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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 Page 1 of 4 TOWN OF WESTLAKE, TEXAS Vision Points Sense of Place; Leadership; Caring Community; Exemplary Governance; and Service Excellence TOWN COUNCIL MEETING AGENDA 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. Page 2 of 4 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. Page 3 of 4 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. Page 4 of 4 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 Page 1 of 2 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 Page 2 of 2 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 Page 1 of 2 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 Page 2 of 2 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. Page 1 of 4 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 Page 2 of 4 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. Page 3 of 4 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 Page 4 of 4 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 Page 1 of 2 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 14 | 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 15 | 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 16 | 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.