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02-09-09 WA BOT PacketThe Regular Meeting of the Westlake Academy Board of Trustees will begin immediately following the conclusion of the Town Council Workshop, but not prior to the 6:00 p.m. posted start time. WESTLAKE ACADEMY Mission / Vision Statement Westlake Academy is a nurturing, community owned International Baccalaureate Charter School whose mission is to achieve academic excellence and to develop life-long learners who become well-balanced, responsible global citizens. BOARD OF TRUSTEES REGULAR MEETING A G E N D A FEBRUARY 9, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE MUNICIPAL COURT ROOM, SUITE 207 6:00 P.M. 1. CALL TO ORDER. 2. PLEDGE OF ALLEGIANCE. 3. CITIZENS' PRESENTATIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. 4. CONSENT AGENDA: All items listed below are considered routine by the Board of Trustees and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. Westlake Academy Board of Trustees Page 2 of 3 Regular Meeting Agenda February 9, 2009 a. Review and approve minutes of the School Board of Trustees regular meeting held on January 12, 2009. 5. CONSIDER A RESOLUTION ADOPTING A POLICY REGARDING THE WRITING, AMENDING AND DISTRIBUTION OF THE PARENT/STUDENT HANDBOOK. (Tabled at the January 12, 2009, meeting) 6. CONSIDER A RESOLUTION AUTHORIZING THE SUPERINTENDENT OF WESTLAKE ACADEMY TO ENTER INTO A CONTRACT WITH THE REGION IX EDUCATION SERVICE CENTER TO JOIN IN A MULTI- REGIONAL PURCHASING COOPERATIVE (MRPC). 7. CONSIDER A RESOLUTION ADOPTING A POLICY REGARDING THE RESPONSIBILITY FOR PERSONNEL DECISIONS. 8. CONSIDER A RESOLUTION ADOPTING A POLICY ESTABLISHING BOARD PARAMETERS FOR SCHOOL SANCTIONED TRIPS. 9. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting. The Board member making the request will contact the CEO with the requested item and the CEO will list it on the agenda. At the meeting, the requesting Board member will explain the item, the need for Board discussion of the item, the item’s relationship to the Board’s strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board member receives a second, the CEO will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. - None. 10. BOARD CALENDAR. - 2009 Westlake Academy Foundation Gallery Night, An Evening at the Louvre o Friday, February 20, 2009; 7:00 pm – 11:00 pm at the Marriott Solana Hotel - TEA Charter School Orientation Session I o February 23-25, 2009; Austin - 12th Annual Charter School Conference o April 13- 15th, 2009; San Antonio Marriott Rivercenter Hotel - TEA Charter School Orientation Session II o May 4-6, 2009; Austin 11. ADJOURNMENT. Westlake Academy Board of Trustees Page 3 of 3 Regular Meeting Agenda February 9, 2009 ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on Friday, February 6, 2009, by 5 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kim Sutter, TRMC, Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you.      Westlake  Academy  Item # 2 – Pledge of  Allegiance  Texas Pledge: "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible."      Westlake  Academy  Item # 3 – Citizens’  Presentations  This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. The Board will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING January 12, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson, Carol Langdon, and Rebecca Rollins. ABSENT: Trustee Redding. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, School Attorney Stan Lowry, Secretary Kim Sutter. 1. CALL TO ORDER. President Wheat called the meeting to order at 8:27 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. PRESENTATION OF COPIES OF THE BEST OF THE BLACK COW BOOK TO MEMBERS OF THE BOARD OF TRUSTEES. The presentation will be scheduled for a future meeting date. 5. 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 December 8, 2009. Westlake Academy Board of Trustees Page 2 of 4 Regular Meeting Minutes January 12, 2009 MOTION: Trustee Brittan made a motion to approve the consent agenda as presented. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. 6. CONSIDER A RESOLUTION AUTHORIZING THE CEO OF WESTLAKE ACADEMY TO ENTER INTO A CONTRACT WITH THE REGION XI EDUCATION SERVICE CENTER TO PURCHASE A NEW SOFTWARE PROGRAM FOR STUDENT ATTENDANCE AND ACCOUNTING FOR THE 2009-10 SCHOOL YEAR. Head of School Rosevear introduced the item to the Board. Discussion ensued regarding utilizing other services provided by the Service Center. MOTION: Trustee Langdon made a motion to approve Resolution 09-01, authorizing the CEO of Westlake Academy to enter into a contract with the Region XI Education Service Center to purchase a new software program related to student attendance and accounting for the 2009-2010 school year. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. 7. CONSIDER A RESOLUTION AUTHORIZING THE 2009-2010 SCHOOL CALENDAR AND APPROVING REQUEST FOR STATE WAIVER. HOS Rosevear introduced the item to the Board and advised the Board that area school districts calendars were consulted in preparing the 2009-2010 school calendar. MOTION: Trustee Rollins made a motion to approve Resolution 09-02, authorizing the 2009-2010 school calendar and approving a request for State waiver. Trustee Corson seconded the motion. The motion carried by a vote of 4- 0. 8. CONSIDER A RESOLUTION ADOPTING A FORMAL GRADING SYSTEM FOR WESTLAKE ACADEMY AND APPROVING THE INCLUSION OF A LETTER OF EXPLANATION IN THE REPORT CARD ENVELOPES. HOS Rosevear presented the item to the Board and reviewed the current and proposed grading system. Discussion ensued regarding the proposed grading system, specifically at it relates to students who choose to transfer to another school. President Wheat suggested language be included to explain the Board’s objective as it relates to the policy. Westlake Academy Board of Trustees Page 3 of 4 Regular Meeting Minutes January 12, 2009 MOTION: Trustee Brittan made a motion to approve Resolution 09-03, adopting a formal grading system for Westlake Academy and approving the inclusion of a letter of explanation in the report card envelopes. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. 9. CONSIDER A RESOLUTION ADOPTING A POLICY REGARDING THE WRITING, AMENDING AND DISTRIBUTION OF THE PARENT/STUDENT HANDBOOK. CEO Brymer presented the item and advised that the proposed policy places emphasis on the importance of effective communication with parents and students, and charges staff with drafting, updating, and providing the Parent/Student Handbook to parents and students. Additionally, CEO Brymer advised the Board that the intent of the policy is to assign the Parent/Student Handbook within the purview of staff as the handbook is procedural in nature. Discussion ensued regarding whether policy issues should be a part of the handbook. Trustee Corson recommended the Board table consideration of the item until staff can sort out administrative procedures versus policy issues. There being no further discussion, President Wheat asked for a motion. MOTION: Trustee Corson made a motion to table consideration of this item and direct staff to identify administrative procedures versus policy issues and present the revised policy to the Board for consideration. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. 10. FUTURE AGENDA ITEMS: No items were submitted for consideration. Trustee Corson advised that he will submit an item for consideration to revisit the topic of cell phones use in school zones. 11. BOARD CALENDAR. No items were presented. 12. ADJOURNMENT. There being no further business before the Board, President Wheat asked for a motion to adjourn. MOTION: Trustee Langdon made a motion to adjourn the meeting. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. Westlake Academy Board of Trustees Page 4 of 4 Regular Meeting Minutes January 12, 2009 President Wheat adjourned the meeting at 9:01 p.m. APPROVED BY THE BOARD OF TRUSTEES ON FEBRUARY 9, 2009. _________________________________________ Laura Wheat, President ATTEST: ___________________________________ Kim Sutter, TRMC, Town Secretary Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Regular Meeting of February 9, 2009 Date: February 2, 2009 ITEM Consider a resolution to adopt a policy regarding the writing, amending, and distribution of the Parent/Student Handbook. BACKGROUND The Senior Management Team of Westlake Academy is proposing that the Board of Trustees adopts a policy relating to the annual writing, amending and distribution of the Westlake Academy Parent/Student Handbook. This policy would charge the Academy staff to at least annually, identify and make amendments as needed to the existing Parent/Student Handbook. In addition, the staff would be responsible for providing a copy of the Handbook to each family, at the beginning of each school year (or upon a student’s initial enrollment if after the start of the school year) and to post the Handbook on the school’s website. Amendments made during the course of any school year shall be communicated in a timely fashion to all Academy parents and students prior to their effective date. This item was tabled at the January 12, 2009, Board meeting for staff to verify if the parent grievance policy should also be excepted from this policy. The recommended revisions to this draft policy are shown on Exhibit A to the resolution. FUNDING This action has no impact on the budget. RECOMMENDATION Staff recommends adoption of the resolution approving this Board policy as presented. ATTACHMENTS: Resolution 09-04 Exhibit A to Resolution 09-04: Parent-Student Handbook Policy No. 09-04 WESTLAKE ACADEMY RESOLUTION NO. 09-04 ADOPTING A POLICY FOR THE WESTLAKE ACADEMY PARENT STUDENT HANDBOOK WHEREAS, the Westlake Academy Board of Trustees has considered the proposed policy regarding the Parent/Student Handbook; and WHEREAS, the Westlake Academy Board of Trustees finds that this policy will facilitate more effective communications of parent-student expectations and standards; and WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this Resolution is in the best interests of the Academy; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1. That the Board of Trustees of Westlake Academy hereby adopts the proposed Parent-Student Handbook policy attached as Exhibit A to this resolution. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 9TH DAY OF FEBRUARY, 2009. ___________________________________ Laura Wheat, President ATTEST: ______________________________ ___________________________________ Kim Sutter, Secretary Thomas E. Brymer, Chief Executive Officer APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, School Attorney 1 TOWN OF WESTLAKE WESTLAKE ACADEMY DRAFT BOARD OF TRUSTEES POLICY Policy No. 09-04 Date Board Adopted: Date Board Amended: N/A Effective Date: Policy Name: Parent-Student Handbook Policy Category: Parent- Student Relations and Expectations Policy Goal: Effective Communication of Parent-Student Expectations/Standards Policy Description: The purpose of this policy is to outline the Board of Trustees’ desired outcome to have a Parent-Student handbook to facilitate communication to Westlake Academy parents and students of the various aspects of the Academy’s operations, student expectations, and student standards. In that light, the Westlake Academy staff is charged with drafting, updating, and publishing, at least annually prior to the start of school, a Parent-Student Handbook (Handbook). A hard copy of the current Handbook will be given to every parent at the start of school (or upon the student’s initial enrollment if after the start of school) and it shall be also placed on the Academy’s web site. During the course of the school year, the Academy staff is responsible for identifying amendments that may need to be made to the Handbook. If any amendments are made, they shall be communicated in a timely fashion to all Academy parents and students prior to their effective date. Policies now in the Handbook related specifically to expulsion and parent grievances are reserved for Board approval and amendment. These will be placed in an appendix to the Handbook. Additionally, other future Board policies determined to be relevant information for Academy students and their parents may be included in this appendix. Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Mark Rosevear, Head of School Subject: Regular Meeting of Board of Trustees, February 9, 2009 Date: February 2, 2009 ITEM Consider a resolution authorizing the Superintendent of Westlake Academy to enter into a contract with the Region XI Education Service Center to join in a Multi Regional Purchasing Cooperative (MRPC). BACKGROUND During the previous five years, Westlake Academy has been part of the MRPC which allows the school to purchase supplies at discounted price. This contract has been self- renewing in the past but a change in the contract this year has made it necessary for the Region XI Education Service Center, acting as Administrator of the MRPC, to seek renewed Board approval from all participating entities. FUNDING The cost of the contract for Westlake Academy to participate in the catalog program is $100. This represents an increase from $50, which has been the cost for the previous five years. The savings that Westlake Academy receives by participating in this Cooperative far exceeds the $100 participation fee. RECOMMENDATION Staff recommends approval. ATTACHMENTS: Resolution 09-05 Exhibit A to Resolution 09-05: Full contract agreement and explanation of program from ESC XI WESTLAKE ACADEMY RESOLUTION NO. 09-05 AUTHORIZING THE SUPERINTENDENT OF THE ACADEMY TO ENTER INTO A CONTRACT WITH THE REGION XI EDUCATION SERVICE CENTER TO PARTICIPATE IN THE MULIT REGIONAL PURCHASING COOP WHEREAS, Regions 9, 11, 14 & 15 have established a cooperative purchasing program, Multi Regional Purchasing Cooperative (“MRPC”); and WHEREAS, The parties wish to enter into an agreement to provide school districts with greater efficiency and economy in acquiring goods and services; and WHEREAS, the Westlake Academy Board of Trustees finds that the MRPC effectively saves Westlake Academy money on purchasing supplies for the school; and WHEREAS, the Board of Trustees finds that the passage of this Resolution authorizes Westlake Academy to join the Multi Regional Purchasing Cooperative; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1. That the Board of Trustees of Westlake Academy hereby grants approval for the Superintendent of Westlake Academy to enter into a contract with the Region XI Education Service Center for participation in the Multi-Regional Purchasing Cooperative attached as Exhibit A to the resolution. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 9th DAY OF FEBRUARY 2009. _________________________________________ Laura Wheat, President ATTEST: _________________________________ _________________________________________ Kim Sutter, Secretary Mark Rosevear, Superintendent APPROVED AS TO FORM: _________________________________ L. Stanton Lowry, Town Attorney Multi Regional Purchasing Cooperative Education Service Center Region XI Inter-local Agreement With WESTLAKE ACADEMY This Interlocal Agreement (“Agreement”) is made by and between EDUCATION SERVICE CENTER REGION XI (“Regional ESC”) and WESTLAKE ACADEMY (“Member School”), (collectively referred to as the “Parties” or individually as the “Party”) acting herein by and through their respectively authorized officers or employees. PREMISES WHEREAS, Chapter 791 of the Texas Government Code authorizes local governments to contract with each other to provide governmental functions and services; and WHEREAS, Texas Education Code § 8.002(a) directs regional education service centers to provide services to assist school districts in improving student performance and increasing the efficiency and effectiveness of school operations; and WHEREAS, Regions 9, 11, 14 & 15 have established a cooperative purchasing program, Multi Regional Purchasing Cooperative (“MRPC”); and WHEREAS, The Parties wish to enter into this Agreement to provide school districts with greater efficiency and economy in acquiring goods and services; and WHEREAS, the governing bodies of the Parties, individually and together, do hereby adopt and find the foregoing promises as findings of said governing bodies; and NOW THEREFORE, premises considered, and in consideration of and conditioned upon the mutual covenants and agreements herein, the Parties hereto mutually agree as follows: AGREEMENT I. TERM OF AGREEMENT A. Term This Agreement is effective as of January 1, 2009 and shall be renewed annually unless either party gives sixty (60) days prior written notice of non-renewal. B. Termination 1. A Party may terminate this Agreement at any time (except during the period of bid publication, bid award, and order processing in the case of the combined purchasing portion of this contract) by giving the other Party sixty (60) days written notice. 2. In the event of a breach of this Agreement, a Party may terminate this Agreement at any time after providing the breaching party with written notice of the breach and a thirty (30) day opportunity to cure the breach. II. PURPOSE The purpose of this Agreement shall be to obtain substantial savings for participating education service centers and their member schools through volume purchasing. The MRPC’s objective shall be to provide participating education service centers and their member schools opportunities for greater efficiency and economy in acquiring goods and services through the use of three (3) purchasing components, including 1) a combined purchasing component for school supplies and materials to be purchased prior to the start of a new school year, 2) a catalog purchasing component for the purchase of school supplies and materials throughout the school year, and 3) a technology catalog purchasing component for the purchase of technology related equipment, including but not limited to hardware and software products and services, throughout the school year. Specifically, the MRPC will: 1. Implement purchasing procedures to insure the most competitive contracts; 2. Provide competitive price solicitation and bulk purchasing for multiple schools that yield economic benefits unobtainable by individual entities; 3. Provide quick and efficient delivery of goods and services by contracting with “high performance” vendors; 4. Equalize purchasing power for smaller entities that are not able to command the best contract for themselves; 5. Maintain credibility and confidence in business procedures by maintaining open competition for purchases and by complying with purchasing laws and ethical business practices; and 6. Assist entities in maintaining the essential controls for budget and accounting purposes. III. DUTIES AND RESPONSIBILITIES A. Region XI Duties and Responsibilities 1. Provide administrative support for the program. 2. The Regional ESC serves on the MRPC Governing Board which is the decision making body for the MRPC. 3. Provide contact information for assistance in accessing the MRPC services. 4. Provide staff time necessary for efficient operation of the program. 5. Monitor/audit transactions to ensure vendor compliance with scope of contracts; 6. Be responsible for procurement activities, including identifying customer needs through an annual “Needs List”, tabulating quantities needed, issuing bids, RFPs, RFQs or other appropriate procurement method approved by Texas law, and selecting vendors. Activities will occur during the following timeline: October Regional ESC sends out Needs List and Agreement form to member schools November Member Schools return Needs List and signed Agreement form to Regional ESC March Purchase orders (1 copy) and total sheets sent to member schools April Purchase orders and total sheets returned from member schools May Purchase orders sent to vendors from Regional ESC 7. Provide member schools with procedures for ordering, delivery and billing. 8. Bill each school for the goods and services delivered through the MRPC to member schools. 9. The Regional ESC will act as a mediator between the member schools and vendors but does not assume responsibility or legal liability for product warranties, product qualities, failure to deliver by vendors, or failure of payment to vendors by member schools. B. Member School Responsibilities 1. Commit to participate in the program by securing Board approval. Following approval, the Superintendent will sign in the appropriate space below. Please return three (3) copies of the Interlocal Agreement with original signatures to your Regional Education Service Center. 2. Designate a contact person for the cooperative. 3. Complete a “Needs List” within the stated timeline; the list includes anticipated quantities for purchase. 4. Prepare purchase orders issued to the appropriate vendor from the official award list provided by the MRPC. Complete the purchase order(s) within the stated timeline and follow the rule of 10% (the purchases will be no less than 10% of the stated quantity provided by the school in the “Needs List”, nor will the purchase be more than 10% of the stated quantity). 5. Return purchase orders to the center for collective forwarding to the vendors. 6. Accept shipments of products ordered from vendors in accordance with standard purchasing procedures. 7. Issue payment to vendors and Regional ESC for goods and services as outlined in III. C. Payment 8. Secure the Conflict of Interest Questionnaire (CIQ) from Vendors as needed. C. Payment The member school has fiscal responsibilities to both the selected vendors to whom they issue purchase orders and the Regional ESC. 1. Vendors – The member school will issue payment to all selected vendors upon/after receipt of merchandise but in no case later than August 31st of each school fiscal year for the received merchandise. 2. Regional ESC – The member school will issue payment to the Regional ESC in the amount of three (3) percent of the total items purchased through the combined purchasing component. If a district is only participating in the catalog purchasing component and/or the technology catalog purchasing component, the fee will be $100.00 per catalog component. D. Annual Review The Regional ESC will annually appoint an Advisory Committee from the MRPC membership in its region which will meet at least once annually to evaluate the performance of the MRPC, including the products and the vendors. If the performance fails to meet the stated expectations of the Advisory Committee, the Parties will make a good faith effort to reach a mutually agreeable solution. In the event that the parties cannot reach a mutually agreeable solution they may terminate this Agreement as provided in Section I. B. above. IV. MISCELLANEOUS PROVISIONS A. Liability No Party assumes the liability for the systems under control of the other Party or for the actions of the employees of the other Party. B. Immunity as a Defense No party to this Agreement has agreed to waive any defense, right, immunity, or other protection under law, including any statutory provision, by entering into this Agreement. C. Notices Notices under this Agreement shall be in writing and delivered to the other Party at the following respective addresses: REGION XI: Education Service Center Region XI 3001 North Freeway Fort Worth, Texas 76106-6596 Attn: Loretta Streif MEMBER SCHOOL: _WESTLAKE ACADEMY_____________________ Address _2600 OTTINGER ROAD____ ___________________ _WESTLAKE, TEXAS 76262_____________________ Attn: _____________________________________ D. Relationship The relationship between the Parties is that of Independent Contractors. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between ESC Region XI and the member school, or any employee or agent of the ESC. This Agreement shall not be interpreted or construed as creating or establishing the relationship of employer and employee between the member school and any employee or agent of the Regional ESC. This Agreement does not create a joint venture, business partnership or Agency relationship between the Parties. Neither Party has the authority to bind the other in any manner. E. Assignment No party shall assign or otherwise transfer its interest in this Agreement without the express written permission of the other Party. F. Severability If any portion of this Agreement shall be declared illegal or held unenforceable for any reason, the remaining portions shall continue in full force and effect and this Agreement shall be liberally construed to carry out the intent of the Parties. G. Agreement This Agreement represents the entire Agreement between the parties and may not be modified, terminated or discharged except in writing and signed by all Parties. H. Warranty By the execution and delivery of this Agreement, the undersigned individuals warrant that they have been duly authorized by all requisite administrative action to enter into and perform the terms of this Agreement. This Agreement has been executed in multiple originals, each having equal force and effect, on behalf of the parties as following: MEMBER SCHOOL: __WESTLAKE ACADEMY ___________ _220-810-001___ School Name County/Dist # ____________________________________ _________________ Mr. Mark Rosevear, Superintendent Signature (blue ink) Board Approval Date ____________________________________ Date of Signature EDUCATION SERVICE CENTER REGION XI 220-950 _____________________________________ _________________ Richard Ownby, Executive Director Signature Board Approval Date _____________________________________ Date of Signature REGION 9 EDUCATION SERVICE CENTER 243-950 _____________________________________ _________________ Anne C. Poplin, Executive Director Signature Board Approval Date _____________________________________ Date of Signature 11-08 Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Regular Meeting of February 9, 2009 Date: February 2, 2009 ITEM Consider a resolution to adopt a policy regarding the responsibility for personnel decisions. BACKGROUND The Senior Management Team of Westlake Academy is proposing that the Board of Trustees adopt a policy that specifically delineates and places responsibility for personnel decisions at the Academy for all Academy employees with the Chief Executive Officer (CEO) or his designate, except the Superintendent/Head of School. It should be noted that this policy memorializes what has been the actual operational practice at the Academy since its inception seven years ago. TEA administrative regulations governing Texas Charter Schools allow the Board to delegate this function to their CEO. The policy itself is Exhibit A to the resolution that, if approved, adopts the policy for placement in the Board’s Policy Manual that staff is beginning to compile. FUNDING This action has no impact on the budget. RECOMMENDATION Staff recommends adoption of the resolution approving this Board policy as presented. ATTACHMENTS: Resolution 09-06 Exhibit A to Resolution 09-06: Responsibility for Personnel Decisions Policy No. 09-06 WESTLAKE ACADEMY RESOLUTION NO. 09-06 ADOPTING A POLICY REGARDING THE RESPONSIBILITY FOR PERSONNEL DECISIONS WHEREAS, the Westlake Academy Board of Trustees has considered the proposed policy regarding responsibility for personnel decisions; and WHEREAS, the Westlake Academy Board of Trustees finds that this policy will facilitate effective and efficient recruitment, employee accountability, and staff retention by specifically delineating this responsibility; and WHEREAS, this policy memorializes what has been the practice and procedure at Westlake Academy since its inception; and WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this Resolution is in the best interests of the Academy; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1. That the Board of Trustees of Westlake Academy hereby adopts the proposed policy related to responsibility for personnel decisions, attached as Exhibit A to this resolution. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 9TH DAY OF FEBRUARY, 2009. ___________________________________ Laura Wheat, President ATTEST: ______________________________ ___________________________________ Kim Sutter, Secretary Thomas E. Brymer, Chief Executive Officer APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, School Attorney 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09-06 : Date Board Adopted: Date Board Amended: N/A Effective Date: Policy Name: Responsibility for Personnel Decisions Policy Category: Faculty Attraction and Retention Policy Goal: Efficient and Effective Recruitment/Accountability/Retention of Staff Policy Description: Administrative regulations governing Texas Charter Schools allow the Board of Trustees to delegate to its Chief Executive Officer (CEO) responsibility for personnel decisions. As such, it is the purpose of this Board policy to delegate this function to the CEO as follows: a.) The CEO or his/her designate is delegated all authority to offer employment, terminate employment, evaluate, promote, demote, appoint, and employ all Westlake Academy employees, except the Superintendent/Head of School. b.) The CEO or his/her designate shall define the qualifications, duties and responsibilities of all Academy positions and shall ensure that job descriptions are current and accessible to all employees and supervisors. Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Regular Meeting of February 9, 2009 Date: February 2, 2009 ITEM Consider a resolution to adopt a policy establishing Board of Trustee parameters for school sanctioned trips. BACKGROUND The Senior Management Team of Westlake Academy is proposing that the Board of Trustees adopt a policy that establishes Board parameters for Westlake Academy student trips. Specifically this policy endorses the use of such trips to pursue, promote, and enhance IB learning goals for Academy students as well as sets out the parameters by which these trips will be conducted. This includes a reference in this Board policy to detailed requirements established in the Parent-Teacher Handbook. A copy of the latest version of these detailed requirements that will be placed in the next edition of the Handbook is attached below to this agenda memo. The policy itself is Exhibit A to the resolution that, if approved, adopts the policy for placement in the Board’s Policy Manual that staff is beginning to compile. FUNDING This action has no impact on the budget. RECOMMENDATION Staff recommends adoption of the resolution approving this Board policy as presented. ATTACHMENTS: Resolution 09-07 Exhibit A to Resolution 09-07: Board Parameters for School Sanctioned Trips Policy 09-07 Reference: Detailed requirements addition for next edition of Parent-Student Handbook WESTLAKE ACADEMY RESOLUTION NO. 09-07 ADOPTING A POLICY ESTABLISHING BOARD PARAMETERS FOR SCHOOL SANCTIONED TRIPS WHEREAS, the Westlake Academy Board of Trustees has considered the proposed policy establishing Board parameters for school sanctioned trips; and WHEREAS, the Westlake Academy Board of Trustees finds that this policy will enhance student achievement through the use of school sanctioned trips as teaching tools to enhance and advance IB learning goals for Academy students; and WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this Resolution is in the best interests of the Academy; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1. That the Board of Trustees of Westlake Academy hereby adopts the proposed policy establishing Board parameters for school sanctioned trips attached as Exhibit A to this resolution. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 9TH DAY OF FEBRUARY, 2009. ___________________________________ Laura Wheat, President ATTEST: ______________________________ ___________________________________ Kim Sutter, Secretary Tom Brymer, Chief Executive Officer APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, School Attorney 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09-07: Date Board Adopted: Date Board Amended: Effective Date: Policy Name: Board Parameters for School Sanctioned Trips Policy Category: Student Achievement Policy Goal: Students Who Become Well Balanced, Life Long Learners Policy Description: The Board of Trustees supports Academy sanctioned trips as a means to pursue, promote, and enhance IB learning goals for Academy students as set out in the IB Learner Profile. As such, all school sanctioned trips should fit and promote this IB Learner Profile, the IB curriculum, as well as be of direct educational value for the student participants of these trips. To that end, student trips should be planned to coordinate as much as practical with the Academy’s school calendar. A school planned trip that occurs during the time the Academy is in session should also adequately address the academic needs of the students that cannot attend the trip. All trips must be planned in accordance with requirements established in the Parent-Student Handbook or other administrative procedures and requirements approved and set out by the Head of School. TRIPS In an effort to provide the safest possible environment for the students of Westlake Academy, this policy for student trips will be enforced on any and all trips that require students to be away from the property located at 2600 Ottinger Road, Westlake, Texas, 76262. Any trip taken away from the school is a privilege, not a right, and as such, students are required to represent our school in a responsible manner. This privilege could be revoked as a disciplinary measure if deemed necessary by the school administration. School trips fall into two categories, FIELD and RESIDENTIAL. A field trip is defined as being a day trip, residential one where the students stay overnight. However, there are some points pertinent to both: Pre-trip: 1. The school administration must approve all trip destinations and itineraries before any deposits are made. 2. Parents must agree to and sign all relevant trip forms before their child is officially registered to attend. 3. A representative from the school (teacher, administrator, coach etc.) must lead the group to represent the school and to be responsible for the appropriateness of all decisions concerning the students while away from Westlake Academy. 4. Teacher/student ratio for trips will be a minimum of 1 per 10 for Primary and 1 per 10 for Secondary. During the trip: 1. All rules for conduct and student dress held within the Westlake Academy Parent/Student Handbook must be adhered to on any school-sponsored trip. 2. Any television or movie watched in transit must be rated PG or less for secondary students and G or less for Primary students. 3. Student use of alcohol, non-prescription drugs and tobacco is strictly prohibited and will be handled as outlined in the appropriate section of this handbook. 4. No public displays of affection i.e. holding hands, kissing, hugging, etc. will be permitted. 5. If parents are going to be required to transport any child from Westlake Academy, a school administrator or teacher must grant approval. Upon parental agreement to transport Westlake Academy students, that parent is required to abide by all rules stated herein. 6. If a parent accompanying the trip has their own vehicle, they will be permitted to drive only children that have been approved by the school’s representative. 7. Written permission must be obtained from the parent if a non-custodial person wishes to take another child in their vehicle. 8. Westlake Academy students must ride in the transportation provided by the school unless prior written permission has been given to the school administration outlining the details of alternate transportation. In cases where alternative transport arrangements have been made, parents must pay the full field trip fee. 9. Any Westlake Academy students transported by a commercial bus/plane will abide by the following: A Westlake Academy recognized representative (school administrator, teacher, and/or coach) has the right, at their discretion, to separate boys from girls by placing one group in the front of the transportation vehicle and one group in the back. This rule is a requirement, not an exception, and involves all overnight accommodation or places where students will be sleeping. 10. No student’s desires or behavior will be allowed to, in any way, harm the group as a whole. The school representative has the right to warn or reprimand if the undesired behavior continues or warrants immediate attention. FIELD TRIPS 1. Cell phones are not allowed on field trips and will be handled as is stated in the Personal Property sections of this handbook. RESIDENTIAL TRIPS Pre-trip: 1. All residential trips are dependent on numbers of students wishing to go on these trips. If numbers fall to a level where the Head of School or Head of section thinks the trip is economically or otherwise unviable, the trip could be cancelled. This would be communicated to parents at the earliest opportunity to try to avoid cancellation. 2. Prior to residential trips, students must sign an “expected behavior” form. They will then be held accountable for their behavior on the trip at the risk of being sent home at their parents’ expense if they ignore the expectations. 3. Students with a previous record of misbehavior in school or on either field or residential trips could be barred form joining the trip. 4. If fundraising undertaken for a school trip falls short of the projected costs, then parents are still ultimately responsible for all remaining expenses or trip may be cancelled of postponed. If trip is cancelled or postponed, all monies collected will be returned to parents with the exception of non-refundable fees. 5. All fundraising ideas related to school trips must be approved by the school administration and monies raised are used solely for the purpose of defraying the expense of the trip for the students. 6. However, fundraising will not be handled by representatives of the school, but by an organizing parental committee for each trip. The school is not responsible for the distribution or organizing of fund raising information. 7. The cost of teachers’ tickets and accommodation will be borne by the traveling students, not the school. A lot of times this will be included in the discounts given by travel companies. Depending on numbers, it might be necessary to re-bill parents accordingly if numbers traveling fluctuate. 8. Parents should not attend unless there are exceptional circumstances, approved by either the Head of School or Head of Section. During the trip: 1. For overnight trips, one chaperone will be required to stay in or in close vicinity to every student room as directed by school administrator. Women must stay with girls and men must stay with boys. The chaperone in charge will determine a designated “lights out” time. After that time, no one is to leave the room. 2. Boys in girl’s rooms and girls in boy’s rooms will not be tolerated and could result in a student/students being sent home immediately. Siblings must also adhere to this rule. 3. Students may bring cell phones on residential trips to be used only during approved times as determined by the trip leader. 4. Any television or movie watched in transit or in the room must be rated PG or less for secondary students and G or less for Primary students. Chaperones: 1. All chaperones must be approved by the school and must follow all written and implied rules of conduct that are expected of an adult accompanying a Westlake Academy student group and sign a Chaperone Form. 2. Chaperones will be fully responsible for their own personal expenses. 3. Chaperone use of alcohol, non-prescription drugs and tobacco is strictly prohibited and will be handled as outlined in the appropriate section of this handbook. 4. Chaperone drivers must provide a copy of their current, legal driver’s licenses and insurance each time they drive. 5. Chaperone drivers are not permitted to make stops that are not planned by trip leader except in emergency situations. 6. Chaperones have the right to confiscate any materials (including but not limited to CDs, magazines, books, tee shirts, etc.) students bring on the trip that they deem inappropriate for a school group. 7. No chaperone’s desires or behavior will be allowed to, in any way, harm the group as a whole. The school representative has the right to warn, reprimand, or act in accordance with the above stated penalties if the undesired behavior continues or warrants immediate attention.    9. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board  meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting.   The Board member making the request will contact the CEO with the requested item and the  CEO will list it on the agenda.  At the meeting, the requesting Board member will explain the  item, the need for Board discussion of the item, the item’s relationship to the Board’s strategic  priorities, and the amount of estimated staff time necessary to prepare for Board discussion.  If  the requesting Board member receives a second, the CEO will place the item on the Board  agenda calendar allowing for adequate time for staff preparation on the agenda item.    - None.   Westlake  Academy  Item # 9 – Future  Agenda Items  Trustees Planning Calendar  Items not scheduled for a specific meeting are listed here (require discussion): Date Contact Description Format  5/12/08 T. Brymer School Exit Interviews Workshop  11/10/08 T. Brymer SAT Readiness / College Plan Report Workshop  2/2/09 M. Rosevear Presentation of IB Programmes Wkshp or Mtg    Feb. 9, 2009, Meeting (submittal deadline Jan. 29)–6:00 p.m. Date Contact Description Format  1/5/09 T. Brymer Policy regarding hiring decisions Meeting  1/12/09 T. Brymer Policy regarding the writing, amending, and distribution of  the Parent/Student Handbook (tabled on 1/12/09)  Meeting  1/30/09 M. Rosevear Interlocal Agreement with Service Center –purchasing Meeting  11/11/08 M. Rosevear Policy on Residential Trip Policy including fundraising Meeting       Mar. 9, 2009, Meeting (submittal deadline Feb. 26) –6:00 p.m. Date Contact Description Format  1/30/09 M. Rosevear    Shared service agreement‐Regional Day School for Deaf Meeting  2/2/09 Brymer/Rosevear Academy Strategic Planning Wkshp or Mtg    Apr. 13, 2009, Meeting (submittal deadline Mar. 26)–6:00 p.m. Date Contact Description Format         January 2009 1 February 2009 2 March 2009 3 S M T W Th F Sa S M T W Th F Sa S M T W Th F S a 1 2 3 1 2 3 4 5 6 7 1 2 3 4 5 6 7 4 5 6 7 8 9 10 8 9 10 11 12 13 14 8 9 10 11 12 13 14 11 12 13 14 15 16 17 15 16 17 18 19 20 21 15 16 17 18 19 20 21 18 19 20 21 22 23 24 22 23 24 25 26 27 28 22 23 24 25 26 27 28 25 26 27 28 29 30 31 29 30 31   Trustee and Aldermen Meeting   Aldermen Meeting    Holiday    10. BOARD CALENDAR. - 2009 Gallery Night, An Evening at the Louvre O February 20, 2009; 7:00 – 11:00 pm at the Marriott Solana Hotel - TEA Charter School Orientation Session I o February 23-25, 2009; Austin - 12th Annual Charter School Conference o April 13-15, 2009; San Antonio Marriott Rivercenter Hotel - TEA Charter School Orientation Session II o May 4-6, 2009; Austin Westlake  Academy  Item # 10 –   Board Calendar  Westlake  Academy   Item # 11 –  Adjournment  Back up material has not  been provided for this item.