The URL can be used to link to this page

Home My WebLink About06-13-11 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 7:00 p.m. posted start time. Page 1 of 4 TOWN OF WESTLAKE, TEXAS 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 rich culture and urban location. Westlake, Texas – A Premier Knowledge Based Community TOWN COUNCIL MEETING AGENDA June 13, 2011 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE, 2ND FLOOR WESTLAKE, TX 76262 COUNCIL CHAMBERS / MUNICIPAL COURT ROOM Workshop Session: 4:30 p.m. Regular Session 7:00 p.m. Workshop Session 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE Page 2 of 4 3. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM JUNE 13, 2011, REGULAR MEETING. 4. DISCUSSION ITEMS a. Discussion of a proposed Parkland Dedication and fee ordinance. b. Discussion regarding the Annual Affiliate Board Appointments. c. Report and Presentation from the President of the Westlake Historical Preservation Society Regarding FY 10/11 accomplishments and FY 11/12 Plans, Including a Proposed Historical Marker Master Plan. d. Discussion of Follow-up Items from May 20, 2011 Strategic Planning Retreat. 5. COUNCIL RECAP / STAFF DIRECTION 6. ADJOURNMENT Regular Session 1. CALL TO ORDER 2. CITIZEN PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council cannot by law take action nor have any discussion or deliberations on any presentation made to the Council at this time concerning an item not listed on the agenda. The Council will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. Presentation by Bert Shultz from the Westlake Historical Preservation Society. 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 April 25, 2011 b. Consider approval of the minutes from the meeting held on May 9, 2011. c. Consider approval of the minutes from the meeting held on May 23, 2011. d. Consider approval of Resolution 11-16, Authorizing the Town Manager to execute Amendment No. 1 to the Local Transportation Project Advance Funding Agreement with the Texas Department Of Transportation (Txdot), relating to the review of a preliminary engineering study for the extension of FM 1938 from FM 1709 to SH 114. Page 3 of 4 e. Consider approval of Resolution 11-17, Authorizing the Town Manager to negotiate and enter into an agreement with Charter Communications, for the use of the Town’s telecommunication ductbank. f. Consider approval of Resolution 11-18, Approving a Historical Marker Master Plan. g. Consider approval of Resolution 11-19, Authorizing the Town Manager to execute a contract with Lane Construction for Mahotea Boone Trail and Aspen Lane Paving and Drainage Construction related to the adopted Capital Improvement Plan. h. Consider approval of Ordnance 659, Amending the Water/Waste Water rates and Tap Fee schedule by establishing a new Frac Water rate schedule. 4. CONSIDERATION AND DISCUSSION TO ELECT A MAYOR PRO TEMPORE. 5. CONSIDERATION AND DISCUSSION OF RESOLUTION 11-20, APPOINTING AND REAPPOINTING MEMBERS TO THE HISTORICAL PRESERVATION SOCIETY, PLANNING AND ZONING COMMISSION, PUBLIC ART SOCIETY, TEXAS STUDENT HOUSING AUTHORITY AND ENTITIES, AND WESTLAKE ACADEMY FOUNDATION. 6. EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087: Deliberation Regarding Economic Development Negotiations – to deliberate the offer of a financial or other incentive to a business prospect. 7. RECONVENE MEETING 8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 9. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under “Future Agenda Item Requests”, an agenda item for a future Council meeting. The Council Member making the request will contact the Town Manager with the requested item and the Town Manager will list it on the agenda. At the meeting, the requesting Council Member will explain the item, the need for Council discussion of the item, the item’s relationship to the Council’s strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. 10. COUNCIL RECAP / STAFF DIRECTION Page 4 of 4 11. COUNCIL CALENDAR - Town Offices Closed July 4, 2011 - Municipal Budget Workshop June 12, 2011 (9:00 - 4:00 p.m.) - Fire Station Open House/BBQ June 25, 2011 (5:30 - 7:30 pm) - Town Council Meeting August 29, 2011 12. 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, June 8, 2011, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kelly Edwards, TRMC, Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. Town of Westlake Item # 2 – Pledge of Allegiance Texas Pledge: "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible." CONSENT AGENDA: All items listed below are considered routine by the Town Council and will be enacted with one motion. There will be no separate discussion of items unless a Council Member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. a. Consider approval of the minutes from the meeting held on April 25, 2011 b. Consider approval of the minutes from the meeting held on May 9, 2011. c. Consider approval of the minutes from the meeting held on May 23, 2011. d. Consider approval of Resolution 11-12, Authorizing the Town Manager to execute Amendment No. 1 to the Local Transportation Project Advance Funding Agreement with the Texas Department Of Transportation (Txdot), relating to the review of a preliminary engineering study for the extension of FM 1938 from FM 1709 to SH 114. e. Consider approval of Resolution 11-13, Authorizing the Town Manager to negotiate and enter into an agreement with Charter Communications, for the use of the Town’s telecommunication ductbank. f. Consider approval of Resolution 11-14, Approving a Historical Marker Master Plan. g. Consider approval of Resolution 11-15, Authorizing the Town Manager to execute a contract with Lane Construction for Mahotea Boone Trail and Aspen Lane Paving and Drainage Construction related to the adopted Capital Improvement Plan. h. Consider approval of Ordnance 659, Amending the Water/Waste Water rates and Tap Fee schedule by establishing a new Frac Water rate schedule. Town of Westlake Item # 3 – Review of Consent Agenda Items DISCUSSION ITEMS a. Discussion of a proposed Parkland Dedication and fee ordinance. b. Discussion regarding the Annual Affiliate Board Appointments. c. Report and Presentation from the President of the Westlake Historical Preservation Society Regarding FY 10/11 accomplishments and FY 11/12 Plans, Including a Proposed Historical Marker Master Plan. d. Discussion of Follow-up Items from May 20, 2011 Strategic Planning Retreat. Town of Westlake Item # 4 – Discussion Items Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Facilities & Parks Meeting Date: June 13, 2011 Staff Contact: Tom Brymer, Town Manager Discussion Troy Meyer, Director of Facilities & Recreation Subject: Discussion of a Proposed Parkland Dedication and Fee Ordinance. In the Town’s current Council adopted Strategic Plan, Vision Point Two of the Vision statement is, “We are Leaders”. One of the Key Result Areas identified under that Vision Point of Leadership is “High Quality Service Delivery Coupled with Financial Stewardship”. The Outcome Strategy to achieve this Key Result Area is the “discussion of growth related policies” and one Objective set out under this Outcome Strategy is discussion and consideration of a parkland dedication and fee ordinance. Staff has been working on a draft parkland dedication and fee ordinance for Town Council consideration. It was briefly presented at the Town Council’s recent planning retreat and consensus was to put it on a future Council workshop for presentation and discussion. EXECUTIVE SUMMARY Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Review proposed ordinance draft and provide direction to staff. This could include meeting with interested parties such as the development community to receive feedback on this proposed ordinance. RECOMMENDATION / ACTION REQUESTED/ OPTIONS 1. Draft Ordinance ATTACHMENTS 2. Page 15 of current adopted Town Strategic Plan related to this item. R5/13/11 CHAPTER 82 ARTICLE XIV PARK LAND DEDICATION REQUIREMENTS The requirements for park and recreational areas contained in this Article are intended to ensure that there will be sufficient land dedicated or otherwise set aside to meet the demand and need of the future residents for parks and recreational areas. In determining the size, shape and quality of parks and recreational areas that should be set aside and reserved in the manner set out in this Article, the Town has considered the projected growth in population and development within the municipality and the amount of park and recreational facilities needed to accommodate such growth as stated in the Parks, Recreation, and Open Space Master Plan. Article 82.387 Purpose and Intent: (a) Unplatted Property: This article applies to all property for which a final plat has not been formally submitted to the Town for approval, unless otherwise noted herein. Article 82.388 Applicability: (b) Exempt Property: Any tract or lot occupied by an existing residential dwelling unit at the time of adoption of this ordinance shall be exempt from the dedication requirements of this Article herein. This exemption pertains only to the tractor lot that the existing residential dwelling is built upon. Any additional lots created by subdivision of the property shall be subject to the requirements herein. (c) Date of Assessment: All requirements contained in this article shall be assessed at the time of approval of the final plat of any applicable property. Article 82.389 Land Dedication Requirements: (a) General: Land dedication requirements herein are based on the Town's adopted (1) Residential Developments: Park and recreational areas, meeting the requirements contained within this Article, shall be dedicated to the Town at a ratio of one (1) acre of park land for every ten (10) residential dwelling units or prorated portion thereof. Land Use Plan and the Parks Recreation & Open Space Master Plan. The developer to shall show the land dedication requirements contained herein with the submittal of a development plan, concept plan, preliminary plat or other appropriate development submittal. R5/13/11 (2) Non-Residential Developments: Non-residential developments create environmental impacts which may negatively affect the living environment of the community. These impacts may be ameliorated or eliminated by providing park or open space areas which buffer adjoining land uses, prevent undue concentration of paved areas, allow for the reasonable dissipation of automotive exhaust fumes, provide natural buffers to the spread of fire or explosion, and provide separation of lighting, waste disposal, and noise by-products of non-residential operations and activities from adjacent residential areas. The Town hereby determines that non-residential developments must provide dedicated parks and/or reserved public open space at a ratio of one (1) acre of park land for every twenty (20) non-residential gross acres of development or prorated portion thereof. (3) Off-site Dedications: With the consent of the Town Council, a developer may dedicate the required park land for a development at another location within the Town, provided that the off-site land dedication is in accordance with this Article. (b) Transfers and Credits for Prior Dedications, Fees and Gifts: In considering the amount of land dedication required of a proposed development, the Town may, at its discretion, apply former dedications which were in excess of the requirement at that time to current or future dedication requirements of the same owner/applicant. A dedication or cash payment in lieu of dedication made prior to the passage of this Ordinance shall be controlled by the provisions of the ordinance in effect at the time such obligation arose, provided the final plat has been submitted to the Town for approval prior to the passage of this Ordinance. At the discretion of the Town, any former gift of land to the municipality may be credited under the terms of the current Ordinance toward eventual land dedication requirements imposed on the donor of such lands. General: The Town Council shall consider the characteristics of proposed dedicated park and recreational areas as outlined in the Parks, Recreation, and Open Space Master Plan. . In determining whether to accept or refuse the dedication of park lands, fees, facilities or a combination thereof as outlined in Article 82.391 below, the Town Council shall consider the Parks, Recreation and Open Space Master Plan, and other policies and ordinances, as a guideline for such decisions. Article 82.390 Characteristics of Parkland: In any case where a dedication is required, the Town Council shall have the right, but not the obligation, to accept the dedication as submitted for approval, or in the alternative, to refuse dedication of the same, and in lieu thereof to require payment of cash under the formula contained in this Article or to allow the developer to construct recreation or park improvements. The Town may permit a combination of dedication, improvements and fees to be used to fulfill this requirement. Article 82.391 Alternatives to Land Dedication: R5/13/11 (a)Fee Payment: (1) Approval of Fee Payment: The Town Council shall determine the acceptability of a developer’s payment of fees in lieu of the land dedication requirement of this Article. (2) Calculation of Fees: The Town Council shall periodically establish an acreage Fees paid in lieu of dedication shall be based on a determination made by the Town Council. land value cost figure to be used in calculating park fees. This determination shall be based on a study approved by the Town Council. This figure shall be the acreage cost under which all park fees are calculated. Fees shall be paid prior to the Final Plat being filed, unless authorized otherwise in a developer’s agreement approved by the town council. (b) Physical or Equipment Improvements to Public Parks. (1) Compatibility with Park Master Plan: The Town Council may grant a developer the option of improving existing facilities within municipal parks and/or improving dedicated park land in lieu of park land dedication or payment of cash. Should any of these options be approved, the Town and the developer shall, prior to initiation of work on such improvements, enter into a Developers Agreement. In no case shall the Town be required to reimburse the developer for improvements at an amount greater than required by this Article. A request to provide facility improvements in lieu of dedication shall be submitted in writing. If a developer desires to incorporate a private park, within its development, it may request limited credit for these private parks facilities against its public parks dedication requirements. A developer may request credit for any private park but such private park may satisfy no more than 10% of the total park and recreation area dedication requirement of this ordinance. The Town must approve the incorporation of private park or recreation areas to meet the requirements of this Article. Article 82.392 Private Parks and Recreation or Open Spaces: The Town Council shall have authorization to grant a variance to the Park Land Dedication requirements of this article, but not to any other sections of this article. A varicance request will only be considered for applicants that seek to plat and develop under an existing or new Planned Development District. R5/13/11 Definitions: Open Space – The words "open space" shall mean that land area which is relatively free of manmade structures, where water bodies, land forms, and vegetation predominate. (Definition carried over from Chapter 1 of the Code of Ordinances.) Open Space Plan – The words "Open Space Plan" shall mean the town's Open Space Plan, as adopted by the Town Council, and as amended from time to time. (Definition carried over from Chapter 1 of the Code of Ordinances.) Park Land –The words Park Land shall mean land that meets the definition of Open Space as defined above, which contains an area of 400’ x 300’ in size with a maximum slope of 2%, and has connectivity to the Town’s trail system or roadways based on the Town’s Open Space Plan, and has utility access for water, sewer and electricity, and is dedicated to the Town. Park Master Plan - The words "Park Master Plan" shall mean the town's Park Master Plan, as adopted by the Town Council, and as amended from time to time. Privately Owned Public Parks and Recreation Areas - Parks and Recreation Areas owned by a private party that are, by easement or written agreement, accessible to the general public. Private Park – Any park that is not by definition a Public Park. Public Parks and Recreation Areas - Open Space as defined above that is owned by the Town and is designated by the Town as a Park that is to be accessible to the general public. Page 15 2009 High Quality Services Delivery Coupled with Financial Stewardship (cont.) Objective 1.6: Council to prioritize service options and provide staff direction on future budgeting and resource allocation. Estimated Completion Date: Spring, 2010 2. Review and discuss growth related policies — Short-Range Goals. Team Co-Leaders: Tom Brymer / Todd Wood / Debbie Piper A. Council discussion of ”Growth pays for growth” approach to financial stewardship and policy making. B. Impact Fees Objective 2.4: Discuss and receive Council direction on impact fee feasibility study. Estimated Completion Date: Spring, 2010 Objective 2.5: Prepare proposal of utility impact fee analysis and feasibility report. Estimated Completion Date: Fall, 2010 Objective 2.6: Review impact fee recommendations and consider fee adoption. Estimated Completion Date: Summer, 2011 C. Park Land Dedication and Development Fee Objective 2.7: Discuss and receive Council direction on park land dedication and development fee implementation. Estimated Completion Date: Spring, 2010 Objective 2.8: Prepare proposal of park land dedication and development fee analysis and feasibility report. Estimated Completion Date: Fall, 2010 3. Explore public safety service delivery options and funding — Short-Range Goal. Team Co-Leaders: Tom Brymer / DPS Lieutenants Objective 3.1: Research available options to deliver and fund public safety programs. Estimated Completion Date: Spring, 2010 Objective 3.2: Present options and recommendations to Council. Estimated Completion Date: Summer, 2010 Westlake DPS Ambulance Objective 2.1: Identify sources of Town expenditures related to service delivery which are not currently offset by fee collection. Analyze identified expenditures, from the standpoint of current impact and future expansion to ensure quality service delivery. Estimated Completion Date: Fall, 2010 Objective 2.2: Identify actual or potential costs incurred by the Town. Estimated Completion Date: Fall, 2010 Objective 2.3: Survey other communities to benchmark costs for newly proposed fees and amendments of existing fees. Estimated Completion Date: Fall, 2010 Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Town Secretary Meeting Date: June 13, 2011 Staff Contact: Kelly Edwards Discussion Subject: Discussion regarding annual affiliate board member appointments. Member with expiring terms have been contacted by the Town Secretary and asked to respond as to their desire to continue to serve as a board, commission or committee member. The spreadsheet indicates the names of the board commission, and committee members and their current status and new applicants that have applied for vacant positions. EXECUTIVE SUMMARY Please note that there are open positions on a few of the board and you may also wish to make appointments to fill those vacancies at this time as well as consider any additional recommendations. Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Discuss both new appointments and reappointments to the affiliate boards. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Board Spreadsheet ATTACHMENTS New Applications Red = Vacancy 4B Economic Development Board (4 Aldermen and 3 non-Aldermen, 2 year terms) (must be residents of the Town) Member New Term Expires Laura WheatAssuming everyone would likeJune-11 Rick Rennhack, Council Memberto be reappointedJune-11 Tim Brittan, Council MemberJune-11 Carol Langdon, Council MemberJune-11 David Brown, TreasurerJune-11 Gregg Malone (swear-in)June-11 Vacant - non-Alderman June-11 Historical Preservation Society (Meets 3rd Monday of each month at 6 p.m. ) (created by Resolution 00-02, 2-14-00) (3 year terms) (10 member board) Member New Term Expires Stephen Thornton June-13 Bert Shultz June-13 Sharon Sanden Will not be returning June-11 Karen Stoltenberg June-12 Kristi Layton June-12 Joyce Roach Will not be returning June-12 MaryAnn Titus June-11 Allan Werst has submitted an application Planning & Zoning Commission (meets the 4th Thursday of each Month - if necessary) (2 yr terms) Member New Term Expires William Greenwood, Chr June-11 Wayne Stoltenberg June-12 Walter Copeland June-12 Allen Heath June-12 Sharon Sanden Would like to withdraw if there is a person that wants to serve June-11 Public Art Society of Westlake (est. Reso. 07-25, 4-23-07, amended Reso.08-12 2-25-08) (9 members) Member New Term Expires Leah Rennhack (3)June-13 Kelly Cox June-12 Shannon LaRue (2)June-11 Dave Rollins Pres (2)Will not be returningJune-11 Trish Biddle (1)June-11 Vanessa Swarovski-PiedraUnknownJune-11 Debra Hale June-12 Mike Silliman June-12 Vacant (1)June-10 Gail James (WA Teacher), Bryan Biddle, Amelia Johnson (Hillwood) have all submitted applications Texas Student Housing Authority Board of Directors (7 Directors, 2 year terms) Member New Term Expires Jim Carter June-12 Gregg Malone June-12 George LedakUnknownJune-11 Jill McKean June-12 Chuck SchultzWill not be returningJune-11 Vacant June-11 Scott Bradley June-12 Pete Ehrenberg Kelly Edwards Michael Barrett has submitted an application Westlake Academy Foundation (7 to 15 members (reso. 07-36), 2 year terms) Member New Term Expires Robert ScottWould like to be reappointed June-11 Deborah Ziegler June-12 Leah Rennhack June-12 Casey Paulson June-12 Bill Greenwood June-12 Cathy LeeWould like to be reappointed June-11 George LedakWill not be returing June-11 Vacant June-11 Karen OsborneWill not be returning Jun-11 Kelly Cox, PresidentWould like to be reappointed Jun-11 Vacant Jun-11 Charlotee Ryan Jun-12 Kevin Hansen Jun-12 April Gallagher Jun-12 Shelly Myers Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Town Manager Meeting Date: June 13, 2011 Staff Contact: Tom Brymer, Discussion Town Manager Subject: Report and Presentation from the President of the Westlake Historical Preservation Society Regarding FY 10/11 accomplishments and FY 11/12 Plans, Including a Proposed Historical Marker Master Plan. In accordance with the Town Council’s adopted Advisory Board Policy, Section III (A), the Westlake Historical Preservation Society’s President Bert Schultz will report on the Society’s activities over the past year and discuss proposed plans for the upcoming year. This includes a proposed Westlake Historical Monument Master Plan to be presented at the workshop (note: this plan is also on the Council’s regular agenda for consideration for approval). EXECUTIVE SUMMARY Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Note : each of the potential projects in the Historical Marker Master Plan would be considered for funding during the Town Council’s consideration of each fiscal year’s proposed budget. After hearing update from WHPS President Schultz, engage in any further discussions and/or questions about organization activities or future direction as desired by Town Council. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Attachment “A”- Westlake Historical Monument Master Plan ATTACHMENTS TOWN OF WESTLAKE HISTORICAL MARKER MASTER PLAN June 13, 2011 SITES 1.BUCK KING ORIGINAL HOMESTEAD 2.THRASHER FAMILY HOME 3.OLD STAGE COACH STOP 4.DEALEY HOME (PAIGEBROOK FARM) 5.SHOCKEY-HUFFMAN HOMESTEAD SITE 6.POSSUM TROT SCHOOL SITE 7.CIRCLE T RANCH 8.TERRA BELLA HOMESTEAD SITE 26/13/2011 SITE LOCATION MAP 36/13/2011 BUCK KING HOMESTEAD •MR. KING RAISED ANIMALS AND FOWL AND GREW COTTON, CORN AND PEANUTS •PEARSON ROAD WAS PREVIOUSLY KNOWN AS BUCK KING ROAD •ADDITIONAL DETAILS AND INFORMATION IS AVAILABLE 46/13/2011 THRASHER FAMILY HOME •HOME OF HENRY AND BEULAH THRASHER •40 ACRE TRACT BOUGHT IN 1938 •NATIVE SANDSTONE FROM CIRCLE T AREA •PARENTS AND FOUR CHILDREN MOVED IN JUNE 1942. 56/13/2011 OLD STAGE COACH STOP •SITE OF 1850’S LOG CABIN ON DENTON- BIRDVILLE STAGE COACH ROUTE •ROCK HOUSE BUILT BETWEEN 1866 AND MID-1870’S •PROVIDE WATER TO TRAVELERS FROM NEARBY SPRINGS 66/13/2011 DEALEY HOME/PAIGEBROOKE •DEALEY COUNTRY HOME •DESIGNED BY CHARLES DILBECK. •BUILT IN THE LATE 1930’S •KNOWN AS THE 220 RANCH •MOVED TO PRESENT SITE IN 1998 76/13/2011 SHOCKEY HOMESTEAD SITE •HOMESTEAD WAS ESTABLISHED BY ISSAC SHOCKEY IN 1885 •CONSISTED OF MULTI- PLE WOOD FRAME BUILDINGS AND WELL •HOMESTEAD SITE NOW OCCUPIED BY SOLANA VILLAGE CIRCLE 6/13/2011 8 POSSUM TROT SCHOOL SITE •(PHOTOGRAPH OF SITE WILL BE INSERTED AFTER LOCATION IS CONFIRMED, NOW BEING RESEARCHED) •PHILLIP’S SCHOOL DISTRICT NO. 84, ALSO KNOWN AS POSSUM TROT SCHOOL •OPENED 1890 •CLOSED 1905 •ENROLLMENT 16-20 AGES 8 THROUGH 13 •ONE ROOM WOOD FRAME BUILDING 96/13/2011 CIRCLE T RANCH •J. GLENN TURNER PURCHASED APPROX. 2300 ACRES IN 40’/50’S •TOWN OF WESTLAKE WAS FOUNDED BY TURNER AND FRIENDS •PURCHASED BY NELSON HUNT SOLD TO H.ROSS PEROT JR./HILLWOOD IN 1993. 106/13/2011 TERRA BELLA SITE •(PHOTOGRAPH OF SITE WILL BE INSERTED AFTER LOCATION IS CONFIRMED, NOW BEING RESEARCHED) •ED NOACK FAMILY OF SIX BOUGHT THE SITE IN 1965 AND BUILT A 1000 SF FRAME HOME. •IN 1995, THE NOACKS REQUESTED WESTLAKE TO ANNEX THE LAND •BECAME TERRA BELLA ESTATES IN 2007 116/13/2011 HISTORICAL MARKER DESIGN •SOUTHWELL FOUNDRY LOCATED IN SAN ANTONIO, TX MANUFACTURES HISTORICAL MARKERS FOR MANY STATES, COUNTIES AND TOWNS INCLUDING THE STATE OF TEXAS. 126/13/2011 MARKER DESIGNS 136/13/2011 Page 1 of 1 TOWN OF WESTLAKE AGENDA ITEM Department: Town Manager’s Office Meeting Date: June 13, 2011 Staff Contact: Amanda DeGan Workshop Discussion Subject: Discussion of Follow-up Items from May 20, 2011 Strategic Planning Retreat EXECUTIVE SUMMARY On May 20, 2011, the Town Council held a planning retreat with the staff Leadership Team to work on a number of items – among them a topic pertaining to a reformatting of the Town’s strategic planning document. The concept of a plan formulated around a strategic issue focus was discussed along with the Town’s vision, mission and values statements. The purpose of the current agenda item is to review the statements from the retreat and work toward revising the information as well as provide direction to staff. Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT RECOMMENDATION / ACTION REQUESTED/ OPTIONS Review the draft proposal of the vision, mission, and value statements, and provide staff feedback and direction concerning the verbiage. ATTACHMENTS Existing and draft version of future vision, mission, and value statements. Current Vision Statement: Westlake is a one-of-a-kind community — an oasis with rolling hills, grazing longhorns, and soaring red-tailed hawks, located in the heart of the Fort Worth- Dallas metropolitan area. Inviting neighborhoods and architecturally vibrant corporate campuses find harmony among our meandering roads and trails, lined with native oaks and stone walls. We are leaders. In education, we are known for our innovative partnerships between the Town-owned Charter school and its corporate neighbors. We are environmental stewards —exemplifying the highest standards. Hospitality finds its home in Westlake. As a community, we are fully involved and invested in our rich heritage, vibrant present and exciting, sustainable future. “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 rich culture and urban location.” Current Mission Statement: • Innovation Current Value Statements: • A strong knowledge/education base • Being friendly and welcoming • Family focus • Engaged citizens • A unique rural setting emphasizing preservation of our natural beauty • Aesthetic appeal and high development standards Proposed Vision Statement Westlake is a one-of-a-kind community — an oasis of tranquility and natural beauty amidst an ever expanding urban landscape. Westlake’s uniqueness has multiple dimensions, including a focus on learning and sense of community that connects us to our rich heritage and pioneering spirit. A Sense of Place. Distinctive neighborhoods and architecturally vibrant corporate campuses grazing longhorns, and soaring red-tailed hawks, find harmony among our meandering roads and trails, lined with natural stone and native oaks. We are Leaders. Building on our founder’s vision, Westlake seeks to become a premiere place to live and work through its leadership in public education, corporate and governmental partnerships, development standards, and environmental stewardship. We are a Caring Community. Our residents are engaged, informed, and involved — sharing a strong sense of belonging and investment in our small town charm, values, and preservation of Westlake’s rich heritage. Exemplary Governance. Town officials, both elected and appointed, exhibit respect, stewardship, vision, and transparency while setting a clear direction for the community that encourages innovation and collaboration—working in tandem with our dedicated staff. Service Excellence. Public service is responsive and professional, while balancing efficiency, effectiveness, and financial stewardship. Employees serve the public through community involvement and personal commitment to the success of our Town. Proposed Value Statements · Innovation · A strong knowledge/education base · Being friendly and welcoming · Family focus · Engaged citizens · A unique rural setting emphasizing preservation of our natural beauty · Aesthetic appeal and high development standards · Open and transparent government · Fiscal responsibility Proposed Mission Statement No proposed changes COUNCIL RECAP / STAFF DIRECTION Town of Westlake Item # 5 Council Recap / Staff Direction Town of Westlake Item # 6 – 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 by Bert Shultz from the Westlake Historical Preservation Society. 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 April 25, 2011 b. Consider approval of the minutes from the meeting held on May 9, 2011. c. Consider approval of the minutes from the meeting held on May 23, 2011. d. Consider approval of Resolution 11-12, Authorizing the Town Manager to execute Amendment No. 1 to the Local Transportation Project Advance Funding Agreement with the Texas Department Of Transportation (Txdot), relating to the review of a preliminary engineering study for the extension of FM 1938 from FM 1709 to SH 114. e. Consider approval of Resolution 11-13, Authorizing the Town Manager to negotiate and enter into an agreement with Charter Communications, for the use of the Town’s telecommunication ductbank. f. Consider approval of Resolution 11-14, Approving a Historical Marker Master Plan. g. Consider approval of Resolution 11-15, Authorizing the Town Manager to execute a contract with Lane Construction for Mahotea Boone Trail and Aspen Lane Paving and Drainage Construction related to the adopted Capital Improvement Plan. h. Consider approval of Ordnance 659, Amending the Water/Waste Water rates and Tap Fee schedule by establishing a new Frac Water rate schedule. Town of Westlake Item # 3 - Consent Agenda Items Town Council Minutes 04/25/11 Page 1 of 6 MINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL MEETING April 25, 2011 PRESENT: Mayor Laura Wheat and Council Members, Tim Brittan, Clif Cox, Carol Langdon and Rick Rennhack. ABSENT: OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards, Town Attorney Stan Lowry, Assistant to the Town Manager Ginger Awtry, Special Projects and Municipal Court Administrator Amanda DeGan, Fire Chief Richard Whitten, Finance Director Debbie Piper, Planning and Development Director Eddie Edwards, Facilities and Recreation Director Troy Meyer and Management Intern Scot Dixon. Workshop Session 1. CALL TO ORDER Mayor Wheat called the workshop to order at 4:42 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 APRIL 25, 2011, REGULAR MEETING. Town Manager Brymer provided an update on the MOU with Trophy Club and Roanoke. He also recommended continue the intergovernmental cooperative initatives along S.H. 170 and the intersection of Hwy. 377 and S.H. 170 to the Exhibit A. Town Council Minutes 04/25/11 Page 2 of 6 Mayor Wheat recommended appointing Scott Bradley as a new board member and that he will also continue to serve pro bono as General Counsel for TSHA. Mayor Wheat asked to amend the motion on the March 28th meeting minutes regarding the MOU with Hillwood to read upon the understanding that the completion of projects 5- 7 is not contemplated as being in an particular order. 4. REPORTS a. Quarterly Financial Dashboard and Analysis for the quarter ended March 31, 2011. Finance Director Piper stated that property tax collection is at 88% due to the ability residents may elect to make partial payments. 5. DISCUSSION ITEMS a. Presentation and discussion regarding the Texas Student Housing Authority. TSHA Executive Director Pete Ehrenberg provided a presentation and overview of the goals and current status of the scholarships, the current status of the property tax disputed in Brazos County, debt service and cash flow for the properties. Discussion ensued regarding contributions to the Town, the tax exemption status of other properties, payments to the bond holders, property values, the scholarship process and the differences of incremental and full scholarships. Council Member Rennhack asked for a copy of the THSA financials. Clif – how do we decide between an incremental or a full scholarship. Pete explained the scoring process. b. Discussion and review of the process for amending/updating the Town’s. Comprehensive Plan. Town Manager Brymer summarized the efforts on the Comprehensive Plan process which has been reviewed by Staff and the process moving forward. Planning and Development Director Edwards provided a presentation and overview of the process to update the Comprehensive Plan. Discussion ensued regarding underground utilities, current property zoning entitlements of the current stakeholders, and the mission and vision for future development. Town Council Minutes 04/25/11 Page 3 of 6 c. Discussion of a proposed Development Agreement with Hillwood Alliance Services for various Ottinger Road and Dove Road Public Improvements. Town Manager Brymer provided a presentation and overview of the development agreement, the public and private investments, and the projects contained in the agreement. He stated that it would be necessary to amend the Capital Improvement Plan for any Town participation of the proposed improvements. d. Discussion of Town communication efforts and resources. Town Manager Brymer provided an overview of the communication process and collaborative efforts of several staff members and marketing firm to provide various communications to the community. The Town previously had a Communications Director that promoted the Town and Academy. Discussion ensued regarding need to create a full time position, the current Public Relations firm, updating communications pieces for the Town and Academy, websites and funding the position. Mayor Wheat recommended tabling further discussion until the Council could review a job description. e. Discussion of 2011 DirectionFinders Citizens’ Survey Instrument. Town Manager Brymer and Management Inter Dixon provided overview and proposed questions on the survey. Discussion ensued regarding the proposed questions on the survey and clarification of some questions, how to receive community feedback and the values of that feedback. 6. EXECUTIVE SESSION – 7:38 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 551.074(a): Personnel Matters – to deliberate the appointment or employment of a Director of Communications. 7. RECONVENE MEETING Mayor Wheat reconvened the workshop at 12:04 a.m. Town Council Minutes 04/25/11 Page 4 of 6 8. COUNCIL RECAP / STAFF DIRECTION - None 9. ADJOURNMENT There being no further business before the Council, Mayor Wheat adjourned the workshop at 12:04 a.m. Regular Session 1. CALL TO ORDER Mayor Wheat called the meeting to order at 12:04 a.m. with Council Member Brittan absent. 2. CITIZEN PRESENTATIONS AND RECOGNITIONS Mayor Wheat proclaimed May 5, 2011, the National Day of Prayer. Mayor Wheat proclaimed the week of May 1-7, 2011, as Public Service Week. 3. CONSENT AGENDA a. Consider approval of the minutes from the meeting held on March 28, 2011. b. Consider approval of the minutes from the meeting held on March 29, 2011. c. Consider approval of the minutes from the meeting held on April 4, 2011. d. Consider approval of Resolution 11-13, Approving a Memorandum of Understanding (MOU) between the Town of Westlake, Town of Trophy Club, and the City of Roanoke, regarding an agreement in principal to pursue a variety of intergovernmental cooperative initiatives. e. Consider approval of Resolution 11-14, Appointing a member to the Texas Student Housing Authority board. MOTION: Council Member Cox made a motion to approve the consent agenda with revisions as discussed during the workshop. Council Member Langdon seconded the motion. The motion carried by a vote of 3-0. Town Council Minutes 04/25/11 Page 5 of 6 4. CONSIDERATION AND DISCUSSION TO APPROVE RESOLUTION 11-15, APPROVING A DEVELOPMENT AGREEMENT WITH HILLWOOD ALLIANCE SERVICES FOR VARIOUS PUBLIC IMPROVEMENTS TO DOVE AND OTTINGER ROADS. MOTION: Council Member Langdon made a motion to approve Resolution 11-15 with the following revisions; striking reference to the school north entrance in Section 1 A. 2, striking Section 7 in its entirety and referencing those revisions on the attached exhibits. Council Member Cox seconded the motion. The motion carried by a vote of 3-0. 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 551.074(a): Personnel Matters – to deliberate the appointment or employment of a Director of Communications. - Town Council did not convene into Executive Session. 6. RECONVENE MEETING 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. - None 8. FUTURE AGENDA ITEMS - None 9. COUNCIL RECAP / STAFF DIRECTION Town Council Minutes 04/25/11 Page 6 of 6 10. COUNCIL CALENDAR - Oath of Office May 19, 2011, at 4:30 p.m. - Town Council Meeting May 23, 2011 11. ADJOURNMENT There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Rennhack made a motion to adjourn the meeting. Council Member Cox seconded the motion. The motion carried by a vote of 3-0. Mayor Wheat adjourned the meeting at 12:12 a.m. APPROVED BY THE TOWN COUNCIL JUNE 13, 2011. ATTEST: _____________________________ Laura Wheat, Mayor _____________________________ Kelly Edwards, Town Secretary Town Council Minutes 05/09/11 Page 1 of 2 MINUTES OF THE TOWN OF WESTLAKE, TEXAS SPECIAL TOWN COUNCIL MEETING May 9, 2011 PRESENT: Mayor Laura Wheat and Council Members, Clif Cox, and Rick Rennhack. ABSENT: Tim Brittan OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards, Assistant to the Town Manager Ginger Awtry, Special Projects and Municipal Court Administrator Amanda DeGan, Public Works Director Jarrod Greenwood, and Facilities and Recreation Director Troy Meyer. Special Session 1. CALL TO ORDER Mayor Wheat called the special meeting to order at 4:39 p.m. 2. EXECUTIVE SESSION The Council convened into executive session at 4:41 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. 3. RECONVENE MEETING Mayor Wheat reconvened the meeting at 6:30 p.m. Town Council Minutes 05/09/11 Page 2 of 2 4. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. - No Action Taken 5. ADJOURNMENT There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Cox made a motion to adjourn the meeting. Council Member Rennhack seconded the motion. The motion carried by a vote of 3-0. Mayor Wheat adjourned the meeting at 6:30 p.m. APPROVED BY THE TOWN COUNCIL JUNE 13, 2011. ATTEST: _____________________________ Laura Wheat, Mayor _____________________________ Kelly Edwards, Town Secretary PRESEN ABSENT OTHERS Works 1. CA Fac 2. DIS I. NT: Mayor and R T: David S PRESENT shop Ses LL TO ORD cilitator Mike SCUSSION In-depth The team governan Discussion results, th meeting a T r Laura Whe Rick Rennhac Levitan : Fac Sec Aw De Pla Re Re Dix sion DER Conduff beg ITEMS h Governan s reviewed a ce case stud n ensued reg he Council sp agendas. MINU TOWN OF W TOWN CO May eat and Cou ck. cilitator Mik cretary Kelly wtry, Special eGan, Fire Ch anning and sources and creation Dir xon. gan the mee nce Analysi and discusse dies. garding the peaking with UTES OF TH WESTLAKE, OUNCIL ME y 23, 2011 uncil Membe ke Conduff, y Edwards, Projects and hief Richard Developme d Administra rector Troy eting at 8:45 is ed the Counc outcome of h one voice p HE , TEXAS ETING ers, Tim Britt Town Ma Assistant to d Municipal Whitten, Fi ent Directo ative Service Meyer and 5 a.m. cil and Lead various que principle, an T tan, Clif Cox anager Tom o the Town Court Admin nance Direc or Eddie E es Todd Woo d Managem dership Team estion within nd how to str own Council M 05 Page x, Carol Lan m Brymer, T Manager G nistrator Am tor Debbie P Edwards, Hu od, Facilities ment Intern m surveys an the survey reamline Minutes 5/23/11 e 1 of 4 ngdon Town Ginger manda Piper, uman s and Scot nd Town Council Minutes 05/23/11 Page 2 of 4 II. Municipal Strategic Planning Town Manager Brymer and Special Projects and Municipal Court Administrator DeGan provided a presentation and overview of the current and proposed strategic plan. During the lunch break the Council conducted a break-out session to discuss in further detail the proposed strategic plan. Discussion ensued regarding the current Comprehensive Plan, items that are not address in the current plan, design standards, the process of updating the plan, current zoning of Planned Developments and possible Park Land Dedication requirements. III. Financial Planning Town Manager Brymer provided an overview of the Municipal five-year financial forecast and Capital Improvement Plan. Discussion ensued regarding funded and unfunded Capital Improvement projects and possible location of a Municipal Office complex. IV. Council re-cap and governance discussion In-depth Governance Analysis Reviewed diagnostic tool completed by Municipal Leadership Team and Council on municipal governance. Compared difference/similarities between responses. a. Board of Trustees Policy Manual (cont.) - b. Town Council / Board of Trustees Relations & Ethics Policy (cont.) - 1. Time limits for workshop agenda items; print on agenda (also, implement clock usage at meetings) 2. Time limits for staff presentations; including Power Point slides (encouragement given to staff to keep to a maximum of 5 slides) 3. Agenda item requests Council members to speak to priority (high to low) 4. Council utilize evaluation instrument at the end of each meeting as it relates to effectiveness. 5. Staff to offer on-boarding option for potential candidates; including review of council policies related to governance. 6. Council directive to add statement that the board speaks as ‘one voice’ acting through its various decisions, such as resolutions, ordinances, etc. Town Council Minutes 05/23/11 Page 3 of 4 7. Consider governance policies related to a.) measurements for good governance, b.) CEO performance measurement and accountability, c.) and operational risks as it pertains to the organization. 8. Draft language – ‘to the extent possible’ the SP will drive the Council/Board agendas. c. Advisory Board / Affiliates Policy (cont.) - Did not discuss d. Governance Discussion / Role Play i. Case Study Divided in to 4 groups and worked through case studies – then reviewed relative to our current policy documents and directives were given to update existing policies: Municipal Strategic Planning a. Review and revise Mission, Vision & Values statements i. “What one thing do you want to see at the Town of Westlake that we don’t have?” Council to review proposed statements and bring suggested revision to discuss at workshop. b. Comprehensive Plan Review Council directions to staff: 1. Maintain as much of the current Comprehensive Plan as is feasible 2. Include recommendations staff feels are necessary 3. Staff to schedule individual P&Z meeting to facilitate understanding of direction of Comp Plan 4. Joint meeting to be subsequently scheduled with P&Z and Council c. Review current and updated draft of strategic plan with Strategic Issues-Focused Governance System Council in favor of moving forward with proposed format and revisions to municipal SP; add back in the dates from previous document. d. Strategy Map for Balanced Scorecard (Outcome Objectives) e. Program Budget Synopsis Financial Planning a. Five-year Forecast b. Review CIP CIP - Council in favor of staff proposed format for CIP. Directive given to review Hayes plan as an incremental option. Relative to municipal building – alternative site placement rather than WA campus; Option of less cash down-payment with increased financing of total building costs; Alternative to seek reduction in current lease payment with Solana. Park Land Dedication – Council directive to place on future workshop and bring back comparables of surrounding municipalities for further discussion. c. Financial Policy Review Town Council Minutes 05/23/11 Page 3 of 4 7. Consider governance policies related to a.) measurements for good governance, b.) CEO performance measurement and accountability, c.) and operational risks as it pertains to the organization. 8. Draft language – ‘to the extent possible’ the SP will drive the Council/Board agendas. c. Advisory Board / Affiliates Policy (cont.) - Did not discuss d. Governance Discussion / Role Play i. Case Study Divided in to 4 groups and worked through case studies – then reviewed relative to our current policy documents and directives were given to update existing policies: Municipal Strategic Planning a. Review and revise Mission, Vision & Values statements i. “What one thing do you want to see at the Town of Westlake that we don’t have?” Council to review proposed statements and bring suggested revision to discuss at workshop. b. Comprehensive Plan Review Council directions to staff: 1. Maintain as much of the current Comprehensive Plan as is feasible 2. Include recommendations staff feels are necessary 3. Staff to schedule individual P&Z meeting to facilitate understanding of direction of Comp Plan 4. Joint meeting to be subsequently scheduled with P&Z and Council c. Review current and updated draft of strategic plan with Strategic Issues-Focused Governance System Council in favor of moving forward with proposed format and revisions to municipal SP; add back in the dates from previous document. d. Strategy Map for Balanced Scorecard (Outcome Objectives) e. Program Budget Synopsis Financial Planning a. Five-year Forecast b. Review CIP CIP Directive given to review Hayes plan as an incremental option. - Council in favor of staff proposed format for CIP. Relative to municipal building – alternative site placement rather than WA campus; Option of less cash down-payment with increased financing of total building costs; Alternative to seek reduction in current lease payment with Solana. Park Land Dedication c. Financial Policy Review – Council directive to place on future workshop and bring back comparables of surrounding municipalities for further discussion. Town Council Minutes 05/23/11 Page 4 of 4 3. - COUNCIL CALENDAR - Decoration Day May 30, 2011, at Westlake I.O.O.F. Cemetery at 6:00 p.m. - Town Council Meeting June 13, 2011 - Town Offices Closed July 4, 2011 - Town Council Meeting Budget Workshop August 12, 2011, 9:00 – 1:00 p.m. - Town Council Meeting August 29, 2011 4. ADJOURNMENT The meeting adjourned at 4:50 p.m. APPROVED BY THE TOWN COUNCIL JUNE 13, 2011. ATTEST: _____________________________ Laura Wheat, Mayor _____________________________ Kelly Edwards, Town Secretary Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Public Works Meeting Date: June 13, 2011 Staff Contact: Jarrod Greenwood Consent Subject: Consider a resolution authorizing the Town Manager to execute Amendment No. 1 to the Local Transportation Project Advance Funding Agreement with the Texas Department of Transportation (TxDOT), relating to the review of a preliminary engineering study for the extension of FM 1938 from FM 1709 to SH 114. EXECUTIVE SUMMARY The Town Council approved the Local Project Advance Funding Agreement (LPAFA) for Voluntary Transportation Improvement Projects (Off-System), on July 2003, by Resolution No. 3-38, relating to the extension of FM 1938 from FM1709 to SH 114. The Cities of Keller and Southlake both also approved the LPAFA agreement with the State of Texas in 2003. The State cancelled this project after the Texas Transportation Commission changed it from an off-system (non-State) roadway to an on-system (State) roadway. Since the project is now an on- system project and the original agreement no longer applies, the State would like to have all three (3) cities approve Amendment No. 1 to the original contract in order to officially terminate the original LPAFA agreement. This amendment will not affect the FM 1938 project. Both Keller and Southlake have executed the proposed amendment. Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Staff recommends approval. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Proposed Advanced Funding Agreement Amendment No. 1 ATTACHMENTS Resolution 11-16 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 11-16 CONSIDER A RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AMENDMENT NO. 1 TO THE LOCAL TRANSPORTATION PROJECT ADVANCE FUNDING AGREEMENT WITH THE TEXAS DEPARTMENT OF TRANSPORTATION (TXDOT), RELATING TO THE REVIEW OF A PRELIMINARY ENGINEERING STUDY FOR THE EXTENSION OF FM 1938 FROM FM 1709 TO SH 114. WHEREAS, the Town of Westlake worked in partnership with the Cities of Southlake and Keller for the engineering of FM 1938; and WHEREAS, on July 14, 2003, by Resolution No. 3-38, the Town Council approved the Local Transportation Project Advance Funding Agreement for Voluntary Transportation Improvement Projects (Off-System) with the Texas Department of Transportation (TxDOT), relating to the review of a preliminary engineering study for the extension of FM 1938 from FM 1709 to SH 114; and WHEREAS, the State of Texas cancelled said project after the Texas Transportation Commission changed this proposed facility from an off-system roadway to an on-system roadway; and WHEREAS, all the charges related to said project were moved out of CSJ No. 0902-48- 544 to CSJ No. 1978-01-048, STP 2009(880)MM project by TxDOT; and WHEREAS, the State of Texas has requested the Town of Westlake, the City of Southlake, and the City of Keller agree to terminate the said original contract for CSJ No. 0902- 48-544. 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. engineering for the extension of FM 1938 from FM 1709 to SH 114; and further THAT the Town Council of the Town of Westlake, Texas hereby approves Amendment No. 1 to the Local Transportation Project Advance Funding Agreement with the Texas Department of Transportation (TxDOT), relating to the review of a preliminary authorizes the Town Manager to execute said agreement attached as Exhibit “A” on behalf of the Town of Westlake, Texas. Resolution 11-16 Page 2 of 2 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. SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 13TH DAY OF JUNE 2011. _________________________________ Laura Wheat, Mayor ATTEST: ___________________________ _________________________________ Kelly Edwards, Town Secretary Tom Brymer, Town Manager APPROVED AS TO FORM: ___________________________ L. Stanton Lowry, Town Attorney Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Public Works Meeting Date: June 13, 2011 Staff Contact: Jarrod Greenwood Consent Subject: Consider a Resolution authorizing the Town Manager to negotiate and enter into an agreement with Charter Communications, for the use of the Town’s telecommunication ductbank. The Town of Westlake owns a series of telecommunications conduits, referred to as DuctBank, that extend from the Solana Business complex to Westlake Academy and are leased to telecom companies. The ductbank was envisioned as a way to provide telecommunications companies access to Town right-of-way without the need to dig, there by disrupting traffic, potentially damaging other buried utilities, expedite installation, and minimize inconvenience to property owners. EXECUTIVE SUMMARY Town staff has been working with Charter Communications to secure improved data connectivity between the Town Hall and the Academy. This would require the installation of fiber optic cable within the Town’s ductbank between the two. Additionally, Charter Communications has expressed a desire to install fiber optic cable within the Town’s ductbank to service Deloitte University. Town staff has discussed the availability of ductbank and the possible routing with Charter. In an effort to continue progress of Westlake IT upgrades and Deloitte University construction, staff seeks Council’s approval to negotiate and execute a lease agreement with Charter Communications for use of the Town’s ductbank conduit to telecommunication services to Deloitte University. Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Staff recommends approval. RECOMMENDATION / ACTION REQUESTED/ OPTIONS None ATTACHMENTS Resolution 11-17 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 11-17 A RESOLUTION OF THE TOWN COUNIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO NEGOTIATE AND ENTER INTO A CONTRACT WITH CHARTER COMMUNICATIONS, FOR THE USE OF THE TOWN’S TELECOMMUNICATION DUCTBANK. WHEREAS, Charter Communications, desires to lease telecommunications conduit from the Town of Westlake to provide service to Town of Westlake facilities and to Deloitte University; and WHEREAS, the Town Council find that the leasing of telecommunication ductbank conduit provides sound infrastructure planning consistent with goals and objectives within the adopted strategic plan; and WHEREAS, the Town Council authorize the Town Manager to negotiate the terms of the lease and execute a contract on behalf of the Town of Westlake; 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: That, the Town Council of the Town of Westlake, Texas, hereby approves the Town Manager to negotiate the terms of the lease agreement and execute said agreement attached as Exhibit “A” on behalf of the Town of Westlake, Texas with Charter Communications. 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 11-17 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 13TH DAY OF JUNE 2011 ATTEST: _____________________________ Laura L. Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Town Manager Meeting Date: June 13, 2011 Staff Contact: Tom Brymer Consent Town Manager Subject: Consider a Resolution Approving the Westlake Historic Monument Master Plan. EXECUTIVE SUMMARY The Town of Westlake established the Westlake Historical Preservation Society with the intent and mission of fostering and promoting the preservation of Westlake history. The Town has approximately eight (8) historical and/or significant sites worthy of being identified for a Town historical marker. The Westlake Historical Preservation Society has identified and prioritized potential sites and established monument design standards that are included in the Master Plan. Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Each of the potential projects in the Historical Marker Master Plan will be considered for funding annually, subject to the availability of funding, when the Town Council considers the proposed Town budget each year. Staff recommends approval subject to the condition that each of the potential projects in the Historical Marker Master Plan will be considered for funding annually, subject to the availability of funding, when the Town Council considers the proposed Town budget each year. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Resolution with Historical Marker Master Plan as an attachment. ATTACHMENTS Resolution 11-18 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 11-18 A RESOLUTION OF THE TOWN COUNIL OF THE TOWN OF WESTLAKE, TEXAS, APPROVING THE WESTLAKE HISTORIC MONUMENT MASTER PLAN. WHEREAS, The Town of Westlake established the Westlake Historical Preservation Society with the intent and mission of fostering and promoting the preservation of Westlake history; and WHEREAS, The Town has approximately eight (8) historical and/or significant sites worthy of being identified for a Town historical marker; and WHEREAS, the Town Council find that the Historic Monument Master Plan provides sound planning consistent with the purpose of the Westlake Historical Preservation Society; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety SECTION 2: That, the Town Council of the Town of Westlake, Texas, hereby approves the Town of Westlake Historical Monument Master Plan attached as Exhibit “A”. SECTION 3: That implementation of said plan will be dependent on availability of funding as a part of the annual consideration by the Town Council of the proposed Town operating budget. SECTION 4 : 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 4: That this resolution shall become effective from and after its date of passage. Resolution 11-18 Page 2 of 2 PASSED AND APPROVED ON THIS 13TH DAY OF JUNE 2011 ATTEST: _____________________________ Laura L. Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney TOWN OF WESTLAKE HISTORICAL MARKER MASTER PLAN June 13, 2011 SITES 1.BUCK KING ORIGINAL HOMESTEAD 2.THRASHER FAMILY HOME 3.OLD STAGE COACH STOP 4.DEALEY HOME (PAIGEBROOK FARM) 5.SHOCKEY-HUFFMAN HOMESTEAD SITE 6.POSSUM TROT SCHOOL SITE 7.CIRCLE T RANCH 8.TERRA BELLA HOMESTEAD SITE 26/13/2011 SITE LOCATION MAP 36/13/2011 BUCK KING HOMESTEAD •MR. KING RAISED ANIMALS AND FOWL AND GREW COTTON, CORN AND PEANUTS •PEARSON ROAD WAS PREVIOUSLY KNOWN AS BUCK KING ROAD •ADDITIONAL DETAILS AND INFORMATION IS AVAILABLE 46/13/2011 THRASHER FAMILY HOME •HOME OF HENRY AND BEULAH THRASHER •40 ACRE TRACT BOUGHT IN 1938 •NATIVE SANDSTONE FROM CIRCLE T AREA •PARENTS AND FOUR CHILDREN MOVED IN JUNE 1942. 56/13/2011 OLD STAGE COACH STOP •SITE OF 1850’S LOG CABIN ON DENTON- BIRDVILLE STAGE COACH ROUTE •ROCK HOUSE BUILT BETWEEN 1866 AND MID-1870’S •PROVIDE WATER TO TRAVELERS FROM NEARBY SPRINGS 66/13/2011 DEALEY HOME/PAIGEBROOKE •DEALEY COUNTRY HOME •DESIGNED BY CHARLES DILBECK. •BUILT IN THE LATE 1930’S •KNOWN AS THE 220 RANCH •MOVED TO PRESENT SITE IN 1998 76/13/2011 SHOCKEY HOMESTEAD SITE •HOMESTEAD WAS ESTABLISHED BY ISSAC SHOCKEY IN 1885 •CONSISTED OF MULTI- PLE WOOD FRAME BUILDINGS AND WELL •HOMESTEAD SITE NOW OCCUPIED BY SOLANA VILLAGE CIRCLE 6/13/2011 8 POSSUM TROT SCHOOL SITE •(PHOTOGRAPH OF SITE WILL BE INSERTED AFTER LOCATION IS CONFIRMED, NOW BEING RESEARCHED) •PHILLIP’S SCHOOL DISTRICT NO. 84, ALSO KNOWN AS POSSUM TROT SCHOOL •OPENED 1890 •CLOSED 1905 •ENROLLMENT 16-20 AGES 8 THROUGH 13 •ONE ROOM WOOD FRAME BUILDING 96/13/2011 CIRCLE T RANCH •J. GLENN TURNER PURCHASED APPROX. 2300 ACRES IN 40’/50’S •TOWN OF WESTLAKE WAS FOUNDED BY TURNER AND FRIENDS •PURCHASED BY NELSON HUNT SOLD TO H.ROSS PEROT JR./HILLWOOD IN 1993. 106/13/2011 TERRA BELLA SITE •(PHOTOGRAPH OF SITE WILL BE INSERTED AFTER LOCATION IS CONFIRMED, NOW BEING RESEARCHED) •ED NOACK FAMILY OF SIX BOUGHT THE SITE IN 1965 AND BUILT A 1000 SF FRAME HOME. •IN 1995, THE NOACKS REQUESTED WESTLAKE TO ANNEX THE LAND •BECAME TERRA BELLA ESTATES IN 2007 116/13/2011 HISTORICAL MARKER DESIGN •SOUTHWELL FOUNDRY LOCATED IN SAN ANTONIO, TX MANUFACTURES HISTORICAL MARKERS FOR MANY STATES, COUNTIES AND TOWNS INCLUDING THE STATE OF TEXAS. 126/13/2011 MARKER DESIGNS 136/13/2011 Page 1 of 2 TOWN COUNCIL AGENDA ITEM Department: Public Works Meeting Date: June 13, 2011 Staff Contact: Jarrod Greenwood Consent Director of Public Works Subject: Consider a Resolution Awarding Bid and Authorizing the Town Manager to Execute a Contract With Lane Construction Corporation for Mahotea Boone Trail and Aspen Lane Paving and Drainage Improvements. The proposed contract with Lane Construction Corporation in the amount of $349,285 will provide the following street and drainage reconstruction projects: EXECUTIVE SUMMARY • Mahotea Boone Trail - 8” stabilized subgrade with 4” asphalt pavement, regrading of bar ditches, and replacement of drainage culverts as needed. • Aspen Lane - 8” stabilized subgrade with 4” asphalt pavement, regrading of bar ditches, and replacement of drainage culverts as needed. Seven (7) bids were received. The lowest bid came in $100,000 more than budgeted in the CIP. This is due in part to a price increase in asphalt which is driven by the price of oil. The other (and perhaps larger) reason for the cost difference is because the geotech (soils) report for these streets specified 4" asphalt pavement thickness due to soil conditions. This is instead of the 2" asphalt pavement thickness on which the CIP cost estimate was formulated. Attached is a letter from engineer Jeff Winkler of Graham Associates addressing this issue in more detail. His letter explains that while the 4-inch thick pavement design is initially more expensive, for the additional cost, we will have a 20-year pavement life design for these roads (as opposed to a 5 year pavement life design if we utilize the less expensive 2-inch thick pavement). Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Funds are available in the Capital Projects Budget, Street Improvements. The source of this project’s funding is the recently Council approved sale of Certificates of Obligation bonds for the street reconstruction projects identified within the Town’s adopted five (5) year Capital Improvement Plan. Mahotea Boone paving/drainage improvements are scheduled for FY 10-11 and Aspen Lane paving/drainage improvements were scheduled for FY 11-12. However, staff recommends accelerating the Aspen Lane project one fiscal year because a.) funding is available and b.) by grouping these 2 projects together staff felt we would have a project of such a size as to attract more bidders. This has proven to be the case with seven (7) bids received. Page 2 of 2 Staff recommends proceeding with the low bid and authorizing staff to value engineer out appropriate costs by change order to reduce the total cost of this project as much as possible. RECOMMENDATION / ACTION REQUESTED/ OPTIONS 1. Bid tabulation showing 4 lowest bidders. ATTACHMENTS 2. Letter dated 6-6-11 from engineer Jeff Winkler of Graham Associates. 3. Resolution. 4. Contract for paving and drainage improvements. Page 1 BID TABULATION-Westlake 2011 CIP Paving-2011-06-06 (2) Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost 1.Demo of existing pavement & mixing w/ cement for subgrade to provide an 8" thick stabilized road base 3,570 SY $4.05 $14,458.50 $3.50 $12,495.00 $2.00 $7,140.00 $3.00 $10,710.00 2.Cement for stabilization (40 lb/SY)71 TN $110.00 $7,810.00 $110.00 $7,810.00 $105.00 $7,455.00 $115.00 $8,165.00 3.Micro-cracking treatment of subgrade 3,570 SY $0.20 $714.00 $0.25 $892.50 $0.30 $1,071.00 $0.30 $1,071.00 4.4" thick HMAC Type D surface course pavement 3,330 SY $14.50 $48,285.00 $14.85 $49,450.50 $15.50 $51,615.00 $17.00 $56,610.00 5.Regrade existing bar ditch along roadway 2,160 LF $3.00 $6,480.00 $3.00 $6,480.00 $1.00 $2,160.00 $2.00 $4,320.00 6.Clean out existing driveway culverts 13 EA $200.00 $2,600.00 $75.00 $975.00 $300.00 $3,900.00 $150.00 $1,950.00 7.Remove and replace existing driveway approach 13 EA $750.00 $9,750.00 $400.00 $5,200.00 $1,500.00 $19,500.00 $1,500.00 $19,500.00 8.Topsoil roadway edge dressing 140 CY $15.00 $2,100.00 $40.00 $5,600.00 $40.00 $5,600.00 $15.00 $2,100.00 9.Seasonal hydromulch seeding 1,600 SY $0.40 $640.00 $0.31 $496.00 $0.50 $800.00 $1.00 $1,600.00 10.Bermuda sodding 1,600 SY $2.75 $4,400.00 $1.95 $3,120.00 $3.00 $4,800.00 $4.00 $6,400.00 11.Truck watering to establish vegetation 2 Wk $1,500.00 $3,000.00 $4,100.00 $8,200.00 $1,900.00 $3,800.00 $1,400.00 $2,800.00 12.Silt fence 400 LF $1.50 $600.00 $1.50 $600.00 $2.00 $800.00 $1.25 $500.00 13.Rock check dam 4 EA $300.00 $1,200.00 $350.00 $1,400.00 $400.00 $1,600.00 $300.00 $1,200.00 14.Traffic control 1 LS $1,000.00 $1,000.00 $3,000.00 $3,000.00 $2,500.00 $2,500.00 $1,000.00 $1,000.00 15.CIP project sign (4'x8')1 EA $250.00 $250.00 $400.00 $400.00 $600.00 $600.00 $400.00 $400.00 $103,287.50 $106,119.00 $113,341.00 $118,326.00 2011 CIP Paving Project BID TABULATION Peachtree Constr.Reliable Paving Description Qty.Unit 3D PavingItem No. Town of Westlake Mahotea Boone Trail and Aspen Lane Reconstruction Bids Opened June 6, 2011 at 2:00 p.m. Lane Constr. Corp. Subtotal for Base Project #1 Base Project #1 - Mahotea Boone Trail Page 2 BID TABULATION-Westlake 2011 CIP Paving-2011-06-06 (2) Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost 16.Demo of existing pavement & mixing w/ cement for subgrade to provide an 8" thick stabilized road base 9,360 SY $4.05 $37,908.00 $3.50 $32,760.00 $2.00 $18,720.00 $2.80 $26,208.00 17.Cement for stabilization (40 lb/SY)187 TN $110.00 $20,570.00 $110.00 $20,570.00 $105.00 $19,635.00 $115.00 $21,505.00 18.Micro-cracking treatment of subgrade 9,360 SY $0.20 $1,872.00 $0.25 $2,340.00 $0.30 $2,808.00 $0.30 $2,808.00 19.4" thick HMAC Type D surface course pavement 8,750 SY $14.50 $126,875.00 $14.85 $129,937.50 $15.50 $135,625.00 $17.00 $148,750.00 20.Regrade existing bar ditch along roadway 5,700 LF $3.00 $17,100.00 $3.00 $17,100.00 $1.00 $5,700.00 $2.00 $11,400.00 21.Clean out existing driveway culverts 12 EA $200.00 $2,400.00 $75.00 $900.00 $300.00 $3,600.00 $150.00 $1,800.00 22.Remove and replace existing driveway approach 12 EA $750.00 $9,000.00 $400.00 $4,800.00 $1,500.00 $18,000.00 $1,500.00 $18,000.00 23.Topsoil roadway edge dressing 350 CY $15.00 $5,250.00 $40.00 $14,000.00 $40.00 $14,000.00 $15.00 $5,250.00 24.Seasonal hydromulch seeding 4,150 SY $0.40 $1,660.00 $0.31 $1,286.50 $0.50 $2,075.00 $1.00 $4,150.00 25.Bermuda sodding 4,150 SY $2.75 $11,412.50 $1.95 $8,092.50 $3.00 $12,450.00 $4.00 $16,600.00 26.Truck watering to establish vegetation 2 Wk $1,500.00 $3,000.00 $4,100.00 $8,200.00 $1,900.00 $3,800.00 $1,400.00 $2,800.00 27.Silt fence 600 LF $1.50 $900.00 $1.50 $900.00 $2.00 $1,200.00 $1.25 $750.00 28.Rock check dam 8 EA $300.00 $2,400.00 $350.00 $2,800.00 $400.00 $3,200.00 $300.00 $2,400.00 29.Traffic control 1 LS $1,000.00 $1,000.00 $3,000.00 $3,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00 30.CIP project sign (4'x8')1 EA $250.00 $250.00 $400.00 $400.00 $600.00 $600.00 $400.00 $400.00 $241,597.50 $247,086.50 $246,413.00 $267,821.00 Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost 31.Prep & implementation of a SWPPP including inspections 1 LS $1,000.00 $1,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $1,200.00 $1,200.00 32.Payment & performance bond 1 LS $2,200.00 $2,200.00 $6,600.00 $6,600.00 $4,500.00 $4,500.00 $9,000.00 $9,000.00 33.2 Year, 20% maintenance bond 1 LS $1,200.00 $1,200.00 $3,000.00 $3,000.00 $500.00 $500.00 $2,000.00 $2,000.00 $4,400.00 $11,600.00 $7,000.00 $12,200.00 Total Base Project Cost $398,347.00$366,754.00 Subtotal for Miscellaneous Items Miscellaneous Items Item No.Description Qty.Unit Lane Constr. Corp.Peachtree Constr.Reliable Paving 3D Paving Subtotal for Base Project #2 Base Project #2 - Aspen Lane Item No.Description Qty.Unit Lane Constr. Corp.Peachtree Constr.Reliable Paving 3D Paving $364,805.50$349,285.00 Page 3 BID TABULATION-Westlake 2011 CIP Paving-2011-06-06 (2) Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost 4A.2" thick HMAC Type D surface course pavement for Mahotea Boone Trail 3,280 SY $7.90 $25,912.00 $7.65 $25,092.00 $8.00 $26,240.00 $9.50 $31,160.00 $80,914.50 $81,760.50 $87,966.00 $92,876.00 Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost 19A 2" thick HMAC Type D surface course pavement for Aspen Lane 8,750 SY $7.90 $69,125.00 $7.65 $66,937.50 $8.00 $70,000.00 $9.50 $83,125.00 $183,847.50 $184,086.50 $180,788.00 $202,196.00 Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost 6A.Remove, dispose of and replace existing driveway culvert including stone headwalls at each end 13 EA $1,100.00 $14,300.00 $2,100.00 $27,300.00 $3,000.00 $39,000.00 $1,350.00 $17,550.00 $114,987.50 $132,444.00 $148,441.00 $133,926.00 Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost 21A Remove, dispose of and replace existing driveway culvert including stone headwalls at each end 12 EA $1,100.00 $13,200.00 $2,100.00 $25,200.00 $3,000.00 $36,000.00 $1,350.00 $16,200.00 $252,397.50 $271,386.50 $278,813.00 $282,221.00 Item No.Description Qty. Alternate No. 1 Item No.Description Qty.Unit Lane Constr. Corp.Peachtree Constr.Reliable Paving 3D Paving Alternate #1 Subtotal for Base Project #1 Qty. Total Alternate No. 1 Project Cost Lane Constr. Corp.Peachtree Constr.Reliable Paving Total Alternate No. 1 & 2 Project Cost $349,412.00 $391,072.00 $408,879.00 $402,897.00 Alternate #2 Subtotal for Base Project #1 Unit $269,162.00 $277,447.00 $275,754.00 $307,272.00 3D Paving Alternate No. 1 Item No.Description Alternate #1 Subtotal for Base Project #2 Unit Lane Constr. Corp.Peachtree Constr.Reliable Paving 3D Paving Alternate No. 2 Alternate No. 2 $428,347.00 Item No.Description Qty.Unit Lane Constr. Corp.Peachtree Constr.Reliable Paving 3D Paving Alternate #2 Subtotal for Base Project #2 Total Alternate No. 2 Project Cost $371,785.00 $415,430.50 $434,254.00 Page 4 BID TABULATION-Westlake 2011 CIP Paving-2011-06-06 (2) Number of Calendar Days 10 15 10 10 20 45 45 60 20 30 20 20 25 45 45 60 55 105 100 130 Yes Yes Yes Yes Total Alternate No. 2 Project Cost $371,785.00 $415,430.50 $434,254.00 $428,347.00 Total Alternate No. 1 & 2 Project Cost $349,412.00 $391,072.00 $408,879.00 $402,897.00 Total Alternate No. 1 Project Cost $269,162.00 $277,447.00 $275,754.00 $307,272.00 $398,347.00 Reliable Paving 3D PavingPeachtree Constr.Lane Constr. Corp. Total Number of Days Bid Total Base Project Cost $349,285.00 $364,805.50 $366,754.00 SUMMARY PAGE Begin Construction on Project #1 Complete Construction of Project #1 Begin Construction on Project #2 Complete Construction of Project #2 Days Days Days Days Bid Bond Received Y/N Resolution 11-19 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 11-19 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AWARDING BID AND AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH LANE CONSTRUCTION FOR MAHOTEA BOONE TRAIL AND ASPEN LANE PAVING AND DRAINAGE CONSTRUCTION RELATED TO THE ADOPTED CAPITAL IMPROVEMENT PLAN. WHEREAS, Westlake desires to provide residents and commuters with safe streets adequate drainage; and WHEREAS, the Town Council finds that the proposed construction provides sound infrastructure management and planning consistent with goals and objectives within the adopted Strategic Plan as well as its adopted Capital Improvement Program; and WHEREAS, the Town of Westlake, in accordance with State law, has publicly advertised and opened bids for paving and drainage improvements to Mahotea Boone Trail and Aspen Lane; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of the Town of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. The Town Council of the Town of Westlake has reviewed the bid tabulation, attached as Exhibit “A”, and hereby approves the contract with Lane Construction in the amount of $$349,285.00, for the paving and drainage improvements, attached as Exhibit “B”, and further authorizes the Town Manager to execute the agreement on behalf of the Town of Westlake, Texas. SECTION 3. The Town Council of the Town of Westlake further authorizes the Town Manager to execute a change order for items deducted from this bid award via the value engineering process as recommended by the project engineer and Director of Public Works. SECTION 4 : 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 4: That this resolution shall become effective from and after its date of Resolution 11-19 Page 2 of 2 passage. PASSED AND APPROVED ON THIS 13TH DAY OF JUNE, 2011. __________________________________ Laura Wheat, Mayor ATTEST: ___________________________ __________________________________ Kelly Edwards, Town Secretary Tom Brymer, Town Manager APPROVED AS TO FORM: ___________________________ L. Stanton Lowry, Town Attorney Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Public Works Meeting Date: June 13, 2011 Staff Contact: Jarrod Greenwood Consent Subject: Consideration and discussion of Ordinance amending the Water/Waste Water Rates and Tap Fee Schedule by establishing a new Frac Water Rate Schedule EXECUTIVE SUMMARY Town Council adjusted utility rates at the December 13, 2010 regular Council Meeting, which became effective January 1, 2011. The adopted rates did not include a water rate for water used by gas well drillers during the drilling and production of gas wells. Range Resources has requested water service during their “fraccing” process at an estimated 400,000 gallons per day for approximately eight (8) to ten (10) days. While we do have the capacity to provide this amount of water for the short duration it takes to frac a well, it will affect Peak Charges assessed by the City of Fort Worth, our wholesale water provider. The proposed Frac Water Rate Schedule calculation incorporates anticipated increased charges within the volume cost of water to mitigate peak impacts. Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Staff recommends approval. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Ordinance ATTACHMENTS Exhibit “A” - 2011 Gas Well Water Rate Model Ordinance 659 Page 1 of 5 TOWN OF WESTLAKE ORDINANCE NO. 659 CONSIDERATION AND DISCUSSION OF ORDNANCE XXX, AMENDING THE WATER/WASTE WATER RATES AND TAP FEE SCHEDULE BY ESTABLISHING A NEW FRAC WATER RATE SCHEDULE; REPEALING ORDINANCE 651 IN ITS ENTIRETY; 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 general law Town; and WHEREAS, the Town Council of the Town of Westlake finds the provision of water and wastewater services throughout the Town of Westlake, Texas, (the “Town”) is of vital importance to the health, safety and welfare of the citizens of the Town; and WHEREAS, the Town Council repeals Ordinances 651 in its entirety to consolidate the Water and Wastewater rate and fee schedule; and WHEREAS, upon the recommendation of the Public Works Department, 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 to the Water and Wastewater rates 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 That the Town Council does hereby amending the water/waste water rates and tap fee schedule by establishing a new frac water rate schedule as shown on Exhibit “A” hereto, which said exhibit is hereby incorporated in its entirety as if fully set forth. SECTION 3 : That all provisions of this ordinance shall remain in full force and effect. SECTION 4: 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 5: That any person, firm or corporation violating any of the provisions or terms of this ordinance shall be subject to the same penalty as provided for in the Code of Ordinance 659 Page 2 of 5 Ordinances of the Town of Westlake, and upon conviction shall be punishable by a fine not to exceed the sum of five hundred dollars ($500.00) for each offense. Each day that a violation is permitted to exist shall constitute a separate offense. SECTION 6: It is hereby declared to be the intention of the Town Council of the Town of Westlake, Texas, that sections, paragraphs, clauses and phrases of this Ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this Ordinance shall be declared legally invalid or unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such legal invalidity or unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs or sections of this Ordinance since the same would have been enacted by the Town Council of the Town of Westlake without the incorporation in this Ordinance of any such legally invalid or unconstitutional, phrase, sentence, paragraph or section. SECTION 7: This ordinance shall take effect immediately from and after its passage as the law in such case provides. PASSED AND APPROVED ON THIS 13th DAY OF DECEMBER 2011. _____________________________ ATTEST: Laura Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney Ordinance 659 Page 3 of 5 Exhibit A EFFECTIVE JANUARY 1, 2011 Base Service Charges Residential Commercial Meter Size Water Sewer Water Sewer 3/4" $42.00 $33.00 $42.00 $33.00 1" $70.00 $60.00 $70.00 $60.00 1 1/2" $140.00 $115.00 $140.00 $115.00 2" $224.00 $187.00 $224.00 $187.00 3" $490.00 $405.00 $490.00 $405.00 4" $882.00 $693.00 $882.00 $693.00 6" $1,650.00 $1,450.00 $3,500.00 $1,450.00 8" $2,400.00 $2,100.00 $4,400.00 $2,100.00 Volume Charge Rate Per 1,000 gallons Residential Commercial Volume (gallons) Water Sewer Water FRAC Water Sewer 0-2,000 $3.10 $0.00 $3.10 $11.09 $3.60 2,001 - 20,000 $3.10 $3.60 $3.10 $11.09 $3.60 20,001 - 40,000 $3.88 $3.60 $3.88 $11.09 $3.60 40,001 - 400,000 $4.84 $3.60 $4.84 $11.09 $3.60 over 400,000 $6.05 $3.60 $6.05 $11.09 $3.60 Ordinance 659 Page 4 of 5 Volume Charge Rate Per 1,000 gallons Deposits Residential Commercial Meter Size Water Sewer Water Sewer 3/4" $90 $60 $75 $60 1" $150 $100 $100 $100 1 1/2" $300 $200 $250 $200 2" $480 $320 $500 $320 3" $1,050 $700 $1,000 $700 4" $1,800 $1,200 $2,500 $1,200 6" $3,750 $2,500 $3,500 $2,500 8" $5,400 $3,600 $5,000 $3,600 Tap Fees Water Connection Minimum Service Tap Fee** Meter Size Existing Service Line Tap Fee Street Cut/Bore 3/4" $550 $900 $900 1" $575 $1,200 $1,100 1 1/2" $775 $1,400 $1,275 2" Disc $965 $2,200 $1,400 Sewer Connection Minimum Service Tap Fee** Depth Existing Service Line Tap Fee Street Cut/Bore 0 - 6 feet $450 $450 $800 6 - 12 feet $450 $750 $1,200 12 - 18 feet $450 $1,050 $1,600 2" Compound & larger, or unusual installation conditions, fee to be actual cost to Town plus 10%. **Tap fees for connection installed by Town will be actual cost to Town plus 10%. Does not include City of Fort Worth water or other impact fees. Ordinance 659 Page 5 of 5 2011 Gas Well Water Rate Model Assumptions Usage Volume = 5,000,000 gallons Total assumed usage per well Usage Period = 10 days Assumed time frame for drilling & Fracing Probability of Peak Period = 1/3 Peaks are assumed to only occur in the "summer" months Jun-Aug Affected years = 1.5 Assumed Current Annual Effect (MGD) FW Rate Effect Max Day 0.5 131,337.00 $65,668.50 Max Hour 0.020833333 34,755.00 $ 724.06 Potential annual effect $66,392.56 per 1,000 gallons / 5,000 Probability / 3 Affected years x 1.5 Rate of use effect $ 6.64 Proposed Rate $11.09 per 1000 gals. rev. 6/13/11 Base cost + $ 4.45 Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Town Secretary Meeting Date: June 13, 2011 Staff Contact: Kelly Edwards Regular Subject: Consideration and discussion to elect a Mayor Pro Tempore. Pursuant to Local Government Code 22.037 the Town Council shall elect a Mayor Pro Tempore following the May General election. EXECUTIVE SUMMARY The Mayor Pro Tem shall perform the duties Mayor in cases of absence or inability of the Mayor to perform such duties. The Mayor Pro Tem shall have the right to vote as a member of the Town Council. Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Discuss and elect a Mayor Pro Tempore RECOMMENDATION / ACTION REQUESTED/ OPTIONS None ATTACHMENTS Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Town Secretary Meeting Date: June 13, 2011 Staff Contact: Kelly Edwards Regular Subject: Consideration and discussion of a Resolution appointing and reappointing members to the Historical Preservation Society, Planning and Zoning Commission, Public Art Society, Texas Student Housing Authority and entities, and Westlake Academy Foundation Member with expiring terms have been contacted by the Town Secretary and asked to respond as to their desire to continue to serve as a board, commission or committee member. The spreadsheet indicates the names of the board commission, and committee members and their current status and new applicants that have applied for vacant positions. EXECUTIVE SUMMARY Please note that there are open positions on a few of the board and you may also wish to make appointments to fill those vacancies at this time as well as consider any additional recommendations. Inviting Residential and Corporate Neighborhoods APPLICABLE STRATEGIC PLAN VISION POINT We are Leaders Hospitality Finds its Home in Westlake Funded Not Funded N/A FISCAL IMPACT Consider appointments and reappointments RECOMMENDATION / ACTION REQUESTED/ OPTIONS Resolution ATTACHMENTS Resolution 11-20 Page 1 of 5 TOWN OF WESTLAKE RESOLUTION NO. 11-20 REAPPOINTING AND APPOINTING MEMBERS TO THE 4B ECONOMIC DEVELOPMENT BOARD; WESTLAKE HISTORICAL PRESERVATION SOCIETY; PLANNING AND ZONING COMMISSION; PUBLIC ART SOCIETY OF WESTLAKE; TEXAS STUDENT HOUSING AUTHORITY BOARD OF DIRECTORS; THE TEXAS STUDENT HOUSING AUTHORITY; THE TEXAS STUDENT HOUSING CORPORATION – DENTON PROJECT; AND THE WESTLAKE ACADEMY FOUNDATION, AND RESOLVING RELATED MATTERS. BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: THAT the following individuals are hereby appointed/reappointed to the 4B Economic Development Board: Laura Wheat, Mayor June 2011 Term Expiration Carol Langdon, Council Member June 2011 Tim Brittan, Council Member June 2011 Rick Rennhack, Council Member June 2011 David Brown, Non-Council Member June 2011 Gregg Malone, Non-Council Member June 2011 Vacant, Non-Council Member June 2011 As a result of the appointments heretofore stated, the 4B Economic Development Board is represented by the following: Laura Wheat, Mayor June 2013 Term Expiration Carol Langdon, Council Member June 2013 Tim Brittan, Council Member June 2013 Rick Rennhack, Council Member June 2013 David Brown, Non-Council Member June 2013 Gregg Malone, Non-Council Member June 2013 Vacant, Non-Council Member June 2013 Resolution 11-20 Page 2 of 5 SECTION 3: THAT the following individuals are hereby appointed/reappointed to the Westlake Historical Preservation Society: Term Expiration Kristi Layton June 2012 Karen Stoltenberg June 2012 Joyce Roach June 2012 Sharon Sanden June 2011 Vacant June 2010 Vacant June 2011 As a result of the appointment heretofore stated, the Westlake Historical Preservation Society is represented by the following: Term Expiration June 2012 Kristi Layton June 2012 Karen Stoltenberg June 2012 June 2012 Stephen Thornton June 2013 Bert Schultz June 2013 Allan Werst June 2013 June 2013 June 2013 June 2013 SECTION 4: THAT the following individuals are hereby appointed reappointed to the Planning and Zoning Commission: Term Expiration Wayne Stoltenberg June 2010 Walter Copeland June 2010 Allen Heath June 2010 William Greenwood June 2011 Sharon Sanden June 2011 As a result of the appointments heretofore stated, the Planning and Zoning Commission is represented by the following: Term Expiration June 2013 June 2013 Wayne Stoltenberg June 2012 Walter Copeland June 2012 Allen Heath June 2012 Resolution 11-20 Page 3 of 5 SECTION 5: THAT the following individuals are hereby appointed/reappointed to the Westlake Public Art Society: Term Expiration Dave Rollins 2 yr term June 2011 Shannon LaRue 2 yr term June 2011 Trish Biddle 1 yr term June 2012 Debra Hale 2 yr term June 2012 Kelly Cox 2 yr term June 2012 Vanessa Swarovski-Peidra 2 yr term June 2011 Leah Rennhack 3 yr term June 2013 Vacant 1 yr term June 2011 Vacant 1 yr term June 2011 Vacant 3 yr term June 2013 (Board Liaison) Staff Liaison Town Manager or his appointee As a result of the appointment heretofore stated, the Westlake Public Art Society is represented by the following: Term Expiration Bryan Biddle 2 yr term June 2013 Amelia Johnson 2 yr term June 2013 Trish Biddle 1 yr term June 2012 Debra Hale 2 yr term June 2012 Kelly Cox 2 yr term June 2012 Gail James 2 yr term June 2013 Leah Rennhack 3 yr term June 2013 1 yr term June 2013 1 yr term June 2013 3 yr term June 2013 (Board Liaison) Staff Liaison Town Manager or his appointee SECTION 6: THAT the following individuals are hereby reappointed to the Texas Student Housing Authority, the Texas Student Housing Corporation, the Texas Student Housing Corporation – Denton Project, the Texas Student Housing Corporation – College Station Project; Term Expiration Jim Carter June 2012 Jill McKean June 2012 Jac Irvine June 2012 Gregg Malone June 2012 George Ledak June 2011 Chuck Schultz June 2011 Scott Bradley June 2011 Resolution 11-20 Page 4 of 5 As a result of the appointments heretofore stated, the Texas Student Housing Authority, the Texas Student Housing Authority, and the Texas Student Housing Corporation – Denton Project, are represented by the following: Term Expiration Jim Carter June 2012 Jill McKean June 2012 Vacant June 2012 Gregg Malone June 2012 George Ledak June 2013 Scott Bradley June 2013 Vacant June 2011 SECTION 7: THAT the following individuals are hereby appointed/reappointed to the Westlake Academy Foundation Board of Directors: Term Expiration Leah Rennhack June 2012 Casey Paulson June 2012 Kelly Cox June 2012 Deborah Zielger June 2012 Bill Greenwood June 2012 George Ledak June 2011 Jack Risenhoover June 2011 Leigh Sander June 2011 Cathy Lee June 2011 Karen Osborn June 2011 Rob Scott June 2011 Vacant June 2012 Rich Mueller Term as Chr. of HOC – June 2011 As a result of the appointments heretofore stated, the Westlake Academy Foundation is represented by the following: Term Expiration Leah Rennhack June 2012 Casey Paulson June 2012 Kelly Cox June 2012 Deborah Zielger June 2012 Bill Greenwood June 2012 June 2012 Rob Scott June 2013 Cathy Lee June 2013 June 2013 Resolution 11-20 Page 5 of 5 June 2013 June 2013 June 2013 SECTION 8: 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 9: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 28 DAY OF JUNE 2010. ATTEST: _____________________________ Laura Wheat, Mayor ______________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ______________________________ L. Stanton Lowry, Town Attorney EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087: Deliberation Regarding Economic Development Negotiations – to deliberate the offer of a financial or other incentive to a business prospect. Town of Westlake Item # 6 – Executive Session Town of Westlake Item # 7 – Reconvene Meeting TAKE ANY ACTION FROM EXECUTIVE SESSION, IF NECESSARY EXECUTIVE SESSION a. Section 551.087: Deliberation Regarding Economic Development Negotiations – to deliberate the offer of a financial or other incentive to a business prospect. Town of Westlake Item # 8 – 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 #9 - Future Agenda Items COUNCIL RECAP / STAFF DIRECTION Town of Westlake Item # 10 Council Recap / Staff Direction COUNCIL CALENDAR - Town Offices Closed July 4, 2011 - Municipal Budget Workshop June 12, 2011 (9:00 - 4:00 p.m.) - Fire Station Open House/BBQ June 25, 2011 (5:30 - 7:30 pm) - Town Council Meeting August 29, 2011 Town of Westlake Item # 11 – Council Calendar Town of Westlake Item # 12 – Adjournment Back up material has not been provided for this item.