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06-01-09 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP June 1, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson (arrived at 6:43 p.m.), Carol Langdon, Rick Rennhack, and Rebecca Rollins (arrived at 4:52 P.M.) ABSENT: None. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, Town Attorney Michael Kallas, Legal Counsel Janet Bupert, Secretary Kim Sutter, Finance Director Debbie Piper, and Administrative Coordinator Darcy MacFarlane. 1. CALL TO ORDER. President Wheat called the workshop to order at 4:38 p.m. 2. REVIEW OF CONSENT AGENDA ITEMS FROM JUNE 1, 2009, TRUSTEES REGULAR MEETING AGENDA. The consent agenda was not reviewed during the workshop. 3. DISCUSSION OF WESTLAKE ACADEMY FINE ARTS PROGRAMS/CURRICULUM. HOS Rosevear advised the Board that 55 responses were received to the survey regarding the fine arts program at the Academy. Mr. Rosevear advised that he met with Ms. D'Ann Sullivan, Activities Coordinator, to consider plans for the upcoming school year. Discussion ensued regarding the decision to discontinue the strings program and the Head of Schools decision to place the program on hold for the upcoming school year. The Board expressed concern with discontinuing the program, and suggested more analysis be performed with regard to the program. Westlake Academy Board of Trustees Workshop Meeting Minutes June 1, 2009 Page 2 of 5 Discussion ensued with regard to the benefits of the strings program and what it has meant and means to Westlake Academy, specifically in regards to the strategic plan of the school and the academic development of students, the cost of the program, frequency of lessons, venue for demonstrating learned abilities, the importance of Board input into the decision of the future of the program, and modifications to the program. Trustee Brittan asked why strings were chosen as opposed to percussion, wind, or piano. President Wheat and Trustee Langdon stated that they felt it was easier to transport a string instrument to school. President Wheat advised that, from a fundraising perspective, the strings program stands out from other programs. HOS Rosevear advised the Board, that preliminary budget preparation does not include the funding for the strings program and, if the Board elects to continue the program, alternate funding sources will need to be considered. CEO Brymer advised, based on the desired direction of the Board, staff will review the budgetary options, and as the Board moves forward developing the strategic plan for the school, the broader issue of the arts program can be addressed. President Wheat stated that she feels the strings program is inherently fundable, and the Foundation would welcome the opportuntiy to raise funds for a specific program. It was the consensus of the Board to have the strings program continue in some form or fashion next year as part of the school day. CEO Brymer stated that staff will continue to work on the budget in July and will include the Board's directive. 4. DISCUSSION OF WESTLAKE ACADEMY CURRENT AND FUTURE ATHLETIC PROGRAMS. CEO Brymer advised that this item was added to the agenda based on questions from the Board. Trustee Rennhack asked what is the strategic plan for athletics at the Academy and how does it roll into the curriculum. Trustee Rollins stated that some parents came to the school because the school did not include a full athletic program and all students would have an opportunity to particpate; however, there is a group of parents that would like more athletic offerings and a group that wants the emphasis placed on academics. Discussion ensued regarding the strategic goal of the sports program, the need to strike a balance between academics and athletics, the need to evaluate sports offerings and Westlake Academy Board of Trustees Workshop Meeting Minutes June 1, 2009 Page 3 of 5 identify potential areas of success, available resources, and the possibility of intramural sports programs. President Wheat stated that the issues with the sports programs are not resource driven, but more of a management issue. It was the consensus of the Board that the sports program has not been effectively managed in the past. President Wheat recessed the workshop at 6:02 p.m. to convene the regular meeting of the Board of Trustees. President Wheat reconvened the workshop at 7:23 p.m. 5. HEAR AND DISCUSS THE FIVE-YEAR FINANCIAL PROJECTION. CEO Brymer asked the Board to review the financial forecast documents, and advised the Board that the forecast does not include Town funding. Trustee Brittan inquired about salary trends for teachers. HOS Rosevear responded that staff is working on an assumption of a 4% increase in teacher salaries. CEO Brymer added that Westlake teacher salaries track with neighboring school districts. 6. DISCUSSION AND CONSIDERATION CONCERNING PRESENTATIONS OBSERVED AND INFORMATION OBTAINED AT THE RECENT ANNUAL CONFERENCE OF THE TEXAS CHARTER SCHOOLS ASSOCIATION (TCSA) AND HOW THAT INFORMATION APPLIES TO WESTLAKE ACADEMY AS WELL AS THE BOARD OF TRUSTEES' GOVERNANCE ROLE OF WESTLAKE ACADEMY. No discussion on this item. 7. DISCUSSION AND PRESENTATION OF POSSIBLE CHARTER REVISIONS/UPDATES FOR WESTLAKE ACADEMY, SPECIFICALLY REGARDING THE LOTTERY EXEMPTION CATEGORIES OF CHILDREN OF CURRENT WESTLAKE ACADEMY FACULTY AND CHILDREN OF CURRENT EMPLOYEES OF THE TOWN OF WESTLAKE. CEO Brymer addressed the Board regarding the item, and advised the Board that this item has been placed on the agenda for additional discussion. One issue is to address faculty members who have terminated employment and have children who gained admittance to the school based on employment. Westlake Academy Board of Trustees Workshop Meeting Minutes June 1, 2009 Page 4 of 5 Discussion ensued regarding adding a years of service parameter to the policy to permit Westlake Academy faculty members whose children have entered the school based on employment, remain at the school after the parent has terminated employment as long as the faculty member has met the years of service parameter as established by the Board. Concerning the intent to return for students who gained admissions to the Academy based on employment, the consensus of the Board is to set the years of service at three (3) years. Mayor Wheat suggested a task force be considered to review and evaluate the Charter and make recommendations for revisions. Legal Counsel Janet Bubert advised that she would speak with the TEA regarding their viewpoint of an amended and restated Charter document. 8. DISCUSSION OF PARENT INVOLVEMENT AT WESTLAKE ACADEMY, INCLUDING THE CAMPUS LEADERSHIP TEAM. No discussion on this item. 9. FUTURE AGENDA ITEMS. There were no items submitted for consideration. 10. EXECUTIVE SESSION. President Wheat recessed the workshop meeting at 8:10 p.m. to discuss the following item in executive session: The Board will conduct a closed session under Texas Government Code Section 551.074(a)(1) of the Texas Government Code to deliberate the evaluation and duties of public officers: Head of School. President Wheat convened the executive session at 8:30 p.m. The executive session adjourned at 10:58 p.m. 11. RECONVENE MEETING President Wheat reconvened the workshop at 10:59 p.m. 12. ADJOURNMENT. There being no further business before the Board, President Wheat adjourned the workshop at 10:59 p.m. Westlake Academy Board of Trustees Page 5 of 5 Workshop Meeting Minutes June 1, 2009 APPROVED BY THE BOARD OF TRUSTEES ON AUGUST 3, 2009. ATTEST: T C, Town Secretary Laura Vheat, President MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING June 1, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson (arrived at 6:43 p.m.), Carol Langdon, Rick Rennhack, and Rebecca Rollins. ABSENT: None. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, Town Attorney Michael Kallas, Secretary Kim Sutter, Finance Director Debbie Piper, Administrative Coordinator Darcy MacFarlane, and Assistant to the Town Manager Ginger Awtry. 1. CALL TO ORDER. President Wheat called the meeting to order at 6:02 p.m. 2. PLEDGE OF ALLEGIANCE. President Wheat led the pledge of allegiance to the United States and Texas flags. 3. HEAR PRESENTATION BY WESTLAKE ACADEMY STUDENTS REGARDING PYP EXHIBITION PROJECT RELATED TO GREENSBURG, KANSAS. The following G6 students addressed the Board regarding their PYP exhibition project: Tristan Maynard Annie Rennhack Don Dunlap Juan Rubayo William Jackson Tristan explained how the PYP exhibition project was chosen and expressed appreciation to CEO Brymer for his assistance in making his trip to Greensburg, Kansas Westlake Academy Board of Trustees Regular Meeting Minutes June 1, 2009 Page 2 of 5 an infomational one. Tristan went on to explain that the F-5 tornado hit Greensburg, Kansas on May 4, 2007, and destroyed 95% of the Town. The students presented a PowerPoint presentation, and advised that the presentation and the project were designed to be presented to students in grade 3 through 5. 4. CITIZENS' PRESENTATIONS. Ms. Margaret Ledak, 1220 Mt. Gilead, Keller, and Mr. Tyler Springer, 1505 Cedar Court, Southlake, representing the Student Council as Co -Presidents, addressed the Board regarding the 2008-2009 Student Council and expressed their appreciation to the school administration for their support during the year. 5. CONSENT AGENDA. CEO Brymer advised the Board that item "b" would be removed from the consent agenda until the Board has time to discuss this item in greater detail. (see June 1, 2009, Trustee workshop minutes for more information) President Wheat introduced the consent agenda and asked for a motion. a. Review and approve minutes of the School Board of Trustees workshop and regular meeting held on May 4, 2009. MOTION: Trustee Rollins made a motion to approve the minutes of the May 4, 2009, minutes as presented. Trustee Brittan seconded the motion. The motion carried by a vote of 5-0. b. Consider an amendment to Resolution 09-10 approving additional language to Westlake Academy's Admissions Policy, adopting these admissions requirements as a Board policy, and authorizing staff to submit these documents to the Texas Education Agency (TEA) for approval. No action was taken on this item pending further review and discussion. 6. HEAR AND DISCUSS HEAD OF SCHOOL UPDATE: a. Staffing update HOS Rosevear advised the Board of the following staff updates: PYP Coordinator Mrs. Teri Watson Secondary Counselor Secondary Maths Primary class teacher Stipend positions: Athletic Director Activities Coordinator Mrs. Sonya Barron Mrs. Saki Milton Mr. Jim McMahon Ms. Jacette Aquiar Mrs. D'Ann Sullivan Westlake Academy Board of Trustees Regular Meeting Minutes June 1, 2009 b. TAKS Update Page 3 of 5 HOS Rosevear provided the Board a handout that showed a comparison by grade level for school years 2007-08 and 2008-09. Mr. Rosevear advised the Board that the TAKS Coordinator has not yet completed a student comparison of the school years. Trustee Rollins stated that she is most interested in the trending of the student results. HOS Rosevear responded that a trend analysis will be performed when all scores are made available. Trustee Brittan asked if there is any means to get a comparative analysis with other schools. HOS Rosevear responded that a comparitive analysis could be provided in mid to late July after the final scores are available. c. Commendation Ceremony HOS Rosevear advised the Board that the commendation ceremony is scheduled for Wednesday, June 3 at 10:30 a.m., and the event will include hot dogs and refreshments. HOS Rosevear expressed appreciation to Trustee Langdon for organizing the event and extended an invitation to the Board members to attend. d. Student Census HOS Rosevear presented a handout to the Board, which illustrated the composition of the student body by public school district (Keller, Northwest, and Carroll) as well as the number of Westlake Academy students' siblings on the waiting list and the percentage of school and town employee children who attend the Academy. The chart illustrated that Westlake resident students comprise 31 % of the student body. President Wheat asked that another column be added to the report that would identify the number of current students who entered the Academy as a sibling of a current student. e. Presentation of yearbooks Patrick Watson (G10), Editor and Chief, Isabelle Stack (G6) and Lauren Valentine (G6) presented yearbooks to the Trustees and the CEO. HOS Rosevear expressed his appreciation to Ms. Trunage and Mrs. Darcy MacFarlane for their assistance with the project, and advised that a supplement, Westlake Academy Board of Trustees Regular Meeting Minutes June 1, 2009 Page 4 of 5 covering activities that took place later in the year, will be distributed in August. 7. FUTURE AGENDA ITEMS. There were no items submitted for consideration. 8. BOARD CALENDAR. President Wheat reviewed the Board calendar. - Last day of school o June 3, 2009 - Westlake Academy Gallery Night event o February 26, 2010 - Westlake Academy Graduation o May 23, 2010 Administrative Coordinator MacFarlane reminded the Board of the upcoming Board training session scheduled for June 10, 2009, 5:30 p.m. CEO Brymer stated that he is working to set up a date to have Dr. Brian Carpenter present a governance session to the Board, and asked for available dates from the Board. 9. EXECUTIVE SESSION. President "'neat stated that the Board would not meet in executive session during the regular meeting. 10. RECONVENE MEETING No action. 11. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY. No action. 12. ADJOURNMENT. There being no further business before the Board, President Wheat asked for a motion to adjourn. MOTION: Trustee Rennhack 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 7:23 p.m. Westlake Academy Board of Trustees Page 5 of 5 Regular Meeting Minutes June 1, 2009 APPROVED BY THE BOARD OF TRUSTEES ON AUGUST 3, 2009. ATTEST TRMC, Town Secretary Laura Wheat, President