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03-19-18 WAF MinWESTLAKE ACADEMY FOUNDATION Board Meeting March 19, 2018 Board Members in Attendance: Debbie Kraska, Ahu Sieg, Zan Jones, Wendy Greenwood, Leigh Sansone, Laura Luckett, Adam Smith, Christine Ross, Karen Stoltenberg Others in Attendance: Troy Meyer, Tom Brymer, Shelly Myers and Julie Kelly I. D. Kraska called the meeting to order at 8:38AM. II. Motion to approve minutes of February 12, 2018 meeting by Z. Jones, second by C. Ross. Motion carried. III. Financial Report  S. Myers provided financial updates for the month of February 2018.  She reported that $10,000 in external grant dollars was reclassified to BAF.  Total assets of the Foundation, minus any liabilities, currently stand at $2,254,743.  Questions posed regarding the amount charged against the WAF credit by the Vaquero Club for Baja 2017. S. Myers will follow up.  Motion to approve Financials by A. Smith, second by L. Sansone. Motion carried. IV. Marketing Committee  W. Greenwood reported progress on next WAF postcard and work to begin on posters of this year’s WAF-funded grants for display at the VIP Party.  W. Greenwood and Z. Jones met with architect of the Math & Science Plaza to discuss donor recognition piece in compliance with the aesthetic standard for the campus.  S. Myers reported that the Outdoor Learning Center will officially be called “The Hudson Garden” in recognition of the large donation made by the M.R. & Evelyn Hudson Foundation. V. Development Committee  Gallery Night report and debrief o C. Ross reviewed revenue comparison between Gallery 2017 and 2018. o Discussed change in sponsorship table designation. Moving forward, reserved sponsor tables will be numbered as well as include sponsor names. o Also discussed some of the challenges experienced with Texas Motor Speedway, such as lack of wi-fi during event, misplaced julep cups, etc. Committee will explore other possible venues. o T. Meyer provided update regarding KPD Substation buildout. Modifications in the MPH are currently underway. Parking spots for KPD officers have been marked. Technology updates are still in process. o April 1st is the opening date goal with a possible “Welcome” or “Grand Opening” to the officers during the first week in April.  Blacksmith Annual Fund Report o K. Stoltenberg updated that BAF has current pledges and donations of $1,058,230, with 78% of families participating or 396 out of 550 families. o Committee with address non-donors again this Spring.  VIP Party o K. Stoltenberg and L. Luckett reported that invitations will be mailed soon for this April 26th event at the Bowden Center in Keller. o Planned entertainment includes cigar-rolling, a chocolatier and Zuriel Bertch on electric violin. VI. President’s Report  D. Kraska asked WAF Board members to write handwritten thank-you notes to Gallery Night sponsors and Live Auction donors. Contact information, stationary and postage will be distributed to Board. VII. Executive Director’s Report  S. Myers reported that Academy is considering an employee position to manage alumni relations and communications for the school. More info to come.  T. Meyer presented Math & Science Plaza update to explain the increase over the original $175,000 that was raised at Baja 2017.  The Academy’s leadership team added several new items requested by teachers, which increased the final estimate to $231,000.  Additions include a vertical ruler for $9,400, distance markers for $8,058, additional architect fees of $5,480, and irrigation and sod totaling $8,205.  Following Board discussion, it was recommended to Mr. Meyer that the $8,205 irrigation and sod fees be approved and initiated first. Any other expenditures will be pending investigation of additional architect fees and potential other sources of funding of those fees.  K. Stoltenberg moved to approve additional amount to cover the $8,205 for sod and irrigation with WAF Administrative budget, second by A. Smith. Motion carried. Other Business  None. K. Stoltenberg moved to adjourn the Board meeting, second by A. Smith. Motion carried. Meeting adjourned at 11:14 AM. Next Meeting: Monday, April 16, 2018 at 8:30 AM, Lee Fieldhouse, WA