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08-27-07 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP August 27, 2007 PRESENT: President Scott Bradley and Trustees Larry Corson (arrived at 2:46 p.m.), April Gallagher, Pete Steger, and Bob Timmerman. ABSENT: Trustee Don Redding. OTHERS PRESENT: Head of School Barbara Brizuela, Secretary Kim Sutter, Town Manager Trent Petty, Finance Director Debbie Piper, Human Resources Manager Todd Wood, DPS Director Don Wilson, Court Administrator Amanda DeGan, and Facilities and Recreation Director Troy Meyer. 1. CALL TO ORDER. President Scott Bradley called the workshop to order at 2:08 p.m. Item 3 was discussed at this time. 3. DISCUSS FY 2007-2008 BUDGET. Head of School Brizuela reviewed the Academy's mission statement, goals and objectives, and achievements for the 2006-2007 fiscal year, and outlined the goals and objectives for the 2007-2008 fiscal year. Ms. Brizuela highlighted the following: • In 2006-2007, the State provided $2,000/teacher and $500/staff member to assist with an increase in salaries. State funding is not available this year•, however, the salary increase needs to remain in place. • The addition of two (2) new staff positions: - Head of Primary; - Part-time High School Counselor; Board of Trustees Workshop August 27, 2007 Page 2 of 4 Fees for three (3) IBO programs. Purchase of a convection oven to improve the quality of food served. Addition of legal fees for eventualities concerning the dispute with the Texas Education Agency (TEA). Discussion ensued regarding the IB program, the expectations for hiring International teachers, class sizes, the impact the IB diploma program will have on enrollment and the need to plan for an increase in students as a result. Trustee Gallagher requested that a list of the achievements be provided to the parents and the community. Head of School Brizuela reviewed the 2007-2008 line item budget, and advised that the fund balance for the Academy for the 2007-2008 fiscal year is estimated to be 16 days: Proposed FY 07/08 Beginning Fund Balance $ 459,177 Revenues 2,951,311 Expenditures 3,271,414 Net Revenues over (under) Expenditures (320,103) Ending Fund Balance $ 139,073 # Days Operating (based on 365) 16 Days operating expense $ 8,963 Discussion ensued regarding legislative reforms to assist high performing charter schools, and the formula used to determine the total estimated contributions for the Blacksmith program. Trustee Corson posed several questions related to the budget and requested that the budget presentation include a breakdown of the student body by grade and by residency. Head of School Brizuela responded that the demographic information will be provided by the end of the week. Ms. Brizuela advised that all grade levels have a minimum enrollment of 32 students, with a little over 40% being residents of Westlake. Trustee Corson inquired if this year is an anomaly relative to the increase in students and teachers over the prior years. Head of School Brizuela responded yes, she feels this year is an anomaly as this is the first year that new positions have been added that are not funded through the state. Trustee Corson inquired as to the need of a long-term cash flow projection or strategic plan that would estimate the increase in faculty over the next two years as well as provide a blueprint for the future. Trustee Corson stated that he feels it is important to 1) illustrate that this year is an anomaly as it relates to the need for additional staff; and 2) indicate the Academy's ability to operate at a "break-even" mode. Board of Trustees Workshop August 27, 2007 Page 3 of 4 Head of School Brizuela advised that the current plan should be updated to go beyond the year 2010. Trustee Corson inquired as to the effect of the addition of the Arts and Science building and requested that the outlook be prepared to exclude and include the building as it relates to expenses. Trustee Timmerman inquired as to the decrease in the amount for the travel line item and the goal of ongoing continuing education of the faculty. Head of School Brizuela advised that the state provides $450 per teacher towards an IB conference, and most teachers attended training during the 2006-2007 fiscal year. She further advised that additional allocations are included in a separate line item. Head of School Brizuela advised that the Westlake Academy Foundation reimburses the Academy for the salary of the Executive Director of the Foundation. Discussion ensued with regard to the quality of the food served in the dining hall, the need to improve the quality, and the need to break even with regard to the cost associated with the service. President Bradley suggested that the school receive parent input regarding the quality of the food. Trustee Corson inquired if 100% of the Civic Campus maintenance costs are reflected in the Academy's budget. Head of School Brizuela confirmed that 100% of the Civic Campus maintenance costs are reflected in the Academy's budget. Trustee Corson asked if it is appropriate to add a footnote in the budget indicating the amount the TEA is requesting be reimbursed as it relates to the enrollment of students residing outside the Academy's secondary geographical boundaries. President Bradley stated that an inquiry has been made to determine how the amount was calculated and, at this time, it is not known how much, if any, the Town will be asked to repay. Mr. Bradley further advised that a budget amendment could be considered at the appropriate time. President Bradley suggested that the auditors be consulted to determine if an amount should be noted in the budget as a contingent liability. 2. DISCUSS COMMENTS SUBMITTED TO THE BOARD ON JULY 23, 2007, BY MS. REBECCA ROLLINS REGARDING WESTLAKE ACADEMY. Mrs. Rebecca Rollins, 13239 Roanoke Road, presented the Board a revised letter advising of her concerns regarding Charter updates and the Academy's admission policy Board of Trustees Workshop August 27, 2007 Page 4 of 4 and the consequences of any changes to the documents. Additionally, Ms. Rollins requested that the Board review the Academy's admissions policy. Discussion ensued with regard to whether a policy change affects the Charter and the Board's intent when considering administrative policy changes. Trustees Corson and Timmerman agreed that the Board should seek legal advice to determine 1) if policy changes constitute a Charter amendment; and 2) whether the Board adopted policy changes that conflict with the Charter. Trustee Corson recommended the Board hold a workshop in September to discuss the issues brought forth as it relates to .the Charter and policy updates. Trustee Steger suggested that, going forward, the Board should follow a procedure to determine if any future policy changes will have an impact on the Charter. President Bradley thanked Mrs. Rollins for stating her concerns to the Board, and advised that the Board has engaged an education attorney and will seek his opinion regarding the concerns raised. Mr. Bradley stated that greater attention will be paid to policy changes and their affect on the Charter in the future. President Bradley closed the discussion by stating that a meeting will be held with the education attorney to discuss a broad range of items. 4. ADJOURNMENT. There being no further business before the Board, President Bradley declared the workshop adjourned at 4:54 pm. APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 22, 2007. ATTEST: Sutter, TRMC, Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING August 27, 2007 PRESENT: President Scott Bradley and Board Trustees Larry Corson, April Gallagher, Pete Steger, and Bob Timmerman. ABSENT: Trustee Don Redding. OTHERS PRESENT: Head of School Barbara Brizuela, Town Manager Trent Petty, Secretary Kim Sutter, Facilities and Recreation Director Troy Meyer, DPS Director Don Wilson, Court Administrator Amanda DeGan, and Executive Assistant Ginger Awtry. 1. CALL TO ORDER. President Bradley called the meeting to order at 6:07 p.m. 2. EXECUTIVE SESSION No executive session was held. 3. CITIZENS' PRESENTATIONS. Jim Billington, 1823 Broken Bend Drive, requested the Board cause a copy of the proposed budget to be displayed or available to the public when discussing the budget in the future. With regard to the budget, Mr. Billington asked if there are any consequences to falling below the Texas Education Agency's (TEA) recommended fund balance, and if the Board has had an outside expert assess liability with regard to the reimbursement requested by the TEA. He further inquired as to the source of the funding, should it be determined that the State must be reimbursed. Head of School Brizuela responded that the fund balance is a recommendation from the TEA and she is not aware of any consequences for falling below the recommendation. President Bradley stated that the Board's attorney has advised that there is no way to determine the probability of having to reimburse the State for the out -of -boundary Westlake Academy Trustees Regular Meeting August 27, 2007 Page 2 of 4 students. Mr. Bradley added that the Board should have a better idea within the next 60 days whether the money will be owed. Head of School Brizuela advised that, if it determined the Academy is responsible for reimbursing the $266,000, TEA has advised that payments will be taken out of the monthly payments made to the school. 4. HEAR REPORT FROM HEAD OF SCHOOL REGARDING INTERNATIONAL BACCALAUREATE PROGRAM. Head of School Brizuela reported that Westlake Academy has received authorization to participate in four of the five levels of the IB Middle Years Program (MYP) and presented the notification letters to the Board. Ms. Brizuela outlined the commendations and recommendations as outlined by the regional director of International Baccalaureate North America. Additionally, Head of School Brizuela presented a letter to the Board advising that Westlake Academy has satisfied the requirements with regard to recommendations made by IB North America as they relate to the Primary Years Program (PYP). 5. CONDUCT PUBLIC HEARING FOR ANNUAL BUDGET FOR THE FISCAL YEAR ENDING AUGUST 31, 2008. President Bradley introduced the item and opened the public hearing. There being no one requesting to address the Board, President Bradley closed the public hearing. 6. CONSIDER A RESOLUTION ADOPTING THE REVISED BUDGET FOR WESTLAKE ACADEMY FOR THE FISCAL YEAR ENDING AUGUST 31, 2007 AND ADOPTING THE PROPOSED BUDGET FOR THE FISCAL YEAR ENDING AUGUST 31, 2008. President Bradley introduced the item and asked for a motion. MOTION: Trustee Steger moved to approve Resolution No. 07-09, approving the revised budget for the fiscal year ending August 31, 2007, and adopting the 2007-2008 fiscal year budget as presented. Trustee Gallagher seconded the motion. Trustee Corson inquired as to what would happen if, at any point during the fiscal year, the fund balance is exhausted. Town Manager Petty stated that, from a policy standpoint the Board could approach the Head of School regarding a reduction in services and/or the Board could dedicate funding from the General Fund to cover the indebtedness. Westlake Academy Trustees Regular Meeting August 27, 2007 Page 3 of 4 President Bradley advised that a third option would be to borrow the needed funds on a short-term basis. Trustee Corson suggested that the Board be notified at any time the fund balance drops below zero. President Bradley stated that such a directive is not necessary as the Head of School is responsible for managing the budget and notifying the Board of any concerns. Head of School Brizuela advised that the Board would be notified at a Board meeting of the fund balance. Trustee Corson requested that a report be provided to the Board at each meeting with regard to revenues and expenditures. Head of School Brizuela advised the Board that information is included in the Board packets for each meeting. Trustee Corson expressed his concern with regard to the sensitivity of the issue. Additionally, Trustee Corson requested that a forecast and student demographic information be included as part of the budget document. VOTE ON MOTION: The motion carried by a vote of 4-0. 7. CONSIDER A RESOLUTION AUTHORIZING A CHANGE TO THE PARENT/STUDENT HANDBOOK AUTHORIZING STUDENTS IN GRADES 10-12 TO DRIVE AND PARK PERSONAL CARS ON CAMPUS. President Bradley introduced the item. Head of School Brizuela outlined the proposed update to the Parent/Student Handbook: - Student must possess a fully authorized state driver's license - Driving and Parking car at school - Assess $100 / year parking permit fee. - An area will be assigned for student drivers. If space is limited, a lottery process will be implemented to determine priority. Discussion ensued with regard to the proposed policy. Rebecca Rollins, 13239 Roanoke Road, expressed her concerns with regard to the proposed policy. MOTION: Trustee Corson moved to table consideration of this item and continue discussion at a future workshop date to allow an opportunity for parental input. Trustee Steger seconded the motion. The motion carried by a vote of 4-0. Westlake Academy Trustees Page 4 of 4 Regular Meeting August 27, 2007 8. CONSENT AGENDA. President Bradley introduced the item and asked for a motion. A. Review and approve minutes of the School Board of Trustees regular meeting held June 11, 2007. B. Review and approve minutes of the School Board of Trustees workshop and special called meeting held on June 25, 2007. C. Review and approve minutes of the School Board of Trustees workshop and meeting and Joint workshop with the Academy Foundation held on November 13, 2006. D. Review and approve minutes of the School Board of Trustees meeting held on December 11, 2006. E. Review and approve any outstanding bills. MOTION: Trustee Steger moved to approve the consent agenda as presented. Trustee Timmerman seconded the motion. The motion carried by a vote of 4-0. 9. ADJOURNMENT. There being no further business, President Bradley adjourned the meeting at 6:52 p.m. APPROVED BY THE BOARD OF ALDERMEN ON SEPTEMBER 24, 2007. Scott Bradley�wyor ATLS, Sutter, TR C, Town Secretary