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04-14-08 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING APRIL 14, 2008 PRESENT: President Scott Bradley and Trustees Larry Corson, Kevin Maynard, Pete Steger, and Bob Timmerman. ABSENT: Trustee Don Redding. OTHERS PRESENT: Head of School Barbara Brizuela, Board Attorney Stan Lowry, Secretary Kim Sutter, Facilities and Recreation Director Troy Meyer, DPS Director Don Wilson, Director of Financial Services Debbie Piper, Director of Administrative Services Todd Wood, and Assistant to the Town Manager Ginger Awtry. 1. CALL TO ORDER. President Bradley called the meeting to order at 6:08 p.m. 2. CITIZENS' PRESENTATIONS. There was no one present wishing to address the Board. 3. EXECUTIVE SESSION. President Bradley recessed the regular meeting of the Westlake Academy Board of Trustees at 6:09 p.m., as he read the following items to be discussed in executive session: A. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters, specifically related to the contract for the new Head of School. B. The Board will conduct a closed session under Texas Government Code section 551.071 to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement, specifically related to the Texas Education Agency ruling. Town of Westlake Board of Trustees Regular Meeting April 14, 2008 Page 2 of 6 President Bradley convened the executive session at 6:09 p.m. The executive session adjourned at 7:03 p.m. 4. RECONVENE MEETING. President Bradley reconvened the meeting at 7:04 p.m. 5. CONSIDER A RESOLUTION AUTHORIZING THE PRESIDENT OF THE BOARD OF TRUSTEES TO EXECUTE A CONTRACT ON BEHALF OF THE ACADEMY WITH THE SOLE FINALIST TO BECOME THE NEW HEAD OF SCHOOL. President Bradley introduced the item and asked for a motion. MOTION: Trustee Timmerman made a motion to approve Resolution No. 08-07, authorizing the President of the Board of Trustees to execute a contract on behalf of the Academy with the sole finalist to become the new Head of School. Trustee Steger seconded the motion. The motion carried by a vote of 4-0. 6. DISCUSS AND TAKE ACTION ON WESTLAKE ACADEMY EXIT INTERVIEW PROCESS. Head of School Brizuela advised the Board that a quote was received to conduct interviews for the Town and the School and included an on-line survey. Trustee Corson advised that the Board discussed the exit interview process at the February 25, 2008, Town pre -board meeting and that it was suggested that more bids be considered and the possibility of contacting a university to develop the interviews questions. Trustee Timmerman inquired if a separate process should be followed for employees versus students and their families. Director of Administrative Services Wood advised the Board that the Town currently conducts exit interviews internally for Town employees, and stated that from a human resources perspective, town and school employees should abide by the same basic core of guiding principles. With regard to students and their families, Mr. Wood advised the Board that human resources is not typically involved, but a similar process can be followed. Trustee Timmerman asked Mr. Wood if he would be comfortable conducting exit interviews with Academy employees. Mr. Wood advised the Board that a list of objectives and input from the Board on how they would like to receive the data would be needed in order to conduct interviews with exiting Academy employees. Town of Westlake Board of Trustees Regular Meeting April 14, 2008 Page 3 of 6 Trustee Steger recommended that further action be put on hold until the new Town Manager arrives. Trustee Maynard stated that he did not expect the Town to conduct the interviews with exiting families, and expressed his support of a parent -led group to survey Westlake Academy families throughout the year. Trustee Corson expressed his support to utilize a third party to conduct the interviews with exiting families. Trustee Timmerman suggested the Board consider utilizing a university to design the interviews. President Bradley asked if the Board would like to consider including families who participated in the interviews in the past. Trustee Corson responded that he supports including any data from the past or present that contributes to the overall success of the Academy. 7. CONSIDER A RESOLUTION AUTHORIZING THE HEAD OF SCHOOL TO ENTER INTO A CONTRACT WITH AN EDUCATIONAL CONSULTANT TO HELP RESOLVE AN ISSUE WITH THE TEXAS EDUCATION AGENCY (TEA). President Bradley introduced the item and asked for a motion. MOTION: Trustee Timmerman made a motion to approve Resolution No. 08-08, authorizing the President of the Board of Trustees to negotiate a contract with an educational consultant to help resolve an issue with the Texas Education Agency (TEA). Trustee Corson seconded the motion. The motion carried by a vote of 4-0. 8. HEAR REPORT FROM TENNIS COACH TIFFANY DEVIVO AND MEMBERS OF THE TENNIS TEAM CONCERNING THE TEAM'S ACHIEVEMENTS AT THE STATE TOURNAMENT. Westlake Academy Tennis Coach Tiffany Devivo addressed the Board regarding the Academy's tennis program. Mr. Devivo advised the Board that the tennis program has generated a significant amount of interest from the students. Mr. Devivo reported that four members of the team participated in the Trinity Christian Academy State Tennis Tournament and placed as follows: - Patrick Watson (G9) — First Place — Boys Consolation - Olivia Flowers (G10) -Second Place— Girls Consolation - Tyler Springer (G10) — Semi-finals Consolation Round - Joelle Jung (G9) — First Place — Girls Singles Town of Westlake Board of Trustees Page 4 of 6 Regular Meeting April 14, 2008 Joelle Jung shared her experience as a participant in the tournament. The Board and those in attendance congratulated the students. Head of School Brizuela expressed her appreciation to Ms. Devivo for her leadership in coaching the tennis team. 9. HEAR REPORT FROM GOLF COACHES BOB KAI AND JUAN CARLOS HERRERA AND MEMBERS OF THE GOLF TEAM CONCERNING THE TEAM'S ACHIEVEMENTS AT THE STATE TOURNAMENT. Mr. Juan Carlos Herrera and Mr. Bob Kai addressed the Board regarding the item. Mr. Herrera advised the Board that the golf team has participated in three (3) golf tournaments, and one team finished third in the regional competition and advanced to the state tournament. The following members were present: - Kent Bordelon (G10) — 19th place at state tournament - Noah Rollins (G10) - Kyle Applegate (G7) - Jonah Rollins (G7) - Tyler Tews (G9) — 6th place at state tournament The following members were not in attendance: - Andrew Venezio (G) — 18th phlace at state tournament - Michael Chandra (G7) — 20t place at state tournament - Connor Smith (G7) - Nicole Stevens (G9) — qualified for state, but was not able to participate. - Anisha Chandra (G10) - Tyler Springer (G 10) 10. HEAR REPORT FROM MICHAEL AND MATTHEW SHIN REGARDING THEIR ACHIEVEMENTS AT THE STATE MATH COMPETITION. Special Education teacher Deborah Peebles addressed the Board regarding the item and introduced Michael and Matthew Shin who addressed the Board regarding their recent experience as participants in the state math competition. Michael Shin (G6) advised the Board that he placed first in General Mathematics and second in Number Sense. Michael expressed his appreciation to his math coach, his parents, and his brother. Matthew Shin (G7) advised the Board that he placed first in General Mathematics and fourth in Number Sense. Town of Westlake Board of Trustees Regular Meeting April 14, 2008 Page 5 of 6 Additionally, Ms. Peebles announced that the two member team, placed fourth in General Mathematics and fifth in Number Sense. Ms. Peebles pointed out that most teams consist of four (4) participants. 11. HEAR REPORT FROM HEAD OF SCHOOL CONCERNING THE TAKS TEST RESULTS. Head of School Brizuela addressed the Board regarding the item, and reviewed the 2008 preliminary TAKS results: Grade Met Standard WA Met -State Commended WA Commended State Perfect Score WA 3 100% 88% 68% 38% 13.2% 5 100% 83% 58% 29% 9.7% 8 100% 92% 79% 51% 18% Head of School Brizuela announced that three Westlake Academy students, representing two teams participated in the state level Science Fair and one of the teams placed fourth at the event. Head of School Brizuela announced that 21 students from the American School of Bilboa arrived in town and are staying with host families. Mrs. Brizuela added that students from the Westlake Academy will visit Bilboa in May. Additionally, Mrs. Brizuela announced that following the flag raising ceremony today, a tree was planted surrounded by a hexagon bench in memory of Taylor Moon. 12. CONSENT AGENDA. President Bradley introduced the item and asked for a motion. A. Review and approve minutes of the School Board of Trustees pre -board and regular meetings held on March 10, 2008. B. Review and approve any outstanding bills. MOTION: Trustee Steger made a motion to approve the consent agenda as presented. Trustee Maynard seconded the motion. The motion carried by a vote of 4-0. Head of School Brizuela asked that a correction be made to the regular meeting minutes with regard to item #5 to correct the title of Ms. Deborah Peebles to Special Education teacher. Town of Westlake Board of Trustees Page 6 of 6 Regular Meeting April 14, 2008 VOTE ON MOTION: The motion carried by a vote of 4-0. 13. ADJOURNMENT. There being no further business, President Bradley adjourned the meeting at 7:48 p.m. APPROVED BY THE BOARD OF ALDERMEN ON MAY 5, 2008. Scott Bradl , President ATTEST: *iSutter, TRMC, Town Secretary