TOWN STAFF REPORT RECOMMENDATIONS
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Discuss, consider and act to approve Resolution 25-01 amending the established dates for Regular Meetings of the Town Council | Board of Trustees through September 30, 2025 (Town Manager Wade Carroll)
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STAFF: Wade Carroll, Town Manager
BACKGROUND:
The Town Council/Board of Directors is charged with the development and implementation of a meeting calendar that clearly defines public meeting dates for the Westlake Town Council and the Westlake Academy Board of Directors. The adoption of the calendar by resolution is required by Sec. 22.038 MEETINGS of the Texas Local Government Code stating in section (a), “The governing body of the municipality shall meet at the time and place determined by a resolution adopted by the governing body.”
DISCUSSION:
Through discussion with Council/Board members and staff at both the Town of Westlake and the Westlake Academy, the group has determined that moving to a single meeting per month would be beneficial for all involved. The Town of Westlake and Westlake Academy staff feel that the additional time between meetings will improve the level of preparation and the materials required to ensure that the Council/Board have the information necessary to make a well-informed decision on items brought before them. The shortened schedule will also allow those Council/Board members to better control their own schedules and make participation in all meetings easier to manage. Staff has created two calendars for the Council’s review. The first shows meeting dates continuing Mondays but moves the majority of the meetings to the third (3rd) Monday of the month. The Planning and Zoning Commission meets during the first week of the month and therefore staff needs to ensure that we have time to turn materials around and prepare Council for decisions on zoning issues. The second calendar moves the meeting to the third (3rd) Tuesday of the month. The Town Manager and Head of School would like to request that the meetings move to a Tuesday. This accomplishes two things, one that the staff has time to cover the materials with Council before the meeting through phone calls and emails and two, removes the need for changing meeting dates due to the 4 holidays that fall on Mondays each year.
The new calendar can begin either in April or if Council would prefer, we could start the one meeting per month schedule in March. However, the third week of March is spring break for the Academy. Staff requests that if that is preferred, the original meeting date of March 24 is upheld.
Council can agree upon one of the calendars presented or can ask staff to develop another calendar for their review that better meets their needs.
FISCAL IMPACT:
There is no fiscal impact as a result of changing the meeting dates.
STAFF RECOMMENDATION:
Staff recommends approving Resolution 25-01 moving Town Council/Board of Trustees meetings to a once a month meeting schedule on the third (3rd) Tuesday of each month as outlined in the calendar presented.
ATTACHMENT(S):
2 TC BOT Meeting Calendar Options
Current TC BOT FY 24 25 Meeting Calendar
Resolution 25-01
TOWN COUNCIL ACTION/OPTIONS:
1) Motion to approve
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny