HomeMy WebLinkAboutWAF 04-19-21 MinWESTLAKE ACADEMY FOUNDATION
Board Meeting
April 19, 2021
Board Members in Attendance: Sean Shope, Ahu Sieg, Michael Colby, Meghan Dorr, Laura Luckett, Debbie
Kraska, Rob Anderson, Lindsay McGrath, Christine Ross and Wendy Greenwood
Others in Attendance: Todd Wood, Marlene Rutledge, Ginger Awtry, Shelly Myers, Mechelle Bryson and Julie
Kelly
I. C. Ross called the meeting to order at 8:33AM. Meeting took place via remote call due to pandemic and
requirement for social distancing.
II. Motion to approve minutes of March 22, 2021 meeting by A. Sieg, second by S.Shope. Motion carried.
III. Financial Report
● S. Shope presented financial report as of March 31, 2021. Notable activity over the last month
included Gallery Night (GN) Sponsor revenue of $ 43,920.31 and Gallery Night entertainment
expenses.
● Blacksmith Annual Fund is still receiving revenue; last month’s total was $25,846.59.
● Current assets of the Foundation total $2.944M.
● Financial statement of activities reflected light spending overall last month, aside from GN expenses.
● M. Rutledge explained that for Legacy Teacher Fund initiatives, Teacher of the Year expenses and
Athletic/Club Advisor stipend expenses will transfer from the Foundation to the Academy near the
end of the fiscal year. The gift cards were purchased by the Foundation and distributed directly, so
those expenses will not be included in the year-end reimbursement transfer.
● Motion to approve financials by M. Colby, second by M. Dorr. Motion carried.
IV. Marketing Committee
● W. Greenwood reviewed recent Marketing activities. Main area of focus last month was Gallery
Night promotion and donor/sponsor recognition. Foundation website was updated with most recent
Grants made to the Academy as well as list GN sponsors to date.
V. Development
● Blacksmith Annual Fund
o A. Sieg reported that BAF is currently at $ 1.005M pledged/received with 70% parent participation
and 54% new families.
o Phonathon and/or direct emails will be employed to attempt to increase participation from non-
donor families.
● Gallery Night
o L. Luckett reported that feedback about event has been tremendously positive, especially for the
new venue and silent and live auctions.
o Fund an Item raised $ 12,600 of the $ 75,000 goal. Discussed possibility of the Academy
leadership creating a “wish list” of needed/desired items. Possible items could accompany a capital
campaign. M. Bryson stated that she will meet in early June with leadership team to discuss and
will reconvene with Foundation in July regarding results. Board requested that Wish List be a
“living document” this is continuously reviewed, added to and updated.
o L. Luckett reported total sponsorships amount was increased over last year to $126,700.
● Westlake Baja
o S. Myers presented issue of how to handle taxes associated with the Teacher of the Year awards.
The Board discussed if awards should be “grossed up” with the Foundation covering the award
plus taxes, or should the awards be net amounts with income tax withheld.
o Motion to create a new policy of the Foundation that for all similar awards, amounts will be net of
tax withholding when awarded in employee’s paychecks by M. Colby, second by L. Luckett.
Motion carried.
VI. Grants Committee
● S. Myers presented grant for the PYP PE teachers to rent inflatable obstacle course for PYP Team
Building event.
● Motion to approve grant up to the amount requested of $ 293.00 by M. Colby, second by S. Shope.
Motion carried.
● Discussed possibility of requests under $500, up to a monthly aggregate total of no more than $1,500,
to bypass Board voting, and only require Board President and Executive Director approval. S. Shope
to research this option.
● Motion to approve this change, pending research results, by M. Colby, second by S. Shope. Motion
carried.
● M. Bryson expressed appreciation for technology applications funded by Foundation grants this
school year, all of which have been added to the Academy budget for next year.
VII. President’s Report
● C. Ross expressed gratitude to the Board members and excitement over the success of the Gallery
Night auction, which was almost entirely online.
VIII. Executive Director’s Report
● S. Myers thanked Board members for participating in Gallery Night. Discussed planning a meeting in
June. She will send out possible dates for consensus.
Other Business
None
D. Kraska moved to adjourn the Board meeting, second by M. Colby. Motion carried. Meeting adjourned at
9:48M.
Next Meeting: Monday, May 17, 2021 at 8:30 AM, at Town of Westlake office