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08-09-21 Joint TC BOT Agenda PacketBOT Agenda – 8/9/2021 Page 1 of 3 WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING AGENDA 1500 SOLANA BLVD, BUILDING 7, SUITE 7100, COUNCIL CHAMBERS WESTLAKE, TX 76262 AUGUST 9, 2021 5:00 P.M. MEETING In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020, the Board of Trustees of Westlake Academy will conduct this joint meeting at 5:00 p.m. on Monday, August 9, 2021. In order to advance the public health goal of promoting "social distancing" to slow the spread of the Coronavirus (COVID-19), there will be limited public access to the physical location described above. A limit of thirty (30) seats will be available to the public on a first-come, first- serve basis. A recording of this meeting will be made and will be available to the public in accordance with the Open Meetings Act. Vision Statement An oasis of natural beauty that maintains our open spaces in balance with distinctive development, trails, and quality of life amenities amidst an ever expanding urban landscape. Regular Session 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. CITIZEN COMMENTS: This is an opportunity for citizens to address the Board of Trustees on any matter, whether or not it is posted on the agenda. Individual citizen comments are normally limited to three (3) minutes; however, time limits can be adjusted by the presiding officer. The presiding officer may ask the citizen to hold their comment on an agenda item if the item is posted as a Public Hearing. The Board of Trustees cannot by law take action nor have any discussion or deliberations on any presentation made at this time concerning an item not listed on the agenda. The Board of Trustees will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. 4. ITEMS OF COMMUNITY INTEREST: President and Trustee Reports on Items of Community Interest pursuant to Texas Government Code Section 551.0415 the Board of Trustees may report on the following items: (1) expression of thanks, congratulations or condolences; (2) information about holiday schedules; (3) recognition of individuals; (4) reminders about upcoming Board of Trustee events; (5) information about community events; and (6) announcements involving imminent threat to public health and safety. 5. 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 of Trustee 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. BOT Agenda – 8/9/2021 Page 2 of 3 a. Consider approval of the BOT minutes from the Joint meeting on March 1, 2021. b. Consider approval of the BOT minutes from the Joint meeting on March 29, 2021. c. Consider approval of WA Resolution 21-16, awarding the bid for property/casualty insurance products and services to Box Insurance Agency for FY 2021-2022, and further authorize the Superintendent or designee to execute this agreement. d. Consider approval of WA Resolution 21-17, authorizing the Superintendent to execute a contract with the Education Service Center Region 11. 6. 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 of Trustees Member requests that report be removed and considered separately. a. Report regarding the 2021-2022 School Year Theme and Focus. 7. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF WA RESOLUTION 21-18, APPROVING THE WESTLAKE ACADEMY REVISED OPERATING BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2021, AND ADOPTING THE WESTLAKE ACADEMY PROPOSED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2022. 8. PRESENTATION AND DISCUSSION REGARDING THE STATE OF TEXAS STARR AND EOC ASSESSEMENT RESULTS FOR 2020-2021. 9. PRESENTATION AND DISCUSSION REGARDING THE RESULTS OF THE 2021 WESTLAKE ACADEMY STUDENT PERFORMANCE ON THE INTERNATIONAL BACCALAUREATE (IB) AND ADVANCED PLACEMENT (AP) ASSESSMENTS. 10. SUPERINTENDENT UPDATE. a. Westlake Academy campus plan for the 21/22 school year. 11. BOARD RECAP/STAFF DIRECTION 12. FUTURE AGENDA ITEMS: Any Board of Trustees member may request at a workshop under “Future Agenda Item Requests”, an agenda item for a future Board of Trustees meeting. The Board of Trustees Member making the request will contact the Town Manager with the requested item and the Superintendent will list it on the agenda. At the meeting, the requesting Board of Trustees Member will explain the item, the need for discussion of the item, the item’s relationship to the Board of Trustees strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Trustee Member receives a second, the Superintendent will place the item on the Board of Trustees agenda calendar allowing for adequate time for staff preparation on the agenda item. 13. 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 BOT Agenda – 8/9/2021 Page 3 of 3 551.07187 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, 1500 Solana Blvd., Building 7, Suite 7100, Westlake, TX 76262, August 6, 2021, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Todd Wood, Board Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Board Secretary’s Office 48 hours in advance at 817-490-5711 and reasonable accommodations will be made to assist you. United States Pledge "I pledge allegiance to the flag of the United States of America, and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all." Texas Pledge “Honor the Texas flag; I pledge allegiance to the, Texas, one state under God, one and indivisible.” Board of Trustees Item # 2 – Pledge of Allegiance CITIZEN COMMENTS: This is an opportunity for citizens to address the Board of Trustees on any matter, whether or not it is posted on the agenda. Individual citizen comments are normally limited to three (3) minutes; however, time limits can be adjusted by the presiding officer. The presiding officer may ask the citizen to hold their comment on an agenda item if the item is posted as a Public Hearing. The Board of Trustees cannot by law take action nor have any discussion or deliberations on any presentation made at this time concerning an item not listed on the agenda. The Board of Trustees will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. Board of Trustees Item #3 – Citizen Comments ITEMS OF COMMUNITY INTEREST: President and Board of Trustees Reports on Items of Community Interest pursuant to Texas Government Code Section 551.0415 the Town Council may report on the following items: (1) expression of thanks, congratulations or condolences; (2) information about holiday schedules; (3) recognition of individuals; (4) reminders about upcoming Town Council events; (5) information about community events; and (6) announcements involving imminent threat to public health and safety. Calendar of Meetings/Events: Board of Trustees Meeting Monday, August 9, 2021; 5:00 pm* Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 (In-person, limited seating for social distancing) Meeting with the Superintendent #1 Wednesday, August 11, 2021; 6 pm 1500 Solana Blvd, Building 7, Council Chambers Meeting with the Superintendent #2 Thursday, August 12, 2021; 6 pm 1500 Solana Blvd, Building 7, Council Chambers Planning & Zoning Meeting Monday, August 16, 2021; 5:00 pm* Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 (In-person, limited seating for social distancing) Secondary Back to School Night Monday, August 16, 2021; 5-7 pm Small group tours available RSVP only Grades 6-8: 5-5:45 6: Front of Secondary Building 7: Sport Court 8: Between A&S building and the Sport Court Grades 9-12: 6:15 - 7 9: Front of Secondary Building 10: Between A&S building and the Sport Court 11/12: Portables Primary Back to School Night Tuesday, August 17, 2021; 5-7:30 pm K, 1 and 3: 5-6 2, 4 and 5: 6:30 -7:30 Class lists posted on the doors on Friday 8/13 Affiliate groups will be available as follows: Cafe - Common Area in PYP Building HOC w/ trailer - TBD (Dr. Bryson will discuss with HOC best option) Foundation - Main Commons New Families - Primary Art Room Board of Trustees Item # 4 – Items of Community Interest Westlake Academy Back-to-School Breakfast Wednesday, August 18, 2021; 8 am Multi-Purpose Hall Westlake Academy 1st Day of School Thursday, August 19, 2021 Town Council Meeting Monday, August 23, 2021; 5:00 pm* Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 (In-person, limited seating for social distancing) Terra Bella/Glenwyck/Carlyle Ct/Dove Road Neighborhood Meeting Tuesday, August 24, 2021; 6:00 pm 1765 Terra Bella Drive, Westlake, Texas 76262 Chamber of Commerce Alliance Development Forum Wednesday, August 25, 2021; 11 am Speedway Club, Texas Motor Speedway Military Heroes Run Saturday, August 28, 2021; 7:00 am 2902 Sam School Road, Westlake, Texas 76262 Town of Westlake/Westlake Academy Holiday Town Hall and the Municipal Court will be closed to observe the Labor Day holiday. Monday, September 6, 2021 *Reminder: Agendas for all municipal/academic meetings are posted a minimum of 72 hours before the meeting begins and can be found on our Town’s website under the tab “Government/Agendas & Minutes.” **For meeting agendas and details on WA calendar events or Municipal calendar events, please visit the Westlake Academy website or the Town of Westlake website for further assistance. CONSENT AGENDA: All items listed below are considered routine by the Town Council and Board of Trustees will be enacted with one motion. There will be no separate discussion of items unless a Council 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 from the Joint meeting on March 1, 2021. b. Consider approval of the minutes from the Joint meeting on March 29, 2021. c. Consider approval of WA Resolution 21-16, awarding the bid for property/casualty insurance products and services to Box Insurance Agency for FY 2021-2022, and further authorize the Superintendent or designee to execute this agreement. d. Consider approval of WA Resolution 21-17, authorizing the Superintendent to execute a contract with the Education Service Center Region 11. Board of Trustees Item # 5 – Consent Agenda TC/BOT Minutes – 03/01/21 Page 1 of 7 MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING March 1, 2021 In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020, the Town Council of the Town of Westlake and the Board of Trustees of Westlake Academy conducted a joint meeting at 5:00 p.m. on Monday, March 1, 2021 by video and telephone conference in order to advance the public health goal of limiting face-to-face meetings (also called "social distancing") to slow the spread of the Coronavirus (COVID-19). There was no public access to the physical location described above. A recording of the telephonic meeting was made and is available to the public. PRESENT: Mayor Laura Wheat and Council Members Carol Langdon, Rajiv Trivedi, and Greg Goble. ABSENT: Council Members Alesa Belvedere and Rick Rennhack. OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, Town Attorney Stan Lowry, Town Secretary Todd Wood, Director of Information Technology Jason Power, Director of Finance Ginger Awtry, Director of Public Works & Facilities Troy Meyer, Director of Planning & Development Ron Ruthven, Communications Manager Jon Sasser, Executive Director Dr. Mechelle Bryson, Business Manager Marlene Rutledge, Finance & Budget Analyst Kelsey Wong, Building Official Pat Cooke, Administration and Accountability Director Darcy McFarlane, Assistant PYP Principal Beckie Paquin, Assistant MYP Principal Maxwell Ituah, DP Principal Dr. James Owen, and College Counselor Carl Tippen. Regular Session 1. CALL TO ORDER Mayor Wheat called the Regular Session to order at 5:05 p.m. 2. CITIZEN COMMENTS Mayor Wheat provided a brief summary of instructions to the public for citizen comments. TC/BOT Minutes – 03/01/21 Page 2 of 7 No one addressed the Town Council or Board of Trustees. 3. ITEMS OF COMMUNITY INTEREST Communications Manager Jon Sasser provided an update on the following items: Planning & Zoning Meeting: This meeting will be held on Monday, March 8, 2021 at 5:00 p.m. via Teleconferencing. Spring Break: Westlake Academy will be closed for Spring Break from March 15-19, 2021. Gallery Night: The Westlake Academy Foundation will hold their Annual Gallery Night event on Saturday, April 10, 2021 at the Vaquero Club. Public Works Employees: During the winter weather event in February, the Public Works department performed an exceptional job throughout the Town and Westlake Academy. These employees included Director of Public Works and Facilities Troy Meyer, Public Works Superintendent Kory Kittrell, Rosie Miller, James McGuinness. Fire Chief Richard Whitten Deputy Fire Chief John Ard, Town Manager Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, Utility & Facility Coordinator Dianna Orender, and Building Official Pat Cooke assisted many residents with frozen pipe concerns. Mr. Sasser stated that he would like to designate Mr. Paul Andreason as the “communications MVP” of the entire team throughout this rare weather event. Mayor week thanked the staff, noting the feedback that she has received has been incredible. 4. CONSENT AGENDA: All items listed below are considered routine by the Town Council and will be enacted with one motion. There will be no separate discussion of items unless a Council 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 of WA Resolution 21-02, approving a Waiver for Missed School Days and Professional Development Days. b. Consideration of WA Resolution 21-03, authorizing compensation to be paid to Employees during the inclement weather period. c. Consider approval of Resolution 21-05, amending Resolution 09-02 that established a Policy for Naming Town Owned Facilities and Parks, and to provide guidelines and standards for the submission of individuals or entities for naming opportunities. d. Consideration of Resolution 21-06, authorizing changes to the signers on all Town of Westlake Solana PID depository accounts with US Bank. MOTION: Mayor Wheat asked for a motion to approve the consent agenda. Council Member Langdon made a motion to approve. Council Member Trivedi seconded the motion. The motion carried by a vote of 3-0. TC/BOT Minutes – 03/01/21 Page 3 of 7 5. CONDUCT A PUBLIC HEARING AND DISCUSSION OF WESTLAKE ACADEMY’S 2020 ACCOUNTABILITY REPORT. Executive Director Dr. Mechelle Bryson presented this item. She began by stating that TEA requires each district and charter school to present the Accountability Report annually during a public hearing; allowing the community to see how well Westlake Academy is performing. She explained that the state accountability ratings are based on the overall performance of the school in three domains: Student Achievement, School Progress, and Closing the Gap. Based on these outcomes, school districts and charter schools are assigned a grade of A-F. Due to the COVID-19 pandemic, TEA cancelled the STARR exams last year and waived the issuance of accountability ratings. However, TEA did publish Report Cards for schools. Dr. Bryson then stated that she would provide details of Westlake Academy’s TAPR (Texas Academic Financial Report) during her presentation. Westlake Academy met the 2020 Special Education requirements, although the overall Accountability Rating was not provided due to the “Declared State of Disaster” during this time period. Dr. Bryson then spoke about the ACT test scores, noting that students were only able to take this test in February, and were not allowed to re-test later in the spring. The scores showed a slight decrease in comparison to the previous academic year, which could be attributed to COVID-19 and the inability to re-test. Despite ACT scores falling uniformly across the state, Westlake Academy maintained scores that were well above the state average. College Counselor Carl Tippen added that many colleges would not be requiring SAT or ACT testing across the board for this year and felt that this was an important trend to be aware of. Dr. Bryson then showed the SAT scores in comparison to previous years. While there was a very small decrease in these overall scores, Westlake Academy continued to score well above the state average; despite having to take the test sooner in the year. AP (Advanced Placement) test scores remained unchanged from the prior year. Additionally, 90.5% of 2020 graduates received the IB diploma, which was unchanged from the prior year. However, the number of AP Scholars increased from 43 to 58, representing a 30% increase. With no questions from the Board, President Wheat opened the Public Hearing at 5:34 p.m. No one addressed the Board of Trustees. President Wheat closed the Public Hearing at 5:34 p.m. 6. PRESENTATION AND DISCUSSION REGARDING THE COVID-19 PANDEMIC, INCLUDING UPDATES AND RECOMMENDATIONS ON MUNICIPAL AND ACADEMIC OPERATIONS. Town Manager/Superintendent Mrs. Amanda DeGan addressed this item; noting that a presentation would be shown containing data that was requested by the Board of Trustees at the previous meeting. Ms. DeGan stated that prior to giving this presentation, she wanted to share information that was provided on a call with Denton County earlier that day. According to Dr. Richardson, the positivity rate for COVID-19 has in Denton County has TC/BOT Minutes – 03/01/21 Page 4 of 7 increased to 14%, compared to the 4% positivity rate in July 2020. Compared to recent months, this appears to be trending in the right direction, and businesses have been allowed to re-open at the 75% capacity level. Hospitalization rates have also trended downward and is consistent with the information received from Tarrant County. Mrs. DeGan then noted that caution is still advised following the recent freeze event and the upcoming spring break week, and the impact of any variants of the virus is still unknown. Mayor Laura Wheat then added that Denton County currently has 300,000 individuals on the waiting list for vaccination, and 135,000 invitations have been sent out. She then stated the Dr. Richardson believed that anyone wanting the vaccine should be able to receive it by April, regardless of category. Additionally, Dr. Richardson believed that those who have been vaccinated would be highly unlikely to transmit the virus, and he expected the CDC to issue new guidelines in the near future. Deputy Town Manager Noah Simon shared that the information received on the Tarrant County call was consistent with Denton County, and the number of positive cases has trended downward. An increase in positive cases is expected by Tarrant County due to the recent winter weather event and upcoming spring break week; however, it is not expected that these increases will be as large as those that have been previously experienced. Mr. Simon added that we have been commended by Tarrant County for the steps we have taken with enacting our protocols and procedures, and we have been advised to not change anything at this time. Mrs. DeGan then asked Budget and Financial Analyst Kelsey Wong to present data that has been collected from other entities regarding COVID-19. Ms. Wong began by showing a slide that illustrated the impact of COVID-19 to the staff and students in isolation from August 2020 through February 2021. This graph showed 295 isolations in January and 44 in February. While not all cases were school-related events, this mirrored the pattern of confirmed cases that have been reported by the State of Texas. Westlake Academy’s quarantine protocols were then presented in comparison to those used by Keller ISD, Carroll ISD, and Northwest ISD. All data was relatively consistent for positive cases; however, Westlake Academy has maintained the 14-day quarantine for close contact in comparison with the comparative school districts, and a 24-day period for close contact within the household. Comparative school districts have maintained a ten (10) day quarantine period after close contact, for a total of twenty (20) days. Westlake Academy’s protocols regarding isolation remain consistent with current CDC guidelines. When compared to lab-confirmed cases, Westlake Academy has a slightly lower percentage of positive cases to surrounding school districts. It was noted that the data is reported differently between school districts, and efforts have been made to normalize the data for comparative purposes. Mrs. DeGan then asked for Board direction as to whether the isolation periods for Westlake Academy should remain the same or be modified based on this data. The Board agreed that the protocols that are currently in place should remain in effect. Mayor Wheat asked if there were specific reasons as to why the current protocols should remain in effect. Deputy Town Manager Noah Simon responded that that this was due to recommendations from Tarrant County Public Health, CDC guidelines, and the fact that this is a K-12 campus where exposures may occur differently than in a traditional school district with multiple campuses. In addition, teachers at Westlake Academy cannot be substituted as easily, TC/BOT Minutes – 03/01/21 Page 5 of 7 especially if they are teaching a subject where Westlake Academy does not have “depth on the bench”. He reiterated that the goal was to keep staff and students as safe as possible, and the feedback from Tarrant County has been encouraging, and current practices should be continued. Mr. Simon then stated that if the Board had interest in making a change, his recommendation would be to wait until after spring break in order to properly evaluate the anticipated surge in positive cases. The Board agreed unanimously that the current protocols and isolation periods would remain in effect and be re-evaluated several weeks after spring break. 7. CONSIDER RESOLUTION 21-07, APPROVING A ROADWAY CONSTRUCTION AGREEMENT FOR STREET “G” LOCATED BETWEEN SCHWAB WAY AND SH 170. Director of Planning and Development Ron Ruthven presented this item. He stated that this was a simple construction agreement for a road that would link Schwab Way to SH 170. This project would fulfill the obligation outlined in Ordinance 870 that as part of the Phase 2 construction and is supported by the traffic impact analysis that was commissioned by the Town of Westlake. MOTION: Mayor Wheat asked for a motion to approve Resolution 21-07. Council Member Trivedi made a motion to approve. Council Member Goble seconded the motion. The motion carried by a vote of 3-0. 8. EXECUTIVE SESSION: The Town Council/Board of Trustees recessed at 6:25 p.m., and convened into Executive Session at 6:41 p.m. The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Sec 551.076 – Deliberation Regarding Security Devices or Security Audit to deliberate: (1) the deployment, or specific occasions for implementation of security personnel or devices; or (2) a security audit. b. Section 551.087 - Deliberation Regarding Economic Development Negotiations (1) to discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to a business prospect described by Subdivision (1) for the following: - Front 44 - Entrada - Project “YYZ” - Potential development on 55.12 acres located at Tracts 7C, 7F, 7G, 7H, 7L and 7M Abstract 648, William Huff Survey, Town of Westlake, Texas, TC/BOT Minutes – 03/01/21 Page 6 of 7 and more generally located at the northeast corner of U.S. Highway 377 and State Highway 170. c. Section 551.071(2) Consultation with Attorney – to seek advice of counsel on matters in which the duty of the Town Attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code - FM 1938 access for proposed Southlake development. d. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: - Town Manager evaluation e. Section 551.071 - Discussion with the Town Attorney regarding pending, threatened, or contemplated litigation regarding BRS. 9. RECONVENE MEETING The Town Council/Board of Trustees reconvened into Regular Session at 8:40 p.m. 10. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. None. 11. COUNCIL RECAP/STAFF DIRECTION None. 12. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under “Future Agenda Item Requests”, an agenda item for a future Council meeting. The Council 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 Council Member will explain the item, the need for Council discussion of the item, the item’s relationship to the Council’s strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. None. 13. ADJOURNMENT There being no further business before the Town Council or Board of Trustees, Mayor Wheat asked for a motion to adjourn the meeting. TC/BOT Minutes – 03/01/21 Page 7 of 7 MOTION: Council Member Langdon made a motion to adjourn the meeting. Council Member Goble seconded the motion. The motion carried by a vote of 3-0. Mayor Wheat adjourned the meeting at 8:41 p.m. 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. APPROVED BY THE TOWN COUNCIL ON AUGUST 9, 2021. ATTEST: _____________________________ Laura Wheat, Mayor __________________________ Todd Wood, Town Secretary TC/BOT Minutes – 03/29/21 Page 1 of 10 MINUTES OF THE JOINT TOWN OF WESTLAKE TOWN COUNCIL AND WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING March 29, 2021 In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020, the Town Council of the Town of Westlake and the Board of Trustees of Westlake Academy conducted a joint meeting at 6:30 p.m. on Monday, March 29, 2021 by video and telephone conference in order to advance the public health goal of limiting face-to-face meetings (also called "social distancing") to slow the spread of the Coronavirus (COVID-19). There was no public access to the physical location described above. A recording of the telephonic meeting was made and is available to the public. PRESENT: Mayor Laura Wheat and Council Members Carol Langdon, Alesa Belvedere, Rajiv Trivedi, Rick Rennhack, and Greg Goble. ABSENT: None. OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, Town Attorney Stan Lowry, Town Secretary Todd Wood, Director of Finance Ginger Awtry, Director of Public Works & Facilities Troy Meyer, Director of Planning & Development Ron Ruthven, Director of Community Engagement Jon Sasser, Development Coordinator Nick Ford, Keller City Manager Mark Hafner, City of Keller Interim Fire Chief Shane Gainer, Grenada HOA President Vik Suresh, and Grenada HOA Board Member Brian Pierce. Executive Session 1. CALL TO ORDER Mayor Wheat called the Town Council/Board of Trustees meeting to order at 5:01 p.m. The Town Council/Board of Trustees recessed into Executive Session at 5:01 p.m. The Town Council/Board of Trustees reconvened at 6:40 p.m. Mayor Wheat indicated that there would be an action item for the Town Council. TC/BOT Minutes – 03/29/21 Page 2 of 10 MOTION: Mayor Wheat asked for a motion to approve Resolution 21-12 from Executive Session. Council Member Langdon made a motion to approve. Council Member Rennhack seconded the motion. The motion carried by a vote of 5-0. Mayor Wheat called the Regular Session to order at 6:41 p.m. 2. CITIZEN COMMENTS Mayor Wheat provided a brief summary of instructions to the public for citizen comments. No one addressed the Town Council or Board of Trustees. 3. ITEMS OF COMMUNITY INTEREST Director of Community Engagement Jon Sasser provided an update on the following items: Town Hall and Westlake Academy Holiday Closure: Westlake Town Hall, Municipal Court, and Westlake Academy will be closed on Friday, April 2, 2021 in observance the Easter holiday. Coffee & Conversation with the Mayor: This will be resumed on Monday, April 5th, 2021; from 8:00 a.m. to 9:30 am at Sip Stir Coffee, located at 1301 Solana Blvd Suite 4105 Westlake, TX 76262. Gallery Night: The Westlake Academy Foundation will hold the Annual Gallery Night event, named “Rhinestones at the Ranch” and will be held on Saturday, April 10, 2021 at the Vaquero Club. RSVPs will be due by April 5, 2021. Early Voting: This will occur between April 19th through April 27th. The Town of Westlake has all of the information of early voting locations and the times that the polls will be open. Election Day will be on May 1, 2021, and due to construction, the polling location will be located in Building #1, Suite #1100. Roanoke Road Re-Pavement: This is a City of Keller project that began this week, located between Knox Road and Melody Lane. The project is expected to be completed on May 7th and may impact the residents of Stagecoach Hills and others who use this road. COVID-19 Vaccinations: COVID-19 vaccines are now available for all adults in the state of Texas, and information will be sent out in tomorrow’s version of the Westlake Wire. 4. CONSENT AGENDA: All items listed below are considered routine by the Town Council and will be enacted with one motion. There will be no separate discussion of items unless a Council 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. TC/BOT Minutes – 03/29/21 Page 3 of 10 a. Consider approval of the minutes from the Town Council meeting on November 30, 2020. b. Consideration of WA Resolution 21-08, authorizing the Town to enter into Joint Election Agreements with Tarrant and Denton Counties to conduct the General Election to be held on May 1, 2021. c. Consider approval of Resolution 21-09, continuing participation with the Atmos Cities Steering Committee and authorizing payment of five cents per capita to the Atmos Cities Steering Committee to fund regulatory and related activities related to Atmos Energy Corporation. Mayor Wheat then asked if any items from the consent agenda needed to be discussed separately. There was no request from the Town Council to discuss any consent agenda item separately. MOTION: Mayor Wheat then asked for a motion to approve the consent agenda. Council Member Rennhack made a motion to approve. Council Member Trivedi seconded the motion. The motion carried by a vote of 5-0. 5. PRESENTATION AND DISCUSSION REGARDING THE ANNUAL REPORT FROM THE KELLER POLICE DEPARTMENT RELATIVE TO POLICE SERVICES AND THE RACIAL PROFILING REPORT FOR THE TOWN OF WESTLAKE. City of Keller Police Chief Bradley Fortune presented this item. He began by stating that he looked forward to meeting everyone in person soon, as opportunities for interaction were limited in 2020. Chief Fortune began his presentation describing the department’s mission, values, policing philosophies, and performance measures. Chief Fortune then explained Westlake’s crime rate statistics, which were 3.72 per 1,000 in daytime population. He noted that this was an incredibly low crime rate, with only 48 Part 1 crimes occurring throughout the entire year. Of these crimes, 72% were property related and involved theft from construction sites and unsecured vehicles. The Keller Police Department has increased building checks and foot patrols in an effort to reduce these statistics even further. Chief Fortune then presented traffic safety statistics. From 2019 to 2020, there was 13.8% decrease in reportable crashes from 2019 (94) to 2020 (81), and a 33% decrease in overall crashes from 2019 (327) to 2020 (219). The top three (3) factors for crashes were explained, and the top three (3) locations for these crashes were shown to occur at Trophy Lake Drive and SH 114, Trophy Club Drive and SH 114, and US 377 and SH 170. Chief Fortune then illustrated a graph showing the impact of COVID-19 on traffic enforcement, when a directive was given to limit personal contact as much as possible by only initiating traffic stops for offences that would be considered major public safety violations. Normal operations were resumed on July 6, 2020, with the use of recommended Personal Protective Equipment (PPE) by officers. Chief Fortune then showed several slides using data from the North Central Texas Council of Governments (NCTCOG) and the Keller Police Department illustrating the average percentage change in vehicle volume on the freeways during 2020. The first three months showed a very nominal reduction; however, decreases spiked in April 2020 with a 28% reduction in volume, and 19% in May. The percentages were relatively consistent from June through December, with decreases ranging from 12% to 7% by month. During the TC/BOT Minutes – 03/29/21 Page 4 of 10 months where vehicle volume decreased the most, a corresponding increase in vehicle speeds also occurred. Vehicle accidents also decreased during this time, trending in a similar manner with traffic volume. However, the percentage of serious vehicle accidents increased, which is attributed to higher average vehicle speeds. Chief Fortune then explained the timeliness in service. Statistics showed that 911 calls were answered within 10 (ten) seconds 99% of the time, and appropriate emergency services were dispatched within 49 seconds when averaged. These statistics exceeded the department’s benchmark goals. Additionally, police response to Priority 1 calls averaged 3 minutes and twenty-seven seconds (3:27), and police patrol response to all calls averaged eleven minutes and six seconds (11:06). These statistics also exceeded the goal of four (4) minutes and fifteen (15) minutes, respectively. Chief Fortune stated that the main goal was to respect the time of citizens needing service, regardless of the priority of the call. Using survey data, the Keller Police Department exceeded expectations regarding care and professionalism (92.8%) and meeting or exceeding expectations (99%). Overall, 93.3% of respondents gave the Keller Police Department an overall rating of excellent, and 100% of Westlake residents felt safe walking alone at night. Chief Fortune emphasized that a major value of the department was that communication with residents by officers was extremely important. He then expressed the importance of “empathy in action” and the practice of “soft skills” in training, policies, and practices. Chief Fortune then explained the components of transparency, accountability, and input initiatives. Chief Fortune then provided the Racial Profiling Report to the Town Council. He stated that the comprehensive analysis of the data included in this report demonstrates that the Keller Police Department has complied with the Texas Racial Profiling Law and all of its requirements. He expressed appreciation for the interlocal partnerships with the Town of Westlake and other neighboring cities. Mayor Wheat thanked Chief Fortune, stating that he had gone above and beyond with the information that was shared. Council Member Rennhack asked Chief Fortune about the legality of golf carts on trails and within private gated neighborhoods. Chief Fortune replied that the presence of officers on bicycles can provide an increased presence on the trail system. He also noted that the enforceability of traffic stops in gated communities with private roads would be limited to offences contained in the Texas Penal Code (such as reckless driving) but would not include offenses under the Texas Transportation code related to speed. However, the Keller Police Department did have the ability to enforce of local ordinances. In conclusion, Mayor Wheat thanked Chief Fortune for the information that was presented. She then asked Director of Community Engagement Jon Sasser to provide the PowerPoint presentation in the upcoming Westlake Wire, as she felt that the Town was being well tended to by the Keller Police Department. Mr. Sasser stated that he would absolutely make this happen per Mayor Wheat’s request. TC/BOT Minutes – 03/29/21 Page 5 of 10 6. CONSIDER RESOLUTION 21-10, APPROVING AN INTERLOCAL AGREEMENT WITH THE CITY OF KELLER, TEXAS, FOR CONSOLIDATED FULL-TIME FIRE PROTECTION/PREVENTION AND EMERGENCY MEDICAL SERVICES; FOR A TERM OF SIXTEEN (16) MONTHS COMMENCING APRIL 1, 2021; TO INCLUDE AN EQUALLY SHARED FEASIBILITY STUDY REGARDING SAID CONSOLIDATED SERVICES; AND AUTHORIZING THE TOWN MANAGER TO EXECUTE ALL CONTRACT DOCUMENTS RELATING THERETO ON BEHALF OF THE TOWN OF WESTLAKE, TEXAS. Deputy Town Manager Noah Simon and Fire Chief Richard Whitten presented this item. Mr. Simon began by stating that The Town of Westlake and the City of Keller have had conversations regarding the possibility of consolidating their Fire/EMS Departments. This has not been approached as a cost-savings measure; rather, as a means to improve Public Safety services and position Westlake for future growth and development. Mr. Simon added that this is an opportunity for the two cities to become a leader in this area by creating new standards of excellence. Mr. Simon then stated that this resolution, if approved, would fund a feasibility study to assess a potential merger of the leadership teams. During the feasibility study, Westlake Fire Chief Richard Whitten would become the Fire Chief of both departments, and the Keller Battalion Chiefs would also integrate into Westlake. During this time, the departments would function collectively as a single department approximately for sixteen (16) months to determine if this proposal created more efficient and effective Fire/EMS services that would mutually benefit both communities. Mr. Simon noted that the same interlocal agreement was approved earlier this month by the Keller City Council unanimously. If this resolution is approved by the Westlake Town Council, the final scope of services would be finalized with the consultant, and both cities would embark on a new journey. This process would be thorough, transparent, and allow a unique opportunity for input from all stakeholders. Mr. Simon then asked Fire Chief Richard Whitten to present to the Town Council, noting that Keller City Manager Mark Hafner and Keller Acting Fire Chief Shane Gainer were also present to answer any questions. Fire Chief Richard Whitten began by stating that it was an honor to serve in these capacities. Chief Whitten then gave a brief summary on the progression of this initiative: • A meeting was held with each shift at the City of Keller, where information was presented. Staff were asked to review the information for one (1) to two (2) weeks, and additional conversations would occur in smaller groups to obtain feedback. These meetings have now occurred, where the Interlocal Agreement (ILA) was discussed, as well as the current status with the consultant. • Chief Whitten noted that the smaller group meetings were focused more on any personal concerns from employees of the Keller Fire Department, rather than what previously discussed in prior meetings. In some of these meetings, emotions were rather high at times, but the level of understanding and acceptance increased. Chief Whitted stated that this could be attributed to the natural emotions and anxiety that come with potential changes. Chief Whitten then noted that the small group meetings were very successful and effective to obtain clarity and perspective with employees within the department. • Chief Whitten explained that both departments have spent many years building their identities, and this was something that no one would be losing. His opinion was that this was an area that could be built upon for both communities, and that it would be possible that the consultant could conclude that this plan was not advisable for both TC/BOT Minutes – 03/29/21 Page 6 of 10 communities, although this would not be expected. However, the loss of identity between departments has been a common theme of concern but can be avoided. Keller City Manager Mark Hafner then addressed the Town Council, stating that he was a believer in regionalization; not only to reduce costs, but also because it was a good government practice. He noted that Chief Whitten was a great Fire Chief, and he felt that the two cities could do so much better for the public together and this was a great possibility to explore. Keller Deputy Fire Chief Shane Gainer then stated that he wanted to reiterate the statements made by Mr. Hafner, and there have been great learning opportunities that have already occurred. He then stated that he looked forward to the results of the feasibility study. Deputy Town Manager Noah Simon stated that the consultant that would be selected would be familiar will be with the two respective communities and would be objective in in any recommendation as to whether this would be a successful or not to both communities. MOTION: Mayor Pro-Tem Carol Langdon asked for a motion to approve Resolution 21-10, as Mayor Wheat experienced a temporary internet connection issue. Council Member Trivedi made a motion to approve. Council Member Rennhack seconded the motion. The motion carried by a vote of 5-0. 7. DISCUSSION REGARDING GRANADA HOMEOWNERS' ASSOCIATION MAINTENANCE. Assistant Town Manager Jarrod Greenwood presented this item. He began by providing a historical context on this issue, as Town staff has met with the Grenada HOA regarding the level of landscaping and irrigation that is the responsibility of the Grenada HOA pertaining to the perimeter of the development. He then stated that the Grenada HOA has expressed concerns during the last few years of what was required based on the agreement that was entered into between the Town and the original developer of the Entrada development. These concerns have been mostly based on the extensive amount of landscaping area that they would be responsible for in relation to other neighborhoods. Mr. Greenwood then noted that staff had identified potential solutions that may be available to the HOA moving forward for their consideration. In September 2020, staff presented these solutions that could be available along the FM 1938 corridor, including providing water meters and shade structures by the Town. Additionally, this proposal included the Town providing the water for the ornamental fountain located at the trailhead and the water feature located at the corner of FM 1938 and Dove Road, as well as maintenance of the shade structures. Mr. Greenwood then noted that this item was simply a discussion, and no action could be taken without a public zoning hearing with public, a presentation to the Planning and Zoning Commission and the Town Council prior to approval. Additionally, this would require an amendment to the original developer’s agreement, which identified maintenance responsibilities and may require an additional economic development agreement. Grenada HOA Board Member Brian Pierce was then introduced to the Town Council for a presentation and thanked them for their time. He indicated that Mr. Greenwood framed up TC/BOT Minutes – 03/29/21 Page 7 of 10 this issue well, and these issues that he would be discussing preceded his tenure on the HOA Board. He then stated that he felt that it would be beneficial to simply walk the Town Council through the issues of concern. These issues included: • The developer did subpar work on infrastructure • The retention pond is not adequate • The irrigation system improperly configured, and is only installed for a single entrance and exit for the neighborhood, using substandard gate hardware and wiring • Developer made deal with Town to take care of common areas and parks surrounding the neighborhood • Taking care of thee “outside the walls of Granada” uses between 70%-80% of the HOA budget. Mr. Pierce then outlined to the Town Council what was Granada asking for. These items included the Town of Westlake taking over and/or fund the following: 3 • Watering and maintenance of common areas between the Granada wall, Dove Road, and Davis Boulevard, which includes irrigation, and landscaping • Responsibility for landscaping and maintenance outside the Granada wall, including park maintenance and the water feature at Dove Road and Davis Boulevard • Responsibility for landscaping and maintenance outside the Granada wall, including park maintenance at Dove Road and Solana • The Town of Westlake installs two (2) water meters to be installed that separates the irrigation outside and inside the walls of Granada Mr. Pierce then noted why the Grenada HOA was asking the Town of Westlake to undertake the projects. He stated the following points for this position: • Precedents set by Town in watering and maintaining other common areas for other communities (neighborhoods) • The parks are utilized by the residents of Westlake, not just Granada residents, and therefore should be owned and maintained by the Town • Granada is very concerned about potential liability of the parks, especially when not being utilized as a park inside the of Granada community. Grenada HOA President Vik Suresh then stated that the primary issue was the issue of irrigation and was concerned that the HOA would not be able to support the irrigation costs outside of the wall during the summer months. Currently, the Town has used a fire hydrant meter to supplement water pressure and reiterated that the main issues were irrigation and maintenance of common areas. Mr. Pierce and Mr. Suresh then thanked the Town Council for their time to listen to the concerns of the Grenada neighborhood. Mayor Wheat stated that the Town would get back to everyone on what the next steps would be. 8. CONSIDER APPROVAL OF ORDINANCE 924, AUTHORIZING AND ALLOWING UNDER THE ACT GOVERNING THE TEXAS MUNICIPAL RETIREMENT SYSTEM, RESTRICTED PRIOR SERVICE CREDIT TO EMPLOYEES WHO ARE MEMBERS OF THE SYSTEM FOR SERVICE PREVIOUSLY PERFORMED FOR VARIOUS OTHER PUBLIC ENTITIES FOR WHICH THEY HAVE NOT RECEIVED CREDITED SERVICE. TC/BOT Minutes – 03/29/21 Page 8 of 10 Deputy Town Manager Noah Simon presented this item. He explained that the restricted time service credit would allow employees to receive service credit for working in another governmental entity previously and would have no immediate cost to the Town if this provision were adopted. This provision could result in a very small financial impact in the future. MOTION: Mayor Wheat asked for a motion to approve Ordinance 924. Council Member Goble made a motion to approve. Council Member Belvedere seconded the motion. The motion carried by a vote of 5-0. 9. CONDUCT A PUBLIC HEARING AND CONSIDER ORDINANCE 925, APPROVING AMENDMENTS TO ORDINANCE 837 APPROVING A SITE PLAN FOR PD1-2 ZONING DISTRICT, KNOWN AS “WESTLAKE ENTRADA”. THE SITE IS LOCATED ON BLOCK “E”, WESTLAKE ENTRADA ADDITION ALONG COMILLAS DRIVE BETWEEN CORTES DRIVE AND GIRONA DRIVE. Director of Planning and Development Ron Ruthven presented this item. He began by showing a presentation from Centurion American, illustrating a proposed plan to reduce the lots on Block “E” from fourteen (14) to twelve (12) homes. The additional two (2) lots would then be converted to twelve (12) additional parking spaces and a small park. He then stated that staff recommended approval, with the condition that this space would be maintained by the HOA. He noted that this plan received approval by the Planning and Zoning Commission on March 8, 2021. Mayor Wheat opened the Public Hearing at 8:55 p.m. No one addressed the Town Council. Mayor Wheat closed the Public Hearing at 8:55 p.m. MOTION: Mayor Wheat asked for a motion to approve Ordinance 925. Council Member Rennhack made a motion to approve. Council Member Langdon seconded the motion. The motion carried by a vote of 5-0. 9. EXECUTIVE SESSION: The Town Council/Board of Trustees convened into Executive Session at 9:41 p.m. The Council will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Sec 551.076 – Deliberation Regarding Security Devices or Security Audit to deliberate: (1) the deployment, or specific occasions for implementation of security personnel or devices; or (2) a security audit. TC/BOT Minutes – 03/29/21 Page 9 of 10 b. Section 551.087 - Deliberation Regarding Economic Development Negotiations (1) to discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to a business prospect described by Subdivision (1) for the following: - Front 44 - Entrada - Project “YYZ” - Potential development on 55.12 acres located at Tracts 7C, 7F, 7G, 7H, 7L and 7M Abstract 648, William Huff Survey, Town of Westlake, Texas, and more generally located at the northeast corner of U.S. Highway 377 and State Highway 170. c. Section 551.071(2) Consultation with Attorney – to seek advice of counsel on matters in which the duty of the Town Attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code - FM 1938 access for proposed Southlake development. d. Section 551.074(a)(1): Deliberation Regarding Personnel Matters – to deliberate the appointment, employment, evaluation, reassignment, duties, of a public officer or employee: - Town Manager evaluation e. Section 551.071 - Discussion with the Town Attorney regarding pending, threatened, or contemplated litigation regarding BRS. 9. RECONVENE MEETING The Town Council/Board of Trustees reconvened into Regular Session at 10:14 p.m. 10. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. None. 11. COUNCIL RECAP/STAFF DIRECTION None. 12. FUTURE AGENDA ITEMS: Any Council member may request at a workshop and / or Council meeting, under “Future Agenda Item Requests”, an agenda item for a future Council meeting. The Council 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 Council Member will explain the item, the need for Council discussion of the item, the item’s relationship to the Council’s strategic priorities, and the amount of estimated staff time necessary to prepare for Council discussion. If the requesting Council Member receives a second, the Town Manager will place the item on the Council agenda calendar allowing for adequate time for staff preparation on the agenda item. None. TC/BOT Minutes – 03/29/21 Page 10 of 10 13. ADJOURNMENT There being no further business before the Town Council or Board of Trustees, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Langdon made a motion to adjourn the meeting. Council Member Goble seconded the motion. The motion carried by a vote of 5-0. Mayor Wheat adjourned the meeting at 10:14 p.m. 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. APPROVED BY THE TOWN COUNCIL ON AUGUST 9, 2021. ATTEST: _____________________________ Laura Wheat, Mayor __________________________ Todd Wood, Town Secretary Page 1 of 2 BOARD OF TRUSTEES AGENDA ITEM Regular Meeting - Consent Item Monday, August 09, 2021 TOPIC: Consider a Resolution awarding the bid for property/casualty insurance products and services to Box Insurance Agency for FY 2021-2022, and further authorize the Superintendent or designee to execute this agreement. STAFF: Sandy Garza, Human Resource Director STRATEGIC ALIGNMENT Vision, Value, Mission Perspective Curriculum Outcome Objective Personal Responsibility People, Facilities, & Technology PYP / MYP / DP Improve Financial Stewardship SUMMARY Bids have been solicited and received for Westlake Academy’s annual insurance renewal. The insurance policies contained in this package include Property, General Liability, Umbrella Liability, Workers Compensation, Auto, Crime, International Travel, Cyber Liability, and a Student Accident policy. Box Insurance Agency was the only submission that was received by the bidding deadline. This was also the only bid containing all lines of coverage. This quote reflects an overall price increase of $6,186 from FY 2020-2021. Liability quotes are quoted as all inclusive, or as sub-policies to the General Liability policy. These include coverage for Directors & Officers, Employers Legal Liability, Employment Practices Liability, Employee Benefits Liability, and Educator’s Legal Liability coverage. Changes in cost for these policies from FY 20-21 and FY 21-22 are as follows: Page 2 of 2 • Property premiums have increased industry-wide, largely from wind and hail damage claims throughout Texas, as well as projected inflation, and increases in the cost of specialized building materials. This policy has increased by 13%. • The Workers Compensation policy has decreased this due to lower claims, reducing our experience modifier from 1.01 to 0.67. The Workers Compensation policy has decreased by 29% overall. This reduction may not fully be attributed to the reduction of staff members on campus during FY 20-21; however, this may have affected the rates. • Auto insurance has increased by 7.0% overall due to overall industry trends and inflation. However, this increase is mitigated due to lower vehicle replacement values and favorable claims history. • The General Liability and Umbrella Liability policies reflect increases of 6% adjustments for inflation and industry trends. • The Student Accident policy, International Travel policy, Crime policy, Cyber Liability policy and Student Accident Policies did not increase. • The overall increase for all policies as an aggregate is 4% from the previous year. BOARD ACTION/OPTIONS The Board of Trustees may move to approve or reject the proposed bid. STAFF RECOMMENDATION Staff recommends awarding the bid for Westlake Academy’s property/casualty insurance products and services to Box Insurance Agency for FY 2021-2022. The total cost for this recommendation is $161,926.00. FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY Project Cost/Funding Amount: $161,926.00 Funding Source: General Fund Contract: Yes Forms: Forms 1295 & 2270 Service Levels: The proposed bid provides for the same level of service as previous years. DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY Westlake Academy: N/A Comprehensive Plan: N/A Cost Recovery Analysis: N/A Traffic Impact: N/A ATTACHMENTS Insurance Proposal from Box Insurance Agency, inclusive of Forms 2270 and 1295 Resolution Exhibit “A”: Recommended Bid – Box Insurance AN I N S U R A N C E P R O P O S A L P R E P A R E D F O R : Westlake Academy 1500 Solana Blvd Building 7, #7200 Westlake, TX 76262 PRESENTED BY: Dustin Parker & Adam Syswerda BOX INSURANCE AGENCY 1200 S. MAIN STREET, STE. 1600 Grapevine, TX 76051 August 31, 2021 DISCLAIMER - The abbreviated outlines of coverages used throughout this proposal are not intended to express any legal opinion as to the nature of coverage. They are only visuals to a basic understanding of coverages. Please read your policy for specific details of coverages. This proposal does not constitute a binder of insurance. Coverage may be bound based on the terms outlined and chosen by signing and dating on the last page of this proposal. 2021-2022 Westlake Academy Proposal Submittal Format 1.Box Services 2.Index 3.Questionnaire 4.Property 5.General Liability: (Education Liability Package Included) 6.Auto 7.Umbrella 8.Crime 9.Workers Compensation 10.International Travel 11.Student Accident 12.Cyber Liability 13.Premium Summary 14.Required Documents a.Agent Current License b.Copy of E&O Certificate of Insurance c.Completed and Signed Felony Conviction Notice Form d.Completed and Signed Non-Collusion Certification Form e.Completed and Signed Conflict of Interest Questionnaire f.Completed and Signed W-9 Form g.Completed and Signed Form 2270 Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 1 of 39 PROPOSAL FOR: Property, Liability, Umbrella, Workers Compensation, Auto, and Student Accident Insurance POSTED DATE: July 9, 2021 EFFECTIVE DATES: September 1, 2021 to August 31, 2022 PROPOSAL DUE DATE: August 2, 2021 PROPOSAL DUE TIME: 12:00 p.m. CST CONTACT: Sandy Garza, Purchasing Agent E-mail: sgarza@westlake-tx.org Electronic proposals subject to the Terms and Conditions of this REQUEST FOR PROPOSAL and other provisions, must be received by the Purchasing Agent at sgarza@westlake-tx.org before the closing time and date shown above. The Town will retain late bids; however, they will not be opened nor considered in the evaluation of the bid. Bids may be withdrawn at any time prior to this deadline. Bids may not be altered, amended, or withdrawn after the official opening without the recommendation and approval of the Purchasing Agent. The undersigned agrees if the bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications. The period for acceptance of this proposal shall be 60 calendar days. THE UNDERSIGNED, BY SIGNING BELOW, YOU SIGNIFY THAT YOU HAVE READ THE ENTIRE DOCUMENT AND AGREE TO THE TERMS AND CONDITIONS THEREIN. BY SIGNING BELOW, YOU ALSO CERTIFY THAT IF A TEXAS ADDRESS IS SHOWN AS THE ADDRESS OF THE PROPOSING VENDOR, THE VENDOR QUALIFIES AS A TEXAS “RESIDENT BIDDER” AS DEFINED IN RULE 1 TAC 111.2. Company’s Authorized Agent Name and Title (Typed or Printed): Signature Federal ID Number (TIN) or SSN and Name Telephone No. Date: Fax No.: Email address: WESTLAKE ACADEMY REQUEST FOR PROPOSAL Company Name and Address: Box Bonding LLC, Dba Box Insurance Agency 1200 S. Main St. Suite 1600 Grapevine, TX 76051 Adam Syswerda, Vice President 817-865-1806 August 2, 2021 817-424-1404 adam@boxinsurance.com 75-2835423 Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 2 of 39 Request for Proposal – Westlake Academy Property, Liability, Umbrella, Workers Compensation, and Student Accident Insurance Table of Contents .……………………………………………………..2 Acknowledgement of Receipt ......…………..……………………….....3 Questionnaire .………………………………………………………….4 General Requirements and Instructions .…………………………….....5 Policy Requirements and Limits ...……………………………………..8 Property Insurance, Fire and Extended Equipment Coverage ..…….8 General Liability, EPLI, EBLI, ELLI, D&O Insurance .…….…….10 Automobile and Physical Damage Insurance ………………..…….12 Umbrella Liability Insurance ………………………………………14 Crime Insurance ………………..…………………………………..16 Workers Compensation Insurance.…..……………………………..18 International Travel Insurance ..…………..………………………..20 Student Accident Insurance....…...………..………………………..22 Cyber Liability Insurance ………………………………………….24 Proposal Submittal Format.……………………………………………26 Exhibit “A” - Property Schedule………………………………………27 Felony Conviction Notice Form.………………………………………28 Non-Collusion Statement.……………………………………………..29 Conflict of Interest Questionnaire ….…………………………………30 W-9 Form ..……………………………………………………………32 Form 2270 ..……………………………………………………………38 Loss Runs. ..……………………………………………………………39 Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 3 of 39 ACKNOWLEDGEMENT OF RECEIPT THIS FORM MUST BE COMPLETED AND RETURNED PRIOR TO THE SUBMISSION OF ANY BID FOR THIS REQUEST FOR PROPOSAL. Please fill in the requested information below as acknowledgement that you have received the Request for Proposal noted above. If your firm is interested in participating, please complete pages three and four (3 and 4)and return by email by July 30, 2021 to: Sandy Garza Westlake Academy sgarza@westlake-tx.org Name of Firm: Box Bonding Agency, LLC dba Box Insurance Agency Address: __1200 S. Main St. Suite 1600______________________ City/State/Zip: __Grapevine Texas 76051________ Phone: (_817_) __865-1806___Fax: (_____)_______________ E- Mail:adam@boxinsurance.com______________ Name: (Print) ____________Adam Syswerda__________________ Title: ___Vice President_______________________ Signature: _________________________________________ Date: 7/14/21 __X_____Yes, our company does have an interest in responding. _______No, our company does not have an interest in responding. Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 4 of 39 QUESTIONNAIRE 1.Who will have primary responsibility for Westlake Academy’s account?______________ _Paul Fredette__________________________________________ a.Number of years in the insurance business: ________25____________________________ b.Insurance background: ____President of 3 different agencies, Practice leader at Marsh & McLennan _______________________________________________________________________________ c.Number of schools or public entities serviced: _7_____ 2.Who will be the back-up person for Westlake Academy’s account? ___Adam Syswerda___ a.Number of years in the insurance business: ___8________________ b.Insurance background: ___Vice President, Box Insurance Agency ________________________________________________________________________________ c.Number of schools or public entities serviced: __7________________ 3.Westlake Academy will expect the following annual reports from its agents: a)Summary of premiums and losses by coverage. b)Forecast of insurance market status prior to renewal. c)Insurance policy abstracts (summaries). d)Prior to future renewals, report containing suggested coverage or rating enhancements for the upcoming year. e)Following future renewals, a report detailing all material policy changes. f)Risk management services. 4.Please attach a copy of the following documents: a)A copy of the current license. b)A certificate for agent’s error and omission coverage insured for at least $1 million limit. Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 5 of 39 General Requirements and Instructions A. Information 1.The information contained in these specifications is confidential and is to be used only in connection with preparing a proposal for the following insurance services or insurance coverages: Commercial Property – Fire & Extended Coverage Commercial General Liability School Professional Liability Auto Liability & Physical Damage Workers’ Compensation Commercial Umbrella Liability Crime International Travel Liability Student Accident Liability Cyber Liability 2.The effective dates of the policy period for all proposals will be from September 1, 2021 through August 31, 2022. 3.Westlake Academy reserves the right to accept or reject all or any part of the proposals, waive minor technicalities, and award the proposal to best serve the interest of the Academy. The Academy also reserves the right to waive or dispense with any of the formalities contained herein. 3.Proposals are to be submitted on the basis of the specifications contained herein. Alternate proposals will also be considered, provided the alternatives are clearly explained. All deviations from the specifications must be clearly identified and explained. 4.The information contained in these specifications is to be basis for proposal responses. After receipt of proposal, additional information needed may be requested via e-mail at: sgarza@westlake-tx.org. 5.The information contained herein is believed to be accurate and up-to-date but is not intended to be an express or implied warranty. 6.No telephone, or fax, or e-mailed proposals will be accepted. Proposals may only be accepted if delivered by email to sgarza@westlake-tx.org. 7.Vendors are cordially invited view the opening of received proposals but are not required to attend. A link will be posted on the Town of Westlake Bidding page no later than July 9, 2021. Advertisements will be posted for two (2) weeks in the Town’s newspaper of record (Fort Worth Star-Telegram) on July 11, 2021 and July 18, 2021. B.LEGAL 1.All parties submitting proposals are expected to comply with federal, state and local insurance laws and regulations relative to the preparation and submissions of insurance proposals. Specifically, the services to be provided are expected to be in compliance with the Americans with Disabilities Act (ADA), insurance laws and insurance regulations. All proposals that are submitted will be presumed to be in compliance with all applicable laws. C.COMMUNICATION 1.Proposals should reference “RFP 21-001 – Westlake Academy Property & Liability Insurance”. Proposers should direct any inquiries or questions to: Sandy Garza Westlake Academy sgarza@westlake-tx.org 2.Proposers must provide proposals by the deadline to: Sandy Garza Westlake Academy 1500 Solana Boulevard, Bldg. 7, Ste. 7200 • Westlake, Texas 76262 Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 6 of 39 D.COMMUNICATION WITH TOWN OF WESTLAKE/WESTLAKE ACADEMY MEMBERS Companies submitting proposals shall not discuss this RFP with employees of the Town of Westlake, Westlake Academy or members of the Town Council/Board of Trustees. If discussion is necessary, your company will be notified in writing. Failure to abide by this requirement may result in automatic disqualification. E.TIME FRAME 1.The RFP package will be available for download from our website at http://www.westlake-tx.org. Vendors WILL NOT be notified of additional information/addenda postings. It is the vendor’s responsibility to view the web page regularly, or prior to submitting a proposal response, to ensure that no addenda or additional information have been issued for the solicitation. 2.Proposals: must be delivered electronically via email to sgarza@westlake-tx.org, or a printed copy of proposal to 1500 Solana Boulevard, Bldg. 7, Ste. 7200 • Westlake, Texas 76262 by the deadline no later than 12:00 p.m., Monday, August 2, 2021. 3.The parties submitting the selected proposals will be notified by August 9, 2021 of the Academy’s decision. 4.The effective date for proposals is September 1, 2021. 5.Policies or coverage documents are to be provided to the Academy by October 1, 2021. The Academy reserves the right to not pay any premium until valid policies or coverage documents are received. F.PROPOSALS 1.Proposals must be clearly explained and identified. All costs, including optional programs, must be clearly separated and summarized. Exceptions to or deviations from the specifications must be explicitly identified. 2.Each party submitting a proposal is asked to screen their designated proposals for correctness and compliance with the specifications. 3.The contents of the proposals shall be kept confidential during the process of review. G.DISQUALIFICATION AND REJECTION OF PROPOSALS 1.Failure to comply with the requirements or the procedures set forth herein, or to satisfy the insurance and servicing criteria as set forth in the specifications, may result in disqualification. It is not intended that these exceptions to the specifications will, in and of themselves, result in disqualification. H.SELECTION OF VENDOR 1.Westlake Academy reserves the right to reject any or all of the proposals, in whole or in part; to waive any informality in any proposal, and to accept the proposal which, in its discretion, is in the best interest of the Academy. An Academy insurance consultant may review proposals for completeness and for compliance with bid specifications. Proposals will be carefully evaluated for cost effectiveness, for coverage provisions, and for compliance with the coverage and servicing criteria contained in the specifications and in accordance with Texas Education Code 44.031 and any other pertinent laws. 2.The contract will be awarded to the responsible vendor who submits a superior but economical proposal based on the relative importance of the following selection criteria: Selection Criteria Maximum Points Coverage 35 Cost 35 Professional Qualifications 15 Service 15 Total 100 Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 7 of 39 I. TERMS OF AGREEMENTS 1.Westlake Academy desires to receive proposals for a one (1) year period, beginning on September 1, 2021 through August 31, 2022. 2.Westlake Academy reserves the right to terminate the agreement at the expiration of the budget period, during the term of the agreement or at the end of the anniversary date with a sixty (60) day notice. The agreement will be for current revenues only in accordance with Local Government Code Section 271.903 to terminate the agreement. 3. The agreement is to contain a cancellation provision that provides for a sixty (60) day notice of cancellation (except for non-payment) and sixty (60) days e for non-renewal or material change. J. QUALIFICATION OF INSURERS 1.Insurance companies must have a general policyholder’s rating of A- VII or better as published by A.M. Best Company in the latest edition of its Key Rating Guide. Insurers shall be duly licensed and comply with all applicable insurance laws and requirements of the Texas State Board of Insurance. 2.Proposals will be accepted for intergovernmental risk sharing pools organized in accordance with article 4413(32c), Texas Interlocal Cooperation Act. Self-insured pools must include a current audited financial statement (Balance Sheet and Statement of Operations, including the auditor’s opinion, and Reinsurance Provisions.) K.AGENT MINIMUM QUALIFICATIONS All agents submitting proposals for this insurance must meet the following minimum qualifications: 1.The agency must be licensed in Texas. 2.The agency must have insurance for agent’s errors and omissions liability with a limit of at least $1 million per occurrence. A certificate of the agent’s E&O insurance must be included with the proposal. 3.The agency must have been in business for at least five (5) years. 4.The agency must assign a minimum of one qualified account representative. This representative must have a minimum of three (3) years of experience in commercial property and liability insurance lines or hold the C.P.C.U. or A.R.M. designation. L. AUTHORIZED SIGNATURE 1.All proposal forms must be signed by persons who have legal authority to bind the insurer and administrator to the services that are proposed. M.Policy Requirements and Limits 1.All proposals must adhere to the specifications and limits as defined on the following pages for each insurance product. Any deviation or additional coverage(s) should be clearly explained. If the quote contains higher limits than specified, it should be listed separately as an alternate quote. Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 8 of 39 PROPERTY, FIRE, AND EXTENDED EQUIPMENT INSURANCE A. BACKGROUND INFORMATION 1.Please contact Purchasing Agent at sgarza@westlake-tx.org for loss runs. 2.Schedule of Buildings and Contents limits are located on page 25 as Exhibit “A”. 3.Summarized property schedule with estimated replacement cost (limits), including desired deductibles and coinsurance as of September 1, 2021 is as follows: Description Limit Deductible Coinsurance Building Physical Property $ 46,505,600 $ 5,000 100% Building Personal Property $ 4,860,000 $ 5,000 100% Business Income and Extra Expense: $ 484,000 Total Property Limits $ 51,848,600 Note: Blanket Coverage at full replacement cost is required for all property quotes. B. Insurance coverage is to include the following: 1.Blanket coverage on all buildings, contents and auxiliary structures including on-site improvements. 2. Basis of Recovery is to be full replacement cost. 3.Automatic coverage on newly acquired property is to be included. 4.Coverage is to include extra expense and loss of revenue related to loss. 5.Coverage is to be for all risk, including theft of contents. 6.Quotes should include deductibles of $5,000 with 100% coinsurance. Deductibles for wind, hail, earthquake, and floods should be $50,000 or less with 100% coinsurance, if available. In the event a $50,000 wind/hail deductible (or lower) is not available, the lowest deductible available should be quoted as a percentage. 7.Wind and hail deductibles may be accompanied by a “buy-down” reinsurance policy. This policy should be shown separately from the primary policy, including premiums. 8.Include a listing of endorsements, extensions, and exclusions. C.Quoted Coverage Provisions 1.Description Limit Deductible Coinsurance Building Physical Property $ 46,505,600 $10,000 Agreed Value Building Personal Property $ 4,860,000 $10,000 Agreed Value Business Income and Extra Expense: $ 485,000 24 hours Agreed Value 2.Is automatic coverage for newly acquired property provided:  Yes  No If yes, please attach description. 3.Does coverage include equipment breakdown?  Yes  No If yes, please attach description. 4.Is there additional deductible or exclusion for wind, hail or earthquake?  Yes  No If yes, please attach description and/or provide additional proposal to cover this risk. D. Quotation 1.Property, Fire, and Extended Equipment Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ 2. Alternate Property, Fire, and Extended Equipment Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ 103,995 x x x Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 9 of 39 E. INSURANCE COMPANY/RISK POOL INFORMATION Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No For Alternate Quote(s): Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION: The North River Insurance Company A XIV x Wind/Hail Deductible is the greater of $100,000 or 2% Flood Limit is $5,000,000 with a $50,000 deductible Earthquake Limit is $5,000,000 with a $50,000 deductible Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 10 of 39 GENERAL LIABILITY INSURANCE A. BACKGROUND INFORMATION 1.All coverage in Section “B” must be included. Please contact Purchasing Agent at sgarza@westlake-tx.org for loss runs. 2. Estimated student count is 880. Grades K-8: 555 Grades 9-12: 325 3.Estimated number of full-time equivalent employees is 108. Total employees (including substitute teachers) is approximately 165. 4.Sports programs include: Football, basketball, volleyball, baseball, softball, track, cross country track, tennis, golf, softball, cheerleading, and soccer. B. Insurance coverage should include the following: 1.Incidental medical malpractice coverage for registered nurses administering first aid, dispensing prescribed medications, and maintaining students’ health immunization records. 2.Coverage for the negligent act, error or omission of the Academy and/or its employees relative to the administration of employment practices and employee benefit programs. 3.Coverage is to include premises liability. 4.Persons to be covered are to include the Academy, school board members, employees, student teachers, school volunteers, or any authorized agent as designated by the Academy. 5 If coinsurance is quoted as an alternative to deductible, please list this figure separately. 6.Include a listing of coverage extensions, endorsements and exclusions. 7.If EPLI, EBLI, ELLI, and D&O coverage is not automatically included, please provide separate quote(s). These are required components of the liability coverage policy. Per Occurrence Aggregate Deductible General Liability $ 1,000,000 $ 2,000,000 $0 Products/Completed Operations $ 1,000,000 $ 2,000,000 $0 Personal & Advertising Injury $ 1,000,000 $ 1,000,000 $0 Damage to Rented Premises $ 1,000,000 $ 1,000,000 $0 Medical Expenses $0 Employee Benefits Liability $ 3,000,000 $1,000 Abuse & Misconduct Liability** $ 1,000,000 $0 Educators Legal Liability* ** $ 2,000,000 $10,000 Professional Liability – D&O* ** $ 2,000,000 $10,000 Employment Practices Liability* ** $ 1,000,000 $10,000 * Retention shown as Deductible ** Retroactive Date 8/31/11 C.Quoted Coverage Provisions 1.Coverage Detail General Liability Products/Completed Operations Personal & Advertising Injury Damage to Rented Premises Medical Expenses Employee Benefits Liability Abuse & Misconduct Liability Professional Liability – D&O Educators Legal Liability Employment Practices Liability $ 10,000 $ 1,000,000 $ 1,000,000 $ 1,000,000 $ 1,000,000 $ 1,000,000 Per Occurrence Aggregate Deductible ________$1,000,000 ______ ___ $0___ _ ______ ____$1,000,000_______ ___ ___ $0___ _ ______ ____$1,000,000 __________ _______$ 1,000,000__ ___ $0___ _______ ____$1,000,000 __________ _______$ 1,000,000__ ___ $0___ _______ ____$10,000__________ __________ $0___ _______ ____$1,000,000_______ ___ _______$ 3,000,000__ ___ ___$1,000___ ____ ____$1,000,000_______ ___ _______$ 1,000,000__ ___ $0___ _______ _______$ 2,000,000__ ___ _ ___ ___ _ ___ ____$1,000,000_____ _____ ____$1,000,000_____ _____ ____$1,000,000__________ _______$ 1,000,000__ ___ _ ___ $ _______2,000,000__ $ _______2,000,000__ $ _______2,000,000__ ___$10,00___0 ___$10,00___0 ___$10,00___0 Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 11 of 39 2. Please respond to the following questions as they relate to the Professional Legal Liability coverage proposed. Please specify if there are any SUB-LIMITS, otherwise it will be assumed full policy limits are available: a.Who are the "covered persons" or "named insureds?" b.Is Prior Acts coverage provided? If so, what is the retroactive date? c.Is corporal punishment/student discipline covered? d.Describe the terms available for "Extended Reporting/Discovery Period" coverage available when either the insured or insurer cancels or non-renews? How long is the reporting period and what is the cost? e.Does the policy cover non-pecuniary relief? If so, are there any sub-limits for either defense costs or damages? If sub-limits apply, please stipulate. f.Are board members/employees covered as they serve on other boards within the course and scope of their employment (i.e., would coverage extend to a superintendent as he/she served on a Special Education Cooperative)? g.Are claims alleging discrimination covered (e.g., 1983 Civil Rights violation)? If so, what is the Limit of Liability? h.Is sexual misconduct (i.e., harassment), sexual abuse and molestation covered? If so, are there sub-limits? i.Does the coverage pay on behalf of or indemnify? j.Are defense costs within limits or in addition to? k.Please explain the notice of claim provision and what constitutes a "demand." D.Quotation (Must include all coverages and limits from Section A) 1.General Liability, EPLI, EBLI, ELLI and D&O Quote – (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $____15,497__________ 2. Alternate General Liability, EPLI, EBLI, EELI, and D&O Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ DI.INSURANCE COMPANY/RISK POOL INFORMATION Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No For Alternate Quote(s): Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION: Utica National Insurance A XIII x Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 12 of 39 Automobile & Physical Damage Insurance A. BACKGROUND INFORMATION 1.Please contact Purchasing Agent at sgarza@westlake-tx.org for loss runs. 2.Current list of vehicles: 2006 Chevrolet Girardin Bus – 18 passengers 2010 Chevrolet Spartans Bus – 20 passengers 2018 Blue Bird Bus – 77 passengers 2020 Blue Bird Bus – 77 passengers 4.All drivers have proper class endorsements and driving histories are reviewed annually. B.Insurance coverage is to include the following: 1.Liability Limits & Coverage Desired: Auto Liability must be as follows: Limit Per Deductible Bodily Injury & Property Damage $ 1,000,000 Accident $ 1,000 Personal Injury Protection $ 2,500 Person $ 0 Uninsured Motorist $ 1,000,000 Accident $ 0 Underinsured Motorist $ 1,000,000 Accident $ 0 Physical Damage Coverage Comprehensive ACV/Repair Loss $ 1,000 Vandalism ACV/Repair Loss $ 0 Collision $ 1,000,000 Accident $ 1,000 2.Basis of Recovery is to be full repair cost or actual cash value, where applicable. 3.Hired auto and non-owned auto is to be included. 4.Include a listing of additional coverages, extensions, and exclusions. C.Quoted Coverage Provisions 1.Coverage Detail Bodily Injury & Property Damage Personal Injury Protection Uninsured Motorist Underinsured Motorist Medical Expenses Physical Damage Coverage Comprehensive Physical Damage Vandalism Collision 2.Does coverage include automatic coverage for substitute or newly acquired vehicles? Yes  No If yes, please describe: D. Quotation 1.Automobile Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ 2.Alternate Automobile Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ Per Occurrence Aggregate Deductible ____ ___ ___$ 1,000____ _ __ ____ ____$ 1,000,000______ $ ____2,500____ ______ ____$ 1,000,000 __________ Accident_______ ___ _ ______ ____$ 1,000,000 __________ Accident_______ ___ _ ______ __________ __________ Loss_______ ___ $ ____1,000______ Loss_______ ___ ______________ ____ACV/Repair__________ ____ACV/Repair__________ $ ____1,000,000__________ ___ $ ____1,000______ Acciden_______t ______Person $ ___0_ ____0 __ ___$ 0 ___$ 0 $__ 0_ _____ 0 __ _______Accident x 5,394 Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 13 of 39 E. INSURANCE COMPANY/RISK POOL INFORMATION Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No For Alternate Quote(s): Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION: Utica National A XIII x Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 14 of 39 Umbrella/Excess Liability Insurance A. BACKGROUND INFORMATION 1.No claims since inception of coverage in 2003. 2.Coverage is to be in excess of all Liability limits. B.Insurance coverage is to include the following: 1.Liability Limits & Coverage: Limit Per Aggregate General Liability $ 5,000,000 Occurrence $ 5,000,000 Personal & Advertising Injury $ 5,000,000 Person/Org. $ 5,000,000 Wrongful Acts – Claims Made Basis $1,000,000 Occurrence $ 1,000,000 Aggregate Limit $ 5,000,000 Self-Insured Retention - $10,000 2. Include a listing of additional coverages and coverage extensions. 3.Include a listing of exclusions. C.Quoted Coverage Provisions 1.Coverage Detail General Liability Personal & Advertising Injury Wrongful Acts – Claims Made Basis Aggregate Limit Self-Insured Retention _________ 2.Is prior acts coverage provided?  Yes  No If yes, please give effective date(s) and explanation. D. Quotation 1.Umbrella Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ 2. Alternate Umbrella Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ E. INSURANCE COMPANY/RISK POOL INFORMATION Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No Limit Per Aggregate ,$ ____5 ____000,00_0 _ 0 ______Occurrence______ __ ____$ 5,000,00_____$_ Pers______on/Org.____ ___ ______$ 5,000,000___ _ _ ______Occurrence______ ___ __ $ ______5,000,000___ ____$1,000,000_____ $ ______1,000,000__ $ ______5,000,000__ 7,505 Utica National Insurance Company A XIII x Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 15 of 39 For Alternate Quote(s): Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION: Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 16 of 39 Crime Insurance A. BACKGROUND INFORMATION 1.No claims since inception of coverage in 2003. 2.Copy of current policy declaration schedule is attached. B.Insurance coverage is to include the following: 1.Crime Limits & Coverage Desired: Single Loss Limit Retention Employee Theft $ 250,000 $ 2,500 ERISA Fidelity $ 250,000 $ 0 Forgery or Alteration $ 250,000 $ 2,500 On Premises $ 250,000 $ 2,500 In Transit $ 250,000 $ 2,500 Money Orders/Counterfeit $ 250,000 $ 2,500 Computer Fraud $ 250,000 $ 2,500 Program/Restoration Expense $ 100,000 $ 2,500 Funds Transfer Fraud $ 250,000 $ 2,500 Claim Expense $ 5,000 $ 0 2. Include a listing of additional coverages and coverage extensions. 3.Include a listing of exclusions. C.Quoted Coverage Provisions 1.Coverage Detail Employee Theft ERISA Fidelity Forgery or Alteration On Premises In Transit Money Orders/Counterfeit Computer Fraud Program/Restoration Expense Funds Transfer Fraud Claim Expense D. Quotation 1.Crime Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ 2. Alternate Crime Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ E. INSURANCE COMPANY/RISK POOL INFORMATION Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No Single Loss Limit Retention ________$250,000 ________ ____$ ____2,500 _____ ________$250,000 ________ ____$ ____0 _____ ________$250,000 ________ ____$ 2,500 _________ ____$_______250,000 _____ ____$ ____2,500 _____ ____$ ____250,000 ________ ____$ 2,500 _________ ____$_______250,000 _____ ____$ ____2,500 _____ ____$_______250,000 _____ ____$ ____2,500 _____ ________$ 100,000 ________ ____$ 2,500 _________ ________$ 250,000 ________ ____$ 2,500 _________ ____$ ____5,000 ________ ____$ ____0 _____ 2,850 Travelers Casualty and Surety Company of America A XV x Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 17 of 39 For Alternate Quote(s): Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION: Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 18 of 39 Workers Compensation Insurance A. BACKGROUND INFORMATION 1.Please contact Purchasing Agent at sgarza@westlake-tx.org for loss runs. 2.Experience Modifier is currently 0.67. 3.Estimated FY 21-22 payroll schedule is below. 4.Estimated number of regular employees is 108 (excluding substitute teachers & part-time coaches.) B.Insurance coverage is to include the following: 1.Workers Compensation Limits & Coverage Desired: Limit Per Bodily Injury by Accident $ 1,000,000 Accident Bodily Injury by Disease $ 1,000,000 Policy Limit Bodily Injury by Disease $ 1,000,000 Employee 2.Estimated FY 21-22 payroll is as follows: Payroll Code Annual Amount Employees 8868 $ 5,800,000 97 (does not include substitute teachers) 8810 $ 328,000 6 9101 $ 280,400 5 Total Estimated Payroll: $6,408,400 108 3.Please include “Others States Coverage” where applicable, as an additional endorsement. 4. Please include “Terrorism Risk” as an additional endorsement. 5.Include a listing of additional coverage, extensions, and exclusions. 6.Include a Blanket Waiver of Subrogation. Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No C.Quoted Coverage Provisions 1.Does coverage utilize a specific provider network?  Yes  No If yes, please provide details. CI.Quotation 1.Workers Compensation Insurance Quote (Attach complete coverage information) Annual Premium (09/01/2021 to 08/31/2022): $________________________________ 2.Alternate Workers Compensation Insurance Quote (Attach complete coverage information) Annual Premium (09/01/2021 to 08/31/2022): $________________________________ CII.INSURANCE COMPANY/RISK POOL INFORMATION Accident Fund Insurance Company A XIII x 18,492 Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 19 of 39 For Alternate Quote(s): Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION: Enrolled In Accident Fund's national dividend plan Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 20 of 39 International Travel Liability Insurance A. BACKGROUND INFORMATION 1.No claims since inception of coverage in 2015. 2.Coverage is for employees engaged in overseas travel, and no countries excluded. 3.Coverage should include Medical Assistance, Personal Assistance, and Travel Assistance for employees and students, based on 50 participants per year. B.Desired Insurance coverage is to include the following: 1.Benefits Limit Per Aggregate Medical Expense Limit $ 50,000 Person $ 50,000 Dental Treatment $ 250 Tooth $ 500 Room and Board Average semi-private room rate ICU Room and Board Charges Twice the semi-private room rate Treatment of Pregnancy Treated as any other medical condition Preexisting Conditions Treated as any other medical condition Chiropractic Care $ 35 Visit $ 350 Emergency Medical Evacuation 100% Expenses Repatriation of Remains 100% Expenses Chaperone Replacement $ 2,000 Accidental Death & Dismemberment $ 10,000 Student Accidental Death & Dismemberment $ 50,000 Faculty Kidnap/Ransom $ 100,000 Event $ 100,000 Aggregate Limit $ 250,000 Benefit Max 2.All coverage is $0 deductible with 100% coinsurance. 3.Include a listing of additional coverages, coverage extensions, and AD&D schedule. 4.Include a listing of exclusions. C.Quoted Coverage Provisions 1.Coverage Detail Medical Expense Limit Dental Treatment Room and Board ICU Room and Board Charges Treatment of Pregnancy Preexisting Conditions Chiropractic Care Emergency Medical Evacuation Repatriation of Remains Chaperone Replacement Accidental Death & Dismemberment Accidental Death & Dismemberment Kidnap/Ransom Aggregate Limit 2.Does coverage include evacuation/repatriation?  Yes  No Limit Per Person _____ ____ ____$ ____250_ Tooth ______ ___ ____ ____100%_ _ __ ____ ____100%_ _ E xpen______ses ___ _________ _________ Student ______ ___ ____ Event ____ _____ ______Benefit Max___ Aggregate ___ $_ ___________ ___________ $ ___________ 2,000 ___________ ___________ $ 100,000___________ ___________ $ ____ ____ 50,000_ $ _________ 50,000 _ _________500_ Average Semi Private Room rate Twice the semi-private room rate Treated as any other medical condition Treated as any other medical condi tion __Visit____ $____ 35 _ ____ ___ $ ___________350 Expen ______se_s $ ________ 10,000_ $ ________ 50,000_ Facult _____y $ ____100,000_____ $ ____250,000_____ x Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 21 of 39 Insurance Company:  Yes  No Risk Pool:  Yes  No F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION: D. Quotation 1. International Travel Insurance Quote (Attach complete coverage information) $2,000Annual Premium (09/01/2020 to 08/31/2021): $________________________________ 2. Alternate International Travel Insurance Quote (Attach complete coverage information) Annual Premium (09/01/2020 to 08/31/2021): $________________________________ E. INSURANCE COMPANY/RISK POOL INFORMATION CHUBBName of Company: _________________________________________________________ A. M. Best Rating/Size: ______ AXV___________________________ Insurance Company: xYes No Risk Pool: Yes No For Alternate Quote(s): Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 22 of 39 Student Accident Insurance A. BACKGROUND INFORMATION 1.Coverage is for all K-12 students participating in school sponsored activities, including sports. Liability waivers are obtained on all participants in sports programs. 2.Estimated Student Enrollment Count: 885 Grades K-8: 560 Grades 9-12: 325 3.Estimated Sports Participation is as follows: Football (grades 9-10): 35 Football (grades 11-12): 26 All other sports (grades 9-10): 170 All other sports (grades 11-12): 180 4. Batting cages or trampolines are not within the scope of the program. B.Insurance coverage is to include the following: 1.Liability Limits & Coverage: Limit Deductible Accident Medical Expense $ 25,000 $ 0 Accidental Death Benefit $ 15,000 $ 0 Accidental Dismemberment $ 50,000 $ 0 AD&D Aggregate Limit $ 500,000 2.Include a table of benefit amounts & percentages for covered medical expenses. 3.Include a listing of additional coverages, coverage extensions, exclusions, and AD&D schedule. C.Quoted Coverage Provisions 1.Coverage Detail: Accident Medical Expense Accidental Death Benefit Accidental Dismemberment AD&D Aggregate Limit 2.Is arranged transportation included, prior, during, and after sponsored events?:  Yes  No If yes, please give effective date(s) and explanation. D. Quotation 1.Student Accident Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ 2. Alternate Student Accident Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ 5,943 Limit Deductible $ 25,000 $ 0 $ 15,000 $ 0 $ 50,000 $ 0 $ 500,000 Limit Deductible $ 25,000 $ 0 $ 15,000 $ 0 $ 50,000 $ 0 $ 500,000 Limit Deductible $ 25,000 $ 0 $ 15,000 $ 0 $ 50,000 $ 0 $ 500,000 x Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 23 of 38 E. INSURANCE COMPANY/RISK POOL INFORMATION Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No For Alternate Quote(s): Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION: Philadelphia Insurance Company A XV x Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 24 of 39 Cyber Risk Liability (optional) A. BACKGROUND INFORMATION 1.Coverage is intended to supplement Cyber Liability Coverage(s) that are contained within other policies quoted, or offer additional coverage excluded within those policies. 2.This should be offered as a stand-alone policy which may be accepted or rejected by Westlake Academy, without affecting the pricing of other policies. 3.Coverage should include the following or the most equivalent limits and deductible available: B.Insurance coverage is to include the following: 1.Liability Limits & Coverage: Limit Deductible Liability Coverages Networks and information security $ 1,000,000 $10,000 Communications and media $ 1,000,000 $10,000 Regulatory defense expenses $ 500,000 $10,000 1st Party coverage Crisis Management event expenses $ 500,000 $10,000 Security Breach remediation and $ 500,000 $10,000 notification expenses E-commerce extortion $ 500,000 $10,000 Business interruption and additional $ 500,000 24 Hours Expenses 2.Include coverage descriptions of each insuring agreement 3.Include a listing of additional coverages, coverage extensions, and exclusions. C.Quoted Coverage Provisions 1.Coverage Detail: Liability Coverages Networks and information security Communications and media Regulatory defense expenses 1st Party coverage Crisis Management event expenses Security Breach remediation and notification expenses E-commerce extortion Business interruption and additional expenses D. Quotation 1.Cyber liability Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ 2. Alternate Cyber liability Insurance Quote (Attach complete coverage information) Annual Premium (Period 09/01/2021 to 08/31/2022): $________________________________ Limit Deductible $ ____1,000,000 ______ ____$10,000 ______ ____$ 1,000,000 ______ ____$10,000 ______ ____$ 500,000 ______ ____$10,000 ______ __________ __________ ____$ 500,000 ______ ____$10,000 ______ ____$ 500,000_____ _ ____$10,000 ______ ____$ 500,000 ______ ____$10,000 ______ ____$ 500,000 ______ ____24 Hours ______ Included in General Liability Pricing Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 25 of 39 E. INSURANCE COMPANY/RISK POOL INFORMATION Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No For Alternate Quote(s): Name of Company: _________________________________________________________ A. M. Best Rating/Size: _________________________________ Insurance Company:  Yes  No Risk Pool:  Yes  No F. LIST ANY DEVIATIONS OR ADDITIONAL INFORMATION: Utica National Insurance A XIII x Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 26 of 39 PROPOSAL SUBMITTAL FORMAT Quotations should be clearly labeled, using the format below. Proposals using an alternate format should have all quotes clearly labeled by policy type, and include policy limits, details, and cost. All submissions must include the completed forms below. 1 – Completed Questionnaire 2 - Property Insurance, Fire and Extended Equipment Coverage Quote 3 - General Liability Quote (including D&O, EPLI, EBLI and ELLI coverage) 4 - Automobile Liability & Physical Damage Quote 5 - Umbrella Liability Insurance Quote 6 - Crime Insurance Quote 7 – Workers Compensation Insurance Quote 8 – International Travel Insurance Quote 9 – Student Accident Insurance Quote 10 – Cyber Liability & Cyber Security Insurance Quote 11 - Agent’s Current License, Copy of E&O Insurance Certificate 12 - Completed and signed Felony Conviction Notice Form 13 - Completed and signed Non-Collusion Certification Form 14 - Completed and signed Conflict of Interest Questionnaire Form 15 - Completed and signed W-9 Form 16 - Completed and signed Form 2270 Westlake Academy – FY 21/22 Comprehensive Insurance RFP Page 27 of 39 Exhibit “A” - Property Schedule 1.All buildings are located on 2600 JT Ottinger Road, Westlake TX, 76262. Blanket coverage is required for buildings and contents. Building Sq. Footage Valuation Roof Type #1 15,600 12,775,000 100% concrete tile #2: 20,000 9,120,800 100% concrete tile #3 11,200 5,500,000 100% concrete tile #4: 8,400 5,908,000 80% concrete tile, 20% flat membrane #5: 1,500 60,000 Portable #6: 1,500 60,000 Portable #7: 1,500 60,000 Portable #8: 10,853 3,036,800 75% seam metal, 25% flat membrane #9: 9,698 3,675,000 25% concrete tile, 75% flat membrane #10: 19,820 6,130,000 75% seam metal, 25% flat membrane #11: 1,500 60,000 Portable #12: 1,500 60,000 Portable #13: 1,500 60,000 Portable Property (Blanket) Limits: $46,505,600 2.Contents:$4,860,000 3.Business Income and Extra Expense:$485,000 4.Total Property Limits $51,849,600 LICENSE NUMBER: 8774 Issue Date: 03-07-2000 Expiration Date: 03-07-2022 General Lines Agency Life, Accident, Health and HMO, Property and Casualty BOX INSURANCE AGENCY INC 1200 SOUTH MAIN ST STE 1600 GRAPEVINE, TX 76051 is authorized to transact business as described above License No: 8774 Issue Date: 03-07-2000 Expiration Date: 03-07-2022 Generated by Sircon 207284647 THIS IS TO CERTIFY THAT BOX INSURANCE AGENCY INC 1200 SOUTH MAIN ST STE 1600, GRAPEVINE, TX 76051 IS HEREBY AUTHORIZED TO TRANSACT BUSINESS IN ACCORDANCE TO THE LICENSE DESCRIPTION SHOWN BELOW: General Lines Agency Life, Accident, Health and HMO, Property and Casualty Generated by Sircon 207284647 Page 1 of 1Compliance Express ™ https://www.sircon.com/ComplianceExpress/ServiceRequest/licPrnt.do?method=collectPay... CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 02-25-2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDEDBY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONALINSURED, the policy(ies) must be endorsed. If SUBROGATIONIS WAIVED, subject to the terms and conditionsof the policy, certain policies may require an endorsement.A statementon this certificatedoes not confer rights to the certificateholder in lieu of such endorsement(s). PRODUCER Professional Insurance Agents of Texas CONTACT NAME: C/o Cindy Cicack,16515 Pilgrims Circle Spring, TX 77379 PHONE (A/C. No. Ext): FAX (A/C, No): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC# INSURER A: Utica Mutual Insurance Company INSURED INSURER B: Box Bonding Agency LLC dba Box Insurance Agency INSURER C: 1200 S. Main Street, Suite 1600 INSURER D: Grapevine,TX 76051 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSR SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ MED EXP (Any one person)$ CLAIMS MADE OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:General Aggregate $ POLICY PROJECT LOC PRODUCTS - COMP/OP AGG $ Other:$ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) $ ANY AUTO BODILY INJURY (Per person)$ ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident)$ HIRED AUTOS NON-OWNED AUTOS PROPERTY DAMAGE (Per accident) $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION $$ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY PER STATUTE OTH- ER ANY PROPRIETOR/PARTNER/ Y/N E.L. EACH ACCIDENT $ EXECUTIVE OFFICER/ MEMBER EXCLUDED? N/A E.L. DISEASE - EA EMPLOYEE $ (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ A OTHER EACH LOSS $10,000,000 AGENTS & BROKERS 5330160EO 02-18-2021 02-18-2022 AGGREGATE $11,000,000 ERRORS & OMISSIONS DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) DEDUCTIBLE:$25,000.00 EACH LOSS: $75,000.00 AGGREGATE : (LOSS AND LITIGATION ) Named Insureds also include the following- Box Professional Liability Insurance Agency LLC Box Home and Auto LLC, Box Insurance Agency Inc, Box Bonding Agency LLC CERTIFICATE HOLDER CANCELLATION Box Bonding Agency LLC dba Box Insurance Agency 1200 S. Main Street, Suite 1600 Grapevine,TX 76051 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988 - 2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03)The ACORD name and logo are registered marks of ACORD Town of Westlake Westlake Academy Human Resources Department _________________________________________________________________________________________________________________________ _________________________________________________________________________________________  6RODQD%OYG, %OGJSuite #20  Westlake, Texas 76262 Metro: 817-490-5711  Fax: 817-430-1812  www.westlakeacademy.org FELONY CONVICTION NOTICE State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History, Subsection (a), states “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states “a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for the services performed before the termination of contract.” THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION I, the undersigned agent for the firm named below, certify that the information concerning notification of felony has been reviewed by me and the following information furnished is true to the best of my knowledge. VENDOR’S NAME: ______________________________________________________________ AUTHORIZED COMPANY OFFICIAL’S NAME (PRINTED) ____________________ Please check all that apply: My firm is publicly-held corporation, therefore, this reporting requirement is not applicable. My firm is neither owned nor operated by anyone who has been convicted of a felony: My firm is owned or operated by the following individual(s) who has/have been convicted of a felony: Name: ____________________________________________________________ Details of Conviction(s): _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________ __________________________ Contractor/Company Official Signature Date Box Bonding Agency, LLC, DBA Box Insurance Agency x 8/7/2020 Adam Syswerda Town of Westlake Westlake Academy Human Resources Department _________________________________________________________________________________________________________________________ _________________________________________________________________________________________ 6RODQD%OYG%OGJ, Suite #20  Westlake, Texas 76262 Metro: 817-490-5711  Fax: 817-430-1812  www.westlakeacademy.org NON-COLLUSION STATEMENT The undersigned Proposer, by signing and executing this proposal, certifies and represents to the Town of Westlake and Westlake Academy that Proposer has not offered, conferred or agreed to confer any pecuniary benefit, as defined by Section 1.07 (a)(6) of the Texas Penal Code, or any other thing of value, as consideration for the receipt of information or any special treatment or advantage relating to this proposal; the Proposer also certifies and represents that Proposer has not offered, conferred or agreed to confer any pecuniary benefit or other things of value as consideration for the recipient's decision, opinion, recommendation, vote or other exercise of discretion concerning this proposal; the Proposer certifies and represents that Proposer has neither coerced nor attempted to influence the exercise of discretion by any officer, trustee, agent or employee of the Town of Westlake and Westlake Academy concerning this proposal on the basis of any consideration not authorized by law; the Proposer also certifies and represents that Proposer has not received any information not available to other proposers so as to give the undersigned a preferential advantage with respect to this proposal; the Proposer further certifies and represents that Proposer has not violated any state, federal or local law, regulation or ordinance relating to bribery, improper influence, collusion or the like and that Proposer will not in the future, offer, confer, or agree to confer any pecuniary benefit or other thing of value of any officer, trustee, agent or employee of the Town of Westlake and Westlake Academy in return for the person having exercised the person's official discretion, power or duty with respect to this proposal; the Proposer certifies and represents that it has not now and will not in the future offer, confer, or agree to confer a pecuniary benefit or other thing of value to any office, trustee, agent or employee of the Town of Westlake and Westlake Academy in connection with information regarding this proposal, the submission of this proposal, the award of this proposal or the performance, delivery or sale pursuant to this proposal. Firm Name: ______________________________________________________ Address: ________________________________________________________ City/State/Zip: ____________________________________________________ Phone: _______________________________ Fax: ___________________ Name of Representative(s): _________________________________________ Signature of Representative(s): ______________________________________ Date: _____________________________ Box Bonding Agency, LLC, DBA Box Insurance Agency 1200 S. Main St. Suite 1600 Grapevine, TX 76051 817-865-1806 817-424-1404 Adam Syswerda 8/7/2020 Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us FORM CIQ OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Date Received A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes No 7 Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1). Signature of vendor doing business with the governmental entity Date Name of vendor who has a business relationship with local governmental entity.1 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 2 3 Name of local government officer about whom the information is being disclosed. Name of Officer Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary. 4 6 5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. X X 8/7/2020 Box Bonding LLC, DBA Box Insurance Agency Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form. Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Local Government Code § 176.003(a)(2)(A) and (B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: *** (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code § 176.006(a) and (a-1) (a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity; or (B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a); (B) that the vendor has given one or more gifts described by Subsection (a); or (C) of a family relationship with a local government officer. Fo,m W-9 (Rev. December 201 1) Cepartmer:t of 1h& Tr easury Internal Reveooe Service Request for Taxpayer Ide ntification Number and Certifi cation Name {as shown on Your income tax return) t'1i Business name/disregarded entity name, if different from above I Box Insurance Agency, Inc. Check appropriate box tor federal tax classlfication: !D !ndivld,:aVsole proprietor IZl C Corporation D S CcrporatiOl'I 0 Par tnersh:p O Tru sVestate D Limit� !iab!!ity company. Enter the tax class ification (C=C corporafon, S<:S corpo<ation, P=partrers hip) ► Give Form to the requ ester. Do not send to the IRS. D Exe:np-t payee J! �Ii�r.□�·=Other=�(�S•�•�i-:��,r���io�M�)"►===-�----------------�-----------�------'G Adcrress (number, street , and apt, or suite no,} Requ&Stsr's name and address (optional) l!. 1200 S. Main St., Ste. 1600 "' t-,;G,'lty.,., cc.,::-al,-,,..,an=d "'z "1 e"co=d e:------------------------1 lll w Grapevine, TX 76051 Ust account number(s) here (opt!Onaf) Taxoayer Identification Number (TINI l Social security number I Enter your TIN in the appropriate box, The TIN provided must match the name given on the uNarne" line to avoid bac kup withholding. For individuals, this is your social security number {SSN). However. for a resident aflen, sole pro prietor, or disregarded entity, see the Part J Instructions on page 3. For other entities, it fs your employer Identification number (EIN). If �'OU do not have a number, see How to get a11N on page 3, ITO -DJ -I I I I I Note. If the account ls In more than one name, see the chart on page 4 for guidelines on whose number to enter. I Employer ide ntification number l#filil Certification Under penalties of perjury, I certify that: 1. The number shown on this torm is my correct taxpayer 1dentificatton number (or I am waiting fo r a number to be issued to me), and 2. I am not subject to backup withholding because: (a) 1 am exempt from backup withfiolding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withhol ding as a result of a failure to report all inte rest or dividends, or {c) the IRS has notified me that I am no longer subject to backup withho lding, and 3.1 am a U.S. citlzen or other U.S. person (defined below). Certification instruetlorl$. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have fa!IOO to report all interest and dividends on your tax re turn. For real estate transactions, item 2 does not app ly. For mortgage Interest paid, acquisition or abandonment of sQcured property, cancellat ion of debt, contributions to an individual ret irement arrangement (IRA), and generally, payments other me d di ldends, you are not required to sign the certification, but you must provide your correct TIN, See the instruotlons on page 4. Section refe rences are to the Internal Revenue Code unless otherwise noted. Purpose of Form A person who is required to f!le an infor,ia.tlon ret urn with the IRS must obtain your correct taxpayer Identification numOer {TIN) to report, for example, income paid to you, re al estate transactions, mortgag e Interest you paid, ac quisition or abandonment of secured property, cancellation of debt, or contributior.s you made to an IRA. Use Form W-9 only if you are a U.S. person Qnciuding a resident alien), to provide your correct TIN to the person requesting It (the requester; and, when applicable, to: i. Certify that the TIN you are giving is correct (or you are waitlny for a nuriber to be Issued}. 2, Certify that you are not subject to backup withholding, or 3.Clalm exemption from backup w:thholding if you are a U.S. exemptpayee. If applicable, you are also certifying that as a U.S. perso n, Your allocable share of any partnership Income fr om a U.S. trade or business is not subject to tne withholding tax on foreign partn ers' share of effectively connected income, Note. If a requester gives you a form othe<than Form W-9 to request your TIN. you must use the requester's form if it ls substantially stmifar to this Form W"9. Oeflnitlon of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: • An individual who is a U.S. citizen or U.S. resident alien, • A partnership, corporation, company, or association created or organ ized in the United States or under the laws of the United States, •An estate (other than a foreign estate), or • A domestio trust (as defined in Regulations section 301 . 7701 -7). Special rules for partnerahips. Partnerships that conduct a trade or business in the United States are generally required to pay a withholdi1g tax on any foreign partners' share of income from such business. Further, in cer+..ain cases whe(e a Form W-9 has not been received, a partnership TS requlred to presume that a partner is a foreign person, and pay the withholding tax. Therefo re, if you are a U.S. person that is a partner In a partners'iip con ducti ng a trade or business ir the United States, provide Form W-9 to the partnership to establlsh your U.S. status and avoid withholding on your share of partnership income. Cat. No. 10231X Form W-9 (Rev. 12-2011) VERIFICATION REQUIRED BY TEXAS GOVERNMENT CODE CHAPTER 2270 By signing below, the signatory hereby verifies that the firm it represents: 1. 2. Does not boycott Israel; and, Will not boycott Israel during the term of the contract. SIGNED BY: Print Name & Title: Firm Name: Date Signed: THE STATE OF c)_.K/,l '.> COUNTY OF ~ <½:\oA A~ce President Box Insurance Agency 7/29/2021 ) ) ) NOTARIZATION 0 BEFORE ME, the undersigned notary public on this day personally appeared l,A.ola tO' -~~ s LQ e-ic./4'1 1 , on behalf of · (Company), who, being duly sworn, stat under oath that he/she has read the foregoing verification re ired by Texas Government Code Section 2270.002 and said statements contained therein are true and correct. A NOTARY PUBLIC STATE OF TEXAS MY COMM. EXP. 02/14/25 NOTARY 10 174695-3 BSCRIBED before me on the di, g± day of ~ e,J,L~ , 2021. Ncitl':nUBL~~Aw; 0oJru FOR THE STATE OF °' vyUI $ The following definitions apply to Texas Government Code Section 2270.001: (1) "Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlle4 territory, but does not include an action made for ordinary business purposes; and (2) "Company" means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnersh1p, or limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit. State law requires any firm entering into an agreement or contract with the Authority to complete the foregoing verification. TEX. GOV'T CODE § 2270.002. Page 38 o/39 Westlake Academy Presented by: Underwriter Andy Clark A. M. Best Rated A (Excellent) Confidentiality notice: Electronic policy delivery notice: The information contained in this Quote Proposal is confidential and may be privileged and protected from disclosure. If the reader of this Quote Proposal is not the intended recipient, or an employee or agent responsible for delivering this message to the intended recipient, you are hereby notified that it is strictly prohibited (a) to disseminate, distribute or copy this communication or any of the information contained in it, or (b) to take any action based on the information in it. If you have received this communication in error, please notify us immediately by replying to this message and deleting it from your computer. This quote is conditioned upon the Insured's consent to receive electronic copies of policies, change endorsements, notices, and related materials (other than those that are subject to statuses or regulations specifically prescribing methods of delivery other than electronic delivery). By accepting this quote on behalf of the applicant/insured you acknowledge that you have received authority from the applicant/insured to accept this condition. Property Coverage Location Building Address Building Business Personal Property Income 1 1 2600 Ottinger Road, Westlake, TX 76262 12,285,000 1,600,000 334,000 1 2 2600 Ottinger Road, Westlake, TX 76262 8,770,000 791,000 15,000 1 3 2600 Ottinger Road, Westlake, TX 76262 4,491,000 500,000 15,000 1 4 2600 Ottinger Road, Westlake, TX 76262 5,681,000 380,000 15,000 1 5 2600 Ottinger Road, Westlake, TX 76262 45,000 10,000 10,000 1 6 2600 Ottinger Road, Westlake, TX 76262 45,000 10,000 10,000 1 7 2600 Ottinger Road, Westlake, TX 76262 45,000 10,000 10,000 1 8 2600 Ottinger Road, Westlake, TX 76262 2,920,000 350,000 15,000 1 9 2600 Ottinger Road, Westlake, TX 76262 3,533,000 440,000 15,000 1 10 2600 Ottinger Road, Westlake, TX 76262 5,895,000 550,000 15,000 1 11 2600 Ottinger Road, Westlake, TX 76262 45,000 10,000 10,000 1 12 2600 Ottinger Road, Westlake, TX 76262 45,000 10,000 10,000 1 13 2600 Ottinger Road, Westlake, TX 76262 45,000 10,000 10,000 Statement of Values Note: Blanket Building and Business Personal Property Limits Applicable Valuable Papers Subject to Applicable Covered Property Limit 100,000 Property on Exhibition Property in Transit Sales Representatives Samples 50,000 50,000 50,000 Software Storage 50,000 Electrical or Magnetic Disturbance of Computers Subject to Applicable Covered Property Limit 50,000 Power Supply Disturbance of Computers 50,000 100,000 25,000 Supplemental Marine Coverages 15,000 Trees, Shrubs and Plants Underground Pipes, Pilings, Bridges and Roadways Personal Effects Recharge of Fire Extinguishing Equipment Accounts Receivable Fine Arts Off Premises Computers Sewer Backup and Water Below the Surface Coverage Extensions Description Debris Removal (Additional Expense) Emergency Removal Emergency Removal Expense Fraud and Deceit Off Premises Utility Service Interruption Subject to Applicable Covered Property Limit Consequential Loss Damage From Theft Subject to Applicable Covered Property Limit Subject to Applicable Covered Property Limit Supplemental Coverages Description Included Limit 50,000 365 Days Expediting Expenses Fire Department Service Charges Overhead Transmission Lines Brands or Labels Expense 5,000 5,000 50,000 Rewards 100,000 Inventory and Appraisal Expense Ordinance or Law (Undamaged Parts of a Bldg) Ordinance or Law (Increased Cost to Repair/Cost to Demolish and Clear Site) 250,000 Limit 50,000 50,000 25,000 50,000 50,000 10,000 25,000 50,000 Pollutant Cleanup and Removal Description Limit Newly Built or Acquired Buildings Coverage Options Description Limit Personal Property - Acquired Locations Locations 'You' Elect Not to Describe 1,000,000 250,000 50,000 Newly Built or Acquired Locations 100,000 25,000 25,000 Contract Penalty Limit Any One Occurrence Limit Any 12 Month Period Overhead Transmission Lines Included Property in Transit, On Exhibition, or Custody of Sales Representatives 50,000 Off Premises Utility Service Interruption Off Premises Utility Service Interruption - Waiting Period Income Coverage Options Description Limit 10,000 72 Hours Dependent Locations Pollutants Cleanup and Removal Period 30 Days 90 Days Limit 10,000 Income Supplemental Coverages Description Description Interruption by Civil Authority Period of Loss Extension 100,000 Income Coverage Extensions Edition IL P 001 0104 0115 0918 0918 CL 06 10 0115 1006 CO 06 002 0918 0399 CL 02 73 0719 0119 CO 01 010 0119 0119 1002 CO 10 01 0402 Spoilage Coverage Part - Scheduled Coverage CO 10 04 0402 Schedule of Coverages - Commercial Output Program CO 10 50 0305 Location Schedule CO 10 52 0402 Ordinary Payroll Limitation Schedule CO 10 67 0402 Spoilage Schedule CO 10 74 0402 Scheduled Locations - Spoilage Coverage CO 10 75 0402 Scheduled Locations Endorsement CO 12 27 0502 0402 CO 12 81 0402 CO 03 001 0819 CO 04 018 0819 Earthquake Endorsement - Designated Zones CO 04 019 0918 CO 06 008 0918 Earthquake Schedule (Designated Zones)CO 06 009 0918 Windstorm or Hail Schedule CO 06 012 0819 CO 24 029 1119 Flood Endorsement (Designated Zones) Flood Schedule (Designated Zones) Ordinary Payroll Limitation CO 12 42 Waiting Period - Income Coverage Commercial Output Program - Income Coverage Part Commercial Output Program - Property Coverage Part CL 01 00 CO 10 00 Common Policy Conditions CO 06 010 Equipment Breakdown Coverage Part CO 00 001 Amendatory Endorsement - Texas SCHEDULE OF FORMS Title Commercial Output Program Policy Declarations Schedule of Forms and Endorsements CL 07 00 Form Number CO 05 001 CO 06 001 Certified Act of Terrorism Exclusion Virus or Bacteria Exclusion Policyholder Disclosure Notice of Terrorism Insurance Coverage CL 10 45 U.S. Treasury Department's Office of Foreign Assets Control (OFAC) Advisory Notice to Policyholders Schedule of Locations Amendatory Endorsement Texas Equipment Breakdown Schedule Windstorm Meaning and Clarification Endorsement Windstorm or Hail Deductibles (Percentage Deductible Subject to a Minimum Dollar Deductible) 155354 Account Name:WESTLAKE ACADEMY Policy Period:08/31/2021 to 08/31/2022 Quote Number:5471537 Commercial General Liability Limits General Aggregate $2,000,000 Product/Completed Operations Aggregate $2,000,000 Per Occurrence $1,000,000 Personal & Advertising Injury $1,000,000 Damage to Premises Rented to You $1,000,000 Medical Expenses (Excludes Student Medical Expenses) $10,000 Deductible or Self Insured Retention None Defense including court costs Outside the limits Athletic Participants Coverage Included Incidental Malpractice Liability Included Prejudgment and postjudgment interest Outside the limits Rating Classification(s): Description Rating Basis Exposure Schools - Private - Elementary, Kinder- Garten Or Junior Per Pupil 567 Schools - Private - High - Not-For-Profit Only Per Pupil 339 Museums - Not-For- Profit Only - Products - Completed Per Thousand Sq. Ft. 8400 Endorsements *Any Exclusions/Limitations listed are in addition to those in the coverage forms. 8C2636 Employment Related Practices- Liability Coverage Form 8D2636 Employment Related Practices- Liability Insurance Declaration 8E2813 Texas Employment Related Practices 8C1014 Employee Benefit Programs Liability Coverage Form 8E3529 Texas Amendatory Endorsement 8D1014 Employee Benefit Programs Liability Coverage Part Dec 8C1213 Sdell Coverage Form 8D1213 School District And Educators Legal Liability Insurance Declarations 8C3326TX Abuse or Molestation Liability Coverage Form 8D3326 Abuse or Molesation Liability Coverage Part (Claims-Made Basis) 8E3548TX General Liability Extension Endorsement 8D4117 Cyber Suite Declarations 8C4117 Cyber Suite Coverage Form 8E3350TX Exclusion - Fungi or Bacteria IL0985 Disclosure Pursuant to Terrorism Risk Insurance 8L938 Utica Lloyds of Texas CG2646 Texas Abuse or Molestation Exclusion 8E3345TX Fungi or Bacteria Exclusion 8E3149 Extended Reporting Period for Limted Erp Coverage 8L1788 Important Notice- TX Disclosure Form CG2167 Fungi or Bacteria Exclusion 8E1782 Exclusion - Lead Liability Exclusions 8E4174 Educational Institutions Limited Unmanned Aircraft Coverage 8E3042TX Educational Institution Coverage Endorsement 8E3204 Employment - Related Practices Exclusion 8E1611 TX Changes-Amendatory Endorsement 8E3350TX Exclusion - Fungi or Bacteria General Liability & Education Suite 155354 Account Name:WESTLAKE ACADEMY Policy Period:08/31/2021 to 08/31/2022 Quote Number:5471537 Endorsements *Any Exclusions/Limitations listed are in addition to those in the coverage forms. (continued) CG2639 Texas Changes - Employment Related Pracitces Exclusion 8E4182 Your Investigation And Public Relations Expenses 8E3674 Exclusion - Recording And Distribution of Material or Info In Violation of Law 8E3857 Knowledge of Wrongful Acts 8E3350TX Exclusion - Fungi or Bacteria 8E4303 Epidemic or Pandemic Exclusion Additional Considerations: *8E4303 (EPIDEMIC OR PANDEMIC EXCLUSION) IS BEING ADDED TO THE RENEWAL Educational Institutions Limited Unmanned Aircraft Coverage 8E4174 Adds Bodily Injury and Property Damage liability coverage for drones used in connection with the named insured's operations. Unscheduled Unmanned Aircraft $250,000 155354 Account Name:WESTLAKE ACADEMY Policy Period:08/31/2021 to 08/31/2022 Quote Number:5471537 Claims-Made Liability Coverages: School District and Educators Legal Liability Coverage: Limits $1,000,000 Each "Loss" $2,000,000 Annual Aggregate Retention $10,000 Each Loss Retained Amount Retroactive Date 8/31/2011 Coinsurance None Defense Outside the limits Optional Extended Reporting Period Premium 145% of inception premium Who is insured?• Educational Institution • School Board, School Committee, Board of Trustees, or similar governing body • Elected or appointed members of the School Board, School Committee, Board of Trustees, School Directors, Board of Governors, etc. • Employees • Student Teachers • School Volunteers • Student serving school sponsored internship Payment of Damages Pay on behalf of Typical allegations brought under this coverage • Failure to educate • Budget dispute claims Definition of suit includes • Arbitration • Other alternative dispute resolution proceedings Limited Coverage for Salary or Benefits Claims $2,500 Each Loss Limit $100,000 Annual Policy Year Limit Cost of appeal bonds or bonds to release attachments Included Loss of Earnings due to assisting with investigation/defense of claim $250 per day All costs taxed against insured in suit Included Prejudgment and Postjudgment interest Included Cyber Suite Coverage: Aggregate Limit $1,000,000 Deductible $10,000 Retroactive Date None Exclusion(s) and Endorsement(s) in addition to those in the School District and Educators Legal Liability Coverage Form: 8E3204 Employment Related Practices Exclusion Included Abuse or Molestation Liability (including Sexual Misconduct or Sexual Molestation): Limits $1,000,000 Each "Loss" Limit $1,000,000 Annual Aggregate Limit Retroactive Date 8/31/2011 Defense Applies outside the limits Optional Extended Reporting Period Premium 145% 155354 Account Name:WESTLAKE ACADEMY Policy Period:08/31/2021 to 08/31/2022 Quote Number:5471537 Abuse or Molestation Liability (including Sexual Misconduct or Sexual Molestation) (continued): Who is insured includes • Named Insured • Directors, Officers or Trustees • Teachers • Board of trustees, governors or education • Same positions as above on Affiliates • Volunteer Worker Payment of Damages Pay on behalf of Definition of suit includes • Arbitration • Other alternative dispute resolution proceedings Cost of appeal bonds Included Loss of Earnings due to assisting with investigation/defense of claim $250 per day All costs taxed against insured in suit Included Prejudgment and Postjudgment interest Included Employee Benefit Programs Liability Coverage: Limits $1,000,000 Each Loss Limit $3,000,000 Annual Aggregate Limit Retention $1,000 Per Loss Retroactive Date 8/31/2011 Defense Applies outside the limits Optional Extended Reporting Period Premium 145% of premium Employment-Related Practices Liability: Limits $1,000,000 Each Claim Limit $1,000,000 Policy Aggregate Limit Retention Amount Each Claim $10,000 Retroactive Date 8/31/2011 Coinsurance 0% Subject to a Maximum of Each Claim Defense Inside the limits Optional Extended Reporting Period Premium 109% if 12 months extended reporting is chosen 137% if 24 months extended reporting is chosen 165% if 36 months extended reporting is chosen Cost of appeal bonds or bonds to release attachments Included Payment of Damages Pay on behalf of Loss of Earnings due to assisting with investigation/defense of claim $250 per day All costs taxed against insured in suit Included Salary Remuneration Sublimit does not apply Definition of claim includes • Arbitration • Other alternative dispute resolution proceedings Who is insured • Named Insured • Current or Former Directors • Current or Former Employees • Current or Former Leased Employees Access to Risk Management Library via web Included 155354 Account Name: Policy Period:08/31/2021 to 08/31/2022 Quote Number: Policy Coverage Symbol Limit Liability Combined Single Limit 1 $1,000,000 Personal Injury Protecton (PIP) 5 $2,500 Medical Payments Coverage Not Selected Uninsured/Underinsured Motorists 7 $1,000,000 Comprehensive Deductible - See Vehicles 7 Collision Deductible - See Vehicles 7 Hired Auto Liability Combined Single Limit Combined Single Limit Comprehensive Coverage Not Selected Specified Causes of Loss Coverage Not Selected Collision Coverage Not Selected Non-Owned Auto Liability Combined Single Limit $1,000,000 Drive Other Car Liability Combined Single Limit Coverage Not Selected Medical Payments Coverage Not Selected Uninsured/Underinsured Motorists Coverage Not Selected Comprehensive Coverage Not Selected Collision Coverage Not Selected Commercial Auto 131038 Account Name: Policy Period:08/31/2021 to 08/31/2022 Quote Number: Commercial Automobile Auto Endorsements / Enhancements Premium 8E2419 $250.00 CA2264 Included 8L1303 Included IL0021 Included CA0001 Included CA0196 Included IL0017 Included CA2394 Included CA0243 Included 8L2182 Included CA2109 Included 8L938 04/17 Commercial Automobile Extension Endorsement 07/08 Texas Personal Injury Protection Endorsement 06/15 Texas Policyholder Complaint Procedures 04/98 Nuclear Energy Liability Exclusion Endorsement 03/10 Business Auto Coverage Form 03/12 Texas Changes 11/98 Common Policy Conditions 03/06 Silica or Silica-Related Dust Exclusion for Covered Autos Exposure 03/01 Texas Changes-Cancellation And Nonrenewal 05/16 Texas Uninsured/Underinsured Motorist Coverage Selection/Rejection 05/13 Texas Uninsured/Underinsured Motorist 04/05 Utica Lloyds of Texas Included 8L1339TX 09/19 Attention Texas Policyholders Included 131038 Commercial Automobile Account Name: Policy Period:08/31/2021 to 08/31/2022 Quote Number: State: TX Vehicle Schedule A list of vehicles and the coverages that apply to each: Vehicle # Year Make, Model, Vehicle ID Number (VIN)Liability Personal Injury Protection (PIP) Medical Payments Other Than Collision Deductible Collision Deductible Towing Premium 1 2006 CHEVROLET GIRARDIN 1GBJG31U661239854 X X Comprehensive $1,000 $1,000 $1,096.00 2 2010 CHEVROLET STARTRANS 1GB6G3AG5A1111517 X X Comprehensive $1,000 $1,000 $1,096.00 3 2018 BLUEBIRD BUS 1BAKGCEA4JF346083 X X Comprehensive $1,000 $1,000 $1,274.00 4 2020 BLUEBIRD 77P BUS 1BAKGCEA8LF366551 X X Comprehensive $1,000 $1,000 $1,533.00 If physical damage coverage is selected, valuation applies on an actual cash value basis unless otherwise indicated. 131038 Umbrella Account Name:WESTLAKE ACADEMY Policy Period:08/31/2021 to 08/31/2022 Quote Number:5465991 Limits of Insurance: Each Occurrence:$5,000,000 Aggregate Limit:$5,000,000 Self-Insured Retention:$10,000 Schedule of Applicable Underlying Insurance: Commercial General Liability Automobile Liability Employers Liability Abuse or Molestation Liability School District/Educators Legal Liability Employee Benefits Liability Employment Related Practices Liability Additional Considerations: *8UMC188 (EPIDEMIC OR PANDEMIC EXCLUSION) IS BEING ADDED TO THE RENEWAL 7-A-469 Ed. 02-2018 Page 1 of 2 Coverages Additional Insureds * By Contract, Agreement or Permit – Primary if required * Engineers, Architects or Surveyors * Lessor of Leased Equipment * Managers/Lessors of Premises * Owner of Leased Land * Vendors of your products Aircraft Hired, Chartered, or loaned to an insured with a paid crew that is not owned by the insured if no other insurance “Insured Contract” coverage for use of aircraft that are not used for rides to and from school Included if no other insurance Included Bail Bonds Up to $2,500 “Bodily Injury” Arising from providing or failing to provide professional health care services – includes employees, volunteers and auxiliary instructors Includes shock, mental anguish or mental injury To co-employees, co-volunteers & co-instructors Included Included $25,000 Per Occurrence $25,000 General Aggregate Damage to Premises Rented to You – Includes Fire, Lightning, Explosion Greater of $500,000 or Amount Listed in Declarations Extended Bodily Injury includes use of reasonable force to: Protect persons or property Restrain or remove a pupil whose behavior is disruptive despite request to refrain from such behavior Included Included Knowledge of occurrence – limits notification requirements to certain specified individuals Included Loss of Earnings due to assisting with investigation/defense of claim Up to $500 a day Medical Payments extended to cover volunteers Included 7-A-469 Ed. 02-2018 Page 2 of 2 Coverages (continued) New broadenings to General Liability, if no additional premium, immediately apply Included Parking non-owned autos on or on ways next to owned or rented premises Included Personal and Advertising Injury assumed in an “insured contract” Included Personal and Advertising Injury definition includes mental anguish, shock, and humiliation Included “Personal injury” covers non-employment discrimination – other carriers may call this Third-Party Employment Practices Liability Included Pollution incidents occurring inside buildings due to sanctioned classroom activities Included Property Damage to personal property in your care, custody or control Applies on excess basis Unintentional failure to disclose hazards will not prejudice your rights to coverage Included Watercraft While ashore on premises owned or rented Non-owned boats not for hire, profit or rides to/from school Nonowned watercraft Included Included if no other insurance No length limitation Who Is Insured broadened to include: Appointed or elected administrative officials Auxiliary instructors; not employee or volunteer teacher Board Members or commissioner if a public board or commission Employees Limited Liability Company including managers and members Student and volunteer workers participating in: Internships, School to work or similar programs Trustees or Board of Governors Student teachers Subsidiaries if no other insurance Included Included Included Included Included Included Included Included Included This summary represents an outline of coverage available from the companies of the Utica National Insurance Group. No coverage is provided by this summary. Coverage availability, terms and conditions are dictated by the policy and may vary by state. For questions on coverages, contact your independent agent. Minimize the Chance of Employment Issues! Toll-Free Advice Line Available for Employment Practice Questions Utica National has partnered with Jackson Lewis P.C., a law firm specializing in employment law, to provide risk management services that can help you prevent employment issues, out-of-pocket expenses, and damage to your reputation. Take advantage of employment practices advice to get the help you need when you need it — provided at no additional cost to our school policyholders! Legal context and advice on workplace law issues including: •What you should generally do when faced with a sexual harassment, discrimination, or retaliation issue •Points to consider when adding a section to the employee handbook about references •What employment training you are required by law to offer? Which topics will best help you prevent adverse employment situations Advice Line •Service is always confidential. •Available from 9:00 a.m. to 5:00 p.m. If there is an unusually high volume of inquiries, calls are returned the same day or within 24 hours. How It Works School administrators and human resource staff can call 1-844-635-8696 and seek the employment practices advice they need. You will be asked for your Utica National CPP policy number. Take advantage of this new risk management resource to reduce the risk of accusations! For more information on the hotline, contact Jackson Lewis P.C. at 1-844-635-8696 or your agent. If you have a claim to report, email us at claimsnewreport@uticanational.com or call us at 1-800-216-1420. In responding to helpline calls, Jackson Lewis P.C. cannot provide legal advice on specific employment matters, such as the firing or other treatment of specific employees, or on complex matters such as employee benefits, executive compensation, non-competition or other employment agreements, reductions-in-force, or transactional matters. In situations where Jackson Lewis P.C. is asked to give advice on complex matters or the legal risks of, or strategies for, a particular course of action, you will be advised to retain an attorney to conduct a proper review of surrounding facts and applicable laws. 7-A-498 Ed. 10-19 LTR-4000 Rev. 07-16 © 2016 The Travelers Indemnity Company. All rights reserved. Page 1 of 3 Sharon Minitre BOX INSURANCE AGENCY 1200 S MAIN ST STE 1600 GRAPEVINE, TX 76051 RE: Insured Name:WESTLAKE ACADEMY 1500 Solana Boulevard Building 7, Suite 7200 WESTLAKE, TX 76262 Expiring Policy Number:106364590 Policy Period:August 31, 2019 to August 31, 2020 Dear Sharon Minitre: On behalf of Travelers Casualty and Surety Company of America we are pleased to provide the attached proposal of insurance for your review. The quotes contained in this document are valid until the expiration of your current policy, and are subject to the provision of, and Travelers' review and acceptance of, the required underwriting information noted in the Contingencies section. Travelers reserves the right to change the quotes in this document, or to refuse to bind coverage entirely, based on review of the required underwriting information or based on adverse change in the risk(s) to be insured prior to the quote expiration date noted in this document. Please note that we require a response to this document prior to expiration of the Insured's current policy in order to facilitate policy renewal. The insured's current policy will expire and not be renewed in the absence of a request, and Travelers' agreement, to bind coverage. Travelers is pleased to offer Risk Management PLUS+ Online®, the industry's most comprehensive program for mitigating your management liability exposures, which is available to you at no additional cost. Please visit www.rmplusonline.com to view the services that are available. If you have additional questions about the site please contact your Underwriter. Travelers Casualty and Surety Company of America, a subsidiary of The Travelers Companies, Inc., has consistently earned high ratings for financial strength and claims-paying ability from independent rating services, including a current A.M. Best rating of A++*. Founded in 1853, The Travelers Companies, Inc. is a Fortune 500 company, a component of the Dow Jones Industrial Average, and a leading provider of property casualty insurance for businesses. Thank you for considering Travelers for your client's insurance coverages. We look forward to discussing this opportunity with you. Sincerely, Savannah M Peterson Travelers Bond & Specialty Insurance *A.M. Best's rating of A++ applies to Travelers Casualty and Surety Company of America as well as to certain insurance subsidiaries of Travelers that are members of the Travelers Insurance Companies pool; other subsidiaries are included in another rating pool or are separately rated. For a listing of companies rated by A.M. Best and other rating services visit www.travelers.com. Ratings listed herein are as of October 2018, are used with permission, and are subject to changes by the rating services. For the latest rating, access www.ambest.com. Crime (3 year Term) LTR-4000 Rev. 07-16 © 2016 The Travelers Indemnity Company. All rights reserved. Page 2 of 3 Travelers Casualty and Surety Company of America QUOTE OPTION #1 CRIME COVERAGES: Crime Insuring Agreements Single Loss Limit of Insurance Single Loss Retention Crime Insuring Agreements Single Loss Limit of Insurance Single Loss Retention A - Fidelity F - Computer Crime 1. Employee Theft $250,000 $2,500 1. Computer Fraud $250,000 $2,500 2. ERISA Fidelity $250,000 $0 2. Computer Program and Electronic $100,000 $2,500 3. Employee Theft of Client Property Not Covered Data Restoration Expense B - Forgery or Alteration $250,000 $2,500 G - Funds Transfer Fraud $250,000 $2,500 C - On Premises $250,000 $2,500 H - Personal Accounts Protection 1. Personal Accounts Forgery or Alteration Not Covered 2. Identity Fraud Expense Reimbursement Not Covered D - In Transit $250,000 $2,500 I - Claim Expense $5,000 $0 E - Money Orders and Counterfeit Money $250,000 $2,500 Insured's Premises Covered: Worldwide, except Not Applicable TOTAL ANNUAL PREMIUM -$2,850.00 (Other term options listed below, if available) LIMIT DETAIL: Shared Additional Defense Limit of Liability:N/A Crime Policy Aggregate Limit of Insurance:N/A PREMIUM DETAIL: Term Payment Type Premium Taxes Surcharges Total Premium Total Term Premium 2 Year Prepaid $5,416.00 $0.00 $0.00 $5,416.00 $5,416.00 3 Year Prepaid $8,124.00 $0.00 $0.00 $8,124.00 $8,124.00 2 Year Installment $2,850.00 $0.00 $0.00 $2,850.00 $5,700.00 3 Year Installment $2,850.00 $0.00 $0.00 $2,850.00 $8,550.00 POLICY FORMS APPLICABLE TO QUOTE OPTION # 1: CRI-2001-0109 Crime Declarations Page CRI-3001-0109 Crime Policy Form ENDORSEMENTS APPLICABLE TO QUOTE OPTION # 1: ACF-7006-0511 Removal of Short-Rate Cancellation Endorsement CRI-19060-0713 Replace General Agreement E - Change of Control - Notice Requirements Endorsement CRI-19072-0315 Global Coverage Compliance Endorsement – Adding Financial Interest Coverage and Sanctions Condition and Amending Territory Condition CRI-19085-0516 Social Engineering Fraud Insuring Agreement Endorsement CRI-19097-0517 Replace Exclusion BB. Endorsement CRI-19101-1117 Amendatory Endorsement for Certain ERISA Considerations CRI-4019-0911 Texas Changes Endorsement CRI-5044-0613 Texas Cancellation or Termination Endorsement Policy Term is 8/31/2019-8/31/2022 Box Bonding Agency, LLC dba Box Insurance Agency To:WESTLAKE ACADEMY From:Accident Fund General Ins Co Agency: Box Bonding Agency, LLC dba Box Insurance Agency Agency Code: 9044630 Agency Contact: Date:Friday, July 30, 2021 Insured:WESTLAKE ACADEMY Quote Id:6212680-01 City/State: WESTLAKE, TX FEIN/SSN: 752449357 Policy Effective Date: 08/31/2021 Policy Expiration Date 08/31/2022 Transaction Effective Date:8/31/2021 Premium: $18,492.00 Minimum Premium: $250.00 Premium: Dividend Plan: VAR NATIONAL DIVIDEND PL NDP1 Payment Plan: Direct Bill - 10 Pay (Deposit 10%) Each Accident Disease - Policy Limit Disease - Each Employee $1,000,000.00 $1,000,000.00 $1,000,000.00 Installment #Date Due Installments Amount($) 1 8/31/2021 WC Policy - Initial Installment - 10%1,849.20 2 9/30/2021 WC Policy - Installment 1,849.20 3 10/31/2021 WC Policy - Installment 1,849.20 4 11/30/2021 WC Policy - Installment 1,849.20 5 12/31/2021 WC Policy - Installment 1,849.20 6 1/31/2022 WC Policy - Installment 1,849.20 7 2/28/2022 WC Policy - Installment 1,849.20 8 3/31/2022 WC Policy - Installment 1,849.20 9 4/30/2022 WC Policy - Installment 1,849.20 10 5/31/2022 WC Policy - Installment 1,849.20 Total Installments $18,492.00 A per bill fee may apply. 1 Pay (Deposit 100%) 2 Pay (Deposit 50%) 4 Pay (Deposit 25%) Workers Compensation 12 Pay (Deposit 8%) Premium Finance - Full Pay AccuPremium State LocationClass Code Class Description Premium Basis Rate per $100/Factor Est. Annual Premium Texas 1 8810 CLERICAL OFFICE EMPLOYEES NOC $328,000.00 0.1000 $328.00 Texas 1 8868 SCHOOL; CHURCH $5,800,000.00 0.4800 $27,840.00 Texas 1 9101 SCHOOL ALL OTHER EMPLOYEES $280,400.00 2.6600 $7,459.00 Subtotal $35,627.00 Texas 1 9740 TERRORISM $6,408,400.00 0.0240 $1,538.00 Texas 1 9812 INCR LIMITS OF EMPLOYERS LIAB $35,627.00 0.0140 $499.00 Texas 1 0930 WAIVER OF SUBROGATION 2%$0.00 1.0000 $713.00 Texas 1 9898 EXPERIENCE MODIFICATION $36,839.00 0.6700 ($12,157.00) Texas 1 9887 SCHEDULE CREDIT $24,682.00 0.8400 ($3,949.00) Texas 1 9874 TX HEALTHCARE NETWORK CREDIT $20,733.00 0.8800 ($2,488.00) Texas 1 0063 PREMIUM DISCOUNT $18,245.00 0.0790 ($1,441.00) Texas 1 0900 EXPENSE CONSTANT $0.00 0.0000 $150.00 Subtotal ($17,135.00) Total for Location $18,492.00 Total State Premium $18,492.00 Total For Policy $18,492.00 1 Accident & Health Division 2 Riverway, Ste 900 Houston, TX 77056 USA International Travel Named Insured: Westlake Academy Eligibility: Class 1: All students of the Policyholder Class 2: All faculty and staff of the Policyholder Coverage Term: AugustAuguAu 021 toto Aug tt 31t 022 Policy Number: GLM N14302943 Renewal Premium: $2,000 Covered Activities: Educational Travel Coverage Out-of-Country Medical Expense Benefits Benefit Maximum: Deductible: Preexisting Conditions: Dental Treatment: Pregnancy Benefit: Room & Board: Intensive Care: Chiropractic Care: Prescription Drugs: Coinsurance: Incurral Period: Maximum Benefit Period: Maximum Coverage Period: $50,000 per person $0 per Covered Accident or Sickness Treated as any other medical condition $500 (Injury & Alleviation of Pain) Treated as any other medical condition Average semi private room rate Two times the average semi private room rate $350 ($35 per visit up to a maximum of 10 visits) Inpatient Co-insurance: 100% of covered expenses Outpatient Co-insurance: 100% of covered expenses 100% of the Usual and Customary Charges 30 Days from the date of a Covered Accident or Sickness The earlier of the date the Covered Person returns to his or her Home Country or Country of Permanent Assignment, or 26 weeks from the date of a Covered Accident or Sickness 180 days any single trip Accidental Death & Dismemberment Benefit: Class 1: $10,000 Class 2: $50,000 Aggregate Limit: Chaperone Replacement Benefit Emergency Reunion Benefit Emergency Medical Benefit: Emergency Medical Evacuation: Repatriation Benefit: $250,000 $2,000 $2,000 up to $10,000 100% of the Covered Expenses 100% of the Covered Expenses Page 1 of 2 Westlake Academy Student Accident Insurance Quotation For August 31, 2021 Coverage, Benefits & Limits Accident Medical Expense:$25,000 (per Participant, per Accident) Accident Medical Expense Aggregate:No Aggregate Benefit Amount:100% of Usual & Customary Charge Accident Dental Expense:Included in Medical Deductible:$0 Deductible Type:None Benefit Period:1 year Plan Type:Full Excess Accidental Death:$25,000 Accidental Dismemberment:Up to $50,000 per Schedule of Covered Losses Accidental Paralysis:$50,000 AD&D and Paralysis Aggregate:$500,000 (per Accident) See Schedule of Additional Benefits & Limits below Premium Policy Premium:$5,943.00 Minimum and Earned Policy Premium:$300.00 Eligible Persons All enrolled students of the Policyholder, grades Pre-K to 12. Covered Activities Policyholder supervised and sponsored school-time activities, including interscholastic sports, including interscholastic tackle football. Underwriting & Administration The plan is underwritten by Philadelphia Indemnity Insurance Company (PIIC). PIIC is rated, A++, Superior, by A.M. Best & Company. If the terms are acceptable, we will issue the policy to the agent. The invoice will be issued on a direct bill basis to the agent’s customer. Claims are administered by NAHGA Claim Services, Inc. of Bridgton, Maine. This quotation is based upon the underwriting information submitted. Changes to the underwriting information must be reported and may affect quotation. Student Accident Quotation PathID 13650074 Page 2 of 2 Schedule of Additional Benefits & Limits DEFERRED DENTAL EXPENSE BENEFIT ENDORSEMENT Deferred Treatment Period to age 21 Deferred Treatment Maximum Benefit $1,000 Benefit Percentage 100% Cyber LIABILITY PROPOSAL COVERAGE LIMITS __________________________________ _______________ 3rd Party Coverages: Data Compromise Liability $1,000,000 Per Occurrence Network Security Liability $1,000,000 Per Occurrence Electronic Media Liability $1,000,000 Per Occurrence 1st Party Coverages: Data Compromise Response Expense $ 500,000 Per Occurrence Computer Attack and Cyber Extortion $ 500,000 Per Occurrence Response Expense $1,000,000 Per Occurrence Identity Recovery $ 25,000 Per Occurrence Cyber Suite Coverages: Applicable Limit Data Compromise Response Expense covers personal data compromises and affords: •Notification of Affected Individuals •Services to Affected Individuals, which can include credit monitoring •Legal review •Forensic review to determine the nature and extent of breach •Public relations services Included in aggregate limit, unless otherwise noted 12 Months 50% sublimit of aggregate limit 50% sublimit of aggregate limit $5,000 $50,000 named malware Computer Attack and Cyber Extortion coverage includes: •Data restoration, data recreation and system restoration •Business income/extra expense •Public relations services •Cyber Extortion covers the cost of a professional firm to assist the insured through a cyber extortion threat and the costs of approved extortion payments. Included in aggregate limit, unless otherwise noted Up to 50% of aggregate limit $5,000 sublimit $25,000 if aggregate limit is $250,000 or more Data Compromise Liability covers defense and settlement costs for claims brought by or on behalf of affected individuals due to theft or loss of personally identifying information. Included in aggregate limit Network Security Liability covers defense and settlement costs due to the unintended forwarding of malicious code, the breach of third party business information, or the unintended abetting of denial of service attack. Included in aggregate limit Electronic Media Liability Coverage covers defense and settlement costs in the event of a suit alleging that the insured infringed on a copyright or trademark, defamed a third party, or violated a person’s right to privacy. Included in aggregate limit Identity Recovery covers expense reimbursement and case management services for the chief school administrator, chief financial officer, and/or treasurer. $25,000 Response Expense coverage for personally identitfying information posted to the internet in error Included Coverage for personally identifying information stored with a cloud service provider Included Defense applies Inside the limits Coverage for paper breach or data proven to have been breached through an oral disclosure. Included Consent required for settlement Yes Initiating breach response services required before Data Compromise Liability coverage applies Yes This summary represents an outline of coverage available from the companies of the Utica National Insurance Group. No coverage is provided by this summary. All coverages are individually underwritten. Coverage availability, terms and conditions are dictated by the policy and may vary by state. In the event of a loss, the terms of the policy issued will determine the coverage provided. 9-A-1305 Ed. 9-19 Accidents happen. When they do, and you have to submit a claim, our claims staff is responsive and works through the issues thoroughly. Here’s why 97%* of our customers report high claims satisfaction: We’ve seen it. For over 45 years,, we’ve worked on thousands of unique school claims. There’s a great chance we’ve handled a situation like yours and can help you navigate it. Guidance on emerging issues. Our claims staff is available to discuss recent trends to help illuminate new challenges at your school. Educational law specialists.*GBDMBJNTIPVMEUVSOJOUPBMBXTVJU XFVTFMBXmSNT specializing in educational law to defend schools, administrators and employees. Our Four-Point Promise to you: We explain our process to the insured school and its agent to describe our position. We discuss all aspects of the claim before denying any claim. We listen to pertinent information from the insured school and its agent before making any settlement offers. Our legal team will inform the insured about how a case is progressing. *Based on 2018 Claimant Satisfaction Survey For more information, contact an independent insurance agent representing the Utica National companies. 1 2 3 4 Our Four-Point Claims Promise to You Equals Peace-of-Mind ® Trust Utica National to Handle Claims for Your Educational Institution Utica National strives to keep schools secure and to work collaboratively to give you what matters most: specialized coverage, risk management and claims expertise! PREMIUM SUMMARY COVERAGE ANNUAL PREMIUM EFFECTIVE: 08/31/2020 $15,347 $103,995 $5,394 $7,505 $2,850 $18,492 $2,000 $161,926 $5,943 $400 General Liability Education Package - Utica - Abuse or Molestation Liability- School District and Educators Legal Liability Coverage- Employee Benefits Program Liability Coverage- Employment Practices Liability Coverage Business Auto - Utica Umbrella - Utica Crime - Travelers Workers Compensation - Accident Fund Travel - International Student Accident Cyber Liability Total Property - Crum Forster PREMIUM COMPARISON COVERAGE EXPIRING PREMIUM RENEWAL PREMIUM $15,347 $103,995 $5,394 $7,505 $2,850 $18,492 General Liability Education Package - Utica - Abuse or Molestation Liability- School District and Educators Legal Liability Coverage- Employee Benefits Program Liability Coverage- Employment Practices Liability Coverage Business Auto - Utica Umbrella - Utica Crime - Travelers Workers Compensation - Accident Fund Travel - International Student Accident Cyber Liability $2,000 Total $161,926 EFFECTIVE: 08/31/2021 Property - Crum Forster $5,943 $400 $14,461 $91,995 $5,029 $7,138 $2,850 $25,924 $2,000 $155,740 $5,943 $400 PREMIUM PAYMENT TERMS OPTION TOTAL DUE NOW TOTAL ANNUAL PREMIUM INSURED:Westlake Academy INSURED SIGNATURE:______________________________________________________ DATED: / _/______ Total Premium By Carrier Crum Forster: Travelers: Philadelphia: CHUBB: Utica: Accident Fund: $103,995 $2,850 $5,943 $2,000 $28,646 $18,492 Direct Bill Terms Available from each carrier (Interest Free) Resolution WA 21-16 Page 1 of 3 WESTLAKE ACADEMY RESOLUTION NO. 21-16 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES AWARDING THE BID FOR PROPERTY/CASUALTY INSURANCE PRODUCTS AND SERVICES TO BOX INSURANCE AGENCY FOR FY 2021-2022. WHEREAS, Westlake Academy desires to maintain a comprehensive risk management program for the protection of its property, students, employees, elected officials, and stakeholders; and, WHEREAS, the leaders of Westlake Academy desire to exercise exceptional levels of stewardship with all financial resources; and, WHEREAS, the Board of Trustees finds that the passage of this resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: that the Board of Trustees of Westlake Academy does hereby award the recommended bid for property/casualty insurance products and services to Box Insurance Agency for FY 21-22, attached hereto as Exhibit “A”; and further authorize the Superintendent or designee to execute this agreement. SECTION 2: 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 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. SECTION 4: That this resolution shall become effective from and after its date of passage. Resolution WA 21-16 Page 2 of 3 PASSED AND APPROVED ON THIS 9TH DAY OF AUGUST 2021. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Todd Wood, Board Secretary Amanda DeGan, Superintendent APPROVED AS TO FORM: ________________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney Resolution WA 21-16 Page 3 of 3 Exhibit “A” Recommended Bid – Box Insurance Coverage Expiring Premium Renewal Premium Commercial Property- Crum Forster $ 91,995 $ 103,995 General Liability – Utica $ 14,461 $ 15,347 Business Auto – Utica $5,029 $ 5,029 (4 Autos) (4 Autos) Umbrella ($5,000,000) – Utica $ 7,138 $ 7,505 Crime - Travelers $ 2,850 $ 2,850 Workers Compensation - Travelers $ 25,924 $ 18,492 International Travel – CHUBB $ 2,000 $ 2,000 Student Accident Policy – AJF/Philadelphia $ 5,943 $ 5,943 Cyber Liability $400 $400 _________________________________________________________________________________ Total $155,845.00 $161,926.00 Page 1 of 3 BOARD OF TRUSTEES AGENDA ITEM Regular Meeting - Consent Item Monday, August 09, 2021 TOPIC: Consider approval of a Resolution authorizing the Superintendent to Execute a Contract with the Education Service Center Region 11 for various Business and Student Support Services for the FY 2021-22 operations of Westlake Academy. STAFF: Marlene Rutledge, Business Manager Ginger Awtry, Director of Finance STRATEGIC ALIGNMENT Vision, Value, Mission Perspective Curriculum Outcome Objective Vision: Westlake Academy inspires college bound students to achieve their highest individual potential in a nuturing environment that fosters the traits found in the IB Learner Profile. Fiscal Stewardship PYP / MYP / DP Improve Financial Stewardship SUMMARY The Education Service Center Region 11 provides support to Westlake Academy for business and student services. This includes training sessions for faculty and staff at discounted rates, compliance training for public education rules and regulations, access to the Technology Resources Education Consortium, as well as software applications and support. These software Page 2 of 3 applications include: payroll, student attendance and registration, special education, grade book, health services, PEIMS, and off-site hosting of the Academy’s information systems, ASCENDER modules, and instructional solutions and support. As you may recall, this contract also includes last year’s implementation of ASCENDER, which replaced TxEIS for business and student services. Additionally, this contact includes an Instructional Solutions and Support contract. This contract includes instructional/professional development, administrator training, digital learning opportunities, classroom resources, and the Canvas Learning Management System for online instruction, which will assist campus administrators and faculty with distance learning. Approval of this resolution authorizes use of those services by Westlake Academy over the next twelve (12) months, fiscal year period beginning September 1, 2021, and ending August 31, 2022. COUNCIL ACTION/OPTIONS Council may approve or reject the Resolution and provide feedback to staff as to its decision and any further action. STAFF RECOMMENDATION Staff Recommends approval of the resolution authorizing the Superintendent to Execute a Contract with the Education Service Center Region 11 for various Business and Student Support Services for the operation of Westlake Academy. FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY Project Cost/Funding Amount: $64,470 Funding Source: General Fund Contract: Yes Forms: N/A Service Levels: This contract provides additional support to school staff by completing many required TEA processes and functions more efficiently and effectively. It also provides a significant savings for WA service delivery by utilizing the ESC Region 11 economies of scale. DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY Westlake Academy: N/A Comprehensive Plan: N/A Cost Recovery Analysis: N/A Traffic Impact: N/A ATTACHMENTS Resolution Exhibit A, which contains the Contract Summary Report and the related contracts for the following: • Master Interlocal Agreement (MIA) • Business Services • Comprehensive Services Basic Contract • Business Services/Center Page 3 of 3 • Management Information Systems Software & Support Service (ASCENDER Student and Business) • Technology Resources Education Consortium (TREC) • TSDS (PEIMS, student GPS, Dashboard, TIMS, UID, ECDS, Collections) • ASCENDER Service Fees (Co-op Fee, Hosting Fee, Extracts) • Technology Services • Instructional Solutions and Support • TxTracts WA Resolution 21-17 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION NO. 21-17 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES AUTHORIZING THE SUPERINTENDENT TO EXECUTE A CONTRACT WITH THE EDUCATION SERVICE CENTER REGION 11 FOR VARIOUS BUSINESS AND STUDENT SUPPORT SERVICES FOR THE FY 2021-22 OPERATIONS OF WESTLAKE ACADEMY. WHEREAS, the Westlake Academy has utilized the business and student services of the Education Service Center Region 11, which is responsible for providing training for faculty and staff, providing compliance training for public education rules and regulations, performing the payroll functions in full compliance with the Texas Education Agency (TEA) Financial Accountability System Resource Guide, as well as offering software and information technology training and hosting services to Westlake Academy; and, WHEREAS, additional personnel costs for the Academy would have a greater impact to the Academy’s operating budget than utilizing these contracted services offered by the Education Service Center Region 11, and the quality of these services has been exceptional; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE WESTLAKE ACADEMY, TEXAS: 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: That the Board of Trustees of Westlake Academy does hereby approve the contract with the Education Service Center Region 11 for functions and services for Westlake Academy attached hereto as Exhibit “A”; and further authorizes the Superintendent to execute this agreement. 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. WA Resolution 21-17 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 9th DAY OF AUGUST 2021. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Todd Wood, Board Secretary Amanda DeGan, Superintendent APPROVED AS TO FORM: ________________________________ L. Stanton Lowry or Janet S. Bubert, School Attorney WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary Report (previously approved) Last Year Enrollment: 0 Approved Date TotalContractEnroll Start Enroll End $3,350.00ASCENDER Service Fees-(Co-op Fee, Hosting Fee, Extracts) 06/22/2021 09/01/2021 08/31/2022 $22,500.00Business Services 06/22/2021 09/01/2021 08/31/2022 $650.00Comprehensive Services Basic Contract 06/22/2021 09/01/2021 08/31/2022 $8,415.00Instructional Solutions and Support 06/22/2021 09/01/2021 08/31/2022 $17,130.00Management Information Systems Software & Support Service (ASCENDER Student and Business) 06/22/2021 09/01/2021 08/31/2022 $2,425.00Technology Resources Education Consortium (TREC) 06/23/2021 09/01/2021 08/31/2022 $2,000.00Technology Services 06/22/2021 09/01/2021 08/31/2022 $2,750.00TSDS (PEIMS, studentGPS Dashboard,TIMS, UID,ECDS) 06/22/2021 09/01/2021 08/31/2022 $1,250.00TxTracts06/22/2021 09/01/2021 08/31/2022 Print Date: 6/23/2021 $60,470.00 Each party paying for the performance of governmental functions or services must make those payments from current revenues available to the paying party. ____________________________________ __________________________________ Signature of Board President or Designee Date Approved by Board of Trustees ____________________________________ __________________________________ Signature of Superintendent or Designee Date ____________________________________ __________________________________ Designated District Contact E-mail of District Contact Please fax or e-mail to: For additional information, contact: Education Service Center Region 11 Dr. Clyde W. Steelman, Jr. Atten: Dr. Clyde W. Steelman, Jr.(817) 740-3630 1451 S. Cherry Lane clydes@esc11.net White Settlement, Texas 76108 Fax (817) 740-7675 __________________________________ clydes@esc11.net ESC Region 11 Executive Director Signature Print Date: 6/23/2021 10/22/2020  Master Interlocal Agreement (MIA) This Master Interlocal Agreement (“Agreement”) is made by and between Education Service Center Region 11 (“ESC Region 11”) and (“Local Government”), (collectively referred to as the “Parties” or individually as the “Party”) acting herein by and through their respectively authorized officers or employees. PREMISES WHEREAS, Chapter 791 of the Texas Government Code authorizes local governments to contract with each other to provide governmental functions and services; and WHEREAS, The Parties wish to enter into this Agreement to provide local governments with greater efficiency and economy in purchasing products and services; and WHEREAS, the governing bodies of the Parties, individually and together , do hereby adopt and find the foregoing promises as findings of said governing bodies; and NOW THEREFORE, premises considered, and in consideration of and conditioned upon the mutual covenants and agreements, herein, the Parties hereto mutually agree as follows: AGREEMENT 1.Term: This Agreement is effective from the date of the last signature and shall automatically renew annually unless either party gives sixty (60) days prior written notice of non-renewal. 2.Purpose: This Agreement shall: (1) Allow the Local Government to purchase products or services by purchase order, contract, agreement, or other appropriate legal method from ESC Region 11; and (2) Allow the Local Government to join ESC Region 11-sponsored purchasing cooperatives in order to purchase products or services from vendors which have been properly awarded contracts through statutorily authorized methods. 3.Relationship: The relationship between the Parties is that of Independent Contractor. Neither Party has the authority to bind the other in any manne.r The Local Government may be required to enter into subsequent contractual arrangements with ESC Region 11 for specific products or services. 4.Agreement and Interpretation: The Parties covenant and agree that any litigation relating to this agreement, the terms, and conditions of the agreement will be interpreted according to the laws of the State of Texas and venue shall be exclusively in Tarrant County, Texas. 5. Each party paying for the performance of governmental functions or services must make those payments from current revenues available to the paying party. Local Government Name of Local Government Address of Local Government Contact Name and Telephone Number Board President or Authorized Rep Signature /Date Board Approval Date (if applicable) ESC Region 11 1451 S. Cherry Lane White Settlement, Texas 76108 Attn: Purchasing Authorized ESC Representative Signature Date Authorized ESC Representative Title WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for Master Interlocal Agreement v2 Enrollment Period: 09/01/2011 - 08/31/2012 Last Year Enrollment: 865 Answer Price The Master Interlocal Agreement allows districts to participate in purchasing services through ESC Region XI bidding processes. NOTE: Even if your district has signed an Interlocal Agreement in the past, this automated contract system REQUIRES YOU TO SIGN UP for this new Interlocal Agreement this year only. This new Interlocal Agreement allows districts to sign up for the following contracts: Benefits Cooperative, Bus Driver Drug Testing, Web Hosting, TETPC, and MrLibs as well as future services/contracts that require an Interlocal Agreement. þIf it is your intent to utilize the Master Interlocal Agreement, please check the box on the right. Please click the box on the right and "Save Contract." Click on "Contract Home" and print the pdf of this Interlocal Agreement to take to your Board for approval. $- Total: Contract Contact: Marlene Rutledge; mrutledge@westlake-tx.org 817-490-5737 NOTE: Please print the pdf file for this Master Interlocal Agreement and take it to your Board for approval. This signed agreement page must be submitted to ESC Region 11 with Board President signature. 84 CID#: 2517 Print Date: 6/22/2021 Page 1 of 1 Comprehensive Services Basic Contract 2021-2022 School districts and charter schools that purchase the Comprehensive Services Basic Contract will receive services in the following areas: Services Included in the Basic Contract Technical Assistance • Communication and dialogue with school district personnel on pertinent state and federal legislation • Information dissemination of rules, regulations, standards, and other legislative and agency mandates • Technical assistance regarding performance-based monitoring and accountability activities • Telephone technical assistance • Annual report of ESC Region 11 workshops attended by district staff Meetings • TASA Study Group meetings — 7+ face-to-face meetings — TASA Midwinter Breakfast meeting • Superintendents’ Fall Conference • Superintendent cluster meetings (quarterly) • Technology Directors meetings — 4 face-to-face meetings • Instructional Leaders meetings — 4 face-to-face meetings Prerequisite for Other Services • This contract is a required prerequisite for other ESC Region 11 contracts. ESC Region 11 Contact Executive Director (817) 740-3630 Note: Due to various factors, including the volume of participation from districts, contract negotiations for products and services being purchased and delivered within this contract, possible funding changes for districts or ESC Region 11, and other factors, this contract is offered in good faith but does not become binding until September 1, 2021, on either the district or ESC Region 11. This contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty (30) days’ written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated. Comprehensive Services Basic Contract Price List — 2021-2022 School Type Annual Cost Public Districts $650 Non-Public Schools $800 WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for Comprehensive Services Basic Contract v7 Enrollment Period: 09/01/2021 - 08/31/2022 Last Year Enrollment: 865 Answer Price $650.00Public (Independent) Public (Charter) Do you wish to sign up for the Comprehensive Services Basic Contract? If yes, please select your LEA's classification from the box on the right. Total:$650.00 32 CID#: 18411 Print Date: 6/22/2021 Page 1 of 1 1 2021-2022 For more information, contact Brandilyn DePalma, Chief Financial and Operations Officer, at (817) 740-7610 or bdepalma@esc11.net. Business Center e-mail: businesscenter@esc11.net 2 The Business Center Handbook The Business Center at Education Service Center Region 11 utilizes a business model that streamlines and facilitates sound business procedure and practice. The following handbook outlines the services provided and the forms and procedures that must be followed by school districts, charter schools, and business center personnel. Our ultimate goal at ESC Region 11 is to establish and maintain a business system for our clients that can be followed and maintained at a high level, regardless of changes in personnel. Services Under the Basic Services Package, the ESC Region 11 Business Center processes finance and payroll transactions as described below. This means, simply, that we process data exactly as the school district/charter school submits it, concerning payroll or finance. The Business Services Center does not act as the business manager or chief financial officer for the school district/charter school. The accuracy of the coding, payroll amounts, payroll deductions, federal fund NOGA requirement compliance, and finance check amount is the sole responsibility of the school district/charter school. ESC Region 11, however, will make every effort to advise the school district/ charter school in the event that we discover an error; Under the Full Service Package, ESC Region 11 will now offer additional finance and payroll assistance and training in regards to budgeting and Summary of Finance. In addition, Business Manager services are available upon request for additional fees. Please submit the appropriate form provided in Appendix A: Budget Processing The school district/charter school can input the preliminary budget on site. This requires setup and access in the finance software. The service center provides training, for a nominal fee, to school district/ charter school personnel who are not familiar with the system. It is the fastest and most efficient method of entry. In the event that the school district/charter school does not have the capability or does not wish to input its preliminary budget on site, the preliminary budget can be submitted to the Business Center for data entry by adhering to the following procedures: •Submit the data on the budget form provided with complete coding and amounts. •Include both revenue and expenditure amounts for all funds that you wish entered. •Submit data in order by fund/function/object code. Submit no later than three (3) business days after Board approval of new budget. Budget Processing The Business Center will: •Provide data entry upon request. •Provide any preliminary budget or budget reports that the school district/charter school requests (Report Types are Line Item, By Fund/Function, By Fund/Object Code, By Fund/Organization, or By Fund/Program Intent.) •Make budgets available in next year finance within five (5) business days following receipt of notification of approval by school district/charter school board. •Post all fiscal year budget amendments. Finance District/Char ter Responsibility ESC Region 11 Business Center Responsibility 3 District/Charter Responsibility ESC Region 11 Business Center Responsibility Finance Cash Receipt Processing For local funds and federal funds not paid through the Texas Education Agency (TEA), school districts/ charter schools must submit cash receipt data utilizing the Business Center “Cash Receipts Voucher Form” during the month that the revenue is received. Submit no later than three (3) business days after the date of deposit. Purchase Order and Vendor Payment Processing School districts/charter schools may submit requisitions and create purchase orders utilizing the Purchasing package of the finance software for an additional fee. Note: This is not practical if the school district/ charter school issues a small number of monthly checks to vendors. This creates an encumbrance and later purchase order with correct coding to the general ledger. The ESC provides training, for a nominal fee, to district/charter school personnel who are not familiar with the system. School districts/charter schools not utilizing the Purchasing system must submit to the Business Center a Requisition Purchase Order Form with complete coding, vendor information, P.O. number, and amounts. • School districts/charter schools may submit payment authorization requests utilizing the Business Center “Payment Authorization Form” with complete coding, vendor information, and amounts. • Vendor additions and vendor information changes must be submitted utilizing the Business Center “New Vendor/Payee Form.” W-9 forms are the sole responsibility of the school district/charter school. • Allow three (3) business days for processing. Cash Receipt Processing The Business Center will: • Post all funds listed on the Texas Education Agency (TEA) payment report to the general ledger in the month that payment is received. • Post all local funds and any other grant funds not paid through TEA to the general ledger based on data submitted by the school district/charter school on the “Cash Receipts Voucher Form.” • Draw down Federal and State Grant funds through Texas Education Agency TEASE Web site monthly so that they will be posted to the TEA payment report (if requested). • Reconcile cash receipts to the bank statement monthly • Provide the school district/charter school with a monthly cash receipt journal. • Allow three (3) business days for processing. Purchase Order and Vendor Payment Processing • Process and enter payment authorizations and purchase order forms into the general ledger for payment. • Provide outstanding purchase order reports to school districts/charter schools (if applicable). • Allow three (3) business days for processing. 4 District/Char ter Responsibility ESC Region 11 Business Center Responsibility Finance Finance Check Processing •Submit a copy of the invoice marked “OK to Pay,” which includes the purchase order number if applicable. •If utilizing a payment authorization, submit the Business Center “Payment Authorization Form.” •Allow three (3) business days from date of request. General Ledger and Year-End Processing/Maintenance • Submit all budget amendments utilizing the Business Center “Budget Amendment/Adjustment Form,” complete with coding and amounts. •Submit all journal entries utilizing the Business Center “Journal Voucher Form,” complete with proper coding, amounts, and a valid reason for the change. •Submit audit adjustments and opening entries as provided by school district/charter school auditor. •Allow three (3) business days for processing. Year End (Fiscal/Calendar) Processing •Maintain W-9 documentation. •Provide list or vendors receiving 1099 if not system generated. Pre-Audit Preparation •Request data files for auditor. •Request finance reports for auditors. •Allow a minimum of five (5) business days for processing and receipt. •Contact auditors to determine schedule an notify ESC Region 11. Finance Check Processing •Post finance checks to the general ledger. •Print and return finance checks to the school district/charter school for distribution. •Provide a check register with checks to the school district/charter school. •Sign checks (if signatures are provided). •Bank reconciliation to the general ledger monthly and reported to the school district/charter school. •Allow three (3) business days from date of request. General Ledger and Year-End Processing/Maintenance •Post all journal entries. •Insure that all funds are in balance in the general ledger monthly prior to closing. •Close individual school district/charter school files monthly. •Enter audit adjustments and opening entries. •Provide end-of-month reports to school districts/ charter schools in accordance with prior established time lines for board meetings. •Allow three (3) business days for processing. Year End (Fiscal/Calendar) Processing •Prepare 1099s at calendar year end and distribute to school districts/charter schools prior to January 31st. •Close out the fiscal year in the finance software. •Provide year-end reports to school districts/ charter schools. •Provide quarterly summary W-9 reports. Pre-Audit Preparation •Create data files and reports for the auditor. •Distribute data files and reports as requested to school districts/charter schools. •Allow a minimum of five (5) business days for processing and receipt. 5 District/Charter Responsibility ESC Region 11 Business Center Responsibility Finance PEIMS Submission • Information is submitted to TEA by the school district/charter school (if the district/charter does not contract for PEIMS services through ESC Region 11). • Review PEIMS data prior to transmission. • Submit final approval of PEIMS data to TEA. PEIMS Submission • Extract budget and personnel data for fall PEIMS report. • Extract audited fiscal finance data for mid-year PEIMS report. • Reconcile audit and adjustments to the PEIMS data. • Information is submitted to TEA (for Region 11 districts/charters). District/Charter Responsibility ESC Region 11 Business Center Responsibility Payroll Payroll Check Processing • Submit demographic data on new hires, new subs, and any changes such as address or last name. • Gather substitute teacher information and absence data and submit to ESC Region 11 by fax or email five (5) business days prior to scheduled EFT/ payroll check processing date. • Provide any changes in payroll amounts for distributions or deductions on the “Payroll Change Form” five (5) business days prior to scheduled EFT/payroll check processing date. • Submit supplemental, hourly, or stipend pay data for the pay period five (5) business days prior to scheduled EFT/payroll check processing date. • Submit any W-4 status change notices from employees. • Sign payroll and deduction checks, if applicable, and distribute. • Insure cash is available at the bank for payroll expenses. Deduction Processing Information • Provide employee voluntary deduction information immediately following open enrollment or date of hire. • Provide deduction changes monthly (five business days prior to EFT/payroll check processing due date) after first notifying Third Party Administrator* of deduction change. • Provide ESC Region 11 with TRS Active Care bill as soon as it is available. Payroll The Business Center offers reliable, efficient, and cost-effective payroll services whereby we track and process your payroll and tax payments. As a part of this process, The Business Center performs the following payroll functions: Payroll Check Processing • Data enter employee information into payroll system, including payroll and employee leave transactions. • Run payroll calculations. • Print payroll checks. • Prepare and submit electronic funds transfer file to bank. • Checks and reports mailed to school. • Sign payroll and deduction checks (if signatures are provided). • Interface monthly payroll to finance. • Submit monthly payroll taxes through EFTPs. • Process supplemental payroll as required. Note: Additional supplemental payrolls will be billed according to the Business Center Contract Price List for current school year. Deduction Processing Information • Maintain employee deduction information in TxEIS. • Print payroll deduction checks. • Balance deduction reports. *For school districts/charter schools using Financial Benefit Services, please instruct employees to enroll for deductions online within 30 days of open enrollment (or hire date for new employees). 6 Payroll Reporting •Copy of the Basic Claim filed for prior month for Child Nutrition to ESC – due 1st of each month. •Provide copy of social security card for name changes for timely reporting of change to TRS. PEIMS Reporting •Infor mation is submitted to TEA by the school district/charter school (if the district/charter does not contract for PEIMS services through ESC Region 11). •Submit final approval of PEIMS data to TEA. Year-End Processing • Provide ESC Region 11 with payroll information for the following school year beginning in February of each year. This will include employee terminations, new hires, distribution changes, retirees, etc., to allow timely data entry for Next Year Payroll files. •Distribute W-2s to employees. District/Charter Responsibility ESC Region 11 Business Center Responsibility Payroll Payroll Reporting •Prepare and submit monthly TRS reports utilizing TRAQS. •Submit wire for TRS utilizing TexNet. •Prepare and submit quarterly TWC and Unemployment reports through TASB/TWC Web site. •Prepare 941 reports and submit utilizing Telefile. •Perform and maintain all file backups. PEIMS Reporting •Verify payroll-related data for Fall PEIMS Submission. •Verify payroll related data for Summer Submission. •Submission of Fall PEIMS file. Year-End Processing •Enter and maintain information in Next Year Payroll files beginning in February of each year. •Interface Next Year Payroll salary and benefit information into the Budget system when requested by school. • Balance, prepare, and print W-2s at calendar year end. •Process the August accrual job, when applicable. Base Pricing To view base pricing information, see Business Center Contract Price List. Other Services Available at an Additional Fee Business Manager Services •Includes on-site visits to train, assist and/or code purchase orders, budget amendments, and journal vouchers. •Monitor compliance with special programs and federal and state grants. •Monitor trial balances of all funds. •Build and provide budget reports on-site. •Review/assist with payroll coding of employees. •Hourly rate or extended contract for ser vices available upon request. Summary of Finance Services •Summary of Finance Tracking – $150/hr, max $5,000 per year •Summary of Finance and Budget Tracking – $150/hr, max $10,000 per year 7 Business Center Contract Price List — 2021-2022 Business Center Pricing Service Enrollment <600 600-1,199 1,200-1,799 1,800-2,399 Basic Finance Services Full-Service Finance Services Full-Service Payroll Services Full Service Finance and Payroll Services Monthly Bank Reconciliation Services $17,000 $20,000 $20,000 $33,000 $3,000 $20,500 $23,000 $22,500 $38,950 $3,000 $22,500 $25,000 $25,000 $45,950 $3,000 $24,500 $27,500 $27,500 $54,000 $3,000 Other Business Center Charges New Client Fee: A new client conversion fee will be charged after initial analysis of prospective client’s current finance, accounting, and payroll data. Bank Account Reconciliation Services: ISDs/Charters contracting for bank reconciliation service only will be charged $250 per month for the first bank account, $50 per month for each additional account. Supplemental Payroll Fee: ISDs/Charters contracting for payroll services will be charged $60 plus an overtime rate of $50 per hour for each supplemental payroll that is requested by the client. TxEIS Software Charges The following charges will be billed through Management Information System Department contracts: • New Client database creation charge, Hosting Fee, and a one-time SQL license fee (must complete “TxEIS Service Fees” Contract) • TxEIS License and support fees (must complete “Management Information Services Software and Support” Contract) Business Center Cancellation policy: • Either party has a right to cancel with a 30-day notice subject to the 25% non-refundable amount as described below. A letter of intent to contract for services must be signed (or online contract must be submitted and accepted) prior to work beginning for the new year. • 25% of the total contract amount is non-refundable once any service has begun. This includes, but is not limited to, beginning the set up of payroll information or budget information. • Refunds will be determined by monthly proration. The monthly proration will be calculated by subtracting the 25% non- refundable amount and any TxEIS fees incurred from the contract amount then dividing the remaining contract amount by the number of months of the contract to come up with a per-month amount. Once a transaction has been posted to a month by the ESC Region Business Center, the total month’s proration is earned by the ESC Region 11 Business Center. • Any amount due to the client or the ESC Region 11 Business Center is due within 30 days after the effective date of cancellation. 7 8 (please print on ISD/Charter letterhead) Letter of Intent to Contract with ESC Region 11 Business Center It is our intent to contract with ESC Region 11 Business Center for the period beginning ___________through __________for [(payroll only), (finance only), (both payroll and finance), or (bank reconciliation only)] (circle one). By signing this contract we understand: (1)If a contract is not in place for the service period, a letter of intent to contract must be signed prior to work beginning for the new-year. (2)We are authorizing ESC Region 11 to begin payroll and/or finance services for the contract period mentioned above. (3)25% of the total contract amount (see Business Center Contract Price List) is non-refundable once any service has begun. (4)Failure to execute this letter of intent in a timely manner may jeopardize timely delivery of service for the beginning of our school or fiscal year. (5)We are agreeing to the cancellation policy described below: Business Center Cancellation policy: •Either party has a right to cancel with a 30-day notice subject to the 25% non-refundable amount as described below. •25% of the total contract amount is non-refundable once any service has begun. This includes, but is not limited to, beginning the setup of payroll information or budget information. •Refunds will be determined by monthly proration. The monthly proration will be calculated by subtracting the 25% non-refundable amount and any TxEIS fees incurred from the contract amount then dividing the remaining contract amount by the number of months of the contract to come up with a per-month amount. Once a transaction has been posted to a month by the ESC Region 11 Business Center, the total month’s proration is earned by the ESC Region 11 Business Center. Any amount due to the client or the ESC Region 11 Business Center is due within 30 days after the effective date of cancellation. ISD/Charter Education Service Center Region 11 Superintendent or Director Date ESC Region 11 Executive Director Date Date Received by ESC Region 11 WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for Business Services v33 Enrollment Period: 09/01/2021 - 08/31/2022 Last Year Enrollment: 865 Answer Price Payroll Support Services Only If you wish to sign up for Business Services, please indicate the service for which you wish to contract in the box on the right. $22,500.00Fee (see Business Service Contract Price List in the "Business Center Handbook") 0.00Do you wish to sign up for the Requisition Module? If yes, please enter the amount of users in the box on the right. * A Requisition Module fee of $580 + $20 per user will be applied. 0.00Bank Reconciliation: Enter the number of bank accounts that will be reconciled by ESC Region 11's Business Center in the box on the right. $250 per month for the first bank account, $50 per month for each additional account. 0.00Contract Adjustment 0.00Business Manager Service Fees (Call for quote Brandilyn DePalma (817)740-7610) þBy clicking the box on the right, I, as an authorized representative of the above mentioned LEA/Charter, agree to the terms of the attached "Business Center Handbook" stating LEA/Charter Responsibility and ESC Region 11 Business Center Responsibility and Business Center Price List. Total:$22,500.00 Contract Contact: Marlene Rutledge, mrutledge@westlake-tx.org, (817) 490-5737 36 CID#: 18729 Print Date: 6/22/2021 Page 1 of 2 Additional fees will be charged for public schools having more than five campuses or more than one payroll frequency. ______________________________________________________________ Superintendent or Approved Designee ______________________________________________________________ Date ______________________________________________________________ Executive Director Education Service Center Region 11 ______________________________________________________________ Date Note: 1.Use the Printer Icon located to the right of the contract name on the Contract Home page to print a copy of this contract. Click on Review/Submit Contracts on the contract home page. ESC Region 11: Return a signed and dated copy to the district. 36 CID#: 18729 Print Date: 6/22/2021 Page 2 of 2 Management Information Systems Software & Support Service Contract (Ascender Business and Student) 2021-2022 The Ascender Business and Student sofware is web-based, fully integrated, and supports the operational and reporting requirements of Texas districts, charter schools, private schools, and education service centers. The Management Information Systems Department offers the following services and discounts to districts that sign the MIS Software & Support Service Contract for Ascender Business and Student: TxEIS Business System The Ascender Business software is a state-of-the-art school administrative software system. It is supported by ESC Region 11 MIS specialists and staff. Business Applications: • Accounts Receivable • Asset Management • Bank Reconciliation • Budget • District Administration • Document Attachments • Employee Access • Finance • Human Resources • Purchasing • State Reporting • Warehouse Services Included at No Additional Charge • Hands-on training and implementation with first year installation • On-site visits as needed the first year of installation • Unlimited telephone consultation • Review workshops and webinars throughout the school year • Workdays • Up to three on-site visits per year (in region); one on-site visit per year (out of region) Note: Due to various factors, including the volume of participation from districts, contract negotiations for products and services being purchased and delivered within this contract, possible funding changes for districts or ESC Region 11, and other factors, this contract is offered in good faith but does not become binding until September 1, 2021, on either the district or ESC Region 11. This contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty (30) days’ written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated. • Zoom sessions for new personnel • Backups on and off site Services Included at a Reduced Fee • Retraining for new personnel will be billed at: o Walk-in One-on-One - $75 per hour, $450 maximum per day o On-Site One-on-One - $95 per hour, $570 maximum per day o Zoom sessions for new personnel that exceed 2 hours - $55 per hour • On-Site System Operation provides districts with hands-on operation of the Ascender Business System to fill in for district personnel who are out unexpectedly. On-Site System Operation will be billed at $95 per hour with a minimum of $285 and a maximum of $570 per day per person. *Note: A purchase order is required for all extra services. District Responsibilities • Perform all data entry necessary to establish data files and operate the systems on a routine basis. • Perform, maintain, and verify all file backups, as instructed. • Allow staff to attend all training sessions provided by ESC Region 11. • Allow staff to attend all scheduled meetings at ESC Region 11 concerning updates and enhancements to the systems. • Each school district shall designate a person to function as District Coordinator(s). Ascender Student System The Ascender Student Software is a web-based student package specifically designed to meet the needs of Texas school operations. It is supported by ESC Region 11 MIS specialists and staff. Student Applications: • Attendance • Attendance Letter System • Document Storage • Discipline • Exports (Enrollment Tracking, TREx, Unique ID, Cafeteria, FitnessGram, STAAR/TAKS Precoding) • Grade Reporting • Graduation Plan • Health • Office of Civil Rights (OCR) • PEIMS • Registration • Scheduling • Security • Special Education • State Reporting (PEIMS) • Test Scores • Ascender Parent Portal • Ascender Teacher Portal • Ascender Student Portal Services Included at No Additional Fee • Hands-on training and implementation with first year installation • On-site visits as needed the first year on installation • Unlimited telephone consultation • Review workshops and webinars throughout the school year • Workdays • Zoom sessions (limited to 2 hours) • Up to three on-site visits per year (in region); one on-site visit per year (out of region) • Backups on and off-site • Additional services charged at $95.00 per hour District Responsibilities • Perform all data entry necessary to establish data files and operate the systems on a routine basis. • Perform, maintain, and verify all file backups, as instructed. • Allow staff to attend all training sessions provided by ESC Region 11. • Allow staff to attend all scheduled meetings at ESC Region 11 concerning updates and enhancements to the systems. • Each school district shall designate a person to function as District Coordinator(s). ESC Region 11 Contact Director of MIS/IT (817) 740-7506 Ascender Business Price List — 2021-2022 Management Information Systems Software & Support Service Contract (Ascender Business and Student) First-Year Set-up Installation and training ............................................................................................................................$2,500 Conversion of data from prior vendor ......................................................................................................$2,500 Business System Annual license fee (ADA 0-1,000) ...........................................................................................................$7,415 Annual license fee (ADA 1,001+) ............................................................................................................$7,765 User fee .....................................................................................................................................$5 per employee Requisition/Purchase Order System Annual license fee ........................................................................................................................................$600 User fee ........................................................................................................................................$20 per person Ascender Student Price List — 2021-2022 Management Information Systems Software & Support Service Contract (Ascender Business and Student) First-Year Set-up District installation .......................................................................................................................................$350 Campus training ....................................................................................................................$1,500 per campus Conversion of data from prior vendor ..................................................................................$2,500 per campus Student System License Fee — ADA = 0-1,000) 1 regular instructional campuses ...............................................................................................................$6,065 2 regular instructional campuses .............................................................................................................$12,130 3 regular instructional campuses .............................................................................................................$17,370 4 regular instructional campuses .............................................................................................................$22,610 5 regular instructional campuses .............................................................................................................$27,085 6 regular instructional campuses .............................................................................................................$31,560 7 regular instructional campuses .............................................................................................................$36,035 8 regular instructional campuses .............................................................................................................$40,510 9 regular instructional campuses .............................................................................................................$44,985 10 regular instructional campuses ...........................................................................................................$49,460 11 regular instructional campuses ...........................................................................................................$53,935 12 regular instructional campuses ...........................................................................................................$58,410 13 regular instructional campuses ...........................................................................................................$62,885 14 regular instructional campuses ...........................................................................................................$67,360 15 regular instructional campuses ...........................................................................................................$71,835 16 regular instructional campuses ...........................................................................................................$76,310 17 regular instructional campuses ...........................................................................................................$80,785 18 regular instructional campuses ...........................................................................................................$85,260 19 regular instructional campuses ...........................................................................................................$89,735 20 regular instructional campuses ...........................................................................................................$94,210 Student System License Fee — ADA 1,000+) 1 regular instructional campuses ...............................................................................................................$6,345 2 regular instructional campuses .............................................................................................................$12,690 3 regular instructional campuses .............................................................................................................$18,175 4 regular instructional campuses .............................................................................................................$23,660 5 regular instructional campuses .............................................................................................................$28,345 6 regular instructional campuses .............................................................................................................$33,030 7 regular instructional campuses .............................................................................................................$37,715 8 regular instructional campuses .............................................................................................................$42,400 9 regular instructional campuses .............................................................................................................$47,085 10 regular instructional campuses ...........................................................................................................$51,770 11 regular instructional campuses ...........................................................................................................$56,455 12 regular instructional campuses ...........................................................................................................$61,140 13 regular instructional campuses ...........................................................................................................$65,825 14 regular instructional campuses ...........................................................................................................$70,510 15 regular instructional campuses ...........................................................................................................$75,195 16 regular instructional campuses ...........................................................................................................$79,880 17 regular instructional campuses ...........................................................................................................$84,565 18 regular instructional campuses ...........................................................................................................$89,250 19 regular instructional campuses ...........................................................................................................$93,935 20 regular instructional campuses ...........................................................................................................$98,620 Co-op Fee ..........................................................................................................................................................$350 Ascender Teacher Portal Gradebook user fee ......................................................................................................................$30 per person Attendance user fee ..................................................................................................................$500 per campus Health Application System Health application campus fee .................................................................................................$450 per campus Alternate Campus ............................................................................................................................................$600 WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for Management Information Systems Software & Support Service (ASCENDER Student and Business) v12 Enrollment Period: 09/01/2021 - 08/31/2022 Last Year Enrollment: 865 Answer Price ASCENDER STUDENT 1.00If you wish to sign up for the ASCENDER Student Software Contract, please enter the number of regular instructional campuses using this software in the box on the right. $6,065.00ASCENDER Student Annual License Fee Please indicate the number of alternative campuses in your district using this software in the box on the right. ASCENDER Student Software License Fee (Alternative Campuses) Is this your FIRST year to contract with ESC Region 11 for your student system software? If yes, please select the option(s) you wish to purchase in the boxes below: First-Year LEA Installation Fee First-Year Campus Training Fee First-Year Conversion of Data from Prior Vendor Fee $1,200.0040.00Do you wish to add the ASCENDER Teacher Gradebook Portal Option? If yes, enter the number of district-wide ASCENDER Teacher Portal users (Number of TEACHERS) in the box on the right. $500.001.00Do you wish to add the ASCENDER Teacher Attendance Portal Option? If yes, enter the number of campuses using ASCENDER Teacher Portal in the box on the right. 91 CID#: 18029 Print Date: 6/22/2021 Page 1 of 2 $450.001.00Do you wish to add the ASCENDER Health Application System? If yes, please enter the number of campuses using this system in the box on the right. __________________________________________________________________ __________________________________________________________________ ___________ ASCENDER BUSINESS þIf you wish to sign up for the ASCENDER Business Software Contract, please check the box on the right. $7,415.00ASCENDER Business System Annual License Fee $500.00100.00Please indicate the number of employees in your LEA in the box on the right. Is this your FIRST year to contract with ESC Region 11 for your Business software? If yes, please select the option(s) you wish to purchase in the boxes below: First-Year Installation and Training Fee First-Year Conversion of Data from Prior Vendor 20.00If you wish to sign up for the Requisition/Purchase Order System, please indicate the number of users in the box on the right. $600.00Requisition/Purchase Order Annual License Fee $400.00Requisition/Purchase Order User Fee Adjustment Total:$17,130.00 Contract Contact: Stephanie Smelley/ESC Region 11 ssmelley@esc11.net 817-740-7602 * Annual licensing fee provides software maintenance, support, and all regularly scheduled training sessions, workdays, and user meetings. 91 CID#: 18029 Print Date: 6/22/2021 Page 2 of 2 Technology Resources Education Consortium (TREC) Library and Resource Management Services Contract 2021-2022 The Educational Technology Department offers the following services to school districts/charter schools that sign the TREC Library and Resource Management Services Contract: Services Included at No Additional Charge • Library Automation Software and/or Resource Management Software (includes Web-based library/resource catalog, circulation, reporting, inventory, and management functions), dependent on contracted services selected. • All centralized equipment costs, including servers, equipment replacement, management, and licensing • Centralized support personnel time and effort for equipment setup, installation, upgrades, support, troubleshooting, and management of the library and/or resource management servers • Centralized technical support for the library and/or resource management systems • Data management for the system as needed • Support for cataloging new items as needed • Assistance with uploading and updating records in the system • All updates, enhancements, and new versions • All initial training, scheduled new user training, selected professional development opportunities, and listserv membership • Nightly secure backup of all data and transactions, both on-site and off-site, and a continuity plan • Automated patron assistance • Reduced costs for Follett add-on products and services • Access to all additional resources provided by TREC, such as an e-book library collection ESC Region 11 Contact Director of Instructional Services (817) 740-7611 Note: Due to various factors, including the volume of participation from districts, contract negotiations for products and services being purchased and delivered within this contract, possible funding changes for districts or ESC Region 11, and other factors, this contract is offered in good faith but does not become binding until September 1, 2021, on either the district or ESC Region 11. This contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty (30) days’ written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated. First-Year Price List Technology Resources Education Consortium (TREC) Library and Resource Management Services Contract 2021-2022 TREC Library Management Services TREC Membership and New Library Manager License $2,925 per site Optional Products (Annual Cost) WebPath Express $350 per site Standards $350 per site Alliance AV (must be district-wide) $100 per site Reading Program Service Lexile $300 per site Reading Program Service Fountas & Pinnell $300 per site Reading Program Service AR/RC $275 per site TREC Resource Management Services Resource Manager $2,500 per site TREC Data Services Sites with non-Follett systems: Library Services One-Time Data Conversion from non-Follett system $650 per site Resource Services One-Time Data Conversion from non-Follett system $900 per site Sites with Follett Self-hosted or Follett Hosted: One-Time Data Migration $975 per district Renewal Price List Technology Resources Education Consortium (TREC) Library and Resource Management Services Contract 2021-2022 TREC Library Management Services TREC Membership and License Renewal (student enrollment below 300) $1,275 per site TREC Membership and License Renewal (student enrollment 300 more) $1,575 per site Note: License includes TitlePeek. Renewing TREC member sites not currently subscribing to TitlePeek may request custom quote for Library Manager license renewal without TitlePeek. Optional Products (Annual Cost) WebPath Express $350 per site Standards $350 per site Alliance AV (must be districtwide) $100 per site Reading Program Service Lexile $300 per site Reading Program Service Fountas & Pinnell $300 per site Reading Program Service AR/RC $275 per site TREC Resource Management Services Resource Manager (new site) $2,500 per site Resource Manager (renewal) $850 per site Textbook Manager (renewal only) $500 per site Resource Manager: Asset (formerly Asset Manager, renewal only) $700 per site TREC Data Services Sites with non-Follett systems Library Services One-Time Data Conversion from non-Follett system $650 per site Resource Services One-Time Data Conversion from non-Follett system $900 per site Sites with Follett Self-hosted or Follett Hosted One-Time Data Migration $975 per district Quantity Months Cost per Site Total Cost TREC Library Management Services  Library Manager   Follett New Library Manager Site Licensing Fee (Year 1 only) TREC Annual Membership 1 12 $1,450.00 $1,450.00 TitlePeek (All new sites and current TitlePeek sites must include)1 12 $125.00 $125.00 TREC Annual Membership New Site by Month Titlepeek annual charge new site by month Library Manager Add-On Services*+  WebPath Express State Standards Alliance AV (district-wide purchase only, $100/campus) Reading Program Service: Lexile Reading Program Service: Fountas & Pinnell Reading Program Service: AR/RC $1,575.00 TREC Resource Management Services  Follett Destiny Resource Manager 1 12 $850.00 $850.00 Follett New Resource Manager Site Licensing Fee and partial service Upgrade from Textbook Manager/Asset Manager Resource Manager Annual Fee by Month Legacy Systems Textbook Manager (Renewing sites only) Asset Manager (Renewing sites only) Total Cost TREC Resource Management Services  $850.00 TREC Data Migration Services   District Migration  Data-Conversion (per site) Total Cost TREC Data Migration Services $0.00  Adjustments/Discounts  Small school discount for campuses < 300 enrollment Credit Payment Received Total Adjustment $0.00 * If you wish to cancel any services for 2021-22, a written notification must be sent to ESC Region 11 no later than August 31, 2021. + Additional services can be added at any time during the current school year. TREC Member Services: Shawna Ford, sford@esc11.net, 817-740-3674 | TREC Technical Services: Marcia Riebe, mriebe@esc11.net, 817-740-7553 TREC Business Services: Alan Richert, arichert@esc11.net, 817-740-7644 | TREC Business Support: Kellye Irvin, kirvin@esc11.net, 817-740-7619 Technology Resources Education Consortium (TREC) Renewal Quote Enrollment Period: 09/01/2021 – 08/31/2022 Westlake Academy  Grand Total Cost for all TREC Services  $2,425.00 WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for Technology Resources Education Consortium (TREC) v46 Enrollment Period: 09/01/2021 - 08/31/2022 Last Year Enrollment: 865 Answer Price The following fees reflect your LEA's quoted TREC services. $1,575.001,575.00TREC Library Management Service $850.00850.00TREC Resource Management Services TREC Data Services Enter ESC Region 11 quoted adjustment (if any) Total:$2,425.00 Contract Contact: Entered by Shawna Ford, sford@esc 11.net, 817-740-3674. Updated 6/23 to add Titlepeek 48 CID#: 18553 Print Date: 6/23/2021 Page 1 of 1 TSDS Contract (PEIMS, studentGPS Dashboard, TIMS, UID, Collections) 2021-2022 Services Provided by TEA • Explain the overall data requirements to ESC personnel • Provide and maintain the Texas Education Data Standards (TEDS), and the STUDENT ATTENDANCE ACCOUNTING HANDBOOK (SAAH) • Provide the ESC and district with a standard editing and reporting system (TSDS) Services Provided by ESC Region 11 Note: Due to various factors, including the volume of participation from districts, contract negotiations for products and services being purchased and delivered within this contract, possible funding changes for districts or ESC Region 11, and other factors, this contract is offered in good faith but does not become binding until September 1, 2021, on either the district or ESC Region 11. This contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty (30) days’ written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated. • Send the data required (ACCEPT) by the current Texas Education Data Standards (TEDS) to TEA by the specified due dates for each submission/re-submission. • Review the district data using edit rules and reports supplied by TEA, assuring that all fatal errors are corrected. • Assist the district with its data submission to TEA’s TSDS server. • Notify district when its data has been accepted by the ESC and made available for further processing by TEA. • Facilitate the accuracy and timely delivery of data. • Explain the overall data collection requirement for PEIMS and Enrollment Tracking (ET) to district personnel. • Train school district personnel to adequately meet the data submission requirement, covering: o Overall data flow o Delivery schedule o Data element definitions o Data submission formats o Editing requirements o Correction cycle o Approval of summary report and error listing o Operation of the web-based TSDS system o Operation of the Enrollment Tracking (ET) System o TSDS Unique ID Corrections • Consult with districts to assist them in preparing the data submission and to ensure data quality and compliance to schedules • ESC TSDS staff will coordinate assistance by: o Answering questions about the Texas Education Data Standards (TEDS) and Student Attendance Accounting Handbook o Organizing the data submission schedule o Answering questions about the edit and summary reports o Organizing the error correction schedule o Initiating the final approval of the district’s submission to TEA o Providing assistance for the optional student GPS Dashboard by either hourly rate or contracted support o Providing assistance for the Early Childhood Data System (ECDS) by either hourly rate or contracted amount o Training and assistance on TSDS Incident Management System (TIMS) o Providing assistance with the Unique Identification System (UID) o Assist with issues relating to TEA Login System (TEAL) • Training and assistance on all Core Collections: o Early Childhood Data System (ECDS) o Expanded Learning GOpportunities (ELO) o Residential Facility (RF) Tracker o State Performance Plan Indicator 14 (SPPI-14) o TSDS Classroom Roster Fall Submission o TSDS Classroom Roster Winter Submission District Responsibilities • Submit the data required by the current Texas Education Data Standards (TEDS) to the ESC in accordance with the specifications of the data standards. • Approve the required data (along with the ESC) by the due dates. • Follow the ESC-established deadlines to allow sufficient time for technical assistance by the ESC. • Validate/edit the district data file using TSDS. • Get approval of data file by ESC. • Correct errors found by the ESC during the editing/validation process in a timely manner. • Approve the content of the data submission by completion of the SOA by the Superintendent, as available through TSDS. ESC Region 11 Contact Coordinator, Management and Information Systems (817) 740-7704 TSDS Contract (PEIMS, studentGPS Dashboard, TIMS, UID, Core Collections) Price List — 2021-2022 TSDS (PEIMS, TIMS, UID, Core Collections) Students in District Fee 1-500 $1,700 501-1,000 $2,750 1,001-2,000 $3,800 2,001-4,000 $4,850 4,001-8,000 $5,900 8,001-16,000 $6,950 16,001-32,000 $8,000 32,001-64,000 $9,050 64,001-128,000 $10,100 WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for TSDS (PEIMS, studentGPS Dashboard,TIMS, UID,ECDS) v10 Enrollment Period: 09/01/2021 - 08/31/2022 Last Year Enrollment: 865 Answer Price Please select the following TSDS services for which your district will use. TSDS PEIMS Support - Please select the options(s) that applies to your district: $2,750.00þPEIMS Support (all districts and charter schools) PEIMS TSDS First Year Training (also select this checkbox if this is your district's first year to submit TSDS PEIMS) Adjustment Total:$2,750.00 Contract Contact: Stephanie Smelley/ESC Region 11 ssmelley@esc11.net 817-740-7602 106 CID#: 18027 Print Date: 6/22/2021 Page 1 of 1 ASCENDER Service Fees Contract 2021-2022 The Management Information Systems Department offers the following services to school districts/charter schools that sign the ASCENDER Service Fees Contract: Ascender Hosting Districts that sign the ASCENDER License Contract may choose to receive ASCENDER hosting services from ESC Region 11. If hosting services are selected, ESC Region 11 will do the following: • Provide equipment to house the ASCENDER database. • Provide equipment for necessary application servers. • Provide equipment necessary for gradebook and parent portal servers. • Provide staff to monitor and maintain database and application servers. • Perform the initial installation of the software. • Install all software upgrades to the servers. • Provide back-up of the district database. • Provide data restoration as needed. Sybase SQL License Districts using the ASCENDER Business or Student software will need to purchase an upgrade for existing licenses to Sybase SQL version 17. Licenses for this software are provided through an OEM agreement between Sybase and Texas Computer Cooperative (TCC). ESC Region 11 Contact Director of MIS/IT (817) 740-7506 Note: Due to various factors, including the volume of participation from districts, contract negotiations for products and services being purchased and delivered within this contract, possible funding changes for districts or ESC Region 11, and other factors, this contract is offered in good faith but does not become binding until September 1, 2021, on either the district or ESC Region 11. This contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty (30) days’ written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated. ASCENDER Hosting Tier Cost Tier 1: 1-30 users $3,000 per application server Tier 2: 31-50 users $4,000 per application server Tier 3: 50+ users $5,000 per application server Co-op District Membership *Annual Ascender $350 Co-op Fee *Note: Districts must pay this co-op fee if they are signing up for the ASCENDER Business and Student Contract. They must only pay it one time per year, even if they contract for both the business and student options. ASCENDER Service Fees Contract Price List — 2021-2022 WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for ASCENDER Service Fees-(Co-op Fee, Hosting Fee, Extracts) v26 Enrollment Period: 09/01/2021 - 08/31/2022 Last Year Enrollment: 865 Answer Price ESC Region 11 Hosted Please indicate in the box on the right whether your district is self-hosting the ASCENDER Business and/or Student software or if it is being hosted by ESC Region 11. If your district is self-hosted, please indicate the number of users in the box to the right. 1 - 30 usersPlease select the number of users that will use the ASCENDER software. (Do not include teachers that use Gradebook) $350.00ASCENDER Co-op License Fee $3,000.00ASCENDER Hosting Fee Adjustment Total:$3,350.00 Contract Contact: Stephanie Smelley/ESC Region 11 ssmelley@esc11.net 817-740-7602 90 CID#: 18026 Print Date: 6/22/2021 Page 1 of 1 Technology Services Contract 2021-2022 The Technology Services Contract is designed to increase access to rich learning technology resources and services, to increase the efficiency of school and district technology operations, and to enhance communication sharing among the entire Region 11 educational community. The following services are provided by ESC Region 11 Technology Services staff and our partners: Services Provided Cloud and Colocation Services DDoS Mitigation - Included This network-based cloud solution offers advanced detection and mitigation technology that minimizes the impact of DDoS attacks by re-routing all traffic to one or more scrubbing centers. As a result, only clean traffic is delivered. This service provides scalable and flexible protection, including authorized, automatic and self mitigation support options. Unlimited amount of scrubs are provided to contract districts. DNS Services - Included ESC Region 11’s authoritative name servers can host your district’s DNS zones as a primary or secondary source. Secondary zone hosting can provide off-site redundancy for your district’s existing primary name server. Primary zone hosting includes management of any new records or adjustments via support requests to a dedicated ESC Region 11 support technician. Offsite Backup Storage - Reduced Rate ESC Region 11 will provide offsite storage for districts on a monthly subscription agreement. Storage is available in 1TB increments. Connectivity will be set up to the district to ensure secure transport of files to the ESC Region 11 data center. Storage needs can be expanded as needed, and districts will be billed monthly only for the allocated amount. Note: Due to various factors, including the volume of participation from districts, contract negotiations for products and services being purchased and delivered within this contract, possible funding changes for districts or ESC Region 11, and other factors, this contract is offered in good faith but does not become binding until September 1, 2021, on either the district or ESC Region 11. This contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty (30) days’ written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated. Service Member Pricing Non-Member Pricing Backup Storage (per TB) $25.00 $30.00 Rackspace - Reduced Rate (As Available) Space in a standard 19” rack within the ESC Region 11 data center can be purchased as available. Rackspace service includes attachment to the UPS with backup power from a dedicated generator. Location is secured with video monitoring as well as guided access to the room with a log of all visitors and timestamps. Badge and fingerprint verification is on both access doors with a separate badge access between the telecom equipment room and server racks. Rackspace is available in increments as small as 1 standard Rack Unit (1RU). Needs can be expanded as needed, and districts will be billed monthly for the allocated space. Infrastructure Services Bandwidth Monitoring - Included Access to the portal will provide visibility to bandwidth utilization graphically and in report formats. Core, hub, and local router paths will be displayed for connectivity link status for quick views of network availability. Logins are provided for districts to view their content from any web-based location and device. Access to this service is available to FIBER11 districts only. Network Assessment - Reduced Rate A full assessment of the district network will include documentation, diagrams, findings, and recommendations. A full list of questions and deliverables is available on request. A further reduced rate is available for return visits within two years of the initial or repeat assessments to keep all documentation current for the district. Network Diagramming - Reduced Rate The purpose of the network diagram is to demonstrate how one computer or system is linked to others within the network. ESC Region 11 will provide logical and physical diagrams in small or large format as well as in Visio and PDF format for portions or the entirety of the district network. A custom quote will be provided based on the number of locations within the WAN. The engagement will consist of both on-site and remote discovery by trained ESC staff. Service Member Pricing Non-Member Pricing Full Rack $400 $500 Half Rack $250 $350 1U $25 $75 Service Member Pricing Non-Member Pricing Custom Pricing 20% Discount Standard Rate Service Member Pricing Non-Member Pricing Custom Pricing 20% Discount Standard Rate Local Network Monitoring - Reduced Rate Monitoring of the local district network is available to assist and notify districts in a timely manner of network failures and outages within the district. Setup and configuration services are included with this service, with notifications delivered to specified district personnel and ESC Region 11 personnel (if requested). Technical Assistance Onsite Technical Support or Planning Services - 1-Day Incl., Reduced Rate ESC Region 11 technicians and engineers can provide on-site support for PCs, devices, applications, network, strategic planning, security planning, and more. Needs and assistance are provided on an as-needed basis and can be scheduled in half-day or full-day increments. Excluding emergency situations, it is recommended to schedule the day(s) in advance to ensure availability of appropriate personnel to fulfill the request. TEA/NIST Security Self-Assessment Assistance - Included ESC Region 11 will provide two days per year for district staff to attend the self-assessment workshops to assist in completion, updating, and policy creation. Templates are developed and updated throughout the year and will be available to help districts stay ahead of the game on requirements and to strengthen the security posture of the district. Disaster Recovery Framework Planning - Included ESC Region 11 will provide two days per year for district staff to attend disaster recovery planning workshops to assist in completion, updating, testing and evaluation of the district disaster recovery plan. Templates will be provided to contract members to assist in getting started with or enhancing the district disaster recovery plan. Recommendations and reduced rate solutions will be available for districts. Onsite or Remote Server Assistance - Reduced Rate To assist districts with costs, the existing ESC Region 11 Network Server Contract will be rolled into the membership costs and provided for all districts on an as-needed basis at a reduced rate per instance. Assistance will be provided by skilled technicians and engineers to ensure that servers are performing at an optimal level. Service Member Pricing Non-Member Pricing Custom Pricing 20% Discount Standard Rate Service Member Pricing Non-Member Pricing On-Site Full Day $500 $800 On-Site Half Day $300 $500 Service Member Pricing Non-Member Pricing On-Site Full Day $400 $500 On-Site Half Day (<4 hrs) $250 $350 Remote Full Day $25 $75 Remote Half Day (<4 hrs) $25 $75 Technical Training Customized Technical Training - Reduced Rate ESC Region 11 offers customized technical training that will be delivered at your location of choice. Experienced staff will provide technical training to meet the need of each individual district. Training can be provided to meet professional development requirements or for new or existing technologies within the district. Customized sessions will also include an online platform for the session that will house documents and provide the ability to review the content at a later date. Proper lead time for customized training is required for scheduling and preparation. Staff Security Awareness Training - Reduced Rate ESC Region 11 will provide proactive face-to-face Security Awareness training of district employees. Training will include best practices, policies, procedures, popular attack methods, and trends. Some customization will occur to identify items specific to your district, such as password policies, procedures, etc. Offsite Meeting Space - Reduced Rate Meeting space will be available for member districts at a reduced rate at the new ESC Region 11 Technology Center opening in Spring of 2020. The conference center space will accommodate 35-40 people comfortably with amenities that include audio/visual equipment, wireless Internet, coffee, microwaves, catering (available), parking, and cleaning services. The conference center is available for half-day or full-day rental. ESC Region 11 Contact Director of MIS/IT (817) 740-7506 Service Member Pricing Non-Member Pricing On-Site Full Day $600 $800 On-Site Half Day (<4 hrs) $400 $500 Service Member Pricing Non-Member Pricing On-Site Full Day $600 $800 On-Site Half Day (<4 hrs) $400 $500 Service Member Pricing Non-Member Pricing On-Site Full Day $300 $500 On-Site Half Day (<4 hrs) $200 $400 Price List — 2021-2022 Technology Services Contract District Enrollment Annual Contract Price* 0-300 $1,200 301-1,000 $2,000 1,001-2,000 $3,500 2,001-5,000 $5,000 5,001-10,000 $9,000 10,001-20,000 $15,000 20,001+ $20,000 * The annual price may increase no more than 2% yearly. Factors would include licensing and/or operation cost increases. WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for Technology Services v5 Enrollment Period: 09/01/2021 - 08/31/2022 Last Year Enrollment: 865 Answer Price $2,000.00þIf your district would like to participate in the Tech 11 Services contract, please check the box to the right. CLOUD AND COLOCATION SERVICES DDoS Mitigation - Included This network-based cloud solution offers advanced detection and mitigation technology that minimizes the impact of DDoS attacks by re-routing all traffic to one or more scrubbing centers. As a result, only clean traffic is delivered. This service provides scalable and flexible protection, including authorized, automatic and self mitigation support options. Unlimited amount of scrubs are provided to contract districts. DNS Services - Included ESC Region 11's authoritative name servers can host your district’s DNS zones as a primary or secondary source. Secondary zone hosting can provide off-site redundancy for your district’s existing primary name server. Primary zone hosting includes management of any new records or adjustments via support requests to a dedicated ESC Region 11 support technician. Offsite Backup Storage - Reduced Rate ESC Region 11 will provide offsite storage for districts on a monthly subscription agreement. Storage is available in 1TB increments. Connectivity will be set up to the district to ensure secure transport of files to the ESC Region 11 data center. Storage needs can be expanded as needed, and districts will be billed monthly only for the allocated amount. 130 CID#: 17994 Print Date: 6/22/2021 Page 1 of 3 Rackspace - Reduced Rate (As Available) Space in a standard 19" rack within the ESC Region 11 data center can be purchased as available. Rackspace service includes attachment to the UPS with backup power from a dedicated generator. Location is secured with video monitoring as well as guided access to the room with a log of all visitors and timestamps. Badge and fingerprint verification is on both access doors with a separate badge access between the telecom equipment room and server racks. Rackspace is available in increments as small as 1 standard Rack Unit (1RU). Needs can be expanded as needed, and districts will be billed monthly for the allocated space. INFRASTRUCTURE SERVICES Bandwidth Monitoring - Included Access to the portal will provide visibility to bandwidth utilization graphically and in report formats. Core, hub, and local router paths will be displayed for connectivity link status for quick views of network availability. Logins are provided for districts to view their content from any web-based location and device. Access to this service is available to FIBER11 districts only. Network Assessment - Reduced Rate A full assessment of the district network will include documentation, diagrams, findings, and recommendations. A full list of questions and deliverables is available on request. A further reduced rate is available for return visits within two years of the initial or repeat assessments to keep all documentation current for the district. Network Diagramming - Reduced Rate The purpose of the network diagram is to demonstrate how one computer or system is linked to others within the network. ESC Region 11 will provide logical and physical diagrams in small or large format as well as in Visio and PDF format for portions or the entirety of the district network. A custom quote will be provided based on the number of locations within the WAN. The engagement will consist of both on-site and remote discovery by trained ESC staff. Local Network Monitoring - Reduced Rate Monitoring of the local district network is available to assist and notify districts in a timely manner of network failures and outages within the district. Setup and configuration services are included with this service, with notifications delivered to specified district personnel and ESC Region 11 personnel (if requested). TECHNICAL ASSISTANCE Onsite Technical Support or Planning Services - 1-Day Incl., Reduced Rate ESC Region 11 technicians and engineers can provide on-site support for PCs, devices, applications, network, strategic planning, security planning, and more. Needs and assistance are provided on an as-needed basis and can be scheduled in half-day or full-day increments. Excluding emergency situations, it is recommended to schedule the day(s) in advance to ensure availability of appropriate personnel to fulfill the request. 130 CID#: 17994 Print Date: 6/22/2021 Page 2 of 3 TEA/NIST Security Self-Assessment Assistance - Included ESC Region 11 will provide two days per year for district staff to attend the self-assessment workshops to assist in completion, updating, and policy creation. Templates are developed and updated throughout the year and will be available to help districts stay ahead of the game on requirements and to strengthen the security posture of the district. Disaster Recovery Framework Planning - Included ESC Region 11 will provide two days per year for district staff to attend disaster recovery planning workshops to assist in completion, updating, testing and evaluation of the district disaster recovery plan. Templates will be provided to contract members to assist in getting started with or enhancing the district disaster recovery plan. Recommendations and reduced rate solutions will be available for districts. Onsite or Remote Server Assistance - Reduced Rate To assist districts with costs, the existing ESC Region 11 Network Server Contract will be rolled into the membership costs and provided for all districts on an as-needed basis at a reduced rate per instance. Assistance will be provided by skilled technicians and engineers to ensure that servers are performing at an optimal level. TECHNICAL TRAINING Customized Technical Training - Reduced Rate ESC Region 11 offers customized technical training that will be delivered at your location of choice. Experienced staff will provide technical training to meet the need of each individual district. Training can be provided to meet professional development requirements or for new or existing technologies within the district. Customized sessions will also include an online platform for the session that will house documents and provide the ability to review the content at a later date. Proper lead time for customized training is required for scheduling and preparation. Staff Security Awareness Training - Reduced Rate ESC Region 11 will provide proactive face-to-face Security Awareness training of district employees. Training will include best practices, policies, procedures, popular attack methods, and trends. Some customization will occur to identify items specific to your district, such as password policies, procedures, etc. Offsite Meeting Space - Reduced Rate Meeting space will be available for member districts at a reduced rate at the new ESC Region 11 Technology Center opening in Spring of 2020. The conference center space will accommodate 35-40 people comfortably with amenities that include audio/visual equipment, wireless Internet, coffee, microwaves, catering (available), parking, and cleaning services. The conference center is available for half-day or full-day rental. Total:$2,000.00 130 CID#: 17994 Print Date: 6/22/2021 Page 3 of 3 Instructional Solutions & Support Contract — Region 11 Public Districts/Charters 2021-2022 This contract was developed to assist LEAs with budgeting and registering personnel for professional development opportunities at ESC Region 11. This all-inclusive package provides all of the exceptional benefits and offerings of our former individual contracts (Administrative Services, Instructional Services, Digital Learning, and RETN) for an incredible cost-savings value with added features. Services Included • Get products and services for special low bulk pricing, no matter the size of your district/charter. • Enjoy the benefit of virtually no registration fees for most sessions. • Experience more variety and options of training modes through virtual, hybrid, and face-to-face learning opportunities. • Save time, money, and the hassle of processing purchase orders for each staff member to attend a single training opportunity. • Campus administrators will not need to juggle professional development funds to spread them evenly among teachers. • Business Office can budget PD and digital resources for the year to ease and/or eliminate huge cost fluctuations based on participation. • Unlimited technical support in all instructional areas. • Additional products available at no additional charge. Districts can enjoy an extensive list of conferences, individual training sessions provided at the ESC Region 11 facility, technical support, and products — all at no additional charge. Pay one fee for this contract, and your entire staff can reap the benefits of: Professional Development Offerings • 20+ Instructional Conferences • 50+ Teacher Workshop Sessions — Virtual, hybrid, and face-to-face learning opportunites to fit your schedule and needs — Basic materials provided — Sessions that are materials intensive may require an additional materials fee — Some sessions include extenstive follow-up opportunities (both virtually and face-to-face) Note: Due to various factors, including the volume of participation from districts, contract negotiations for products and services being purchased and delivered within this contract, possible funding changes for districts or ESC Region 11, and other factors, this contract is offered in good faith but does not become binding until September 1, 2021, on either the district or ESC Region 11. This contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty (30) days’ written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated. • 11 Online Compliance Courses — ADA Compliance for Online Content — Bloodborne Pathogens — Bullying Prevention — Child Abuse & Maltreatment — Copyright — Teen Dating Violence & Abuse — FERPA (Family Educational Rights & Privacy Act) — Internet Safety — Section 504 — Sexual Harassment — Suicide Prevention — Texas Educator’s Code of Ethics Professional Development Content • Administrator Professional Development • Early and Secondary Literacy • Core Content • G/T (6 hour & 30 Hour) • Special Education • Counselor • CTE • Instructional Leaders • Digital Technology • Administrative and Support Staff • Behavior and Classroom Management • Librarian • Principal Cluster Meetings • Charter School Meetings • And much more! Digital Resources • Canvas • Bright Bytes • TexQuest • Discovery Education • Zoom/RETN Videoconferencing/Distance Learning — Remote Access to TETN programming (TEA updates) — Interactive Virtual Learning — Access to High School and Dual-Credit courses — Remote and recording access to professional learning sessions at ESC Region 11 — Access to TETN programming (TEA updates) — Interactive Virtual Learning/Virtual Field Trips (Connect2Texas) — Allocated Pro Zoom licenses w/discounts on additional accounts — Zoom large meeting room discounts — Zoom webinar discounts — REATA robots — Ensemble video management portal — Virtual Conference Platform (selection pending) ESC Region 11 Contact Deputy Executive Director of Instruction Services (817) 740-3670 Technical Assistance • Unlimited Technical Assistance in All Instructional Areas • Compliance Support and Technical Assistance for All State/Federal Programs • Counselor Services • Library Services • Lesson Planning • Field Service Agent Support Additional Discounts • Discounted rates on trainings/coaching provided on-site in districts/charters • Discounted rates on third-party products and other big-ticket speakers/events • Discounted rates on New Principal Academy and New Assistant Principal Academy • Discounted rates on state appraisal trainings such as T-TESS, T-PESS, and AEL Instructional Solutions and Support Contract Price List — 2021-2022 Pricing is based on district enrollment numbers and prior-year usage of ESC services (e.g., registration fees). Contact John Petree at (817) 740-3670 or jpetree@esc11.net for district-specific pricing. WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for Instructional Solutions and Support v33 Enrollment Period: 09/01/2021 - 08/31/2022 Last Year Enrollment: 865 Answer Price ESC Region 11 has combined three of its most popular contracts into one inclusive package that provides exceptional offerings at an incredible value. The Administrative Services, Instructional Services, and Digital Learning contracts are now blended to form the new Instructional Support and Solutions Contract. This new contract provides all of the major benefits of each individual contract and features an added bonus…virtually no registration fees! $8,415.00þIf you would like your LEA to use the Instructional Services and Support Services, please check the box on the right. Total:$8,415.00 127 CID#: 18412 Print Date: 6/22/2021 Page 1 of 1 TxTRACTS Contract 2021-2022 The Management Information Systems Department offers the following services to school districts/charter schools that sign the TxTRACTS Contract: TxTRACTS TxTRACTS is a solution that streamlines the data import/export process with Ascender and third-party publishers. TxTRACTS is an approved partner with the Texas Computer Cooperative (TCC) to provide this innovative application that complements the data management functions of Ascender by offering a dynamic approach to creating, customizing, and efficiently integrating business and student information. TxTRACTS Features • Dynamic Application Extract Creation • Email Error Log • District Approval/Verification System • Customization of Data Formats • Nightly/Hourly Custom Updates • Standardized Organization of Extract Files • Custom Reports Not Available in Ascender • Importing of Data into Ascender Prerequisite In order to purchase this contract, districts and charter school must first complete the ASCENDER Service Fees contract. t ESC Region 11 Contact Director of MIS/IT (817) 740-7506 Note: Due to various factors, including the volume of participation from districts, contract negotiations for products and services being purchased and delivered within this contract, possible funding changes for districts or ESC Region 11, and other factors, this contract is offered in good faith but does not become binding until September 1, 2021, on either the district or ESC Region 11. This contract is contingent upon the continued availability of appropriations and is subject to cancellation by either party upon thirty (30) days’ written notice to the other party. Payment for valid fees or charges rendered by the ESC Region 11 prior to written notice of termination shall be due to ESC Region 11. Early acceptance of this contract is necessary so that ESC Region 11 can plan and prepare to deliver these services. An alternative contract may be offered if this contract cannot be delivered as stated. Base Plan The TxTRACTS base plan includes the first five (5) extracts, built-in reports, and management of Data Privacy Agreements for extracted data. ADA Cost per Year 1-200 $500 201-500 $750 501-1,000 $1,000 1,001-2,000 $1,500 2,001-3,500 $2,000 3,501+ $2,500 Ascender Extracts # of Extracts Cost per Year Tier 1: 1-5 $0 Tier 2: 6-10 $250 Tier 3: 11-15 $500 Tier 4: 16-20 $750 Tier 5: 21-25 $1,000 Tier 6: 26+ $1,250 Ascender Imports # of Imports Cost per Year Tier 1: 0 $0 Tier 2: 1-5 $250 Tier 3: 6-10 $500 Tier 4: 11-15 $750 Tier 5: 16-20 $1,000 Tier 6: 21-25 $1,250 Tier 7: 26+ $1,500 TxTRACTS Contract Price List — 2021-2022 WESTLAKE ACADEMY CHARTER SCHOOL Contract Summary for TxTracts v7 Enrollment Period: 09/01/2021 - 08/31/2022 Last Year Enrollment: 865 Answer Price TxTracts is a solution that streamlines the data import and export process with TxEIS and third-party publishers. TxTracts offers a dynamic approach to integrating business and student information with a web-based management interface to improve your TxEIS data integration and reporting. þWill your district use TxTracts solutions this year? If yes, check the box to the right. Tier 2: 6-10 DailySelect the Tier level of Daily Extracts your district will use: No Monthly Imports N/A Select the Tier level of Monthly Imports your district will use: $1,000.00Base Plan fee $250.00Daily Extracts fee Monthly Imports fee Total:$1,250.00 Contract Contact: Stephanie Smelley/ESC Region 11 ssmelley@esc11.net 817-740-7602 133 CID#: 18028 Print Date: 6/22/2021 Page 1 of 1 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 of Trustees Member requests that report be removed and considered separately. a. Report regarding the 2021-2022 School Year Theme and Focus. Board of Trustees Item # 6 – Reports Page 1 of 2 BOARD OF TRUSTEES AGENDA ITEM Regular Meeting - Report Monday, August 09, 2021 TOPIC: Report Regarding the 2021-2022 School Year Theme and Focus STAFF: Dr. Mechelle Bryson, Executive Director STRATEGIC ALIGNMENT Vision, Value, Mission Perspective Curriculum Outcome Objective Academic Excellence Academic Operations PYP / MYP / DP Increase the Capacity of Teachers & Staff SUMMARY The purpose of this report is to articulate the professional learning focus for the 2021-2022 academic school year. Professional learning is a critical component in creating the conditions and environment for student success. In doing so, it is vital that educators remain on the cutting edge of the future of education and instructional pedagogy. As such, the goal of professional development must be to train Academy teachers in the IB philosophy, theory and practice along with other best practices. These training opportunities foster teacher efficacy and furnish data to inspire meaningful change that transforms classrooms into effective learning environments. It is through the professional development of teachers that Westlake Academy becomes the best place for teachers to teach and for students to learn. COUNCIL ACTION/OPTIONS This report is informative in nature and does not require Board of Trustee action. STAFF RECOMMENDATION This report is informative in nature and does not require Board of Trustee action. Page 2 of 2 FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY Project Cost/Funding Amount: None Funding Source: N/A Contract: No Forms: N/A Service Levels: N/A DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY Westlake Academy: This is an informational report. Comprehensive Plan: N/A Cost Recovery Analysis: N/A Traffic Impact: N/A ATTACHMENTS Report 1 MEMORANDUM DATE: August 9, 2021 TO: Honorable President and Board of Trustees Members THROUGH: Ms. Amanda DeGan, Town Manager/WA Superintendent FROM: Dr. Mechelle Bryson, Executive Director SUBJECT: 2021-2022 School Focus/Theme A culture of learning is a critical component of an educational institution. Creating a culture and environment that serves as the foundation for a learning organization begins with a commitment to learning at all levels of the organization. As Peter Senge writes, “a learning organization is an organization that is continually expanding its capacity to create its future.” He further asserts that in the act of learning, we are able to reinvent ourselves. During the past seven years, Westlake Academy has placed an emphasis on organizational learning. Professional development has been designed to cultivate the Academy’s collective teacher efficacy. In learning together, the Academy has been able to create a shared vocabulary and to strengthen the pedagogical expertise of teachers serving the organization. In turn, this has improved the academic achievement of students. In addition, we have focused the Academy’s professional learning efforts on the IB framework with a special emphasis on Visible Learning’s alignment to the philosophical underpinnings of the IB’s standards and practices. This has created a sustained effort and continuity of learning that is often lacking in other school communities. As a result of building a culture of organizational learning, the Academy has reaped the following benefits: • Increased student achievement; • Increased teacher pedagogical expertise and culture of shared craft knowledge; • Increased collective teacher efficacy; and • Increased understanding of the IB philosophy. With the Academy’s rise in teacher turnover, building the capacity of our teachers is our priority. As John Hattie of Visible Learning has asserted, the teacher is the strongest variable in student achievement. Knowing this, it becomes the duty and responsibility of Westlake Academy’s administration team to build the instructional pedagogy of all teachers. In doing so, we arm our teachers with the necessary skills to impact students in positive and meaningful ways. This is the purpose of professional development at Westlake Academy. 2 There is no doubt that Westlake Academy is an exceptional school with great potential. Our quest to become the best place for teachers to teach and for students to learn is at the forefront of our preparation for the 2021-2022 school year. With that said, our theme for the new academic year is: An IB Education for All: Preparing Students to Thrive in a Global Society Our new theme is designed to reconnect our staff to our commitment to our IB continuum. As an IB World School, all students are exposed to and experience a rigorous education grounded in the IB standards and practices. As such, students engage in learning experiences that construct and deconstruct knowledge, extend learning beyond the classroom walls and cultivate international mindedness through the IB learner profile. The Academy’s professional development is focused on reconnecting our teachers to their IB roots. Our teachers will revisit the IB standards and practices, Westlake Academy’s IB essential agreements, and engage in team building. Throughout the year, we will continue to hone our instructional pedagogy and build our collective efficacy. Previous themes have explored best practices in inquiry, formative assessment, effective feedback, and data-driven dialogues to explore a teacher’s impact on student achievement. Our teachers have become experts in creating learning environments that foster student growth through authentic engagement. These themes have included: ⇒ FY 20/21 – IB Education for All: Building a Future of Responsibility, Understanding, and Compassion ⇒ FY 19/20 – IB for All: Building a Continuum of Excellence ⇒ FY 18/19 – Celebrate 15WA/50IB: A Legacy of Leading and Learning ⇒ FY 17/18 – I=E³: Inquiry is the Solution ... Engage ... Explore ... Empower! ⇒ FY 16/17 – Know Your Impact: Ignite … Innovate … Inspire ⇒ FY 15/16 – Dream … Create … Achieve: Building a Collective Legacy of Excellence ⇒ FY 14/15 – Reaching New Heights Together ... One School, One Community ⇒ FY 13/14 – Growing Together; One School, One Community ⇒ FY 12/13 – Holding to the Vision, Rising to the Challenge ⇒ FY 11/12 – Continued Excellence in the Face of Change As I have said before, we have an extraordinary opportunity to transform the very manner in which education is delivered to our students and, in doing so, lead other schools by our example. This is no small task, but it is firmly within our grasp. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF WA RESOLUTION 21-18, APPROVING THE WESTLAKE ACADEMY REVISED OPERATING BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2021, AND ADOPTING THE WESTLAKE ACADEMY PROPOSED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2022. Board of Trustees Item # 7 – Presentation and Discussion Page 1 of 4 BOARD OF TRUSTEES AGENDA ITEM Regular Meeting - Action Item Monday, August 09, 2021 TOPIC: Conduct a Public Hearing and Consider a Resolution Approving the Amended Year-End Budget for Westlake Academy for the Fiscal Year Ending August 31, 2021, and Adopting the Proposed Budget for the Fiscal Year Ending August 31, 2022. STAFF: Marlene Rutledge, Academic Finance Manager Ginger Awtry, Director of Finance Dr. Mechelle Bryson, Executive Director Amanda DeGan, Superintendent STRATEGIC ALIGNMENT Vision, Value, Mission Perspective Curriculum Outcome Objective Vision: Westlake Academy inspires college bound students to achieve their highest individual potential in a nuturing environment that fosters the traits found in the IB Learner Profile. Fiscal Stewardship PYP / MYP / DP Improve Financial Stewardship SUMMARY The proposed budget reflects Westlake Academy’s (WA) continuing initiatives that support the vision, mission, and values established by the governing Board of Trustees. The Academy’s International Baccalaureate (IB) curriculum is built to prepare students for post-secondary success in our fast paced and knowledge-rich world. With the understanding that our graduates must compete on a global stage, we prepare our students with 21st century specific skills to be able to Page 2 of 4 successfully navigate an ever-changing globally minded marketplace. Therefore, we remain a school focused on future readiness and providing students with an internationally minded education of the highest quality, so they are well-balanced and respectful life-long learners. In accordance with directives from the Board of Trustees, our theme for the new school year is An IB Education for All: Preparing Students to Thrive in a Global Society. The proposed budget is prepared each year with conservative revenue projections and expenditures that are targeted to create an exceptional learning environment designed for student success, especially during an on-going pandemic, and a supportive culture for all WA students and staff members to continuously develop and thrive. This document contains a summary showing the proposed academic budget for Fiscal Year 2021-22 with the amended budget for Fiscal Year 2020- 21. Statistical data, summaries, and charts are intended to provide a review of the proposed budget, which is a strategic guidance tool for the upcoming school year and beyond. The Proposed FY22 operating budget reflects the following updates:  Slight increase in budgeted student enrollment vs. our previous year (from 865 to 875)  Hiring a PYP STEM Specialist position  Expanding the MYP Coordinator position to full-time  Hiring SPED Teacher to allow our SPED Coordinator to work on program oversight  Addressing the continuing fiscal impacts of COVID-19  First year (of two only) to receive federal relief funds (ESSER III-Supplemental) for public schools, meant to help in specific recovery efforts from the effects of the COVID-19 pandemic. Westlake Academy will receive $235,085 in FY22 and $227,039 in FY23. The Board of Trustees reviewed both the Current Year Amended FY 2020-21 and the Proposed Budget for FY 2021-22 at the budget retreat held on June 17, 2021. During these discussions, staff presented the projected year-end expenditures, an analysis of the coming year revenues and expenditures related to the academic services of Westlake Academy, and a five-year financial forecast. The majority of changes made to the proposed budget since the June 2021 Board retreat were a result of staffing and payroll changes related to the change in positions bulleted above, along with the hiring of an interim athletic director, a few remaining vacancies, realignment of stipends, and the integration of the ESSER III-Supplement funding (available for next two years only). These adjustments resulted in a favorable change to Fund Balance, adding 3 operating days, from the original information provided to the Board. The FY 2021-22 General Fund budget presented this evening totals $9,432,983, representing a 0.22% decrease from the prior year. These projections will decrease fund balance by $61,237 for an ending unassigned fund balance of $1,785,979. This balance provides 69 operating days. This budget presentation presents another opportunity, prior to adopotion, for Board follow-up and review of the proposed information for the coming fiscal and school year. Legal requirements for charter school budgets are formulated by the state and the Texas Education Agency (TEA). A Board typically adopts an appropriated budget on a basis consistent with GAAP for the general Page 3 of 4 fund, debt service fund and child nutrition program (which is included in special revenue funds). However, the Academy does not maintain a debt service fund nor a child nutrition program; therefore, only the General Fund is required to be adopted. Special Revenue Funds are not adopted by the governing body and are shown for informational purposes only. In accordance with State law, the staff has prepared and presents the FY 2021-22 operating budget for the Academy outlining the anticipated revenues and expenditures of all funds for the Board’s review and consideration, including the amended year-end budget for FY 2020-21. The request to amend the original FY 2020-21 operating budget is attached to the agenda memo for your review. The budgetary changes presented this evening estimate adding $207,822 to fund balance. Below are the highlights of these changes:  There was a slight decrease in local revenues due to lower interest rates and student fee collections; however, state revenue increased by $252,821 (or 3.1%) with the addition of TEA’s Hold Harmless funds. In October 2020, TEA announced the “Hold Harmless guarantee”, which is made available to school districts and charter schools offering in- person instruction for families desiring to be on-campus. After meeting all of TEA’s conditions of in-person instruction during the 2020-21 school year, the average daily attendance (ADA) will increase from 839.050 in September 2020 to 893.703 in August 2021. This is a one-time only increase intended to ensure schools have the flexibility and financial security to provide in-person instruction while adapting to the established COVID-19 protocols. Therefore, you will note a corresponding decrease in the proposed revenue budget as a result.  The expenditure budget increased by $60,000. As part of our state funding, TEA provides Facilities Allotment funding to be used for maintaining safe and secure buildings. We reserve 50% of this funding for projects approved by the Town Manager. A portion of the estimated cost of a project is moved to the municipality for the work, since the buildings are assets of the Town of Westlake. The fire alarm system was replaced this summer, making good use of those funds. Communication plans after adoption of the proposed budget include the required submission to TEA, postings to our WA website and related social media accounts, and a separate email to the students, parents, residents, staff, and affiliate groups with a website link to the Adopted FY 2021- 22 WA Operating Budget. COUNCIL ACTION/OPTIONS Council may move to approve or reject the Amended FY21 Operating Budget or the Proposed FY22 Operating Budget. It is the desire of staff to receive further feedback and direction as to its decisions and desired outcomes. STAFF RECOMMENDATION Following presentation of the Proposed FY 2021-22 Operating Budget and the Amended FY 2020- 21 Operating Budget, and the holding of the required public hearing, staff recommends approval of this resolution and its attached budgets and policies. Page 4 of 4 FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY Project Cost/Funding Amount: $9,432,983 Funding Source: General Fund Contract: No Forms: N/A Service Levels: This budget DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY Westlake Academy: N/A Comprehensive Plan: N/A Cost Recovery Analysis: N/A Traffic Impact: N/A ATTACHMENTS Resolution Exhibit A: FY 2020-21 Final Budget Amendment and Proposed FY 2021-22 Operating Budget WA Resolution 21-18 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION NO. 21-18 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY APPROVING THE AMENDED OPERATING BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2021 AND ADOPTING THE PROPOSED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2022, INCLUDING THE INVESTMENT POLICY, FISCAL AND BUDGETARY POLICIES, COMMITTED AND ASSIGNED FUND BALANCES. 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 9, 2021; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake 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: That the Board of Trustees of Westlake Academy hereby adopts the amended Westlake Academy Operating Budget for the fiscal year ending August 31, 2021, and the proposed Westlake Academy Annual Operating Budget for the fiscal year ending August 31, 2022, and appropriates the funds contained therein attached to this resolution as Exhibit “A”. SECTION 3: That the Board of Trustees hereby adopts the Fiscal and Budgetary Policies, Investment Policies, and the Committed and Assigned Fund Balance designations that are also included in “Exhibit A”. SECTION 4: That a copy of the official adopted Fiscal Year 2021-2022 Budget shall be kept on file in the office of the Town Secretary. WA Resolution 21-18 Page 2 of 2 SECTION 5: 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. SECTION 6: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 9th DAY OF AUGUST 2021. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Todd Wood, Board Secretary Amanda DeGan, Superintendent APPROVED AS TO FORM: ________________________________ L. Stanton Lowry or Janet S. Bubert, School Attorney Fund 199 General Fund (Includes Transportation 197 and Athletics 198) 2020-2021 Adopted Budget 2020-2021 Proposed Amendment 2020-2021 Amended Budget Revenues: 25,500$ -$ 25,500$ 88,100 - 88,100 1,165,535 (23,100) 1,142,435 197-5700 Local Sources (Transp/Parking) 198-5700 Local Sources (Athletics) 199-5700 Local Sources (General Fund) 5800 State Programs 8,152,843 252,821 8,405,664 Total Revenues 9,431,978$ 229,721$ 9,661,699$ Expenditures (by function) 11 Instructional 5,141,964$ (33,555)$ 5,108,409$ 12 Resources & Media 95,802 - 95,802 13 Staff Development 64,045 (8,450) 55,595 21 Instructional Leadership 191,240 - 191,240 23 School Leadership 1,117,395 3,973 1,121,368 31 Guidance & Counseling 604,282 9,694 613,976 33 Health Services 82,673 2,194 84,867 36 Co-curricular & Extracurricular Activities 272,047 10,500 282,547 41 Administrative 241,995 584 242,579 51 Maintenance & Operations 983,676 60,000 1,043,676 52 Security & Monitoring 26,800 - 26,800 53 Data Processing 221,565 15,060 236,625 61 Community Services 142,471 - 142,471 71 Debt Service 207,922 - 207,922 Total Expenditures 9,393,877$ 60,000$ 9,453,877$ Other Financing Sources (Uses) 79 Capital Lease Proceeds - - - 79 Other Resources 90,000 - 90,000 89 Other Uses (90,000) - (90,000) Total Other Financing - - - Excess (Deficiency) of Revenues Over (Under) Expenditures 38,101 169,721 207,822 FUND BALANCE, BEGINNING 1,751,177$ -$ 1,751,177$ FUND BALANCE, ENDING 1,789,278 169,721 1,958,999 Assigned - Bus Maintenance 19,000 - 19,000 Assigned - Tech/FF&E Replacement 54,000 2,621 56,621 Assigned - Uniforms/Equip Rep 15,000 - 15,000 FUND BALANCE, UNASSIGNED 1,701,278$ 167,100$ 1,868,378$ Board Approval:Date: WESTLAKE ACADEMY FISCAL YEAR 2020- 2021 REQUEST TO AMEND ORIGINAL BUDGET Westlake Academy * 2600 Ottinger Road * Tarrant County * Westlake, Texas 76262 www.westlakeacademy.org This page is intentionally blank BUDGET TABLE OF CONTENTS  Westlake Academy, IBO Charter School* 2600 Ottinger Road * Tarrant County, Westlake Texas 76262    i      1. INTRODUCTION SECTION   3 Mission, Vision, Values    4 Financial Budget Awards  o ASBO Award Certificate    2. EXECUTIVE SECTION   8 Executive Summary Letter   13 Strategic Planning & Management    19 Challenges, Goals, Strategies, Initiatives, and Long‐  Term Financial Planning    3. BUDGET STRUCTURE   22 Budget Overview and Process   28 Budget Document Structure    30 Fund Balance Components   Fund/Object/Function Classifications  o 31 Fund Types and Structure  o 33 Account Coding Structure  o 34 Revenue Classifications  o 35 Revenue Allocations  o 36 Expenditure Classifications  o 40 Shared Service Model Expenditures  o 41 Relationship between Funds and Departments   42 Financial Reporting Entity Legal Autonomy    4. FINANCIAL ANALYSIS   45 Financial Forecast Assumptions    46 General Fund Five‐Year Forecast    General Fund   o 47 General Fund Financial Summary    5. PERSONNEL & PAYROLL   51 Personnel Staffing & Payroll Overview   54 Board of Trustees    55 Leadership Team    56 Municipal Organizational Structure   57 Academic Organizational Structure      6. STUDENT DATA    IBO Programme   o 61 IBO Programme Overview  o 62 IB Attitudes  o 63 IB Learner Profile                 7. POLICY SECTION   Academic Policies  o 67 Investment Policy  o 72 Fiscal and Budgetary Policies  o 81 Risk Management  o 82 Future Polices to be discussed and implemented   8. APPENDIX SECTION   86 Glossary   94 Acronyms   95 Academic Calendar           Title: Mami Wata  By: Sarah Jiang, Senior 2021    This page is intentionally blank MISSION, VISION, & VALUES Founded in 2003 with a vision to achieve academic excellence and develop life-long learners who become well-balanced, responsible global citizens, Westlake Academy is the first and only municipally-owned charter school in the State of Texas. The Academy was the fifth school in the United States, and the only public school, to offer the full IB curriculum for grades K-12. During each year’s budget retreat, great care and consideration is given to review the mission, vision and values of the Academy and the impact these have on both the long-term goals and its day-to-day operation. The mission, vision, and value statements represent the outcome of these discussions and confirm the Board’s continued dedication to academic excellence and personal achievement. M ISSION “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.”  V ISION “Westlake Academy inspires college bound 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~  V ALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding  D ESIRED O UTCOMES The following desired outcomes summarize the goals and objectives established by the Board of Trustees and Leadership Staff at the Academy: High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability Student Engagement-Extracurricular Activities Effective Educators & Staff 33 This Meritorious Budget Award is presented to WESTLAKE ACADEMY for excellence in the preparation and issuance of its budget for the Fiscal Year 2020–2021. The budget adheres to the principles and standards of ASBO International’s Meritorious Budget Award criteria. W. Edward Chabal David J. Lewis President Executive Director 44 MERITORIOUS BUDGET AWARD Westlake Academy has been awarded the Meritorious Budget Award by the Association of School Business Officials (ASBO) for the preparation and issuance of the 2020-2021 annual budget. The award has been received annually since September 1, 2010. This award is the highest form of recognition and a significant achievement that reflects the commitment of the governing body and staff in meeting the highest principles of academic budgeting. The Meritorious Budget Award (MBA) recognizes school districts that demonstrate proficiency in creating clear, sound budgets while enhancing skills in developing, analyzing, and presenting a clear and effective budget. To receive this award, Westlake Academy must publish a budget document that meets program criteria such as •Understanding the importance of presenting an accurate and transparent budget year after year. •Discovering best practices in budgeting that will improve the budget's accuracy and transparency •Developing a reader-friendly document that presents clear budget guidelines. •Promoting communication between departments and the community. •Encouraging short- and long-range budget goals. •Supporting effective use of educational resources. Congratulations to Ginger Awtry, Director of Finance; Marlene Rutledge, Academic Finance Manager; Dr. Mechelle Bryson, Executive Director, and the Instructional Leadership Team for preparing this award-winning budget for Westlake Academy. 55 This page is intentionally blank 7 August 9, 2021   To the Honorable President and Board of Trustees of Westlake Academy,  I am pleased to present the 2021‐2022 Academic Services Budget for your consideration. Our shared services team,  of academic and municipal staff members, worked in tandem to prepare a comprehensive plan that evaluates the  fiscal impacts of our revenue and expenditures through the factors associated with our student enrollment, the fiscal  impacts of the novel coronavirus (COVID‐19), and our commitment to provide an outstanding educational service to  our students.    On behalf of our entire community, I would like to thank the Board for the governance, leadership, dedication, and  support in making Westlake Academy so successful over the past several months. The time and attention we have  all given in leading and managing a school during the current pandemic has been a challenge.  Our students, staff,  and parents did a tremendous job of navigating the ever‐changing educational world and our Board of Trustees  gave countless hours of support and governance through these uncertain times. As the Superintendent of Westlake  Academy, I am grateful to you and our staff for continuing to make Westlake Academy THE ‘school of choice’ for  students who are seeking an internationally minded education and allowing students to attain their highest  individual potential.     I.INTRODUCTION The proposed budget reflects Westlake Academy’s (WA) continuing initiatives  that support the vision, mission, and values established by the governing Board.   Our vision that the school “inspires college‐bound 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” is evident in our efforts and we are looking forward to another year  of educational growth for our students. The Academy’s International  Baccalaureate (IB) curriculum is built to prepare our students for post‐ secondary success in a fast paced and knowledge‐rich world. With the  understanding that our graduates must compete on a global stage, we prepare  them with 21st century skills to navigate an ever‐changing global marketplace.   Therefore, we remain a school focused on future readiness and providing students with an internationally minded  education of the highest quality, so they are well‐balanced and respectful life‐long learners.    The proposed budget is prepared with conservative revenue projections and expenditures that are targeted to create  a productive learning environment for student success. Statistical data, summaries, and charts provide a review of  the proposed budget, which is a strategic guidance tool for the upcoming school year and beyond.   The proposed budget reflects the following updates:    Slight increase in budgeted student enrollment vs. our previous year (from 865 to 875); and   Hiring a PYP STEM Specialist position; and    Expanding the MYP Coordinator position to full‐time; and   Hiring a SPED Teacher to allow our SPED Coordinator to work on program oversight; and    Addressing the continuing fiscal impacts of COVID‐19.   88  General Fund Budget Summary   As a public charter school, the Academy’s operating budget is legally required to include General Operating, Debt  Service, and Food Service Funds.  Given that the Academy does not have Debt Service or Food Service, the General  Fund is the only legally adopted fund. Please note that Special Revenue Funds are included in the budget for  informational purposes only.   II.CURRENT CONDITIONS AND FUTURE CONSIDERATIONS The Town of Westlake and Westlake Academy are committed to the education, safety and wellbeing of our students,  staff, and their families.  We continue to address the COVID‐19 public health crisis, that began for us in March of  2020, and have structured our on‐campus educational opportunities so that children will continue to learn. Last year,  we instituted layers of personal protection measures to help maintain a healthy school environment, as well as,  offered remote learning for those families who needed this type of learning configuration.  For the coming year, we  will continue to deploy a variety of safety measures that support a healthy campus and we will educate our students  via face‐to‐face learning in the classroom.  Staff will also work with our public health officials and our authorizing  agency, the Texas Education Agency (TEA), to comply with the directives that impact our campus and community. As  guidance continues to change and new information is available, the Town is well prepared to adjust our processes  and navigate another successful school year for our families.    Westlake Population Growth:  Over the past several years, our community has grown through the addition of new  residential subdivisions and the construction of new homes within our existing neighborhoods.  We are also within  the heart of the Fort Worth‐Dallas Metroplex, which has also experienced tremendous growth in residential units.  This type of growth within our own community results in a greater enrollment of primary boundary students (those  who live in the Westlake community).  The regional growth will ultimately affect the extended boundary lottery wait  99 list as more families seek admittance through the lottery. Staff monitors our enrollment numbers on a weekly basis  and works to achieve a balance in order to serve those who are on the lottery waiting list while allowing space for  our primary boundary residents to enter the school when they move to the Westlake community.  We have attracted  families from across the world who are interested in attending the Academy and our students are enjoying great  success!   Public Education Funding:  Funding of public education continues to remain a topic of discussion across the state and  during each legislative session. As we receive the majority of our funding from the state of Texas, we will work with  our elected officials to spread the good news about our success and work with the Texas Public Charter Schools  Association (TPCSA) to support charter schools in the state.   Parent, Grandparent and Stakeholder Support: We are also extremely fortunate to enjoy the support of our affiliate  groups – the Westlake Academy Foundation (WAF), the House of Commons (HOC), and the Westlake Academy  Athletic Club (WAAC).  The Westlake Academy Foundation (WAF) raises significant operating funds for the Academy,  without which the school could not offer its rich slate of IB programs, professional development, and technology‐ based applications. The Academy also benefits from the House of Commons (HOC) and Westlake Academy Athletic  Club (WAAC) fundraising efforts. The HOC helps to provide support to our teachers and staff teams through  appreciation‐based events, spirit wear, and other parent/teacher events. The WAAC supports the student athletic  program for both students and coaches across all sports offered on campus, which includes athletic equipment  upgrades, funding for team travel, and team registration scholarships.   Continued Emphasis on Long‐Range Financial Planning: The proposed budget also contains an updated Long‐Range  Financial Forecast which identifies key revenue and expenditure drivers for the Academy while assessing historical  financial trends and their potential impact upon our financial stability. The forecast must be monitored and updated  during the budget formulation process, as well as reviewed with the Board as one of the evaluative tools to maintain  our Charter is to have sound financial management.  Staff continues to produce quarterly financial reports for the  Board that monitors and analyzes trends. These reports serve as a valuable tool to assist in developing a proactive,  rather than reactive, approach to our changing financial position.  Facility Planning for Today and the Future:  Staff continues to discuss the “immediate needs” that have been  identified for lab space. We have entered the second phase of our facility analysis discussion through the involvement  of our original architect in our efforts and will be presenting the recommendations to the Board over the next several  months.  Based on primary boundary enrollment projections, the facility space continues to be reviewed to help plan  for educational offerings and physical space needs.     III.SHARED SERVICES MODEL Westlake Academy operates under a shared services model whereby the municipal operations team provides human  resources, communications, financial, facilities, information technology and administrative support services to the  school.  Debt service for the campus buildings, general maintenance and replacement of infrastructure, and  equipment for the school is expensed to the municipal budget as the school and the buildings are owned by the  municipality. The shared services model was an integral part of the state charter application process, helping to  support the Town’s case for creating a community‐based school.  This model conserves resources and avoids the  duplication of efforts across the municipal and academic functions.   1010 DEBT SERVICE ‐ As part of the Academy’s unique financial structure, the Town of Westlake is responsible for debt  service payments associated with the Academy’s capital infrastructure.  The Municipal Debt Service Fund is used to  manage debt service payments, and the Academy debt is accounted for in the annual municipal budget.    CAPITAL PROJECTS ‐ There are no major capital projects budgeted or planned through Fiscal Year (FY) 2021/22. At  the Board’s direction, the Town of Westlake’s Capital Improvement Plan will be updated during the municipal budget  preparation     MUNICIPAL ALLOCATIONS  IV.FY2021/22 GENERAL FUND BUDGET The proposed budget encompasses all teaching and extra‐/co‐curricular operating expenditures as well as State public  school funding, local funds, and private donations used to support and enhance the daily operations of Westlake  Academy.  The FY 2021/22 General Fund budget totals $9,432,983, representing a 0.22% decrease from the prior  year.  The projections will decrease fund balance by $61,237 for an ending unassigned fund balance of $1,785,979.   This balance represents 69 operating days.     As mentioned previously, Westlake Academy’s recent enrollment increases have been mainly driven by residential  developments and housing opportunities within the community.  This trend will continue with the developments that  are in progress ‐ Westlake Ranch, The Knolls, Quail  Hollow, Entrada, Granada, and Vaquero.  Our  projected enrollment numbers for the coming  school year are budgeted conservatively at 875  students.  We will continue to evaluate  enrollment options and manage the number of  students as we navigate the coming school year.  1111 COMBINED: GENERAL FUND ACADEMIC AND MUNICIPAL SERVICES    Over the last year, many hours have been spent to further develop our vision of the future, determine the best  methodologies that help us accomplish our mission, and truly become the school where students can reach “their  highest individual potential”.  While we have many successes to celebrate, we are constantly striving to improve the  Academy through multiple avenues.  We further refined our administrative leadership team with the hiring of a new  Primary Years Assistant Principal and the expansion of the Middle Years Coordinator position to full‐time status.   Those in administrative leadership will work together with the Superintendent and the Executive Director to support  our staff teams, students, and parents.     This past school year of educating during the height of the COVID‐19 pandemic and planning for the next school year  has allowed us to count the many blessings enjoyed by the community and the school.  We truly have a team of  educational professionals who are dedicated to creating the best environment for students to learn, while working  to keep our staff safe and productive. We are also fortunate to have a committed group of municipal staff team  members who support our educational services team. To lead both groups over the past year has been a tremendous  honor and I am proud of their professionalism and commitment to our school!   We have also enjoyed the support of our governing body as we navigated the previous year and have planned for this  coming school year.  The governing role required flexibility and patience as we expanded our knowledge on the  pandemic and adjusted to our changing environments. We remain committed to being of service to our families and  students and are well prepared for the next year.  We would not be able to navigate these unprecedented times if it  weren’t for all the stakeholders working together to make our school a success.  Our efforts will continue to focus on  the health and safety of our students, our staff, and the commitment to offer a robust educational environment for  our students.    Respectfully submitted,  Amanda DeGan  Town Manager/Superintendent Westlake Academy  1212 STRATEGIC PLANNING & MANAGEMENT SYSTEM  The Academy has designed a strategic planning and performance management system framework based on  the Balanced Scorecard System.  The Balanced Scorecard is a strategic planning and management tool that is  used extensively in business and industry, government, and  nonprofit organizations worldwide to align operational  activities to the vision and strategy of the organization,  improve internal and external communications, and monitor  organization performance against strategic goals.  The Board of Trustees and staff utilize this methodology to  implement and review our existing strategic framework, along  with the vision, mission, and values statement of the Academy.   The balanced scorecard system is designed to communicate  our strategy throughout the organization/community with our  stakeholders, align our daily work activities to the overall  vision, serve as the framework for prioritizing services, and  utilize performance measures to evaluate our successes and  opportunities.     In short, it is a tool that businesses use to ensure that their work meets their goals in a measurable way by  connecting organizational strategy to the work people do on a day‐to‐day basis, i.e. “You said…we did…”  13 STRATEGIC PLANNING & MANAGEMENT SYSTEM  The graphic to the left illustrates the Balanced  Scorecard approach and the following pages  of this section demonstrate how Westlake  Academy has aligned with this framework.   Each element is critical to the success of the  municipality and helps us evaluate and  communicate our performance.  Upon review of the existing strategic initiatives  and performance measures, the Board  provided feedback to the staff and requested  an updated version for review.  Staff updated  the framework to include all the related  performance measures and identified the  strategic initiatives that will be goals for the  entire organization this coming school year.    MISSION The mission statement describes what must  be done to achieve the adopted vision. The  Board of Trustees has adopted the following  Mission statement for Westlake Academy.  VISION The Academy’s vision statement outlines what we strive to be.  Upholding such a statement is a task that requires effort on  multiple levels. The balanced scorecard system will help ensure  the Vision of the Academy remains true in years to come.      IB LEARNER PROFILE The International Baccalaureate® (IB) learner profile describes a broad  range of human capacities and responsibilities that go beyond  academic success. The aim of all IB programmes is to develop  internationally‐minded people who, recognizing their common  humanity and shared guardianship of the planet, help to create a  better and more peaceful world.   Inquirer Caring  Knowledgeable Balanced  Open‐Minded Reflective  Principled Communicators  Thinkers Risk‐takers  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.  Westlake Academy inspires college  bound students to achieve their highest  individual potential in a nurturing  environment that fosters the traits  found in the IB Learner Profile.    14 STRATEGIC PLANNING & MANAGEMENT SYSTEM  VALUES Driving how the Academy accomplishes its work are our  corporate values. These are the principles we hold  important and standards by which the Academy operates.  These values, as adopted by the Board of Trustees, are  designed to guide staff in their day‐to‐day work and the  Board as it conducts its business.  STRATEGIC PERSPECTIVES  A Perspective is a view of the Academy operations from a specific vantage point.  Four basic perspectives are  traditionally used to encompass a Balanced Scorecard organization’s activity – people & facilities, operational  efficiency, financial stewardship, and customer service. The Academy’s business model, which encompasses  vision, mission, and strategy, utilizes the four Perspectives as a framework. The four perspectives of the plan,  which were customized by the Board, are as follows:  STRATEGIC THEMES  The Academy won’t have their own ‘strategic themes’ as they are considered a  department of the Town.   Therefore, under the strategic themes for the Town is a  goal for “Exemplary Education” that will encompass the direction for the Academy.   The Town Council (Board of Trustees) grouped this information along with the major  components of our previous strategic plan and ranked the importance of the concepts  per each area of concern.   Staff then created strategy maps, identified a strategic result, populated the maps  with strategic objectives and created an objective commentary document.  These  were evaluated against the direction of the community and set the framework for a  comprehensive Tier One map for the municipal program of services.   The Town  Council has worked closely with staff to adopt a management system based on the  Balanced Scorecard framework. This was developed to help the Academy direct its own destiny rather than  allow future events to do so. Through sound business principles the Academy can more effectively provide  services to their stakeholders, increasing both efficiency and customer satisfaction.  Ultimately, it guides the  way the Academy does business and helps us determine how we should invest our time and resources. In the  budget process, this allows for increased transparency, clarity, and accountability, providing the Academy a  framework for demonstrating results. The continued quality and success of this community does not happen  without the diligent effort of a committed team of residents, businesses, community leaders, and staff. Years  of consistent planning and strategic thinking has brought Westlake where it is today.   Maximizing Personal Development  Academic Excellence  Respect for Self and Others  Personal Responsibility  Compassion and Understanding  STRATEGIC PERSPECTIVES Citizens, Students,   & Stakeholders   Financial   Stewardship   Academic  Operations   People, Facilities,  & Technologies  Viewed through the  eyes of our customers  and stakeholders  Financial oversight;  effective use   of resources  Focuses on processes that  create value for the  customers and stakeholders  Involves, work culture, innovation,  leadership, governance, tools and  technology necessary to provide services  Exemplary  Education   Westlake is an  international  educational  leader where  each individual’s  potential   is maximized.  15 STRATEGIC PLANNING & MANAGEMENT SYSTEM  OBJECTIVES AND PERFORMANCE MEASURES  Performance measures hold government departments accountable to their stakeholders, while allowing  them to recognize their successes and adjust programs of service that are under performing. Performance  measures are determined according to the strategic objectives found on the Strategy Map and help to align  the goals for the department.    These performance measures also help determine the quantity and quality of our work, as identified in our plans.  PERSPECTIVES OBJECTIVES PERFORMANCE MEASURES  CITIZENS,  STUDENTS,  AND  STAKEHOLDERS  Increase the Future Readiness of All Students  Percentage of students who enrolled into college   Percentage of students who were accepted into college   Length of time students take to earn college degrees  Increase Stakeholder  Satisfaction  Rate of retention for students (start/quit or K thru 12)   Re‐authorization attainment for PYP, MYP and DP   Parents Survey Satisfaction Results (Confidence Level)   National Rankings (TEA Performance Index)  Enhance Westlake Academy’s  Unique Sense of Place  Volunteer Hours   Percentage of staff with international experience   Percentage of students involved in club/activity through WA   Percentage of graduations wo attend / send regrets for diploma ceremony  FINANCIAL  STEWARDSHIP  Increase External Revenues  Sources  Number of external grant applications submitted   Percentage of external grants received/given   Percentage of income/gifts from new sources   Number of days in Fund Balance   Number of corporate volunteer experiences   Improve Financial Stewardship  Percentage of audits with unmodified opinion   Quarterly financial report data (measure?)   Awards from GFOA and ASBO and Texas Comptroller  ACADEMIC  OPERATIONS  Optimize Student Potential   STAAR, SAT, ACT, AP, DP IB exam results   Teacher Appraisals / Reviews    Student & Staff Annual Survey    Student to Teacher Ratios  Improve Efficiencies of Operational Systems  Programs aligned with mission, vision, IBO & state standards (measure?)   Per Pupil Expenditure Costs  Strengthen our Westlake  Academy Culture  Parent Survey Results (listed above in Stakeholder Satisfaction)   Exit Survey – Leavers   Lottery Waiting lists – internal/external   Annual Feedback – Appraisal System    Percentage of parents who attend school hosted meetings  Strengthen IB Philosophy and Implementation  Rubric results of PYP Exhibition, MYP Personal Project, & DP Extended Essay   Results of IB Programme evaluations  PEOPLE,  FACILITIES,  AND  TECHNOLOGIES  Attract, Recruit, Retain & Develop the Highest Quality  Workforce  Time to fill positions / turnover rate (Tier One)   Offer to acceptance ratio (Tier One)   Number of training opportunities per year   Employee satisfaction results   Increase the Capacity of Teachers and Staff  Teacher & Administration Feedback   Staff Survey (linked from above objective)  Improve Technology, Facilities & Equipment  Annual number of devices available to students / staff   School Dude requests for service / time to completion   Number of staff members/students supported through IT / per IT staff allocations     16 STRATEGIC PLANNING & MANAGEMENT SYSTEM  We consistently evaluate our work and review our performance quarterly because we firmly believe what gets  measured gets done. As we improve our ability to gather and mine data about our work, we will be able to  expand our performance measures to the departmental business plans as a gauge of success. The  departmental efficiency and effectiveness measures along with the outcome‐based measures will be grouped  with the appropriate strategic objective to give an overall picture of the Academy’s performance.   As the  Academy continues to develop these scorecards and measurement units, data sources, and targets will be  refined. Through quarterly performance reviews, trends are also tracked over time through budget  documents.    STRATEGIC INITIATIVES  Continuation of an updated facilities master plan Utilization of the unique outdoor learning center Creating opportunities for students & teachers to expand their international mindedness by extending learning beyond the classroom walls Implementation of new student/family orientation program to enculturate student/families into WA’s culture of success Integrate a balance of assessments including high‐quality standardized testing along with effective classroom formative and summative assessments Growth with the WA House System presence on campus through authentic learning experiences and through the Learner Profile Establishment of an “Angel Fund” designed to support need‐based students for international travel & field trips Creating a new teacher mentoring program designed to support & develop teachers’ pedagogical expertise Integration of technology into the teaching & learning in a seamless and organic design that promotes the 4 C’s (creativity, critical thinking, collaboration, communication) of 21st century learning WESTLAKE ACADEMY’S DESIRED OUTCOMES  Five desired outcomes have been identified and linked to the Academy’s strategic planning efforts:          High   Student  Achievement  Develop inquiring, knowledgeable, caring and  disciplined young people who use their unique  talents to create a better and more peaceful  world through intercultural understanding and  respect.  Strong Parent   and Community  Connections  To involve all stakeholders in building a better  Westlake Academy community.  Financial  Stewardship and  Sustainability  To ensure sufficient, well‐managed resources  to support and advance the mission of  Westlake Academy.  Student  Engagement and  Extracurricular  Activities  To ensure that all athletics, community service  and extracurricular activities are held to the  same standard of excellence as the curricula  programs to promote well‐balanced students.  Effective  Educators   and Staff  Recruit, develop and retain a core faculty and  staff with the personal qualities, skills and  expertise to work effectively with the IB  inquiry‐based, student‐centered curricula.  Westlake Academy’s strategic  planning structure is the product  of many hours of analysis, review  and discussion.    Academy staff, under the  direction of the Board of Trustees,   continually gathers information and input from stakeholders carefully tracks and analyzes student achievement  considers economic and demographic trends  formulates long‐range goals plans for future challenges develops comprehensive guidelines that ensure student success. 17 STRATEGIC PLANNING & MANAGEMENT SYSTEM  WESTLAKE ACADEMY – TIER TWO STRATEGY MAP  A Tier Two Strategy Map is cascaded from the Tier One map that is developed by the elected officials.  The  Board of Trustees worked with staff teams to identify the strategic objectives that are important to our  overall success and service provision levels for the stakeholders of the Academy.  The Tier One map is drafted  at the municipal level of the organization and then cascaded to the educational department of the school.   This ensures alignment with our values and vision throughout the Town.   PARENT SURVEY RESULTS  In addition to monitoring these performance measures, the Academy also values the opinion of its parents.  Typically every two years, Westlake undertakes a broad stakeholder survey designed to measure academic  performance and to gauge the current and future needs of the students. This survey is an incredibly useful  tool within the strategic management system, and it allows Academy services to be tailored based upon  parent feedback. Westlake’s performance measures are dynamic and undergo on‐going review.  18 CHALLENGES   As a charter school owned by a municipality, Westlake Academy has some unique challenges. These  challenges drive and shape the budget process.  The most pressing driver is the task of balancing the  projected enrollment of Westlake residents; while maintaining an Academy enrollment level that generates  a revenue stream that can sustain the school.  It is important to note that the only requirement for  admittance into the Academy is based upon student residency.   Westlake Academy admits students from two distinct geographic areas called primary and secondary  boundaries:  PRIMARY boundary: concurrent with geographic boundary of the Town of Westlake SECONDARY boundary: adopted by the Board of Trustees and approved by the Texas Education Agency in June 2008 and include identified Independent School Districts who are admitted through a lottery system. The Town of Westlake is currently experiencing high growth and development.  Each year, more new  residents continue to move into the Town of Westlake so their children can attend Westlake Academy  without having to experience the variable of the lottery system. As such, there is a goal to maintain  flexibility in our classrooms so that space is available throughout the school year for the children of  Westlake residents.    GOALS, STRATEGIES, INITIATIVES AND  LONG TERM FINANCIAL SUSTAINABILITY  Overall, Westlake Academy utilizes the balanced scorecard (BSC) approach to strategic planning and  management.  It is used to:  Communicate what we are trying to accomplish Align the day‐to‐day work that everyone is doing with strategy Prioritize projects, products and services Measure and monitor progress towards strategic targets. The BSC approach connects the dots between big picture strategy elements such as mission, vision and  values to the Academy’s actions and focus priorities.  This approach leads to long term sustainability.  Reference GFOA Criterion 4.D.2: Goals Reference GFOA Criterion 4.D.3: Strategies and Initiatives Reference GFOA Criterion 4.D.5: Long-Term Financial Sustainability 19 This page is intentionally blank BUDGET OVERVIEW AND PROCESS  Projecting the budget allocations of the Academy is a continual process that responds to the changing needs of the  Academy students and staff as well as variations in the fiscal environment such as State funding.  The development  of the Academy budget for fiscal year 2021/22 began in January 2021, presented at a Westlake Board of Trustees  meeting in June 2021 for additional input, and adopted in August 2021.    The Academy approach to balancing the combination of fast student growth in a restricted funding environment  along with increasing academic standards requires that the budget process be instructionally driven and guided by  the Academy’s Strategic Plan.  During the budget development process, the staff reviewed all revenues and  expenditures and focused on aligning the allocation of resources, both personnel and financial, with the  accomplishment of established goals and outcome objectives contained in our Strategy Map.   The Board of Trustees regularly receives quarterly budget updates, some of which are detailed in the trend analysis  and the five‐year financial forecast discussed later in this document.  Upon receipt of the adopted annual budget,  the Board holds budget workshops to review adopted changes, their associated outcomes for the next fiscal year,  as well as their impact in a five (5) year financial forecast.  Following is a summary of the nine main steps taken in preparation of the adopted budget:  1.Budget Preparation 2.Fund Types and Structure 3.Basis of Accounting and Budgeting 4.The Budget Process 5.Balanced Budget 6.Budget Amendments 7.Budget Adoption 8.Long Term Forecasting 9.Budget Calendar BUDGET PREPARATION  As in previous years, efforts have been made to control expenditures while continuing to deliver an excellent level  of service to our citizens.  Concentrated efforts have been made to produce a document that clearly illustrates the  uses of Academy resources in a format that may be utilized as a resource tool by the Board of Trustees, Academy  staff, and the citizens of Westlake.  Our budget preparation process continues to be refined on an annual basis,  operating within clearly defined budget preparation guidelines.    Budgeting is an essential element of the financial planning, control and evaluation process.  The “operating budget”  is the Academy’s annual financial operating plan.  The budget includes all the operating departments of the  Academy included in the General Fund and Special Revenue funds.   The budget is prepared with the cooperation of  all Academy departments and is submitted to the Superintendent who makes any necessary changes and transmits  the document to the Board of Trustees.  A budget preparation calendar and timetable are established and followed  in accordance with State law.  A “bottom‐up” approach is used to solicit input from the staff leadership team as to their operations’ needs with  an emphasis on:  Identifying costs to provide the current level of services. Identifies additional cost increases needed to maintain the current level of service. Additional resources necessary to provide new or increased levels of service. Delineating changes in fund balance levels for each fund. 22 BUDGET OVERVIEW AND PROCESS  The following procedures, which are guided by generally accepted budgeting practices, have been established:  The annual operating budget presents appropriations of expenditures and estimates of revenues for all government funds.  These revenues include federal, state, and local revenues. The annual operating budget illustrates expenditures, anticipated revenues, and the estimated impact on reserves. Budgets for each function are broken down into specific object codes, including payroll and payroll related, professional and contracted services, supplies and materials, other operating costs, and debt service. Revenue projections are prepared for each revenue source based on an analysis of historical revenue trends and current fiscal conditions. Goals and objectives have been developed and are incorporated into the evaluation of employees and performance of the organization. A budget message summarizing local financial conditions and principal budget issues is presented to the governing board along with the annual budget. BUDGET CALENDAR  The Budget Process covers the financial cycle starting with budget planning and ending with the audited annual  financial report.  BALANCED BUDGET  As per State Law, current operating revenues will be sufficient to support current operating expenditures.  Annually  recurring revenue will not be less than annually recurring operating budget expenditures.   Debt or bond financing  will not be used to finance current expenditures.  FUND TYPES AND STRUCTURE  The accounts of the Academy are organized and operated on a basis of funds. A fund is an independent fiscal and  accounting entity with a self‐balancing set of accounts. Fund accounting segregates funds per their intended  purpose and is used to aid management in demonstrating compliance with finance related legal and contractual  provisions. The minimum number of funds is maintained consistent with legal and managerial requirements.   Timeline Description of Activities  October ‐ December Strategic Plan review and development occurs  December Westlake Academy Instructional Leadership Team (ILT) begins planning  upcoming budget  January ILT meets with Westlake Academy affiliates for joint planning  Jan ‐ March Review and develop Capital Improvement Plan, Five‐Year Projection, and  Personnel Cost Estimates  April Develop improvement plans for each grade level and department  May Strategic Plan preparation process occurs; preliminary budgets developed  June Board of Trustees (BOT) Budget Retreat  July Current budget review; budget amendments for current year if necessary  August BOT consideration and adoption of Westlake Academy Budget for Upcoming  School Year  October Annual financial audit   23 BUDGET OVERVIEW AND PROCESS  Academy funds are classified into the following two categories:  GOVERNMENTAL FUNDS ‐ The funds are used to account for the Academy’s general government activities, including the collection and disbursement of specific or legally restricted monies. Governmental funds use the flow of current financial resources measurement focus and the modified accrual basis of accounting. The General Fund is the Academy's primary operating fund. It accounts for all financial resources of the Academy, except those required to be accounted for in another fund. Special Revenue Funds account for the revenue sources that are legally restricted to expenditures for specific purposes. FIDUCIARY FUNDS ‐ The fund’s account for resources that are held in trust for individuals or other governments, in this case monies that are held in a custodial capacity for the benefit of student organizations BASIS OF BUDGETING AND ACCOUNTING   The term basis of budgeting is used to describe when events or transactions are recorded and recognized.   In the Modified Accrual Basis ‐   revenues are recognized in the period when they became available and measurable expenditures are recognized when the liability is incurred In the Accrual Basis ‐  revenues are recorded when earned expenses when the liability is incurred Budgets are prepared on the same basis of accounting that is used in financial statements.  The basis of budgeting  refers to when revenues and expenditures are recognized in the corresponding accounts and reported in financial  statements.  Governmental fund types, including the general fund, are budgeted using the Current Financial  Resources Measurement Focus and the Modified Accrual Basis of Accounting. Westlake Academy’s only Fiduciary  Fund (the Agency Fund, described below) is not a budgeted fund.  Under the modified accrual basis of accounting, revenue is recognized when it becomes susceptible to accrual, i.e.,  when it becomes measurable and available.  Measurable means the amount of the transaction can be determined  and available means collectible within the current period or soon enough thereafter to pay liabilities of the current  period. The Academy considers revenues available if they are collected within 60 days after year‐end. Expenditures  are recognized when the related fund liability is incurred.    Foundation State Program (FSP) funds are susceptible to accrual. Miscellaneous revenue items, which are not susceptible to accrual, are recognized as revenue only as they are received in cash. Entitlements and grants are recognized as revenue at the time of receipt or earlier if the susceptible to accrual criteria are met. Expenditure driven grants are recognized as revenue when the qualifying expenditures have been incurred and all other grant requirements have been met. The basis of budgeting  and accounting is  shown in the chart  to the right:  Governmental Fund  Annual  Operating Budget  Audited  Financial Statements  General Fund Modified Accrual Modified Accrual  Special Revenue Funds Modified Accrual Modified Accrual  24 BUDGET OVERVIEW AND PROCESS  THE BUDGET PROCESS  The Academy’s fiscal year begins each year on September 1st and ends on August 31st of the following calendar  year.  Prior to the beginning of the fiscal year, the Superintendent must submit a budget to the Board of Trustees  which includes:  A budget message A consolidated statement of anticipated revenues and expenditures for all funds Resources for General Fund and Special Revenue Funds in detail A summary of expenditures by function and object code Detailed estimates of expenditures shown separately to support expenditures The budget preparation process begins early in the calendar year with the establishment of overall Academy goals,  objectives, and analysis of current year operations compared to expenditures.   Budget policies and procedures are reviewed at the same time to reduce errors and omissions. In May, the Finance Department prepares budget forms and instructions for estimating revenues and expenditures. Leadership Team members submit baseline expenditures for current service levels and any additional one‐ time or on‐going request they may have for their department. A round‐table meeting is subsequently held with the Superintendent, the finance staff and each department head for review. After all funding levels are established and agreed upon the budget is presented to the Board of Trustees. A public hearing on the budget is conducted in accordance with state and local law. This meeting is held after the Board has reviewed the budget during a workshop. The Board of Trustees approves a level of expenditure (or appropriation) for each fund to go into effect on September 1st, prior to the expenditure of any Academy funds for that budget year. BUDGET AMENDMENT PROCESS  The Superintendent may request that the current year budget be amended at the function level.  In this process:  Budget amendments moving funds between functions will be approved by the Board of Trustees. Often, these amendments influence the shaping of the current budget as actual trends in revenues and expenditures are realized and accounted for at that time. Program principals and coordinators are  responsible for monitoring their respective  programme budgets. The Finance Department will monitor all financial operations and will decide whether to proceed with  a budget amendment.  The Final Amended Budget for the Year Ending August 31, 2021 will be submitted at the August 2021 Board meeting. 1. •Principals & Coordinators monitor their respective programme budgets 2. •Finance monitors all financial operations,  determining if a budget amendment is  needed 3. •Finance prepares budget amendments, including justification on changes 4. •Final Amended Budget is submitted with the Proposed Budget 5. •Board of Trustees reviews for approval 25 BUDGET OVERVIEW AND PROCESS  LONG TERM FORECASTING  Most annual operating budget documents focus on a single 12‐month period where spending and revenue  decisions made today will have effects that extend beyond that fiscal year.  Because of that, the Academy requires  that long‐term forecasting be made part of the Annual Operating Budget document.  The purpose of the policy is to:   Ensure on‐going financial sustainability beyond a single fiscal year or budget cycle Achieve the Academy’s mission and vision Systematically link the annual budget to a multi‐year master financial plan. Should long term forecasts and analysis show that the school system does not have a “positive operating balance”  over the multi‐year period, the Academy shall bring this to the attention of the Superintendent.  A “positive  operating balance” means that the ending fund balance meets or exceeds the minimum levels prescribed in the  Academy’s reserve policies. The policy states the Academy shall strive to maintain the General Fund unassigned  fund balance at 45 days of operation.  As can be seen below, the fund balance, if as projected, will decline yet  remain more than the desired 45 days.  BUDGET ADOPTION    Legal requirements for charter school budgets are formulated by the state and the TEA.  A Board typically adopts an  appropriated budget on a basis consistent with GAAP for the general fund, debt service fund and child nutrition  program (which is included in special revenue funds).  However, the Academy does not maintain a debt service  fund or a child nutrition program; therefore, only the General Fund is required to be adopted.  Special Revenue  Funds are not adopted by the governing body and are shown for informational purposes only.     At a minimum, the Academy is required to present the original and the final amended budgets for revenues and  expenditures compared to actual revenues and expenditures for the General Fund.  The Board of Trustees conducts  the required public meeting and adopts the budget in August prior to beginning the fiscal year which runs from  September 1st to August 31st.  26 BUDGET OVERVIEW AND PROCESS  Annual  Budget   A budget is required to be adopted annually for the General Fund (Westlake Academy  does not maintain a Debt Service Fund or child nutrition program).  The budget is  adopted on a basis consistent with generally accepted accounting principles.  All  appropriations lapse at fiscal year‐end.  On or before August 31st of each year, the Superintendent submits for review by the  Board of Trustees a budget for the upcoming school year.  After reviewing the budget  and holding public meetings as necessary, the final budget is prepared and adopted.  The appropriated budget is prepared by fund and function.  The Board may make  transfers between functions within a fund and may amend the total budget following  the same procedures required to adopt the original budget.  The legal level of  budgetary control is at the fund level.   Key  Revenues  Public charter schools in the State of Texas do not have taxing authority, nor do they  receive facility funding.   Consequently, the Academy receives most General Fund  revenues via the State Funded Foundation School Program (FSP) and is  disproportionately affected by changes in FSP funding levels set by the Texas  legislature.   State funding of public education was decreased by the State Legislature in 2001.   While it has increased somewhat since then, the allocation has not kept pace with basic  cost increases.   And, in the Legislature’s most recent 2017 session, the per student  funding for public education was not increased for the next biennium.    Note that the amount of state aid received through the Foundation School Program is a  function of the total number of students enrolled at the Academy as well as the  additional funding from Career and Technical Education classes.   Key  Expenditures  Compensation and benefits are the largest operating cost for Westlake Academy,  comprise most total operating expenditures.  The current forecast assumes no further  expansions of curriculum or other programme areas that would necessitate additional  staff.  Other costs including utilities, supplies, and professional services are held at 1%  unless additional revenue sources are realized.   Fund   Balance  The Superintendent and Board of Trustees are devoted to safeguarding and improving  the financial condition of Westlake Academy.  The Academy shall strive to maintain an  unassigned General Fund Balance of 45 days of operation, and Fund Balance monies  will only be used with Board approval for specific needs.  Board policy stipulates that all  future increases in expenditures must be offset by new or additional revenues.  A full  listing of Fund Balance policies can be found at the end of this section.  27 BUDGET DOCUMENT STRUCTURE The goal of the budget document is to provide timely, transparent information concerning the past, current, and projected financial status of the Academy. The budget is a holistic planning document used in concert with our strategic plan to facilitate decisions that support the educational goals and strategic objectives of the Academy. The budget document is but one part of a system designed to link together critical governance and management decision making tools. This system is designed to integrate: •Strategic planning •Five-year financial forecasting, budgeting, and performance measurement linked to priorities, objectives, and outcomes •Reporting to monitor progress in outcome achievement and accountability for results •Aligning human and financial resources to prioritized outcomes and objectives •Long term approach to ensure financial sustainability •Working within Board adopted financial policies for the Academy •Maintaining core services Discussion and review of the information contained in both the strategic plan and the budget document consistently leads to operational and educational improvements that impact the students and parents of Westlake Academy. The development, review, and consideration of the Governmental Fund budgets (the General Fund and Special Revenue Funds) were completed with a detailed and exhaustive review of every revenue and expenditure item within the context of the Academy’s Vision, Mission and Values statements, strategic planning efforts, and Board policy. The Board of Trustees provides governance and policy direction, while the Superintendent, finance department and campus and administrative staff develop the budget document for the Board’s review. Staff reviews each existing expenditure request and the allocations for the coming school year and asks, “is this the best use of public funds?” The budget document and the year-end comprehensive annual financial audit are the primary vehicles through which the Academy’s financial plans are presented. 2828 BUDGET DOCUMENT STRUCTURE The budget document is organized into the following sections for submission to ASBO for the Meritorious Budget Award. 1.Executive Summary Introduces the reader to the document as a whole. It highlights important information contained in the budget. Users rely on this section to get an overview of what they can expect to find in the rest of the document. 2.Organizational Section Provides the context and framework within which the budget is developed and managed. This section includes the Academy’s organizational and financial structure as well as the controls that direct and regulate the development and administration of the budget. 3.Financial Section Presents the heart of the Academy’s budget document. The adopted budget is presented as a series of financial schedules along with past budget figures and future projections. 4.Informational 5.Section Contains additional information about the Academy, including descriptions of the IB curriculum and programmes, enrollment and employment figures, testing and performance scores, benchmark data, academic achievements, and other miscellaneous data. Working Woman in the Great Depression (1930’s) by Lily Hansen, Senior 2021 2929 FUND BALANCE COMPONENTS NONSPENDABLE FUND BALANCE •Portion of net resources that cannot be spent because of their form and because they must be maintained intact. RESTRICTED FUND BALANCE •This term will is used to describe net fund resources subject to externally enforceable legal restrictions. ASSIGNED FUND BALANCE •This term is used to describe the portion of fund balance that reflects a government’s intended use of resources. UNASSIGNED FUND BALANCE •The residual net resources in excess of what is properly categorized in one of the other four categories. COMMITTED FUND BALANCE •The portion of fund balance constrained by limitations imposed by government at its highest level and remains binding unless removed in the same manner. In February 2009, the Governmental Accounting Standards Board (GASB) issued GASB Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions. This Statement established five components of fund balance and because circumstances differ among governments, not everyone will report all components. GASB 54 shifts the focus of fund balance reporting from the availability of fund resources for budgeting to “the extent to which the government is bound to honor constraints on the specific purposes for which amounts in the fund can be spent.” •Fund Balance Reporting - The Academy shall report governmental fund balances per GASB 54 definitions in the balance sheet as follows: Non-spendable, Restricted, Committed, Assigned, Unassigned •General Fund Unassigned Fund Balance - The Academy shall strive to maintain the General Fund unassigned fund balance at 45 days of operation. •Use of Fund Balance - Fund Balance will be targeted to only be used with Board approval and can only be used for the following: emergencies, non-recurring expenditures, such as technology/FF&E (furniture, fixtures and equipment), or major capital purchases that cannot be accommodated through current year savings. Should such use reduce the balance below the appropriate level set as the objective for that fund, recommendations will be made on how to restore it. •Approval of Commitments - The Board of Trustees shall approve all commitments by formal action. o The action to commit funds must occur prior to fiscal year-end, to report such commitments in the balance sheet of the respective period, even though the amount may be determined after fiscal year-end. o A commitment can only be modified or removed by the same formal action. o The Board of Trustees delegates the responsibility to assign funds to the Superintendent or his/her designee. o The Board of Trustees shall have the authority to assign any number of funds. o Assignments may occur after fiscal year-end. o The Board of Trustees will utilize funds in the following spending order: Restricted, Committed, Assigned, and Unassigned. The following items are Assigned in the Westlake Academy Budget; Technology, Furniture, Fixtures & Equipment Replacement, and Uniforms & Equipment Replacement 3030 FUND TYPES AND STRUCTURE GOVERNMENTAL FUNDS TYPES General Fund 199 General Fund 198 Athletic Fund 197 Transportation Fund 196 Westlake Academy Foundation Fund ALL FUND TYPES Governmental Funds General Fund 4 Funds Special Revenue Funds 9 Funds Debt Service Fund N/A Capital Project Funds N/A Permanent Funds N/A Proprietrary Funds Internal Service Funds N/A Enterprise Funds N/A Fiduciary Funds Pension Trust Funds N/A Investment Trust Funds N/A Private Trust Funds N/A Agency Funds 1 fund Westlake Academy, along with other School Districts throughout the State of Texas, record and report all financial transactions using standard set by the Governmental Accounting Standards Board (GASB) and General Accepted Accounting Principles (GAAP). Accordingly, these standards require all School Districts to use individual funds that must be categorized into one of 11 Funds Types. G E NERAL F UND The General Fund is comprised of four subordinate funds: General, Athletic Activities, Transportation, and WA Foundation. This fund accounts for the operational activities, supported by State and local revenues, required to maintain the Academy’s facilities, and pay its employees. •Fund 199 General Fund - This classification must be used for funds in which the local governing board designates. The local governing board has wide discretion in their use as provided by law. This fund usually includes transactions because of revenues from local sources and State Foundation School Program Sources. Any locally defined code that is used at the local option is to be converted to Fund 199 for PEIMS reporting. •Fund 198 Athletic Activities - This locally defined fund code is used to account for expenditures for athletics that normally involve competition between schools (and frequently involve offsetting gate receipts or fees such as football, baseball, volleyball, track, tennis, and golf). This fund is converted to Fund 199 for PEIMS reporting. •Fund 197 Transportation/Parking - This locally defined fund code is used to account for revenues and expenditures related to transportation for students. This fund is converted to Fund 199 for PEIMS reporting. •Fund 196 Westlake Academy Foundation (WAF) - This locally defined fund code was created to help Academy and Foundation leaders segregate funding received from WAF donors, providing a transparent view of the contributions’ impact. The donations enable WA to provide above and beyond opportunities, which enhance the high-quality IB education students receive, and empowers them to achieve their highest individual potential. This fund is converted to Fund 199 for PEIMS reporting. 3131 FUND TYPES AND STRUCTURE GOVERNMENTAL FUNDS TYPES Special Revenue Funds Fund 461 Campus Activity Funds Fund 224 IDEA-B Formula Fund 484 Local Grants Fund 283 ESSER III Supplement Fund 491 COVID-19 Mitigation Fund 397 Texas Advanced Placement Initiative Fund 410 Instructional Materials Allotment Fund 498 Int'l Mindedness Educator Symposium Fund 497 Student Travel S PECIAL R EVENUE F UNDS Special Revenue Funds account for local, state and federally financed programs or expenditures legally restricted for specified purposes or where unused balances are returned to the grantor at the close of a specified project period. These funds are not adopted by the governing body and shown here for informational purposes only. •Fund 224 IDEA-B Formula (Federally funded) - Fund is used, on a project basis, for funds granted to operate educational programs for children with disabilities. •Fund 283 ESSER III Supplement (Federally funded) - Fund is used for intensive educational supports for students not performing satisfactorily due to pandemic’s effects. •Fund 397 Texas Advanced Placement Initiative – A program that reimburses the Academy for a portion of the cost related to an approved teacher training program. •Fund 410 Material Allotment (State funded) - Funds to purchase the instructional materials that will be used to support the Texas Essential Knowledge and Skills (TEKS). •Fund 461 Campus Activities (Locally funded) - Fund is to be used to account for transactions related to a principal’s activity fund if the monies generated are not subject to recall by the school district’s Board of Trustees into the general fund. These funds provide after-school activities and local/international travel at Westlake Academy. •Fund 484 Local Grants (Locally funded) – These funds represent grants from Westlake Academy Foundation, the House of Commons, and the Westlake Academy Athletic Club for specific purposes. •Fund 491 COVID-19 (State funded) – These funds represent unbudgeted expenditures made during the mandated school closure beginning in March 2020 and include such items as technology equipment for distance learning, counseling supplies, additional janitorial services and cleaning supplies. As part of the CARES Act, these expenditures will be reimbursed by TEA. •Fund 497 Westlake Academy Foundation Financial Assistance (Locally funded) - This grant from the Westlake Academy Foundation provides financial assistance for student activities. •Fund 498 International Mindedness Educator Symposium (Locally funded) – Fund will be used for the annual symposium hosted by Westlake Academy focusing on global collaboration. FIDUCIARY FUND TYPES Westlake Academy has a single Fiduciary-type fund, called the Agency Fund, which accounts for resources held in a custodial capacity for the benefit of student organizations. The Agency Fund is not a budgeted fund. 3232 ACCOUNT CODING STRUCTURE Financial transactions within funds are organized and classified through the account code system. Section 44.007 of the Texas Education Code (Code or TEC) requires that a standard school district fiscal accounting system be adopted by each school district. The system must meet at least the minimum requirements prescribed by the State Board of Education and be subject to review and comment by the state auditor. Additionally, the accounting system must conform to Generally Accepted Accounting Principles (GAAP). This section further requires that a report be provided at the time that the school district budget is filed, showing financial information sufficient to enable the state board of education to monitor the funding process and to determine educational system costs by school district, campus and program. The Texas Education Code, Section 44.008, requires each school district to have an annual independent audit conducted that meets the minimum requirements of the State Board of Education, subject to review and comment by the state auditor. The annual audit must include the performance of certain audit procedures for reviewing the accuracy of the fiscal information provided by the district through the Public Education Information Management System (PEIMS). The audit procedures are to be adequate to detect material errors in the school district’s fiscal data reported through the PEIMS system for the fiscal period under audit. A major purpose of the following accounting code structure is to establish the standard school district fiscal accounting system required by law. Although certain codes within the overview may be used at local option, the sequence of the codes within the structure, and the funds and chart of accounts, are to be uniformly used by all school districts in accordance with Generally Accepted Accounting Principles (GAAP). A CCOUNT C ODE S TRUCTURE Fund Code XXX Function Code XX Object Code XXXX Sub Object Code XX Organization Code XXX Year Code X Program Intent Code XX Local Option Code XXX (1xxx- 8xxx) Account Groups (9xx) (11-99) 1X – Assets 2X – Liabilities 3X – Fund Equity 4X – Clearing Accts 5X – Revenues 6X – Expenditures 7X – Other Resources 8X – Other Uses (xx) (001-999) (0-9) (11-99) (xxx) 3333 REVENUE CLASSIFICATIONS LOCAL FUNDING REVENUES Local funding consists of the following major sources from the Town of Westlake and the Westlake Academy Foundation (WAF). •The Town of Westlake provides administrative, human resources, facilities, and financial services for the Academy and is responsible for all debt service payments relating to Academy facilities and infrastructure. •The Westlake Academy Foundation is an independent, non‐profit organization that raises funds through donations and various fundraising efforts. The WAF conducts several annual fundraising activities, including the Blacksmith Campaign, an annual fund drive that was started to bridge the funding gap between what charter schools receive in state allocations in comparison to local ISDs. Today, funding received is used to provide above and beyond educational opportunities for students, which enhance the high‐quality IB education they receive. Contributions are also used to provide professional development and appreciation opportunities for the exceptional WA staff. The Foundation mainly directs fund raising efforts towards the parents of Academy students and tries to leverage these donations with the employers who have matching programs for individuals that contribute time or money to non‐profits. The Blacksmith Campaign is held each year in the month of October and each family is encouraged to contribute approximately $2,500 per student to help cover the gap between the state public education funding and what the Academy spends on each student. FEDERAL FUNDING •Federal funding is received through grants supporting the special education program. In addition, the Academy is eligible to receive the ESSER III Supplemental grant, which will be used to mitigate any learning deficiencies that occurred during the COVID‐19 pandemic. STATE FUNDING •State funding, through the Foundation School Program (FSP), is the largest single appropriation of state general revenue funds and is the primary means of distributing state aid to Texas public schools. The funds come from state tax revenue, the state lottery, and the Permanent School Fund. This program ensures that all school districts and charter schools, regardless of property wealth, receive “substantially equal access to similar revenue per student at similar tax effort.” (TEA 2021) 3434 REVENUES ALLOCATED BY STAFF TYPE & FUNCTION REVENUES ALLOCATED BY STAFF TYPE Allocation process includes all available funding $9,371,746 REVENUES ALLOCATED BY FUNCTION Allocation process includes all available funding $9,371,746 FY 21/22 Employee Proposed Percent Revenue Type Staffing of Total Allocation Principals 5.50 5.31% $ 497,919 Coordinators 6.83 6.60% 618,325 Primary 26.50 25.60% 2,399,066 Secondary 36.69 35.44% 3,321,574 Support 15.33 14.81% 1,387,837 Specialist 6.17 5.96% 558,575 Foundation 1.50 1.45% 135,796 Facilities 3.00 2.90% 271,592 Technology 2.00 1.94% 181,062 TOTAL 103.52 100.00% $ 9,371,746 Function Description FY 21/22 Proposed Staffing Percent Of Total Revenue Allocation 11 Instructional 69.36 67.00% $ 6,279,215 12 Media/Library 1.67 1.61% 151,186 21 Instructional Leadership 2.50 2.41% 226,327 23 Campus Leadership 16.32 15.77% 1,477,462 31 Guidance/Counselors 4.00 3.86% 362,123 33 Health Service/Nurses 1.00 0.97% 90,531 36 Extra-Curricular 1.00 0.97% 90,531 41 General Administration 0.50 0.48% 45,265 51 Facilities Maintenance 3.00 2.90% 271,592 53 Information Technology 2.67 2.58% 241,717 61 WA Foundation 1.50 1.45% 135,796 TOTAL 103.52 100.00% $9,371,746 Budgetary allocations are an integral element of financial planning for learning organizations. As such, they indicate the level of resources an organization is committing to a department or program. Westlake Academy and the Town of Westlake under their shared services model work in harmony to determine resource and revenue allocations. The leadership of the Academy works directly with the Directors of the Finance and Human Resource departments to determine staffing needs as well as program needs. Within the scope of the Academy’s strategic plan, staffing and program allocations are determined. 3535 EXPENDITURE CLASSICATIONS OBJECT CODE GENERAL DESCRIPTIONS The object number is a 4-digit code that describes the type of revenue or expenditure incurred and is comprised of the fifteenth through eighteenth digits in the code structure. For example: •61XX Payroll and Payroll Related •62XX Professional & Contracted Services •63XX Supplies and Materials •64XX Other Operating Costs •65XX Debt Service •66XX Capital Outlay (not applicable to charter schools) FUNCTION CODES – GENERAL DESCRIPTIONS A function code represents a general operational area at the Academy and groups together related activities. The assignment and use of function numbers is based on the financial accountability standards established by the Texas Education Agency in accordance with the Texas Administrative Code. The function code is a 2-digit number that follows the 3-digit fund code in the accounting number scheme. FUNCTION CODE FUNCTION CODE DECRIPTION 11 Instruction 12 Instructional Resources & Media Sources 13 Curriculum Development & Instruction / Staff Development 21 Instructional Leadership 23 School Leadership (Principal) 31 Guidance, Counseling& Evaluation Services 32 Social Work Services 33 Health Services 34 Student (Pupil) Transportation 35 Food Services 36 Co-curricular/Extracurricular Activities 41 General Administration (Superintendent/Board) 51 Plant Maintenance and Operations 52 Security and Monitoring Services 53 Data Processing Services 61 Community Services 71 Debt Service 81 Facilities Acquisition and Construction 3636 EXPENDITURE CLASSICATIONS 10 INSTRUCTION AND INSTRUCTIONAL RELATED SERVICES •Function 11- Instruction - This function is used for activities that deal directly with the interaction between teachers and students. This function includes expenditures for direct classroom instruction and other activities that deliver, enhance, or direct the delivery of learning situations to students. Expenditures for the delivery of instruction in regular program basic skills, bilingual and ESL programs, compensatory, remedial or tutorial programs, gifted and talented education programs, and vocational education programs are classified in function 11. For example, function 11 includes classroom teachers, teacher assistants, and graders, but does not include curriculum development (function 13) or principals (function 23). •Function 12- Instructional Resources and Media Services - This function is used for expenditures that are directly and exclusively used for resource centers, establishing and maintaining libraries, and other major facilities dealing with educational resources and media. For example, function 12 includes librarians, but does not include textbooks (function 11) or reference books in the classroom (also function 11). •Function 13 - Curriculum Development and Instructional Staff Development - This function is used for expenditures that are directly and exclusively used to aid instructional staff in planning, developing, and evaluating the process of providing learning experiences for students. This function also includes expenditures related to research and development activities that investigate, experiment and/or follow-through with the development of new or modified instructional methods, techniques, procedures, services, etc. For example, this function includes staff that research and develop, innovative new or modified instruction and staff who prepare in-service training for instructional staff, but does not include salaries of instructional staff when attending in-service training (function 11 or 12). 20 INSTRUCTIONAL AND SCHOOL LEADERSHIP •Function 21 - Instructional Leadership - This function encompasses those district-wide activities which have as their purpose managing, directing, and supervising the general and specific instructional programs and activities. For example, function 21 includes instructional supervisors but does not include principals (function 23). •Function 23 - School Leadership - This function includes expenses for directing, managing, and supervising a school. It includes salaries and supplies for the principal, assistant principal, and other administrative and clerical staff, including attendance clerks. 30 SUPPORT SERVICES – STUDENT •Function 31 - Guidance, Counseling, and Evaluation Service - This function includes expenses for testing and assessing student abilities, aptitudes, and interests with respect to career and educational goals and opportunities. It includes psychological services, testing, and counseling. 3737 EXPENDITURE CLASSICATIONS •Function 32 - Social Work Services - This function includes expenditures which directly and exclusively promote and improve school attendance. Examples include social workers, non-instructional home visitors, home visitor aides, and truant officers. •Function 33 - Health Services - This function embraces the area of responsibility y providing health services which are not a part of direct instruction. It includes medical, dental, and nursing services. •Function 34 - Student Transportation - This function includes the cost of providing management and operational services for transporting students to and from school. Function 34 includes transportation supervisors and bus drivers, but does not include field trips (function 11) or student organization trips (function 36). •Function 35 - Food Services - This function includes the management of the food service program at the schools and the serving of meals, lunches, or snacks in connection with school activities. Function 35 includes cooks and food purchases, but does not include concession stands (function 36). •Function 36 - Co-curricular/Extracurricular Activities - This function incorporates those activities which are student and curricular related, but which are not necessary to the regular instructional services. Examples of co-curricular activities are scholastic competition, speech, debate, and band. Examples of extracurricular activities are football, baseball, etc. and the related activities (drill team, cheerleading) that exist because of athletics. Function 36 includes athletic salary supplements paid exclusively for coaching, directing, or sponsoring extracurricular athletics, but does not include salaries for teaching physical education (function 11). 40 SUPPORT SERVICES - ADMINISTRATIVE •Function 41 - General Administration - This function includes expenses incurred for the overall administrative responsibilities of the District. It includes expenses for the school board, superintendent's office, personnel services, and financial services. 50 SUPPORT SERVICES - NON STUDENT BASED •Function 51 - Plant Maintenance - This function deals with expenditures made to keep buildings, grounds, and equipment safe for use and in efficient working condition. This function also includes expenditures associated with warehousing services. Examples include janitors, facility insurance premiums, utilities, and warehouse personnel. •Function 52 - Security and Monitoring Services - This function is used for expenditures that are for activities to keep student and staff surroundings safe, whether in transit to or from school, on a campus, or participating in school-sponsored events at another location. 3838 EXPENDITURE CLASSICATIONS •Function 53 - Data Processing Services - This function is for non-instructional data processing services which include computer facility management, computer processing, systems development, analysis, and design. Personal computers that are stand alone are to be charged to the appropriate function. Peripherals including terminals and printers are also to be charged to the appropriate function. 60 ANCILLARY SERVICES •Function 61 - Community Services - This function encompasses all other activities of the school district, which are designed to provide a service or benefit to the community or a portion of the community. Examples would include recreation programs, natatorium, and parenting programs. 70 DEBT SERVICE •Function 71 - Debt Service - This function includes expenditures for bond and lease purchase principal, and all types of interest paid. 80 CAPITAL OUTLAY •Function 81 - Capital Acquisition & Construction - This function includes expenditures that are acquisitions, construction, or major renovation of Academy facilities. Bridge Over a River of Words by Ananya Venkataramaiah 3939 SHARED SERVICE MODEL EXPENDITURES The Academy operates under a shared service model with the Town of Westlake, whereby the municipal operations team provides Human Resources, Financial, Facilities, Communications and Administrative support services to the Academy. General maintenance and replacement of infrastructure and equipment for the school is also expensed to the municipal budget. These service costs were previously booked to the Westlake Academy operating budget but were removed from the operating budget in the 2012-13 school year. The following operating costs are booked to the Town of Westlake’s General Fund and Debt Service Fund. •Municipal-Transfer to WA Operating Budget •Municipal-Transfer to WA for WAF staff (50% between Town and WA) •Annual Debt Service Payments •General Major Maintenance and Replacement •In-direct Operating Costs (Payroll and Related) Amended FY 2020/21 Proposed FY 2021/22 $ Increase (Decrease) % Increase (Decrease) Municipal-Transfer to WA WAF Staff 71,235 71,771 536 0.75% Annual Debt Service (Municipal budget) 1,829,193 1,825,366 (3,827) (0.21%) Major Maintenance and Replacement 281,000 410,000 129,000 45.91% In-direct Operating Costs 1,042,238 1,359,776 317,538 30.47% Total Municipal Costs $ 3,223,666 $ 3,666,913 $ 443,247 13.75% The support services for the Academy that generate indirect costs paid by the Town of Westlake are: •Finance and Accounting Services •Facility Maintenance Services •Human Resources •Information Technology •Communications •General Managerial Oversight (Superintendent) •Town Secretary including records maintenance and election administration •Board Support Services including policy advisement and strategic planning As part of the Academy’s unique financial structure the Town of Westlake is responsible for debt service payments associated with the Academy’s capital infrastructure. The Municipal Debt Service Fund is used to manage debt service payments, and Academy debt is accounted for in the annual municipal budget. DEBT SERVICE - As part of the Academy’s unique financial structure the Town of Westlake is responsible for debt service payments associated with the Academy’s capital infrastructure. The Municipal Debt Service Fund is used to manage debt service payments, and Academy debt is accounted for in the annual municipal budget. CAPITAL PROJECTS – There are no major Academic capital projects budgeted or planned through FY 21/22. 4040 RELATIONSHIP BETWEEN FUNDS AND FUNCTIONS Instruction Instructional /Media Resources Curriculum Development Instructional Leadership School Leadership Guidance & Counseling Health Services Student Transportation Co-curricular / Extra Curricular Activities General Administration Plant Maintenance and Operations Security & Monitoring Data Processing Services Community Services Debt Service FUND NAME 11 12 13 21 23 31 33 34 36 41 51 52 53 61 71 GENERAL FUND Fund 199 General Fund   Fund 198 Athletics  Fund 197 Transportation  Fund 196 WA Foundation    SPECIAL REVENUE FUNDS FUND NAME 11 12 13 21 23 31 33 34 36 41 51 52 53 61 71 Fund 224 IDEA-B Formula  Fund 283 ESSER III Supplement  Fund 397 TX Adv Placement  Fund 410 Instr Materials  Fund 461 Campus Activity  Fund 484 Local Grants     Fund 491 Covid-19  Fund 497 Student Travel  Fund 498 IMES   4141 FINANCIAL REPORTING ENTITY LEGAL AUTONOMY The Board of Trustees consists of six trustees (five trustees and the Board President) that also serve as the Town Council for the Town of Westlake, the entity that owns and operates the Academy. The Academy prepares its basic financial statements in conformity with generally accepted accounting principles promulgated by the Government Accounting Standards Board (the “GASB”) and other authoritative sources identified in Statement on Auditing Standards No. 69 of the American Institute of Certified Public Accountants, and it complies with the requirements of the appropriate version of the Texas Education Agency (TEA) Financial Accountability System Resource Guide (the “Resource Guide”) and the requirements of contracts and grants of agencies from which it receives funds. The Board has the authority to make decisions, appoint administrators and managers, and significantly influence operations. It also has the primary accountability for fiscal matters. Therefore, the Academy is a financial reporting entity as defined by the GASB in its Statement No. 14, “The Financial Reporting Entity.” The Academy’s basic financial statements include a separate entity that is controlled by or dependent on the Academy. The determination to include separate entities is based on the criteria of GASB Statement No. 24, “The Financial Reporting Entity” as amended by GASB Statement No. 39, “Determining Whether Certain Organizations are Component Units.” GASB defines the reporting entity as the primary government and those component units for which the primary government is financially accountable. To be financially accountable, a voting majority of the component unit’s ruling body must be appointed by the primary government, and either •the primary government can impose its will, or •the primary government may potentially benefit financially or be financially responsible for the component unit. The Westlake Academy Foundation (the “Foundation”) is a 501(c)3 nonprofit organization which was established exclusively for the purposes of supporting the Academy. This includes fundraising for and contributing raised funds to the Academy. The Foundation is discretely presented in the Westlake Academy financial statements and reported in a separate column to emphasize that it is legally separate from the Academy. Separate audited financial statements of the Foundation are prepared annually. 4242 This page is intentionally blank FINANCIAL FORECAST ASSUMPTIONS Student Enrollment Assumptions: •Increase of 9 students in FY 2021-22 •Student enrollment is expected to increase in future years due to continued residential growth. •Average Daily Attendance rate of 97%. Revenues: •100% use of Westlake Academy Foundation (WAF) Annual Program revenues (proposed $1.03 million). •Future revenue projections are based on the student average daily attendance (ADA), which is used to calculate the cost of public education for the next biennium. With the ongoing pandemic, revenues are expected to remain flat for FY 2021-22 and are calculated based on the ADA from the prior year. •Charter schools do not have taxing authority, making them reliant upon state and local funding sources. •As an open enrollment charter school, all State funding is determined each legislative session and channeled to Westlake Academy through the Foundation School Program (FSP). Charter schools are funded based on their weighted average daily attendance (WADA). A school’s WADA is determined not only by the number of students attending, but by their participation in special programs, such as special education and career and technology •Most Academy General Fund revenue is derived from the Foundation School Program. •Secondary sources include the Westlake Academy Foundation and the Blacksmith Campaign. •Growth in local revenues has been significant and is a result of strong parent and community support of the Academy. Expenditures: •Personnel costs are estimated to increase by an average 2% for teachers & administrators with 3% for support staff. •Due to the uncertainty of state funding professional services, supplies and other operating expenditures are being held flat in outer years and will only increase if revenues increase to offset additional expenditures. •House Bill 3 mandates remain in effect as the grade kindergarten through 3rd Reading Academy training continues in FY 2021-22 and will conclude in FY 2022-23. •ESSER III-Supplement funds will be granted to the Academy in FY 2021-22 and 2022-23 are to be used for intensive education supports for students not performing satisfactorily due to the pandemic. Supplemental funds will also be used to address accelerated instruction for lost instructional time. Funding needed after FY23 will need to be absorbed in the General Fund, if needed. 4545  Audited  Audited  Adopted  Amended  Proposed  Amount Projected Projected Projected Projected  FY 18/19  FY 19/20  FY 20/21  FY 20/21  FY 21/22 Inc/(Dec)FY 22/23 FY 23/24 FY 24/25 FY 25/26 REVENUE Transportation 21,725$         7,000$           10,500$          10,500$         10,500$         ‐$              10,500$         10,500$         10,500$           10,500$            Parking 18,277           1,820             15,000             15,000           15,000           ‐                15,000           15,000           15,000             15,000               Athletic Activities 104,378         75,095           88,100             88,100           88,100           ‐                88,100           88,100           88,100             88,100               Interest Earned 22,558           17,293           10,000             5,000             5,000             ‐                5,000             5,000             5,000                5,000                 WAF Blacksmith Donation 1,059,860     1,031,311     1,030,000       1,030,000     1,030,000     ‐                1,030,000     1,030,000     1,030,000       1,030,000         Salary Reimbursement (liaison to WAF) 67,054           71,431           71,235             71,235           71,771           536               72,489           73,214           73,946             74,685               Municipal Transfer 224,806         219,750         ‐‐ ‐ ‐                ‐ ‐ ‐ ‐ Other Local Revenue (sub, tech, prnt, misc)39,812           31,349           47,300             32,200           35,000           2,800            35,000           35,000           35,000             35,000               Technology Equipment Sale Proceeds 79,683            ‐                  ‐‐ ‐ ‐                ‐ ‐ ‐ ‐ Food Services 7,000             7,000             7,000               4,000             7,000             3,000            7,000             7,000             7,000                7,000                 Total Local Revenues 1,645,153     1,462,048     1,279,135       1,256,035     1,262,371     6,336            1,263,089     1,263,814     1,264,546       1,265,285         Percent of total revenues 18% 16% 14% 13% 13% 13% 13% 13% 13% TEA ‐ Available School Funds 384,031         270,996         212,000          423,750         336,158         (87,592)         339,520         342,915         346,344           349,807            TEA ‐ Foundation School Funds (incl HH) 6,053,789     6,613,138     7,024,142       6,865,155     6,646,293     (218,862)      6,712,756     6,779,883     6,847,682       6,916,159         CTE Funding (addt'l TEA‐FSP Funds) 239,000         495,800         263,366          472,503         466,175         (6,328)           470,837         475,545         480,301           485,104            Facilities Allotment (addt'l TEA‐FSP Funds) 180,300         160,500         160,500          151,421         154,507         3,086            154,507         154,507         154,507           154,507            TEA ‐ Advanced Placement Training 4,800             6,750             6,750               6,750             6,750             ‐                6,750             6,750             6,750                6,750                 SB‐500 SPED Services ‐ 5,172             ‐ ‐                  ‐                  ‐                ‐ ‐ ‐ ‐ TRS On‐behalf/Medicare Part B 442,267         405,627         486,085          486,085         499,492         13,407          504,487         509,532         514,627           519,773            Total State Revenues 7,304,187     7,957,983     8,152,843       8,405,664     8,109,375     (296,289)      8,188,856     8,269,132     8,350,211       8,432,100         Percent of total revenues 82% 84% 86% 87% 87% 87% 87% 87% 87% TOTAL REVENUES 8,949,340$   9,420,030$   9,431,978$    9,661,699$   9,371,746$   (289,953)$    9,451,945$   9,532,946$   9,614,757$     9,697,386$      EXPENDITURES by FUNCTION Function 11 ‐ Instructional 4,843,246$   5,566,302$   5,141,964$    5,108,409$   4,884,668$   (223,741)$     Function 12 ‐ Resources & Media 90,039           88,513           95,802             95,802           135,797         39,995           Function 13 ‐ Curriculum & Staff Development 92,192           57,790           64,045             55,595           55,795           200                Function 21 ‐ Instructional Leadership 154,969         154,252         191,240          191,240         225,326         34,086           Function 23 ‐ School Leadership 948,814         1,060,501     1,117,395       1,121,368     1,258,754     137,386         Function 31 ‐ Guidance & Counseling 479,388         569,417         604,282          613,976         618,426         4,450             Function 33 ‐ Health Services 71,810           77,264           82,673             84,867           81,257           (3,610)            Function 36 ‐ Co/Extracurricular Activities 256,287         253,652         272,047          282,547         228,089         (54,458)          Function 41 ‐ Administrative 211,992         244,889         241,995          242,579         241,964         (615)               Function 51 ‐ Maintenance & Operations 990,511         976,930         983,676          1,043,676     967,763         (75,913)          Function 52 ‐ Security & Monitoring 35,753           20,150           26,800             26,800           26,800           ‐                 Function 53 ‐ Data Processing 210,088         213,941         221,565          236,625         356,879         120,254         Function 61 ‐ Community Services 130,014         136,790         142,471          142,471         143,543         1,072             Function 71 ‐ Debt Service 166,005         207,922         207,922          207,922         207,922         ‐                 TOTAL EXPENDITURES by FUNCTION 8,681,108$   9,628,313$   9,393,877$    9,453,877$   9,432,983$   (20,894)$       EXPENDITURES by OBJECT Object Code 61XX ‐ Salaries 6,616,165$   7,164,320$   7,425,791$    7,443,096$   7,424,725$   (18,371)$      7,498,972$   7,573,962$   7,649,702$     7,726,199$      Object Code 62XX ‐ Contracted Services 1,047,450     1,000,956     932,785          980,005         999,529         19,524          999,529         999,529         999,529           1,009,524         Object Code 63XX ‐ Supplies & Materials 350,509         836,953         362,074          352,019         368,920         16,901          368,920         368,920         368,920           372,609            Object Code 64XX ‐ Other Operating Costs 500,979         418,162         465,305          470,835         431,887         (38,948)         431,887         431,887         431,887           436,206            Object Code 65XX ‐ Debt Service 166,005         207,922         207,922          207,922         207,922         ‐                207,922         207,922         207,922           210,001            TOTAL EXPENDITURES by OBJECT 8,681,108$   9,628,313$   9,393,877$    9,453,877$   9,432,983$   (20,894)$      9,507,230$   9,582,220$   9,657,960$     9,754,539$      Other Resources ‐ Local ‐$               585,623$       ‐$                  ‐$                ‐$               ‐$              ‐$                ‐$                ‐$                   ‐$                   Transfer in ‐ Athletics (198) 85,000           90,000           90,000             90,000           45,000           (45,000)         45,000           45,000           45,000             45,000               Transfer out ‐ General Fund (199) (85,000)          (90,000)          (90,000)           (90,000)          (45,000)          45,000          (45,000)          (45,000)          (45,000)            (45,000)             Transfer out ‐ SRF Covid‐19 (491)‐ ‐                  ‐ ‐                  ‐                  ‐                ‐ ‐                  ‐ ‐  NET OTHER RESOURCES & USES ‐                  585,623         ‐ ‐                  ‐                  ‐                ‐ ‐ ‐ ‐ EXCESS REVENUES OVER(UNDER) EXP 268,232$      377,340$      38,101$          207,822$      (61,237)$       (269,059)$    (55,285)$       (49,274)$       (43,203)$          (57,154)$           FUND BALANCE BEGINNING 1,105,605     1,373,837     1,751,177       1,751,177     1,958,999     207,822        1,897,761     1,842,476     1,793,202       1,749,999         FUND BALANCE ENDING 1,373,837     1,751,177     1,789,278       1,958,999     1,897,761     (61,238)         1,842,476     1,793,202     1,749,999       1,692,845         Less: Assigned for Bus Maintenance (24,090)          (24,090)          (19,000)           (19,000)          (17,000)          2,000            (16,150)          (15,343)          (14,575)            (13,847)             Less: Assigned for Technology R & M ‐ ‐                  (54,000)           (56,621)          (79,782)          (23,161)         (75,793)          (72,003)          (68,403)            (64,983)             Less: Assigned for Ath Uniform/Equip Rplcmnt (15,000)          (15,000)          (15,000)           (15,000)          (15,000)          ‐                (15,000)          (15,000)          (15,000)            (15,000)             FUND BALANCE ENDING (Unassigned) 1,334,747$   1,712,087$   1,701,278$    1,868,378$   1,785,979$   (82,399)$      1,735,533$   1,690,856$   1,652,020$     1,599,016$      Number of Operating Days (unassigned )56 65 66 72 69 (3) 67 64 62 60  Dollars per Operating Day 23,784$         26,379$         25,737$          25,901$         25,844$         (57)                26,047$         26,253$         26,460$           26,725$            Total Students Enrolled 856                 869                 885                  856                 875                 19 885                 885                 885 890  TEA Funding per Student 7,800$           8,492$           8,655$             9,244$           8,689$           (555)              8,675$           8,760$           8,846$             8,883$               Operating Cost per Student (Academic Only)10,141$         11,080$         10,615$          11,044$         10,781$         (264)              10,743$         10,827$         10,913$           10,960$            Teachers 66.26             70.30             70.30               71.01             70.18             (0.83)             70.18             70.18             70.18                70.18                 Student/Teacher Ratio 12.92             12.36             12.59               12.05             12.47             0.41              12.61             12.61             12.61                12.68                 ALL Faculty & Staff 93.76             101.13           100.25             101.84           103.52           1.68              103.52           103.52           103.52             103.52               Westlake Academy ‐ General Fund ‐ Five Year Financial Forecast Fiscal Years 2018/2019 through 2025/2026 4646 GENERAL FUND FINANCIAL SUMMARY The General Fund is a governmental fund with budgetary control which is used to show transactions resulting from operations of on-going organizations and activities from a variety of revenue sources. BUDGET SUMMARY Amended FY 2020/21 Proposed FY 2021/22 $ Increase (Decrease) % Increase (Decrease) Total Revenues $ 9,661,699 $ 9,371,746 $ (289,953) -3.00% Total Expenditures 9,453,877 9,432,983 (20,894) -0.22% Other Resources 90,000 45,000 (45,000) -50.00% Other Uses (90,000) (45,000) 45,000 -50.00% Excess Revenues Over(Under) Expenditures 207,822 (61,237) (269,059) -129.47% FUND BALANCE BEGINNING 1,751,177 1,958,999 207,822 11.87% FUND BALANCE ENDING 1,958,999 1,897,761 (61,238) -3.13% Assigned 90,621 111,782 (21,161) -23.35% FUND BALANCE ENDING (Unassigned) $ 1,868,378 $ 1,785,979 $ (82,399) -4.41% # Days Operating (Based on 365) 72 69 3 4.16% GENERAL FUND REVENUES Amended FY 2020/21 Proposed FY 2021/22 $ Increase (Decrease) % Increase (Decrease) Revenue Percent Local Revenues $ 1,256,035 $ 1,262,371 $ 6,336) 0.50% 13% State Program Revenues 8,405,664 8,109,375 (296,289) -3.52%87% TOTAL REVENUES $ 9,661,699 $ 9,371,746 $ (289,953) -3.00%100% Total Local Revenues 13% Total State Revenues 87% General Fund Revenue 4747 GENERAL FUND FINANCIAL SUMMARY STATE FUNDING REVENUES With the current legislative session, public school funding is expected to remain a topic of discussion given the shortfall in state revenue due to the COVID-19 public health crisis. Currently, state funding for FY 2021-22 is expected to stabilize based on the Texas Education Agency funding template and past attendance rates. Any directives or other information from the state will provided to the Board of Trustees throughout the year. In order to maintain the high level of service delivery, the Academy is dependent upon private donations for operating costs and the shared services model support from Town of Westlake. Funding ongoing operating costs with one-time dollars raised through private donations places the Academy in a potentially tenuous situation. If private donations do not meet the levels necessary to offset expenditures, the Town of Westlake must increase financial support or consider reducing the associated service levels. G E N E RAL F UND E X P E N DITU R E S Expenditures (by Object Code) Amended FY 2020/21 Proposed FY 2021/22 $ Increase (Decrease) % Increase (Decrease) Expenditure Percent 61XX - Salaries $ 7,443,096 $ 7,424,725 $ (18,371) -0.25%79% 62XX - Contracted Services 980,005 999,529 19,524 1.99% 10% 63XX - Supplies & Materials 352,019 368,920 16,901 4.80% 4% 64XX - Other Operating Costs 470,835 431,887 (38,948) -8.27%5% 65XX - Debt Service 207,922 207,922 0 0.00% 2% TOTAL EXPENDITURES $ 9,453,877 $ 9,432,983 $ (20,894) -0.22%100% 61XX Payroll & Related Items 79% 62XX Contracted Services 10% 63XX Supplies & Materials 4% 64XX - Other Operating 5% 65XX Debt Service 2% Expenditures by Object Code 4848 This page is intentionally blank PERSONNEL STAFFING & PAYROLL OVERVIEW Given the funding constraints we are facing, accurate expenditure projections are more important than ever. Since salaries make up the greatest portion of the expenditure budget, it is logical to apply forecasting techniques that can provide a true picture of where payroll dollars are headed. Personnel staffing levels for Westlake Academy are presented in full-time equivalents (FTE) positions. For example, a position staffed for 40 hours per week for 52 weeks per year (2,080 hours) equals one full-time equivalent position. An FTE position of .50 refers to a position that is funded for 1,040 hours per year (2,080 x .50). The personnel count includes vacant positions. PAYROLL AND RELATED COSTS (GENERAL FUND ONLY) EMPLOYEE POSITIONS BY TYPE Employee Type FY 16/17 Actual FY 17/18 Actual FY 18/19 Actual FY 19/20 Actual FY 20/21 Actual FY 21/22 Proposed Change Principals 4.50 4.50 4.75 4.75 5.50 5.50 0.00 Coordinators 4.50 3.50 4.25 4.58 5.33 6.83 1.50 Primary 27.00 27.00 26.5 27.50 27.50 26.50 (1.00) Secondary 32.55 34.26 34.92 37.55 37.51 36.69 (0.82) Support 15.00 14.00 14.00 14.00 13.50 15.33 1.83 Specialist 6.00 5.00 4.75 5.25 6.00 6.17 0.17 WA Foundation 1.50 1.50 1.50 1.50 1.50 1.50 - Facilities 2.00 2.00 2.00 4.00 3.00 3.00 - Technology 2.00 2.00 2.00 2.00 2.00 2.00 - Total Staff 95.05 93.05 93.76 101.13 101.84 103.52 1.68 Total Teachers 65.55 66.26 66.26 70.30 71.01 70.18 (0.83) FY 20/21 Amended FY 2/22 Proposed Change Amount Change Percent Payroll Wages $ 6,272,167 $ 6,171,427 $ (100,740) (1.60%) Social Security/Medicare 93,034 109,366 16,332 17.50% Health Insurance 358,289 411,347 53,058 14.80% Workers’ Compensation 19,147 19,745 598 3.10% TRS On-Behalf 443,114 403,227 (39,887) (9.00%) Unemployment Taxes 19,225 32,924 13,699 71.20% Retirement (TRS) 238,120 276,689 38,569 16.10% GRAND TOTAL $ 7,443,096 $ 7,424,725 $ (18,371) (0.20%) 5151 PERSONNEL STAFFING & PAYROLL OVERVIEW The following charts break down the number of employees by job function (Instructional, Administration and Support). Employee growth has been driven by Academy expansions as the school matured into a full K-12 campus. 59.51 65.31 65.55 66.26 66.17 70.30 71.01 69.36 9.50 11.00 10.50 9.50 10.50 10.83 12.33 13.83 20.20 19.50 19.00 18.00 18.00 20.00 18.50 20.33 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 PROPOSED Defined Employee Groups by FTE Instructional Administration Support 89.21 95.81 95.05 93.76 94.67 101.13 101.84 103.52 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 Proposed Annual Position Summary 5252 PERSONNEL STAFFING & PAYROLL OVERVIEW Fair Labor Standards Act (FLSA) The Fair Labor Standards Act established minimum wage, overtime, recordkeeping, and child labor standards and applies to all full-time and part-time employees. As amended in 1985, the FLSA provides the option for compensatory time in lieu of overtime compensation for non-exempt employees. Executive, administrative, and professional employees meeting Department of Labor exemption guidelines are exempt from FLSA overtime requirements. The Town will comply with the FLSA for all employees. Non-Exempt Positions All non-exempt (hourly) positions are eligible for overtime compensation. Bi-weekly wages are based on a 40-hour work week (2,080 hours per year), equaling one full-time equivalent (FTE) position. There are 26 pay periods per year. Exempt Positions Exempt (salaried) positions are not eligible for overtime compensation. Salary amounts are not calculated or based on the number of hours worked. Exempt positions include managers and directors, and classifications are determined by Department of Labor guidelines. Vacancy Adjustments Not all positions will be filled 52 weeks per year, and so these expected vacancies are addressed in the salary budgeting process. 1.Start Dates - Expected start dates for open positions may vary. Keeping track of those assumptions is important because a large dollar variance may result when an actual start date differs from the budgeted date. 2.Attrition (Planned Retirements) - Budget consideration should be given for those positions where employees have indicated specific retirement dates. Payouts need to be budgeted. 3.Impact of Inflation - Inflation can have a significant impact on payroll forecasting. Cost-of-living adjustments often are used when forecasting personnel costs. The Consumer Price Index (CPI), a broad measure of consumer inflation, is the cost-of-living index used most often for determining salary increases. The U.S. Bureau of Labor Statistics’ Employment Cost Index might be a better index for this purpose, as it measures the change in the cost of labor, free from the influence of employment shifts among occupations and industries. 4.Seasonal and Temporary Positions - Some divisions or jurisdictions use part-time or seasonal employees. 5.Other Considerations - Some governments make more use of overtime as an option instead of hiring fulltime workers. The use of retired employees for contractual services is another alternative to adding headcount. 5353 BOARD OF TRUSTEES    Westlake Academy is governed by a President and a five‐member Board of Trustees. Each of the members is  elected for a two‐year term, and members currently serve on the Town Council for the Town of  Westlake.  The Board of Trustees establishes school policy, approves the Academy's annual operating budget,  and serves as the legislative body of the Academy.      Laura Wheat, President  Carol Langdon  Alesa Belvedere     Term expires May 2022 Term expires May 2023    Term expires May 2022    Rajiv Trivedi   Chandrika Dasgupta   Anna White    Term expires May 2022  Term expires May 2023 Term expires May 2023  The Board holds regular meetings on one Monday of each month. These meetings typically begin with an  executive session or a work session at 4 p.m. and the regular meeting follows at 5 p.m.    All meetings are held at Westlake Town Hall, 1500 Solana Blvd, Bldg 7 in the Council Chambers/Municipal  Courtroom.   54 WESTLAKE ACADEMY LEADERSHIP TEAM *AMANDA DEGAN SUPERINTENDENT OF SCHOOLS DR. MECHELLE BRYSON EXECUTIVE DIRECTOR *Noah Simon Deputy Town Manager Gary Ponder Interim Director of Athletics *Jarrod Greenwood Assistant Town Manager Rod Harding PYP Principal *Ginger Awtry Director of Finance Carolyn Anderson PYP Assistant Principal *Troy Meyer Director of Facilities & Public Works Alison Schneider PYP Coordinator *Jason Power Director of Information Technology Kaylene Rudd MYP Principal *Sandy Garza Director of Human Resources Maxwell Ituah MYP Assistant Principal *Todd Wood Town Secretary and Organizational Performance Manager Sarah Stack MYP Coordinator Dr. Shelly Myers Executive Director of the WAF & Director of Development Dr. James Owen DP Principal/Coordinator *Asterisk denotes shared services personnel between the academic and municipal service teams of the Town of Westlake. 5555 ORGANIZATIONAL STRUCTURE MUNICIPAL OVERSIGHT Westlake Academy is a municipally owned, open enrollment K-12 charter school that is accredited by the Texas Education Agency. •The Academy is governed by a six-member Board of Trustees that also serves as the Town Council for the Town of Westlake. •The Board of Trustees appoints a Superintendent to oversee the Academy’s management and operations. The Superintendent also serves as Westlake’s Town Manager. •The Academy’s organizational structure is based on research into management of municipally owned charter schools. •The current structure was adopted by the Board in Resolution 09-23 on December 7, 2009. The Superintendent is responsible for the implementation of the Board’s policy agenda for Westlake Academy, facilitating the Board’s strategic plan, formulating policy recommendations for Board consideration, and providing managerial oversight of the Academy’s budget administration, finances, and budget preparation. The Academy’s Superintendent oversees the Westlake Academy Executive Leadership Team which is charged with the responsibility of managing the school’s on-going academic and extracurricular operations. Each principal is responsible, with advisement from the Superintendent, for selection and evaluation of the faculty and staff involved in providing their Programme’s academic services. Town Manager / Superintendent Executing the Board of Trustees adopted policies and hiring and managing all employees and department directors Deputy and Assistant Town Managers Supporting the Town Manager / Superintendent in assigned duties, overseeing departmental directors, and working on special projects as assigned Finance Department Financial oversight of accounts payable, accounts receivable, payroll, general ledger, journal entries, capital projects, fixed assets, depreciation, revenues, expenditures, assets, liabilities, and coordinating the annual budget and audit processes for both Municipal and Academic. Human Resource Department Managing personnel needs for both the Municipal and Academic staff 5656 ORGANIZATIONAL STRUCTURE ACADEMIC MANAGEMENT E XECUTIVE D IRECTOR •The Executive Director is the instructional leader for the whole school as well as administrative head. •This position is responsible for implementing board policies and direction from the Superintendent, and heads the instructional leadership team (ILT) which focuses on whole school issues. P RIMARY Y EARS P RINCIPAL (PYP) •The Primary Years Principal is the instructional leader for the Primary Years Programme (PYP). •The PYP is a curriculum framework for children aged 3-12 that prepares students for the intellectual challenges and focuses on the development of the whole child as an inquirer, in and beyond the classroom walls. •The PYP Principal is responsible for ensuring proper implementation of the IB curriculum, student achievement as well as recruiting, mentoring, and retaining talented faculty. •The Primary Years Principal is a member of the ILT. P RIMARY A SSISTANT P RINCIPAL •The PYP Assistant Principal is also an instructional leader for the PYP. •The PYP Assistant Principal supports the efforts of the Primary Principal in carrying out the duties of the programme. •The PYP Assistant Principal also supports the proper implementation of the IB curriculum, student achievement as well as supports the positive culture and climate of the programme. •The PYP Assistant Principal is a member of the ILT. P RIMARY Y EARS C URRICULUM C OORDINATOR •The PYP Curriculum Coordinator is primarily responsible for the vertical and horizontal articulation of curriculum. •The position supports the efforts of the Primary Principal in ensuring the proper implementation of the PYP IB curriculum. •The main responsibility is to work with staff to develop, maintain and review curriculum, while developing and delivering effective staff development to support the IB mission. •The PYP Curriculum Coordinator is a member of the ILT. S ECONDARY P RINCIPAL (MYP & DP P RINCIPALS ) •The MYP Principal is the instructional leader for the Middle Years Programme (MYP) and the DP Principal is the instructional leader for the Diploma Programme (DP). •The MYP is a curriculum framework for children in grades six through ten that prepares students to make connections between their studies and the real world. It is designed to prepare students for the Diploma Programme. •The DP is a challenging two-year curriculum for students in grades 11 and 12 that provides an inquiry based, college preparatory education. •These positions are responsible for ensuring proper implementation of the IB curriculum, student achievement as well as recruiting, mentoring, and retaining talented faculty. •The Secondary Principals are members of the ILT. 5757 ORGANIZATIONAL STRUCTURE ACADEMIC MANAGEMENT S ECONDARY (MYP) A SSISTANT P RINCIPAL •The Secondary MYP Assistant Principal is also an instructional leader for the MYP programme. •The Secondary MYP Assistant Principal supports the efforts of the MYP and DP Principals by carrying out the duties of the programme. •The Secondary MYP Assistant Principal also supports the proper implementation of the IB curriculum, student achievement as well as supports the positive culture and climate of the programme. •The Secondary MYP Assistant Principal is a member of the ILT. S ECONDARY (MYP) C URRICULUM C OORDINATOR •The MYP Curriculum Coordinator is primarily responsible for the vertical and horizontal articulation of curriculum and support the efforts of the Secondary Principal in ensuring the proper implementation of the MYP IB curriculum. •The main responsibility is to work with staff to develop, maintain and review curriculum, while developing and delivering effective staff development to support the IB mission. •The Secondary Curriculum Coordinators are members of the ILT. S ECONDARY (DP) C URRICULUM C OORDINATOR •The Secondary Curriculum Coordinators are primarily responsible for the vertical and horizontal articulation of curriculum. •The positions support the efforts of the Secondary Principal in ensuring the proper implementation of the DP IB curriculum. •The main responsibility is to work with staff to develop, maintain and review curriculum, while developing and delivering effective staff development to support the IB mission. •The DP Curriculum Coordinators are members of the ILT. A THLETIC D IRECTOR AND S TUDENT L IFE C OORDINATOR •The Athletic Director/Student Life Coordinator is primarily responsible for the development of the co-curricular and extra-curricular activities of the Academy. •The Athletic Director/Student Life Coordinator designs, implements and supports activities that build the student’s leadership capacity and enriches their social and emotional growth. •The position interfaces with principals in scheduling events that enrich the learning environment. •The Athletic Director/Student Life Coordinator is a member of the ILT. D IRECTOR OF D EVELOPMENT •The Director of Development and Westlake Academy Foundation Executive Director is primarily responsible for the fundraising activities of the Academy. •The Director creates, implements, and manages donor activities, including the annual Westlake Academy Blacksmith Drive, Baja, Gallery Night, grant applications, and other Academy or Foundation related solicitations. •The Executive Director of the Education Foundation is a member of the ILT. 5858 This page is intentionally blank IBO PROGRAMME OVERVIEW WESTLAKE ACADEMY IS AUTHORIZED BY THE INTERNATIONAL BACCALAUREATE (IB) TO OFFER: •Primary Years Programme (PYP) – grades K-5 •Middle Years Programme (MYP) – grades 6-10 •Diploma Programme (DP) – grades 11-12 These three linked curricula form the IB Continuum and all three programmes are consistent in their pedagogical approach. •The PYP gives students an excellent foundation for the IB’s other programmes, providing the essential elements that young students need to equip themselves for successful lives, both now and in the future. •The MYP builds on the knowledge, skills, and attitudes developed by the Primary Years Programme and prepares students for the demanding requirements of the Diploma Programme. •All three programmes are philosophically aligned, each centered on developing attributes of the IB learner profile, described below. When schools implement the full continuum of IB programmes, students realize several benefits including: •Improved standardized test scores. •An understanding and appreciation of the world’s cultures and histories among their students. •A sense of community and shared goals among parents, students, teachers, and administrators. •Graduates complete college faster than their peers, feel more prepared for college-level coursework involving research, and are better able to cope with demanding workloads and time-management challenges. International Baccalaureate® (IB) programmes aim to do more than other curricula by developing inquiring, knowledgeable and caring young people who are motivated to succeed.  We strive to develop students who will build a better world through intercultural understanding and respect.  IB programme frameworks can operate effectively with national curricula at all ages; more than 50% of IB World Schools are state- funded.  The International Baccalaureate (IB) offers a continuum of international education. The programmes encourage both personal and academic achievement, challenging students to excel in their studies and in their personal development.  All IB programmes are flexible, enabling teachers to respond to local requirements.  The Academy prepares students for all standardized testing required by the State of Texas but endeavors to do so in a much more transdisciplinary manner and without “teaching to the test.”  6161 IB ATTITUDES  Appreciation - Appreciating the wonder and beauty of the world and its people.  Commitment - Being committed to their own learning, persevering and showing self- discipline and responsibility.  Confidence - Feeling confident in their ability as learners, having the courage to take risks, applying what they have learned and making appropriate decisions and choices.  Cooperation - Cooperating, collaborating, and leading or following as the situation demands.  Creativity - Being creative and imaginative in their thinking and in their approach to problems and dilemmas.  Curiosity - Being curious about the nature of learning, about the world, its people and cultures.  Empathy - Imagining themselves in another’s situation in order to understand his or her reasoning and emotions, so as to be open-minded and reflective about the perspectives of others.  Enthusiasm - Enjoying learning and willingly putting the effort into the process  Independence - Thinking and acting independently, making their own judgments based on reasoned argument, and being able to defend their judgments  Integrity - Being honest and demonstrating a considered sense of fairness.  Respect - Respecting themselves, others and the world around them.  Tolerance - Being sensitive about differences and diversity in the world and being responsive to the needs of others. 6262 IB LEARNER PROFILE The IB learner profile represents 10 attributes valued by IB World Schools. We believe these attributes, and others like them can help to develop internationally minded people, who recognizing their common humanity and shared guardianship of the planet, will help to create a better and more peaceful world.  Inquirers – We nurture our curiosity, developing skills for inquiry and research. We know how to learn independently and with others. We learn with enthusiasm and sustain our love of learning throughout life.  Knowledgeable – We develop and use conceptual understanding, exploring knowledge across a range of disciplines. We engage with issues and ideas that have local and global significance.  Thinkers – We use critical and creative thinking skills to analyze and take responsible action on complex problems. We exercise initiative in making reasoned, ethical decisions.  Communicators – We express ourselves confidently and creatively in more than one language and in many ways. We collaborate effectively, listening carefully to the perspectives of other individuals and groups.  Principled – We act with integrity and honesty, with a strong sense of fairness and justice, and with respect for the dignity and rights of people everywhere. We take responsibility for our actions and their consequences.  Open-minded – We critically appreciate our own cultures and personal histories, as well as the values and traditions of others. We seek and evaluate a range of points of view, and we are willing to grow from the experience.  Caring – We show empathy, compassion and respect. We have a commitment to service, and we act to make a positive difference in the lives of others and in the world around us.  Risk-takers – We approach uncertainty with forethought and determination, and we work independently and cooperatively to explore new ideas and innovative strategies. We are resourceful and resilient in the face of challenges and change.  Balanced – We understand the importance of balancing different aspects of our lives – intellectual, physical, and emotional – to achieve well-being for ourselves and others. We recognize our interdependence with other people and with the world in which we live.  Reflective – We thoughtfully consider the world and our own ideas and experience. We work to understand our strengths and weaknesses to support our learning and personal development. 6363 IB LEARNER PROFILE 6464 This page is intentionally blank INVESTMENT POLICY I.POLICY STATEMENT It is the policy of Westlake Academy (the “Academy") that the administration of its funds and the investment of those funds shall be handled as its highest public trust. Investments shall be made in a manner which will provide the maximum security of principal invested through limitations and diversification while meeting the daily cash flow needs of the Academy and conforming to all applicable state and Academy statutes governing the investment of public funds. The receipt of a market rate of return will be secondary to the requirements for safety and liquidity. It is the intent of the Academy to be in complete compliance with local law and the Texas Public Funds Investment Act (the "Act", Texas Government Code 2256). The earnings from investments will be used in a manner that best serves the public trust and interests of the Academy. II.SCOPE This Investment Policy applies to all the financial assets and funds held of the Academy. Any new funds created by the Academy will be managed under the provisions of this Policy unless specifically exempted by the Academy Board of Trustees and this Policy. III.OBJECTIVES AND STRATEGY It is the policy of the Academy that all funds shall be managed and invested with four primary objectives, listed in order of their priority: safety, liquidity, diversification and yield. These objectives encompass the following. •Safety of Principal - Safety of principal is the foremost objective of the Academy. Investments shall be undertaken in a manner that seeks to insure the preservation of capital in the overall portfolio. The suitability of each investment decision will be made on the basis of safety. •Liquidity - The Academy's investment portfolio will remain sufficiently liquid to enable it to meet all operating requirements which might be reasonably anticipated. Investment decisions will be based on cash flow analysis of anticipated expenditures. •Diversification - Diversification is required in the portfolio's composition. Diversification will include diversification by maturity and market sector and will include the use of a number of broker/dealers or banks for diversification and market coverage. Competitive bidding will be used on each sale or purchase. •Yield - The Academy's investment portfolio shall be designed with the objective of attaining a reasonable market yield, considering the Academy's risk constraints and cash flow needs. A reasonable market yield for the portfolio will be defined as the six-month (180 day) U.S. Treasury Bill which compares to the portfolio's maximum weighted average maturity of six months. 67 INVESTMENT POLICY The authorized investment purchased will be of the highest credit quality and marketability supporting the objectives of safety and liquidity. Securities, when not matched to a specific liability, will be short term to provide adequate liquidity. The portfolio shall be diversified to protect against market and credit risk in any one sector. The maximum weighted average maturity of the portfolio will be no more than 180 days and the maximum stated maturity of any security will not exceed two years. The funds are combined for investment purposes but the unique needs of all the funds in the portfolio are recognized and represented. Effective cash management is recognized as essential to good fiscal management. Cash management is defined as the process of managing monies to ensure maximum cash availability. The Academy shall maintain a cash management program which includes timely collection of accounts receivable, prudent investment, disbursement of payments within invoice terms and the management of banking services. IV.LEGAL LIMITATIONS, RESPONSIBILITIES AND AUTHORITY Specific investment parameters for the investment of public funds in Texas are stipulated in the Public Funds Investment Act, Chapter 2256, Texas Government Code, (the "Act"). The Act is attached as Exhibit A. The Public Funds Collateral Act, Chapter 2257, Texas Government Code, specifies collateral requirements for all public funds deposits. The Collateral Act is attached as Exhibit B. The Interlocal Cooperation Act, Chapter 791, Texas Government Code, authorizes local governments in Texas to participate in a Texas investment pool established thereunder. V.DELEGATION OF INVESTMENT AUTHORITY The Finance Director of the Town of Westlake, acting on behalf of the Board of Trustees, is designated as the Investment Officer of the Academy and is responsible for all investment management decisions and activities. The Board of Trustees is responsible for considering the quality and capability of staff, investment advisors, and consultants involved in investment management and procedures. All participants in the investment process shall seek to act responsibly as custodians of the public trust. The Investment Officer shall develop and maintain written administrative procedures for the operation of the investment program which are consistent with this Investment Policy. Procedures will include safekeeping, wire transfers, banking services contracts, and other investment related activities. The Investment Officer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials and staff. The Investment Officer shall designate a staff person as a liaison/deputy in the event circumstances require timely action and the Investment Officer is not available. 68 INVESTMENT POLICY No officer or designee may engage in an investment transaction except as provided under the terms of this Policy and the procedures established by the Investment Officer and approved by the Superintendent. VI.PRUDENCE The standard of prudence to be used in the investment function shall be the "prudent person" standard and shall be applied in the context of managing the overall portfolio. This standard states: "Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the expected income to be derived." •Limitation of Personal Liability - The Investment Officer and those delegated investment authority, when acting in accordance with the written procedures and this Policy and in accord with the Prudent Person Rule, shall be relieved of personal liability in the management of the portfolio provided that deviations from expectations for a specific security's credit risk or market price change are reported in a timely manner and that appropriate action is taken to control adverse market effects. VII.INTERNAL CONTROLS The Investment Officer shall establish a system of written internal controls which will be reviewed annually with the independent auditor of the Academy. The controls shall be designed to prevent loss of public funds due to fraud, employee error, and misrepresentation by third parties, or imprudent actions by employees of the Academy. VIII.AUTHORIZED INVESTMENTS Acceptable investments under this policy shall be limited to the instruments listed below. The choice of high-grade government investments and high-grade, money market instruments are designed to assure the marketability of those investments should liquidity needs arise. ••Obligations of the United States Government, its agencies and instrumentalities, not to exceed two (2) years to stated maturity and excluding mortgage backed securities; ••Fully insured or collateralized certificates of deposit from a bank doing business in the State of Texas and under the terms of a written depository agreement with that bank, not to exceed one year to stated maturity; ••No-load, SEC registered money market mutual funds. No more than 80% of the entity's monthly average balance may be invested in money market funds and; ••Constant dollar, AAA-rated Texas Local Government Investment Pools as defined by the Public Funds Investment Act. 69 INVESTMENT POLICY If additional types of securities are approved for investment by public funds by state statute, they will not be eligible for investment until this Policy has been amended and the amended version adopted by the Board of Aldermen. •Delivery versus Payment - All investment security transactions shall be conducted on a delivery versus payment (DVP) basis to assure that the Academy has control of its assets and/or funds at all times. IX.AUTHORIZED FINANCIAL DEALERS AND INSTITUTIONS Securities broker/dealers may be primary or regional broker/dealers and will meet other criteria as determined by the Investment Officer including state registration and completion of an Academy Broker/Dealer questionnaire (attached as Exhibit D). The following criteria must be met by authorized firms. ••annual provision of an audited financial statement, ••proof of certification by the National Association of Securities Dealers (NASD) ••proof of current registration with the Texas State Securities Commission, and ••completion of the Academy's broker/dealer questionnaire. Every bank and broker/dealer with whom the Academy transacts business will be provided a copy of this Investment Policy to assure that they are familiar with the goals and objectives of the investment program. The firm will be required to return a signed copy of the Certification Form certifying that the Policy has been received and reviewed and only those securities approved by the Policy will be sold to the Academy. X.DIVERSIFICATION AND MATURITY LIMITATIONS It is the policy of the Academy to diversify its investment portfolio. Invested funds shall be diversified to minimize risk or loss resulting from over-concentration of assets in a specific maturity, specific issuer, or specific class of securities. Diversification strategies shall be established and periodically reviewed. XI.SAFEKEEPING AND COLLATERALIZATION The laws of the State and prudent treasury management require that all purchased securities be bought on a delivery versus payment (DVP) basis and be held in safekeeping by either an approved, independent third party financial institution or the Academy's designated depository. Securities Owned by the Academy - All safekeeping arrangements shall be approved by the Investment Officer and an agreement of the terms executed in writing. The safekeeping bank may not be within the same holding company as the bank from which the securities are purchased. The custodian shall be required to issue original safekeeping receipts to the Academy listing each specific security, rate, description, maturity, cusip number, and other pertinent information. Collateral - Collateralization shall be required on all bank time and demand deposits for principal and accrued interest amounts over the FDIC insurance coverage of $100,000 (by tax identification number). In order to anticipate market changes and provide a level of additional security for all funds, collateral with a market value equal to 102% of the total deposits are required. The pledging bank will always be made contractually liable for monitoring and maintaining the 70 INVESTMENT POLICY collateral levels . All collateral will be held by an independent third-party bank outside the holding company of the bank, pledged to the Academy. Authorized collateral will include only: •Obligations of the US Government, its agencies and instrumentalities to include mortgage backed securities which pass the bank test, •Municipal obligations rated at least A by two nationally recognized rating agencies. The custodian shall be required to provide original safekeeping receipts clearly marked that the security is pledged to the Academy. XII.REPORTING The Investment Officer shall submit quarterly reports to the Board of Trustees containing sufficient information to permit an informed outside reader to evaluate the performance of the investment program and in full compliance with the Act. At a minimum the report shall contain: •Beginning and ending market value of the portfolio by market sector and total portfolio •Beginning and ending book value of the portfolio by market sector and total portfolio •Change in market value during the period •Detail on each asset (book, market, description, par ad maturity date) •Earnings for the period •Overall weighted average maturity of the portfolio The report will be prepared jointly by all involved in the investment activity and be signed by the Investment Officer. It will contain all elements as required by the Act and be signed by the Investment Officers as in compliance with the Act and this Policy. Market prices for assignment of market values will be obtained from an independent source. XIII.DEPOSITORIES The Academy will designate one banking institution through a competitive process as its central banking services provider at least every five years. This institution will be used for normal banking services including disbursements, deposits, and safekeeping of Academy owned securities. Other banking institutions from which the Academy may purchase only certificates of deposit will also be designated as a depository. All banking arrangements will be in written form in accordance with FIRREA which requires a resolution of approval of the agreement by the Bank Council or Bank Loan Committee. XIV.INVESTMENT POLICY ADOPTION BY BOARD The Academy's Investment Policy and its incorporated strategies shall be adopted by resolution annually by the Board. The approval and any changes made to the Policy will be noted in the approving resolution. 71 FISCAL AND BUDGETARY POLICIES I. STATEMENT OF PURPOSE The broader intent of the following Fiscal and Budgetary Policy Statements is to enable the Academy to achieve a long-term stable and positive financial condition. The watchwords of the Academy’s financial management include integrity, prudent, stewardship, planning, accountability, and full disclosure. The more specific purpose is to provide guidelines to the Finance Director in planning and directing the Academy’s day-to-day financial affairs and in developing recommendations to the Academy Superintendent or his designate and Academy Board of Trustees. The scope of these policies generally span, among other issues, accounting, purchasing, auditing, financial reporting, internal controls, operating budgeting, revenue management, cash and investment management, expenditure control, asset management, debt management, and planning concepts, to: •Present fairly and with full disclosure the financial position and results of the financial operations of the Academy in conformity with generally accepted accounting principles (GAAP), and •Determine and demonstrate compliance with finance related legal and contractual issues in accordance with provisions of the Texas Local Government Code and other pertinent legal documents and mandates. The Academy Board of Trustees will annually review and approve the Fiscal and Budgetary Policy Statements as part of the budget process. II. SUMMARY OF POLICY INTENDED OUTCOMES This policy framework mandates pursuit of the following fiscal objectives: 1.Operating Budget: Prepare conservatively, estimate revenues, present and adopt the Academy’s annual operating plan. 2.Revenues Management: Design, maintain and administer a revenue system that will assure a reliable, equitable, diversified and sufficient revenue stream to support desired Academy services. 3.Expenditure Control: Identify priority services, establish appropriate service levels and administer the expenditure of available resources necessary to assure fiscal stability and the effective and efficient delivery of services. 4.Fund Balance: Maintain the fund balance of the various operating funds at levels sufficient to protect the Academy’s creditworthiness as well as its financial position from emergencies. 5.Intergovernmental Relationships: Coordinate efforts with other agencies to achieve common policy objectives, share the cost of providing governmental services on an equitable basis and support favorable legislation at the State and Federal level. 6.Grants: Seek, apply for and effectively administer Federal, State, and foundation grants-in-aid which address the Academy’s current priorities and policy objectives. 7.Fiscal Monitoring: Prepare and present regular reports that analyze, evaluate, and forecast the Academy’s financial performance and economic condition. 72 FISCAL AND BUDGETARY POLICIES 8.Financial Consultants: With available resources, seek out and employ the assistance of qualified financial advisors and consultants in the management and administration of the Academy’s financial functions. 9.Accounting, Auditing, and Financial Reporting: Comply with prevailing Federal, State and local statues and regulations. Conform to generally accepted accounting principles as promulgated by the Government Accounting Standards Board (GASB), the American Institute of Certified Public Accountants (AICPA), and the Government Finance Officers Association (GFOA). 10.Internal Controls: To establish and maintain an internal control structure designed to provide reasonable assurances that the Academy’s assets are safeguarded and that the possibilities for material errors in the Academy’s financial records are minimized. III. OPERATING BUDGET 1.Preparation – Budgeting is an essential element of the financial planning, control, and evaluation process. The “operating budget” is the Academy’s annual financial operating plan related to educational service instructional costs. The Academy operating budget is legally required to include the Academy’s General, Debt Service, and Food Service Funds. Currently, Westlake Academy only has one fund, the General Fund, which must be legally adopted annually. The Academy budgets the Special Revenue Funds for informational purposes only. Information to be prepared includes documentation related to Service Level Adjustments (SLAs) for increases to existing service levels or additional services, position control schedules, general and administrative cost implications, etc. will be submitted and reviewed during the budget process. SLA’s related to new position requests will include an assessment of their impact on additional internal services necessary to support these positions as it relates to General & Administrative (G&A) charges in the Academy budget (subject to funding availability) to fund these costs. A budget preparation calendar and timetable will be established and followed in accordance with State law. 2.Revenue Estimates for Budgeting - To maintain a stable level of services, the Academy shall use a conservative, objective, and analytical approach when preparing revenue estimates. The process shall include analysis of probable economic changes and their impacts on revenues, number of students, and trends in revenues. It will also include an assessment of the State legislative environment related to public charter school funding levels. This approach should reduce the likelihood of actual revenues falling short of budget estimates during the year and should avoid mid-year service reductions. 3.Balanced Budget – A balanced budget is a budget with total expenditures not exceeding total revenues and monies available in the fund balance within an individual fund. 4.Proposed Budget Content and Process – A proposed budget shall be prepared by the Superintendent or his designate with the participation of the Academy’s Leadership Team, Finance Director and Academy staff, and then submitted to the Superintendent for review. Following the Superintendent’s review, the proposed budget will be presented to the Board for its consideration. 73 FISCAL AND BUDGETARY POLICIES The proposed budget shall include five basic segments for review and evaluation: •personnel costs, •base budget for operations and maintenance costs, •service level adjustments for increases of existing service levels or additional services, •revenues, and •General Administrative (G&A) costs. The proposed budget review process shall include Board of Trustees review of each of the five segments of the proposed budget and a public hearing to allow for citizen participation in the budget preparation process. Concurrent with the Academy budget preparation, Town staff will identify and provide to the Board all direct Academy expenses contained in the Town’s municipal budget. The proposed budget process shall allow sufficient time to provide review as well as address policy and fiscal issues by the Board of Trustees. A copy of the proposed budget shall be filed with the Town Secretary when it is submitted to the Board of Trustees as well as placed on the Academy’s website. 5.Budget Adoption - Upon the determination and presentation of the final iteration of the proposed budget document as established by the Board of Trustees, a public hearing will be set and publicized. The Board will subsequently consider a resolution which, if adopted, such budget becomes the Academy’s Annual Budget. The adopted budget will be effective for the fiscal year beginning September 1. 6.Budget Amendments – The Superintendent or his designate and Finance Department will monitor all financial operations. A school district must amend the official budget before exceeding a functional expenditure category, i.e., instruction, administration, etc. in the total budget. The budget team will decide whether to proceed with the budget amendment and, if so, will then present the request to the Board of Trustees. If the Board decides a budget amendment is necessary, the amendment is adopted in resolution format and the necessary budgetary changes are then made. 7.Planning – The budget process will be coordinated to identify major policy issues for the Board of Trustees by integrating it into the Board’s overall strategic planning process for the Academy. 8.Reporting - Monthly financial reports will be prepared by the Finance Department and distributed to the Superintendent or his designate. Information obtained from financial reports and other operating reports is to be used by personnel to monitor and control the budget. Summary financial reports will be presented to the Board quarterly. IV.REVENUE MANAGEMENT A.REVENUE DESIGN PARAMETERS. The Academy will strive for the following optimum characteristics in its revenue system: 1.Simplicity - The Academy, where possible and without sacrificing accuracy, will strive to keep the revenue system simple to reduce costs, achieve transparency, and increase parent and citizen understanding of Academy revenue sources. 74 FISCAL AND BUDGETARY POLICIES 2.Certainty - A thorough knowledge and understanding of revenue sources increases the reliability of the revenue system. 3.Administration - The benefits of a revenue source will exceed the cost of administering that revenue. Every effort will be made for the cost of administration to be reviewed annually for cost effectiveness as a part of the indirect cost and cost of service analysis. 4.Equity - The Academy shall make every effort to maintain equity in its revenue system: i.e. the Academy shall seek to minimize or eliminate all forms of subsidization between entities. 5.Adequacy, Diversification and Stability – To the extent practical, the Academy shall attempt to achieve a balance in its revenue system. The Academy shall also strive to maintain a balanced and diversified revenue system to protect the Academy from fluctuations in any one source due to changes in local economic conditions which adversely impact that source. B.REVENUE CLASSIFICATION AND SOURCES. The revenues received by Westlake Academy are classified into one of three broad categories: Federal, State or Local and come from the following sources: 1.State Education Funding 2.State and Federal Grants 3.General Donations – The Academy recognizes that private donations comprise a significant part of the Westlake Academy budget. All funds received will become part of the budget and be subject to appropriation for Academy general operations. •Westlake Academy Foundation •House of Commons •Westlake Academy Athletic Club •Local Merchants •Specific Purpose Donations – Funds donated for a specific purpose C. REVENUE MONITORING. Revenues as they are received will be regularly compared to budgeted revenues and variances will be investigated. This process will be summarized in the appropriate budget report. V. EXPENDITURE CONTROL 1.Appropriations – The point of budgetary control is at the function level in the General Fund and Special Revenue Funds. When budget adjustments among functions are necessary, they must be approved by the Board of Trustees. 2.Current Funding Basis - The Academy shall operate on a current funding basis. Expenditures shall be budgeted and controlled so as not to exceed current revenues plus the planned use of fund balance accumulated through prior year savings. (The use of fund balance shall be guided by the Fund Balance/Retained Earnings Policy Statements.) 3.Avoidance of Operating Deficits - The Academy shall take immediate corrective actions if at any time during the fiscal year expenditure and revenue re-estimates are such that an operating deficit (i.e., projected expenditures more than projected revenues) is projected at year-end. Corrective actions can include a hiring freeze, expenditure reductions, or use of fund balance within the Fund. 75 FISCAL AND BUDGETARY POLICIES Use of fund balance must be recommended by the Superintendent and approved by the Board of Trustees. •Expenditure deferrals into the following fiscal year, short-term loans, or use of one-time revenue sources shall be avoided to balance the budget. •All service level adjustments that result in increases to the operating budget must be aligned with offsetting increases in operating revenues (FSP, Local Sources, etc.). 4.Periodic Program Reviews - The Superintendent or his designate shall undertake periodic staff and third-party reviews of Academy programs for both efficiency and effectiveness. Where appropriate, privatization and contracting with other governmental agencies will be evaluated as alternative approaches to service delivery. Service delivery which is determined to be inefficient and/or ineffective shall be reduced in scope or eliminated. 5.General and Administrative (G&A) Charges – To the extent practical, an annual analysis of G&A charges will be performed and, if available, funding may be allocated at the Board’s discretion. The analysis shall involve an objective consideration of the service demands currently being met by municipal staff to support Academy operations and a determination of factors that will continue to affect and increase the time needed for the performance of these services. For example, new Academy staff requires additional support staff time to perform tasks related to insurance, payroll, etc. Where feasible, G&A costs will be charged to all funds for services of indirect general overhead costs, which may include general administration, finance, facility use, personnel, technology, engineering, legal counsel, and other costs as deemed appropriate. If funding is not available, these costs will be shown below the line of the financial statement in the five-year financial forecast to promote transparency and provide the Board with a full cost accounting of services. The charges will be determined through an indirect cost allocation study following accepted practices and procedures. 6.Purchasing - The Academy shall make every effort to maximize any discounts offered by creditors/vendors. Staff shall also use purchasing cooperatives as well as competitive bidding in accordance with State law to attain the best possible price on goods and services. 7.Prompt Payment - All invoices will be paid within 30 days of receipt in accordance with the prompt payment requirements of State law. 8.Salary - The Academy shall strive to maintain competitive salary levels for faculty and staff. A salary survey will be conducted annually, sampling surrounding Independent School Districts and Charter Schools, to create a comparison. The Academy will strive to maintain salary levels within three percent (3%) of the median of surveyed schools. VI.FUND BALANCE 1.Fund Balance Reporting - The District shall report governmental fund balances per GASB 54 definitions in the balance sheet as follows: Non-spendable, Restricted, Committed, Assigned, and Unassigned. 76 FISCAL AND BUDGETARY POLICIES 2.General Fund Unassigned Fund Balance (General Fund Reserve) - The Academy shall strive to maintain the General Fund unassigned fund balance at 45 days of operation. 3.Use of Fund Balance - Fund Balance will be targeted to only be used with Board approval and can be only be used for the following: emergencies, non-recurring expenditures, such as technology/FF&E (furniture, fixtures and equipment), or major capital purchases that cannot be accommodated through current year savings. Should such use reduce the balance below the appropriate level set as the objective for that fund, recommendations will be made on how to restore it. 4.The Board of Trustees shall approve all commitments by formal action. The action to commit funds must occur prior to fiscal year-end, to report such commitments in the balance sheet of the respective period, even though the amount may be determined after fiscal year-end. A commitment can only be modified or removed by the same formal action. The Board of Trustees delegates the responsibility to assign funds to the Superintendent or his/her designee. The Board of Trustees shall have the authority to assign any number of funds. Assignments may occur after fiscal year-end. 5.The Board of Trustees will utilize funds in the following spending order: Restricted, Committed, Assigned, and Unassigned. VII.INTERGOVERNMENTAL RELATIONSHIPS 1.Inter-local Cooperation in Delivering Services - To promote the effective and efficient delivery of services, the Academy shall actively seek to work with other local entities in joint purchasing consortium, sharing facilities, sharing equitably the costs of service delivery, and developing joint programs to improve service to its students. 2.Legislative Program - The Academy shall cooperate with other entities to actively oppose any state or federal regulation or proposal that mandates additional Academy programs or services and does not provide the funding to implement them. Conversely, as appropriate, the Academy shall support legislative initiatives that provide additional funding. VIII.GRANTS 1.Grant Guidelines - The Academy shall apply, and facilitate the application by others, for only those grants that are consistent with the objectives and high priority needs previously identified by Academy Board of Trustees. The potential for incurring ongoing costs, to include the assumption of support for grant funded positions from local revenues, will be considered prior to applying for a grant. 2.Grant Review - All grant submittals shall be reviewed for their cash match requirements, their potential impact on the operating budget, and the extent to which they meet the Academy's policy objectives. If there are cash match requirements, the source of funding shall be identified prior to application. Staff will focus on one-time grants to avoid long-term implications related to additional expenditures in future years. 77 FISCAL AND BUDGETARY POLICIES 3.Grant Program Termination - The Academy shall terminate grant funded programs and associated positions when grant funds are no longer available unless alternate funding is identified and obtained. IX.FISCAL MONITORING 1.Financial Status and Performance Reports - Quarterly reports comparing expenditures and revenues to current budget, noting the status of fund balances to include dollar amounts and percentages, and outlining any remedial actions necessary to maintain the Academy's financial position shall be prepared for review by the Superintendent and the Board of Trustees. Student roster information will also be included in the quarter reports submitted to the Board of Trustees. 2.Compliance with Board Policy Statements - The Fiscal and Budgetary Policies will be reviewed annually by the Board of Trustees and updated, revised or refined as deemed necessary. Policy statements adopted by the Board of Trustees are guidelines, and occasionally, exceptions may be appropriate and required. However, exceptions to stated policies will be specifically identified, and the need for the exception will be documented and fully explained. X.FINANCIAL CONSULTANTS The Academy employs the assistance of qualified financial advisors and consultants as needed in the management and administration of the Academy's financial functions. These areas include but are not limited to investments, debt administration, financial accounting systems, program evaluation, and financial impact modeling. Advisors shall be selected on a competitive basis using objective questionnaires and requests for proposals based on the scope of the work to be performed. XI.ACCOUNTING, AUDITING, AND FINANCIAL REPORTING 1.The Academy strives to comply with prevailing local, state, and federal regulations relative to accounting, auditing, and financial reporting. Accounting practices and financial reporting shall conform to generally accepted accounting principles as promulgated by the Governmental Accounting Standards Board (GASB), the American Institute of Certified Public Accountants, (AICPA), and the Government Finance Officers Association (GFOA). The Board shall select an independent firm of certified public accountants to perform an annual audit of all operations. Required Texas Education Agency (TEA) account coding will be used for all revenue and expenditure reporting. 2.Accounting - Currently, the Education Service Center (Region 11) books all revenues and expenditures, and prepares bank reconciliations. Academy staff is responsible for all coding and approval of expenditures and revenues. Documentation and coding of deposits are forwarded to the Town’s Finance Department for review and preparation of deposit slips. Town’s Finance Director and staff are responsible for review and transfer of invoices and other documentation to the Service Center for processing as well as the physical deposit of funds. It is the responsibility of the Superintendent or his designate and Academy staff to review the monthly reports for any discrepancies and report to the Town’s Finance Director for analysis and re-class of questioned bookings, if appropriate. 78 FISCAL AND BUDGETARY POLICIES 3.External Auditing - Academy will be audited annually by outside independent accountants (auditors). The auditors must be a CPA firm and must demonstrate significant experience in the field of local government auditing. They must conduct the Academy’s audit in accordance with generally accepted auditing standards. The auditors’ report on Academy’s financial statements will be completed within a timely period of the Academy’s fiscal year-end. The auditor will jointly review the management letter with the Academy Board of Trustees, if necessary. In conjunction with this review, the Finance Director shall respond in writing to the Academy Board of Trustees regarding the auditor’s Management Letter, addressing the issued contained therein. The Academy will not require auditor rotation, but will circulate request for proposal for audit services on a periodic basis as deemed appropriate. 4.Responsibility of Auditor to Academy Board of Trustees - The auditor is retained by and is accountable directly to the Academy Board of Trustees and will have access to direct communication with the Academy Board of Trustees if the Academy Staff is unresponsive to auditor recommendations or if the auditor considers such communication necessary to fulfill its legal and professional responsibilities. 5.Internal Financial Reporting - The Finance Department will prepare internal financial reports sufficient for management to plan, monitor, and control Academy’s financial affairs. XII.INTERNAL CONTROLS 1.Written Procedures - Whenever possible, written procedures will be established and maintained by the Finance Director and utilized by all Academy personnel for all functions involving purchasing, cash handling and/or accounting throughout the Academy. These procedures will embrace the general concepts of fiscal responsibility set forth in this policy statement. 2.Academy Staff Responsibilities - The Superintendent or his designate, in consultation with the Finance Director, will be responsible for ensuring that appropriate internal controls are followed throughout the Academy, that all directives or internal controls are implemented, and that all independent auditor internal control recommendations are addressed. Staff will develop and periodically update written internal control procedures. XIII.ASSET MANAGEMENT 1.Investments – The Finance Director shall promptly invest all Academy funds with the depository bank in accordance with the provisions of the current Bank Depository Agreement or in any negotiable instrument authorized by the Academy Board of Trustees. The Academy Board of Trustees has formally approved a separate Investment Policy for Westlake Academy that meets the requirements of the Public Funds Investment Act (PFIA), Section 2256 of the Texas Local Government Code. The Academy’s investment practices will be conducted in accordance with this policy. The Finance Director will issue quarterly reports on investment activity to the Academy Board of Trustees. 79 FISCAL AND BUDGETARY POLICIES 2.Cash Management - Academy’s cash flow will be managed to maximize the cash available to invest. Such cash management will entail the centralization of cash collections, where feasible, including field trips, and other collection offices as appropriate. Periodic review of cash flow position will be performed to determine performance of cash management and conformance to investment policies. The underlying theme will be that idle cash will be invested with the intent to (1) safeguard assets, (2) maintain liquidity, and (3) maximize return. 3.Capital Assets and Inventory - Such assets will be reasonably safeguarded, properly accounted for and prudently insured. The capital assets inventory will be updated regularly. 4.Capital Assets – Currently all capital assets of Westlake Academy are owned and purchased by the Town of Westlake. In subsequent years, additional asset purchases may be paid with Westlake Academy funds. 5.Capitalization Criteria – For purposes of budgeting and accounting classification, the following criteria must be capitalized: The asset is owned by Westlake Academy The expected useful life of the asset must be longer than one year, or extend the life on an identifiable existing asset by more than one year The original cost of the asset must be at least $5,000 The asset must be tangible On-going repairs and general maintenance are not capitalized New Purchases – All costs associated with bringing the asset into working order will be capitalized as a part of the asset cost. This includes startup costs, engineering or consultant type fees as part of the asset cost once the decision or commitment to purchase the asset is made. The cost of land acquired should include all related costs associated with its purchase Improvements and Replacement – Improvement will be capitalized when they extend the original life of an asset or when they make the asset more valuable than it was originally. The replacement of assets components will normally be expensed unless they are a significant nature and meet all the capitalization criteria. 6.Computer System/Data Security – The Academy shall provide security of its computer/network system and data files through physical and logical security systems that will include, but are not limited to: network user authentications, firewalls, content filtering, spam/virus protection, and redundant data backup. 80 RISK MANAGEMENT  Westlake Academy is insured through the private market for property, liability, and workers’  compensation coverage.    Bids for all insurance programs are obtained on an annual basis, and selection is based on price, quality of coverage, financial strength of carrier(s), and level of service provided by brokers. Property and Workers’ Compensation coverage is underwritten through Travelers Insurance. General liability, auto, crime, and umbrella coverage is provided by Utica.  The Academy also has obtained specialized policies for student accident and international travel. These policies are carefully selected to meet the needs of our operations and for the 2021‐2022  school year.  Westlake Academy has a combined insurable property value of $51,849,600. This is a blanket policy, inclusive of contents and business income coverage. Two 71‐passenger buses and two 17‐passenger vans are insured on the automobile policy. Student data indicates 875 students will be enrolled for the 2021‐2022 school year, a 2.2% increase of 19 students from the prior year. Insurance Coverage Summary (September 1, 2021 – August 31, 2022)  Insurance Type Provider Amount  Commercial Property Crum Forster $   103,995  Workers Compensation Accident Fund 18,492  Crime Travelers 2,850  General Liability (Education Suite) Utica 15,347  Umbrella – Liability Utica 7,505  Business Auto  Utica 5,394  Student Accident Allen J. Flood 5,943  International Travel Chubb 2,000  Cyber Liability Utica 400  $   161,926  81 FUTURE POLICIES TO BE DISCUSSED & IMPLEMENTED Westlake Academy has several relevant financial policies to preserve and enhance the fiscal health of the Academy. We also identify acceptable and unacceptable courses of action, and provide a standard to evaluate the school’s fiscal performance. GFOA is recommending that all school districts include the following policies that guide the development of their budget and that are central to a strategic long-term approach to financial management. Westlake Academy is in the process of reviewing these policies. 1.Operating Budget Policy This section of the Fiscal and Budgetary Policies should include the following policies that guide the development of the budget and are central to a strategic approach to our financial management. These components will need to be reviewed, updated if necessary, and/or added and approved by the Board of Trustees in subsequent years. 1.Basis of Budgeting 2.Budget Adoption 3.Budget Classification and Format 4.Organization of the Budget 5.Budget Message Requirement 6.Funds Budgeted 7.Length of the Budget Year 8.Presentation of Proposed Budget 9.Revenue Forecasting Requirements 10.Expenditure Forecasting Requirements 11.Performance Measurements 12.Line-Item Transfer Authority 13.Retention of Budget Records 2.Budget Crisis Procedures This policy is intended to provide Westlake Academy with options when responding to unexpected fiscal issues that can and do arise. Should budget problems materialize, these procedures will support comprehensive risk analysis and contingency plans. 3.Long Term Forecasting The annual operating budget focuses on a single 12-month period. However, spending and revenue decisions made today have effects that extend beyond a 12-month period. The purpose of this policy is to o Ensure on-going financial sustainability beyond a single fiscal year or budget cycle o Achieve the Academy’s mission and vision o Systematically link the annual budget to a multi-year master financial plan. 82 FUTURE POLICIES TO BE DISCUSSED & IMPLEMENTED 4.Reserve Policy in Other Funds While the General Fund Reserve is the most important for the Westlake Academy, reserves in other funds are just as important. For that reason, the funds listed in this policy shall have reserves that are restricted or committed for specific purposes. 5.General Fund Budget Reserves The General Fund is the primary fund used by the Westlake Academy to account for revenues and expenditures. Accordingly, the General Fund Reserve Policy is intended to provide the Academy with options when responding to unexpected issues and to afford a buffer against shocks and other forms of risk. One of two things must happen in the future if we cannot spend equal to or less than the revenues received: (1)increase future revenues (2)make future expenditure reductions. 6.Capital Asset Management (already incorporated into the Fiscal and Budgetary Policies) Westlake Academy operates an extensive amount of buildings, equipment, furniture and vehicles. The purpose of this policy is to: o provide a management framework to ensure that all capital assets are repaired, maintained and replaced and, o identify the responsible parties who shall protect, oversee and report needed repairs. 83 This page is intentionally blank GLOSSARY This glossary contains definitions of terms used in this document with additional terms as seems necessary to common understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial accounting terms have been included because of their significance for school financial accounting. •Account: A descriptive heading under which are recorded financial transactions that are similar in terms of a given frame of reference, such as purpose, object or source. •Accounting Period: A period of the end of which, and for which, financial statements are prepared; for example, September 1 through August 31. See also FISCAL PERIOD. •Accounting Procedure: The arrangement of all processes which discover, record, and summarize financial information used to produce financial statements and reports and to provide internal control. •Accounting System: The total structure of records and procedures which discover record, classify and report information on the financial position and operations of a school district or any of its funds, balanced account groups, and organizational components. •Accrual Basis of Accounting: The basis of accounting, under which revenues are recorded when earned, and expenditures are recorded as soon as they result in liabilities, regardless of when revenue is received or a payment is made. •Accrue: To record revenues when earned or when levies are made and to record expenditures as soon as they result in liabilities, regardless of when the revenue is received or the payment is made. Sometimes, the term is used in a restricted sense to denote the recording of revenues earned but not yet due, such as accrued interest on investments and the recording of expenditures which result in liabilities that are payable in another accounting period, such as accrued interest on bonds. •ADA: Average Daily Attendance is based on the number of days of instruction in the school year. The aggregate day’s attendance is divided by the number of days of instruction to compute average daily attendance. ADA is used in the formula to distribute funding to Texas public school districts. •Administration: Those activities which have as their purpose the general regulation, direction, and control of the affairs of the local education agency that are system-wide and not confined to one school subject, or narrow phase of school activity. •Appropriation: An authorization granted by a legislative body to make expenditures and to incur obligations for specific purposes. An appropriation is usually limited in amount and as to the time when it may be expended. •Academic Excellence Indicators System (AEIS): A system of indicators established by the Legislature and adopted by the State Board of Education to help determine the quality of learning on a campus and in a school district. The indicators include passing rates on the state assessment tests, attendance, graduation rates, dropout rates, and scores on college entrance exams. The state will assess district and school performance compared with state-level standards. AEIS is the foundation for a school district's accountability rating. •Accountability Ratings: The Accountability Ratings System ranks campuses and districts as exemplary, recognized, acceptable, and low performing based on the percentage of students who pass the state assessment instruments and the dropout rate. •Assigned Fund Balance: Reports amount that are constrained by the government’s intent that they will be used for specific purposes. Decision making 86 GLOSSARY This glossary contains definitions of terms used in this document with additional terms as seems necessary to common understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial accounting terms have been included because of their significance for school financial accounting. about these amounts may be made by a committee or other governmental official. Compared to Committed Fund Balance, the resources represented by the Assigned Fund Balance can be more easily redeployed and the constraints are not as stringent. Except for the General Fund, fund balance amounts that are not labeled as non- spendable, restricted or committed would be reported in the Assigned Fund Balance category. Therefore, the Assigned Fund Balance becomes the residual amount for the Special Revenue Fund, Capital Project Fund and Debt Service Funds. •Association of School Business Officials International (ASBO): The Association of School Business Official' International, founded in 1910, is a professional association which provides programs and services to promote the highest standards of school business management practices, professional growth, and the effective use of educational resources. •Audit: A comprehensive review of the way the government's resources were utilized. A certified public accountant issues an opinion over the presentation of financial statements, tests the controls over the safekeeping of assets and makes recommendations for improvements for where necessary. •Balanced Budget: A balanced budget is a budget with total expenditures not exceeding total revenues and monies available in the fund balance within an individual fund. •Balance Sheet: A summarized statement, as of a given date, of the financial position of a local education agency per fund and/or all funds combined showing assets, liabilities, reserves, and fund balance. •Budget: A plan of financial operation embodying an estimate of proposed expenditures for a given period or purpose and the proposed means of financing them. The budget usually consists of three parts. The first part contains a message from the budget-making authority together with a summary of the proposed expenditures and the means of financing them. The second part is composed of drafts of the appropriation, revenue, and borrowing measures necessary to put the budget into effect. The third part consists of schedules supporting the summary. These schedules show in detail the proposed expenditures and means of financing them together with information as to past years' actual revenues and expenditures and other data used in making the estimates. •Budgetary Control: The control management of the business affairs of the school district in accordance with an approved budget with a responsibility to keep expenditures within the authorized amounts. •Basic Allotment: The basic allotment is the initial or starting number that, after adjustment, is used to calculate foundation program costs and state aid to school districts and charters. •Budgetary Basis of Accounting: The method used to determine when revenues and expenditures are recognized for budgetary purposes. •Capital Expenditures: Capital expenditures are defined as charges for the acquisition at the delivered price including transportation, costs of equipment, land, buildings, or improvements of land or buildings, fixtures, and other permanent improvements with a value more than $5,000 and a useful life expectancy of greater than 1 year. 87 GLOSSARY This glossary contains definitions of terms used in this document with additional terms as seems necessary to common understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial accounting terms have been included because of their significance for school financial accounting. •Career and Technical Education (CTE): The costs incurred to evaluate, place and provide educational and/or other services to prepare students for gainful employment, advanced technical training or for homemaking. This may include apprenticeship and job training activities. •Classification, Function: A function represents a general operational area in a school district and groups together related activities; for example, instruction, campus administration, maintenance and operations, etc. •Classification, Object: An object has reference to an article or service received; for example, payroll costs, professional and contracted services, supplies and materials, and other operating expenses. •Co-curricular Activities: Direct and personal services for public school pupils such as interscholastic athletics, entertainments, publications, clubs, and strings, which are managed or operated by the student body under the guidance and direction of an adult and are not part of the regular instructional program. •Coding: A system of numbering, or otherwise designating, accounts, entries, invoices, vouchers, etc., in such a manner that the symbol used reveals quickly certain required information. •Consultant: A resource person who aids the regular personnel through conference, demonstration, research, or other means. •Contracted Services: Labor, material and other costs for services rendered by personnel who are not on the payroll of the Academy. •Committed Fund Balance: Represents amounts that have internally imposed restrictions mandated by formal action of the government’s highest level of decision-making authority. The committed amounts cannot be redeployed for other purposes unless the same type of formal action is taken by the highest level of decision-making authority to reserve or modify the previously imposed restriction. •Comprehensive Annual Financial Report (CAFR): A financial report that encompasses all funds and component units of the government. The CAFR should contain (a) the basic financial statements and required supplementary information, (b) combining statements to support columns in the basic financial statements that aggregate information from more than one fund or component unit, and (c) individual fund statements as needed. The CAFR is the governmental unit's official annual report and should contain introductory information, schedules necessary to demonstrate compliance with finance-related legal and contractual provisions, and statistical data. •Cost of Education Index (CEI) or Adjustment: An index the state uses to adjust the basic allotment to account for geographic or other cost differences beyond local school district control. The current index has not been updated since 1990. •Current Budget: The annual budget prepared for and effective during the present fiscal year. •Current Expenditures per Pupil: Current expenditures for a given period divided by a pupil unit of measure (average daily attendance, etc.) •Debt: An obligation resulting from the borrowing of money or from the purchase of goods and 88 GLOSSARY This glossary contains definitions of terms used in this document with additional terms as seems necessary to common understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial accounting terms have been included because of their significance for school financial accounting. services. Debts of local education agencies include bonds, leases, etc. •Diploma Programme (DP): A challenging two-year curriculum for students in grades 11 and 12 that provides an inquiry-based, college preparatory education. By emphasizing knowledge, skills, critical thinking and the fostering and development of universal human values, students learn the valuable skills of construction and deconstruction knowledge. •Education Service Center (ESC): Twenty intermediate education units located in regions throughout Texas that assist and provide services for local school districts. •Estimated Revenue: This term designates the amount of revenue expected to be earned during a given period. •Expenditures: This includes total charges incurred, whether paid or unpaid, for current expense, capital outlay, and debt service. (Transfers between funds, encumbrances, exchanges of cash for other current assets such as the purchase stores and investment of cash in U.S. Bonds, payments of cash in settlement of liabilities already accounted as expenditures, and the repayment of the principal of current loans are not considered as expenditures.) •Fiduciary Funds: Fiduciary Funds account for assets held in a trustee or agent capacity for outside parties, including individuals, private organizations, and other governments. •Fiscal Period: Any period at the end of which a local education agency determines its financial position and the results of its operations. The period may be a month, or a year, depending upon the scope of operations and requirements for managerial control and reporting. •Fiscal Year: A twelve-month period to which the annual budget applies and at the end of which a local education agency determines its financial position and the results of its operations. The District's fiscal year is July 1 through June 30. •Foundation School Program (FSP): A program for the support of a basic instructional program for all Texas school children. Money to support the program comes from the Permanent School Fund, Available School Fund, Foundation School Fund, state general revenue, and local property taxes. Currently, the FSP described in the Texas Education Code consists of three parts or tiers. The first tier provides funding for a basic program. The second tier provides a guaranteed-yield system so that school districts have substantially equal access to revenue sufficient to support an accredited program. The third tier equalizes debt service requirements for existing facilities debt. •Fund: An independent fiscal and accounting entity with a self-balancing set of accounts recording cash and/or other resources, together with all related liabilities, obligations, reserves, and equities which are segregated for carrying on in accordance with special regulations, restrictions, or limitations. •Fund Balance: It is the resources remaining from prior years and which are available to be budgeted in the current year. •General Fund: A fund group with budgetary control used to show transactions resulting from operations of ongoing organizations and activities 89 GLOSSARY This glossary contains definitions of terms used in this document with additional terms as seems necessary to common understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial accounting terms have been included because of their significance for school financial accounting. from a variety of revenue sources for which fund balance is controlled by and retained for the use by the local education agency. The General Fund is used to finance the ordinary operations of a governmental unit except those activities required to be accounted for in another fund. •Government Finance Officers Association (GFOA): A professional association of state/provincial and local finance officers in the United States and Canada and has served the public finance profession since 1906. The association's nearly 15,000 members are dedicated to the sound management of government financial resources. •Governmental Funds: Funds generally used to account for tax-supported activities. There are five different types of governmental funds: the general fund, special revenue funds, debt service funds, capital projects funds and permanent funds. •Grant: A contribution by one governmental unit to another. The contribution is usually made to aid in the support of specified function (for example, job training), but it is sometimes also for general purposes. •House Bill 3: School finance bill that was passed by the 86th Texas Legislature. The bill provides more money for Texas classrooms, increases teacher compensation, reduces recapture and cuts local property taxes for Texas taxpayers. •Independent Audit: An audit performed by an independent auditor. •Individual Education Plan (IEP): A document required by federal law that details the special education requirements for each disabled student and explains how the school intends to address the student's needs. An IEP is intended to help ensure that disabled students have equal access to public education in the least restrictive environment. •Individuals with Disabilities Education Act (IDEA): The 1997 IDEA strengthens academic expectations and accountability for the nation's 5.4 million children with disabilities. •International Baccalaureate Program (IB): A non- profit foundation whose mission is to help students “develop the intellectual, personal, emotional, and social skills to live, learn and work in a rapidly globalizing world.” It was founded in 1968 and runs in over 3,000 schools in 141 countries. Its Diploma Program (DP) is designed for high school juniors and seniors, and offers classes in the same areas as traditional schools: math, science, English, foreign language, social studies, and the arts. Additionally, students have three extra requirements: a class about the theory of knowledge, a community service obligation, and an extended essay on a research topic of their choice. Along the way, students complete assessments that help them prepare for the final written exams, which are graded by external examiners. Upon graduation, students earn a diploma that is respected worldwide. •Middle Years Programme (MYP): A curriculum framework for children in grades six through ten that encourages students to make practical connections between their studies and the real world. The MYP builds on the knowledge; skills and attitudes developed by the Primary Years Programme (PYP) and prepare the students for the demanding requirements of the Diploma Programme (DP). 90 GLOSSARY This glossary contains definitions of terms used in this document with additional terms as seems necessary to common understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial accounting terms have been included because of their significance for school financial accounting. •Modified Accrual Basis of Accounting: Basis of accounting per which (a) revenues are recognized in the accounting period in which they become available and measurable and (b) expenditures are recognized in the accounting period in which the fund liability is incurred, if measurable, except for un-matured interest on general long-term debt and certain similar accrued obligations, which should be recognized when due. •Non-spendable Fund Balance: Includes amounts that cannot be spent and are, therefore, not included in the current year appropriation. Two components: 1) Not in spendable form – previously recorded disbursements and include items that are not expected to be converted into cash, i.e. inventories, pre-paid items, etc. and 2) Legally or contractually required to be maintained intact – refers to an amount that has been received that must be invested indefinitely, i.e. a donation received by the government from a citizen, the principal of which is to be invested in a permanent fund and the earnings used for general governmental purposes. •Object Code: As applied to expenditures, this term has reference to an article or service received; for example, payroll costs, purchased and contracted services, materials and supplies. •Open-Enrollment Charters: Open-enrollment charter schools may be established by private nonprofit organizations, colleges and universities, and other governmental entities that apply to the State Board of Education. The law authorizes the State Board to approve up to 215 open-enrollment charter schools. Law also provides for creation of college or university charter schools at "public senior colleges and universities." There is no limit on the number of these charter schools that may be granted. Other charter programs include home-rule school district charters and campus or campus program charters. •Personnel, Full-Time: Academy employees who occupy positions with duties which require them to be on the job on school days throughout the school year, or at least the number of hours the school is in session. •Personnel, Part-Time: Personnel who occupy positions with duties which require less than full- time service. •Primary Years Programme (PYP): A curriculum framework for children aged 3-12 that prepared students for the intellectual challenges of future education and their future careers, focusing on the development of the whole child as an inquirer, both in the classroom and in the world outside. •Proprietary Funds: Funds that focus on the determination of operating income, changes in net assets (or cost recovery), financial position, and cash flows. There are two different types of proprietary funds: enterprise funds and internal service funds. •Public Education Information Management System (PEIMS): A data management system that includes information on student demographics, performance, teacher salaries, etc. The information for PEIMS is transmitted from local school districts to the Texas Education Agency by the education service centers. •Public Information Act (PIA): PIA defines public information as information collected, assembled, or maintained under a law or about a governmental body's transaction of official business. PIA provides 91 GLOSSARY This glossary contains definitions of terms used in this document with additional terms as seems necessary to common understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial accounting terms have been included because of their significance for school financial accounting. that public information must be made available to the public upon request during the normal business hours of the district, unless an exception applies that allows or requires that the information not be made public. •Restricted Fund Balance: Reports on resources that have spending constraints that are either: 1) externally imposed by creditors, grantors, contributors or laws and regulations of other governments, i.e. grants, etc. -or- 2) imposed by law through constitutional provision or enabling legislation. The amounts represented by this fund balance category have very stringent conditions imposed by external parties or by law. Therefore, the amounts are restricted to very specific purposes and cannot be redeployed for other purposes. The government can be compelled by an external party to undertake the spending requirements represented by the Restricted Fund Balance. •Refined ADA: Refined Average Daily Attendance is based on the number of days of instruction in the school year. The aggregate eligible day’s attendance is divided by the number of days of instruction to compute the refined average daily attendance. See also ADA. •School Board Authority: Statute gives local school boards the exclusive power and duty to govern and oversee the management of the public schools. Powers and duties not specifically delegated to the Texas Education Agency or the State Board of Education are reserved for local trustees. •School FIRST Rating: The purpose of the financial accountability rating system, known as the School Financial Integrity Rating System of Texas (FIRST), is to ensure that open-enrollment charter schools are held accountable for the quality of their financial management practices and that they improve those practices. The system is designed to encourage Texas public schools to better manage their financial resources to provide the maximum allocation possible for direct instructional purposes. •Special Revenue Funds: Funds that are used to account for funds awarded to the Academy for accomplishing specific educational tasks as defined by grantors in contracts or other agreements. •State Board for Educator Certification (SBEC): SBEC is a quasi-independent body that gives educators more authority to govern the standards of their profession. SBEC regulates and oversees all aspects of the certification, continuing education, and standards of conduct of public school educators. As a state agency, SBEC is responsible for certification testing, accountability programs for educator preparation programs, and certification of teachers and administrators. •State Board of Education (SBOE): A 15-member body elected by general election (staggered, four- year terms) from various regions statewide to provide leadership and to adopt rules and policies for public education in the state. The board's primary responsibility is to manage the Permanent School Fund. •Statutory Minimum Salary (Stat Min): HB3 requires that open enrollment charter schools begin paying the state’s contribution on the portion of a member’s salary that exceeds the statutory minimum salary for members entitled to the minimum salary schedule and for members who would be entitled to the minimum salary for certain school personnel under Section 21.402. 92 GLOSSARY This glossary contains definitions of terms used in this document with additional terms as seems necessary to common understandings concerning financial accounting procedures for schools. Several terms which are not primarily financial accounting terms have been included because of their significance for school financial accounting. •Teacher Retirement System (TRS): TRS delivers retirement and related benefits authorized by law for members and their beneficiaries. •Technology Allotment: This allotment is part of the state textbook fund and can be used to purchase electronic textbooks or technological equipment that contributes to student leaning or teacher training. The allotment is $30 per ADA. •Texas Assessment of Academic Skills (TAAS): A state-developed test administered each year to students in grades 3 through 8 and 10 (exit-level) to determine student achievement levels on state- established leaning objectives. Replaced by the Texas Assessment of Knowledge and Skills (TAKS) effective for the 2002-03 school year. •Texas Assessment of Knowledge and Skills (TAKS): TAKS replaces the Texas Assessment of Academic Skills (TAAS), a criterion-referenced test used in Texas schools for 12 years. TAKS began in spring 2003, with tests in reading in grades 3 through 9; language arts in grades 10 and 11; mathematics in grades 3 through 11. The 11th grade exit-level test will assess English Ill, algebra I, geometry, biology, integrated chemistry and physics, early American and U.S. history, world geography, and world history. TAKS will be a more challenging examination for Texas students, per the results of field tests. •Texas Education Agency (TEA): The administrative and regulatory unit for the Texas public education system managed by the commissioner of education. TEA is responsible for implementing public education policies as established by the Legislature, State Board of Education, and commissioner of education. •Texas Education Code (TEC): This code applies to all educational institutions supported in whole or in part by state tax funds. •Texas Essential Knowledge and Skills (TEKS): S ubject-specific state leaning objectives adopted by the State Board of Education. The State's academic tests. [see Texas Assessment of Knowledge and Skills (TAKS)] are aligned with the TEKS. •Texas Open Meetings Act (TOMA): TOMA makes school board meetings to discuss and decide public business accessible. The TOMA Decision requires governmental entities to provide prior public notice of what is to be discussed and where and when discussion will take place. Closed meetings are permitted only when specifically authorized by law. Civil and criminal penalties can result when a board violates provisions of this act. •Unassigned Fund Balance: The residual fund balance for the General Fund. It represents the amount of fund balance remaining after allocation to the Non-spendable, restricted, committed and assigned fund balances. This amount reflects the resources that are available for further appropriation and expenditure for general governmental purposes. •Weighted Students in Average Daily Attendance (WADA): In Texas, students with special educational needs are weighted for funding purposes to help recognize the additional costs of educating those students. Weighted programs include special education, career and technical, bilingual, gifted and talented, and compensatory education. A weighted student count is used to distribute guaranteed-yield funding and establish Chapter 41 thresholds. 93 ACRONYMNS TERM STANDS FOR TERM STANDS FOR ACCT Account GL General Ledger ADA Average Daily Attendance GO’S General Obligation Bonds AEIS Academic Excellence Indicators System HR Human Resources AP Accounts Payable IB International Baccalaureate Program AR Accounts Receivable IEP Individual Education Plan ASBO Association of School Business Officials IDEA Individuals with Disabilities Education Act BS Balance Sheet IT Information Technology CAFR Comprehensive Annual Financial Report LTL Long-term Liability CEI Cost of Education Index MYP Middle Years Programme CIP Capital Improvement Plan PIA Public Information Act CO'S Certificates of Obligations PYP Primary Years Programme CPA Certified Public Accountant R&M Repair and Maintenance CTE Career and Technical Education S&P Standard and Poor’s DP Diploma Years SBOE State Board of Education DS Debt Service SLA Service Level Adjustment EF Enterprise Fund SRF Special Revenue Fund ESC Education Service Center (ESC) TAKS Texas Assessment of Knowledge and Skills FTE Full-Time Equivalent TEA Texas Education Agency FY Fiscal Year TEKS Texas Essential Knowledge and Skills G&O Goals and Objectives TOMA Texas Open Meetings Act GAAP Generally Accepted Accounting Principles TRS Teacher Retirement System GASB Government Accounting Standards Board WA Westlake Academy GF General Fund WADA Weighted Average Daily Attendance GFOA Government Finance Officers Association XFR Transfer 94 Official 2021-2022 Academic Calendar Westlake Academy Academic Calendar 2021-2022 August 2021 September 2021 October 2021 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 5 6 7 1 2 3 4 1 2 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 9 21 31 19 November 2021 December 2021 January 2022 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 5 6 1 2 3 4 1 7 8 9 10 11 12 13 5 6 7 8 9 10 11 2 3 4 5 6 7 8 14 15 16 17 18 19 20 12 13 14 15 16 17 18 9 10 11 12 13 14 15 21 22 23 24 25 26 27 19 20 21 22 23 24 25 16 17 18 19 20 21 22 28 29 30 26 27 28 29 30 31 23 24 25 26 27 28 29 15.5 12.5 30 31 18.0 February 2022 March 2022 April 2022 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 5 1 2 3 4 5 1 2 6 7 8 9 10 11 12 6 7 8 9 10 11 12 3 4 5 6 7 8 9 13 14 15 16 17 18 19 13 14 15 16 17 18 19 10 11 12 13 14 15 16 20 21 22 23 24 25 26 20 21 22 23 24 25 26 17 18 19 20 21 22 23 27 28 27 28 29 30 31 24 25 26 27 28 29 30 18 17 20 May 2022 June 2022 July 2022 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 5 6 7 1 2 3 4 1 2 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 19.0 31 First / Last Day of School 0 Early Release Days Parent/Student Conferences - All Day-TBD Holiday NO SCHOOL Semester Exams / PYP Assessments Professional Day/Student Holiday Senior Commencement Teacher Work Days 95 PRESENTATION AND DISCUSSION REGARDING THE STATE OF TEXAS STARR AND EOC ASSESSEMENT RESULTS FOR 2020-2021. Board of Trustees Item # 8 – Presentation and Discussion Page 1 of 2 BOARD OF TRUSTEES AGENDA ITEM Regular Meeting - Discussion Item Monday, August 09, 2021 TOPIC: Presentation and discussion of State Assessment Results for 2021 STAFF: Dr. Mechelle Bryson, Executive Director and Maxwell Ituah, MYP Assistant Principal STRATEGIC ALIGNMENT Vision, Value, Mission Perspective Curriculum Outcome Objective Academic Excellence Academic Operations PYP / MYP / DP Optimize Student Potential SUMMARY The purpose of this discussion is to inform the Board of Trustees of the 2020-2021 State mandated STAAR and EOC results and provide an opportunity for the Board of Trustess to gain an understanding of the status of the Academy’s academic progress on state mandated assessments for grades 3 through 11. Earlier this summer, the Texas Education Agency (TEA) reported that “as a result of the learning disruptions caused by the COVID-19 pandemic, the number of students not meeting grade level increased from 2019 across all subject areas and grade levels, with English I and English II being the only exceptions.” Although the State assessment results measured a significant dip in student overall achievement, Westlake Academy students did not. In fact, our student achievement results varied only slightly from pre-pandemic scores. • In 2021, 96% of our students grade 3 through grade 10 passed the Reading State Assessment with 50% of the students reaching and surpassing the mastery level. • In 2019 - 98% of our students grade 3 through grade 10 passed the Reading State Assessment with 51% of the students reaching and surpassing the mastery level. Page 2 of 2 • In 2021, 96% of our students grade 3 through grade 9 passed the Math State Assessment with 58% of the students reaching and surpassing the mastery level. • In 2019 - 97% of our students grade 3 through grade 9 passed the Math State Assessment with 61% of the students reaching and surpassing the mastery level. The ultimate aim of this presentation is to disaggregate the State assessment data in order to measure the effectiveness of Westlake Academy’s curriculum and instructional alignment across all IB programmes. Analysis will be provided and areas of strength and weakness identified in order to build an organizational culture where stakeholders use data continuously, collaboratively and effectively to improve the academic performance of all students. COUNCIL ACTION/OPTIONS This presentation and discussion is informative in nature and does not require Board of Trustee action. STAFF RECOMMENDATION This presentation and discussion is informative in nature and does not require Board of Trustee action. FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY Project Cost/Funding Amount: None Funding Source: N/A Contract: No Forms: N/A Service Levels: This is not a project. ATTACHMENTS No Attachments PRESENTATION AND DISCUSSION REGARDING THE RESULTS OF THE 2021 WESTLAKE ACADEMY STUDENT PERFORMANCE ON THE INTERNATIONAL BACCALAUREATE (IB) AND ADVANCED PLACEMENT (AP) ASSESSMENTS. Board of Trustees Item # 9 – Presentation and Discussion BOARD OF TRUSTEES AGENDA ITEM Regular Meeting - Discussion Item Monday, August 09, 2021 TOPIC: Presentation and discussion regarding the 2021 Westlake Academy (WA) student performance on International Baccalaureate (IB) and Advanced Placement (AP) assessments. STAFF: Dr. James Owen, DP Principal STRATEGIC ALIGNMENT Vision, Value, Mission Perspective Curriculum Outcome Objective Choose an Item Choose a Perspective (should match your outcome objective) Choose an Item Choose an Objective (should come from the same 'line' as your perspective) SUMMARY This presentation will examine and discuss the 2021 student performance on IB and AP assessments. It will include data analysis in the context of IB global performance, AP global performance, and WA historical trends. The ultimate aim is to disaggregate the data in order to measure the effectiveness of Westlake Academy’s curriculum and instructional alignment across all IB programmes. Analysis will be provided and areas of strength and weakness identified in order to build an organizational culture where stakeholders use data continuously, collaboratively and effectively to improve the academic performance of all students. Page 2 of 2 COUNCIL ACTION/OPTIONS This presentation and discussion is informative in nature and does not require Board of Trustee action. STAFF RECOMMENDATION This presentation and discussion is informative in nature and does not require Board of Trustee action. FISCAL/SERVICE LEVEL IMPACT TO COMMUNITY Project Cost/Funding Amount: None Funding Source: N/A Contract: No Forms: N/A Service Levels: Would this project increase our serice delivery costs? This is not a project. DEVELOPMENT/MOBILITY IMPACT TO COMMUNITY Westlake Academy: What impact, if any, would this have on WA? This is not a project. This is a State mandated assessment status update for the 2020-2021 school year. Comprehensive Plan: Adhere to our comprehensieve plan – if yes, in what way? This applies to the comprehensive plan by demonstrating academic excellence. Cost Recovery Analysis: Utilization of the cost recovery tool that Mr. Robin McCaffrey put together. This is not a project. This is a State mandated assessment status update for the 2020- 2021 school year. Traffic Impact: Any? Do we need this or tool this for development? This is a State mandated assessment status update for the 2020-2021 school year. There is no traffic impact. ATTACHMENTS None. SUPERINTENDENT UPDATE. a. Westlake Academy campus plan for the 21/22 school year. Board of Trustees Item # 10 – Presentation and Discussion Board of Trustees Item # 11 – Board Recap/Staff Direction Board of Trustees Item # 12 – Future Agenda Items Board of Trustees Item # 13 - Adjournment