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01-04-2021 Joint TC BOT MinMINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING JANUARY 4, 2021 In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020, the Town Council of the Town of Westlake and the Board of Trustees of Westlake Academy conducted a joint meeting at 5:00 p.m. on Monday, January 4, 2021 by video and telephone conference in order to advance the public health goal of limiting face-to-face meetings (also called "social distancing") to slow the spread of the Coronavirus (COVID-19). There was no public access to the physical location described above. A recording of the telephonic meeting was made and is available to the public. PRESENT: Mayor Laura Wheat and Council Members Greg Goble, and Rajiv Trivedi. Council Member Carol Langdon joined the meeting at 5:11 p.m., and Alesa Belvedere joined the meeting at 5:25 p.m. ABSENT: Rick Rennhack OTHERS PRESENT: Regular Session 1. CALL TO ORDER Town Manager Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, Town Attorney Stan Lowry, Town Secretary Todd Wood, Director of Information Technology Jason Power, Director of Finance Ginger Awtry, Director of Facilities & Public Works Troy Meyer, Director of Planning & Development Ron Ruthven, Municipal Court Administrator Jeannie Roumell, Communications Manager Jon Sasser, Business Manager Marlene Rutledge, Athletic Director Alan Burt, Executive Director Dr. Mechelle Bryson, Finance & Budget Analyst Kelsey Wong. Mayor Wheat called the Regular Session to order at 5:12 p.m. 2. CITIZEN COMMENTS Mayor Wheat provided a brief summary of instructions to the public for citizen comments. No one addressed the Town Council. TC/BOT Minutes — 01/04/21 Page 1 of 5 3. ITEMS OF COMMUNITY INTEREST Communications Manager Jon Sasser provided an update on the following items: Westlake Academy: Today was the final day of the Christmas Holiday break and tomorrow (January 5, 2021) will be a Teacher professional developmental day. Students in loth grade will return for on -campus instruction on January 61h, and 9th grade students will return on January 13cn Upcoming Meetings: The Planning and Zoning Commission will hold a meet on Monday, January 11, 2021 at 5:00 p.m. This meeting will be held via teleconferencing. The Town Council and Board of Trustees will hold a Joint Meeting on Monday, January 25, 2021 at 5:00 p.m. This meeting will be held via teleconferencing. Westlake Municipal Offices CLOSED: Friday, January 18, 2021 due to the Martin Luther King, Jr. holiday. Construction at the Terrace at Solana: Building 7 (the location of Town Hall) is being completely renovated. In addition, a fitness center is being constructed and will feature many amenities, including a cafe and a coffee bar. It is estimated that this project will be completed in April. 4. 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 Town Council meeting on October 5, 2020. b. Consider approval of the minutes from the Board of Trustees meeting on October 5, 2020. c. Consider approval of Resolution 21-01, Approving the acceptance of a generous donation to be used exclusively for the addition to the Sam and Margaret Lee Arts and Sciences Center located at 2600 J.T. Ottinger Road. d. Consider approval of Resolution 21-02, Approving the authorized signers on the Town of Westlake Depository Accounts with First Financial Bank and TexPool. e. Consider approval of Resolution 21-03, amending the authorized signers on the Town of Westlake Insurance Trust account with First Financial Bank. MOTION: Mayor Wheat asked for a motion to approve the consent agenda. Council Member Goble made a motion to approve. Council Member Trivedi seconded the motion. The motion carried by a vote of 4-0. S. PRESENTATION AND DISCUSSION REGARDING THE BACK -TO -SCHOOL PLAN FOR THE 2020-2021 ACADEMIC SCHOOL YEAR, INCLUDING UPDATES AND RECOMMENDATIONS REGARDING INFORMATION RELATED TO THE IMPACT OF COVID-19 ON MUNICIPAL AND ACADEMIC OPERATIONS. TC/BOT Minutes — 01/04/21 Page 2 of 5 Town Manager/ Superintendent Amanda DeGan introduced this item. She began by stating that that MYP and DP students had been sent home for remote learning prior to the winter break, as there was a shortage of teachers and substitute teachers during that period of time. She then asked Deputy Town Manager Noah Simon to present additional information on this topic, as information has changed to a great degree since the last meeting. Mr. Simon began by stating that he would be presenting data from December, as well as the latest information that has been received. December was the most active month for numbers related to COVID-19, with approximately 140 cases that were shown to be exposures or positive cases. He noted that the number of actual positive test results have increased over the last several months, and recent positive cases show a high degree of transmission within households. He emphasized the importance of taking precautions by wearing masks and following recommended personal sanitary practices. Mrs. DeGan then noted that during the Denton County call earlier that day, only seven (7) ICU beds were available. At this time, approximately 400/o-600/o of ICU beds were occupied by COVID-19 patients, and this statistic is consistent with numbers supplied from Tarrant County. It is estimated that the number of infections is expected to exceed the numbers following the Thanksgiving holiday. Denton County has now prioritized vaccinations, beginning with those classified as Phase 1(a), which includes front-line health care and hospice workers. Currently, Denton County is working on prioritization of Phase 1(b) vaccinations, which is for those 65 years of age or older and those with underlying health conditions. The current estimate is that Denton County would have 150,000 residents that would qualify for the Phase 1(b) vaccination, although only 11,000 vaccines have been received to date. Mrs. DeGan then stated that she would participate in a call with Tarrant County on Wednesday, and staff would work remotely on a rotational basis to mitigate any possible transmission at Town Hall. Mrs. DeGan then addressed of prior direction that had been given by the Board related to the athletics program at Westlake Academy, noting that students would be required to receive on -campus instruction in order to participate in organized sports. She then asked the Board for clarification as to whether the Board continued to support this direction, or if would be any flexibility prior to being implemented. Due to the recent increase in infections, Mrs. DeGan advocated for the flexibility to determine whether any child should be on campus and to allow for decisions to be made in order to avoid any unintended consequences. Athletic Director Alan Burt noted that the number of basketball participants were approximately 50% less than the prior year and supported the continuation of athletics. He then noted that the situation would be carefully monitored, and the athletic program may be suspended if circumstances warranted that decision. The Board expressed support for this flexible approach. 6. CONDUCT A PUBLIC HEARING TO DISCUSS CHARTER FIRST 2020 RATING BASED ON SCHOOL YEAR 2018-2019 DATA AND ANNUAL FINANCIAL MANAGEMENT REPORT. TC/130T Minutes — 01/04/21 Page 3 of 5 Finance Director Ginger Awtry presented this report to the Board. She then shared Westlake Academy's Charter First rating, which is based on 2018-2019 fiscal year data, and was very pleased to report that Westlake Academy received a rating of "A" Superior with a score of 100. Additionally, there were no findings or areas of concern by TEA. Ms. Awtry thanked the staff for their excellent work throughout the year. With no questions from the Board, President Wheat opened the public hearing at 6:04 p.m. No one addressed the Board. President Wheat closed the public hearing at 6:04 p.m. 7. DISCUSSION AND CONSIDERATION OF ORDINANCE 918, CALLING AND ORDERING AN ELECTION FOR THE PURPOSE OF ELECTING THREE (3) COUNCIL MEMBERS TO BE HELD ON MAY 1, 2021. MOTION: Mayor Wheat asked for a motion to approve Ordinance 918. Council Member Langdon made a motion to approve. Council Member Belvedere seconded the motion. The motion carried by a vote of 3-0. 8. EXECUTIVE SESSION The Town Council and Board of Trustees recessed the meeting at 6:06 p.m. to 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 (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: - Deloitte - Potential development on 55.12 acres located at Tracts 7C, 7F, 7G, 7H, 7L and 7M Abstract 648, William Huff Survey, Town of Westlake, Texas, and more generally located at the northeast corner of U.S. Highway 377 and State Highway 170. b. Section 551.071(2) — Consultation with Town 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: Resolution No. 00-19, a Contract with Hillwood Development Corporation Concerning the Design Engineering and Construction of the West Side Pump Station and the Dove Road Waterline. c. Section 551.071(2) Consultation with Attorney — to seek advice of counsel on matters in which the duty of the Town Attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 TC/BOT Minutes — 01/04/21 Page 4 of 5 of the Texas Government Code - FM 1938 access for proposed Southlake development. d. Section 551.071 - Discussion with the Town Attorney regarding pending, threatened, or contemplated litigation regarding drainage matters within Vaquero. e. Section 551.073 — Deliberations Regarding Gifts and Donations. 9. RECONVENE MEETING The Town Council reconvened the meeting at 8:00 p.m. 10. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. None. 11. COUNCIL RECAP/STAFF DIRECTION a. Allow flexibility to operate the athletic program at Westlake Academy. Ensure the fidelity of testing and examinations and look at having all students back on campus for testing or maintain equitable procedures for all student testing. 12. FUTURE AGENDA ITEMS: None. 13. ADJOURNMENT There being no further business before the Council or Board of Trustees, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Goble made a motion to adjourn the meeting. Council Member Belvedere seconded the motion. The motion carried by a vote of 3-0. Mayor Wheat adjourned the meeting at 8:01 p.m. 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. APPROVED BY THE TOWN COUNCIL ON APRIL 26, 2021. ATTEST: Laura Wheat, Mayor 4f-�- Tocjd Wood, Town Secretary TC/130T Minutes — 01/04/21 Page 5 of 5