Westlake board adopts organizational resolutions: Form 904 filing, calendar, liaisons and operational appointments

The Westlake City Schools Board of Education approved a series of organizational resolutions during its Jan. 13, 2025 organizational meeting, covering administrative authorizations, committee and liaison appointments and routine operational designations.

Why it matters: These routine resolutions establish who represents the district in external organizations, which newspapers the district will use for legal notices, and which administrators are authorized to carry out financial and compliance functions for 2025.

Key approvals (votes at a glance): The board approved the following resolutions by roll call votes during the meeting (all items listed were approved unless otherwise noted):

- Authorization for Treasurer Todd Hopkins to file Form 904 (approved). - Adoption of the board meeting calendar for 2024 (approved). - Establishment of board service filing/professional development funding (approved; local allocation set at $4,000 as presented). - Appointments for Ohio School Boards Association (OSBA) delegate, legislative liaison and student achievement liaison (approved; members assigned). - Appointment of a Westlake Business Advisory Liaison (approved). - Appointment of District Safety Council liaisons (approved). - Appointment of Westshore Career Technical District liaisons (approved). - Appointment of a representative to the Tax Incentive Review Council (approved). - Designation of official newspapers for legal notices, replacing the Westshore Sun with The Plain Dealer / cleveland.com (approved). - Authorizations for the treasurer to secure advances from the auditor and to transfer funds (approved). - Standing authorizations for routine financial operations and approvals to attend seminars and conferences (approved). - Approval of school attorneys, board memberships and petty cash funds (approved). - Appointment of a purchasing agent (authority approved; administrative licensure follow-up noted). - Appointment of prevailing wage coordinator, asbestos coordinator, ADA compliance officer, safety coordinator and records retention officer (approved); board discussed asbestos reporting obligations. - Appointment of Title IX and other hearing officers for nondiscrimination, harassment, suspension and expulsion proceedings (approved). - Reaffirmation of vision, mission, board belief statements, and framework for board operations and guidelines (approved); board noted potential future review during strategic planning. - Bonding for board members, superintendent and director of business affairs; liability insurance amounts; and petty cash funds (approved).

Discussion highlights and clarifications: Two items drew additional board discussion.

Board service filing / professional development funding: Board members discussed the statutory limits and local practice for board service filing amounts used for board professional development. The presented resolution used a local allocation figure of $4,000. Board members referenced state guidance that provides an alternative calculation of $2 per student (which can exceed a flat $20,000 threshold for very large districts) and discussed that the $4,000 figure had been the district's customary amount when needed. The board clarified that larger districts could have statutory limits that effectively result in higher allowable amounts but adopted the $4,000 allocation as presented.

Designation of official newspapers: The board discussed circulation and cost differences between the Westshore Sun and The Plain Dealer / cleveland.com. Staff noted some notices previously ran within Plain Dealer circulation and that the district places only a handful of legal notices each year; the board voted to remove the Sun News listing and designate The Plain Dealer / cleveland.com for required legal publications.

Compliance and safety roles: In response to a question about asbestos, the board heard that the district maintains required asbestos documentation and has an asbestos coordinator to identify and mitigate issues if necessary.

Procedural notes: Many items were moved, seconded and approved by roll call with unanimous "yes" votes recorded in the transcript for each resolution. Where documented, the roll call responses were recorded in the meeting minutes and are reflected in the motions approved during the organizational meeting.

Next steps: The board adjourned the organizational meeting and opened a special meeting after a brief break.

Votes and formal actions recorded here match the motions the board approved on Jan. 13, 2025 during its organizational meeting.