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11-10-08 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING November 10, 2008 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson, Carol Langdon (6:10 p.m.), Don Redding, and Rebecca Rollins (6:04 p.m.) ABSENT: None. 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, and Assistant to the Head of School Darcy McFarlane. 1. CALL TO ORDER. President Wheat called the meeting to order at 6:01 p.m. 2. PLEDGE OF ALLEGIANCE. President Wheat led the pledge of allegiance to the United States and Texas flags. 3. CITIZENS' PRESENTATIONS. Mrs. Alesa Belvedere, 13348 Thornton Drive, Westlake, expressed her concern regarding the brevity of the student progress reports, including teacher comments regarding student progress. Mrs. Belvedere suggested that the curriculum standards be posted on the Academy's website. 4. CONSENT AGENDA. President Wheat introduced the item and asked for a motion. a. Review and approve minutes of the School Board of Trustees regular meeting held on October 6, 2008. Westlake Academy Board of Trustees Regular Meeting Minutes November 10, 2008 Page 2 of 5 MOTION: Trustee Redding made a motion to approve the consent agenda as presented. Trustee Corson seconded the motion. The motion carried by a vote of 5-0. 5. DISCUSS AND CONSIDER A RESOLUTION AMENDING THE 2008-09 BUDGET FOR WESTLAKE ACADEMY TO INCREASE THE SALARY BUDGET TO ALLOW THE SCHOOL TO HIRE AN ADDITIONAL SPANISH TEACHING ASSISTANT AND A SPECIAL ED AIDE. HOS Rosevear introduced the item. Mr. Rosevear stated that the school has experienced an increase in the number of students requiring special education assistance, and that the current staffing level is inadequate. Mr. Rosevear added that the need for special education services is much greater this year and staff is working on improving the processes. Trustee Rollins raised several questions with regard to student IEP's (Individualized Education Plan) and ARD (Admission Review and Dismissal) requirements, as well as impact on federal reimbursement. Additionally, Mrs. Rollins requested a comparison of the number of students receiving Special Education services this year versus last year as well as the number of hours the Special Education teachers spent with each student. HOS Rosevear responded to the questions raised by Trustee Rollins, and advised that 34 students are currently receiving some form of special education services this year versus 25 last year, with an additional four (4) students pending. Board discussion continued regarding the funding for a Special Education Aide. HOS Rosevear addressed the request for funding to hire a Spanish Aide and stated that the idea is to put a Spanish language speaker in the classroom to improve the various levels of Spanish. Mr. Rosevear added that this solution is a stopgap measure and assured the Board that staff is working on a solution for the next academic year. President Wheat asked if the students were grouped by level and grade. HOS Rosevear responded that groupings might be a consideration for next year. Trustee Rollins asked which levels of Spanish are being taught to the students. HOS Rosevear responded that currently there is no scope of sequence or vertical alignment for Spanish in the school; however, staff is developing a plan for grades 1 to 4, followed by grades 5 through 10. There being no further discussion, President Wheat asked for a motion. MOTION: Trustee Brittan made a motion to approve Resolution No. 08-21, amending the 2008-2009 budget for Westlake Academy as presented. Trustee Corson seconded the motion. The motion carried by a vote of 5- 0. Westlake Academy Board of Trustees Regular Meeting Minutes November 10, 2008 Page 3 of 5 6. DISCUSS AND CONSIDER APPROVAL OF A CONTRACT FOR GENERAL LEGAL SERVICES AND A GENERAL SERVICES MEMORANDUM WITH BRACKETT & ELLIS FOR LEGAL SERVICES RELATED TO WESTLAKE ACADEMY. CEO Brymer introduced the item and stated that the Town Manager/CEO, Head of School, and the Town Attorney have interviewed representatives of the finn and are recommending that the Board approve a contract with the firm for legal services related to the Academy operations and governance. Ms. Lynn Rossi Scott was in attendance and addressed questions from the Board regarding her experience as an education attorney and the firms role in relation to Westlake Academy. Following the discussion, President Wheat asked for a motion. MOTION: Trustee Redding made a motion to approve the contract as presented (File No. 08-22A). Trustee Rollins seconded the motion. The motion carried by a vote of 5-0. 7. FUTURE AGENDA ITEMS. President Wheat introduced the item and asked each member to present their respective items. a. Hear update regarding SAT readiness/college plan. (Alderwoman Langdon) Trustee Langdon presented the item. Trustee Brittan seconded the motion to bring the item forward for discussion. b. Hear update on Grading system/progress conferences. (Alderwoman Langdon) Trustee Langdon presented the item. Trustee Corson seconded the motion to bring the item forward for discussion. c. Hear report regarding Academy Music program. (Alderwoman Langdon) Trustee Langdon presented the item. Board discussion ensued and it was the consensus of the Board to complete the Strategic Planning process before considering this item. d. Consideration of a Board policy on residential trips to include organization, fund raising, information etc. (Alderwoman Rollins) Westlake Academy Board of Trustees Regular Meeting Minutes November 10, 2008 Trustee Rollins presented the item. Page 4 of 5 Following Board discussion, CEO Brymer stated that an item regarding policy issues would be discussed at a future meeting. President Wheat suggested the current policy be reviewed with the Board in January. e. Discussion about feasibility of implementing Spanish Immersion in the primary years program (PYP). (Alderwoman Rollins) Trustee Rollins presented the item. It was the consensus of the Board to complete the Strategic Planning process before considering this item. f. Explore and outline implementation of shared decision making as stipulated in the charter for all stakeholders. (Alderwoman Rollins) Trustee Rollins presented the item. Board discussion ensued and it was the consensus of the Board to complete the Strategic Planning process before considering this item. g. Explore the use of an education consulting firm to assess and develop mechanisms whereby the board can evaluate performance of the academy in the areas of academics, personnel, quality of programs, budgeting and fund raising. (Alderwoman Rollins) Trustee Rollins presented the item. Board discussion ensued and it was the consensus of the Board to complete the Strategic Planning process before considering this item. CEO Brymer advised that the Strategic Planning agenda will include 1) finalizing the mission statement; 2) consolidating values; and 3) identifying mission specific outcomes. The Board agreed to hold a special meeting to discuss the Strategic Plan on Monday, December 1, 2008, 3 p.m. to 6 p.m. 8. BOARD CALENDAR. President Wheat reviewed the calendar. - Christmas Tree Lighting o Tuesday, 12/2/08, 6:30 p.m. Westlake Academy Board of Trustees Regular Meeting Minutes November 10, 2008 9. ADJOURNMENT. Page 5 of 5 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 5-0. President Wheat adjourned the meeting at 7:44 p.m. APPROVED BY THE BOARD OF TRUSTEES ON DECEMBER 8, 2008. Laura eat, President ATTEST: 1 im utter, TRMC, Town Secretary