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Home My WebLink About08-06-15 TSHA Agenda Packet �� 7��.� V� �AJ��S '.1 �S.�d� AGENDA BOARD OF DIRECTORS OF THE TEXAS STUDENT HOUSING AUTHORITY (AN INSTRUMENTALITY OF THE TOWN OF WESTLAKE) August 6, 2015 6:00 PM 3 VILLAGE CIRCLE 2nd FLOOR� COUNCIL CHAMBERS WESTLAKE, TEXAS 76262 1. CALL TO ORDER 2. REVIEW AND APPROVE MINUTES FOR THE MEETING ON JULY 21, 2015. 3. DISCUSS AND CONSIDER AN APPOINTMENT OF A NEW BOARD MEMBER. 4. DISCUSS AND CONSIDER THE 706 DESCRIPTION AND ADVERTISEMENT OF THE EXECUTIVE DIRECTOR POSITION. 5. ADJOURN ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMI7TED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, Westlake, Texas, on July 31, 2015, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. Kelly Edwards, Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. Pagelofl 8. ADJOURN ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, Westlake, Texas, on July 31, 2015, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. Kelly Edwards, Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. Page2of2 �� 7��.� V� �AJ��S '.1 �S.�d� AGENDA BOARD OF DIRECTORS OF THE TEXAS STUDENT HOUSING AUTHORITY (AN INSTRUMENTALITY OF THE TOWN OF WESTLAKE) August 6, 2015 6:00 PM 3 VILLAGE CIRCLE 2nd FLOOR� COUNCIL CHAMBERS WESTLAKE, TEXAS 76262 AMENDED ADDING EXECUTIVE SESSION 1. CALL TO ORDER 2. REVIEW AND APPROVE MINUTES FOR THE MEETING ON JULY 21, 2015. 3. DISCUSS AND CONSIDER AN APPOINTMENT OF A NEW BOARD MEMBER. 4. DISCUSS AND CONSIDER THE 70B DESCRIPTION AND ADVERTISEMENT OF THE EXECUTIVE DIRECTOR POSITION. 5. EXECUTIVE SESSION The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.074(a)(1): Deliberation Regarding Personnel Matters —to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Executive Director 6. RECONVENE MEETING 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. Page 1 of 2 �� 7��.� V� �AJ��S '.1 �S.�d� AGENDA BOARD OF DIRECTORS OF THE TEXAS STUDENT HOUSING AUTHORITY (AN INSTRUMENTALITY OF THE TOWN OF WESTLAKE) August 6, 2015 6:00 PM 3 VILLAGE CIRCLE 2nd FLOOR� COUNCIL CHAMBERS WESTLAKE, TEXAS 76262 AMENDED ADDING EXECUTIVE SESSION 1. CALL TO ORDER 2. REVIEW AND APPROVE MINUTES FOR THE MEETING ON JULY 21, 2015. 3. DISCUSS AND CONSIDER AN APPOINTMENT OF A NEW BOARD MEMBER. 4. DISCUSS AND CONSIDER THE 70B DESCRIPTION AND ADVERTISEMENT OF THE EXECUTIVE DIRECTOR POSITION. 5. EXECUTIVE SESSION The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.074(a)(1): Deliberation Regarding Personnel Matters —to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Executive Director 6. RECONVENE MEETING 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. Page 1 of 2 8. ADJOURN ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, Westlake, Texas, on July 31, 2015, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. Kelly Edwards, Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. Page2of2 �� MINUTES OF THE BOARD OF DIRECTORS OF THE TEXAS STUDENT HOUSING AUTHORITY (AN INSTRUMENTALITY OF THE TOWN OF WESTLAKE) 7uly 21, 2015 PRESENT: President ]im Carter, Directors, Scott Bradley, and Tracy Schornack. ABSENT: Gregg Malone OTHERS PRESENT: Executive Director Pete Ehrenberg and Secretary Kelly Edwards. 1. CALL TO ORDER President Carter called the meeting to order at 6:16 p.m. 2. REVIEW AND APPROVE MINUTES FOR THE MEETING ON JUNE 23, 2015. MOTION: Director Schornack made a motion to approve the minutes. Director Bradley seconded the motion. The motion carried by a vote of 3-0. 3. DISCUSS AND CONSIDER AN APPOINTMENT OF A NEW BOARD MEMBER. Director Bradley recommended Byant Fisher. Director Bradley will ask Mr. Fisher to email the Board Secretary for an application. No action taken. TSHA Min 07/21/15 Page 1 of 3 4. DISCUSS AND CONSIDER APPROVAL OF AN AMENDMENT TO THE CAMBRIDGE ANNUAL BUDGET FOR FY 2015-2016. Director Ehrenberg provided an overview of the discussions with the Asset Management and the Bond Holders. Discussion ensued regarding the saturation of the housing market in College Station, increasing the Engineering School, lowered Asset Management fee, occupancy rate, No action taken. Measures to increase the occupancy rate have been taken. 5. DISCUSS AND CONSIDER NAMING A SCHOLARSHIP IN MEMORY OF MRS. BRIZUELA. Director Bradley provided information regarding Mrs. Brizuela's roll serving the community as founding Head of School of Westlake Academy. Mrs. Brizuela also secured all three International Baccalaureate Organization Programmes. Discussion ensued regarding the length of the scholarship, and the number of years. MOTION: Director Bradley made a motion to approve Resolution 2015- 01, Naming a Scholarship in Memory of Mrs. Barbara Lilly Brizuela. Director Schornack seconded the motion. The motion carried by a vote of 3-0. 6. EXECUTIVE SESSION The Board convened into executive session at 6:52 p.m. The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.074(a)(1): Deliberation Regarding Personnel Matters —to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: Executive Director 7. RECONVENE MEETING President Carter reconvened the meeting at 7:14 p.m. 8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. No action taken. TSHA Min 07/21/15 Page2of3 9. EXECUTIVE DIRECTORS REPORT Executive Director Ehrenberg provided an update the promotion of the program with the local ISDs regarding information on their respective website, information that will be included in Simply Westlake, Westlake Wire, and the WA Communique in October and December. 10. ADJOURN President Carter asked for a motion to adjourn. MOTION: Director Bradley made a motion to adjourn the meeting. Director Schornack seconded the motion. The motion carried by a vote of 3-0. There being no further business before the board, President Carter declared the meeting adjourned at 7:24 p.m. THE TEXAS STUDENT HOUSING AUTHORITY BOARD OF DIRECTORS ON AUGUST 6, 2015. ATTEST Jim Carter, President Kelly Edwards, Secretary TSHA Min 07/21/15 Page3of3 Texas Student Housin Authorit g Y Item # 3 3. DISCUSS AND CONSIDER AN APPOINTMENT OF A NEW BOARD MEMBER. Mr. Mark Harrow applied for a board position referred by Board Member Schornack. Application is attached for your review. �,��w�� APPLICATICJN FOR APPOINTMENT {f ` � This app(ication and its contents is a Pubtic Record � � � Town of Westlake * 3 Vitlage Circle, Suite 202 * Westlake Tx 76262 �� Tel: (817} 430-0941 �` Fax (817) 430-1812 www.westlake-tx.org Email:townhall�a westlake-tx.org ' • � • • • � • • . • • • � Economic Development Corporation � Historical Preservation Society � Planning and Zoning Commission � Texas Student Housing Authority � Tree City USA Advisory Committee � Public Art Society of Westiake � Westlake Academy Foundation Board � Other: � • • . • Applicant's Name: Mar�HarroW Address: City, State, Zlp: Southlake, Texas 76092 How Long Have You Lived At This Address? 1 yr,�have lived in Southlake for 94 years. Email Address: Home Phone#: Fax#: Work Phone#: Celi#: — Occupation, EXP@f12ttC@/D@gf8@S I18ICI: Executive Management/BS Double Degree in ComputerScience and Psychology W hy do you want to serve on this committee? I am interested in helping fhe local community and like the idea of the board helping students achieve theirlife goa/s through housing assistance Do you have any political conflicts of interest? n�o Do you have any related experience? O»!y executive,P&L,marketing,and sales experience but within the Tech industry. i also have marketing experience with Carter 8/ood Care as a volunteer. What do you feel you have to offer this committee? Financrai management and marketing skif/s as weil as experience buiiding relationships with entities that can assist the authorities cause. Signature of Applicant: — �,.-, --- Dated: 07/28/2015 • - • Received By: Date: Applicafion forAppointment 04/2010 Texas Student Housin Authorit g Y Item # 4 4. DISCUSS AND CONSIDER THE ]OB DESCRIPTION AND ADVERTISEMENT OF THE EXECUTIVE DIRECTOR POSITION �� "�I��1'��' ��I�� POSITION INFORMATION: Executive Director Salaried Exempt POSITION DESCRIPTION The Executive Director is the "face" of the Texas Student Housing scholarship program. The Executive Director performs a variety of administrative, technical and professional work in preparation and implementation of the scholarship program offer to students in the State of Texas. To function effectively the Executive Directar must foster a close working relationship with the Board of Directors, Westlake Academy, and surrounding ISD representatives. The Executive Director receives limited, administrative assistance so the successful candidate must be skilled in use of financial software and electronic banking, budget preparation, formal correspondence, interaction with funding and regulatory entities, and presentations statistical reports. JOB SUMMARY The Executive Director administers the Texas Student Housing Scholarship Program. ESSENTIAL FUNCTIONS Prepare and administer annual budgets. Monitor revenues and expenditures in assigned area to assure sound fiscal control Manage the financial transactions for TSH including accounts payable and receivables, and bank accounts. Prepare meeting agendas ensuring timely and accurate posting in accordance with Texas Open Meetings Act. Prepare meeting minutes and manage records in accordance with Texas State Archives and Library Commission. Manage and update website content. Creating promotional material Travel to various destinations such as Austin, College Station and Denton on a quarterly basis. Provide administrative support to the Board of Directors. Perform other duties as assigned. SCHOLARSHIP MANAGEMENT FUNCTIONS Prepare of a list of TeXas High Schools on an annual basis to mail scholarship applications. Maintains updates and distributes scholarship applications. Receives, organizes and maintains scholarship applications, and notifies scholarship recipients of awards. Contacts and maintains scholarship recipient's files. MINIMUM QUALIFICATIONS REQUIRED Bachelor's Degree in Accounting or Finance. EXPERIENCE REQUIRED Four(4) years of accounting experience in a complex environment. PREFERRED EXPERIENCE AND QUALIFICATIONS Budget preparation and financial reporting. A CPA, CPFO or another similar designation is highly preferred. KNOWLEDGE, SHILLS and ABILITIES Account Reconciliation, Quick Books, EXcel, Property Management, Electronic Funding Transfers, Website content management (WordPress) and Records Management. DUTIES - TSH EXECUTIVE DIRECTOR DAILY Process mail and daily calls WEEKLY Bank deposits Process accounts payables and receivables MONTHLY Property budget vs actual reports Reconcile bank statements Journal entries from Trustee statements Journal entries from Trial Balances Conference calls with Bond Holders Process accounts payable to properties for scholarship students YEARLY MAY Meet with Property Managers to determine and price number of scholarships Meet with Property Managers to develop annual budgets Prepare Autharity annual budget Update website YEARLY JUNE Budget Adoption for all properties and the Authority YEARLY OCTOBER—DECEMBER At the end of September prepare/update applications for printing, order labels and envelopes Prepare list of Texas High Schools using the TEA website reports Mail out applications to High Schools October 1 st Begin the process of scoring and entering new &renewal applicants into the Excel spreadsheet Work with Auditors to prepare annual audits July-December Update website YEARLY JANUARY—MARCH Annual audit approvals—all properties and the Authority Complete scoring entering renewals into the Excel spreadsheet (Renewals are due O1/15 annually) Complete entering all new applicants (New applications must be postmarked by O1/31 annually) Send out award letters to renewal applicants Send out award letters to new applicants Send out 2°d batch of award letters to new applicants Send out 3r`�batch of award letters to new applicant if necessary Update website as necessary Texas Student Housin Authorit g Y Item # 5 - Adjournment