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02-08-2021 Joint TC BOT MinTC/BOT Minutes – 02/08/21 Page 1 of 7 MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING FEBRUARY 8, 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, February 8, 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 Rick Rennhack, Rajiv Trivedi, Carol Langdon, and Alesa Belvedere. ABSENT: Council Member Greg Goble OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, Town Attorney Stan Lowry, Town Attorney Matthew Butler, Town Attorney Sarah Walsh, Town Secretary Todd Wood, Director of Information Technology Jason Power, Director of Finance Ginger Awtry, Director of Public Works & Facilities Troy Meyer, Fire Chief Richard Whitten, Director of Planning & Development Ron Ruthven, Communications Manager Jon Sasser, Business Manager Marlene Rutledge, Finance & Budget Analyst Kelsey Wong, Business Services Manager Tamara Cole, Executive Director Dr. Mechelle Bryson, Administration and Accountability Director Darcy McFarlane, Assistant PYP Principal Beckie Paquin, MYP Principal Kaylene Rudd, Assistant MYP Principal Maxwell Ituah, DP Principal Dr. James Owen, College Counselor Carl Tippen, Administrative Assistant Julie Kelly, Mike Peterson with Graham Associates, William Besse, and Sheldon Gilbert with Emergency Consulting Services International. Regular Session 1. CALL TO ORDER TC/BOT Minutes – 02/08/21 Page 2 of 7 Mayor Wheat called the Regular Session to order at 5:07 p.m. 2. CITIZEN COMMENTS Mayor Wheat provided a brief summary of instructions to the public for citizen comments. She asked that any attendees wishing to speak on pandemic-related matters Westlake Academy pandemic to please hold their comments until this agenda item is presented. She noted that she would move this agenda item (Item #9) forward to be addressed after the Consent Agenda (Item #4). Susan Limberg addressed the Town Council. She began by stating that her child had not been in the classroom for nearly one year and requested that the Board look at some of the ineffective and potentially over-quarantining practices from an academic, emotional, and social standpoint. She stated concerns regarding current decisions after the recent PSAT test, the quarantine of a large number of students over a single positive case was not in their best interest. She felt while there are many challenges due to the pandemic, the current practices should be reviewed. Staff responded that these decisions were made after careful review of video footage, where some students were congregating in large numbers without properly social distancing. Dr. Anna White then addressed the Town Council. She began by thanking the Board for the opportunity to speak, and that she believed everyone was doing their best with the information that they had. However, she felt that there were gaps with the current policy and the policy from the previous year. She felt it was important to balance policy decisions based on social, emotional, educational, and medical considerations. She stated that she believed that based on medical science, Westlake Academy could successfully re-open. Superintendent Amanda DeGan stated that information would be gathered and analyzed; however, the school has been very consistent with the practices related to the pandemic. Additionally, Westlake Academy has many challenges that most schools do not face, since it is a K-12 campus. MOTION: Mayor Wheat asked for a motion to approve the new protocols that are proposed for contact tracing. Council Member Rennhack made a motion to approve. Council Member Trivedi seconded the motion. The motion carried by a vote of 4-0. 3. ITEMS OF COMMUNITY INTEREST Communications Manager Jon Sasser provided an update on the following items: Westlake Academy and Municipal Offices CLOSED: Monday, February 15, 2021 in observation of President’s Day. Spring Break: Westlake Academy will be closed for Spring Break from March 15-19, 2021. TC/BOT Minutes – 02/08/21 Page 3 of 7 114 Construction: Frontage roads between Westlake and Southlake are currently being constructed and is scheduled to be a three (3) year project. A new website had been created that will contain maps, timelines, and information regarding lane closures. This page will be updated weekly. New Business in Westlake: Stone Surgical Arts had their grand opening and ribbon cutting ceremony last week. In addition, several businesses will be coming to Westlake, including Lift Fitness, Eyes on Westlake, and the Sophia Elaine Salon. 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 26, 2020. b. Consider approval of Westlake Academy Resolution 21-01, repealing Resolution 10-35 and adopting an updated Vehicle Transportation Policy. MOTION: Mayor Wheat asked for a motion to approve the consent agenda. Council Member Langdon made a motion to approve. Council Member Trivedi seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat then proceeded to Item #9 on the agenda. Item #5 followed in regular succession afterward. 5. EXECUTIVE SESSION: The Town Council/Board of Trustees recessed into Executive Session at 7:11 p.m. The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Sec 551.076 – Deliberation Regarding Security Devices or Security Audit to deliberate: (1) the deployment, or specific occasions for implementation of security personnel or devices; or (2) a security audit. 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: - Front 44 - Entrada - Project “YYZ” TC/BOT Minutes – 02/08/21 Page 4 of 7 - 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. 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 of the Texas Government Code - FM 1938 access for proposed Southlake development. d. Section 551.073 – Deliberations Regarding Gifts and Donations. 6. RECONVENE MEETING The Town Council/Board of Trustees reconvened into Regular Session at 8:39 p.m. 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. None. 8. CONSIDER AN ORDINANCE AMENDING THE WESTLAKE CODE OF ORDINANCES, CHAPTER 90, ARTICLE II, ROADWAY FACILITIES; AND CHAPTER 36-43, STREET DESIGN SPECIFICATIONS, ADDING SUBSECTION (N) STREET ACCESS MANAGEMENT AND CONNECTION. Director of Planning and Development Ron Ruthven introduced this item. He stated staff recommended approval of this ordinance, which would provide a greater degree of consistency between the Code of Ordinances and recommendations contained in the Comprehensive Plan. MOTION: As there were no questions or comments, Mayor Wheat asked for a motion to approve amending Chapter 90 of the Code of Ordinances, as proposed. Council Member Belvedere made a motion to approve. Council Member Rennhack seconded the motion. The motion carried by a vote of 4-0. 9. PRESENTATION AND DISCUSSION REGARDING THE COVID-19 PANDEMIC, INCLUDING UPDATES AND RECOMMENDATIONS ON MUNICIPAL AND ACADEMIC OPERATIONS. This Item was heard by the Town Council/Board of Trustees following Item #4. Town Manager/Superintendent Amanda DeGan noted that a presentation would be shown. Ms. DeGan stated that she wanted to show the Council what steps have been taken throughout the year for Westlake staff members and students and the reasoning for those decisions. Mrs. DeGan then gave a brief historical overview of the plan that had been developed over the summer months in accordance with CDC guidelines, which focused on prevention, mitigation, and responding to the COVID-19 virus on campus. This information was used on how preparations and protocols were developed at Westlake Academy. Recently, TC/BOT Minutes – 02/08/21 Page 5 of 7 feedback has been received from parents and others questioning the staff’s adherence to what has been published and required by the CDC (Center for Disease Control). Mrs. DeGan then stated that staff has reviewed this plan over the last ten (10) days to ensure the measures taken were being applied correctly based on CDC and TEA guidelines, as well as experts at the county level. Recently staff spent thirty (30) minutes meeting with epidemiologists with Tarrant County Public Health, as well as having conversations with the Director of Tarrant County Public Health. Mrs. DeGan then reminded the Council that the COVID response team, led by Mr. Carl Tippen, was formed prior to students returning to campus, and had completed a training program through Johns Hopkins University. This team is comprised of staff members from various departments, and also communicate with parents and local health officials. Mrs. DeGan then noted that since returning to campus in September, 46 cases have been identified as positive or “presumptive positive”. Most of these cases have occurred in the last three (3) months, accounting for approximately forty (40) of these cases. In addition, thirteen (13) staff members have tested positive, and transmissions appear to be more likely within households. Overall, the number of positive cases in the area are trending down but remain above the 15% occupancy rate for Intensive Care hospital beds being occupied by COVID-19 patients. The CDC website continues to define close-contact exposure as being within six (6) feet of others for fifteen (15) minutes or longer. At this time, staff recommends that a fourteen (14) day quarantine period would remain in effect, as opposed to alternate ten (10) or (7) day quarantine periods. Director of Facilities and Public Works Troy Meyer added that air filters have been added to each individual classroom. Mrs. DeGan then noted that she had been in contact with other schools and compared Westlake Academy’s protocols to the data that has been shared. Westlake Academy’s protocols were not vastly different from these schools, and was consistent with CDC, TEA, as well as Tarrant and Denton County guidelines. She then provided details of Westlake Academy’s methods of contract tracing and quarantine periods and recommended that the quarantine protocols that were implemented on October 14, 2020 continue to remain in effect. Mayor Wheat then transitioned to Item #4 on the agenda. 10. PRESENTATION AND DISCUSSION OF THE RISK MANAGEMENT PLAN REPORT REGARDING THE COMMUNITY RISK ASSESSMENT AND STANDARDS OF COVER CONDUCTED BY EMERGENCY SERVICES CONSULTING INTERNATIONAL. Fire Chief Richard Whitten introduced this item. He began by stating that one of the strategic objectives that staff has recently completed pertained to the Standards of Cover. He said that in the previous year, the Town contracted with Emergency Services Consulting International to conduct a community Risk Assessment and a plan for Standards of Cover. This is a strategic tool that illustrates where the Town currently compares to national standards and also provides the Town Council with the information that will help determine what level of service they would like to provide. TC/BOT Minutes – 02/08/21 Page 6 of 7 Sheldon Gilbert with Emergency Consulting Services International provided a presentation to the Town Council on the results of the study. He explained the observations, conclusions, and recommendations for the department based on this study. The study also included the residential fire “critical tasking” elements that were critical, noting that the department was “lean”. Mr. Gilbert then explained the service demands, temporal analysis, incident density, and response time maps. This study also recommended an additional fire station on the west side of town and a ladder truck as the Town of Westlake continues to grow. 11. CONSIDER APPROVAL OF RESOLUTION 21-05, AMENDING RESOLUTION 09-02 THAT ESTABLISHED A POLICY FOR NAMING TOWN OWNED FACILITIES AND PARKS, AND TO PROVIDE GUIDELINES AND STANDARDS FOR THE SUBMISSION OF INDIVIDUALS OR ENTITIES FOR NAMING OPPORTUNITIES. Director of Public Works and Facilities Troy Meyer provided a brief presentation of this item, and briefly covered the six (6) current standards in the naming policy. Ms. Darcy McFarlane then presented a history of the policy; showing the changes that have been made since inception of the policy and potential considerations for future changes. After a brief discussion, the Town Council chose to table this item to be addressed at a later meeting. 12. CONSIDER AN ORDINANCE AMENDING CHAPTER 90, ARTICLE II, TRAFFIC AND SPEED CONTROL, DIVISION 3, SPEED, SECTION 90-79, CERTAIN STREETS, ADDING SUBSECTION 16, AS AMENDED, TO ESTABLISH A PRIMA FACIE SPEED FOR SCHWAB WAY. Director of Public Works and Facilities Troy Meyer introduced this item. He stated that a speed limit was required to be established for Schwab Way, which connects SH114 and Ottinger Road. Although it was designed for a speed limit of 35 mph, staff recommends a speed limit of 30 mph. MOTION: Mayor Wheat asked for a motion to approve amendments to Chapter 90, as stated. Council Member Trivedi made a motion to approve. Council Member Langdon seconded the motion. The motion carried by a vote of 4-0. 13. COUNCIL RECAP/STAFF DIRECTION Obtain CDC information related to ventilation. 14. 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. TC/BOT Minutes – 02/08/21 Page 7 of 7 None. 15. ADJOURNMENT There being no further business before the Town Council or Board of Trustees, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Rennhack made a motion to adjourn the meeting. Council Member Trivedi seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the meeting at 9:38 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 JUNE 7, 2021. ATTEST: _____________________________ Laura Wheat, Mayor __________________________ Todd Wood, Town Secretary