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06-13-11 TC MinMINUTES OF THE TOWN OF WESTLAKE, TEXAS TOWN COUNCIL MEETING June 13, 2011 PRESENT: Mayor Laura Wheat and Council Members, Tim Brittan, Clif Cox, Carol Langdon, David Levitan and Rick Rennhack. ABSENT: OTHERS PRESENT: Town Manager Tom Brymer, Town Secretary Kelly Edwards, Town Attorney Stan Lowry, Assistant to the Town Manager Ginger Awtry, Special Projects and Municipal Court Administrator Amanda DeGan, Public Works Director Jarrod Greenwood, Finance Director Debbie Piper, Planning and Development Director Eddie Edwards, and Facilities and Recreation Director Troy Meyer. Workshop Session 1. CALL TO ORDER Mayor Wheat called the workshop to order at 4:34 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 JUNE 13, 2011, REGULAR MEETING. Town Engineer Jeff Winkler provided an overview of the item g regarding the paving and drainage bids. Discussion ensued regarding Item g - the price, the project approved in the Capital Improvements Plan, the difference of the cost of the 2" and 4" paving benefits, the Town Council Minutes 06/13/11 Page 1 of 6 difference in pricing of materials, and previous construction standards and previous maintenance of the roads. Discussion ensued regarding Item e - Charter servicing the Deloitte campus, possible service for the Academy and Municipal offices, and opportunities for additional service to residents. Discussion ensued regarding Item h — the methodology used to calculate the Frac water usage fee, impact fees, fees charged by the surrounding communities, and increasing the proposed Frac rate. 4, DISCUSSION ITEMS a. Report and Presentation from the President of the Westlake Historical Preservation Society Regarding FY 10/11 accomplishments and FY 11/12 Plans, Including a Proposed Historical Marker Master Plan. President Elect, Bert Schultz, provided a presentation and overview of the past years activities which include the museum window exhibits, living history presentations and annual events. Mr. Shultz also provided an overview of the proposed Historical Mark Plan and list of proposed sites that have been identified by the Board. Discussion ensued regarding funding for the program and the cost of the marker. Council Member Brittan acknowledged and thanked Mrs. Sharon Sanden for all her work and support with the Historical board. b. Discussion regarding the Annual Affiliate Board Appointments. Discussion ensued regarding the Council's role in appointing members to affiliate boards and the applications presented. c. Discussion of a proposed Parkland Dedication and fee ordinance. Facilities and Recreation Director Troy Meyer and Planning and Development Director Eddie Edwards provided an overview of the proposed ordinance. Discussion ensued regarding the parkland requirements of the surrounding communities, implications of the proposed ordinance with the current Planned Development zoning, the in -lieu fee, residential and commercial requirements per dwelling or acre and the impact of the requirements on the property owner. Town Council Minutes 06/13/11 Page 2 of 6 d. Discussion of Follow-up Items from May 20, 2011 Strategic Planning Retreat. Special Projects and Municipal Court Administrator DeGan provided an overview of the current and proposed statement as drafted from discussion during the May Strategic Planning meeting. Discussion ensued regarding rewording the current the mission /vision statements, the current Comprehensive Plan Vision Statement and how the statement should collaborate with both the Strategic Plan and Balanced Scorecard. The Council tabled this item for future discussion. S. COUNCIL RECAP / STAFF DIRECTION The Council asked for additional information on Parkland Dedication requirements such as a review other cities, and the total number of acres located in the flood plain To increase the proposed Frac fee to a 2/3 probability. Schedule an additional Strategic Planning workshop to review the proposed mission /vision statement. 5. ADJOURNMENT There being no further business before the Council, Mayor Wheat adjourned the workshop at 7:03 p.m. Regular Session 1. CALL TO ORDER Mayor Wheat called the meeting to order at 7:21 p.m, with all Council Members present. 2. CITIZEN PRESENTATIONS AND RECOGNITIONS Presentation by Bert Shultz from the Westlake Historical Preservation Society. Mr. Bert Shultz, President Elect, thanked the former Historical Preservation Society members for their service and traditions they set forth. Mr. Shultz presented the Historical Preservation Society Roll of Honor plaque and read the names for the record. Town Council Minutes 061'13111 Page 3 of 6 3. CONSENT AGENDA a. Consider approval of the minutes from the meeting held on April 25, 2011 b. Consider approval of the minutes from the meeting held on May 9, 2011. c. Consider approval of the minutes from the meeting held on May 23, 2011. d. Consider approval of Resolution 11-16, Authorizing the Town Manager to execute Amendment No. 1 to the Local Transportation Project Advance Funding Agreement with the Texas Department Of Transportation (Txdot), relating to the review of a preliminary engineering study for the extension of FM 1938 from FM 1709 to SH 114. e. Consider approval of Resolution 11-17, Authorizing the Town Manager to negotiate and enter into an agreement with Charter Communications, for the use of the Town's telecommunication ductbank. f. Consider approval of Resolution 11-18, Approving a Historical Marker Master Plan. g. Consider approval of Resolution 11-19, Authorizing the Town Manager to execute a contract with Lane Construction for Mahotea Boone Trail and Aspen Lane Paving and Drainage Construction related to the adopted Capital Improvement Plan. h. Consider approval of Ordnance 659, Amending the Water/Waste Water rates and Tap Fee schedule by establishing a new Frac Water rate schedule. MOTION: Council Member Langdon made a motion to approve the consent agenda with revisions as discussed during the workshop. Council Member Cox seconded the motion. The motion carried by a vote of 5-0. 4. CONSIDERATION AND DISCUSSION TO ELECT A MAYOR PRO TEMPORE. MOTION: Council Member Cox made a motion to nominate Council Member Langdon to serve as Mayor Pro Tempore. Council Member Brittan seconded the motion. The motion carried by a vote 5-0. S. CONSIDERATION AND DISCUSSION OF RESOLUTION 11-20, APPOINTING AND REAPPOINTING MEMBERS TO THE HISTORICAL PRESERVATION SOCIETY, PLANNING AND ZONING COMMISSION, PUBLIC ART SOCIETY, TEXAS STUDENT HOUSING AUTHORITY AND ENTITIES, AND WESTLAKE ACADEMY FOUNDATION. MOTION: Council Member Brittan made a motion to approve Resolution 11- 20, with the revisions as discussed during the workshop. Council Member Langdon seconded the motion. The motion carried by a vote of 5-0. Town Council Minutes 06/13/11 Page 4 of 6 G. EXECUTIVE SESSION The Council convened into executive session at 7:32 p.m. The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087: Deliberation Regarding Economic Development Negotiations — to deliberate the offer of a financial or other incentive to a business prospect. 7. RECONVENE MEETING Mayor Wheat reconvened the meeting at 7:46 p.m. 8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. - No action taken. 9. FUTURE AGENDA ITEMS - None 10. COUNCIL RECAP / STAFF DIRECTION - None 11. COUNCIL CALENDAR Town Offices Closed July 4, 2011 - Fire Station Open House/BBQ June 25, 2011 (5:30 - 7:30 pm) Municipal Budget Workshop August 12, 2011 (9:00 - 4:00 p.m.) - Town Council Meeting August 29, 2011 Town Council Minutes 06/13/11 Page 5 of 6 12, ADJOURNMENT There being no further business before the Council, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Rennhack made a motion to adjourn the meeting. Council Member Langdon seconded the motion. The motion carried by a vote of 5-0. Mayor Wheat adjourned the meeting at 7:49 p.m. APPROVED BY THE TOWN COUNCIL AUGUST 28, 2011, ATTEST: 0 Kelly EdwarVs, Town Secretary Laura Wheat, Mayor Town Council Minutes 06/13/11 Page 6 of 6