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
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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.
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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.
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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
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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
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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
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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
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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
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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.
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• 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.
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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.
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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
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(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.
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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.
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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
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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).
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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