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HomeMy WebLinkAbout04-23-12 TC Agenda PacketThe Regular Meeting of the Town of Westlake Town Council will begin immediately following the conclusion of the Town Council Workshop but not prior to the posted start time. Mission Statement On behalf of the citizens, the mission of the Town of Westlake is to be a one-of-a-kind community that blends our rural atmosphere with our vibrant culture and metropolitan location. Westlake, Texas – A Premier Knowledge Based Community Page 1 of 4 TOWN OF WESTLAKE, TEXAS Vision Points Sense of Place; Leadership; Caring Community; Exemplary Governance; and Service Excellence TOWN COUNCIL MEETING AGENDA April 23, 2012 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE, 2ND FLOOR WESTLAKE, TX 76262 COUNCIL CHAMBERS / MUNICIPAL COURT ROOM Workshop Session: 5 :00 p.m. Regular Session 6:30 p.m. Page 2 of 4 Workshop Session 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM APRIL 23 , 2012 , REGULAR MEETING. (30 min) 4. REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Board Member requests that report be removed and considered separately. a. Creation of dashboard reporting document for the Strategic Issues-focused Governance System (SIGS). b. Report of Quarterly Financial Dashboard and Analysis as well as Capital Projects for the Quarter ended March 31, 2012. 5. DISCUSSION ITEMS a. Discussion of permanent year-round twice a week water schedule. (20 min) b. Review and Discussion of long term rental options or building a municipal facility. (20 min) c. Discussion of the Proposed FY 2012-2017 Capital Improvement Plan. (20 min) d. Discussion of renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake amending Ordinance Chapter 90, Division II and Division III renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake. (20 min) 6. COUNCIL RECAP / STAFF DIRECTION 7. ADJOURNMENT Regular Session 1. CALL TO ORDER 2. CITIZEN PRESENTATIONS AND RECOGNITIONS: 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. Page 3 of 4 Proclamations: Public Service Week; National Day of Prayer; and Westlake’s First Historical Marker Dedication Day. Recognize Council Member Tim Brittan’s years of service to the Town and Academy. 3. CONSENT AGENDA: All items listed below are considered routine by the Town Council and will be enacted with one motion. There will be no separate discussion of items unless a Council Member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. a. Consider approval of the minutes from the meeting held on March 26, 2012. b. Consider approval of the amended minutes from the meeting held on August 29, 2012. c. Consider approval of Resolution 12-15, Authorizing the Town Manager to enter into an agreement with B&R Utilities for an amount of $134,684.65 for the rehabilitation of sanitary sewer lines and manholes. d. Consider approval of Ordinance 681, Providing for Adoption of the FY 2012- 2017 Capital Improvement Plan. e. Consider approval of Resolution 12-16, Approving an Interlocal Funding Agreement with Tarrant County for the installation of a traffic signal at US Highway 377 and Westport Parkway. f. Consider approval of Ordinance 682, Temporarily Amending Section 90-79(3) to Establish a Temporary Construction Speed Zone of 30 Miles Per Hour on Precinct Line Road (FM 1938) Between the Intersections of Dove Road and State Highway 114. g. Consider approval of Ordinance 683, Amending Chapter 90 Temporarily Amending Section 90-52(b) to Allow for Temporary Traffic Control Device at the Intersection of Dove Road and Randol Mill – facing a northeast direction. h. Consider approval of Ordinance 684, Amending Chapter 90, Division II and Division III renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake. 4. CONSIDER APPROVAL OF RESOLUTION 12-17 APPROVING A SITE PLAN AMENDMENT FOR PROPERTY LOCATED AT 2900 DOVE ROAD AND AUTHORIZING CONSTRUCTION OF AN ADDITION TO THE EQUIPMENT STORAGE BAYS BUILDING. 5. EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager 6. RECONVENE MEETING Page 4 of 4 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 8. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under “Future Agenda Item Requests”, an agenda item for a future Council meeting. The Council Member making the request will contact the Town Manager with the requested item and the Town Manager will list it on the agenda. At the meeting, the requesting Council Member will explain the item, the need for Council discussion of the item, the item’s relationship to the Council’s strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. 9. STRATEGIC ISSUES CALENDAR 10. COUNCIL CALENDAR 11. 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. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, April 19, 2012 by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kelly Edwards, TRMC, Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. Town of Westlake Item # 2 – Pledge of Allegiance Texas Pledge: "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible." CONSENT AGENDA: All items listed below are considered routine by the Town Council and will be enacted with one motion. There will be no separate discussion of items unless a Council Member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. a. Consider approval of the minutes from the meeting held on March 26, 2012. b. Consider approval of the amended minutes from the meeting held on August 29, 2012. c. Consider approval of Resolution 12-15, Authorizing the Town Manager to enter into an agreement with B&R Utilities for an amount of $134,684.65 for the rehabilitation of sanitary sewer lines and manholes. d. Consider approval of Ordinance 681, Providing for Adoption of the FY 2012-2017 Capital Improvement Plan. e. Consider approval of Resolution 12-16, Approving an Interlocal Funding Agreement with Tarrant County for the installation of a traffic signal at US Highway 377 and Westport Parkway. f. Consider approval of Ordinance 682, Temporarily Amending Section 90-79(3) to Establish a Temporary Construction Speed Zone of 30 Miles Per Hour on Precinct Line Road (FM 1938) Between the Intersections of Dove Road and State Highway 114. g. Consider approval of Ordinance 683, Amending Chapter 90 Temporarily Amending Section 90-52(b) to Allow for Temporary Traffic Control Device at the Intersection of Dove Road and Randol Mill – facing a northeast direction. h. Consider approval of Ordinance 684, Amending Chapter 90, Division II and Division III renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake. Town of Westlake Item # 3 – Review of Consent Agenda Items REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Board Member requests that report be removed and considered separately. a. Creation of dashboard reporting document for the Strategic Issues-focused Governance System (SIGS). b. Report of Quarterly Financial Dashboard and Analysis as well as Capital Projects for the Quarter ended March 31, 2012. Town of Westlake Item # 4 – Reports Page 1 of 2 estlake Town Council TYPE OF ACTION Workshop - Report Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Creation of dashboard reporting document for the Strategic Issues-focused Governance System (SIGS) STAFF CONTACT: Amanda DeGan, Assistant to the Town Manager DECISION POINTS Start Date Completion Date Timeframe: April 23, 2012 Funding: Amount - $00.00 Status - N/A Source - N/A Decision Alignment VVM Perspective Desired Outcome Exemplary Governance Operational Processes OP.Facilitate the Implementation of the Strategic ISsues Focused Governance System Strategic Issue Outcome Strategy Staff Action N/A N/A N/A Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 2 EXECUTIVE SUMMARY At the February 27, 2012 Town Council meeting, the staff received direction to begin the process of graphically representing the applicable data results from the SIGS strategy map and the identified performance measures through a dashboard or similar type of reporting format. The staff has reviewed and discussed the options that currently exist within our system and have also viewed a demonstration from a dashboard software company that hosts and provides software to electronically create dashboards for organizations. Many of our current council approved performance measures contain multiple layers of performance data as both efficiency and outcome based type results through our survey. Staff is still in the process of identifying and compiling the necessary data tables to accurately represent the indicators for the Council and construct them in a usable form. For instance, the Customer Focus Perspective as it relates to the outcome based objective to Provide Excellent, Responsive Customer Service has a performance indicator (measure) targeting a minimum satisfaction rating of 90% according to our annual survey. The data associated with this indicator could be represented in graph form as a percentage or through a ‘yes’ or ‘no’ type of achievement. While this is valuable information to the Council, you can see that the results can be demonstrated in a variety of ways. In addition, the performance indicator associated with the perspective of Financial Stewardship contains a directive to prepare an inventory review and identify maintenance needs according to a five-year planning schedule. This information will give the Council a long term view of our monetary commitments to maintain our public assets. This type of indicator could also be expressed in a variety of formats. Over the next few months, staff will continue to review the indicators and generate the necessary data to represent our current progress and develop the appropriate dashboards for the Council. The previously mentioned dashboard software company has allowed us a 30-day trial use period where staff will create mock reports and evaluate the application of the product for Westlake (and possibly Westlake Academy). At the end of this period, staff will review the cost effectiveness/ease of use of the packaged program vs. the internal capacity of the current methods (similar to the financial dashboards prepared quarterly for the council) to create the types of reports necessary for the indicators found in the SIGS. A demonstration and/or draft report will then be presented to Council for review. ORGANIZATIONAL HISTORY/RECOMMENDATION This report is being provided for informational purposes only in compliance with council direction; there is no recommended action at this time. Staff will continue to review the best available options for the creation of a dashboard system and will bring a draft report for Council review by the August, 2012 meeting date. ATTACHMENTS None Page 1 of 3 estlake Town Council TYPE OF ACTION Workshop - Report Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Report of Quarterly Financial Dashboard and Analysis as well as Capital Projects for the Quarter ended March 31, 2012 STAFF CONTACT: Debbie Piper, Finance Director DECISION POINTS Start Date Completion Date Timeframe: April 9, 2012 April 16, 2012 Funding: Amount - N/A Status- N/A Source- N/A Decision Alignment VVM Perspective Desired Outcome Exemplary Governance Financial Stewardship FS.Maintain Excellence in Reporting and Financial Standards Strategic Issue Outcome Strategy Staff Action Fiscal Stewardship & Organizational Effectiveness 5. Budget according to established service level provisions within departments. SA 05.2: Continually Monitor Revenue and Expenditures Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 3 EXECUTIVE SUMMARY The 2 nd quarter “Dashboard” reports and “Analysis” for the FY 2011-12 are attached. Our goal is to have a concise and easy to understand document regarding the financials of our three (3) major 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 are adding an additional report related to the capital projects year-to-date expenses as well as an update of the projects as have done in previous quarters. Please note on each individual fund’s report, you will see an “A”, and on the Utility Fund a “%”, beside several revenue line items. The “A” indicates that specific “YTD Actual” line-items are based on the accrual method. This means that revenue received after 3/31/12 but related to that specific quarter, i.e. sales tax, franchise fees, hotel occupancy tax, etc. was added to the “YTD Actual” for comparison to the budget. The “YTD Budget” is based on 6 months out of the 12 month budget; therefore, it’s reasonable to accrue the amount to show 6 months of actual receipts. In addition to accruing the water revenue receipts for the “YTD Actual”, the YTD Budget” calculation has been changed from 6 months of the 12 month period to a much better representation of that fund’s revenue. Because the majority of the water revenue is received in the spring and summer (hotter, dryer months), the “YTD Budget” calculation is now being based on t he percentage of revenues received for the first six months of the prior year. 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 3/31/12 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 Fiscal and Budgetary Policies state that we will strive to maintain 90 days of operations. The adopted budget for FY 11-12 shows 100% of the payroll costs in the General Fund with transfers in from the Utility Fund and Visitors Association Fund. The auditors suggested another way to illustrate this and also show the appropriate payroll expenditure in each fund vs a transfer. The estimated budget reflects how this was changed in each fund. • In the General Fund, the “Other Sources – Transfers In” has been reduced by the amount of the transfer amounts and you will see them as an offset against Payroll and Related expenditures in the “Expenditures and Other Uses” section. The net difference is zero, but we determined this was a more accurate way to show these transfers. Page 3 of 3 • In the Utility Fund and the Visitors Association Fund, the “Other Uses – Transfers Out” have just been reallocated to another line-item titled “Operating Transfers for Payroll”. Again, the net effect is zero. 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. Beside each major category or department on the explanation page, you will find a number that reflects the exact variance in that department/line- item. ORGANIZATIONAL HISTORY/RECOMMENDATION This report is being provided in keeping with the strategic plan which encourages financial stewardship that is transparent and timely. ATTACHMENTS Quarterly Financial Dashboard and Analysis for the Quarter Ended 03/31/12 for the following funds: • General Fund • Visitors Association Fund • Utility Fund Capital Improvements Update TOWN OF WESTLAKE General Fund Quarterly Financial Dashboard Quarter Ended 03/31/2012 Prior Year DASHBOARD DASHBOARD 2nd Quarter Annual 2nd Qtr Annual 2nd Qtr 2nd Qtr Actual vs Actual vs Actual Budget Budget Budget Budget Actual Adopted Estimated A General Sales Tax 558,377 2,062,500 859,375 2,062,500 859,375 1,257,439 146%146% A Property Tax 1,163,885 1,156,842 580,006 1,156,842 580,006 1,138,662 196%196% A Franchise Fees 246,052 582,550 292,073 582,550 292,073 282,513 97%97% Permits and Fees 268,914 480,890 241,104 480,890 241,104 263,565 109%109% Fines & Forfeitures 271,767 536,611 269,040 536,611 269,040 293,077 109%109% Contributions 175,000 304,100 152,467 326,200 163,547 162,500 107%99% Misc Income 50,852 85,485 42,860 85,485 42,860 53,328 124%124% Total Revenues 2,734,847 5,208,978 2,436,924 5,231,078 2,448,005 3,451,085 142%141% Other Sources - Transfers In 295,856 545,383 273,439 38,350 19,228 36,004 13%187% 3,030,703$ 5,754,361$ 2,710,363$ 5,269,428$ 2,467,232$ 3,487,089$ 129%141% A Based on accrual method Prior Year DASHBOARD DASHBOARD 2nd Quarter Annual 2nd Qtr Annual 2nd Qtr 2nd Qtr Actual vs Actual vs Actual Budget Budget Budget Budget Actual Adopted Estimated Payroll and Related 1,091,560 2,627,042 1,317,120 2,627,042 1,317,120 1,225,199 93%93% Operating Transfers In for Payroll - - - (507,033) (254,211)(220,304)0%87% Operations & Maintenance 931,480 2,182,621 1,094,300 2,182,621 1,094,300 885,952 81%81% Total Expenditures 2,023,040 4,809,663 2,411,420 4,302,630 2,157,209 1,890,847 78%88% Other Uses - Transfers Out *2,123,292 1,166,936 585,067 1,166,936 585,067 451,275 77%77% 4,146,332$ 5,976,599$ 2,996,487$ 5,469,566$ 2,488,065$ 2,342,122$ 78%94% * Majority represents transfer to Capital Projects in prior year ** Prior Year 2nd Quarter Annual 2nd Qtr Annual 2nd Qtr 2nd Qtr Actual Budget Budget Budget Budget Actual 3,030,703 5,754,361 2,710,363 5,269,428 2,467,232 3,487,089 4,146,332 5,976,599 2,996,487 5,469,566 2,488,065 2,342,122 (1,115,629)$ (222,238)$ (286,124)$ (200,138)$ (20,833)$ 1,144,966$ 3,731,332 3,323,861 3,323,861 3,323,861 3,323,861 3,323,861 Ending Fund Balance 2,615,702$ 3,101,623$ 3,037,737$ 3,123,723$ 3,303,028$ 4,468,827$ 231,206 255,079 255,079 255,079 - 346,891 Unrestricted Fund Balance 2,384,496$ 2,846,543 2,782,658 2,868,643 3,303,028 4,121,936$ # of Operating Days 204 190 191 275 Daily Operating Cost 11,689$ 14,985$ **14,985$ 14,985$ **Includes debt service payments because we moved "Property Tax Reduction" sales tax to General Fund in FY 11/12 Restricted Funds Total Revenues and Other Sources Total Expenditures and Other Uses Excess Revenues/Sources Over (Under) Expenditures/Uses Beginning Fund Balance (Audited) ESTIMATED BUDGET ESTIMATED BUDGET ESTIMATED BUDGETADOPTED BUDGET REVENUES AND OTHER SOURCES SUMMARY ** Total Expenditures and Other Uses ADOPTED BUDGET ADOPTED BUDGET EXPENDITURES AND OTHER USES Total Revenues and Other Sources Positive >90% Cautious 70% - 90% Negative <70% Revenue Legend Positive <100% Cautious 100% - 110% Negative >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 03-31-2012 GENERAL FUND REVENUES AND OTHER SOURCES SALES TAX INCOME +$398,064 o Represents 1.50% of the 2% we receive (GF 1%; former PTR .50%) o At 146% of budget o YTD Estimated Budget is $859,375 (5 months only due to accruals) o YTD Actual is $1,257,439 (5 months only due to accruals)  To-date Deloitte revenues total $201K  (Budgeted $150K for remaining Situs agreement funds) o Based on last quarterly report received from Deloitte, it appears we have received all our Situs agreement funds and approximately $50K in on-going revenue for the 1st quarter (Sept through Dec). We should be receiving second quarter report by the end of April. (50% of these funds are return to Deloitte based on economic development agreement)  To-date audit receipts total $111K  To-date Presumed one-time payments total $351K (mostly technology companies)  Base sales tax has a 2% increase over prior year based on these first five months of the fiscal year PROPERTY TAX INCOME +$558,657 o At 196% of budget o YTD Estimated Budget is $580,006 o YTD Actual is $1,138,662  Income will not be distributed evenly over the fiscal year  Majority of taxes have been received – currently have a 98% collection rate FRANCHISE FEE INCOME ($9,560) o At 97% of budget o YTD Estimated Budgeted $292,073 o YTD Actual $282,513 o AT&T/SBC: ($32,190)  YTD Estimated Budget $102,906  YTD Actual $70,715 o Supplemental payment of $19K received in current year o Second quarter current year hasn’t been received yet o Prior year 2nd quarter = $51,331 (Received in May) 2 Town of Westlake Dashboard Analysis for Quarter Ended 03-31-2012 GENERAL FUND o Atmos Gas + $16,190  YTD Estimated Budget $18,200  YTD Actual $34,390 o Annual payment received during current quarter – no more payments for the fiscal year. o Miscellaneous Franchise Fees + $11,233  YTD Estimated Budget $1,880  YTD Actual $13,114 o First time large payment received from XO Communications; typically a minimal amount PERMITS AND FEE INCOME +$22,462 o At 109% of budget o YTD Estimated Budgeted $241,104 o YTD Actual $263,565  Building permits and related fees are $44,484 over anticipated budget o 2 more houses than anticipated being built at this time  Gas well permits and related fees are ($38,906) under budget o Annual fees to be received at end of fiscal year  EMS permits and related fees are +$16,445 over budget o Call volume higher than typical FINES & FORFEITURES INCOME +24,037 o At 109% of budget o YTD Estimated Budgeted $269,040 o YTD Actual $293,077 MISC INCOME + 10,468 o At 124% of budget o YTD Estimated Budgeted $42,860 o YTD Actual $53,328 o Rental income for Redeemer Church has increased due to the additional space they are leasing. 3 Town of Westlake Dashboard Analysis for Quarter Ended 03-31-2012 GENERAL FUND TRANSFERS IN +$16,777 o See explanation in Agenda Memo regarding payroll transfers for change in budgeted transfer in o At 187% of estimated budget o YTD Estimated Budgeted $19,228 o YTD Actual $36,044  Transfers in from Utility Fund for Impact Fees are higher than expected due to larger number of new homes requesting meter installations in addition to several applications for 2” meters. E XPENDITURES AND OTHER USES PAYROLL AND RELATED TAXES & INSURANCE ($91,921) • Payroll is at 93% • YTD Estimated Budget is $1,317,120 • YTD Actual is $1,225,199 o Majority of amount is $89K variance in Fire/EMS due to departmental understaffing o Employee increases are based on anniversary dates (and some have not received their annual increase yet) this amount will increase as the year goes on. o This cost is also affected by employee taxes and insurances costs and will fluctuate as policies change; medical, dental, life, workers comp, unemployment OPERATIONS AND MAINTENANCE ($208,349) • Capital Outlay Expenditures ($77,040) o At 19% of budget o YTD Estimated Budget is $95,260 o YTD Actual is $18,219  Annual payment on heart monitors have been made  Pumper Truck not yet purchased ($85,232) – Budgeted at $170K • Insurance Expenditures +$10,143 o At 182% of budget o YTD Estimated Budget is $12,445 o YTD Actual is $22,588  Annual payment was made in October 4 Town of Westlake Dashboard Analysis for Quarter Ended 03-31-2012 GENERAL FUND • Repairs and Maintenance Expenditures ($16,701) o At 71% of budget o YTD Estimated Budget is $56,894 o YTD Actual is $40,193  R&M performed on as needed basis • Rent and UtilitiesExpenditures ($32,591) ) o At 74% of budget o YTD Estimated Budget is $126,275 o YTD Actual is $93,683  Rent expenditure is on track  Utilities expenditure will increase during hotter summer months • Service Expenditures ($70,949) o At 90% of budget o YTD Estimated Budget is $727,723 o YTD Actual is $656,773  All service maintenance is performed on as needed basis  Expenditures will increase as we enter the spring and summer months. • Supply Expenditures ($21,208) o At 72% of budget o YTD Estimated Budget is $75,702 o YTD Actual is $54,494  All supplies are ordered on as needed basis  Expenditures will increase as we enter the spring and summer months. OPERATING TRANSFERS IN FOR PAYROLL $33,908 o At 87% of budget o YTD Estimated Budget is $254211 o YTD Actual is $220304  Amount transferred is in direct relation to payroll costs; since employees raises are based on anniversary dates (and some have not received their annual increase yet) this amount will increase as the year goes on.  This cost is also affected by employee taxes and insurances costs and will fluctuate as policies change; medical, dental, life, workers comp, unemployment 5 Town of Westlake Dashboard Analysis for Quarter Ended 03-31-2012 GENERAL FUND OTHER USES - TRANSFERS OUT ($133,792) • Transfers Out to Economic Development Fund $17,830 o At 199% of budget o YTD Estimated Budget is $17,928 o YTD Actual is $35,758  Annual payment processed in October • Transfers Out to Debt Service Fund $114,104 o At 138% of budget o YTD Estimated Budget is $301,412 o YTD Actual is $415,516  Payments are made twice a year  First payment $415,516 processed November 2011  Remaining payment $185,661 will be processed May 2012 • Transfers Out to General Maintenance Fund ($265,726) o At 0% of budget o YTD Estimated Budget is $265726 o YTD Actual is $0  Will be processed in September 6 TOWN OF WESTLAKE Quarterly Financial Dashboard Quarter Ended 03/31/2012 Prior Year DASHBOARD DASHBOARD 2 Quarter Annual 2 Qtr Annual 2 Qtr 2 Qtr Actual vs Actual vs Actual Budget Budget Budget Budget Actual Adopted Estimated A Hotel Occupancy Tax 206,572 535,000 268,233 535,000 268,233 261,371 97%97% Misc Income 8,369 22,175 11,118 22,175 11,118 11,005 99%99% Total Revenues 214,940 557,175 279,351 557,175 279,351 272,376 98%98% Other Sources - Transfes In - - - - - - 0%0% 214,940$ 557,175$ 279,351$ 557,175$ 279,351$ 272,376$ 98%98% A Based on accrual method Prior Year DASHBOARD DASHBOARD 2 Quarter Annual 2 Qtr Annual 2 Qtr 2 Qtr Actual vs Actual vs Actual Budget Budget Budget Budget Actual Adopted Estimated Operations & Maintenance 78,587 221,102 110,854 241,102 120,881 87,666 79%73% Operating Transfers for Payroll - - - 254,668 127,683 109,371 100%86% Other Uses - Transfers Out 115,301 445,434 223,327 190,766 95,644 48,198 22%50% 193,888$ 666,536$ 334,181$ 686,536$ 344,208$ 245,236$ 73%71% Prior Year 2 Quarter Annual 2 Qtr Annual 2 Qtr 2 Qtr Actual Budget Budget Budget Budget Actual 214,940 557,175 279,351 557,175 279,351 272,376 193,888 666,536 334,181 686,536 344,208 245,236 21,052$ (109,361)$ (54,830)$ (129,361)$ (64,858)$ 27,140$ 1,100,941 1,111,281 1,111,281 1,111,281 1,111,281 1,111,281 Ending Fund Balance 1,121,994$ 1,001,920$ 1,056,451$ 981,920$ 1,046,423$ 1,138,421$ Assigned Fund Balance 1,121,994$ 1,001,920$ 1,056,451$ 981,920$ 1,046,423$ 1,138,421$ # of Operating Days 2,112 549 538 623 Daily Operating Costs 531$ 1,826$ 1,826$ 1,826$ Beginning Fund Balance (Audited) Visitors Association Fund Total Revenues and Other Sources Total Expenditures and Other Uses Excess Revenues/Sources Over (Under) Expenditures/Uses Total Expenditures and Other Uses Total Revenues and Other Sources EXPENDITURES AND OTHER USES REVENUES AND OTHER SOURCES ADOPTED BUDGET ESTIMATED BUDGETADOPTED BUDGET SUMMARY ADOPTED BUDGET ESTIMATED BUDGET ESTIMATED BUDGET Positive >90% Cautious 70% - 90% Negative <70% Color Legend Positive <100% Cautious 100% -110% Negative >110% Color 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 7 Town of Westlake Dashboard Analysis for Quarter Ended 03-31-2012 VISITORS ASSOCIATION FUND REVENUES AND OTHER SOURCES HOTEL OCCUPANCY TAX INCOME ($6,862) o At 97% of budget o YTD Estimated Budget is $26,8233 o YTD Actual is $261,371 MISCELLANEOUS INCOME ($113) o At 99% of budget o YTD Estimated Budget is $11,118 o YTD Actual is $11,005 EXPENDITURES AND OTHER USES OPERATIONS AND MAINTENANCE ($33,215) • Marriot Transportation ($20,095) o These numbers are calcuated using the amended budget of $70K o At 43% of budget o YTD Estimated Budget is $35,000 o YTD Actual is $15,000  Marriott has been contacted to invoice the Town for the quarterly transportation payment • Masterworks Concert Expenditures ($3,258) o At 0% of budget o YTD Estimated Budget is $3,258 o YTD Actual is $0  Invoices will be processed in April • Arbor Day Expenditure ($5,509) o At 41% of budget o YTD Estimated Budget is $9,275 o YTD Actual is $3,766  Event was held on April 7;  All invoices have not been processed 8 Town of Westlake Dashboard Analysis for Quarter Ended 03-31-2012 VISITORS ASSOCIATION FUND • Historical Board Expenditures ($2,068) o At 59% of budget o YTD Estimated Budget is $5,013 o YTD Actual is $2,945  Expenditures are not distributed evenly throughout the year; additional expenditures will be made in subsequent months; i.e. Decoration Day PAYROLL TRANSFERS OUT ($18,312) o At 86% of budget o YTD Estimated Budget is $127,683 o YTD Actual is $109,731  Amount transferred is in direct relation to payroll costs; since employees raises are based on anniversary dates (and some have not received their annual increase yet) this amount will increase as the year goes on.  This cost is also affected by employee taxes and insurances costs and will fluctuate as policies change; medical, dental, life, workers comp, unemployment OTHER USES - TRANSFERS OUT ($47,446) • Transfers Out to Debt Service Fund ($47,769) o At 48% of budget o YTD Estimated Budget is $91,457 o YTD Actual is $43,688  Remaining payment will be made on May 1st, 2012 9 Prior Year DASHBOARD DASHBOARD 2nd Quarter Annual 2nd Qtr Annual 2nd Qtr 2nd Qtr Actual vs Actual vs Actual Budget Budget Budget Budget Actual Adopted Estimated A%Water Revenues 521,837 2,059,000 450,302 2,059,000 450,302 621,534 138%138% A%Sewer/Waste Revenues 180,715 536,766 175,382 536,766 175,382 249,473 142%142% Tap/Impact Fee Revenues 136,271 44,000 22,060 44,000 22,060 49,603 225%225% Misc Revenues 8,817 81,500 40,862 81,500 40,862 13,001 32%32% Total Revenues 847,640 2,721,266 688,606 2,721,266 688,606 933,612 136%136% Other Sources - Transfers in - - - - - - 0%0% 847,640$ 2,721,266$ 688,606$ 2,721,266$ 688,606$ 933,612$ 136%136% A Based on accrual method 0 0 0 0 % Based on % of PY Actual at quarter-end Prior Year DASHBOARD DASHBOARD 2nd Quarter Annual 2nd Qtr Annual 2nd Qtr 2nd Qtr Actual vs Actual vs Actual Budget Budget Budget Budget Actual Adopted Estimated Water Purchases 240,271 1,110,600 556,821 1,110,600 556,821 291,348 52%52% Operations & Maintenance 379,425 958,762 480,694 958,762 480,694 521,623 109%109% Capital Projects 163,739 603,603 302,628 591,035 296,327 42,045 14%14% Total Expenses 783,435 2,672,965 1,340,144 2,660,397 1,333,843 855,015 64%64% Operating Transfer Out for Payroll - - - 251,694 126,192 110,932 100%88% Other Uses - Transfers Out 226,017 331,694 166,301 80,000 40,110 31,494 19%79% 1,009,452$ 3,004,659$ 1,506,445$ 2,992,091$ 1,500,144$ 997,442$ 66%66% Prior Year 2nd Quarter Annual 2nd Qtr Annual 2ndt Qtr 2nd Qtr Actual Budget Budget Budget Budget Actual 847,640 2,721,266 688,606 2,721,266 688,606 933,612 1,009,452 3,004,659 1,506,445 2,992,091 1,500,144 997,442 (161,812)$ (283,393)$ (817,839)$ (270,825)$ (811,538)$ (63,831)$ 2,009,366 2,511,251 2,511,251 2,511,251 2,511,251 2,511,251 Ending Fund Balance 1,847,554$ 2,227,858$ 1,693,412$ 2,240,426$ 1,699,713$ 2,447,420$ 143,780 747,104 747,104 747,104 747,104 752,564 Unrestricted Fund Balance 1,703,774$ 1,480,755 946,308 1,493,322 952,609 1,694,856$ # of Operating Days 279 233 235 267 Daily Operating Cost 6,097$ 6,359$ 6,359$ 6,359$ Total Expenditures and Other Uses ESTIMATED BUDGET ADOPTED BUDGET ADOPTED BUDGET EXPENSES AND OTHER USES Excess Revenues/Sources Over (Under) Expenditures/Uses Beginning Fund Balance (Audited) Restricted Funds Total Revenues and Other Sources SUMMARY TOWN OF WESTLAKE Total Expenses and Other Uses 22% 33% ESTIMATED BUDGET Total Revenues and Other Sources ESTIMATED BUDGET Utility Fund - 500 Quarterly Financial Dashboard Quarter Ended 3/31/12 ADOPTED BUDGET REVENUES AND OTHER SOURCES Positive >90% Cautious 70% - 90% Negative <70% Revenue Legend Positive <100% Cautious 101%- 110% Negative >110% Expense 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 10 Town of Westlake Dashboard Analysis for Quarter Ending 03-31-2012 UTILITY FUND REVENUES AND OTHER SOURCES WATER REVENUES $171,232 o At 138% of budget o YTD Estimated Budget is $450,302 o YTD Actual is $621,534  Water rate increase implemented on January 1, 2011.  Additional increase implemented on October 1, 2011 as a pass-through increase from the City of Fort Worth  Continued drought increased volume of water sold. SEWER/WASTE REVENUES $74,091 o At 142% of budget o YTD Estimated Budget is $175,382 o YTD Actual is $249,473  Winter Quarter Averages calculated in March 2011 yielded higher sewer charges.  Sewer rate increase implemented on January 1, 2011. TAP/IMPACT FEE REVENUES $27,543 o At 225% of budget o YTD Estimated Budget is $22,060 o YTD Actual is $49,063  Higher than expected number of new homes requesting meter installations in addition to several applications for 2” meters. MISC REVENUES ($27,861) • Duct Bank Leases ($8,696) o At 0% of budget o YTD Estimated Budget is $17,297 o YTD Actual is $0  Revenue will be recognized in September 2012 (pertains to revenues received in prior years and in “Deferred Revenue” until earned. • TRA Wastewater Settle-Up ($15,718) o At 0% of budget o YTD Estimated Budget is $15,718 o YTD Actual is $0  Historically the Town has received this revenue in June of each year 11 Town of Westlake Dashboard Analysis for Quarter Ending 03-31-2012 UTILITY FUND EXPENDITURES AND OTHER USES WATER PURCHASES ($265,474) o At 52% of budget o YTD Estimated Budget is $556,821 o YTD Actual is $291,348  Water purchase expense will increase during hotter summer months  Peak Payment expense is the same base charge each month and settles up at the end of the year. OPERATIONS AND MAINTENANCE +40,929 • Debt Service $29,352 o At 127% of budget o YTD Estimated Budget is $110,000 o YTD Actual is $139,352  IFA payment to 4B ($14,906) transfer is processed in September.  Keller Overhead Storage Debt +$58,174; annual payment of $116,668 paid in March 2012  Hillwood Debt ($13,916) is a seasonal expense in direct correlation with water revenues and will increase during hotter summer months. • Repair & Maintenance +$9,674 o At 114% of budget o YTD Estimated Budget is $70,944 o YTD Actual is $80,618  All repair and maintenance is performed on as needed basis  Higher than expected occurrences of water main repairs (i.e. fire hydrants, service leaks) • Rent & Utilities ($14,299) o At 74% of budget o YTD Estimated Budget is $55,798 o YTD Actual is $41,499  Electric Utilities Expense will increase during hotter summer months • Service Expense +$15,655 o At 107% of budget o YTD Estimated Budget is $227,494 o YTD Actual is $243,149  TRA Wastewater Treatment expense is over budget $26,218 – overage represents a settle up for actual amount versus projected amount of sewer treated. 12 Town of Westlake Dashboard Analysis for Quarter Ending 03-31-2012 UTILITY FUND • Supplies Expense ($1,001) o At 71% of budget o YTD Estimated Budget is $3,510 o YTD Actual is $2,508  Supplies ordered on as needed basis CAPITAL PROJECTS ($254,282) o See additional Capital Projects Update Report attached PAYROLL TRANSFERS OUT ($15,259) o At 88% of budget o YTD Estimated Budget is $126,192 o YTD Actual is $110,932  Amount transferred is in direct relation to payroll costs; since employees raises are based on anniversary dates (and some have not received their annual increase yet) this amount will increase as the year goes on.  This cost is also affected by employee taxes and insurances costs and will fluctuate as policies change; medical, dental, life, workers comp, unemployment OTHER USES - TRANSFERS OUT ($8,615) • Impact Fees - Transfered out to the General Fund ($16,453) o At 209% of budget o YTD Estimated Budget is $15,041 o YTD Actual is $31,494  Direct correlation to increased revenues in impact fees; 100% of impact fees are transferred to the General Fund. • Transfers out to the Utility Maintenance Fund ($25,068) o At 0% of budget o YTD Estimated Budget is $25,068 o YTD Actual is $0  Funds will be transferred in September 13 Town of Westlake Update for Quarter Ended 03-31-2012 CAPITAL PROJECTS UPDATE FM 1938 Streetscape/Wayfinding o Total Project Cost $4,547,155 o Project-to-Date Expended $657,687 o Project Completion 14.5% o Adopted Annual Budget $1,155,155 o YTD Actual $64,810 Over the last several weeks the contractor has been working on the subgrade stabilization, laying the asphalt sub-base and tying steel in preparation for the concrete pavement. The contractor continues pouring pavement at various locations, including portions of the enhanced pavement and wheelchair ramps. Work is still ongoing at the pedestrian underpass where crews are pouring the sidewalk and retaining wall structures on the east side of the underpass. The contractor is also painting retaining walls throughout the project. It is anticipated that the Fidelity entrance on FM 1938 and Vaquero Club Drive entrance will be reopened to traffic mid-May. J.T. Ottinger/Dove Intersection & Remaining Improvements o Total Project Cost $1,906,335 o Project-to-Date Expended $42,278 o Project Completion 2% o Adopted Annual Budget $155,150 o YTD Actual $42,278 Engineering and traffic studies are currently underway for this intersection. Hillwood is waiting on final plans which should be delivered in May. Construction will begin in late summer/early fall. Streets Survey o Total Project Cost $80,000 o Project-to-Date Expended $44,880 o Project Completion 56% o Estimated Annual Budget $50,645 o YTD Actual $15,525 The final street survey will be presented to Council at the regular meeting in May. Stagecoach Hills Street Reconstruction & Drainage o Total Project Cost $498,900 o Project-to-Date Expended $49,428 o Project Completion 10% o Adopted Annual Budget $496,000 o YTD Actual $42,208 The contractor is installing storm drain conduit on Steve and Janet Courts, and mixing/stabilizing the subgrade. We anticipate laying asphalt next week. Town of Westlake Update for Quarter Ended 03-31-2012 CAPITAL PROJECTS UPDATE North Roanoke Road Reconstruction & Drainage (Hwy 170 north to Town Limits) o Total Project Cost $195,790 o Project-to-Date Expended $20,058 o Project Completion 10% o Adopted Annual Budget $195,240 o YTD Actual $16,711 The contractor is currently working on the Stagecoach paving and will move to Roanoke within the first two weeks in May. UTILITY FUNDED PROJECTS Stagecoach Hills Waterline Phase II o Total Project Cost $363,375 o Project-to-Date Expended $24,909 o Project Completion 7% o Estimated Annual Budget $363,375 o YTD Actual $24,909 We have conducted the preconstruction meeting with the contractor and are working with Hillwood regarding the contractor’s entry into the ranch. The contractor is scheduled to start the first week in May. N-1 Sewer Line Inflow & Infiltration Repairs o Total Project Cost $200,000 o Project-to-Date Expended $52,602 o Project Completion 26% o Adopted Annual Budget $112,360 o YTD Actual $17,135 As you may recall, as part of TRA’s requirement to assume the N-1 sanitary sewer line, the Town had to conduct an engineering analysis of the N-1 line which identified some significant integrity issues with sewer lines further in the Town collection system. We conducted additional inspection and testing resulting in the identification of approximately 70 sanitary sewer manholes and 40 private clean-outs. The bidding for this project was recently completed; the lowest bid was $80,000 higher than our estimated cost for this project. The total project cost of $200,000 reflects this increase. DISCUSSION ITEMS a. Discussion of permanent year-round twice a week water schedule. (20 min) b. Review and Discussion of long term rental options or building a municipal facility. (20 min) c. Discussion of the Proposed FY 2012-2017 Capital Improvement Plan. (20 min) d. Discussion of renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake amending Ordinance Chapter 90, Division II and Division III renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake. (20 min) Town of Westlake Item # 5 – Discussion Items Page 1 of 2 estlake Town Council TYPE OF ACTION Workshop - Discussion Item Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Discussion of permanent year-round twice a week water schedule. STAFF CONTACT: Jarrod Greenwood, Director of Public Works DECISION POINTS Start Date Completion Date Timeframe: Timeframe/dates do not apply. Funding: Amount - Status- Funded Source- N/A Decision Alignment VVM Perspective Desired Outcome Caring Community Operational Processes OP.Preserve our Infrastructure to Meet the Life Expectancy of our Assets Strategic Issue Outcome Strategy Staff Action Comprehensive Planning and Management of Natural Resources 10. Investigate and review of environmental preservation and conservation opportunities. SA 10.1: Propose Programs Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 2 EXECUTIVE SUMMARY The Town of Westlake is a member of the Tarrant County Mayor’s Council. At the April 2nd meeting, the Mayor’s Council passed the attached permanent year-round twice weekly watering schedule that is currently in affect. The Town’s Drought Contingency Ordinance Chapter 94, Article II, Section 94-33 includes language the Town will enforce “water restrictions and water conservation measures as required by the City of Fort Worth.” Additionally, the current wholesale water contract with Fort Worth stipulates that wholesale customers will “institute and apply the same restrictions and/or measures….” ORGANIZATIONAL HISTORY/RECOMMENDATION No action at this time ATTACHMENTS Mayor’s Council Resolution, Exhibit A MAYORSOUNCIL Executive Committee Oscar Trevino Chairperson Bryan Lankhorst Vice Chairperson Alan Brundrett Secretary Jerry Dittrich Past Chairperson Members Cities Arlington Azle Bedford B enbrook Blue Mound Burleson Colleyville Crowley Dalworthington Gardens Edgecliff Village Euless Everman Forest Hill Fort Worth Grand Prairie Grapevine Haltom City Haslet Hurst Keller Kennedale Lakeside Lake Worth Mansfield N.Richiand Hills Pantego Pelican Bay Richland Hills River Oaks Saginaw Sansom Park Southlake Watauga Westlake Westover Hills Westworth Village White Settlement Director Patricia Ward RESOLUTION SUPPORTING REGIONALIZATION OF WATER CONSERVATION BY THE MAYORS’COUNCIL OF TARRANT COUNTY WHEREAS,a reliable minimum and sustainable supply of potable water is essential to the public health,safety and welfare of the people and economy of Tarrant County andthe North Texasregion,and WHEREAS,the Mayor’s of TarrantCounty are unified in taking a regional approach to improving theefficient use of our current water resources,and WHEREAS,North Texas is a drought prone region that is largely dependent upon finite water supplies from surface water reservoirs which are susceptible to drought,and WHEREAS,the population in our region is expected to double in thenext 50 years,and WHEREAS,careful water management that includes active water conservation measures,not only in times of drought but at all times,is essential to ensure a reliable minimum supply of water to meet current and future water supply needs, and WHEREAS,there are no shortcuts to developing new water supplies because alternatives are limited,expensive,and time consuming,and WHEREAS,water conservation is the most costeffective,beneficial and quickest way to relieve the strain on water supplies and to satisfy the new water needs of our growing communities,and WHEREAS,outdoorwater use,particularly lawn watering,can account for half or more of annual residential water useand much more than that during the hot, dry Texassummers,and WHEREAS,excessive outdoor watering and water waste,especially during peak summer months when rain is scarce and demands are high,adds up to the unnecessary use of billions of gallons of highly treated drinkingwater per year, and 1509-B South University Drive,Suite 276 Fort Worth,Texas 76 107-6568 (S17’Rfl-7Qtfl Pt (R17 Rft-7QLt WHEREAS,studies have shown that a mandatory twice per week or less watering schedule has proven to be an effective strategy for lowering demands and reducing excessive water use,and WHEREAS,conservation programs based on mandatory,twice weekly landscape wateringrestrictions provide an attractive balance between saving water and limiting the impact on customers; NOW,THEREFORE,BE IT RESOLVED the Mayors’Council of Tarrant County are united in our commitment to making the efficient use of our water resources a priority in order to ensure our citizens have an adequate and sustainable supply ofpotable water. BE IT FURTHER RESOLVED the Mayors’Council of Tarrant County endorse a regional approach to making twice per week watering restrictions permanent to reduce water waste and stretch our water supplies to meet the needs of our growing communities. BE IT FURTHER RESOLVED theMayors’Council of Tarrant County will in the spirit of cooperation work together to ensure that the twice perweek watering ordinances are consistent between communities. Honorable Oscar Trevino Mayor of the City of North Richiand Hills Chair,Mayors’Council of Tarrant County Passed the 2nd day ofApril,2012 Attest: Page 1 of 2 estlake Town Council TYPE OF ACTION Workshop - Discussion Item Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Town offices lease renewal options STAFF CONTACT: Thomas E. Brymer Town Manager/ Westlake Academy Superintendent Troy J. Meyer, Director of Facilities, Scott Dixon, Budget & Management Analyst DECISION POINTS Start Date Completion Date Timeframe: July 25, 2011 June 29, 2012 New lease negotiations began in July ‘11, the current lease has been extended until June ‘12 Funding: Amount - 0 Status- Funded Source- General Fund Decision Alignment VVM Perspective Desired Outcome Service Excellence Financial Stewardship FS.Sustain Fiscal Health Strategic Issue Outcome Strategy Staff Action Capital Investment 1. Existing Infrastructure Reinvestment (Current Assets) SA 01.1: Facilities Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 2 EXECUTIVE SUMMARY The attached staff report includes details on the following: 1. Current lease cost 2. Lease proposal options 3. Purchase options 4. Build-to-Suit Options 5. Developer Partnership Scenarios ORGANIZATIONAL HISTORY/RECOMMENDATION The Town relocated the court office from the Westlake Academy campus to the Solana Business Park in summer of 2006 due to expansion at the Academy. The lease space increased to its current size (9,422 sq. ft.) in 2007 following the transition of the remainder of Town services. In July of 2011 Maguire Partners submitted two renewal options which included two-year lease and five-year lease options for the current 9,422 square feet. The two-year lease did not include a remodeling allowance. The five-year lease included a $5 per sq. ft. allowance for tenant improvements. In January 2012 Maguire Partners filed for bankruptcy on the Solana Business Park which is now managed by Cassidy/Turley. Cassidy/Turley submitted a renewal proposal on March 14, 2012. This proposal included adding 4,188 sq. ft. of space and a complete remodel of the leased space. The proposed lease term is for 10 years with base increases every two years. This report is being provided for informational purposes only in compliance with the current strategic plan; t here is no recommended action at this time. Staff will continue to negotiate the leasing terms and will bring finalized proposals for Council consideration prior to the expiration of the current lease extension of July 01, 2012. ATTACHMENTS Lease/purchase options report, Exhibit A Leased Space Complete Renovation Plans, Exhibit B April 23, 2012 [TOWN HALL LEASE/PURCHASE OPTIONS] 1 Town Hall Lease/Purchase Options Background The Town Hall is currently located at 3 Village Circle in the Solana business park. In the fall of 2006 the Westlake Academy added the 9th grade which required the space occupied by the Court offices, Town Secretary and Texas Student Housing offices to be converted into classrooms. It was this transition that led the Town offices to become established in the Solana business park. The initial lease included 3,963 square feet of office space and council chambers/courtroom. With the continued growth of the Westlake Academy, the remaining town services were relocated to adjacent office space in the Solana Business Park in the summer of 2007. The Town entered into a five-year lease agreement on April 2007 which included 3,963 square feet for court function and 5,459 square feet for all other town operations. Since the Town took over the space, the uses and office configurations have changed from an open floor plan to segmented office space. Various renovations have been conducted over the years in a piece- meal fashion to accommodate expansion of services and organizational growth. At the June, 2011 budget retreat; staff presented the Council with a build-to-suit facility option that utilized Town-owned property. Subsequent build-to-suit options have been evaluated in conjunction with the Westlake Academy expansion proposals and developer-driven projects. Current Lease The current lease was negotiated in 2007 to include both suite 202 (court service) and 207 (town remaining services), this agreement expires in April 30, 2012. The current lease rate is $12.00 per square foot; this cost is net of operational and utility costs. Operational costs are calculated by the property owner at the end of each year and charged to each tenant prorata; our current operating cost is $9.90 per sq. ft (total rent = $21.90 per sq. ft.). Utility costs are paid monthly based on actual metered usage; our annual utility costs are approximately $10,000. Therefore, the total cost of our current lease is approximately $216,000 including both operational and utility costs. Since 2006, the Town has expended $1.1 M on lease-related expenses. Current Facility Concerns While the current space has served the Town since 2006, there are a number of issues and concerns that need to be addressed. One major concern is the current configuration and functionality of the HVAC system. The configuration on the Town office side of the second floor was originally designed as an open office space with cubicles. This design placed A/C vents in the ceiling along the exterior walls with air returns strategically located opposite of the vents. However, as the space has undergone renovations, walls and closed offices have now been put in place without any change to the A/C configuration. The net result is that offices along the exterior walls are typically very cold while their neighbors to the east are warm. The A/C unit that services the Municipal Court side has been in a near constant state of disrepair for the past two years necessitating the use of large portable A/C units which are both noisy and ineffectual. April 23, 2012 [TOWN HALL LEASE/PURCHASE OPTIONS] 2 Another concern is the divided layout of the Town Hall space. A long corridor divides the Municipal Court from the Town offices; it is a remnant of earlier configurations when the space held several tenants. This division has created confusion for both court and municipal patrons and cultural division between municipal and court employees. Ideally, the Town Hall should have one main entrance with separate service areas for court and municipal patrons. Staff also recognizes that additional office, storage and conference space is badly needed. Currently, the court judge and attorneys do not have dedicated office space for conducting pre and post trial meetings. Additionally, the Town has run out of space for storing the municipal records required by law. Finally, additional conference space is needed since the two available conference rooms are frequently in use. Lease proposals The Town has been negotiating new leasing terms with both Maguire and Cassidy Turley (the current property manager). In both cases, the Town stipulated that it will require the A/C unit to be replaced and airflow adjustments made as well as use of the unoccupied space on the second floor at no additional charge. Options A & B below were negotiated with Maguire in January of this year. Options C & D below were negotiated with Cassidy Turley this March following a space redesign study that Cassidy Turley conducted at their expense. Neither party agreed to ‘free’ use of the 2nd floor space (approx. 4,188 sq. ft.) Cassidy Turley is in the process of preparing a five year lease option. Space Re-design The space re-design study contemplated a complete renovation of all existing space excluding the bathroom facilities. The design eliminates the dividing corridor, utilizes the empty 2nd floor space and creates a shared entry with separate lobby areas for the municipal court and Town offices (See exhibit B). The cost of the renovation was estimated at $400,000. Maquire Option A (renew lease for 2 years - no renovations) This option simply extends the current pricing for an additional 24 months. It does not provide any allowance for renovations. The total annual cost would be $216,000. Table 1 – Maquire Lease Option A MP Option A Annual Rent 9,942 Sq. Ft. Operating Expense Utilities Total A: 24 mos. - (No Improvement Allowance)$12.00$113,064$9.90$0.99$215,709 Annual Rent April 23, 2012 [TOWN HALL LEASE/PURCHASE OPTIONS] 3 Maguire Option B (renew lease for 5 years w/ minor renovations) This option extends the current pricing for five years and provides a renovation allowance of $5 per sq. ft. or approximately $68,000. The annual cost would be $218,000 (including annual adjustments for increases/decreases in operating costs). The total cost of the 5 year lease is approximately $1.1 M. Table 2 - Maquire Lease Option B Cassidy & Turley Option (renew lease for 10 years w/ major renovations) This option utilizes a bi-annual stepped pricing plan as illustrated in the table below. This option provides a renovation allowance of $31 per sq. ft. or approximately $420,000. The total cost of the 10 year lease is approximately $3.2 M. Table 3 – Cassidy Turley Lease Option Leasing Considerations: The original design for the building (large open areas with minimal obstructions) creates airflow problems. If we do renew our lease, which timeframe is appropriate, 2, 5 or 10 years? The current space is not in an ideal location; residents and patrons often complain that it is hard to find. Finding convenient parking space is often a challenge for visitors to the Town Hall. A long term lease results in annual payments that exceed current estimates of the annual debt service on a purpose-built facility. A five year lease may represent the lowest cost option, however it does not address current facility constraints and inefficiencies. MP Options B Annual Rent 13,610 Sq. Ft. Operating Expense Utilities Total B: 60 mos. - ($5 Improvement Allowance)$12.00$163,320$10.20$1.03$316,119 improvement allowance $5.00$68,050 Annual Rent CT Option Annual Rent 13,610 Sq. Ft.Utilities Total 1st 24 mos.$20.00$272,200$1.36$290,723 2nd 24 mos.$21.00$285,810$1.40$304,889 3rd 24 mos.$22.00$299,420$1.44$319,071 4th 24 mos.$23.00$313,030$1.49$333,271 5th 24 mos.$24.00$326,640$1.53$347,488 improvement allowance $31.20$424,632 Annual Rent April 23, 2012 [TOWN HALL LEASE/PURCHASE OPTIONS] 4 Purchase Options In January of 2012, Town staff also explored purchase options for the existing leased space. A purchase of this nature is not without precedent; Maguire sold the building currently occupied by the Boy Scouts of America to them as a carved out property. Solana Purchase Option Purchase approximately. 24,000 square feet of office space at $150 per square foot for a total purchase price of $3,600,000. Maguire estimated our net cost if we were to rent out the current unoccupied space or if we were to absorb the second floor space and only rent out the lower floor. In both cases, the net cost was higher than our current annual lease amount, indicating a negative benefit to a purchase option for the existing building. Purchasing Considerations: The building was built in the mid 1980’s with a design life of approximately 25 – 30 years; the building is near end-of-life (in need of major maintenance). The age of the building also indicates that it was built under a system of standards that are much lower than what would be used if the building were built today; this includes energy and safety standards. What is the Town’s liability towards meeting Federal energy efficiency standards both now and in the future? The building is physically connected to an adjacent building and is part of a larger complex; this scenario creates a host of concerns with respect to shared costs/liabilities including parking constraints and grounds maintenance. There is no guarantee we will be able to lease the vacant space profitably. How does Maguire’s current financial status affect the purchase contract? What would happen and what would it mean for us if the balance of the buildings became vacant and fell into disrepair? What is the true market value of the building? What is the rate of depreciation on the building? How much would needed repairs cost? How much renovation would be necessary? April 23, 2012 [TOWN HALL LEASE/PURCHASE OPTIONS] 5 Build-to-Suit Options Build to Suit (on Town property) As part of the Peter Hayes report conducted in March of 2010, the Town estimated the construction cost for a 12,000 sq. ft. facility that would be located on the eastern portion of the Westlake Academy campus adjacent to the existing pond. The total cost of this project was estimated at approximately $3.5 M. Staff estimates utility and annual operations and maintenance costs at $55,000 per year. Debt service is currently estimated at 4% or $65,000 per million issued. The average annual debt service on a $3.5 M issuance is approximately $227,500. Build to Suit (on purchased property) Current land prices in Westlake range between $100,000 and $400,000 per acre. The amount of land needed to build a 12,000 sq. ft. facility is approximately 1.5 acres. Any land purchase represents a net increase to the cost of the project and a subsequent decrease in the cost effectiveness of a build-to-suit project. April 23, 2012 [TOWN HALL LEASE/PURCHASE OPTIONS] 6 Build to Suit (Development Partnership) Town staff has also actively engaged developers in seeking ways to minimize the cost of Town Hall construction. There are numerous ways in which a developer may be enticed to help construct a Town Hall including: donation of land, complete construction of Town facilities under a long-term lease agreement, joint development and bond issuance etc. One example of a developer partnership is a lease-back agreement; a typical lease-back scenario is outlined below: Lease Back Scenario 1. The Town partners with a developer who agrees to build both their intended development AND the Town facilities. 2. The Town signs a 20 or 30 year (depending on the term of the bonds) lease agreement with the developer to lease the entire development. This lease agreement includes a sublease ‘back’ to the developer for the portion of the property associated with the development (theme park, retail hub, conference center etc.) 3. The developer issues the debt for the entire project utilizing corporate bonds. 4. The Town takes ownership of the developed property after 20 or 30 years (depending on the term of the bonds). Build to Suit Considerations: The current annual lease (deducting O&M costs) will cover approximately $2.5 M in debt service; we may need to raise additional capital in order to build adequate facilities. The cost of land in Westlake is very expensive, finding sufficient land may be a challenge. If we decide to construct a new building, where would we office out of in the interim? Would we be able to control our construction costs/process and avoid over-spending? How much would property tax rates have to go up to pay for a new building? If none, what is the rate risk i.e. amount needed to cover the debt service? Would we be able to realize a net savings or net equity return on a build-to- suit option? April 23, 2012 [TOWN HALL LEASE/PURCHASE OPTIONS] 7 Comparing the Options The bar graph below compares the associated costs of the various options that have been presented. The 120 mo. (10 yr) option reflects the average annual rental rate over the proposed 10 year period. Both the 60 mo. (5 yr.) and 120 mo. (10 yr.) option include an additional 4,188 of lease space currently available on the second floor. The total costs for the 5 and 10 year lease options include the $1.1 M that has already been spent on the existing space to reflect the Town’s total investment in the leased property. Figure 1 - Facility Option Annual Cost Comparisons The chart above compares the annual cost for each facility option that has been presented in this report. The least expensive option is the two year lease which does not include the addition of the vacant second floor space that is available. The second least expensive option is the build-to suit proposal which is based on annual debt service and operations and maintenance costs of $282,500. A pairing of these two options may represent a viable solution that would allow Council and staff to maintain our current costs while continuing to explore various purpose-built facility options. Figure 2 - Facility Options Total Cost Comparisons April 23, 2012 [TOWN HALL LEASE/PURCHASE OPTIONS] 8 Figure 2 illustrates the total cost comparison for each of the options discussed fr om a long-term investment perspective. Intuitively, the lease options do not present any recoverable asset value. The two purchase options include “sunk” costs in order to reflect the amount already expended ($1.1M) on the current lease; this amount has also been added to each of the lease scenarios illustrated. The asset value for the Solana Purchase and Build-to-Suit scenarios reflects the “purchase price” not the estimated market value; the market value will depend on a number of factors (i.e. future building condition and land values) which have not been estimated. Council Discussion/Direction: As evidenced by this report, there are a number of facility options available to the Town, only a few of which have been explored. It would be beneficial to know which of the options discussed are of interest (merit further exploration) and which are undesirable. For instance, should staff continue to explore a purpose-built facility on the Academy campus? Is a long-term lease of the existing space desirable? Does Council agree with the evaluation of our current leased space (inefficient, poorly arranged etc.)? Space Plan Proposed Facility for... 02-03-12 02-07-12 rev. date: rev. date: 02-13-12 02-17-12 SCALE: 1/8" = 1'-0" (on 24x36 paper only) i:/drawings/cassidy turley/solana/sp-pp&n/bldg 3/town of westlake - sp 13,610 rev. date: file location: date: rev. date: TOWN OF WESTLAKE SOLANA OFFICE PARK BUILDING 3 - STE 200 3 VILLAGE CIRCLE WESTLAKE, TX 76262 01-30-12 RSF: Demo Plan Proposed Facility for... 02-03-12 02-07-12 rev. date: rev. date: 02-13-12 02-17-12 SCALE: 1/8" = 1'-0" (on 24x36 paper only) i:/drawings/cassidy turley/solana/sp-pp&n/bldg 3/town of westlake - sp 13,610 rev. date: file location: date: rev. date: TOWN OF WESTLAKE SOLANA OFFICE PARK BUILDING 3 - STE 200 3 VILLAGE CIRCLE WESTLAKE, TX 76262 01-30-12 RSF: Page 1 of 3 estlake Town Council TYPE OF ACTION Workshop - Discussion Item Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Discussion of the Proposed FY 2012-2017 Capital Improvement Plan STAFF CONTACT: Tom Brymer, Town Manager and Debbie Piper, Director of Finance Decision Points Start Date Completion Date Timeframe: April 23, 2012 April 23, 2012 Proposed Capital Improvement Plan will be presented for discussion at the workshop. Funding: Amount - $14,032,159* Status- Funded Source- Capital Projects Fund Bonded Indebtedness Contributions *Note: this amount includes some of the possible changes discussed below, but may change depending on Council discussion at the workshop concerning the West Dove Road project and the East Dove Road sidewalk/trail. Decision Alignment VVM Perspective Desired Outcome Service Excellence Financial Stewardship FS.Identify & Allocate Funding for Maintenance of Public Assets Strategic Issue Outcome Strategy Staff Action N/A N/A N/A Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 3 EXECUTIVE SUMMARY Staff presented for Council’s review and discussion the Proposed FY 2012-2017 Capital Improvement Plan (CIP) at its March 26, 2012 Workshop Meeting. The status of all projects in the CIP was discussed and no changes were made by the Town Council at that meeting. The “Proposed” CIP attached is substantially the same document that was reviewed at that meeting, however, there have been some changes/additions to the Proposed ’12-17 CIP since the March 26, 2012 meeting. They are: • N-1 Sewer Line Inflow & Infiltration Repairs -Inclusion of the proposed amendment of an additional $80,000 bringing the total project to $200,000 due to the amount of damaged or defective items that must be repaired as noted in Agenda Memo regarding B&R Utilities contract. • Hwy 377 Westport Parkway Signal Cost Participation – Additional project in the amount of $70,000 (as noted in the Agenda Memo regarding an Inter-local Agreement with Tarrant County) for the installation of a traffic signal by the Texas Department of Transportation. Project includes $50,000 for Westlake’s portion of the project as well as an additional $20,000 to provide powder coating of the poles similar to the ones at the Westlake Parkway and FM 1938 bridges at SH 114 so that it fits our existing streetscape (and future) elements. In addition, the Staff wanted to offer the Town Council an additional opportunity to discuss possible additional revisions to the CIP prior to its adoption. These possible changes for Council discussion would be: • construction cost options for the Dove Road project which is about to begin. These cost and closure options as well as the length of construction time for these options were presented at the March 26th work shop. However, Staff felt that the Town Council would find it appropriate to have one final discussion on this matter before the construction commences. Staff will be prepared to review these numbers with the Town Council to see if they wish to add to the CIP to keep Dove Road open during construction (except when the new bridge is being built). • timing for the construction of the East Dove Road Reconstruction & Drainage Project (Project T10: 410.41, page 49 of the CIP document). This project includes a sidewalk/trail that would extend eastward from the Dove Road/Precinct Line Road intersection connecting to the sidewalk/trail on Dove Road near Glenwyck Farms. This project could be moved from its current planned timing of being constructed in FY 13/14- FY 14-15 to being done earlier (FY 12/13-FY 14-15). However, the Roanoke Road Improvement Project (Project T8: 410.34, page 47 of CIP) would need to “trade” timing with this project, i.e. be moved out a year from its current proposed timing for construction. Further, staff recommends adding $70,000 to upgrade this East Dove Road sidewalk/trail to concrete due to lower long-term maintenance costs over crushed granite. Also, trails on either end of this East Dove Road sidewalk/trail are or will be concrete, so it makes sense to construct it of concrete as well. Page 3 of 3 It should be noted that this CIP anticipates a debt issuance of $2,040,000 in FY 13-14. Any additional costs notes above or related to keeping the West Dove Road project open during construction have been determined by Staff to have a minimal impact on the debt service portion of the ad valorem tax rate. I.E. adding an additional $200-$250,000 to the CIP proposed at the March 26th meeting will not substantially affect our debt service costs. However, the Town would need to “carry” (from its fund balance) the additional West Dove Road costs (to keep it open during construction) for one fiscal year until the Town Council issues this next set of bonds. ORGANIZATIONAL HISTORY/RECOMMENDATION The current CIP was adopted in December 2010 and funded with Capital Project fund balance (transfers from General Fund and Property Tax Reduction) as well as bonded indebtedness. The proposed CIP retains many of the same projects; it also recognizes projects that were not contemplated or funded at the time such as the Deloitte entry and other contribution-funded projects. Staff recommends the approval and adoption of all funded projects as well as future deliberation regarding the prioritization and funding of the unfunded projects. ATTACHMENTS Proposed Capital Improvement Plan 2012 – 2017 (see attachment for this item for the regular meeting portion of this agenda). Page 1 of 2 estlake Town Council TYPE OF ACTION Workshop - Discussion Item Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Discussion of renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake amending Ordinance Chapter 90, Division II and Division III renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake. STAFF CONTACT: Jarrod Greenwood, Director of Public Works DECISION POINTS Start Date Completion Date Timeframe: September 1, 2012 September 1, 2012 Estimated completion date of FM 1938 Funding: Amount - 0T Status- N/A Source- N/A Decision Alignment VVM Perspective Desired Outcome Leadership Customer Focus CF.Promote Community Health, Safety & Welfare Strategic Issue Outcome Strategy Staff Action Public Safety and Emergency Preparedness 6. Maximize the service provision level to our customers through the use of the shared services model, public/private partnerships, and SA 01.3: FM 1938 Page 2 of 2 implementation of innovative inter- governmental agreements. Strategy Map or VVM Connection Strategic Issue Connection EXECUTIVE SUMMARY FM 1938 is a major TxDOT project supported by Westlake, Keller, Southlake, and Tarrant County as a regional effort to facilitate the growing traffic congestion on residential streets. The project began in 2000 and extends south from the existing Precinct Line Road Bridge at Hwy 114 in Westlake to the existing Fm 1709/FM 1938 intersection in Southlake. This will ultimately connect SH 114 in Westlake to I-820. The section of FM 1938 from FM 1709 in Southlake to I-820 is named Davis Boulevard. Staff feels that it would be beneficial to residents and motorists to utilize the same name for FM 1938 from SH 114 to I-820. The proposed name change will become effective the day TxDOT erects signage, designating Precinct Line Road in the corporate limits of the Town of Westlake as FM 1938/Davis Boulevard. ORGANIZATIONAL HISTORY/RECOMMENDATION Staff recommends approval ATTACHMENTS Ordinance COUNCIL RECAP / STAFF DIRECTION Town of Westlake Item # 6 Council Recap / Staff Direction Town of Westlake Item # 7 – Workshop Adjournment Back up material has not been provided for this item. CITIZEN PRESENTATIONS AND RECOGNITIONS: 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. Proclamations: Public Service Week; National Day of Prayer; and Westlake’s First Historical Marker Dedication Day. Recognize Council Member Tim Brittan’s years of service to the Town and Academy. Town of Westlake Item # 2 – Citizen’s Presentations and recognitions WHEREAS: Americans are served every single day by public servants at the federal, state, county and city levels. These unsung heroes do the work that keeps our nation working; WHEREAS: Public employees take not only jobs, but oaths; WHEREAS: Many public servants, including military personnel, police officers, firefighters, border patrol officers, embassy employees, health care professionals and others, risk their lives each day in service to the people of the United States and around the world; WHEREAS: Public servants include Town employees, teachers, doctors and scientists . . .train conductors and astronauts . . . nurses and safety inspectors . . . laborers, computer technicians, social workers and countless other occupations. Day in and da y out they provide the diverse services demanded by the American people of their government with efficiency and integrity; and WHEREAS: Without these public servants at every level, continuity would be impossible in a democracy that regularly changes its leaders and elected officials; WHEREAS: I, Laura Wheat, Mayor of the Town of Westlake do hereby announce and proclaim to all citizens and set seal hereto, that May 6-12, 2012, Public Service Recognition Week In Westlake, Texas and call upon the citizens to recognize and express their appreciation for the vital contributions made daily by public employees and volunteers throughout the Town of Westlake. IN WITNESS THEREOF, I have hereunto set my hand and caused the official seal of the Town of Westlake, Texas to be affixed this 23rd day of April 2012. ______________________________________________ Laura Wheat, Mayor Town of Westlake Proclamation Town of Westlake Proclamation WHEREAS, public prayer and national days of prayer have a long and significant history in American tradition dating back to the first call to prayer in 1775 when the Continental Congress asked the colonies to pray for wisdom in forming a nation; and WHEREAS, The Declaration of Independence, our first statement as Americans of national purpose and identity, made laws the foundation of our United States of America and asserted that people have inalienable rights that are God-given; and WHEREAS, in 1952 the Congress of the United States by a joint resolution enacted legislation setting aside an annual day of prayer for the nation, and in 1988 this law was amended permanently setting the day as the first Thursday of every May; and WHEREAS, the National Day of Prayer enables us to recall and teach the way in which our forefathers sought the wisdom of God when faced with critical decisions, thus reaffirming the spiritual principles upon which this nation was founded; and WHEREAS, on this day Americans across our nation and state will join in united prayer to acknowledge our dependence on God, to give Him thanks for blessings received, to request healing for wounds endured, and to seek His guidance for our leaders and His grace and protection upon us as a people and a nation; WHEREAS, this year is the 61st anniversary of the consecutive annual observance of the National Day of Prayer, and its theme being “One Nation Under God”, which reflects the words found in Psalm 33:12, “Blessed is the Nation whose God is the Lord”; NOW, THEREFORE, I Laura Wheat, by the Power vested in me as Mayor of Westlake, hereby proclaim Thursday, May 3, 2012, as A DAY OF PRAYER IN WESTLAKE And invite all in our town to observe this day in ways appropriate to its importance and significance as a time for united prayer in our city. Executed this 23rd day of April 2012. ________________________________ Laura Wheat, Mayor ATTEST: __________________________________ Kelly Edwards , Town Secretary Town of Westlake Proclamation WHEREAS, the Westlake Historical Preservation Society finds that there are several sites within the Town of Westlake worthy of historical note and have petitioned the Town of Westlake Town Manager and Staff to begin a historical marker program; and WHEREAS, the Westlake Historical Preservation Society finds that these sites identified within the town limits of Westlake are believed to be of enough historical significance to permanently mark and will chair/coordinate these efforts with town staff to help promote the love and interest of history in Westlake; and WHEREAS, while these identified historical sites in Westlake may not meet all of the standards to be designated as an official State of Texas historical marker, they do meet the standards as set by the Westlake Historical Preservation Society for a local marker after appropriate research and thus believe a town marker is appropriate; and WHEREAS, the Town of Westlake, along with the Westlake Historical Preservation Society, will celebrate the very first Westlake historical marker dedication day by holding a brief ceremony and sharing t he researched historical story and significance behind each and every marker dedicated, with a continued emphasis on historical preservation throughout the Town of Westlake. NOW, THEREFORE, I, Laura Wheat, Mayor of the Town of Westlake, Texas, do hereby proclaim Saturday, May 12, 2012 as: Westlake’s First Historical Marker Dedication Day In the Town of Westlake, Texas and encourage all Westlake residents, including any Westlake Academy family members and all history enthusiasts throughout our area to participate in this first , and any future, Westlake Historical Marker Dedication Day. IN WITNESS WHEREOF, I have hereunto set my hand and caused the official seal of the Town of Westlake, Texas, to be affixed this 23rd day of April 2012. _________________________________ Laura Wheat, Mayor CONSENT AGENDA: All items listed below are considered routine by the Town Council and will be enacted with one motion. There will be no separate discussion of items unless a Council Member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. a. Consider approval of the minutes from the meeting held on March 26, 2012. b. Consider approval of the amended minutes from the meeting held on August 29, 2012. c. Consider approval of Resolution 12-15, Authorizing the Town Manager to enter into an agreement with B&R Utilities for an amount of $134,684.65 for the rehabilitation of sanitary sewer lines and manholes. d. Consider approval of Ordinance 681, Providing for Adoption of the FY 2012- 2017 Capital Improvement Plan. e. Consider approval of Resolution 12-16, Approving an Interlocal Funding Agreement with Tarrant County for the installation of a traffic signal at US Highway 377 and Westport Parkway. f. Consider approval of Ordinance 682, Temporarily Amending Section 90-79(3) to Establish a Temporary Construction Speed Zone of 30 Miles Per Hour on Precinct Line Road (FM 1938) Between the Intersections of Dove Road and State Highway 114. g. Consider approval of Ordinance 683, Amending Chapter 90 Temporarily Amending Section 90-52(b) to Allow for Temporary Traffic Control Device at the Intersection of Dove Road and Randol Mill – facing a northeast direction. h. Consider approval of Ordinance 684, Amending Chapter 90, Division II and Division III renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake. Town of Westlake Item # 3 - Consent Agenda Items Town Council Minutes 03/26/12 Page 1 of 7 MINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL MEETING March 26, 2012 PRESENT: Mayor Laura Wheat and Council Members, Clif Cox, David Levitan, Carol Langdon and Rick Rennhack. ABSENT: Tim Brittan OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards, Assistant to the Town Manager Amanda DeGan, Town Attorney Stan Lowry, Finance Director Debbie Piper, Director of Communications & Community Affairs Ginger Awtry, Planning and Development Director Eddie Edwards, Facilities and Recreation Director Troy Meyer, Director of Public Works Jarrod Greenwood, Fire Chief Richard Whitten, and Budget & Management Analyst Scott Dixon. Workshop Session 1. CALL TO ORDER Mayor Wheat called the workshop to order at 5:03 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Wheat led the pledge of allegiance to the United States and Texas flags. 3. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM MARCH 26, 2012, REGULAR MEETING. Council Member Langdon asked for clarification on item d regarding the cost of services creating the Academy Master Plan. Discussion then ensued regarding the review of the Hayes Plan, how the facilities will be developed based on growth and curriculum, working with a Task Force consisting of Town Council Minutes 03/26/12 Page 2 of 7 faculty, principals and Town Staff and the various projections and assumptions based on 800 and 1,200 student enrollment. Mayor Wheat asked to discuss item b. Mayor Wheat asked that the language regarding nonprofit organizations be removed adding that the Town Manager’s approval shall be final. 4. DISCUSSION ITEMS a. Presentation regarding the DFW Connector transportation project. Ms. Kristen Schropp, Northgate Constructors Public Information Coordinator, provided a presentation and overview of the DFW Connector project. Discussion ensued regarding the DFW Connector scholarship program offered during the project, funding of the project, completed milestones, and managed lanes. b. Review and Discussion of the Capital Improvement Plan (CIP) and Capital Projects for completed in FY 10-11 and planned for FY11-12. Town Manager Brymer provided a presentation and overview of the plan. Mr. Joe Schenider provided an overview of the road construction projects and closure of Dove Road North of Pearson which will be closed to through traffic for approximately four (4) months beginning in April. Discussion ensued regarding the Dove Road closure, the funding and time frame of the Dove Road project, traffic patterns during the closure, the final road project at Dove and Ottinger Roads and unfunded projects as presented in the plan. Director of Public Works Greenwood provided an overview of the Utility projects as present in the plan. Facilities and Recreation Director Meyer provided an overview of the Sidewalk and Trail projects as present in the plan. Mayor Wheat asked the Council and Staff if there may be an opportunity in the survey to ask the citizens about unfunded projects to gauge the public interest in specific projects. Mayor Wheat recessed the meeting at 6:59 p.m. Mayor Wheat reconvened the meeting at 7:21 p.m. Town Council Minutes 03/26/12 Page 3 of 7 c. Review and Discussion of a proposed Agenda Memo and Council Agenda to integrate the Strategic Issues-focused Governance System (SIGS) into the agenda process. Assistant to the Town Manager DeGan and Budget & Management Analyst Dixon provided an overview of the proposed memo and agenda documents integrating the Strategic Plan and Balanced Scorecard. Discussion ensued regarding the format of the memo, adding the desired completion date, additional tools, and the structure of the three-month calendar. 5. EXECUTIVE SESSION The Council did not convene into executive session this time. The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.072 Deliberations Regarding Real Property – to deliberate the purchase, exchange, lease or value of real property located at the corner of Dove and Ottinger Roads. 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 6. RECONVENE MEETING 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 8. COUNCIL RECAP / STAFF DIRECTION Staff to review the cost of constructing the sidewalk along the north side of Dove Road the eastside of FM 1938 and West of Glenwyck Farm development. 9. ADJOURNMENT There being no further business before the Council, Mayor Wheat adjourned the workshop at 7:47 p.m. with Council Member Brittan absent. Town Council Minutes 03/26/12 Page 4 of 7 Regular Session 1. CALL TO ORDER Mayor Wheat called the meeting to order at 7:47 p.m. with Council Member Brittan absent. 2. CITIZEN PRESENTATIONS AND RECOGNITIONS: 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. Mayor Wheat read the Arbor Day Proclamation. Director of Communications & Community Affairs Awtry presented ICMA Recognition – Council Manager Form of Government to Mayor Wheat. 3. CONSENT AGENDA: All items listed below are considered routine by the Town Council and will be enacted with one motion. There will be no separate discussion of items unless a Council Member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. a. Consider approval of the minutes from the meeting held on February 27, 2012. b. Consider approval of Ordinance 678, Amending Chapter 1 General Provisions by Adding Section 2, Rules Governing the Use of the Westlake Town Seal and Intellectual Property. c. Consider approval of Resolution 12-11, Adopting of Performance Indicators for the Strategy Map from the Strategic Issues-focused Governance System (SIGS). d. Consider approval of Resolution 12-12, Authorizing a Contract with Bennett- Benner-Pettit for Preparation of a Campus Master Plan for Westlake Academy. e. Consider approval of Resolution 12-13, Entering into an Agreement with Horton Excavating for the Installation of Waterline Improvements on Roanoke Road to Serve Stagecoach Hills and authorizing the Town Manager to execute the agreement on behalf of the Town of Westlake. f. Consider approval of Ordinance 680, Amending Chapter 26, Community Development, Article II Unified Development Code, Division 2 Authority; Administrative Procedures, Sec. 26-67(a), Planning and Zoning Commission by adding an Alternate Member. g. Consider approval of Resolution 12-14, Appointing an Alternate Member to serve on the Planning and Zoning Commission. Town Council Minutes 03/26/12 Page 5 of 7 MOTION: Council Member Cox made a motion to approve the consent agenda with the revisions as discussed to item b during the workshop. Council Member Langdon seconded the motion. The motion carried by a vote of 4-0. 4. CONSIDER ACCEPTANCE OF THE CERTIFICATION OF UNOPPOSED CANDIDATES. MOTION: Council Member Rennhack made a motion to accept the Certification of Unopposed Candidates. Council Member Levitan seconded the motion. The motion carried by a vote of 4-0. 5. CONSIDER APPROVAL OF ORDINANCE 679, CANCELING THE MAY 12, 2012, GENERAL ELECTION DECLARING ONE (1) COUNCIL MEMBER POSITION VACANT. MOTION: Council Member Rennhack made a motion to approve Ordinance 679. Council Member Langdon seconded the motion. The motion carried by a vote of 4-0. 6. EXECUTIVE SESSION The Council convened into executive session at 7:56 p.m. The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.072 Deliberations Regarding Real Property – to deliberate the purchase, exchange, lease or value of real property located on the corners of Dove and Ottinger Roads. 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 7. RECONVENE MEETING Mayor Wheat reconvened the meeting at 9:55 p.m. Town Council Minutes 03/26/12 Page 6 of 7 8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. MOTION: Council Member Cox made a motion to approve pursuant to negotiated contracts for an amount of $21,872.00 to purchase 4,218 sq. ft. of property from Mr. and Mrs. Scott Bradley and an amount of $11,262.00 to purchase 2,346 sq. ft. of property from Mr. and Mrs. Gregg Malone Council Member Levitan seconded the motion. Motion carried 4-0. 9. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under “Future Agenda Item Requests”, an agenda item for a future Council meeting. The Council Member making the request will contact the Town Manager with the requested item and the Town Manager will list it on the agenda. At the meeting, the requesting Council Member will explain the item, the need for Council discussion of the item, the item’s relationship to the Council’s strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. - None 10. COUNCIL CALENDAR - Town Offices Closed – Good Friday April 6, 2012 - Westlake Arbor Day & MasterWorks Concert featuring Payin’ My Dues, presented by the WPAS - Glenwyck Farms Park April 7, 2012; 3:00 – 7:00 p.m. - MasterWorks Concert Series in Solana – Free Outdoor Concert by Zach King April 12, 2012; 6:00 – 7:00 p.m. - Alliance Development Forum, Marriott Champions Circle in FW April 13, 2012; 11:00 a.m. – 1:00 p.m. - WA Mr. Pink Pageant (Breast Cancer Awareness/Fundraiser) April 13, 2012; 5:30 – 7:30 p.m.; WA Outdoor Amphitheater - MasterWorks Concert Series in Solana – Free Outdoor Concert by John Adams April 19, 2012; 6:00 – 7:00 p.m. - Jr. High Sports Banquet, WA Gym & Dining Hall April 20, 2012; 6 – 8:00 p.m. - Living History Event, “History of the Texas Flag” hosted by the WHPS April 24, 2012; 7:00 – 8:30 p.m., WA Performance Hall - WA UNICEF Mural Fundraiser & Auction – WA Gym April 27, 2012; 6:00 – 10:00 p.m. - Bandana Bonanza, Westlake Academy Campus May 5, 2012; 3:00 7:00 p.m. Town Council Minutes 03/26/12 Page 7 of 7 - Board of Trustees May 7, 2012 - JV & Varsity Sports Banquet, WA Gym & Dining Hall May 11, 2012 - Westlake Historical Marker Presentation Day, hosted by WHPS May 12, 2012; 2:00 p.m. - Final MasterWorks Concert Series featuring Vocal Trash, Westlake Academy Outdoor Amphitheater May 18, 2012; 7:00 – 8:00 p.m. - WA PYP Exhibition May 24, 2012; 9:00 a.m. – 3:30 p.m. - Council Planning Retreat May 25, 2012; 12:00 noon to 4:00 p.m. - Town Offices Closed - Memorial Day May 28, 2012 - Senior Banquet – location TBA May 31, 2012; 6:30 – 9:30 p.m. - 2012 WA Graduation – Hurst Conference Center June 2, 2012; 2:00 p.m. 11. ADJOURNMENT There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Rennhack made a motion to adjourn the meeting. Council Member Langdon seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the meeting at 10:02 p.m. APPROVED BY THE TOWN COUNCIL ON APRIL 23, 2012. ATTEST: _____________________________ Laura Wheat, Mayor _____________________________ Kelly Edwards, Town Secretary Town Council Minutes 08/29/11 Page 1 of 5 MINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL MEETING August 29, 2011 PRESENT: Mayor Laura Wheat and Council Members, Tim Brittan, Clif Cox, Carol Langdon and David Levitan. ABSENT: Rick Rennhack OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards, Assistant to the Town Manager Amanda DeGan, Director of Communications & Community Affairs Ginger Awtry, Fire Chief Richard Whitten, Finance Director Debbie Piper, Planning and Development Director Eddie Edwards, Facilities and Recreation Director Troy Meyer, and Director of Public Works Jarrod Greenwood. Workshop Session 1. CALL TO ORDER Mayor Wheat called the workshop to order at 5:24 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Wheat led the pledge of allegiance to the United States and Texas flags. 3. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM AUGUST 29, 2011, REGULAR MEETING. (25 min) Discussion ensued regarding the credit card fees and possibilities of incorporating this into paying traffic violations such as red light camera. Discussion also ensued regarding the Change Orders, drainage and publicizing this information for the residents. Town Council Minutes 08/29/11 Page 2 of 5 4. DISCUSSION ITEMS a. Discussion and overview of SB 100 regarding elections (30 min) This item was discussed before Item 3 Attorney Cunningham provided an overview of SB 100 options and the effects on the May General election. b. Discussion and follow-up regarding the FY 2011-2012 budget. (15 min) Town Manager Brymer provided a update for questions and additional information that was discussed during the budget workshop. He also provided an overview of the projects and the addition of $2,500 to for funding of the Public Arts Society. Discussion also ensued regarding the cost of an engineering study of a traffic circle. 5. COUNCIL RECAP / STAFF DIRECTION No additional information. Attorney Lowry stated that the Council could convene into executive session. The Council convened into closed session at 6:20 p.m., pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087: Deliberation Regarding Economic Development Negotiations – to deliberate the offer of a financial or other incentive to a business prospect. b. Section 551.071 Consultation with Attorney - to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: Rosevear and Simonetti Council reconvened the meeting at 7:18 p.m. Town Council Minutes 08/29/11 Page 3 of 5 6. ADJOURNMENT There being no further business before the Council, Mayor Wheat adjourned the workshop at 7:18 p.m. Regular Session 1. CALL TO ORDER Mayor Wheat called the regular meeting to order at 7:18 p.m. with Council Member Rennhack and Council Member Brittan absent. 2. CITIZEN PRESENTATIONS AND RECOGNITIONS Distinguished Budget Presentation Award for Fiscal Year beginning October 1, 2010 by Lena Ellis, CFO, City of Fort Worth and Government Finance Officers Association National Board Member. Finance Director Piper stated this item would be postponed until the next meeting. 3. CONSENT AGENDA a. Consider approval of the minutes from the meeting held on June 13, 2011. b. Consider approval of the minutes from the meeting held on August 12, 2011. c. Consider approval of Resolution 11-21, Appointing Michael Barrett to the Planning and Zoning Commission. d. Consider approval of Ordinance 660, Approving a negotiated resolution between the Atmos Cities Steering Committee and Atmos Energy Corp., MID-TEX DIVISION regarding the company’s Fourth Annual Rate Review Mechanism Filing in all cities exercising original jurisdiction. e. Consider approval of Ordinance 661, Amending Chapter 2, Administration, Article V Finance, Division 2 Fees and Use Schedule, adding Section 2-182 Credit Card Processing fee. f. Consider approval of Ordinance 662, Amending Chapter 2, Administration, Article V, Finance, Division 1. Generally, Section 2-161, Signatures On Town Checks. g. Consider approval of Resolution 11-22, Authorizing the Town Manager to execute Change Orders 18 and 19 with TxDOT for structural enhancements for the FM1938 project. h. Consider approval of Resolution 11-23, Adopting the Governmental Accounting Standard Board (GASB) 54 Policy. i. Consider approval of Resolution 11-24, Accepting the Certified Property Tax Values. Town Council Minutes 08/29/11 Page 4 of 5 j. Consider approval of Ordinance 663, Amending Chapter 46, Health and Sanitation Adding Article V, Public Swimming Pool, Spa or Interactive Water Feature Rules. k. Consider approval of Ordinance 664, Amending Chapter 46, Health and Sanitation, Article III, Food, Division 2, Food Service Sanitation and Good Handling. l. Consider approval of Resolution 11-25, Amending the Fee and Use Schedule. MOTION: Council Member Langdon made a motion to approve the consent agenda. Council Member Levitan seconded the motion. The motion carried by a vote of 3-0. 4. EXECUTIVE SESSION – This item was conducted during the work 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 – to deliberate the offer of a financial or other incentive to a business prospect. b. Section 551.071 Consultation with Attorney - to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: Rosevear and Simonetti. 5. RECONVENE MEETING 6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. MOTION: Council Member Cox made a motion to approve Resolution 11-26, Approving a development agreement between the Town of Westlake and Hillwood Alliance services, LLC (HAS) , AIL Investment, L.P., and HW 164 Land, LP (collectively referred to as “Hillwood entities”), pertaining to conveyance of certain real property to the Town for creation of a northern entrance point to the Westlake Academy campus, setting out responsibilities and funding for certain public roadway improvements a consent agenda. Council Member Cox seconded the motion. The motion carried by a vote of 3-0. Town Council Minutes 08/29/11 Page 5 of 5 7. FUTURE AGENDA ITEMS - None 8. COUNCIL RECAP / STAFF DIRECTION - None 9. COUNCIL CALENDAR - Town Offices Closed September 5, 2011 - Town Council Meeting September 12, 2011 - Texas Municipal League October 11-14, 2011, Houston 10. ADJOURNMENT There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Langdon made a motion to adjourn the meeting. Council Member Cox seconded the motion. The motion carried by a vote of 3-0. Mayor Wheat adjourned the meeting at 7:23 p.m. APPROVED BY THE TOWN COUNCIL SEPTEMBER 26, 2011. ATTEST: _____________________________ Laura Wheat, Mayor _____________________________ Kelly Edwards, Town Secretary Page 1 of 2 estlake Town Council TYPE OF ACTION Regular Meeting - Consent Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Consider a Resolution authorizing the Town Manager to enter into an agreement with B&R Utilities for an amount of $134,684.65 for the rehabilitation of sa nitary sewer lines and manholes. STAFF CONTACT: Jarrod Greenwood, Director of Public Works DECISION POINTS Start Date Completion Date Timeframe: April 23, 2012 June 29, 2012 Estimated time of contract Funding: Amount - $134,684.65 Status- Funded Source- Utility Fund Decision Alignment VVM Perspective Desired Outcome Exemplary Governance Operational Processes OP.Preserve our Infrastructure to Meet the Life Expectancy of our Assets Strategic Issue Outcome Strategy Staff Action Capital Investment 1. Existing Infrastructure Reinvestment (Current Assets) SA 05.3: Capital Reinvestment Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 2 EXECUTIVE SUMMARY A portion of Westlake’s and Southlake’s sanitary sewer flows into a sewer line referred to as the “N-1 Sewer Line” and is jointly owned by Westlake and Southlake. The operation and maintenance costs are shared based on an inter-local agr eement from July 1999. Westlake’s proportional costs are directly related to the 48.5 % ownership of the sewer line’s capacity. In 2006 Westlake and Southlake petitioned TRA to assume ownership of the sewer line. As a condition of the transfer, TRA requested an inspection and detailed engineering analysis of the N-1 sewer line. Westlake entered into and agreement with RJN Group in October 2006 to perform the inspection and analysis for our 48.5% portion. A final report by RJN was delivered to the Town in December 2011 that showed a significant amount of groundwater was entering the sanitary sewer system through damaged or defective manholes, clean outs, and pipes. The proposed project of $134,684.65 will provide for the repair of damaged or defective manholes, clean outs, and pipes. The proposed contract will require a budget amendment to the CIP for an additional $80,000 (see updated CIP). This increase is due to the amount of damaged or defective items that must be repaired as outlined in the December 2011 RJN engineering report. ORGANIZATIONAL HISTORY/RECOMMENDATION Staff recommends approval ATTACHMENTS Resolution, Exhibit A Propo sed agreement with B&R Utilities Town Of Westlake 2012 Manhole Rehabilitation Basin WL-02 RJN Project # 18-2561-00 4/19/2012 Project Name:2012 Manhole Rehabilitation Basin WL-02 ADVERTISEMENT DATE:3/24/2012 3/31/12 BID DATE:4/12/2012 BID APPROX.UNIT ITEM DESCRIPTION AND ITEM QUANTITY WRITTEN UNIT PRICE 1 1 LS Mobilization: 5% (maximum) of total base bid. 50% of this item will be paid for 5,000.00 5,000.00 14,000.00 14,000.00 5,564.00 5,564.00 4,404.45 4,404.45 2 20 EA Replace Manhole Frame and cover per Section D2-2 (material only) 500.00 10,000.00 549.70 10,994.00 325.00 6,500.00 491.70 9,834.00 3 7 EA Paved Frame & Grade Adjustment Sealing per Section D2-4 2,000.00 14,000.00 3,277.50 22,942.50 1,655.00 11,585.00 815.96 5,711.72 4 55 EA Non-Paved Frame & Grade Adjustment Sealing per Section D2-4 750.00 41,250.00 1,667.50 91,712.50 669.00 36,795.00 571.77 31,447.35 5 20 JT Pressure Grout Manhole Walls per Section D2-7 750.00 15,000.00 1,162.25 23,245.00 310.00 6,200.00 952.22 19,044.40 6 10 EA Pressure Grout Pipe Seals, Bench and Trough, and lower 18” of Manhole per Section D2-7 1,200.00 12,000.00 898.50 8,985.00 985.00 9,850.00 1,169.13 11,691.30 7 20 VF Apply Epoxy Coating per Section D2‑8 295.00 5,900.00 425.00 8,500.00 235.00 4,700.00 327.00 6,540.00 8 40 VF Concrete Grade Adjustment (Material Only) 195.00 7,800.00 460.00 18,400.00 279.00 11,160.00 417.33 16,693.20 9 10 EA Raise Main Line Cleanout Grade, Including Riser, Concrete, and all Materials, Per Detail (NCTCOG 502.2)1,500.00 15,000.00 653.20 6,532.00 779.00 7,790.00 445.40 4,454.00 10 11 EA Replace Bolts per each Manhole Cover 150.00 1,650.00 66.70 733.70 18.00 198.00 181.28 1,994.08 11 55 EA Raise Lateral Cleanout to Grade including Riser, Coupling, Sub-foot GPS, Coordinates of Cleanout, Photograph (Section D1-3) 525.00 28,875.00 1,023.50 56,292.50 565.00 31,075.00 306.73 16,870.15 12 4,000 LF TV Inspection to Locate Lateral Cleanout 1.50 6,000.00 10.00 40,000.00 1.10 4,400.00 1.50 6,000.00 TOTAL $ Total Amount Bid shown above are the calculated and true Total Amounts Bid Red text in National Power Rodding Bid Total represents revised amount due to summation error decreasing the original amount bid by $36.00 135,817.00 B & R Utility Construction 8625 Brooks Rd., Burleson, TX 76028 Unit Price Bid Amount 134,684.65 Interstate Pipeline Utility Construction LLC P.O. Box 152957 Dallas, TX 75315 Unit Price Bid Amount 162,475.00 302,337.20 National Power Rodding Corp 2500 W. Arthington St. Chicago, IL 60612 Unit Price Bid Amount RKM Utility Services, Inc. 1544 Valwood Pkwy, STE 100 Carrollton, TX 75006 Unit Price Bid Amount Resolution 12-15 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 12-15 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH B&R UTILITIES FOR THE REHABILITATION OF SANITARY SEWER LINES AND MANHOLES RELATED TO THE ADOPTED CAPITAL IMPROVEMENT PLAN. WHEREAS, the Town of Westlake owns 48.5 % of the flow capacity in the N-1 sewer line; and WHEREAS, Westlake desires to work with the City of Southlake to transfer ownership of the N-1 sewer line to the Trinity River Authority; and WHEREAS, the transfer to TRA is contingent upon a satisfactory repair of sewer line defects within Westlake’s collection system contributing to increased groundwater intrusion; and WHEREAS, the Town Council finds that the repair of damaged or defective manholes, clean outs, and pipes benefit the public and is in the best interest of the public; and WHEREAS, the Town Council finds that funding for the repairs are necessary for the transfer ; and WHEREAS, the Town Council finds that the proposed construction provides sound infrastructure planning consistent with goals and objectives within the adopted strategic plan; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the public. 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: The Town Council of the Town of Westlake hereby approves the contract with B&R Utilities in the amount of $134,684.65 for the rehabilitation of sanitary sewer lines and manholes, attached as Exhibit “A”, and further authorizes the Town Manager to execute the agreement on behalf of the Town of Westlake, Texas. 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 12-15 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 23rd DAY OF APRIL 2012. ATTEST: _____________________________ Laura L. Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney 1 CONSTRUCTION AGREEMENT THE STATE OF TEXAS ) ) KNOW ALL MEN BY THESE PRESENTS: COUNTY OF TARRANT ) 2012 Manhole Rehabilitation Basin WL-02 Project No.: xxxxx Bid No.: xxxxx This Construction Agreement (the "Agreement") is made by and between ______________________________ a Corporation,(the "Contractor") and the Town of Westlake, Texas, a municipal corporation (the "Owner"). For and in consideration of the payment, agreements and conditions hereinafter mentioned, and under the conditions expressed in the bonds herein, Contractor hereby agrees to complete the construction of improvements described as follows: 2012 Manhole Rehabilitation Basin WL-02, Project Number xxxx in the Town of Westlake, Texas, and all extra work in connection therewith, under the terms as stated in the North Central Texas Council of Governments (NCTCOG) October 2004 Edition of the Public Works Construction Standards - North Central Texas as it may be amended from time to time (hereinafter called "NCTCOG Specifications"), and under the terms of the Special Conditions of this Contract; and at his, her or their own proper cost and expense to furnish all superintendence, labor, insurance, equipment, tools and other accessories and services necessary to complete the said construction in accordance with all the Contract Documents, incorporated herein as if written word for word, and in accordance with the Plans, which include all maps, plats, blueprints, and other drawings and printed or written explanatory manner therefore, and the Specifications as prepared by Town of Westlake or its consultant hereinafter called Engineer, who has been identified by the endorsement of the Contractor's written proposal, these General Provisions of the NCTCOG Specifications, the Special Conditions of this Contract, the payment, performance, and maintenance bonds hereto attached; all of which are made a part hereof and collectively evidence and constitute the entire Contract. A. Contract Documents and Order of Precedence The Contract Documents shall consist of the following documents: 1. this Construction Agreement; 2. properly authorized change orders; 3. any listed and numbered addenda; 2 4. the Texas Department of Transportation (TXDOT) Permit Requirements for Utility Work on Highway Right- of-Way Within Tarrant County.; 5. the Special Conditions; 6. Technical Specifications & Construction Drawings; 7. the OWNER's Standard Construction Details; 8. the October 2004 Edition of the Public Works Construction Standards - North Central Texas as amended and published by the North Central Texas Council of Governments, as amended by the Owner (collectively, the "NCTCOG Specifications "); 9. the OWNER’s written notice to proceed to the CONTRACTOR; 10. the Contractor’s Bid Proposal; 11. the Performance, Payment, and Maintenance Bonds; and, 12. any other bid materials distributed by the Owner that relate to the Project. These Contract Documents are incorporated by reference into this Construction Agreement as if set out here in their entirety. The Contract Documents are intended to be complementary; what is called for by one document shall be as binding as if called for by all Contract Documents. It is specifically provided, however, that in the event of any inconsistency in the Contract Documents, the inconsistency shall be resolved by giving precedence to the Contract Documents in the order in which they are listed herein above. If, however, there exists a conflict or inconsistency between the Technical Specifications and the Construction Drawings it shall be the Contractor’s obligation to seek clarification as to which requirements or provisions control before undertaking any work on that component of the project. Should the Contractor fail or refuse to seek a clarification of such conflicting or inconsistent requirements or provisions prior to any work on that component of the project, the Contractor shall be solely responsible for the costs and expenses - including additional time - necessary to cure, repair and/or correct that component of the project. B. Total of Payments Due Contractor For performance of the Work in accordance with the Contract Documents, the Owner shall pay the Contractor in current funds an amount not to exceed ________________________Dollars and No cents($ _______________). This amount is subject to adjustment by change order in accordance with the Contract Documents. C. Dates to Start and Complete Work Contractor shall begin work within ten (10) calendar days after receiving a written Notice to Proceed or written Work Order from the Owner. All Work required under the Contract Documents shall be completed within 45 calendar days after the date of the Notice to Proceed for the base bid. 3 Under this Construction Agreement, all references to “day” are to be considered “calendar days” unless noted otherwise. D. CONTRACTOR'S INDEMNITY TO THE OWNER AND OTHERS CONTRACTOR SHALL DEFEND, INDEMNIFY, AND HOLD HARMLESS THE OWNER, ITS TOWN COUNCIL, OFFICERS, EMPLOYEES, AND AGENTS FROM AND AGAINST ALL CITATIONS, CLAIMS, COSTS, DAMAGES, DEMANDS, EXPENSES,FINES, JUDGMENTS, LOSSES, PENALTIES OR SUITS, WHICH IN ANY WAYARISE OUT OF, RELATE TO, OR RESULT FROM THE PERFORMANCE OF THEWORK OR WHICH ARE CAUSED BY THE INTENTIONAL ACTS OR NEGLIGENTACTS OR OMISSIONS OF CONTRACTOR, ITS SUBCONTRACTORS, ANYOFFICERS, AGENTS OR EMPLOYEES OF EITHER CONTRACTOR OR ITSSUBCONTRACTORS, AND ANY OTHER THIRD PARTIES FOR WHOM OR WHICHCONTRACTOR IS LEGALLY RESPONSIBLE (THE "INDEMNIFIED ITEMS"). BY WAY OF EXAMPLE, THE INDEMNIFIED ITEMS MAY INCLUDEPERSONAL INJURY AND DEATH CLAIMS AND PROPERTY DAMAGE CLAIMS,INCLUDING THOSE FOR LOSS OF USE OF PROPERTY. INDEMNIFIED ITEMS SHALL INCLUDE ATTORNEYS' FEES AND COSTS,COURT COSTS, AND SETTLEMENT COSTS. INDEMNIFIED ITEMS SHALL ALSOINCLUDE ANY EXPENSES, INCLUDING ATTORNEYS' FEES AND EXPENSES,INCURRED BY AN INDEMNIFIED INDIVIDUAL OR ENTITY IN ATTEMPTING TOENFORCE THIS INDEMNITY. In its sole discretion, the Owner shall have the right to approve counsel to be retained by Contractor in fulfilling its obligation to defend and indemnify the Owner. Contractor shall retain approved counsel for the Owner within seven (7) business days after receiving written notice from the Owner that it is invoking its right to indemnification under this Construction Agreement. If Contractor does not retain counsel for the Owner within the required time, then the Owner shall have the right to retain counsel and the Contractor shall pay these attorneys' fees and expenses. The Owner retains the right to provide and pay for any or all costs of defending indemnified items, but it shall not be required to do so. To the extent that Owner elects to provide and pay for any such costs, Contractor shall indemnify and reimburse Owner for such costs. E. Insurance Requirements 1. Before commencing work, the Contractor shall, at its own expense, procure, pay for and maintain the following insurance coverage written by companies approved by the State of Texas and acceptable to the Town of Westlake. The Contractor shall furnish to the Town of Westlake Purchasing Manager certificates of insurance executed by the insurer or its authorized agent stating the type of coverages, limits of each such coverage, expiration dates and compliance with all applicable required provisions. Certificates shall reference the project/contract number and be addressed as follows: 4 2012 Manhole Rehabilitation Basin WL-02 Town of Westlake 3 Village Circle, Suite 202 Westlake, TX 76262 (a) Commercial General Liability insurance, including, but not limited to Premises/Operations, Personal & Advertising Injury, Products/Completed Operations, Independent Contractors and Contractual Liability, with minimum combined single limits of $1,000,000 per-occurrence, $1,000,000 Products/Completed Operations Aggregate and $1,000,000 general aggregate. Coverage must be written on an occurrence form. The General Aggregate shall apply on a per project basis. (b) Workers’ Compensation insurance with statutory limits; and Employers’ Liability coverage with minimum limits for bodily injury: a) by accident, $100,000 each accident, b) by disease, $100,000 per employee with a per policy aggregate of $500,000. (c) Business Automobile Liability insurance covering owned, hired and non- owned vehicles, with a minimum combined bodily injury and property damage limit of $1,000,000 per occurrence. (d) Umbrella or Excess Liability insurance with minimum limits of $5,000,000 each occurrence and annual aggregate for bodily injury and property damage, that follows form and applies in excess of the above indicated primary coverage in subparagraphs 1, 2 and 3. The total limits required may be satisfied by any combination of primary, excess or umbrella liability insurance provided all policies comply with all requirements. The Contractor may maintain reasonable deductibles, subject to approval by the Owner. (e) Builder’s Risk Insurance is not required. (f) Railroad Protective Liability Insurance is not required. 2. With reference to the foregoing required insurance, the Contractor shall endorse applicable insurance policies as follows: (a) A waiver of subrogation in favor of Town of Westlake, its officials, employees, and officers shall be contained in the Workers’ Compensation insurance policy. (b) The Town of Westlake, its officials, employees and officers shall be named as additional insureds on the Commercial General Liability policy, by using endorsement CG2026 or broader . (c) All insurance policies shall be endorsed to the effect that Town of Westlake will receive at least thirty (30) days notice prior to cancellation, non-renewal, termination, or material change of the policies. 5 3. All insurance shall be purchased from an insurance company that meets a financial rating of B+VI or better as assigned by the A.M. BEST Company or equivalent. 4. With respect to Workers’ Compensation insurance, the Contractor agrees to comply with all applicable provisions of 28 Tex. Admin Code § 110.110, “Reporting Requirements for Building or Construction Projects for Governmental Entities,” as such provision may be amended, and as set forth in Paragraph F following. F.Workers' Compensation Insurance Coverage 1. Definitions: Certificate of coverage ("certificate")- A copy of a certificate of insurance, a certificate of authority to self-insure issued by the commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. Duration of the project - includes the time from the beginning of the work on the project until the Contractor's/person's work on the project has been completed and accepted by the governmental entity. Persons providing services on the project ("subcontractor" in §406.096) - includes all persons or entities performing all or part of the services the Contractor has undertaken to perform on the project, regardless of whether that person contracted directly with the Contractor and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. 2. The Contractor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the Contractor providing services on the project, for the duration of the project. 3. The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract. 4. If the coverage period shown on the Contractor's current certificate of coverage ends during the duration of the project, the Contractor must, prior to the end of the coverage period, file a new certificate of coverage with the governmental entity showing that coverage has been extended. 6 5. The Contractor shall obtain from each person providing services on a project, and provide to the governmental entity: (a) a certificate of coverage, prior to that person beginning work on the project, so the governmental entity will have on file certificates of coverage showing coverage for all persons providing services on the project; and (b) no later than seven days after receipt by the Contractor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. 6. The Contractor shall retain all required certificates of coverage for the duration of the project and for one year thereafter. 7. The Contractor shall notify the governmental entity in writing by certified mail or personal delivery, within 10 days after the Contractor knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project. 8. The Contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. 9. The Contractor shall contractually require each person with whom it contracts to provide services on a project, to: (a) provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all of its employees providing services on the project, for the duration of the project; (b) provide to the Contractor, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project; (c) provide the Contractor, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; (d) obtain from each other person with whom it contracts, and provide to the Contractor: (1) a certificate of coverage, prior to the other person beginning work on the project; and 7 (2) a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project; (e) retain all required certificates of coverage on file for the duration of the project and for one year thereafter; (f) notify the governmental entity in writing by certified mail or personal delivery, within 10 days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and (g) contractually require each person with whom it contracts, to perform as required by paragraphs (1) - (7), with the certificates of coverage to be provided to the person for whom they are providing services. 10. By signing this contract or providing or causing to be provided a certificate of coverage, the Contractor is representing to the governmental entity that all employees of the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the commission's Division of Self-Insurance Regulation. Providing false or misleading information may subject the Contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. 11. The Contractor's failure to comply with any of these provisions is a breach of contract by the Contractor which entitles the governmental entity to declare the contract void if the Contractor does not remedy the breach within ten days after receipt of notice of breach from the governmental entity. G. Performance, Payment and Maintenance Bonds The Contractor shall procure and pay for performance and payment bonds applicable to the work in the amount of the total bid price. The Contractor shall also procure and pay for a maintenance bond applicable to the work in the amount of fifteen percent (15%) of the total bid price. The period of the Maintenance Bond shall be two years from the date of acceptance of all work done under the contract, to cover the guarantee as set forth in the Special Conditions. The performance, payment and maintenance bonds shall be issued in the form attached to this Construction Agreement as Exhibits B, C and D. Other performance, payment and maintenance bond forms shall not be accepted. Among other things, these bonds shall apply to any work performed during the two-year warranty period after acceptance as described in this Construction Agreement. The performance, payment and maintenance bonds shall be issued by a corporate surety, acceptable to and approved by the Town, authorized to do business in the State of Texas, pursuant to Chapter 2253 of the Texas Government Code. Further, the Contractor shall supply capital and surplus information concerning the surety and reinsurance information concerning the performance, payment and maintenance bonds upon Town request. In addition 8 to the foregoing requirements, if the amount of the bond exceeds One Hundred Thousand Dollars ($100,000) the bond must be issued by a surety that is qualified as a surety on obligations permitted or required under federal law as indicated by publication of the surety’s name in the current U.S. Treasury Department Circular 570. In the alternative, an otherwise acceptable surety company (not qualified on federal obligations) that is authorized and admitted to write surety bonds in Texas must obtain reinsurance on any amounts in excess of One Hundred Thousand Dollars ($100,000) from a reinsurer that is authorized and admitted as a reinsurer in Texas who also qualifies as a surety or reinsurer on federal obligations as indicated by publication of the surety’s or reinsurer’s name in the current U.S. Treasury Department Circular 570. H. Progress Payments and Retainage As it completes portions of the Work, the Contractor may request progress payments from the Owner. Progress payments shall be made by the Owner based on the Owner's estimate of the value of the Work properly completed by the Contractor since the time the last progress payment was made. The "estimate of the value of the work properly completed" shall include the net invoice value of acceptable, non-perishable materials actually delivered to and currently at the job site only if the Contractor provides to the Owner satisfactory evidence that material suppliers have been paid for these materials. No progress payment shall be due to the Contractor until the Contractor furnishes to the Owner: 1. copies of documents reasonably necessary to aid the Owner in preparing an estimate of the value of Work properly completed; 2. full or partial releases of liens, including releases from subcontractors providing materials or delivery services relating to the Work, in a form acceptable to the Owner releasing all liens or claims relating to goods and services provided up to the date of the most recent previous progress payment; 3. an updated and current schedule clearly detailing the project’s critical path elements in accordance with SC.11 CONSTRUCTION SCHEDULE; and 3. any other documents required under the Contract Documents. Progress payments shall not be made more frequently than once every thirty (30) calendar days unless the Owner determines that more frequent payments are appropriate. Further, progress payments are to be based on estimates and these estimates are subject to correction through the adjustment of subsequent progress payments and the final payment to Contractor. If the Owner determines after final payment that it has overpaid the Contractor, then Contractor agrees to pay to the Owner the overpayment amount specified by the Owner within thirty (30) calendar days after it receives written demand from the Owner. The fact that the Owner makes a progress payment shall not be deemed to be an admission by the Owner concerning the quantity, quality or sufficiency of the Contractor's work. Progress payments shall not be deemed to be acceptance of the Work nor shall a progress payment release the Contractor from any of its responsibilities under the Contract Documents. 9 After determining the amount of a progress payment to be made to the Contractor, the Owner shall withhold a percentage of the progress payment as retainage. The amount of retainage withheld from each progress payment shall be set depending upon the value of the Contract Work on the effective date of the Contract: Contract Amount Retainage Percentage Up to $25,000 15% $25,000 to $400,000 10% Over $400,000 5% Retainage shall be withheld and may be paid to: a. ensure proper completion of the Work. The Owner may use retained funds to pay replacement or substitute contractors to complete unfinished or defective work; b. ensure timely completion of the Work. The Owner may use retained funds to pay liquidated damages; and c. provide an additional source of funds to pay claims for which the Owner is entitled to indemnification from Contractor under the Contract Documents. Retained funds shall be held by the Owner in accounts that shall not bear interest. Retainage not otherwise withheld in accordance with the Contract Documents shall be returned to the Contractor as part of the final payment. I. Withholding Payments to Contractor The Owner may withhold payment of some or all of any progress or final payment that would otherwise be due if the Owner determines, in its discretion, that the Work has not been performed in accordance with the Contract Documents. The Owner may use these funds to pay replacement or substitute contractors to complete unfinished or defective Work. The Owner may withhold payment of some or all of any progress or final payment that would otherwise be due if the Owner determines, in its discretion, that it is necessary and proper to provide an additional source of funds to pay claims for which the Owner is entitled to indemnification from Contractor under the Contract Documents. Amounts withheld under this section shall be in addition to any retainage. J. Acceptance of the Work When the Work is completed, the Contractor shall request that the Owner perform a final inspection. The Owner shall inspect the Work. If the Owner determines that the Work has been completed in accordance with the Contract Documents, it shall issue a written notice of acceptance of the Work. If the Owner determines that the Work has not been completed in 10 accordance with the Contract Documents, then it shall provide the Contractor with a verbal or written list of items to be completed before another final inspection shall be scheduled. It is specifically provided that Work shall be deemed accepted on the date specified in the Owner's written notice of acceptance of the Work. The Work shall not be deemed to be accepted based on "substantial completion" of the Work, use or occupancy of the Work, or for any reason other than the Owner's written Notice of Acceptance. Further, the issuance of a certificate of occupancy for all or any part of the Work shall not constitute a Notice of Acceptance for that Work. In its discretion, the Owner may issue a Notice of Acceptance covering only a portion of the Work. In this event, the notice shall state specifically what portion of the Work is accepted. K. Acceptance of Erosion Control Measures When the erosion control measures have been completed, the Contractor shall request that the Owner perform a final inspection. The Owner shall inspect the Work. If the Owner determines that the Work has been completed in accordance with the Contract Documents and per TPDES General Construction Permit, it shall issue a written Notice of Acceptance of the Work. If the Owner determines that the Work has not been completed in accordance with the Contract Documents or TPDES General Construction Permit, then it shall provide the Contractor with a verbal or written list of items to be completed before another final inspection shall be scheduled. L. Final Payment After all Work required under the Contract Documents has been completed, inspected, and accepted, the Town shall calculate the final payment amount promptly after necessary measurements and computations are made. The final payment amount shall be calculated to: 1. include the estimate of the value of Work properly completed since the date of the most recent previous progress payment; 2. correct prior progress payments; and 3. include retainage or other amounts previously withheld that are to be returned to Contractor, if any. Final payment to the Contractor shall not be due until the Contractor provides original full releases of liens from the Contractor and its subcontractors, or other evidence satisfactory to the Owner to show that all sums due for labor, services, and materials furnished for or used in connection with the Work have been paid or shall be paid with the final payment. To ensure this result, Contractor consents to the issuance of the final payment in the form of joint checks made payable to Contractor and others. The Owner may, but is not obligated to issue final payment using joint checks. Final payment to the Contractor shall not be due until the Contractor has supplied to the Owner original copies of all documents that the Owner determines are reasonably necessary to ensure both that the final payment amount is properly calculated and that the Owner has satisfied its obligation to administer the Construction Agreement in accordance with applicable 11 law. The following documents shall, at a minimum, be required to be submitted prior to final payment being due: redline as-built construction plans; consent of surety to final payment; public infrastructure inventory; affidavit of value for public infrastructure; and, final change order(s). “Redline as-built construction plans” shall include, but are not limited to markups for change orders, field revisions, and quantity overruns as applicable. The list of documents contained in this provision is not an exhaustive and exclusive list for every project performed pursuant to these Contract Documents and Contractor shall provide such other and further documents as may be requested and required by the Owner to close out a particular project. Subject to the requirements of the Contract Documents, the Owner shall pay the Final Payment within thirty (30) calendar days after the date specified in the Notice of Acceptance. This provision shall apply only after all Work called for by the Contract Documents has been accepted. M. Contractor’s Warranty For a two-year period after the date specified in a written notice of acceptance of Work, Contractor shall provide and pay for all labor and materials that the Owner determines are necessary to correct all defects in the Work arising because of defective materials or workmanship supplied or provided by Contractor or any subcontractor. This shall also include areas of vegetation that did meet TPDES General Construction Permit during final close out but have since become noncompliant. Forty-five (45) to sixty (60) calendar days before the end of the two-year warranty period, the Owner may make a warranty inspection of the Work. The Owner shall notify the Contractor of the date and time of this inspection so that a Contractor representative may be present. After the warranty inspection, and before the end of the two-year warranty period, the Owner shall mail to the Contractor a written notice that specifies the defects in the Work that are to be corrected. The Contractor shall begin the remedial work within ten (10) calendar days after receiving the written notice from the Town. If the Contractor does not begin the remedial work timely or prosecute it diligently, then the Owner may pay for necessary labor and materials to effect repairs and these expenses shall be paid by the Contractor, the performance bond surety, or both. If the Owner determines that a hazard exists because of defective materials and workmanship, then the Owner may take steps to alleviate the hazard, including making repairs. These steps may be taken without prior notice either to the Contractor or its surety. Expenses incurred by the Owner to alleviate the hazard shall be paid by the Contractor, the performance bond surety, or both. Any Work performed by or for the Contractor to fulfill its warranty obligations shall be performed in accordance with the Contract Documents. By way of example only, this is to ensure that Work performed during the warranty period is performed with required insurance and the performance and payment bonds still in effect. Work performed during the two-year warranty period shall itself be subject to a one-year warranty. This warranty shall be the same as described in this section. 12 The Owner may make as many warranty inspections as it deems appropriate. N. Compliance with Laws The Contractor shall be responsible for ensuring that it and any subcontractors performing any portion of the Work required under the Contract Documents comply with all applicable federal, state, county, and municipal laws, regulations, and rules that relate in any way to the performance and completion of the Work. This provision applies whether or not a legal requirement is described or referred to in the Contract Documents. Ancillary / Integral Professional Services: In selecting an architect, engineer, land surveyor, or other professional to provide professional services, if any, that are required by the Contract Documents, Contractor shall not do so on the basis of competitive bids but shall make such selection on the basis of demonstrated competence and qualifications to perform the services in the manner provided by Section 2254.004 of the Texas Government Code and shall so certify to the Town the Contractor's agreement to comply with this provision with Contractor's Bid Proposal. O. Other Items The Contractor shall sign the Construction Agreement, and deliver signed performance, payment and maintenance bonds and proper insurance policy endorsements (and/or other evidence of coverage) within ten (10) calendar days after the Owner makes available to the Contractor copies of the Contract Documents for signature. Six (6) copies of the Contract Documents shall be signed by an authorized representative of the Contractor and returned to the Town. The Construction Agreement "effective date" shall be the date on which the Town Council acts to approve the award of the Contract for the Work to Contractor. It is expressly provided, however, that the Town Council delegates the authority to the Town Manager or his designee to rescind the Contract award to Contractor at any time before the Owner delivers to the Contractor a copy of this Construction Agreement that bears the signature of the Town Manager and Town Secretary or their authorized designees. The purpose of this provision is to ensure: 1. that Contractor timely delivers to the Owner all bonds and insurance documents; and 2. that the Owner retains the discretion not to proceed if the Town Manager or his designee determines that information indicates that the Contractor was not the lowest responsible bidder or that the Contractor cannot perform all of its obligations under the Contract Documents. THE CONTRACTOR AGREES THAT IT SHALL HAVE NO CLAIM OR CAUSEOF ACTION OF ANY KIND AGAINST OWNER, INCLUDING A CLAIM FOR BREACHOF CONTRACT, NOR SHALL THE OWNER BE REQUIRED TO PERFORM UNDERTHE CONTRACT DOCUMENTS, UNTIL THE DATE THE OWNER DELIVERS TO THE CONTRACTOR A COPY OF THE CONSTRUCTION AGREEMENT BEARING THE SIGNATURES JUST SPECIFIED. 13 The Contract Documents shall be construed and interpreted by applying Texas law. Exclusive venue for any litigation concerning the Contract Documents shall be Tarrant County, Texas. Although the Construction Agreement has been drafted by the Owner, should any portion of the Construction Agreement be disputed, the Owner and Contractor agree that it shall not be construed more favorably for either party. The Contract Documents are binding upon the Owner and Contractor and shall insure to their benefit and as well as that of their respective successors and assigns. If Town Council approval is not required for the Construction Agreement under applicable law, then the Construction Agreement "effective date" shall be the date on which the Town Manager and Town Secretary or their designees have signed the Construction Agreement. If the Town Manager and Town Secretary sign on different dates, then the later date shall be the effective date. CONTRACTOR: TOWN OF WESTLAKE, TEXAS By: By: TOM BRYMER Title: Title: Town Manager Date: Date: Address: Phone: Fax: Address: 3 Village Circle, Suite 202 Westlake, TX 76262 Phone: (817) 680 -1422 Fax: (817) 430 - 1812 ATTEST: Page 1 of 2 estlake Town Council TYPE OF ACTION Regular Meeting - Consent Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Consider adoption of the FY 2012-2017 Capital Improvement Plan STAFF CONTACT: Debbie Piper, Director of Finance DECISION POINTS Start Date Completion Date Timeframe: April 23, 2012 April 23, 2012 Capital Improvement Plan will be presented for adoption at the regular Town Council meeting. Funding: Amount - $14,032,159* Status- Funded Source- Capital Projects Fund Bonded Indebtedness Contributions *Depending upon workshop discussions, this amount may need to be amended upon adoption Decision Alignment VVM Perspective Desired Outcome Service Excellence Financial Stewardship FS.Identify & Allocate Funding for Maintenance of Public Assets Strategic Issue Outcome Strategy Staff Action N/A N/A N/A Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 2 EXECUTIVE SUMMARY Staff presented for Council’s review and discussion the FY 2012-2017 Capital Improvement Plan (CIP) at the March 26, 2012 Council Meeting. The status of all projects in the CIP was discussed and no changes were submitted at that time. The “Proposed” CIP attached, is substantially the same document that was reviewed at that meeting with the following changes/additions: • N-1 Sewer Line Inflow & Infiltration Repairs -Inclusion of the proposed amendment of an additional $80,000 bringing the total project to $200,000 due to the amount of damaged or defective items that must be repaired as noted in Agenda Memo regarding B&R Utilities contract • Hwy 377 Westport Parkway Signal – Additional project in the amount of $70,000 as noted in Agenda Memo regarding an Interlocal Agreement with Tarrant County for the installation of a traffic signal by the Texas Department of Transportation. Project includes $50,000 for Westlake’s portion of the project as well as an additional $20,000 to provide powder coating of the poles similar to the ones at the Westlake Parkway and FM 1938 bridges at SH 114. It should be noted that this CIP anticipates a debt issuance of $2,040,000 in FY 13-14. Any additional costs discussed during the Workshop related to keeping the West Dove Road project open during construction as well as upgrading the sidewalk from crushed granite to concrete on the sidewalk/trail that would extend eastward from the Dove Road/Precinct Line Road intersection connection to the sidewalk/trail on Dove Road near Glenwyck has been determined by Staff to have a minimal impact on the debt service portion of the ad valorem tax rate. i.e. adding an additional $200,000-$250,000 to the CIP proposed at the March 26th meeting will not substantially affect our debt service costs. However, the Town would need to “carry” (from its fund balance) the additional West Dove Road costs (to keep it open during construction) for one fiscal year until the Town Council issues this next set of bonds. ORGANIZATIONAL HISTORY/RECOMMENDATION The current CIP was adopted in December 2010 and funded with Capital Project fund balance (transfers from General Fund and Property Tax Reduction) as well as bonded indebtedness. The proposed CIP retains many of the same projects; it also recognizes projects that were not contemplated or funded at the time such as the Deloitte entry and other contribution-funded projects. Staff recommends the approval and adoption of all funded projects as well as future deliberation regarding the prioritization and funding of the unfunded projects. ATTACHMENTS Ordinance XXX Proposed Capital Improvement Plan 2012 - 2017 Ordinance 681 Page 1 of 2 TOWN OF WESTLAKE ORDINANCE NO. 681 AN ORDINANCE OF THE TOWN OF WESTLAKE PROVIDING FOR ADOPTION OF THE FY 2012-2017 CAPITAL IMPROVEMENT PLAN. WHEREAS, the Town of Westlake, Texas is a general law Town; and WHEREAS, the Westlake Town Council has identified having a capital improvement plan (CIP) for all Town infrastructure and public buildings needs; as being a positive planning tool; and, WHEREAS, the Westlake Town Council desires to utilize a CIP to plan for its capital improvement needs as well as the operations/maintenance costs associated with said capital improvement needs; and, WHEREAS, the Town Council has reviewed a draft CIP prepared by staff and determined such a CIP provides a valuable financial planning tool to plan for necessary infras tructure and public building construction needs as well as plan for the financial resources necessary to meet those needs; and, WHEREAS, the Town Council will review this CIP annually as a part of the budget preparation calendar and its fiscal policies; and, WHEREAS, the Town Council finds that the passage of this Ordinance is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: THAT, all matters stated in the preamble are found to be true and correct and are incorporated herein as if copied in their entirety. SECTION 2: THAT, the Town Council of the Town of Westlake, Texas, hereby approves the attached Capital Improvement Plan attached hereto as Exhibit “A”. SECTION 3: That this Ordinance shall be cumulative of all other Town Ordinances and all other provisions of other Ordinances adopted by the Town which are inconsistent with the terms or provisions of this Ordinance are hereby repealed. Ordinance 681 Page 2 of 2 SECTION 4: It is hereby declared to be the intention of the Town Council of the Town of Westlake, Texas, that sections, paragraphs, clauses and phrases of this Ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this Ordinance shall be declared legally invalid or unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such legal invalidity or unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs or sections of this Ordinance since the same would have been enacted by the Town Council of the Town of Westlake without the incorporation in this Ordinance of any such legally invalid or unconstitutional, phrase, sentence, paragraph or section. SECTION 5: This ordinance shall take effect immediately from and after its passage as the law in such case provides. PASSED AND APPROVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, ON THIS 23rd DAY OF APRIL 2012. _____________________________ ATTEST: Laura Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney This page left intentionally blank. 3 Table of Contents Executive Summary ................................................................................................ 6 Introduction ........................................................................................................... 9 What is the Process for Developing the CIP? ...................................................... 10 What is a CIP? ................................................................................................... 10 What is a Capital Project?.................................................................................. 11 Capital Assets by Category ................................................................................ 11 Funding Considerations .................................................................................... 12 Sources of Funding ........................................................................................... 12 How Inflation Impacts the CIP ........................................................................... 12 Conclusions ...................................................................................................... 14 Capital Improvement Plan .................................................................................... 15 Recently Completed Projects .............................................................................. 16 Current Project Update by Category .................................................................. 16 Transportation ............................................................................................... 16 Utilities .......................................................................................................... 18 Parks & Recreation ........................................................................................ 18 Vehicles & Equipment .......................................................................................... 19 Parks & Recreation ............................................................................................... 20 Trail – 114/Solana ............................................................................................ 22 Trail – Westlake Academy to Vaquero Underpass .............................................. 23 Cemetery Improvements .................................................................................... 24 Trail – Aspen Lane Connection Project ............................................................... 25 Trail – Westlake Academy to Cemetery .............................................................. 26 Park Improvements ........................................................................................... 27 Trail – Westlake Parkway ................................................................................... 28 Public Facilities .................................................................................................... 29 Westlake Academy Campus Expansion ............................................................. 31 Westlake Administration & Civic Center ............................................................ 32 Fire Station ....................................................................................................... 33 Westlake Academy – Cover Existing Walkway .................................................... 34 Westlake Academy – West Parking Improvements .............................................. 35 4 Transportation ..................................................................................................... 36 FM 1938 Streetscape/Wayfinding ..................................................................... 40 J.T. Ottinger/Dove Intersection & Remaining Improvements ............................ 41 Deloitte Vehicular Entry ................................................................................... 42 Streets Survey .................................................................................................. 43 SH 114/Hwy 170 Enhancements ..................................................................... 44 Stagecoach Hills St. Reconstruction & Drainage ............................................... 45 N. Roanoke Road Reconstruction & Drainage ................................................... 46 S. Roanoke Road Reconstruction & Drainage ................................................... 47 Sam School Road Reconstruction & Drainage ................................................... 48 E. Dove Road Reconstruction & Drainage ......................................................... 49 Dove/Ottinger Landscaping .............................................................................. 50 Creek Crossing & Dove/Pearson Intersection ................................................... 51 Westlake Academy North Driveway Lighting ..................................................... 52 Hwy 377/Westport Parkway Signals ................................................................. 53 Dove & Randol Mill Traffic Circle ...................................................................... 54 (N.) J.T. Ottinger Reconstruction & Drainage .................................................... 55 Wyck Hill Resurface .......................................................................................... 56 Pearson Lane Reconstruction & Drainage ......................................................... 57 Utilities ................................................................................................................ 58 Funded Projects ................................................................................................ 58 TRA Assumption of N1 Sewer Line ................................................................. 60 N-1 Sewer Line Transfer I & I ........................................................................ 61 Stagecoach Hills Waterline Connection .......................................................... 62 Ground Storage Tank .................................................................................... 63 Works Cited ......................................................................................................... 64 5 Figures Figure 1 - Funding History for Capital Projects by Source: 2004-2012 .................... 6 Figure 2– All Funded Capital Projects by Funding Source ....................................... 7 Figure 3 - All Unfunded Capital Projects by Funding Source .................................. 8 Figure 4 - Capital Improvement Plan Model (Elmer, 2006) .................................... 10 Figure 5– Capital Assets by Major Category .......................................................... 11 Figure 6 - Municipal Cost Index (1990 - 2011) ...................................................... 13 Figure 7 - Municipal Cost Index - 12 mo. Average % Change ................................ 13 Figure 8 - Municipal Cost Index Analysis .............................................................. 14 Figure 9 - Funded CIP 2002 - 2012 ...................................................................... 15 Figure 10 - Facilities Assets: Percentage of Total ................................................... 30 Figure 11- Transportation Assets: Percentage of Total .......................................... 39 Figure 12 - Pavement Condition Over Time (Lazarus, 2007) .................................. 39 Figure 13 - Utility Assets: Percentage of Total ....................................................... 59 Tables Table 1- CIP Funding Sources for Funded Projects ................................................. 6 Table 2 - Vehicle & Equipment Replacement Values & Depreciation ..................... 19 Table 3 - Facilities Current Replacement Value ................................................... 30 Table 4 - Transportation Asset Values & Depreciation ......................................... 39 Table 5 - Utility Asset Values & Depreciation ....................................................... 59 6 Executive Summary The 2012-2017 Capital Improvement Plan (CIP) like its predecessors, is designed to present the Town Council and community with a view of the capital projects that are needed over the next five years. The proposed projects emphasize the preservation and maintenance of the Town’s infrastructure and assets including water and sewer mains, streets, parks and trails, and facilities. In addition to the proposed projects, this Capital Improvement Plan provides extensive analysis of current and future capital needs including a discussion of the planning process and funding options as well as a primer on capital infrastructure maintenance. The following Capital Improvement Plan outlines 40 projects totaling $43M over the next five years. Table 1- CIP Funding Sources for Funded Projects FY 11-12FY 12-13FY 13-14FY 14-15FY 15-16FY 16-17 TOTALS Contributions/Grants 2,159,761$ 1,842,334$ 172,000$ -$ -$ -$ 4,174,095$ Governmental Funds 1,265,155 1,826,223 567,100 253,100 - - 3,911,578 Governmental Bonds 800,886 1,377,760 773,995 740,185 - - 3,692,826 Utility Fund 733,171 733,171 Utility Bonds 1,520,489 - - - - 1,520,489 Grand Totals 4,958,972$ 6,566,806$ 1,513,095$ 993,285$ -$ -$ 14,032,159$ The funded projects utilize a number of sources including: Capital Projects Fund balance, Certificates of Obligation (bonds), Utility Fund balance, public grants and contributions. The Town of Westlake recently issued $2,095,000 in Certificates of Obligation and anticipates an issuance of $2,040,000 in FY 13-14 per the current CIP. Figure 1 - Funding History for Capital Projects by Source: 2004-2012 $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 Governmental Funds CO Bonds GO Bonds Utility Fund Contributions Funding History for Capital Projects by Source: 2004-2012 7 Figure 2– All Funded Capital Projects by Funding Source Page No. Project No. DESCRIPTION Project to Date FY 11-12 FY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 TOTALS GENERAL GOVERNMENTAL PROJECTS 40 CP20 FM 1938 Streetscape/Wayfinding $ 592,877 $ 1,155,155 $ 1,006,923 $ 567,100 $ 253,100 $ - $ - $ 3,575,155 41 CP25 Ottinger/Dove Intersection & Improvements 3,940 28,764 1,343,660 - - - - 1,376,364 43 CP28 Streets Survey 29,355 50,645 - - - - - 80,000 44 CP30 SH 114/Hwy 170 Enhancements 7,500 - 400,400 336,000 336,000 - - 1,079,900 45 CP31 Stagecoach Hills Street Reconstruction & Drainage 7,220 491,680 - - - - - 498,900 46 CP32 N. Roanoke Road Reconstruction & Drainage (N of 170) 3,347 192,443 - - - - - 195,790 47 CP34 S. Roanoke Road Reconstruction & Drainage (170-DC) 2,900 - 453,000 - - - - 455,900 48 CP40 Sam School Road Reconstruction & Drainage - - - 216,000 - - - 216,000 49 CP41 E. Dove Road Reconstruction & Drainage (Vaq - TB) 800 - - 221,995 404,185 - - 626,980 22 CP42 Trail Connection at 114/Solana - 15,000 - - - - - 15,000 54 CP 44 Dove & Randol Mill Traffic Circle - 15,000 - - - - - 15,000 N/A CP 45 Misc. Expenses related to Contribution-Funded Projects 5,300 7,354 - - - - - 12,654 52 CP 46 WA North Driveway Lighting 40,000 - - - - - 40,000 53 CP47 Hwy 377 Westport Parkway Signal 70,000 - - - - - 70,000 TOTAL GENERAL GOVERNMENTAL PROJECTS $ 653,239 $ 2,066,041 $ 3,203,983 $ 1,341,095 $ 993,285 $ - $ - $ 8,257,643 UTILITY FUND PROJECTS 60 U30 TRA Assumption of N1 Sewer Line $ - 127,338 $ - $ - $ - $ - $ - $ 127,338 61 U31 N-1 Sewer Line Transfer I & I Study/Repairs 35,467 164,533 - - - - - 200,000 62 U32 Stagecoach Hills waterline connection Phase I 245,324 - - - - - - 245,324 63 U36 Ground Storage tank ($1,558,500) (approx. $170K/10 yr) - 77,925 1,520,489 - - - - 1,598,414 64 U37 Stagecoach Hills waterline connection Phase II - 363,375 - - - 363,375 TOTAL UTILITY FUND PROJECTS $ 280,791 $ 733,171 $ 1,520,489 $ - $ - $ - $ - $ 2,534,451 CONTRIBUTIONS/GRANTS 39 CP20 FM 1938 Streetscape $ - $ - 800,000 172,000 $ - $ - $ - $ 972,000 42 CP45 Deloitte Entry 510,922 38,500 - - - - - 549,422 50 CP45 Dove/Ottinger Landscaping - 238,400 561,600 - - - - 800,000 51 C 45 Dove Rd Creek Crossing & Dove/Pearson Improvements 120,370 1,412,355 - - - - - 1,532,725 41 CP25 Ottinger/Dove Intersection & Improvements 215,000 314,971 - - - - - 529,971 23 CP45 Trail Connection (WA to Vaquero trail underpass) - 155,535 480,734 - - - - 636,269 TOTAL PROJECTS USING CONTRIBUTIONS $ 846,292 $ 2,159,761 $ 1,842,334 $ 172,000 $ - $ - $ - $ 5,020,387 TOTAL FUNDED PROJECTS $ 1,780,322 $ 4,958,972 $ 6,566,806 $ 1,513,095 $ 993,285 $ - $ - $ 15,812,481 8 Figure 3 - All Unfunded Capital Projects by Funding Source Page No. DESCRIPTION Project to Date FY 11-12 FY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 TOTALS Pg No. UNFUNDED PROJECTS 24 Cemetery Improvements $ - $ - $ - $ - $ 63,000 $ 31,800 $ 250,000 $ 344,800 25 Trail - Pearson Ln. (Aspen-Dove) 0.5 miles - - - - 273,600 - - 273,600 26 Trail - Ottinger (WA - Cemetery) 0.25 miles - - - - - - 276,100 276,100 27 Park Improvements - - 174,400 366,380 105,000 106,000 106,000 857,780 28 Trail - Westlake Parkway. (N. of Fidelity to 114) 0.5 miles - - 270,600 - - - - 270,600 31 Westlake Academy - New High School - 31,291 469,359 4,863,258 - - - 5,363,908 31 Westlake Academy - New Middle School - 25,819 387,281 3,855,921 - - - 4,269,020 31 Westlake Academy - New Media Center - 9,317 139,753 858,380 - - - 1,007,450 31 Westlake Academy - New Multi-Purpose Building - 9,826 147,394 1,470,435 - - - 1,627,655 31 Westlake Academy - New Performance Hall - 10,393 155,897 1,311,309 - - - 1,477,599 31 Westlake Academy - Primary School Addition - 9,578 143,671 1,230,275 - - - 1,383,524 32 Westlake Administration & Civic Center - 21,503 322,550 3,142,140 - - - 3,486,193 33 Fire Station - - - - 372,000 4,798,560 - 5,170,560 34 Westlake Academy - Cover Existing Walkway - - - - - 270,275 - 270,275 35 Westlake Academy - West Parking Improvements - - - - 115,500 - - 115,500 54 Dove & Randol Mill Traffic Circle - - 2,019,600 - - - - 2,019,600 55 Ottinger (North of WA) Reconstruction & Drainage - - - - 556,500 - - 556,500 56 Wyck Hill Resurface - - - - - 52,950 - 52,950 57 Pearson Lane Reconstruction & Drainage - - - - - 370,750 - 370,750 TOTAL UNFUNDED PROJECTS $ - $ 117,727 $ 4,230,503 $ 17,098,099 $ 1,485,600 $ 5,630,335 $ 632,100 $ 29,194,364 TOTAL CAPITAL PROJECTS $ 1,780,322 $ 5,076,699 $ 10,797,309 $ 18,611,195 $ 2,478,885 $ 5,630,335 $ 632,100 $ 45,006,845 9 Introduction The Town of Westlake Capital Improvement Plan is guided by the Town’s vision, core values and organizational mission. Our vision recognizes the attributes we cherish as a community and sets the standard for the Westlake that we want to see in the tomorrows that are yet to be. Westlake’s Community Vision Westlake is an oasis of tranquility and natural beauty amidst an ever expanding urban landscape. Vision Points ~ Sense of Place ~ Distinctive neighborhoods, architecturally vibrant corporate campuses, grazing longhorns, soaring red-tailed hawks, meandering roads and trails, lined with natural stone and native oaks. ~ Leadership ~ A premiere place to live, leadership in public education, corporate and governmental partnerships, and high development standards. ~ Caring Community ~ Informed residents, small town charm and values, historical preservation. ~ 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. Community Values Innovation Educational Leaders Family Friendly and Welcoming Engaged Citizens Preservation of Our Natural Beauty Strong Aesthetic Standards Transparent Government Fiscal Responsibility 10 For this community vision to have meaning, it must be accompanied by deliberate planning that leads the organization and community to its desired future. This requires clearly defined goals, proactive strategies, committed leadership, effective management and above all, the resources to carry out these plans and objectives. What is the Process for Developing the CIP? Capital budgeting may be described as the process used to determine the Town’s long-term infrastructure needs. They are generally broken down on a project basis which describes the scope and total costs associated with the design, construction, operations, and maintenance of the project. The CIP leans heavily upon the Town’s comprehensive and strategic plan. The CIP plays an integral role in the implementation of the Town’s strategic plan, long-term operating budget, and capital budget. The flowchart in Figure 1 outlines how the Town’s comprehensive and strategic plan are essential in successfully creating a capital improvement program. Figure 4 - Capital Improvement Plan Model (Elmer, 2006) What is a CIP? First, what it is not; a CIP (Capital Improvement Plan) is not a wish list, rather it is a realistic plan designed to fulfill the strategic goals and objectives necessary to achieve the mission and vision of the community. A CIP is a document that summarizes the capital needs of a community over a specific time period. It outlines the individual capital projects, their strategic value and relationship to the community’s long-term goals and objectives as well as the fiscal impact that they pose to the community. 11 What is a Capital Project? Capital includes all long-lived infrastructures such as water facilities, sewers, streets, parks and buildings along with major equipment like fire trucks, radio systems, vehicles, computers and fixtures. Capital projects are the individual action plans that make up a Capital Improvement Plan. The capital projects in this CIP have been categorized into one or more of the following groups: parks & recreation, transportation, utilities and facilities. Capital Assets by Category When most people think of the Town’s capital assets, they automatically think of the Westlake Academy campus. While the campus is certainly a very important and visible asset owned by the Town, it is but one of many. Included in the assets of the Town are all of the Town’s infrastructure such as its streets, water and sewer mains, vehicles and other equipment. In preparing this year’s CIP, the staff utilized our annual audit and the inflationary trends discussed later to estimate the current value of the Town’s assets (shown below). Utility Improvements 31% Utility Machinery & Equipment 8% Roads & Streets 9% Buildings 45% All Other Improvements 1% Vehicles 2% Furniture, Fixtures, Equipment (FFE) 4% Capital Assets by Major Category Figure 5– Capital Assets by Major Category 12 Funding Considerations In all communities the cost associated with capital projects far outweighs the available resources necessary to pay for them; in short there is not enough money. This requires prioritization of the projects based upon their perceived impact on the community. Due to the vast number of individual desires it is near impossible to satisfy everyone and requires a collaborative effort to create situations where the benefits are shared equitably with community stakeholders. In addition, dedicated revenues will, in most cases, determine which projects get funded. For example, the Utility Fund may only contribute towards capital projects that improve water and wastewater projects. Sources of Funding There are four primary funding sources for capital improvements: 1) revenue sources such as sales, hotel/motel and property taxes (cash funded), 2) state/federal funding through public grants, 3) private funding via developmental impact fees or charitable donations and 4) issuance of bonds. The proposed projects in this CIP rely on bond proceeds and other revenues in the Governmental and Enterprise Funds as well as contributions from corporate partners for funding. There are two types of bonds referenced in this CIP: General Obligation (GO) bonds which require voter approval and Certificates of Obligation (CO) bonds which do not require voter approval. The current CIP is funded primarily from four sources: Capital Projects funds & Utility funds (cash on hand), Contributions and CO bonds. How Inflation Impacts the CIP Inflation is defined as a rise in the price of all goods and services over time. This implies that the purchasing power, or value, of currency will decline in the future relative to costs. Therefore, more money will be required to fund CIP related expenditures and must be accounted for. To measure the impact of inflation, the federal government records current rates and creates indexes to track inflation over time. Similarly, the Municipal Cost Index (MCI) was created by the publication American City & County to illustrate how inflation affects costs specific to municipal service provision, including construction costs. AC&C’s website explains that, “the MCI draws on the monthly statistical data collected by the U.S. Departments of Commerce and Labor as well as independently compiled data to project a composite cost picture for the municipal budget officer or operating department manager. 13 Figure 6 - Municipal Cost Index (1990 - 2011) The composite index is adjusted by changes in the cost of materials and supplies, wages and contracted-for services. It is a weighted average of the more detailed price indexes measuring consumer cost fluctuations, industrial commodity wholesale prices, and construction contract costs. Figure 7 - Municipal Cost Index - 12 mo. Average % Change The figure above depicts the 12-month rolling average percentage change in the MCI. Notice that a positive slope indicates that the MCI is increasing at an increasing rate, while negative slopes still indicate a positive increase, but at a lesser rate. While no predictor of future changes in the economy is ever certain, a common and reliable method for estimating these changes utilizes the average percentage change over time to estimate future long-term trends. The average percentage change across all years in the MCI is 2.78% (represented by the dark trend line). 100 140 180 220 260 Ja n - 9 0 No v - 9 0 Se p - 9 1 Ju l - 9 2 Ma y - 9 3 Ma r - 9 4 Ja n - 9 5 No v - 9 5 Se p - 9 6 Ju l - 9 7 Ma y - 9 8 Ma r - 9 9 Ja n - 0 0 No v - 0 0 Se p - 0 1 Ju l - 0 2 Ma y - 0 3 Ma r - 0 4 Ja n - 0 5 No v - 0 5 Se p - 0 6 Ju l - 0 7 Ma y - 0 8 Ma r - 0 9 Ja n - 1 0 No v - 1 0 MCI (1990-current) 0.00% 2.00% 4.00% 6.00% 8.00% De c - 9 1 Se p - 9 2 Ju n - 9 3 Ma r - 9 4 De c - 9 4 Se p - 9 5 Ju n - 9 6 Ma r - 9 7 De c - 9 7 Se p - 9 8 Ju n - 9 9 Ma r - 0 0 De c - 0 0 Se p - 0 1 Ju n - 0 2 Ma r - 0 3 De c - 0 3 Se p - 0 4 Ju n - 0 5 Ma r - 0 6 De c - 0 6 Se p - 0 7 Ju n - 0 8 Ma r - 0 9 De c - 0 9 Se p - 1 0 MCI 12 Month Rolling Average of Percent Change 14 Figure 8 - Municipal Cost Index Analysis Similar to stock markets which have historically averaged 10% returns, this average is made up of individual fluctuations that vary greatly. The chart above utilizes statistical regression analysis to provide the thresholds for these percentage changes in any given month. In other words, 95% of the time, the average inflation for municipal costs will fall within this range. Like many other similar economic trends, recent months have fallen outside the norm which is typical during a recession or post-recessionary period. This data is important in calculating the Town’s future liability; by utilizing these inflation trends to calculate future capital replacement costs we can determine how ‘waiting’ a year or more impacts the total project cost. Most are aware of the benefits of compounding when it comes to investing. Unfortunately, this same principle works in reverse as inflation causes costs to compound higher over time. Conclusions Capital Improvement Plans play an integral role in helping a municipality reach its stated strategic objectives. Equally important to the capital project development process are funding and economic considerations. Prudent financial stewardship should be based on cost minimization and long-range strategic capital preservation. While there are many methods for funding capital projects, consideration to who benefits from the project, the life of the capital asset and the affordability of the funding method are all important factors to consider. 0 1 2 3 4 5 Jan Feb Mar April May June July Aug Sept Oct Nov Dec Recent Percent Change Compared to Average Average 2010 Monthly % Change 2011 Monthly % Change 15 Capital Improvement Plan The Capital Improvement Plan for 2012 through 2017 presents the Town’s plan for infrastructure development and improvements. On September 12, 2011, the Town Council adopted the first year of the plan (2011/12) as part of the annual budget process. The remaining years are recommended as a plan for future town infrastructure development and improvement. The Capital Improvement Plan is evaluated annually by the Town leadership to determine the financial availability of resources for design, construction, operations, and maintenance. The following chart provides a graphical comparison of the previous capital improvement plans. Figure 9 - Funded CIP 2002 - 2012 As can be seen from the graphic above, the majority of capital improvements in Westlake have been un- funded. Several of these projects such as the permanent fire station and municipal complex are multi- million dollar projects that have been carried forward since the Academy Complex was established. $0 $5 $10 $15 $20 $25 $30 $35 $40 $45 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Millions Funded Capital Improvement Plans 2002 - 2012 Funded Un-Funded 16 Recently Completed Projects The following projects have been completed within the last year: Mahotea Boone Reconstruction and Drainage – The Mahotea Boone street improvement project was completed in August of 2011, the total project cost approximately $88,000 ($12,000 under budget). Aspen Lane Reconstruction and Drainage – The Aspen Lane street improvement project was completed in August of 2011 at a cost of $214,000 ($2,000 under budget). Westlake Academy New North Drive & Ottinger Rd. Improvements – This project provided lane adjustments/improvements to the north and south vehicular entries on Ottinger Rd. at Westlake Academy. The project was completed in January; the total cost of $763,000 was funded by the Deloitte/Hillwood developer agreement. Westlake Academy Dining Hall Expansion – Due to an increase in the number of students attending the Westlake Academy, the Council authorized the expansion of the current dining hall. The project retrofitted an adjacent classroom to accommodate the room’s use for meals as well as created “flex- space” for use during non-meal periods. The project was completed in the Fall of 2011 at a total cost of $78,000 ($62,000 under budget). Current Project Update by Category The following projects are currently in progress or are scheduled to begin within the next six months: Transportation FM1938 Streetscape Project - The FM1938 streetscape project has been on-going since FY 08/09; the total amount expended this fiscal year will be approximately $1,155,155. A large portion of this amount will go towards the decorative concrete stamping that was recently completed on the finished retaining walls and is underway at each intersection. This project is planned to continue through FY 2014/2015. J.T. Ottinger/Dove Road Intersection & Improvements - The intersection at J.T. Ottinger & Dove Road is currently in the process of being re-designed to improve traffic flow and address safety concerns. This project is part of the Hillwood Developer agreement and will be funded through contributions and bonds. The total cost of the project is estimated at $1.9M; approximately $215k has been spent to date. The project is scheduled for completion in FY 12-13. Deloitte Vehicular Entry – This project creates a vehicular entry point on the West side of the Deloitte Campus that connects to Ottinger Road. The project also includes overlay and enhancements to Ottinger Rd. approaching the new entry on both the north and south sides. The project is over 90% complete, the total cost is estimated at $549,000 and is funded by the developer agreement. Street Survey – In FY 10/11 the Town Council approved a street survey project that will provide valuable information regarding the current condition and usage levels on each of our major streets and 17 thoroughfares. The project has cost $30,000 to-date and is estimated to cost an additional $50,000 in FY 11/12. SH 114/Hwy 170 Enhancements - This project is a cooperative effort between Westlake, Trophy Club, and Roanoke consisting of the design and construction of landscape and hardscape improvements to the SH 1170 & 114 interchange to include plantings, painting, and entry monuments. A total of $7,500 was spent in FY 10/11 for engineering-related costs. The project is still in the planning & design stage, total future costs are estimated at approximately $3M; funding participation is anticipated to be 1/3 from each party. Stagecoach Hills Reconstruction & Drainage - This project will provide drainage and road improvements along Stagecoach Hills. The project has an estimated total cost of $499k and is scheduled for completion in FY 11-12. The project is bond-funded. N. Roanoke Rd. Reconstruction & Drainage - This project will provide drainage and road improvements along Roanoke Road North of Hwy 170. The project has an estimated total cost of $196k and is scheduled for completion in FY 11-12. The project is bond-funded. Dove/Ottinger Landscaping - As part of the recent developer agreement with Hillwood and Deloitte, $800,000 has been allocated for all landscaping pertaining to the Dove Road and Ottinger Road reconstruction projects. These funds will be allocated as necessary as each phase of the project is completed. Dove & Randol Mill Traffic Circle – An engineering study is currently underway at the intersection of Dove and Randol Mill that will examine the viability of a traffic circle. The cost of the study has already been approved for funding however, the remainder of the project (currently estimated at $2M) remains unfunded. Dove Rd. Creek Crossing and Dove Rd. / N. Pearson Ln. Intersection Improvements This project will provide major improvements to the creek crossing on Dove between Ottinger Rd. and Pearson Ln. The project will also make lane adjustments and intersection improvements to the intersection at Dove Rd. and N. Pearson Ln. It will also provide infrastructure for a pedestrian trail. The project costs have been estimated by Hillwood and are funded by the developer agreement. This project is estimated at $1.5M and will be completed by January of 2013. Westlake Academy North Entry Lighting – This project will add several street lights to the new north entry at Westlake Academy. The total cost of the project is estimated at $40,000 and will be paid for with fund balance. Hwy 377 Westport Parkway Traffic Signal – This is a regional project between Westlake, Tarrant County, Fort Worth, and TxDOT that will include the installation of traffic signals that will be operated and maintained by TxDOT at the intersection of Hwy 377 and Westport Parkway. Westlake will be responsible for 1/3 of the construction costs. Staff has also included additional funding to upgrade the poles to 18 powder coating similar to the existing signals at Westlake Parkway. The project will be completed in FY 11/12; Westlake’s portion of the cost of the project is $70,000 and will be paid utilizing fund balance. Utilities TRA Assumption of N-1 Sewer Line – The Town is preparing to transfer the repair and maintenance responsibility of the sewer main to the TRA. As part of the agreement with TRA, the Town must install metering apparatus and other necessary infrastructure at the “in-flow” point. The project is estimated to cost $127,000 with completion scheduled for the Fall of 2012. N-1 Sewer Line Transfer – Inflow & Infiltration Repairs – The Town is preparing to transfer the repair and maintenance responsibility of the sewer main to the TRA. As part of the agreement with TRA, the Town must first conduct repair and maintenance on the existing line; the project has cost $35,000 year-to- date and is estimated to cost an additional $165,000 in FY 11/12 with completion scheduled for Fall of 2012. Stagecoach Hills Waterline Connection – The Town is in the process of completing a major utility enhancement to the Stagecoach Hills subdivision including installation of a 20” water main and repair/replacement of existing water lines. The first phase of the project which has been completed over the past three years has cost a total of $245,000. The second phase will begin in FY 11-12 and is estimated to cost an additional $365,000; the project will be completed by the Fall of 2012. Parks & Recreation Trail – Westlake Academy to Vaquero Underpass – This project is planned for inclusion in the developer agreement that covers Ottinger and Dove road improvements and will be funded and completed simultaneously with these projects per the developer agreement. The current estimated project cost is $640,000. Trail – Intra-city connection project at 114/Solana – This project is a cooperative effort between Westlake, Trophy Club, and Southlake consisting of the design and engineering of an intra-city trail system. Westlake’s portion of the engineering/design costs is estimated at $15,000. Construction and landscaping cost estimates have not yet been completed. Funding participation is anticipated to be 1/3 from each party. 19 Vehicles & Equipment Vehicles and equipment represent approximately 6% of the Town’s assets or roughly $3.4M. While the current CIP does not contain any proposals for vehicle or equipment replacement, it is important to note that of the seven vehicles (including a utility truck) the Town currently owns, three are completely depreciated and three more will become completely depreciated within the next five years. Similarly, of the fourteen FF&E asset groups, eight are currently fully depreciated and the remainder will be within the next five years. Whether or not an asset has been fully depreciated does not by itself warrant the need to replace it, however, depreciation does serve as an indicator that the likelihood the asset will need to be replaced in the near future is fairly high. The Town maintains a General Maintenance & Replacement Fund and is working towards funding annually for any replacement items needed in subsequent years. The estimated FY 11-12 year-end fund balance is $764,000. Table 2 - Vehicle & Equipment Replacement Values & Depreciation (original audited values - adjusted for inflation) Type of Asset Current Replacement Value # of Assets # Fully Depreciated # Depreciating over Next 5 Years Furniture, Fixtures & Equipment (FFE) $2,246,443 14 8 6 Vehicles $1,207,901 6 2 3 20 Parks & Recreation The Parks & Recreation Department is responsible for maintaining the Town’s parks and trails. The Town of Westlake provides residents with one Town park which is located near the Glenwyck subdivision. The Town also maintains several trails located near the Glenwyck and Vaquero subdivisions. While many more trails have been discussed, no funding has been provided in recent years. In recent resident surveys parks and trails have consistently rated as high priority/low satisfaction items suggesting a need for improvement. One of the goals of the current CIP is to begin creating the trails that will provide connectivity from the Town’s West side to its Eastern limits as well as interconnectivity with neighboring jurisdiction’s trail systems. Funded Projects Trail –114/Solana ($15k) Trail –WA to Vaquero Underpass ($640k) Trail – 114/Solana This project is an intra-city effort between Westlake, Trophy Club, and Southlake consisting of the design and engineering of an interconnected trail system that will serve residents of all three communities. The current funding amount allocated will cover the initial design cost. Trail - WA to Vaquero Underpass This project will provide east to west interconnectivity within the Westlake trail system by connecting the Academy to the Vaquero trail where it currently terminates at the underpass on Dove Rd. Unfunded Projects Cemetery Improvements ($345k) Trail – Aspen L. Connection Project ($273k) Trail – WA to Cemetery ($276k) Park Improvements ($858k) Trail – Westlake Parkway ($270k) Cemetery Improvements These improvements will consist of a wrought iron and stone fence on the south side of the property. Also includes section markers, roadways and landscaping. Based on current funding sources, this project will be dependent upon the future sale of plots. 21 Trail – Aspen Ln. Connection Project This project will provide connectivity from the trail that will run along Dove to a new trail along Pearson to the South towards Keller's future trail system. Trail – WA to Cemetery This project will provide a scenic trail from the Academy complex to the Town Cemetery. Park Improvements Purchase of playground equipment, benches and trail head structures to be located along the current Glenwyck Farms and Terra Bella trail systems. This project would include additional features along FM 1938 trail, i.e. park benches, trash cans, stretching stations, mile markers and way finding signs etc. It also provides a trail head and facilities at the cemetery. Trail – Westlake Parkway This trail project will provide pedestrian access from Trophy Club to the Fidelity Campus. The project is designed to connect the existing trail systems North of 114 at Westlake Parkway to the trails and sidewalks on the Fidelity campus. 22 Project P1: 410.42 Trail – 114/Solana Total Project Cost: $ 15,000 Funding Status: Approved This project is a cooperative effort between Westlake, Trophy Club, and Southlake consisting of the design and engineering of an intra-city trail system. The engineering/design costs are estimated at $45,000. Construction and landscaping cost estimates have not yet been completed. Funding participation is anticipated to be 1/3 from each party. Operating Budget Impact: There is minimal impact to operating costs created by these projects in the form of landscape and irrigation. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 1,500 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Capital Projects Fund $ 15,000 Un-identified $ TBD Project Timeline: Begin Date FY 11-12 Completion Date FY 12-13 23 Project P2: 410.45 Trail – Westlake Academy to Vaquero Underpass Total Project Cost: $ 640,000 Funding Status: Approved This project will provide east to west interconnectivity within the Westlake trail system by connecting the Academy to the Vaquero trail where it currently terminates at the underpass on Dove Rd. The project has been included in the Hillwood developer agreement. Operating Budget Impact: There is minimal impact to operating costs created by these projects in the form of landscape and irrigation. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 1,500 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Contribution $ 640,000 Project Timeline: Begin Date FY 11-12 Completion Date FY 12-13 24 Project P3: Unassigned Cemetery Improvements Total Project Cost: $ 344,800 Funding Status: Not Approved This project will emphasize general beautification of the Town cemetery through landscaping and facilities. These improvements will consist of section markers, roadways and landscaping. The project also anticipates construction of a trail head and rest station to accommodate the future Academy/Cemetery trail. Operating Budget Impact: There is no additional impact to operating costs created by these projects. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 0 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Un-identified $ 344,800 Project Timeline: Begin Date FY 14-15 Completion Date FY 16-17 25 Project P4: Unassigned Trail – Aspen Lane Connection Project Total Project Cost: $ 273,600 Funding Status: Not Approved This project will provide connectivity from the trail that will run along Dove to a new trail along Pearson to the South towards Keller's future trail system. Operating Budget Impact: There is minimal impact to operating costs created by these projects in the form of landscape and irrigation. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 12,000 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Un-identified $ 273,600 Project Timeline: Begin Date FY 14-15 Completion Date FY 14-15 26 Project P5: Unassigned Trail – Westlake Academy to Cemetery Total Project Cost: $ 276,100 Funding Status: Not Approved This project will install a scenic trail from the Westlake Academy campus to the Town cemetery. Operating Budget Impact: There is minimal impact to operating costs created by these projects in the form of landscape and irrigation. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 12,000 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Un-identified $ 276,100 Project Timeline: Begin Date FY 16-17 Completion Date FY 16-17 27 Project P6: Unassigned Park Improvements Total Project Cost: $ 857,780 Funding Status: Not Approved This project encompasses the purchase of playground equipment, benches and trail head structures to be located along the current Glenwyck Farms and Terra Bella trail systems. This project would include additional features along FM 1938 trail, i.e. park benches, trash cans, stretching stations, mile markers and way finding signs etc. Park Improvements also include an allocation of approximately $200,000 to create a primitive trail head on the Southeast corner of the cemetery property (primitive parking, restroom and water fountain). Operating Budget Impact: There is minimal impact to operating costs created by these projects in the form of landscape, irrigation and maintenance. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 4,000 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Un-identified $ 857,780 Project Timeline: Begin Date FY 12-13 Completion Date FY 16-17 28 Project P7: Unassigned Trail – Westlake Parkway Total Project Cost: $270,600 Funding Status: Not Approved This project will install a scenic trail from the Westlake Academy campus to the Town cemetery. Operating Budget Impact: There is minimal impact to operating costs created by these projects in the form of landscape and irrigation. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 12,000 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Un-identified $ 270,600 Project Timeline: Begin Date FY 12-13 Completion Date FY 12-13 29 Public Facilities Currently, The Town of Westlake owns and operates three facilities: the Westlake Academy, the temporary buildings that house our emergency services personnel and equipment, and the Parchment house which is currently being utilized for storage. The Town also leases approximately 12,000 square feet of office space. This Capital Improvement Plan proposes increasing the number of buildings on the Westlake Academy campus as well as providing a new municipal building for staff and community events. The rationale for these proposals is discussed in greater detail in the project detail sheets. Unfunded Projects Westlake Academy Expansion (TBD) Westlake Administration & Civic Center ($3.5M) Fire Station ($5.1M) WA – Cover Existing Walkway ($270k) WA – W. Parking Improvements ($115k) Westlake Academy Expansion The Westlake Academy Administration and Board of Trustees are currently evaluating several campus expansion options. The current facilities option developed by Project Management Services Inc. identifies six separate facilities at an estimated cost of $15.1M. A needs analysis is currently being conducted that will identify and prioritize future facility needs and provide a Master Plan. Westlake Administration & Civic Center This project proposes the construction of a purpose-built municipal administration and civic center. The future building will offer an expanded area for public meetings and the municipal court operations. Fire Station This facility is proposed as a permanent structure to replace the temporary buildings currently utilized by the Town’s emergency personnel. The project will provide a 12,000 square foot fire station including four bays, sleeping area, meeting room, kitchen, storage and two offices. WA – Cover Existing Walkway This project will provide an all-weather covering for the existing walkway from Pod D to the north entrance of the Sam and Margaret Lee Arts & Science Center. 30 WA – W. Parking Improvements This project will bring the Northwest parking area up to code with the Town’s ordinances by creating medians and other improvements. Table 3 - Facilities Current Replacement Value (original audited values - adjusted for inflation) Figure 10 - Facilities Assets: Percentage of Total Type of Asset Current Replacement Value # of Assets # Fully Depreciated # Depreciating over Next 5 Years Buildings $28,068,862 8 0 1 55% 45% All Other Assets Facilities Facility Assets 31 Projects F1-F6: Unassigned Westlake Academy Campus Expansion Total Project Cost: TBD Funding Status: Not Approved The Town Council is currently evaluating several Academy expansion plans; each plan presents unique facility requirements. A facilities master plan for the Academy Campus is currently being developed; this plan will identify and prioritize each building currently being contemplated and will provide costs and construction time frames for each. 32 Project F7: Unassigned Westlake Administration & Civic Center Total Project Cost: $3,486,193 Funding Status: Not Approved A location for the 12,000 sq. ft. facility has yet to be identified. The building will house the Town’s administrative staff and Municipal Court. The building will also provide flexible meeting space for community events and affiliated groups. Operating Budget Impact: This project, as proposed, will cause a short-term increase in the annual operating costs (the difference between the current lease amount and projected operating costs). However, the annual debt service and operations are projected to reach a break-even point within the next ten years and will have a net benefit for the remainder of the life of the building. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 47,000 Debt Service $182,000 Funding Sources for This Project: Funding Source Projected Amount *Bond Proceeds $3,486,193 Governmental Funds $0 * These bonds are backed by property taxes. However, no increase in the current property tax rate is anticipated. As noted above, the annual operating costs are substantially similar to the amount spent on the leased space at Solana. 33 Project F8: Unassigned Fire Station Total Project Cost: $5,170,560 Funding Status: Not Approved This facility is proposed as a permanent structure to replace the temporary buildings currently utilized by the Town’s emergency personnel. The project will provide a 12,000 square foot fire station including four bays, sleeping area, meeting room, kitchen, storage and two offices. Operating Budget Impact: The new facility will require significant operating and debt service funding on an annual basis. A location for the proposed building has yet to be identified. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 50,000 Debt Service $331,500 Funding Sources for This Project: Funding Source Projected Amount *Bond Proceeds $5,170,560 * The proposed bonds would be backed by a property tax pledge. Project Timeline: Design Oct. 2014 – Jan. 2015 Pre-Construction Jan. 2015 – Aug. 2015 Construction Aug.2015 – Jul. 2016 Occupancy August 2016 34 Project F9: Unassigned Westlake Academy – Cover Existing Walkway Total Project Cost: $270,275 Funding Status: Not Approved This project will provide an all-weather covering for the existing walkway from Pod D to the north entrance of the Sam and Margaret Lee Arts & Science Center. The estimated cost is $270,275 and scheduled completion date is FY 15/16. Operating Budget Impact: This project does not have an identified funding source, therefore the full impact to the annual operating budget is unknown (debt service costs must be established). However, on-going maintenance costs for the project will be less than $1,000 annually. Estimated Annual Operating/Debt Service Costs: Operating Costs $1,000 Debt Service $0 Funding Sources for This Project: Funding Source Projected Amount Un-identified $270,275 Project Timeline: Begin Date FY 15-16 Completion Date FY 15-16 35 Project F10: Unassigned Westlake Academy – West Parking Improvements Total Project Cost: $115,500 Funding Status: Not Approved This project will bring the Northwest parking area up to code with the Town’s ordinances by creating medians and other improvements. Operating Budget Impact: The operating impact of this project is minimal; some crack sealing and utility usage will occur on an annual basis. Estimated Annual Operating/Debt Service Costs: Operating Costs $2,500 Debt Service $0 Funding Sources for This Project: Funding Source Projected Amount Un-identified $115,500 Project Timeline: Begin Date FY 14-15 Completion Date FY 14-15 36 Transportation One of the major concerns for any municipality is its infrastructure of streets. With the approval of the previous year’s CIP and accompanying bond issuance, the Council recently addressed many of the most pressing street maintenance concerns in Westlake; this type of commitment is essential to maintain these valuable Town assets. Funded Projects FM 1938 Streetscape/Wayfinding ($4.5M) J.T. Ottinger/Dove Intersection & Remaining Improvements ($2M) Deloitte Vehicular Entry ($549k) Street Survey ($80k) SH 114/Hwy 170 Enhancements ($1.1M) Stagecoach Hills ($498k) N. Roanoke Rd. ($195k) S. Roanoke Rd. ($455k) Sam School Rd. ($216k) E. Dove Rd. Vaquero to Terra Bella ($626k) Dove/Ottinger Landscaping ($800k) Creek Crossing & Dove/Pearson Intersection ($1.5M) WA North Driveway Lighting ($40k) Hwy 377 Westport Parkway Signal ($70k) FM 1938 Streetscape/Wayfinding Project consists of the design and construction of landscape and hardscape improvements to the FM 1938 corridor from SH 114 south to Randol Mill Road, including sidewalks, trailheads, signage, rest areas, plantings, entry monuments. The Town is required to install sidewalks on the west side of FM 1938 from Dove to SH 114 per the Fidelity developer's agreement at our cost. Utility relocations will be necessary to accommodate construction, including adjusting manholes, fire hydrants, valves and meters as necessary. Maintenance is for irrigation only. JT Ottinger / Dove Intersection & Remaining Improvements Re-alignment of Dove/JT Ottinger intersection to improve traffic and pedestrian safety. The realignment of this intersection will also include construction of a pedestrian trail. The project will provide stabilization of road subgrade and 6" of asphalt to approximately 5,000 LF of Dove and Ottinger Roads and replace/improve culverts and ditches. Project improvements will cover portions of Dove and Ottinger that are not included in the other Hillwood Developer Agreement funded projects. The project will be funded with bonds, Capital Projects Fund balance and Contributions. 37 Deloitte Vehicular Entry This project creates a vehicular entry point on the West side of the Deloitte Campus that connects to Ottinger Road. The project also includes overlay and enhancements to Ottinger Rd. approaching the new entry on both the north and south sides. Street Survey The Street Survey will evaluate the current status of streets and thoroughfares within Westlake's Town limits. This information will be used to establish a prioritization for repairs and replacements as well as further definition of future standards of construction and repair. SH 114/Hwy 170 Enhancements This project would be a cooperative effort between Westlake, Trophy Club, and Roanoke consisting of the design and construction of landscape and hardscape improvements to the SH 170 & 114 interchange to include plantings, painting, and entry monuments. Maintenance is for irrigation only. Stagecoach Hills Street Reconstruction & Drainage The project will provide stabilization of road subgrade and 2" of asphalt to the approximate 4,500 LF of pavement in the Stagecoach Hills Subdivision and replace/improve culverts and ditches. North Roanoke Road Reconstruction & Drainage (Hwy 170 North to Town Limits) The project will provide stabilization of road subgrade and 6" of asphalt to approximately 750 LF of Roanoke Road and replacement of a narrow bridge at a 60" drainage structure. S. Roanoke Road Reconstruction & Drainage The project will provide stabilization of road subgrade and 6" of asphalt to approximately 4,000 LF of Roanoke Road and replace/improve culverts and ditches. Project improvements will be from Highway 170 south to the Town Limits. Sam School Road Reconstruction & Drainage The project will provide stabilization of road subgrade and 6" of asphalt to approximately 2,000 LF of Sam School Road and replace/improve culverts and ditches. E. Dove Road Reconstruction & Drainage (Vaquero to Terra Bella) The project will provide stabilization of road subgrade and 6" of asphalt to approximately 6,500 LF of Dove Road from Vaquero to Terra Bella and replace/improve culverts and ditches. This project will also include construction of a pedestrian trail from FM 1938 to the Glenwyck Farms. Dove/Ottinger Landscaping As part of the recent developer agreement with Hillwood and Deloitte, $800,000 has been allocated for all landscaping pertaining to the Dove Road and Ottinger Road reconstruction projects. The entire amount is funded through contributions from the Hillwood developer agreement. 38 Creek Crossing & Dove/Pearson Intersection The project will provide road and bridge enhancements on Dove Road at the creek overpass between JT Ottinger Road and N. Pearson Lane. The project will also make lane adjustments and intersection improvements to the intersection at Dove Rd. and N. Pearson Ln. The entire project will be funded through contributions from the Hillwood developer agreement. Westlake Academy North Driveway Lighting The project will provide street-level lighting for the new north entry at Westlake Academy. Hwy 377 Westport Parkway Traffic Signal This is a regional project between Westlake, Tarrant County, Fort Worth, and TxDOT that will include the installation of traffic signals that will be operated and maintained by TxDOT at the intersection of Hwy 377 and Westport Parkway. Westlake will be responsible for 1/3 of the construction costs. Staff has also included additional funding to upgrade the poles to powder coating similar to the existing signals at Westlake Parkway. Unfunded Projects Dove & Randol Mill Traffic Circle ($2M) J.T. Ottinger N. of WA ($560k) Wyck Hill Resurface ($52k) Pearson Lane ($370k) Dove & Randol Mill Traffic Circle An engineering study is currently underway at the intersection of Dove and Randol Mill that will examine the viability of a traffic circle. The cost of the study has already been approved for funding however, the remainder of the project (currently estimated at $2M) remains unfunded. J.T. Ottinger Rd. N. of WA Reconstruction & Drainage The project will provide stabilization of road subgrade and 7" of asphalt to approximately 4,000 LF of Ottinger Road (from Westlake Academy to SH 170) and replace/improve culverts and ditches. Wyck Hill Resurface The project will provide asphalt pavement resurfacing to approximately 1,000 LF of Wyck Hill. Pearson Lane Reconstruction & Drainage The project will provide stabilization of road subgrade and 5" of asphalt to approximately 1,300 LF of Pearson Lane and replace/improve culverts and ditches. 39 Table 4 - Transportation Asset Values & Depreciation (original audited values - inflation-adjusted) Type of Asset Current Replacement Value # of Assets # Fully Depreciated # Depreciating over Next 5 Years Roads & Streets $5,510,005 27 14 0 Figure 12 - Pavement Condition Over Time (Lazarus, 2007) Figure 12 above illustrates the exponential increase in the cost of street maintenance caused when these projects go unfunded for too long. While this graph applies to roadways that are designed for 20 years of service, the ratios are applicable to shorter-life surfaces as well. 90% 10% Transportation Assets All Other Assets Transportation Figure 11- Transportation Assets: Percentage of Total 40 Project T1: 410.20 FM 1938 Streetscape/Wayfinding Total Project Cost: $ 4,547,155 Funding Status: Approved Project consists of the design and construction of landscape and hardscape improvements to the FM 1938 corridor from SH 114 south to Randol Mill Road, including sidewalks, trailheads, signage, rest areas, plantings, entry monuments. The Town is required to install sidewalks on the west side of FM 1938 from Dove to SH 114 per the Fidelity developer's agreement at our cost. Utility relocations will be necessary to accommodate construction, including adjusting manholes, fire hydrants, valves and meters as necessary. Maintenance is for irrigation only. The estimated completion date of this project is FY 2014/2015. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of landscape maintenance and minor repairs to sidewalks and other Town-owned assets associated with the project. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 5,000 Estimated Debt Service $ 58,500 Funding Sources for This Project: Funding Source Projected Amount Contributions $ 972,000 Capital Projects Fund $ 3,575,155 Estimated Expense thru FY 10/11: $ 592,877 41 Project T2: 410.25 J.T. Ottinger/Dove Intersection & Remaining Improvements Total Project Cost: $ 1,906,335 Funding Status: Approved This project is designated within the Hillwood developer agreement. The project will reconstruct the intersection at Ottinger and Dove Rd. to enhance traffic flow to address safety concerns. A trail will be added to improve connectivity. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 1,500 Estimated Debt Service $ 87,062 Funding Sources for This Project: Funding Source Projected Amount Contributions $ 529,971 Capital Projects Fund $ 852,004 *Bond Proceeds $ 524,360 *These bonds are backed by a property tax pledge and will be supported by the ad valorem property tax. Project Timeline: Begin Date FY 11-12 Completion Date FY 12-13 Estimated Expense thru FY 10/11: $ 3,940 42 Project T3: 410.45 Deloitte Vehicular Entry Total Project Cost: $ 549,422 Funding Status: Approved This project will create a vehicular entry point on the West side of the Deloitte Campus that will connect to Ottinger Road. The project also includes overlay and enhancements to Ottinger Rd. approaching the new entry on both the north and south sides. The project costs have been estimated by Hillwood and are funded by the developer agreement... Operating Budget Impact: This project will not impact the Town’s annual operating budget. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 0 Estimated Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Contributions $ 549,422 Project Timeline: Begin Date FY 10-11 Completion Date FY 11-12 Estimated Expense thru FY 10/11: $ 510,922 43 Project T4: 410.20 Streets Survey Total Project Cost: $ 80,000 Funding Status: Approved The Street Survey will evaluate the current status of streets and thoroughfares within Westlake's Town limits. This information will be used to establish a prioritization for repairs and replacements as well as further definition of future standards of construction and repair. Operating Budget Impact: This project will have no impact on the Town’s annual operating budget. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 0 Estimated Debt Service $ 5,040 Funding Sources for This Project: Funding Source Projected Amount *Bond Proceeds $ 80,000 *These bonds are backed by a property tax pledge and will be supported by the ad valorem property tax. Estimated Expense thru FY 10/11: $ 29,355 44 Project T5: 410.30 SH 114/Hwy 170 Enhancements Total Project Cost: $ 1,079,900 Funding Status: Approved This project would be a cooperative effort between Westlake, Trophy Club, and Roanoke consisting of the design and construction of landscape and hardscape improvements to the SH 1170 & 114 interchange to include plantings, painting, and entry monuments. Maintenance is for irrigation only. Project costs are estimated to be $3,000,000 for construction and $200,000 for engineering design. Funding participation is anticipated to be 1/3 from each party. Operating Budget Impact: This project will not impact the Town’s annual operating budget. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 0 Estimated Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Capital Projects Fund $ 407,900 *Bond Proceeds $ 672,000 *These bonds are backed by a property tax pledge and will be supported by the ad valorem property tax. Project Timeline: Begin Date FY 10-11 Completion Date FY 14-15 Estimated Expense thru FY 10/11: $ 7,500 45 Project T6: 410.31 Stagecoach Hills St. Reconstruction & Drainage Total Project Cost: $ 498,900 Funding Status: Approved This road improvement project will replace the culvert, re-stabilize and overlay approximately 4,500 linear feet of Stagecoach Hills Street. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 5,000 Estimated Debt Service $ 22,100 Funding Sources for This Project: Funding Source Projected Amount *Bond Proceeds $ 498,900 *These bonds are backed by a property tax pledge and will be supported by the ad valorem property tax. Project Timeline: Begin Date FY 10-11 Completion Date FY 11-12 Estimated Expense thru FY 10/11: $ 7,220 46 Project T7: 410.32 N. Roanoke Road Reconstruction & Drainage Total Project Cost: $ 195,790 Funding Status: Approved This road improvement project will re-stabilize and overlay approximately 750 linear feet of Roanoke Rd. from Hwy 170 North to the Town limits. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 1,000 Estimated Debt Service $ 12,000 Funding Sources for This Project: Funding Source Projected Amount *Bond Proceeds $ 195,790 *These bonds are backed by a property tax pledge and will be supported by the ad valorem property tax. Project Timeline: Begin Date FY 10-11 Completion Date FY 11-12 Estimated Expense thru FY 10/11: $ 3,347 47 Project T8: 410.34 S. Roanoke Road Reconstruction & Drainage Total Project Cost: $ 455,900 Funding Status: Approved This road improvement project will re-stabilize and overlay approximately 4,000 linear feet of Roanoke Rd. from Hwy 170 South to the Town limits. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 5,000 Estimated Debt Service $ 19,500 Funding Sources for This Project: Funding Source Projected Amount *Bond Proceeds $ 455,900 *These bonds are backed by a property tax pledge and will be supported by the ad valorem property tax. Project Timeline: Begin Date FY 12-13 Completion Date FY 12-13 Estimated Expense thru FY 10/11: $ 2,900 48 Project T9: 410.40 Sam School Road Reconstruction & Drainage Total Project Cost: $ 216,000 Funding Status: Approved This road improvement project will re-stabilize and overlay approximately 2,000 linear feet of Sam School Rd. from Solana to the Town limits. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 2,500 Estimated Debt Service $ 10,725 Funding Sources for This Project: Funding Source Projected Amount *Bond Proceeds $ 216,000 *These bonds will be backed by a property tax pledge and will be supported by the ad valorem property tax. Project Timeline: Begin Date FY 13-14 Completion Date FY 13-14 Estimated Expense thru FY 10/11: $ 0 49 Project T10: 410.41 E. Dove Road Reconstruction & Drainage Total Project Cost: $ 626,940 Funding Status: Approved This road improvement project will provide stabilization of road subgrade and 6” of asphalt to approximately 6,500 linear feet of Dove Rd. from Vaquero to Terra Bella and replace/improve culverts and ditches. This work will also include construction of a pedestrian trail from FM 1938 to Glenwyck Farms. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 4,000 Estimated Debt Service $ 39,000 Funding Sources for This Project: Funding Source Projected Amount *Bond Proceeds $ 626,940 *These bonds will be backed by a property tax pledge and will be supported by the ad valorem property tax. Project Timeline: Begin Date FY 13-14 Completion Date FY 14-15 Estimated Expense thru FY 10/11: $ 800 50 Project T11: 410.45 Dove/Ottinger Landscaping Total Project Cost: $ 800,000 Funding Status: Approved This project will be carried out in conjunction with the Hillwood and Deloitte development agreement to provide for the landscaping aspects of the Ottinger and Dove Road improvements. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of landscape maintenance. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 1,500 Estimated Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Contributions $ 800,000 Project Timeline: Begin Date FY 11-12 Completion Date FY 12-13 Estimated Expense thru FY 10/11: $ 0 51 Project T12: 410.45 Creek Crossing & Dove/Pearson Intersection Total Project Cost: $ 1,536,348 Funding Status: Approved This project will fortify the bridge and creek crossing on Dove Rd. between JT Ottinger Rd. and N. Pearson Ln. The project will also make lane adjustments and intersection improvements to the intersection at Dove Rd. and N. Pearson Ln. Foresee crack sealing during the 2nd year after completion. The cost below reflects construction cost estimates from the Hillwood developer agreement. This project is listed in the Hillwood developer agreement and is funded through contributions. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing over the bridge area. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 1,500 Estimated Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Contributions $ 1,532,725 Capital Projects Fund $ 3,623 Project Timeline: Begin Date FY 10-11 Completion Date FY 11-12 Estimated Expense thru FY 10/11: $ 3,623 52 Project T13: 410.46 Westlake Academy North Driveway Lighting Total Project Cost: $ 40,000 Funding Status: Approved This project will provide street lighting to the new north driveway entrance on the Westlake Academy Campus. The project is scheduled for completion in FY 11-12. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of fixture maintenance and repairs. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 900 Estimated Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Capital Projects Fund $ 40,000 Project Timeline: Begin Date FY 11-12 Completion Date FY 11-12 Estimated Expense thru FY 10/11: $ 0 53 Project T14: 410.47 Hwy 377/Westport Parkway Signals Total Project Cost: $ 70,000 Funding Status: Approved This intersection is currently uncontrolled (does not have a traffic signal). This is a regional project between Westlake, Tarrant County, Fort Worth, and TxDOT that will include the installation of traffic signals that will be operated and maintained by TxDOT. Westlake will be responsible for 1/3 of the construction costs. Staff has also included additional funding to upgrade the poles to powder coating similar to the existing signals at Westlake Parkway. Operating Budget Impact: This project will have no impact on the Town’s annual operating budget. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 0 Estimated Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Capital Projects Fund $ 70,000 Project Timeline: Begin Date FY 11-12 Completion Date FY 12-13 54 Project T15: 410.44 Dove & Randol Mill Traffic Circle Total Project Cost: $ 2,034,600 Funding Status: Not Approved Reconstruction and reconfiguration of Dove/Randol Mill from a 3-way stop intersection to a traffic circle to improve traffic safety. The Council has approved $15,000 of funding for an engineering study, the balance of the project (estimated at $2M) remains unfunded. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 2,500 Estimated Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Capital Projects Fund $ 15,000 Unfunded $ 2,019,600 Project Timeline: Begin Date FY 11-12 Completion Date FY 13-14 Estimated Expense thru FY 10/11: $ 0 55 Project T16: Unassigned (N.) J.T. Ottinger Reconstruction & Drainage Total Project Cost: $ 556,500 Funding Status: Not Approved The project will provide stabilization of road subgrade and 7" of asphalt to approximately 4,000 LF of Ottinger Road (from Westlake Academy to SH 170) and replace/improve culverts and ditches. Anticipate crack sealing during the 2nd year after completion. This project is not a candidate for Tarrant County participation. Consistent with 2011 Graham Pavement Evaluation Study. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 2,500 Estimated Debt Service $ 35,000 Funding Sources for This Project: Funding Source Projected Amount Bond Proceeds $ 556,500 Project Timeline: Begin Date FY 14-15 Completion Date FY 14-15 Estimated Expense thru FY 10/11: $ 0 56 Project T17: Unassigned Wyck Hill Resurface Total Project Cost: $ 52,950 Funding Status: Not Approved The project will provide asphalt pavement resurfacing to approximately 1,000 LF of Wyck Hill. Foresee crack sealing during the 2nd year after completion. This project is not a candidate for Tarrant County participation. This includes 3rd party construction inspection. Consistent with 2011 Graham Pavement Evaluation Study. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 1,500 Estimated Debt Service $ 3,335 Funding Sources for This Project: Funding Source Projected Amount Bond Proceeds $ 52,950 Project Timeline: Begin Date FY 15-16 Completion Date FY 15-16 Estimated Expense thru FY 10/11: $ 0 57 Project T18: Unassigned Pearson Lane Reconstruction & Drainage Total Project Cost: $ 370,750 Funding Status: Not Approved The project will provide stabilization of road sub grade and 5" of asphalt to approximately 1,300 LF of Pearson Lane and replace/improve culverts and ditches. Foresee crack sealing during the 2nd year after completion. This project is not a candidate for Tarrant County participation. Consistent with 2011 Graham Pavement Evaluation Study. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of surface maintenance utilizing periodic crack sealing. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 2,500 Estimated Debt Service $ 23,300 Funding Sources for This Project: Funding Source Projected Amount Bond Proceeds $ 370,750 Project Timeline: Begin Date FY 15-16 Completion Date FY 15-16 Estimated Expense thru FY 10/11: $ 0 58 Utilities The Town of Westlake currently owns a minimum of approximately $24M of utility fixed assets. These take the form of water, sewer and telecommunications duct bank lines. These assets are initially installed through development and later transferred to the Town for upkeep and maintenance. With the recent completion of the Stagecoach Hills water main, the Town’s utility infrastructure is in relatively good shape with no known deficiencies. The five items that are fully depreciated are water lines that were transferred from the City of Keller which may need replacement in the near future but that are fully operational now. It should also be noted that the Town is currently engineering a GIS system that will map all infrastructure; this project provides us the opportunity to review the condition of these assets and their values which will be revised as necessary. Funded Projects TRA Assumption of N1 Sewer Line ($127k) N-1 Sewer Line Transfer I & I Study/Repairs ($200k) Stagecoach Hills Waterline Connection ($608k) Ground Storage Tank ($1.6M) TRA Assumption of N1 Sewer Line This project is intended to transfer ownership of a section of sewer line from Westlake and Southlake to TRA. It includes the design and construction of a metering station with SCADA equipment at the proposed Town of Westlake "Point of Entry." Westlake will be required to conduct an extensive inflow and infiltration study and perform repairs (separate capital project). N-1 Sewer Line Transfer I & I As a condition of the N-1 sewer line transfer Westlake was required to conduct an extensive inflow and infiltration study. The study will identify repairs that need to be made. Stagecoach Hills Waterline Connection This project will consist of constructing a water line to Stagecoach Hills from the existing pump station or 20" water line and the replacement of lines within the subdivision itself. Ground Storage Tank This project will consist of designing and constructing a new ground storage tank at the 59 existing pump station. We anticipate this tank will be a 1,000,000 gallon tank and will be needed to augment services once Deloitte has become fully staffed. Maintenance (consisting of inspection and cleaning) would not be expected until year two. Debt service payments = approximately $170k/yr. for 10 years. Table 5 - Utility Asset Values & Depreciation (original audited value - inflation-adjusted) Type of Asset Current Replacement Value # of Assets # Fully Depreciated # Depreciating over Next 5 Years Utility Improvements $19,247,514 24 5 0 Utility Machinery & Equipment $5,177,911 7 1 0 Figure 13 - Utility Assets: Percentage of Total 61% 39% Utility Assets Total Assets Utilities 60 Project U1: 500.30 TRA Assumption of N-1 Sewer Line Total Project Cost: $ 127,338 Funding Status: Approved This project will prepare the sewer line to be transferred from Westlake and Southlake to TRA. The scope of the project includes the design and construction of a metering station with SCADA equipment at the Town’s ‘point of entry’ for water and sewer. Operating Budget Impact: This project does not affect the on-going operating budget as all future operating costs will become the responsibility of TRA. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 0 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Utility Fund $ 127,338 Project Timeline: Begin Date FY 10-11 Completion Date FY 11-12 Estimated Expense thru FY 10/11: $ 0 61 Project U2: 500.31 N-1 Sewer Line Inflow & Infiltration Repairs Total Project Cost: $ 200,000 Funding Status: Approved This project will prepare the sewer line to be transferred from Westlake and Southlake to TRA. The scope of the project includes making general repairs to the existing sewer lines as required by the transfer contract with TRA. Operating Budget Impact: This project does not affect the on-going operating budget as all future operating costs will become the responsibility of TRA. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 0 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Utility Fund $ 200,000 Project Timeline: Begin Date FY 10-11 Completion Date FY 11-12 Estimated Expense thru FY 10/11: $ 35,467 62 Project U3: 500.32-15 & 500.37 Stagecoach Hills Water Line Connection (Phase I & II) Total Project Cost: $ 608,699 Funding Status: Approved This project consists of the installation of a 20” main waterline into the Stagecoach subdivision as well as repairs to existing lines. Phase I was completed at a cost of $245,324 in FY 2011. Phase II will be completed in FY 11/12 at an estimated cost of $363,375. Operating Budget Impact: This project does not affect the on-going operating budget as repairs or maintenance on new water lines is extremely rare. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 0 Debt Service $ 0 Funding Sources for This Project: Funding Source Projected Amount Utility Fund $ 608,699 Project Timeline: Begin Date FY 10-11 Completion Date FY 11-12 Estimated Expense thru FY 10/11: $ 245,324 63 Project U4: 500.36 Ground Storage Tank Total Project Cost: $ 1,598,414 Funding Status: Approved This project will increase the capacity at the pump station to respond to and plan for increases in demand created by development within the Town. The project includes the installation of a 1M gallon water tank. Operating Budget Impact: This project will have minimal impact on the Town’s annual operating budget. The annual operating costs for this project will consist of routine maintenance and repair; the annual debt service will be funded from utility revenues. Estimated Annual Operating/Debt Service Costs: Operating Costs $ 500 Debt Service $170,000 Funding Sources for This Project: Funding Source Projected Amount Utility Fund $ 77,925 *Utility Bonds $ 1,520,489 *The ability to create additional indebtedness in the Utility Fund has yet to be determined; therefore, the funding source for this project is uncertain as of the date of preparation of this CIP document. Project Timeline: Begin Date FY 11-12 Completion Date FY 12-13 64 Works Cited Elmer, V. (2006). Capital Improvement Plan and Budgets. Berkeley: University of California at Berkeley. Lazarus, C. (2007). Public Works. In C. W. Stenberg, & S. L. Austin, Managing Local Government Services (pp. 201-234). Washington DC: ICMA. Page 1 of 2 estlake Town Council TYPE OF ACTION Regular Meeting - Consent Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Consider a Resolution approving an Interlocal Agreement with Tarrant County, for installation of a traffic signal by the Texas Department of Transportation at the intersection of Westport Parkway and US Hwy 377. STAFF CONTACT: Jarrod Greenwood, Director of Public Works DECISION POINTS Start Date Completion Date Timeframe: April 9, 2012 April 9, 2012 Estimated time of TxDOT contract Funding: Amount - $70,000 Status- Funded Source- General Fund Decision Alignment VVM Perspective Desired Outcome Caring Community Customer Focus CF.Promote Community Health, Safety & Welfare Strategic Issue Outcome Strategy Staff Action Public Safety and Emergency Preparedness 6. Maximize the service provision level to our customers through the use of the shared services model, public/private partnerships, and implementation of innovative inter- SA 06.1: Seek Partnerships Page 2 of 2 governmental agreements. Strategy Map or VVM Connection Strategic Issue Connection EXECUTIVE SUMMARY The proposed ILA with Tarrant County provides Westlake’s portion of funding for the installation of a traffic signal by the Texas Department of Transportation at the intersection of Westport Parkway and US Hwy. 377. Tarrant County has also asked that the Town of Westlake annex this small section of US Hwy 377 at the Westport Parkway intersection (approximately 1.1 miles south of SH 170) which lies in unincorporated Tarrant County and is situated between Westlake to the north and east , Keller to the south, and Fort Worth to the west. Additionally, Westlake Fire Department personnel are already providing emergency response coverage to this intersection. Town staff will bring this annexation to Council at a later regularly scheduled meeting. At this time, the intersection does not currently warrant a signal based on the most recent TxDOT traffic study; however a signal is required for the installation of a Rail Road Quiet Zone. Union Pacific Railroad has been installing Quiet Zones along the Hwy. 377 corridor over the last several years as the area has continued to develop. The newly approved Train Horn Rule published by the FRA establishes the conditions under which a train horn must be used and the requirements for quiet zone implementation. Unless a crossing is designated as a quiet zone, federal law requires that train locomotives must sound the horn 15-20 seconds prior to arrival at a crossing. This means that the train horn must be sounded continuously from about ¼ mile in advance of a crossing until the train reaches the crossing. With suitable quiet zone devices in place, the locomotive’s horn does not have to be sounded which will improve the environmental qualities of surrounding properties. The total cost of the project is $150,000.00 with the City of Keller and the Town of Westlake each contributing $50,000.00 and Tarrant County contributing $50,000.00. An additional $20,000 is allocated to provide powder coating of the poles similar to the ones at the Westlake Parkway and FM 1938 bridges at SH 114. ORGANIZATIONAL HISTORY/RECOMMENDATION Staff recommends approval contingent upon amending the Terms and Conditions section of the ILA to include language stating that the signal construction shall comport to the Town of Westlake streetscape standards with the Town having final design approval, prior to issuance of notice to proceed to the contractor, up to and including signal and lighting enhancements and adding an exhibit showing the location on an aerial map. ATTACHMENTS Resolution Proposed ILA with Tarrant County Resolution 12-16 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 12-16 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO EXECUTE AN INTER-LOCAL AGREEMENT WITH TARRANT COUNTY, TEXAS REGARDING THE INSTALLATION OF A TRAFFIC SIGNAL BY THE TEXAS DEPARTMENT OF TRANSPORTATION AT THE INTERSECTION OF WESTPORT PARKWAY AND US HWY 377. WHEREAS, the Town of Westlake desires to foster and promote region transportation efforts; and WHEREAS, the installation of a traffic signal at the Westport Parkway and US Hwy 377 intersection will allow for the installation of a rail road quiet zone that will benefit neighboring residents and property owners; and WHEREAS, the Town Council finds that funding for the signal is necessary for a quiet zone to be constructed; and WHEREAS, the Town Council finds that the signal funding provides sound infrastructure planning consistent with goals and objectives within the adopted strategic plan; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the public. 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: The Town Council of the Town of Westlake hereby approves the ILA with Tarrant County for installation of a traffic signal by the Texas Department of Transportation at the intersection of Westport Parkway and US Hwy. 377, attached as Exhibit “A”, and further authorizes the Town Manager to execute the agreement on behalf of the Town of Westlake, Texas. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 12-16 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 23rd DAY OF APRIL2012. ATTEST: _____________________________ Laura L. Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney Page 1 of 2 estlake Town Council TYPE OF ACTION Regular Meeting - Consent Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Consider approval of an Ordinance amending Chapter 90 Sections 90- 79(3) to establish a temporary speed limit in the construction zone on FM 1938 (Precinct Line Road) between the intersections of Dove Road and State Highway 114 STAFF CONTACT: Amanda DeGan, Assistant to the Town Manager DECISION POINTS Start Date Completion Date Timeframe: April 23, 2012 To run the period of roadway construction Funding: Amount - $ 0.00 Status- Funded Source- N/A Decision Alignment VVM Perspective Desired Outcome Exemplary Governance Operational Processes CF.Promote Community Health, Safety & Welfare Strategic Issue Outcome Strategy Staff Action N/A N/A N/A Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 2 EXECUTIVE SUMMARY The proposed ordinance is designed to establish the speed limit within the construction zone on FM 1938 (Precinct Line Road). ORGANIZATIONAL HISTORY/RECOMMENDATION For the past several months, TXDoT has been in the process of reconstructing a section of roadway within the Town limits known as FM 1938 (Precinct Line Rd). The roadway is scheduled for completion in the summer of 2012 and will be a major north / south thoroughfare for many commuters and residents. As a component of the construction, traffic flow alterations have been necessary, which prompted TXDoT to lower the speed limit from 35 m.p.h. to 30 m.p.h. in a small section of the zone. As a result, the Staff has prepared the attached ordinance to comply with the recommendation. ATTACHMENTS Ordinance XX-XXX Ordinance 682 Page 1 of 2 TOWN OF WESTLAKE ORDINANCE NO. 682 AN ORDINANCE OF THE TOWN OF WESTLAKE TEMPORARILY AMENDING SECTION 90-79(3) OF THE CODE OF ORDINANCES OF THE TOWN OF WESTLAKE TO ESTABLISH A TEMPORARY CONSTRUCTION SPEED ZONE OF 30 MILES PER HOUR ON PRECINCT LINE ROAD (FM 1938) BETWEEN THE INTERSECTIONS OF DOVE ROAD AND STATE HIGHWAY 114; PROVIDING A SEVERABILITY CLAUSE; DECLARING A PENALTY; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the Texas Department of Transportation is conducting road improvement construction on Precinct Line Road (FM 1938) within the corporate limits of the Town of Westlake; and WHEREAS, the Texas Department of Transportation has determined that construction speed zone of 30 m.p.h. on Precinct Line Road (FM 1938) is required for the project while under construction. WHEREAS, the Town Council seeks to temporarily amend its current traffic regulations by lowering the speed limit from 35 miles per hour to 30 miles per hour along the portion of Precinct Line Road (FM 1938) affected by the road improvement construction for the duration of said construction. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That Chapter 90, “Traffic and Vehicles,” of the Code of Ordinances of the Town of Westlake, Article II, Division 3, Sec. 90-79(3) be temporarily amended as follows: Precinct Line Road (from S.H. 114 to Dove Road) will be set at 30 m.p.h. SECTION 2: Said Ordinance, being a penal ordinance, becomes effective ten (10) days after the date of passage by Town Council and shall automatically expire upon completion of the road improvement construction. Thereafter, the prima facie maximum speed limit shall be 35 miles per hour. SECTION 3: The Town Manager is hereby authorized to cause to be erected appropriate signs indicating this speed zone and the construction or maintenance work zone. SECTION 4: Any person violating any of the provisions of this ordinance shall be deemed guilty of a misdemeanor and upon conviction thereof shall be fined a sum not to exceed the maximum amount allowed by law. Ordinance 682 Page 2 of 2 SECTION 5: If any section, article, paragraph, sentence, clause, phrase or word in this Ordinance, or its application to any person or circumstance is held invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this Ordinance; and the Town Council hereby declares it would have passed such remaining portions of the Ordinance despite such invalidity, which remaining portions shall remain in full force and effect. PASSED AND APPROVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, ON THIS 23th DAY OF APRIL 2012. _____________________________ ATTEST: Laura Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney Page 1 of 2 estlake Town Council TYPE OF ACTION Regular Meeting - Consent Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Consider approval of an Ordinance amending Chapter 90 Sections 90- 52(b) to allow for a temporary traffic control device at the intersection of Dove Road and Randol Mill – facing a northeast direction. STAFF CONTACT: Amanda DeGan, Assistant to the Town Manager DECISION POINTS Start Date Completion Date Timeframe: April 23, 2012 To run the period of roadway construction Funding: Amount - $ 0.00 Status- Funded Source- N/A Decision Alignment VVM Perspective Desired Outcome Exemplary Governance Operational Processes CF.Promote Community Health, Safety & Welfare Strategic Issue Outcome Strategy Staff Action N/A N/A N/A Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 2 EXECUTIVE SUMMARY The proposed ordinance is designed to promote traffic flow and reduce congestion at the Dove Road / Randol Mill intersection during the construction project on Dove Road and Pearson Lane. ORGANIZATIONAL HISTORY/RECOMMENDATION With the Town and Hillwood (through our partnership) beginning the process of reconstructing the area of Dove Road and the Pearson Lane intersection, traffic has been rerouted to allow the contractor full access to the roadway. The intent is to shorten the construction period of the overall project by restricting through access to the road and open the roadway prior to the fall school year at Westlake Academy. With the traffic detours, it was recommended by the Keller police department that the stop sign at Randol Mill and Dove Road (on the northeast corner) be replaced with a yield traffic control device for the duration of the construction. As a result, the Staff has prepared the attached ordinance to support t he recommendation. ATTACHMENTS Ordinance XX-XXX Ordinance 683 Page 1 of 2 TOWN OF WESTLAKE ORDINANCE NO. 683 AN ORDINANCE OF THE TOWN OF WESTLAKE TEMPORARILY AMENDING SECTION 90-52(b) OF THE CODE OF ORDINANCES OF THE TOWN OF WESTLAKE TO ALLOW FOR TEMPORARY TRAFFIC CONTROL DEVICE AT THE INTERSECTION OF DOVE ROAD AND RANDOL MILL – FACING A NORTHEAST DIRECTION; PROVIDING A SEVERABILITY CLAUSE; DECLARING A PENALTY; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the Town of Westlake is conducting road improvement construction on at on Dove Road within the corporate limits of the Town of Westlake; and WHEREAS, the Town has determined that a yield sign at the northeast facing direction of the intersection of Dove Road and Randol Mill Road is required for the project while under construction. WHEREAS, the Town Council seeks to temporarily amend its current traffic regulations by replacing the stop sign at the northeast facing direction of the intersection of Dove Road and Randol Mill Road with a yield sign for the duration of said construction. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That Chapter 90, “Traffic and Vehicles,” of the Code of Ordinances of the Town of Westlake, Article II, Division 2, Sec. 90-52(b) be temporarily amended as follows: At the traffic island intersection of Randol Mill Road and Dove Road facing the southeast and southwest on Randol Mill Road a stop sign shall be erected and at the northeast of Dove Road at Randol Mill Road a yield sign shall be erected. SECTION 2: Said Ordinance, being a penal ordinance, becomes effective ten (10) days after the date of passage by Town Council and shall automatically expire upon completion of the Dove Road improvement construction project. Thereafter, the yield sign traffic control device shall be replaced with a stop sign to regulate the flow of traffic. SECTION 3: The Town Manager is hereby authorized to cause to be erected appropriate signs indicating this yield intersection. SECTION 4: Any person violating any of the provisions of this ordinance shall be deemed guilty of a misdemeanor and upon conviction thereof shall be fined a sum not to exceed the maximum amount allowed by law. Ordinance 683 Page 2 of 2 SECTION 5: If any section, article, paragraph, sentence, clause, phrase or word in this Ordinance, or its application to any person or circumstance is held invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this Ordinance; and the Town Council hereby declares it would have passed such remaining portions of the Ordinance despite such invalidity, which remaining portions shall remain in full force and effect. PASSED AND APPROVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, ON THIS 23th DAY OF APRIL 2012. _____________________________ ATTEST: Laura Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney Page 1 of 2 estlake Town Council TYPE OF ACTION Regular Meeting - Consent Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Consider an Ordinance amending Chapter 90, Division II and Division III renaming Precinct Line Road to FM 1938/Davis Boulevard within the corporate limits of the Town of Westlake. STAFF CONTACT: Jarrod Greenwood, Director of Public Works DECISION POINTS Start Date Completion Date Timeframe: September 1, 2012 September 1, 2012 Estimated completion date of FM 1938 Funding: Amount - 0T Status- N/A Source- N/A Decision Alignment VVM Perspective Desired Outcome Leadership Customer Focus CF.Promote Community Health, Safety & Welfare Strategic Issue Outcome Strategy Staff Action Public Safety and Emergency Preparedness 6. Maximize the service provision level to our customers through the use of the shared services model, public/private partnerships, and implementation of innovative inter- SA 01.3: FM 1938 Page 2 of 2 governmental agreements. Strategy Map or VVM Connection Strategic Issue Connection EXECUTIVE SUMMARY FM 1938 is a major TxDOT project supported by Westlake, Keller, Southlake, and Tarrant County as a regional effort to facilitate the growing traffic congestion on residential streets. The project began in 2000 and extends south from the existing Precinct Line Road Bridge at Hwy 114 in Westlake to the existing Fm 1709/FM 1938 intersection in Southlake. This will ultimately connect SH 114 in Westlake to I-820. The section of FM 1938 from FM 1709 in Southlake to I-820 is named Davis Boulevard. Staff feels that it would be beneficial to residents and motorists to utilize the same name for FM 1938 from SH 114 to I-820. The proposed name change will become effective the day TxDOT erects signage, designating Precinct Line Road in the corporate limits of the Town of Westlake as FM 1938/Davis Boulevard. ORGANIZATIONAL HISTORY/RECOMMENDATION Staff recommends approval ATTACHMENTS Ordinance Ordinance 684 Page 1 of 2 TOWN OF WESTLAKE ORDINANCE NO. 684 AN ORDINANCE OF THE TOWN OF WESTLAKE AMENDING THE WESTLAKE CODE OF ORDINANCES CHAPTER 90, DIVISION II AND DIVISION III, RENAMING PRECINCT LINE ROAD TO FM 1938/DAVIS BOULEVARD WITHIN THE CORPORATE LIMITS OF THE TOWN OF WESTLAKE; PROVIDING A CUMULATIVE CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the Town of Westlake desires to foster and promote region transportation efforts by renaming Precinct Line Road to FM 1938/Davis Boulevard; and WHEREAS, the Town of Westlake worked in partnership with the Cities of Southlake and Keller for the construction of FM 1938; and WHEREAS, the Texas Department of Transportation is currently constructing FM 1938 wit hin the corporate limits of the Town of Westlake; and WHEREAS, once completed, FM 1938 will connect SH 114 in Westlake to I-820; and WHEREAS, FM 1938 is already named Davis Boulevard from I-820 to FM 1709 in Southlake; and WHEREAS, the Town Council of the Town of Westlake, Texas, is of the opinion that renaming Precinct Line Road to FM 1938/Davis Boulevard is in the best interests of the Town and its citizens as well as the traveling public and that the amendment to the Code of Ordinances for the Town of Westlake should be approved and adopted; and WHEREAS, upon passage of this ordinance, the effective date of the renaming will be the day TxDOT erects signage, designating Precinct Line Road in the corporate limits of the Town of Westlake as FM 1938/Davis Boulevard; and WHEREAS, by the passage of this ordinance and the posting of signage, shall in effect serve notice of the change to the general public and for the property owners located on FM 1938/Davis Boulevard, by notification to the proper authorities, owners, and tenants; and NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: Ordinance 684 Page 2 of 2 SECTION 1: That all matters stated in the preamble are found to be true and correct and are incorporated herein as if copied in their entirety. SECTION 2: That Chapter 90 Traffic and Vehicles, Division II and Division III of the Town of Westlake Code of Ordinances, as amended, is hereby amended as follows: FM 1938/Davis Boulevard SECTION 4: That all provisions of Chapter 90 not hereby amended shall remain in full force and effect. SECTION 5: That this Ordinance shall be cumulative of all other Town Ordinances and all other provisions of other Ordinances adopted by the Town which are inconsistent with the terms or provisions of this Ordinance are hereby repealed. SECTION 6: It is hereby declared to be the intention of the Town Council of the Town of Westlake, Texas, that sections, paragraphs, clauses and phrases of this Ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this Ordinance shall be declared legally invalid or unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such legal invalidity or unconstitutionalit y shall not affect any of the remaining phrases, clauses, sentences, paragraphs or sections of this Ordinance since the same would have been enacted by the Town Council of the Town of Westlake without the incorporation in this Ordinance of any such legally invalid or unconstitutional, phrase, sentence, paragraph or section. SECTION 8: This ordinance shall take effect immediately from and after its passage as the law in such case provides. PASSED AND APPROVED ON THIS 23rd DAY OF APRIL 2012. _____________________________ ATTEST: Laura Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney Page 1 of 2 estlake Town Council TYPE OF ACTION Regular Meeting - Consent Westlake Town Council Meeting Monday, April 23, 2012 TOPIC: Consider approval of a Resolution Approving a Site Plan amendment and authorizing construction of an addition to the equipment storage bays building. STAFF CONTACT: Eddie Edwards, Director of Planning and Development. Richard Whitten, Fire Chief. Troy Meyer, Director of Facilities, Parks and Recreation. DECISION POINTS Funding: Amount - $ 10,000 Status- Funded Source- General Fund Decision Alignment VVM Perspective Desired Outcome Exemplary Governance Financial Stewardship FS.Sustain Fiscal Health Strategic Issue Outcome Strategy Staff Action N/A N/A N/A Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 2 EXECUTIVE SUMMARY Although the Fire Station has been thought of as a temporary facility, the Town’s financial constraints may result in the continued use of the facility for several more years. As we acquire sorely needed additional emergency vehicles, we have a responsibility to our citizens to properly care for the vehicles by storing them inside an equipment bay. This will require an addition to the existing building. When considering an expansion to Fire Department buildings we would like to adhere to all of the development standards that we expect commercial uses to adhere to, but since our primary objective is to provide a vital service to the citizens of Westlake, adhering to the development standards is accomplished as is financially and logistically feasible. The approval of this Site Plan will affirm the Town Council’s approval of the following deviations from the adopted development standards: Setbacks Setbacks for buildings Front Rear Side Side setback for Paving Required 50’ 50’ 25’ 10’ Existing 47’ 30’ 5’ 5’ Proposed 47’ 8’ 5’ 5’ Maximum building height Residential Slope; 5:1 required, 1:3 existing, 1:1.5 proposed. Exterior building materials and building articulation Existing buildings are non-compliant; the addition will improve horizontal articulation for the rear elevation. Landscaping The site is non-compliant. There is not adequate space to meet the “parking lot edge” landscape requirements. ORGANIZATIONAL HISTORY/RECOMMENDATION Staff recommends approval of the proposed Site Plan and the expansion of the equipment bay building. ATTACHMENTS Resolution, Exhibit A Resolution 12-17 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 12-17 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, APPROVING THE SITE PLAN FOR THE PROPERTY ADDRESSED AS 2900 DOVE ROAD, COMMONLY KNOW AS ‘THE FIRE DEPARTMENT FACILITIES”, AND AUTHORIZING TOWN STAFF TO CONSTRUCT AN ADDITION TO THE EXISTING EQUIPMENT BAY BUILDING. WHEREAS, the Town Council has recently approved the acquisition of additional equipment for the Fire Department ; and, WHEREAS, the additional equipment must be stored inside a building in order to be ready for use on a moments notice; and, WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Town of Westlake Town Council does hereby approve the Site Plan and authorizes the construction of the addition to the equipment bay building as shown on the Site Plan , attached as Exhibit “A”. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 12-17 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 23rd DAY OF APRIL 2012. ATTEST: _____________________________ Laura L. Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer , 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 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager Town of Westlake Item # 5 – Executive Session Town of Westlake Item # 6 – Reconvene Meeting TAKE ANY ACTION FROM EXECUTIVE SESSION, IF NECESSARY a. 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 Town of Westlake Item # 7 – Take any Action, if necessary FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under “Future Agenda Item Requests”, an agenda item for a future Council meeting. The Council Member making the request will contact the Town Manager with the requested item and the Town Manager will list it on the agenda. At the meeting, the requesting Council Member will explain the item, the need for Council discussion of the item, the item’s relationship to the Council’s strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. - None Town of Westlake Item #8 - Future Agenda Items Strategic Issue April - 2012 May – 2012 June - 2012 July - 2012 Aug. - 2012 Sept. - 2012 Capital Investment • Review long term rental options vs. building permanent structure. • Examine public safety communication interoperability for Westlake • Review current technology plans – draft technology plan • Feasibility study for water/sewer impact fees • Report on trail connectivity with surrounding communities • Evaluation of WA campus needs and expansion options • FM 1938 Completion Fiscal Stewardship & Organizational Effectiveness • Examine Town’s capacity for reinvestment in technology, FFE and capital expenditures, etc. Human Resources (Employee Investment) • Prepare report on staffing needs as part of 5-year forecast • Report on cross- training and shared services evaluations Comprehensive Planning and Management of Natural Resources • Provide Council with report outlining programs that would assist residents in recycling efforts • Review existing plan provisions of hiring consultant to assist in Comp Planning document Public Safety and Emergency Preparedness • Evaluate that all departments have adequate training, etc. to address emergency situations COUNCIL CALENDAR - Living History Event, “History of the Texas Flag” hosted by the WHPS April 24, 2012; 7:00 – 8:30 p.m., WA Performance Hall - WA UNICEF Mural Fundraiser & Auction; WA Gym April 27, 2012; 6:00 – 10:00 p.m. - Guest Speaker Col. Glenn Frazier, author of Hell’s Guest hosted by WA April 30, 2012; 7:00 p.m.; WA Gym - RSVP req’d to llemons@westlakeacademy.org - WA Graduate Board Reveal & Reception; WA PYP Commons May 3, 2012; 9:00 – 10:00 a.m. - WA Grade 10 Personal Project Exhibition; Gymnasium May 2, 2012; 8:30 – 11:00 a.m. - WA Primary (Grades 4-6) Spring Concert; Gymnasium May 3, 2012; 6:30 – 8:30 p.m. - Bandana Bonanza; Westlake Academy Campus May 5, 2012; 3:00 - 7:00 p.m. - Board of Trustees Meeting May 7, 2012 - JV & Varsity Sports Banquet; WA Gym May 11, 2012; 7:00 – 9:30 p.m. - Westlake Historical Marker Presentation Day hosted by WHPS May 12, 2012; 2:00 – 3:00 p.m., Event entrance/parking at 1925 N. Pearson Lane - Final MasterWorks Concert featuring Vocal Trash; Westlake Academy Outdoor Amphitheater May 18, 2012; 7:00 – 8:00 p.m. - WA Annual Strings Concert; Location TBD May 22, 2012; 6:00 – 7:00 p.m. - WA PYP Exhibition; Primary Building May 24, 2012; 9:00 a.m. – 3:30 p.m. Town of Westlake Item # 10 – Council Calendar - Council Planning Retreat May 25, 2012; 12:00 - 4:00 p.m. - Town Offices Closed - Memorial Day May 28, 2012 - WHPS Decoration Day; Westlake IOOF Cemetery May 28, 2012; 6:00 – 8:00 p.m. - Last Day of School May 31, 2012 - Senior Banquet – location TBA May 31, 2012; 6:30 – 9:30 p.m. - 2012 WA Graduation; Hurst Conference Center June 2, 2012; 2:00 p.m. Town of Westlake Item # 11 – Adjournment