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HomeMy WebLinkAbout12-12-11 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 December 12, 2011 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE, 2ND FLOOR WESTLAKE, TX 76262 COUNCIL CHAMBERS / MUNICIPAL COURT ROOM Workshop Session: 5:00 p.m. Regular Session 7:00 p.m. Workshop Session 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. DISCUSS AND REVIEW OF CONSENT AGENDA ITEMS FROM DECEMBER 12, 2011, REGULAR MEETING. (30 min) Page 2 of 4 4. EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087: Deliberation Regarding Economic Development Negotiations – to deliberate the offer of a financial or other incentive to a business prospect. b. Section 551.071 Consultation with Attorney - to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: Eaton vs. Town of Westlake c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager 5. RECONVENE MEETING  6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 7. DISCUSSION ITEMS a. Discussion and presentation of the new Town website. (10 min) b. Discussion of Impact Fee Feasibility Study. (45 min) c. Discussion regarding contracting with the Denton or Tarrant county for the 2012 general election. (15 min) 8. COUNCIL RECAP / STAFF DIRECTION 9. ADJOURNMENT Regular Session 1. CALL TO ORDER 2. CITIZEN PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council cannot by law take action nor have any discussion or deliberations on any presentation made to the Council at this time concerning an item not listed on the agenda. 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. Page 3 of 4 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 November 14, 2011. b. Consider approval of Resolution 11-35, Establishing the meeting dates and procedures for 2012 calendar year. c. Consider approval of Ordinance 673, Amending Chapter 2 - Administration Article II, - Board of Aldermen, Division 2. – Procedures. d. Consider approval of Resolution 11-36, Authorizing and Approving the Purchase of an Ambulance and associated equipment. e. Consider approval of Resolution 11-37, Appointing a member to the Westlake Academy Foundation. f. Consider approval of Resolution 11-38, Authorizing the Town Manager to enter into a contract with Graham Associates for engineering services related to the construction of Stagecoach hills waterline improvements. g. Consider approval of Resolution 11-39, Authorizing the Town Manager to execute a contract with Graham Associates for engineering design and contract management services related to roadway reconstruction as adopted by Capital Improvement Plan for projects on Roanoke Road and within Stagecoach Hills. 4. CONSIDERATION AND DISCUSSION OF RESOLUTION 11-40, ADOPTING THE STRATEGIC PLAN.   5. EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087: Deliberation Regarding Economic Development Negotiations – to deliberate the offer of a financial or other incentive to a business prospect. b. Section 551.071 Consultation with Attorney - to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: Eaton vs. Town of Westlake c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager 6. RECONVENE MEETING 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 8. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under “Future Agenda Item Requests”, an agenda item for a future Council meeting. The Council Member making the request will contact the Town Page 4 of 4 Manager with the requested item and the Town Manager will list it on the agenda. At the meeting, the requesting Council Member will explain the item, the need for Council discussion of the item, the item’s relationship to the Council’s strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item.   9. COUNCIL RECAP / STAFF DIRECTION   10. COUNCIL CALENDAR    - Westlake Neighborhood Meeting for All Remaining Residents December 13, 2011; 7:00 pm – 9:00 pm; Home of Scott & Kelly Bradley - Westlake Academy Winter Holiday December 19, 2011 – January 2, 2012 - Town Offices Closed December 23 & 27, 2011 - Town Offices Closed January 2, 2012 - 2011 Graduates IB Diploma Presentation & College Reflections January 6, 2012; 2:45 pm in WA Gym - Board of Trustee Meeting January 9, 2012 - Town Council Meeting January 23, 2012 11. ADJOURNMENT  ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, December 7, 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 November 14, 2011. b. Consider approval of Resolution 11-35, Establishing the meeting dates and procedures for 2012 calendar year. c. Consider approval of Ordinance 673, Amending Chapter 2 - Administration Article II, - Board of Aldermen, Division 2. – Procedures. d. Consider approval of Resolution 11-36, Authorizing and Approving the Purchase of an Ambulance and associated equipment. e. Consider approval of Resolution 11-37, Appointing a member to the Westlake Academy Foundation. f. Consider approval of Resolution 11-38, Authorizing the Town Manager to enter into a contract with Graham Associates for engineering services related to the construction of Stagecoach hills waterline improvements. g. Consider approval of Resolution 11-39, Authorizing the Town Manager to execute a contract with Graham Associates for engineering design and contract management services related to roadway reconstruction as adopted by Capital Improvement Plan for projects on Roanoke Road and within Stagecoach Hills. Town of Westlake Item # 3 –   Review of Consent  Agenda Items                    EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following:   a. Section 551.087: Deliberation Regarding Economic Development Negotiations – to deliberate the offer of a financial or other incentive to a business prospect. b. Section 551.071 Consultation with Attorney - to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: Eaton vs. Town of Westlake c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager Town of Westlake Item # 4 –   Executive Session     Town of Westlake Item # 5 – Reconvene  Meeting     TAKE ANY ACTION FROM EXECUTIVE SESSION, IF NECESSARY Town of Westlake Item # 6 – Take any  Necessary Action, if  necessary  DISCUSSION ITEMS a. Discussion and presentation of the new Town website. (10 min) b. Discussion of Impact Fee Feasibility Study. (45 min) c. Discussion regarding contracting with the Denton or Tarrant county for the 2012 general election. (15 min) Town of Westlake Item # 7 –   Discussion Items  Page 1 of 2 TOWN COUNCIL AGENDA ITEM Department: Administrative Services Meeting Date: December 12, 2011 Staff Contact: Todd Wood Discussion Director of Human Resources and Administrative Services Subject: Discussion and presentation of the new Town website EXECUTIVE SUMMARY The Town’s current website, unveiled in 2004, was a tremendous leap forward at the time in terms of web presence, communications, marketing, and graphical design. Nearly eight years has passed since that redesign, and staff identified in early 2011 that new resources were available for next-generation municipal websites. Today, we’re proud to unveil our next “leap” forward by presenting the new Town of Westlake website. Powered by CivicPlus, this platform has helped many cities throughout the country win many website awards for its design, features, and functionality. We hope to be in that elite group soon! The new website includes many new and exciting features, and there are many more supported features that will be activated in the near feature. These include searchable business directories, a facilities reservation system, Notify Me (a self-enrolled communication tool), online polls, real estate locators, emergency alerts, and many more. These features combined with a beautiful new design will present a fresh face to the world about what Westlake is – a premier, knowledge- based community. The cost for the upgrade was $22,000. Of this amount, $15,000 was funded in the last fiscal year through savings in the IT Department budget. The remainder (including the $3,000 annual hosting fee) will be funded from the FY 2011-2012 IT and Visitor’s Fund budgets. Staff will continue to refine, polish, and add exciting new content in the near future to help make the website the best it can possibly be. This website, the Town’s third design in 12 years, is sure to impress many with is design and capabilities. Websites are often what the world first sees about a community, and we look forward to what this website will do for our citizens, business, future business partners, and the general public. APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Hospitality Finds its Home in Westlake Page 2 of 2 FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS No action required, report presented for Council information and discussion. ATTACHMENTS None Page 1 of 2 TOWN COUNCIL AGENDA ITEM Department: Town Manager Meeting Date: December 12, 2011 Staff Contact: Tom Brymer, Discussion Town Manager Subject: Discussion of Impact Fee Feasibility Study EXECUTIVE SUMMARY The current Municipal Strategic Plan has as a part of its Vision Point Two, We are Leaders, a Key Result Area (KRA) entitled “High Quality Services Delivery Coupled with Financial Stewardship”. A short range goal under this KRA is to review the Town’s development related policies within the context of whether they foster “growth paying for growth”. One of the Outcome Strategies identified as a part of this policy review is to examine the feasibility of impact fees. Impact fees are a financing tool allowed under State law for municipalities to recoup all or some portion of costs of extending infrastructure that is required to serve new development. While impact fees are allowed under State law for recouping the costs of more than one type of infrastructure (example, thoroughfare streets), they are most commonly used by Texas municipalities for funding water and sewer infrastructure extension costs necessary to serve new development. The process for establishing impact fees in Texas is established in great detail in State law. The first phase involves conducting a feasibility study according to a detailed, tightly State law prescribed methodology. If the feasibility study indicates an impact fee is feasible, then a Phase II scope of work is conducted. Phase II actually involves the process by which the impact fee (that has been found feasible through the Phase I feasibility study) is actually adopted by the Town Council. Consideration of the second phase of actually adopting the impact fee cannot be done without first conducting the feasibility study (Phase 1). In pursuit of our Strategic Plan’s Outcome Strategies, the Staff has been in with Halff Associates over last few months regarding conducting a water and sewer impact fee study. Halff Associates is a well known and regarded civil engineering firm that has conducted impact fee feasibility studies for several Texas cities, including some in this area. The cost of this Phase I feasibility study cost is still being negotiated, but is estimated in the $50,000 range. APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Hospitality Finds its Home in Westlake FISCAL IMPACT Funded Not Funded N/A When the Strategic Plan was adopted by the Town Council in 2009, it was recommended that for Outcome Strategies such as this one involving cost, that funds not be budgeted in the annual Page 2 of 2 budget. Rather, Staff would pursue these initiatives, determine their costs, and come back to the Town Council with a recommendation to pursue or not pursue. If the Town Council is in consensus that it is comfortable with pursuing this water and sewer impact fee feasibility analysis per the Staff recommendation below, funds are available in the Utility Fund’s fund balance to cover the cost. A contract with Halff Associates to conduct the Phase I feasibility study would be brought back to the Town Council at a future Council meeting for Council’s consideration for approval, as well as an amendment to the FY11-12 Utility Fund Budget to fund this feasibility study. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Staff recommends that we move forward with conducting the Phase I water and sewer impact fee study. In examining the Town’s growth related policies in the context of our desire to achieve the end of “growth paying for growth”, Staff concludes that important tools such as water and sewer impact fees must seriously considered being placed in our “tool box”. This is necessary if we wish to substantively affect a policy outcome of growth paying for growth, and not placing costs for new infrastructure necessary to serve new development on our existing residents and businesses. The Town Council recently adopted a similar tool in the form of a park land dedication ordinance as a part of this same Strategic Plan Outcome Strategy. This water and sewer impact fee feasibility study would be the next step in pursuing this outcome. ATTACHMENTS 1. Excerpt (page 15) from the current municipal Strategic Plan Vision Point Two, We are Leaders, and a Key Result Area (KRA) entitled “High Quality Services Delivery Coupled with Financial Stewardship”. A short range goal under this KRA is to review the Town’s development related policies within the context of whether they foster “growth paying for growth” (note: see item 2B on that page). 2. Impact Fee Over View from Halff Associates. 3. Information on impact fees from Sub regional Planning website. 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 2 TOWN COUNCIL AGENDA ITEM Department: Town Secretary’s Office Meeting Date: December 12, 2011 Staff Contact: Kelly Edwards Discussion Town Secretary Subject: Discussion regarding contracting with the Denton or Tarrant County for the 2012 general election. EXECUTIVE SUMMARY The legislation adjusted, via SB 100, the dates of the general primary election and primary runoff election in order to bring Texas into compliance with the U.S. Military and Overseas Voter Empowerment (MOVE) Act. This Act allows more time for overseas voters, particularly military personnel, to vote. This item was discussed during the Council meeting on August 29, 2011 and again on September 26, 2011. As previously mentioned, this bill negatively impacts municipal elections. Due to the change in dates, there is a potential overlap between dates for Primary runoff voting (May 22 in 2012) and May municipal elections (May 12 in 2012). The Council to date has decided not to change the election date and/or term lengths. We now need to make the decision which County we would like to contract with for the May 2012 election. The Counties will conduct planning meetings in January. Options  Contract with Tarrant County to conduct a joint election in May 2012 (no decisions have been made for future even-number year elections). o No polling locations within the Town for early voting o Could establish a polling location at Town Hall on Election Day (only)  Contract with Denton Country to conduct a joint election in May 2012. o Early Voting Polling location at Town Hall (8 days) o Election Day Polling location at Town Hall o Citizens will not be able to vote at other Tarrant County locations APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Hospitality Finds its Home in Westlake Page 2 of 2 FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS If we contract with Denton County our residents will have eight (8) days of early voting within the Town and an election day polling location however, residents will not be able to vote at other Tarrant County polling locations such as Southlake or Keller Town halls. If we contract with Tarrant County our residents will not have an early voting polling location within the town however, the county can provide an election day polling location. There is a possibility should we not contract with Tarrant County the election day equipment could be reallocated in future even-number election years. ATTACHMENTS None COUNCIL RECAP / STAFF DIRECTION Town of Westlake Item # 8   Council Recap /   Staff Direction  Town of Westlake Item # 9 –  Workshop  Adjournment  Back up material has not  been provided for this item.                         CITIZEN PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council cannot by law take action nor have any discussion or deliberations on any presentation made to the Council at this time concerning an item not listed on the agenda. The Council will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action.   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 November 14, 2011. b. Consider approval of Resolution 11-35, Establishing the meeting dates and procedures for 2012 calendar year. c. Consider approval of Ordinance 673, Amending Chapter 2 - Administration Article II, - Board of Aldermen, Division 2. – Procedures. d. Consider approval of Resolution 11-36, Authorizing and Approving the Purchase of an Ambulance and associated equipment. e. Consider approval of Resolution 11-37, Appointing a member to the Westlake Academy Foundation. f. Consider approval of Resolution 11-38, Authorizing the Town Manager to enter into a contract with Graham Associates for engineering services related to the construction of Stagecoach hills waterline improvements. g. Consider approval of Resolution 11-39, Authorizing the Town Manager to execute a contract with Graham Associates for engineering design and contract management services related to roadway reconstruction as adopted by Capital Improvement Plan for projects on Roanoke Road and within Stagecoach Hills. Town of Westlake Item # 3 ‐ Consent  Agenda Items  Town Council Minutes 11/14/11 Page 1 of 5 MINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL MEETING November 14, 2011 PRESENT: Mayor Laura Wheat and Council Members, Tim Brittan, David Levitan and Rick Rennhack. Clif Cox arrived at 6:25 p.m. ABSENT: Trustee Langdon OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards, Assistant to the Town Manager Amanda DeGan, Director of Communications & Community Affairs Ginger Awtry, Planning and Development Director Eddie Edwards, Facilities and Recreation Director Troy Meyer, Director of Public Works Jarrod Greenwood, Fire Chief Richard Whitten and Management and Budget Analyst Scott Dixon. 1. CALL TO ORDER Mayor Wheat called the workshop to order at 5:16 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 NOVEMBER 14, 2011, REGULAR MEETING. Town Manager Brymer provided an overview of the SRA proposed contract and change orders from TxDOT. 4. DISCUSSION ITEMS a. Discussion of the Strategic Plan. Town Council Minutes 11/14/11 Page 2 of 5 Assistant to the Town Manager DeGan provided an overview of the proposed strategic plan. Discussion ensued regarding the citizens’ survey its frequency and how it affects the proposed strategic plan, and future plan updates. The Council concurred that the proposed Mission Vision statements are satisfactory. This item will be submitted for adoption at the December meeting. b. Discuss the proposed 2012 meeting calendar.   Discussion ensued regarding the proposed calendar and beginning the regular meeting at 6:30 p.m. 5. EXECUTIVE SESSION The Council convened into executive session at 5:57 p.m. The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.071 Consultation with Attorney - to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: Rosevear and Simonetti b. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager 6. RECONVENE MEETING  Mayor Wheat reconvened the meeting at 7:33 p.m. 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. MOTION: Council Member Rennhack made a motion to approve a settlement agreement in the amount of $63,474.38 in the Rosevear and Simonetti lawsuit. Council Member Levitan seconded the motion. The motion carried by a vote of 4-0. Town Council Minutes 11/14/11 Page 3 of 5 8. COUNCIL RECAP / STAFF DIRECTION Move forward with the Strategic Plan and amendment to the meeting date in August. 9. ADJOURNMENT There being no further business before the Council, Mayor Wheat adjourned the workshop at 7:34 p.m. Regular Session 1. CALL TO ORDER Mayor Wheat called the meeting to order at 7:34 p.m. with Trustee Langdon absent. 2. CITIZEN PRESENTATIONS AND RECOGNITIONS No one addressed the Council. 3. CONSENT AGENDA a. Consider approval of the minutes from the meeting held on October 24, 2011. b. Consider approval of Resolution 11-33, Authorizing the town manger to amend the agreement with Shrickel, Rollins, and Associate for landscape architectural services related to enhancements to FM 1938 project. c. Consider approval of Resolution 11-34, Approving TxDOT Change Orders 20 and 22 for FM 1938 construction. MOTION: Council Member Levitan made a motion to approve the consent agenda. Council Member Cox seconded the motion. The motion carried by a vote of 4-0. 4. CONSIDERATION AND DISCUSSION OF AN ORDINANCE 672 AUTHORIZING THE ISSUANCE OF GENERAL OBLIGATION REFUNDING BONDS.   Mr. Tom Lawrence, Lawrence Financial Consulting, LLC provided an update on the options and savings associated with refinancing the bonds, the Town’s credit rating noting the update of the Town’s credit rating from S&P to AA- implying an outlook of positive. MOTION: Council Member Cox made a motion to approve Ordinance 672. Council Member Rennhack seconded the motion. The motion carried by a vote of 4-0. Town Council Minutes 11/14/11 Page 4 of 5 5. EXECUTIVE SESSION The Council did not convene into executive session. The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.071 Consultation with Attorney - to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: Rosevear and Simonetti b. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager 6. RECONVENE MEETING 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 8. FUTURE AGENDA ITEMS - None 9. COUNCIL RECAP / STAFF DIRECTION   10. COUNCIL CALENDAR    - Grandparents’ Day at Westlake Academy November 18, 2011; 8:00 am - Noon - Westlake Academy Closed-Fall Break November 21 – 25, 2011 - Town Offices Closed-Thanksgiving Holidays November 24-25, 2011 - Community Tree Lighting December 1, 2011; 6:00-8:00 pm, WA Campus - Employee Recognition Banquet December 3, 2011; 6:30 p.m., Marriott Solana Town Council Minutes 11/14/11 Page 5 of 5 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 Brittan seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the meeting at 7:48 p.m. APPROVED BY THE TOWN COUNCIL DECEMBER 12, 2011. ATTEST: _____________________________ Laura Wheat, Mayor _____________________________ Kelly Edwards, Town Secretary Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Town Secretary Meeting Date: December 12, 2011 Staff Contact: Kelly Edwards Consent Town Secretary Subject: Consider approval of a resolution adopting the 2012 meeting calendar. EXECUTIVE SUMMARY From time to time, the Council/BOT regular meeting schedule requires modification due to holidays and other events that may create a conflict for Council/Board Members and staff to attend Council/Board meetings. Several factors have been taken into consideration as staff prepared the 2012 meeting calendar, including national holidays, school holidays, early voting and annual training conferences. The calendar does not include any meeting dates for the month of July. Meetings are normally scheduled include the Board of Trustees meetings on the 1st Monday of each month and Town Council meetings on the 4th Monday of each month with exceptions of budget workshops or off-site meeting retreats. APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Hospitality Finds its Home in Westlake FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Approved the resolution adopting the proposed 2012 meeting calendar. ATTACHMENTS Resolution 2012 meeting calendar Resolution 11-35 Page 1 of 3 TOWN OF WESTLAKE RESOLUTION NO. 11-35 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, ESTABLISHING REGULAR MEETING DATES AND PROCEDURES; SETTING THE 2012 MEETING DATES OF THE TOWN COUNCIL; AND DECLARING AN EFFECTIVE DATE. WHEREAS, The Texas Local Government Code allows the governing body of a general law municipality to establish regular meetings of the governing body by the passage of a resolution; and WHEREAS, The Town Council finds that it is in the best interest of the Council and the Town’s residents that the Council shall establish regular meetings at a convenient date, time, and place; WHEREAS, The 2012 available regular meeting dates are hereby established in accordance with attached Exhibit “A”. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: The Town Council of the Town of Westlake, Texas, shall conduct regularly scheduled meetings on dates and times as established by the Town Council. All Mondays shall be established as a day available for regular meetings as needed. Special meetings shall be called in accordance with Section 22.038(b) of the Texas Local Government Code. The regular meetings shall convene not earlier than 6:30 p.m., and shall be held at the Town Hall offices located at 3 Village Circle, Westlake, Texas 76262, or a meeting room close by, or another location designated by the Town in the meeting notice. Work sessions or planning meetings of the Town Council may begin earlier than the regular meeting time. SECTION 3: The Town Council hereby sets the 2012 regular meeting schedules as shown in the attached Exhibit “A”. 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. Resolution 11-35 Page 2 of 3 SECTION 5: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 12th DAY OF DECEMBER 2011. ___________________________________ Laura Wheat, Mayor ATTEST: ___________________________________ ___________________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________________ L. Stanton Lowry, Town Attorney Final 11/30/11 January 2012 1 February 2012 2 March 2012 3 SMTWThFSaSMTWThFSaSMTWThFSa 12345671234123 8 9 10111213145 6 78910114 5 678910 151617181920211213141516171811121314151617 22 23 24252627281920212223242518192021222324 29303126 27 282925 26 2728293031 April 2012 4 May 2012 5 June 2012 6 SMTWThFSaSMTWThFSaSMTWThFSa 1 2 345671234512 5/17 Election Canvass 6:00 pm 8910111213146 7 891011123 4 56789 5/18 New Council Orientation 9-5 pm 151617181920211314151617181910111213141516 5/25 BOT Planning Retreat 9-5 pm 22 23 24252627282021222324252617 18 1920212223 6/1 TC Planning Retreat 9-5 pm 2930 2728293031 24252627282930 6/7 BOT Budget Wkshp 9-2 pm July 2012 7 August 2012 8 September 2012 9 SMTWThFSaSMTWThFSaSMTWThFSa 1234 56712341 8910111213145 6 78910 112345678 8/6 TC Budget Wkshp 9-2 pm 1516171819202112 13 14151617189 10 1112131415 9/5; 9/12 9/19 6:30 pm if necessary 222324252627281920212223242516171819202122 Special Tax 293031 26 27 28293031 23 24 2526272829 9/24 Regular meeting 30 October 2012 10 November 2012 11 December 2012 12 SMTWThFSaSMTWThFSaSMTWThFSa 1 234561231 789101112134 5 67891023 45678 10/7-10/10 ICMA 1415161718192011 12 13141516179 10 1112131415 11/13-11/16 TML 21 22 23242526271819202122232416171819202122 2829303125262728293023242526272829 3031 School Board School & Town HolidayBudget / Meeting Retreats Town Council School Holiday Town Holiday New Council/BOT Election Day /First/Last Day Orientation Special Meeting to of School Planning & Zoning Canvass Returns Meetings Meeting Schedule Town of Westlake Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Town Secretary Meeting Date: December 12, 2011 Staff Contact: Kelly Edwards Consent Town Secretary Subject: Consider approval of Ordinance Amending Chapter 2 - Administration Article II, - Board of Aldermen, Division 2. - Procedures EXECUTIVE SUMMARY The Code currently established the day and time of Council meetings. During the year the time and date of Council meetings may require flexibility due to holidays, special meetings or meeting retreats. The proposed amendments achieve this goal. This amendment to Sections 2-51 through 2-54 changes the name from Board of Alderman to Town Council, removes the set date and time for regular meetings, and allows additional flexibility of parliamentary procedures. APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Hospitality Finds its Home in Westlake FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Approved the ordinance amending Chapter 2, Sections 2-51 through 2-54. ATTACHMENTS Ordinance Ordinance 673 Page 1 of 3 TOWN OF WESTLAKE ORDINANCE NO. 673 AN ORDINANCE OF THE TOWN OF WESTLAKE AMENDING CHAPTER 2 - ADMINISTRATION ARTICLE II. - BOARD OF ALDERMEN, DIVISION 2. - PROCEDURES; 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 municipality located in Tarrant and Denton Counties, created in accordance with the provisions of the Local Government Code and operating pursuant to the enabling legislation of the State of Texas; and WHEREAS, the Town Council finds it necessary to amended the meeting times and procedural rules; and WHEREAS, upon the recommendation of the Town Manager, The Town of Westlake Town Council desires to Chapter 2 of the Code of Ordinances. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That all matters stated in the preamble are found to be true and correct and are incorporated herein as if copied in their entirety. SECTION 2: That Chapter 2 Administration, Article II Board of Aldermen, Division 2 - Procedures, Sections 2-51 through 2-80 of the Town of Westlake Code of Ordinances, as amended, is hereby amended as follows. Chapter 2 - ADMINISTRATION ARTICLE II. - BOARD OF ALDERMENTOWN COUNCIL, DIVISION 2. - PROCEDURES Sec. 2-51. - Agenda items. Pursuant to policies or procedures adopted by the governing body Tthe mayor Mayor or any member of the board Council may notify the town Town manager Manager and town Town sSecretary of any items requested to be on the agenda. The town Town manager Manager will be responsible for placing all other items on each agenda and providing necessary backup for each agenda item. The town Town secretary Secretary will assemble and distribute agenda backup materials prepared by the town manager prior to each board meeting. Ordinance 673 Page 2 of 3 Sec. 2-52. - Meetings; voting. (a) The board of aldermenTown Council shall conduct regularly scheduled meetings on the second and fourth Monday of each month beginning April, 1998, with an executive session, if scheduled, at 6:00 p.m. and the regular meeting beginning at 7:30 p.m . shall meet at the time and place determined by a resolution adopted by the governing body. (b) The meetings shall be held at the Town Hall, 3 Village Circle, Suite 207, Westlake, Texas 76262, or a meeting room close by, or another location designated by the town in the meeting notice as required by law. (c) Each member of the board of aldermenTown Council shall at every meeting of the board be entitled to one vote in person but no proxy shall be voted on any occasion. (d) The town may adopt an ordinance, act, law, or regulation, not inconsistent with state law, that is necessary for the government, interest, welfare, or good order of the town as a body politic. Sec. 2-53. - Procedural rules. The procedure at all meetings of the board of aldermenTown Council shall be in accordance with the provision of Robert's Rules of Order, Newly Revised general rules of parliamentary procedures. Sec. 2-54. - Continuation of meetings. The mayor Mayor shall continue any meeting, whether regular or special, including a continuation to a specific date and time, as directed by the board of aldermenTown Council. Secs. 2-55—2-80. - Reserved. SECTION 4: That all provisions of Ordinance not hereby amended shall remain in full force and effect. SECTION 5: That this Ordinance shall be cumulative of all other Town Ordinances and all other provisions of other Ordinances adopted by the Town which are inconsistent with the terms or provisions of this Ordinance are hereby repealed. SECTION 6: It is hereby declared to be the intention of the Town Council of the Town of Westlake, Texas, that sections, paragraphs, clauses and phrases of this Ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this Ordinance shall be declared legally invalid or unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such legal invalidity or 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. Ordinance 673 Page 3 of 3 SECTION 8: This ordinance shall take effect immediately from and after its passage as the law in such case provides. PASSED AND APPROVED ON THIS 12th 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 Page 1 of 2 TOWN COUNCIL AGENDA ITEM Department: Fire – EMS Department Meeting Date: December 12, 2011 Staff Contact: Richard Whitten Consent Agenda Subject: Purchase of New Ambulance EXECUTIVE SUMMARY Funding is allocated in the FY 2011/2012 budget as approved by the Town Council for a new front line ambulance. The current ambulance is a 2003 model with over 93,000 miles and has been in service since the Department was founded. The current ambulance was made possible in part through a Federal grant given to Westlake for start-up costs of new Fire/EMS divisions. This was one-time money and we do not qualify for subsequent grant funding from this source. The new ambulance will allow the Town to place the current ambulance in reserve status as a back-up unit, an option that will enhance service delivery. The proposed resolution will facilitate the purchase of a new ambulance to replace the existing front line ambulance. The current ambulance has outlived the customary lifespan as a primary response unit. The replacement model will allow this 2003 vehicle to rotate to a back-up response vehicle. The 2012 model is identical to the previous unit and will require an expenditure of $155,400. The anticipated life cycle of the replacement ambulance, as a primary unit is approximately eight (8) years. This estimate is based on the overall usage and calls for service over the corresponding time period. The unit will require the purchase of equipment to operate and serve our residents, which will cost approximately $ 40,792. The basic equipment will include items such as, a power cot to transport patients, backboards, and medical kits (see attachment for a complete listing). The Houston-Galveston Area Council (H-GAC) is a purchasing consortium that is a unit of local government and a political subdivision of the State of Texas. H-GAC provides volume purchasing prices through their discounted bid program. They provide an expedited procurement process that meets requirements for competitive bids and proposals. APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Page 2 of 2 Hospitality Finds its Home in Westlake FISCAL IMPACT Funded Not Funded N/A Funds are budgeted in the Approved FY 2011/2012 budget, General Maintenance and Replacement Fund, in the amount of $200,000. The replacement ambulance plus equipment will be purchased within budget. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Staff recommends authorizing Town Manger to execute contract through H-GAC and secure purchases through associated vendors for equipment purchases. ATTACHMENTS H-GAC Contract Equipment List Resolution 11-36 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 11-36 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING AND APPROVING THE PURCHASE OF AN AMBULANCE AND ASSOCIATED EQUIPMENT; AND AUTHORIZING EXPENDITURES FOR THE COMPLETION OF SAID ACQUISITION. WHEREAS, the Town of Westlake commenced the operation of the Town of Westlake Fire Department during May of 2002; and WHEREAS, based on the scope of services provided and the geographic limits of the Town of Westlake service area, the Town of Westlake Fire Department must maintain an ambulance and all associated equipment to provide said services, and WHEREAS, the Town Council finds and concludes that maintaining reliable emergency response vehicles is necessary to preserve the property of the Town, to protect the public health and safety of the Town's residents and to preserve the safety of the Town and its citizens; and WHEREAS, by entering into an Interlocal Contract with the Houston-Galveston Area Council (H-GAC), a cooperative purchasing program that satisfies the formal bid process as required by applicable state law; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Town of Westlake Town Council does hereby approves the proposed quote from H-GAC, attached as Exhibit “A”. SECTION 3: That the Town Manager, or his designee, is authorized and directed to enter into an agreement for the acquisition of an ambulance, and all associated equipment, in an amount not to exceed $200,000.00, as further reflected on attached Exhibit “B” hereto. Any actions previously taken by the Town Manager in the undertaking of this project are hereby ratified and approved. 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. Resolution 11-36 Page 2 of 2 SECTION 5: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 12 DAY OF DECEMBER 2011. ATTEST: _____________________________ Laura L. Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney AM04-10 11/17/11 Westlake Department of Public Safety Contractor:Sterling McCall Ford Quote #6364C – HGAC Tim Kettle Phone:817-337-4722 Phone:281-588-5000 Fax:817-430-0967 Fax:281-588-5150 Email:Email: LA08 Description: A. Product Item Base Unit Price Per Contractor's H-GAC Contract:$122,000.00 Description Cost Description Cost 1- Heat shielding for diesel chassis $1,500.00 126-Extra 120VAC duplex outlet at the head end of the squad bench between the squad bench cushions$150.00 $150.00 120-OnSpot tire chains for 4300LP $2,800.00 46-(2) large map holders on the rear wall of the truck cab $350.00 $100.00 $450.00 $1,275.00 188-Squad bench cabinet w/ padding on end $600.00 278-3 receptacle 12VDC outlet with a medical diode isolator - battery hot at the action wall$150.00 337-Extra overhead grab rails on a 14' unit $275.00 299-Cabinet aft of CPR seat $900.00 $800.00 368-Grey EVS captain's chair with built-in child safety seat $700.00 486-Chassis has simple 2 color paint scheme $2,900.00 439-Install a (2) high”D” cylinder holder in the O2 compartment next to the lay down O2I$175.00 477-module has single color paint scheme-NOT white $850.00 $300.00 612-Install (2) SCBA brackets; both on the inboard wall of the rear storage compartment, evenly spaced$350.00 $1,800.00 671-There is (1) Vertical divider centered in the front backboard compartment$250.00 Subtotal From Additional Sheet(s): $13,580.00 98-Mount the air horn compressor below the front I/O $575.00 Subtotal B: $30,980.00 Description Cost Description Cost Knox MedVault $1,070.00 $350.00 Subtotal From Additional Sheet(s): Subtotal C: 1420 For this transaction the percentage is: 1% D. Total Cost Before Any Applicable Trade-In / Other Allowances / Discounts (A+B+C) Quantity Ordered: 1 X Subtotal of A + B + C: $154,400.00 =Subtotal D: $154,400.00 E. H-GAC Order Processing Charge (Amount Per Current Policy)Subtotal E: $1,000.00 F. Trade-Ins / Special Discounts / Other Allowances / Freight / Installation / Miscellaneous Charges Description Cost Description Cost Subtotal F: 0 Delivery Date: G. Total Purchase Price (D+E+F): $155,400.00 CONTRACT PRICING WORKSHEET For MOTOR VEHICLES Only Contract No.: Date Prepared: This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both the PO and the Worksheet MUST be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly. Buying Agency: Contact Person:Richard Whitten Prepared By: rwhitten@westlake-tx.org tkettle@sterlingmccallford.com Product Code:Type I 14'on Ford F-450 Diesel DRW Cab/Chassis, Gen Pwrd Mod B. Published Options - Itemize below - Attach additional sheet(s) if necessary - Include Option Code in description if applicable. (Note: Published Options are options which were submitted and priced in Contractor's bid.) 20-Install a single red Whelen TIR3 "COMP OPEN" and "DOOR OPEN" warning LED in addition to our standard LEDs 269-1” Lexan lip on shelf in corner area 111-Chrome nerf bars for Ford F-350/F-450 277-Air Liquide electric O2 panel with monitor at the action wall 89-Buell dual 10" & 12" air horns through front bumper 492-Install dri-deck in all applicable exterior compartments 501-This unit gets a 3M Opticom on the front wall C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary. (Note: Unpublished options are items which were not submitted and priced in Contractor's bid.) Slide for Onan 5.5 kW gen set Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit Price plus Published Options (A+B). AM04-10 11/17/11 Westlake Department of Public Safety Contractor:Sterling McCall Ford Quote #6364C – HGAC Tim Kettle Phone:817-337-4722 Phone:281-588-5000 Fax:Fax:281-588-5150 Email:Email: LA08 Description: A. Product Item Base Unit Price Per Contractor's H-GAC Contract: Description Cost Description Cost 1168-3M diamond grade conspicuity tape on panel of exterior compartments$300.00 1167-3M diamond grade conspicuity tape in Chevron pattern on rear of module including entry doors$1,500.00 1172-Single 10” 3M reflective stripe with non-reflective pinstripe and basic reflecting lettering$2,000.00 $6,000.00 $900.00 577-Install a gas hold open on the door of the O2 compartment (x6)$600.00 476-Oxygen regulator $150.00 321-Install a clock $100.00 1305-All products listed in the current Stryker "List Price Book" ; in Section 2$680.00 1209-Lighting modification from base $500.00 515-This unit gets dual 20A auto eject shore power receptacles with red covers$850.00 Subtotal From Additional Sheet(s): Subtotal B: 13580 Description Cost Description Cost Subtotal From Additional Sheet(s): Subtotal C: 0 For this transaction the percentage is: 0% D. Total Cost Before Any Applicable Trade-In / Other Allowances / Discounts (A+B+C) Quantity Ordered: 1 X Subtotal of A + B + C: 13580 =Subtotal D: 13580 E. H-GAC Order Processing Charge (Amount Per Current Policy)Subtotal E: F. Trade-Ins / Special Discounts / Other Allowances / Freight / Installation / Miscellaneous Charges Description Cost Description Cost Subtotal F: 0 Delivery Date: G. Total Purchase Price (D+E+F): 13580 CONTRACT PRICING WORKSHEET For MOTOR VEHICLES Only Contract No.: Date Prepared: This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both the PO and the Worksheet MUST be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly. Buying Agency: Contact Person:Richard Whitten Prepared By: rwhitten@westlake-tx.org tkettle@sterlingmccallford.com Product Code:Type I 14'on Ford F-450 Diesel DRW Cab/Chassis, Gen Pwrd Mod B. Published Options - Itemize below - Attach additional sheet(s) if necessary - Include Option Code in description if applicable. (Note: Published Options are options which were submitted and priced in Contractor's bid.) 1184-Monroe Tru-Ride air suspension system 249-This unit gets an Engel 14 qt. Refrigerator with a hasp on the stationary portion of the lay down O2 lid-with a 120VAC adapter C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary. (Note: Unpublished options are items which were not submitted and priced in Contractor's bid.) Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit Price plus Published Options (A+B). QuantityAmountTotal Airway Kit 1246.58$        246.58$                       Backboards 5152.78$        763.90$                       Carry Tarp 1 27.12$          27.12$                         CPAP 1 1,230.25$    1,230.25$                   Intubation Roll 2 65.84$          131.68$                       KED 1165.97$        165.97$                       Medical supplies, meds and fluids 15,000.00$    5,000.00$                   Light Box 1160.00$        160.00$                       Med Kit 1453.17$        453.17$                       Pediatric Immobilization Device 1336.30$        336.30$                       Portable Suction 1807.50$        807.50$                       Scoop Stretcher 1704.23$        704.23$                       Stair Chair 12,613.00$    2,613.00$                   Survivor Lights 2120.00$        240.00$                       Trauma Kit 1119.62$        119.62$                       Evac‐u‐Splint System 11,047.39$    1,047.39$                   Mobile Radio 13,500.00$    3,500.00$                   Portable Radio 15,000.00$    5,000.00$                   AED 12,900.00$    2,900.00$                   Oxygen Flow regulator 3115.00$        345.00$                       Stryker Cot 115,000.00$  15,000.00$                 Total 40,791.71$     Ambulance Equipment List Page 1 of 1 TOWN COUNCIL AGENDA ITEM Department: Town Secretary Meeting Date: December 12, 2011 Staff Contact: Kelly Edwards Regular Town Secretary Subject: Consider approval of Resolution appointing a member to the Westlake Academy Foundation Board. EXECUTIVE SUMMARY Currently the Foundation has two (2) vacant seats. The Foundation would like to appoint Mr. Jeff Watson to the board filling one of the vacancies. APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Hospitality Finds its Home in Westlake FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Consider appointment ATTACHMENTS Email from Executive Director Myers Application Resolution 1 Kelly Edwards From:Shelly Myers <smyers@westlakeacademy.org> Sent:Sunday, November 13, 2011 3:46 PM To:Kelly Edwards Cc:'Kelly Cox'; Subject:Jeff Watson - WAF Board application Attachments:Jeff Watson Board Application.pdf Hi Kelly, Please find the attached application for Jeff Watson to serve as a Foundation Board director. His nomination was approved at the Foundation’s Oct. 14, 2011 meeting. Thank you in advance for placing his nomination for approval on the next Town Council agenda. Much obliged, Shelly ***************************** Dr. Shelly S. Myers Executive Director Westlake Academy Foundation 2600 JT Ottinger Road Westlake, TX 76262 817.490.5722 p 817.490.5727 f www.WestlakeAcademyFoundation.org  Switch off as you go | Always recycle | Save a tree... | Please consider yourself as environment-friendly before printing this e-mail. Do you REALLY need a hard copy? Resolution 11-37 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 11-37 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, APPOINTING A MEMBER TO THE WESTLAKE ACADEMY FOUNDATION BOARD. WHEREAS, Currently, vacancies exist on the Westlake Academy Foundation board; and WHEREAS, the Town Council has received one applications for consideration of appointment; and WHEREAS, the meeting at which this Resolution was considered was open to the public as required by law, and public notice of the time, place, and subject of the meeting has been given in accordance with Chapter 551, Government Code. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That, all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Town Council of the Town of Westlake does hereby appoint the following individual to serve as a member of the Westlake Academy Foundation board for the term noted below: Jeff Watson - terms expiring June 2013. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 11-37 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 12th DAY OF DECEMBER 2011. ___________________________________ Laura Wheat, Mayor ATTEST: ____________________________________ __________________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________________ L. Stanton Lowry, Town Attorney Page 1 of 2 TOWN COUNCIL AGENDA ITEM Department: Public Works Meeting Date: December 12, 2011 Staff Contact: Jarrod Greenwood Public Works Director Consent Subject: Consider a Resolution authorizing the Town Manager to enter into a contract with Graham Associates for engineering services related to the construction of Stagecoach hills waterline improvements. EXECUTIVE SUMMARY The Town acquired several water service areas from the City of Keller in 2001. The purchase agreement stipulated a transition of water lines from the City of Keller’s water system to the Town of Westlake’s water system to occur within three years. The waterlines within Stagecoach Hills are still connected to the City of Keller and included some that were well past their service life or not large enough to provide adequate fire protection. Town staff planned the integration of Stagecoach Hills to occur in two phases, with the first part, completed in summer 2010, and included the replacement of the existing 2” and 4” water lines within the neighborhood with 6” and 8” waterlines. The planned second phase will connect Stagecoach Hills to an existing Town of Westlake 20” waterline on Roanoke Road near the Chrysler Financial facility. Once phase two is completed, residents in Stagecoach Hills will be on the Town of Westlake water system. Staff has communicated the transition plan and timeline over the last couple of years to the City of Keller and residents in Stagecoach though email, hangar meetings, and at Town Hall meetings. The Graham proposal of $31,170 will provide engineering services relating to the design, assistance with bidding, and construction staking of the waterline improvements. APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Hospitality Finds its Home in Westlake FISCAL IMPACT Funded Not Funded N/A Staff anticipated this capital project and included the costs for engineering and construction in the current fiscal year budget. Page 2 of 2 RECOMMENDATION / ACTION REQUESTED/ OPTIONS Staff recommends approval. ATTACHMENTS Resolution Attachment “A”- Engineering Services Agreement Resolution 11-38 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 11-38 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH GRAHAM ASSOCIATES, FOR ENGINEERING SERVICES RELATED TO THE CONSTRUCTION OF STAGECOACH HILLS WATERLINE IMPROVEMENTS. WHEREAS, the state requires water purveyors to provide a safe and adequate supply of water to citizens and water customers within their geographic service area; and WHEREAS, the Town Council find that extending the waterline to Stagecoach Hills is sound infrastructure planning consistent with goals and objectives within the adopted strategic plan; and WHEREAS, the engineering costs for the waterline construction to connect Stagecoach Hills is included in the adopted FY 2011/2012 budget; 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: All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: The Town Council of the Town of Westlake hereby approves the contract with Graham Associates, Inc., for the engineering services for the waterline improvements in Stagecoach Hills, attached as Exhibit “A”, and further authorizes the Town Manager to execute the agreement on behalf of the Town of Westlake, Texas. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 11-38 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 12TH DAY OF DECEMBER, 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 2 TOWN COUNCIL AGENDA ITEM Department: Public Works Meeting Date: December 12, 2011 Staff Contact: Jarrod Greenwood Public Works Director Consent Subject: Consider a Resolution authorizing the Town Manager to execute a contract with Graham Associates for engineering design and contract management services related to the adopted Capital Improvement Plan. EXECUTIVE SUMMARY The Town Council approved a Capital Improvement Plan that included Aspen Lane, Mahotea Boone Trail, Stagecoach Hills, and sections of Roanoke Road north and south of SH 170. During the March 28th regular meeting, the Town Council approved a $102,200 contract with Graham Associates for the design, assistance with bidding, and construction administration of street and drainage reconstruction on Aspen Lane and Mahotea Boone Trail. This contract also provided for preliminary geotechnical engineering services relating to roadway design recommendations for Stagecoach Hills, Roanoke Road (north of SH 170), and Roanoke Road (south of SH 170). Of the $102,200, there is an estimated $48,000 that remains for the street survey work in progress as Mahotea Boone and Aspen Lane were completed during the late part of summer. Staff included engineering costs for design and construction administration in each of the projects within the adopted CIP. Staff anticipates combining Stagecoach Hills and both sections of Roanoke Road reconstruction together as one bid package within the next two months. The current Graham proposal of $168,720 will provide for the following: Stagecoach Hills and Roanoke Road - Geotechnical engineering services relating to roadway design, assistance with bidding, and construction administration for the street and drainage reconstruction. APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Hospitality Finds its Home in Westlake Page 2 of 2 FISCAL IMPACT Funded Not Funded N/A Staff included the $168,720 engineering costs for design and construction administration in each of the projects within the adopted CIP. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Staff recommends approval. ATTACHMENTS Resolution Attachment “A”- Engineering Services Agreement Resolution 11-39 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 11-39 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH GRAHAM ASSOCIATES, FOR ENGINEERING DESIGN AND CONTRACT MANAGEMENT SERVICES 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 engineering services contract provides sound infrastructure planning consistent with goals and objectives within the adopted strategic plan; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the public. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. The Town Council of the Town of Westlake hereby approves the contract with Graham Associates, Inc., for engineering design and contract management services related to the adopted Capital Improvement Plan, attached as Exhibit “A”, and further authorizes the Town Manager to execute the agreement on behalf of the Town of Westlake, Texas. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 11-39 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 12TH DAY OF DECEMBER, 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 2 TOWN OF WESTLAKE AGENDA ITEM Department: Town Manager’s Office Meeting Date: December 12, 2011 Staff Contact: Amanda DeGan Consent Agenda Assistant to the Town Manager Municipal Court Director Subject: Strategic Issues-Focused Governance System – 2011 EXECUTIVE SUMMARY At Council direction, the staff developed a revised governance system, designed to streamline our processes and create a dynamic document to guide our municipal service provision and planning efforts. The previous strategic plan adopted in 2009, has now been revised and is contained within a Strategic Issues-focused Governance System (SIGS) approach which includes the following elements:  mission, vision, and value statements (revised)  strategic plan focused on issues based events or staff action items  a balanced scorecard strategy map  a cycle of business chart  a synopsis of the Town’s program based budget providing holistic representation of our public services On May 23, 2011, the Town Council held an off-site planning retreat with the municipal Leadership Team to work on a number of items – among them the Town’s reformatted strategic planning document. Staff recommendation was to transition from the traditional format of a 5 to 10 year strategic plan (which often is outdated soon after the initial draft), to a 1-24 month approach which allows for on-going SWOT (strengths, weaknesses, opportunities, and threats) analysis to provide for a more readily usable end product. This type of configuration provides for a planning document that is selective in that it identifies those issues deemed important enough to require the organization’s special attention as well as its resources above and beyond the organization’s day-to-day work. Also at the Town Council’s May retreat, the staff presented a proposed revised vision statement and an expanded list of corresponding vision points. These vision points will also assist in driving the efforts of the staff in the delivery of services to our residents. The original strategic plan outlined three vision points to support our vision statement. Staff’s expansion of the vision points includes the subjects of governance and quality of service delivery to our residents. The proposed vision points are shown below:  Sense of Place  Leadership  Caring Community  Exemplary Governance  Service Excellence Page 2 of 2 At a follow-up workshop on June 13, 2011, the proposed SIGS approach to the Town’s Strategic Plan was briefly reviewed again and additional discussion centered on the proposed vision, values, and mission statements for the Town. At this workshop, the Council indicated it favored succinct wording and staff was directed to discuss the proposed vision statement with Mayor Wheat and Mayor Pro Tem Carol Langdon. Proposed Vision Statement: Westlake is an oasis of tranquility and natural beauty amidst an ever expanding urban landscape. At the November 14, 2011 workshop, a final draft was reviewed by Council and direction was given to place on the agenda for approval at the December meeting. Feedback was also received on the following items:  Asked staff to compile the staff action item due dates into a more user friendly format, which will be finalized within the next few weeks and circulated to staff and Council for tracking purposes.  Look into the possibility of adding cost comparisons to the program budgeting section and track on an annual basis.  Review feasibility of indicating which programs are self-funding. Staff also conveyed to Council that along with increased flexibility, the SIGS would allow for a greater level of accountability through the use of performance measures which would be linked to the balanced scorecard strategy map – outcome objectives. The performance measures will be presented at workshop in either January or February for Council review. APPLICABLE STRATEGIC PLAN VISION POINT Inviting Residential and Corporate Neighborhoods We are Leaders Hospitality Finds its Home in Westlake FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Approval of the 2011 Strategic Issues-focused Governance System. ATTACHMENTS 1. Resolution 2. Proposed 2011 Strategic Plan Utilizing the Strategic Issues-focused Governance System (SIGS) In order to focus our efforts as it pertains to serving the residents and businesses as well as creating a dynamic strategic planning document, the Council and staff developed a Strategic Issues-Focused Governance System (SIGS). The system is designed to combine the strategic plan, Balanced Scorecard Strategy Map and program based budget document into a comprehensive tool to guide the Town Council and staff as well as create an achievable vision for Westlake. The plan is organized according to Strategic Issues, identified as affecting our community over the next 24 months. This type of issues-focused version of a traditional strategic plan is designed to allow the organization to scan our envi- ronment for opportunities or challenges as it relates to our community and develop action plans to achieve the best results for Westlake. The Strategy Map from the Balanced Scorecard component of the SIGS outlines the Town Council directives which are vital to our service provision levels for our community and identify measurable objectives to indicate our performance in these areas of achievement. The Program Based Budget is an effort to quantify the cost of services by program rather than the traditional line-item budget format. The financial costs are identified by each program, rather than by each department, along with an explanation of the core services and program objectives. The philosophy of the Town of Westlake’s team embraces a “shared services model” as the most cost effective method to deliver excellent public services to the community through our dedicated and professional staff members. The community consists of our local residents, the children, parents and staff of Westlake Academy, our corporate citizens, the employees who work in Westlake and various other customers, developers and visitors who do business in and around our town. Through the use of a hybrid of internal direct service provision, inter-local agreements, public/private partnerships and the shared provision of programs at Westlake Academy, the staff strives to maintain Westlake as a premiere choice for families and corporate neighbors while operating in a financially responsible manner. Each departmental director and their staff teams are cross-trained and provide support or management of the service programs for both the Town of Westlake and the Town- owned charter school, Westlake Academy. These programs include facilities maintenance, development, human resources, IT support, financial services, communica- tions, and executive level management. The final results are a group of individuals who are actively engaged in creating a unique living experience through community events, educational opportunities and distinctive neighborhoods, which cannot be experienced anywhere else. Strategic Issues-Focused Governance System Strategic Plan 2011 Town of Westlake “Westlake, a premier knowledge based community” Table of Contents Balanced Scorecard Strategy Map 2 Business Cycle Chart 3 Mission, Vision & Community Values Statements 5 Strategic Plan 5 Program Based Budget Summary 14 Vaquero DRAFT This page left intentionally blank. “O n b e h a l f o f t h e c i t i z e n s , t h e m i s s i o n o f t h e T o w n o f W e s t l a k e i s t o b e a o n e -of -a-ki n d co m m u n i t y t h a t b l e n d s o u r r u r a l a t m o s p h e r e w i t h o u r vi b r a n t c u l t u r e an d me t r o p o l i t a n l o c a t i o n . ” Pr o m o t e B e s t P r a c t i c e Po l i c y Go v e r n a n c e Pr o v i d e O u t s t a n d i n g S e r v i c e an d P r o g r a m De l i v e r y Pr o v i d e Ex c e l l e n t , Re s p o n s i v e Cu s t o m e r S e r v i c e Pr o m o t e C o m m u n i t y H e a l t h , Sa f e t y & W e l f a r e En h a n c e a n d M a i n t a i n a Se n s e o f C o m m u n i t y CUS T O M E R FOC U S FIN A N C I A L STE W A R D S H I P Pr e p a r e t h e B u d g e t w i t h L i n k a g e s to t h e S t r a t e g i c P r i o r i t i e s Id e n t i f y & A l l o c a t e F u n d i n g f o r Ma i n t e n a n c e o f P u b l i c A s s e t s Ma i n t a i n E x c e l l e n c e i n R e p o r t i n g an d F i n a n c i a l S t a n d a r d s Su s t a i n F i s c a l He a l t h Ma i n t a i n E f f e c t i v e In t e r n a l C o n t r o l s EMP L O Y E E INV E S T M E N T AN D SUP P O R T En c o u r a g e E m p l o y e e P r o f e s s i o n a l De v e l o p m e n t & O r g a n i z a t i o n a l G r o w t h Pr o m o t e a C u l t u r e o f L e a d e r s h i p , Te a m w o r k & H i g h P e r f o r m a n c e ( H P O ) En h a n c e E m p l o y e e W o r k Pe r f o r m a n c e , E n g a g e m e n t & J o b S a t i s f a c t i o n At t r a c t & R e t a i n a H i g h l y Sk i l l e d W o r k f o r c e C o m m i t t e d to S e r v i c e E x c e l l e n c e OPE R A T I O N A L PRO C E S S E S Fa c i l i t a t e t h e Im p l e m e n t a t i o n o f t h e St r a t e g i c I s s u e s F o c u s e d Go v e r n a n c e S y s t e m Pr e s e r v e ou r In f r a s t r u c t u r e t o M e e t th e L i f e E x p e c t a n c y o f ou r A s s e t s Im p l e m e n t a Co m p r e h e n s i v e Co n t i n u o u s Q u a l i t y Im p r o v e m e n t P r o c e s s En c o u r a g e St a k e h o l d e r a n d St a f f E n g a g e m e n t Op t i m i z e t h e u s e of o u r Sh a r e d Se r v i c e s M o d e l De v e l o p a n In t e g r a t e d In f o r m a t i o n Sy s t e m  In n o v a t i o n  Ed u c a t i o n a l L e a d e r s  Fa m i l y F r i e n d l y a n d W e l c o m i n g  En g a g e d C i t i z e n s D R A F T  Pr e s e r v a t i o n o f O u r N a t u r a l B e a u t y  St r o n g A e s t h e t i c S t a n d a r d s  Tr a n s p a r e n t G o v e r n m e n t  Fi s c a l R e s p o n s i b i l i t y STR A T E G I C ISS U E S Ca p i t a l I n v e s t m e n t Fi s c a l S t e w a r d s h i p & Or g a n i z a t i o n a l E f f e c t i v e n e s s Hu m a n R e s o u r c e s (E m p l o y e e I n v e s t m e n t ) Co m p r e h e n s i v e P l a n n i n g a n d Ma n a g e m e n t o f N a t u r a l R e s o u r c e s Pu b l i c S a f e t y a n d Em e r g e n c y P r e p a r e d n e s s S T R A T E G I C D E V E L O P M E N T /B U D G E T C Y C L E Ad o p t B u d g e t & Ta x R a t e Ac a d e m y Fi n a n c i a l A u d i t Pr o g r a m Bu d g e t Pr e p a r a t i o n s Pr e l i m i n a r y Bu d g e t P r o j e c t i o n s Pr e s e n t An n u a l A u d i t to C o u n c i l • El e c t i o n s • CI P P l a n n i n g Re v i e w F i n a n c i a l Po l i c i e s Bu d g e t W o r k Se s s i o n s Pr e p a r a t i o n f o r To w n A n n u a l Au d i t Im p l e m e n t & Pu b l i s h B u d g e t Do c u m e n t s Bu d g e t K i c k o f f & Ac a d e m y S u r v e y Ap r i l Fe b r u a r y Ma r c h Ja n u a r y De c e m b e r No v e m b e r Ju n e Ma y Au g u s t Se p t e m b e r Oc t o b e r Ju l y 1st Qt r R e p o r t to C o u n c i l 2nd Qt r R e p o r t to C o u n c i l 3rd Qt r R e p o r t to C o u n c i l • Ce r t i f i e d R o l l R e c e i v e d • TM O Pr e l i m i n a r y B u d g e t re v i e w St r a t e g i c Pl a n n i n g Wo r k s h o p Ci t i z e n ’ s S u r v e y DR A F T Pr e p a r e A c a d e m y Su r v e y Pr e p a r e T o w n Su r v e y Re v i e w B u d g e t Pr o c e s s Fo r Co m i n g F Y Bu d g e t R e t r e a t Sense of Place ~ Distinctive neighborhoods, architecturally vibrant corporate campuses, grazing longhorns, soaring red-tailed hawks, meandering roads and trails, lined with natural stone and native oaks. Leadership ~ A premiere place to live, leadership in public education, corporate and governmental partnerships, and high development standards. Caring Community ~ Informed residents, small town charm and values, historical preservation. Vision Statement Westlake is an oasis of tranquility and natural beauty amidst an ever expanding urban landscape. Mission Statement “On behalf of the citizens, the mission of the Town of Westlake is to be a one-of-a-kind community that blends our rural atmosphere with our vibrant culture and metropolitan location.” 3 Village Circle, Suite 202, Westlake, Texas 76262 www.westlake-tx.org (817) 430-0941 Strategic Plan 2011 Town of Westlake “Westlake, a premier knowledge based community”  Innovation  Educational leaders  Family friendly and welcoming  Engaged citizens Exemplary Governance ~ Town officials, both elected and appointed, exhibit respect, stewardship, vision, and transparency. Service Excellence ~ Public service that is responsive and professional, while balancing efficiency, effectiveness, and financial stewardship.  Preservation of our natural beauty  Strong aesthetic standards  Transparent government  Fiscal responsibility Community Values Vision Points Page 5 Approximately 992 residents currently occupy the Town of Westlake’s 6.6 square miles, which is situated in the northern triangle of the Fort Worth—Dallas area. Originally settled in 1847, Westlake was incorporated in 1956. Today, the Town of Westlake is home to several neighborhoods, all of which share a commitment to excellence, but possess unique character and charm. All residents live in single-family homes and there is an award winning private golf course in town. The median age in Westlake is 38, and 51% of the residents are female. Some of the community’s top employers are: Fidelity Investments, TD Auto Finance, and CoreLogic. Several companies have offices in Solana, a high-profile corporate campus near State Highway 114. Solana’s Village Circle also provides a mix of retail spaces and restau- rants, plus offers the 296-room Marriott Solana hotel. The sales tax rate in Westlake is 8.25%. Of the money collected, 6.25% is paid to the state of Texas, 1% to the Town, and the remaining 1% to a local property tax relief fund and an economic development fund. History and Demographics Solana Office Complex Top Employers  Fidelity Investments  TD Auto Finance  CoreLogic  Wells Fargo Bank  McKesson Corporation  Deloitte University  Marriott — Solana “Good business leaders create a vision, articulate the vision, and relentlessly drive it to completion.” - Jack Welch Page 6 Town of Westlake Recent Infrastructure Re-investment & Development Projects  FM 1938—Construction of major north/south thoroughfare  Deloitte University  Dove Road and Ottinger Road Improvements  Stagecoach Hills Waterline & Paving/Drainage Improvements  Aspen Lane, Mahotea Boone and Roanoke Road Paving/Drainage Improvements  SH 114 / SH 1170 Interchange DRAFT SENSE OF PLACE — The Town is home to several different types of community developments, which include residential, corporate and agricultural uses. Our largest residential neighborhood is home to a state of the art golf facility and many beautiful homes. Stagecoach Hills airpark is located along the historic stagecoach line which once transported passengers from Keller to Denton. Westlake residential neighborhoods include:  Aspen Lane ● Glenwyck Farms ● Mahotea Boone ● Paigebrooke Farms  Stagecoach Hills ● Terra Bella ● Vaquero ● Wyck Hill The Town is located along the Tarrant and Denton County borders and has portions of major State highways that surround its perimeter. We are an ideal location for businesses and have enjoyed a long history with our corporate campus developments. During the 2011 strategic planning process, the Town Council and staff Leadership Team developed an overview of the strategic issues facing Westlake and developed action plans to monitor the success and completion of the projects. The vision and mission statements were updated to reflect the unique characteristics found within our community and the values which are important to our residents. The information is contained within five vision points which describe the areas that the Council and staff have determined are vital to maintaining our Town and providing services to enhance the lives of our residents and community. Vision Point One—Sense of Place Vision Point Two—Leadership Vision Point Three—Caring Community Vision Point Four—Exemplary Governance Vision Point Five—Service Excellence Strategic Plan Overview LEADERSHIP — Town leaders foresaw the need for a facility to educate the children of Westlake in a local setting and to provide the citizens with a civic campus and a sense of community. In 2003, the Town raised funds to build Westlake Academy, the only open-enrollment charter school owned and operated by a municipality in the State. The Academy of- fers the rigorous International Baccalaureate curriculum, for grades K-12, and all resi- dents are eligible to enroll their children. The Town also utilizes the “shared services” configuration to provide cutting edge service delivery to our residents and customers. The staff steps outside the traditional roles associated with each department in a municipality and works in a cross- functional manner between the Town and the Academy programs. This assists us in keeping our overhead to a minimum while serving our community. Page 7 Town of Westlake “Vision without action is a dream. Action without vision is simply passing the time. Action with vision is making a positive difference.” - Joel Barker DRAFT Page 8 Town of Westlake EXEMPLARY GOVERNANCE — Westlake is governed by a Mayor and Town Council with each of the five council members serving a two-year term. The Town Council also serves as the governing board for Westlake Academy, in the capacity of the Board of Trustees. The dual service configuration supports the cooperative delivery of program services for the Westlake community. The Town Council appoints the Town Manager, who also functions as the Academy’s Superintendent, establishes town policies, and serves as the legislative body of the Town. In this capacity, the Council also approves the Town budget. The community is fortunate to have a dedicated group of residents who serve on our various boards and strive to promote the vision of the Town. CARING COMMUNITY — In an effort to foster citizen engagement, enhance our neighborhoods and increase participation in the community, many of the residents serve on various advisory boards that are committed to furthering the mission of the Town and ensuring Westlake is truly a unique community. The Westlake Historical Preservation Society was created to identify, preserve, and perpetuate the history of the Town and the Cross Timbers region. The Town is committed to protecting and improving the quality of life of Westlake residents, businesses and students by encouraging, inspiring, educating and entertaining artistic and creative endeavors. The Public Art Society of Westlake provides a wide range of professional and artistic presentations to foster the arts in the community and we are a co-sponsor of the MasterWorks Concert Series with the Arts Council Northeast, who promote local artists through public concert events. Westlake also hosts several local events to foster community involvement through the annual Christmas Tree Lighting Event, Decoration Day, Vintage Car Show and Arbor Days. SERVICE EXCELLENCE — The Town is staffed by a group of professionals who provide our residents and customers with the highest quality of public services in an efficient and responsive manner. The staff is involved in community gatherings, such as the neighborhood and parent meetings, concerts series, and various holiday based events—as well as striving to maintain personal relationships with our residential population to foster the Sense of Place and Caring Community found in Westlake. The Town’s Leadership Team of department directors brings more than 150 years of collective municipal experience and knowledge to the Town along with a strong commitment to public service excellence. Entrance to Glenwyck Farms DRAFT The Town’s strategic plan was developed according to a Strategic Issues format, which identified events through a SWOT (strengths, weaknesses, opportunities, and threats) analysis that would affect our community over the next 24 months. This type of issues- focused version of a traditional strategic plan is designed to allow the organization to scan our environment for opportunities or challenges as it relates to our community and develop action plans to achieve the best results for Westlake. The five component issues we identified as strategic are:  Capital Investment  Fiscal Stewardship & Organizational Effectiveness  Human Resources (Employee Investment)  Comprehensive Planning and Management of Natural Resources  Public Safety and Emergency Preparedness Under each outcome strategy, staff has created action items necessary to support or achieve the desired result, which is linked to the Strategy Map. Strategic Issues Westlake Academy Page 9 Town of Westlake Strategic Plan CAPITAL INVESTMENT — Ensure the infrastructure and capital investments of the Town are maintained to sustain the community’s quality of life. Outcome Strategies: 1. Existing Infrastructure Reinvestment (Current Assets) Leadership Team Member(s): Tom Brymer / Eddie Edwards / Jarrod Greenwood / Troy Meyer Staff Action 1.1: Facilities — Review of long-term rental options in comparison to building a permanent structure. Strategy Map: Financial Stewardship ~ Sustain Fiscal Health Completion Date: April, 2012 Staff Action 1.2: Cemetery — Analysis of long-term sustainability and marketing opportunities to increase the return on investment in the facility. Strategy Map: Financial Stewardship ~ Sustain Fiscal Health Completion Date: December, 2013 Staff Action 1.3: Completion of FM 1938 (Precinct Line Road) - Implementation of streetscaping projects. Strategy Map: Customer Focus ~ Enhance and Maintain a Sense of Community Completion Date: FM 1938 — Summer, 2012; Final Streetscaping — Fall, 2015 Staff Action 1.4: FM 114/170 Interchange — Partner with TxDoT, the Town of Trophy Club and City of Roanoke to complete the streetscaping project. Strategy Map: Customer Focus ~ Enhance and Maintain a Sense of Community Completion Date: Summer, 2013 “Westlake has been a lot of things, but it has never been ordinary.” Fort Worth Star Telegram DRAFT Glenwyck Park Page 10 2011 Outcome Strategies: 5. Budget according to established service level provisions within departments. Leadership Team Member(s): Town Manager and All Departmental Directors Staff Action 5.1: Prepare budgets in a fiscally responsible manner to maintain a low tax rate while serving our stakeholders. Strategy Map: Financial Stewardship ~ Prepare the Budget with Linkages to the Strategic Priorities Completion Date: Annually by October 1st. FISCAL STEWARDSHIP AND ORGANIZATIONAL EFFECTIVENESS — Maintain a balanced approach to revenue forecast- ing and expenditure allocation to ensure the necessary resources for long-term sustainability. Strategic Issues, (cont.) DRAFT 2. Technology and Equipment Investment Leadership Team Member(s): Todd Wood / Richard Whitten / Eddie Edwards Staff Action 2.1: Capital Investment in Vehicles—Review of emergency and fleet maintenance needs and replacement opportunities. Strategy Map: Operational Processes ~ Preserve our Infrastructure to Meet the Life Expectancy of Our Assets Completion Date: October, 2012 Staff Action 2.2: Radio Accessibility of Emergency Services — Examine public safety communication interoperability of the Westlake emergency radio system. Strategy Map: Customer Focus ~ Promote Community Health, Safety & Welfare Completion Date: June, 2012 CAPITAL INVESTMENT, (cont.) Staff Action 2.3: Capital Investment in Technology —Review of current technology needs and forecast anticipated requirements for internal operations, citizen engagement and equipment replacement in the form of a technology plan. Strategy Map: Customer Focus ~ Promote Community Health, Safety & Welfare Completion Date: June, 2012 3. Policy and Cost Analysis Drive by Growth (Future Assets) Leadership Team Member(s): Tom Brymer / Debbie Piper / Jarrod Greenwood / Eddie Edwards / Todd Wood / Troy Meyer Staff Action 3.1: Conduct feasibility study for water/sewer impact fees to offset the cost of infrastructure development. Strategy Map: Financial Stewardship ~ Sustain Fiscal Health Completion Date: June, 2012 Staff Action 3.2: Park Land and Trail Development — Work in partnership with surrounding municipalities to allow for connection of trails within Westlake to our neighboring communities. Strategy Map: Customer Focus ~ Promote Community Health, Safety & Welfare Completion Date: July, 2012 Staff Action 3.3: Evaluate Westlake Academy campus needs and expansion options. Strategy Map: Operational Processes ~ Optimize the Use of Our Shared Services Model Completion Date: August, 2012 4. Hwy 170/NTTA project Staff Action 4.1: Monitor the construction of the Hwy 170/NTTA project and provide Council with updates as to the impact on mobility in Westlake. Strategy Map: Customer Focus ~ Promote Community Health, Safety & Welfare Completion Date: Annual Report in November Entrance to Stagecoach Hills Page 11 Town of Westlake Strategic Issues, (cont.) DRAFT 6. Maximize the service provision level to our customers through the use of the shared services model, public/private partnerships and the implementation of innovative inter-governmental agreements. Leadership Team Member(s): Town Manager and All Departmental Directors Staff Action 6.1: Seek additional partnerships through either the use of Memorandums of Understanding (MOU’s) or Interlocal Agreements (ILA’s) relative to items such as economic development, tourism, cost reductions or enhanced efficiencies in service delivery mechanisms, infrastructure developments, mobility activities, etc. Strategy Map: Customer Focus ~ Provide Outstanding Service and Program Delivery Completion Date: Provide annual December report to Council Staff Action 6.2: While maintaining high standards, continue to create incentive mechanisms that encourage businesses to locate in Westlake. These include flexible “development friendly” ordinances, adequate or expandable infrastructure, simplified fee structures and review procedures, and responsive staff support. Strategy Map: Customer Focus ~ Provide Outstanding Service and Program Delivery FINANCIAL STEWARDSHIP AND ORGANIZATIONAL EFFECTIVENESS, (cont.) 7. Develop a communication and marketing plan that is comprehensive in nature to encourage dialogue with our residents and foster community involvement. Leadership Team Members(s): Ginger Awtry / Tom Brymer / Todd Wood Staff Action 7.1: Provide consistent and timely communication to promote resident and stakeholder engagement in the business, events and opportunities in Westlake. Strategy Map: Customer Focus ~ Enhance and Maintain a Sense of Community Completion Date: Provided through Monthly and Quarterly Publications Staff Action 7.2: Implement new website and monitor/update content material for relevancy and timeliness. Strategy Map: Customer Focus ~ Provide Excellent, Responsive Customer Service Completion Date: February, 2012 Staff Action 5.2: Continually monitor our revenue income and expenditures as it relates to the program budgeting function to provide Council with comprehensive financial information. Strategy Map: Financial Stewardship~ Sustain Financial Health Completion Date: Provided through Quarterly Financial Reports Staff Action 5.3: Examine Town’s capacity for re-investment in technology, FFE, capital expenditures, etc. Strategy Map: Financial Stewardship ~ Identify and Allocate Funding for Maintenance of Public Assets Completion Date: June, 2012 Staff Action 5.4: Develop/propose a financial policy to provide for future replacement needs of technology, FFE, etc. Strategy Map: Financial Stewardship ~ Identify and Allocate Funding for Maintenance of Public Assets Completion Date: December, 2012 Terra Bella Entry Page 12 2011 Spring Flowers Strategic Issues, (cont.) DRAFT Outcome Strategies: 9. Update Town’s Comprehensive Plan Leadership Team Member(s): Troy Meyer / Eddie Edwards / Jarrod Greenwood A. Review of Current Comprehensive Planning document. Staff Action 9.A.1: Review existing plan provisions and incorporate into new proposal; Examine the possibility of hiring an outside consultant to assist in the process. Strategy Map: Customer Focus ~ Enhance and Maintain a Sense of Community Completion Date: June, 2012 B. Review of Land Use Plan & Financial Analysis of Impact to Sustainability Staff Action 9.B.1: Understanding the impact of the current land use plan on future growth and financial sustainability of the Town’s municipal services, fees, and infrastructure necessary to support future development. Strategy Map: Customer Focus ~ Enhance and Maintain a Sense of Community Completion Date: March, 2013 C. Supporting Master Plans  Thoroughfare Plan  Parks/Trail/Open Space  Utilities (Water, Sewer, Duct Bank) Staff Action 9.C.1: Draft supporting master plans according to concepts approved by Council in the Comprehensive Planning document. Strategy Map: Customer Focus ~ Enhance and Maintain a Sense of Community Completion Date: March, 2013 COMPREHENSIVE PLANNING AND MANAGEMENT OF NATURAL RESOURCES — Ensure the standards are maintained and promoted in the management of growth and development within the Town to foster our unique character and rural-like atmosphere. HUMAN RESOURCES (Employee Investment) — Provide the appropriate staffing levels at the Town as it relates to service delivery to our community. Outcome Strategies: 8. Include personnel estimates in the five-year financial forecast based on expansion of service provision to the Academy and community as directed by growth/demand for services. Leadership Team Member(s): Town Manager and All Departmental Directors Staff Action 1.1: In conjunction with 5-year financial forecast, department heads to identify staffing needs for all programs of service. Strategy Map: Operational Processes ~ Optimize the Use of Our Shared Services Model Completion Date: Annually by August, 2012 Staff Action 1.2: Continually evaluate ways to maximize our delivery methods by cross-training employees and identifying skill sets which would be beneficial across the organization (i.e., security at the Academy, event preparation and volunteering, communication efforts through dynamic publica- tions, IT services between the Academy/Town, etc.) Strategy Map: Operational Processes ~ Encourage Stakeholder and Staff Engagement Completion Date: Report in August, 2012 PUBLIC SAFETY AND EMERGENCY PREPAREDNESS — Provide a safe community for our residents and business partners. Page 13 2011 Strategic Issues, (cont.) DRAFT 12. Plan and implement strategies to enhance the emergency preparedness of the residents and Town facilities. Leadership Team Member(s): Town Manager and All Departmental Directors Staff Action 2.1: Evaluate on the local level that all departments have adequate training, equipment, and communication tools, to effectively address emergency situations as they arise. Strategy Map: Customer Focus ~ Promote Community Health, Safety and Welfare Completion Date: May, 2012 Staff Action 2.2: Review Town/Academy Standard Operating Procedures and emergency plans to maintain readiness. Strategy Map: Customer Focus ~ Promote Community Health, Safety and Welfare Completion Date: December, 2012 Staff Action 2.3: Inventory and identify availability of recommended Emergency Operations Center components. Strategy Map: Customer Focus ~ Promote Community Health, Safety and Welfare Completion Date: June, 2013 COMPREHENSIVE PLANNING AND MANAGEMENT OF NATURAL RESOURCES, (Cont.) D. Review and recommend necessary changes to existing ordinances to align with Comprehensive Plan Strategy Map: Customer Focus ~ Provide Outstanding Service and Program Delivery Completion Date: March, 2013 10. Investigate and review of environmental preservation and conservation opportunities. Leadership Team Member(s): Jarrod Greenwood / Troy Meyer Staff Action 10.1: Provide Council with report outlining programs that would benefit the residents in their conservation efforts. Strategy Map: Customer Focus ~ Provide Outstanding Service and Program Delivery Completion Date: Report to Council in April, 2012 Staff Action 10.2: Compare and contrast the programs relative to surrounding communities and the options found in the environmental conservation “best practices” of local government, to include an estimated cost of service provision. Strategy Map: Customer Focus ~ Provide Outstanding Service and Program Delivery Completion Date: April, 2013 Outcome Strategies: 11. Consistently seek an effective service delivery method to provide comprehensive police services for the Town residents. Leadership Team Member(s): Town Manager and All Departmental Directors Staff Action 11.4: Monitor and report on the success of the current police services contract to ensure a safe environment for our residents. Strategy Map: Customer Focus ~ Provide Outstanding Service and Program Delivery Completion Date: Annual report in February/March Terra Bella Entry Page 14 2011 Spring Flowers Programs of Service DRAFT Program Comprehensive Planning & Economic Development Building Inspections Code Enforcement Transportation Services Parks & Recreation Maintenance TOTAL Vision Point One ~ Sense of Place: Distinctive neighborhoods, architecturally vibrant corporate campuses, grazing longhorns, soaring red-tailed hawks, meandering roads and trails, lined with natural stone and native oaks. Total Allocation $ 84,199 $ 38,253 $ 5,182 $ 39,646 $ 106,031 $ 273,311 Key Service Delivery Dept. Dept. 11 — Administration Dept. 12 — Planning & Dev. Dept. 12 — Planning & Dev. Dept. 16 — Public Works Dept. 19 — Parks & Rec. Vision Point Two ~ Leadership: A premiere place to live, leadership in public education, corporate and governmental partnerships, and high development standards. Program Plan Review & Inspections Gas Well Permit Administration Planning & Zoning Water Services Sewer Services Solid Waste & Recycling Westlake Academy Foundation Support Services Academic Support Services Texas Student Housing TOTAL Total Allocation $ 48,945 $ 8,197 $ 39,252 $1,662,660 $ 444,994 $ 33,533 $ 20,501 $ 139,151 $ 28,767 $2,426,000 Key Service Delivery Dept. Dept. 12 — Planning & Dev. Dept. 12 — Planning & Dev. Dept. 12 — Planning & Dev. Dept. 16 — Public Works Dept. 16 — Public Works Dept. 16 — Public Works Dept. 18 — Finance Dept. 21 — Human Resources Dept. 13 — Town Secretary The program budget allocations are used as a means of providing our residents and Council with the costs associated with each public service provision according to the specific program rather than the traditional line-item designations. It has been developed with a governance approach that places greater emphasis on the services and activities provided to our stakeholders rather than the individual departments that carry out the assigned work duties. The information listed below, groups the programs with the Vision Point most closely related to the service and identifies the department that is primarily responsible for ensuring the necessary work is completed to reach our goals and objectives. The program budget may also be utilized as a tool for prioritizing services and making organizational funding decisions. Deciding how responsive, effective or efficient a particular service should be carries implicit costs. Westlake continues to deliver the highest quality services possible while maintaining relatively low provision costs. The professional staff at the Town of Westlake takes pride in the work they do and the services they offer to our residents. Page 15 2011 Programs of Service, (cont.) DRAFT Vision Point Three ~ Caring Community: Informed residents, small town charm and values, historical preservation. Program Emergency Prevention Citizen Engagement & Communications TOTAL Total Allocation $ 70,023 $ 117,221 $ 187,244 Key Service Delivery Dept. Dept. 14 — Fire & EMS Dept. 22 — Communications Vision Point Four ~ Exemplary Governance: Town officials, both elected and appointed, exhibit respect, stewardship, vision, and transparency. Program Municipal Governance Academic Governance TOTAL Total Allocation $ 183,083 $ 78,384 $ 261,467 Key Service Delivery Dept. Dept. 11 — Administration Dept. 11 — Administration Vision Point Five ~ Service Excellence: Public service that is responsive and professional, while balancing efficiency, effectiveness, and financial stewardship. Program Financial Management Municipal Administration Academic Administration Records Management Emergency Operations Emergency Operations — Billing Services Emergency Operations — Support Services Police Services Municipal Court—Case Processing Municipal Court — Docketing Warrant & Jail Services Municipal Court - Collection Services Judiciary & Administration Utility Billing & Processing Municipal Accounting Services Human Resources — Administration Human Resources —Total Compensation Human Resources — Risk Management Human Resources — Employment Services Right-of-Way (ROW) Management Election Administration Municipal IT Operations Municipal Network Operations TOTAL Total Allocation $ 291,888 $ 656,508 $ 274,369 $ 29,621 $ 991,454 $ 12,000 $ 30,504 $ 775,326 $ 61,478 $ 52,013 $ 96,525 $ 17,393 $ 37,024 $ 67,419 $ 202,190 $ 6,501 $ 2,000 $ 4,210 $ 3,166 $ 143,096 $ 12,928 $ 81,592 $ 6,363 $ 3,855,570 Key Service Delivery Dept. Dept. 11 — Administration Dept. 11 — Administration Dept. 11 — Administration Dept. 13 — Town Secretary Dept. 14 — Fire & EMS Dept. 14 — Fire & EMS Dept. 14 — Fire & EMS Dept. 23 — Police Dept. 15 — Municipal Court Dept. 15 — Municipal Court Dept. 15 — Municipal Court Dept. 15 — Municipal Court Dept. 15 — Municipal Court Dept. 18 — Finance Dept. 18 — Finance Dept. 21 — Human Resources Dept. 21 — Human Resources Dept. 21 — Human Resources Dept. 21 — Human Resources Dept. 16 — Public Works Dept. 13 — Town Secretary Dept. 20 — Information Tech. Dept. 20 — Information Tech. “We are limited, not by our abilities, but by our own vision.” - Anonymous Resolution 11-40 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION 11-40 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, APPROVING AND ADOPTING A STRATEGIC ISSUES-FOCUSED GOVERNANCE SYSTEM (STRATEGIC PLAN) FOR THE TOWN. WHEREAS, the Westlake Town Council has determined that effective governance of the Town of Westlake requires a focused effort which can best be provided by a comprehensive governance system formulated by the Council-staff team; and, WHEREAS, the Westlake Town Council has invested significant Council and staff time in an off-site planning retreat as well as subsequent workshops to review and draft updated vision, values, and mission statements to guide the creation of a strategy map, strategic plan and program budget synopsis as well as has reviewed drafts of this system; and, WHEREAS, the Town Council has determined that this governance systems allows for a focused review of the Council’s priorities for the Town of Westlake, as well as the allocation of Council and staff time and resources to pursue those priorities; and, WHEREAS, the Town Council finds that approving this strategic governance system provides opportunities to measure implementation of the plan, integrate it with other governance and management processes, and shall be reviewed by the Council at least annually for any updates and/or revisions that the Council determines are necessary to make the plan as effective as possible; 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 attached Strategic Issues-Focused Governance System (SIGS) for the Town of Westlake attached to this resolution as Exhibit “A. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 11-40 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 12TH DAY OF DECEMBER 2011. ATTEST: _____________________________ Laura L. Wheat, Mayor ____________________________ ______________________________ Kelly Edwards, Town Secretary Thomas E. Brymer, Town Manager APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney                   EXECUTIVE SESSION The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following:   a. Section 551.087: Deliberation Regarding Economic Development Negotiations – to deliberate the offer of a financial or other incentive to a business prospect. b. Section 551.071 Consultation with Attorney - to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: Eaton vs. Town of Westlake c. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Town Manager Town of Westlake Item # 5 –   Executive Session     Town of Westlake Item # 6 – Reconvene  Meeting     TAKE ANY ACTION FROM EXECUTIVE SESSION, IF NECESSARY Town of Westlake Item # 7 – 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 #8 ‐ Future  Agenda Items  COUNCIL RECAP / STAFF DIRECTION Town of Westlake Item # 9   Council Recap /   Staff Direction  COUNCIL CALENDAR   - Westlake Neighborhood Meeting for All Remaining Residents December 13, 2011; 7:00 pm – 9:00 pm; Home of Scott & Kelly Bradley - Westlake Academy Winter Holiday December 19, 2011 – January 2, 2012 - Town Offices Closed December 23 & 27, 2011 - Town Offices Closed January 2, 2012 - 2011 Graduates IB Diploma Presentation & College Reflections January 6, 2012; 2:45 pm in WA Gym - Board of Trustee Meeting January 9, 2012 - Town Council Meeting January 23, 2012 Town of Westlake Item # 10 –   Council Calendar  Town of Westlake Item # 11 –  Adjournment  Back up material has not  been provided for this item.