HomeMy WebLinkAbout10-22-12 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
October 22, 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 OCTOBER 22, 2012,
REGULAR MEETING. (30 min)
4. DISCUSSION ITEMS
a. Presentation and discussion regarding the Community Storehouse summer
reading camp and results from the 2012 program. (15 min)
b. Fleet & Vehicle Replacement Policy. (30 min)
c. Westlake’s Legislative Agenda for the Upcoming 83rd State Legislature. (10 min)
5. EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087: 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: Michael Eaton vs. Town of Westlake
c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public
officer or employee: Town Manager
6. RECONVENE WORKSHOP
7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
8. COUNCIL RECAP / STAFF DIRECTION
9. 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.
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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 of the (TEDC) award regarding Community Economic Development –
Category 5,000 or less in population.
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 September 24, 2012.
b. Consider approval of Resolution 12-32, authorizing the Town Manager to
execute a contract with Municipal Code Corporation (MCCi) for Laserfiche
Management Software Services.
c. Consider approval of Resolution 12-33, increasing the WAF board member
terms from two (2) years to three (3) years.
d. Consider approval of Ordinance 688, providing an enforcement mechanism for
parking regulations on the Westlake Academy Campus.
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.
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: Michael Eaton vs. Town of Westlake
c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public
officer or employee: Town Manager
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.
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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,
October 18, 2012, by 3:00 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 September 24,
2012.
b. Consider approval of Resolution 12-32, authorizing the Town Manager
to execute a contract with Municipal Code Corporation (MCCi) for
Laserfiche Management Software Services.
c. Consider approval of Resolution 12-33, increasing the WAF board
member terms from two (2) years to three (3) years.
d. Consider approval of Ordinance 688, providing an enforcement
mechanism for parking regulations on the Westlake Academy Campus.
Town of Westlake
Workshop Item # 3
–
Review of Consent
Agenda Items
DISCUSSION ITEMS
a. Presentation and discussion regarding the Community Storehouse
summer reading camp and results from the 2012 program. (15 min)
b. Fleet & Vehicle Replacement Policy. (30 min)
c. Westlake’s Legislative Agenda for the Upcoming 83rd State Legislature.
(10 min)
Town of Westlake
Workshop Item # 4
–
Discussion Items
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estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, October 22, 2012
TOPIC: Presentation & discussion regarding the Community Storehouse three-week summer
reading camp for kindergartners and first graders and 2012 program results
STAFF CONTACT: Troy J. Meyer, Director of Facilities and Park & Recreation
DECISION POINTS
Start Date Completion Date
Timeframe: July 9, 2012 July 27,2012
Funding: Amount - N/A Status - N/A Source - N/A
Decision Alignment
VVM Perspective Desired Outcome
Exemplary
Customer Focus
CF/ Provide Outstanding Service
and Program Delivery
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
In 2010, the Town of Westlake and Community Storehouse began a partnership to provide a
three-week summer reading camp for kindergartners and first graders. Since this time, the Town
has provided the space to teach and feed approximately 90 to 150 children each summer on the ,
Academy campus, including use of the Primary and Gym buildings. The Community Storehouse
provides the staff and manages the program.
As part of this partnership, the Community Storehouse pays the Town for utility costs on all
spaces used during the three week period. A $1,000.00 deposit is required before the camp
begins. This partnership also allows Westlake Academy students the opportunity to volunteer
and the WA staff an opportunity to fill any paid teaching positions for these summer sessions,
allowing all parties to participate in this community effort to work together and provide these
children with a stronger foundation for their educational future.
Community Storehouse personnel will be at the workshop to share the results and successes of
this past summer’s reading program.
HISTORY/RECOMMENDATION
Staff recommends we continue this partnership to provide facility usage to the Community
Storehouse and help to ensure the continued success of the summer reading program, positively
impacting the youth in our communities.
ATTACHMENTS
N/A
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estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, October 22, 2012
TOPIC: Discussion regarding a vehicle and equipment replacement policy and
associated guidelines
STAFF CONTACT: Troy J. Meyer, Director of Facilities
DECISION POINTS
Start Date Completion Date
Timeframe: August 2, 2012 October 31, 2012
Funding: Amount- N/A Status- Funded Source- N/A
The depreciation formula will be used for an annual allowance per vehicles by department.
Decision Alignment
VVM Perspective Desired Outcome
Service Excellence Operational
Processes
OP. Preserve Town assets to
optimize their life expectancy
Strategic Issue Outcome
Strategy Staff Action
Capital Investment
2. Technology and
Equipment
Investment
SA 02.1: Vehicles
Strategy Map or VVM Connection
Strategic Issue Connection
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EXECUTIVE SUMMARY
The Town’s Strategic Issues-focused Governance System (SIGS) contains items that require
long range planning to address the concerns of capital investment and financial stewardship as
we provide municipal services to the community. An overarching goal is to identify needs as it
relates to vehicles, staffing, technology, capital expenditures and furniture, fixtures and
equipment (FF&E) all of which are necessary to create the one-of-a-kind living experience for
our residents. With that in mind, staff will present three agenda memos for your review over the
next few months. All of which are designed to help us identify our long-range replacement
needs and staffing levels and help provide accurate and fiscally responsible financial forecasting
for the Council.
The first issue concerns the management of a municipal fleet to determine the ideal time to
replace vehicles and equipment. Dispose of it too soon and you waste productive fleet life and
capital funds. Wait too long and you will be burdened with an unreliable unit that can strain your
maintenance budget. The Town vehicle inventory has grown since 2003, which at that time
included an ambulance and a fire truck. Current vehicle inventory consists of:
As a result of our growing fleet and in keeping with the concepts found in our Strategic Issues-
focused Governance System (SIGS), the policy decisions as it relates to fleet management has
become a strategic issue and it is important that we implement a vehicle and equipment
replacement policy and the associated guidelines. Town staff has developed a unique and
successful vehicle replacement scoring guideline. The scoring is totaled using ratings on the
following six performance and cost variables; age, usage, type of service, reliability and
condition. The guidelines will also assist in providing a five-year depreciation formula, which
makes allowances should a vehicle need to be replaced.
The use of the scoring policy and guidelines will assist staff in creating a long range planning
process and help allocate annual funding to purchase replacement vehicles without incurring
large one-time spikes in the budget due to unanticipated costs. The process will also assist when
purchasing the replacement vehicles, as the replacement costs would be staggered each year to
help prevent the purchase of more than one vehicle in a given budget cycle.
ORGANIZATIONAL HISTORY/RECOMMENDATION
Due to the growth of our community and an increase in town owned vehicles, fleet management
has became a strategic issue for the Town. Staff recommendation is to discuss the proposed
procedures at workshop and then place the vehicle replacement policy and guidelines on the
November Town Council agenda for approval.
ATTACHMENTS
Policy, Exhibit A
Guidelines, Exhibit B
• Three (3) pickup trucks
• Two (2) ambulances
• One (1) fire engine
• One (1) attack truck
• One (1) police vehicle
• One (1) passenger car
• One (1) fire utility truck
• Two (2) 18 to 20 passenger school buses
CAPITAL MAINTENANCE AND REPLACEMENT
The Town recognizes that deferred maintenance and not anticipating capital
replacement needs increases future capital costs. Annually, available funds will be
evaluated during the budget process and a percentage of each operating fund’s
budget will be recommended to the Council for transfer. Upon approval by the
Council, the recommended amount will be transferred to the appropriate funds
(General or Utility Maintenance Replacement Fund) for major maintenance/
replacement of street, building roof, flooring, air conditioning, equipment, etc.
A. The Town of Westlake owns, operates, and maintains a number of vehicles.
To provide a fiscally responsible vehicle and equipment replacement policy
that enables the Town to maximize vehicle and equipment utilization, while
maintaining the Town’s desired public image and high quality program of
services for our residents. Therefore, the Town of Westlake will maintain a
Vehicle and Equipment Replacement and Depreciation Schedule; said
schedule will be maintained by the Finance Department.
Vehicle and equipment replacement criteria will be developed according to
each items anticipated useful service life. Typically, this is based upon the
type or “category” of the vehicle/equipment and its usage. Each item will be
surveyed annually and assigned a score based upon the Point Range and
Guideline document. A vehicle will be replaced according to the established
criteria unless the Department Head(s) and the Town Manager’s office
determine that: 1) mechanical failure or vehicle damage warrants earlier
replacement, or 2) the vehicle is still serviceable and may serve additional
years beyond its original anticipated service life.
Funding for vehicle/equipment replacement should be incrementally allocated
from department operating funds to a restricted Capital Maintenance and
Replacement Fund, subject to funding availability on an annual basis. Future
vehicle/equipment replacements should be funded from this restricted fund,
which receives accumulated operating fund transfers based upon the Vehicle
and Equipment Depreciation Schedule.
Funding will consist of an annual set-aside based upon a straight-line
depreciation for each vehicle over the course of its useful life and budgeted
as part of the annual budget development process.
Depreciation fees should commence the same fiscal year of each new and
replacement vehicle/equipment purchase. Likewise, depreciation expenses
should be expensed from the respective department operating budget and
deposited into the Capital Maintenance and Replacement Fund. Depreciation
expenses shall continue through the service life of the new vehicle/equipment
and shall cease upon retirement of said vehicle/equipment.
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Vehicle and Equipment Replacement and Depreciation Guidelines
Purpose: To provide a fiscally responsible vehicle and equipment replacement and
depreciation policy, which will enable the Town of Westlake to maximize asset utilization
while maintaining a positive public image and being fiscally responsible in our budgeting and
fleet replacement programs.
Policy: Replacement criteria for Town-owned vehicles and equipment will depend primarily
on a point system, which is based upon the following factors:
• Age
• Miles/Hour Usage
• Type of Service
• Reliability
• Maintenance and Repair Costs (not to include incident repairs)
• Condition
Point Range Chart Note: The Town may decide to retain a vehicle beyond the stated criteria
after an evaluation of anticipated usage, repairs and operating costs. Each Town vehicle and
small equipment have been placed in a specific category (as listed below) in order to allow
for uniformity in our replacement standards.
Category "A"
This category consists of the one (1) 18-passenger and one (1) 20-passenger school bus.
The life span for school bus is 10 years. The Fire Department which includes engines,
ladder truck, ambulances, and attack truck which are used primarily as a front-line
response vehicle. The front-line life-span of the Engine is 15 years and has a reserve life-
span for additional five years. The ambulance front-line life-span is seven years and has a
reserve vehicle life-span for additional seven. The Town currently has one (1) Engine, one
(1) Attack Truck and two (2) Ambulances.
Category "B"
This category consists of Maintenances and Public Works vehicles which are used to serve
the public on a day-to-day basis and pull trailers. Due to the heavy use, these vehicles may
be scheduled for replacement at 100,000 miles provided the maintenance cost is
considerably higher than vehicles of the same type. The Town currently has two (2) Public
Works trucks.
Category "C"
This category consists of all other cars and pickups, which include administration pool car,
building inspection truck, warrant officer public safety vehicle. These vehicles are generally
assigned to a designated staff member and should not be replaced earlier than 100,000
miles provided the maintenance cost is considerably higher than vehicles of the same type.
Category "D"
This category consists of other off-road equipment (mule and mowers) that are used to
serve the public on an "as needed" basis. Replacement of this category may be made
after 2,500 operating hours, or provided the maintenance cost is considerably higher than
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equipment of the same type. The Town currently has one (1) Kawasaki utility vehicle and (1)
mower.
Category "E"
This category consists of light equipment (weed-eaters, chain saw and pumps, generators,
trailers, and other small hand-operated equipment) which are used to serve the public on an
"as needed" basis. Replacements in this category may be made after the total maintenance
cost exceeds the original purchase price of a particular piece of equipment. The cost of
upgrading a piece of equipment will be the responsibility of the operating division. The Town
currently has one weed-trimmer, chain saw, blower, small generator and a trailer.
Guide for Early Replacement of Town-Owned Vehicles
Early Replacement
The consideration of early replacement of a vehicle often arises when major expenditures
are necessary to restore it to a safe operating condition (e.g., major component failure or
incident damage). The economic effect of such repairs cannot be avoided because the
cost to the Town is normally about the same whether the vehicle is sold in un-repaired
condition or restored to repaired condition.
However, replacement prior to the normal criteria for vehicles will result in an acceleration of all
future replacement cost cycles required to satisfy a continuing vehicle need. This
acceleration of cost cycles causes a sizable increase in the total present value cost of all
fixture cycles and should be avoided whenever possible. Major vehicle repairs should always
be made, with two exceptions:
1. Major expenditures for repair should not be made when the cost of the repair plus
the vehicle salvage in un-repaired condition exceeds its wholesale value in repaired
condition.
2. Major deferrable expenditures should not be made when a vehicle is in the final six
months of its retention cycle. During this period the penalty for early replacement is
small and, therefore, the vehicle should be replaced rather than repaired.
Depreciation Formula
Current acquisition price of each vehicle divided by the utilization cycle mileage or total
maintenance cost) will provide the yearly depreciation allowance.
EXAMPLE A – Vehicles
Mileage: $30,000.00 vehicle divided by the target replacement cycle of 100,000 miles
will give you a depreciation cost of $.30 per mile.
$0.30 times the number of miles (20,000) the vehicle was driven the previous year
will give you the yearly depreciation amount $6,000.00.
EXAMPLE B – Small Equipment
Maintenance Cost: depreciate the original purchase price by 15% per year, for power
hand tools, trailers, etc. Replace the item only when the maintenance cost reaches the
original purchase price.
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Point Ranges for Replacement Consideration
Point Scale Condition Description
20 points and under Excellent Do not replace
21 to 25 points Very Good Re-evaluate for the following year's budget
26 to 31 points Fair Qualifies for replacement if M/R cost exceed
60%
of cost
32 to 37 points Poor Replacement if budget allows
Above 38 points Failed Needs priority replacement
Point range and guidelines for Category "B" and “C”
Factor Points Description
Age Usage
Type of
Service
1 Each 10,000 miles of usage
1 Standard sedans, SUV’s and pickups
2 Each year of chronological age
3 Any vehicle that pulls trailer, hauls heavy loads and continued
off-road usage
4 Any vehicle involved in ice or snow removal or road treatment
Reliability
Preventive
Maintenance
Work Not
Included
1 In shop one time within three month time period, no major
breakdowns/road side assistance call with 3 month period
2 In shop one time within three month time period, 1 breakdown/
road side assistance call within 3 month period
3 In shop more than once within 3 month time period, 1 or more
breakdown/road side assistance call within same period
4 In shop more than twice within one month time period, 1 or more
breakdowns/road side assistance call in same time period
5 Two or more breakdowns within one month time period
M&R Cost
Incident
Repair Not
Include
1 Maintenance cost are less than or equal to 20% of replacement
2 Maintenance cost are 21-40% of replacement cost
3 Maintenance cost are 41-60% of replacement cost
4 Maintenance cost are 61-80% of replacement cost
5 Maintenance cost are greater than or equal to 81% of
replacement cost
Condition 1 No visual damage or rust
2 Minor imperfections in body and paint, interior fair (no rips, tears,
burn)
3 Noticeable imperfections in body and paint surface, minor rust,
minor damage for add-on equipment, won interior (one or more
rips, tears, burns).
4 Poor paint and body condition, rust (holes), interior (rips, tears,
burns, cracked dash) and major damage for add-on equipment
5 Previous accident damage, poor paint and body condition, rust
(holes), interior (rips, tears, burns, cracked dash) and major
damage for add-on equipment
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Point
Ranges
Condition Description
0-20 Excellent Do not replace
21-25 Very Good Re-evaluate for next year’ budget (5 year forecast)
26-31 Good Qualifies for replacement this year if M/R cost exceed 60% of
cost
32-37 Fair Qualities for replacement this if budget allows
38+ Poor Needs priority
Below are two example on how the point range and guidelines for Category "B" and
“C” would work with current town vehicles.
Example: Town pool car
Year -1999 - was given to the Town in 2004 26 points
Type - Crown Victoria passenger car 1 point
Mileage - 64,000 6 points
Maintenance cost - Need driver side window motor repaired $500, 2 points
Condition - Poor paint and body condition, hail damage,
rust spots, small dents, interior - rips, tears,
stains, cracking on seat covers 5 points
Total points 38
Staff recommendation = Replacement this year
Example: Building Official Truck
Year 2005 - purchased new 14 points
Type - Silverado F150 extended cab truck 1 point
Mileage - 35,000 3 points
Maintenance cost - low 1 point
Condition – Very good exterior and interior condition 1 point
Total points 20
Staff recommendation = Include the replacement cost in the five year forecast
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estlake Town Council
TYPE OF ACTION
Workshop - Discussion Item
Westlake Town Council Meeting
Monday, October 22, 2012
TOPIC: Discuss Town of Westlake’s Legislative Agenda for the Upcoming 83rd
State Legislature
STAFF CONTACT: Tom Brymer, Town Manager
DECISION POINTS
Start Date Completion Date
Timeframe: November 12, 2012 June 1, 2013
Funding: Amount- N/A at this time, although funding may be needed to fund an on-site
lobbyist for this upcoming legislative session. Status- Not Funded Source- Multiple
Sources - see comments below
If it is determined we need lobbyist assistance in the upcoming State legislative session (which
we have done in the past), we will need to obtain a quote and bring that back to the Town
Council for its consideration prior to the start of the session.
Decision Alignment
VVM Perspective Desired Outcome
Exemplary
Governance Customer Focus CF.Promote Best Practice Policy
Governance
Strategic Issue Outcome
Strategy Staff Action
Fiscal Stewardship &
Organizational
Effectiveness
N/A N/A
Strategy Map or VVM Connection
Strategic Issue Connection
Page 2 of 2
EXECUTIVE SUMMARY
The 83rd State Legislature convenes this coming January. Staff wishes to discuss the formulation
with the Town Council at the workshop, of a legislative agenda for the Town regarding this
upcoming legislative session.
ORGANIZATIONAL HISTORY/RECOMMENDATION
To be presented at the workshop.
ATTACHMENTS
None
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: Michael Eaton vs. Town of Westlake
c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public
officer or employee: Town Manager
Town of Westlake
Workshop Item # 5 –
Executive Session
Town of Westlake
Item # 6 – Reconvene
Workshop
TAKE ANY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
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: Michael Eaton vs. Town of Westlake
c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public
officer or employee: Town Manager
Town of Westlake
Workshop Item # 7 –
Take any Action, if
necessary
COUNCIL RECAP / STAFF DIRECTION
Town of Westlake
Workshop Item #8 -
Council Recap /
Staff Direction
Town of Westlake
Item # 9 –
Workshop
Adjournment
Back up material has not
been provided for this item.
CITIZEN PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to
address the Council on any matter whether or not it is posted on the agenda. The Council
cannot by law take action nor have any discussion or deliberations on any presentation made to
the Council at this time concerning an item not listed on the agenda. The Council will receive
the information, ask staff to review the matter, or an item may be noticed on a future agenda
for deliberation or action.
Presentation of the (TEDC) award regarding Community Economic Development –
Category 5,000 or less in population.
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 September 24,
2012.
b. Consider approval of Resolution 12-32, authorizing the Town Manager
to execute a contract with Municipal Code Corporation (MCCi) for
Laserfiche Management Software Services.
c. Consider approval of Resolution 12-33, increasing the WAF board
member terms from two (2) years to three (3) years.
d. Consider approval of Ordinance 688, providing an enforcement
mechanism for parking regulations on the Westlake Academy Campus.
Town of Westlake
Item # 3 - Consent
Agenda Items
Town Council Minutes
09/24/12
Page 1 of 7
MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
TOWN COUNCIL MEETING
September 24, 2012
PRESENT: Mayor Laura Wheat and Council Members, Clif Cox, David Levitan, Carol
Langdon, and Rick Rennhack. Michael Barrett arrived at 5:29
ABSENT:
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, Public Works Director Jarrod Greenwood,
Fire Chief Richard Whitten, Human Resources and Administrative
Services Director Todd Wood, and Management Intern Alora
Wachholz, PYP Principal Rod Harding, MYP Principal Clint Calzini
and WA Administrative Coordinator Ben Nibarger.
Workshop Session
1. CALL TO ORDER
Mayor Wheat called the workshop to order at 5:02 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 SEPTEMBER 24,
2012, REGULAR MEETING.
Mayor Wheat asked to discuss how TxDot determines the proposed speed along FM1938.
Town Council Minutes
09/24/12
Page 2 of 7
Public Works Director Greenwood stated that TxDot will conduct a speed study shortly
after the completion of the project.
4. REPORTS
a. Glenwyck Farms HOA pond dredging report.
b. Report on results of the Town of Westlake 2012-2013 Salary Survey.
5. DISCUSSION ITEMS
a. Presentation and discussion regarding Stagecoach Hills subdivision pavement
analysis.
Public Works Director Greenwood provided an overview of the report as
presented which confirming that the extreme weather conditions this year
caused cracking below the subgrade and the new asphalt.
Town Engineer Mr. Jeff Williams and Mr. Tom Baker, Geotechnical Engineer –
Landtec Engineers, L.L.C, provided an overview of the repair options as outlined
in the paving assessment report. Landtec Engineers will continue to monitor the
cracks prior to any repairs.
Discussion ensued regarding the responsibility and cost of necessary repairs.
Town Engineer Williams reassured the Council that the cracking of the streets do
not constitute a total pavement loss of the project.
b. Presentation and discussion regarding SIGS Outcome Strategy 1.3 – FM 1938
completion.
Director of Public Works Greenwood provided a presentation and overview of the
project including the projected streetscape schedule.
c. Presentation and discussion regarding SIGS Outcome Strategy 10 –
Environmental Preservation and Resource Conservation.
Director of Public Works Greenwood and Facilities and Recreation Director Meyer
provided a presentation and overview the Town’s current efforts and potential
opportunities regarding environmental preservation and resource conservation.
d. Discussion regarding department evaluation of Emergency Management training.
Town Council Minutes
09/24/12
Page 3 of 7
Chief Whiten provided an overview of the training required by the municipal and
academy employees.
e. Discussion of:
- Proposed Westlake Academy Facility Plan.
- Five (5) Year Capital Improvement Plan to Include Review of Three (3)
Specific New Currently/Unapproved/Unfunded Westlake Academy Capital
Projects Proposed as Phase 1 of a Campus Building Improvement
Program, as well as Review of the Operating Cost Pro-Forma, Project
Timing, Site Plan, and Cost Estimates for Same.
- Review of Town Council/Board of Trustees Financial Policy Pertaining to
Debt Issuance and Debt Instruments.
Facility Planner Mr. Michael Bennett provided an overview of the proposed facility
plan created considering the number of students and construction phases of the
expansion.
Discussion ensued regarding the draft facility plan as presented, classroom size,
number of students per grade, the number of sections per grade, and the
continued use of portables.
Town Manager Brymer provided an overview of the 5 year forecast as presented
in the budget document, the phase one development schedule and
recommended, if adopted, that if the Council adopt the plan by resolution.
6. COUNCIL RECAP / STAFF DIRECTION
7. ADJOURNMENT
There being no further business before the Council, Mayor Wheat adjourned the workshop at
6:49 p.m.
Regular Session
1. CALL TO ORDER
Mayor Wheat called the meeting to order at 7:11 p.m.
2. CITIZEN PRESENTATIONS AND RECOGNITIONS:
Proclamation: Westlake Historical Marker Dedication Day on Saturday, September 29,
2012, for the Shockey-Huffman Homestead.
Town Council Minutes
09/24/12
Page 4 of 7
Mike Mauler, 1855 Broken Bend Drive, Westlake, opposed the proposal of the Town
funding an additional $8.5 million for the Westlake Academy expansion.
Mayor Wheat presented Management Intern Wachholz with the GrapeFest award for best
costume that she received during the Grape Stomp.
3. CONSENT AGENDA:
a. Consider approval of the minutes from the meeting held on August 27, 2012.
b. Consider approval of Resolution 12-31, Appointing two members to the
Westlake Academy Foundation Board.
c. Consider approval of Ordinance 685, Amending Ordinance 682 and Section 90-
79(3) to Establish a Speed Zone of 40 miles per hour on FM 1938 between the
Town boundary and State Highway 114.
MOTION: Council Member Langdon made a motion to approve the consent
agenda. Council Member Levitan seconded the motion. The
motion carried by a vote of 5-0.
4. CONDUCT A PUBLIC HEARING AND CONSIDERATION OF ORDINANCE686,
REVISING THE BUDGET FOR THE 2011-2012 FISCAL YEAR; ADOPTING THE
BUDGET FOR THE TOWN OF WESTLAKE, TEXAS FOR THE FISCAL YEAR
BEGINNING OCTOBER 1, 2012 AND ENDING SEPTEMBER 30, 2013
INCLUDING INVESTMENT POLICY, FISCAL AND BUDGETARY POLICIES,
COMMITTED AND ASSIGNED FUND BALANCES; PROVIDING AUTHORIZATION
TO THE TOWN MANGER TO APPROVE APPROPRIATED FUNDS UP TO $25,000.
Mayor Wheat opened the Public Hearing.
No one addressed the Council.
MOTION: Council Member Cox made a motion to approve Ordinance 686.
Council Member Barrett seconded the motion. The motion carried
by a vote of 5-0.
5. CONSIDERATION AND DISCUSSION OF ORDINANCE 687, LEVYING TAXES TO
BE ASSESSED ON ALL TAXABLE PROPERTIES WITHIN THE TOWN LIMITS OF
THE TOWN OF WESTLAKE FOR THE TAX YEAR 2012 (FISCAL YEAR 2012-
2013).
MOTION: Council Member Levitan made a motion to approve Ordinance
687. Council Member Cox seconded the motion. The motion
carried by a vote of 5-0.
Town Council Minutes
09/24/12
Page 5 of 7
Town Council Minutes
09/24/12
Page 6 of 7
6. EXECUTIVE SESSION
The Council convened into executive session at 7:22 p.m.
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087: 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: Michael Eaton vs. Town of Westlake
7. RECONVENE MEETING
Mayor Wheat reconvened the meeting at 8:51 p.m.
8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
9. FUTURE AGENDA ITEMS:
- None
10. STRATEGIC ISSUES CALENDAR
11. COUNCIL CALENDAR
Town Council Minutes
09/24/12
Page 7 of 7
12. 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 5-0.
Mayor Wheat adjourned the meeting at 8:52 p.m.
APPROVED BY THE TOWN COUNCIL ON OCTOBER 22, 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, October 22, 2012
TOPIC: Consider approval of Resolution authorizing the Town Manager to
execute a contract with Municipal Code Corporation (MCCi) for
Laserfiche Management Software Services.
STAFF CONTACT: Kelly Edwards, Town Secretary
DECISION POINTS
Start Date Completion Date
Timeframe: October 22, 2012 February 15, 2013
Effective immediately if approved.
Funding: Amount- $52,470.61 Status- Funded Source- Multiple Sources - see
comments below
Allocation from General, Visitors Association, and Utility funds based on usage.
Decision Alignment
VVM Perspective Desired Outcome
Exemplary
Governance
Operational
Processes
OP.Develop an Integrated
Information System
Strategic Issue Outcome
Strategy Staff Action
N/A N/A N/A
Strategy Map or VVM Connection
Strategic Issue Connection
Page 2 of 2
EXECUTIVE SUMMARY
In a “green” effort and to reduce the Town’s record storage footprint and storage cost, we are
recommending the purchase of Laserfiche from Municipal Code Corporation (MCCi).
Laserfiche will provide staff an electronic records storage system which also includes a records
management module that is fully compliant with the Texas State Library of Archives records
retention requirements.
Currently municipal records are stored in multiple locations within Town Hall and at two (2) off-
site storage facilities. The installation of this software will improve the Town’s current records
management process, decrease storage, ensure retention and archival processes, provide disaster
recovery, reduce destruction costs, and will improve the efficiency of records retrieval for
employees and public request for information.
Over the last several months, Town employees have met with MCCi to discuss the capabilities of
Laserfiche and how it can improve the municipal staff’s current records management process.
This integration with current accounting and court software will improve record retrieval and
will provide staff one repository to search for documents. Laserfiche also contains a records
management module which has been approved by the Texas State Library and Archives
Commission ensuring that a municipality will meet the records retention requirements outlined
by the State to become a semi paperless entity.
As noted in the Resolution the Town is in compliance with the procurement procedures and
receiving the best pricing using the State of Texas Department of Information Resources (“DIR”)
pricing through DIR Contract No. DIR-SDD-980.
ORGANIZATIONAL HISTORY/RECOMMENDATION
Authorize the Town Manager to enter into a contract with MCCi for the Laserfiche software
ATTACHMENTS
Resolution 12-32 and Contract
Resolution 12-32
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 12-32
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT
WITH MUNICIPAL CODE CORPORATION (MCCi) FOR LASERFICHE
MANAGEMENT SOFTWARE SERVICES AND RECORDS MANAGEMENT
MODULE.
WHEREAS, the Town of Westlake desires to manage municipal records in efficient
manner; and
WHEREAS, the installation of this software will improve the Town’s current records
management process, decrease storage, ensure retention and archival process, reduce destruction
costs and will improve the efficiency of records retrieval for the general public; and
WHEREAS, the Town of Westlake is in compliance with procurement procedures and
receiving the best pricing using the State of Texas Department of Information Resources (“DIR”)
pricing through DIR Contract No. DIR-SDD-980; and
WHEREAS, the Town Council finds that the passage of this Resolution is in the best
interest of the public.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: That all matters stated in the Recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: The Town Council of the Town of Westlake hereby approves the contract
with Municipal Code Corporation (MCCi) in the amount of $52,470.61, for the Laserfiche
software services including the Record Management module, attached as Exhibit “A”, and
further authorizes the Town Manager to execute the agreement on behalf of the Town of
Westlake, Texas.
SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 12-32
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 22nd DAY OF OCTOBER 2012.
ATTEST: _____________________________
Laura L. Wheat, Mayor
____________________________ ______________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
1 |
Municipal Code Corporation
CORPORATE OFFICE
Sales Department
PO Box 2235 ● Tallahassee, Florida 32316
(800) 342-2633 ● FAX (850) 701-0715
October 1, 2012
Ms. Kelly Edwards
Town Secretary
3 Village Circle Ste. 207
Westlake, TX 76262
Dear Ms. Edwards:
I enjoyed speaking with you recently regarding the Laserfiche software and services. Pursuant to our
discussion we are pleased to enclose our Professional Services Proposal. While reviewing the proposal please
keep in mind the following advantages of being a MCCi customer:
Leading Provider –For the past four years, MCCi was ranked as the #1 Laserfiche VAR in the United
States.
Professional Certifications –MCCi’s staff is well-trained and holds multiple certifications in security,
HIPPA, Laserfiche Certified Professionals,and CDIA+ to give you the peace of mind that we are simply the
best at what we do.
Government Focus-MCCi was created by Municipal Code Corporation to focus on innovative
technologies for Government. MCCi provides Laserfiche software and services to more than 350
government entities including Cities, Counties, State Agencies, Special Districts, and more.
Specialization in Enterprise Solutions-Our Project Managers provide implementation and training
services to help make your solution an Enterprise-wide deployment. We work with you on your initial
project plan knowing that one day Laserfiche will be used across the entire organization. This
methodology helps you plan to meet this goal in your time frame whether it be an immediate objective
or part of a multi-year plan.
Superior support-MCCi utilizes a multi-layered support team geared towards offering each client
multiple contacts to enhance the usage of every product implemented.We offer support through our
help desk, email, and toll free number, and also have an online support center that gives end users
access to training manuals, “how to” checklists, training videos, a knowledge base, and software updates.
The right resources at the right time-Whether it is integration, scanning and indexing services, an
electronic forms solution, etc., MCCi has additional solutions that are complimentary to Laserfiche, while
allowing you to work through one vendor for best of breed solutions.
If you have any questions concerning our proposal or desire additional information, please do not hesitate to
contact me on our toll-free number. We appreciate your interest and hope that we will have the pleasure of
working with you and serving the City of Westlake.
Sincerely,
Russell Haddock
Senior Account Executive
RUSSELL HADDOCK
Senior Account Executive (TX, LA, OK, MO, CO, NM, and KS)
7940 Park Ridge Drive Fort Worth, TX 76137
(817) 788-1102 ●rhaddock@mccinnovations.com
2 |
Executive Summary
Laserfiche has been a resource for over 21,000 organizations since 1987. Laserfiche creates elegant
document management solutions that help organizations run smarter.Their dedication to customer-
driven innovations has built a suite of products and services that address organization-wide business
problems from executive, records management,and information technology and end-user perspectives.
Laserfiche is a unified solution that manages all your organization’s documents and records, regardless
of location or media. Laserfiche strikes a balance between security and accessibility, protecting
information while providing efficient access to keep staff working at maximum productivity. Please keep
in mind the following competitive advantages of Laserfiche:
Digital Archiving-Digital archiving is the storage of paper and electronic documents in accessible
electronic media with long-term preservation capability. It is cost effective because it saves physical
storage space and it cuts media maintenance costs. Original documents can be stored off-site or
destroyed as necessary. This simplifies the disaster recovery process by allowing you to backup
documents on digital media and store them off-site.
Business Process Automation –Laserfiche’s Workflow functionality utilizes the Microsoft Windows
Workflow Foundation and allows for automating approval processes, document routing, providing
additional integration options, and much more.
Records Management –Laserfiche’s Records Management Edition meets the Department of
Defense (DoD) standards, and augments traditional ECM functionality by adding Records
Management tools to manage retention, disposition, vital records, and much more.
Comprehensive Security-Laserfiche Comprehensive Security allows you to control the security of
your documents on many levels. You determine what functions, such as scanning and printing, each
staff member may use. Security features are easy to administer, records managers can administer
most security functions without IT staff assistance.
User Friendly-Laserfiche is very easy to learn and use. It has a folder tree structure similar to
Windows Explorer to make it easy to use. Your office can begin to scan and retrieve documents
almost immediately after installation.
Intelligent Search-Laserfiche lets you search your documents based upon full-text search, index
search, and document and folder name searches. The Laserfiche full-text search unlocks the
contents of your documents; if you need to find a word or phrase within a document, the full -text
search retrieves it immediately. There is no other imaging software that allows you this many
searching possibilities.
Web Access-Laserfiche allows you to publish your documents on the web with our WebLink
software. You decide which documents you want published and WebLink publishes them on the
web without having to use HTML programming. Users can then search the site to find the
information they need using the Intelligent Search feature.
Integration-Laserfiche is able to integrate with current software and hardware on existing systems.
Service-Laserfiche understands the importance of a thorough support service. From technical help
to the latest document imaging news, Laserfiche is dedicated to forming a lasting, complete service
relationship.Should you need technical assistance; a qualified professional will be available to help
you.
3 |
Laserfiche
Avante
STATEMENT OF WORK
Product Description:Qty.Cost DIR-SDD-980 Total
ECM SOFTWARE LICENSING FOR AVANTE ######
Avante Server for SQL Express 1 $1,500.00 $1,409.55 $1,409.55
ImageSign for Laserfiche -Starter
Utilizes Topaz Signature Devices to capture and place
movable/sizable signatures on an image.
1 $3,000.00 $2,819.10 $2,819.10
LF Records Management Module 1 $6,000.00 $5,638.20 $5,638.20
LF Full Named User
Includes Snapshot, Email, and Workflow
14 $500.00 $469.85 $6,577.90
LF Standard Audit Trail, 15% Add On to All Named
Users
14 $75.00 $70.48 $986.69
Import Agent 1 $1,495.00 $1,404.85 $1,404.85
LF Workflow 1 Included Included
ECM Software Licensing Total ######$18,836.29
18836
BATCH PROCESSING MODULES FOR AVANTE ######
Quickfields is licenses per machine ######
Quickfields 1 $595.00 $559.12 $559.12
Zone OCR and Validation Package
Includes Zone OCR and Pattern Matching
1 $2,795.00 $2,626.46 $2,626.46
Real Time Look Up and Validation Package
Includes Real Time Look Up and Pattern Matching
1 $595.00 $559.12 $559.12
Batch Process Modules Total ######$3,744.70
3744.7
3rd PARTY INTEGRATION TOOLS 2,500
DataNow Affinity Integration (11 to 25 users)1 $2,500.00 $2,500.00 $2,500.00
Integration Tools Total ######$2,500.00
2500
ANNUAL SOFTWARE SUPPORT -PREMIUM LSAP ######
Avante Server for SQL Express 1 $450.00 $405.00 $405.00
ImageSign for Laserfiche -Starter SAP
Utilizes Topaz Signature Devices to capture and place
movable/sizable signatures on an image.
1 $630.00 $567.00 $567.00
LF Records Management Module 1 $1,800.00 $1,620.00 $1,620.00
LF Full Named User
Includes Snapshot, Email, and Workflow
14 $150.00 $135.00 $1,890.00
LF Standard Audit Trail, 15% Add On to All Named
Users
14 $22.50 $20.25 $283.50
Import Agent 1 $448.00 $403.20 $403.20
4 |
LF Workflow 1 Included Included
Quickfields 1 $180.00 $162.00 $162.00
Zone OCR and Validation Package
Includes Zone OCR and Pattern Matching
1 $838.00 $754.20 $754.20
Real Time Look Up and Validation Package
Includes Real Time Look Up and Pattern Matching
1 $178.00 $160.20 $160.20
DataNow Affinity Integration (11 to 25 users)1 $500.00 $500.00 $500.00
Managed Services for Affinity 1 $562.50 $562.50 $562.50
Managed Services for Laserfiche -Avante Express 1 $1,125.00 $1,125.00 $1,125.00
Training Center 10 -24 Users 1 $1,620.00 $1,620.00 $1,620.00
MCCi Service Level Agreement 1 $1,349.02
Annual Support Total ######$11,401.62
For budgetary purposes, the Client should include $11,401.62 in annual budget for renewal of LSAP,
Managed Services, and the Training Center for the software quoted above.
######
MCCi PROFESSIONAL SERVICES $1.00
Records Management Module Training 2 $2,100.00 $1,932.00 $3,864.00
Basic Onsite Training of software, per day
Workflow training and installation excluded. Travel
expenses included.
2 $2,100.00 $1,932.00 $3,864.00
Affinity Set Up and Configuration, per application 1 $2,500.00 $2,300.00 $2,300.00
Quickfields Session Configuration, per session 1 $500.00 $460.00 $460.00
MCCi Project Management Services 1 $5,500.00
Professional Services Total $1.00 $15,988.00
1
Total Project Cost 1 $52,470.61
PAYMENT &BILLING TERMS
MCCi will invoice fifty percent (50%) of the total contract amount upon receipt of the signed contract.
Balance of total project will be invoiced upon completion of the proposed professional services, but may
be broken up based on completion date of specific services.Sales tax will be included where applicable.
Payment will be due upon receipt of an invoice.
5 |
MCCI STANDARD SERVICES
To determine which services and products are included with your project, please refer to the Statement of Work
above.
MCCi prides itself in providing high quality professional services and support. Providing the most
advanced level of tech support via the web, e-mail and phone, you can rest assured that MCCi will
provide you with profession installation, training and support services. Our clients can rely on us to
provide a continual flow of information through our technical bulletins and newsletters.
MCCI PROJECT MANAGEMENT SERVICES
MCCi Project Managers are CDIA-certified and Laserfiche certified.The CDIA (Certified Document
Imaging Architect) is awarded after a comprehensive and rigorous exam focused on a broad spectrum of
document and records management objectives.There are multiple Laserfiche Certifications and MCCi
focuses on maintaining all of them.MCCi Project Managers administer these services and concentrate
on defining business requirements and the deliverables that follow.The MCCi Project Manager will
work with the client’s point of contact to put together a project plan that cle arly defines the scope of
services of the Project Management services.These services are included to ensure the Client is
prepared for the final project implementation.
Implementation
Client Consultation -The assigned MCCi Project Manager will perform a remote pre-installation solution
development plan including configuration of security rules for the Client prior to installation and
training.This consultation will include a review of current document organization and retrieval practices
to determine desired indexing methods, as well as other basic system set up needs. Once this
information has been gathered and provided to the MCCi project manager, the basic folder structure,
document naming scheme, scheme, and template set-up will be configured prior to onsite training.
Remote Installation and Configuration-Software installation and configuration may occur remotely as
part of the Project Management services to ensure the onsite time purchased is focused on the direct
objective.Please refer to the statement of work to determine if the onsite time will include installation
and configuration.
Remote Training-Project Management services may be utilized for training administrators or users
remotely if not providing onsite training. Please refer to the statement of work to determine the
training model quoted.
6 |
LASERFICHE BASE SOFTWARE TRAINING SERVICES
The client is provided with either instructor-led hands-on training or train-the-trainer training in the
operation of the Laserfiche Software and Plug-ins, and the scope of all training services to be performed
is notated in the Statement of Work.These services will be provided onsite or remote, please refer to
the Statement of Work to determine which has been quoted.Below are some sample outlines based on
user-roles and system modules:
System Administration Training
Client and Server Installation Procedure
Users and Groups –Active Directory
Security
Templates
Tags
Document Relationships
Records Management
Volumes
System settings
Back up Procedures
Troubleshooting Procedures
Technical Support Overview
Full User Training
Introduction to Laserfiche
Folders and the Folder Browser
Scanning and Importing
OCR and Full Text Indexing
Document Display
Index Card/Templates
Document Retrieval by Index Fields or Text (Searching)
Annotations
Extracting a Document from Laserfiche
Briefcasing and Migrating Documents
Customize Laserfiche
Volumes
Security
Advanced Features –Plug-ins
7 |
MCCI ADVANCED IMPLEMENTATION SERVICES
*The following services listed have been included in your Statement of Work based on the recommendation of your
Account Executive. Please consult with them for any questions.
RECORDS MANAGEMENT MODULE TRAINING
* Please note that client should have full knowledge of internal records management policies and have
prior experience in records management.This training will be quoted for clients with the Records
Management functionality of Laserfiche. Please refer to your Statement of Work to determine if this is
included.
Record Series
Record Folders
Document Links
Versioning
Security Tags
Vital records
Cutoff criteria
Cutoff eligibility
Retention Period
Disposition Actions
Hold Period
Time Dispositions
Event Dispositions
Interim Transfers
Final Disposition
Destruction
Permanent Records
Accession
Freezing
Admin Console Setup for Records Management
Cycle Definitions Setup
Locations Setup
Retention Schedules Setup
Cutoff Instructions Setup
8 |
AFFINITY INTEGRATION CONFIGURATION &TRAINING
Includes:
-Configuration of integration for up to one department within one application
-“Train the trainer” to empower the client to configure other integrations
-All services are conducted remotely, unless an MCCi representative is onsite for othe r
implementation needs and onsite time permits
Client Deliverables
Application to be integrated with must meet Affinity requirements
o http://www.affinityintegrations.com/requirements.aspx
Testing –A test copy of Affinity is available prior to purchase.Client is responsible for testing to
make sure needs are met prior to purchase
Assistance in defining the Measurement of Success (MOS)
IT resources -Appointment of Affinity Administrator
Laserfiche metadata requirements
MCCi Deliverables
Install and integrate DataNow Affinity within current Laserfiche system environment pursuant to
the Affinity requirements
Assistance in configuring integration for up to one department within one applic ation
o At a minimum, if certain data fields cannot be mapped, MCCi will set up Affinity as an image
enablement toolbar
MCCi project manager to assist with defining the MOS
Affinity integration configuration based on defined MOS
Define Laserfiche metadata structure to support the specified integration
Define Laserfiche security to support the integration
Project Management services up until MOS is met
Managed Services for up to 30 days past MOS
Affinity Administrator Training
Measurement of Success (MOS):Based on MCCi’s experience, a pre-requisite for providing and/or
receiving consulting services is to jointly define an attainable MOS. The MOS is intended to address the
desired outcome of the Affinity integration configuration and will be based primarily on the type and
capabilities of the application to be integrated with, along with how related data should be organized in
the Laserfiche system.
SOFTWARE DESCRIPTIONS
9 |
To determine which products are included with your project, please refer to the Statement of Work
LASERFICHE AVANTE
Laserfiche Avante solution is a named user model and starts out with a feature rich system that is based
on the number of people who will be using the system.It is designed for small to mid-size organizations
and helps you capture, manage, distribute, and work with information in diverse working environments.
Avante comes with Laserfiche Workflow and allows your organization to move beyond simple document
routing to automate everyday tasks, optimize business processes, and share information with a wide
variety of applications. Avante systems allow you to choose from multiple database platforms and
incrementally expand the system with records management edition and other plug-ins such as Auditing,
Web Access, Digital Signatures, and Batch Processing.The Laserfiche Avante pricing structure makes it
simple and affordable to add new features and functionality to your Laserfiche system as your needs
change.
LASERFICHE RIO
MCCi recommends the Laserfiche RIO solution for Enterprise clients that have a large volume of users,
as well as the need for test environments and multiple servers/repositories. RIO and each RIO license
comes coupled with Workflow, Web Access,Mobile Access,Snapshot, Email,Digital Signatures,and
Advanced Audit Trail. This licensing structure makes it much easier on IT administration, especially
when dealing with a large user base. In addition, RIO supports an unlimited number of application
servers, as well as repositories, making it well suited for expansion and testing needs. RIO can connect
either to MSSQL or Oracle for the backend database, and of course many of the same optional
Laserfiche modules such as the Records Management, Batch Processing and Weblink Public Portal
licenses are available with RIO.
Feature Avante Rio Comments
Database
Options
SQL Express, SQL,
Oracle SQL, Oracle
Retrieval
Concurrent
Users
Public Portal (Weblink)Public Portal (Weblink)
Full Named
Users Unlimited 25 -Unlimited
Includes Workflow, Email and Snapshot for
Avante; Includes Workflow, Email, Snapshot,
Web Access and Advanced Audit Trail for Rio.
Retrieval
Named Users n/a 200 -Unlimited Includes Email capability. Minimum of 200 must
be purchased.
Application
Servers 1 Unlimited
User License
Model Named Named
Repositories 1 Up 15 per Application
Server
Avante: Up to 14 additional (for a total of 15)
Repositories can be added at an additional cost.
RIO: Each Application Server can have up to 15
Repositories attached. RIO allows for an
unlimited number of Application Servers.
SOFTWARE DESCRIPTIONS
10 |
Workflow Included Included
Snapshot Included Included
Email Included Included
WebAccess
(Thin client
access for
named users)
Add-on option Included
Mobile Access Requires WebAccess Included
Digital
Signatures Add-on option Included
Audit Trail
Add-on option (Options
for Starter, Standard,
Advanced)
Includes Advanced
Audit Trail
Public Portal
(Weblink)
Options
Weblink Public Portal
license package options
(5,10, 25, 50,Unlimited
Single Processor,
Unlimited Dual
Processor, Unlimited
Multi Processor )
Weblink Public Portal
license package
options (50,Unlimited
Single Processor,
Unlimited Dual
Processor, Unlimited
Multi Processor)
Avante Public Portal: The 5 concurrent license
only allows for one security profile to be set.
Unlimited versions are licensed per Laserfiche
application server, and per processor. The
licensed number of processors must be equal
to or greater than the number of processors
(CPUs) on the correlating Laserfiche application
server.Note: Additional copies of the
Unlimited Public Portal are needed if there is a
need to connect the Public Portal to more than
1 Application Server.
Upgrade Path Rio n/a
Laserfiche
Versions Lf 8.1 and later Lf 8.0.1 and later
Web Admin
Console Included Included
LASERFICHE PLUG-INS
Laserfiche Plug-Ins, Utilities, and Tools
MCCi can provide additional Laserfiche Plug-ins Utilities, & Tools software. Laserfiche offers a selection
of modules and development tools designed to let you tailor Laserfiche to meet your needs.Certain
Plug-Ins may be bundled differently based on the Laserfiche platform.Please refer to the pricing
page/statement of work to determine which modules have been proposed.
Capture Modules
Laserfiche ScanConnect™: allows ISIS scanning. A collection of ISIS scanner drivers is included with
Laserfiche ScanConnect. These drivers allow images to be scanned through supported scanners.
ScanConnect 7.x is can be purchased as an add-on to both Laserfiche scanning and Quick Fields.
Laserfiche Snapshot™:Laserfiche Snapshot is included with both Avante and RIO Full Named User
Licenses, and can generate images and text from an electronic file (e.g. a Word document, a web page, a
text editor, etc.). The files generated by Laserfiche Snapshot capture the content of the electronic file at
SOFTWARE DESCRIPTIONS
11 |
the time that it was processed. In other words, they represent an accurate portrayal of an electronic file
at a given point in time. The images and text created from an electronic file are then stored in a
Laserfiche repository. As you can see, Laserfiche Snapshot can be used as a tool to archive a particular
version of an electronic file. Laserfiche Snapshot can process any electronic file that can be opened with
a Windows application that has printing capabilities. This feature is automatically included with every
Full User purchase.
Laserfiche Import Agent: Laserfiche Import Agent is a capture tool that can bring files into a Laserfiche
repository from the Windows file system. Any file that can be stored in Laserfiche can also be imported
via Import Agent. What's more, Import Agent allows for scheduled and selective imports, so that users
can set up specific criteria for what gets imported when.
OCR Scheduler for Laserfiche: MCCi developed this tool. It provides a simple and effective way to mass
OCR documents in Laserfiche.It allows administrators to configure multiple OCR sessions.Sessions are
created based on selecting folders within a specific Laserfiche Repository and scheduling the time to
begin the OCR process.Benefits:
o Efficiency:Clients can schedule the tool to perform the OCR function, rather than tie up
machines during the normal working rhythm.
o Support/Search Content:Leaving the responsibility in users hands to conduct OCR can lead
to incomplete processing.The tool provides assurance that everything in need of OCR is
being addressed without end user interaction.
“QuickFields”(QF)Batch Processing Tools:Quickfields is a suite of Batch Processing utilities created by
Laserfiche.Avante and RIO bundle each of these features differently, which is reflected in the
Statement of Work/Pricing section:
Laserfiche® Quick Fields™ automatically captures useful information from paper and electronic
documents and organizes it for fast retrieval. Quick Fields transforms data capture from a costly and
labor-intensive operation into an efficient process by collecting precise pieces of information from
the masses of unstructured data flowing into your organization. Quick Fields improves the speed
and accuracy of data capture while giving authorized staff instant access to the information they
need to work effectively.
QF Bar Code Validation Package -The Bar Code add-on reads bar codes on a specified page in the
document. The value returned by the bar code process can be used to identify a page, populate a
field, determine the document name, or determine where the document will be stored. Bar Code is
very powerful when combined with Real Time Lookup. Supported barcode formats: Codabar, CODE
39, CODE 128, EAN 8, EAN 13, Interleaved 2 of 5, UPCA, and UPCE.
QF Real-time Look up Validation Package: Lookup populates template fields and validates metadata
by retrieving data stored in third-party databases and other applications.
QF Zone OCR Validation Package: Images that contain clearly printed or typed information can be
converted to text files through a process called OCR (Optical Character Recognition). Once text has
been extracted from an image, it can be sent along with the image to the repository. Once the
document has been imported into the repository, the extracted text will be associated with the
corresponding image in the document. The International Zone OCR add-on will scan a zone on an
image for text. Only text found within the zone will be extracted. The data returned by this process
can be used to identify a page, populate a field, determine the document name, or determine where
the document will be stored. The International Zone OCR add-on can be installed when Quick Fields
is first installed or after it has already been installed.
SOFTWARE DESCRIPTIONS
12 |
QF Forms Alignment: automatically repositions scanned documents to match a master form,
correcting for scanning errors and improving data extraction.
QF Document Classification: designed for clients who deal with multiple forms, and will recognize
and process multiple document types.
QF Auto Stamp/Redaction/Bates Numbering -The Bates stamp option is a document auto-
numbering annotation option
QF Optical Mark Recognition: detects handwritten information, including marks on surveys, tests
and ballots.
QF Agent: enables administrators to schedule forms processing around the clock and run Quick
Fields sessions without operator intervention, reducing labor costs and optimizing business
processes.
QF Forms Identification: automatically recognizes the form or document based on its overall
structure, even in the absence of bar codes, form data or other distinguishing information.
QF Forms Extractor: removes form outlines to isolate data for more accurate capture.
QF Scripting Kit:Offers a script editor, which allows developers to write C# and VB.Net Scripts, and
insert the scripts into a Quickfields Session.
Distribution Modules
Laserfiche Public Portal -WebLink™: The WebLink module publishes select documents in a
Laserfiche repository to an intranet or the Internet in read-only form. Documents can be made
available through the Web almost instantly, and users need only an Internet browser in order to
access them. Built on ASP .NET, WebLink can be customized to match the look and feel of an
organization's Internet or intranet site.
Laserfiche WebAccess:Laserfiche Web Access is a Web browser-based thin client offering virtually
all of the document management capabilities of the standard Laserfiche interface. Web Access
allows your IT staff to roll out high-volume Laserfiche access without increasing your organization’s
application support burden. Authorized users organization-wide enjoy simultaneous access to
documents, whether they are using the corporate intranet or logging in from a branch office.
Laserfiche Mobile Access Options:Laserfiche Web Access is required for any/all mobile access
options.Web Access Light & Laserfiche Mobile are both options for providing mobile access to your
Laserfiche solution:
Web Access Light:Designed for Blackberry, Chrome, Opera and Safari mobile browsers,
offers a lightweight Web interface for popular mobile devices, enabling users to search
and retrieve documents, as well as approve documents and participate in workflow
automation processes, while away from their desktop computers.
Laserfiche Mobile:The Laserfiche Mobile iPhone app takes advantage of the iPhone’s
touch screen, gesture recognition and high resolution interface to provide users with an
immersive experience. Features include:
Create and upload new content with the iPhone camera.
Automatically crop,straighten and enhance captured information, with full text
recognition.
Copy, move, rename, download, e-mail, print or delete content.
Browse for documents in a folder structure or search the entire repository
SOFTWARE DESCRIPTIONS
13 |
Participate in workflow automation processes by accessing metadata fields.
Laserfiche iPad app-to be released soon
Laserfiche Plus™ Laserfiche Plus allows the information stored in a Laserfiche repository to be
portable. Laserfiche documents published by Laserfiche Plus can be viewed by anybody, regardless
of whether they have Laserfiche installed. If these portable Laserfiche documents are sent to a
company or site that already has Laserfiche installed, then that organization can also choose to
attach those documents to their repository. This softw are prepares a copy of the Laserfiche files
(images, text, electronic files, annotations, templates and field data) for burning directly to your
removable media or to a temporary directory. Choosing to publish to a temporary directory allows
you to write it to your removable media at your convenience.
Laserfiche E-Mail Plug-in™ allows instant electronic document distribution via standard MAPI-
compliant e-mail applications. This feature is automatically included in every Full User and Retrieval
User license purchase.
Workflow Process Automation, Collaboration, and Tracking
Laserfiche Workflow: Efficiency and accountability-enhancing document routing, e-mail notification
and audit trail reporting.
Laserfiche Digital Signatures: Laserfiche allows users to sign briefcases when exporting as well as
documents stored in Laserfiche. These are two separate applications of digital signatures. Signing a
briefcase file embeds the signature in the file along with the certificate associated with the signing
key. The full certificate chain is embedded. This allows users to prove who created the briefcase and
that the briefcase was not tampered with. Digitally signed briefcases may, but do not necessarily
contain digitally signed documents. Digital signatures can be applied to documents stored in
Laserfiche. The digital signatures are stored as metadata and are preserved when exporting a
document in a volume or briefcase (whether or not the briefcase was itself signed).
Users can digitally sign a document in the Laserfiche Client or Web Access to indicate their
approval. Documents can also be countersigned by another user, which indicates approval
of the document and the existing signature. Multiple signatures and countersignatures can
be applied to a single document.
Digital signatures are validated with signing certificates on the server and the repository,
which verifies that a signature on a document is trustworthy. A signature becomes invalid if
the certificate is expired or if a document has been modified since the signature was
applied. Signature certificates are managed through the Laserfiche Administration Console
or Web Administration Console.As a pre-requisite, the organization must have Digital
Certificates set-up on the network, prior to implementing Laserfiche Digital Signatures.
Laserfiche Audit Trail Modules: Three levels of audit reporting to address your specific regulatory
compliance and security needs.
The Starter Edition tracks basic events that occur in the repository and that involve accessing,
modifying or exporting data. Basic events include creating, editing, printing or deleting
documents, creating annotations, and assigning metadata.
The Standard Edition builds on the Starter Edition by tracking additional security-and access-
related events. This edition can also track unsuccessful attempts to perform an action, such as
failed attempts to access or print documents.
The Advanced Edition meets the needs of organizations in the most highly regulated
environments. It includes all the functionality of the other two editions, and also tracks many
more events including password changes, the creation or modification of users and groups, and
SOFTWARE DESCRIPTIONS
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changes to repository-wide settings. It can also track all the searches users perform, require
users to enter reasons for performing certain actions, and automatically add watermarks to
printed documents.
Laserfiche Integration Plug-Ins
LF Integrator’s Toolkit:Provides the tools & documentation necessary for customizing Laserfiche,
and integrating Laserfiche with other applications.
Third Party Integration Plug-Ins:
DataNow Affinity Integration-DataNow Affinity brings the power of Laserfiche
document management to the applications you use most. Document searches can be
reduced to a single click of a button. New documents can be added to your Laserfiche
repository without manually entering template field values, file names, or folder
locations. Affinity truly makes Laserfiche feel like part of your business software
LF Integrator GP –LF Integrator empowers Great Plains users to scan, search and link
supporting documents in Laserfiche document management applications directly from
the Great Plains menu bar. Link the document and workflow management power of
Laserfiche with your current Great Plains implementation.
LF Integrator AutoCAD –LF Integrator for AutoCAD allows you to store AutoCAD
drawing files or associated documents in Laserfiche, including embedded cross
reference files, directly from the AutoCAD menu.Launch Laserfiche scan or search
modules using the drawing file for template or search criteria, or create a Laserfiche
document template using the fields from any AutoCAD drawing title block with a single
click.
GeoDocs: GeoDocs™ is a web-based software that seamlessly integrates ESRI ArcIMS
(soon to be ArcGIS Server) and Laserfiche. Utilizing robust search capabilities, users of
GeoDocs can access digital documents stored in a Laserfiche repository from within the
web-based GIS program and vice versa, access spatial information stored in a GIS from
within the Laserfiche web client.
Electronic Forms
LincDocs (Electronic Forms)-LincWare's LincDoc family of eForm creation and document automation
tools empowers businesses and government organizations to better serve their customers and
constituents, reduce costs and better leverage bottom line critical information. LincDoc data
complies with existing systems through features like network-wide interconnectivity, document
repositories, version control, business-logic driven data entry, Laserfiche interface, database
integration and Word-and PDF-based document authoring.
TECHNICAL SUPPORT
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When you become a client of MCCi, you gain much more than just a new product. You gain a
relationship between our staff and your organization to make your product implementation successful
and the usage of your product an enjoyable experience.In order to make this possible, MCCi offers both
Proactive and Technical Support.
PROACTIVE SUPPORT
MCCi assigns each account with a Regional Account Executive and an internal Account Manager Team.
You will have already worked with your Account Executive in the pre-project phase and they will
continue to support you. Your Account Executive will provide a local presence and contact information
should local meetings be necessary. The Account Executive also assists in pre implementation
processes.
Your Account Manager will assist in managing ongoing support through the life of the product. MCCi
believes in a proactive support methodology and it is the Account Managers’role to insure this ongoing
communication with clients. Your Account Manager will be in touch throughout the year to discuss
optimal system usage and ensure client satisfaction.Items discussed may include, but are not limited
to:
Identify any needs that could easily be addressed with the current system.
Provide resource for question and answer, best practices, how other customers are using the system
with use of documented case studies, Listservs, support center, etc.
Provide continued education for existing and new users within the organization through the use of
webinars, seminars, workshops, users group, and more.
Annual review of current system configuration
Dedicated sales support staff for pricing inquiries and budgetary information
Annual support renewal notification to ensure your renewal process is timely and accurate
Educational Resource Definitions
Case Studies-MCCi works with our clients to put together narrative accounts of specific usages of
MCCi solutions in their organization. Specific departments, document types, integrations, etc. are
noted to allow other users to learn from the information.
MCCi Listserv-MCCi has created a Listserv for specific types of system customers.A Listserv is a
creative use of e-mail, which provides a means for End Users to share information on a common
interest.Members are able to communicate with peers thru a single e-mail.Uses of the Listserv
may include fielding requests about system usage, as well as best practices.
Support Center-This resource is a compilation of white papers, best practices, and information for
system users all in one location. Through the support center, users can also submit and check the
status of their support tickets.
Webinars-MCCi conducts monthly webinars on different topics promoting more efficient system
usage. User webinars are also offered on more specific topics related to products, concepts,
departments, etc.regarding the usage of your system. These are done through the web and are a
convenient way of staying informed on the newest technologies available.
Seminars-MCCi conducts seminars on different topics to help educate new and existing end users
throughout the year. They are usually located at a host site of an existing customer. These can also
be offered at current client’s locations to invite departments to learn more regarding their current
system.
User Groups-MCCi offers annual user groups to keep end users trained on the newest versions and
products. These are geared to both users and administrators of the system.
TECHNICAL SUPPORT
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TECHNICAL SUPPORT
The Laserfiche Software Assurance Plan (LSAP) helps preserve your investment and extend the benefits
of your original purchase by providing you access to the assistance needed to ensure that you maximize
system uptime. You have access to a toll free line to call for technical support or submit tickets online
through our support center. When you subscribe to the LSAP you receive the following benefits:
100% upgrade credit for your existing software (in the event of an upgrade)
Free software updates for your current system
24-hour FTP and website access which includes the MCCi Online Support Center
Technical bulletins and newsletters
TRAINING CENTER
MCCi’s Training Center provides an easy, cost-effective way to provide Laserfiche training to all users in
your organization. An annual subscription allows access to our online course offering of over 200
training videos. The Training Center is home to video categories such as Laserfiche Administration,
Laserfiche Client, Workflow, and Tips & Tricks.All videos use instructor descriptions from Laserfiche
Certified Professionals.The Training Center provides the following benefits:
24/7 access to on-demand Laserfiche training videos and other resources
Reduction in training expenses
Caters to all skill levels from Basic Users to Advanced System Administrators
Unlimited access for your entire organization
User determined schedule and pacing
Reduction in internal support
Increased efficiency through improved internal usage/adoption
Instant/budgeted training available in the case of employee turnover
Enhance your organization’s internal Laserfiche training program
Increased user productivity
MANAGED SERVICES
MCCi Managed Services are strongly encouraged to be included with every support renewal and provide
the client with a discounted hourly rate by purchasing an advanced block of services per year based on
the products purchased.Managed Services can be used for the following professional services:
Additional Training –additional training, via web conferencing, can be conducted to train
new users on the use of the system or as refresher training for existing users.
Additional System Set Up Consultation –MCCi offers additional consultation that includes
recommendations on best practices for adding additional departments, additional types of
document etc. to your current system.
Remote implementation of software updates –While the standard SAP plan covers free
updates for software, implementation of those updates is sometimes overlooked. With the
addition of our Managed Services, MCCi is at your service to directly assist i n implementing
software updates such as minor updates, quick fixes or point releases.Major software
upgrades may or may not be covered and should be discussed with your Account
Management Team.
Annual System Review & Analysis –Upon request, MCCi will access your system to review
and analyze how your organization is using the system, identify discovered potential
problem areas and make recommendations for better use of the system.This analysis is
designed to be implemented 6 months after the initial Software installation, and should be
TECHNICAL SUPPORT
17 |
performed annually after that date. This is an optional service that will be completed only if
requested by the Client.
Remote Access Support –Remote Access Support allows our helpdesk staff to access your
machines remotely to resolve problems faster. The use of Remote Access Support saves you
both time and money by reducing the delays in resolving software issues without costly on-
site visits.
Expiration & Additional Services –MCCi Managed Services is an annual package and will
expire on the same date as your SAP plan.
MCCi does provide continued technical support for all MCCi applications. Technical support is provided
via email or telephone during normal business hours of 8:00 AM to 6:00 PM EST. Clients can designate
several individuals who are to be the technical support contacts. Those individuals may contact MCCi at
any time for technical support. There is no limit on the number of technical support calls that can be
made. Adjustments in annual support rates may be made to coincide with current U.S. inflation rates.
HARDWARE SPECIFICATIONS
18 |
MCCi will provide necessary consultation upon request, as to the compatibility of current hardware with the Laserfiche System.
Changes and recommendations will be made at the time of consultation. See system requirements below. Please keep in mind
that these are the minimum system requirements, and should be considered independently rather than collectively.
Additionally, overhead for virtualization has not been factored in to these requirements.
Scanning Station PC:
OS:Windows 7, Windows Vista, Windows XP Professional (Service Pack 2 or later)
CPU: 2.8 GHz processor or faster
Memory:2 GB RAM or more
Communications: TCP/IP
Web browser: Internet Explorer 6.0 or higher
Client:
OS: Windows 7, Windows Vista,Windows XP Professional (Service Pack 2 or later)
CPU: 1 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz or faster processor
Memory: 1 GB RAM or more, Performing OCR: 2 GB RAM
Communications: TCP/IP
Web browser: Internet Explorer 6.0 or higher
Batch Processing Quick Fields Machine:
OS:Windows 7, Windows Vista, Windows XP Professional (Service Pack 2 or later)
CPU: 2.8 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz or faster processor
Memory:4 GB RAM or more
Communications: TCP/IP
High volume recommendation: Windows 7 x64 with 8 GB RAM, Intel Core 2 Duo Processors 3.33GHz
Laserfiche Application Server:
OS:Windows 2008 R2, Windows Server 2003 (Service Pack 1 or later)
CPU: Quad-Core Processor, 2.5 GHz Processor or better
Memory:2-4 GB RAM
Communications: TCP/IP
Image/File Server Storage:
Typical usage factoring is 18,000 black/white standard size images per GB. Clients typically use a Network Attached Storage
(NAS), Storage Area Network (SAN), or a Local Storage Device.
Note: Images and Electronic files are stored separately from the database.
Database Management System:
Avante SQL or Rio SQL: SQL Server 2008 R2 Standard, Microsoft SQL Server 2005 (Service Pack 3 or later), Oracle 9i Rel ease 2
(9.2.0.8+), Oracle 10g (10.2.0.4+), Oracle 11g (11.1.0.6+).
For MSSQL, MCCi recommends storing the MDF and LDF on different drives. Growth of MDF to 10%–15% and Log to 5% to
10% of cumulative Laserfiche Volume size is anticipated.
Avante SQL Express: Microsoft SQL Server 2008 Express Edition
Note: Oracle or Microsoft SQL Server must be purchased separately. You must additionally purchase enough licensing for your
DBMS to support your Laserfiche installation.
Laserfiche Workflow Server:
OS:Windows 2008 R2, Windows Server 2003 (Service Pack 1 or later)
CPU: 4 Core Processor, 2 GHz Processor or better
Memory:4 GB RAM
Communications: TCP/IP
Laserfiche Audit Trail Server:
OS: Windows 2008 R2, Windows Server 2003 (Service Pack 1 or later), I IS 6 or 7
CPU:Dual Core Processor, 2 GHz Processor or better
Memory: 2 GB RAM
Communications: TCP/IP
Local Storage;C:\Drive with 40GB or greater available
Web Module Server(s):
HARDWARE SPECIFICATIONS
19 |
Required if: Installing “Web Access” or “Public Portal –Weblink”:
OS:Windows Server 2008 R2 with IIS 7, Windows Server 2003 with IIS 6
CPU: 2.8 GHz or faster processor
Memory: 1 GB RAM or more
Viewer:Web Browser (minimum versions): Laserfiche Web products operate most efficiently when
using Internet Explorer 9. Other supported browsers are Firefox, Safari and Chrome
Note: Clients are responsible for any additional security protocol setup/associated fees, that are
required to provide internal/external web access. An example would be setting up
“Kerberos” for thin client active directory authentication, or setting up VPN access to allow
Laserfiche’s iPad/iPhone applications to connect through the Web Access server.
Laserfiche Public Portal –Weblink Per Processor (Unlimited)licensing specifics:
The Public Portal License allows unlimited connections per processor, however a large number of connections may affect the
Laserfiche application server performance (one processor can handle roughly 100 to 150 concurrent retrieval connections).The
client must have one Public Portal License for each Laserfiche application server they desire to connect to, and the Public Portal
license must be licensed by the appropriate number of processors, which is required to match or exceed the CPUs/processors
on the Laserfiche application server that the Public Portal will connect to. For example,the client must have a dual-processor
or multiprocessor Public Portal license in order to connect to a Laserfiche Application Server that has two or more processors.
Public Portal View Only Licenses may only be used with WebLink; they are not available for other applications.
OCR Scheduler for Laserfiche
OS: Windows Operation Systems: 32 & 64 bit
Requirements: Laserfiche Version 8 Server (runs as a service), Laserfiche Version 8 Client.
Recommendation: 1 dedicated LF Named User license
Note: Does not support OCR for Electronic Documents
Scanners:
Must use ISIS drivers to be compatible with Laserfiche ScanConnect software. Scanner compatibility should be confirmed by
referencing the most up to date Laserfiche published supported scanner list at:
http://laserfiche.com/static/Resources/scanlist.html.
The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the
date appearing below, unless accepted by the Client.
Submitted by:MCCi,a Limited Liability Company
Date:September 26, 2012
By:_______________________________________________
(Signature)
_______________________________________________
(Printed Name & Title)
Witness:_______________________________________________
(Signature)
Noted Items Accepted by:THE CITY OF WESTLAKE, TX
Date:_____________________________________________
By:______________________________________________
(Signature)
______________________________________________
(Printed Name & Title)
Witness:______________________________________________
(Signature)
______________________________________________
(Printed Name & Title)
MCCi,a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized and existing under the laws of the State of
Florida, hereinafter referred to as MCCi, hereby offers the Laserfiche Software & Services to THE CITY OF WESTLAKE,TX according to the following terms
and conditions.
LASERFICHE SOFTWARE UPGRADE
When software is upgraded, the old copy of the software must be returned and will no longer be a valid copy. Proof of previous purchase is required to
receive upgrade. Upgrade credit applied towards new purchase is 100% of original software purchase price. The difference between the new system
(server, full and retrieval users) price and the old system (server, full and retrieval users) price must be greater than or equal to 10% of the new system
price. Otherwise, a minimum software upgrade adjustment will be applied to comply with the 10% price difference requirement. One year of LSAP must
be purchased for new products when upgrading.LSAP of the original product will not be credited. However, remaining months of LSAP can be applied
towards the new purchase of one year of LSAP for the new products.To receive software credit for prior versions of software, the client must have an
active LSAP (support/maintenance, that has not expired).
SOFTWARE ASSURANCE PACKAGE (SAP)
Software Support is provided by MCCi and the manufacturer. MCCi acts as 1st tier support and works with the manufacturer at a 2nd tier level when
needed.MCCi’s Software Assurance Packages include:Access to software point release updates, Telephone or E-Mail support for software related
issues, 24-hour FTP and web site access, technical bulletins and newsletters.Adjustments in annual support rates may be made to coincide with current
U.S. inflation rates –any increase will not exceed the cumulative increase in the Consumer Price Index (CPI) occurring since the last price increase.Any
updates requiring shipment of software require Client to pay shipping costs.
Customers may contact MCCi support via MCCi’s Online Support Center, email (support@mccinnovations.com), or telephone 866-942-0464.Support is
available Monday-Friday (excluding major holidays) from 8:00 a.m.–6:00 p.m. EDT.
SERVICE LEVEL AGREEMENT (SLA)
MCCi’s SLA is offered in addition to the Software Assurance Package.It is required in some circumstances, and offers the customer escalated response
times depending on the severity of the support issue, as well as extended support hours and many other additional benefits.The SLA documentation is
readily available upon request.
MCCi SOFTWARE CUSTOMIZATIONS
The customer may elect to contract with MCCi to customize the standard software. As standard software is upgraded, any customizations performed will
require support in the form of updating through our Integration Support Assurance Program (ISAP). ISAP must be current to receive updates to the
integration at no additional charge. Otherwise current hourly rates will apply.
Upgrades to existing programs, or the acquisition of new programs from vendors other than MCCi, may have an effect on customizations made to the
software by MCCi. MCCi will not be held responsible if upgrades or changes made by the customer or another vendor or application preclude the
operation of MCCi’s customizations.
CLIENT SOFTWARE CUSTOMIZATIONS
The client may also choose to customize their software internally, without MCCi’s help. MCCi is not responsible for any damages caused by the user’s
customization of the software. MCCi will not be held responsible for correcting any problems that may occur from these customizations. Routine
updates to the software may affect any customizations made by the user. If MCCi’s help is required to correct/update any customizations made by the
client, appropriate charges will apply.
CLIENT INFORMATION TECHNOLOGY ASSISTANCE
In order for MCCi to excel in customer service, the client must provide timely access to technical resources. The client must provide adequate technical
support for all MCCi installation and support services. If the client does not have “in-house” technical support, it is the client’s responsibility to make
available the appropriate Information Technology resources/consultant when needed.
SOFTWARE INSTALLATION
MCCi will install all software outlined herein. If additional software is needed to bring the site up to specifications, customer will be billed accordingly.
SITE PREPARATION
The Client site should be ready for installation according to specifications outlined within the Hardware section listed below. If site is not prepared and
results in cancellation, delays, or rescheduling of an installation after MCCi has made travel arrangements, the client may incur expenses due to
circumstances such as non-refundable airline tickets, training/install charges, hotel reservations, rental cars, etc.
ADDITIONAL SERVICES
As an additional service/product under this contract,MCC and MCCi can provide the following:
Electronic Agenda and Legislative Management (Legistar). MCCi offers Legistar Software and related services which provides electronic automation
and creation of Agendas.
Document Scanning Services (DDi). MCCi offers scanning, indexing and integration of hard copy documents with Laserfiche Software to provide the
Client with the most powerful index retrieval search engine available with the following features: intuitive browse window, index cards, and fuzzy
logic.
Contract Management Software (Contract Assistant). MCCi offers the Contract Assistant Software (developed by Blueridge Software) which is a web
based solution designed to provide control and automation of the contract management process.
Code Supplementation and Codification Services (MuniCode).Municipal Code Corporation offers supplementation of existing Codes, Codification of
Ordinances and Recodification of existing Codes.Our optional services include legal review, republishing, editorial and index work and electronic
options (CD, Internet).
Utility Billing Services (MuniBills). MCCAdvantage offers billing, statement and remittance processing services as an additional benefit under this
agreement.MCCAdvantage, a subsidiary of MCC, can provide the client with design, printing and mailing services for customer billing/statements of
all types.These services also include remittance payment options, software and other billing solutions.
AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS
MCCi agrees to allow any other Government agency to purchase items, at the same terms, conditions and pricing as this contract during the period of
time that this contract is in effect. Minor changes in terms and conditions may be negotiated by MCCi and participating Government agencies.Any
orders issued against this agreement shall be the sole responsibility of the Government agency placing the order.It is understood that the Client shall
incur no financial responsibility in connection with any purchase by another Government agency.
TRAVEL EXPENSES
If the client cancels or reschedules an installation after MCCi has made travel arrangements, travel expenses may be incurred due to circumstances such
as non-refundable airline tickets, hotel reservations, rental cars, etc.
LIMITED LIABILITY
In no event shall MCCi’s total liability to the client exceed the project fees paid to MCCi by the client.
FORCE MAJEURE
Neither party shall be liable for any delay or failure in performance due to causes beyond its reasonable control.
TERMINATION
The services provided in this agreement will be in full force and effect for a period of three (3) years from the date of shipment of the completed product
to the organization.Thereafter, this agreement will be automatically renewed from year to year, provided that either party may alter or cancel the terms
of this agreement upon sixty (60) days' written notice.
Page 1 of 2
estlake Town Council
TYPE OF ACTION
Regular Meeting - Consent
Westlake Town Council Meeting
Monday, October 22, 2012
TOPIC: Consider approval of Resolution increasing the Westlake Academy
Foundation board members terms from two (2) to three (3) years.
STAFF CONTACT: Kelly Edwards, Town Secretary
DECISION POINTS
Start Date Completion Date
Timeframe: October 22, 2012 November 30, 2012
Effective immediately if approved.
Funding: Amount- $0.00 Status- Funded Source- N/A
Decision Alignment
VVM Perspective Desired Outcome
Sense of Place 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
Executive Director Dr. Shelly Myers requested this item. The item was proposed and approve
by the WAF board. Given the learning curve for any new director, the sense is that Year 1 is a
“learning/figuring it out” period, allowing Years 2 & 3 to be more focused, directed and
impactful. As always, directors can resign at any point during their term, so the additional year
would not be a detriment to recruiting new or retaining current directors.
Excerpt from the minutes from September 14, 2013 WAF Board meeting re. extending director
term limits to 3-years (from current 2-years).
• K. Gordon presented an amendment to the Foundation’s Regulations; notable changes
include:
1. Extend each director’s term to three (3) years to provide more continuity and
growth.
2. Establish a “Past President Advisory Council” as a standing committee.
• Z. Jones asked that language regarding use of the Foundation name and logo be added to
the Regulations.
• Motion to approve and recommend documents to Town Council for proposed amendment
bylaws by C. Ryan; second by A. Gallagher. Motion carried.
• Motion to adopt proposed regulations by C. Ryan; second by K. Hansen. Motion
carried.
ORGANIZATIONAL HISTORY/RECOMMENDATION
Approve this resolution increasing the terms for WAF members.
ATTACHMENTS
Resolution 12-33
Resolution 12-33
Page 1 of 2
TOWN OF WESTLAKE
RESOLUTION NO. 12-33
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, INCREASING THE WESTLAKE ACADEMY FOUNDATION BOARD
MEMBER TERMS FROM TWO (2) TO THREE (3) YEAR TERMS.
WHEREAS, the Westlake Academy Foundation Board of Directors met on September
14, 2012, and discussed a proposed amendment to extend the term limits of their board members
from two (2) year terms to three (3) year terms; and
WHEREAS, the Westlake Academy Foundation Board of Directors agreed that the first
year of a director’s term is more of a learning period, allowing the second and third year to be
more focused, directed, and impactful; and
WHEREAS, the Westlake Academy Foundation Board of Directors voted and approved
the term extension amendment, as recorded in the minutes of their September 14, 2012 Board
Meeting and now desire to forward this amendment to the Westlake Town Council for approval;
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: There will be fifteen (15) members who will serve staggered terms as
follows: seven (7) members with terms expiring on odd years and eight (8) members with terms
expiring on even years. Members with terms expiring in June 2013 upon reappointment, if
reappointed, will begin a three (3) year term. After the expiration of the terms as shown below
in Section 3 all appointments and reappointments shall be for three (3) year terms.
SECTION 3: That the Town Council of the Town of Westlake does hereby appoint the
following individuals to serve as members of the Westlake Academy Foundation board for the
term noted below:
Member Term Expires
Ken Gordon June 2013
Zan Jones June 2013
Sean Shope June 2013
Jeff Watson June 2013
Karen Stoltenberg June 2013
Resolution 12-33
Page 2 of 2
Vacant June 2013
Vacant June 2013
Leah Rennhack June 2014
Kelly Cox June 2014
Bill Greenwood June 2014
Charlotte Ryan June 2014
Kevin Hansen June 2014
April Gallagher June 2014
Rebecca Neidrich June 2014
Andy Sedino June 2014
SECTION 4: All appointments and reappoints shall be at the sole discretion of the
Town Council and any member may be removed with or without cause in the sole discretion by
the Tow Council.
SECTION 5: 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.
SECTION 6: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 22ND DAY OF OCTOBER 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, October 22, 2012
TOPIC: Approval of a Town ordinance to implement the parking enforcement program at
Westlake Academy.
STAFF CONTACT: Amanda DeGan, Assistant to the Town Manager
DECISION POINTS
Start Date Completion Date
Timeframe: October 22, 2012 N/A Click here to enter text.
Funding: Amount – N/A Status - Funded
Source - Self-funded
Decision Alignment
VVM Perspective Desired Outcome
Service Excellence 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
On October 1, 2012, the Board of Trustees approved a parking enforcement process where
violators who park illegally on the Academy campus are first issued a warning, then a citation(s)
and ultimately will have their vehicles towed/booted for continued infractions. In order to
enforce the citation issuance section of the process, staff has drafted an ordinance (in conjunction
with our legal counsel) allowing the Westlake Town Marshal to issue parking citations for those
who either park on campus without a permit or who are parked in the wrong space. The
ordinance makes this offense a Class C Misdemeanor which will be adjudicated in the Westlake
Municipal Court office.
Staff will further research the necessary steps to implement the towing/booting section of the
parking enforcement program and will bring a subsequent ordinance to Council at a future
meeting.
ORGANIZATIONAL HISTORY/RECOMMENDATION
Recommended approval of the proposed ordinance.
ATTACHMENTS
Proposed Ordinance 688
Ordinance 688
Page 1 of 3
TOWN OF WESTLAKE
ORDINANCE NO. 688
AN ORDINANCE OF THE TOWN OF WESTLAKE AMENDING THE CODE OF
ORDINANCES CHAPTER 90 TRAFFIC AND VEHICLES, DIVISION 4. PARKING,
AND AMENDING SECTION 90-97 IN ITS ENTIRETY ESTABLISHING MUNICIPAL
REGULATIONS EFFECTING THE PARKING AND OPERATION OF, MOTOR
VEHICLES ON WESTLAKE ACADEMY PROPERTY; PROVIDING A PENALTY;
PROVIDING A CUMULATIVE CLAUSE; PROVIDING A SEVERABILITY CLAUSE;
PROVIDING A SAVINGS CLAUSE; AUTHORIZING PUBLICATION; AND
ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, the town of Westlake, Texas, is a Type A General law town; and
WHEREAS, the Town Council desires to provide safe and equitable access to Westlake
Academy campus and to ensure the safety and security of all students, staff, visitors, parents, and
property located upon or at the Westlake Academy Campus; and
WHEREAS, the Westlake Academy Board of Trustees has, under the authority of Texas
Education Code sec. 37.102, adopted Board Resolution 12-22, on October 1, 2012, providing
Enforcement Guidelines for violation of local parking and traffic regulations and of the Texas
Transportation Code; and
WHEREAS, the Town Council of the Town of Westlake, Texas, is of the opinion that it
is in the best interests of the Town and its citizens that the amendments should be approved and
adopted.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: That all matters stated in the preamble are found to be true and correct and
are incorporated herein as if copied in their entirety.
SECTION 2: That Chapter 90 Traffic and Vehicles, Division 4. Parking, and Amending
Section 90-97 in its entirety, is hereby amended as follows:
Sec. 90-97. - Prohibited parking of certain vehicles.
(a) It shall be unlawful for any person to leave, park or stand a motor vehicle, mobile
home, camper cabin, motor home, recreational vehicle or trailer upon any public
street, alley or other public right-of-way located within the town with a roadway
paving of less than 38 feet in width.
(b) All public and private roadways are considered emergency and public service access
and, as such, must maintain 22 feet of clearance for emergency access and public
service access.
Ordinance 688
Page 2 of 3
(c) Any student parking on the Westlake Academy Campus without a valid permit shall
be in violation of this ordinance. Permit parking regulations are outlined in the
Westlake Student Handbook and may be obtained at the Westlake Academy front
office (administration). Parking Permits are not required for visitors to the Academy,
or for authorized volunteers, who may park in posted visitor parking areas.
(d) Persons (other than students) may not park in permitted lots without a valid permit
affixed to the vehicle.
(e) These prohibitions shall not be applicable to any motor vehicle being lawfully
operated as an emergency vehicle or for emergency purposes, to the operation of any
motor vehicle being used by a utility company for repair purposes, or to any
governmental vehicle being used for necessary governmental purposes.
SECTION 4: That all provisions of the Westlake Code of Ordinances not hereby
amended shall remain in full force and effect.
SECTION 5: That this Ordinance shall be cumulative of all other Town Ordinances and
all other provisions of other Ordinances adopted by the Town which are inconsistent with the
terms or provisions of this Ordinance are hereby repealed.
SECTION 6: That any person, firm or corporation violating the provisions of this
ordinance shall be guilty of a Class “C” misdemeanor, and shall be subject to the same penalty as
provided for in the Code of Ordinances of the Town of Westlake, and upon conviction shall be
punishable by a fine not to exceed the sum of Five Hundred ($500.00) for each offense. Each
day that a violation is permitted to exist shall constitute a separate offense.
SECTION 7: It is hereby declared to be the intention of the Town Council of the Town
of Westlake, Texas, that sections, paragraphs, clauses and phrases of this ordinance are
severable, and if any phrase, clause, sentence, paragraph or section of this ordinance shall be
declared legally invalid or unconstitutional by the valid judgment or decree of any court of
competent jurisdiction, such legal invalidity or unconstitutionality shall not affect any of the
remaining phrases, clauses, sentences, paragraphs or sections of this ordinance since the same
would have been enacted by the Town Council of the Town of Westlake, Texas, without the
incorporation in this ordinance of any such legally invalid or unconstitutional, phrase, sentence,
paragraph or section.
SECTION 8: This ordinance shall take effect immediately from and after its passage as
the law in such case provides.
PASSED AND APPROVED ON THIS 22nd DAY OF OCTOBER 2012.
_____________________________
ATTEST: Laura Wheat, Mayor
Ordinance 688
Page 3 of 3
____________________________ ______________________________
Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
EXECUTIVE SESSION
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087: 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: Michael Eaton vs. Town of Westlake
c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public
officer or employee: Town Manager
Town of Westlake
Item # 4 –
Executive Session
Town of Westlake
Item # 5 – Reconvene
Meeting
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: Michael Eaton vs. Town of Westlake
c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public
officer or employee: Town Manager
Town of Westlake
Item # 6 – Take any
Necessary 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 October - 2012 November – 2012 December - 2012 January – 2013 February - 2013 March - 2013
Capital Investment
• 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)
• Report on Hwy 170 /
NTTA project (pg. 10, SA
4.1)
MOVED FROM NOVEMBER
• Feasibility study for
water/sewer impact
fees –Tentative (pg. 10,
SA 3.1)
Fiscal Stewardship &
Organizational
Effectiveness
• 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
• Review land use plan
relative to future
growth and financial
sustainability (SA 9.B.2)
• Draft master plans
according to
approved Comp plan
(SA 9.C.1)
• Review/change
existing ordinances
w/Comp plan (SA 9.D.1)
Public Safety and
Emergency
Preparedness
• Review
Town/Academy
SOP’s and
emergency plans to
maintain readiness
(pg. 13, SA 12.2)
• Report on Police
Services Contract (pg.
SA 11.1)
Updated 10/16/12
COUNCIL CALENDAR
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; Activities from 5:00-11:00 pm; 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
o Texas Municipal League 100th Annual Conference
November 13-16, 2012; at the Gaylord in Grapevine
o WHPS Living History Presentation-An evening with Mr.& Mrs. Wyatt Earp
November 13, 2012; 7:00 pm; WA Performance Hall
o WAF hosted Grandparents Day at WA & Early Release
November 16, 2012; 8:00 am – 12:00 pm; WA campus
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 Town Council Workshop & Meeting
December 10, 2012; 5:00 pm; Council Chambers
o WA Final Exam Week – student early release
December 17-20, 2012
Town of Westlake
Item # 9 –
Council Calendar
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
o NE Transportation Summit
February 15, 2013, Hurst Conference Center
Town of Westlake
Item # 10 –
Adjournment
Back up material has not
been provided for this item.