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08-30-09 BOT Agenda Pkt WESTLAKE ACADEMY Mission / Vision Statement Westlake Academy is a nurturing, community owned International Baccalaureate Charter School whose mission is to achieve academic excellence and to develop life-long learners who become well-balanced, responsible global citizens. BOARD OF TRUSTEES MEETING A G E N D A AUGUST 31, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE MUNICIPAL COURT ROOM, SUITE 207 6:00 P.M. 1. CALL TO ORDER. 2. CITIZENS' PRESENTATIONS: 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. Review and approve minutes of the School Board of Trustees meeting held on August 10, 2009. Westlake Academy Board of Trustees Page 2 of 3 Special Meeting Agenda August 31, 2009 4. CONSIDER A RESOLUTION AUTHORIZING THE CEO OF WESTLAKE ACADEMY TO ENTER INTO A CONTRACT WITH THE EDUCATION SERVICE CENTER, REGION XI FOR SERVICES RELATED TO WESTLAKE ACADEMY. 5. CONSIDER A RESOLUTION APPROVING THE ESTIMATED YEAR-END BUDGET FOR WESTLAKE ACADEMY FOR THE FISCAL YEAR ENDING AUGUST 31, 2009 AND ADOPTING THE PROPOSED BUDGET FOR THE FISCAL YEAR ENDING AUGUST 31, 2010. 6. BOARD CALENDAR. - Board of Trustees Meeting o October 5, 2009 - Board of Trustees Meeting o November 2, 2009 - Vaquero Baja (fundraiser for the Academy) o November 16, 2009, 3:30 p.m., Vaquero - Board of Trustees Meeting December 7, 2009 - Westlake Academy Gallery Night event o February 26, 2010 - Westlake Academy Graduation o May 23, 2010 7. 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 Board of Trustees Page 3 of 3 Special Meeting Agenda August 31, 2009 8. 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 Friday, August 27, 2009, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kelly Edwards, TRMC, 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 – Citizens’  Presentations  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. The Board will receive the information, ask staff to review the matter, or an item 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. Review and approve minutes of the School Board of Trustees meeting held on August 10, 2009. Westlake  Academy  Item # 3 –   Review of Consent  Agenda Items  MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP August 10, 2009 PRESENT: President Laura Wheat and Trustees Larry Corson, Carol Langdon, and Rick Rennhack. ABSENT: Trustees Tim Brittan and Rebecca Rollins OTHERS PRESENT: Chief Executive Officer Thomas Brymer, School Attorney Stan Lowry, Secretary Kim Sutter, and Director of Human Resources and Administrative Services Todd Wood. 1. CALL TO ORDER. President Wheat called the meeting to order at 1:45 p.m. 2. EXECUTIVE SESSION. Mr. Mark Rosevear was present and addressed the Board regarding his position with the Westlake Academy over the past school year. President Wheat recessed the meeting to discuss the following items in executive session at 2:00 p.m. A. The Board will conduct a closed session under Texas Government Code section 551.071 to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: i. Rosevear and Simonetti B. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. Rosevear and Simonetti Westlake Academy Board of Trustees Page 2 of 2 Special Meeting Minutes August 10, 2009 The executive session convened at 2:05 p.m. The executive session adjourned at 4:52p.m. 3. RECONVENE MEETING President Wheat reconvened the meeting at 4:52 p.m . 4. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY. MOTION: A motion was made by Trustee Rennhack to approve Resolution 9-15, considering the employment of Head of School Mark Rosevear at a hearing Trustee Larry Corson seconded. Vote carried by a vote of 4-0. 5. ADJOURNMENT. There being no further business before the Board, President Wheat adjourned the workshop at 4:53 p.m. APPROVED BY THE BOARD OF TRUSTEES ON AUGUST 31, 2009. _________________________________________ Laura Wheat, President ATTEST: ___________________________________ Kelly Edwards, TRMC, Town Secretary For Kim Sutter, TRMC, Town Secretary Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Debbie Piper, Finance Director Subject: Regular Meeting of August 31, 2009 Date: August 20, 2009 ITEM Consider a resolution authorizing the CEO of Westlake Academy to enter into a contract with the Education Service Center, Region XI for services related to Westlake Academy. WESTLAKE ACADEMY MISSION/ VISION STATEMENT Westlake Academy is a nurturing, community owned International Baccalaureate Charter School whose mission is to achieve academic excellence and to develop life-long learners who become well-balanced, responsible citizens. WESTLAKE ACADEMY VALUES Academic Achievement PYP, MYP, DP (IB Continuum) Caring Environment Fiscal Stewardship Communication/Transparency Engaged Stakeholders Maximizing Each Child’s Potential BACKGROUND The Service Center for Region XI maintains many different programs to support Charter Schools in their development and administration so that the schools are able to focus more of their energies on the business of teaching. The Business Support Services Contract allows the service center to perform the business and computer services needed. Region XI will be responsible for performing the accounting functions for the Academy, in full compliance with the TEA Financial Accountability System Resource Guide as well as processing monthly payrolls. Internal Controls are still maintained by the Academy staff and the Finance Department with all purchases being approved by the Administrative Coordinator and Finance Director based on the adopted budget. Copies of approved invoices are forwarded to service center personnel who cut the checks and maintain the general ledger. The Service Center is responsible for the payroll function as well as accounts payable/receivable. Todd Wood and Debbie Piper work closely with Region XI regarding all accounting and payroll aspects of the Academy. The contract amount of $24,000 is the same as FY 2008-2009. There is an increase of $100 for remote user license due to the addition of two users: Darcy McFarlane, Administrative Coordinator of the Academy and Sherry Whigham, Accounts Payable Clerk. These additional staff members will now be able to research and obtain information related to the general ledger, checks, etc. FUNDING: Total payment for the above mention program will be $24,600 which was incorporated into FY 2009-2010 Academy budget. RECOMMENDATION Staff recommends approval ATTACHMENTS: List attachments Example: Resolution 09-16 Business Support Services Contract 2009-2010 Business Support Services Contract 2009 - 2010 Client : WESTLAKE ACADEMY Education Service Center Region XI 3001 North Freeway Fort Worth, Texas 76106 BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI Page 2 of 6 TABLE OF CONTENTS Article I Statement of Services ………………………………………………………….… 3 Article II Term of Services………………………………………………………………..… 3 Article III Payment for Services …………………………………………………………..… 3 Article IV Responsibilities of the parties. ……..……………………………………….….… 3 Article V Termination of Services .…………………………………………………….…... 5 Article VI Commitment and Authorization for Services ...……………..………………...…. 6 BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI Page 3 of 6 ARTICLE I - STATEMENT OF SERVICES Business Support Services agrees to perform the business and computer services that are described in the following sections. All services, which are to be provided for the Client by the Business Support Services, are shown in the following sections. If changes in the specified services become desirable during the original contract period, a supplemental agreement shall be made between the Client and the Business Support Services. ARTICLE II - TERM OF SERVICE This agreement covers services that are to be performed for the Client during the period beginning September 1, 2009 and ending August 31, 2010. ARTICLE III – PAYMENT FOR SERVICES All services will be invoiced in full on October 15, 2009, unless other billing arrangements are made acceptable to both parties. ARTICLE IV - RESPONSIBILITIES FINANCE SERVICES The Business Support Services will be responsible for performing the accounting functions for the Client, in full compliance with the TEA Financial Accountability System Resource Guide. Included in the accounting functions to be performed by Business Support Services are the following: ƒ Post cash receipts ƒ Encumber purchase orders (if required) ƒ Post and print finance checks ƒ Post budget amendments and journal entries ƒ Balance general ledger and funds prior to month closing ƒ Close monthly General Ledger and print standard report packet ƒ Provide monthly RSCCC Board Reports and requested special reports ƒ Monthly bank account reconciliations ƒ Prepare 1099’s at calendar year-end ƒ Close out fiscal year ƒ Prepare budget worksheets and budget reports as needed ƒ Input budget into RSCCC ƒ Perform and maintain all file backups ƒ Prepare audit reports as required by outside auditors ƒ Maintain archived set of reports and data input documents BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI Page 4 of 6 ƒ File eGrant Expenditure Reports (if requested) ƒ Prepare Fall PEIMS submission (budget & payroll) ƒ Prepare Mid-Year PEIMS submission (prior year actual expenditures) DUTIES OF CLIENT ƒ Procure all necessary finance check stock and other supplies unique to the Client ƒ Perform daily functions including such tasks as - Obtaining vendor information - Preparing purchase orders and other payment request forms (i.e., travel reimbursements, payment authorizations, etc.) - Tracking purchase orders from the time of issuance to the time the merchandise is received and the purchase order is paid - Disbursing checks to vendors - Receipting cash collected ƒ Submit the following documents (all paperwork must be properly coded) - Deposit slips - Purchase orders - Invoices - Expense reimbursement forms - District written check logs ƒ Distribute 1099’s to vendors ƒ Execute all bank transactions and investments ƒ Finalize and adopt annual budget with assistance from Business Support Services All accounts payable information must be timely submitted to Business Support Services to ensure adequate time for accurate processing. PAYROLL SERVICES Business Support Services is able to process Bi-Weekly, Semi-monthly and Monthly payrolls. As a part of the payroll process, Business Support Services will perform the following functions: ƒ Maintain employee information in RSCCC ƒ Post payroll and employee leave transactions ƒ Run payroll calculations ƒ Post payroll ƒ Print employee and payroll deduction checks ƒ Print standard payroll reports for Client’s files ƒ Create and post general journal entries ƒ Interface payroll with finance ƒ Prepare employee paychecks or wage statements BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI Page 5 of 6 ƒ Create and submit EFT (Direct Deposit) data for banking institution ƒ Prepare reports and pay Employer Taxes using EFTPS ƒ Prepare and submit monthly TRS reports utilizing TRAQS ƒ Transfer TRS payment utilizing TexNet ƒ Prepare and submit quarterly TWC reports ƒ Prepare Employers 941 Quarterly Tax Returns ƒ Prepare W-2’s at calendar year-end and submit to SSA ƒ Establish and update next-year payroll files ƒ Run August accrual job ƒ Perform and maintain all file backups ƒ File monthly TRS Staff Data report ƒ File Attorney General new hire reports DUTIES OF CLIENT ƒ Procure all necessary payroll check stock ƒ Perform functions including such tasks as - Compiling the basic demographic information and the information required to calculate payroll amounts, such as deductions and Cafeteria 125 options for all new employees - Advising Business Support Services of any changes affecting payroll - Compiling and verifying information required to calculate payroll amounts for substitutes and hourly employees ƒ Submit monthly report on TRS Retirees for TRAQS ƒ Submit monthly Child Nutrition Basic Claim form for TRAQS ƒ Distribute employee and payroll deduction checks ƒ Distribute employee W-2’s ƒ Sign and submit the 941 and SSA reports to the appropriate entities All payroll information must be timely submitted to Business Support Services to ensure adequate time for accurate processing. ARTICLE V – TERMINATION OF SERVICES This contract for services may be terminated by either the Client or the Education Service Center Region XI in the event either party fails to perform according to the terms of this Contract upon thirty (30) days written notice to the other party. BUSINESS SUPPORT SERVICES CONTRACT EDUCATION SERVICE CENTER REGION XI Page 6 of 6 ARTICLE VI – COMMITMENT AND AUTHORIZATION FOR SERVICES Client: WESTLAKE ACADEMY WESTLAKE ACADEMY has approved the use of Business Support Services for the 2009- 2010 school year. The total amount for these services is $ 24,600.00 Superintendent or Director of Schools This Contract is accepted by Education Service Center Region XI as indicated above. Executive Director Education Service Center Region XI Annual Business Support Services: Finance Services only___________________________________ $ Payroll/Human Resources Services only __________________ $ Full Service (Finance, Payroll/HR, Budget , ____________________ $ 24,000.00 and Bank Reconciliations) Bank Reconciliation Services Only ________________________$ Annual RSCCC software licensing fees included? Yes__√_ No____ Other Services: INITIAL SET UP ON RSCCC________________________________ $ SQL SOFTWARE LICENSE ($47 PER USER) __________________ $ REMOTE USER LICENSE ($500 ONE USER + $50 FOR ADD’L) $ 600.00 Total Commitment: $ 24,600.00 WESTLAKE ACADEMY RESOLUTION NO. 09-16 AUTHORIZING THE CEO OF WESTLAKE ACADEMY TO ENTER INTO A CONTRACT WITH THE EDUCATION SERVICE CENTER, REGION XI FOR SERVICES RELATED TO WESTLAKE ACADEMY. WHEREAS, the Westlake Academy utilized the business services of Region XI Education Service Center, which is responsible for performing the accounting and payroll functions in full compliance with the Texas Education Agency (TEA) Financial Accountability System Resource Guide, and WHEREAS, personnel costs for a Business Manager for the Academy would be a greater impact to the budget than the contracted services of the Region XI Education Service Center. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE WESTLAKE ACADEMY, TEXAS: SECTION 1. The above findings are hereby found to be true and correct and are incorporated herein in its entirety. SECTION 2. The Board of Trustees of the Westlake Academy hereby approves the contract with Region XI Education Service Center relating to accounting and payroll functions at Westlake Academy, attached hereto as Exhibit “A”; and further authorizes the CEO to execute this agreement. PASSED AND APPROVED ON THIS 31st DAY OF AUGUST 2009. ______________________________ ATTEST: Laura Wheat, President ________________________________ ______________________________ Kelly Edwards, TRMC, Town Secretary Thomas E. Brymer, CEO APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, Town Attorney Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, CEO Debbie Piper, Finance Director Subject: Special Called Meeting of August 31, 2009 Date: August 20, 2009 ITEM Consider a resolution approving the estimated year-end budget for Westlake Academy for the fiscal year ending August 31, 2009 and adopting the proposed budget for the fiscal year ending August 31, 2010. WESTLAKE ACADEMY MISSION/ VISION STATEMENT Westlake Academy is a nurturing, community owned International Baccalaureate Charter School whose mission is to achieve academic excellence and to develop life-long learners who become well-balanced, responsible citizens. WESTLAKE ACADEMY VALUES Academic Achievement PYP, MYP, DP (IB Continuum) Caring Environment Fiscal Stewardship Communication/Transparency Engaged Stakeholders Maximizing Each Child’s Potential BACKGROUND In accordance with State law, the staff has prepared the FY 2009/2010 budget outlining the anticipated revenues and expenditures of all funds. The proposed school year brings the Academy to the final year of adding grades by now providing grades K-12. Additional students in all grades are projected to increase from 417 to 473. Staff will increase 5.5 full time equivalents from FY 2008-2009 to include (3) secondary teachers, (1) IT personnel, (1) Strings/Special Education aide, and (.5) office staff. A Public Hearing was held on August 3, 2009. FUNDING N/A RECOMMENDATION Staff recommends approval. ATTACHMENTS: Resolution No.09-17 and Proposed FY 2009-2010 Budget Academy Resolution 09-17 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION NO. 09-17 A RESOLUTION OF THE BOARD OF TRUSTEES OF THE WESTLAKE ACADEMY TO ADOPT THE REVISED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2009 AND THE PROPOSED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2010. BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: WHEREAS, Section 44.002 of the Education Code of the Texas Education Agency Texas School Law Bulletin states the budget must be prepared according to generally accepted accounting principles, and WHEREAS, the budget must be approved by the Board of Trustees prior to August 31st according to Texas Education Agency’s Financial Accountability System Resource Guide, Section 2.6.2 – TEA Legal Requirements; and WHEREAS, the Board of Trustees held a Public Hearing on August 31, 2009. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE WESTLAKE ACADEMY: SECTION 1: That the Board of Trustees hereby adopts the revised budget for the fiscal year ending August 31, 2009 and the proposed Annual Operating Budget for the fiscal year ending August 31, 2010 and appropriates the funds contained therein. SECTION 2: That a copy of the official adopted 2009-2010 Budget shall be kept on file in the office of the Town Secretary. SECTION 3: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 31st DAY OF AUGUST, 2009. ____________________________ ATTEST: Laura Wheat, President _________________________________ _____________________________ Kelly Edwards, TRMC, Town Secretary Thomas E. Brymer, CEO Academy Resolution 09-17 Page 2 of 2 APPROVED AS TO FORM: _________________________________ L. Stanton Lowry, Attorney 6. BOARD CALENDAR. - Board of Trustees Meeting o October 5, 2009 - Board of Trustees Meeting o November 2, 2009 - Vaquero Baja (fundraiser for the Academy) o November 16, 2009, 3:30 p.m., Vaquero - Board of Trustees Meeting December 7, 2009 - Westlake Academy Gallery Night event o February 26, 2010 - Westlake Academy Graduation May 23, 2010 Westlake  Academy  Item # 6 ‐  Board Calendar  7. 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 Town Manager with the requested item and the Town Manager 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 Town Manager will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. - None. Westlake  Academy  Item # 7 –   Future Agenda  Items  Westlake  Academy   Item # 8 –  Adjournment  Back up material has not  been provided for this item.