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10-06-08 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING October 6, 2008 PRESENT: President Laura Wheat and Trustees Larry Corson, Carol Langdon, Don Redding and Rebecca Rollins. ABSENT: Trustee Tim Brittan. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, School Attorney Stan Lowry, Secretary Kim Sutter, Finance Director Debbie Piper, DPS Director Don Wilson, Assistant to the Town Manager Ginger Awtry, Assistant to the Head of School Darcy McFarlane, and Secondary Counselor Glenda Davis. 1. CALL TO ORDER. President Wheat called the meeting to order at 7:04 p.m. 2. PLEDGE OF ALLEGIANCE. President Wheat led the pledge of allegiance to the United States and Texas flags. 3. CITIZENS' PRESENTATIONS. There was no one present wishing to address the Board. 4. CONSENT AGENDA. President Wheat introduced the item and asked for a motion. a. Review and approve minutes of the School Board of Trustees special meeting held on August 21, 2008. Westlake Academy Board of Trustees Regular Meeting Minutes October 6, 2008 Page 2 of 5 b. Review and approve minutes of the School Board Strategic Planning retreat held on September 12 & 13, 2008. c. Review and approve minutes of the School Board of Trustees regular meeting held on September 8, 2008. d. Review and approve minutes of the School Board of Trustees special meeting held on September 22, 2008. MOTION: Trustee Langdon made a motion to approve the consent agenda as presented. Trustee Redding seconded the motion. The motion carried by a vote of 4-0. With no objections, President Wheat reordered the agenda to hear item #6 at this time. 6. CONSIDER A RESOLUTION AUTHORIZING THE CEO OF WESTLAKE ACADEMY TO ENTER INTO A CONTRACT WITH EDUCATIONAL TECHNOLOGY LEARNING FOR THE PURCHASE OF THE A+ SOFTWARE PROGRAM. Head of School Rosevear addressed the Board regarding the item. Mr. Rosevear explained that the software, a self -study program, will be made available to current and incoming students as a resource to acquire necessary credits for graduation. Discussion ensued with regard to the program and the availability year round. Secondary Counselor Glenda Davis addressed questions from the Board. Town Manager Brymer advised the Board that staff reviewed several options and selected the A+ Software program as it provided the most flexibility. Mr. Brymer advised the Board that, if approved, a budget amendment will be required (estimated cost of $18,220). Trustee Rollins requested that staff evaluate another option. MOTION 1: Trustee Langdon made a motion to approve Resolution No. 08-20, as presented. Trustee Corson seconded the motion. AMENDED MOTION: Trustee Langdon moved to amend the motion to direct the Head of School to attempt to locate alternate suitable vendors within the same service and price range and, if an alternate vendor(s) is identified, to present the information to the Board of Trustees. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. Westlake Academy Board of Trustees Page 3 of 5 Regular Meeting Minutes October 6, 2008 VOTE ON MOTION 1: The motion carried by a vote of 4-0. 5. DISCUSSION AND CONSIDERATION OF NEXT "GOING FORWARD" GOVERNANCE STEPS TO BE TAKEN FROM THE BOARD OF TRUSTEES RECENT STRATEGIC PLANNING RETREAT INCLUDING PREPARATION OF A STRATEGIC PLAN FOR WESTLAKE ACADEMY, BOARD MEETING STRUCTURE AND FREQUENCY, AND BOARD PROFESSIONAL DEVELOPMENT. CEO Brymer introduced the item, and presented the draft Vision/Mission statements prepared by the Board at the September strategic planning retreat. Mr. Brymer reviewed the "to do" list for the Trustees Strategic Planning: o Review/Finalize Vision/Mission Statements o Review/Finalize Values (consolidate) o Establish Mission -Specific Outcomes ■ Decide at a workshop ■ Staff will draft a Strategic Plan for Board of Trustee Review and Input Mr. Brymer presented a possible meeting schedule for the Board's consideration. Alderwoman Rollins expressed her desire to establish committees to research, evaluate, and present recommendations to the Board. Additionally, Mrs. Rollins expressed her desire for increased communications about the school to the Board as it relates to the Board's role. Discussion ensued regarding a means to measure the success of Westlake Academy and student progress, the need for continued discussions relative to mission specific outcomes, and the need to clearly define and understand the role of the Board. President Wheat recommended and consensus was received from the Board, to utilize a facilitator to continue the discussions regarding the development of a strategic plan for the Academy, including vision and mission statements, mission specific outcomes and benchmarks. 7. BOARD CALENDAR. President Wheat presented the Board calendar: - NW Metroport Chamber of Commerce State of the Cities o Tuesday, 10/7/08, 11:30 a.m. Trophy Club Country Club - Arbor Day Celebration o Saturday, 10/11, Glenwyck Farms park area, 8 a.m. — 3 p.m. - Texas Municipal League Annual Conference and Exhibition o 10/28 — 10/31/08, San Antonio, Texas Westlake Academy Board of Trustees Regular Meeting Minutes October 6, 2008 Page 4 of 5 FM 1938 Public Hearing o 11/6, displays at 6:30 p.m., public hearing at 7 p.m. Cross Timbers Community Church, 2525 Florence Road, Keller Household Hazardous Waste collection day o 11/8/08,9 a.m. toll a.m., Westlake Academy Campus Christmas Tree Lighting o Tuesday, 12/2/08, 6:30 p.m. 8. FUTURE AGENDA ITEMS. No items were presented for discussion. 9. EXECUTIVE SESSION. President Wheat advised that the Board would not meet in executive session. The Board will conduct a closed session pursuant Texas Government Code section 551.071(1) and (2) to (i) 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, and (ii) Consultation with attorney on matters in which the duty of the attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code -Texas Government Code 551.071(2) regarding the following: A. Texas Education Agency ruling. 10. RECONVENE MEETING. 11. TAKE ANY ACTION FROM EXECUTIVE SESSION, IF NECESSARY. 12. ADJOURNMENT. There being no further business to come before the Board, President Wheat asked for a motion to adjourn the meeting. MOTION: Trustee Langdon made a motion to adjourn the meeting. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. President Wheat adjourned the meeting at 7:48 p.m. Westlake Academy Board of Trustees Regular Meeting Minutes October 6, 2008 APPROVED BY THE BOARD OF TRUSTEES ON NOVEMBER 10, 2008. 1"A.4. L�"t Laura Wheat, President ATT Sutter, TRMC, Town Secretary Page 5 of 5