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05-10-2021 Joint TC BOT MinT H E T 0 W N 0 f WESTLAKE MINUTES OF THE JOINTTOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING MAY 10, 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 5:30 p.m. on Monday, May 10, 2021. In order to advance the public health goal of promoting "social distancing" to slow the spread of the Coronavirus (COVID-19), there was limited public access to the physical location described above to thirty (30) seats for the public on a first -come, first -serve basis. A recording of this meeting was made and will be available to the public in accordance with the Open Meetings Act. PRESENT: Mayor/President Laura Wheat and Council/Board of Trustee Members Carol Langdon, Alesa Belvedere, Rick Rennhack, and Greg Goble. ABSENT: Council/Board of Trustee Member Rajiv Trivedi. OTHERS PRESENT: Town Manager/Superintendent Amanda DeGan, Assistant Town Manager Jarrod Greenwood, Town Secretary Todd Wood, Director of Public Works & Facilities Troy Meyer, Finance Director Ginger Awtry, Director of Community Engagement Jon Sasser, Business Manager Marlene Rutledge, Westlake Academy Executive Director Dr. Mechelle Bryson, PYP Assistant Principal Beckie Paquin, MYP Principal Kaylene Rudd, MYP Assistant Principal Maxwell Ituah, DP Principal Dr. James Owen, College Counselor Carl Tippen, Athletic Director Alan Burt, School Nurse Sally Weatherly, and Town Council/Board of Trustee Members -Elect Chandrika Dasgupta and Anna White. Regular Session 1. CALL TO ORDER Mayor/President Wheat called the Joint Town Council and Board of Trustees meeting to order at 5:43 p.m. TC/BOT Minutes — 05/10/21 Page 1 of 7 2. PLEDGE OF ALLEGIANCE 3. CITIZEN COMMENTS This is an opportunity for citizens to address the Town Council 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 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 will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. No one addressed the Town Council or Board of Trustees. 4. ITEMS OF COMMUNITY INTEREST Director of Community Engagement Jon Sasser provided an update on the following items: • May 120 WA Teacher of the Year Awards: Event will stream live on the Westlake Academy Facebook Page • May 13th Spring Concert (The After Party): 7 p.m. - 8 p.m., located at 1300 Solana Blvd Westlake, TX 76262 • May 15th Blood Drive/Organ Donation Sign Up: Westlake Fire -EMS Station: 2000 Dove Rd Westlake, TX 76262 from 10 a.m. - 3 p.m. • May 17th Planning and Zoning Meeting: 5 p.m. 1500 Solana Blvd Bldg. 7 Suite 7100 Westlake, TX 76262 • May 18th IB Diploma Ceremony for 2020 Graduates: 5 p.m. at Westlake Academy; event will stream live on the Westlake Academy Facebook Page • May 24th Town Council/Board of Trustees Meeting: 5 p.m. 1500 Solana Blvd., Bldg. 7, Suite# 7100 Westlake, TX 76262 • May 251h Senior Parade: 5 p.m. at 1500 Solana Blvd., Bldg. 7, Suite# 7100 Westlake, TX 76262 (Parking Lot). This event will stream live on the Westlake Academy Facebook Page • May 271h Senior Banquet: 6 p.m. at The Bowden, located at 1775 Keller Pkwy, Keller, TX 76248. This event will stream live on the Westlake Academy Facebook Page • May 291h Westlake Academy Graduation: 11 a.m. at Dr Pepper Ballpark 7300 Roughriders Trail, Frisco, TX 75034 TC/BOT Minutes — 05/10/21 Page 2 of 7 • May 31s' Memorial Day: Town of Westlake, Municipal Court, & Westlake Academy all closed • June 3rd Spring Concert (Blue Clear Sky): 7 p.m.-8 p.m., at 1300 Solana Blvd Westlake, TX 76262 • June 7th Coffee & Conversation: 8 a.m. - 9:30 a.m., at Sit and Stir Coffee 1300 Solana Blvd Westlake, TX 76262 • June 7th School Board Meeting: 5 p.m., 1500 Solana Blvd Bldg. 7 Suite 7200 Westlake, TX 76262 S. RECOGNITION OF AND PROCLAMATION TO THE COVID-19 RESPONSE TEAM. Mayor Wheat began by reading an article about Glen Levy, who recently passed away and was a member of NASA's Apollo 13 team. In this article, it was stated that Mr. Levy had been given control of the mission by the flight director, and no one knew if the decisions that were about to be made would be a successful, and any failure would be judged in the eyes of the public despite this scenario never being practiced. During this time, Mr. Levy made decisions that led to the successful return of the Apollo 13 astronauts. Mayor Wheat then stated that this situation reminded her of the staff members that served on the COVID response team, as they never knew the ultimate outcome of any decision that was made during and uncertain time, while many were watching to see what those outcomes would be. She stated that the Council was very grateful for their efforts, and this proclamation was being given with sincere gratitude for the efforts of every team member during the pandemic. Mayor Wheat then publicly read the proclamation. College Counselor Carl Tippen then addressed the response team, praising each member for their dedication and servant leadership during a very difficult time. He stated that they gave up their time without hesitation while caring for every student, staff member, and the community. Seventeen (17) members of the COVID response team were presented with a proclamation recognizing their efforts and service to the greater Westlake community during the pandemic. 6. RECOGNITION OF THE FOLLOWING GROUPS OF STUDENTS AT WESTLAKE ACADEMY: • TOP 10% STUDENTS OF THE GRADUATING CLASS OF 2021 • SPORTS TEAMS Executive Director Dr. Mechelle Bryson presented this item. Six (6) students in the top 10% of the graduating class were honored before the Board of Trustees. Dr. James Owen praised each student for their hard work and brilliant perseverance. College Counselor Carl Tippen then remarked that this incredible achievement, given the challenges that each student had overcome during the pandemic. Mr. Tippen introduced the Valedictorian, Salutatorian, and the remaining top 10% of students to the Board of Trustees for recognition. Mayor Wheat then congratulated each student and encouraged them to continue working hard and making great choices. Athletic Director Mr. Alan Burt then presented the sports teams to the Board. Mr. Burt TC/BOT Minutes— 05/10/21 Page 3of7 began by stating that he wanted to share some of the successes that transpired during the school year when many games had to be canceled or rescheduled due to COVID. He also noted that he was very proud of the coaching staff, the student athletes, and their families for trusting the staff during this unprecedented time. Mr. Burt then stated that much time and effort was placed into making sure that all athletic programs had the fullest season possible. The football, cross county, and volleyball teams were able to play all of their games. The basketball and softball teams did miss several games due to positive COVID tests with students. The spring sports season went great, and all protocols were followed throughout the year. Mr. Burt then stated some of the highlights of the 2020-2021 Athletic Program, beginning with State Championships. He began by noting that the Volleyball team won their seventh (7th) state championship in eight (8) years. The Boys' Varsity Tennis Team finished first (1st) and third (31) in the State Tournament singles match, and the team finished first (15t) overall. The Varsity Soccer Team won the State Championship and has done so for nine (9) of the last eleven (11) years. The Junior High Soccer Team was unable to play their championship game due to COVID. Mr. Burt then introduced the student athletes who had been a part of the successful athletic year. Mr. Burt expressed appreciation to the coaches for their incredible work throughout the year. 7. DISCUSSION AND CONSIDERATION OF WA RESOLUTION 21-05 FOR THE 2021-22 INSTRUCTIONAL MATERIALS ALLOTMENT. Executive Director Dr. Mechelle Bryson and PYP Assistant Principal Beckie Paquin presented this item. Mrs. Paquin began by stating that the recent Legislative session passed Senate Bill 6 (SB6) to address the instructional resource needs of school districts and charter schools, creating the Texas Instructional Materials Allotment (TIMA) to facilitate the purchase of instructional materials, as printed resources have shifted to digital resources. As a result, school districts and charter schools have greater flexibility in delivering instructional resources to teachers and students. Dr. Mechelle Bryson noted that the TIMA program is designed to provide funds to Texas schools to purchase instructional resources that align with the Texas Essential Knowledge and Skills (TEKS). School districts and charter schools receive an Instructional Materials Allotment on a biannual basis to support classroom instruction. TIMA provides money to purchase textbooks, resources, and technology aligned to the TEKS in support the of the curriculum. In order to receive funds, districts and charter schools are required to certify annually to the TEA Commissioner that students have access to instructional materials that cover all of the Texas Essential Knowledge and Skills (TEKS). A chart of resources used at Westlake Academy to support student learning and the TEKS was shown to the Board of Trustees. Prior to the 2021-2022 school year, the certification was signed f by the Superintendent. Beginning this year, the Board must approve the use of the instructional materials. MOTION: Council Member Goble made a motion to approve Resolution 21-05. Council Member Rennhack seconded the motion. The motion carried by a vote of 4-0. TC/BOT Minutes— 05/10/21 Page 4 of 7 8. DISCUSSION AND CONSIDERATION OF ORDINANCE 926, CANVASSING THE RETURNSAND DECLARINGTHE RESULTSOFTHE GENERALELECTION HELD ON MAY 1, 2021, FOR THE ELECTION OF THREE (3) COUNCIL MEMBERS TO TERMS EXPIRING MAY 2023. This item was re -ordered to follow Executive Session. After review of the returns of the May 1, 2021 Tarrant County Election Returns, three (3) Council members would be elected based on the top three candidates receiving the largest amount of votes. Carol Langdon, Chandrika Dasgupta and Anna White were elected to office based on Tarrant County results, and no votes were cast for residents in Denton County. MOTION: Council Member Rennhack made a motion to approve Ordinance 926. Council Member Goble seconded the motion. The motion carried by a vote of 4-0. 9. ADMINISTER OATHS OF OFFICE TO NEWLY ELECTED OFFICIALS. This item was re -ordered to follow Executive Session. Mayor Laura Wheat administered the oaths of office to newly elected Town Council/Board of Trustee Members to Carol Langdon, Anna White, and Chandrika Dasgupta. 10. EXECUTIVE SESSION: The Town Council/Board of Trustees convened into Executive Session at 6:42 p.m. The Town Council/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 - PD7 (Spencer Ranch) 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. TC/BOT Minutes — 05/10/21 Page 5 of 7 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. g. Section 551. 074(a)(1): Deliberation Regarding Personnel Matters — to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee. 12. RECONVENE MEETING The Town Council/Board of Trustees reconvened into Regular Session at 8:14 p.m. 13. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. None. 14. COUNCIL RECAP/STAFF DIRECTION None. 15. FUTURE AGENDA ITEMS: Any Town Council or Board of Trustees member may request at a meeting, under "Future Agenda Item Requests" for an agenda item for a future Town Council/Board of Trustees meeting. The Council Member making the request will contact the Town Manager/Superintendent 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 and/or Board's strategic priorities, and the amount of estimated staff time necessary to prepare for Council or Board discussion. If the requesting Council/Board Member receives a second, the Town Manager/Superintendent will place the item on the Town Council/Board of Trustees agenda calendar allowing for adequate time for staff preparation on the agenda item. None. 16. 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 Goble seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the meeting at 8:23 p.m. TC/BOT Minutes — 05/10/21 Page 6of7 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 BYTHE TOWN COUNCIL ON SEPTEMBER 27, 2021. lll ATTEST: ��l'�AA -4— Laura Wheat, Mayor Tod Wood, Tow Secretary TC/BOT Minutes — 05/10/21 Page 7 of 7