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Home My WebLink About08-13-15 TSHA Agenda Packet Page 1 of 1 AGENDA BOARD OF DIRECTORS OF THE TEXAS STUDENT HOUSING AUTHORITY (AN INSTRUMENTALITY OF THE TOWN OF WESTLAKE) August 13, 2015 5:00 PM 3 VILLAGE CIRCLE 2nd FLOOR, COUNCIL CHAMBERS WESTLAKE, TEXAS 76262 1. CALL TO ORDER 2. REVIEW AND APPROVE MINUTES FOR THE MEETING ON AUGUST 6, 2015. 3. DISCUSS, CONSIDER AND TAKE ANY ACTION REGARDING THE HIRING OF AN EXECUTIVE DIRECTOR, OR PROFESSIONAL SERVICES RELATED THERETO. 4. DISCUSS AND CONSIDER THE JOB 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 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 August 7, 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. TSHA Min 08/06/15 Page 1 of 2 MINUTES OF THE BOARD OF DIRECTORS OF THE TEXAS STUDENT HOUSING AUTHORITY (AN INSTRUMENTALITY OF THE TOWN OF WESTLAKE) August 6, 2015 PRESENT: President Jim Carter, Directors, Scott Bradley, Gregg Malone and Tracy Schornack. ABSENT: OTHERS PRESENT: Executive Director Pete Ehrenberg and Secretary Kelly Edwards. 1. CALL TO ORDER President Carter called the meeting to order at 6:10 p.m. 2. REVIEW AND APPROVE MINUTES FOR THE MEETING ON JULY 21, 2015. MOTION: Director Bradley made a motion to approve the minutes as corrected. Director Schornack seconded the motion. The motion carried by a vote of 4-0. 3. DISCUSS AND CONSIDER AN APPOINTMENT OF A NEW BOARD MEMBER. Discussion ensued regarding the board member application submitted by Mr. Harrow. The board would like to meet with Mr. Harrow at the next meeting. 4. DISCUSS AND CONSIDER THE JOB DESCRIPTION AND ADVERTISEMENT OF THE EXECUTIVE DIRECTOR POSITION. TSHA Min 08/06/15 Page 2 of 2 President Carter provided an overview to Director Malone and others regarding the discussion that had occurred at the July meeting including an offer from Mr. Ehrenberg’s company to contract for services. 5. EXECUTIVE SESSION The Board convened into executive session at 6:17 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 6. RECONVENE MEETING President Carter reconvened the meeting at 7:06 p.m., with Director Bradley absent. 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. No action as a result of executive session. 8. ADJOURN President Carter asked for a motion to adjourn. MOTION: Director Schornack made a motion to adjourn the meeting. Director Malone 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 7:07 p.m. THE TEXAS STUDENT HOUSING AUTHORITY BOARD OF DIRECTORS ON AUGUST 13, 2015. ATTEST __________________________________ Jim Carter, President _______________________________ Kelly Edwards, Secretary 3. DISCUSS, CONSIDER AND TAKE ANY ACTION REGARDING THE HIRING OF AN EXECUTIVE DIRECTOR, OR PROFESSIONAL SERVICES RELATED THERETO. Texas Student Housing Authority Item # 3 4. DISCUSS AND CONSIDER THE JOB DESCRIPTION AND ADVERTISEMENT OF THE EXECUTIVE DIRECTOR POSITION Texas Student Housing Authority Item # 4 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 Director 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, SKILLS 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 Authority 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 1st 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 01/15 annually) Complete entering all new applicants (New applications must be postmarked by 01/31 annually) Send out award letters to renewal applicants Send out award letters to new applicants Send out 2nd batch of award letters to new applicants Send out 3rd batch of award letters to new applicant if necessary Update website as necessary Texas Student Housing Authority Item # 5 - Adjournment