HomeMy WebLinkAboutTC BOT Agenda Packet 5.22.23Town of Westlake
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
Town Council/Board of Trustees
Agenda
Council Chamber5:30 PMMonday, May 22, 2023
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 (5:30 P.M.)
A.1.Discuss the creation of a new Booster Club23-132
B.REGULAR MEETING – Call to Order (6:00 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
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
Page 1 of 4
Town Council/Board of Trustees Agenda May 22, 2023
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 take appropriate action
RES 23-34
G.PUBLIC HEARING:
G.1.Conduct a public hearing and consider adopting Ordinance 964 approving
a zoning change request from O-Office Park District to Planned
ORD-964
Page 2 of 4
Town Council/Board of Trustees Agenda May 22, 2023
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)
H.REPORT(S):
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.
H.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
I.REGULAR AGENDA ITEM(S)
I.1.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
I.2.Consider approving WA Resolution 23-12 adopting the Westlake
Academy 23/24 School Calendar; and take appropriate action
WA RES
23-12
J.CLOSED EXECUTIVE SESSION
J.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
(Evaluation of Head of School) and (Westlake Academy Personnel Duties
and Organizational Structure)
23-109
K.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS
Page 3 of 4
Town Council/Board of Trustees Agenda May 22, 2023
L.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 .
M.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:5/22/2023 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 5/17/2023Page 1 of 1
powered by Legistar™
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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.”
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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
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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
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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:
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•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.
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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.
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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
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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.
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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
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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
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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.
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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.
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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.
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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.
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Memorandum of Understanding
Westlake Academy and the Westlake Academy Booster Club
TBD
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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:5/22/2023 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 5/17/2023Page 1 of 1
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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:5/22/2023 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 5/17/2023Page 1 of 1
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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 22nd 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:5/22/2023 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 5/17/2023Page 1 of 1
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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 22nd DAY OF MAY 2023.
___________________________________
Sean Kilbride, Mayor
ATTEST:
________________________________ ___________________________________
Amy Piukana, Town Secretary Wade Carroll, Town Manager
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:5/22/2023 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 5/17/2023Page 1 of 1
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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 22ND 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:5/22/2023 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 5/17/2023Page 1 of 1
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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 22ND 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:5/22/2023 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 5/17/2023Page 1 of 1
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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 22ND 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:5/22/2023 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 5/17/2023Page 1 of 1
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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 22ND 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:5/22/2023 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 5/17/2023Page 1 of 2
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File #:RES 23-32 Agenda Date:5/22/2023 Agenda #:F.8.
3)Motion to table
4)Motion to deny
Town of Westlake Printed on 5/17/2023Page 2 of 2
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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 22 ND 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:5/22/2023 Agenda #:F.9.
TOWN STAFF REPORT RECCOMENDATIONS
Consider approving Resolution 23-34 appointing members to the Planning and Zoning Commission; 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.
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File #:RES 23-34 Agenda Date:5/22/2023 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
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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, regular member (new) June 2025
Brooks Remaley, regular member (new) June 2025
Kim Morris, regular member (new) June 2024
Adam Coffey, Chairman 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 22nd 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 #:ORD-964 Agenda Date:5/22/2023 Agenda #:G.1.
TOWN STAFF REPORT RECCOMENDATIONS
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)
STAFF: Ron Ruthven, Director of Development and Planning
Update
This item was tabled by the Town Council at the April 24, 2023 meeting at the request of the applicant.
Executive Summary (Including Applicable Organizational History)
Hitesh Jariwala,Trophy Lodging,LTD,on behalf of property owners Varispace Southlake,LLC,is requesting
approval of a zoning change for the property located at 3300 T.W.King Road in order to construct a limited-
service hotel on the property with up to 130 rooms.
Existing Conditions, History and Site Development Constraints
The subject property is currently zoned “O-Office Park”district and currently developed as a parking lot.The
lot is currently used as additional parking for the existing office complex located to the east in Southlake,which
is part of the larger Solana development and is also owned by Varispace Southlake,LLC.The subject property
also contains a sewer lift station that is owned and operated by the Trophy Club Municipal Utility District
(TCMUD).
The approximate northern one-third of the subject property is located in the town of Trophy Club while the
remainder of the property is located in Westlake.The proposed hotel building would be wholly located in
Westlake.
Access to the State Highway 114 service is restricted by TxDOT leaving the only access to the subject property
from T.W. King Road, which is located wholly within the city of Southlake.
According to the existing subdivision plat for the subject property,there are several large utility and drainage
easements along with building setbacks along T.W.King Road and SH 114 that,currently,serve to limit any
redevelopment of the site to only a small building given the constrained building area.
Historically,most of the subject property was located in the city of Southlake and was subsequently moved into
Westlake’s corporate limits as a result of a legal ruling stemming from litigation between Southlake and
Westlake in 1998.The current parking lot and plat were both approved by Southlake given that the subject
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File #:ORD-964 Agenda Date:5/22/2023 Agenda #:G.1.
property was part of Southlake at the time of initial development in early 1998.
In 2015 the existing multi-level parking garage located to the east of the subject property across T.W.King
Road was built,negating the need for the parking located on the subject property,after which the property
owner (first Blackstone,then Varispace Southlake)began seeking offers from potential developers to purchase
the site.With the exception of a temporary use request for the “Journey Dome”on the property in 2022,staff
has received little interest concerning the property from developers until the current developer.
The following are additional conditions specific to the subject property:
Plat status: Platted as Lot 1, C.M. Throop No. 1510 Addition (approved by Southlake in 1998)
Lot size: 2.5 acres
Existing Parking Lot: 108 parking spaces (approved by Southlake in 1998)
Other conditions:Existing TCMUD sanitary sewer lift station (built in the late 1980’s to serve The Solana
development).
Developer’s Request
The developer is requesting a zoning change to “PD-Planned Development District”from “O-Office Park”
district for the following reasons:
·A limited-service hotel is not a permitted use in the “O-Office Park” district;
·Deviation from the standard building setback,landscaping,building design and parking requirements
required under the “O-Office Park”zoning in order to fit the hotel on the site given the limited area and
other issues as noted.
·Flexibility within the zoning approval process to allow for,and accommodate,varied conditions in
order to gain approval.
In the attached narrative, the developer states:
“We are proposing to construct a new hotel,either a Hilton,Marriott or Hyatt Flag.A portion of the site is
covered with parking,that was formerly utilized by the existing property owner and the development to the
East.The [existing]parking area is no longer needed due to the construction of a large parking garage within
its parent property [to the east]. The proposed project will have the following design standards:
1) Maximum number of rooms = 130
2) Maximum building height = 75 feet
3) Estimated Maximum Elevation Above Sea Level = 682 feet
4) Estimated Floor Area = 80,612 sf
5) Estimated Floor Area Ratio = 75%
6) Amenities to include a swimming pool (680 sf +/-), meeting space (520 sf +/-) and hotel offices
(393 sf +/-).
The project will be developed by Pegasus Hospitality Group.Near the Westlake area,the developer has opened
the following hotels:
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File #:ORD-964 Agenda Date:5/22/2023 Agenda #:G.1.
Homewood Suites by Hilton - Trophy Club
Tru By Hilton - Coppell
Hilton Garden Inn by Hilton - Denton
They are also currently working on developing the following hotels in the Westlake area:
Homewood Suites - Coppell - 137 rooms - Construction to commence quarter 3 of 2022
Hilton Garden Inn - Coppell - Construction to commence quarter 1 of 2024”
In terms of economic development impacts on the Town, the developer states:
“For the Proposed Hotel in Westlake,the developer plans to develop a +/-120 room hotel to be valued at
approximately $20,000,000.Based on their analysis/research and underwriting,a stabilized full year is
projected to yield the following statistics:
75% Occupancy
$165 Average Daily Rate (ADR)
$112 Revenue per Available Room (RevPAR)
Based on this performance,at an approximate 7.00%occupancy tax/city tax,the expected revenue to be
generated for Westlake is approximately $379,500 per year.”
The developer states that,upon approval,construction would start between the 3rd quarter of 2024 and the 1st
quarter of 2025.
Site Development Analysis
Redevelopment Feasibility - Existing Site Conditions and Zoning/Regulatory Requirements
As noted above,the site,in its current condition,allows for limited redevelopment given the following
conditions:
·Existing site utility/drainage easements limiting building area.
·Existing platted building setbacks (50 feet from SH 114; 30 feet from T.W. King Road).
·Existing “O-Office Park”zoning setbacks (100 feet from SH 114;100 feet from T.W.King;75 feet from
rear lot line).
·Building height restrictions (maximum 2 story; 35-foot height)
·Existing freeway landscape zone from SH 114 (100 feet from SH 114 ROW).
·Existing roadway landscape zone from T.W. King Road (100 feet from ROW).
·Vehicular access to the site limited to T.W. King Road.
·Unimproved state of T.W. King Road adjacent to the site.
·Existing TCMUD lift station on site (which cannot be relocated).
·Location of northern one-third of the site in Trophy Club.
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The existing site zoning, “O-Office Park”, allows for the following principal permitted commercial uses:
·General Office
·Studio (undefined)
·Bank
·Information Processing
·Laundry/Dry Cleaning
·Personal Services
·Commercial Recreation (undefined)
Taking into consideration the zoning uses noted above,the Town’s minimum development requirements
including setbacks/landscaping requirements,and the existing site conditions,based on a preliminary staff
analysis,assuming no development waivers were granted,the maximum building size that could be built on the
site is approximately 7,000 square feet containing one or more of the above listed land uses.
The following is an analysis of the proposed site plan in terms of compliance with applicable Town ordinances,
the Comprehensive Plan, and staff’s review of the request:
Traffic Impact and Access
As part of their request,the developer submitted traffic impact analysis (TIA)for review.Based on the results
of the analysis,which utilized industry accepted trip generation methodology from the Institute of
Transportation Engineers (ITE)Trip Generation Manual,based on a 120-room hotel,the proposed hotel would
generate 959 trips per day (or 1,039 trips per day for 130 rooms).
Access to the site would be solely from T.W.King Road with no access to SH 114.The developer has
submitted plans and the TIA to the city of Southlake for review given the location of the road in Southlake and
has not yet received approval.Access to T.W.King Road from the site will require final approval by the city of
Southlake.
Building Design
The developer provided preliminary building elevations with their application.The elevations show a six-story
building composed of a combination of EIFS,metal and resin panels.The proposed height of the building is 75
feet with maximum height above mean sea level of 682 feet.
There are no building design requirements specific to the “O-Office Park”zoning.However,there are
minimum building articulation requirements for non-residential buildings contained in the Town’s zoning
regulations as follows:
a.Horizontal articulation:No building wall shall extend for a distance equal to two times
the wall's height without having an offset of 15 percent of the wall's height,and that new
plane shall extend for a distance equal to at least 25 percent of the maximum length of
the first plane.
b.Vertical articulation:No horizontal wall shall extend for a distance greater than two
times the height of the wall without changing height by a minimum of 15 percent of the
wall's height.
The Westlake Building Quality Manual recommends masonry,metal and glass as a primary cladding material
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File #:ORD-964 Agenda Date:5/22/2023 Agenda #:G.1.
for commercial buildings. EIFS is not an approved material.
Setbacks
The proposed hotel building would be setback according to the platted setbacks of 30 feet from T.W.King Road
and 50 feet from SH 114. The “O-Office Park” zoning requires 100 feet from both roadways.
Parking
According to the parking regulations in the Code of Ordinances,a minimum of 130 parking spaces are required
for the proposed use based on the total number of hotel rooms.The developer proposes 117 spaces given site
constraints.
Landscaping, Screening, Buffering and Open Space
Although landscaping will be provided,among other deviations,the developer proposes that the 100-foot
roadway landscape buffers along SH 114 and T.W.King be reduced per the concept plan.The developer also
proposes that the parking lot landscaping requirement of a minimum 60 square feet of landscaping per each
parking space be reduced given site constraints.
The “O-Office Park”zoning requires a minimum of 20%open space on site.Per the proposal,open space
would be confined to site landscaped areas and would be minimal.
Outdoor Lighting
Outdoor lighting is proposed to meet Town code requirements.
Signage
No signage proposals have been submitted to date and will depend on the final hotel flag.
Interjurisdictional approval required
The town of Trophy Club,city of Southlake and the TCMUD were all sent copies of the request and all of these
entities participated in the development review process along with Town staff.Although some comments have
been addressed,many comments remain unaddressed given the additional level of detail needed in order to gain
final approval, which will be required before construction may start.
Comprehensive Plan Compliance
The 2015 Comprehensive Plan does not address the subject property.
Staff Recommendations and Summary
There are limited options for redevelopment of the site given the factors noted herein.In order to maximize the
redevelopment potential of the site,staff agrees that rezoning the property to “PD”from “O”is a viable option.
However,there are several steps that must be taken to reach a point where a building permit may be issued
including:
·Final approval from Trophy Club and Southlake;
·Addressing comments from the TCMUD concerning the lift station;
·Additional details regarding the building, site and hotel itself.
Therefore,staff recommends approval subject to the following conditions,which are contained in the proposed
ordinance:
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File #:ORD-964 Agenda Date:5/22/2023 Agenda #:G.1.
Approving Ordinance Conditions (Ordinance 964):
A.The purpose of the PD8 district is the development of a hotel.Any principal use other than a hotel is
hereby prohibited.Approved accessory uses shall include a fitness center,conferencing facility,
swimming pool,spa,restaurant,general retail sales typical with a hotel and the sale of alcoholic
beverages for on-premises consumption.
B.Development of the site shall be generally consistent with the concept plan,attached as Exhibit “B”,
and the development description, attached as Exhibit “C”.
C.The hotel building shall be generally consistent with the concept building elevations,attached as
Exhibit “D”.
D.A site plan,meeting the requirements for PD site plans in the Code of Ordinances,shall be submitted
for final consideration.No building permit may be issued without an approved site plan.The site plan
shall be considered as an amendment to this ordinance;
E.Prior to the final consideration of the site plan,any required extra-jurisdictional approvals pertinent to
the subject property including,but not limited to,zoning,roadway and utility access shall be obtained
and provided directly from the pertinent entity to the Town.
F.Given the redevelopment of the site,approval and recording of a replat of the subject property is hereby
required prior to the issuance of a building permit;
G.A situs development agreement between the developer and the town shall require approval prior to the
issuance of the building permit.
H.It is hereby acknowledged that certain waivers to Town ordinances are required in order to reasonably
develop the site as depicted on the concept plan.However,final approval of any development waivers,
including any modifications or additions to the conditions contained herein,shall be at the discretion of
the Town Council upon the recommendation of the Planning and Zoning Commission as part of the
approval of the required site plan.
COUNCIL ACTION/OPTIONS
·Approve the proposed Ordinance;
·Approve the Ordinance with conditions/modifications;
·Deny the proposed Ordinance;
·Table the item(s).
PLANNING AND ZONING RECOMMENDATION
The Planning and Zoning considered this item on February 13, 2023. The Commission voted to recommend
approval of the item subject to staff’s recommendations by a (4-0) vote.
FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY
Project Cost/Funding Amount: $0.00 Funding Source: N/A
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File #:ORD-964 Agenda Date:5/22/2023 Agenda #:G.1.
Contract:No Forms:N/A
Attachments
1.Location Map
2.Existing site conditions and plat
3.Information provided by developer
4.Ordinance 964
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Subject
Property
TW
K
i
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g
T o w n o f W e s t l a k e
C I t y o f S o u t h l a k e
T o w n o f T r o p h y C l u b
1998 Site Plan—city of Southlake
SH 114
1998 Plat—city of Southlake
Project Narrative
Proposed Hotel – Highway 114 and T.W. King Road
Project Information
The proposed site is approximately 2.473 acres in size and is located at the northwest corner of the
intersection of State Highway 114 and T.W. King Road, within the Town limits of Westlake, TX. The
property is currently platted as Lot 1, of the CM Throop No. 1510 Addition. A portion of the site is
covered with parking, that was formerly utilized by the existing property owner and the development to
the East. This parking area is no longer needed due to the construction of a large parking garage within
its parent property.
We are proposing to construct a new hotel, either a Hilton, Marriott or Hyatt Flag. The proposed project
will have the following design standards:
1) Maximum number of rooms = 130
2) Maximum building height = 75 feet
3) Estimated Maximum Elevation Above Sea Level = 682 feet
4) Estimated Floor Area = 80,612 sf
5) Estimated Floor Area Ratio = 75%
6) Parking ratio provided= 1 parking space per room up to 117 rooms. 117 parking space max.
7) Amenities to include a swimming pool (680 sf +/-), meeting space (520 sf +/-) and hotel offices
(393 sf +/-).
8) Plan on using Trophy Club Municipal Utility District for water and sewer services.
9) Landscape setbacks as follows:
· Front Setback (T.W. King) = 5’
· Front Setback (TX – 114) = 5’
· Side Setback = 10’
10) Building setbacks as follows:
· Front Setback (T.W. King) = 30’
· Front Setback (TX – 114) = 50’
· Side Setback = 30’
Developer Information
The project will be developed by Pegasus Hospitality Group. The Developer has been in the hotel
business since 2004. They have expertise in developing, constructing, and operating trendsetting hotels.
Once their hotels open, they become leaders in their competitive sets. As operators, they thrive to
provide their guests the best service, comfort, and experience they can find. They have exceptional
guest satisfaction scores.
Near the Westlake area, the developer has opened the following hotels:
Homewood Suites by Hilton – Trophy Club
Tru By Hilton – Coppell
Hilton Garden Inn by Hilton – Denton
They are also currently working on developing the following hotels in the Westlake area:
Homewood Suites – Coppell – 137 rooms – Construction to commence quarter 3 of 2022
Hilton Garden Inn – Coppell – Construction to commence quarter 1 of 2024
The Developer’s Homewood Suites in Trophy Club won an award for being ranked in the top 5% out of
all Homewood Suites hotels in the system. Their Tru hotel in Coppell is ranked within the top 15 out of
all Tru hotels in the system.
Economic Information
For the Proposed Hotel in Westlake, the developer plans to develop a +/- 120 room hotel to be valued at
approximately $20,000,000. Based on their analysis/research and underwriting, a stabilized full year is
projected to yield the following statistics:
75% Occupancy
$165 Average Daily Rate (ADR)
$112 Revenue per Available Room (RevPAR)
Based on this performance, at an approximate 7.00% occupancy tax/city tax, the expected revenue to
be generated for Westlake is approximately $379,500 per year.
Exterior Construction Materials
The exterior construction materials for the Westlake hotel will consist of three primary facade materials.
They include EIFS (Stucco), Metal Clad colored Panel System, and Resin Panels which is a composite of
resin with laminate finish. For colors of each of the materials please refer to the exterior elevations for
specific locations as presented on the colored elevations.
Exterior grilles for exhausting interior spaces will be specified to match the windows. Windows will be
galvanized metal, fixed panel, double pane insulated glass to satisfy the energy code.
Development Schedule
The Developer has the project scheduled to commence construction between the 3rd quarter of 2024
and the 1st quarter of 2025.
Waivers to Town Development Regulations
We are requesting waivers to the following Town development regulations:
Sec 98-106 (b)(1)
Required: Parking lots. Parking lots shall maintain a minimum of 60 square feet of landscaped area
for each required off-street parking space. A maximum of 200 parking spaces is permitted in each
defined parking lot.
Sec 98-106 (b)(2)
Required: Parking lot edge. A parking lot edge shall surround each parking lot, and be a minimum
of 12.5 feet wide. The parking lot edge may overlap any parking setback line. When separating two
parking lots, the parking lot edge shall be a minimum of 25 feet wide and contain an average
minimum three-foot-high berm, as measured from the higher curb or paving elevation. If there is a
three-foot or greater differential in the elevations of the edges of the parking lots being separated,
then an average two-foot berm, as measured from the higher curb or paving elevation, shall be
provided. Parking lot edges may facilitate the grading and terracing of parking lots on a site.
Proposed: Landscape Edge Depths
(T.W. King): 5’
(TX-114): 5’
Side Buffer: 10’
Sec 98-106 (c)(2)
Required: Tree density. There shall be a minimum of one tree per parking space in all parking areas.
These trees may be planted within each parking area or within the parking lot edge area. No
parking space may be greater than 15 feet from a tree.
Sec 98-106 (c)(4)
Required: Spot islands. A spot island shall be located within a maximum 15 feet of each parking
space. The distance is measured from the nearest curb line of the island to the nearest point on the
edge of the parking stall. Spot islands shall be a minimum of nine feet wide by 18 feet long. The
location of spot parking lot islands shall recognize convenient pedestrian circulation routes and
walks within the island planned accordingly.
Sec 102-124 Figure 2
Required Minimum Lot Size: 200,000 S.F.
Proposed: 107,733 S.F.
Required Max Building Height: 35’ or 2 Stories
Proposed Max Height: 75’
Required FAR: 0.25:1
Proposed FAR: 0.75:1
Required Front Building Setback: 100’
Proposed (T.W. King): 30’
Proposed (TX-114): 50’
Required Rear Building Setback: 100’
Proposed: 30’
Required Side Building Setback: 75’
Proposed: 30’
Required Landscaping: 20%
Proposed: 15%
Section 102-155 Figure 3
Required: 1 for each guest room or residence unit
Proposed: 1 parking space per room up to 117 rooms. 117 Max Parking Spaces.
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CAB. A, PG. 4154
PROPOSED HOTEL
6 STORIES - 120+/- GUEST ROOMS
COURTYARD
8 13
PROPOSEDDUMPSTER AREA
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DATE
REVISIONS
NOTICE:
C
Know what's below. Call before you dig.THE LOCATIONS OF EXISTING UNDERGROUNDUTILITIES ARE SHOWN IN AN APPROXIMATEWAY ONLY AND HAVE NOT BEENINDEPENDENTLY VERIFIED BY THE OWNER OR ITSREPRESENTATIVE. THE CONTRACTOR SHALLDETERMINE THE EXACT LOCATION OF ALLEXISTING UTILITIES BEFORE COMMENCINGWORK, AND AGREES TO BE FULLY RESPONSIBLEFOR ANY AND ALL DAMAGES WHICH MIGHT BEOCCASIONED BY THE CONTRACTOR'S FAILURE TOEXACTLY LOCATE AND PRESERVE ANY AND ALLUNDERGROUND UTILITIES.
COPYRIGHT 2022 ATWELL LLC NOREPRODUCTION SHALL BE MADE WITHOUT THEPRIOR WRITTEN CONSENT OF ATWELL LLC
CONSTRUCTION SITE SAFETY IS THE SOLERESPONSIBILITY OF THE CONTRACTOR; NEITHERTHE OWNER NOR THE ENGINEER SHALL BEEXPECTED TO ASSUME ANY RESPONSIBILITY FORSAFETY OF THE WORK, OF PERSONS ENGAGED INTHE WORK, OF ANY NEARBY STRUCTURES, OR OFANY OTHER PERSONS.
24 HOUR EMERGENCY CONTACT
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DRAWN BY: C. ATCHLEY
CHECKED BY: M. HOLMES
PROJECT MANAGER: J. GREEN
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JOB #: 21005327
FILE CODE: ##
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CURRENT ZONING
PROPOSED USE
O - OFFICE
HOTEL
TOTAL BUILDING SIZE 80,612 SF
TOTAL LOT AREA
TOTAL ACREAGE
1 SPACE / 1 GUEST ROOM
107,733.95 S.F.
2.473 AC
120
PROPOSED BUILDING HEIGHT 6 STORIES, 75'-0"
PROPOSED ZONING PD__________
TOTAL ROOM COUNT 120 +/-
PARKING PROVIDED 117
H/C PARKING REQUIRED 5
H/C PARKING PROVIDED 5
FRONT (TW KING)30'
BUILDING SETBACKS:
SIDE 30'
FRONT (TX-114 FRONTAGE)50'
LANDSCAPE BUFFERS:
5'
5'FRONT (TW KING)
SIDE
FRONT (TX-114 FRONTAGE)
10'
CONSTRUCTION TYPE IIB
MAIN ENTRANCE OF HOTEL SC WA R C H I T E C T S
Brand of hotel to be: MARRIOTT, HILTON OR HYATT
BACK POOL ENTRANCE OF HOTEL SC WA R C H I T E C T S
Ordinance 964
Page 1 of 9
TOWN OF WESTLAKE
ORDINANCE NO. 964
AN ORDINANCE ZONING AN APPROXIMATELY 2.5 ACRE TRACT OF LAND
GENERALLY LOCATED AT 3300 T.W. KING ROAD, FURTHER DESCRIBED AS LOT
1, C.M. THROOP NO. 1510 ADDITION, FROM THE “O OFFICE PARK” ZONING
DISTRICT TO PD8 “PLANNED DEVELOPMENT DISTRICT NUMBER EIGHT”;
APPROVING A CONCEPT PLAN FOR A HOTEL; PROVIDING FOR THE
AMENDMENT OF THE OFFICIAL ZONING MAP; PROVIDING FOR A
SEVERABILITY CLAUSE; PROVIDING FOR A SAVINGS CLAUSE; PROVIDING FOR
A PENALTY CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Chapter 102 of the Code of Ordinances of the Town of Westlake establishes
zoning districts, permissible uses, development standards, and other zoning related regulations;
and
WHEREAS, Section 62-31 of the Code of Ordinances of the Town of Westlake adopts a
Comprehensive Plan for the Town of Westlake; and
WHEREAS, Section 102-33(3) of the Code of Ordinances of the Town of Westlake states
that the purpose of a Planned Development District is to: Provide for a superior design of lots or
buildings; Provide for increased recreation and/or open space opportunities for public use; Provide
rural amenities or features that would be of special benefit to the property users or community;
Protect or preserve natural amenities and environmental assets such as trees, creeks, ponds,
floodplains, slopes or hills and viewscapes; Protect or preserve existing historical buildings,
structures, features or places; and provide an appropriate balance between the intensity of
development and the ability to provide adequate supporting public facilities and services; and
WHEREAS, on July 6, 2022, the Town of Westlake received a Zoning Change Request
from Trophy Lodging, LTD, on behalf of the property owner for the subject property requesting
that the Town zone said property to PD8 “Planned Development District Number Eight” in
accordance with Chapter 102 of the Code of Ordinances of the Town of Westlake, Texas; and
WHEREAS, following provision of proper legal notice, including written notice to owners
within 200 feet of the subject property, published notice and posted notice in accordance with the
Texas Open Meetings Act of public hearing, a public hearing was held on February 13, 2023 by
the Planning and Zoning Commission (Commission) whereby the Commission recommended to
the Town Council approval zoning change; and
WHEREAS, following provision of proper legal notice, including written notice to owners
within 200 feet of the subject property, published notice and posted notice in accordance with the
Texas Open Meetings Act of public hearing, a public hearing was held on May 22, 2023 by the
Town Council; and
Ordinance 964
Page 2 of 9
WHEREAS, the Council believes that the interests of the Town, the present and future
residents and citizens of the Town, and developers of land within the Town, are best served by
adopting this Ordinance; and
WHEREAS, upon the recommendation of the Planning and Zoning Commission and after
a public hearing, the Town Council of the Town of Westlake, Texas, is of the opinion that it is in
the best interests of the Town and its citizens that the rezoning request should be approved and
adopted.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE TEXAS:
SECTION 1: That all matters stated in the preamble are found to be true and correct and
are incorporated herein as if copied in their entirety.
SECTION 2: That Lot 1, C.M. Throop Addition No. 1510 as shown on attached Exhibit
“A” is hereby rezoned from the O, “Office Park” zoning district to PD8, “Planned Development
District Number Eight”, including the approval of a concept plan, subject to the following
conditions:
A. The purpose of the PD8 district is the development of a hotel. Any principal use other than
a hotel is hereby prohibited. Approved accessory uses shall include a fitness center,
conferencing facility, swimming pool, spa, restaurant, general retail sales typical with a
hotel and the sale of alcoholic beverages for on-premises consumption.
B. Development of the site shall be generally consistent with the concept plan, attached as
Exhibit “B”, and the development description, attached as Exhibit “C”.
C. The hotel building shall be generally consistent with the concept building elevations,
attached as Exhibit “D”.
D. A site plan, meeting the requirements for PD site plans in the Code of Ordinances, shall be
submitted for final consideration. No building permit may be issued without an approved
site plan. The site plan shall be considered as an amendment to this ordinance;
E. Prior to the final consideration of the site plan, any required extra-jurisdictional approvals
pertinent to the subject property including, but not limited to, zoning, roadway and utility
access shall be obtained and provided directly from the pertinent entity to the Town.
F. Given the redevelopment of the site, approval and recording of a replat of the subject
property is hereby required prior to the issuance of a building permit;
G. A situs development agreement between the developer and the town shall require approval
prior to the issuance of the building permit.
Ordinance 964
Page 3 of 9
H. It is hereby acknowledged that certain waivers to Town ordinances are required in order to
reasonably develop the site as depicted on the concept plan. However, final approval of
any development waivers, including any modifications or additions to the conditions
contained herein, shall be at the discretion of the Town Council upon the recommendation
of the Planning and Zoning Commission as part of the approval of the required site plan.
SECTION 3: This Zoning District shall be subject to all regulations contained in the
Code of Ordinances of the Town of Westlake, Texas, except where amended herein.
SECTION 4: That this Ordinance shall be cumulative of all other Town Ordinances and
all other provisions of other Ordinances adopted by the Town which are inconsistent with the terms
or provisions of this Ordinance are hereby repealed.
SECTION 5: That any person, firm or corporation violating any of the provisions or terms
of this ordinance shall be subject to the same penalty as provided for in the Code of Ordinances of
the Town of Westlake, and upon conviction shall be punishable by a fine not to exceed the sum of
Two Thousand Dollars ($2,000.00) for each offense. Each day that a violation is permitted to exist
shall constitute a separate offense.
SECTION 6: It is hereby declared to be the intention of the Town Council of the Town
of Westlake, Texas, that sections, paragraphs, clauses and phrases of this Ordinance are severable,
and if any phrase, clause, sentence, paragraph or section of this Ordinance shall be declared legally
invalid or unconstitutional by the valid judgment or decree of any court of competent jurisdiction,
such legal invalidity or unconstitutionality shall not affect any of the remaining phrases, clauses,
sentences, paragraphs or sections of this Ordinance since the same would have been enacted by
the Town Council of the Town of Westlake without the incorporation in this Ordinance of any
such legally invalid or unconstitutional, phrase, sentence, paragraph or section.
SECTION 7: This ordinance shall take effect immediately from and after its passage as
the law in such case provides.
PASSED AND APPROVED ON THIS 22nd DAY OF MAY 2023.
_____________________________
ATTEST: Sean Kilbride, Mayor
_________________________
Amy Piukana, Town Secretary
APPROVED AS TO FORM:
____________________________
L. Stanton Lowry, Town Attorney
Ordinance 964
Page 4 of 9
EXHIBITS
EXHIBIT A- Subject property location map
EXHIBIT B- Concept Plan
EXHIBIT C- Development Description
EXHIBIT D- Concept Elevations
Ordinance 964
Page 5 of 9
EXHIBIT “A”
Location Map of Subject Property
Ordinance 964
Page 6 of 9
EXHIBIT “B”
Concept Plan
Ordinance 964
Page 7 of 9
EXHIBIT “C”
Development Description
Ordinance 964
Page 8 of 9
EXHIBIT “C”
Development Description (continued)
Ordinance 964
Page 9 of 9
EXHIBIT “D”
Concept Elevations
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:23-139 Agenda Date:5/22/2023 Agenda #:H.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 5/17/2023Page 1 of 2
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File #:23-139 Agenda Date:5/22/2023 Agenda #:H.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 5/17/2023Page 2 of 2
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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 23-11 Agenda Date:5/22/2023 Agenda #:I.1.
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 5/17/2023Page 1 of 2
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File #:WA RES 23-11 Agenda Date:5/22/2023 Agenda #:I.1.
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 5/17/2023Page 2 of 2
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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.
Fiscal Year-End
Change
Resolution 23-11
May 22, 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?
Fiscal Year-End
Change
Resolution 23-11
May 22, 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?
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 22ND DAY OF MAY 2023.
___________________________________
Sean Kilbride, Mayor
ATTEST:
________________________________
Amy Piukana, Town Secretary
APPROVED AS TO FORM:
________________________________
Janet Bubert, School Attorney
Town of Westlake
Staff Report
1500 Solana Blvd
Building 7, Suite 7100
Westlake, TX 76262
File #:WA RES 23-12 Agenda Date:5/22/2023 Agenda #:I.2.
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 5/17/2023Page 1 of 1
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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 22nd 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 22-12
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 #:23-109 Agenda Date:5/22/2023 Agenda #:J.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 (Evaluation of Head of School)
and (Westlake Academy Personnel Duties and Organizational Structure)
Town of Westlake Printed on 5/17/2023Page 1 of 1
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