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03-09-09 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP March 9, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan Larry Corson, Carol Langdon, Don Redding, and Rebecca Rollins (arrived at 4:31 p.m.) ABSENT: None. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, School Attorney Stan Lowry, Secretary Kim Sutter, Administrative Coordinator Darcy MacFarlane, Finance Director Debbie Piper, Facilities and Recreation Director Troy Meyer, Assistant to the Town Manager Ginger Awtry, and Director of Human Resources and Administrative Services Todd Wood. 1. CALL TO ORDER. President Wheat called the workshop to order at 4:22 p.m. 2. REVIEW OF CONSENT AGENDA ITEMS FROM MARCH 9, 2009, TRUSTEES REGULAR MEETING AGENDA. The Board raised no questions regarding the consent agenda items scheduled for consideration during the March 9, 2009, regular meeting. With no objections, the agenda was reordered to discuss Item #4 at this time. 4. DISCUSS THE PROPOSED POLICY FOR SCHOOL SANCTIONED FIELD AND RESIDENTIAL TRIPS. HOS Rosevear addressed the Board regarding the item. Mr. Rosevear advised the Board that this item was tabled at a previous meeting for further revisions as discussed with the Board. Discussion ensued regarding the proposed policy, specifically regarding chaperone/student ratios with special consideration given to the lower grade levels, the Westlake Academy Board of Trustees Workshop Meeting Minutes March 9, 2009 Page 2 of 3 number of trips per year, fundraising, viewing of age appropriate movies, misuse of prescription drugs, sleeping arrangements for overnight trips, Board approval for trips abroad, cell phone usage, and homeland security alerts. CEO Brymer advised the Council that an item has been placed on the March 9, 2009, regular meeting agenda for consideration of adopting the proposed policy. 5. DISCUSS THE PROCESS THAT THE HEAD OF SCHOOL WILL USE FOR SELECTING THE HEAD OF SECONDARY OR THE HEAD OF PRIMARY POSITIONS. HOS Rosevear addressed the Board regarding the item and reviewed the proposed selection process for head of sections. Trustee Rollins stated that she felt the committee makeup is heavily weighted with administrative personnel and would like to see a more balanced committee by adding a parent member. HOS Rosevear responded that a parent could be added to the committee; however, he did not see the necessity. CEO Brymer stated that the committee needs to understand that their role as a committee member is purely advisory as the Head of School is ultimately responsible for the individual's performance. CEO Brymer stated that the process is a collaborative input mechanism and is a good way to determine if a candidate will fit in with the organizational structure and the community. The Board agreed that language should be included that emphasizes that the process focuses on the collaborative nature of discussion and the process. Trustee Redding suggested that someone of primary responsibility be in the majority with regard to the composition of the committee. 3. PRESENTATION OF HOW WESTLAKE ACADEMY PREPARES STUDENTS FOR SUCCESSFULLY TAKING THE SAT TEST. Mr. Bob Kai, Head of Secondary Education, addressed the Board regarding the item. Mr. Kai advised the Board that Westlake Academy does not offer a specific SAT preparation course that would be comparable to external commercial preparation. However, Mr. Kai advised the Board that Westlake Academy is offering SAT tutorials one time per week for 11 to grade students, and further stated that the IB curriculum, as taught, is good preparation for the SAT test. Board discussion ensued regarding offering the ACT test, and preparation for the SAT and the PSAT. Westlake Academy Board of Trustees Page 3 of 3 Workshop Meeting Minutes March 9, 2009 Trustee Rollins inquired as to how Westlake Academy scores compare to neighboring school districts such as Keller, Northwest, and Carroll ISD's. HOS Rosevear responded that he would need to have Secondary Counselor Glynda Davis compile that information. 6. HEAR AND DISCUSS THE WESTLAKE ACADEMY'S PLANNING PROCESS FOR THE 2009-10 SCHOOL YEAR. HOS Rosevear presented the item to the Board, and reviewed the planning process for the 2009-2010 school year: - One master event calendar for the year. - Staff has had input into budget for the first time and the information provides an idea of what the staff needs are for the school year. o Trustee Langdon suggested that a `wish list' be made available to parents as an opportunity to donate needed items to the school. - School will be released at 3:15 p.m. each day for the 2009-10 school year to allow more time for tutoring and teacher meetings. - The secondary day will consist of five (5) classes of one hour and ten minutes. - Changes to the strings and music program are under consideration. Two options were discussed 1) discontinue the program; or 2) offer in grades 4 through 6. The program will be evaluated over the next school year. - Advertisements for possible vacant positions have been made earlier this year in order to attract a strong pool of candidates. 7. FUTURE AGENDA ITEMS. There were no items submitted for consideration. 8. ADJOURNMENT. There being no further business before the Board, President Wheat adjourned the workshop at 5:44 p.m. APPROVED BY THE BOARD OF TRUSTEES ON APRIL 6, 2009. Laura Wheat, President ATTEST: Kim Suter, TRMC, Town Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING March 9, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson, Carol Langdon, Don Redding, and Rebecca Rollins. ABSENT: None. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, School Attorney Stan Lowry, Secretary Kim Sutter, Administrative Coordinator Darcy MacFarlane, Finance Director Debbie Piper, Assistant to the Town Manager Ginger Awtry. 1. CALL TO ORDER. President Wheat called the meeting to order at 6:03 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. HEAR PRESENTATION BY KEVIN MAYNARD REGARDING THE WESTLAKE ACADEMY DRUM LINE. Mr. Kevin Maynard addressed the Board regarding the item and stated that the drumline was an idea of a Westlake Academy student as a means to promote school spirit. Mr. Maynard added that the group was formed in September 2008, and has held fundraisers to purchase the necessary equipment. Mr. Maynard introduced the following Drumline members: - Mr. Simone Aisthorpe, Teacher sponsor - Candace Mueller (G9) Co -Captain Westlake Academy Board of Trustees Regular Meeting Minutes March 9, 2009 - Mollie Thompson (G9), Captain - Channing Thompson (G10) - Tristan Maynard (G6) - Jordan Lee (G8) - Nigel Bellaires (G8) - Nicole Stevens (G10) (not in attendance) - Khalil Pillai (G10) (not in attendance) - Patrick Watson (G10) (not in attendance) Page 2 of 5 Molly Thompson addressed the Board and stated that the program has built a bridge between grade levels 6th to 10th grade, and has added to the spirit at the school. Trustee Rollins expressed her appreciation to Mr. Maynard for the dedication of his time and efforts associated with organizing and the on-going development of the program. 5. CONSENT AGENDA. President Wheat introduced the consent agenda and asked for a motion. a. Review and approve minutes of the School Board of Trustees regular meeting held on February 9, 2009. b. Resolution No. 09-07 - Consider a Resolution authorizing Westlake Academy to renew participation in the Region XI Benefits Cooperative for the 09-10 school year. 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 5-0 6. HEAR AND DISCUSS HEAD OF SCHOOL UPDATE: HOS Rosevear presented the report to the Board. Mr. Rosevear updated the Board on the folliwn g a. Basketball Season/Science Fair - Basketball o The Varsity girls basketball team were named the District Champions. o The Junior High boys and girls won their regional tournaments o Grade 6 boys won Championship o Grade 5 boys took 5th place - Science Fair o Students recently competed in Science Fair b. PSAT Scores - 56 students from G8 to G11 took the PSAT Test o In math and writing, all students placed higher than the national G11 mean. Westlake Academy Board of Trustees Page 3 of 5 Regular Meeting Minutes March 9, 2009 o Critical writing G9 to G11 were above the national grade 11 mean o Critical writing G8 was fractionally below the G11 mean PYP Self Study - Completed the PYP Self -Study - Mr. Schmitz addressed the Board regarding the item and explained the evaluation process. d. Lottery Report - Admissions Lottery was held February 26. o All lottery participates have been notified 0 850 students on waiting list e. Graduation Mr. Kai addressed the Board regarding the item, and advised the Board that a small committee has been formed to conduct preliminary work in preparation of graduation. The tentative date is Saturday, May 22, and the preferred location is the Marriott Solana, although other venues are under consideration. Additionally, Balfour has been selected as the vendor for graduation related items, including caps, gowns, and announcements. Mr. Kai added that a committee will be formed for the purpose of planning the graduation, and stakeholder input will be sought. President Wheat applauded the efforts of those associated with the planning of such a memorable occasion. f. Spirit Week - Spirit Week was very successful - Next Spirit Week will be held prior to Bandana Bonanza. g. Arts and Sciences Center Construction - Foundation has been poured - HOS Rosevear expressed his appreciation to Facilities and Recreation Director Troy Meyer for his efforts associated with the project. 7. CONSIDER A RESOLUTION TO ADOPT A POLICY ESTABLISHING BOARD PARAMETERS FOR SCHOOL SANCTIONED TRIPS. CEO Brymer addressed the Board regarding the item and advised the Board that this item was tabled at the February 9, 2009, for further discussion. The Board discussed the policy at the March 9, 2009, workshop. CEO Brymer reviewed the proposed policy with the Board and advised that the policy sets out the Board parameters for school sanctioned trips. Additionally, Mr. Brymer added administrative guidelines will be changed to reflect the Board's suggestions made at the March 9, 2009, workshop Westlake Academy Board of Trustees Regular Meeting Minutes March 9, 2009 Page 4 of 5 MOTION: Trustee Brittan made a motion to approve Resolution No. 09-08, adopting a policy establishing Board parameters for school sanctioned trips. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0. 8. FUTURE AGENDA ITEMS. There were no items submitted for consideration. 9. BOARD CALENDAR. President Wheat reviewed the Board calendar. - 12th Annual Charter School Conference o April 13- 15th, 2009; San Antonio Marriott Rivercenter Hotel - Bandana Bonanza o May 2, 2009, Westlake Academy Campus - TEA Charter School Orientation Session II o May 4-6, 2009; Austin Town Manager Brymer reminded the Board the Board of Trustees meetings will be held on the first Monday of each month, and the next meeting date is April 6, 2009. 10. EXECUTIVE SESSION. President Wheat recessed the meeting to discuss the following items in executive session at 6:41 p.m. 1. 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. Westlake Academy Charter document. B. Westlake Academy admissions policy. 2. Section 551.074(a)(1) of the Texas Government Code to deliberate the evaluation and duties of public officers: The Head of School President Wheat convened the executive session at 6:45 p.m. The executive session adjourned at 7:54 p.m. Westlake Academy Board of Trustees Page 5 of 5 Regular Meeting Minutes March 9, 2009 11. RECONVENE MEETING President Wheat reconvened the meeting at 7:59 p.m. 12. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY. President Wheat announced that no action is required regarding executive session item 1. President Wheat recessed the regular meeting at 7:59 p.m. to convene the Town Council meeting. President Wheat reconvened the Trustees regular meeting at 8:59 p.m., President Wheat recessed the meeting to discuss the following item in executive session at 9:00 p.m. 2. Section 551.074(a)(1) of the Texas Government Code to deliberate the evaluation and duties of public officers: The Head of School President Wheat convened the executive session at 9:05 p.m. The executive session adjourned at 10:05 p.m. President Wheat reconvened the regular meeting at 10:06 p.m., and advised that no action is required regarding executive session item 2. 13. ADJOURNMENT. There being no further business before the Board, President Wheat asked for a motion to adjourn. MOTION: Trustee Brittan made a motion to adjourn the meeting. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0. President Wheat adjourned the meeting at 10:08 p.m. APPROVED BY THE BOARD OF TRUSTEES ON APRIL 6, 2009. ..<f�c� Laura Wheat, President ATTEST: Sutter, TRMC, Town Secretary