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05-23-11 TC MinMINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL MEETING May 23, 2011 PRESENT: Mayor Laura Wheat and Council Members, Tim Brittan, Clif Cox, Carol Langdon and Rick Rennhack. ABSENT: David Levitan OTHERS PRESENT: Facilitator Mike Conduff, Town Manager Tom Brymer, Town Secretary Kelly Edwards, Assistant to the Town Manager Ginger Awtry, Special Projects and Municipal Court Administrator Amanda DeGan, Fire Chief Richard Whitten, Finance Director Debbie Piper, Planning and Development Director Eddie Edwards, Human Resources and Administrative Services Todd Wood, Facilities and Recreation Director Troy Meyer and Management Intern Scot Dixon. Workshop Session 1. CALL TO ORDER Facilitator Mike Conduff began the meeting at 8:45 a.m. 2. DISCUSSION ITEMS I. In-depth Governance Analysis The teams reviewed and discussed the Council and Leadership Team surveys and governance case studies. Discussion ensued regarding the outcome of various question within the survey results, the Council speaking with one voice principle, and how to streamline meeting agendas. Town Council Minutes 05/23111 Page 1 of 4 II. Municipal Strategic Planning Town Manager Brymer and Special Projects and Municipal Court Administrator DeGan provided a presentation and overview of the current and proposed strategic plan. During the lunch break the Council conducted a break-out session to discuss in further detail the proposed strategic plan. Discussion ensued regarding the current Comprehensive Plan, items that are not address in the current plan, design standards, the process of updating the plan, current zoning of Planned Developments and possible Park Land Dedication requirements. III. Financial_ Planning Town Manager Brymer provided an overview of the Municipal five-year financial forecast and Capital Improvement Plan. Discussion ensued regarding funded and unfunded Capital Improvement projects and possible location of a Municipal Office complex. IV. Council re -cap and governance discussion In-depth Governance Analysis Reviewed diagnostic tool completed by Municipal Leadership Team and Council on municipal governance. Compared difference/similarities between responses. a. Board of Trustees Policy Manual (cont.) - b. Town Council / Board of Trustees Relations & Ethics Policy (cont.) - 1. Time limits for workshop agenda items; print on agenda (also, implement clock usage at meetings) 2. Time limits for staff presentations; including Power Point slides (encouragement given to staff to keep to a maximum of 5 slides) 3. Agenda item requests Council members to speak to priority (high to low) 4. Council utilize evaluation instrument at the end of each meeting as it relates to effectiveness. 5. Staff to offer on -boarding option for potential candidates; including review of council policies related to governance. 6. Council directive to add statement that the board speaks as `one voice' acting through its various decisions, such as resolutions, ordinances, etc. Town Council Minutes 05/23/11 Page 2 of 4 7. Consider governance policies related to a.) measurements for good governance, b.) CEO performance measurement and accountability, c.) and operational risks as it pertains to the organization. S. Draft language — `to the extent possible' the SP will drive the Council/Board agendas. c. Advisory Board / Affiliates Policy (cont.) - Did not discuss d. Governance Discussion / Role Play L Case Study Divided in to 4 groups and worked through case studies — then reviewed relative to our current policy documents and directives were given to update existing policies: Municipal Strategic Planning a. Review and revise Mission, Vision & Values statements i. "What one thing do you want to see at the Town of Westlake that we don't have?" Council to review proposed statements and bring suggested revision to discuss at workshop. b. Comprehensive Plan Review Council directions to staff: 1. Maintain as much of the current Comprehensive Plan as is feasible 2. Include recommendations staff feels are necessary 3. Staff to schedule individual P&Z meeting to facilitate understanding of direction of Comp Plan 4. Joint meeting to be subsequently scheduled with P&Z and Council c. Review current and updated draft of strategic plan with Strategic Issues -Focused Governance System Council in favor of moving forward with proposed format and revisions to municipal SP; add back in the dates from previous document. d. Strategy Map for Balanced Scorecard (Outcome Objectives) e. Program Budget Synopsis Financial Planning a. Five-year Forecast b. Review CIP CIP - Council in favor of staff proposed format for CIP. Directive given to review Hayes plan as an incremental option. Relative to municipal building — alternative site placement rather than WA campus; Option of less cash down -payment with increased financing of total building costs; Alternative to seek reduction in current lease payment with Solana. Park Land Dedication — Council directive to place on future workshop and bring back comparables of surrounding municipalities for further discussion. c. Financial Policy Review Town Council Minutes 05/23/11 Page 3 of 4 3. COUNCIL CALENDAR - Decoration Day May 30, 2011, at Westlake I.O.O.F. Cemetery at 6:00 pm. - Town Council Meeting June 13, 2011 - Town Offices Closed July 4, 2011 - Town Council Meeting Budget Workshop August 12, 2011, 9:00 — 1:00 p.m. - Town Council Meeting August 29, 2011 4. ADJOURNMENT The meeting adjourned at 4:50 p.m. APPROVED BY THE TOWN COUNCIL JUNE 13, 2011. ATTEST: AZ4-t�&�� Kelly ltclwarg, Town Secretary Laura Wheat, Mayor Town Council Minutes 05/23/11 Page 4 of 4