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05.20.2025 FINAL TC BOT AGENDA PACKET
Town of Westlake 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 Town Council/Board of Trustees Agenda - Final Council Chamber3:00 PMTuesday, May 20, 2025 The Town Council of the Town of Westlake also serves as the governing Board of Trustees for Westlake Academy. This agenda may contain both municipal and Westlake Academy items, which will be clearly identified. Town Council/Board of Trustees meetings are available for viewing online via live-stream or on-demand at https://www.westlake-tx.org/787/Watch-Meetings-Live. In an effort of meeting efficiency, any residents wishing to speak must submit a speaker request form to the Town Secretary prior to the start of the meeting. Pursuant to Texas Government Code Section 551.127, one or more members of the Town Council may participate in this meeting by videoconference call. A quorum of the Town Council and the presiding officer will be present at the physical location of the meeting. NOTE: As authorized by Section 551.071 of the Texas Government Code, Town Council may enter into closed Executive Session for the purpose of seeking confidential legal advice from the Town/School Attorney on any agenda item listed herein . WORK SESSION 3 PM I.CALL WORK SESSION TO ORDER II.WORK SESSION ITEMS II.A.Westlake Academy Budget Workshop (Cayce Lay Lamas, Finance Director) 25-67 II.B.Discussion regarding Proposed Text Amendments to Various Land Development Regulations to Encourage Mixed-use Development (Jason Alexander, AICP, CEcD, Deputy Town Manager) 25-117 II.C.Presentation regarding proposal from Brown Reynolds Waterford Architects for the Westlake Academy Arts and Science Building Addition and Renovations (Dr. Kelly Ritchie, Head of School) WA 25-118 III.ADJOURN WORK SESSION Page 1 of 5 1 Town Council/Board of Trustees Agenda - Final May 20, 2025 REGULAR MEETING 4 PM A.CALL REGULAR MEETING TO ORDER AND ANNOUNCE A QUORUM PRESENT B.INVOCATION AND PLEDGES OF ALLEGIANCE C.CITIZEN/PARENT COMMENTS This is an opportunity for citizens to address the Town Council /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 prior to the start of the meeting. Individual citizen comments are normally limited to three (3) minutes 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 /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 /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 . D.ITEMS OF COMMUNITY INTEREST D.1.Items of Community Interest (Communications Director Jon Sasser)25-129 E.PROCLAMATION AND RECOGNITION E.1.National Public Works Week May 18-24, 2025 Proclamation (Mayor Kim Greaves) 25-120 E.2.Recognition of the 2024-2025 Westlake Academy Safety Squad Members (Dr. Kelly Ritchie, Head of School) WA Gen Item 25-15 F.PRESENTATION F.1.Westlake Academy IB Programme Five Year Evaluation Report (Dr . Kelly Ritchie, Head of School) WA 25-123 G.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 . G.1.Discuss, consider and act to approve the May 7, 2025 Town Council/Board of Trustees Special Meeting Minutes (Town Secretary Dianna Buchanan) 25-115 G.2.Discuss, consider and act to approve Resolution 25-15 authorizing the Town Manager to expend funds for Town-wide landscaping and tree trimming services by Smith Lawn and Tree in the amount not to RES 25-15 Page 2 of 5 2 Town Council/Board of Trustees Agenda - Final May 20, 2025 exceed $600,000.00 (Cheryl Taylor, P.E., Director of Public Works) G.3.Discuss, consider and act to approve WA Resolution 25-11, amending the Westlake Academy Employee Facilities Salary Schedule for the 2024-2025 Fiscal Year previously approved by WA Resolution 24-22; and take appropriate action (Sandy Garza, Human Resources Director) WA RES 25-11 H.REGULAR AGENDA ITEMS H.1.Discuss, consider and act to Nominate and Elect the Mayor Pro Tem for May 2025- May 2026 25-116 H.2.Discuss, consider and act to adopt Ordinance 1022 amending certain provisions within PD, Planned Development Zoning District 1-2 (PD 1-2) regulating the development of approximately 85.9 acres of land generally located between State Highway 114, Davis Boulevard, and Solana Boulevard, and commonly known as “Entrada” to include adding a definition and certain standards for stacked flats; removing the residential to non-residential development ratios; updating the schedule of permitted of uses; and updating the standards for building height. ORD-1022 H.3.Discuss, consider and act to approve Resolution 25-14 Scheduling a Public Hearing to be held on July 15, 2025 at 4 p.m. to consider adoption of Land Use Assumptions and a Capital Improvements Plan under which an Impact Fee may be imposed for water, wastewater, and roadway facilities within the town; directing the town secretary to publish notice of said Public Hearing; And directing the Capital Improvements Advisory Committee to consider and make recommendations on the Land Use Assumptions and Capital Improvements Plan (Cheryl Taylor, P .E., Director of Public Works). RES 25-14 H.4.Discuss, consider and act to approve WA Resolution 25-10 approving a Professional Services Agreement with Brown Reynolds Watford Architects (BRW) for additions and renovations to the Westlake Academy Arts and Science Building (Dr. Kelly Ritchie, Head of School) WA RES 25-10 H.5.Discuss, consider and act regarding WA Resolution 25-08 approving updates to and adopting the Westlake Academy Attendance Policy (Dr. Kelly Ritchie, Head of School) WA RES 25-08 H.6.Discuss, consider and act regarding WA Resolution 25-12 approving an amendment to the Westlake Academy Admissions Policy (Dr. Kelly Ritchie, Head of School) WA RES 25-12 H.7.Discussion and consideration of all matters incident and related to approving and authorizing publication of notice of intention to issue certificates of obligation, including the adoption of Resolution 25-16 RES 25-16 Page 3 of 5 3 Town Council/Board of Trustees Agenda - Final May 20, 2025 pertaining thereto (Wade Carroll, Town Manager) H.8.Discuss, consider and act to approve WA Resolution 25-13, authorizing the Head of School to enter into a 3-year $1 buy-out lease agreement with Apple Financial Services for the acquisition of hardware, software licensing, and services to support the Westlake Academy One-to-One technology device initiative (Jason Power, Director of Information Technology) WA RES 25-13 H.9.Discuss, consider and act to approve WA Resolution 25-14, authorizing the Head of School to enter into a 3-year lease agreement with CSI Leasing for the acquisition of hardware to support the Westlake Academy One-to-One technology device initiative (Jason Power, Director of Information Technology) WA RES 25-14 H.10.Discuss, review and acknowledge receipt of the Intruder Detection Audit Report submitted by the Texas School Safety Center and approve related corrective actions to enhance safety and security measures at Westlake Academy (Head of School Dr . Kelly Ritchie) WA 25-124 I.EXECUTIVE SESSION The Town Council/Board of Trustees will conduct a closed session pursuant to Section 551.071 (2) of the Texas Government Code, for the purpose of seeking confidential legal advice from the Town Attorney/Westlake Academy Attorney for the following: I.1.Section 551.076 Deliberation Regarding Security Devices or Security Audits Related to Summary of Findings of an Intruder Detection Audit for Westlake Academy 25-128 I.2.Section 551.071: Consultation with and legal advice from the Town Attorney regarding pending litigation - Vertical Bridge v. Town of Westlake 25-114 I.3.Section 551.071: Consultation with and legal advice from Academy Attorney regarding Westlake Academy Attendance Policy and Admissions Policy. 25-131 J.TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS K.FUTURE AGENDA ITEMS L.STAFF RECAP OF COUNCIL DIRECTION M.ADJOURNMENT Page 4 of 5 4 Town Council/Board of Trustees Agenda - Final May 20, 2025 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. __________________________ 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 5 of 5 5 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:25-67 Agenda Date:5/20/2025 Agenda #:II.A. TOWN STAFF REPORT RECOMMENDATIONS Westlake Academy Budget Workshop (Cayce Lay Lamas, Finance Director) STAFF:Cayce Lay Lamas, Finance Director BACKGROUND: The Board of Trustees is required to adopt an annual operating budget for Westlake Academy prior to the end of the current fiscal year (June 30). Staff will present the draft proposed budget of $12,331,912 and the Board will be able to ask questions and provide feedback that will be incorporated into the final proposed budget. The proposed budget will be made available for public inspection ahead of the public hearing, scheduled for June 17. DISCUSSION: The FY 2025-2026 draft budget for Westlake Academy totals $12,331,912. Capital spending, debt service, and shared services payroll costs are included in the Town’s annual budget. The budget includes the following changes from the prior fiscal year’s amended budget: ·Increase in Blacksmith donations ·Reduction in direct contribution from the Town ·No salary increases outside the minimal step raises based on the compensation plan ·No changes in health care costs or contributions ·Decrease in FTEs (from 114.34 to 111) o Reallocation of secondary math and science positions o Removal of SIS Administrator, IT Technician, and Building Engineer o Cut Custodian position, funds reallocated to janitorial services ·Inclusion of Academy operating services/supplies previously budgeted by Town ·Contribution to fund balance of $69,419 Local revenues are projected to increase by $369,859, due in large part to the increased Blacksmith donation pledge, to $3,657,493. State revenues are projected to increase $159,426 due to minimal inflationary increases Town of Westlake Printed on 5/16/2025Page 1 of 2 powered by Legistar™6 File #:25-67 Agenda Date:5/20/2025 Agenda #:II.A. and average daily attendance to $8,674,419. Personnel expenditures are projected to decrease by $196,315 due to elimination of currently vacant support staff positions to $9,276,202. Services are expected to increase by $301,891 to $1,497,917 solely due to the addition of shared services operating expenditures previously budgeted by the Town. Supplies and materials are projected to increase by $240,853, due to the moving of shared services costs and reclassification of IB/AP testing from an offset revenue, for a total of $667,897. Other operating costs are projected to increase by a minimal $1,737 to $470,477 solely for the moving of shared services costs. And debt service is projected to increase $111,700 to $350,000 for costs related to exchanging iPads on campus as one lease ends and the next begins. Details of the draft budget by function can be found in the agenda packet. The Five-Year Forecast includes the last audited year, the current year adopted and amended budgets, the draft proposed budget, and a forecast through FY 2029-2030. The Board is also being asked to consider a list of service level adjustments (SLAs) that would be an increase to the budget. Any items the Board deems a priority will be included in the proposed budget to be voted on next month. Additionally, the Legislature is still in session and, as of the time of agenda publication, has yet to approve an increase in the basic student allotment. This revenue source, embedded in the Foundation School Funds category, is the Academy’s highest revenue source. Any changes made by the State would be reflected in a future budget amendment. This has the potential to impact personnel costs, should a version mandating any of the increase be put towards teacher pay. FISCAL IMPACT: The FY 2025-2026 draft budget for Westlake Academy totals $12,331,912, which will include a cash transfer from the Town of $1,500,000. Additionally, $2,701,966 is estimated to be included in the Town budget for shared services payroll and debt obligations for a total estimated budget of $14,964,459 for Westlake Academy. ATTACHMENT(S): Draft Budget & Five-Year Forecast Schedule Prioritized Service Level Adjustment (SLA) List Service Level Adjustment (SLA) Requests TOWN COUNCIL ACTION/OPTIONS: No actions are required for this item Town of Westlake Printed on 5/16/2025Page 2 of 2 powered by Legistar™7 Updated 05/12/25 Audited Original Amended Proposed Projected Projected Projected Projected FY 23/24 FY 24/25 FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 FY 29/30 1 REVENUE 2 Transportation 11,791$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ 3 Parking 2,020 15,000 15,000 15,000 15,000 15,000 15,000 15,000 4 Athletic Activities 122,354 130,000 130,000 133,000 133,000 133,000 133,000 133,000 5 Athletic Donations -3,000 3,000 3,000 3,000 3,000 3,000 3,000 6 Interest Earned 40,620 35,000 35,000 35,000 35,000 35,000 35,000 35,350 7 WAF Blacksmith Donations 1,129,384 1,250,000 1,250,000 1,750,000 1,750,000 1,750,000 1,750,000 1,750,000 8 WAF Salary Reimbursement --37,364 37,364 37,364 37,364 37,364 37,364 9 Municipal Transfer: WA Operations 1,462,264 1,496,494 1,736,484 1,500,000 1,000,000 1,000,000 1,000,000 1,000,000 10 Municipal Transfer: Fac Operations --15,210 21,224 21,436 21,651 21,867 22,086 11 Technology Use Fees 13,150 33,000 33,000 35,000 35,000 35,000 35,000 35,000 12 AP/IB Exam Fees ---95,000 13 Other Local Revenue (sub, prnt, misc)4,383 4,000 4,408 4,500 4,500 4,500 4,500 4,500 14 Food Services 8,168 8,576 8,168 8,405 8,531 8,659 8,789 8,921 15 Total Local Revenue 2,794,135 2,995,070 3,287,634 3,657,493 3,062,831 3,063,174 3,063,520 3,064,221 16 Percent of total revenue 26%26%28%30%26%25%25%25% 17 TEA - Available School Funds 328,702 343,119 343,119 349,981 356,981 364,121 371,403 378,831 18 TEA - Foundation School Funds 6,602,963 6,846,021 6,846,021 6,982,941 7,122,600 7,265,052 7,410,353 7,558,560 19 CTE Funding (addt'l TEA-FSP Funds)400,764 647,523 647,523 660,473 673,683 687,157 700,900 714,918 20 Facilities Allotment (addt'l TEA-FSP Funds)138,840 134,696 134,696 137,390 138,764 140,151 141,553 142,969 21 TEA - Advanced Placement Training -------- 22 TRS On-behalf/Medicare Part B 480,751 543,634 543,634 543,634 549,070 554,561 560,107 565,708 23 Total State Revenue 7,952,021 8,514,993 8,514,993 8,674,419 8,841,097 9,011,042 9,184,316 9,360,985 24 Percent of total revenue 74%74%72%70%74%75%75%75% 25 TOTAL REVENUE 10,746,156$ 11,510,063$ 11,802,627$ 12,331,912$ 11,903,929$ 12,074,216$ 12,247,836$ 12,425,207$ 4.48% 26 EXPENDITURES by OBJECT 27 Object Code 61XX - Salaries 7,870,243$ 9,373,928 9,472,517 9,276,202 9,368,964$ 9,462,654$ 9,557,280$ 9,652,853$ 28 Object Code 62XX - Contracted Services 1,281,517 1,014,580 1,196,026 1,497,917 1,505,407 1,512,934 1,520,498 1,528,101 29 Object Code 63XX - Supplies & Materials 304,482 407,000 427,044 667,897 671,236 674,593 677,966 681,355 30 Object Code 64XX - Other Operating Costs 391,740 476,255 468,740 470,477 472,829 475,194 477,569 479,957 31 Object Code 65XX - Debt Service 181,878 238,300 238,300 350,000 275,000 275,000 321,750 321,750 32 TOTAL EXPENDITURES by OBJECT 10,029,860$ 11,510,063$ 11,802,627$ 12,262,493$ 12,293,436$ 12,400,373$ 12,555,064$ 12,664,017$ 3.9% WESTLAKE ACADEMY Statement of Revenues, Expenditures, and Changes in Fund Balance Consolidated General Fund 5-Year Forecast FY 2024/2025 through FY 2029/2030 1 8 Updated 05/12/25 Audited Original Amended Proposed Projected Projected Projected Projected FY 23/24 FY 24/25 FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 FY 29/30 WESTLAKE ACADEMY Statement of Revenues, Expenditures, and Changes in Fund Balance Consolidated General Fund 5-Year Forecast FY 2024/2025 through FY 2029/2030 33 EXPENDITURES by FUNCTION 34 Function 11 - Instructional 5,015,099$ 5,886,294 6,004,546 6,005,680 35 Function 12 - Resources & Media 123,472 198,110 199,659 193,732 36 Function 13 - Curriculum & Staff Development 40,545 56,600 42,850 42,850 37 Function 21 - Instructional Leadership 252,002 329,620 310,567 272,124 38 Function 23 - School Leadership 1,085,587 1,394,610 1,433,313 1,141,649 39 Function 31 - Guidance & Counseling 640,771 597,066 619,058 705,794 40 Function 33 - Health Services 79,050 136,162 104,260 87,431 41 Function 36 - Athletics 262,963 323,051 297,471 356,019 42 Function 36 - Other Activities 92,611 150,316 144,925 130,644 43 Function 41 - General Admin 584,578 467,950 645,003 794,239 44 Function 51 - Maintenance & Operations 1,090,851 1,100,257 1,089,465 1,193,973 45 Function 52 - Security & Monitoring 16,461 32,500 43,800 43,800 46 Function 53 - Data Processing 404,735 438,374 424,393 725,708 47 Function 61 - Community Services 159,256 160,853 205,017 218,850 48 Function 71 - Debt Service 181,878 238,300 238,300 350,000 49 TOTAL EXPENDITURES by FUNCTION 10,029,860$ 11,510,063$ 11,802,627$ 12,262,493$ 50 Other Resources/Capital Lease Proceeds ---600,000 ---600,000 51 Other Uses/Capital Lease ---(600,000)---(600,000) 52 Transfer in - Athletics (198)90,000 90,000 90,000 90,000 90,000 90,000 90,000 90,000 53 Transfer out - Academy General Fund (199)(90,000)(90,000)(90,000)(90,000)(90,000)(90,000)(90,000)(90,000) 54 NET OTHER RESOURCES & USES -------- 55 REVENUES OVER(UNDER) EXP 716,296$ -$ -$ 69,419$ (389,507)$ (326,158)$ (307,229)$ (238,810)$ 2 9 Updated 05/12/25 Audited Original Amended Proposed Projected Projected Projected Projected FY 23/24 FY 24/25 FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 FY 29/30 WESTLAKE ACADEMY Statement of Revenues, Expenditures, and Changes in Fund Balance Consolidated General Fund 5-Year Forecast FY 2024/2025 through FY 2029/2030 56 FUND BALANCE BEGINNING 1,291,695 2,007,991 2,007,991 2,007,991 2,077,410 1,687,903 1,361,745 1,054,516 57 FUND BALANCE ENDING 2,007,991 2,007,991 2,007,991 2,077,410 1,687,903 1,361,745 1,054,516 815,707 58 Less: Assigned for Bus Maintenance (16,150)(15,343)(15,343)(15,343)(14,576)(13,847)(13,155)(12,497) 59 Less: Assigned for Technology R & M (128,570)(128,570)(128,570)(128,570)(122,142)(116,034)(110,233)(104,721) 60 Less: Assigned for Ath Uniform/Equip Rplcmnt (15,000)(15,000)(15,000)(15,000)(15,000)(15,000)(15,000)(15,000) 61 FUND BALANCE ENDING (Unassigned)1,848,271$ 1,849,078$ 1,849,078$ 1,918,497$ 1,536,186$ 1,216,863$ 916,129$ 683,490$ 62 Number of Operating Days 67 59 57 57 46 36 27 20 63 Dollars per Operating Day 27,479$ 31,534$ 32,336$ 33,596$ 33,681$ 33,974$ 34,397$ 34,696$ 64 Total Students Enrolled 882 880 880 900 900 900 900 900 65 TEA Basic Allotment 6,160 6,160 6,160 6,160 6,160 6,160 6,160 6,160 66 TEA Revenue from Basic Allotment (BA*enrollment)5,433,120$ 5,420,800$ 5,420,800$ 5,544,000$ 5,544,000$ 5,544,000$ 5,544,000$ 5,544,000$ 67 TEA Funding per Student 8,471$ 9,058$ 9,058$ 9,034$ 9,213$ 9,396$ 9,582$ 9,773$ 68 Operating Cost per Student 11,372$ 13,080$ 13,412$ 13,625$ 13,659$ 13,778$ 13,950$ 14,071$ 69 Teachers (fnct 11)70.43 74.43 72.34 74.50 74.50 74.50 74.50 74.50 70 Student/Teacher Ratio 12.52 11.82 12.16 12.08 12.08 12.08 12.08 12.08 71 ALL Faculty & Staff 106.26 117.76 114.34 111.00 111.00 111.00 111.00 111.00 72 1,100,000 (approx. 70% would be in Fn. 41, 30% in Fn. 53) 73 1,601,966 (would be classified in Fn. 71) 74 2,701,966 75 14,964,459 (line 49 + 74) 76 12,331,912 77 1,521,224 78 (4,153,771) Shared Services Costs (contained within Town budget; not in above totals) Shared Services Personnel (paid out of Town payroll; will be finalized as part of Town budget) Total Expenditures Including Shared Services Total Estimated Academy Revenue Deficit (when considering all Shared Services costs) Total Estimated Expenditures to be Adopted with Town Budget Less the Town's Contributions Academy Debt (principal/interest FY26 - does not include potential 2025 issuance) 3 10 Westlake Academy Budget for Fiscal Year 2025-2026 Service Level Adjustment Requests Dept Pg #Type Priority Level Priority Rank Category Title Recurrence Amount Status Technology 57 Maintain Service Level High 1 Technology New hardware/iPad lease staff/stdnts on-going 18,000$ KR reviewed 4/30/25 Special Ed 46 Expanded Service High 2 Training/Travel Increase in SPED training (compliance, best practices)on-going 10,000$ KR reviewed 4/30/25 High School 23 New/Pilot High 3 Programmatic DP Core (TOK, Creativity, Activity, CAS, EE)on-going 2,000$ KR reviewed 4/30/25 Admin 2 Expanded Service High 4 Programmatic Supplies: paper/copier supplies on-going 6,850$ KR reviewed 4/30/25 Admin 3 Expanded Service High 5 Technology Student records system (ln 1)on-going 3,047$ KR reviewed 4/30/25 Admin 3 Expanded Service High 6 Training/Travel Student records system (ln 2)on-going 1,150$ KR reviewed 4/30/25 Facilities 10 Maintain Service Level High 7 Bldg Upgrades Exterior/interior R&M 1-time 67,300$ KR reviewed 4/30/25 Human Resources 30 Maintain Service Level High 8 Programmatic Increase in costs for Time & Absence Maintenance system on-going 1,050$ KR reviewed 4/30/25 Facilities 15 Maintain Service Level High 9 Programmatic Increase in janitorial services on-going 61,750$ KR reviewed 4/30/25 High School 27 Maintain Service Level High 10 Programmatic College board annual fees on-going 400$ KR reviewed 4/30/25 Facilities 16 Expanded Service High 11 Bldg Upgrades Kitchen equpment replacement (ln 2)1-time 20,000$ KR reviewed 4/30/25 High School 25 Maintain Service Level High 12 Programmatic Increase in secondary art supplies on-going 300$ KR reviewed 4/30/25 Facilities 16 Maintain Service Level High 13 Programmatic Kitchen equpment R&M (ln 3)on-going 10,000$ KR reviewed 4/30/25 High School 24 Expanded Service High 14 Programmatic Instructional supplies for Flex Instructional Time on-going 1,200$ KR reviewed 4/30/25 Middle School 35 Maintain Service Level High 15 Programmatic Instructional supplies for Flex Instructional Time on-going 1,000$ KR reviewed 4/30/25 Human Resources 31 Maintain Service Level High 16 Programmatic Increase in commercial insurance costs on-going 45,725$ KR reviewed 4/30/25 Superintendent 48 Expanded Service High 17 Programmatic Increase in SPED legal fees on-going 19,000$ KR reviewed 5/1/25 Superintendent 50 Expanded Service High 18 Programmatic New AD relocation reimbursement (per contract)1-time 1,500$ KR reviewed 5/1/25 Facilities 11 Maintain Service Level High 19 Bldg Upgrades Classroom furniture R&M (ln 2)on-going 5,000$ KR reviewed 4/30/25 Facilities 12 Maintain Service Level High 20 Bldg Upgrades Increase in elevator R&M costs on-going 3,000$ KR reviewed 4/30/25 Facilities 13 Maintain Service Level High 21 Bldg Upgrades Increase in fire sprinkler R&M costs on-going 4,600$ KR reviewed 4/30/25 Facilities 14 Maintain Service Level High 22 Bldg Upgrades HVAC/web controller software updates (ln 2)on-going 9,850$ KR reviewed 4/30/25 Facilities 14 Maintain Service Level High 23 Bldg Upgrades HVAC/web controller update (ln 3-4)1-time 21,500$ KR reviewed 4/30/25 Facilities 14 Maintain Service Level High 24 Bldg Upgrades HVAC/web controller (attach modular HVAC units) (ln 5)1-time 32,000$ KR reviewed 4/30/25 Facilities 11 Maintain Service Level High 25 Bldg Upgrades Furniture replacement (modular bldg) (ln 1)1-time 15,000$ KR reviewed 4/30/25 Facilities 18 Maintain Service Level High 26 Bldg Upgrades Concrete lifting (ln 3)1-time 10,000$ KR reviewed 4/30/25 Facilities 18 Maintain Service Level High 27 Bldg Upgrades Increase in parking lot R&M (ln 2)on-going 2,700$ KR reviewed 4/30/25 Primary School 42 Expanded Service High 28 Training/Travel Increase in IB & Reading Academy training on-going 11,000$ KR reviewed 4/30/25 High School 26 New/Pilot High 29 Programmatic Food costs for CCMR activities (college fair)on-going 350$ KR reviewed 4/30/25 High School 28 Reallocation High 30 Programmatic Senior banquet student meals on-going 3,000$ Middle School 34 Maintain Service Level High 31 Training/Travel Increase in MYP IB Coordinator travel on-going 1,000$ KR reviewed 4/30/25 Middle School 37 Maintain Service Level High 32 Programmatic Secondary leadership meals (meetings/hosted luncheons on-going 850$ KR reviewed 4/30/25 Primary School 44 Expanded Service High 33 Training/Travel Increase in campus leadership dues/training (ln 2-3)on-going 1,250$ KR reviewed 4/30/25 Primary School 40 Maintain Service Level High 34 Programmatic Library professional memberships on-going 50$ KR reviewed 4/30/25 Primary School 43 Expanded Service High 35 Training/Travel Increase in PYP IB Coordinator travel (ln 1)on-going 800$ KR reviewed 4/30/25 Superintendent 55 Mid 36 Programmatic BTS breakfast/gift, EOY EE recognition on-going 11,000$ KR reviewed 5/9/25 Primary School 44 Expanded Service Mid 37 Programmatic Primary leadership meals/student awards (ln 1)on-going 1,750$ KR reviewed 4/30/25 11 Dept Pg #Type Priority Level Priority Rank Category Title Recurrence Amount Status Middle School 36 Expanded Service Mid 38 Programmatic Secondary student awards on-going 2,000$ KR reviewed 4/30/25 Superintendent 49 Expanded Service Mid 39 Training/Travel Increase in training for Supt/Dir of Innov on-going 4,050$ KR reviewed 5/1/25 Primary School 39 Previously Funded by WAF Low 40 Programmatic Field trip experiences on-going 3,600$ KR reviewed 4/30/25 Facilities 17 Maintain Service Level High 41 Programmatic Landscape upgrade 1-time 17,500$ KR reviewed 4/30/25 Primary School 41 New/Pilot Low 42 Training/Travel Professional development for new phonics program 1-time 7,000$ KR reviewed 4/30/25 Athletics 6 Expanded Service Low 43 Personnel Home game event workers on-going 19,800$ KR reviewed 4/30/25 Athletics 5 Maintain Service Level Low 44 Programmatic HUDL (all sports)on-going 10,000$ KR reviewed 4/30/25 Finance 21 Maintain Service Level Low 45 Technology ClearGov budget building tool on-going 6,500$ KR reviewed 4/30/25 Middle School 33 Sunsetting Program Programmatic Decrease prior year ESL implementatin cost 1-time (2,500)$ KR reviewed 4/30/25 Primary School 43 Sunsetting Program Programmatic Decrease prior year IB evaluation costs (ln 2)1-time (3,273)$ KR reviewed 4/30/25 Superintendent 51 Sunsetting Program Personnel Removing HS Counselor stipend 1-time (1,022)$ KR reviewed 5/1/25 Superintendent 52 Sunsetting Program Personnel Removing HS Counselor CCMR stipend 1-time (1,533)$ KR reviewed 5/1/25 Superintendent 53 Sunsetting Program Personnel Removing MS Counselor supplies/trvl (pos eliminated)1-time (3,100)$ KR reviewed 5/1/25 Superintendent 54 Sunsetting Program Personnel Removing 504 Coordinator supplies/trvl (pos eliminated)1-time (2,300)$ KR reviewed 5/1/25 TOTAL REQUESTED 461,694$ 12 SLA REQUESTS DEPT: AKmUn 1 13 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 23 00 001 99 00 0 6399 6,850$ 6,850$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval Leadership K-12 Increased Revenues On-Going TOTAL Other (Explain) Expanded Service Paper/copier staples combined account In order to pay a lower price in bulk for paper that is often share among programs, we want to combine this school wide expense into one account. Secure better paper pricing and purchase habits for copiers and copier staples that are shared across programs and sections. SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description GEN OP SCHOOL 2 14 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 41 00 720 99 0 00 6398 3,047$ No 1996 41 00 720 99 0 00 6411 1,150$ 4,197$ Benefits to Funding/Consquences of Not Funding Darcy McFarlane Principal/Dept Head Approval Head of School Approval Student Enrollment Line Item Description WA Admin Technology WA Admin Training Fund Balance TOTAL The student record system will ensure that we are meeting the TEA requirements for student records and will enable Administration, Counselors and Teachers to easily access student records as needed. The additional funds for training will allow the deparment to attend necessary training to stay updated on changes in TEA reporting and PowerSchool changes and management. SERVICE LEVEL ADJUSTMENT REQUESTS Accountability Dept. - Gen Admin SLA for Technology and Training Adjusting the tecnology budget to include the cost of a Student Records System for the school and increasing the amount of the training budget to support more PowerSchool training and transportation costs to and from TASBO and ESC 11 trainings. Expanded Service On-Going 3 15 SLA REQUESTS DEPT: ApT]epUcs 4 16 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1986 36 00 001 91 0 00 6398 $10,000.00 10,000$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval Athletics Increased Revenues On-Going TOTAL Other (Explain) Maintain Service Level Funding for Yearly Hudl Subscription Requesting funding to activate HUDL pay for the subsciption for the 2025-2026 school year. The program was previously funded by foundation and booster club during the 2024-2025 school year. Funding will enable to use the programs across the sports programs for 2025-2026 school. A lack of funding will not allow the use of the program across athletics program. SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description Athletic Technology 5 17 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) Yes 1986 36 00 001 91 A 02 $19,215 Yes 1986 36 00 001 91 A 02 $280 Yes 1986 36 00 001 91 A 02 $305 19,800$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description Athletic Game Worker Stipend Athletic Game Worker Medicare Athletic Game Worker WC Principal/Dept Head Approval Head of School Approval Athletics Increased Revenues On-Going TOTAL Other (Explain) Expanded Service Home Game Event Workers This will enable us to provide event workers for all athletic contests. It will anable us to provide the required workers for home athletic events. The consequwnces of not funding, we'll be unable to provide the workers required to manage the home sporting events. 6 18 7 19 8 20 SLA REQUESTS DEPT: acU]UpUes 9 21 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 51 15 001 99 0 00 6249 5,000$ 20,000$ 12,000$ 5,800$ 7,000$ 2,500$ 15,000$ 67,300$ Benefits to Funding/Consquences of Not Funding Other (Explain) Line Item Description GEN OP BUILDING R&M Replace door sensors on 6 doors (1- time) Floor replacement/releveling in boys locker room (1-time) Wood floor sanding/refinishing PYP1 Commons (1-time) Interior building painting (MPH, gym, sec bldg) increase in costs Move Gym floor sealer from Athletics to Facilities Fund Balance Exterior building powerwashing, staining, wood replacement increase in costs Roof repairs TOTAL The importance of security and maintenance for the invironment, Ensuring the safety of our students and teachers kept in good condition bring to the attention the we need for repairs on our school sidewalks, wood floors etc,that several areas require maintanece. SERVICE LEVEL ADJUSTMENT REQUESTS Maintenance & Operations (Facilities) Building R&M Additional funding is needed for 3 one-time projects and an increase to both interior and exterior building R&M Maintain Service Level Other (Explain 10 22 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) Yes 1996 51 01 001 99 0 00 6399 15,000$ 5,000$ 20,000$ Benefits to Funding/Consquences of Not Funding Safety Requirement Line Item Description GEN OP CLSRM FURNITURE Classroom furniture replacement (1- time) Classroom furniture R&M (on-going) Fund Balance TOTAL The old furniture is weaken, making it unstable and unsafe for the students to use .Chairs and Tables may wobble and get brokend very often SERVICE LEVEL ADJUSTMENT REQUESTS Maintenance & Operations (Facilities) Gen Op Classroon Furniture Funding for furniture replacements in modular units Maintain Service Level One-Time 11 23 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 51 11 001 99 0 00 6249 3,000$ 3,000$ Benefits to Funding/Consquences of Not Funding Other (Explain) Line Item Description GEN OP ELEVATOR R&M Fund Balance TOTAL Inceased costs this year, delaying the necessary work could result in futher damage, leading to higher repair expenses in the future. The continued malfunction of the elevator poses serious safety risks to employees. SERVICE LEVEL ADJUSTMENT REQUESTS Maintenance & Operations (Facilities) Elevator maintenance Increased costs in general repairs to elevators not included in the annual maintenance agreement Maintain Service Level Other (Explain 12 24 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 51 12 001 99 0 00 6249 4,600$ 4,600$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Maintenance & Operations (Facilities) Fire Sprinkler R&M Additional funding is needed for the fire sprinkler system. Based on service calls and current budget, it has become evident that additional funds are necessary to ensure the system meets safety regulations and operational efficiency standards. Maintain Service Level On-Going Safety Requirement Line Item Description GEN OP FIRE SPRINKLER R&M Fund Balance TOTAL There have been increased costs due to inflation, material price increases and labor costs. Given the critical role of the fire system in protecting lives and property, it is essential that the funds are allocated to ensure safety compliance. 13 25 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 51 04 001 99 0 00 6249 9,850$ 2,500$ 19,000$ $32,000 63,350$ Benefits to Funding/Consquences of Not Funding Other (Explain) Line Item Description GEN OP HVAC/WEB CONTROLLER R&M Proj (on-going): HVAC S/W updates maintenance agreement Proj (1-time): Controller system update Proj (1-time): Controller update in PYP 1/2, Gym Proj (1-time)attachd the HVAC Units from the modulars to the web controller Fund Balance TOTAL Adding controllers to the modular buildings will allow control of the temperature and schedule, saving on cost of utilities. The maintenance agreement provides service to controllers in case of issues with programs. The controller system update keeps software up to date. Controller updates for PYP, gym provides updated controllers to work with LSI system WebCtrl. SERVICE LEVEL ADJUSTMENT REQUESTS Maintenance & Operations (Facilities) HVAC/Web Controller R&M: add 1-time projects and a maintenance agreement HVAC/Web Controllers are not all on the same system. Replacement of old controllers. Maintain Service Level Other (Explain 14 26 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 51 02 001 99 0 00 6249 61,750$ 61,750$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Maintenance & Operations (Facilities) Increase in Janitorial Services Janitorial services was under-budgeted. Contract for over-night cleaning and 1-day porter. Currently use 3 additional day-porters who perform cleaning & general maintenance. Maintain Service Level On-Going Other (Explain) Line Item Description GEN OP JANITORIAL SERVICES Fund Balance TOTAL Benefits: In addition to the regular cleaning duties, two of the day porters perform additional cleaning services and light maintenance, including: carpet/floor cleaning, painting, windows, classroom/locker general cleaning, mowing of soccer & football fields, mulching flower beds, PM for doors, plumbing, kitchen equipment maintenance, and roof cleaning. Consequences: There would be an increased cost of having to contract with other vendors to perform the duties. 15 27 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) Yes 1996 51 09 001 99 0 00 6399 20,000$ 6249 10,000$ 30,000$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Maintenance & Operations (Facilities) Kitchen Equipment & Repair The kitchen equipment is 20 years old and is coming to an age that needs repairs and replacements more often Expanded Service Other (Explain Other (Explain) Line Item Description GEN OP EQUIPMENT R&M Equipment replacement (1-time) Equipment R&M Fund Balance TOTAL Funds will be used to do a proactive and on-time maintenance and support of the kitchen equipment that is 20 years old and is needing maintenance and replacement parts more often. Keeping the equipment functional is key to the operations of the kitchen for school lunches and events. The equipment that needs a proactive maintenance and repair cycle are: walk-in freezers, refrigerators, warming ovens, ovens, stove tops, serving line warmers, and salad bar/cold food station, among others. Also on- time repairs and replacements will be eeded based on the age of the current commercial kitchen equipment. 16 28 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 51 05 001 99 0 00 6249 17,500$ 17,500$ Benefits to Funding/Consquences of Not Funding Rosie Miller Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description GEN OP LANDSCAPE & GROUNDS Fund Balance TOTAL Enhancing the landscape improves the overall look and feel of the space creating a more welcoming and visualy appealing environment. Also on the future costs may increase if the area degrades further requiring more extensive repairs or restoration. SERVICE LEVEL ADJUSTMENT REQUESTS Maintenance & Operations (Facilities) Landscape & Grounds Adding 1-time landscape upgrade. Future years will be put on a rotation schedule. Total cost of project is estimated at $35k, but half can be absorbed into current base budget due to not using Smith Lawn to mow soccer/football fields (performed by day- porter). Maintain Service Level One-Time 17 29 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) Yes 1996 51 xx 001 99 0 00 6249 2,700$ 10,000$ 12,700$ Benefits to Funding/Consquences of Not Funding Safety Requirement Line Item Description GEN OP PKNG LOT/SIDEWALK R&M Parking lot striping (every 4 yrs) Concrete lifting (3 areas) Fund Balance TOTAL we need this funding, to maintenance work at WA over time the parking lot paint has faded, and sections of the sidewalk have become uneven posting potential safety hazards for pedestrians and drivers alike. To ensure with safety and improve overall better accessibility re- striping parking lot and sidewalk lifting and repairs. SERVICE LEVEL ADJUSTMENT REQUESTS Maintenance & Operations (Facilities) Gen Op Parking Lot & Sidewalk R&M Additional funding includes 2 one-time expenditures for lot striping and concrete lifting, reallocating parking lot budget from Athletics to Facilities Maintain Service Level One-Time 18 30 SLA REQUESTS DEPT: Unance 19 31 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 05 R5748 (46,500)$ Yes 1996 06 R5748 (51,600)$ No 1996 11 00 001 11 0 00 6339 46,500$ No 1996 11 HS 001 11 0 00 6339 51,600$ -$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description Gen Op Stdnt AP Exam Fees Gen Op Stdnt IB Exam Fees Principal/Dept Head Approval Head of School Approval Gen Op IB Exam/Contribution Gen Op AP Exam/Contribution Finance Increased Reven On-Going TOTAL Other (Explain) Maintain Service Level New Revenue Accounts for AP and IB Exam Fees Need to add revenue accounts for AP and IB Exam Fees In prior years, fees collected for AP and IB exams were posted to the expenditure account (6339) to offset the cost of the exams. For increased transparent reporting of revenue, the transactions will be split between actual revenue and expenditure accounts. The estimated budget for AP is from the FY24 cost, and for IB from the FY25 cost. This has already been incorporated into the 5-year forecast, $0 net 20 32 SERVICE LEVEL ADJUSTMENT REQUESTS Department/Program Finance Request ClearGov Budget Building Tool Summary ClearGov reporting creates a user-friendly, transparent budget book that enhances understanding and communication of financial informatin, aligning with the strategic goals. This automated tool compiles and formats budget data, reducing the manual work we currently do. SLA Type New/Pilot Recurrence On-Going Justification Other (Explain)Funding Source Fund Balance Budget Details Line Item Description New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) Gen Op ClearGov Annual Contract Yes 1996 53 03 001 99 0 00 6299 ($6,500) TOTAL ($6,500) Benefits to Funding/Consquences of Not Funding The budget savings from the annual PowerSchool contract can fund the implementation cost of $3,500 in the current fiscal year. The budget process has become more user-friendly since implementing eFinancePlus, with administrators now playing a key role. However, creating a transparent budget document to communicate our strategic goals to stakeholders has remained a manual task. We have not had a collaborative platform with an interactive financial dashboard that allows users to access up-to-date budget-to-actuals and year-over-year data for more effective planning. Given the current expectations set by the strategic plan, providing accurate and reliable information has become an even higher priority. 21 33 SLA REQUESTS DEPT: HUST 0cToo] 22 34 SERVICE LEVEL ADJUSTMENT REQUESTS Department/Program HS (DP) Request New Budget line item for DP Core Summary Per IB recommendations, there is a need to establish a specific budget for the DP core: Theory of Knowledge (TOK), Creativity, Activity, Service (CAS), Extended Essay (EE). The allocation will also promote greater collaboration between the various components of the core curriculum. SLA Type New/Pilot Recurrence On-Going Justification Other (Explain)Funding Source Fund Balance Budget Details a/c Line Item Fund Fnct S/O Org PIC Ed Proj Object Amount DP Core (New) 1996 11 HS 001 11 9 00 6399 $2,000.00 TOTAL 2000 Benefits to Funding/Consquences of Not Funding In compliance with IB recommendations, establishing a new "Core" Subject Department and allocating $2,000 annually, will provide the necessary resources for these important programs, fostering better collaboration and support for students. J.R. Owen Principal Approval Head of School Approval 23 35 SERVICE LEVEL ADJUSTMENT REQUESTS Department/Program HS (DP) Request Increase for HS instructional supplies Summary For 25-26sy there will be a new Flexible Instructional Time period where students participate in organizations. Some of these groups will need funds - for example a membership fee . Request is a $1,200 increase from $3,800 to $5,000. SLA Type Expanded Service Recurrence On-Going Justification Other (Explain)Funding Source Fund Balance Budget Details a/c Line Item Fund Fnct S/O Org PIC Ed Proj Object Amount GEN OP INSTR HS SUPPLIES 1996 11 HS 001 11 00 0 6399 1,200 TOTAL $1,200 Benefits to Funding/Consquences of Not Funding Access to additional funds will allow for successful implemtation of FIT groups. Without these funds, some groups may not be able to access curriculum. J.R. Owen Principal Approval Head of School Approval 24 36 SERVICE LEVEL ADJUSTMENT REQUESTS Department HS Request Increase budget for Secondary Art Supplies Summary Increase Secondary art budget from $3,200 to $3,500 (increase of $300) to cover rising cost of art supplies, specifically for DP students SLA Type Maintain Service Level Recurrence On-Going Justification Other (Explain)Funding Source Fund Balance Budget Details a/c Line Item Fund Fnct S/O Org PIC Ed Proj Object Amount Sec Art Supplies (existing account) 1995 11 00 001 11 6 00 6399 $300.00 TOTAL $300.00 Benefits to Funding/Consquences of Not Funding Allows students, especially DP students, to continue to work in preferred visual mediums for mandatory IB DP coursework and submit their best work. J.R. Owen Principal Approval Head of School Approval 25 37 SERVICE LEVEL ADJUSTMENT REQUESTS Department/Program HS (DP) Request CCMR meals Summary New account required for meals for on-campus CMMR activities, such as college fair. Please note that as Func 31 HS PIC 99 account was incorrectly used for college fair food in fy25, the new K-12 GEN OP CNSL meals account (which combined totals from 25fy ES, MS and HS), is being reduced by $650 in budget prep for fy26. SLA Type New/Pilot Recurrence On-Going Justification Other (Explain)Funding Source Fund Balance Budget Details Line Item Fund Fnct S/O Org PIC Ed Proj Object Amount GEN OP CNSL HS CCMR MEALS & MISC EXP 1996 31 HS 001 38 00 0 6499 ($1,000.00) GEN OP CNSL MEALS & MISC EXP 1996 31 0 1 99 0 0 6499 ($ (750.00) TOTAL ($ 350.00) Benefits to Funding/Consquences of Not Funding College Fair and college visitors play important role in maintaining and building strong relations with colleges in US and aboard. Lunch for college reps increases their experience. J.R. Owen Principal Approval Head of School Approval 26 38 SERVICE LEVEL ADJUSTMENT REQUESTS Department/Program HS (DP) Request A new account for annual college board fees Summary In fy25, the college board fees were incorrectly added to the CMMR's prof fees account. A standalone account is needed SLA Type New/Pilot Recurrence On-Going Justification Other (Explain)Funding Source Fund Balance Budget Details Line Item Fund Fnct S/O Org PIC Ed Proj Object Amount College Board fees 1996 31 HS 001 99 0 00 6495 400.00 TOTAL 400 Benefits to Funding/Consquences of Not Funding College Board annual fee provides professional resources for our teachers J.R. Owen Principal Approval Head of School Approval 27 39 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) Yes 1996 11 HS 001 11 0 02 6499 3,000$ 3,000$ Benefits to Funding/Consquences of Not Funding In prior years, this cost was funded by the Town. Due to reallocating Dept 40 expenditures to the Academy, a budget is needed. The cost per student has generally been less than $3,000, and is determined from the per-plate cost from the catering/venue's event agreement. Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description Senior Banquet Meals Submitted by: Marlene Rutledge 5/1/25 Fund Balance TOTAL SERVICE LEVEL ADJUSTMENT REQUESTS High School Add budget for the Senior Banquet meals for the seniors Dept 40 Reallocation A budget is needed to provide senior student meals at the Senior Banquet. Reallocation On-Going 28 40 SLA REQUESTS DEPT: Human Resources 29 41 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 41 00 750 99 0 HR 6398 1,050$ 1,050$ Benefits to Funding/Consquences of Not Funding Sandy M. Garza SERVICE LEVEL ADJUSTMENT REQUESTS Human Resources Frontline Time and Absence Management Increase in cost for the system. Maintain Service Level On-Going Principal/Dept Head Approval Head of School Approval Legal Mandate Line Item Description HR Admin Technology Fund Balance TOTAL Requirement to maintain time and absences. 30 42 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 41 00 750 99 0 HR 6429 10,655$ No 1996 41 01 750 99 0 HR 6429 1,150$ No 1996 51 00 001 99 0 HR 6429 19,960$ No 1996 51 00 001 99 0 HR 6429 13,960$ 45,725$ Benefits to Funding/Consquences of Not Funding Sandy M. Garza SERVICE LEVEL ADJUSTMENT REQUESTS Human Resources Insurance Coverage Academy Insurance, which includes Building, Auto, Liability, Crime, Student Accident, Student Accident - Trips, and Umbrella coverage, was paid on a 10-month premium schedule during the 2024-2025 period due to a change in the budget year alignment. For budgeting purposes, a general increase of 12% was applied. We send out bids annually to ensure we receive the best rates and coverage. Some insurance line items have been combined in the past, but I've separated to help maintain historical records for each line item. Maintain Service Level On-Going Principal/Dept Head Approval Head of School Approval Legal Mandate Line Item Description General Umbrella Crime Policy Commercial (Buildings) Auto Fund Balance TOTAL Legal requirement to maintain insurance. 31 43 SLA REQUESTS DEPT: !UKK]e 0cToo] 32 44 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1995 21 00 001 25 0 00 6219 (2,500)$ (2,500)$ Benefits to Funding/Consquences of Not Funding Maxwell Ituah Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description INDIRECT BIL/ESL SVCS Expenditure Reduction TOTAL This was an implementation fee expense. SERVICE LEVEL ADJUSTMENT REQUESTS Middle School Bilingual/ESL Services Last year, Frontline access was expanded to include documentation and tracking for ESL related services. With this, there was an implemention fee in the amount of $2,500 that was a one time expense. Sunsetting Program One‐Time 33 45 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1995 21 MP 001 11 0 00 6411 1,000$ 1,000$ Benefits to Funding/Consquences of Not Funding Maxwell Ituah Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description GEN OP MYP STR CRD EE TRVL & TRNG Increased Revenues TOTAL A raise would counterbalance the surge in expenses and enable the MYP Coordinator to access professional development opportunities. SERVICE LEVEL ADJUSTMENT REQUESTS Middle School Coordinator Travel This particular budget item was inadequately funded for the current year, failing to accommodate the escalating demands driven by rising expenses in airfare, hotel, and conference costs. Therefore, there is a request to increase this line from $2,000 to $3,000. The previous academic years (23‐24SY), this line item had $3,000 allotted. Maintain Service Level On‐Going 34 46 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details 199511MS001110006399 New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1995 11 MS 001 11 0 00 6399 1,000$ 1,000$ Benefits to Funding/Consquences of Not Funding Maxwell Ituah Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description MS GEN OP INSTR SUPPLIES Increased Revenues TOTAL There will not be enough funds to support the new courses that will be offered for students. SERVICE LEVEL ADJUSTMENT REQUESTS Middle School Instructional Supplies This increase is to support the new FIT (Flexible Instruction Time) period. Maintain Service Level One‐Time 35 47 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) 1994 11 001 11 0 00 6499 2,000$ 2,000$ Benefits to Funding/Consquences of Not Funding Maxwell Ituah Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description Secondary Awards Increased Revenues TOTAL This would benefit the annual MYP and DP end of year celebrations that occur annually. SERVICE LEVEL ADJUSTMENT REQUESTS Middle School Awards This line item was previously established for both the MS/HS and MYP/DP programs prior to the current academic year. To ensure consistency across the secondary continuum, it needs to be reinstated it as a combined account moving forward. Expanded Service On‐Going 36 48 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1995 23 0 1 99 0 00 6499 850$ 850$ Benefits to Funding/Consquences of Not Funding Maxwell Ituah Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description GEN OP SCH LDR SEC MEALS & MISC Increased Revenues TOTAL Increasing the meals/misc account boosts staff morale through appreciation events and enhances professional development by keeping educators engaged during training sessions. SERVICE LEVEL ADJUSTMENT REQUESTS Middle School Secondary Meals & Misc This account is for all secondary and was underfunded this academic year. Increasing the balance will allow for food during meetings and hosting luncheons during the year. Maintain Service Level On‐Going 37 49 SLA REQUESTS DEPT: ,rUmary School 38 50 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 11 ES 001 11 00 0 6399 3,600$ 3,600$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval PYP Fund Balance On-Going TOTAL Other (Explain) Previously WAF Funded GEN OP INSTR ES SUPPLIES $1800 Arboretum Experiences for G3-5; $900 for Animal experiences (Wildlife on the Move and All about Animals for 4 grade levels; $900 Frontiers of Flight These experiences have been funded by grants, WAF and specific Gala grant to teacher the past 3+ years. We cannot absorb these in the general instructional supplies budget. Part of the magic of WA are these rich, hands on science learning experiences that engage students, extend learning, and make great PR photos! SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description GEN OP INSTR ES SUPPLIES 39 51 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 12 ES 001 11 0 00 6495 50$ 50$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description GEN OP ES Library PROF FEES & DUES Principal/Dept Head Approval Head of School Approval PYP Fund Balance On-Going TOTAL Other (Explain) Maintain Service Level Increase to 12-6495 MEMBERSHIPS / ASCA AND LSSSCA LONE STAR STATE SCHOOL COUNCIL ASSOCIATION Cost of librarian memebership in the state organization is going up by $50. 40 52 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) no 1996 11 ES 001 99 00 0 6219 7,000$ 7,000$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description GEN OP STSF DEV ES PROD SVCS Principal/Dept Head Approval Head of School Approval PYP Fund Balance One-Time TOTAL Other (Explain) New/Pilot One Time new phonics curriculum training fee In this adoption year for phonics for the state, we need 6 hours of PD from Reading Horizons on using the state approved curriculum with Kinder, G1 and G2. In order to support the new phonics curriculum that aligns with the science of reading and the Reading Academy work, we need to train teachers on the Reading Horizons methods. 41 53 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 13 00 001 00 0 00 6411 8,000$ No 1996 13 ES 001 36 0 RD 6411 3,000$ 11,000$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description GEN OPO STF DEV TRVL & TRNG READING ACADEMY EE TRAVL & TRNG Principal/Dept Head Approval Head of School Approval PYP Teacher Training Fund Balance On-Going TOTAL Other (Explain) Expanded Service Expand to meet needs for 2025-2026 The IB evaluation included a matter to be addressed in that we have 4 teachers without training, originally planned for June. It is now in July. The rotation of teachers needing training includes 6 others for 25-26 school year We moved 24-25 training funds out because of a date change for June training, showing a lower budgeted amount. We have 1 teacher who needs reading academy for 25-26. 42 54 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 21 PP 001 11 0 00 6411 800$ No 1996 21 PP 001 11 0 00 6495 (3,273)$ (2,473)$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval PYP Fund Balance On-Going TOTAL Other (Explain) Expanded Service PYP Coordinator Travel Increase; Decrease IB Fees (non-evaluation year) In 24-25, no base funds were designated for the IB PYP Coordinator travel budget line item. We moved $2200 into that account but want align it to our prior practice of $3000. The instructional leader of the PYP will expand her learning on instructional coaching in 2025-2026 in order to support teachers' practices in the classroom. No evaluation visit in the 25-26 school year. SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description IB Coordinator training GEN OP PYP INSTR COORD IBO ANNU 43 55 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 23 ES 001 99 0 00 6499 1,750$ No 1996 23 ES 001 99 0 00 6495 250$ No 1996 23 ES 001 99 0 00 6411 1,000$ 3,000$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval PYP Fund Balance On-Going TOTAL Other (Explain) Expanded Service Increase to 23-64XX This account originally had no funds. PYP will revamp flowers for staff for occasions through a self-funded sunshine fund going forward. However, we need funds for PD related meals and G5 Awards. 6499: $1250 PD; $500 for G5, Spelling Bee and Reading Awards (unfunded in 2025); $2250 total; 6411--Hughes and Wood to local law training $500 and IB training $5500. Both new to PYP and $3000 per person is our practice for admin training; 6495--Include funds for Wood's membership to TASA SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description GEN OP CMPS LDR ES MEALS & EXP GEN OP CMPS LDR ES PROF FEES & DUES GEN OP CMPS LDR ES TRVL & TRNG 44 56 SLA REQUESTS DEPT: 0, 45 57 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) Yes 1996 13 00 001 23 0 00 6411 10,000$ 10,000$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description GEN OPO STF DEV SPED TRVL & TRNG Principal/Dept Head Approval Head of School Approval K-12 SPECIAL EDUCATION Fund Balance On-Going TOTAL Other (Explain) Expanded Service CREATE TRAINING BUDGET FOR SPED Development for our SPED department has been internal only for the past several years. We need to keep up with latest rules, compliance and best practices for our students. Coordinator--annual training ($3000); Crisis Prevention Institute annual ($1000); 3 SPED teachers on 3 year rotation ($3000); Speech Therapist, Dyslexia Therapist and Diag on 3 year rotation (S$3000) 46 58 SLA REQUESTS DEPT: Superintendent 47 59 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 41 00 701 23 0 00 6211 19,000$ 19,000$ Benefits to Funding/Consquences of Not Funding SERVICE LEVEL ADJUSTMENT REQUESTS Line Item Description GEN OP SUPT LEGAL SVCS Principal/Dept Head Approval Head of School Approval PYP Superintendent Fund Balance On-Going TOTAL Other (Explain) Expanded Service 6211 GEN OP SUPT SPED LEGAL SVCS Grossly underfunded in 2025-2026 in relations to our SPED needs. Based on year to date costs related to legal consulting, we need at least $19,000 to match this year. Our SPED population is larger than previous years with 85 students (62 PYP, 23 Secondary) providing opportunity with more questions and more unrealistic demands being asked by parents. 48 60 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 41 00 701 99 00 6411 3,350$ No 1996 41 00 701 99 00 6499 700$ 4,050$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description GEN OP SUPT EE TRVL & TRNG GEN OP SUPT MEALS & MISC EXP Other (Explain) TOTAL SERVICE LEVEL ADJUSTMENT REQUESTS Superintendent Adjustements to Superintendent Supt and Director of Innovation and Tech Travel and Training - Whole line should be $7,000 total for both indivuduals. Meals and Misc to $2,500 Expanded Service Other (Explain) 49 61 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) 1,500$ 1,500$ Benefits to Funding/Consquences of Not Funding Marlene said that she knew the line code for this. I am leaving this blank for you all. Thank you! Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description Athletic Director Reimbusement Stipe Other (Explain) TOTAL SERVICE LEVEL ADJUSTMENT REQUESTS Athletics Moving Cost for Athletic Director Relocation reimbusement for New Athletic Director: $1,500 Expanded Service One-Time 50 62 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 31 HS 1 99 0 6118 (1,022)$ (1,022)$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description GEN OP CNSL HS STIPEND Expenditure Reduction TOTAL SERVICE LEVEL ADJUSTMENT REQUESTS Gen Op Counselor HS Stipend Removing Stipend There will be no hs counselor stipend Sunsetting Program Other (Explain) 51 63 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 31 HS 1 38 0 6116 (1,533)$ (1,533)$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description GEN OP CNSL HS CCMR STIPEND TEAM Expenditure Reduction TOTAL SERVICE LEVEL ADJUSTMENT REQUESTS Gen Op Removing Stipend There will be no head counselor stipend Sunsetting Program Other (Explain) 52 64 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 31 MS 1 99 0 6399 (500)$ No 1996 31 MS 1 99 0 6411 (2,000)$ No 1996 31 MS 1 99 0 6495 (300)$ No 1996 31 MS 1 99 0 6499 (300)$ (3,100)$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description GEN OP CNSL MS SUPPLIES GEN OP MS CNSL EE TRVL & TRNG GEN OP MS GDNC/CNSL PROF FEES & GEN OP MS GDNC/CNSL MEALS & MIS Expenditure Reduction TOTAL SERVICE LEVEL ADJUSTMENT REQUESTS Gen Op Counselor MS Removing Counselor There will be one counselor and related expenses. This can come off of MS or HS. Should be listed as SEC counselor Sunsetting Program Other (Explain) 53 65 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 23 MS 1 99 54 6411 (2,000)$ No 1996 11 00 1 11 54 6399 (300)$ (2,300)$ Benefits to Funding/Consquences of Not Funding Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description GEN OP SCH LDR 504 TRVL & TRNG GEN OP INSTR 504 SUPPLIES Expenditure Reduction TOTAL SERVICE LEVEL ADJUSTMENT REQUESTS Gen Op 504 Removing Position Sam Fabres role will be with absorbed into Special Pops coordinator Sunsetting Program Other (Explain) 54 66 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 41 00 701 99 0 00 6499 11,000$ 11,000$ Benefits to Funding/Consquences of Not Funding This fund will help to absorb some of the expenses that have historically been housed in Dept. 40 as well as consolidate expenses from the diff Principal/Dept Head Approval Head of School Approval Other (Explain) Line Item Description Meals, Back to School breakfast, beginning of year gifts, end of year recognition Fund Balance TOTAL SERVICE LEVEL ADJUSTMENT REQUESTS K‐12 Adjustments to Meals & Misc (Campus‐Wide Events) This increase will serve to provide meals for staff when we have to stay late/come early for events, will provide a back to school breakfast and welcome gift, and will provide an EOY recognition event. The BTS breakfast/gift and Employee Celebration events were previously under the Town's budget. Expanded Service On‐Going 55 67 SLA REQUESTS DEPT: 2ecTno]oSy 56 68 Department/Program Request Summary SLA Type Recurrence Justification Funding Source Budget Details New Acct (yes or no)Fund Fnct S/O Org PIC Ed Proj Object Amount (whole # only) No 1996 71 00 001 99 000 6512 18,000$ 18,000$ Benefits to Funding/Consquences of Not Funding Jason Power Principal/Dept Head Approval Head of School Approval Student Enrollment Line Item Description Gen Op Capital Lease Pri Fund Balance TOTAL The current 3-year lease expires in June 2025, so all staff laptops and staff and student iPads will be returned at the end of the lease; new hardware is needed for the continuation of the 1-to-1 program for students and for staff to have a computer and iPad available to them. There is an increase in the yearly cost of the lease due to the increased cost of the hardware and management software and additional technology needed for the increased number of students over the next 3 years (estimated increase of 60 students total). We have offset some of the cost increase by reducing the amount of spare equipment we usually keep on hand from 100 iPads to 50 iPads. The 2022 Lease SERVICE LEVEL ADJUSTMENT REQUESTS IT Function 71 Debt Service "iPad Lease Payments" Lease new hardware for staff and continuation of the 1-to-1 iPad program for students Apple MacBook Air Laptops for Staff, iPads for staff and students, AppleTVs for screen sharing in classrooms, charging carts for G1-G5 iPads, JAMF management software licensing for managing staff and student hardware. Increase in yearly lease cost is estimated to be an additional $18k/year for 3 years. Maintain Service Level On-Going 57 69 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:25-117 Agenda Date:5/20/2025 Agenda #:II.B. TOWN STAFF REPORT RECOMMENDATIONS Discussion regarding Proposed Text Amendments to Various Land Development Regulations to Encourage Mixed-use Development (Jason Alexander, AICP, CEcD, Deputy Town Manager) STAFF:Jason Alexander, AICP, CEcD, Deputy Town Manager Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™70 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA 25-118 Agenda Date:5/20/2025 Agenda #:II.C. ACADEMY STAFF REPORT RECOMMENDATIONS Presentation regarding proposal from Brown Reynolds Waterford Architects for the Westlake Academy Arts and Science Building Addition and Renovations (Dr. Kelly Ritchie, Head of School) STAFF:Dr. Kelly Ritchie, Head of School NOTE:RELATED REGULAR AGENDA ACTION ITEM H.4. (WA RES. 25-10) Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™71 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:25-129 Agenda Date:5/20/2025 Agenda #:D.1. TOWN STAFF REPORT RECOMMENDATIONS Items of Community Interest (Communications Director Jon Sasser) STAFF:Communications Director Jon Sasser BACKGROUND: Pursuant to Texas Government Code Section 551.0415 the Town Council (and or designee)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 and safety. NOTABLE ITEMS AND UPCOMING EVENTS: Town Hall/Municipal Court Closed In observance of Memorial Day May 26, 2025 Westlake Academy end-of-year events including: ·Middle school and high school Awards ceremonies, May 21st at 9 am and 1 pm Gym ·Senior Banquet on May 21st at 6 pm Bowden in Keller ·Baccalaureate on May 22nd at 8 am Gym ·Senior Clap out on May 22nd at 9 am ·Senior Awards on May 22nd at 9:30 am Gym ·Brick laying on May 22nd after senior awards ·5th grade awards on May 23rd at 8 am Gym ·Graduation on May 24th at 2 pm Hurst Conference Center Fire Station Open House: Around 500 people turned out. Great weather Spring Concert: 130 people showed up. Rescheduled due to weather Gala Update: Westlake Academy Foundation raised nearly $390k, including $100k in teacher’s grants, $80k in student study hubs, and $120k in teacher/staff gift cards. Town of Westlake Printed on 5/16/2025Page 1 of 2 powered by Legistar™72 File #:25-129 Agenda Date:5/20/2025 Agenda #:D.1. Town of Westlake Printed on 5/16/2025Page 2 of 2 powered by Legistar™73 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:25-120 Agenda Date:5/20/2025 Agenda #:E.1. TOWN STAFF REPORT RECOMMENDATIONS National Public Works Week May 18-24, 2025 Proclamation (Mayor Kim Greaves) STAFF:Mayor Kim Greaves BACKGROUND: Proclaiming May 18-24, 2025 as Public Works Week Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™74 Town of Westlake Proclamation Proclaiming May 18--May 24, 2025 as National Public Works Week WHEREAS, public works professionals focus on infrastructure, facilities, and services that are of vital importance to sustainable and resilient communities and to public health, high quality of life, and well-being of the people of Westlake; and, WHEREAS, these infrastructure, facilities, and services could not be provided without the dedicated efforts of public works professionals, who are engineers, managers, and employees at all levels of government and the private sector, who are responsible for rebuilding, improving, and protecting our nation’s transportation, water supply, water treatment and solid waste systems, public buildings, and other structures and facilities essential for our citizens; and, WHEREAS, it is in the public interest for the citizens, civic leaders, and children in Westlake to gain knowledge of and maintain an ongoing interest and understanding of the importance of public works and public works programs in their respective communities; and, WHEREAS, the year 2025 marks the 65th annual National Public Works Week sponsored by the American Public Works Association., NOW THEREFORE, I, Kim Greaves, Mayor of the Town of Westlake, Texas, with the Town Council do hereby proclaim the week of May 18–24, 2025, National Public Works Week And urge all citizens to join with representatives of the American Public Works Association and government agencies in activities, events, and ceremonies designed to pay tribute to our public works professionals, engineers, managers, and employees and to recognize the substantial contributions they make to protecting our national health, safety, and advancing quality of life for all. ISSUED: May 20, 2025 ____________________________________ Kim Greaves, Mayor 75 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA Gen Item 25-15 Agenda Date:5/20/2025 Agenda #:E.2. ACADEMY STAFF REPORT RECOMMENDATIONS Recognition of the 2024-2025 Westlake Academy Safety Squad Members (Dr. Kelly Ritchie, Head of School) STAFF:Dr. Kelly Ritchie, Head of School Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™76 2024-2025 Westlake Academy Safety Squad Members Yifeng Deng Cecilia Bugarin Beckett Gubler Tristan Espensen Ishi Mishra Sawyer Tidden Sirivalli Voonna Maximus Adebesin Preston Macon Madelynn Guthals Tristan Tang 77 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA 25-123 Agenda Date:5/20/2025 Agenda #: ACADEMY STAFF REPORT RECOMMENDATION Westlake Academy IB Programme Five Year Evaluation Report (Dr. Kelly Ritchie, Head of School) STAFF: Dr. Kelly Ritchie, Head of School Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™78 Education for a better world Evaluation report IB World Schools Department 79 1 Programme Evaluation Report Head of School: Beth Hughes, James Owen, Kelly Renea Ritchie, Maxwell Ituah School Name: Westlake Academy School Code: 002525 School Address: 2600 J.T. Ottinger Road Westlake, Texas 76262 IB Programme(s): Diploma Programme, Middle Years Programme, Primary Years Programme Programme Coordinators: Alison Schneider, Brandon Llewellyn, Sarah Stack Date: Tuesday 25 March 2025 Student ages in which all students are engaged in PYP: 5–6, 6–7, 7–8, 8–9, 9–10, 10–11 MYP years offered at the school: Y1, Y2, Y3, Y4, Y5 Evaluation Team Diploma Programme Evaluation Leader: Josue Naranjo Programme Leader: Andrea Vanegas Morales Middle Years Programme Evaluation Leader: Margaret Clavette Programme Leader: Heather LaJoie Primary Years Programme Evaluation Leader: Julieta Carrillo Programme Leader: Sagrario Argüelles 80 Programme Evaluation Report 2 School and Programme Leadership Dear Beth Hughes, James Owen, Kelly Renea Ritchie, Maxwell Ituah, Thank you for completing the programme evaluation self-study process. The International Baccalaureate (IB) recognizes that this process requires considerable time and effort from the entire school community. We appreciate the effort that you have made and hope that the insights gained along the way will be valuable in further developing your programme(s). Please review the feedback in this report carefully as it provides important guidance for the development of the programme(s) that will help your school achieve the optimum outcomes for students. IB programme evaluation is built on the premise that IB programmes, when implemented with fidelity, ultimately lead to the achievement of the IB mission. The primary aim is to support schools in continuously developing their capacity to implement IB programmes in order to have a greater impact on student outcomes through the development of teacher and leader practice. We hope that through this process school leadership will gain a deeper understanding of both the aspects of the programme that are being implemented effectively and the aspects that need further development. The process supports the school—as a learning community—to develop the capacity to work intentionally and strategically to develop its IB programme(s) and enable school leaders and teachers to better direct their efforts and resources. 81 Programme Evaluation Report 3 A. School Context School & Community Description Westlake Academy is a public charter school and the only municipally owned school in Texas. It operates under a shared services model with the Town of Westlake, in which the Town Council also serves as the school board, and the mayor acts as its president. Located along the Tarrant- Denton county border, northwest of DFW Airport, the school serves students in a charter-based educational framework. With a defined enrollment size, Westlake Academy emphasizes parent, teacher, and student engagement. The Town of Westlake itself spans seven square miles and is home to a growing population, expected to reach 7,000 residents by 2040. With an average household income exceeding $243,000 and home values starting at $1.3 million, the town is recognized as a Gold Level Scenic City. Westlake is home to major corporate campuses, including Deloitte University, Fidelity Investments, and the headquarters of Charles Schwab, positioning it as a unique blend of small-town atmosphere and global opportunity. As a K-12 public charter school, Westlake Academy receives only about 75% of the per-student funding provided to traditional independent school districts. To bridge this financial gap, the Westlake Academy Foundation leads fundraising efforts, including the annual Gala, which in 2024 raised $258,000 to support student enrichment programs, guest speakers, and additional learning resources. For the 2024-2025 school year, the foundation aims to raise at least $1.25 million, with 20% of that goal already met as of early September. About 20% of the staff at the school come from outside the United States, representing countries such as Britain, Canada, Australia, Finland, Argentina, Mexico, and France. The student body - 67.53% identifying as White, 31.34% as Asian, 7.10% as Black or African American, 3.38% as American Indian or Alaskan Native, and 1.01% as Native Hawaiian or Pacific Islander. English is the primary language spoken by 88.73% of students, while Spanish is spoken by 1.35%. Other languages, including Vietnamese, Korean, French, Arabic, Bengali, Cantonese, Gujarati, Hindi, Mandarin, Nepali, Portuguese, Telugu, and Thai, are represented in smaller percentages. 82 Programme Evaluation Report 4 B. Programme strengths Purpose: Sharing an important mission • Purpose (0101) –Purpose 1: The governing body and school leaders articulate a purpose for learning that aligns with the IB’s philosophy and mission. (0101-01) • Strategic decisions regarding the culture and daily life of the school community are guided by the IB mission. During the period under review, the school underwent a process to reflect upon and update the mission and vision statements, which now inform all their decisions and meetings. Each programme has the autonomy to design their individual plans within the overall framework. The school leadership team meets weekly with a shared agenda, and there are additional quarterly meetings with a larger group. They emphasize student- centered decision-making and maintaining fidelity to IB principles during leadership changes. • The governing board and the pedagogical leadership team show a strong commitment to the IB philosophy and mission. The board is extensively involved in data analysis (graduation rates, IB results), and this data informs their support of programme delivery. The governing board expresses significant trust in the pedagogical leadership team and provides ongoing support to their mission. –Purpose 2: The school’s pedagogical leadership team embraces educational approaches that encourage students to become active, compassionate lifelong learners. (0101-02) • The school's commitment to the IB mission and philosophy is exemplified by its leadership in the IB local, state, national and global community. The school benefits from the talent of active IBEN members in its learning community. –Purpose 3: The school community fosters internationally minded people who embody all attributes of the IB learner profile. (0101-03) • The concepts of community, diversity, inclusion and compassion (essential to nurturing inquiring, knowledgeable and caring young people) permeate and frame the work of all members in the school community. School alumni continue their commitment to the school through an alumni association, and Westlake Academy 83 Programme Evaluation Report 5 graduates return to the school to share their further learning and participate in school sports and cultural events. • Developing international-mindedness and the attributes of an IB learner are visible and actionable in and beyond the classroom, through international trips, celebration of diverse holidays, exploration of world religions, and an annual international week. In addition, cultural groups visit the school to share their traditions. Environments: Providing essential structures, systems and resources • Leadership and governance (0201) –Leadership 1: The school regularly reviews and follows all IB rules, regulations and guidelines to support programme implementation and ongoing development. (0201-01) • The school benefits from leadership and governance that demonstrates a commitment to providing high- quality learning environments. The governing body acknowledges and celebrates the positive impact the school has on its wider community. The board further recognizes the school's significant role in attracting families and contributing to the town's growth. • The school has demonstrated long-term sustainability of the programmes. The Westlake Town Hall and the Westlake Academy Foundation fund resources to support high-quality learning environments. The prestige of the school attracts students from outside the town, ensuring diversity and engagement for long-term programme development. –Leadership 5: The school funds and allocates resources that sustain and further develop its IB programme(s). (0201-05) • The governing body and school leadership practice responsible resource planning for the sustainable development of the programme, including both the regular school budget and grant opportunities through the school's foundation and parent group. The chair of the governing board takes an active role in advocating for additional funding with the state. • Student support (0202) –Student support 1: The school provides relevant human, natural, built and virtual resources to implement its IB programme(s). (0202-01) 84 Programme Evaluation Report 6 • The school benefits from the expertise of its teachers and administrative staff. Additionally, the communications director and innovation director support the school's growth and enhance student engagement. The PYP librarian and STEM specialist play a vital role in enriching the programme of inquiry, fostering student development as inquirers and lifelong learners. –Student support 2: The school identifies and provides appropriate learning support. (0202-02) • Students benefit from a variety of learning supports, including strong teacher relationships, interventionists, small group instruction, accommodations, and tutoring. Students are clearly "seen" by teachers and administrators, with close monitoring of their academic and social-emotional needs. –Student support 3: The school fosters the social, emotional, and physical well-being of its students and teachers. (0202- 03) • The school emphasizes inclusivity, student-led activities, and a supportive faculty. It provides structured events and initiatives to celebrate student achievements, including Senior Sunrise, Senior Team Lead events, and the IB Continuum Exhibition. Westlake Academy also offers individualized support and collaborates with senior parents on events that recognize student efforts. • The school provides extensive support for students and families making transitions into the school, including onboarding activities and a buddy system for both students and their families. • Teacher support (0203) –Teacher support 2: The school ensures that leadership and teachers participate in appropriate and timely professional learning to inform their practice. (0203-02) • The school allocates funds for IB professional learning, prioritized by programme needs. Teachers are able to request additional training opportunities through grants funded by the school's foundation and parent group. –Teacher support 3: The school provides time and other resources for teachers to collaborate effectively in the implementation of IB programme(s). (0203-03) • Teacher relationships and informal collaboration are essential to programme implementation. Teachers 85 Programme Evaluation Report 7 support one another and frequently check in on each other’s professional and social-emotional well-being. Culture: Creating positive school cultures • Culture through policy implementation (0301) –Culture 3: The school implements, communicates and regularly reviews an academic integrity policy that creates cultures of ethical academic practice. (0301-03) • The school has published a school-wide academic integrity pledge that supports all students in all subject groups. The pledge is posted in different areas of the school in English, French and Spanish, and is published in the student handbook. The posters are used to support students, as reminders of how to appropriately apply academic honesty and to explicitly teach academic honesty to students in the classroom. Learning: Ensuring effective education • Designing a coherent curriculum (0401) –Coherent curriculum 1: The school plans and implements a coherent curriculum that organizes learning and teaching within and across the years of its IB programme(s). (0401-01) • Classroom learning experiences, as observed and documented in the written curriculum, intentionally address and promote the development of international- mindedness and IB learner profile attributes. • Students as lifelong learners (0402) –Lifelong learners 1: Students actively develop thinking, research, communication, social and self-management skills. (0402-01) • Students are actively involved in their own learning, as demonstrated by classroom observations of independent inquiry, self-reflection, and peer evaluation. Students demonstrate awareness of the impact that assessment rubrics play on monitoring their learning. Students across the continuum describe opportunities for them to engage in independent inquiry beyond the classroom. –Lifelong learners 3: Students identify and foster healthy relationships, an understanding of shared responsibility, and the ability to collaborate effectively. (0402-03) 86 Programme Evaluation Report 8 • Students have agency to effect change in the school through Student Council and student-led clubs, in addition to the Exhibition and the Personal Project. • Approaches to teaching (0403) –Approaches to teaching 1: Teachers use inquiry, action and reflection to develop natural curiosity in students. (0403-01) • Learning both inside and beyond the classroom is conceptual, contextual and highly interactive. Learning engagements, teaching strategies and subject matter all confirm this to be a consistent teaching approach in the continuum. Students frequently collaborate on classroom activities, both in seated groups and in environments around the school. –Approaches to teaching 4: Teachers promote effective relationships and purposeful collaboration to create a positive and dynamic learning community. (0403-04) • Teachers and students are learning partners, with teachers serving as consultants and guides during collaborative work. Mutual respect among students and between students and teachers are highly evident in classroom interactions. Parents and students take pride in Westlake's supportive environment. –Approaches to teaching 5: Teachers remove barriers to learning to enable every student to develop, pursue and achieve challenging personal learning goals. (0403-05) • The classroom environment and teaching strategies enable every student to pursue and meet their learning goals, with clear differentiation based on students' needs. Students with learning differences are fully embraced by their peers in the classroom. • Approaches to assessment (0404) –Approaches to assessment 2: The school uses assessment methods that are varied and fit-for-purpose for the curriculum and stated learning outcomes and objectives. (0404-02) • Assessment tasks are highly varied across all programmes, including tests, presentations, videos, performances, and exit tickets. Teachers actively use ongoing assessment, incorporating both teacher-to- student feedback and peer-to-peer feedback. 87 Programme Evaluation Report 9 C. Requirements Based on the review of the programme documentation, observations of the team during the visit and in conversations with members of the school community, the following requirements were found to not be in place. Primary Years Programme Target Findings Evidence to be provided by the School Environments Teacher support (0203) Teacher support 2 Teacher support 2.1 • Preliminary review and conversations with members of the school community do not confirm that the school complies with IB-mandated PD requirements, as outlined in IB documentation. • Certificate of attendance or official proof of registration to a role specific IB training for the four new PYP teachers. The IB provides a wide array of resources on the programme resource centre to support schools in meeting requirements. The school’s IBWS Manager can assist the school in identifying resources, understanding the expectations and actions needed to meet requirements. 88 Programme Evaluation Report 10 D. Development of IB Standards Purpose: Sharing an important mission School Self- Assessment IB Evaluation Team Comments on School Development of IB Standards Purpose (0101) Schools implement IB programmes to develop inquiring, knowledgeable and caring young people who help to create a better and more peaceful world through intercultural understanding and respect. DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements Environments: Providing essential structures, systems and resources School Self- Assessment IB Evaluation Team Comments on School Development of IB Standards Leadership and governance (0201) The leadership and governance of IB World Schools create and sustain high-quality learning environments. DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements Student support (0202) Learning environments in IB World Schools support student success. DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements 89 Programme Evaluation Report 11 Teacher support (0203) Learning environments in IB World Schools support and empower teachers. DP: Shows notable development MYP: Shows notable development PYP: Shows notable development DP: Shows notable development MYP: Shows notable development PYP: Requires development PYP: At the time of the visit, four PYP teachers did not have IB training. The school mentioned that teachers will be trained during the upcoming summer. Culture: Creating positive school cultures School Self- Assessment IB Evaluation Team Comments on School Development of IB Standards Culture through policy implementation (0301) Schools develop, implement, communicate and review effective policies that help to create a school culture in which IB philosophy can thrive. DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements DP: Offers opportunity for further development MYP: Offers opportunity for further development PYP: Offers opportunity for further development DP: Parents and students do not play an active role in policy revision and communication. MYP: Parents and students do not play an active role in policy revision and communication. PYP: Parents and students do not play an active role in policy revision and communication. Learning: Ensuring effective education School Self- Assessment IB Evaluation Team Comments on School Development of IB Standards Designing a coherent curriculum (0401) Learning in IB World Schools is based on a coherent curriculum. DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements 90 Programme Evaluation Report 12 Students as lifelong learners (0402) Learning in IB schools aims to develop students ready for further education and life beyond the classroom. DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements Approaches to teaching (0403) IB programmes encourage approaches to teaching that create learning experiences that are shown to be meaningful to the school community. DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements Approaches to assessment (0404) Learning, teaching, and assessment effectively inform and influence one another. DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements DP: Shows development beyond requirements MYP: Shows development beyond requirements PYP: Shows development beyond requirements 91 Programme Evaluation Report 13 E. Feedback on the planning and analysis and reflection of programme development Programme development strengths Planning • The area of focus is aligned with recommendations from the prior evaluation report and with the school's desire to identify how ATLs are explicitly taught and practiced throughout the continuum. The school focused on closing the skill gaps to support the transition from one programme to the next. • The school has considered examples from other schools to inform their process, in addition to addressing state curriculum requirements. • The school set an appropriately challenging goal that motivated the school community. The school viewed the development plan as an ongoing professional development activity. It provided them the opportunity to reflect on their own practice. • The process was effectively organized and facilitated by the programme coordinators to obtain maximum collaboration from the school community. Teachers were provided agency in choosing their own work groups. Evidencing and analysing • The school showed perseverance over time in implementing their programme development plan. • The school undertook a range of activities, notably allowing teachers to choose ATL committees (across programmes and subjects) and focusing on vertical alignment, to achieve the outcome. • In establishing the process, the school considered skills lost during the pandemic and looked at what needed to be improved in relation to student learning upon the return to in-person learning. • Data was collected via student surveys in MYP and DP, reflection within MYP projects, feedback from MYP and DP advisory sessions, and in-class reflections in PYP classrooms. In addition, evidence of ATL implementation was embedded in PYP units in Toddle. Reflection • The school is still reflecting on the ongoing development of the PDP. • The school would like to consider additional PDPs, with at least one whole-school continuum goal. Additional PDPs might be more subject- or programme-based and led by other staff members. Areas for consideration As the school engages in further efforts to develop the programme, it may wish to consider: 92 Programme Evaluation Report 14 Planning • refining the area of focus that the school wants to explore. • identifying research studies to inform their process. • including students and parents in the planning process. Evidencing and analysing • multiple ways to gather data, both quantitative and qualitative as appropriate. Evidence could include interviews, surveys, and observations of students engaged in learning. • mechanisms for assessing the effectiveness and functionality of the approach being developed. • using interim milestones to assess and adapt efforts. Reflection • ensuring that students, parents, and staff have the opportunity to share in reflection process • using an established protocol for the reflection process • including measurable indicators with milestones and people responsible for various aspects of the plan. • considering progress reports to the wider community at milestones, as a way to celebrate the progress of the PDP. 93 Programme Evaluation Report 15 F. Opportunities for future or further programme development The school identified the following areas as priorities for programme development Priorities: • Develop a mentorship training program that empowers highly effective teachers to partner with colleagues who are new to the profession, new to the school, and new to IB • Provide further opportunities for meaningful student action arising from classroom learning experiences and taking advantage of school relationships in the wider community. • Enhance collaboration across the curriculum, including routines for instruction walkthroughs, sharing best practices, and exploring connections between programme unit planners • Reinforce curriculum and instruction delivery considering the natural links across programmes through the Approaches to teaching and approaches to learning. The Evaluation team has identified the following areas of the programme(s) for the school to consider for future or further development Future or further development: Environments / Leadership and governance (0201) / Leadership 2: • The leadership team may benefit from strategically planning ongoing leadership meetings that bring together the head of school, principals, assistant principals, and programme coordinators. This collaborative approach can help leverage combined talent and expertise to enhance programme implementation. Environments / Leadership and governance (0201) / Leadership 4: • The school could benefit from establishing clear systems to ensure the continuity of programme implementation, even in the event of leadership transitions, retirements, or staff changes • The school may benefit from creating a strategic plan to align the three programmes and establishing systems to promote continuity and consistency, taking advantage of institutional knowledge and talent. Environments / Student support (0202) / Student support 4: • The school may consider implementing additional mechanisms to promote balance and well-being for Diploma Programme students 94 Programme Evaluation Report 16 by strategically integrating physical activities and mindfulness practices throughout the programme. • The school would benefit from adding a counselor position to reduce the student-to-counselor ratio and enhance support and guidance for students Environments / Student support (0202) / Student support 5: • The school could benefit from creating more opportunities for a broader range of students to participate in extracurricular experiences, including travel, ensuring that these opportunities are accessible to more students. Culture / Culture through policy implementation (0301) / Culture 6: • Although the school has a robust policy review structure, the review committees may consider coming together to discuss and ensure that policies are aligned and consistent. • The school may benefit from actively involving students and parents in the policy revision and communication process as a shared responsibility among all members of the school community. Learning / Designing a coherent curriculum (0401) / Coherent curriculum 2: • The school may benefit from incorporating additional scheduled time for PYP, MYP, and DP teachers to collaborate and explicitly address transdisciplinary and interdisciplinary connections. Learning / Students as lifelong learners (0402) / Lifelong learners 5: • The school could enhance student engagement and motivation in CAS by strengthening collaboration with local organizations to create more opportunities for students to share and celebrate their creativity, activity, and service. Learning / Approaches to assessment (0404) / Approaches to assessment 3: • The school would benefit from analyzing DP assessment results through the lens of Approaches to Learning (ATL) skills, both within individual disciplines and across curricular areas. 95 Programme Evaluation Report 17 G. Conclusions of the Evaluation team During the period under review, Westlake Academy has demonstrated a deliberate and purposeful implementation of the continuum, maintaining its commitment despite leadership changes and the challenges posed by the Covid-19 pandemic. The current leadership and governing body recognize the positive impact the school has on the wider community, aligning efforts and resources to continue providing high-quality educational experiences. The school's current programme development plan is too broad and the feedback may help the school to have future plans that are more specific in thier focus. As the school progresses, they acknowledge the need to align strategic planning, policies, and the integration of transdisciplinary and interdisciplinary approaches across the continuum, while also addressing the requirements for professional development in the Primary Years Programme. Westlake Academy's culture of collaboration and strong sense of community enable them to embrace the values of an IB education, maintaining their ongoing commitment to programme growth and reflection. 96 Programme Evaluation Report 18 H. Conclusion of the IB on the school status as an IB World School Diploma Programme The school’s implementation of the programme shows close alignment with the IB Programme standards and practices. Middle Years Programme The school’s implementation of the programme shows close alignment with the IB Programme standards and practices. Primary Years Programme The school’s implementation of the programme shows general alignment with the IB Programme standards and practices. However, further evidence is required to demonstrate that all requirements are in place and that the school’s implementation of the programme is fully aligned with the IB Programme standards and practices. Evidence to be provided by the School Deadline for Submission: Monday 1 September 2025 Primary Years Programme • Environments / Teacher support (0203) / Teacher support 2 / Teacher support 2.1: – Certificate of attendance or official proof of registration to a role specific IB training for the four new PYP teachers. We trust that the information found in this report will support the school’s continued development of its IB programme(s). Your IB World School manager, Iris Lazarus (iris.lazarus@ibo.org), will be in touch with you to follow up on this report and to support your school’s ongoing efforts. Yours Sincerely, Adrian Kearney Director, IB World Schools 97 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:25-115 Agenda Date:5/20/2025 Agenda #:G.1. TOWN STAFF REPORT RECOMMENDATION Discuss,consider and act to approve the May 7,2025 Town Council/Board of Trustees Special Meeting Minutes (Town Secretary Dianna Buchanan) STAFF:Dianna Buchanan, Town Secretary BACKGROUND: The May 7,2025 Town Council/Board of Trustees Special Meeting Minutes are attached for review and consideration of approval. 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. RECOMMENDATION: Staff recommends approval of the minutes. ATTACHMENT(S): 05.07.2025 TC/BOT Special Meeting Minutes TOWN COUNCIL ACTION/OPTIONS: 1.Motion to approve minutes, as presented. 2.Motion to approve the minutes with the following corrections/changes (please state corrections/changes in motion) 3.Motion to table 4.Motion to deny Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™98 Town of Westlake 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 Town Council/Board of Trustees Meeting Minutes - Draft 4:00 PM Council ChamberWednesday, May 7, 2025 SPECIAL MEETING The Town Council of the Town of Westlake serves as the governing board for Westlake Academy. This agenda may contain both municipal and Westlake Academy items, which will be clearly identified. In an effort of transparency, this meeting will be viewable to the public via Live Stream and also available for viewing after the meeting. In an effort of meeting efficiency, any residents wishing to speak on action items must submit a speaker request form to the Town Secretary prior to the start of the meeting. Pursuant to Texas Government Code Section 551.127, one or more members of the Town Council may participate in this meeting by videoconference call. A quorum of the Town Council and the presiding officer will be present at the physical location of the meeting. NOTE: As authorized by Section 551.071 of the Texas Government Code, Town Council may enter into closed Executive Session for the purpose of seeking confidential legal advice from the Town/School Attorney on any agenda item listed herein. A. CALL SPECIAL MEETING TO ORDER AND ANNOUNCE A QUORUM PRESENT Mayor Greaves called the meeting to order at 4 p.m., and announced a quorum present. PRESENT: ABSENT: Mayor Kim Greaves Council Member Anna White Mayor Pro Tem Tammy Reeves Council Member Todd Gautier Council Member Michael Yackira Council Member Mike Asselta Council Member-Elect T. J. Duane Council Member-Elect Kevin Smith STAFF PRESENT: Town Manager Wade Carroll Deputy Town Manager Jason Alexander Town Secretary Dianna Buchanan Finance Director Cayce Lay Lamas Communications Director Jon Sasser Town Attorney Matthew Boyle Academy Finance Manager Marlene Rutledge Dir of Accountability Darcy McFarlane Head of School Dr. Kelly Ritchie Dir Innovation & Dev. Michelle Briggs IT Director Jason Power Public Works Director Cheryl Taylor Deputy Public Works Director Kyle Flanagan School Attorney Janet Bubert Fire Chief John Ard Academic Accountant II Stacie Wrehe Page 1 of 3 99 Town Council/Board of Trustees Meeting Minutes - Draft May 7, 2025 B. INVOCATION AND PLEDGES OF ALLEGIANCE Pastor Clayton Reed from Southlake Baptist Church, Southlake, provided the invocation. Mayor Greaves and Westlake Academy Head of School Dr. Kelly Ritchie introduced Westlake Academy students Ishi Mishra-5th Grade; Palash Mishra--1st grade; and Manasi Zucker--11th grade, to assist with leading the pledges to the U.S. Flag and the Texas Flag. Pledges recited. C. CITIZEN/PARENT COMMENTS There was no one to speak at this time. D. CONSENT AGENDA D.1.25-105 D.2.RES 25-13 Discuss, consider and act to approve the April 15, 2025 Town Council/Board of Trustees Regular Meeting Minutes (Town Secretary Dianna Buchanan) Discuss, consider and act to approve Resolution 25-13 approving the terms and conditions of the extension of the Town Manager’s Employment Contract as contained in the amended agreement. (Mayor Kim Greaves) Motion by Council Member Yackira and Motion Second by Mayor Pro Tem Reeves to approve the Consent Agenda. Mayor Greaves called for the vote. MOTION TO APPROVE THE CONSENT AGENDA APPROVED UNANIMOUSLY. COUNCIL MEMBER WHITE WAS ABSENT. E. REGULAR AGENDA ITEM E.1.WA RES 25-07-B (TABLED 4/15/2025) Discuss, consider and act regarding WA Resolution 25-07 approving and adopting a policy requiring submittal of returning student registration forms within the designated time frame set by the school to guarantee continued enrollment at Westlake Academy Director of Accountability Darcy McFarlane presented overview to Town Council. This item was tabled on April 15, 2025 to allow staff to revise the proposed policy to add the deadline of May 31st each year to submit returning student registration forms.The updated policy is part of the agenda packet. Motion by Council Member Yackira and Motion Second by Council Member Gautier to approve WA Resolution 25-07 as presented. Mayor Greaves called for the vote. MOTION APPROVED UNANIMOUSLY. COUNCIL MEMBER WHITE WAS ABSENT. F. RECOGNITION OF OUTGOING COUNCIL MEMBERS/TRUSTEES Mayor Greaves recognized Council Member Mike Asselta for his service to the community and presented a token of appreciation from the Town and Academy. Mayor Greaves also expressed appreciation of Council Member Dr. Anna White, not present at the meeting, and her commitment and leadership during her four years on the council. Page 2 of 3 100 Town Council/Board of Trustees Meeting Minutes - Draft May 7, 2025 G. PRESENT CERTIFICATES OF ELECTION AND ADMINISTER OATH OF OFFICE TO NEWLY ELECTED OFFICIALS Mayor Greaves administered the Oath of Office and presented Certificates of Election to the following newly elected members to Town Council: Council Member Place 1 T. J. Duane, Term May 2025-May 2027; Council Member Place 2 Michael Yackira, Unexpired Term through May 2026; Council Member Place 3 Kevin Smith, Term May 2025-May 2027; and Council Member Place 5 Todd Gautier, Term May 2025-May 2027. H. EXECUTIVE SESSION Mayor Greaves announced Item H.1. to be considered and discussed during Executive Session and noted that after the meeting is recessed and prior to convening Executive Session, a brief reception to honor incoming and outgoing council members will be held with the regular meeting being reconvened immediately after Executive Session ends. Mayor Greaves recessed the Regular Meeting to Executive Session at 4:13 p.m. H.1.Section 551.071 (2): Consultation with Attorney: To receive legal advice from bond counsel regarding contemplated issuance of municipal bonds and related legal matters. 25-109 NOTE: EXECUTIVE SESSION WILL BE ANNOUNCED, THE REGULAR MEETING WILL BE RECESSED, AND PRIOR TO CONVENING EXECUTIVE SESSION, A BRIEF RECEPTION TO HONOR INCOMING AND OUTGOING COUNCIL MEMBERS WILL BE HELD. THE REGULAR SESSION WILL RECONVENE IMMEDIATELY AFTER EXECUTIVE SESSION ENDS. Mayor Greaves reconvened the Regular Meeting from Executive Session at 6:13 p.m. I. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS There was no action as a result of Executive Session. J.ADJOURNMENT Mayor Greaves announced the next Regular Meeting will be on May 20th at 4 p.m. Mayor Greaves adjourned the meeting at 6:13:30 p.m. __________________________ Kim Greaves, Mayor ATTEST: ____________ Town Secretary Dianna Buchanan Page 3 of 3 101 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:RES 25-15 Agenda Date:5/20/2025 Agenda #:G.2. TOWN STAFF REPORT RECOMMENDATIONS Discuss, consider and act to approve Resolution 25-15 authorizing the Town Manager to expend funds for Town-wide landscaping and tree trimming services by Smith Lawn and Tree in the amount not to exceed $600,000.00 (Cheryl Taylor, P.E., Director of Public Works) STAFF:Cheryl Taylor, P.E., Director of Public Works BACKGROUND: This authorization will allow the Town Manager to pay for Town-wide landscaping services by Smith Lawn for the remainder of the fiscal year and falls within the total budgeted for landscaping services in the FY25 budget. DISCUSSION: Smith Lawn and Tree has been providing landscaping services to the Town of Westlake since 2020 by performing routine ground maintenance and tree trimming services at Town-owned facilities as well as within public parks and along the public rights of way and trail system. The most current contract with Smith Lawn was approved by the Town Council on May 1st 2020 and is now expired.The Town of Westlake does not have a Parks Department to perform routine landscaping.Previous staff had directed Smith Lawn quarterly on landscaping projects throughout the fiscal year.Since 2022,Smith Lawn has only been directed to perform routine grounds maintenance and periodic special projects,so no annual landscaping projects have been completed since that time.The neglect along Davis Blvd.within the medians and along the northbound parkways have become an eyesore for the community.Approval of this item will allow for the expenditure of funds with Smith Lawn and Tree for Town-wide routine landscaping,tree trimming services,and special projects to clean up visible locations throughout the town in an amount not to exceed $600,000 which exceeds the Town Manager’s signatory approval and requires Town Council approval. The total request this evening is as follows: Total Amount Previously Expended thru 3/31/25 $219,000 Remaining FY25 routine maintenance - 166,000 Special Projects and on-going repairs thru FY25 215,000 Total Amount Requested (not to exceed)$600,000 Smith Lawn and Tree has an existing contract with the City of North Richland Hills for miscellaneous mowing and landscaping services,as well as an existing contract with the City of Southlake for tree trimming services. Council has recently approved interlocal agreements with the Cities of North Richland Hills and Southlake that allow the Town of Westlake to continue its relationship with Smith Lawn who has provided several years of exceptional customer service to the Town and continues to respond quickly and efficiently to clear storm debris, provide porter service along the public trail system,and perform staff directed special projects throughout the Town.The new scope of work through the interlocal agreements will improve the aesthetics of areas such as Glenwyck Park and the Davis Boulevard medians with more frequent mowing of native areas as well as the Town of Westlake Printed on 5/16/2025Page 1 of 2 powered by Legistar™102 File #:RES 25-15 Agenda Date:5/20/2025 Agenda #:G.2. Glenwyck Park and the Davis Boulevard medians with more frequent mowing of native areas as well as the parkways along northbound Davis Boulevard that are in need of attention. FISCAL IMPACT: Funding for this agreement in an amount not to exceed $600,000 will be from the Public Works,Facilities and Parks approved operating budgets for fiscal year 2024-2025 and WILL NOT require a future budget amendment. STAFF RECOMMENDATION: Staff recommends approval of Resolution 25-15 authorizing the Town Manager to expend funds for Town-wide landscaping and tree trimming services with Smith Lawn in an amount not to exceed $600,000. ATTACHMENT(S): 1.Resolution 25-15 2.Smith Lawn Service pricing for landscape maintenance through Master Interlocal Agreement with the City of North Richland Hills 3.Smith Lawn Service pricing for tree trimming services through Master Interlocal Agreement with the City of Southlake 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 5/16/2025Page 2 of 2 powered by Legistar™103 Resolution 25-15 Page 1 TOWN OF WESTLAKE RESOLUTION NO. 25-15 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO EXPEND FUNDS FOR TOWN-WIDE LANDSCAPING AND TREE TRIMMING SERVICES BY SMITH LAWN AND TREE IN AN AMOUNT NOT TO EXCEED $600,000 WHEREAS, the Town Council of the Town of Westlake recognizes the need to maintain the landscaping along rights of way, town owned facilities, and in the public parks; and, WHEREAS, the leaders of the Town of Westlake desires to improve quality of life in the town; and, WHEREAS, the Town Council recognizes the importance of adhering to procurement policies and requirements as outlined in the Local Government Code; 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 for the Town of Westlake does hereby authorize the Town Manager to expend funds for Town-wide landscaping and tree trimming services by Smith Lawn and Tree. SECTION 3: That the funding for these services in an amount not to exceed $600,000 utilizing interlocal agreements with the Cities of North Richland Hills and Southlake requires Council approval and will be funded from the Public Works, Facilities and Parks approved operating budgets for Fiscal Year 2024-2025. SECTION 5: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. 104 Resolution 25-15 Page 2 SECTION 6: That this Resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 20TH DAY OF MAY 2025. ___________________________________ Kim Greaves, Mayor ATTEST: ________________________________ Dianna Buchanan, Town Secretary APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, Town Attorney 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 25-11 Agenda Date:5/20/2025 Agenda #:G.3. ACADEMY STAFF REPORT RECOMMENDATION Discuss, consider and act to approve WA Resolution 25-11, amending the Westlake Academy Employee Facilities Salary Schedule for the 2024-2025 Fiscal Year previously approved by WA Resolution 24-22; and take appropriate action (Sandy Garza, Human Resources Director) STAFF: Sandy M. Garza, Director of Human Resources BACKGROUND: The proposed change in employee compensation reflects Westlake Academy’s (WA)continuing initiatives that support the vision,mission,and values established by the governing Board of Trustees.The Facilities Manager was found to be underpaid and only managed physical operations.The new position assignment is responsible for the physical management of all Town owned buildings including all building at the Academy,the Fire Station and the Public Works building.The position will also be charged with creating a budget and working within its constraints to ensure that buildings are repaired and maintained as appropriate. DISCUSSION: Change on the Facilities Salary Schedule: Title change from Facilities Manager to Administrator of Facility Operations. Salary increase from $75,759 to $90,000. Please provide ratification approval for the salary adjustment that was implemented effective March 24, 2025. FISCAL IMPACT: Fiscal Impact is $14,241.00. STAFF RECOMMENDATION: Staff recommends approval of WA Resolution 25-11 as presented. ATTACHMENTS: WA Res 25-11 2024-2025 WA Facilities Salary Schedule BOARD OF TRUSTEES ACTION/OPTIONS: 1)Motion to approve Town of Westlake Printed on 5/16/2025Page 1 of 2 powered by Legistar™120 File #:WA RES 25-11 Agenda Date:5/20/2025 Agenda #:G.3. 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 5/16/2025Page 2 of 2 powered by Legistar™121 WA Resolution 25-11 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION NO. 25-11 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY AMENDING THE FACILITIES SALARY SCHEDULE OF THE WESTLAKE ACADEMY COMPENSATION PLAN FOR FISCAL YEAR 2024-2025. WHEREAS, Westlake Academy desires to amend the 2024-2025 Facilities Salary Schedule to add Administrator of Facility Operations and remove Facilities Manager; and, WHEREAS, the salary will be increased from $75,759 to $90,000 annually; and WHEREAS, the salary adjustment requires ratification, and said approval shall be effective retroactively to March 24, 2025; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Board of Trustees of Westlake Academy hereby adopts the proposed amended 2024-2025 Westlake Academy Employee Facilities Salary Schedule (attached as “Exhibit A”). SECTION 3: That a copy of the official adopted 2024-2025 Employee Compensation Plan which includes the Facilities Salary Schedule shall be kept on file in the office of the Town Secretary and posted on the Westlake Academy website. SECTION 4: That the salary adjustment for Maria “Rosie” Miller is hereby ratified, with said approval effective retroactively to March 24, 2025. SECTION 5: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. 122 WA Resolution 25-11 Page 2 of 2 SECTION 6: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 20th DAY OF MAY 2025. ___________________________________ Kim Greaves, Board President ATTEST: ________________________________ ___________________________________ Dianna Buchanan, Board Secretary Dr. Kelly Ritchie, Head of School APPROVED AS TO FORM: ________________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney 123 Pay Grade Job Titile Calendars Minimum Midpoint Maximum 1 Daily $125.63 $151.88 $178.13 Classroom Paraprofessional 187 Hourly 7.5 $16.75 $20.25 $23.75 (Special Education, P.E., PYP)187 Days 23,492 28,401 33,309 2 Daily $140.00 $167.60 $195.20 Administrative Assistant 192 Hourly 8 $17.50 $20.95 $24.40 192 Days 26,880 32,179 37,478 3 Daily $154.00 $185.60 $217.20 Foundation Development Associate 197 Hourly 8 $19.25 $23.20 $27.15 Assistant Registrar 221 197 Days 30,338 36,563 42,788 221 Days 34,034 41,018 48,001 Job Titile Calendars Minimum Midpoint Maximum Daily $274.40 $336.14 $397.88 Administrator of Facility Operations 260 Hourly 8 $34.30 $42.02 $49.74 260 Days 71,344 87,396 103,449 Daily $120.00 $147.00 $174.00 Custodial / Porter 260 Hourly 8 $15.00 $18.38 $21.75 260 Days 31,200 38,220 45,240 Job Titile Calendars Minimum Midpoint Maximum Daily $224.00 $274.40 $324.80 Building Engineer 260 Hourly 8 $28.00 $34.30 $40.60 260 Days 58,240 71,344 84,448 Daily $148.00 $181.30 $214.60 Facilities Technician 260 Hourly 8 $18.50 $22.66 $26.83 260 Days 38,480 47,138 55,796 HR 05/2025 Titles and Job Descriptions are subject to change. This plan is for the 2024-2025 school year only; it does not represent salaries for future years. Non- Exempt employees are paid at an hourly rate for actual hours worked. Salary placement is based on annual pay raise budget approved by the Board of Trustees each year. 2024-2025 BUILDING MAINTENANCE SALARY SCHEDULE CLERICAL / PARAPROFESSIONAL SALARY SCHEDULE 2024-2025 2024-2025 FACILITIES SALARY SCHEDULE 124 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:25-116 Agenda Date:5/20/2025 Agenda #: TOWN STAFF REPORT RECOMMENDATIONS Discuss, consider and act to Nominate and Elect the Mayor Pro Tem for May 2025- May 2026 STAFF:Dianna Buchanan, CMC, Town Secretary BACKGROUND: Pursuant to Local Government Code Section 22.037, the Town Council shall elect a Mayor Pro Tem following the May General election. The Mayor Pro Tem shall serve one year and may be reappointed, at the discretion of the Council. The Mayor Pro Tem performs duties when the Mayor is absent. The Mayor Pro Tem shall have the right to vote as a member of Council even when fulfilling this role. STAFF RECOMMENDATION: Staff recommends the Town Council select one member of the Town Council to serve as Mayor Pro Tem. TOWN COUNCIL ACTION/OPTIONS: 1)Motion to nominate (___________) to be considered for Mayor Pro Tem 2)Motion to appoint (________) as Mayor Pro Tem for May 2025-May 2026 Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™125 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:ORD-1022 Agenda Date:5/20/2025 Agenda #:H.2. TOWN STAFF REPORT RECOMMENDATIONS Discuss,consider and act to adopt Ordinance 1022 amending certain provisions within PD,Planned Development Zoning District 1-2 (PD 1-2)regulating the development of approximately 85.9 acres of land generally located between State Highway 114,Davis Boulevard,and Solana Boulevard,and commonly known as “Entrada”to include adding a definition and certain standards for stacked flats;removing the residential to non-residential development ratios;updating the schedule of permitted of uses;and updating the standards for building height. STAFF:Jason Alexander, AICP, CEcD, Deputy Town Manager BACKGROUND: On April 22,2013,the Town Council approved Ordinance No.703,establishing PD,Planned Development District 1-2 (“PD 1-2”).The purpose of PD 1-2 is to create an environment in which residential uses, commercial uses,and civic uses may co-exist in proximity while providing architecture and landscape architecture of an elevated character and quality. The proposed text amendments to PD 1-2 build upon the Strategic Plan ---adopted by the Town Council on February 18,2025 ---and will have significantly positive implications on the economic development and the physical development of the Town of Westlake. DISCUSSION: The proposed text amendments to 1-2 ---as shown in Ordinance 1022 as proposed (i.e.,EXHIBIT “A”)---are bold and underlined and generally summarized below (e.g., Sections 2-8): ·Section 2.This section introduces a new definition for “Stacked Flat”---which is a residential unit that is expressly intended to be introduced within the context of a mixed-use building ---and will expand the residential options within Entrada.Additionally,Stacked Flats are prohibited on the first story and are limited to certain blocks within Entrada as provided on the Development Plan (please refer to EXHIBIT “A-1”). ·Section 3.This Section provides that the ratio for residential to non-residential development is proposed to be removed in its entirety.Removing this provision will expedite the development and eventual build -out of Entrada as it will better allow the developer and the market to better respond to demand for residential uses and commercial uses. ·Section 4.This Section introduces “Stacked Flats”as a residential use that is permitted by-right;and “Private Club” is removed as a commercial use permitted by Specific Use Permit (i.e., “SUP”). ·Section 5.This Section provides additional standards for the design and the construction of Stacked Town of Westlake Printed on 5/16/2025Page 1 of 3 powered by Legistar™126 File #:ORD-1022 Agenda Date:5/20/2025 Agenda #:H.2. ·Section 5.This Section provides additional standards for the design and the construction of Stacked Flats ---including prohibiting Stacked Flats on the first floor,making the first floor available for commercial use;providing a minimum habitable area;providing a list of recommended ground floor commercial uses;and providing additional design standards.These standards grow from similar regulations adopted within other communities across the region and the United States and are intended to reinforce a mixed-use environment that is vibrant,that is visually harmonious,and that is walkable. Further,it should be noted that the Town Planner does not have “authority to administratively approve any deviations or exceptions to the minimum habitable area required for a Stacked Flat or the required non-residential uses on the first floor”. ·Section 6.In this Section,the measurement of building height has been amended ---and,as proposed --- the proposed measurement of building height for principal structures and accessory structures is measured from finished grade.Moreover,the first story of all principal structures must have a minimum of 16 feet in height from the finished floor to the finished ceiling.Furthermore,the minimum height for upper stories is 10 feet;and that is also measured from the finished floor to the finished ceiling.To ensure that a non-conforming situation is not created with respect to building height within the context of the Town of Westlake adopted codes,ordinances,and regulations and State Law,the proposed text amendments for measuring building height shall only apply to buildings that are constructed after May 20,2025.The current regulations for building height requirement shall continue to apply to all buildings constructed on or before May 20, 2025. ·Section 7.In this Section,the parking requirements have been relaxed on Block K,Block L,and Block Q for restaurant and retail establishments only that are less than 1,500 square feet. ·Section 8.In this Section,the Entrada Development Plan is amended to reflect the locations where Stacked Flats may be constructed (e.g.,Block K,Block L,Block N,and Block Q).However,the total number of residential units that may be constructed within Entrada shall not exceed 322 (please refer to EXHIBIT “A-1”).For certain properties depicted on EXHIBIT “A-2”---the Building Height Waiver Sub-Area --- there is no maximum building height requirement imposed as presented. The proposed amendments to the text of PD 1-2 generally support land uses and development patterns that are consistent with the existing the proposed urban fabric.Further,these proposed amendments will support and reinforce the vision and the goals of the recently adopted Strategic Plan.It should be noted that the proposed text amendments were prepared in collaboration with the Office of the Town Manager and the Department of Planning and Development. FISCAL IMPACT: N/A. PLANNING AND ZONING COMMISSION RECOMMENDATION: The Planning and Zoning Commission met on May 6,2025,and reviewed,considered,and provided a recommendation on the proposed text amendments to PD 1-2.The Planning and Zoning Commission recommended approval of the proposed text amendments by a vote of 5-0 (with two absences)as presented with two conditions: 1.That the ratio for residential to non-residential development shall not apply to stacked flats. 2.That EXHIBIT “A-2”,which depicts the Building Height Waiver Sub-Area,be revised to remove the surface parking lot adjacent to the Ventanas Development. Town of Westlake Printed on 5/16/2025Page 2 of 3 powered by Legistar™127 File #:ORD-1022 Agenda Date:5/20/2025 Agenda #:H.2. Summarily,the Planning and Zoning Commission,in providing a recommendation to the Town Council, recognized that the construction of stacked flats would also include the construction of non-residential (i.e., commercial space).However,for the construction of single-family detached and attached units,the Planning and Zoning Commission recognized that this is also an opportunity to pace the construction of commercial space with residential space not constructed as a stacked flat to continue to fully achieve the vision for Entrada. Further,the removal of the surface parking lot ---adjacent to the Ventanas Development ---from the Building Height Waiver Sub-Area would ensure an appropriate transition in building height and building intensity. DEPARTMENT OF PLANNING AND DEVELOPMENT RECOMMENDATION: The Department of Planning and Development recommends approval of the text amendments to PD 1-2 with the conditions of approval recommended by the Planning and Zoning Commission. TOWN COUNCIL ACTION / OPTIONS: 1)Motion to approve; 2)Motion to approve with additional conditions (please state additional conditions in motion); 3)Motion to deny; OR 4)Motion to table (must table to a specific date). ATTACHMENT(S): 1)EXHIBIT “A” - PD Planned Development District 1-2 Text Amendment (Revised 05.20.25) 2)EXHIBIT “A-1” - Amended Development Plan 3)EXHIBIT “A-2” - Building Height Waiver Sub-Area (Revised) Town of Westlake Printed on 5/16/2025Page 3 of 3 powered by Legistar™128 PAGE 1 OF 7 TOWN OF WESTLAKE ORDINANCE NO. 1022 AN ORDINANCE OF THE TOWN OF WESTLAKE, TEXAS, AMENDING ORDINANCE 703, AS AMENDED, WHICH APPROVED THE PLANNED DEVELOPMENT ZONING DISTRICT 1-2 (PD 1-2), AN APPROXIMATELY 85.9 ACRE TRACT OF LAND THAT IS GENERALLY LOCATED BETWEEN STATE HIGHWAY 114, DAVIS BOULEVARD, AND SOLANA BOULEVARD, COMMONLY KNOWN AS “ENTRADA”, PROVIDING A DEFINITION FOR “STACKED FLATS” AND CERTAIN STANDARDS RELATED TO THE DESIGN AND CONSTRUCTION OF THE SAME; AMENDING THE LAND USE SCHEDULE FOR ENTRADA; AMENDING THE MEASUREMENTS FOR BUILDING HEIGHT; AMENDING ORDINANCE 1001, WHICH APPROVED AMENDMENTS TO A DEVELOPMENT PLAN FOR CERTAIN PORTIONS OF ENTRADA AND THAT WILL LIMIT STACKED FLATS TO CERTAIN BLOCKS; AMENDING PROVISIONS FOR REQUIRED PARKING FOR CERTAIN USES; PROVIDING A PENALTY; PROVIDING A CUMULATIVE CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; AUTHORIZING PUBLICATION; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the Town of Westlake, Texas (the “Town”) is a general law municipality; and WHEREAS, the Town Council of the Town (the “Town Council”) finds it necessary for the public health, safety, and welfare for development to occur in a controlled and orderly manner in accordance with the Town’s Comprehensive Plan; and WHEREAS, the Town Council adopted Ordinance 703 on April 22, 2013 establishing PD 1-2 to provide specific rules and regulations for developing an approximately 85-acre tract of land that is generally located between State Highway 114, Davis Boulevard, and Solana Boulevard; and WHEREAS, the Town Council adopted Ordinance 720 on October 28, 2013 establishing a development plan for developing said approximately 85-acre tract of land; and WHEREAS, the Planning and Zoning Commission and the Town Council of the Town, in compliance with the laws of the State of Texas with reference to amendments to PD 1-2 have given the requisite notices by publication and otherwise and, after holding due a meeting in accordance with the Texas Open Meetings Act, is of the general opinion that PD 1-2 should be amended; and WHEREAS, the Planning and Zoning Commission met on May 6, 2025 and reviewed and considered the proposed text amendments to PD 1-2 and provided a recommendation to the Town Council; and 129 PAGE 2 OF 7 WHEREAS, both the Planning and Zoning Commission and the Town Council recognize the need to add clarity to provisions of PD 1-2 established pursuant to Ordinance 703, as amended subsequently by Ordinances 852, 908, and 935 to help define intent of interpretation and to revise the development plan for Entrada established pursuant to Ordinance 720, as amended subsequently by Ordinances 830, 918, 934, 959, 994, 997, and 1001 for implementation of specific development vision and goals. 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 Section 3.2 of Article I as provided in Ordinance No. 703, and amended by Ordinance No. 852 and Ordinance No. 935, that is entitled “Words and Terms Defined”, shall be hereby amended to include a new definition for “Stacked Flat” as provided below: Stacked Flat: a residential unit that is expressly prohibited on the first floor of mixed-use buildings and limited to the upper floor(s) on designated lots permitted to mix residential and non-residential uses by-right. Stacked flats may be for rent or for sale. SECTION 3: That Section 3 of Article II as provided in Ordinance No. 703, and amended by Ordinance No. 852 and Ordinance No. 935, that is entitled “Residential to Non-residential Development Ratios”, is hereby amended to read as follows: SECTION 3 RESIDENTIAL TO NON-RESIDENTIAL DEVELOPMENT RATIOS The Developer is limited to the Residential Use restrictions described in Article II, Section 1, of the Land Use Schedule and the following provisions related to the pace of residential to non-residential development: Exhibit 7 “Residential Use Summary Table”. Section 3.1: Pace of Residential Use Development within PD 1-2: 3.1.1 First Year of Active Development: Developer is entitled to ten (10) residential units initially. After the initial ten (10) units, Developer is entitled to units eleven (11) through (30) after 45,000 non-residential air conditioned square footage is permitted. For purposes of this Section, the “First year of active development” is defined as beginning on the date of the issuance of the first vertical building permit for PD1 Planning Area 2 (PD1-2). 3.1.2 From Residential Unit 31 forward, until build-out, the Developer must demonstrate to the satisfaction of the Westlake Building Official Town Manager, that the 45,000 air-conditioned square feet of non-residential air- conditioned building space (as set out in 3.1.1) is substantially completed, 130 PAGE 3 OF 7 and that for Residential Unit 31 forward, until build-out, Developer must also demonstrate to the Westlake Building Official Town Manager that a ratio of 1,500 sq. ft. of non-residential use building space has been permitted for each additional Residential Unit permitted for Residential Unit 31 forward, until build-out. 3.1.3 Developer is to maintain a database illustrating conformance to this requirement to the Westlake Building Official Town Manager and include an up-to-date report with each new Residential Unit building permit application. Non-residential use buildings must be substantially outwardly completed within six-months of being included in the 1500:1 ratio, which is 1500 square feet of non-residential to each Residential Unit calculations. 3.1.4 The provisions in Paragraphs 3.1.1 – 3.1.3 do not apply to Residential Units that meet the definition for Stacked Flats. The provisions as set forth in Paragraphs 3.1. – 3.1.3 shall apply to all other Residential Units that are permitted by-right or by approval of a Specific Use Permit. SECTION 4: That the “Land Use Schedule”, found in Section 1 of Article II of Ordinance No. 703, and amended by Ordinance No. 852 and Ordinance No. 935, that is entitled “Uses”, shall be hereby amended to replace the use “Condominium (residential)” which requires a Specific Use Permit as shown in the Mixed-use Development Land Use Schedule with “Stacked Flats” which shall be permitted by-right within PD 1-2, as follows: PD 1 PD 1-2 RESIDENTIAL USES Condominium (residential) Stacked Flats SX COMMERCIAL USES Private Club NSA S SECTION 5: That Section 4.2, entitled “Residential condominiums”, found in Section 1 of Article II of Ordinance No. 703, and amended by Ordinance No. 852 and Ordinance No. 935, that is entitled “Uses”, shall be hereby amended as follows: “Section 4.2 Residential condominiums: Residential condominiums are only allowed by SUP as shown in Exhibit 6. Section 4.2 Stacked flats: Stacked flats are allowed by-right and only in the areas as shown in Exhibit 6, subject to the following additional standards: 1. Stacked Flats are prohibited on the first floor; and shall be expressly limited to the upper floor(s) of the mixed-use buildings in which they are located. 131 PAGE 4 OF 7 2. Stacked Flats constructed on or after May 20, 2025 shall provide a minimum habitable area of 1,800 square feet. 3. The first floor for all principal buildings in which Stacked Flats are located shall be expressly limited to the non-residential uses that are either permitted by-right or permitted by approval of a SUP. Recommended or advised commercial uses on the first floor include: a. a bakery; b. a bistro; c. a café; d. a coffee shop; e. a corner market or a corner store; f. a dry cleaner; g. a pharmacy; h. a restaurant; and / or i. a destination or a neighborhood-oriented retail establishment. 4. All openings for doors and windows along building facades facing a street or open space be vertical in orientation and rectangular in proportion, except for shopfront display windows and transom windows. 5. The principal roofs for all buildings with stacked flats may be sloped or flat; where flat, the roof shall be surrounded on all sides by a horizontal parapet wall that is no less than 42 inches high where the roof deck meets the parapet wall. a. All building mechanical equipment located on a flat roof shall also be visually screened from all sides by either an opaque screen enclosure or by parapet walls, either of which shall be at least 12 inches greater in height than the equipment. 6. The first floor for all principal buildings in which Stacked Flats are located shall be designed as a shopfront in which all the following architectural features and elements shall be provided along any building façade fronting a street: a. Shopfronts shall be constructed of custom metal work, stone, stucco, and steel frame. Shopfronts constructed of extruded aluminum frames or aluminum panels shall be expressly prohibited. b. The shopfront shall be no less than 70 percent glazed in glass for the total building wall area between two feet and 12 feet above the adjacent sidewalk. c. The shopfront glazing shall have both display windows and transom windows. d. All transom windows shall have dividing muntins; and shall be free of signage. e. Shopfronts shall require a minimum 18-inch-high knee wall. Knee walls shall be a maximum of 36 inches high above the adjacent sidewalk. All knee walls shall be designed as an integral component of the overall shopfront. 132 PAGE 5 OF 7 f. Shopfront doors shall be recessed from the building façade to allow the door (or the doors) to swing out without obstructing pedestrian flow on the adjacent sidewalk. Where appropriate, sliding doors and / or sliding windows that allow the activity of the business to open adjacent to and onto the adjacent sidewalk may be installed for cafés, restaurants, and other food service establishments, subject to review and approval by the Town Planner. g. Wall signs, if permitted, and subject to review and approval by the Town Planner, shall only be installed above transom windows. In lieu of installing a wall sign, one blade sign for each first floor business, no more than six square feet each, may be permanently installed perpendicular to the building façade. All blade signs shall clear a minimum of eight feet above the adjacent sidewalk. Businesses on corner lots may install one blade sign per street frontage. 7. Except as otherwise provided in this Section 4.2, the design of all Stacked Flats shall comply with the provisions as set forth in the Westlake Entrada Design Guidelines. 8. The Town Planner shall not have authority to administratively approve any deviations or exceptions to the minimum habitable area required for a Stacked Flat or the required non-residential uses on the first floor. SECTION 6: That Section 4.1 found in Section 4 of Ordinance No. 703, and amended by Ordinance No. 852 and Ordinance No. 935, that is entitled “Maximum Building Height”, shall be hereby amended as follows: “Section 4.1 For all principal structures and accessory structures constructed on or before May 20, 2025, the The maximum height for all structures located within PD 1-2 is 735’ Mean Sea level (MSL). For all principal structures constructed after May 20, 2025, the maximum height for all such principal structures within this PD 1-2 shall be four (4) stories; except that there shall be no height limitation for any principal structure located within the portions of this PD 1-2 identified as the Building Height Waiver Sub-Area as depicted on the Development Plan. For all accessory structures constructed after May 20, 2025, no such accessory structure shall be taller than two (2) stories in height. The height (i.e., stories) for all principal structures and accessory structures shall be measured from finished grade. In addition, the minimum height for the first story shall be 16 feet as measured from the finished floor to the finished ceiling for all principal structures and the minimum height for all upper stories shall be 10 feet as measured from the finished floor to the finished ceiling.” SECTION 7: That Section 15.8 found in Section 15 of Ordinance No. 703, and amended by Ordinance No. 852 and Ordinance No. 935, that is entitled “Parking Standards”, shall be hereby amended as follows: 133 PAGE 6 OF 7 “Section 15.8 Parking spaces shall be provided in accordance with Town ordinances unless (a) a parking analysis is provided with a Site Plan application and is approved by the Town or (b) restaurant and retail tenant spaces located on Block K, Block L, and Block Q that are less than 1,500 square feet shall be exempt from minimum off-street parking requirements as found in the UDC.” SECTION 8: That the Entrada Development Plan attached hereto as EXHIBIT “A—1” is hereby amended such that Block K, Block L, Block N, and Block Q are permitted to have Stacked Flats as a matter of right provided, however, that the total number of residential units that may be constructed within Entrada shall not exceed 322. There shall also be an exhibit attached hereto as EXHIBIT “A—2” that depicts the Building Height Waiver Sub-Area. SECTION 9: That this Ordinance shall be cumulative of all other Ordinances adopted by the Town of Westlake and all provisions of other Ordinances as adopted by the Town of Westlake which are inconsistent with the provisions or terms of this Ordinance are hereby repealed. SECTION 10: 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 11 : This Ordinance shall take effect immediately from and after its passage as the law in such case provides. SECTION 12: It is hereby declared to be the intention of the Town Council of the Town of Westlake, 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 decl ared 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 13: This ordinance shall take effect immediately from and after its passage as the law in such case provides. PASSED AND APPROVED ON THIS 20th DAY OF MAY 2025. _____________________________ Kim Greaves, Mayor 134 PAGE 7 OF 7 ATTEST: _______________________________ Dianna Buchanan, Town Secretary APPROVED AS TO FORM: _______________________________ L. Stanton Lowry, Town Attorney 135 136 137 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:RES 25-14 Agenda Date:5/20/2025 Agenda #:H.3. TOWN STAFF REPORT RECOMMENDATION Discuss,consider and act to approve Resolution 25-14 Scheduling a Public Hearing to be held on July 15,2025 at 4 p.m.to consider adoption of Land Use Assumptions and a Capital Improvements Plan under which an Impact Fee may be imposed for water,wastewater,and roadway facilities within the town;directing the town secretary to publish notice of said Public Hearing;And directing the Capital Improvements Advisory Committee to consider and make recommendations on the Land Use Assumptions and Capital Improvements Plan (Cheryl Taylor, P.E., Director of Public Works). STAFF:Cheryl Taylor, P.E., Director of Public Works BACKGROUND: Chapter 395 of the Local Government Code outlines the requirements for the adoption of impact fees. DISCUSSION: As a rapidly growing community,the Town of Westlake has an opportunity to consider the implementation of water,wastewater and roadway impact fees that will allow for development to participate in the cost of necessary future improvements to serve the community.An impact fee is a charge or assessment on new development that generates revenue for funding or recouping the costs of capital improvements or facility expansions attributable to new development.It is a tool that can be used to recoup,from property developers, some of the costs that new development places on City infrastructure.Impact fees ensure that those who place additional demand on the roadway,water,and wastewater systems help pay the costs required to meet that demand. Project kickoff for the impact fee study was in January 2025 with nine (9) months anticipated for completion. Consideration of adoption of impact fees is anticipated by the end of the calendar year. FISCAL IMPACT: There is no fiscal impact for scheduling the public hearing. STAFF RECOMMENDATION: Staff recommends approval of Resolution 25-14 as presented. ATTACHMENT(S): 1.Resolution 25-14 TOWN COUNCIL ACTION/OPTIONS: 1)Motion to approve Town of Westlake Printed on 5/16/2025Page 1 of 2 powered by Legistar™138 File #:RES 25-14 Agenda Date:5/20/2025 Agenda #:H.3. 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 5/16/2025Page 2 of 2 powered by Legistar™139 Resolution 25-14 Page 1 TOWN OF WESTLAKE RESOLUTION NO. 25-14 A RESOLUTION OF THE TOWN OF WESTLAKE, TEXAS, SCHEDULING A PUBLIC HEARING TO CONSIDER ADOPTION OF LAND USE ASSUMPTIONS AND CAPITAL IMPROVEMENTS PLAN UNDER WHICH AN IMPACT FEE MAY BE IMPOSED FOR WATER, WASTEWATER, AND ROADWAY FACILITIES WITHIN THE TOWN; DIRECTING THE TOWN SECRETARY TO PUBLISH NOTICE OF SAID PUBLIC HEARING; AND DIRECTING THE CAPITAL IMPROVEMENTS ADVISORY COMMITTEE TO CONSIDER AND MAKE RECOMMENDATIONS ON THE LAND USE ASSUMPTIONS AND CAPITAL IMPROVEMENTS PLAN. WHEREAS, Chapter 395, Tex. Loc. Government Code, provides procedures for preparing land use assumptions and a capital improvements plan for the consideration of imposing water, wastewater, and roadway impact fees within the Town limits; and WHEREAS, the Town of Westlake has found it necessary to and appropriate to employ qualified professionals to prepare land use assumptions and a capital improvements plan for water, wastewater, and roadway facilities; and WHEREAS, the Town of Westlake has appointed a Capital Improvements Advisory Committee which is charged to advise the Town Council on land use assumptions and on the capital improvements plans for water, wastewater, and roadway facilities; and WHEREAS, the Town Council of Westlake now desires to schedule a public hearing on the land use assumptions and a capital improvement plan for the possible imposition of water, wastewater, and roadway impact fees in accordance with Chapter 395. NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Westlake, Texas, that: SECTION 1: The facts and matters set forth in the preamble of this Resolution are hereby found to be true and correct. SECTION 2: That, in accordance with Chapter 395 of the Texas Local Government Code, the Town Council has employed qualified professionals to prepare land use assumptions and a capital improvements plan for the imposition of water, wastewater, and roadway impact fees within the Town limits. 140 Resolution 25-14 Page 2 SECTION 3: The Town Council hereby schedules a public hearing on the land use assumptions and water, wastewater, and roadway capital improvements to be held on July 15th, at 4:00 PM, which shall be conducted at the Westlake Town Hall, 1500 Solana Boulevard, Suite 7100, Westlake, Texas. SECTION 4: The Town Manager or designee shall send and publish notice of the foregoing public hearing as required by law at least 30 days before the public hearing. SECTION 5: That copies of the land use assumptions and capital improvements plan for water, wastewater, and roadway facilities shall be available to the public in the Town Secretary’s Office at Town Hall on and after June 13th, 2025. SECTION 6: The Capital Improvements Advisory Committee is directed to review the land use assumption and capital improvements plan for water, wastewater, and roadway facilities and forward their recommendations to Town Council no later than July 1st, 2025. SECTION 7: This Resolution shall take effect immediately from and after its passage, and it is, accordingly, so resolved. PASSED AND APPROVED ON THIS THE 20TH DAY OF MAY, 2025. TOWN OF WESTLAKE, TEXAS: Kim Greaves, Mayor ATTEST: _______________________________ Dianna Buchanan, Town Secretary APPROVED AS TO FORM: ____________________________________ L. Stanton Lowry, Town Attorney 141 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 25-10 Agenda Date:5/20/2025 Agenda #:H.4. ACADEMY STAFF REPORT RECOMMENDATION Discuss,consider and act to approve WA Resolution 25-10 approving a Professional Services Agreement with Brown Reynolds Watford Architects (BRW)for additions and renovations to the Westlake Academy Arts and Science Building (Dr. Kelly Ritchie, Head of School) STAFF:Dr. Kelly Ritchie, Head of School BACKGROUND: The Lee Family Estate gifted Westlake Academy $3,000,000 to be utilized to further promote arts and science instruction at the Academy.Through a series of studies that began over five years ago,Westlake Academy has identified a need to expand its academic infrastructure to better serve its high school students and enhance their educational experience.There is also a need to upgrade the Academy’s science labs to meet or exceed IB standards for higher level biology,chemistry,and physics courses.The planned improvements include the renovation of existing science classrooms and administrative spaces,along with the addition of new specialized learning environments. DISCUSSION: Scope of Work: The professional services provided by BRW Architects will include, but are not limited to: ·Architectural design of approximately 8,500 square feet of new educational facilities. ·Renovation of existing spaces to support a new Maker Space and reconfigured administrative areas. ·Integration of civil, structural, mechanical, electrical, plumbing, and landscape engineering services. ·Technology and accessibility compliance, including Texas Accessibility Standards (TAS) and TDLR plan review. ·Coordination of cost estimating, storm shelter planning (if required), and outdoor learning space design. Key Additions of the project: ·Three new High School Science Classrooms with support storage. ·One High School Art Classroom with Kiln Room. ·Flexible Collaboration Area. ·Outdoor Learning Environment. ·Storm Shelter (as required by the Authority Having Jurisdiction). ·Additional parking (if required). · BRW Architects brings a highly qualified and multidisciplinary team with a proven record of successful K-12 educational facility projects.Their collaborative and integrated approach is aligned with the Academy’s vision for progressive, high-performance learning environments. Town of Westlake Printed on 5/15/2025Page 1 of 2 powered by Legistar™142 File #:WA RES 25-10 Agenda Date:5/20/2025 Agenda #:H.4. FISCAL IMPACT: Estimated Construction Cost of Work: $6,000,000 (inclusive of Owner’s Controlled Contingency). BRW Lump Sum Fee for Basic Services: $540,000. Anticipated Reimbursable Expenses: Not to exceed $3,500. STAFF RECOMMENDATION: Staff recommends approving a professional services agreement with BRW Architects for additions and renovation to the Westlake Academy Arts and Science building. ATTACHMENT(S): WA Resolution 25-10 BRW Architects Westlake Academy Professional Services Proposal Westlake Academy Renderings 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 5/15/2025Page 2 of 2 powered by Legistar™143 WA Resolution 25-10 Page 1 WESTLAKE ACADEMY WA RESOLUTION 25-10 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH BROWN REYNOLDS WATFORD ARCHITECTS (BRW) FOR ADDITIONS AND RENOVATIONS TO THE WESTLAKE ACADEMY ARTS AND SCIENCE BUILDING. WHEREAS, Westlake Academy’s mission is to support students as they become compassionate, life-long learners through an internationally-minded, balanced education that empowers students to contribute to our interconnected world; and WHEREAS, the Lee Family Estate has generously gifted Westlake Academy $3 million to promote the development of arts and science education at the Academy; and WHEREAS, Westlake Academy has identified a critical need to expand its academic infrastructure and enhance science lab facilities to meet International Baccalaureate (IB) standards; and WHEREAS, the proposed renovations and additions will include the construction of new science and art classrooms, a Maker Space, a flexible collaboration area, and potentially a storm shelter and outdoor learning environments; and WHEREAS, BRW Architects has demonstrated expertise in the design and construction of innovative K-12 educational facilities and is aligned with Westlake Academy’s vision for high- performance learning environments; 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 herein above 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 approves a professional services agreement with Brown Reynolds Watford Architects (BRW) for additions and renovations to the Westlake Academy Arts and Science Building, as outlined in the staff recommendation. 144 WA Resolution 25-10 Page 2 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 20th DAY OF MAY 2025. ___________________________________ Kim Greaves, President ATTEST: ________________________________ ___________________________________ Dianna Buchanan, Board Secretary Dr. Kelly Ritchie, Head of School APPROVED AS TO FORM: ___________________________ Janet S. Bubert, School Attorney 145 March 7, 2025 Kelly Ritchie, PhD Head of School Westlake Academy 2600 J T Ottinger Rd, Westlake, TX 76262 PROFESSIONAL SERVICES PROPOSAL FOR ADDITION AND RENOVATIONS TO WESTLAKE ACADEMY Brown Reynolds Watford Architects are pleased to submit this professional services proposal for the Westlake Academy. Our proposed team, scope of services, project schedule, and compensation are described below. PROJECT SCOPE AND BUDGET We understand the scope of services involves renovation of the Westlake Academy and a Science and Art Addition. The project design will conform to all applicable city building codes, applicable Texas Education Agency requirements and the Texas Accessibility Standards. The project is anticipated to be constructed through a Competitive Sealed Proposal procurement process. Anticipated project program is as follows: • Demolition of and minor renovation to the existing Academy to repurpose the existing Science classrooms and reconfigure a portion of the Administration area to accommodate the Addition. The repurposed Science Classrooms to serve as a Maker Space as budget allows. • An approximate 8,500 sf Addition including the following spaces: o Three High School Science Classrooms and support storage. o One High School Art Classroom and Kiln space. o Collaboration Area o Storm Shelter to shelter the occupants of the Addition if required by the Authority Having Jurisdiction • Outdoor Learning Space • Additional parking if required by the Authority Having Jurisdiction Owner’s budget for Construction Cost of Work is $6,000,000 including Owner’s Controlled Contingency. PROJECT SCHEDULE We anticipate that the project design will begin in the Spring of 2025 and construction will begin in the Summer of 2026. PROJECT TEAM • BRW Architects Architect - Anne Hildenbrand, AIA, ALEP, LEED AP BD+C Principal-In-Charge - Lisa W. Lamkin, FAIA, LE Fellow, LEED AP BD+C Executive Principal - Chris Sano, AIA, LEED AP BD+C Design Principal • Urban Strategy Civil Engineering - John Blacker Principal 146 WESTLAKE ACADEMY SCIENCE AND ART ADDITION MARCH 7 , 2025 PAGE 2 • DRYTEC Moisture Protection Technology Roofing Consultant - Liz Caballero President • SMR Landscape Architects, Inc. Landscape Architecture - Brian Adams, RLA Principal • Hart Gaugler + Associates Structural Engineering - Brent Bartell, P.E. Principal • Salas O’Brien Mechanical, Electrical, and Plumbing Engineering and Technology Design - Keith Gassman, P.E. Principal • CCM Construction Services Cost Estimating - John Coakley, CPE Principal SCOPE OF SERVICES Basic Services shall include work by the following disciplines: • Architectural design. • Structural engineering including structural design criteria and structural framing design. Cold- formed framing shall be a performance specification. • Mechanical, electrical, and plumbing engineering, including mechanical HVAC and controls, electrical power and lighting, plumbing domestic water, sanitary, and gas. Fire sprinkler and fire alarm system shall be a performance specification. • Technology design including Security, AV, and Data. • Civil engineering including paving, grading, drainage, water and sanitary sewer plan, dimension control, erosion control, and storm water management / detention as approved by the owner and city. • Landscape design including irrigation performance system specification as required by Governing Authorities. • TDLR TAS (Texas Accessibility Standards) plan review and site inspection submittal and response to questions. The TDLR fees are a reimbursable expense. • Cost Estimating Exclusions from Architect's Basic Services The need for the below services is not anticipated at this time, however, the Architect could provide them as Supplemental Services if required to complete the project or desired by the Owner. • CHPS Verified Design or LEED Certification • WELL Certified or Well Compliant • Branding and Graphic Design • Traffic Impact Study and Traffic Management Plan • Traffic control/signal studies or implementation • Off-site utility engineering • Zoning modifications, including plats, easements, Special Use Permits, and Planned Districts • Furniture, office equipment, and classroom equipment selection and procurement • Preparation or assistance with multiple or fast track drawing/bid packages • Theater and Acoustical Design • Food Service Design 147 WESTLAKE ACADEMY SCIENCE AND ART ADDITION MARCH 7 , 2025 PAGE 3 Architect's Additional Services The Architect shall also not proceed to provide the following services until the Architect receives the Owner’s written authorization: • Services necessitated by a change in the Owner provided information, previous instructions or approvals given by the Owner, or a material change in the Project including, but not limited to, size, quality, complexity, the Owner’s schedule, or procurement or delivery method. • Services necessitated by a change of the Architect's contract budget for the Cost of the Work. • Changing or editing previously prepared Instruments of Service necessitated by the enactment or revision of codes, laws or regulations or official interpretations. • Preparation for, and attendance at a dispute resolution proceeding or legal proceeding, except where the Architect is party thereto. • Consultation concerning replacement of Work resulting from fire or other cause during construction. Owner Provided Services and Building Systems The Owner shall retain the following services when such services are required to complete the project. • Environmental or hazardous materials assessment • Laboratory construction materials testing/inspections (during construction) • Third-party Review and Commissioning • Geotechnical survey, including deep boring at the building corners for foundation design recommendations and shallow borings for the paving design recommendations as prescribed by the Structural engineer. • Partial Survey to describe physical characteristics, legal limitations and utility locations for the site of the Project, and a written legal description of the site as prescribed by the Civil engineer. • IT (voice and data), Security and AV (audio-visual) equipment selection. (Architect shall provide wiring design as per Owner's guide specifications) 148 WESTLAKE ACADEMY SCIENCE AND ART ADDITION MARCH 7 , 2025 PAGE 4 COMPENSATION For the Basic Services described above, Brown Reynolds Watford Architects proposes the following professional services fee: Lump Sum Fee $540,000.00 Reimbursable expenses are in addition to the fee and are not anticipated to exceed $3,500. Expenses shall be invoiced at the same cost billed the Architect and include, but are not limited to, out-of-house document reproduction and courier / overnight deliveries and travel expenses. Compensation shall be invoiced monthly based on the percent complete. Supplemental or Additional Services shall be authorized in writing by the Owner for a negotiated lump sum fee or compensated at the hourly rates listed below. BRW Architects • Executive Principal $350.00 per hour • Project Principal $310.00 per hour • Design Principal $310.00 per hour • Project Director $275.00 per hour • Lead Designer $275.00 per hour • Project Manager/Project Designer $240.00 per hour • Senior Interior Designer $220.00 per hour • Project Architect $210.00 per hour • Graphic Designer $195.00 per hour • Architect $175.00 per hour • Project Coordinator $165.00 per hour • Interior Designer $175.00 per hour • Architectural Intern $150.00 per hour • Administration Staff $130.00 per hour We hope this proposal meets your expectations. Please call us with any comments or questions. Upon your acceptance, we anticipate that the Town of Westlake will prepare an AIA B101-2017 Owner – Architect Agreement with Town of Westlake amendments. We look forward to working with the Westlake Academy. BROWN REYNOLDS WATFORD ARCHITECTS ANNE HILDENBRAND, AIA PRINCIPAL 149 Scheme A 150 Science Lab 151 Scheme B 152 Maker Space 153 Scheme C 154 Science Lab 155 Science Lab 156 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 25-08 Agenda Date:5/20/2025 Agenda #:H.5. ACADEMY STAFF REPORT RECOMMENDATION Discuss,consider and act regarding WA Resolution 25-08 approving updates to and adopting the Westlake Academy Attendance Policy (Dr. Kelly Ritchie, Head of School) STAFF:Dr. Kelly Ritchie, Head of School BACKGROUND: The Westlake Academy Attendance Policy was last revised in August 2016.Following a recent review,the Administration identified the need to update the policy to better reflect the school’s current procedures and to ensure alignment with the most recent guidelines set forth by the Texas Education Agency. DISCUSSION: Regular and consistent attendance is essential for academic success at Westlake Academy.Frequent absences, tardies,or early departures significantly impact a student’s ability to achieve satisfactory academic performance.These disruptions often result in additional after-school commitments for students and teachers, for the student to complete make-up work and catch up on missed instructional content. In addition,student absences not only hinder the learning progress of the individual student but also disrupt the instructional flow for the entire class.When students arrive late,leave early,or miss school entirely,it affects the overall classroom environment and the teacher’s ability to maintain a consistent and effective learning schedule. To support improved student attendance and reduce the number of absences,tardies,and truancies,the Administration has refined our attendance policies.We strongly emphasize the importance of collaboration between the school, parents, and students to ensure these expectations are met. Additionally,it is important to note that a significant portion of Westlake Academy’s funding from the Texas Education Agency is directly tied to student attendance.High rates of absenteeism and tardiness can negatively impact the school’s overall budget and its ability to provide quality educational resources. FISCAL IMPACT: There is no fiscal impact. STAFF RECOMMENDATION: Staff recommends approving WA Resolution 25-08 approving updates to and adopting the Westlake Academy Attendance Policy. Town of Westlake Printed on 5/16/2025Page 1 of 2 powered by Legistar™157 File #:WA RES 25-08 Agenda Date:5/20/2025 Agenda #:H.5. ATTACHMENT(S): WA Resolution 25-08 Proposed Attendance Policy Red-lined Attendance Policy 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 5/16/2025Page 2 of 2 powered by Legistar™158 WA Res 25-08 Page 1 WESTLAKE ACADEMY WA RESOLUTION 25-08 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES APPROVING AN AMENDMENT TO THE WESTLAKE ACADEMY ATTENDANCE POLICY WHEREAS, Westlake Academy’s mission is to support students as they become compassionate, life-long learners through an internationally-minded, balanced education that empowers students to contribute to our interconnected world; and WHEREAS, the proposed resolution supports updating the Attendance Policy; and WHEREAS, the revisions will ensure effective compliance with applicable law, the Academy’s expectations for regular attendance, and will increase the efficient use of staff resources; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the students, their parents, and faculty of Westlake Academy as well as the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: That, all matters stated in the recitals herein above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That, the Westlake Academy Board of Trustees hereby approves the Westlake Academy Attendance Policy 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. 159 WA Res 25-08 Page 2 PASSED AND APPROVED ON THIS 20th DAY OF MAY 2025. ________________________________ Kim Greaves, Board President ________________________________ Tammy Reeves, Board Trustee ________________________________ Michael Yackira, Board Trustee ________________________________ Todd Gautier, Board Trustee ________________________________ T. J. Duane, Board Trustee ________________________________ Kevin Smith, Board Trustee ________________________________ Dr. Kelly Ritchie, Head of School ATTEST: _______________________________ Dianna Buchanan, Board Secretary APPROVED AS TO FORM: _______________________________ Janet S. Bubert, School Attorney 160 1 Policy No. 3.02: Date Board Adopted: August 3, 2009 Date Board Amended: August 15, 2018 Effective Date: August 15, 2018 Policy Category: Parent, Student and Faculty Relations and Expectations Policy Name: Attendance Policy Goal: To encourage attendance and outline student and parent requirements Policy Description: Regular and consistent attendance is required to achieve academic success at Westlake Academy. Poor attendance is a major contributing factor toward receiving unsatisfactory grades and results in an additional commitment of after school hours to complete make -up assignments and review of class lecture notes. Compulsory Attendance Students who are at least six years of age, or who have been previously enrolled in first grade, and who have not yet reached their 19th birthday shall attend school for the entire period the program is offered, unless exempted as indicated below. On enrol lment in prekindergarten or kindergarten, a student shall attend school. Education Code 25.085(a)– (c) Westlake Academy requires cooperation from parents in the matter of school attendance and punctuality. Parents should: • Ensure your child arrives and is picked up on time each day. Families who do not pick up their students by the time specified in the Parent/Student Handbook may be subject to any or all of the following consequences: • A fee, as identified in the Parent/Student Handbook, for each late pick- up beginning with the third offense; • Court referral for truancy in accordance with applicable state law; and • Administrative withdrawal from Westlake Academy for persistent late arrivals or pick-ups, which is defined as ten (10) or more occurrences within any consecutive period of 30 calendar days. • Schedule routine medical and dental appointments after school hours when possible. When a student must miss a portion of a school day for a medical or dental appointment, the student may receive attendance credit for the day as long as the student attends a portion of the school day and the parent provides TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY 161 2 a note from the doctor’s office with the date and time of the student’s appointment. • Schedule family vacations during the school’s vacation days and notify the school prior to any planned absence. • Inform the office before 10:00 am of any absences. A student is exempt from compulsory attendance requirements if the student has a temporary and remediable physical or mental condition that makes attendance infeasible and the student has a certificate from a qualified physician specifying the temporary condition, indicating the prescribed treatment, and covering the anticipated period of absence for the purpose of receiving and recuperating from remedial treatment. Education Code 25.086 Attendance Accounting Method The Head of School is authorized to establish alternate attendance -taking times for students who are scheduled to be off campus during the regular attendance -taking time for a school- related purpose. Voluntary Enrollment of Students 19 and Over A person who voluntarily enrolls in school or voluntarily attends school after the person’s 19th birthday shall attend school each school day for the entire period the program of instruction is offered. A board may adopt a policy requiring the student who is under 21 years of age to attend school until the end of the school year. After the third unexcused absence of a person who voluntarily enrolls, the Academy shall issue a warning letter to the person that states the person’s enrollment may be revoked for the remainder of the school year if the person has more than five unexcused absences in a semester. The Academy may revoke for the remainder of the school year the enrollment of a person who has more than five unexcused absences in a semester, except the Academy may not revoke the enrollment of a person under this provision on a day on which the person is physically present at school. A person whose enrollment is revoked for exceeding this limit may be considered an unauthorized person on school grounds for the purposes of Education Code 37.107 regarding trespassing. Education Code 25.085(e)–(h) 162 3 Excused Absences The Academy shall excuse a student from attending school consistent with the requirements of the Texas Education Code. A complete list of the circumstances for which attendance will be excused is provided in the Westlake Academy Parent/Student Handbook. Education Code 25.087. Documenting Attendance & Make-Up Work A student whose absence is excused for a reason described above shall not be penalized for that absence and shall be counted as if the student attended school for purposes of calculating the average daily attendance of students. The student shall be allowe d a reasonable time to make up school work missed on the days. If the student satisfactorily completes the work, the days of absence shall be counted as days of compulsory attendance. Education Code 25.087(d). Notice to Parents The Academy shall notify a student’s parent in writing at the beginning of the school year that, if the student is absent from school on ten or more days or parts of days within a six - month period in the same school year, the student’s parent is subject t o prosecution under Education Code Section 25.093, and the student is subject to referral to a truancy court for truant conduct under Family Code Section 65.003(a). Notice of Absences The Academy shall notify a student’s parent if the student has been absent from school, without excuse under Education Code Section 25.087, on three days or parts of days within a four-week period. The notice must: 1. Inform the parent that: a. It is the parent’s duty to monitor the student’s school attendance and require the student to attend school; and b. The student is subject to truancy prevention measures under Education Code Section 25.0915; and 2. Request a conference between school officials and the parent to discuss the absences. The fact that a parent did not receive the notices described above is not a defense for the parent’s failure to require a child to attend school nor for the student’s failure to attend school. Education Code 25.095 Parent Contributing to Non-Attendance A parent or person standing in parental relation commits an offense if: 1. A warning notice is issued; 2. The parent with criminal negligence fails to require the child to attend school as required by law; and 3. The child has absences for the amount of time specified under Family Code Section 163 4 65.003(a). The attendance officer or other appropriate school official shall file a complaint against the parent in an appropriate court, as permitted under Education Code Section 25.093. Affirmative Defense - Parent It is an affirmative defense to prosecution that one or more of the absences required to be proven was excused by a school official or should be excused by the court. A decision by the court to excuse an absence for this purpose does not affect the ability of the Academy to determine whether to excuse the absence for another purpose. Education Code 25.093 Student Liability A child engages in truant conduct if the child is required to attend school under the compulsory attendance laws and fails to attend school on ten or more days or parts of days within a six-month period in the same school year. Truant conduct may be prosecuted only as a civil case in a truancy court. Family Code 65.003(a), (b) “Child” means a person who is 12 years of age or older and younger than 19 years of age. Family Code 65.002(1) Affirmative Defense - Student It is an affirmative defense to an allegation of truant conduct that one or more of the absences required to be proven was excused by a school official or by the court or that one or more of the absences were involuntary, but only if there is an insufficient number of unexcused or voluntary absences remaining to constitute truant conduct. The burden is on the child to show by a preponderance of the evidence that the absence was or should be excused or that the absence was involuntary. A decision by the court to excuse an absence does not affect the ability of the Academy to determine whether to excuse the absence for another purpose. Family Code 65.003(c) Truancy Prevention Measures If a student fails to attend school without excuse on three or more days or parts of days within a four-week period, but does not fail to attend school for the time described below, the Academy shall initiate truancy prevention measures on the student. Education Code 25.0915(a-4) Referral to Truancy Court If a student fails to attend school without excuse on ten or more days or parts of days within a six-month period in the same school year, the Academy shall within ten school days of the student’s tenth absence refer the student to a truancy court for trua nt conduct under Family Code 65.003(a). Education Code 25.0951 Withdrawal of Student 164 5 In order to continue enrollment from year to year at the Academy, the student or parent must complete the Academy's annual registration process. A student who is not registered by May 31, will be considered withdrawn from the Academy for the upcoming school year. Additionally, a student who is absent for five consecutive school days without notice and efforts by administrators to contact the student or parent are unsuccessful will be considered withdrawn from the Academy. Additional procedural information as it relates to attendance shall be recorded and published in the Parent/Student Handbook on an annual basis. Dates Amended 10/05/15 08/10/16 165 1 Policy No. 3.02: Date Board Adopted: August 3, 2009 Date Board Amended: August 15, 2018 Effective Date: August 15, 2018 Policy Category: Parent, Student and Faculty Relations and Expectations Policy Name: Attendance Policy Goal: To encourage attendance and outline student and parent requirements Policy Description: Regular and consistent attendance is required to achieve academic success at Westlake Academy. Poor attendance is a major contributing factor toward receiving unsatisfactory grades and results in an additional commitment of after school hours to complete make -up assignments and review of class lecture notes. Compulsory Attendance Students who are at least six years of age, or who have been previously enrolled in first grade, and who have not yet reached their 19th birthday shall attend school for the entire period the program is offered, unless exempted as indicated below. On enrol lment in prekindergarten or kindergarten, a student shall attend school. Education Code 25.085(a)– (c) Westlake Academy requires cooperation from parents in the matter of school attendance and punctuality. Parents should: • Ensure your child arrives and is picked up on time each day. Families who do not pick up their students by the time specified in the Parent/Student Handbook may be subject to any or all of a late pick-up fee the following consequences: after the second offense. • A fee, as identified in the Parent/Student Handbook, for each late pick-up beginning with the third offense; • Court referral for truancy in accordance with applicable state law; and •• Administrative withdrawal from Westlake Academy for persistent late arrivals or pick-ups, which is defined as ten (10) or more occurrences within any consecutive period of 30 calendar days. • Schedule routine medical and dental appointments after school hours when possible. When a student must miss a portion of a school day for a medical or dental appointment, the student may receive attendance credit for the TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY 166 2 day as long as the student attends a portion of the school day and the parent provides a note from the doctor’s office with the date and time of the student’s appointment. • Schedule family vacations during the school’s vacation days and notify the school prior to any planned absence. • Parents should inform Inform the office before 10:00 am of any absences. A student is exempt from compulsory attendance requirements if : 1. The student is eligible to participate in a district’s special education program under Education Code 29.003 and cannot be appropriately served by the resident district. 2. The the student has a temporary and remediable physical or mental condition that makes attendance infeasible and the student has a certificate from a qualified physician specifying the temporary condition, indicating the prescribed treatment, and covering the anticipated period of absence for the purpose of receiving and recuperating from remedial treatment. Education Code 25.086 Attendance Accounting Method The Head of School is authorized to establish alternate attendance-taking times for students who are scheduled to be off campus during the regular attendance-taking time for a school- related purpose. Voluntary Enrollment of Students 19 and Over A person who voluntarily enrolls in school or voluntarily attends school after the person’s 19th birthday shall attend school each school day for the entire period the program of instruction is offered. A board may adopt a policy requiring the student who is under 21 years of age to attend school until the end of the school year. After the third unexcused absence of a person who voluntarily enrolls, a district the Academy shall issue a warning letter to the person that states the person’s enrollment may be revoked for the remainder of the school year if the person has more than five unexcused absences in a semester. A district The Academy may revoke for the remainder of the school year the enrollment of a person who has more than five unexcused absences in a semester, except a school district the Academy may not revoke the enrollment of a person under this provision on a day on which the person is physically present at school. A person whose enrollment is revoked for exceeding this limit may be considered an unauthorized person on school grounds for the purposes of Education Code 37.107 regarding trespassing. As an alternative to revoking a person’s enrollment, a school district may impose a behavior improvement plan described by Education Code 25.0915(a-1)(1). 167 3 Education Code 25.085(e)–(h) Excused Absences The Academy shall excuse a student from attending school consistent with the requirements of the Texas Education Code. A complete list of the circumstances for which attendance will be excused is provided in the Westlake Academy Parent/Student Handbook. A district shall excuse a student from attending school for the following purposes: 1. Observing religious holy days, including one day of travel to and from the site where the student will observe the holy days, if necessary. 2. Attending a required court appearance, including one day of travel to and from the site where the court is located, if necessary. 3. Appearing at a governmental office to complete paperwork required in connection with the student’s application for United States citizenship, including one day of travel to and from the site of the governmental office, if necessary. 4. Taking part in a United States naturalization oath ceremony, including one day of travel to and from the site of the ceremony, if necessary. 5. Serving as an election clerk, including one day of travel to and from the site where the student will serve as an election clerk, if necessary. 6. A student in the conservatorship of the Department of Family and Protective Services (DFPS) shall be excused in order to participate, as determined and documented by DFPS, in an activity: A. Ordered by a court under Family Code Chapter 262 or 263, provided that it is not practicable to schedule the participation outside of school hours, or B. Required under a service plan under Family Code Chapter 263, Subchapter B. Education Code 25.087(b)(1); 19 TAC 129.21(j)(3) 7. A temporary absence resulting from an appointment with a health -care professional for the student or the student’s child if the student commences classes or returns to school on the same day of the appointment. The student or parent must provide documentation of the appointment from the health-care professional. “Temporary absence” also includes an absence of a student diagnosed with autism spectrum disorder on the day of the student’s appointment with a health -care practitioner to receive a generally recognized service for persons with autism spectrum disorder, including applied behavioral analysis, speech therapy, and occupational therapy. Education Code 25.08(b)(2), (b-3); 19 TAC 129.21(j)(3) 8. For students in the Diploma Program (11th or 12th grade), an absence to visit an institution of higher education accredited by a generally recognized accrediting organization for the purpose of determining the student’s interest in attending the institution of higher education. Excused absences under this provision may not exceed two days and must be supported by documentation to verify the student’s visit at the institution of higher education. Education Code 25.087(b-2); 19 TAC 129.21(j)(3) 9. A student whose parent, stepparent, or legal guardian is an active-duty member of the uniformed services and has been called to duty for, is on leave from, or immediately returned from continuous deployment of at least four months outside the locality where the parent, stepparent, or guardian regularly resides, shall be excused from school to visit with the student’s parent, stepparent, or guardian. An 168 4 absence under this provision may not exceed five days in a school year. An excused absence under this provision must be taken not earlier than the 60th day before the date of deployment or not later than the 30th day after the date of return from deployment. Education Code 25.087(b-4) 10. A student who is 17 years of age or older may be excused from attending school to pursue enlistment in a branch of the armed services of the United States or the Texas National Guard, provided that: the absence is not for more than four days of school during the period the student is enrolled in high school; and the Academy verifies the student’s activities related to pursuing enlistment in a branch of the armed services or the Texas National Guard. Education Code 25.087(b-5), (b-6) 11. A student in grades 6 through 12 may be excused for the purpose of sounding “Taps” at a military honors funeral held in this state for a deceased veteran. 12. Education Code 25.087.(c) Documenting Attendance & Make-Up Work A student whose absence is excused for a reason described above shall not be penalized for that absence and shall be counted as if the student attended school for purposes of calculating the average daily attendance of students. The student shall be allowe d a reasonable time to make up school work missed on the days. If the student satisfactorily completes the work, the days of absence shall be counted as days of compulsory attendance. Education Code 25.087(d) Notice to Parents The Academy shall notify a student’s parent in writing at the beginning of the school year that, if the student is absent from school on ten or more days or parts of days within a six - month period in the same school year, the student’s parent is subject to prosecution under Education Code Section 25.093, and the student is subject to referral to a truancy court for truant conduct under Family Code Section 65.003(a). Notice of Absences The Academy shall notify a student’s parent if the student has been absent from school, without excuse under Education Code Section 25.087, on three days or parts of days within a four-week period. The notice must: 1. Inform the parent that: a. It is the parent’s duty to monitor the student’s school attendance and require the student to attend school; and b. The student is subject to truancy prevention measures under Education Code Section 25.0915; and 2. Request a conference between school officials and the parent to discuss the absences. The fact that a parent did not receive the notices described above is not a defense for the parent’s failure to require a child to attend school nor for the student’s failure to attend school. Education Code 25.095 169 5 Parent Contributing to Non-Attendance A parent or person standing in parental relation commits an offense if: 1. A warning notice is issued; 2. The parent with criminal negligence fails to require the child to attend school as required by law; and 3. The child has absences for the amount of time specified under Family Code Section 65.003(a). The attendance officer or other appropriate school official shall file a complaint against the parent in an appropriate court, as permitted under Education Code Section 25.093. Affirmative Defense - Parent It is an affirmative defense to prosecution that one or more of the absences required to be proven was excused by a school official or should be excused by the court. A decision by the court to excuse an absence for this purpose does not affect the ability of the Academy to determine whether to excuse the absence for another purpose. Education Code 25.093 Student Liability A child engages in truant conduct if the child is required to attend school under the compulsory attendance laws and fails to attend school on ten or more days or parts of days within a six-month period in the same school year. Truant conduct may be prosecuted only as a civil case in a truancy court. Family Code 65.003(a), (b) “Child” means a person who is 12 years of age or older and younger than 19 years of age. Family Code 65.002(1) Affirmative Defense - Student It is an affirmative defense to an allegation of truant conduct that one or more of the absences required to be proven was excused by a school official or by the court or that one or more of the absences were involuntary, but only if there is an insufficient number of unexcused or voluntary absences remaining to constitute truant conduct. The burden is on the child to show by a preponderance of the evidence that the absence was or should be excused or that the absence was involuntary. A decision by the court to excuse an absence does not affect the ability of the district Academy to determine whether to excuse the absence for another purpose. Family Code 65.003(c) Truancy Prevention Measures If a student fails to attend school without excuse on three or more days or parts of days within a four-week period, but does not fail to attend school for the time described below, 170 6 the district Academy shall initiate truancy prevention measures on the student. Education Code 25.0915(a-4) Referral to Truancy Court If a student fails to attend school without excuse on ten or more days or parts of days within a six-month period in the same school year, the Academy shall within ten school days of the student’s tenth absence refer the student to a truancy court for trua nt conduct under Family Code 65.003(a). Education Code 25.0951 Withdrawal of Student In order to continue enrollment from year to year at the Academy, the student or parent must complete the Academy's annual registration process. A student who is not registered by the deadline identified by the Academy and remains unregistered after documented attempts to contact the student/parent by May 31, will be considered withdrawn from the Academy for the upcoming school year. Additionally, a student who is absent for five consecutive school days without notice and efforts by administrators to contact the student or parent are unsuccessful will be considered withdrawn from the Academy. Additional procedural information as it relates to attendance shall be recorded and published in the Parent/Student Handbook on an annual basis. Dates Amended 10/05/15 08/10/16 171 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 25-12 Agenda Date:5/20/2025 Agenda #: ACADEMY STAFF REPORT RECOMMENDATION Discuss, consider and act regarding WA Resolution 25-12 approving an amendment to the Westlake Academy Admissions Policy (Dr. Kelly Ritchie, Head of School) STAFF:Dr. Kelly Ritchie, Head of School BACKGROUND: Following a recent review, the Administration identified the need to update the policy to ensure the fair and effective implementation of the admission process and increase the efficient use of staff resources. DISCUSSION: Westlake Academy’s enrollment policy establishes the procedures, priorities, and sequence for admitting new students and re-enrolling current students each academic year. FISCAL IMPACT: There is no fiscal impact. STAFF RECOMMENDATION: Staff recommends approving WA Resolution 25-12 approving updates to and adopting the Westlake Academy Admissions Policy. ATTACHMENT(S): WA Resolution 25-12 Proposed Admissions Policy Red-lined Admissions Policy 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 5/16/2025Page 1 of 2 powered by Legistar™172 File #:WA RES 25-12 Agenda Date:5/20/2025 Agenda #: Town of Westlake Printed on 5/16/2025Page 2 of 2 powered by Legistar™173 WA Res. 25-12 Page 1 WESTLAKE ACADEMY WA RESOLUTION 25-12 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES APPROVING AN AMENDMENT TO THE WESTLAKE ACADEMY ADMISSIONS POLICY WHEREAS, Westlake Academy’s mission is to support students as they become compassionate, life-long learners through an internationally-minded, balanced education that empowers students to contribute to our interconnected world; and WHEREAS, the proposed resolution supports updating the Admissions Policy; and WHEREAS, the revisions will ensure the fair and effective implementation of the admission process and will increase the efficient use of staff resources; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the students, their parents, and faculty of Westlake Academy as well as the citizens of Westlake. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: That, all matters stated in the recitals herein above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That, the Westlake Academy Board of Trustees hereby approves the Westlake Academy Admissions Policy attached to this resolution as Exhibit “A”. SECTION 3: That, the Westlake Academy Board of Trustees authorizes the Head of School to submit the amended Admissions Policy to the Texas Education Agency for approval as an amendment to the Charter to operate Westlake Academy as an open-enrollment charter school and to make any non-substantive revisions to the Admissions Policy if necessary to obtain approval by the Texas Education Agency. 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. SECTION 5: That this resolution shall become effective from and after its date of passage. 174 WA Res. 25-12 Page 2 PASSED AND APPROVED ON THIS 20th DAY OF MAY 2025. ________________________________ Kim Greaves, Board President ________________________________ Tammy Reeves, Board Trustee ________________________________ Michael Yackira, Board Trustee ________________________________ Todd Gautier, Board Trustee ________________________________ T. J. Duane, Board Trustee ________________________________ Kevin Smith, Board Trustee ________________________________ Dr. Kelly Ritchie, Head of School ATTEST: _______________________________ Dianna Buchanan, Board Secretary APPROVED AS TO FORM: _______________________________ Janet S. Bubert, School Attorney 175 Policy No. 1.02: Date Board Adopted: May 4, 2009 Date Board Amended: May 20, 2025 Effective Date: _________ Policy Category: Admissions Policy Name: Westlake Academy Admissions Policy Policy Goal: Communication/Transparency of student and parent requirements for admission into Westlake Academy; Engagement of stakeholders and fiscal stewardship. Policy Description: Applications for enrollment for the following academic year are accepted from prospective students from December 1 through January 31 of each school year. After January 31, applications for enrollment will be considered only for students that reside in the Primary Boundary or students applying for enrollment in grades 9-11 that live in a Secondary Boundary. Applications received after January 31 will be considered for enrollment after the completion of the lottery process based on the applicant’s status as a Primary or Secondary boundary applicant and will be placed on the appropriate wait list for the applicable grade based on the date of the application. Re-enrollment for Current Students Currently enrolled students, who continue to reside within an approved geographical boundary and submit timely registration forms by May 31, are automatically enrolled for the next school year, subject to the following conditions: 1. Beginning with the 2025-2026 school year, a student who was admitted as a Primary Boundary resident, but who no longer resides within the Primary Boundary, may enroll in the Academy the following school year only if the student has attended Westlake Academy for five (5) consecutive years as a Primary Boundary resident and the student’s current residence is within the Secondary Boundary; 2. A currently enrolled student who obtained admission as the child of a full- time Town of Westlake employee retains the right to re-enrollment only if the student’s parent continues to be employed by the Town of Westlake on a full-time basis; 3. Neither of these conditions on continued enrollment prevent a student 176 from applying for admission as a Secondary Boundary resident. The number of vacancies in each grade level is then determined. Primary Boundary Student Applicants Primary boundary applicants are defined as students who reside within the boundaries of the Town of Westlake as described in Board Policy No. 1.01. Primary Boundary applicants receive priority consideration for enrollment at Westlake Academy. If the number of eligible Primary Boundary applicants does not exceed the number of vacancies, then all eligible applicants who timely applied will be offered admission. If there are more Primary Boundary applicants than spaces available, a lottery will be held for all Primary Boundary applicants to establish the order that enrollment will be offered. Secondary Boundary Student Applicants Secondary Boundary applicants, also identified as transfer students, are defined as students who reside within the geographical boundaries of one of the approved school districts identified in Westlake Academy’s charter. After all Primary Boundary applicants have been considered, Secondary Boundary applicants will be considered for enrollment. If the number of eligible Secondary Boundary applicants exceeds the number of vacancies, a lottery will be held for all Secondary Boundary applicants to establish the order that enrollment will be offered. Exemptions from the Lottery The following categories of applicants are exempt from the lottery process and are given priority in admission in the order identified below: 1. Children of the Founders of Westlake Academy (as long as the total number of students admitted under this exception constitutes only a small percentage of the total school enrollment); 2. Children of Town of Westlake full-time employees (as long as the total number of students admitted under exception constitutes only a small percentage of the total school enrollment); and 3. Siblings of admitted and returning students. Applicants participating in a lottery that are not offered enrollment prior to the beginning of the school year are placed on a waitlist by grade level according to the lottery results. Enrollment Process Upon receiving an offer of enrollment, a student must provide records consistent with the Academy’s enrollment procedures demonstrating the student has met the 177 standards for entry into the grade for which the student applied. Should there be a discrepancy in the application grade level of the student and his/her educational records or performance level, the student’s enrollment may be revoked. Westlake Academy Charter School does not discriminate in admissions based on gender, national origin, ethnicity, religion, disability, academic, artistic, or athletic ability or the district the child would otherwise attend. Westlake Academy will not enroll a student with a documented history of a criminal offense, juvenile court adjudication, or discipline problems under Texas Education Code Chapter 37, Subchapter A. If an applicant misrepresents or fails to disclose information about the student’s discipline history during the enrollment process, the Academy reserves the right to revoke the student’s offer of enrollment or unenroll the student from the Academy. 178 Policy No. 1.02: Date Board Adopted: May 4, 2009 Date Board Amended: January 31, 2024 May 20, 2025 Effective Date: _________ Policy Category: Admissions Policy Name: Westlake Academy Admissions Policy Policy Goal: Communication/Transparency of student and parent requirements for admission into Westlake Academy; Engagement of stakeholders and fiscal stewardship. Policy Description: Applications for enrollment for the following academic year are accepted from prospective students from December 1 through January 31 of each school year. Applications received aAfter January 31, applications for enrollment will be considered only for students that reside in the Primary Boundary or students applying for enrollment in grades 9-11 that live in a Secondary Boundary. Applications received after January 31 will be considered for enrollment after the completion of the lottery process based on the applicant’s status as a primary Primary or secondary Secondary boundary applicant and will be placed on the appropriate wait list for the applicable grade based on the date of the application. Re-enrollment for Current Students Currently enrolled students receive a Notice of Intent to Return form in February of each school year. This form asks students to state whether they intend to return to Westlake Academy the following school year and to identify any siblings who wish to apply for admission to Westlake Academy for the following school year. This form must be returned within 30 days of distribution. Students who do not return the Notice of Intent to Return form by the deadline are not guaranteed enrollment for the following school year. Currently enrolled students, who provide timely notice of the intent to return and who continue to reside within an approved geographical boundary and submit timely registration forms by May 31, are automatically enrolled for the following next school year, subject to the following conditions: 1. Beginning with the 2025-2026 school year, a student who was admitted as a Primary Boundary resident, but who no longer resides within the Primary Boundary, may enroll in the Academy the following school year 179 only if the student has attended Westlake Academy for five (5) consecutive years as a Primary Boundary resident and the student’s current residence is within the Secondary Boundary; 2. aA currently enrolled student who obtained admission as the child of a full-time Town of Westlake employee retains the right to re-enrollment only if the student’s parent continues to be employed by the Town of Westlake on a full-time basis.; 3. Neither of these conditions on continued enrollment prevent a student from applying for admission as a Secondary Boundary resident. The number of vacancies in each grade level areis then determined. Primary Boundary Student Applicants Primary boundary applicants are defined as students who reside within the boundaries of the Town of Westlake as described in Board Policy No. 1.01. Primary Boundary applicants receive priority consideration for enrollment at Westlake Academy. If the number of eligible Primary Boundary applicants does not exceed the number of vacancies, then all eligible applicants who timely applied will be offered admission. If there are more Primary Boundary applicants than spaces available, a lottery will be held for all Primary Boundary applicants to establish the order that enrollment will be offered. Secondary Boundary Student Applicants Secondary Boundary applicants, also defined identified as transfer students, are defined as students who reside within the geographical boundaries of one of the approved school districts identified in Westlake Academy’s charter. After all Primary Boundary applicants have been considered, Secondary Boundary applicants will be considered for enrollment. If the number of eligible Secondary Boundary applicants exceeds the number of vacancies, a lottery will be held for all Secondary Boundary applicants to establish the order that enrollment will be offered. Exemptions from the Lottery The following categories of applicants are exempt from the lottery process and are given priority in admission in the order identified below :, so long as the total number of students admitted through exceptions below constitutes only a small percentage of the total school enrollment. 1. Children of the Founders of Westlake Academy (as long as the total number of students admitted under this exception constitutes only a small percentage of the total school enrollment); 2. Children of Town of Westlake full-time employees (as long as the total number of 180 students admitted under this exception constitutes only a small percentage of the total school enrollment); and 3. Siblings of admitted and returning students . Applicants participating in a lottery that are not offered enrollment prior to the beginning of the school year are placed on a waitlist by grade level according to the lottery results. Enrollment Process Upon receiving an offer of enrollment, a student must provide records consistent with the Academy’s enrollment procedures demonstrating the student has met the standards for entry into the grade for which the student applied. Should there be a discrepancy in the application grade level of the student and his/her educational records or performance level, the student’s enrollment may be revoked. Westlake Academy Charter School does not discriminate in admissions based on gender, national origin, ethnicity, religion, disability, academic, artistic, or athletic ability or the district the child would otherwise attend. Westlake Academy will not enroll a student with a documented history of a criminal offense, juvenile court adjudication, or discipline problems under Texas Education Code Chapter 37, Subchapter A. If an applicant misrepresents or fails to disclose information about the student’s discipline history during the enrollment process, the Academy reserves the right to revoke the student’s offer of enrollment or unenroll the student from the Academy. 181 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:RES 25-16 Agenda Date:5/20/2025 Agenda #:H.7. TOWN STAFF REPORT RECOMMENDATIONS Discussion and consideration of all matters incident and related to approving and authorizing publication of notice of intention to issue certificates of obligation, including the adoption of Resolution 25-16 pertaining thereto (Wade Carroll, Town Manager) STAFF:Wade Carroll, Town Manager BACKGROUND: Due to pending legislation at the State level that would catastrophically limit the Town’s ability to issue debt for needed infrastructure and capital improvements, the Town of Westlake is proposing a maximum issuance of $30m in combination tax and revenue certificates of obligation. Approval of Resolution 25-16 authorizes the publication of required notices; the sale of bonds will require a separate ordinance to be approved by the Town Council/Board of Trustees. DISCUSSION: The State of Texas’ 89th Legislature has introduced multiple bills and amendments restricting the ability for local governments to issue debt. These restrictions are currently being considered in various committees and in different forms. The most restrictive would effectively eliminate Westlake’s ability to issue any ad valorem- back debt, even when other revenues are pledged, until well into the next decade unless bonds are issued and funded prior to September 1, 2025. The immediate consequences would include a halt in new development due to lack of public infrastructure, significantly increased costs for other debt that may need to be issued for emergencies or public safety, and the inability to meet donor obligations for Academy improvements. In order to meet the funding deadline being considered, Westlake tentatively proposes to adopt an ordinance authorizing the issuance of interest bearing certificates of obligation, in one or more series, in an amount not to exceed $30,000,000 for paying all or a portion of the Town's contractual obligations incurred in connection with the planning, acquisition, design, expansion, renovation, equipping, and construction of: (i)streets, sidewalks, roads, and related improvements, including drainage, landscaping, streetscaping, pedestrian seating, lighting, signage and traffic signalization incidental thereto, and the acquisition of land and rights-of-way therefor (estimated project cost $2.6m); (ii)pump stations and water tower, including the acquisition of land and equipment therefor (estimated project cost $16m); (iii)a fire apparatus (estimated project cost $2.4m) (iv)drainage and flood control improvements, including the acquisition of land and rights-of-way therefor Town of Westlake Printed on 5/16/2025Page 1 of 2 powered by Legistar™182 File #:RES 25-16 Agenda Date:5/20/2025 Agenda #:H.7. (estimated project cost $300k); (v)the Sam & Margaret Lee Arts & Science Center (estimated project cost $4m); (vi)legal, fiscal and engineering fees in connection with such projects (estimated project cost $4.7m). The Legislature is currently scheduled to adjourn its regular session on June 2, 2025. An update on the need to expedite debt issuance, impacts from approved legislation, and the adjournment or continuance of the 89th Session will be provided at the June 17, 2025 meeting. FISCAL IMPACT: The maximum principal amount of the certificates to be authorized is $30,000,000 and the estimated combined principal and interest required to pay the certificates to be authorized on time and in full is $ 67,114,962.85. STAFF RECOMMENDATION: Staff recommends approval of Resolution 25-16, as presented ATTACHMENT(S): Resolution 25-16 Notice of Intent to Issue Capital Improvement Plan Schedule Capital Improvement Plan Project Details 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 5/16/2025Page 2 of 2 powered by Legistar™183 Resolution 25-16 Page 1 TOWN OF WESTLAKE RESOLUTION NO. 25-16 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS, DIRECTING PUBLICATION OF NOTICE OF INTENTION TO ISSUE COMBINATION TAX AND REVENUE CERTIFICATES OF OBLIGATION; AND RESOLVING OTHER MATTERS RELATING TO THE SUBJECT. WHEREAS, the Town Council of the Town of Westlake deems it advisable to authorize publication of notice of intent to issue certificates of obligation for the purposes hereinafter set forth; and WHEREAS, the Town of Westlake (the “Town”) expects to pay expenditures in connection with the projects described in “Exhibit A” to this Resolution prior to the issuance of the certificates of obligation hereinafter described; and WHEREAS, the Town Council hereby finds, considers and declares that the reimbursement of the payment by the Town of such expenditures will be appropriate and consistent with the lawful objectives of the Town and, as such, chooses to declare its intention, in accordance with the provisions of Section 1.150-2 of the U.S. Treasury Regulations, to reimburse itself for such payments at such time as it issues the hereinafter described certificates of obligation; and WHEREAS, it is hereby officially found and determined that the meeting at which this Resolution was considered was open to the public, and public notice of the time, place and purpose of said meeting was given, all as required by Chapter 551, Texas Government Code. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1 Attached hereto and marked “Exhibit A” is a form of notice, the form and substance of which are hereby passed and approved. SECTION 2 The Town Secretary shall cause said notice to be published in substantially the form attached hereto, in a newspaper, as defined by Subchapter C, Chapter 2051, Texas Government Code, of general circulation in the area of said Town, once a week for two consecutive weeks, with the date of the first publication to be before the 45th day before the date tentatively set for the passage of the ordinance authorizing the issuance of the certificates, and, if the Town maintains an Internet website, continuously on the Town’s website for at least 45 days before the date tentatively set for the passage of the ordinance authorizing the issuance of the certificates. 184 Resolution 25-16 Page 2 SECTION 3 All costs to be reimbursed pursuant hereto will be capital expenditures; the proposed certificates of obligation shall be issued within 18 months of the later of (i) the date the expenditures are paid or (ii) the date on which the property, with respect to which such expenditures were made, is placed in service; and the foregoing notwithstanding, the certificates of obligation will not be issued pursuant to this Resolution on a date that is more than three years after the date any expenditure which is to be reimbursed is paid. SECTION 4 This Resolution shall be effective immediately upon adoption. PASSED AND APPROVED ON THIS 20TH DAY OF MAY 2025. ___________________________________ Kim Greaves, Mayor ATTEST: ________________________________ Dianna Buchanan, Town Secretary APPROVED AS TO FORM: ________________________________ Matthew C. G. Boyle, Town Attorney 185 Resolution 25-16 Page 1 EXHIBIT A TOWN OF WESTLAKE, TEXAS NOTICE OF INTENTION TO ISSUE COMBINATION TAX AND REVENUE CERTIFICATES OF OBLIGATION NOTICE IS HEREBY GIVEN that the Town Council of the Town of Westlake, Texas, at its meeting to commence at 4:00 P.M. on July 15, 2025, at the Town Hall, Council Chambers, 1500 Solana Boulevard, Building 7, Suite 7100, 1st Floor, Westlake, Texas, tentatively proposes to adopt an ordinance authorizing the issuance of interest bearing certificates of obligation, in one or more series, in an amount not to exceed $30,000,000 for paying all or a portion of the Town's contractual obligations incurred in connection with the planning, acquisition, design, expansion, renovation, equipping, and construction of (i) streets, sidewalks, roads, and related improvements, including drainage, landscaping, streetscaping, pedestrian seating, lighting, signage and traffic signalization incidental thereto, and the acquisition of land and rights-of-way therefor, (ii) pump stations and water tower, including the acquisition of land and equipment therefor, (iii) a fire apparatus, (iv) drainage and flood control improvements, including the acquisition of land and rights-of-way therefor, (v) the Sam & Margaret Lee Arts & Science Center, and (vi) legal, fiscal and engineering fees in connection with such projects. The Town proposes to provide for the payment of such certificates of obligation from the levy and collection of ad valorem taxes in the Town as provided by law and from a pledge of certain surplus revenues of the Town's waterworks and sewer system, remaining after payment of all operation and maintenance expenses thereof, and all debt service, reserve, and other requirements in connection with all of the Town's revenue bonds or other obligations (now or hereafter outstanding), which are payable from all or any part of the net revenues of the Town's waterworks and sewer system. The certificates of obligation are to be issued, and this notice is given, under and pursuant to the provisions of V.T.C.A., Local Government Code, Subchapter C of Chapter 271. The current principal of all outstanding debt obligations of the Town is $43,332,000. The current combined principal and interest on all outstanding debt obligations of the Town, paid on time and in full, is $57,429,729. The maximum principal amount of the certificates to be authorized is $30,000,000 and the estimated combined principal and interest required to pay the certificates to be authorized on time and in full is $ 67,114,962.85. The maximum interest rate for the certificates may not exceed the maximum legal interest rate. The maximum maturity date of the certificates to be authorized is August 15, 2055. The above information includes $35,020,000 in principal amount of outstanding obligations the Town has designated as self- supporting being the Town's (i) Combination Tax and Revenue Certificates of Obligation, Series 2013, (ii) General Obligation Refunding Bonds, Series 2013, (iii) Combination Tax and Revenue Certificates of Obligation, Series 2016, (iv) General Obligation Refunding Bonds, Series 2017, (v) Combination Tax and Surplus Revenue Certificates of Obligation, Taxable Series 2018, and (vi) General Obligation Refunding Bonds, Series 2022. TOWN OF WESTLAKE, TEXAS 186 Capital Improvement Program FY2026 Project Type 2026 Budget 2027 Projected 2028 Projected 2029 Projected 2030 Projected 2031+Total Streets $470,000 $400,000 $150,000 $800,000 $800,000 $2,680,000 $5,300,000 Facilities $8,037,850 $59,850 $49,850 $124,850 $791,350 $5,049,850 $14,113,600 Parks/Trails $100,000 $50,000 $75,000 $75,000 $50,000 $0 $350,000 Drainage $0 $0 $300,000 $0 $0 $1,000,000 $1,300,000 Water $7,145,800 $13,050,000 $15,200,000 $50,000 $350,000 $300,000 $36,095,800 Sewer $40,000 $40,000 $40,000 $40,000 $130,000 $40,000 $330,000 Vehicles/Equipment $800,000 $2,549,500 $76,500 $267,500 $8,000 $2,007,908 $5,709,408 Information Technology $470,506 $470,506 $470,506 $470,506 $351,489 $0 $2,233,513 $17,064,156 $16,619,856 $16,361,856 $1,827,856 $2,480,839 $11,077,758 $65,432,321 Expenditure Type 2026 Budget 2027 Projected 2028 Projected 2029 Projected 2030 Projected 2031+Total Capital $16,030,800 $15,912,000 $15,625,000 $980,000 $1,881,500 $10,975,908 $61,405,208 O&M $1,033,356 $707,856 $736,856 $847,856 $599,339 $101,850 $4,027,113 $17,064,156 $16,619,856 $16,361,856 $1,827,856 $2,480,839 $11,077,758 $65,432,321 Funding Source 2026 Budget 2027 Projected 2028 Projected 2029 Projected 2030 Projected 2031+Total General Fund $755,926 $338,426 $290,426 $481,426 $895,593 $7,487,000 $10,248,797 Academy Budget $612,430 $391,430 $381,430 $456,430 $305,246 $49,850 $2,196,816 Utility Revenues $450,000 $90,000 $240,000 $90,000 $480,000 $490,000 $1,840,000 General/Utilities $0 $0 $0 $0 $0 $370,908 $370,908 Capital Funds/Donations $540,000 $0 $0 $0 $0 $0 $540,000 COs/Donations $7,000,000 $0 $0 $0 $0 $0 $7,000,000 Certificates of Obligation $7,705,800 $15,800,000 $15,450,000 $800,000 $800,000 $2,680,000 $43,235,800 $17,064,156 $16,619,856 $16,361,856 $1,827,856 $2,480,839 $11,077,758 $65,432,321 Expenditure Type 2026 Budget 2027 Projected 2028 Projected 2029 Projected 2030 Projected 2031+Total Academy $8,359,430 $391,430 $381,430 $456,430 $1,046,746 $49,850 $10,685,316 Town $8,704,726 $16,228,426 $15,980,426 $1,371,426 $1,434,093 $11,027,908 $54,747,005 $17,064,156 $16,619,856 $16,361,856 $1,827,856 $2,480,839 $11,077,758 $65,432,321 187 Capital Improvement Program FY2026 Classification Project Type Westlake Description 2026 Budget 2027 Projected 2028 Projected 2029 Projected 2030 Projected 2031+Total Funding Source Capital Water Town Water Tower Engineering 1,000,000 1,000,000 Certificates of Obligation Capital Water Town Land Acquisition Water Tower 2,000,000 2,000,000 Certificates of Obligation Capital Water Town EST No. 2 10,000,000 10,000,000 Certificates of Obligation Capital Water Town Pump Station 2 Engineering 1,000,000 1,000,000 Certificates of Obligation Capital Water Town Land Acquisition Pump Station 2 2,000,000 2,000,000 Certificates of Obligation Capital Water Town Pump Station No.2 15,000,000 15,000,000 Certificates of Obligation Capital Water Town Pump Station Recommendations F&N 3,735,800 3,735,800 Certificates of Obligation Capital Water Town Pump Station Generator Install Package 300,000 300,000 Utility Revenues Capital Water Town PS - Refurbish pumps #2 and #3 60,000 60,000 Utility Revenues Capital Water Town Add PRVs to SCADA System - control remotely 150,000 150,000 Utility Revenues Capital Water Town Tank Painting 300,000 300,000 600,000 Utility Revenues O&M Water Town Meter Replacement Program 50,000 50,000 50,000 50,000 50,000 250,000 Utility Revenues Capital Sewer Town N-1 Rehab 80,000 80,000 Utility Revenues Capital Sewer Town N-1 ROW/Easement Acquisition 10,000 10,000 Utility Revenues O&M Sewer Town Manhole Rehab/Replacement ($5000/each)40,000 40,000 40,000 40,000 40,000 40,000 240,000 Utility Revenues O&M Streets Town Street assessment (pending)20,000 20,000 Certificates of Obligation Capital Streets Town Ottinger Bridge - Local Government Match 350,000 350,000 Certificates of Obligation Capital Streets Town Ottinger Bridge - ROW acquisition 100,000 100,000 Certificates of Obligation Capital Streets Town Carlyle Court - panel replacement 350,000 350,000 Certificates of Obligation O&M Streets Town FM1938 Street Enhancement Replacement (Cross-walks)50,000 50,000 50,000 50,000 200,000 Certificates of Obligation Capital Streets Town Dove Road Culvert/Street Improvement 100,000 750,000 750,000 1,500,000 3,100,000 Certificates of Obligation Capital Streets Town Sam School Road Widening at Southlake City Limit (Concrete/HMAC, curb and gutter)180,000 180,000 Certificates of Obligation Capital Streets Town Roanoke Road Widenening at Roanoke City Limit 1,000,000 1,000,000 Certificates of Obligation Capital Drainage Town along)300,000 300,000 Certificates of Obligation Capital Drainage Town Dove Road Culvert/Street Improvement 1,000,000 1,000,000 General Fund O&M Facilities Town Public Works - Interior Improvements 10,000 10,000 General Fund Capital Facilities Town PW Land Purchase for new facility 1,000,000 1,000,000 General Fund Capital Facilities Town PW Maintenance Building 4,000,000 4,000,000 General Fund O&M Parks/Trails Town Parks Master Plan 100,000 100,000 General Fund Capital Parks/Trails Town South Davis Medians 50,000 50,000 General Fund O&M Parks/Trails Town Vaquero Greenspace Improvements (TOW taking over Davis Blvd. parkway maintenance)50,000 50,000 General Fund O&M Parks/Trails Town Quail Hollow ROW Improvements 25,000 25,000 50,000 General Fund O&M Parks/Trails Town Quail Hollow Greenspace Improvements (TOW taking over Davis Blvd. parkway maintenance)50,000 50,000 General Fund O&M Parks/Trails Town Granada Greenspace Improvements (TOW taking over Davis Blvd. parkway maintenance)50,000 50,000 General Fund Capital Vehicles/Equipment Town Skid steer 100,000 100,000 General Fund Capital Vehicles/Equipment Town 20-foot flat tilt trailer 20,000 20,000 General Fund Capital Vehicles/Equipment Town Mini Excavator 90,000 90,000 General Fund Capital Vehicles/Equipment Town Godwin dry pump for emergency lift station failures 75,000 75,000 General Fund Capital Vehicles/Equipment Town F-550 4x4 crew cab utility truck with crane, generator, air compressor 230,000 230,000 General Fund Capital Vehicles/Equipment Town Emergency Mobile Generator for Lift Stations 150,000 150,000 Utility Revenues Capital Vehicles/Equipment Town 2020 Ford F-350 4X4, 100k+ miles 120,000 120,000 General/Utilities Capital Vehicles/Equipment Town 2022 Ford F-350 4X4, 100k+ miles 123,600 123,600 General/Utilities Capital Vehicles/Equipment Town 2022 Ford F-150 4X4, 100k+ miles 127,308 127,308 General/Utilities Capital Vehicles/Equipment Town Ambulance 500,000 500,000 Certificates of Obligation Capital Vehicles/Equipment Town Fire Attack (Brush Truck)350,000 350,000 General Fund 188 Capital Improvement Program FY2026 Classification Project Type Westlake Description 2026 Budget 2027 Projected 2028 Projected 2029 Projected 2030 Projected 2031+Total Funding Source Capital Vehicles/Equipment Town Fire Engine 15,000 15,000 General Fund Capital Vehicles/Equipment Town Fire Chief Tahoe 85,000 85,000 General Fund Capital Vehicles/Equipment Town Ambulance 600,000 600,000 General Fund Capital Vehicles/Equipment Town Deputy Chief F150 85,000 85,000 General Fund Capital Vehicles/Equipment Town Ladder Truck 2,400,000 2,400,000 Certificates of Obligation Capital Vehicles/Equipment Town Portable Radios/Mobile Radios 200,000 200,000 General Fund Capital Vehicles/Equipment Town Heart Monitor - 2011 80,000 80,000 General Fund Capital Vehicles/Equipment Town Heart Monitor - 2022 95,000 95,000 General Fund Capital Vehicles/Equipment Town Stryker Cot - 2012 22,000 22,000 General Fund Capital Vehicles/Equipment Town Stryker Cot - 2019 25,000 25,000 General Fund O&M Vehicles/Equipment Town SCBAs (see SCBA Replacement Schedule for Details) 9,500 9,500 General Fund Capital Vehicles/Equipment Town Lucas Device 30,000 30,000 General Fund Capital Vehicles/Equipment Town Extrication Tools - 2022 75,000 75,000 General Fund O&M Vehicles/Equipment Town Gear Extractors 12,000 12,000 General Fund O&M Vehicles/Equipment Town Washer and Dryer Machines x2 6,000 6,000 General Fund O&M Vehicles/Equipment Town Washer and Dryer Machines x1 3,000 3,000 General Fund O&M Vehicles/Equipment Town Air Compressor 0 General Fund O&M Vehicles/Equipment Town SCBA Fill Station and Compressor 0 General Fund O&M Vehicles/Equipment Town Thermal Imager (OIC)5,500 5,500 General Fund O&M Vehicles/Equipment Town Mattresses x7 10,000 10,000 General Fund O&M Vehicles/Equipment Town Recliners x8 10,000 10,000 General Fund O&M Vehicles/Equipment Town Tread Mills x2 6,000 6,000 General Fund O&M Vehicles/Equipment Town Row Machines x2 2,500 2,500 General Fund O&M Vehicles/Equipment Town Computer Replacement Schedule - Toughbooks 27,500 27,500 General Fund O&M Vehicles/Equipment Town Mutli-gas monitor 10,000 10,000 General Fund O&M Vehicles/Equipment Town Sensit Monitor 1,500 1,500 General Fund O&M Vehicles/Equipment Town Ballistic Vest/Equipment (Ambulance and Admin)8,000 8,000 General Fund O&M Vehicles/Equipment Town Self-Contained Breathing Apparatus (16)0 General Fund Capital Facilities Academy Gym HVAC 160,000 160,000 General Fund Capital Facilities Academy MPH, Secondary, & FH HVACs 500,000 500,000 General Fund Capital Facilities Academy Arts & Sciences HVAC 241,500 241,500 General Fund O&M Facilities Academy Modulars Web Control (Hardware)32,000 32,000 General Fund O&M Facilities Academy Update to Controllers (PYP 1 & 2, Gym)19,000 19,000 Academy budget O&M Facilities Academy Web Control (Software/HVAC maintenance)9,850 9,850 9,850 9,850 9,850 9,850 59,100 Academy budget O&M Facilities Academy Landscape (Project Proposal)50,000 50,000 Academy budget O&M Facilities Academy Replacement of broken open/door sensors 5,000 5,000 Academy budget O&M Facilities Academy Building refreshes every year (paint, small updates 1-2/year)40,000 40,000 40,000 40,000 40,000 40,000 240,000 Academy budget O&M Facilities Academy Powerwashing and replacing wood outside 50,000 50,000 100,000 Academy budget O&M Facilities Academy Concrete lifting 15,000 15,000 30,000 Academy budget O&M Facilities Academy New furniture for modulars 10,000 10,000 20,000 Academy budget O&M Facilities Academy Floor in the fieldhouse (boys' locker room)20,000 20,000 Academy budget O&M Facilities Academy Parking lot painting 10,000 10,000 20,000 Academy budget O&M Facilities Academy Water pressure in the modulars 15,000 15,000 General Fund O&M Facilities Academy Upgrade lights (sensor lights)0 TBD O&M Facilities Academy Perimeter fencing 0 Academy budget 189 Capital Improvement Program FY2026 Classification Project Type Westlake Description 2026 Budget 2027 Projected 2028 Projected 2029 Projected 2030 Projected 2031+Total Funding Source Capital Facilities Academy Expansion to the Arts and Science building 7,000,000 7,000,000 COs/Donations Capital Facilities Academy Completing a turf field and installing new bleachers 540,000 540,000 Capital Funds/Donations O&M Facilities Academy Replace 8 wood support beams for roof at the gym building 23,000 23,000 Academy budget O&M Facilities Academy Roof repairs 15,000 15,000 Academy budget O&M Facilities Academy PYP 1 Commons wood floors need sanding/refinishing 14,000 14,000 Academy budget O&M Information Technology Town Town Hall Switches (lease)22,397 22,397 22,397 22,397 5,600 95,188 General Fund O&M Information Technology Town Fire Switches (lease)24,911 24,911 24,911 24,911 6,230 105,874 General Fund O&M Information Technology Town Public Works Switches (lease)3,250 3,250 3,250 3,250 815 13,815 General Fund O&M Information Technology Academy Academy Switches (lease)80,115 80,115 80,115 80,115 20,030 340,490 Academy budget O&M Information Technology Town Town Hall Wireless Access (lease)2,571 2,571 2,571 2,571 644 10,928 General Fund O&M Information Technology Town Fire Wireless Access (lease)3,262 3,262 3,262 3,262 816 13,864 General Fund O&M Information Technology Town Public Works Wireless Access (lease)735 735 735 735 188 3,128 General Fund O&M Information Technology Academy Academy Wireless Access (lease)21,465 21,465 21,465 21,465 5,366 91,226 Academy budget O&M Information Technology Academy Academy Compuers/iPads 230,000 230,000 230,000 230,000 230,000 1,150,000 Academy budget O&M Information Technology Town Town Computers 40,000 40,000 40,000 40,000 40,000 200,000 General Fund O&M Information Technology Town Servers 29,200 29,200 29,200 29,200 29,200 146,000 General Fund O&M Information Technology Town Printers 12,600 12,600 12,600 12,600 12,600 63,000 General Fund 190 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 25-13 Agenda Date:5/20/2025 Agenda #:H.8. ACADEMY STAFF REPORT RECOMMENDATION Discuss,consider and act to approve WA Resolution 25-13,authorizing the Head of School to enter into a 3- year $1 buy-out lease agreement with Apple Financial Services for the acquisition of hardware,software licensing,and services to support the Westlake Academy One-to-One technology device initiative (Jason Power, Director of Information Technology) STAFF: Jason Power, Director of Information Technology BACKGROUND: The Westlake Academy One-to-One technology device initiative began during the 2013-2014 school year in Grades 4-6 with the purchase of 170 Apple iPad Mini tablets for students and faculty. In 2014-2015, the program expanded to include Grades 1 through 12 with the acquisition of an additional 640 iPad Minis, along with network hardware, software, and equipment management tools. In 2016, the iPads were replaced with 1,020 iPad Air 2 tablets, and new laptops were purchased for Academy staff. In 2019, 1,050 iPad 6th generation tablets with keyboard cases and 125 MacBook Air laptops for staff were leased. In 2022, the Academy leased 1,100 iPad 9th generation tablets with keyboard cases, 125 MacBook Air laptops, and 75 Apple TVs for classroom use and digital signage. This lease will expire on June 30, 2025. At that time, all equipment must either be returned to CSI Leasing, purchased, or renegotiated under a new lease at a reduced cost. DISCUSSION: In April 2025, staff contacted Apple Inc. to obtain quotes for new hardware, software licensing, and services for the One-to-One initiative. Apple, as the sole-source provider for Apple hardware in education, offers preferred pricing on bundled hardware, licensing, and services-more favorable than obtaining these components separately. Apple quoted a total of $788,541.45 for the hardware, licensing, and services package. Staff then contacted both CSI Leasing and Apple Financial Services for lease options. Apple Financial Services provided the most competitive offer: a 3-year lease with a $1 purchase option at 0% interest. Under this arrangement, the school retains ownership of the equipment at the end of the lease and may trade it in for credit Town of Westlake Printed on 5/16/2025Page 1 of 2 powered by Legistar™191 File #:WA RES 25-13 Agenda Date:5/20/2025 Agenda #:H.8. or cash through Apple’s Trade-In Program for Education. The program also supports responsible equipment disposal. This leasing option represents a cost savings of approximately $50,000 per year-roughly $150,000 total over three years-compared to the proposal from CSI Leasing. The total lease cost with Apple Financial Services will be split into three annual payments of $262,847.15, due at the beginning of each fiscal year. FISCAL IMPACT: The fiscal impact is $262,847.15 per year for 3 years, totaling $788,541.45. STAFF RECOMMENDATION: Staff recommends approval of WA Resolution 25-13 as presented. ATTACHMENTS: WA Res 25-13 Apple Financial Services lease proposal Apple Inc. Education Price Quote for hardware, licensing, and services 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 5/16/2025Page 2 of 2 powered by Legistar™192 WA Resolution 25-13 Page 1 of 2 WESTLAKE ACADEMY WA RESOLUTION NO. 25-13 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES, AUTHORIZING THE HEAD OF SCHOOL TO ENTER INTO A LEASE AGREEMENT WITH APPLE FINANCIAL SERVICES, FOR THE PURCHASE OF TECHNOLOGY AT WESTLAKE ACADEMY FOR A ONE-TO-ONE DEVICE INITIATIVE WHEREAS, Staff have assessed current technology needs and identified a three-year technology lease supportive of the one-to-one device initiative at Westlake Academy for faculty and students in Grades K-12; and, WHEREAS, this lease would allow the immediate procurement of needed technology resources to support the educational initiatives at Westlake Academy; 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: 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 3: That, the Board of Trustees of Westlake Academy, hereby approves and authorizes the Head of School to enter inter a lease agreement with Apple Financial Services. SECTION 4: That this resolution shall become effective from and after its date of passage. 193 WA Resolution 25-13 Page 2 of 2 PASSED AND APPROVED ON THIS 20th DAY OF May 2025. _____________________________ ATTEST: Kim Greaves, President _____________________________________ _____________________________ Dianna Buchanan, Board Secretary Dr. Kelly Ritchie, Head of School APPROVED AS TO FORM: ____________________________ Janet S. Bubert, School Attorney 194 AE Public $Out 2.0T 9/2014 450-7994319-002 Manual 3-4140638051 Lease Documentation Checklist Documents Required Prior to Shipment Scanned to Wells Fargo Vendor Financial Services, LLC Lease Purchase Agreement 450-7994319 Lessee Signature, Printed Name/Title, Execution Date & Federal Tax ID No. Electronic Signature Addendum Lessee Signature, Name/Title & Execution Date Schedule (Exhibit A) 450-7994319-002 Lessee Signature, Name/Title & Execution Date Contact Information Please complete with the appropriate contact information Insurance Coverage (Exhibit F) Complete name of insurance company and contact information. Sales/Use Tax Exemption Certificate Please provide a copy, if applicable. Please list Seller as Wells Fargo Vendor Financial Services, LLC. and its Assigns. [[CUSTOMER_ATTACHMENT_0_TAX-EXEMPT-CERTIFICATE_BLOCK0_7138732]] If not signed through DocuSign, or if requested by us, originals of all the above, as well as the items below. Please mail to: Wells Fargo Vendor Financial Services, LLC Attention: Michael Boatright 5000 Riverside Drive, Suite 300 East Irving, TX 75039-4314 NOTE: If you prefer to print a copy of the documents and sign, please scan signed documents and email to applefined@applefin.com and michael.boatright@applefin.com prior to overnighting for review. Please return the: (A) original properly executed documentation; (B) original purchase order(s); and (C) sales tax exemption certificate. Wells Fargo Vendor Financial Services, LLC. is pleased to send you the attached documentation package for your lease of Apple products and services. If you are new to Wells Fargo Vendor Financial Services, LLC., welcome. If you have previously used our services, we appreciate your continued business. At this stage in the process, please click on the “Review Documents” link below and follow the instructions to electronically sign your documents. In order to facilitate the most efficient and timely processing of your equipment order, please attach your purchase order and sales tax exemption certification where instructed on the first page of the documents. Prior to lease commencement, you will also need to send us an Acceptance Certificate, and, if required, the completed 8038, and/or your advance lease payment. You can print a copy of the documents at any time. You will also receive an email once the documents have been counter-signed by us so that you can view and print the final documents. Please feel free to call Michael Boatright 469-585-3474 with any questions. 195 AE Public $Out 2.0T 9/2014 450-7994319-002 Manual 3-4140638051 Closing Documentation Checklist Documents Required Prior to Closing Scanned to Wells Fargo Vendor Financial Services, LLC PLEASE NOTE: The following documentation and responsibilities identified below are required in order to finalize and commence this lease. The return of the executed and original lease documents along with the insurance requirements remain the lessee’s obligation. The outstanding closing documents will be provided for completion and execution upon the invoicing of your equipment/lease. Please call Michael Boatright 469-585-3474 with any questions. Please send the closing documents to: Wells Fargo Vendor Financial Services Attention: Michael Boatright 5000 Riverside Drive, Suite 300 East Irving, TX 75039-4314 Insurance Certificate or Self-Insurance Letter Provide All Risk Personal Property and General Liability Coverage listing WELLS FARGO VENDOR FINANCIAL SERVICES, LLC and its assigns as “Loss Payee” and “Additionally Insured” or provide a self insurance letter as described in the “Insurance Coverage Requirements.” Advance Lease Payment Invoice attached, if applicable. IRS Form 8038-GC Complete per instructions and signed. http://www.irs.gov/pub/irs-pdf/i8038gc.pdf 196 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4140638051 Lease Purchase Agreement No. 450-7994319 This Lease Purchase Agreement # 450-7994319 dated as of [[GECOUNTERSIGNER_LABEL_0_BLOCK0_0]], 20[[GECOUNTERSIGNER_LABEL_1_BLOCK0_0]] (this “Lease Agreement”) is entered into by and between WELLS FARGO VENDOR FINANCIAL SERVICES, LLC (“Lessor”) and TOWN OF WESTLAKE (“Lessee”). 1. LEASE AGREEMENT; SCHEDULES. Subject to the terms of this Lease Agreement, Lessee agrees to lease, purchase and acquire from Lessor certain equipment and/or software (the “Equipment”) as may be described in any lease schedule in the form of Exhibit A (each, a “Schedule”) which may be executed by the parties from time to time. Nothing in this Lease Agreement shall be construed to impose any obligation upon, or otherwise commit, Lessor to enter into any proposed Schedule, it being understood that whether Lessor enters into any proposed Schedule shall be a decision solely within Lessor’s discretion. Lessee understands that Lessor requires certain documentation and information necessary to enter into any Schedule, and Lessee agrees to provide Lessor with any documentation or information Lessor may request in connection with Lessor’s review of any proposed Schedule. Such documentation may include but shall not be limited to: (a) a description of the proposed Equipment, including the cost and its contemplated use and location, (b) information related to the vendor(s) manufacturing, licensing (subject to the terms of the Vendor's applicable end user license agreement(s)), delivering, installing or maintaining the proposed Equipment for Lessee (the “Vendor”), (c) documentation or information concerning the financial condition of Lessee, and (d) other information related to the Schedule and Lessee. The terms and conditions of this Lease Agreement (including all exhibits and any amendments hereto), are incorporated by reference into each Schedule and each Schedule, once executed by Lessor and Lessee, shall constitute a separate and independent lease and installment purchase of the Equipment identified therein, hereinafter referred to as a “Lease.” 2. INVOICE PAYMENT OR REIMBURSEMENT. With respect to any Lease, and subject to the provisions of Section 3 if applicable, Lessor shall have no obligation whatsoever to make any payment to a Vendor or reimburse Lessee for any payment made to a Vendor for the Equipment that is the subject of such Lease until three (3) business days after Lessor’s receipt of the following in form and substance satisfactory to Lessor in its sole discretion: (a) a Schedule executed by a duly authorized representative of Lessee; (b) a fully executed partial or final acceptance certificate as applicable, in the form of Exhibit B (“Acceptance Certificate”); (c) a resolution or evidence of other official action taken by Lessee’s governing body authorizing Lessee to enter into the related Lease and any applicable Escrow Agreement, the acquisition of the Equipment subject thereto, and confirming that Lessee’s actions were in accordance with all applicable state, local and federal laws, including laws regarding open meetings and public bidding; (d) evidence of insurance with respect to the Equipment in accordance with the provisions of Section 15 of this Lease Agreement; (e) a Vendor invoice for the Equipment and, if such invoice has been paid by Lessee, evidence of payment thereof and, if applicable, evidence of official intent to reimburse such payment as required by the Treasury Regulations; (f) a completed and executed Form 8038-G or 8038-GC; (g) an Incumbency Certificate substantially in the form attached as Exhibit C; (h) a Bank Qualification Designation substantially in the form attached as Exhibit D; (i) Lease Payment Instructions substantially in the form attached as Exhibit E; (j) Insurance Coverage Requirements in the form attached as Exhibit F; (k) an opinion of Lessee’s counsel substantially in the form attached as Exhibit G; and (l) such other documents, items, or information reasonably required by Lessor. 3. ESCROW AGREEMENT. Upon agreement by both Lessee and Lessor as to any Lease, the parties shall enter into an escrow agreement (an “Escrow Agreement”) with an escrow agent selected by Lessee, such selection subject to Lessor’s approval, establishing an account from which the cost of the Equipment subject to such Lease is to be paid (the “Escrow Account”). Upon execution and delivery of an Escrow Agreement by the parties thereto and satisfaction of any conditions precedent set forth in Section 2 of this Lease Agreement or in such Escrow Agreement, Lessor shall deposit or cause to be deposited into the Escrow Account under the related Escrow Agreement funds for the payment of the costs of acquiring the Equipment under such Lease. Lessee acknowledges and agrees that no disbursements shall be made from an Escrow Account except for portions of the Equipment that are operationally complete and functionally independent and that may be fully utilized by Lessee without regard to whether the balance of the Equipment is delivered and accepted. 4. DELIVERY AND ACCEPTANCE OF EQUIPMENT. Lessee shall order the Equipment, cause the Equipment to be delivered and installed at the location specified in each Lease, and pay any and all delivery and installation costs and applicable sales and other taxes in connection therewith. When the Equipment identified in any Lease has been delivered and installed, Lessee shall immediately inspect the Equipment and evidence its acceptance by executing and delivering to Lessor the Acceptance Certificate. If Lessee signed a purchase contract for the Equipment, by signing a Schedule Lessee assigns its rights, but none of its obligations under the purchase contract, to Lessor. 5. LEASE PAYMENTS. Lessee agrees to pay “Lease Payments” to Lessor in accordance with the payment schedule set forth in each Lease, exclusively from legally available funds, consisting of principal and interest components in the amounts and on such dates as provided in each Lease. Lessee shall pay Lessor a charge on any Lease Payment not paid on the date such payment is due at the rate of 12% per annum or the highest lawful rate, whichever is less, from such due date until paid. The “Commencement Date” for each Lease is the date when interest commences to accrue under such Lease, which date shall be the earlier of (a) the date Lessee partially or fully accepts the Equipment pursuant to Section 4, or (b) the date of Lessor’s deposit into an Escrow Account of sufficient monies to purchase the Equipment. Lessor will advise Lessee as to the address to which Lease Payments shall be sent. The Lease Payment is due whether or not Lessee receives an invoice. Restrictive endorsements on checks sent by Lessee will not reduce Lessee’s obligations to Lessor. Unless a proper exemption certificate is provided, applicable sales and use taxes may be paid by Lessee from funds advanced to Lessee by Lessor for such purpose in connection with the execution and delivery of the related Lease or may be paid by Lessee pursuant to Section 4 hererof. Lessor and Lessee understand and intend that the obligation of Lessee to pay Lease Payments under each Lease shall constitute a current expense of Lessee and shall not in any way be construed to be a debt of Lessee in contravention of any applicable constitutional or statutory limitation or requirement concerning the creation of indebtedness or debt by Lessee, nor shall anything contained in this Lease Agreement or in any Lease constitute a pledge of the general tax revenues, funds or monies of Lessee. 197 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4140638051 6. NON-APPROPRIATION OF FUNDS. Lessee is obligated to pay Lease Payments under each Lease for each fiscal period as may lawfully be made from funds budgeted and appropriated for that purpose for such fiscal period. Lessee currently intends to remit and reasonably believes that funds in an amount sufficient to remit all Lease Payments and other payments under each Lease can and will lawfully be appropriated and made available to permit Lessee’s continued utilization of the Equipment under such Lease and the performance of its essential function during the scheduled “Lease Term” as reflected in each Lease. Lessee currently intends to do all things lawfully within its power to obtain and maintain funds from which the Lease Payments under each Lease may be made, including making provision for such payments to the extent necessary in each budget or appropriation request adopted in accordance with applicable provisions of law. Notwithstanding the foregoing, Lessor acknowledges that the decision whether or not to budget and appropriate funds or to extend the term of a Lease for any period beyond the original or any additional fiscal period is within the discretion of the governing body of Lessee. In the event that Lessee’s governing body fails or is unwilling to budget, appropriate or otherwise make available funds for the payment of Lease Payments and other payments, if any, under a Lease following the then current fiscal period (an “Event of Non-appropriation”), Lessee shall have the right to terminate such Lease on the last day of the fiscal period for which sufficient appropriations were made without penalty or expense, except as to the portion of any Lease Payment for which funds shall have been appropriated and budgeted, in which event Lessee shall return the Equipment subject to such Lease in accordance with Section 19 of this Lease Agreement. Lessee agrees to deliver notice to Lessor of such Event of Non-appropriation with respect to a Lease and termination at least thirty (30) days prior to the end of the then current fiscal period, but failure to give such notice shall not extend the term of the affected Lease beyond such then current fiscal period. 7. UNCONDITIONAL OBLIGATION. UPON THE COMMENCEMENT DATE OF A LEASE PURSUANT TO SECTION 5 OF THIS LEASE AGREEMENT AND EXCEPT AS PROVIDED IN SECTION 6, "NON-APPROPRIATION OF FUNDS," THE OBLIGATIONS OF LESSEE TO MAKE LEASE PAYMENTS AND TO PERFORM AND OBSERVE THE OTHER COVENANTS AND AGREEMENTS CONTAINED IN EACH LEASE SHALL BE ABSOLUTE AND UNCONDITIONAL IN ALL EVENTS WITHOUT ABATEMENT, DIMINUTION, DEDUCTION, SET-OFF OR DEFENSE, FOR ANY REASON INCLUDING, WITHOUT LIMITATION, ANY FAILURE OF THE EQUIPMENT TO BE DELIVERED OR INSTALLED, ANY DISPUTES WITH LESSOR OR ANY VENDOR OF ANY EQUIPMENT, DEFECTS, MALFUNCTIONS OR BREAKDOWNS IN THE EQUIPMENT, ANY ACCIDENT, CONDEMNATION, DAMAGE, DESTRUCTION, OR UNFORESEEN CIRCUMSTANCE, OR ANY TEMPORARY OR PERMANENT LOSS OF ITS USE. 8. DISCLAIMER OF WARRANTIES. THE SOLE WARRANTY FOR THE EQUIPMENT IS THE APPLICABLE PRODUCT WARRANTY (DEFINED BELOW). LESSOR MAKES NO REPRESENTATIONS OR WARRANTIES, EXPRESS OR IMPLIED, WHATSOEVER, INCLUDING WITHOUT LIMITATION, AS TO THE EQUIPMENT’S MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, SUITABILITY, DESIGN, CONDITION, DURABILITY, OPERATION, QUALITY OF MATERIALS OR WORKMANSHIP, NON- INFRINGEMENT, OR COMPLIANCE WITH SPECIFICATIONS OR APPLICABLE LAW, OR THAT THE OPERATION OR USE OF THE EQUIPMENT WILL BE UNINTERRUPTED, SECURE OR FREE OF ERRORS, DEFECTS, VIRUSES, MALFUNCTIONS, AND LESSEE, AS OF THE DATE OF LESSEE’S ACCEPTANCE AS SET FORTH IN SECTION 4, ACCEPTS SUCH EQUIPMENT AS IS AND WITH ALL FAULTS. LESSEE ACKNOWLEDGES THAT LESSEE HAS SELECTED THE EQUIPMENT BASED UPON LESSEE’S OWN JUDGMENT. Lessee acknowledges that the Equipment was manufactured and/or assembled, or in the case of software was developed and licensed, by the applicable Vendor and that any warranty rights with respect to such Equipment shall be provided by the applicable Vendor (the “Product Warranty”). Lessee agrees to settle any dispute it may have regarding performance of the Equipment directly with the applicable Vendor and not to make any claim against the Lease Payments due Lessor or any Assignee (as hereinafter defined). Lessee agrees to continue to pay Lessor, or such Assignee (as applicable), all Lease Payments and other payments without abatement or set off for any dispute with a Vendor regarding the Equipment. Nothing in this Lease Agreement or in any Lease shall relieve Wells Fargo Vendor Financial Services, LLC of its obligations under the Product Warranty offered by Wells Fargo Vendor Financial Services, LLC for applicable Apple-branded Equipment. Lessee acknowledges and agrees that the Product Warranty is a separate agreement between Lessee and Wells Fargo Vendor Financial Services, LLC and that such Product Warranty is not a part of this Lease Agreement or any Lease. 9. TITLE AND SECURITY INTEREST. Unless otherwise required by the laws of the state where Lessee is located, during each Lease Term, title to the Equipment shall be vested in Lessee, subject to the rights of Lessor under such Lease. In the event Lessor terminates a Lease pursuant to Section 17 of this Lease Agreement or an Event of Non-Appropriation occurs under a Lease, title to the related Equipment shall immediately vest in Lessor free and clear of any rights, title or interests of Lessee. Lessee, at its expense, shall protect and defend Lessee’s title to the Equipment and Lessor’s rights and interests therein and keep the Equipment free and clear from any and all claims, liens, encumbrances and legal processes of Lessee’s creditors and other persons. To secure the payment of all of Lessee’s obligations under each Lease, Lessee hereby grants to Lessor a first priority purchase money security interest in the Equipment subject to each such Lease, anything attached or added to the Equipment by Lessee at any time, Lessee’s rights under each agreement for the licensing of software to the extent that a security interest therein may be granted without violating the terms of such agreement, and on all proceeds, including proceeds from any insurance claims for loss or damage, from such Equipment. Lessee authorizes Lessor to file a financing statement perfecting Lessor’s security interest under the laws of Lessee’s state. Lessee agrees to promptly execute such additional documents, in a form satisfactory to Lessor, which Lessor deems necessary or appropriate to establish and maintain its security interest in the Equipment. The Equipment is and will remain personal property and will not be deemed to be affixed to or a part of the real estate on which it may be situated. If applicable, as further security therefor, Lessee hereby grants to Lessor a first priority security interest in the cash and negotiable instruments from time to time comprising each Escrow Account and all proceeds (cash and non-cash) thereof, and agrees with respect thereto that Lessor shall have all the rights and remedies of a secured party under the applicable Uniform Commercial Code. 10. USE, MAINTENANCE AND REPAIR. Upon installation, no item of Equipment will be moved from the location specified for it in the related Lease (the “Equipment Location”) without Lessor’s prior consent, which consent will not be unreasonably withheld, except that any items of Equipment that are intended by design to be a mobile piece of technology (i.e. laptop computers) may be moved within the continental U.S. without consent. Lessor shall have the right at all reasonable times during regular business hours, subject to compliance with Lessee’s customary security procedures, to enter into and upon the property of Lessee for the purpose of inspecting the Equipment. In order to facilitate the use of the Equipment by students and/or Lessee’s employees (“Authorized Users”) while on premises other than 198 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4140638051 those belonging to Lessee, Lessee acknowledges and agrees that: (a) Lessee shall use due care to ensure that the Equipment is not (i) used in violation of any applicable law, in a manner contrary to that contemplated by the related Lease, or for private business purposes, or (ii) used by anyone other than Authorized Users; and (b) Lessee (and not Authorized Users) shall be solely responsible for (i) maintaining insurance in accordance with the terms of the related Lease, (ii) payment of any applicable sales, property and other taxes on the Equipment, and (iii) return of the Equipment under a Lease to Lessor upon the occurrence of an Event of Default or Event of Non- appropriation thereunder. Lessee agrees that it will use the Equipment under each Lease in the manner for which it was intended, as required by all applicable manuals and instructions and as required to keep the Equipment eligible for any manufacturer's certification and/or standard, full service maintenance contract. Lessee agrees that it will, at Lessee’s own cost and expense, maintain, preserve and keep the Equipment under each Lease in good repair, condition and working order, ordinary wear and tear excepted. All replacement parts and repairs shall be governed by the terms of the related Lease. Lessee will not make any permanent alterations to the Equipment that will result in a decrease in the market value of the Equipment. 11. LIENS; TAXES. LESSEE WILL NOT SELL, TRANSFER, ASSIGN, PLEDGE, SUB-LEASE OR PART WITH POSSESSION OF THE EQUIPMENT, OR FILE OR PERMIT A LIEN TO BE FILED AGAINST THE EQUIPMENT, EXCEPT AS OTHERWISE EXPRESSLY PROVIDED UNDER THIS LEASE AGREEMENT AND THE RELATED LEASE. The parties to this Lease Agreement intend that the Equipment will be used for governmental or proprietary purposes of Lessee and that the Equipment will be exempt from all property taxes. Lessee shall timely pay all assessments, license and filing fees, taxes (including sales, use, excise, personal property, ad valorem, stamp, documentary and other taxes) and all other governmental charges, fees, fines or penalties whatsoever, whether payable by Lessor or Lessee, now or hereafter imposed by any governmental body or agency on or relating to the Equipment or the Lease Payments or the use, registration, rental, shipment, transportation, delivery, ownership or operation of the Equipment and on or relating to this Lease Agreement or any Lease; provided, however, that the foregoing shall not include any federal, state or local income or franchise taxes of Lessor. 12. LIMITATION OF LIABILITY. NOTWITHSTANDING ANYTHING TO THE CONTRARY, LESSOR. SHALL NOT BE LIABLE FOR ANY DIRECT DAMAGES OF LESSEE RESULTING FROM, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, WHETHER ARISING IN CONTRACT, TORT, STRICT LIABLITY OR OTHERWISE, REGARDLESS OF THE THEORY OF LIABILITY. FURTHER, NOTWITHSTANDING ANYTHING TO THE CONTRARY, with respect to each Lease, Lessee agrees that (a) Lessor shall have no liability, cost or expense with respect to transportation, installation, selection, purchase, lease, ownership, possession, modification, maintenance, condition, operation, use, return or disposition of the Equipment, and (b) Lessor shall have no responsibility in connection with the selection of the Equipment, the ordering of the Equipment, its suitability for the use intended by Lessee, Lessee’s compliance or non- compliance with competitive pricing and/or bidding requirements, the acceptance by the Vendor of the order submitted, if applicable, or any delay or failure by the Vendor or its sales representative to, deliver, install, or maintain the Equipment for Lessee’s use. IN NO EVENT SHALL LESSOR BE LIABLE FOR ANY INCIDENTAL, INDIRECT, SPECIAL, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES IN CONNECTION WITH OR ARISING OUT OF ANY LEASE OR THE EXISTENCE, FURNISHING, FUNCTIONING OR LESSEE’S USE OF ANY ITEM OF EQUIPMENT PROVIDED FOR IN ANY LEASE, WHETHER IN CONTRACT, TORT, STRICT LIABLITY OR OTHERWISE, REGARDLESS OF THE THEORY OF LIABILITY AND REGARDLESS OF WHETHER LESSOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE PARTIES AGREE THAT THE PROVISIONS IN THIS LEASE AGREEMENT FAIRLY ALLOCATE THE RISKS BETWEEN THE PARTIES WITHOUT WHICH THEY WOULD NOT HAVE ENTERED INTO THIS LEASE AGREEMENT. 13. IDENTIFICATION. Lessor shall be entitled to insert missing or correct information on the related Lease, including, without limitation, Lessee’s official name, serial numbers and any other information describing the Equipment under such Lease; provided that Lessor forwards copies of such changes to Lessee. 14. LOSS OR DAMAGE. Lessee shall be responsible for any loss, theft of and/or damage to the Equipment or any portion thereof from any cause whatsoever, regardless of the extent or lack of insurance coverage, from the time the Equipment is delivered to Lessee pursuant to the related Lease until the end of the Lease Term thereunder or until the Equipment is returned to Lessor pursuant to Section 19 of this Lease Agreement. If any item of the Equipment is lost, stolen or damaged, Lessee shall immediately provide written notice of such loss to Lessor and shall, within fifteen (15) days after such loss, at Lessee’s option, either: (a) repair the damaged Equipment so that it is in good condition and working order, eligible for any manufacturer's certification, (b) replace the damaged Equipment at Lessee’s sole cost and expense with equipment having substantially similar manufacturer's specifications and of equal or greater value to the damaged Equipment immediately prior to such Equipment being damaged, such replacement equipment to be subject to Lessor’s approval, whereupon such replacement equipment shall be substituted in the applicable Lease and the other related documents by appropriate endorsement or amendment; or (c) pursuant to Section 18(b), purchase Lessor's interest in the damaged Equipment on a pro rata basis (notwithstanding the limitation in Section 18(b) only to prepaying in whole) and continue the related Lease for the non- damaged Equipment for the balance of the applicable Lease Term. In such event, Lessor will provide Lessee with a revised amortization of Lease Payments for the non-damaged Equipment. Lessor will forward to Lessee any insurance proceeds which Lessor receives for damaged Equipment for Lessee’s use in the repair or replacement of the damaged Equipment, unless there has been an Event of Default or an Event of Non-appropriation by Lessee, in which event Lessor will apply any insurance proceeds received to reduce Lessee’s obligations under Section 17 of this Lease Agreement. 15. INSURANCE. In the event that Lessee is not self-insured (as hereafter provided), Lessee shall, at its expense, keep the Equipment fully insured against loss, fire, theft, damage or destruction from any cause whatsoever in an amount not less than the greater of (a) the total Lease Payments for the Lease Term under the related Lease or (b) the full replacement cost of the Equipment without consideration for depreciation. Upon Lessor’s request, Lessee shall also provide such additional insurance against injury, loss or damage to persons or property arising out of the use or operation of the Equipment as is customarily maintained by owners of property similar to the Equipment. With Lessor’s prior written consent, Lessee may self-insure against such risks. The policy shall state that Lessor shall be notified of any proposed cancellation at least 30 days prior to the date set for cancellation. All such insurance shall be in form, issued by such insurance companies and be in such amounts as shall be satisfactory to Lessor, and shall provide that losses, if any, shall be payable to Lessor as “loss payee,” and all such liability insurance shall include Lessor as an “additional insured.” Upon Lessor’s request, Lessee shall provide Lessor with a certificate or other evidence of insurance acceptable to Lessor evidencing the insurance coverage 199 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4140638051 required under the related Lease. In the event Lessee fails to provide such evidence within 10 days of Lessor’s request, or upon Lessor’s receipt of a notice of policy cancellation, Lessor may (but shall not be obligated to) obtain insurance covering Lessor’s interest in the Equipment at Lessee’s sole expense. Lessee will pay all insurance premiums and related charges. 16. DEFAULT. Lessee will be in default under a Lease upon the occurrence of any of the following (each, an “Event of Default”): (a) Lessee fails to pay any Lease Payment or other payment due in full under such Lease within 10 calendar days after its due date; (b) Lessee fails to perform or observe any other promise or obligation in this Lease Agreement and/or any Lease and does not correct the default within 30 days after written notice of default by Lessor; (c) any representation, warranty or statement made by Lessee in this Lease Agreement or any Lease shall prove to have been false or misleading in any material respect when made; (d) Lessee fails to obtain and maintain insurance as required by Section 15, or any insurance carrier cancels any insurance on the Equipment; (e) the Equipment or any portion thereof is misused, used in a manner not authorized by the applicable end user license agreement (if any) accompanying such Equipment, or used in violation of the terms of the related Lease; (f) the Equipment or any part thereof is lost, destroyed, or damaged beyond repair and remains uncured in accordance with Section 14; (g) a petition is filed by or against Lessee under any bankruptcy or insolvency laws; or (h) an Event of Default occurs under any other Lease or prior financing with Lessor or assigns or their respective affiliates, but any such Assignee may only exercise remedies with respect to other Leases for which it is the Assignee. 17. REMEDIES. Upon the occurrence of an Event of Default under a Lease, Lessor may, in its sole discretion, do any or all of the following (without penalty, liability or obligation on Lessor’s part and without limiting any other rights or remedies available to Lessor): (a) provide written notice to Lessee of the Event of Default; (b) as liquidated damages for loss of a bargain, and not as a penalty, declare due and payable any and all amounts which may then be due and payable under the Lease, plus all Lease Payments remaining through the end of the then current fiscal period; (c) with or without terminating the Lease Term under such Lease, (i) enter the premises where the Equipment is located and retake possession of such Equipment or require Lessee at Lessee’s expense to promptly return any or all of such Equipment to the possession of Lessor in accordance with the requirements in Section 19, and (ii) at Lessee’s expense, sell or lease such Equipment or, for the account of Lessee, sublease such Equipment, continuing to hold Lessee liable for the difference between the Lease Payment payable by Lessee pursuant to the terms of such Lease to the end of the current fiscal period and the net proceeds of any such sale, lease or sublease. Lessor may require Lessee to remove all proprietary data from the Equipment, holding Lessor and its assigns harmless if Lessee fails to do so. Lessee will not make any claims against Lessor or the Equipment for trespass, damage or any other reason. The exercise of any of such remedies shall not relieve Lessee of any other liabilities under any other Lease. Without limiting the foregoing, Lessor may take whatever action, either at law or in equity, may appear necessary or desirable to enforce its rights under any Lease, or as a secured party in any or all of the Equipment. No remedy of Lessor is intended to be exclusive and every such remedy, now or hereafter existing, at law or in equity, shall be cumulative and shall be in addition to every other remedy given under a Lease. In the event that Lessor sells or otherwise liquidates the Equipment following an Event of Default or an Event of Non-appropriation as herein provided and realizes net proceeds (after payment of costs) in excess of total Lease Payments under the related Lease that would have been paid during the related scheduled Lease Term plus any other amounts then due under the related Lease or Leases, Lessor shall immediately pay the amount of any such excess to Lessee. 18. PURCHASE OPTION. At the option of Lessee, and provided that no Event of Default or Event of Non-appropriation has occurred and/or is continuing under any Lease, Lessor’s interest in all, but not less than all, of the Equipment subject to a Lease will be transferred, conveyed and assigned to Lessee, free and clear of any right or interest of Lessor, and such Lease shall terminate upon payment in full of all Lease Payments under such Lease and all other amounts then due thereunder. If Lessor permits an early termination, the purchase price Lessor may quote to Lessee may include a prepayment fee. 19. RETURN OF EQUIPMENT. In the case of an Event of Default under a Lease or an Event of Non-appropriation by Lessee with respect to a Lease in accordance with Section 6, Lessee will, at Lessee’s sole cost and expense, immediately return the Equipment (including all copies of any software free of any proprietary data), manuals, and accessories to any location and aboard any carrier Lessor may designate in the continental United States. The Equipment must be properly packed for shipment in accordance with the manufacturer's recommendations or specifications, freight prepaid and insured, and maintained in accordance with the terms of the related Lease. All Equipment must be free of markings. Lessee will pay Lessor for any missing or defective parts or accessories. Lessee will continue to pay Lease Payments until the Equipment is accepted by Lessor, which acceptance shall be deemed to occur fifteen (15) days after delivery unless Lessor rejects the Equipment for good cause within such fifteen (15) day period. Notwithstanding anything in this Section 19 to the contrary, any amounts to be paid by Lessee as provided in this Section 19 shall be payable solely from funds legally available for the purpose. 20. LESSEE’S REPRESENTATIONS AND WARRANTIES. Lessee hereby represents, covenants and warrants for the benefit of Lessor that as of the date hereof and as of Commencement Date for each Lease, and throughout each Lease Term: (a) Lessee is a state or political subdivision thereof within the meaning of Section 103 of the Internal Revenue Code of 1986, as amended (the “Code”); (b) Lessee is duly organized and existing under the Constitution and laws of the state in which Lessee is located; (c) Lessee is authorized to enter into and carry out its obligations under this Lease Agreement and each Lease and every other document required to be delivered in connection with this Lease Agreement and a Lease; (d) this Lease Agreement and each Lease have been duly authorized, executed and delivered by Lessee in accordance with all applicable laws, codes, ordinances, regulations, and policies; (e) any person signing the Lease Agreement and each Lease has the authority to do so, is acting with the full express authorization of Lessee’s governing body, and holds the office indicated below his or her signature, which is genuine; (f) the Equipment is essential to the immediate performance of a governmental or proprietary function by Lessee within the scope of Lessee’s authority and shall be used during the Lease Term only by Lessee and only to perform such function; (g) Lessee intends to use the Equipment for the entire Lease Term and shall take such action, in accordance with Section 6, to include in its annual budget request, for submission to Lessee’s governing body, any funds required to fulfill Lessee’s obligations for each succeeding fiscal period during the applicable Lease Term; (h) Lessee has complied fully with all applicable laws, codes, ordinances, regulations, and policies, governing open meetings, competitive pricing and/or public bidding and appropriations required in connection with each Lease, the selection and acquisition of the Equipment and the selection of Vendor; (i) all payments due and to become due during Lessee’s current fiscal period under a Lease are within the fiscal budget of such fiscal period, and are or will be included within an unrestricted and unencumbered appropriation currently available for the lease/purchase of the Equipment under the related Lease; (j) Lessee shall not do or cause to be done any act which shall cause, or by omission of any act 200 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4140638051 allow, the interest portion of any Lease Payment to become includible in Lessor’s gross income for Federal income taxation purposes under the Code; (k) Lessee shall comply with the information reporting requirements of Section 149(e) of the Code with respect to each Lease (such compliance shall include, but not be limited to, the execution of Form 8038-G or 8038-GC information reporting returns as appropriate); (l) all financial information provided by Lessee is true and accurate and fairly represents Lessee’s financial condition; (m) Lessee has not for at least its most recent ten fiscal periods failed to appropriate or otherwise make available funds sufficient to pay rental or other payments coming due under any lease purchase, installment sale or other similar agreement; (n) there is no litigation, pending or threatened that would materially adversely affect the transactions contemplated by this Lease Agreement, any Lease or the financial condition of Lessee; and (o) any and all Equipment that Lessee leases, purchases and/or acquires pursuant to this Lease Agreement and any Lease hereunder is for Lessee’s internal purposes only and Lessee is not and will not lease, purchase or acquire the Equipment for resale. 21. ASSIGNMENT. Lessor may, upon notice to Lessee but without Lessee’s consent, sell, assign, or transfer from time to time Lessor’s rights, title, and interest under this Lease Agreement and/or any Lease or Leases or interest therein, including the right to receive Lease Payments under a Lease and Lessor’s security interest in the Equipment under a Lease and any related Escrow Agreement to one or more assignees or subassignees (each, an “Assignee”). Lessee agrees that, upon such assignment, the Assignee will have the same rights and benefits of Lessor under the terms of the related Lease. Lessee agrees that the rights of Assignee will not be subject to any claims, defenses, or set-offs that Lessee may have against any Vendor. Upon notice to Lessee of such assignment, Lessee agrees to respond to any requests about the related Lease and, if directed by Lessor, to pay Assignee all Lease Payments and other amounts due under such Lease. Lessee hereby appoints Lessor as its agent to maintain a record of all assignments of each Lease in a form sufficient to comply with the registration requirements of Section 149(a) of the Code and the regulations prescribed thereunder from time to time, and Lessor agrees to maintain such registration record. 22. ADDITIONAL PAYMENTS. Lessor may, but is not obligated to, take on Lessee’s behalf any action which Lessee fails to take as required by any Lease, and Lessee shall pay any expenses incurred by Lessor in taking such action, which will be in addition to the Lease Payments as set forth in the related Lease. 23. RELEASE AND INDEMNIFICATION. To the extent permitted by applicable state law and subject to Section 6, Lessee shall indemnify, release, protect, hold harmless, save and defend Lessor from and against any and all liability, obligation, loss, claim, tax and damage whatsoever, regardless of the cause thereof, and all costs and expenses in connection therewith (including, without limitation, attorneys’ fees) arising out of or resulting from (a) entering into this Lease Agreement and/or any Lease; (b) the ownership of any item of Equipment; (c) the ordering, acquisition, use, installation, deployment, testing, operation, condition, purchase, delivery, rejection, storage or return of any item of Equipment; (d) any damage to property or personal injury or death of any person in connection with the operation, use, installation, deployment, testing, condition, possession, storage or return of any item of Equipment, or in connection with or resulting from Lessee’s acts, omissions, negligence, misconduct or breach of any provision of this Lease Agreement or any Lease(s) hereunder; and/or (e) the breach of any covenant or any material representation of Lessee contained in this Lease Agreement or any Lease. The indemnification obligations set forth herein shall continue in full force and effect notwithstanding the payment in full of all obligations under any Lease or the termination of the Lease Term under any Lease for any reason. 24. CERTAIN REPRESENTATIONS AND WARRANTIES OF THE LESSOR. Lessor hereby represents and warrants to Customer that (a) neither Lessor nor any wholly- or majority-owned subsidiary, parent company, or affiliate of Lessor/Owner is an entity listed by the Texas Comptroller of Public Accounts under Sections 2270.0201 or 2252.153 of the Texas Government Code (the “Code”) as noted on a list made available through the following link: https://comptroller.texas.gov/purchasing/publications/divestment.php.; and (b) Lessor and each of its wholly- and majority-owned subsidiaries, parent company, and affiliates(i) do not and will not “boycott Israel” during the term of the Agreement as required by Section 2270.002 of the Code and as such term is defined in Section 808.001 of the Code; (ii) do not and will not “boycott energy companies” during the term of the Agreement as required by Section 2274 (as added by Senate Bill 13 in the 87th Texas Legislative Session) of the Code, as amended, as such term is defined in Section 809.001 of the Code; and (iii) do not have a practice, policy, guidance, or directive that “discriminates against a firearm entity or firearm trade association” and will not discriminate during the term of the Agreement against a firearm entity or firearm trade association as required by Section 2274 (as added by Senate Bill 19 in the 87th Texas Legislative Session) of the Code, as amended, and as such term is defined in Section 2274.001(3) of the Code. 25. LIMITATIONS. The parties intend that the collection of any damages, the exercise of any remedy, the enforceability of any indemnity, and any requirements of Lessee relative to Non-Appropriation set forth in the Lease are subject to any limitations imposed by applicable law. To the extent Lessor’s remedies for a Lessee default under the Lease include any right to accelerate amounts to become due under the Lease, such acceleration shall be limited to amounts to become due during Lessee’s then current fiscal period. 26. MISCELLANEOUS. Each Lease, together with this Lease Agreement, contains the entire agreement of the parties regarding the subject matter hereof which is limited to lease financing. TIME IS OF THE ESSENCE IN EACH LEASE. If a court of competent jurisdiction finds any provision of any Lease to be unenforceable, the remaining terms of such Lease shall remain in full force and effect. Each Lease may be simultaneously executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument; provided, however, that only counterpart one of each Lease (including the terms and conditions of this Lease Agreement incorporated therein by reference) shall constitute the original for such Lease for purposes of the sale or transfer of such Lease as chattel paper. References herein to “Lessor” shall be deemed to include each of its Assignees from and after the effective date of each assignment. The captions or heading in this Lease Agreement and in each Lease are for convenience only and in no way define, limit or describe the scope or intent of any provisions. This Lease Agreement and each Lease will be governed by the laws of the state where Lessee is located without regard to the conflict of law principles thereof. Lessor and Lessee both intend to comply with all applicable laws. If it is determined that Lessee’s payments under the Lease result in an interest payment higher than allowed by applicable law, then any excess interest collected will be applied to the repayment of principal, and interest will be charged at the highest rate allowed by law. Lessee and Lessor both intend that this Lease Agreement and any Schedule, Acceptance Certificate, Escrow Agreement or any other related document or certificate (each a “Document”) containing the electronic signature of both parties using the procedure or method for electronic signatures that Lessor provided to Lessee (“Electronic Signature”) shall constitute the sole original authenticated Document for all purposes (including without limitation the perfection of security interests and admissibility of evidence). Lessee and 201 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4140638051 Lessor acknowledge that any such Electronic Signatures will be applied by the duly authorized representative of the respective party with the intent to sign, authenticate and accept the Documents on behalf of such party. 27. NOTICES. All written notices under any Lease must be sent by certified mail or recognized overnight delivery service, postage prepaid, to the addresses as stated on each Lease, or by facsimile transmission, with written confirmation of receipt. [Signature page follows] IMPORTANT: READ BEFORE SIGNING. THE TERMS OF THIS LEASE AGREEMENT AND EACH LEASE SHOULD BE READ CAREFULLY BECAUSE ONLY THOSE TERMS IN WRITING ARE ENFORCEABLE. TERMS OR ORAL PROMISES WHICH ARE NOT CONTAINED IN THIS LEASE AGREEMENT OR A LEASE MAY NOT BE LEGALLY ENFORCED. THE TERMS OF THIS LEASE AGREEMENT OR A LEASE MAY ONLY BE CHANGED BY ANOTHER WRITTEN AGREEMENT BETWEEN THE PARTIES. EXCEPT FOR AN EVENT OF NON-APPROPRIATION, EACH LEASE IS NOT CANCELABLE BY LESSEE. LESSOR: WELLS FARGO VENDOR FINANCIAL SERVICES, LLC LESSEE: TOWN OF WESTLAKE 2600 J T Ottinger Rd. Westlake, TX 76262-8012 BY: [[GECOUNTERSIGNER_SIGNATURE_0_BLOCK0_0]] BY: [[CUSTOMER_SIGNATURE_0_BLOCK0_7138732]] PRINT NAME: [[GECOUNTERSIGNER_NAME_0_BLOCK0_0]] PRINT NAME: [[CUSTOMER_NAME_0_BLOCK0_7138732]] TITLE: [[GECOUNTERSIGNER_TITLE_0_BLOCK0_0]] TITLE: [[CUSTOMER_TITLE_0_BLOCK0_7138732]] FED TAX ID#: 202 AE Public $Out Rev 08/2022 450-7994319-002 Manual 3-4140638051 EXHIBIT A Schedule No. 002 to Lease Purchase Agreement # 450-7994319 Dated _________ This Schedule No. 002 (“Schedule”) is entered into pursuant to that certain Lease Purchase Agreement identified by # 450-7994319 dated _________, (“Lease Agreement”), and is effective as of __________________, 20____. All of the terms and conditions of the Lease Agreement, including Lessee’s representations and warranties, are incorporated herein by reference. Unless otherwise indicated, all capitalized terms used but not otherwise defined herein shall have the same meaning as set forth in the Lease Agreement. Lessee hereby acknowledges and agrees that its obligation to make Lease Payments as set forth in this Schedule is absolute and unconditional as of the date hereof and on each date and in the amounts as set forth in the Lease Payment Schedule, subject to the terms and conditions of the Lease. Lessee expressly represents that at least ninety-five percent (95%) of the financing cost set forth in this Schedule is being used to acquire Equipment that will be capitalizable for federal income tax purposes EQUIPMENT INFORMATION QTY EQUIPMENT DESCRIPTION Personal computers, electronic devices, servers, and networking equipment with a value not to exceed $788,541.50 as such equipment is more particularly described in invoices presented to Wells Fargo Vendor Financial Services, LLC, as Lessor, and accepted by Lessee, which descriptions are incorporated herein by reference. Final Rental payment will be amended, if necessary, determined by final equipment payment by Lessor as determined by the effective interest rate stated below. Equipment Location: 2600 J T OTTINGER RD. WESTLAKE, TX 76262-8012 LEASE PAYMENT SCHEDULE Pmt # Payment Date Payment Amount Interest Principal Outstanding Balance Commencement 7/1/2025 $788,541.45 1 7/1/2025 $262,847.15 $0.00 $262,847.15 $525,694.30 2 7/1/2026 $262,847.15 $0.00 $262,847.15 $262,847.15 3 7/1/2027 $262,847.15 $0.00 $262,847.15 $0.00 Totals $788,541.45 $0.00 $788,541.45 Promotional Interest Rate: 0.00% The interest rate for this Lease based on the Issue Price (the “Yield” for federal income tax purpose) is 7.59% per annum. Such Issue Price and Yield will be stated in the Form 8038-G or 8038-GC, as applicable. Notwithstanding anything to the contrary in the Lease Agreement, the Equipment will be deemed accepted by you on the date the Equipment is delivered to you, or any later date that we designate, assuming that you satisfy all other pre-conditions to the Lease, as determined by us. You will have five days following the delivery of the Equipment to notify us in writing that you would like to reject the Equipment. We may require that you verify your acceptance of the Equipment by telephone or an executed certificate of acceptance. IMPORTANT: Read before signing. The terms of the Lease Agreement should be read carefully because only those terms in writing are enforceable. Terms or oral promises which are not contained in this written agreement may not be legally enforced. The terms of the Lease Agreement or Lease may only be changed by another written agreement between Lessor and Lessee. Lessee agrees to comply with the terms and conditions of the Lease Agreement and this Lease. LESSOR: WELLS FARGO VENDOR FINANCIAL SERVICES, LLC LESSEE: TOWN OF WESTLAKE SIGNATURE: SIGNATURE: NAME / TITLE: NAME / TITLE: DATE: DATE: FED TAX ID #: ADDRESS: 2600 J T OTTINGER RD WESTLAKE, TX 76262-8012 203 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4612882621 EXHIBIT B ACCEPTANCE CERTIFICATE Re: Schedule No. 002, dated _________________, 20____, (the “Schedule”) to Lease Purchase Agreement # 450-7994319 Agreement, dated as of _________, between Apple Inc., as Lessor, and TOWN OF WESTLAKE, as Lessee. Apple Inc. is hereby requested to pay the person or entity designated below as Payee, the sum set forth below in payment of a portion or all of the cost of the acquisition described below. The amount shown below is due and payable under the invoice of the Payee attached hereto with respect to the cost of the acquisition of the equipment and has not formed the basis of any prior request for payment. The equipment described below is all of the "Equipment" listed in the Schedule to the Lease Purchase Agreement referenced above. Payee Name: ___________________________ Description or Invoice # $ Amount Lessee hereby certifies and represents to and agrees with Lessor as follows: (1) The Equipment described above has been delivered, installed and accepted on the date hereof. (2) Lessee has conducted such inspection and/or testing of the Equipment listed in the Schedule as it deems necessary and appropriate and hereby acknowledges that it accepts the Equipment for all purposes. (3) Lessee is currently maintaining the insurance coverage required by Section 15 of the Lease Agreement. (4) No event or condition that constitutes, or with notice or lapse of time or both would constitute, an Event of Default or Event of Non-appropriation (each as defined in the Lease Agreement) under any Lease exists at the date hereof. FINAL ACCEPTANCE CERTIFICATE (All Equipment Has Been Accepted) LESSEE: TOWN OF WESTLAKE DBA WESTLAKE ACADEMY Signature: X Printed Name/Title: X Date: X PLEASE RETURN PAYMENT REQUEST TO: WELLS FARGO VENDOR FINANCIAL SERVICES, LLC. 5000 Riverside Drive, Suite 300 East Irving, TX 75039-4314 204 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4612882621 EXHIBIT C INCUMBENCY CERTIFICATE LEASE PURCHASE AGREEMENT # 450-7994319 dated _________ Being a knowledgeable and authorized agent of the Lessee, I hereby certify to Lessor that the person(s) who executed the Lease Agreement and each Schedule are legally authorized to do so on behalf of the Lessee and that the signatures that appear on the Lease Agreement and each applicable Schedule are genuine. LESSEE: TOWN OF WESTLAKE DBA WESTLAKE ACADEMY Signature: Printed Name/Title: Date: (THE INCUMBENCY IS TO BE EXECUTED BY A PERSON OTHER THAN THE SIGNER OF THIS SCHEDULE AND RELATED DOCUMENTS. THIS MAY BE A BOARD CLERK/SECRETARY, BOARD MEMBER OR SUPERINTENDENT.) 205 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4140638051 CONTACT INFORMATION Pursuant to the Lease Purchase Agreement # 450-7994319 dated _________, (the “Lease Agreement”), Schedule No. 002 (“Schedule”), between WELLS FARGO VENDOR FINANCIAL SERVICES, LLC (the “Lessor”) and TOWN OF WESTLAKE (the “Lessee”), Lessee hereby acknowledges the obligations to make Lease Payments promptly when due in accordance with the Lease Agreement and Schedule. INVOICE MAILING ADDRESS: SHIP TO ADDRESS: EARLIEST DATE THE DELIVERY CAN BE ACCEPTED: Mail invoices to the attention of: Digital Product Contact: Phone: Phone: Cell: Cell: Email: Email: Primary Contact: Summer – Primary Contact: Phone: Phone: Cell: Cell: Email: Email: Secondary Contact: Summer – Secondary Contact: Phone: Phone: Cell: Cell: Email: Email: Product Delivery Contact: Product Delivery – Second Contact: Phone: Phone: Cell: Cell: Email: Email: 206 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4140638051 Lease Purchase Agreement No: 450-7994319 Lease Schedule #:002 Dated: TOWN OF WESTLAKE EXHIBIT F INSURANCE COVERAGE REQUIREMENTS 1) Insurance Agency - Name of Agency, Phone Number, Fax Number, and Contact Name 2) Property Damage & Loss Coverage – a) "All Risk" Physical Damage & Loss Insurance b) Include: Policy Number, Effective Date and Expiration Date c) WELLS FARGO VENDOR FINANCIAL SERVICES, LLC and its Assigns named "Loss Payee" d) Endorsement giving 30 days written notice of any changes or cancellation. LIMITS: The full replacement value of the equipment. 3) The Certificate Holder should be named as follows: WELLS FARGO VENDOR FINANCIAL SERVICES, LLC and its assigns 5000 Riverside Drive, Suite 300 East Irving, TX 75039-4314 FOR SELF INSURANCE: A letter needs to be prepared on Lessee's Letterhead and addressed to WELLS FARGO VENDOR FINANCIAL SERVICES, LLC and its Assigns, and signed by an authorized official of the Lessee. The letter must refer to the Lease Agreement, and include information regarding the statute authorizing this form of insurance (with a copy of the statute attached to the letter). 207 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4612882621 EXHIBIT E INVOICE Remit Payment To: Well Fargo Vendor Financial Services, LLC Attn: Contracts 5000 Riverside Drive, Suite 300 East Irving, TX 75039-4314 BILLING ID CUSTOMER NO CUSTOMER SERVICE 450-7994319-002 1-800-535-1680 INVOICE INVOICE DATE DUE DATE TOTAL DUE ADV450-7994319-002 May 15, 2025 7/1/25 $262,847.15 SOLD TO: TOWN OF WESTLAKE DBA WESTLAKE ACADEMY 2600 J T OTTINGER RD WESTLAKE, TX 76262-8012 ACCOUNT DUE DATE DESCRIPTION AMOUNT 450-7994319- 002 7/1/25 Advanced Lease Payment $262,847.15 ***Please return your payment with this invoice. Your payment is due at the time of lease commencement.*** _________________________________________________________________________________________________ 208 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4612882621 Form 8038-G (Rev. October 2021) Department of the Treasury Internal Revenue Service Information Return for Tax-Exempt Governmental Bonds © Under Internal Revenue Code section 149(e) © See separate instructions. Caution: If the issue price is under $100,000, use Form 8038-GC. © Go to www.irs.gov/F8038G for instructions and the latest information. OMB No. 1545-0047 Part I Reporting Authority Check box if Amended Return © 1 Issuer’s name 2 Issuer’s employer identification number (EIN) 3a Name of person (other than issuer) with whom the IRS may communicate about this return (see instructions) 3b Telephone number of other person shown on 3a 4 Number and street (or P.O. box if mail is not delivered to street address) Room/suite 5 Report number (For IRS Use Only) 3 6 City, town, or post office, state, and ZIP code 7 Date of issue 8 Name of issue 9 CUSIP number 10a Name and title of officer or other employee of the issuer whom the IRS may call for more information 10b Telephone number of officer or other employee shown on 10a Part II Type of Issue (Enter the issue price.) See the instructions and attach schedule. 11 Education . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 12 Health and hospital . . . . . . . . . . . . . . . . . . . . . . . . . . 12 13 Transportation . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 14 Public safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 15 Environment (including sewage bonds) . . . . . . . . . . . . . . . . . . . . 15 16 Housing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 17 Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 18 Other. Describe © 18 19a If bonds are TANs or RANs, check only box 19a ..................................................................... © b If bonds are BANs, check only box 19b ................................................................................... © 20 If bonds are in the form of a lease or installment sale, check box ............................................... © Part III Description of Bonds. Complete for the entire issue for which this form is being filed. 21 (a) Final maturity date (b) Issue price (c) Stated redemption price at maturity (d) Weighted average maturity (e) Yield $ $ years % Part IV Uses of Proceeds of Bond Issue (including underwriters’ discount) 22 23 Proceeds used for accrued interest . . . . . . . . . . . . . . . . . . Issue price of entire issue (enter amount from line 21, column (b)) . . . . . . . . . . . . . . 22 23 24 Proceeds used for bond issuance costs (including underwriters’ discount) 24 25 Proceeds used for credit enhancement . . . . . . . . . . . . 25 26 Proceeds allocated to reasonably required reserve or replacement fund . 26 27 Proceeds used to refund prior tax-exempt bonds. Complete Part V . . . 27 28 Proceeds used to refund prior taxable bonds. Complete Part V . . . . 28 29 30 Total (add lines 24 through 28) . . . . . . . . . . . . . . . . . . . . Nonrefunding proceeds of the issue (subtract line 29 from line 23 and enter amount here) . . . . . . 29 30 Part V Description of Refunded Bonds. Complete this part only for refunding bonds. 31 Enter the remaining weighted average maturity of the tax-exempt bonds to be refunded . . . © years 32 Enter the remaining weighted average maturity of the taxable bonds to be refunded . . . . © years 33 Enter the last date on which the refunded tax-exempt bonds will be called (MM/DD/YYYY) . . 34 Enter the date(s) the refunded bonds were issued © (MM/DD/YYYY) © For Paperwork Reduction Act Notice, see separate instructions. Cat. No. 63773S Form 8038-G (Rev. 10-2021) 209 AE Public $Out 1.0T 1/2012 450-7994319-002 Manual 3-4612882621 Form 8038-G (Rev. 10-2021) Page 2 Part VI Miscellaneous 35 Enter the amount of the state volume cap allocated to the issue under section 141(b)(5) . . . . 36a Enter the amount of gross proceeds invested or to be invested in a guaranteed investment contract (GIC). See instructions . . . . . . . . . . . . . . . . . . . . . . . . . b Enter the final maturity date of the GIC © (MM/DD/YYYY) c Enter the name of the GIC provider © 37 Pooled financings: Enter the amount of the proceeds of this issue that are to be used to make loans to other governmental units . . . . . . . . . . . . . . . . . . . . . . . . 35 36a 37 38a If this issue is a loan made from the proceeds of another tax-exempt issue, check box © and enter the following information: b Enter the date of the master pool bond © (MM/DD/YYYY) c Enter the EIN of the issuer of the master pool bond © d Enter the name of the issuer of the master pool bond © 39 If the issuer has designated the issue under section 265(b)(3)(B)(i)(III) (small issuer exception), check box ........................ © 40 If the issuer has elected to pay a penalty in lieu of arbitrage rebate, check box .................................................................. © 41a If the issuer has identified a hedge, check here © and enter the following information: b Name of hedge provider © c Type of hedge © d Term of hedge © 42 If the issuer has superintegrated the hedge, check box ....................................................................................................... © 43 If the issuer has established written procedures to ensure that all nonqualified bonds of this issue are remediated according to the requirements under the Code and Regulations (see instructions), check box .......................................... © 44 If the issuer has established written procedures to monitor the requirements of section 148, check box ........................... © 45a If some portion of the proceeds was used to reimburse expenditures, check here © and enter the amount of reimbursement . . . . . . . . . . . . . . © b Enter the date the official intent was adopted © (MM/DD/YYYY) Signature and Consent Under penalties of perjury, I declare that I have examined this return and accompanying schedules and statements, and to the best of my knowledge and belief, they are true, correct, and complete. I further declare that I consent to the IRS’s disclosure of the issuer’s return information, as necessary to process this return, to the person that I have authorized above Signature of issuer’s authorized representative Date Type or print name and title Paid Preparer Use Only Print/Type preparer’s name Preparer’s signature Date Check if self-employed PTIN Firm’s name © Firm’s EIN © Firm’s address © Phone no. Form 8038-G (Rev. 10-2021) 210 Terms & Use | Privacy Policy | Return Policy Apple Quote ID: Copyright © 2022 Apple Inc. All rights reserved.Date of last revision – December 8th, 2022 Page 1 of 4 Apple Inc. Education Price Quote Customer: Jason Power WESTLAKE ACADEMY Phone: Email: Apple Inc: Morgan Cruz Email: Apple Quote: Quote Date: May 08, 2025 Quote Valid Until: June 05, 2025 Quote Comments: Item #Details Qty Unit List Price Extended List Price 1 13-inch MacBook Air: Apple M4 chip with 10-core CPU and 8- core GPU, 16GB, 256GB SSD - Silver (Packaged in a 5-pack) Part Number: MW173LL/A Configuration: 065-CH5Q : Apple M4 chip with 10‑core CPU, 8‑core GPU, 16‑core Neural Engine 065-CH5V : 16GB unified memory 065-CH5Y : 256GB SSD storage 065-CH63 : 30W USB-C Power Adapter 065-CH7C : 12MP Center Stage camera 065-CH7D : Two Thunderbolt 4 ports 065-CH7F : MagSafe 3 charging port 065-CH7G : 13.6-inch Liquid Retina display with True Tone 065-CH9N : None 065-CH98 : Backlit Magic Keyboard with Touch ID - US English 065-CH9K : Accessory Kit 130 $879.00 $114,270.00 2 3-Year AppleCare+ for Schools 13-inch MacBook Air (M3/M4) (no service fees) Part Number: SLTF2LL/A 130 $159.00 $20,670.00 3 iPad Wi-Fi 128GB-Silver (Packaged in a 10-pack), Logitech Rugged Combo 4 Touch Case, w/ 3YR AppleCare+ for Schools (no service fees) Part Number: BCU03LL/A 111 $4,829.50 $536,074.50 iPad Wi-Fi 128GB - Silver (Packaged in a 10-pack) Part Number: MD6L4LL/A Quantity: 1110 211 Terms & Use | Privacy Policy | Return Policy Apple Quote ID: Copyright © 2022 Apple Inc. All rights reserved.Date of last revision – December 8th, 2022 Page 2 of 4 3-Year AppleCare+ for Schools - iPad (no service fees) Part Number: S7831LL/A Quantity: 1110 Logitech Rugged Combo 4 Touch Case with Integrated Smart Connector Keyboard for iPad (A16) – Blue Part Number: HQ6P2ZM/A Quantity: 1110 4 Jamf School for macOS, iOS and tvOS Lifetime License - Per Unique Device (View License Agreement https://resources.jamf.com/documents/jamf-SLASA.pdf) Part Number: HL2M2LL/A 365 $17.50 $6,387.50 5 Jamf School for macOS, iOS and tvOS 1-Year Subscription License - Per Device, Per Year (View License Agreement https://resources.jamf.com/documents/jamf-SLASA.pdf) Part Number: HL2L2LL/A 3300 $5.50 $18,150.00 6 Jamf Connect (EDU) Subscription License - 1 Year ( < 10K Licenses, View License Agreement https://resources.jamf.com/documents/jamf-SLASA.pdf) Part Number: HNGQ2LL/A 1050 $5.00 $5,250.00 7 Bretford CUBE Cart Mini AC 24 (USB-C Pre-Wired) Part Number: HRGD2LL/A 20 $2,499.95 $49,999.00 8 Logitech Crayon for iPad Part Number: HQ6R2ZM/A 150 $49.95 $7,492.50 9 13-inch iPad Air Wi-Fi 128GB - Space Gray Part Number: MCNH4LL/A 1 $749.00 $749.00 10 3-Year AppleCare+ for Schools iPad Air 13-inch (M2/M3) Part Number: SMFN2LL/A 1 $99.00 $99.00 11 Logitech Combo Touch Keyboard Case for iPad Air 13-inch (M2) Part Number: HRH22ZM/A 1 $229.95 $229.95 12 APS IPAD PACKAGE2 DEPLOY SERVICES-USA Part Number: DA3G2LL/A 1110 $18.00 $19,980.00 13 APS MB DEPLOY SVC W/ DEPLOYASSIST-USA Part Number: D9284LL/A 130 $21.00 $2,730.00 212 Terms & Use | Privacy Policy | Return Policy Apple Quote ID: Copyright © 2022 Apple Inc. All rights reserved.Date of last revision – December 8th, 2022 Page 3 of 4 14 APS SERIAL NUMBER ASSET TAG-USA Part Number: DD9V2LL/A 130 $7.00 $910.00 15 APS SERIAL NUMBER ASSET TAG-USA Part Number: DD9V2LL/A 1110 $5.00 $5,550.00 Education List Price Total Additional Tax Estimated Tax Total Tax Extended Total Price* $788,541.45 $0.00 $0.00 $0.00 $788,541.45 *In most cases Extended Total Price does not include Sales Tax *If applicable, eWaste/Recycling Fees are included. Standard shipping is complimentary 213 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA RES 25-14 Agenda Date:5/20/2025 Agenda #:H.9. ACADEMY STAFF REPORT RECOMMENDATION Discuss, consider and act to approve WA Resolution 25-14, authorizing the Head of School to enter into a 3- year lease agreement with CSI Leasing for the acquisition of hardware to support the Westlake Academy One- to-One technology device initiative (Jason Power, Director of Information Technology) STAFF: Jason Power, Director of Information Technology BACKGROUND: The Westlake Academy One-to-One technology device initiative began in the 2013-2014 school year in grades 4-6, with a purchase of 170 Apple iPad mini tablets for students and faculty. In the 2014-2015 school year, we procured an additional 640 Apple iPad mini tablets, network hardware, software, and equipment management resources to extend the program to all students in Grades 1 through 12. In 2016, the iPad Minis were replaced with 1,020 iPad Air 2 tablets and new laptops were purchased for Westlake Academy Staff. In 2019, 1,050 iPad 6th generation tablets with keyboard cases and 125 MacBook Air laptops were leased for staff. In 2022, the Academy leased 1,100 iPad 9th generation tablets with keyboard cases, 125 MacBook Air laptops, and 75 Apple TVs for classroom use and digital signage. This current lease ends on June 30, 2025. At that time, all leased hardware must either be returned to CSI Leasing, purchased outright, or renegotiated into a new lease at a reduced cost. Apple laptops purchased in 2016 and 2019 have since been repurposed for student use in mobile computer carts. These devices are now 6 to 10 years old and are no longer reliable due to the lack of replacement parts and the end of software and security update support. DISCUSSION: Staff recommend retaining the 125 MacBook Air laptops from the 2022 lease, as they would serve as excellent replacements for the aging devices currently used in student carts. The same model is still sold by Apple and should continue receiving software and security updates for several more years. Similarly, the 75 Apple TVs from the 2022 lease remain fully functional. Replacing them would add approximately $11,175 to a new lease. Therefore, staff recommend retaining these devices as well. In April 2025, staff contacted CSI Leasing to explore options for buying out or renewing the lease at a lower Town of Westlake Printed on 5/16/2025Page 1 of 2 powered by Legistar™214 File #:WA RES 25-14 Agenda Date:5/20/2025 Agenda #:H.9. cost for the MacBook Air laptops and Apple TVs. CSI Leasing provided two options: •. Buyout Cost: $51,294.38 for all 125 MacBook Airs and 75 Apple TVs • 3-Year Lease Option: $1,547.30/month, totaling $55,702.80 over three years Staff recommend selecting the 3-year lease option. FISCAL IMPACT: Fiscal Impact is $1,547.30/month 3 years; $55,702.80 total over 3 years. STAFF RECOMMENDATION: Staff recommends approval of WA Resolution 25-14 as presented. ATTACHMENTS: WA Res 25-14 CSI Leasing proposal 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 5/16/2025Page 2 of 2 powered by Legistar™215 WA Resolution 25-14 Page 1 of 2 WESTLAKE ACADEMY WA RESOLUTION NO. 25-14 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES, AUTHORIZING THE HEAD OF SCHOOL TO ENTER INTO A LEASE AGREEMENT WITH CSI LEASING, INC., FOR THE PURCHASE OF TECHNOLOGY AT WESTLAKE ACADEMY FOR A ONE-TO-ONE DEVICE INITIATIVE WHEREAS, Staff have assessed current technology needs and identified a three-year technology lease supportive of the one-to-one device initiative at Westlake Academy for faculty and students in Grades K-12; and, WHEREAS, this lease would allow the immediate procurement of needed technology resources to support the educational initiatives at Westlake Academy; 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: 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 3: That, the Board of Trustees of Westlake Academy, hereby approves and authorizes the Head of School to enter inter a lease agreement with CSI Leasing, Inc. SECTION 4: That this resolution shall become effective from and after its date of passage. 216 WA Resolution 25-14 Page 2 of 2 PASSED AND APPROVED ON THIS 20th DAY OF May 2025. _____________________________ ATTEST: Kim Greaves, President _____________________________________ _____________________________ Dianna Buchanan, Board Secretary Dr. Kelly Ritchie, Head of School APPROVED AS TO FORM: ____________________________ Janet S. Bubert, School Attorney 217 Lease Proposal for Westlake Academy Prepared by: Chris Black Date: 05/02/2025 Lease program: 36 Month Lease Extension Equipment description: Apple TVs & MacBooks Estimated hardware cost: $51,294.38 Lease term: 36 mos Term Start Date: 7/1/2025 Value-added services: - Ability to consolidate multiple brands on one schedule - Unlimited customer users for our online asset tool, MyCSISM - Custom invoices to help you track assets and costs internally - Data sanitization according to the National Institute of Standards and Technology, with proof of sanitization - All end-of-life IT assets are disposed according to local environmental laws - Includes Personal Property Taxes Lease Pmt: 36 mos $1,547.30 No fees: CSI will not charge administrative fees, end of lease fees or deposits. Payments: Monthly in advance. Daily rent: Current Rent will continue to be charged until 06/30/2028. End of lease options: Extend, restructure, buy out or return on an asset level. All buy out and extension pricing is based on fair market value. Valid through: This proposal is valid for 14 days from date of proposal. Contingencies: This proposal is contingent upon final credit approval by CSI. Rate protection: The lease rates specified in this proposal are based on the like-term SOFR Interest Rate Swap (the “SWAP Yield”) as of the date of this proposal. The lease rates are subject to a one-time increase based on the SWAP Yield in effect at the start of the lease term. Investing in Your Growth The information contained within this proposal is confidential and proprietary and is for information and evaluation purposes only. This proposal is not to be disclosed to any parties other than the company named above (the “Customer”), its employees, officers or directors with a need to know the information contained herein, unless CSI otherwise agrees in writing. Unless and until a written contract has been duly executed, neither Customer nor CSI Leasing, Inc. will have any obligation to the other with respect to any proposed transaction, with respect to the procedures employed in connection therewith, or with respect to any representations made by either party. The terms and conditions contained within a final signed contract between Customer and CSI Leasing will supersede those within this document. 218 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:WA 25-124 Agenda Date:5/20/2025 Agenda #: H.10. ACADEMY STAFF REPORT RECOMMENDATIONS Discuss, review and acknowledge receipt of the Intruder Detection Audit Report submitted by the Texas School Safety Center and approve related corrective actions to enhance safety and security measures at Westlake Academy (Head of School Dr. Kelly Ritchie) STAFF:Dr. Kelly Ritchie, Head of School NOTE:Related Item Executive Session I.1. BACKGROUND: The top priority of Westlake Academy and the State of Texas is keeping students and staff safe every day. The Texas School Safety Center recently conducted an Intruder Detection Audit at the Westlake Academy campus. The audit tests whether a campus is accessible to an unauthorized individual. This audit, conducted as part of Governor Abbott’s school safety directives for all school systems following the tragedy in Uvalde, seeks to help districts identify how campuses can improve safety for students, such as ensuring exterior doors are locked. The audit provides us with an opportunity to create a safer learning environment for our students and staff. We are working to ensure that we are training all our staff and securing our doors for the protection of everyone on campus. The support from the state in conducting the Intruder Detection Audits is just one of the many actions we are taking to ensure our school is safe. We know that this work does not end, and we appreciate the Board’s support. We acknowledge that parents and community members are likely very interested in the details of the audit results; however, it is in the best interest of the students that we do not share this information to the broader public as it could lead to compromising important campus security information. Specific details of the Intruder Detection Audit will be discussed in the executive session. Westlake Academy is committed to providing a safe and secure learning environment for our students and staff. Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™219 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:25-128 Agenda Date:5/20/2025 Agenda #:I.1. ACADEMY STAFF REPORT RECOMMENDATION Section 551.076 Deliberation Regarding Security Devices or Security Audits Related to Summary of Findings of an Intruder Detection Audit for Westlake Academy STAFF:Dr. Kelly Ritchie, Head of School NOTE: EXECUTIVE SESSION ITEM: I.1. Action Item H.10. Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™220 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:25-114 Agenda Date:5/20/2025 Agenda #:I.2. TOWN STAFF REPORT RECOMMENDATIONS Section 551.071: Consultation with and legal advice from the Town Attorney regarding pending litigation - Vertical Bridge v. Town of Westlake Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™221 Town of Westlake Staff Report 1500 Solana Blvd Building 7, Suite 7100 Westlake, TX 76262 File #:25-131 Agenda Date:5/20/2025 Agenda #:I.3. TOWN STAFF REPORT RECOMMENDATIONS Section 551.071: Consultation with and legal advice from Academy Attorney regarding Westlake Academy Attendance Policy and Admissions Policy. Town of Westlake Printed on 5/16/2025Page 1 of 1 powered by Legistar™222