HomeMy WebLinkAbout08.19.2025 TC BOT Final MinutesRev. Alan Bentrup, St. Martin-in-the-Fields Episcopal Church, Southlake, provided the
invocation. Mayor Greaves and Westlake Head of School Dr. Kelly Ritchie introduced Westlake
Academy students Kai Wang-7th grade; Eli Wang-5th grade; and Evelyn Rehman-2nd grade, to
assist with leading the pledges to the U.S. Flag and the Texas Flag. Pledges recited.
C.CITIZEN/PARENT 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. Any residents wishing to speak on
action items must submit a speaker request form to the Town Secretary prior to the start of
the meeting. Individual citizen comments are normally limited to three (3) minutes. 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.
There was no one to speak at this time.
D.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.
D.1. Items of Community Interest
Communications Director Jon Sasser provided a summary of recent and upcoming events. Dr. Kelly
Ritchie, Head of School, announced that the Texas Education Agency released the 2025 A-F
accounting rating this week, and Westlake Academy received an A rating, scoring a total of 98 out of
100 points. Further, Westlake Academy has been recognized as the #1 Charter School in North
Texas.
E.WORK SESSION ITEM
E.1. Town of Westlake FY 25-26 Budget Work Session
Finance Director Cayce Lay Lamas provided a presentation regarding the proposed Fiscal Year
2025-2026 Town budget, including projected revenues and expenditures. The proposed budget is
based on a property tax rate of 18.5 cents per $100 of assessed value, which is the maximum rate to
be advertised but is not yet adopted. As proposed, the budget supports 55 full-time employees and
a part-time judge position. Even with a property tax rate increase, the average homeowner tax bill will
go down due to decreased assessed property values, and Westlake will still have the lowest property
tax rate in the region. Town Council will hold the required public hearings to approve and levy the tax
rate and approve the budget during the Town Council meeting on September 16th.
F.PRESENTATION WITH DISCUSSION
F.1. Presentation with discussion regarding the Town of Westlake's Stormwater
Management Program (SWMP) and opportunity for public comments regarding the
same.
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Public Works Assistant Director Kyle Flanagan introduced Mandy Clark from Teague, Nall and
Perkins, consultant to the Town, who presented the Town of Westlake's Stormwater Management
Program (SWMP) and answered Town Council's questions. Mayor Greaves asked if anyone wanted
to comment regarding the program. No one commented.
G.CONSENT AGENDA
All items listed below are considered routine by the Town Council and/or Board of
Trustees and will be enacted with one motion. There will be no separate discussion of
items unless a Council/Board Member or citizen so requests, in which event the item will
be removed from the general order of business and considered in its normal sequence.
G.1. Act to approve the July 15, 2025 Town Council/Board of Trustees Regular Meeting
Minutes.
Motion by Council Member Yackira and Motion Second by Council Member Smith to approve the
Consent Agenda. Mayor Greaves called for the vote.
Motion approved unanimously.
H.REGULAR AGENDA ITEMS
H.1. Discuss, consider and act to approve a Maximum Tax Rate to consider and
advertise.
Finance Director Cayce Lay Lamas provided an overview of the item. Motion by Council Member
Smith and Motion Second by Council Member Yackira to approve a Maximum Tax Rate to Consider
of $0.18500 per $100 of Value as presented. Mayor Greaves called for the vote.
Motion approved unanimously.
H.2. Discuss, consider, and act regarding Resolution 25-28 approving the First Amended
lnterlocal Agreement with the Northeast Fire Department Association (NEFDA) for
mutual aid for fire and emergency medical services and authorizing execution by the
Town Manager.
Presentation received from Fire Chief Ard. Motion by Council Member Yackira and Motion Second by
Council Member Smith to approve Resolution 25-28 approving the First Amended lnterlocal
Agreement with the Northeast Fire Department Association (NEFDA) for mutual aid for fire and
emergency medical services and authorizing execution by the Town Manager as presented. Mayor
Greaves called for the vote.
Motion approved unanimously.
H.3. Discuss, consider and act to approve Resolution 25-30 authorizing contract with
Driven Security to update Municipal Court Security.
Information Technology Director Jason Power provided a presentation regarding the item. Motion by
Council Member Gautier and Motion Second by Mayor Pro Tern Reeves to approve Resolution 25-
30 authorizing a contract with Driven Security to update Municipal Court Security as presented.
Mayor Greaves called for the vote.
Motion approved unanimously.
H.4. Discuss, consider and act regarding WA Resolution 25-20 to approve an application
for waiver for Staff Development Days for the 2025-2026 and 2026-2027 School
Years.
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Westlake Academy Director of Accountability Darcy McFarlane provided an overview of the request.
Motion by Council Member Yackira and Motion Second by Council Member Smith to approve
Resolution 25-20 approving an application for Staff Development Days for the 2025-2026 and 2026-
2027 School Years as presented. Mayor Greaves called for the vote.
Motion approved unanimously.
H.5. Discuss, consider and act regarding WA Resolution 25-21 to approve the amended
Westlake Academy Employee Compensation Plan for the 2025-2026 School Year.
Dr. Kelly Ritchie provided an overview of the item which will update the plan to meet the legislative
requirements of the recently approved House Bill 2. Motion by Council Member Gautier and Motion
Second by Council Member Smith to approve WA Resolution 25-21 approving the amended
Westlake Academy Employee Compensation Plan for the 2025-2026 School Year. Mayor Greaves
called for the vote.
Motion approved unanimously.
H.6. Discuss, consider, and act regarding WA Resolution 25-22 to approve the Westlake
Academy Board of Trustees Policy 7.03 Personal Communications Devices Policy in
compliance with Texas House Bill 1481.
Dr. Kelly Ritchie provided an overview of the item. House Bill 1481 approved by the Legislature
requires all public school districts and open-enrollment charter schools to adopt a written policy
prohibiting student use of personal communication devices during the instructional day no later than
September 18, 2025. The timing of the mandated requirement did not provide staff with the
opportunity to plan for a technology solution for older students. Staff is working to find short-term and
long-term solutions and estimate the cost of any proposed solutions, and will report back to the
Council. Motion by Council Member Gautier and Motion Second by Council Member Yackira to
approve WA Resolution 25-22 to approve the Westlake Academy Board of Trustees Policy 7.03
Personal Communications Devices Policy in compliance with Texas House Bill 1481 with the
condition that staff will bring back technology solutions for Council consideration as soon as possible.
Mayor Greaves called for the vote.
Motion approved unanimously. At this time, Mayor Greaves recessed the Regular Meeting for a 5-mlnute break. Mayor
Greaves reconvened the Regular Meeting at 5: 39 p.m.
H.7. Discuss, consider, and act regarding WA Resolution 25-23 to amend Westlake Academy Board
of Trustees Policy 6.07: Student Athletic/Extracurricular Program Eligibility in response to SB 401.
Dr. Ritchie provided an overview of the item which will modify the policy as required by the recently
approved Texas Senate Bill 401. The wording for eligibility was discussed, and School Attorney
Bubert provided alternative language for the same. Motion by Council Member Gautier and Motion
Second by Council Member Yackira to approve WA Resolution 25-23 amending the Westlake
Academy Board of Trustees Policy 6.07: Student Athletic/Extracurricular Program Eligibility in
response to SB 401 with the amendment to change the proposed wording under Policy Description, second paragraph to read, "Eligibility for participation in curri cular or extracurricular
activities managed or offered by Westlake Academy is available exclusively to students enrolled in
Westlake Academy''. Mayor Greaves called for the vote.
Motion approved unanimously.
Al this time, Mayor Greaves directed the meeting to Item H.10.
H.8. Discuss, consider and act to approve WA Resolution 25-24 revising the Westlake
Academy (WA) Board of Trustees Policy 5.09: Westlake Academy Affiliate Groups to
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officially name the current recognized affiliate groups and to define the established
guidelines for the relationship between WA and nonprofit organizations that work with
WA.
This item was considered immediately following Executive Session. Motion by Mayor Pro Tern and
Motion Second by Council Member Gautier to approve WA Resolution 25-24 revising the Westlake
Academy Board of Trustees Policy 5.09: Westlake Academy Affiliate Groups to officially name the
current recognized affiliate groups to define the established guidelines for the relationship between
Westlake Academy and nonprofit organizations that work with Westlake Academy as presented.
Motion approved unanimously.
H.9. Discuss, consider and act to authorize legal counsel to take necessary action to
depose Westlake Academy Athletic Club (WAAC) representatives and/or to report
noncompliance by the WAAC in an effort to obtain financial information related to
funds collected on the behalf of Westlake Academy.
Motion by Council Member Duane and Motion Second by Council Member Smith to authorize legal
counsel to take necessary action to depose Westlake Academy Athletic Club (WAAC)
representatives and/or to report noncompliance by the WAAC in an effort to obtain financial
information related to funds collected on behalf of Westlake Academy. Mayor Greaves called for the
vote.
Motion approved unanimously.
Mayor Greaves directed the meeting to Future Agenda Items.
H.10. Discuss, consider and act to excuse Mayor and Council absences, if any.
This item was considered immediately following Item H.7. Motion by Council Member Yackira and
Motion Second by Mayor Pro Tern Reeves to excuse the absence of Council Member Gautier from
the Regular Meeting held July 15, 2025. Mayor Greaves called for the vote.
Motion approved unanimously.
Mayor Greaves announced that consideration of Items H.B. and H.9. will be deferred until after Executive Session Is held.
Mayor Greaves recessed the Regular Meeting to Executive Session at 5:50 p.m.
I.EXECUTIVE SESSION
The Town Council/Board of Trustees will conduct a closed session pursuant to Section
551.071 (2) of the Texas Government Code, for the purpose of seeking confidential legal
advice from the City Attorney/Westlake Academy Attorney for the following:
1.1. Section 551.071: Consultation with and legal advice from Town Attorney regarding
the expansion of Westlake Academy Arts and Science building.
1.2. Section 551.071: Consultation with and legal advice from Academy Attorney
regarding Westlake Academy Affiliate Group: Westlake Academy Athletic Club
(WAAC).
1.3. Section 551.071 (2): Consultation with Attorney: To receive legal advice from bond
counsel regarding review of recent bond issuance.
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1.4. Section 551.074(1 ): Deliberation regarding Personnel Matters -to deliberate the
appointment, employment, evaluation, reassignment, duties, of a public officer or
employee: Head of School Annual Evaluation.
Mayor Greaves reconvened the Regular Session from Executive Session at 8:21 p.m. and
directed the meeting to Item H.B.
J.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS
K.FUTURE AGENDA ITEMS
None were mentioned.
L.STAFF RECAP OF COUNCIL DIRECTION
Town Manager Carroll noted Dr. Ritchie and I.T. staff will report at the next meeting regarding the
use of personal devices and I.T. solutions for Westlake Academy students.
M.ADJOURNMENT
f11ayor Greaves adjourned t�e meeting at 8:23 p.m:
ATTEST:
Town Secretary Dianna Buchanan
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