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06-07-21 Joint TC BOT Agenda PacketTC/BOT Agenda – 6/07/2021 Page 1 of 3 TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES JOINT MEETING AGENDA 1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBER WESTLAKE, TX 76262 JUNE 7, 2021 4:30 P.M. MEETING 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 will conduct this joint meeting at 4:30 p.m. on Monday, June 7, 2021. In order to advance the public health goal of promoting "social distancing" to slow the spread of the Coronavirus (COVID-19), there will be limited public access to the physical location described above. A limit of thirty (30) seats will be available to the public on a first-come, first-serve basis. A recording of this meeting will be made and will be available to the public in accordance with the Open Meetings Act. Vision Statement An oasis of natural beauty that maintains our open spaces in balance with distinctive development, trails, and quality of life amenities amidst an ever expanding urban landscape. Regular Session 1.CALL TO ORDER 2.PLEDGE OF ALLEGIANCE 3.PRESENTATION AND RECOGNITION TO THOSE WHO HAVE SERVED ON THE WESTLAKE TOWN COUNCIL. 4.CITIZEN COMMENTS: This is an opportunity for citizens to address the Town Council or Board of Trustees on any matter, whether or not it is posted on the agenda. Individual citizen comments are normally limited to three (3) minutes; however, time limits can be adjusted by the presiding officer. The presiding officer may ask the citizen to hold their comment on an agenda item if the item is posted as a Public Hearing. The Town Council and Board of Trustees cannot by law take action nor have any discussion or deliberations on any presentation made at this time concerning an item not listed on the agenda. The Town Council and Board of Trustees will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. 5.ITEMS OF COMMUNITY INTEREST: Mayor and Council Reports on Items of Community Interest pursuant to Texas Government Code Section 551.0415 the Town Council may report on the following items: (1) expression of thanks, congratulations or condolences; (2) information about holiday schedules; (3) recognition of individuals; (4) reminders about upcoming Town Council events; (5) information about community events; and (6) announcements involving imminent threat to public health and safety. 6.CONSENT AGENDA: All items listed below are considered routine by the Town Council and Board of Trustees 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. TC/BOT Agenda – 6/07/2021 Page 2 of 3 a. Consider approval Consider approval of the minutes from Joint Town Council/Board of Trustees meeting on January 25, 2021. b. Consider approval of Resolution 21-19, approving an Inter Local Agreement with Tarrant County for providing staff and resources to perform work for Tarrant County on COVID related activities, and authorizing the Town Manager to execute all documents relating thereto on behalf of the Town of Westlake, Texas. 7. REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Council Member requests that report be removed and considered separately. a. Report regarding the Highlights of IB Exhibitions. 8. PRESENTATION AND DISCUSSION OF AFFILIATES’ ANNUAL REPORTS. a. Westlake Academy Athletic Club (WAAC) b. Westlake Academy Foundation (WAF) c. House of Commons (HOC) 9. PRESENTATION AND DISCUSSION REGARDING THE COVID-19 PANDEMIC, INCLUDING UPDATES AND RECOMMENDATIONS ON MUNICIPAL AND ACADEMIC OPERATIONS. 10. DISCUSSION AND REVIEW OF PROPOSED CHANGES TO THE BOARD RELATIONS AND ETHICS POLICY AND THE BOARD MEETING PROCEDURES POLICIES. 11. EXECUTIVE SESSION: The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.087 - 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 b. 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. c. 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. TC/BOT Agenda – 6/07/2021 Page 3 of 3 d.Section 551.071 - Discussion with the Town Attorney regarding pending, threatened, or contemplated litigation regarding BRS. e.Section 551.071 - Consultation with Attorney - to seek advice of counsel regarding Granada Homeowners' Association and ACC matters. f.Section 551.073 - Deliberations Regarding Gifts and Donations. 12.RECONVENE MEETING 13.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 14.COUNCIL RECAP/STAFF DIRECTION 15.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. a.Approved by Council for Discussion i.Historical Designations for various properties in Westlake (5/24) b.Data request. 16.ADJOURNMENT 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 551.07187 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 1500 Solana Blvd., Building 7, Suite 7100, Westlake, TX 76262, June 4, 2021, by 4:30 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Todd Wood, Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary’s Office 48 hours in advance at 817-490-5711 and reasonable accommodations will be made to assist you. United States Pledge "I pledge allegiance to the flag of the United States of America, and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all." Texas Pledge “Honor the Texas flag; I pledge allegiance to the, Texas, one state under God, one and indivisible.” Town Council/Board of Trustees Item # 2 – Pledge of Allegiance Town Council/ Board of Trustees Item #3 – Presentation and Recognition to those who have served on the Westlake Town Council. CITIZEN COMMENTS: This is an opportunity for citizens to address the Town Council or Board of Trustees on any matter, whether or not it is posted on the agenda. Individual citizen comments are normally limited to three (3) minutes; however, time limits can be adjusted by the presiding officer. The presiding officer may ask the citizen to hold their comment on an agenda item if the item is posted as a Public Hearing. The Town Council or Board of Trustees cannot by law take action nor have any discussion or deliberations on any presentation made at this time concerning an item not listed on the agenda. The Town Council or Board of Trustees will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. Town Council/ Board of Trustees Item #4 – Citizen Comments ITEMS OF COMMUNITY INTEREST: Mayor and Council Reports on Items of Community Interest pursuant to Texas Government Code Section 551.0415 the Town Council may report on the following items: (1) expression of thanks, congratulations or condolences; (2) information about holiday schedules; (3) recognition of individuals; (4) reminders about upcoming Town Council events; (5) information about community events; and (6) announcements involving imminent threat to public health and safety. Calendar of Meetings/Events: • June 7th Coffee & Conversation o 8am-9:30am at Sir Stir Coffee 7pm-8pm 1300 Solana Blvd Westlake, TX 76262 • June 7th School Board Meeting o 5pm 1500 Solana Blvd Bldg. 7 Suite 7200 Westlake, TX 76262 • June 9th State of the Communities o 11am at the Speedway Club at Texas Motor Speedway • July 5th: The Town of Westlake and the Municipal Court will be closed to observe Independence Day ***There are no Town Council, Board of Trustees, or Planning & Zoning meetings in the month of July. *Reminder: Agendas for all municipal/academic meetings are posted a minimum of 72 hours before the meeting begins and can be found on our Town’s website under the tab “Government/Agendas & Minutes.” **For meeting agendas and details on WA calendar events or Municipal calendar events, please visit the Westlake Academy website or the Town of Westlake website for further assistance. Town Council/ Board of Trustees Item # 5 – Items of Community Interest TC/BOT Minutes – 01/25/21 Page 1 of 7 MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING JANUARY 25, 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 25, 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, Rajiv Trivedi, and Carol Langdon. Rick Rennhack joined the meeting at 5:13 p.m. Alesa Belvedere joined the meeting at 7:20 p.m. and left the meeting at 10:15 p.m. ABSENT: None. OTHERS PRESENT: 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 Public Works & Facilities Troy Meyer, Fire Chief Richard Whitten, Director of Planning & Development Ron Ruthven, Building Official Pat Cooke, Development Coordinator Nick Ford, Municipal Court Administrator Jeannie Roumell, Communications Director Jon Sasser, Business Manager Marlene Rutledge, Finance & Budget Analyst Kelsey Wong, Executive Director Dr. Mechelle Bryson, PYP Principal Rod Harding, Assistant PYP Principal Beckie Paquin, PYP Coordinator Alison Schneider, MYP Principal Kaylene Rudd, Assistant MYP Principal Maxwell Ituah, DP Principal Dr. James Owen, Robin McCaffrey with Mesa Planning, Joe Schneider with Hillwood Properties, and Ralph Bush with Bush Architects. Regular Session 1. CALL TO ORDER TC/BOT Minutes – 01/25/21 Page 2 of 7 Mayor Wheat called the Regular Session to order at 5:03 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. 3. ITEMS OF COMMUNITY INTEREST Communications Manager Jon Sasser provided an update on the following items: Westlake Academy: Westlake Academy is currently recruiting additional substitute teachers. Due to the pandemic, there is a shortage of substitutes in most schools in the area. Communications have been sent to parents outlining the goals for the school year pertaining to the health of students while on campus. This included information of sanitary practices and identification of symptoms related to COVID-19. Communications have also been issued related to vaccine availability. A video will be released in the near future to address frequently asked questions related to the pandemic. Spring Concerts: Initial planning for the Spring Concert Series has begun, as last year’s concert season was canceled. While it is not clear as to whether the 2021 season would be canceled, additional information will be available in the near future. The Council agreed that continuing to plan would be a prudent idea, and a decision would be made at a later time as to whether the concert season would be held this year. Upcoming Meetings: The Town Council and Board of Trustees will hold a Joint Meeting on Monday, February 8, 2021 at 5:00 p.m. This meeting will be held via teleconferencing. The Planning and Zoning Commission will meet on Monday, February 16, 2021 at 5:00 p.m. This meeting will be held via teleconferencing. Westlake Municipal Offices and Westlake Academy CLOSED: Monday, February 15, 2021 in observation of President’s Day. 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 Ordinance 919, Appointing a Presiding Judge and an Alternate Presiding Judge for the Municipal Court of Record No. 1 for a two (2) year term. b. Consider approval of an update to the 2020-2021 Academic Calendar. TC/BOT Minutes – 01/25/21 Page 3 of 7 MOTION: Mayor Wheat asked for a motion to approve the consent agenda. Council Member Langdon made a motion to approve. Council Member Goble seconded the motion. The motion carried by a vote of 4-0. 5. REPORT ON THE LOCATION OF A MEMORIAL BENCH TO BE PLACED ON THE WESTLAKE ACADEMY CAMPUS. The Town Council accepted this report as contained in the agenda packet and had no questions for staff. 6. PRESENTATION AND DISCUSSION REGARDING THE ENTRADA DEVELOPMENT. Director of Planning & Development Ron Ruthven introduced this item, stating that applications have been received for detached single-family homes in the Entrada development. Mr. Ruthven then indicated that the architect for the development would present this to the Council, along with some other items. Mr. Ralph Bush with Bush Architects then addressed the Council, thanking the staff for their efforts. Mr. Bush then provided a presentation to the Council that illustrated several planned projects. He began by showing a plan for ten (10) detached housing units on Block “D”, which would be ready for construction in March or April once permits have been received. This differs from the plans that have been previously proposed, originally involving attached housing units. These homes would be approximately 1,800 to 2,200 square feet in size. There is a five (5) foot separation between these homes, and the desire is to maintain a streetscape that is compelling. Block “E” will feature homes that are approximately 3,600 square feet in size, located on the southern edge of the canal, and Blocks “B”, “I”, “J” and “M” are proposed to feature attached housing. Mr. Bush then stated that six (6) homes are currently under design on Block “H”, and seven (7) detached homes are currently under construction on Block “G”. The number of attached homes and detached homes on these blocks are essentially equal once combined. Several properties on Block “I” are currently under contract. Mr. Bush noted that the market has been the primary driver for the number of attached and detached homes in the plan. Town Manager Amanda DeGan asked Mr. Bush to update the Council on a conversation that occurred earlier in the week regarding the renovation of some of the completed homes. Mr. Bush replied that some of the homes on Block “E” were being renovated to create a higher quality product that would better meet the expectations of the market. Mr. Robin McCaffrey stated that one challenge was to “de-suburbanize” the feel of the development. Mayor Wheat stated that the garage doors on the proposed Block “D” homes created a suburban look, which was a concern. Mr. Bush replied that this was a challenge, as there was no space for parking behind the residences and maintain the desired the streetscaping. Mr. Bush then showed the design of the homes on Block “E”, where garages were less visible, and the suburban appearance is mitigated. The Council agreed that homes on Block “D” looked more of an “economy” product rather than “upscale”, and it did not seem like a proper fit for Westlake. Mr. Bush replied that he would present modified renderings in February after meeting with Mr. McCaffrey and the architectural team. TC/BOT Minutes – 01/25/21 Page 4 of 7 Mr. Bush then transitioned to the need for storage on Block “E”, and interest has been expressed for a residential repository. He presented a conceptual design for what a residential repository would look like, located on “Block C”. This building could also include retail or office components, as well as a restaurant on the top floor. Mr. Bush then stated this was a preliminary view of this concept, then asked if he could answer any questions. Assistant Town Manager Jarrod Greenwood then added that this concept could be a finish- out to restaurant row, and as the service road connection on SH 114 is completed, there would be no construction occurring on restaurant row. This would mitigate any pedestrian issues for this area within the development, and the schedule for completion would be accelerated to accommodate this timeline. serve as Mr. Michael Beaty to provide additional details. 7. PRESENTATION AND DISCUSSION REGARDING THE COVID-19 PANDEMIC, INCLUDING UPDATES AND RECOMMENDATIONS ON MUNICIPAL AND ACADEMIC OPERATIONS. Town Manager/ Superintendent Amanda DeGan introduced this item. She began by stating that she has heard from many parents were interested in any “behind the scenes” information as to how decisions have been made regarding COVID-19 protocols. She mentioned that additional communications will be out; and this would help parents understand the decisions that have been made regarding quarantine protocols and other factors that determine the need for remote learning. Ms. DeGan then and asked Deputy Town Manager Noah Simon to present additional information on this topic. Mr. Simon began by stating that Westlake Academy has experienced the largest number of cases have January since the pandemic began. This has included approximately 180 cases that were shown to be positive or “presumptive” positive cases that involved quarantine, although only a very small number of students testing positive have actually been on campus. He noted that positive cases were primarily 10-14 days after exposure, and recent positive cases have involved a high degree of transmission within households. Assistant Town Manager Jarrod Greenwood stated that during the Denton County call earlier that day, detailed hospitalization rates were not provided. He stated that most of the information pertained to vaccinations, and highlighted the challenges with the distribution of the vaccines. At this time, individuals receiving their first vaccination dose in Denton County must receive their second dose at the same location, as Denton County has only ordered second vaccination doses based on this data. In addition, those classified as Phase 1(a) would be equal with Phase 1(b) recipients in terms of priority and scheduling, and similar information has also been received from Tarrant County. 8. PRESENTATION AND DISCUSSION REGARDING WESTLAKE ACADEMY BOARD GOALS IN COMPLIANCE WITH HOUSE BILL 3 (HB3). Dr. Mechelle Bryson presented this report to the Board. She began by stating that the intent of HB3 was to create thee (3) checkpoints to ensure that 60% of graduating students met the standards of Grade 3 reading, Grade 3 mathematics, or the ability to obtain an industry- TC/BOT Minutes – 01/25/21 Page 5 of 7 accepted certificate aligned with a living-wage job, enroll in a post-secondary educational program, or perform military service. Dr. Bryson then highlighted the additional state requirements required under HB3, mentioning that an annual report will be submitted to the state on an annual basis and publicly posted. Dr. Bryson then stated that the Board was required to adopt the goals as outlined by HB3 by January 31st. MOTION: Mayor Wheat asked for a motion to adopt the HB3 goals, as presented during the meeting. Trustee Goble made a motion to approve. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. 9. CONDUCT A PUBLIC HEARING AND CONSIDER ORDINANCE 920, APPROVING PROPOSED AMENDMENTS TO PLANNED DEVELOPMENT ZONING DISTRICT NUMBER 3, PLANNING AREA 3 (PD3-3) AND PLANNED DEVELOPMENT ZONING DISTRICT NUMBER 3, PLANNING AREA 4 (PD3-4), GENERALLY LOCATED NORTH OF DOVE ROAD AND SOUTH OF SH 114 BETWEEN DAVIS BLVD. AND ROANOKE ROAD. Director of Planning & Development Ron Ruthven presented this item. He stated that this request was from Hillwood Properties, and the request was to reallocate some areas of the property that were not related to any specific development proposal, and this did not change any entitlements that currently were not in place. This involved PD3-3 and PD3-4, changing the boundaries of these planned developments slightly. This change would move 1.3 acres located in PD3-4 into PD3-3 and rename PD3-3 to PD3-12A, and PD3-4 to PD 3-4A. The request also included transferring some entitlements between the planning areas, however, there would be no change in the overall size of the entitlements. With no questions from the Town Council, Mayor Wheat opened the public hearing at 7:42 p.m. No one addressed the Town Council. Mayor Wheat closed the public hearing at 7:42 p.m. MOTION: Mayor Wheat asked for a motion to approve the Ordinance 920. Council Member Langdon made a motion to approve. Council Member Rennhack seconded the motion. The motion carried by a vote of 5-0. 10. CONDUCT A PUBLIC HEARING AND CONSIDER ORDINANCE 921, APPROVING AMENDMENTS TO THE COMPREHENSIVE PLAN, ESTABLISHED BY ORDINANCE 747, AMENDING THE THOUROUGHFARE PLAN. Director of Planning & Development Ron Ruthven introduced this item. He explained that this was a companion item to Ordinance 920, as the road that is proposed to be removed from the thoroughfare Plan crosses into PD3-12A. He noted that this would be referred to as “Town Parkway” and could accommodate additional traffic volume as the Town continues TC/BOT Minutes – 01/25/21 Page 6 of 7 to develop, should it be necessary for the Town to have these capacity enhancements in the future. With no questions from the Town Council, Mayor Wheat opened the public hearing at 7:57 p.m. No one addressed the Town Council. Mayor Wheat closed the public hearing at 7:57 p.m. MOTION: Mayor Wheat asked for a motion to approve the Ordinance 921. Council Member Trivedi made a motion to approve. Council Member Goble seconded the motion. The motion carried by a vote of 5-0. 11. EXECUTIVE SESSION The Town Council and Board of Trustees recessed the meeting at 7:58 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: - Front 44 - Entrada - Project “XYZ” - 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 of the Texas Government Code - FM 1938 access for proposed Southlake development. d. Section 551.074, Texas Government Code - Personnel Matters. (1) to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; - Fire Department Staffing TC/BOT Minutes – 01/25/21 Page 7 of 7 e. Section 551.074, Texas Government Code - Personnel Matters. (1) to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; - Professional Planning Services f. Section 551.071 - Discussion with the Town Attorney regarding pending, threatened, or contemplated litigation regarding BRS. g. Section 551.073 – Deliberations Regarding Gifts and Donations. 12. RECONVENE MEETING The Town Council reconvened the meeting at 10:21 p.m. 13. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. None. 14. COUNCIL RECAP/STAFF DIRECTION a. Monitor the number of attached and detached single-family residential homes in the Entrada development. 15. FUTURE AGENDA ITEMS: None. 16. 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 Langdon made a motion to adjourn the meeting. Council Member Rennhack seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the meeting at 10:24 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 Page 1 of 2 TOWN COUNCIL AGENDA ITEM Regular Meeting - Consent Monday, June 21, 2021 TOPIC: Consider a resolution approving an Interlocal Agreement with Tarrant County for providing staff and resources to perform work for Tarrant County on COVID related activities, and authorizing the Mayor to execute all documents relating thereto on behalf of the Town of Westlake, Texas. STAFF: Richard Whitten, Fire Chief STRATEGIC ALIGNMENT Vision, Value, Mission Perspective Strategic Theme & Results Outcome Objective Mission: Westlake is a unique community blending preservation of our natural environment and viewscapes, while serving our residents and businesess with superior municipal and academic services that are accessible, efficient, cost- effective, & transparent. Citizen, Student & Stakeholder Exemplary Service & Governance - We set the standard by delivering unparalleled municipal and educational services at the lowest cost. Preserve Desirability & Quality of Life SUMMARY The worldwide COVID-19 pandemic brought on the need for temporary mass vaccination sites. Through state, county and local collaboration, these vaccination sites were quickly organized and administering COVID vaccinations. Staffing from various organizations came together to facilitate the vaccinations, including firefighter/paramedics, law enforcement officers, and other municipal staff. The proposed Interlocal Agreement includes terms for assisting Tarrant County in administering the North East Tarrant County Vaccination Site located at the Hurst Convention Center and other sites in the northeast portion of the county by assigning staff and resources to perform work for the county on COVID related activities. Staff will perform duties such as providing shots to citizens, first aid, security, traffic flow, and administrative support functions. While the actual agreement was authorized in the beginning of the year, the Interlocal Agreement formalizes the agreement to meet FEMA regulations. The purpose of this agreement is an attempt to recoup salaries and any expenses incurred as a result of participation in the clinic. Page 2 of 2 COUNCIL ACTION/OPTIONS • Approve Resolution; • Deny Resolution STAFF RECOMMENDATION Staff recommends approval of this Resolution. FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY Project Cost/Funding Amount: $25,000.00 Funding Source: General Fund Contract: No Forms: N/A Service Levels: This Resolution will allow staff to provide a crucial medical service for the Town of Westlake and surrounding communities due to the pandemic. Additionally, it will allow the Town to apply for cost recovery for services provided, which will reduce or potentially eliminate a majority of the costs shown above. DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY Westlake Academy: N/A Comprehensive Plan: N/A Cost Recovery Analysis: N/A Traffic Impact: N/A ATTACHMENTS Resolution Interlocal Agreement – Exhibit “A” Resolution 21-19 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 21-19 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, APPROVING AN INTERLOCAL AGREEMENT WITH TARRANT COUNTY, TEXAS, FOR PROVIDING STAFF AND RESOURCES TO PERFORM WORK FOR TARRANT COUNTY ON COVID RELATED ACTIVITIES; FOR A TERM OF TWENTY-FOUR (24) WEEKS COMMENCING JANUARY 12, 2021 AND TERMINATING ON JUNE 30, 2021; TO INCLUDE PERFORMING DUTIES AS ASSIGNED AT A DESIGNATED VACCINATION SITE; AND AUTHORIZING THE TOWN MANAGER TO EXECUTE ALL DOCUMENTS RELATING THERETO ON BEHALF OF THE TOWN OF WESTLAKE, TEXAS. WHEREAS, the Town Council of the Town of Westlake desires to improve the health, safety, and welfare of the citizens of the Town of Westlake; and, WHEREAS, the leaders of the Town of Westlake desire to participate in the North East Tarrant County Vaccination site/clinic by providing staffing to perform work for Tarrant County on COVID related activities for a term of twenty-four (24) weeks commencing January 12, 2021 and terminating June 30, 2021; and, WHEREAS, the Town Council of the Town of Westlake finds that this agreement shall be in conformance with, and is authorized by, Chapter 791 of the Texas Government Code, more commonly known as the “Interlocal Cooperation Act”. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That all matters stated in the Recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Town of Westlake Town Council does hereby approve the Interlocal Agreement with Tarrant County, Texas, for participating in the North East Tarrant County Vaccination Site, attached hereto as Exhibit “A”; and further authorizes the Mayor or Town Manager or designee to execute all contract documents relating thereto on behalf of the Town of Westlake, Texas. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. SECTION 4: That this Resolution shall become effective from and after its date of passage. Resolution 21-19 Page 2 of 2 PASSED AND APPROVED ON THIS 7TH DAY OF JUNE 2021. ___________________________________ Laura Wheat, Mayor ATTEST: ________________________________ ___________________________________ Todd Wood, Board Secretary Amanda DeGan, Town Manager APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, Town Attorney Resolution 21-19 – Exhibit “A” Page 1 of 2 INTERLOCAL AGREEMENT BETWEEN TARRANT COUNTY AND THE TOWN OF WESTLAKE This Interlocal Agreement (“Agreement”) is between TARRANT COUNTY, TEXAS (the “COUNTY”) and the TOWN OF WESTLAKE (the “TOWN”) and shall be effective on January 12, 2021 (the “Effective Date”). The COUNTY and the TOWN have reviewed the Agreement, and each make the following findings: WHEREAS, on March 11, 2020, the World Health Organization declared COVID-19 a worldwide pandemic; and WHEREAS, President Donald Trump, Governor Greg Abbott, and County Judge Whitley have issued Declarations of Disaster for the United States, the State of Texas, and the COUNTY, respectively; and WHEREAS, the TOWN desires to provide the COUNTY with a number of the TOWN’s resources to help the COUNTY administer COVID-19 vaccinations; and WHEREAS, this Agreement is made pursuant to the authority of Sections 791.001-792.029 of the Texas Government Code; and WHEREAS, the expenses of any payments or performance required by this Agreement shall come from current revenues legally available to the parties; and WHEREAS, the subject of this contract is necessary for the benefit of the public and each party has the legal authority to perform and to provide the governmental function or service which is the subject matter of this contract; and NOW, THEREFORE, for and in consideration of the mutual undertaking hereinafter set forth and for adequate consideration given, the Parties agree to the following: 1. Scope of Services. The TOWN shall assist the COUNTY in administering the North East Tarrant County Vaccination Site located at the Hurst Convention Center and other sites in the northeast portion of the county by assigning staff and resources to perform work for the COUNTY on COVID related activities. TOWN staff will perform duties such as providing shots to citizens, first aid, security, traffic flow, and administrative support functions. The TOWN shall provide the COUNTY with a point of contact for any issues that may arise with the identified employees. The County Public Health Director shall be the point of contact for the TOWN and shall determine the tasks to be completed by the designated employees. The specific manner in which these tasks are completed shall be directed by the TOWN. The TOWN may also provide equipment, materials, and supplies to carry out the functions of the vaccination site as needed. These item categories may include digital signage, medical supplies, medical waste disposal, office supplies, information technology equipment, tents, and shuttle bus services. 2. Payment. The TOWN will provide the COUNTY with reports of personnel and any other expenses incurred in support of the vaccination program. The Parties further agree that the consideration for this Agreement shall be the mutual benefit of providing the services outlined in Paragraph 1 for the residents of TOWN and the COUNTY. 3. Designated Employees. The TOWN shall be responsible for designating the agreed upon number of employees needed to assist the COUNTY. Resolution 21-19 – Exhibit “A” Page 2 of 2 4. Term and Termination. This Agreement shall begin on the Effective Date and remain in effect until June 30, 2021. Either party may terminate this Agreement with thirty (30) days written notice. If the COUNTY is not satisfied with the quality of services being provided by a specific individual, the COUNTY may request an immediate reassignment. 5. No Employment Relationship. The TOWN shall control the manner that the designated employees complete their work. The TOWN acknowledges that the designated employees remain employed with the TOWN. The Parties further acknowledge that they do not have a joint employer relationship and that the TOWN remains responsible for the continued payment of the designated employees and related taxes. 6. Not Debarred. The TOWN represents that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal or state department or agency. 7. Choice of Law. The venue for any legal proceeding arising out of this Agreement shall lie in a court of competent jurisdiction in Tarrant County, Texas. This Agreement shall be governed by the laws of the State of Texas. Governing law and venue shall survive termination of this Agreement. 8. Entire Understanding. This Agreement represents the entire understanding between the Parties and supersedes all prior representations. EXECUTED by the duly authorized Parties below: THE TOWN OF WESTLAKE TARRANT COUNTY By: ____ By: ___ Name: Laura Wheat Date Name: B. Glen Whitley Date Title: Mayor Title: County Judge APPROVED AS TO FORM: ____________________________________ Criminal District Attorney’s Office* *By law, the Criminal District Attorney’s Office may only approve contracts for its clients. We reviewed this document as to form from our client’s legal perspective. Other parties may not rely on this approval. Instead those parties should seek contract review from independent counsel. CERTIFICATION OF FUNDS IN THE AMOUNT OF $ Date: AUDITOR REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Council Member requests that report be removed and considered separately. a. Report regarding the Highlights of IB Exhibitions. Town Council / Board of Trustees Item # 7 – Reports Page 1 of 2 BOARD OF TRUSTEES AGENDA ITEM Regular Meeting - Report Monday, June 07, 2021 TOPIC: Report regarding the Highlights of IB Exhibitions STAFF: Dr. Mechelle Bryson, Executive Director STRATEGIC ALIGNMENT Vision, Value, Mission Perspective Curriculum Outcome Objective Vision: Westlake Academy inspires college bound students to achieve their highest individual potential in a nuturing environment that fosters the traits found in the IB Learner Profile. Academic Operations PYP / MYP Optimize Student Potential SUMMARY Westlake Academy’s mission is to provide students with an internationally minded education of the highest quality, so they are well-balanced lifelong learners. Aligned with Westlake Academy’s mission is the vision of the campus. The Academy’s vision is to inspire college-bound students to achieve their highest individual potential in a nurturing environment that fosters the traits found in the IB Learner Profile. Within the scope of accomplishing the mission and vision of Westlake Academy, the Academy Page 2 of 2 utilizes capstone projects in each IB programme as a vehicle to provide opportunities for students to develop, implement, and put into practice the various components of their IB world education. These capstone projects are multifaceted and serve as a culminating academic experience for our students that allow them to demonstrate mastery of the IB Approaches to Learning, ATLs, along with their development of the IB Learner Profile. It also provides students with an opportunity to consolidate their learning and to illustrate it in meaningful ways. The PYP capstone project is the grade 5 exhibition coordinated by the PYP Coordinator while the MYP capstone project is the grade 10 personal project coordinated by the MYP Coordinator and Secondary Librarian. In the Spring of 2021, the IBO launched a new course guide for the Theory of Knowledge course. In doing so, it eliminated the previous TOK internal assessment, the presentation, and replaced it with a TOK exhibition. Our TOK students have completed these but will conduct the actual exhibition in the Fall of 2021. The attached report is designed to share the virtual exhibition of our grade 5 and grade 10 students. COUNCIL ACTION/OPTIONS We ask the Board of Trustees view a few of the exhibition embedded in the attached report. STAFF RECOMMENDATION N/A FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY Project Cost/Funding Amount: N/A Funding Source: N/A Contract: No Forms: N/A Service Levels: N/A DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY Westlake Academy: N/A Comprehensive Plan: N/A Cost Recovery Analysis: N/A Traffic Impact: N/A ATTACHMENTS IB Exhibition Report with links to student projects. ___________________________________________________________________ _____________________________________________________________________________________ 2600 J.T. Ottinger Road * Westlake, Texas 76262 * Phone 817-490-5757 www.WestlakeAcademy.org * Info@WestlakeAcademy.org MEMORANDUM DATE: June 2, 2021 TO: Superintendent Amanda DeGan, Honorable President Laura Wheat, and Board of Trustees Members FROM: Dr. Mechelle Bryson, Executive Director of Westlake Academy SUBJECT: Board Report on the IB Exhibition Across the Continuum __________________________________________________________ Westlake Academy’s mission is to provide students with an internationally minded education of the highest quality, so they are well-balanced lifelong learners. Aligned with Westlake Academy’s mission is the vision of the campus. The Academy’s vision is to inspire college-bound students to achieve their highest individual potential in a nurturing environment that fosters the traits found in the IB Learner Profile. Within the scope of accomplishing the mission and vision of Westlake Academy, the Academy utilizes capstone projects in each IB programme as a vehicle to provide opportunities for students to develop, implement, and put into practice the various components of their IB world education. These capstone projects are multifaceted and serve as a culminating academic experience for our students that allow them to demonstrate mastery of the IB Approaches to Learning, ATLs, along with their development of the IB Learner Profile. It also provides students with an opportunity to consolidate their learning and to illustrate it in meaningful ways. The PYP capstone project is the grade 5 exhibition coordinated by the PYP Coordinator while the MYP capstone project is the grade 10 personal project coordinated by the MYP Coordinator and Secondary Librarian. In the Spring of 2021, the IBO launched a new course guide for the Theory of Knowledge course. In doing so, it eliminated the previous TOK internal assessment, the presentation, and replaced it with a TOK exhibition. Our TOK students have completed these but will conduct the actual exhibition in the Fall of 2021. Prior to the pandemic, our grade 5 and grade 10 students participated in an exhibition process that included a face-to-face event with WA students, parents, and community stakeholders in attendance. Students shared their exhibition process, topic, and findings with attendees. Last year, we pivoted and created a virtual event due to the pandemic. This year, we also created a virtual exhibition. Below are links to the grade 5 and grade 10 student exhibition. 2021 PYP Digital Exhibition 2021 Personal Project Digital Exhibition Thank you for your support! PRESENTATION AND DISCUSSION OF AFFILIATES’ ANNUAL REPORTS. a. Westlake Academy Athletic Club (WAAC) b. Westlake Academy Foundation (WAF) c. House of Commons (HOC) Town Council / Board of Trustees Item # 8 – Presentation and Discussion of Affiliates’ Annual Reports. Page 1 of 2 BOARD OF TRUSTEES AGENDA ITEM Regular Meeting - Report Monday, June 07, 2021 TOPIC: Presentation and Discussion of Affiliates’ Annual Reports. STAFF: Dr. Mechelle Bryson, Executive Director STRATEGIC ALIGNMENT Vision, Value, Mission Perspective Curriculum Outcome Objective Vision: Westlake Academy inspires college bound students to achieve their highest individual potential in a nuturing environment that fosters the traits found in the IB Learner Profile. Academic Operations PYP / MYP / DP Strengthen our Westlake Academy Culture SUMMARY The purpose of the Westlake Academy affiliate organizations is to serve and support the Westlake Academy community in order to assist the Academy in fulfilling the Westlake Academy mission, vision, and values. Each year, Westlake Academy affiliate organizations are required to present a status report to the Board of Trustees. As such, the Westlake Academy House of Commons, Westlake Academy Foundation, and the Westlake Academy Athletic Club will provide information on the progress Page 2 of 2 that the organizations have made toward their mission for the 2020-2021 school year. A synopsis of activities will be provided along with highlights of support initiatives, and a preview of future enhancement initiatives. Within this framework, a financial review will be included. COUNCIL ACTION/OPTIONS We ask the Board of Trustees for their continued feedback and support for our affiliates. STAFF RECOMMENDATION N/A FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY Project Cost/Funding Amount: N/A Funding Source: N/A Contract: No Forms: N/A Service Levels: N/A DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY Westlake Academy: Continued operational and financial support for Westlake Academy. Comprehensive Plan: N/A Cost Recovery Analysis: N/A Traffic Impact: N/A ATTACHMENTS Presentations will be provided at the meeting. PRESENTATION AND DISCUSSION REGARDING THE COVID-19 PANDEMIC, INCLUDING UPDATES AND RECOMMENDATIONS ON MUNICIPAL AND ACADEMIC OPERATIONS. Town Council/ Board of Trustees Item # 9 – Presentation and Discussion PRESENTATION AND DISCUSSION AND REVIEW OF PROPOSED CHANGES TO THE BOARD RELATIONS AND ETHICS POLICY AND THE BOARD MEETING PROCEDURES POLICIES. Town Council/ Board of Trustees Item # 10 – Presentation and Discussion PRESENTATION AND DISCUSSION REGARDING THE COVID-19 PANDEMIC, INCLUDING UPDATES AND RECOMMENDATIONS ON MUNICIPAL AND ACADEMIC OPERATIONS. Town Council/ Board of Trustees Item # 9 – Presentation and Discussion The Town Council and Board of Trustees 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 (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 b. 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. c. 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. d. Section 551.071 - Discussion with the Town Attorney regarding pending, threatened, or contemplated litigation regarding BRS. e. Section 551.071 - Consultation with Attorney - to seek advice of counsel regarding Granada Homeowners' Association and ACC matters. f. Section 551.073 - Deliberations Regarding Gifts and Donations. Town Council Item # 11 – Executive Session Town Council/Board of Trustees Item # 12 – Reconvene Town Council/Board of Trustees Meeting TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. Town Council/ Board of Trustees Item # 13 – Necessary Action Town Council/ Board of Trustees Item # 14 – Recap and Staff Direction a.Approved by Council for Discussion i.Historical Designations for various properties in Westlake (5/24) b.Data request. Town Council/ Board of Trustees Item # 15 – Future Agenda Items Town Council/ Board of Trustees Item # 16 – Adjournment