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Home My WebLink About11-14-13 BOT Agenda packet ' �'I I I ' iI. I I /'I '/ . I I I / I / iI. / I I // / I / I / ' // '/ O�W��'�� I�9 �0�� :; i ;. / �� '�. ��,f�r�� lAKE P.C�''� � � � � Vision Statement Westlake Academy inspires students to achieve their highest individualpotential in a nurturing environment that fosters the traits found in the IB Learner Profile. Inquirers, Knowledgeable, Thinkers, Communicators, Principled, Open-Minded, Caring, Risk-takers, Balanced and Reflective : • � ' � • ' � � � • � - ' 1 � � � � � � � � • ' . . • � : ' ' � • ' ' • • • • � • 1 1 � ' - . • . 1 1 � Mission Statement Westlake Academy is an IB World School whose mission is to provide students with an internationally fninded education of the highest quality so they are well-balanced and respectful life-long learners. •..- . Workshop Session 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. REVIEW OF CONSENT AGENDA ITEMS FOR THE NOVEMBER 14, 2013, TRUSTEES REGULAR MEETING AGENDA. 4. REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Board Member requests that report be removed and considered separately. a. Report regarding the School Sanction Trips policy amendments. b. Student Census as of October 28, 2013. 5. DISCUSSION ITEMS a. Update regarding 2014-2015 enrollment and an overview of the campus expansion. (20 min) b. Follow-up Discussion from Board's May 17, 2013 Planning Retreat. (30 min) c. Discussion regarding the 2013 School FIRST Rating and Annual Financial Management Report. (zo min) d. Discussion of the proposed Spring Senior Trip to Costa Rica. (10 min) e. Update and discussion regarding Westlake Academy Phase I expansion project and enrollment projections. Standing Item 6. BOARD RECAP / STAFF DIRECTION 7. AD70URNMENT Regular Session 1. CALL TO ORDER 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS: 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. Presentation by the Public Art Society regarding the contest winner of the Second Annual Arbor Day Art Contest by academy student artist Diana Hernandez. Page 2 of 3 3. CONSENT AGENDA: All items listed below are considered routine by the Board of Trustees 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. Consider approval of the minutes from the October 7, 2013, meeting. b. Consider approval of Resolution 13-14, Authorizing the termination of the agreement with Best Facility for janitorial services. c. Consider approval of Resolution 13-14, Authorizing the Town Manager to intern into an agreement with North Central Janitorial for janitorial services. d. Consider approval of the Spring Senior Trip to Costa Rica. 4. BOARD CALENDAR 5. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under ��Future Agenda Item Requests", an agenda item for a future Board meeting. The Board member making the request will contact the Superintendent with the requested item and the Superintendent will list it on the agenda. At the meeting, the requesting Board member will explain the item, the need for Board discussion of the item, the item's relationship to the Board's strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board member receives a second, the Superintendent will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. 6. AD)OURNMENT ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on November 7, 2013, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. Kelly Edwards, 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. Page 3 of 3 Westlake Academ Y Item # 2 — Pledge of Allegiance Texas Pledge: "Hono� the Texas flag; I pledge allegiance to thee, Texas, one state unde� God, one and indivisible. " Westlake Academ Y Item # 3 — Review of Consent Agenda Items REVIEW OF CONSENT AGENDA ITEMS a. Consider approval of the minutes from the October 7, 2013, meeting. b. Consider approval of Resolution 13-14, Authorizing the termination of the agreement with Best Facility for janitorial services. c. Consider approval of Resolution 13-14, Authorizing the Town Manager to intern into an agreement with North Central )anitorial for janitorial services. d. Consider approval of the Spring Senior Trip to Costa Rica. Westlake Academ Y Item # 4— Reports REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Board Member requests that report be removed and considered separately. a. Report regarding the School Sanction Trips policy amendments. b. Student Census as of October 28, 2013. WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: November 14, 2013 Staff Contact: Amanda DeGan Report Assistant Town Manager Subject: Report - Trip Policy Development, Process Review EXECUTIVE SUMMARY During the Board of Trustees meeting on September 9, 2013, Staff discussed the plan to update our trips policy as it relates to Westlake Academy and we brought forward concepts as it relates to an amended 12th grade trip concentrated on community service. The Board directed staff to provide an overview (and potential timeline) of the trips policy amendment for review. Several members of the Executive Leadership Team discussed the concepts and have drafted an internal process chart. Upon completion of the steps, Staff will bring an update policy document with corresponding trip schedules to the Council for review. PLAN DESIRED OUTCOMES ACADEMY VALUES � High Student Achievement � Maximizing Personal Development � Strong Parent& Community ❑Acade�nic Excellence Connections � Respect for Self and Others ❑ Financial Stewardship & � Personal Responsibility Sustainability � Conzpassion and Understanding ❑ Effective Educatars & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? School policy and trip review is a responsibility of the Board of Trustees. Which policy governs this? Previous policy and authority of the Board of Trustees. What additional direction is necessary? Informational report. FISCAL IMPACT ❑ Funded ❑ Not Funded � N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Report provided at the direction of Council. ATTACHMENTS Trips Policy Review - Schedule Page ] of l Trips Policy Review — Schedule 1. Review Board of Trustees survey results. — Done a. Incorporate feedback from agenda meeting discussions. — Done 2. Draft models / options for policy document a. Option "A" —to include current system b. Option "B" — previously proposed Discovery Week concept c. Option "C" — hybrid system of static trip schedule and alternative price points during spring break (similar to Discovery Week) d. Consideration for G6 moving to MYP e. Submit to WA attorney for review Time deadline: Mid December 3. Conduct parent focus group discussions (PYP/MYP/DP) a. Including those parents who specifically conveyed an interest in the policy formation Time deadline: Late January to Early February 4. Re-draft Comprehensive Policy Document based on feedback a. Submit to WA attorney for final review Time deadline: Mid March 5. Present at Board of Trustees agenda meeting Time deadline: April/May meeting— based on pending topics for agenda WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP/MYP/DP Meeting Date: November 14, 2013 Staff Contact: Ben Nibarger Report Subject: Student Census Update for FY 2013-2014 EXECUTIVE SUMMARY The Board of Trustees has instructed staff to continually monitor the fluctuations of student enrollment in order to better manage classroom size. The attached document provides a snapshot of the classroom enrollment in each grade as well as breaking the data down by home ISD, Westlake neighborhood, and grandparents. Westlake student enrollment is at an all-time high as a percentage of the population as well as actual number of students attending. APPLICABLE STRATEGIC PLAN DESIRED OUTCOME � High Student Achievement � Strong Parent& Community Connections � Financial Stewardship & Sustainability ❑ Student Engagement—Extracurricular activities ❑ Effective Educators & Staff WESTLAKE ACADEMY VALUES ❑ Academic Achievement ❑ PYP, MYP, DP(IB Continuunz) ❑ Caring Environment � Fiscal Stewardship � Conzmunication/Transparency � Engaged Stakeholders ❑ Maxinzizing Each Child's Potential FISCAL IMPACT ❑ Funded ❑ Not Funded � N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS No action required. ATTACHMENTS l. Student Census 2013-14 Page ] of l PROJECTED WESTLAKE ACADEMY STUDENT CENSUS - FY 2013-2014 Primary Secondary Boundaries Updated as of 11/05/13 Westlake Carroll Keller Northwest Other Siblings Due to School Due to Town R moved to Westlake Residents by neighborhood Residents ISD ISD ISD Districts on Wait List Employee Employee ec.Boundar Stage- Estates Paige- Grade Total No.of %of No.of %of No.of %of No.of %of No.of %of No.of %of No.of %of No.of %of No.of %of coach of Mahotea brook Terra Level Students Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Stud. Glenwyck Vaquero Hills Westlake Boone Farms Bella Other K 35 25 71% 72 34% 15 43% 5 14% 3 9% 8 23% 4 11% 1 3% 0% 11 8 2 0 0 0 0 4 G1 53 30 57% 13 25% 28 53% 4 8% 8 15% 1 2% 3 6% 0% 0% 8 10 3 1 0 0 1 7 G2 42 25 60% 73 37% 21 50% 5 12% 3 7% 5 12% 4 10% 0% 2 5% 10 10 2 1 1 0 0 1 G3 53 22 42% 7 13% 35 66% 7 13% 4 8% 3 6% 3 6% 1 2% 3 6% 5 7 0 3 0 0 1 6 G4 54 25 46% 72 22% 24 44% 10 19% 8 15% 13 24% 6 11% 0% 3 6% 12 4 4 0 2 1 1 1 G5 55 22 40% 8 15% 33 60% 7 13% 7 13% 11 20% 8 15% 2 4% 3 5% 3 11 0 2 0 0 1 5 G6 44 18 41% 72 27% 25 57% 4 9% 3 7% 14 32% 5 11% 1 2% 2 5% 9 4 1 1 0 0 0 3 G7 63 23 37% 11 17% 34 54% 11 17% 7 11% 3 5% 7 11% 0% 3 5% 8 8 0 1 2 1 0 3 G8 62 23 37% 9 75% 41 66% 6 10% 6 10% 12 19% 6 10% 1 2% 3 5% 6 9 1 1 2 0 0 4 G9 61 17 28% 9 15% 36 59% 9 15% 7 11% 1 2% 1 2% 0% 0% 4 7 1 1 3 0 1 0 G70 67 16 26% 8 73% 42 69% 5 8% 6 10% 0 0% 2 3% 0% 3 5% 5 7 2 0 2 0 0 0 G11 60 13 22% 12 20% 40 67% 2 3% 6 10% 0 0% 3 5% 0% 3 5% 6 2 0 0 0 0 0 5 G72 54 10 19% 7 73% 36 67% 8 15% 3 6% 0 0% 0% 0% 2 4% 2 4 1 1 0 0 0 2 Total: 697 269 39% 133 410 59% 83 71 10°/a 71 10% 52 7% 6 1% 27 4°/a 89 91 17 12 12 2 5 41 Grandchildren 3 6 0 3 0 0 0 2 NOTES: Westlake resident students are reflected in their respective ISD districts Percentages are rounded to nearest.100 Based on current data as of 10/28/13 Westlake Academ Y Item # 5— Discussion Items DISCUSSION ITEMS a. Update regarding 2014-2015 enrollment and an overview of the campus expansion. (2o min) b. Discussion regarding the Vision statement. (30 min) c. Discussion regarding the 2013 School FIRST Rating and Annual Financial Management Report. (zo min) d. Discussion of the proposed Spring Senior Trip to Costa Rica. (10 min) e. Update and discussion regarding Westlake Academy Phase I expansion project and enrollment projections. Standing Item WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP/ DP Meeting Date: November 14, 2013 Staff Contact: Amanda DeGan Discussion Assistant Town Manager Subject: Discussion Regarding Expansion Timeline for SY 14/15 EXECUTIVE SUMMARY In November 2012, both at a Board of Trustees' meeting and at a Town Council meeting, a Facilities Master Plan (FMP) for the Westlake Academy campus was approved by both bodies. This culminated what had been an almost 2 year planning process. This FMP "feeds" into the overall Town 5 Year Capital Improvement Plan. Phase One of the improvements recommended by the FMP is now a funded capital improvement project of just over $10 million and is comprised of a new secondary class room building, field house, and multi-purpose hall. These improvements are currently under construction with plans for them to go into service in late August 2014 for the start of SY 14-15. Part of the planning for these campus improvements involved forecasting and planning for some enrollment increase to just under 800 students in SY14-15, mostly achieved by moving G6 into the Secondary Grades and increasing Secondary Grades enrollment to 25 per class (G6-G12). This is shown in the attached pro-forma that is contained in the Council/BOT approved Facility Master Plan document. As a result of our capital improvement projects on the Academy campus, Staff has developed a supporting action plan of internal steps to be taken during the current school year to help support the arrival of new students, staff and facilities in SY14-15. These steps include: • Student Enrollment and Induction Processes • Teacher/ Support Staff Recruitment • Transition of G6 to MYP • Impact of Increased Enrollment • Facility/ Physical Location of Rooms, etc. • Contingency Planning Each section has been assigned a committee sub-chair, who will work in tandem with the Steering Committee to implement the processes necessary to on-board students and help ensure a smooth expansion. It is the intent of this agenda item for Staff to provide a high level overview of the proposed plans for SY14-15 enrollment increases for Council review. Page ] of 2 PLAN DESIRED OUTCOMES ACADEMY VALUES � High Student Achievement � Maximizing Personal Development � Strong Parent& Community �Acade�nic Excellence Connections � Respect for Self and Others � Financial Stewardship & � Personal Responsibility Sustainability � Conzpassion and Understanding � Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? Which policy governs this? What additional direction is necessary? Policy guidance is provided by the campus Facility Master Plan as adopted by both the Town Council and Board of Trustees in November 2012. FISCAL IMPACT � Funded ❑ Not Funded ❑ N/A Note: this is funded as long as enrollment in the CounciUBOT approved FMP and its associated pro-forma is implemented. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Discussion and feedback regarding the expansion framework. ATTACHMENTS 1. Working Copy—Expansion Planning Framework. 2. Pro-forma Contained in the Approved Campus Facility Master Plan Showing Projected Enrollments. Page 2 of 2 I � I � i ' � � � � � � , � � � � , � Steering Committee — Amanda DeGan Tom Brymer,Rod Harding,Clint Calzini,Andra Barton,Ben Nibarger, Shelly Myers . . � � � ' . � � � � � Student Enrollment— Ben Nibarger Clint Calzini, Patty Frey, Jill Howard, Alan Burt,Vicki Nees, Lynne Hale,Kirsty Wilkinson,Christian McCartney � . � � ' • . � � " � � New Student Induction: Vicki Nees Lynne Hale,Heather McCown,Kirsty Wilkinson,Christian McCarthy � � . � Teacher / Staff Recruitment— Andra Barton Clint Calzini,Kirsty Wilkinson,Alan Burt,Christian McCarthy,Rod Harding,Alison Schneider,Ben Nibarger, Todd Wood • � - . • . . � � � � . 6th Grade to MYP Transition - Clint Calzini/Rod Harding Clint Calzini,Deborah Peebles, Kirsty Wilkinson,Alan Burt,Andra Barton,Craig Talley � - - - � . � - � . � � ' � - ' - � � . � - � . � � ' . � • �. � , '� � ' � � � � ' � � � � � � " 2014 — 2015 Expansion Planning Committee Warking Copy • Eight subj ect areas • Curriculum Alignment • Fifth Grade to Sixth Grade • Fourth Grade to Fifth Grade • � � • � � • ' � � � � . , - . • Additional resources needed: • Desks • Chairs • Instructional materials • Lunch Schedule • Student Schedule ' � � � • .� . � • Review of grand plan for classroom allocation • Timeline of re-location • MYP to new facility • PYP to MYP � � ' � _ � � � � � • Determine school opening scenarios and responses � � � • � • New office space: Troy Meyer • Director of Education / Executive Principal • Curriculum Coordinator • Impact on Sth Grade — Allison Schneider • Exhibition • Foundation Opportunities • Communication and Public Relations: Needs and Opportunities 2 A B C L M N O P Q R W X Income Statement-Option 2 Hybrid C z 3 Sections Whole School (18 Students(GK-G5)/25 Students(G6-G12)) 3 Fiscal Year Audited FY F,stimaCed 4 10/]1 11/12 Adopted 12/13 2013/14 2014/15 2015/16 2016/17 5 GENF,RAL FUND BEG.BALANCF. $ 767,490 $ 914,660 $ 657,994 $ 686,484 $ 681,210 $ 865,553 $ 1,136,107 6 REVENUES 7 Local Revenoes 8 WAF Salary Reimbursement 65,003 31,662 54,594 55,685 57,356 59,076 60,849 9 Gifts&Donatio��s-WAF - - - - - - 10 Other Local Revenue 28,035 58,000 28,000 59,740 67,532 63,378 65,280 11 WAF Blacksmith 52A,038 680,000 720,000 720,000 872,966 888,300 898,631 12 Interest Eained 2,295 1,278 2,500 1,316 1,355 1,396 1,438 13 Food Services 2,000 3,000 3,000 3,090 3,183 3,278 3,377 14 Do�ations 3,950 - 303,700 300,000 300,000 300,000 300,000 15 AthleticActivities 49,198 35,922 33,500 39,000 40,170 41,375 42,616 16 Transportation/Parking 7,996 23,250 35,000 35,700 36,771 37,874 39,010 17 Total Local Revenues 682,515 833,112 1,180,294 1,214,53] 1,373,332 1,394,6'J7 1,411,20] 18 19 State Revenue 20 TEA-FSP Funds 3,744,757 4,133,603 4,260,809 4,260,809 5,732,236 5,379,057 5,441,620 21 TRS O�rbehalf/Medicare PaR B 181,301 234,A03 227,452 268,517 344,743 355,012 365,588 22 Total State Reve�ues 3,926,058 4,368,406 4,488,26] 4,529,326 5,476,979 5,734,069 5,807,209 23 TOTAL RF.VENUES 4,608,573 5,20],578 5,668,555 5,743,857 6,850,31] 7,128,746 7,218,409 24 25 F,XPENDITURES 26 Object Code 61XX-Salaries 3,292,938 3,913,390 4,387,525 4,475,275 5,396,426 5,541,699 5,691,320 27 Object Code 62XX-Prof Conhacted Se�vices 791,907 1,056,202 779,490 733,880 1,013,501 1,043,906 1,075,224 28 Object Code 63XX-Supplies&Materials 221,871 223,211 24Q936 244,550 251,887 259,443 267,226 29 Object Code 64XX-Other Operating Costs 211,391 195,954 279,274 282,067 290,529 299,245 308,222 30 Object Code 65XX-Debt Service - - - - - - 31 Object Code 66XX-Capital Assets - - - - - - - 33 TOTAL EXPENDITURF.S 4,518,107 5,388,757 5,627,225 5,735,772 6,952,343 7,144,293 7,341,992 34 35 OTHER RESOURCES/USES 36 Other Resources 104,844 44,823 38,460 39,230 40,014 - 37 Other Resources - - - 300,000 300,000 300,000 38 Other Resources(Water Damage) 659,704 - - - - - - 39 Sub-Total Other Resources 659,704 104,844 44,823 38,460 339,230 340,O14 300,000 40 Extraordinary Item(Water Damage) (603,000) (49,807) 41 Other Uses - (124,464) (57,663) (51,819) (52,856) (53,913) - 42 Sub-Total Other Uses (603,000) (174,271) (57,663) (S1,819) (52,856) (53,913) - 43 F.xcess Revenues Ovcr(Under)Expenditures 147,170 (256,666) 28,490 (5,274) 184,342 270,554 176,417 44 45 GENERAL FUND ENDING BAI,ANCE 914,660 657,994 686,484 681,210 865,553 1,136,107 1,312,524 46 Assigned-Technology/FFE 100,000 - - - - - - 47 Assigned-Unifonn/Equipment Replacement 15,810 3,684 - 14,838 14,838 14,838 14,838 48 Assigned-Facility Maintet�ance/FFE - - 49 ENDiNG FUND BALANCE 798,850 654,310 686,484 666,372 850,715 1,127,269 1,297,686 50 51 #of Operating Days(based on 365) 65 44 45 42 45 57 65 52 53 Students F.nrolled 54 Primary 296 308 334 321 399 399 399 55 Secondary 222 313 330 338 395 409 418 56 Total Students Enrolled 518 621 664 659 794 808 817 57 Teaching Staff 58 Primary 21.9 21.9 2723 2123 32.16 32.16 32.16 59 Secondary 17.75 20.14 22.7 22.7 22.16 22.16 22.16 60 Total Teaching Staff 39.65 42.04 43.93 43.93 5432 5432 5432 61 62 9/18/2012 �� . �� _ � �'4. � �� Vision = Our Destination as an Organization "West/ake Academy inspires students to achieve their highest individual potential in a nurturing environment that fosters the traits found in the IB learner profile." � Inquirers, Knowledgeable,Thinkers, Communicators, Principled, Open-minded, Caring, Risk-takers, Balanced, and Reflective� Values = Our Organizational Beliefs (Daily Guide Posts/Our "GPS"� Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Mission = How We Will Pursue our Vision on a Daily Basis "Westlake Academy is an/B World School whose mission is to provide students with an internationally minded education of the highest quality, so they are well-balanced and respectful life-long learners." Page 1 of 7 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP/MYP/DP Meeting Date: August 12, 2013 Staff Contact: Tom Brymer Discussion Subject: Follow-up Discussion from Board's May 17, 2013 Planning Retreat EXECUTNE SUMMARY This item has been placed on the agenda to review and revisit the discussion and resultant questions raised by the Board at its May 17th planning retreat. This retreat focused on reviewing the school's vision statement, its components, and through small group discussion, identifying defining statements for each of the 4 components of this vision statement. The purpose of this exercise was to create Board discussion on what type of school, via our vision statement, do we aspire to be? Much good discussion and input regarding defining what these 4 components of the WA vision statement meant was engendered at this May workshop. However by the end of the May worksho�, there were still some remaining�uestions that merited further discussion. This discussion revolved around develo�in cg larity and definition on the portion of the WA vision statement related to a student attaining his or her highest individual potential. There was sim�lv not enou�h time at the May worksho�to finish this discussion. Thus, this item was scheduled for follow-up discussion at the Board's June 3, 2013 meeting, but due to some Board members being out of town for that meeting, the Board agreed to schedule this May 17th planning retreat follow-up discussion until its August workshop. Likewise, although this was on the agenda for discussion at the August 12, 2013 workshop,time constraints did not permit it to be covered. At the Board's October 17, 2013 Regular Meeting, under agenda item requests, the Superintendent inquired if the Board remained interested in completing its discussion of this topic? The Board's indication was that it wished to finish this discussion begun in May. Hence, it is on this agenda for Board discussion. APPLICABLE STRATEGIC PLAN DESIRED OUTCOME � High Student Achievement � Strong Parent& Community Connections � Financial Stewardship & Sustainability � Student Engagement—Extracurricular activities � Effective Educators & Staff WESTLAKE ACADEMY VALUES � Maxinzizing Personal Development � Academic Excellence � Respect for Self and Others � Personal Responsibility � Compassion and Understanding FISCAL IMPACT � Funded ❑ Not Funded ❑ N/A Page ] of 2 RECOMMENDATION / ACTION REQUESTED/ OPTIONS Recommend discussion of the defining statements and resultant questions that came out of the Board/Staff discussion at the May 17th planning retreat with a focus on the type of school we intend WA to be, i.e. college preparatory, college ready, etc. This will involve focusing on the portion of the WA vision statement related to students attaining his/her highest individual potential. ATTACHMENTS 1. Notes from the small group exercises which formulated defining statements for each of the 4 components to the WA vision statement as well as key questions that came from that discussion. Page 2 of 2 GIVING CLARITY TO OUR VISION Vision = Our Destination as an Organization "West/ake Academy inspires students to achieve their highest individual potential in a nurturing environment that " As shown in the box above, our current WA Vision Statement has 4 basic components. They are: 1. Inspiring students 2. Our students achieving their highest individual potential 3. Offering a nurturing environment for our students 4. Fostering in our students the IB learner profile traits In order to create dialogue and a common understanding of these components of our Vision Statement, we will create DEFINING PRINCIPLES to gain further clarity of our Vision. Webster's Dictionary defines the word principle as: prin•ci•ple noun\'prin(t)-s(a-)pal,-sa-bal\ i a: a comprehensive and fundamental law, doctrine, or assumption b (1): a rule or co�E of conduct (2): habitual devotion to right PRINCIPLES<a man of principle> c:the laws or facts of nature underlying the working of an artificial device Here, a Definina Principle will mean: A fundamental assumption as to how each of the 4 components of our WA Vision Statement will manifest itself as an outcome within our school; either in the members of our school body individually or corporately. So, let's begin to create Defining Principles for each of the 4 Vision Statement components; first individually, then in small groups, then by reporting out and discussing them with the entire team. Page 2 of 7 Vision = Our Destination as an Organization Creatinq a Defininq Priniciple for: Vision Component: "Westlake Academy inspires students..." Some questions to ask oneself and one's small group as you create a Defining Principle for this Vision Component: *What is "inspiration" to a typical WA student? *Whose responsibility is it to inspire students? *What does inspiration look like in a typical WA student, or in our student body as a whole? *What type of school environment creates inspiration? *What type of personal interaction between students and teacher(s) creates an inspired student? REMEMBER: A DEFINING PRINCIPLE FOR THE VISION COMPONENT OF "INSPIRES STUDENTS," IS A FUNDAMENTAL ASSUMPTION AS TO HOW STUDENT INSPIRATION WILL MANIFEST ITSELF AS AN OUTCOME; EITHER IN THE MEMBERS OF OUR SCHOOL BODY INDIVIDUALLY OR CORPORATELY. Suggestion: Draft your Defining Principle for this Vision Statement Component as an outcome, or result that brings further clarity to this component. As an example; WA will have a culture that enables and encourages students to want to learn and view learning as its own reward. • Siena- "WA engages students to be life-long learners through motivation to set goals and a destination for the future by providing individual attention and space to grow." • Venezia- "WA's teachers, parents, and students will create a culture that encourages open communication where there are no limits, challenging, guiding, and encouraqinq discoverv, which iqnites a person's desire to continuously learn and passionately engage in life." • Florence- "Parents and teachers collaboratively engage students in authentic learning to produce intrinsically motivated student who reflect and act." • Roma- "Students of all academic levels and abilities are inspired to learn. How do we know they are inspired? They come to class, they participate, they do their homework, they go above and beyond what is expected." Page 3 of 7 Vision = Our Destination as an Organization Creatinq a Defininq Priniciple for: Vision Component: "Westlake Academy inspires students to achieve their highest individual potential... Some questions to ask oneself and one's small group as you address a Defining Principle for this Vision Component: *What is the "highest individual potential" for a student? *How do we define post-secondary education success for our students? *How does a student come to recognize potential in himself/herself? *Whose responsibility is it to foster the desire within an individual student to identify their highest potential? *What role(s) does faculty play, or not play, in the process of identifying a student's potential? REMEMBER: A DEFINING PRINCIPLE FOR THE VISION COMPONENT OF "STUDENTS ACHIEVING THEIR HIGHEST INDIVIDUAL POTENTIAL" IS A FUNDAMENTAL ASSUMPTION AS TO HOW THE HIGHEST STUDENT POTENTIAL WILL MANIFEST ITSELF AS AN OUTCOME; EITHER IN THE MEMBERS OF OUR SCHOOL BODY INDIVIDUALLY OR CORPORATELY. Suggestion: Draft your Defining Principle for this Vision Statement Component as an outcome, or result that brings further clarity to this component. As an example; The entire WA school body, faculty, parents, and students will see it as their corporate and individual responsibility to help students identify and realize their interests and dreams. Siena- "The stakeholders of WA provide the support students need to be confident and gain maturity to realize their potential dreams and interests through the IB Learner Profile." Venezia- "WA, at a minimum, will prepare students for college success while focusing on student growth and developing a hunger for more." Florence- "Identify and address different learning styles while promoting an environment that maximizes academic and real-life learning to produce a responsible, engaged citizen." Roma- "Students are inspired to set high standards for themselves and are supported by faculty, staff, and parents, to achieve them." Page 4 of 7 Vision = Our Destination as an Organization Creatinq a Defininq Priniciple for: Vision Component: "Westlake Academy inspires students... in a nurturing environment..." Some questions to ask oneself and one's small group as you address a Defining Principle for this Vision Component: *What is "nurturing" and what is a "nurturing environment," as it relates to a school? *How would you describe it? *How does one balance nurturing with the need to maintain order, discipline, and a safe school environment? *Whose responsibility is it to nurture students and how is it done effectively? REMEMBER: A DEFINING PRINCIPLE FOR THE VISION COMPONENT OF "NURTURING ENVIRONMENT" IS A FUNDAMENTAL ASSUMPTION AS TO HOW A NURTURING ENVIROMENT WILL MANIFEST ITSELF AS AN OUTCOME; EITHER IN THE MEMBERS OF OUR SCHOOL BODY INDIVIDUALLY OR CORPORATELY. Suggestion: Draft your Defining Principle for this Vision Statement Component as an outcome, or result that brings further clarity to this component. As an example; WA students, faculty, and parents will strive in a deliberate fashion to nourish and grow our students'self-awareness and world view, based on a positive ethos of personal se/f- worth and integrity. Siena- "WA creates a positive, supportive, safe environment where stakeholders promote and develop self-awareness and integrity." Venezia- "WA will allow students self-exploration, risk taking, and the ability to be different while maintaining a set of guidelines/policies/a roadmap that is tied to #1 and #2. To educate, raise, bring up, and establish global citizenship." Florence- "A nurturing environment will manifest itself as a culture of acceptance and tolerance for differences in ideas, opinions, and aptitudes. This will encourage discovery, risk-taking, and problem-solving within a framework of well-defined expectations and consequences." Roma- "WA students feel safe and supported and are in an environment where they belong and where their self-worth is continually (affirmed?)." Page 5 of 7 Vision = Our Destination as an Organization Creatinq a Defininq Priniciple for: Vision Component: "Westlake Academy... Some questions to ask oneself and one's small group as you address a Defining Principle for this Vision Component: *What is the IB learner profile, what are its attributes, and what do they mean? *Does the school body as a whole embrace the IB learner profile? Why or why not? *Is the IB learner profile inculcated into all aspects of WA's culture, educational programs, and extra-curricular programs? Why or why not? *Why is the IB learner profile important to us as a school? REMEMBER: A DEFINING PRINCIPLE FOR THE VISION COMPONENT OF "FOSTERS THE TRAITS FOUND IN THE IB LEARNER PROFILE" IS A FUNDAMENTAL ASSUMPTION AS TO HOW THE IB LEARNER PROFILE TRAITS WILL MANIFEST THEMSELVES AS AN OUTCOME; EITHER IN THE MEMBERS OF OUR SCHOOL BODY INDIVIDUALLY OR CORPORATELY. Suggestion: Draft your Defining Principle for this Vision Statement Component as an outcome, or result that brings further clarity to this component. As an example; We commit that the IB learner profile traits will be evident in all that we say, do, or offer programmatically as a school, and will be clearly evident in the behavior of our students, parents, and faculty on a daily basis. Siena- "Just do it. Foster it." Venezia- "Self-defining." Florence- "The WA community makes explicit the actions and values that make one an internationally-minded person who can change his or her environment for the better." Roma- "-" Page 6 of 7 May 17, 2013 Board of Trustees Workshop: Board members seemed to agree that the current Vision Statement for Westlake Academy is a good one that should continue to be adhered to. Teams determined specific Defining Principles for each of the four points made within the Vision Statement, as listed above. Teams were arranged as the following: *Siena: Carol Langdon, Troy Meyer, Amanda DeGan, and John Zagurski *Venezia: Michael Barrett, Ben Nibarger, Todd Wood, and Alora Wachholz *Florence: Cliff Cox, Shelly Meyers, Debbie Piper, and Rod Harding *Roma: Laura Wheat, Ginger Awtry, Clint Calzini, and Kelly Edwards Some additional questions arose from the workshop exercise, which were in need of further consideration before the Board, including: Key Questions: • Are we doing the things outlined in the Vision Statement? • How do we know if/when we've reached our "destination?" (i.e.: vision) • How do we define our students' post-secondary success? • What is our value proposition? • IB Learner Profile in MYP/DP? • Educated parents- a need? Highest Individual Potential: What does it mean? • Is it preparing our students to take on the "fork in the road" that they choose? - college - vocational school - work - military - etc. Page 7 of 7 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP/ DP Meeting Date: November 14, 2013 Staff Contact: Debbie Piper Discussion Finance Director Subject: School FIRST 2013 rating and Financial Management Report EXECUTIVE SUMMARY FIRST is the acronym for Financial Accountability Rating System of Texas, as developed for the Texas school districts by the Texas Education Agency in response to Senate Bill 875 of the 76th Legislature in 1999. The primary goal of the rating is to achieve quality performance in the management of school districts financial resources. TEA also included open-enrollment charter schools in this rating system in 2009. After TEA receives financial information, they complete a School FIRST rating worksheet for each school district and charter school. The rating worksheet contains 19 questions, called indicators. Each indicator on the rating worksheet is designed to assess the management of financial resources. Ratings are based on staff and student data reported for a school and financial data reported for the corresponding fiscal year. Charters provide information to TEA through various financial reports, audit reports, and data reported through PEIMS. The FIRST system assigns one of the following financial accountability ratings based on points received: • 60-65 points Superior Achievement • 55-59 points Above-Standard Achievement • 50-54 points Standard Achievement • 0-49 points Substandard Achievement • 0-0 points Suspended • 0-0 points Undetermined If the district/charter school answers "No" to any one of the indicators 1, 2, 3, 4, OR to either indicator 5 or 6, the rating is automatically a "Substandard AchievemenY'. Based on the attached report which was a reflection of our FY 2011-2012 information, you will see the answer to #4 regarding the submission of the annual financial report was scored as "No" which automatically gave us a "substandard achievement" rating. In review of the remaining scores, you will see the only one that was not a perfect score of 5 is #14 which pertains to the ratio regarding the administrative cost and a threshold that is determined by the size of the school population (our threshold was .1561). If you will remember, FY 2011-2012 was the year we decided to reimburse the Municipal budget with an allocated amount related to the personnel that worked with both the Academy and the Municipal operations of the Town. This amount was approximately $300K which brought our ratio to .26. Even with this reduced scoring, we would still have had a "Superior Achievement" rating if not for the audit report submission score. Page ] of 2 In addition to the School FIRST annual rating, we have prepared a Financial Management report for the same time period. This is another transparency tool for School Board member's use. The following items are required in the report: • Copy of Superintendent's current employment contract—N/A to Westlake Academy • Reimbursements Received by the Superintendent and Board Members—none for FY 11-12 • Outside Compensation and/or fees received by the Superintendent for Professional Consulting and/or other personal services—none for FY 11-12 • Gifts received by Executive Officers and Board Members (and First Degree Relatives, if any) —none for FY 11-12 • Business Transactions between School and Board Members—none for FY 11-12 • First Quarter EXpenditures for the General Fund by Object Code—see report • Additional Financial Solvency Questions—see report PLAN DESIRED OUTCOMES ACADEMY VALUES ❑ High Student Achievement ❑ Maximizing Personal Development ❑ Strong Parent& Community ❑ Acadenzic Excellence Connections ❑ Respect for Self and Others � Financial Stewardship & ❑ Personal Responsibility Sustainability ❑ Compassion and Understanding ❑ Effective Educators & Staff GOVERNANCE FRAMEWORK Governance direction will provide the authority and directives of the Board to the Academy staff as it relates to administering to the financial concerns of the Academy. FISCAL IMPACT ❑ Funded ❑ Not Funded � N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Discussion/no action required ATTACHMENTS School FIRST report Financial Management Report Page 2 of 2 Charter School �tatus I�etail Page 1 of 1 Char�ez�h�l-�c�al FIItST Pin�,aeciaE 1rea�ity Ratanp,Sqs2em of T�ttas �J��: P�91�9lC Us�r Role: Publi� v v : - - -__ _ _ . ._ . _v ' � �� Ye�r: `_� �DN: c. �.., �G� ,,G� :I � t �:ii;� '' = � � �,:��, ��r� �, ,.�;`� k _m_ w. _ - - . _ =;�� -`-�` � �j��-- ' Indicator Detail Summary Determination of Ratings -�_:,'�_�, v,_,.��:�� .,..._ _<� �.,_. .. Size-Dependent Indicators ': Rl�r��: ;T1E5TI�AK� �?�i?��?+�Y C�l:�P3'E�Z.:��t-iC?C?L.�2?[��l.t�) P�9�9ac�ta�� L��ael �e 6/20/2013 10:42:59 AM t i � ��t��o ��y�� Put�licatio�a 9��vel 1: 9/12/2013 6:37:32 PM i : Ratange Substandard Achievement Pub6aca�son Level �0 9/12/2013 6:37:32 PM �� aarter School Score: 0 i i �assing Sc�re: 50 La�t Upclat�c�� 9/12/2013 6:37:32 PM Options � Audit Home Page: Sci�ool Financial P.udi`s � Send comments or suggestions to schoolauditsCa�tea.state.tx.us The Texas Education Arencv 1701 North Congress Avenue • Austin, Texas, 78701 � (512) 463-9095 Copyriqht �O Texas Education Aqency (TEA) Z007-2012 I�IIS V��e�jcj�p ic I:i;�.�'1:':/IC'�n,raC� Itl !I�Lcf"f1F_t F��l�r-,�^r�.1� diiC; c:��C;��p-. (_��F- 1.1.O.J htt�s://�ryor.tea.state,tx.us/Tea.CSSF',Web/Forins/I�istrictStatusl�etail.aspx 10/29/2013 Charter School Status I��tail Page 1 of 2 C}�zt�r S�h�l-Sc��wl FlRSC F;,��at anrc�;ey Ratahg s}�tera«f xe� U�ere R�blac Us�r� Role. Public _�.� _ _,,__ � - Y�aro � CDNv ;�� ° v � ,�'�i 1 `-,�,ii _� ...��v+-..e5_a-,G� .-Ea�..� .�::[��: �o-. t..R .,.�ii,' Charter School Status Detail �r�c`:�c�;��,F� �et.>€' °�._:r:'�,��-;r'y Determination of Ratings �ize-Dependent Indicators Status �nN��mo� Indicator Description �lpdatecf Score Did The Charter School Avoid Holds On Pavments That Were 6/20/2013 p ti 1 Not Cleared Within 30 Days As A Result Of Untimely 10:42:57 AM YES Deposits To TRS Or TWC? Was The Total Net Asset Balance In The Statement Of Financial Position For The Charter School Greater Than Zero?, 6/20/2013 p tI 7_ (If The Charter School's Five-Year Percent Chanqe In YES Students Was A 10% Increase Or More Then The Charter 10:42:57 AM School Passes This Indicator). Were There No Disclosures In The Charter Holder's Annual 6/20/2013 P ti 3 Financial Report And/Or Other Sources Of Information 10:42:57 AM YES Concerninq Default On Debt? Was The Charter Holder's Annual Financial Report Filed F tl 4 Within One Month After The November 27th Or January 28th SJ20;2013 NO Deadline Dependinq Upon The Charter School's Fiscal Year 10:42:57 AM End Date (June 30th Or Auqust 31st)? p t2' S Was There An Unqualified Opinion In The Charter Holder's 6/20/Z013 YES Annual Financial Report? 10:42:57 AM Did The Charter Holder's Annual Financial Report Not 6/20/2013 P t2' 6 Disclose Anv Instance(s) Of Materiai Weaknesses In Internai 10:42:57 ANi YES Controls? � Are the Charter School's Liabilities Less Than 80% Of Its 6/20/2013 5 Assets? 10:42:57 AM Did The Comparison Of PEIMS Data To Like Information In g The Charter School's Annual Financial Report Result In An 6/20/2013 5 Aqqreqate Variance Of Less Than 3% Of All Expenses (Data 10:42:57 RM qualitv Measure)? Were The Charter School's Debt Related Expenses Less Than , 9 $200 Per Student? (If The Charter Scho�Ps Five-vear 6/7_0/Z013 5 Percent Chanqe In Students Was A 7% Increase Or More, 10:42:57 ANt Then The Charter School Receives 5 Points) 10 Was There No Disclosure In The Charter Holder's Annual 6/20/2013 5 Audit Report Of Material Noncompliance? 10:42:57 AM 11 ' Did The Charter School Have No Monitor, Conservator, 5 ` Manaqer Or Board Of Manaqers Assiqned For Financial 6/20/2013 htt�ps://prcyor.t�a.stat�otx.us/T'ea.�SS�.`Web/I��rnls/I�ist�-ictStatus��tail.aspx 10/29/2d 13 �harter School Status I�etail Page 2 of 2 ; Manaqement Reasons? 10:42:57 AM I ' Was The Charter School's Aqqreqate Of Budqeted Expenses 6/20/2013 � 12 Less Than The Aqqreqate Of Budqeted Revenues And Cash 10:42:57 AM 5 And Investments At The Beqinninq Of The Year? � ' 13 Was The Charter School's Current Ratio For All Net Asset 6/20/2013 5 � Groups Greater Than Or Equal To 1:1? 10:42:57 AM � Was The Charter School's Administrative Cost Ratio Less 6/ZO/2013 14 Than The Threshoid Ratio? (Threshold Shown On The "Result 10:4Z:57 AM Q � Determination Reference" Tab) 4 ; Was The Ratio Of Students To Teachers Within The Ranqes 6/20/2013 i 15 Accordinq To Charter School Size7 (Ranqes Shown On The 5 "Result Determination Reference" Tab) 10:42:57 AM � Was The Ratio Of Students To Total Staff Within The Ranqes 6/20/2013 I, 16 Accordinq To Charter Schooi Size7 (Ranqes Shown On The 5 ! "Resuit Determination Reference" Tab) 10:42:57 AM ; E ' Was The Decrease In The Charter School's Total Net Assets 6/20/2013 i 17 Less Than 20% Over Two Fiscal Years? (Calculation Excludes 5 Depreciation And Amortization) 10:42:57 AM i 18 Was The Charter School's Aqqreqate Total Of Cash And 6/ZO/2013 5 � Investments More Than Zero? 10:47_:57 AM Did The Charter School's Investment Earninqs In All Net 6/20/2013 ' 19 Asset Groups Meet Or Exceed the Averaqe 3-Month Treasury 10:42:57 AM 5 ! Bill Rate? � _ _ � 60 � Weighted Sum , _ -- - --. .,, �...._.... 1 Multiplier _ Sum , _. .-- _, .__. :. ._. ... : .. - -- - - , __�__- - - .. ...__ - —_- .. 60 Score I € ( � j t�a �naa�t p�s� 4 total t�a r��ast �ass 1 t�tal ��?t10t1S -� , Audit Home Page: School Financiai P.udiis � Send comments or suggestions to schoolaudits@teastate.tx.us The Texas Education Aoency_ 1701 North Congress Avenue • Austin,Texas, 78701 • (512) 463-9095 Copvriqht OO Texas Education Aqencv (TEA) Z007-2012 Tnis ,�;,�bsi�_2 is btast�.�iev,,�d in .T.nter��t E;;plercr 5.0 e:�id �,'r_�o•.�e. ��; L�.�i.% https://pryor.tea.state,tx.us/Tea,�SSFo�eb/�'orins/L�istrictStatusl�etail.aspx 10/29/2013 Cha��ter School Status I��tail Pag� 1 of 1 ��t�r�oi�l�Sc�oal��RS�' � Fknats:niai H��z�rity�arin�5y`�tgrci af Tc�.aS ��8"0 ��II��9� �15��° �OI�: PLl�I6C �._.e_ _ . ��0'e � ��a �;'_ _.._ �A � �I �i � v .�,._„�.!�. .�:�.c L„ ..��a".�u i ,,.. ...� � ,t5� ,._.��.+� i�+�� ,; Charter School Status Detail Indicator Detail Summary �_ f .':. � �_� ; � �i=- Size-Dependent Indicators A: Did The Charter School ansv��er 'No' To indicators 1,2,3,4 ? OR Did The Charter School answer 'No' to both i 5 OR 6 ? Ifi so, the Charter School's rating is Substandard Achievement. B: Determine rating by applicable range for summation of the indicator scores (INDICATORS 7-19) Itatorag �o6a�t� �, �asperu�a-�c�aeveaa'erat 60-65 �bod��taasdaa�d Achiede�sent 55-59 �taeadae�a&Ac�voederneeat 50-54 S�ab��anda�-d Acheeve�rsent 0-49 Saas�e�sd�d 0-0 93a�¢9e��rra�e�aed 0-0 Options � Audit Home Page: Scheel Fina.ncial. �,urits � Send comments or suggestions to schoolaudits@teastate.tx.us The Texas -duca�ion A.aena� 1701 North Congress Avenue • Austin, Texas, 78701 • (512) 463-9095 Copyriqht O Texas Education Aqencv (TEA) Z007-2012 I filc i':i('IJSIFF "S DC_:SL\/i;:•b'vP_G IIi 1f;tC'C.1'',"1{�L Fvf��i�,_�._.�+ �ilil. .'jYnav'%=-�. �:SSF 1.�.G.7 ��t.�l�s://�ryor.��a.s t�t�.tx.us/�I'�a.�S 5F.Web/Forms/I�istrict�tatusI�e�ail.aspx 10/29/2013 WESTLAKE ACADEMY School FIRST Annual Financial Management Report Title 19 Texas Administrative Code Chapter 109,Budgeting,Accounting,and Auditing Subchapter AA, Commissioner's Rules Concerning Financial Accountability Rating System,Section 109.1005. Effective 2/3/11. The template has been established to help the districts in gathering their data and presenting it at their School FIRST hearing. The template may not be all inclusive. Superintendent's Current Employment Contract A copy of the superintendenPs current employment contract at the time of the School FIRST hearing is to be provided. In lieu of publication in the annual School FIRST financial management report,the school district may chose to publish the superintendenYs employment contract on the school districYs Internet site. If published on the Internet,the contract is to remain accessible for tv✓elve months. N/A-NO SUPERINTENDENT CONTRACT Reimbursements Received by the Superintendent and Board Members For the Twelve-Month Period Ended August 31,2012 Board Board Board Board Board Board Board Description of Reimbursements Superintendent Member 1 Member 2 Member 3 Member 4 Member 5 Member 6 Member 7 Meals $ $ $ $ $ $ $ � Lodging Transportation Motor Fuel Other Total $ - $ - $ - $ - � - $ - $ - $ - All"reimbursements"expenses,regardless of the manner of payment,including direct pay, credit card,cash,and purchase order are to be reported. Items to be reported per category include: Meals—Meals consumed out of town,and in-district meals at area restaurants(outside of board meetings,excludes catered board meeting meals). Lodging-Hotel charges. Transportation-Airfare,car rental(can include fuel on rentai,taxis,mileage reimbursements,leased cars,parking and tolls). Motor fuel—Gasoline. Other:-Registration fees,telephone/cell phone,internet service,fax machine,and other reimbursements(or on-behalf ofl to the superintendent and board member not defined above. Outside Compensation and/or Fees Received by the Superintendent for Professional Consulting and/or Other Personal Services For the Twelve-Month Period Ended August 31,2012 Amount Name(s)of Entitv(ies) Received $ - Total $ - Compensation does not include business revenues generated from a family business(farming,ranching,etc.)that has no relation to school district business. Gifts Received by Executive Of�cers and Board Members(and First Degree Relatives,if any) (gifts that had an economic value of$250 or more in the aggregate in the fiscal year) For the Twelve-Month Period Ended August 31,2012 Board Board Board Board Board Board Board Superintendent Member 1 Member 2 Member 3 Member 4 Member 5 Member 6 Member 7 Total $ - $ - $ - $ - $ - $ - $ - $ - Note—An executive officer is defined as the superintendent,unless the board of trustees or the district administration names additional staff under this classification for local officials. Page 1 of 2 Business Transactions Between School District and Board Members For the Twelve-Month Period Ended August 31,2012 Board Board Board Board Board Board Board Member 1 Member 2 Member 3 Member 4 Member 5 Member 6 Member 7 Amounts $ - $ - $ - $ - $ - $ - $ - Note-The summary amounts reported under this disclosure are not to duplicate the items disclosed in the summary schedule of reimbursements received by board members. Summary Schedule of Data Submitted under the Financial Solvency Provisions of TEC§39.0822 General Fund-First-Quarter Expenditures Bv Obiect Code Report 2012-2073 first-quarter(first three months of fiscal year 2012-2013)GENERAL FUND expenditures by object code using whole numbers. Payroll- Expenditures for payroll costs object codes 6110-6149 $1,119,174 Contract Costs- Expenditures for services rendered by firms,individuals,and other organizations object code series 6200 $ 176,168 Supplies and Materials- Expenditures for supplies and materials necessary to maintain and/or operate furniture,computers,equipment,vehicles,grounds,and facilities object code series 6300 $ 50,913 Other Operating- Expenditures for items other than payroll,professional and contracted services, supplies and materials,debt service,and capital outlay object code series 6400 $ 49,074 Debt Service- Expenditures for debt service object code series 6500 $ - Capital Outlay- Expenditures for land,buildings,and equipment object code series 6600 $ - Additional Financial Solvencv Questions 1)Districts with a September 1-August 31 fiscal year: Within the last two years,did the school district Yes No 1)draw funds from a short-term financing note(term less than 12 months)between the months of September and December,inclusive,and � 2)for the prior fiscal year,have a total General Fund balance of less than 2 percent of total expenditures for General Fund function codes 11-61? ✓ Districts with a July 1-June 30 fiscal year: Within the last two years,did the school district 1)draw funds from a short-term financing note(term less than 12 months)between the months of July and October,inclusive,and 2)for the prior fiscal year,have a total General Fund balance of less than 2 percent of total expenditures for General Fund function codes 11-61? 2)Has the school district declared financial exigency within the past two years? � 3)Provide comments or explanations for student-to-staff ratios significantly(more than 15%)below the norm,rapid depletion of General Fund balances,or any significant discrepancies between actual budget figures and projected revenues and expenditures,or any other information that may be helpful in evaluating the school districYs financial solvency. 85%of Mean Enroll-to- Mean Enroll-to-Teacher Ratio Teacher Ratio School District Size 8.30 7.05 Under 100 9.54 8.11 100 to 249 10.80 9.18 250 to 499 11.54 9.81 500 to 999 12.65 10.75 1,000 to 1,599 13.65 11.60 1,600 to 2,999 14.43 12.26 3,000 to 4,999 14.97 12.73 5,000 to 9,999 15.12 12.86 10,000 to 24,999 15.27 12.98 25,000 to 49,999 15.44 13.12 50,000 and Over The Academy's enrollment-to-teacher ratio was 14.3 to 1 This Academy's unassigned fund balance remained above the desired 45 day balance. 4)How many superintendents has your school district had in the last five years? 1 5)How many business managers has your school district had in the last five years? 1 Page 2 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: Diploma Program Meeting Date: November 14, 2013 Staff Contact: Clint Calzini Discussion/Consent Subject: Spring Senior Trip to Costa Rica Proposal EXECUTIVE SUMMARY Noting the Board of Trustees' previous discussions about Senior Trip, a proposal is presented that meets these parameters (cost, safetv, educational/ service, etc.) PLAN DESIRED OUTCOMES ACADEMY VALUES � High Student Achievement � Maximizing Personal Development ❑ Strong Parent& Community ❑ Academic Excellence Connections � Respect fo�Self and Others ❑ Financial Stewardship & � Personal Responsibility Sustainability � Compassion and Understanding ❑ Effective Educators & Staff GOVERNANCE FRAMEWORK YVhy do we need governance guidance on this agenda item? Out of country trips require Board of Trustees' approval. Which policy governs this agenda item? Policy Number 6.02 Board Parameters for School Sanctioned Trips What additional direction is necessary for this agenda item? Discussion and approval of the trip. FISCAL IMPACT ❑ Funded � Not Funded ❑ N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Review and discussion of the proposed policy. ATTACHMENTS 2014 Senior Trip Details Page ] of l .. �� ,a` r +`��aa�5 `J ��I �.d�<91O �s ,., ��spS�p�Na�d� � ., Z0�w��r�a9°"��°" 6ss��°Eµ V'� Westlake Academy Costa Rica r�`�=�.�► �:; � � � � :�:. � �`� , � ` �"R � � _ , , � � � � _ � � I . - F � � .. -� . `}� ,� - * f� . 1.'..i. "� �. ,_�`` :�"'a . � � � : ��-� �r � '` * � '�-�_- � � ,i•'a' _�� ..3,,�^'�r , r � ~';�� '`. _ - a� - a � ;^ � — � .^. -_ ��l.� � � � �, �• . � ' =� . � , � ��, . �-i' - �� ' ,,�'' �_. �f '�� ' �� • .. � - ,�� i � 2gt" May 2014 7 Days �� ,. � YEAR OUT '�"�; BETA yrtouP � �. - y. �� ` r +`��aa�5 `J ��I �.d�<91O �s ,., ��spS�p�Na�d� � ., �ZO�w��;r�n9°"��°n �,�neu ��0'S �+'��i v��'��R From critical global initiatives to grassroots community issues,we empower people to take action through education, cross cultural communication and life changing experiences. We instill ownership through trust, respect and mutual understanding. We believe that fun, friendship and happiness are our most valuable tools to build a cohesive international family." This can be broken down as follows: • to create awareness of key global and local issues and foster cultural understanding throughout our members, participants, staff, partners and community members • to create and assist long term sustainable contributions to combat key local and global issues • to equip our alumni with the knowledge, ability and enthusiasm to continue making a difference into the future ��'a ��ctives GVI has 3 clear objectives against which we measure our success: Awareness:To increase cultural understanding and awareness of global issues within our alumni Impact:To make long term, sustainable contributions towards key global and local issues Empowerment:To equip our alumni with the knowledge and ability to further contribute towards key global and local issues. We consider our alumni to be all people we come into contact with, be they donors,fundraisers, volunteers, interns, local partner staff or local community members we work with. The key local and global issues have been identified through time, experience and the number and type of requests we receive for assistance.They line up closely with the issues identified by international conservation and community development groups: • Hunger and Poverty • Primary Education • Gender Equality • Child Health • Maternal Health • Major Disease Awareness • Environmental Sustainability • Global Partnerships Each one of our operational hubs around the world focuses upon the key global issues considered to be local priorities and as requested by our local partners and communities. "Y i�e�`ac�i�Gt vo�uniee�s are��rrt oj an ongoing project tr�r�T sl�rei�ches beyond tne sruclents'experrei�ce is par�� of what makes the work so significant and lights the spark within that motivates the volunteer to stay connectec�ta the uvor(c. It has been my pleasure to be associ�ted w"rth GV(! " Anne T. Weston,Ph.D.,Provost, Heathwood Hall School 1�� YEAR OUT '�"�;' BETA yrtouP � �. - v�--�� ., r +`��aa�5 `J ��I �.d�<91O �s ,., ��spS�p�Na�d� � ., �pWh , ;�.,� o�� Zd1'S�r�o9°r51* r ,.�t9� �' e�``��ER ��,�+��u..t' J � �I��C� m t_:`.;i v��N� This proposal includes a detailed outline of your trip with GVI and the project cost includes ✓ All ground operational costs ✓ Transportation to and from project from a GVI base ✓ In-country Airport pickup and transfers ✓ Accommodation on a GVI base- basic exclusive GVI accommodation ✓ Meals included ✓ Full Health and Safety training on arrival ✓ Project Training and Orientation on arrival ✓ Dedicated GVI field staff will be with you throughout project ✓ 24/7 Global Support network ✓ Live updates from the field through GVI Live network while on project ✓ All administration costs ✓ Pre and Post trip support network ✓ Flight Booking service and Visa advice He�IL c,.�� „�� -a;� �� r�;., The wellbeing of our students, staff and project partners is something we take very seriously. Our commitment to safety starts behind the scenes at the project development stage: we only run projects that we deem to be safe for all involved. Due to our reputation in the field,we receive requests every week to start new projects in new locations.The majority of these are for important and worthwhile projects that we would love to support, but we decline all that we are not sure can be run safely. When considering a new project proposal, or if designing a project from scratch, our local field team conducts an in-depth health and safety assessment. No situation is completely controllable and no place is entirely safe, but we only choose those locations and programs that meet our high safety standards. Once a program has been vetted and approved, we create appropriate health and safety orientations for the project and location, as well as suitable Emergency Action Plans, all of which are reviewed and updated on a regular basis. On arrival at a GVI base, one of the very first things your group will do is undergo a preliminary health and safety orientation. It's important that, from the start, everyone is made aware of the potential hazards, how to avoid them and what to do in the rare event that something goes wrong. During your time on the project you will become more familiar with your new surroundings and you may be given more responsibility which means that the risks you encounter may change, and so we conduct regular and on-going health and safety training to cover those new risks. Finally, our local staff inembers are First Aid trained, and they are aware of potential risks, how to reduce and avoid them and most importantly they know how to respond to any issues that may arise. ��r�� YEAR OUT '�"�;' BETA yrtouP � �. - - • � I Westlake Academy Project Costa Rica Itinerary May 28 Arrival and welcome You will be picked up from the airport in San Jose and we will transfer to Manuel Antonio where there will be time to relax,settle-in and for a few health and safety tips. May 29 Project Work You will undergo some project training followed by a visit to the project site for general orientation on your first day.After the orientation,you will do a project specific training plan for the following days.You will also learn about the projects GVI are working on and how your work contributes to the overall mission and objectives of GVI in Costa Rica.There will also be an opportunity to receive language training in the afternoon to ensure your communication is good over the next week! May 30/31 Project Work The group will start with the building and renovation project today and will be working hand in hand with the local community.The projects will take your team to one of our partners,such as one of the local schools,for some hands on practical work improving the infrastructure and learning environment.The exact work will depend on the needs of our partner at the time but typically may involve some basic maintenance, building and renovation work or painting and brightening up the space with murals or other artwork.There should be an opportunity to get involved with the sports projects too! June 1 ProjectWork Today is the final day of work and school activities so it will be time to complete our work and see how we have made a difference. June 2 Water and forest adventure around Quepos Today we will enjoy 3 hours of surf lessons in the morning,and rest and enjoy the beach and stunning surroundings in the afternoon. June 3 Water and forest adventure around Quepos There will be an early start today to enable you to explore Manuel Antonio National Park to view and learn about the wildlife and explore the stunning beaches and forest before heading back to San Jose for departure. June 4 Departure We will sit down with each of you to review your experience,and reflect upon the trip and your own individual experiences. All being well you will have some time for some last minute shopping and sightseeing before a group departure dinner where everyone can discuss the highlights of the week.Then it will be time for goodbyes,some hugs,some high fives,a few tears and departure.Pura Vida! Westlake Academ Y Item # Se — No Supporting documentation Standing agenda item during the construction project e. Update and discussion regarding Westlake Academy Phase I expansion project and enrollment projections. Westlake Academ Y Item #6 Boa rd Reca p / Staff Direction BOARD RECAP / STAFF DIRECTION Westlake Academ Y Item # 7 — Workshop Adjournment Back up material has not been provided for this item. Westlake Academ Y Item # 2 — Citizens' Presentations and recognitions CITIZENS' PRESENTATIONS AND RECOGNITIONS: 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. Presentation by the Public Art Society regarding the contest winner of the Second Annual Arbor Day Art Contest by academy student artist Diana Hernandez. Westlake Academ Y Item # 3 - Consent Agenda Items CONSENT AGENDA: All items listed below are considered routine by the Board of Trustees 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. Consider approval of the minutes from the October 7, 2013, meeting. b. Consider approval of Resolution 13-14, Authorizing the termination of the agreement with Best Facility for janitorial services. c. Consider approval of Resolution 13-14, Authorizing the Town Manager to intern into an agreement with North Central )anitorial for janitorial services. d. Consider approval of the Spring Senior Trip to Costa Rica. ��,�� ` � � � '} � ,� �� WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING October 7, 2013 PRESENT: President Laura Wheat, Trustees: Michael Barrett, Clif Cox, Carol Langdon, Rick Rennhack and Wayne Stoltenberg. ABSENT: OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent Amanda DeGan, Board Secretary Kelly Edwards, School Attorney Stan Lowry, Secondary Principal Dr. Clint Calzini, Finance Director Debbie Piper, Facilities and Recreation Director Troy Meyer, Director of Information Technology Jason Power, Administrative Coordinator Ben Nibarger, and Special Projects Coordinator John Zagurski. Workshop Session 1. CALL TO ORDER President Wheat called the work session to order at 5:27 p.m. 2. PLEDGE OF ALLEGIANCE President Wheat led the pledge of allegiance to the United States and Texas flags. President Wheat recognized Miss Lauren Peterson who introduced Miss Natacha Uryu from San Pablo, Brazil and exchange student at Westlake Academy being hosted by Mr. & Mrs. Scott Bradley. BOT Minutes 10/07/13 Page 1 of 4 3. REVIEW OF CONSENT AGENDA ITEMS FOR THE OCTOBER 7, 2013, TRUSTEES REGULAR MEETING AGENDA. No additional discussion. 4. DISCUSSION ITEMS a. Discussion regarding amendments to the Board of Trustees policy manual relative to the Primary (K-G6) Assessment and Grade Policy. Primary Principal Harding provided an overview of the proposed amendment. Discussion ensued regarding the performance descriptors, rubrics, development continuum, goal setting with students and parents, and educating the parent body. b. Discussion of textbook supplies. Secondary Principal Calzini provided an overview of the report. Discussion ensued regarding best practices, purchasing textbooks, online textbooks, and the utilization of textbooks in the classroom. c. Discussion of Out of State School Sanctioned Trips for the following grades: G8 to Boston, MA and Washington D.C., G9 to Puerto Rico, G11 to the Grand Canyon and the International Symposium group trip to Muscat, Oman. Secondary Principal Calzini provided an overview of the proposed trips. Discussion ensued regarding cost, participation of students, educational value, the Shoulder to Shoulder program opportunities, amending the policy, and establishing annual trips by grade. d. Update and discussion regarding Westlake Academy Phase I expansion project and enrollment projections. Facilities and Recreation Director Meyer provided a presentation and overview of the Phase I construction progress. 5. BOARD RECAP / STAFF DIRECTION Staff to review the possible purchase of Science textbooks for MYP students. Review the trips policy to establish a process/plan and timeframes for student trips. BOT Minutes 10/07/13 Page 2 of 4 6. ADJOURNMENT President Wheat adjourned the work session at 6:47 p.m. Regular Session 1. CALL TO ORDER President Wheat called the meeting to order at 6:47 p.m. 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS No one addressed the Board. 3. CONSENT AGENDA a. Consider approval of the minutes from the September 9, 2013, meeting. b. Consider approval of Resolution 13-13, Amending Primary (K-G6) Assessment and Grade Reporting policy. c. Consider approval of Out of State School Sanctioned Trips for the following grades: G8 to Boston, MA and Washington D.C., G9 to Puerto Rico, G11 to the Grand Canyon and the International Symposium group trip to Muscat, Oman. MOTION: Trustee Stoltenberg made a motion to approve the consent agenda. Trustee Barrett seconded the motion. The motion carried by a vote of 5-0. 4. BOARD CALENDAR 5. FUTURE AGENDA ITEMS From Superintendent - Discussion of follow-up items from the May 17, 2013, planning retreat. Superintendent Brymer provided an overview of the previous discussion regarding the phrase'highest individual potential'. BOT Minutes 10/07/13 Page 3 of 4 6. AD70URNMENT MOTION: Trustee Cox made a motion to adjourn the meeting. Trustee Stoltenberg seconded the motion. The motion carried by a vote of 5-0. President Wheat adjourned the meeting at 6:51 p.m. APPROVED BY THE BOARD OF TRUSTEES ON NOVEMBER 4, 2013. ATTEST: Laura Wheat, President Kelly Edwards, Board Secretary BOT Minutes 10/07/13 Page 4 of 4 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP/ DP Meeting Date: November 14, 2013 Staff Contact: Troy J. Meyer Discussion Item Director of Facilities Subject: Consider a Resolution authorizing the termination of our agreement with Best Facility Services for janitorial services at the Westlake Academy Campus. EXECUTIVE SUMMARY Our current provider, Best Facility Services (BFS) has elected to exercise their right to terminate the contract with Westlake Academy as stated on the attached executed agreement. They sent a thirty (30) day notice of termination letter, dated October 30, 2013, to terminate our janitorial service for Westlake Academy effective November 30, 2013. Originally, BFS was award the janitorial service contact as lowest bidder in the June of 2013. Their annual fee has been $44,460.00 (calculated monthly as $3,705.00). The company requested an increase of their monthly rate from $3,705.00 to $5,487.44 for a total annual rate of $65,849.28 a difference of $21,389.28 each year. The increased request is a result of their provision of basic services during the holiday breaks as outlined in Section 8.1 of the existing agreement. Based on this increase and misinterpretation of the existing contract, Staff is recommending terminating the agreement with Best Facility service for the janitorial service at the Westlake Academy campus. The competitive bid process was followed as outlined in the Texas Local Government Code. All speci�cations for the work were available to the public and bid procedures properly advertised. A pre-bid conference was held on March 11, 2013 with an extended sealed bid opening on March 21, 2013. Staff received four bids to provide janitorial service to Westlake Academy. In addition, our Town attorney, Stan Lowry, has reviewed the contracts and attached resolution documents. PLAN DESIRED OUTCOMES ACADEMY VALUES � High Student Achievement ❑ Maxinzizing Personal Development ❑ Strong Parent& Community � Academic Excellence Connections � Respect fo�Self and Others � Financial Stewardship & � Personal Responsibility Sustainability � Conzpassion and Understanding � Effective Educators & Staff GOVERNANCE FRAMEWORK Governance direction will provide the authority and directives of the Board to the Academy staff as it relates to contract services. FISCAL IMPACT � Funded ❑ Not Funded ❑ N/A Page ] of 2 RECOMMENDATION / ACTION REQUESTED/ OPTIONS To authorize the Town Manager to terminate our agreement with Best Facility Services for janitorial services at the Westlake Academy Campus. ATTACHMENTS Resolution No. 13-XX Page 2 of 2 WESTLAKE ACADEMY RESOLUTION NO. 13-14 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES AUTHORIZING THE TOWN MANAGER TO TERMINATE AN AGREEMENT WITH BEST FACILITY SERVICES FOR CLEANING SERVICES AT THE WESTLAKE CIVIC CAMPUS. WHEREAS, the staff has discussed and documented the cost of service performed by Best Facility could not be performed at the currently monthly rate, and; WHEREAS, Best Facility Services now has elected to exercise the right to terminate the contract with Westlake Academy as stated on the executed agreement, by a thirty (30) day notice of termination letter, and; WHEREAS, the janitorial services cost have been include in the adopted 2013-2014 Westlake Academy budget and; WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: The above findings are hereby found to be true and correct and are incorporated herein in its entirety. SECTION 2: That the Board of Trustees of Westlake Academy hereby approves to termination notice from Best Facility Services for janitorial service at the Westlake Academy Campus and further authorizes the Town Manager to execute said agreement, by accept the thirty (30) day notice of termination Exhibit A ending the agreement on November 30, 2013 upon approval by the Board of Trustee. SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Board of Trustee hereby determines that it would have adopted this Resolution without the invalid provision. Resol�rtion 13-14 Page 1 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 14th DAY OF NOVEMBER 14, 2013. ATTEST: Laura Wheat, President Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: Janet S. Bubert or L. Stanton Lowry, School Attorney Resol�ltion 13-14 Page 2 of 2 - �� .. � . �]�'�t Facilifiy Services .r�afte�ir�,��Qe CDn��e�ds I�c.C�r�ip-�;ny Uctober 30, 2013 Troy Meyer Cf0 Town of Westlake 3 Villa�e Circl�e, Suite 202 Westlalce, Texas 76262 Tray, Per our conversation today please let this letter serve as 30 day notice that w�e can no lan�er continue to provide janitorial services to the Westlak� Acad��ny under the current terms c�f the agreement as of Novernber 30`h, 2�013 unless nlonthly prieing is adjusted. As mentioned in our meeting, our original int�rpretation of the interrelations between the specifications listed in section 8.1 and 8.2 was evidently errant. We will agree to provide janitorial services at the billing rate of.057 per squar� foot per month as lon� as needed by the Tawn of VVes�Iake. However any services requested that are Iis�ed in sectiQn 8.2 we will have to bill sepa�rately and in addition to mont�y billin� if those services are reque�ted, unless we can adjust our monthly billing rate going forward. W e very much regret thes� circumsta�ces and our misunderstanding o�th.e intentions af tile agreen�ent and are willing to work tawards a resolve amenable to �ot�parties. However, it will �ae impossi'b�e to absorb all services listed in section 8.2 if tt�ey are to be performed at the outlined frequencies without adjustin� aur monthly billin� rate significantly. Regards, i -- r" , � � '�%r f �: i�.,r•,� �, Marl� �arge Principal 305 N.E. �oflp 820, Suite 106 • Hurst, Texas 76053 • $17-545-0002 • Fax �l 7-595-0003 • www.bestfacilityser�iees com WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP/ DP Meeting Date: November 14, 2013 Staff Contact: Troy J. Meyer Consent Item Director of Facilities Subject: Consider a Resolution authorizing the Town Manager to enter into an agreement with North Central Janitorial for janitorial services at the Westlake Academy Campus. EXECUTIVE SUMMARY As mentioned in the corresponding agenda memo regarding cleaning services on the Campus, our current vendor has provided notice of termination based on a discrepancy in the annual price. Staff has reviewed the request for an increase and recommends termination of the current vendor contract. Best Facility Services (BFS) was originally award our cleaning contract in June of 2013 based on proposals received by the Staff, of which they were the low bid at $44,460.00. BFS has asked for an increase in their monthly rate from $3,705.00 to $5,487.44 for an annual rate of$65,849.28 —a difference of$21,389.28. Staff is recommending a transition to North Central Janitorial services, which will provide us with the best value as it relates to janitorial services at the campus. North Central Janitorial bid annual cost is $56,052.00, which results in a monthly rate $4,671.00. The competitive bid process was followed as outlined in the Texas Local Government Code. All specifications for the work were available to the public and bid procedures properly advertised. A pre-bid conference was held on March 11, 2013 with an extended sealed bid opening on March 21, 2013. Staff received four bids to provide janitorial service to the Westlake Academy. PLAN DESIRED OUTCOMES ACADEMY VALUES � High Student Achievement ❑ Mcrximizing Personal Developn2ent ❑ Strong Parent& Community � Academic Excellence Connections � Respect for Self and Others � Financial Stewardship & � Personal Responsibility Sustainability � Compassion and Understanding � Effective Educators & Staff GOVERNANCE FRAMEWORK Governance direction will provide the authority and directives of the Board to the Academy staff as it relates to contract services. FISCAL IMPACT � Funded ❑ Not Funded ❑ N/A Page ] of 2 RECOMMENDATION / ACTION REQUESTED/ OPTIONS Approving a Resolution authorizing the Town Manager to enter into an agreement with North Central Janitorial Services to provide services at the Westlake Academy Campus. ATTACHMENTS Resolution 13-XX Best Facility Services Letter dated October 30, 2013 Page 2 of 2 WESTLAKE ACADEMY RESOLUTION NO. 13-15 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES AUTHORIZING THE TOWN MANAGER TO ENTER INTO AN AGREEMENT WITH NORTH CENTRAL JANITORIAL SERVICE FOR JANITORIAL SERVICES AT THE WESTLAKE CAMPUS. WHEREAS, the Board of Trustees finds the janitorial service will benefit the public: and WHEREAS, the competitive bid process was followed as outlined in the Texas Local Government Code. All specifications for the work were available to the public and bid procedures properly advertised: and WHEREAS, North Central Janitorial responded and met all the bid specification for janitorial service for the Westlake Academy requested in March of 2013: and WHEREAS, the Board of Trustees finds that the contractor from North Central Janitorial for janitorial services will provide the best value for all necessary labor and supplies for the cleaning of the Westlake Academy : and WHEREAS, the janitorial services cost have been include in the adopted 2013-2014 Westlake Academy budget: and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: The above findings are hereby found to be true and correct and are incorparated herein in its entirety. SECTION 2: That the Board of Trustees of Westlake Academy hereby authorizes the Town Manager to enter into an agreement attached to this resolution as Exhibit `A "with North Central Janitorial to provide janitorial service at the Westlake Academy for the total annual amount of$56,052.00. SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resol�rtion 13-15 Page 1 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 14th DAY OF NOVEMBER, 2013. ATTEST: Laura Wheat, President Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: Janet S. Bubert or L. Stanton Lowry, School Attorney Resol�rtion 13-15 Page 2 of 2 I�iO'I'ICE 'I'� �II}DEl2� Sealed praposals addressed ta the Town of Westiake far Janitorial services of: JANIT012IAL SEI2VCIE AT T�I� WESTLAKE ACADEMY F1�OIYI TOWN OF WESTLAKE 14LL C`01i�PL��'E I3II1 I�AC��ES IVIII.S7'��I)ELIVEIZ�D ANI)R��'EIV�l��' Each bidder shall identify his sealed Proposal by typing an the outside af the envelope TOWN OF WESTLAKE ATTN: Troy J. Meyer - Director of Facility . 3 Village Cirle Suite 202, Westlake, Texas 76262 1�10 I.AT�R T�IAN 10000 AeNI. ��.S.T.) O�T 'I'�E 19��' DA�' O� IVIARCI3 2013, OI� �il�Z �'tl ILAi�� AI'��li'1�� L-3�1��1'Y9.tB 1 A�L�i�L� ��'i..�L�e99 All responses and requests for clarification/information shall be addressed in writing to the Tawn IJirector Facilities at the above address. Or email: tmeyer@westlake-tx.org Respondents may also fax questions/cominents to: (817j 430-1812 Attention: Troy J. Meyer A pre-bid conference we be held at 10:00 �.rri. 1Vlonday, li�a�°eh 11, 2013 in the Westlake Academy 2600 JT Ottinger Rd., Westlake, Tx. 76262. AlI prospective bidders are required to have a reprehensive from your firm attend this pre-bid conference. The �id Opening will be held on at 1<30 Pa10�Ie Fri�ay, ll�arch 21st in the Town Cauncil chamber at 3 �Tillage Cirle Suite 202 Wes�lake, T'x. 7b262. Specificatio��s wi11 be furnished without charge to any contractor desiring to subflnit a bid for gh�s s��ce, an€� will be avafIabl� on Wedne�day, �'�br°ua� 20th thraugh Manday, March l lth from 9am to 4pm Monday - Friday in person at the Town Hail, 3 �illage Circle suite 202, Westlake, Texas 76262. The Tawn of Westlake reserves the right to reject any or all bids, and to waive any formalities. The Town of �lestlake is committed to the ideals of equal opportunity, and strongly encourages participation by HUB/MBE/WBE business enterprises. WA 2013 Page 2 �.1 JE T E T F E T CLE I i' `T General: The Westlake Academy opened in 2003 with grades lst through 6th and has added a grade each year following until it reaches the 12t�' grade. The can�pus includes three stand alone buildings which include 29 classrooms, administration offices, restrooms, library, breakout area, performance hall, dining and kitchen area locker rooms and gym for a total of 53,OQ0 square feet. The academy interior includes wood, VCT, carpet and tile flooring. The hallways are lined with wooden lockers and carpet flooring. In 2009 Town added a 8,500 sq. ft. Arts and Science �enter and 4,2Q0 Sq. Ft. with tlle adaitian af three partable hui�dings. Current Sq, Ft. b5,000. The school is looking at adding three more portable building in the summer of 2013 (4,200Sq. ft.} ��: Tr��Y��Y�I�� 5� ��5 ��u�a��a��a��;.�� j��:,��tn� ��a�. The Town's designated Project Manager will be Mr. 'I'roy J. �Ieyer, I�irector of Facilities (817-490-5735). �ontractor insurance coverage limits will be set by the Town. Timetable: Bidding will occur in March 2013, contact awarded by Apri12013, start date of April, 2013. as�� Sc e ul� of S�rvices (Jff��es, Lobby, I,ibr°ap°y, '�'�acher l��n��s an� �Ialiwa�s 1. I3esks, file cabinets, counters, partitians,book shelves and other office furniture and equipment will be dusted each service. 2. Carpets wi11 be vacuumed each service. 3. Woaden surface floors will be dust mopped each service and damp mopped as needed. 4. Hard surface floors will be mopped each service. 5. Waste receptacles will be emptied each service and lined when needed. 6. CJlass top desks, glass doors and glass partitions will be cleaned each service. 7. I�rinking fountains will be cleaned and sanitized each service. 8. Cab webs will be removed as needed 9. Wooden chair railings dusted once a week. 10. Taps of lockers dusted once a week. WA 2013 Page 3 Class l��ms 1. Carpets will be vacuumed each service. 2. Windawsills and basebaards dusted weekly. 3. AC vents to be dusted twice a month. 4. I-�ard surface floors will be dust mopped or s��ept each service. 5. Hard surface floors will be dalnp mopped where needed each service. 6. �Vaste receptacles will be emptied each service and Iined when needed. 7. Sinks will be cleaned each service. 8. Glass doors and will be cleaned each service. 9. Glass partitions will be cleaned oilce month. 10. Cobwebs will be removed as needed. Res�r°o�ms 1. Waste receptacles will be emptied each service and washed as needed. 2. 1Vlirror, soap dispensers, washbasins and plumbing fixtures will be cleaned each service. 3. IJrinals and toilets will be cleaned each service using detergent-disinfectant. When necessary an emulsian bowl cleaner wi11 be used. 4. Toilet tissue dispensers will be filled each service. 5. Restroom floors will be mopped each service with detergent-disinfectant. 6. I3ividing partitions will be cleaned each service with disinfectant and washed as needed. 7. Walls and doors wi11 be cleaned each service removing handprints and smudges. Cafet�r°ia 1. Swept and mopped dining area each service. 2. The tops, fronts, and sides of counters will be cleaned and sanitized each service. 3. Sinks will be polished weekly. 4. Dust wooden chair rails once a week 5. Clean inside/out windaws and doors each service. 6. Waste receptacle will be emptied daily and washed once a week. 7. Center edge of folder tables cleaned once a week. 8. Swept service hallway each service. �'ile�+'lo�rs 1. Tile floors will be dust mopped and damp mopped each service. 2. Stripping and re-waxing tile floors will be done upon request deper�ding on condi�ion of tile. 3. Only top quality U.L. approved materials will be used and the c�rrect product will be appl;ed to each type of floor surface. WA 2013 Page 4 Fxte�-iar �rf'�iuiic��rag 1• Wa11 inaunted exterior lightin�fixtures cleaned twice a �nc�nth{total of 6} 2. AIl outdoor trash can emptied +�nce a week. 3. Daor n�ats swept and cleaned nnce a week or as needed. 4. Metal handrails cieaned onee {� week. 5. Pick up trash around dumpster as needed. CTy�� 1. Waste receptacles will be emptiet� each service arlcl washed t��ice a week. 2. Mirror, sodp disp�nsers, washbasins and �It�mlaing fixtures will be cleaned each service. 3. UrinaIs, toilets and sl�ow�rs will be cl�ala�:c� eacll service usirlg detergeut- disinfectant. Wl�en neeessary an emt�ts�c�n bc�wl cleaner wi11 be used. 4. Toilet tissue dispensers will be tilled each servicc. .�. Restrc�om floors will be gnopped each service with detergent-disinfectant. 6. I3ividin� partitic�ns wilI be cl�aned �ach service with disinfectant a��d washed as needed. 7. Walls, doors and Iockers wilI be clean�;d eaci� service renzoving ha�ldprints and srnudges. 8. Gyn� floar will be dust mappec� each service and daziip nlopped or�ce a w�eek. 9. Dust mop under ble�chers twice a week. 10. Showers cleaned each service using det�rgent-disinfectant. I�ecem�ier be-�ak�nc� IVlarch,.��me—r�.�agust surn�ner break clea�ing scheduIe 1• Ali windov�,Ts inside and t�ut in I)ecen�ber and March 2. Machin� scrub titIe floors. 3. Strip/Wax VCT floorin�; only i�1 C:tassrt>om, �ff�ice are�, Stairs and �'eacl�er �reak ro€�n� 4. Ail carpet rnachine cIean Cleaning crew would start at 8p�x� on Sui�day- I�riday. `I'otal annual cost of services � ��,,��`�' �== ��`��C�'�� --r�'-��4�� - �!�+;��-�..� � ��t� r For a sum c�f�`��` �-��:-��;;`�a�;��-�:��G�-�';-��t�Uallars and _ �� cents -- ----_ ____ _ . �`�.-` —��C"€�� ``�.��.�'<��-��,;��ltat�;�'�C C i�'�� :,tb�.(;�- r�C�C:.��`` ° "I'otal manthly fees $ ��,�`F a,��t� �'`��;�-'��%_'�� 4 , �� y��'�':` �-��C'.%��'.=� �E��Ca`t�, For a sum of- � ��4' -� ��;,� ,�-� u t�,��,��;��jollars �nd -��4-��.�t` c�nts '� �,��_�.� 1�t��.�,t��'C,�-�t�`��k��•� C��.��`��Yc��;� �� 't��`�. � WA 2013 Page S 'I'he t��n of Westl�k�will prov�d� �h� f�ilow�n�m 1. One set of card keys and keys 2. Trash cans for cleaning staff 3. I)umpsters Cont��a�to�°w�ll �rov��le the f�ll�win�: 1. All cleaning solution. 2. NISD� sheet lag. 3. I�aily log book 4. Check list in each cleaning closet of when each area is cleaned and by wham. 5. All tools including but not limited to: mops, brooms, vacuum cleaners, cleaning brushes and scrubbing ec�uipment. 6. Provide email address 7. Back ground check when requested by the Academy or Town 8. Supervisor will complete week checks of all area on campus Specif��a l. Contractor will update and provide Town with MSI�S on all products used on campus. 2. Three card keys and keys will be issued to the contractor, If cards or keys are lost, the contractor must pay the cost of replacement. 3. Contractor may not bring any unimproved workers or guests which include but are not limited to children, friends and family members on campus. 4. There is NO Smoking, drugs, alcohol or fire arins on school grounds. If any contractor is in possession or consuming of tobacco, drugs, alcohol or fire arms may reszilts in immediate termination of the contract. 5. Contractor will meet with the Town representative once a week to review services or no a as needed. 6. Contractor may nat bring person under the age of 18 years old on campus at anytime. WA 2013 Page 6 �e2 �pt10�1�1 S��`ViC� The following will be serviced on an as needed basis and the Town of Westlake may use other cantractors or staff to complete the work following: 1. Washing of all windows inside and out �-% Per window $ �� ,�� Total �ost $ ��= For a sum of--`��"C�. �i�,n��'��vt�-�( -�`'L,�..��' Dollars and �,� cents 2. Windows inside and out above ten feet �` 1'er window$ } � P� �' Total Cost $ 1��`.�;w� For a sum of---��;�``'�`��„�-� ��,��'��'��. I�ollars and t�� cents 3. Machine scrub tile floors �� Per sq ft cost $ _ �� Total �ost $��'� For a sum of��,��4��t`�'(;.� �-�`-i-�--��1 I�ollars and `�.`>� cents 4. Strip/Wax VCT flooring ; -- �'�` Per sq ft cost $ �� Total Cost $ ��c�� F�r a sum of ��°�'.�`�`t.��-�'��c°�;� --�"�'��-�t t -� e;� Dollars and ��,�� een�s � 5. Nlachine cleaning of carpet �-�.`> Per sc�ft � a �� Total Cost $��%�� For a sum of=��y�� '�``��i�,��°a�"e��tt��'�.� �l-��°�" Dollars and ��---�-t� cents 6. After hours and weekend cleaning Hourly rate $_ t . `'� 7. Power wash outside of buildings Ilaurly rate $ �� -�� `�t"`� i�"tE �`a�,�1 a:� WA 2013 Page 7 Contractor will provide the town a price list of all paper and cleaning products. 'I'he Town reserves the right to use an outside supplier for all materials and supplies needed for this agreeinent. Note: If the above serves are not perform to Town standers, the Town may hire an outside servers to do provide the servers need and bill the contractor. �03 INST' ITC�I'I NS 1. WORK TO BE DONE ("reneral: The Westlake Academy opened in 2003 with grades 1 St through 6t�' and has added a grade each year following until it reaches the 12t1i grade. The campus includes three stand alone buildings which include 29 classrooms, administratian offices, restrooms, library, breakout area, performance hall, dining and kitchen area locker rooms and gym for a total of 53,000 square feet. The academy interior includes wood, VCT, carpet and tile flooring. The haliways are lined with wooden lockers and carpet flooring. In 2009 Town added 8,500 sq. ft. Arts and Science Center and 4,200 Sq. Ft. with the addition af three portable buildings. Current Sq, Ft. 65,000. The school is looking at adding three more portable building in the summer of 2013 (4,200Sq. ft.) Contract: The Town will use its standard bidding pracedures to select the contractor. The Town's designated Project Manager will be Mr. Troy J. Meyer, Director of Facilities (817-490-5735). Contractor insurance coverage limits will be set by the Town. Timetable: The co�ltact is to be awarded by Apri12013. Bidding will occur in March 2013,with a start date of April 2013 2. PREPARATION ANI� SUBMISSION OF PROPOSAL In the bid proposal, fhe bidder shall fill in the blanks for the "Optional Services " alld the "Total An�ount." 3. INTERPRETATION O� QUOTED PRICES In case of difference between the written words and any figure in a proposal, the amount stated in writing will be considered as the bid. The contract method will be unit pricing based an actual quantities of work installed. 4. DISCREPANCIES IN BIDS WA 2013 Page 8 In case of lack of clarity of a proposal, tile owner will adopt the most advantageous co��stcuctio��thereof or i•eject the bid. 5. UNBALANCED BIDS Unreasonable or�unbalanced Linit prices will be cause for rejectioil of any bids. 6. INTERPRETI�TION OF SPECIFICATIONS Any c�uestions as to the meaning of any speci�catians wili be answered by addelldutll which will be sent to all who have been furnished with selvice agreement. 7. LOCAL LABOFZ The Contractor, in so far as is practicable, wi11 be expected to give preference to einployment of local citizells. 8. MATERII�LS FURI�TISHED BY CONTRACTOR The Contractor sl�all fi2a•��ish all �2�a±erials, regardless of thei�� ature e�ce�t as �loted i�� this agreemeirt. 9. MAI�iUFfiCTURERS IVISDS The Contractor shall furnish, IVISDS for each of the products used to fulfill the service required in this agreement. A copy most be kept in one cleaning closet and a second copy goes to the town. 10. LABOR CLASSIFICATION AND MINIMUM�NAGE SCALE Aftentian is called to the fact that a minimum scaIe of wages to be paid to empIoyees engaged in the work under this contract does 17ot release the contractor from compliance with any state wage iaw that may be applicable. The contractor shall abide by the wage and hour laws of the state and must not pay Iess than the i•ates prescribed. 13. 'I'IME ALLO�NED FOR AGREE�iENT TO START The contractor shall commence wol•k in not more than 30 calendai•days after the work order has been issued. Work on the project shall start on March 2Q13 . 14. S�'ECIAL INFORIv111TION - SALES TAX Tl�e owiler quali�es as an exempt agency as de�ned by the s�ati�tes of t1�e State af Texas . The Contractor shall comply with all statutes and rulings of the State Comptroller. WA 2013 Page 9 I5. SllB CONTRACTORS The contractor must sub�nit a list of all sub contractors which would be perfol-ming a�1y work under this agreen�ent. If at any time the contractor wishes to change the sub contract they must get approved by the Town. 16. INSURANCE TIZe Contractor shall furilish and lr�aintain diiring the life af the contract_adequate �Vorker's Compensation and Coillmercial General Liability (Public) I�Isurance in such amoullts as foliows: Type of Insurance Amount 1. Workei-man's Compensation As set farth in the Workei-'s Compensation Act. 2. Commercial General Eac11 Occurrence $500,000 Liabiliry(Public) Genei•al Aggregate $1,000,000 Products Comp(Ops Agg. $1,00O,OOQ 'I'he T�wn �f�R'estlak� shall be na�ned as an additional insured on the Co�llmercial General Liability(Public}Insurance Policy furnished by the Contractor. Each insurance policy shall contain a provisian requiring that thirty(30) days prior to expiration, cancellation, non-rei�ewal or any material change in coverage, a notice thereaf shall be given by certified mail to the Town of Westlake, 3 village circle suite 202, Westlake,Texas 76262. Companies issuing the insurance policies shall have no recourse against the Town for payment of any premiums or assessments for any deductibles which are at the soie responsibility and risk of the Contractor. Certificate of praof that the insurance is in force shall be furnished to the Town. The coverage's provided herein shall be primary and noncantributory with any other insurance maintained by the Town of Westlake, Texas, for its benefit, including self insurance. In the event any insurance policy shown on the Certificate of Insurance has an expiration date that is prior to the completion and final acceptanee of the service agreement by the Tow71 of Westlake, the Contracfor shall furnish tl�e Town pi•oof of identical continued coverage no later than ten (10) days prior to the expiratian date shown on the Certificate of Inslu•ance. The Contractor sha11 nat commence work on any Contract in the Town of Westlake until the Contractor has ob�ained all the insurance required uilder this paragraph and such insurance has been approved by the Town. WA 2413 Page 10 I � S II�S'I' iJC'TI l�S (Must be signed by the Contractor} A1"i'�iv'I'IOl�TO E4I,I,�II)��I2S: The Town af Westlake wishes to thank you in advance for bidding on this project. Please be aware of the following t-equirements for bidding Town of Westlake work. It is important that you read and understand these qualification factols in order to achieve a rapid and smooth con�pletion of the process. All pertinent documents required by law and these instructions must be correctly completed. A successful completion of them,wiil not only benefit the Town of Westlake,but also you as the conttactor,because among other things,the money reserved for the project will be ready to be used in your project and prompt scheduled payment may be made without any further delays. If you are unable to comply with formal requirements or fail to exercise due diligence in completing the required contract fanns,the conh-act may be awarded to the next lowest bidder for the reason tiine is of the essence in these projects. ASI� F� S E IJI E �' 'I' E T S LA E THE FOLLOWING FORMS MUST BE COMPLETED BY THE CONTRACTOR AND IT'S INSURANCE COMPANY 1. Proposal(to be completed by the contractor) 2. Standard Form of Agreement(to be completed by the contractor) 3. Corporate Acknowledgment;or Secagle Acknawledgrnent; or 1'artnea-ship t�cknowledgrnent NOTE: Which ever is applicable to the contractor,just one must be completed, and shall be notarized. 6. Power of Attorney or Certificate of Authority of Attorney{s) In-Fact (issued by the surety's company) 7. Tawn of Westlake Certificate of Insurance farm(to be completed by the insurance company) 8. Indemnification by the Contractor(to be completed by the contractor) REMINDER: (a) All�agnatures rnust be oe-igir�als. (b) li�Iake sure the appropriate farrns have been correct6y notarized WA Z013 Page 11 � '�ic ' � c � c� Town shall r�ot be liab�� or respons�bl� for, and �h�ll b� saved and h�ld harrnless by Coratractor from and aga�nst ar�y anc! all suits, ��tions, losses, dat�age�, �I�irr�s, or I�a��l�ty of any character, ty�e, or d�scr�ption, ir�cluding ��1 �xpe�se� of litagations court co�ts, a�d attorr�ey's fe�s f�r injury or de�th to �ny p�r��n, or �c��ury to ar�y property, r�c��ved �r sustained by �ny p�rson or p��sons �r prop�rty, aris�r�g out of, or occa��on�d by, dir�ctiy ��° i�dorectlyp th� p�r�ormance of Con�r�ctor �nder th�� gr��rn�nt, ic�cl�dis�g c�aims anc� dar�ages arisong in par�fror� the r��glig�nc� �f 1"o�n, witho�t9 how�v�r, waivcng a�y goverr�m�ntal ir�mu�ity a�ailabl� to #h� Town ur�der 1'�xas law and w�thout wa�ving any cle�ens�s of th� parti�� un�er 1'exas lawa `The provision� of thi� �r�d�rr�r�ifi�ati�� °� ��I�ly f�� t�� b�r��fi� ��the parti�� her�to a�d n�t ��tended �o create �r grant �ny rights, contrac�ual or othe ise, to any other p�r��n or��tity. It o� �he expressed dnte�t of th� p�rtaes to this Agr�ern�n� #hat the �nd�r�anity provicled f�r �n thrs s��t�o� �s an indemr�sfy extend�d by Con�ractor to ind��nafy and prot��t To�ra from the c�nseqc��nces �f To�n's ow� negligen��, prov�deci, howeverp tha�th� indernnity proarad�d for in this ��#ion shali apply only h�� the n�g�og�nt a�t of Town is � con�ributory �ause of th� resulta�t �n�ury, c�eath, �r da�age, ane! shal! hav� no ap�l��afioon wh�n th� r�eg6�g�nt a�t of T� n �� the �ole ca�as� �f the re��l#ant �nJury, dea�h, or dam�ge, unrn�xed w�th th� �egal fault�f a�other p�r��n o�° �r�t�tye Contr�ctor furth�r agre�s t� def�c�d, a� i�s o�� xpens�, and ora b�half�f Town a�el in #h� n�m� of`Towr�, ar�y clair� or I�tigatior� brought in conne�t�or� �th any s�ach �njury, death, �r darnagee The Contractor uvill sec�re and maintain Confractua! Liability insurance fo cover this i�demnification agreement that will be primary and noncontributory as to any insurance maintained by the Tovun for its own benefifi, including self-insurance. In addition, Contractor shall obtain and file with Town a To+nrn of Westlake Certificate of Insurance evidencing fihe required coverage. �om�any li��Contrac�or�' ��'b�t�, �,� ,.�� ,t ,. �� :�� S��natur � $�.��t��:�=��-�. Name �Please Print) �� -��_'��-=°� �'�� > -� � To�l� �` t -�_,��°°�� WA 2013 Page 12 �.4 t-��12EEli�IEI�'� ET E�N T � AN C l�T ACT THIS ACJREEMENT is dated as of the day of Mai-ch in the year 2013, by and between the Town of Westlake, Texas (hereinafter called O�RINER) and � � . (17ereinafter called CONTRACTOR). OWNER and CONTRACTOR, in consideration of the mutual covellants hereinafter set fo1�Yh, agree as follows: Artici� 1, �'ORK. CONTRACTOR shall complete all service as specified or indicated in the Contract Documents. The Work is generally described as follows: JAl�I'TORIAL SEIZVCIE r�'T'T�E WES'I'I.A�ACAI)Eli�i�'/CIVII� Cr�1VI�IJS WESTLAKE ACADEIVIY FROIVI TOWN OF WESTLAKE Article 2. COl�'TIZAC'T'I'Ili�IE. 2.1 CONTRACTOR agrees to commence service Swlday — Saturday. Service may be performed on weekends, holidays, and summers which must be approved by the Town. Arti�le 3. Employee back grounai �hecks 3.1 CONTRACTOR must provide a completed certification of cril�linal history r•ecord inforination form (exhibit 1�)oiz each employee and subcontractor before they are scheduled to provide services on the Westlake�cademy/civic campus. The Town reserves the right to reject any employee the right to work at the Westlake Academy/civic campus based on the result of it's �ndings. Contractor must provide the Town with a current list of employee providing services at the VVestlake Academy campus at any time. Contractor must suppiies a list of vehicles that wi11 be on campus. Arti�le 4. COI�'I' C'I'P CE. 4,l. OW�1ER shall pay CONTRACTOR for completion of the work on a monthly basis in accordance with the Contract Documents in current funds based on the basic schedule of services and Optional Services stated in the proposaL If CONTI�ACTOR does not perform services WA 2013 Page 13 � accordance to this agreement the Owner will deduet any and all expenses to hire a second eonti-act and/oi-staff to perform the services. Owne►•will deduct all expenses from t11e con�l-actor montllly fee. Art�cle So P�S�'IVIEI�t`T PI20CEDiJI2ES. 5.1 CONTRACTOR shall submit i�7voice for payinent on service completed duritlg the previous nlonth on fhe first day of the month. CONTRACTOR sliall p�•esent only oue invoice for payment eacli n�onth. Invoice for payment will be processed by OWNER shall make paymeut ta � CONTRACTOR within thirty(30) days of the date of the invoice. If CONTRACTOR does nof perform services accordance to this agreement the Owner will deduct any and all expenses to 11i1°e a second cantract and/or staff to pel•form the services. Owner will deduct all expenses from the contractor n�onthly fee. r�rti�le 6<I1�TERES'�'. 6.1 All moneys not paid when due shall bear interest at the maXiinum rate allowed by law at the plaee of the project. Article 7. COI�'TI�C'TOI2'�I2EPRES�1�'TIOl�So 7.I In order to induce OWNER to enter into this Agreement, CONTRACTOR makes the following representations: 7.2 CONTRACTOR has familiarized itself with the nature and extent of the Contract Documents, work, site, locality, and all local canditions and Laws and Regulations that in any manner may affect cost,progress, performance or furnishing of the work. 7.3 CQNTRACTOR binds itself to use such matei•ials and so construct the work that it wilI remain in good repair and conditian for and during the period of this agreement 7.4 To the fullest extent permitted by laws and Regulations, CONTRACTOR shall indemnify and hold harmless OWNER and their consultants, agents and employees from and against all claims, damages, losses and expenses, direct, indirect or conseqzlential {including but not ]imited to fees and charges of management, staff, attorneys and other professionals and court and arbitration costs)ai•ising out of or resulting from the performance of work, provided that any such claim, damage, lass or expense(a) is attributable to bodily injury, sickness, disease or death, or to inju�y to or destruction of tangible pi-opel-ry (othei•than the work itselfj lllcluding the loss of use resulting there fi-om and (b ) is caused in whole or i11 park by any negligetlt act or omission of CONTRACTOR, and Subcontractoi�, any person or organization directly or indirectly employed by any af them to perform or fiirnish any of the work or anyone for whose acts any of them may be liable, regardless of whether or nof it is caused in part by a parry indemni�ed hereunder or arises by or is in�posed by Laws and Regulations regardless of the negligence of any such party. WA 2013 Page 14 7.5 I�1 any and all claims against O�NER or any of their consultants, agents or eniployees by any employee of COIVTRACTOR, any Subcontractor, any person or organization directly or indirectly employed by any of them to perform ot• furnish any of the work or anyone for whose acts any of them n�ay be liable, the iitdemnification obligation tmd.ei� pa8•agraph 73 shall not be limited in any�vay by any limitation on the amount or type of damages, compensation or benefits payable by or for �ONTRACTOR oi• any such Subcontr•actor or other person or organization under workers' or workmen's compensation acts, disabiliry benefit acts or other employee benefit acts. At°t6cle�< Cont�°ac�I)�c�m�nts The Contract I�ocuments which comprise the entire agreement between OWNER and CONTIZACTOR concerning the work consist of the following: 8.1 Bid Pcoposal - Basic Schedule of services 8.2 Optional Service 8.3 Instri�ctions 8.4 Tl�is Agreement There ai•e no Contract Documents other than those listed above in this Article 8. r�rticl�9>TEI�NI�A'TI(31� . 9.1 Either OWNER or CONTRACTOIZ may terminate �his Contract, with or wi�hout cause, by giving the other thirty(30} days wl�itten notice. Article l0e 11�I�CE�.I,AI�EOITS. 10.1 No assignment by a party hereto of any rights under or interests in the Contract Documeuts will be binding on another party hereto without the written consent of the party sought to be botimd, a11d specifically but without limifiation moileys that n�ay become due aild moneys that are due may not be assigned without such consent(except to the extent that tlle effect of this rest�iction may be li7nited by 1aw), and ul3less speci�ically stated to the contrary in a11y writteil consent to an assignment, no assignment will release or discharge the assignor fi•om any duty or respansibility under the Contract Documents. 10.2 OWNER and CONTRACTOR each binds itself, its partners, successors,assigns and legal representatives ta the other party he�•eto, its partners, successors,assigns and legal representatives in respect of all covenants,agreements and obligations contained in the Contract Bocuments. WA 2013 Page 15 IN WITNESS WHEREOF, QWNER and CONTRACTOR have signed three copies of the Agreement. Three counterparts have been delivered to 04UNER, and one counterpart each has been delivered to CONTRACTOIZ. All portions of the Contract Docunlents have been signed or identi�ed by OWNER and CONTRACTOR on their behalf. This agreement will be effective on the day of March,2013. Ot�e'1�dEI2: COI�T'T12ACT'OR: Town of Westlalce,Texas By: By: Thomas E. Brymer Town Manager A'T'�'�S`�': Kelly Edwards ,Town Secretary Address for giving notices: Address for giving notices: 3 Village CiQ•sie�caite 242 Westlake,Texas 76262 List name af person to whose attention notices are to be sent: (If CONTRACTOR is a Corporation, attach evidence of authority to sign.) WA 2013 Page 16 � � Paper Supplies Quote March 2013 Product Per Sell # Description UiM Price 156271 GAP 18280/Q1 PREFERENCE 2-PL.Y EMBOSSED BATHROOM TISSUE 550/RL 80rIJCS CS $40.62 187851 GAP 20389 M-FOLD TOWEL WHITE PREFERE(VCE 9-1/4"x9-1/2" 250/PK 16pkjCS CS $23.61 176854 KIM 02000 SCOTT HARD ROLL TOWEL WHITE 8"x950'6/CS CS $45.10 138886 HSP DS-50Q0 D(SCRETE HALF FOLD TOILET SEAT COVER 250jPK 20pk/CS CS $36.27 85385 TYC HR243306N CAN LINER NATURAL 24x33 6mic(12-16g1) 1000/CS 20RLS/SO CS $19.45 243253 TYC VLH3037-10N CAN LINER NATURAL 30x36 8mic EQ(20-30g1) 25/RL 20rIJCS CS $17.23 229741 TYC VLHA�048-16N CAN LINER NATURAL 40x46 14mic EQ(40-45g1) 25/RL 10r1/CS CS $26.Q9 22624 TYC HR404822N CAN LINER CLEAR 40x48 22mic(4Q-45g1) 150/CS CS $24.$2 5731 HSP 147A GARDS#4 SANITARY NAPKIIV 250/CS CS $35.72 5728 NSP KLJ260 KR�FT WAXED PAPER LINER 7-1/2x3-1/2x10-1J4 500/CS CS $15.90 5729 HSP T500 0250Q TAMPAX TAMPON 500/CS CS $74.66 - DATE(MM/DDlYYI'� _� �� 3/13/2013 TI�I 1' Li �LIT 1 THIS CERTIFICATE IS ISSUED AS A MATfER OF INFORMATION ONLY AND CQNFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE .4FFORDED BY THE POLICIES BEIOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUlNG INSURER(Sj, AUTHOR2ED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: if the certificate hoider is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an e�dorsement. Astatemen4 on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NAME: Z,25�. I�I1C:aC��.S TI'l3LSZ'3YIC@ .�.��Z2C�7 SZSC. PHONE FAX ac No.�: 81?-318-8900 �nic,No>:��-7-318-8944 9�5 G7. Glade RC�. ADDRESS: ��"$`��118a%i1CI:�I$3fl8UY'dT2C@.COIA ��S�T ��' F ��a�� INSURER(5) AFFORDING COVERAGE NAIC# INSUREft A: `�� T�� ° CE INSURED �}'Q�TH CEN TEXAS �JP�TI'PORIAL LLC INSURER B: INSURER C: 4O�T COI,D SPRIA�GS CT INSURER D: KELLER, TX 76�L4S INSURER E: - ��-7-3��-a487�?� INSURER F: COVERAGES CERTIFICATENUMBER: REVISIdN NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSUR,4NCE �ISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTIMTHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO A�� THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CIAIMS. INSR ADDL SUBR �TR n'PE OF INSURANCE �NSR wvo POLICY NUMBER (MM/DD/YYl'l� (MMIDD/YY1'l� IIMITS GENERAL LIABILITY EACH OCCURRENCE $ 7p'REl -..--'..__..........._"----"- COMMERCIAL GENERAL LIABILITY pREMISES(Ea occurrence) �` ICLAIMSMADE �'OCCUR MED EXP(Anyoneperson) $ PERSONA�&ADV INJURY $ GENERAL AGGREGATE $ GEM�AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMPlOP AGG S POLICY Ea LOC � AUTOMOBILE LIABILITY Ea accident S ANYAUTO BODILY INJURY(Per person) �S ALLONMED SCHEDULED BO�ILYINJURY(Peraccident} �$ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE q� HIRED AUTOS AUTOS (Per accident) S UMBRELLA LIAB QCCUR EACH OCCURRENCE S --.._..._...__._....-'--'-' EXCESS LIAB CLAIMSMADE � �AGGREGATE S DED RETENTION $ � WORKERS COPAPENSATION X WC STATU- OTH- AND EMPLOYERS'�IABILITY TORY LIMITS ER Y!N Ot301Z4597� 12/15j12 12j15I13 5O0 QOO ANY PROPRIETORiPARTNERlEXECUTIVE ❑ N�A E.�.EACH ACCIDENT $ / � OFFICER/MEMBER EXCLUDED? 'rJOO OOO (Mandatory in NH) E.L.DISEASE-EAEMPLOYEE 5 � If yes,describe under 5 Q� a 0 Q DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT S r DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (Attach ACORD 101,Additional RemarksSchedule,if morespace is required) CERTIFICATE HOLDER CANCELLATION SNOULD ANY OF THE ABOVE QESCRlBED PQLIGIES BE GANCELLED BEFORE S�ffi�3�.G� C�T'G1�3.Cc"ttA Oi TR91.AY'c3L1C@ THE EXPIRATION DATE THEREOF, NOTICE WILL BE DE�IVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED ftEPRESENTNTIVE � O 1988-2010 ACORD CORPORATION.All rights reserved. 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St.,�.i,��:3.�, � �:`af�"t,�..._._',.,,1.?3�^ , Lt�,._>,.uz.�1 i3>�€. ...5,_,.tatk`._ .,....t.<c. _..._�.<�.., . ....c.:�sris� :�E�' _.. a,#�,.�s�t�?__.:I�' .a.�-�3�',sS� �'g��rs. �,:�,pi.8.� .,... �,.sZ,41��a �T.r':: '� _ '°r��#'��:, �'.q>��'t��iTa r�. i t � f � ,«,a,,,,f'`_"'. ��`��`� �_�._. �u�a:�� :�rr��:�w��,y .. . ,< ,— ,� . _, _ , ,..� „, �_._.�___.�. _.,�._._� _.._____ _`-_ . � �� 7�� 3�t,��.a��at"€3� ��.Y_�:=��.�g�;'�a�� gW��, � .��,�Tz�� ..�t3: :,=,: I � � � Inlan ereCan etail ana e rtt Mary Lempke, Property Manager 5057 Keller Springs Rd., 5uite 450 Addison, TX 75001 972-733-0500 office 972-835-0977 cell ��.I�r� k��ir��r�d�rc�� .c�arr� nl�n erican etaml ana e ent Brenda Groth, Property Manager 5057 Keller 5prings Rd., Suite 450 Addison, l"X 75001 972-733-0500 office �r��d�.�rc��hC�ir�l�r�d�rc��e��rr� ec6alize r� ucts Co an� Lisa Oldham, Executive Assistant 1100 S. Kimball Avenue Southlake, TX 7609Z 817-3Z9-6647 XS60 office �ta��€�� i�E��d.r��t cott r� o ercial Ashley Lail, Property Manager 1400 Dallas Drive Denton, TX 76205 940-320-1200 office 817-240-3775 cell ��h��%��b �c��s��r��1Bc�r� Westlake Academ Y Item #4 BOARD CALENDAR Boa rd Ca I e n d a r ✓ Town Council Meeting November 11, 2013 ✓ Glenwyck Farms Neighborhood Town Meeting November 12, 2013; 7:00 pm Home of Paul & Kerin Beauchamp ✓ Board of Trustees Meeting November 14, 2013 ✓ Grandparents and Special Friends Day, PYP November 22, 2013, 8:30— 11:00 a.m., Dining Hall ✓ Westlake Academy Fall Break November 25-29, 2013 ✓ Town Offices Closed; in observance of Thanksgiving November 28-29, 2013 ✓ Board of Trustees Meeting December 2, 2013 ✓ Westlake Community Tree Lighting December 5, 2013; 6-8:00 pm WA Campus—Town Green (east of Gym) ✓ Westlake Employees'Awards &Christmas Dinner December 6, 2013; 6:30 pm Ft. Worth Stockyards-Billy Bob's Club 81 Banquet Hall ✓ Town Council Meeting December 9, 2013 ✓ Westlake Academy Winter Break December 23, 2013 -January 6, 2014 ✓ Town Offices Closed; in observance of Christmas December 24-25, 2013 ✓ Town OfFices Closed; in observance of New Year's Day January 1, 2014 Westlake Academ Y Item # 5 — Future Agenda Items FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under ��Future Agenda Item Requests", an agenda item for a future Board meeting. The Board member making the request will contact the CEO with the requested item and the CEO will list it on the agenda. At the meeting, the requesting Board member will explain the item, the need for Board discussion of the item, the item's relationship to the Board's strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board member receives a second, the CEO will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. None Westlake Academ Y Item # 6 — Adjournment Back up material has not been provided for this item.