The URL can be used to link to this page

Home My WebLink AboutTC BOT Agenda Packet 5.30.23Town of Westlake 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 Town Council/Board of Trustees Agenda Council Chamber4:30 PMTuesday, May 30, 2023 Special Called Council Meeting The Town Council of the Town of Westlake serves as the governing Board for Westlake Academy. This agenda may contain both municipal and Westlake Academy items, which will be clearly identified. In an effort of transparency, this meeting will be viewable to the public via Live Stream and also available for viewing after the meeting. In an effort of meeting efficiency, any residents wishing to speak on action items must submit a speaker request form to the Town Secretary prior to the start of the meeting. (Speaker request forms are available online) A.WORK SESSION – Call to Order (4:30 P.M.) A.1.Discuss the creation of a new Booster Club23-132 B.REGULAR MEETING – Call to Order (5:00 P.M.) C.PLEDGE OF ALLEGIANCE D.CITIZEN/PARENT COMMENTS: This is an opportunity for citizens to address the Town Council or Board of Trustees on any matter, whether or not it is posted on the agenda. Any residents wishing to speak on action items must submit a speaker request form to the Town Secretary. (Best practice is to submit the speaker form prior to the start of the meeting.) If your questions are satisfied, you may choose not to speak. Individual citizen comments are normally limited to three (3) minutes; however, time limits can be adjusted by the presiding officer. The presiding officer may ask the citizen to hold their comment on an agenda item if the item is posted as a Public Hearing.The Town Council and 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 Town Council and 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. E.ITEMS OF COMMUNITY INTEREST: Mayor and Council 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 Page 1 of 4 Town Council/Board of Trustees Agenda May 30, 2023 thanks, 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 F.CONSENT AGENDA: All items listed below are considered routine by the Town Council and /or Board of Trustees and will be enacted with one motion. There will be no separate discussion of items unless a Council/Board Member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence . F.1.Consider approval of Town Council Board of Trustees Meeting Minutes from the following meeting(s): April 24, 2023, May 9, 2023, May 12, 2023, and May 15, 2023; and take appropriate action 23-137 F.2.Consider approving a WA Resolution 23-13 approving the Instructional Materials Allotment funds; and take appropriate action WA RES 23-13 F.3.Consider approving a WA Resolution 23-10 authorizing the Head of School to execute an Interlocal Agreement with Education Service Center Region 11 renewing the Employee Benefits Cooperative Program for Academic staff; and take appropriate action . WA RES 23-10 F.4.Consider approving Resolution 23-24 authorizing the signers of the Town of Westlake and Westlake Academy Depository Accounts with First Financial Bank; and take appropriate action RES 23-24 F.5.Consider approving Resolution 23-25 authorizing the signers of the Town of Westlake, Texas amending the authorized signers on the Town of Westlake Insurance Trust Account with First Financial Bank and appointing Trustees for the Town of Westlake; and take appropriate action RES 23-25 F.6.Consider approving Resolution 23-26 authorizing the signers of the Town of Westlake, Texas amending the authorized signers on the Town of Westlake’s PNC account; and take appropriate action RES 23-26 F.7.Consider approving Resolution 23-27 amending the authorized signers on the Town of Westlake and Westlake Academy ’s Investment Accounts with TexPool; and take appropriate action RES 23-27 F.8.Consider approving Resolution 23-32 authorizing an Interlocal Agreement (ILA) between the Town of Westlake and the City of Roanoke for water and wastewater, maintenance, testing and reporting; and take appropriate action RES 23-32 F.9.Consider approving Resolution 23-34 appointing members to the Planning and Zoning Commission and Texas Student Housing Authority; and take appropriate action RES 23-34 Page 2 of 4 Town Council/Board of Trustees Agenda May 30, 2023 G.REPORTS: Reports are prepared for informational purposes and will be accepted as presented. (There will be no presentations associated with the report items.) There will be no separate discussion unless a Town Council Member requests that report be removed and considered separately. G.1.The purpose of this staff report is to provide the Mayor and Town Council with an update on the Westlake Academy security upgrades . 23-139 H.REGULAR AGENDA ITEM(S) H.1.Consider approving WA Resolution 23-12 adopting the Westlake Academy 23/24 School Calendar; and take appropriate action WA RES 23-12 H.2.Consider approving a WA Resolution 23-11 to adopt a 10-month Fiscal Year for the Westlake Academy and effectively change the fiscal year period to July 1 through June 30; and take appropriate action WA RES 23-11 H.3.Consider electing a Mayor Pro Tem for 2023-24; and take appropriate action 23-149 I.CLOSED EXECUTIVE SESSION I.1.The Town Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551 for the following: a) 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 (Level 3 Parent Grievance); b) Section 551.071(2): Consultation with Attorney to seek advice of counsel regarding Westlake Academy Board Policies; c) Section 551.074 (a)(2): Deliberation regarding a complaint against a school employee (Level 3 Parent Grievance); d) Section 551.0821(a): Deliberation involving personally identifiable student information (Level 3 Parent Grievance) e) Section 551.074 (a)(1): Deliberation regarding personnel matters: To deliberate regarding Quasi-Judicial Board(s) (Planning & Zoning Commission/Texas Student Housing Authority Board) f) ) Section 551.074(a)(1): Deliberation regarding Personnel Matters (Head of School) and (Westlake Academy Personnel Duties and Organizational Structure) 23-109 J.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS K.FUTURE AGENDA ITEMS: These items have been discussed by Town Council and scheduled to be placed on future Council Agendas allowing for adequate time for staff preparation on the agenda item . Page 3 of 4 Town Council/Board of Trustees Agenda May 30, 2023 L.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 TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted on the bulletin board at Town of Westlake, Town Hall, located at 1500 Solana Blvd., Building 7, Suite 7100, Westlake, TX 76262, in compliance with the Texas Open Meetings Act, Chapter 551 of the Texas Government Code. __________________________ Amy M. Piukana, Town Secretary Disabilities Notice: If you plan to attend the meeting and have a disability that requires special needs, please contact the Town Secretary's Office 48 hours in advance at Ph. 817-490-5711 and reasonable accommodations will be made to assist you. Page 4 of 4 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:23-132 Agenda Date:5/30/2023 Agenda #:A.1. ACADEMY STAFF REPORT RECCOMENDATIONS Discuss the creation of a new Booster Club STAFF: Requested by Council Member Kim Greaves Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ 1 WESTLAKE ACADEMY BOOSTER CLUB Our mission is to support our student-athletes and coaches by encouraging parent participation to provide an outstanding athletic experience for Westlake Academy.” 2 Table of Contents BYLAWS AND OPERATING GUIDELINES MEMORANDOM OF UNDERSTANDING ATHLETIC AMBASSADOR PROGRAM Football Game Day Operating Manual Volleyball Game Day Operating Manual Cross Country Operating Manual Soccer Game Day Operating Manual Basketball Game Day Operating Manual Baseball Game Day Operating Manual Track Day Operating Manual Golf Tournament Operating Manual Tennis Tournament Operating Manual Cheerleading Operating Manual Game/Event Operating Manuals 3 THE WESTLAKE ACADEMY BOOSTER CLUB BYLAWS Adopted August XX, 2023, by the membership of the Westlake Academy Booster Club NAME The name of this organization shall be the Westlake Academy Booster Club (Hereinafter referred to as the Booster Club). PURPOSE The purpose of this organization shall be to “support our coaches and students-athletes by encouraging parent participation to provide an outstanding athletic experience for Westlake Academy.” The Booster Club shall be non---partisan and non---sectarian. It shall have no part in securing of any public office for any person. NON-PROFIT STATUS The Booster Club shall be a non---profit organization. MEMBERSHIP Membership is open to all interested persons desiring to support the above purposes of the organization that are current on their membership dues. All paid members may vote in the business of the Booster Club. In the event there is a conflict of interest, business members shall abstain from voting. Membership fees shall be set annually by the Executive Board. The term of membership will be from June 1 to May 31st of each year. Only members of the Booster Club who have paid dues for the current membership year may participate in business decisions of the Booster Club. All members must submit to the Texas Education Agency, Texas Association of Independent Athletic Organization (TAIAO), Westlake Academy, laws, constitution, regulations, and policies governing athletic competition and booster clubs. The Booster Club will not discriminate on the basis of age, race, color, religion, nationality, or ethnic origin. MEMBERSHIP TERMINATION Membership shall terminate at the end of the stated one (1) year term unless the member renews by paying the following year’s dues. A member may be suspended from participation in club meetings or activities, or membership may be terminated before the end of the stated term only when: 1) a member is given fifteen (15) days prior written notice of the suspension; or 2) termination of membership and the reasons for it and a member is given the opportunity 4 to be heard orally or in writing not less than five (5) days before the effective date of the expulsion, suspension, or termination by the Executive Board. Membership shall be terminated for any member who no longer subscribes to all the policies and requirements of the Booster Club. Standards of Conduct – Parents and Booster Club members are expected to follow the same standards of conduct as employees when chaperoning, sponsoring, or attending student activities, including rules in the handbook. FINANCES The Booster Club shall charge annual dues established by the Executive Board. All dues, donations, grants, or gifts made to the Booster Club shall be accepted or collected only as authorized by the Board. The Board will consult with the School Administration to ensure all regulations are followed. All funds of the Booster Club shall be deposited timely to the credit of the Booster Club under such conditions and in such banks as shall be designated by the Executive Board. A minimum of two members of the Executive Board must sign each check. The Executive Board shall approve an annual budget of estimated income, income expense and capital expense in April of each year for the following year. All improved properties and equipment become property of the Westlake Academy at the time they are completed or obtained. Reimbursements for expense to club members must be documented on a reimbursement form with proper approvals. Receipts must be attached. OFFICERS The Executive Board shall consist of the Booster Club Officers. The officers of the Booster Club shall consist of a president, vice president, secretary, treasurer and reporter. President --- Typically, the president of a booster organization is an individual who has previously been active in the organization. The major duties include, but are not limited to, the following: •Preside at meetings of the organization. •Appoint committees. •Regularly communicate with the athletic director or designated Westlake Academy representative regarding booster activities. •Facilitate resolution of problems in the membership. •Regularly meet with the treasurer of the organization to review the organization’s financial position. •Schedule an annual audit of records or request an audit during the year if needed. Vice President --- The vice president acts as the president’s representative in his/her absence. They must remain familiar with the organization’s activities. The major duties include, but are not limited to, the following: 5 •Preside at meetings in the absence or inability of the president to serve. •Perform administrative functions delegated by the president. Secretary --- The secretary is responsible for keeping accurate records of the proceedings of the organization and reporting to the membership. The secretary must ensure the accuracy of the minutes of the meetings and have a thorough knowledge of parliamentary procedure and the organization’s bylaws. The major duties include, but are not limited to, the following: •Report on any recommendations made by the Executive Board of the Booster Club. •Maintain the records of the minutes, approved bylaws and any standing committee rules and committee listing. •Record all business transacted at each meeting of the Booster Club as well as meetings of any Executive Board meetings in a consistent format that is easily understood. •Maintain records of attendance of each member. •Conduct and report on all correspondence on behalf of the organization. •Call a committee to review the bylaws. Treasurer --- The treasurer is the authorized custodian of the funds of the association. The treasurer receives and disburses all monies indicated in the budget and prescribed in the local bylaws or as authorized by action of the Booster Club. When possible, the person elected as treasurer should have some background in accounting. The major duties include, but are not limited to, the following: •Maintain an accurate and detailed account of all monies received and disbursed. •Prepare financial reports for each meeting showing income and expenditures. •Report to the Executive Board on the financial conditions of the Booster Club at any time and provide a yearly report of Booster Club finances during the month of June. •Present a current financial report including bank statements, bank reconciliations, and financial statements to the Executive Board within thirty days of the previous month end; copies should be available for review by the general membership within a reasonable timeframe, if requested. •File current financial reports at the end of each year (May) with the appropriate campus and district administrators. •A committee shall be appointed by the President to conduct an annual audit of club funds each year. The treasurer shall not serve on the audit committee but may be called upon to provide information or clarification. •Submit records to audit committee. •Issue receipts for all monies received and deposit said amounts on a weekly basis. Daily deposits will be made if receipts on hand exceed $250.00. •Reconcile all bank statements as received and resolve any discrepancies with the bank immediately. •File the appropriate IRS forms in a timely manner. 6 Reporter --- The Reporter will serve as the primary link between the print media and the Booster Club. He/she will ensure the internet site is maintained and will provide timely information to the public and membership. In addition, he/she will be responsible for coordination of all banners, posters, signs, etc. with the appropriate coaches for each sport. ELECTIONS Each Officer must be a current, dues paying member of the Booster Club. Elections of officers shall be by a simple, majority vote of all members present and voting at a meeting held on or before June 31st of each calendar year. Any Officer vacancies occurring during the year may be filled by a majority vote of the remaining board. The term of officer shall be for one (1) year. The offices of President, Vice---President and Treasurer may only serve two (2) consecutive one (1) year terms per respective office. No person shall occupy the same elected office position for more than three (3) consecutive terms. An officer may be removed from office in the same manner as a regular member. Only one member of an immediate family may serve on the Executive Board at the same time unless prior approval is given by the Head of School. Failure of an Executive Board member to attend more than 3 meetings in a calendar year may be just cause for removal from that position. It is strongly preferred by Westlake Academy that officers have children currently enrolled in Westlake Academy, and when available, recommends officers have children who currently participate or are anticipated to participate in athletic programs. MEETINGS The Booster Club will meet at least monthly and at all other meetings called by the President. The annual meeting will be held within the month of June. All meetings are open to the general public. A majority of the Executive Board members shall constitute a quorum. Special meetings may be called by the President, or by a majority of the members of the Executive Board with at least 24 hour notice being given. Minutes of all meetings will be available upon request. Notice of Booster Club meetings will be posted at a location normally required by Westlake Academy. The Athletic Director or his/her designee shall be present at all meetings of the Booster Club. FISCAL YEAR The fiscal year will begin on June 1 and end on May 31st. FUNDRAISING All Booster Club fundraising projects must receive written approval from the Westlake Academy administration prior to any fundraising project. The Booster Club shall retain control over the initiation of the expenditures and the details of the project. The project must receive majority approval from the Executive Board before adoption and initiation as a club project. Note: The membership section on page 2 indicates that members may vote in business of the Booster Club. 7 USE OF CLUB FUNDS The Athletic Director shall serve as Booster Club advisor. He/she may not have control or signature authority over Booster Club funds. The Executive Board shall direct all fund uses. Single item expenses that exceed $500, or the same item if aggregated over 3 months exceeds $500, shall be voted on by the club members in a regular/called meeting of the Booster Club. Funds must support school activities and scholarships. Booster Club funds shall not be given to students. Funds shall not support athletic camps, clinics, private instruction, or similar activity outside of school. Requests for Booster Club funds from coaches must have prior approval from the Athletic Director before submission to the Booster Club. The Booster Club can only recommend the use of funds to the School Administration and may not require the funds be used for a specific project. Funds may be used to provide pre---season and post---season meals or banquets. The Athletic Director must give prior approval before the meal or banquet. COMMITTEES There may be standing, and temporary committees as determined by the Executive Board at any time. The committee is automatically dissolved as soon as that purpose is accomplished, and the committee report is made. Ad Hoc committees should complete their assignments within the current school year. If the objectives are not met at the end of the school year, officers will be required to reappoint members of the committee for the following year until the purpose of the committee has been achieved. Individuals who have a conflict of interest shall not be allowed to serve as members of the committee. For example, senior parents would not be included on a scholarship committee since their child is a potential recipient of the monies. Only members of the Booster Club shall be eligible to serve on any elective or appointive position. Committees are subject to the guidelines and direction as given by the Executive Board. Committees do not have the authority to obligate the Executive Board. A representative for each sport will be required. These representatives (ambassadors) will serve to assist and support the coaching staff with prescribed duties and responsibilities as documented in the individual sport operating manuals. (Example: WA boys basketball ambassador and WA girls basketball ambassador, WA track ambassador, WA football ambassador, etc.). The ambassadors will then recruit other Booster Club members to assist them as needed. PARLIAMENTARY RULES In all meetings of the Booster Club, the proceedings shall be governed by Robert’s Rules of Order. The order of meetings will be; Call to Order, Reading of the Minutes, Treasurer’s Report, Officer Reports, Committee Reports, Old Business, New Business, Athletic Department Report, and Adjournment. (See Sample Agenda) DISSOLUTION CLAUSE In the event the Booster Club is dissolved, all funds collected by the Booster Club toward the 8 promotion of support within the Westlake Academy and not used toward that purpose shall be used to pay all debts and liabilities incurred by the Booster Club. Any remaining monies shall be donated to the Westlake Academy and/or to charities qualifying for deduction under the regulations of the Internal Revenue Service and approved by majority vote of the Executive Board. AMENDMENTS These by---laws may be changed at a meeting by a two---thirds (2/3) vote of the members present at the meeting. Proposed changes will be emailed to the Booster Club members, posted on the internet site, and notice of proposed bylaw revisions will be listed on the agenda. Proposed changes will be discussed at a regular/called meeting of the Booster Club, with a vote taken at the next regular/called meeting. 9 WESTLAKE ACADEMY ATHLETIC BOOSTER CLUB FINANCIAL GUIDELINES AND PROCEDURES Procedures developed by The Booster Club Treasurer during the 2023 school year. Adopted at a meeting of the Booster Club on May XX, 2023. Budget Preparation •The treasurer shall prepare the yearly budget for adoption by the club. •The treasurer shall prepare yearly financial statements showing a recap from the previous year and details regarding all income and expenditures. (See sample budget.) Check Signatures •There will be 3 signatures on the signature card at the bank. •Two signatures will be required on each check. •Individuals may not sign checks written to themselves, their spouse or other family members. Deposits •All income received and turned in to the treasurer for deposit must be submitted with an Income Deposit Form showing the purpose of the deposit and totals for cash, check and coin. The form must be signed by the club member responsible for the deposit. The treasurer will accumulate deposit forms and make deposits. The Income Deposit Form will serve as a receipt of funds submitted to the treasurer. •The Treasurer will prepare and make all deposits in a timely manner as they are received. If income is greater than $250, daily deposits should be made. •Club income will always be turned into the treasurer or another officer with the accompanying Income Deposit Form. Income will not be dropped off and left unattended in a mailbox of an officer or placed in another designated area to be picked up later. Fundraising Projects •Before a fundraiser is adopted, the fundraiser committee chair will submit a projected budget for the fundraiser detailing income over expenditures. This projected budget will be used as a basis for whether or not the fundraiser is approved. •The fundraising chairperson will keep accurate records of transactions that can be cross--- referenced with the records of the treasurer. These transactional records will break 10 down the funds collected and for what purpose. •The chairperson of fundraisers will submit all expense reimbursements or vendor invoices to the club treasurer to be paid. If individual reimbursements exist outside of reimbursement to the chairperson, the Request for Check form must be reviewed and approved by the fundraising chairperson in addition to club officers. •Once the fundraiser is complete, the Treasurer will prepare a recap of the fundraiser listing income over expenditures. •If cash is accepted during fundraising events, receipts should be written to customers for individual cash transactions. •Receipt books should be turned into the treasurer at the conclusion of each fundraising event and reconciled to cash submitted with the Income Deposit form. Invoices •All vendor invoices or expenses incurred with vendors should be submitted to the treasurer for proper payment and tracking. •Expenses will be paid based upon priority and the due date listed on the invoice. •Expenses to be paid must be accompanied by an invoice, along with receipts or some form of documentation requesting the expense must be paid. Supporting documentation must be maintained for all expenses. Record Keeping •All deposit and expenditures shall be recorded to the proper chart of account for financial reporting and tracking. •The treasurer will maintain the Club’s chart of accounts and has the discretion to add additional account classifications as deemed necessary to classify income and expenses. •The treasurer will balance bank statements no less than 30 days after receiving the statement. •The treasurer shall prepare financial statements for each meeting showing the balance of the checkbook with all deposits and expenses since the previous meeting. Reimbursements •Expense reimbursements to club members or coaching staff shall be accomplished by filling out a Request for Check form and attaching all applicable receipts showing proof of expenditures. Request for Check forms must be verified and signed by an officer before being submitted to the treasurer for payment. Scholarships •Students awarded club scholarships must show proof of enrollment before funds are 11 distributed. Startup Cash •Startup cash should be requested by submitting a Request for Check form to the treasurer at least 3 business days prior to the event. •Startup cash will be the responsibility of the fundraising chairperson and should be turned in to the treasurer immediately after the fundraiser is terminated. •Startup cash returned after a fundraiser will be submitted with an Income Deposit form. •Startup deposits shall not be co- mingled with other club deposits. If $200 was requested in a Request for Check form, then a $200 deposit should exist when the funds are returned. Having the transactions detailed with an Income Deposit form and Request for Check form allows for easier reconciliation of startup cash that can be matched to Bank Deposits. 11 ADDITIONAL FINANCIAL GUIDELINES AND INFORMATION AUDIT COMMITTEE At the end of the fiscal year, an audit of the Booster Club’s financial records should be conducted. The audit should be performed by individuals who are independent from day---to---day financial activities. Ideally, this audit should be performed by a group of three individuals; however, if the membership size does not allow, the audit may be performed by two individuals. The primary objectives of the audit are to: •Verify the accuracy of the Treasurer’s financial reports. •Ensure that the club’s cash balances are accurate. •Determine that established procedures for handling booster funds have been followed. •Ensure that expenditures occurred in a manner consistent with the organization’s bylaws. •Ensure that all revenues have been appropriately received and recorded. •All members of the audit committee shall sign a statement indicating their agreement with the findings detailed in the report. The audit committee shall make a report to the general membership upon completion of the audit. Any discrepancies noted shall be brought to the attention of the president of the Booster Club and a resolution reached prior to presentation. All officers of the Booster Club shall make records available as requested by the committee. Suggested audit procedures are included in the next section. Copies of final audit reports should be submitted to the appropriate campus and district administrators by July 31 of each year in conjunction with the financial information requirements. 12 Booster Club Suggested Audit Program Audit Procedures: Bank Reconciliations 1.Trace ending balances on the reconciliations to bank statements, outstanding check lists, and other reconciling items. 2.Verify that bank reconciliations were completed within 30 days of bank statement ending date. 3.Ensure that any outstanding or reconciling items on the reconciliations were cleared the following month. 4.Verify that the balance in the bank account (at beginning of school year), plus total deposits per check register, minus total disbursements per check register, balances to ending bank account balance (at end of school year). Bank Statements 5.Determine whether a procedure is in place for a club member, other than those that have check signing ability, to receive bank statements by mail and review for reasonableness. 6.Determine whether any cash corrections were identified on bank statements. Ensure that reasonable explanations are available. 7.Compare the number of cleared checks included in the bank statement with the number that is noted on the bank statement to ensure agreement. 8.Ensure that cleared checks contain signatures of individuals authorized to sign checks. Ideally, bank accounts should be established to require two signatures. Receipts 9.From the check register or other accounting records, schedule each deposit (use of spreadsheets is helpful). If volume is significant, consider selecting only a representative sample. 10.Trace deposits to collection documentation and prepared cash receipts for agreement. 11.Trace deposits to bank statements to ensure agreement. 12.Ensure that receipts are presented for deposit in a timely manner by reviewing the dates of prepared cash receipts with the date of deposit on the bank statement. Disbursements 13.From the check register or other accounting records, schedule each check, withdrawal, or other debit (use of spreadsheets is helpful). If volume is significant, consider selecting only a representative sample. 14.Trace checks to supporting documentation such as invoices, receipts, approved expenses related to fundraisers, or other reasonable explanations. 13 15.Review the canceled check to ensure agreement of payee name, endorsement, and check amount. 16.Trace disbursements to budget approved by the membership or meeting minutes. 17.For bank withdrawals for the purpose of establishing a change fund for an event, confirm that the change fund was later re-deposited. Fundraisers 18.Evaluate each fundraiser individually by calculating the value of items available for sale or number of tickets sold, and comparing to deposits and remaining inventory, if any, to ensure agreement. 19.Determine whether fundraiser applications were prepared and submitted to the campus principal for each fundraiser. Miscellaneous 20.Inventory remaining check stock to confirm that all checks are present and sequential. Ensure that the check number for the last check issued and first check available in check stock are sequential. 21.Confirm that check stock is retained in a secure place when not in use. 22.Determine whether any checks were voided during the course of the year. Ensure that any voided checks are retained in the records but have been sufficiently modified to eliminate the possibility of clearing the bank (i.e., signature portion has been cut out of the check and VOID has been written across the check). 23.Ensure that sales tax reports were prepared and filed timely. 24.If IRS 990 form was filed, review for reasonableness. 14 Memorandum of Understanding Westlake Academy and the Westlake Academy Booster Club TBD 15 Athletic Ambassador Program The Ambassadors will serve to assist and support the athletic director and coaching staff with various duties and responsibilities as outlined. The Ambassador Program is the backbone of the Booster Club and is the driving force to solicit and secure parent participation for each sport. Football The Football Ambassador will be accountable for recruiting other volunteers and responsible for game day setup to include: •Updating player rosters. •Stocking and managing the concession stand. •Setting up 10x20 tent and chairs. •Setting out both (2) small generators and are full of fuel with extension cords attached. •Setup of the inflatable helmet (HS) and tunnel (JH) for player to run through before kickoff. •Setup tube men in front entrance. •Insuring lights are full of diesel fuel and running properly. •Confirm volunteers are assigned for Announcers, Admission/Sales, Concession Stand, Scoreboard, Chain Crew (2) and Down Marker. (See Football Game Day Operating Manual.) 16 Volleyball TBD Cross Country TBD Soccer TBD 17 Basketball The Basketball Ambassador will be accountable for recruiting other volunteers and be responsible for game day setup to include: •Confirm volunteers are assigned for Admission/Sales, Concession Stand, Scoreboard and Clock. •Stocking and managing the concession stand. •Managing and collecting Admissions. (See Basketball Game Day Operating Manual.) Baseball TBD 18 Track The Track Ambassador will be accountable for recruiting other volunteers and be responsible for track day setup to include: •Setting up 10x20 tent, tarp, chairs and trash can. •Posting event schedule and participation list. •Supplying morning snacks, lunch, etc. (Massage gun, foam roller, basic medical supplies; aspirin, sun protection, etc. (See Track Meet Operating Manual.) Golf TBD Tennis TBD 19 Cheerleading TBD Westlake Academy Booster Club Agenda-DRAFT August 23, 2023 1.Call Meeting to Order A.Attendance/Roll Call 2.Review and Approve Minutes 3.Financial Update/Treasurer Report 4.Review of Sports in Progress by Ambassadors A.Football- Ambassador(s) 1.Review of Playbook. Incudes season schedule, volunteer list and sign-ups to include concession stand, ticket sales/admissions, first down chains, down marker, announcer, tunnel crew, light maintenance, tent management, etc. B.Volleyball Ambassador Update C.Cross Country Ambassador Update D.Cheer Update 5.Spring Sports Update/Preparation by Ambassadors A.Baseball B.Basketball C.Cheer D.Golf E.Tennis F.Track G.Soccer 6.Review Projects in Process/New Business A.Season Ticket Card/Apple Wallet/New Ticket Point of Sale System B.Sports Schedules on Websites 7.Other Issues: Homecoming, Athletic Banquets 8.Follow-Up on Issues, Questions, Recap Meeting Decisions and Actions 9.Adjourn Meeting Westlake Academy Booster Club Agenda-DRAFT August 23, 2023 Sports Update: _______________________ Ambassador: ______________________ Period Covered: _______________________ Games/Events Played:__________________ Record/Results: _______________________ Season: ____________________________ Attendance: __________________________ Season: ____________________________ Gate Receipts: ________________________ Season: ____________________________ Concession Receipts: ___________________ Season: ____________________________ Discuss any needs, issues, opportunities. Westlake Academy Athletic Booster Club Budget 2023-2024 DRAFT Revenue:Budget Actual Variance Membership Fees -$ -$ -$ Football Admissions -$ -$ -$ Football Concessions -$ -$ -$ Basketball Admissions -$ -$ -$ Basketball Concessions -$ -$ -$ Donations General -$ -$ -$ Westlake Academy Gala -$ -$ -$ Total Revenue -$ -$ -$ Expenses:Budget Actual Variance Football Concession Stand Supplies -$ -$ -$ Basketball Concession Stand Supplies -$ -$ -$ Football Lights Rental -$ -$ -$ Football Lights Diesel Fuel -$ -$ -$ Schlorships/Hardships -$ -$ -$ Baseball Field Rental -$ -$ -$ Track Field Rental -$ -$ -$ Travel -$ -$ -$ Meals -$ -$ -$ Misc -$ -$ -$ Total Expenses:-$ -$ -$ Net Income/(Loss):-$ -$ -$ * To be updated monthly with YTD results. As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Football Game Day Operating Manual Westlake Academy Football Game Prep Wednesday ●Make sure lights are full of diesel fuel. Check lights by turning on and let run for a few minutes. ●Purchase whats needed for concession stand and setup. ●At 6:00 the Jr Varsity team will come over and lift the tents. After the tents (10x20) are fully extended, tie down each side with appropriate straps included with tents. Thursday ●Confirm volunteers needed: Chains (2), Down Marker (1), Scoreboard (1), Admissions (1-2), Announcer (1), Concession Stand (2-3). ●Prepare final rosters for JH, JV and Varsity. Make 50 copies of each. ●Place small (10x10) tent up for admissions. Setup table, table cloths and Westlake Academy banner. ●Setup 12 chairs inside large tent. ●Setup generator down where buses are parked. Run extension cords for tube man. ●Setup 2 tube men by tunnel and up front by entrance on both sides of bridge. ●Move helmet/tunnel to appropriate location. Use second generator, setup tube men. Leave up until team runs through. ●Move Spirit Trailer down road by bridge. Setup and plug into generator. (Do for first game and leave there foe the season.) ●Setup 2-3 small tents for visitor sidelines. (OPTIONAL) Friday ●Check lights for diesel fuel and fill as necessary. ●Around 6:00 inflate tunnel, turn on tube man, etc. ●Monitor lights. Westlake Academy Football Game Prep After the game: ●Store inflatable helmet/tunnel in supply room. ●Store tent and chairs in supply room. ●Move generators to storage in large container behind stands. ●Put tube men back in concession stand. ●Turn-off lights as most players and visitors have left the field. ●Close out Concesson Stand and count and secure proceeds. Other:Tarp on sidelines if wet/raining. Nail down with tent spikes. 2023 Westlake Blacksmith Football Varsity and Jr. Varsity Volunteer Schedule Jr Varsity Date Opponent Home/Away Announcers Admission/Sales Scoreboard Chain Crew (2)Down Marker Lights Tunnel Team Concessions Varsity Date Opponent Home/Away Announcers Admission/Sales Scoreboard Chain Crew (2)Down Marker Lights Tunnel Team Concessions 2023 Westlake Blacksmith Football Varsity and Jr. Varsity Volunteer Schedule Date Opponent Home/Away Announcers Admission/Sales Scoreboard Chain Crew (2)Down Marker Lights Tunnel Team Concessions Volunteer Pool: As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Volleyball Game Day Operating Manual As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Cross Country Operating Manual As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Soccer Game Day Operating Manual As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Basketball Game Day Operating Manual Westlake Academy Basketball Game Setup Before the game(s) starts: ●Confirm volunteer sheet for Admissions, Scoreboard, Clock and Concessions. ●Setup Admission table. ●Setup Concession Stand. After the game(s): ●Close down concession. Count and secure proceeds from concessions and admissions. 2023 Westlake Blacksmith Basketball Volunteer Schedule Week of:_____________________________ Date Team Opponent Admissions Scoreboard Clock Concessions As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Baseball Game Day Operating Manual As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Golf Tournament Day Operating Manual As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Tennis Tournament Day Operating Manual As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Track Meet Operating Manual Westlake Academy Track Meet Prep Our goal is to provide our student-athletes with the shelter, food, hydration, and overall support to have them perform their best. Before the track meet starts and coaches and student-athletes arrive: ●Setup 10x20 tent with a tarp for flooring. ●Setup 8 to 10 folding chairs. ●Setup large 8 x 2 folding table with table clothes. ●Setup tent sides as needed for sun or wind. ●Bring supplies; foam roller, massage gun, aspirin, sunscreen, band-aids, etc. ●Setup morning snacks; bananas, muffins, etc. ●Setup water and Gatorade coolers. ●When lunch arrives, setup on table and let student-athletes know. ●Tape track meet schedule and event participation on table. ●Bring trash can and setup near table. After the track meet: ●Load up remaining food and drink. ●Load up tent, chairs, etc. ●Check for misc. clothes, shoes, backpack, etc. left in tent. As of May XX, 2023 Westlake Academy Athletic Booster Club Westlake Academy Blacksmiths Cheerleading Operating Manual Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:23-137 Agenda Date:5/30/2023 Agenda #:F.1. TOWN STAFF REPORT RECCOMENDATIONS Consider approval of Town Council Board of Trustees Meeting Minutes from the following meeting(s): April 24, 2023, May 9, 2023, May 12, 2023, and May 15, 2023; and take appropriate action STAFF: Amy M. Piukana, TRMC, Town Secretary BACKGROUND: The Town Council will review and approve the following meeting minutes: ·April 24, 2023 ·May 9, 2023 ·May 12, 2023 ·May 15, 2023 Once approved,all meeting minutes will be executed and uploaded to the Town of Westlake website for transparency and Laserfiche software for state retention compliance. TOWN COUNCIL ACTION/OPTIONS: 1)Motion to approve minutes, as presented. 2)Motion to amend the minutes with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ Town of Westlake 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 Town Council/Board of Trustees Meeting Minutes 4:00 PM Council ChamberMonday, April 24, 2023 Present:Mayor Sean Kilbride, Mayor Pro Tem David Quint, Council Member Kim Greaves, Council Member Tim Shiner, and Council Member Anna White Absent:Council Member Chandrika Dasgupta A.WORK SESSION – Call to Order (4:00 P.M.) Mayor Kilbride called the Work Session meeting to order at 4:00 p.m. A.1.23-116 Discuss teacher compensation for Westlake Academy Director of Human Resources Sandy Garza briefed Town Council regarding options for teacher compensation. Council Member Greaves asked if we have comparison data of other charter school attrition to compare data. Mayor Kilbride requested a teacher tenure chart which indicates the person, position and years of service. Mayor Kilbride recessed into closed session at 4:22 p.m.and recessed from closed session at 4:55 p.m. B.CALL TO ORDER - Regular Meeting (5:00 P.M.) Mayor Kilbride called the meeting to order at 5 p.m. C.PLEDGE OF ALLEGIANCE Mayor Kilbride led the Pledge of Allegiance and Pledge to the Texas flag. Page 1 of 5 D.CITIZEN/PARENT COMMENTS: Andrew Kuster completed a speaker request form but was not present to speak. Town Council/Board of Trustees Meeting Minutes April 24, 2023 ITEMS OF COMMUNITY INTEREST: Director of Communications Jon Sasser briefed Town Council regarding items of community interest. F.REPORTS: F.1.23-97 Receive a Quarterly Financial Report for the Municipal Budget Director of Finance Cayce Lay Llamas provided a municipal budget report. Mayor Pro Tem Quint requested staff provide clear guidelines as to what budget items need Council approval. (Example: salary increases) Mayor Pro Tem Quint requested a rate of return for our target list and achievements to ensure we are meeting our investment policy. F.2.23-112 Receive a Quarterly Report from the Planning & Zoning Commission Director of Planning and Development Ron Ruthven provided a presentation regarding development in Westlake. Mr. Michael Beaty was present to provide updates regarding the Entrada Development and possible restaurants coming to the area. After discussion, Mayor Kilbride recessed for a break at 6:19 p.m. F.3. 23-114 Receive a Quarterly Report from the House of Commons (HOC) Mary Beth Ray speaker of the House of Commons (HOC) spoke providing the Town Council/Board of Trustees with an overview of events throughout the year. Mayor Pro Tem Quint suggested providing financial updates to allow better transparency. Council Member Greaves suggested a memorandum of understanding to help streamline affiliates. Council Member Greaves suggested having a representative from the School on the HOC. Ms. Ray requested the Town Council/Board of Trustees consider a permanent spirit shop location. F.4. 23-117 Receive a Quarterly Report from the Westlake Academy Athletics Club (WAAC) President of the Westlake Academy Athletics Club Mr. John Davidson provided an overview. Mayor Pro Tem Quint suggested providing financial updates to the Town Finance Director to ensure transparency and communication. Both Mayor Pro Tem Quint and Council Member Greaves noted a memorandum of understanding is necessary to be clear on liabilities. Mayor Pro Tem Quint and Council Member White suggested Mr. Davidson provide a list of needs to allow the Town Council Board of Trustees to review and prioritize needs prior to budget reviews. Page 2 of 5 E. Town Council/Board of Trustees Meeting Minutes April 24, 2023 Resident Victor Sansone spoke regarding the sustainability and efficiency of the athletic program and expressed concerns regarding the lack of budget and the dependence upon the private affiliate to fund the program. G.CONSENT AGENDA: G.1.23-107 Consider approval of Town Council Board of Trustees Meeting Minutes from the following meeting(s): March 27, 2023; and take appropriate action G.2.RES 23-29 Consider approving Resolution 23-29 approving the Organizational Chart to reflect current operations.; and take appropriate action A motion was made by Mayor Pro Tem Quint to approve Consent Item G.1 and G.2, as presented. Motion seconded by Council Member Greaves. Motion approved unanimously. H.PUBLIC HEARING: H.1.ORD-964 Conduct a public hearing and consider adopting Ordinance 964 approving a zoning change request from O-Office Park District to Planned Development District Number 8 (PD8), including a concept plan, to allow for a hotel to be located on the portion of Lot 1, C.M. Throop No. 1510 Addition that is located within the Town of Westlake. The subject property is located at 3300 T.W. King Road at the northwest corner of T.W. King Road and State Highway 114; and take appropriate action (Continued from the March 27, 2023 Town Council meeting) Director of Planning and Development Ron Ruthven noted the applicant has requested to table this item. Council Member White made a motion to table this item to the May 22, 2023 meeting. Motion seconded by Mayor Pro Tem Quint. Motion approved unanimously. I.REGULAR AGENDA ITEM(S) I.1.RES 23-28 Consider approving Resolution 23-28 authorizing participation in Texas Cooperative Liquid Assets Security System as an authorized investment; and take appropriate action Director of Finance Cayce Lay Llamas briefed Town Council regarding this item. After discussion, a motion was made by Mayor Pro Tem Quint to table this item to allow the Town Council time to review the investment policy. Motion seconded by Council Member White. Motion approved unanimously. approved. Page 3 of 5 Town Council/Board of Trustees Meeting Minutes April 24, 2023 J.CLOSED EXECUTIVE SESSION J.1.23-108 The Town Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551 for the following: (a) Section 551.071(2): Consultation with Town 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. (Contract with Keller Police Department) and (Entrada) (b) Section 551.089: Deliberation regarding Security Audits or Security Personnel (Westlake Academy School Resource Officer) (c) Section 551.074(a)(1): Deliberation regarding Personnel Matters (Evaluation of Town Secretary); (Town Manager Contract) and (Westlake Academy Personnel Duties and Organizational) Mayor Kilbride recessed at 7:24 to continue closed session discussions. K.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS Mayor Kilbride reconvened into open session at 9:50 p.m. As a result of closed session, a motion was made by Council Member Greaves, seconded by Council Member White to amend the Town Manager's contract. Motion approved unanimously. A motion was made by Council Member Shiner to amend the Town Secretary's contract to include an annual pay increase. Motion seconded by Mayor Pro Tem Quint. Motion approved unanimously. L.COUNCIL RECAP/STAFF DIRECTION None provided. M.FUTURE AGENDA ITEMS: None provided. Page 4 of 5 N.ADJOURNMENT Mayor Kilbride adjourned the meeting at 9:41 p.m. Signed by: ______________________________ Mayor Sean Kilbride Attested by: _____________________________ Amy M. Piukana, TRMC Town Secretary Town Council/Board of Trustees Meeting Minutes April 24, 2023 Page 5 of 5 Town of Westlake 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 Town Council/Board of Trustees Meeting Minutes 4:00 PM Council ChamberTuesday, May 9, 2023 Special Called Meeting - Closed Session Present:Mayor Sean Kilbride, Mayor Pro Tem David Quint, Council Member Kim Greaves, Council Member Tim Shiner, and Council Member Anna White (Council Member Chandrika Dasgupta was absent.) A.CLOSED EXECUTIVE SESSION (4:00 P.M.) Mayor Kilbride called the meeting to order at 4 p.m. A.1.23-135 The Town Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551 for the following: (a) Section 551.071(2): Consultation with Town 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. (b) Section 551.074(a)(1): Deliberation regarding Personnel Matters (Evaluation of Head of School) and (Westlake Academy Personnel Duties and Organizational Structure) Mayor Kilbride recessed into closed session at 4:03 p.m. B.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS No action was taken. C.ADJOURNMENT Mayor Kilbride adjourned the meeting at 5:39 p.m. Signed by: __ Mayor Sean Kilbride Attested by: ____________________________ Town Secretary Page 1 of 2 Town Council/Board of Trustees Meeting Minutes May 9, 2023 Page 2 of 2 Town of Westlake 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 Town Council/Board of Trustees Meeting Minutes 4:00 PM Council ChamberFriday, May 12, 2023 Present:Mayor Sean Kilbride, Council Member Kim Greaves, Council Member Tim Shiner, Council Member Anna White, and Victor Sansone III Absent:Mayor Pro Tem David Quint A.CALL TO ORDER (4:00 P.M.) Mayor Kilbride called the meeting to order at 4 p.m. B.PLEDGE OF ALLEGIANCE Mayor Kilbride led the Pledge of Allegiance and Pledge to the Texas Flag. B.1.23-127 Recognition of outgoing Town Council/Board of Trustees Member Chandrika Dasgupta Mayor Kilbride recognized outgoing Council Member Chandrika Dasgupta with a plaque for her years of service to the Town of Westlake. Ms. Dasgupta was not in attendance. B.2.23-128 Oath of Office provided to Town Council/Board of Trustees Anna White, Tim Shiner and Victor Sansone Municipal Judge Eric Ransleben provided the Oath of Office to Council Member(s)Anna White, Tim Shiner and Victor Sansone III. C.ADJOURNMENT Mayor Kilbride adjourned the meeting at 5:22 p.m. Signed by: Attested by:___ Page 1 of 2 Town Council/Board of Trustees Meeting Minutes May 12, 2023 Town of Westlake 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 Town Council/Board of Trustees Meeting Minutes 4:00 PM Council Chamber Monday, May 15, 2023 Special Called Meeting Present: Mayor Sean Kilbride, Council Member Kim Greaves, Council Member Tim Shiner, Council Member Anna White, Victor Sansone III (Present for Closed Session only) Absent: Mayor Pro Tem David Quint A. CLOSED EXECUTIVE SESSION (4:00 P.M.) Mayor Kilbride called the meeting to order at 4 p.m. A.1. 23-141 The Town Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551 for the following: (a) Section 551.074(a)(1): Deliberation regarding Personnel Matters (Head of School) and (Westlake Academy Personnel Duties and Organizational Structure) Mayor Kilbride recessed into closed executive session at 4:02 p.m. B. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS As a result of closed session, a motion was made by Council Member Shiner to approve a separation agreement with the Head of School Sean Wilson. Motion seconded by Council Member White. Motion approved unanimously. A motion was made by Council Member White to appoint Mayor Kilbride as President of Board of Trustees, as signatory for reports on behalf of the Westlake Academy and for hiring authority. Motion seconded by Council Member Greaves. Motion approved unanimously. C. REGULAR AGENDA ITEM(S) C.1. 23-145 Consider approving a Westlake Academy Organizational Chart to reflect current operations; and take appropriate action A motion was made by Council Member Greaves to approve the recommended Westlake Academy Organizational Chart. (See exhibit) Motion seconded by Council Member White. Motion approved unanimously. Page 1 of 2 Town Council/Board of Trustees Meeting Minutes May 15, 2023 recommended Westlake Academy Organizational Chart. Motion seconded by Council Member White. Motion approved unanimously. D. ADJOURNMENT There being no further business, Mayor Kilbride adjourned the meeting at 5:18 p.m. Signed by: _________________________ Mayor Attested by: ________________________ Town Secretary Page 2 of 2 Option 1:Preferred option The table below shows a preferred organizational structure organized through a K-5,6-8,9-12 model.Each principal and Head of School (HOS)is followed by a list of who will report to them. Board/Head of School Elementary Principal PYP K-5 (342 students) Middle School Principal MYP 6-8 (225)*265 High School Principal MYP &DP 9-12 (315-325) 3 Principals AP *AP AP Foundation PYP Coordinator MYP Coordinator (6-10)*.5 DP Coor/Teacher Accountability Director (attendance clerk; PowerSchool,Front Office Assistants) PYP Counselor MS Counselor College Counselor Nurse 504 Coordinator and Testing Coordinator HS Counselor SPED Secondary Librarian IT/CAS (Maru) Athletic Director *New and/or modified position. *265 is with an increase in enrollment. Strengths: ●Maximize positive influence on classroom learning and student growth with 2 instructional leaders in each school. ●Increase the ability for coaching opportunities with increased presence of instructional leaders. ●Provide dedicated leadership for a high school that maximizes alignment between grades,to a) improve the critical transition between 10th grade and the first year of the Diploma Programme and b) strengthen even further student achievement on AP/IB exams. ●Equitable shared support across the IB continuum. ●Reduce discipline issues -more leaders (2 APs)to shape behavior ●AD reporting to secondary principals strengthens connection between academics and athletics ●Under the High School model,all official transcript courses,instruction and planning is unified. Costs: ●Requires 1 new administrator*and a .5 Coordinator.*The coordinator position would be a .5 teaching position and the cost should be offset based on current FTE allocations. In the Interim: ●Weekly and/or bi-weekly meetings will need to take place with the Accountability Director and Technology and all principals. ●Weekly and/or bi-weekly meetings will need to take place with the Athletic Director and secondary principals. ●Foundation will report to the Town Manager. ●The CLT (Campus Leadership Team)would be reinstituted to be inclusive of the principals,APs,IB coordinators and the accountability director weekly meetings. Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 23-13 Agenda Date:5/30/2023 Agenda #:F.2. ACADEMY STAFF REPORT RECCOMENDATIONS Consider approving a WA Resolution 23-13 approving the Instructional Materials Allotment funds; and take appropriate action STAFF: Carolyn Anderson, Assistant Principal PYP BACKGROUND: School districts and charter schools receive an Instructional Materials Allotment (IMA) on a biannual basis to support classroom instruction. The IMA provides money to purchase textbooks, resources, and technology to support the curriculum. In order to receive funds, districts, and charter schools are required to certify annually to the State Board of Education and the commissioner that, for each subject in the required curriculum, students have access to instructional materials that cover all of the Texas Essential Knowledge and Skills (TEKS). In the attachments is a chart of resources that are used at Westlake Academy to support student learning and the TEKS. For the 2023-2024 school year, the Board of Trustees must approve the use of these funds for instructional materials. FISCAL IMPACT: The funding amount is usually provided in July/August by TEA. STAFF RECOMMENDATION: Approve IMA. BOARD OF TRUSTEES ACTION/OPTIONS: 1)Motion to approve 2)Motion to amend with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ TEKS Certification 2023-24 Form TEKS Certification 2023-24 Form ............................................................................................................................................ 1 Survey Pre-Work: ................................................................................................................................................................ 3 Instructions to Complete the TEKS Certification Process for 2023-24 ............................................................................... 3 Additional Supports ............................................................................................................................................................ 4 Review Terminology ............................................................................................................................................................ 4 About the Qualtrics Survey ................................................................................................................................................. 4 TEKS Certification and Allotment Survey ............................................................................................................................ 5 Background Information ..................................................................................................................................................... 5 District Information ............................................................................................................................................................. 5 Reading Language Arts TEKS Certification .......................................................................................................................... 6 Scope and Sequence - All Grade Levels RLA ................................................................................................................... 6 English Reading Language Arts K-5 TEKS Coverage Certification .................................................................................... 6 English Reading Language Arts K-5 Instructional Materials ............................................................................................ 6 Spanish Reading Language Arts K-5 TEKS Coverage Certification .................................................................................. 7 Spanish Reading Language Arts K-5 Instructional Materials........................................................................................... 8 English Reading Language Arts 6-8 TEKS Coverage Certification .................................................................................... 9 English Reading Language Arts 6-8 Instructional Materials ............................................................................................ 9 English Reading Language Arts 9-12 TEKS Coverage Certification ................................................................................ 10 English Reading Language Arts 9-12 Instructional Materials ........................................................................................ 10 Mathematics TEKS Certification ........................................................................................................................................ 12 Mathematics K-5 TEKS Coverage Certification ............................................................................................................. 12 Mathematics K-5 Instructional Materials ..................................................................................................................... 12 Mathematics 6-8 TEKS Coverage Certification ............................................................................................................. 13 Mathematics 6-8 Instructional Materials ..................................................................................................................... 13 Mathematics 9-12 TEKS Coverage Certification ........................................................................................................... 14 Mathematics 9-12 Instructional Materials ................................................................................................................... 14 Social Studies TEKS Certification ....................................................................................................................................... 15 Social Studies K-5 TEKS Coverage Certification ............................................................................................................. 15 Social Studies K-5 Instructional Materials ..................................................................................................................... 15 Social Studies 6-8 TEKS Coverage Certification ............................................................................................................. 16 Social Studies 6-8 Instructional Materials ..................................................................................................................... 16 Social Studies 9-12 TEKS Coverage Certification ........................................................................................................... 17 Social Studies 9-12 Instructional Materials ................................................................................................................... 17 Science TEKS Certification ................................................................................................................................................. 19 Science K-5 TEKS Coverage Certification ....................................................................................................................... 19 Science K-5 Instructional Materials ............................................................................................................................... 19 Science 6-8 TEKS Coverage Certification ....................................................................................................................... 20 Science 6-8 Instructional Materials ............................................................................................................................... 20 Science 9-12 TEKS Coverage Certification ..................................................................................................................... 21 Science 9-12 Instructional Materials ............................................................................................................................. 21 Phonics Informational Questions ...................................................................................................................................... 22 Children’s Internet Protection .......................................................................................................................................... 22 Additional Informational Questions (Optional)* .............................................................................................................. 22 TEKS Certification and Allotment Survey Ratification [Printed and uploaded PDF] ......................................................... 24 Other Certified Subject Areas: .......................................................................................................................................... 25 Survey Pre-Work: TEKS Certification 2023–24 Form In accordance with Texas Education Code §31.004, local education agencies (LEAs) are required to certify annually to the State Board of Education (SBOE) and the commissioner that students have access to instructional materials covering all Texas Essential Knowledge and Skills (TEKS) for all required subjects, except physical education. Additionally, in accordance with Texas Administrative Code 19 TAC §66.105, LEAs are required to certify that they protect against access to obscene or harmful content in compliance with the requirements for certification under the Children's Internet Protection Act, 47 USC §254(h)(5)(B) and (C). The TEKS Certification 2023–24 Survey includes a section to allow LEAs to certify they meet this requirement. In response to feedback from last year’s process, the agency refined the TEKS Certification Process and will utilize the following tools: TEKS Certification 2023-24 Form: Printable, hard copy of the survey to be completed offline and presented to the board of trustees or governing body for ratification and signatures. TEKS Certification 2023-24 Survey: Web-based application where LEAs will submit their responses, collected on the TEKS Certification 2023-24 Form, and where LEAs will upload the signature page of the Form. This year’s TEKS Certification Process requires:  The completion of the TEKS Certification 2023-24 Form,  Ratification by the LEA’s board of trustees or governing body in an open, public-noticed meeting; and  Submission of the TEKS Certification 2023-24 Survey and upload of the signature page of the ratified TEKS Certification 2023-24 Form. TEA recommends that LEAs complete these steps by May 1, 2023. The TEKS Certification 2023-24 Survey can be accessed beginning on March 20, 2023, on the Instructional Materials webpage. The state online instructional materials ordering system, EMAT, will close for annual maintenance on March 31, 2023, and is scheduled to reopen on May 15, 2023. Completion of the TEKS Certification Process is required to regain access to allotment funds when EMAT reopens in May of 2023. TEKS Certification 2023–24 Survey submissions received after May 15, 2023, will typically be processed within five business days, then access to EMAT provided. Instructions to Complete the TEKS Certification Process for 2023-24 1. Review the TEKS Certification 2023-24 Form. 2. Gather information: The form may require consultation with content area leads or other LEA staff. 3. Complete TEKS Certification 2023-24 Form: Complete the TEKS Certification 2023–24 Form by hand or digitally. 4. Obtain needed signatures: Ratify the TEKS Certification 2023-24 Form by the LEA’s board of trustees or governing body in an upcoming, open board meeting. 5. Submit TEKS Certification 2023-24 Survey: Complete the online TEKS Certification 2023–24 Survey by answering the questions. Inside the survey you will upload the signature page of the signed Allotment and TEKS Certification 2023–24 Form from Step 4. The survey will be open for submissions beginning Monday, March 20, 2023, and will be located on the Instructional Materials website. Additional Supports  The TEA will be hosting a webinar to review the TEKS Certification 2023–24 Process on Monday, March 20, at 2:00 p.m. CDT. You can find the registration link here.  The TEA will host office hours on Tuesday, March 28, at 11:00 a.m. CDT. Registration link for office hours can be found here.  For questions about the TEKS Certification 2023–24 form, survey, or process, please submit a Help Desk ticket. Review Terminology Additional Supports  Scope and Sequence: A document that provides a brief outline of the standards and a recommended teaching order for a particular course/grade-level over the course of a school year.  Full-subject materials (often referred to as Tier 1 or core materials): Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials.  Supplemental materials (may be used in Tier 1, Tier 2, or Tier 3 settings): Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend supports in a particular subject and/or grade band. About the Qualtrics Survey Within the Qualtrics survey, you will be given a list of commonly known publishers and products. Should your district use a district-developed product, or the product is not listed, you will be asked to write in the name of the publisher and product. TEKS Certification 2023–24 Form Background Information QUESTION 1.0: Name of person completing this form QUESTION 1.1: Your email address QUESTION 1.2: Select the role that best describes your position at your district or charter: [Single Select] ☒Instructional Material Coordinator ☐Curriculum Director ☐Principal ☐Administrative Assistant ☐Superintendent ☐Other LEA Information QUESTION 2.0: Region # QUESTION 2.1: District or Charter Name and County District Number QUESTION 2.2: Superintendent's Name QUESTION 2.3: Superintendent's email address QUESTION 2.4: School board president's or governing body’s name QUESTION 2.5: School board president's or governing body’s email address QUESTION 2.6: Date of the school board meeting at which the TEKS Certification Form was presented and approved Carolyn Anderson INSERT HERE canderson@westlakeacademy.org ESC Region 11-Ft. Worth ESC 11 – Ft. Worth – Westlake Academy Charter School 220810 Dr. Sean Wilson swilson@westlakeacademy.org Sean Kilbride skilbride@westlaketx.gov May 22, 2023 Reading Language Arts TEKS Certification Scope and Sequence - All Grade Levels RLA QUESTION 3.0: Do you manage the scope and sequence of your reading language arts content at a LEA (district or charter) level? Please indicate your LEA’s approach to managing the scope and sequence of the reading language arts content in each of the following grade bands. [Single select for each grade band] Do not manage scope and sequence at a LEA level Use product- specific scope and sequence Use LEA-developed scope and sequence Use Texas Resource System (TRS) scope and sequence N/A QUESTION 3.1: Kindergarten – 2nd Grade ☐ ☐ ☒ ☐ ☐ QUESTION 3.2: 3rd –5th Grade ☐ ☐ ☒ ☐ ☐ QUESTION 3.3: 6th –8th Grade ☐ ☐ ☒ ☐ ☐ QUESTION 3.4: 9th - 12th Grade ☐ ☐ ☒ ☐ ☐ English Reading Language Arts K-5 TEKS Coverage Certification QUESTION 4.0: For school year 23–24 will your LEA make materials available for use that cover 100% of the K–5 English RLA TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials.) [Single Select] ☒Yes ☐No English Reading Language Arts K-5 Instructional Materials QUESTION 5.0: Share the full-subject publisher/ product that teachers in your LEA will use regularly (once a week or more, on average) for K-5 English RLA instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades K–2 English RLA full- subject publisher/ product used: Grades 3–5 English RLA full- subject publisher/ product used: Lucy Calkins Phonics Lucy Calkins Writing QUESTION 5.1: Share the supplemental publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for K-5 English RLA instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend supports in a particular subject and/or grade band. Grades K–2 English RLA supplemental publisher/ product used: Grades 3–5 English RLA supplemental publisher/ product used: Spanish Reading Language Arts K-5 TEKS Coverage Certification QUESTION 6.0: For school year 23–24 will your LEA make materials available for use that cover 100% of the K-5 Spanish RLA TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials.) [Single select] ☐Yes ☒No Lucy Calkins Phonics Lucy Calkins Writing Imagination Station, Inc. iStation Reading Learning A-Z, LLC. Jeff Anderson - Patterns of Power and Patterns of Wonder RLA Perfection Learning Benson Handwriting Lexia Learning Imagination Station, Inc. iStation Reading Learning A-Z, LLC. Jeff Anderson - Patterns of Power RLA Perfection Learning Benson Handwriting Lexia Learning Spanish Reading Language Arts K-5 Instructional Materials QUESTION 7.0: Share the full-subject publisher/ product that teachers in your LEA will use regularly (once a week or more, on average) for K-5 Spanish RLA instruction to ensure coverage of 100% of the TEKS. [Single select for each grade band] Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades K–2 Spanish RLA full- subject publisher/ product used: Grades 3–5 Spanish RLA full- subject publisher/ product used: QUESTION 7.1: Share the supplemental publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for K-5 Spanish RLA instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend supports in a particular subject and/or grade band. Grades K–2 Spanish RLA supplemental publisher/ product used: Grades 3–5 Spanish RLA supplemental publisher/ product used: Insert here Rockalingua Edelsa - Subarino English Reading Language Arts 6-8 TEKS Coverage Certification QUESTION 8.0: For school year 2023–24 will your LEA make materials available for use that cover 100% of the English 6- 8 RLA TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials) [Single select] ☒Yes ☐No English Reading Language Arts 6-8 Instructional Materials QUESTION 9.0: Share the full-subject publisher/ product that teachers in your LEA will use regularly (once a week or more, on average) for English 6-8 RLA instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades 6-8 English RLA full- subject publisher/ product used: QUESTION 9.1: Share the supplemental publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for English 6-8 RLA instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend supports in a particular subject and/or grade band. Grades 6-8 English RLA supplemental publisher/ product used: Descubre el espanol con Santillana Colega 3-5 Antillana Antologia Insert here English Reading Language Arts 9-12 TEKS Coverage Certification QUESTION 10.0 For school year 2023-24 will your LEA make materials available for use that cover 100% of the English 9-12 RLA TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials.) ☒Yes ☐No English Reading Language Arts 9-12 Instructional Materials QUESTION 11.0 Share the full-subject publisher/ product that teachers in your LEA will use regularly (once a week or more, on average) for English 9-12 RLA instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades 9 - 12 English RLA full- subject publisher/ product used: QUESTION 11.1 Share the supplemental publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for English 9-12 RLA instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend su pports in a particular subject and/or grade band. Grades 9-12 English RLA supplemental publisher/ product used: Mirrors and Windows Carnegie Learning Inc. dba EMC Publishing LLC Insert here Mirrors and Windows Carnegie Learning Inc. dba EMC Publishing LLC Mathematics TEKS Certification QUESTION 12.0: Do you manage the scope and sequence of your mathematics content at a LEA (district or charter) level? Please indicate your LEA’s approach to managing the scope and sequence of the mathematics content in each of the following grade bands. [Single Select for each grade band] Do not manage scope and sequence at a LEA level Use product- specific scope and sequence Use LEA-developed scope and sequence Use Texas Resource System (TRS) scope and sequence N/A Question 12.1: Kindergarten – 2nd Grade ☐ ☐ ☒ ☐ ☐ Question 12.2: 3rd –5th Grade ☐ ☐ ☒ ☐ ☐ Question 12.3: 6th –8th Grade ☐ ☐ ☒ ☐ ☐ Question 12.4: 9th - 12th Grade ☐ ☐ ☒ ☐ ☐ Mathematics K-5 TEKS Coverage Certification QUESTION 13.0: For school year 2023-24 will your LEA make materials available for use that cover 100% of the K–5 Mathematics TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials.) [Single Select] ☒Yes ☐No Mathematics K-5 Instructional Materials QUESTION 14.0: Share the full-subject publisher/ product that teachers in your LEA will use regularly (once a week or more, on average) for K–5 Mathematics instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades K–5 Mathematics full- subject publisher/ product used: QUESTION 14.1: Share the supplemental publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for K-5 Mathematics instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend su pports in a particular subject and/or grade band. Grades K–5 Mathematics supplemental publisher/ product used: Mathematics 6-8 TEKS Coverage Certification QUESTION 15.0 For school year 2023-24 will your district make materials available for use that cover 100% of the 6-8 Mathematics TEKS? (This includes teacher- or LEA-developed materials. You may select “yes” even if not all classrooms use the same materials). [Single Select] ☒Yes ☐No Mathematics 6-8 Instructional Materials QUESTION 16.0: Share the full-subject publisher/product that teachers in your LEA or charter will regularly use (once a week or more, on average) for 6-8 Mathematics instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades 6-8 Mathematics full- subject publisher/ product used: QUESTION 16.1: Share the supplemental publisher/product that teachers in your LEA or charter will regularly use (once a week or more, on average) for 6-8 Mathematics instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend su pports in a particular subject and/or grade band. Grades 6–8 Mathematics supplemental publisher/ product used: Accelerate Learning – STEM scopes Texas Math Imagination Station – iStation Bridges Math Saavas Realize Math Insert here Mathematics 9-12 TEKS Coverage Certification QUESTION 17.0: For School Year 2023-24 will your LEA make materials available for use that cover 100% of the 9-12 Mathematics TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials.) [Single Select] ☒Yes ☐No Mathematics 9-12 Instructional Materials QUESTION 18.0: Share the full-subject publisher/product that teachers in your LEA or charter will regularly use (once a week or more, on average) for 9-12 Mathematics instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades 9-12 Mathematics full- subject publisher/ product used: QUESTION 18.1: Share the supplemental publisher/product that teachers in your LEA or charter will regularly use (once a week or more, on average) for 9-12 Mathematics instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend supports in a particular subject and/or grade band. Grades 9-12 Mathematics supplemental publisher/ product used: HMH – Texas Go Math! Imagine Math iStation Insert here HMH – Algebra 1 HMH- Algebra 2 HMH – Geometry McGraw-Hill – Texas Algebra 1, Algebra 2, Geometry, Precalculus Social Studies TEKS Certification QUESTION 19.0: Do you manage the scope and sequence of your social studies content at a LEA (district or charter) level? Please indicate your LEA’s approach to managing the scope and sequence of the social studies content in each of the following grade bands. [Single Select for each grade band] Do not manage scope and sequence at a LEA level Use product- specific scope and sequence Use LEA-developed scope and sequence Use Texas Resource System (TRS) scope and sequence N/A Question 19.1: Kindergarten – 2nd Grade ☐ ☐ ☒ ☐ ☐ Question 19.2: 3rd –5th Grade ☐ ☐ ☒ ☐ ☐ Question 19.3: 6th –8th Grade ☐ ☐ ☒ ☐ ☐ Question 19.4: 9th - 12th Grade ☐ ☐ ☒ ☐ ☐ Social Studies K-5 TEKS Coverage Certification QUESTION 20.0: For school year 2023-24 will your LEA make materials available that cover 100% of the Grades K–5 Social Studies TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials.) ☒Yes ☐No Social Studies K-5 Instructional Materials QUESTION 21.0: Share the full-subject publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for K-5 Social Studies instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades K-5 Social Studies full- subject publisher/ product used: QUESTION 21.1: Share the supplemental publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for K-5 Social Studies instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend su pports in a particular subject and/or grade band. Insert here Grades K-5 Social Studies supplemental publisher/ product used: Social Studies 6-8 TEKS Coverage Certification QUESTION 22.0: For school year 2023-24 will your LEA make materials available that cover 100% of the 6-8 Social Studies TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials.) ☒Yes ☐No Social Studies 6-8 Instructional Materials QUESTION 23.0: Select full-subject publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for 6-8 Social Studies instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades 6-8 Social Studies full- subject publisher/ product used: QUESTION 23.1: Share the supplemental publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for 6-8 Social Studies instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend su pports in a particular subject and/or grade band. Grades 6-8 Social Studies supplemental publisher/ product used: Newsela CNN-10 Insert here Social Studies 9-12 TEKS Coverage Certification QUESTION 24.0: For school year 2023-24 will your LEA make materials available that cover 100% of the 9-12 Social Studies TEKS? (This includes teacher- or LEA-developed materials. You may select “yes” even if not all classrooms use the same materials.) ☒Yes ☐No Social Studies 9-12 Instructional Materials QUESTION 25.0: Share the full-subject publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for 9-12 Social Studies instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades 9 - 12 Social Studies full- subject publisher/ product used: QUESTION 25.1: Share the supplemental publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for 9-12 Social Studies instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend supports in a particular subject and/or grade band . Grades 9 - 12 Social Studies supplemental publisher/ product used: Newsela McGraw – Hill School Education LLC- World Cultures and Geography/ Texas History/ US History Insert here Newsela McGraw – Hill School Education LLC- World Cultures and Geography/ Texas History/ US History Science TEKS Certification QUESTION 26.0: Do you manage the scope and sequence of your science content at a LEA (district or charter) level? Please indicate your LEA’s approach to managing the scope and sequence of the science content in each of the following grade bands. [Single select for each grade band] Do not manage scope and sequence at a LEA level Use product- specific scope and sequence Use LEA-developed scope and sequence Use Texas Resource System (TRS) scope and sequence N/A Question 26.1: Kindergarten – 2nd Grade ☐ ☐ ☒ ☐ ☐ Question 26.2: 3rd –5th Grade ☐ ☐ ☒ ☐ ☐ Question 26.3: 6th –8th Grade ☐ ☐ ☒ ☐ ☐ Question 26.4: 9th – 12th Grade ☐ ☐ ☒ ☐ ☐ Science K-5 TEKS Coverage Certification QUESTION 27.0: For school year 2023-24 will your LEA make materials available that cover 100% of the K–5 Science TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials.) ☒Yes ☐No Science K-5 Instructional Materials QUESTION 28.0: Share the full-subject publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for K-5 Science instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades K-5 Social Science full- subject publisher/ product used: QUESTION 28.1: Share the supplemental publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for K-5 Science instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend su pports in a particular subject and/or grade band. Insert here Grades K-5 Science supplemental publisher/ product used: Science 6-8 TEKS Coverage Certification QUESTION 29.0: For school year 2023-24 will your LEA make materials available that cover 100% of the 6-8 Science TEKS? (This includes teacher- or LEA-developed materials. You may select "yes" even if not all classrooms use the same materials.) ☒Yes ☐No Science 6-8 Instructional Materials QUESTION 30.0: Share the full-subject publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for 6-8 Science instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades 6 - 8 Science full- subject publisher/ product used: QUESTION 30.1: Share the supplemental publisher/product that teachers in your district or charter will regularly use (once a week or more, on average) for 6-8 Science instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend supports in a particular subject and/or grade band. Grades 6 - 8 Science supplemental publisher/ product used: Discovery Education Inc. – Techbook Brain Pop Saavas Realize STEM scopes Incorporated – STEMscopes 2.0 Insert here Science 9-12 TEKS Coverage Certification QUESTION 31.0: For school year 2023-24 will your LEA make materials available that cover 100% of the 9-12 Science TEKS? (This includes teacher- or district-developed materials. You may select "yes" even if not all classrooms use the same materials.) ☒Yes ☐No Science 9-12 Instructional Materials QUESTION 32.0: Share the full-subject publisher/product that teachers in your LEA will regularly use (once a week or more, on average) for 9-12 Science instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades 9 – 12 Science full- subject publisher/ product used: QUESTION 32.1: Share the supplemental publisher/product that teachers in your district or charter will regularly use (once a week or more, on average) for 9-12 Science instruction to ensure coverage of 100% of the TEKS (do not include products used to build classroom libraries). Supplemental Materials: Materials not designed to cover 100% of the TEKS but designed to complement, enrich, and/or extend su pports in a particular subject and/or grade band. Grades 9 - 12 Science supplemental publisher/ product used: Discovery Education Inc. – Techbook McGraw Hill Education – Texas Glencoe iScience STEM scopes Incorporated – STEM scopes 2.0 Insert here Discovery Education Inc. – Techbook McGraw Hill Education – Texas Glencoe iScience STEM scopes Incorporated – STEM scopes 2.0 Phonics Informational Questions QUESTION 33.0 Share the full-subject publisher/ product that teachers in your district will use regularly (once a week or more, on average) for Grades K-3 Phonics RLA instruction to ensure coverage of 100% of the TEKS. Full-subject instructional materials: Full sets of materials designed to provide the teacher with everything needed to cover 100% of the Texas Essential Knowledge and Skills (TEKS) in a grade level/band, including scope and sequence, daily lesson plans, and student materials. Grades K-3 Phonics RLA full- subject publisher/ product used: Children’s Internet Protection The Children's Internet Protection Act The Children’s internet protection Act (CIPA) was enacted by Congress in 2000 to address concerns about children's access to obscene or harmful content over the Internet. (You may find more information on the FCC website.) In accordance with Texas Administrative Code 19 TAC §66.105, school districts or charter schools are required to certify that they protect against access to obscene or harmful content in compliance with the requirements for certification under the Children's Internet Protection Act, 47 USC §254(h)(5)(B) and (C). QUESTION 34.0: Does your district or charter school protect against access to obscene or harmful content in compliance with the requirements for certification under the Children's Internet Protection Act, 47 USC §254(h)(5)(B) and (C).? ☒Yes ☐No Additional Informational Questions (Optional)* QUESTION 35.0 Has your district or charter ever used the Texas Resource Review (TRR) to make decisions about which instructional materials to use?* ☐Yes ☒No QUESTION 35.1 If “Yes” is selected: In which subject area(s) have you used the TRR to obtain information about the quality of products? * Lucy Calkins – Phonics Learning A-Z – Raz Plus Imagine Learning - iStation ☐English Reading Language Arts ☐Spanish Reading Language Arts ☐Prekindergarten ☐Math QUESTION 36.0 How likely is it you would recommend TRR to other educators? 0 (Not at all likely) to 10 (Extremely Likely)* 1. ☐ 2. ☐ 3. ☐ 4. ☐ 5. ☐ 6. ☐ 7. ☐ 8. ☒ 9. ☐ 10. ☐ QUESTION 37.0 Assessment Platform: Select the assessment platform (if any) your district leverages for unit/module, diagnostic, or interim, and for which type of assessments. Product Interim Diagnostic Unit/Module Formatives Eduphoria ☐ ☐ ☐ DMCA ☐ ☐ ☐ Texas Formative Assessment Resource ☐ ☐ ☐ STAAR Interim ☒ ☒ ☒ Other: ☐ ☐ ☐ Other: ☐ ☐ ☐ Other: ☐ ☐ ☐ Insert here Insert here Insert here TEKS Certification and Allotment Survey Ratification [Printed and uploaded PDF] In accordance with Texas Education Code §31.04, school districts and open-enrollment charter schools are required to certify annually to the State Board of Education and the commissioner that, for each subject in the required curriculum other than physical education, students have access to instructional materials that cover all the Texas Essential Knowledge and Skills (TEKS) for the coming school year. Additionally, in accordance with Texas Administrative Code 19 TAC §66.105, school districts or charter schools are required to certify that they protect against access to obscene or harmful content in compliance with the requirements for certification under the Children's Internet Protection Act, 47 USC §254(h)(5)(B) and (C). These certifications must be ratified by local school boards of trustees or governing bodies in public, noticed meetings. Districts and open-enrollment charter schools will be unable to order instructional materials through EMAT until the certifications have been received by the Texas Education Agency (TEA). Other Certified Subject Areas: Please select each subject in the required curriculum below for which your LEA provides each student with instructional materials that cover all elements of the essential knowledge and skills: [multiple select] ☒Career & Technical Education ☒Fine Arts ☒Health ☒Technology Applications ☒English Language Proficiency Standards ☒Languages other than English District County Number (6-digit ID): District or Charter Name: Date of Ratification by Local School Board of Trustees or Governing Body: After ratification, LEAs will submit this form to the TEA through an electronic TEKS Certification 2023–24 Survey. The survey will be available on the TEA State-Adopted Instructional Materials webpage beginning on Monday, March 20, 2023. 220810 ESC 11 – Westlake Academy Charter School Insert here Signature of the Board President and Secretary or Governing Board Office r ________________________________ ______________ Board President Date ________________________________ Board Secretary 2023-2024 Instructional Materials Allotment What is IMA? •School districts and charter school receive an Instructional Materials Allotment (IMA) funds on a biannual basis to support classroom instruction. The IMA money is used to purchase textbooks, resources, and technology to support the school curriculum. In order to receive funds, districts and charter school are required to certify annually to the State Board of Education and the commissioner that, for each subject in the required curriculum, students have access to instructional materials that cover all of the Texas Essential Knowledge and Skills (TEKS). Current Classroom Resources Supported with IMA Funds •Resources used in each Programme to support the instruction of the TEKS Math Reading Language Arts Social Studies Science PYP envisions Math Texas 2.0, IStation Math, STEMScopes IStation Reading, Lucy Calkins Phonics, Lucy Calkins Units of Study Writing, Reading A to Z, Raz Kids Texas Studies Weekly, USA Studies Weekly- 1565 to the Present STEMScopes 2.0, MYP HMH Texas Go Math IStation Reading, Mirrors & Windows:Connecting with Literature Locally developed materials iScience Texas DP HMH Algebra 1 Texas, HMH Algebra 2 Texas, HMH Geometry Texas Locally developed materials, IB Materials Wiley AP Human Geography, AP World History- Ways of the World Chemistry Matter & Change Texas, Essential Physics Other uses of IMA funds •In addition to the resources on the previous slide, IMA funds have been used to purchase other materials and technology such as the following: •Smart Boards •Newsela •Math Notebooks •Literacy Libraries in both primary and secondary •Secondary Textbooks- both print and digital Resolution WA 23-13 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION 23-13 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES CERTIFYING THE 2023-2024 INSTRUCTIONAL MATERIALS ALLOTMENT. WHEREAS, according to the Texas Education Code, Section 31.0211, a district or open enrollment charter school is entitled to an annual allotment from the state instructional materials fund for each student enrolled in the school; and, WHEREAS, Westlake Academy is obligated to align its curriculum and instructional materials with the Texas Essential Knowledge and Skills (TEKS) as mandated by the Texas Education Agency (TEA); and, WHEREAS, Westlake Academy Board of Trustees is required by TEA to certify the instructional resources and materials; 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 certifies the Academy’s instructional resources. 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. Resolution WA 23-13 Page 2 of 2 PASSED AND APPROVED ON THIS 30th DAY OF MAY 2023. ___________________________________ Sean Kilbride, President ATTEST: ________________________________ Amy Piukana, Board Secretary APPROVED AS TO FORM: ________________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 23-10 Agenda Date:5/30/2023 Agenda #:F.3. ACADEMY STAFF REPORT RECCOMENDATIONS Consider approving a WA Resolution 23-10 authorizing the Head of School to execute an Interlocal Agreement with Education Service Center Region 11 renewing the Employee Benefits Cooperative Program for Academic staff; and take appropriate action. STAFF: Sandy M. Garza, Director of Human Resources BACKGROUND: Westlake expanded and enhanced its academic employee benefit package by joining the ESC Region 11 Benefits Cooperative in August 2008. The Cooperative, currently serves school districts and charter schools consisting of thousands of members, offers Westlake a more comprehensive and competitive academic benefits package at a lower cost. By leveraging the numbers of its members, this program is capable of leveraging products and services in a more cost-efficient manner than the Academy can obtain on its own. It is necessary to renew the Interlocal Agreement on an annual basis. This renewal is for the 2023-2024 school year. DISCUSSION: Today the Board of Trustees will consider approval of the Resolution authorizing the execution of an Interlocal Agreement with ESC Region 11. FISCAL IMPACT: Within budget. STAFF RECOMMENDATION: Staff recommends approval of WA Resolution 23-10, as presented. BOARD OF TRUSTEES ACTION/OPTIONS: 1)Motion to approve WA Resolution 23-10 2)Motion to amend with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ WA Resolution 23-10 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION 23-10 A RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN INTERLOCAL AGREEMENT WITH THE EDUCATION SERVICE CENTER REGION 11 FOR THE EMPLOYEE BENEFITS COOPERATIVE PROGRAM FOR ACADEMIC STAFF. WHEREAS, Westlake has utilized the business and student services of the Education Service Center Region 11, 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; and, WHEREAS, the Town Council, pursuant to the authority granted under Chapter 791 Government Code, as amended, desires to join other school districts, charter schools, or governmental entities to participate in employee benefits offered by the Education Service Center Region 11 Employee Benefits Cooperative (the “ESC Region 11 BC”), holding the opinion that participation in these programs will be beneficial to the school district, charter school, or governmental entities and its employees; and, WHEREAS, the Town Council 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. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL 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: The Town Council of the Town of Westlake hereby approves the Interlocal Agreement with Educational Services Center Region 11 for the Employee Benefits Cooperative Program for academic staff, attached as Exhibit “A”, and further authorizes the Town Manager to execute the agreement on behalf of the Town of Westlake, Texas. 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. WA Resolution 23-10 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 30th DAY OF MAY 2023. ___________________________________ Sean Kilbride, Mayor ATTEST: ________________________________ Amy Piukana, Town Secretary APPROVED AS TO FORM: ________________________________ L. Stanton Lowry or Janet S. Bubert, Town Attorney 1 EDUCATION SERVICE CENTER REGION 11 BENEFITS COOPERATIVE INTERLOCAL AGREEMENT RESOLUTION AND AGREEMENT WHEREAS, , of , Texas, (“Participant”) pursuant to the authorit y granted under Chapter 791 Government Code, as amended, desires to join together with other school districts, charter schools, or governmental entities to participate in emplo yee benefits offered by the Education Service Center Region 11 Emplo yee Benefits Cooperative (the “ESC Region 11 BC”), holding the opinion that participation in these programs will be beneficial to the school district, charter school, or governmental entities and its employees; WHEREAS, the ESC Region 11 BC is managed by a committee called the Board of Record that consists of the superintendents or chief executive officers or their designees from each of the Participants in the Coop; NOW, THEREFORE BE IT RESOLVED that Board of Trustees of Participant requests the ESC Region 11 BC to include participant. Participant acknowledges and agrees to the following: as a 1.The purposes of the ESC Region 11 BC are governmental functions or services that each party to this agreement is authorized to perform individually; 2.Any obligation to pay any fees will come from current revenues available to the Participant; 3.Such fees fairly compensate the parties performing the functions and services under the agreement; 4.This agreement incorporates the Operational Procedures developed by the Board of Record as it currently exists or may be hereafter amended by action of the Board of Record; 5.Participant delegates to the Board of Record authority to modify the Operational Procedures as the Board of Record deems in the best interests of the ESC Region 11 BC; 6.Participant delegates to the Board of Record all purchasing functions related to the purposes of this interlocal agreement to the maximum extent permitted by law; 7.Participant shall comply with the Operational Procedures as established, modified, and/or approved by the Board of Record; 8.The ESC Region 11 BC shall comply with the purchasing requirements for the purchase of personal property and services as required by Chapter 44 of the Education Code and Chapter 791 of the Local Government Code; 9.The term of this agreement shall be one year, from September 1, 2023, to August 31, 2024; and 10.Participant or the ESC Region 11 BC may terminate Participant’s participation in the ESC Region 11 BC for any reason by giving written notice to the ESC Region 11 BC Board of Record sixty (60) calendar days before the anniversary date of this agreement. BE IT FURTHER RESOLVED that the Board of Trustees of Participant authorizes its superintendent to execute any and all documents and take whatever action necessary to carry out the desires of the Board of Trustees as stated herein. 2 I certif y that the foregoing is a true and correct copy of the resolution and agreement adopted b y the Board of Trustees of minutes of the Board meeting held and that the same is reflected in the . In witness thereof, we hereunto affix our signatures this day of , 20 . BY: Signature of School Board or Charter Typed Name of School Board or Charter School Board President School Board President Signature of School Board or Charter Typed Name of School Board or Charter School Board Secretar y School Board Secretar y Signature of District or Charter Typed Name of District or Charter School Superintendent/Chief Financial School Board Superintendent/Chief Officer Financial Officer Name of Agency: Address: Name of Contact Person: Phone Number: Wes Eversole Signature of ESC Region 11 BC Board Typed Name of ESC Region 11 BC Board President President Clyde Steelman, Jr. Ed.D (interim) Signature of ESC Region 11 BC Board Typed Name of ESC Region 11 BC Board Secretar y Secretar y Clyde W. Steelman, Jr. Ed.D Signature of ESC Region 11 Executive Typed Name of ESC Region 11 Director Executive Director Date Approved b y ESC Region 11 BC Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:RES 23-24 Agenda Date:5/30/2023 Agenda #:F.4. TOWN STAFF REPORT RECCOMENDATIONS Consider approving Resolution 23-24 authorizing the signers of the Town of Westlake and Westlake Academy Depository Accounts with First Financial Bank; and take appropriate action STAFF: Cayce Lay Lamas, Director of Finance BACKGROUND: Due to staffing changes,it is necessary to update the authorized signers on the Town’s and Academy’s First Financial Bank operating accounts. Current signers on these accounts include Sean Kilbride,Mayor,David Quint,Mayor Pro Tem,and Cayce Lay Lamas,Director of Finance.Due to personnel changes,Wade Carroll,Town Manager,will be added to all accounts. The Director of Finance’s signature appears on all checks,with the Town Manager,Mayor,or Mayor Pro-Tem, signing all checks over $10,000.The Mayor or Mayor Pro Tem signs checks in emergency situations when two signatures are required, and the primary signers are unavailable. STAFF RECOMMENDATION: Staff recommends approval of Resolution 23-24 amending the authorized on the Town of Westlake and Westlake Academy depository accounts with First Financial Bank; and take appropriate action TOWN COUNCIL ACTION/OPTIONS: 1)Motion to approve Resolution 23-24 2)Motion to amend Resolution 23-24, with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ Resolution 23-24 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 23-24 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AMENDING THE AUTHORIZED SIGNERS ON THE TOWN OF WESTLAKE AND WESTLAKE ACADEMY DEPOSITORY ACCOUNTS WITH FIRST FINANCIAL BANK. WHEREAS, authorized signers of the Town of Westlake and Westlake Academy's depository accounts may require amendments at certain times due to changes in structure and/or personnel; and WHEREAS, due to staffing changes, it is necessary to change the authorized signers on the Town of Westlake and Westlake Academy's bank accounts with First Financial; and WHEREAS, signers on the Town and Academy accounts have included the Town Manager or designee, Director of Finance, Mayor, and the Mayor Pro Tem. The Director of Finance's signature appears on all checks, with the Town Manager, Mayor, or Mayor Pro Tem signing all checks exceeding $10,000; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, 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 Town of Westlake Council hereby designates Wade Carroll, Cayce Lay Lamas, Sean Kilbride, and David Quint as authorized signers of the Town of Westlake and Westlake Academy's depository accounts with First Financial Bank. 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. Resolution 23-24 Page 2 of 2 SECTION 4: That this Resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 30th DAY OF MAY 2023. ATTEST: Sean Kilbride, Mayor Amy M. Piukana, Town Secretary APPROVED AS TO FORM: L.Stanton Lowry, Town Attorney Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:RES 23-25 Agenda Date:5/30/2023 Agenda #:F.5. TOWN STAFF REPORT RECCOMENDATIONS Consider approving Resolution 23-25 authorizing the signers of the Town of Westlake, Texas amending the authorized signers on the Town of Westlake Insurance Trust Account with First Financial Bank and appointing Trustees for the Town of Westlake; and take appropriate action STAFF: Cayce Lay Lamas, Director of Finance BACKGROUND: Due to the recent staff changes and resulting need to change authorized signers on the Town’s bank accounts,it is necessary to also update the authorized signers on the Town of Westlake Insurance Trust account.This account is only used to pay health insurance premiums for sales tax exemption purposes that are embedded in the premiums. Only one transaction per month is processed through this account. Signers on the Trust account include the Town Manager or designee, the Director of Finance, and the Mayor. STAFF RECOMMENDATION: Staff recommends approving Resolution 23-25 amending the authorized signers on the Town of Westlake Insurance Trust account with First Financial Bank to be Cayce Lay Lamas, Director of Finance, Wade Carroll, Town Manager, and Sean Kilbride, Mayor, and to approve these account signers as Trustees for the Town of Westlake. TOWN COUNCIL ACTION/OPTIONS: 1)Motion to approve Resolution 23-25 2)Motion to amend Resolution 23-25, with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ Resolution 23-25 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 23-25 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AMENDING THE AUTHORIZED SIGNERS ON THE TOWN OF WESTLAKE INSURANCE TRUST ACCOUNT WITH FIRST FINANCIAL BANK, AND APPOINTING TRUSTEES FOR THE TOWN OF WESTLAKE. WHEREAS, authorized signers of the Town of Westlake’s depository accounts may require amendments at certain times due to changes in structure and/or personnel; and WHEREAS, the Town’s Insurance Trust account is required for payment of health insurance premiums when government sales tax exemption is claimed, per Texas Insurance Code §222.002; and WHEREAS, signers on the Town’s Insurance accounts have previously included the Mayor, Town Manager or designee, and the Director of Finance; WHEREAS, due to the current need to change authorized signers on the Town’s bank accounts, it is necessary to change the authorized signers on the Town’s Insurance Trust account; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, 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 Town of Westlake Council hereby designates Wade Carroll, Cayce Lay Lamas, and Sean Kilbride as authorized signers and Trustees for the Town of Westlake Insurance Trust Account with First Financial Bank. 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. Resolution 23-25 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 30th DAY OF MAY 2023. ATTEST: Sean Kilbride, Mayor Amy M. Piukana, Town Secretary APPROVED AS TO FORM: L.Stanton Lowry, Town Attorney Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:RES 23-26 Agenda Date:5/30/2023 Agenda #:F.6. TOWN STAFF REPORT RECCOMENDATIONS Consider approving Resolution 23-26 authorizing the signers of the Town of Westlake, Texas amending the authorized signers on the Town of Westlake’s PNC account; and take appropriate action STAFF: Cayce Lay Lamas, Director of Finance BACKGROUND: Due to personnel changes,it is necessary to update the authorized signers on the Town of Westlake’s PNC account.This account allows authorized cardholders from the Municipality,Westlake Academy,and Westlake Foundation to have immediate purchasing power outside of the accounts payable process.Only one payment transaction per month to the vendor is processed through this account. In order to update the appropriate signatory authority,Cayce Lay Lamas,Director of Finance,should be added to the account as the Primary Security Contact and Wade Carroll,Town Manager,as the Backup Security Contact. . STAFF RECOMMENDATION: Staff recommends approving Resolution 23-26 amending the authorized signers on the Town of Westlake PNC account to be Cayce Lay Lamas, Director of Finance, and Wade Carroll, Town Manager, as Security Contacts. TOWN COUNCIL ACTION/OPTIONS: 1)Motion to approve Resolution 23-26 2)Motion to amend Resolution 23-26, with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ Resolution 23-26 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 23-26 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AMENDING THE AUTHORIZED SIGNERS ON THE TOWN OF WESTLAKE’S PNC ACCOUNT. WHEREAS, authorized signers of the Town of Westlake’s accounts may require amendments at certain times due to changes in structure and/or personnel; and WHEREAS, due to current staffing changes, it is necessary to change the authorized signers on the Town of Westlake’s PNC account, which is required for purchasing card necessities; and WHEREAS, signers on the Town’s account have previously included the Town Manager or designee, and the Director of Finance; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, 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 Town of Westlake Council hereby designates Wade Carroll and Cayce Lay Lamas the authorized signers of the Town of Westlake’s PNC Account. 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. PASSED AND APPROVED ON THIS 30th DAY OF MAY 2023. Resolution 23-26 Page 2 of 2 ATTEST: Sean Kilbride, Mayor Amy M. Piukana, Town Secretary APPROVED AS TO FORM: L. Stanton Lowry, Town Attorney Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:RES 23-27 Agenda Date:5/30/2023 Agenda #:F.7. TOWN STAFF REPORT RECOMMENDATIONS Consider approving Resolution 23-27 amending the authorized signers on the Town of Westlake and Westlake Academy’s Investment Accounts with TexPool; and take appropriate action STAFF: Cayce Lay Lamas, Director of Finance BACKGROUND: Due to staffing changes,it is necessary to update the authorized signers on the Town’s and Academy’s investment accounts with TexPool. DISCUSSION: The Town and Academy participate in TexPool,an authorized investment pool in compliance with Public Funds Investment Act. Current signers on these accounts include Sean Kilbride,Mayor,and David Quint,Mayor Pro-Tem.Due to personnel updates,Wade Carroll,Town Manager,and Cayce Lay Lamas,Director of Finance will be added to all accounts. STAFF RECOMMENDATION: Staff recommends approval of Resolution 23-27 amending the authorized signers on the Town’s and Academy’s investment accounts with TexPool; and take appropriate action TOWN COUNCIL ACTION/OPTIONS: 1)Motion to approve 2)Motion to amend with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ Resolution 23-27 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 23-27 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AMENDING THE AUTHORIZED SIGNERS ON ACCOUNTS WITH TEXPOOL. WHEREAS, authorized signers of the Town of Westlake and Westlake Academy's investment accounts may require amendments at certain times due to changes in structure and/or personnel; and WHEREAS, due to staffing changes, it is necessary to change the authorized signers on the Town of Westlake and Westlake Academy's accounts with TexPool; and WHEREAS, signers on the Town and Academy accounts have included the Town Manager or designee, Assistant Town Manager, Director of Finance, Mayor, and the Mayor Pro Tem; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, 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 Town of Westlake Council hereby designates Wade Carroll, Town Manager, Cayce Lay Lamas, Director of Finance, Sean Kilbride, Mayor and David Quint, Mayor Pro Tem, as authorized signers of the Town of Westlake and Westlake Academy's accounts with TexPool. 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. Resolution 23-27 Page 2 of 2 SECTION 4: That this Resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 30th DAY OF MAY 2023. ATTEST: Sean Kilbride, Mayor Amy M. Piukana, Town Secretary APPROVED AS TO FORM: L.Stanton Lowry, Town Attorney Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:RES 23-32 Agenda Date:5/30/2023 Agenda #:F.8. TOWN STAFF REPORT RECCOMENDATIONS Consider approving Resolution 23-32 authorizing an Interlocal Agreement (ILA) between the Town of Westlake and the City of Roanoke for water and wastewater, maintenance, testing and reporting; and take appropriate action STAFF: Wade Carroll, Town Manager BACKGROUND: Due to the recent departure of multiple employees within the Public Works Department, the Town is in need of a licensed entity to assist the Town with maintenance, operation, quality testing and TCEQ reporting for our water and wastewater systems. The remaining employee in public works is a field technician without a license. The Town Manager has requested a proposal from HR Green, a Public Works and Engineering consulting firm, to assist in the assessment of the Town’s current system, ILAs and contracts to accurately predict the personnel and expertise needs within our own Public Works Department. Until this assessment can be completed the City of Roanoke has agreed to enter into an ILA with Westlake for the oversite of our public works systems and testing to ensure compliance with TCEQ, state and federal laws at their cost of service plus a 10% administration fee. DISCUSSION: Staff does not anticipate a great deal of work done through this ILA except for required water quality testing and reporting. Roanoke will assist if we have any maintenance needs or water main breaks. Staff expects to place this ILA into an emergency need use only once the public works staff positions have been adequately filled. FISCAL IMPACT: The actual cost plus 10% fee model will be covered with salary saving in the Public Works Department. STAFF RECOMMENDATION: Staff recommends approving Resolution 23-32 for an interlocal agreement for the provision of drinking water quality analysis and interim management of water and wastewater operations in the town of Westlake. TOWN COUNCIL ACTION/OPTIONS: 1)Motion to approve 2)Motion to amend with the following stipulations (please state stipulations in motion) Town of Westlake Printed on 5/30/2023Page 1 of 2 powered by Legistar™ File #:RES 23-32 Agenda Date:5/30/2023 Agenda #:F.8. 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 2 of 2 powered by Legistar™ INTERLOCAL AGREEMENT FOR THE PROVISION OF DRINKING WATER QUALITY ANALYSIS AND INTERIM MANAGEMENT OF WATER AND WASTEWATER OPERATIONS IN THE TOWN OF WESTLAKE STATE OF TEXAS § § COUNTYOFTARRANT § THIS AGREEMENT is made and entered into by and between the Town of Westlake, Texas, a Type A general law municipal corporation, located in Tarrant County, Texas (hereinafter referred to as "Westlake") and the City of Roanoke, Texas, a home rule municipal corporation, located in Denton County, Texas (hereinafter referred to as "Roanoke"). WHEREAS, the Interlocal Cooperation Act, Chapter 791 of the Texas Government Code, authorizes city governments in the State of Texas to contract with one another for the provision of various governmental functions and the delivery of various governmental services, including those in the area of public health, sanitation, and utility services; and WHEREAS, to ensure Public Water Systems are providing safe drinking water, the Texas Commission on Environmental Quality (TCEQ) has implemented requirements for all Public Water Systems to be operated at all times under the direct supervision of a water works operator who holds an applicable valid license and to test drinking water to determine the effectiveness chloramine disinfection; and WHEREAS, the provision of safe and reliable water throughout the Town of Westlake is of vital importance to the health, safety, and welfare of the citizens of Westlake; and WHEREAS, Westlake desires to secure and maintain adequate water quality resources to ensure for the health, safety, and welfare of the citizens of Westlake; and WHEREAS, Chloramine disinfection effectiveness testing requires special laboratory equipment and training; and WHEREAS, the Westlake desires to foster and promote region cooperative efforts; and WHEREAS, The Town of Westlake has requested assistance from the City of Roanoke to provide the chloramine effectiveness testing; and WHEREAS, The Town of Westlake has requested assistance from the City of Roanoke to provide interim supervision of Town water operations by licensed water works operators per TCEQ requirements; and WHEREAS, the Roanoke is desirous of furnishing the chloramine effectiveness testing services to the Westlake; and WHEREAS, Westlake and Roanoke have concluded that this Agreement fairly compensates the performing party for services being provided hereunder; and NOW, THEREFORE, for the mutual consideration herein stated, Westlake and Roanoke agree as follows: 1 Water Quality Analysis Services Roanoke agrees to provide all personnel, equipment, and supplies necessary to perform the chloramine disinfection effectiveness testing approved by applicable state and federal regulatory standards. Chloramine disinfection effectiveness testing will be conducted in accordance with "Exhibit A". 2 Licensed Supervision of Water Operations Roanoke agrees to provide all personnel necessary to provide regulatory supervision over the Town of Westlake’s public water system, and to comply with TCEQ requirements for licensed water, and wastewater (if applicable) operators, at all times for a period not to exceed one-year beginning May 1, 2023. 3 Billing Roanoke shall bill Westlake monthly for the costs of services provided according to the rates prescribed in "Exhibit B". Roanoke shall document in an itemized monthly invoice the number of hours spent by staff, including equipment and supplies used when conducting chloramine effectiveness testing on behalf of Westlake. Within thirty (30) days of receipt of the itemized bill, Westlake shall remit payment to Roanoke. Westlake will pay Roanoke for actual costs (direct labor, employee benefits, equipment rental, materials and supplies, utilities, permits, and administrative overhead costs) for the services provided by Roanoke as set forth in "Exhibit B". Administrative overhead costs for each work item shall be charged at a rate of 10% percentage of direct labor costs. Roanoke shall receive compensation for the performance of services and its duty related to chloramine effectiveness testing in accordance with of this Agreement. 4 Payment for Services Each party paying for the performance of governmental functions or services hereunder shall make those payments from current revenues available to the paying party. 5 Applicable Law This Agreement and any of its terms and provisions, as well as the rights and duties of the parties hereto shall be governed by the laws of the State of Texas. This Agreement is fully performable in Denton County, Texas, and in the event that any cause of action is filed by either party arising out of the terms of this Agreement, the exclusive venue for said lawsuit shall be in Denton County, Texas. 6 Severability In the event that any portion of this Agreement shall be found to be contrary to law, it is the intent of the parties hereto that the remaining portions shall remain valid and in full force and effect to the extent possible. 7 Authority Each party certifies that the undersigned officers and/or agents of the parties hereto are the properly authorized officials and have the necessary authority to execute this Agreement on behalf of the parties hereto, and each party hereby certifies to the other that any necessary resolutions or orders extending said authority have been duly passed and are now in full force and effect. 8 Term and Termination of Agreement The term of this Agreement, as amended, shall begin on May 1, 2023 and shall be effective for twelve (12) months from that date, and it shall renew automatically thereafter for another twelve (12) - months, said renewals continuing indefinitely, PROVIDED, that any party herein shall have the right to terminate this Agreement at the end of any calendar year only, for any reason whatsoever, upon giving the other party a minimum of ninety (90) days written notice in advance of the date sought for such termination. Any notice required or permitted to be given under this Agreement shall be deemed sufficient if given in writing and sent by registered or certified mail to the official mailing address of Westlake or Roanoke. 9 No ioint enterprise No provision of this Agreement shall be construed to create any type of joint ownership of any property, to create a partnership, joint venture or other agreement of any kind, or to create any right of partial control, ownership of or equity in the other municipalities' facilities described herein. Furthermore, the parties hereto acknowledge and agree that the doctrine of respondent superior shall not apply between the municipalities. 10 Notice Any notice, communication or request provided or permitted to be given by either party to the other party must be in writing and addressed as follows: If to Roanoke: City of Roanoke Attn: City Manager 500 S Oak Street Roanoke, Texas 76262 Telephone: (817) 491-2411 Facsimile: (817) 491-2411 and to: City of Roanoke Attn: Director of Community and Business Development 265 Marshall Creek Roanoke, Texas 76262 Telephone: (817) 491-6099 Facsimile: (817)491-3114 If to Westlake: Town of Westlake Attn: Mayor 1500 Solana Blvd., Building 7, Suite 7200 Westlake, Texas 76262 Telephone: (817) 430-0941 Facsimile: (817) 430-1812 and to: Town of Westlake Attn: Town Manager 1500 Solana Blvd., Building 7, Suite 7200 Westlake, Texas 76262 Telephone: (817) 490-5717 Facsimile: (817) 430-1812 or to such other addresses as may be provided for in writing from time to time. 11 Other agreements unaffected This Agreement shall govern the supervision of the Town of Westlake public water system, and, the provision of all chloramine effectiveness testing performed by Roanoke for Westlake. All other interlocal agreements between Westlake and Roanoke not changed in whole or in part by this Agreement shall continue in effect. 12 No waiver of immunity or defenses This Agreement is made pursuant to Chapter 791 of the Texas Government Code. It is expressly understood and agreed that in the execution of this Agreement, neither municipality waives nor shall be deemed hereby to waive any immunity or defense that would otherwise be available to it against claims arising in the exercise of governmental powers and functions, or any damage limitation or other protection provided to municipalities under any applicable law. This section shall be liberally construed to carry out the intent of each municipality's governing body, and the municipalities do hereby invoke said governmental immunity to the extent possible under the law. 13 . No third party beneficiaries It is understood by the parties that this Agreement is entered into for the mutual convenience and public purposes of the municipalities which are parties hereto, and it is the parties' intent that no other parties shall be construed as beneficiaries of this Agreement, including the owners, residents, or operators of property connected to the N -1 collection main, regardless of whether such persons are provided wastewater services under this Agreement. 14 Section or Other Headings Section or other headings contained in this Agreement are for reference purposes only and shall not affect in any way the meaning or interpretation of this Agreement. 15 Amendment This Agreement may only be amended, altered, or revoked by written instrument signed by both parties. 16 Interpretation Regardless of the actual drafter of this Agreement, this Agreement shall, in the event of any dispute over its meaning or application, be interpreted fairly and reasonably, and neither more strongly for nor against any party. 17 Counterparts This Agreement may be executed in multiple counterparts, each of which shall be considered an original, but all of which shall constitute one instrument. This Agreement may be executed in multiple originals. 18 Force Majeure If, by reasons of Force Majeure, any party will be rendered wholly or partially unable to carry out its obligations under this Agreement after its effective date, then such party will give written notice of the particulars of such Force Majeure to the other party or parties within a reasonable time after the occurrence of such event. The obligations of the party giving such notice, to the extent affected by such Force Majeure, will be suspended during the period of the inability, provided that both parties agree to use good faith and exercise reasonable efforts to remove and overcome such inability. 19 Mutual Assistance The parties hereto agree to take all reasonable measures which are necessary or appropriate to carry out the terms and provisions of this Agreement and to aid and assist each other in carrying out such te1ms and provisions. 20 Exhibits All exhibits to this Agreement are incorporated herein by reference for all purposes wherever reference is made to the same. Approved as to form and legality CITY OF ROANOKE TOWN OF WESTLAKE ________________________ Cody Petree, City Manager Sean Kilbride, Mayor _______________________ City Attorney Town Attorney ATTEST: ATTEST: _______________________ April S. Hill, City Secretary Amy Piukana, Town Secretary _______________________ Date Date Page 8 of 11 Town ofWestlakeRes 17-41 Page 9 of 11 Town of Westlake Res 17-41 Exhibit "A" Westlake Chloramine Effectiveness Sampling Plan 1. Chloramine Effectiveness Sampling Rule Basis: Additional activities for source water under chloramine effectiveness requirements (30 TAC §290.1 l0(c)(S)(A)) are reported in an attached Nitrification Action Plan (NAP) (30 TAC §290.46(z)). Frequency: To establish baseline date for ammonia, mono-chloramine, nitrite and nitrate (all measured as nitrogen), the monitoring will occur at the following frequency determined from the NAP and process management criteria. Additional parameters such as temperature and pH will be determined from the NAP. Sample Frequency at Source Water Total Chlorine Daily Mono-chloramine Weekly Free ammonia Weekly Nitrite and Nitrate Weekly Temperature Weekly pH Weekly After baseline data is determined for ammonia, mono-chloramine, nitrite and nitrate (all measured as nitrogen), the monitoring will occur at the following frequency determined from the NAP and process management criteria. Additional parameters such as temperature and pH will be determined from the NAP. Sample Frequency at Source Water Total Chlorine Daily Mono-chloramine Weekly Free ammonia Weekly Nitrite and Nitrate Monthly  Monthly Bactis  Monthly Dead End Main flushing  Daily Cl2  Backflow  Liquid Waste  CSI Page 10 of 11 Town of Westlake Res 17-41  Annual AWWA water loss survey  Disinfection Level Quarterly Operation Report (DLQOR)  Monthly/Quarterly maintenance on colormeters/CL 17  Consumer Confidence Report (CCR)  Daily Lift Station Rounds/Checklist  Monthly SSO  Non-Compliant Discharge (as needed) Daily Test shall be completed by Westlake as mandated by the State. Roanoke will conduct this test weekly in concurrence with all other test. Page 11 of 11 Town of Westlake Res 17-41 Location The location of sample sites for chloramine effectiveness testing is contained in the table below. Chloramine Effectiveness Sample Site Location Table Disinfectant Residual Number Address (Suggested subdivision, mapsco, etc.) Reason for Representative Site RT-1 2203 Kingfisher Vaquero "Located at a residence on an 8-inch distribution loop representing average water age." RT-2 13345 Thornton Southwest "Located on an 8-inch line in an area of relatively low water age, one of the first subdivisions near the Fort Worth interconnect." RT-3 1810 Broken Bend Glenwyck Farms (Low PP) "Located in the Low PP furthest from the Fort Worth I/C and represents a relatively high water age." RT-4 2341 Ottinger Rd. Centrally located in the Town "Located in an older rural area, off an 8-inch line representing average water age." RT-5 2111 Cedar Elm Vaquero South "Located on an 8-inch distribution lateral representing a water age greater than the average age." DR-1 1900 Us Hwy 377 POE Point of Entry - automated Cl readings DR-2 1481 Knox Keller EST centrally located in distribution system - automated Cl readings DR-3 Hwy 377PS Pump Station Discharge header at Pump Station Resolution 17-41 Page12of2 Exhibit "B" City of Roanoke Rate Schedule TCEQ Licensed Water/Wastewater Operator…………………..to be determined (x 2) Utility Maintenance Technician .................................................... $40/hr x 2 Utility Maintenance Supervisor ...................................................... $80/hr x 2 - With 2 hour minimum - Any maintenance requiring more than 4 hours requires pre-approval by Roanoke Laboratory equipment/supplies ....................................................... $9.57/sample x 8 samples Administrative Overhead ................................................................. 1 Resolution 23-32 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 23-32 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING AN INTER-LOCAL AGREEMENT WITH THE CITY OF ROANOKE FOR THE PROVISION OF DRINKING WATER QUALITY ANALYSIS AND INTERIM MANAGEMENT OF WATER AND WASTEWATER OPERATIONS IN THE TOWN OF WESTLAKE. WHEREAS, The City of Roanoke and the Town of Westlake are both governmental entities engaged in the purchase of goods and services, which is a recognized governmental function; and, WHEREAS, the Town Council desires to provide residents and residents and visitors safe and drinking water; and, WHEREAS, the Town Council finds that the Inter-Local agreement, maintenance and testing of the Westlake water and wastewater systems within Westlake benefit the public; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, 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 Town Council of the Town of Westlake hereby approves the Inter-Local agreement between the Town of Westlake and the City of Roanoke attached as Exhibit “A” and authorizes the Town Manager or designee to sign on behalf of the Town of Westlake and authorizes Town staff to pay for the performance of governmental functions as described within the attached Inter-Local agreement. SECTION 3: That the Town Council of the Town of Westlake hereby notify the City of Roanoke that commencement of agreed upon interim regulatory supervision over the Town of Westlake’s water system and reporting to comply with TCEQ requirements for licensed water and wastewater operators may begin after the execution of said agreement and as specified with the attached Exhibit “A”. SECTION 4: 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. Resolution 23-32 Page 2 of 2 SECTION 5: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 30th DAY OF MAY 2023. ______________________________ ATTEST: Sean Kilbride, Mayor ____________________________ Amy Piukana, Town Secretary APPROVED AS TO FORM: ____________________________ L. Stanton Lowry, Town Attorney ILA with Roanoke for Water and Wastewater Operations and Management Background • Current Public Works Department has one unlicensed employee • Town requires licensed entity for: • Maintenance • Operation • Quality Testing • TCEQ (Texas Commission on Environmental Quality) reporting for water/wastewater Contract Services • Provide personnel, equipment and supplies for all Water Quality Analysis testing • Provide personnel necessary for regulatory supervision over Town’s public water system • Assist in water line routine maintenance and repair in event of a break Payments • Roanoke will bill Town monthly for cost of services provided • Rates prescribed in “Exhibit B” • 10% administrative overhead costs for each work item • Agreement begins on May 1, 2023 and effective for 12 months from that date • HR Green, consulting firm, will conduct assessment of requirements for Town’s Public Works Department Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:RES 23-34 Agenda Date:5/30/2023 Agenda #:F.9. TOWN STAFF REPORT RECCOMENDATIONS Consider approving Resolution 23-34 appointing members to the Planning and Zoning Commission and Texas Student Housing Authority; and take appropriate action STAFF: Amy M. Piukana, Town Secretary BACKGROUND: Annually, the Town Council appoints members to serve on the Planning and Zoning Commission. Currently, the Planning and Zoning Commission has four (4) vacancies.(Tim Brittan, Victor Sansone III, Ken Kraska, Michelle Lee) The Town advertised vacancies in April on Facebook, Twitter, Linked In, Town Website (Video Clip), Town Newsletter and sent information to local Homeowner’s Associations. The deadline to accept applications has been extended to allow applicants to apply to fill the fourth vacancy. The Town received three applications for the Planning and Zoning Commission: ·David Ricci ·Terry Wilkinson ·Brooks Remaley The Town Council is also considering appointment of a new member to the Texas Student Housing Authority. The Town received one application for one vacancy. Ms. Tracy Harrow has reviewed the application and recommends the Town Council consider appointing the applicant. ·Dahlia Hassani, regular member DISCUSSION: The proposed resolution appoints members to fill annual vacancies for the Planning and Zoning Commission and the Texas Student Housing Authority Board. FISCAL IMPACT: None STAFF RECOMMENDATION: Staff recommends the Town Council approve Resolution 23-34, as presented. Town of Westlake Printed on 5/30/2023Page 1 of 2 powered by Legistar™ File #:RES 23-34 Agenda Date:5/30/2023 Agenda #:F.9. TOWN COUNCIL ACTION/OPTIONS: 1)Motion to approve 2)Motion to amend with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 2 of 2 powered by Legistar™ Resolution 23-34 Page 1 of 2 TOWN OF WESTLAKE RESOLUTION NO. 23-34 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, APPOINTING MEMBERS TO THE PLANNING AND ZONING COMMISSION AND TEXAS STUDENT HOUSING AUTHORITY. WHEREAS, vacancies currently exist on the Planning and Zoning Commission and the Texas Student Housing Authority; and, WHEREAS, the Town Council conducts annual board appointments and reappointments; and, WHEREAS, the Town Council has received applications for consideration of appointment; and WHEREAS, the Town Council finds that the passage of this Resolution is in the best interest of the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, 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 following individuals are hereby appointed or reappointed to the Planning and Zoning Commission: As a result of the appointments heretofore stated, the Planning and Zoning Commission is represented by the following with terms beginning June 1, 2023, for newly appointed members: Term Expiration David Ricci, Regular Member (new) June 2025 Terry Wilkinson, Vice Chair (new) June 2025 Brooks Remaley, Regular Member (new) June 2025 Vacant June 2024 Adam Coffey, Chair June 2024 Tammy Reeves, regular member June 2024 Linda Bjorn, regular member June 2024 As a result of the appointments heretofore stated, the Texas Student Housing Authority is represented by the following with terms beginning June 1, 2023, for newly appointed member(s). Resolution 23-34 Page 2 of 2 Dahlia Hassani, regular member (new) June 2025 Scott Bradley, regular member June 2024 Katie Kolmeier, regular member June 2024 James Krekow, regular member June 2024 Paula Petersen, regular member June 2025 Mark Harrow June 2025 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. PASSED AND APPROVED ON THIS 30th DAY OF MAY, 2023. _________________________________ Sean Kilbride, Mayor ATTEST: ________________ Amy M. Piukana, Town Secretary APPROVED AS TO FORM: _____________________________________ L. Stanton Lowry, Town Attorney Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:23-139 Agenda Date:5/30/2023 Agenda #:G.1. TOWN STAFF REPORT RECCOMENDATIONS The purpose of this staff report is to provide the Mayor and Town Council with an update on the Westlake Academy security upgrades. STAFF: Oliver Duff, Procurement Manager BACKGROUND: In 2022 Gov. Abbott announced $400 million in funding to the Texas Education Agency to assist school districts in replacing or upgrading doors, windows, fencing, communications, and other safety measures. Westlake Academy was given $200,000 as part of the grant for use on security upgrades. The Town and school will be seeking approval to install entry-resistant film on all ground floor windows at the school, which is a requirement of the grant before grant dollars can be allocated for other security items. The operating system that we use for cameras will also be upgraded to a cloud-based system which would allow the footage to be viewed in both real time from any device or computer that is given access including those used by emergency services. The grant will also be used to install and/or upgraded higher quality cameras in order to improve visualization of all entry points along with most of the campus. AI analytics are also being considered to proactively identify possible threats and communicate that threat to local police and campus administration. If funding allows, a Threat Assessment of the school and its security policies will be conducted to identify weak spots in our security protocols and safety measures. DISCUSSION: Current Quotes: Entry Resistant Film ·NGS: $94, 371.05 ·Safehaven Defense: $109,569.20 Security Camera/Operating System ·Verkada: $335,935.01 ·Digital Watchdog: $23, 740.10 ·ADT: Pending Installation ·Verkada: $132,550.00 Town of Westlake Printed on 5/30/2023Page 1 of 2 powered by Legistar™ File #:23-139 Agenda Date:5/30/2023 Agenda #:G.1. ·Digital Watchdog: Pending ·ADT: Pending ·Gun-Detection AI - Scylla: Pending ·Threat Analysis ·Allied Universal: $9,378.00 ·November Defense: $9,000 The Town is also looking at potentially adding a cybersecurity audit of the Town and School networks to identify any gaps in our IT infrastructure. FISCAL IMPACT: Upgrades will be paid utilizing Grant funds. STAFF RECOMMENDATION: No action, report only. Town of Westlake Printed on 5/30/2023Page 2 of 2 powered by Legistar™ School Security Update • TEA has authorized two grants for school security upgrades • School Safety Standards Grant – $200K: Application Pending • Silent Panic Alert Technology (SPAT) – $1,905: Funds received & allocated RAPTOR Upgrade • Paid for using SPAT Grant • Silent Alarm on staff members cell phones, connects with first responders • System will be installed in the next 4-8 weeks • School staff training in August Forced-Entry Resistant Film • Security film required on all glass exterior doors and ground level exterior windows • Will put us in compliance with states new safety standards allowing the use of grant funds for other items • Safe Haven Defense - $109,569.20 (Preferred) • Will install a 15 mil film, significantly stronger than an 8 mil • NGS - $94,371.05 • Will install 8 mil film Camera Upgrades • Upgrading server to cloud based system allowing multiple users to access from remote locations • Verkada - $335,953.01 (Hardware) / $132,550.00 (Install) • Digital Watchdog - $23,740.10 (Hardware) / Install pending • ADT - Pending • Implementing AI analytics (license plate reading, gun detection, facial recognition) • Can use existing cameras at school • Will install new cameras in blindspots around school • Gun Detection analytics incur additional cost per camera for licensing and dedicated server Additional Use of Funds • Threat Assessment of School and surrounding area • November Defense LLC - $9,000 • Allied Universal - $9,300 • CyberSecurity Assessment • SilverSky – assess school and town IT infrastructure and strength, identify our weak spots and advise on how to fix them Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 23-12 Agenda Date:5/30/2023 Agenda #:H.1. ACADEMY STAFF REPORT RECCOMENDATIONS Consider approving WA Resolution 23-12 adopting the Westlake Academy 23/24 School Calendar; and take appropriate action BACKGROUND: Annually, the Board of Trustees must approve the school calendar. DISCUSSION: The current reflects 75,740 instructional minutes over the course of an academic year and provides academic and administrative staff with the necessary days for preparation and training. The Final calendar has a total of 171 instructional days, 75,740 minutes of instruction, and three bad weather make-up days. This final calendar reflects input received from community members and is considered complete for the 2023- 2024 school year. The overarching change reflects October 6 & 9, 2023, as a student holiday. This holiday was originally scheduled for October 13 and 16. The holiday now aligns with Columbus Day. Any future changes will be brought to the Board of Trustees for amendment. We anticipate two additional years of draft calendars by August 2023. FISCAL IMPACT: NA STAFF RECOMMENDATION: Approve WA Resolution 23-12 and Adopt the SY’23-2024 Calendar BOARD OF TRUSTEES ACTION/OPTIONS: 1)Motion to approve 2)Motion to amend with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ Academic Calendar SY’23-2024 MAY 22, 2023 SY’23-2024 •Planning •Ensuring compliance •Seeking Feedback Attendance Compliance •Meets instructional required time at 75,740 minutes •We have 171 instructional days •Continue with Late Start Wednesdays •Allows days at the beginning and end of the year for professional development and closeout Q & A WESTLAKE ACADEMY 2022-2023 WA Res 23-12 Page 1 of 3 WESTLAKE ACADEMY WA RESOLUTION 23- 12 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES APPROVING THE 2023-2024 ACADEMIC CALENDAR. WHEREAS, Westlake Academy’s mission is to provide students with an internationally minded education of the highest quality, so they are well-balanced life-long learners; and WHEREAS, The Academy’s Academic Calendar is one of the tools that the Academy utilizes to fulfill this mission; and WHEREAS, Approving the Westlake Academy 2023-2024 Academic Calendar is necessary in order for the Academy to be in compliance with State attendance requirements; 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 Westlake Academy, hereby approves the amended Westlake Academy 2023-2024 Academic Calendar attached to this resolution as Exhibit “A”. SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the 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. PASSED AND APPROVED ON THIS 30th DAY OF MAY 2023. ___________________________________ Sean Kilbride, President WA Res 23-12 Page 2 of 3 ATTEST: ________________________________ Amy M. Piukana, Board Secretary APPROVED AS TO FORM: ___________________________ Janet S. Bubert, School Attorney WA Res 23-12 Page 3 of 3 Res 23-12 Exhibit “A” Westlake Academy - Proposed Academic Calendar 2023-2024 August 2023 1 September 2023 2 October 2023 3 Date Event S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa August 3-4 New Teacher Orientation 1 2 3 4 5 1 2 1 2 3 4 5 6 7 8-16 All Teacher Orientation 6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 11 12 13 14 17: First Day of School 13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 16 17 18 19 20 21 September 4: Labor Day (No School) 20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 23 24 25 26 27 28 October 5: End of 1st Quarter 27 28 29 30 31 24 25 26 27 28 29 30 29 30 31 6: Teacher Professional Day (No School) 11 20 20 9: Columbus Day (No School) November 10: Veterans Day Observed November 2023 4 December 2023 5 January 2024 6 20 - 24: Thanksgiving Break S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa December 15-20 Final exams - assessments 1 2 3 4 1 2 1 2 3 4 5 6 19: End of 2nd Quarter 5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13 20: Teacher Professional Day (No School) 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 22: Winter Break begins 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 January 4: Winter Break ends 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30 31 5: Teacher Professional FLEX Day (No school) 16 31 13 17 15: Martin Luther King, Jr (No School) February 16: Teachers' Professional Day - (No School) February 2024 7 March 2024 8 April 2024 9 19: Presidents' Day (No School) S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa March 7: End of 3rd Quarter 1 2 3 1 2 1 2 3 4 5 6 8: Teachers' Professional Day - (No School) 4 5 6 7 8 9 10 3 4 5 6 7 8 9 7 8 9 10 11 12 13 11-15 Spring Break 11 12 13 14 15 16 17 10 11 12 13 14 15 16 14 15 16 17 18 19 20 29: Bad weather make up 18 19 20 21 22 23 24 17 18 19 20 21 22 23 21 22 23 24 25 26 27 April 19: Bad weather make up 25 26 27 28 29 24 25 26 27 28 29 30 28 29 30 May 27: Memorial Day (No School) 19 31 14 21 28-31 Secondary Final exams - assessments 31: Last Day of School May 2024 10 June 2024 11 July 2024 12 June 1: Senior Commencement TBC S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 3: Teacher Work Day 1 2 3 4 1 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31 21 30 0 First / Last Day of School No School Semester Exams / Assessments Professional Day - Student Holiday Senior Commencement <<TBC>> Bad weather make up Late Start Wednesdays Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 23-11 Agenda Date:5/30/2023 Agenda #:H.2. TOWN STAFF REPORT RECOMMENDATIONS Consider approving a WA Resolution 23-11 to adopt a 10-month Fiscal Year for the Westlake Academy and effectively change the fiscal year period to July 1 through June 30; and take appropriate action STAFF: Cayce Lay Lamas, Director of Finance BACKGROUND: The Westlake Academy will amend their fiscal year period from September 1 through August 31 to July 1 through June 30, as allowed under the Texas Education Agency (TEA). DISCUSSION: Since founding, the Westlake Academy has operated using a September 1 through August 31 fiscal year. Due to the start of school occurring annually in mid-August, this causes several issues for staff, namely the inability to effectively purchase goods and services necessary at the start of the school year. Changing the fiscal year start date to July 1 will allow Academy staff to make the required purchases as part of the preparation for return to school. In order to effect this change, Town Council/Board of Trustees must approve a 10-month fiscal year for the period beginning September 1, 2023 (Fiscal Year 2023-2024). The 10-month fiscal year will end on June 30, 2024, and the amended fiscal year schedule will begin on July 1, 2024 (Fiscal Year 2024-2025). While the Town Council/Board of Trustees will approve a 10-month Operating Budget, the budgeted data reported to the Texas Education Agency (TEA) will be for a 12-month period. Subsequently, financial data reported in the Annual Financial Report will be prepared for a 10-month period, but the financial data will be collected on a 12-month basis in order to comply with TEA reporting. FISCAL IMPACT: It is anticipated that Fiscal Year 2023-2024 will have a slightly lower annual operating budget, due to the shorter period covered. However, most financial activities occur throughout the school year and the impact is not expected to represent a 1/6 reduction in budget. STAFF RECOMMENDATION: Staff recommends approval of WA Resolution 23-11 to adopt a 10-month Fiscal Year for the Westlake Academy and effectively change the fiscal year period to July 1 through June 30; and take appropriate action TOWN COUNCIL ACTION/OPTIONS: Town of Westlake Printed on 5/30/2023Page 1 of 2 powered by Legistar™ File #:WA RES 23-11 Agenda Date:5/30/2023 Agenda #:H.2. 1)Motion to approve, as presented 2)Motion to amend with the following stipulations (please state stipulations in motion) 3)Motion to table 4)Motion to deny Town of Westlake Printed on 5/30/2023Page 2 of 2 powered by Legistar™ Financial Accountability System Resource Guide, Update 18 Module 1: Financial Accounting and Reporting Texas Education Agency 2022 Module 1 | Financial Accounting and Reporting 1.1.5 District Fiscal Year Your school district may establish a fiscal year that begins on either July 1 or September 1 of each year. A fiscal year that begins on July 1 ends on June 30 of the following calendar year. A fiscal year that begins on September 1 ends on August 31 of the following calendar year. Your district may change the fiscal year start date to July 1 by filing a Notification of Intent to Change the Fiscal Year Start Date with the TEA no later than June 30 of the preceding year.20 If your district wishes to make a change after the June 30 deadline, your district must contact the division at the TEA in charge of fiscal year changes. 1.1.5.1 Changing to a June 30 Fiscal Year In the first year of implementation, the financial accounting period will span 10 months in districts that change from a September 1 start date to a June 30 end date. Certain aspects of financial reporting will require adjustments in the first year of implementation because state and federal regulatory activities, as well as state funding calculations under the FSP, require your district to report financial data on a 12- month basis. Because of this, your district must base all financial data reported for the first year of implementation, except for the AFR, on a 12-month reporting period, as follows: •Budget financial data reported through the PEIMS for the year of implementation must be on a 12-month basis for the period beginning September 1 and ending August 31 (two months beyond the July 1 start date of the following fiscal year); •Actual financial data reported through the PEIMS collection system must be on a 12-month basis for the September 1–August 31 period (two months beyond the July 1 start date of the following fiscal year), including the actual financial accounting record type 032, and the shared services arrangement actual record type 033. The independent auditor must apply procedures to the district’s processes involving the aggregation and reporting of actual financial data on a 12-month basis, according to TEC, §44.008(b).21 As a result of this special reporting requirement, the 12-month data representing actual financial data will match the reporting period for 12-month data reported for budget financial data; •Financial data reported to the public for tax rate decision-making processes must be on a 12-month basis for the period beginning September 1 and ending August 31 to support the calculation of a tax rate for the fiscal year for which the start date has been changed to July 1.This requirement is necessary to determine a tax rate sufficient to maintain the same level of maintenance and operations revenue and pay debt service for the fiscal year for which the start date has been changed to July 1 and ending June 30. For example, it is anticipated that the setting of a debt service tax rate for the 10-month period ending June 30 may require levy of an additional amount sufficient to pay the July and/or August payment(s) in the next fiscal year; 20 TEC, §44.0011, Fiscal Year 21 TEC, §44.008(b), Annual Audit Report Texas Education Agency 2022 Financial Accountability System Resource Guide Module 1 | Financial Accounting and Reporting •Financial data prepared for the board of trustees for legal budget adoption purposes will be on a 10-month basis for the fiscal year beginning September 1 and ending June 30, and must be supplemented with additional financial data prepared on a 12-month basis for information purposes and to support data reported to the public for tax rate decision- making processes; and •Financial data reported in the annual financial report will be prepared on a 10-month basis in all financial statements and exhibits for the fiscal period beginning September 1 and ending June 30 and will include an additional schedule containing supplemental financial data reporting tax collections for the 12-month period beginning September 1 and ending August 31. For all fiscal year periods following the first year of implementation of a July 1 fiscal year start date, all financial data will be reported on a 12-month basis spanning July 1 through June 30. Texas Education Agency 2022 Financial Accountability System Resource Guide Texas Education Agency Division of Financial Compliance Notification of Intent to Change the Fiscal Year Start Date In accordance with Texas Education Code, Section 44.0011, the board of trustees of the district determines whether the fiscal year of a school district begins on July 1 or September 1 of each year. Instructions: •Please provide the indicated information and signatures where indicated. •This form should be filed no later than June 30th, one year before the district’s change in fiscal year start date. •If the district decides NOT TO CHANGE (after submission of this form) or decides to CHANGE BACK to a September 1st start date, please submit a new form to the Division of Financial Compliance. •Special Note: Charter Schools must amended their charter prior to submission of this form Change Start Date to (check one): July 1st September 1st Start Date of New Fiscal Year (e.g. July 1, 2015):___________________________________________ Name of District: _____________________________________________________________________ County-District Number:_______________________________________________________________ Regional Service Center Number:_______________________________________________________ Approved Copy Of School District Board of Trustees Minutes Approving Change In Fiscal Year Start Date (Required). Type Name of Superintendent:_____________________________________________________ Signature of Superintendent:______________________________________Date:____________ Type Name of School Board President:_______________________________________________ Signature of Board President: _____________________________________Date:____________ Please email this form and a copy of board minutes to FiscalYearChange@tea.texas.gov Questions concerning this form may be forwarded to Division of Financial Compliance at (512) 463-7652. FIN-003 July 1, 2024 220-810 Westlake Academy Charter School 11 Dr. Sean Wilson, Head of School Sean Kilbride Analysis completed 05/06/2019. Implementation of changing the FYE to June 30th from August 31st Pros for change to July 1st Cons for change to July 1st Closing out the year without school in session would provide less interruption during the process May be difficult for WAF to change to FYE 6/30 due to 501(c)3 on file with the IRS Auditors would perform the annual audit prior to students returning to school. • This may be the auditor’s less busy time. • The audit would be completed, and BOT approved prior to the holidays. • The Legislative session may not be over and would create a lag in implementing any new legislation. • Unfunded mandates would require a budget amendment. School administrators won’t have to plan for August expenses in May. • Staff will leave for the summer break with the old budget and return to a new (approved) budget. • With the budget complete, there will be 2 months to prepare for the new school year. • Expenditure cutoff will be clearly defined. • No more trying to cut off purchase orders and not allow any purchases in August. Implementation: • FY 2023/24 would plan for a 10-month budget, • FY 2024/25 would plan for a 12-month budget, • Would there need to be two separate governance retreats with BOT? • How would this affect the student side and PEIMS compliance? • Effective planning for payroll costs could be challenging since many teachers/staff are not hired until after July 1st. • Would need to use position control for budgeting positions. Finance won’t have to have two audits back-to-back (Municipal & Academic). Expenses and Revenues will match the fiscal year they were incurred/earned. • This would positively impact Athletics (sport registrations) and Technology (tech use fees) Must complete the Fiscal Year Change notification with TEA prior to June 30th A hurdle is setting the tax rate, but this doesn’t apply to charter schools. Resolution WA 23-11 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION NO. 23-11 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES ADOPTING A TEN-MONTH FISCAL YEAR FOR THE UPCOMING BUDGET YEAR AND EFFECTIVELY CHANGING THE FISCAL YEAR PERIOD TO JULY 1 THROUGH JUNE 30. WHEREAS, Westlake Academy desires to change the fiscal year period to better align funding resources and related activities with the annual schedule of the school; and, WHEREAS, the leaders of Westlake Academy desire to improve the budget process, engage in annual student and staff recruitment activities earlier, and ensure start of school operations are fully funded; and, WHEREAS, the Texas Education Code provides for the option of a July 1 fiscal year start date when the Board of Trustees approves the change no later than June 30 the year prior; 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 does hereby approve the recommended change to the fiscal year, adopting a ten-month fiscal year for the upcoming budget year, and directs staff to execute all requirements prescribed by the Texas Education Code and the Texas Education Agency to enact the change. 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. Resolution WA 23-11 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 30th DAY OF MAY 2023. ___________________________________ Sean Kilbride, Mayor ATTEST: ________________________________ Amy Piukana, Town Secretary APPROVED AS TO FORM: ________________________________ Janet Bubert, School Attorney Fiscal Year-End Change Resolution 23-11 May 30, 2023 What is a Fiscal Year Change? Approving Resolution 23-11 will change the fiscal year end to June 30 Changing the Fiscal Year does not change the Academic, or School, Year; Historically, the fiscal year beginning September 1st and ending August 31st has limited funds for purchasing necessary instructional supplies when the new school year begins mid-August; Due to other instructional requirements and student activities occurring in May, supplies for the new school year may not be ordered until staff return in July & August, when funds are at their lowest; The Academy frequently depends on local grant funds to bridge the gap until the new adopted budget is available on September 1st. CURRENT FY September 1 –August 31 Financial Reporting Quarters: Nov, Feb, May, Aug PROPOSED FY July 1 –June 30 Financial Reporting Quarters: Sept, Dec, Mar, June Purpose for the Proposed Change Align the fiscal year with the academic year; Facilitate teacher retention and recruiting; Improve campus involvement during the budget process; Align the majority of federal funding with the fiscal year. TEA provides guidance to districts choosing to change their fiscal year, as allowed by HB98. The fiscal year change will not change the flow of state funds, which are distributed beginning in September of each year. Academic Year Changing the Fiscal Year does not change the Academic Year. With August being the last month in the Fiscal Year, funds are frequently unavailable to order supplies for the new school year; Generally accepted accounting principles require that all materials received prior to the end of the fiscal year be charged to that fiscal year; therefore, the Academy may not receive the necessary school supplies timely; The majority of Districts begin the school year prior to September 1st; Potential Legislative changes to the academic calendar start-day to September will still require August faculty and staff development and start-up expenditures. Teacher Recruiting districts can recruit teachers based upon salary and benefits which are part of the adopted budget; recruits will know their salary before signing a contract; districts will receive the benefit of major changes in the compensation package during the recruiting process. By moving to a July 1st start date,… Improvements in the Budget Process administrators and teachers with the opportunity to have valuable input during the budget process so that any changes will be manageable and within their control; start-up funds for instructional materials, which will be ready and available before students are on campus. Moving to a July 1st start date will provide… Federal Programs align with the grant period with major federal awards; allow administrators to manage and maintain grant-related expenditures when the funds are available. Moving to a July 1st start date will… Texas Education Agency Requirements TEA requires Board approval 1 year in advance of changing fiscal years. Following approval, the form Notification of Intent to Change the Fiscal Year Start Date is submitted to TEA, along with the resolution and approved Board minutes, prior to June 30, 2023. Financial data prepared for budget adoption will be on a 12-month basis with a 10-month fiscal year: September 2023 through June 2024. Adopted budget data and final actual (audited) data will be reported to TEA through PEIMS for a 12-month reporting period: September 2023 through August 2024. Two Year Timeline Aug 2023-June 2025 10-month “implementation” Fiscal Year Full 12-month fiscal year Next Steps Staff recommends the approval of changing the Academy’s fiscal year start from September 1st to July 1st, with the implementation year beginning September 1, 2023. Upon approval, staff will submit the Notification of Intent to Change the Fiscal Year Start Date form to TEA along with Res 23-11 and the approved board minutes. Staff will provide the Academy administrators with the timeline for their planning purposes. The Town Council/Board of Trustees will be impacted by the change in reporting dates for: Budget adoption and audit approval Quarterly financials Questions? Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:23-149 Agenda Date:5/30/2023 Agenda #:H.3. TOWN STAFF REPORT RECCOMENDATIONS Consider electing a Mayor Pro Tem for 2023-24; and take appropriate action STAFF: Amy M. Piukana, Town Secretary BACKGROUND: Pursuant to Local Government Code Section 22.037, the Town Council shall elect a Mayor Pro Tem following the May General election. The Mayor Pro Tem shall serve one year and may be reappointed, at the discretion of the Council. The Mayor Pro Tem performs duties when the Mayor is absent. The Mayor Pro Tem shall have the right to vote as a member of Council even when fulfilling this role. STAFF RECOMMENDATION: Staff recommends the Town Council select one member of the Town Council to serve as Mayor Pro Tem. TOWN COUNCIL ACTION/OPTIONS: 1)Motion to appoint (________) as Mayor Pro Tem Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™ Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:23-109 Agenda Date:5/30/2023 Agenda #:I.1. TOWN STAFF REPORT RECCOMENDATIONS The Town Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551 for the following: a) 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 (Level 3 Parent Grievance); b) Section 551.071(2): Consultation with Attorney to seek advice of counsel regarding Westlake Academy Board Policies; c) Section 551.074 (a)(2): Deliberation regarding a complaint against a school employee (Level 3 Parent Grievance); d) Section 551.0821(a): Deliberation involving personally identifiable student information (Level 3 Parent Grievance) e) Section 551.074 (a)(1): Deliberation regarding personnel matters: To deliberate regarding Quasi- Judicial Board(s) (Planning & Zoning Commission/Texas Student Housing Authority Board) f) ) Section 551.074(a)(1): Deliberation regarding Personnel Matters (Head of School) and (Westlake Academy Personnel Duties and Organizational Structure) Town of Westlake Printed on 5/30/2023Page 1 of 1 powered by Legistar™