[00:00:07]
>> TODAY IS ON MONDAY MARCH 27TH, 2023.
WE ARE DOING TOWN COUNCIL BOARD OF TRUSTEES AGENDA MEETING.
[A. WORK SESSION – Call to Order (4:00 P.M.)]
ITEM A IS WORK SESSION AND WE'LL START WITH COLOR ORDER.OUR FIRST ITEM IS GOING TO BE, DISCUSS REVIEW FIRST GRAPH OF THE RESOLUTION 23-20, AMENDING THE TOWN OF WEST LAKES EMPLOYEE'S PERSONNEL MANUAL.
>> ALL RIGHT. MAYOR COUNCIL, THANK YOU FOR HAVING ME HERE TODAY.
WE WILL GO OVER A FEW ITEMS OF HOW WE CAME TO OUR FIRST DRAFT ON THE PERSONNEL MANUAL.
MY INTENT IS TO ANSWER ANY QUESTIONS THAT I CAN OR RESEARCH ANYTHING THAT I DON'T KNOW TOO.
THE PERSONNEL MANUAL CONSIST OF HISTORY AND CULTURE OF THE ORGANIZATION.
IT INCLUDES POLICIES THAT ARE REQUIRED ALSO HAVE AND MUST OPTIONAL POLICIES.
THE INTENT OF THE POLICY MANUAL IS TO BE UPDATED EACH YEAR.
IT HAS BEEN A WHILE SINCE IT WAS LAST UPDATED.
HOW LONG? 2019 WAS THE LAST TIME IT WAS UPDATED.
IT TAKES A WHILE BECAUSE WE BROKE DOWN FROM TOP TO BOTTOM GOING THROUGH CHECKING TO SEE WHICH NEW LAWS HAVE BEEN PUT OUT THERE.
EACH LEGISLATIVE SESSION IT REQUIRES, THERE ARE MANY TIMES REQUIREMENTS THAT COME OUT THAT MUST BE SUBMITTED INTO YOUR PERSONNEL MANUAL.
SOME OF THE RESOURCES THAT I UTILIZED AND AS A TEAM, THE DEPARTMENT HEADS AND LEAD WERE INCLUSIVE OF THIS REVIEW.
OF COURSE, FEDERAL AND STATE PERSONNEL LAWS.
TML PUTS OUT A GREAT EMPLOYMENT LAW HANDBOOK, TMHRA, A SAMPLE HANDBOOK, AND I TAPPED INTO A LOT OF THE SURROUNDING CITIES TO SEE WHAT THEIR PRACTICES WERE AND HOW WE WOULD COMPARE TO THOSE.
OF COURSE, OUR ATTORNEY REVIEWED THE PERSONAL MANUAL, WHAT WE HAVE SO FAR, AND THEN WE ALSO UTILIZED A SECOND ATTORNEY ON A SECTION FOR FLSA.
THAT SECTION MAINLY HAD TO DO WITH OUR FIRE DEPARTMENT JUST BECAUSE IT'S SO UNIQUE THAT THEY ACCRUED THE HOURS.
I'M GOING TO OPEN THIS UP BECAUSE I DON'T KNOW HOW YOU ALL WOULD LIKE TO GO OVER THIS.
I KNOW FOR TIME PURPOSES, I COULD GO OVER EACH.
>> [INAUDIBLE] THE ONE THING I WOULD ASK CASEY.
I KNOW JUST AS WE ARE GETTING ALL THIS TOGETHER UNDER THE NEW COUNCIL.
I DON'T WANT TO SPEAK FOR YOU. BUT MY EXPECTATIONS OR OUR EXPECTATIONS ARE THAT THESE THINGS ARE REVIEWED EVERY YEAR, THEY'RE UPDATED.
WE HAVE OUR YEAR-END CHECKLIST, THAT WE DO ALL THE THINGS WE HAVE TO DO AND WE HAVE GREAT FORMALITY AROUND THE PATH WE'RE TAKING.
>> FOR SURE. ESPECIALLY EACH LEGISLATIVE YEAR, THEN TML WILL DO A GREAT JOB TO HELP US SINCE WE AREN'T SITTING DOWN IN AUSTIN TO SAY, WHERE ARE THE NEW LAWS THAT JUST CAME OUT AS FAR AS, WITH THE ATTORNEY THAT ARE REQUIREMENTS THAT MUST BE ADDED INTO A PERSONNEL.
WHAT ARE YOU HOPING TO ACHIEVE TODAY WITH US? THEN WHEN ARE YOU LOOKING TO FINALIZE THE MANUAL?
>> FIRST DRAFTS. I KNOW THAT YOU ALL HAVE HAD THIS DRAFT FOR A FEW WEEKS NOW TO REVIEW ANY QUESTIONS THAT YOU MAY HAVE COME UP WITH OR NEED CLARIFICATION.
AGAIN, IF I KNOW THE ANSWER, I CAN ANSWER IT FOR YOU.
IF NOT, I HAVE MY NOTEBOOK HERE, I'LL TAKE SOME NOTES, RESEARCH IT, AND THEN GET BACK TO YOU.
BUT THE EARLIER THE BETTER WE CAN GET THIS VOTED ON.
>> OKAY. LET ME FOLLOW UP ON DAVID'S QUESTION.
AS WE GO THROUGH AND I LOVE THE FACT THAT YOU'RE LOOKING AT OTHER TOWNS.
I GUESS WHAT I WOULD WANT TO KNOW.
WHEN I READ THIS, I DON T KNOW WHAT OTHER TOWNS ARE DOING.
IF WE'RE DIFFERENT, WHY? THE FIRE DEPARTMENT COMMENT, I'M GOING TO MOVE OTHER TOWNS HAVE FIRE DEPARTMENTS.
>> ON THIS, WOULD YOU ALL LIKE ME TO GO LINE BY LINE OR
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WHETHER THINGS THAT YOU CAME UP WITH THAT ARE JUST COMING OUT.THERE'S DEVIL'S IN THE DETAILS ON SOME OF THESE THINGS.
FOR THIS YEAR, WE EXPERIENCED A SIGNIFICANT OF DEVIL'S IN THE DETAILS OF ACCOUNTING.
THE PERSONNEL MANUAL SAYS THIS, AND WHEN SOMEONE DECIDES TO LEAVE OR WHATEVER, THERE'S THESE UNFUNDED PAYOUTS.
FOR EXAMPLE PEOPLE COULD LEAVE A COUPLE OF HUNDRED HOURS AND WE DO NOT ACCOUNT FOR THAT IN THE BUDGET PER SAY.
>> WE HAD NOT ACCOUNTED. THERE'S A LITTLE BIT OF UNFUNDED.
THERE ARE ITEMS IN HERE THAT IN PARTICULAR IN THIS YEAR, HAS TRANSLATED INTO SEVERAL HUNDRED THOUSAND DOLLARS OF MONEY, THAT WENT OUT TO PEOPLE.
IT WAS DEVIL'S IN THE DETAILS.
TO ME THESE PERSONNEL MANUAL SHOULD BE, YOU GET SOMETHING, I GET SOMETHING.
IT SHOULD BE AN EQUITABLE SOLUTION, WHERE IT'S A WAY OF GOVERNANCE OF MAKING SURE THAT EMPLOYEES ARE TREATED FAIRLY, BUT ALSO THE COUNTIES WOULD BE TREATED FAIRLY TOO.
THERE HAS BEEN EQUILIBRIUM IN SOME OF THESE THINGS.
>> I THINK THIS IS REALLY IMPORTANT AT THIS PART OF OUR ADMINISTRATION.
I DON'T KNOW HOW WE DO THIS NORMALLY, BUT TO ME THIS IS LIKE A SATURDAY WORK SESSION.
I'M GOING THROUGH THAT AND HAVING YOU TELL US, THIS IS STANDARD, THIS IS WHY WE'RE DIFFERENT, MAKE SURE THAT WE UNDERSTAND ALL OF THESE RULES CUMULATIVELY, THAT WE CAN GET THROUGH THAT.
I THINK THAT'S HARD TO DO SITTING LIKE THIS.
>> IT'S VERY HARD [OVERLAPPING].
THE POINT OF THIS WAS TO INTRODUCE IT BECAUSE IT'S BUILT OFF THE CALENDAR FOR VERY LONG TIME.
PUT IN PEOPLE'S MIND OF WE HAVE THIS THING OUT HERE, AND IT'S VERY IMPACTFUL.
THERE'S THE BUDGET TO PERSONNEL.
FOR EXAMPLE, IF YOU HAD AN EMPLOYEE THAT RETIRED FROM ANOTHER GOVERNMENT, THEY COULD HAVE CASHED OUT THEIR LEAVE, COME HERE, THEN AFTER A COUPLE MORE YEARS AND RETIRED AGAIN AN CASH OUT THAT LEAVE, AND SO OUR POLICY SAYS, FOR [INAUDIBLE], CASH OUT YOUR SICK LEAVE AND ALL THIS OTHER STUFF.
IN OTHER GOVERNMENTS I'VE WORKED FOR, THEY BASICALLY SAY, YOU'VE GO TO USE IT WITHIN TWO YEARS OR A YEAR.
IT'S NOT THIS GIANT ACCRUAL OF 10 YEARS AND THIS GIANT PAYOUT AT THE VERY END.
THEY GOT AN ALTERNATIVE [NOISE] FORM OF RETIREMENT.
>> I MEAN, JUST GOING BACK, I GUESS, TO MY ORIGINAL QUESTION ABOUT WHAT ARE WE TRYING TO ACHIEVE AND WHEN WE WANT TO FINALIZE.
IF WESTLAKE COUNCIL AGREES, MAYBE IF YOU WERE TO WALK THROUGH EACH OF THESE ITEMS JUST SO WE BEGIN TO UNDERSTAND THE RATIONALE, WHY THEY'RE BEING PROPOSED.
I KNOW FROM MY PERSPECTIVE WHAT I WOULD LIKE TO DO IS READ THE WHOLE POLICY DOCUMENT AND THEN PROBABLY HAVE A LOT OF QUESTIONS AND THEN WE CAN EITHER HAVE A SATURDAY SESSION OR WHEN WE COME TO FORMAL VOTE, WE CAN TALK ABOUT THE DETAILS.
BUT I THINK FOR TODAY, THIS MIGHT BE USEFUL.
>> I MEAN IT TOOK US THIS MEETINGS WITH DEPARTMENT HEADS, WE WERE IN THERE PROBABLY A GOOD SIX HOURS EACH TIME WE MET, JUST REALLY GOING OVER.
I MEAN SOMETHING THAT YOU WOULD THINK AS SIMPLE, A TATTOO POLICY THAT WE SAT IN THERE.
WHAT'S THE NORM? WHAT IS ACCEPTABLE? BUT WE'RE WESTLAKE.
IT WAS A LOT OF DISCUSSION THAT WENT INTO MAKING ANY OF THESE DECISIONS AND TRYING TO SEE IN THE FUTURE, ARE WE LOSING GOOD PEOPLE BECAUSE WE'RE GOING TO BE STUCK ON A POLICY? IT WAS A LOT OF DISCUSSION THAT WENT INTO EACH LITTLE SECTION.
THAT WAS JUST A POLICY OUT THERE.
BUT THERE WERE MANY PRACTICES THAT WERE HAPPENING BUT MAYBE NOT DOCUMENTED.
AS I STARTED GOING THROUGH STUFF, I WOULD LOOK BACK AND THEY'RE LIKE, IT'S ON A LETTER, IT'S HERE.
WE NEED IT IN POLICY [INAUDIBLE].
AGAIN, FOR US TO SIT THERE AND GO THROUGH SOME OF IT WAS JUST REALLY, YES, FMLE WAS IN THEIR DOUBTS A FEDERAL LAW.
BUT I WENT THROUGH THERE AND PICKED UP LANGUAGE THAT WAS UP-TO-DATE AND INCLUSIVE OF ALL THE LATEST RULES IN THERE AND JUST CLEANED IT UP.
IF WE WERE MISSING TOTALLY SOMETHING, WENT OUT, IF IT WAS REQUIRED TO ADD THAT IN THERE.
>> BECAUSE JOHN WAS INVOLVED IN THERE, BUT WHAT DO WE DO IF AN EMPLOYEE STARTS BASHING THE TOWN ON THEIR PERSONAL SOCIAL MEDIA? DO WE HAVE ANY RECOURSE FROM THERE?
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THOSE ARE JUST EXAMPLES OF THE THINGS THAT DIDN'T EXIST THAT WE'VE PUT IN THERE [LAUGHTER].AGAIN, I'M OPEN FOR A SATURDAY WORKSHOP EVERYONE WILL DO THAT.
[OVERLAPPING] SATURDAY WOULD BE BETTER FOR ME.
>> PREFERABLY, I THINK SUPER BOWL DAY.
>> AS LONG AS YOU HAVE ADVANCED NOTICE, I DIDN'T REALIZE THIS WAS COMING ON THE AGENDA, OTHERWISE, I WOULD HAVE READ THE POLICY IN DETAIL AND MARKED IT UP AND THEN WE COULD HAVE HAD A VERY IN-DEPTH DISCUSSION.
BUT WHEN THIS GOT POSTED, IT WAS JUST INSUFFICIENT TIME TO DO THAT ALONGSIDE EVERYTHING ELSE.
>> DID Y'ALL RECEIVE IT BECAUSE I DID SEND IT?
>> I HAD SENT OUT THE OLD POLICY.
DO WE HAVE THE RIGHT TECHNOLOGY TO HOW'S THIS MAKE THE ADJUSTMENTS? WHICH SOFTWARE PACKAGE? HOW DO WE DO THIS?
>> THERE'S NOT A GOOD POLICY PROCEDURE THINGS FOR TOWNS HERE?
>> OTHERWISE. BUT HONESTLY, THIS SHOW IS IN THERE.
I LOOKED AT SEVERAL SURROUNDING CITIES AND OURS IS PRETTY COMPARABLE.
I MEAN, ACTUALLY THE FORMATTING WAS GOOD.
IT WAS JUST GOING BACK IN THERE AND LOOKING THROUGH EVERYTHING THAT WE MIGHT BE MISSING.
I DON'T HAVE EVERYONE TO ANSWER FROM THIS OTHER CITIES, BUT I DID START LIKE SOME SPREADSHEETS OF WHAT LOOKS GOOD FROM THE OTHER CITY THAT WE'RE NOT DOING OR WHAT ARE WE DOING BETTER IN OUR TOWN TO [INAUDIBLE]
>> THIS IS A [NOISE] WORD DOCUMENT RIGHT NOW?
>> SOMETIMES THE POLICIES, FOR EXAMPLE, [NOISE] IF YOU DON'T EXPLICITLY SAY SOMETHING, AND AN EMPLOYEE RUN A BUSINESS OUT OF TOWN HALL?
>> WELL, ACTUALLY ONE THAT I WAS GOING TO ASK ABOUT SPECIFICALLY.
I'M SURE THAT'LL BECOME AN ISSUE WHEN WE DO SIT AND ACTUALLY GO THROUGH THE POLICY.
BUT WHAT DO WE SAY ABOUT OUTSIDE EMPLOYMENT?
>> WE ADDED A SENTENCE THAT READ THAT OUTSIDE EMPLOYMENT AND THERE WAS A POLICY ALREADY THAT YOU HAD TO ASK, AND I DON'T HAVE THEM ALL MEMORIZED, BUT YOU HAD TO HAVE PERMISSION FROM A SUPERVISOR FOR ANY OUTSET EMPLOYMENT.
IT CAN INTERFERE WITH YOUR DAY JOB.
BUT WE WENT AHEAD AND ADDED A SENTENCE THAT YOU CAN'T BE WORKING ON YOUR OUTSIDE JOB DURING WORKING HOURS.
I KNOW THAT WOULD SEEM COMMON SENSE, BUT JUST NOW WE HAVE SOMETHING TO FALL BACK ON THAT SAYS, YES, YOU DIDN'T KNOW THAT YOU CAN'T BE DOING THAT.
>> YOU WANT TO GO THROUGH THE HIGHLIGHTS OF EACH SECTION YOU CAN.
>> I MEAN, HONESTLY, LIKE I SAID, I WOULD HAVE HAPPILY READ.
I DIDN'T KNOW WE'RE DOING THIS TODAY UNTIL THE AGENDA CAME.
>> DOES THIS APPLY TO THE SCHOOL TOO AND DOES IT APPLY TO THE FIRE DEPARTMENT?
>> YES. IT APPLIES IN GENERAL OVERARCHING FOR THE FIRE DEPARTMENT.
BUT THE FIRE DEPARTMENT ALSO TAKES IT AN EXTRA LEVEL ON CERTAIN THINGS, AND I'LL GO BACK TO THE FAMOUS TATTOO.
TATTOOS FOR THE FIRE DEPARTMENT, THEY CANNOT HAVE ANY VISIBLE TATTOOS.
THEY CAN TAKE THE EXISTING POLICY AS LONG AS WE'RE WITHIN CONSTRAINTS OF THE LAW AND TAPER IT TO WHAT THEY'D LIKE TO DO.
ON THAT ONE, THEY CAN'T HAVE ANY VISIBLE, WE WENT WITH WE CAN'T HAVE EXCESSIVE TATTOOS IN CERTAIN PLACES.
THOUGH JUST THAT MIDDLE GROUND ON THERE.
>> JUST TO CLARIFY, YOU'RE SAYING THAT FIRE DEPARTMENT HAS A SEPARATE POLICY MANUAL OR THEY JUST HAVEN'T EXTENDED.
>> PROCEDURAL MANUAL THAT THEY ARE REQUIRING. HOW WOULD YOU CALL IT, CHIEF?
>> THERE'S [NOISE] [INAUDIBLE].
>> GOOD EVENING, COUNCIL MAYOR.
WE HAVE A SEPARATE POLICY MANUAL.
MOST OF THAT REVOLVES AROUND OPERATIONAL POLICIES.
HOWEVER, THERE IS A SECTION IN THERE THAT'S ADMINISTRATIVE AND LIKE SHE SAYS, THAT WE DIVE DOWN A LITTLE DEEPER AS TO WHAT THE TOWN DOES, BUT THE TOWN ALWAYS COMES FIRST AND EVERYTHING WE DO, THEN WE'LL USUALLY HAVE SOMETHING MORE SPECIFIC TO JUST THE WAY WE OPERATE BECAUSE IT'S JUST A DIFFERENT ANIMAL, IF YOU WILL, BUT [NOISE] REQUIRES A LITTLE MORE DETAIL THAN WHAT THE TOWNS GENERALLY, AND THAT'S COMMON PRACTICE ACROSS ALL CITIES.
>> BUT WHO AMENDS, UPDATES, AND APPROVES THAT?
>> IF THERE'S SOMETHING THAT REALLY GETS INTO THE TOWN OR WHATEVER, THEN WE'LL SEND THAT OUT TO THE ATTORNEY AND MAKE SURE HE REVIEWS THAT.
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SOMETIMES WE'LL BRING IN THE TOWN MANAGER OR WHATEVER, WHICH THAT RARELY HAPPENS BECAUSE MOST OF OUR STUFF IS USUALLY AT THAT WELL BELOW WHAT THE TOWN IS THOUGH IT DOESN'T REALLY CROSS UP INTO THAT.>> BUT ARE YOU ALL STILL GOVERNED BY THIS POLICY MANUAL AT LEAST FROM A TOWN EMPLOYMENT PERSPECTIVE?
>> PRIMARILY, YES. FOUND MANUAL FIRST.
EVERYTHING ELSE IN OUR MANUAL SECONDARY TO THE TOWN.
LIKE I SAID, MOST OF OUR STUFF JUST REALLY REVOLVES AROUND OPERATIONAL STUFF SUCH AS RUNNING CALLS, HOW WE ACT ON CALLS AND STUFF LIKE THAT, MORE TACTICAL TYPE STUFF.
>> IN FEDERAL GOVERNMENT, SOMETIMES THESE MANUALS, THERE'S A VERSION, ESPECIALLY IN ORGANIZATIONS THAT ARE VERY HEAVILY CONTRACT, THEY'LL HAVE PARAGRAPHS THAT SAY, IN ALL TOWN RULES AND LAWS APPLY TO THE CONTRACTORS WORKING WITH CONFLICTS OF INTERESTS, REPORTING, ETC.
DO WE DO THAT WITH OUR CONTRACTS?
>> I DON'T RECALL SEEING ANY SPECIFIC INFORMATION ON CONTRACTS.
>> ABOUT THE CONTRACTORS WORKING OUT HERE AND THEY'RE HELPING OUT FOR WHATEVER, THEY SHOULD BE ABIDING [NOISE] BY THOSE RULES AND LAWS.
I JUST WANT TO MAKE SURE WE'RE CROSSING THE T'S AND DOTTING THE I'S, ARE WE CARRYING THAT THING FORTH.
OBVIOUSLY, SOME OF THE CONTRACTORS ARE NOT PERMANENT.
LIKE IN FEDERAL GOVERNMENT, YOU CAN SEE SCIENTIFIC AND ENGINEERING TECHNICAL ADVISORS.
>> BUT OUR CONTRACTORS, YOU SAID THEY HAVE TO ABIDE BY THE TOWN POLICIES PAGES.
>> BUT I JUST WANT TO MAKE SURE IT'S IN THERE AND WE SHOULD BE HAVING OUR CONTRACTS WRITTEN THAT WAY. I AGREE.
>> TO KEEP IN MIND, IT'S A PERSONNEL MANUAL AND SO WE'LL HAVE OVERARCHING GENERAL RULE AND THEN YOU SHOULD HAVE A PROCEDURAL MANUAL THAT IF IT'S SPECIFIC TO CONTRACTS, IF IT'S SPECIFIC TO FINANCE, THOSE TYPES OF THINGS.
BUT YOU DON'T WANT TO GET TOO DETAILED INTO A PERSONNEL MANUAL, AND YOU'LL SEE THAT AT THE END OF THE PARAGRAPH. [OVERLAPPING]
>> IT'D BE LIKE, FOR EXAMPLE, SOMEONE BEING PAID FOR BY THE TOWN AS A CONTRACTOR REMOVING SOME ARTWORK OR SOMETHING.
>> THAT'S IN THERE. SINCE WE HAVE AN HOUR, I'LL GO BACK TO, I KNOW ONE OF THE CONCERNS WITH WHICH YOU MENTIONED AS FAR AS THE PAYOUTS.
IT HAD NOT BEEN FUNDED OUT, BUT IN SOME OF MY RESEARCH LOOKING INTO IT, SO WHAT HE'S REFERRING TO IS THE SICK LEAVE POLICY, AND IT READS THAT IF AN EMPLOYEE MEETS THE CRITERIA TO RETIRE, THEN THAT EMPLOYEE MAY BE PAID OUT THEIR SICK LEAVE AT THE TIME OF RETIREMENT.
>> YES. EXCUSE ME, 480 HOURS IS THE MAX RIGHT NOW, SO THERE'S A CAP ON THERE.
OF COURSE GOING TO TAKE A LITTLE BIT TO GET TO 480, BUT IF YOU MEET THAT REQUIREMENT, THEN YOU MAY FADE OUT YOUR SICK LEAVE.
IN A QUICK CHECK AROUND OUR SURROUNDING CITIES, THERE'S A TOWN THAT DOES NOT DO THAT.
THEN THE NEXT TOWN OVER DOES DO THAT, HOWEVER, THEY KEPT THEIRS AT 400 HOURS, AND MAY HAVE PUT IN A REQUIREMENT THAT YOU NEED TO HAVE WORKED THERE FOR X NUMBER OF YEARS BEFORE THIS WOULD APPLY.
PART OF THE THOUGHT PROCESS BEHIND THAT IS YOU WANT YOUR EMPLOYEES TO BE AT WORK AND NOT OUT A LOT, BUT THEN YET REWARDING THEM FOR THAT TIME SERVED.
>> BUT CAN I ASK YOU SOMETHING? I'LL APOLOGIZE IN ADVANCE FROM MY CORPORATE WORLD, LIKE POST IN CORPORATE AMERICA, YOU'RE ALLOTTED SO MUCH VACATION AND YOU'RE REQUIRED TO TAKE IT.
WE WANT OUR EMPLOYEES TO TAKE VACATION FOR SEVERAL REASONS; FOR THEMSELVES, THEIR FAMILIES, THEIR MENTAL HEALTH, BUT ALSO CERTAIN JOBS YOU WANT PEOPLE GO ON TO SEE WHAT'S GOING ON WHILE THEY'RE GONE, SO IS THAT NORMAL IN MUNICIPALITIES THAT THEY ARE FORCED TO TAKE OR THEY LOSE AT LEAST HALF OF THEIR ALLOCATED VACATION FOR THE YEAR?
>> NO. OUR VACATION IS ROLLING OVER, SO WE'RE NOT LOSING ANYTHING UNTIL YOU'VE MAXED THAT 480.
>> FOR HUNDRED AND EIGHTY HOURS, WHICH IS 12 WEEKS.
>> HOW DO WE TRACK OUR VACATION?
>> WE HAVE A SYSTEM, OUR PAYROLL SYSTEM, SO WE ACCRUE OUT 3.08 PER PAYCHECK.
>> HOW DO WE TRACK WHEN THEY TAKE IT?
>> TIME SHEETS OR ABSENCE FORMS. IN AN ABSENCE FORM WHEN IT'S PAYROLL WEEK, THEN IT'S DEDUCTED FROM THE SYSTEM.
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>> OUR CONTROLS AROUND THAT ARE GOOD?
>> AS SUPERVISORS SIGNS OFF ON IT.
>> HYPOTHETICALLY, IF I WORKED EIGHT, 10-HOUR DAYS, I CAN TAKE TWO DAYS OF COMP TIME?
>> IF YOU WERE AN EXEMPT EMPLOYEE YOU CAN WORK UP TO 90 HOURS IN A WEEK AND YOU'RE STILL GOING TO MAKE YOUR SALARY.
IF YOU'RE A NON-EXEMPT AFTER 40 HOURS THEN WE START PAYING IT.
>> BUT IS IT EIGHT HOURS A DAY OR IS IT 80 HOURS OVER TWO WEEKS?
FLSA HAS YOU READ THE ROLES PER WEEK AND THAT'S HOW YOU DETERMINE ANY.
>> BUT IF I WERE TO WORK 15 HOURS, 15 HOURS AND FIVE HOURS WHEREVER IT WAS, AND THEN I HIT MY 40, WOULD THERE BE COMP TIME AND I WOULD JUST TAKE OFF THE REST OF THE WEEK?
>> IF YOU'RE A NON-EXEMPT. [INAUDIBLE]
>> EXACTLY. NO. I'M JUST ASKING THAT, YOU ARE NOW.
>> ONE OF THE OTHER CHANGES WE HAD A COUPLE OF RIFT ASSERTIONS COUPLE OF WEEKS AGO AND GOING THROUGH THE POLICY, THE WAY THAT IT READ WAS THAT YOU WOULD BE PAID A WEEK SALARY FOR EVERY YEAR OF SERVICE THAT YOU [INAUDIBLE] WITH THE TOWN OF WESTLAKE.
>> THIS IS OF COURSE, NO FAULT OF THE EMPLOYEE OF LEAVING.
THIS WAS A FINANCIAL DECISION AND WHY THEY LEFT, SO THAT WAS WHAT WAS IN THERE.
WHAT'S BEING PROPOSED IS THAT WE PUT IN A CAP OF SIX WEEKS, ALLOWING THE EMPLOYEE TO HAVE A LITTLE BIT OF TIME.
IF THEY'VE WORKED HERE FOR OVER SIX YEARS, THAT WOULD BE THE MAX THAT THEY COULD HAVE AS A PAYOUT IF IN FACT THE POSITION WAS A REDUCTION IN FORCE OUT FOR ANY OTHER.
>> WHO MADE THAT CHANGE OR WHO'S MAKING THAT DECISION.
JUST FOR DISCUSSION, I DON'T KNOW THAT I AGREE WITH THAT.
I DON'T AGREE WITH HOW WE HANDLE VACATION.
BUT THERE'S SOMEWHERE THAT ACCRUES UP TO 12 WEEKS OF VACATION, THAT'S JUST NOT HEALTHY.
BUT FOR TENURED EMPLOYEES, THAT'S PRETTY STANDARD IN THE CORPORATE WORLD.
WHY DO YOU GET A WEEK OR SO FOR EVERY YEAR AND THERE'S APP ON IT.
>> THE PROBLEM IS IT TURNS INTO A COUNTING THING TOO.
IF WE'RE GOING TO SAY THAT, THEN WE HAD TO HAVE A WAY OF SETTING FUNDS ASIDE.
BECAUSE IF YOU'RE REALLY REFFING TO SAVE MONEY, ESSENTIALLY PAYING SOMEONE OUT ALMOST A YEAR BETWEEN THEIR LEAVE ACCRUAL AND THE SOVEREIGNS IS NOT EXACTLY SAVING MONEY.
>> BUT I'D ALSO SAY MORE ORGANIZATIONS ARE RUN WELL, YOU SHOULDN'T BE REFFING MOST TENURED EMPLOYEE.
>> I DON'T WANT TO MIX TOO MUCH OF ACADEMY AND NOW BECAUSE THEY ACCRUE IN DIFFERENT WAYS, BUT JUST WHEN YOU ASKED ABOUT THE PRACTICE OF SAVING TIME IN THE SCHOOL WORLD, EVEN THOUGH THEY ARE OUT FOR THESE PERIODS OF TIME, LET'S SAY OVER THE WINTER HOLIDAY, THEY'RE NOT ACTUALLY BEING COMPENSATED FOR THAT TIME, BUT THEY'RE OUT, SO AT LEAST AT SOME KIND OF A BREAK THERE.
BUT A SCHOOL EMPLOYEE ACCRUES FIVE DAYS OF SICK LEAVE AND FIVE OF PERSONAL EACH YEAR.
DO YOU SEE THOSE NUMBERS ACCRUE, GO TO HIGH NUMBERS BECAUSE THEY'RE SAVING THEM AS WELL? ONE, THEY ARE HAVING SOME BREAK SO THEY GET AWAY FROM WORK FOR A LITTLE WHILE, BUT THEY SAVE THEM BECAUSE IF THEY WERE TO GO TO ANOTHER PUBLIC INSTITUTION IN TEXAS, THEY CAN TAKE THEIR STATE DAYS WITH THEM.
>> DR. WILSON IS WORKING ON UPDATING SCHOOL POLICY, CORRECT?
>> DR. WILSON HAS THE CONSULTANT TEAM.
I'VE WORKED WITH JANET ON THE PERSONNEL MANUAL, SO WE'RE GOING THROUGH SOME OF THE HIGHLIGHTS, BUT THE STATE MANDATES YOUR STATE DAYS.
>> BUT I JUST WANT TO MAKE SURE IS THE MAYOR ASKED THIS IS FOR THE TOWN.
I KNOW THROUGH THE GROUP WE'VE ENGAGED THEY'RE HELPING THEM WITH THE POLICIES AND PROCEDURES.
>> CORRECT. JUST ABOUT THOUGHT PROCESS OF WHY DO WE SAVE DAYS, IT'S THERE.
>> WE HAVE OUR SATURDAY SESSION TO DISCUSS ALL THIS.
WE'RE GOING TO REALLY NEED TO HAVE WHAT OTHER TOWNS ARE DOING WITH THE VACATION ACCRUALS JUST TO HAVE THE SENSE OF THE MARKET.
>> A SENSE OF WHAT OUR NEIGHBORING TOWNS ARE DOING.
>> IT WOULD HELP ME THOUGH THAT THERE ARE CERTAIN POLICIES THAT YOU'RE REALLY WANTING TO LOOK AT BECAUSE IF YOU SEE THOSE [OVERLAPPING]
[00:25:03]
WE'RE PRETTY STANDARD, FROM WHAT I WAS LOOKING AT, BUT IT WOULD BE NOT ALL COME UP AND JUST SAY, THESE ARE OUR TOWNS, BUT THEY'RE OCCURRING AGAIN.
THERE ARE SOME THINGS THAT THEY'RE DOING BETTER THAT WE'RE NOT DOING OR VICE VERSA.
>> NOTHING TO MIRROR SET AT WHICH I AGREE WITH 100% LIKE I'M PRO-EMPLOY.
I WANT TO BE PRO-EMPLOY ALSO I WANT TO PROTECT THE TOWN AND THE RESIDENTS AS WELL.
THERE'S A FAIR BALANCE THERE [INAUDIBLE] BECAUSE WE'VE LEARNED THAT.
>> [INAUDIBLE] DRESS CODE WAS BASICALLY WE ADDED SOME OF THE POLICIES AND THEIR UNIFORMS IF IT DOES BECOME A CONCERN, YOUR SOCIAL MEDIA WAS A BIG ONE AND THAT WAS A HUGE SECTION THERE.
INCLEMENT WEATHER, JUST CHANGING SOME OF THE WORDING ON STUFF WHILE WE WERE OUT, WE WERE NOT TECHNICALLY CLOSED TO THE PUBLIC.
WE WERE ALL STILL ANSWERING EITHER PHONE CALLS OR DOING WORK AND THE DOORS WEREN'T OPEN TO THE PUBLIC HERE.
THAT WAS ONE OF THE WORD CHOICES THAT WE SWITCHED UP.
IF WE DO WORK FROM HOME AND IN A SITUATION LIKE THAT, WHAT ARE SOME OF THE RULES THAT GO ALONG WITH THAT?
>> WHAT WAS THE SOCIAL MEDIA POLICY?
>> YOU WANT TO TAKE A LOOK AT THAT?
>> THEN JUST WHILE YOU'RE PULLING THAT UP, STAN, TO WHAT EXTENT, HOW BINDING IS THIS ON AN EMPLOYEE? DO THEY HAVE TO SIGN THAT THEY ACCEPT THIS OR IS IT JUST THE TOWN RETAINS THE RIGHT TO DISMISS IT?
>> I'M ASSUMING YOU HAVE THE EMPLOYEE SIGNS EVERY STAGE.
>> IN NORMAL, I DON'T KNOW THAT IT HAD BEEN DONE IN A WHILE BECAUSE I HAVE SEEN OTHER PAST YEARS WHERE THEY WERE SIGNING OFF, BUT EVERY EMPLOYEE SHOULD SIGN OFF THAT THEY'VE RECEIVED THE EMPLOYEE.
>> THAT THEY AGREED TO ABIDE BY IT?
>> NOT UP-TO-DATE. I SAW SOME OLD ONES, BUT THAT IS COMMON PRACTICE.
IT'S UP TO THE EMPLOYEE TO READ IT OR NOT READ IT.
BUT THEN YOU ALSO HAVE THIS TO FALL BACK ON THAT SAYS IT HERE.
I DIDN'T READ THAT'S BESIDE IT.
>> IS IT AN ANNUAL RENEWAL OR JUST WHEN THEY'RE HIRED?
>> THE EMPLOYEE HANDBOOK. IT SHOULD BE ANNUAL EVERY TIME YOU UPDATE THE PERSONNEL MANUAL, THEY MAY NEED TO SIGN OFF ON IT.
>> THERE WILL BE A TRACKING SYSTEM IN PLACE OF THESE BOOK? [OVERLAPPING]
>> OBVIOUSLY SOME OF THESE POLICIES HAVE FINANCIAL IMPACT.
THIS IS A STAN QUESTION, YOU HAVE TO GIVE A PERIOD OF NOTICE 30, 60 DAYS BEFORE THE CHANGE TAKES EFFECT?
>> NO, I DON'T THINK YOU DO, BUT YOU TYPICALLY ANNUALIZE IT IN YOUR BUDGET.
YOU ABSORBED THE FISCAL IMPACT EACH YEAR IN THEORY.
>> WHETHER I'M AN EMPLOYEE, I DON'T LIKE WHAT I'M SEEING HERE, I DON'T ACCEPT THIS CHANGE.
>> NO, I DON T THINK LEGALLY SPEAKING, YOU'RE REQUIRED TO GIVE ANY NOTICED CHANGE.
I THINK IT'S A MATTER OF PRACTICALITY AND PHASING IN FROM A POLICY PERSPECTIVE.
>> WHAT IF THEY OBVIOUSLY REFUSE? THEY DON'T GET TO WORK HERE?
>> THERE ARE EMPLOYEES AT WILL, THEY'RE NOT CONTRACTUAL EMPLOYEES.
EVEN THOUGH WE HAVE, AND IT'S GOOD PRACTICE TO DO SO, WE HAVE THE EMPLOYEES ACKNOWLEDGED RECEIPT, INITIAL PERSONNEL MANUAL, THE UPDATES THERE TOO.
IT'S NOT A REQUIREMENT LEGALLY THAT WE DO THAT AND IT DOESN'T GET LESS BINDING IF THEY DON'T.
>> HYPOTHETICALLY SAY YOU HAD AN 18-YEAR EMPLOYEE AND IT'S LIKE I'M NOT GOING TO ACCEPT THIS.
WHY TRIGGER ALL THE OTHER THINGS OF I GET 19 WEEKS PAY TO THIS AND THIS BECAUSE I DIDN'T ACCEPT THIS?
>> THAT'S A GOOD QUESTION BECAUSE TAKE THE EXAMPLE OF OCCURRING ONE-WEEK OF SEVERANCE PER YEAR YOU'VE WORKED HERE AND LET'S SAY WE CHANGE THAT FOR WHATEVER REASON.
WE MAKE THAT RETROACTIVELY APPLIED TO THOSE WHO HAVE LONGER TENURE.
>> THAT WILL IN CERTAIN POLICIES, I WOULD ASK THAT WE GRANDFATHER.
>> I THINK IT'S A POLICY CALLED MORE THAN A LEGAL ONE, BUT THAT'S WHAT I WAS GOING TO COMMENT ON, I THINK BUT A'S THAT IN OR OUT HOWEVER YOU.
>> BUT TECHNICALLY IT COULD BE DONE.
>> THE PROBLEM IS IF WE START THE PROCESS OF GRANDFATHERING NOW, THEN ARE YOU GOING TO GRANDFATHER EVERY OTHER CHANGE THAT HAPPENED OVER 20 YEARS?
[00:30:03]
>> WELL, IT DEPENDS ON THE CHANGE.
>> I THINK THE WORDS THAT ARE DETRIMENTAL.
>> THIS IS NOT A NEW THING, COMPANIES DEAL WITH THIS ALL THE TIME.
>> I THINK THE ONES THAT WE'LL BE ABLE TO CLEARLY SEE WHICH ONES PART OF THE EMPLOYEE.
WE SHOULDN'T DO THAT TO HIM, IT'S NOT FAIR.
BUT I WILL COME BACK, IF THEY DON'T SIGN THIS AND AGREED TO IT? I GOT AN ISSUE WITH THAT.
THAT'S PART OF THEIR NEW EMPLOYEES COMING IN AND I HOPEFULLY OUR NEW EMPLOYEE ORIENTATION AND ALL THAT STUFF, THEY SIGN, WE GO OVER IT AND ALL THAT.
BUT ON AN ANNUAL BASIS, THEY NEED TO SIGN IT TO ME, IT IS CONDITION OF EMPLOYMENT.
BUT I DON'T KNOW IF YOU ALL AGREE WITH THAT NOT BUT.
>> IF ALL DO HAVE RECENT NEW EMPLOYEES ALL RECEIVED AND SIGNED. [NOISE]
>> IT WAS THE OLD MANUAL, BUT WE DO HAVE AN ORIENTATION CHECKLIST THAT THEY SIGN OFF THAT WE'VE GONE OVER WITH THE PERSONAL MANUAL IS.
>> THEY HAVE TO SIGN OFF THAT THEY KNOW WHERE IT'S AT AND THEY'VE SEEN OVER-ORIENTED.
>> JUST CIRCLING BACK TO THIS TOPIC.
THEORETICALLY, WE CAN EFFECT CHANGES AND IT DOES BECOME BINDING PER SE ON EMPLOYEES.
WHAT'S THE REPERCUSSIONS TO THE MAYOR'S POINT IF THEY DON'T ACCEPT OR THEY JUST WILLINGLY BREACH, DO WE JUST SAY, YOU'RE TERMINATED OR IS THERE AN ACTUAL?
>> I THINK YOU CAN DEFINITELY DO THAT.
>> BUT THEN I'M JUST CURIOUS ON THE SOCIAL MEDIA.
MAKE THIS UP, BUT LET'S SAY AN EMPLOYEE STARTS PUTTING NEGATIVE SOCIAL MEDIA POINTS OUT IN THE PUBLIC DOMAIN AND WE BELIEVE THAT'S DAMAGING THE TOWN, ARE THERE REPERCUSSIONS BEYOND JUST SAYING, YOU'RE DISMISSED BECAUSE YOU'VE BREACHED OUR POLICY MANUAL?
>> I THINK THE ANSWER IS YES WITH A BIG ASTERISK.
GOT FREE SPEECH ISSUES AND POLITICAL SPEECH ISSUES THAT WE'VE GOT TO WEAVE AND NAVIGATE THOSE WATERS.
THEORETICALLY, IF A BOY, BREACHES IF YOU WILL OUR PERSONNEL RULES, THAT'S A DISCIPLINARY ACTION UP TO AND INCLUDING TERMINATION.
>> I WANTED TO START OFF WITH AND WE'VE HAD IT AND I GUESS MORE FROM EVEN THE SCHOOL WORLD.
YES, EVERYONE HAS THEIR FIRST AMENDMENT RIGHTS.
BUT ONCE IT BECOMES AN ISSUE AT YOUR JOB SITE, THEN IT'S A JOB SITE ISSUE WITHOUT DOUBT.
WE'VE HAD TO CONTACT, NOT ONLY HERE IF YOU WORKED AT ANOTHER DISTRICT, BUT I DON'T WANT TO PUT ANYBODY REALLY, BUT CONTACT THE PERSON AND JUST SAY, LOOK I ALREADY RECEIVED A PHONE CALL FROM A PARENT, THIS IS POSTED AND THEY'RE LIKE, OH MY GOSH, I DIDN'T KNOW, IT NEEDS TO COME DOWN.
NINETY-NINE PERCENT OF THE TIME THEY'RE EMBARRASSED AND WE'LL TAKE IT DOWN.
YOU'RE GOING TO HAVE OTHERS, MAYBE MY PERCENTAGE SHOULD BE SO HIGH, YOU'LL HAVE OTHER THAT'LL PUSHBACK.
BUT THEN THAT'S WHEN YOU START GOING INTO THE DISCIPLINARY PACE OF HOW WE'RE GOING TO HAVE.
>> I'M JUST SAYING, I CAME FROM OR WHERE EVERYTHING WAS NDA.
>> ONE OF THE HINDRANCES THAT WE HAVE AT LOCAL GOVERNMENTS IN TEXAS THERE HAS BEEN SOME RULINGS THAT NDAS ARE NON-BINDING.
THAT MEANS WE REALLY CAN'T DO THAT.
>> I'M NOT A FAN OF NDAS, I'M JUST CURIOUS OF IT.
>> NO, BUT AND I BRING UP SOCIAL MEDIA FOR REASON.
I GUESS BACK TO MY QUESTION ABOUT ENFORCEMENT.
IT'S ONE THING IF A CURRENT EMPLOYEE IS POSTING NEGATIVE ISSUES ONLINE, BUT I ASSUME TO THE EXTENT THEY LEAVE AND OR ARE TERMINATED AND THEN START POSTING NEGATIVE THINGS ONLINE.
I ASSUME THERE'S JUST NO RECOURSE AT THAT POINT.
TO THE NDA POINT, THERE'S NO WAY TO HAVE SOMEBODY ABIDE BY CERTAIN AGREEMENTS UPON THEIR DEPARTURE.
>> PRETTY MUCH ONCE THEY SEPARATE THEY'RE FREE.
>> ALSO HERE'S ANOTHER QUESTION ON RETIREMENTS.
I CAME FROM A WORLD OF RETIREMENTS THAT EVEN IF YOU RETIRED, YOU'LL BE RECEIVING FUNDS FROM THE AGENCY, THAT YOU STILL HAD SOME STRINGS ATTACHED TO YOU.
IN SOME CASES YOU CAN GET RECALLED OBVIOUSLY FOR A VARIETY OF ITEMS WHERE THEY DISCOVERED YOU DID SOMETHING BAD AND HEADED BECAUSE YOU WERE A SENIOR PERSON AND YOU HAD LEFT, THERE'S A CALL BACK FOR YOU.
>> I DON'T THINK AND I KNOW WE ARE MATCHING, BUT M R S REALLY HOLDS THEIR MONEY THAT AGENT I DROPPED PULLING THAT BACK.
[00:35:02]
I WOULD JUST HOPE THAT THEY WOULDN'T.>>NOW I'M JUST SAYING, BUT OTHER FEDERAL AGENCIES HAVE DONE THAT WHERE THEY BASICALLY CAN PULL YOU BACK.
>> CORPORATE WORLD DOES TOO ON DO SOMETHING WRONG AFTER YOU LEAVE ANY OPTIONS OUT THERE, STOCKED AT BEST, I'M GETTING BUT I THINK THAT'S A LITTLE BIT IS JUST QUESTIONS HERE.
I THINK YOU GUYS HAVE A LOT OF QUESTIONS ON THIS.
>> NO, I'M JUST GOING TO ASK I MEAN, HOW DO YOU FEEL WITH RESPECT TO WHERE IT PRESENTLY SITS, THIS DOCUMENT? THERE'S STILL ISSUES YOU'RE TRYING TO RESEARCH, RESOLVE THINGS.
WE WANT TO GET SOMEWHERE. WE'RE NOT THERE YET.
>> I AM. AFTER GOING THROUGH EVERYTHING THAT WAS OUT THERE WITH THE RESOURCES THAT I HAVE, EVERYTHING SHOULD BE UP-TO-DATE.
I KNEW THAT THERE WOULD BE SOME QUESTIONS IN LIGHT OF THE RECENT PAYOUTS IF WE WANTED TO CHANGE OUR SICK LEAVE POLICY, THAT ONE AND THEN THE REF POLICY AS WELL.
BUT OTHERWISE, THE LANGUAGES, IS UP-TO-DATE ON ANY FEDERAL LAW OR STATE LAW THAT WE HAVE OUT THERE AND THOSE ARE THE BIG PIECE.
I DID SWITCH SOMETHING OUT ON THE MAX NUMBER OF HOURS FIREFIGHTERS TO ACCRUE AS WELL BECAUSE THAT ONE OUT THERE 1,140 HOURS, BUT KEEP IN MIND, THEY WORK 24 HOURS A DAY.
THAT SEEMS TO YOUR CREW QUICKLY.
BUT I ALSO SAY IF WE ARE GOING TO CHANGE THAT WE GRANDFATHER THE TWO OR THREE PEOPLE THAT ARE ALREADY AT THAT TIME BECAUSE THEY'VE DEDICATED THEIR TIME, THEY'RE OUT THOSE [OVERLAPPING].
[OVERLAPPING] I GET BACK TO THE LIST.
>> YOU WANT TO ADD A GRANDFATHERING CLAUSE IN THERE?
>> YES. [OVERLAPPING] SWITCH THE HOURS.
IT'S THAT SICK LEAVE AND DECREASE THE MAXIMUM HOURS FOR THE FIRE PERSONNEL TO 720 HOURS OF ACCRUAL.
BUT THAT WE ALSO ADD A GRANDFATHER CLAUSE IN THERE.
I DIDN'T ADD IT, I BELIEVE TO THE FIRST DRAFT.
THAT WAS JUST PART OF THE [INAUDIBLE].
>> WHEN WE DO THIS STUFF FEDERAL AGENCIES WILL HAVE COST MODULES.
AVERAGE FEDERAL EMPLOYEE MAKES 105 BENEFITS IS 27 PERCENT.
THEY CAN BREAK DOWN EACH OF THE IMPACTS TO THIS.
OVERALL COST INCOME SHOW YOU ONE HR TO RECORD COST THIS.
DO WE HAVE ANYTHING OF THAT NATURE THAT WE DO SHOW THE MAGNITUDE? WOULD IT COST TO ME?
>> GOT ALL THE BENEFITS THAT ARE ADDED IN AND WHAT THE TOTAL COST OF WHAT IT REALLY COSTS.
EACH VOICE I SENT OUT A COMPENSATION STATEMENT THAT BREAKS DOWN NOT ONLY WHAT THE SALARY IS, BUT WHAT THE BENEFITS ARE, AND BRING TO LIGHT THAT THE BENEFIT THAT WE DO HAVE WHERE OUR HEALTH AND DENTAL AND VISION ARE COVERED BY THE EMPLOYER, HOW THAT KICKS THEN VERSUS.
>> IT'S REAL VALUE. FINAL QUESTION.
OUR INITIAL COUNSELING OR PERFORMANCE REVIEWS, ARE WE UP TO DATE AND STUFF?
>> THERE IS A SYSTEM TRACK STAR, I WILL SAY THE FIRE DEPARTMENT IS UP-TO-DATE ON THAT.
WE'VE STARTED THIS CONVERSATION SEVERAL TIMES OF USING THIS TRACK STAR MECHANISM, BUT IT'S SOMETHING THAT WE CAN GO CIRCLE BACK TO YOU AND IMPLEMENT SO THAT WE HAVE ALL OF THE EVALUATIONS.
WHEN YOU'RE TALKING EVALUATIONS, WE'RE DOING FISCAL YEAR SO WE CAN HELP THEM LET'S SAY, ALL DONE BY AUGUST OR SOMETHING SO THAT WE KNOW WHERE WE'RE GOING TO.
>> DO WE HAVE A STANDARD EVALUATION FORM?
>> THERE IS ONE BUILT-IN THIS TRACK STAR SYSTEM.
>> IS IT EMPLOYEE DRIVEN TO START?
>> IT HAS SWITCHED OVER AND ACTUALLY CHOOSE TRACK STAR A LITTLE BETTER, SO I'M GOING TO LET HIM SPEAK TO HE WHO IS TRAINING THE GROUP UP FOR A LITTLE BIT.
>> TRACK STAR IS PRETTY COMPLEX SYSTEM WHICH IS REALLY GOOD AND EXCELLENT TOOL.
REALLY PUTS THE VALUE AND HOW MUCH APPRAISAL SYSTEM USES LIKE THEY SHOULDN'T BE USED.
YOU CAN MAKE IT VERY GENERAL AND ONLY HAVE ONE OR TWO SHEETS PER ALL EMPLOYEES OR YOU CAN BREAK IT DOWN BY INDIVIDUAL DEPARTMENTS OR THE SCOPE OF THE JOB.
A LOT OF TIMES WHAT HAS HAPPENED AND
[00:40:01]
YOU MIGHT HAVE A GENERAL SECTION THAT APPLIES TO ALL EMPLOYEES.THEN BELOW THAT YOU MIGHT HAVE MORE SPECIFIC TAILORED TO THE DEPARTMENT IN DIFFERENT POSITIONS.
YOU CAN DO 360 EVALUATIONS THAT IT UP BINDERS.
THE GREAT THING ABOUT TRACK STAR IS REALLY, WHERE THE VALUE IS THAT IT'S DESIGNED TO BE A DYNAMIC TOOL SO THAT YOU'RE CONSTANTLY MAKING ENTRIES INTO IT, SO WHEN YOU'RE SITTING THERE INTERACTING, HAVING DIALOGUE WITH YOUR EMPLOYEES, THAT GETS PUT IN TRACK STAR JUST SHOWING A RECORD THAT HEY, WE HAD A CONVERSATION.
WHAT WE ENCOURAGE THE SUPERVISORS TO DO IS JUST AT LEAST ONCE A MONTH MAKE ENTRIES IN THERE AS TO WHAT'S THERE JUST GENERAL PERFORMANCE IN THAT MONTH SO THAT WE'RE NOT JUST DOCUMENTING NEGATIVE PERFORMANCE OR DOCUMENTING GENERAL PERFORMANCE REGARDLESS OF WHAT IT IS AND THEN WHEN IT DOES COME TIME TO DO THE ANNUAL EVALUATIONS, AND OURS IS BASED MORE ON WHEN THEY GOT HIRED AND WHEN THEY GOT PROMOTED.
EVERYBODY ALL AT ONE TIME A YEAR, YOU GO BACK THROUGH THAT YEAR.
YOU HAVE ALL YOUR RECORDS IF YOU ATTACH DOCUMENTS THROUGHOUT THAT YEAR FOR SOME REASON OR ANOTHER, MAYBE THERE WAS A RIP OR MAYBE THERE WAS A PLUTO'S LETTER OR SOMETHING, ALL THAT'S ATTACHED RIGHT THERE WITHIN THAT, AND WHEN YOU DO THAT ANNUAL SUMMARY OR WHATEVER, YOU HAVE EVERYTHING THERE THOUGH IT'S A
>> IT'S A FIRE STATION THAT IS GOING TO USE THIS REALLY NOW.
>> WE USE IT ON A REGULAR BASIS.
>> WHO ACTUALLY REVIEWS THE PERFORMANCE ANALYSIS?
>> FOR THE INDIVIDUAL EMPLOYEE?
>> WHAT WE DO IN THE FIRE DEPARTMENT IS THE SUPERVISOR DOES THE PERFORMANCE EVALUATION.
BUT WHAT THEY HAVE TO DO IS WE USE A CALIBRATION PROCESS TO WHERE EACH SUPERVISOR HAS TO MEET WITH THE OTHER TWO SUPERVISORS AND THEY HAVE TO DISCUSS THE INDIVIDUAL PERFORMANCE EVALUATION SO THAT IT SYNCHRONIZES, IT CALIBRATES AND IT GIVES THE SAME VALUE OF WHAT GOOD PERFORMANCE OR EXCELLENT PERFORMANCE.
>> YOU DON'T HAVE AN EASY GRADER MESSING UP YOUR GRAPH
>> IF YOU'VE GOT A SUPERVISOR AND THEIR FISHING BUDDIES WITH THIS GUY, HE'S GOING TO RATE HIM HIGH, BUT NO OTHER OFFICERS.
>> WHO AT THE END OF THE YEAR ACTUALLY READS THIS AND WHAT'S THE PURPOSE OF A PERFORMANCE REVIEW IF WE DON'T ACT ON IT? I GUESS THAT'S MY QUESTION.
>> WELL, WE DO AND IT'S PART OF OUR PROFESSIONAL DEVELOPMENT PROGRAM THAT WE HAVE THE OFFICERS MEET WITH THEM ON A REGULAR BASIS AND THEY'RE CONSTANTLY TALKING ABOUT PERFORMANCE, SETTING THOSE GOALS, AND IT'S LIKE THEY GIVE THAT CONSTANT FEEDBACK.
>> DO YOU FEEL IT'S BEING USED DYNAMICALLY AT THE FIRE DEPARTMENT?
>> IN THE FIRE DEPARTMENT, YES, SIR.
>> IN THE TOWN SINCE I'VE BEEN HERE, WE'VE STARTED CONVERSATIONS AND WE'D HAVE TO BE LIMITED TO FOLKS THAT ARE BEEN HERE LONGER THAN I HAVE ASKED YOU HOW IT WAS BEING UTILIZED.
>> IT'S BEEN A COUPLE OF YEARS.
>> WELL, IS IT IN THE POLICY MANUAL HERE?
>> IT IS. WHAT DOES IT SAY? [OVERLAPPING].
>> YEAH. WE SHOULD BE EVALUATED ONCE A YEAR.
>> OKAY. BUT DOES IT SAY WHY AND WHAT THE EXPECTATIONS ARE AND IF YOU'RE NOT PERFORMING AS A REPERCUSSION?
>> WE CAN LOOK AT IT TO SEE WHAT IT ACTUALLY SAYS.
>> DAVID IT SOUNDS LIKE [OVERLAPPING].
>> I MEAN TO ME SOMETIMES WE HAVE EVALUATIONS AND IT'S JUST A COMMON PRACTICE TO DO IT.
BUT IS ANYTHING COMING OF THE EVALUATION.
>> WE DON'T WANT IF WHAT YOU EXPLAINED WAS THROUGH MY 35 YEARS.
LIKE THAT'S THE BEST WAY YOU CALIBRATED.
YOU HAVE CONVERSATIONS, YOU'RE LOOKING AT IT.
THERE SHOULD BE FEEDBACK, THE MONTHLY BILL DYNAMIC.
YOU DON'T WANT TO MANAGE IT TO GO IN THERE OR SURPRISE GO IN THERE AND SAY, OKAY, HOW WOULD DID THIS YEAR AGO WE NEED TO KEEP BUT I KNOW WE'RE NOT WHERE WE NEED TO GO SADLY, BUT WE NEED TO GET THERE.
WE JUST DON'T HAVE THE PROCESSING PLANT. THAT MAKES SENSE.
>> YEAH, I THINK IT MAKES SENSE BECAUSE I THINK IF WE USE THE TOOL PROPERLY, WE AVOID BIG PROBLEMS BECAUSE I THINK, YEAH, I'M PLEASED MAY NOT REALIZE THAT THERE'S A PERFORMANCE ISSUE.
>> THAT'S I THINK IF EARLY INTERVENTION IS FAR BETTER AND THAT'S [OVERLAPPING].
>> IN THE SYSTEM, DO YOU HAVE LEADER AND THEN A SENIOR LEADER?
>> WELL, WHAT WE DO IS WE SET UP, YOU CAN SET IT UP SOME DIFFERENT WAYS.
BUT WHAT WE DO IS THAT ONCE THAT SUPERVISOR OF STANDARD WITHOUT EMPLOYING GIVES THEM THAT EVALUATION OR THEY ACTUALLY SIT DOWN WITH IT.
IT HAS TO GO UP TO THE NEXT LEVEL. THEY HAVE TO [INAUDIBLE]
>> THEY DO THAT EVERY YEAR? OKAY. THIS IS THE STUFF THAT JUST DRIVES ME CRAZY.
[00:45:06]
THIS IS 101 OF MANAGING AN ORGANIZATION.LIKE WE HAVE TO GET THIS STUFF IN PLACE.
ANYTHING I CAN DO TO HELP ON THAT.
WE'D SPENT A LOT OF TIME IN MY WORLD DOING THAT.
I LIKE AN EMPLOYEE DRIVEN THAT THEY HAVE TO START THE REVIEW PROCESS.
>> THEN I WANT TRACKING IN PLACE TO KNOW WHO'S HASN'T GOTTEN DONE, WHO HASN'T HAD THE CONVERSATION.
I'LL SIGN OFF DYNAMIC, BUT I LOVE WHAT YOU HAVE IN PLACE.
>> THAT'S WHAT THE POLICY RATES.
IT'S JUST PRETTY STANDARD, BUT JUST THAT WE SHOULD HAVE ONE EVERY YEAR, AND AGAIN, WE NEED TO PUT THE [INAUDIBLE]. [OVERLAPPING]
>> I GET IT. THIS IS CLEARLY SARCASTIC.
HOW DO WE FIGURE OUT THEIR RAISES?
>> RAISES ARE ACROSS THE BOARD, SO THEY'RE NOT PERFORMANCE RAISES.
>> IT'S JUST THERE'S NO MERITOCRACY.
>> THERE'S NO MERIT, AND WHEN YOU DO THAT, I'M GOING TO BOUNCE OVER TO THE SCHOOL ALSO.
THERE'S A LOT OF DOCUMENTATION THAT HAS TO GO INTO PROVING, WHAT ARE YOU GOING TO PROVE WHY A PERSON SHOULD RECEIVE THAT RAISE AND NOT RECEIVE THAT RAISE.
IS IT BECAUSE THIS CLASS HAVE HIGH TEST SCORES AND THIS ONE DIDN'T, AND SO I KNOW IF COMING FROM THE SCHOOL WORLD ALSO, BUT IN THE TOWN, WHAT I'M GATHERING IS THAT THERE WERE MERIT RACES GIVEN, BUT AGAIN, ISN'T MY BUDDY.
YOU'RE GOING TO GET 2,000 AND YOU'RE GOING TO GET THERE HAS TO BE [NOISE] SOME GUIDANCE TO IT AND STICKING WITH IT FOR YEARS TO COME BECAUSE THEN IT JUST BECOMES UNFAIR.
>> WE HAVE WORK TO DO. THAT'S FINE.
>> WE'LL SET UP A FURTHER ON THIS ONE DOWN THE ROAD.
WE'LL CLOSE THIS OUT AND TAKE A 10-MINUTE BREAK.
>> ATTORNEY, THANK YOU [INAUDIBLE]. [OVERLAPPING]
>> THANK YOU SO MUCH. [OVERLAPPING]
>> IF THIS ONE THE DEVIL'S IN THE DETAILS.
>> BUT YOU DON'T KNOW IT'S AN ISSUE UNTIL IT BECOMES AN ISSUE AND THEN YOU FIND OUT IT'S AN ISSUE. I THANK YOU.
LET'S TAKE A QUICK BREAK BEFORE THE REGULAR MEETING AND WE'LL START UP AT FIVE O'CLOCK WITH REGULAR MEETING.
[NOISE] LET'S GO BACK TO REGULAR MEETING CALLED THE ORDER.
[B. REGULAR MEETING – Call to Order (5:00 P.M.)]
IT'S 5:02 RIGHT NOW.WE'LL START WITH THE PLEDGE OF ALLEGIANCE.
>> GO TO ITEM D. ITEMS OF COMMUNITY INTEREST.
[D. ITEMS OF COMMUNITY INTEREST]
THE LEVEL AND TALENTED MR. SASSER.>> WELL, GOOD AFTERNOON, MAYOR AND COUNCIL WE'RE GOING TO START OFF WITH A RELATIVELY BIG DEVELOPMENT.
WE JUST SENT OUT SOMETHING TO YOU GUYS THE LAST FEW DAYS ABOUT THE NEW RESIDENTS MEETING.
THIS IS SOMETHING WE'D LIKE TO HAVE EVERY YEAR FOR ALL OF OUR RESIDENTS TO GET AN OPPORTUNITY TO MEET ALL OF YOU GUYS, AS WELL AS SOME OF THE FOLKS OVER AT THE ACADEMY AND WITH THE TOWN HALL, DUE TO SOME SCHEDULING CONFLICTS THAT WE'RE ACTUALLY GOING TO POSTPONE THAT IT WAS SUPPOSED TO BE TOMORROW AT 6:00-8:00 ACROSS THE HALL HERE AT THE TAIL LOUNGE, BUT INSTEAD WE'RE GOING TO POSTPONE THAT.
I'M GOING TO THROW OUT A FEW DATES WITH YOU GUYS BEFORE WE PUT ANYTHING IN STONE JUST TO SEE FOR AVAILABILITY, THAT THING, AND OBVIOUSLY, WE'D HAVE TO POST FOR A QUORUM AS WELL.
WE'RE THINKING PROBABLY MAYBE THE END OF APRIL, SOMEWHERE ALONG THOSE LINES BEFORE WE GET INTO THE CRAZINESS OF THE END OF SCHOOL YEAR, THAT THING.
BUT I WILL SEND SOMETHING OUT REALLY QUICK, BUT THAT'S SOMETHING WE DON'T WANT TO SKIP.
IT'S ALWAYS SUCH A [INAUDIBLE] GREAT. [OVERLAPPING]
>> SORRY. WE'RE HAVING TO RESCHEDULE. [OVERLAPPING]
>> NO. THAT'S OKAY. IT'S FINE.
WE DO HAVE OUR FIRST SPRING CONCERT COMING UP ON THURSDAY, APRIL 6TH.
IT'S DOWNTOWN FEVERS, THE NAME OF THE BAND.
THEY ARE BUILT AS A HIGH-ENERGY GROUP COMPRISED OF MANY TALENTED MUSICIANS FROM THE DALLAS AREA.
THEY HAVE A LOT OF GREAT LIGHTING CHOREOGRAPHY, MULTIPLE LEAD SINGERS.
IT'S GOING TO BE A LOT OF FUN.
AGAIN, THAT IS GOING TO BE OUR FIRST SPRING CONCERT, DOWNTOWN FEVER, THURSDAY, APRIL 6 FROM 6:00-8:00, AND THAT'S GOING TO BE AT 1301 SOLANA BOULEVARD WHICH IS RIGHT OVER HERE IN THE PLAZA, TOWN HALL, MUNICIPAL COURT, AND WESTLAKE ACADEMY WILL ALL BE CLOSED ON GOOD FRIDAY, THAT'S APRIL 7TH.
THE NEXT PLANNING AND ZONING MEETING WILL BE TUESDAY, APRIL 11TH AT 5:00 PM.
OUR SECOND SPRING CONCERT IS GOING TO BE TEXAS HIGH ROAD.
THAT'S THURSDAY, APRIL 20TH, FROM 6:00-8:00 ALSO AT THE PLAZA AS WELL.
TEXAS HYBRID, WE HAD THOSE GUYS LAST YEAR.
THERE ARE PHENOMENAL GROUP, AS I MENTIONED BEFORE, THEY ARE ARE REGULARS THAT BILLY BOB'S,
[00:50:01]
WHICH IS A BIG SCORE FOR US TO GET A GROUP OF THAT CALIBER.THEY PERFORM A LOT OF '90S COUNTRY, LITTLE POP, THAT THING, GREAT VARIETIES.
I THINK WE GOT TO REALLY FANTASTIC BANDS FOR OUR RESIDENTS AND STAKEHOLDERS TO STOP BY.
AGAIN, THOSE CONCERTS ON APRIL 6TH AND APRIL 20TH.
NEXT TOWN COUNCIL, MEETING IT'S GOING TO BE APRIL 24TH.
THEN TO MARK YOUR CALENDARS FOR GALLERY NIGHT SLASH BAHA'I, THAT'S GOING TO BE SATURDAY, APRIL 29TH, STARTING AT SIX O'CLOCK AT THE CIRCLE-T RANCH BAND.
WE ACTUALLY HAVE A GREAT VIDEO THAT COMMUNICATIONS MANAGER ERIN SPICER WORKED WITH SHELLY MEYERS ON THAT WE'RE GOING TO RELEASE EITHER TODAY OR TOMORROW, HAVING A LITTLE FUN AND PROMOTING IN A SPECIAL WAY AS THIS IS WHAT WE CALL A BUSINESS, A TEASE.
I'M NOT GOING TO DO ANYTHING ABOUT IT, SO YOU'RE GOING TO HAVE TO WATCH IT.
BUT WE'LL SEND THAT OUT. IT'S GOT A LOT OF FUN.
SOME ADDITIONAL ITEMS OF NOTE.
SOMETHING BIG THAT JUST HAPPENED ACTUALLY ON FRIDAY IS THE TOWN OF WESTLAKE IS SWITCHING OVER TO.GOV ADDRESS.
THAT'S FOR EMAILS AS WELL AS OUR WEBSITE.
IT'S EXTREMELY IMPORTANT BECAUSE IT WAS PRIMARILY MADE FOR SECURITY PURPOSES AS IT IS VERY HARD FOR HACKERS AND FRAUDULENT INDIVIDUALS TO REPLICATE A.GOV ADDRESS.
IT PROVIDES FOR A SAFER AND MORE CONTROLLED DOMAIN.
I KNOW JASON, YOU'VE BEEN WORKING REALLY HARD ON THAT.
THAT HAPPENED ON FRIDAY AND THEN IT HAS BEEN COMMUNICATED OUT TO RESIDENTS TODAY THROUGH SEVERAL DIFFERENT MEDIUMS, AND THEN FINALLY, ACTUALLY TWO OTHER ITEMS OF NOTE HERE.
WE ARE DOING BASIC A WIRE HERE IN THE NEXT COUPLE OF DAYS WHERE WE'RE GOING TO HAVE A LOT OF THE STUFF THAT I'VE TALKED ABOUT TONIGHT.
BUT ALSO WE'RE GOING TO RE-INTRODUCE OUR BRAND NEW TOWN MANAGER WADE CARROLL, WHICH IS VERY EXCITING, SO WE'RE GOING TO HAVE A BIG FEATURE ON HIM.
HE'S OUR LEAD STORY, IF YOU WILL, ON OUR WESTLAKE WIRE.
WE'RE GOING TO HAVE A CALL TO ACTION FOR OUR BOARDS AND COMMISSIONS WITH THE PLANNING AND ZONING AND TEXAS STUDENT HOUSING.
OF COURSE, WHAT WE HAVE MENTIONED, WITH THE BAHA'I GALLERY NIGHT HOPING TO GET A LOT OF PARTICIPATION IN THAT.
THOSE ARE YOUR ITEMS OF COMMUNITY INTEREST.
>> WE ALSO HAVE PROM COMING UP, DON'T WE?
>> PROM. ARE YOU GOING TO BE A CHAPERON?
>> NO WE SHOULD BE. IT'S BEING HELD IN TROTTER THIS YEAR.
>> TROTTER. YES. THAT'S RIGHT, AT THE NEW HALL.
>> YES. YEAH. AS A MATTER OF FACT, I WENT THERE, I DID IT.
I WALK OVER THERE A COUPLE OF DAYS AGO AND TRY TO LOOK SO GREAT.
SOMEBODY WAS ALREADY SETTING UP FOR AN EVENT, AND IT'S A PERFECT SETTING.
IT'S GOING TO BE A LOT OF FUN, I THINK.
[E. REPORTS]
WE'RE GOING TO MOVE ON TO REPORTS.I THINK WE HAVE THREE REPORTS.
IS THERE ANY OTHER ISSUES OR QUESTIONS ON THESE REPORTS, YOU WANT TO LOOK AT IT OR BE BROUGHT OUT?
>> YEAH, I THINK IT'D BE GOOD IF WE TOOK A LOOK AT THEM.
>> SURE. ON ALL THREE OF THEM, OR JUST ONE OF THEM, OR E1, 2, AND 3.
>> LET'S START OFF WITH E1, 23- 103 RECEIVE A WESTLAKE ACADEMY FIRST-QUARTER FINANCIAL REPORT.
>> GOOD EVENING. WHAT QUESTIONS CAN I HELP YOU WITH?
>> DO YOU HAVE A PRESENTATION OR JUST THE REPORT AS [OVERLAPPING]
>> IT WAS JUST GOING TO BE A REPORT SIR.
IN YOUR BOARD PACKET, I'VE GOT THE DASHBOARD THAT SHOWS BUDGET TO ACTUALS AND ALSO A COMPARISON WITH FIRST-QUARTER OF 2021/22.
IN ANYTHING THAT IS HIGHLIGHTED IN RED OR YELLOW OR EXCESSIVE IN GREEN IS THEN DESCRIPTIONS ARE DOCUMENTED BEHIND THAT.
>> JUST GENERICALLY, I UNDERSTAND THAT SOME OF THESE ARE JUST TIMING ISSUES IS TO WHY WE'RE OVER UNDER.
BUT WHEN COMPILING THIS ANALYSIS, IS THERE ANYTHING FROM YOUR PERSPECTIVE WHICH STANDS OUT THAT YOU THINK HERE ABOUT OR [OVERLAPPING]
>> WHY DO YOU WANT TO GIVE KUDOS TO THE FOUNDATION BECAUSE OF THE BLACKSMITH MONEY THAT HAS COME IN AND WE'VE RECEIVED MOSTLY DUE TO THE NORTH TEXAS GIVING DAY? WE'VE ALREADY RECEIVED 97% OF THE BUDGET AS OF END OF THE FIRST QUARTER.
THAT IS AMAZING AT THIS POINT WE'RE OVER-BUDGET IN THAT FUND OR IN THAT ACCOUNT.
[NOISE] THE OTHER THING IS A LOT OF LIKE YOU SAID, OUR TIMING ISSUES, YOU'LL SEE A LOT OTHER MORE UPDATED REVENUE INFORMATION [OVERLAPPING]
>> FOR EXAMPLE, YOU MENTIONED HERE ATHLETICS WERE UNDER BY NEARLY 25,000.
SOME OF IT AGAIN, IS A TIMING ISSUE, BUT WHO COLLECTS THE MONEY? IS THAT WESTLAKE ACADEMY DIRECTLY OR DOES THAT GO THROUGH THE WACC, FOR EXAMPLE?
[00:55:03]
>> NO. THE WACC IS NOT INVOLVED.
IT GOES DIRECTLY THROUGH SCHOOLS BODY, WHICH IS THE SOFTWARE THAT COLLECTS RECEIPTS ELECTRONICALLY.
SO PARENTS CAN GO INTO THAT SYSTEM AND PAY FOR THEIR REGISTRATIONS.
BUT FOR ATHLETICS, BECAUSE A LOT OF THE FALL SPORTS BEGAN IN AUGUST, A LOT OF THOSE REGISTRATIONS COME IN AUGUST AND THEREFORE, THEY'RE REPORTED IN FOURTH-QUARTER.
>> [INAUDIBLE] UNDERSTAND THE REGISTRATION.
>> I THINK JUST LOOKING AT SOME OF THE KEY ITEMS. I KNOW YOU HAVE THIS TRAFFIC LIGHT SYSTEM WHICH TALKS ABOUT POSITIVES TO NEGATIVES.
ONE OF THE ONES HERE ARE SALARIES.
IF I'M READING THIS CORRECTLY, THERE IS ADDITIONAL EXPENSE OF 150,000 ON SALARIES.
ONE WAS TO DO TO AN ADDITIONAL SUBSTITUTES THAT ARE NEEDED IN THE CLASSROOM DUE TO PROFESSIONAL DEVELOPMENT OR ILLNESS.
MY QUESTION IS, IS THIS SOMETHING THAT'S LIKELY TO PERSIST?
I KNOW THAT A LOT OF TIMES EARLIER IN THE PRIMARY YEARS, AND THEY DO HAVE SUBSTITUTES MORE OFTEN ROAMING AND THE FLOATING SUBS TO MAKE SURE THAT EVERYTHING IS COVERED.
THE OTHER THING I JUST WANTED TO LET YOU KNOW OF IS WITH OUR IMPLEMENTATION TO POWERSCHOOL EFINANCEPLUS, WE'VE BEEN FINDING SOME MISCLASSIFICATIONS.
>> YES. I WAS GOING TO ASK ON THAT POINT.
>> CORRECT. THIS HAS BEEN A GOOD PRACTICE FOR US.
NORMALLY, WE DO A FULL REVIEW OF ALL OF THE DISTRIBUTIONS FOR EMPLOYEES AT BUDGET TIME, AND THEN GENERALLY AROUND FEBRUARY, MARCH TIMEFRAME TO MAKE SURE EVERYBODY IS CODED IN THE RIGHT PLACE.
WITH THIS IMPLEMENTATION, AS WE'RE WORKING ON THE PAYROLL CONVERSION, WE'VE BEEN FIGHTING SOME THINGS THAT ARE INCORRECT.
>> BUT WAS THERE A MONETARY CONSEQUENCES TO THAT OR IS THAT PURELY JUST A CODING ISSUE?
>> YOU SAY HERE THAT THERE'S AN AUDIT OF THE BUDGETED PAYROLL POSITIONED TO REVIEW AND CORRECT BUDGET ALLOCATIONS, WHAT DO YOU MEAN BY AN AUDIT?
>> INTERNALLY GOING THROUGH IT.
DOES HE EVEN KNOW WE GO TO EFINANCEPLUS IN JULY? WE WANT TO MAKE SURE OUR LEGACY SYSTEM IS AS UPDATE AND CLEAN AS POSSIBLE SO THAT WHEN THAT GOES AWAY, WE CAN MAKE SURE WE HAVE DATA FROM THAT.
WE HAVE REPORTS SO THAT WE CAN ALWAYS REFER BACK, BUT WE WANT IT TO BE QUICK.
>> I DON'T FULLY UNDERSTAND WHAT IS THE MISS CODING ISSUE, AND SOME OF THESE HAVE A MONETARY IMPACT JUST THE WAY IT'S BEEN DRAFTED IN THE REPORT.
>> FOR INSTANCE, IF A TEACHER, THIS IS AN EXAMPLE, MAY HAVE BEEN CODED IN A WRONG FUNCTION.
MAYBE THEY WERE CODED IN FUNCTION 23 BECAUSE IF A POSITION CHANGE AND WE DIDN'T CATCH IT.
WHAT WE HAVE TO DO IS CONTACT THE SERVICE CENTER WHO DOES A RECLASSIFICATION FOR US BACK TO WHERE THE PERSON WAS BUDGETED.
>> WOULD THAT AFFECT HOW MUCH THEY WERE BEING COMPENSATED?
>> NO. NOT AT ALL. THIS IS JUST BUDGET TO ACTUAL SO THEY WERE BUDGETED IT IN ONE PLACE AND THEY SHOULD HAVE BEEN BUDGETED IN ANOTHER.
>> YEAH, AND JUST TO DOVETAIL OFF THAT, WAS THERE ANY IMPACT ON THEIR RETIREMENT OR [INAUDIBLE]?
>> NO. ONCE THESE CORRECTIONS ARE MADE, EVEN THEIR BENEFITS WILL BE CORRECTED AS WELL.
>> IT LOOKS LIKE THERE IS IMPLEMENTATION OF, IT SAYS HERE POWERSCHOOL THOUGHT EXCHANGE.
THESE THINGS NOT INCLUDED IN THE ORIGINAL BUDGET.
>> CAN YOU JUST TALK A LITTLE BIT ABOUT HOW IS THAT THEN HANDLED, POST BUDGET SEASON, INTRODUCTION OF SOMETHING NEW, AND THEN YOU TALK ABOUT AMENDING THE BUDGET TO ACCOMMODATE.
>> GENERALLY, WHEN I DETERMINED AND GOING THROUGH THE ACCOUNTS THAT WE DO HAVE A SERVICE THAT WE'VE PAID FOR THAT WAS NOT BUDGETED ORIGINALLY, LIKE THE STOCK EXCHANGE, THEN I GET WITH THEM DR. WILSON AND WE TALK ABOUT AN AMENDMENT AND THEN WE PUT TOGETHER A FORM THAT HE APPROVES AND I PUT IT ON THE LIST.
THERE'S A COUPLE OF INSTANCES BECAUSE YOU ADOPT THE BUDGET AT THE FUNCTION LEVEL.
ANY BUDGET AMENDMENT THAT CROSSES BETWEEN FUNCTIONS NEEDS YOUR APPROVAL.
IF IT IS BETWEEN THE OBJECT CODE, LIKE FROM SUPPLIES TO CONTRACTED SERVICES.
IF IT'S IN THE SAME FUNCTION, IT DOES NOT NEED YOUR APPROVAL.
[01:00:01]
THEY'RE NOT REALLY LARGE AMOUNTS.NOW, IF IT'S GOING TO AFFECT THE BOTTOM LINE OF THE BUDGET, THEN YES.
THEN AT THAT POINT, I HAVE A SCHEDULE THAT SHOWS ALL BUDGET AMENDMENTS THAT HAVE CROSSED OVER FUNCTIONS AND I WANT TO START BRINGING THOSE FORWARD QUARTERLY ALONG WITH THE FINANCIALS.
NORMALLY, HOW IT'S HAD HISTORICALLY, IT'S BEEN INCLUDED IN THE AMENDMENT OR IN THE BUDGET ADOPTION.
WE HAVE A REPORT THAT GOES INTO APPROVE THE FINAL AMENDED BUDGET FOR THE PRIOR YEAR AND THEN ALSO THE ADOPTED BUDGET.
>> SIMILAR QUESTION ON MAKING ADDITIONAL PURCHASES THAT WERE NOT BUDGETED FOR, HOW DOES DATA POLICY APPLIED TO CHANGING SALARIES, FOR EXAMPLE, FOR INDIVIDUALS AS OPPOSED TO WHAT WE GO THROUGH DURING THE BUDGET PROCESS?
>> THAT MAY BE A SANDY [INAUDIBLE].
>> FOR EXAMPLE, WE AGREED TO ABROAD INCREASE.
LET'S SAY THIS LAST BUDGET SEASON, I THINK IT WAS SIX PERCENT.
WHAT'S THE POLICY FOR INDIVIDUAL SALARIES TO BE ADJUSTED WITHOUT IT COMING BACK FOR APPROVAL?
>> IT CANNOT BE ADJUSTED WITHOUT AN APPROVAL.
ONCE THE BUDGET IS ACCEPTED AND THEN THERE SHOULD BE NO SALARY CHANGES OCCURRING.
>> WERE THERE SALARY CHANGES? I MEAN, I SEE IT SAYS HERE DURING THE FIRST QUARTER, A SALARY INCREASE WAS GIVEN.
>> THERE WAS FOR THE FOUNDATION FOR DR. SHELLY MEYERS.
>> IS THAT SUPPOSED TO COME BACK TO COUNCIL?
>> THAT'S WHEN SHE'S STATING THAT, IT IMPULSE MY UNDERSTANDING IT WAS DONE AT THE END OF THE YEAR INSTEAD.
THAT'S WHY THEY'RE REQUESTING TO START THESE QUARTERLY REPORTS AND REQUEST BEFORE IT'S IMPLEMENTED.
>> I MEAN, IF WE WANT TO IMPLEMENT THAT SALARY INCREASE EFFECTIVE IMMEDIATELY OR WHATEVER THAT NEXT BOARD MEETING, IT SHOULD NOT BE IN EFFECT UNTIL THE BOARD HAS VOTED AND APPROVED IT.
>> I THINK FROM MY PERSPECTIVE, I'VE BEEN THROUGH ONE BUDGET PROCESS SO FAR, AND I THINK THERE ARE CERTAIN CHALLENGES.
WE'RE ABOUT TO COME OUT TO ANOTHER BUDGET CYCLE HERE AGAIN IN A COUPLE OF MONTHS.
THEN ONE OF THE BIG THINGS I KNOW KIM AND I HAVE TALKED ABOUT A LOT IN PARTICULAR, IS HOW DO WE THEN KEEP ON TOP OF HOW THE BUDGET IS BEING IMPLEMENTED, WHAT CHANGES ARE BEING MADE, WHAT COMES BACK, WHAT DOESN'T HAVE TO COME BACK? I FEEL LIKE WE'RE STILL NOT FULLY THERE YET.
>> WHICH IS WHY I FEEL THAT WHEN WE PRESENT THE QUARTERLY FINANCIALS, IF WE HAVE TO SHOW YOU WHAT HAS BEEN CHANGED AS FAR AS THE BUDGET GOES, THAT WOULD BE APPROPRIATE AT THAT TIME INSTEAD OF WAITING UNTIL THE END OF THE YEAR.
>> THERE'S ANOTHER ITEM HERE, I THINK IT SAYS FUNCTION 31, GUIDANCE AND COUNSELING, AN ADDITIONAL EXPENDITURE OF 27,000 TO DO WITH SPECIAL EDUCATION STUDENTS.
I THOUGHT WE HAD EXTERNAL FUNDING FOR THIS AVAILABLE, BUT WE STILL EXPENSE IT THIS WAY.
WE STILL RUN THIS AS AN ADDITIONAL EXPENSE.
>> THIS LLSP IS AN ACTUAL CONTRACT, SO THEY'RE ON EMPLOYEE.
THEY NEEDED TO HAVE TWO DURING THE FIRST QUARTER AND NOW WE'RE NOW DOWN.
>> BUT DID WE NOT RECEIVE EXTERNAL FUNDING OR WE HAD FUNDING AVAILABLE?
>> WE DO RECEIVE SPECIAL END FUNDING, BUT THAT IS FOR EMPLOYEES AND IT COVERS ONE TEACHER AND TWO AIDS.
I THINK IT'S A 181,000 THIS YEAR.
>> THERE'S ANOTHER ONE HERE ON DEBT SERVICE FUNCTIONS 71, 36,000 PAID BECAUSE WE WERE LEASING IPADS, IS MY UNDERSTANDING, BUT RETURNED THEM LATE.
>> DO WE DO WE IMPLEMENT LATE FEES TO PARENTS IF CHILDREN DO NOT BRING BACK THEIR IPADS ON TIME OR DO WE ABSORB THAT DIRECTLY?
>> THIS WAS DUE TO THE PROCUREMENT ISSUES WITH AVAILABILITY OF IPADS.
[01:05:09]
THEY ARRIVED LATE.WE HAD TO START WITH OUR IPADS FROM A PREVIOUS LEASE AND USE THOSE UNTIL WE COULD GET THE NEW IPADS ROLLED OUT.
THEN WE HAD TO TAKE IN THE OLD IPADS.
THERE WERE SEVERAL THAT WE HAD TO WAIT ON, AND THEN WE ALSO HAD TO ACCOUNT FOR SEVERAL THAT HAVE BEEN LOST OR STOLEN OR DISAPPEARED PEOPLE TO PAY THE FEES ON THOSE.
THAT JUST TOOK A FEW MONTHS OF CATALOGING ALL THAT STUFF AND BEFORE WE CAN GET IT COMPLETELY TURNED IN.
>> DO WE CARRY INSURANCE ON THOSE IPADS?
>> WE HAVE APPLECARE ON ALL THE IPADS.
FOR SCHOOLS, WE GOT TO REDUCE COSTS ON EACH OF THOSE, AND THEN WE GET TOO REPAIRS FOR MOST THINGS UNLESS IT'S OBVIOUS NEGLIGENCE, IT'S COVERED.
THEN ANYTHING AFTER THAT, WE WOULD HAVE TO PAY.
BUT EVERY IPAD HAS TWO INSTANCES OF ACCIDENTAL ISSUES, AND THAT'S FOR THE FULL THREE YEARS OF THE LEASE.
>> I THINK THOSE ARE MY ONLY QUESTIONS ON THE ACTUAL BUDGET.
>> I GOT A COMMENT FROM THE TOWN EDITORS.
IF I LOOK AT THIS 686,000 VETERAN REVENUE, YOUR 344 WORSE THAN EXPENSES, THAT NUMBER IS YOUR $342,000 BETTER THAN BUDGET?
>> GIVE ME A BIG FAVOR. PLEASE PUT THE NET NUMBER ON ALL THESE BUDGETS GOING FORWARD SO WE DON'T HAVE TO DO THIS. [OVERLAPPING]
>> IT'S ON THE BOTTOM OF THE DASHBOARD.
>> IT IS THERE. I'M SORRY. I MISSED THAT. PERFECT. THANK YOU.
>> I DO THAT JUST SO THAT YOU CAN SEE THAT WE ARE CURRENTLY WITH THIS NUMBER BUDGET ACTUAL TO SHOW 66 DAYS, AND PER OUR POLICY, WE LIKE TO MAINTAIN AT LEAST 45.
>> I THINK THOSE ARE GREAT QUESTIONS, BUT THAT'S A GOOD QUARTER.
>> QUICK QUESTION. IN FEDERAL GOVERNMENT, THEY BASICALLY HAD SOMETHING CALLED SF 132.
WHERE YOU GO OUT AND SAY IN THE FIRST-QUARTER, ANTICIPATE 18 PERCENT EXPENDITURE, SECOND QUARTER IS 27.
ARE WE ON TRACK FOR THAT STUFF?
>> WHERE YOU CAN SEE THE COLOR HIGHLIGHTS, WHERE IT'S GREEN, IT IS EITHER AT THAT POINT OR OFF.
>> IN THE SECOND QUARTER, DO I ANTICIPATE A BIG ITEM TO HAPPEN OR MUNICIPAL, WE HAVE OUR DEBT SERVICE JANUARY, FEBRUARY, AND ALSO IN JUNE.
EVEN IF YOU HAD A GREAT FIRST-QUARTER, OBVIOUSLY KNOW THERE'S TWO BIG THINGS COMING IN THE FUTURE.
>> AT THAT POINT IT WOULD SHOW AN OVERAGE, BUT THEN IN THE DESCRIPTIONS, WE WOULD GIVE AN EXPLANATION THAT WE DID HAVE TO PAY THAT BIG [INAUDIBLE].
>> WHICH IS BASICALLY YOUR FORECAST.
LETS MOVE ON TO ITEM E2 23-100 RECEIVED A REPORT AND WHAT'S THE ACADEMY PYP ENROLLMENT AND EXPANSION.
THANK YOU FOR HAVING US THIS EVENING.
WE'RE GOING TO SPEAK WITH YOU ABOUT SOME ADJUSTMENTS THAT WE'RE LOOKING FORWARD TO BEGINNING WITH THE 23, 24 SCHOOL YEAR.
IN THIS EXPANSION PROCESS, IT IS REALLY ABOUT US PROVIDING A FOUNDATION FOR THE SCHOOL IN TERMS OF HAVING A LARGER STUDENT BASE AT THE BEGINNING OF THE SCHOOL YEARS IN TERMS OF PRIMARY SCHOOL AND THEN HAVING THOSE STUDENTS MATRICULATE FORWARD SO THAT AT EACH GRADE THEREAFTER, WE WILL HAVE AN EQUAL NUMBER OF STUDENTS MOVING INTO THE NEXT GRADE.
ROD IS GOING TO GIVE AN OVERVIEW OF WHAT THAT LOOKS LIKE GOING INTO NEXT YEAR.
I JUST WANTED TO INTRODUCE YOU TO MR. ROD HART.
>> HE'S LEAVING ME NOW. [LAUGHTER] YOU HAVE THE WRITTEN REPORT AND YOU ALSO HAVE THE TWO OTHER SLIDES THAT INDICATE THE PROGRESSIONS OF MOVEMENT WITHIN THE PRIMARY USE PROGRAM AND THE THIRD SLIDE IS THE NUMBERS ASSOCIATED WITH THAT MOVEMENT.
DO YOU HAVE ANY QUESTIONS ABOUT THAT?
>> HE MOVE ON TO THE FIRST SLIDE HERE.
[01:10:03]
>> I GOT GIVEN IT EVERYTHING TO AMY.
>> I DID I PUT IT IN TERMS OF RECALL, I THINK.
>> GOOD. AT THE RISK OF INCORRECTLY SUMMARIZING, THE PROPOSAL IS TO EXPAND K THROUGH TO BUY AN ADDITIONAL CLASS. IS THAT CORRECT?
>> THAT'LL BE STARTING IN THIS FALL.
>> YES. THE NEXT YEAR IT'S A FULL STREAM ENTRIES.
YOU HAVE FOUR CLASSES IN KINDERGARTEN GRADE 1, AND GRADE 2.
>> CONCEPTUALLY, THIS OBVIOUSLY IS AN EXCITING STEP FORWARD FOR THIS SCHOOL BECAUSE IT BRINGS ADDITIONAL CHILDREN, IT HELPS GROW THE SCHOOL, THERE'S FUNDING IMPLICATIONS.
I GUESS MY QUESTION IS JUST WHAT ARE THE SOME OF THE LOGISTICAL THINGS, MONETARY THINGS WE NEED TO THINK ABOUT OR HAVE YOU THOUGHT ABOUT AS WE TAKE THIS ON? BECAUSE BY INTRODUCING A FOURTH CLASS THAT IS GOING TO PROGRESS ALL THE WAY THROUGH THE SCHOOL.
WE'VE OBVIOUSLY JUST RECENTLY APPROVED FINANCING TO REPLACE THE PORTABLES, BUT THROUGH THOSE DISCUSSIONS, WE KNOW THERE ARE SOME SPACE CONSTRAINTS TO THE SCHOOL.
I IMAGINE THERE'S GOING TO BE REQUIREMENTS TO CONTINUE FUNDING ADDITIONAL CAPACITY AS THESE KIDS MOVE UP TO THE HIGHER YEARS.
YOU MENTIONED BRIEFLY IN THE REPORT SOME POTENTIAL TRAFFIC IMPLICATIONS.
I GUESS MY QUESTION IS, WHAT DO WE KNOW ABOUT THOSE POTENTIAL IMPLICATIONS.
WHAT ARE WE DOING TO MITIGATE THOSE AND ACCOMMODATE THOSE? IF FUNDING IS GOING TO BE ACQUIRED BY VIRTUE OF DOING THIS, DO WE KNOW HOW WE PROJECTED THAT OUT, WHAT THOSE REQUIREMENTS MIGHT BE? THIS IS A BIG STEP AND ON PAPER IT DOESN'T MAYBE SEEM LIKE IT, BUT IN REALITY IT IS A BIG STEP.
I THINK I WOULD WANT TO BE INCREDIBLY SUPPORTIVE OF THIS BUT WITH MOST THINGS, THERE'S GOING TO BE SOME IMPLICATIONS OF MAKING THESE DECISIONS.
THAT'S WHAT I REALLY WANT TO JUST TALK THROUGH.
>> JUST TO DOVETAIL OFF DAVID, I FEEL LIKE THIS EXPANSION OF THE PYP IS REALLY SOMETHING THAT ACTUALLY THE PREVIOUS MAYOR BRADLEY HAS TALKED ABOUT FOR YEARS, CREATING A LARGER PYP POPULATION TO SUPPORT THE NUTRITION THAT WE TYPICALLY SEE THROUGH MY PYP.
BUT TO DAVID'S POINT, THINGS ABOUT TRAFFIC SIGNS, LABS, ATHLETICS, ALL OF THE FACILITIES THAT PEOPLE WANT LIKE SPORTS, AND MAYBE EVEN MUSIC COMING BACK.
THESE ARE ALL THINGS THAT I'D LOVE TO BE ABLE TO WORKSHOP WITH THE GROUP.
WE HAD A MEETING WITH ALL OF THE STAFF AND WE SAID, WHAT ARE YOUR CONCERNS? WHAT ARE YOUR CONSIDERATIONS ABOUT ALL OF THIS AND THE CHALLENGES ASSOCIATED WITH THAT.
ONE OF THE CHALLENGES THAT WAS BROUGHT UP WAS INCREASING THE NUMBERS OF STUDENTS UP TO, 3, 4 AND 5 WITH 22 STUDENTS.
WE TALKED ABOUT THE TRAFFIC FLOW AS WELL.
ONE OF THE THINGS SO I'VE PUT IN THERE, WE HAVE THIS CONGESTION IN THE TRAFFIC AT THE MOMENT.
WHEN YOU'RE PUTTING 100 ODD STUDENTS OR 92 STUDENTS IN THAT FIRST-YEAR 2023, 24. THERE'S A NEED FOR SOME OTHER VEHICLE, LIKE A BUS TO COME IN AND TAKE.
I MENTIONED THAT ONE OF THE STATES COULD TAKE ON A BUS TO PICK UP CHILDREN SO THEREFORE, THAT WOULD ALLEVIATE THE TRAFFIC CONCERNS ON CAMPUS.
>> MR. HART, I WAS TOLD IF WE DID A BUS, YOU HAD TO DO IT FOR EVERYBODY.
>> UNLESS IT'S PRIVATELY FUNDED PERHAPS.
I REMEMBER THE ISSUE COMES UP BEFORE.
>> BUT IN TERMS OF LET'S SAY IT SEEMS LIKE YOU CAN ACCOMMODATE ADDITIONAL CLASSES IN PYP PRESENTLY BY JUST RECONFIGURING SOME OF THE CLASSROOM USE. IS THAT CORRECT?
>> AS THOSE GRADES MOVE UP, ARE WE GOING TO SHORT OF US INTERVENING IN SOME WAY TO CREATE NEW SPACE? ARE WE GOING TO HAVE A PROBLEM ACCOMMODATING THESE ADDITIONAL CLASSES?
>> ACCORDING, IF I'M LOOKING AT A FULL SCALE EXPANSION OF STUDENTS, WE COULD ACTUALLY HAVE 88 STUDENTS AT EVERY GRADE LEVEL AND STILL HAVE ENOUGH SPACE TO ACCOMMODATE.
THE CHALLENGE THAT WE DO RUN INTO IS HOW DO WE NEGOTIATE SOME OF THE COMMON SPACE IN TERMS OF PE, [NOISE] DINING SERVICES.
HOWEVER, GIVEN THE CURRENT SITUATION, WE CAN ACTUALLY HAVE MORE STUDENTS ON CAMPUS AND ACCOMMODATE THOSE STUDENTS.
[01:15:01]
IN THE HIGH SCHOOL AREA AS AN EXAMPLE, WE CURRENTLY USE ABOUT 27 OF OUR 29 CLASSROOMS. THOSE CLASSROOMS ALSO HAVE ABOUT 5-7 CLASSROOMS THAT ARE NOT OCCUPIED AT ANY PERIOD DURING THE DAY.THERE IS CAPACITY WITHIN THE CURRENT CAMPUS AND CURRENT CONFIGURATION WHO ACTUALLY HOW [NOISE] IT WAS ABOUT 88 STUDENTS AT EACH GRADE.
YES, IT DOES CREATE SOME MORE PRESSURE ON THE CURRENT FACILITIES, BUT IT'S NOT UNFORESEEABLE.
>> THE PRESSURE COMES IN 2025, 26 AND 26, 27, WITH NO SPACE IN THE PYP.
THERE'S A HIRING PART OF THAT WITH THREE TEACHERS IN THE FIRST YEAR, IN THE SECOND YEAR, THERE'S ONE TEACHER BUNCH, ONE TEACHER AFTER THAT, THEN ONE TEACHER AT THE END OF 2026, 27 WITH ADDITIONAL PARAPROFESSIONALS TO SUPPORT THE CLASSROOMS. BUT WHEN WE GET TO 2024, 25, 26, 27, WE DO NOT HAVE ANY ROOM FOR SPANISH.
WE DO NOT HAVE ANY ROOM FOR THE ART ROOM.
>> TWENTY FOUR, 25 LOSE THE SPANISH CLASSROOM AND 26, 27, WE LOSE THE ART ROOM.
WE DON'T HAVE ANY FACILITY FOR THOSE PROGRAMS. THEREFORE, THAT'S WHY I MENTIONED THE DEVELOPMENT OF ANOTHER FACILITY FOR THE EARLY CHILDHOOD WOULD TAKE THE PRESSURE OFF THAT SITUATION.
>> NOW I SAW THAT ALSO, BUT YOU'RE TALKING ABOUT TAKING KINDERGARTEN OFF-CAMPUS. IS THAT CORRECT?
>> BUT WHAT PLAN DO WE HAVE TO ACTUALLY PROCEED WITH THAT?
>> THE IDEA IS THAT AS WE GET THERE, YES, THOSE CLASSES WILL BE ASSUMED FOR GENERAL EDUCATION CLASSROOMS. HOWEVER, IT DOES NOT PROHIBIT THOSE SUBJECT MATTERS FROM BEING TAUGHT AT THE SCHOOL.
THIS IS THAT THOSE TEACHERS WOULD NOT HAVE THEIR OWN SEPARATE CLASSROOM.
THE IDEA OF HAVING A SECOND OR A SUPPLEMENTAL BUILDING FOR AN EARLY CHILDHOOD LEARNING CENTER, THAT IS AN IDEA THAT WOULD ACTUALLY RELIEVE SOME OF THE PRESSURE OFF OF THE PYP.
NOW I KNOW THAT IS SOMETHING THAT IT'S NOT YET THERE, BUT IT'S SOMETHING THAT WE COULD THINK THROUGH AND SEE MAYBE IF IT BECOMES SELF-FUNDING IN A WAY THAT IT CAN HAPPEN SOONER RATHER THAN LATER.
>> BUT AM I CORRECT THAT YOUR PROPOSAL IS TO GO AHEAD AND IMPLEMENT A FOURTH CLASSROOM A, 3, 2, AS OF THE FALL THIS YEAR?
>> IF I COULD JUST TELL YOU THAT WHILE WE LOSE THE CLASSROOMS THAT BECOME MOBILE.
THE ART WOULD BECOME MOBILE, THE SPANISH TEACHERS WOULD GO INTO THE CLASSROOMS, WHICH ISN'T THE IDEAL SITUATION.
>> GOING BACK TO MY ORIGINAL THOUGHT PROCESS, I'M HIGHLY SUPPORTIVE OF EXPANDING THE SCHOOL AND HIGHLY SUPPORTIVE OF BRINGING IN ADDITIONAL CLASSES.
WE'VE TALKED ABOUT THIS AS A COUNCIL ABOUT OUR NEED FOR ADDITIONAL INFRASTRUCTURE.
MY ONLY CONCERN IS THAT IF WE EXPAND WITHOUT A BIGGER MASTER PLAN, BELIEVE ME, I'M NOT SAYING THIS TO JUST KICK THE CAN AND JUST BE LIKE, IT'S EASY TO DO NOTHING, I GET IT.
BUT DO WE KNOW WHAT THE BUDGETARY IMPLICATIONS WILL BE? ADDITIONAL TEACHERS WILL BE REQUIRED, I ASSUME THIS IS NOT GOING TO BE ECONOMICALLY BREAK-EVEN BECAUSE WE GENERALLY SPEND MORE THAN WE GET FROM THE STATE IN TERMS OF EDUCATION.
IT'S REALLY THAT BIGGER PICTURE UNDERSTANDING THERE ARE SOME TRAFFIC FLOW IMPLICATIONS HERE.
WE DON'T KNOW WHAT THAT REALLY IS GOING TO MEAN IN PRACTICE.
I TAKE YOUR POINT, MR. HARDING, ABOUT BUSING KIDS IN IS AN OPTION.
WE DON'T KNOW AGAIN, IF THAT'S ACTUALLY GOING TO HAPPEN OR WHEN THAT CAN HAPPEN.
WELL, I'D LOVE TO WORK WITH YOU TO DO ALL THESE THINGS.
MY CONCERN IS JUST, HAVE WE DONE ENOUGH ANALYSIS HERE TO UNDERSTAND WHAT THE POTENTIAL IMPLICATIONS ARE GOING TO BE?
>> I THINK WHEN IT COMES TO FINANCIALS AND IN TERMS OF WHERE STUDENTS COME IN AND WHAT THE COST OF EDUCATING THOSE STUDENTS ARE, THERE IS ACTUALLY A POSITIVE IN TERMS OF WHAT WE END UP WITH IN TERMS OF DOLLARS OR REVENUE, EVEN AT THE STATE ALLOCATED AMOUNT.
EVEN THOUGH WE WOULD NEED TO HIRE THREE TEACHERS AND SEVERAL AIDS, WE DO BETTER THAN BREAKEVEN IN ADDING MORE STUDENTS TO THE ACADEMY.
[01:20:03]
SOME OF THE OTHER ITEMS IN TERMS OF TRANSPORTATION, WHETHER THAT'S SOMETHING WE DO, IS THAT SOMETHING THAT'S AFFORDED BY THE ACADEMY OR IS THAT SOMETHING THAT'S AFFORDED BY PARENTS? THERE ARE SOME THINGS WE DO NEED TO TAKE INTO CONSIDERATION.HOWEVER, I THINK FOR US TO REALLY THINK ABOUT WHAT WE NEED AS AN ACADEMY AND HOW DO WE GET TO SOME ECONOMIES OF SCALE, IS WHERE WE'RE COMING FROM.
IT'S LIKE HOW DO WE PROVIDE AN ENVIRONMENT FOR OUR STUDENTS? THAT ONE IS THAT WHICH I BELIEVE IS ACCEPTABLE.
RIGHT NOW, IN THE LOWER GRADES, WE HAVE A TEACHER FOR EACH SET OF STUDENTS, BUT WE DON'T HAVE AN ASSISTANT IN EVERY CLASS.
FOR ME, IN ORDER FOR EDUCATION TO TRULY BE METED OUT IN A WAY THAT'S PRODUCTIVE FOR THE STUDENTS AND MOST BENEFICIAL FOR THE STUDENT.
HAVING A TEACHER AND AN AID IN THE CLASSROOM IS AN IDEAL SITUATION BECAUSE THEN THERE ARE TWO ADULTS THAT ARE HELPING STUDENTS ACHIEVE AND ACCOMPLISH THE FUNDAMENTAL WORK THAT THEY NEED TO BE DONE.
>> I COMPLETELY AGREE, BUT IS EXPANDING THE SCHOOL ARE GOING TO GET US CLOSER TO THAT GOAL?
>> IN THE CURRENT ITERATION BY ADDING THE 99 STUDENTS, YES, WE DO GET CLOSER TO THEM.
>> LET ME THROW THIS OUT. WOULD YOU BE OPPOSED TO WAITING ONE YEAR? BECAUSE IF WE DO THAT, WE CAN NOW HAVE THE MODULAR BUILDINGS PUT IN THIS AUGUST.
THEN WE CAN ACTUALLY WORKSHOP THROUGH VARIOUS ISSUES.
BECAUSE MY CONCERN BESIDES THE INFRASTRUCTURE COST FOR OUR CITY BUDGET AND ALSO THE TRAFFIC ISSUES, IS REALLY GIVING EACH CHILD THAT GOES THROUGH WASECA ACADEMY, THE EXPERIENCE THAT WE ALL INTENDED TO GIVE THEM.
WHEN I LOOK AT LUNCH ROOM SPACES, WHEN I LOOK AT ATHLETIC SPACES, WHEN I LOOK AT BASKETBALL PRACTICES STARTING AT 5:00 A.M. FOR SIXTH GRADERS, I WANT TO HAVE BETTER FACILITY IN SPACE FOR MANY THINGS, NOT JUST THEIR READING, WRITING OR SO.
I WOULD LIKE MORE TIME TO REALLY THINK THROUGH THESE OPTIONS THAT WE HAVE A CLEAR PATHWAY ON GETTING FROM A TO B.
>> YOU'RE SAYING, ANNA, THAT ONE YEAR AT A TIME. IS THAT WHAT YOU'RE SAYING?
>> WELL, I JUST FEEL LIKE STARTING WITH ADDITIONAL CLASSROOMS THIS FALL IS A BIT PREMATURE FOR ME.
I'M NOT COMFORTABLE DOING THAT YET BECAUSE I DON'T FEEL LIKE IT'S WELL THOUGHT OUT ENOUGH IN TERMS OF ALL THE RAMIFICATIONS BEYOND THE CLASSROOM, FOR ATHLETICS, FOR SPORTS, FOR LUNCH, FOR OUR BUDGET, FOR HOW MANY BUILDINGS WE'RE PLANNING TO BUILD.
I WANT TO HAVE A BETTER VISION OF HOW WE'RE STEP THREE PHASES BEFORE WE EMBRACE FOUR ADDITIONAL CLASSROOMS IN THIS FALL.
>> I THINK IN THE REPORT AT THE END, I DO SAY THAT WE HAVE TO FINE-TUNE THIS, THIS IS JUST A PLAN, AND THAT'S WHY WE'RE BRINGING YOU TO THE BOARD OF TRUSTEES.
>> THAT'S WHY IT WASN'T CLEAR WHETHER YOU WERE LOOKING TO ACTUALLY IMPLEMENT, BUT IT SOUNDS LIKE THE IDEA IS TO ACTUALLY IMPLEMENT.
>> MASTER PLAN IS TO DO THAT, YES.
>> YEAH. AS I SAID IT BEFORE, I AM HUGE SUPPORTERS OF YOU BOTH, YOU KNOW THIS HUGE FAN OF THE SCHOOL AND PROBABLY OR SCHOOL RESOURCES THAN MOST OTHER FAMILIES.
[LAUGHTER] BUT THE THING IS, THIS IS DEFINITELY THE RIGHT DIRECTION.
I THINK THAT THIS IS DEFINITELY THE WAY I THINK WE SHOULD GO.
>> WHAT I WOULD PROBABLY WANT TO SEE IS A MORE IN-DEPTH AND YOU MAY HAVE ALREADY DONE IT.
ANALYSIS OF WHAT ARE THE IMPLICATIONS OF EXPANDING A THROUGH TWO.
WHENEVER I GET INVOLVED IN A NEW TRANSACTION IN MY JOB, AND I WORK WITH SPECIALISTS WHO KNOW THINGS THAT I DIDN'T EVEN KNOW EXISTED.
IT JUST OPENS UP YOUR EYES TO THINGS YOU JUST DIDN'T APPRECIATE.
I JUST WONDER IF WE SHOULD HAVE SOMEONE COME IN OR TAKE THE TIME TO UNDERSTAND, DO WE HAVE FINANCIAL PROJECTIONS OF WHAT THE OUTCOME OF THIS IS GOING TO BE? DO WE KNOW WHAT THE BUDGET IMPACT IS GOING TO BE? DO WE KNOW WHAT THE TRAFFIC ISSUES ARE GOING TO BE? DO WE KNOW HOW THAT'S GOING TO IMPACT HIGHER UP IN THE YEARS.
BECAUSE THESE KIDS ARE ALL GOING TO START MOVING UP AS A BIG COHORT, AND WE'RE ALREADY HAVING COUNCIL MEETINGS ABOUT LACKING ENOUGH SPACE TO ACCOMMODATE CURRENT KIDS.
IF WE NEED TO START PLANNING FOR AN ARTS AND SCIENCE EXPANSION TO ACCOMMODATE THESE KIDS AS THEY GET TO THAT AGE, WE CAN START THAT NOW.
WE CAN DO ALL OF THESE THINGS.
THAT'S WHY I'M SAYING I WOULD BE HEAVILY SUPPORTIVE OF THIS PLAN.
I'M JUST WONDERING IF THERE SHOULD BE MORE IN-DEPTH MASTER PLAN PUT TOGETHER.
>> WE STARTED TO LOOK AT THE DINING HALL, AND IT'S 40 ODD STUDENTS FOR EACH, 45, 45, EACH OF THE DINING TIMES WE HAVE.
IT FITS, IT JUST NEEDS TO MORE TABLES.
WE'VE LOOKED AT THOSE THINGS TO SEE IF IT CAN BE DONE AT THE MOMENT.
>> RIGHT. BUT TO DAVID'S POINT, FOR INSTANCE, THE BUILDING THAT WE'RE PUTTING IN THIS AUGUST WILL
[01:25:02]
ACCOMMODATE THE CURRENT POPULATION FOR THEIR SCIENCE LABS.THOSE BUILDINGS ARE VERY EXPENSIVE TO BUILD.
IF WE HAVE A BOLUS OF FOUR ADDITIONAL CLASSROOMS COMING FROM K THROUGH 2, YOU MAY PROBABLY WANT TO HAVE IN A SCIENCE LABS FOR THEM WHEN THEY GET YOUR HEIGHT.
>> BUT LET ME ASK YOU A QUESTION TO MAKE SURE I UNDERSTAND, BECAUSE DR. WILSON, I THOUGHT YOU SAID SOMETHING.
ONE, THIS IS ECONOMICALLY VIABLE AND I DON'T KNOW WHAT YOUR SCALE IS, BUT THERE'S HOW YOU OPTIMIZE AN ORGANIZATION, ECONOMIES OF SCALE.
THE OTHER ONE, YOU GUYS HAVE AN AUTOMATIC SWADDLE AS YOU GO THROUGH THE YEAR, WHICH IS THE LOTTERY.
I DON'T KNOW WHAT THE ATTRITION RATES ARE, I KNOW YOU HAVE IT BY CLASS, BUT IF YOU START THIS AND FUNNEL IN, IT SOUNDS LIKE TO ME YOU'RE TRYING TO GET THESE KIDS STARTED EARLY, HAVE THAT AND HOPEFULLY THEY'LL GO THROUGH.
BUT IF WE HAVE A PROBLEM, YOU LET X NUMBER LOTTERY KIDS EACH CLASS UP TO 12 EVERY YEAR, RIGHT?
>> SOMETIMES MORE. THAT'S WHY I'M THINKING ABOUT HOW DO YOU GOVERN THIS STUFF GOING FORWARD BECAUSE IT'S HARD TO PROJECT? DOES THAT MAKE SENSE? IF WE FIGURE OUT THAT WE HAVE ISSUES, YOU CAN ADJUST THAT TO THROTTLE ON LOTTERY. HOPE THAT MAKES SENSE.
>> THIS IS THE START OF THE PLAN TO REDUCE LOTTERY AT LATER YEARS BECAUSE THE KIDS WILL BE AT A WIDER BASE.
AS YOU GET OLDER, THE KIDS WILL BE MORE AND MORE IB-ISH.
INSTEAD KIDS LATER MYP AND DP WOULD HAVE ISSUES BECAUSE SOME COME IN LATER OR NOT HAD THE IB BACKGROUND CATCH-UP.
BUT THIS IS PART OF FIXING THAT [INAUDIBLE].
>> THERE'S ANOTHER PART OF THAT AT THE BEGINNING STAGES OF THE EARLY CHILDHOOD, THAT FACILITY FROM A THREE-YEAR-OLD TO FIVE-YEAR-OLDS WOULD CREATE THAT IB AS YOU SAID, COMING INTO GRADE 1.
IT WOULDN'T BE JUST A BLANKET 48 OR 50 CHILDREN COMING IN WITH NO IB EXPERIENCE.
I CAME FROM A SCHOOL THAT INTRODUCED THE IB AT THREE-YEAR-OLDS.
>> I'M A HUGE FAN OF THAT IDEA, BUT WE'VE NOT SEEN WHAT THAT PLAN IS.
TO ME, THAT GOES HAND IN HAND BECAUSE WHEN WE TALK ABOUT ALLEVIATING SOME PYP PRESSURE BY MOVING KINDERGARTEN, BUT WE DON'T KNOW WHERE THAT WILL GO, HOW THAT WILL WORK, HOW THAT'LL BE ADMINISTERED, HOW IT WILL BE FUNDED? I FEEL LIKE WE'RE STARTING A WATERFALL AND THERE'S GOING TO BE SOME FOLLOW-ON IMPLICATIONS, BUT WE'VE NOT FULLY ACCOUNTED FOR THEM.
I COULD BE WRONG BECAUSE I DON'T HAVE YOUR EXPERTISE IN THIS SPACE.
>> I THINK TO ANSWER MR. GREAVES' QUESTION AND THEN ALSO BACK TO DAVID.
ONE, YES WE HAVE AN AVERAGE ANNUAL ATTRITION BETWEEN SUMMER LEAVING AND WITHIN SCHOOL YEAR LEAVING OF ABOUT 90 STUDENTS. BETWEEN THE TWO-
>> -ON AVERAGE WE LOSE ABOUT 90 STUDENTS ACROSS THE SCHOOL.
>> CORRECT AND THEN WE HAVE TO OF COURSE RECRUIT NEW STUDENTS IN, IN THAT NUMBER.
WHEN WE TALKED ABOUT THE 12, THAT NUMBER ACTUALLY GROWS TO ABOUT 14, 15 STUDENTS THAT WE ARE ACTUALLY HAVING TO RECRUIT IN EVERY [NOISE] YEAR INTO THE ACADEMY AT LATER DATES IN ORDER TO KEEP THE NUMBERS.
HOW DO WE MITIGATE FOR THAT? THAT IS SO WE CAN FILL OUT A CERTAIN NUMBER WHICH IS AN OVERFILL AND THEN AS ATTRITION HAPPENS THROUGHOUT THE YEAR, WE ALLOW THAT ATTRITION TO HAPPEN.
BUT KNOWING THAT WE CAN EVER GO BELOW OUR BUDGET IS WHERE THE IDEA OF THIS PROCESS COMES INTO PLAY.
YES, THERE ARE SOME THINGS THAT WE WOULD NEED TO TAKE INTO CONSIDERATION IN TERMS OF LIKE WHAT THAT LOOKS LIKE LATER ON.
BUT EVEN IN THE SECONDARY YEARS AT THE ACADEMY, AGAIN, THERE IS SPACE FOR A DIFFERENT STRUCTURE THAN WE HAVE NOW TO SUPPORT THOSE STUDENTS LATER ON.
BUT I DO UNDERSTAND IN TERMS OF LIKE WHERE WE ARE TODAY AND WHAT WE HAVE IN PLACE, WE DON'T HAVE AN EXTENDED ARTS AND SCIENCE BUILDING.
ALL WE HAVE IS WHAT WE CURRENTLY HAVE ON CAMPUS AND THERE IS NOT A EARLY LEARNING CENTER THAT'S BEEN CREATED.
BUT THESE ARE IDEAS IN TERMS OF HOW WE CAN ACCOMMODATE GROWING THE ACADEMY, CREATING A BASE THAT ACTUALLY SUPPORTS THE SCHOOL AT THE LATER [INAUDIBLE]
>> I DO WANT TO SHARE HISTORICALLY, WE'VE TRIED SEVERAL TIMES TO REVISE AND IMPROVE THE TRAFFIC FLOW THAT WE HAVE TODAY.
I THINK IN MY TIME AT THE SCHOOL, WE'VE HAD THREE DIFFERENT ATTEMPTS TO DO SO, ALL OF WHICH FAILED.
THE TRAFFIC IS A CHALLENGING PROBLEM.
[01:30:01]
I MEAN, JUST IN ALL HONESTY, ENORMOUS SCHOOL QUITE A BIT THE TRAFFIC IS VERY DIFFICULT.MR. MAYOR, I THINK THAT'S ON US.
WE GOT THE PORTABLES BEHIND US.
WE KNOW THE PEOPLE ON EACH SIDE OF THE SCHOOL, WE GOT TO FIGURE OUT A ROAD SOMEHOW AND NOT HAVE IT FAIL.
>> THAT'S WHY I THINK WE SHOULD REALLY WORKSHOP EACH OF THESE ISSUES.
>> Y'ALL SHOULDN'T HAVE TO WORRY ABOUT PARK IN MY MIND, Y'ALL SHOULD- [OVERLAPPING]
>> YOU KNOW WE'RE HERE TO SUPPORT YOUR EFFORTS, YOU KNOW THAT.
I DON'T REMEMBER WHAT THE NUMBERS WERE MR. HARDING, I APOLOGIZE BUT HOW MANY WOULD BE IN EACH GRADE LEVEL ROUGHLY? I JUST WANTED TO GO BACK TO YOUR POINT DR. WILSON, ARE WE TRYING TO MAINTAIN THAT NUMBER IN EACH COHORT AS THEY THEN MOVE UP OR YOU TAKE INTO ACCOUNT NATURAL ATTRITION AND WHAT YOU'RE SAYING IS LOOK BY THE TIME THE 10% FALLS OUT EACH YEAR, WE CAN STILL ACCOMMODATE THESE STUDENTS.
>> PART OF IT IS IN YEAR 1 FROM KINDERGARTEN AS AN EXAMPLE, CURRENTLY THERE ARE ABOUT 48 STUDENTS IN KINDERGARTEN, THREE CLASSES OF 16.
THEN YOU MOVE TO GRADES 1 AND 2 YOU HAVE ABOUT 18 OR 19 STUDENTS, 17 STUDENTS IN EACH CLASS.
IF YOU ARE ABLE TO INCREASE BY ONE CLASSROOM AND THEN INCREASE YOUR STUDENT COUNT BY ABOUT TWO OR THREE IN EACH CLASS BECAUSE AGAIN YOU NOW HAVE TWO ADULTS INSTEAD OF ONE ADULT DEALING WITH A NUMBER OF STUDENTS IN EACH CLASS, YOU THEN ARE MOVING MORE STUDENTS THROUGH THE PIPELINE THAT ALLOWS FOR THE ATTRITION WHICH HAPPENS MORE RAPIDLY IN THE LATER YEARS. [OVERLAPPING]
>> WOULD YOU REPLACE THEM WITH LOTTERY OR DO YOU LET THE ATTRITION OCCUR?
>> IN THE LATER YEARS, YOU WILL ALLOW THE ATTRITION TO OCCUR-
>> -AFTER YOU REACH YOUR BASE.
YOU'RE TRYING TO SOLVE BY DOING THIS BY WORDS, ECONOMIC AND OPTIMIZING THE SCHOOL, BUT ALSO EDUCATING MORE KIDS?
>> THE INITIAL IDEA WAS ABOUT ECONOMICS LIKE HOW DO YOU MAKE THE SYSTEM WORK, KNOWING THAT ATTRITION HAPPENS MORE RAPIDLY AT THE LATER YEARS, HOW DO YOU BUILD THE BASE.
IT'S REALLY ABOUT BUILDING THE BASE TO KEEP THE ECONOMIES OF SCALE IN PLACE.
I KNOW WE'RE IN THE BUSINESS OF EDUCATION, BUT THAT'S THE, I DON'T KNOW WHAT TO CALL THAT WORD, BUT IT'S THE MODE BY WHICH WE GET TO [OVERLAPPING] THE ECONOMICS.
>> ON ONE OF THE STRATEGIC PLANS, THERE WAS A PYP EXPANSION FOR LIKE 5 OR $6 MILLION.
ESSENTIALLY, BY MOVING FORTH ON THAT TYPE OF PROJECT, WE WOULD GET IN ATTRITIONS AT LATER YEARS ENSURING THAT WE'RE NOT PULLING LOTTERY FROM LATER AND THE KIDS ARE HAPPY IN THE IB COMMUNITY ALL THE WAY UP IN.
SO WE'RE IMPROVING THE LATER YEAR OUTCOMES BY MAKING EARLY INVESTMENTS AND-
>> WHAT YOU'RE SAYING IS BY EXPANDING K THROUGH 2, DO THE CLASSROOM SIZES, NUMBER OF STUDENTS PER CLASS GO DOWN?
>> THE NUMBER OF STUDENTS PER CLASS ACTUALLY GOES UP BY ONE OR TWO STUDENTS.
>> WELL, IN GRADE 1 AND 2, IT WOULD BASICALLY ONE OR TWO DIFFERENCE.
THERE'S NOTHING THERE BUT KINDERGARTEN IT WOULD COME UP.
>> THEN SUBJECTING THEM FORWARD THIS NEW COHORT FORWARD TO GRADE 3 THROUGH WHATEVER, WHEN THEY GET TO MYP, DO YOU ANTICIPATE THERE BEING ANY CAPACITY CONSTRAINTS BECAUSE OF THIS OR YOU FEEL AS THOUGH THE SCHOOL AS IT PRESENTLY SITS CAN ACCOMMODATE THIS?
>> THE SCHOOL AS IT PRESENTLY SITS COULD ACCOMMODATE IF EVERY STUDENT WOULD [INAUDIBLE].
>> BECAUSE YOU JUST CUT DOWN ON YOUR LOTTERY.
>> IN TERMS OF WHO'S COMING THROUGH THE LOTTERY, THAT NUMBER WOULD BE A LITTLE SMALLER.
OF COURSE, PRIMARY BOUNDARY WOULD ALWAYS BE PRIMARY, SECONDARY WOULD BE THE LOTTERY.
THOSE KIDS WOULD ONLY HAVE SPACE IN TERMS OF WHAT COMES OUT.
>> SO NO INFRASTRUCTURE REQUIREMENTS JUST BASED ON THIS PROPOSAL?
WE ARE CANNIBALIZING SPECIALTY ROOMS, AND WE'RE PUTTING KIDS IN THERE, BUT EACH YEAR WE'RE PUSHING AGAINST THE BUBBLE.
>> YES. THERE COMES A POINT WHERE IT'S JUST TIPPING.
>> WELL I GUESS THAT'S THE BIGGER QUESTION.
>> WE THINK THAT HAPPENS WHEN?
[01:35:01]
>> '25, '26 WILL BE THE CRUNCH FOR ONE SPECIAL STEER AND THE NEXT WOULD BE THE '26, '27.
>> FOR THIS PLAN TO REALLY WORK, WE WOULD HAVE TO DO A PYP EXPANSION BUILDING.
>> YOU WOULD TO MAKE THIS WORK AND MAYBE THE PRIMARY USE PROGRAM.
>> BUT I GUESS THAT WAS BACK TO MY ORIGINAL POINT THAT WE'RE STARTING THAT TREADMILL AND ONCE IT STARTS, WE GOT TO BE OUT IN FRONT OF THESE ISSUES.
TO THAT POINT, HAVE WE PROJECTED OUT THESE REQUIREMENTS; WHAT WE THINK IT WILL COST? FIRST OF ALL, BUDGETARY IMPLICATIONS, WE HAVE BUDGET COMING UP IN JUNE.
YOU'VE MENTIONED SEVERAL TEACHERS NEED TO BE HIRED THAT'S A SIMPLE BUDGET ISSUE, BUT HAVE WE PLOTTED OUT WHAT THIS WILL SHORT AND MIDTERM IMPLICATION, LONG-TERM IMPLICATIONS?
>> THE DOCUMENT WHICH I DO HAVE, IT DOES SHOW FOR EVERY CERTAIN NUMBER OF STUDENTS THERE IS AN ADDITION OF A TEACHER AND AN AID AND THEN THERE'S ALSO WHAT SUPPLEMENTAL SERVICES THAT WOULD BE NEEDED AS WELL.
IT DOES TAKE INTO ACCOUNT WHAT IT LOOKS LIKE AS WE RUN.
>> THERE'S THREE TEACHERS NEEDED.
EXCUSE ME, THERE'S THREE TEACHERS NEEDED IN THE '23, '24 SCHOOL YEAR FOR KINDERGARTEN 1 AND 2.
THEN AFTER THAT, THERE'S ONE TEACHER NEEDED AS WE MATRICULATE THROUGH GRADE 3, 4, 5.
>> I'M SAYING THAT THE SPACE IS THE KEY TO SOLVE FOR THE YEARS.
>> WE WERE ESSENTIALLY GIVEN OUR LENGTH OF BUILDING.
IF WE WERE TO APPROVE ANY OF THIS, WE WOULD HAVE TO START PLANNING AND BUILDING NOW.
>> WE WOULD HAVE TO START PLANNING RIGHT NOW.
>> THEN GOING FORWARD, IF I GOT THIS RIGHT, THE TWO MORE CLASSROOMS LIKE GOING FORWARD, ARE WE SET LIKE WE THINK AND PYP AS WE FEED THROUGH THE SCHOOL?
>> IF IT CAME TO CLOSURE WITH A NEW FACILITY, YOU WOULD HAVE THOSE FOUR CLASSROOMS BACK IN THE KINDERGARTEN AND NOT TO DO SOMETHING WITH.
>> I THINK WE WILL FOLLOW UP. WE'LL PROBABLY SET UP SOME SMALL GROUPS.
>> THEN WE'LL START DRILLING DOWN.
WE UNDERSTAND WE'RE TRYING TO GO WITH BUT ALL OF US ARE MENTALLY THINKING, SPENDING AND MONEY AND JUGGLING AND ALL THE OTHER STUFF ASSOCIATED WITH THAT.
>> [OVERLAPPING] THANK YOU VERY MUCH.
>> WE'LL HOP OVER TO E3 AND WE'LL TAKE A BREAK AFTER THAT, 23-101 RECEIVE A QUARTERLY REPORT FROM THE TEXAS STUDENT HOUSING AUTHORITY.
>> GOOD EVENING COUNCIL PERSONS AND MAYOR, OF COURSE.
I'M SCOTT BRADLEY AND I SERVE TEXAS STUDENT HOUSING AUTHORITY IN THE CAPACITY AS PRESIDENT AND THE UNCOMPENSATED GENERAL COUNSEL.
WE NEED A LOT OF THAT. [LAUGHTER]
>> IT'S A DISEASE AROUND HERE.
>> EXECUTIVE DIRECTOR OF TEXAS STUDENT HOUSING AUTHORITY IS TRACY HARROW OR WHOSE STANDS TO MY LEFT AND SHE'S GOING TO GIVE THE REPORT.
I THINK SHE HAS A PRESENTATION, BUT I'LL STAY HERE JUST IN CASE YOU HAVE ANY QUESTIONS THAT I CAN ANSWER.
>> THANKS, SCOTT. OUR VERY FIRST SLIDE SHOWS AN OVERVIEW OF TEXAS STUDENT HOUSING AUTHORITY.
IT WAS CHARTERED IN 1995 UNDER CHAPTER 53 OF THE HIGHER EDUCATION ACT FOR THE PURPOSE OF ACQUIRING STUDENT HOUSING FACILITIES.
TSHA IN THE BEGINNING ACQUIRED THREE STUDENT HOUSING FACILITIES IN COLLEGE STATION WITH TAX EXEMPT BONDS THAT DO NOT OBLIGATE THE TOWN OF WESTLAKE.
SUBSEQUENTLY THOSE PROPERTIES WERE RELINQUISHED AND TSHA CONSTRUCTED THE CAMBRIDGE HALL AT COLLEGE STATION, AT A&M.
THEN LATER TSHA ACQUIRED FACILITIES IN SAN MARCOS, THEN THE UNIVERSITY OF NORTH TEXAS, WICHITA FALLS IN AUSTIN.
IN 2003, CHAPTER 53 WAS AMENDED IN SUCH A WAY THAT TSHA COULD NOT THEREAFTER ACQUIRE ADDITIONAL PROPERTIES IN THE FUTURE, EXCEPT THE TOWN OF WESTLAKE.
TSHA CURRENTLY OWNS CAMBRIDGE HALL IN COLLEGE STATION AND THE RIDGE OF NORTH TEXAS.
THOSE ARE OUR LAST TWO PROPERTIES THAT WE OWN.
CONTRIBUTIONS TO WESTLAKE ACADEMY TO DATE HAVE BEEN $950,000 TO THE ACADEMY.
THE SCHOLARSHIPS THAT HAVE AWARDED SINCE 2015, AND 2015 IS THE YEAR THAT I TOOK OVER AS EXECUTIVE DIRECTOR.
[01:40:01]
I WAS ON THE BOARD PRIOR TO THAT IN 2013.SO FAR FROM 2015 WHEN I STARTED I KEEP TRACK OF WHAT WE AWARDED TO WESTLAKE ACADEMY, WE HAD 116 SCHOLARSHIPS VALUED AT $783,000.
THE WAY OUR SCHOLARSHIP PROGRAM WORKS, THAT'S AN INCREMENTAL HOUSING SCHOLARSHIP.
THERE ARE $2,500 A YEAR FOR AN INCREMENTAL AND THEN THEY'RE GENERALLY AWARDED UP TO FOUR YEARS.
FULL HOUSING SCHOLARSHIPS ARE AVAILABLE TO EVERY WESTLAKE ACADEMY STUDENT.
THEY ARE THE ONLY ONES THAT QUALIFY FOR THE FULL SCHOLARSHIP.
THOSE RANGE FROM $6,000 A YEAR TO $9,000 A YEAR.
THAT'S DEPENDING ON WHICH PROPERTY THE STUDENT SELECTS, AND THEY ALSO CAN BE AWARDED UP TO FOUR YEARS.
FOR EXAMPLE, IF A STUDENT SELECTS CAMBRIDGE HALL IN COLLEGE STATION, THE LOWEST PRICE ROOM IS AROUND $900 A MONTH.
THERE ARE 10 MONTH LEASES, SO THE SCHOLARSHIP FOR WESTLAKE ACADEMY STUDENT WOULD BE $9,000, BUT THEY'RE BASICALLY AT THE LOWEST PRICE ROOM FREE.
THEY CAN UPGRADE THEIR ROOM TO SOMETHING MORE EXPENSIVE AND THEY WOULD PAY THE DIFFERENCE BUT THEY ARE GETTING THE $9,000.
>> ARE STUDENTS FROM WESTLAKE GUARANTEED A SCHOLARSHIP IF THEY APPLY?
>> IS THAT'S HOW AND WHY IT WAS SET UP?
>> WHO OUTSIDE OF WESTLAKE ACADEMY ALSO APPLIES FOR SCHOLARSHIP?
>> IT'S AVAILABLE FOR EVERY TEXAS HIGH-SCHOOL STUDENT.
I NOTIFY ALL COUNCILORS IN EVERY TEXAS HIGH-SCHOOL AROUND THE STATE THAT THESE SCHOLARSHIPS ARE AVAILABLE TO THEIR STUDENTS AND THEY APPLY THROUGH MY WEBSITE.
>> BUT IS THERE A PRIORITY TO WESTLAKE?
>> THERE'S AN ABSOLUTE GUARANTEE THAT IF YOU GRADUATE FROM WESTLAKE ACADEMY AND YOU CHOOSE TO ACCEPT ONE OF THESE SCHOLARSHIPS, IT WILL BE THERE.
>> THEN YOU MENTIONED DONATIONS TO WESTLAKE ACADEMY.
HOW DID THAT WORK? ARE THOSE STILL ONGOING?
>> THERE HAVEN'T BEEN ANY CONTRIBUTIONS OF LATE, BUT I THINK THE LAST CONTRIBUTION WAS WHEN THE ARTS & SCIENCES CENTER WAS BUILT.
OUR HOPE, OF COURSE, IS IN FUTURE YEARS, THAT WE'LL BE ABLE TO DONATE ADDITIONAL CASH.
BUT THE END GAME IS THAT WHEN ALL OF THE BONDS ARE PAID, WESTLAKE SHOULD END UP OWNING THE PROPERTIES FREE AND CLEAR.
>> HOW MUCH ARE THE PROPERTIES VALUED AT RIGHT NOW?
>> WHERE ARE THE EVALUATION OF PROPERTIES RIGHT NOW?
>> I'M NOT SURE ABOUT COLLEGE STATION CURRENTLY BUT ON THE BOOKS OF THE DENTON APPRAISAL DISTRICT, THE DENTON PROJECT, IT IS WORTH ABOUT [OVERLAPPING] $45 MILLION.
>> THAT'S A TAX APPRAISAL, RIGHT?
>> THE MARKET VALUE IS PROBABLY $65 MILLION OR $70 MILLION.
>> WHAT'S THE DEBT OUTSTANDING? WHAT BONDS ARE OUTSTANDING ON THAT PROPERTY?
>> THERE'S ABOUT $20 MILLION OWING ON THE CURRENT BONDS.
THE BONDS WERE ISSUED IN TWO TRANCHES, AN A AND A B BOND.
ACTUALLY IN COLLEGE STATION, THERE ARE FOUR TRANCHES OF BONDS.
THE PRIMARY BOND HOLDER IN DENTON IS [INAUDIBLE], AND I'M NOT SURE THAT THAT'S THEIR NAME STILL.
YOU PROBABLY WOULD KNOW THAT BETTER THAN I WOULD.
>> BUT THEY OWN ALL THE SENIOR DEBT.
INTERESTINGLY ENOUGH, THIS IS UNUSUAL IN A LENDER.
I THINK, RARELY APPROACHES THE BORROWER AND SAYS, LET'S SIT DOWN AND SEE IF WE CAN REFINANCE YOUR PROJECT AND LOWER THE INTEREST RATE.
THAT'S THE PROCESS THAT WE'VE BEEN IN FOR MORE THAN TWO YEARS.
THERE ARE SOME COMPLICATIONS IN THE REFINANCING THAT WE'RE WORKING ON, BUT HOPEFULLY WE'LL GET THAT PROJECT AND THE COLLEGE STATION PROJECT BOTH REFINANCED BEFORE THE END OF THE YEAR IS OUT.
>> HAVE YOU RESOLVED OR ISSUES WITH UNT?
>> THAT ONE AS A MATTER OF FACT, THAT'S BEING NEGOTIATED RIGHT NOW.
I REALLY DON'T KNOW HOW THAT'S GOING TO TURN OUT.
>> WHAT IS THE ACTUAL AFFILIATION WITH WESTLAKE? BECAUSE I KNOW IT APPEARS AS IT GETS EVEN JUST A FOOTNOTE IN THE AUDIT, BUT WHAT IS THE AFFILIATION?
>> UNDER THE LAW, TEXAS STUDENT HOUSING AUTHORITY IS CONSIDERED AN INSTRUMENTALITY.
IT WAS CREATED BY THE TOWN UNDER CHAPTER 53 OF THE EDUCATION CODE.
THERE'S A LONG HISTORY AS TO HOW THAT PARTICULAR VISION AND FOLLOW-UP CAME INTO BEING.
[01:45:05]
IT ORIGINALLY STARTED WITH SMU GOING TO HAVE A CAMPUS IN ROME.THE STATUTE WAS WRITTEN AND CAME TO OUR ATTENTION THAT COULD BE USED TO HELP OUR KIDS RECOGNIZE A BETTER CHANCE ATTENDING COLLEGE.
>> YOU'RE ALLOWED TO BUILD IN WESTLAKE? IF I WANT TO BUILD A PRE-K, YOU COULD BUILD THE PRE-K AND I COULD RENT IT FROM YOU.
>> IF WE WANTED TO BUILD IN WESTLAKE, WE COULD BUILD A PRE-K, TEXAS STUDENT HOUSING. [OVERLAPPING]
>> ARE [INAUDIBLE] OR JUST HAVE TO BE COLLEGE?
>> TO BE HONEST WITH YOU, I DON'T KNOW.
I HAVEN'T RESEARCHED THAT ISSUE.
>> IT'S A HOUSING FACILITY THAT WE'D BE BUILDING, LIKE OUR APARTMENT COMPLEXES NOW.
>> FOR EXAMPLE, THE DENTON PROPERTY CONSISTS OF 24 BUILDINGS, IS THAT RIGHT?
>> YES, 24 BUILDINGS, [OVERLAPPING] 878 BEDS.
>> THE ONE IN COLLEGE STATION IS MORE OF A TRADITIONAL TYPE DORMITORY.
IT'S ONE BUILDING WITH TWO LARGE WINGS THAT ARE BEING RENOVATED AND BOTH PROPERTIES ARE BEING RENOVATED AS WE STAND HERE TODAY.
>> BUT IS YOUR LIMITATION TO EDUCATION OR IS IT JUST TO DORMITORIES? [OVERLAPPING] WHEN YOU'RE BUILDING, IS YOUR LIMITATION ANYTHING IN EDUCATION OR IS IT ANYTHING FOR EDUCATION IN TERMS OF DORMITORIES ONLY?
>> UNDER CHAPTER 53, IT ONLY GRANTS AUTHORITY TO BUILD HOUSING FACILITIES FOR HIGHER EDUCATION FOR OUR PURPOSES.
AGAIN, THAT GOES BACK TO THE INCEPTION OF THE STATUTE INVOLVING SMU.
>> NO. THANK YOU VERY MUCH FOR THE UPDATE.
>> DO YOU WANT ME TO CONTINUE OR NO?
>> YOU CAN ADD MORE IF YOU'D LIKE.
>> NO, I THINK THERE WAS A GOOD SUMMARY. I APPRECIATE IT.
>> FOLKS WE'RE GOING TO TAKE A QUICK BREAK AND WE'LL COME BACK IN ABOUT FIVE, 10 MINUTES HERE.
LET'S GO BACK IN SESSION HERE.
WILL START OFF WITH F, CITIZEN-PARENT COMMENTS.
WE'RE GOING TO MOVE ON TO THE CONSENT AGENDA.
[G. CONSENT AGENDA]
EVERYONE, TAKE A LOOK. DO YOU SEE ANY ITEMS THAT YOU WANT TO TALK ABOUT?>> I THINK FOR ME JUST NUMBER 3, JUST HAVE A REALLY QUICK OVERVIEW. IT'D BE HELPFUL.
>> SURE. BASE WHEN THE POP-UP ABOUT THAT, THIS IS TIED TO THE MODULAR BUILDINGS.
THESE ARE OUR IT THINGS WE NEED TO ADD AND SOME ROUTERS AND SOME HOT-SPOT TYPE THINGS, 75, $80,000 WORTH, RIGHT?
>> SOME NETWORK SWITCHES AND WI-FI ACCESS POINTS AND THE EQUIPMENT TO MAKE THOSE WORK.
WE DON'T HAVE THESE ITEMS NOW.
WE HAVE TWO SMALL SWITCHES FOR BOTH SETS OF PORTABLES.
WE'RE ESTIMATING NEEDING A LOT OF THINGS TO BE ABLE TO PLUG IN IN THESE NEW MODULAR BUILDINGS AND SO THIS IS A SET OF THREE SWITCHES PER BUILDING AND ONE WIRELESS ACCESS POINT PER CLASSROOM.
BOTH OF THESE HAVE LONG LEAD TIMES, SO WE'RE JUST TRYING TO GET THEM ORDERED SOONER, AND WE CAN GET HAND THEM IN.
>> THEN DO WE HAVE ADEQUATE CABLING TO THE ACTUAL PORTABLE SITE TO ACCOMMODATE THIS OR IS THIS PART OF THE SCOPE?
>> THIS IS NOT PART OF THIS, WE'RE STILL DISCUSSING THAT IN OUR WEEKLY MEETINGS WITH BRODY.
>> I THINK THERE WERE SIX LINES PER ROOM. THEY'RE RUNNING.
IS THAT WHAT IT IS? IS A TWO ON EACH WALL?
>> ARE YOU TALKING CABLING IN THE CLASSROOMS OR ARE YOU TALKING [OVERLAPPING].
IN THE CLASSROOMS THAT'S STILL IN DISCUSSIONS.
BUT YES, IT WOULD BE, TRYING TO FIGURE OUT HOW MANY CONNECTIONS WE NEED ON EACH WALL.
YOU'D HAVE THEIR WIRELESS ACCESS POINT, YOU'D HAVE THEIR SMART BOARDS AND THINGS LIKE THAT.
>> BUT DOES ANY OF THAT AFFECTS WHAT YOU'RE PROPOSING HERE?
>> YES. ONCE WE CAN DETERMINE HOW MANY THINGS WE'RE GOING TO HAVE PLUGGED IN, WE MIGHT BE ABLE TO REDUCE THE NUMBER OF SWITCHES AND SPEND A LITTLE LESS.
THIS IS A WORST-CASE SCENARIO FOR THESE BASED ON WHAT'S BEEN DISCUSSED SO FAR.
>> THE WAY IT'S LAID OUT RIGHT NOW THIS WOULD COVER EVERYTHING.
>> IT ALL BE HOUSED IN THE PORTABLE BUILDING?
>> WE WOULD HAVE HOPEFULLY A NETWORK CLOSET IN EACH BUILDING.
[01:50:04]
WE'RE WAITING TO SEE DRAWINGS.>> THE DRAWINGS I THINK COME OUT ON MONDAY.
>> WHEN YOU SAID A NETWORK CLOSET, WHY DO WE NEED SO MUCH PHYSICAL INFRASTRUCTURE IN THE ACTUAL CLASSROOMS TO ACCOMMODATE THIS [OVERLAPPING].
>> EACH CLASSROOM CAN HAVE UP TO 12 CONNECTIONS.
IN EACH SWITCH IS 48 PORTS, AND WE'VE ALSO GOT CAMERAS.
WE'VE GOT WIRELESS ACCESS POINTS, WE HAVE GOT PRINTERS, ART-BOARDS, APPLE TVS.
>> THAT'S ALL IN THIS PROPOSAL?
>> THESE ARE THE NETWORK SWITCHES AND WIRELESS ACCESS POINTS.
>> NETWORK SWITCHES AND WIRELESS ACCESS POINTS.
>> THIS IS TO PLUG THINGS INTO THE NETWORK ACCESS AND FOR THE WIRELESS ACCESS.
THIS DOES NOT TAKE INTO ACCOUNT ANY CABLING, ANY ADDITIONAL SMART BOARDS, ANY ADDITIONAL HARDWARE.
THIS IS JUST NETWORK SWITCHES AND WIRELESS ACCESS POINTS.
>> YOU FEEL THIS IS COMPATIBLE WITH WHAT IS BEING PROPOSED FROM COMMUNICATING WITH BRODY FEEL COMFORTABLE THAT THIS IS WHAT'S REQUIRED?
>> YES AT THIS POINT, THESE ARE THE NETWORK SWITCHES WE HAVE DEPLOYED IN THE REST OF THE CAMPUS AND THEY ACCESS POINTS TO LIVE IN THE NEWER VERSION OF THE ACCESS POINTS WE HAVE DEPLOYED ACROSS CAMPUS.
>> WHEN DO YOU PLAN TO ACTUALLY MAKE THE PURCHASE?
>> AS SOON AS POSSIBLE IF IT'S APPROVED TONIGHT, I'LL SUBMIT A PURCHASE ORDER TOMORROW.
>> THEN YOU SAID THIS MIGHT BE A WORST-CASE SCENARIO.
DO YOU RETURN THOSE THINGS YOU SUBMIT OR?
>> BASED ON THE DELIVERY TIMES RIGHT NOW, I WOULD HAVE THE OPPORTUNITY TO SUBMIT A CHANGE ORDER BASICALLY AND SAY, WE ONLY NEED POSSIBLY TWO SWITCHES INSTEAD OF THREE PER MODULE.
>> ANY OTHER QUESTIONS, KIM, ANNA?
>> CAN I GET A MOTION TO APPROVE THE CONSENT AGENDA?
>> ANY TO SECOND? ALL IN FAVOR?
>> MOTION CARRIES, CONSENT APPROVED.
LET'S DO A PUBLIC HEARING ON H1 ORDINANCE 964.
[H.1. Conduct a public hearing and consider adopting Ordinance 964 approving a zoning change request from O-Office Park District to Planned Development District Number 8 (PD8), including a concept plan, to allow for a hotel to be located on the portion of Lot 1, C.M. Throop No. 1510 Addition that is located within the Town of Westlake. The subject property is located at 3300 T.W. King Road at the northwest corner of T.W. King Road and State Highway 114; and take appropriate action (Continued from the February 27, 2023 Town Council meeting)]
CONDUCT A PUBLIC HEARING AND CONSIDER ADOPTING ORDINANCE 964, PROVING A ZONING CHANGE REQUEST FROM OAK PARK DISTRICT TO PLAN DEVELOPMENT DISTRICT NUMBER 8 PDA TUNING CONCEPT PLAN TO ALLOW FOR A HOTEL TO BE LOCATED IN THE PORTION OF LOT 1, CM THROUGH A NUMBER 1510 ADDITION THAT IS LOCATED WITHIN CANADA WEBSITE.THE SUBJECT PROPERTY IS LOCATED 3300 TW KING ROAD, THE NORTHWEST CORNER OF TW KING ROAD AND STATE HIGHWAY 114, AND TAKE ACTION.
>> BRIEFLY, COUNCIL, THE APPLICANT HAS REQUESTED THIS SIDE AND BE TABLED AGAIN TO APRIL THE 24TH.
THEY'RE STILL WORKING OUT SOME LOGISTICAL DETAILS ON THEIR END BECAUSE SOME OF THESE PROPERTIES IN THE TOWN OF TROPHY CLUB AND THEY'RE WORKING WITH TROPHY CLUB WHILE ALSO WORKING WITH US.
THEY RESPECTFULLY REQUESTED THAT YOU TABLE IT TO THE 24TH OF APRIL.
I WOULD RECOMMEND IF YOU DO THAT, GO AHEAD AND CONTINUE THE PUBLIC HEARING AGAIN TO THAT DATE SO WE CAN STILL HAVE THE PUBLIC HEARING ON THE 24TH WITHOUT HAVING TO READ NOTICE.
>> SURE. YOU WANT TO MOVE IT TO THE 23RD OF APRIL?
>> TWENTY FORTH. WE'LL MOVE IT TO THE 24TH OF APRIL.
THEN YOU'RE REQUESTING THAT WE CONDUCT A PUBLIC HEARING TODAY OR TO MOVE IT?
>> CONTINUE THE PUBLIC HEARING TO APRIL 24TH.
>> CONTINUANCE, SO WE'LL DO A CONTINUANCE TO 24TH OF APRIL.
WE CAN MOVE ON TO H2 HERE ALSO ON H2.
>> YES. YOU WOULD NEED TO VOTE TO TABLE.
>> ANY OTHER MOTION TO TABLE ORDINANCE 964?
>> MOTION CARRIES. TABLED. THE 24TH OF APRIL.
H2 ORDINANCE 967 CONDUCT A PUBLIC HEARING CONSIDERING ADOPTING ORDINANCE 968,
[H.2. Conduct a public hearing and consider adopting Ordinance 967 approving proposed amendments to Ordinance 693, approving the zoning and concept plan for the PD1-3 zoning district (Granada), to construct a guard house at the main entry gate; and take appropriate action]
IMPROVING PROPOSED AMENDMENTS AND ORDINATES 623, IMPROVING THE ZONING AND CONCEPT PLAN FOR PD1-3 ZONING DISTRICT GRANADA TO CONSTRUCTED GUARD HOUSE, THE MAIN ENTRY GATE, AND TAKE APPROPRIATE ACTION. RYAN?>> THIS ITEM JUST AS A REQUEST BY GRANADA TO ADD A MAN GUARD GATE TO THEIR MAIN ENTRANCE OFF GRANADA TRAIL.
IT'S A PD ZONING, THOUGH AND BECAUSE OF THE PD ZONING IS VERY SPECIFIC AND THE ORIGINAL CONCEPT PLAN DIDN'T SHOW A GUARD HOUSE.
THEY JUST HAVE TO COME THROUGH AND AMEND THE ORDINANCE TO ALLOW FOR THIS GUARD HOUSE.
THE GUARD HOUSE ITSELF IS GOING TO BE ABOUT 300 SQUARE FEET.
IT'D BE LOCATED RIGHT IN FRONT OF THE EXISTING GATE THEY ACTUALLY HAVE ONE ARM THAT WOULD COME UP OR DOWN AND LET PEOPLE THROUGH AND THEY COULD TURN AROUND OR CONTINUE THROUGH THE MAIN GATE WITH EXISTING GATE TO GO INTO THE DEVELOPMENT.
[01:55:03]
THE GUARD HOUSE ITSELF HAS BEEN REVIEWED BY THE GRANADA ARCHITECTURAL CONTROL COMMITTEE AND BEEN APPROVED.IT'S ALSO BEEN REVIEWED BY DRC AND IT'S MET ALL OF THE TOWN REQUIREMENTS IN THERE.
WE'RE NOT AS ARCHITECTURAL REQUIREMENTS, SO WE'RE RECOMMENDING APPROVAL SUBJECT TO THE CONDITIONS THAT ARE IN THE ORDINANCE THAT YOU HAVE AND THERE ARE REPRESENTATIVES HERE TONIGHT.
THERE ARE ALSO HERE TO ANSWER ANY QUESTIONS THAT DO A PRESENTATION AS WELL.
>> I DON'T NEED THE PRESENTATION.
>> NO, I READ THROUGH IT. IT LOOKS FINE TO ME.
>> LET'S OPEN UP TO A PUBLIC HEARING.
ANYONE WANT TO SAY ANYTHING? CLOSER TO A PUBLIC HEARING? ANY MOTION TO APPROVE?
>> MOTION CARRIES. THANKS. MOVE ON TO A REGULAR ITEMS.
[I.1. Consider approving WA Resolution 23-08 amending the Proof of Residency Policy for Westlake Academy; and take appropriate action]
GO ON TO WESTLAKE ACADEMY RESOLUTION 23-08, CONCERN APPROVING WESTLAKE ACADEMY RESOLUTION 23-08, AMENDING PROOF OF RESIDENCY POLICY FOR WESTLAKE ACADEMY. [NOISE]>> GOOD EVENING AGAIN. TODAY, WE'RE HERE TO TALK ABOUT THE ADMISSIONS POLICY AT WESTLAKE ACADEMY, MAKING THE AMENDMENTS TO THE ACADEMY SO THAT IT REFLECTS OUR CURRENT ACTIONS APPLICATION.
AS OF TODAY, THERE ARE SOME ITEMS THAT ARE NEW TO THE POLICY THAT WE WANT TO ADD LIGHT TO.
BUT ALSO, IT WAS FOR THE PURPOSE OF CLARIFYING SOME AREAS WHERE THERE WERE SOME AMBIGUITY, AS WELL AS SOME AREAS THAT NEEDED TO BE BEEFED UP TO ENSURE THAT WE ARE DOING WHAT WE SAY THAT WE'RE DOING AS AN ACADEMY.
THE POLICY FOR THE ADMISSIONS IS TO, AGAIN, ENSURE THAT WE AT THE ACADEMY AND UNDERSTAND WHEN SOMEONE IS REQUIRED TO PROVIDE DOCUMENTATION FOR GAINING ADMISSIONS TO THE ACADEMY BASED ON PRIMARY RESIDENCE AND ALSO TO ENSURE THAT THAT TIME-FRAME THAT'S IN THERE IS ONE THAT MIRRORS THE AMOUNT OF TIME OR ESTIMATED TIME THAT IT TAKES TO BUILD A HOME WITHIN THE TOWN OF WESTLAKE.
ADDITIONALLY, IT WAS TO ENSURE THAT WE WERE ABLE TO GET THE DOCUMENTATIONS THAT WE NEEDED FROM PROSPECTIVE CLIENT OR PROSPECTIVE RESIDENTS, AS THEY'RE GOING THROUGH THE ENROLLMENT PROCESS AT THE ACADEMY.
OVERALL, THE ADMISSIONS POLICY BEEFED UP WHAT ARE THE THINGS THAT WE'RE LOOKING FOR FROM PROSPECTIVE RESIDENTS SO THAT WHEN THEIR CHILD IS BEING ENROLLED IN THE ACADEMY, WE WOULD KNOW WHICH DOCUMENTS WE WOULD HAVE AND THEN ALSO, WE WOULD HAVE AN UNDERSTANDING OF WHERE THEY WERE IN THE PROCESS OF BUILDING THEIR HOMES.
AT THIS TIME, DO WE HAVE ANY QUESTIONS REGARDING THE ADMISSIONS POLICY THAT'S BEING PROPOSED?
>> NO. THANKS VERY MUCH FOR BRINGING THIS BACK.
IT'S MORE CLEAR THAN THE LAST ONE.
I DID HAVE A COUPLE OF QUESTIONS.
WHEN YOU ASK FOR EVIDENCE OF EITHER PURCHASING AN EXISTING HOME OR WITH NEW CONSTRUCTION, IT SAYS THAT THERE'S A REQUIREMENT OF RESIDENCY WITHIN THE SECONDARY BOUNDARY AT THAT TIMER.
I WAS JUST CURIOUS, WHY IS THAT?
>> IF I UNDERSTAND, THE REASON IS THAT WE WOULD WANT TO ENSURE THAT THE FAMILY WAS ACTUALLY WITHIN THE PROPER BOUNDARIES THAT THE CHARTER ALLOWS US TO ACTUALLY ENROLL STUDENTS FROM.
IF THEY WERE OUTSIDE OF THAT BOUNDARY, THEN WE WOULD NOT RECEIVE THE ALLOCATED FUNDS FOR THAT.
>> HAVE WE EVER HAD ANY ISSUES WITH THAT PER SE?
>> NOT DURING MY TENURE. I'M SORRY.
[LAUGHTER] NO. I'M NOT SURE THAT WE HAVE HAD ANY ISSUES ALONG THOSE LINES, BUT I WOULD ASSUME [OVERLAPPING]
>> THE PURPOSE OF THIS IS TO ENSURE THAT [OVERLAPPING]
>> EVERYBODY SAYS YES. I GUESS WE NEED IT.
>> ON A NEW CONSTRUCTION, IT SAYS HERE THAT CONSTRUCTION MUST OCCUR WITHIN TWO YEARS.
WELL, IT'S AN ESTIMATED COMPLETION DATE OF WITHIN TWO YEARS.
BUT IT THEN GOES ON TO SAY THAT THE APPLICANT WILL BE
[02:00:01]
REQUIRED TO SUBMIT VERIFICATION ACCORDING TO A SCHEDULE IDENTIFIED BY THE TOWN OF THE COMPLETION OF MAJOR CONSTRUCTION MILESTONES.HOW DO WE KNOW HOW THAT WORKS?
>> IF I MAY DEFER TO DARCY ON THE ACTUAL PROCESS THAT IT GOES THROUGH BECAUSE THAT'S A REAL SPECIFIC ONE.
I KNOW THERE WERE SOME CHANGES OR SOME LENIENCY THAT WAS GRANTED DURING COVID DUE TO SUPPLY CHAIN ISSUES, BUT I'M NOT SURE WHAT HAPPENED IN THE YEARS PRIOR.
>> BEFORE COVID, OUR RESIDENTS WERE REQUIRED TO COMPLETE THE CONSTRUCTION OF THE HOUSE AND MOVE IN WITHIN A YEAR THAT THEY WERE ENROLLING [BACKGROUND].
DURING COVID BECAUSE OF THE SUPPLY-DEMAND [BACKGROUND].
YOU COULDN'T BUILD A HOME IN WESTLAKE WITHIN [BACKGROUND].
HASN'T EVER BEEN PUT INTO OUR POLICY BEFORE WE REFER TO [BACKGROUND] THAT ALLOWS NON-RESIDENT, THEY'RE NOT LIVING IN WESTLAKE YET.
THE NON-RESIDENTS JUMP AHEAD [BACKGROUND] LOTTERY [BACKGROUND] APPLICANTS.
THOUGH THERE'S SOME QUESTIONS WE WANT [BACKGROUND].
THAT IS UP FOR YOU GUYS TO DECIDE HOW YOU WANT [BACKGROUND].
>> IF IT'S AN ENFORCEABILITY ISSUE OR A CONTESTABLE ISSUE, I'M NOT SURE HOW WE CAN RESOLVE THIS.
BUT FROM A LAYMAN'S PERSPECTIVE, IF ALL IT REQUIRES IS THAT THE BUILD ESTIMATES THAT THEY CAN COMPLETE WITHIN TWO YEARS AND IS SUBJECT TO SOME AGREED MILESTONE IDENTIFIED BY THE TOWN, TO ME, THIS IS QUITE A VAGUE POLICY AND I CAN SEE WHERE THERE COULD BE POTENTIAL FOR ABUSE OR SOMEONE APPLYING ON THE LOTTERY FEELING THIS WAS NOT FAIR BECAUSE SOMEBODY HAS BEEN USING THE SYSTEM.
I'M NOT SURE IF THIS ELEMENT IF IT'S PARTICULARLY CLEAR.
>> ONE MILESTONE WE'VE USED IN THE FASTEST LAB OF THE FOUNDATION BY THE 1ST OF AUGUST, FIRST DAY OF SCHOOL.
WE HAD WORKED WITH PAT, THE OFFICER WHO VERIFIED THAT THAT SLAB HAS BEEN WHAT I DO CHECK WITH HIM.
HE GIVES ME AN UPDATE ON THAT.
I'LL CHECK IN WITH HIM IF I HAVE QUESTIONS AS THERE HAVE BEEN MOVEMENT AS [BACKGROUND] I DON'T KNOW.
BUT AS YOU'VE SEEN ELECTRIC GOING [BACKGROUND] AS YOU'VE SEEN WALLS GOING UP.
I WORK CLOSELY WITH THEM, ESPECIALLY [BACKGROUND] EVERYBODY IS RAMBLING TO GET [BACKGROUND] MOVING FORWARD AND HE GIVES ME UPDATE [BACKGROUND] CHECKING WITH [BACKGROUND].
LET'S GO OUT AND CHECK [BACKGROUND] THERE HAVE BEEN SOME PEOPLE THAT UP TO THE DAY OF SCHOOL [BACKGROUND] I GO BY HIS [BACKGROUND] THEY DO HAVE THIS LAB FOR [OVERLAPPING]
>> WE DON'T HAVE THAT GUIDELINES DOCUMENTED ANYWHERE.
>> I DON'T HAVE DOCUMENTATIONS.
I GO BY BASED ON WHAT PAT TELLS ME.
>> BECAUSE I FEEL LIKE THESE POLICIES MOVED OVER THE YEARS AND I THINK WHEN WE FIRST CAME HERE, IT WAS A REQUIREMENT TO JUST OWN LAND.
>> WHEN I'VE BEEN DOING IT BACK WHEN THE SCHOOL OPENED UNTIL I [BACKGROUND] BACK, IT'S NEVER BEEN [OVERLAPPING] ALWAYS [BACKGROUND] HAD TO BE.
>> AN ACTIVE [OVERLAPPING] BUILDERS PERMIT.
>> BUT BACK IN 2003, I WAS DOING THAT AT THE SAME TIME AND WE DID HAVE A POLICY [BACKGROUND] QUESTION.
>> BUT WE DON'T HAVE THAT AS POLICY NOW?
>> IT IS WE DO SAY THAT YOU HAVE TO HAVE AS OF AUGUST 1ST [BACKGROUND]
[02:05:01]
>> THAT THE FOUNDATION WAS POURED [OVERLAPPING] PRIOR TO AUGUST 1ST FISCAL YEAR.
ONCE THE FOUNDATION IS POURED, THAT'S THE YEAR THEY'RE ELIGIBLE TO START.
>> THEN THEY HAVE TWO YEARS FROM THAT POINT TO COMPLETE [OVERLAPPING]
>> THEN TWO YEARS, BUT THEY HAVE TO SHOW PROGRESSION.
>> BUT THAT PROGRESSION IS NOT DOCUMENTED.
>> IT'S NOT DOCUMENTED AS TO WHAT THOSE EXACT [INAUDIBLE].
>> WOULD IT BE DIFFICULT TO HAVE A STANDARDIZED SCHEDULE OF PROGRESSION?
>> I GUESS THAT I WOULD HAVE TO ASK [INAUDIBLE] ON THAT IS BECAUSE I DON'T KNOW ENOUGH ABOUT THE CONSTRUCTION [OVERLAPPING] WALLS HAVE TO BE UP WITHIN A MONTH. [NOISE]
>> [INAUDIBLE] I'M CURIOUS, HOW WELL DOES THIS PROCESS WORK FOR YOU OVER THE YEARS? IF YOU'VE HAD ANY POSSIBILITY, EXAMPLES, OR INSTANCES WITH ISSUES.
>> IT CAN BE A BIT STRESSFUL AT THE BEGINNING OF THE YEAR WHEN WE HAVE RESIDENTS MOVING IN AT THE LAST-MINUTE DEADLINE.
WE DON'T HAVE STAFF ON THE SIDE TO GO OUT AND BACK.
WE'VE ALWAYS HAD TO RELY ON THE [INAUDIBLE].
IS THIS RESIDENT READY TO MOVE IN OR ARE THEY MOVING FORWARD? WITHOUT THAT ENFORCEMENT SIDE, WE JUST HAVE TO TAKE THE PAPERWORK WITH THE TOWN THAT THERE'S REALLY NOT [INAUDIBLE].
>> I'M SITTING HERE LISTENING. [INAUDIBLE] DO WE THINK WE HAVE A LOT OF RISK AT THIS? WE'RE IN THE FOUNDATION MAKES SENSE, YOU CAN GET IN THAT YEAR.
AFTER THAT, WHAT ARE WE TRYING TO SOLVE FOR? WHAT IS THE RISK HERE?
>> THE RISK BASICALLY IS MAKING SURE THAT MY START AND NOT FINISHING AND STILL TAKING THE PLACE OF SOMEONE WHO'S ON THE [INAUDIBLE].
TAKING THE PLACE OF SOMEONE WHO'S JUMPING IN LINE, TAKING THE PLACE OF SOMEONE ON THE LOTTERY [INAUDIBLE].
>> BUT I GUESS I JUST ASK WHAT IS THE PERCENT OF TIME THAT THAT WOULD HAPPEN IN [OVERLAPPING]
>> AS A FOUNDATION. ARE WE TRYING TO PUT MORE EFFORT IN THIS?
>> WE HAVE HAD IN THE HISTORY, WE'VE HAD SOME PEOPLE THAT HAVE TAKEN ADVANTAGE OF US NOT BEING ABLE TO ENFORCE IT OR NOT HAVING STAFF TO GO OUT.
YOU HAD A QUESTION EARLIER. WHY DO WE REQUIRE UTILITY BILL AND DRIVER'S LICENSE?
>> SOMEBODY ASKED ABOUT WHY DO WE REQUIRE THAT FROM OUR SECONDARY BOUNDARIES.
>> MY QUESTION WAS, WHY DID THEY HAVE TO LIVE IN SECONDARY BOUNDARY?
>> THAT'S BECAUSE OF THE FUNDING ISSUE.
BUT, PART OF THAT IS WE REQUIRE THAT OF OUR PRIMARY RESIDENT TOO BECAUSE THAT'S ALSO A WAY FOR US TO CHECK TO SEE HOW THEY'RE GETTING WATER BILLS.
>> I THINK YOU'RE ASKING WHETHER WE WANT TO APPROVE ITS POLICY.
IT'S A STEP IN THE RIGHT DIRECTION ON SIDE BECAUSE [INAUDIBLE].
FROM MY PERSPECTIVE, I FIND THAT QUITE VAGUE AND SUBJECT TO ABUSE.
DO YOU FEEL COMFORTABLE WITH THE ENFORCEMENT THAT WE CRAFTED? WOULD YOU WANT THIS WORDING TIGHTENED UP IF WE HAVE THIS? BACK WITH SOME PERFORMANCE SCHEDULE OR SOMETHING THAT WAS [INAUDIBLE].
>> I CAN THINK OF EXAMPLES OF WHERE IF YOU POURED A SLABS.
[INAUDIBLE] COURT HAS BEEN SLABS BEEN POURED FOR A LONG TIME.
IT'S NOT IN WESLEY, BUT ITS RAN ON BORDER.
OR THERE'S A PROJECT OVER BY STAGE COACH WHERE THEY POURED SLAB YEARS AGO, AND IT'S BEEN LIKE FOUR OR FIVE YEARS.
WE'RE STARTING A WAVE OF NEW DEVELOPMENTS COMING IN.
>> BUT WHAT I WOULD SAY YOU WOULD CATCH THAT IN YOUR WATER BILLS AND UTILITY BILLS AND STUFF LIKE THAT ON THE RENEWAL, THAT'S YOUR SECONDARY CONTROL.
>> IT WOULD BE GREAT IF THERE WAS A TIMEFRAME.
I WILL TELL YOU WHEN THE PEOPLE HAS TIME TO FOLLOW THAT UP AND GO OUT AND CHECK.
IF THERE'S A WAY TO ENFORCE THAT, THAT'S GREAT.
BUT WE DON'T HAVE THE PEOPLE TO GO OUT AND CHECK THAT AND VERIFY.
WE DON'T HAVE THE STAFF THAT KNOWS HOW TO ACKNOWLEDGE OR CHECK.
[02:10:04]
>> BUT YOU WORK WITH THE TOWN FOR THAT ANYWAYS, FROM WHAT IT SOUNDS LIKE.
THE QUESTION JUST IS WHETHER WE WANT A MORE CLEAR-CUT STANDARDIZED SCHEDULE OF PERFORMANCE AS OPPOSED TO THE WAY IT'S CURRENTLY DRAFTED.
YOU HAVE SLAB POURED TWO YEARS START.
DO YOU WANT TO SEE IT FRAMED BY A CERTAIN DAY? RON, THIS MIGHT BE A BETTER QUESTION TO YOU, YOU UNDERSTAND HOUSE BUILDING?
>> I AM SAYING THAT MAY HAVE TO COME FROM THE COUNCIL.
>> TO YOUR POINT, I DON'T WANT TO BELABOR IT EITHER IF IT'S A LOW-RISK ITEM BECAUSE IT IS ONLY A TWO-YEAR WINDOW OF ABUSE, AND IF THEY'RE NOT COMPLETE, THEN.
>> [INAUDIBLE] CAN YOU PUT A FINE?
>> WE TRACK ALL THE PROGRESS OF PERMITS THROUGH OUR SOFTWARE WE HAVE WHICH WAS THROUGH ALL THE DIFFERENT INSPECTION POINTS.
AFTER THE SLAB GETS POURED, WE'LL DO A FRAMING INSPECTION.
WE START TO INSPECT THE HOME AS IT NEARS COMPLETION.
THERE'S SOME DIGITAL TRACKING OF THAT.
SHE MENTIONED PAT OLIVER AND JUST LET THEM KNOW HOW THINGS ARE GOING.
SOME OF THESE CUSTOM BUILDS, THERE'S ALWAYS CURVE BALLS THAT ARE THROWN.
MAYBE THE CLIENT WANTS TO CHANGE THE DESIGN MIDSTREAM, THE CONTRACTOR COMES OR GOES.
ON SOME OF THESE HOMES, ESPECIALLY THE LARGER, MORE COMPLEX ONES, IT MAY TAKE A LONG TIME JUST BECAUSE OF ALL THE DIFFERENT CHANGES AND THINGS LIKE THAT IN THE CONSTRUCTION.
I WOULD SAY ON A CASE-BY-CASE BASIS IS SOMETHING WE MIGHT WANT TO LOOK AT.
BUT IN TERMS OF JUST STANDARD INSPECTION CHECKPOINTS, WE'VE GOT THOSE THAT WE DO THROUGH OUR SOFTWARE AND THROUGH OUR PROCESS AND PROCEDURE.
ALSO IF A PROJECT IS ABANDONED, THOSE PERMITS AUTOMATICALLY EXPIRE AFTER SIX MONTHS.
IF A PROJECT DOES GET ABANDONED, LET'S SAY A SLAB GETS POURED AND IT GOES AWAY, THAT IS SOMETHING WHERE WE WOULD REQUIRE IF IT'S NOT ANOTHER CONTRACTOR THAT COMES IN OR THE SIDE HAS JUST BEEN COMPLETELY ABANDONED, THEY'VE GOT TO BUST UP THE SLAB AND RETURN THE PROPERTY BACK TO ITS ORIGINAL CONDITION.
>> ISN'T THAT THE TEST RIGHT THERE? ISN'T THAT THE ANSWER? DID YOU GIVE HER THAT INFORMATION?
TERMS OF JUST MAKING SURE NOTHING STOPS.
>> THE CHECK ON THAT TOO WOULD BE THE FOLLOWING YEAR.
THEY WOULDN'T HAVE THE WATER BILL.
>> WATER BILL. YEAH, I THINK YOU'VE GOT IT.
>> LICENSED [INAUDIBLE] IN THE FOLLOWING YEAR.
GENERALLY A POLICY SOMEONE DAVE'S, WESTLAKE, THEIR CHILDREN GET TO STAY FOR THE [INAUDIBLE].
>> WOULD THIS BE LEGALLY CONTESTABLE POSSIBLY?
>> IS THAT JUST A DRAFTING EXERCISE? CAN WE TIGHTEN UP THE LANGUAGE?
>> I THINK WE CAN APPROVE FOR NOW AND THEN WE CAN CLEAN IT UP.
>> WE'LL PUT SOME LITTLE MORE EFFORT IN AND CLEAN UP THE LITTLE PARAGRAPH ON THIS.
>> THEN I THINK THAT'S A GOOD IDEA.
>> TELL ME WHAT YOU THINK. AGREE. HEY, A MOTION TO APPROVE.
>> I'LL MAKE A MOTION TO APPROVE.
>> MOTION CARRIES. THANKS. MOVE ON TO WESTLAKE RESOLUTION 2309,
[I.2. Consider approving WA Resolution 23-09 amending the Admission Policy 1.02 at Westlake Academy; and take appropriate action]
CONCERNING IMPROVING WESTLAKE ACADEMY RESOLUTION 2309 AND ENDING THE ADMISSION POLICY 1-02 AT WESTLAKE ACADEMY.>> THE ADMISSIONS POLICY IS AGAIN HERE FOR YOU TO APPROVE OR TO CONSIDER APPROVING THE PURPOSE OF THE EMISSION POLICY IS TO ENSURE THAT LOTTERY APPLICANTS FOR AT THE ACADEMY ARE ACCEPTED INTO A TIMELINE THAT'S BEEN PRESENTED.
NEXT WOULD BE THE PURPOSE OF RE-ENROLMENT AND WHAT WE'RE DOING IN THAT PROCESS TO ENSURE THAT STUDENTS INTO THE ACADEMY AND THE SUBSEQUENT SCHOOL YEAR.
THEN THERE'S THE LANGUAGE ABOUT THE PRIMARY AND SECONDARY BOUNDARIES AND HOW THOSE STUDENTS ARE MAKE APPLICATION TO THE ACADEMY.
THE PURPOSE OF THE REVISION OF THIS POLICY WAS SPECIFICALLY BEHIND HOW SOON WE BEGAN THE PROCESS OF OFFERING SEATS TO OUR TO OUR PROSPECTIVE STUDENTS IN THE ACADEMY.
CURRENTLY, WE WAIT TILL AUGUST 1ST TO BEGIN THE PROCESS OF OFFERING SEATS TO LOTTERY APPLICANTS.
WHICH IS BEYOND THE POINT OF, AS YOU CAN UNDERSTAND, THAT SCRAMBLE THAT HAPPENS AT THE BEGINNING OF THE YEAR.
WHAT WE'RE INTENDING TO DO IS MOVE THAT PROCESS UP BY ABOUT FOUR MONTHS SO THAT WE BEGIN THE PROCESS IN APRIL.
SO THAT OVER THE SUMMER AS CHANGES ARE HAPPENING IS IT'S ONE-OFFS AS OPPOSED TO TRYING TO GET 100 OR SO STUDENTS INTO THE ACADEMY AT THE BEGINNING OF EVERY SCHOOL YEAR.
THE INTENT OF THIS IS REALLY ABOUT STREAMLINING
[02:15:02]
THE PROCESS IN TERMS OF WHEN WE MAKE OFFERS TO FAMILIES, BUT ALSO CONTINUING TO FOLLOW THE PROCESS THAT WE CURRENTLY HAVE IN PLACE IN TERMS OF APPLICATIONS, OPENING AT A CERTAIN TIME AND CLOSING AT A TIME, AND ALSO CONTINUE WITH THE PROCESS OF [INAUDIBLE].>> DR. WILSON, I WAS AND I COULD BE DEAD WRONG HERE.
I WAS UNDER THE ASSUMPTION WE WAITED TO THE LAST SECOND BECAUSE WE WERE WONDERING WHO IS COMING BACK, HOW MANY SEATS WE HAD TO FILL THE FEEL COMFORTABLE LIKE THAT.
WE HAVE THOSE PROJECTIONS IN PRETTY GOOD SHAPE THAT YOU CAN OFFER THIS EARLIER NOW?
>> CORRECT. BECAUSE IN THE PROCESS, IT DOES STATE THAT WE DO INTEND TO RETURNS AND THOSE ARE HAPPENING ACTUALLY EARLY IN THE SPRING SEMESTER OR JUST AFTER WE RETURN FROM WINTER BREAK.
WE KNOW AN ESTIMATE OF WHO'S RETURNING IN THE NEXT.
>> WELL, I WILL SAY THAT WE HAVE AN INTENT TO RETURN.
AS I SPOKE ABOUT EARLIER, THERE ARE ABOUT I THINK IT'S AN ON AVERAGE ABOUT 50 STUDENTS THAT LEAVE THE ACADEMY EVERY SUMMER.
FOLKS WILL SAY, YES, I'M RETURNING.
BUT THEN SOMEWHERE BETWEEN THE SUMMER MONTHS, THEY WILL EXIT THE ACADEMY, WHICH THEN LEADS US TO FILLING THE OPEN SPACES PLUS THOSE SPACES THAT WERE ALREADY WOULD HAVE BEEN PROVIDED FOR.
HOW DO WE MAKE THIS ONE A BETTER PROCESS IN TERMS OF HOW DO WE PROVIDE CUSTOMER SERVICE TO OUR CURRENT FAMILIES AND THEN ALSO THE SERVICE THAT WE'RE PROVIDING TO PERSPECTIVE?
>> THAT'S VERY HELPFUL TO KNOW.
I DID NOT KNOW THAT 50 OF THE INTENT TO RETURNS NEVER ACTUALLY RETURN.
[INAUDIBLE] KNOW JUST FOR THE SAKE OF CONVERSATION.
THE OTHER REASON WHY WE WAITED TILL AUGUST, I THINK HISTORICALLY WAS BECAUSE WE WANTED TO MAKE SURE THAT ANYBODY MOVING TO WESTLAKE AND LANDING IN AUGUST AND WALKING UP WOULD HAVE SPACE.
WHAT ARE YOUR THOUGHTS ON THAT?
>> HOME THAT WAS ALREADY BUILT.
>> I THINK THAT'S A GREAT QUESTION BECAUSE HISTORICALLY WE'VE HAD VERY FEW SEATS OR CLASSES OVERFILLED BECAUSE OF RESIDENTS MOVING INTO WESTLAKE.
I THINK WHAT WE'VE BEEN WAITING FOR IS THE THING THAT HAS NEVER REALLY HAPPENED.
I THINK I MAY BE WRONG A LITTLE BIT ON THAT.
>> I ALREADY HAVE EVERY YEAR ON JANUARY, FEBRUARY, CONTACTED DELEGATES, CONTACTED BY COMING WESTLAKE.
I ALREADY HAVE A LIST OF ABOUT 514 RESIDENTS CONTACTED.
>> ABOUT COMING IN AT THEIR STUDENTS.
THEY CONTACT ME ON A REGULAR BASIS.
I AM YET, SO BEEKEEPER RUNNING BY AUGUST, THAT'LL PROBABLY BE UP AROUND.
THEY WILL BE PART OF [INAUDIBLE].
>> IT SOUNDS LIKE THE REALLY GOOD AT COMMUNICATING WITH YOU.
>> YES, THEY DO. THEY REACH OUT RIGHT AWAY.
WE WILL CONSIDER THEM EARLY ON THAT PROCESS.
>> YEAH, I JUST HAVE A COUPLE OF QUESTIONS.
ON THE FIRST PAGE IT TALKS ABOUT THE RE-ENROLLMENT PROCESS AND IT SAYS THAT ONE OF THEM IS WHERE CURRENTLY ENROLLED STUDENT WHO OBTAINED ADMISSION IS THE CHILD OF A FULL-TIME WESTLAKE RETAINS THE RIGHT TO READ ENROLLMENT ONLY IF THE STUDENT PARENT CONTINUES TO BE EMPLOYED.
GIVEN THIS AS A RE-ENROLLMENT ISSUE, I ASSUME IF A PERSON IS NO LONGER EMPLOYED, THE CHILD CAN COMPLETE THIS SCHOOL YEAR BUT JUST CANNOT RE-ENROLL. IS THAT?
>> THERE HAS BEEN SOME AMBIGUITY ON THAT POINT.
YOU ALSO MENTIONED THE DREADED WESTLAKE RESIDENT LOTTERY IN THE POLICY, [LAUGHTER] I ASSUME THAT WOULD JUST FOLLOW THE SAME STANDARD FORMAT THAT THE SECONDARY BOUNDARY LOTTERY, SAME THING.
>> IF WE HAD ONE. LET'S MAKE THAT CLEAR.
>> RIGHT. IF WE HAD ONE, SO HOW CLOSE ARE WE? SO 60 STUDENTS.
ASSUME ALL 60 OF THOSE STUDENTS WERE GOING INTO KINDERGARTEN, THEN WE WOULD HAVE A TRUE ISSUE GOING INTO THIS COMING SCHOOL YEAR FOR THOSE STUDENTS GOING TO KINDERGARTEN, BECAUSE RIGHT NOW WE'RE ONLY FILLING ABOUT ANYWHERE 48-54 SEATS IN KINDERGARTEN EACH SCHOOL YEAR.
A LOTTERY WOULD HAVE TO BE RUN IN ORDER FOR US TO DETERMINE WHO ACTUALLY DISSOCIATES.
>> ON THE SECONDARY BOUNDARY APPLICANTS, IT SAYS THEY RANDOMLY DRAWN THROUGH AN ANNUAL LOTTERY.
I ASSUME THAT'S RANDOMIZED EVERY YEAR.
IF YOU'RE ON THE LOTTERY FOR TWO OR THREE YEARS, THAT DOES NOT GIVE YOU A PRIORITY? THIS EDITION OF THE ORDER OF OFFER OF ENROLLMENT WHERE YOU'RE SHOWING THE PRIORITIES IS A FANTASTIC.
IT'S SO MUCH CLEARER THAN OUR POLICIES.
[02:20:01]
I THINK MY LAST QUESTION IS, TOWARDS THE END IT SAYS, UPON AN OFFER OF ENROLLMENT, STUDENTS MUST PROVIDE RECORDS DEMONSTRATING THEY HAVE MET STANDARDS FOR ENTRY INTO THE GRADE FOR WHICH THEY HAVE APPLIED IN YET, WE CANNOT SHOW BIAS.HOW DOES THAT WORK? WHAT DOES THAT MEAN?
>> IF YOU'RE APPLYING FOR SIXTH GRADE OR BETTER, SO IF YOU'RE APPLYING FOR NINTH GRADE, THERE'S SOME NINTH GRADE REQUIREMENTS THAT YOU HAVE TO HAVE HAD IN ORDER TO BE CONSIDERED A NINTH GRADER IF YOU DID NOT FULFILL ALL OF THOSE REQUIREMENTS, THE ACADEMY HAS THE DISCRETION TO DISENROL THAT STUDENT BECAUSE THEY DID NOT FULFILL THE REQUIREMENTS FOR NINTH GRADE.
>> BUT YOU'RE NOT TALKING ABOUT AN ACADEMIC REQUIREMENT.
>> CARNEGIE CREDITS EARNED DURING THAT PERIOD OF TIME OR A COMPLETION OF THE EIGHTH GRADE.
THEY COULD HAVE FAILED THE EIGHTH GRADE, APPLY FOR NINTH GRADER.
>> YOU'RE CHECKING THAT THROUGH TRANSCRIPTS EACH YEAR.
>> WHEN WE SAY WE CANNOT DISCRIMINATE BASED ON ACADEMICS, THAT'S STILL AN ACCEPTABLE PROCEDURE?
>> YES. I THINK THAT IT IS NOT NECESSARILY CONSIDERED DISCRIMINATORY.
I THINK WHEN WE'RE TALKING ABOUT IN TERMS OF DISCRIMINATING BASED ON ACADEMICS, IS THAT IF YOU ARE IN THE SECOND PERCENTILE IN YOUR CLASS OR YOU'RE IN THE 98TH PERCENTILE OF YOUR CLASS, WE'RE NOT GOING TO SAY YES TO YOU, BUT NO TO THE OTHER.
>> CAN A MOTION TO APPROVE? FIRST?
>> MOVING ON NEXT TO RESOLUTION 2321 CONSTRAINT IMPROVING RESOLUTION 2321,
[I.3. Consider approving Resolution 23-21 authorizing the Mayor to amend the agreement between the Town of Westlake and Steele & Freeman for the guaranteed maximum price (GMP) of $1,087,968.00 to $1,236,844.00 to make improvements to the downstairs public restrooms in the Gym building and authorize town staff to make funding changes not to exceed $25,000.00 on this project; and take appropriate action]
AUTHORIZING THE MAYOR, ME TO AMEND [LAUGHTER] [OVERLAPPING] THE AGREEMENT BETWEEN THE TUNNEL WESTLAKE AND STEEL AND FREEMAN, THE GUARANTEED MAXIMUM PRICE OF $1,087,960-$1,236,844 TO MAKE IMPROVEMENTS TO DOWNSTAIRS, PUBLIC BATHROOMS IN THE GYM BUILDING AND AUTHORIZED TOWNS TO HAVE TO MAKE CHANGES NOT TO EXCEED 25,000 FOR THIS PROJECT.>> COUNCIL, MAYOR. FAR IN BATHROOM DOWNSTAIRS.
THE SCHOOL ASKED ME, SEE, THEY'RE PRETTY OUTDATED, ESPECIALLY IF WE'RE GOING TO IMPROVE THE SCHOOL ALL THE NEW RENOVATIONS DOESN'T MAKE SENSE TO HAVE IT DOWNSTAIRS BATHROOM THAT'S VERY CLEARLY OUTDATED.
THIS IS WHAT THE UPDATED VIEW IS GOING TO LOOK LIKE WITH POLICY OR WITH THE GUARANTEED MAXIMUM PRICE.
I'M SURE YOU GUYS ARE ALL VERY FAMILIAR WITH THE SCOPE OF THE PROJECT.
STARTING SECOND WEEK OF MAY DEMOLITION AND A LOCKER ROOMS MOVING THROUGHOUT THE SUMMER TO BE BY AUGUST.
ESSENTIALLY, WHAT WE'RE VOTING ON HERE IS TO AMEND THE GUARANTEED MAXIMUM PRICE BY $148,000.
I'LL MAKE THE NEW MAXIMUM PRICE, WHICH IS ROUGHLY ABOUT 1.2 MILLION FOR THE RENOVATION OF DOWNSTAIRS BATHROOMS.
>> [NOISE] THE RENOVATION ITSELF, IT'S ORIGINAL TO THE SCHOOL.
IS THAT WHAT IS IT FOR THIS FOR THIS BUILDING AND ALL THE BATHROOM STALLS AND ALL THOSE THINGS?
>> YES. [NOISE] ANY QUESTIONS ON THIS? WE'RE ALREADY DOING THE GYM ITSELF ALREADY.
>> BUT JUST TO JUST TO CLARIFY, THIS INCREASE IS BEING ASKED TO BE PAID BY THE TOWN.
>> WE HAVE MONEY. WHAT'S A CAPITAL FUND FOR THIS? IT'S BASICALLY IF WE'RE DOING THE WORK UP TOP, WE MEASURE JUST TO COMPLETE THIS LAST THING.
ARE THERE ANY QUESTIONS? ANY ISSUES?
>> I'LL MAKE A MOTION TO APPROVE.
>> MOTION CARRIES. THANK YOU VERY MUCH, OLIVER.
WE'RE GOING TO MOVE TO CLOSE EXECUTIVE SESSION.
[J. CLOSED EXECUTIVE SESSION]
THANKS FOR ATTENDING HERE.* This transcript was compiled from uncorrected Closed Captioning.