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06-17-19 TC Min i T H E T 0 W N O F WESTLAKE MINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL MEETING June 17, 2019 PRESENT: Mayor Laura Wheat and Council Members Alesa Belvedere, Greg Goble, and Carol Langdon. Rick Rennhack arrived at 5:09 p.m. ABSENT: Michael Barrett OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, Town Secretary Kelly Edwards, Town Attorney Stan Lowry, Fire Chief Richard Whitten, Building Official Pat Cooke, Development Coordinator Nick Ford, Director of Facilities & Public Works Troy Meyer, Director of Communications Ginger Awtry, Communications Manager Jon Sasser, Director of Information Technology Jason Power, and Director of Human Resources and Administrative Services Todd Wood. Work Session 1. CALL TO ORDER Mayor Wheat called the work session to order at 5:02 p.m. Mayor Wheat led the Pledge of Allegiance to the United States and Texas flags. i Town Council Minutes 06/17/19 Page 1of8 2. REVIEW OF CONSENT AGENDA ITEMS FOR THE TOWN COUNCIL REGULAR MEETING AGENDA. No additional discussion. 3. DISCUSSION ITEMS a. Presentation and discussion regarding the Northwest Metroport Chamber of Commerce program and related activities. Ms. Sally Aldridge, Chamber President, provided a presentation and overview Discussion ensued regarding membership when the Chamber began. b. Presentation and discussion regarding the Westlake Historical Preservation Society. Mrs. Kim Morris, WHPS President, discussed the request to temporarily pause the board's meeting schedule allowing time to restructure and recruit board members and provided an overview of the 2018-2019 events. Mrs. Morris presented Ms. Ginger Awtry with the Community of the Heart Award and Mr. Stephen Thornton with the Cross Timers Legacy Award for his years of dedicated service. Mr. Thornton recognized Mrs. Kim Morris with a Volunteer of the Year award. c. Presentation and discussion regarding the modification of the Police Services Agreement with the City of Keller by adding one (1) multi-purpose police officer position. Town Manager DeGan and Chief Wilson provided a presentation and overview of the item. Discussion ensued regarding recommendation to add an additional officer, increasing the presence at the Academy, additional increases which may be necessary to accommodate the growth and development, the position would be a 3-5 year officer rotation, Par One Crime, regional GIS discussions, utilizing DPS resources, and the average officer time per accident. Town Council Minutes 06/17/19 Page 2 of 8 d. Presentation and discussion regarding the repealing of the current I.O.O.F Westlake Cemetery the updated I.O.O.F Westlake Cemetery Rules and Regulations, Sales Policies and master plan to meet current sales volume and industry trends. Director Meyer provided a presentation and overview of the item. Discussion ensued regarding benchmark cemeteries, locations for urns, options to install a roadway loop, perpetual care fund, number of unmarked grave sites, Mr. McCaffrey's input, proposed fees, history of the Odd Fellow name, and naming of the cemetery. e. Presentation and discussion regarding repealing of the current Facility Use Guidelines and Policies and adopting the Town of Westlake Facility Use Guidelines and Policies to include new procedures and rental spaces. Director Meyer provided a presentation and overview of the item. Discussion ensued regarding cost, resident use, corporate partner use, limiting the days of use at the Fire Station, and limiting the of hours of use. f. Presentation and discussion regarding the proposed change from The Independent Bank (TIB) to BBVA Compass Bank to provide implementation and account maintenance services for their Commercial Credit Card Program for the Town of Westlake. Deputy Town Manager Simon provided an overview of the item. Discussion ensued regarding the flexibility of limits and application uses for receipts. g. Standing Item: Presentation and discussion of development projects per Staff Report May 2019 including an Entrada report from the Developer and projects in Planned Development PD 3-5. Assistant Town Manager Greenwood provided an update regarding the legislation signed removing the municipal authority to regulate types of building materials. Assistant Town Manager Greenwood then provided an overview of the following items: Charles Schwab: exterior completion, tenant finish-out allowing for a Certificate of Occupancy per floor, retail building construction which will require an amendment to the PD, Schwab Way intersection enhancements, signalization at Town Council Minutes 06/17/19 Page 3of8 Schwab Way, Phase II construction, and the future development of the Front 44 development. Entrada: foundation issues regarding the bell tower, construction company changed by the developer, pedestrian bridge, chapel, comments regarding the Plaza Mayor, gas well pad site plans, gas line relocation, and condominium construction. The Knolls: installation of infrastructure and the construction of retaining walls. Spencer Ranch: meeting with developer to request development submittal and discussions regarding developer agreements. Specs: the expansion construction should be complete soon. Solana: buildings at the Terrace and Larry North have new owners (Glenstar), security on site, and property management. 4. EXECUTIVE SESSION 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 (2) Consultation with Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Trophy Club Municipal District No. 1 b. Section 551.087 Deliberation Regarding Economic Development Negotiations (1) to discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to a business prospect described by Subdivision (1) for the following: - BRE Solana - Waterside Land Company LLC - Front 44 5. RECONVENE MEETING 6. COUNCIL RECAP / STAFF DIRECTION I I Town Council Minutes 06/17/19 Page 4 of 8 - Reviewing the Facility Use policy regarding the community room at the Fire-EMS station; limiting the days of the week, limiting the number of meetings per year, no charges for affiliate boards, and maximum meeting time. - Changing the name of the Cemetery from I.O.O.F Westlake to Westlake I.O.O.F. Cemetery and Mr. McCaffrey's input of the Cemetery and integration with the Comprehensive Plan. - Provide additional information regarding the recommendation of adding an additional Officer to the Police Services Evaluate and update the Council on the legislative changes regarding building materials. 7. ADJOURNMENT Mayor Wheat adjourned the work session at 7:50 p.m. Regular Session 1. CALL TO ORDER Mayor Wheat called the regular session to order at 7:50 p.m. 2. ITEMS OF COMMUNITY INTEREST Director Awtry provided an overview of the upcoming events. Town Manager DeGan acknowledged Chief Whitten with his certification of becoming an Executive Fire Officer. 3. CITIZEN COMMENTS No one addressed the Council. Mayor Wheat moved to Item 5 of the agenda. 4. CONSENT AGENDA a. Consider approval of the minutes from the meeting on May 20, 2019. b. Consider approval of the joint meeting minutes from the meeting on June 3, 2016. c. Consider approval of Resolution 19-19, repealing Resolution 17-39 and adopting a Resolution updating the Facility Use Guidelines and Policies to include new procedures and rental spaces. Town Council Minutes 06/17/19 Page 5 of 8 d. Consider approval of Resolution 19-20, repealing Resolution 10-10 and adopting a Resolution updating the I.O.O.F Westlake Cemetery Rules and Regulations and Sales Policies to meet current sales volume and industry trends and authorizing the Town Manager to enforce the rules and regulations and provide for exceptions and declaring an effective date. e. Consider approval of Ordinance 883, amending Ordinance 637 Chapter 78 Streets Sidewalks and Other Public Places, Article III Town Owned Cemeteries, Section 78-62 changing the hours of the I.O.O.F Westlake Cemetery hours. f. Consider approval of Resolution 19-21, Approving the Annual Board appointments. g. Consider approval of Resolution 19-22, authorizing the Town Manager to execute an agreement with BBVA Compass Bank, who will provide implementation and account maintenance services for their Commercial Credit Card Program for the Town of Westlake. h. Consider approval of Ordinance 884, amending Chapter 34, Emergency Services, Article II, Alarms and Article III, Department of Public Safety; Repealing Chapter 38 Article III Fire/Rescue Department to change the name to Westlake Fire — EMS Department; by including Article III of Chapter 38 into Chapter 34 changing the name to Fire — EMS Department. i. Consider approval of Ordinance 885, amending Chapter 38, Fire Prevention and Protection of the Code of Ordinances; adopting the 2018 Edition of the International Fire Code with Amendments; by including Article II Alarms of Chapter 34 into Chapter 38. Mayor Wheat removed item c of the consent agenda. MOTION: Council Member Rennhack made a motion to approve items a and b; and item d through item i of the consent agenda. Council Member Goble seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat moved to Item 6 of the agenda. 5. CONDUCT A PUBLIC HEARING AND CONSIDERATION OF AN ORDINANCE 886, APPROVING A DEVELOPMENT PLAN/SITE PLAN SPECIFICALLY FOR A SPECIAL PROJECT ENTRY SIGN FOR THE CHARLES SCHWAB CORPORATE CAMPUS, AS AUTHORIZED BY ORDINANCE 307, ON AN APPROXIMATELY 775 SQUARE FOOT PORTION OF PLANNED DEVELOPMENT DISTRICT 3, PLANNING AREA 4, (PD3- 4) GENERALLY LOCATED AT THE SOUTHEAST CORNER OF THE FUTURE INTERSECTION OF SCHWAB WAY AND STATE HIGHWAY 114APPROVING A DEVELOPMENT PLAN/SITE PLAN SPECIFICALLY FOR A SPECIAL PROJECT ENTRY SIGN FOR THE CHARLES SCHWAB CORPORATE CAMPUS, AS AUTHORIZED BY ORDINANCE 307, ON AN APPROXIMATELY 775 SQUARE FOOT PORTION OF PLANNED DEVELOPMENT DISTRICT 3, PLANNING AREA 4, (PD3- 4) GENERALLY LOCATED AT THE SOUTHEAST CORNER OF THE FUTURE INTERSECTION OF SCHWAB WAY AND STATE HIGHWAY 114. Assistant Town Manager Greenwood provided a presentation and overview of the item. Town Council Minutes 06/17/19 Page 6of8 Mayor Wheat opened the public hearing. No one addressed the Council. Mayor Wheat closed the public hearing. MOTION: Council Member Langdon made a motion to approve Ordinance 886. Council Member Rennhack seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat moved back to Item 4 of the agenda. 6. EXECUTIVE SESSION Council convened into executive session at 7:56 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 (2) Consultation with Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Trophy Club Municipal District No. 1 b. Section 551.087 Deliberation Regarding Economic Development Negotiations (1) to discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to a business prospect described by Subdivision (1) for the following: - BRE Solana - Waterside Land Company LLC - Front 44 7. RECONVENE MEETING Mayor Wheat reconvened the meeting at 9:18 p.m. 8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. No action necessary. i Town Council Minutes 06/17/19 Page 7 of 8 9. FUTURE AGENDA ITEMS No additional discussion required. 10. ADJOURNMENT There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Rennhack made a motion to adjourn the meeting. Council Member Langdon seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the meeting at 9:18 p.m. APPROVED BY THE TOWN COUNCIL ON AUGUST 26, 2019. ATTEST: Laura Wheat, Mayor Kell Edwa s, Town Secretary I Town Council Minutes 06/17/19 Page 8of8