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02-12-07 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP FEBRUARY 12, 2007 PRESENT: President Scott Bradley and Trustees Buddy Brown, Larry Corson, Fred Held, Don Redding, and Bob Timmerman. ABSENT: None. OTHERS PRESENT: Head of School Barbara Brizuela, Secretary Kim Sutter, Town Manager Trent Petty, and Finance Director Debbie Piper. 1. CALL TO ORDER. President Bradley called the meeting to order at 3:00 p.m. 2. DISCUSS THE ADOPTED BUDGET FOR 2006-2007. President Bradley introduced the item and stated that the purpose of the discussion is to receive a status report on the current year budget. He stated that he spoke with Mr. Bill Greenwood and was told that the Westlake Academy Foundation is eager for the Town to hire an architect to design the arts and science center. Head of School Barbara Brizuela presented the status of the 2006-2007 Budget to the Board and addressed questions of the Board regarding the budget as well as future offerings. President Bradley asked Town Manager Trent Petty to discuss the status of the funding for the arts and science center. Town Manager Petty advised that staff will bring a delegated pricing ordinance to the Board on February 26, 2007 that will provide for the refund of approximately $7.5 million in bonds and drop the interest rate approximately 121 basis points, resulting in a savings of approximately 6 percent over the life of the refunded bonds. This will give the Board the ability to authorize approximately $10 million in debt. He added that the Board of Trustees Workshop February 12, 2007 Page 2 of 3 Board could adopt a reimbursement resolution that will allow the immediate funding for an architect and/or a construction management plan for the arts and science center. He further advised that the Town has been cautious in utilizing a refunding resolution for this purpose in the past because the school was funded primarily by the 4A fund and the legislature later precluded using 4A funds for this purpose. He advised that if it is the intent of the Board to have a facility opened by February 2008, he feels it is not possible to hold an election for the issuance of General Obligation bonds due to the requirement to hold elections on uniform election dates in May and November. Trustee Corson asked if the scenario is independent of the use of hotel occupancy tax. Town Manager Petty responded yes. However, he added that he and the Town Attorney feel the Board has the ability to utilize hotel occupancy funds for a variety of uses that include tourism. Discussion ensued regarding the proposed funding options for a regional facility. Trustee Corson stated that the question, independent of the timeline, is if this is a bond issuance that should go before the voters. President Bradley asked Town Manager Petty to think about a plan that would allow the hiring of an architect and still reserve the ability to hold a public election in November 2007. Trustee Corson expressed his support to move forward with the reimbursement agreement, and still consider the possibility of holding an election in November to meet the desire of the voters. President Bradley expressed his support to adhere to a critical timeline that preserves as many options as possible, while not missing any deadlines to reach the ultimate goal. Trustee Corson stated that he wants to make sure there is proper and appropriate deliberation on the issue. 3. IDENTIFY ANY SUBJECTS FOR FUTURE WORKSHOPS. President Bradley introduced the item and opened the discussion. Trustee Timmerman stated that he would like to discuss the International Baccalaureate requirement of an arts and science program, and additionally the vision of extracurricular sports at the Academy. Head of the School Brizuela stated that she feels the school has more sports teams than most schools, but the founding fathers did indicate that American Football will not be a part of the school's programs. Board of Trustees Workshop February 12, 2007 Page 3 of 3 President Bradley stated that the reasoning behind the decision is because the Town did not want to imply an image of a traditional school and it was believed that the school could not financially support a football program and the necessary facilities. Trustee Timmerman stated that it is believed that the support of athletic programs would augment the long-term support for the school. Head of School Barbara Brizuela added that the topic could include items she would like to discuss regarding the long-term plans of the school. Trustee Don Redding added that the priority of additional soccer facilities should also be discussed. President Bradley stated that a workshop will be held to discuss the extracurricular activities of the school, including athletics. Trustee Corson recommended that the booster club president be extended an invitation to attend the workshop. President Bradley requested the board members to submit any additional items for discussion to him that they would like to be included on a future agenda. 4. ADJOURNMENT. There being no further business before the Board, President Bradley declared the workshop adjourned at 4:13 pm. APPROVED BY THE BOARD OF TRUSTEES ON MARCH 26, 2007. Scott Bradley, Mayor/Schon oard President ATTEST: "Kipi Sutter, TRMC, Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING FEBRUARY 12, 2007 PRESENT: President Scott Bradley and Board Trustees Buddy Brown, Larry Corson, Fred Held, Don Redding, and Bob Timmerman. ABSENT: None OTHERS PRESENT: Head of School Barbara Brizuela, and Secretary Kim Sutter. 1. CALL TO ORDER. President Scott Bradley called the meeting to order at 6:20 p.m. 2. CITIZENS' PRESENTATIONS. There was no one present wishing to address the Board. 3. PRESENTATION BY ACADEMY STAFF REGARDING INTERNATIONAL BACCALAUREATE WORKSHOP. Head of School Barbara Brizuela introduced the item and stated that due partly to donations from the House of Commons, ten teachers have been able to attend Advanced International Baccalaureate Workshops. Ms. Brizuela introduced Mr. Bob Kai, MYP English and Humanities teacher, and added that Mr. Kai received training for the IB Diploma program. Mr. Kai presented a PowerPoint presentation to the Board regarding the IB Diploma program and its requirements. Westlake Academy Trustees Regular Meeting February 12, 2007 Page 2 of 4 Following Mr. Kai's presentation, Ms. Brizuela introduced Ms. Claudia Ourthe-Cabale, PYP teacher and IB Workshop leader. Ms. Brizeula explained that Ms. Ourthe-Cable was selected by the IB program to serve as a workshop leader. Ms. Ourthe-Cabale presented the Board an update as follow-up to her attendance at an IB Workshop held in Los Angeles, California. On behalf of the Board, President Scott Bradley commended Mr. Kai and Ms. Ourthe — Cabale on their presentations. 4. STATUS REPORT FROM THE HEAD OF THE SCHOOL REGARDING ACADEMY LOTTERY PROCESS. Head of School Barbara Brizuela gave the report. She stated that the lottery drawing will be held only to establish places on the waiting list for Kindergarten as the other grade levels have a waiting list derived from the original lottery in 2003, and as applications are received they are added to the existing waiting lists. She stated that the Texas Education Agency governs the rules for the public lottery, including rules for the advertisement and the acceptance of the applications. She announced that the lottery will be held on February 20, 2007, at 7 p.m. She further advised that 127 applications have been submitted for the 2007-2008 school year. Ms. Brizuela reported that the Kindergarten class will consist of 26 students, and provided the following breakdown of the students: 16 residents, 5 meeting the definition of "primary boundary area"; and 5 siblings from secondary boundary areas. She added that no openings exist and the lottery drawing will be held to establish the order of the waiting list. 5. DISCUSS AND TAKE NECESSARY ACTION TO ESTABLISH A REGULAR SCHEDULE FOR THE BOARD OF TRUSTEES MEETING DATES. President Scott introduced the item and opened the discussion. Following discussion by the Board, President Bradley asked for a motion. MOTION: Trustee Larry Corson moved to establish a regular meeting date of the second Monday of each month at 6 p.m. Trustee Don Redding seconded the motion. The motion carried by a vote of 5-0. 6. CONSIDER A RESOLUTION TO ACCEPT THE PROPOSED 2007-2008 SCHOOL CALENDAR. President Scott Bradley introduced the item and stated the proposed calendar meets the minimum state requirements. Westlake Academy Trustees Regular Meeting February 12, 2007 Page 3 of 4 Head of the School Barbara Brizuela added that the calendar closely matches the school calendars from our neighboring school districts so as to accommodate siblings that might be enrolled in other schools. There being no further discussion, President Bradley asked for a motion. MOTION: Trustee Buddy Brown moved to approve Resolution 07-01, accepting the proposed 2007-2008 School Calendar. Trustee Fred Held seconded the motion. The motion carried by a vote of 5-0. 7. CONSIDER A RESOLUTION TO APPROVE THE ADDITION OF THE QUESTION "WHY ARE YOU APPLYING TO WESTLAKE ACADEMY?" TO THE STUDENT APPLICATION. President Bradley introduced the item and opened the discussion. Head of School Brizuela stated that this question is often asked of the Academy and believes the data will be of interest to the community and the Board of Trustees. Trustee Bob Timmerman recommended including a disclaimer stating the information is used for demographics and planning purposes only. MOTION: Trustee Bob Timmerman moved to approve Resolution 07-02, approving the addition of the Question "Why are you applying to Westlake Academy?" to the student application, with the recommended disclaimer. Trustee Don Redding seconded the motion. The motion carried by a vote of 5-0. 8. CONSENT AGENDA. President Bradley introduced the item and asked for a motion. A. Review and approve minutes of the School Board of Trustees workshop held January 22, 2007; and B. Review and approve any outstanding bills. MOTION: Trustee Buddy Brown moved to approve the consent agenda as presented. Trustee Fred Held seconded the motion. The motion carried by a vote of 5-0. Westlake Academy Trustees Page 4 of 4 Regular Meeting February 12, 2007 8. ADJOURNMENT. There being no further business, President Bradley asked for a motion to adjourn. MOTION: Trustee Fred Held moved to adjourn the meeting. Trustee Larry Corson seconded the motion. The motion carried by a vote of 5-0. The meeting adjourned at 7:02 p.m. APPROVED BY THE BOARD OF ALDERMEN ON MARCH 26, 2007. i -V - --5 _ ScottBradBradfey, Mayor ATTEST: i utter, TRMC, Secretary