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