HomeMy WebLinkAbout01-07-13 BOT Agenda PacketThe Regular Meeting of the Board of Trustees will begin immediately following the conclusion of the
Board of Trustees Workshop but not prior to the posted start time.
Mission Statement
Westlake Academy is an IB World School whose mission is to provide students with an
internationally minded education of the highest quality so they are well-balanced and
respectful life-long learners.
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WESTLAKE ACADEMY
Vision Statement
Westlake Academy inspires students to achieve their highest individual potential in a nurturing
environment that fosters the traits found in the IB Learner Profile.
Inquirers, Knowledgeable, Thinkers, Communicators, Principled,
Open-Minded, Caring, Risk-takers, Balanced and Reflective
BOARD OF TRUSTEES MEETING
AGENDA
January 7, 2013
WESTLAKE TOWN HALL
3 VILLAGE CIRCLE – 2ND FLOOR
WESTLAKE, TX 76262
COUNCIL CHAMBERS/MUNICIPAL COURT ROOM
Workshop Session 5:00 p.m.
Regular Session 5:15 p.m.
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Workshop Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. REVIEW OF CONSENT AGENDA ITEMS FROM JANUARY 7, 2013, TRUSTEES
REGULAR MEETING AGENDA. (10 min)
4. REPORTS
Reports are prepared for informational purposes and will be accepted as presented.
(there will no presentations associated with the report items) There will be no separate
discussion unless a Board Member requests that report be removed and considered
separately.
a. Quarterly Financial “Dashboard” report for the quarter ended November 30, 2012.
5. DISCUSSION ITEMS
a. Presentation and Discussion of the Fiscal Year 2011-2012 Annual Audit Report from
Pattillo, Brown & Hill, LLP. (15 Min)
6. BOARD RECAP / STAFF DIRECTION
7. ADJOURNMENT
Regular Session
1. CALL TO ORDER
2. CITIZENS' PRESENTATIONS AND RECOGNITIONS: This is an opportunity for
citizens to address the Board on any matter whether or not it is posted on the agenda.
The Board cannot by law take action nor have any discussion or deliberations on any
presentation made to the Board at this time concerning an item not listed on the agenda.
Any item presented may be noticed on a future agenda for deliberation or action.
3. CONSENT AGENDA: All items listed below are considered routine by the Board of
Trustees and will be enacted with one motion. There will be no separate discussion of
items unless a 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.
a. Consider approval of the minutes for the meeting held on December 3, 2012.
b. Consider approval of Resolution 13-01, Approving Fiscal Year 2011-2012 Annual
Audit Report.
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4. BOARD CALENDAR
5. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or
Board meeting, under “Future Agenda Item Requests”, an agenda item for a future
Board meeting. The Board member making the request will contact the Superintendent
with the requested item and the Superintendent will list it on the agenda. At the
meeting, the requesting Board member will explain the item, the need for Board
discussion of the item, the item’s relationship to the Board’s strategic priorities, and the
amount of estimated staff time necessary to prepare for Board discussion. If the
requesting Board member receives a second, the Superintendent will place the item on
the Board agenda calendar allowing for adequate time for staff preparation on the
agenda item.
6. ADJOURNMENT
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE
SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER
SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS
GOVERNMENT CODE.
CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on
January 3, 2013, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government
Code.
_____________________________________
Kelly Edwards, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise
the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made
to assist you.
Westlake Academy
Item # 2 – Pledge of
Allegiance
Texas Pledge:
"Honor the Texas
flag; I pledge
allegiance to thee,
Texas, one state under
God, one and
indivisible."
REVIEW OF CONSENT AGENDA ITEMS
a. Consider approval of the minutes for the meeting held on December 3, 2012.
b. Consider approval of Resolution 13-01, Approving Fiscal Year 2011-2012
Annual Audit Report.
Westlake Academy
Item # 3 –
Review of Consent
Agenda Items
REPORTS
Reports are prepared for informational purposes and will be accepted as presented.
(there will no presentations associated with the report items) There will be no separate discussion
unless a Board Member requests that report be removed and considered separately.
a. Quarterly Financial “Dashboard” report for the quarter ended November 30, 2012.
Westlake Academy
Item # 4–
Reports
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WESTLAKE ACADEMY AGENDA ITEM
Curriculum: Finance Meeting Date: January 7, 2013
Staff Contact: Debbie Piper Report
Finance Director
Subject: Report of the Quarterly Financial “Dashboard” report for the quarter ended
November 30, 2012
EXECUTIVE SUMMARY
The 1 st quarter “Dashboard” report for the FY 2012-2013 is attached. Our goal is to have a
concise and easy to understand document regarding the financials of our Academy operating
fund – General Fund. The remaining funds are grant funds related to federal, state and local
funds with specific requirements as to the expenditures.
The columns represent: (1) Prior Year (3 month actual amounts) (2) Adopted Budget with (3) a
3 month YTD calculated column and (4) the “Actual YTD” as of 11/30/2012. This actual
number is compared to the calculated column (3) giving you the (5) percentage variances.
A summary is presented at the bottom of the page indicating the net revenues over (under)
expenditures along with the projected ending fund balance for the Adopted Budget and the
Actual YTD. The operating days remaining in Fund Balance have been calculated using
operating expenditures.
Please note the “Analysis” is color coded and corresponds to the specific line-item on the
“Dashboard” report. All “cautionary” and “critical” items are detailed with explanations of the
variances. Beside each major category or function on the analysis report, you will find a number
that reflects the exact variance in that function/line-item that corresponds to the percentage on
the “Dashboard”.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
The quarterly report relates directly to one of our desired outcomes, Financial Stewardship &
Sustainability by ensuring that sufficient, well-managed resources are provided to support and
advance the mission of Westlake Academy.
Page 2 of 2
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
No action required
ATTACHMENTS:
• Quarterly Financial Dashboard – Quarter Ended 11/30/12
• Analysis of Dashboard for Quarter Ended 11/30/12
• Local Grants – Through 11/30/12
Prior Yr ACTUAL ADOPTED
3 month Annual 3 months YTD
Actual Budget YTD 11/30/2012 Dashboard
1 Local Interest Earned 629$ 2,500$ 625$ 507$ 81.1%
2 Local Gifts and Donations-BS 297,197 720,000 180,000 424,398 235.8%
3 Local WAF Salary Reimbursement 14,847 54,594 13,649 9,844 72.1%
4 Local WAF Contribution 303,700 - - 100.0%
5 Local Other Local Revenue 21,464 28,000 7,000 4,324 61.8%
6 Local Athletics 17,068 33,500 8,375 18,717 223.5%
7 Local Transportation Fees 13,878 25,000 6,250 2,700 43.2%
8 Local Parking Fees 8,490 10,000 2,500 11,200 448.0%
9 Local Food/Beverage - 3,000 750 1,050 140.0%
10 State State Foundation Revenue 880,750 4,260,809 1,065,202 1,018,099 95.6%
11 State TRS On-behalf - 227,452 - - 100.0%
12 TOTAL 1,254,322$ 5,668,555$ 1,284,351$ 1,490,839$ 116.1% Positive Cautious Negative
>95%75% - 95%< 75%
Prior Yr ACTUAL ADOPTED
3 month Annual 3 months YTD
Actual Budget YTD 11/30/2011 Dashboard
13 Instructional 11 911,669$ 3,262,469$ 968,167$ 849,325$ 87.73%
14 Resources & Media 12 27,071 140,756 41,749 19,492 46.69%
15 Curriculum and Staff Dev 13 12,812 80,600 20,150 6,768 33.59%
16 Instructional Leadership 21 51,233 127,813 38,074 29,938 78.63%
17 School Leadership 23 89,961 353,684 88,421 78,847 89.17%
18 Guidance & Counseling 31 73,906 234,011 58,503 61,422 104.99%
19 Health Services 33 15,414 58,324 17,422 16,599 95.27%
20 Food Services 35 2,734 9,544 2,386 3,019 126.54%
21 CoCurricular Activities 36 22,021 156,036 39,009 54,568 139.89%
22 Administration 41 69,878 314,264 78,566 96,773 123.17%
23 Maintenance & Operations 51 95,464 607,211 151,803 111,603 73.52%
24 Data Processing 53 60,082 166,686 50,303 43,026 85.53%
25 Community Services 61 29,021 91,890 28,409 17,964 63.23%
26 Facility Acquisition/Construction 81 3,990 23,940 7,401 5,985 80.86%
27 TOTAL 1,465,256$ 5,627,228$ 1,590,364$ 1,395,329$ 87.74%
28 Payroll & Related 61xx 1,260,125$ 4,387,528$ 1,279,022$ 1,119,174$ 87.50%
29 Prof & Contracted Srv 62xx 128,914 719,490 181,289 176,168 97.18%
30 Supplies & Materials 63xx 39,540 240,936 60,234 50,913 84.53%
31 Other Operating Costs 64xx 36,677 279,274 69,819 49,074 70.29%
32 TOTAL 1,465,256$ 5,627,228$ 1,590,364$ 1,395,329$ 87.74% Positive Cautious Negative
< 100%101%-110%>111%
Prior Yr Adopted Adopted YTD
3 month Annual YTD Actuals
Actual Budget Budget 11/30/2011
33 (210,934)$ 41,327$ (306,013)$ 95,511$
34 44,827 - -
35 (57,663) - -
36 Beginning Fund Balance (Audited)**914,660 814,487 814,487 814,487
37 Ending Fund Balance 703,726 842,978 508,474 909,998
38 Assigned Fund Balance 103,684 - - -
39 Ending Fund Balance (Unassigned)600,042$ 842,978$ 508,474$ 909,998$
40 # of Operating Days 41 55 33 59
41 Daily Operating Cost $14,615 $15,417 $15,417 $15,417
Expenditure Legend:
SUMMARY
Net Revenues Over (Under) Exp
Other Resources
Other Uses
WESTLAKE ACADEMYGeneral Fund
Quarter Ended 11/30/12
OBJECT CODES
REVENUES
ADOPTED BUDGET
Revenue Legend:
EXPENDITURES ADOPTED BUDGET
FUNCTION
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 11/30/2012
GENERAL FUND
1
REVENUES
Interest Earned – 81.1% (-$118)
• Guaranteed interest from First Financial went from .35% to .25%.
Gift and Donations – Blacksmith – 235.8% (+$244,398)
The Blacksmith Annual fundraiser has received pledges of approximately $779,000 and will be
receiving over the course of the year.
WAF Salary Reimbursement – 72.1% (-$4,418)
• The general ledger is used by the Finance Department to determine the 50%
reimbursement amount from the Foundation. Finance is in discussions with Region XI
Educational Service Center (service center) to verify these amounts.
Other Local Revenue – 61.8% (-$2,676)
• A large portion of the local revenue is made up of Back-to-School fees which are collected
in August each year. The funds that are collected in the previous fiscal year are booked in
that year. We will receive the balance of these funds in August 2013.
Transportation Fees – 43.2% (-$3,550)
• The majority of transporation fees are collected in August each year. The funds that are
collected in the previous fiscal year are booked in that year. We will receive the balance
of these funds in August 2013.
Parking Fees – 436.4% (+$8,700)
• Parking Fees - budgeted $10,000 - collected $11,200.
• Majority of parking fees are received in September and October
State Foundation Revenue – 95.6% (+$47,103)
• TEA migrated their existing secure environment (TEASE) to a new location (TEAL). Proper
authorization was not assigned, resulting in a delayed submission of the Academy’s
attendance report. The TEA made payments based upon previous attendance. The
balance will be paid in future payments. The most recent Summary of Finance published
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 11/30/2012
GENERAL FUND
2
by the TEA shows the annual payment to be $4,417,884. This will decline if we have
students leave the Academy and do not backfill the spots.
EXPENDITURES
Guidance & Counseling - 104.99% ($2,919)
• Software was purchased for student assessment at the beginning of the fiscal year.
Food Services - 126.54% ($633)
• Overtime in facility related activities was allocated between function 35 (Food Services)
and 51 (Facilities) based on the original salary percentage allocation. A budget
amendment will be made prior to year-end to true-up actual costs in each function.
CoCurricular Activities - 139.89% ($15,599)
• Fall sports require a greater amount of referee fees as well as tournament fees. This
should balance as the year progresses.
• Stipends are paid to coaches during the specified season; therefore, large portions were
paid during this first quarter for football, soccer and volleyball.
Administration - 123.17% ($18,207)
• Contract for the service center is paid all at one time (not split up over the entire year).
This payment of $40K was made at the beginning of the fiscal year.
Data Processing - $103.25% ($5,009)
• Contract for SchoolDude is an annual payment that was paid at the beginning of fiscal
year.
• Payment to Google for archiving and discovery (10 year retention) was prepaid for the
fiscal year ending 8/31/2013.
FUND #
Funds
Received Name of Grant
Total Grant
Amount
Total expended
FY 11/12
Total expended
FY 12/13
Remaining Funds
8/31/12 Completed
FUND 100 GRANTS
482
Invoice
Foundation Student Leadership Course Training $ 1,540.00 $ 285.00 $ 1,183.95 $ 1,468.95 YES
$ 1,540.00 $ 285.00 $ 1,183.95 $ 1,468.95
HUDSON FOUNDATION GRANTS
481 Yes Hudson - Teacher Training (Tate/Pink/Wiggins/Clark) $ 62,000.00 $ 58,527.00 $ 3,473.00
485 Yes Hudson - Teaching Creativity 10,000.00 200.00 9,800.00
486 Yes Hudson - Ron Clark: Effectiveness 28,430.00 17,718.30 10,711.70
$ 100,430.00 $ 76,445.30 $ - $ 23,984.70
WESTLAKE ACADEMY FOUNDATION GRANTS
490 **Yes WAF - Whole School Professional Development $ 66,000.00 $ 51,221.08 $ 5,994.84 $ 8,784.08
492
Invoice
Foundation WAF - Accept the Best, Nothing Less! Phase II 68,464.00 26,741.58 9,000.00 32,722.42
Remaining portion
will be paid for FY
12/13 for stipends
493
Invoice
Foundation WAF - IB Learns ($28,040 + $7,600/annually) 35,640.00 - 27,820.00 7,820.00 FY 12/13
$ 170,104.00 $ 77,962.66 $ 42,814.84 $ 49,326.50
TOTAL GRANTS 272,074.00$ 154,692.96$ 43,998.79$ 74,780.15$
** Includes prepaid conferences for FY 12/13.
WESTLAKE ACADEMY
FY 2012-2013 LOCAL GRANTS (Through 11/30/12)
SUB-TOTAL (FUND 100)
SUB-TOTAL (HUDSON FOUNDATION)
SUB-TOTAL (WESTLAKE ACADEMY FOUNDATION)
DISCUSSION ITEMS
a. Presentation and Discussion of the Fiscal Year 2011-2012 Annual Audit Report from
Pattillo, Brown & Hill, LLP. (15 Min)
Westlake Academy
Item # 5–
Discussion Items
Page 1 of 2
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: Finance Meeting Date: January 7, 2013
Staff Contact: Debbie Piper Workshop and Consent
Finance Director
Subject: Presentation and approval of resolution approving the FY 2011-2012 annual audit
report from Pattillo, Brown & Hill, LLP.
EXECUTIVE SUMMARY
Pattillo, Brown & Hill, CPAs have completed the Westlake Academy 2011-2012 annual
financial audit report. As in prior years, we again had no “Findings”, reportable conditions nor
material weaknesses to be reported to TEA. Findings are items required by TEA to be reported
regarding TEA compliance, large variances in budget vs. actual balances, etc. TEA doesn’t
necessarily look upon these as bad (they require an explanation of all “Findings” and review in
subsequent years), but it certainly looks good for the Academy not to have any for the current
year.
Please review the Management Discussion and Analysis document included in the audit report
for statistical information and Academy achievements during the year ended August 31, 2012.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
The approval of this external audit meets the requirements of the Texas Education Agency as
well as one of our desired outcomes, Financial Stewardship & Sustainability. In addition, the
conclusion of a successful audit is in keeping with our financial policies as approved by the
Board of Trustees for Westlake Academy.
FISCAL IMPACT
Funded Not Funded N/A
Total payment for the FY 2011-2012 annual audit was $12,500 which was incorporated in FY
2012-13 Academy budget.
Page 2 of 2
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Recommend approval of the resolution approving the FY 2011-2012 annual audit as submitted.
ATTACHMENTS:
Resolution
FY 2011-2012 Audit report for year ended August 31, 2012
HILL ~ L.L.P .
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I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued)
C. Measurement Focus, Basis of Accounting and Financial Statement Presentation (Continued)
The proprietary fund types and fiduciary funds are accounted for on a flow of economic resources measurement
focus and utilize the accrual basis of accounting. This basis of accounting recognizes revenues in the
accounting period in which they are earned and become measurable and expenses in the accounting period in
which they are incurred and become measurable. The Academy applies all GASB pronouncements as well as
the Financial Accounting Standards Board pronouncements issued on or before November 30, 1989, unless
these pronouncements conflict or contradict GASB pronouncements. With this measurement focus, all assets
and all liabilities associated with the operation of these funds are included on the fund Statement of Net Assets.
The fund equity is segregated into restricted net assets, and unrestricted net assets.
D. Fund Accounting
The Academy reports the following major governmental fund:
The General Fund is the Academy’s primary operating fund. It accounts for all financial
resources except those required to be accounted for in another fund.
The Purpose Designed Student Desks Fund is a special revenue grant from Westlake Academy
Foundation to provide students in the upper grades of the PYP with pod designed furniture that
will use the classroom space more efficiently.
The WAF Whole School Professional Development Fund is a special revenue grant fund from
Westlake Academy Foundation that provides ongoing professional development for Westlake
Academy faculty in International Baccalaureate courses, related curriculum and leadership fields.
Additionally, the Academy reports the following fund types:
The Special Revenue Funds account for resources restricted to, or designated for, specific
purposes by the Academy or a grantor in a Special Revenue Fund. Most federal and some state
financial assistance is accounted for in a Special Revenue Fund and sometimes unused balances
must be returned to the grantor at the close of specified project period.
Agency Funds account for resources held for others in a custodial capacity. Fiduciary funds are
reported in the fiduciary fund financial statements. However, because these assets are not
available to support Academy programs, these funds are not included in the government-wide
statements. The Academy’s Agency Fund is a Student Activity Fund.
E. Other Accounting Policies
1. The State of Texas (the “State”) has created a state minimum personal leave program consisting of five
days per year personal leave with no limit on accumulation and transferability among districts shall be
provided for school district employees. Each District’s local Board is required to establish a personal
leave plan. It is the Academy’s policy to permit some employees to accumulate earned but unused
state and local personal leave pay benefits. There is no liability for unpaid accumulated personal leave
since the Academy does not have a policy to pay any amounts when employees separate from service
with the government. All vacation pay is accrued when incurred in the government-wide financial
statements. A liability for these amounts is reported in governmental funds only if they have matured,
for example, as a result of employee resignations and retirements.
2. The Data Control Codes refer to the account code structure prescribed by the Texas Education Agency
(TEA) in the Financial Accountability System Resource Guide. TEA requires the Academy to display
these codes in the financial statements filed with the Agency in order to insure accuracy in building a
statewide database for policy development and funding plan.
(continued)
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I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued)
E. Other Accounting Policies (Continued)
3. When an expenditure is incurred for purposes for which both restricted or unrestricted fund balance is
available, the Academy considers restricted funds to have been spent first. When an expenditure is
incurred for which committed, assigned, or unassigned fund balances are available, the District
considers amounts to have been spent first out of committed funds, then assigned funds, and finally
unassigned funds.
4. For purposes of the statement of cash flows for proprietary and similar fund types, the Academy
considers highly liquid investments to be cash equivalents if they have a maturity of three months or
less when purchased.
5. The governmental fund financial statements present fund balances based on classifications that
comprise a hierarchy that is based primarily on the extent to which the District is bound to honor
constraints on the specific purposes for which amounts in the respective governmental funds can be
spent. The classifications used in the governmental fund financial statements are as follows:
Nonspendable: This classification includes amounts that cannot be spent because they
are either (a) not in spendable form or (b) are legally or contractually required to be
maintained intact. Nonspendable items are not expected to be converted to cash or are
not expected to be converted to cash within the next year.
Restricted: This classification includes amounts for which constraints have been placed
on the use of the resources either (a) externally imposed by creditors, grantors,
contributors, or laws or regulations of other governments, or (b) imposed by law through
constitutional provisions or enabling legislation.
Committed: This classification includes amounts that can be used only for specific
purposes pursuant to constraints imposed by board resolution of the School Board, the
District’s highest level of decision making authority. These amounts cannot be used for
any other purpose unless the School Board removes or changes the specified use by
taking the same type of action that was employed when the funds were initially
committed. This classification also includes contractual obligations to the extent that
existing resources have been specifically committed for use in satisfying those
contractual requirements.
Assigned: This classification includes amounts that are constrained by the District’s
intent to be used for a specific purpose but are neither restricted nor committed. This
intent can be expressed by the School Board.
Unassigned: This classification includes the residual fund balance for the General Fund.
The unassigned classification also includes negative residual fund balance of any other
governmental fund that cannot be eliminated by offsetting of assigned fund balance
amounts.
6. Net assets represent the difference between assets and liabilities. Net assets are reported as restricted
when there are limitations imposed on their use either though the enabling legislations adopted by the
Academy or through external restrictions imposed by creditors, grantors or laws or regulations of other
governments.
7. The preparation of financial statements in conformity with accounting principles generally accepted in
the United States of America requires management to make estimates and assumptions that affect
certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates.
The amount of state foundation revenue a school district earns for a year can and does vary until the
time when final values for each of the factors in the formula become available. Availability can be as
late as midway into the next fiscal year. It is at least reasonably possible that the foundation revenue
estimates as of August 31, 2012, will change.
(continued)
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BOARD RECAP / STAFF DIRECTION
Westlake Academy
Item #6
Board Recap /
Staff Direction
Westlake Academy
Item # 7 –
Workshop
Adjournment
Back up material has not
been provided for this item.
CITIZENS' PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to
address the Board on any matter whether or not it is posted on the agenda. The Board cannot
by law take action nor have any discussion or deliberations on any presentation made to the
Board at this time concerning an item not listed on the agenda. Any item presented may be
noticed on a future agenda for deliberation or action.
Westlake Academy
Item # 2 – Citizens’
Presentations and
recognitions
CONSENT AGENDA: All items listed below are considered routine by the Board of
Trustees and will be enacted with one motion. There will be no separate discussion of
items unless a 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.
a. Consider approval of the minutes for the meeting held on December 3, 2012.
b. Consider approval of Resolution 13-01, Approving Fiscal Year 2011-2012 Annual
Audit Report.
Westlake Academy
Item # 3 - Consent
Agenda Items
BOT Minutes 12/03/12
Page 1 of 3
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
December 3, 2012
PRESENT: President Wheat, Trustees: Michael Barrett, Clif Cox, Carol Langdon and David
Levitan.
ABSENT: Rick Rennhack
OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent
Amanda DeGan, Board Secretary Kelly Edwards, Primary
Principal Rod Harding, Secondary Principal Dr. Clint Calzini,
Administrative Coordinator Ben Nibarger, Finance Director Debbie
Piper, Facilities and Recreation Director Troy Meyer Director of
Communications & Community Affairs Ginger Awtry, and
Management Intern Alora Wachholz.
Workshop Session
1. CALL TO ORDER
President Wheat called the workshop to order at 5:09 p.m.
2. PLEDGE OF ALLEGIANCE
President Wheat led the pledge of allegiance to the United States and Texas flags.
3. REVIEW OF CONSENT AGENDA ITEMS FROM DECEMBER 3, 2012, TRUSTEES
REGULAR MEETING AGENDA.
Trustee Langdon asked for clarification of the November 5, 2012, minutes regarding
when the Board would review of the Strategic plan.
BOT Minutes 12/03/12
Page 2 of 3
4. DISCUSSION ITEMS
a. Student Admission Policy and lottery impact on future enrollment.
Superintendent Brymer provided an overview of the item.
Administrative Coordinator Nibarger provided a presentation and overview of the
growth and how it impacts the Academy.
Discussion ensued regarding the various admittance options to manage student
enrollment and growth. Options discussed such as the enrollment of grandchildren of
residents, building permit admittance requirements, the need for purchasing
additional portables, the cost of portables, residential developments, and the
possibility of revising the primary and secondary boundaries.
5. BOARD RECAP / STAFF DIRECTION
- Provide number of students are enrolled as residents and have moved to 2nd
boundaries.
- The Board recommended that Staff move the lottery notification process back to
allow additional time for the enrollment of primary boundary students.
- The Board recommended Staff begin reserving two (2) openings per section for
primary boundary students.
6. ADJOURNMENT
There being no further business before the Board, President Wheat adjourned the
workshop at 6:25 p.m.
Regular Session
1. CALL TO ORDER
President Wheat called the meeting to order at 6:25 p.m.
2. CITIZENS' PRESENTATIONS AND RECOGNITIONS
Ange Bumgarner, 1700 Imperial Springs, Keller, expressed her concerns regarding that
the incoming siblings are grouped with siblings from the lottery families and she feels that
they should not be grouped together. She also thanked the Board/Council for the
completion of the new sidewalks along Dove and Ottinger Roads.
BOT Minutes 12/03/12
Page 3 of 3
3. CONSENT AGENDA
a. Consider approval of the minutes for the meeting held on November 5, 2012.
MOTION: Trustee Cox made a motion to approve the consent agenda.
Trustee Langdon seconded the motion. The motion carried by a
vote of 4-0.
4. BOARD CALENDAR
5. FUTURE AGENDA ITEMS
- None
6. ADJOURNMENT
MOTION: Trustee Cox made a motion to adjourn the meeting. Trustee Levitan
seconded the motion. The motion carried by a vote of 4-0.
President Wheat adjourned the meeting at 6:33 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON JANUARY 7, 2013.
ATTEST: ____________________________
Laura Wheat, Board President
_____________________________
Kelly Edwards, Board Secretary
Resolution 13-01
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION NO. 13-01
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROV ING THE FISCAL YEAR 2011-2012 ANNUAL AUDIT REPORT FROM
PATTILLO, BROWN & HILL, LLP.
WHEREAS, Section 7.3.6 of the Data Collection & Reporting section of the Financial
Accountability System Resource Guide Update 11.0 requires that the annual financial and
compliance report be audited by an independent auditor, and
WHEREAS, Section 7.3.6 of the Data Collection & Reporting section of the Financial
Accountability System Resource Guide Update 11.0 requires the audit report be submitted to the
Divis ion of School Financial Audits of TEA no later than 150 days after the close of the fiscal
year, and
WHEREAS, the audit report must be approved by the Board of Trustees.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: The above findings are hereby found to be true and correct and are
incorporated herein in its entirety.
SECTION 2: That the Board of Trustees of Westlake Academy hereby approves the
fiscal year 2011-2012 annual audit report from Pattillo, Brown & Hill, LLP . attached 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.
Resolution 13-01
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE
ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 7th DAY
OF JANUARY, 2013.
_____________________________
ATTEST: Laura Wheat, President
_____________________________ ______________________________
Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent
APPROVED AS TO FORM:
____________________________
Janet S. Bubert or L. Stanton Lowry,
School Attorney
HILL ~ L.L.P .
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22
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued)
C. Measurement Focus, Basis of Accounting and Financial Statement Presentation (Continued)
The proprietary fund types and fiduciary funds are accounted for on a flow of economic resources measurement
focus and utilize the accrual basis of accounting. This basis of accounting recognizes revenues in the
accounting period in which they are earned and become measurable and expenses in the accounting period in
which they are incurred and become measurable. The Academy applies all GASB pronouncements as well as
the Financial Accounting Standards Board pronouncements issued on or before November 30, 1989, unless
these pronouncements conflict or contradict GASB pronouncements. With this measurement focus, all assets
and all liabilities associated with the operation of these funds are included on the fund Statement of Net Assets.
The fund equity is segregated into restricted net assets, and unrestricted net assets.
D. Fund Accounting
The Academy reports the following major governmental fund:
The General Fund is the Academy’s primary operating fund. It accounts for all financial
resources except those required to be accounted for in another fund.
The Purpose Designed Student Desks Fund is a special revenue grant from Westlake Academy
Foundation to provide students in the upper grades of the PYP with pod designed furniture that
will use the classroom space more efficiently.
The WAF Whole School Professional Development Fund is a special revenue grant fund from
Westlake Academy Foundation that provides ongoing professional development for Westlake
Academy faculty in International Baccalaureate courses, related curriculum and leadership fields.
Additionally, the Academy reports the following fund types:
The Special Revenue Funds account for resources restricted to, or designated for, specific
purposes by the Academy or a grantor in a Special Revenue Fund. Most federal and some state
financial assistance is accounted for in a Special Revenue Fund and sometimes unused balances
must be returned to the grantor at the close of specified project period.
Agency Funds account for resources held for others in a custodial capacity. Fiduciary funds are
reported in the fiduciary fund financial statements. However, because these assets are not
available to support Academy programs, these funds are not included in the government-wide
statements. The Academy’s Agency Fund is a Student Activity Fund.
E. Other Accounting Policies
1. The State of Texas (the “State”) has created a state minimum personal leave program consisting of five
days per year personal leave with no limit on accumulation and transferability among districts shall be
provided for school district employees. Each District’s local Board is required to establish a personal
leave plan. It is the Academy’s policy to permit some employees to accumulate earned but unused
state and local personal leave pay benefits. There is no liability for unpaid accumulated personal leave
since the Academy does not have a policy to pay any amounts when employees separate from service
with the government. All vacation pay is accrued when incurred in the government-wide financial
statements. A liability for these amounts is reported in governmental funds only if they have matured,
for example, as a result of employee resignations and retirements.
2. The Data Control Codes refer to the account code structure prescribed by the Texas Education Agency
(TEA) in the Financial Accountability System Resource Guide. TEA requires the Academy to display
these codes in the financial statements filed with the Agency in order to insure accuracy in building a
statewide database for policy development and funding plan.
(continued)
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I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued)
E. Other Accounting Policies (Continued)
3. When an expenditure is incurred for purposes for which both restricted or unrestricted fund balance is
available, the Academy considers restricted funds to have been spent first. When an expenditure is
incurred for which committed, assigned, or unassigned fund balances are available, the District
considers amounts to have been spent first out of committed funds, then assigned funds, and finally
unassigned funds.
4. For purposes of the statement of cash flows for proprietary and similar fund types, the Academy
considers highly liquid investments to be cash equivalents if they have a maturity of three months or
less when purchased.
5. The governmental fund financial statements present fund balances based on classifications that
comprise a hierarchy that is based primarily on the extent to which the District is bound to honor
constraints on the specific purposes for which amounts in the respective governmental funds can be
spent. The classifications used in the governmental fund financial statements are as follows:
Nonspendable: This classification includes amounts that cannot be spent because they
are either (a) not in spendable form or (b) are legally or contractually required to be
maintained intact. Nonspendable items are not expected to be converted to cash or are
not expected to be converted to cash within the next year.
Restricted: This classification includes amounts for which constraints have been placed
on the use of the resources either (a) externally imposed by creditors, grantors,
contributors, or laws or regulations of other governments, or (b) imposed by law through
constitutional provisions or enabling legislation.
Committed: This classification includes amounts that can be used only for specific
purposes pursuant to constraints imposed by board resolution of the School Board, the
District’s highest level of decision making authority. These amounts cannot be used for
any other purpose unless the School Board removes or changes the specified use by
taking the same type of action that was employed when the funds were initially
committed. This classification also includes contractual obligations to the extent that
existing resources have been specifically committed for use in satisfying those
contractual requirements.
Assigned: This classification includes amounts that are constrained by the District’s
intent to be used for a specific purpose but are neither restricted nor committed. This
intent can be expressed by the School Board.
Unassigned: This classification includes the residual fund balance for the General Fund.
The unassigned classification also includes negative residual fund balance of any other
governmental fund that cannot be eliminated by offsetting of assigned fund balance
amounts.
6. Net assets represent the difference between assets and liabilities. Net assets are reported as restricted
when there are limitations imposed on their use either though the enabling legislations adopted by the
Academy or through external restrictions imposed by creditors, grantors or laws or regulations of other
governments.
7. The preparation of financial statements in conformity with accounting principles generally accepted in
the United States of America requires management to make estimates and assumptions that affect
certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates.
The amount of state foundation revenue a school district earns for a year can and does vary until the
time when final values for each of the factors in the formula become available. Availability can be as
late as midway into the next fiscal year. It is at least reasonably possible that the foundation revenue
estimates as of August 31, 2012, will change.
(continued)
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BOARD CALENDAR
o IB Diploma Ceremony for 2012 Graduates
Date Change: January 9, 2012, 1:00 pm; WA Gym
o WA 6th Annual Science & Engineering Fair (Grades 6-9; others)
January 18, 2013; time TBA; WA Gym
o Martin Luther King Day – Town & Academy Holiday
January 21, 2013
o Northwest Metroport Chamber’s Silver Anniversary Awards Gala
January 25, 2013; 7:00 pm; DFW Marriott Hotel at Champions Circle
o Council Meeting
January 28, 2013
o First Day to File for a Place on the General Election Ballot
January 30, 2013
o WA Theatre Students (G10-12)Main Stage Production of Rumors
Over two weekends: Jan 31-Feb 2 and Feb 7-9, 2013; time TBA;
WA Performance Hall
o Board of Trustees Meeting
February 4, 2013
o First Day to File for a Place on the Special Election Ballot
February 9, 2013
o WA Senior Night at Varsity Basketball Games
February 12, 2013; 6:00-Women & 7:30 pm-Men; WA Gym
o NE Transportation Summit
February 15, 2013, 8:30 am – 1:00 pm; Hurst Conference Center
o Council Meeting
February 25, 2013
o WA National Honor & Junior Honor Society Induction Ceremonies
February 28, 2013; Times TBA; WA Performance Hall
o WA Foundation’s Annual Gallery Night
March 2, 2013; Time TBA; Marriott Solana Hotel
Westlake Academy
Item #4
Board Calendar
FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or
Board meeting, under “Future Agenda Item Requests”, an agenda item for a future
Board meeting. The Board member making the request will contact the CEO with the
requested item and the CEO will list it on the agenda. At the meeting, the requesting
Board member will explain the item, the need for Board discussion of the item, the
item’s relationship to the Board’s strategic priorities, and the amount of estimated staff
time necessary to prepare for Board discussion. If the requesting Board member
receives a second, the CEO will place the item on the Board agenda calendar allowing
for adequate time for staff preparation on the agenda item.
- None
Westlake Academy
Item # 5 –
Future Agenda
Items
Westlake Academy
Item # 6 –
Adjournment
Back up material has not
been provided for this item.