HomeMy WebLinkAbout08-27-12 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
August 27, 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 AUGUST 27, 2012,
REGULAR MEETING. (30 min)
4. PRESENTATION BY MR. BERT LUMBRERAS, ASSISTANT CITY MANAGER OF
AUSTIN, AWARDING THE TEXAS CITY MANAGERS ASSOCIATION (TCMA)
COUNCIL OF THE YEAR AWARD TO THE WESTLAKE TOWN COUNCIL.
5. DISCUSSION ITEMS
a. Presentation and Discussion regarding the Westlake Public Arts Society
achievements and future plans. (10 min)
b. Discussion regarding the Proposed Budget for the Town of Westlake for FY
2012/2013, Five Year Financial Forecasts, as well as Funded and Unfunded
(Unapproved) Capital Projects. (45 min)
c. Discussion regarding future Trail Connectivity Plans. (20 min)
6. EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087: Deliberation Regarding Economic Development Negotiations –
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: Town of Westlake Certificate of Convenience & Necessity (CCN) for
water and sewer service.
c. 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: Michael Eaton vs. Town of Westlake.
7. RECONVENE WORKSHOP
8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
9. COUNCIL RECAP / STAFF DIRECTION
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10. 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.
a. Presentation by Mr. Bert Lumbreras, Asst. City Manager of Austin, awarding the
Texas City Managers Association (TCMA) Council of the Year Award to the
Westlake Town Council.
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 June 4, 2012.
b. Consider approval of the minutes from the meeting held on June 18, 2012.
c. Consider approval of the minutes from the meeting held on August 10, 2012.
d. Consider approval of Resolution 12-25, Authorizing the Destruction of
Municipal and Texas Student Housing Records in Compliance with the Texas State
Library and Archive Commission Schedules.
e. Consider approval of Resolution 12-26, Increasing the number of Board
Members on the Westlake Historical Preservation Society.
f. Consider approval of Resolution 12-27, Appointing a new member to the
Westlake Public Arts Society.
g. Consider approval of Resolution 12-28, Appointing a new member to the
Westlake Planning & Zoning Commission.
h. Consider approval of Resolution 12-29, Approving an Economic Development
Program Agreement between the Town of Westlake (Town) and Hillwood Alliance
Services (HAS) for Various Town Funded Improvements Related to the Dove
Road/Ottinger Road Project Per the April 25, 2011 Development Agreement
Between HAS and the Town.
4. EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087: Deliberation Regarding Economic Development Negotiations –
to deliberate the offer of a financial or other incentive to a business prospect.
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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: Town of Westlake Certificate of Convenience & Necessity (CCN) for
water and sewer service.
c. 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: Michael Eaton vs. Town of Westlake.
5. RECONVENE MEETING
6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
7. 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.
8. STRATEGIC ISSUES CALENDAR
9. COUNCIL CALENDAR
10. 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,
August 22, 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 June 4, 2012.
b. Consider approval of the minutes from the meeting held on June 18, 2012.
c. Consider approval of the minutes from the meeting held on August 10, 2012.
d. Consider approval of Resolution 12-25, Authorizing the Destruction of
Municipal and Texas Student Housing Records in Compliance with the Texas
State Library and Archive Commission Schedules.
e. Consider approval of Resolution 12-26, Increasing the number of Board
Members on the Westlake Historical Preservation Society.
f. Consider approval of Resolution 12-27, Appointing a new member to the
Westlake Public Arts Society.
g. Consider approval of Resolution 12-28, Appointing a new member to the
Westlake Planning & Zoning Commission.
h. Consider approval of Resolution 12-29, Approving an Economic Development
Program Agreement between the Town of Westlake (Town) and Hillwood
Alliance Services (HAS) for Various Town Funded Improvements Related to the
Dove Road/Ottinger Road Project Per the April 25, 2011 Development
Agreement Between HAS and the Town.
Town of Westlake
Item # 3 –
Review of Consent
Agenda Items
PRESENTATION BY MR. BERT LUMBRERAS, ASSISTANT CITY MANAGER OF
AUSTIN, AWARDING THE TEXAS CITY MANAGERS ASSOCIATION (TCMA)
COUNCIL OF THE YEAR AWARD TO THE WESTLAKE TOWN COUNCIL.
Town of Westlake
Workshop Item # 4
– Presentation
DISCUSSION ITEMS
a. Presentation and Discussion regarding the Westlake Public Arts Society
achievements and future plans. (10 min)
b. Discussion regarding the Proposed Budget for the Town of Westlake for FY
2012/2013, Five Year Financial Forecasts, as well as Funded and Unfunded
(Unapproved) Capital Projects. (45 min)
c. Discussion regarding future Trail Connectivity Plans. (20 min)
Town of Westlake
Workshop Item # 5
– Discussion Items
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estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, August 27, 2012
TOPIC: Annual presentation of the Westlake Public Arts Society
STAFF CONTACT: Amanda DeGan, Assistant to the Town Manager
DECISION POINTS
Start Date Completion Date
Timeframe: August 27, 2012 August 27, 2012 Annual requirement.
Funding: Amount - $10,000 Status - Funded Source - General Fund
Decision Alignment
VVM Perspective Desired Outcome
Caring Community Customer Focus CF.Enhance and Maintain a Sense
of Community
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
According to the Town Council Advisory Board/Affiliate Relations and Communications Policy,
all advisory boards are required to meet at least annually with the Council. The goal is to
provide an update on the scope of services (program of work) for the group over the past year
and also describe plans for the coming fiscal year.
This year, the Westlake Public Arts Society (WPAS) also held their first annual student art show
in conjunction with the Town’s Arbor Days Celebration. WPAS will be presenting the Council
with an original piece of artwork from with winning entrant.
ORGANIZATIONAL HISTORY/RECOMMENDATION
None
ATTACHMENTS
Report from the President, Mr. Bryan Biddle, of the Westlake Public Arts Society
2012 State of the Arts in Westlake
2012 Accomplishments
AIR (Artist in Residence) Benefits and Goals - 1st Annual
WPAS created the program which successfully recruited 9 professional artists to work in the classrooms grades K-6
at Westlake Academy to produce a completed piece of artwork for the silent auction at the annual Gallery Night.
• The kids created art with the added expertise of a real professional artist
• The teachers were relieved of the burden of coming up with a new and creative project for the kids to make
• The funding challenge was mitigated by the generosity of WPAS grants to each grade for the project
• WPAS actively participated in the fundraising event for the school promoting public art as outlined in its mission statement
• There was significant PR for the event which promoted the Society in Westlake and WA
• Westlake Academy benefits in receiving higher auction receipts
Arbor Days - Art Contest for WA DP students & collaboration with Arts Council Northeast
WPAS created an art contest complete with cash prizes and an opportunity to professionally display their art at the
13th annual Arbor Day event. 20 Student artists participated and many displayed their work which was highly
regarded by parents and visitors to the event. WPAS also collaborated with the Arts Council Northeast to bring the
“Payin’ My Dues” band to the event as part of the Masterworks Concert Series. Ariana Milligan won the contest and
has agreed to allow WPAS to acquire one of her original works of art. This will be the first piece acquired for the
town as part of the WPAS 1st Annual “Legacy Collection”.
Upcoming plans & activities
Collaboration with the Westlake Historical Society’s 3rd Annual “Westlake Classic Car Show”
WPAS will be creating the art and a poster for the show
Arts Scholarships
Define and create the qualification process and program management
Student Liaison
WPAS would like to select a student volunteer to attend our board meetings to provides fresh ideas, as well as serve
as an advocate to socialize our events and help coordinate our AIR program
Thanks to the Town of Westlake for continued support of WPAS, and the arts in Westlake!
Bryan Biddle, on behalf of the WPAS Board
Westlake Public Art Society President 2011-2013
Town of Westlake Public Art Committee Mission Statement
Founded as a commitment to protect and improve the quality of life of Westlake residents, businesses and students
by encouraging, inspiring, documenting, educating and entertaining artistic and creative endeavors throughout the
community, the Westlake Public Art committee will provide a wide range of professionally excellent and artistically
significant presentations, preserving, collecting, exhibiting, and fostering the engagement of arts into the
community.
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estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, August 27, 2012
TOPIC: Discussion of the Proposed Budget for the Town of Westlake for FY 2012/2013,
Five Year Financial Forecasts, as well as Funded and Unfunded (Unapproved)
Capital Projects.
STAFF CONTACT: Tom Brymer, Town Manager / Superintendent
DECISION POINTS
Start Date Completion Date
Timeframe: October 1, 2012 September 30, 2013 Annual budget.
Funding: Amount - $00,000 Status - N/A Source - Multiple Sources - see
comments below
Decision Alignment
VVM Perspective Desired Outcome
Exemplary
Governance
Financial
Stewardship FS.Sustain Fiscal Health
Strategic Issue Outcome
Strategy Staff Action
Fiscal Stewardship &
Organizational
Effectiveness
5. Budget according
to established
service level
provisions within
departments.
SA 05.1: Budget Preparation
Strategy Map or VVM Connection
Strategic Issue Connection
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EXECUTIVE SUMMARY
The Town Council held a workshop on the Proposed FY 12-13 Municipal Budget on August 10,
2010. Discussion at the workshop included a facility plan and possible capital projects for
Westlake Academy as it relates to this facility plan. Westlake Academy facility improvements
were also discussed at a Board of Trustees meeting on August 13, 2010.
The purpose of this workshop item is to:
a. provide the Town Council an opportunity to ask any further questions or provide
feedback/direction regarding the proposed FY 12-13 Municipal Budget prior to considering it for
adoption next month.
b. follow-up from previous Town Council/BOT discussions on Westlake Academy facility
needs, as well as provide the Town Council an opportunity to discuss those Westlake Academy
capital improvement needs within the context of: the 12-13 proposed budget, 5 year financial
forecasts, a WA facilities plan, and the Town’s capital improvement projects (both approved CIP
and unapproved CIP).
ORGANIZATIONAL HISTORY/RECOMMENDATION
Recommend Town Council provides Staff any final feedback/direction regarding the proposed
FY 12-13 Municipal Budget prior to considering it for adoption next month. Also recommend
Town Council provide Staff direction regarding currently unfunded/unapproved WA capital
improvement projects.
ATTACHMENTS
Excerpt from Town’s 5 Year Capital Improvement Plan:
1. List of Approved/Funded Capital Projects
2. List of Unapproved/Unfunded Capital Projects
8/20/2012 2:
Page 1
Figure 2 - All Funded Capital Projects by Funding Source
Pg No.Proj 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 - 345,460 390,940 336,000 - - 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 - 221,995 404,040 - - - 626,835
22 CP42 Trail Connection at 114/Solana - 15,000 - - - - - 15,000
54 CP44 Dove & Randol Mill Traffic Circle - 15,000 - - - - - 15,000
N/A CP45 Misc. Expenses related to Contribution-Funded Projects 5,300 7,354 - - - - - 12,654
52 CP46 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$ 2,918,038$ 1,578,080$ 1,042,100$ -$ -$ 8,257,498$
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 Stg tank ($1,558,500) (approx $170K/10 yr)- 77,925 1,520,489 - - - - 1,598,414
62 U37 Stagecoach Hills waterline connection Phase II - 363,375 - - - - - 363,375
TOTAL UTILITY FUND PROJECTS 280,791$ 733,171$ 1,520,489$ -$ -$ -$ -$ 2,534,451$
CONTRIBUTIONS/GRANTS
40 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 CP45 Dove Road 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$ 6,280,861$ 1,750,080$ 1,042,100$ -$ -$ 15,812,336$
ALL SUBMITTED CAPITAL PROJECTSBY FUNDING SOURCE5 YEAR PROJECTION
Page 2
Figure 3 - All Unfunded /Unapproved Capital Projects by Funding Source
Pg No.Proj 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 FY 11-12 FY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 Totals
27 Park Improvements -$ -$ 174,400$ 366,380$ 105,000$ 106,000$ 106,000$ 857,780$
24 Cemetery Improvements - - - - 63,000 31,800 250,000 344,800
SUB-TOTAL - Park/Cemetery - - 174,400 366,380 168,000 137,800 356,000 1,202,580
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
28 Trail - Westlake Parkway. (N. of Fidelity to 114) 0.5 miles - - 270,600 - - - - 270,600
SUB-TOTAL - Trails - - 270,600 - 273,600 - 276,100 820,300
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
SUB-TOTAL - Westlake Academy Facilities - 96,224 1,443,353 13,589,579 - - - 15,129,156
34 Westlake Academy - Cover Existing Walkway - - - - - 270,275 - 270,275
35 Westlake Academy - West Parking Improvements - - - - 115,500 - - 115,500
SUB-TOTAL - Westlake Academy Improvements - - - - 115,500 270,275 - 385,775
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
SUB-TOTAL - Westlake Municipal Buildings - 21,503 322,550 3,142,140 372,000 4,798,560 - 8,656,753
54 Dove & Randol Mill Traffic Circle - - 2,019,600 - - - - 2,019,600
55 J.T. 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
SUB-TOTAL - Roads - - 2,019,600 - 556,500 423,700 - 2,999,800
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$ 10,511,364$ 18,848,180$ 2,527,700$ 5,630,335$ 632,100$ 45,006,700$
Page 1 of 2
estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, August 27, 2012
TOPIC: Discussion of Trail Connectivity at Solana Blvd and Highway 114
STAFF CONTACT: Troy J. Meyer, Director of Facilities and Park & Recreation
DECISION POINTS
Start Date Completion Date
Timeframe: February 28, 2011 July 31, 2012
Project delay due to a change in Solana complex ownership in fall of 2011.
Funding: Amount- $15,000 Status- Funded Source- Capital Projects Fund
Decision Alignment
VVM Perspective Desired Outcome
Sense of Place Customer Focus CF.Promote Community Health,
Safety & Welfare
Strategic Issue Outcome
Strategy Staff Action
Capital Investment
3. Policy and Cost
Analysis Driven by
Growth (Future
Assets)
SA 03.2: Parks & Trails
Strategy Map or VVM Connection
Strategic Issue Connection
Page 2 of 2
EXECUTIVE SUMMARY
In February 2011, the staff members of the Town of Westlake, Trophy Club and Southlake met
to discuss trail connective at Highway 114 and Solana Blvd. Each city was assigned tasks,
which included seeking grant funding, meeting with land owners, reviewing right-of-way issues,
and creating a map showing possible or proposed trail location. As a result of the meeting,
Southlake created a preliminary map of the trail connection, while Trophy Club and Westlake
proposed grant opportunities that unfortunately did not produce any funding for the project.
We also met with representatives from Maguire Partners to obtain approval for the trail
connection from Sam School Road to HWY 114. In December 2011, staff was informed that the
Solana complex was undergoing a transition and would now be under new management. The
trail plan was resubmitted to Cassidy Turley, the incoming management group in April 2012. As
of this August, Cassidy Turley received one bid for $44k to construct the trail on the west side of
Solana Blvd (due to power and irrigation boxes located under the HWY 114 bridge). We are
working on a second bid for the trail system and will schedule a meeting in September to update
the partnering municipalities on the impact of moving the trail to the west side of Solana Blvd.
ORGANIZATIONAL HISTORY/RECOMMENDATION
The Town would share some of the cost of installing the trail along Solana Blvd. Once all bids
are submitted staff would present the information to Council for approval.
ATTACHMENTS
Map, Exhibit A
EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087: Deliberation Regarding Economic Development Negotiations – 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: Town of
Westlake Certificate of Convenience & Necessity (CCN) for water and sewer service.
c. 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: Michael
Eaton vs. Town of Westlake.
Town of Westlake
Workshop Item # 6 –
Executive Session
Town of Westlake
Workshop Item # 7 –
Reconvene
Workshop/Meeting
TAKE ANY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
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: Town of
Westlake Certificate of Convenience & Necessity (CCN) for water and sewer service.
c. 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: Michael
Eaton vs. Town of Westlake.
Town of Westlake
Workshop Item # 8 –
Take any Action, if
necessary
COUNCIL RECAP / STAFF DIRECTION
Town of Westlake
Workshop Item # 9
Council Recap /
Staff Direction
Town of Westlake
Item # 10 –
Workshop
Adjournment
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.
PRESENTATION BY MR. BERT LUMBRERAS, ASSISTANT CITY MANAGER OF AUSTIN,
AWARDING THE TEXAS CITY MANAGERS ASSOCIATION (TCMA) COUNCIL OF THE
YEAR AWARD TO THE WESTLAKE TOWN COUNCIL.
Town of Westlake
Item # 2 – Citizen’s
Presentations and
recognitions
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 June 4, 2012.
b. Consider approval of the minutes from the meeting held on June 18, 2012.
c. Consider approval of the minutes from the meeting held on August 10, 2012.
d. Consider approval of Resolution 12-25, Authorizing the Destruction of
Municipal and Texas Student Housing Records in Compliance with the Texas
State Library and Archive Commission Schedules.
e. Consider approval of Resolution 12-26, Increasing the number of Board
Members on the Westlake Historical Preservation Society.
f. Consider approval of Resolution 12-27, Appointing a new member to the
Westlake Public Arts Society.
g. Consider approval of Resolution 12-28, Appointing a new member to the
Westlake Planning & Zoning Commission.
h. Consider approval of Resolution 12-29, Approving an Economic Development
Program Agreement between the Town of Westlake (Town) and Hillwood
Alliance Services (HAS) for Various Town Funded Improvements Related to the
Dove Road/Ottinger Road Project Per the April 25, 2011 Development
Agreement Between HAS and the Town.
Town of Westlake
Item # 3 - Consent
Agenda Items
Town Council Minutes
06/04/12
Page 1 of 2
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL SPECIAL MEETING
June 4, 2012
PRESENT: Mayor Laura Wheat and Council Members, Michael Barrett, Clif Cox, Carol
Langdon, and Rick Rennhack.
ABSENT: David Levitan
OTHERS PRESENT: Town Manager Tom Brymer, Assistant to the Town Manager
Amanda DeGan, Town Secretary Kelly Edwards, and Director of
Communications & Community Affairs Ginger Awtry.
Special Session
1. CALL TO ORDER
Mayor Wheat called the meeting to order at 5:06 p.m.
2. CONSIDER APPROVAL OF RESOLUTION 12-19, APPOINTING MR. MICHAEL
BARRETT TO FILL THE VACANCY FOR A ONE (1) YEAR TERM FOR THE
POSITION OF COUNCIL MEMBER.
MOTION: Council Member Rennhack made a motion to approve Resolution
12-19. Council Member Langdon seconded the motion. The
motion carried by a vote of 3-0.
3. MAYOR WHEAT TO PROVIDE THE STATEMENT OF APPOINTED OFFICIAL AND
OATH OF OFFICE.
Mayor Wheat provided Mr. Michael Barrett the Statement of Appointed Official and
conducted his Oath of Office.
Town Council Minutes
06/04/12
Page 2 of 2
4. 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 5:07 p.m.
APPROVED BY THE TOWN COUNCIL ON AUGUST 27, 2012.
ATTEST: _____________________________
Laura Wheat, Mayor
_____________________________
Kelly Edwards, Town Secretary
Town Council Minutes
06/18/12
Page 1 of 4
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL MEETING
June 18, 2012
PRESENT: Mayor Laura Wheat and Council Members, Michael Barrett, Clif Cox, David
Levitan, and Carol Langdon.
ABSENT: Rick Rennhack
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, Planning and
Development Director Eddie Edwards, Facilities and Recreation
Director Troy Meyer, Director of Public Works Jarrod Greenwood,
Fire Chief Richard Whitten, Human Resources and Administrative
Services Director Todd Wood and WA Administrative Coordinator
Ben Nibarger.
Workshop Session
1. CALL TO ORDER
Mayor Wheat called the workshop to order at 5:07 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 JUNE 18, 2012,
REGULAR MEETING.
No discussion
Town Council Minutes
06/18/12
Page 2 of 4
4. REPORTS
a. Public Safety communications interoperability report.
5. DISCUSSION ITEMS
a. Discussion regarding increasing the number of board members to the Westlake
Historical Preservation Society.
President Bert Schultz provided an overview of the current board members and
the request to increase the number of board members due to the number of
events the board hosts each year.
b. Presentation and Discussion regarding the Capital Improvement Plan.
Public Works Director Greenwood provided a presentation and overview
regarding the projects in the approved Capital Improvement Plan.
Discussion ensued regarding the construction along Dove Road and the
additional cost incurred due to the public moving the barricades, which allowed
traffic to proceed through the construction zone destroying new asphalt sections.
Discussion also ensued regarding the opening of FM 1938/Davis Boulevard, the
intersection construction at Dove and Ottinger Roads, and providing additional
signage on Dove Road notifying commuters of the closing of Randol Mill at FM
1938/Davis Boulevard.
c. Presentation and Update regarding the SIGS system.
Assistant to the Town Manager DeGan provided an update regarding the
revisions to the calendar.
Town Manager Brymer provided an overview of additional work that would need
to be completed in order to continue the process of updating the Comprehensive
Plan.
6. COUNCIL RECAP / STAFF DIRECTION
Provide additional signage directing through traffic during the closure of Randol Mill Road
at FM 1938/Davis Boulevard.
Explore options to enhance safety at the crosswalk of Dove and FM 1938/Davis Boulevard.
Schedule a Comprehensive Planning workshop for a Friday afternoon in August.
7. ADJOURNMENT
There being no further business before the Council, Mayor Wheat adjourned the workshop
at 6:26 p.m.
Town Council Minutes
06/18/12
Page 3 of 4
Regular Session
1. CALL TO ORDER
Mayor Wheat called the meeting to order at 6:51 p.m.
2. CITIZEN PRESENTATIONS AND RECOGNITIONS
No one addressed the Council.
3. CONSENT AGENDA
a. Consider approval of the minutes from the meeting held on April 23, 2012.
b. Consider approval of the minutes from the meeting held on May 7, 2012.
c. Consider approval of the minutes from the meeting held on May 25, 2012.
d. Consider approval of Resolution 12-20, Authorizing the Destruction of Westlake
Academy Records in Compliance with the Texas State Library and Archive
Commission Schedules.
e. Consider approval of Resolution 12-21, Authorizing the Town Manager to
Execute an Advanced Funding Agreement with the Texas Department of
Transportation for FM 1938 Green Ribbon Landscape Enhancements.
f. Consider approval of Resolution 12-22, Authorizing the Town Manager to
Execute Change Order No. 1 with Peachtree Construction LTD., regarding the
2012 CIP Paving Project
g. Consider approval of Resolution 12-23, Authorizing the Town Manager to
Execute Change Order No. 1 with Horton Excavating regarding the Roanoke Road
Water Line Improvements Project.
h. Consider approval of Resolution 12-24, Appointing and Reappointing Affiliate
Board Members.
MOTION: Council Member Cox made a motion to approve the consent
agenda. Council Member Levitan seconded the motion. The
motion carried by a vote of 4-0.
4. CONSIDERATION AND DISCUSSION TO ELECT A MAYOR PRO TEMPORE.
MOTION: Council Member Cox made a motion to elect Council Member
Langdon to serve as Mayor Pro Tempore. Council Member Levitan
seconded the motion. The motion carried by a vote of 4-0.
5. EXECUTIVE SESSION
The Council convened into executive session at 6:52 p.m.
The Council will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
Town Council Minutes
06/18/12
Page 4 of 4
a. Section 551.087: Deliberation Regarding Economic Development Negotiations –
to deliberate the offer of a financial or other incentive to a business prospect.
6. RECONVENE MEETING
Mayor Wheat reconvened the meeting at 8:26 p.m.
7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
- No Action
8. FUTURE AGENDA ITEMS
- None
9. STRATEGIC ISSUES CALENDAR
10. COUNCIL CALENDAR
11. 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 Barrett seconded the motion. The motion carried
by a vote of 4-0.
Mayor Wheat adjourned the meeting at 8:24 p.m.
APPROVED BY THE TOWN COUNCIL ON AUGUST 27, 2012.
ATTEST: _____________________________
Laura Wheat, Mayor
_____________________________
Kelly Edwards, Town Secretary
Town Council Minutes
08/10/12
Page 1 of 2
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL WORKSHOP
August 10, 2012
PRESENT: Mayor Laura Wheat and Council Members, Clif Cox, David Levitan, Carol Langdon
and Rick Rennhack.
ABSENT: Michael Barrett
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, Finance Assistant
Jaymi Ford, Planning and Development Director Eddie Edwards,
Facilities and Recreation Director Troy Meyer, Director of Public
Works Jarrod Greenwood, Fire Chief Richard Whitten, Human
Resources and Administrative Services Director Todd Wood and
WA Administrative Coordinator Ben Nibarger and Management
Intern Alora Wachholz.
Workshop Session
1. CALL TO ORDER
Mayor Wheat called the workshop to order at 4:10 p.m.
2. DISCUSSION OF THE PROPOSED MUNICIPAL BUDGET FOR FISCAL YEAR 2012-
2013 (INCLUDING WESTLAKE ACADEMY), AS WELL AS FUNDED AND
UNFUNDED PROJECTS CONTAINED IN THE TOWN’S APPROVED FIVE (5) YEAR
CAPITAL IMPROVEMENT PLAN.
Town Manager Brymer began the meeting with a presentation and overview of the
accomplishments and proposed budget.
Town Manager Brymer and Staff responded to questions and provided additional
information during the presentation.
Discussion ensued regarding the following:
- Water rates and usage regarding residential and commercial customers.
- Building an additional ground storage tank based on the cathodic protection of the
current storage tank.
Town Council Minutes
08/10/12
Page 2 of 2
- Amending page 66 of the Finance policies section, General Administrative Chargers
to read “To the extent practical, an annual analysis of the G&A charges will be
performed and if allocated, funding may be allocated at the Council’s discretion”.
- The difficulties in creating an equitable survey salary for municipal positions similar
to our Town
- Unfunded items such as building cost at the Academy.
- The additional number of Westlake families enrolling students into the Academy this
year.
- Scenarios, options and other considerations related to the expansion of Academy
facilities.
- Future enrollment of Westlake families (Primary Boundary Students).
- Determining the order of buildings using the ‘Hybridize’ scenario.
- Ideas regarding student grow and enrollment using the self-funding option.
- Discussion of the School District Strategies (SDS) report as presented.
- The possibilities of acquiring additional land to expand the Academy campus.
The Council does agree that the Academy is in need of an expansion however, that it is
difficult to come up with the formula to build for 1040 while allowing capacity for Westlake
families. The would also like to know the number of students we would need, in order to
issue debt without increasing the property tax leaving while maintaining growth for
Westlake families.
Direction:
- The Council does not want to continue moving forward with status quo
- Review the updated waiting list by grade
- Provide additional building detail and possible class offerings
- Facility scenarios that do not increase property tax
- Continue moving forward with the same tax rate and bringing the municipal staff
within 3% of the market salary
ADJOURNMENT
There being no further business before the Council, Mayor Wheat adjourned the workshop
at 8:15 p.m.
APPROVED BY THE TOWN COUNCIL ON SEPTEMBER 24, 2012.
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, August 27, 2012
TOPIC: Consider approval of resolution authorizing the destruction of Municipal
and Texas Student Housing records in compliance with the Texas State
Library and Archive Commission schedules.
STAFF CONTACT: Kelly Edwards, Town Secretary
DECISION POINTS
Start Date Completion Date
Timeframe: August 27, 2012 August 27, 2012
Records will be taken to the County for destruction in a timely manner.
Funding: Amount- $0.00 Status- Funded Source- N/A
Service free via Interlocal Agreement with Tarrant County
Decision Alignment
VVM Perspective Desired Outcome
Exemplary
Governance
Operational
Processes
OP.Optimize the use of our
Shared Services Model
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
In 1991 Council passed Ordinance 190 establishing Records Management. The Town Secretary
is designated as the Record Manager. Pursuant to Chapter 2, Section 2-208, we are requesting
the Town Council’s authorization to destroy the records contained on the attached destruction
log. Each record has met its retention requirement as established by the Texas State Library and
Archive Commission as adopted.
If approved the Town will use an Interlocal agreement established with Tarrant County for
destruction of these records. This is a free service provided by the County.
Chapter 2
Sec. 2-208. Implementation of records control schedules; destruction of records under schedule.
(a) A records control schedule that has been approved and adopted under section 2-207 shall be
implemented according to the policies and procedures of the records management plan.
(b) A record whose retention period has expired on a records control schedule shall be
destroyed unless an open records request is pending on the record, the subject matter of the
record is pertinent to a pending law suit, or there is a request in writing to the records
management officer that the record be retained for an additional period.
(c) Prior to the destruction of a record under an approved records control schedule,
authorization for the destruction must be obtained by the records management officer from the
board of aldermen.
(Ord. No. 190, § 9, 10-10-1991)
State law references: Retention periods, Local Government Code § 203.042.
ORGANIZATIONAL HISTORY/RECOMMENDATION
Approve the destruction request providing additional space record storage space.
ATTACHMENTS
Resolution and Destruction Log
Resolution 12-25
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 12-25
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, AUTHORIZING THE DESTRUCTION OF THE TOWN, ACADEMY, AND
TSHA RECORDS IN COMPLIANCE WITH THE TEXAS STATE LIBRARY AND
ARCHIVE COMMISSION SCHEDULES.
WHEREAS, the Town Council adopted Chapter 2, Administration, Article VI, Records
Management; and
WHEREAS, it is desirable to reduce the cost of records storage of municipal records;
and
WHEREAS, the Town Council finds that the agreement from Tarrant County meets the
necessary requirements of the records destruction requirements established by State law.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: All matters stated in the Recitals above 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 authorizes the
destruction of those records that have met the retention requirements hereto as Exhibit “A” and
further authorizes the Records Manager, Town Secretary to destroy, the said records in
accordance to the State law through an Interlocal agreement with Tarrant County.
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 12-25
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 27TH DAY OF AUGUST 2012.
_____________________________
Laura L. Wheat, Mayor
ATTEST:
_______________________________ ________________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
8/22/2012
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Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
Letters of
Schedule
Schedule
Assigned
number
Reference State Retention
Heading/Type of Record Reference Specific Record Beginning and Ending Date
of Materials Enclosed
Off-site location
(name of facility),
Fire Station, Town
Hall, etc
Reference State
Retention
Schedules/Periods
Calculated by State
Retention Schedule
according to last date
in box or file
1st Initial/Last
Name of person
preparing box
Date Record was
destroyed
GR 1000-01a
1000-03b
Agendas
Minute notes School Board Agenda Packets 2003 Town Hall 2 Years Jan-06 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes Town Council Agenda Packets 2003 Town Hall 2 Years Jan-06 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes 4A Agenda Packets 2003 Town Hall 2 Years Jan-06 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes 4B Agenda Packets 2003 Town Hall 2 Years Jan-06 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes Town Council Agenda Packets 2006-2007 Town Hall 2 Years Jan-10 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes TSHA and TSHA Denton Agenda Packets 2002-2007 Town Hall 2 Years Jan-10 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes School Board Agenda Packets 11/2003 - 11/2007 Town Hall 2 Years Jan-10 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes Town Council Agenda Packets 4/12/2004 Town Hall 2 Years Jan-07 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes Town Council Agenda Packets 12/13/1999 Town Hall 2 Years Jan-02 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes 4A and 4B Agenda Packets 2000-2002 Town Hall 2 Years Jan-05 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes Town Council Agenda Packets 1999-2002 Town Hall 2 Years Jan-05 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes Planning and Zoning Agenda Packets 1999-2002 Town Hall 2 Years Jan-05 K Edwards
GR 1000-01a
1000-03b
Agendas
Minute notes ZBA Agenda Packets 2001-2002 Town Hall 2 Years Jan-05 K Edwards
8/22/2012
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Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
GR 1000-03b Minute Notes Town Council Meeting Notes 7/1995-7/1999 Town Hall 2 Years Aug-01 K Edwards
GR 1000-21c Affidavits of
Publication Public Hearing Notices 1992-2004 Town Hall 2 Years Jan-07 K Edwards
GR 1000-21c Affidavits of
Publication Public Hearing Notices 2008 Town Hall 2 Years Jan-11 K Edwards
GR 1000-25 Contracts
Agreements Various Vendors 1992-1993; 2002 Town Hall Exp + 4 yrs Jan-07 K Edwards
GR 1000-25a Contracts
Agreements Banquet Agreements (hotels)2000-2003 Town Hall Exp + 4 yrs Jan-08 K Edwards
GR 1000-26 Correspondence Mayor General Correspondence 1985-2004 Town Hall 4 Yrs Max Jan-02 K Edwards
GR 1000-26 Correspondence Town Secretary Correspondence 1985-2005 Town Hall 4 Yrs Max Jan-09 K Edwards
GR 1000-26 Correspondence Town Manager Correspondence 1999-2005 Town Hall 4 Yrs Max Jan-05 K Edwards
GR 1000-26 Correspondence Graham Associates Correspondence 1999-2001 Town Hall 4 Yrs Max Jan-06 K Edwards
GR 1000-26 Correspondence Parsons Transportation Correspondence 1996-2000 Town Hall 4 Yrs Max Jan-05 K Edwards
GR 1000-26 Correspondence TSHA Correspondence 1998; 2003-2004 Town Hall 4 Yrs Max Jan-09 P Ehrenberg
GR 1000-29 Insurance Policies THSA Insurance Policies 09/2002-01/2003 Town Hall Exp + 4 yrs Feb-07 P Ehrenberg
GR 1000-34 ab Public Information
Act Requests Open Records Request 1995-2005 Town Hall fufilled + 1 yr
2 yrs if exempt Jan-08 K Edwards
GR 1000-34 ab Public Information
Act Requests Open Records Request 2008 Town Hall fufilled + 1 yr
2 yrs if exempt Jan-11 K Edwards
GR 1000-41a Reports Studies
non-fiscal Preliminary Water & Wastewater Rate Study 1/6/2000 Town Hall 5 years Jan-06 K Edwards
8/22/2012
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Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
GR 1025-01e Fiscal Audit Records TSHA 2007 Audit Working Papers Aug-07 Town Hall 3 Yrs Sep-10 P Ehrenberg
GR 1025-09 Investment
Transaction THSA Trustee Statements 1/2003-7/2003 Town Hall FE + 5 Yrs Aug-07 P Ehrenberg
GR 1025-26
Acounts Payable and
Disbursement
Records
TSHA Accounts Payable Invoices 2000-2008 Town Hall FE + 3 Yrs Oct-11 P Ehrenberg
GR 1025-28 Banking Records TSHA Check, Bank Statements, canceled checks, check
registers, deposit slips (All)1999-2006 Town Hall FE + 5 Yrs Jan-12 P Ehrenberg
GR 1075-01c Bids and Bid
Documentation Maintenance Proposals - TSHA properties 09/2001-02/2005 Town Hall 1 Yr Mar-06 P Ehrenberg
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH San Marcos
08/2003-09/2005 Town Hall 5 years Oct-10 P Ehrenberg
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Denton
08/2004-9/2005 Town Hall 5 years Oct-10 P Ehrenberg
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Ballpark
08/2005-09/2006 Town Hall 5 years Oct-11 P Ehrenberg
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Townlake
8/2004-09/2005 Town Hall 5 years Oct-10 P Ehrenberg
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Cambridge
08/2004-09/2005 Town Hall 5 years Oct-10 P Ehrenberg
GR 1025-31c Transacion
Summaries THSA Monthly Reports - All properties 12/1996-05/2004 Town Hall 2 Years Jun-06 P Ehrenberg
GR 1025-31c Transacion
Summaries TSHA Monthly Reports MSU 2005-2006 Town Hall FY + 2 Yrs Jan-09 P Ehrenberg
JC 3750-01(a8)Financial Aid Award
Records Applications of Student no longer on Scholarship 2009 Off-Site End of Award +
3 yrs Jun-12 P Ehrenberg
8/22/2012
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Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
JC 3750-01(b)Financial Aid Award
Records Application of Students not awarded scholarships 2011 Town Hall End of Award +
1 yr Jun-12 P Ehrenberg
JC 3750-01(b)Financial Aid Award
Records Application of Students not awarded scholarships 2009 Town Hall End of Award +
1 yr Jun-11 P Ehrenberg
JC 3750-01(b)Financial Aid Award
Records Application of Students not awarded scholarships 2010 Town Hall End of Award +
1 yr Jun-12 P Ehrenberg
PW 5250-07
Bldg Trade,
Occupational,
License Records
Contractor Registrations 2004 Town Hall Expiration (+) 3
yrs Jan-08 Tlanders
PW 5250-07
Bldg Trade,
Occupational,
License Records
Contractor Registrations 2005 Town Hall Expiration (+) 3
yrs Jan-09 Tlanders
PW 5250-07
Bldg Trade,
Occupational,
License Records
Contractor Registrations 2006 Town Hall Expiration (+) 3
yrs Jan-10 Tlanders
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Ballpark
08/2004-09/2005 Town Hall 5 years Oct-10 P Ehrenberg
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Cambridge
08/2005-09/2006 Town Hall 5 years Oct-11 P Ehrenberg
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Denton
08/2005-09/2006 Town Hall 5 years Oct-11 P Ehrenberg
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Townlake
08/2005-09/2006 Town Hall 5 years Oct-11 P Ehrenberg
GR Section 2-1
Financial Financial Records
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
yrs); 1025-28 Bank Statements (5 Yrs) - TSH San Marcos
08/2005-09-2006 Town Hall 5 years Oct-11 P Ehrenberg
JC 3750-01(a8)Financial Aid Award
Records Applications of Student no longer on Scholarship 2007-2008 Town Hall End of Award +
3 yrs Jun-11 P Ehrenberg
GR 1025-4c,d,e Budgets and Budget
Documentation Budgets and Budget working documents 2004-2010 Town Hall 2 yrs Jul-12 J Greenwood
8/22/2012
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Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
PW 5200-2
Service
Request/Work
Orders
Service Request/Work Orders 2004-2010 Town Hall 2 yrs Jul-12 J Greenwood
PW 5275-7a
Road and Street
Maintenance
Records
Invoices, call logs, notes 2004-2009 Town Hall 3 yrs Jul-12 J Greenwood
UT 5000-12
Operation and
Maintenance
Manuals
Utility billing and meter reading training manuals 2004-2008 Town Hall US Jul-12 J Greenwood
UT 5000-19 Work Orders Work orders for rereads, meter replacement/repair…2004-2010 Town Hall 2 yrs Jul-12 J Greenwood
UT 5000-11 Meter Reading
Records
records for reading of meters - rereads, start read,
terminations…1999-2006 Town Hall 3 yrs Jul-12 J Greenwood
UT 5025-7b Operations Records Flow reports, calibrations, and measurements 2000-2009 Town Hall 3 yrs Jul-12 J Greenwood
GR 1075-01b Bids and Bid
Documentation Unsuccesful Bids (formal)2006-2010 Town Hall 2 yrs Jul-12 J Greenwood
GR 1000-26b Correspondence General interal/external engineering correspondence 1999-2010 Town Hall 2 yrs Jul-12 J Greenwood
GR 1000-34 Open Records Utility billing open records 2006 Town Hall 1 yr Jul-12 J Greenwood
GR 1075-18a1
Maintenance, Repair,
and Inspection
Records
Routine vehicle inspection records 2004-2011 Town Hall 1 yr Jul-12 J Greenwood
GR 1075-01c Bids and Bid
Documentation Informal quotes/estimates 2004-2011 Town Hall 1 yr Jul-12 J Greenwood
GR 1075-16c Contruction Project
Records Delivery tickets, daily work reports…2003-2007 Town Hall 5 yrs Jul-12 J Greenwood
PS 4450-02 Emergency Medical
Service Run Reports Emergency Medical Service Run Reports 1/2005-12/31/2005 Fire Station Paper Copy
Only
Immediately
Paper Copy Only L. Lee
PS 4450-04 Incident Reports Incident Reports 1/2005-12/31/2005 Fire Station Paper Copy
Only
Immediately
Paper Copy Only L. Lee
PS 4100-05 Dispatch Reports Dispatch Reports 1/2008-4/2009 Fire Station Paper Copy
Only
Immediately
Paper Copy Only L. Lee
8/22/2012
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Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
PS 4450-02 Emergency Medical
Service Run Reports Emergency Medical Service Run Reports 1/2008-4/2009 Fire Station Paper Copy
Only
Immediately
Paper Copy Only L. Lee
PS 4450-02 Emergency Medical
Service Run Reports Emergency Medical Service Run Reports 1/2007-12/31/2007 Fire Station Paper Copy
Only
Immediately
Paper Copy Only L. Lee
PS 4450-04 Incident Reports Incident Reports 1/2007-12/31/2007 Fire Station Paper Copy
Only
Immediately
Paper Copy Only L. Lee
GR 1000-26c
Correspondence,
Internal Memoranda
and Subject Files
(Routine)
Routine Email Correspondence and Internal Memoranda 5/1991-5/2009 Fire Station AV Immediately L. Lee
GR 1025-08a
Grant Development
and Administrative
Records
Fire/ EMS Grant Material and Records 3/2002-6/2007 Fire Station FE+ 3 Yrs 9/31/2010 L. Lee
GR 1025-26a
Accounts Payable
and Disbursement
Records
Fire/ EMS Invoices 6/2002-3/2008 Fire Station FE+ 3 Yrs 9/31/2011 L. Lee
GR 1050-56 Time and
Attendance Reports Employee Time Sheets 1/2004-11/2004 Fire Station 4 Yrs 11/1/2008 L. Lee
GR 1050-56 Time and
Attendance Reports Employee Time Sheets 3/2007-4/2007 Fire Station 4 Yrs 4/1/2011 L. Lee
PS 4025-01a Activity and
Statistical Reports Daily Log 9/2002-1/26/2004 Fire Station 1 Yr 1/26/2005 L. Lee
PS 4500-02 Breathing Apparatus
Inspection Records SCBA Inspections 9/2004-5/2006 Fire Station 3 Yrs 5/1/2009 L. Lee
GR 1000-43
Conflict Disclosure
Statements and
Conflict of Interest
Questionnaires
Conflict of Interest Questionnair and Affidavit (P.Steger &
L.Grawunder)03/20007-08/2007 Town Hall Date of filing +
3 Yrs Sep-12 K Edwards
LC 2350-03 Civil and Criminal
Records 2005 - Case Files 2005 Focal Point
Solutions
5 Years from
closure date Jan-12 A.DeGan
LC 2350-03 Civil and Criminal
Records 2006 - Case Files 2006 Focal Point
Solutions
5 Years from
closure date Jan-12 A.DeGan
GR 1000-29 Insurance Policy Insurance Policy: Workers Comp 6/15/1997 TH 4yrs after
expiration Jun-01 ABolivar
8/22/2012
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Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
GR 1000-29 Insurance Policy Insurance Policy: Crime Coverage 7/14/1997 TH 4yrs after
expiration Jul-01 ABolivar
GR 1000-29 Insurance Policy Insurance Policy: Renewal 5/22/1996 TH 4yrs after
expiration May-00 ABolivar
GR 1000-29 Insurance Policy Insurance Policy: Proposal 9/3/1997 TH 4yrs after
expiration Sep-01 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities 1/14/1996 TH 4yrs after
expiration Jan-00 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities 4/18/1996 TH 4yrs after
expiration Apr-00 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities 10/18/1996 TH 4yrs after
expiration Oct-00 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities 1/23/1997 TH 4yrs after
expiration Jan-01 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities 4/15/1997 TH 4yrs after
expiration Apr-01 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities 7/15/1997 TH 4yrs after
expiration Jul-01 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities 1/14/2000 TH 4yrs after
expiration Jan-04 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities 10/20/1997 TH 4yrs after
expiration Oct-01 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities and Workers Comp 4/25/2001 TH 4yrs after
expiration Apr-05 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities and Workers Comp 1/12/2001 TH 4yrs after
expiration Jan-05 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities and Workers Comp 7/14/2000 TH 4yrs after
expiration Jul-04 ABolivar
GR 1000-29 Insurance Policy Insurance Liabilities and Workers Comp 10/13/2000 TH 4yrs after
expiration Oct-04 ABolivar
8/22/2012
S:\Town Secretary\Town Council Meetings\Town Agendas\2012\08-27-12\Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012 8 of 13
Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
GR 1000-29 Insurance Policy Insurance Workers Comp Oct-97 TH 4yrs after
expiration Oct-01 ABolivar
GR 1000-29 Insurance Policy Insurance Workers Comp 1/14/2000 TH 4yrs after
expiration Jan-04 ABolivar
GR 1000-29 Insurance Policy Insurance Workers Comp 4/15/1997 TH 4yrs after
expiration Apr-01 ABolivar
GR 1000-29 Insurance Policy Insurance: Renewal 05/15/95-05/15/96 TH 4yrs after
expiration May-00 ABolivar
GR 1000-29 Insurance Policy Insurance Doc. Audit 1/30/1997 TH 4yrs after
expiration Jan-01 ABolivar
GR 1000-29 Insurance Policy Insurance Exposure Summaries 05/3/99-4/27/02 TH 4yrs after
expiration Apr-06 ABolivar
GR 1000-29 Insurance Policy Insurance Change Request 6/1/2003 TH 4yrs after
expiration Jun-07 ABolivar
GR 1000-29 Insurance Policy Insurance Surety Bond Cancelation 1/13/1999 TH 4yrs after
expiration Jan-01 ABolivar
GR 1000-29 Insurance Policy Certificate of Coverage 1/15/1999 TH 4yrs after
expiration Jan-03 ABolivar
GR 1050-53b Federal Tax Forms
and Reports 941 Emp. Federal Tax Return 12/31/95-9/30/96 TH 4yrs Sep-00 ABolivar
GR 1050-53 Federal Tax Forms
and Reports State Tax Form; 1995 Employment Tax 3/95-3/96 TH 4yrs Mar-00 ABolivar
GR 1050-14 Emplolyment
Applications Applications Mar-10 TH 2 yrs from
receipt Mar-12 Tlanders
GR 1050-52a Earning & Deduction
Records Med Insurance Payroll Deductions Jan 2001- Dec 2001 TH 5 yrs Jan-06 Tlanders
GR 1000-41A Reports Studies
non-fiscal TSHA Marketing Reports (Denton, Townlake, Ballpark)Nov-06 TH 5 Yrs Dec-11 P Ehrenberg
PW 5250-08 Inspection Reports Sunwater Village Report Mar-08 TH 3 Yrs Apr-11 P Ehrenberg
8/22/2012
S:\Town Secretary\Town Council Meetings\Town Agendas\2012\08-27-12\Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012 9 of 13
Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
PW 5250-01b Blueprints & Specs Residental building permits or certificates of occupancy 2000-Present TH AV As job is
completed E Edwards
PW 5250-01c Blueprints & Specs For misc permits (see items number PW5250-10)2000-Present TH AV As job is
completed E Edwards
GR 1050-11-1050-
14
Employee Selection
Records Employment Applications (Fire Department)05/2007-07/2010 TH 2 Yrs from
Receipt Jul-12 T Wood
GR 1025-26a Accounts Payable AP: Check Register October 2005 thru
January 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-27a Accounts Receivable
Records AR: GF/MC/Westlake Academy October 2005 thru
January 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-27d Accounts Receivable
Records AR: UF October 2005 thru
January 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-28 Banking Records AR: TexPool/Month End October 2005 thru
January 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Academy AP: Invoices and copies of check #'s: #1400
to #1899
November 2004 thru
August 2005
Town Hall
Records Room FY + 5 years 9/1/2010 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Academy AP: Invoices & Copies of Check #'s: 1202 thru
1239/500 thru 799/1000 thru 1399
November 2003 thru
Sepember 2004
Town Hall
Records Room FY + 5 years 9/1/2009 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Westlake Academy: Check #1900-2499 September 2005 thru
August 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-26a Accounts Payable AP: Check Register June 2006 thru
September 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-27a Accounts Receivable
Records AR: GF/MC/Westlake Academy June 2006 thru
September 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-27d Accounts Receivable
Records AR: UF June 2006 thru
September 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-28 Banking Records AR: TexPool/Month End June 2006 thru
September 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-26a Accounts Payable AP: Check Register Feb 2006 thru May
2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
8/22/2012
S:\Town Secretary\Town Council Meetings\Town Agendas\2012\08-27-12\Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012 10 of 13
Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
GR 1025-27a Accounts Receivable
Records AR: GF/MC/Westlake Academy Feb 2006 thru May
2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-27d Accounts Receivable
Records AR: UF Feb 2006 thru May
2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-28 Banking Records AR: TexPool/Month End Feb 2006 thru May
2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-26a Accounts Payable AP: Check Register June 2005 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27a Accounts Receivable
Records AR: GF/MC/Westlake Academy Foundation June 2005 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27d Accounts Receivable
Records AR: UF June 2005 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-28 Banking Records AR: TexPool/Month End June 2005 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-30d
Ledgers, Journals,
And Entry
Documentation
YE - Journal Entires 2005 June 2005 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-26a Accounts Payable AP: Check Register February 2005 thru
May 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27a Accounts Receivable
Records AR: GF/MC/Westlake Academy Foundation February 2005 thru
May 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27d Accounts Receivable
Records AR: UF February 2005 thru
May 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-28 Banking Records AR: TexPool/Month End February 2005 thru
May 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-26a Accounts Payable AP: Check Register October 2004 thru
January 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27a Accounts Receivable
Records AR: GF/MC/Westlake Academy Foundation October 2004 thru
January 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27d Accounts Receivable
Records AR: UF October 2004 thru
January 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-28 Banking Records AR: TexPool/Month End October 2004 thru
January 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
8/22/2012
S:\Town Secretary\Town Council Meetings\Town Agendas\2012\08-27-12\Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012 11 of 13
Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
GR 1025-26a Accounts Payable AP: Check Register May 2004 thru
September 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-27a Accounts Receivable
Records AR: GF/MC/Westlake Academy Foundation May 2004 thru
September 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-27d Accounts Receivable
Records AR: UF May 2004 thru
September 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-28 Banking Records AR: TexPool/Month End May 2004 thru
September 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-26a Accounts Payable AP: Check Register January 2004 thru April
2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-27a Accounts Receivable
Records AR: GF/MC January 2004 thru April
2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-27d Accounts Receivable
Records AR: UF January 2004 thru April
2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-28 Banking Records AR: TexPool/Month End January 2004 thru April
2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
5000 thru 5699
March 2006 thru
August 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
4500 thru 4999
December 2005 thru
February 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
4099 thru 4400
September 2005 thru
November 2005
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
3000 thru 3499
January 2005 thru May
2005
Town Hall
Records Room FY + 5 years 10/1/2010 S, Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
2500 thru 2999
September 2004 thru
January 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
2000 thru 2499
April 2004 thru
September 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
3500 thru 3999
May 2005 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
1500 thru 1999
January 2004 thru April
2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
8/22/2012
S:\Town Secretary\Town Council Meetings\Town Agendas\2012\08-27-12\Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012 12 of 13
Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
1001 thru 1499
October 2003 thru
January 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
9501 thru 10300
October 2002 thru
March 2003
Town Hall
Records Room FY + 5 years 10/1/2008 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
10801 thru 11345
June 2003 thru
October 2003
Town Hall
Records Room FY + 5 years 10/1/2008 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
10301 thru 10800
March 2003 thru June
2003
Town Hall
Records Room FY + 5 years 10/1/2008 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
9001 thru 9500
July 2002 thru October
2002
Town Hall
Records Room FY + 5 years 10/1/2007 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
8456 thru 9000
December 2001 thru
July 2002
Town Hall
Records Room FY + 5 years 10/1/2007 S. Whigham
GR 1025-26 a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check
#'s: 7721 thru 8343
October 2000 thru
October 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-27a Accounts Receivable
Records
Town Accounts Receivable Franchise Fees: 10/2001
thru 09/2002 and Bank Deposits: 2003 thru 2004 and
Hotel Tax Fees: 9/2001 thru 8/2002
October 2000 thru
October 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-28 Banking Records TexPool: 5/2003 thru 9/2003 October 2000 thru
October 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check
#'s: 7719 thru 8324
October 1, 2000 thru
September 2001
Town Hall
Records Room FY + 5 years 10/1/2006 S. Whigham
GR 1025-27a Accounts Receivable
Records
Town Accounts Receivable: Franchise Fees & Hotel Tax
Fees: 2000 thru 2001
October 1, 2000 thru
September 2001
Town Hall
Records Room FY + 5 years 10/1/2006 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town Accounts Payable: Invoices & Copies of Check #'s:
7724 thru 8454
October 2000 thru
December 2001
Town Hall
Records Room FY + 5 years 10/1/2006 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town (Court) AP: Invoices/Check Requests & Copies of
Checks: FY 2002-Ck #1001-1035/FY 2003-Ck #1036-
1128/FY 2004-Ck #1001-1110/FY 2005-Ck #1111-1146 &
114700-114778
January 2002 thru May
2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27a Accounts Receivable
Records
Town: Hotel Tax/Payment Tech (Credit Card)/Franchise
Fees FY 2003-2004 Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1050-53b Federal & State Tax
Forms & Reports Town: W9 Forms FY 2003-2004 Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-27a Accounts Receivable
Records
Town Bank Statements & Reconciliations (General
Fund/Court/Utility Fund) and Westlake Academy Bank
Statements
September 2004 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
8/22/2012
S:\Town Secretary\Town Council Meetings\Town Agendas\2012\08-27-12\Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012Item 3d2 Records Destruction Log TOWN RECORDS Inventory August 2012 13 of 13
Schedule
Record Series
Number TYPE OF RECORD DESCRIPTION OF RECORD INCLUSIVE DATES LOCATION TO
BE STORED
STATE
RETENTION
PERIOD
DESTRUCTION
DATE
Inventory
Conducted
DESTRUCTION
DATE
GR 1025-28 Banking Records TexPool Statements and Bank One Analysis September 2004 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-28 Banking Records Town Bank Statements & Reconciliations (General
Fund/4B/Utility Fund/Court)
February 200 thru July
2004
Town Hall
Records Room FY +5 years 10/1/2009 S. Whigham
GR 1025-28 Banking Records
1. Town Bank Statements & Reconciliations: General
Fund/Court/Utility Fund/TexPool) and 2. Westlake
Academy Bank Statements
September 2005 thru
September 2006
Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-28 Banking Records
1. Town/Utility Fund/Court/General Fund - Bank
Statements & Reconciliations: 10/2003 thru 9/2004 and
2. Westlake Academy Bank Statements: 09/2003 thru
08/2004 and 3. TexPool Statements: 1/2004 thru 9/2004
September 2003 thru
September 2004
Town Hall
Records Room FY + 5 years 10/1/2009 S. Whigham
GR 1025-28 Banking Records
1. Town Bank Statements: 10/1999 thru 12/2003 and 2.
TexPool Statements (General
Fund/4A/4B/Visitors/Lonestar): 2001-2003 and 3. Chase
Bank Depository Proposal: 2005
FY's: 1999-2005 Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-28 Banking Records
1. General Fund/Court/Utility Fund Bank Statements:
11/2001 thru 03/2003 and 2. Court Sercurity Bank
Statements: 10/2002 thru 11/2002 and 3. Court
Technology Bank Statement: 1/2002 and 4. TexPool
4A/4B/Civic Campus 2002: 9/2002 thru 02/2003
November 2011 thru
March 2003
Town Hall
Records Room FY + 5 years 10/1/2008 S. Whigham
GR 1025-28 Banking Records Town Bank Statements & Cancelled Checks
January thru December
for FY's:
2000/2001/2002/2003
Town Hall
Records Room FY + 3 years 10/1/2008 S. Whigham
GR 1025-26a
Accounts Payable
and Disbursement
Records
Town (Utility Fund) AP: Invoices & Copies of Check #'s:
1072 thru 1232
October 2011 thru April
2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27a Accounts Receivable
Records
Town: Hotel Tax/Franchise Fees/Payment Tech (Credit
Card)
October 2004 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27d Accounts Receivable
Records Town: Month End Utility Billing Summary October 2004 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1050-53b Federal & State Tax
Forms & Reports W9 Forms October 2004 thru
September 2005
Town Hall
Records Room FY + 5 years 10/1/2010 S. Whigham
GR 1025-27d Accounts Receivable
Records Town: Month End Utility Billing Summary FY 2005-2006 Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
GR 1025-27a Accounts Receivable
Records
Town: Hotel Tax/Franchise Fees and Court &
Foundation: Credit Card Statements FY 2005-2006 Town Hall
Records Room FY + 5 years 10/1/2011 S. Whigham
Page 1 of 2
estlake Town Council
TYPE OF ACTION
Regular Meeting - Consent
Westlake Town Council Meeting
Monday, August 27, 2012
TOPIC: Consider approval of Resolution Increasing the number of Board
Members on the Westlake Historical Preservation Society.
STAFF CONTACT: Ginger Awtry, Communications & Community Affairs
DECISION POINTS
Start Date Completion Date
Timeframe: August 27, 2012 August 27, 2012
Effective immediately if approved.
Funding: Amount- $0.00 Status- Funded Source- N/A
Decision Alignment
VVM Perspective Desired Outcome
Caring Community Customer Focus CF.Enhance and Maintain a Sense
of Community
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
On June 18, 2012, President Bert Schultz spoke to the Council regarding the need to increase the
number of Board Members from seven (7) to nine (9) due to the increased number of
events/activities the Board conducts each year.
ORGANIZATIONAL HISTORY/RECOMMENDATION
Increase the number of members per the President’s request.
ATTACHMENTS
Resolution
Resolution 12-26
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 12-26
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, INCREASING THE NUMBER OF BOARD MEMBERS OF THE HISTORICAL
PRESERVATION SOCIETY BOARD TO NINE MEMBERS.
WHEREAS, the Town of Westlake recognizes the importance of historical
preservation; and
WHEREAS, the Town of Westlake is abundantly blessed with natural beauty as well as
a rich cultural heritage; and
WHEREAS, the Westlake Historical Preservation Society was established by the Town
Council by Resolution on February 14, 2000; and
WHEREAS, the President of the society has requested the Council consider increase
the number of members from seven (7) to nine (9) members due to the number of events; 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 hereby approves the increase of
board members from seven (7) to nine (9) and authorizes the Board President to recruit new
member(s).
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 12-26
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 27TH DAY OF AUGUST 2012.
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, August 27, 2012
TOPIC: Consider approval of Resolution Appointing a new member to the
Westlake Public Arts Society.
STAFF CONTACT: Kelly Edwards, Town Secretary
DECISION POINTS
Start Date Completion Date
Timeframe: August 27, 2012 August 27, 2012
Effective immediately if approved.
Funding: Amount- $0.00 Status- Funded Source- N/A
Decision Alignment
VVM Perspective Desired Outcome
Exemplary
Governance N/A N/A
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
Currently the Public Arts Society has a vacant seat. The Board would like to appoint Allison
Ross to the board filling a vacancy.
ORGANIZATIONAL HISTORY/RECOMMENDATION
Appoint Ms. Ross per the request of the Board.
ATTACHMENTS
Application and Resolution
Resolution 12-27
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 12-27
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS,
APPOINTING A MEMBER TO THE WESTLAKE PUBLIC ART SOCIETY BOARD.
WHEREAS, Currently, a vacancy exist on the Westlake Public Art Society Board; and
WHEREAS, the Town Council has received an application for consideration of appointment;
and
WHEREAS, the meeting at which this Resolution was considered was open to the public as
required by law, and public notice of the time, place, and subject of the meeting has been given in
accordance with Chapter 551, Government Code.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS:
SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That the Town Council of the Town of Westlake does hereby appoint the
following individual to serve as a member of the Westlake Public Art Society Board for the term noted
below:
Allison Ross - term expiring June 2014.
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 12-27
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of passage.
PASSED AND APPROVED ON THIS 27th DAY OF AUGUST 2012.
___________________________________
Laura Wheat, Mayor
ATTEST:
________________________________ ________________________________
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, August 27, 2012
TOPIC: Consider approval of Resolution Appointing a new member to the
Planning & Zoning Commission.
STAFF CONTACT: Tom Brymer, Town Manager
DECISION POINTS
Start Date Completion Date
Timeframe: August 27, 2012 June 30, 2013
Effective immediately if approved.
Funding: Amount - $0.00 Status- N/A Source- N/A
Decision Alignment
VVM Perspective Desired Outcome
Exemplary
Governance Customer Focus 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
Currently the Planning and Zoning Commission (P&Z) has a vacant seat through the
appointment of Mr. Michael Barrett to the Town Council. The appointment on an additional
member to the P&Z will fill his unexpired term. We have two applicants who have expressed an
interest in filling the position, former councilmember, Mr. Tim Brittan and Mr. John Gregg
Malone.
ORGANIZATIONAL HISTORY/RECOMMENDATION
Appointment of Mr. Brittan to the Planning and Zoning Commission
ATTACHMENTS
Resolution for Appointment
This application and its contents is a Public Record
Economic Development Corporation Historical Preservation Society
Planning and Zoning Commission Texas Student Housing Authority
Tree City USA Advisory Committee Public Art Society of Westlake
Westlake Academy Foundation Board Other: ____________________________
Applicant's Name:
Address:
City, State, Zip:
How Long Have You Lived At This Address?
Email Address:
Home Phone # :Fax # :
Work Phone # :Cell # :
Occupation, Experience/Degrees held:
Why do you want to serve on this committee?
Do you have any political conflicts of interest?
Do you have any related experience?
What do you feel you have to offer this committee?
Signature of Applicant:
Dated:
Received By:Date:
Applicant Information
Office Use Only
Application for Appointment 04/2010
APPLICATION FOR APPOINTMENT
Town of Westlake * 3 Village Circle, Suite 202 * Westlake Tx 76262
Tel: (817) 430-0941 * Fax (817) 430-1812
Position Sought (please indicate 1st, 2nd and 3rd choice):
www.westlake-tx.org Email: townhall@westlake-tx.org
Resolution 12-28
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 12-28
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS,
APPOINTING A MEMBER TO THE WESTLAKE PLANNING AND ZONING COMMISSION.
WHEREAS, Currently, a vacancy exist on the Westlake Planning and Zoning Commission;
and
WHEREAS, the Town Council has received an application for consideration of appointment;
and
WHEREAS, the meeting at which this Resolution was considered was open to the public as
required by law, and public notice of the time, place, and subject of the meeting has been given in
accordance with Chapter 551, Government Code.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF
WESTLAKE, TEXAS:
SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That the Town Council of the Town of Westlake does hereby appoint the
following individual to serve as a member of the Westlake Planning and Zoning Commission for the term
noted below:
Tim Brittan – filling an unexpired term through June, 2013
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 12-28
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of passage.
PASSED AND APPROVED ON THIS 27th DAY OF AUGUST 2012.
___________________________________
Laura Wheat, Mayor
ATTEST:
________________________________ ________________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
_________________________________
L. Stanton Lowry, Town Attorney
Page 1 of 3
estlake Town Council
TYPE OF ACTION
Regular - Consent
Westlake Town Council Meeting
Monday, August 27, 2012
TOPIC: Consider of a Resolution Approving an Economic Development Program
Agreement between the Town of Westlake (Town) and Hillwood Alliance
Services (HAS) for Various Town Funded Improvements Related to the
Dove Road/Ottinger Road Project Per the April 25, 2011 Development
Agreement Between HAS and the Town.
STAFF CONTACT: Tom Brymer, Town Manager
Start Date Completion Date
Timeframe: Fall, 2012 September 30, 2013. Note: this is the time
frame established in the April, 2011 Development
Agreement approved by the Town and Hillwood.
This sidewalk/trail and tree mitigation work should
be finished prior to this date.
Funding: Amount- $ 994,000 Status - Funded Source- Capital Projects Fund
(note: project in Approved 5
Year Capital Improvement Plan)
VVM Perspective Desired Outcome
Sense of Place Operational
Processes
OP. Preserve our Infrastructure to
Meet the Life Expectancy of our
Assets
Strategic Issue Outcome
Strategy Staff Action
Financial Stewardship
& Organizational
Effectiveness
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-
governmental agreements.
SA 06.1: Seek Partnerships
Strategy Map or VVM Connection
Strategic Issue Connection
Page 2 of 3
EXECUTIVE SUMMARY
On April 25, 2011, the Town Council approved a development agreement with Hillwood
Alliance Services (HAS) whereby HAS agreed to spend up to $4,665,818 for various
improvements to Dove and J. T. Ottinger Roads. These improvements were to be constructed in
lieu of a road across the Circle T Ranch known as the “Westerly Road”, which was originally
designed to serve as Deloitte University’s – J. T. Ottinger Road service entrance. All related
projects built under this development agreement must be finished by September 30, 2013, or
HAS’ commitments were to be considered finalized.
The development agreement divided the work on Dove and J. T. Ottinger Roads into 7 separate
projects. Work has progressed according to a phased approach since the summer of 2011 with
the main focus toward completing all road improvements first. The April 2011, development
agreement was subsequently amended to provide for, under certain terms and conditions,
conveyance of land from Hillwood to the Town for a new north entrance to Westlake Academy
(WA). Construction of this new north entrance to WA was funded from HAS’ $4.6 million
contribution to these various projects.
While HAS was agreed to fund up to the stated $4,665,818 for these improvements, total cost to
construct all 7 projects was estimated at $5,560,000. This requires that the Town contribute in
addition to the funding HAS already agreed to provide and was discussed at the time of the
approval for the development agreement in April 2011 (and is mentioned in that document). The
Town’s portion of these costs, to complete all the associated projects described in the April 2011
Development Agreement, was budgeted in the Town’s 5-Year CIP approved by the Town
Council.
As such, the April 2011 Development Agreement states that, if the Town is to participate in
any costs related to the project performed by HAS, it shall do so via an Economic
Development Agreement, i.e. this Economic Development Agreement is the mechanism by
which the Town Council can approve paying up to $994,000 as the Town’s contribution
toward this infrastructure construction. This amount is slightly under the original estimates
related to the amount the Town would need to contribute in order to fund all the remaining
phases of the project.
With the work being done according to the staggered schedule, HAS expended their dollars first.
Now we are at the point where, for work to continue, the Town must allocate our portion for
Project 5, which is the trail/sidewalk and landscaping component. The trail/sidewalk is defined
as an 8 foot wide concrete sidewalk running along the north side of Dove Road. The trail limits
would progress from the creek crossing at Vaquero, to the southern boundary of the Westlake
Academy. Excluded from these limits is the section along the southern Dove Road frontage of
the Deloitte University property, which is being completed under a separate contract at Deloitte’s
cost.
The landscaping involves tree mitigation required for construction of the road improvements, i.e.
no other landscaping was included. This will include installation of a Town maintained and
operated irrigation system. The limits for the tree mitigation installation are from the eastern
limit of the Dove/Ottinger Road Construction (near Vaquero), to the southern boundary of the
Westlake Academy. Excluded from these limits for tree mitigation is the section along the
Page 3 of 3
southern Dove Road frontage of the Deloitte University property, which is being completed
under a separate contract at Deloitte’s cost.
ORGANIZATIONAL HISTORY/RECOMMENDATION
Recommend adopting this resolution approving this Economic Development Agreement
authorizing Town expenditure of up to $994,000 for the above described improvements.
Funding is allocated in the Town’s Approve 5 Year CIP.
ATTACHMENTS
1. Resolution Approving Economic Development Program Agreement
2. Draft Economic Development Program Agreement (note: this is draft of the agreement
that is under review by Hillwood at the time packets are being sent out. Any language
changes recommended in the document will be reviewed with the Council at the work
shop).
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION 12-29
A RESOLUTION BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, (TOWN) APPROVING AN ECONOMIC DEVELOPMENT PROGRAM
AGREEMENT BETWEEN THE TOWN AND HILLWOOD ALLIANCE
SERVICES (HAS) FOR VARIOUS TOWN FUNDED IMPROVEMENTS
RELATED TO THE DOVE ROAD/OTTINGER ROAD PROJECT AS
DESCRIBED IN A DEVELOPMENT AGREEMENT DATED APRIL 25, 2011
BETWEEN THE TOWN AND HAS.
WHEREAS, The Town of Westlake (Town) is experiencing planned growth
through the attraction of economic development projects such as Deloitte University,
which is consistent with the Town's comprehensive plan, as well as enrollment growth at
the Westlake Academy, and growth in the area in general, all of which contribute to
demand for improvements to the Town's public roadway infrastructure; and,
WHEREAS, the Town and Hillwood Alliance Services, LLC (HAS) along with
participation and contribution of HW 2421 Land, LP and HW 164 Land LP (collectively
the “Hillwood Entities”), has previously entered into a development agreement dated
April 25, 2011 (the “Development Agreement”) whereby the Hillwood Entities agreed to
invest approximately $4.6 million to fund certain public roadway and related
improvements to Dove and J.T. Ottinger Roads in the Town; and,
WHEREAS, as more specifically described and detailed in Section 3 of the April
25, 2011 Development Agreement, the Town agreed to grant to HAS monies for any
costs over and above the amount that the Hillwood Entities contributed towards the
Public Improvements; and
WHEREAS, in order to maximize the economic benefits that the Public
Improvements can bring to the Town, the Town and HAS desire to enter into this
Agreement. The Town Council has determined that by entering into this Agreement, the
potential economic benefits that will accrue to the Town under the terms and conditions
of this Agreement are consistent with the Town’s economic development objectives and
the 380 Program and that construction and continuous operation of the Public
Improvements will further the goals for positive and continued economic growth in the
Town. In addition, the Town Council has determined that the 380 Program is an
appropriate means to achieve the construction and operation of the Public Improvements,
which the Town Council has determined are necessary and desirable, and that the
potential economic benefits that will accrue to the Town pursuant to the terms and
conditions of this Agreement are consistent with the Town’s economic development
objectives as outlined in the 380 Program. This Agreement is authorized by Chapter 380
of the Texas Local Government Code and the 380 Program.
Page 2 of 2
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1. THAT, all matters stated in the Recitals hereinabove are found to
be true and correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2. THAT, the Town Council of the Town of Westlake, Texas, hereby
approves this resolution and the Economic Development Program Agreement Exhibit
“A”; and further authorizes the Town Manager to execute said Economic Development
Program Agreement on behalf of the Town of Westlake.
PASSED AND APPROVED ON THIS 27TH DAY OF AUGUST, 2012.
___________________________________
Laura Wheat, Mayor
ATTEST:
________________________________ ___________________________________
Kelly Edwards, TRMC, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
________________________________
Stan Lowry, Town Attorney
Page 1
Economic Development Program Agreement
Draft 8-20-2012
ECONOMIC DEVELOPMENT PROGRAM AGREEMENT
This ECONOMIC DEVELOPMENT PROGRAM AGREEMENT
(“Agreement”) is entered into by and between the TOWN OF WESTLAKE, TEXAS
(the “Town”), a general law municipal corporation organized under the laws of the State
of Texas, and HILLWOOD ALLIANCE SERVICES, L.L.C. (“HAS”), a Texas
limited liability company, and executed to be effective as of the ______ day of August,
2012 (the “Effective Date”). The Town and HAS are collectively referred to as the
(“Parties”).
RECITALS
The Town and HAS hereby agree that the following statements are true and
correct and constitute the basis upon which the Town and HAS have entered into this
Agreement:
A. The Town is experiencing planned growth through the attraction of
economic development projects such as Deloitte University, which is consistent with the
Town's comprehensive plan, as well as enrollment growth at the Westlake Academy, and
growth in the area in general, all of which contribute to demand for improvements to the
Town's public roadway infrastructure.
B. The Town and HAS along with participation and contribution of HW 2421
Land, LP and HW 164 Land LP (collectively the “Hillwood Entities”), has previously
entered into a development agreement dated April 25, 2011 (the “Development
Agreement”) whereby the Hillwood Entities agreed to invest approximately $4.6 million
to fund certain public roadway and related improvements to Dove and J.T. Ottinger
Roads in the Town (the “Public Improvements”). A true and correct copy of the
Development is attached hereto and incorporated herein as Exhibit “A.”
C. As more specifically described and detailed in Section 3 of the
Development Agreement, the Town agreed to grant to HAS monies for any costs over
and above the amount that the Hillwood Entities contributed towards the Public
Improvements.
D. In order to maximize the economic benefits that the Public Improvements
can bring to the Town, the Town and HAS desire to enter into this Agreement.
E. In accordance with the Town's economic development policies and
programs, the Town has established an economic development incentive policy and
program pursuant to which the Town will, on a case-by-case basis, offer economic
incentive packages authorized by Chapter 380 of the Texas Local Government Code,
Page 2
Economic Development Program Agreement
Article III, Section 52-a of the Texas Constitution, and other applicable laws, that include
monetary loans and grants of public money, as well as the provision of personnel and
services of the Town, to businesses and entities that the Town Council determines will
promote state or local economic development and stimulate business and commercial
activity in the Town, in return for verifiable commitments from such businesses or
entities to cause specific infrastructure, employment and other public benefits to be made
or invested in the Town (the “380 Program”).
F. The Town Council has determined that by entering into this Agreement,
the potential economic benefits that will accrue to the Town under the terms and
conditions of this Agreement are consistent with the Town’s economic development
objectives and the 380 Program and that construction and continuous operation of the
Public Improvements will further the goals for positive and continued economic growth
in the Town. In addition, the Town Council has determined that the 380 Program is an
appropriate means to achieve the construction and operation of the Public Improvements,
which the Town Council has determined are necessary and desirable, and that the
potential economic benefits that will accrue to the Town pursuant to the terms and
conditions of this Agreement are consistent with the Town’s economic development
objectives as outlined in the 380 Program. This Agreement is authorized by Chapter 380
of the Texas Local Government Code and the 380 Program.
NOW, THEREFORE, in consideration of the mutual benefits and promises
contained herein and for other good and valuable consideration, the receipt and
sufficiency of which is hereby acknowledged, the Parties agree as follows:
AGREEMENT
1. INCORPORATION OF RECITALS.
The Town Council has found at a duly-called and legally-noticed public meeting
through the adoption of Town Resolution No. __________, attached hereto as Exhibit
“B” and hereby made a part of this Agreement for all purposes, and the Town and HAS
hereby agree, that the recitals set forth above, including the reference to any exhibits and
attachments, are incorporated herein and true and correct and form the basis upon which
the Parties have entered into this Agreement.
2. DEFINITIONS.
In addition to terms defined in the body of this Agreement, the following terms
shall have the definitions ascribed to them as follows:
380 Program has the meaning ascribed to it in Recital C.
Affiliate means all entities, incorporated or otherwise, under common control
with, controlled by or controlling HAS. For purposes of this definition, “control” means
fifty percent (50%) or more of the ownership determined by either value or vote.
Page 3
Economic Development Program Agreement
Completion Date means the date as of which Certificate of Completion and
acceptance has been issued by the Town to HAS for the Public Improvements.
Completion Deadline means September 30, 2013.
Construction Costs means actual construction costs directly expended by HAS
for the Public Improvements described in this Agreement.
Final Construction Spending Report has the meaning ascribed to it in Section
4.2.
Monthly Construction Spending Report has the meaning ascribed to it in
Section 4.2.
Program Grants means the total economic development grants paid by the Town
to HAS in accordance with this Agreement and as part of the 380 Program, not to exceed
a total of $994,000.00.
Program Source Funds means an amount of Town funds legally available for
inclusion in a Program Grant that is payable to HAS in accordance with the terms and
conditions of this Agreement.
Public Improvements has the meaning ascribed to it in Recital B and more
specificall y referred to as Project 5 in the Development Agreement.
Records has the meaning ascribed to it in Section 4.3.
Term has the meaning ascribed to it in Section 3.
3. TERM.
This Agreement shall be effective as of the Effective Date and, unless terminated
earlier in accordance with this Agreement, shall expire on the date as of which the Town
has paid all Program Grants required herein (the “Term”).
4. HAS' OBLIGATIONS AND COMMITMENTS.
4.1. HAS shall construct the Public Improvements, more specifically referred
to as Project 5 in the Development Agreement, by the Completion Deadline.
4.2. Reports and Filings.
Within thirty (30) calendar days following the commencement of
construction of the Public Improvements HAS will provide the Town Manager
with a monthly report in a form reasonably acceptable to the Town that
specifically outlines the total Construction Costs, expenditures and related
documents that delineate the monthly expenditures spent for the Public
Page 4
Economic Development Program Agreement
Improvements, and other non-proprietary documents reasonably necessary to
demonstrate that such amounts were actually paid and expended on the Public
Improvements (the “Monthly Construction Spending Report”). Thereafter,
HAS shall submit a Monthly Construction each month throughout the term of this
Agreement. Within thirty (30) days of the completion and acceptance of the
Public Improvements HAS shall submit a final report to the Town (the “Final
Construction Spending Report”).
4.3. Records.
The Town will have the right throughout the Term to review business
records of HAS that relate to the construction and completion of the Public
Improvements and any other documents reasonably necessary to evaluate HAS'
compliance with this Agreement (collectively “Records”). For purposes of this
Section 4.3, construction documents and invoices shall be available to the Town
for two (2) years from the Completion Date. HAS shall make all Records
available to the Town at a location acceptable to the Parties, and shall otherwise
cooperate fully with the Town during any such review and request of Records.
5. TOWN OBLIGATIONS.
5.1. Payment of Amounts Contained in Monthly Construction Spending
Report.
Within thirty (30) calendar days following receipt by the Town of the
Monthly Construction Spending Report for the Public Improvements, as required
by Section 4.2.1, and assessment and approval by the Town of the information
contained therein the Town will remit payment to HAS for the expenditures
contained in the Monthly Construction Spending Report, not to exceed the
cumulative total contained in Section 5.2.
5.2. Program Grant Amount.
Subject to the terms and conditions of this Agreement the Town will pay
for actual costs of the Public Improvements not to exceed a total amount of
$994,000.00.
6. DEFAULT, TERMINATION AND FAILURE BY HAS TO MEET
VARIOUS DEADLINES AND COMMITMENTS.
6.1. Violations of Town Code, State or Federal Law.
An event of default shall occur under this Agreement if any written
citation is issued to HAS or an Affiliate due to the occurrence of a violation of a
material provision of the Town Code regarding the Public Improvements
(including, without limitation, any violation of the Town’s Building or Fire Codes
and any other Town Code violations related to the environmental condition of the
Page 5
Economic Development Program Agreement
Public Improvements; the environmental condition of other land or waters which
is attributable to Public Improvements; or to matters concerning the public health,
safety or welfare) and such citation is not paid or the recipient of such citation
does not properly follow the legal procedures for protest and/or contest of any
such citation. An event of default shall occur under this Agreement if the Town is
notified by a governmental agency or unit with appropriate jurisdiction that HAS
or an Affiliate, or any successor in interest thereto, any third party with access to
the Public Improvements pursuant to the express or implied permission of HAS or
an Affiliate, or any successor in interest thereto, or the Town (on account of the
Public Improvements or the act or omission of any party other than the Town on
or after the effective date of this Agreement) is in violation of any material state
or federal law, rule or regulation on account of the Public Improvements or any
operations thereon (including, without limitation, any violations related to the
environmental condition of the Public Improvements; the environmental condition
of other land or waters which is attributable to operations on the Public
Improvements; or to matters concerning the public health, safety or welfare).
Upon the occurrence of such default described in this Section 6.1, the Town shall
notify HAS in writing and HAS shall have (i) thirty (30) calendar days to cure
such default or (ii) if HAS has diligently pursued cure of the default but such
default is not reasonably curable within thirty (30) calendar days, then such
additional amount of time as is reasonably necessary to effect cure, as reasonably
determined by both parties in good faith. If the default has not been fully cured
by such time, the Town shall have the right to terminate this Agreement
immediately b y providing written notice to HAS and shall have all other rights
and remedies that may be available to under the law or in equity.
6.2. Failure to Submit Reports.
Without limiting the application of Section 6.3, if HAS fails to submit any
report required by and in accordance with Section 4.2, the Town’s obligation to
pay any Program Grants at the time, if any, shall be suspended until HAS has
provided all required reports.
6.3. General Breach.
Unless stated elsewhere in this Agreement, HAS shall be in default under
this Agreement if HAS breaches any term or condition of this Agreement. In the
event that such breach remains uncured after thirty (30) calendar days following
receipt of written notice from the Town referencing this Agreement (or, if HAS
has diligently and continuously attempted to cure following receipt of such
written notice but reasonably requires more than thirty (30) calendar days to cure,
then such additional amount of time as is reasonably necessary to effect cure, as
determined by both parties mutually and in good faith), the Town shall have the
right to terminate this Agreement immediately by providing written notice to
HAS, and the Town shall have no further obligation under this Agreement.
Page 6
Economic Development Program Agreement
7. NO INDEPENDENT CONTRACTOR OR AGENCY RELATIONSHIP.
It is expressly understood and agreed that HAS shall not operate as an
independent contractor or as an agent, representative or employee of the Town. HAS
shall have the exclusive right to control all details and day-to-day operations relative to
the Public Improvements and shall be solely responsible for the acts and omissions of its
officers, agents, servants, employees, contractors, subcontractors, licensees and invitees.
HAS acknowledges that the doctrine of respondeat superior will not apply as between
the Town and HAS, its officers, agents, servants, employees, contractors, subcontractors,
licensees, and invitees. HAS further agrees that nothing in this Agreement will be
construed as the creation of a partnership or joint enterprise between the Town and HAS.
8. INDEMNIFICATION.
HAS, AT NO COST TO THE TOWN, AGREES TO DEFEND, INDEMNIFY
AND HOLD THE TOWN, ITS ELECTED OFFICIALS, OFFICERS, AGENTS
SERVANTS, ATTORNEYS AND EMPLOYEES, HARMLESS AGAINST ANY AND
ALL CLAIMS, LAWSUITS, ACTIONS, COSTS AND EXPENSES OF ANY KIND,
INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY DAMAGE OR
LOSS, AND/OR PERSONAL INJURY, INCLUDING DEATH, THAT MAY RELATE
TO, ARISE OUT OF OR BE OCCASIONED BY (i) HAS' BREACH OF ANY OF
THE TERMS OR PROVISIONS OF THIS AGREEMENT; OR (ii) ANY ACT OR
OMISSION OR INTENTIONAL MISCONDUCT OF HAS, ITS OFFICERS,
AGENTS, ASSOCIATES, EMPLOYEES, CONTRACTORS (OTHER THAN THE
TOWN, OR ITS EMPLOYEES, OFFICERS, AGENTS, ASSOCIATES,
CONTRACTORS OR SUBCONTRACTS), OR SUBCONTRACTORS DUE OR
RELATED TO OR ARISING FROM THE PUBLIC IMPROVEMENTS AND ANY
OPERATIONS AND ACTIVITIES RELATED TO THE PERFORMANCE OF THIS
AGREEMENT.
9. NOTICES.
All written notices called for or required by this Agreement shall be addressed to
the following, or such other party or address as either party designates in writing, by
regular U.S. mail, or certified mail, postage prepaid:
Town: HAS:
Town of Westlake Hillwood Alliance Services, LLC
Attn: Town Manager c/o Hillwood Development Company
3 Village Circle, Suite 202 13600 Heritage Parkway, Suite 200
Westlake, Texas 76262 Fort Worth, Texas 76177
Attn: Russell Laughlin
Page 7
Economic Development Program Agreement
With Copies to (which shall not
constitute notice):
Boyle & Lowry, L.L.P.
Attn: L. Stanton Lowry
4201 Wingren Dr., Suite 108
Irving, Texas 75062
10. ASSIGNMENT AND SUCCESSORS.
HAS may at any time assign, transfer or otherwise convey any of its rights or
obligations under this Agreement to an Affiliate without the approval of the Town so
long as HAS, the Affiliate and the Town first execute an agreement under which the
Affiliate agrees to assume and be bound by all covenants and obligations of HAS under
this Agreement. Otherwise, HAS may not assign, transfer or otherwise convey any of its
rights or obligations under this Agreement to any other person or entity without the prior
consent of the Town Council, which consent shall not be unreasonably withheld,
conditioned on (i) the prior approval of the assignee or successor and a finding by the
Town Council that the proposed assignee or successor is financially capable of meeting the
terms and conditions of this Agreement and (ii) prior execution by the proposed assignee or
successor of a written agreement with the Town under which the proposed assignee or
successor agrees to assume and be bound by all covenants and obligations of HAS under
this Agreement. Any attempted assignment without the Town Council’s prior consent shall
constitute a breach and be grounds for termination of this Agreement. Any lawful assignee
or successor in interest of HAS of all rights under this Agreement shall be deemed “HAS”
for all purposes under this Agreement, and the assignor shall thereafter have no further
duty, liability or obligation under this Agreement.
11. COMPLIANCE WITH LAWS, ORDINANCES, RULES AND
REGULATIONS.
This Agreement will be subject to all applicable federal, state and local laws,
ordinances, rules and regulations, including, but not limited to, all provisions of the
Town’s codes and ordinances, as amended.
12. GOVERNMENTAL POWERS.
It is understood that by execution of this Agreement, the Town does not waive or
surrender any of it governmental or sovereign powers or immunities that are outside of
the terms, obligations, and conditions of this Agreement.
Page 8
Economic Development Program Agreement
13. NO WAIVER.
The failure of either party to insist upon the performance of any term or provision
of this Agreement or to exercise any right granted hereunder shall not constitute a waiver
of that party’s right to insist upon appropriate performance or to assert any such right on
any future occasion.
14. VENUE AND JURISDICTION.
If any action, whether real or asserted, at law or in equity, arises on the basis of
any provision of this Agreement, venue for such action shall lie in state courts located in
Tarrant County, Texas or the United States District Court for the Northern District of
Texas – Fort Worth Division. This Agreement shall be construed in accordance with the
laws of the State of Texas.
15. NO THIRD PARTY RIGHTS.
The provisions and conditions of this Agreement are solely for the benefit of the
Town and HAS, and any lawful assign or successor of HAS, and are not intended to
create any rights, contractual or otherwise, to any other person or entity.
16. FORCE MAJEURE.
It is expressly understood and agreed by the Parties to this Agreement that if the
performance of any obligations hereunder (other than the payment of money) is delayed
by reason of war, civil commotion, acts of God, inclement weather, or other
circumstances which are reasonably beyond the control or knowledge of the party
obligated or permitted under the terms of this Agreement to do or perform the same,
regardless of whether any such circumstance is similar to any of those enumerated or not,
the party so obligated or permitted shall be excused from doing or performing the same
during such period of delay, so that the time period applicable to such requirement shall
be extended for a period of time equal to the period such party was delayed.
17. INTERPRETATION.
In the event of any dispute over the meaning or application of any provision of
this Agreement, this Agreement shall be interpreted fairly and reasonably, and neither
more strongly for or against any party, regardless of the actual drafter of this Agreement.
18. SEVERABILITY CLAUSE.
It is hereby declared to be the intention of the Parties that sections, paragraphs,
clauses and phrases of this Agreement are severable, and if any phrase, clause, sentence,
paragraph or section of this Agreement shall be declared unconstitutional or illegal by the
valid judgment or decree of any court of competent jurisdiction, such unconstitutionality
or illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs
or sections of this Agreement since the same would have been executed by the Parties
Page 9
Economic Development Program Agreement
without the incorporation in this Agreement of any such unconstitutional phrase, clause,
sentence, paragraph or section. It is the intent of the Parties to provide the economic
incentives contained in this Agreement by all lawful means.
19. CAPTIONS.
Captions and headings used in this Agreement are for reference purposes only and
shall not be deemed a part of this Agreement.
20. ENTIRETY OF AGREEMENT.
This Agreement, including any exhibits attached hereto and any documents
incorporated herein by reference, contains the entire understanding and agreement
between the Town and HAS, and any lawful assign and successor of HAS, as to the
matters contained herein. Any prior or contemporaneous oral or written agreement is
hereby declared null and void to the extent in conflict with any provision of this
Agreement. Notwithstanding anything to the contrary herein, this Agreement shall not be
amended unless executed in writing by the Parties and approved by the Town Council of
the Town in an open meeting held in accordance with Chapter 551 of the Texas
Government Code.
21. COUNTERPARTS.
This Agreement may be executed in multiple counterparts, each of which shall be
considered an original, but all of which shall constitute one instrument.
TOWN OF WESTLAKE: HILLWOOD ALLIANCE
SERVICES, LLC, a Texas
limited liability company
By: By:
Thomas E. Brymer L. Russell Laughlin
Town Manager Sr. Vice President
Page 10
Economic Development Program Agreement
THE STATE OF TEXAS §
§
COUNTY OF TARRANT §
The foregoing instrument was acknowledged before me on the ______ day of
_______________, 2012, by Thomas E. Brymer, Town Manager of the Town of
Westlake, Texas, on behalf of the Town of Westlake, Texas.
__________________________________
Notary Public in and for the State of Texas
My Commission Expires:
____________________
THE STATE OF TEXAS §
§
COUNTY OF TARRANT §
The foregoing instrument was acknowledged before me on the ______day of
_______________, 2012, by L. Russell Laughlin, Senior Vice President of Hillwood
Alliance Services, LLC, a Texas limited liability company, on behalf of said limited
liability company.
__________________________________
Notary Public in and for the State of Texas
My Commission Expires:
____________________
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Economic Development Program Agreement
EXHIBITS
“A” – Development Agreement and Resolution No. 11-15
“B” – Town of Westlake Resolution No. _____
EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087: Deliberation Regarding Economic Development Negotiations – 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: Town of
Westlake Certificate of Convenience & Necessity (CCN) for water and sewer service.
c. 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: Michael
Eaton vs. Town of Westlake.
Town of Westlake
Item # 4 –
Executive Session
Town of Westlake
Item # 5 – Reconvene
Meeting
TAKE ANY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
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: Town of
Westlake Certificate of Convenience & Necessity (CCN) for water and sewer service.
c. 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: Michael
Eaton vs. Town of Westlake.
Town of Westlake
Item # 6 – 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 # 7 - Future
Agenda Items
Strategic Issue August - 2012 September – 2012 October - 2012 November - 2012 December - 2012 January – 2013
Capital Investment
• Report on trail
connectivity with
surrounding
communities (pg. 10, SA
3.2 )
• Evaluation of WA
campus needs and
expansion options (pg.
10, SA 3.3)
• FM 1938
Completion (pg. 9, SA
1.3)
• Review of emergency
and fleet
maintenance needs
and replacement (pg.
10, SA 2.1)
• Review current
technology plans –
draft technology plan
(pg. 10, SA 2.3)
• Feasibility study for
water/sewer impact
fees –Tentative (pg. 10,
SA 3.1)
• Report on Hwy 170 /
NTTA project (pg. 10, SA
4.1)
Fiscal Stewardship &
Organizational
Effectiveness
• Budget Preparations
(pg. 10, SA 5.1)
• Examine Town’s
capacity for
reinvestment in
technology, FFE and
capital expenditures,
etc. (pg. 11, SA 5.3)
• Prepare a financial
policy to provide for
the future
replacement of
technology
needs/FFE, etc. (pg.
11, SA 5.4)
• Report on
partnership
opportunities
through MOU’s,
ILA’s, etc. (pg.11, SA
6.1)
• Report on business
incentive
opportunities (pg. 11,
SA 6.2
Human Resources
(Employee Investment)
• Prepare report on
staffing needs as part
of 5-year forecast (pg.
12, SA 1.1)
• Report on cross-
training and shared
services evaluations
(pg. 12, SA 1.2)
Comprehensive
Planning and
Management of Natural
Resources
• Provide Council with
report outlining
programs that would
assist residents in
recycling efforts (pg.
13, SA 10.1)
Public Safety and
Emergency
Preparedness
• Evaluate that all
departments have
adequate training,
etc. to address
emergency situations
(pg. 13, SA 12.1)
• Review
Town/Academy
SOP’s and
emergency plans to
maintain readiness
(pg. 13, SA 12.2)
Updated 08/22/12
COUNCIL CALENDAR
o Labor Day Holiday – Town & Academy
September 3, 2012
o WA College Planning Night (Grades 10-12)
September 6, 2012; Times and location TBA
o Board of Trustees Workshop & Meeting
September 10, 1012; 5:00 pm; Council Chambers
o Town Council Workshop & Meeting
September 24, 2012; 5:00 pm; Council Chambers
o Historical Marker Dedication Day hosted by WHPS
September 29, 2012; 2:00-3:00 pm; Solana, west side of Diego’s
o Board of Trustees Workshop & Meeting
October 1, 2012; 5:00 pm; Council Chambers
o 4th Annual Westlake Baja at Vaquero hosted by WAF
October 2, 2012; 5-10:00 pm; Vaquero Club
o Van Cliburn Foundation Community Concert
October 15, 2012; Time and location TBA
o Town Council Workshop & Meeting
October 22, 2012; 5:00 pm; Council Chambers
o 2nd Annual Westlake Classic Car Show hosted by WHPS
October 27, 2012; 11 – 4:00 pm; Solana Club parking
o Monster Mash hosted by HOC
October 27, 2012; Time TBA; WA Campus
o Board of Trustees Workshop & Meeting
November 5, 1012; 5:00 pm; Council Chambers
o Town Council Workshop & Meeting
November 12, 2012; 5:00 pm; Council Chambers
Town of Westlake
Item # 9 –
Council Calendar
o Texas Municipal League 100th Annual Conference and Exhibition
November 13-16, 2012
o WA Thanksgiving Break
November 19-23, 2012
o Thanksgiving Holiday – Town & Academy
November 22-23, 2012
o Westlake Community Tree Lighting
November 27, 2012; 6-8:00 pm; Town Green
o Board of Trustees Workshop & Meeting
December 3, 1012; 5:00 pm; Council Chambers
o Westlake’s Annual Employee Award & Christmas Dinner
Tentative: Evening of Dec 1 or Dec 8; details TBD
o Town Council Workshop & Meeting
December 10, 2012; 5:00 pm; Council Chambers
o WA Holiday Break
December 21-January 4, 2012
o Christmas Holiday – Town & Academy
December 24-25, 2012
o IB Diploma Ceremony
January 11, 2012, time TBA; WA Gym
Town of Westlake
Item # 10 –
Adjournment