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HomeMy WebLinkAbout07.21.2026 TC BOT Regular Meeting MinutesTown Council/BOT Regular Meeting Minutes July 21, 2026 Page 1 The Town Council of the Town of Westlake also serves as the governing Board of Trustees for Westlake Academy. This agenda may contain both municipal and academy items, which will be clearly identified. NOTE: To Town Council/Board of Trustees meetings are available for viewing online via live-stream or on-demand at -tx.org/787/Watch-Meetings-Live. In an effort to improve meeting efficiency, any residents equest form to the Town Secretary prior to the start of the meeting. -conference call. A quorum of the Town Council/Board of at the physical location of the meeting. ted herein. A.CALL REGULAR TOWN COUNCIL MEETING TO ORDER (4 P.M.) AND ANNOUNCE A QUORUM PRESENT Mayor Greaves called the meeting to order at 4:00 p.m. and announced a quorum present. Council Member T.J. Duane was present virtually. Mayor Kim Greaves Council Member T.J. Duane (Present Virtually) Mayor Pro Tem Tammy Reeves Council Member Todd Gautier Council Member Kevin Smith Council Member Michael Yackira Town Manager Wade Carroll Head of School Dr. Kelly Ritchie Deputy Town Manager Jason Alexander Director Innovation & Dev. Michelle Briggs Town Attorney Matthew Boyle School Attorney Janet Bubert Finance Director Cayce Lay Lamas Communications Director Jon Sasser Town Secretary Dianna Buchanan Fire Chief John Ard Human Resources Director Sandy Garza Project Manager Jason Oliver Academic Finance Manager Marlene Rutledge Keller Chief of Police Bradley Fortune Town Planner Cole Davenport IT Network Administrator Duston McCready Town Council/Board of Trustees Town of Westlake Council Chamber, 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 Tuesday, July 21, 2026, 4:00 PM Meeting Minutes Town Council/BOT Regular Meeting Minutes July 21, 2026 Page 2 B.INVOCATION AND PLEDGES OF ALLEGIANCE Pastor Mike Banas, Milestone Church, Keller, provided the invocation. Mayor Greaves led the Pledges. C.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 Communications Director Jon Sasser reported on upcoming events of interest and recent community events, including the Military Heroes Run, Saturday, August 15th at 7 am. Town Hall/Court closed in observance of Labor Day on Monday, September 7th, and Giving Day on September 17th. A recap of the recent flag planting for the July 4th holiday noted that 3,400 flags were placed by over 60 volunteers. D.CITIZEN/PUBLIC COMMENTS This is an opportunity for citizens/public to address the Town Council on any matter, whether or not it is posted on the agenda. Anyone wishing to speak on action items must submit a speaker request form to the Town Secretary prior to the start of the meeting. Individual comments are normally limited to three (3) minutes. The presiding officer may ask the speaker 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 staff to review the matter, or an item may be noticed on a future agenda for deliberation or There was no one to speak at that time. TOWN COUNCIL AGENDA ITEMS E.REPORTS AND UPDATES E.1. Informational update and progress report for the Westlake Academy Arts and Sciences Building Expansion Project. Project Manager Jason Oliver provided a monthly update on the status of the Westlake Academy Arts and Sciences Addition construction project. F.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 Mayor Greaves asked if there were any items to be removed from the Consent Agenda? There were none. Town Council/BOT Regular Meeting Minutes July 21, 2026 Page 3 F.1. Approve the June 25, 2026 Town Council/Board of Trustees Regular Meeting Minutes. F.2. Discuss, consider and act regarding Resolution 26-20 approving a Landscape Maintenance Responsibility Transfer Agreement between the Town of Westlake (Town) and the Solana Property Maintenance Association (Association), to transfer the Town's operational and maintenance responsibilities for the Solana Irrigation Project located on SH 114 between coordinates 32.981381, -97.168760 and 32.982247, -97.166703 as depicted in attachment "Exhibit A", to the Association, and Maintenance Agreement with the Texas Department of Transportation for landscape improvements, including, but not limited to, the installation of trees, shrubs, and turf plantings; irrigation systems; and other aesthetic elements for areas within the right- of- Motion by Council Member Gautier and Motion Second by Council Member Smith to approve the Consent Agenda. Mayor Greaves called for the Vote. Motion approved unanimously. At this time Mayor Greaves directed the meeting to H.1. G.BOARDS AND COMMISSIONS G.Boards and Commissions was considered immediately after Executive Session. G.1. Discuss, consider and act regarding Resolution 26-22 to appoint and reappoint applicants to serve as board members of the Planning and Zoning Commission and Motion by Mayor Pro Tem Reeves and Motion Second by Council Member Yackira to appoint and reappoint the following individuals to serve on the Planning and Zoning Commission: Place 1 Dahlia Hassani thru June 2028; Place 2 Terry Wilkinson thru June 2027; Place 3 Nizar Didarali thru June 2028; Place 4 Jack Richards thru June 2027; Place 5 Lanny Huggins thru June 2028; Place 6 Jennifer Konz-Alt thru June 2027; and Place 7 Scott Montopoli thru June 2028. Mayor Greaves called for the vote. Motion approved unanimously. Motion by Council Member Yackira and Motion Second by Mayor Pro Tem Reeves to reappoint the following individuals to serve on the Texas Student Housing Authority Board of Directors: Thru June 2028: Scott Bradley, James Krekow, Richard Mueller and Katherine Kear. Thru June 2027: Paula Peterson and Mark Harrow. June 2027. Mayor Greaves called for the vote. Motion approved unanimously. G.2. Discuss, consider and act to Appoint the Planning and Zoning Commission Chair and Vice-Chair thru June 2027. Town Council/BOT Regular Meeting Minutes July 21, 2026 Page 4 Mayor Greaves appointed Planning and Zoning Commissioner Terry Wilkinson as the Planning and Zoning Commission Chairman through June 2027. Mayor Greaes appointed Planning and Zoning Commissioner Lanny Huggins as Planning and Zoning Commission Vice Chai through June 2027. H.REGULAR AGENDA ITEMS H.1. Discuss, consider and act regarding Resolution 26-18 awarding the project for the installation of the Westlake Pump Station Generator and approving a construction Public Works Director Kyle Flanagan provided an overview of the request to award the contract for the pump station generator to CF McDonald Electric Inc. for the amount not to exceed $289,268 which includes $30,000 for contingency funds. The project is e take advantage of lower water demand during the electrical connection phase. Motion by Mayor Pro Tem Reeves and Motion Second by Council Member Yackira to approve Resolution 26-18 as presented. Mayor Greaves called for the vote. Motion approved unanimoulsy. H.2. Discuss, consider and act to excuse Mayor and Council absences, if any. Motion by Council Member Duane and Motion Second by Council Member Yackira to approve excusing the June 25, 2026 absence of Mayor Pro Tem Reeves. Mayor Greaves called for the vote. Motion approved unanimously. At this time, Mayor Greaves announced Item L. Executive Session and called Items L1., L.2, L.3., and L.4. He then recessed the Regular Meeting to Executive Session at 4:15 p.m. This is an opportunity for parents/public to address the Board of Trustees on any matter, whether or not it is posted on the agenda. Anyone wishing to speak on action items must submit a speaker request form to the Town Secretary prior to the start of the meeting. Individual comments are normally limited to three (3) minutes. The presiding officer may ask the speaker 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 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, There was no one present to speak at this time. J.REPORTS AND UPDATES J.1. Update on the WA technology transition to Technology Lab. WA Director of Innovation and Development provided an overview of the information technology services transition to Technology Lab, noting that +/- 1,350 technology pieces were rolled over before the summer break. There is a new education-specific mobile device management system and AT&T internet contract utilizing E-Rate which will result in a 30% to 40% savings. A new firewall is soon to be installed, and the phone system is changing to a less expensive service. However, telephone numbers will remain the same.Also planned future improvements include optimizing Wi-Fi access points on campus and transition HVAC controllers to web control. J.2. Update on the WA finance transition to Charter Impact. Town Council/BOT Regular Meeting Minutes July 21, 2026 Page 5 WA Director of Innovation and Development provided an overview of the financial services transition to Charter Impact.The new AP system allows for real-time budget visibility. The payroll transition has been challenging and the goal is for Charter Impact to fully take it over by August. K.REGULAR AGENDA ITEMS K.1. Consider and act to approve WA Resolution 26-15 approving the Westlake Academy Amended Operating Budget for Fiscal Year Ending June 30, 2026. Finance Director Cayce Lay Lamas provided an overview of the item which is the last official action by the Board for the Westlake Academy's FYE June 30, 2026 Operating Budget. Motion by Council Member Yackira and Motion Second by Council Member Gautier to approve WA Resolution 26-15 as presented. Mayor Greaves called for the vote. Motion approved unanimously. K.2. Consider and act to approve WA Resolution 26-20 amending the Westlake Academy Operating Budget for Fiscal Year Ending June 30, 2027 to include a two percent (2%) Head of School Dr. Ritchie provided an overview of the request to provide a 1.8% cost of living adjustment (COLA) for employees. Motion by Council Member Yackira and Motion Second by Council Member Smith to approve WA Resolution 26-20 approving a 1.8% COLA adjustment. Mayor Greaves called for the vote. Motion approved unanimously. K.3. Discuss, consider and act regarding WA Resolution 26-19 approving amendments to the WA School Year 26-27 Compensation Schedule. Finance Director Sandy Garza provided the overview of the item. Motion by Council Member Gautier and Motion Second by Council Member Yackira to approve WA Resolution 26-19 as presented. Motion approved unanimously. L.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 regarding Memorandum of Understanding between Westlake Academy and the pending or contemplated litigation and/or settlement offers associated with: (a) Entrada Public Improvement District appointment, employment, evaluation, reassignment, duties, of a public officer or Mayor Greaves reconvened the Regular Meeting from Executive Session at 6:08 p.m. and directed the meeting to Item G. M.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS Town Council/BOT Regular Meeting Minutes July 21, 2026 Page 6 There was no action as a result of Executive Session which was heard earlier in the meeting. N.FUTURE AGENDA ITEMS Items for Future Agendas mentioned by Mayor Greaves were a Memorandum of Understanding between the Town and the Academy to formalize facility management and clarify "who pays for what" regarding building maintenance; development of a formal Donation Policy of a group to formalize annual performance reviews for the Town Manager and the Head of School, including form selections for same. O.STAFF RECAP OF TOWN COUNCIL/BOARD DIRECTIONS RECEIVED Town Manager Wade Carroll recapped the items including the Council's request to include debt ratios in future budget presentations and emailing staff turnover data to Council members. The Mayor requested the development of elevator speeches . P.ADJOURNMENT Mayor Greaves adjourned the meeting at 6:45 p.m. TAXPAYER IMPACT STATEMENT The following information is required under Texas Code §551.043(c)(2). The property tax bill of a median- Appraisal District, is $4,286.14, calculated as follows: Median value of a homestead property for Tax Year 2024 ($2,553,100) x Adopted property tax rate for Tax Year 2024 ($0.16788) / 100 The property tax bill of a median-valued homestead property for the upcoming fiscal year, as provided by Tarrant Appraisal District, is $4,892.88, calculated as follows: Median value of a homestead property for Tax Year 2025 ($2,644,800) x Proposed property tax rate for Tax Year 2025 ($0.18500) / 100 The property tax bill of a median-valued homestead property for the upcoming fiscal year, as provided by Tarrant Appraisal District, using the no-new-revenue rate, as calculated by Tax Assessor-Collector for Tarrant County, is $4,734.99, calculated as follows: Median value of a homestead property for Tax Year 2025 ($2,644,800) x No-new-revenue property tax rate _______________________________________________________________________ Kim Greaves, Mayor and Board President ATTEST: ______________________________ Dianna Buchanan, Town Secretary As approved by the Town Council/Board of Trustees at the Regular Meeting held August 18, 2026.