Loading...
HomeMy WebLinkAbout05-14-04 TC MinMinutes of the Board of Aldermen meeting TOWN OF WESTLAKE, TEXAS MINUTES OF THE SPECIAL MEETING OF THE BOARD OF ALDERMEN May 17, 2004 Present: Scott Bradley, Mayor Fred Held, Mayor Pro Tem Buddy Brown, Member Bill Frey, Member Don Redding, Member Larry Sparrow, Member Trent Petty, Town Manager Stan Lowry, Town Attorney Debbie Piper, Finance Director Ginger Crosswy, Town Secretary Absent: No one. Page 1 of 2 Mayor Bradley called the meeting to order at 4:06 p.m. by announcing a quorum of all Aldermen. Also present were Rick Rennhack, Steve Yetts, Melissa S_ircar and Rena Hardeman, all members of the Westlake Academy Foundation Board of Directors. Mayor Bradley welcomed everyone stating that this meeting was planned to be a new beginning that would carry the activities of the Foundation Board forward in its mission to raise money for the Academy. Mayor Bradley then turned the meeting over to Mr. Petty. Mr. Petty explained that this meeting was being held to start from scratch and gather different perspectives from everyone involved. He went through the documents that were before everyone, which were the Articles of Incorporation, the Amended Bylaws, the Mission and Goals Statement and the Job Profile for the Executive Director of the Westlake Academy Foundation (WAF). Mr. Petty told the assembly that Carolyn Sims will be a new employee of the Town and one of her duties will be to serve as Executive Director of the WAF. He stated that this position is intended to provide administrative support for the WAF Board. In this capacity Ms. Sims will develop and maintain a database of potential donors. Mr. Petty told everyone that the amendments made to the Bylaws were necessary due to the questions the IRS was asking as they reviewed the WAF's application to become a 501(c)3 corporation. He introduced Debbie Piper, the Town's Finance Director, as the new Treasurer for the WAF and stated that she would be conducting an audit of the WAF's finances. This audit will be included in the Town's audit in the future. He stated that the Treasurer's position must be held by an employee of the Town and this is information the Board of Aldermen, serving as the School Board, had learned at their training session. He asked everyone present to take the Mission and Goals statement and get any suggested edits back to him so it can be formally adopted by the Board of Aldermen. He assured the WAF Board that in spite of any rumors that are circulating, the Board of Aldermen has no intention of dissolving the WAF Board. Vanessa Van Trease, a member of the WAF Board, arrived at this time. Mr. Petty then opened the meeting for discussion and questions. Ms. Sircar asked if the mention of a "Teacher Endowment Fund" would include help given to teachers to further their education. She stated some of the teachers have asked about this. Mayor Bradley stated that this Board is very supportive of higher education and would be looking at avenues for helping with this http://www.westlake-tx.org/agendas/am05l7O4.htm 6/25/2004 Minutes of the Board of Aldermen meeting Page 2 of 2 issue. He stated that it is very important that every teacher receive continuing I B training. Mr. Yetts asked what the money being requested from outside donors will be used for and who will make the decision as to the priorities? After much discussion it was stated by Mr. Petty that the Head of School would put together a list of priorities and with the WAF's agreement that would be where the money would be used unless the gift was restricted. There was a lengthy discussion as to the roles of the Foundation and the House of Commons (HOC) with the conclusion being that the HOC targets the community building activities and the Foundation primarily concentrates on raising money from corporations and philanthropic organizations. Mr. Petty stated that the overlapping issues would be considered on a case by case basis. It was explained that the HOC would operate its functions to break even with any profit being considered as a bonus. The HOC should not solicit funds where the WAF is directed to solicit donations. Alderman Sparrow stated that the goals on the Mission and Goals Statement needed to be quantified. It was stated that the Academy needs a 5 year plan so that financial needs can be determined. There was a lengthy discussion as to the annual fund raising events that the WAF should hold. It was determined that the WAF Board would develop a business plan that includes the fund raising events for the Board of Aldermen to consider. Mr. Petty stated that the Board of Aldermen would be filling the vacancies and appointing officers on the WAF Board at their first meeting in June. He asked the WAF Board to put numbers on the goals statement for the Board of Aldermen to look at and adopt. It was stated that Mr. Petty had asked the WAF Board to raise $200,000.00 this first year, but Fidelity had been asked to donate $250,000.00. Mr. Petty asked if anyone knew what the additional $50,000.00 was intended for. Ms. Hardeman said this was to be used to repay the $25,000.00 the Town had loaned the WAF and the other $25,000.00 was intended to be working capital to continue the activities of the WAF. Mr. Petty told the assembly that any time the staff receives a lead on a donor a letter is written to pursue this avenue. It was asked when the 501(c)3 designation would be obtained? Mayor Bradley answered that it was impossible to know with certainty. Mr. Petty stated that Ms. Sims would determine who the WAF Board should approach to solicit funds. Mayor Bradley stated that hopefully this Board would have a lot of success in raising funds to help the Academy. He then adjourned the meeting at 5:30 p.m. Approved by the Board of Aldermen on June 14, 2004. Scott Br ley, Mayor ATTEST: d7n--ge0CrosswY, Town Se&etary X http:/Jwww.westlake-tx.org/agendas/am05l7O4.htm 6/25/2004