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HomeMy WebLinkAboutWA Res 25-24 Policy 5.09 WA Approved Affiliate GroupsEXHIBIT A TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 5.09: Date Board Adopted: May 7, 2012 Date Board Amended: Effective Date: __________ Policy Category: Governance Policy Name: Westlake Academy Affiliate Groups Policy Goal: To establish guidelines for the relationship between Westlake Academy and nonprofit organizations identified as Westlake Academy Affiliate Groups, which are organizations that work with Westlake Academy and its stakeholders within the community to support financial sustainability and enhance student opportunities by operating an efficient affiliate organization with well-managed resources designed to further the Academy’s mission and vision statements. Policy Description: Affiliate groups of Westlake Academy must be identified as such by the Board of Trustees and agree to comply with the expectations identified in this policy and the Memorandum of Understanding (MOU) between the affiliate group and the Academy. The Board of Trustees shall determine, in its sole discretion, whether an organization will be recognized as an affiliate group of the Academy and may revoke such status at any time. To be considered as an affiliate group, an organization must have a formal organizational structure and the organization’s purpose must further the Academy’s official mission, vision and values. Recognized Affiliate Groups As of the effective date of this policy, which may be amended from time to time, Westlake Academy recognizes the following affiliate groups: • House of Commons: The House of Commons is the Academy’s Parent/Teacher Organization, created to support the Westlake Academy community, through sponsoring social and educational events, assisting with filling the volunteer needs of the school, Westlake Academy Board of Trustees Policy Manual managing and operating the Academy’s Spirit Shop, and contributing financially for the benefit of Westlake Academy. • Westlake Academy Foundation The Westlake Academy Foundation exists to raise funds for the operational needs of the Academy, manage capital campaigns and solicit funding for other special projects, and build an endowment fund for the benefit of Westlake Academy. • Westlake Academy Booster Club The Westlake Academy Booster Club supports the Academy’s athletic program by encouraging parent and community participation to enhance the athletic experience at the Academy, which includes organizing volunteers and managing and operating concessions at extra-curricular events, as well as fundraising activities consistent with the organization's governing documents. Affiliate Group Benefits Westlake Academy affiliate groups will receive special consideration for requests to use Academy and/or Town facilities for events or programs of the organization. As further described in the MOU with each affiliate group, Westlake Academy agrees to work collaboratively with the affiliate groups to promote and support programs and events benefiting the Academy. Subject to any limitations in Westlake Academy policy or required by law, the Academy agrees to facilitate access to Westlake Academy email lists and other directory information for students and parents upon request of an affiliate group. Affiliate Group Responsibilities Westlake Academy affiliate groups agree to operate in a way that is consistent with the Academy’s philosophy and objectives and adopted Board policies. To the extent applicable, affiliate groups agree to ensure all operations and organizational activities comply with any guidelines or requirements established by Westlake Academy or the governing body of any athletic or extra-curricular association to which the Academy belongs. Affiliate groups further agree to comply with all applicable local, state and federal laws, rules and regulations. Affiliate groups agree to comply with all applicable fiscal obligations, including but not limited to, required IRS filings, collecting and reporting any applicable sales tax, obtaining all necessary permits related to sales/use taxes or food handling. Westlake Academy Board of Trustees Policy Manual Each affiliate group will enter into an MOU with Westlake Academy, which will further describe the benefits and obligations related to the organization’s affiliate group status. Such obligations may include, but will not be limited to, the following: • Providing Westlake Academy copies of the organization's governing documents, such as the Certificate of Formation, bylaws, and any amendments to such documents; • Providing proof annually of liability insurance coverage maintained by the organization in the amount of at least $500,000 for each person and $1,000,000 for each single occurrence for death or bodily injury and $100,000 for each single occurrence for injury to or destruction of property; • Presenting a quarterly report to the Academy’s Board of Trustees on the affiliate group’s activities and events and describing the organization’s contributions, financial and otherwise, to Westlake Academy; • Providing Westlake Academy a completed annual audit report or other financial report as agreed upon in the MOU; • Participating in an annual meeting with Academy and/or Town staff to discuss the organization’s priorities for the coming fiscal year, including any special projects, fundraising events or campaigns that may impact the budget planning process or the expenditures of Westlake Academy and/or the Town of Westlake; • Ensuring all volunteers participating in the affiliate group’s operations or programs comply with all provisions of the Academy’s Volunteer Policy, including the procedures for criminal history background checks to the extent required by Academy policy or state law; • Obtaining prior approval for the use of logos or other marks established for use by the Town of Westlake, Westlake Academy, or Westlake Academy athletic teams, as well as complying with any other policies or procedures adopted by the Academy related to the use of same; • Complying with procedures identified in the MOU related to conducting fundraising events or other events or programs that use Academy or Town facilities or resources; • Complying with applicable access and check-in procedures adopted by the Academy related to access to Academy and/or Town facilities; • Complying with any restrictions communicated by the Academy related to the use of parent email lists or other Academy resources used to communicate with Academy students or parents. Dates Amended: Resolution Number: July 15, 2024 WA Resolution 24-23