HomeMy WebLinkAbout09-18-17 WAF MinWESTLAKE ACADEMY FOUNDATION
Board Meeting
September 18, 2017
Board Members in Attendance: Debbie Kraska, Sean Shope, Karen Stoltenberg, Adam Smith, Kevin
Hansen, Jeff Watson, Christine Ross, Laura Luckett, Wendy Greenwood and Zan Jones
Others in Attendance: Shelly Myers and Julie Kelly
I. D. Kraska called the meeting to order at 8:34AM.
II. Motion to approve minutes of August 23, 2017 meeting by K. Hansen, second by K. Stoltenberg.
Motion carried.
III. Financial Report
S. Shope presented FY18 WAF Budget.
o S. Myers solicited recommendations for amount of Fund an Item for Gallery Night 2018.
It was decided to keep at $50k, and to break out different Auction subheadings on budget
document.
o Discussed increasing Gallery Night budget for 2018 event.
o Baja sponsorship revenues were under budget last year, but discussed that club is
covering expenses via a credit for this year and potentially next 2 years. Budgeted
expenses will then drop to $10k.
o Will keep Baja sponsorship budget at $80k in revenue due to value addition of Par 3, 9-
hole golf tournament this year.
o VIP party expenses will increase to $9k to accommodate larger attendance/invitees based
on past years’ events.
o Promotions and marketing will need to increase as well to accommodate longer Year in
Review brochure.
o Cost of department audit has also increased this year over last.
o Discussed increasing Granting budget. Decided to leave at $75k for now, with possibility
of adjusting upward if needed by the academy.
Reviewed Financial Reports ending August 31, 2017, highlighting Blacksmith Annual Fund
revenue for FY16-17, but collected in FY17-18 of $21,000. Total WAF assets are currently
$1,955,952.
Motion to approve financial report by K. Stoltenberg, second by K. Hansen. Motion carried.
Plan to adopt budget for 2017-18 school year at October meeting.
IV. Marketing Committee
Z. Jones reported that September postcard was just released.
D. Titzler is working on Year in Review brochure.
Z. Jones is currently reviewing video footage shot by Jerome Butler last Spring, and is
planning to be done in time for Blacksmith Annual Fund kick-off.
V. Grants Committee
S. Myers presented grant for Breakout Boxes in the amount of $1,500. Motion to approve
grant for entire amount by A. Smith, second by K. Stoltenberg. Grant approved.
S. Myers presented grant for National In-Service Music Education Conference for 1 staff
member in the amount of $800. Motion to approve grant for $500 registration fee, by K.
Stoltenberg, second by Z. Jones and A. Smith. Grant approved. Board declined to cover
$300 for substitute teacher coverage, which would be handled via school budget
VI. Development Committee
Blacksmith Annual Fund
o S. Myers reported that Foundation has raised $811k as of end of North Texas Giving Day
due to Giving Day donations, corporate matches and offline gifts.
o Office will hold internal raffle contests for hourly and offline gifts received on Giving Day.
o Due to less bonus monies being raised by the Communities Foundation of Texas, our
Giving Day bonus for the Library Package may be smaller this year.
o BAF donor thank you gift this year is chrome-plated WA car emblem.
Baja
o Event will be held October 23, 2017, with back-up date of October 30th.
o There will be a Par 3, 9-hole tournament, no live auction, and a fund an item paddle-raise
for Phase 2 of the Math and Science Plaza. Will have renderings of Math and Science Plaza
to display at event.
o Will be advertised as “Golfing under the lights” with casual party and 5pm tee-off. Forty
foursomes max in scramble format. Entire round estimated to take 45-60 minutes.
o Helicopter Ball Drop sponsored by Sewell Automotive companies. There will also be a
Trackman longest drive contest and putting contest.
o Tennis will begin at 11am with 10am registration and mimosas.
o S. Myers to investigate small party band for entertainment. Larry Kroshus to emcee and
serve as auctioneer for Fund an Item.
o Sponsorship levels will each include 9-hole tournament participation, with additional
individual golfing tickets at $500/per, $250 for cocktail party only and $250 for tennis.
Desert Racer sponsorship level is being eliminated.
o Board was asked to solicit sponsorships and assist with welcoming tennis players for their
morning play.
VII. President’s Report
D. Kraska expressed gratitude for Giving Day success and BAF efforts, and feels positive
about Baja event.
VIII. Executive Director’s Report
S. Myers reports that she will be attending new family event hosted by HOC at the Miller’s
home.
Other Business
none
A. Smith moved to adjourn the Board meeting, second by K. Hansen. Motion carried. Meeting adjourned
at 10:47 AM.
Next Meeting: Monday, October 16, 2017 at 8:30 AM, Lee Fieldhouse, WA