May 30, 2023 Special Town Council

[A. WORK SESSION – Call to Order (4:00 P.M.)]

[00:00:02]

ALL RIGHT, LET'S START.

IT'S TUESDAY, MAY 30TH, 2023.

IT'S A SPECIAL CALLED COUNCIL MEETING.

I'M GOING TO START OFF WITH WORK SESSION AND IT'S GOING TO BE A123-132 DISCUSSION OF THE CREATION OF A NEW BOOSTER CLUB.

YOU WANT TO GO AHEAD. YEAH. THANK YOU.

WELL, LET ME JUST KIND OF GIVE.

TWO YEARS.

SASSER. FOOTBALL.

PLANNING. AND IT'S BEEN A LOT OF FUN. BECAUSE THAT'S PROGRESSED WE VERY NICE.

GOOD. THEY KIND OF DECLARED THEIR INTENTION.

DON'T KNOW. HE MADE THE POINT.

FOREMOST, I WANT TO THANK THING THAT. REALLY OUR CITY. ON THE SO WE HAD IT. WE HAD THE HELMET.

BACK. I COME.

ABSOLUTELY BROKE BUT IN THIS. OVERARCHING KIND OF MISSION.

ALL SPORTS. QUALITY.

SO WHAT WE'VE DONE, I THINK YOU ALL HAVE THE GO THROUGH IT. WE'VE DEVELOPED BYLAWS FOR REALLY TAKE OFF? BUT IN OPERATING.

TALK ABOUT THOSE. I'LL TALK ABOUT THOSE BRIEFLY HERE IN A MINUTE.

WE ALSO MET COACH PONDER.

I WENT TO ONE OF HIS STAFF MEETINGS.

WE MET WITH ALL THEIR COACHES TO GET THEIR FEEDBACK.

JANET, I SAW JANET EARLIER.

OH, THERE YOU ARE. SO JANET IS LOOKING THROUGH THE BYLAWS.

AND THEN ANOTHER KEY PART OF THIS IS TO MAKE SURE THAT WE HAVE A GOOD MEMORANDUM OF UNDERSTANDING THAT THIS BOOSTER CLUB IS GOING TO BE THE WILL OF THE SCHOOL AND OPERATE FOR THE SCHOOL.

SO IF YOU LOOK THROUGH THE PRESENTATION WE HAVE AND AGAIN, I'M JUST GOING TO GO THROUGH A FEW PAGES AND THEN I'LL OPEN IT UP FOR QUESTIONS.

BUT THIS BOOSTER CLUB AND OUR MISSION IS TO SUPPORT OUR STUDENT ATHLETES AND COACHES BY ENCOURAGING PARENT PARTICIPATION TO PROVIDE AN OUTSTANDING ATHLETIC EXPERIENCE FOR WESTLAKE ACADEMY. IT'S THAT EASY.

SO WE HAVE BYLAWS, WE HAVE OFFICERS SET UP THE NORMAL OFFICERS.

THE TERM IS FOR ONE YEAR.

WE HAVE A SAMPLE OF BUDGET AND FINANCIAL PROTOCOLS.

WE HAVE THE BLANK MEMORANDUM OF UNDERSTANDING AND THEN THE ATHLETIC AMBASSADOR PROGRAM.

AND BASICALLY WHAT THAT IS, IS THAT EVERY SPORT WILL HAVE A PARENT OR PARENTS DEDICATED TO THAT SPORT TO BE THE LIAISON BETWEEN THE COACHES AND THE KIDS AND THE BOOSTER CLUB TO MAKE SURE THEY'RE GETTING WHAT WE NEED.

AND THEN THESE OPERATING MANUALS, YOU GO FURTHER, ARE VERY PRESCRIPTIVE.

IT'S LIKE I THINK ABOUT FOOTBALL.

LAST YEAR, WEDNESDAY WE WENT AND PUT DIESEL IN THE LIGHTS TO MAKE SURE THEY WERE WORKING AND WE CHECKED THE LIGHTS ON WEDNESDAY OR ON THURSDAY.

WE GOT READY FOR THE FIRST GAMES ALL THE WAY THROUGH, KIND OF TEAR DOWN ON FRIDAY NIGHT.

I THINK. I THINK THAT'S IT.

WHAT WE'RE VERY PLEASED ABOUT, COACH PONDER HAD TWO MEETINGS THIS SPRING WITH PARENTS AND TALKING TO THEM ABOUT ATHLETICS AND GETTING FEEDBACK AND WHAT GRADES WE'RE PLAYING, WHAT SPORTS. I THOUGHT THOSE MEETINGS WENT VERY WELL.

BUT RIGHT NOW WE HAVE ABOUT 96 NAMES INTERESTED IN HELPING OUT IN ATHLETICS AND WE'LL BE PART OF THIS.

AND OUR NEXT STEP IS WE'RE DEVELOPING A SURVEY RIGHT NOW TO SEND OUT ALL THE PARENTS TO SEE, AGAIN, GAUGE THEIR INTEREST LEVEL.

ARE THEY INTERESTED IN BEING ON ONE OF THE OFFICER POSITIONS OF THE BOARD? AND THEN OUR GOAL IS TO HAVE THIS UP AND RUNNING.

SO I THINK I GOT EVERYTHING.

[00:05:01]

[INAUDIBLE] KIM, I'M SORRY.

I DON'T KNOW THIS ANSWER. IS THIS AN ADDITIONAL OR IS THIS GOING TO REPLACE THE HOUSE OF COMMONS? NO. SO HOUSE OF COMMONS IS KIND OF THE PTA AND THEY DO A GREAT JOB.

SO THE WHACK IS? THAT'S A GOOD QUESTION, TIM.

SO, JOHN, WE'VE EXCHANGED SOME PHONE CALLS.

HE ASKED ME WHAT IS THE FOLLOW UP THEY NEED TO DO AFTER HE PRESENTED HERE A COUPLE OF MEETINGS AGO? AND IN MY MIND, THE FOLLOW UP IS THEY NEED TO GET BYLAWS IN PLACE, WHICH THEY DON'T HAVE.

THEY NEED TO UPDATE THE MEMORANDUM OF UNDERSTANDING AND THEY DO NEED A FINANCIAL AUDIT, WHICH WE DO, WHICH IS NOT ON THE TABLE ANYMORE.

BUT THEY WANT TO BE A FUNDRAISING ARM FOR ATHLETICS AND WE'LL SEE WHAT THEY COME UP WITH AS FAR AS THEIR MISSION.

THAT'S WHAT I WAS TRYING TO FIGURE OUT.

HOUSE OF COMMONS WHACK AND NOW THIS NEW ENTITY.

OKAY. YEAH. SO THIS IS FILLING A VOID THAT IS NOT IN PLACE.

AND SO THE MAIN PURPOSE HERE IS REALLY IT'S AN EXTENSION OF LIKE THE TEAM PARENT WHO HELPS OUT, THAT INCLUDE BRINGING SNACKS FOR HALF TIME AND SETTING UP YOU LOOK THROUGH IT'S VERY PRESCRIPTIVE ON WHAT YEAH BUT YOU'VE GOT A FUNDRAISING COMPONENT IN THE BYLAWS.

THE BYLAWS, THEY'RE ONLY AT DIRECTION I DIDN'T LIKE, LIKE PERSONALLY, THAT'S WHAT THE WHACK WANTS TO DO AND I DON'T THINK WE NEED I DON'T WANT TO STEP ON THEIR TOES, NOR DO WE NEED TO DOING THAT IN ADDITION TO THE FOUNDATION.

SO IT'S THERE FOR LIKE ADJUSTING IN THE IN THE BYLAWS.

IT IS OF THE ATHLETIC DIRECTOR REQUEST OF FUNDRAISING LIKE FOR SOMETHING.

BUT HOPEFULLY THAT WILL BE THE WHACK GOING FORWARD.

BUT I JUST IT WAS IN THE BYLAWS.

I THOUGHT I'LL LEAVE IT THERE UNTIL WE KIND OF SIT DOWN AND.

BUT THIS BOOSTER CLUB WOULD BASICALLY HOPEFULLY DRUM UP THE PARENTAL SUPPORT FOR CONCESSION STANDS FOR FOOTBALL GAMES, FOR LIGHTING, FOR EQUIPMENT, AND WE'LL AUTOMATE THIS. SO COACH.

GOT IT. WE HAVE A NEW TICKETING SYSTEM IN PLACE GOING TO MAKE IT MUCH EASIER FOR PARENTS AND STUDENTS TO COME IN AND GET ACCESS TO GAMES AND GET THEIR TICKETS.

SO WOULD THAT BE RUN THROUGH THE BOOSTER CLUB OR THAT GOES STRAIGHT TO THE SCHOOL? IT GOES STRAIGHT TO THE STRAIGHT TO THE SCHOOL.

AND THEN WE'RE GOING TO TRY TO AUTOMATE.

IF YOU LOOK, WE HAVE VERY DETAILED SCHEDULES AND I'LL PICK FOOTBALL BECAUSE IT'S A FIRST FALL SPORT.

BUT LIKE WHAT? I FELT TERRIBLE AND I KEEP APOLOGIZING TO COACH NOBODY DURING BASKETBALL BECAUSE WE JUST GOT WRAPPED UP WITH FOOTBALL.

QUINT HELPED A LITTLE BIT IN BASKETBALL.

I DID NOT, BUT HE WAS ALWAYS SCRAMBLING TO GET SOMEBODY TO DO THE SCOREBOARD, TO GET SOMEBODY TO DO CONCESSIONS AND THINGS LIKE THAT.

SO WE WANT TO AUTOMATE THESE SIGNUP AND I DO THINK WE HAVE PLENTY OF PARENTS TO DO THIS.

IT'S JUST THE ORGANIZATION AROUND THAT AND THE FORMALITY.

YEAH. YEAH, THAT MAKES SENSE.

AND I THINK THE BYLAWS MENTIONED, YOU KNOW, THAT YOU'D ALSO HAVE DUES PAYING MEMBERS.

WOULD THAT BE A REQUIREMENT TO VOLUNTEER THROUGH THIS? YEAH. WHAT WE HOPE TO DO, I THINK THE HLC HAS HAD A GREAT MODEL AND I DON'T KNOW WHAT I'M GOING TO SIT DOWN WITH THEM.

I DID SEND THIS TO TO MARY BETH A FEW WEEKS AGO TO GIVE HER FEEDBACK.

YOU KNOW, I DON'T THINK THESE DUES ARE GOING TO BE IF YOU PAY DUES, YOU'RE A VOTING MEMBER.

SO THIS IS GOING TO BE A VERY INCLUSIVE CLUB.

SO EVERYBODY IN THE BOOSTER CLUB IS GOING TO GET TO VOTE, PROBABLY NOT THE FIRST YEAR, BUT FOR THE SECOND YEAR.

THESE OFFICER TERMS ARE FOR ONE YEAR AND THEY'RE GOING TO GET TO VOTE.

WHO COMES IN AND IS OFFICERS? I JUST DON'T KNOW WHAT THOSE.

BUT WHAT I HAVE TO PAY DUES TO RUN CHAINS, FOR EXAMPLE, AT A FOOTBALL GAME.

NO, NO, I DON'T THINK YOU HAVE TO BE PART OF THE BOOSTER CLUB.

WE'RE GOING TO GET WHATEVER VOLUNTEER WE CAN.

SO. YEAH, THIS IS MUCH NEEDED.

IT SHOULD CREATE. THE VOLUNTEER PART IS BUILT IN FROM THE FRONT END RATHER THAN THE LAST MINUTE.

YEAH, I JUST FEEL REALLY BAD.

AS CLOSE AS WE ARE TO ATHLETICS AND WESTLAKE ACADEMY BEING.

AND, YOU KNOW, WE HAD A JUST AN UNBELIEVABLE YEAR ATHLETICALLY.

YOU LOOK IT FROM FALL SPORTS ALL THE WAY THROUGH SO PROUD OF OUR KIDS BUT EVERY KID SHOULD HAVE THE SAME EXPERIENCE AND THE SAME SUPPORT AND RESOURCES NO MATTER WHAT SPORT YOU'RE IN.

WE LIKE I FEEL LIKE A FAILURE.

I DIDN'T TAKE CARE OF SOME OF THE SPORTS.

I MEAN, WE HAVE LIMITED RESOURCES.

THIS IS A WAY TO FIX THAT PROBLEM.

YEAH, BUT YOU WERE A ONE MAN SHOW LAST YEAR.

THAT'S OKAY. WE'RE GOING TO GET NOW.

THERE'S A LOT OF LOOK, THERE'S A LOT OF PEOPLE THAT HAVE PUT A LOT MORE TIME IN THAN WE HAVE OVER THE YEARS.

AND I REALLY DO APPRECIATE THAT.

BUT THIS IS JUST.

YES, TO ME, IT'S THE NEXT STEP OF EVOLUTION, HOW WE FORMALIZE THIS AND REALLY BUILD MOMENTUM.

IS THIS GOING TO BE A NON PROFIT OR.

WE DON'T KNOW THE LEGAL MAKEUP YET.

WE'RE WORKING WITH. WE'RE TAKING THE EASIEST PATH.

HAVE A COUPLE OF OPTIONS

[00:10:12]

HOWEVER WE SET IT UP. I WANT IT TO BE UNDER THE SCHOOL AND THERE'S VERY PRESCRIPTIVE LANGUAGE OF THE SCHOOL, GETS TIRED OF IT AND WANTS TO GO AWAY.

THERE'S TRIGGERS.

YEAH. NO. YEAH.

AND YOU'VE GOT TERM LIMITS, TOO.

I MEAN, THE WHOLE IDEA IS TO KEEP THIS THING EVOLVING OVER TIME AND NOT JUST GET STUCK WITH.

YEAH, I THINK THAT'S WHAT.

AND THIS IS YOU KNOW, IT TAKES A LOT OF TIME TO HELP, AS YOU KNOW.

RIGHT. BUT AGAIN, WITH COACH PONDER SENT ME THE LIST OF 96 TODAY THAT.

AND AS I SAID, WE'RE GOING TO SEND OUT A SURVEY TO ALL THE PARENTS AND.

I THINK IT'S THE SIDE CONVERSATIONS.

I'VE SENT THIS DECK OUT TO NUMEROUS PEOPLE I THINK WE'LL HAVE PEOPLE THAT WANT TO BE OFFICERS.

PEOPLE WANT TO JOIN, PEOPLE WANT TO HELP.

I ACTUALLY FEEL. BUILD ON THEM.

THE OTHER INTERESTING OR THE POINT I LIKE ABOUT THAT WE HAVE A PRESIDENT, VICE PRESIDENT, SECRETARY, TREASURER.

THE NORMAL THING IS WE HAVE A POSITION HERE CALLED REPORTER.

I DON'T LIKE THAT NAME.

BUT AS YOU THINK ABOUT THE SCHOOL, EVERYBODY HAS DONE THEIR OWN POSTERS AND BANNERS AND STUFF LIKE THAT.

THIS IS THE ONE RESPONSIBLE FOR ALL SPORTS ONE HOPEFULLY NEGOTIATING A GOOD DEAL TO GET THOSE THINGS DONE, BUT AT THE SAME LOOK AND FEEL ACROSS THE SCHOOL COVERAGE FOR EVERY SPORT. IT'S A GOOD IDEA BECAUSE I THINK EVEN LOOKING UP THINGS LIKE TRACK RESULTS IS NOT ALWAYS SO INTUITIVE.

YEAH, IT'D BE NICE TO CENTRALIZE IT AND BRAG ABOUT THE KIDS.

YEAH. ABSOLUTELY.

YEAH, WE HAD A GREAT YEAR.

SO WHAT'S THE NEXT STEPS? YOU'RE GOING TO CONTINUE WORKING WITH JANET.

THE BYLAWS LOOK LIKE THEY'RE, WELL, PROBABLY 95% DONE, BUT YOU'LL COME BACK WITH MORE OF A FINALIZED DRAFT.

I'VE GOT TO FIGURE OUT THE LEGAL STRUCTURE FOR THIS.

WE'RE GOING TO SPEND THE NEXT COUPLE OF MONTHS GETTING THE OFFICERS IN PLACE.

AND THEN I WANT TO, YOU KNOW, LET THEM RUN WITH THAT.

I WILL HANG AROUND KIND OF AN ADVISER OR WHATEVER THE COUNCIL THINK'S APPROPRIATE, BUT I WANT THE NEW OFFICERS TO RUN THIS.

AND I WILL STILL GIVE 100% OF MY.

I AND I DO THINK WE SHOULDN'T BE.

IF WE'RE ON COUNCIL BOARD OF TRUSTEES, WE SHOULDN'T BE ON ANY OTHER COMMITTEES.

GOTCHA. THAT MAKES SENSE.

YEAH, I THINK IT DOES.

WELL, I GOT STICKERS FOR EVERYBODY.

WELL, I'M GLAD YOU GUYS LIKED IT.

OR I'D HAVE TO TEAR THESE UP, BUT WE GOT OUR BOOSTER.

WE DIDN'T VOTE YET, SO. JUST KIDDING.

THANK YOU ALL. GET IT? AND SO MANY OTHER QUESTIONS.

KIM HAS ONE ALREADY ON YOUR SON'S CAR.

[INAUDIBLE] BECAUSE YOUR SON'S GOT ONE.

ABOUT 72 STICKERS HAS NONE.

OH, NO, THE ONE SON DOES.

BUT YES. I'M SORRY.

I WAS THINKING. NO, JACK HAS NO.

YEAH, YOU KNOW.

THAT'S RIGHT. ALL RIGHT.

NO MORE QUESTIONS. ALL RIGHT.

THAT CLOSES OUT OUR WORK SESSION.

REGULAR MEETING STARTS AT FIVE.

ALL RIGHT, FOLKS, LET'S START THE REGULAR SESSION.

[B. REGULAR MEETING – Call to Order (5:00 P.M.)]

ALLEGIANCE], ALL RIGHT, CITIZENS AND PARENT COMMENTS.

ARE THERE ANY CITIZENS OR PARENTS HERE? AMY? NONE. ALL RIGHT.

ITEMS OF COMMUNITY INTEREST.

[E. ITEMS OF COMMUNITY INTEREST:]

GOOD EVENING, MAYOR AND COUNCIL.

WE HAVE JUST A FEW THINGS GOING ON.

OBVIOUSLY, WHEN WE GET INTO THE SUMMER MONTHS, THINGS SLOW DOWN A LITTLE BIT.

BUT NOT FOR YOU GUYS, OF COURSE, AS WE'VE GOT ANOTHER TOWN COUNCIL MEETING COMING UP ON JUNE 12TH.

THE ACADEMY BUDGET WORKSHOP IS ON THURSDAY, JUNE 15TH.

AND THEN A WEEK LATER, WE'VE GOT THE TOWN BUDGET WORKSHOP ON JUNE 22ND.

A FEW ITEMS OF NOTE THAT WE WANTED TO ADD TO THIS LIST.

YOU GUYS MAY HAVE GOTTEN AN EMAIL ABOUT AN HOUR AGO ABOUT THE PUMP STATION BEING DOWN AND THE GENERATORS.

WE'VE JUST GOT LATE WORD THAT THEY'RE BACK UP.

EVERYTHING IS FINE. EVERYTHING IS WORKING.

SO WE'RE GOING TO SEND OUT ANOTHER EMAIL, SOCIAL MEDIA TEXT ALERT BLAST HERE IN THE NEXT FIVE MINUTES TELLING EVERYBODY THAT EVERYTHING IS BACK TO NORMAL AND WE SHOULD BE GOOD TO GO. A COUPLE OF OTHER THINGS THAT WE WANTED TO TALK ABOUT PARRISH LANE, THAT CONSTRUCTION SHOULD BE COMPLETED BY MID JUNE.

[00:15:04]

SO THAT SHOULD BE DONE IN ABOUT A FEW WEEKS.

THE ROANOKE ROAD CROSSOVER, YOU MAY HAVE NOTICED, HAS ALREADY SHUT DOWN.

SO THAT WILL NOT BE UP AND RUNNING EVER AGAIN.

SO THAT WAS A BIG POINT OF EMPHASIS AND A LOT OF INTEREST THERE FROM NOT ONLY WESTLAKE RESIDENTS, BUT FROM KELLER AND ROANOKE RESIDENTS AS WELL.

114 EXITS.

WE'VE BEEN SENDING OUT A LOT OF INFORMATION ABOUT THAT HERE IN THE NEXT COUPLE OF DAYS.

THE ENTRANCE RAMP FROM SOLANA ONTO 114 EAST SHOULD BE BACK OPEN JUST IN TIME FOR THE EXIT RAMP.

ON THE OTHER SIDE, OVER ON SOUTH LAKE, WHERE IT GOES, SOLANA WILL BE SHUT DOWN FOR ABOUT FOUR MONTHS.

SO GOOD NEWS, BAD NEWS THERE, BUT IT'S PROGRESS NONETHELESS.

WE HAD A VERY BUSY WEEK AT THE ACADEMY.

OBVIOUSLY, THERE WAS MANY, MANY DIFFERENT EVENTS TO CELEBRATE.

KIDS ALL THE WAY FROM THE PYP, ALL THE WAY UP TO THE DP.

I BELIEVE AT SOME POINT WE HAD, WHAT, 17 EVENTS GOING ON ALL AT ALL DURING THE COURSE OF LAST WEEK AND THEY WERE WELL ATTENDED.

IT WAS SO MUCH FUN.

WE HAD GREAT FEEDBACK AND IT WAS GREAT TO HAVE EVERYBODY CELEBRATED.

EVEN MAYOR PRO TEM DAVID QUINT STEPPED IN ADMIRABLY AND DID A FANTASTIC JOB AT AT THE AWARDS FOR THE SENIORS.

AND WE GOT A LOT OF GREAT FEEDBACK AS WELL FOR GRADUATION AS WELL.

I WANT TO SEND A SPECIAL SHOUT OUT TO TO THREE INDIVIDUALS DR.

OWEN, AURORA MORALES AND CARL TIPPIN.

THE WORK THAT THESE GUYS PUT IN LAST WEEK IS UNREAL.

AND I WILL TELL YOU THAT I WAS ON THE OUTSIDE JUST LENDING A HELPING HAND ALONG WITH THE COMMUNICATIONS TEAM HOWEVER WE COULD ANYTIME WE REACHED OUT TO THESE GUYS DAY OR NIGHT, THEY WERE ALWAYS AVAILABLE TO HELP US OUT.

THE WORK THAT THEY DO IS IMMEASURABLE.

SO THANK YOU ALL FOR FOR EVERYTHING THAT YOU DID FOR THAT.

JOHN, I JUST I WANT TO ECHO THAT.

I MEAN, THE QUALITY OF THE END OF THE YEAR, WHAT YOU GUYS DO, SENIOR BANQUET AND THE GRADUATION.

IT IS JUST WORLD CLASS, YOU GUYS.

IT IS A TRUE TESTAMENT HOW YOU MAKE EVERY STUDENT FEEL SPECIAL.

AND I THINK THAT GOES A LONG WAY AND REALLY KIND OF SPEAKS TO THE COMMUNITY FOR SURE.

YEAH. AND ALL THE GRADUATION PARTIES THIS WEEKEND, SO MANY SENIORS ECHOED THAT IN THEIR OWN WORDS.

AND I HAVE TO SAY, YOU GUYS DO THIS EVERY YEAR.

THIS IS NOT A ONE TIME DEAL.

YOU GUYS DO THIS EVERY YEAR FOR THE SENIORS.

SO THANK YOU. YES, INDEED.

AND IT WAS A TRUE CELEBRATION FOR NOT ONLY THE STUDENTS, BUT THE STAFF PARENTS AND, OF COURSE, THE BOARD OF TRUSTEES.

AND I WANT TO SAY THANK YOU TO ALL OF YOU GUYS AS WELL.

NOT ONLY DID YOU GUYS ATTEND, YOUR SPOUSES ATTENDED, BUT IT WAS NOT ONLY NOTICE, BUT IT WAS VERY MUCH APPRECIATED.

THERE WERE SEVERAL PEOPLE WHO MENTIONED THAT THEY WERE VERY HAPPY TO SEE ALL OF YOU GUYS THERE.

SO THANK YOU VERY MUCH.

AND A SPECIAL CONGRATULATIONS TO DR.

WHITE, OF COURSE, AND TO MR. SANSONE FOR HAVING THEIR GRADUATES.

I KNOW YOU GUYS ARE AWFULLY PROUD AND WE'RE PROUD OF THEM AS WELL.

YEAH, THOSE ARE YOUR ITEMS OF COMMUNITY INTEREST.

THANK YOU VERY MUCH. ALL RIGHT.

LET'S GO ON TO THE CONSENT AGENDA.

[F. CONSENT AGENDA]

OKAY. CAN I GET A MOTION TO APPROVE? AT FIRST. I'LL MAKE A MOTION.

AND A SECOND. SECOND.

ALL IN FAVOR? AYE.

MOTION CARRIES.

LET'S GO ON TO REPORTS. DOES ANYONE HAVE ANYTHING THEY SEE FROM THE REPORT FOR 23 139.

[G. REPORTS]

THAT'S BEEN THE QUESTION. ALL RIGHT.

ANY ISSUES ON THAT? ANYONE ELSE? NO.

OKAY. WE'LL MOVE ON TO THE REGULAR AGENDA ITEMS. H ONE.

LET'S START OFF THE EASIER ONE.

[H.3. Consider electing a Mayor Pro Tem for 2023-24; and take appropriate action 23-149]

CAN I GET A FIRST? FIRST. A SECOND.

SECOND. ALL IN FAVOR? AYE. MOTION CARRIES.

ALL RIGHT, LET'S SEE.

CALENDAR OR LET'S DO H TWO.

[H.2. Consider approving a WA Resolution 23-11 to adopt a 10-month Fiscal Year for the Westlake Academy and effectively change the fiscal year period to July 1 through June 30; and take appropriate action WA RES 23-11]

YOU GUYS NEED FURTHER EXPLANATION FOR THIS.

I THINK YOU SHOULD BECAUSE IT REALLY HELPS US MANAGE STUFF BETTER.

SO SURE. YEAH. CAN YOU COME ON UP AND.

YEAH. COME ON DOWN.

I KNOW WE TALKED ABOUT THIS LAST SUMMER DURING THE BUDGET CYCLE AND WE SAID MAYBE FOR NEXT YEAR WE'LL GO TO A TEN MONTH BECAUSE I APOLOGIZE.

I THOUGHT YOU WERE STILL TALKING ABOUT THE CALENDAR.

SORRY. OKAY.

SO I DO HAVE A PRESENTATION PREPARED.

SO WITH THE APPROVAL OF RESOLUTION 2311, THIS WILL ENABLE THE ACADEMY TO MOVE FORWARD TO CHANGE THE FISCAL YEAR START DATE FROM SEPTEMBER 1ST TO

[00:20:09]

THE APPROVED RESOLUTION WOULD ALERT TO OUR INTENTION TO CHANGE THE FISCAL YEAR START TO JULY 1ST.

TO CLARIFY THIS, CHANGING THE FISCAL YEAR DOES NOT IN ANY WAY CHANGE THE ACADEMIC YEAR.

THE BOARD OF TRUSTEES WILL REVIEW QUARTERLY REPORTS, BUT ON A DIFFERENT SCHEDULE.

SO ON HERE ON THE SLIDE, THERE IS THE DATES OF THE QUARTERLIES THAT YOU WOULD YOU WOULD BE REVIEWING.

ONE OF THE MAJOR OBSTACLES THAT OVER THE YEARS HAS BROUGHT US TO THIS DECISION IS OUR CURRENT PURCHASING PROCESS.

SO WHEN SCHOOL BEGINS IN AUGUST, WHICH IS THE LAST MONTH OF THE CURRENT FISCAL YEAR, THERE ARE LIMITED FUNDS TO PURCHASE SEEING SUPPLIES EQUIPMENT FOR THE CLASSROOM.

SO A LOT OF TIMES THE I HAVE TO TELL THE ADMINISTRATORS, NO POS AT THIS POINT, NO CREDIT CARD USE AT THIS POINT, BECAUSE BY THE TIME THEY GET BACK, THEY'RE PURCHASING ITEMS FOR THEIR SCHOOL YEAR, WHICH IS WHAT THEY NEED TO BE DOING.

HOWEVER, WE IN FINANCE ARE PREPARING FOR OUR AUDIT, SO WE'RE TRYING TO CLOSE THINGS DOWN.

SO A LOT OF TIMES THE ACADEMY DEPENDS ON THE GENEROSITY OF A LOT OF LOCAL GRANTS TO FILL THE GAP BETWEEN THE TIME THAT NEW FUNDS ARE AVAILABLE WITH THE NEW BUDGET YEAR.

AND I DON'T KNOW WHY THIS DID THIS, BUT HERE IT IS.

SO THE PURPOSE OF THE CHANGE IS, OF COURSE, TO ALIGN THE FISCAL YEAR WITH THE ACADEMIC YEAR AND TO FACILITATE TEACHER RETENTION AND RECRUITING AND ALSO TO INCREASE CAMPUS AND CAMPUS ASSISTANCE WITH THE BUDGET.

A LOT OF TIMES THE ADMINISTRATORS OR EVEN THE FACULTY AND STAFF DON'T HAVE TIME IN THE LATTER PART OF THE SCHOOL YEAR TO PARTICIPATE IN ANY BUDGET PREPARATIONS.

ALSO JUST NOTEWORTHY, THE A LOT OF THE FEDERAL GRANTS THAT WE ARE ELIGIBLE TO TO RECEIVE OR THAT WE DO RECEIVE, MANY OF THESE HAVE A BEGINNING DATE OF JULY 1ST.

SO ONE THING I JUST WANTED TO KEEP IN MIND THAT THE FISCAL YEAR WILL NOT CHANGE THE FLOW OF FEDERAL OF STATE FUNDING FROM TEA.

SO TEA'S FISCAL YEAR BEGINS SEPTEMBER 1ST.

SO WITH A JULY 1ST START DATE, THAT MEANS THAT THE REVENUE STREAM THAT WE HAVE JULY 1ST WOULD BE THE SAME, THAT IT WAS JUNE 30TH OF THE PRIOR YEAR.

THEN ONCE SEPTEMBER ROLLS AROUND AND NEW FUNDS ARE AVAILABLE, WE MAY NEED TO ADJUST THE BUDGET AND ADOPT AN AMENDMENT AT THAT POINT.

SO CHANGING THE ACADEMIC YEAR, JUST TO BE CLEAR, DOES NOT AFFECT THE ACADEMIC YEAR AT ALL.

CHANGING THE FISCAL YEAR DOES NOT.

SO WHEN TEACHERS RETURN IN AUGUST, LIKE I SAID, THE NECESSARY PURCHASING HAS BEEN LIMITED DUE TO LIMITED FUNDS BY THAT TIME.

ALSO, KEEP IN MIND THAT GENERALLY ACCEPTED ACCOUNTING PRINCIPLES REQUIRES THAT ANY ITEMS RECEIVED IN AUGUST ARE PAID FOR WITH THOSE FUNDS IN THAT FISCAL YEAR.

MANY TIMES WHEN ORDERS CANNOT BE PUT IN TIMELY, LIKE IN JULY OR JUNE OR JULY, THEY MAY NOT BE RECEIVED IN AUGUST, WHICH MEANS THAT THE CURRENT YEAR, FISCAL YEAR FUNDS CANNOT BE USED.

THEY THEN HAVE TO CLOSE THE PO AND OPEN A NEW PO WITH THE NEW FUNDS.

THE DOWNSIDE IS THAT LEAVES MONEY IN THE CURRENT FISCAL YEAR THAT COULD HAVE BEEN USED OR WAS AT ONE POINT EARMARKED FOR THAT PURPOSE.

SO CHANGING ALL TO A JULY START WOULD ACTUALLY MAKE STAFF.

I MEAN, THEY WOULD LEAVE FOR SUMMER BREAK WITH AN OLD BUDGET AND RETURN WITH A BRAND NEW BUDGET.

THEY WOULDN'T HAVE TO HEAR ME COMPLAIN ABOUT THEM PURCHASING IN AUGUST.

NOT COMPLAIN, BUT PUT LIMITATIONS ON THEIR PURCHASING.

SO, MARLENE, WOULD WE HAVE TO MOVE THE ACTUAL BUDGET PROCESS FORWARD SO WE CAN HAVE IT DONE IN TIME? BECAUSE HISTORICALLY WE DO THAT IN JUNE? CORRECT. SO WHEN DO YOU THINK THE BUDGET MEETING, THE TIME LINE NEXT YEAR.

BACK ON ONE OF THE SLIDES IN THE PRESENTATION IS A TIMELINE THAT WILL BE USED AND ACTUALLY IT WILL BE PUT INTO MORE DETAILS IN THE COMING MONTHS, BUT WE WOULD HAVE TO MOVE UP THE PROCESS.

BUT THAT ALSO MEANS THAT THERE'S NOT BACK TO BACK BUDGETS BETWEEN MUNICIPALITY AND ACADEMY OR AUDITS.

WE WOULD HAVE MORE TIME WITH OUR AUDITORS BECAUSE WE WOULDN'T HAVE BACK TO BACK AUDITS WITH THE MUNICIPALITY.

WE WOULD ALSO HAVE THAT WE FIND OUT THE REIMBURSEMENT IN AUGUST RIGHT FROM THE STATE.

SO WE WOULD JUST TAKE A BEST GUESS, RIGHT? CORRECT. OKAY. CORRECT.

SO YES, THOSE PROCESSES WOULD BE MOVED UP.

SO THE WAY THE TEA AND I'LL JUMP AHEAD THE WAY TO WILL BE REQUIRING US TO DO THIS IS TO ADOPT A TEN MONTH BUDGET.

[00:25:06]

JUST FOR THE FIRST. IT'S CALLED THE IMPLEMENTATION YEAR.

IT WILL BE FROM SEPTEMBER 1ST THROUGH JUNE 30TH OF 2024.

SO WE WILL ADOPT A NORMAL ON THE 15TH.

WE WILL PRESENT TO YOU A NORMAL 12 MONTH BUDGET, BUT WE WILL ALLOCATE TEN MONTHS OF USE FOR THAT BUDGET.

AND THE REASON IS FOR THAT IS TEA REQUIRES A LEVEL OF REDUNDANCY IN DATA IN THE REPORTING THROUGH MS THAT WE DO.

SO THAT MEANS THAT WE WILL ADOPT A TEN MONTH OR A 12 MONTH BUDGET, BUT ONLY USE TEN MONTHS OF THAT, RIGHT? BUT THEN OUR AUDIT WILL ALSO REFLECT TEN MONTHS BUT WILL BE FOR 12 MONTHS.

SO THE TWO MONTH LAG AND OVERLAP WILL ENSURE THAT WE DON'T MISS ANYTHING WHEN WE CHANGE THE.

YEAH, BUT I'M JUST THINKING LOGISTICALLY LIKE NEXT YEAR WHEN YOU ANTICIPATE COUNCIL NEEDING TO COME TOGETHER TO START WORKING ON THE BUDGET PROCESS.

SO IS THAT GOING TO BE LIKE THAT WOULD GENERALLY BE IT WOULD BASICALLY START PROBABLY LATER JANUARY, EARLY FEBRUARY, WHERE WE WOULD START OUR MEETINGS WITH THE STAFF AND THE FACULTY KIND OF GETTING INPUT AND BUDGET LEVEL ADJUSTMENTS, ANYTHING LIKE THAT.

WE WOULD START THEN, BUT THEN YOU'D COME TO US AND LIKE APRIL BEFORE YOU.

YEAH, APRIL OR MAY, BECAUSE THEN WE WOULD HAVE TO HAVE AN ADOPTED BUDGET BEFORE JUNE 30TH.

RIGHT, I UNDERSTAND. BUT SO I'M JUST THINKING BECAUSE IT OBVIOUSLY WILL START COLLIDING WITH SOME OF THE GRADUATION THINGS AND IT'S A BUSY TIME OF YEAR, SO WE'LL JUST HAVE TO BE COGNIZANT AS WE MOVE INTO NEXT YEAR ABOUT MANAGING THAT.

RIGHT. AND THAT'S WHY I REALLY WANT TO PUT TOGETHER A DETAILED CALENDAR.

OKAY. SO THAT WAY ONCE THE EVENTS ARE APPROVED AND ON THE SCHOOL CALENDAR, WE CAN KIND OF TAKE A LOOK AT THOSE AND MAKE SURE THERE'S NO CONFLICT.

OKAY, PERFECT. AND WILL ENABLE US TO BE IN THE NORMAL HIRING CYCLE OF TEACHERS, CORRECT? YES, BECAUSE ANOTHER THING IS CURRENTLY WITH HIRING, WE DON'T KNOW AT THAT POINT DURING THE RECRUITMENT PROCESS, WE DON'T KNOW AT THAT POINT WHAT THE RAISES WILL BE, WHAT THE COMPENSATION PACKAGE WILL BE.

RIGHT. WITH THIS HAVING A BRAND NEW BUDGET JULY 1ST WHEN WE'RE STARTING TO RECRUIT IN THE EARLY SPRING, BUT ALSO IN THOSE SUMMER MONTHS.

THEN WE WILL HAVE FULL PACKAGE INFORMATION FOR THE FOR THE APPLICANT, MARLENE.

THAT'S WHY WE WANTED TO GET ALL ON RECORD.

I MEAN, IT SEEMS SIMPLE, OH, WE'RE DOING THIS VERSUS THAT, BUT THIS IS A TOTAL CLEAN UP AND SORRY THAT WE HANDICAPPED YOU IN THE PAST.

WE JUST WEREN'T AWARE OF IT.

AND THEN THE OTHER THING, WE'RE TALKING ABOUT YOUR WORKLOAD.

THIS SHOULD BE OUT OF YOUR COURT BY MAYBE MARCH NEXT YEAR AND THEN IN OUR COURT SO THAT YOU CAN FINISH OUT YOUR IMPORTANT LAST COUPLE OF MONTHS, RIGHT? CORRECT. OKAY. SO THEN THE HAND OFF WILL BE RIGHT? YEAH, THAT'S WHAT I'M TRYING TO WORK OUT JUST TO MAKE SURE WE DON'T HIT A CRUNCH BECAUSE IT'LL BE THE FIRST TRANSITIONAL CORRECT YEAR.

AND ON A GOOD NOTE, AN ACCOUNTANT WHO HAS ACCEPTED THE POSITION.

SO HOPEFULLY MID JUNE I WILL HAVE A PERSON HELPING WITH THE ACADEMY.

SO. EXCELLENT. THAT'LL BE A VERY GOOD.

YEAH, A GOOD THING. I THINK.

ALSO JUST THINKING OUT LOUD, THE TIMING MIGHT BE BETTER FROM AN ENROLLMENT PERSPECTIVE BECAUSE THEN WE CAN BUDGET EXPECTED OFFERS.

ET CETERA. BEFORE THE SUMMER PERIOD AND THEN BUILD THAT INTO WHAT WE EXPECT TO BE REIMBURSEMENT FROM THE STATE.

SO I THINK THAT MIGHT WORK QUITE WELL.

MARLENE I'M OBVIOUSLY FULLY SUPPORTIVE.

HAVE YOU ALL TRIED TO DO THIS BEFORE? WHY ARE WE JUST NOT? WELL, WE HAD ACTUALLY STARTED THIS PROCESS.

I HAD DONE THE RESEARCH IN 2019 AND YES, IT'S GREAT THAT WE WOULD WANT TO DO THAT, BUT THERE WASN'T REALLY A LOT OF BUY IN.

BUT ALSO IT WAS A REALLY BIG STEP AND A LOT OF WORK.

SO, YOU KNOW, WE KIND OF REVIEWED IT EVERY YEAR AND SAY, OKAY, IS THIS GOING TO BE THE YEAR IT IS? WHAT DOES THIS MEAN? WE WOULD PROBABLY RUN THE WESTLAKE ACADEMY BUDGET COMPLETELY SEPARATELY FROM THE MUNICIPAL GIVEN IT'S ALREADY SEPARATE, BUT WE TEND TO PUT THEM TOGETHER VERY CLOSELY.

BUT I'M SAYING, WOULD WE COMPLETELY TREAT THESE AS SEPARATE EXERCISES? IT WOULD PROBABLY PUT US ON A MORE OF A PATH TOWARDS THAT.

YEAH. YOU WOULD STILL HAVE INFORMATION ON THE ACADEMY, ESPECIALLY DURING THE AUDIT TIME, BECAUSE THE ACADEMY IS A COMPONENT UNIT OF THE TOWN.

THEY WOULD HAVE OUR AUDITED FINANCIAL INFORMATION WELL BEFORE THE TOWN'S AUDIT WAS WAS DONE.

RIGHT? ANY OTHER QUESTIONS? SO THE NEXT STEP FOR US IS THAT WE FIRST, OF COURSE, RECOMMEND THAT YOU APPROVE THE CHANGE FROM SEPTEMBER 1ST TO JULY, FIRST START DATE, AND WE WILL HAVE A TEN MONTH INTERIM PERIOD FOR IMPLEMENTATION.

AND THEN ON APPROVAL, I WILL PROVIDE TEA WITH A NOTIFICATION OF INTENT TO CHANGE THE FISCAL YEAR START DATE FORM.

MAYOR KILBRIDE WILL NEED TO SIGN OFF ON THAT.

AND THEN THAT, ALONG WITH THE RESOLUTION AND A COPY OF THE APPROVED BOARD MINUTES WILL GO TO TEA.

WE HAVE TO DO THAT A YEAR IN ADVANCE.

[00:30:02]

THEN WE START PLANNING AND GETTING EVERYTHING READY FOR THAT.

ALL RIGHT. ANY A MOTION TO APPROVE AT FIRST.

HAPPY TO MAKE A MOTION A SECOND.

SECOND. ALL IN FAVOR? AYE. MOTION CARRIES.

THANK YOU. THANK YOU VERY MUCH.

ALL RIGHT, LET'S GO. H ONE.

[H.1. Consider approving WA Resolution 23-12 adopting the Westlake Academy 23/24 School Calendar; and take appropriate action WA RES 23-12]

AND GRADUATION IS NOT ON MEMORIAL DAY.

RIGHT? NOW.

IT'S NOT. IT'S.

WE'RE GOOD FOR THAT ONE.

I THINK WE'LL BE FINE WITH A MOTION TO APPROVE AT FIRST.

I'LL MAKE IT FIRST. AND A SECOND.

A SECOND. ALL IN FAVOR? AYE, AYE, AYE. MOTION CARRIES.

ALL RIGHT. THAT CLOSES THE REGULAR AGENDA ITEMS. AND NOW IT'S FOR A CLOSED SESSION NOW AT 517.

ONCE AGAIN. OKAY.

CLOSED EXECUTIVE SESSION 23 109.

[I. CLOSED EXECUTIVE SESSION]

SECTION 551.0712.

CONSULTATION WITH ATTORNEY TO SEEK ADVICE OF COUNSEL REGARDING WESTLAKE ACADEMY BOARD POLICIES.

SECTION 551.074 ALPHA TWO.

DELIBERATION REGARDING A COMPLAINT AGAINST A SCHOOL LEVEL EMPLOYEE.

LEVEL THREE PARENT GRIEVANCE.

D SECTION 551.0821 ALPHA DELIBERATION INVOLVING PERSONALLY IDENTIFIABLE STUDENT INFORMATION LEVEL THREE PARENT GRIEVANCE.

SECTION 551.074 ALPHA ONE IS DELIBERATION REGARDING PERSONNEL MATTERS TO DELIBERATE REGARDING THE QUASI JUDICIAL BOARD'S PLANNING, ZONING AND TEXAS STUDENT HOUSING BOARD.

AND THEN SECTION 551.074.

ALPHA ONE DELIBERATION REGARDING PERSONNEL MATTERS HEAD OF SCHOOL IN WESTLAKE ACADEMY PERSONNEL DUTIES AND ORGANIZATIONAL STRUCTURE IS NOW 519.

WE'RE GOING TO EXECUTIVE SESSION.

THANK YOU.

* This transcript was compiled from uncorrected Closed Captioning.