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HomeMy WebLinkAbout03-26-07 BOT Agenda Packet JOINT WORKSHOP MEETING OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES AND THE WESTLAKE ACADEMY FOUNDATION A G E N D A MARCH 26, 2007 4:00 P.M. ADMINISTRATIVE CONFERENCE ROOM-TOWN HALL 2650 J.T. OTTINGER ROAD 1. CALL TO ORDER. 2. DISCUSS AMENDING THE WESTLAKE MUNICIPAL CAMPUS MASTER PLAN. 3 DISCUSS CURRENT AND FUTURE EXTRACURRICULAR ACTIVITIES OF THE ACADEMY. 4. ADJOURNMENT. CERTIFICATION I certify that the above notice was posted on the front door of the Town Hall of the Town of Westlake, 2650 J.T. Ottinger Road, Westlake, Texas, on Friday, March 23, 2007, at 4 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kim Sutter, TRMC, Town Secretary WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP A G E N D A MARCH 26, 2007 4:00 P.M. ADMINISTRATIVE CONFERENCE ROOM-TOWN HALL 2650 J.T. OTTINGER ROAD 1. CALL TO ORDER. 2. DISCUSS AMENDING THE WESTLAKE MUNICIPAL CAMPUS MASTER PLAN. 3. ADJOURNMENT. CERTIFICATION I certify that the above notice was posted on the front door of the Town Hall of the Town of Westlake, 2650 J.T. Ottinger Road, Westlake, Texas, on Friday, February 9 , 2007, at 3 p.m., under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kim Sutter, Town Secretary Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Trent Petty, Town Manager Subject: Workshop and Regular meeting of March 26, 2007 Date: March 21, 2007 ITEM Consider a Resolution amending the Master Plan of the Town of Westlake Civic Campus. RECOMMENDATIONS Staff recommends approval. BACKGROUND With the continued growth of the Town of Westlake civic campus and the Westlake Academy, the plan for a new Westlake Performing Arts and Science building will be needed in 2008. In order for the desired placement of the Westlake Performing Arts and Science building into the master plan of the civic campus, the Westlake Board of Aldermen requested Michael Bennett of Gideon Toal to present a new master plan concept, placed on the current 23 acres. The proposed master plan alternatives are being reviewed and discussed by the Board of Aldermen in a work session on March 26, 2007. The attached exhibits illustrate the Board's desire for a civic campus master plan. The desired master plan will be presented to the Board during the Board of Aldermen meeting for approval. WESTLAKE ACADEMY AGENDA MEMORANDUM TO: Chairman and Members of the Board of Trustees FROM: Barbara Brizuela, Head of School SUBJECT: Workshop Meeting of March 26th, 2007 on Sports at Westlake Academy: Present and future DATE: March 19th, 2007 In its initial four years, Westlake Academy has taken great strides to develop a well rounded PE and Sports Program. In keeping with the Westlake Academy Mission Statement and the 1130 philosophy, the Academy has worked hard to assure that students are provided with an ample and varied PE program and a Sports Program that emphasizes both team and individual games. Team sports underline the belief in collaboration that is such a vital part of the IB philosophy; individual sports that can be played at all ages encourage students to adopt healthy lifestyles at an early age. Our choice of sports during these first years has been determined by student interest and number of students available and interested in playing those sports. Surveys given each year have helped us identify the sports and teams that we could add to our growing list. The philosophy always has been to try to find a way to accommodate the interests of the students. However, there must be enough students to form a team. As our population now stands, there are few possibilities of offering more than one, single -sex team sport in the same season. There may not be enough students. However, we can try to include more individual sports, such as golf, tennis, fencing, and track, in the very near future. At the moment, Westlake Academy has the following sports, most of which will become Varsity sports when we move into Gl 1: • Volley ball o Girls Elementary (G4-6) o Girls Junior High (G7-8) o Girls Junior Varsity (G9-10) o Boys Junior High (G7-8) • Soccer o Elementary Co-ed (G4-6) o Junior High Co-ed (G7-8) o Junior Varsity (G9-10) • Basketball o Elementary: Boys, Girls (G4-6) o Junior High: Boys, Girls (G7-8) West ���� Athletics Sport:, At Westlake Sports Grade level Season CSAF UIL Recreational #of players/ # roster Elementary Volleyball 4th -6th Fall & Spring X Girls 6/8 JH Volleyball 7th -8th Fall Aug -Nov X Girls 6/8 JV Volleyball 9th -10th Fall- Aug -Nov X Girls 6/8 Varsity Volleyball 11th -12th Fall Aug -Nov X future Girls 6/8 Elements Soccer COED 4th -6th Fall Aug- Oct X CO-ED 11/14 JH Soccer CO-ED 7th -8th Fall Aug -Oct X CO-ED 11/14 JV Soccer 9th -10th Spring (Jan -Apr) Ifuture Girls 11/14 -Bos 11/14 Varsity Soccer 11th -12th Sprin Jan -A r future Girls 11/14 -Bos 11/14 Elementary Basketball 4th -6th Winter Nov -Jan X I X Girls 5/8- Boys 5/8 JH Basketball 7th -8th Winter Dec -Feb X Girls 5/8- Boys 5/8 JV Basketball 9th -10th Winter Dec -Feb X Girls 5/8- Bos 5/8 Varsity Basketball 11th -12th Winter future Girls 5/8- Boys 5/8 JH Softball 7th -8th Sprin Mar -A r X Girls 9/12 Varsity Softball 9th -12th Sprin Mar.A r X future Girls 9/12 .Boys JH Volleyball 7th -8th S rin Mar -A r X No Bos Boys 6/8 Bos Varsity Volleyball 9th -12th S rin Mar -A r X Vball-Texas N/A Golf ..Varsity Spring X Ifuture individual/ team(4) Tennis Varsity not yet I individual Track All levels Spring X participation per event Elementary Cross Country 4th -6th Fall Aug- Oct X X individual JH Cross Country 7th -8th Fall Aug- Oct X X individual JV Cross Country 9th -10th Fall Aug- Oct X X individual Varsity Cross Count 11th -12th x future individual JV Baseball 7th & 8th Spring X Ifuture boys 11-15 Varsity Baseball 9th - 12th Spring x future boys 11-15 6 -man football 6-7/9-12 Fall X future leagues boys 6-12 wrestling 9th - 12th Winter future x individual lacrosse 6th -12th March future North TX league boys and girls 11-15 rugby 9th -12th winter future North TX league boys 11-18 badminton 6th -12th I Ifuture Dallas lea ue individual fencing 9th -12th Ifuture North TX league individual field hockey 9th -12th future North TX league girls 11-15 horseback riding 6th -12th future North TX league individual Scope: The plan is to compete in UIL at Varsity level. There are some teams participating in Recreational leagues in cities around us. Soccer at JV and Varsity level boys and girls teams are not CO-ED. We don't have enough boys to fill one team The same is true for girls. CSAF does not have soccer at this level. CSAF offers individual sports all at Varsity level due to the size of the schools in this league. Most Schools in CSAF at JV and Varsity level move to participate in TAPPS. As a public school, we cannot join TAPPS Elementary Level- coaches are parent volunteers. We need to plan for future coaches at JV and Varsity level. The last column shows the number of players per sport on the court/field and the minimum number of players on the roster. WESTLAKE ACADEMY MEMO TO: Board of Trustees,Westlake Academy FROM: Barbara Brizuela, Head of School DATE: March 8, 2007 SUBJECT: Meeting on March 26, 2007 ITEM: Consider a Resolution to authorize the adoption of a policy concerning Moving Expenses for International Teachers RECOMMENDATIONS: Staff recommends approval. BACKGROUND: The school administration has proposed the adoption of a Moving Expenses Policy for international teachers. The attached Memorandum from the Finance Officer, explains the confusion that could arise in the absence of a clearly defined policy. The attached policy specifically addresses how the school will reimburse newly contracted international teachers for moving expenses acquired in the process relocating their home to the area. The amount of this cost is included in the yearly school budgets. WESTLAKE ACADEMY RESOLUTION NO. A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY ADOPTING A POLICY FOR REIMBURSEMENT OF MOVING EXPENSES FOR NEWLY CONTRACTED INTERNATIONAL TEACHERS WHEREAS, the Westlake Academy Board of Trustees desires to make clear the policy of the Academy concerning the reimbursement of moving expenses incurred by foreign teachers and administrators who contract to join the Westlake Academy and thus must relocate to the Westlake area; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interests of the Academy and the public; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1. That the Board of Trustees of Westlake Academy hereby adopts the policy attached hereto for the reimbursement of the expenses of international teachers and administrators for moving from their country of origin to the Westlake area. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 26T" DAY OF MARCH, 2007. ATTEST: Kim Sutton, Secretary Scott Bradley, Chairman Barbara Brizuela, Head of School WESTLAKE ACADEMY Policy Moving Expenses for International Teachers 1) The Academy will include in its yearly budget a fixed amount per teacher to cover moving expenses for newly contracted international teachers. 2) Moving Expenses will be defined and recognized under two different options, listed in the order of Academy preference. a) Shipment of household goods, travel expenses, lodging during transit, and first month's storage costs. i) In the above case, the employee is reimbursed for the expenses upon presentation of receipts. ii) Reimbursements described above have no tax effect on the employee, according to IRS regulations. iii) Plane ticket or other means of travel for the employee should be included in the fixed amount budgeted per teacher. b) Travel expenses and re-establishment of a home i) Under extenuating circumstances, agreed upon with the Academy prior to the move, the Academy will accept re-establishment of a home, as moving expenses. ii) The employee is reimbursed upon presentation of receipts. iii) Travel expenses have no tax effect on the employee, according to IRS regulations iv) If furnishings and/or other taxable items (as determined by IRS regulations) to re-establish a home are included in the reimbursement, they will be considered as taxable income by the IRS and should be reported as such by the employee. 3) All receipts for reimbursement must be presented within the fiscal year in which the expense occurred. The Academy fiscal year runs from September ls` through August 3l hW _ N iWE1 u_ TO: MEMBERS OF THE BOARD OF THE TOWN OF WE, S LAKE FROM: DEBBIE PIPER, FINANCE DIRECTOR SUBJECT: MOVING EXPENSE REIMBURSEMENT DATE: 2/21/2007 CC: TRENT PETTY My office recently received a reimbursement request from an international teacher at the Academy for moving expenses. In this reimbursement request, expenses for evacuation insurance premiums, furniture, and general household items were presented totaling $2,465.80. No expenses pertaining to the actual relocation were submitted with this request. Historically, the Academy has budgeted $3,000 for each international teacher in their first year to cover moving expenses. This amount is set aside for expenses which may or may not occur. In the absence of an established written policy to govern these transactions, it is unclear if this reimbursement meets the presumed intent of this budgeted line item. My department has researched this issue, and there is some additional information I would like to provide. Moving expense reimbursements are normally governed in two separate areas: tax law and company policy. The tax laws referenced in IRS Publication 521 determine which moving expenses are taxable or non-taxable, and the effect of receiving reimbursements. This publication is also used a guide for companies who are establishing reimbursement policies. Company policies determine the criteria used in approving expenses to be reimbursed, providing limits on amounts, listing reimbursement procedures, and any other information a company wishes to include. Once reimbursements have been made, tax laws determine if the company reports those reimbursements to the employee as income. As such, reimbursement of a non- taxable expenses such as moving of household goods, actual travel expenses, lodging during transit, and first month's storage costs have no tax effect to the employee. However, reimbursement of any taxable expenses is treated as a cash salary, and is therefore taxable. The net effect to the employee is the same as if the company offered a "moving allowance", where a fully taxable amount it offered as cash salary and no receipts are required. In this reimbursement request, expenses related to the re-establishment of a home would be considered taxable by the IRS. In addition, expenses related to the required evacuation insurance for the J-1 visa are not connected with the relocation itself, and are also thereby taxable. At this point, it would be necessary to obtain direction from the Board on how to proceed with this reimbursement, as it will set a precedent for this policy in the future. Our initial findings indicate that that either option is available under law, which may be verified by the Town Attorney. One last factor that should be considered with this decision is that our international teachers receive an additional $9,000 annually as an international stipend. This stipend is treated as taxable salary and added to their base pay. If one of the objectives of providing the international stipend was to provide for the re-establishment of a household, then perhaps that should be considered in your policy decision. I appreciate you taking the time to review this matter. t Ufa`; WESTLAKE ACADEMY Policy Moving Expenses for International Teachers The Academy will include in its yearly budget a fixed amount per teacher to cover moving expenses for newly contracted international teachers. Reimbursements for moving expenses will be made only for expenses designated as "qualified" or "non-taxable" by the Internal Revenue Service. "Qualified" expenses include only the costs of moving household goods and personal effects from the old to the new residence, costs associated with travel (including reasonable lodging, but not meals), and storage expenses for 30 days after household items are moved from the former residence. While not included in taxable gross income, qualified reimbursements must be reported on federal form W-2 at the end of the calendar year for information purposes. "Non -Qualified" moving expenses are not reimbursable under this policy and include the cost of meals, travel (including lodging) for house hunting trips, temporary lodging, expenses for personal items, and costs associated with sale, lease, or purchase of a residence. All receipts for qualified moving expenses must be presented within 60 days after the expense was incurred. Expenses must be listed in detail on an employee expense reimbursement form, supported by the appropriate documentation, and approved by the Head of School. The Finance Department will provide reimbursements for qualified expenses based on current guidelines and definitions contained in IRS Publication 521. WESTLAKE ACADEMY Policy Moving Expenses for International Teachers 1) The Academy will include in its yearly budget a fixed amount per teacher to cover moving expenses for newly contracted international teachers. 2) Moving Expenses will be defined and recognized under two different options, listed in the order of Academy preference. a) Shipment of household goods, travel expenses, lodging during transit, and first month's storage costs. i) In the above case, the employee is reimbursed for the expenses upon presentation of receipts. ii) Reimbursements described above have no tax effect on the employee, according to IRS regulations. iii) Plane ticket or other means of travel for the employee should be included in the fixed amount budgeted per teacher. b) Travel expenses and re-establishment of a home i) Under extenuating circumstances, agreed upon with the Academy prior to the move, the Academy will accept re-establishment of a home, as moving �expenses. ,, ii) The employee is reimbursed upon presentation of receipts. Y- iii) Travel expenses have no tax effect on the employee, according to IRS regulations U-) iv) If furnishings and/or other taxable items (as determined by IRS regulations) to �re-establish a home are included in the reimbursement, they will be considered as taxable income by the IRS and should be reported as such by the employee. 3) All receipts for reimbursement must be presented within the fiscal year in which the 3pense occurred. The Academy fiscal year runs from September 1St through August 0 kN 1 MEMORANDUM TO: MEMBERS OF THE BOARD OF THE TOWN OF WESTLAKE FROM: DEBBIE PIPER, FINANCE DIRECTOR SUBJECT: MOVING EXPENSE REIMBURSEMENT POLICY DATE: 3/21/2007 CC: BARBARA BRIZUELA; TRENTPETTY It is my recommendation that the agenda item related to the moving expense reimbursement policy be tabled at the regular meeting on March 26, 2007. In my opinion, a work session discussion is warranted prior to formal approval of this policy, as there are additional issues that should be discussed and understood by members of the Board. These other issues include legal and tax compliance, auditeryt guidelines, as well as elective features of the policy that are necessary for inclusion. If discussed as a work session item, staff will have an opportunity to answer questions from the Board in detail and receive direction for writing this policy. As these issues can become somewhat complex, I feel that it would be prudent for each member of the Board to have a clear understanding of the various components and potential implications involved. TOWN OF WESTLAKE, TEXAS BOARD OF TRUSTEES MEETING AGENDA MARCH 26, 2007 TOWN HALL - BOARD ROOM 2650 J. T. OTTINGER ROAD 1. CALL TO ORDER. 2. EXECUTIVE SESSION. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. 3. RECONVENE MEETING. 4. EXECUTIVE SESSION ACTION. 5. CITIZENS' PRESENTATIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. 6. HEAR REPORT FROM HEAD OF SCHOOL REGARDING WESTLAKE ACADEMY FIELD TRIP TRANSPORTATION GUIDELINES. 7. CONSENT AGENDA: All items listed below are considered routine by the Board and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. A. Review and approve minutes of the regular Board of Trustees workshop and Board of Trustees meeting held February 12, 2007. B. Review and approve minutes of the School Board of Trustees special called meeting held on February 26, 2007. C. Review and approve any outstanding bills. 8. ADJOURNMENT. CERTIFICATION I certify that the above notice was posted on the bulletin board at the front of the Town Hall of the Town of Westlake, 2650 J.T. Ottinger Road, Westlake, Texas, on Friday, March 23, 2007, by 5 p.m., under the Open Meetings Act, Chapter 551 of the Texas Government Code. Kim Sutter, TRMC, 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. TOWN OF WESTLAKE, TEXAS BOARD OF TRUSTEES MEETING AGENDA MARCH 26, 2007 TOWN HALL - BOARD ROOM 2650 J. T. OTTINGER ROAD 6:00 P.M. 1. CALL TO ORDER. 2. CITIZENS' PRESENTATIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. 3. HEAR REPORT FROM HEAD OF SCHOOL REGARDING WESTLAKE ACADEMY FIELD TRIP TRANSPORTATION GUIDELINES. 4. CONSIDER A RESOLUTION TO AUTHORIZE THE ADOPTION OF A POLICY CONCERNING MOVING EXPENSES FOR INTERNATIONAL TEACHERS. 5. CONSENT AGENDA: All items listed below are considered routine by the Board and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. A. Review and approve minutes of the regular Board of Trustees workshop and Board of Trustees meeting held February 12, 2007. B. Review and approve minutes of the School Board of Trustees special called meeting held on February 26, 2007. C. Review and approve any outstanding bills. 6. ADJOURNMENT. CERTIFICATION I certify that the above notice was posted on the bulletin board at the front of the Town Hall of the Town of Westlake, 2650 J.T. Ottinger Road, Westlake, Texas, on Friday, March 23, 2007, by 5 p.m., under the Open Meetings Act, Chapter 551 of the Texas Government Code. Kim Sutter, TRMC, 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. Westlake Academy Field Trip Transportation Guidelines Westlake Academy is to establish guidelines for contracting with transportation companies for student field trips. In the past the school has contracted bus services through various companies to provide transportation for school field trips. As it is unusual for motor coaches and school busses to have seatbelts we have not required the contractor to provide seatbelts. Upon request from parents and further investigation into this matter, the school administration has decided that in future school field trips we will always try to contract with companies that have seatbelt on their busses/vans. Since busses are not required right now by law to have seatbelts WESTLAKE ACADEMY MEMO TO: Board of Trustees, Westlake Academy FROM: Barbara Brizuela, Head of School DATE: March 8, 2007 SUBJECT: Meeting on March 26, 2007 ITEM: Consider a Resolution to authorize the adoption of a policy concerning Moving Expenses for International Teachers RECOMMENDATIONS: Staff recommends approval. BACKGROUND: The school administration has proposed the adoption of a Moving Expenses Policy for international teachers. The attached Memorandum from the Finance Officer, explains the confusion that could arise in the absence of a clearly defined policy. The attached policy specifically addresses how the school will reimburse newly contracted international teachers for moving expenses acquired in the process relocating their home to the area. The amount of this cost is included in the yearly school budgets. WESTLAKE ACADEMY RESOLUTION NO. 07-04 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY ADOPTING A POLICY FOR REIMBURSEMENT OF MOVING EXPENSES FOR NEWLY CONTRACTED INTERNATIONAL TEACHERS WHEREAS, the Westlake Academy Board of Trustees desires to make clear the policy of the Academy concerning the reimbursement of moving expenses incurrdd by foreign teachers and administrators who contract to join the Westlake Academy and thus must relocate to the Westlake area; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interests of the Academy and the public; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1. That the Board of Trustees of Westlake Academy hereby adopts the policy attached hereto for the reimbursement of the expenses of international teachers and administrators for moving from their country of origin to the Westlake area. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 26TH DAY OF MARCH, 2007. ATTEST: Kim Sutter, Secretary Scott Bradley, Chairman Barbara Brizuela, Head of School WESTLAKE ACADEMY Policy Moving Expenses for International Teachers 1) The Academy will include in its yearly budget a fixed amount per teacher to cover moving expenses for newly contracted international teachers. 2) Moving Expenses will be defined and recognized under two different options, listed in the order of Academy preference. a) Shipment of household goods, travel expenses, lodging during transit, and first month's storage costs. i) In the above case, the employee is reimbursed for the expenses upon presentation of receipts. ii) Reimbursements described above have no tax effect on the employee, according to IRS regulations. iii) Plane ticket or other means of travel for the employee should be included in the fixed amount budgeted per teacher. b) Travel expenses and re-establishment of a home i) Under extenuating circumstances, agreed upon with the Academy prior to the move, the Academy will accept re-establishment of a home, as moving expenses. ii) The employee is reimbursed upon presentation of receipts. iii) Travel expenses have no tax effect on the employee, according to IRS regulations iv) If furnishings and/or other taxable items (as determined by IRS regulations) to re-establish a home are included in the reimbursement, they will be considered as taxable income by the IRS and should be reported as such by the employee. 3) All receipts for reimbursement must be presented within the fiscal year in which the 3pense occurred. The Academy fiscal year runs from September I't through August MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP FEBRUARY 12, 2007 PRESENT: President Scott Bradley and Trustees Buddy Brown, Larry Corson, Fred Held, Don Redding, and Bob Timmerman. ABSENT: None. OTHERS PRESENT: Head of School Barbara Brizuela, Secretary Kim Sutter, Town Manager Trent Petty, and Finance Director Debbie Piper. 1. CALL TO ORDER. President Bradley called the meeting to order at 3:00 p.m. 2. DISCUSS THE ADOPTED BUDGET FOR 2006-2007. President Bradley introduced the item and stated that the purpose of the discussion is to receive a status report on the current year budget. He stated that he spoke with Mr. Bill Greenwood and was told that the Westlake Academy Foundation is eager for the Town to hire an architect to design the arts and science center. Head of School Barbara Brizuela presented the status of the 2006-2007 Budget to the Board and addressed questions of the Board regarding the budget as well as future offerings. President Bradley asked Town Manager Trent Petty to discuss the status of the funding for the arts and science center. Town Manager Petty advised that staff will bring a delegated pricing ordinance to the Board on February 26, 2007 that will provide for the refund of approximately $7.5 million in bonds and drop the interest rate approximately 121 basis points, resulting in a savings of approximately 6 percent over the life of the refunded bonds. This will give the Board the ability to authorize approximately $10 million in debt. He added that the President Bradley stated that the reasoning behind the decision is because the Town did not want to imply an image of a traditional school and it was believed that the school could not financially support a football program and the necessary facilities. Trustee Timmerman stated that it is believed that the support of athletic programs would augment the long-term support for the school. Head of School Barbara Brizuela added that the topic could include items she would like to discuss regarding the long-term plans of the school. Trustee Don Redding added that the priority of additional soccer facilities should also be discussed. President Bradley stated that a workshop will be held to discuss the extracurricular activities of the school, including athletics. Trustee Corson recommended that the booster club president be extended an invitation to attend the workshop. President Bradley requested the board members to submit any additional items for discussion to him that they would like to be included on a future agenda. 4. ADJOURNMENT. There being no further business before the Board, President Bradley declared the workshop adjourned at 4:13 pm. APPROVED BY THE BOARD OF TRUSTEES ON MARCH 26, 2007. Scott Bradley, Mayor/School Board President ATTEST: Kim Sutter, TRMC, Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING FEBRUARY 12, 2007 PRESENT: President Scott Bradley and Board Trustees Buddy Brown, Larry Corson, Fred Held, Don Redding, and Bob Timmerman. ABSENT: None OTHERS PRESENT: Head of School Barbara Brizuela, and Secretary Kim Sutter. 1. CALL TO ORDER. President Scott Bradley called the meeting to order at 6:20 p.m. 2. CITIZENS' PRESENTATIONS. There was no one present wishing to address the Board. 3. PRESENTATION BY ACADEMY STAFF REGARDING INTERNATIONAL BACCALAUREATE WORKSHOP. Head of School Barbara Brizuela introduced the item and stated that due partly to donations from the House of Commons, ten teachers have been able to attend Advanced International Baccalaureate Workshops. Ms. Brizuela introduced Mr. Bob Kai, MYP English and Humanities teacher, and added that Mr. Kai received training for the IB Diploma program. Mr. Kai presented a PowerPoint presentation to the Board regarding the IB Diploma program and its requirements. Westlake Academy Trustees Regular Meeting February 12, 2007 Page 3 of 4 Head of the School Barbara Brizuela added that the calendar closely matches the school calendars from our neighboring school districts so as to accommodate siblings that might be enrolled in other schools. There being no further discussion, President Bradley asked for a motion. MOTION: Trustee Buddy Brown moved to approve Resolution 07-01, accepting the proposed 2007-2008 School Calendar. Trustee Fred Held seconded the motion. The motion carried by a vote of 5-0. 7. CONSIDER A RESOLUTION TO APPROVE THE ADDITION OF THE QUESTION "WHY ARE YOU APPLYING TO WESTLAKE ACADEMY?" TO THE STUDENT APPLICATION. President Bradley introduced the item and opened the discussion. Head of School Brizuela stated that this question is often asked of the Academy and believes the data will be of interest to the community and the Board of Trustees. Trustee Bob Timmerman recommended including a disclaimer stating the information is used for demographics and planning purposes only. MOTION: Trustee Bob Timmerman moved to approve Resolution 07-02, approving the addition of the Question "Why are you applying to Westlake Academy?" to the student application, with the recommended disclaimer. Trustee Don Redding seconded the motion. The motion carried by a vote of 5-0. 8. CONSENT AGENDA. President Bradley introduced the item and asked for a motion. A. Review and approve minutes of the School Board of Trustees workshop held January 22, 2007; and B. Review and approve any outstanding bills. MOTION: Trustee Buddy Brown moved to approve the consent agenda as presented. Trustee Fred Held seconded the motion. The motion carried by a vote of 5-0. MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES SPECIAL MEETING FEBRUARY 26, 2007 PRESENT: President Scott Bradley and Board Trustees Fred Held, Don Redding, and Bob Timmerman. ABSENT: Board Trustees Buddy Brown and Larry Corson, and Head of School Barbara Brizuela OTHERS PRESENT: Secretary Kim Sutter. 1. CALL TO ORDER. President Bradley called the meeting to order at 6:05 p.m. 2. RECONSIDER PREVIOUS ACTION TAKEN TO ESTABLISH A REGULAR SCHEDULE FOR THE BOARD OF TRUSTEES MEETING DATES. President Bradley introduced the item and explained that this item has been brought back to the Board for consideration of amending the previous action of establishing a regular meeting date. He added that he had spoken with Head of School Barbara Brizuela and she has recommended that in any instance where the second Monday of the month is a student holiday, the regular meeting date will be held on the fourth Monday of that month. MOTION: Trustee Held moved to adopt Resolution 07-03 amending the meeting schedule of the Board of Trustees to meet the second Monday of the month, 6 p.m., unless the date conflicts with a school holiday, in which event the meeting will be held on the fourth Monday of the month at 6 p.m. Trustee Redding seconded the motion. The motion carried by a vote of 3-0. Date Run: 03-20-2007 1:48 PM Check Payments Program: FIN1300 Cnty Dist: 220-810 WESTLAKE ACADEMY Page: 1 of 4 From To District Written Checks File ID: C For the Month of February Check Check PO Nbr , Date Payee Off_ Nbr 001013 02-09-2007 USAA USAA DEDCH 001046 02-23-2007 USAA USAA DEDCH 006455 01-09-2007 TRI -COUNTY ELECTRIC WESTLAKE 000869 006483 01-23-2007 AT&T (SBC) 817.430.094 WESTLAKE 000872 006492 01-23-2007 DELTA JANITORIAL SEF WESTLAKE 000873 006512 01-23-2007 PURCHASE POWER CHIEF ADN 000870 WESTLAKE 000871 006536 02-13-2007 ATMOS ENERGY WESTLAKE 000874 006541 02-13-2007 AT&T (SBC) 817.430.094 WESTLAKE 000876 006556 02-13-2007 BARBARA BRIZUELA CHIEF ADN 000877 006567 02-13-2007 TRI -COUNTY ELECTRIC WESTLAKE 000875 006617 02-27-2007 ATMOS ENERGY WESTLAKE 000883 006622 02-27-2007 BOYLE & LOWRY, LLP CHIEF ADN 000882 006633 02-27-2007 DELTA JANITORIAL SEF WESTLAKE 000885 006649 02-27-2007 JACKSON SUPPLY WESTLAKE 000880 000881 006654 02-27-2007 LEXIS NEXIS RISK MAN, CHIEF ADN 000884 006665 02-27-2007 PURCHASE POWER CHIEF ADN 000878 WESTLAKE 000879 Invoice Nbr _ Fnd-Fnc-Obj.So-Org-Prg �^ _Reason v ` Amount _ 199-00-2159.00-032-700000 FEB DED TAX SHEL. ANNL 500.00 199-00-2159.00-032-700000 FEB DED TAX SHEL. ANNL 500.00 199-51-6256.00-001-799000 ELECTRICITY 5,210.13 199-51-6257.00-001-799000 TELEPHONE 733.86 199-51-6249.00-001-799000 SERVICES 2,735.66 199-41-6399.00-701-799000 POSTAGE 77.48 865-00-2190.29-000-700000 BLACK COW POSTAGE 38.28 Totals for Check 006512 115.76 199-51-6255.00-001-799000 GAS 2,877.87 199-51-6257.00-001-799000 ELECTRICITY 791.91 199-41-6499.00-701-799000 NE FORUM REGISTRATIOI 40.00 199-51-6256.00-001-799000 ELECTRICITY 5,698.02 199-51-6255.00-001-799000 GAS 3,331.47 199-41-6211.00-701-799000 LEGAL SERVICES 618.75 199-51-6249.00-001-799000 JANITORIAL SERVICES 1,670.66 199-51-6319.00-001-799000 PAPER GOODS 119.67 199-51-6319.00-001-799000 PAPER SUPPLIES 316.07 Totals for Check 006649 435.74 199-41-6219.00-701-799000 BACKGROUND SEARCHE: 20.00 199-41-6399.00-701-799000 POSTAGE 145.99 865-00-2190.29-000-700000 BLACK COW POSTAGE 43.50 Totals for Check 006665 189.49 Total For District Written Checks 25,469.32 Date Run: 03-20-20071:48 PM Check Payments Program: FIN1300 Cnty Dist: 220-810 WESTLAKE ACADEMY Page: 3 of 4 From To Computer Written Checks File ID: C For the Month of February Check Check PO Invoice Nbr_ Date _ Payee Org v Nbr Nbr 001035 02-15-2007 BANK OF THE WEST CHIEF ADN 000853 WESTLAKE 000853 000853 001036 02-15-2007 BORDEN WESTLAKE 000844 530310 000844 531393 001037 02-15-2007 ELITE SPORTS OFFICIA WESTLAKE 000845 000845 001038 02-15-2007 ROBERT KAI WESTLAKE 000846 001039 02-15-2007 DANIELA LIRA 001040 02-15-2007 GINA McNEELY 001041 02-15-2007 MIREIDA RUBAYO 001042 02-15-2007 SHANTI SAMPATH Fnd-Fnc-Obj.So-Ori Prg_ _Reason Amount 199-41-6499.00-701-799000 FINANCE CHARGES 96.91 865-00-2190.15-000-700000 DEPOSIT ON BUS 808.50 865-00-2190.15-000-700000 MUSEUM OF NATURE ANE 2,350.00 Totals for Check 001035 3,697.66 199-35-6341.00-001-799000 FOOD 215.35 199-35-6341.00-001-799000 FOOD 235.74 Totals for Check 001036 451.09 199-36-6219.00-001-791000 GAME OFFICIALS 520.00 199-36-6219.00-001-791000 GAME OFFICIALS 560.00 Totals for Check 001037 1,080.00 199-13-6411.00-001-799000 TRAVEL REIMBURSEMEN i 474.51 WESTLAKE 000847 199-11-6399.00-001-711000 REIMBURSEMENT FOR SL 149.67 000847 287-11-6399.00-001-711000 SPANISH DICTIONARIES 140.59 Totals for Check 001039 290.26 CHIEF ADN 000848 199-41-6399.00-701-799000 REIMBURSEMENT FOR SL 13.99 WESTLAKE 000849 WESTLAKE 000850 000850 001043 02-15-2007 TWELVE OAKS CATERII WESTLAKE 000851 000851 001044 02-15-2007 DANIELA WHITE 001047 02-22-2007 BORDEN 001048 02-22-2007 OFFICE DEPOT CHIEF ADN 000852 WESTLAKE 000854 532123 WESTLAKE 000861 374955729 000861 372948328 CHIEF ADN 000861 374955729 000861 372948328 000861 372948328 001049 02-22-2007 UNUM LIFE INSURANCE UNUM LIFE 000864 0580605 001050 02-22-2007 JEAN SHIVERS WESTLAKE 000863 REIMB 001051 02-22-2007 MIREIDA RUBAYO WESTLAKE 000862 REIMB 001052 02-22-2007 CHRISTY PERRY WESTLAKE 000855 REIMB 001053 02-22-2007 KIDCONNECTION THER WESTLAKE 000858 2-0107 000858 4-0107 000858 5-0107 000858 7-0107 000858 8-0107 000858 9-0107 000858 10-0107 000858 4-0107 000858 5-0107 199-13-6411.00-001-799000 TRAVEL REIMBURSEMENT 316.44 199-11-6399.00-001-711000 REIMBURSEMENT FOR SL 33.70 287-11-6399.00-001-711000 BOOKS ON POETRY 41.86 Totals for Check 001042 75.56 199.35-6342.00-001-799000 LUNCHES 2,983.25 199-35-6342.00-001-799000 LUNCHES 3,638.00 Totals for Check 001043 6,621.25 199-41-6399.00-701-799000 USPS REIMBURSEMENT 12.85 199.35-6341.00-001-799000 MILK 196.20 199-11-6399.00-001-711000 SUPPLIES 86.15 199-11-6399.00-001-711000 SUPPLIES 386.80 199-41-6399.00-701-799000 SUPPLIES 42.99 199-41-6399.00-701-799000 SUPPLIES 88.75 199-41-6399.00-701-799000 SUPPLIES 100.00 Totals for Check 001048 704.69 199-00-2153.00-010-700000 PREMIUMS 91.00 287-11-6399.00-001-711000 SUPPLIES FOR CLASSRO( 35.75 199-36-6399.00-001-791000 SUPPLIES 159.39 865-00-2190.15-000-700000 SUPPLIES 165.00 199-11-6219.00-001-723000 DIAGNOSTICS 380.00 199-11-6219.00-001-723000 DIAGNOSTICS 190.00 199-11-6219.00-001-723000 DIAGNOSTICS 142.50 199-11-6219.00-001-723000 DIAGNOSTICS 380.00 199-11-6219.00-001-723000 DIAGNOSTICS 190.00 199-11-6219.00-001-723000 DIAGNOSTICS 95.00 199-11-6219.00-001-723000 DIAGNOSTICS 380.00 199-31-6219.00-001-723000 DIAGNOSTICS 65.00 199-31-6219.00-001-723000 DIAGNOSTICS 47,50 Totals for Check 001053 1,870.00 001054 02-22-2007 LAS COLINAS PRINT WESTLAKE 000859 31528 865-00-2190.29-000-700000 PRINTING 574.50 Date Run: 03-20-2007 1:48 PM Check Payments Fund Summary Program: FIN1300 Cnty Dist: 220-810 WESTLAKE ACADEMY Page: I of 2 From To District Written Checks File ID: C For the Month of February Check Check Nbr Date Payee Organization Fnd-Fnc-obi.So-Or Reason Totals for Fund 19917 Totals for Fund 86517 Totals For District Written Checks Amount 25,387.54 81.78 25,469.32