HomeMy WebLinkAboutRes 12-10 WA Affiliate Board Policy WESTLAKE ACADEMY
RESOLUTION NO. 12-10
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING A POLICY RECOGNIZING THE AFFILIATE GROUPS OF WESTLAKE
ACADEMY; PROVIDING FOR GENERAL OPERATIONAL RESPONSIBILITIES AND
GUIDELINES.
WHEREAS, the Board of Trustees finds it important to recognize the Affiliate groups
for Westlake Academy; and
WHEREAS, the Board finds it necessary to promote financial stability, support student
engagement in the Academy and provide for sporting opportunities through our Affiliate groups,
and
WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this
Resolution is in the best interests of the 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: The Board hereby adopts the policy known as the Affiliate Group
Guidelines 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 Board hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION 4: That this resolution shall become effective from and after its date of
passage.
Resolution 12-10
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PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON
THE 7th DAY OF MAY 2012.
Laur "Wheat, President
ATTEST:
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Kelly dwar s Board Secretary f homas E. B r uperin endent
APPROV TO O M:
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Resolutio n 12-10
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TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 5.09:
Date Board Adopted: May 7, 2012
Date Board Amended: NIA
Effective Date: May 7, 2012
Policy Name: Affiliate Group Guidelines
Policy Category: Governance
Policy Goal: To identify guidelines for the affiliate groups who work with Westlake
Academy through the communication and involvement of all stakeholders found within
the community and who work toward providing financial sustainability and support of the
students 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 must comply with the requirements of this policy. An affiliate of Westlake
Academy is an organization designed to further the Academy's official mission, vision
and values and must have a formal organizational structure. The Board of Trustees
shall determine, in its sole discretion, whether an organization may be considered an
affiliate group of the Academy and may revoke such status at any time. As of the date
of this policy, which may be amended, Westlake Academy recognizes the following
affiliate groups:
• House of Commons (Parent/Teacher Organization)
• Westlake Academy Foundation
• Westlake Academy Athletic Club
The House of Commons is the Parent/Teacher Organization, created to build, serve and
support the community, through the sponsoring of social and educational events,
assisting with filling the volunteer needs of the school and contributing financially to, or
for the benefit of, Westlake Academy.
The Westlake Academy Foundation exists to raise funds for the operational needs,
capital projects, and endowment requirements of Westlake Academy.
Resolution 12-10
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The Westlake Academy Athletic Club serves and supports the athletic program in
building student athletic participation within the community, through the organization of
fundraising events, hosting the athletic banquet, providing volunteers, marketing spirit
wear and making financial contributions directly to or for the benefit of Westlake
Academy athletics.
Any additions to the officially recognized affiliate groups require approval and
adherence to the basic operational guidelines, procedures and policies established by
Westlake Academy. Failure to comply with the policy and operational guidelines may
result in the loss of the groups affiliate status.
Organizational Structure
Affiliate groups shall organize and function in a way that is consistent with the
Academy's philosophy and objectives, within adopted Board policies, in accordance
with athletic guidelines and financial and audit regulations. Affiliate groups agree to
comply with all applicable local, state and federal laws, rules and regulations. Such
compliance shall include, but is not limited to the following:
• Required IRS filings
• Collection and reporting of any applicable sales tax
• Obtain all necessary permits related to sales/use taxes or food handling
Fiduciary and Stewardship Responsibilities
Affiliate groups agree to present, at least annually a report to the Board of Trustees
including, but not limited to, these topics:
• Events (both completed and planned for the coming year)
• Financial reports, including an annual audit report
• Anticipated budget/staff requests, projects, capital campaigns, or other major
purchases (if any) which may impact the budget planning process or the
expenditures of Westlake Academy and/or the Town of Westlake
The purpose of the report is to foster on-going dialogue between both the affiliate
groups and the Board of Trustees and improve efficiencies toward the betterment of the
educational outcomes at Westlake Academy. The scheduling of the annual report will
be handled through the Town Secretary's office and placed on the appropriate agenda.
Also, upon request, affiliate groups will participate, as needed, in the annual strategic
planning process and work toward achieving the identified goals and objectives of
Westlake Academy.
Background Checks
Individuals who wish to volunteer through the programs established by the affiliate
groups will be required to adhere to the volunteer policy established by the Westlake
Academy Board of Trustees and comply with all procedures for criminal history
background checks in accordance with state law.
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Town (Academy) Logos
Each affiliate group who would like to use the restricted logos for the Town of Westlake,
Westlake Academy, or the Westlake Academy athletic teams must obtain written
approval on an annual basis. Request and approval procedures will be published in the
Operational Guidelines for Westlake Academy Affiliate Groups.
Operational Guidelines for Westlake Academy Affiliate Groups
Staff is directed to draft and maintain an Operational Guidelines document designed to
provide the affiliate group(s) with the information necessary to operate in compliance
with Academy policy and maintain the status of an affiliate group, which shall include,
but is not limited to:
a. Fundraising Procedures (raffles, vendor sales, etc.) — authorizing the use
of fundraising events to promote and support Westlake Academy and
provide for coordination between the authorized affiliates.
b. Events Hosting and Facility Usage — authorizing the hosting of annual
events to be sponsored by the groups, such as Bandana Bonanza,
Monster Mash, Baja, sports banquets, etc. and providing the necessary
contact information for groups to request access to the facilities according
to the Town's Facility Use Policy
c. Sporting Information — providing for the identification of the appropriate
sports league the Academy operates through for competitive sports teams
and information on the necessary rules and regulations.
d. Logo Usage — establish and communication the appropriate usage
guidelines for the Town/Academy logos in promoting the affiliate groups or
through the use of the authorized sportswear. .
e. Email Distribution List — identifying guidelines under which the parent
email listing may be used to disseminate information and allow for a
cooperative arrangement between each affiliate group to communicate in
a manner that considers each major fundraising / holiday 1 sports banquet
event.
f. Other items deemed necessary for operations.
Resolution 12-10
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