HomeMy WebLinkAbout09-18-09 WAF Min Westlake Academy Foundation
Board Meeting Minutes of September 18, 2009
In attendance: Leah Rennhack, Cathy Lee, Jeff Ryan, Bill Greenwood, Jack Risenhoover,
Charlotte Ryan, Deborah Ziegler, Leigh Sander, Troy Meyer, Karen Osborne, Kelly Cox, Tom
Brymer, and Shelly Myers.
L Meeting called to order at 8:35 a.m. L. Rennhack welcomed J. Risenhoover and C. Lee to
the WAF Board.
IL Review of Meeting Minutes from 6/12/09 and 8/18/09; motion to approve by J. Ryan,
seconded by D. Ziegler. Minutes approved.
III. D. Ziegler reviewed the current Financials. J. Ryan offered to write a cover page synopsis
of the report highlighting the month's activities for each WAF restricted fund.
D. Ziegler confirmed that because the WAF pays the credit card fees for all
Blacksmith gifts, indeed 100% of dollars raised directly benefits the school.
Discussed the need for clear indications for usage of WAF restricted funds. The
Foundation must do a better job of sharing the efforts and impact of WAF activities.
J. Ryan moved to approve Financials, K. Osborne seconded. Approved.
IV.For the HOC, C. Ryan reported the planned fundraising and social activities for the 2009-
10 school year. All monies earned through "retailer" fundraisers (e.g., BoxTops)will
be collected and voted on how to give to the school. The HOC will revitalize the
"Scrips" gift card program; the community will be able to order the cards online. It
was suggested to ask area businesses if they would be interested in purchasing WA
Scrips for their staff to use.
V. T. Meyer presented two invoices for payment toward the $5.1 million A&S Building;
August totaled $401,129.67 and September totaled $446,429.98. All supporting
documents accompanied the invoices. Approximately $43,000 remains to be raised
beyond current pledges, but we will determine if contingencies and interest earned
will fulfill our commitment.
It should be noted that the Town has already paid $200,000 in direct invoices to
vendors (e.g., AV equipment, low volt cable) and another $50,000 was released for
teachers to order A&S equipment and supplies.
The project should be done in 60 days with final payment due. T. Meyer anticipates
receipt of a credit from Steele & Freeman. Upon completion, independent auditors
will review all records and audit the entire project. The Town will prepare a final
report for the Town Council and WAF by end of October 2009. We have asked the
Town to provide its naming policy that can be used with donors wishing to name any
of the new spaces.
VI. Co-Chairs K. Cox and D. Ziegler highlighted the plans for the Blacksmith Apprentice
Program, scheduled for Oct. 1-31. A FAQ was emailed to the entire Westlake
Academy community, followed by two informational sessions (primarily attended by
new parents). A more aggressive approached is planned—donor names will be posted
on the website and in the Commons area; House/classroom competitions are being
considered; and staff is working to enable people to donate online via secure PayPal.
All parents will receive a solicitation letter,pledge form and remit envelope in
addition to an e-solicitation. We must continue to advertise fact that 100% of
Blacksmith goes to the school.
Given that Blacksmith is a yearly event, the WAF elected to rename the campaign to
the Blacksmith Annual Fund (BAF). L. Sander volunteered to work with S. Myers on
marketing the newly named BAF.
VII. L. Rennhack announced with regret the resignations of Julie Timmerman and Dr.
Shezad Malik from the WAF Board. These resignations open a seat for new
members. Members were asked to bear in mind the level of commitment required of
Board members when submitting nominations.
J. Risenhoover and K. Cox suggested a meeting to share member strengths and
interests, and to determine skill sets that can be shared to advance the WAF. K.
Osborne volunteered to create a survey to gather aforementioned information.
VIII. With business concluded, C. Lee motioned to adjourn. K. Osborne seconded. All
approved. Meeting adjourned 11:00 a.m.
Next meeting of the WAF will be held Friday, October 9, 2009, 8:30 a.m., in the conference
room of the Arts & Sciences Building.
Upcoming events —Westlake Baja, Nov. 16, 2009, at The Vaquero Club
Gallery Night, Feb. 26, 2009, at The Marriott Solana