election, attorney fees, records management, etc. should level out as the year progresses. o Travel and Training – ($30,363 under budget) Seminars and trainings are taken throughout the year. Additional training/travel will be taken in the coming 3 quarters. 6 Town of Westlake Dashboard Analysis for Quarter Ended 12/31/2019 GENERAL FUND TRANSFERS OUT $ 1,354,730 Adopted Budget $ 0 YTD Budget $ 0 YTD Actual 0% YTD Budget % $ 0 Over(Under) Budget • The following are typically transferred at the fiscal year end o $891,360 Transfer Out to Fund 410 Capital Projects o $229,185 Transfer Out to Fund 600 General Maintenance & Replacement o $229,185 Transfer Out to Fund 605 General Vehicle Maintenance & Replacement o $ 5,000 Transfer Out to Fund 505 Utility Vehicle Maintenance & Replacement 7 AVG AVG FEES ADOPTED ACTUALS SF FY 19-20 FY 19-20 1ST QTR VARIANCE Avg SF FY 19-20 8.00 - (8.00) 8,000 $15,300 Permit Fees 122,400 - (122,400) $1,500 MEP Fees 12,000 - (12,000) $9,530 Inspection/Review Fees 76,240 - (76,240) $600 Grading & Excavation 4,800 - (4,800) $1,500 Erosion Control 12,000 - (12,000) $400 Fire Review 3,200 - (3,200) 230,648 - (230,648) Avg SF FY 19-20 4.00 1.00 (3.00) 10,500 $18,900 Permit Fees 75,600 20,234 (55,366) $2,400 MEP Fees 9,600 2,400 (7,200) $11,690 Inspection/Review Fees 46,760 12,140 (34,620) $600 Grading & Excavation 2,400 600 (1,800) $1,500 Erosion Control 6,000 1,500 (4,500) $400 Fire Review 1,600 400 (1,200) 141,964 37,275 (104,689) Avg SF FY 19-20 8.00 2.00 (6.00) 13,000 $23,400 Permit Fees 187,200 45,313 (141,887) $2,400 MEP Fees 19,200 3,750 (15,450) $14,390 Inspection/Review Fees 115,120 24,445 (90,675) $600 Grading & Excavation 4,800 1,200 (3,600) $1,500 Erosion Control 12,000 3,000 (9,000) $400 Fire Review 3,200 800 (2,400) 341,528 78,510 (263,018) Avg SF FY 19-20 1.00 - (1.00) 11,000 $19,800 Permit Fees 19,800 - (19,800) $2,400 MEP Fees 2,400 - (2,400) $12,230 Inspection/Review Fees 12,230 - (12,230) $600 Grading & Excavation 600 - (600) $1,500 Erosion Control 1,500 - (1,500) $400 Fire Review 400 - (400) 36,931 - (36,931) Avg SF FY 19-20 10.00 - (10.00) 4,500 $8,100 Permit Fees 81,000 - (81,000) $1,500 MEP Fees 15,000 - (15,000) $2,592 Inspection/Review Fees 25,920 - (25,920) $600 Grading & Excavation 6,000 - (6,000) $1,500 Erosion Control 15,000 - (15,000) $400 Fire Review 4,000 - (4,000) 146,930 - (146,930) Avg SF FY 19-20 1.00 - (1.00) 10,000 $144,000 Permit Fees 144,000 - (144,000) $18,000 MEP Fees 18,000 - (18,000) $72,000 Inspection/Review Fees 72,000 - (72,000) $4,800 Grading & Excavation 4,800 - (4,800) $12,000 Erosion Control 12,000 - (12,000) $4,000 Fire Review 4,000 - (4,000) 254,801 - (254,801) 32.00 3.00 (29.00) Permit Fees 630,000 65,547 (564,453) MEP Fees 76,200 6,150 (70,050) Inspection/Review Fees 348,270 36,585 (311,685) Grading & Excavation 23,400 1,800 (21,600) Erosion Control 58,500 4,500 (54,000) Fire Review 16,400 1,200 (15,200) GENERAL FUND 1,152,770 115,782 (1,036,988) TO T A L RESIDENTIAL DEVELOPMENT TE R R A B E L L A KN O L L S A T S O L A N A OT H E R P E R M I T S TOTAL LOTS VA Q U E R O QU A I L H O L L O W ACCOUNT DESCRIPTIONS GR A N A D A SUB DIV 8 BUILDING PERMITS AND FEES 1ST Quarter Ended 12-31-2019 SINGLE FAMILY RESIDENTIAL PERMITS 1. GRANADA • Budgeted to start 8 homes for the year • 0 building permits have been issued 2. ENTRADA • Budgeted to start 0 homes for the year • 0 single-family building permits have been issued o All permit revenues are budgeted to be transferred to Capital Project Fund o -0- building permits are currently under review o -2- building permits on hold due to reaching residential level cap • From discussions with the architect of the development town staff is expecting site plans for approximately 30 additional townhomes soon • Please note condo units are not budgeted under this item 3. VAQUERO • Budgeted to start 4 homes for the year • 1 building permits has been issued • With 25 vacant lots Vaquero is on track to perform as expected 4. QUAIL HOLLOW • Budgeted to start 8 homes for the year • 2 building permits have been issued • Town staff believes Quail Hollow will perform as expected, if not better. 5. CARLYLE COURT • Budgeted to start 0 homes for the year • 0 building permits have been issued • Carlyle Court is built out (i.e. no vacant lots exist) 6. TERRA BELLA • Budgeted to start 1 home for the year • 0 building permits have been issued • Terra Bella has 1 lot remaining to be developed 9 BUILDING PERMITS AND FEES 1ST Quarter Ended 12-31-2019 7. THE KNOLLS AT SOLANA • Budgeted to start 10 homes for the year • 0 building permits have been issued o Subdivisions improvements are expected to be finished by March 2020. Town staff is expecting the Knolls to perform above expectations with discussions from the developer noting that 10-15 homes are ready to be submitted for permit once infrastructure has been accepted by the town. 8. ALL OTHER PERMITS • Budgeted 1 miscellaneous residential permits for the year • 0 building permits have been issued 10 DEVELOPMENT ADOPTED ACTUALS FY 19-20 1ST QTR VARIANCE DAVIS/114 RETAIL CORNER Permit Fees & MEP 43,740 - (43,740) Inspection/Review Fees 2,338 1,452 (886) Grading & Excavation 600 - (600) Erosion Control 1,500 - (1,500) Fire Review 275 - (275) Sub-total 48,452 1,452 (47,001) PLAZA MAYOR Permit Fees & MEP 419,953 - (419,953) Inspection/Review Fees 348,676 - (348,676) Grading & Excavation 2,541 - (2,541) Erosion Control 6,000 - (6,000) Fire Review 38,091 - (38,091) Sub-total 815,262 - (815,262) SMALL COMMERCIAL (<5,000 sf) Permit Fees & MEP 14,111 - (14,111) Inspection/Review Fees 10,934 8,693 (2,241) Grading & Excavation 600 - (600) Erosion Control 1,500 - (1,500) Fire Review 500 - (500) Sub-total 27,645 8,693 (18,952) SCHWAB PHASE 1 Permit Fees & MEP 14,111 - (14,111) Inspection/Review Fees 10,934 - (10,934) Grading & Excavation 600 - (600) Erosion Control 1,500 - (1,500) Fire Review 500 - (500) Subtotal 27,645 - (27,645) SOLANA REMODEL (10-20 YR) Permit Fees & MEP 70,000 42,587 (27,413) Inspection/Review Fees 45,000 40,293 (4,707) Grading & Excavation - - - Erosion Control - - - Fire Review 10,000 4,771 (5,229) Subtotal 125,000 87,652 (37,348) DELOITTE REMODEL (Yearly Dark Days) Permit Fees & MEP 20,000 19,690 (310) Inspection/Review Fees 20,000 13,898 (6,102) Grading & Excavation - 700 700 Erosion Control - - - Fire Review - 500 500 Subtotal 40,000 34,788 (5,213) FIDELITY Permit Fees & MEP - 58,855 58,855 Inspection/Review Fees - 79,895 79,895 Grading & Excavation - - - Erosion Control - - - Fire Review - 15,100 15,100 Subtotal - 153,850 153,850 OTHER COMMERCIAL Permit Fees & MEP 226,250 - (226,250) Inspection/Review Fees 163,300 - (163,300) Grading & Excavation 1,000 - (1,000) Erosion Control 1,500 - (1,500) Fire Review 6,500 - (6,500) Subtotal 398,550 - (398,550) Permit Fees 808,165 121,132 (687,033) Inspection/Review Fees 601,182 144,232 (456,950) Grading & Excavation 5,341 700 (4,641) Erosion Control 12,000 - (12,000) Fire Review 55,866 20,371 (35,495) Subtotal 1,482,555 286,435 (1,196,120) TO T A L COMMERCIAL DEVELOPMENT CHARLES SCHWAB & FRONT 44 OTHER COMMERCIAL ENTRADA 11 BUILDING PERMITS AND FEES 1ST Quarter Ended 12-31-2019 COMMERICAL PERMIT FEES 1. ENTRADA • No commercial permits have been issued for Entrada • Once the issued permits have been substantially complete on the outside interior finish outs for the buildings will commence o Currently there are 3 finish outs waiting for the shell buildings to be complete (Starbucks, Nail Bar, and The Fitsmith) with more tenants expected in the Retail Corner and Restaurant Row • Currently town staff has 1 commercial building permit in house and is ready to issue. The permit is currently in the bid process to find a general contractor. • Another building permit can be expected soon for Block N Lot 1 pending Council approval 2. SCHWAB PHASE and FRONT 44 • No commercial permits have been issued for Charles Schwab however staff is expecting the small 5,000 square foot retail building to be submitted within the fiscal year 3. OTHER COMMERICAL (SOLANA, DELOITTE, FIDELITY, OTHER) • Solana Plaza/Terrace o 8 remodel permits have been issued for the Solana Plaza or Solana Terrace • Deloitte o 1 building permit for Deloitte was issued for a new outdoor pavilion with an $800,000 o As part of a similar scope, Deloitte is remodeling their barn house and redoing some landscaping in the vicinity, however this was not issued in the current fiscal year • Fidelity o 1 building permit for Fidelity was issued for a $5,500,000 remodel of 83,000 square feet in one of the buildings 12 FY 18/19 PY Actuals ADOPTED Allocation YTD Actuals Percent Over through Annual of the through of YTD (Under) 1st Quarter Budget YTD Budget 1st Quarter Budget Budget M 152,563$ 816,702$ 133,035$ 141,637$ 106%8,602$ 13,220 18,718 7,436 10,930 147%3,494 165,783$ 835,420$ 140,471$ 152,567$ 109%12,096$ FY 18/19 PY Actuals ADOPTED Allocation YTD Actuals Percent Over through Annual of the through of YTD (Under) 1st Quarter Budget YTD Budget 1st Quarter Budget Budget Operations & Maintenance 93,639$ 391,087$ 117,984$ 99,596$ 84%(19,694)$ Operating Transfers for Payroll 121,616 564,879 140,394 114,852 82%(25,542) Total Expenditures and Other Uses 215,255$ 955,966$ 258,378$ 214,449$ 83%(45,235)$ FY 18/19 PY Actuals ADOPTED Allocation YTD Actuals through Annual of the through 1st Quarter Budget YTD Budget 1st Quarter $ 165,783 $ 835,420 $ 140,471 $ 152,567 215,255 955,966 258,378 214,449 (49,472)$ (120,546)$ (117,907)$ (61,882)$ 755,091 726,333 726,333 726,333 705,619 605,787 608,426 664,451 - - - - 705,619$ 605,787$ 608,426$ 664,451$ Total Operating Expenditures $215,255 $955,966 $214,449 Daily Operating Cost $2,424 $2,619 $2,619 # of Operating Days Unrestricted 291 231 254 Restricted Funds Net Change to Fund Balance Unrestricted Fund Balance Ending Fund Balance SUMMARY Total Expenditures & Other Uses Total Revenues & Other Sources Beginning Fund Balance (Estimated) FY 2019/2020 REVENUES AND OTHER SOURCES (M) Based on number of months of receipts Hotel Occupancy Tax Misc Income FY 2019/2020 FY 2019/2020 Visitors Association Fund 12/31/19Quarter Ended Quarterly Financial Dashboard EXPENDITURES AND OTHER USES Total Revenues and Other Sources Positive •greater than 90% Cautious •between 70% -90% Negative •less than 70% Revenue Legend Positive •less than 100% Cautious •between 100% -110% Negative •greater than 110% Expenditure Legend EXEMPLARY GOVERNANCE Town Officials, both Elected and Appointed, exhibit Respect, Stewardship, Vision, and Transparency SERVICE EXCELLENCE Public Service that is Responsive and Professional, while balancing Efficiency, Effectiveness and Financial Stewardship 13 Town of Westlake Dashboard Analysis for Quarter Ended 12/31/2019 VISITORS ASSOCIATION FUND TOTAL REVENUES AND OTHER SOURCES $ 835,420 Adopted Budget $ 140,471 YTD Budget $ 152,567 YTD Actual 109% YTD Budget % $ 12,096 Over (Under) Budget HOTEL OCCUPANCY TAX $ 816,702 Adopted Budget $ 136,117 YTD Budget $ 141,637 YTD Actual 104% YTD Budget % $ 5,250 Over(Under) Budget •YTD budget calculation is based on the number of months of receipts received for the same period in the prior year. o Marriott Hotel Tax (2 months)– over budget $8,969 For October & November receipts o Deloitte Hotel Tax (1 month)– under budget $3,449 For October receipt only MISCELLANEOUS INCOME $ 18,718 Adopted Budget $ 7,436 YTD Budget $ 10,930 YTD Actual 147% YTD Budget % $ 3,494 Over(Under) Budget •This income includes revenues from interest income and insurance refunds. It also includes other types of revenues that will be event driven (i.e.) sponsorships, donations and special events from the Westlake Historical Board and the Community Tree Lighting. Therefore, the income will not be received evenly throughout the year. •The majority of the overage for the first quarter is due to the car show registration. 14 Town of Westlake Dashboard Analysis for Quarter Ended 12/31/2019 VISITORS ASSOCIATION FUND TOTAL EXPENDITURES AND OTHER USES $ 955,966 Adopted Budget $ 258,378 YTD Budget $ 214,449 YTD Actual 83% YTD Budget % $ (45,235) Over (Under) Budget OPERATIONS AND MAINTENANCE $ 391,087 Adopted Budget $ 117,984 YTD Budget $ 99,596 YTD Actual 84% YTD Budget % $ (19,694) Over(Under) Budget • The Operations and Maintenance category is comprised of expenditures for the following departments; General Services, Communications, Historical Board and the Public Arts Board. These department’s expenditures include marketing, Masterworks, advertising, etc. These costs are not expended evenly over the fiscal year but should even out as the year progresses. PAYROLL TRANSFERS $ 564,789 Adopted Budget $ 140,394 YTD Budget $ 114,852 YTD Actual 82% YTD Budget % $ (25,542) Over(Under) Budget • This cost is affected by employee taxes and insurances costs and will fluctuate as policies change; (medical, dental, life, workers comp, unemployment) • Two approved positions have not been filled as of 12/31/2019 o Full Time Public Works Technician (+1) o Part Time Academy Accounting Technician (+.5) • Currently there are four unfilled firefighter positions in the Fire department • Market increases were budgeted to be $175K; however, only $122K in market adjustments were distributed to employees. 15 Utility Fund - 500 Quarterly Financial Dashboard PY Actuals ADOPTED Allocation YTD Actuals Percent Over through Annual of the through of YTD (Under) 1st Quarter Budget YTD Budget 1st Quarter Budget Budget %Water Revenues 12%413,746 3,811,177$ 454,641$ 741,585$ 163%286,944$ %Sewer/Waste Revenues 16%223,432 1,386,410 224,827 298,945 133%74,118 Tap/Impact Fee Revenues 28,536 119,015 29,754 16,481 55%(13,273) Permit & Fee Revenues 34,100 255,841 36,425 12,150 33%(24,275) Misc Revenues 19,149 77,585 19,396 30,042 155%10,645 718,963$ 5,650,028$ 765,043$ 1,099,202$ 144%334,159$ PY Actuals ADOPTED Allocation YTD Actuals Percent Over through Annual of the through of YTD (Under) 1st Quarter Budget YTD Budget 1st Quarter Budget Budget Water Purchases 13%173,229$ 1,500,100$ 200,204$ 213,856$ 107%13,652$ Operations & Maintenance 444,415 2,761,221 495,542 497,122 100%1,581 Operating Transfers for Payroll 116,536 531,619 132,514 93,054 70%(39,461) Transfers Out - 82,225 - - 0%- 734,180$ 4,875,165$ 828,260$ 804,031$ 97%(24,228)$ PY Actuals ADOPTED Allocation YTD Actuals through Annual of the through 1st Quarter Budget YTD Budget 1st Quarter Total Revenues & Other Sources 718,963$ 5,650,028$ 765,043$ 1,099,202$ Total Expenses 734,180 4,875,165 828,260 804,031 Net Change to Fund Balance (15,216) 774,863 (63,216) 295,171 Beg. Fund Balance (Working Capital)3,605,538 3,732,997 3,732,997 3,732,997 Endinging Fund Balance 3,590,322 4,507,860 3,669,781 4,028,168 Restricted Funds 1,074,130 1,074,130 1,074,130 177,331 Unrestricted Fund Balance 2,516,192$ 3,433,730$ 2,595,651$ 3,850,837$ Total Operating Expenses $4,792,940 $804,031 Daily Operating Cost $13,131 $13,131 # of Unrestricted Operating Days 261 293 FY 2019/2020REVENUES AND OTHER SOURCES (%) Based on same % as prior year Total Expenses and Other Uses Total Revenues and Other Sources Quarter Ended 12/31/2019 FY 18/19 SUMMARY FY 18/19 FY 2019/2020 EXPENSES AND OTHER USES FY 18/19 FY 2019/2020 Positive •greater than 90% Cautious •between 70% -90% Negative •less than 70% Revenue Legend Positive •less than 100% Cautious •between 101% - 110% Negative •greater than 110% Expenditure Legend EXEMPLARY GOVERNANCE Town Officials, both Elected and Appointed, exhibit Respect, Stewardship, Vision, and Transparency SERVICE EXCELLENCE Public Service that is Responsive and Professional, while balancing Efficiency, Effectiveness and Financial Stewardship 16 Town of Westlake Dashboard Analysis for Quarter Ending 12/31/2019 UTILITY FUND TOTAL REVENUES AND OTHER SOURCES $ 5,650,028 Adopted Budget $ 765,043 YTD Budget $ 1,099,202 YTD Actual 144% YTD Budget % $ 334,159 Over (Under) Budget WATER REVENUES $ 3,811,177 Adopted Budget $ 454,641 YTD Budget $ 741,585 YTD Actual 163% YTD Budget % $ 286,944 Over(Under) Budget • YTD budget calculation is based on the percentage of revenues received for the same period in the prior year (12%) • Increased revenue is due to additional residential and commercial developments • increase in volume sold and approximately 50% less rainfall during the 1st quarter vs the same period last year. SEWER/WASTE REVENUES $ 1,386,410 Adopted Budget $ 224,827 YTD Budget $ 298,945 YTD Actual 133% YTD Budget % $ 74,118 Over(Under) Budget • YTD budget calculation is based on the percentage of revenues received for the same period in the prior year (16%) • Residential sewer averages work in correlation with water usage based on the prior year winter quarter average months of December, January, and February consumption • Commercial is based on the actual consumption TAP AND IMPACT FEE REVENUES $ 119,015 Adopted Budget $ 29,754 YTD Budget $ 16,481 YTD Actual 55% YTD Budget % $ (13,273) Over(Under) Budget • These revenues are a direct reflection of new home starts and commercial building. • See attached detail of commercial and residential activity from the Planning and development department for more detail. 17 Town of Westlake Dashboard Analysis for Quarter Ending 12/31/2019 UTILITY FUND PERMIT AND FEE REVENUES $ 255,841 Adopted Budget $ 36,425 YTD Budget $ 12,150 YTD Actual 33% YTD Budget % $ (24,275) Over(Under) Budget •Permit and Fee revenues are comprised of 3 different revenue types; o Deferred Duct Bank Revenue - from multi-year Duct Bank Fees received in prior years and allocated over length of the lease; Total annual budget is $40,391; will be recorded at year end o TRA Wastewater Settle-up Fees - Total annual budget is $69,750; will be received/recorded at year end. o Duct Bank Permit Fees - are a direct reflection of new home starts and are calculated using the Planning and Development forecast. Revenue is recorded as new home permits are processed; The total annual budget is $145,700; YTD budget is $36,425; actual received YTD is $9,300. See attached detail of commercial and residential activity from the Planning and development department for more detail. MISCELLANEOUS REVENUES $ 77,585 Adopted Budget $ 19,396 YTD Budget $ 30,042 YTD Actual 155% YTD Budget % $ 10,645 Over(Under) Budget •Miscellaneous revenues are comprised of several different revenue types, including interest income, meter repair and replacement fees, insurance refunds, equity returns, and credit card administrative fees. •The majority of the overage is due to interest income. The budget did not take into consideration the $2,100,000 Texas Water Development Board bond proceeds. A budget amendment will be proposed to increase. 18 Town of Westlake Dashboard Analysis for Quarter Ending 12/31/2019 UTILITY FUND TOTAL EXPENDITURES AND OTHER USES $ 4,875,165 Adopted Budget $ 828,260 YTD Budget $ 804,031 YTD Actual 97% YTD Budget % $ (24,228) Over (Under) Budget WATER PURCHASES $ 1,500,100 Adopted Budget $ 200,204 YTD Budget $ 213,856 YTD Actual 107% YTD Budget % $ 13,652 Over(Under) Budget • YTD budget calculation is based on the percentage of invoices paid for the same period in the prior year (13%). • Increase expense is due to additional residential and commercial developments • increase in volume and approximately 50% less rainfall during the 1st quarter vs the same period last year. OPERATIONS AND MAINTENANCE $ 2,761,221 Adopted Budget $ 495,542 YTD Budget $ 497,122 YTD Actual 100% YTD Budget % $ 1,581 Over(Under) Budget • Operations and Maintenance is comprised of several different expense types. The below overages are covered by items that have not been spent yet. We will monitor these accounts as the year progresses to determine if the overages can be absorbed with other expenses: o Capital Outlay over budget $9,324 - Purchases were made for twelve 1”, twelve 2” water meters and connectors for inventory. This amount should last several months. o Attorney over budget $19,787 - covers the BRS lawsuit which included trial and testimony. o Lift Station repair and maintenance over budget $16,482 – one time repairs made in 1st quarter 19 Town of Westlake Dashboard Analysis for Quarter Ending 12/31/2019 UTILITY FUND OPERATING TRANSFERS FOR PAYROLL COSTS $ 531,619 Adopted Budget $ 132,514 YTD Budget $ 93,054 YTD Actual 70% YTD Budget % $ (39,641) Over(Under) Budget • This cost is affected by employee taxes and insurance costs and will fluctuate as policies change; medical, dental, life, workers comp, and unemployment. • Other items that will have an impact on the=is transfer amount. • Two approved positions have not been filled as of 12/31/2019 o Full Time Public Works Technician (+1) o Part Time Academy Accounting Technician (+.5) • Currently there are four unfilled firefighter positions in the Fire department • Market increases were budgeted to be $175K; however, only $122K in market adjustments were distributed to employees. TRANSFERS OUT $ 82,225 Adopted Budget $ 0 YTD Budget $ 0 YTD Actual 0% YTD Budget % $ 0 Over(Under) Budget • This category is comprised of a transfer out to the General Fund based on the forecasted Fort Worth Impact Fees on new home construction starts. This amount will be transferred at year end based on actuals receipts. 20 Town of Westlake Update for Quarter Ended 12/31/2019 CAPITAL PROJECTS UPDATE PROJECT DIRECTOR: TROY MEYER & JARROD GREENWOOD FACILITIES, PARKS, TRAILS, CEMETERY PROJECTS No. Account Formatted Account Description Adopted Budget 1st Quarter Amount Under (Over) 1 410-74400-19-000-000067 Wayfinding Signage 300,000 - 300,000 2 410-72000-17-000-000065 Maintenance & Storage Facility $ 95,000 $ 1,938 $ 93,063 3 410-74400-19-000-000042 Trail Connection at 114/Solana 193,860 - 193,860 4 410-74400-19-000-000053 Trail - Dove/Pearson/Aspen 313,217 - 313,217 $ 902,077 1,938 $ 900,140 1.Wayfinding Signage #67 The "Wayfinding" Sign Project will showcase the town’s major venues, direct visitors through major corridors that lead to various Town destinations and trails. The project includes the locations, design and cost estimates to create and install the wayfinding signage. The council approved an agreement with Schrickel, Rollins in October 2019 to provide consultation design services. The package will include but not be limited to the following, •Development of a Master Plan to provide staff a guideline and template for wayfinding implementation. •Recognizable wayfinding system that is easily adaptable for future development •Create a signage system that blends into Westlake •Material selections •Define trail access points 2.Maintenance & Storage Facility #65 The former fire station building located at 2901 Dove Rd. which is now the Maintenance & Public Works facility will be getting the following upgrades through the end of February: •2-inch asphalt parking •Wrought iron fencing •Painting the exterior of the building •17 trees planted around the building •Landscaping bed on Dove road 21 Town of Westlake Update for Quarter Ended 12/31/2019 CAPITAL PROJECTS UPDATE PROJECT DIRECTOR: TROY MEYER & JARROD GREENWOOD 3.Trail Connection at 114/Solana #42 This project was completed in December 2019 and extended the existing 8-foot concrete trail approximately 1,000 feet from the west side of Solana Blvd. to Hwy 114. The original scope included the extension to Kirkwood Blvd. but due to the frontage road extension and Texas U-turn TxDot project, the cost was reduced to approximately $69K and came in under budget by $125K. 4.Trail - Dove/Pearson/Aspen #53 This project will provide trail connectivity from Aspen Lane north to Dove Road along the east side of Pearson Road. It will also include crosswalk devices at the corner of Dove and Pearson. It is anticipated to begin in the summer of 2020. 22 Town of Westlake Update for Quarter Ended 12/31/2019 CAPITAL PROJECTS UPDATE PROJECT DIRECTOR: JASON POWER TECHNOLOGY PROJECTS GL ACCOUNT NUMBER GL DESCRIPTION Adopted Budget 1st Quarter Amount Under (Over) 410-74400-20-000-000081 Fiber Connectivity 275,000 -275,000 This project will reduce critical infrastructure downtime - with the addition of the EOC at the new Fire/EMS station and a complete fiber duct between all our locations, we have the opportunity to install our own dark fiber between all of the locations to provide redundant and faster connectivity than is currently sourced through available providers. As we have moved to a virtual server architecture, having our own fast fiber connectivity between locations will allow us to move virtual servers to any location when necessary (disaster recovery, scheduled hardware down time for updates, upgrades, repairs, etc.). We will be able to have our data available at any of the locations without any reduction in speed or productivity. Using our own fiber will allow us greater flexibility in internet connectivity - options to combine the internet connection at each location into a single faster connection or reduce/remove internet connectivity costs at one or more locations and route all internet traffic through fewer locations. With this rollout, we would start with 10Gbps connectivity between all our locations (approximately 100X faster than our current connections), with the ability to increase to 40Gbps - 200Gbps in the future. We have been working with consultants experienced in sourcing options for dark fiber connectivity to create the RFP, analyze the proposals received, select a vendor, and negotiate contracts. A consent agenda item to request approval to move forward on the project should be ready for Town Council consideration within the next month, allowing potential completion of the project by Summer 2020. 23 Town of Westlake Update for Quarter Ended 12/31/2019 CAPITAL PROJECTS UPDATE PROJECT DIRECTOR: TROY MEYER & JARROD GREENWOOD TRANSPORTATION PROJECTS The Town Council adopted an Inter-Local Agreement (ILA) with Tarrant County on September 30,2019 for the reconstruction of (1) Roanoke Road, (2) Ottinger Road, (3) Pearson Lane and the Westlake Maintenance Building parking lot. Tarrant County will provide all the reconstruction labor and the Town will provide materials, traffic control, removal of the existing asphalt, and drainage improvements. We should be approximately $30K under budget for these projects at year-end. 1.Roanoke Road South Reconstruction & Drainage #34 This project will include resurfacing and drainage improvements on Roanoke Road from Hwy 170 to the Town limit. This project was included in the Inter-Local Agreement (ILA) with Tarrant County and should come in less than budgeted. Estimated completion will be the summer of 2020. 2.Ottinger Road Reconstruction & Drainage #358 This project will include resurfacing and drainage improvements on Ottinger Road from Dove Road to the Town limit. This project was included in the Inter-Local Agreement (ILA) with Tarrant County and should come in less than budgeted. Estimated completion will be the summer of 2020. 3.Pearson Lane Reconstruction & Drainage #60 This project will include resurfacing and drainage improvements on Pearson Lane from Dove Road to Town limits. This project was included in the Inter-Local Agreement (ILA) with Tarrant County and should come in less than budgeted. Estimated completion will be the summer of 2020. No. Account Formatted Account Description Adopted Budget 1st Quarter Amt Under(Over) 1 410-73000-16-000-000034 Roanoke Road South R&D $ 540,000 $ 6,930 $ 533,070 2 410-73000-16-000-000058 Ottinger Road R&D - 11,690 (11,690) 3 410-73000-16-000-000060 Pearson Lane R&D 290,016 17,685 272,331 4 410-73000-16-000-000075 Flashing Crosswalk Lights 53,850 - 53,850 5 410-73000-16-000-000078 Solana Pavement Repair 90,000 36,058 53,942 6 410-73000-16-000-000079 Wyck Hill Pavement Resurface 58,806 - 58,806 7 410-73000-16-000-000080 FM1938 Pavement Repairs 80,000 - 80,000 8 410-73000-16-000-000082 SH114 Service Road Const 96,000 24,000 72,000 9 410-74400-16-000-000020 FM1938 Town Improvements - 14,420 (14,420) $ 1,208,672 $ 110,783 $ 1,097,889 24 Town of Westlake Update for Quarter Ended 12/31/2019 CAPITAL PROJECTS UPDATE PROJECT DIRECTOR: TROY MEYER & JARROD GREENWOOD 4.Flashing Crosswalk Lights #75 The town trail system currently starts and/or stops at the Westlake Academy campus with the use of increasing over the past two years due to the growth of the community. Flashing lights at the crosswalk would give vehicles a warning that pedestrians are crossing at Dove Road and Pearson Lane. This project includes flashing signs, three flashing lights and striping of the crosswalk at Dove Road and Pearson Lane. Lights would be activated by pedestrians walking on the trail needing to cross over Dove to go north on Pearson. The project is to be completed by August 2020. 5.Solana Pavement Repair #78 This project will provide repairs to several sections of concrete pavement failures on Solana Boulevard. The repairs will consist of removal/replacement of concrete and failed subgrade. This project will start in March 2020. Please see Agenda Memo regarding proposed increase to the project. 6.Wyck Hill Pavement Resurface #79 Staff is researching a high-density mineral bond product for this project vs. the traditional asphalt replacement. This product is less intrusive, reliable and still gives a high-quality look. The product comes with a five-year warranty. Staff is working with contractors related to this product as well as the bid and should have completed by the end of February 2020. The anticipated project start date is the summer of 2020. 7.FM1938 Pavement Repairs #80 This project will provide repairs to several sections of stamped/stained concrete pavement failures on FM 1938. The repairs will consist of removal/replacement of concrete and failed subgrade. This will be started in March 2020. 8.SH114 Service Road Const #82 Town staff and our TxDOT consultant have been working with TxDOT and adjacent property owners to secure the necessary permanent and construction easements. Franchise utilities are in the process of relocating their lines in affected areas. TxDOT construction plans are at 90% complete with an anticipated construction start date of summer 2020. 9.FM1938 Town Improvements #20 This work includes repair and replacement of irrigation, wheelchair ramps and sidewalk at the southeast corner of FM 1938 and HWY 114. Other improvements include landscape replacement that is scheduled to be completed this spring for plants that are dead or in need of repair through the FM 1938 corridor. 25 COUNCIL RECAP / STAFF DIRECTION Town Council Item # 4 – Council Recap / Staff Direction Page 1 of 2 Westlake Town Council TYPE OF ACTION Regular Meeting - Action Item Westlake Town Council Meeting Monday, February 03, 2020 TOPIC: Consider approval of a Resolution appointing the Town Secretary for the Town of Westlake. STAFF CONTACT: Amanda DeGan, Town Manager Strategic Alignment Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective Transparent / Integrity- driven Government People, Facilities, & Technology Exemplary Service & Governance - We set the standard by delivering unparalleled municipal and educational services at the lowest cost. Increase Transparency, Accessibility & Communications Time Line - Start Date: February 3, 2020 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) The Town of Westlake currently has a vacancy in the Town Secretary position. This position is an officeholder that requires appointment by the Town Council, and serves our elected or appointed boards and commissions, manages Town records, and ensures proper procedures are adhered to for local elections. It is the recommendation of the Town Manager’s office to appoint Todd Wood as Town Secretary for the Town of Westlake, effective February 3, 2020. Page 2 of 2 RECOMMENDATION Staff recommends approval of this Resolution. ATTACHMENTS Resolution 20-XX. ` Resolution 20-06 Page 1 of 1 TOWN OF WESTLAKE RESOLUTION 20-06 A RESOLUTION BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, APPOINTING TODD WOOD AS THE TOWN SECRETARY. WHEREAS, the Town Secretary position for the Town of Westlake, Texas is currently vacant; and WHEREAS, the Town Council desires to appoint a new Town Secretary for the Town of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: Todd Wood is hereby appointed as the Town Secretary for the Town of Westlake, Texas, effective February 3, 2020, and shall serve as an employee at the will of the Town Manager. SECTION 2: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 3rd DAY OF February 2020. _____________________________ ATTEST: Laura Wheat, Mayor _____________________________________ _____________________________ Tanya Morris, Assistant to the Town Secretary Amanda DeGan, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney Page 1 of 2 Westlake Town Council TYPE OF ACTION Regular Meeting - Action Item Westlake Town Council Meeting Monday, February 03, 2020 TOPIC: Consider a Resolution authorizing an Agreement with Bennett and Reedy Utility LLC. (B&R) for the base bid plus alternate 1 for $191,320.00 to perform the pavement repairs on Solana Boulevard from State Highway 114 Frontage Road to F.M. 1938 and rejecting all alternate 2 bids, authorizing the Town Manager to execute the agreement and authorizing Town staff to make funding changes not to exceed $25,000 on this project. STAFF CONTACT: Troy J. Meyer, Director of Public Works & Facilities Strategic Alignment Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective Informed & Engaged Citizens / Sense of Community People, Facilities, & Technology High Quality Planning, Design & Development - We are a desirable well planned, high-quality community that is distinguished by exemplary design standards. Improve Technology, Facilities & Equipment Time Line - Start Date: February 4, 2020 Completion Date: August 1, 2020 Funding Amount: $191,320.40 Status - N/A Source - Capital Projects Fund Contract: Yes Forms: Forms 1295 & 2270 EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY) This project includes pavement repairs on Solana Boulevard from State Highway 114 to Davis Boulevard on the east and westbound lanes. The repairs include 27-full 12’ X 18’ concrete panel replacements and the stain concrete band at Solana Boulevard and Davis Boulevard. The cost of the project is in the adopted FY 20-21 budget. The bids ranged from $214,000.00 to $581,315.00 to make all the repairs needed on Solana Bouleavrd. Construction is scheduled to begin in February 2020 and be completed by May 31, 2020. Page 2 of 2 The public bid notes were posted on December 14th followed by a pre-bid conference on December 19th. Bids were opened on January 16th with bid proposals submitted. Due to the wide range of bids submitted for Alternate 2, staff is recommending rejecting all Alternate 2 bids. By approving this Resolution, the Town Council is also rejecting all other bids submitted for the Solana Boulvard paving repair projects. RECOMMENDATION Staff recommends approval of the Resolution, authorize the Town Manager to enter into an Agreement with Bennett and Reedy Utility LLC (B&R) for the base bid plus Alternate 1 for $191,320.00, to perform the pavement repairs on Solana Boulevard from State Highway 114 Frontage Road to F.M. 1938, reject all Alternate 2 bids, and authorize Town staff to make funding changes not to exceed $25,000 on this project. ATTACHMENTS Resolution Exhibit “A” Company Base Bid Alt 1 Alt 2 Total Bid Total without Alt 2 B&R 183,320.40$ 8,000.00$ 42,000.00$ 233,320.40$ $191,320.40 XIT 194,475.00$ 4,000.00$ 15,525.00$ 214,000.00$ $198,475.00 NorthStar 217,975.00$ 5,000.00$ 9,000.00$ 231,975.00$ $222,975.00 North Tex 268,035.00$ 8,000.00$ 21,000.00$ 297,035.00$ $276,035.00 GROD 277,500.00$ 25,000.00$ 29,000.00$ 331,500.00$ $302,500.00 PaveCon 412,715.00$ 24,600.00$ 144,000.00$ 581,315.00$ $437,315.00 Resolution 20-07 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 20-07 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING AN AGREEMENT WITH BENNETT AND REEDY UTILITY LLC. (B&R) FOR THE BASE BID PLUS ALTERNATE 1 FOR $191,320.00 TO PERFORM THE PAVEMENT REPAIRS ON SOLANA BLVD., FROM STATE HIGHWAY 114 FRONTAGE ROAD TO F.M. 1938 AND REJECTING ALL ALTERNATE 2 BIDS, AUTHORIZING THE TOWN MANAGER TO EXECUTE THE AGREEMENT AND AUTHORIZING TOWN STAFF TO MAKE FUNDING CHANGES NOT TO EXCEED $25,000 ON THIS PROJECT. WHEREAS, the Town Council desires to provide residents and commuters safe and aesthetically pleasing streets and infrastructure; and WHEREAS, the Town Council finds that the pavement repairs on Solana Boulvard, from State Highway 114 Frontage Road to F.M. 1938 and reject all Alternate 2 bids; and WHEREAS, the Town Council find that the agreement with Bennett and Reedy Utility LLC (B&R) will provide best value for all necessary labor and supplies for the pavement repairs on Solana Boulevard from State Highway 114 Frontage Road to F.M. 1938; and WHEREAS, the Solana Boulvard pavement repair project cost has been included in the adopted 2019-2020 Town budgets; and WHEREAS, the Town Council rejecting all other bids submitted for the Solana Blvd. paving repair projects; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the people of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Town Council of the Town of Westlake hereby approves agreement with Bennett and Reedy Utility LLC (B&R) for the base bid plus Alternate 1 and to perform the Solana Boulvard pavement repairs, agreement attached as Exhibit “A”, authorizes the Town Manager to sign on behalf of the Town of Westlake and authorizes Town staff to make funding changes not to exceed $25,000 on this project. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions Resolution 20-07 Page 2 of 2 hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 3rd DAY OF February 2020. _____________________________ ATTEST: Laura Wheat, Mayor _____________________________________ _____________________________ Tanya Morris, Assistant to the Town Secretary Amanda DeGan, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087 Deliberation Regarding Economic Development Negotiations (1) to discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to a business prospect described by Subdivision (1) for the following: - Entrada - Front 44 b. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: - Town Manager evaluation c. Section 551.071(2) – Consultation with City 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. d. Section 551.071(2) Consultation with Attorney – to seek advice of counsel on matters in which the duty of the Town Attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code - FM 1938 access for proposed Southlake development. Town Council Item # 4 – Executive Session Town Council Item # 5 – Reconvene Council Meeting NECESSARY ACTION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087 Deliberation Regarding Economic Development Negotiations (1) to discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to a business prospect described by Subdivision (1) for the following: - Entrada - Front 44 b. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: - Town Manager evaluation c. Section 551.071(2) – Consultation with City 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. d. Section 551.071(2) Consultation with Attorney – to seek advice of counsel on matters in which the duty of the Town Attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code - FM 1938 access for proposed Southlake development. Town Council Item # 6 – Necessary Action Town Council Item # 7 – Adjournment Regular Session