HomeMy WebLinkAbout08-09-21 Joint TC BOT Agenda Packet ...��'"��� WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING AGENDA
�,� '�� 1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBERS
� � � WESTLAKE, TX 76262
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�' . , �� �'� AUGUST 9 2021 5:00 P.M. MEETING
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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 will conduct this joint meeting at 5:00 p.m. on Monday,
August 9, 2021. In order to advance the public health goal of promoting "social distancing" to slow
the spread of the Coronavirus (COVID-19),there will be limited public access to the physical location
described above. A limit of thirty (30) seats will be available to the public on a first-come, first-
serve basis. A recording of this meeting will be made and will be available to the public in
accordance with the Open Meetings Act.
l/ision Statement
An oasis of natural beauty that maintains our open spaces in balance with distinctive deve%pment, trails, and
quality of life amenities amidst an ever expanding urban landscape.
Regular Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. CITIZEN COMMENTS: This is an opportunity for citizens to address the Board of Trustees
on any matter, whether or not it is posted on the agenda.
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 Board of
Trustees cannot by law take action nor have any discussion or deliberations on any
presentation made at this time concerning an item not listed on the agenda. The Board of
Trustees will receive the information, ask staff to review the matter, or an item may be
noticed on a future agenda for deliberation or action.
4. ITEMS OF COMMUNITY INTEREST: President and Trustee Reports on Items of
Community Interest pursuant to Texas Government Code Section 551.0415 the 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 Board of Trustee events; (5) information about community events;
and (6) announcements involving imminent threat to public health and safety.
5. 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 of Trustee 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.
BOT Agenda-8/9/2021
Page 1 of 3
a. Consider approval of the BOT minutes from the Joint meeting on March 1, 2021.
b. Consider approval of the BOT minutes from the Joint meeting on March 29, 2021.
c. Consider approval of WA Resolution 21-16, awarding the bid for property/casualty
insurance products and services to Box Insurance Agency for FY 2021-2022, and further
authorize the Superintendent or designee to execute this agreement.
d. Consider approval of WA Resolution 21-17, authorizing the Superintendent to
execute a contract with the Education Service Center Region 11.
6. REPORTS
Reports are prepared for informational purposes and will be accepted as presented. (there
will no presentations associated with the report items) There wlll be no separate dlsCusslon unless a
Board of Trustees Member requests that report be removed and considered separately.
a. Report regarding the 2021-2022 School Year Theme and Focus.
7. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF WA RESOLUTION
21-18, APPROVING THE WESTLAKE ACADEMY REVISED OPERATING BUDGET
FOR FISCAL YEAR ENDING AUGUST 31, 2021, AND ADOPTING THE WESTLAKE
ACADEMY PROPOSED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2022.
8. PRESENTATION AND DISCUSSION REGARDING THE STATE OF TEXAS STARR
AND EOC ASSESSEMENT RESULTS FOR 2020-2021.
9. PRESENTATION AND DISCUSSION REGARDING THE RESULTS OF THE 2021
WESTLAKE ACADEMY STUDENT PERFORMANCE ON THE INTERNATIONAL
BACCALAUREATE (IB) AND ADVANCED PLACEMENT (AP) ASSESSMENTS.
10. SUPERINTENDENT UPDATE.
a. Westlake Academy campus plan for the 21/22 school year.
11. BOARD RECAP/STAFF DIRECTION
12. FUTURE AGENDA ITEMS: Any Board of Trustees member may request at a workshop
under "Future Agenda Item Requests", an agenda item for a future Board of Trustees
meeting. The Board of Trustees Member making the request will contact the Town Manager
with the requested item and the Superintendent will list it on the agenda. At the meeting,
the requesting Board of Trustees Member will explain the item, the need for discussion of
the item, the item's relationship to the Board of Trustees strategic priorities, and the amount
of estimated staff time necessary to prepare for Board discussion. If the requesting Trustee
Member receives a second, the Superintendent will place the item on the Board of Trustees
agenda calendar allowing for adequate time for staff preparation on the agenda item.
13. ADJOURNMENT
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
BOT Agenda—8/9/2021
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551.07187 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, August 6, 2021, by 5:00 p.m. under the Open
Meetings Act, Chapter 551 of the Texas Government Code.
Todd Wood, Board Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise the
Board Secretary's Office 48 hours in advance at 817-490-5711 and reasonable accommodations will be made
to assist you.
BOT Agenda—8/9/2021
Page 3 of 3
Board of
Tru stees
Item # 2 — Pledge of
Allegiance
United States P/edae
'I pledqe allegiance to the flag of the United States of
America, and to the republic for which it stands, one
nation under God, indi�isible, with liberty and justice for
a//. „
Texas PledAe
"Honor the Texas flag; I pledge allegiance to the, Texas,
one state under God, one and indi�isible. "
Board of
Tru stees
Item #3 — Citizen Comments
CITIZEN COMMENTS: This is an opportunity for citizens to address the Board of
Trustees on any matter, whether or not it is posted on the agenda.
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 Board of
Trustees cannot by law take action nor have any discussion or deliberations on any
presentation made at this time concerning an item not listed on the agenda. The Board of
Trustees 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: President and Board of Boa rd of
Trustees Reports on Items of Community Interest pursuant to
Texas Government Code Section 551.0415 the Town Council
may report on the following items: (1) expression of thanks, Trustees
congratulations or condolences; (2) information about holiday
schedules; (3) 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. It2111 # 4 — It2111S Of
Community Interest
Ca/endar of Meetings/Events:
Board of Trustees Meetinq
Monday, August 9, 2021; 5:00 pm*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 (In-person, limited seating for social distancing)
Meeting with the Superintendent #1
Wednesday, August il, 2021; 6 pm
1500 Solana Blvd, Building 7, Council Chambers
Meeting with the Superintendent #2
Thursday, August 12, 2021; 6 pm
1500 Solana Blvd, Building 7, Council Chambers
Planning &Zoning Meeting
Monday, August 16, 2021; 5:00 pm*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 (In-person, limited seating for social distancing)
Secondary Back to School Night
Monday, August 16, 2021; 5-7 pm
Small group tours available RSVP only
Grades 6-8: 5-5:45
6: Front of Secondary Building
7: Sport Court
8: Between A&S building and the Sport Court
Grades 9-12: 6:15 - 7
9: Front of Secondary Building
10: Between A&S building and the Sport Court
11/12: Portables
Primary Back to School Night
Tuesday, August 17, 2021; 5-7:30 pm
K, 1 and 3: 5-6
2, 4 and 5: 6:30 -7:30
Class lists posted on the doors on Friday 8/13
Affiliate groups will be available as follows:
Cafe - Common Area in PYP Building
HOC w/trailer - TBD (Dr. Bryson will discuss with HOC best option)
Foundation - Main Commons
New Families - Primary Art Room
Westlake Academy Back-to-School Breakfast
Wednesday, August 18, 2021; 8 am
Multi-Purpose Hall
Westlake Academy ist Day of School
Thursday, August 19, 2021
Town Council Meetinq
Monday, August 23, 2021; 5:00 pm*
Westlake Town Hall, Solana Terrace-BIdg.7, Suite 7100 (In-person, limited seating for social distancing)
Terra Bella/Glenwyck/Carlyle Ct/Dove Road Neighborhood Meeting
Tuesday, August 24, 2021; 6:00 pm
1765 Terra Bella Drive, Westlake, Texas 76262
Chamber of Commerce Alliance Development Forum
Wednesday, August 25, 2021; 11 am
Speedway Club, Texas Motor Speedway
Military Heroes Run
Saturday, August 28, 2021; 7:00 am
2902 Sam School Road,Westlake,Texas 76262
Town of Westlake/Westlake Academy Holiday
Town Hall and the Municipal Court will be closed to observe the Labor Day holiday.
Monday, September 6, 2021
*Reminder:Agendas for a/l municipa//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/,4Qendas&Minutes."
**For meetinp aaendas and detai/s on W,4 ca/endar events or Municipa/calendar events,p/ease visit the Westlake Academy website
or the Town of West/ake website for further assistance.
Board of
Tru stees
Item # 5 — Consent
Agenda
CONSENT AGENDA: All items listed below are considered routine by the Town Council
and Board of Trustees 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 Joint meeting on March 1, 2021.
b. Consider approval of the minutes from the Joint meeting on March 29, 2021.
c. Consider approval of WA Resolution 21-16, awarding the bid for
property/casualty insurance products and services to Box Insurance Agency for
FY 2021-2022, and further authorize the Superintendent or designee to execute
this agreement.
d. Consider approval of WA Resolution 21-17, authorizing the Superintendent to
execute a contract with the Education Service Center Region 11.
T H E r o w H o �
WESTLAKE
MINUTES OF THE 70INT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE
ACADEMY BOARD OF TRUSTEES MEETING
March 1, 2021
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 conducted
a joint meeting at 5:00 p.m. on Monday, March 1, 2021 by video and telephone 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: Mayor Laura Wheat and Council Members Carol Langdon, Rajiv Trivedi, and Greg
Goble.
ABSENT: Council Members Alesa Belvedere and Rick Rennhack.
OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, Town Attorney
Stan Lowry, Town Secretary Todd Wood, Director of Information
Technology Jason Power, Director of Finance Ginger Awtry, Director
of Public Works & Facilities Troy Meyer, Director of Planning &
Development Ron Ruthven, Communications Manager Jon Sasser,
Executive Director Dr. Mechelle Bryson, Business Manager Marlene
Rutledge, Finance & Budget Analyst Kelsey Wong, Building Official
Pat Cooke, Administration and Accountability Director Darcy
McFarlane, Assistant PYP Principal Beckie Paquin, Assistant MYP
Principal Maxwell Ituah, DP Principal Dr. James Owen, and College
Counselor Carl Tippen.
Reqular Session
1. CALL TO ORDER
Mayor Wheat called the Regular Session to order at 5:05 p.m.
2. CITIZEN COMMENTS
Mayor Wheat provided a brief summary of instructions to the public for citizen comments.
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No one addressed the Town Council or Board of Trustees.
3. ITEMS OF COMMUNITY INTEREST
Communications Manager Jon Sasser provided an update on the following items:
Planning & Zoning Meeting: This meeting will be held on Monday, March 8, 2021 at
5:00 p.m. via Teleconferencing.
Spring Break: Westlake Academy will be closed for Spring Break from March 15-19, 2021.
Gallery Night: The Westlake Academy Foundation will hold their Annual Gallery Night
event on Saturday, April 10, 2021 at the Vaquero Club.
Public Works Employees: During the winter weather event in February, the Public Works
department performed an exceptional job throughout the Town and Westlake Academy.
These employees included Director of Public Works and Facilities Troy Meyer, Public Works
Superintendent Kory Kittrell, Rosie Miller, James McGuinness. Fire Chief Richard Whitten
Deputy Fire Chief John Ard, Town Manager Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, Utility & Facility Coordinator Dianna
Orender, and Building Official Pat Cooke assisted many residents with frozen pipe concerns.
Mr. Sasser stated that he would like to designate Mr. Paul Andreason as the
"communications MVP"of the entire team throughout this rare weather event.
Mayor week thanked the staff, noting the feedback that she has received has been
incredible.
4. 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 of WA Resolution 21-02, approving a Waiver for Missed School
Days and Professional Development Days.
b. Consideration of WA Resolution 21-03, authorizing compensation to be
paid to Employees during the inclement weather period.
c. Consider approval of Resolution 21-05, amending Resolution 09-02
that established a Policy for Naming Town Owned Facilities and Parks, and
to provide guidelines and standards for the submission of individuals or
entities for naming opportunities.
d. Consideration of Resolution 21-06, authorizing changes to the signers
on all Town of Westlake Solana PID depository accounts with US Bank.
MOTION: Mayor Wheat asked for a motion to approve the consent agenda.
Council Member Langdon made a motion to approve. Council Member
Trivedi seconded the motion. The motion carried by a vote of 3-0.
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5. CONDUCT A PUBLIC HEARING AND DISCUSSION OF WESTLAKE ACADEMY'S
2020 ACCOUNTABILITY REPORT.
Executive Director Dr. Mechelle Bryson presented this item. She began by stating that TEA
requires each district and charter school to present the Accountability Report annually during
a public hearing; allowing the community to see how well Westlake Academy is performing.
She explained that the state accountability ratings are based on the overall performance of
the school in three domains: Student Achievement, School Progress, and Closing the Gap.
Based on these outcomes, school districts and charter schools are assigned a grade of A-F.
Due to the COVID-19 pandemic, TEA cancelled the STARR exams last year and waived the
issuance of accountability ratings. However, TEA did publish Report Cards for schools. Dr.
Bryson then stated that she would provide details of Westlake Academy's TAPR (Texas
Academic Financial Report) during her presentation.
Westlake Academy met the 2020 Special Education requirements, although the overall
Accountability Rating was not provided due to the "Declared State of Disaster" during this
time period. Dr. Bryson then spoke about the ACT test scores, noting that students were
only able to take this test in February, and were not allowed to re-test later in the spring.
The scores showed a slight decrease in comparison to the previous academic year, which
could be attributed to COVID-19 and the inability to re-test. Despite ACT scores falling
uniformly across the state, Westlake Academy maintained scores that were well above the
state average. College Counselor Carl Tippen added that many colleges would not be
requiring SAT or ACT testing across the board for this year and felt that this was an
important trend to be aware of.
Dr. Bryson then showed the SAT scores in comparison to previous years. While there was
a very small decrease in these overall scores, Westlake Academy continued to score well
above the state average; despite having to take the test sooner in the year. AP (Advanced
Placement) test scores remained unchanged from the prior year. Additionally, 90.5% of
2020 graduates received the IB diploma, which was unchanged from the prior year.
However, the number of AP Scholars increased from 43 to 58, representing a 30% increase.
With no questions from the Board, President Wheat opened the Public Hearing at 5:34 p.m.
No one addressed the Board of Trustees.
President Wheat closed the Public Hearing at 5:34 p.m.
6. PRESENTATION AND DISCUSSION REGARDING THE COVID-19 PANDEMIC,
INCLUDING UPDATES AND RECOMMENDATIONS ON MUNICIPAL AND
ACADEMIC OPERATIONS.
Town Manager/Superintendent Mrs. Amanda DeGan addressed this item; noting that a
presentation would be shown containing data that was requested by the Board of Trustees
at the previous meeting. Ms. DeGan stated that prior to giving this presentation, she wanted
to share information that was provided on a call with Denton County earlier that day.
According to Dr. Richardson, the positivity rate for COVID-19 has in Denton County has
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increased to 14%, compared to the 4% positivity rate in July 2020. Compared to recent
months,this appears to be trending in the right direction, and businesses have been allowed
to re-open at the 75% capacity level. Hospitalization rates have also trended downward
and is consistent with the information received from Tarrant County. Mrs. DeGan then
noted that caution is still advised following the recent freeze event and the upcoming spring
break week, and the impact of any variants of the virus is still unknown.
Mayor Laura Wheat then added that Denton County currently has 300,000 individuals on
the waiting list for vaccination, and 135,000 invitations have been sent out. She then stated
the Dr. Richardson believed that anyone wanting the vaccine should be able to receive it by
April, regardless of category. Additionally, Dr. Richardson believed that those who have
been vaccinated would be highly unlikely to transmit the virus, and he expected the CDC to
issue new guidelines in the near future.
Deputy Town Manager Noah Simon shared that the information received on the Tarrant
County call was consistent with Denton County, and the number of positive cases has
trended downward. An increase in positive cases is expected by Tarrant County due to the
recent winter weather event and upcoming spring break week; however, it is not expected
that these increases will be as large as those that have been previously experienced. Mr.
Simon added that we have been commended by Tarrant County for the steps we have taken
with enacting our protocols and procedures, and we have been advised to not change
anything at this time.
Mrs. DeGan then asked Budget and Financial Analyst Kelsey Wong to present data that has
been collected from other entities regarding COVID-19. Ms. Wong began by showing a slide
that illustrated the impact of COVID-19 to the staff and students in isolation from August
2020 through February 2021. This graph showed 295 isolations in January and 44 in
February. While not all cases were school-related events, this mirrored the pattern of
confirmed cases that have been reported by the State of Texas. Westlake Academy's
quarantine protocols were then presented in comparison to those used by Keller ISD, Carroll
ISD, and Northwest ISD. All data was relatively consistent for positive cases; however,
Westlake Academy has maintained the 14-day quarantine for close contact in comparison
with the comparative school districts, and a 24-day period for close contact within the
household. Comparative school districts have maintained a ten (10) day quarantine period
after close contact, for a total of twenty (20) days. Westlake Academy's protocols regarding
isolation remain consistent with current CDC guidelines. When compared to lab-confirmed
cases, Westlake Academy has a slightly lower percentage of positive cases to surrounding
school districts. It was noted that the data is reported differently between school districts,
and efforts have been made to normalize the data for comparative purposes.
Mrs. DeGan then asked for Board direction as to whether the isolation periods for Westlake
Academy should remain the same or be modified based on this data. The Board agreed
that the protocols that are currently in place should remain in effect. Mayor Wheat asked
if there were specific reasons as to why the current protocols should remain in effect.
Deputy Town Manager Noah Simon responded that that this was due to recommendations
from Tarrant County Public Health, CDC guidelines, and the fact that this is a K-12 campus
where exposures may occur differently than in a traditional school district with multiple
campuses. In addition, teachers at Westlake Academy cannot be substituted as easily,
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especially if they are teaching a subject where Westlake Academy does not have��depth on
the bench". He reiterated that the goal was to keep stafF and students as safe as possible,
and the feedback from Tarrant County has been encouraging, and current practices should
be continued. Mr. Simon then stated that if the Board had interest in making a change, his
recommendation would be to wait until after spring break in order to properly evaluate the
anticipated surge in positive cases.
The Board agreed unanimously that the current protocols and isolation periods would
remain in effect and be re-evaluated several weeks after spring break.
7. CONSIDER RESOLUTION 21-07, APPROVING A ROADWAY CONSTRUCTION
AGREEMENT FOR STREET"G" LOCATED BETWEEN SCHWAB WAY AND SH 170.
Director of Planning and Development Ron Ruthven presented this item. He stated that this
was a simple construction agreement for a road that would link Schwab Way to SH 170.
This project would fulfill the obligation outlined in Ordinance 870 that as part of the Phase
2 construction and is supported by the traffic impact analysis that was commissioned by the
Town of Westlake.
MOTION: Mayor Wheat asked for a motion to approve Resolution 21-07.
Council Member Trivedi made a motion to approve. Council Member
Goble seconded the motion. The motion carried by a vote of 3-0.
8. EXECUTIVE SESSION:
The Town Council/Board of Trustees recessed at 6:25 p.m., and convened into Executive
Session at 6:41 p.m.
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Sec 551.076— Deliberation Regarding Security Devices or Security Audit to
deliberate: (1) the deployment, or specific occasions for implementation of
security personnel or devices; or (2) a security audit.
b. 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
- Project��YYZ"
- Potential development on 55.12 acres located at Tracts 7C, 7F, 7G, 7H,
7L and 7M Abstract 648, William Huff Survey, Town of Westlake, Texas,
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and more generally located at the northeast corner of U.S. Highway 377
and State Highway 170.
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 551.074(a)(1): Deliberation Regarding Personnel Matters —to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public officer
or employee:
- Town Manager evaluation
e. Section 551.071 - Discussion with the Town Attorney regarding pending,
threatened, or contemplated litigation regarding BRS.
9. RECONVENE MEETING
The Town Council/Board of Trustees reconvened into Regular Session at 8:40 p.m.
10. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
None.
11. COUNCIL RECAP/STAFF DIRECTION
None.
12. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or
Council meeting, under"Future Agenda Item Requests", an agenda item for a future Council
meeting. The Council Member making the request will contact the Town Manager with the
requested item and the Town Manager will list it on the agenda. At the meeting, the
requesting Council Member will explain the item,the need for Council discussion of the item,
the item's relationship to the Council's strategic priorities, and the amount of estimated staff
time necessary to prepare for Council discussion. If the requesting Council Member receives
a second, the Town Manager will place the item on the Council agenda calendar allowing
for adequate time for staff preparation on the agenda item.
None.
13. AD)OURNMENT
There being no further business before the Town Council or Board of Trustees, Mayor
Wheat asked for a motion to adjourn the meeting.
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MOTION: Council Member Langdon made a motion to adjourn the meeting.
Council Member Goble seconded the motion. The motion carried
by a vote of 3-0.
Mayor Wheat adjourned the meeting at 8:41 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.
APPROVED BY THE TOWN COUNCIL ON AUGUST 9, 2021.
ATTEST:
Laura Wheat, Mayor
Todd Wood, Town Secretary
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T H E r o w H o �
WESTLAKE
MINUTES OF THE 70INT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE
ACADEMY BOARD OF TRUSTEES MEETING
March 29, 2021
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 conducted
a joint meeting at 6:30 p.m. on Monday, March 29, 2021 by video and telephone 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: Mayor Laura Wheat and Council Members Carol Langdon, Alesa Belvedere, Rajiv
Trivedi, Rick Rennhack, and Greg Goble.
ABSENT: None.
OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, Town Attorney
Stan Lowry,Town Secretary Todd Wood, Director of Finance Ginger
Awtry, Director of Public Works & Facilities Troy Meyer, Director of
Planning & Development Ron Ruthven, Director of Community
Engagement Jon Sasser, Development Coordinator Nick Ford, Keller
City Manager Mark Hafner, City of Keller Interim Fire Chief Shane
Gainer, Grenada HOA President Vik Suresh, and Grenada HOA
Board Member Brian Pierce.
Executive Session
1. CALL TO ORDER
Mayor Wheat called the Town Council/Board of Trustees meeting to order at 5:01 p.m. The
Town Council/Board of Trustees recessed into Executive Session at 5:01 p.m.
The Town Council/Board of Trustees reconvened at 6:40 p.m. Mayor Wheat indicated that
there would be an action item for the Town Council.
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Page 1 of 10
MOTION: Mayor Wheat asked for a motion to approve Resolution 21-12 from
Executive Session. Council Member Langdon made a motion to
approve. Council Member Rennhack seconded the motion. The
motion carried by a vote of 5-0.
Mayor Wheat called the Regular Session to order at 6:41 p.m.
2. CITIZEN COMMENTS
Mayor Wheat provided a brief summary of instructions to the public for citizen comments.
No one addressed the Town Council or Board of Trustees.
3. ITEMS OF COMMUNITY INTEREST
Director of Community Engagement Jon Sasser provided an update on the following items:
Town Hall and Westlake Academy Holiday Closure: Westlake Town Hall, Municipal
Court, and Westlake Academy will be closed on Friday, April 2, 2021 in observance the
Easter holiday.
Coffee & Conversation with the Mayor: This will be resumed on Monday, April 5th,
2021; from 8:00 a.m. to 9:30 am at Sip Stir Coffee, located at 1301 Solana Blvd Suite 4105
Westlake, TX 76262.
Gallery Night: The Westlake Academy Foundation will hold the Annual Gallery Night
event, named '�Rhinestones at the Ranch" and will be held on Saturday, April 10, 2021 at
the Vaquero Club. RSVPs will be due by April 5, 2021.
Early Voting: This will occur between April 19t" through April 27t". The Town of Westlake
has all of the information of early voting locations and the times that the polls will be open.
Election Day will be on May 1, 2021, and due to construction, the polling location will be
located in Building #1, Suite #1100.
Roanoke Road Re-Pavement: This is a City of Keller project that began this week,
located between Knox Road and Melody Lane. The project is expected to be completed on
May 7th and may impact the residents of Stagecoach Hills and others who use this road.
COVID-19 Vaccinations: COVID-19 vaccines are now available for all adults in the state
of Texas, and information will be sent out in tomorrow's version of the Westlake Wire.
4. 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.
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Page 2 of 10
a. Consider approval of the minutes from the Town Council meeting on November 30,
2020.
b. Consideration of WA Resolution 21-08, authorizing the Town to enter into Joint
Election Agreements with Tarrant and Denton Counties to conduct the General
Election to be held on May 1, 2021.
c. Consider approval of Resolution 21-09, continuing participation with the Atmos
Cities Steering Committee and authorizing payment of five cents per capita to the
Atmos Cities Steering Committee to fund regulatory and related activities related to
Atmos Energy Corporation.
Mayor Wheat then asked if any items from the consent agenda needed to be discussed
separately. There was no request from the Town Council to discuss any consent agenda
item separately.
MOTION: Mayor Wheat then asked for a motion to approve the consent agenda.
Council Member Rennhack made a motion to approve. Council
Member Trivedi seconded the motion. The motion carried by a vote
of 5-0.
5. PRESENTATION AND DISCUSSION REGARDING THE ANNUAL REPORT FROM
THE KELLER POLICE DEPARTMENT RELATIVE TO POLICE SERVICES AND THE
RACIAL PROFILING REPORT FOR THE TOWN OF WESTLAKE.
City of Keller Police Chief Bradley Fortune presented this item. He began by stating that he
looked forward to meeting everyone in person soon, as opportunities for interaction were
limited in 2020. Chief Fortune began his presentation describing the department's mission,
values, policing philosophies, and performance measures. Chief Fortune then explained
Westlake's crime rate statistics, which were 3.72 per 1,000 in daytime population. He noted
that this was an incredibly low crime rate, with only 48 Part 1 crimes occurring throughout
the entire year. Of these crimes, 72% were property related and involved theft from
construction sites and unsecured vehicles. The Keller Police Department has increased
building checks and foot patrols in an effort to reduce these statistics even further.
Chief Fortune then presented traffic safety statistics. From 2019 to 2020, there was 13.8%
decrease in reportable crashes from 2019 (94) to 2020 (81), and a 33% decrease in overall
crashes from 2019 (327) to 2020 (219). The top three (3) factors for crashes were
explained, and the top three (3) locations for these crashes were shown to occur at Trophy
Lake Drive and SH 114, Trophy Club Drive and SH 114, and US 377 and SH 170. Chief
Fortune then illustrated a graph showing the impact of COVID-19 on traffic enforcement,
when a directive was given to limit personal contact as much as possible by only initiating
traffic stops for offences that would be considered major public safety violations. Normal
operations were resumed on July 6, 2020, with the use of recommended Personal Protective
Equipment (PPE) by officers.
Chief Fortune then showed several slides using data from the North Central Texas Council
of Governments (NCTCOG) and the Keller Police Department illustrating the average
percentage change in vehicle volume on the freeways during 2020. The first three months
showed a very nominal reduction; however, decreases spiked in April 2020 with a 28%
reduction in volume, and 19% in May. The percentages were relatively consistent from
June through December, with decreases ranging from 12% to 7% by month. During the
TC/BOT Minutes—03/29/21
Page 3 of 10
months where vehicle volume decreased the most, a corresponding increase in vehicle
speeds also occurred. Vehicle accidents also decreased during this time,trending in a similar
manner with traffic volume. However, the percentage of serious vehicle accidents
increased, which is attributed to higher average vehicle speeds.
Chief Fortune then explained the timeliness in service. Statistics showed that 911 calls were
answered within 10 (ten) seconds 99% of the time, and appropriate emergency services
were dispatched within 49 seconds when averaged. These statistics exceeded the
department's benchmark goals.
Additionally, police response to Priority 1 calls averaged 3 minutes and twenty-seven
seconds (3:27), and police patrol response to all calls averaged eleven minutes and six
seconds (11:06). These statistics also exceeded the goal of four (4) minutes and fifteen
(15) minutes, respectively. Chief Fortune stated that the main goal was to respect the time
of citizens needing service, regardless of the priority of the call.
Using survey data, the Keller Police Department exceeded expectations regarding care and
professionalism (92.8%) and meeting or exceeding expectations (99%). Overall, 93.3% of
respondents gave the Keller Police Department an overall rating of excellent, and 100% of
Westlake residents felt safe walking alone at night.
Chief Fortune emphasized that a major value of the department was that communication
with residents by officers was extremely important. He then expressed the importance of
"empathy in action"and the practice of��soft skills"in training, policies, and practices. Chief
Fortune then explained the components of transparency, accountability, and input
initiatives.
Chief Fortune then provided the Racial Profiling Report to the Town Council. He stated that
the comprehensive analysis of the data included in this report demonstrates that the Keller
Police Department has complied with the Texas Racial Profiling Law and all of its
requirements. He expressed appreciation for the interlocal partnerships with the Town of
Westlake and other neighboring cities. Mayor Wheat thanked Chief Fortune, stating that
he had gone above and beyond with the information that was shared.
Council Member Rennhack asked Chief Fortune about the legality of golf carts on trails and
within private gated neighborhoods. Chief Fortune replied that the presence of officers on
bicycles can provide an increased presence on the trail system. He also noted that the
enforceability of traffic stops in gated communities with private roads would be limited to
offences contained in the Texas Penal Code (such as reckless driving) but would not include
ofFenses under the Texas Transportation code related to speed. However, the Keller Police
Department did have the ability to enforce of local ordinances.
In conclusion, Mayor Wheat thanked Chief Fortune for the information that was presented.
She then asked Director of Community Engagement Jon Sasser to provide the PowerPoint
presentation in the upcoming Westlake Wire, as she felt that the Town was being well
tended to by the Keller Police Department. Mr. Sasser stated that he would absolutely make
this happen per Mayor Wheat's request.
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Page 4 of 10
6. CONSIDER RESOLUTION 21-10, APPROVING AN INTERLOCAL AGREEMENT
WITH THE CITY OF KELLER, TEXAS, FOR CONSOLIDATED FULL-TIME FIRE
PROTECTION/PREVENTION AND EMERGENCY MEDICAL SERVICES; FOR A TERM
OF SIXTEEN (16) MONTHS COMMENCING APRIL 1, 2021; TO INCLUDE AN
EQUALLY SHARED FEASIBILITY STUDY REGARDING SAID CONSOLIDATED
SERVICES; AND AUTHORIZING THE TOWN MANAGER TO EXECUTE ALL
CONTRACT DOCUMENTS RELATING THERETO ON BEHALF OF THE TOWN OF
WESTLAKE, TEXAS.
Deputy Town Manager Noah Simon and Fire Chief Richard Whitten presented this item. Mr.
Simon began by stating that The Town of Westlake and the City of Keller have had
conversations regarding the possibility of consolidating their Fire/EMS Departments. This
has not been approached as a cost-savings measure; rather, as a means to improve Public
Safety services and position Westlake for future growth and development. Mr. Simon added
that this is an opportunity for the two cities to become a leader in this area by creating new
standards of excellence. Mr. Simon then stated that this resolution, if approved, would fund
a feasibility study to assess a potential merger of the leadership teams. During the
feasibility study, Westlake Fire Chief Richard Whitten would become the Fire Chief of both
departments, and the Keller Battalion Chiefs would also integrate into Westlake. During this
time, the departments would function collectively as a single department approximately for
sixteen (16) months to determine if this proposal created more efficient and effective
Fire/EMS services that would mutually benefit both communities. Mr. Simon noted that the
same interlocal agreement was approved earlier this month by the Keller City Council
unanimously. If this resolution is approved by the Westlake Town Council, the final scope
of services would be finalized with the consultant, and both cities would embark on a new
journey. This process would be thorough, transparent, and allow a unique opportunity for
input from all stakeholders.
Mr. Simon then asked Fire Chief Richard Whitten to present to the Town Council, noting
that Keller City Manager Mark Hafner and Keller Acting Fire Chief Shane Gainer were also
present to answer any questions. Fire Chief Richard Whitten began by stating that it was
an honor to serve in these capacities. Chief Whitten then gave a brief summary on the
progression of this initiative:
• A meeting was held with each shift at the City of Keller, where information was
presented. Staff were asked to review the information for one (1) to two (2) weeks,
and additional conversations would occur in smaller groups to obtain feedback.
These meetings have now occurred, where the Interlocal Agreement (ILA) was
discussed, as well as the current status with the consultant.
• Chief Whitten noted that the smaller group meetings were focused more on any
personal concerns from employees of the Keller Fire Department, rather than what
previously discussed in prior meetings. In some of these meetings, emotions were
rather high at times, but the level of understanding and acceptance increased. Chief
Whitted stated that this could be attributed to the natural emotions and anxiety that
come with potential changes. Chief Whitten then noted that the small group meetings
were very successful and effective to obtain clarity and perspective with employees
within the department.
• Chief Whitten explained that both departments have spent many years building their
identities, and this was something that no one would be losing. His opinion was that
this was an area that could be built upon for both communities, and that it would be
possible that the consultant could conclude that this plan was not advisable for both
TC/BOT Minutes—03/29/21
Page 5 of 10
communities, although this would not be expected. However, the loss of identity
between departments has been a common theme of concern but can be avoided.
Keller City Manager Mark Hafner then addressed the Town Council, stating that he was a
believer in regionalization; not only to reduce costs, but also because it was a good
government practice. He noted that Chief Whitten was a great Fire Chief, and he felt that
the two cities could do so much better for the public together and this was a great possibility
to explore. Keller Deputy Fire Chief Shane Gainer then stated that he wanted to reiterate
the statements made by Mr. Hafner, and there have been great learning opportunities that
have already occurred. He then stated that he looked forward to the results of the feasibility
study.
Deputy Town Manager Noah Simon stated that the consultant that would be selected would
be familiar will be with the two respective communities and would be objective in in any
recommendation as to whether this would be a successful or not to both communities.
MOTION: Mayor Pro-Tem Carol Langdon asked for a motion to approve
Resolution 21-10, as Mayor Wheat experienced a temporary
internet connection issue. Council Member Trivedi made a motion to
approve. Council Member Rennhack seconded the motion. The
motion carried by a vote of 5-0.
7. DISCUSSION REGARDING GRANADA HOMEOWNERS' ASSOCIATION
MAINTENANCE.
Assistant Town Manager Jarrod Greenwood presented this item. He began by providing a
historical context on this issue, as Town staff has met with the Grenada HOA regarding the
level of landscaping and irrigation that is the responsibility of the Grenada HOA pertaining
to the perimeter of the development. He then stated that the Grenada HOA has expressed
concerns during the last few years of what was required based on the agreement that was
entered into between the Town and the original developer of the Entrada development.
These concerns have been mostly based on the extensive amount of landscaping area that
they would be responsible for in relation to other neighborhoods.
Mr. Greenwood then noted that staff had identified potential solutions that may be available
to the HOA moving forward for their consideration. In September 2020, staff presented
these solutions that could be available along the FM 1938 corridor, including providing water
meters and shade structures by the Town. Additionally, this proposal included the Town
providing the water for the ornamental fountain located at the trailhead and the water
feature located at the corner of FM 1938 and Dove Road, as well as maintenance of the
shade structures.
Mr. Greenwood then noted that this item was simply a discussion, and no action could be
taken without a public zoning hearing with public, a presentation to the Planning and Zoning
Commission and the Town Council prior to approval. Additionally, this would require an
amendment to the original developer's agreement, which identified maintenance
responsibilities and may require an additional economic development agreement.
Grenada HOA Board Member Brian Pierce was then introduced to the Town Council for a
presentation and thanked them for their time. He indicated that Mr. Greenwood framed up
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this issue well, and these issues that he would be discussing preceded his tenure on the
HOA Board. He then stated that he felt that it would be beneficial to simply walk the Town
Council through the issues of concern. These issues included:
• The developer did subpar work on infrastructure
• The retention pond is not adequate
• The irrigation system improperly configured, and is only installed for a single entrance
and exit for the neighborhood, using substandard gate hardware and wiring
• Developer made deal with Town to take care of common areas and parks surrounding
the neighborhood
• Taking care of thee "outside the walls of Granada" uses between 70%-80% of the
HOA budget.
Mr. Pierce then outlined to the Town Council what was Granada asking for. These items
included the Town of Westlake taking over and/or fund the following:
• Watering and maintenance of common areas between the Granada wall, Dove
Road, and Davis Boulevard, which includes irrigation, and landscaping
• Responsibility for landscaping and maintenance outside the Granada wall, including
park maintenance and the water feature at Dove Road and Davis Boulevard
• Responsibility for landscaping and maintenance outside the Granada wall, including
park maintenance at Dove Road and Solana
• The Town of Westlake installs two (2) water meters to be installed that separates the
irrigation outside and inside the walls of Granada
Mr. Pierce then noted why the Grenada HOA was asking the Town of Westlake to undertake
the projects. He stated the following points for this position:
• Precedents set by Town in watering and maintaining other common areas for other
communities (neighborhoods)
• The parks are utilized by the residents of Westlake, not just Granada residents, and
therefore should be owned and maintained by the Town
• Granada is very concerned about potential liability of the parks, especially when not
being utilized as a park inside the of Granada community.
Grenada HOA President Vik Suresh then stated that the primary issue was the issue of
irrigation and was concerned that the HOA would not be able to support the irrigation costs
outside of the wall during the summer months. Currently, the Town has used a fire hydrant
meter to supplement water pressure and reiterated that the main issues were irrigation
and maintenance of common areas. Mr. Pierce and Mr. Suresh then thanked the Town
Council for their time to listen to the concerns of the Grenada neighborhood. Mayor Wheat
stated that the Town would get back to everyone on what the next steps would be.
8. CONSIDER APPROVAL OF ORDINANCE 924, AUTHORIZING AND ALLOWING
UNDER THE ACT GOVERNING THE TEXAS MUNICIPAL RETIREMENT SYSTEM,
RESTRICTED PRIOR SERVICE CREDIT TO EMPLOYEES WHO ARE MEMBERS OF
THE SYSTEM FOR SERVICE PREVIOUSLY PERFORMED FOR VARIOUS OTHER
PUBLIC ENTITIES FOR WHICH THEY HAVE NOT RECEIVED CREDITED SERVICE.
TC/BOT Minutes—03/29/21
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Deputy Town Manager Noah Simon presented this item. He explained that the restricted
time service credit would allow employees to receive service credit for working in another
governmental entity previously and would have no immediate cost to the Town if this
provision were adopted. This provision could result in a very small financial impact in the
future.
MOTION: Mayor Wheat asked for a motion to approve Ordinance 924. Council
Member Goble made a motion to approve. Council Member Belvedere
seconded the motion. The motion carried by a vote of 5-0.
9. CONDUCT A PUBLIC HEARING AND CONSIDER ORDINANCE 925, APPROVING
AMENDMENTS TO ORDINANCE 837 APPROVING A SITE PLAN FOR PD1-2
ZONING DISTRICT, KNOWN AS��WESTLAKE ENTRADA". THE SITE IS LOCATED
ON BLOCK ��E", WESTLAKE ENTRADA ADDITION ALONG COMILLAS DRIVE
BETWEEN CORTES DRIVE AND GIRONA DRIVE.
Director of Planning and Development Ron Ruthven presented this item. He began by
showing a presentation from Centurion American, illustrating a proposed plan to reduce
the lots on Block"E"from fourteen (14) to twelve (12) homes. The additional two (2) lots
would then be converted to twelve (12) additional parking spaces and a small park. He
then stated that staff recommended approval, with the condition that this space would be
maintained by the HOA. He noted that this plan received approval by the Planning and
Zoning Commission on March 8, 2021.
Mayor Wheat opened the Public Hearing at 8:55 p.m.
No one addressed the Town Council.
Mayor Wheat closed the Public Hearing at 8:55 p.m.
MOTION: Mayor Wheat asked for a motion to approve Ordinance 925. Council
Member Rennhack made a motion to approve. Council Member
Langdon seconded the motion. The motion carried by a vote of 5-0.
9. EXECUTIVE SESSION:
The Town Council/Board of Trustees convened into Executive Session at 9:41 p.m.
The Council will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Sec 551.076— Deliberation Regarding Security Devices or Security Audit to
deliberate: (1) the deployment, or specific occasions for implementation of
security personnel or devices; or (2) a security audit.
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b. 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
- Project"YYZ"
- Potential development on 55.12 acres located at Tracts 7C, 7F, 7G, 7H,
7L and 7M Abstract 648, William Huff Survey, Town of Westlake, Texas,
and more generally located at the northeast corner of U.S. Highway 377
and State Highway 170.
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 551.074(a)(1): Deliberation Regarding Personnel Matters —to deliberate
the appointment, employment, evaluation, reassignment, duties, of a public ofFicer
or employee:
- Town Manager evaluation
e. Section 551.071 - Discussion with the Town Attorney regarding pending,
threatened, or contemplated litigation regarding BRS.
9. RECONVENE MEETING
The Town Council/Board of Trustees reconvened into Regular Session at 10:14 p.m.
10. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
None.
11. COUNCIL RECAP/STAFF DIRECTION
None.
12. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or
Council meeting, under"Future Agenda Item Requests", an agenda item for a future Council
meeting. The Council Member making the request will contact the Town Manager with the
requested item and the Town Manager will list it on the agenda. At the meeting, the
requesting Council Member will explain the item, the need for Council discussion of the item,
the item's relationship to the Council's strategic priorities, and the amount of estimated staff
time necessary to prepare for Council discussion. If the requesting Council Member receives
a second, the Town Manager will place the item on the Council agenda calendar allowing
for adequate time for staff preparation on the agenda item.
None.
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13. AD)OURNMENT
There being no further business before the Town Council or Board of Trustees, Mayor
Wheat asked for a motion to adjourn the meeting.
MOTION: Council Member Langdon made a motion to adjourn the meeting.
Council Member Goble seconded the motion. The motion carried
by a vote of 5-0.
Mayor Wheat adjourned the meeting at 10:14 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.
APPROVED BY THE TOWN COUNCIL ON AUGUST 9, 2021.
ATTEST:
Laura Wheat, Mayor
Todd Wood, Town Secretary
TC/BOT Minutes—03/29/21
Page 10 of 10
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BOARD OF TRUSTEES AGENDA ITEM
Regular Meeting - Consent Item
Monday, August 09, 2021
TOPIC: Consider a Resolution awarding the bid for property/casualty insurance
products and services to Box Insurance Agency for FY 2021-2022, and
further authorize the Superintendent or designee to execute this agreement.
STAFF: Sandy Garza, Human Resource Director
STRATEGiC ALTGNMENT
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Personal People, Improve
Responsibility Facilities, & PYP /MYP /DP Financial
Technology Stewardship
SUMMARY
Bids have been solicited and received for Westlake Academy's annual insurance renewal. The
insurance policies contained in this package include Property, General Liability, Umbrella
Liability, Workers Compensation, Auto, Crime, International Travel, Cyber Liability, and a
Student Accident policy. Box Insurance Agency was the only submission that was received by the
bidding deadline. This was also the only bid containing all lines of coverage. This quote reflects
an overall price increase of$6,186 from FY 2020-2021.
Liability quotes are quoted as all inclusive,or as sub-policies to the General Liability policy. These
include coverage for Directors & Officers, Employers Legal Liability, Employment Practices
Liability, Employee Benefits Liability, and Educator's Legal Liability coverage.
Changes in cost for these policies from FY 20-21 and FY 21-22 are as follows:
Page 1 of 2
• Property premiums have increased industry-wide, largely from wind and hail
damage claims throughout Texas, as well as projected inflation, and increases in the
cost of specialized building materials. This policy has increased by 13%.
• The Workers Compensation policy has decreased this due to lower claims,reducing
our experience modifier from 1.01 to 0.67. The Workers Compensation policy has
decreased by 29% overall. This reduction may not fully be attributed to the
reduction of staff members on campus during FY 20-21; however, this may have
affected the rates.
• Auto insurance has increased by 7.0% overall due to overall industry trends and
inflation. However, this increase is mitigated due to lower vehicle replacement
values and favorable claims history.
• The General Liability and Umbrella Liability policies reflect increases of 6%
adjustments for inflation and industry trends.
• The Student Accident policy, International Travel policy, Crime policy, Cyber
Liability policy and Student Accident Policies did not increase.
• The overall increase for all policies as an aggregate is 4% from the previous year.
BOARD ACTION/OPTIONS
The Board of Trustees may move to approve or reject the proposed bid.
STAFF RECOMMENDATION
Staff recommends awarding the bid for Westlake Academy's property/casualty insurance products
and services to Box Insurance Agency for FY 2021-2022. The total cost for this recommendation
is $161,926.00.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $161,926.00 Funding Source: General Fund
Contract: Yes Forms: Forms 1295 & 2270
Service Levels: The proposed bid provides for the same level of service as previous years.
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: N/A
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: N/A
ATTACHMENTS
Insurance Proposal from Box Insurance Agency, inclusive of Forms 2270 and 1295
Resolution
Exhibit"A": Recommended Bid—BoX Insurance
Page 2 of 2
AN INSURANCE PROPOSAL PREPARED FOR :
Westlake Academy
1500 Solana Blvd
Building 7, #7200
Westlake, TX 76262
PRESENTED BY:
Dustin Parker&
Adam Syswerda
BOX I NSURANCE AGENCY
I ZOO S. MAIN STREET, STE. I 6OO
Grapevine, TX 76051 August 3 I, 202 I
DISCLAIMER- The abbreviated outlines of coverages used throughout this proposal are not
intended to express any legal opinion as to the nature of coverage. They are only visuals to a
basic understanding of coverages. Please read your policy for specific details of coverages. This
proposal does not constitute a binder of insurance. Coverage may be bound based on the terms
outlined and chosen by signing and dating on the last page of this proposal.
♦ ���
[NSURANCE
��GENCY
2021-2022 Westlake Academy Proposal Submittal Format
1. Box Services
2. Index
3. Questionnaire
4. Property
5. General Liability: (Education Liability Package Included)
6. Auto
7. Umbrella
8. Crime
9. Workers Compensation
10. International Travel
11. Student Accident
12. Cyber Liability
13. Premium Summary
14. Required Documents
a. Agent Current License
b. Copy of E&0 Certificate of Insurance
c. Completed and Signed Felony Conviction Notice Form
d. Completed and Signed Non-Collusion Certification Form
e. Completed and Signed Conflict of Interest Questionnaire
f. Completed and Signed W-9 Form
g. Completed and Signed Form 2270
1200 S. Main S#reet, Suite 1600 � Grape�ine, TX 76051 � Phone: 817-865-1801 � www.baxinsurance.cam
���
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� i WESTLAKE ACADEMY
� � REQUEST FOR PROPOSAL
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PROPOSAL FOR: Property, Liability,Umbrella,Workers Compensation, Auto, and Student Accident Insurance
POSTED DATE: July 9, 2021 EFFECTIVE DATES: September 1, 2021 to August 31, 2022
PROPOSAL DUE DATE: August 2, 2021 PROPOSAL DUE TIME: 12:00 p.m. CST
CONTACT: Sandy Garza, Purchasing Agent
E-maiL sgarza�a,westlake-tx.org
Electronic proposals subject to the Terms and Conditions of this REQUEST FOR PROPOSAL and other
provisions, must be received by the Purchasing Agent at s�arza(�a,westlake-tx.or�before the closing
time and date shown above. The Town will retain late bids;however,they will not be opened nor
considered in the evaluation of the bid. Bids may be withdrawn at any time prior to this deadline. Bids
may not be altered, amended, or withdrawn after the official opening without the recommendation and
approval of the Purchasing Agent. The undersigned agrees if the bid is accepted, to furnish any and all
items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the
specifications. The period for acceptance of this proposal shall be 60 calendar days.
THE UNDERSIGNED, BY SIGNING BELOW, YOU SIGNIFY THAT YOU HAVE READ THE
ENTIRE DOCUMENT AND AGREE TO THE TERMS AND CONDITIONS THEREIN. BY
SIGNING BELOW, YOU ALSO CERTIFY THAT IF A TEXAS ADDRESS IS SHOWN AS THE
ADDRESS OF THE PROPOSING VENDOR, THE VENDOR QUALIFIES AS A TEXAS
"RESIDENT BIDDER" AS DEFINED IN RULE 1 TAC 111.2.
Company Name and Address: Company's Authorized Agent
Box Bonding LLC, Dba Name and Title(Typed or Printed):
Box Insurance Agency Adam Syswerda, Vice President
Signature/�,
1200 S. Main St. Suite 1600 �v0��'
Grapevine, TX 76051
Federal ID Number(TIN) or SSN and Name
75-2835423
Telephone No. g17-865-1806 Date: August 2, 2021
Fax No.: g17-424-1404 Email address:
adam@boxinsuranc e.com
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 1 of 39
Request for Proposal —Westlake Academy
Property, Liability, Umbrella, Workers Compensation, and Student
Accident Insurance
Table of Contents ...............................................................2
Acknowledgement of Receipt ....................................................3
Questionnaire ....................................................................4
General Requirements and Instructions .......................................5
Policy Requirements and Limits ...............................................8
Property Insurance, Fire and Extended Equipment Coverage .........8
General Liability, EPLI, EBLI, ELLI, D&O Insurance ...............10
Automobile and Physical Damage Insurance ...........................12
Umbrella Liability Insurance .............................................14
Crime Insurance .............................................................16
Workers Compensation Insurance.........................................18
International Travel Insurance .............................................20
Student Accident Insurance..................................................22
Cyber Liability Insurance .................................................24
Proposal Submittal Format....................................................26
Exhibit "A" - Property Schedule.............................................27
Felony Conviction Notice Form..............................................28
Non-Collusion Statement......................................................29
Conflict of Interest Questionnaire ...........................................30
W-9 Form .......................................................................32
Form2270 .......................................................................38
LossRuns. .......................................................................39
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 2 of 39
ACKNOWLEDGEMENT OF RECEIPT
THIS FORM MUST BE COMPLETED AND RETURNED PRIOR TO THE SUBMISSION OF ANY BID FOR
THIS REQUEST FOR PROPOSAL.
Please fill in the requested information below as acknowledgement that you have received the Request for
Proposal noted above. If your firm is interested in participating, please complete pages three and four(3 and
4) and return by email by July 30, 2021 to:
Sandy Garza
Westlake Academy
sgarza@westlake-tx.org
Name of Firm: Box Bondinq Aqency, LLC dba Box Insurance Aqency
Address: 1200 S. Main St. Suite 1600
City/State/Zip: Grapevine Texas 76051
Phone: ( 817 ) 865-1806 Fax: ( )
E- Mail:adam(c�boxinsurance.com
Name: (Print) Adam Syswerda
Title: Vice President
Signature: ����'�i1`" Date: 7/14/21
X Yes, our company does have an interest in responding.
No, our company does not have an interest in responding.
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 3 of 39
QUESTIONNAIRE
1. Who will have primary responsibility for Westlake Academy's account?
Paul Fredette
a. Number of years in the insurance business: 25
b. Insurance background: President of 3 different agencies, Practice leader at Marsh & McLennan
c. Number of schools or public entities serviced: 7
2.Who will be the back-up person for Westlake Academy's account? Adam Syswerda
a. Number of years in the insurance business:_8
b. Insurance background: Vice President, Box Insurance Aqency
c. Number of schools or public entities serviced: 7
3.Westlake Academy will expect the following annual reports from its agents:
a) Summary of premiums and losses by coverage.
b) Forecast of insurance market status prior to renewal.
c) Insurance policy abstracts (summaries).
d) Prior to future renewals, report containing suggested coverage or rating enhancements for the
upcoming year.
e) Following future renewals, a report detailing all material policy changes.
f) Risk management services.
4. Please attach a copy of the following documents:
a)A copy of the current license.
b)A certificate for agenYs error and omission coverage insured for at least$1 million limit.
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 4 of 39
General Requirements and Instructions
A. Information
1. The information contained in these specifications is confidential and is to be used only in connection
with preparing a proposal for the following insurance services or insurance coverages:
Commercial Property— Fire & Extended Coverage
Commercial General Liability
School Professional Liability
Auto Liability& Physical Damage
Workers' Compensation
Commercial Umbrella Liability
Crime
International Travel Liability
Student Accident Liability
Cyber Liability
2. The effective dates of the policy period for all proposals will be from September 1,2021 through
August 31, 2022.
3. Westlake Academy reserves the right to accept or reject all or any part of the proposals, waive minor
technicalities, and award the proposal to best serve the interest of the Academy. The Academy also
reserves the right to waive or dispense with any of the formalities contained herein.
3. Proposals are to be submitted on the basis of the specifications contained herein. Alternate proposals
will also be considered, provided the alternatives are clearly explained. All deviations from the
specifications must be clearly identified and explained.
4. The information contained in these specifications is to be basis for proposal responses. After receipt of
proposal, additional information needed may be requested via e-mail at: s ac� rza@westlake-tx.org.
5. The information contained herein is believed to be accurate and up-to-date but is not intended to be an
express or implied warranty.
6. No telephone, or fax, or e-mailed proposals will be accepted. Proposals may only be accepted if
delivered by email to sgarza@westlake-tx.org.
7. Vendors are cordially invited view the opening of received proposals but are not required to attend. A
link will be posted on the Town of Westlake Bidding page no later than July 9, 2021. Advertisements
will be posted for two (2)weeks in the Town's newspaper of record (Fort Worth Star-Telegram)on July
11, 2021 and July 18, 2021.
B. LEGAL
1. All parties submitting proposals are expected to comply with federal, state and local insurance laws
and regulations relative to the preparation and submissions of insurance proposals. Specifically, the
services to be provided are expected to be in compliance with the Americans with Disabilities Act(ADA),
insurance laws and insurance regulations. All proposals that are submitted will be presumed to be in
compliance with all applicable laws.
C. COMMUNICATION
1. Proposals should reference "RFP 21-001 — Westlake Academy Property & Liability Insurance".
Proposers should direct any inquiries or questions to:
Sandy Garza
Westlake Academy
sgarza@westlake-tx.org
2. Proposers must provide proposals by the deadline to:
Sandy Garza
Westlake Academy
1500 Solana Boulevard, Bldg. 7, Ste. 7200 •Westlake, Texas 76262
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 5 of 39
D. COMMUNICATION WITH TOWN OF WESTLAKE/WESTLAKE ACADEMY MEMBERS
Companies submitting proposals shall not discuss this RFP with employees of the Town of Westlake,
Westlake Academy or members of the Town Council/Board of Trustees. If discussion is necessary, your
company will be notified in writing. Failure to abide by this requirement may result in automatic
disqualification.
E.TIME FRAME
1. The RFP package will be available for download from our website at http://www.westlake-tx.org.
Vendors WILL NOT be notified of additional information/addenda postings. It is the vendor's
responsibility to view the web page regularly, or prior to submitting a proposal response, to ensure that
no addenda or additional information have been issued for the solicitation.
2. Proposals: must be delivered electronically via email to sqarza(c�westlake-tx.orq, or a printed copy of
proposal to 1500 Solana Boulevard, Bldg. 7, Ste. 7200• Westlake,Texas 76262 by the deadline no
later than 12:00 p.m., Monday, August 2, 2021.
3. The parties submitting the selected proposals will be notified by August 9, 2021 of the Academy's
decision.
4. The effective date for proposals is September 1, 2021.
5. Policies or coverage documents are to be provided to the Academy by October 1, 2021. The Academy
reserves the right to not pay any premium until valid policies or coverage documents are received.
F. PROPOSALS
1. Proposals must be clearly explained and identified. All costs, including optional programs, must be
clearly separated and summarized. Exceptions to or deviations from the specifications must be
explicitly identified.
2. Each party submitting a proposal is asked to screen their designated proposals for correctness and
compliance with the specifications.
3. The contents of the proposals shall be kept confidential during the process of review.
G. DISQUALIFICATION AND REJECTION OF PROPOSALS
1. Failure to comply with the requirements or the procedures set forth herein, or to satisfy the insurance
and servicing criteria as set forth in the specifications, may result in disqualification. It is not intended
that these exceptions to the specifications will, in and of themselves, result in disqualification.
H. SELECTION OF VENDOR
1. Westlake Academy reserves the right to reject any or all of the proposals, in whole or in part; to waive
any informality in any proposal, and to accept the proposal which, in its discretion, is in the best interest
of the Academy. An Academy insurance consultant may review proposals for completeness and for
compliance with bid specifications. Proposals will be carefully evaluated for cost effectiveness, for
coverage provisions, and for compliance with the coverage and servicing criteria contained in the
specifications and in accordance with Texas Education Code 44.031 and any other pertinent laws.
2. The contract will be awarded to the responsible vendor who submits a superior but economical proposal
based on the relative importance of the following selection criteria:
Selection Criteria Maximum Points
Coverage 35
Cost 35
Professional Qualifications 15
Service 15
Total 100
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 6 of 39
I. TERMS OF AGREEMENTS
1. Westlake Academy desires to receive proposals for a one (1)year period, beginning on September 1,
2021 through August 31, 2022.
2. Westlake Academy reserves the right to terminate the agreement at the expiration of the budget period,
during the term of the agreement or at the end of the anniversary date with a sixty(60)day notice. The
agreement will be for current revenues only in accordance with Local Government Code Section
271.903 to terminate the agreement.
3. The agreement is to contain a cancellation provision that provides for a sixty (60) day notice of
cancellation (except for non-payment) and sixty (60)days e for non-renewal or material change.
J. QUALIFICATION OF INSURERS
1. Insurance companies must have a general policyholder's rating of A-VII or better as published by A.M.
Best Company in the latest edition of its Key Rating Guide. Insurers shall be duly licensed and comply
with all applicable insurance laws and requirements of the Texas State Board of Insurance.
2. Proposals will be accepted for intergovernmental risk sharing pools organized in accordance with article
4413(32c), Texas Interlocal Cooperation Act. Self-insured pools must include a current audited
financial statement(Balance Sheet and Statement of Operations, including the auditor's opinion, and
Reinsurance Provisions.)
K.AGENT MINIMUM QUALIFICATIONS
All agents submitting proposals for this insurance must meet the following minimum qualifications:
1. The agency must be licensed in Texas.
2. The agency must have insurance for agent's errors and omissions liability with a limit of at least$1
million per occurrence. A certificate of the agent's E&O insurance must be included with the proposal.
3. The agency must have been in business for at least five (5)years.
4. The agency must assign a minimum of one qualified account representative. This representative must
have a minimum of three (3)years of experience in commercial property and liability insurance lines
or hold the C.P.C.U. or A.R.M. designation.
L. AUTHORIZED SIGNATURE
1. All proposal forms must be signed by persons who have legal authority to bind the insurer and
administrator to the services that are proposed.
M. Policy Requirements and Limits
1. All proposals must adhere to the specifications and limits as defined on the following pages for each
insurance product. Any deviation or additional coverage(s) should be clearly explained. If the quote
contains higher limits than specified, it should be listed separately as an a/ternate quote.
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 7 of 39
PROPERTY, FIRE, AND EXTENDED EQUIPMENT INSURANCE
A. BACKGROUND INFORMATION
1. Please contact Purchasing Agent at sgarza@westlake-tx.org for loss runs.
2. Schedule of Buildings and Contents limits are located on page 25 as Exhibit"A".
3. Summarized property schedule with estimated replacement cost(limits), including desired
deductibles and coinsurance as of September 1, 2021 is as follows:
Description Limit Deductible Coinsurance
Building Physical Property $46,505,600 $ 5,000 100%
Building Personal Property $ 4,860,000 $ 5,000 100%
Business Income and Extra Expense: $ 484,000
Total Property Limits $ 51,848,600
Note: Blanket Coveraqe at full replacement cost is required for all propertv quotes.
B. Insurance coverage is to include the following:
1. Blanket coverage on all buildings, contents and auxiliary structures including on-site improvements.
2. Basis of Recovery is to be full replacement cost.
3. Automatic coverage on newly acquired property is to be included.
4. Coverage is to include extra expense and loss of revenue related to loss.
5. Coverage is to be for all risk, including theft of contents.
6. Quotes should include deductibles of$5,000 with 100% coinsurance. Deductibles for wind, hail,
earthquake, and floods should be $50,000 or less with 100% coinsurance, if available. In the event
a $50,000 wind/hail deductible (or lower) is not available, the lowest deductible available should be
quoted as a percentage.
7. Wind and hail deductibles may be accompanied by a "buy-down" reinsurance policy. This policy
should be shown separately from the primary policy, including premiums.
8. Include a listing of endorsements, extensions, and exclusions.
C. Quoted Coverage Provisions
1. Description Limit Deductible Coinsurance
Building Physical Property $46,505,600 $10,000 Agreed Value
Building Personal Property $ 4,860,000 $10,000 Agreed Value
Business Income and Extra Expense: $ 485,000 24 hours Agreed Value
2. Is automatic coverage for newly acquired property provided: � Yes ❑ No
If yes, please attach description.
3. Does coverage include equipment breakdown? �7 Yes ❑ No
If yes, please attach description.
4. Is there additional deductible or exclusion for wind, hail or earthquake? �7 Yes ❑ No
If yes, please attach description and/or provide additional proposal to cover this risk.
D. Quotation
1. Property, Fire, and Extended Equipment Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $ 103,995
2. Alternate Property, Fire, and Extended Equipment Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 8 of 39
E. INSURANCE COMPANY/RISK POOL INFORMATION
Name of Company: The North River Insurance Company
A. M. Best Rating/Size: A XIV
Insurance Company: � Yes ❑ No Risk Pool: ❑ Yes ❑ No
For Alternate Quote(s):
Name of Company:
A. M. Best Rating/Size:
Insurance Company: ❑ Yes ❑ No Risk Pool: ❑ Yes ❑ No
F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION:
Wind/Hail Deductible is the greater of$100,000 or 2%
Flood Limit is $5,000,000 with a $50,000 deductible
Earthquake Limit is $5,000,000 with a $50,000 deductible
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 9 of 39
GENERAL LIABILITY INSURANCE
A. BACKGROUND INFORMATION
1. All coverage in Section "B" must be included. Please contact Purchasing Agent at
sqarza(a�westlake-tx.orq for loss runs.
2. Estimated student count is 880. Grades K-8: 555 Grades 9-12: 325
3. Estimated number of full-time equivalent employees is 108. Total employees (including substitute
teachers) is approximately 165.
4. Sports programs include: Football, basketball, volleyball, baseball, softball, track, cross country
track, tennis, golf, softball, cheerleading, and soccer.
B. Insurance coverage should include the following:
1. Incidental medical malpractice coverage for registered nurses administering first aid, dispensing
prescribed medications, and maintaining students' health immunization records.
2. Coverage for the negligent act, error or omission of the Academy and/or its employees relative to
the administration of employment practices and employee benefit programs.
3. Coverage is to include premises liability.
4. Persons to be covered are to include the Academy, school board members, employees, student
teachers, school volunteers, or any authorized agent as designated by the Academy.
5 If coinsurance is quoted as an alternative to deductible, please list this figure separately.
6. Include a listing of coverage extensions, endorsements and exclusions.
7. If EPLI, EBLI, ELLI, and D&O coverage is not automatically included, please provide separate
quote(s). These are required components of the liability coverage policy.
Per Occurrence Aqqreqate Deductible
General Liability $ 1,000,000 $ 2,000,000 $0
Products/Completed Operations $ 1,000,000 $ 2,000,000 $0
Personal &Advertising Injury $ 1,000,000 $ 1,000,000 $0
Damage to Rented Premises $ 1,000,000 $ 1,000,000 $0
Medical Expenses $ 10,000 $0
Employee Benefits Liability $ 1,000,000 $ 3,000,000 $1,000
Abuse & Misconduct Liability** $ 1,000,000 $ 1,000,000 $0
Educators Legal Liability* ** $ 1,000,000 $ 2,000,000 $10,000
Professional Liability—D&O* ** $ 1,000,000 $ 2,000,000 $10,000
Employment Practices Liability*** $ 1,000,000 $ 1,000,000 $10,000
* Retention shown as Deductible
** Retroactive Date 8/31/11
C. Quoted Coverage Provisions
1. Coverage Detail Per Occurrence Aqqreqate Deductible
General Liability �1 nnn,nnn �� �
Products/Completed Operations �1,000 000 �2ggg;gg� Q��
Personal &Advertising Injury $1,000,000 � � n____, nn nnn �n
Damage to Rented Premises $1,000,000 � 1,ppp,non �n
Medical Expenses �1n,nnn �n
Employee Benefits Liability $1.000.000 $ 3,000,000 �1.000
Abuse & Misconduct Liability $1,000,000 $ 1,000,000 $p
Professional Liability—D&O $1,000,000 $ 2,000,000 $10.000
Educators Legal Liability $1,000,000 $ 2,000,000 $10,000
Employment Practices Liability $1,000,000 $ 1,000,000 $10,000
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 10 of 39
2. Please respond to the following questions as they relate to the Professional Legal Liability coverage
proposed. Please specify if there are any SUB-LIMITS, otherwise it will be assumed full policy limits
are available:
a. Who are the "covered persons" or"named insureds?"
b. Is Prior Acts coverage provided? If so, what is the retroactive date?
c. Is corporal punishment/student discipline covered?
d. Describe the terms available for"Extended Reporting/Discovery Period" coverage available
when either the insured or insurer cancels or non-renews? How long is the reporting period and
what is the cost?
e. Does the policy cover non-pecuniary relief? If so, are there any sub-limits for either defense
costs or damages? If sub-limits apply, please stipulate.
f. Are board members/employees covered as they serve on other boards within the course and
scope of their employment (i.e., would coverage extend to a superintendent as he/she served on
a Special Education Cooperative)?
g. Are claims alleging discrimination covered (e.g., 1983 Civil Rights violation)? If so, what is the
Limit of Liability?
h. Is sexual misconduct (i.e., harassment), sexual abuse and molestation covered? If so, are there
sub-limits?
i. Does the coverage pay on behalf of or indemnify?
j. Are defense costs within limits or in addition to?
k. Please explain the notice of claim provision and what constitutes a "demand."
D. Quotation (Must include all coverages and limits from Section A)
1. General Liability, EPLI, EBLI, ELLI and D&O Quote—(Attach complete coverage information)Annual
Premium (Period 09/01/2021 to 08/31/2022): $ 15,497
2. Alternate General Liability, EPLI, EBLI, EELI, and D&O Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $
DI. INSURANCE COMPANY/RISK POOL INFORMATION
Name of Company: Utica National Insurance
A XIII
A. M. Best Rating/Size:
Insurance Company: 0 Yes ❑ No Risk Pool: ❑ Yes ❑ No
For Alternate Quote(s):
Name of Company:
A. M. Best Rating/Size:
Insurance Company: ❑ Yes ❑ No Risk Pool: ❑ Yes ❑ No
F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION:
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page I1 of 39
Automobile & Physical Damage Insurance
A. BACKGROUND INFORMATION
1. Please contact Purchasing Agent at sgarza westlake-tx.orq for loss runs.
2. Current list of vehicles: 2006 Chevrolet Girardin Bus— 18 passengers
2010 Chevrolet Spartans Bus—20 passengers
2018 Blue Bird Bus—77 passengers
2020 Blue Bird Bus—77 passengers
4. All drivers have proper class endorsements and driving histories are reviewed annually.
B. Insurance coverage is to include the following:
1. Liability Limits &Coverage Desired: Auto Liability must be as follows:
Limit Per Deductible
Bodily Injury& Property Damage $ 1,000,000 Accident $ 1,000
Personal Injury Protection $ 2,500 Person $ 0
Uninsured Motorist $ 1,000,000 Accident $ 0
Underinsured Motorist $ 1,000,000 Accident $ 0
Physical Damage Coverage
Comprehensive ACV/Repair Loss $ 1,000
Vandalism ACV/Repair Loss $ 0
Collision $ 1,000,000 Accident $ 1,000
2. Basis of Recovery is to be full repair cost or actual cash value, where applicable.
3. Hired auto and non-owned auto is to be included.
4. Include a listing of additional coverages, extensions, and exclusions.
C. Quoted Coverage Provisions
1. Coverage Detail Per Occurrence Aqqreqate Deductible
Bodily Injury& Property Damage $ 1.000.000 Accident $ 1.000
Personal Injury Protection $ 2,500 PPrcnn �n
Uninsured Motorist $ 1,000,000 Ac:c:idPnt � n
Underinsured Motorist $ 1,000,000 Accident $ 0
Medical Expenses
Physical Damage Coverage
Comprehensive Physical Damage ACV/Repair Loss $ 1,000
Vandalism ACV/Repair Loss �
Collision $ 1,000,000 Accident $ 1,000
2. Does coverage include automatic coverage for substitute or newly acquired vehicles? �Yes ❑ No
If yes, please describe:
D. Quotation
1. Automobile Insurance Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $ 5,394
2. Alternate Automobile Insurance Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 12 of 39
E. INSURANCE COMPANY/RISK POOL INFORMATION
Utica National
Name of Company:
A. M. Best Rating/Size: A XI I I
Insurance Company: � Yes ❑ No Risk Pool: ❑ Yes ❑ No
For Alternate Quote(s):
Name of Company:
A. M. Best Rating/Size:
Insurance Company: ❑ Yes ❑ No Risk Pool: ❑ Yes ❑ No
F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION:
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 13 of 39
Umbrella/Excess Liability Insurance
A. BACKGROUND INFORMATION
1. No claims since inception of coverage in 2003.
2. Coverage is to be in excess of all Liability limits.
B. Insurance coverage is to include the following:
1. Liability Limits & Coverage:
Limit Per Aqqreqate
General Liability $ 5,000,000 Occurrence $ 5,000,000
Personal &Advertising Injury $ 5,000,000 Person/Org. $ 5,000,000
Wrongful Acts—Claims Made Basis $1,000,000 Occurrence $ 1,000,000
Aggregate Limit $ 5,000,000
Self-Insured Retention - $10,000
2. Include a listing of additional coverages and coverage extensions.
3. Include a listing of exclusions.
C. Quoted Coverage Provisions
1. Coverage Detail Limit Per Aqqreqate
General Liability � 5,000,00 (�r.r.i�rrPnc:P $ 5,OO�,n�n
Personal &Advertising Injury � 5,000,00 Person/Org. $ 5,000,000
Wrongful Acts—Claims Made Basis $1,000.000 Occurrence $ 1,000.000
Aggregate Limit $ 5,000,000
Self-Insured Retention
2. Is prior acts coverage provided? ❑ Yes ❑ No
If yes, please give effective date(s)and explanation.
D. Quotation
1. Umbrella Insurance Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $ 7,505
2. Alternate Umbrella Insurance Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $
E. INSURANCE COMPANY/RISK POOL INFORMATION
Utica National Insurance Company
Name of Company:
A. M. Best Rating/Size: A XI I I
Insurance Company: ❑X Yes ❑ No Risk Pool: ❑ Yes ❑ No
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 14 of 39
For Alternate Quote(s):
Name of Company:
A. M. Best Rating/Size:
Insurance Company: ❑ Yes ❑ No Risk Pool: ❑ Yes ❑ No
F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION:
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page I S of 39
Crime Insurance
A. BACKGROUND INFORMATION
1. No claims since inception of coverage in 2003.
2. Copy of current policy declaration schedule is attached.
B. Insurance coverage is to include the following:
1. Crime Limits &Coverage Desired:
Sinqle Loss Limit Retention
Employee Theft $ 250,000 $ 2,500
ERISA Fidelity $ 250,000 $ 0
Forgery or Alteration $ 250,000 $ 2,500
On Premises $ 250,000 $ 2,500
In Transit $ 250,000 $ 2,500
Money Orders/Counterfeit $ 250,000 $ 2,500
Computer Fraud $ 250,000 $ 2,500
Program/Restoration Expense $ 100,000 $ 2,500
Funds Transfer Fraud $ 250,000 $ 2,500
Claim Expense $ 5,000 $ 0
2. Include a listing of additional coverages and coverage extensions.
3. Include a listing of exclusions.
C. Quoted Coverage Provisions
1. Coverage Detail Sinqle Loss Limit Retention
Employee Theft �250,000 � 2,500
ERISA Fidelity $250 000 $ 0
Forgery or Alteration $250,000 $ 2 500
On Premises $ 250.000 $ 2.500
In Transit $ 250,000 $ 2.500
Money Orders/Counterfeit $ 250,000 $2,500
Computer Fraud $ 250,000 $ 2,500
Program/Restoration Expense $ 100,000 $ 2,500
Funds Transfer Fraud $ 250,000 $ 2,500
Claim Expense $ 5,000 $ 0
D. Quotation
1. Crime Insurance Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $ 2,850
2. Alternate Crime Insurance Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $
E. INSURANCE COMPANY/RISK POOL INFORMATION
Name of Company: Travelers Casualty and Surety Company of America
A XV
A. M. Best Rating/Size:
Insurance Company:�7 Yes ❑ No Risk Pool: ❑ Yes ❑ No
Westlake Academy-FY 21/22 Comprehensive Insurance RFP Page 16 of 39
For Alternate Quote(s):
Name of Company:
A. M. Best Rating/Size:
Insurance Company: ❑ Yes ❑ No Risk Pool: ❑ Yes ❑ No
F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION:
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 17 of 39
Workers Compensation Insurance
A. BACKGROUND INFORMATION
1. Please contact Purchasing Agent at sgarza@westlake-tx.org for loss runs.
2. Experience Modifier is currently 0.67.
3. Estimated FY 21-22 payroll schedule is below.
4. Estimated number of regular employees is 108 (excluding substitute teachers & part-time coaches.)
B. Insurance coverage is to include the following:
1. Workers Compensation Limits & Coverage Desired:
Limit Per
Bodily Injury by Accident $ 1,000,000 Accident
Bodily Injury by Disease $ 1,000,000 Policy Limit
Bodily Injury by Disease $ 1,000,000 Employee
2. Estimated FY 21-22 payroll is as follows:
Pavroll Code Annual Amount Emplovees
8868 $ 5,800,000 97 (does not include substitute teachers)
8810 $ 328,000 6
9101 $ 280,400 5
Total Estimated Payroll: $6,408,400 108
3. Please include "Others States Coverage"where applicable, as an additional endorsement.
4. Please include "Terrorism Risk" as an additional endorsement.
5. Include a listing of additional coverage, extensions, and exclusions.
6. Include a Blanket Waiver of Subrogation.
C. Quoted Coverage Provisions
1. Does coverage utilize a specific provider network? ❑ Yes ❑ No
If yes, please provide details.
CI. Quotation
1. Workers Compensation Insurance Quote (Attach complete coverage information)
Annual Premium (09/01/2021 to 08/31/2022): $ 18,492
2. Alternate Workers Compensation Insurance Quote (Attach complete coverage information)
Annual Premium (09/01/2021 to 08/31/2022): $
CII. INSURANCE COMPANY/RISK POOL INFORMATION
Name of Company: Accident Fund Insurance Company
A. M. Best Rating/Size: A XIII
Insurance Company: � Yes ❑ No Risk Pool: ❑ Yes ❑ No
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 18 of 39
For Alternate Quote(s):
Name of Company:
A. M. Best Rating/Size:
Insurance Company: ❑ Yes ❑ No Risk Pool: ❑ Yes ❑ No
F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION:
Enrolled In Accident Fund's national dividend plan
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 19 of 39
International Travel Liability Insurance
A. BACKGROUND INFORMATION
1. No claims since inception of coverage in 2015.
2. Coverage is for employees engaged in overseas travel, and no countries excluded.
3. Coverage should include Medical Assistance, Personal Assistance, and Travel Assistance for
employees and students, based on 50 participants per year.
B. Desired Insurance coverage is to include the following:
1. Benefits Limit Per Aqqreqate
Medical Expense Limit $ 50,000 Person $ 50,000
Dental Treatment $ 250 Tooth $ 500
Room and Board Average semi-private room rate
ICU Room and Board Charges Twice the semi-private room rate
Treatment of Pregnancy Treated as any other medical condition
Preexisting Conditions Treated as any other medical condition
Chiropractic Care $ 35 Visit $ 350
Emergency Medical Evacuation 100% Expenses
Repatriation of Remains 100% Expenses
Chaperone Replacement $ 2,000
Accidental Death & Dismemberment $ 10,000 Student
Accidental Death & Dismemberment $ 50,000 Faculty
Kidnap/Ransom $ 100,000 Event $ 100,000
Aggregate Limit $ 250,000 Benefit Max
2. All coverage is $0 deductible with 100% coinsurance.
3. Include a listing of additional coverages, coverage extensions, and AD&D schedule.
4. Include a listing of exclusions.
C. Quoted Coverage Provisions
1. Coverage Detail
Limit Per Aqqreqate
Medical Expense Limit $ 50,000 Person $ 50,000
Dental Treatment $ 250 Tooth $ 500
Room and Board Average Semi Private Room rate
ICU Room and Board Charges Twice the semi-private room rate
Treatment of Pregnancy Treated as any other medical condition
Preexisting Conditions Treated as any other medical condition
Chiropractic Care $ 35 Visit $ 350
Emergency Medical Evacuation 100°/o Expenses
Repatriation of Remains 100% Expenses
Chaperone Replacement $ 2,000
Accidental Death & Dismemberment $ 10,000 Student
Accidental Death & Dismemberment $ 50,000 Faculty
Kidnap/Ransom $ 100,000 Event $ 100,000
Aggregate Limit $ 250,000 Benefit Max
2. Does coverage include evacuation/repatriation? �7 Yes ❑ No
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 20 of 39
D. Quotation
1. International Travel Insurance Quote (Attach complete coverage information)
Annual Premium (09/01/2020 to 08/31/2021): $ �2,000
2. Alternate International Travel Insurance Quote (Attach complete coverage information)
Annual Premium (09/01/2020 to 08/31/2021): $
E. INSURANCE COMPANY/RISK POOL INFORMATION
CHUBB
Name of Company:
A. M. Best Rating/Size: AXV
Insurance Company:�] Yes ❑ No Risk Pool: ❑ Yes ❑ No
For Alternate Quote(s):
Name of Company:
A. M. Best Rating/Size:
Insurance Company: ❑ Yes ❑ No Risk Pool: ❑ Yes ❑ No
F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION:
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 21 of 39
Student Accident Insurance
A. BACKGROUND INFORMATION
1. Coverage is for all K-12 students participating in school sponsored activities, including sports.
Liability waivers are obtained on all participants in sports programs.
2. Estimated Student Enrollment Count: 885 Grades K-8: 560 Grades 9-12: 325
3. Estimated Sports Participation is as follows:
Football (grades 9-10): 35 Football (grades 11-12): 26
All other sports (grades 9-10): 170 All other sports (grades 11-12): 180
4. Batting cages or trampolines are not within the scope of the program.
B. Insurance coverage is to include the following:
1. Liability Limits & Coverage:
Limit Deductible
Accident Medical Expense $ 25,000 $ 0
Accidental Death Benefit $ 15,000 $ 0
Accidental Dismemberment $ 50,000 $ 0
AD&D Aggregate Limit $ 500,000
2. Include a table of benefit amounts & percentages for covered medical expenses.
3. Include a listing of additional coverages, coverage extensions, exclusions, and AD&D schedule.
C. Quoted Coverage Provisions
1. Coverage Detail:
Limit Deductible
Accident Medical Expense
Accidental Death Benefit $ 25,000 $ 0
$ 15,000 $ 0
Accidental Dismemberment $ 50,000 $ 0
AD&D Aggregate Limit $ 500,000
2. Is arranged transportation included, prior, during, and after sponsored events?: � Yes ❑ No
If yes, please give effective date(s)and explanation.
D. Quotation
1. Student Accident Insurance Quote (Attach complete coverage information)
5,943
Annual Premium (Period 09/01/2021 to 08/31/2022): $
2. Alternate Student Accident Insurance Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 22 of 39
E. INSURANCE COMPANY/RISK POOL INFORMATION
Name of Company: Philadelphia lnsurance Company
A XV
A. M. Best Rating/Size:
Insurance Company: � Yes ❑ No Risk Pool: ❑ Yes ❑ No
For Alternate Quote(s):
Name of Company:
A. M. Best Rating/Size:
Insurance Company: ❑ Yes ❑ No Risk Pool: ❑ Yes ❑ No
F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION:
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 23 of 38
Cyber Risk Liability (optional)
A. BACKGROUND INFORMATION
1. Coverage is intended to supplement Cyber Liability Coverage(s)that are contained within other
policies quoted, or offer additional coverage excluded within those policies.
2. This should be offered as a stand-alone policy which may be accepted or rejected by Westlake
Academy, without affecting the pricing of other policies.
3. Coverage should include the following or the most equivalent limits and deductible available:
B. Insurance coverage is to include the following:
1. Liability Limits &Coverage:
Limit Deductible
Liability Coverages
Networks and information security $ 1,000,000 $10,000
Communications and media $ 1,000,000 $10,000
Regulatory defense expenses $ 500,000 $10,000
1 St Party coverage
Crisis Management event expenses $ 500,000 $10,000
Security Breach remediation and $ 500,000 $10,000
notification expenses
E-commerce extortion $ 500,000 $10,000
Business interruption and additional $ 500,000 24 Hours
Expenses
2. Include coverage descriptions of each insuring agreement
3. Include a listing of additional coverages, coverage extensions, and exclusions.
C. Quoted Coverage Provisions
1. Coverage Detail:
Limit Deductible
Liability Coverages
Networks and information security $ 1,000,000 $10,000
Communications and media $ 1,000,000 $10,000
Regulatory defense expenses $ 500,000 $10,000
1 St Party coverage
Crisis Management event expenses $ 500,000 $10,000
Security Breach remediation and $ 500,000 $10,000
notification expenses
E-commerce extortion $ 500,000 $10,000
Business interruption and additional $ 500.000 24 Hours
expenses
D. Quotation
1. Cyber liability Insurance Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $ Included in General Liability Pricing
2. Alternate Cyber liability Insurance Quote (Attach complete coverage information)
Annual Premium (Period 09/01/2021 to 08/31/2022): $
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 24 of 39
E. INSURANCE COMPANY/RISK POOL INFORMATION
Name of Company: Utica National Insurance
A XIII
A. M. Best Rating/Size:
Insurance Company: � Yes ❑ No Risk Pool: ❑ Yes ❑ No
For Alternate Quote(s):
Name of Company:
A. M. Best Rating/Size:
Insurance Company: ❑ Yes ❑ No Risk Pool: ❑ Yes ❑ No
F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION:
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 25 of 39
PROPOSAL SUBMITTAL FORMAT
Quotations should be clearly labeled, using the format below. Proposals using an alternate format should
have all quotes clearly labeled by policy type, and include policy limits, details, and cost. All submissions
must include the completed forms below.
1 —Completed Questionnaire
2- Property Insurance, Fire and Extended Equipment Coverage Quote
3- General Liability Quote (including D&O, EPLI, EBLI and ELLI coverage)
4-Automobile Liability& Physical Damage Quote
5- Umbrella Liability Insurance Quote
6- Crime Insurance Quote
7—Workers Compensation Insurance Quote
8— International Travel Insurance Quote
9—Student Accident Insurance Quote
10—Cyber Liability& Cyber Security Insurance Quote
11 -AgenYs Current License, Copy of E&O Insurance Certificate
12 - Completed and signed Felony Conviction Notice Form
13- Completed and signed Non-Collusion Certification Form
14- Completed and signed Conflict of Interest Questionnaire Form
15-Completed and signed W-9 Form
16 -Completed and signed Form 2270
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 26 of 39
Exhibit "A" - Propertv Schedule
1. All buildings are located on 2600 JT Ottinger Road, Westlake TX, 76262. Blanket coverage
is required for buildings and contents.
Buildinq Sq. Footaqe Valuation Roof Tvpe
#1 15,600 12,775,000 100% concrete tile
#2: 20,000 9,120,800 100% concrete tile
#3 11,200 5,500,000 100% concrete tile
#4: 8,400 5,908,000 80% concrete tile, 20%flat membrane
#5: 1,500 60,000 Portable
#6: 1,500 60,000 Portable
#7: 1,500 60,000 Portable
#8: 10,853 3,036,800 75% seam metal, 25%flat membrane
#9: 9,698 3,675,000 25% concrete tile, 75%flat membrane
#10: 19,820 6,130,000 75°/o seam metal, 25%flat membrane
#11: 1,500 60,000 Portable
#12: 1,500 60,000 Portable
#13: 1,500 60,000 Portable
Property (Blanket) Limits: $46,505,600
2. Contents: $4,860,000
3. Business Income
and Extra Expense: $485,000
4. Total Property Limits $51,849,600
Westlake Academy—FY 21/22 Comprehensive Insurance RFP Page 27 of 39
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General Lines Agency
Life, Accident, Health and HMO, Property and Casualty
BOX INSURANCE AGENCY INC
1200 SOUTH MAIN ST STE 1600
GRAPEVINE, TX 76051
is authorized to transact business as described above
License No: 8774 Issue Date: 03-07-2000 Expiration Date: 03-07-2022
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THIS IS TO CERTIFY THAT - �4 � General Lines Agency
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BOX INSURANCE AGENCY INC Property and Casualty
1200 SOUTH MAIN ST STE 1600,GRAPEVINE,TX 76051
Issue Date:03-07-2000 Expiration Date:03-07-2022
LICENSE NUMBER:8774
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l�� DATE(MMIDDIYYYY)
ACORL7� 02-25-2021
�--� CERTIFICATE OF LIABILITY INSURANCE
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS
CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR
PRODUCER AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed.If SUBROGATION IS WAIVED,subject to the terms
and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in
lieu of such endorsement s .
PRODUCER CONTACT
Professional Insurance Agents of Texas NAME:
C/o Cindy Cicack,16515 Pilgrims Circle PHONE Fa,x
Spring,TX 77379 (A/C.No.Ext): (A/C,No�:
E-MAIL
ADDRESS:
INSURER(S)AFFORDING COVERAGE NAIC#
INSURER A:Utica Mutual Insurance Company
INSURED INSURER B:
Box Bonding Agency LLC dba Box Insurance Agency INSURER C:
1200 S.Main Street,Suite 1600 INSURER D:
Grapevine,TX 76051 INSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.
NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE
ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR TYPE OF INSURANCE ADDL SUBR pOLICY NUMBER POLICY EFF POLICY EXP LIMITS
WV M MMIDDIYYYY
COMMERCIAL GENERAL LIABILITY $
EACH OCCURRENCE
MED EXP(Any one person) $
❑ CLAIMS MADE ❑ OCCUR DAMAGE TO RENTED $
PERSONAL &ADV INJURY $
GEN'L AGGREGATE LIMIT APPLIES PER: General Aggregate $
❑ POLICY ❑ PROJECT ❑ LOC PRODUCTS-COMP/OP AGG $
❑ Other: $
COMBINED SINGLE LIMIT $
AUTOMOBILE LIABILITY (Ea accident)
❑ ANY AUTO BODILY INJURY (Per person) $
❑ ALL OWNED ❑ SCHEDULED BODILY INJURY (Per accident) $
AUTOS AUTOS
❑ HIRED AUTOS ❑ NON-OWNED PROPERTY DAMAGE $
AUTOS (Per accident)
❑ UMBRELLA LIAB ❑ OCCUR EACH OCCURRENCE $
❑ EXCESS LIAB ❑ CLAIMS-MADE AGGREGATE $
❑ DED ❑ RETENTION$
$
WORKERS COMPENSATION AND � PER � OTH-
EMPLOYERS'LIABILITY STATUTE ER
ANY PROPRIETOR/PARTNER/ Y/N E.L.EACH ACCIDENT $
EXECUTIVE OFFICER/MEMBER ❑ N�A E.L.DISEASE-EA EMPLOYEE $
EXCLUDED?
(Mandatory in NH) E.L.DISEASE-POLICY LIMIT $
If yes,describe under DESCRIPTION OF
OPERATIONS below
A OTHER EACH LOSS$10,000,000
AGENTS&BROKERS 5330160E0 02-18-2021 02-18-2022 AGGREGATE$11,000,000
ERRORS&OMISSIONS
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(Attach ACORD 107,Additional Remarks Schedule,if more space is required)
DEDUCTIBLE:$25,000.00 EACH LOSS:$75,000.00 AGGREGATE:(LOSS AND LITIGATION)
Named Insureds also include the following-Box Professional Liability Insurance Agency LLC
Box Home and Auto LLC,Box Insurance Agency Inc, Box Bonding Agency LLC
CERTIFICATE HOLDER CANCELLATION
Box Bonding Agency LLC SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
dba Box Insurance Agency DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
1200 S.Main Street,Suite 1600
Grapevin�TX 76051
AUTHORIZED REPRESENTATIVE
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O 1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD
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Town of Westlake Westlake Academy
Human Resources Department
FELONY CONVICTION NOTICE
State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History,
Subsection (a), states "a person or business entity that enters into a contract with a school district
must give advance notice to the district if the person or an owner or operator of the business entity has
been convicted of a felony. The notice must include a general description of the conduct resulting in
the conviction of a felony.
Subsection (b) states "a school district may terminate a contract with a person or business entity if the
district determines that the person or business entity failed to give notice as required by Subsection (a)
or misrepresented the conduct resulting in the conviction. The district must compensate the person or
business entity for the services performed before the termination of contract."
THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION
I, the undersigned agent for the firm named below, certify that the information concerning notification
of felony has been reviewed by me and the following information furnished is true to the best of my
knowledge.
VENDOR'S NAME: Box Bonding Agency, LLC, DBA Box Insurance Agency
AUTHORIZED COMPANY OFFICIAL'S NAME (PRINTED) Adam Syswerda
Please check all that apply:
❑ My firm is publicly-held corporation, therefore, this reporting requirement is not applicable.
0 My firm is neither owned nor operated by anyone who has been convicted of a felony:
� My firm is owned or operated by the following individual(s)who has/have been convicted of a
felony:
Name:
Details of Conviction(s):
/�' 8/7/2020
Contractor/Company Official Signature Date
1500 Solana Blvd, Bldg. 7, Suite#7200 �Westlake,Texas 76262
Metro: 817-490-5711 ♦ Fax: 817-430-1812 ♦w�vw.westlakeacademy.org
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Town of Westlake Westlake Academy
Human Resources Department
NON-COLLUSION STATEMENT
The undersigned Proposer, by signing and executing this proposal, certifies and represents to
the Town of Westlake and Westlake Academy that Proposer has not offered, conferred or
agreed to confer any pecuniary benefit, as defined by Section 1.07 (a)(6) of the Texas Penal
Code, or any other thing of value, as consideration for the receipt of information or any special
treatment or advantage relating to this proposal; the Proposer also certifies and represents that
Proposer has not offered, conferred or agreed to confer any pecuniary benefit or other things of
value as consideration for the recipient's decision, opinion, recommendation, vote or other
exercise of discretion concerning this proposal; the Proposer certifies and represents that
Proposer has neither coerced nor attempted to influence the exercise of discretion by any
officer, trustee, agent or employee of the Town of Westlake and Westlake Academy concerning
this proposal on the basis of any consideration not authorized by law; the
Proposer also certifies and represents that Proposer has not received any information not
available to other proposers so as to give the undersigned a preferential advantage with
respect to this proposal; the Proposer further certifies and represents that Proposer has not
violated any state, federal or local law, regulation or ordinance relating to bribery, improper
influence, collusion or the like and that Proposer will not in the future, offer, confer, or agree to
confer any pecuniary benefit or other thing of value of any officer, trustee, agent or employee of
the Town of Westlake and Westlake Academy in return for the person having exercised the
person's official discretion, power or duty with respect to this proposal; the Proposer certifies
and represents that it has not now and will not in the future offer, confer, or agree to confer a
pecuniary benefit or other thing of value to any office, trustee, agent or employee of the Town
of Westlake and Westlake Academy in connection with information regarding this proposal, the
submission of this proposal, the award of this proposal or the performance, delivery or sale
pursuant to this proposal.
Firm Name: Box Bonding Agency, LLC, DBA Box Insurance Agency
Address: 1200 S. Main St. Suite 1600
City/State/Zip: Grapevine, TX 76051
817-865-1806 817-424-1404
Phone: Fax:
Name of Representative(s): Adam Syswerda
Signature of Representative(s):
Date: $�7�2020
1500 Solana Blvd., Bldg 7, Suite#7200 •Westlake,Texas 76262
Metro: 817-490-5711 • Fax: 817-430-1812 ��wvw.westlakeacademy.org
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. OFFICEUSEONLY
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who Date Received
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code.An
offense under this section is a misdemeanor.
1 Name of vendor who has a business relationship with local governmental entity.
Box Bonding LLC, DBA Box Insurance Agency
2
� Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
3 Name of local government officer about whom the information is being disclosed.
Name of Officer
4 Describe each employment or other business relationship with the local government officer, or a family member of the
officer,as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
� Yes � No
B. Is the vendor receiving or likely to receive taxable income,other than investment income,from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
� Yes X� No
5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
6
❑ Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
7
8/7/2020
Signature of vendor doin business with the governmental entity Date
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Acomplete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/
Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.
Local Government Code§176.001(1-a):"Business relationship"means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal,state,or local governmental entity or an
agency of a federal,state,or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public; or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by, and reporting to,that agency.
Local Government Code§176.003(a)(2)(A)and(B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
*�*
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income, other than investment income, that exceeds $2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than$100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code§ 176.006(a)and (a-1)
(a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity, or a family member of the
officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any
gift described by Section 176.003(a-1);or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity; or
(B) submits to the local governmental entity an application,response to a request for proposals
or bids, correspondence, or another writing related to a potential contract with the local
governmental entity;or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer, or a
family member of the officer,described by Subsection (a);
(B) that the vendor has given one or more gifts described by Subsection (a);or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015
�a�� W"� Reque�t �or Taxpayer ����a�ta�ne
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Q- Ghec:k sa�src>priate�ax#�r iad�xai t�ciassifir,a�ion:
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ta avoid��cku��xithholditlg.For individuals,thfs is your st�cial se�urity nurnber{�5N).Hc�urever,for� � _� �
re&ident alien,�sols�ropfeiar,pr disregarded eniitv,see the P&rt 1 lnstru�iion�an p�ge 3.For nther
enti4ies,it is your em�Eoyer ldentiflpation nurrrber(EfP1�.If yo!a do rwt hays a number,,�ee Now to gmt a
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�,umber to enier.
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� Cert�fication - -
Undgr penaltles of per�ury,t c�rt+fy that:
h, The number showri dn this tarm is rny��rreca!taxp�yer ideniificatian number(or!am vrait#ng f�r�rtumb�r to be issued ta me),and
2. I am rtat su�jecC to backup Yri±hhoiding i�scause:(,a)1 am exempt from backu�va�ithhoklin�,or�b)t have not been notified�y the Internaf Rsvenue
Service{!RS)tha±I am subject to bac€:up withholding as a resuft of a failWre to report all ir�tereat crr dividends,ar sc)the fR�r,as noti�ed me ti�et I am
no€artger subjecY ts backup wiE;�holdin�,and
3. 1 am a U.S.citlzer�ar other U.S.person(defined b�lvwj.
C�rtlflcatFan instructior�s.You must cross out'rte°r^2 above if you have been notifi��by the lR�u tF�at you are currentiy subject to bae(:up withholding
beca�ase you have fai[ed to report eii in'terest and dE ridends o�yoUr tax return.�or real estate transactiQns,item 2 does not apply.i-vr morfgage
interest�aid,acquisition+�r abanrlanment n€ cured�roperty,canceltation cf debt,cDn#ributions to an indivfdual retirement�rracigemecrt((RA},�nd
�en$raliy, pa}°ments ather � ntiere d di idends,you are r.cst requi;e�to sign tne certificarinn,but you must prvvide your correct TI�1,Ses the
instructions on pags 4.
Sl�f! Sigrr�ture af L 11 "f �
Hafe u,s.person► aatea
Gen�ra# Instru�tions _ _ n�ot�.If a requestar givEs you a fiorrn atherthan Form UV-9 to request
�#ion refgrerteas are to the intarna)Revenue Gnde unless otherwise Your Tl;�,yo�f must use the requastet''s fpCtn if it is st�bst�rstially slmil�r
to thi��orm W-9.
noted. �kefinitian af a 43.5,�erson,For fed�ra#t�x pu�pose�,You�re
purpose of Form oonsid�r�ci�U,S,person if ynu are:
A person wha 1a requirad fo fi(e an intorrnatian return with the iRS rnust '��nd'eridual av"sxi is a U.5.cit�,en ar l�.S.resid�nt alien,
obta9n�aur correct taxpayer identfficatiqn numbar{TIN)ta rep�rt,for �A partnership,cor�oratinn,camp�roy,ar associatiarr created ar
exampla,income pai�tfl you,real esta[e transactians,mortgage(nterest c�rgnnized in the United States or under the laws c�f the United States,
you paid,acq�.daition or a�andanment of�ecuro�l property, ca[gce(tatic�n .p��s:ate{oit��r thar�a foretqn estats),or
of debt,�r co�stri�utior�you made to an 1R�. .A domesti�trust{�s d�fined in Rsgulations sectian 9�1.77C}i-'r).
Lise Form W-�oNy if yaz are a U.�.pers4n(inciuding a rasidertt
alien),to�arovide your correct 71N to the person requesting it(the �PQ�����fes for partne�ship8�Partn�rGhips that conduct a trade or
request��}and,when a�splicable,to: business in fh�Unit�d 5tates�re ganer�lty required ta�0y a withholdi�g
tax nn ar.y for�ign partne.rs'Shara of income frnm sueh buc�ness.
1.Certify thai the 71�� yau are giving is correct(or you ar�tNaiting for a ����yer,in cer±a;n c�ses where�Form W-9 has not been receiv�d,a
nur�ber to i�s lssued), paTtnership i5 requ3red to prest�me fhat�partner is�foreign person,
2.Certify that you�re ns�t sutr}eci to backup.vfthholding, or and pay the wit17f7olding tax.Therefore,if yQu arP�x U.S.person that is a
3.�1aim exempti�n from hackup w:thMolding if yau are a U.S.exempt P��ner in a p�rtriers�ia candu�Ying atrrdeor business ir tt�e UniCad
payee.If applicable,yau are alsa certifying that as a LF.S. oerson,your �tates,pr�vide F�+rrrs W-9 to the partn�rshi�fo eGtablish your tJ.S.
alloc�br�ahare*f any partnership tncom�firom a tJ.B. tra�ie or bt�siness status and avgic!wi±hh�l�inc�on y��;r share of partnership incoma.
is not aubject ta ir�e withholding tax an foreigrr Narxnsrs'share o�
�tfectiuel cor�nected incoms.
Cst.Ne�.i�237x Form�-�(Rets 1�-2013j
VERIFICATION REOUIRED BY TEXAS GOVERNMENT CODE CHAPTER 2270
By signing below, the signatory hereby verifies that the firm it represents:
1. Does not boycott Israel; and,
2. Will not boycott Israel during the term of the contract.
SIGNED BY:
Print Name & Title• Adam Sys�da,Vice President
Firm Name:
Box Insurance Agency
7/29/2021
Date Signed: �
NOTARIZATION
THE STATE OF�� �
)
COUNTY OF �R�,.� )
BEFORE ME, the undersigned notary pubTic on this day personally appeared
,on behalf of L��,,S�,������ (Company),who,being duly
sworn, stat under oath that he/she has read the foregoing verification re ired by Texas Government Code
Section 2270.002 and said statements contained therein are true and correct.
'°"'° S� q BSCRIBED before me on the�G�day of �,,,�Q,�, ,2021.
�°�1��'k' NOTARY PUBUC � �
• ' STATE OF TEXAS �'���� �� �_-�_
j''�oFt�+•" MY COMM.EXP.02/14/25 NOTARY PUBLI�
NOTARY ID 174695-3
FOR THE STATE OF��,�G s
The following definitions apply to Texas Government Code Section 2270.001:
(1) "Boycott Israel" means refusing to deal with, terminating business activities with, or
otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial
relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled
territory, but does not include an action made for ordinary business purposes; and
(2) "Company" means a for-profit sole proprietorship,organization,association,corporation,
partnership, joint venture, limited partnership, limited liability partnership, or limited liability company,
including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those
entities or business associations that exists to make a profit.
State 1aw requires any firm entering into an agreement or contract with the Authority to complete the
foregoing verification. TEx. GOV'T CODE § 2270.002.
Page 38 of 39
I 1 ' I I • '
Westlake Academy
Presented by:
Underwriter
Andy Clark
CRU M $� F�RSTER��
.. - � ir:��.. .,
F1na�al 9�ertgth
M BEST
_ A FsceNrnt
A. M. Best Rated A(Excellent)
Confidentiality notice:
The information contained in this Quote Proposal is confidential and may be privileged and protected from disclosure. If the reader
of this Quote Proposal is not the intended recipient,or an employee or agent responsible for delivering this message to the
intended recipient,you are hereby notified that it is strictly prohibited(a)to disseminate,distribute or copy this communication or
any of the information contained in it,or(b)to take any action based on the information in it. If you have received this
communication in error, please notify us immediately by replying to this message and deleting it from your computer.
Electronic policy delivery notice:
This quote is conditioned upon the Insured's consent to receive electronic copies of policies,change endorsements, notices,and
related materials(other than those that are subject to statuses or regulations specifically prescribing methods of delivery other than
electronic delivery). By accepting this quote on behalf of the applicant/insured you acknowledge that you have received authority
from the applicant/insured to accept this condition.
���� � �����G�
�mmertiia�Ositpu#Pragrarn
F7aprrty Sumrner}�
Coverege Dedurtibk �lal uatian Eicrcit
6t��'�� 14.L�7U RGp iCGTG�I:C4SL A+fi,�S,64i}
6�s�ne:s Psrso�al P:aasr.} 14.G�U Rcp a�emen_Cast A.56U.ULtiO
I��a�ne-Ear�i��s, Per tr,Ex�r�E tixrses 72 Ho�rs 4$4,60+]
4rdinary Pa��ali�rr 4��ar 9Q Da}s
4A'in��arm��}ia�� �5E srGisct to f0U.0�0 rn�.
Terronsm Rejxxd
Equiprnrnt Breakdown
Covrre,�r TYpe aeductiWc Li�nit
P•aoer} 10.4Q0 r1.36S.fi0D
In�aT,e-E:�n!��s�id Extr:Expmx ZA Ho4r �54.60+J
Spailage FA,OC�d 250.00+]
9rackdawn.hdafirac`ar.ar Fa.���ra jF��:�p�ra7rE+aa�db•�r�7 !r*a'. ��c�.
fia�iyo-•ant Ca.M�rr�nanc.�ff���amcr�r Sraak�a�n� !r.+a'. !.�c1.
fiqFige•ant Cor.fiurr��ovc.��O�cr:awsys of lass I !�a'. rnr1.
�arra.•?.�srupr�c�,`Eawip�roR[drca:.idarrn� ��s'. lncti'.
Fo-�o.•��sru,��a�(�rncrCc�aca=f.asaJ !�3'. rnc1.
EMpe�'i'r;E•xrses PSD,-044
FFazorda��s Srbstan�r 250.d0+]
aata Rcs.arotion �50.60+]
StaternenE�f Values
l.�cation 6uilding A�dress Building �usiness Personal Pr�p+ert� Incnme
i i �6Pa4 4�ttinger R�ad,we5tlak�,�][36262 i�,F7S,404 1,b5�.OG4 33d.004
i � �E�GGD Ottinger R�ad,4Ye5tlak2,�i�[36262 9,1�4r@�4 a�0,0UU 15,043
� 3 �E�O�ttinger R�ad,44e5Elake,17{76262 5,�44A00 320,000 15,440
i 4 �E�O Dttinger R�ad,t4e5fJake,17{76262 5,90��G€O �CO,OUO 15,400
i S �6GD Ottinger R�ad,'�estlak�,3'][36262 5+}�044 1��{�64 iQ04}
1 6 �6�0 orttinger Fl�ad,wesElak�,7x 7�62 5+]�040 i��{�00 10,0�0
i T �600 Orttinger R�ad,WeSdak�,Tl[3�62 50.i000 14�000 10,00}
i 6 �E�GGD Ottinger R�ad,we5tlak�,Ti[36262 5,43frr600 3fiS,0U0 15,04}
1 9 �f04 Qttinger R�ad,westlak�,Ti[36262 3,�r75�044 �55,OOU 15,44}
i iQ �6CO�ttinger Fl�ad,tiVeSllak2,Tl[3f�62 6,134�044 �'�,DOU 15,00}
4 ii �6C0 Ottinger R�ad,44re5klaloe,Tl[36262 50�[CO 14�C�LO 10,400
i i� �6GD Dttinger R�ad,Westlak�,�i[3�62 5+}�044 1��D44 iD,44}
i 13 �6GD Ottinger R�ad,Wesdake,�][36262 5+}�044 1��D44 14,004
CRU M & F�RSTER'
Statement of Values
Location Building Address Building Business Personal Property Income
1 1 2600 Ottinger Road,Westlake,TX 76262 12,285,000 1,600,000 334,000
1 2 2600 Ottinger Road,Westlake,TX 76262 8,770,000 791,000 15,000
1 3 2600 Ottinger Road,Westlake,TX 76262 4,491,000 500,000 15,000
1 4 2600 Ottinger Road,Westlake,TX 76262 5,681,000 380,000 15,000
1 5 2600 Ottinger Road,Westlake,TX 76262 45,000 10,000 10,000
1 6 2600 Ottinger Road,Westlake,TX 76262 45,000 10,000 10,000
1 7 2600 Ottinger Road,Westlake,TX 76262 45,000 10,000 10,000
1 8 2600 Ottinger Road,Westlake,TX 76262 2,920,000 350,000 15,000
1 9 2600 Ottinger Road,Westlake,TX 76262 3,533,000 440,000 15,000
1 30 2600 Ottinger Road,Westlake,TX 76262 5,895,000 550,000 15,000
1 11 2600 Ottinger Road,Westlake,TX 76262 45,000 10,000 10,000
1 12 2600 Ottinger Road,Westlake,TX 76262 45,000 10,000 10,000
1 13 2600 Ottinger Road,Westlake,TX 76262 45,000 10,000 10,000
Note:Blanket Building and Business Personal Property Limits Applicable
CRUM & FORSTER°
_ _��� - -.�, _,�.�
Coverage Extensions
Description Limit
Consequential Loss Subject to Applicable Covered Property Limit
Damage From Theft Subject to Applicable Covered Property Limit
Debris Removal (Additional Expense) 50,000
Emergency Removal 365 Days
Emergency Removal Expense 5,000
Fraud and Deceit 5,000
Off Premises Utility Service Interruption 50,000
Overhead Transmission Lines Included
Supplemental Coverages
Description Limit
Brands or Labels Expense 50,000
Expediting Expenses 50,000
Fire Department Service Charges 25,000
Inventory and Appraisal Expense 50,000
Ordinance or Law(Undamaged Parts of a Bldg) Subject to Applicable Covered Property Limit
Ordinance or Law(Increased Cost to Repair/Cost to
Demolish and Clear Site) 100,000
Personal Effects 15,000
Pollutant Cleanup and Removal 50,000
Recharge of Fire Extinguishing Equipment 50,000
Rewards 10,000
Sewer Backup and Water Below the Surface 25,000
Trees, Shrubs and Plants 50,000
Underground Pipes, Pilings, Bridges and Roadways 250,000
Supplemental Marine Coverages
Description Limit
Accounts Receivable 50,000
Fine Arts 100,000
Off Premises Computers 25,000
Property on Exhibition 50,000
Property in Transit 50,000
Sales Representatives Samples 50,000
Software Storage 50,000
Electrical or Magnetic Disturbance of Computers Subject to Applicable Covered Property Limit
Power Supply Disturbance of Computers Subject to Applicable Covered Property Limit
Valuable Papers 100,000
CRU M & FORSTER°
� =���F�:,: r,r.�-ar:..
Coverage Options
Description Limit
Newly Built or Acquired Buildings 1,000,000
Personal Property-Acquired Locations 250,000
Locations 'You' Elect Not to Describe 50,000
Income Coverage Extensions
Description Period
Interruption by Civil Authority 30 Days
Period of Loss Extension 90 Days
Income Supplemental Coverages
Description Limit
Dependent Locations 100,000
Pollutants Cleanup and Removal 10,000
Property in Transit, On Exhibition, or Custody of Sales
Representatives 50,000
Off Premises Utility Service Interruption 10,000
Off Premises Utility Service Interruption -Waiting Period 72 Hours
Overhead Transmission Lines Included
Contract Penalty
LimitAny One Occurrence 25,000
LimitAny 12 Month Period 25,000
Income Coverage Options
Description Limit
Newly Built or Acquired Locations 100,000
CRUM & F�RSTER°
a. PAIRFAX COM?ANY
SCHEDULE OF FORMS
Title Form Number Edition
U.S.Treasury Department's Office of Foreign Assets Control (OFAC)
Advisory Notice to Policyholders IL P 001 0104
Policyholder Disclosure Notice of Terrorism Insurance Coverage CL 10 45 0115
Commercial Output Program Policy Declarations CO 05 001 0918
Schedule of Forms and Endorsements CO 06 001 0918
Certified Act of Terrorism Exclusion CL 06 10 0115
Virus or Bacteria Exclusion CL 07 00 1006
Schedule of Locations CO 06 002 0918
Common Policy Conditions CL 0100 0399
Amendatory Endorsement Texas CL 02 73 0719
Equipment Breakdown Coverage Part CO 00 001 0119
Amendatory Endorsement-Texas CO 01010 0119
Equipment Breakdown Schedule CO 06 010 0119
Commercial Output Program - Property Coverage Part CO 10 00 1002
Commercial Output Program - Income Coverage Part CO 10 01 0402
Spoilage Coverage Part-Scheduled Coverage CO 10 04 0402
Schedule of Coverages- Commercial Output Program CO 10 50 0305
Location Schedule CO 10 52 0402
Ordinary Payroll Limitation Schedule CO 10 67 0402
Spoilage Schedule CO 10 74 0402
Scheduled Locations-Spoilage Coverage CO 10 75 0402
Scheduled Locations Endorsement CO 12 27 0502
Ordinary Payroll Limitation CO 12 42 0402
Waiting Period - Income Coverage CO 12 81 0402
Windstorm or Hail Deductibles (Percentage Deductible Subject to a
Minimum Dollar Deductible) CO 03 001 0819
Flood Endorsement (Designated Zones) CO 04 018 0819
Earthquake Endorsement- Designated Zones CO 04 019 0918
Flood Schedule (Designated Zones) CO 06 008 0918
Earthquake Schedule (Designated Zones) CO 06 009 0918
Windstorm or Hail Schedule CO 06 012 0819
Windstorm Meaning and Clarification Endorsement CO 24 029 1119
Account Name: WESTLAKE ACADEMY
Policy Period: 08/31/2021 to 08/31/2022
Quote Number: 5471537
I I I • I I •
Commercial General Liability Limits
General Aggregate $2,000,000
ProducUCompleted Operations Aggregate $2,000,000
Per Occurrence $1,000,000
Personal &Advertising Injury $1,000,000
Damage to Premises Rented to You $1,000,000
Medical Expenses (Excludes Student Medical Expenses) $10,000
Deductible or Self Insured Retention None
Defense including court costs Outside the limits
Athletic Participants Coverage Included
Incidental Malpractice Liability Included
Prejudgment and postjudgment interest Outside the limits
Rating Classification(s):
Description Rating Basis Exposure
Schools - Private- Elementary, Kinder- Garten Or Junior Per Pupil 567
Schools - Private- High - Not-For-Profit Only Per Pupil 339
Museums - Not-For- Profit Only- Products - Completed Per Thousand Sq. Ft. 8400
Endorsements *Any Exclusions/Limitations listed are in addition to those in the coverage forms.
8C2636 Employment Related Practices- Liability Coverage Form
8D2636 Employment Related Practices- Liability Insurance Declaration
8E2813 Texas Employment Related Practices
8C1014 Employee Benefit Programs Liability Coverage Form
8E3529 Texas Amendatory Endorsement
8D1014 Employee Benefit Programs Liability Coverage Part Dec
8C1213 Sdell Coverage Form
8D1213 School District And Educators Legal Liability Insurance Declarations
8C3326TX Abuse or Molestation Liability Coverage Form
8D3326 Abuse or Molesation Liability Coverage Part (Claims-Made Basis)
8E3548TX General Liability Extension Endorsement
8D4117 Cyber Suite Declarations
8C4117 Cyber Suite Coverage Form
8E3350TX Exclusion - Fungi or Bacteria
IL0985 Disclosure Pursuant to Terrorism Risk Insurance
8L938 Utica Lloyds of Texas
CG2646 Texas Abuse or Molestation Exclusion
8E3345TX Fungi or Bacteria Exclusion
8E3149 Extended Reporting Period for Limted Erp Coverage
8L1788 Important Notice-TX Disclosure Form
CG2167 Fungi or Bacteria Exclusion
8E1782 Exclusion - Lead Liability Exclusions
8E4174 Educational Institutions Limited Unmanned Aircraft Coverage
8E3042TX Educational Institution Coverage Endorsement
8E3204 Employment- Related Practices Exclusion
8E1611 TX Changes-Amendatory Endorsement
8E3350TX Exclusion - Fungi or Bacteria
155354
Account Name:WESTLAKE ACADEMY
Policy Period: 08/31/2021 to 08/31/2022
Quote Number:5471537
Endorsements *Any Exclusions/Limitations listed are in addition to those in the coverage forms. (continued)
CG2639 Texas Changes- Employment Related Pracitces Exclusion
8E4182 Your Investigation And Public Relations Expenses
8E3674 Exclusion - Recording And Distribution of Material or Info In Violation of Law
8E3857 Knowledge of Wrongful Acts
8E3350TX Exclusion - Fungi or Bacteria
8E4303 Epidemic or Pandemic Exclusion
Additional Considerations:
*8E4303 (EPIDEMIC OR PANDEMIC EXCLUSION) IS BEING ADDED TO THE RENEWAL
Educational Institutions Limited Unmanned Aircraft Coverage 8E4174
Adds Bodily Injury and Property Damage liability coverage for drones used in connection with the named insured's
operations.
Unscheduled Unmanned Aircraft $250,000
155354
Account Name:WESTLAKE ACADEMY
Policy Period: 08/31/2021 to 08/31/2022
Quote Number:5471537
Claims-Made Liability Coverages:
School District and Educators Legal Liability Coverage:
Limits $1,000,000 Each "Loss"
$2,000,000 Annual Aggregate
Retention $10,000 Each Loss Retained Amount
Retroactive Date 8/31/2011
Coinsurance None
Defense Outside the limits
Optional Extended Reporting Period Premium 145% of inception premium
Who is insured? • Educational Institution
• School Board, School Committee, Board of Trustees, or
similar governing body
• Elected or appointed members of the School Board,
School Committee, Board of Trustees, School Directors,
Board of Governors, etc.
• Employees
• Student Teachers
• School Volunteers
• Student serving school sponsored internship
Payment of Damages Pay on behalf of
Typical allegations brought under this coverage • Failure to educate
• Budget dispute claims
Definition of suit includes • Arbitration
• Other alternative dispute resolution proceedings
Limited Coverage for Salary or Benefits Claims $2,500 Each Loss Limit
$100,000 Annual Policy Year Limit
Cost of appeal bonds or bonds to release attachments Included
Loss of Earnings due to assisting with investigation/defense $250 per day
of claim
All costs taxed against insured in suit Included
Prejudgment and Postjudgment interest Included
Cyber Suite Coverage:
Aggregate Limit $1,000,000
Deductible $10,000
Retroactive Date None
Exclusion(s) and Endorsement(s) in addition to those in the School District and
Educators Legal Liability Coverage Form:
8E3204 Employment Related Practices Exclusion Included
Abuse or Molestation Liability(including Sexual Misconduct or Sexual Molestation):
Limits $1,000,000 Each "Loss" Limit
$1,000,000 Annual Aggregate Limit
Retroactive Date 8/31/2011
Defense Applies outside the limits
Optional Extended Reporting Period Premium 145%
155354
Account Name:WESTLAKE ACADEMY
Policy Period: 08/31/2021 to 08/31/2022
Quote Number:5471537
Abuse or Molestation Liability(including Sexual Misconduct or Sexual Molestation) (continued):
Who is insured includes • Named Insured
• Directors, Officers or Trustees
• Teachers
• Board of trustees, governors or education
• Same positions as above on Affiliates
• Volunteer Worker
Payment of Damages Pay on behalf of
Definition of suit includes • Arbitration
• Other alternative dispute resolution proceedings
Cost of appeal bonds Included
Loss of Earnings due to assisting with investigation/defense $250 per day
of claim
All costs taxed against insured in suit Included
Prejudgment and Postjudgment interest Included
Employee Benefit Programs Liability Coverage:
Limits $1,000,000 Each Loss Limit
$3,000,000 Annual Aggregate Limit
Retention $1,000 Per Loss
Retroactive Date 8/31/2011
Defense Applies outside the limits
Optional Extended Reporting Period Premium 145% of premium
Employment-Related Practices Liability:
Limits $1,000,000 Each Claim Limit
$1,000,000 Policy Aggregate Limit
Retention Amount Each Claim $10,000
Retroactive Date 8/31/2011
Coinsurance 0% Subject to a Maximum of Each Claim
Defense Inside the limits
Optional Extended Reporting Period Premium 109% if 12 months extended reporting is chosen
137% if 24 months extended reporting is chosen
165% if 36 months extended reporting is chosen
Cost of appeal bonds or bonds to release attachments Included
Payment of Damages Pay on behalf of
Loss of Earnings due to assisting with investigation/defense $250 per day
of claim
All costs taxed against insured in suit Included
Salary Remuneration Sublimit does not apply
Definition of claim includes • Arbitration
• Other alternative dispute resolution proceedings
Who is insured • Named Insured
• Current or Former Directors
• Current or Former Employees
• Current or Former Leased Employees
Access to Risk Management Library via web Included
15���4
Account Name:
Policy Period: 08/31/2021 to 08/31/2022
Quote Number:
• I � I
Policy Coverage Symbol Limit
Liability Combined Single Limit 1 $1,000,000
Personal Injury Protecton (PIP) 5 $2,500
Medical Payments Coverage Not Selected
Uninsured/Underinsured Motorists 7 $1,000,000
Comprehensive Deductible - See Vehicles 7
Collision Deductible - See Vehicles 7
Hired Auto
Liability Combined Single Limit Combined Single Limit
Comprehensive Coverage Not Selected
Specified Causes of Loss Coverage Not Selected
COIIISIOn Coverage Not Selected
Non-Owned Auto
Liability Combined Single Limit $1,000,000
Drive Other Car
Liability Combined Single Limit Coverage Not Selected
Medical Payments Coverage Not Selected
Uninsured/Underinsured Motorists Coverage Not Selected
Comprehensive Coverage Not Selected
COIIISIOn Coverage Not Selected
l 55.i�4
Account Name:
Policy Period: 08/31/2021 to 08/31/2022
Quote Number:
Commercial Automobile
Auto Endorsements / Enhancements Premium
8E2419 04/17 Commercial Automobile Extension Endorsement $250.00
CA2264 07/08 Texas Personal Injury Protection Endorsement Included
8L1303 06/15 Texas Policyholder Complaint Procedures Included
IL0021 04/98 Nuclear Energy Liability Exclusion Endorsement Included
CA0001 03/10 Business Auto Coverage Form Included
CA0196 03/12 Texas Changes Included
IL0017 11/98 Common Policy Conditions Included
CA2394 03/06 Silica or Silica-Related Dust Exclusion for Covered Autos Exposure Included
CA0243 03/01 Texas Changes-Cancellation And Nonrenewal Included
8L2182 05/16 Texas Uninsured/Underinsured Motorist Coverage Selection/Rejection Included
CA2109 05/13 Texas Uninsured/Underinsured Motorist Included
8L938 04/05 Utica Lloyds of Texas Included
8L1339TX 09/19 Attention Texas Policyholders Included
131038
Account Name:
Policy Period: 08/31/2021 to 08/31/2022
Quote Number:
Commercial Automobile
State: TX Vehicle Schedule
A list of vehicles and the coverages that apply to each:
Make,Model, Other Than
Vehicle Vehicle ID Number Personal Injury Medical Collision Collision
# Year VIN Liabilit Protection PIP Pa ments Deductible Deductible Towin Premium
1 2006 CHEVROLET GIRARDIN X X Comprehensive $1,000 $1,096.0
1 GBJG31 U661239854 $1,000
2 2010 CHEVROLETSTARTRANS X X Comprehensive $1,000 $1,096.0
1 GB6G3AG5A1111517 $1,000
3 2018 BLUEBIRD BUS X X Comprehensive $1,000 $1,274.0
1 BAKGCEA4J F346083 $1,000
4 2020 BLUEBIRD 77P BUS X X Comprehensive $1,000 $1,533.0
1 BAKGCEA8LF366551 $1,000
If physical damage coverage is selected, valuation applies on an actual cash value basis unless otherwise indicated.
131038
Account Name:WESTLAKE ACADEMY
Policy Period: 08/31/2021 to 08/31/2022
Quote Number:5465991
Limits of Insurance:
Each Occurrence: $5,000,000
Aggregate Limit: $5,000,000
Self-Insured Retention: $10,000
Schedule of Applicable Underlying Insurance:
Commercial General Liability
Automobile Liability
Employers Liability
Abuse or Molestation Liability
School District/Educators Legal Liability
Employee Benefits Liability
Employment Related Practices Liability
Additional Considerations:
*8UMC188 (EPIDEMIC OR PANDEMIC EXCLUSION) IS BEING ADDED TO THE RENEWAL
131038
�
� - ATI � NAL iNSTITUTI �NS y - `- �
lJti�a National � �
frrsurance�or� • • • •
- ' cinss
Educational Institution Coverage Endorsement
(Excluding Student Medical Expense)
General Liability
Coverages
Additional Insureds * By Contract, Agreement or Permit—
Primary if required
* Engineers, Architects or Surveyors
* Lessor of Leased Equipment
* Managers/Lessors of Premises
* Owner of Leased Land
*Vendors of your products
Aircraft
• Hired, Chartered, or loaned to an insured with a paid crew Included if no other insurance
that is not owned by the insured if no other insurance
• "Insured ContracY' coverage for use of aircraft that are not Included
used for rides to and from school
Bail Bonds Up to $2,500
"Bodily Injury"
• Arising from providing or failing to provide professional health Included
care services—includes employees, volunteers and auxiliary
instructors
• Includes shock, mental anguish or mental injury Included
• To co-employees, co-volunteers &co-instructors $25,000 Per Occurrence
$25,000 General Aggregate
Damage to Premises Rented to You — Includes Fire, Lightning, Greater of$500,000 or Amount Listed
Explosion in Declarations
Extended Bodily Injury includes use of reasonable force to:
• Protect persons or property Included
• Restrain or remove a pupil whose behavior is disruptive Included
despite request to refrain from such behavior
Knowledge of occurrence— limits notification requirements to certain Included
specified individuals
Loss of Earnings due to assisting with investigation/defense of claim Up to $500 a day
Medical Payments extended to cover volunteers Included
7-A-469 Ed. 02-2018 Page 1 of 2
Coverages (continued)
New broadenings to General Liability, if no additional premium, Included
immediately apply
Parking non-owned autos on or on ways next to owned or rented Included
premises
Personal and Advertising Injury assumed in an "insured contracY' Included
Personal and Advertising Injury definition includes mental anguish, Included
shock, and humiliation
"Personal injury" covers non-employment discrimination —other carriers Included
may call this Third-Party Employment Practices Liability
Pollution incidents occurring inside buildings due to sanctioned Included
classroom activities
Property Damage to personal property in your care, custody or control Applies on excess basis
Unintentional failure to disclose hazards will not prejudice your rights to Included
coverage
Watercraft
• While ashore on premises owned or rented Included
• Non-owned boats not for hire, profit or rides to/from school Included if no other insurance
• Nonowned watercraft No length limitation
Who Is Insured broadened to include:
• Appointed or elected administrative officials Included
• Auxiliary instructors; not employee or volunteer teacher Included
• Board Members or commissioner if a public board or Included
commission
• Employees Included
• Limited Liability Company including managers and members Included
• Student and volunteer workers participating in: Included
• Internships,
• School to work or similar programs
• Trustees or Board of Governors Included
• Student teachers Included
• Subsidiaries if no other insurance Included
This summary represents an outline of coverage available from the companies of the Utica National Insurance
Group. No coverage is provided by this summary. Coverage availability, terms and conditions are dictated by the
policy and may vary by state. For questions on coverages, contact your independent agent
� Utica National Insurance Grvup
Insurance that starts with you:`"
Lltica Mutual Insurance Company and its affiliated companies,New Hartfvrd,NY 13413
www.uticanatiflnal.cvm � �
7-A-469 Ed. 02-2018 Page 2 of 2
� �
�i ED U �ATI � NAL I N STITUTf � N � � `� � ~
Utica National , � � , �
IRsurance�raup' • � � � � • • , f �
CL�.RS
Minimize the Chance of Employment Issues!
Toll-Free Advice Line Available for Employment Practice Questions
Utica National has partnered with Jackson Lewis P.C., a law firm specializing in employment law,
to provide risk management services that can help you prevent employment issues, out-of-pocket
expenses, and damage to your reputation. Take advantage of employment practices advice to get
the help you need when you need it— provided at no additional cost to our school policyholders!
Legal context and advice on workplace law issues including:
• What you should generally do when faced with a sexual harassment, discrimination,
or retaliation issue
• Points to consider when adding a section to the employee handbook about references
• What employment training you are required by law to offer? Which topics will best help
you prevent adverse employment situations
Advice Line
• Service is always confidential.
• Available from 9:00 a.m. to 5:00 p.m. If there is an unusually high volume of inquiries,
calls are returned the same day or within 24 hours.
How It Works
School administrators and human resource staff can call 1-844-635-8696 and seek the employment
practices advice they need. You will be asked for your Utica National CPP policy number.
Take advantage of this new risk management resource to reduce the risk of accusations!
For more information on the hotline, contact Jackson Lewis P.C. at 1-844-635-8696 or your agent. If you
have a claim to report, email us at claimsnewreport@uticanational.com or call us at 1-800-216-1420.
In responding to helpline calls, Jackson Lewis P.C. cannot provide legal advice on specific employment matters, such
as the firing or other treatment of specific employees, or on complex matters such as employee benefits, executive
compensation, non-competition or other employment agreements, reductions-in-force, or transactional matters. In
situations where Jackson Lewis P.C. is asked to give advice on complex matters or the legal risks of, or strategies
for, a particular course of action, you will be advised to retain an attorney to conduct a proper review of surrounding
facts and applicable laws.
VUtica National Insurance Group
Insurance that starts with you�
Utica MUNaI Insurance Company and its affiliated companies,New Hartford,NY 13413
www.uticanational.com•1.800.598.5422
1
��►
TF�►4VELERS,1 wrap+�F-
Sharon Minitre
BOX INSURANCE AGENCY
1200 S MAIN ST STE 1600
GRAPEVINE, TX 76051
RE: Insured Name: WESTLAKE ACADEMY
1500 Solana Boulevard
Building 7, Suite 7200
WESTLAKE,TX 76262
Expiring Policy Number: 106364590
Policy Period: August 31, 2019 to August 31, 2020
Dear Sharon Minitre:
On behalf of Travelers Casualty and Surety Company of America we are pleased to provide the attached proposal of insurance for
your review.
The quotes contained in this document are valid until the expiration of your current policy, and are subject to the provision of, and
Travelers' review and acceptance of, the required underwriting information noted in the Contingencies section. Travelers reserves the
right to change the quotes in this document, or to refuse to bind coverage entirely, based on review of the required underwriting
information or based on adverse change in the risk(s)to be insured prior to the quote expiration date noted in this document.
Please note that we require a response to this document prior to expiration of the Insured's current policy in order to facilitate policy
renewal. The insured's current policy will expire and not be renewed in the absence of a request, and Travelers'agreement,to bind
coverage.
Travelers is pleased to offer Risk Management PLUS+ Online�, the industry's most comprehensive program for mitigating your
management liability exposures, which is available to you at no additional cost. Please visit www.rmplusonline.com to view the
services that are available. If you have additional questions about the site please contact your Underwriter.
Travelers Casualty and Surety Company of America, a subsidiary of The Travelers Companies, Inc., has consistently earned high
ratings for financial strength and claims-paying ability from independent rating services, including a current A.M. Best rating of A++*.
Founded in 1853, The Travelers Companies, Inc. is a Fortune 500 company, a component of the Dow Jones Industrial Average, and a
leading provider of property casualty insurance for businesses.
Thank you for considering Travelers for your clienYs insurance coverages. We look forward to discussing this opportunity with you.
Sincerely,
Savannah M Peterson
Travelers Bond &Specialty Insurance
'A.M. BesYs rating of A++applies to Travelers Casualty and Surety Company of America as well as to certain insurance subsidiaries of Travelers that
are members of the Travelers Insurance Companies pool;other subsidiaries are included in another rating pool or are separately rated. For a listing of
companies rated by A.M. Best and other rating services visit www.travelers.com. Ratings listed herein are as of October 2018, are used with
permission,and are subject to changes by the rating services. For the latest rating,access www.ambest.com.
LTR-4000 Rev. 07-16 Page 1 of 3
O 2016 The Travelers Indemnity Company. All rights reserved.
Travelers Casualty and Surety Company of America
QUOTE OPTION#1
CRIME COVERAGES:
Crime Single Loss Single Crime Single Loss Single
Insuring Limit of Loss Insuring Limit of Loss
Agreements Insurance Retention Agreements Insurance Retention
A- Fidelity F- Computer Crime
1. Employee Theft $250,000 $2,500 1. Computer Fraud $250,000 $2,500
2. ERISA Fidelity $250,000 $0 2. Computer Program and Electronic $100,000 $2,500
3. Employee Theft of Client Not Covered Data Restoration Expense
Property
B- Forgery or Alteration $250,000 $2,500 G- Funds TransferFraud $250,000 $2,500
C- On Premises $250,000 $2,500 H- Personal Accounts Protection
1. Personal Accounts Forgery or Alteration Not Covered
2. Identity Fraud Expense Reimbursement Not Covered
D- In Transit $250,000 $2,500 I- Claim Expense $5,000 $0
E- Money Orders and $250,000 $2,500
Counterfeit Money
Insured's Premises Covered: Worldwide, except Not Applicable
TOTAL ANNUAL PREMIUM -$2,850.00
(Other term options listed below, if available)
��""�T°ETA��: Policy Term is 8/31/2019-8/31/2022
Shared Additional Defense Limit of Liability: N/A
Crime Policy Aggregate Limit of Insurance: N/A
PREMIUM DETAIL:
Term Payment Premium Taxes Surcharges Total Total Term
Type Premium Premium
2 Year Prepaid $5,416.00 $0.00 $0.00 $5,416.00 $5,416.00
3 Year Prepaid $8,124.00 $0.00 $0.00 $8,124.00 $8,124.00
2 Year Installment $2,850.00 $0.00 $0.00 $2,850.00 $5,700.00
3 Year Installment $2,850.00 $0.00 $0.00 $2,850.00 $8,550.00
POLICY FORMS APPLICABLE TO QUOTE OPTION#1:
CRI-2001-0109 Crime Declarations Page
CRI-3001-0109 Crime Policy Form
ENDORSEMENTS APPLICABLE TO QUOTE OPTION#1:
ACF-7006-0511 Removal of Short-Rate Cancellation Endorsement
CRI-19060-0713 Replace General Agreement E-Change of Control -Notice Requirements Endorsement
CRI-19072-0315 Global Coverage Compliance Endorsement—Adding Financial Interest Coverage and
Sanctions Condition and Amending Territory Condition
CRI-19085-0516 Social Engineering Fraud Insuring Agreement Endorsement
CRI-19097-0517 Replace Exclusion BB. Endorsement
CRI-19101-1117 Amendatory Endorsement for Certain ERISA Considerations
CRI-4019-0911 Texas Changes Endorsement
CRI-5044-0613 Texas Cancellation or Termination Endorsement
LTR-4000 Rev. 07-16 Page 2 of 3
O 2016 The Travelers Indemnity Company. All rights reserved.
�������#��-� Box Bonding Agency, LLC dba Box Insurance Agency
� - , . . � .
� • � ' � •
To: WESTLAKE ACADEMY
From: Accident Fund General Ins Co
agency: Box Bonding Agency, LLC dba Box Insurance Agency
Agency Code: 9044630
Agency Contact:
Date: Friday, July 30, 2021
Insured: WESTLAKE ACADEMY
c�uote Id: 6212680-01
City/State: WESTLAKE, TX
FeiN�ssN: 752449357
Policy Effective �$/31/2021
Date:
Policy Expiration 08/31/2022
Date
Transaction g�31/2021
Effective Date:
Premium: $18,492.00
Minimum �250.00
Premium:
Premium:
Dividend Plan: VAR NATIONAL DIVIDEND PL NDP1
Payment Plan: DireCt Bill - 10 Pdy (DepOsit 10%)
Ea,,��___-__-_ Disease-Policy Limit Disease-Each Employee
$1,000,000.00 $1,000,000.00 $1,000,000.00
Installment# Date Due Installments Amount($)
1 8/31/2021 WC Policy - Initial Installment - 10% 1,849.20
2 9/30/2021 WC Policy - Installment 1,849.20
3 10/31/2021 WC Policy - Installment 1,849.20
4 11/30/2021 WC Policy - Installment 1,849.20
5 12/31/2021 WC Policy - Installment 1,849.20
6 1/31/2022 WC Policy - Installment 1,849.20
7 2/28/2022 WC Policy - Installment 1,849.20
8 3/31/2022 WC Policy - Installment 1,849.20
9 4/30/2022 WC Policy - Installment 1,849.20
10 5/31/2022 WC Policy - Installment 1,849.20
Total Installments $18,492.00
A per bill fee may apply.
1 Pay (Deposit 100%)
2 Pay (Deposit 50%)
4 Pay (Deposit 25%)
12 Pay (Deposit 8%)
Premium Finance - Full Pay
AccuPremium
Premium Rate per Est.Annual
State LocationClass Code Class Description Basis $100/Factor Premium
Texas 1 8810 CLERICAL OFFICE EMPLOYEES NOC $328,000.00 0.1000 $328.00
Texas 1 8868 SCHOOL; CHURCH $5,800,000.00 0.4800 $27,840.00
Texas 1 9101 SCHOOL ALL OTHER EMPLOYEES $280,400.00 2.6600 $7,459.00
Subtotal $35,627.00
Texas 1 9740 TERRORISM $6,408,400.00 0.0240 $1,538.00
Texas 1 9812 INCR LIMITS OF EMPLOYERS LIAB $35,627.00 0.0140 $499.00
Texas 1 0930 WAIVER OF SUBROGATION 2% $0.00 1.0000 $713.00
Texas 1 9898 EXPERIENCE MODIFICATION $36,839.00 0.6700 ($12,157.00)
Texas 1 9887 SCHEDULE CREDIT $24,682.00 0.8400 ($3,949.00)
Texas 1 9874 TX HEALTHCARE NETWORK CREDIT $20,733.00 0.8800 ($2,488.00)
Texas 1 0063 PREMIUM DISCOUNT $18,245.00 0.0790 ($1,441.00)
Texas 1 0900 EXPENSE CONSTANT $0.00 0.0000 $150.00
Subtotal ($17,135.00)
Total for Location $18,492.00
Total State Premium $18,492.00
Total For Policy $18,492.00
Accident&Health Division
C H U B B� 2 Riverway,Ste 900
Houston,TX��056
USA
I • I I
Named Insured: Westlake Academy
Eligibility: Class i: All students of the Policyholder
Class 2: All faculty and staff of the Policyholder
Coverage Term: August o2i to Aug t 3i o22
Policy Number: GLM Ni43O2943
Renewal
Premium: $2,000
Covered
Activities: Educational Travel Coverage
Out-of-Country Medical Expense Benefits
Benefit Maximum: $50,00o per person
Deductible: $o per Covered Accident or Sickness
Preexisting Conditions: Treated as any other medical condition
Dental Treatment: $500 (Injury&Alleviation of Pain)
Pregnancy Benefit: Treated as any other medical condition
Room&Board: Average semi private room rate
Intensive Care: Two times the average semi private room rate
Chiropractic Care: $350�$35 Per visit up to a maximum of io visits)
Prescription Drugs: Inpatient Co-insurance: i00%of covered expenses
Outpatient Co-insurance: i00%of covered expenses
Coinsurance: i00%of the Usual and Customary Charges
Incurral Period: 3o Days from the date of a Covered Accident or Sickness
MaYimum Benefit Period: The earlier of the date the Covered Person returns to his or her
Home Country or Country of Permanent Assignment,or 26
weeks from the date of a Covered Accident or Sickness
Maximum Coverage Period: i8o days any single trip
Accidental Death&Dismemberment Benefit:
Class i: $io,000
Class 2: $50,000
Aggregate Limit: $250,000
Chaperone Replacement Benefit $2,000
Emergency Reunion Benefit $2,000
Emergency Medical Benefit: up to $io,000
Emergency Medical Evacuation: i00%of the Covered Expenses
Repatriation Benefit: i00%of the Covered Expenses
CHUBB
�
PHILADELPHIA
INSURANCE COMPANIES
A Member of the Tokio Marine Group
Westlake Academy
Student Accident Insurance
Quotation For August 31, 2021
Covera�e, Benefits & Limits
Accident Medical Expense: $25,000 (per Participant,per Accident)
Accident Medical Expense Aggregate: No Aggregate
Benefit Amount: 100% of Usual & Customary Charge
Accident Dental Expense: Included in Medical
Deductible: $0
Deductible Type: None
Benefit Period: 1 year
Plan Type: Full Excess
Accidental Death: $25,000
Accidental Dismemberment: Up to $50,000 per Schedule of Covered Losses
Accidental Paralysis: $50,000
AD&D and Paralysis Aggregate: $500,000 (per Accident)
See Schedule of Additional Benefits & Limits below
Premium
Policy Premium: $5,943.00
Minimum and Earned Policy Premium: $300.00
Eli�ible Persons
All enrolled students of the Policyholder, grades Pre-K to 12.
Covered Activities
Policyholder supervised and sponsored school-time activities, including interscholastic sports, including
interscholastic tackle football.
Underwritin� &Administration
The plan is underwritten by Philadelphia lndemnity Insurance Company (PIIC). PIIC is rated, A++, Superior,
by A.M. Best & Company. If the terms are acceptable, we will issue the policy to the agent. The invoice will
be issued on a direct bill basis to the agent's customer. Claims are administered by NAHGA Claim Services,
Inc. of Bridgton, Maine.
This quotation is based upon the underwriting information submitted. Changes to the underwriting information
must be reported and may affect quotation.
Page 1 of 2
PHILADELPHIA
INSURANCE COMPANIES
A Member of the Tokio Marine Group
Schedule of Additional Benefits & Limits
DEFERRED DENTAL EXPENSE BENEFIT ENDORSEMENT
Deferred Treatment Period to age 21
Deferred Treatment Maximum Benefit $1,000
Benefit Percentage 100%
A��IDENT�4L CMEATH �I a aISIVtEM�ER�IIENT BEN�Fff S
Ea�Y� �f Rfi� F�il k�win���r�d Lo s�s ma}� be i r��J ud�d�r �I��e� �� tli�flpLron fli ih� Polic�h�ldet.
a�r�FiC arrl�u nC��r� Y�i i�til��Fltk�� f5� ex�ar�s��ti ���t���1��,g���11'ti�Fro-7�i��1 �ufn�r �s� �aLl��
�r��un�.
P�irl�ip�l �um �5,�
L�mu�i�tur w�l hiri 3���i2���1k���M�r�tl �titl�tl#
�h�tluf� �f��rr�r�d L�s�e�
GQhr���tl L�� ��rr�d
Lv���� Li�� 1��°V� ��ih�PrQi�ip�l �u�n
L���7wv�r EVlr�r� H�r1r�s�r�F�+I Z�U�a��ih�Pr'o-7ti�l �urt1
Lo�s a� SighL vf Bo�lt� E��s �9� o�i��Prin�i�l �u m
L�s a��n�H�r�ti ar F�t�i1d
�i�jfii iFl�r1� E� Z�O��o-��1h�Pro-�tip�l �u rn
����Ir��l�gi� Z�OU�o-��{Y��Pro7tip�l �u tri
P�r�ph�g i� ��496 0�iM�Rrin�ip�l �u�11
�l�rrri�4�gi� ��49� o�ih�Rrin�ip�l �u m
Lv��a��n�H�r1�i �t F a�C 1�� ��11`i�Rro�ti�l �um
Lu��a� Si�Yvl��r'r� E�� 1�� ��11��Pr`o-7ti�l �ufri
Lr��� 5p��li 1�°� o�ih�PrFn�i�l Su�1i
L��� H��ri�1g ir1 B+�IIi E�T� 1�96 0�ih�Prin�ip�l Su�1i
L��Cif Tfti�mb�rxi �r1d�x Fiq1r��
�a�he��m�a-I�ri�i 5�0°�6 0� th� P�r�i,p�S�m
�4�aR�be Lim it�f I rld�rrinil�+ 5�5�_��
�'�I ies��: ��� �t�hditiorl5 �'r��Mer��
PathlD 13650074 Page 2 of 2
I ' � � � ' • ' • �
COVERAGE LIMITS
3rd Party Coverages:
Data Compromise Liability $1,000,000 Per Occurrence
Network Security Liability $1,000,000 Per Occurrence
Electronic Media Liability $1,000,000 Per Occurrence
1 st Party Coverages:
Data Compromise Response Expense $ 500,000 Per Occurrence
Computer Attack and Cyber Extortion $ 500,000 Per Occurrence
Response Expense $1,000,000 Per Occurrence
Identity Recovery $ 25,000 Per Occurrence
� .
s �� -� ��
` ��,�� .
��� ; " �'�i ;
� YB ER S U ITE t,
�tica iVatianal Sii�R �� f�,
Insurance Group f -
Cyber Suite
Cyber Suite Coverages: Applicable Limit
Data Compromise Response Expense covers personal data compromises Included in aggregate limit,
and affords: unless otherwise noted
• Notification of Affected Individuals 12 Months
• Services to Affected Individuals, which can include credit monitoring 50% sublimit of aggregate limit
• Legal review 50% sublimit of aggregate limit
• Forensic review to determine the nature and extent of breach $5,000
• Public relations services $50,000 named malware
Computer Attack and Cyber Extortion coverage includes: Included in aggregate limit,
• Data restoration, data recreation and system restoration unless otherwise noted
• Business income/extra expense Up to 50% of aggregate limit
• Public relations services $5,000 sublimit
• Cyber Extortion covers the cost of a professional firm to assist the $25,000 if aggregate limit is
insured through a cyber extortion threat and the costs of approved $250,000 or more
extortion payments.
Data Compromise Liability covers defense and settlement costs for claims Included in aggregate limit
brought by or on behalf of affected individuals due to theft or loss of personally
identifying information.
Network Security Liability covers defense and settlement costs due to the Included in aggregate limit
unintended forwarding of malicious code, the breach of third party business
information, or the unintended abetting of denial of service attack.
Electronic Media Liability Coverage covers defense and settlement costs in Included in aggregate limit
the event of a suit alleging that the insured infringed on a copyright or
trademark, defamed a third party, or violated a person's right to privacy.
Identity Recovery covers expense reimbursement and case management $25,000
services for the chief school administrator, chief financial officer, and/or
treasurer.
Response Expense coverage for personally identitfying information posted to Included
the internet in error
Coverage for personally identifying information stored with a cloud service Included
provider
Defense applies Inside the limits
Coverage for paper breach or data proven to have been breached through an Included
oral disclosure.
Consent required for settlement Yes
Initiating breach response services required before Data Compromise Yes
Liability coverage applies
This summary represents an outline of coverage available from the companies of�e Utica National Insurance Group. No coverage is
provided by this summary. All coverages are individually underwritten. Coverage availability, terms and conditions are dictated by the
policy and may vary by state.In the event of a loss, the terms of the policy issued will determine the coverage prnvided.
VUtica National Insurance Group
�rar�rree that starts with you.
U[�Ca�.4u:uii InsuranCe Cpmpany and�ts aS}�I�zied Compan�es.�lew Hartlora.NY i3��?
www�,��cana��onai mm�y
�,��
Our Four- Point Claims � ___ �
�
Prom ise to You Eq uals �, � � � � - ���. �--.
Peace-of- Mind ��� �� � � . '
H�. �n ,�
D
oE4he
CLASS' � � .�; ' ��
Trust Utica National to Handle Claims �
for Your Educational Institution __ _ -
_ _,�,,� � \ .._
Accidents happen. When they do, and you have to submit a claim, our claims staff is responsive and
works through the issues thoroughly. Here's why 97%* of our customers report high claims satisfaction:
We've seen it. For over 45 years„ we've worked on thousands of unique school claims. There's
a great chance we've handled a situation like yours and can help you navigate it.
Guidance on emerging issues. Our claims staff is available to discuss recent trends to help illuminate
new challenges at your school.
Educational law specialists. If a claim should turn into a lawsuit, we use law firms
specializing in educational law to defend schools, administrators and employees.
Our Four-Point Promise to you:
Utica National
OWe explain our process to the insured school strives to kee�schools
and its agent to describe our position.
secure and to 2vork
QWe discuss all aspects of the claim before collaboratively togive
denying any claim.
you �.vhat matters most:
QWe listen to pertinent information from the insured school specialized coverage, YZSjZ
and its agent before making any settlement offers. yytaylag-eyyteylt aytd
QOur legal team will inform tr,e �nsured about r,oW claims expertise!
a case is progressing.
`Based on 2018 Claimant Satisfaction Survey
For more information, contact an independent insurance agent
representing the Utica National companies.
VUtica National Insurance Group
Insurance that starts with you�
Utica Mutual Insurance Company and its affiliated companies,New Hartford,NY 13413
www.uticanationaLmm•1.R00.598.8422
1
� � ♦ I �
COVERAGE ANNUAL PREMIUM
Property - Crum Forster $103,995
General Liability Education Packaqe - Utica $15,347
-Abuse or Molestation Liability
-School District and Educators Legal Liability Coverage
-Employee Benefits Program Liability Coverage
-Employment Practices Liability Coverage
Business Auto - Utica $5,394
Umbrella - Utica $7,505
Crime - Travelers $2,850
Workers Compensation -Accident Fund $18,492
Travel - International $2,000
Student Accident $5,943
Cyber Liability $400
Total $161,926
EFFECTI VE: 08/31/2020
. . � � � . �•
COVERAGE EXPIRING PREMIUM RENEWAL PREMIUM
Property - Crum Forster $91,995 $103,995
General Liability Education Packaqe - Utica $14,461 $15,347
-Abuse or Molestation Liability
-School District and Educators Legal Liability Coverage
-Employee Benefits Program Liability Coverage
-Employment Practices Liability Coverage
Business Auto - Utica $5,029 $5,394
Umbrella - Utica $7,138 $7,505
Crime - Travelers $2,850 $2,850
Workers Compensation -Accident Fund $25,924 $18,492
Travel - International $2,000 $2,000
Student Accident $5,943 $5,943
Cyber Liability $400 $400
Total $155,740 $161,926
EFFECTI VE: 08/31/2021
' . ' . .
OPT/ON TOTAL DUE NOW
TOTAL ANNUAL PREMIUM
Total Premium By Carrier
Crum Forster: $103,995
Travelers: $2,850
Philadelphia: $5,943
CHUBB: $2,000
Utica: $28,646
Accident Fund: $18,492
Direct Bill Terms Available from each carrier (Interest Free)
INSURED: Westlake Academy
INSURED SIGNATURE:
DATED: / /
WESTLAKE ACADEMY
RESOLUTION NO. 21-16
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
AWARDING THE BID FOR PROPERTY/CASUALTY INSURANCE PRODUCTS AND
SERVICES TO BOX INSURANCE AGENCY FOR FY 2021-2022.
WHEREAS, Westlake Academy desires to maintain a comprehensive risk management
program for the protection of its property, students, employees, elected officials, and stakeholders;
and,
WHEREAS, the leaders of Westlake Academy desire to exercise exceptional levels of
stewardship with all financial resources; and,
WHEREAS, the Board of Trustees finds that the passage of this resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: that the Board of Trustees of Westlake Academy does hereby award the
recommended bid for property/casualty insurance products and services to Box Insurance Agency
for FY 21-22, attached hereto as Exhibit "A"; and further authorize the Superintendent or designee
to execute this agreement.
SECTION 2: that, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 3: If any portion of this resolution shall, for any reason,be declared invalid by
any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof
and the Council hereby determines that it would have adopted this resolution without the invalid
provision.
SECTION 4: That this resolution shall become effective from and after its date of
passage.
Resotution wA 21-16
Page 1 of 3
PASSED AND APPROVED ON THIS 9TH DAY OF AUGUST 2021.
Laura Wheat, President
ATTEST:
Todd Wood, Board Secretary Amanda DeGan, Superintendent
APPROVED AS TO FORM:
Janet S. Bubert or L. Stanton Lowry,
School Attorney
Resolution wA 21-16
Page 2 of 3
Exhibit "A"
Recommended Bid — Box Insurance
Coverage Expiring Premium Renewal Premium
Commercial Property- Crum Forster $ 91,995 $ 103,995
General Liability—Utica $ 14,461 $ 15,347
Business Auto—Utica $5,029 $ 5,029
(4 Autos) (4 Autos)
Umbrella ($5,000,000)—Utica $ 7,138 $ 7,505
Crime - Travelers $ 2,850 $ 2,850
Workers Compensation - Travelers $ 25,924 $ 18,492
International Travel—CHUBB $ 2,000 $ 2,000
Student Accident Policy—AJF/Philadelphia $ 5,943 $ 5,943
Cyber Liability $400 $400
Total $155,845.00 $161,926.00
Resotution wA 21-16
Page 3 of 3
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BOARD OF TRUSTEES AGENDA ITEM
Regular Meeting - Consent Item
Monday, August 09, 2021
TOPIC: Consider approval of a Resolution authorizing the Superintendent to
Execute a Contract with the Education Service Center Region 11 for various
Business and Student Support Services for the FY 2021-22 operations of
Westlake Academy.
STAFF: Marlene Rutledge, Business Manager
Ginger Awtry, Director of Finance
STRATEGIC ALiGNMENT
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Vision: Westlake
Academy inspires
college bound
students to achieve
their highest Fiscal Improve
individual potential in Stewardship Pl'P �MYP /DP Financial
a nuturing Stewardship
environment that
fosters the traits
found in the IB
Learner Profile.
SUMMARY
The Education Service Center Region 11 provides support to Westlake Academy for business and
student services. This includes training sessions for faculty and staff at discounted rates,
compliance training for public education rules and regulations, access to the Technology
Resources Education Consortium, as well as software applications and support. These software
Page 1 of 3
applications include: payroll, student attendance and registration, special education, grade book,
health services,PEIMS, and off-site hosting of the Academy's information systems, ASCENDER
modules, and instructional solutions and support.
As you may recall, this contract also includes last year's implementation of ASCENDER, which
replaced TxEIS for business and student services. Additionally, this contact includes an
Instructional Solutions and Support contract. This contract includes instructional/professional
development, administrator training, digital learning opportunities, classroom resources, and the
Canvas Learning Management System for online instruction, which will assist campus
administrators and faculty with distance learning.
Approval of this resolution authorizes use of those services by Westlake Academy over the next
twelve(12)months, fiscal year period beginning September 1, 2021, and ending August 31, 2022.
COUNCIL ACTION/OPTIONS
Council may approve or reject the Resolution and provide feedback to staff as to its decision and
any further action.
STAFF RECOMMENDATION
Staff Recommends approval of the resolution authorizing the Superintendent to Execute a
Contract with the Education Service Center Region 11 for various Business and Student Support
Services for the operation of Westlake Academy.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $64,470 Funding Source: General Fund
Contract: Yes Forms: N/A
Service Levels: This contract provides additional support to school staff by completing many
required TEA processes and functions more efficiently and effectively. It also provides a
significant savings for WA service delivery by utilizing the ESC Region 11 economies of scale.
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: N/A
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: N/A
ATTACHMENTS
Resolution
Exhibit A, which contains the Contract Summary Report and the related contracts for the
following:
• Master Interlocal Agreement(MIA)
• Business Services
• Comprehensive Services Basic Contract
• Business Services/Center
Page 2 of 3
• Management Information Systems Software & Support Service (ASCENDER Student
and Business)
• Technology Resources Education Consortium (TREC)
• TSDS (PEIMS, student GPS, Dashboard, TIMS, UID, ECDS, Collections)
• ASCENDER Service Fees (Co-op Fee, Hosting Fee, Extracts)
• Technology Services
• Instructional Solutions and Support
• TxTracts
Page 3 of 3
WESTLAKE ACADEMY
RESOLUTION NO. 21-17
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
AUTHORIZING THE SUPERINTENDENT TO EXECUTE A CONTRACT WITH THE
EDUCATION SERVICE CENTER REGION 11 FOR VARIOUS BUSINESS AND
STUDENT SUPPORT SERVICES FOR THE FY 2021-22 OPERATIONS OF
WESTLAKE ACADEMY.
WHEREAS, the Westlake Academy has utilized the business and student services of the
Education Service Center Region 1 l, which is responsible for providing training for faculty and
staff, providing compliance training for public education rules and regulations, performing the
payroll functions in full compliance with the Texas Education Agency (TEA) Financial
Accountability System Resource Guide, as well as offering software and information technology
training and hosting services to Westlake Academy; and,
WHEREAS, additional personnel costs for the Academy would have a greater impact to
the Academy's operating budget than utilizing these contracted services offered by the Education
Service Center Region 11, and the quality of these services has been exceptional; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE
WESTLAKE ACADEMY, TEXAS:
SECTION 1: That all matters stated in the Recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That the Board of Trustees of Westlake Academy does hereby approve the
contract with the Education Service Center Region 11 for functions and services for Westlake
Academy attached hereto as Exhibit "A"; and further authorizes the Superintendent to execute
this agreement.
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 Resotution 21-17
Page 1 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 9t''DAY OF AUGUST 2021.
Laura Wheat, President
ATTEST:
Todd Wood, Board Secretary Amanda DeGan, Superintendent
APPROVED AS TO FORM:
L. Stanton Lowry or Janet S. Bubert,
School Attorney
wA Resolution 21-17
Page 2 of 2
�D[JCATIDN SERV�CE GENTER
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1451 S.Cherry Lane
White Settlement,TX 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary
Rep01't (previously approved)
Last Year Enrollment: 0
Contract Approved Date Enroll Start Enroll End Total
ASCENDER Service Fees-(Co-op Fee, 06/22/2021 09/01/2021 08/31/2022 $3,350.00
Hosting Fee, Extracts)
Business Services 06/22/2021 09/01/2021 08/31/2022 $22,500.00
Comprehensive Services Basic Contract 06/22/2021 09/01/2021 08/31/2022 $650.00
Instructional Solutions and Support 06/22/2021 09/01/2021 08/31/2022 $8,415.00
Management Information Systems 06/22/2021 09/01/2021 08/31/2022 $17,130.00
Software&Support Service
(ASCENDER Student and Business)
Technology Resources Education 06/23/2021 09/01/2021 08/31/2022 $2,425.00
Consortium (TREC)
Technology Services 06/22/2021 09/01/2021 08/31/2022 $2,000.00
TSDS (PEIMS, studentGPS 06/22/2021 09/01/2021 08/31/2022 $2,750.00
Dashboard,TIMS, UID,ECDS)
TxTracts 06/22/2021 09/01/2021 08/31/2022 $1,250.00
Print Date: 6/23/2021
$60,470.00
Each party paying for the performance of governmental functions or services
must make those payments from current revenues available to the paying party.
Signature of Board President or Designee Date Approved by Board of Trustees
Signature of Superintendent or Designee Date
Designated District Contact E-mail of District Contact
Please fax or e-mail to: Far additional information,contact:
Education Service Center Region 11 Dr. Clyde W. Steelman,Jr.
Atten: Dr. Clyde W. Steelman,Jr. (817)740-3630
1451 S. Cherry Lane clydes@escl l.net
White Settlement,Texas 76108
Fax (817)740-7675
clydes@escl l.net ESC Region 11 Executive Director Signature
Print Date: 6/23/2021
EDUCATION SERViCE CENTER
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Agreement (MIA)
This Master Interlocal Agreement ("Agreement") is made by and between Education Service Center Region 11 (`BSC
Region 11") and Westlake Academy Charter School ("Local Government"), (collectively referred to as the
"Parties" or individually as the"Party") acting herein by and through their respectively authorized officers or employees.
PREMISES
WHEREAS, Chapter 791 of the Texas Government Code authorizes 1oca1 governments to contract with each other to
provide governmental functions and services; and
WHEREAS, The Parties wish to enter into this Agreement to provide local governments with greater efficiency and
economy in purchasing products and services; and
WHEREAS, the governing bodies of the Parties, individually and together , do hereby adopt and find the foregoing
promises as findings of said governing bodies; and
NOW THEREFORE, premises considered, and in consideration of and conditioned upon the mutual covenants and
agreements,herein, the Parties hereto mutually agree as follows:
AGREEMENT
1. Term: This Agreement is effective from the date of the last signature and shall automatically renew annually unless
either party gives sixty (60) days prior written notice of non-renewal.
2. Purpose: This Agreement sha1L• (1)Allow the Local Government to purchase products or services by purchase orde�
contract, agreement, or other appropriate legal method from ESC Region ll; and(2) Allow the Local Government to
join ESC Region 11-sponsored purchasing cooperatives in order to purchase products or services from vendors which
have been properly awarded contracts through statutorily authorized methods.
3. Relationship: The relationship between the Parties is that of Independent Contractor. Neither Party has the authority
to bind the other in any manner The Local Government may be required to enter into subsequent contractual arrangements
with ESC Region 11 for specific products or services.
4. Agreement and Interpretation: The Parties covenant and agree that any litigation relating to this agreement, the
terms,and conditions of the agreement will be interpreted according to the laws of the State of Texas and venue shall be
exclusively in Tarrant County, Texas.
5. Each party paying for the performance of governmental functions or services must make those payments from current
revenues available to the paying party.
Local Government ESC Region ll
Westlake Academy Charter School 220-810 14si s. cnerry Lane
White Settlement, Texas 76108
Name of Local Government Attn: Purchasing
2600 JT Ottinger Rd Westlake TX 76262
Address of Local Government
Marlene Rutledge, Academic Finance Mgr (817)490-5737 Authorized ESC Representative Signature Date
Contact Name and Telephone Number
Board President or Authorized Rep Signature/Date Authorized ESC Representative Title
Board Approval Date (if applicable)
1o/zz/zozo
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
Master Interlocal Agreement �z
Enrollment Period: 09/01/2011 - 08/31/2012
Last Year Enrollment: 865
Answer Price
The Master Interlocal Agreement allows districts to participate in purchasing
services through ESC Region XI bidding processes.
NOTE: Even if your district has signed an Interlocal Agreement in the past,
this automated contract system REQUIRES YOU TO SIGN UP for this new
Interlocal Agreement this year only.
This new Interlocal Agreement allows districts to sign up for the following
contracts: Benefits Cooperative, Bus Driver Drug Testing, Web Hosting,
TETPC, and MrLibs as well as future services/contracts that require an
Interlocal Agreement.
If it is your intent to utilize the Master Interlocal Agreement, please check 0
the box on the right.
Please click the box on the right and"Save Contract."Click on "Contract
Home"and print the pdf of this Interlocal Agreement to take to your Board for
approval.
Total:
Contract Contact: �
Marlene Rutledge;
m ru t I e d g e@westl a ke-tx.o rg
817-490-5737
NOTE: Please print the pdf file for this Master Interlocal Agreement and take it to your Board for approval.This
signed agreement page must be submitted to ESC Region 11 with Board President signature.
84 CID#: 2517 Print Date: 6/22/2021 Page 1 of 1
EDU�ATION SER�I�F �ENTER Comprehensive Services
GI � N
Basic Contract
2021-2022
Note: Due to various factors,including the volume of participation from districts,contract negotiations for products and services
being purchased and delivered within this contract,possible funding changes for districts or ESC Region 11,and other factors,this
contract is offered in good faith but does not become binding until September 1,2021,on either the district or ESC Region 11.This
contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty
(30)days'written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice
of termination shall be due to ESC Region ll. Early acceptance of this contract is necessary so that ESC Region 11 can plan and
prepare to deliver these services. An alternative contract may be of�'ered if this contract cannot be delivered as stated.
School districts and charter schools thatpurchase the Comprehensive Services Basic Contract will receive services
in the following areas:
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Technical Assistance
• Communication and dialogue with school district personnel on pertinent state and federal legislation
• Information dissemination of rules, regulations, standards, and other legislative and agency mandates
• Technical assistance regarding performance-based monitaring and accountability activities
• Telephone technical assistance
• Annual report of ESC Region 11 workshops attended by district staff
Meetings
• TASA Study Group meetings
—7+ face-to-face meetings
—TASA Midwinter Breakfast meeting
• Superintendents'Fall Conference
• Superintendent cluster meetings (quarterly)
• Technology Directors meetings
—4 face-to-face meetings
• Instructional Leaders meetings
—4 face-to-face meetings
Prerequisite for Other Services
• This contract is a required prerequisite for other ESC Region 11 contracts.
. . � � �
Executive Director
(817) 740-3630
EDU�ATION SER�I�E �ENTER Comprehensive Services
I Basic Contract
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Price List 2021-2022
School Type Annual Cost
Public Districts $650
Non-Public Schools $800
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
Comprehensive Services Basic Contract „�
Enrollment Period: 09/01/2021 - 08/31/2022
Last Year Enrollment: 865
Answer Price
Do you wish to sign up for the Comprehensive Services Basic Contract?If Public $650.00
yes, please select your LEA's classification from the box on the right. (Independent)
Public(Charter)
Total:
$650.00
32 CID#: 18411 Print Date: 6/22/2021 Page 1 of 1
EDUCAT'ION SEI�VICE CENTER
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2021-2022
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For more information, contact Brandilyn DePalma, Chief Financial and Operations Officer,
at(817) 740-7610 or bdepalma@escll.net.
Business Center e-mail: businesscenter@escll.net
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The Business Center at Education Service CenteY Region 11 utilizes a business model that streamlines and facilitates
sound business procedure and practice. The following handbook outlines the services provided and the forms
and procedures that must be followed by school districts, charter schools, and business center personnel. Our
ultimate goal at ESC Region 11 is to establish and maintain a business system for our clients that can be followed
and maintained at a high level, regardless of changes in peYsonnel.
Services
Under the Basic Services Package, the ESC Region 11 Business Center processes finance and payroll transactions
as described below This means, simply, that we pYocess data exactly as the school district/chaYter school submits
it, concerning payYoll or finance. The Business Services Center does not act as the business manageY or chief
financial officer for the school district/charter schooL The accuracy� of the coding, payroll amounts, pay�roll
deductions, federal fund NOGA requirement compliance, and finance check amount is the sole responsibility of
the school district/charter school. ESC Region 11, however,will make every� effort to advise the school district/
charter school in the event that we discover an erYor; Under the Full Service Package, ESC Region 11 will now
offer additional finance and pay�oll assistance and training in regaYds to budgeting and Summary of Finance. In
addition, Business Manager services aYe available upon request for additional fees. Please submit the appropYiate
form provided in Appendix A:
Finance
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Budget Processing Budget Processing
The school distYict/charter school can input the The Business Center will:
preliminary budget on site. This requixes setup and • Provide data entry upon request.
access in the finance software. The service center • Provide any preliminary budget or budget reports
provides training,for a nominal fee,to school district/ that the school district/charter school requests
charteY school personnel who aYe not familiar with the (Report Types a�e Line Item,By Fund/Function,
system. It is the fastest and most efficient method By Fund/Object Code, By Fund/Organization,
of entry. or By Fund/Program Intent.)
• Make budgets available in next year finance
In the event that the school district/charter school within five (5) business days following receipt of
does not have the capability or does not wish to input notification of approval by school district/charter
its preliminary budget on site,the preliminary budget school board.
can be submitted to the Business Center for data entry • Post all fiscal year budget amendments.
by adhering to the following procedures:
• Submit the data on the budget form provided with
complete coding and amounts.
• Include both revenue and expenditure amounts
for all funds that you wish entered.
• Submit data in order by fund/function/object
code.
Submit no later than three(3)business days after Board
approval of new budget.
2
Finance
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Cash Recei�t Processing Cash Recei�t Processing
FoY local funds and fedeYal funds not paid through The Business Center will:
the Texas Education Agency (TEA), school districts/ • Post all funds listed on the Texas Education
charter schools must submit cash receipt data utilizing Agency (TEA) payment report to the general
the Business Center"Cash Receipts Voucher Form" ledger in the month that payment is received.
during the month that the revenue is received. Submit • Post all local funds and any other grant funds not
no later than three (3) business days after the date of paid through TEA to the general ledger based
deposit. on data submitted by the school district�charter
school on the "Cash Receipts Voucher Form."
• Draw down Federal and State Grant funds through
Texas Education Agency TEASE Web site
monthly so that they will be posted to the TEA
payment report (if requested).
• Reconcile cash receipts to the bank statement
monthly
• Provide the school district/charter school with a
monthly cash receipt jou�nal.
• Allow thxee (3) business days for processing.
Purchase Order and Vendor Pa�ment Processing Purchase Order and Vendor
School districts/charter schools may�submit requisitions Pa�ment Processin�
and create puYchase orders utilizing the Purchasing • Process and enter payment authorizations and
package of the finance software for an additional purchase order forms into the general ledger for
fee. Note: This is not practical if the school distYict/ payment.
charter school issues a small number of monthly • P�ovide outstanding purchase o�der repo�ts to
checks to vendors. This creates an encumbrance and school districts/charter schools (if applicable).
later puYchase order with correct coding to the general • Allow thxee (3) business days for processing.
ledger. The ESC provides training,for a nominal fee,to
district/charter school personnel who are not familiar
with the system.
School districts/charter schools not utilizing the
Purchasing sy�stem must submit to the Business
Center a Requisition Purchase Order Form with
complete coding, vendor information, P.O. number,
and amounts.
• School districts/charter schools may submit pa��ment
authorization requests utilizing the Business Center
"Payment Authorization Form" with complete
coding,vendor information, and amounts.
• Vendor additions and vendor information changes
must be submitted utilizing the Business Center
"New Vendor/Payee Form." W-9 forms are the
sole responsibility�of the school district/charter school.
• Allow three (3) business days for processing.
3
Finance
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Finance Check Processin� Finance Check Processin�
• Submit a copy of the invoice marked"OK to Pay," • Post finance checks to the general ledger.
which includes the purchase order number if • Print and return finance checks to the school
applicable. district/charter school for distribution.
• If utilizing a payment authorization, submit the • Provide a check register with checks to the school
Business Center "Payment Authorization district/charter school.
Form." • Sign checks (if signatures are provided).
• Allow three(3)business days from date of request. • Bank reconciliation to the general ledger monthly
and reported to the school district/charter school.
• Allow three(3)business days from date of request.
General Ledger and Year-End General Ledger and Year-End
Processing/Maintenance Processing/Maintenance
• Submit all budget amendments utilizing the Business • Post all journal entries.
Center "Budget Amendment/Adjustment • Insure that all funds are in balance in the general
Form," complete with coding and amounts. ledger monthly prior to closing.
• Submit all journal entries utilizing the Business • Close individual school district/charteY school files
Center"Journal Voucher Form,"complete with monthly.
propeY coding,amounts,and a valid Yeason for the • Enter audit adjustments and opening entries.
change. • Provide end-of-month reports to school districts/
• Submit audit adjustments and opening entries as charter schools in accordance with prior established
provided by school district/charter school auditor. time lines for board meetings.
• Allow three (3) business days for processing. • Allow three (3) business days for processing.
Year End (Fiscal/Calendar) Processing Year End (Fiscal/Calendar�Processing
• Maintain W-9 documentation. • Prepare 1099s at calendar yeaY end and distribute
• Provide list or vendors receiving 1099 if not system to school districts/charter schools prior to January
generated. 31 S`
• Close out the fiscal year in the finance software.
• Provide year-end reports to school districts/
charter schools.
• Provide quarterly� summary W-9 reports.
Pre-Audit Pre�aration Pre-Audit Pre�aration
• Request data files for auditoY. • Create data files and reports for the auditor.
• Request finance YepoYts for auditors. • DistYibute data files and reports as requested to
• Allow a minimum of five (5) business days for school districts/charter schools.
processing and receipt. • Allow a minimum of five (5) business da��s for
• Contact auditors to determine schedule an notify processing and receipt.
ESC Region 11.
4
Finance
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PEIMS Submission PEIMS Submission
• Information is submitted to TEA by the school • E�ractbudgetandpersonneldataforfallPEINISreport.
district/charter school(if the district/charter does • Extract audited fiscal finance data for mid-year
not contract for PEIMS services through ESC PEIMS repoYt.
Region 11). • Reconcile audit and adjustments to the PEIMS data.
• Review PEIMS data prior to transmission. • Information is submitted to TEA (for Region 11
• Submit final approval of PEIMS data to TEA. districts/charters).
Payroll
The Business Center offers reliable,efficient,and cost-effective payroll services whereby we track and process youY
payroll and tax payments. As a part of this process,The Business Center performs the following payroll functions:
Payroll
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Pa�roll Check Processin� Pa�roll Check Processin�
• Submit demographic data on new hires,new subs, • Data enter employee information into payroll
and any changes such as address or last name. system, including payroll and employee leave
• Gather substitute teacher information and absence transactions.
data and submit to ESC Region 11 by fax or email • Run payroll calculations.
five (5) business days prior to scheduled EFT/ • Print payroll checks.
payroll check processing date. • Prepare and submit electronic funds transfer file
• Provide any changes in pay�roll amounts for to bank.
distributions or deductions on the "Payroll • Checks and reports mailed to school.
Change Form" five (5) business days prioY to • Sign payroll and deduction checks (if signatures
scheduled EFT/payroll check processing date. are provided).
• Submit supplemental, hourly, or stipend pay data • Interface monthly payroll to finance.
for the pay period five (5) business days prior to • Submit monthly payroll taxes through EFTPs.
scheduled EFT/payroll check processing date. • Process supplemental payroll as required. Note:
• Submitany W-4 status change notices from employees. Additional supplemental payrolls will be billed
• Sign payroll and deduction checks, if applicable, according to the Business Center Contract Price
and distribute. List for current school year.
• Insure cash is available at the bank for payroll expenses.
Deduction Processin�Information Deduction Processing Information
• Provide employee voluntary deduction information • Maintain employee deduction information in TxEIS.
immediately following open enrollment or date of • Print payroll deduction checks.
hire. • Balance deduction reports.
• Provide deducrion changes monthly(five business
days prior to EFT/payroll check processing due
date�after first noti�ing Third Party Adminlstrator* *For rchool di.rtrzct.r/charter.rchool.r usingFinancial BenefitServicer,plea.re
of c�ecluctlon Change. in.rtruct ernployee.r to enroll for deduction.r online zvithin 30 day.c of open
• PYovlde ESC Reglon 11 wlth TRS Active CaYe blll enroll�nent(or bire date for nezv e�nployee.r).
as soon as it is available.
5
Payroll
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Pa�roll Re�orting Pa�roll Re�orting
• Copy of the Basic Claim filed for prior month for • Prepare and submit monthly TRS reports utilizing
Child Nutrition to ESC—due 15T of each month. TRAQS.
• Provide copy of social security card for name • Submit wire for TRS utilizing TexNet.
changes for timel�T reporting of change to TRS. • Prepare and submit quarterly TWC and
Unemployment reports through TASB/TWC
Web site.
• Prepare 941 Yeports and submit utilizing Telefile.
• Perform and maintain all file backups.
PEIMS Re�orting PEIMS Re�orting
• Informarion is submitted to TEA by the school • Verify payroll-Yelated data for Fall PEIMS
district/charter school(if the district/charter does not Submission.
contract for PEIMS services through ESC Region 11). • Vexify payroll related data for Summer Submission.
• Submit final approval of PEIMS data to TEA. • Submission of Fall PEIMS file.
Year-End Processin� Year-End Processin�
• Provide ESC Region 11 with payroll information for • Enter and maintain information in Next Year
the following school year beginning in February=of Payroll files beginning in February of each year.
each year. This will include employee terminations, • Interface Next YeaY Payroll salary and benefit
new hires, distYibution changes, retirees, etc., to information into the Budget system when
allow timely data entry for Next Year Payroll files. requested by school.
• Distribute W-2s to employees. • Balance,prepare,and print W-2s at calendar yea�end.
• Process the August accrual job,when applicable.
Base Pricing
To view base pricing information, see Business Center Contract Price List.
Other Services Available at an Additional Fee
Business Manager Services
• Includes on-site visits to train, assist and/or code puYchase oYders, budget amendments, and journal
vouchers.
• Monitor compliance with special programs and federal and state grants.
• Monitor trial balances of all funds.
• Build and provide budget reports on-site.
• Review/assist with payroll coding of employees.
• Hourly rate or extended contract for services available upon request.
Summary of Finance Services
• Summary of Finance Tracking—$150/hr, max $5,000 per year
• Summary of Finance and Budget Tracking—$150/hr, max $10,000 per year
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Price List 2021-2022
Business Center Pricing
Enrollment
Service
<600 600-1,199 1,200-1,799 1,800-2,399
Basic Finance Services $17,000 $20,500 $22,500 $24,500
Full-Service Finance Services $20,000 $23,000 $25,000 $27,500
Full-Service Payroll Services $20,000 $22,500 $25,000 $27,500
Full Service Finance and Payroll Services $33,000 $38,950 $45,950 $54,000
Monthly Bank Reconciliation Services $3,000 $3,000 $3,000 $3,000
Other Business Center Charges
New Client Fee: A new client conversion fee will be charged after initial analysis of prospective client's current finance,accounting,
and payroll data.
Bank Account Reconciliation Serviccs: ISDs/Charters contracting for bank reconciliation service only will be charged$250 per
month for the first bank account, $50 per month for each additional account.
Su�plemental Payroll Fee: ISDs/Charters contracting for payroll services will be cbarged$60 plus an overtime rate of$50 per
hour for each supplemental payroll that is requested by the client.
TxEIS Software Charges
The following charges will be billed through Managementlnf'ormation System Department contracts:
• New Client database creation charge, Hosting Fee, and a one-time SQL license fee (must complete "TxEIS Service Fees"
Contract)
• TxEIS License and support fees(must complete"Management Information Services Software and SupporY'Contract)
Business Center Cancellation policy:
• Either party has a right to cancel with a 30-day notice subject to the 25%non-refundable amount as described below. A letter
of intent to contract for services must be signed(or online contract must be submitted and accepted)prior to wark beginning
far the new year.
• 25%of the total contract amount is non-refundable once any service has begun. This includes,but is not limited to,beginning
the set up of payroll information or budget information.
• Refunds will be determined by monthly proration. The monthly proration will be calculated by subtracting the 25% non-
refundable amount and any TxEIS fees incurred from the contract amount then dividing the remaining contract amount by the
number of months of the contract to come up with a per-month amount.Once a transaction has been posted to a month by the
ESC Region Business Center,the total month's prorarion is earned by the ESC Region 11 Business Center.
• Any amount due to the client or the ESC Region 11 Business Center is due within 30 days after the effective date of cancellarion.
7
(please print on ISD/Charter letterhead)
Letter of Intent to Contract with ESC Region 11 Business Center
It is our intent to contract with ESC Region 11 Business Center for the period beginning through
for[(payroll only),(finance only),(both payroll and finance),or(bank reconciliation only)] (circle
one).
By signing this contract we understand:
(1) If a contract is not in place for the service period, a letter of intent to contract must be signed prior to work
beginning for the new-year.
(2) We are authorizing ESC Region 11 to begin payroll and/or finance services for the contract period
mentioned above.
(3) 25% of the total contract amount (see Business Center Contract Price List) is non-refundable once any
service has begun.
(4) Failure to execute this letter of intent in a timely manner may jeopardize timely delivery of service for the
beginning of our school or fiscal year.
(5) We are agreeing to the cancellation policy described below:
Business Center Cancellation policy:
• Either party has a right to cancel with a 30-day notice subject to the 25% non-refundable amount as
described below.
• 25% of the total contract amount is non-refundable once any service has begun. This includes,
but is not limited to,beginning the setup of payroll information or budget information.
• Refunds will be determined by monthly proration. The monthly proration will be calculated by subtracting
the 25% non-refundable amount and any TxEIS fees incurred from the contract amount then dividing the
remaining contract amount by the number of months of the contract to come up with a per-month amount.
Once a transaction has been posted to a month by the ESC Region 11 Business Center, the total month's
proration is earned by the ESC Region 11 Business Center. Any amount due to the client or the ESC
Region 11 Business Center is due within 30 days after the effective date of cancellation.
ISD/Charter Education Service Center Region 11
Superintendent or Director Date ESC Region 11 Executive Director Date
Date Received by ESC Region 11
s
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
Business Services v33
Enrollment Period: 09/01/2021 - 08/31/2022
Last Year Enrollment: 865
Answer Price
If you wish to sign up for Business Services, please indicate the service for Payroll Support
which you wish to contract in the box on the right. Services Only
Fee(see Business Service Contract Price List in the"Business Center $22,500.00
Handbook")
Do you wish to sign up for the Requisition Module? If yes, please enter the 0.00
amount of users in the box on the right.
*A Requisition Module fee of$580+$20 per user will be applied.
Bank Reconciliation: Enter the number of bank accounts that will be 0.00
reconciled by ESC Region 11's Business Center in the box on the right.
$250 per month for the first bank account,$50 per month for each
additional account.
Contract Adjustment 0.00
Business Manager Service Fees(Call for quote Brandilyn DePalma 0.00
(817)740-7610)
By clicking the box on the right, I,as an authorized representative of the 0
above mentioned LEA/Charter,agree to the terms of the attached"Business
Center Handbook"stating LEA/Charter Responsibility and ESC Region 11
Business Center Responsibility and Business Center Price List.
Total:
$22,500.00
Contract Contact: Marlene Rutledge, mrutledge@westlake-tx.org, (817)490-5737
36 CID#: 18729 Print Date: 6/22/2021 Page 1 of 2
Additional fees will be charged for public schools having more than five campuses or more than one payroll frequency.
Superintendent or Approved Designee
Date
Executive Director
Education Service Center Region 11
Date
Note:
1.Use the Printer Icon located to the right of the contract name on the Contract Home page to print a copy of this
contract.
Click on Review/Submit Contracts on the contract home page.
ESC Region 11:
Return a signed and dated copy to the district.
36 CID#: 18729 Print Date: 6/22/2021 Page 2 of 2
Management Information
EDU�AT�o� SER���E �ENTER Systems Software & Support
GI � N Service Contract (Ascender
Business and Student)
2021-2022
Note: Due to various factors,including the volume of participation from districts,contract negotiations for products and services
being purchased and delivered within this contract,possible funding changes for districts or ESC Region 11,and other factors,this
contract is offered in good faith but does not become binding until September 1,2021,on either the district or ESC Region 1 L This
contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty
(30)days'written notice to the other party. Payment for valid fees or charges rendered by the ESC Region ll prior to written notice
of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and
prepare to deliver these services. An altemative contract may be offered if this contract cannot be delivered as stated.
The Ascender Business and Student sofware is web-based, fully integrated, and supports the operational and
reporting requirements of Texas districts, charter schools, private schools, and education service centers. The
Management Information Systems Department offers the following services and discounts to districts that sign
the MIS Software & Support Service Contract for Ascender Business and Student:
.
The Ascender Business software is a state-of-the-art school administrative software system. It is supported by
ESC Region 11 MIS specialists and staff.
Business A�plications:
• Accounts Receivable
• Asset Management
• Bank Reconciliation
• Budget
• District Administration
• Document Attachments
• Employee Access
• Finance
• Human Resources
• Purchasing
• State Reporting
• Warehouse
� • � i ` � � i , .
• Hands-on training and implementation with first year installation
• On-site visits as needed the first year of installation
• Unlimited telephone consultation
• Review workshops and webinars throughout the school year
• Workdays
• Up to three on-site visits per year (in region); one on-site visit per year(out of region)
• Zoom sessions for new personnel
• Backups on and off site
� • � ' • � • �
• Retraining for new personnel will be billed at:
o Walk-in One-on-One - $75 per hour, $450 maximum per day
o On-Site One-on-One - $95 per hour, $570 maximum per day
o Zoom sessions for new personnel that exceed 2 hours - $55 per hour
• On-Site System Operation provides districts with hands-on operation of the Ascender Business System to fill
in for district personnel who are out unexpectedly. On-Site System Operation will be billed at $95 per hour
with a minimum of$285 and a maximum of$570 per day per person.
*Note:A purchase order is required fo�all extra services.
1 ' • � � �
• Perform all data entry necessary to establish data files and operate the systems on a routine basis.
• Perform, maintain, and verify all file backups, as instructed.
• Allow staff to attend all training sessions provided by ESC Region 11.
• Allow staff to attend all scheduled meetings at ESC Region 11 concerning updates and enhancements to the
systems.
• Each school district shall designate a person to function as District Coordinator(s).
� �
The Ascender Student Software is a web-based student package specifically designed to meet the needs of Texas
school operations. It is supported by ESC Region 11 MIS specialists and staff.
Student A�plications:
• Attendance
• Attendance Letter System
• Document Storage
• Discipline
• Exports (Enrollment Tracking, TREx, Unique ID, Cafeteria, FitnessGram, STAAR/TAKS Precoding)
• Grade Reporting
• Graduation Plan
• Health
• Office of Civil Rights (OCR)
• PEIMS
• Registration
• Scheduling
• Security
• Special Education
• State Reporting (PEIMS)
• Test Scores
• Ascender Parent Portal
• Ascender Teacher Portal
• Ascender Student Portal
� • � � � � �
• Hands-on training and implementation with first year installation
• On-site visits as needed the first year on installation
• Unlimited telephone consultation
• Review workshops and webinars throughout the school year
• Workdays
• Zoom sessions (limited to 2 hours)
• Up to three on-site visits per year (in region); one on-site visit per year(out of region)
• Backups on and off-site
• Additional services charged at $95.00 per hour
1 ' • � � �
• Perform all data entry necessary to establish data files and operate the systems on a routine basis.
• Perform, maintain, and verify all file backups, as instructed.
• Allow staff to attend all training sessions provided by ESC Region 11.
• Allow staff to attend all scheduled meetings at ESC Region 11 concerning updates and enhancements to the
systems.
• Each school district shall designate a person to function as District Coordinator(s).
' • � � �
Director of MIS/IT
(817) 740-7506
Management Information
EDU�ATI°� SER�I�E �ENTER Systems Software & Support
G I ��_ � N Service Contract
(Ascender Business and
Student)
Ascender Business Price List 2021-2022
First-Year Set-un
Installationand training ............................................................................................................................$2,500
Conversion of data from prior vendor ......................................................................................................$2,500
Business Svstem
.
Annual license fee (ADA 0-1,000) ...........................................................................................................$7,415
Annuallicense fee (ADA 1,001+) ............................................................................................................$7,765
Userfee.....................................................................................................................................$5 per employee
Requisition/Purchase Order Svstem
Annuallicense fee........................................................................................................................................$600
Userfee........................................................................................................................................$20 per person
Management Information
EDU�AT�o� sER���E cENTER Systems Software & Support
G I � ,-- N r i ntra t
Se vi ce Co c
(Ascender Business and
Student)
Ascender Student Price List 2021-2022
First-Year Set-un
Districtinstallation.......................................................................................................................................$350
Campustraining....................................................................................................................$1,500 per campus
Conversion of data from prior vendor ..................................................................................$2,500 per campus
Student Svstem License Fee—ADA= 0-1,0001
1 regular instructional campuses...............................................................................................................$6,065
2 regular instructional campuses.............................................................................................................$12,130
3 regular instructional campuses.............................................................................................................$17,370
4 regular instructional campuses.............................................................................................................$22,610
5 regular instructional campuses.............................................................................................................$27,085
6 regular instructional campuses.............................................................................................................$31,560
7 regular instructional campuses.............................................................................................................$36,035
8 regular instructional campuses.............................................................................................................$40,510
9 regular instructional campuses.............................................................................................................$44,985
10 regular instructional campuses...........................................................................................................$49,460
ll regular instructional campuses...........................................................................................................$53,935
12 regular instructional campuses...........................................................................................................$58,410
13 regular instructional campuses...........................................................................................................$62,885
14 regular instructional campuses...........................................................................................................$67,360
15 regular instructional campuses...........................................................................................................$71,835
16 regular instructional campuses...........................................................................................................$76,310
17 regular instructional campuses...........................................................................................................$80,785
18 regular instructional campuses...........................................................................................................$85,260
19 regular instructional campuses...........................................................................................................$89,735
20 regular instructional campuses...........................................................................................................$94,210
Student Svstem License Fee—ADA 1,000+)
1 regular instructional campuses...............................................................................................................$6,345
2 regular instructional campuses.............................................................................................................$12,690
3 regular instructional campuses.............................................................................................................$18,175
4 regular instructional campuses.............................................................................................................$23,660
5 regular instructional campuses.............................................................................................................$28,345
6 regular instructional campuses.............................................................................................................$33,030
7 regular instructional campuses.............................................................................................................$37,715
8 regular instructional campuses.............................................................................................................$42,400
9 regular instructiona] campuses.............................................................................................................$47,085
10 regular instructional campuses...........................................................................................................$51,770
11 regular instructional campuses...........................................................................................................$56,455
12 regular instructional campuses...........................................................................................................$61,140
13 regular instructional campuses...........................................................................................................$65,825
14 regular instructional campuses...........................................................................................................$70,510
15 regular instructional campuses...........................................................................................................$75,195
16 regular instructional campuses...........................................................................................................$79,880
17 regular instructional campuses...........................................................................................................$84,565
18 regular instructional campuses...........................................................................................................$89,250
19 regular instructional campuses...........................................................................................................$93,935
20 regular instructional campuses...........................................................................................................$98,620
Co-op Fee..........................................................................................................................................................$350
Ascender Teacher Portal
Gradebook user fee......................................................................................................................$30 per person
Attendance user fee.................................................................................................................. $500 per campus
Health A�plication S, s�
Health application campus fee................................................................................................. $450 per campus
AlternateCampus............................................................................................................................................$600
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
Management Information Systems Software & Support Service
(ASCENDER Student and Business) �,z
Enrollment Period: 09/01/2021 - 08/31/2022
Last Year Enrollment: 865
Answer Price
ASCENDER STUDENT
If you wish to sign up for the ASCENDER Student Software Contract, please 1.00
enter the number of regular instructional campuses using this software in
the box on the right.
ASCENDER Student Annual License Fee $6,065.00
Please indicate the number of alternative campuses in your district using
this software in the box on the right.
ASCENDER Student Software License Fee(Alternative Campuses)
Is this your FIRST year to contract with ESC Region 11 for your student
system software?If yes, please select the option(s)you wish to purchase in
the boxes below:
First-Year LEA Installation Fee
First-Year Campus Training Fee
First-Year Conversion of Data from Prior Vendor Fee
Do you wish to add the ASCENDER Teacher Gradebook Portal Option?If 40.00 $1,200.00
yes,enter the number of district-wide ASCENDER Teacher Portal users
(Number of TEACHERS) in the box on the right.
Do you wish to add the ASCENDER TeacherAttendance Portal Option?If 1.00 $500.00
yes,enter the number of campuses using ASCENDER Teacher Portal in the
box on the right.
91 CID#: 18029 Print Date: 6/22/2021 Page 1 of 2
Do you wish to add the ASCENDER Health Application System?If yes, 1.00 $450.00
please enter the number of campuses using this system in the box on the
right.
ASCENDER BUSINESS
If you wish to sign up for the ASCENDER Business Software Contract, 0
please check the box on the right.
ASCENDER Business System Annual License Fee $7,415.00
Please indicate the number of employees in your LEA in the box on the right. 100.00 $500.00
Is this your FIRST year to contract with ESC Region 11 for your Business
software? If yes, please select the option(s)you wish to purchase in the
boxes below:
First-Year Installation and Training Fee
First-Year Conversion of Data from Prior Vendor
If you wish to sign up for the Requisition/Purchase Order System, please 20.00
indicate the number of users in the box on the right.
Requisition/Purchase Order Annual License Fee $600.00
Requisition/Purchase Order User Fee $400.00
Adjustment
Total:
$17,130.00
Contract Contact: Stephanie Smelley/ESC Region 11
ssmelley@esc11.net
817-740-7602
*Annual licensing fee provides software maintenance, support, and all regularly scheduled training sessions,workdays,
and user meetings.
91 CID#: 18029 Print Date: 6/22/2021 Page 2 of 2
Technology Resources
EDUCATION SERVICE CENTER Education Consortium (TREC)
� Librar and Resource
GI � N y
Management Services Contract
2021-2022
Note: Due to various factors,including the volume of participation from districts,contract negotiations for products and services
being purchased and delivered within this contract,possible funding changes for districts or ESC Region 11,and other factors,this
contract is offered in good faith but does not become binding until September 1,2021,on either the district or ESC Region 11.This
contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirry
(30)days'written notice to the other parly. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice
of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and
prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated.
The Educational Technology Department offers the following services to school districts/charter schools that sign
the TREC Library and Resource Management Services Contract:
1 • 1 I ` 1 1 I , •
• Library Automation Software and/or Resource Management Software (includes Web-based library/resource
catalog,circulation,reporting,inventory,and management functions),dependent on contracted services selected.
• All centralized equipment costs, including servers, equipment replacement, management, and licensing
• Centralized support personnel time and effort for equipment setup,installation,upgrades,support,troubleshooting,
and management of the library and/or resource management servers
• Centralized technical support for the library and/or resource management systems
• Data management for the system as needed
• Support for cataloging new items as needed
• Assistance with uploading and updating records in the system
• All updates, enhancements, and new versions
• All initial training, scheduled new user training, selected professional development opportunities, and listsery
membership
• Nightly secure backup of all data and transactions, both on-site and off-site, and a continuity plan
• Automated patron assistance
• Reduced costs for Follett add-on products and services
• Access to all additional resources provided by TREC, such as an e-book library collection
' • � � �
Director of Instructional Services
(817) 740-7611
Technology Resources
EDUCATION SERVICE CENTER Education Consortium (TREC)
I ( Library and Resource
G � N
Management Services Contract
2021-2022
First-Year Price List
TREC Library Management Services
TREC Membership and New Library Manager License $2,925 per site
Optional Products (Annual Cost)
WebPath Express $350 per site
Standards $350 per site
Alliance AV(must be district-wide) $100 per site
Reading Program Service Lexile $300 per site
Reading Program Service Fountas &Pinnell $300 per site
Reading Program Service AR/RC $275 per site
TREC Resource Management Services
Resource Manager $2,500 per site
TREC Data Services
Sites with non-Follett systems:
Library Services One-Time Data Conversion from non-Follett system $650 per site
Resource Services One-Time Data Conversion from non-Follett system $900 per site
Sites with Follett Self-hosted or Follett Hosted:
One-Time Data Migration $975 per district
Technology Resources
EDUCATION SERVICE CENTER Education Consortium (TREC)
GI � 1�I Librar and Resource
y
Management Services Contract
2021-2022
Renewal Price List
TREC Library Management Services
TREC Membership and License Renewal (student enrollment below 300) $1,275 per site
TREC Membership and License Renewal (student enrollment 300 more) $1,575 per site
Note:License includes TitlePeek.
Renewing TREC member sites not currently subscribing to TitlePeek may
request custom quote for Library Manager license renewal without TitlePeek.
Optional Products (Annual Cost)
WebPath Express $350 per site
Standards $350 per site
Alliance AV(must be districtwide) $100 per site
Reading Program Service Lexile $300 per site
Reading Program Service Fountas &Pinnell $300 per site
Reading Program Service AR/RC $275 per site
TREC Resource Management Services
Resource Manager(new site) $2,500 per site
Resource Manager(renewal) $850 per site
Textbook Manager(renewal only) $500 per site
Resource Manager:Asset (formerly Asset Manager,renewal only) $700 per site
TREC Data Services
Sites with non-Follett systems
Library Services One-Time Data Conversion from non-Follett system $650 per site
Resource Services One-Time Data Conversion from non-Follett system $900 per site
Sites with Follett Self-hosted or Follett Hosted
One-Time Data Migration $975 per district
I.ntn,;[ic�n SiFtv�c:� CixfE.r.
RE�I4_ N
Technology Resources Education Consortium (TREC)
Renewal Quote
Enrollment Period: 09/01/2021—08/31/2022
Westlake Academy
Quantity Months Cost per Site Total Cost
TREC Librar Mana ement Services
Library Manager
Follett New Library Manager Site Licensing Fee(Year 1 only)
TREC Annual Membership 1 12 $1,450.00 $1,450.00
TitlePeek(All new sites and current TitlePeek sites must include) 1 12 $125.00 $125.00
TREC Annual Membership New Site by Month
Titlepeek annual charge new site by month
Library Manager Add-On Services*+
WebPath Express
State Standards
Alliance AV(district-wide purchase only,$100/campus)
Reading Program Service:Lexile
Reading Program Service:Fountas&Pinnell
Reading Program Service:AR/RC
1 575.00
TREC Resource Mana ement Services
Follett Destiny Resource Manager 1 12 $850.00 $850.00
Follett New Resource Manager Site Licensing Fee and partial service
Upgrade from Textbook Manager/Asset Manager
Resource Manager Annual Fee by Month
Legacy Systems
Textbook Manager(Renewing sites only)
Asset Manager(Renewing sites only)
Total Cost TREC Resource Mana ement Services 850.00
TREC Data Mi ration Services
District Migration
Data-Conversion(per site)
Total Cost TREC Data Mi ration Services 0.00
Adjustments/Discounts
Small school discount for campuses<300 enrollment
Credit Payment Received
Total Ad'ustment 0.00
Grand Total Cost for all TREC Services $2,425.00
*If you wish to cancel any services for 2021-22,a written notification must be sent to ESC Region 11 no later than August 31,20Z1.
+Additional services can be added at any time during the current school year.
TREC Member Services:Shawna Ford,sford@escll.net,817-740-3674�TREC Technical Services:Marcia Riebe,mriebe@escll.net,817-740-7553
TREC Business Services:Alan Richert,arichert@escll.net,817-740-7644�TREC Business Support:Kellye Irvin,kirvin@escll.net,817-740-7619
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
Technology Resources Education Consortium (TREC) �46
Enrollment Period: 09/01/2021 - 08/31/2022
Last Year Enrollment: 865
Answer Price
The following fees reflect your LEA's quoted TREC services.
TREC Library Management Service 1,575.00 $1,575.00
TREC Resource Management Services 850.00 $850.00
TREC Data Services
Enter ESC Region 11 quoted adjustment(if any)
Total:
$2,425.00
Contract Contact: Entered by Shawna Ford, sford@esc11.net, 817-740-3674. Updated 6/23 to add Titlepeek
48 CID#: 18553 Print Date: 6/23/2021 Page 1 of 1
TSDS Contract
EDUCATION SERVICE CENTER (pEIMS, studentGPS
�T I f _ N Dashboard, TIMS, UID,
Collections)
2021-2022
Note: Due to various factors,including the volume of participation from districts, contract negotiations for products and services
being purchased and delivered within this contract,possible funding changes for districts or ESC Region 11,and other factors,this
contract is offered in good faith but does not become binding until September 1,2021,on either the district or ESC Region 11.This
contract is contingent upon the continued availability of appropriarions and is subject to cancellarion by either party upon thirry
(30)days'written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written norice
of terminarion shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and
prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated.
' � � � � i
• Explain the overall data requirements to ESC personnel
• Provide and maintain the Texas Education Data Standards (TEDS), and the STUDENTATTENDANCE
A CCO UNTING HANDBOOK(SAAH)
• Provide the ESC and district with a standard editing and reporting system (TSDS)
' � � • � � ' • � �
• Send the data required (ACCEPT) by the current Texas Education Data Standards (TEDS) to TEA by the
specified due dates for each submission/re-submission.
• Review the district data using edit rules and reports supplied by TEA,assuring that all fatal errors are corrected.
• Assist the district with its data submission to TEA's TSDS server.
• Notify district when its data has been accepted by the ESC and made available for further processing by TEA.
• Facilitate the accuracy and timely delivery of data.
• Explain the overall data collection requirement for PEIMS and Enrollment Tracking(ET)to district personnel.
• Train school district personnel to adequately meet the data submission requirement, covering:
o Overall data flow
o Delivery schedule
o Data element definitions
o Data submission formats
o Editing requirements
o Correction cycle
o Approval of summary report and error listing
o Operation of the web-based TSDS system
o Operation of the Enrollment Tracking (ET) System
o TSDS Unique ID Corrections
• Consult with districts to assist them in preparing the data submission and to ensure data quality and compliance
to schedules
• ESC TSDS staff will coordinate assistance by:
o Answering questions aboutthe Texas Education Data Standards(TEDS)and StudentAttendanceAccounting
Handbook
o Organizing the data submission schedule
o Answering questions about the edit and summary reports
o Organizing the error correction schedule
o Initiating the final approval of the district's submission to TEA
o Providing assistance for the optional student GPS Dashboard by either hourly rate or contracted support
o Providing assistance for the Early Childhood Data System (ECDS) by either hourly rate or contracted
amount
o Training and assistance on TSDS Incident Management System (TIMS)
o Providing assistance with the Unique Identification System (UID)
o Assist with issues relating to TEA Login System (TEAL)
• Training and assistance on all Core Collections:
o Early Childhood Data System (ECDS)
o Expanded Learning GOpportunities (ELO)
o Residential Facility(RF) Tracker
o State Performance Plan Indicator 14 (SPPI-14)
o TSDS Classroom Roster Fall Submission
o TSDS Classroom Roster Winter Submission
1 ' • � i �
• Submit the data required by the current Texas Education Data Standards (TEDS) to the ESC in accordance
with the specifications of the data standards.
• Approve the required data (along with the ESC)by the due dates.
• Follow the ESC-established deadlines to allow sufficient time for technical assistance by the ESC.
• Validate/edit the district data file using TSDS.
• Get approval of data file by ESC.
• Correct errors found by the ESC during the editing/validation process in a timely manner.
• Approve the content of the data submission by completion of the SOA by the Superintendent, as available
through TSDS.
' • � � �
Coordinator, Management and Information Systems
(817) 740-7704
EDUCATION SERVICE CENTER TSDS Contract
G I � N (PEIMS, studentGPS
Dashboard, TIMS, UID,
Core Collections)
Price List 2021-2022
TSDS (PEIMS,TIMS,UID, Core Collections)
Students in District Fee
1-500 $1,700
501-1,000 $2,750
1,001-2,000 $3,800
2,001-4,000 $4,850
4,001-8,000 $5,900
8,001-16,000 $6,950
16,001-32,000 $8,000
32,001-64,000 $9,050
64,001-128,000 $10,100
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
TSDS (PEIMS, studentGPS Dashboard,TIMS, UID,ECDS) ,,,o
Enrollment Period: 09/01/2021 - 08/31/2022
Last Year Enrollment: 865
Answer Price
Please select the following TSDS services for which your district will use.
TSDS PEIMS Support-Please select the options(s1 that applies to vour
district:
PEIMS Support(all districts and charter schools) 0 $2,750.00
PEIMS TSDS First Year Training (also select this checkbox if this is your
district's first year to submit TSDS PEIMS)
Adjustment
Total:
$2,750.00
Contract Contact: Stephanie Smelley/ESC Region 11
ssmelley@esc11.net
817-740-7602
106 CID#: 18027 Print Date: 6/22/2021 Page 1 of 1
EDUCATION SERVICE CENTER ASCENDER Service Fees
I Contract
G � N
2021-2022
Note: Due to various factors,including the volume of participation from districts, contract negotiations for products and services
being purchased and delivered within this contract,possible funding changes for districts or ESC Region 11,and other factors,this
contract is offered in good faith but does not become binding until September 1,2021,on either the district or ESC Region 11.This
contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty
(30)days'written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice
of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and
prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated.
The Management Information Systems Department offers the following services to school districts/charter schools
that sign the ASCENDER Service Fees Contract:
. i • � �
Districts that sign the ASCENDER License Contract may choose to receive ASCENDER hosting services from
ESC Region 1 L If hosting services are selected, ESC Region 11 will do the following:
• Provide equipment to house the ASCENDER database.
• Provide equipment for necessary application servers.
• Provide equipment necessary for gradebook and parent portal servers.
• Provide staff to monitor and maintain database and application servers.
• Perform the initial installation of the software.
• Install all software upgrades to the servers.
• Provide back-up of the district database.
• Provide data restoration as needed.
� 1
Districts using the ASCENDER Business or Student software will need to purchase an upgrade for existing licenses
to Sybase SQL version 17. Licenses for this software are provided through an OEM agreement between Sybase
and Texas Computer Cooperative (TCC).
' • � � �
Director of MIS/IT
(817) 740-7506
EDUCATION SERVICE CENTEE� ASCENDER Service Fees
G I � N Contract
Price List 2021-2022
ASCENDER Hosting
Tier Cost
Tier 1: 1-30 users $3,000 per application
server
Tier 2: 31-50 users $4,000 per application
server
Tier 3: 50+users $5,000 per application
server
Co-op District Membership
*Annual Ascender $350
Co-op Fee
*Note: Districts must pay this co-op fee if they are signing up for the ASCENDER Business and Student Contract.
They must only pay it one time per year even if�they contract for both the business and student options.
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
ASCENDER Service Fees-(Co-op Fee, Hosting Fee, Extracts) �z6
Enrollment Period: 09/01/2021 - 08/31/2022
Last Year Enrollment: 865
Answer Price
Please indicate in the box on the right whether your district is self-hosting ESC Region 11
the ASCENDER Business and/or Student software or if it is being hosted by Hosted
ESC Region 11.
If your district is self-hosted, please indicate the number of users in the
box to the right.
Please select the number of users that will use the ASCENDER software.(Do 1 -30 users
not include teachers that use Gradebook)
ASCENDER Co-op License Fee $350.00
ASCENDER Hosting Fee $3,000.00
Adjustment
Total:
$3,350.00
Contract Contact: Stephanie Smelley/ESC Region 11
ssmelley@esc11.net
817-740-7602
90 CID#: 18026 Print Date: 6/22/2021 Page 1 of 1
Technology Services
EDUCATION SERVICE CENTER
Contract
GI � N
2021-2022
Note: Due to various factors,including the volume of participation from districts,contract negotiations for products and services
being purchased and delivered within this contract,possible funding changes for districts or ESC Region 11,and other factors,this
contract is offered in good faith but does not become binding until September 1,2021,on either the district or ESC Region 11.This
contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirry
(30)days'written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice
of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and
prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated.
The Technology Services Contract is designed to increase access to rich learning technology resources and services,
to increase the efficiency of school and district technology operations, and to enhance communication sharing
among the entire Region 11 educational community. The following services are provided by ESC Region 11
Technology Services staff and our partners:
' � � • �
Cloud and Colocation Services
DDoS Mitigation -Included
This network-based cloud solution offers advanced detection and mitigation technology that minimizes the impact
of DDoS attacks by re-routing all traffic to one or more scrubbing centers.As a result,only clean traffic is delivered.
This service provides scalable and flexible protection, including authorized, automatic and self mitigation support
options. Unlimited amount of scrubs are provided to contract districts.
DNS Services-Included
ESC Region 11's authoritative name servers can host your district's DNS zones as a primary or secondary source.
Secondary zone hosting can provide off-site redundancy for your district's existing primary name server. Primary
zone hosting includes management of any new records or adjustments via support requests to a dedicated ESC
Region 11 support technician.
Offsite Backup Storage-Reduced Rate
ESC Region ll will provide offsite storage for districts on a monthly subscription agreement. Storage is available
in 1TB increments. Connectivity will be set up to the district to ensure secure transport of files to the ESC Region
ll data center. Storage needs can be expanded as needed,and districts will be billed monthly only for the allocated
amount.
Service Member Pricing Non-Member Pricing
Backup Storage(per TB) $25.00 $30.00
Rackspace-Reduced Rate (As Available)
Space in a standard 19" rack within the ESC Region 11 data center can be purchased as available. Rackspace
service includes attachment to the UPS with backup power from a dedicated generator. Location is secured
with video monitoring as well as guided access to the room with a log of all visitors and timestamps. Badge and
fingerprint verification is on both access doors with a separate badge access between the telecom equipment room
and server racks. Rackspace is available in increments as small as 1 standard Rack Unit (1RU). Needs can be
expanded as needed, and districts will be billed monthly for the allocated space.
Service Member Pricing Non-Member Pricing
Full Rack $400 $500
Half Rack $250 $350
lU $25 $75
Infrastructure Services
Bandwidth Monitoring-Included
Access to the portal will provide visibility to bandwidth utilization graphically and in report formats. Core,
hub, and local router paths will be displayed for connectivity link status for quick views of network availability.
Logins are provided for districts to view their content from any web-based location and device. Access to this
service is available to FIBERl1 districts only.
Net►vork Assessment-Reduced Rate
A full assessment of the district network will include documentation, diagrams, findings, and recommendations.
A full list of questions and deliverables is available on request. A further reduced rate is available for return visits
within two years of the initial or repeat assessments to keep all documentation current for the district.
Service Member Pricing Non-Member Pricing
Custom Pricing 20% Discount Standard Rate
Netrvork Diagramming-Reduced Rate
The purpose of the network diagram is to demonstrate how one computer or system is linked to others within the
network. ESC Region 11 will provide logical and physical diagrams in small or large format as well as in Visio
and PDF format for portions or the entirety of the district network. A custom quote will be provided based on
the number of locations within the WAN. The engagement will consist of both on-site and remote discovery by
trained ESC staff.
Service Member Pricing Non-Member Pricing
Custom Pricing 20% Discount Standard Rate
Local Netrvork Monitoring-Reduced Rate
Monitoring of the local district network is available to assist and notify districts in a timely manner of network
failures and outages within the district. Setup and configuration services are included with this service, with
notifications delivered to specified district personnel and ESC Region 11 personnel (if requested).
Service Member Pricing Non-Member Pricing
Custom Pricing 20% Discount Standard Rate
Technical Assistance
Onsite Technical Support or Planning Services-1-Day Incl., Reduced Rate
ESC Region ll technicians and engineers can provide on-site support for PCs, devices, applications, network,
strategic planning, security planning, and more. Needs and assistance are provided on an as-needed basis and can
be scheduled in half-day or full-day increments. Excluding emergency situations, it is recommended to schedule
the day(s) in advance to ensure availability of appropriate personnel to fulfill the request.
Service Member Pricing Non-Member Pricing
On-Site Full Day $500 $800
On-Site Half Day $300 $500
TEA/NIST Security Self-AssessmentAssistance-Included
ESC Region 11 will provide two days per year for district staff to attend the self-assessment workshops to assist
in completion, updating, and policy creation. Templates are developed and updated throughout the year and will
be available to help districts stay ahead of the game on requirements and to strengthen the security posture of the
district.
Disaster Recovery Framework Planning-Included
ESC Region 11 will provide two days per year for district staff to attend disaster recovery planning workshops
to assist in completion, updating, testing and evaluation of the district disaster recovery plan. Templates will be
provided to contract members to assist in getting started with or enhancing the district disaster recovery plan.
Recommendations and reduced rate solutions will be available for districts.
Onsite or Remote Server Assistance-Reduced Rate
To assist districts with costs, the existing ESC Region 11 Network Server Contract will be rolled into the
membership costs and provided for all districts on an as-needed basis at a reduced rate per instance. Assistance
will be provided by skilled technicians and engineers to ensure that servers are performing at an optimal level.
Service Member Pricing Non-Member Pricing
On-Site Full Day $400 $500
On-Site Half Day (<4 hrs) $250 $350
Remote Full Day $25 $75
Remote Half Day (<4 hrs) $25 $75
Technical Trainin�
Customized Technical Training-Reduced Rate
ESC Region ll offers customized technical training that will be delivered at your location of choice. Experienced
staff will provide technical training to meet the need of each individual district. Training can be provided to
meet professional development requirements or for new or existing technologies within the district. Customized
sessions will also include an online platform for the session that will house documents and provide the ability
to review the content at a later date. Proper lead time for customized training is required for scheduling and
preparation.
Service Member Pricing Non-Member Pricing
On-Site Full Day $600 $800
On-Site Half Day (<4 hrs) $400 $500
Sta.f�`'Security Awareness Training-Reduced Rate
ESC Region 11 will provide proactive face-to-face Security Awareness training of district employees. Training
will include best practices, policies, procedures, popular attack methods, and trends. Some customization will
occur to identify items specific to your district, such as password policies,procedures, etc.
Service Member Pricing Non-Member Pricing
On-Site Full Day $600 $800
On-Site Half Day (<4 hrs) $400 $500
Offsite Meeting Space-Reduced Rate
Meeting space will be available for member districts at a reduced rate at the new ESC Region ll Technology
Center opening in Spring of 2020. The conference center space will accommodate 35-40 people comfortably
with amenities that include audio/visual equipment, wireless Internet, coffee, microwaves, catering (available),
parking, and cleaning services. The conference center is available for half-day or full-day rental.
Service Member Pricing Non-Member Pricing
On-Site Full Day $300 $500
On-Site Half Day (<4 hrs) $200 $400
' • � � �
Director of MIS/IT
(817) 740-7506
EDUCATION SERVICE CENTER Technology Services
GI � N
Contract
Price List 2021-2022
District Enrollment Annual Contract Price*
0-300 $1,200
301-1,000 $2,000
1,001-2,000 $3,500
2,001-5,000 $5,000
5,001-10,000 $9,000
10,001-20,000 $15,000
20,001+ $20,000
* The annual price may increase no more than 2%yearly.
Factors would include licensing and/or opeNation cost increases.
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
Technology Services �5
Enrollment Period: 09/01/2021 - 08/31/2022
Last Year Enrollment: 865
Answer Price
If your district would like to participate in the Tech 11 Services contract, 0 $2,000.00
please check the box to the right.
CLOUD AND COLOCATION SERVICES
DDoS Mitigation-Included
This network-based cloud solution offers advanced detection and
mitigation technology that minimizes the impact of DDoS attacks by
re-routing all traffic to one or more scrubbing centers.As a result, only
clean traffic is delivered.This service provides scalable and flexible
protection, including authorized,automatic and self mitigation support
options. Unlimited amount of scrubs are provided to contract districts.
DNS Services-Included
ESC Region 11's authoritative name servers can host your districta€T""s
DNS zones as a primary or secondary source.Secondary zone hosting
can provide off-site redundancy for your districta€T"^s existing primary
name server. Primary zone hosting includes management of any new
records or adjustments via support requests to a dedicated ESC Region
11 support technician.
Offsite Backup Storage-Reduced Rate
ESC Region 11 will provide offsite storage for districts on a monthly
subscription agreement.Storage is available in 1TB increments.
Connectivity will be set up to the district to ensure secure transport of
files to the ESC Region 11 data center.Storage needs can be expanded
as needed,and districts will be billed monthly only for the allocated
amount.
130 CID#: 17994 Print Date: 6/22/2021 Page 1 of 3
Rackspace-Reduced Rate(As Available)
Space in a standard 19"rack within the ESC Region 11 data center can
be purchased as available. Rackspace service includes attachment to
the UPS with backup power from a dedicated generator. Location is
secured with video monitoring as well as guided access to the room
with a log of all visitors and timestamps. Badge and fingerprint
verification is on both access doors with a separate badge access
between the telecom equipment room and server racks. Rackspace is
available in increments as small as 1 standard Rack Unit(1RU). Needs
can be expanded as needed,and districts will be billed monthly for the
allocated space.
INFRASTRUCTURE SERVICES
Bandwidth Monitoring-Included
Access to the portal will provide visibility to bandwidth utilization
graphically and in report formats. Core, hub, and local router paths will
be displayed for connectivity link status for quick views of network
availability. Logins are provided for districts to view their content from
any web-based location and device.Access to this service is available
to FIBER11 districts only.
Network Assessment-Reduced Rate
A full assessment of the district network will include documentation,
diagrams,findings,and recommendations.A full list of questions and
deliverables is available on request.A further reduced rate is available
for return visits within two years of the initial or repeat assessments to
keep all documentation current for the district.
Network Diagramming-Reduced Rate
The purpose of the network diagram is to demonstrate how one
computer or system is linked to others within the network. ESC Region
11 will provide logical and physical diagrams in small or large format as
well as in Visio and PDF format for portions or the entirety of the district
network.A custom quote will be provided based on the number of
locations within the WAN.The engagement will consist of both on-site
and remote discovery by trained ESC staff.
Local Network Monitoring-Reduced Rate
Monitoring of the local district network is available to assist and notify
districts in a timely manner of network failures and outages within the
district.Setup and configuration services are included with this service,
with notifications delivered to specified district personnel and ESC
Region 11 personnel (if requested).
TECHNICAL ASSISTANCE
Onsite Technical Support or Planning Services-1-Day Incl., Reduced
Rate
ESC Region 11 technicians and engineers can provide on-site support
for PCs,devices,applications, network,strategic planning,security
planning,and more. Needs and assistance are provided on an
as-needed basis and can be scheduled in half-day or full-day
increments. Excluding emergency situations, it is recommended to
schedule the day(s)in advance to ensure availability of appropriate
personnel to fulfill the request.
130 CID#: 17994 Print Date: 6/22/2021 Page 2 of 3
TEA/NIST Security Se/f-Assessment Assistance-Included
ESC Region 11 will provide two days per year for district staff to attend
the self-assessment workshops to assist in completion, updating, and
policy creation.Templates are developed and updated throughout the
year and will be available to help districts stay ahead of the game on
requirements and to strengthen the security posture of the district.
Disaster Recovery Framework Planning-Included
ESC Region 11 will provide two days per year for district staff to attend
disaster recovery planning workshops to assist in completion,
updating,testing and evaluation of the district disaster recovery plan.
Templates will be provided to contract members to assist in getting
started with or enhancing the district disaster recovery plan.
Recommendations and reduced rate solutions will be available for
districts.
Onsite or Remote ServerAssistance-Reduced Rate
To assist districts with costs,the existing ESC Region 11 Network
Server Contract will be rolled into the membership costs and provided
for all districts on an as-needed basis at a reduced rate per instance.
Assistance will be provided by skilled technicians and engineers to
ensure that servers are performing at an optimal level.
TECHNICAL TRAINING
Customized Technical Training-Reduced Rate
ESC Region 11 offers customized technical training that will be
delivered at your location of choice. Experienced staff will provide
technical training to meet the need of each individual district.Training
can be provided to meet professional development requirements or for
new or existing technologies within the district. Customized sessions
will also include an online platform for the session that will house
documents and provide the ability to review the content at a later date.
Proper lead time for customized training is required for scheduling and
preparation.
Staff Security Awareness Training-Reduced Rate
ESC Region 11 will provide proactive face-to-face Security Awareness
training of district employees.Training will include best practices,
policies, procedures, popular attack methods,and trends.Some
customization will occur to identify items specific to your district,such
as password policies, procedures,etc.
Offsite Meeting Space-Reduced Rate
Meeting space will be available for member districts at a reduced rate at
the new ESC Region 11 Technology Center opening in Spring of 2020.
The conference center space will accommodate 35-40 people
comfortably with amenities that include audio/visual equipment,
wireless Internet,coffee, microwaves, catering (available), parking,and
cleaning services.The conference center is available for half-day or
full-day rental.
Total:
$2,000.00
130 CID#: 17994 Print Date: 6/22/2021 Page 3 of 3
EDUCATION SERVICE CENTER Instructional Solutions
I & Support Contract
G � N . . . .
Region 11 Public Districts/Charters
2021-2022
Note: Due to various factors,including the volume of participation from districts,contract negotiations for products and services
being purchased and delivered within this contract,possible funding changes for districts or ESC Region 11,and other factors,this
contract is offered in good faith but does not become binding until September 1,2021,on either the district or ESC Region 11.This
contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirry
(30)days'written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice
of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and
prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated.
This contract was developed to assist LEAs with budgeting and registering personnel for professional development
opportunities at ESC Region 11. This all-inclusive package provides all of the exceptional benefits and offerings
of our former individual contracts (Administrative Services, Instructional Services, Digital Learning, and RETN)
for an incredible cost-savings value with added features.
� �
• Get products and services for special low bulk pricing, no matter the size of your district/charter.
• Enjoy the benefit of virtually no registration fees for most sessions.
• Experience more variety and options of training modes through virtual, hybrid, and face-to-face learning
opportunities.
• Save time,money,and the hassle of processing purchase orders far each staff member to attend a single training
opportunity.
• Campus administrators will not need to juggle professional development funds to spread them evenly among
teachers.
• Business Office can budget PD and digital resources for the year to ease and/or eliminate huge cost fluctuations
based on participation.
• Unlimited technical support in all instructional areas.
• Additiona] products available at no additional charge.
Districts can enjoy an extensive list of conferences, individual training sessions provided at the ESC Region 11
facility,technical support,and products—all at no additional charge.Pay one fee for this contract,and your entire
staff can reap the benefits o£
Professional Development OfFerin�
• 20+ Instructional Conferences
• 50+Teacher Workshop Sessions
Virtual, hybrid, and face-to-face learning opportunites to fit your schedule and needs
—Basic materials provided
— Sessions that are materials intensive may require an additional materials fee
— Some sessions include extenstive follow-up opportunities (both virtually and face-to-face)
• 11 Online Compliance Courses
—ADA Compliance for Online Content
—Bloodborne Pathogens
—Bullying Prevention
—Child Abuse & Maltreatment
—Copyright
—Teen Dating Violence &Abuse
—FERPA(Family Educational Rights & Privacy Act)
—Internet Safety
—Section 504
— Sexual Harassment
Suicide Prevention
—Texas Educator's Code of Ethics
Professional Develo�ment Content
• Administrator Professional Development
• Early and Secondary Literacy
• Core Content
• G/T (6 hour& 30 Hour)
• Special Education
• Counselor
• CTE
• Instructional Leaders
• Digital Technology
• Administrative and Support Staff
• Behavior and Classroom Management
• Librarian
• Principal Cluster Meetings
• Charter School Meetings
• And much more!
Digital Resources
• Canvas
• Bright Bytes
• TexQuest
• Discovery Education
• Zoom/RETN Videoconferencing/Distance Learning
—Remote Access to TETN programming (TEA updates)
—Interactive Virtual Learning
—Access to High School and Dual-Credit courses
Remote and recording access to professional learning sessions at ESC Region 11
Access to TETN programming (TEA updates)
—Interactive Virtual Learning/Virtual Field Trips (Connect2Texas)
—Allocated Pro Zoom licenses w/discounts on additional accounts
—Zoom large meeting room discounts
—Zoom webinar discounts
—REATA robots
—Ensemble video management portal
—Virtual Conference Platform (selection pending)
Technical Assistance
• Unlimited Technical Assistance in All Instruc�ional Areas
• Compliance Support and Technical Assistance for All State/Federal Programs
• Counselor Services
• Library Services
• Lesson Planning
• Field Service Agent Support
Additional Discounts
• Discounted rates on trainings/coaching provided on-site in districts/charters
• Discounted rates on third-parry products and other big-ticket speakers/events
• Discounted rates on New Principal Academy and New Assistant Principal Academy
• Discounted rates on state appraisal trainings such as T-TESS, T-PESS, and AEL
. . � � �
Deputy Executive Director of Instruction Services
(817) 740-3670
EDU�ATION sER�1�F �ENTER Instructional Solutions and
GI � N Support Contract
Price List 2021-2022
Pricing is based on district enrollment numbers and
prior-year usage of ESC services (e.g., registration fees).
Contact John Petree at (817) 740-3670
or jpetree@esc l l.net for district-specific pricing.
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
Instructional Solutions and Support v33
Enrollment Period: 09/01/2021 - 08/31/2022
Last Year Enrollment: 865
Answer Price
ESC Region 11 has combined three of its most popular contracts into one
inclusive package that provides exceptional offerings at an incredible value.
The Administrative Services, Instructional Services,and Digital Learning
contracts are now blended to form the new Instructional Support and
Solutions Contract.This new contract provides all of the major benefits of
each individual contract and features an added bonusa€;virtually no
registration fees!
If you would like your LEA to use the Instructional Services and Support 0 $8,415.00
Services, please check the box on the right.
Total:
$8,415.00
127 CID#: 18412 Print Date: 6/22/2021 Page 1 of 1
EDUCATION SERVICE CENTER TxTRACTS Contract
G I � N 2021-2022
Note: Due to various factors,including the volume of participation from districts, contract negotiations for products and services
being purchased and delivered within this contract,possible funding changes for districts or ESC Region 11,and other factors,this
contract is offered in good faith but does not become binding until September 1,2021,on either the district or ESC Region 11.This
contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty
(30)days'written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice
of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and
prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated.
The Management Information Systems Department offers the following services to school districts/charter schools
that sign the TxTRACTS Contract:
TxTRACTS is a solution that streamlines the data import/export process with Ascender and third-party publishers.
TxTRACTS is an approved partner with the Texas Computer Cooperative (TCC) to provide this innovative
application that complements the data management functions ofAscender by offering a dynamic approach to creating,
customizing, and efficiently integrating business and student information.
. ,
• Dynamic Application Extract Creation
• Email Error Log
• District Approval/Verification System
• Customization of Data Formats
• Nightly/Hourly Custom Updates
• Standardized Organization of Extract Files
• Custom Reports Not Available in Ascender
• Importing of Data into Ascender
� �
In order to purchase this contract, districts and charter school must first complete the ASCENDER Service Fees
contract.
' • � � �
Director of MIS/IT
(817) 740-7506
EDUCATION SERVICE CENTEE� TXT�CTS
G I � N Contract
Price List 2021-2022
Base Plan
The TxTRACTS base plan includes the first five (S) extracts, built-in reports,
and management of Data Privacy Agreements for extracted data.
ADA Cost per Year
1-200 $500
201-500 $750
501-1,000 $1,000
1,001-2,000 $1,500
2,001-3,500 $2,000
3,501+ $2,500
Ascender Extracts
#of Extracts Cost per Year
Tier 1: 1-5 $0
Tier 2: 6-10 $250
Tier 3: ll-15 $500
Tier 4: 16-20 $750
Tier 5: 21-25 $1,000
Tier 6: 26+ $1,250
Ascender Imports
#of Imports Cost per Year
Tier 1: 0 $0
Tier 2: 1-5 $250
Tier 3: 6-10 $500
Tier 4: ll-15 $750
Tier 5: 16-20 $1,000
Tier 6: 21-25 $1,250
Tier 7: 26+ $1,500
EDL.ICATIDI� SERViC� CENTER
I
1451 S.Cherry Lane
White Settlement, Tx 76108
WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for
TxTracts ��
Enrollment Period: 09/01/2021 - 08/31/2022
Last Year Enrollment: 865
Answer Price
TxTracts is a solution that streamlines the data import and export process
with TxEIS and third-party publishers.TxTracts offers a dynamic approach to
integrating business and student information with a web-based management
interface to improve your TxEIS data integration and reporting.
Will your district use TxTracts solutions this year? If yes,check the box �
to the right.
Select the Tier level of Daily Extracts your district will use: Tier 2: 6-10 Daily
Select the Tier level of Monthly Imports your district will use: No Monthly
Imports
N/A
Base Plan fee $1,000.00
Daily Extracts fee $250.00
Monthly Imports fee
Total:
$1,250.00
Contract Contact: Stephanie Smelley/ESC Region 11
ssmelley@esc11.net
817-740-7602
133 CID#: 18028 Print Date: 6/22/2021 Page 1 of 1
Board of
Tru stees
Item # 6 — 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 regarding the 2021-2022 School Year Theme and Focus.
�����".,,.�y���
� �
� �
� �
. �
���������
BOARD OF TRUSTEES AGENDA ITEM
Regular Meeting - Report
Monday, August 09, 2021
TOPIC: Report Regarding the 2021-2022 School Year Theme and Focus
STAFF: Dr. Mechelle Bryson, Executive Director
STRATEr'Tr' "r rr'i`TiVIENT
i i � . � .
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Academic Increase the
Academic Excellence PYP /MYP/DP Capacity of
Operations
Teachers & Staff
SUMMARY
The purpose of this report is to articulate the professional learning focus for the 2021-2022
academic school year. Professional learning is a critical component in creating the conditions and
environment for student success. In doing so, it is vital that educators remain on the cutting edge
of the future of education and instructional pedagogy. As such, the goal of professional
development must be to train Academy teachers in the IB philosophy, theory and practice along
with other best practices. These training opportunities foster teacher efficacy and furnish data to
inspire meaningful change that transforms classrooms into effective learning environments. It is
through the professional development of teachers that Westlake Academy becomes the best place
for teachers to teach and for students to learn.
COUNCIL ACTION/OPTIONS
This report is informative in nature and does not require Board of Trustee action.
STAFF RECOMMENDATION
This report is informative in nature and does not require Board of Trustee action.
Page 1 of 2
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: None Funding Source: N/A
Contract: No Forms: N/A
Service Levels: N/A
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: This is an informational report.
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: N/A
ATTACHMENTS
Report
Page 2 of 2
• MEMORANDUM
�
. ,
.•
DATE: August 9, 2021
TO: Honorable President and Board of Trustees Members I
THROUGH: Ms. Amanda DeGan, Town Manager/WA Superintendent
FROM: Dr. Mechelle Bryson, Executive Director
" SUBJECT: 2021-2022 School Focus/Theme
II
�� A culture of learning is a critical component of an educational institution. Creating a culture and
environment that serves as the foundation for a learning organization begins with a commitment to
learning at all levels of the organization. As Peter Senge writes, "a learning organization is an
organization that is continually expanding its capacity to create its future." He further asserts that in the
act of learning, we are able to reinvent ourselves.
During the past seven years, Westlake Academy has placed an emphasis on organizational learning.
Professional development has been designed to cultivate the Academy's collective teacher efficacy. In
" learning together, the Academy has been able to create a shared vocabulary and to strengthen the
pedagogical eXpertise of teachers serving the organization. In turn, this has improved the academic
achievement of students. In addition, we have focused the Academy's professional learning efforts on
the IB framework with a special emphasis on Visible Learning's alignment to the philosophical
underpinnings of the IB's standards and practices. This has created a sustained effort and continuity of „
learning that is often lacking in other school communities.
As a result of building a culture of organizational learning, the Academy has reaped the following
Ibenefits: I
• Increased student achievement;
• Increased teacher pedagogical eXpertise and culture of shared craft knowledge; II
• Increased collective teacher efficacy; and
• Increased understanding of the IB philosophy.
With the Academy's rise in teacher turnover,building the capacity of our teachers is our priority. As
John Hattie of Visible Learning has asserted, the teacher is the strongest variable in student
achievement. Knowing this, it becomes the duty and responsibility of Westlake Academy's �
�� admimstration team to build the instructional pedagogy of all teachers. In doing so, we arm our
teachers with the necessary skills to impact students in positive and meaningful ways. This is the
purpose of professional development at Westlake Academy.
�
1
� �
There is no doubt that Westlake Academy is an exceptional school with great potential. Our quest to
become the best place for teachers to teach and for students to learn is at the forefront of our preparation �
for the 2021-2022 school year. With that said, our theme for the new academic year is:
An IB Education for All: PYeparing Students to Th�ive in a Global Society
Our new theme is designed to reconnect
our staff to our commitment to our IB
continuum. As an IB World School, all
� �.� :�' students are exposed to and experience a
' rigorous education grounded in the IB
�.�� - • • • • - • standards and practices. As such, students
- • •- • - engage in learning experiences that
,��;�:_4� � ,'����"� �_�Q���
construct and deconstruct knowledge,
extend learning beyond the classroom
walls and cultivate international
mindedness through the IB learner profile.
The Academy's professional development ��
is focused on reconnecting our teachers to their IB roots. Our teachers will revisit the IB standards and
practices, Westlake Academy's IB essential agreements, and engage in team building. Throughout the
year, we will continue to hone our instructional pedagogy and build our collective efficacy.
II previous themes have explored best practices in inquiry, formative assessment, effective feedback, and
data-driven dialogues to explore a teacher's impact on student achievement. Our teachers have become
experts in creating learning environments that foster student growth through authentic engagement. II
These themes have included:
� FY 20/21 —IB Education for All: Building a Future of Responsibility, Understanding, and
Compassion ��
�� � FY 19/20—IB for All: Building a Continuum of Excellence
� FY 18/19—Celebrate 15�'A/SOiB: A Legacy of Leading and Learning
� FY 17/18 —I=E3: Inquiry is the Solution ... Engage ... Explore ... Empower!
� FY 16/17—Know Your Impact: Ignite ... Innovate ... Inspire
� FY 15/16—Dream ... Create ... Achieve: Building a Collective Legacy of Excellence
� FY 14/15 —Reaching New Heights Together ... One School, One Community
� FY 13/14—Growing Together; One School, One Community
� FY 12/13 —Holding to the Vision, Rising to the Challenge
� FY 11/12—Continued Excellence in the Face of Change
��
As I have said before, we have an extraordinary opportunity to transform the very manner in which
� education is delivered to our students and, in doing so, lead other schools by our example. This is no
small task,but it is firmly within our grasp.
2
�
Board of
Trustees
Item # 7 — Presentation
and Discussion
CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF WA
RESOLUTION 21-18, APPROVING THE WESTLAKE ACADEMY REVISED
OPERATING BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2021,
AND ADOPTING THE WESTLAKE ACADEMY PROPOSED BUDGET FOR
FISCAL YEAR ENDING AUGUST 31, 2022.
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BOARD OF TRUSTEES AGENDA ITEM
Regular Meeting - Action Item
Monday, August 09, 2021
TOPIC: Conduct a Public Hearing and Consider a Resolution Approving the
Amended Year-End Budget for Westlake Academy for the Fiscal Year
Ending August 31, 2021, and Adopting the Proposed Budget for the Fiscal
Year Ending August 31, 2022.
STAFF: Marlene Rutledge, Academic Finance Manager
Ginger Awtry, Director of Finance
Dr. Mechelle Bryson, Executive Director
Amanda DeGan, Superintendent
STRA 'IENT
� ;
� � � • � 3�
�
Vision: Westlake
Academy inspires
college bound
students to achieve
their highest Fiscal Improve
individual potential in Stewardship Pl'P �MYP /DP Financial
a nuturing Stewardship
environment that
fosters the traits
found in the IB
Learner Profile.
SUMMARY
The proposed budget reflects Westlake Academy's (WA) continuing initiatives that support the
vision, mission, and values established by the governing Board of Trustees. The Academy's
International Baccalaureate (IB) curriculum is built to prepare students for post-secondary success
in our fast paced and knowledge-rich world. With the understanding that our graduates must
compete on a global stage, we prepare our students with 21St century specific skills to be able to
Page 1 of 4
successfully navigate an ever-changing globally minded marketplace. Therefore, we remain a
school focused on future readiness and providing students with an internationally minded
education of the highest quality, so they are well-balanced and respectful life-long learners.
In accordance with directives from the Board of Trustees, our theme for the new school year is
An IB Education for All:Preparing Students to Thrive in a Global Society.
The proposed budget is prepared each year with conservative revenue projections and expenditures
that are targeted to create an exceptional learning environment designed for student success,
especially during an on-going pandemic, and a supportive culture for all WA students and staff
members to continuously develop and thrive. This document contains a summary showing the
proposed academic budget for Fiscal Year 2021-22 with the amended budget for Fiscal Year 2020-
21. Statistical data, summaries,and charts are intended to provide a review of the proposed budget,
which is a strategic guidance tool for the upcoming school year and beyond.
The Proposed FY22 operating budget reflects the following updates:
■ Slight increase in budgeted student enrollment vs. our previous year (from 865 to 875)
■ Hiring a PYP STEM Specialist position
■ Expanding the MYP Coordinator position to full-time
■ Hiring SPED Teacher to allow our SPED Coordinator to work on program oversight
■ Addressing the continuing fiscal impacts of COVID-19
■ First year(of two only)to receive federal relief funds(ESSER III-Supplemental)for public
schools, meant to help in specific recovery efforts from the effects of the COVID-19
pandemic. Westlake Academy will receive $235,085 in FY22 and $227,039 in FY23.
The Board of Trustees reviewed both the Current Year Amended FY 2020-21 and the Proposed
Budget for FY 2021-22 at the budget retreat held on June 17, 2021. During these discussions, staff
presented the projected year-end expenditures, an analysis of the coming year revenues and
expenditures related to the academic services of Westlake Academy, and a five-year financial
forecast.
The majority of changes made to the proposed budget since the June 2021 Board retreat were a
result of staffing and payroll changes related to the change in positions bulleted above, along with
the hiring of an interim athletic director, a few remaining vacancies, realignment of stipends, and
the integration of the ESSER III-Supplement funding (available for next two years only). These
adjustments resulted in a favorable change to Fund Balance, adding 3 operating days, from the
original information provided to the Board.
The FY 2021-22 General Fund budget presented this evening totals $9,432,983, representing a
0.22% decrease from the prior year. These projections will decrease fund balance by $61,237 for
an ending unassigned fund balance of$1,785,979. This balance provides 69 operating days.
This budget presentation presents another opportunity,prior to adopotion,for Board follow-up and
review of the proposed information for the coming fiscal and school year. Legal requirements for
charter school budgets are formulated by the state and the TeXas Education Agency (TEA). A
Board typically adopts an appropriated budget on a basis consistent with GAAP for the general
Page 2 of 4
fund, debt service fund and child nutrition program (which is included in special revenue funds).
However,the Academy does not maintain a debt service fund nor a child nutrition program;
therefore, only the General Fund is required to be adopted. Special Revenue Funds are not
adopted by the governing body and are shown for informational purposes only.
In accordance with State law,the staff has prepared and presents the FY 2021-22 operating budget
for the Academy outlining the anticipated revenues and expenditures of all funds for the Board's
review and consideration, including the amended year-end budget for FY 2020-21.
The request to amend the original FY 2020-21 operating budget is attached to the agenda memo
for your review. The budgetary changes presented this evening estimate adding $207,822 to fund
balance. Below are the highlights of these changes:
■ There was a slight decrease in local revenues due to lower interest rates and student fee
collections; however, state revenue increased by $252,821 (or 3.1%) with the addition of
TEA's Hold Harmless funds. In October 2020, TEA announced the "Hold Harmless
guarantee", which is made available to school districts and charter schools offering in-
person instruction for families desiring to be on-campus. After meeting all of TEA's
conditions of in-person instruction during the 2020-21 school year, the average daily
attendance (ADA) will increase from 839.050 in September 2020 to 893.703 in August
2021. This is a one-time only increase intended to ensure schools have the flexibility and
financial security to provide in-person instruction while adapting to the established
COVID-19 protocols. Therefore, you will note a corresponding decrease in the proposed
revenue budget as a result.
■ The expenditure budget increased by $60,000. As part of our state funding, TEA provides
Facilities Allotment funding to be used for maintaining safe and secure buildings. We
reserve 50% of this funding for projects approved by the Town Manager. A portion of the
estimated cost of a project is moved to the municipality for the work, since the buildings
are assets of the Town of Westlake. The fire alarm system was replaced this summer,
making good use of those funds.
Communication plans after adoption of the proposed budget include the required submission to
TEA, postings to our WA website and related social media accounts, and a separate email to the
students,parents,residents, staff, and affiliate groups with a website link to the Adopted FY 2021-
22 WA Operating Budget.
COUNCIL ACTION/OPTIONS
Council may move to approve or reject the Amended FY21 Operating Budget or the Proposed
FY22 Operating Budget. It is the desire of staff to receive further feedback and direction as to its
decisions and desired outcomes.
STAFF RECOMMENDATION
Following presentation of the Proposed FY 2021-22 Operating Budget and the Amended FY 2020-
21 Operating Budget, and the holding of the required public hearing, staff recommends approval
of this resolution and its attached budgets and policies.
Page 3 of 4
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $9,432,983 Funding Source: General Fund
Contract: No Forms: N/A
Service Levels: This budget
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: N/A
Comprehensive Plan: N/A
Cost Recovery Analysis: N/A
Traffic Impact: N/A
ATTACHMENTS
Resolution
Exhibit A: FY 2020-21 Final Budget Amendment and Proposed FY 2021-22 Operating Budget
Page 4 of 4
WESTLAKE ACADEMY
RESOLUTION NO. 21-18
A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY
APPROVING THE AMENDED OPERATING BUDGET FOR FISCAL YEAR ENDING
AUGUST 31, 2021 AND ADOPTING THE PROPOSED BUDGET FOR FISCAL YEAR
ENDING AUGUST 31, 2022, INCLUDING THE INVESTMENT POLICY, FISCAL AND
BUDGETARY POLICIES, COMMITTED AND ASSIGNED FUND BALANCES.
BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY:
WHEREAS, Section 44.002 of the Education Code of the Texas Education Agency
Texas School Law Bulletin states the budget must be prepared according to generally accepted
accounting principles, and
WHEREAS, the budget must be approved by the Board of Trustees prior to August 31St
according to Texas Education Agency's Financial Accountability System Resource Guide,
Section 2.6.2—TEA Legal Requirements; and
WHEREAS, the Board of Trustees held a Public Hearing on August 9, 2021; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That the Board of Trustees of Westlake Academy hereby adopts the
amended Westlake Academy Operating Budget for the fiscal year ending August 31, 2021, and
the proposed Westlake Academy Annual Operating Budget for the fiscal year ending August 31,
2022, and appropriates the funds contained therein attached to this resolution as Exhibit "A':
SECTION 3: That the Board of Trustees hereby adopts the Fiscal and Budgetary
Policies, Investment Policies, and the Committed and Assigned Fund Balance designations that
are also included in "Exhibit A".
SECTION 4: That a copy of the official adopted Fiscal Year 2021-2022 Budget shall be
kept on file in the office of the Town Secretary.
wA Resolution 21-18
Page 1 of 2
SECTION 5: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION 6: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 9t" DAY OF AUGUST 2021.
Laura Wheat, President
ATTEST:
Todd Wood, Board Secretary Amanda DeGan, Superintendent
APPROVED AS TO FORM:
L. Stanton Lowry or Janet S. Bubert,
School Attorney
wA Resolution 21-18
Page 2 of 2
�"x�'�'-� WESTLAKE ACADEMY
f . L
� t FISCAL YEAR 2020-2021
4 r} REQUEST TO AMEND ORIGINAL BUDGET
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Fund 199 GeneralFund 2020-2021 2020-2021 2020-2021
(Includes Transportation 197 and Athletics 198) Adopted Budget Proposed Amendment Amended Budget
Revenues:
197-5700 Local Sources(Transp/Parking) $ 25,500 $ - $ 25,500
198-5700 Local Sources(Athletics) 88,100 - 88,100
199-5700 Local Sources(General Fund) 1,165,535 (23,100) 1,142,435
5800 State Programs 8,152,843 252,821 8,405,664
Total Revenues $ 9,431,978 $ 229,721 $ 9,661,699
Expenditures(by function)
111nstructional $ 5,141,964 $ (33,555) $ 5,108,409
12 Resources&Media 95,802 - 95,802
13 Staff Development 64,045 (8,450) 55,595
21 Instructional Leadership 191,240 - 191,240
23 School Leadership 1,117,395 3,973 1,121,368
31 Guidance&Counseling 604,282 9,694 613,976
33 Health Services 82,673 2,194 84,867
36 Co-curricular&Extracurricular Activities 272,047 10,500 282,547
41 Administrative 241,995 584 242,579
51 Maintenance&Operations 983,676 60,000 1,043,676
52 Security&Monitoring 26,800 - 26,800
53 Data Processing 221,565 15,060 236,625
61 Community Services 142,471 - 142,471
71 Debt Service 207,922 - 207,922
Total Expenditures $ 9,393,877 $ 60,000 $ 9,453,877
Other Financing Sources(Uses)
79 Capital Lease Proceeds - - -
79 Other Resources 90,000 - 90,000
89 Other Uses (90,000) - (90,000)
Total Other Financing - - -
Excess(Deficiency)of Revenues
Over(Under)Expenditures 38,101 169,721 207,822
FUND BALANCE,BEGINNING $ 1,751,177 $ - $ 1,751,177
FUND BALANCE,ENDING 1,789,278 169,721 1,958,999
Assigned-Bus Maintenance 19,000 - 19,000
Assigned-Tech/FF&E Replacement 54,000 2,621 56,621
Assigned-Uniforms/Equip Rep 15,000 - 15,000
FUND BALANCE, UNASSIGNED $ 1,701,278 $ 167,100 $ 1,868,378
Board Approval: Date:
��`„��:���i�:���«�",�4�7!�:=:�.r�3i�!'i�7''►�!'��>�::.�-�.�'t=,,��f`' =,��"�:.���'=�.�►�;
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1 B Education or All: Pr arin Sturdents to
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Thrive in a G lobal Soc'
1Nest�a�.e Acac�.emy * 2Goo Ottinger Road � Tarrant County '� 1Nest�a�.e, Texas �6262
www.tivestlaleeacademy.org
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BUDGET TABLE OF CONTENTS
Westlake Academy, IBO Charter School* 2600 Ottinger Road * Tarrant County, Westlake Texas 76262
1. INTRODUCTION SECTION 7. POLICY SECTION
• 3 Mission,Vision,Values
• Academic Policies
0 67 Investment Policy
• 4 Financial Budget Awards o 72 Fiscal and Budgetary Policies
o ASBO Award Certificate o 81 Risk Management
0 82 Future Polices to be discussed and implemented
2. EXECUTIVE SECTION
• 8 executive Summary�etter g. APPENDIX SECTION
• 13 Strategic Planning&Management • 86 Glossary
• 19 Challenges,Goals,Strategies,Initiatives,and Long- • 94 A�ronyms
Term Financial Planning
• 95 Academic Calendar
3. BUDGET STRUCTURE
• 22 Budget Overview and Process
• 28 Budget Document Structure - �j'�
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• 30 Fund Balance Components ��:
• Fund/Object/Function Classifications �
0 31 Fund Types and Structure i
0 33 Account Coding Structure - ����• �
0 34 Revenue Classifications � ��
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0 35 Revenue Allocations '�" �i� 'Y�
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0 36 Expenditure Classifications � ._,,� �'_+� '
0 40 Shared Service Model Expenditures ' ;N. , �.� r �
0 41 Relationship between Funds and Departments ��
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• 42 Financial Reporting Entity Legal Autonomy ,�.y+ :�';
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4. FINANCIAL ANALYSIS '��`.�:..;
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• 45 Financial Forecast Assumptions _ p�r•
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• 46 General Fund Five-Year Forecast "�
• General Fund
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0 47 General Fund Financial Summary '�'.
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5. PERSONNEL Sc PAYROLL ti
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• 51 Personnel Staffing&Payroll Overview '��,�
• 54 Board of Trustees
• 55 Leadership Team Title:Mami Wata
• 56 Municipal Organizational Structure By:Sarah Jiang,Senior 2021
• 57 Academic Organizational Structure
6. STUDENT DATA
• IBO Programme
0 61 IBO Programme Overview
0 62 IB Attitudes
0 63 IB Learner Profile
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MISSION, VISION, & VALUES
Founded in 2003 with a vision to achieve academic excellence and develop life-long learners who become
well-balanced, responsible global citizens, Westlake Academy is the first and only municipally-owned charter
school in the State of Texas.The Academy was the fifth school in the United States, and the only public
school,to offer the full IB curriculum for grades K-12.
During each year's budget retreat, great care and consideration is given to review the mission,vision and
values of the Academy and the impact these have on both the long-term goals and its day-to-day operation.
The mission,vision, and value statements represent the outcome of these discussions and confirm the
Board's continued dedication to academic excellence and personal achievement.
MissioN
"Westlake Academy is an IB World School whose mission is to provide students
with an internationally minded education of the highest quality,
so they are well-balanced and respectful life-long learners."
�,�'°
VISION
"Westlake Academy inspires college bound students to achieve
their highest individual potential in a nurturing environment
that fosters the traits found in the IB learner profile."
�Inquirers, Knowledgeable, Thinkers, Communicators, Principled,
Open-minded, Caring, Risk-takers, Balanced, and Reflective�
�,�'°
VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
�,�'°
DESIRED OUTCOMES
The following desired outcomes summarize the goals
and objectives established by the Board of Trustees
and Leadership Staff at the Academy:
High StudentAchievement
Strong Parent& Community Connections
Financial Stewardship&Sustainability
Student Engagement-Extracurricular Activities
Effective Educators&Staff
3
ASSqCIATIQN ❑F
SCH�DL BIJS�NESS OFFICIALS
1NTERNATI�NAL
This Meritorious Budget Award is presented to
W ESTLAKE ACAD E MY
for excellence in the preparation and issuance of its budget
for the Fiscal Year 2020-2021 .
The budget adheres to the principles and standards
of ASBO International's Meritorious Budget Award criteria.
♦
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W. Edward Chabal David J. Lewis
President Executive Director
4
Westlake Academy has been awarded the Meritorious Budget Award by the Association
of School Business Officials (ASBO) for the preparation and issuance of the 2020-2021
annual budget. The award has been received annually since September 1, 2010.
: x ��.� ; z�����`��'s��.����?
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This award is the highest form of recognition and a significant ;a ' ��'
achievement that reflects the commitment of the governing `" '
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body and staff in meeting the highest principles of academic � �
` � , '
budgeting. '
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The Meritorious Budget Award (MBA) recognizes school
districts that demonstrate proficiency in creating clear, sound
budgets while enhancing skills in developing, analyzing, and presen ing a c ear an e ec ive
budget.
To receive this award, Westlake Academy must publish a budget document that meets
program criteria such as
• Understanding the importance of presenting an accurate and transparent budget year
after year.
• Discovering best practices in budgeting that will improve the budget's accuracy and
�� �����-�������,. _ . '- '��
transparency �1ER[TORIUUS ��
• Developing a reader-friendly document that presents �
clear budget guidelines. �'�,��# l, �~
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• Promoting communication between departments and ;�! ( �
the community.
�` � ``
• Encouraging short- and long-range budget goals. ' �
• Supporting effective use of educational resources.
Congratulations to Ginger Awtry, Director of Finance; Marlene Rutledge, Academic
Finance Manager; Dr. Mechelle Bryson, Executive Director, and the Instructional
Leadership Team for preparing this award-winning budget for Westlake Academy.
5
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August 9, 2021
To the Honorable President and Board of Trustees of Westlake Academy,
I am pleased to present the 2021-2022 Academic Services Budget for your consideration. Our shared services team,
of academic and municipal staff inembers, worked in tandem to prepare a comprehensive plan that evaluates the
fiscal impacts of our revenue and expenditures through the factors associated with our student enrollment,the fiscal
impacts of the novel coronavirus (COVID-19), and our commitment to provide an outstanding educational service to
our students.
On behalf of our entire community, I would like to thank the Board for the governance, leadership, dedication, and
support in making Westlake Academy so successful over the past several months. The time and attention we have
all given in leading and managing a school during the current pandemic has been a challenge. Our students, staff,
and parents did a tremendous job of navigating the ever-changing educational world and our Board of Trustees
gave countless hours of support and governance through these uncertain times.As the Superintendent of Westlake
Academy, I am grateful to you and our staff for continuing to make Westlake Academy THE 'school of choice' for
students who are seeking an internationally minded education and allowing students to attain their highest
individual potential.
I. INTRODUCTION
The proposed budget reflects Westlake Academy's (WA) continuing initiatives �.A�A����
i��„���e����t�wmu s�n�
that support the vision, mission,and values established by the governing Board. Pr�������g��
Our vision that the school "inspires college-bound students to achieve their
highest individual potential in a nurturing environment that fosters the traits � �,
found in the IB Learner profile: Inquirers, Knowledgeable, Thinkers, � r �
Communicators, Principled, Open-minded, Caring, Risk-takers, Balanced, and Ly ,
�
Reflective"is evident in our efforts and we are looking forward to another year � � ,,�
.,
of educational growth for our students. The Academy's International Q
Baccalaureate (IB) curriculum is built to prepare our students for post- �
secondary success in a fast paced and knowledge-rich world. With the
understanding that our graduates must compete on a global stage, we prepare 1BEdusat�anforAl[:Pre�aringStudentsto
them with 215T century skills to navigate an ever-changing global marketplace. r�ri�einaGlobal5ociel.y
Therefore, we remain a school focused on future readiness and providing students with an internationally minded
education of the highest quality, so they are well-balanced and respectful life-long learners.
The proposed budget is prepared with conservative revenue projections and expenditures that are targeted to create
a productive learning environment for student success. Statistical data, summaries, and charts provide a review of
the proposed budget, which is a strategic guidance tool for the upcoming school year and beyond.
The proposed budget reflects the following updates:
* Slight increase in budgeted student enrollment vs. our previous year(from 865 to 875); and
* Hiring a PYP STEM Specialist position; and
* Expanding the MYP Coordinator position to full-time; and
* Hiring a SPED Teacher to allow our SPED Coordinator to work on program oversight; and
* Addressing the continuing fiscal impacts of COVID-19.
s
General Fund Bud�et Summary
As a public charter school, the Academy's operating budget is legally required to include General Operating, Debt
Service, and Food Service Funds. Given that the Academy does not have Debt Service or Food Service, the General
Fund is the only legally adopted fund. Please note that Special Revenue Funds are included in the budget for
informational purposes only.
GENERAL FUND Amended Proposed $ Increase 90 Increase
�4eademic�nfy FY 2Q2QJ21 FY 2�21f22 ��ecreaseJ �DecreaseJ
Revenues $ 9,661,699 $ 9,372,635 $ {289,�64) -2.99°rb
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Expenditures 9,453,877 9,432,983 {2Q,894) -Q.22�b
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Other Resaurces 9a,aaa 45,4aa {45,44a) -54.aalo
Dtl�er Uses (9a,QQQ) {45,aaa� 45,aaa a.QQ�b
Excess Revenues Over(UnderJ Expenditures 247,822 �64,348) �268,17a) -129.a496
FUND BALANCE BEGINNING 1,751,177 1,958,999 2Q7,822 ii.s��
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
FUND BALANCE ENDING 1,958,999 1,898,65a {64,349) -3.48a5
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Assigned {9a,621) {111,782) {21,161) 23.35�b
FUN� BALANCE EN�ING (Unassigned) $ 5,868,378 $ 1,786,868 $ �8S,51a) ,4.369fi
#Days Operating{Based on 365) 72 69 {3) -4.15�
❑aily Operating Expenditure � 25,9Q1 $ 25,844 $ (57) -a.229b
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
5tudents Enralled 856 875 19 2.22°rb
TEA Funding per Student 9,244 8,689 $ {555) -6.�alo
Dperating Cost per 5tudent $ 11,�44 $ 1a,781 (264) -2.39�5
Teachers 71.Q1 74.18 {4.83) -1.17°rb
5tudent/Teacher Ratio 12.�5 12.47 Q.41 3.43�b
Tatal Faculty & 5taff 1a1.84 144.34 2.5a 2.4510
II. CURRENT CONDITIONS AND FUTURE CONSIDERATIONS
The Town of Westlake and Westlake Academy are committed to the education, safety and wellbeing of our students,
staff, and their families. We continue to address the COVID-19 public health crisis, that began for us in March of
2020, and have structured our on-campus educational opportunities so that children will continue to learn. Last year,
we instituted layers of personal protection measures to help maintain a healthy school environment, as well as,
offered remote learning for those families who needed this type of learning configuration. For the coming year, we
will continue to deploy a variety of safety measures that support a healthy campus and we will educate our students
via face-to-face learning in the classroom. Staff will also work with our public health officials and our authorizing
agency, the Texas Education Agency(TEA),to comply with the directives that impact our campus and community. As
guidance continues to change and new information is available, the Town is well prepared to adjust our processes
and navigate another successful school year for our families.
Westlake Population Growth: Over the past several years, our community has grown through the addition of new
residential subdivisions and the construction of new homes within our existing neighborhoods. We are also within
the heart of the Fort Worth-Dallas Metroplex, which has also experienced tremendous growth in residential units.
This type of growth within our own community results in a greater enrollment of primary boundary students (those
who live in the Westlake community). The regional growth will ultimately affect the extended boundary lottery wait
9
list as more families seek admittance through the lottery. Staff monitors our enrollment numbers on a weekly basis
and works to achieve a balance in order to serve those who are on the lottery waiting list while allowing space for
our primary boundary residents to enter the school when they move to the Westlake community. We have attracted
families from across the world who are interested in attending the Academy and our students are enjoying great
success!
Public Education Funding: Funding of public education continues to remain a topic of discussion across the state and
during each legislative session. As we receive the majority of our funding from the state of Texas, we will work with
our elected officials to spread the good news about our success and work with the Texas Public Charter Schools
Association (TPCSA)to support charter schools in the state.
Parent,Grandparent and Stakeholder Support:We are also extremely fortunate to enjoy the support of our affiliate
groups — the Westlake Academy Foundation (WAF), the House of Commons (HOC), and the Westlake Academy
Athletic Club (WAAC). The Westlake Academy Foundation (WAF) raises significant operating funds for the Academy,
without which the school could not offer its rich slate of IB programs, professional development, and technology-
based applications. The Academy also benefits from the House of Commons (HOC) and Westlake Academy Athletic
Club (WAAC) fundraising efforts. The HOC helps to provide support to our teachers and staff teams through
appreciation-based events, spirit wear, and other parent/teacher events. The WAAC supports the student athletic
program for both students and coaches across all sports offered on campus, which includes athletic equipment
upgrades,funding for team travel, and team registration scholarships.
Continued Emphasis on Long-Range Financial Planning:The proposed budget also contains an updated Long-Range
Financial Forecast which identifies key revenue and expenditure drivers for the Academy while assessing historical
financial trends and their potential impact upon our financial stability.The forecast must be monitored and updated
during the budget formulation process, as well as reviewed with the Board as one of the evaluative tools to maintain
our Charter is to have sound financial management. Staff continues to produce quarterly financial reports for the
Board that monitors and analyzes trends. These reports serve as a valuable tool to assist in developing a proactive,
rather than reactive, approach to our changing financial position.
Facility Planning for Today and the Future: Staff continues to discuss the "immediate needs" that have been
identified for lab space.We have entered the second phase of our facility analysis discussion through the involvement
of our original architect in our efforts and will be presenting the recommendations to the Board over the next several
months. Based on primary boundary enrollment projections,the facility space continues to be reviewed to help plan
for educational offerings and physical space needs.
III. SHARED SERVICES MODEL
Westlake Academy operates under a shared services model whereby the municipal operations team provides human
resources, communications, financial, facilities, information technology and administrative support services to the
school. Debt service for the campus buildings, general maintenance and replacement of infrastructure, and
equipment for the school is expensed to the municipal budget as the school and the buildings are owned by the
municipality. The shared services model was an integral part of the state charter application process, helping to
support the Town's case for creating a community-based school. This model conserves resources and avoids the
duplication of efforts across the municipal and academic functions.
10
DEBT SERVICE - As part of the Academy's unique financial structure, the Town of Westlake is responsible for debt
service payments associated with the Academy's capital infrastructure. The Municipal Debt Service Fund is used to
manage debt service payments, and the Academy debt is accounted for in the annual municipal budget.
CAPITAL PROJECTS -There are no major capital projects budgeted or planned through Fiscal Year (FY) 2021/22. At
the Board's direction,the Town of Westlake's Capital Improvement Plan will be updated during the municipal budget
preparation
MUNICIPAL ALLOCATIONS
Amended Proposed $ Increase 96 Increase
FY 2Q2af21 FY 2a21{22 ��ecreaseJ (DecreaseJ
Nlunicipal-Transfer ta 1NA{far 1NAF staff) 71,235 71,771 536 �.75°rb
Annual ❑ebt Service {Nlunicipal budget) 1,829,193 1,825,366 {3,827) -4.21°rb
Nlajar Maintenance and Replacement 281,a0� 41a,��a 129,a�� 45.91°rb
In-direct Operating Costs {Payroll & Related) 1,Q42,238 1,359,776 317,538 3Q.47°r6
Tntal Municipal Cnsts 3,223,666 3,666,913 443,247 13.759�6
IV. FY2021 /22 GENERAL FUND BUDGET
The proposed budget encompasses all teaching and extra-/co-curricular operating expenditures as well as State public
school funding, local funds, and private donations used to support and enhance the daily operations of Westlake
Academy. The FY 2021/22 General Fund budget totals $9,432,983, representing a 0.22% decrease from the prior
year. The projections will decrease fund balance by $61,237 for an ending unassigned fund balance of$1,785,979.
This balance represents 69 operating days.
As mentioned previously, Westlake Academy's recent enrollment increases have been mainly driven by residential
developments and housing opportunities within the community. This trend will continue with the developments that
are in progress-Westlake Ranch,The Knolls,Quail
Hollow, Entrada, Granada, and Vaquero. Our � � '
'� `�' ;� w
projected enrollment numbers for the coming �- _ ,w.
school year are budgeted conservatively at 875 �' � _��
students. We will continue to evaluate
enrollment options and manage the number of � �, ,�•a
students as we navigate the coming school year. � � ��
� � ��ST ��1 � _ ,
�� ;R9= S�AC�TI NG p�NE � ��
� cr� �,�
11
COMBINED: GENERAL FUND ACADEMIC AND MUNICIPAL SERVICES
Amended Proposed $ Increase 90 Increase
Fr zaza�21 FY 2a21J22 ��ecreaseJ �GecreaseJ
Operating Expenditures $ 9,453,877 $ 9,432,983 $ (20,894) -0.22�6
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Tatal Academic Casts 9,453,877 9,432,983 (2a,894J -a.2296
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Municipal-Transfer to WA(for WAF staff) 71,235 71,771 536 a.75°rb
Annual De6t Service {Munieipal 6udget) 1,829,193 1,825,366 {3,827) -a.21�6
Nlajor Nlaintenance and Replacement 281,OQ0 410,aoa 129,OQ0 45.91�5
In-direet Operating Costs {Payroll & Related) 1,Q42,238 1,359,776 317,538 30.47�5
Total Municipal Costs 3,223,666 3,666,953 443,247 53.759b
Academic(GeneralJ & Municipal Expenditure Costs $ 12,677,543 � S3,Q99,896 $ 422,353 3.339b
Number of 5tudents 856 875 19 2.22°fo
Total Expenditure Cost per Student $ 14,81a $ 14,971 $ 161 1.a9°fa
Over the last year, many hours have been spent to further develop our vision of the future, determine the best
methodologies that help us accomplish our mission, and truly become the school where students can reach "their
highest individual potential". While we have many successes to celebrate, we are constantly striving to improve the
Academy through multiple avenues. We further refined our administrative leadership team with the hiring of a new
Primary Years Assistant Principal and the expansion of the Middle Years Coordinator position to full-time status.
Those in administrative leadership will work together with the Superintendent and the Executive Director to support
our staff teams, students, and parents.
This past school year of educating during the height of the COVID-19 pandemic and planning for the next school year
has allowed us to count the many blessings enjoyed by the community and the school. We truly have a team of
educational professionals who are dedicated to creating the best environment for students to learn, while working
to keep our staff safe and productive. We are also fortunate to have a committed group of municipal staff team
members who support our educational services team.To lead both groups over the past year has been a tremendous
honor and I am proud of their professionalism and commitment to our school!
We have also enjoyed the support of our governing body as we navigated the previous year and have planned for this
coming school year. The governing role required flexibility and patience as we expanded our knowledge on the
pandemic and adjusted to our changing environments. We remain committed to being of service to our families and
students and are well prepared for the next year. We would not be able to navigate these unprecedented times if it
weren't for all the stakeholders working together to make our school a success. Our efforts will continue to focus on
the health and safety of our students, our staff, and the commitment to offer a robust educational environment for
our students.
Respectfully submitted,
��
Amanda DeGan
Town Manager/Superintendent Westlake Academy
12
STRATEGIC PLANNING & MANAGEMENT SYSTEM
The Academy has designed a strategic planning and performance management system framework based on
the Balanced Scorecard System. The Balanced Scorecard is a strategic planning and management tool that is
used extensively in business and industry, government, and
nonprofit organizations worldwide to align operational ,�
activities to the vision and strategy of the organization, ,ti '
improve internal and external communications, and monitor '' F
organization performance against strategic goals. �� ��KAN�+a��
��y.��waRasHia
The Board of Trustees and staff utilize this methodology to �a�•� ' q y
implement and review our existing strategic framework, along o� ' �A
rnx
with the vision, mission, and values statement of the Academy. .' �� ' ��
_ s
The balanced scorecard system is designed to communicate -
our strategy throughout the organization/community with our � ��No,�,�i����°
stakeholders ali n our dail work activities to the overall ��
, b Y
vision, serve as the framework for prioritizing services, and
utilize performance measures to evaluate our successes and
opportunities. � � ° .=
In short, it is a tool that businesses use to ensure that their work meets their goals in a measurable way by
connecting organizational strategy to the work people do on a day-to-day basis, i.e. "You said...we did..."
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STRATEGIC THEME ANQ RESULTS
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ENGAGE�LEA�ERSHIP—INFERACTiVE COMMLIN[CATIONS—CflRE VAEEIES
13
STRATEGIC PLANNING & MANAGEMENT SYSTEM
The graphic to the left illustrates the Balanced
� Scorecard approach and the following pages
' " ' � � � " of this section demonstrate how Westlake
Academy has aligned with this framework.
,
� Each element is critical to the success of the
36,OO�rt. � municipality and helps us evaluate and
� communicate our performance.
25,D00ft. 1'vl 16610N
20,66Dft. VI[610N Upon review of the existing strategic initiatives
'S
and performance measures,the Board
V.izu�e
ls,�ft. provided feedback to the staff and requested
PERSPECTlYE6 an updated version for review. Staff updated
iD,600ft. THEMES&RE6LJLT6 the framework to include all the related
STRATEC3IC OB]ECTfYE6 performance measures and identified the
5,°°°ft. strategic initiatives that will be goals for the
� MEABCJRE6 &TARGET6
entire organization this coming school year.
Ground STRATE�IC INITIATIYEB
Levei
MissioN
The mission statement describes what must Westlake Academy is an IB World School whose mission
be done to achieve the adopted vision.The is to provide students with an internationally minded
Board of Trustees has adopted the following education of the highest quality, so they are
Mission statement for Westlake Academy. well-balanced and respectful life-long learners.
Westlake Academy inspires college VISION
bound students to achieve their highest The Academy's vision statement outlines what we strive to be.
individual potential in a nurturing Upholding such a statement is a task that requires effort on
environment that fosters the traits multiple levels.The balanced scorecard system will help ensure
found in the IB Learner Profile. the Vision of the Academy remains true in years to come.
IB LEARNER PROFILE
The International Baccalaureate° (IB) learner profile describes a broad
range of human capacities and responsibilities that go beyond Inquirer Caring
academic success.The aim of all IB programmes is to develop Knowledgeable Balanced
internationally-minded people who, recognizing their common Open-Minded Reflective
humanity and shared guardianship of the planet, help to create a Principled Communicators
better and more peaceful world. Thinkers Risk-takers
14
STRATEGIC PLANNING & MANAGEMENT SYSTEM
Maximizing Personal Development VALUES
Academic Excellence Driving how the Academy accomplishes its work are our
Respect for Self and Others corporate values.These are the principles we hold
Personal Responsibility important and standards by which the Academy operates.
Compassion and Understanding These values, as adopted by the Board of Trustees, are
designed to guide staff in their day-to-day work and the
Board as it conducts its business.
STRATEGIC PERSPECTIVES
A Perspective is a view of the Academy operations from a specific vantage point. Four basic perspectives are
traditionally used to encompass a Balanced Scorecard organization's activity—people &facilities, operational
efficiency,financial stewardship, and customer service.The Academy's business model, which encompasses
vision, mission, and strategy, utilizes the four Perspectives as a framework.The four perspectives of the plan,
which were customized by the Board, are as follows:
STRATEGIC PERSPECTIVES
Citizens,Students, Financial Academic People, Facilities,
&Stakeholders Stewardship Operations &Technologies
Viewed through the Financial oversight; Focuses on processes that Involves,work culture, innovation,
eyes of our customers effective use create value for the leadership,governance,tools and
and stakeholders of resources customers and stakeholders technology necessary to provide services
STRATEGIC THEMES
The Academy won't have their own 'strategic themes' as they are considered a Exemplary
department of the Town. Therefore, under the strategic themes for the Town is a Education
goal for"Exemplary Education"that will encompass the direction for the Academy.
The Town Council (Board of Trustees) grouped this information along with the major
components of our previous strategic plan and ranked the importance of the concepts Westlake is an
per each area of concern. international
educational
Staff then created strategy maps, identified a strategic result, populated the maps leader where
with strategic objectives and created an objective commentary document. These each individual's
were evaluated against the direction of the community and set the framework for a potential
comprehensive Tier One map for the municipal program of services. The Town is maximized.
Council has worked closely with staff to adopt a management system based on the
Balanced Scorecard framework.This was developed to help the Academy direct its own destiny rather than
allow future events to do so.Through sound business principles the Academy can more effectively provide
services to their stakeholders, increasing both efficiency and customer satisfaction. Ultimately, it guides the
way the Academy does business and helps us determine how we should invest our time and resources. In the
budget process,this allows for increased transparency, clarity, and accountability, providing the Academy a
framework for demonstrating results.The continued quality and success of this community does not happen
without the diligent effort of a committed team of residents, businesses, community leaders, and staff. Years
of consistent planning and strategic thinking has brought Westlake where it is today.
15
STRATEGIC PLANNING & MANAGEMENT SYSTEM
OBJECTIVES AND PERFORMANCE MEASURES
Performance measures hold government departments accountable to their stakeholders, while allowing
them to recognize their successes and adjust programs of service that are under performing. Performance
measures are determined according to the strategic objectives found on the Strategy Map and help to align
the goals for the department.
PERSPECTIVES OBJECTIVES PERFORMANCE MEASURES
° Percentage of students who enrolled into college
• Increase the Future o
Readiness of All Students Percentage of students who were accepted into college
° Length of time students take to earn college degrees
CITIZENS, ° Rate of retention for students(start/quit or K thru 12)
STUDENTS, • Increase Stakeholder ° Re-authorization attainment for PYP,MYP and DP
AND Satisfaction ° Parents Survey Satisfaction Results(Confidence Level)
STAKEHOLDERS ° National Rankings(TEA Performance Index)
° Volunteer Hours
• Enhance Westlake Academy's ° Percentage of staff with international experience
Unique Sense of Place ° Percentage of students involved in club/activity through WA
° Percentage of graduations wo attend/send regrets for diploma ceremony
° Number of external grant applications submitted
° Percentage of external grants received/given
• Increase External Revenues o
Sources Percentage of income/gifts from new sources
FINANCIAL ° Number of days in Fund Balance
STEWARDSHIP ° Number of corporate volunteer experiences
° Percentage of audits with unmodified opinion
• Improve Financial o
Stewardship Quarterly financial report data(measure?)
° Awards from GFOA and ASBO and Texas Comptroller
° STAAR,SAT,ACT,AP,DP IB exam results
° Teacher Appraisals/Reviews
• Optimize Student Potential
° Student&Staff Annual Survey
° Student to Teacher Ratios
• Improve Efficiencies of ° Programs aligned with mission,vision,IBO&state standards(measure?)
Operational Systems ° Per Pupil Expenditure Costs
ACADEMIC
° Parent Survey Results(listed above in Stakeholder Satisfaction)
OPERATIONS
° Exit Survey—Leavers
• Strengthen our Westlake o
Academy Culture Lottery Waiting lists—internal/external
° Annual Feedback—Appraisal System
° Percentage of parents who attend school hosted meetings
• Strengthen IB Philosophy and ° Rubric results of PYP Exhibition,MYP Personal Project,&DP Extended Essay
Implementation ° Results of IB Programme evaluations
° Time to fill positions/turnover rate(Tier One)
• Attract,Recruit,Retain& ° Offer to acceptance ratio(Tier One)
Develop the Highest Quality o
PEOPLE, �Norkforce o Number of training opportunities per year
FACILITIES, Employee satisfaction results
AND • Increase the Capacity of ° Teacher&Administration Feedback
Teachers and Staff ° Staff Survey(linked from above objective)
TECHNOLOGIES
° Annual number of devices available to students/staff
• Improve Technology, o
Facilities&Equipment School Dude requests for service/time to completion
° Number of staff inembers/students supported through IT/per IT staff allocations
These performance measures also help determine the quantity and quality of our work, as identified in our plans.
16
STRATEGIC PLANNING & MANAGEMENT SYSTEM
We consistently evaluate our work and review our performance quarterly because we firmly believe what gets
measured gets done. As we improve our ability to gather and mine data about our work, we will be able to
expand our performance measures to the departmental business plans as a gauge of success.The
departmental efficiency and effectiveness measures along with the outcome-based measures will be grouped
with the appropriate strategic objective to give an overall picture of the Academy's performance. As the
Academy continues to develop these scorecards and measurement units, data sources, and targets will be
refined. Through quarterly performance reviews,trends are also tracked over time through budget
documents.
STRATEGIC INITIATIVES
r Continuation of an updated facilities master plan
r Utilization of the unique outdoor learning center
� Creating opportunities for students&teachers to expand their international mindedness by extending learning
beyond the classroom walls
� Implementation of new student/family orientation program to enculturate student/families into WA's culture of
success
:- Integrate a balance of assessments including high-quality standardized testing along with effective classroom
formative and summative assessments
r Growth with the WA House System presence on campus through authentic learning experiences and through the
Learner Profile
� Establishment of an "Angel Fund" designed to support need-based students for international travel &field trips
� Creating a new teacher mentoring program designed to support&develop teachers' pedagogical expertise
> Integration of technology into the teaching& learning in a seamless and organic design that promotes the 4 Cs
(creativity, critical thinking,collaboration,communication)of 21st century learning
WESTLAKE ACADEMY'S DESIRED OUTCOMES
Five desired outcomes have been identified and linked to the Academy's strategic planning efforts:
Westlake Academy's strategic
planning structure is the product High Develop inquiring, knowledgeable, caring and
of many hours of analysis, review Student disciplined young people who use their unique
Achievement talents to create a better and more peaceful
and discussion. world through intercultural understanding and
respect.
Academy staff, under the Strong Parent To involve all stakeholders in building a better
direction of the Board of Trustees, and Community Westlake Academy community.
• continually gathers Connections
information and input from
stakeholders Financial To ensure sufficient, well-managed resources
• carefully tracks and analyzes Stewardship and to support and advance the mission of
student achievement
Sustainability Westlake Academy.
� considers economic and Student To ensure that all athletics, community service
demographic trends Engagement and and extracurricular activities are held to the
• formulates long-range goals Extracurricular same standard of excellence as the curricula
Activities programs to promote well-balanced students.
• plans for future challenges
• develops comprehensive Effective Recruit, develop and retain a core faculty and
guidelines that ensure student Educators staff with the personal qualities, skills and
and Staff expertise to work effectively with the IB
success. inquiry-based, student-centered curricula.
17
STRATEGIC PLANNING & MANAGEMENT SYSTEM
WESTLAKE ACADEMY—TIER TWO STRATEGY MAP
Increasethe nhance
Citizen, Student & Future Increase Westlake
takeholder Readiness of Stakeholder Academy's
All Students Satisfaction Unique Sense
of Place
Financial Increase
External I m pro�e
tewardshi Re�enue Financial
p Sou rces Stewa rds h i p
Strengthen
our Westlake
Academic Academy
Optimize Improve the Culture
Student Efficiencies of
Dperations pfltential Operational Strengthen IB
Systems Philosophy &
Implementation
People, Attract, Recruit, Increase the Improve
Facilities & Retain & De�elop Capacity of Technology,
the Highest Teachers & Facilities, &
echnology Quality Workforce Staff Equipment
A Tier Two Strategy Map is cascaded from the Tier One map that is developed by the elected officials. The
Board of Trustees worked with staff teams to identify the strategic objectives that are important to our
overall success and service provision levels for the stakeholders of the Academy. The Tier One map is drafted
at the municipal level of the organization and then cascaded to the educational department of the school.
This ensures alignment with our values and vision throughout the Town.
PARENT SURVEY RESULTS
In addition to monitoring these performance measures,the Academy also values the opinion of its parents.
Typically every two years, Westlake undertakes a broad stakeholder survey designed to measure academic
performance and to gauge the current and future needs of the students.This survey is an incredibly useful
tool within the strategic management system, and it allows Academy services to be tailored based upon
parent feedback. Westlake's performance measures are dynamic and undergo on-going review.
18
CHALLENGES
As a charter school owned by a municipality, Westlake Academy has some unique challenges. These
challenges drive and shape the budget process. The most pressing driver is the task of balancing the
projected enrollment of Westlake residents; while maintaining an Academy enrollment level that generates
a revenue stream that can sustain the school. It is important to note that the only requirement for
admittance into the Academy is based upon student residency.
Westlake Academy admits students from two distinct geographic areas called primary and secondary
boundaries:
• PRIMARY boundary: concurrent with geographic boundary of the Town of Westlake
• SECONDARY boundary: adopted by the Board of Trustees and approved by the Texas Education
Agency in June 2008 and include identified Independent School Districts who are admitted through
a lottery system.
The Town of Westlake is currently experiencing high growth and development. Each year, more new
residents continue to move into the Town of Westlake so their children can attend Westlake Academy
without having to experience the variable of the lottery system. As such, there is a goal to maintain
flexibility in our classrooms so that space is available throughout the school year for the children of
Westlake residents.
GOALS, STRATEG I ES, I N ITIATIVES AN D
LONG TERM FINANCIAL SUSTAINABILITY
Overall, Westlake Academy utilizes the balanced scorecard (BSC) approach to strategic planning and
management. It is used to:
• Communicate what we are trying to accomplish
• Align the day-to-day work that everyone is doing with strategy
• Prioritize projects, products and services
• Measure and monitor progress towards strategic targets.
The BSC approach connects the dots between big picture strategy elements such as mission, vision and
values to the Academy's actions and focus priorities. This approach leads to long term sustainability.
19
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BUDGET OVERVIEW AND PROCESS
Projecting the budget allocations of the Academy is a continual process that responds to the changing needs of the
Academy students and staff as well as variations in the fiscal environment such as State funding. The development
of the Academy budget for fiscal year 2021/22 began in January 2021, presented at a Westlake Board of Trustees
meeting in June 2021 for additional input, and adopted in August 2021.
The Academy approach to balancing the combination of fast student growth in a restricted funding environment
along with increasing academic standards requires that the budget process be instructionally driven and guided by
the Academy's Strategic Plan. During the budget development process,the staff reviewed all revenues and
expenditures and focused on aligning the allocation of resources, both personnel and financial, with the
accomplishment of established goals and outcome objectives contained in our Strategy Map.
The Board of Trustees regularly receives quarterly budget updates, some of which are detailed in the trend analysis
and the five-year financial forecast discussed later in this document. Upon receipt of the adopted annual budget,
the Board holds budget workshops to review adopted changes,their associated outcomes for the next fiscal year,
as well as their impact in a five (5)year financial forecast.
Following is a summary of the nine main steps taken in preparation of the adopted budget:
1. Budget Preparation
2. Fund Types and Structure
3. Basis of Accounting and Budgeting �
4. The Budget Process :
5. Balanced eudget ,
6. Budget Amendments �
7. Budget Adoption 9
8. Long Term Forecasting
9. Budget Calendar
9
BUDGET PREPARATION
As in previous years, efforts have been made to control expenditures while continuing to deliver an excellent level
of service to our citizens. Concentrated efforts have been made to produce a document that clearly illustrates the
uses of Academy resources in a format that may be utilized as a resource tool by the Board of Trustees,Academy
staff, and the citizens of Westlake. Our budget preparation process continues to be refined on an annual basis,
operating within clearly defined budget preparation guidelines.
Budgeting is an essential element of the financial planning, control and evaluation process. The "operating budget"
is the Academy's annual financial operating plan. The budget includes all the operating departments of the
Academy included in the General Fund and Special Revenue funds. The budget is prepared with the cooperation of
all Academy departments and is submitted to the Superintendent who makes any necessary changes and transmits
the document to the Board of Trustees. A budget preparation calendar and timetable are established and followed
in accordance with State law.
A"bottom-up"approach is used to solicit input from the staff leadership team as to their operations' needs with
an emphasis on:
• Identifying costs to provide the current level of services.
• Identifies additional cost increases needed to maintain the current level of service.
• Additional resources necessary to provide new or increased levels of service.
• Delineating changes in fund balance levels for each fund.
22
BUDGET OVERVIEW AND PROCESS
The following procedures,which are guided by generally accepted budgeting practices, have been established:
• The annual operating budget presents appropriations of expenditures and estimates of revenues for all
government funds. These revenues include federal, state, and local revenues.
• The annual operating budget illustrates expenditures, anticipated revenues, and the estimated impact on
reserves.
• Budgets for each function are broken down into specific object codes, including payroll and payroll related,
professional and contracted services, supplies and materials, other operating costs, and debt service.
• Revenue projections are prepared for each revenue source based on an analysis of historical revenue trends
and current fiscal conditions.
• Goals and objectives have been developed and are incorporated into the evaluation of employees and
performance of the organization.
• A budget message summarizing local financial conditions and principal budget issues is presented to the
governing board along with the annual budget.
BUDGET CALENDAR
The Budget Process covers the financial cycle starting with budget planning and ending with the audited annual
financial report.
Timeline Description of Activities
October- December Strategic Plan review and development occurs
December Westlake Academy Instructional Leadership Team (ILT) begins planning
upcoming budget
January ILT meets with Westlake Academy affiliates forjoint planning
Jan - March
Review and develop Capital Improvement Plan, Five-Year Projection, and
Personnel Cost Estimates
April Develop improvement plans for each grade level and department
May Strategic Plan preparation process occurs; preliminary budgets developed
June Board of Trustees (BOT) Budget Retreat
July Current budget review; budget amendments for current year if necessary
BOT consideration and adoption of Westlake Academy Budget for Upcoming
August School Year
October Annual financial audit
BALANCED BUDGET
As per State Law, current operating revenues will be sufficient to support current operating expenditures. Annually
recurring revenue will not be less than annually recurring operating budget expenditures. Debt or bond financing
will not be used to finance current expenditures.
FUND TYPES AND STRUCTURE
The accounts of the Academy are organized and operated on a basis of funds. A fund is an independent fiscal and
accounting entity with a self-balancing set of accounts. Fund accounting segregates funds per their intended
purpose and is used to aid management in demonstrating compliance with finance related legal and contractual
provisions.The minimum number of funds is maintained consistent with legal and managerial requirements.
23
BUDGET OVERVIEW AND PROCESS
Academy funds are classified into the following two categories:
• GOVERNMENTAL FUNDS-The funds are used to account for the Academy's general government activities,
including the collection and disbursement of specific or legally restricted monies. Governmental funds use
the flow of current financial resources measurement focus and the modified accrual basis of accounting.
• The General Fund is the Academy's primary operating fund. It accounts for all financial resources of
the Academy, except those required to be accounted for in another fund.
• Special Revenue Funds account for the revenue sources that are legally restricted to expenditures
for specific purposes.
• FIDUCIARY FUNDS-The fund's account for resources that are held in trust for individuals or other
governments, in this case monies that are held in a custodial capacity for the benefit of student
organizations
BASIS OF BUDGETING AND ACCOUNTING
The term basis of budgeting is used to describe when events or transactions are recorded and recognized.
In the Modified Accrual Basis-
. revenues are recognized in the period when they became available and measurable
• expenditures are recognized when the liability is incurred
In the Accrual Basis-
• revenues are recorded when earned
• expenses when the liability is incurred
Annual Audited
The basis of budgeting Governmental Fund Operating Budget Financial Statements
and accounting is General Fund Modified Accrual Modified Accrual
shown in the chart
to the right: Special Revenue Funds Modified Accrual Modified Accrual
Budgets are prepared on the same basis of accounting that is used in financial statements. The basis of budgeting
refers to when revenues and expenditures are recognized in the corresponding accounts and reported in financial
statements. Governmental fund types, including the general fund, are budgeted using the Current Financial
Resources Measurement Focus and the Modified Accrual Basis of Accounting. Westlake Academy's only Fiduciary
Fund (the Agency Fund, described below) is not a budgeted fund.
Under the modified accrual basis of accounting, revenue is recognized when it becomes susceptible to accrual, i.e.,
when it becomes measurable and available. Measurable means the amount of the transaction can be determined
and available means collectible within the current period or soon enough thereafter to pay liabilities of the current
period. The Academy considers revenues available if they are collected within 60 days after year-end. Expenditures
are recognized when the related fund liability is incurred.
• Foundation State Program (FSP)funds are susceptible to accrual.
• Miscellaneous revenue items,which are not susceptible to accrual, are recognized as revenue only as they
are received in cash.
• Entitlements and grants are recognized as revenue at the time of receipt or earlier if the susceptible to
accrual criteria are met.
• Expenditure driven grants are recognized as revenue when the qualifying expenditures have been incurred
and all other grant requirements have been met.
24
BUDGET OVERVIEW AND PROCESS
THE BUDGET PROCESS
The Academy's fiscal year begins each year on September 1st and ends on August 31st of the following calendar
year. Prior to the beginning of the fiscal year, the Superintendent must submit a budget to the Board of Trustees
which includes:
• A budget message
• A consolidated statement of anticipated revenues and expenditures for all funds
• Resources for General Fund and Special Revenue Funds in detail
• A summary of expenditures by function and object code
• Detailed estimates of expenditures shown separately to support expenditures
The budget preparation process begins early in the calendar year with the establishment of overall Academy goals,
objectives, and analysis of current year operations compared to expenditures.
• Budget policies and procedures are reviewed at the same time to reduce errors and omissions.
• In May, the Finance Department prepares budget forms and instructions for estimating revenues and
expenditures.
• Leadership Team members submit baseline expenditures for current service levels and any additional one-
time or on-going request they may have for their department.
• A round-table meeting is subsequently held with the Superintendent,the finance staff and each
department head for review.
• After all funding levels are established and agreed upon the budget is presented to the Board of Trustees.
• A public hearing on the budget is conducted in accordance with state and local law.
• This meeting is held after the Board has reviewed the budget during a workshop.
• The Board of Trustees approves a level of expenditure (or appropriation)for each fund to go into effect on
September 1st, prior to the expenditure of any Academy funds for that budget year.
BUDGET AMENDMENT PROCESS
The Superintendent may request that the current year budget be amended at the function level. In this process:
• Budget amendments moving funds between functions will be approved by the Board of Trustees.
• Often, these amendments influence the shaping of the current budget as actual trends in revenues and
expenditures are realized and accounted for at that
time. Program principals and coordinators are •Principals&Coordinators monitor their
responsible for monitoring their respective 1. respective programme budgets
programme budgets. •Finance monitors all financial operations,
• The Finance Department will monitor all financial determining if a budget amendment is
operations and will decide whether to proceed with 2• needed
a budget amendment.
• The Final Amended Budget for the Year Ending •Finance prepares budget amendments, I
August 31, 2021 will be submitted at the August 3. including justification on changes
2021 Board meeting.
•Final Amended Budget is submitted with the
4 Proposed Budget
•Board of Trustees reviews for approval
5.
25
BUDGET OVERVIEW AND PROCESS
LONG TERM FORECASTING
Most annual operating budget documents focus on a single 12-month period where spending and revenue
decisions made today will have effects that extend beyond that fiscal year. Because of that,the Academy requires
that long-term forecasting be made part of the Annual Operating Budget document.
The purpose of the policy is to:
• Ensure on-going financial sustainability beyond a single fiscal year or budget cycle
• Achieve the Academy's mission and vision
• Systematically link the annual budget to a multi-year master financial plan.
Should long term forecasts and analysis show that the school system does not have a "positive operating balance"
over the multi-year period,the Academy shall bring this to the attention of the Superintendent. A"positive
operating balance" means that the ending fund balance meets or exceeds the minimum levels prescribed in the
Academy's reserve policies.The policy states the Academy shall strive to maintain the General Fund unassigned
fund balance at 45 days of operation. As can be seen below,the fund balance, if as projected,will decline yet
remain more than the desired 45 days.
Po�itive Fund Balance D�Ilar�Per Dperating
Fiscal Year �perating
[unas�igned� Dperating �ay �ays
Balance
FY19�2Q YE� S 1.712,Q87 S 26,�79 65
FY 20�21 YE� S 1.8�8,378 S 25.901 72
FY 21�22 YE� S 1.785,97� S 25.84-4 69
FY 22�23 YE� S 1.7�5,533 S 26.[}47 6�
FY 23�24 YE� S 1.�90,�5� S 26.253 6�
FY 24�25 YE� S 1.652,Q2U S 26.46� 62
Fl�' 25�'2� YES S '_,599,C'_� S 2�,725 6C
BUDGET ADOPTION
Legal requirements for charter school budgets are formulated by the state and the TEA. A Board typically adopts an
appropriated budget on a basis consistent with GAAP for the general fund, debt service fund and child nutrition
program (which is included in special revenue funds). However,the Academy does not maintain a debt service
fund or a child nutrition pro�ram;therefore, only the General Fund is required to be adopted. Special Revenue
Funds are not adopted by the governin�body and are shown for informational purposes only.
At a minimum, the Academy is required to present the original and the final amended budgets for revenues and
expenditures compared to actual revenues and expenditures for the General Fund. The Board of Trustees conducts
the required public meeting and adopts the budget in August prior to beginning the fiscal year which runs from
September 1st to August 31st.
26
BUDGET OVERVIEW AND PROCESS
� �
Annual A budget is required to be adopted annually for the General Fund (Westlake Academy
Budget does not maintain a Debt Service Fund or child nutrition program). The budget is
adopted on a basis consistent with generally accepted accounting principles. All
appropriations lapse at fiscal year-end.
On or before August 31st of each year,the Superintendent submits for review by the
Board of Trustees a budget for the upcoming school year. After reviewing the budget
and holding public meetings as necessary,the final budget is prepared and adopted.
The appropriated budget is prepared by fund and function. The Board may make
transfers between functions within a fund and may amend the total budget following
the same procedures required to adopt the original budget. The legal level of
budgetary control is at the fund level.
Key Public charter schools in the State of Texas do not have taxing authority, nor do they
Revenues receive facility funding. Consequently, the Academy receives most General Fund
revenues via the State Funded Foundation School Program (FSP) and is
disproportionately affected by changes in FSP funding levels set by the Texas
legislature.
State funding of public education was decreased by the State Legislature in 2001.
While it has increased somewhat since then, the allocation has not kept pace with basic
cost increases. And, in the Legislature's most recent 2017 session,the per student
funding for public education was not increased for the next biennium.
Note that the amount of state aid received through the Foundation School Program is a
function of the total number of students enrolled at the Academy as well as the
additional funding from Career and Technical Education classes.
Key Compensation and benefits are the largest operating cost for Westlake Academy,
Expenditures comprise most total operating expenditures. The current forecast assumes no further
expansions of curriculum or other programme areas that would necessitate additional
staff. Other costs including utilities, supplies, and professional services are held at 1%
unless additional revenue sources are realized.
Fund The Superintendent and Board of Trustees are devoted to safeguarding and improving
Balance the financial condition of Westlake Academy. The Academy shall strive to maintain an
unassigned General Fund Balance of 45 days of operation, and Fund Balance monies
will only be used with Board approval for specific needs. Board policy stipulates that all
future increases in expenditures must be offset by new or additional revenues. A full
listing of Fund Balance policies can be found at the end of this section.
�
27
BUDGET DOCUMENT STRUCTURE
The goal of the budget document is to provide timely,transparent information concerning the past, current, and
projected financial status of the Academy. The budget is a holistic planning document used in concert with our
strategic plan to facilitate decisions that support the educational goals and strategic objectives of the Academy.
The budget document is but one part of a system designed to link together critical governance and management
decision making tools. This system is designed to integrate:
• Strategic planning
• Five-year financial forecasting, budgeting, and performance measurement linked to priorities,
objectives, and outcomes
• Reporting to monitor progress in outcome achievement and accountability for results
• Aligning human and financial resources to prioritized outcomes and objectives
• Long term approach to ensure financial sustainability
• Working within Board adopted financial policies for the Academy
• Maintaining core services
Discussion and review of the information contained in both the strategic plan and the budget document
consistently leads to operational and educational improvements that impact the students and parents of
Westlake Academy.
The development, review, and consideration of the Governmental Fund budgets (the General Fund and Special
Revenue Funds)were completed with a detailed and exhaustive review of every revenue and expenditure item
within the context of the Academy's Vision, Mission and Values statements,strategic planning efforts, and
Board policy.
The Board of Trustees provides governance and policy direction, while the Superintendent,finance department
and campus and administrative staff develop the budget document for the Board's review. Staff reviews each
existing expenditure request and the allocations for the coming school year and asks, "is this the best use of
public funds?"
The budget document and the year-end comprehensive annual financial audit are the primary vehicles through
which the Academy's financial plans are presented.
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BUDGET DOCUMENT STRUCTURE
The budget document is organized into the following sections for submission to ASBO for the Meritorious
Budget Award.
1. Executive Introduces the reader to the document as a whole. It highlights important information contained in
the budget.Users rely on this section to get an overview of what they can expect to find in the rest of
Summary the document.
2. Organizational Provides the context and framework within which the budget is developed and managed. This
section includes the Academy's organizational and financial structure as well as the controls that
$2Ct1011 direct and regulate the development and administration of the budget.
3. Financial Presents the heart of the Academy's budget document. The adopted budget is presented as a series
of financial schedules along with past budget figures and future projections.
Section
4. Informational Contains additional information about the Academy,including descriptions of the IB curriculum and
programmes,enrollment and employment figures,testing and performance scores, benchmark data,
5. $2Ct1011 academic achievements,and other miscellaneous data.
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29
FUND BALANCE COMPONENTS
In February 2009,the Governmental Accounting Standards Board (GASB) issued GASB Statement No. 54, Fund
Balance Reporting and Governmental Fund Type Definitions.This Statement established five components of
fund balance and because circumstances differ among governments, not everyone will report all components.
GASB 54 shifts the focus of fund balance reporting from the availability of fund resources for budgeting to "the
extent to which the government is bound to honor constraints on the specific purposes for which amounts in
the fund can be spent."
• Fund Balance Reporting-The Academy shall report governmental fund balances per GASB 54
definitions in the balance sheet as follows: Non-spendable, Restricted, Committed,Assigned,
Unassigned
• General Fund Unassigned Fund Balance-The Academy shall strive to maintain the General Fund
unassigned fund balance at 45 days of operation.
• Use of Fund Balance- Fund Balance will be targeted to only be used with Board approval and can
only be used for the following: emergencies, non-recurring expenditures, such as
technology/FF&E (furniture, fixtures and equipment), or major capital purchases that cannot be
accommodated through current year savings. Should such use reduce the balance below the
appropriate level set as the objective for that fund, recommendations will be made on how to
restore it.
• Approval of Commitments-The Board of Trustees shall approve all commitments by formal
action.
o The action to commit funds must occur prior to fiscal year-end,to report such
commitments in the balance sheet of the respective period, even though the amount may
be determined after fiscal year-end.
o A commitment can only be modified or removed by the same formal action.
o The Board of Trustees delegates the responsibility to assign funds to the Superintendent or
his/her designee.
o The Board of Trustees shall have the authority to assign any number of funds.
o Assignments may occur after fiscal year-end.
o The Board of Trustees will utilize funds in the following spending order: Restricted,
Committed, Assigned, and Unassigned.
The following items are Assigned in the Westlake Academy Budget;Technology, Furniture, Fixtures &
Equipment Replacement, and Uniforms & Equipment Replacement
•Portion of net •This term will is used •This term is used to •The residual net •The portion of fund
resources that cannot to describe net fund describe the portion of resources in excess of balance constrained
be spent because of resources subject to fund balance that what is properly by limitations imposed
their form and externally enforceable reflects a categorized in one of by government at its
because they must be legal restrictions. governmenYs the other four highest level and
maintained intact. intended use of categories. remains binding unless
resources. removed in the same
manner.
30
FUND TYPES AND STRUCTURE
Westlake Academy, along with other School Districts throughout the State of Texas, record and report all
financial transactions using standard set by the Governmental Accounting Standards Board (GASB) and
General Accepted Accounting Principles (GAAP). Accordingly,these standards require all School Districts to
use individual funds that must be categorized into one of 11 Funds Types.
ALL FUND TYPES
Governmental Proprietrary Fiduciary
Funds Funds Funds
General Fund Internal Service Funds Pension Trust Funds
4 Funds N/A N�A
Special Revenue Funds Investment Trust Funds
Enterprise Funds
9Funds N/A
N/A
Debt Service Fund Private Trust Funds
N�A N/A
Capital Project Funds Agency Funds
N�A lfund
Permanent Funds
N/A
GENERAL FUND GOVERNMENTAL
FUNDS TYPES
The General Fund is comprised of four subordinate funds: General,Athletic Activities, '
Transportation, and WA Foundation. This fund accounts for the operational
activities, supported by State and local revenues, required to maintain the Academy's General Fund
facilities, and pay its employees.
• Fund 199 General Fund -This classification must be used for funds in which the 199 General Fund
local governing board designates. The local governing board has wide discretion in
their use as provided by law. This fund usually includes transactions because of 198Athletic Fund
revenues from local sources and State Foundation School Program Sources. Any
locally defined code that is used at the local option is to be converted to Fund 199 197Transportation Fund
for PEIMS reporting.
196 Westlake Academy
• Fund 198 Athletic Activities-This locally defined fund code is used to account for Foundation Fund
expenditures for athletics that normally involve competition between schools (and
frequently involve offsetting gate receipts or fees such as football, baseball,volleyball,track,tennis, and
golf). This fund is converted to Fund 199 for PEIMS reporting.
• Fund 197 Transportation/Parking-This locally defined fund code is used to account for revenues and
expenditures related to transportation for students.This fund is converted to Fund 199 for PEIMS
reporting.
• Fund 196 Westlake Academy Foundation (WAF)-This locally defined fund code was created to help
Academy and Foundation leaders segregate funding received from WAF donors, providing a transparent
view of the contributions' impact.The donations enable WA to provide above and beyond opportunities,
which enhance the high-quality IB education students receive, and empowers them to achieve their highest
individual potential.This fund is converted to Fund 199 for PEIMS reporting.
31
FUND TYPES AND STRUCTURE
SPECIAL REVENUE FUNDS
GOVERNMENTAL
Special Revenue Funds account for local, state FUND$ TYPES
and federally financed programs or
expenditures legally restricted for specified
purposes or where unused balances are Special Revenue Funds
returned to the grantor at the close of a
specified project period. These funds are not Fund 224 Fund 484
adopted by the governing body and shown , i�Ea-B Formuia Local Grants
here for informational purposes only.
Fund 283 Fund 491
• Fund 224 IDEA-B Formula (Federally ESSER III Supplement COVID-19 Mitigation
funded) - Fund is used, on a project basis,
for funds granted to operate educational Fund 397 F�nd 49�
prOgrdmS fOr Chlldr2n Wlth d'ISdbIIIt12S. Texas Advanced Placement Initiative student Travel
• Fund 283 ESSER III Supplement (Federally Fund 410 Fund 498
funded) - Fund is used for intensive Instructional Materials Allotment InYI Mindedness Educator Symposium
educational supports for students not
performing satisfactorily due to pandemic's Fund 461
2ff2CtS. Campus Activity Funds
• Fund 397 Texas Advanced Placement
Initiative—A program that reimburses the
Academy for a portion of the cost related to
an approved teacher training program.
• Fund 410 Material Allotment (State funded) - Funds to purchase the instructional materials that will be
used to support the Texas Essential Knowledge and Skills (TEKS).
• Fund 461 Campus Activities (Locally funded) - Fund is to be used to account for transactions related to a
principal's activity fund if the monies generated are not subject to recall by the school district's Board of
Trustees into the general fund. These funds provide after-school activities and local/international travel at
Westlake Academy.
• Fund 484 Local Grants (Locally funded)—These funds represent grants from Westlake Academy
Foundation,the House of Commons, and the Westlake Academy Athletic Club for specific purposes.
• Fund 491 COVID-19 (State funded)—These funds represent unbudgeted expenditures made during the
mandated school closure beginning in March 2020 and include such items as technology equipment for
distance learning, counseling supplies, additional janitorial services and cleaning supplies. As part of the
CARES Act,these expenditures will be reimbursed by TEA.
• Fund 497 Westlake Academy Foundation Financial Assistance (Locally funded) -This grant from the
Westlake Academy Foundation provides financial assistance for student activities.
• Fund 498 International Mindedness Educator Symposium (Locally funded)—Fund will be used for the
annual symposium hosted by Westlake Academy focusing on global collaboration.
FIDUCIARY FUND TYPES
Westlake Academy has a single Fiduciary-type fund, called the Agency Fund, which accounts for resources held
in a custodial capacity for the benefit of student organizations. The Agency Fund is not a budgeted fund.
32
ACCOUNT CODING STRUCTURE
Financial transactions within funds are organized minimum requirements of the State Board of
and classified through the account code system. Education, subject to review and comment by the
Section 44.007 of the Texas Education Code (Code state auditor.The annual audit must include the
or TEC) requires that a standard school district performance of certain audit procedures for
fiscal accounting system be adopted by each reviewing the accuracy of the fiscal information
school district.The system must meet at least the provided by the district through the Public
minimum requirements prescribed by the State Education Information Management System
Board of Education and be subject to review and (PEIMS).
comment by the state auditor.
The audit procedures are to be adequate to detect
Additionally,the accounting system must conform material errors in the school district's fiscal data
to Generally Accepted Accounting Principles reported through the PEIMS system for the fiscal
(GAAP).This section further requires that a report period under audit. A major purpose of the
be provided at the time that the school district following accounting code structure is to establish
budget is filed, showing financial information the standard school district fiscal accounting
sufficient to enable the state board of education to system required by law.
monitor the funding process and to determine
educational system costs by school district, campus Although certain codes within the overview may be
and program. used at local option, the sequence of the codes
within the structure, and the funds and chart of
The Texas Education Code, Section 44.008, accounts, are to be uniformly used by all school
requires each school district to have an annual districts in accordance with Generally Accepted
independent audit conducted that meets the Accounting Principles (GAAP).
ACCOUNT CODE STRUCTURE
Sub Organization Program Local
Fund Function Object Code Object Code Year Intent Option
Code Code XXXX Code XXX Code Code Code
XXX XX XX X XX XXX
(lxxx- (11-99) 1X—Assets (xx) (001-999) (0-9) (11-99) (xxx)
8xxx) 2X—Liabilities
Account 3X—Fund Equity
Groups 4X—Clearing Accts
(9xx) 5X—Revenues
6X—Expenditures
7X—Other Resources
8X—Other Uses
33
REVENUE CLASSIFICATIONS
LOCAL FUNDING REVENUES �, a��ffD;�;;�;y�:.,,.
tis�,� ��
Local funding consists of the following major sources from the Town of - ;33�.�Er�
,-� ��.
Westlake and the Westlake Academy Foundation (WAF). } ���� .�i�-y
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• The Town of Westlake provides administrative, human resources, "'� - -
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facilities, and financial services for the Academy and is responsible for all - `"��
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debt service payments relating to Academy facilities and infrastructure. �+1�RKfTI��(;R1:M,�/��"'��;Ef�'+��'�
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• The Westlake Academy Foundation is an independent, non-profit ,�.��� e�:•��
organization that raises funds through donations and various fundraising �'"'���r
efforts. The WAF conducts several annual fundraising activities, including the Blacksmith Campaign, an
annual fund drive that was started to bridge the funding gap between what charter schools receive in
state allocations in comparison to local ISDs.Today,funding received is used to provide above and
beyond educational opportunities for students, which enhance the high-quality IB education they receive.
Contributions are also used to provide professional development and appreciation opportunities for the
exceptional WA staff.The Foundation mainly directs fund raising efforts towards the parents of Academy
students and tries to leverage these donations with the employers who have matching programs for
individuals that contribute time or money to non-profits.The Blacksmith Campaign is held each year in
the month of October and each family is encouraged to contribute approximately$2,500 per student to
help cover the gap between the state public education funding and what the Academy spends on each
student.
FEDERAL FUNDING
• Federal funding is received through grants supporting the special education program. In addition, the
Academy is eligible to receive the ESSER III Supplemental grant,which will be used to mitigate any
learning deficiencies that occurred during the COVID-19 pandemic.
STATE FUNDING
• State funding, through the Foundation School Program (FSP), is the largest single appropriation of state
general revenue funds and is the primary —�
means of distributing state aid to Texas public ��� ����
�+
schools.The funds come from state tax - ��_ ��
revenue, the state lottery, and the Permanent �
School Fund. This program ensures that all F
school districts and charter schools, regardless �;�����
of property wealth, receive substantially � ��
�
equal access to similar revenue per student at �
similar tax effort." (TEA 2021) � �
. ��I�� � �
-- r� ��r�-�-M, �-
� �f
�... . �
34
REVENUES ALLOCATED BY STAFF TYPE & FUNCTION
REVENUES ALLOCATED BY STAFF TYPE
Allocation process includes all available funding$9,371,746
Budgetary allocations are an integral
FY 21/22 � element of financial planning for
Employee Proposed Percent Revenue learning organizations.
Type Staffing of Total Allocation As such,they indicate the level of resources
Principals 5.50 5.31% $ 497,919 an organization is committing to a
Coordinators 6.83 6.60% 618,325 department or program.
Primary 26.50 25.60% 2,399,066 Westlake Academy and the Town of
Secondary 36.69 35.44% 3,321,574 Westlake under their shared services model
Support 15.33 14.81% 1,387,837 work in harmony to determine resource
Specialist 6.17 5.96% 558,575 and revenue allocations.
Foundation 1.50 1.45% 135,796
Facilities 3.00 2.90% 271,592
Technology 2.00 1.94% 181,062
TOTAL 103.52 100.00/ $ 9,3�1,746 REVENUES ALLOCATED BY FUNCTION
Allocation process includes all available funding$9,371,746
FY 21/22
Proposed Percent Revenue
Function Description Staffing Of Total Allocation
11 Instructional 69.36 67.00% $ 6,279,215
12 Media/Library 1.67 1.61% 151,186
The leadership of the Academy works 21 Instructional 2,50 2.41% 226,327
directly with the Directors of the Leadership
Finance and Human Resource 23 Campus Leadership 16.32 15.77% 1,477,462
departments to determine staffing 31 4.00 3.86% 362,123
needs as Guidance/Counselors
well as program needs. 33 Health 1.00 0.97% 90,531
Service/N urses
36 Extra-Curricular 1.00 0.97% 90,531
Within the scope of the Academy's 41 General
strategic plan, 0.50 0.48% 45,265
Administration
staffing and program 51 Facilities
allocations are determined. 3.00 2.90% 271,592
Maintenance
53 Information 2 67 2.58% 241,717
Technology
61 WA Foundation 1.50 1.45% 135,796
103.52 100.00% $9,371,746
TOTAL
35
EXPENDITURE CLASSICATIONS
OBJECT CODE GENERAL DESCRIPTIONS
The object number is a 4-digit code that describes the type of wars Sajg �°S��edo�:�9i�,���.,
revenue or expenditure incurred and is comprised of the ���,a����hnOl� r'�::;��io�s,��,
poss¢� �
fifteenth throu h ei hteenth di its in the code structure. For ' '` ll�� �ii�h. �'�klp eape°e�9mw�;;
g b g lo�':, impads mohdee�Ce U�IId
oo��e� �r�dE�.,��� e�,:,��r�o� child�e�..
anE�m e��;.lp�ou[d2':: , o ����.�
example: e�agio� �C11Ye�y a;���enYICO�mB�f�s�"�
k�¢p.
8p����a��C aSSf OOfll d����afed p������
� 61XX Payroll and Payroll Related 3�5� r.3de�s � ��gavP-�.�;.: hB�dS-0�, ae�iiues w0�
• 62XX Professional &Contracted Services ��p�����C�siop��ey,,{, ���{ c�ca�es f�;�� �,:de:'���: used
acf�eme��ommuo� f�Vlul� ��f�����I V�1�I�
• 63XX Su lies and Materials e�a39co I�al�ys�nu��' ll
pp t:od p°��.oc+eoflal oaou�uoil�F.�es� �es:�os1�S�I������ 7
• 64XX Other Operating Costs pcys�aufe�:=e�; iea1°s'"E"i ciB��EBf�e�S
• 65XX Debt Service
• 66XX Capital Outlay(not applicable to charter schools)
FUNCTION CODES — GENERAL DESCRIPTIONS
A function code represents a general operational area at the Academy and groups together related activities.
The assignment and use of function numbers is based on the financial accountability standards established by
the Texas Education Agency in accordance with the Texas Administrative Code.
The function code is a 2-digit number that follows the 3-digit fund code in the accounting number scheme.
FUNCTION
CODE FUNCTION CODE DECRIPTION
11 Instruction
12 Instructional Resources& Media Sources
13 Curriculum Development & Instruction/Staff Development
21 Instructional Leadership
23 School Leadership (Principal)
31 Guidance, Counseling& Evaluation Services
32 Social Work Services
33 Health Services
34 Student (Pupil)Transportation
35 Food Services
36 Co-curricular/Extracurricular Activities
41 General Administration (Superintendent/Board)
51 Plant Maintenance and Operations
52 Security and Monitoring Services
53 Data Processing Services
61 Community Services
71 Debt Service
81 Facilities Acquisition and Construction
36
EXPENDITURE CLASSICATIONS
10 INSTRUCTION AND INSTRUCTIONAL RELATED SERVICES
• Function 11-Instruction-This function is used for activities that deal directly with �
the interaction between teachers and students.This function includes expenditures
for direct classroom instruction and other activities that deliver, enhance, or direct
the delivery of learning situations to students. Expenditures for the delivery of
instruction in regular program basic skills, bilingual and ESL programs, '
compensatory, remedial or tutorial programs,gifted and talented education �
programs, and vocational education programs are classified in function 11. For -
example, function 11 includes classroom teachers,teacher assistants, and graders, but does not include
curriculum development (function 13) or principals(function 23).
• Function 12-Instructional Resources and Media Services-This
function is used for expenditures that are directly and exclusively used '` � ' if��a�
for resource centers establishin and maintainin libraries and other r ' I 4� t�
, g g . +,
major facilities dealing with educational resources and media. For � M
example,function 12 includes librarians, but does not include textbooks
(function 11)or reference books in the classroom (also function 11).
• Function 13-Curriculum Development and Instructional Staff Development-This function is used for
expenditures that are directly and exclusively used to aid instructional staff in planning, developing, and
evaluating the process of providing learning experiences for students.This function also includes
expenditures related to research and development activities that investigate, experiment and/or
follow-through with the development of new or modified instructional methods,techniques,
procedures, services, etc. For example, this function includes staff that research and develop,
innovative new or modified instruction and staff who prepare in-service training for instructional staff,
but does not include salaries of instructional staff when attending in-service training(function 11 or 12).
20 INSTRUCTIONAL AND SCHOOL LEADERSHIP
• Function 21- Instructional Leadership-This function encompasses those �
�changes r�:�n»�n�
district-wide activities which have as their purpose managing, directing,and _ _ -;�
_ �U
��1�:1��;_'�'s
supervising the general and specific instructional programs and activities. For � -�""`
,.,•• en ��3sivn
example,function 21 includes instructional supervisors but does not include `�`,".;1°T"';,""'"",�
nr�anizaiiun
principals(function 23). L�1��ERSHII
�ornic;tinn W1R�
- �f
�['ii�•�4�i' �i � ^ �qn:,liiy�_
• Function 23-School Leadership-This function includes expenses for directing, -'- �-� � ; �'
%diverse M. .. . , �
managing,and supervising a school. It includes salaries and supplies for the _ ,...,;.,,. Y i�;,�i��
principal, assistant principal, and other administrative and clerical staff, including attendance clerks.
30 SUPPORT SERVICES—STUDENT
• Function 31-Guidance,Counseling,and Evaluation Service-This function includes expenses for testing
and assessing student abilities,aptitudes,and interests with respect to career and educational goals and
opportunities. It includes psychological services,testing,and counseling.
37
EXPENDITURE CLASSICATIONS
• Function 32-Social Work Services-This function includes expenditures which directly and exclusively
promote and improve school attendance. Examples include social workers, non-instructional home visitors,
home visitor aides,and truant officers.
� `+�� de
• Function 33- Health Services-This function embraces the area of �'
__�„
responsibility y providing health services which are not a part of -
direct instruction. It includes medical,dental,and nursing services. � i� � �--�`� '� -
F,���a.�w.i:,�e��a>...,�s= �..
• Function 34-Student Transportation- — """"` This function includes the cost of providing
management and operational services for transporting students to and from
school. Function 34 includes transportation supervisors and bus drivers, but does not include field trips
(function 11) or student organization trips (function 36).
• Function 35- Food Services-This function includes the management of the food service program at the
schools and the serving of ineals, lunches, or snacks in connection with school activities. Function 35
includes cooks and food purchases, but does not include concession stands (function 36).
• Function 36-Co-curricular/Extracurricular Activities-This function incorporates those activities which
are student and curricular related, but which are not necessary to the regular instructional services.
Examples of co-curricular activities are scholastic competition, speech, debate, and band. Examples of
extracurricular activities are football, baseball, etc. and the related activities (drill team, cheerleading)
that exist because of athletics. Function 36 includes athletic salary supplements paid exclusively for
coaching, directing, or sponsoring extracurricular athletics, but does not include salaries for teaching
physical education (function 11).
40 SUPPORT SERVICES-ADMINISTRATIVE
• Function 41-General Administration-This function includes expenses incurred for the overall
administrative responsibilities of the District. It includes expenses for the school board,
superintendent's office, personnel services, and financial services.
50 SUPPORT SERVICES- NON STUDENT BASED
• Function 51- Plant Maintenance-This function deals with expenditures made to � S�H°o�,
keep buildings, grounds, and equipment safe for use and in efficient working � -��
:o i ,�
condition.This function also includes expenditures associated with warehousing
services. Examples include janitors,facility insurance premiums, utilities, and -
warehouse personnel.
• Function 52-Security and Monitoring Services-This function is used for expenditures that are for
activities to keep student and staff surroundings safe, whether in transit to or from school, on a
campus, or participating in school-sponsored events at another location.
38
EXPENDITURE CLASSICATIONS
� Function 53- Data Processing Services-This function is for non-instructional
data processing services which include computer facility management, computer We�come
processing, systems development, analysis, and design. Personal computers that 6u��a�hod
are stand alone are to be charged to the appropriate function. Peripherals - _<< - -
including terminals and printers are also to be charged to the appropriate ----- ----
function.
60 ANCILLARY SERVICES
• Function 61-Community Services-This function encompasses all other activities of the school district,
which are designed to provide a service or benefit to the community or a portion
of the community. Examples would include recreation programs, natatorium, and
parenting programs.
1'-�
70 DEBT SERVICE �
� Function 71- Debt Service-This function includes expenditures for bond and lease purchase principal,
and all types of interest paid.
80 CAPITAL OUTLAY
• Function 81-Capital Acquisition &Construction-This function includes expenditures that are
acquisitions, construction, or major renovation of Academy facilities.
, �t
j�r r
� ��, :" � t ■ ��} �r e
; j � j �.�S�
ei i. ,.-�, � � ,.Fy-. �
. _.. • . �'�.�: ii-..�� � � � ��I��
+ � �',
a. I �S"7_ .�'`� ,■ :+-��y_ .
� C„•\ . '�t'-t`�-� '��
A
` =� . '��' Y s .�. �}"
;,.�a -,�` .� �- � _:+�_ `�'y�
�'.,, - t ��'a�►'- �� t` _ �.:.
-ti:} '.:�'--�+�.��a�►; ,.,
�;. ;� .�: - �' "''i k �` •, �` �� �F�4r.
�. - - - . , a ••+L �r.. ..��+���,',a..
�y - _ -- _- "rr��'.� ...lJ�. r.� +�� .r ,
_ =�,+.•: �
�;- _ -_- - _ - _ _- -.�- 'r�ir .�' �,,,� _ c Y �
ti t-`��' _ - _ - � ':•. 'i 1� ��� �'
�� ;:-- � _ - - , � :!�i;y,,• �"�,�a,,,�',� �.stih;�-.
.���-; • - _ _ ��� �,�IJI'r:��.F�����,�� `' ' .�''rA�
• - - - - - -_ -- I F��; ,. ..,:;� /f•�
` . . � �•
I
. �
Bridge Over a River of Words by Ananya Venkataramaiah
39
SHARED SERVICE MODEL EXPENDITURES
The Academy operates under a shared service model �J=,,��:,•;.��, -;::;-�.:•�;�, .
'► �:�s;�y
�r...,..�.- .-
with the Town of Westlake, whereby the municipal ;:��� �-;;.:�.�,,,��;,
operations team provides Human Resources, � _. '.y �
,,rac � __�_�.._._� ._..i..
Financial, Facilities, Communications and " -� �' • -- � -
Administrative support services to the Academy. __������ '� ,�,,,,,. ��,.,, -- :.l.��_!_
�I', _ ��.�fl :.nir�ni�vuce� _!� '
General maintenance and replacement of _ - _
.r -.
. �_ :-�`_���'.,� _ _ � _ , t
infrastructure and equipment for the school is also � ' - �r—=, .._.. " ,--. f'i ` -
expensed to the municipal budget.These service costs _ -- � � �- =_ . - ; -�� ; -;� °•,_- _ __��_ : .. _-_
, � :�-, ,., r., ,r�� — ,.;.w '�r •"` .
.. • •:�:ak:.' � .
were previously booked to the Westlake Academy ,.�,;K ti:�;^,� ,o �;: _-:.:-F=. . �.:
operating budget but were removed from the '� � 1 �
operating budget in the 2012-13 school year.
The following operating costs are booked to the Town of Westlake's General Fund and Debt Service Fund.
• Municipal-Transfer to WA Operating Budget
• Municipal-Transfer to WA for WAF staff(50% between Town and WA)
• Annual Debt Service Payments
• General Major Maintenance and Replacement
• In-direct Operating Costs (Payroll and Related)
Amended Proposed $Increase %Increase
FY 2020/21 FY 2021/22 (Decrease) (Decrease)
Municipal-Transfer to WA WAF Staff 71,235 71,771 536 0.75%
Annual Debt Service(Municipal budget) 1,829,193 1,825,366 (3,827) (0.21%)
Major Maintenance and Replacement 281,000 410,000 129,000 45.91%
In-direct Operating Costs 1,042,238 1,359,776 317,538 30.47%
Total Municipal Costs $ 3,223,666 $ 3,666,913 $ 443,247 13.75%
The support services for the Academy that generate indirect costs paid by the Town of Westlake are:
• Finance and Accounting Services
• Facility Maintenance Services
• Human Resources
• Information Technology
• Communications
• General Managerial Oversight (Superintendent)
• Town Secretary including records maintenance and election administration
• Board Support Services including policy advisement and strategic planning
As part of the Academy's unique financial structure the Town of Westlake is responsible for debt service
payments associated with the Academy's capital infrastructure. The Municipal Debt Service Fund is used to
manage debt service payments, and Academy debt is accounted for in the annual municipal budget.
DEBT SERVICE-As part of the Academy's unique financial structure the Town of Westlake is responsible for
debt service payments associated with the Academy's capital infrastructure. The Municipal Debt Service
Fund is used to manage debt service payments, and Academy debt is accounted for in the annual municipal
budget.
CAPITAL PROJECTS—There are no major Academic capital projects budgeted or planned through FY 21/22.
40
RELATIONSHIP BETWEEN FUNDS AND FUNCTIONS
�
0
� Y
� �p (6
i
� 7 N
O U Q
N � Q i � N
� � t � O (J O C GO �
(6 � i Y � Y � � i N
O' � v (6 (6 � v
N � � �' C i X +' V � N U
� > N � 3 N O w � � •� OA i
� N � � U � �' \ � c O � tn
� � � � � � � v � � N
c � � � ca °� � `� � '6 c v Y �
0 0 � ° � u v°/i ~ v � ¢ '� °�S p � �
.� .3 � .3 0 � t � � ��' � � �—�' a ' cn
Y N 7 ' v �, i � �,
++ Y � Y L -O (a �6 U .� � C U � E Q
7 (6
c c U � v, c� = v, c°� a C7 a v�i � u° �
FUND NAME 11 12 13 21 23 31 33 34 36 41 51 52 53 61 71
GENERAL FUND
Fund 199 ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓
General Fund
Fund 198 � �
Athletics
Fund 197 � � �
Transportation
Fund 196 � � �
WA Foundation
SPECIAL REVENUE FUNDS
FUND NAME 11 12 13 21 23 31 33 34 36 41 51 52 53 61 71
Fund 224 �
IDEA-B Formula
Fund 283 �
ESSER III Supplement
Fund 397 �
TX Adv Placement
Fund 410 �
Instr Materials
Fund 461 � �
Campus Activity
Fund 484 � � � �
Local Grants
Fund 491 � � � � � � � � �
Covid-19
Fund 497 � �
Student Travel
Fund 498 � �
IMES
41
FINANCIAL REPORTING ENTITY
LEGAL AUTONOMY
The Board of Trustees consists of six trustees (five trustees and the Board President) that also serve as the Town
Council for the Town of Westlake,the entity that owns and operates the Academy.
The Academy prepares its basic financial statements in conformity with generally accepted accounting principles
promulgated by the Government 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 the Texas Education Agency(TEA) Financial
Accountability System Resource Guide (the "Resource Guide") and the requirements of contracts and grants of
agencies from which it receives funds.
The Board 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."
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. 24,
"The Financial Reporting Entity" as amended by GASB Statement No. 39, "Determining Whether Certain
Organizations are Component Units." 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
• the primary government can impose its will, or
• the primary government may potentially benefit financially or be financially responsible for the
component unit.
�Tes�Iake Academ Faundatian �
Y
The Westlake Academy Foundation (the "Foundation") is a 501(c)3 nonprofit organization which was established
exclusively for the purposes of supporting the Academy. This includes fundraising for and contributing raised
funds to the Academy. The Foundation is discretely
presented in the Westlake Academy financial statements -
and reported in a separate column to emphasize that it is
�
legally separate from the Academy. Separate audited
financial statements of the Foundation are prepared
--.;ti:
annually.
,;' . �
� -
�
�
42
�������'�.�,�=���1'�����'��.i����'+�F��!�►�
•
e �on
. . .
�n�a�.nc�a. n�a�. s�s
�{.rs.
_._
�-
�:�-. �- �
ri•v ,y
�:
�� . ,
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��� �
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. f ��
- � ` � r �
" � r�
^ ��
Tl�is -page is intentiona��y b�anl�
FINANCIAL FORECAST ASSUMPTIONS
Student Enrollment Assumptions:
• Increase of 9 students in FY 2021-22
• Student enrollment is expected to increase in future years due to continued residential growth.
• Average Daily Attendance rate of 97%.
��� Revenues:
r � • 100%use of Westlake Academy Foundation(WAF)Annual
. ��HAT +�-
�H Program revenues(proposed$1.03 million).
��'t� �RE • Future revenue projections are based on the student
A � average daily attendance (ADA),which is used to calculate the cost
- yyNY�
C�y�� � of public education for the next biennium. With the ongoing
pandemic, revenues are expected to remain flat for FY 2021-22 and
�UESTIONS SWERS are calculated based on the ADA from the prior year.
• Charter schools do not have taxing authority, making them
reliant upon state and local funding sources.
• As an open enrollment charter school,all State funding is
determined each legislative session and channeled to Westlake Academy through the Foundation
School Program (FSP).
Charter schools are funded based on their weighted average daily attendance (WADA). A school's WADA is
determined not only by the number of students attending, but by their participation in special programs,such as
special education and career and technology
• Most Academy General Fund revenue is derived from the Foundation School Program.
• Secondary sources include the Westlake Academy Foundation and the Blacksmith Campaign.
• Growth in local revenues has been significant and is a result of strong parent and community support of the
Academy.
Expenditures:
• Personnel costs are estimated to increase by an average 2%for teachers&administrators with 3%for
support staff.
• Due to the uncertainty of state funding professional services,supplies and other operating
expenditures are being held flat in outer years and will only increase if revenues increase to offset
additional expenditures.
• House Bill 3 mandates remain in effect as the grade kindergarten through 3rd Reading Academy
training continues in FY 2021-22 and will conclude in FY 2022-23.
• ESSER III-Supplement funds will be granted to the Academy in FY 2021-22 and 2022-23 are to be
used for intensive education supports for students not performing satisfactorily due to the
pandemic. Supplemental funds will also be
used to address accelerated instruction for � �� � r., ��
lost instructional time. Funding needed after � Y� �-+ � {
FY23 will need to be absorbed in the General
Fund, if needed. -
45
Westlake Academy-General Fund - Five Year Financial Forecast
Fiscal Years 2018/2019 through 2025/2026
Audited Audited Adopted Amended Proposed nmount Projected Projected Projected Projected
FY 18/19 FY 19/20 FY 20/21 FY 20/21 FY 21/22 Inc/�Dec) FY 22/23 FY 23/24 FY 24/25 FY 25/26
REVENUE
Transportation 5 z1,�zs 5 �,000 $ io,soo S io,soo S io,soo 5 S Zo,soo S Zo,soo S Zo,soo S Zo,soo
Pa rki ng 18,277 1,820 15,000 15,000 15,000 15,000 15,000 15,000 15,000
AthleticActivities 104,378 75,095 88,100 88,100 88,100 88,100 88,100 88,100 88,100
Interest Earned 22,558 17,293 10,000 5,000 5,000 5,000 5,000 5,000 5,000
WAF Blacksmith Donation 1,059,860 1,031,311 1,030,000 1,030,000 1,030,000 - 1,030,000 1,030,000 1,030,000 1,030,000
Salary Reimbursement(liaison to WAF) 67,054 71,431 71,235 71,235 71,771 535 72,489 73,214 73,946 74,685
Municipal Transfer 224,806 219,750 - - - - - - -
Other Local Revenue(sub,tech,prnt,misc) 39,812 31,349 47,300 32,200 35,000 z,soo 35,000 35,000 35,000 35,000
Technology Equipment Sale Proceeds 79,683 - - - - - - - - -
Food Services 7,000 7,000 7,000 4,000 7,000 3,000 7,000 7,000 7,000 7,000
Total Local Revenues 1,645,153 1,462,048 1,279,135 1,256,035 1,262,371 s,336 1,263,089 1,263,814 1,264,546 1,265,285
Percent of total revenues 38% 16% 14% 13% 13% 13% 13% 13% 13%
...............................................................................
TEA-Available5choolFunds 384,031 270,996 212,000 423,750 336,158 �s�,s9z� 339,520 342,915 346,344 349,807
TEA-Foundation School Funds(incl HH) 6,053,789 6,613,138 7,024,142 6,865,155 6,646,293 (zls,ssz) 6,712,756 6,779,883 6,847,682 6,916,159
CTE Funding(addt'I TEA-FSP Funds) 239,000 495,800 263,366 472,503 466,175 (s,3zs� 470,837 475,545 480,301 485,104
Facilities Allotment(addt'I TEA-FSP Funds) 180,300 160,500 160,500 151,421 154,507 3,os5 154,507 154,507 154,507 154,507
TEA-Advanced Placement Trainin 4 800 6 750 6 750 6 750 6 750 - 6 750 6 750 6 750 6 750
B , , , , , , , , ,
SB-500 SPED Services - 5,172 - - - - - - - -
TRS On-behalf/Medicare Part B 442,267 405,627 486,085 486,085 499,492 i3,ao� 504,487 509,532 514,627 519,773
TotalState Revenues 7,304,187 7,957,983 8,152,843 8,405,664 8,109,375 (296,289) 8,188,856 8,269,132 8,350,211 8,432,100
Percentoftotalrevenues 82% 84% 86% 87% 87% 87% 87% 87% 87%
TOTAL REVENUES $ 8,949,340 $ 9,420,030 $ 9,431,978 $ 9,661,699 $ 9,371,746 5 (289.953) ,S 9,451,945 $ 9,532,946 $ 9,614,757 $ 9,697,386
EXPENDITURES by FUNCTION
Function 11-Instructional $ 4,843,246 $ 5,566,302 $ 5,141,964 $ 5,108,409 $ 4,884,668 5 (zz3,7a1)
Function 12-Resources&Media 90,039 88,513 95,802 95,802 135,797 39,995
Function 13-Curriculum&Staff Development 92,192 57,790 64,045 55,595 55,795 zoo
Function 21-Instructional Leadership 154,969 154,252 191,240 191,240 225,326 3a,os6
Function 23-School Leadership 948,814 1,060,501 1,117,395 1,121,368 1,258,754 137,3s5
Function 31-Guidance&Counseling 479,388 569,417 604,282 613,976 618,426 a,aso
Fundion 33-Health Services 71,810 77,264 82,673 84,867 81,257 (3,510)
Function 36-Co/Extracurricular Activities 256,287 253,652 272,047 282,547 228,089 (sa,ass)
Fundion 41-Administrative 211,992 244,889 241,995 242,579 241,964 (515)
Function 51-Maintenance&Operations 990,511 976,930 983,676 1,043,676 967,763 (�s,9is)
Function 52-Security&Monitoring 35,753 20,150 26,800 26,800 26,800 -
Function 53-Data Processing 210,088 213,941 221,565 236,625 356,879 izo,zsa
Function 61-Community Services 130,014 136,790 142,471 142,471 143,543 1,o7z
Function 71-Debt Service 166,005 207,922 207,922 207,922 207,922 -
TOTAL EXPENDITURES by FUNCTION $ 8,681,308 $ 9,628,313 $ 9,393,877 $ 9,453,877 $ 9,432,983 5 (zo,a9a)
EXPEN DITU RES by OBJ ECT
Object Code 61XX-Salaries $ 6,616,165 $ 7,164,320 $ 7,425,791 $ 7,443,096 $ 7,424,725 S (1s,371) $ 7,498,972 $ 7,573,962 $ 7,649,702 $ 7,726,199
Object Code 62XX-Contracted Services 1,047,450 1,000,956 932,785 980,005 999,529 i9,sza 999,529 999,529 999,529 1,009,524
Object Code 63XX-Supplies&Materials 350,509 836,953 362,074 352,019 368,920 16,901 368,920 368,920 368,920 372,609
Object Code 64XX-Other Operating Costs 500,979 418,162 465,305 470,835 431,887 (3S,94S) 431,887 431,887 431,887 436,206
Object Code 65XX-Debt Service 166,005 207,922 207,922 207,922 207,922 207,922 207,922 207,922 210,001
TOTAL EXPENDITURES by OBJECT $ 8,681,108 $ 9,628,313 $ 9,393,577 $ 9,453,577 $ 9,432,983 5 (zo,e9a) $ 9,507,230 $ 9,582,220 $ 9,657,960 $ 9,754,539
Other Resources-Local $ - $ 585,623 $ - $ - $ - 5 $ - $ - $ - $ -
Transfer in-Athletics(198) 85,000 90,000 90,000 90,000 45,000 (as,000� 45,000 45,000 45,000 45,000
Transfer out-General Fund(199) (85,000) (90,000) (90,000) (90,000) (45,000) as,000 (45,000) (45,000) (45,000) (45,000)
Transfer out-SRF Covid-19(491) - - - - - - - - -
NET OTHER RESOURCES&USES - 585,623 - - - - - - - -
EXCE55 REVENUES OVER(UNDER)EXP $ 268,232 $ 377,340 $ 38,101 $ 207,822 $ (61,237) S (269,059) $ (55,285) $ (49,274) $ (43,203) $ (57,154)
FUND BALANCE BEGINNING 1,105,605 1,373,837 1,751,177 1,751,177 1,955,999 zo7,szz 1,897,761 1,842,476 1,793,202 1,749,999
FUND BALANCE ENDING 1,373,837 1,751,177 1,789,278 1,958,999 1,897,761 (si,zas� 1,842,476 1,793,202 1,749,999 1,692,845
Less:Assigned for Bus Maintenance (24,090) (24,090) (19,000) (19,000) (17,000) z,000 (16,150) (15,343) (14,575) (13,847)
Less:Assigned for Technology R&M - - (54,000) (56,621) (79,782) �za,isi� (75,793) (72,003) (68,403) (64,983)
Less:Assigned for Ath Uniform/Equip Rplcmnt (15,000) (15,000) (15,000) (15,000) (15,000) (15,000) (15,000) (15,000) (15,000)
FUND BALANCE ENDING(Unassigned) $ 1,334,747 $ 1,712,087 $ 1,701,278 $ 1,868,378 $ 1,785,979 S (8z,399) $ 1,735,533 $ 1,690,856 $ 1,652,020 $ 1,599,016
Number of Operating Days(unassigned) 56 65 66 72 69 (3) 67 64 62 60
Dollars per Operating Day $ 23,784 $ 26,379 $ 25,737 $ 25,901 $ 25,844 �s�� $ 26,047 $ 26,253 $ 26,460 $ 26,725
Total Students Enrolled 856 869 885 856 875 19 885 885 885 890
TEA Funding per Student $ 7,800 $ 8,492 $ 8,655 $ 9,244 $ 8,689 (sss) $ 8,675 $ 8,760 $ 8,846 $ 8,883
Operating Cost per Student(Academic Only) $ 10,141 $ 11,080 $ 10,615 $ 11,044 $ 10,781 (zsa) $ 10,743 $ 10,827 $ 10,913 $ 10,960
Teachers 66.26 70.30 70.30 71.01 70.18 (o.s3� 70.18 70.18 70.18 70.18
Student/TeacherRatio 12.92 12.36 12.59 12.05 12.47 o.a1 12.61 12.61 12.61 12.68
ALL Faculty&Staff 93.76 101.13 100.25 101.84 103.52 i.6s 103.52 103.52 103.52 103.52
46
GENERAL FUND
FINANCIAL SUMMARY
The General Fund is a governmental fund with budgetary control which is used to show transactions resulting from
operations of on-going organizations and activities from a variety of revenue sources.
BUDGET SUMMARY
Amended Proposed $Increase %Increase
FY 2020/21 FY 2021/22 (Decrease) (Decrease)
Total Revenues $ 9,661,699 $ 9,371,746 $ (289,953) -3.00%
Total Expenditures 9,453,877 9,432,983 (20,894) -0.22%
Other Resources 90,000 45,000 (45,000) -50.00%
Other Uses (90,000) (45,000) 45,000 -50.00%
Excess Revenues Over(Under) Expenditures 207,822 (61,237) (269,059) -129.47%
FUND BALANCE BEGINNING 1,751,177 1,958,999 207,822 11.87%
FUND BALANCE ENDING 1,958,999 1,897,761 (61,238) -3.13%
Assigned 90,621 111,782 (21,161) -23.35%
FUND BALANCE ENDING(Unassigned) $ 1,868,378 $ 1,785,979 $ (82,399) -4.41%
#Days Operating(Based on 365) 72 69 3 4.16%
GENERAL FUND REVENUES
Amended Proposed $Increase %Increase Revenue
FY 2020/21 FY 2021/22 (Decrease) (Decrease) Percent
Local Revenues $ 1,256,035 $ 1,262,371 $ 6,336) 0.50% 13%
State Program Revenues 8,405,664 8,109,375 (296,289) -3.52% 87%
TOTAL REVENUES $ 9,661,699 $ 9,371,746 $ (289,953) -3.00% 100%
General Fund Revenue
TotalLocal
Revenues Total State
13% Revenues
87%
'�
47
GENERAL FUND
FINANCIAL SUMMARY
STATE FUNDING REVENUES
With the current legislative session, public school funding is expected to remain a topic of discussion given the
shortfall in state revenue due to the COVID-19 public health crisis.Currently,state funding for FY 2021-22 is expected
to stabilize based on the Texas Education Agency funding template and past attendance rates. Any directives or
other information from the state will provided to the Board of Trustees throughout the year.
In order to maintain the high level of service delivery,the Academy is dependent upon private donations for
operating costs and the shared services model support from Town of Westlake. Funding ongoing operating costs
with one-time dollars raised through private donations places the Academy in a potentially tenuous situation. If
private donations do not meet the levels necessary to offset expenditures,the Town of Westlake must increase
financial support or consider reducing the associated service levels.
GENERAL FUND EXPENDITURES
Amended Proposed $Increase %Increase Expenditure
Expenditures(by Object Code) FY 2020/21 FY 2021/22 (Decrease) (Decrease) Percent
61XX-Salaries $ 7,443,096 $ 7,424,725 $ (18,371) -0.25% 79%
62XX-Contracted Services 980,005 999,529 19,524 1.99% 10%
63XX-Supplies& Materials 352,019 368,920 16,901 4.80% 4%
64XX-Other Operating Costs 470,835 431,887 (38,948) -8.27% 5%
65XX-Debt Service 207,922 207,922 0 0.00% 2%
TOTAL EXPENDITURES $ 9,453,877 $ 9,432,983 $ (20,894) -0.22% 100%
62XX
Contracted Services
Expenditures 10�0
..� .
by � �"�� 63XX
�b•eCt / Supplies& Materials
J � � � � 4/0
Code
61XX
Payroll & Related Items 64XX-
�g�o Other Operating
5%
65XX
�Debt Service
2%
48
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PERSONNEL STAFFING & PAYROLL OVERVIEW
Given the funding constraints we are facing, accurate expenditure projections are more important than
ever. Since salaries make up the greatest portion of the expenditure budget, it is logical to apply
forecasting techniques that can provide a true picture of where payroll dollars are headed.
Personnel staffing levels for Westlake Academy are presented in full-time equivalents (FTE) positions. For
example, a position staffed for 40 hours per week for 52 weeks per year(2,080 hours) equals one full-time
equivalent position. An FTE position of.50 refers to a position that is funded for 1,040 hours per year
(2,080 x .50). The personnel count includes vacant positions.
PAYROLL AND RELATED COSTS �GENERAL FUND ONLY�
FY 20/21 FY 2/22 Change Change
Amended Proposed Amount Percent
Payroll Wages $ 6,272,167 $ 6,171,427 $ (100,740) (1.60%)
Social5ecurity/Medicare 93,034 109,366 16,332 17.50%
Health Insurance 358,289 411,347 53,058 14.80%
Workers' Compensation 19,147 19,745 598 3.10%
TRS On-Behalf 443,114 403,227 (39,887) (9.00%)
Unemployment Taxes 19,225 32,924 13,699 71.20%
Retirement (TRS) 238,120 276,689 38,569 16.10%
GRAND TOTAL $ 7,443,096 $ 7,424,725 $ (18,371) (0.20%)
EMPLOYEE POSITIONS BY TYPE
FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22
Employee Type Actual Actual Actual Actual Actual Proposed Change
Principals 4.50 4.50 4.75 4.75 5.50 5.50 0.00
Coordinators 4.50 3.50 4.25 4.58 5.33 6.83 1.50
Primary 27.00 27.00 26.5 27.50 27.50 26.50 (1.00)
Secondary 32.55 34.26 34.92 37.55 37.51 36.69 (0.82)
Support 15.00 14.00 14.00 14.00 13.50 15.33 1.83
Specialist 6.00 5.00 4.75 5.25 6.00 6.17 0.17
WA Foundation 1.50 1.50 1.50 1.50 1.50 1.50 -
Facilities 2.00 2.00 2.00 4.00 3.00 3.00 -
Technology 2.00 2.00 2.00 2.00 2.00 2.00 -
Total Staff 95.05 93.05 93.76 101.13 101.84 103.52 1.68
Total Teachers 65.55 66.26 66.26 70.30 71.01 70.18 (0.83)
51
PERSONNEL STAFFING & PAYROLL OVERVIEW
The following charts break down the number of employees by job function
(Instructional,Administration and Support). Employee growth has been driven by
Academy expansions as the school matured into a full K-12 campus.
Defined Employee Groups by FTE
■ Instructional ■ Administration Support
� � _ '� Ii�il �
„ �
„ � � �
„ . , � „
�
„ ,
FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22
PROPOSED
Annual Position Summary
101.13
101.84 103.52
95.81 95.05 94.67
93.76
89.21
�
FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22
Proposed
52
PERSONNEL STAFFING & PAYROLL OVERVIEW
Fair Labor Standards Act(FLSA)
The Fair Labor Standards Act established minimum wage, overtime, recordkeeping, and child labor
standards and applies to all full-time and part-time employees. As amended in 1985,the FLSA provides the
option for compensatory time in lieu of overtime compensation for non-exempt employees. Executive,
administrative, and professional employees meeting Department of Labor exemption guidelines are exempt
from FLSA overtime requirements. The Town will comply with the FLSA for all employees.
Non-Exempt Positions
All non-exempt (hourly) positions are eligible for overtime compensation. Bi-weekly wages are based on a
40-hour work week (2,080 hours per year), equaling one full-time equivalent(FTE) position. There are 26
pay periods per year.
Exempt Positions
Exempt (salaried) positions are not eligible for overtime compensation. Salary amounts are not calculated
or based on the number of hours worked. Exempt positions include managers and directors, and
classifications are determined by Department of Labor guidelines.
Vacancy Adiustments
Not all positions will be filled 52 weeks per year, and so these expected vacancies are addressed in the
salary budgeting process.
1. Start Dates- Expected start dates for open positions may vary. Keeping track of those assumptions is
important because a large dollar variance may result when an actual start date differs from the
budgeted date.
2. Attrition (Planned Retirements) - Budget consideration should be given for those positions where
employees have indicated specific retirement dates. Payouts need to be budgeted.
3. Impact of Inflation- Inflation can have a significant impact on payroll forecasting. Cost-of-living
adjustments often are used when forecasting personnel costs.The Consumer Price Index(CPI), a broad
measure of consumer inflation, is the cost-of-living index used most often for determining salary
increases.The U.S. Bureau of Labor Statistics' Employment Cost Index might be a better index for this
purpose, as it measures the change in the cost of labor,free from the influence of employment shifts
among occupations and industries.
4. Seasonal and Temporary Positions-Some �
_ �
divisions or jurisdictions use part-time or
seasonal employees.
5. Other Considerations-Some governments
make more use of overtime as an option
instead of hiring fulltime workers.The use of
retired employees for contractual services is another alternative to adding headcount.
53
BOARD OF TRUSTEES
Westlake Academy is governed by a President and a five-member Board of Trustees. Each of the members is
elected for a two-year term, and members currently serve on the Town Council for the Town of
Westlake. The Board of Trustees establishes school policy, approves the Academy's annual operating budget,
and serves as the legislative body of the Academy.
�����
n_ � � �, + � � ,
{ � � ,� _ �
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Laura Wheat, President Carol Langdon Alesa Belvedere
Term expires May 2022 Term expires May 2023 Term expires May 2022
/ l, �,
� �� , �, � � �
;' •- 1 � ''� "' ,
� ' •
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►�. � _
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Rajiv Trivedi Chandrika Dasgupta Anna White
Term expires May 2022 Term expires May 2023 Term expires May 2023
The Board holds regular meetings on one Monday of each month.These meetings typically begin with an
executive session or a work session at 4 p.m. and the regular meeting follows at 5 p.m.
All meetings are held at Westlake Town Hall, 1500 Solana Blvd, Bldg 7 in the Council Chambers/Municipal
Courtroom.
T H E T 0 W H U F
WESTLAKE
DISTINCTIUE 8Y Of.51GN
54
WESTLAKE ACADEMY LEADERSHIP TEAM
*AMANDA DEGAN DR. MECHELLE BRYSON
SUPERINTENDENT OF SCHOOLS EXECUTIVE DIRECTOR
*Noah Simon
Deputy Gary Ponder
Town Manager
Interim Director of Athletics
*Jarrod Greenwood Rod Harding
Assistant Town Manager PYP Principal
*Ginger Awtry Carolyn Anderson
Director of Finance PYP Assistant Principal
*Troy Meyer
Director of Facilities Alison Schneider
& Public Works PYP Coordinator
*Jason Power Kaylene Rudd
Director of
Information Technology MYP Principal
*Sandy Garza Maxwell Ituah
Director of Human Resources MYP Assistant Principal
*Todd Wood
Town Secretary and Organizational Sarah Stack
Performance Manager MYP Coordinator
Dr. Shelly Myers
Executive Director of the WAF Dr. James Owen
& Director of Development DP Principal/Coordinator
�'"-..-�.
*Asterisk denotes shared services �'' �'�,
personnel between the academic
tf �i
and municipal service teams of � �
the Town of Westlake. ��.� ,,rj
V.Ky��"
55
ORGANIZATIONAL STRUCTURE
MUNICIPAL OVERSIGHT
Westlake Academy is a municipally owned, open enrollment K-12 charter school that is accredited by the
Texas Education Agency.
• The Academy is governed by a six-member Board of Trustees that also serves as the Town Council for
the Town of Westlake.
• The Board of Trustees appoints a Superintendent to oversee the Academy's management and
operations. The Superintendent also serves as Westlake's Town Manager.
• The Academy's organizational structure is based on research into management of municipally owned
charter schools.
• The current structure was adopted by the Board in Resolution 09-23 on December 7, 2009.
The Superintendent is responsible for the implementation of the Board's policy agenda for Westlake Academy,
facilitating the Board's strategic plan,formulating policy recommendations for Board consideration, and
providing managerial oversight of the Academy's budget administration, finances, and budget preparation.
Town Manager/ Executing the Board of Trustees adopted policies and hiring and
Superintendent managing all employees and department directors
Deputy and Supporting the Town Manager/Superintendent in assigned duties,
Assistant Town overseeing departmental directors, and working on special projects
Managers as assigned
Financial oversight of accounts payable, accounts receivable, payroll,
Finance general ledger,journal entries, capital projects,fixed assets,
Department depreciation, revenues, expenditures, assets, liabilities, and
coordinating the annual budget and audit processes for both
Municipal and Academic.
Human Resource Managing personnel needs for both the Municipal and Academic
Department staff
The Academy's Superintendent oversees the Westlake Academy Executive Leadership Team which is charged
with the responsibility of managing the school's on-going academic and extracurricular operations. Each
principal is responsible, with advisement from the Superintendent,for selection and evaluation of the faculty
and staff involved in providing their Programme's academic services.
56
ORGANIZATIONAL STRUCTURE
ACADEMIC MANAGEMENT
EXECUTIVE DIRECTOR
• The Executive Director is the instructional leader for the whole school as well as administrative head.
. This position is responsible for implementing board policies and direction from the Superintendent, and
heads the instructional leadership team (ILT)which focuses on whole school issues.
PRIMARY YEARS PRINCIPAL (PYP�
• The Primary Years Principal is the instructional leader for the Primary Years �;•�
Programme (PYP). ,
• The PYP is a curriculum framework for children aged 3-12 that prepares
students for the intellectual challenges and focuses on the development of the whole child as an inquirer, in
and beyond the classroom walls.
• The PYP Principal is responsible for ensuring proper implementation of the IB curriculum, student
achievement as well as recruiting, mentoring, and retaining talented faculty.
• The Primary Years Principal is a member of the ILT.
PRIMARY ASSISTANT PRINCIPAL
• The PYP Assistant Principal is also an instructional leader for the PYP.
. The PYP Assistant Principal supports the efforts of the Primary Principal in carrying out the duties of the
programme.
. The PYP Assistant Principal also supports the proper implementation of the IB curriculum, student
achievement as well as supports the positive culture and climate of the programme.
• The PYP Assistant Principal is a member of the ILT.
PRIMARY YEARS CURRICULUM COORDINATOR
. The PYP Curriculum Coordinator is primarily responsible for the vertical and horizontal articulation of
curriculum.
. The position supports the efforts of the Primary Principal in ensuring the proper implementation of the PYP
IB curriculum.
• The main responsibility is to work with staff to develop, maintain and review curriculum,while developing
and delivering effective staff development to support the IB mission.
• The PYP Curriculum Coordinator is a member of the ILT.
SECONDARY PRINCIPAL (MYP & DP PRINCIPALS)
• The MYP Principal is the instructional leader for the Middle Years $ ',
Programme (MYP) and the DP Principal is the instructional leader for the • • � II
Diploma Programme (DP). � � � � ' II
. The MYP is a curriculum framework for children in grades six through ten '
that prepares students to make connections between their studies and the real world. It is designed to
prepare students for the Diploma Programme.
. The DP is a challenging two-year curriculum for students in grades 11 and 12 that provides an inquiry based,
college preparatory education.
. These positions are responsible for ensuring proper implementation of the IB curriculum, student
achievement as well as recruiting, mentoring, and retaining talented faculty.
. The Secondary Principals are members of the ILT.
57
ORGANIZATIONAL STRUCTURE
ACADEMIC MANAGEMENT
SECONDARY (MYP� ASSISTANT PRINCIPAL
• The Secondary MYP Assistant Principal is also an instructional leader for the MYP programme.
. The Secondary MYP Assistant Principal supports the efforts of the MYP and DP Principals by carrying out the
duties of the programme.
• The Secondary MYP Assistant Principal also supports the proper implementation of the IB curriculum,
student achievement as well as supports the positive culture and climate of the programme.
• The Secondary MYP Assistant Principal is a member of the ILT.
� � � i - .
SECONDARY (MYP� CURRICULUM COORDINATOR � • , � . _
• The MYP Curriculum Coordinator is primarily responsible for the vertical
and horizontal articulation of curriculum and support the efforts of the Secondary Principal in ensuring the
proper implementation of the MYP IB curriculum.
• The main responsibility is to work with staff to develop, maintain and review curriculum,while developing
and delivering effective staff development to support the IB mission.
• The Secondary Curriculum Coordinators are members of the ILT.
SECONDARY (DP� CURRICULUM COORDINATOR � -
• � � � -.
• The Secondary Curriculum Coordinators are primarily responsible for the � ' ■ . .
vertical and horizontal articulation of curriculum.
• The positions support the efforts of the Secondary Principal in ensuring the proper implementation of the
DP IB curriculum.
. The main responsibility is to work with staff to develop, maintain and review curriculum,while developing
and delivering effective staff development to support the IB mission.
• The DP Curriculum Coordinators are members of the ILT.
.
ATHLETIC DIRECTOR AND STUDENT LIFE ,
. The Athletic Director/Student Life Coordinator is primarily responsible for the
��- .;
development of the co-curricular and extra-curricular activities of the Academy.
• The Athletic Director/Student Life Coordinator designs, implements and supports activities that build the
student's leadership capacity and enriches their social and emotional growth.
• The position interfaces with principals in scheduling events that enrich the learning environment.
• The Athletic Director/Student Life Coordinator is a member of the ILT.
DIRECTOR OF DEVELOPMENT
. The Director of Development and Westlake Academy Foundation Executive Director is primarily responsible
for the fundraising activities of the Academy.
• The Director creates, implements, and manages donor activities, including the annual Westlake Academy
Blacksmith Drive, Baja, Gallery Night, grant applications, and other Academy or Foundation related
solicitations.
• The Executive Director of the Education Foundation is a member of the ILT.
58
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International I60 PROGRAMME OVERVIEW
Baccalaureate° (IB)
programmes aim to do
more than other curricula WESTLAKE ACADEMY IS AUTHORIZED BY THE
by developing inquiring, INTERNATIONAL BACCALAUREATE (IB) TO OFFER:
knowledgeable and caring
young people who are � primary Years Programme (PYP)—grades K-5
motivated to succeed.
• Middle Years Programme (MYP)—grades 6-10
�'° • Diploma Programme (DP)—grades 11-12
We strive to develop
students who will build a These three linked curricula form the IB Continuum and all three programmes are
better world through consistent in their pedagogical approach.
intercultural understanding • The PYP gives students an excellent foundation for the IB's other
and respect. programmes, providing the essential elements that young students
need to equip themselves for successful lives, both now and in the
�° future.
IB programme frameworks • The MYP builds on the knowledge, skills, and attitudes developed by
can operate effectively with the Primary Years Programme and prepares students for the
national curricula at all demanding requirements of the Diploma Programme.
ages; more than 50%of IB • All three programmes are philosophically aligned, each centered on
World Schools are state- developing attributes of the IB learner profile, described below.
funded.
� �op�hr
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The International �m ����
Baccalaureate (IB) offers a
inweshgate
continuum of international
education.The programmes ,�� � � a���
encourage both personal "��;�''^ � ���p�
and academic achievement,
challenging students to ��,,,�p �� plan
excel in their studies and in
their personal
development. E"''�� �� �'�
�hr�W ���,r
�� ���
�'°
Create
All IB programmes are �1Ge� ;��P�1e�:
flexible enablin teachers +�°""°`�` °n''^'°""^d
, g ����� .�,;�aM
to respond to local k°'�" �hE'
uk��,
requirements. '�w� - •
� When schools implement the full continuum of IB programmes, students realize
several benefits including:
The Academy prepares • Improved standardized test scores.
students for all . An understanding and appreciation of the world's cultures and
standardized testing
required by the State of histories among their students.
Texas but endeavors to do
• A sense of community and shared goals among parents, students,
so in a much more teachers, and administrators.
transdisciplinary manner • Graduates complete college faster than their peers, feel more
and without"teaching to prepared for college-level coursework involving research, and
the test." are better able to cope with demanding workloads and
time-management challenges.
�'°
61
I B ATTITU D ES
� Appreciation-Appreciating the wonder and � Empathy- Imagining themselves in another's
beauty of the world and its people. situation in order to understand his or her
reasoning and emotions, so as to be open-minded
� Commitment- Being committed to their own and reflective about the perspectives of others.
learning, persevering and showing self-
discipline and responsibility. � Enthusiasm- Enjoying learning and willingly
putting the effort into the process
� Confidence- Feeling confident in their ability as
learners, having the courage to take risks, � Independence-Thinking and acting
applying what they have learned and making independently, making their own judgments
appropriate decisions and choices. based on reasoned argument, and being able to
defend their judgments
� Cooperation-Cooperating, collaborating, and
leading or following as the situation demands. � Integrity- Being honest and demonstrating a
considered sense of fairness.
� Creativity- Being creative and imaginative in
their thinking and in their approach to problems � Respect- Respecting themselves, others and
and dilemmas. the world around them.
� Curiosity- Being curious about the nature of � Tolerance- Being sensitive about differences
learning, about the world, its people and and diversity in the world and being responsive
cultures. to the needs of others.
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IB LEARNER PROFILE
The IB learner profile represents 10 attributes valued by IB World Schools.We believe these attributes, and others like
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of the planet,will help to create a better and more peaceful world.
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we act to make a positive difference in the lives of interdependence with other people and with the
others and in the world around us. world in which we live.
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63
IB LEARNER PROFILE
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INVESTMENT POLICY
I. POLICY STATEMENT
It is the policy of Westlake Academy (the "Academy")that the administration of its funds and the
investment of those funds shall be handled as its highest public trust.
Investments shall be made in a manner which will provide the maximum security of principal
invested through limitations and diversification while meeting the daily cash flow needs of the
Academy and conforming to all applicable state and Academy statutes governing the investment
of public funds.
The receipt of a market rate of return will be secondary to the requirements for safety and
liquidity. It is the intent of the Academy to be in complete compliance with local law and the
Texas Public Funds Investment Act(the "Act",Texas Government Code 2256).
The earnings from investments will be used in a manner that best serves the public trust and
interests of the Academy.
II. SCOPE
This Investment Policy applies to all the financial assets and funds held of the Academy.
Any new funds created by the Academy will be managed under the provisions of this Policy unless
specifically exempted by the Academy Board of Trustees and this Policy.
III. OBJECTIVES AND STRATEGY
It is the policy of the Academy that all funds shall be managed and invested with four primary
objectives, listed in order of their priority: safety, liquidity, diversification and yield. These
objectives encompass the following.
• Safety of Principal-Safety of principal is the foremost objective of the Academy.
Investments shall be undertaken in a manner that seeks to insure the preservation of
capital in the overall portfolio.The suitability of each investment decision will be made on
the basis of safety.
• Liquidity-The Academy's investment portfolio will remain sufficiently liquid to enable it
to meet all operating requirements which might be reasonably anticipated. Investment
decisions will be based on cash flow analysis of anticipated expenditures.
• Diversification - Diversification is required in the portfolio's composition. Diversification
will include diversification by maturity and market sector and will include the use of a
number of broker/dealers or banks for diversification and market coverage. Competitive
bidding will be used on each sale or purchase.
• Yield -The Academy's investment portfolio shall be designed with the objective of
attaining a reasonable market yield, considering the Academy's risk constraints and cash
flow needs. A reasonable market yield for the portfolio will be defined as the six-month
(180 day) U.S.Treasury Bill which compares to the portfolio's maximum weighted average
maturity of six months.
67
INVESTMENT POLICY
The authorized investment purchased will be of the highest credit quality and marketability
supporting the objectives of safety and liquidity. Securities,when not matched to a specific
liability, will be short term to provide adequate liquidity. The portfolio shall be diversified to
protect against market and credit risk in any one sector.
The maximum weighted average maturity of the portfolio will be no more than 180 days and the
maximum stated maturity of any security will not exceed two years. The funds are combined for
investment purposes but the unique needs of all the funds in the portfolio are recognized and
represented.
Effective cash management is recognized as essential to good fiscal management. Cash
management is defined as the process of managing monies to ensure maximum cash availability.
The Academy shall maintain a cash management program which includes timely collection of
accounts receivable, prudent investment, disbursement of payments within invoice terms and the
management of banking services.
IV. LEGAL LIMITATIONS, RESPONSIBILITIES AND AUTHORITY
Specific investment parameters for the investment of public funds in Texas are stipulated in the
Public Funds Investment Act, Chapter 2256,Texas Government Code, (the "Act"). The Act is
attached as Exhibit A.
The Public Funds Collateral Act, Chapter 2257,Texas Government Code, specifies collateral
requirements for all public funds deposits. The Collateral Act is attached as Exhibit B.
The Interlocal Cooperation Act, Chapter 791,Texas Government Code, authorizes local
governments in Texas to participate in a Texas investment pool established thereunder.
V. DELEGATION OF INVESTMENT AUTHORITY
The Finance Director of the Town of Westlake, acting on behalf of the Board of Trustees, is
designated as the Investment Officer of the Academy and is responsible for all investment
management decisions and activities.
The Board of Trustees is responsible for considering the quality and capability of staff, investment
advisors, and consultants involved in investment management and procedures. All participants in
the investment process shall seek to act responsibly as custodians of the public trust.
The Investment Officer shall develop and maintain written administrative procedures for the
operation of the investment program which are consistent with this Investment Policy.
Procedures will include safekeeping,wire transfers, banking services contracts, and other
investment related activities.
The Investment Officer shall be responsible for all transactions undertaken and shall establish a
system of controls to regulate the activities of subordinate officials and staff.
The Investment Officer shall designate a staff person as a liaison/deputy in the event
circumstances require timely action and the Investment Officer is not available.
68
INVESTMENT POLICY
No officer or designee may engage in an investment transaction except as provided under the
terms of this Policy and the procedures established by the Investment Officer and approved by the
Superintendent.
VI. PRUDENCE
The standard of prudence to be used in the investment function shall be the "prudent person"
standard and shall be applied in the context of managing the overall portfolio. This standard
states:
"Investments shall be made with judgment and care, under circumstances then prevailing, which
persons of prudence, discretion, and intelligence exercise in the management of their own affairs,
not for speculation, but for investment, considering the probable safety of their capital as well as
the expected income to be derived."
• Limitation of Personal Liability-The Investment Officer and those delegated investment
authority, when acting in accordance with the written procedures and this Policy and in
accord with the Prudent Person Rule, shall be relieved of personal liability in the
management of the portfolio provided that deviations from expectations for a specific
security's credit risk or market price change are reported in a timely manner and that
appropriate action is taken to control adverse market effects.
VII. INTERNAL CONTROLS
The Investment Officer shall establish a system of written internal controls which will be reviewed
annually with the independent auditor of the Academy. The controls shall be designed to prevent
loss of public funds due to fraud, employee error, and misrepresentation by third parties, or
imprudent actions by employees of the Academy.
VIII. AUTHORIZED INVESTMENTS
Acceptable investments under this policy shall be limited to the instruments listed below. The
choice of high-grade government investments and high-grade, money market instruments are
designed to assure the marketability of those investments should liquidity needs arise.
• Obligations of the United States Government, its agencies and instrumentalities, not to
exceed two (2)years to stated maturity and excluding mortgage backed securities;
• Fully insured or collateralized certificates of deposit from a bank doing business in the
State of Texas and under the terms of a written depository agreement with that bank, not
to exceed one year to stated maturity;
• No-load, SEC registered money market mutual funds. No more than 80%of the entity's
monthly average balance may be invested in money market funds and;
• Constant dollar,AAA-rated Texas Local Government Investment Pools as defined by the
Public Funds Investment Act.
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INVESTMENT POLICY
If additional types of securities are approved for investment by public funds by state statute,they
will not be eligible for investment until this Policy has been amended and the amended version
adopted by the Board of Aldermen.
• Delivery versus Payment-All investment security transactions shall be conducted on a
delivery versus payment(DVP) basis to assure that the Academy has control of its assets
and/or funds at all times.
IX. AUTHORIZED FINANCIAL DEALERS AND INSTITUTIONS
Securities broker/dealers may be primary or regional broker/dealers and will meet other criteria
as determined by the Investment Officer including state registration and completion of an
Academy Broker/Dealer questionnaire (attached as Exhibit D). The following criteria must be met
by authorized firms.
• annual provision of an audited financial statement,
• proof of certification by the National Association of Securities Dealers (NASD)
• proof of current registration with the Texas State Securities Commission, and
• completion of the Academy's broker/dealer questionnaire.
Every bank and broker/dealer with whom the Academy transacts business will be provided a copy
of this Investment Policy to assure that they are familiar with the goals and objectives of the
investment program. The firm will be required to return a signed copy of the Certification Form
certifying that the Policy has been received and reviewed and only those securities approved by
the Policy will be sold to the Academy.
X. DIVERSIFICATION AND MATURITY LIMITATIONS
It is the policy of the Academy to diversify its investment portfolio. Invested funds shall be
diversified to minimize risk or loss resulting from over-concentration of assets in a specific
maturity, specific issuer, or specific class of securities. Diversification strategies shall be
established and periodically reviewed.
XI. SAFEKEEPING AND COLLATERALIZATION
The laws of the State and prudent treasury management require that all purchased securities be
bought on a delivery versus payment (DVP) basis and be held in safekeeping by either an
approved, independent third party financial institution or the Academy's designated depository.
Securities Owned by the Academy-All safekeeping arrangements shall be approved by the
Investment Officer and an agreement of the terms executed in writing.The safekeeping bank may
not be within the same holding company as the bank from which the securities are purchased.The
custodian shall be required to issue original safekeeping receipts to the Academy listing each
specific security, rate, description, maturity, cusip number, and other pertinent information.
Collateral -Collateralization shall be required on all bank time and demand deposits for principal
and accrued interest amounts over the FDIC insurance coverage of$100,000 (by tax identification
number). In order to anticipate market changes and provide a level of additional security for all
funds, collateral with a market value equal to 102%of the total deposits are required. The
pledging bank will always be made contractually liable for monitoring and maintaining the
70
INVESTMENT POLICY
collateral levels . All collateral will be held by an independent third-party bank outside the holding
company of the bank, pledged to the Academy.
Authorized collateral will include only:
• Obligations of the US Government, its agencies and instrumentalities to include
mortgage backed securities which pass the bank test,
• Municipal obligations rated at least A by two nationally recognized rating agencies.
The custodian shall be required to provide original safekeeping receipts clearly marked that the
security is pledged to the Academy.
XII. REPORTING
The Investment Officer shall submit quarterly reports to the Board of Trustees containing
sufficient information to permit an informed outside reader to evaluate the performance of the
investment program and in full compliance with the Act. At a minimum the report shall contain:
• Beginning and ending market value of the portfolio by market sector and total portfolio
• Beginning and ending book value of the portfolio by market sector and total portfolio
• Change in market value during the period
• Detail on each asset(book, market, description, par ad maturity date)
• Earnings for the period
• Overall weighted average maturity of the portfolio
The report will be prepared jointly by all involved in the investment activity and be signed by the
Investment Officer. It will contain all elements as required by the Act and be signed by the
Investment Officers as in compliance with the Act and this Policy. Market prices for assignment of
market values will be obtained from an independent source.
XIII. DEPOSITORIES
The Academy will designate one banking institution through a competitive process as its central
banking services provider at least every five years. This institution will be used for normal banking
services including disbursements, deposits, and safekeeping of Academy owned securities. Other
banking institutions from which the Academy may purchase only certificates of deposit will also be
designated as a depository.
All banking arrangements will be in written form in accordance with FIRREA which requires a
resolution of approval of the agreement by the Bank Council or Bank Loan Committee.
XIV. INVESTMENT POLICY ADOPTION BY BOARD
The Academy's Investment Policy and its incorporated strategies shall be adopted by resolution
annually by the Board.The approval and any changes made to the Policy will be noted in the
approving resolution.
71
FISCAL AND BUDGETARY POLICIES
I. STATEMENT OF PURPOSE
The broader intent of the following Fiscal and Budgetary Policy Statements is to enable the Academy to
achieve a long-term stable and positive financial condition. The watchwords of the Academy's financial
management include integrity, prudent, stewardship, planning, accountability, and full disclosure.
The more specific purpose is to provide guidelines to the Finance Director in planning and directing the
Academy's day-to-day financial affairs and in developing recommendations to the Academy Superintendent
or his designate and Academy Board of Trustees.
The scope of these policies generally span, among other issues, accounting, purchasing, auditing, financial
reporting, internal controls, operating budgeting, revenue management, cash and investment management,
expenditure control, asset management, debt management, and planning concepts,to:
• Present fairly and with full disclosure the financial position and results of the financial operations of
the Academy in conformity with generally accepted accounting principles (GAAP), and
• Determine and demonstrate compliance with finance related legal and contractual issues in
accordance with provisions of the Texas Local Government Code and other pertinent legal
documents and mandates.
The Academy Board of Trustees will annually review and approve the Fiscal and Budgetary Policy
Statements as part of the budget process.
II. SUMMARY OF POLICY INTENDED OUTCOMES
This policy framework mandates pursuit of the following fiscal objectives:
1. Operating Budget: Prepare conservatively, estimate revenues, present and adopt the Academy's
annual operating plan.
2. Revenues Management: Design, maintain and administer a revenue system that will assure a
reliable, equitable, diversified and sufficient revenue stream to support desired Academy services.
3. Expenditure Control: Identify priority services, establish appropriate service levels and administer
the expenditure of available resources necessary to assure fiscal stability and the effective and
efficient delivery of services.
4. Fund Balance: Maintain the fund balance of the various operating funds at levels sufficient to
protect the Academy's creditworthiness as well as its financial position from emergencies.
5. Intergovernmental Relationships: Coordinate efforts with other agencies to achieve common
policy objectives, share the cost of providing governmental services on an equitable basis and
support favorable legislation at the State and Federal level.
6. Grants: Seek, apply for and effectively administer Federal, State, and foundation grants-in-aid
which address the Academy's current priorities and policy objectives.
7. Fiscal Monitoring: Prepare and present regular reports that analyze, evaluate, and forecast the
Academy's financial performance and economic condition.
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FISCAL AND BUDGETARY POLICIES
8. Financial Consultants: With available resources, seek out and employ the assistance of qualified
financial advisors and consultants in the management and administration of the Academy's
financial functions.
9. Accounting,Auditing, and Financial Reporting: Comply with prevailing Federal, State and local
statues and regulations. Conform to generally accepted accounting principles as promulgated by
the Government Accounting Standards Board (GASB),the American Institute of Certified Public
Accountants (AICPA), and the Government Finance Officers Association (GFOA).
10. Internal Controls:To establish and maintain an internal control structure designed to provide
reasonable assurances that the Academy's assets are safeguarded and that the possibilities for
material errors in the Academy's financial records are minimized.
III. OPERATING BUDGET
1. Preparation—Budgeting is an essential element of the financial planning, control, and evaluation
process. The "operating budget" is the Academy's annual financial operating plan related to
educational service instructional costs.
The Academy operating budget is legally required to include the Academy's General, Debt Service,
and Food Service Funds. Currently, Westlake Academy only has one fund, the General Fund, which
must be legally adopted annually. The Academy budgets the Special Revenue Funds for
informational purposes only.
Information to be prepared includes documentation related to Service Level Adjustments (SLAs) for
increases to existing service levels or additional services, position control schedules, general and
administrative cost implications, etc.will be submitted and reviewed during the budget process.
SLA's related to new position requests will include an assessment of their impact on additional
internal services necessary to support these positions as it relates to General &Administrative
(G&A) charges in the Academy budget (subject to funding availability)to fund these costs. A
budget preparation calendar and timetable will be established and followed in accordance with
State law.
2. Revenue Estimates for Budgeting-To maintain a stable level of services,the Academy shall use a
conservative,objective,and analytical approach when preparing revenue estimates.The process shall
include analysis of probable economic changes and their impacts on revenues, number of students, and
trends in revenues. It will also include an assessment of the State legislative environment related to
public charter school funding levels. This approach should reduce the likelihood of actual revenues
falling short of budget estimates during the year and should avoid mid-year service reductions.
3. Balanced Budget—A balanced budget is a budget with total expenditures not exceeding total
revenues and monies available in the fund balance within an individual fund.
4. Proposed Budget Content and Process—A proposed budget shall be prepared by the
Superintendent or his designate with the participation of the Academy's Leadership Team, Finance
Director and Academy staff, and then submitted to the Superintendent for review. Following the
Superintendent's review,the proposed budget will be presented to the Board for its consideration.
73
FISCAL AND BUDGETARY POLICIES
The proposed budget shall include five basic segments for review and evaluation:
� personnel costs,
• base budget for operations and maintenance costs,
• service level adjustments for increases of existing service levels or additional services,
• revenues, and
• General Administrative (G&A) costs.
The proposed budget review process shall include Board of Trustees review of each of the five
segments of the proposed budget and a public hearing to allow for citizen participation in the
budget preparation process. Concurrent with the Academy budget preparation,Town staff will
identify and provide to the Board all direct Academy expenses contained in the Town's municipal
budget. The proposed budget process shall allow sufficient time to provide review as well as
address policy and fiscal issues by the Board of Trustees. A copy of the proposed budget shall be
filed with the Town Secretary when it is submitted to the Board of Trustees as well as placed on the
Academy's website.
5. Budget Adoption- Upon the determination and presentation of the final iteration of the proposed
budget document as established by the Board of Trustees, a public hearing will be set and
publicized. The Board will subsequently consider a resolution which, if adopted,such budget
becomes the Academy's Annual Budget. The adopted budget will be effective for the fiscal year
beginning September 1.
6. Budget Amendments—The Superintendent or his designate and Finance Department will monitor
all financial operations. A school district must amend the official budget before exceeding a
functional expenditure category, i.e., instruction, administration, etc. in the total budget.The
budget team will decide whether to proceed with the budget amendment and, if so,will then
present the request to the Board of Trustees. If the Board decides a budget amendment is
necessary,the amendment is adopted in resolution format and the necessary budgetary changes
are then made.
7. Planning—The budget process will be coordinated to identify major policy issues for the Board of
Trustees by integrating it into the Board's overall strategic planning process for the Academy.
8. Reporting- Monthly financial reports will be prepared by the Finance Department and distributed
to the Superintendent or his designate. Information obtained from financial reports and other
operating reports is to be used by personnel to monitor and control the budget. Summary financial
reports will be presented to the Board quarterly.
IV. REVENUE MANAGEMENT
A. REVENUE DESIGN PARAMETERS. The Academy will strive for the following optimum characteristics
in its revenue system:
1. Simplicity-The Academy,where possible and without sacrificing accuracy, will strive to keep
the revenue system simple to reduce costs, achieve transparency, and increase parent and
citizen understanding of Academy revenue sources.
74
FISCAL AND BUDGETARY POLICIES
2. Certainty-A thorough knowledge and understanding of revenue sources increases the
reliability of the revenue system.
3. Administration -The benefits of a revenue source will exceed the cost of administering that
revenue. Every effort will be made for the cost of administration to be reviewed annually for
cost effectiveness as a part of the indirect cost and cost of service analysis.
4. Equity-The Academy shall make every effort to maintain equity in its revenue system: i.e. the
Academy shall seek to minimize or eliminate all forms of subsidization between entities.
5. Adequacy, Diversification and Stability—To the extent practical,the Academy shall attempt to
achieve a balance in its revenue system. The Academy shall also strive to maintain a balanced
and diversified revenue system to protect the Academy from fluctuations in any one source due
to changes in local economic conditions which adversely impact that source.
B. REVENUE CLASSIFICATION AND SOURCES. The revenues received by Westlake Academy are classified
into one of three broad categories: Federal, State or Local and come from the following sources:
1. State Education Funding
2. State and Federal Grants
3. General Donations—The Academy recognizes that private donations comprise a significant
part of the Westlake Academy budget. All funds received will become part of the budget and
be subject to appropriation for Academy general operations.
• Westlake Academy Foundation
• House of Commons
• Westlake Academy Athletic Club
• Local Merchants
• Specific Purpose Donations—Funds donated for a specific purpose
C. REVENUE MONITORING. Revenues as they are received will be regularly compared to budgeted
revenues and variances will be investigated. This process will be summarized in the appropriate
budget report.
V. EXPENDITURE CONTROL
1. Appropriations—The point of budgetary control is at the function level in the General Fund and
Special Revenue Funds. When budget adjustments among functions are necessary,they must be
approved by the Board of Trustees.
2. Current Funding Basis-The Academy shall operate on a current funding basis. Expenditures shall
be budgeted and controlled so as not to exceed current revenues plus the planned use of fund
balance accumulated through prior year savings. (The use of fund balance shall be guided by the
Fund Balance/Retained Earnings Policy Statements.)
3. Avoidance of Operating Deficits-The Academy shall take immediate corrective actions if at any
time during the fiscal year expenditure and revenue re-estimates are such that an operating deficit
(i.e., projected expenditures more than projected revenues) is projected at year-end. Corrective
actions can include a hiring freeze, expenditure reductions, or use of fund balance within the Fund.
75
FISCAL AND BUDGETARY POLICIES
Use of fund balance must be recommended by the Superintendent and approved by the Board of
Trustees.
• Expenditure deferrals into the following fiscal year, short-term loans, or use of one-time
revenue sources shall be avoided to balance the budget.
• All service level adjustments that result in increases to the operating budget must be aligned
with offsetting increases in operating revenues (FSP, Local Sources, etc.).
4. Periodic Program Reviews-The Superintendent or his designate shall undertake periodic staff and
third-party reviews of Academy programs for both efficiency and effectiveness.Where appropriate,
privatization and contracting with other governmental agencies will be evaluated as alternative
approaches to service delivery. Service delivery which is determined to be inefficient and/or
ineffective shall be reduced in scope or eliminated.
5. General and Administrative(G&A)Charges—To the extent practical, an annual analysis of G&A
charges will be performed and, if available, funding may be allocated at the Board's discretion. The
analysis shall involve an objective consideration of the service demands currently being met by
municipal staff to support Academy operations and a determination of factors that will continue to
affect and increase the time needed for the performance of these services.
For example, new Academy staff requires additional support staff time to perform tasks related to
insurance, payroll, etc. Where feasible, G&A costs will be charged to all funds for services of
indirect general overhead costs,which may include general administration, finance, facility use,
personnel,technology, engineering, legal counsel, and other costs as deemed appropriate.
If funding is not available,these costs will be shown below the line of the financial statement in the
five-year financial forecast to promote transparency and provide the Board with a full cost
accounting of services. The charges will be determined through an indirect cost allocation study
following accepted practices and procedures.
6. Purchasing-The Academy shall make every effort to maximize any discounts offered by
creditors/vendors. Staff shall also use purchasing cooperatives as well as competitive bidding in
accordance with State law to attain the best possible price on goods and services.
7. Prompt Payment-All invoices will be paid within 30 days of receipt in accordance with the prompt
payment requirements of State law.
8. Salary-The Academy shall strive to maintain competitive salary levels for faculty and staff. A salary
survey will be conducted annually, sampling surrounding Independent School Districts and Charter
Schools,to create a comparison. The Academy will strive to maintain salary levels within three
percent (3%) of the median of surveyed schools.
VI. FUND BALANCE
1. Fund Balance Reporting-The District shall report governmental fund balances per GASB 54
definitions in the balance sheet as follows: Non-spendable, Restricted, Committed, Assigned, and
Unassigned.
76
FISCAL AND BUDGETARY POLICIES
2. General Fund Unassigned Fund Balance (General Fund Reserve)-The Academy shall strive to
maintain the General Fund unassigned fund balance at 45 days of operation.
3. Use of Fund Balance- Fund Balance will be targeted to only be used with Board approval and can
be only be used for the following: emergencies, non-recurring expenditures, such as
technology/FF&E (furniture,fixtures and equipment), or major capital purchases that cannot be
accommodated through current year savings. Should such use reduce the balance below the
appropriate level set as the objective for that fund, recommendations will be made on how to
restore it.
4. The Board of Trustees shall approve all commitments by formal action. The action to commit funds
must occur prior to fiscal year-end,to report such commitments in the balance sheet of the
respective period, even though the amount may be determined after fiscal year-end. A
commitment can only be modified or removed by the same formal action.The Board of Trustees
delegates the responsibility to assign funds to the Superintendent or his/her designee. The Board
of Trustees shall have the authority to assign any number of funds. Assignments may occur after
fiscal year-end.
5. The Board of Trustees will utilize funds in the following spending order: Restricted, Committed,
Assigned, and Unassigned.
VII. INTERGOVERNMENTAL RELATIONSHIPS
1. Inter-local Cooperation in Delivering Services-To promote the effective and efficient delivery of
services,the Academy shall actively seek to work with other local entities in joint purchasing
consortium, sharing facilities, sharing equitably the costs of service delivery, and developing joint
programs to improve service to its students.
2. Legislative Program-The Academy shall cooperate with other entities to actively oppose any state
or federal regulation or proposal that mandates additional Academy programs or services and does
not provide the funding to implement them. Conversely, as appropriate, the Academy shall support
legislative initiatives that provide additional funding.
VIII. GRANTS
1. Grant Guidelines-The Academy shall apply, and facilitate the application by others, for only those
grants that are consistent with the objectives and high priority needs previously identified by
Academy Board of Trustees.The potential for incurring ongoing costs, to include the assumption of
support for grant funded positions from local revenues, will be considered prior to applying for a
gra nt.
2. Grant Review-All grant submittals shall be reviewed for their cash match requirements,their
potential impact on the operating budget, and the extent to which they meet the Academy's policy
objectives. If there are cash match requirements, the source of funding shall be identified prior to
application. Staff will focus on one-time grants to avoid long-term implications related to
additional expenditures in future years.
��
FISCAL AND BUDGETARY POLICIES
3. Grant Program Termination -The Academy shall terminate grant funded programs and associated
positions when grant funds are no longer available unless alternate funding is identified and
obtained.
IX. FISCAL MONITORING
1. Financial Status and Performance Reports-Quarterly reports comparing expenditures and
revenues to current budget, noting the status of fund balances to include dollar amounts and
percentages, and outlining any remedial actions necessary to maintain the Academy's financial
position shall be prepared for review by the Superintendent and the Board of Trustees. Student
roster information will also be included in the quarter reports submitted to the Board of Trustees.
2. Compliance with Board Policy Statements-The Fiscal and Budgetary Policies will be reviewed
annually by the Board of Trustees and updated, revised or refined as deemed necessary. Policy
statements adopted by the Board of Trustees are guidelines, and occasionally, exceptions may be
appropriate and required. However, exceptions to stated policies will be specifically identified, and
the need for the exception will be documented and fully explained.
X. FINANCIAL CONSULTANTS
The Academy employs the assistance of qualified financial advisors and consultants as needed in
the management and administration of the Academy's financial functions.These areas include but
are not limited to investments, debt administration, financial accounting systems, program
evaluation, and financial impact modeling. Advisors shall be selected on a competitive basis using
objective questionnaires and requests for proposals based on the scope of the work to be
performed.
XI. ACCOUNTING, AUDITING, AND FINANCIAL REPORTING
1. The Academy strives to comply with prevailing local, state, and federal regulations relative to
accounting, auditing, and financial reporting. Accounting practices and financial reporting shall
conform to generally accepted accounting principles as promulgated by the Governmental
Accounting Standards Board (GASB),the American Institute of Certified Public Accountants,
(AICPA), and the Government Finance Officers Association (GFOA).The Board shall select an
independent firm of certified public accountants to perform an annual audit of all operations.
Required Texas Education Agency(TEA) account coding will be used for all revenue and expenditure
reporting.
2. Accounting-Currently,the Education Service Center(Region 11) books all revenues and
expenditures, and prepares bank reconciliations. Academy staff is responsible for all coding and
approval of expenditures and revenues. Documentation and coding of deposits are forwarded to
the Town's Finance Department for review and preparation of deposit slips. Town's Finance
Director and staff are responsible for review and transfer of invoices and other documentation to
the Service Center for processing as well as the physical deposit of funds. It is the responsibility of
the Superintendent or his designate and Academy staff to review the monthly reports for any
discrepancies and report to the Town's Finance Director for analysis and re-class of questioned
bookings, if appropriate.
�s
FISCAL AND BUDGETARY POLICIES
3. External Auditing-Academy will be audited annually by outside independent accountants
(auditors). The auditors must be a CPA firm and must demonstrate significant experience in the
field of local government auditing. They must conduct the Academy's audit in accordance with
generally accepted auditing standards. The auditors' report on Academy's financial statements will
be completed within a timely period of the Academy's fiscal year-end.
The auditor will jointly review the management letter with the Academy Board of Trustees, if
necessary. In conjunction with this review,the Finance Director shall respond in writing to the
Academy Board of Trustees regarding the auditor's Management Letter, addressing the issued
contained therein. The Academy will not require auditor rotation, but will circulate request for
proposal for audit services on a periodic basis as deemed appropriate.
4. Responsibility of Auditor to Academy Board of Trustees-The auditor is retained by and is
accountable directly to the Academy Board of Trustees and will have access to direct
communication with the Academy Board of Trustees if the Academy Staff is unresponsive to auditor
recommendations or if the auditor considers such communication necessary to fulfill its legal and
professional responsibilities.
5. Internal Financial Reporting-The Finance Department will prepare internal financial reports
sufficient for management to plan, monitor, and control Academy's financial affairs.
XII. INTERNAL CONTROLS
1. Written Procedures-Whenever possible, written procedures will be established and maintained by
the Finance Director and utilized by all Academy personnel for all functions involving purchasing,
cash handling and/or accounting throughout the Academy. These procedures will embrace the
general concepts of fiscal responsibility set forth in this policy statement.
2. Academy Staff Responsibilities-The Superintendent or his designate, in consultation with the
Finance Director, will be responsible for ensuring that appropriate internal controls are followed
throughout the Academy,that all directives or internal controls are implemented, and that all
independent auditor internal control recommendations are addressed. Staff will develop and
periodically update written internal control procedures.
XIII. ASSET MANAGEMENT
1. Investments—The Finance Director shall promptly invest all Academy funds with the depository
bank in accordance with the provisions of the current Bank Depository Agreement or in any
negotiable instrument authorized by the Academy Board of Trustees. The Academy Board of
Trustees has formally approved a separate Investment Policy for Westlake Academy that meets the
requirements of the Public Funds Investment Act (PFIA), Section 2256 of the Texas Local
Government Code. The Academy's investment practices will be conducted in accordance with this
policy.The Finance Director will issue quarterly reports on investment activity to the Academy
Board of Trustees.
79
FISCAL AND BUDGETARY POLICIES
2. Cash Management-Academy's cash flow will be managed to maximize the cash available to invest.
Such cash management will entail the centralization of cash collections,where feasible, including
field trips, and other collection offices as appropriate. Periodic review of cash flow position will be
performed to determine performance of cash management and conformance to investment
policies. The underlying theme will be that idle cash will be invested with the intent to (1)
safeguard assets, (2) maintain liquidity, and (3) maximize return.
3. Capital Assets and Inventory-Such assets will be reasonably safeguarded, properly accounted for
and prudently insured. The capital assets inventory will be updated regularly.
4. Capital Assets—Currently all capital assets of Westlake Academy are owned and purchased by the
Town of Westlake. In subsequent years, additional asset purchases may be paid with Westlake
Academy funds.
5. Capitalization Criteria—For purposes of budgeting and accounting classification,the following
criteria must be capitalized:
■ The asset is owned by Westlake Academy
■ The expected useful life of the asset must be longer than one year, or extend the life
on an identifiable existing asset by more than one year
■ The original cost of the asset must be at least$5,000
■ The asset must be tangible
■ On-going repairs and general maintenance are not capitalized
■ New Purchases—All costs associated with bringing the asset into working order will be
capitalized as a part of the asset cost. This includes startup costs, engineering or
consultant type fees as part of the asset cost once the decision or commitment to
purchase the asset is made. The cost of land acquired should include all related costs
associated with its purchase
■ Improvements and Replacement— Improvement will be capitalized when they extend
the original life of an asset or when they make the asset more valuable than it was
originally. The replacement of assets components will normally be expensed unless
they are a significant nature and meet all the capitalization criteria.
6. Computer System/Data Security—The Academy shall provide security of its computer/network
system and data files through physical and logical security systems that will include, but are not
limited to: network user authentications,firewalls, content filtering, spam/virus protection, and
redundant data backup.
so
RISK MANAGEMENT
Westlake Academy is insured through the private market for property, liability, and workers'
compensation coverage.
• Bids for all insurance programs are obtained on an annual basis, and selection is based
on price, quality of coverage, financial strength of carrier(s), and level of service
provided by brokers.
• Property and Workers' Compensation coverage is underwritten through Travelers
Insurance.
• General liability, auto, crime, and umbrella coverage is provided by Utica. The
Academy also has obtained specialized policies for student accident and international
travel.
These policies are carefully selected to meet the needs of our operations and for the 2021-2022
school year.
• Westlake Academy has a combined insurable property value of$51,849,600.
• This is a blanket policy, inclusive of contents and business income coverage.
• Two 71-passenger buses and two 17-passenger vans are insured on the automobile
policy.
• Student data indicates 875 students will be enrolled for the 2021-2022 school year, a
2.2% increase of 19 students from the prior year.
Insurance Coverage Summary (September 1, 2021—August 31, 2022)
Insurance Type Provider Amount
Commercial Property Crum Forster $ 103,995
Workers Compensation Accident Fund 18,492
Crime Travelers 2,850
General Liability (Education Suite) Utica 15,347
Umbrella— Liability Utica 7,505
Business Auto Utica 5,394
Student Accident Allen J. Flood 5,943
International Travel Chubb 2,000
Cyber Liability Utica 400
$ 161,926
81
FUTURE POLICIES TO BE DISCUSSED & IMPLEMENTED
Westlake Academy has several relevant financial policies to preserve and enhance the fiscal health of the
Academy. We also identify acceptable and unacceptable courses of action, and provide a standard to
evaluate the school's fiscal performance.
GFOA is recommending that all school districts include the following policies that guide the development of
their budget and that are central to a strategic long-term approach to financial management.
Westlake Academy is in the process of reviewing these policies.
1. Operating Budget Policy
This section of the Fiscal and Budgetary Policies should include the following policies that guide the
development of the budget and are central to a strategic approach to our financial management.
These components will need to be reviewed, updated if necessary, and/or added and approved by
the Board of Trustees in subsequent years.
1. Basis of Budgeting
2. Budget Adoption
3. Budget Classification and Format
4. Organization of the Budget
5. Budget Message Requirement
6. Funds Budgeted
7. Length of the Budget Year -
8. Presentation of Proposed Budget
9. Revenue Forecasting Requirements
10. Expenditure Forecasting Requirements
11. Performance Measurements
12. Line-Item Transfer Authority
i
13. Retention of Budget Records
2. Budget Crisis Procedures
This policy is intended to provide Westlake Academy with options when responding to unexpected
fiscal issues that can and do arise. Should budget problems materialize,these procedures will
support comprehensive risk analysis and contingency plans.
3. Long Term Forecasting
The annual operating budget focuses on a single 12-month period. However, spending and revenue
decisions made today have effects that extend beyond a 12-month period. The purpose of this
policy is to
o Ensure on-going financial sustainability beyond a single fiscal year or budget cycle
o Achieve the Academy's mission and vision
o Systematically link the annual budget to a multi-year master financial plan.
s2
FUTURE POLICIES TO BE DISCUSSED & IMPLEMENTED
4. Reserve Policy in Other Funds
While the General Fund Reserve is the most important for the Westlake Academy, reserves in other
funds are just as important. For that reason,the funds listed in this policy shall have reserves that
are restricted or committed for specific purposes.
5. General Fund Budget Reserves
The General Fund is the primary fund used by the Westlake Academy to account for revenues and
expenditures. Accordingly,the General Fund Reserve Policy is intended to provide the Academy
with options when responding to unexpected issues and to afford a buffer against shocks and other
forms of risk.
One of two things must happen in the future if we cannot spend equal to or less than the revenues
received:
(1) increase future revenues
(2) make future expenditure reductions.
6. Capital Asset Management(already incorporated into the Fiscal and Budgetary Policies)
Westlake Academy operates an extensive amount of buildings, equipment, furniture and vehicles.
The purpose of this policy is to:
o provide a management framework to ensure that all capital assets are repaired,
maintained and replaced and,
o identify the responsible parties who shall protect, oversee and report needed repairs.
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GLOSSARY
This glossary contains definitions of terms used in this document with additional terms as seems necessary to common
understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial
accounting terms have been included because of their significance for school financial accounting.
• Account: A descriptive heading under which are • ADA: Average Daily Attendance is based on the
recorded financial transactions that are similar in number of days of instruction in the school year.
terms of a given frame of reference, such as The aggregate day's attendance is divided by the
purpose, object or source. number of days of instruction to compute average
daily attendance.ADA is used in the formula to
• Accounting Period: A period of the end of which, distribute funding to Texas public school districts.
and for which,financial statements are prepared;
for example, September 1 through August 31. See • Administration: Those activities which have as
also FISCAL PERIOD. their purpose the general regulation, direction, and
control of the affairs of the local education agency
• Accounting Procedure: The arrangement of all that are system-wide and not confined to one
processes which discover, record, and summarize school subject, or narrow phase of school activity.
financial information used to produce financial
statements and reports and to provide internal • Appropriation: An authorization granted by a
control. legislative body to make expenditures and to incur
obligations for specific purposes. An appropriation
• Accounting System: The total structure of records is usually limited in amount and as to the time
and procedures which discover record, classify and when it may be expended.
report information on the financial position and
operations of a school district or any of its funds, • Academic Excellence Indicators System (AEIS): A
balanced account groups, and organizational system of indicators established by the Legislature
components. and adopted by the State Board of Education to
help determine the quality of learning on a campus
• Accrual Basis of Accounting: The basis of and in a school district.The indicators include
accounting, under which revenues are recorded passing rates on the state assessment tests,
when earned, and expenditures are recorded as attendance,graduation rates, dropout rates, and
soon as they result in liabilities, regardless of when scores on college entrance exams.The state will
revenue is received or a payment is made. assess district and school performance compared
with state-level standards. AEIS is the foundation
• Accrue:To record revenues when earned or when for a school district's accountability rating.
levies are made and to record expenditures as soon
as they result in liabilities, regardless of when the • Accountability Ratings: The Accountability Ratings
revenue is received or the payment is made. System ranks campuses and districts as exemplary,
Sometimes,the term is used in a restricted sense to recognized, acceptable, and low performing based
denote the recording of revenues earned but not on the percentage of students who pass the state
yet due, such as accrued interest on investments assessment instruments and the dropout rate.
and the recording of expenditures which result in
liabilities that are payable in another accounting • Assigned Fund Balance: Reports amount that are
period, such as accrued interest on bonds. constrained by the government's intent that they
will be used for specific purposes. Decision making
86
GLOSSARY
This glossary contains definitions of terms used in this document with additional terms as seems necessary to common
understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial
accounting terms have been included because of their significance for school financial accounting.
about these amounts may be made by a committee • Budget: A plan of financial operation embodying an
or other governmental official. Compared to estimate of proposed expenditures for a given
Committed Fund Balance,the resources period or purpose and the proposed means of
represented by the Assigned Fund Balance can be financing them.The budget usually consists of three
more easily redeployed and the constraints are not parts.The first part contains a message from the
as stringent. Except for the General Fund, fund budget-making authority together with a summary
balance amounts that are not labeled as non- of the proposed expenditures and the means of
spendable, restricted or committed would be financing them.The second part is composed of
reported in the Assigned Fund Balance category. drafts of the appropriation, revenue, and borrowing
Therefore,the Assigned Fund Balance becomes the measures necessary to put the budget into effect.
residual amount for the Special Revenue Fund, The third part consists of schedules supporting the
Capital Project Fund and Debt Service Funds. summary.These schedules show in detail the
proposed expenditures and means of financing
• Association of School Business Officials them together with information as to past years'
International (ASBO): The Association of School actual revenues and expenditures and other data
Business Official' International, founded in 1910, is used in making the estimates.
a professional association which provides programs
and services to promote the highest standards of . Budgetary Control: The control management of
school business management practices, the business affairs of the school district in
professional growth, and the effective use of accordance with an approved budget with a
educational resources. responsibility to keep expenditures within the
authorized amounts.
• Audit: A comprehensive review of the way the
government's resources were utilized. A certified • Basic Allotment:The basic allotment is the initial or
public accountant issues an opinion over the starting number that, after adjustment, is used to
presentation of financial statements,tests the calculate foundation program costs and state aid
controls over the safekeeping of assets and makes to school districts and charters.
recommendations for improvements for where
necessary. • Budgetary Basis of Accounting:The method used
to determine when revenues and expenditures are
• Balanced Budget: A balanced budget is a budget recognized for budgetary purposes.
with total expenditures not exceeding total
revenues and monies available in the fund balance . Capital Expenditures: Capital expenditures are
within an individual fund. defined as charges for the acquisition at the
delivered price including transportation, costs of
• Balance Sheet: A summarized statement, as of a equipment, land, buildings, or improvements of
given date, of the financial position of a local land or buildings,fixtures, and other permanent
education agency per fund and/or all funds improvements with a value more than $5,000 and a
combined showing assets, liabilities, reserves, and useful life expectancy of greater than 1 year.
fund balance.
s�
GLOSSARY
This glossary contains definitions of terms used in this document with additional terms as seems necessary to common
understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial
accounting terms have been included because of their significance for school financial accounting.
• Career and Technical Education (CTE): The costs • Committed Fund Balance: Represents amounts
incurred to evaluate, place and provide educational that have internally imposed restrictions mandated
and/or other services to prepare students for by formal action of the government's highest level
gainful employment, advanced technical training or of decision-making authority. The committed
for homemaking. This may include apprenticeship amounts cannot be redeployed for other purposes
and job training activities. unless the same type of formal action is taken by
the highest level of decision-making authority to
• Classification, Function: A function represents a reserve or modify the previously imposed
general operational area in a school district and restriction.
groups together related activities; for example,
instruction, campus administration, maintenance • Comprehensive Annual Financial Report (CAFR): A
and operations, etc. financial report that encompasses all funds and
component units of the government.The CAFR
• Classification, Object: An object has reference to should contain (a)the basic financial statements
an article or service received; for example, payroll and required supplementary information, (b)
costs, professional and contracted services, supplies combining statements to support columns in the
and materials, and other operating expenses. basic financial statements that aggregate
information from more than one fund or
• Co-curricular Activities: Direct and personal component unit, and (c) individual fund statements
services for public school pupils such as as needed.The CAFR is the governmental unit's
interscholastic athletics, entertainments, official annual report and should contain
publications, clubs, and strings, which are managed introductory information, schedules necessary to
or operated by the student body under the demonstrate compliance with finance-related legal
guidance and direction of an adult and are not part and contractual provisions, and statistical data.
of the regular instructional program.
• Cost of Education Index(CEI)or Adjustment: An
• Coding: A system of numbering, or otherwise index the state uses to adjust the basic allotment to
designating, accounts, entries, invoices,vouchers, account for geographic or other cost differences
etc., in such a manner that the symbol used reveals beyond local school district control.The current
quickly certain required information. index has not been updated since 1990.
• Consultant: A resource person who aids the • Current Budget: The annual budget prepared for
regular personnel through conference, and effective during the present fiscal year.
demonstration, research, or other means.
• Current Expenditures per Pupil: Current
• Contracted Services: Labor, material and other expenditures for a given period divided by a pupil
costs for services rendered by personnel who are unit of ineasure (average daily attendance, etc.)
not on the payroll of the Academy.
• Debt: An obligation resulting from the borrowing
of money or from the purchase of goods and
ss
GLOSSARY
This glossary contains definitions of terms used in this document with additional terms as seems necessary to common
understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial
accounting terms have been included because of their significance for school financial accounting.
services. Debts of local education agencies include period may be a month, or a year, depending upon
bonds, leases, etc. the scope of operations and requirements for
managerial control and reporting.
• Diploma Programme(DP): A challenging two-year
curriculum for students in grades 11 and 12 that • Fiscal Year: A twelve-month period to which the
provides an inquiry-based, college preparatory annual budget applies and at the end of which a
education. By emphasizing knowledge, skills, local education agency determines its financial
critical thinking and the fostering and development position and the results of its operations. The
of universal human values, students learn the District's fiscal year is July 1 through June 30.
valuable skills of construction and deconstruction
knowledge. • Foundation School Program (FSP): A program for
the support of a basic instructional program for all
• Education Service Center(ESC):Twenty Texas school children. Money to support the
intermediate education units located in regions program comes from the Permanent School Fund,
throughout Texas that assist and provide Available School Fund, Foundation School Fund,
services for local school districts. state general revenue, and local property taxes.
Currently,the FSP described in the Texas Education
• Estimated Revenue: This term designates the Code consists of three parts or tiers.The first tier
amount of revenue expected to be earned during a provides funding for a basic program.The second
given period. tier provides a guaranteed-yield system so that
school districts have substantially equal access to
• Expenditures: This includes total charges incurred, revenue sufficient to support an accredited
whether paid or unpaid, for current expense, program.The third tier equalizes debt service
capital outlay, and debt service. (Transfers requirements for existing facilities debt.
between funds, encumbrances, exchanges of cash
for other current assets such as the purchase • Fund: An independent fiscal and accounting entity
stores and investment of cash in U.S. Bonds, with a self-balancing set of accounts recording
payments of cash in settlement of liabilities already cash and/or other resources, together with all
accounted as expenditures, and the repayment of related liabilities, obligations, reserves, and
the principal of current loans are not considered equities which are segregated for carrying on in
as expenditures.) accordance with special regulations, restrictions,
or limitations.
• Fiduciary Funds: Fiduciary Funds account for
assets held in a trustee or agent capacity for • Fund Balance: It is the resources remaining from
outside parties, including individuals, private prior years and which are available to be budgeted
organizations, and other governments. in the current year.
• Fiscal Period: Any period at the end of which a • General Fund: A fund group with budgetary
local education agency determines its financial control used to show transactions resulting from
position and the results of its operations. The operations of ongoing organizations and activities
89
GLOSSARY
This glossary contains definitions of terms used in this document with additional terms as seems necessary to common
understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial
accounting terms have been included because of their significance for school financial accounting.
from a variety of revenue sources for which fund student's needs.An IEP is intended to help ensure
balance is controlled by and retained for the use that disabled students have equal access to public
by the local education agency. The General Fund is education in the least restrictive environment.
used to finance the ordinary operations of a
governmental unit except those activities required • Individuals with Disabilities Education Act(IDEA):
to be accounted for in another fund. The 1997 IDEA strengthens academic
expectations and accountability for the nation's
• Government Finance Officers Association (GFOA): 5.4 million children with disabilities.
A professional association of state/provincial and
local finance officers in the United States and • International Baccalaureate Program (IB): A non-
Canada and has served the public finance profit foundation whose mission is to help
profession since 1906.The association's nearly students "develop the intellectual, personal,
15,000 members are dedicated to the sound emotional, and social skills to live, learn and work
management of government financial resources. in a rapidly globalizing world." It was founded in
1968 and runs in over 3,000 schools in 141
• Governmental Funds: Funds generally used to countries. Its Diploma Program (DP) is designed for
account for tax-supported activities.There are five high school juniors and seniors, and offers classes in
different types of governmental funds: the general the same areas as traditional schools: math,
fund, special revenue funds, debt service funds, science, English, foreign language, social studies,
capital projects funds and permanent funds. and the arts. Additionally, students have three
extra requirements: a class about the theory of
• Grant: A contribution by one governmental unit to knowledge, a community service obligation, and an
another.The contribution is usually made to aid in extended essay on a research topic of their choice.
the support of specified function (for example,job Along the way, students complete assessments that
training), but it is sometimes also for general help them prepare for the final written exams,
purposes. which are graded by external examiners. Upon
graduation, students earn a diploma that is
• House Bill 3: School finance bill that was passed respected worldwide.
by the 86th Texas Legislature. The bill provides
more money for Texas classrooms, increases • Middle Years Programme (MYP): A curriculum
teacher compensation, reduces recapture and cuts framework for children in grades six through ten
local property taxes for Texas taxpayers. that encourages students to make practical
connections between their studies and the real
• Independent Audit: An audit performed by an world. The MYP builds on the knowledge; skills
independent auditor. and attitudes developed by the Primary Years
Programme (PYP) and prepare the students for
• Individual Education Plan (IEP): A document the demanding requirements of the Diploma
required by federal law that details the special Programme (DP).
education requirements for each disabled student
and explains how the school intends to address the
90
GLOSSARY
This glossary contains definitions of terms used in this document with additional terms as seems necessary to common
understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial
accounting terms have been included because of their significance for school financial accounting.
• Modified Accrual Basis of Accounting: Basis of granted. Other charter programs include home-rule
accounting per which (a) revenues are recognized in school district charters and campus or campus
the accounting period in which they become program charters.
available and measurable and (b) expenditures are
recognized in the accounting period in which the • Personnel, Full-Time: Academy employees who
fund liability is incurred, if ineasurable, except for occupy positions with duties which require them to
un-matured interest on general long-term debt and be on the job on school days throughout the school
certain similar accrued obligations,which should be year, or at least the number of hours the school is
recognized when due. in session.
• Non-spendable Fund Balance: Includes amounts • Personnel, Part-Time: Personnel who occupy
that cannot be spent and are,therefore, not positions with duties which require less than full-
included in the current year appropriation. Two time service.
components: 1) Not in spendable form—previously
recorded disbursements and include items that are • Primary Years Programme(PYP): A curriculum
not expected to be converted into cash, i.e. framework for children aged 3-12 that prepared
inventories, pre-paid items, etc. and 2) Legally or students for the intellectual challenges of future
contractually required to be maintained intact— education and their future careers,focusing on the
refers to an amount that has been received that development of the whole child as an inquirer, both
must be invested indefinitely, i.e. a donation in the classroom and in the world outside.
received by the government from a citizen,the
principal of which is to be invested in a permanent . Proprietary Funds: Funds that focus on the
fund and the earnings used for general determination of operating income, changes in net
governmental purposes. assets(or cost recovery),financial position, and
cash flows.There are two different types of
• Object Code: As applied to expenditures,this term proprietary funds: enterprise funds and internal
has reference to an article or service received; for service funds.
example, payroll costs, purchased and contracted
services, materials and supplies. • Public Education Information Management System
(PEIMS): A data management system that includes
• Open-Enrollment Charters: Open-enrollment information on student demographics,
charter schools may be established by private performance,teacher salaries, etc.The information
nonprofit organizations, colleges and universities, for PEIMS is transmitted from local school districts
and other governmental entities that apply to the to the Texas Education Agency by the education
State Board of Education.The law authorizes the service centers.
State Board to approve up to 215 open-enrollment
charter schools. Law also provides for creation of . Public Information Act(PIA): PIA defines public
college or university charter schools at "public information as information collected, assembled, or
senior colleges and universities."There is no limit maintained under a law or about a governmental
on the number of these charter schools that may be body's transaction of official business. PIA provides
91
GLOSSARY
This glossary contains definitions of terms used in this document with additional terms as seems necessary to common
understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial
accounting terms have been included because of their significance for school financial accounting.
that public information must be made available to management practices and that they improve those
the public upon request during the normal business practices. The system is designed to encourage
hours of the district, unless an exception applies Texas public schools to better manage their
that allows or requires that the information not be financial resources to provide the maximum
made public. allocation possible for direct instructional purposes.
• Restricted Fund Balance: Reports on resources • Special Revenue Funds: Funds that are used to
that have spending constraints that are either: 1) account for funds awarded to the Academy for
externally imposed by creditors, grantors, accomplishing specific educational tasks as defined
contributors or laws and regulations of other by grantors in contracts or other agreements.
governments, i.e. grants, etc. -or-2) imposed by law
through constitutional provision or enabling • State Board for Educator Certification (SBEC): SBEC
legislation.The amounts represented by this fund is a quasi-independent body that gives educators
balance category have very stringent conditions more authority to govern the standards of their
imposed by external parties or by law. Therefore, profession. SBEC regulates and oversees all aspects
the amounts are restricted to very specific purposes of the certification, continuing education, and
and cannot be redeployed for other purposes. The standards of conduct of public school educators.As
government can be compelled by an external party a state agency, SBEC is responsible for certification
to undertake the spending requirements testing, accountability programs for educator
represented by the Restricted Fund Balance. preparation programs, and certification of teachers
and administrators.
• Refined ADA: Refined Average Daily Attendance is
based on the number of days of instruction in the • State Board of Education (SBOE): A 15-member
school year.The aggregate eligible day's body elected by general election (staggered, four-
attendance is divided by the number of days of year terms)from various regions statewide to
instruction to compute the refined average daily provide leadership and to adopt rules and policies
attendance. See also ADA. for public education in the state.The board's
primary responsibility is to manage the Permanent
• School Board Authority: Statute gives local school School Fund.
boards the exclusive power and duty to govern and
oversee the management of the public schools. • Statutory Minimum Salary (Stat Min): HB3
Powers and duties not specifically delegated to the requires that open enrollment charter schools
Texas Education Agency or the State Board of begin paying the state's contribution on the
Education are reserved for local trustees. portion of a member's salary that exceeds the
statutory minimum salary for members entitled
• School FIRST Rating: The purpose of the financial to the minimum salary schedule and for members
accountability rating system, known as the School who would be entitled to the minimum salary for
Financial Integrity Rating System of Texas (FIRST), is certain school personnel under Section 21.402.
to ensure that open-enrollment charter schools are
held accountable for the quality of their financial
92
GLOSSARY
This glossary contains definitions of terms used in this document with additional terms as seems necessary to common
understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial
accounting terms have been included because of their significance for school financial accounting.
• Teacher Retirement System (TRS):TRS delivers • Texas Education Code (TEC):This code applies to all
retirement and related benefits authorized by law educational institutions supported in whole or in
for members and their beneficiaries. part by state tax funds.
• Technology Allotment: This allotment is part of the • Texas Essential Knowledge and Skills(TEKS):
state textbook fund and can be used to purchase Subject-specific state leaning objectives adopted by
electronic textbooks or technological equipment the State Board of Education.The State's academic
that contributes to student leaning or teacher tests. [see Texas Assessment of Knowledge and
training.The allotment is$30 per ADA. Skills (TAKS)] are aligned with the TEKS.
• Texas Assessment of Academic Skills (TAAS): A • Texas Open Meetings Act(TOMA):TOMA makes
state-developed test administered each year to school board meetings to discuss and decide public
students in grades 3 through 8 and 10 (exit-level)to business accessible.The TOMA Decision requires
determine student achievement levels on state- governmental entities to provide prior public notice
established leaning objectives. Replaced by the of what is to be discussed and where and when
Texas Assessment of Knowledge and Skills (TAKS) discussion will take place. Closed meetings are
effective for the 2002-03 school year. permitted only when specifically authorized by law.
Civil and criminal penalties can result when a board
• Texas Assessment of Knowledge and Skills(TAKS): violates provisions of this act.
TAKS replaces the Texas Assessment of Academic
Skills (TAAS), a criterion-referenced test used in • Unassigned Fund Balance:The residual fund
Texas schools for 12 years.TAKS began in spring balance for the General Fund. It represents the
2003,with tests in reading in grades 3 through 9; amount of fund balance remaining after allocation
language arts in grades 10 and 11; mathematics in to the Non-spendable, restricted, committed and
grades 3 through 11.The 11th grade exit-level test assigned fund balances. This amount reflects the
will assess English III, algebra I, geometry, biology, resources that are available for further
integrated chemistry and physics, early American appropriation and expenditure for general
and U.S. history,world geography, and world governmental purposes.
history.TAKS will be a more challenging
examination for Texas students, per the results of • Weighted Students in Average Daily Attendance
field tests. (WADA): In Texas, students with special
educational needs are weighted for funding
• Texas Education Agency(TEA):The administrative purposes to help recognize the additional costs of
and regulatory unit for the Texas public education educating those students.Weighted programs
system managed by the commissioner of education. include special education, career and technical,
TEA is responsible for implementing public bilingual, gifted and talented, and compensatory
education policies as established by the Legislature, education.A weighted student count is used to
State Board of Education, and commissioner of distribute guaranteed-yield funding and establish
education. Chapter 41 thresholds.
93
ACRONYMNS
� -
TERM STANDS FOR TERM STANDS FOR
ACCT Account � GL General Ledger
ADA Average Daily Attendance � GO'S General Obligation Bonds
AEIS Academic Excellence Indicators System � HR Human Resources
AP Accounts Payable ' IB International Baccalaureate Program
AR Accounts Receivable ' IEP Individual Education Plan
ASBO Association of School Business Officials ' IDEA Individuals with Disabilities Education Act
BS Balance Sheet IT Information Technology
CAFR Comprehensive Annual Financial Report ' LTL Long-term Liability
CEI Cost of Education Index 7 MYP Middle Years Programme
CIP Capital Improvement Plan , PIA Public Information Act
CO'S Certificates of Obligations ' PYP Primary Years Programme
CPA Certified Public Accountant ' R&M Repair and Maintenance
CTE Career and Technical Education ' S&P Standard and Poor's
DP Diploma Years ' SBOE State Board of Education
DS Debt Service i SLA Service Level Adjustment
EF Enterprise Fund ' SRF Special Revenue Fund
ESC Education Service Center(ESC) 7 TAKS Texas Assessment of Knowledge and Skills
FTE Full-Time Equivalent ' TEA Texas Education Agency
FY Fiscal Year i TEKS Texas Essential Knowledge and Skills
G&O Goals and Objectives ' TOMA Texas Open Meetings Act
GAAP Generally Accepted Accounting Principles � TRS Teacher Retirement System
GASB Government Accounting Standards Board ' WA Westlake Academy
GF General Fund ' WADA Weighted Average Daily Attendance
GFOA Government Finance Officers Association , XFR Transfer
94
Official 2021-2022 Academic Calendar
Westlake Academy
Academic Calendar 2021-2022
. � - � . - � • . � - �
S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa
1 2 3 4 5 6 7 1 2 3 4 1 2
8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9
15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16
22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23
29 30 31 26 27 28 29 30 24 25 26 27 28 29 30
9 21 31 19
• - . - � � - - . - � �
S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa
2 3 4 5 6 1 2 3 4 1
7 8 9 10 11 12 13 5 6 7 8 9 10 11 2 3 5 6 7 8
14 15 16 17 18 � 20 12 13 18 9 10 11 12 13 14 15
21 22 23 24 25 26 27 19 20 21 22 23 24 25 16 17 18 19 20 21 22
28 29 30 26 27 28 29 30 31 23 24 25 26 27 28 29
15.5 12.5 30 31 18.0
- � . 1 1 � � 1
S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa
1 2 3 4 5 1 2 3 4 5 1 2
6 7 8 9 10 11 12 6 7 8 9 10 11 12 3 4 5 6 7 8 9
13 14 15 16 17 19 13 14 15 16 17 18 19 10 11 12 13 14 15 16
20 21 22 23 24 25 26 20 21 22 23 24 25 26 17 18 19 20 21 22 23
27 28 27 28 29 30 31 24 25 26 27 28 29 30
18 17 20
. 1 - 1 1
S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa
1 2 3 4 5 6 7 1 2 3 4 1 2
8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9
15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16
22 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23
29 30 31 26 27 28 29 30 24 25 26 27 28 29 30
19.0 31
First/Last Day of School
� Early Release Days Parent/Student Conferences-All Day-TBD
Holiday NO SCHOOL Scmester Exams/PYP Assessments
Professional Day/Student Holiday Seniar Commencement
Teacher Wark Days
95
Board of
Tru stees
Item # 8 — Presentation
and Discussion
PRESENTATION AND DISCUSSION REGARDING THE STATE OF TEXAS STARR
AND EOC ASSESSEMENT RESULTS FOR 2020-2021.
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BOARD OF TRUSTEES AGENDA ITEM
Regular Meeting - Discussion Item
Monday, August 09, 2021
TOPIC: Presentation and discussion of State Assessment Results for 2021
STAFF: Dr. Mechelle Bryson, Executive Director and Maxwell Ituah, MYP
Assistant Principal
STRATEr'Tr' "T rr'�`T�VIENT
i i � . � .
i
i
Academic Excellence Academic P�,P �M�,P�DP Optimize Student
Operations Potential
SUMMARY
The purpose of this discussion is to inform the Board of Trustees of the 2020-2021 State
mandated STAAR and EOC results and provide an opportunity for the Board of Trustess to gain
an understanding of the status of the Academy's academic progress on state mandated
assessments for grades 3 through 11.
Earlier this summer, the Texas Education Agency (TEA) reported that "as a result of the learning
disruptions caused by the COVID-19 pandemic, the number of students not meeting grade level
increased from 2019 across all subject areas and grade levels, with English I and English II being
the only exceptions." Although the State assessment results measured a significant dip in student
overall achievement, Westlake Academy students did not. In fact, our student achievement
results varied only slightly from pre-pandemic scores.
• In 2021, 96% of our students grade 3 through grade 10 passed the Reading State
Assessment with 50% of the students reaching and surpassing the mastery level.
• In 2019 - 98% of our students grade 3 through grade 10 passed the Reading State
Assessment with 51% of the students reaching and surpassing the mastery level.
Page 1 of 2
• In 2021, 96% of our students grade 3 through grade 9 passed the Math State Assessment
with 58% of the students reaching and surpassing the mastery level.
• In 2019 - 97% of our students grade 3 through grade 9 passed the Math State Assessment
with 61% of the students reaching and surpassing the mastery level.
The ultimate aim of this presentation is to disaggregate the State assessment data in order to
measure the effectiveness of Westlake Academy's curriculum and instructional alignment across
all IB programmes. Analysis will be provided and areas of strength and weakness identified in
order to build an organizational culture where stakeholders use data continuously, collaboratively
and effectively to improve the academic performance of all students.
COUNCIL ACTION/OPTIONS
This presentation and discussion is informative in nature and does not require Board of Trustee
action.
STAFF RECOMMENDATION
This presentation and discussion is informative in nature and does not require Board of Trustee
action.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: None Funding Source: N/A
Contract: No Forms: N/A
Service Levels: This is not a project.
ATTACHMENTS
No Attachments
Page 2 of 2
Board of
Tru stees
Item # 9 — Presentation
and Discussion
PRESENTATION AND DISCUSSION REGARDING THE RESULTS OF THE 2021
WESTLAKE ACADEMY STUDENT PERFORMANCE ON THE INTERNATIONAL
BACCALAUREATE (IB) AND ADVANCED PLACEMENT (AP) ASSESSMENTS.
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BOARD OF TRUSTEES AGENDA ITEM
Regular Meeting - Discussion Item
Monday, August 09, 2021
TOPIC: Presentation and discussion regarding the 2021 Westlake Academy (WA)
student performance on International Baccalaureate (IB) and Advanced
Placement (AP) assessments.
STAFF: Dr. James Owen, DP Principal
STRAT l ZENT
�
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�
Choose a Choose an
Perspective Objective (should
Choose an Item (should match Choose an Item come from the
your outcome same 'line' as
objective) your perspective)
SUMMARY
This presentation will examine and discuss the 2021 student performance on IB and AP
assessments. It will include data analysis in the context of IB global performance, AP global
performance, and WA historical trends.
The ultimate aim is to disaggregate the data in order to measure the effectiveness of Westlake
Academy's curriculum and instructional alignment across all IB programmes. Analysis will be
provided and areas of strength and weakness identified in order to build an organizational culture
where stakeholders use data continuously, collaboratively and effectively to improve the academic
performance of all students.
COUNCIL ACTION/OPTIONS
This presentation and discussion is informative in nature and does not require Board of Trustee action.
STAFF RECOMMENDATION
This presentation and discussion is informative in nature and does not require Board of Trustee action.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: None Funding Source: N/A
Contract: No Forms: N/A
Service Levels: Would this project increase our serice delivery costs? This is not a project.
DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY
Westlake Academy: What impact, if any, would this have on WA? This is not a project. This is
a State mandated assessment status update for the 2020-2021 school year.
Comprehensive Plan: Adhere to our comprehensieve plan—if yes, in what way? This applies to
the comprehensive plan by demonstrating academic excellence.
Cost Recovery Analysis: Utilization of the cost recovery tool that Mr. Robin McCaffrey put
together. This is not a project. This is a State mandated assessment status update for the 2020-
2021 school year.
Traffic Impact: Any? Do we need this or tool this for development? This is a State mandated
assessment status update for the 2020-2021 school year. There is no traffic impact.
ATTACHMENTS
None.
Page 2 of 2
Board of
Tru stees
Item # 10 — Presentation
and Discussion
SUPERINTENDENT UPDATE.
a. Westlake Academy campus plan for the 21/22 school year.
Board of
Tru stees
Item # 11 — Board
Recap/Staff Direction
Board of
Tru stees
Item # 12 — Future
Agenda Items
Board of
Tru stees
Item # 13 - Adjournment