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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 13 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' ❑■ http://www.westlake-tx.org/agendas/wsm03O9O4.htm 4/9/2004