HomeMy WebLinkAbout03-09-04 TC MinMinutes of the Board of Aldermen meeting
TOWN OF WESTLAKE, TEXAS
MINUTES OF THE WORKSHOP OF THE
BOARD OF ALDERMEN
AND THE
WESTLAKE FOUNDATION BOARD
March 9, 2004
Present: Scott Bradley, Mayor
Fred Held, Mayor Pro Tem
Bill Frey, Alderman
Don Redding, Alderman
Trent Petty, Town Manager
Ginger Crosswy, Town Secretary
Michelle Corson, Foundation Chairperson
Juan Fontanes, Member
Rena Hardeman, Member
Melissa Sircar, Member
Vanessa Van Trease, Member
Steve Yetts, Member
Pat Fleming, Foundation Secretary
Absent: Buddy Brown, Alderman
Larry Sparrow, Alderman
Page 1 of 2
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Item #1: Mayor Bradley called the workshop to order at 9:05 a.m. by announcing a quorum, consisting
of three Aldermen.
Item 42: Discuss Westlake Academy Foundation projects for 2004. Chairperson Corson spoke giving
the timeline and background of the Foundation and the projects that had been completed and the projects
that were in the planning stages. Ms. Corson started by circulating the documents attached to these
minutes. Ms. Rena Hardeman circulated a mock up of the invitation for the proposed Gala. Ms. Corson
announced that the Foundation Board had met recently and had voted to postpone the Gala until next
year because a full year of planning is needed. She indicated that the planning that had already taken
place, including the mock up of the invitation, could still be used. In addition, she announced that the
Style Show that was being planned in conjunction with Meals On Wheels has been cancelled because it
would take too much work for the meager funds it would raise. After a lengthy discussion of the
Foundation's projected events, the Board of Aldermen gave the following suggestions regarding the
following projects:
The Board of Aldermen agreed with the Foundation's decision to postpone the Gala for a year. The
Board of Aldermen would like to approve the budget and plans for the event before any plans are
finalized.
The Board of Aldermen approved the Foundation's decision to cancel the Style Show. The Board of
Aldermen and the Foundation thought it would be appropriate to check with the House of Commons to
see if they would like to continue with this project, as the event will be very labor intensive with little
potential to raise significant funds.
http://www.westlake-tx.org/agendas/Wsm03O9O4.htm 4/9/2004
Minutes of the Board of Aldermen meeting
Page 2 of 2
The Board of Aldermen concurred with the Foundation's opinion that Merchandise Sales should
continue to be performed by the Foundation and with feedback from the Town Manager.
The Board of Aldermen felt that the capital campaign should be continued with corporate sponsors,
charitable foundations and high net worth individuals, but the Foundation should avoid aggressive
individual solicitation from the school population at this point. Communications with the school parents
should flow through the school administration. It was suggested that Mr. Petty should rough draft a
letter for the School Board to send out to the parents of the children in the Academy explaining the role
of the Foundation and the needs of the school over the next year.
The Board of Aldermen declared that the Gallery Day event had been a huge success last year and
encouraged the Foundation to continue it for next year.
Mayor Bradley told the Foundation Board that it was just recently learned that since the Foundation is
an instrumentality of the Town, all funds for the school must be handled in the same manner as all other
Town finances and that the Foundation and the House of Commons or any other agency of the Town
which spent or received money would have to be subject to Town finance and accounting standards and
reporting. The Town will have to write all checks, approve all expenditures and make all deposits and be
certain that the accounts are always separated and auditable and that there is no co -mingling of funds
between these accounts and the Town's operating accounts. Chairperson Corson stated that she would
work with Ms. Piper, the Town's Finance Director, to accomplish this.
Chairperson Corson mentioned that she had talked to Allen Moon about the 501(c)3 application and
stated that Mr. Moon had informed her that if the bylaws were changed the status of the 501(c)3
application could be delayed or have to be resubmitted. Mayor Bradley stated that he would visit with
Mr. Moon about this issue.
Item #3: The workshop was adjourned at 11:45 a.m.
Approved by the Board of Aldermen on March 22, 2004.
C�.CG
Scott Bradley, Mayor
ATTEST:
— A - ('A AnV�S-N, - -
nge rosswy, Town Sec tart'
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http://www.westlake-tx.org/agendas/wsm03O9O4.htm 4/9/2004