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HomeMy WebLinkAbout06-13-16 BOT Agenda PacketThe Regular Meeting of the Board of Trustees will begin immediately following the conclusion of the Board of Trustees Workshop but not prior to the posted start time. Mission Statement Westlake Academy is an IB World School whose mission is to provide students with an internationally minded education of the highest quality so they are well-balanced and respectful life-long learners. Page 1 of 2 WESTLAKE ACADEMY Vision Statement Westlake Academy inspires students to achieve their highest individual potential in a nurturing environment that fosters the traits found in the IB Learner Profile. Inquirers, Knowledgeable, Thinkers, Communicators, Principled, Open-Minded, Caring, Risk-takers, Balanced and Reflective BOARD OF TRUSTEES MEETING AGENDA June 13, 2016 1301 Solana Boulevard Building 4, Suite 4202 2ND FLOOR, COUNCIL CHAMBER WESTLAKE, TX 76262 Regular Session 6:45 p.m. Page 2 of 2 Regular Session 1. CALL TO ORDER 2. CONSIDER APPROVAL OF RESOLUTION 16-08, AUTHORIZING THE SUPERINTENDENT TO ENTER INTO A LEASE AGREEMENT WITH APPLE FINANCIAL SERVICES, EDUCATION FINANCE. 3. ADJOURNMENT 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, 1301 Solana Blvd, Building 4, Suite 4202, Westlake, TX 76262, on June 10, 2016, by 10:00 a.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kelly Edwards, Town 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. Page 1 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: June 13, 2016 Staff Contact: Jason Power Consent Director of Information Technology Subject: Consideration of Resolution authorizing the Superintendent to enter into a lease agreement with Apple Financial Services, Education Finance. EXECUTIVE SUMMARY The 1-to-1 technology device initiative began in the 2013-2014 school year in grades 4-6, with a purchase of 170 Apple iPad mini tablets for students and faculty. In the 2014-2015 school year, we procured an additional 640 Apple iPad mini tablets, network hardware, software, and equipment management resources to extend the program to all students in Grades 1 through 12 through a three-year lease program, with a $1 buy-out provision. We have one final payment for this lease of approximately $91,000 due in September 2016. Staff contacted Apple, Inc. to discuss budget numbers for replacing the iPad mini’s in the 2016-2017 fiscal year and was presented with an option to procure Apple iPad Air 2 tablets, protective cases, and deployment services in July 2016 with a discount of $66,300, if purchased by June 23, 2016. Delivery in July 2016 would allow IT Staff to deploy the new hardware and services to staff and students when school begins again in August. The proposed three-year lease is for a total of $482,425, with three yearly payments of $166,039.71, and includes a $1 buy-out provision. The first of the three yearly lease payments would not be due until September 2016. The proposal includes the following: • 1020 Apple iPad Air 2 64GB tablets. This will allow 1 device per student and staff member, and 80 additional tablets for use as replacements or loaners when needed. • 1020 protective cases for iPad Air 2 tablets - All staff and students will be required to use the provided case. This should greatly reduce the amount of repair claims. • Custom iPad Setup services – a designated third-party will inventory and asset tag all devices before delivery. • AppleCare OS Support – a higher tier of support designed for providing technology assistance and support to technology staff. • 96 hours of Project Management Deployment Services – includes direct access to a project manager for assistance in scheduling shipping and receiving, inventory and asset tag services, and deployment services. The proposal also includes the Apple Trade-In Program, a program designed to allow schools to trade-in Apple assets toward the payoff of a current lease. A quote has been provided by Diamond Assets, an Apple Trade-In Program partner, for the trade-in of all Apple iPad mini and iPad Air tablets used by staff and G1-G12 students, Apple iPad 2 tablets used in Kindergarten, and recently decommissioned Apple laptop and desktop computers, at an estimated $60,000 to $75,000 toward the $91,000 payoff amount of the lease with VAR Resources for technology acquired in 2014. The remaining lease balance would be paid from the technology replacement fund balance. Page 2 of 2 Staff recommends that our financial resources be used for the lease program in support of the 1-to1 technology device initiative. The attached lease documentation provides the Board of Trustees with a summary of the three-year lease agreement, which includes a $1 buy-out provision, and the Diamond Assets quote as part of the Apple Trade-In Program. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? School policy is a responsibility of the Board of Trustees. Which policy governs this? Previous policy and authority of the Board of Trustees. What additional direction is necessary? Input and questions from the Board of Trustees. FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Staff recommends Board approval of the three-year technology lease with a $1 buy-out provision through Apple Financial Services, Education Finance, for the purchase of technology necessary to continue the 1-to-1 technology device initiative. ATTACHMENTS • Apple documents • Lease documents will be provided under separate cover. Resolution 16-08 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION 16-08 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES AUTHORIZING THE SUPERINTENDENT TO ENTER INTO A LEASE AGREEMENT WITH APPLE FINANCIAL SERVICES, EDUCATION FINANCE, FOR THE PURCHASE OF TECHNOLOGY AT WESTLAKE ACADEMY FOR A ONE-TO-ONE DEVICE INITIATIVE. WHEREAS, Westlake Academy staff has assessed current technology needs and identified a three-year technology lease supportive of the one-to-one device initiative at Westlake Academy for faculty and students in Grades K-12; and, WHEREAS, this lease would allow the immediate procurement of needed technology resources to support the educational initiatives at Westlake Academy; and, WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That, the Board of Trustees of Westlake Academy, hereby approves and authorizes the Superintendent of Westlake Academy to enter inter a lease agreement with Apple Financial Services, Education Finance, attached as Exhibit “A”. SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Board of Trustees hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 16-08 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 13th DAY OF June 2016. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney 1 Quote No.40956 Quote Date:June 3rd, 2016 Quote Type:Education Trade-In 2302  S  Beloit  Ave Janesville,  WI  53546 Customer:Westlake Academy Contact:Jason Power Contact  Information Seth Smith Address:2600 JT Ottinger Road 630-­277-­6227 Westlake, TX 76262 seth@diamond-assets.com Quote is Valid for 30 Days Description Units Cost Per Unit Amount iPad Mini, 16GB (Space Grey)800 75.00 $ 60,000.00 $ iPad Mini 2, 16GB (Space Grey)50 120.00 $ 6,000.00 $ iPad 2, 16GB, Wifi 50 75.00 $ 3,750.00 $ Unibody MacBooks (2009) MC207LL/A 40 50.00 $ 2,000.00 $ Unibody MacBooks (2010) MC516LL/A 40 75.00 $ 3,000.00 $ 2008 24" iMac MB323LL/A 6 100.00 $ 600.00 $ 2011 21.5" iMac MC309LL/A 2 200.00 $ 400.00 $ All units above quoted for Grade A (grading scale below) Grade B-10% Deduction Grade C-25% Deduction Grade D- 50% Deduction Grade F- (Broken) 100% Deduction Accessory Deductions: Missing/Bad USB Power Adapter: $5.00 Missing/Bad USB Sync Cable: $2.50 Engravings: $10.00 ***Onsite pick up and packaging is included at no cost. Pick up date is within 30 days of this offer. Quote Subtotal 75,750.00 $ Tax Rate Sales Tax Other TOTAL 75,750.00 $ Undersigning, your organization ,the "Seller" has fully reviewed and understands the terms and conditions set forth in this mutually binding agreement. Upon signing below, your organization has accepted and agrees with the terms and conditions of our mutually binding partnership. Signature Date Thank you for your business! [Company Name] Invoice Diamond  Assets   Quote is based off all units being in good cosmetic and working condition with original accessories included. If units are not in good condition or accessories are missing standard deductions will apply. If you accept this offer you must notify the trade-in manager within 30 days of receipt to schedule pick-up. Please contact Seth Smith: seth@diamond-assets.com or 630-277-6227 6/8/16, 8:44 AM2203140235 Page 1 of 2https://mysales.corp.apple.com/mySalesGlobal/faces/views/PrintQuote.xhtml Apple Inc. Education Price Quote Customer:Jason Power WESTLAKE ACADEMY Phone: 8177091452 email: jpower@westlakeacademy.org Apple Inc:David Rogers 5300 Riata Park Court, Bldg C MS: 183-IES Austin, TX 78727 Phone: 512-6746025 Fax: 800-5900325 email: davidrogers@apple.com Apple Quote:2203140235 Quote Date:8-Jun-2016 Quote Valid Until:23-Jun-2016 Quote Comments: Please reference Apple Quote number on your Purchase Order. #Product Description Qty Unit List Price Discount per Unit Unit Discounted Price Extended Discounted Price 1 iPad Air 2 Wi-Fi 64GB - Space Gray (10-pack) iPad Air 2 Wi-Fi 64GB - Space Gray (10-pack) Part Number: MGKN2LL/A Quantity: 1020 Part Number BKMA2LL/A 102 4,740.00 500.00 4,240.00 432,480.00 2 APS 4 Consecutive Days Project Management Deployment Services Part Number D4696LL/A 1 8,500.00 5,100.00 3,400.00 3,400.00 3 AppleCare OS Support - Preferred Part Number D5690ZM/A 1 15,996.00 10,200.00 5,796.00 5,796.00 4 APS CUSTOM IPAD SETUP INT SVCS-USA Part Number D6160LL/A 1020 5.00 0.00 5.00 5,100.00 5 BNDL STM DUX FOR IPAD AIR 2 - BLUE-USA STM dux Case for iPad Air 2 - Blue Part Number: HH7B2ZM/A Quantity: 1020 Part Number BLTN2LL/A 102 349.50 0.00 349.50 35,649.00 Extended EDU List Price Total 548,725.00 Total Discount 66,300.00 Extended Discounted Price Subtotal 482,425.00 - eWaste Fee / Recycling Fee 0.00 - - Extended Discounted Total Price*482,425.00 *In most cases Extended discounted Total price does not include Sales Tax 6/8/16, 8:44 AM2203140235 Page 2 of 2https://mysales.corp.apple.com/mySalesGlobal/faces/views/PrintQuote.xhtml *If applicable, eWaste/Recycling Fees are included. Standard shipping is complimentary Complete your order by one of the following: This document has been created for you as Apple Quote ID 2203140235. Please contact your institution's Authorized Purchaser to submit the above quote online at https://ecommerce.apple.com. Simply go to the Quote area of your Apple Education Online Store, click on it and convert to an order. If you are the Authorized Purchaser and need to register for access to the Apple Education Online Store, go to http://myaccess.apple.com. For registration assistance, call 1.800.800.2775, option 4, option 1. If you are unable to submit your order online, please send a copy of this Quote with your Purchase Order via email to institutionorders@apple.com. Be sure to reference the Apple Quote number on the PO to ensure expedited processing of your order. For more information, go to provision C below, for details. THIS IS A QUOTE FOR THE SALE OF PRODUCTS OR SERVICES. YOUR USE OF THIS QUOTE IS SUBJECT TO THE FOLLOWING PROVISIONS WHICH CAN CHANGE ON SUBSEQUENT QUOTES: A. ANY ORDER THAT YOU PLACE IN RESPONSE TO THIS QUOTE WILL BE GOVERNED BY (1) ANY CONTRACT IN EFFECT BETWEEN APPLE INC. ("APPLE") AND YOU AT THE TIME YOU PLACE THE ORDER OR (2), IF YOU DO NOT HAVE A CONTRACT IN EFFECT WITH APPLE, CONTACT austincontracts@apple.com. B. ALL SALES ARE FINAL. PLEASE REVIEW RETURN POLICY BELOW IF YOU HAVE ANY QUESTIONS. IF YOU USE YOUR INSTITUTION'S PURCHASE ORDER FORM TO PLACE AN ORDER IN RESPONSE TO THIS QUOTE, APPLE REJECTS ANY TERMS SET OUT ON THE PURCHASE ORDER THAT ARE INCONSISTENT WITH OR IN ADDITION TO THE TERMS OF YOUR AGREEMENT WITH APPLE. C. YOUR ORDER MUST REFER SPECIFICALLY TO THIS QUOTE AND IS SUBJECT TO APPLE'S ACCEPTANCE. ALL FORMAL PURCHASE ORDERS SUBMITTED BY EMAIL MUST SHOW THE INFORMATION BELOW: APPLE INC. AS THE VENDOR BILL-TO NAME AND ADDRESS FOR YOUR APPLE ACCOUNT PHYSICAL SHIP-TO NAME AND ADDRESS (NO PO BOXES) PURCHASE ORDER NUMBER VALID SIGNATURE OF AN AUTHORIZED PURCHASER APPLE PART NUMBER AND/OR DESCRIPTION OF PRODUCT AND QUANTITY TOTAL DOLLAR AMOUNT AUTHORIZED OR UNIT PRICE AND EXTENDED PRICE ON ALL LINE ITEMS CONTACT INFORMATION: NAME, PHONE NUMBER AND EMAIL D. UNLESS THIS QUOTE SPECIFIES OTHERWISE, IT REMAINS IN EFFECT UNTIL 23-Jun-2016 UNLESS APPLE WITHDRAWS IT BEFORE YOU PLACE AN ORDER, BY SENDING NOTICE OF ITS INTENTION TO WITHDRAW THE QUOTE TO YOUR ADDRESS SET OUT IN THE QUOTE. APPLE MAY MODIFY OR CANCEL ANY PROVISION OF THIS QUOTE, OR CANCEL ANY ORDER YOU PLACE PURSUANT TO THIS QUOTE, IF IT CONTAINS A TYPOGRAPHIC OR OTHER ERROR. E. THE AMOUNT OF THE VOLUME PURCHASE PROGRAM (VPP) CREDIT SHOWN ON THIS QUOTE WILL ALWAYS BE AT UNIT LIST PRICE VALUE DURING REDEMPTION ON THE VPP STORE. F. UNLESS SPECIFIED ABOVE, APPLE'S STANDARD SHIPPING IS INCLUDED IN THE TOTAL PRICE. SEA # 1666286 Opportunity ID: 229138811 https://ecommerce.apple.com Fax:800-5900325 Terms & Use | Privacy Policy | Terms & Conditions | Return Policy Copyright © 2015 Apple Inc. All rights reserved. Document rev 10.6 Date of last revision - September 24th, 2015 6/8/2016 $1 Purchase Option The $1 Purchase Option allows your school to create fixed costs, build equity that can be leveraged for more equipment year after year, and retain the benefits of a $1.00 purchase option structure. This is the best option for schools that want to own their equipment at term’s end, want to build a fleet of systems quickly, and/or seek to create a long-term budgetary plan for their systems. With the $1 Purchase Option, a school that owns their equipment at term’s end may seek to trade in that equipment for credit toward new systems or for cash. Apple's Trade-In Program for Education is available to guide your school through responsible equipment disposal. Many schools have used this program to recover past years' budget dollars in order to pay for a portion of their next systems deployment. CustCity QuoteFinanceType Payment Options: Payment TermsPayment AmountTerm Annual Payments in Advance$166,039.713 Years $482,425.00 Financed Amount Confidential Proposal For Westlake Academy Jason Power First payment due September 1, 2016 Thank you for the opportunity to present this financing proposal for your review. I look forward to discussing your unique situation further. Please do not hesitate to call me at the contact information below with questions or concerns. Regards, Sean Fisher Financing Manager Apple Financial Services 325 Foxborough Blvd Foxborough, Massachusetts 02035 Office: 508-698-7481 iPhone: 718-913-4780 Email: sean.fisher@applefin.com 6/8/2016 Pricing Notes and Conditions Payments, rates, terms, and conditions contained in this non-binding proposal are offered for informational purposes only and are subject to change without notice and shall not be construed as an offer to extend credit or enter into any lease financing transaction. Applications for credit or lease financing shall be subject to our independent credit review, and shall be reviewed and/or approved subject to such terms and conditions as we may require in our sole discretion. All quotes are exclusive of any applicable taxes. This proposal is subject to the execution of mutually acceptable documentation between lessor and lessee, the terms and conditions of which shall be controlling. Lease Discount Disclosure Statement: Apple Inc., as lessor, through the Apple Education Finance Program, provides an equipment discount (“Discount”) to certain third party investors. The proposed lease shall be financed by a particular third party investor and, therefore, the Discount may be applied to facilitate this Lease Discount Promotion. The actual interest rate you will pay in respect of any resulting lease shall be reflected in an amortization table provided with such lease. The lease discount listed above refers to the lease discount for the lessor’s assignee. The lease charge portion of the Payments (described above) can be determined by applying to the Total Adjusted Cost (described above) the rate which will amortize such Total Adjusted Cost down to the Purchase Option amount (as described above) by payment of such Payments. The lease charge rate may be higher than the actual annual interest rate because of the amortization of certain costs, expenses and fees incurred by us. It is understood that even if our mutual intention is confirmed by you, neither party shall be legally bound to the other by reason of this proposal, nor shall any rights, liabilities or obligations arise as a result of this proposal. Rates are subject to verification that the Lessee is a state or political subdivision as defined in Section 103 of the Internal Revenue Code of 1986. SeFi-112200 6/8/2016 4:04:45 PMProposal No. $1 Purchase Option - End of Term Options Options available upon completion of the base financed term include: 1. Exercise the option to purchase the equipment at end of term for one dollar 2. Return all products to Apple at schedule-holder's expense 3. Exercise purchase option and trade in equipment at then-agreed upon values for credit toward new purchase or payment Board of Trustees Item # 3 – Adjournment Regular Session