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Home My WebLink About01-23-06 BOT Agenda PacketWESTLAKE ACADEMY SCHOOL BOARD MEETING AGENDA JANUARY 23, 2006 6:00 P.M. BOARD ROOM - TOWN HALL 2650 J.T. OTTINGER ROAD 1. CALL TO ORDER. om 0.14 xolImw"L A. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. 3. 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. 4. CONSIDER A RESOLUTION AUTHORIZING THE CEO OF WESTLAKE ACADEMY TO ENTER INTO A CONTRACT WITH MILLS, INC., TO PROVIDE SCHOOL UNIFORMS FOR THE STUDENTS AT WESTLAKE ACADEMY. 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 Board meeting held November 14, 2005. B. Review and approve any outstanding bills. 6. 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 Wednesday, January 18, 2006, at n¢e under the Open Meetings Act, Chapter 551 of the Texas Government Code. / l .n _ A Jean Dwinnell, Secretary The Board may at any time convene into executive session as authorized by Chapter 551 of the Texas Government Code to discuss any item posted on the agenda 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 MEMO TO: Board of Directors, Westlake Academy FROM: Barbara Brizuela, Head of School DATE: January 16, 2006 SUBJECT: Regular Meeting of January 23, 2006 ITEM Consider a resolution authorizing the CEO of Westlake Academy to enter into a contract with Mills, Inc. to provide school uniforms for the students of Westlake Academy. Contract will begin with the 2006-07 school year. RECOMMENDATIONS Staff recommends approval. BACKGROUND Westlake Academy has had a 3 year contract with Parker Uniforms since the opening of the Academy. That contract expires in May of 2006. Last year we informed Parker that others would be given an opportunity to be considered for the Academy uniform service. We subsequently secured two other companies to present proposals, in addition to Parker. A committee made up of office staff (who are also mothers of Westlake Academy students), parents and the Head of School, reviewed the proposal. Below are summaries of the 3 companies followed by our recommendation. PARKER: We are pleased with the uniform that Parker created for the Academy. They have also generously supported the Academy in other ways, such as providing refreshments for school events (e.g. Gallery Day) and boxed lunches for teachers on Staff Development days. However, there have been issues that Parker has not been able to resolve in a timely fashion: • They often do not have styles or sizes in stock and families have had to wait up to three months for uniform pieces to arrive; • The quality and comfort of the boys' trousers is not up to par; • The inability to go to the stores and pick things off of the rack makes shopping a long affair MILLS: Mills is a national company that was founded in San Francisco in 1947. The company approached us last year, asking to be considered as an option whenever the contract expired. They serve 25 schools in the Dallas area. Our observations: • They have a No Questions asked return policy; • They have a revenue-sharing Partners Program that feeds back into the school; • Their trousers (they provided samples for select students to try and comment) are more comfortable and do not wear out at the knees as quickly as Parker; • They have offered some innovative suggestions for uniforms (e.g. a fitted blouse for the older girls that is worn outside and will create a neat, smart look); • Families can shop `off the rack' without waiting in line for service at their local store which is located at 1801 Eastchase Parkway in Ft. Worth; • They offer an in -school shopping opportunity: once a year they bring in containers that open into shopping racks, set up shop in the school and parents can shop on campus; • They offer sales 4 times a year. ACADEMY: Academy Uniforms was presented to us by a Westlake family. They have supplied us with samples of their wares and all seems to be of equal quality as that of Parker, our present suppliers. Their promotional material points out the need for change in uniform suppliers and the pitfalls of traditional suppliers, but we have had a difficult time discerning how they are different. The company is a relatively new company, having been founded in 2000. Our observations: • Offer a `Plaidmobile' service once a year. This consists of visiting the school with samples uniforms in each size at hours convenient to families. Orders are taken at this time. • Attest that they will always have complete styles in every size range available. ACADEMY offers a one-year contract. MILLS offers a three-year contract with an opt - out by October 15th of any year in the contract. PARKER only offers a three-year contract. Prices are similar, if not the same, for all suppliers. Staff recommends the contract be awarded to Mills, Inc. due to their long history in the market and their innovative approach of a pro -active nature and not reactive. In addition, Staff recommends incorporating into the uniform for G7 and above girls, the fitted, straight edged stretch poplin shirt to be worn with the dress uniform or with the casual shorts and pants. This shirt will offer the MYP students a uniform shirt that is more in line with the current styles. The contract will automatically renew each year, unless the Academy notifies Mills, Inc. in writing by October 15th of the preceding year. There is no impact to the budget in implementing this change. WESTLAKE ACADEMY RESOLUTION NO. 06-01 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE WESTLAKE ACADEMY, AUTHORIZING THE CEO OF THE ACADEMY TO ENTER INTO A CONTRACT WITH MILLS, INC., ATTACHED HERETO AS EXHIBIT A, TO PROVIDE SCHOOL UNIFORMS FOR THE STUDENTS OF WESTLAKE ACADEMY. WHEREAS, the Academy utilizes Mills, Inc. which is responsible for providing the school uniforms in full compliance with the Westlake Academy Parent/Student Handbook. WHEREAS, Westlake Academy staff strictly enforces that the students follow the school uniform policy as stated in the Parent/Student Handbook. WHEREAS, Mills, Inc. will keep in stock at all times an ample supply of all required uniform pieces to assure that Westlake Academy students will be able to meet the uniform requirements. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE WESTLAKE ACADEMY: SECTION 1: That the Board of Directors of Westlake Academy does hereby authorize the CEO to enter into the contract attached hereto as Exhibit A with Mills, Inc. SECTION 2: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 23rd DAY OF JANUARY, 2006. ATTEST: Scott Bradley, President Jean Dwinnell, Secretary Trent O. Petty, CEO APPROVED AS TO FORM: L. Stanton Lowry, Attorney Uniform Program Agreement Mills, Inc. and Westlake Academy agree to the following regarding the school's uniform program. Mills, Inc. agrees to provide the clothing items specified in the schools uniform policy. Mills, Inc. will assist parents and students in making their uniform selections and use our best efforts to insure that parents and students purchase in accordance with school policy. Your school will inform Mills, Inc. immediately of any changes in the uniform policy. Mills, Inc. will at all times endeavor to provide all required items in sufficient quantities and sizes to meet the needs of the students of the school. Mills, Inc. will secure and produce estimated quantities of garments to fulfill students' needs one full year at a time, based on enrollment and product choices provided annually by the school. Your school agrees that Mills, Inc. will be the sole provider of uniforms to your school. Your school will include in all communications with parents regarding school uniforms that Mills, Inc. is the exclusive supplier of uniforms to the school. Your school will provide Mills, Inc. with a mailing list of the parents of all students enrolled at the school so that Mills, Inc. can keep parents apprised of issues affecting the uniform program. Your school will include Mills, Inc. on the mailing list of materials or newsletters sent to parents of students. This will help Mills, Inc. stay informed about issues facing the school and its uniform policy. Each fall, your school will work with their Mills, Inc. account manager to develop enrollment estimates and determine if there are any changes to be made to the uniform program. This agreement begins with the 200612007 school year and will automatically renew each year, unless your school notifies Mills, Inc. in writing by October 15th of the preceding year. In the event that your school chooses to discontinue a product produced exclusively for your school, the product will remain on your school's uniform list and be allowed for wear until Mills, Inc.'s inventory of that item is sold out. In the event that your school chooses to discontinue using Mills, Inc. as a supplier, you agree to allow Mills, Inc. to continue selling those specific items, at a discounted rate, until the entire inventory of those items is sold out. School Representative (Signature) Title Mills Sales Director (Signature) Date Date MINUTES OF THE WESTLAKE ACADEMY SCHOOL BOARD MEETING NOVEMBER 14, 2005 PRESENT: President Scott Bradley and Board Members Buddy Brown, Bill Frey, Fred Held, Don Redding, and Larry Sparrow 0 *Ua� OTHERS PRESENT: CEO Trent Petty, Head of School Barbara Brizuela, Finance Director Debbie Piper, Secretary Jean Dwinnell, Director of Marketing and Public Affairs Carolyn Sims, Facilities and Recreation Director Troy Meyer, and Executive Assistant Ginger Awtry 1. CALL TO ORDER. President Bradley called the meeting to order at 6:04 p.m. 2. CITIZENS' PRESENTATIONS. Head of School Barbara Brizuela introduced fifth grade students that hosted students from Mexico. The students, Gregory Stringfellow, Jordan Steger, Nikolas Szpak, and Zoey Danesh- Far, explained to the Board their experience hosting a foreign student. Ms. Christine Smith, Speaker of the House, House of Commons, thanked the Board for the "gift" of Westlake Academy and presented the Board with gifts on behalf of the House of Commons. Ms. Tanya Woods expressed her desire to see founding families of the Academy protected in the By-laws and Charter and rewarded for taking the chance and persevering the struggles of the start-up process. President Bradley read a response he had written to Ms. Turbinwell's e-mail regarding the "guarantee" of an education at Westlake Academy for current students. 3. CONSIDER A POLICY REGARDING THE INTENTION TO SERVE ALL CURRENT WESTLAKE ACADEMY STUDENTS THROUGH GRADUATION. President Bradley asked Mr. Redding to read the proposed wording for the handbook. Mr. Redding read the following to be included on page 6, Eligibility, after the second paragraph: It is the intent of the Westlake Academy School board to readmit all existing Westlake Academy students in good standing subject to the collective annual financial support of parents via the Blacksmith Apprentice Program which provides the necessary funds to hire additional teachers, provide space, supplies, equipment, and other necessary expenditures as determined by the sole discretion of the School board, to achieve an overall student to teacher ratio not exceeding 16:1. Mr. Frey moved, Mr. Brown seconded the motion to approve the proposed wording to the Handbook with the additional words, " ... subject to the financial ability to do so including the collective annual ....... Discussion ensued regarding "guarantees" being offered and the future of Westlake Academy. There was no fizrther discussion and President Bradley declared the motion carried unanimously. 4. CONSIDER A RESOLUTION APPROVING THE 2004/2005 ANNUAL AUDIT REPORT FROM WEAVER AND TIDWELL, L.L.P. CEO Trent Petty explained the proposed Resolution and introduced Wes Scott with Weaver and Tidwell. Mr. Scott presented the Audit and advised there was nothing worthy of a management letter this year. Mr. Held moved, Mr. Brown seconded the motion to accept the 2004/2005 Annual Audit report as presented. There was no discussion and President Bradley declared the motion carried unanimously. 5. CONSENT AGENDA. A. Review and approve minutes of the Board meeting held September 26, 2005. B. Review and approve any outstanding bills. Mr. Brown moved, Mr. Held seconded the motion to approve the consent agenda as presented. There was no discussion and President Bradley declared the motion carried unanimously. 6. ADJOURNMENT. Mr. Redding moved, Mr. Sparrow seconded the motion to adjourn. The motion carried unanimously and President Bradley declared the meeting adjourned at 7:53 p.m. Approved by the Westlake Academy School Board on 2006. Scott Bradley, President ATTEST: Jean Dwinnell, Secretary Invoices Paid in December 2005 o®- Or Transamerica Life Insurance $100.00 Annuity Payment 2033 Aviva Life Insurance $267.00 Annuity Payment 2034 USAA $500.00 Annuity Payment 2035 Fidelity Investments $200.00 Annuity Payment 2036 Vanguard Group $100.00 Annuity Payment 2037 Oppenheimer Funds $92.00 Annuity Payment 2038 Banc of America Leasing $232.88 Copier Lease 2039 Blue Cross Blue Shield Insurance $5,771.06 Medical Insurance Premium 2040 Amy Copeland $905.70 Travel/Conference Reimbursement 2041 Gail James $46.21 Classroom Instructional Supplies 2042 Darcy McFarlane $415.24 Classroom Instructional Supplies 2043 Office Depot $303.14 Office Supplies 2044 Mireida Ruba o $57.99 Athletic Supplies 2045 School Specialty $794.43 Classroom Instructional Supplies 2046 Linda Smith $129.92 Classroom Instructional Supplies 2047 Daniella White $68.56 Office Supplies 2048 apple Computers $919.00 Computer 2049 Transamerica Life Insurance $100.00 Annuity Payment 2050 Aviva Life Insurance $267.00 Annuity Payment 2051 USAA $500.00 A nnuity Payment 2052 Fidelity Investments $200.00 Annuity Payment 2053 Vanguard Group $100.00 Annuity Payment 2054 Oppenheimer Funds $92.00 Annuity Payment 2055 Transamerica Life Insurance $100.00 Annuity Payment 2056 Aviva Life Insurance $267.00 Annuity Payment 2057 USAA $500.00 Annuity Payment 2058 Fidelity Investments $200.00 Annuity Payment 2059 Vanguard Group $100.00 Annuity Payment 2060 Oppenheimer Funds $92.00 Annuity Payment 2061 TOTAL $13,421.13 Fund 199 - General $12,502.13 Fund 411 -Technology $919.00 TOTAL $13,421.13 1 of 1 1/18/2006 1:12 PM