HomeMy WebLinkAbout08-24-16 WAF MinWESTLAKE ACADEMY FOUNDATION
Board Meeting
August 24, 2016
Board Members in Attendance: Karen Stoltenberg, Zan Jones, Deanna Titzler, Wendy Greenwood, Adam Smith,
Christine Ross, Debbie Kraska, Chris Jeppesen, Laura Luckett and Leah Rennhack
Others in Attendance: Troy Meyer, Mechelle Bryson, David McCaskill with Design Group, Shelly Myers and Julie Kelly
I. D. Kraska called the meeting to order at 8:30AM.
II. Motion to approve minutes of June 6, 2016 meeting by K. Stoltenberg, second by A. Smith. Motion carried.
III. Update: Outdoor Learning Science Stations
• David McCaskill with Design Group and Troy Meyer, WA Facilities Director, presented design proposal
based on YouTube survey from April 2016 with 525 student responses. Design also based on teacher input.
• Discussed options of making Phase 1 of the multi-phase proposal to include the garden with experimental
garden plots, astronomy plaza, telescopes and weather stations.
• Discussion will continue with Design Group to determine best use of donor funds.
IV. Financial Report
• S. Myers reviewed Financial Report for July 31, 2016.
• Reference made to Financial Analysis and Blacksmith Annual Fund donors, end of year pledge fulfillments
and increasing market value of Endowment Fund.
• S. Myers explained that Grants to the Academy are reported as Liabilities and recorded monthly when they
are approved, but paid annually in one lump sum at the fiscal year-end.
• Motion to approve Financials by C. Jeppesen, second by K. Stoltenberg. Motion carried.
• S. Myers provided overview of the WAF 2016-17 budget draft.
• Motion to approve and accept 2016-17 Budget by C. Jeppesen, second by A. Smith. Motion carried.
V. Development Committee
• Blacksmith Annual Fund
o C. Ross and K. Stoltenberg discussed numerous initiatives: talking with new family donors, preparing
grade captains in advance of North Texas Giving Day, incentive for 100% class participation of Meat U
Anywhere BBQ party, and ice cream party for class with highest participation on Giving Day.
o Discussed donor recognition in carline such as the boards in each line with participant name stickers to
be updated weekly as was used in past years.
o Giving Day this year is September 22, 2016.
• Run the Ranch
o S. Myers reported that the Foundation will no longer be conducting the event.
• Westlake Baja
o A. Smith reported that Baja is on October 17, 2016, and will include golf challenges, tennis event and
six holes of golf. Vaquero is limiting six-hole golf to 48-person field.
o Discussed how to differentiate sponsorships, and decided to add a new $3,500 Desert Racer level. Only
sponsors at the $3,500-$10,000 levels will receive spots in the six-hole event.
o Live auction items are needed so directors encouraged to look and ask in their spheres of influence.
VI. Marketing Committee
• W. Greenwood reported that September postcard will promote Giving Day, Gifts in Action and Baja.
• 2014-15 Year in Review piece is in process.
VII. Grant Review
• S. Myers presented “Strengths Explorer for Grade 5” grant request for up to $1,959.00 to provide the Strength
Finder assessment forms for 60 students. Motion to fund grant by A. Smith, second by K. Stoltenberg. Grant
approved.
VIII. President’s Report
• D. Kraska requested Board members turn in BAF forms soon to ensure 100% Board participation prior to
official BAF campaign kick-off on Oct. 1
• Directors were encouraged to support the HOC via their monthly lunches and the WAAC athletic events.
IX. Executive Director’s Report
• S. Myers reported that the WAF/HOC joint funding process for grants from the Academy will continue.
Upon receiving an application, whichever organization’s Board meets first will review and decide the amount
of funding, if any, to award. When the other Board meets and reviews, S. Myers will advise the applicant of
both Board’s funding decisions. The HOC Speaker and Treasurer will be copied on email communications to
grant applicants.
• Upcoming Pumpkin Run 5k in Roanoke will benefit Westlake Academy, with funds transferring through the
Foundation. Event is Saturday, October 29, 2016.
Other Business
• WA Family Campout possible date of Friday, November 4, 2016.
K. Stoltenberg moved to adjourn the Board meeting, second by L. Rennhack. Motion carried. Meeting adjourned at
11:37AM.
Next Meeting: Wednesday, September 21, 2016 at 8:30 AM, Lee Field House Conference Room, WA