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Home My WebLink About06-17-19 BOT Agenda PacketThe Regular Meeting of the Board of Trustees will begin immediately following the conclusion of the Board of Trustees Workshop but not prior to the posted start time. Mission Statement Westlake Academy is an IB 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 2 WESTLAKE ACADEMY Vision Statement Westlake Academy inspires college bound 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 BOARD OF TRUSTEES MEETING AGENDA June 17, 2019 1500 Solana Boulevard Building 7, Suite 7100 1st FLOOR, COUNCIL CHAMBER WESTLAKE, TX 76262 Regular Session 6:45 p.m. Page 2 of 2 Regular Session 1. CALL TO ORDER 2. DISCUSSION AND CONSIDERATION OF RESOLUTION 19-09, AUTHORIZING THE SUPERINTENDENT TO EXECUTE AN AGREEMENT WITH BBVA COMPASS BANK, WHO WILL PROVIDE IMPLEMENTATION AND ACCOUNT MAINTENANCE SERVICES FOR THEIR COMMERCIAL CREDIT CARD PROGRAM FOR WESTLAKE ACADEMY. 3. ADJOURNMENT 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, 1500 Solana Blvd., Building 7, Suite 7100, Westlake, TX 76262, on June 12, 2019 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. estlake Academy Board of Trustees TYPE OF ACTION Regular Meeting - Action Item Westlake Board Meeting Monday, June 10, 2019 TOPIC: Approval of a resolution authorizing the Superintendent to execute an agreement with BBVA Compass Bank, who will provide implementation and account maintenance services for their Commercial Credit Card Program for Westlake Academy. STAFF CONTACT: Noah Simon, Deputy Town Manger Debbie Piper, Finance Director Strategic Alignment Vision, Value, Mission Perspective Curriculum Outcome Objective Vision: Westlake Academy inspires college bound students to achieve their highest individual potential in a nuturing environment that fosters the traits found in the IB Learner Profile. Fiscal Stewardship PYP / MYP / DP Improve Financial Stewardship Strategic Initiative Outside the Scope of Identified Strategic Initiatives Time Line - Start Date: June 11, 2019 Completion Date: August 31, 2019 Funding Amount: N/A Status - N/A Source - N/A EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY) Westlake Academy has used the Commercial Card Program offered through The Independent Bankers (TIB) Bank, an affiliate of First Financial Bank, since September 2015. Over the last few years, TIB’s customer service has become less responsive to the account management of the current program. In order to provide a streamlined purchasing option to the faculty and staff of Westlake Academy, the following changes are needed, which are unavailable through TIB: • Obtain administrative access for Finance staff to request new or replacement cards, set individual limits, monitor all account activity for compliance to user procedures, and provide necessary reports during the annual audit. • Provide cardholder account access to monitor activity and review for fraudulent transactions, set travel alerts, and store receipts that are provided to Finance. • Receive timely account rebates and have a clear understanding of how the rebates are earned and calculated. • Include the availability of options such as running accounts payable transactions through an electronic payment process, which would increase the rebate base. The 1295 and 2270 compliance forms are provided in the Agenda Item for the Town of Westlake. RECOMMENDATION Staff recommends approval of the resolution authorizing the Superintendent to execute an agreement with BBVA Compass Bank, who will provide implementation and account maintenance services for their Commercial Credit Card Program for Westlake Academy. ATTACHMENTS Resolution Exhibit A: BBVA Compass Commercial Card Agreement WA Resolution 19-09 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION 19-09 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES AUTHORIZING THE SUPERINTENDENT TO ENTER INTO AN AGREEMENT WITH BBVA COMPASS BANK, WHO WILL PROVIDE IMPLEMENTATION AND ACCOUNT MAINTENANCE SERVICES FOR THEIR COMMERCIAL CREDIT CARD PROGRAM FOR WESTLAKE ACADEMY. WHEREAS, Westlake Academy has utilized credit card services through The Independent Bankers (TIB) Bank, an affiliate of First Financial Bank. The level of activity and customer service needs require a more robust operating platform including options that will better support the purchasing processes and goals of Westlake Academy; and, WHEREAS, additional personnel costs and time are required to maintain the manual operations of the current credit card program (TIB); and, WHEREAS, the current program through The Independent Bankers (TIB) Bank will be discontinued after the successful implementation of the new program through BBVA Compass Bank; and, WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of the Town of Westlake, the Town of Westlake staff, and the faculty and staff of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That, the Board of Trustees of the Westlake Academy, hereby approves the agreement with BBVA Compass Bank attached to this resolution as Exhibit “A”. 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 Trustees hereby determines that it would have adopted this Resolution without the invalid provision. WA Resolution 19-09 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 17th DAY OF JUNE 2019. ___________________________________ Laura Wheat, President ATTEST: ________________________________ Kelly Edwards, Board Secretary APPROVED AS TO FORM: ________________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Resolution WA 19-09 Board of Trustees Item # 3 – Adjournment Regular Session