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04-06-09 Trustees Workshop PacketThe Regular Meeting of the Westlake Academy Board of Trustees will begin immediately following the conclusion of the Town Council Workshop, but not prior to the 6:00 p.m. posted start time. 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 WORKSHOP A G E N D A April 6, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE – 2ND FLOOR COUNCIL CHAMBERS/MUNICIPAL COURT ROOM 4:30 P.M. 1. CALL TO ORDER. 2. REVIEW OF CONSENT AGENDA ITEMS FROM APRIL 6, 2009, TRUSTEES REGULAR MEETING AGENDA. 3. HEAR AND DISCUSS PRESENTATION OF THE THREE IB PROGRAMMES. 4. REVIEW AND DISCUSS QUARTERLY FINANCIAL “DASHBOARD” REPORT FOR QUARTER ENDED FEBRUARY 28, 2009. 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 CEO with the requested item and the CEO will list it on the agenda. At the meeting, the requesting Westlake Academy Board of Trustees Page 2 of 2 Workshop Meeting Agenda April 6, 2009 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. 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 Friday, April 3, 2009, by 4:30 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kim Sutter, 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. 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 workshop and regular meeting held on March 9, 2009. Westlake  Academy  Item # 2 –   Review of Consent  Agenda Items  Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Mark Rosevear, Head of School Subject: Board of Trustees Workshop, April 6, 2009 Date: March 26, 2009 ITEM Hear and discuss presentation of the three IB Programmes. BACKGROUND Head of Primary, Jamie Schmitz will give a presentation on the Primary Years Programme. Head of Secondary, Robert Kai will give a presentation on the Secondary Years Programme. Head of School, Mark Rosevear will give a presentation on the Diploma Programme. At the end of each presentation there will be a time for questions and answers. FUNDING This action has no impact on the budget. Westlake Academy Memo To: President and Board of Trustees From: Debbie Piper, Finance Director Mark Rosevear, Head of School Subject: Workshop for April 6, 2009 Date: March 31, 2009 ITEM Discussion of the Quarterly Financial “Dashboard” report for the quarter ended February 28, 2009. BACKGROUND The 2nd quarter “Dashboard” report for the FY 2008-2009 is attached. Per the Board’s request, the same quarterly report format used by the Town is being implemented for the Academy. This financial report is a work in progress and as we prepare it quarterly, there will be continual tweaking. 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 and state funds with specific requirements as to the expenditures. They are fully funded and expensed by year-end. The Academy’s “Dashboard” is slightly different from the Town’s report. Because of the reduction in state funding, addition and re-classing of personnel, etc., an “Estimated Budget” has been included. The “Estimated Budget” has been updated with the most recent numbers available for revenues and expenditures and presents an up-to-date estimate of the FY 2008-2009 budget. The same columns presented for the “Adopted Budget” are also included on the report for the “Estimated Budget”. These columns, as well as the “Dashboard” column, have a blue column heading to help distinguish between the different budgets. 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, Estimated 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”. A “Program Summary” with detail of the variances between the Adopted and Estimated budgets is also attached. As can be seen from the report, the major reason for the reduction in revenues is based on our most current information related to state funds. FUNDING N/A RECOMMENDATION No action required. ATTACHMENTS: General Fund - Quarterly Financial Dashboard – Quarter Ended 02/28/2009 General Fund - Analysis of Dashboard for Quarter Ended 02/28/2009 General Fund – Fiscal Year 2008/2009 - Program Summary ACTUAL ADOPTEDESTIMATED Annual 6 months Annual 6 months YTD Budget YTD Budget YTD 2/28/2009 Dashboard Dashboard Local Interest Income12,000$ 6,000$ 6,750$ 3,375$ 3,796$ 63.3%112.5% Local Gifts & Donations-Misc1,800 900 50 25 25 2.8%100.0% Local Gifts & Donations - BSA420,000 210,000 420,000 210,000 348,573 166.0%166.0% Local WAF Salary Reimb65,212 32,606 61,175 30,588 30,305 92.9%99.1% Local SCRIP 7,000 3,500 - - - 0.0%100.0% Local Food/Beverage30,000 15,000 13,000 6,500 7,125 47.5%109.6% Local Other4,200 2,100 9,000 4,500 4,643 221.1%103.2% State Foundation State Funds2,941,260 1,470,630 2,677,217 1,338,609 1,386,864 94.3%103.6% State TRS On-Behalf141,756 - 147,144 - - 100.0%100.0% TOTAL3,623,228$ 1,740,736$ 3,334,336$ 1,593,596$ 1,781,331$ 102.3%111.8% Positive Cautious Negative >95%75% - 95%< 75% ACTUAL ADOPTED ESTIMATED Annual 6 months Annual 6 months YTD Budget YTD Budget YTD 2/28/2009 Dashboard Dashboard Instructional111,904,004$ 1,067,409$ 2,067,075$ 1,080,191$ 1,087,351$ 101.9%100.7% Resources & Media1271,106 39,406 67,343 37,148 34,245 86.9%92.2% Staff Development1329,870 14,935 33,120 18,185 8,617 57.7%47.4% Instructional Leadership 21 6,548 3,692 6,808 3,848 4,025 109.0%104.6% FUNCTION EXPENDITURES WESTLAKE ACADEMY General Fund - 100 Quarter Ended 2/28/2009 ADOPTED BUDGETESTIMATED BUDGET ADOPTED BUDGET ESTIMATED BUDGET Revenue Legend: REVENUES Instructional Leadership 21 6,548 3,692 6,808 3,848 4,025 109.0%104.6% School Leadership23211,426 100,101 173,857 82,323 81,782 81.7%99.3% Guidance & Counseling31150,804 88,655 153,296 90,817 92,945 104.8%102.3% Health Services3357,448 26,797 57,135 26,668 26,728 99.7%100.2% Food Services3522,821 12,734 15,946 8,690 8,950 70.3%103.0% CoCurricular Activities3684,990 54,875 82,133 54,572 53,789 98.0%98.6% Administration41484,560 261,521 536,006 283,998 275,048 105.2%96.8% Maintenance & Operations 51272,135 140,005 261,689 134,143 134,131 95.8%100.0% Data Processing5390,967 48,639 83,106 50,031 42,256 86.9%84.5% Community Services6167,063 31,709 66,512 31,414 30,356 95.7%96.6% Debt Service7142,000 21,000 82,991 43,621 42,009 200.0%96.3% TOTAL3,495,742$ 1,911,476$ 3,687,017$ 1,945,648$ 1,922,233$ 100.6%98.8% Payroll & Related61xx2,676,330$ 1,458,621$ 2,696,357$ 1,467,578$ 1,492,156$ 102.3%101.7% Prof & Contracted Srv62xx507,778 289,922 511,463 293,392 291,700 100.6%99.4% Supplies & Materials63xx120,681 60,341 256,638 66,076 38,362 63.6%58.1% Other Operating Costs64xx148,953 81,592 139,568 74,981 58,005 71.1%77.4% Debt Service65xx42,000 21,000 82,991 43,621 42,009 200.0%96.3% TOTAL3,495,742$ 1,911,476$ 3,687,017$ 1,945,648$ 1,922,233$ 100.6%98.8% Positive Cautious Negative < 100%101%-110%>111% Adopted Adopted Estimated Estimated YTD Annual YTD Annual YTD Actuals Budget Budget Budget Budget 02/28/2009 127,486$ (170,740)$ (352,681)$ (352,052)$ (140,901)$ 124,487 200,000 Beginning Fund Balance634,454 634,454 634,454 634,454 634,454 Ending Fund Balance 761,940 463,714 206,260 282,402 493,553 # of Operating Days 80 48 21 29 51 Daily Operating Cost $9,577 $9,577 $9,760 $9,760 $9,760 Other Resources Other Uses OBJECT CODES SUMMARY Expenditure Legend: Net Revenues Over (Under) Exp Daily Operating Cost $9,577 $9,577 $9,760 $9,760 $9,760 WESTLAKE ACADEMY Analysis of Dashboard for Quarter Ended 2/28/09 GENERAL FUND Page 1 REVENUES INTEREST INCOME - ($2,204) • Interest rates are lower than projected GIFTS & DONATIONS – MISC - ($875) • All local contributions, e.g. HEB, etc. are now being coded to “Other Local Revenue”. Please note the “Other Local Revenue” account already has $7,482 in revenue and only $4,200 was budgeted. . WAF SALARY REIMBURSEMENT – ($2,301) • Original budget included TMRS On-Behalf payment which is a “Paper” entry only. This amount represents the “match” amount paid by the state. Total on-behalf expenditure line items are offset by a revenue on-behalf line-item. There is no affect to the bottom line. This amount should not have been included in the total reimbursement of the Foundation Director. SCRIP REVENUE - ($3,500) • No scrip program for current year FOOD/BEVERAGE - ($4,643) • The only revenue in this account will be from milk. In prior year’s we were responsible for some billing, etc. Currently, all billing is performed by a third-party. See ‘Estimated Budget” for proposed reduction of this revenue account. FOUNDATION STATE FUNDS - ($83,766) • Payments are based on 6-week records; therefore, the payments fluctuate based on the student counts. The first six payments averaged $223,101. If the State estimation of funds remains the same as was calculated on the 3-13-09 Summary of Finances, the remaining payments will be approximately $214,785 each. • The original 08-09 budget was based on 420 students at $7,003/student. A settle-up was received in November that reduced the actual 07-08 funding by $105,979. This decrease was based on the Public Education Information Management System (PEIMS) information received from all Districts for actual property taxes received in 07-08 based on their annual audits. This reduced the per student amount by approximately $290/student. The $105,979 will be taken from the FY 08-09 funding even though it represents 07-08 settle-up. • An additional ($116,542) adjustment was made based on the tax information received from the Districts when their PEIMS was submitted with budgeted tax revenues. WESTLAKE ACADEMY Analysis of Dashboard for Quarter Ended 2/28/09 GENERAL FUND Page 2 EXPENDITURES FUNCTION 11 – Instructional - $19,943 Payroll and Related – $37,214 • +$55,300 represents 1 additional payroll in October • -$10,565 insurance – To be conservative during budgeting, we assume every teacher will take insurance; after enrollment, several teachers did not enroll in the Academy’s insurance program. • -$4,900 workers compensation insurance - Supplies & Materials – ($22,118) • Majority of supplies are purchased in the summer for next fiscal year FUNCTION 21 – Instructional Leadership - $333 Payroll and Related – $333 • Additional payroll in October FUNCTION 31 – Guidance and Counseling - $4,290 Payroll and Related – $4,737 • Additional payroll in October FUNCTION 41 – Administrative - $12,288 Payroll and Related - $22,704 • Several employees were originally budgeted in Function 23. Coding was corrected to Function 41. Professional Services - $4,441 • Legal Services - $1,609 • Employee evaluation - $2,086 Supplies & Materials - $1,113 • Total expenditure amount should even out by year-end; additional supplies purchased at beginning of year for new employees WESTLAKE ACADEMY Analysis of Dashboard for Quarter Ended 2/28/09 GENERAL FUND Page 3 Other Operating Costs – ($15,970) • ($5,828) - International travel for Mark per contract - Per Mark, this line-item should be reduced from the original $12,000 budget to $5,500. He plans to travel during the summer. • ($7,506) - Operating Cost/Fees - original budget had notation of dues for a new charter school association being .0025 of budget which would be approximately $9K. Darcy is researching. • ($2,268) - Travel, registration fees, etc. for employees. We are not sure how much more training Mark and Tom will attend for the remaining portion of the year; therefore, we will leave budget as is. FUNCTION 71 – Debt Service - $20,486 Debt Service • First payment of capital lease with Apple was budgeted in prior year but was booked as a pre-paid because the computers had not been put into service at August 31st and loan (lease) was not set up until 9/15/2008 (FY2008-2009). • Please note the Function 11 supplies and “Other Resources” in the amount of $124,487 are proposed for the “Estimated Budget” to book this capital lease. These amounts offset with no affect to the bottom-line. Adopted Estimated Actual Actual Budget Budget Actual FY 06/07 FY 07/08 FY 08/09 FY 08/09 FY 08/09 Beginning Fund Balance427,720$ 691,740$ 634,454$ 634,454$ 634,454$ Revenues2,879,531 3,168,968 3,623,228 3,334,336 1,781,331 Expenditures2,615,511 3,226,254 3,495,742 3,687,017 1,922,233 Other Resources 124,487 Other Uses - - - 200,000 - Net Revenues over (under) Expenditures 264,020 (57,286) 127,486 (428,194) (140,901) Ending Fund Balance691,740$ 634,454$ 761,940$ 206,260$ 493,553$ # Days Operating (Based on 365)97 72 80 21 51 Daily operating expense 7,166$ 8,839$ 9,577$ 9,760$ 9,760$ REVENUES Adopted Revenues 3,623,228$ Estimated Revenues 3,334,336 Variance (decrease)288,892$ State Funding (264,043) Interest (5,250) Gifts & Donations (1,750) Salary reimbursement (4,037) Scrip Revenue (7,000) Other Local Revenue 4,800 Food Service (17,000) TRS On-Behalf 5,388 (288,892)$ EXPENDITURES Adopted Expenditures 3,495,742$ Estimated Expenditures 3,687,017 Variance (Increase)191,275$ Set up of capital lease (offset w/Other Resources)124,487$ Additional Apple Payment (in PY Fund Balance)42,000 Approved Amendments A 72,938 Savings from insurance, contract srv, etc.(48,150) 191,275$ Approved Amendments AmendmentsA+ software 18,220$ Special ED Aid 27,930 Teaching Aide 26,833 Total amendments to-date A 72,983$ WESTLAKE ACADEMY General Fund - 199 Program Summary Fiscal Year 2008/2009 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 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 # 5 –   Future Agenda  Items  Trustees Planning Calendar  Items not scheduled for a specific meeting are listed here (require discussion): Date Contact Description Format  5/12/08 T. Brymer School Exit Interviews Workshop    May 4, 2009, Meeting (submittal deadline April 23)  Date Contact Description Format  1/30/09 M. Rosevear Shared service agreement – Regional Day School for Deaf Meeting  2/2/09 Brymer/Rosevear Strategic Planning Wkshp/Mtg    June 1, 2009, Meeting (submittal deadline May 28)        August 3, 2009, Meeting (submittal deadline July 23)        April 2009 4 May 2009 5 June 2009 6 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 2 3 4 1 2 1 2 3 4 5 6 5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30 31 Council Meeting Holiday  Trustees Meeting Election Day        Last day of School    Westlake  Academy   Item # 6 –  Adjournment  Back up material has not  been provided for this item.