HomeMy WebLinkAbout12-07-20 Joint TC BOT Agenda Packet TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE
ACADEMY BOARD OF TRUSTEES JOINT MEETING AGENDA
1500 SOLANA BLVD, BUILDING 7, SUITE 7100, WESTLAKE, TX 76262
T H r r o w N v r
W ESTLAKE
In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020,
the Town Council of the Town of Westlake and the Board of Trustees of Westlake Academy will
conduct this virtual meeting at 5:00 p.m. on Monday December 7, 2020 by video and telephonic
conference in order to advance the public health goal of limiting face-to-face meetings (also called
"social distancing") to slow the spread of the Coronavirus (COVID-19). There will be no public access
to the physical location described above. A recording of the telephonic meeting will be made and will
be available to the public in accordance with the Open Meetings Act. Instructions for public
participation in the meeting by video conference and telephonic conference are as follows:
Bv Video: Bv Telephone:
https://bit.ly/tcbot120720 Local: (346) 248-7799
Webinar ID: 840 5198 6239 Webinar 840 5198 6239
Passcode: 634901 Passcode: 634901
l/ision Statement
West/ake Academy inspires co/%ge bound students to achieve their highest individual potentia/in a nurturing
en�ironment that fosters the traits found in the IB Learner Pro�le:Inquirers, Knowledgeable, Thinkers,
Communicators, Principled, Open-Minded, Caring, Risk-takers, Balanced and Reflective
Reqular Session
1. CALL TO ORDER: Joint Town Council and Board of Trustees regular meeting.
2. CITIZEN COMMENTS: This is an opportunity for citizens to address the Board on any
matter whether or not it is posted on the agenda.
For those joining by videoconference: Any person desiring to make a public comment
using a Windows computer must first press the '�Raise Hand" button on the screen.
Alternatively, the AIt+Y keyboard shortcut may be used to raise or lower their hand. Any
person desiring to make a public comment using a Mac computer must first press the��Raise
Hand" button on the screen. Alternatively, the Option+Y keyboard shortcut may be used
to raise or lower their hand.
For those joining by teleconference: Any person desiring to make a public comment
must first press star-nine (*9) on their telephone keypad to "Raise their hand" to speak.
Persons joining the meeting by teleconference may mute and unmute their phones by
pressing star-6 (*6).
Town Council/BOT Joint Agenda 12-07-20
Page 1 of 4
Citizens will be placed in a queue based on the order the hands were raised. The presiding
ofFicer will recognize callers based on the order of the queue, where they will be asked to
state their name and address. Individual citizen comments are normally limited to three (3)
minutes; however, time limits can be adjusted by the presiding officer. The presiding officer
may ask the citizen to hold their comment on an agenda item if the item is posted as a
Public Hearing. The Town Council or Board of Trustees 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. The Board will receive the information, ask
staff to review the matter, or an item may be noticed on a future agenda for deliberation
or action.
3. ITEMS OF COMMUNITY INTEREST: Town Council and Board and Trustee Reports on
Items of Community Interest pursuant to Texas Government Code Section 551.041: The
Town Council or Board of Trustees may report on the following items: (1) expression of
thanks, congratulations or condolences; (2) information about holiday schedules; (3)
recognition of individuals; (4) reminders about upcoming Town Council/Board of Trustee
events; (5) information about community events; and (6) announcements involving
imminent threat to public health and safety.
4. 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 Board of Trustees meeting on September
14, 2020.
5. PRESENTATION AND DISCUSSION ITEMS:
a. Presentation and discussion of 2020 Utility Rate study from NewGen Strategies &
Solutions.
b. Presentation and discussion of the FY 2019-2020 annual audit report from Weaver
and Tidwell, L.L.P., and consideration of Resolution 20-15, approving the FY 2019-
2020 annual audit report.
c. Presentation and discussion regarding Enrollment for the Fall 2020 semester.
d. Presentation and discussion of the Westlake Academy Academic Honesty Policy.
6. DISCUSSION REGARDING THE BACK-TO-SCHOOL PLAN FOR THE 2020-2021
ACADEMIC YEAR, INCLUDING UPDATES REGARDING VIRTUAL AND ON-CAMPUS
STUDENT INSTRUCTION.
7. REPORTS: Reports are prepared for informational purposes and will be accepted as
presented. (tr,ere w�ii no presentations associated with the report �tems) There will be no separate
discussion unless a Board of Trustees Member requests that report be removed and
considered separately.
a. Report on the use of ofF-site facilities for classroom space.
b. Review a request for a memorial bench to be placed on the Westlake Academy Campus.
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Page 2 of 4
8. EXECUTIVE SESSION:
The Council will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
a. Section 551.087 - Deliberation Regarding Economic Development Negotiations (1) to
discuss or deliberate regarding commercial or financial information that the
governmental body has received from a business prospect that the governmental body
seeks to have locate, stay, or expand in or near the territory of the governmental body
and with which the governmental body is conducting economic development
negotiations; or (2) to deliberate the offer of a financial or other incentive to a
business prospect described by Subdivision (1) for the following:
- Front 44
- Entrada
b. Section 551.071(2) — Consultation with Town Attorney on a matter in which the duty
of the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter: Resolution No. 00-19, a Contract with Hillwood Development Corporation
Concerning the Design Engineering and Construction of the West Side Pump Station
and the Dove Road Waterline.
c. Section 551.071(2) Consultation with Attorney—to seek advice of counsel on matters
in which the duty of the Town Attorney under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of
the Texas Government Code - FM 1938 access for proposed Southlake development.
d. Section 551.073 — Deliberations Regarding Gifts and Donations.
9. RECONVENE MEETING
10. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
11. 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.
12. BOARD RECAP / STAFF DIRECTION
13. AD]OURNMENT
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Page 3 of 4
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 December 4, 2020, by 5:00 p.m. under the
Open Meetings Act, Chapter 551 of the Texas Government Code.
Todd Wood, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs or
translation services, please advise the Town Secretary 48 hours in advance at 817-490-5711 and
reasonable accommodations will be made to assist you.
Town Council/BOT Joint Agenda 12-07-20
Page 4 of 4
Town Cou nci I
a nd Boa rd of
Trustees
Item #2 — Citizen Comments
CITIZEN COMMENTS: This is an opportunity for citizens to address the Council on any
matter whether or not it is posted on the agenda.
For those joining by videoconference: Any person desiring to make a public comment
using a Windows computer must first press the ��Raise Hand" button on the screen.
Alternatively, the AIt+Y keyboard shortcut may be used to raise or lower their hand. Any
person desiring to make a public comment using a Mac computer must first press the
"Raise Hand" button on the screen. Alternatively, the Option+Y keyboard shortcut may be
used to raise or lower their hand.
For those joining by teleconference: Any person desiring to make a public comment
must first press star-nine (*9) on their telephone keypad to "Raise their hand" to speak.
Persons joining the meeting by teleconference my mute and unmute their phones by
pressing star-6 (*6).
Citizens will be placed in a queue based on the order the hands were raised. The presiding
ofFicer will recognize callers based on the order of the queue, where they will be asked to
state their name and address. Individual citizen comments are normally limited to three
(3) minutes; however, time limits can be adjusted by the presiding officer. The presiding
officer may ask the citizen to hold their comment on an agenda item if the item is posted
as a Public Hearing. The Council cannot by law take action nor have any discussion or
deliberations on any presentation made to the Council at this time concerning an item not
listed on the agenda. The Council will receive the information, ask staff to review the
matter, or an item may be noticed on a future agenda for deliberation or action.
ITEMS OF COMMUNITY INTEREST: Mayor and Council Town Cou nci I
Reports on Items of Community Interest pursuant to Texas
Government Code Section 551.0415 the Town Council may report a nd Boa rd of
on the following items: (1) expression of thanks, congratulations
or condolences; (2) information about holiday schedules; �3) Trustees
recognition of individuals; (4) reminders about upcoming Town
Council events; (5) information about community events; and (6)
announcements involving imminent threat to public health and
safety.
Item # 3 — Items of
Ca/endarofMeetings/Events: Community Interest
Town Council/Board of Trustees Work Session
Work Session/Meeting
Monday, December 7, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 - via Teleconferencing
Town Council Work Session/Meeting
Monday, December 14, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 - via Teleconferencing
Westlake Academy CLOSED for Christmas Holiday
Thursday, December 21St through Monday, January 4th. January 5t": Teacher's professional
developmental day
Westlake Municipal Offices CLOSED for Christmas Holiday
Thursday and Friday, December 24 & 25, 2020
Holiday impacts to your trash and recycling schedule: Pick up will now be on Saturday. Please
call Republic Services Customer Response Team at 602-237-2078 with any additional questions
you may have about your holiday schedule.
Westlake Municipal Offices CLOSED for News Years Holiday
Friday, January ist, 2021
Holiday impacts to your trash and recycling schedule: Pick up will now be on Saturday. Please
call Republic Services Customer Response Team at 602-237-2078 with any additional questions
you may have about your holiday schedule.
Town Council/Board of Trustees Work Session
Work Session/Meeting
Monday, January 4, 2021; 5:00 pm*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 - via Teleconferencing
Planning &Zoning Meeting
Monday, January 11, 2021; 5:00 pm*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 - via Teleconferencing
Westlake Municipal Offices CLOSED for Dr. Martin Luther King, Jr. Holiday
Friday, January 18th, 2021
Town Council Work Session/Meeting
Monday, January 25, 2021; 5:00 pm*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 - via Teleconferencing
*Reminde�:Agendas for all municipal/academic meetings are posted a minimum of72 hours before the meeting begins and can be found on
our Town's website under the tab "Government/Aqendas&Minutes."
**For meeting aqendas and detai/s on WA ca/endar events or Municipa/ca/endar events,p/ease �isit the West/ake Academy website or the Town of
Westlake website for further assistance.
Town Council
a nd Boa rd of
Trustees
Item # 4 — Consent
Agenda
CONSENT AGENDA: All items listed below are considered routine by the Town Council
and will be enacted with one motion. There will be no separate discussion of items
unless a Council 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 Board of Trustees meeting on
September 14, 2020.
•
•
. ,
.•
MINUTES OF THEWESTLAKE ACADEMY BOARD OF TRUSTEES MEETING
September 14, 2020
In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020,
the Board of Trustees of Westlake Academy conducted a virtual meeting at 5:00 p.m. on Monday,
September 14, 2020 by video and telephonic conference in order to advance the public health goal
of limiting face-to-face meetings (also called "social distancing")to slow the spread of the Coronavirus
(COVID-19). There was no public access to the physical location described above. A recording of the
telephonic meeting was made and is available to the public.
PRESENT: President Laura Wheat and Trustees: Carol Langdon, Greg Goble, Alesa
Belvedere, and Rajiv Trivedi.
ABSENT: Rick Rennhack.
OTHERS PRESENT: Superintendent Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, School
Attorney Janet Bubert, Town Attorney Stan Lowry, Executive
Director Dr. Mechelle Bryson, College Counselor Carl Tippen, MYP
Counselor Sara DeRaud, Secondary Counselor Lisa Phillips, PYP
Counselor Lakshmi Morgan, Town Secretary Todd Wood, Director
of Information Technology Jason Power, Director of Finance Debbie
Piper, Director of Facilities & Public Works Troy Meyer, Director of
Administrative Services Ginger Awtry, PYP Principal Rod Harding,
Assistant PYP Principal Beckie Paquin, PYP Coordinator Alison
Schneider, MYP Coordinator Terri Watson, DP Principal/Coordinator
Dr. James Owen, Communications Manager John Sasser, Business
Manager Marlene Rutledge, Budget & Financial Analyst Kelsey
Wong, and Registrar Kimberly Gardner.
Regular Session
1. CALL TO ORDER
President Wheat called the Regular Session to order at 5:00 p.m.
BOT Minutes—9/14/20
Page 1 of 6
2. CITIZEN COMMENTS
President Wheat provided a brief summary of instructions to the public for citizen comments.
No one addressed the Board of Trustees.
3. ITEMS OF COMMUNITY INTEREST:
Communications Manager Jon Sasser provided an update on this item.
Reopening of Westlake Town Hall and Municipal Court: The Westlake Town Hall
and Municipal Court was successfully re-opened on September 1, 2020. Masks will be
required for those entering these facilities, and social distancing is being observed in
accordance with CDC and state guidelines.
North Texas Giving Day: This event is scheduled for September 17t". Mr. Sasser noted
that there were many great charities that everyone would have the opportunity to support,
especially the Westlake Academy Foundation Blacksmith program.
Upcoming meetings: The next Planning and Zoning meeting is scheduled for September
21, 2020 at 5:00 p.m. via telephonic and video conference.
The next Town Council meeting is scheduled for September 28, 2020 at 5:00 p.m. via
telephonic and video conference.
Coffee and Conversation with the Mayor: This event is tentatively scheduled for
October 5, 2020.
Westlake Classic Car Show: This event was originally scheduled for October 17, 2020
and has been cancelled due to public health concerns regarding COVID-19.
4. 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 meeting on June 22, 2020.
b. Consider approval of the minutes from the meeting on July 21, 2020.
MOTION: Trustee Langdon made a motion to approve the consent agenda.
Trustee Trivedi seconded the motion. The motion carried by a vote
of 4-0.
President Wheat then stated that Item #7 on the agenda would be moved to follow Item
#4 on the agenda, allowing for citizen comments earlier in the meeting.
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5. PRESENTATION AND DISCUSSION ITEMS:
a. Presentation and discussion regarding Counseling Services.
Executive Director Dr. Mechelle Bryson introduced this item, stating that the
counselors have done an amazing job this year, going above and beyond. She then
asked Mr. Carl Tippen to present to the Board of Trustees.
Mr. Tippen began with the primary goals of the counseling program:
• Acedemic Support;
• Social and Emotional Wellness;
• Developmental Responsiveness; and
• College and Career Readiness.
Mr. Tippen then noted that the counseling program was a "one-stop shop" with the
support services that are provided, which includes academic support, engagement
and interaction with peer groups, coping with emotional trauma, and preparation for
college or other career choices. Ms. Sara DeRaud provided and overview of the
Character Strong Program, which was funded by a generous donation from the
Westlake Academy Foundation. Ms. Lakshmi Morgan and Ms. Lisa Phillips then
provided an overview of the social and emotional learning initiatives of the counseling
program, including the policies and procedures that are being used. It was noted
that all Westlake Academy Counselors are certified trainers in QPR (Question,
Persuade, and Refer) for suicide prevention efforts.
Mr. Tippen then elaborated on the college readiness activities that meet all state
requirements and explained how these activities correlate into college matriculation
and retention rates.
b. Presentation and discussion regarding IB site visit.
DP Principal/DP Coordinator Dr. James Owen, MYP Coordinator Terri Watson, and
PYP Coordinator presented this item. Dr. Owen began by explaining that the
evaluation is the primary means of ensuring that schools are meeting the IB standards
and practices, and this process can also serve as a catalyst for school improvement.
Schools complete a self-study process assessing their implementation of IB standards
and gathering evidence to support their assessment. The IB then evaluates this
evidence and provides feedback schools. The IB site visit was positive, and the
Coordinators will update the Action Plan based on the IB Report and new 2020 IB
standards and practices. The next self-evaluation process will be conducted in 2024,
and the next IB site visit will occur in spring 2025.
c. Presentation and discussion of revised PYP Report Cards.
Executive Director Dr. Mechelle Bryson introduced this item, and PYP Principal Rod
Harding made a presentation to the Board. He explained the timeline released from
the IB, which began in October 2018 with the release of PYP enhancements and
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Page 3 of 6
ending in September 2020 by connecting to stakeholders. He then explained that
the primary purposes of assessment and grade reporting were the measurement of
learning and the reporting of learning. PYP Coordinator Alison Schneider then
explained that this new process is designed to be objective with state standards,
provide more specificity regarding student performance, and ensure that classroom
experiences are aligned to meet state standards and provide teachers with greater
insight on student performance.
6. DISCUSSION AND CONSIDERATION OF RESOLUTION 20-12, AMENDING THE
PRIMARY (K-G5) ASSESSMENT AND GRADE REPORTING POLICY (BOARD
POLICY NO. 6.09).
Following the presentation of Item 5c, President Wheat asked the Board for a motion to
approve Item #6.
MOTION: Trustee Langdon made a motion to approve Resolution 20-12.
Trustee Goble seconded the motion. The motion carried by a vote
of 4-0.
7. DISCUSSION REGARDING THE BACK-TO-SCHOOL PLAN FOR THE 2020-2021
ACADEMIC YEAR.
President Wheat moved Item #7 to follow Item #4, which allowed citizen comments to be
presented earlier in the meeting. She stated that school administrators would discuss the
Back-to-School Plan first, and the meeting would be opened for comments following this
presentation.
Superintendent Amanda DeGan presented this item. She noted that the previous four (4)
weeks has utilized the remote learning option at Westlake Academy, which has allowed time
for additional preparation for the realities that are being faced due to the COVID-19
pandemic and developing protocols that would be used by stafF and students. During this
time, procedures have been developed or modified for sporting events, drop-off and pickup
of students, providing lunch services, and use of PPE (Personal Protective Equipment).
Plans have been reviewed to ensure the continuity of education for teachers while
maximizing safety and effectiveness. The synchronous and asynchronous educational plans
have also been reviewed, and feedback has been mostly positive.
Ms. DeGan explained that prevention and mitigation of spreading the virus has been a top
initiative. This includes self-screening by staff and students, individuals with confirmed
cases not being allowed on campus, expanded use of PPE, lunch being served in classrooms
for the first four (4) weeks, utilizing enhanced cleaning protocols, and providing protocol
training for students that has been approved by TEA (Texas Education Agency). She then
explained the requirements that would be followed in response to any confirmed case that
may be identified on campus.
Mrs. DeGan then explained the options that are available to the Board moving forward. This
included extending ofF-campus learning for an additional four (4) weeks or utilizing a
phased-in approach to on-campus learning. It was recommended by staff that students
BOT Minutes—9/14/20
Page 4 of 6
return to campus on September 21St. This approach would involve remote learning, in-
person learning, and a hybrid option for students in grades 9-12 for the first nine (9) weeks.
The hybrid option would be reviewed prior to the beginning of the second nine-week period.
President Wheat then opened the meeting for public comments.
Mr. Wayne Stoltenberg addressed the Board and expressed his appreciation for the efforts
of the Board and staff members. He began by stating that Westlake Academy should return
to in-person learning five days per week as soon as possible and hoped that the Board
would consider this option. President Wheat thanked Mr. Stoltenberg for his comments.
Dr. Anna White then addressed the Board and thanked everyone for their hard work. She
asked if the approximate percentage of high school students who have chosen the fully
remote option was known. Executive Director Dr. Mechelle Bryson replied that 82 students
have chosen the fully remote option, and 237 students have chosen the hybrid option. Dr.
White then stated that she supported Mr. Stoltenberg's comments and mentioned that
international studies have statistically shown that students returning to school campuses
have not increased the risk to teachers wearing masks. Dr. White underscored that
Westlake Academy should be fully re-opened as soon as possible. She then provided
information that many tests may results in false positive or false negative results, and much
of the information found in medical literature regarding COVID-19 differs.
8. FUTURE AGENDA ITEMS
None.
9. BOARD RECAP / STAFF DIRECTION
Provide follow-up to the Board on QPR training for next year.
10. AD)OURNMENT
There being no further business before the Board of Trustees, President Wheat asked for
a motion to adjourn the meeting.
MOTION: Trustee Trivedi made a motion to adjourn the meeting. Trustee
Langdon seconded the motion. The motion carried by a vote of 4-0.
President Wheat adjourned the meeting at 7:26 p.m.
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.
BOT Minutes—9/14/20
Page 5 of 6
APPROVED BY THE BOARD OF TRUSTEES ON DECEMBER 7, 2020.
ATTEST:
Laura Wheat, President
Todd Wood, Town Secretary
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Page 6 of 6
Town
Cou nci I a nd
Board of
Trustees
Item # 5 — Presentation
and Discussion Items
a. Presentation and discussion of 2020 Utility Rate study from NewGen Strategies &
Solutions.
b. Presentation and discussion of the FY 2019-2020 annual audit report from Weaver
and Tidwell, L.L.P., and consideration of Resolution 20-15, approving the FY
2019-2020 annual audit report.
c. Presentation and discussion regarding Enrollment for the Fall 2020 semester.
d. Presentation and discussion of the Westlake Academy Academic Honesty Policy.
Westlake Town Council
TYPE OF ACTION T x E i o w N o F
WESTLAKE
Workshop - Discussion Item oisriNcrivE sv oEsicN
Westlake Town Council Meeting
Monday, December 07, 2020
ToPrc: Presentation and discussion of 2020 Utility Rate study from NewGen Strategies &
Solutions
STaFF CoNTaCT: Dianna Orender, Public Works Assistant
Kory Kittrell, Public Works Superintendent
Troy Meyer, Director of Facilities and Public Works
Jarrod Greenwood, Assistant Town Manager
Strategic Alignment
i � � . , . ., ; . .
� �
- � i
Exemplary Service & Governance -
Fiscal Responsibility Fiscal Stewardship we set the standard by delivering Increase Financial
unparalleled municipal and Capacity/Reserves
educational services at the lowest cost.
Time Line- Start Date: December 7, 2020 Completion Date: December 14,2020
Funding Amount: N/A Status - N/A Source-N/A
Contract: No Forms: N/A
EXECUTIVE SUMMARY(INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The purpose of a rate study, within our community, is to determine whether the Utility Fund is
accomplishing full cost recovery for services while maintaining an appropriate fund reserve
balance in accordance with the Town's adopted Financial Policy.
The new rate study was performed by a new rate consultant,NewGen Strategies & Solutions, that
has a national presence and is used considerably across our region. NewGen Strategies &
Page 1 of 2
Solutions, is a management and economic consulting firm specializing in serving the utility
industry. They provide �nancial, cost of service (COS), rate design, valuation, strategy, eXpert
witness, stakeholder, and sustainability consulting services to a variety of clients including
municipalities, counties, water supply corporations, irrigation districts, councils of government,
regional and state agencies and commissions, state and federal courts, and state and federal
oversight agencies. Their expertise includes litigation support in state and federal legal and
regulatory proceedings, utility business and financial planning, and sustainability strategy for
water, wastewater, solid waste, electric, and natural gas utilities.
The Town of Westlake's 2020 Utility Rate Study provides a comprehensive review of historical
and projected water/sewer consumption and revenues, capital assets, depreciation, operation and
maintenance expenses, and debt. Key drivers of the proposed rates includes a projected increase
in the number of customers, current and future debt obligations, and wholesale water/sewer rate
alignment.
Historically, Town staff has conducted the utility rate studies in late Summer/early Fall with
Council adopting new rates in the December/January timeframe. Implementing new rates in the
winter months reduces the impact to customers as water usage tends to be lower.
RECOMMENDATTON
Review and discussion of the proposed rates.
ATTACHMENTS
None
Page 2 of 2
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��}�'�F estlake Academy Board of Trustees �� �
s�.�������
TYPE OF ACTiON
Regular Meeting - Action Item
Westlake Board Meeting
Monday, December 07, 2020
ToPrc: Consider a Resolution approving the FY 2019-2020 annual audit report
from Weaver and Tidwell, L.L.P.
STAFF CONTACT: Debbie Piper, Finance Director
Ginger Awtry, Administrative Services Director
Marlene Rutledge, Academic Business Manager
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Ob'ective
Vision: Westlake Academy
inspires college bound
students to achieve their
highest individual Fiscal Stewardship PYP/MYP/DP Improve Financial
potential in a nuturing Stewardship
environment that fosters
the traits found in the IB
Learner Profile.
Strategic Initiative
Outsidc thc Scopc of Idcntificd Stratcgic Initiarivcs
Time Line - Start Date: September 1, 2019 Completion Date: August 31, 2020
Funding Amount: $20,000 Status - Funded Source- General Fund
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Weaver and Tidwell, L.L.P. has completed the Westlake Academy 2019-2020 annual financial
audit report. As in prior years, we again had no "Findings", reportable conditions nor material
weaknesses to be reported to TEA. Findings are items required by TEA to be reported regarding
TEA compliance, large variances in budget vs. actual balances, etc. TEA doesn't necessarily look
upon these as bad (they require an explanation of all "Findings" and review in subsequent years),
but it certainly looks good for the Academy not to have any for the current year.
The General Fund year-end fund balance is $1,751,177, which is a $377,340 increase over the
prior year. The increase is primarily attributable to the addition of 20 students (869 in 2019 to 889
in 2020), and a substantial decrease in operating expenditures due to the effects of COVID-19 and
the school's closure. This ending fund balance represents 70 operating days.
Following is a summary of the major budget to actual variances. These totals reflect only the
General Fund.
REVENUES —The ending revenue balance represents $195,908 less than anticipated.
• Local revenue
o Student fees for parking,athletic participation,and technology use are usually
received in August during the back-to-school event. We would typically see
approximately$75K being received in August for the next fiscal year,but due
to the both the delay in the opening of school and decreased participation due
to remote learning, only $25K was collected in August with additional
revenue being received in September.
• State revenue
o The decrease in state revenue was partly due to the changes to the average
daily attendance (ADA) reported following the school's closure and the
remainder represents an over-estimated amount for TRS On-Behalf amounts.
This amount represents contributions made by the State to the Teacher
Retirement System of Texas on behalf of the employees. There is no money
involved regarding the accounting of these amounts but per GASB 24, these
amounts must be recognized as equal revenues and expenditures by the
Academy.
EXPENDITURES — The ending expenditure balance shows the Academy spent $387,729
less than anticipated. The areas showing the largest decreases were the following:
• Payroll
o Professional Staf£ Original budget based on highly tenured staff that left
during the year and/or at year-end and replaced by less tenured employees,
resulting in lower payroll expenditures.
o Support Staf£ Decreased payroll due to COVID-19 school closure
o TRS On-Behal£ Budgeted calculation for the surcharge was over-estimated
resulting in reduced TRS expenditures. (See explanation above regarding
this surcharge)
• Materials & Supplies
o These savings were primarily due to a decrease in expenditures while the
school was closed between March and August 2020. Any COVID-19
related expenditures were captured in Fund 491 to identify the expenditures
and receive a partial CARES Act reimbursement.
• Other Operating Expenditures
o Staff Travel: Significantly decreased due to the pandemic
Please review the Management Discussion and Analysis document included in the audit report for
statistical information during the year ended August 31, 2020.
RECOMMENDATION
Recommend approval of the resolution approving the FY 2019-2020 annual audit as submitted.
ATTACHMENTS
1. Resolution 20-15 Approving Annual Financial Audit Report Fiscal Year 19-20
2. Audit report for Fiscal Year Ended August 31, 2020
WESTLAKE ACADEMY
RESOLUTION NO. 20-15
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING THE FISCAL YEAR 2019-2020 ANNUAL AUDIT REPORT FROM
WEAVER AND TIDWELL, L.L.P.
WHEREAS, Section 7.3.6 of the Data Collection & Reporting section of the Financial
Accountability System Resource Guide Update 11.0 requires that the annual financial and
compliance report be audited by an independent auditor, and
WHEREAS, Section 7.3.6 of the Data Collection & Reporting section of the Financial
Accountability System Resource Guide Update 11.0 requires the audit report be submitted to the
Division of School Financial Audits of TEA no later than 150 days after the close of the fiscal
year, and
WHEREAS, the audit report must be approved by the Board of Trustees.
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 the
fiscal year 2019-2020 annual audit report from Weaver and Tidwell, L.L.P. attached 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 hereby determines that it would have adopted this Resolution without the
invalid provision.
WA Resolution 20-15
Page 1 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 7TH DAY OF DECEMBER 2020.
Laura Wheat, President
ATTEST:
Todd Wood, Town Secretary Amanda DeGan, Superintendent
APPROVED AS TO FORM:
Janet S. Bubert or L. Stanton Lowry,
School Attorney
WA Resolution 20-15
Page 2 of 2
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Westlake Academy
(A Component Unit of the Town of Westlake)
Annual Financial Report
For the Year Ended August 31, 2020
Table of Contents
Page Exhibit
Introductory Section
Certificateof Board................................................................................................................................ii
Financial Section
IndependentAuditor's Report..............................................................................................................3
Management's Discussion and Analysis.............................................................................................5
Basic Financial Statements
Government-Wide Financial Statements
Statement of Net Position..................................................................................................................14 A-1
Statementof Activities.......................................................................................................................15 B-1
Fund Financial Statements
BalanceSheet .....................................................................................................................................16 C-1
Statement of Revenues, Expenditures, and
Changesin Fund Balance...............................................................................................................17 C-2
Fiduciary Funds
Statement of Fiduciary Net Position ................................................................................................18 D-1
Notes to the Financial Statements.....................................................................................................19
Required Supplementary Information
Budgetary Comparison Schedule-General Fund ........................................................................42 E-1
Notes to the Budgetary Comparison Schedule..............................................................................43
Schedule of Academy's Proportionate Share of
Net Pension Liability-Teacher Retirement System ......................................................................44 E-2
Schedule of Pension Contributions-Teacher Retirement System ..............................................45 E-3
Schedule of Academy's Proportionate Share of
Net OPEB Liability-Teacher Retirement System TRS Care Plan.................................................46 E-4
Schedule of OPEB Contributions-Teacher Retirement System TRS Care Plan ........................47 E-5
Combining Statements
Nonmajor Governmental Funds
CombiningBalance Sheet................................................................................................................50 F-1
Combining Statement of Revenues, Expenditures, and
Changesin Fund Balance...............................................................................................................51 F-2
Internal Control Report
Independent Auditor's Report on Internal Control over
Financial Reporting and on Compliance and Other Matters
Based on an Audit of Financial Statements Performed
in Accordance with Government Auditing Standards .................................................................55
i
Certificate of Board
WESTLAKE ACADEMY TARRANT 220-810
Name of School County Co.-District Number
We,the undersigned,certify that the attached annual financial reports of the above-named school were
reviewed and (check one) _approved disapproved for the year ended August 31, 2020 at a
meeting of the Board of Trustees of such school on the day of
Assistant to Board Secretary Signature of Board President
If the Board of Trustees disapproved of the auditors' report, the reason(s) for disapproving it is(are):
(Attach list as necessary)
ii
Financial Section
,
This Page Intentionally Left Blank
2
wea�er
�
Independent Auditor's Report
To the Board of Trustees
Westlake Academy
Report on the Financial Statements
We have audited the accompanying financial statements of the governmental activities, the discretely
presented component unit, each major fund,and the aggregate remaining fund information of Westlake
Academy (the Academy), a component unit of the Town of Westlake, as of and for the year ended
August 31, 2020, and the related notes to the financial statements, which collectively comprise the
Academy's basic financial statements as listed in the table of contents.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements in
accordance with accounting principles generally accepted in the United States of America;this includes
the design, implementation, and maintenance of internal control relevant to the preparation and fair
presentation of financial statements that are free from material misstatement, whether due to fraud or
error.
Auditors' Responsibility
Our responsibility is to express opinions on these financial statements based on our audit. We conducted
our audit in accordance with auditing standards generally accepted in the United States of America and
the standards applicable to financial audits contained in Government Auditing Standards, issued by the
Comptroller General of the United States.Those standards require that we plan and perform the audit to
obtain reasonable assurance about whether the financial statements are free from material
misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in
the financial statements. The procedures selected depend on the auditor's judgment, including the
assessment of the risks of material misstatement of the financial statements,whether due to fraud or error.
In making those risk assessments, the auditor considers internal control relevant to the entity's preparation
and fair presentation of the financial statements in order to design audit procedures that are appropriate
in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's
internal control. Accordingly, we express no such opinion. An audit also includes evaluating the
appropriateness of accounting policies used and the reasonableness of significant accounting estimates
made by management, as well as evaluating the overall presentation of the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for
our audit opinions.
Opinions
In our opinion, the financial statements referred to above present fairly, in all material respects, the
respective financial position of the governmental activities, the discretely presented component unit,
each major fund, and the aggregate remaining fund information of Westlake Academy, as of
August 31, 2020, and the respective changes in financial position for the year then ended in accordance
with accounting principles generally accepted in the United States of America.
Weaver and Tidwell, L.L.P.
2300 North Field Street, Suite 1000 � Dallas, Texas 75201
Main: 972.490.1970
CPAs AND ADVISORS � WE R.COM
The Board of Trustees
Westlake Academy
Other Matters
Required Su�plementary Information
Accounting principles generally accepted in the United States of America require that the
management's discussion and analysis, budgetary comparison information, schedules of the Academy's
proportionate share of the net pension liability and the net OPEB liability, and schedules of Academy
pension and OPEB contributions on pages 5 through 12, and 42 through 47, be presented to supplement
the basic financial statements. Such information, although not a part of the basic financial statements, is
required by the Governmental Accounting Standards Board who considers it to be an essential part of
financial reporting for placing the basic financial statements in an appropriate operational, economic,
or historical context. We have applied certain limited procedures to the required supplementary
information in accordance with auditing standards generally accepted in the United States of America,
which consisted of inquiries of management about the methods of preparing the information and
comparing the information for consistency with management's responses to our inquiries, the basic
financial statements, and other knowledge we obtained during our audit of the basic financial
statements. We do not express an opinion or provide any assurance on the information because the
limited procedures do not provide us with sufficient evidence to express an opinion or provide any
assurance.
Other Information
Our audit was conducted for the purpose of forming opinions on the financial statements that collectively
comprise the Academy's basic financial statements. The nonmajor governmental funds combining
statements are presented for the purposes of additional analysis and are not a required part of the basic
financial statements. The nonmajor governmental funds combining statements are the responsibility of
management and were derived from and relate directly to the underlying accounting and other records
used to prepare the basic financial statements.
Such information has been subjected to the auditing procedures applied in the audit of the basic
financial statements and certain additional procedures, including comparing and reconciling such
information directly to the underlying accounting and other records used to prepare the basic financial
statements or to the basic financial statements themselves, and other additional procedures in
accordance with auditing standards generally accepted in the United States of America. In our opinion,
the nonmajor governmental funds combining statements are fairly stated in all material respects in
relation to the basic financial statements as a whole.
Other Reporting Required by Government Auditing Standards
In accordance with Government Auditing Standards, we have also issued our report dated
December 2, 2020, on our consideration of the Academy's internal control over financial reporting and
on our tests of its compliance with certain provisions of laws,regulations,contracts,and grant agreements
and other matters. The purpose of that report is to describe the scope of our testing of internal control
over financial reporting and compliance and the results of that testing, and not to provide an opinion on
internal control over financial reporting or on compliance. That report is an integral part of an audit
performed in accordance with Government Auditing Standards in considering the Academy's internal
control over financial reporting and compliance.
C.tJ..vlit�il �ix0� �-,��,�
WEAVER AND TIDWELL, L.L.P.
Dallas, Texas
December 2, 2020
4
Westlake Academy
(A Component Unit of the Town of Westlake)
Management's Discussion and Analysis
August 31, 2020
This section of Westlake Academy's (the Academy) annual financial report presents our discussion and
analysis of the Academy's financial performance during the fiscal year ended August 31, 2020. Please
read it in conjunction with the Academy's financial statements, which follow this section.
Financial Highlights
• On the government-wide financial statements, the liabilities of the Academy exceeded assets by
$3,109,451 (Net Position).This is a decrease of$203,400 for the year ended August 31, 2020.
• The Academy reported $11,377,681 in expenses related to governmental activities, of which
$3,616,554 of these expenses were offset by program-specific charges for services or grants and
contributions.This is a total expense increase of$1,071,448 from the prior year.
• The General Fund reported a fund balance this year of $1,751,177, an increase of $377,340 from
the prior year.
Overview of the Financial Statements
This annual report consists of three parts: management's discussion and analysis (this section), basic
financial statements, and required supplementary information. The basic financial statements present
different views of Academy:
• The first two statements are government-wide financial statements that provide both
long-term and short-term information about the Academy's overall financial status.
• The remaining statements are fund financial statements that focus on individual parts of the
government, reporting the Academy's operations in more detail than the government-wide
statements.
• The governmental funds statements tell how general government services were financed in the
short term as well as what remains forfuture spending.
• Fiduciary fund statements provide information about the financial relationships in which the
District acts solely as a trustee or agent for the benefit of others,to whom the resources in question
belong.
The financial statements also include notes (starting on page 19) that explain some of the information in
the financial statements and provide more detailed data. The statements are followed by a section of
required supplementary information that further explains and supports the information in the financial
statements. The combining statements for nonmajor funds contain even more information about the
Academy's individual nonmajor funds.
Figure A-1 summarizes the major features of the Academy's financial statements, including the
portion of the Academy government they cover and the types of information they contain. The
remainder of this overview section of management's discussion and analysis explains the structure
and contents of each of the statements.
5
Westlake Academy
(A Component Unit of the Town of Westlake)
Management's Discussion and Analysis
August 31, 2020
Government-Wide Statements
The government-wide statements beginning on page 14, report information about the Academy as
a whole using accounting methods similar to those used by private-sector companies. Its primary
objective is to show whether the Academy is better or worse off as a result of the year's activities.
The statement of net position includes all of the Academy's assets and liabilities, deferred inflows and
outflows of resources. The facilities used in the Academy's operations are included in the Town of
Westlake's financial statements.
All of the current year's revenues and expenses are accounted for in the statement of activities regardless
of when cash is received or paid.
The Academy's revenue is divided into those provided by outside parties who share the costs of some
programs, such as payments received from extracurricular activities and grants provided by the U.S.
Department of Education to assist children with disabilities (program revenue), and general revenue
provided by donations from the public or by Texas Education Agency (TEA) in equalization funding
processes (general revenue). All the Academy's assets are reported whether they serve the current year
or future years. Liabilities are considered regardless of whether they must be paid in the current or future
years.
Figure A-1
Major fealures of the Academy's Government-Wide and Fund Financial Statements
Type of Statement Government-wide Governmental Funds Fid�ciary Funds
Entire
government(except Activities of the Instances in which the
Scope fiduciary funds)and Academy that are not Academy is the trustee
the Academys proprietary or fiduciary or agent for someone
component units else's resources
Balance Sheet, Statement of Fiduciary
Required Statement of Net Statement of Revenues, Net Position,Statement
Financial Position,Statement of Expenditures and
Statements Activities Changes in Fund of Changes in Fiduciary
Balances Net Position
Accounting basis Accrual accounting Modified accrual Accrual accounting and
and and economic accounting and current economic resources
measurement resources focus financial resources focus focus
focus
Only assets expected to All assets and liabilities
Types of All assets and liabilities be vsed up and liabilities both short-term and long
accountability both financial and that become due during term;the Academy's
information capital,short-term the year or soon funds do not currently
and long-term thereafter. No capital include capital assets,
assets included. although they can.
Revenue for which cash
is received during or
All revenues and soon after the end of All revenues and
Types of expenses during year, the year,expenditvres expenses during year,
Inflow/outflow regardless of when when goods or services regardless of when cash
Information cash is received or have been received
paid and payment is due is received or paid.
during the year or soon
thereafter.
6
Westlake Academy
(A Component Unit of the Town of Westlake)
Management's Discussion and Analysis
August 31, 2020
The two government-wide statements report the Academy's net position and how it has changed. Net
position-the difference between the Academy's assets, deferred outflows of resources, and liabilities and
deferred inflows of resources-is one way to measure the Academy's financial health or position.
• Over time, increases or decreases in the Academy's net position are an indicator of whether its
financial health is improving or deteriorating, respectively.
• To assess the overall health of the Academy, one should consider additional non-financial factors
such as changes in the Academy's average daily attendance and the condition of the
Academy's facilities.
The government-wide financial statements of the Academy include the Governmental activities. Most of
the Academy's basic services are included here, such as instruction, curriculum and staff development,
extracurricular activities, maintenance,health services and general administration.State funds,donations
and grants finance most of these activities.
Component Unit
The government-wide financial statements also present the activity of Westlake Academy Foundation, a
discretely presented component unit. The Foundation was organized exclusively for charitable and
educational purposes and provides funds to help support the Academy. During 2020, the Foundation
contributed $1,212,197 to the Academy to enhance educational opportunities. These contributions are
recorded as operating grants and contributions in the Statement of Activities.
Fund Financial Statements
The fund financial statements begin on page 16 and provide more detailed information about the
Academy's most significant funds, not the Academy as a whole. Funds are accounting devices that the
Academy uses to keep track of specific sources of funding and spending for particular purposes.
• Some funds are required by State law and by bond covenants.
• The Board of Trustees establishes other funds to control and manage money for particular
purposes or to show that it is properly using certain taxes and grants.
Below are the three types of funds. The Academy had only"Governmental Funds" and "Fiduciary Funds"
for the year ended August 31, 2020.
• Governmental funds-Most of the Academy's basic services are included in governmental funds,
which focus on (1) how cash and other financial assets that can readily be converted to cash
flow in and out and (2) the balances left at year-end that are available for spending.
Consequently, the governmental fund statements provide a detailed short-term view that helps
you determine whether there are more or fewer financial resources that can be spent in the near
future to finance the Academy's programs. Because this information does not encompass the
additional long-term focus of the government-wide statements, we provide additional
information at the bottom of the governmental funds statement that explain the relationship (or
differences) between them.
• Fiduciary fund-the Academy maintains a fiduciary fund to account for resources held for student
activities in a custodial capacity. These fiduciary activities are reported in a separate statement
of fiduciary net position and a statement of changes in fiduciary net position on page 18. These
activities are excluded from the school's government-wide financial statements because they
cannot use these assets to finance their operations.
7
Westlake Academy
(A Component Unit of the Town of Westlake)
Management's Discussion and Analysis
August 31, 2020
Proprietary funds-Services for which the Academy would charge customers a fee are generally reported
in proprietary funds. Proprietary funds, like the government-wide statements, provide both long and short-
term financial information.The Academy presently has no proprietary funds.
Government-Wide Financial Analysis
The following analysis focuses on the net position (Table A-1), sources of revenue (Figure A-2), and
changes in net position (Table A-2) of the Academy's governmental activities. The Academy reports a
deficit net position of ($3,109,451) at August 31, 2020.
As noted earlier, net position may serve over time as a useful indicator of a government's financial
position. The Academy's governmental activities during the fiscal year caused the deficit in net position
to increase from $2,906,051 in 2018 to $3,109,451 in 2019.
The governmental activities' net position decreased by 7 percent ($203,400). The decrease was primarily
due to the net effect of the following:
(1) An approximately $1.0 million increase in expenses primarily due to a $797,725 increase in
instruction expenses (which included$585,623 of capital lease-related expenses as well as the cost
of additional staffing and budgeted pay raises).
(2) Additional state funding for salaries and retirement were received due to the mandates of the
86th legislative session's Texas School Finance House Bill 3. State aid and formula grants increased
by$683,314.
(3) A $223,618 decrease in charges for services due to a reduction seen across the board as a result
of the COVID-19 pandemic. The major decrease of$138,105 was seen in extracurricular activities
which includes the after-school programs.
Fund Financial Analysis
Fund balance in the General Fund increased by$377,340, primarily due to the net effect of the $683,314
increase in state aid noted above and a $361,582 increase in expenditures (net of the$585,623 of capital
lease-related expenditures).
8
Westlake Academy
(A Component Unit of the Town of Westlake)
Management's Discussion and Analysis
August 31, 2020
Table A-1
Westlake Academy's Net Position
Governmental Activities Component Unit
2020 2019 2020 2019
Current assets $ 1,864,770 $ 2,496,339 $ 2,677,971 $ 2,380,643
Total assets 1,864,770 2,496,339 2,677,971 2,380,643
Deferred outflows of resources 1,352,708 1,185,191 - -
Current liabilities 101,706 1,103,477 8,410 -
Non-current liabilities 4,731,645 4,440,113 - -
Totalliabilities 4,833,351 5,543,590 8,410 -
Deferred inflows of resources 1,493,578 1,043,991 - -
Net position:
Restricted 163 2,760 298,302 284,163
Unrestricted (3,109,614) (2,908,811) 2,371,259 2,096,480
Total net position $ (3,109,451� $ (2,906,051� $ 2,669,561 $ 2,380,643
Figure A-2
Westlake Academy
Sources of Revenue for Fiscal Year 2020
7.3%� 0.8% ■Charges for Service
�
■Operating Grants &
243% Contributions
Investment Earnings
0.2%
o ■State Funding
67.5/o
� Capital Grants&
Contributions
9
Westlake Academy
(A Component Unit of the Town of Westlake)
Management's Discussion and Analysis
August 31, 2020
Table A-2
Westlake Academy's Change in Net Position
Governmental Activ ities Component U nit Activ ities
2020 2019 2020 2019
Rev enues
Program rev enues:
Charges for services $ 90,123 $ 313,741 $ - $ -
Operating grants and
contributions 2,713,955 2,210,040 1,657,246 1,790,216
Capital grants and
contributions 812,476 819,949 - -
General revenues:
State aid and
formula grants 7,540,434 6,857,120 - -
Investmentearnings 17,293 22,558 154,193 22,890
Total rev enues 1 1,174,281 10,223,408 1,811,439 1,813,106
Expenses
I nstruction 6,775,228 5,977,502
I nstructional resources and
media services 129,085 130,117 - -
Curriculum and staff
dev elopment 59,763 114,011 - -
I nstructional leadership 166,215 169,080
School leadership 1,097,465 1,040,519
Guidance, counseling, and
evaluation services 664,300 517,379 - -
Health services 133,519 91,489
Food service 52,113 52,679 - -
Extracurricular activities 441,532 442,632 - -
General administration 274,546 227,699 - -
Facilities maintenance and
operations 1,109,880 1,1 18,657 - -
Security and monitoring services 45,150 35,753 - -
Data processing services 253,577 240,331 - -
Community services 154,997 144,385 - -
Program/support services 1,522,521 1,602,820
Debt sery ice-interest 20,311 4,000 - -
Total expenses 1 1,377,681 10,306,233 1,522,521 1,602,820
Change in net position (203,400) (82,825) 288,918 210,286
Beginning net position (2,906,051) (2,823,226) 2,380,643 2,170,357
Ending net position $ (3,109,451) $ (2,906,051) $ 2,669,561 $ 2,380,643
10
Westlake Academy
(A Component Unit of the Town of Westlake)
Management's Discussion and Analysis
August 31, 2020
Table A-3 (below) presents the cost of each of the Academy's largest functions as well as each function's
net cost (total cost less fees generated by the activities and intergovernmental aid). The net cost reflects
what was funded by state revenues as well as local tax dollars.
• The cost of governmental activities this year was $1 1,377,681
• Some of the cost was paid by those who directly benefited from the programs, $90,123 and some
of the cost was paid through grants and contributions $3,526,431
Table A-3
Total� Total�
Total Cost of Services Change Net Cost of Services Change
2020 2019 2019-20 2020 2019 2019-20
Instruction $ 6,775,228 $ 5,977,502 13� $ 4,617,129 $ 4,095,998 13%
Schoolleadership 1,097,465 1,040,519 5% 798,238 778,292 3�
I nstructional leadership 166,215 169,080 -2� 123,834 126,737 -2%
Guidance,counseling
and evaluation services 664,300 517,379 28� 502,042 391,315 28%
Extracurricular activities 441,532 442,632 0� 185,666 99,040 87�
General administration 274,546 227,699 21� 207,426 170,894 21%
Facilities maintenance
and operations 1,109,880 l,l 18,657 -l� 768,410 790,740 -3�
Data processing services 253,577 240,331 6� 218,087 170,589 28%
General Fund Budgetary Highlights
• Year-end fund balance is$1,751,177 which increased $377,340 over the prior year.The increase is
attributable to the addition of 20 students (869 in 2019 to 889 in 2020), and a substantial decrease
in operating expenditures due to the effects of COVID-19 and the school's closure from March 16,
2020 through August 24, 2020.
• Local revenue budget decreased by 5� ($83,480) due to the reduction of projected equipment
sale proceeds from the prior iPad lease. The proceeds were received at the end of FY 2018-2019.
• State program revenue budget decreased slightly, $18,515 or .22�0, due to the fluctuations in
Career 8� Technology Education participation and changes to the average daily attendance
(ADA) reporting following the school's closure.
• The expenditure budget was increased by $443,540 (5�) primarily due to the addition of a new
capital lease to maintain the one-to-one iPad initiative, which was offset by capital lease
proceeds.
Economic Factors and Next Year's Budget
• General Fund revenues are budgeted to increase less than '/4 of 1� over the actual revenues
realized in FY 2019-2020. This is due to the COVID-19 public health crisis, which has presented
unique challenges to our academic budget and for the upcoming school year. In addition, a
slight decrease in enrollment by four (4) students for 2020-2021 is anticipated.
Appropriations within the General Fund budget are estimated to reach $9,393,877, which is a
cumulative decrease of 2% ($196,335) over actual expenditures in FY 2019-2020.
11
Westlake Academy
(A Component Unit of the Town of Westlake)
Management's Discussion and Analysis
August 31, 2020
• Payroll & related expenditures: For FY 2020-2021, expected payroll expenditures will increase
$261,475, approximately 4%, over the actual expenditures in FY 2019-2020. This includes a step
increase for Teachers, Librarians, Counselors, Diagnosticians, and Nurses, averaging 2%, and a l�o
increase for administrative and hourly staff. The Academy's FTE total will decrease by .88 resulting
from the restructuring of the secondary program principal and coordinator positions.
• Professional & contracted services: This category includes expenditures related to services
rendered to the Academy by firms,individuals,and other organizations.There will be an estimated
decrease of 7� ($68,171) in FY 2020-2021 over the actual expenditures in FY 2019-2020. Following
the Academy closing beginning March 16, 2020 due to COVID-19, actual expenditures for
janitorial services increased due to additional disinfecting and deep cleaning protocols required
throughout the campus. HVAC and landscaping expenditures also increased in FY 2019-2020 with
maintenance of older AC units and changes in contractors, respectively.
• Materials 8�su�plies:This category includes expenditures associated with consumables used in the
classroom and in the general operations of the campus. For 2020-2021, there will be an estimated
decrease of 57� ($474,879) over actual FY 2019-2020 expenditures due to the new three-year
capital lease for the one-to-one iPad initiative initiated in FY 2019-2020.
• Miscellaneous operatina costs: These costs are associated with insurance, professional
development travel, membership fees and dues, and other miscellaneous costs. There will be an
estimated increase of $47,143, approximately 11% over FY 2019-2020 actuals. With the school
closure due to COVID-19, all faculty and administrator travel for professional development was
cancelled through the end of 2020, which decreased actual expenditures as refunds were
received for prepaid training and conference registrations and accommodations.
• Debt Service: These costs are associated with the three-year lease for iPads supporting the one-
to-one device initiative. There is no anticipated change in expenditures during FY 2020-2021,
which is the second year of the three-year lease. iPad maintenance and repair costs are self-
funded through the$55 annual technology use fee paid by each student at the beginning of the
school year.
If the FY 2020-2021 budget estimates are realized, the Academy's General Fund's budgetary fund
balance is expected to increase by$38,101 by August 31, 2021.
Contacting the Academy's Financial Management
This financial report is designed to provide our citizens, taxpayers, customers, and investors and creditors
with a general overview of the Academy's finances and to demonstrate the Academy's accountability
for the money it receives. If you have questions about this report or need additional financial information,
contact the Director of Administrative Services, Ginger Awtry, at (817) 490-5712 or the Academic Business
Manager, Marlene Rutledge, at (817) 490-5737, or by writing to 1500 Solana Blvd, Building 7, Suite 7200,
Westlake, Texas 76262.
12
Basic Financial Statements
13
Westlake Academy Exhibit A-1
(A Component Unit of the Town of Westlake)
Statement of Net Position
August 31, 2020
Data 1 4
Control Governmental Component
Codes Activities Unit
ASSETS
1110 Cash and cash equivalents $ 1,351,234 $ 744,789
1120 Current investments 105 1,927,540
1240 Due from other governments 430,161 142
1290 Other receivables 7,099 5,500
1410 Prepaid expenses 76,171 -
1000 Total assets 1,864,770 2,677,971
DEFERRED OUTFLOWS OF RESOURCES
1705 Deferred outflows of resources-pensions 955,246 -
1705 Deferred outflows of resources-OPEB 397,462 -
1700 Total deferred outflows of resource 1,352,708 -
LIABILITIES
2110 Accounts payable 37,385 8,410
2160 Accrued wages payable 20,233 -
2180 Due to other governments 41,821 -
2200 Other accrued expenses 2,267 -
Noncurrent liabilities:
2501 Due within one year 195,108 -
2502 Due in more than one year 202,904 -
2540 Net pension liability 1,502,914 -
2545 Net OPEB liability 2,830,719
2000 Totalliabilities 4,833,351 8,410
DEFERRED INFLOWS OF RESOURCES
2605 Deferred inflows of resources-pensions 268,967 -
2605 Deferred inflows of resources-OPEB 1,224,611 -
2600 Total deferred inflows of resources 1,493,578 -
NET POSITION
3890 Restricted for donor stipulations 163 298,302
3900 U nrestricted (3,109,614) 2,371,259
3000 Total net position $ (3,109,451) $ 2,669,561
The Notes to the Financial Statements are an integral part of this statement.
14
Westlake Academy Exhibit B-1
(A Component Unit of the Town of Westlake)
Statement of Activities
For the Year Ended August 31, 2020
Net(Expense)Revenue and
Program Revenues Changes in Net Position
1 3 4 5 6 9
Primary
Data Operating Capital Government
Confrol Charges for Grants and Grants and Governmental Component
Codes Expenses Services ConhibuHons Conhibutions AcNvities Unit
PRIMARY GOVERNMENT:
Governmental activities:
11 Instruction $ 6,775,228 $ 18,216 $ 1,638,872 $ 501,011 $ (4,617,129) $ -
12 Instructional resources and media services 129,085 288 23,974 32,980 (71,843) -
13 Curriculum and staff development 59,763 184 13,163 - (46,416)
21 Instructionalleadership 166,215 501 41,880 - (123,834)
23 Schoolleadership 1,097,465 3,447 279,556 16,224 (798,238)
31 Guidance,counseling,and evaluation services 664,300 1,851 156,347 4,060 (502,042)
33 Health seroices 133,519 252 20,870 12,654 (99,743) -
35 Foodservice 52,113 7,000 - 52,113 7,000 -
36 Extracurricular activities 441,532 53,225 158,944 43,697 (185,666) -
41 General administration 274,546 842 54,414 11,864 (207,426)
51 Facilities maintenance and operations 1,109,880 3,122 220,853 117,495 (768,410)
52 Security and monitoring services 45,150 444 27,969 (16,737)
53 Data processing services 253,577 65 17,565 17,860 (218,087) -
61 Communityservices 154,997 686 59,548 2,518 (92,245) -
71 Debt sery ice-interest 20,311 - - - (20,311) -
[TP] Total primary government: $ 11,377,681 $ 90,123 $ 2,713,955 $ 812,476 (7,761,127) -
COMPONENT UNIT
IC Wesllake Academy Foundation $ 1,522,521 $ - $ 1,657,246 $ - - 134,725
Data
Conhol
Codes
General revenues:
SF State aid-formula grants 7,540,434
IE Investmentearnings 17,293 154,193
TR Total general revenues 7,557,727 154,193
CN Change in net position (203,400) 288,918
NB Net position,beginning (2,906,051� 2,380,643
NE Nelposition,ending $ (3,109,451) $ 2,669,561
The Notes to the Financial Statements are an integral part of this statement.
15
Westlake Academy Exhibit C-1
(A Component Unit of the Town of Westlake)
Balance Sheet
Governmental Funds
August 31, 2020
10 410 429 491 98
Data State Safely& Nonmajor Total
Conhol Textbook Securily CARES Governmental Governmental
Codes General Fund GrantFund Act Funds Funds
ASSETS
1110 Cash and cash equivalents $ 1,340,559 $ - $ - $ - $ 10,675 $ 1,351,234
1120 Current investments 105 - - - - 105
1240 Due from other governments 363,480 U,441 25,000 24,240 - 430,161
1260 Duefrom otherfunds 41,858 - - - 41,858
1290 Otherreceivables 6,560 - - - 539 7,099
1410 Prepaid expenditures 76,171 - - - 76,U1
1000 Totalassets $ 1,828,733 $ 17,441 $ 25,000 $ 24,240 $ 11,214 $ 1,906,628
LIABILITIES AND FUND BALANCES
LIABILITIES:
2110 Accounts payable $ 36,458 $ - $ 199 $ 728 $ 37,385
2160 Accrued wages payable 20,233 - - - - 20,233
2170 Due to otherfunds - 17,441 - 24,041 376 41,858
2180 Due to other governments 16,821 - 25,000 - - 41,821
2200 Accrued expenditures 2,267 - - - - 2,267
2000 Totalliabilities 75,779 U,441 25,000 24,240 1,104 143,564
DEFERRED I NFLOWS OF RESOU RCES:
2601 Unavailablecontributions 1,777 - - - - 1,777
2600 Total deferred inflows of resources 1,777 - - - - 1,777
FUND BALANCES:
3430 Nonspendable-prepaid items 76,171 - - - - 76,U1
3490 Restricted for donor stipulations - 163 163
3545 Committed for campus activities - 9,947 9,947
3600 Unassigned 1,675,006 - 1,675,006
3000 Totalfund balances 1,751,177 - 10,110 1,761,287
4000 Total liabilities and fund balances $ 1,828,733 $ 17,441 $ 25,000 $ 24,240 $ 11,214 $ 1,906,628
Total fund balances-govemmental funds $ 1,761,287
Amounts reported for governmental activities in the statement of net position are different because:
Amounts reported as deferred inflows of resources in the govemmental funds financial statements are recognized
as revenue in the government-wide financial statements under the accrual basis of accounting. 1,777
I ncluded in the items related to noncurrent liabilities are the Academy's proportionate share of the
TRS Care net OPEB liability($2,830,719�,a deferred resource inflow($1,224,611)and a deferred
resource outflow of$397,462.me net effect is a decrease in net position. �3,657,868)
I nduded in the items related to noncurrent liabilities are the Academy's proportionate share
of the TRS net pension liability($1,502,914�,a deferred resource inflow($268,967�and a deferred
resource outflow of$955,246.me net effect is a decrease in net position. (816,635)
Net posiHon of governmental activiHes $ (3,109,451�
The Notes to the Financial Statements are an integral part of this statement.
16
Westlake Academy Exhibit C-2
(A Component Unit of the Town of Westlake)
Statement of Revenues, Expenditures, and
Changes in Fund Balance
Governmental Funds
For the Year Ended August 31, 2020
10 410 429 491 98
Data State Safety& Nonmajor Total
Confrol Textbook Securily CARES Governmental Governmental
Codes General Fund GrantFund Act Funds Funds
REVENUES
5700 Local and intermediate sources $ 1,462,051 $ - $ - $ - $ 230,559 $ 1,692,610
5800 Stateprogramrevenues 7,957,979 26,613 25,000 - 1,469 8,011,061
5900 Federalprogramrevenues 24,240 113,670 137,910
5020 Total revenues 9,420,030 26,613 25,000 24,240 345,698 9,841,581
EXPENDITURES
0011 Instruction 5,566,302 26,613 2,593 205,076 5,800,584
0012 Instructional resources and media services 88,513 - - - - 88,513
0013 Curriculumandstaffdevelopment 57,790 - 1,600 59,390
0021 I nstructional leadership 154,252 154,252
0023 Schoolleadership 1,060,501 138 - 1,060,639
0031 Guidance,counseling,and evaluation services 569,417 - - 118 4,935 574,470
0033 Healthservices 77,264 105 - 77,369
0036 Extracurricular activities 253,652 150 136,855 390,657
0041 General administration 244,889 - 975 245,864
0051 Facilities maintenance and operations 976,930 - - 12,907 - 989,837
0052 Security and monitoring services 20,150 - 25,000 - 45,150
0053 Dataprocessingservices 213,941 8,229 222,170
0061 Communityservices 136J90 - - 136J90
0071 Debt service-principal on long-term debt 187,611 - - - 187,611
0072 Debt service-interest on long-term debt 20,311 - - - - 20,311
6030 Total expenditures 9,628,313 26,613 25,000 24,240 349,441 10,053,607
1100 EXCESS(DEFICIENCY)OF REVENUES
OVER(UNDER)EXPENDITURES (208,283) - - - (3,743� (212,026)
OTHER FINANCING SOURCES
7913 Proceedsfromcapitalleases 585,623 - - - - 585,623
Total other financing sources 585,623 - - - - 585,623
1200 NET CHANGE IN FUND BALANCES 377,340 - - - (3,743� 373,597
0100 FUND BALANCES,BEGINNING 1,373,837 - 13,853 1,387,690
3000 FUNDBALANCES,ENDING $ 1,751,U7 $ - $ - $ - $ 10,110 $ 1J61,287
Net change in fund balances $ 373,597
Amounis reported for governmental activities in ihe Statement of Activities are different because:
Receipts ihat are considered deferred inflows of resources in ihe governmental funds financial statemenis
are recognized as revenue in the government-wide financial statements under the accrual basis of accounting.
This amount represents the change in deferred inflows between the prior year and current year. (3,395J
Capital leases that are considered other financing sources in the governmental fund financial statements
are recognized as an increase in short-term and long-term laibilities in the govemment-wide financial statements. (585,623�
Current year principal payments on capital leases consume current resources,however,
these paymenis reduce expenses and long-term liabilities in ihe government-wide financial statements. 187,611
I mplementation of GASB 75 required cerfain expenditures be de-expended and recorded as
deferred resource inflows.Contributions made after the measurement date caused the change
in net position to increase by$46,278.Contributions before ihe measurement date also caused
a decrease in the change in net position of$46,703.lYie net share of the Academy's amount
of deferred inflows and outflows of resources decreased the net position by$41,176.lYiis
amount is the net effect. (41,601�
I mplementation of GASB 68 required certain expenditures be de-expended and recorded as
deferred resource inflows.Contributions made after the measurement date caused the change
in net position to increase by$230,148.Contributions before the measurement date also caused
a decrease in the change in net position of$100,311.The net share of the Academy's amount
of deferred inflows and outflows of resources decreased the net position by$263,826.mis
amount is the net effect. (133,989�
Change in net position of governmental activities $ (203,400�
The Notes to the Financial Statements are an integral part of this statement.
17
Westlake Academy Exhibit D-1
(A Component Unit of the Town of Westlake)
Statement of Fiduciary Net Position
Fiduciary Funds
August 31, 2020
Agency
Fund
ASSETS
Cash and cash equivalents $ 94,044
Prepaids 1,269
Total assets $ 95,313
LIABILITIES
Accounts payable $ 18,392
Due to student groups 76,921
Totalliabilities $ 95,313
The Notes to the Financial Statements are an integral part of this statement.
18
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Note 1. Summary of Significant Accounting Policies
Reporting Entity
Westlake Academy (the Academy), a blended component unit of the Town of Westlake (the Town), is a
Texas nonprofit corporation under Chapter 12, Subchapter p of the Education Code to provide
education. The Board of Trustees (the Board) consists of six trustees and is appointed by the Town's
governing body. Currently, all members of the Board are members of the Town's governing body. The
Academy prepares its basic financial statements in conformity with generally accepted accounting
principles promulgated by the Governmental Accounting Standards Board (the GASB) and other
authoritative sources identified in Statement on Auditing Standards No. 69 of the American Institute of
Certified Public Accountants; and it complies with the requirements of the appropriate version of Texas
Education Agency's Financial Accountability System Resource Guide (the Resource Guide) and the
requirements of contracts and grants of agencies from which it receives funds.
The Board is appointed by the governing Council of the Town and it has the authority to make decisions,
appoint administrators and managers, and significantly influence operations. It also has the primary
accountability for fiscal matters. Therefore, the Academy is a financial reporting entity as defined by the
GASB in its Statement No.14,"The Financial Reporting Entity", as modified by GASB Statements No. 39 and
61.
The Academy's basic financial statements include a separate entity that is controlled by or dependent
on the Academy. The determination to include separate entities is based on the criteria of GASB
Statement No. 14, 'The Financial Reporting Entity" as amended by GASB Statement No. 39, "Determining
Whether Certain Organizations Are Component Units" and GASB Statement No. 61, "The Financial
Reporting Entity Omnibus." GASB defines the reporting entity as the primary government and those
component units for which the primary government is financially accountable. To be financially
accountable, a voting majority of the component unit's ruling body must be appointed by the primary
government, and either (a) the primary government must be able to impose its will, or (b) the primary
government may potentially benefit financially or be financially responsible for the component unit.
The Westlake Academy Foundation (the Foundation) is a 501 (c)(3) nonprofit organization which was
established exclusively for the purpose of supporting the Academy. This includes fundraising for and
contributing raised funds to the Academy. The Foundation has been discretely presented in the
accompanying financial statements and reported in a separate column to emphasize that it is legally
separate from the Academy. See Note 12 for additional information relating to the Foundation.Separate
audited financial statements of the Foundation are available from the Academy/Town Finance Director's
office, 1500 Solana Blvd, Building 7, Suite 7200, Westlake, Texas 76262.
Government-wide and Fund Financial Statements
The Statement of Net Position and the Statement of Activities are government-wide financial statements.
They report information on all of the Academy's nonfiduciary activities with most of the interfund activities
removed. Governmental activities include programs supported primarily by state and federal grants, the
Foundation, and the Town. The Academy has no business-type activities that rely to a significant extent,
on fees and charges for support.
Neither fiduciary funds nor component units that are fiduciary in nature are included.
19
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
The Statement of Activities demonstrates how other people or entities that participate in programs the
Academy operates have shared in the payment of the direct costs. Direct expenses are those that are
clearly identifiable with a specific function or segment. The "charges for services" column includes
payments made by parties that purchase, use, or directly benefit from goods or services provided by a
given function or segment of the Academy. The primary example is charges for athletic registration fees.
The "grants and contributions" column includes amounts paid by organizations outside the Academy to
help meet the operational or capital requirements of a given function. Examples include grants under the
Elementary and Secondary Education Act. If revenue is not program revenue, it is general revenue used
to support all of the Academy's functions.
Interfund activities between governmental funds appear as due to/due from on the Governmental Fund
Balance Sheet and as other resources and other uses on the Governmental Fund Statement of Revenues,
Expenditures and Changes in Fund Balance. All interfund transactions between governmental funds are
eliminated on the government-wide statements.
The fund financial statements provide reports on the financial condition and results of operations for three
fund categories: governmental, proprietary, and fiduciary. Since the resources in the fiduciary funds
cannot be used for Academy operations,they are not included in the government-wide statements.The
Academy considers some governmental funds major and reports their financial condition and results of
operations in a separate column.
Measurement Focus, Basis of Accounting and Financial Statement Presentation
The government-wide financial statements are reported using the economic resources measurement
focus and the accrual basis of accounting. Revenue is recorded when earned and expenses are
recorded when a liability is incurred,regardless of the timing of related cash flows. Grants and similar items
are recognized as revenue as soon as all eligibility requirements imposed by the provider have been met.
Governmental fund financial statements use the current financial resources measurement focus and the
modified accrual basis of accounting. With this measurement focus, only current assets, current liabilities,
deferred inflows of resources, and fund balances are included on the balance sheet. Operating
statements of these funds present net increases and decreases in current assets (i.e. revenues and other
financing sources and expenditures and other financing uses).
The modified accrual basis of accounting recognizes revenues in the accounting period in which they
become both measurable and available and it recognizes expenditures in the accounting period in
which the fund liability is incurred, if ineasurable. The expenditures related to certain compensated
absences and claims and judgments are recognized when the obligations are expected to be liquidated
with expendable available financial resources.The Academy considers all revenues available if they are
collectible within 60 days after year-end.
Miscellaneous revenues are recorded as revenue when received in cash because they are generally not
measurable until actually received. Investment earnings are recorded as earned, since they are both
measurable and available.
Grant funds are considered to be earned to the extent of expenditures made under the provisions of the
grant. Accordingly, when such funds are received, they are recorded as deferred inflows until related
and authorized expenditures have been made. If balances have not been expended by the end of the
project period, grantors sometimes require the Academy to refund all or part of the unused amount.
20
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
The fiduciary funds utilize the accrual basis of accounting for purposes of asset and liability recognition.
With this basis of accounting, all assets and all liabilities associated with the operation of these funds are
included on the Statement of Fiduciary Net Position.
Fund Accounting
The Academy reports the following major governmental funds:
The General Fund is the Academy's primary operating fund. It accounts for all financial resources except
those required to be accounted for in another fund.
The State Textbook Fund accounts for the instructional materials allotment funded by the State of Texas
to purchase textbooks and other instructional materials.
The Safety & Security Grant Fund accounts for the proceeds of a grant awarded by Texas Education
Agency for the purchase of security cameras and perimeter fencing.
The CARES Act Fund accounts for Coronavirus Relief Fund assistance passed through the Texas Division of
Emergency Management and the Town of Westlake.
Additionally, the Academy reports the following fund types:
Nonmajor Governmental Funds:
These nonmajor Special Revenue Funds account for resources restricted to, or committed for, specific
purposes by the Academy or a grantor in a Special Revenue Fund. Most federal and some state financial
assistance is accounted for in a Special Revenue Fund and sometimes unused balances must be returned
to the grantor at the close of specified project period.
Fiduciary Funds:
Agency Funds account for resources held for others in a custodial capacity. Fiduciary funds are reported
in the fiduciary fund financial statements. However, because these assets are not available to support
Academy programs, these funds are not included in the government-wide statements. The Academy's
Agency Fund is a Student Activity Fund.
Other Accounting Policies
1. The State of Texas (the State) has created a state minimum personal leave program consisting of
five days per year personal leave with no limit on accumulation and transferability among districts
is provided for employees in accordance with 19 TAC §153.1021 (d)(8). Each district's local board
is required to establish a personal leave plan. It is the Academy's policy to permit employees to
accumulate earned but unused state and local personal leave. There is no liability for unpaid
accumulated personal leave since the Academy does not have a policy to pay any amounts
when employees separate from service with the Academy.
2. The Data Control Codes refer to the account code structure prescribed by the Texas Education
Agency (TEA) in the Financial Accountability System Resource Guide. TEA requires the Academy
to display these codes in the financial statements filed with the Agency in order to insure accuracy
in building a statewide database for policy development and funding plan.
3. When an expenditure is incurred for purposes for which both restricted or unrestricted fund
balance is available, the Academy considers restricted funds to have been spent first. When an
expenditure is incurred for which committed, assigned, or unassigned fund balances are
available, the Academy considers amounts to have been spent first out of committed funds,then
assigned funds, and finally, unassigned funds.
21
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
4. The governmental fund financial statements present fund balances based on classifications that
comprise a hierarchy that is based primarily on the extent to which the Academy is bound to
honor constraints on the specific purposes for which amounts in the respective governmental
funds can be spent.The classifications used in the governmental fund financial statements are as
follows:
• Nonspendable: This classification includes amounts that cannot be spent because
they are either (a) not in spendable form or (b) are legally or contractually required to
be maintained intact.
• Restricted:This classification includes amounts for which constraints have been placed
on the use of the resources either (a) externally imposed by creditors, grantors,
contributors, or laws or regulations of other governments, or (b) imposed by law
through constitutional provisions or enabling legislation.
• Committed: This classification includes amounts that can be used only for specific
purposes pursuant to constraints imposed by board resolution of the School Board, the
Academy's highest level of decision making authority.These amounts cannot be used
for any other purpose unless the School Board removes or changes the specified use
by taking the same type of action that was employed when the funds were initially
committed. This classification also includes contractual obligations to the extent that
existing resources have been specifically committed for use in satisfying those
contractual requirements.
• Assianed: This classification includes amounts that are constrained by the Academy's
intent to be used for a specific purpose but are neither restricted nor committed. This
intent can be expressed by the Finance Director and Superintendent.
• Unassianed:This classification includes the residual fund balance for the General Fund.
The unassigned classification also includes negative residual fund balance of any other
governmental fund that cannot be eliminated by offsetting of assigned fund balance
amounts.
5. Net position represents the difference between assets and deferred outflows of resources and
liabilities and deferred inflows of resources. Net position is reported as restricted when there are
limitations imposed on its use either through the enabling legislations adopted by the Academy
or through external restrictions imposed by creditors, grantors of laws or regulations of other
governments.
6. The preparation of financial statements in conformity with accounting principles generally
accepted in the United States of America requires management to make estimates and
assumptions that affect certain reported amounts and disclosures. Accordingly, actual results
could differ from those estimates.
7. Sometimes the Academy will fund outlays for a particular purpose from both restricted (e.g. grant
proceeds) and unrestricted resources. In order to calculate the amounts to report as restricted net
position and unrestricted net position in the government-wide financial statements, a flow
assumption must be made about the order in which the resources are considered to be applied.
It is the Academy's policy to consider restricted net position to have been depleted before
unrestricted net position is applied.
22
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Note 2. Cash and Investments
The funds of the Academy must be deposited and invested under the terms of a contract, contents of
which are set out in the Depository Contract Law. The depository bank places approved pledged
securities for safekeeping and trust with the Academy's agent bank in an amount sufficient to protect
Academy funds on a day-to-day basis during the period of the contract. The pledge of approved
securities is waived only to the extent of the depository bank's dollar amount of Federal Deposit Insurance
Corporation (FDIC) insurance.
At August 31, 2020, the carrying amount of the Academy's deposits (cash, certificates of deposit, and
interest-bearing savings accounts included in temporary investments), including $94,044 recorded in the
Agency fund, was $1,445,278 and the bank balance was $1,663,280. The carrying amount of the
Foundation's deposits was $744,789 as of August 31, 2020 and the bank balance was $745,670. The
Academy cash deposits at August 31, 2020 and during the year then ended was entirely covered by FDIC
insurance or the pledged collateral held by the Academy's agent bank in the Town of Westlake's name.
The following is disclosed regarding the combined balances on the date of highest deposit:
a. Depository: First Financial Bank
b. The market value of securities pledged to the Town (inclusive of the Academy) as of the date of
the highest combined balance on deposit was $31,953,166.
c. The highest combined balances of cash, savings, and time deposit accounts amounted to
$26,500,109 ($2,1 19,482 of which belonged to the Academy) on September 3, 2019.
d. Total amount of FDIC coverage at the time of the highest combined balance was $250,000.
The Public Funds Investment Act (Government Code Chapter 2256) contains specific provisions in the
areas of investment practices, management reports and establishment of appropriate policies. Among
other things,it requires the Academy to adopt,implement,and publicize an investment policy.That policy
must address the following areas: (1) safety of principal and liquidity, (2) portfolio diversification, (3)
allowable investments, (4) acceptable risk levels, (5) expected rates of return, (6) maximum allowable
stated maturity of portfolio investments, (7) maximum average dollar-weighted maturity allowed based
on the stated maturity date for the portfolio, (8) investment staff quality and capabilities, and (9) bid
solicitation preferences for certificates of deposit. Statutes authorize the Academy to invest in (1)
obligations of the U. S. Treasury, certain U. S. agencies, and the State of Texas; (2) certificates of deposit,
(3) certain municipal securities, (4) money market savings accounts, (5) repurchase agreements, (6)
bankers acceptances, (7) mutual funds, (8) investment pools, (9) guaranteed investment contracts, and
(10) common trust funds. The Act also requires the Academy to have independent auditors perform test
procedures related to investment practices as provided by the Act. The Academy is in substantial
compliance with the requirements of the Act and with local policies.
The Academy categorizes its fair value measurements within the fair value hierarchy established by
generally accepted accounting principles. GASB Statement No. 72, Fair Value Measurement and
Application provides a framework for measuring fair value which establishes a three-level fair value
hierarchy that describes the inputs that are used to measure assets and liabilities.
• Level 1 inputs are quoted prices (unadjusted) for identical assets or liabilities in active markets that
a government can access at the measurement date.
• Level 2 inputs are inputs -other than quoted prices included within Level 1 -that are observable
for an asset or liability, either directly or indirectly.
23
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
• Level 3 inputs are unobservable inputs for an asset or liability.
The fair value hierarchy gives the highest priority to Level 1 inputs and the lowest priority to Level 3 inputs.
If a price for an identical asset or liability is not observable, a government should measure fair value using
another valuation technique that maximizes the use of relevant observable inputs and minimizes the use
of unobservable inputs. If the fair value of an asset or a liability is measured using inputs from more than
one level of the fair value hierarchy, the measurement is considered to be based on the lowest priority
level input that is significant to the entire measurement.
The Academy presently has no recurring fair value measurements.
Investment pools are measured at amortized cost and are exempt for fair value reporting.
The carrying value of the Academy's investments at August 31, 2020, was $105 which was deposited in
TexPool (a Texas Local Government Investment Pool). Local government investment pools operate in a
manner consistent with the SEC's Rule 2a7 of the Investment Company Act of 1940. Local government
investment pools use amortized cost rather than market value to report net assets to compute share
prices. Accordingly, the fair value of the position of these pools is the same as the value of the shares in
each pool.
TexPool is organized in conformity with the Interlocal Cooperation Act, Chapter 791 of the Texas
Government Code, and the Public Funds Investment Act. Chapter 2256 of the Texas Government Code.
The Texas Comptroller of Public Accounts is the sole officer, director and shareholder of the Texas Treasury
Safekeeping Trust Company, which is authorized to operate TexPool. In addition, the TexPool Advisory
Board advises on TexPool's Investment Policy. This Board is composed equally of participants in TexPool
and other persons who do not have a business relationship with TexPool who are qualified to advise
TexPool. TexPool is subject to annual review by an independent auditor consistent with the Public Funds
Investment Act. In addition, TexPool is subject to review by the State Auditor's office and by the Internal
Auditor of the Comptroller's office.
In compliance with the Public Funds Investment Act, the Academy has adopted a deposit and
investment policy.That policy does address the following risks:
1 Custodial Credit Risk-Deposits: This is the risk that in the event of bank failure, the Academy's
deposits may not be returned to it. As of August 31, 2020, the Academy's deposits with financial
institutions in excess of federal depository insurance were fully collateralized by FDIC insurance
and pledged collateral held by the Academy's agent bank in the Town of Westlake's name.
2. Custodial Credit Risk-Investments:This is the risk that,in the event of the failure of the counterparty,
the Academy will not be able to recover the value of its investments or collateral securities that
are in the possession of an outside party. Investments are subject to custodial credit risk only if they
are evidenced by securities that exist in physical or book entry form. Thus positions in external
investment pools are not subject to custodial credit risk because they are not evidenced by
securities that exist in physical or book entry form.
3. Other Credit Risk:There is the risk that an issuer or other counterparty to an investment will not fulfill
its obligations. To minimize credit risk, TexPool invests only in investments authorized under the
Public Funds Investment Act. As of August 31, 2020,TexPool's investments credit quality rating was
AAAm (Standard & Poor's).
24
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Foundation-Investments
The Foundation's investments in marketable securities are valued at their estimated fair values in the
statement of financial position. Unrealized gains and losses are included in the statement of activities. All
other investments are carried at cost.
Investments at the end of the year consist of the following:
August 31,2020
I nv estment Type Cost Basis Fair Value
Marketable equity securities:
Common stock $ 1,708,468 $ 1,927,540
FASB ASC 820, Fair Value Measurements and Disclosures, establishes a framework for measuring fair value.
That framework provides a fair value hierarchy that prioritizes the inputs to valuation techniques used to
measure fair value. The hierarchy gives the highest priority to unadjusted quoted prices in active markets
for identical assets or liabilities (Level 1 measurements) and the lowest priority to unobservable inputs
(Level 3 measurements). The three levels of the fair value hierarchy under FASB ASC 820 are described as
follows:
Level 1 inputs: Inputs to the valuation methodology are unadjusted quoted prices for identical
assets or liabilities in active markets that the Foundation has the ability to access.
Level 2 inputs: Inputs to the valuation methodology include:
• Quoted market prices for similar assets or liabilities in active markets;
• Quoted prices for identical assets or liabilities in inactive markets;
• Inputs other than quoted prices that are observable for the asset or liability;and
• Inputs that are derived principally from or corroborated by observable market
data by correlation or other means.
If the asset or liability has a specified (contractual) term, the Level 2 input must be
observable for substantially the full-term of the asset or liability.
Level 3 inputs: Inputs to the valuation methodology are unobservable and significant to the fair
value measurement.
The asset or liability's fair value measurement level within the fair value hierarchy is based on the lowest
level of any input that is significant to the fair value measurement. Valuation techniques used need to
maximize the use of observable inputs and minimize the use of unobservable inputs.
The following is a description of the valuation methodologies used for assets measured at fair value.
Marketable Equitv Securities
Marketable equity securities reported as level 1 are determined by reference to quoted market prices for
investments listed on an exchange or over-the-counter market.
The following table sets forth by level, within the fair value hierarchy, the Foundation's assets at fair value
as of August 31, 2020.
Assets at Fair Value as of August 31,2020
Levell Level2 Level3 Total
Marketable equity securities:
Common stock $ 1,927,540 $ - $ - $ 1,927,540
25
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Note 3. Due from Other Governments
The Academy participates in a variety of state and local programs from which it receives grants to
partially or fully finance certain activities. Amounts due from federal and local governments as of
August 31, 2020, are summarized below.
Federal State
Fund Grants Entitlements Local Total
General fund $ - $ 351,962 $ 11,518 $ 363,480
State Textbook fund - 17,441 - 17,441
Safety&Security Grant Fund 25,000 - - 25,000
CARES Act fund 24,240 - - 24,240
Total $ 49,240 $ 369,403 $ 11,518 $ 430,161
Note 4. Donated Use of Facilities
The Academy currently operates in facilities that are capital assets of the Town. The Academy is not
required by the Town to pay rent for the use of those facilities; however, the Academy recognizes the
value of the use received, $812,476, in the government-wide statement of activities as capital grants and
contributions and as expense allocated to the various functions.
Note 5. Interfund Balances and Activities
Interfund balances at August 31, 2020, consisted of the following individual fund balances:
Due to Fund Due from Fund Amount Purpose
General fund Nonmajor governmental $ 376 Reimburse program disbursements
General fund State Textbook fund 17,441 Reimburse program disbursements
General fund CARES Act fund 24,041 Reimburse program disbursements
Total $ 41,858
The Academy had no interfund transfers during the year ending August 31, 2020.
Note 6. Revenue from Local and Intermediate Sources
During the current year, revenues from local and intermediate sources as reported on Exhibit C-2 of the
fund statements consisted of the following:
N o n-maj or
General Fund Funds Total
Gifts and bequests $ 1,330,861 $ 187,968 $ 1,518,829
I nterest 17,293 - 17,293
Food sales 7,000 - 7,000
Campus activities - 42,591 42,591
Parking/transportation 1,820 - 1,820
Athletics 73,728 - 73,728
Miscellaneous 31,349 - 31,349
Total $ 1,462,051 $ 230,559 $ 1,692,610
26
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Note 7. Defined Benefit Pension Plan
Plan Description
The Academy participates in a cost-sharing multiple-employer defined benefit pension that has a special
funding situation. The plan is administered by the Teacher Retirement System of Texas (TRS). TRS's defined
benefit pension plan is established and administered in accordance with the Texas Constitution, Article
XVI,Section 67 and Texas Government Code,Title 8,Subtitle C.The pension trust fund is a qualified pension
trust under Section 401 (a) of the Internal Revenue Code. The Texas Legislature establishes benefits and
contribution rates within the guidelines of the Texas Constitution. The pension's Board of Trustees does not
have the authority to establish or amend benefit terms.
All employees of public, state-supported educational institutions in Texas who are employed for one-half
or more of the standard work load and who are not exempted from membership under Texas
Government Code,Title 8, Section 822.002 are covered by the system.
Pension Plan Fiduciary Net Position
Detailed information about the Teacher Retirement System's fiduciary net position is available in a
separately-issued Comprehensive Annual Financial Report that includes financial statements and
required supplementary information. That report may be obtained on the Internet at
http://www.trs.texas.gov/Pages/about_archive_cafr.aspx; by writing to TRS at 1000 Red River Street,
Austin, TX, 78701-2698; or by calling (512) 542-6592.
Benefits Provided
TRS provides service and disability retirement, as well as death and survivor benefits, to eligible employees
(and their beneficiaries) of public and higher education in Texas.The pension formula is calculated using
2.3 percent (multiplier) times the average of the five highest annual creditable salaries times years of
credited service to arrive at the annual standard annuity except for members who are grandfathered,
the three highest annual salaries are used. The normal service retirement is at age 65 with 5 years of
credited service or when the sum of the member's age and years of credited service equals 80 or more
years.
Early retirement is at age 55 with five years of service credit or earlier than 55 with 30 years of service
credit. There are additional provisions for early retirement if the sum of the member's age and years of
service credit total at least 80, but the member is less than age 60 or 62 depending on date of
employment, or if the member was grandfathered in under a previous rule. There are no automatic post-
employment benefit changes; including automatic COLAs. Ad hoc post-employment benefit changes,
including ad hoc COLAs can be granted by the Texas Legislature as noted in the Plan description above.
Contributions
Contribution requirements are established or amended pursuant to Article 16, section 67 of the Texas
Constitution which requires the Texas legislature to establish a member contribution rate of not less than
6%of the member's annual compensation and a state contribution rate of not less than 6�o and not more
than 10% of the aggregate annual compensation paid to members of the system during the fiscal year.
Employee contribution rates are set in state statute, Texas Government Code 825.402. The Texas Pension
Reform Bill (Senate Bi1112) of the 86t" Texas Legislature amended Texas Government Code 825.402 for
member contributions and increased both employee and employer contribution rates for plan years 2020
through 2025.
27
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Rates for such plan fiscal years are as follows:
Contribution rates 2019 2020
M ember 7.7� 7.7�
Non-employer contributing
entity (State) 6.8% 7.5�
Employers (District) 6.8� 7.5�
Employers (District- Non-OASDI)* 1.5% 1.5%
*SB12 requires an increase in employer contributions by public school
districts, charter schools and regional education service centers. Prior to
SB12, onlythose employers not participating in social securitywere
required to pay a 1.5%contribution (Non-OASDI surcharge). Beginning
September l, 2019, all employers are required to pay the Public Education
Employer contribution irrespective of participation in social security.
The contribution amounts for the district's fiscal year 2020 are as follows:
2019 Employer contributions $ 230,148
2019 Member contributions $ 462,758
2019 NECE on-behalf
contributions (state) $ 354,995
Contributors to the plan include members, employers and the State of Texas as the only non-employer
contributing entity. The State contributes to the plan in accordance with state statutes and the General
Appropriations Act (GAA).
As the non-employer contributing entity for public education and junior colleges, the State of Texas
contributes to the retirement system an amount equal to the current employer contribution rate times the
aggregate annual compensation of all participating members of the pension trust fund during that fiscal
year reduced by the amounts described below which are paid by the employers.
Employers (public school, junior college, other entities or the State of Texas as the employer for senior
universities and medical schools) are required to pay the employer contribution rate in the following
instances:
• On the portion of the member's salary that exceeds the statutory minimum for members entitled
to the statutory minimum under Section 21.402 of the Texas Education Code.
• During a new member's first 90 days of employment.
• When any part or all of an employee's salary is paid by federal funding sources, a privately
sponsored source, from non-educational and general, or local funds.
• On 1.5�a of covered payroll. This contribution, known as the Public Education Employer
Contribution, replaced the non-OASDI surcharge that was in effect until 2019.
In addition to the employer contributions listed above, there are two additional surcharges an employer
is subject to:
• When employing a retiree of the Teacher Retirement System the employer shall pay both the
member contribution and the state contribution as an employment after retirement surcharge.
28
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
• When a school district or charter school does not contribute to the Federal Old-Age,Survivors and
Disability Insurance (OASDI) Program for certain employees,they must contribute 1.5�of the state
contribution rate for certain instructional or administrative employees; and 100�0 of the state
contribution rate for all other employees.
Actuarial Assumptions
The total pension liability in the August 31, 2019 actuarial valuation was determined using the following
actuarial assumptions:
Valuation date August 31,2018,rolled forward to August 2019
Actuarial cost method I ndividual entry age normal
Asset valuation method Market value
Single discount rate 7.250�
Long-term expected investment rate
of return 7.25�
Municipal bond rate as of August 2019 2.63�.Source for the rate is the Fixed I ncome
Market Data/Yeld Curve/DataMunicipal Bonds
with 20 Years to maturity that include only federally
tax-exempt Municipal bonds as reported I n Fidelity
Index's "20-Year Municipal GO AA Index'
I nflation 2.30�
Salary increases including inflation 3.05%to 9.05%includes inflation
Ad-hoc employment benefit changes None
Active mortality rates Based on 90%of the RP 2014 Employing Mortality
Tables for males and females with full generational
mortality.The post-retirement mortality rates for
healthy lives were based on the 2018 TRS of Texas
Health Pensioner Mortality Tables with full
generational projection using the ultimate
improvement rates from the most recently published
projective scale U-MP.
The actuarial methods and assumptions are primarily based on a study of actual experience for the four-
year period ending August 31, 2017 and adopted on September 24, 2018.
Discount Rate
The single discount rate used to measure the total pension liability was 7.25�0.The single discount rate was
based on the expected rate of return on pension plan investments of 7.25% and a municipal bond rate
of 2.63�0. The projection of cash flows used to determine the discount rate assumed that contributions
from plan members and those of the contributing employers and the non-employer contributing entity
are made at the statutorily required rates. Based on those assumptions, the pension plan's fiduciary net
position was sufficient to finance the benefit payments until the year 2069. As a result, the long-term
expected rate of return on pension plan investments was applied to projected benefit payments through
the year 2069, and the municipal bond rate was applied to all benefit payments after that date.
29
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
The long-term expected rate of return on pension plan investments was determined using a building-
block method in which best estimates ranges of expected future real rates of return (expected returns,
net of pension plan investment expense and inflation) are developed for each major asset class. These
ranges are combined to produce the long-term expected rate of return by weighting the expected future
real rates of return by the target asset allocation percentage and by adding expected inflation.
Best estimates of geometric real rates of return for each major asset class included in the Systems target
asset allocation as of August 31, 2019 are summarized below:
Long-term
Expected
Geometric
2019 PYTarget New Target Real Rate of
Asset Class Allocation* Allocation** Return***
Global Equity
U.S. 18% 18.0% 6.4%
Non-U.S. Developed 13� 13.0� 6.3%
Emerging Markets 9�0 9.0% 7.3%
Directional Hedge Funds 4% 0.0% 0.0%
Private Equity 13� 14.0� 8.4%
Stable Value
U.S.Treasuries 1 l� 16.0� 3.1%
Absolute Return 4% 5.0� 4.5%
Stable Value Hedge Funds 0� 0.0� 0.0%
Cash
Real Return 3�0 0.0% 0.0%
Global I nflation Linked Bonds 14� 15.0� 8.5%
Real Assets 5� 6.0� 7.3%
Energy and Natural Resources 0% 0.0% 0.0%
Commodities
Risk Parity
Risk Parity 5� 8.0� 5.8%/6.5�****
Asset Allocation Leverage 2.5%
Cash 1% 2.0�
Asset Allocation Leverage 0� -6.0� 2.7%
Tota I 100.0� 7.2%
*FY 2019 Target Alloation based on the Strategic Asset Allocation dated 10/1/2018
**New target allocation based on the Strategic Asset Allocation dated 10/1/2019
*** 10-Year annualized geometric nominal returns include the real rate of retun and inflation of 2.1%
****New Target Allocation groups Government Bonds within the stable value allocation.This include
global sovereign nominal and inflation-linked bonds
30
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Discount Rate Sensitivity Analysis
The following schedule shows the impact of the Net Pension Liability if the discount rate used was 1� less
than and 1% greater than the discount rate that was used (7.25%) in measuring the 2019 Net Pension
Liability.
1% Decrease in Discount 1%Increase in
Discount Rate Rate Discount Rate
(6.25%) (7.25%) (8.25�)
Academy's proportionate share of the
net pension liability $ 2,310,197 $ 1,502,914 $ 848,859
Pension Liabilities, Pension Expense, and Deferred Outflows of Resources and Deferred Inflows of
Resources Related to Pensions
At August 31, 2020, the Academy reported a liability of$1,502,914 for its proportionate share of the TRS's
net pension liability. This liability reflects a reduction for State pension support provided to the Academy.
The amount recognized by the Academy as its proportionate share of the net pension liability,the related
State support, and the total portion of the net pension liability that was associated with the Academy
were as follows:
Academy's proportionate share of the collective net pension liability $ 1,502,914
State's proportionate share that is associated with Academy 5,272,547
Total $ 6,775,461
The net pension liability was measured as of August 31, 2018 and rolled forward to August 31, 2019 and
the total pension liability used to calculate the net pension liability was determined by an actuarial
valuation as August 31, 2018 rolled forward to August 31, 2019. The Academy's proportion of the net
pension liability was based on the Academy's contributions to the pension plan relative to the
contributions of all employers to the plan for the period September 1, 2018 thru August 31, 2019.
At August 31, 2019, the employer's proportion of the collective net pension liability was 0.0028912�which
was a decrease of 0.00001851�o from its proportion measured as of August 31, 2018.
Changes since the Prior Actuarial Valuation
The following were changes to the actuarial assumptions or other inputs that affected measurement of
the total pension liability since the prior measurement period.
• The single discount rate as of August 31, 2018 was a blended rate of 6.907� and that has changed
to the long-term rate of return of 7.25%as of August 31, 2019.
• With the enactment of Senate Bill 3 by the 2019 Texas Legislature, an assumption has been made
about how this would impact future salaries. It is assumed that eligible active members will each
receive a $2,700 increase in plan year 2020.
For the year ended August 31, 2019, the Academy recognized pension expense of $1,192,380 and
revenue and expense of$828,243 for support provided by the State.
31
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
At August 31, 2020, the Academy reported its proportionate share of the TRS's deferred outflows of
resources and deferred inflows of resources related to pensions from the following sources:
Deferred Deferred
Outflows Inflows
of Resources of Resources
Differences between expected and actual economic experience $ 6,314 $ 52,184
Changes in actuarial assumptions 466,278 192,688
Difference between projected and actual investment earnings 15,091 -
Changes in proportion and difference between the employer's
contributions and the proportionate share of contributions 237,415 24,095
Contributions paid to TRS subsequent to the measurement date 230,148 -
Total $ 955,246 $ 268,967
The $230,148 reported as a deferred outflow of resources resulting from Academy contributions
subsequent to the measurement date will be recognized as a reduction of the net pension liability in the
year ending August 31, 2021.
Other amounts reported as deferred outflows and inflows of resources related to pensions will be
recognized in pension expense as follows:
Pension
Expense
Year Ended (I ncome)
August 31, Amount
2021 $ 143,456
2022 120,512
2023 86,421
2024 83,164
2025 32,429
Thereafter (9,851)
Total $ 456,131
Note 8. Health Care Coverage
During the period ended August 31, 2020, employees of the Academy who met minimum eligibility
requirements were covered by a state-wide health care plan, TRS Active Care. The Academy's
participation in this plan is renewed annually. The Academy paid into the Plan $367 per month per
employee and $292 per month when the employee works less than 30 hours per week if eligible to enroll
in TRS Active Care. Employees, at their option, pay premiums for any coverage above these amounts as
well as for dependent coverage.
The Teacher Retirement System (TRS) manages TRS Active Care. The medical plan is administered by
Aetna, and Caremark Health administers the prescription drug plan. The latest financial information on
the state-wide plan may be obtained by writing to the TRS Communications Department, 1000 Red River
Street, Austin, Texas 78701, by calling the TRS Communications Department at 1-800-223-8778, or by
downloading the report from the TRS Internet website, www.trs.state.tx.us, under the TRS Publications
heading.
32
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Note 9. Defined Other Post Employment Benefit Plan
Plan Description
The Academy participates in the Texas Public School Retired Employees Group Insurance Program (TRS-
Care). It is a multiple-employer, cost-sharing defined Other Post-Employment Benefit (OPEB) plan that has
a special funding situation. The plan is administered through a trust by the Teacher Retirement System of
Texas (TRS) Board of Trustees. It is established and administered in accordance with the Texas Insurance
Code, Chapter 1575.
OPEB Plan Fiduciary Net Position
Detail information about the TRS-Care's fiduciary net position is available in the separately-issued
TRS Comprehensive Annual Financial Report that includes financial statements and
required supplementary information. That report may be obtained on the Internet at
http://www.trs.state.tx.us/about/documents/cafr.pdf#CAFR; by writing to TRS at 1000 Red River Street,
Austin, TX, 78701-2698; or by calling (512) 542-6592.
Benefits Provided
TRS-Care provides a basic health insurance coverage (TRS-Care 1), at no cost to all retirees from public
schools, charter schools, regional education service centers and other educational Academys who are
members of the TRS pension plan. Optional dependent coverage is available for an additional fee.
Eligible retirees and their dependents not enrolled in Medicare may pay premiums to participate in one
of two optional insurance plans with more comprehensive benefits (TRS-Care 2 and TRS-Care 3). Eligible
retirees and dependents enrolled in Medicare may elect to participate in one of the two Medicare health
plans for an additional fee. To qualify for TRS-Care coverage, a retiree must have at least 10 years of
service credit in the TRS pension system. The Board of Trustees is granted the authority to establish basic
and optional group insurance coverage for participants as well as to amend benefit terms as needed
under Chapter 1575.052.There are no automatic post-employment benefit changes;including automatic
COLAs.
The premium rates for the optional health insurance are based on years of service of the member. The
schedule below shows the monthly rates for a retiree with and without Medicare coverage.
TRS-Care Plan Premium Rates
Effective September l,2019-December 31,2019
Medicare Non-medicare
Retiree* $ 135 $ 200
Retiree and spouse 529 689
Retiree*and children 468 408
Retiree and family 1,020 999
*or surviving spouse
33
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Contributions
Contribution rates for the TRS-Care plan are established in state statute by the Texas Legislature,and there
is no continuing obligation to provide benefits beyond each fiscal year. The TRS-Care plan is currently
funded on a pay-as-you-go basis and is subject to change based on available funding. Funding for TRS-
Care is provided by retiree premium contributions and contributions from the state, active employees,
and schools based upon school payroll. The TRS Board of trustees does not have the authority to set or
amend contribution rates.
Texas Insurance Code, section 1575.202 establishes the state's contribution rate which is 1.25� of the
employee's salary. Section 1575.203 establishes the active employee's rate which is .65� of pay. Section
1575.204 establishes an employer contribution rate of not less than 0.25 percent or not more than 0.75
percent of the salary of each active employee of the public. The actual employer contribution rate is
prescribed by the Legislature in the General Appropriations Act. The following table shows contributions
to the TRS-Care plan by type of contributor.
Contribution rates 2020 2019
Active Employee 0.65% 0.65%
Non-employer contributing
entity (State) 1.25% 1.25�
Employers/District 0.75% 0.75�
Federal/private funding* 1.25% 1.25�
*Contributions paid from federal funds and private grants are
remitted by the employer (District) and paid at the State rate.
Federal/private funding
The contribution amounts for the Academy's fiscal year 2020 are as follows:
2019 Employer contributions $ 46,278
2019 Member contributions $ 39,064
2019 NECE on-behalf
contributions (state) $ 56,446
In addition, the State of Texas contributed $27,410, $20,423 and $16,866 in 2020, 2019 and 2018,
respectively, for on-behalf payments for Medicare Part D.
In addition to the employer contributions listed above, there is an additional surcharge all TRS employers
are subject to (regardless of whether or not they participate in the TRS Care OPEB program). When
employers hire a TRS retiree,they are required to pay to TRS Care, a monthly surcharge of$535 per retiree.
TRS-Care received supplemental appropriations from the State of Texas as the Non-Employer Contributing
Entity in the amount of$73.6 million in fiscal year 2019.
Actuarial Assumptions
The actuarial valuation of the total OPEB liability was performed as of August 31,2018. Update procedures
were used to roll forward the total OPEB liability to August 31, 2019. The actuarial valuation of the OPEB
plan offered through TRS-Care is similar to the actuarial valuation performed for the pension plan, except
that the OPEB valuation is more complex.
34
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
The following assumptions used for the valuation of the TRS-Care OPEB liability are identical to the
assumptions employed in the August 31, 2019 TRS annual pension actuarial valuation:
Demographic Assumptions Economic Assumptions
Rates of mortality General inflation
Rates of retirement Wage inflation
Rates of termination Salary increases
Rates of disability
The demographic assumptions were developed in the experience study performed for TRS for the period
ending August 31, 2017.
The initial medical trend rates were 10.25� for Medicare retirees and 7.50� for non-Medicare retirees.
There was an initial prescription drug trend rate of 10.25%for all retirees.The initial trend rates decrease to
an ultimate trend rate of 4.50% over a period of 13 years.
Valuation date August 31,2018, rolled forward to August 31,2019
Actuarial cost method Individual entry age normal
I nflation 2.30�
Discount Rate 2.63�.Source from fixed income municipal bonds
with 20 years to maturity that include only federal
tax-exempt municipal bonds as reported in
Fidelity Index's "20-Year Municipal GO AA Index"
as of August 31,2019
Aging factors Based on plan specific experience
Election rates Normal Retirement;65% participation prior to age
65 and 50%after age 65.
Expenses Third-party administrative expenses related to the
delivery of health care benefits are included in
the age-adjusted claims costs.
Healthcare trend rates I nitial medical trend rates were 10.25%for
Medicare retirees and 7.50%for non-Medicare
retirees.There was an initial prescription drug
trend rate of 10.25%for all retirees.The initial trend
rates decrease to an ultimate trend rate of 4.50%
ov er a period of 13 years
Ad-hoc employment benefit changes None
In this valuation,the impact of the Cadillac Tax has been calculated as a portion of the trend assumption.
Assumptions and methods used to determine the impact of the Cadillac Tax include:
• 2018 thresholds of$850/$2,292 were indexed annually by 2.30�.
• Premium data submitted was not adjusted for permissible exclusions to the Cadillac Tax.
• There were no special adjustments to the dollar limit other than those permissible for
non-Medicare retirees over 55.
Results indicate that the value of the excise tax would be reasonably represented by a 25 basis point
addition to the long-term trend rate assumption.
35
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Discount Rate
A single discount rate of 2.63�was used to measure the total OPEB liability at August 31, 2019. This was a
decrease of 1.06�in the discount rate since the August 31, 2018 measurement date.The plan is essentially
a "pay-as-you-go" plan, and based on the assumption that contributions are made at the statutorily
required rates, the OPEB plan's fiduciary net position was projected to not be able to make all future
benefit payments to current members and therefore, the single discount rate is equal to the prevailing
municipal bond rate. The source for the rate is the Fixed Income Market Data / Yield Curve / Data
Municipal Bonds with 20 years to maturity that include only federally tax-exempt municipal bonds as
reported in Fidelity Index's "20-Year Municipal GO AA Index".
Discount Rate Sensitivity Analysis. The following schedule shows the impact of the Net OPEB Liability if the
discount rate used was 1% less than and 1� greater than the discount rate that was used (2.63�) in
measuring the Net OPEB Liability.
1% Decrease in Discount 1%I ncrease in
Discount Rate Rate Discount Rate
(1.63�) (2.63�) (3.63%)
Academy's proportionate share of the
net OPEB liability $ 3,417,584 $ 2,830,719 $ 2,371,611
Healthcare Cost Trend Rates Sensitivity Analysis. The following presents the net OPEB liability of the plan
using the assumed healthcare cost trend rate, as well as what the net OPEB liability would be if it were
calculated using a trend rate that is one-percentage point lower or one-percentage point higher than
the assumed healthcare cost trend rate.
1%Decrease in Trend l� Increase in
Trend Rate Rate Trend Rate
Academy's proportionate share of the
net OPEB liability $ 2,309,200 $ 2,830,719 $ 3,529,31 1
OPEB Liabilities, OPEB Expense, and Deferred Outflows of Resources and Deferred Inflows of Resources
Related to OPEBs
At August 31, 2020, the Academy reported a liability of$2,830,719 for its proportionate share of the TRS's
Net OPEB Liability. This liability reflects a reduction for State OPEB support provided to the Academy. The
amount recognized by the Academy as its proportionate share of the net OPEB liability, the related State
support, and the total portion of the net OPEB liability that was associated with the Academy were as
follows:
Academy's proportionate share of the collective net OPEB liability $ 2,830,719
State's proportionate share that is associated with Academy 3,761,390
Total $ 6,592,109
The Net OPEB Liability was measured as of August 31, 2018 and rolled forward to August 31, 2019 and the
Total OPEB Liability used to calculate the Net OPEB Liability was determined by an actuarial valuation as
of that date. The employer's proportion of the Net OPEB Liability was based on the employer's
contributions to the OPEB plan relative to the contributions of all employers to the plan for the period
September 1, 2018 thru August 31, 2019.
At August 31, 2019 the employer's proportion of the collective Net OPEB Liability was .0059857139�o which
was an increase of .0000763739�the same proportion measured as of August 31, 2018.
36
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Changes Since the Prior Actuarial Valuation. The following were changes to the actuarial assumptions or
other inputs that affected measurement of the Total OPEB liability since the prior measurement period.
• The discount rate changed from 3.69� as of August 31, 2018 to 2.63�o as of August 31, 2019. This
change increased the total OPEB liability.
• The participation rate for pre-65 retirees was lowered from 70� to 65�. The participation rate for
post-65 retirees was lowered from 75�o to 50�. 25�0 of pre-65 retirees are assumed to discontinue
their coverage at age 65. There was no lapse assumption in the prior valuation. These changes
decreased the total OPEB liability.
• The trend rates were reset to better reflect the plan's anticipated experience. This change
increased the total OPEB liability.
• The percentage of retirees who are assumed to have two-person coverage was lowered from
20% to 15�0. In addition, the participation assumption for the surviving spouses of employees that
die while actively employed was lowered from 20� to 10�0. These changes decreased the total
OPEB liability.
For the year ended August 31, 2020, the Academy recognized OPEB expense of $187,014 and revenue
of$99,135 for support provided by the State.
At August 31, 2020, the Academy reported its proportionate share of the TRS's deferred outflows of
resources and deferred inflows of resources related to other post-employment benefits from the following
sources:
Deferred Deferred
Outflows I nflows
of Resources of Resources
Differences between expected and actual economic experience $ 138,871 $ 463,217
Changes in actuarial assumptions 157,224 761,394
Difference between projected and actual investment earnings 305 -
Changes in proportion and difference between the employer's
contributions and the proportionate share of contributions 54,784 -
Contributions paid to TRS subsequent to the measurement date 46,278 -
Total $ 397,462 $ 1,224,611
The $46,278 deferred outflow of resources resulting from Academy contributions subsequent to the
measurement date will be recognized as a reduction of the net OPEB liability in the year ended
August 31, 2021.
The net amounts of the remaining balances of deferred outflows and inflows of resources related to OPEB
will be recognized in OPEB expense as follows:
OPEB
Expense
Year Ended (I ncome)
August 31, Amount
2021 $ (149,145)
2022 (149,145)
2023 (149,244)
2024 (149,303)
2025 (149,287)
Thereafter (127,303)
Total $ (873,427)
37
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Note 10. Risk Management
The Academy is exposed to various risk of loss related to torts, theft of, damage to and destruction of
assets; errors and omissions; injuries to employees; and natural disasters for which the Academy carries
commercial insurance. There were no settlements exceeding insurance coverage in the current fiscal
year.
Litigation and Contingencies
The Academy is a party to various legal actions none of which is believed by administration to have a
material effect on the financial condition of the Academy. Accordingly, no provision for losses has been
recorded in the accompanying combined financial statements for such contingencies.
The Academy participates in state and federal grant programs which are governed by various rules and
regulations of the grantor agencies. Costs charged to the respective grant programs are subject to audit
and adjustment by the grantor agencies; therefore, to the extent that the Academy has not complied
with the rules and regulations governing the grants, if any, refunds of any money received may be
required and the collectability of any related receivable at August 31, 2020 may be impaired. In the
opinion of the Academy, there are no significant contingent liabilities relating to compliance with the
rules and regulations governing the respective grants; therefore, no provision has been recorded in the
accompanying combined financial statements for such contingencies.
Note 11. Capital Leases
The Academy has entered into lease agreements as lessee for financing the acquisition of computer
equipment and software. The lease agreements qualify as capital leases for accounting purposes, and
therefore, have been recorded at the present value of the future minimum lease payments as of the
inception date.
Equipment and software with a historical cost of $585,623 was under capital lease at August 31, 2020.
Because the cost of the individual items was below the Academy's capitalization threshold, the entire
cost was recorded as expense.
The following schedule shows the future minimum lease payments under the capitalized lease together
with the present value of the net minimum lease payments as of August 31, 2020:
Year Ending
August3l, Principal Interest Total
2021 $ 195,108 $ 12,814 $ 207,922
2022 202,904 5,017 207,921
Total $ 398,012 $ 17,831 $ 415,843
38
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Financial Statements
Note 12. Related Party Transactions
The Westlake Academy Foundation contributed $1,212,197 to the Academy during the fiscal year ended
August 31, 2020. In addition to the use of facilities discussed in Note 4, the Town of Westlake contributed
$291,181 to the Academy during the year.
Note 13. Evaluation of Subsequent Events
In March 2020, the World Health Organization declared the novel coronavirus (COVID-19) a global
pandemic and recommended containment and mitigation measures worldwide.This contagious disease
outbreak, which has continued to spread, and any related adverse public health developments, has
adversely affected public education,workforces, economies, and financial markets globally, potentially
leading to an economic downturn. It has also disrupted the normal operations of many businesses and
organizations. It is not possible for management to predict the duration or magnitude of the adverse
results of the outbreak and its disruptive effects on the Academy's operations and financial results at this
time.
Note 14. New Accounting Pronouncements
In June 2018 the GASB released GASB statement No.87, Leases.This statement was issued to increase the
usefulness of governmental entities' financial statements by requiring recognition of certain lease assets
and liabilities that were previously accounted for as operating leases. It establishes a single model for
lease accounting based on the principle that leases are a financing of the right to use an underlying
asset. Under this statement a lessee is required to recognize a lease liability and an intangible right-to-use
asset and a lessor is required to recognize a lease receivable and a deferred inflow of resources. This
statement is effective for the Academy for the year ended August 31, 2022 and the Academy is currently
evaluating the impact of this standard on its financial statements.
In January 2017 the GASB released GASB statement No. 84, Fiduciary Activities.This statement was issued
to improve guidance regarding the identification of fiduciary activities for accounting and financial
reporting purposes and how fiduciary activities should be reported.The requirements of this statement will
enhance consistency and comparability by (1) establishing specific criteria for identifying activities that
should be reported as fiduciary activities and (2) clarifying whether and how business-type activities
should report their fiduciary activities. Greater consistency and comparability enhances the value
provided by the information reported in financial statements for assessing government accountability
and stewardship.This statement is effective for the Academy for the year ended August 31, 2021 and the
Academy is currently evaluating the impact of this standard on its financial statements.
Note 15. Expenditures in Excess of Appropriations
For the year ending August 31, 2020, expenditures exceeded appropriations in the following functions:
School Leadership ($29,665); Guidance, counseling, and evaluation services ($2,463), and facilities
maintenance and operations ($6,849).
39
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40
Required Supplementary Information
41
Westlake Academy Exhibit E-1
(A Component Unit of the Town of Westlake)
Budgetary Comparison Schedule -General Fund
For the Year Ended August 31, 2020
Variance with
Data Actual Final Budget
Control Budgeted Amounts Amounts Positive or
Codes Original Final GAAP Basis (Negative)
REVENUES
5700 Local and intermediate sources $ 1,590,561 $ 1,507,081 $ 1,462,051 $ (45,030)
5800 State programrevenues 8,127,372 8,108,857 7,957,979 (150,878)
5020 Total revenues 9,717,933 9,615,938 9,420,030 (195,908)
EXPENDITURES
CURRENT:
0011 Instruction 5,273,570 5,842,824 5,566,302 276,522
0012 Instructional resources and media services 96,371 96,371 88,513 7,858
0013 Curriculum and staff development 83,545 83,545 57,790 25,755
0021 Instructionalleadership 182,919 182,919 154,252 28,667
0023 Schoolleadership 1,030,836 1,030,836 1,060,501 (29,665)
0031 Guidance,counseling,and evaluation services 568,295 566,954 569,417 (2,463)
0033 Health services 75,686 79,686 77,264 2,422
0036 Extracurricular activities 279,323 293,033 253,652 39,381
0041 General administration 253,649 253,649 244,889 8,760
0051 Facilities maintenance and operations 970,081 970,081 976,930 (6,849)
0052 Security and monitoring services 37,000 37,000 20,150 16,850
0053 Data processing services 228,360 228,360 213,941 14,419
0061 Communityservices 142,862 142,862 136,790 6,072
DEBTSERVICE:
0071 Debt service-principal on long-term debt 329,694 187,61 1 187,61 1 -
0072 Debt service-interest on long-term debt 20,311 20,311 20,311 -
6030 Total expenditures 9,572,502 10,016,042 9,628,313 387,729
1100 Excess (deficiency)of revenues over
(under)expenditures 145,431 (400,104) (208,283) 191,821
OTHER FINANCING SOURCES
7913 Capital lease proceeds - 585,623 585,623 -
Total other financing sources - 585,623 585,623 -
1200 Net change in fund balance 145,431 185,519 377,340 191,821
0100 Fund balances--beginning 1,373,837 1,373,837 1,373,837 -
3000 Fund balances-ending $ 1,519,268 $ 1,559,356 $ 1,751,177 $ 191,821
The Notes to the Budgetary Comparison Schedule are an integral part of this statement.
42
Westlake Academy
(A Component Unit of the Town of Westlake)
Notes to the Budgetary Comparison Schedule
For the Year Ended August 31, 2020
Budgetary Information
The Board of Trustees adopts an "appropriated budget" on a GAAP basis for the General Fund. The
Academy is required to present the adopted and final amended budgeted revenues and expenditures
for this fund. The General Fund budget appears in Exhibit E-1.
The following procedures are followed in establishing the budgetary data:
l. Prior to August 25 of the preceding fiscal year, the Academy prepares a budget for the next
succeeding fiscal year beginning September l. The operating budget includes proposed
expenditures and the means of financing them.
2. A meeting of the Board of Trustees is then called for the purpose of adopting the proposed budget.
3. Prior to September 1,the budget is legally enacted through resolution by the Board. Once a budget
is approved, it can only be amended at the object by the staff, function and fund level must be
amended by approval of a majority of the members of the Board. Amendments are presented to
the Board at its regular meetings. Each amendment made before the fact, is reflected in the official
minutes of the Board, and is not made after fiscal year end.
4. Westlake Academy employees can amend the budget within each function as long as the total
function expenditure remains the same as adopted budget. If the total budgeted function
expenditure is amended and different from adopted budget, the Board must approve the
amendment. All budget appropriations lapse at year end.
43
Westlake Academy Exhibit E-2
(A Component Unit of the Town of Westlake)
Schedule of Academy's Proportionate Share of Net Pension Liability-
Teacher Retirement System
For the Last Six Plan Years
2019 2018 2017 2016 2015 2014
Academy's proportion of the net pension liability 0.0028912�0 0.0027061% 0.0028012% 0.0027822�0 0.0030945� 0.0007190%
Academy's proporfionate share of net pension liability $ 1,502,914 $ 1,489,525 $ 895,663 $ 1,051,346 $ 1,093,865 $ 192,056
State's proportionate share of net pension liability
associated with Westlake Academy 5,272,547 5,571,598 3,480,057 4,035,754 3,667,893 2,965,583
Total $ 6,775,461 $ 7,061,123 $ 4,375,720 $ 5,087,100 $ 4,761,758 $ 3,157,639
Academy's covered payroll $ 5,534,431 $ 5,289,916 $ 5,391,515 $ 5,094,571 $ 4,784,695 $ 4,300,931
Academy's proportionate share of net pension liability
as a percentage of its covered payroll 27.16% 28.16% 16.61� 20.64% 22.86� 4.47%
Plan fiduciary net position as a
percentage of total pension liability 75.24% 73.74% 82.17% 78.00% 78.43% 83.25%
Note:Only six years of data is presented in accordance with GASB #68, paragraph 138."The information for all periods for the 10-
year schedules that are required to be presented as required supplementary information may not be available initially. In these
cases,during the transition period,that information should be presented for as many years as are available.The schedules should
not include information that is not measured in accordance with the requirements of this Statement."
44
Westlake Academy Exhibit E-3
Schedule of Pension Contributions-Teacher Retirement System
For the Last Six Fiscal Years
2020 2019 2018 2017 2016 2015
Statutorily required contributions $ 230,148 $ 100,311 $ 91,593 $ 131,436 $ 88,399 $ 92,325
Actual contributions in relation to
statutorily required contributions 230,148 100,311 91,593 131,436 88,399 92,325
Contribution deficiency(excess) $ - $ - $ - $ - $ - $ -
Academy's covered payroll $ 5,984,542 $ 5,534,431 $ 5,289,916 $ 5,391,515 $ 5,094,571 $ 4,784,695
Contributions as a percentage
of Academy's covered payroll 3.85� 1.81� 1.73% 2.44% 1.74% 1.93%
Note: GASB 68, Paragraph 81.2.b requires that the data in this schedule be presented as of the Academy's current fiscal year as
opposed to the time period covered by the measurement date.
Note:Only six years of data is presented in accordance with GASB #68, paragraph 138."The information for all periods for the 10-
year schedules that are required to be presented as required supplementary information may not be available initially. In these
cases,during the transition period,that information should be presented for as many years as are available.The schedules should
not include information that is not measured in accordance with the requirements of this Statement.
45
Westlake Academy Exhibit E-4
(A Component Unit of the Town of Westlake)
Schedule of Academy's Proportionate Share of Net OPEB Liability-
Teacher Retirement System TRS Care Plan
For the Last Three Plan Years
2019 2018 2017
Academy's proportion of the net OPEB liability 0.0059857139% 0.005909340% 0.0058830418%
Academy's proportionate share of net OPEB liability $ 2,830,719 $ 2,950,588 $ 2,558,314
State's proportionate share of net OPEB liability
associated with Westlake Academy 3,761,390 4,695,104 4,406,333
Total $ 6,592,109 $ 7,645,692 $ 6,964,647
Academy's covered payroll $ 5,534,431 $ 5,289,916 $ 5,391,515
Academy's proportionate share of net OPEB liability
as a percentage of its covered payroll 51.15% 55.78% 47.45�
Plan fiduciary net position as a
percentage of total OPEB liability 2.66% 1.57� 0.91%
Note:Only three years of data is presented in accordance with GASB#75."The information for all periods for the 10-year schedules
that are required to be presented as required supplementary information may not be available initially. In these cases,during the
transition period, that information should be presented for as many years as are available. The schedules should not include
information that is not measured in accordance with the requirements of this Statement."
46
Westlake Academy Exhibit E-5
Schedule of OPEB Contributions -Teacher Retirement System TRS Care Plan
For the Last Three Fiscal Years
2020 2019 2018
Statutorily required contributions $ 46,278 $ 46,703 $ 46,204
Actual contributions in relation to
statutorily required contributions 46,278 46,703 46,204
Contribution deficiency(excess) $ - $ - $ -
Academy's covered payroll $ 5,984,542 $ 5,534,431 $ 5,289,916
Contributions as a percentage
of Academy's covered payroll 0.77% 0.84% 0.87�
Note:GASB 75 requires that the data in this schedule be presented as of the Academy's current fiscal year as opposed to the time
period covered by the measurement date.
Note:Only three years of data is presented in accordance with GASB#75."The information for all periods for the 10-year schedules
that are required to be presented as required supplementary information may not be available initially. In these cases, during the
transition period, that information should be presented for as many years as are available. The schedules should not include
information that is not measured in accordance with the requirements of this Statement."
47
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48
Combining Statements
49
Westlake Academy Exhibit F-1
(A Component Unit of the Town of Westlake)
Combining Balance Sheet
Nonmajor Governmental Funds
August 31, 2020
224 397 461 484 497
Data Advanced Foundation- Total Nonmajor
Control IDEA Part B Placement Campus Student Governmental
Codes Formula Initiatives Activily Funds Local Grant Scholarships Funds
ASS ETS
11 10 Cash and cash equivalents $ - $ - $ 10,675 $ - $ - $ 10,675
1290 Other receivables - - - 539 - 539
1000 Total asseh $ - $ - $ 10,675 $ 539 $ - $ 11,214
LIABILITIES AND FUND BALANCES
LIABILITIES:
2110 Accounts payable $ - $ - $ 728 $ - $ - $ 728
2170 Due to otherfunds - - - 376 - 376
Totalliabilities - - 728 376 - 1,104
FUND BALANCES:
Restricted for:
3490 Donor stipulations - - 163 - 163
Committed for:
3545 Campus activities - - 9,947 - - 9,947
3000 Total fund balances - - 9,947 163 - 10,110
4000 Total liabilities and fund balance: $ - $ - $ 10,675 $ 539 $ - $ 11,214
50
Westlake Academy Exhibit F-2
(A Component Unit of the Town of Westlake)
Combining Statement of Revenues, Expenditures, and Changes in
Fund Balances - Nonmajor Governmental Funds
For the Year Ended August 31, 2020
224 397 461 484 497
Data Advanced Foundation- Total Nonmajor
Conhol IDEA Part B Placement Campus Student Governmental
Codes Formula Initiatives Activity Funds Local Grant Scholarships Funds
REVENUES
5700 Local and intermediate sources $ - $ - $ 42,097 $ 185,962 $ 2,500 $ 230,559
5800 Stateprogramrevenues - 1,469 - - - 1,469
5900 Federal program revenues 1 13,670 - - 113,670
5020 Total revenues 113,670 1,469 42,097 185,962 2,500 345,698
EXPENDITURES
Current:
0011 Instruction 113,670 1,469 - 87,437 2,500 205,076
0013 Curriculum and instructional
staff development - - - 1,600 - 1,600
0031 Guidance,counseling
and evaluation services - - - 4,935 - 4,935
0036 Extracurricular activities - - 42,268 94,587 - 136,855
0041 General administration - 975 - - 975
6030 Total expenditures 113,670 1,469 43,243 188,559 2,500 349,441
1100 EXCESS(DEFICIENCY)OF REVENUES
OVER(UNDER)EXPENDITURES - - (1,146) (2,597) - (3,743)
1200 NETCHANGE IN FUND BALANCES - - (1,146) (2,597) - (3,743)
0100 FUND BALANCES,BEGINNING - - 11,093 2,760 - 13,853
3000 FUND BALANCES,ENDING $ - $ - $ 9,947 $ 163 $ - $ 10,110
51
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52
Internal Control Report
53
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54
wea�er
�
Independent Auditor's Report on Internal Control over
Financial Reporting and on Compliance and Other Matters
Based on an Audit of Financial Statements Performed
In Accordance with Government Auditing Standards
To the Board of Trustees
Westlake Academy
We have audited, in accordance with the auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards
issued by the Comptroller General of the United States, the financial statements of the governmental
activities, the discretely presented component unit, each major fund,and the aggregate remaining fund
information of Westlake Academy (the Academy) as of and for the year ended August 31, 2020, and the
related notes to the financial statements, which collectively comprise the Academy's basic financial
statements and have issued our report thereon dated December 2, 2020.
Internal Control over Financial Reporting
In planning and performing our audit of the financial statements, we considered the Academy's internal
control over financial reporting (internal control) to determine the audit procedures that are appropriate
in the circumstances for the purpose of expressing our opinions on the financial statements, but not for
the purpose of expressing an opinion on the effectiveness of the Academy's internal control.Accordingly,
we do not express an opinion on the effectiveness of the Academy's internal control.
A deficiency in internal control exists when the design or operation of a control does not allow
management or employees, in the normal course of performing their assigned functions, to prevent, or
detect and correct misstatements on a timely basis. A material weakness is a deficiency, or a
combination of deficiencies, in internal control such that there is a reasonable possibility that a material
misstatement of the entity's financial statements will not be prevented, or detected and corrected on a
timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control
that is less severe than a material weakness, yet important enough to merit attention by those charged
with governance.
Our consideration of internal control was for the limited purpose described in the first paragraph of this
section and was not designed to identify all deficiencies in internal control that might be material
weaknesses or significant deficiencies. Given these limitations, during our audit we did not identify any
deficiencies in internal control that we consider to be material weaknesses. However, material
weaknesses may exist that have not been identified.
Compliance and Other Matters
As part of obtaining reasonable assurance about whether the Academy's financial statements are free
of material misstatement,we performed tests of its compliance with certain provisions of laws,regulations,
contracts, and grant agreements, noncompliance with which could have a direct and material effect
on the determination of financial statement amounts.
However, providing an opinion on compliance with those provisions was not an objective of our audit,
and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of
noncompliance or other matters that are required to be reported under Government Auditing Standards.
55 Weaver and Tidwell, L.L.P.
2300 North Field Street, Suite 1000 � Dallas, Texas 75201
Main: 972.490.1970
CPAs AND ADVISORS � WE R.COM
The Board of Trustees
Westlake Academy
Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance
and the results of that testing, and not to provide an opinion on the effectiveness of the entity's internal
control or on compliance. This report is an integral part of an audit performed in accordance with
Government Auditing Standards in considering the entity's internal control and compliance.Accordingly,
this communication is not suitable for any other purpose.
�J� a� �,eQ.,��•P.
WEAVER AND TIDWELL, L.L.P.
Dallas, Texas
December 2, 2020
56
�x��Y���
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��}�'�F estlake Academy Board of Trustees �� �
s�.�������
TYPE OF ACTiON
Workshop - Discussion Item
Westlake Board Meeting
Monday, December 07, 2020
ToP�C: Presentation and discussion regarding the Enrollment for the Fall 2020
semester
STaFF CoNTaCT: Kim Gardner, Administration and Accountability Director
Amanda DeGan, Superintendent
Dr. Mechelle Bryson, Executive Director of Westlake Academy
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Ob'ective
Mission: Westlake
Academy is an IB World
School whose mission is to
provide students with an Improve the
internationally minded Citizen,Student& pyp�MYP/DP Efficiences of
education of the highest Stakeholder Operational Systems
quality,so they are well-
balanced life-long
learners.
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Shortly after school has started each year, staff presents the enrollment projections for the fall
semester along with an overview of how many students unenrolled at the Academy. Staff has
complied this information for the 20/21 school year and have included additional figures on our
in-person and remote learners due to the impact of the pandemic.
RECOMMENDATION
Review data and provide direction.
ATTACHMENTS
A presentation will be provided at the meeting.
Page 1 of 1
�x��Y���
f �.
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��}�'�F estlake Academy Board of Trustees �� �
s�.�������
TYPE OF ACTiON
Regular Meeting - Action Item
Westlake Board Meeting
Monday, December 07, 2020
ToPrC: Presentation and Discussion of the Academic Honesty Policy
STaFF CoNTaCT: Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Obiective
Academic Strengthen our
Academic Excellence Operations P�'P�MYP/DP Westlake Academy
Culture
Strategic Initiative
Time Line - Start Date: N/A Completion Date: N/A
Funding Amount: NA Status - N/A Source -N/A
EXECUTIVE SUMMARY(INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Educational institutions have an obligation and duty to protect and promote the academic integrity
of the organization. Westlake Academy believes that fostering the academic integrity of students
is a high priority. In essence, the Academy has a responsibility to uphold the highest level of
academic honesty in all the scholastic work produced by students.
In addition, teachers and students have the responsibility to help ensure that all students have an
equal opportunity to demonstrate the knowledge and skills they acquire during their studies and to
continue this responsibility as a "lifelong learner" in post-secondary education and future career.
All members of Westlake Academy IB community must strive to be principled, acting with
integrity and honesty, with a strong sense of fairness and justice, and with respect for the dignity
and rights of people everywhere. In exhibiting integrity, students must embrace these principles
and standards established by the IBO and Westlake Academy.
This presentation will address the following:
• Current Board Policy on Academic Honesty;
• Current Westlake Academy IBO Academic Honesty Policy; and
• Changes Made to Parent/Student Handbook.
The Academy's Instructional Leadership Team has reviewed and discussed these items and will
share steps that have been taken to strengthen the academic honesty to the organization.
RECOMMENDATION
Staff seeks feedback from the Board of Trustees.
ATTACHMENTS
• Current Board Policy on Academic Honestv - Exhibit"A"
• Current Westlake Academy Academic Honesty Policy- E�ibit "B"
Item 5e - Exhibit "A"
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 3.10:
Date Board Adopted: August 16, 2010
Date Board Amended: June 1, 2015
Effective Date: June 1, 2015
Policv Cateqory: arent, Student and Faculty Relations and Expectations
Policy Name: Academic Honesty and Honor Code
Policy Goal: To establish a standard for academic honesty and the expectations
relative to an honor code for Westlake Academy
Policv Description:
A component of the mission statement for Westlake Academy is to strive to achieve
academic excellence and develop life-long learning traits for the success of the
students. As such, an academic honesty and honor code is necessary to support those
endeavors.
All students are expected to act with integrity in regards to Academic and non-academic
contexts. Any form of plagiarism, including downloading and using information from the
internet without quoting sources, will be considered a violation of the code of conduct.
We expect all students to be on their honor, and cheating will be dealt with severely.
Academic Dishonesty
Academic dishonesty is defined as:
• Engaging in any act of plagiarism by passing off ideas or words of another as
one's own, using another's work without quoting sources, committing literary
theft, or presenting an idea from an already existing source as new or original;
• Receiving or providing assistance on an assignment in or out of the classroom
where collaboration is not explicitly condoned by the instructor;
• Communicating or attempting to communicate with another student during an
examination via verbal, nonverbal, written, or electronic means;
• Disclosing the content of assessment material to another student who is taking or
has taken the same course but has not yet taken the assessment in question;
44 � Page
• Possessing or using forbidden materials or aids during an assessment; or
• Stealing, attempted theft, or collusion with any who attempt to steal assessment
materials.
Cheating, plagiarism, forgery and any other forms of academic dishonesty are
considered severe discipline infractions and will be subject to the progressive discipline
process outlined in the Parent/Student Handbook.
Honor Code
By means of an Honor Code, students practice responsible leadership, accept personal
responsibility and develop strong character and create an atmosphere free from
suspicion. At its core, the Honor Code is based on mutual respect and trust, serving as
a written model for what is expected from students in terms of behavior, as well as a
pledge to live by the school's values. All students will be required to support the traits
identified in the IB Learner Profile by committing to the following:
Honor Pledge:
As an IB student, 1 am responsible to uphold a principled perspective in mV
personal and academic life.
Students who commit themselves to upholding the Westlake Academy Honor Code will
be instilled with a sense of honor and integrity that will last beyond their school years.
45 � Page
Wesdake Academy
Academic Integrity Policy
Item 5e - Exhibit "B"
est a e ca em
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c a emlc nte r1t
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1
Revised August 2019
Wesdake Academy
Academic Integrity Policy
Westlake Academy Vision
1Yle.rtlal�e Acadeyny in.rpires.rtudents to achieve their highe.rt individual potential in a
nurturing environ�nent that fo.rter.r the trait.r found in the IB Learner Profile:
Inguirer.r, Knozvledgeable, Thinker.r, Coyn�nunicators, Princpled, Open-lnindecl, Ca�zng
Kisk-takers, Balanced, and Keflective
Westlake Academy Mission
1�Y e.rtlal�e Acadelny i.r an IB i�orld School zvhose ynission i.r to provide .rtudent.r zvith an
internationally �cinded education of the highest guality .ro they are ivell-balanced and respectful
life-long learner.r.
Westlake Academy Values
Maxiyni�ing Per.ronal Developinent
Acade�ic Excellence
Kespect for Self and Other.r
Personal Kespon.ribility
Coynpa.r.rion and Under.rtanding
2
Revised August 2019
Wesdake Academy
Academic Integrity Policy
Statement of Philosouhv
A component of the mission statement for Westlake Academy is to strive to achieve
academic excellence and develop life-long learning traits for the success of the
students. As such, an academic honesty and honor code is necessary to support those
endeavors. All students are expected to act with integrity in regards to academic and
non-academic contexts.
Purnose of the Academic Inte�ritv Policv
According to the International Baccalaureate, the IB Zearner�irofile ofprincipled e.�ect.r
student.r to "act ivith integrity and honesty, and zvith a strong sense offairness,justice, and
res�tiectfor the dignity of the individual,grou�is, and communities."
�Acade�nic Hone.rty in the IB Educational Context, 2014�
This document is to make explicit the academic integrity philosophy of Westlake Academy,
an IB World School, offering an international education to children from Kindergarten
through Grade 12.
Policv Review Procedures
Each spring, representatives from each programme (PYP,MYP, and DP) will form a
committee to review the current Academic Integrit��Policy. This committee will make
revisions based on cuYrent International Baccalaureate (IB) documentis and Texas Education
Agency updates. The committee will present the revised policy to the whole staff for fuYther
input.
At the commencement of each school yeaY, the coordinatoYs will facilitate Yeflection on the
policy agreements with all teaching staff to ensure the policy is a working document evident
in planning, teaching, and assessment.
3
Revised August 2019
Wesdake Academy
Academic Integrity Policy
How do vou learn and act with academic
inte�ritv?
—o�
By `learning how to learn' through a common language of the approaches to learning
(ATL) skills that are common in all IB programmes, students will acquire five skills:
A roaches To Learnin Skills What does it look like in the classroom?
Communication • Students express their own ideas clearly and logically.
• Students paraphrase accurately and concisely.
• Students ask for clarifications.
• Students listen to and follow directions.
Research • Students evaluatie and select appropriatie informa�ion
sources and�or digital tools based on the task.
• Students use critical literacy skills to analyze and
inteYpret information.
• Students understand the significance of academic
integrity and intellectual property rights.
• Students create references and citations, use
footnotes/endnotes and construct a bibliography
accordin r to the MLA format.
Self-management • Students keep an organized and logical system to
document learning.
• Students use technology responsibly and productively
with academic purpose.
• Students demonstrate persistence by coming up with
their own original ideas.
• Students take res onsibilit for one's own actions.
Social • Students respect the work of others by giving credit for
original ideas.
• Students are aware of their personal impact as a
member of a learning group.
• Students use the language of the learner profile in
conversations and discussions.
Thinkin� • Students revise understandings based on new
information and evidence.
• Students make judgments or decisions about personal
responsibilit��in regards to original ideas, projects, and
assignments.
• Students independently think for themselves rather
than making shortcuts by�duplicating of others'
thinkin and written work.
(PYP:Fro�n Princ ple.r into Practice, International Baccalaureate, 20�8�
(MYP:From Principle.r into Practice, Internc�tional Baccalaureate, 20�5�
(DP:Frorn Principle.r into Practice, International Baccalaureate, 2015�
4
Revised August 2019
Wesdake Academy
Academic Integrity Policy
Academic Inte�ritv Pled�e
The Integrity Pledge that follows has been a collaborative process, drafted and discussed
by students across all IB Programmes, subject-based teachers, and the administration. By
means of a pledge, students practice responsible leadership, accept personal responsibility,
develop strong character, and create an atmosphere free from suspicion. At its core, the
pledge is based on mutual respect and trust, serving as a written model for what is
expected from students in terms of behavior, as well as a pledge to live by the school's
values. Parents and community members are important partners in promoting academic
integrity.
All students will be required to support the traits identified in the IB Learner Profile by
commitring to the following:
A.r an IB.rtudent, I anc re.rpon.rible to uphold a principled per.rpective
in�ny per.ronal and acadeynic life.
Conseauences Related to Academic Inte�ritv
�
Students who have chosen not to uphold the Integrity Pledge regarding academic honest�T
will be subject to tihe Westlake Academy discipline policy and the administrative guidelines
(see discipline section of Student-Parent Handbook).
What is Academic Dishonestv?
• Engaging in any act of plagiarism by passing off ideas or words of another as one's own,
using another's work without quoting sources, committing literary theft, or presenting an
idea from an already existing source as new oY original;
• Receiving or providing assistance on an assignment in or out of the classroom where
collaboration is not explicitly condoned by the teacher. This does not include legitimate
collaboration in a group project or assistance provided to help another student understand
class material;
• Communicating or attempting to communicate with another student during an
examination via veYbal, nonverbal,written, or electronic means;
• Disclosing the content of assessment material to another student who is taking or has
taken the same course but has not yet taken the assessment in question;
• Possessing or using foxbidden materials or aids during an assessment; stealing, attempted
theft, or collusion with any who attempt to steal assessment materials.
Exambles of academic misconduct, intellectual
rouertv, and authentic authorshiu:
Academic misconduct is behavior that results in or may result in, the student or any other
student gaining an unfair advantage in an assessment. What does this behavior look like?
• Copying another student's work without explicit acknowledgment
• Allowing another student to copy one's work (collusion)
• Taking unauthorized material into an examination
5
Revised August 2019
Wesdake Academy
Academic Integrity Policy
• Behavior that disrupts an examination oY may distract other students
• Communicating with another student during an examination
• Using a translator in a language assessment without being given permission by the teacher.
Examules of conventions for citin� and
acknowled�in� ori�inal authorshiu:
• All sources consulted are acknowledged in one's work using MLA referencing style
• All information used in the body of the text is fully listed in the bibliography
• Quotation marks or indentations are used to show all text that is someone else's exact
words
• All sources are cited so readers can find them
Distinction between le�itimate collaboration and
unacceutable collusion:
Legitimate collaboration occurs when two students or more share and use materials to
complete a group project and acknowledge in their work who produced what Moreover, a
student acting in the place of a tutor for another,wherein one assists the other to learn the
subject material through the use of class assignments, is legitimate collaboYation.
Unacceptable collusion occurs when students deliberately copy each other's work without
referencing the other's student work; this also includes the lack of will to learn course
material and simply use another's work and claiming it as one's own. Cheating,plagiarism,
forgery, and any other forms of academic dishonesty are considered severe discipline
infractions and will be subject to the progressive discipline process oudined in the
Parent/Student Handbook.
6
Revised August 2019
Wesdake Academy
Academic Integrity Policy
Academic Inte�ritv Essential A�reements
• We will seize teachable moments for students to ensure academic integrity is upheld
in future works. This will instill positive behaviors.
• We will actively monitor students during class work times. Our presence as a
facilitator of learning ensures we are establishing an environment where academic
integrity thrives.
• We will make the Academic Integrity Pledge visible in our classrooms. When
turning in research assignments and assessments teachers will require students to
transcribe or sign a copy of the pledge.
• We will hold students accountable for their actions when the choice is made to not
uphold the Academic Integrity Pledge.
• We will model for students how to cite work and write a bibliography.
• We will examine sources as documented by students.
7
Revised August 2019
Town
Cou nci I a nd
Board of
Trustees
Item # 6
DISCUSSION REGARDING THE BACK-TO-SCHOOL PLAN FOR THE 2020-2021
ACADEMIC YEAR, INCLUDING UPDATES REGARDING VIRTUAL AND ON-
CAMPUS STUDENT INSTRUCTION.
Town
Cou nci I a nd
Board of
Trustees
Item # 7 — 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 of Trustees Member requests that report be removed
and considered separately.
a. Report on the use of ofF-site facilities for classroom space.
b. Review a request for a memorial bench to be placed on the Westlake Academy
Campus.
�x��Y���
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h�':� :.. � '�
��}�'�F estlake Academy Board of Trustees �� �
s�.�������
TYPE OF ACTiON
Workshop - Report
Westlake Board Meeting
Monday, December 07, 2020
ToPrc: Report on the use of off-site facilities for classroom space
STaFF CoNTaCT: Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Obiective
Academic Improve the
Academic Excellence MYP/DP Efficiences of
Operations
Operational Systems
Strategic Initiative
Time Line - Start Date: January 5, 2021 Completion Date: May 28, 2021
Funding Amount: NA Status - N/A Source -N/A
EXECUTIVE SUMMARY(INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The purpose of this report is to update the Board of Trustees on the use of off-site facilities for
classroom space.We had been asked to explore the possibility of using open office space or unused
convention and/or ballroom space in Westlake. Staff collaborated with the general manager of the
Marriott and reached out to the leasing companies for the office space in our community. The
leasing companies have not been receptive to this use for their corporate/office environment for a
variety of reasons. Those include the sharing of space with students (even if they are
upperclassmen), the on-going renovations that are occurring within Solana,parking concerns, and
the general logistical needs of students using the facilities. The Marriott was more receptive to
this type of use; however, they were not able to divide the grand ballroom into the smaller spaces
that we need for individual classrooms and they already have events scheduled for the spring that
would necessitate that we set-up and break down the spaces. We have outlined some of the other
feedback and concerns staff has with utilizing alternative space for our students. This feedback can
be found in the attached report.
RECOMMENDATION
Staff seeks feedback.
ATTACHMENTS
Report on the use of off-site facilities for classroom space
Report on the use of off-site facilities for classroom space
Date: December 1, 2020
TO: Westlake Academy Board of Trustees
FROM: Dr. Mechelle Bryson, Executive Director
SUBJECT: Alternative Classrooms at Marriott Assessment
The purpose of this report is to update the Board of Trustees on the use of off-site facilities for
classroom space. We had been asked to explore the possibility of using open office space or
unused convention and/or ballroom space in Westlake. Staff collaborated with the general
manager of the Marriott and reached out to the leasing companies for the office space in our
community. The leasing companies have not been receptive to this use for their corporate/office
environment for a variety of reasons. Those include the sharing of space with students (even if
they are upperclassmen), the on-going renovations that are occurring within Solana, parking
concerns, and the general logistical needs of students using the facilities. The Marriott was more
receptive to this type of use; however, they were not able to divide the grand ballroom into the
smaller spaces that we need for individual classrooms and they already have events scheduled
for the spring that would necessitate that we set-up and break down the spaces. We have outlined
some of the other feedback and concerns staff has with utilizing alternative space for our
students.
Overview of Items for Consideration
Teacher Travel Impact: Alternative campus use presents challenges in that we have teachers
who teach across grade levels. For instance, we may have a teacher that has a course load which
includes both DP and MYP (G9-G10)students during a given day. This will likely require a change
to the master schedule in order to accommodate the travel time our teachers will require to move
between their teaching assignments.
Transportation Impact: Currently, we do not have public transportation to move our students
between the main campus (for sports or other activities) and an alternative campus.
Lunch: The Marriott is not set-up to provide lunch to our students and we would need to see if
our current vendor would be able to transport lunch (for those students who choose this option)
to the hotel.
Internet: We would face challenges in utilizing an alternative provider network as it relates to
security and unauthorized access for our students. There could also
Potential Noise Issues: Should the Marriott use adjacent space in their facility for other
corporate gatherings, we may have noise overlap with our classroom spaces during the day.
Covid Protocols: Any Covid protocols and safeguards that we have currently in place would be
compromised in a facility with unrestricted public access.
Academy Room Use Chart: We also reviewed our options through two scenarios. One, if we
moved G9/G10 to alternative classrooms and the other if we moved G11/G12 offsite. Below, you
will find the number of classrooms that we are currently using for G9/G10 and would likely need
if we opted for this type of a configuration. It would be challenging for the Marriott to break down
their larger rooms into this number of individual spaces and to keep students from being spread
out in different areas of the hotel on two levels.
The charts below show classroom usa e for rades 9 and 10.
Period 1 Period 2 Period 3 Period 4
7 Classrooms Needed 8 Classrooms Needed 7 Classrooms Needed 8 Classrooms Needed
Period 5 Period 6 Period 7 Period 8
9 Classrooms Needed 7 Classrooms Needed 8 Classrooms Needed 9 Classrooms Needed
The Charts below show classroom usage for grades 11 and 12.
Period 1 Period 2 Period 3 Period 4
7 Classrooms Needed 7 Classrooms Needed 7 Classrooms Needed 6 Classrooms Needed
Period 5 Period 6 Period 7 Period 8
5 Classrooms Needed 6 Classrooms Needed 8 Classrooms Needed 6 Classrooms Needed
Recommendation:
With the configuration needs that we have specific to a school, we would recommend that we
continue with our current classroom use on campus and utilize our COVID mitigation protocols to
the best of our ability.
Westlake Town Council
TYPE OF ACTION T x E i o w N a F
WESTLAKE
wOPl{SIlOp - Rep02`C �ISTINCTIVE BY DESIGN
Westlake Town Council Meeting
Monday, December 07, 2020
ToPrc: Request for a memorial bench to be placed on the Westlake Academy
Campus.
STAFF Co1vTACT: Troy J. Meyer, Director Facilities & Public Works
Strategic Ali�nment
i i � . � . . , ; . .
� �
- 1 �
Exemplary Service&Governance
Informed&Engaged -We set the standard by delivering Improve Technology,
Municipal&
Citizens/Sense of unparalleled municipal and Facilities&
Community Academic Operations educational services at the lowest Equipment
cost.
. ,
Outside the Scope of Identified Strategic Initiatives
Timeline- Start Date: December 7, 2020 Completion Date: December 14, 2020
Funding Amount: N/A Status - � N/A Source - N/A
EXECUTIVE SUMMARY(INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
We have received an application, submitted by Westlake Academy parent and resident Ahu Seig,
to place a memorial bench on the Westlake Academy campus in memory of Susan Canole.
The Canole family has lived in Westlake for five years and have two children attending Westlake
Academy in the 6th and 3rd grades. Susan, who passed away in 2020 after her courageous battle
with cancer, was a volunteer in the HOC, an active room mom and participated in many other
aspects of Westlake Academy.
The Westlake Academy class of 2027 donated money towards a gift for the Canole family and
the family has requested a bench for the campus. The Sieg family has volunteered to cover the
cost for the bench and plaque to be installed on the campus.
Page 1 of 2
There are currently four memorial items on campus, three benches and one anvil, all in memory
of students and staf£ This request is the first memorial for a person, other than a student or staff
member that has been submitted to the Council for approval.
This application will be present at the December 14th Town Council meeting for consideration.
RECOMMENDATION
Staff recommends the Council review the Town Policy for Naming of Town Owned Facilities
and Parks to determine if this request meets the criteria for a memorial bench on the Westlake
Academy campus.
ATTACHMENTS
Town Policy for Naming of Town Owned Facilities and Parks—EXhibit "A"
Page 2 of 2
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fihe p�rpt�se caf the raami�ag guic�elir�es is ta est�blish the proper pracedur�s tc� r�cagnize the dedication,
aectarr►plishrr�ent or ger�erosity eaf individ�als and entiti�s whose support; as a valuable and integral
�csrrropc�n�nt of the mAssiora �af the Ts�wn of Westlake and, by extension, V1l�stlake Aeademy. The narning
oppc�rtunities inciud� To�rr3 owned facilities, parks, recreatianal areas ar�d sports fields, hike and bike
trail� and/or rnunic[pal bu�id3ngs -herefnafter r�ferred to as "facilities". Ir� tk�e future, additional naming
oppcs��ua�ities rr�ay arise fc�r brick pavers, theater seats, benches, tree �lantings ar ather items not
described abc�ve,which wiEl also be submitted�a the Co�ncil for review.
��������
• Encc�urage broad cs�rnmunity support, en�ar�eement and Invalvemes�t in the Town and Academy
througf� private donatior�s,gifts and other prsvate funding sources
• Ensure that recognifiicas� is aff�rded to those who have made extraordinary commi#ments, danations
�nd ach�evements on b�half of the Town and/c�r Academy
• Provide a uniforrn p�licy fc�r s�bmittin� naming requests to the T�awn ��uncil far eonsideratit�n and
deb�te
��'����"!�
The�own Counci! rnay authorize the r�aming or renaming of the facilities under the foilowing criteria:
C�ift-Rela�ed Namirsg — �accurs w�aen a don�r rnakes � significant rnon�tar�r contributian to the Town
and/ar�caderr�y
� A person or er�ti�y sa�bmitted for consid�ration shall havee
(a) IVlade a sign�facant land andJor manetar�donation ta the�ow�c�r Academy
(b) Made an "In Memoriam" request as a eonsideration of the donation
• All requests anci pres�Qsed donatian amt�c�r��s wiil be submitted to the Caunc'sf for review and
a�proval
Hontarary t�amiraq �- rn�y be s�sb�nit�ed to re�ognize the decEicatior� c�r m�rit�rious contribution of a
persor��r er�tity wha has beer� �nstrum�nta6 in supporting the t�a�ssior�t�f the Tc�wn and/or Academy
� A, person may be iiv`sng or deeeased �nd will have demorastrated a cansistent ar signi�icant
eontribution to the citizens�af the Town and/or to the students Qf Westlake Academy
+ I�aming ma�accur�c;r a syn�bo(or conce�t reco�nized as assaciated with the Tawn or Academy
• �i locai t�is�Qric�l €igure ar (eader, place, event ar other ir�stan�e of historica! or cultural
significane�
� Predominant pl�nt��ter�als,streams, lakes, rivers and creeks
Cornponents of the fa�ilitces c�r speciafized areas t�f use rnay have a different raame fra�m the larger park,
�uiPding, recreation area, IZI�C�811L� �31ICE'$t"�II OC 6'TIUf'tlCl�}�I �UIII�{l1�.
1 � � � � .
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An appfication for a narr�ing request o€a fiacifity shc�uld be subrr�ittecE ta the Tovun Manager who shat!
natif�r the Council of the r�c�ipt c�f the req�sest.
The ap�licat6c�r� mus#cor�t�ir�:
� �single reco�rarr�endati4r�ar na�rte fcsr�or�sideration
� �r�sume ofi�he rr�mine�
• � summation of t6�e �c�n�ribut�ons or impact of the individual or entity on the mission c�f the
�"�a�nrn andJar Ac�de�y,
* identificatian of the fiaciiity for namic�g consideration (i.e. park space, classroam, laboratory,
�tc,�
� [�arr�e c�f the pers�an�r gr�up m�king the requ�st
Upc�n re�eipt, a r�vQew c�rnrr�itt�e compro�ed c�f the Town Manager and the department head
associa�ed with the faciEit� or park specified in the naming applica�ior� vvill review the request and
fc�rmulate a staff re�or�mendatian to the Couneil which wili incfude the foiic�wing�
! �urrent name o�t��faci!#ty(`sf applicable}
• �tatus c�r availability af ths facality req�ested in th� naming oppartaanifiy
� �s�ira�at� a€the b�ad�etary irtlpact of signage ar necessary plaqc�e tc� commemorate th� naming,
�tatior�ary, legal fees, public r�otiees Qr other�c�sts and changes asso�iated v�rith the request
The application and staf� recommencfatiQn wiEl be presented ta the CQuncii fvr approual or re�ection of
the r�an���g request.
:��� '���ll�
In th�ever�t a gift-r�lated namcn�request stipulates a cc�ndition which the T�awn i�unable to maintain c�r
��nd, th�Coasncii retains th�a�ifoty to ctecline the gift.
Narnes may be removed from considerat�on or from the faeility if the indsvidual is conv'scted Qf a felony
or ar�y cr�me invalving mar�l turpitude, €s eor�victed csf a lesser included Qffense pursuant to a plea when
th� origir�ally charg�d of��r�s� �s� fielony or if t�e indi�ridual acc�pts deferred adjudicatian for a felony or
any crim� ir�uolving ra�oral tt�rpitud�,
� � � � � ��
Town
Cou nci I a nd
Board of
Trustees
Item # 8 — Executive
Session
EXECUTIVE SESSION:
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.087 - Deliberation Regarding Economic Development
Negotiations (1) to discuss or deliberate regarding commercial or financial
information that the governmental body has received from a business prospect that
the governmental body seeks to have locate, stay, or expand in or near the territory
of the governmental body and with which the governmental body is conducting
economic development negotiations; or (2) to deliberate the offer of a financial or
other incentive to a business prospect described by Subdivision (1) for the following:
- Front 44
- Entrada
b. Section 551.071(2) —Consultation with Town Attorney on a matter in which the duty
of the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter: Resolution No. 00-19, a Contract with Hillwood Development Corporation
Concerning the Design Engineering and Construction of the West Side Pump Station
and the Dove Road Waterline.
c. Section 551.071(2) Consultation with Attorney — to seek advice of counsel on
matters in which the duty of the Town Attorney under the Texas Disciplinary Rules
of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551
of the Texas Government Code - FM 1938 access for proposed Southlake
development.
d. Section 551.073 - Deliberations Regarding Gifts and Donations.
Town Cou nci I
a nd Boa rd of
Trustees
Item # 9 — Reconvene Town
Council and Board of
Trustees Meeting
Town Cou nci I
a nd Boa rd of
Trustees
Item # 10 — Necessary
Action
TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
Town
Cou nci I a nd
Board of
Trustees
Item # 11 — Future
Agenda Items
FUTURE AGENDA ITEMS: Any Council or Board Member may request at a workshop
and/or Council or Board meeting, under'�Future Agenda Item Requests", an agenda item
for a future Council or Board meeting. The Council or Board Member making the request
will contact the Town Manager/Superintendent with the requested item and will list it on
the agenda. At the meeting, the requesting Board Member will explain the item, the need
for Council/Board discussion of the item, the item's relationship to the Council and/or
Board's strategic priorities, as well as the amount of estimated staff time necessary to
prepare for Council or Board discussion. If the requesting Council or Board Member
receives a second, the Town Manager/ Superintendent will place the item on the Council
or Board of Trustees agenda calendar, allowing for adequate time for staff preparation on
the agenda item.
Town
Cou nci I a nd
Board of
Trustees
Item # 12 — Town
Council and Board of
Trustees Recap and StafF
Direction
Town Council
a nd Boa rd of
Trustees
Item # 13 — Adjournment
of the Town Council and
Board of Trustees Meeting