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06-07-2021 Joint TC BOT Min-4-- T H E T 0 W N O F WESTLAKE MINUTES OF THE JOINTTOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING JUNE 7, 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 this joint virtual 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 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 Alesa Belvedere, Rajiv Trivedi, Chandrika Dasgupta, and Anna White. ABSENT: Council/Board of Trustee Member Carol Langdon. OTHERS PRESENT: Town Manager/Superintendent Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, Town Secretary Todd Wood, Director Information Technology Jason Power, Executive Director Dr. Mechelle Bryson, Human Resources Director Sandy Garza, Director of Community Engagement Jon Sasser, Westlake Academy Foundation President Christine Ross, and Westlake Academy Foundation Executive Director Dr. Shelly Myers. Regular Session 1. CALL TO ORDER Mayor/President Wheat called the Joint Town Council and Board of Trustees meeting to order at 4:40 p.m. 2. PLEDGE OF ALLEGIANCE TC/BOT Minutes — 06/07/21 Page 1 of 6 3. PRESENTATION AND REGOGNITION TO THOSE WHO HAVE SERVED ON THE WESTLAKE TOWN COUNCIL. This item was presented after Item #6. Mayor Wheat began by stating that the first item on the agenda was to recognize members who have served the Westlake Town Council so honorably. She noted that Mr. Mr. Michael Barrett has added much insight and knowledge for his service to the Westlake community, and it has been an honor to serve on the Town Council and Board of Trustees with Mr. Barrett, and she praised him for his years of service. Mayor Wheat then read a proclamation to Mr. Barrett, and then presented him with a token of appreciation. 4. CITIZEN COMMENTS: This is an opportunity for citizens to address the Town Council/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/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/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. No one addressed the Town Council or Board of Trustees. S. ITEMS OF COMMUNITY INTEREST Director of Community Engagement Jon Sasser provided an update on the following items: • June 9th State of the Communities: 11:00 a.m. at the Speedway Club at Texas Motor Speedway • June 17th: Town Council / Board of Trustees Budget Retreat, held at 1500 Solana Blvd., Bldg. 1, Suite# 1100 in the Westlake Conference Room beginning at 8:30 a.m. • July Sth: 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. TC/BOT Minutes — 06/07/21 Page 2of6 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. a. 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 MOTION: Council Member Belvedere made a motion to approve the consent agenda. Council Member White seconded the motion. The motion carried by a vote of 4-0. 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): Mr. Tom Cawthra presented this item to the Town Council and Board of Trustees. He began by providing a background of the Westlake Academy Athletic Club, which was founded in 2005. The WAAC was formed to focus on Westlake Academy's athletic programs and to create alignment with Westlake Academy and the community. Mr. Cawthra then stated that the WAAC program is self -funded and does not receive operational funding from the school's budget. Mr. Cawthra the stated that team registration fees paid by families and donations from the WAAC allow the Athletic Department to support competitive teams in almost every sport. Mr. Cawthra added that in 2020, more than 68% of Westlake Academy's student population (MYP & DP) participated in athletics. For the first time, every senior in the top 10% lettered in one or more sport at Westlake Academy. Mr. Cawthra then explained that the WAAC plans to increase financial and volunteer support for student athletes and coaches across all sports at Westlake Academy in the 2021-2022 school year. Westlake Academy Foundation (WAF): Dr. Shelly Myers and Christine Ross presented this item to the Town Council and the Board of Trustees. Dr. Myers and Mrs. Ross began by reporting the assets of the WAF, which totaled $4.22M in 2020- 2021. This number included endowments, proceeds from the Blacksmith Annual Fund, Gallery Night, the Westlake Baja Event. Dr. Myers then provided details of these fundraising efforts. The Blacksmith Fund raised $1.03M, the Baja event raised $142,850, and Gallery Night raised $284,000. Grant requests that were funded by the WAF totaled over $61,000. TC/130T M in utes — 06/07/21 Page 3of6 c. House of Commons (HOC): Mrs. Chandrika Dasgupta and Mrs. Neeta Darnule presented this item to the Town Council and Board of Trustees. Mrs. Dasgupta explained the events that the HOC coordinated this year and also the events that needed to be canceled due to the COVID pandemic. Mrs. Dasgupta also explained how the HOC gives back to Westlake Academy through their initiatives, which totaled nearly $30,000 for various programs. 9. PRESENTATION AND DISCUSSION REGARDING THE COVID-19 PANDEMIC, INCLUDING UPDATES AND RECOMMENDATIONS ON MUNICIPAL AND ACADEMIC OPERATIONS. Town Manager/Superintendent Amanda DeGan presented this item. She began by stating that issues related to COVID have had a lesser impact on municipal operations, as well as academic operations now that the school year has concluded. Mrs. DeGan reminded the Council that the Governor released an updated directive several weeks ago that limited the wearing of face masks in municipalities and schools, and it was decided to finish the school year under the current protocols. Mrs. DeGan then stated that staff continues to be hopeful that there would be no restrictions in place when school opens in the fall. She noted that while cases continue to decline, several COVID variants have had an impact, and it is unclear what the ultimate effect these variants would be. During the summer, this situation would continue to be monitored, and effective protocols would remain in effect and modified, as necessary. The COVID response team has worked on the plan related to protocols and several additional items have been added or modified in accordance with the Governor's directive. Mrs. DeGan then stated that staff would continue to keep the Council and Board of Trustees updated regularly regarding this situation and any actions that would be recommended. 10. DISCUSSION AND REVIEW OF PROPOSED CHANGES TO THE BOARD RELATIONS AND ETHICS POLICY AND THE BOARD MEETING PROCEDURES POLICIES. Town Manager/Superintendent Amanda DeGan presented this item. She indicated that there would be proposed amendments to the Board Relations and Ethics policy to be considered, as well as a training session for Town Council/Board Members. 11. EXECUTIVE SESSION: The Town Council/Board of Trustees did not convene into Executive Session. 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 i n or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations; or TC/BOT Minutes — 06/07/21 Page 4 of 6 (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. 12. RECONVENE MEETING The Town Council/Board of Trustees did not convene into Executive Session. 13. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. None. 14. COUNCIL RECAP/STAFF DIRECTION a. Approved by Council for Discussion i. Historical Designations for various properties in Westlake (5/24) ii. Town Council/Board of Trustee Policies — attach to a future agenda b. Proposed items. 1S. 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 TC/BOT Minutes — 06/07/21 Page 5 of 6 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 MemberTrivedi made a motion to adjourn the meeting. Council Member Belvedere seconded the motion. The motion carried by a vote of 4-0. Mayor Wheat adjourned the meeting at 8:42 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 BYTHE TOWN COUNCIL ON SEPTEMBER 27, 2021. ATTEST: �� /✓/,`. Laura Wheat, Mayor Todd Wood, Town Secretary T E X P5 TC/BOT M i nutes — 06/07/21 Page 6 of 6