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12-07-09 BOT MinWESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP & REGULAR MEETINGS December 7, 2009 PRESENT: President Laura Wheat and Trustees Carol Langdon, Rick Rennhack and Rebecca Rollins. ABSENT: Trustees Tim Brittan and Larry Corson OTHERS PRESENT: Chief Executive Officer Thomas Brymer, School Board Attorney, Janet Bubert, Secretary Kelly Edwards, Finance Director Debbie Piper, Head of Secondary Mark Garcia, Municipal Court Administrator Amanda DeGan and Director of Human Resources and Administrative Services Todd Wood. WORKSHOP SESSION 1. CALL TO ORDER President Wheat called the workshop meeting to order at 4:40 p.m. 2. REVIEW OF CONSENT AGENDA ITEMS FROM DECEMBER 7, 2009, TRUSTEES REGULAR MEETING AGENDA. Chief Executive Officer Brymer provided and overview of the 2010 meeting calendar and various policies on the consent agenda. 3. PRESENTATION AND DISCUSSION OF FORGOTTEN DIAMONDS PROGRAM AND POSSIBLE COLLABORATIVE OPPORTUNITIES WITH WESTLAKE ACADEMY. The item was discussed last due to technical problems. Co-founder Kelly Cox provided a presentation and overview of the program and the contributions made by Westlake Academy students. BOT Meeting 12-07-09 Page 1 of 6 Discussion ensued regarding partnering opportunities with the Town of Westlake and Westlake Academy. The Board also discussed adopting a program like this would allow the students to meet their community service requirements and make a diff=erence defining the commitment to community service. The Board asked Chief Executive Officer Brymer if this program could be incorporated into the Strategic plan, to check further into the Sister Cities program and direct staff to work with Mrs. Cox to discuss some options on how the Town could contribute to the program. 4. DISCUSSION OF THE WESTLAKE ACADEMY QUARTERLY FINANCIAL "DASHBOARD" REPORT FOR THE QUARTER ENDING NOVEMBER 30, 2009. Finance Director Piper provided an overview of the dashboard. Discussion ensued regarding the creation of the dashboard, the Blacksmith fund, and how the stimulus money was applied in the report. Finance Director Piper stated the Foundation has received more funds than budgeted and the Academy has a fund balance to allow for 63 operating days. S. PRESENTATION AND DISCUSSION OF A DRAFT BOARD OF TRUSTEES POLICY CONCERNING IB DIPLOMA EXAM FEES. Chief Executive Officer Brymer provided an overview and presentation of key points regarding the proposed policy. Funding would be based on budgeting and funding/reimbursement from the state. Head of Secondary Garcia answered questions related to the fees and the number of students taking the exam. School Board Attorney Bubert recommended adding additional language to the policy to avoid any confusion regarding the use of public funds for private benefit. 6. DISCUSSION AND CONSIDERATION OF A BOARD POLICY REGARDING INTERNATIONAL FACULTY RECRUITMENT AND RETENTION. Chief Executive Officer Brymer provided an overview and presentation of key points regarding the proposed policy. The Board asked how the expenses been paid in the past. Director of Human Resources and Administrative Services Wood stated that all visa costs and fees have been paid for by the Academy at approximately $4,000 to $5,000 per visa. BOT Meeting 12-07-09 Page 2 of 6 A recommendation was made to add additional language to the policy should a faculty member leave for another position that they reimburse the balance. 7. DISCUSSION OF A PROPOSED POLICY CONCERNING ACADEMIC ELIGIBILITY REQUIREMENTS FOR ATHLETIC/EXTRA-CURRICULAR PROGRAM PARTICIPATION. Chief Executive Officer Brymer provided an overview and presentation of key points regarding the proposed policy. Discussion ensued regarding the explanation of the 3 options proposed. Head of Secondary Garcia recommended Option 2 which is similar to a policy adopted by UIL which allows a one class exemption of an AP/honors courses that other schools have adopted as a practice. 8. FUTURE AGENDA ITEMS - None 9. ADJOURNMENT There being no further business before the Board, President Wheat adjourned the workshop at 6:43 p.m. REGULAR SESSION 1. CALL TO ORDER President Wheat called the Regular meeting to order at 7:00 p.m. with all Trustees present. 2. PLEDGE OF ALLEGIANCE President Wheat led the pledge of allegiance to the United States and Texas flags. 3. CITIZENS' PRESENTATIONS - None BOT Meeting 12-07-09 Page 3 of 6 4. CONSENT AGENDA a. Review and approve minutes of the School Board of Trustees of the workshop and regular meeting held on November 3, 2009. b. Consideration of Resolution 09-19 establishing regular meeting dates and procedures and setting the 2010 meeting dates. C. Consideration of Resolution 09-20 Adopting the Following Board of Trustees Policies: Campus Facility Renovation/Modification Projects and Capital Projects Guidelines Board Parameters for Staff Recommendations to the Board of Trustees IB Exam Fees Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Student Athletic/Extra Curricular Program Academic Eligibility d. Consideration of Resolution 09-21 Adopting Amendments to the Board Policy Regarding Responsibility for Personnel Decisions Policy. MOTION: Trustee Rennhack made a motion to approve the consent agenda with to item c - IB Exam Fee policy and item d as discussed with the School Attorney. Trustee Langdon seconded the motion. The motion carried by a vote of 3-0. S. PRESENTATION AND DISCUSSION OF A RESOLUTION 09-22, APPROVING THE FY 2008-2009 ANNUAL AUDIT REPORT FROM PATTILLO, BROWN & HILL, LLP. Greg Shropshire provided an overview and answered questions regarding the Annual Financial report. MOTION: Trustee Rollins made a motion to approve Resolution 09-22, approving the FY 2008-2009 Annual Audit report from Pattillo, Brown & Hill, LLP. Trustee Langdon seconded the motion. The motion carried by a vote of 3-0. BOT Meeting 12-07-09 Page 4 of 6 6. CONSIDERATION OF RESOLUTION 09-23, ADOPTING THE RECOMMENDATIONS PERTAINING TO WESTLAKE ACADEMY'S MANAGEMENT REPORTING STRUCTURE FROM THE MUNICIPAL CHARTER SCHOOL REPORT PRESENTED TO THE BOARD ON OCTOBER 26, 2009. Chief Executive Officer Brymer provided an overview and presentation of key points regarding the proposed policy. MOTION: Trustee Rennhack made a motion to approve Resolution 09-23, adopting the recommendations pertaining to Westlake Academy's management reporting structure from the Municipal Charter School Report presented to the board on October 26, 2009. Trustee Langdon seconded the motion. The motion carried by a vote of 3-0. 7. BOARD CALENDAR - Employee Recognition Banquet December 9, 2009, 6:30 p.m. - WA Parents Shopping Day Out December 19, 2009 (Benefiting Project 2010) - Spirit Week February 8-12, 2010 - Admissions Lottery February 24, 2010 - Spring Break March 15-19, 2010 - Westlake Academy Gallery Night event February 26, 2010 - Bandana Bonanza May 8, 2010 o Texas Charter Schools Association Conference May 12-14, 2010 - Westlake Academy Graduation May 23, 2010 8. FUTURE AGENDA ITEMS Trustee Rollins Establishing a 30 minute discussion regarding each chapter from Dr. Carpenter's charter school board governance book developing our roles as trustees. MOTION: Trustee Langdon made a motion to place the item on a future agenda. Trustee Rollins Discussion of School Trips Policy. The Board asked the WALT group to review this item and incorporate it into the Strategic Plan. BOT Meeting 12-07-09 Page 5 of 6 Trustee Rollins Discussion of a PYP Grading Policy. MOTION: Trustee Rennhack made a motion to place the item on a future agenda. Trustee Rennhack Consideration of TAPPS for Athletic Program. The Board asked staff to explore all options/programs and incorporate it into the Strategic Plan. 9. 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 3-0. President Wheat adjourned the meeting at 7:41 p.m. APPROVED BY THE BOARD OF TRUSTEES ON JANUARY 4, 2010. ATTEST: Kelly Edwardf, Board Secretary Laura Wheat, Board President BOT Meeting 12-07-09 Page 6of6