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10-10-06 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP OCTOBER 10, 2006 PRESENT: President Scott Bradley and Truswes Bill Frey, Don Redding, and Larry Corson ABSENT: Trustee Buddy Brown and Fred Held OTHERS PRESENT: Head of School Barbara Brizuela, MYP Coordinator David Jenkins, Town Manager Trent Petty, Acting Secretary Ginger Awtry, Facilities and Recreation Director Troy Meyer, and Gideon Toal Architect Michael Bennett 1. CALL TO ORDER. President Bradley called the meeting to order at 3:42 p.m. 2. DISCUSS AND REVIEW THE WESTLAKE ACADEMY CAMPUS MASTER PLAN WITH MICHAEL BENNETT. President Bradley reviewed the history of the development the Academy, and the decision to postpone construction of the middle school and the upper school contemplated in the Master Plan because the anticipated development of a regional mall in the Town has not happened. Both the Town and the Academy have had to stretch out the plan for a Town Hall and additional Academy buildings such as an Arts and Science building, additional parking, additional classrooms and lunch facilities. The Westlake Academy Foundation has been tasked to raise money and stretch the time frame for these plans. The Board is now considering where these circumstances leaves the school at this point, as well as the status of the school's growth and plans for the needed facilities. President Bradley then turned the meeting over to Head of School Barbara Brizuela and Michael Bennett, who designed the Academy's campus. Mrs. Brizuela discussed the growth to date, including the fact that 5 lunch periods are now being held and the purchase of new tables was made this summer to accommodate more seating. However, this still leaves the same problem for next year, as an additional grade will be added. Mr. Bennett began his presentation with three different scenarios for the addition of the buildings and the suggested placement of the facilities, keeping in the mind the effect on the Master Plan. Mr. Bennett, the Board and Mrs. Brizuela continued discussions as presentations were made to help Mr. Bennett understand the vision and priority of all those present. Concept 1 portrayed the current layout of the campus with increased parking, additional egress with a complete loop throughout the campus, and additional pods for classrooms. The placement of these buildings incorporated the preservation of the trees and a view corridor of the rolling landscape. Additional items of this concept contained an additional ball field, a bell tower, and a possible Pre -K building, full dining facility and kitchen, along with an additional building to house the Arts/Sciences for upper grades. This scenario was created with two classes per grade in mind. This plan does not include an additional Upper School gymnasium. Michael Garabedian asked about the issues of this concept with moving children between buildings and the existing grade of the terrain, especially in rainy conditions. He also mentioned the necessity for ADA approved slopes. A discussion ensued concerning the flow and safety of vehicle traffic, the possible re- routing of Town roads, future road plans and possibilities. Questions arose concerning neighboring land and the ability to acquire the land for future expansion. President Bradley asked Town Manager Trent Petty to inquire into possible purchase of the vacant land to the south and north of the campus. Concept 2 did not contain a loop for traffic flow but an extension of the current drives into the campus, toward the east. It is very similar to our current campus but does provide for two additional multi-purpose courts — one next to the K/ls` grade playground and one next to the existing court on the west side of the campus. Additional buildings and parking lots were added which took away the view corridor. Trustee Larry Corson asked about the emergency access plan of this concept. He stated the possible need for additional fire lanes and walking paths. This scenario was created to accommodate two classes per grade. Concept 3 also is for two classes per grade. The road through the campus would cut completely through the campus but would be closed during the day. There are new buildings added to the west to house the upper grades and create more separation. An Upper School gym is included with a walkway. The presentation was turned over to those present for any questions or concerns. Discussions followed specifically about the most immediate need of lunch facilities, parking and the priority of a multi-purpose building to be used for additional classrooms, science labs, and various art media. It was speculated that the quickest addition would be to add a pod for classrooms to the west side of the Kindergarten wing for roughly $1 million, moving the existing playground to the west and north. It was estimated that adding a building to the east would be less expensive than adding one to the west with the current grade. Mr. Petty added that he would check the initial soil samples taken during the beginning construction phase. Board members and the parents present discussed the idea of converting the current performance hall to a dining hall. Mrs. Brizuela added that there is an immediate need for more classrooms to handle the additional electives necessary for the upper grades. Trustee Corson asked if Mr. Bennett and Mrs. Brizuela would review the growth rate along with the curriculum needs and come back to the Board with five scenarios for the physical facility needs only and the placement with respect to the Master Plan. The financial need would be discussed at a later date. He asked them to consider these five scenarios: 1. What do we need to provide for the current students? 2. What do we want to provide for the current students? 3. What do we need to provide for an expansion to four classes per grade? 4. What do we want to provide for an expansion to four classes per grade? 5. If the Town and Academy could have anything they wanted, what would be the ideal plan? President Bradley agreed that the scenarios should be re -worked to reflect all five of the situations suggested. Upon completion, another work session would be scheduled. 3. ADJOURNMENT. There being no further business before the Board, President Bradley declared the meeting adjourned at 5:38 p.m. APPROVED BY THE BOARD OF TRUSTEES ON NOVEMBER 13, 2006. ATTEST: Scat Bradle , President G (I "===� VL 1:L— Ginger wtry, Acting Secretary