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09-21-09 BOT Agenda PacketThe Regular Meeting of the Board of Trustees will begin immediately following the conclusion of the Board of Trustees Workshop but not prior to the posted start time. Page 1 of 4 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 MEETING AGENDA September 21, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE – 2ND COUNCIL CHAMBERS/MUNICIPAL COURT ROOM FLOOR Workshop Session 6:00 p.m. Regular Session 6:30 p.m. 1. CALL TO ORDER. 2. REVIEW OF CONSENT AGENDA ITEMS FROM SEPTEMBER 21, 2009, TRUSTEES REGULAR MEETING AGENDA. (ensuring that operationally inappropriate things are not occurring.) Is everything occurring appropriately? 3. PRESENTATION AND DISCUSSION OF DRAFT BOARD OF TRUSTEES’ POLICIES CONCERNING: HOMEWORK, GRADUATION, ASSESSMENT AND GRADE REPORTING, AND RETENTION. Page 2 of 4 (concepts and principles that underlie good governance) Board Assessment and Development 4. DISCUSSION OF THE HOUSE OF COMMONS GOALS AND OBJECTIVES. 5. 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 6. ADJOURNMENT Regular Session 1. CALL TO ORDER 2. 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. a. Presidential Service Award Recognition 3. 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. a. Review and approve minutes of the School Board of Trustees regular meeting held on August 31, 2009. Page 3 of 4 b. Review and approve minutes of the School Board of Trustees of the workshop and regular meeting held on August 3, 2009. 4. BOARD CALENDAR - Board of Trustees Meeting o October 5, 2009 - Board of Trustees Meeting o November 2, 2009 - Vaquero Baja (fundraiser for the Academy) o November 16, 2009, 3:30 p.m., Vaquero - Westlake Tree Lighting o December 3, 2009, TBD - Board of Trustees Meeting December 7, 2009 - Westlake Academy Gallery Night event o February 26, 2010 - Westlake Academy Graduation o May 23, 2010 5. 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. 6. ADJOURNMENT Page 4 of 4 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. I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on Thursday, September 17, 2009, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. CERTIFICATION _____________________________________ Kelly Edwards, 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. 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. a. Review and approve minutes of the School Board of Trustees regular meeting held on August 31, 2009. b. Review and approve minutes of the School Board of Trustees of the workshop and regular meeting held on August 3, 2009. Westlake Academy Item # 2 – Review of Consent Agenda Items 1 Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Workshop Meeting of September 21, 2009 Date: September 16, 2009 ITEM Presentation and Discussion of Draft Board of Trustees’ Policies Concerning: Homework, Graduation, Assessment and Grade Reporting, and Retention 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 citizens. WESTLAKE ACADEMY VALUES Academic Achievement PYP, MYP, DP (IB Continuum) Caring Environment Fiscal Stewardship Communication/Transparency Engaged Stakeholders Maximizing Each Child’s Potential BACKGROUND (including policy implications and options): Staff is presenting for Board discussion and feedback policies for the Board’s Policy Handbook concerning the following topics: a.) Homework b.) Graduation c.) Assessment and Grade Reporting d.) Retention Staff will be reviewing these draft policies with the Board to determine if the Board feels these policies are acceptable and meet the governance needs of Westlake Academy. FUNDING: N/A at this time RECOMMENDATION: Review the draft policies and provide Staff feedback and direction on the content of these draft policies, as well as whether the Board wishes to consider them for adoption at a future meeting. ATTACHMENTS: Draft policies on: a.) Homework, b.) Graduation, c.) Assessment and Grade Reporting, d.) Retention, as well as e.) Graduation requirements. 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- : Date Board Adopted: Date Board Amended: N/A Effective Date : Policy Name : Homework Policy Policy Category : Student Achievement Policy Goal : Creation of an effective and supportive learning environment Policy Description : Westlake Academy is a school with a desired outcome of high academic achievement for each student. In support of this outcome, homework is considered as an integral component of a student’s school career and serves the vital purpose of assisting the student in their pursuit of knowledge. Homework is viewed as: • An avenue to increase and enhance student learning • Providing additional drill, practice and study • A support vehicle for teaching and developing personal responsibility • Informing parents of the subject matter and classroom lessons of their child Staff will develop uniform homework requirement guidelines for all grades and place the information in the Parent/Student Handbook and on the Academy’s web site on an annual basis. Allowances and contingency plans will be developed for excused absences along with consequences for unexcused absences and the submittal of late assignments. In addition, schedules for student/teacher tutorials will be included in the homework requirement guidelines. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued) : Parents are encouraged to assist the Academy’s instruction program by providing the student with the necessary tools and time to complete the homework requirements. Failure to adhere to the homework requirements will subject the student to the possibility of receiving poor/failing grades on assignments. Continued abuse of the homework requirement guidelines will subject the student to the progressive disciplinary policy of the Academy. 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- : Date Board Adopted: Date Board Amended: N/A Effective Date : Policy Name : Assessment and Grade Reporting Policy Policy Category : Student Achievement Policy Goal : Definition and transparency in the Academy assessment and grading policy Policy Description : In consideration of the need to establish comprehensive grade reporting and assessment policies for the student body of Westlake Academy, the following numerical grades will be utilized by the Staff to indicate academic performance on report cards. A = 100 - 90 points B = 89 - 80 points C = 79 - 70 points F = 69 points and below I = Incomplete for extenuating circumstances (to be determined by the Head(s) of Section) Staff will administer a variety of assessments to measure student knowledge and progress throughout the year. The frequency and type of assessment utilized will be program specific, - i.e. Primary, Middle or Diploma Program. In the Secondary School (Middle Years and Diploma Program), a student shall not be required to complete more than two major assessments on the same day. In addition, SENIORS in the Diploma Program sitting for the IB exams, may be eligible for final exam exemption based on absence criteria 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued) : Report Cards - Westlake Academy will send home four (4) report cards and two (2) interval progress reports each year. The report cards will be sent home at the end of each quarter. The interval progress reports will be issued within the quarter grading period. Parent Teacher Meetings – Staff will conduct two (2) parent/teacher conferences per year − one (1) each semester. This will allow parents to meet with teachers to briefly discuss their child’s progress. Additional concerns will be addressed at individually scheduled conferences available at any time during the school year. Letter Grades for Citizenship - Staff will assign a letter grade for student citizenship using the following criteria: E = Excellent Observes the rules all of the time S = Satisfactory Observes the rules most of the time N = Needs Improvement Observes rules infrequently/inconsistently U = Unsatisfactory Almost never observes the rules Elements of the IB Learner Profile will be to be used to assess citizenship grades. • Practices respect • Uses self-control • Talks at appropriate times • Obeys school rules • Works well with others • Uses acceptable language • Follows Uniform Code • Follows Honor Code Guidelines consistent with these policies will be developed by Staff and published in the Parent/Student Handbook. 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- : Date Board Adopted: Date Board Amended: N/A Effective Date : Policy Name : Graduation Policy Policy Category : Student Achievement Policy Goal : Defining the commencement participation requirements; establishing Valedictorian, Salutatorian and Honor Graduate policy; Policy Description : Eligibility for Commencement – W estlake Academy seniors who have satisfied all Academy requirements for graduation are eligible for participation in the graduation ceremonies. For students who do not meet the requirements, an exception may be made in the event that a senior lacks one (1) credit towards the graduation requirements. The student must have a plan approved by the Head of Secondary to complete the credit prior to the beginning of the next school year. No other exceptions to participation in the graduation ceremony will be granted. Only students who have completed all the requirements of Westlake Academy will receive a diploma. Those requirements are as follows: • Completion of a minimum of 29 credit hours according to the Westlake Academy Program of Studies • Not assigned to a Disciplinary Alternative Education Placement (DEAP) setting during his/her senior year at the Academy or any other educational setting 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued) : IB Exams – Any registration and/or exam fees necessary for the student to take the International Baccalaureate final exams will be paid by the student. Approved Courses Included in Formal Grade Point Average (GPA) - All courses taken at the secondary level at Westlake Academy which contain specific objectives, determined by the Texas Education Agency (TEA) and are not modified in content will be included when calculating grade point average. The following general criteria govern the calculation of the grade point average: • GPA will be calculated by the Counselor and rounded up to the nearest whole number • GPA will be determined using semester grades earned in state approved courses • Grades earned in courses completed at other fully accredited school(s) and transferred to the Academy will be included in determining grade point average Course criteria must be consistent with the standards established at Westlake Academy. Correspondence courses, Credit-by-Exam, Dual Credit courses, courses modified in content, Pass/Fail courses, Local Credit courses not required for graduation, Advanced Placement Exams, International Baccalaureate Exams and grades earned in credit-bearing courses taken prior to Grade 9 will not be included in the calculation of formal GPA, but will be reflected on the student’s Academic Achievement Record/Transcript. Quality Points for IB Courses - Beginning in Grade 9, Westlake Academy will award ten (10) points to the final grade for any IB Diploma Program or Advanced Placement course. Raw grades in the course must be a passing grade of 70% or better to receive quality points. Raw semester grades are shown on a student’s report card and Academic Achievement Record (AAR)/Transcript. Indicators for quality points will be included on the Report Card and the AAR/Transcript. Quality points will be included in GPA calculation and this weighted GPA will appear on the student’s transcript. 3 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued) : Grades earned in IB/AP courses taken at other accredited districts will receive quality points if the following conditions are met: • Quality points awarded from other schools will not exceed or be less than the numerical weight of quality points awarded at Westlake Academy • The previous school provides official documentation of advanced courses Academic Recognition - Westlake Academy will encourage and recognize academic achievement through the establishment of a class Valedictorian, Salutatorian and Honor Graduates. Only grades earned at Westlake Academy and those earned at schools approved by Westlake Academy will determine the student’s academic recognition. Calculating and Reporting GPA - A counselor will determine a student’s GPA calculation at regular intervals as determined necessary by the Head of Secondary. The intervals will be communicated through the use of the Parent/Student Handbook. Rank in Class - Rank in class will only be reported for the purposes of: • Automatic admission of the top 10% of the class into a Texas public college or university • Consideration for scholarships Valedictorian and Salutatorian - Graduating seniors with the top two cumulative grade point averages (CGPA), as determined by the Head of Secondary or his/her designee, will be eligible to serve as the Valedictorian and Salutatorian, respectively. In the event of a tie for Valedictorian, the students will share the honor and no Salutatorian will be designated. All courses and corresponding numerical grades used to determine GPA must not be modified in content and must be identified by the state as regular, honors, and AP or IB courses in order to qualify for Valedictorian and Salutatorian. 4 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued) : Valedictorian and Salutatorian eligibility requires attendance at Westlake Academy for six (6) consecutive semesters preceding graduation. Further, a student who is in violation of the Academy codes and requirements, Town code, or State codes, may be deemed ineligible by the Chief Executive Officer or his/her designee to represent Westlake Academy as the Valedictorian or Salutatorian. Honor Graduates - A graduating senior’s weighted cumulative grade point average (CGPA) rounded to 90% or above will be determined to be an Honor Graduate and will be duly recognized at commencement. All courses and corresponding numerical grades earned to determine GPA must not be modified in content and must be identified by the state as regular, honors, and AP or IB courses in order to qualify for Honor Graduate status. The Head of Secondary and his/her designee are granted the authority to include students whose CGPA is 90% or above at the end of the final semester. Operational guidelines consistent with the above policy directives will be detailed and published by Academy Staff in the Parent/Student Handbook on an annual basis. DRAFT WESTLAKE ACADEMY GRADUATION REQUIREMENTS 2009-2010 Applies to all incoming 9th graders. Westlake Academy provides an IB curriculum that exceeds the graduation requirements for the State of Texas. In order to graduate from Westlake Academy, students must complete 29 credits in the following areas. Area of Study Number of Credits Classes English 4 English I, Grade 9 English II, Grade 10 English (HL), Grades 11,12 Mathematics 5 Algebra I, Grade 8 Geometry, Grade 9 Algebra II, Grade 10 Choice: IB Math Studies, Grades 11, 12 IB Math SL, Grades 11, 12 Science 5 Biology, Grade 9 Chemistry, Grade 10 Physics, Grade 11 IB Biology (HL), 11, 12 Social Studies 5 World Geography (Humanities), Grade 9 AP World History, Grade 10 IB History of the Americas/World Topics, Grades 11, 12 Economics, Grade 10 or 11 Government, 11 Foreign Language 5 Spanish I, Grade 8 Spanish II, Grade 9 Spanish III, Grade 10 IB Spanish (SL), Grades 11, 12 Health/Speech 1 Health/Speech, Grade 9 Physical Education 1.5 PE, Grade 9 (two semesters) PE, Grade 10 (one semester) Technology 2 Graphics, 9 Webmastering, 10 Fine Arts 1 Choice: Drama and Art, Grades 9-12 Theory of Knowledge 2 TOK, Grade 11 TOK, Grade 12 IB Elective 1 Choice: IB Chemistry (SL), Grades 11,12 IB Art (SL), Grades 11,12 IB Economics (SL), Grade 11,12 Total Credits 29 * Special accommodations can be made for students transferring into Westlake Academy in regard to the grade level a class is taken. 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- : Date Board Adopted: Date Board Amended: N/A Effective Date : Policy Name : Retention and Transfer Course Credit Policy Policy Category : Student Achievement Policy Goal : Describe criteria/circumstances for student retention based on unsatisfactory academic achievement and develop guidelines for acceptance of transfer course credits Policy Description : In order to ensure academic achievement and the mastery of the necessary skills to advance to each subsequent grade level, the Staff of Westlake Academy will develop specific Retention Guidelines for the students, which will be published in the Parent/Student Handbook on an annual basis. Legally mandated and internally required assessments will be administered to assist the teachers in determining if a student has attained the necessary educational understanding to advance to the next grade level. The assessments may include, but are not limited to, grade/subject specific examinations, essays, homework assignments, group and individual projects, and state mandated assessment tests. Summer School/Alternative Educational Programs - Students, who do not meet the necessary requirements for advancement, must complete a comparable course in summer school or through an alternative education program. A student who fails three (3) or more core classes may not advance to the next grade level. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued): Students who do not satisfactorily complete a state required course for high school graduation must complete the course through a summer or alternative educational program approved in advance by the Head of Secondary or his/her designee prior to being considered for graduation from Westlake Academy. Students who fail a core course must retake the class during the summer session immediately following the academic year in which the class was failed. If not offered at Westlake Academy, it is the parent/guardian’s responsibility to locate a summer school or alternative educational program within their home district for remediation that is acceptable for credit and approved by the Head of Secondary or his/her designee. Westlake Academy reserves the right to accept or deny summer school credit. Prior to attending summer school or any alternative educational program, parents and students should obtain written approval from the Head of Secondary or his/her designee to ensure that the credit has been approved and is acceptable by the Academy. Evaluation of Credits for Transfer Students – The Academy accepts credits from other schools accredited by the State of Texas. Courses will be evaluated by a counselor to determine if the course meets the requirements for graduation from a Texas high school, as well as from Westlake Academy. All transfer grades earned in accredited schools will be converted to Westlake Academy grading scale and course designation consistent with the Academy’s standards. In order to receive credit for completed work, students entering Westlake Academy from a non-accredited school or from home schooling must take credit-by-exam (CBE) tests approved in advance by Westlake Academy. Students are responsible for any applicable fees associated with these tests and must achieve acceptable test scores as determined by the Head(s) of Section. Texas Assessment of Knowledge and Skills Testing and Remediation – The Board of Trustees and the Staff of Westlake Academy are committed to student success on the Texas Assessment of Knowledge and Skills (TAKS) and takes seriously its obligation to provide students the support and assistance they need to succeed. 3 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued): All students at TAKS-testing grade levels, (Grades 3-11) will be administered regular benchmark testing to ensure they are making appropriate progress through the required TAKS curriculum. Students who are not making adequate progress will receive remedial assistance. In addition, students who have failed a TAKS test in the previous year will be required to attend remedial classes/tutorials. The schedule(s) will be developed by Staff and communicated to the parent/guardian of the students needing additional assistance. Operational guidelines consistent with the above policy directives will be detailed and published as necessary by Academy Staff in the Parent/Student Handbook on an annual basis. Page 1 of 2 Memo Westlake Academy To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Workshop Meeting of September 21, 2009 Date: September 16, 2009 ITEM Presentation and Discussion Regarding the Westlake Academy’s House of Commons’ 09-10 Goals/Program of Work 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 citizens. WESTLAKE ACADEMY MISSION/ VISION STATEMENT Academic Achievement WESTLAKE ACADEMY VALUES PYP, MYP, DP (IB Continuum) Caring Environment Fiscal Stewardship Communication/Transparency Engaged Stakeholders Maximizing Each Child’s Potential BACKGROUND (including policy implications and options): Last year an advisory board policy was adopted regarding the Town Council’s/Board of Trustees advisory boards, committees, and Academy affiliates. That policy states in part: III. POLICY PARAMETERS . To achieve this policy’s purpose and goals, the following parameters are put in place: A. Annual Meeting with Board. All TC/BOT advisory boards, committees, commissions, and affiliate organizations shall meet at least annually with the TC/BOT to: 1.) Report on progress to date in implementing that group’s program of work for the current fiscal year 2.) Review a proposed program of work for the coming fiscal year as well as submit any budget requests and requested staff resources for this proposed program of work. Said program of work will be discussed within the context of the organization’s program of work carrying out the TC’s/BOA’s strategic plan for both the Town and Westlake Academy. All funding requests should be submitted not later than the July 1st 3.) Review fund raising activities underway or planned to support the current or proposed plan of work. prior to the upcoming fiscal year. Requests received after that time will not be considered until the following fiscal year. Page 2 of 2 4.) The chair of each advisory board, committee, and/or affiliate organization shall schedule this annual meeting (or more frequent if needed) through the Town Secretary’s office. The TC/BOT may choose to hold these meetings one or two times per year. 5.) All affiliates of Westlake Academy, prior to meeting with the TC/BOT, will meet with the Head of School to make sure they their proposed efforts are coordinated through the Head of School and his/her designates. The current President of the House of Commons, Charlotte Ryan, will be present at the Board’s workshop to review and discuss the HOC”s 09-10 goals and objectives with the Board. FUNDING : N/A at this time RECOMMENDATION : Hear report on the HOC’s goals/objectives for 09-10, provide feedback, discussion, and input from the Board regarding those goals and objectives. ATTACHMENTS : 1.) HOC 09-10 Goals and Objectives Westlake Academy House of Commons 2009 -2010 Goal Statement The By-laws of the Westlake Academy House of Commons state the primary purpose of the organization to be: 7.01 In addition to the purpose of building, serving and supporting the Westlake Academy Community, House of Commons has, as its purpose, the fostering of a first-class education for all of the students of Westlake Academy, and all purposes are in furtherance of this underlying goal. • Back 2 School Night 8/20/09 (DeeAnn Jeppesen and Welcome) The HOC will sponsor 4 major functions this year: • Career Day (12/--/09) (Education) • Monster Mash 10/24/09 (Social) • Bandana Bonanza 5/8/10 (Social) The HOC is committing its resources to the following endeavors this year: 1. Analyzing and consolidating the current (and available, but not yet utilized) fundraising opportunities. We will seek to discern the viability of each activity and delegate the appropriate resources to each specific fundraiser. The HOC will revamp the many small fundraising activities that are ongoing at the Academy under one committee (Vice Speaker). • These include: Box tops, Labels for Education, Capri Sun packaging, printer cartridge recycling, various cash-back cards from local retailers, and other methods as well. • HOC is revitalizing the non-defunct Scrips program this year. (DeeAnn Jeppesen has volunteered to chair this initiative.) “Scrips” is the gift card purchase fundraiser where an organization purchases gift cards at a discount, then resells the card at market rate. The organization gets between 1% and 15% on each card, depending on the retailer. With organization and advertising, this is a proven fundraising mechanism that has the potential to double the HOC annual income. 2. Continuing to bring the Westlake Community together with social events. • The HOC will bring a new program to WA called DOGS (Dads of Great Students) in an effort to bring more fathers into volunteering at the Academy. A portion of this program will include an online software system (security system) that will allow visitors to the school to “swipe” identification into a computer terminal, clear a check of online felon database, and print out a name tag for the visitor. • HOC will introduce activities for WA students which are scheduled on the “half-day” of school, such as an afternoon movie at Harkins for WA, discounted entry fee to Main Event, etc. • HOC will introduce social activities for WA parents, such as a 10% discount at local restaurants for WA parents on certain days of the month. The goal is bringing community to parents. 3. Communicate, communicate, and communicate!! The HOC will have a newsletter/communication system to families. (Communication) • HOC will compile and distribute the school directory. • HOC maintains the WA “Parent Portal”, an internet tool where students and parents can log onto a secure site for school information. • Currently, we are researching a new e-newsletter and the capabilities of the new WA software. • HOC maintains a website that will offer pertinent information for WA community. The website will be analyzed further this year to determine if additional types of information can posted on this site and how to link items to this site. • HOC will maintain the two (2) outdoor bulletin boards located at the PYP and MYP entrances. Additionally, HOC will maintain the two (2) new monument signs at the MYP circle and the entrance to the Lee Building. (Look for advertising to “sell” bulletin board space to wish happy birthday to WA folks!) Proposed Additional Events The proposed “ : Fall Fling” and “Spring Clean” are events that would be school-wide and community-wide events where a general clean-up of the campus would be undertaken. All WA families, committees and others would be invited to participate in whatever manner they can—Garden Club may plant and weed the gardens, others may ‘deep clean’ the dining hall and classrooms, clean and organize the teacher’s lounge. (HOC is seeking a person who would like to chair this initiative.) It is anticipated that the HOC will seek out opportunities to assist in the furnishing and equipping of the new Arts and Science Building during the year and will actively work along with the Westlake Academy Foundation to coordinate efforts to that end. Initiatives could include separate fund raising events (not previously laid out in this document) and/or the designation of certain funds raised during the year for this purpose. P.R.O.U.D. – HOC has been invited to partner with WA to support and assist implementation of a new IB learner trait program being introduced to the community. Run the Ranch – Discussion is ongoing with the Athletic Department, WAAC, and individuals in the community to bring back this fun run and 5k race, possibly in the spring. 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 # 5 – Future Agenda Items Westlake Academy Item # 6 – Adjournment Back up material has not been provided for this item. Presidential Service Award Recognition 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. 1 Memo Westlake Academy To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Workshop Meeting of September 21, 2009 Date: September 16, 2009 Presentation and recognition of Westlake Academy Presidential Service Award recipients ITEM 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 citizens. WESTLAKE ACADEMY MISSION/ VISION STATEMENT  Academic Achievement WESTLAKE ACADEMY VALUES  PYP, MYP, DP (IB Continuum)  Caring Environment  Fiscal Stewardship  Communication/Transparency  Engaged Stakeholders  Maximizing Each Child’s Potential BACKGROUND (including policy implications and options): The President’s Council on Service and Civic Participation (the Council) was established in 2003 to recognize the valuable contributions volunteers are making in our communities and encourage more people to serve. The Council created the President’s Volunteer Service Award program as a way to thank and honor Americans who, by their demonstrated commitment and example, inspire others to engage in volunteer service. The President’s Volunteer Service Award recognizes individuals, families, and groups that have achieved a certain standard – measured by the number of hours of service over a 12-month period or cumulative hours earned over the course of a lifetime. To date, the President’s Council has partnered with more than 80 Leadership Organizations and more than 28,000 Certifying Organizations to bestow more than 1.5 million awards to the Nation's deserving volunteers. The Board of Trustees would like to congratulate and recognize five (5) of our Grade 10 Westlake Academy students for earning the President’s Volunteer Service Award in the following categories, as certified through their Senior Girl Scout Troop 4025: Peyton Roennau, 58 hours = Under 15, BRONZE Ciara McMurry, 60.5 hours = Under 15, BRONZE Amy Turner, 70 hours = Under 15, BRONZE Courtney Cundall, 176.5 hours = Young Adult, SILVER Elissa Dunlap, 189 hours, = Young Adult, SILVER 2 FUNDING : N/A RECOMMENDATION : Mayor to recognize recipients on behalf of the Board of Trustees during Citizens Presentations. ATTACHMENTS : None 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. a. Review and approve minutes of the School Board of Trustees regular meeting held on August 31, 2009. b. Review and approve minutes of the School Board of Trustees of the workshop and regular meeting held on August 3, 2009. Westlake Academy Item # 3 – Review of Consent Agenda Items MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING August 31, 2009 PRESENT: President Laura Wheat and Trustees, Larry Corson, Rick Rennhack, Carol Langdon and Rebecca Rollins. ABSENT: Trustees Tim Brittan. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Legal Counsel Stan Lowry, Secretary Kelly Edwards, Finance Director Debbie Piper, Assistant to the Town Manager Ginger Awtry, Facilities and Recreation Director Troy Meyer, Head of Secondary Mark Garcia, Head of Primary Jamie Schmitz, Administrative Coordinator Darcy McFarlane, Director of Human Resources and Administrative Services Todd Wood, Municipal Court Administrator Amanda DeGan, and Management Intern Ben Nibarger. 1. CALL TO ORDER. President Wheat called the meeting to order at 6:32 p.m. 2. CITIZENS' PRESENTATIONS. Lizanne Cundall stated that her Girl Scout Co-Leader emailed the Town Secretary and Mayor requesting the five (5) girls in their troop be recognized for their Presidential Awards received for their community service. There was no response from either party emailed. They were told to forward the request to the school. The City of Southlake did accept the request in a timely manner and recognized all 14 girls in the troop that received this honor. The IBO program emphasizes Community Action Service and she feel they should be recognized by the Board. She feels disappointed that the Board did not take the opportunity to recognize the students, school and community. Westlake Academy Board of Trustees Page 2 of 4 Regular Meeting Minutes August 31, 2009 3. CONSENT AGENDA. Mayor Wheat introduced the item and asked for a motion. a. Review and approve minutes of the School Board of Trustees workshop meeting held on August 10, 2009. MOTION: Trustee Corson made a motion to approve the consent agenda as presented. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. 4. CONSIDER A RESOLUTION AUTHORIZING THE CEO OF WESTLAKE ACADEMY TO ENTER INTO A CONTRACT WITH THE EDUCATION SERVICE CENTER, REGION XI FOR SERVICES RELATED TO WESTLAKE ACADEMY. CEO Brymer provided the Board an overview of the Service Center Contract. Trustee Langdon asked if that was the system used for payroll. Finance Director Piper responded yes. Trustee Langdon asked if $100 for 2 users is correct for the amount Finance Director Piper responded yes. MOTION: Trustee Rennhack made a motion to approve the Resolution No. 09-16 authorizing the CEO of Westlake Academy to enter into a contract with the Education Service Center Region XI for services related to Westlake Academy. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. 5. CONSIDER A RESOLUTION APPROVING THE ESTIMATED YEAR-END BUDGET FOR WESTLAKE ACADEMY FOR THE FISCAL YEAR ENDING AUGUST 31, 2009 AND ADOPTING THE PROPOSED BUDGET FOR THE FISCAL YEAR ENDING AUGUST 31, 2010. CEO Brymer budget was presented on August 3rd and held a public hearing. His presentation reviewed the systemic framework, and Theme “Pursuing Excellence, Facing Challenges”. Trustee Rollins asked for the numbers of enrollment? Westlake Academy Board of Trustees Page 3 of 4 Regular Meeting Minutes August 31, 2009 Administrative Coordinator McFarlane stated there were 471 students currently enrolled with one new resident and 4 potential students in soon. Trustees asked several additional questions regarding the FFE, Furniture and Fixtures fund, and requested a quarterly review enrollment census. Management Intern Nibarger provided memo and discussed questions asked during the August 3, 2009, meeting regarding the Academy’s performance compared to adjacent independent school districts (ISDs) and charter schools. He clarified the reason for the increase of expenditures was due to the use of federal started up funds for Fiscal Years 2003 through 2005. Trustee Rollins asked the difference of the cost to educate elementary and upper grades. Ben and Darcy are working on the breakdown. CEO Brymer explained that staff is working on the breakdown of those numbers and the direction for the next year’s budget is to break the budget down by PYP, MYP, and DP. MOTION: Trustee RR made a motion to approve Resolution No. 09-17, adopting the estimated Year-end budget for Westlake Academy for the Fiscal year ending August 31, 2009 and adopting the proposed budget for the Fiscal year ending August 31, 2010. Trustee CL seconded the motion. The motion carried by a vote of 4-0. 6. BOARD CALENDAR. - Board of Trustees Meeting o October 5, 2009 - Board of Trustees Meeting o November 2, 2009 - Vaquero Baja (fundraiser for the Academy) o November 16, 2009, 3:30 p.m., Vaquero - Board of Trustees Meeting December 7, 2009 - Westlake Academy Gallery Night event o February 26, 2010 - Westlake Academy Graduation o May 23, 2010 Westlake Academy Board of Trustees Page 4 of 4 Regular Meeting Minutes August 31, 2009 7. 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 8. 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 4-0 President Wheat adjourned the meeting at 7:18 p.m. APPROVED BY THE BOARD OF TRUSTEES ON SEPTEMBER 21, 2009. ______________________________ Laura Wheat, President ATTEST: __________________________________ Kelly Edwards, Board Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING August 3, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Rick Rennhack, and Rebecca Rollins. ABSENT: Trustees Carol Langdon and Larry Corson. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Legal Counsel Janet Bubert, Secretary Kim Sutter, Finance Director Debbie Piper, Assistant to the Town Manager Ginger Awtry, Facilities and Recreation Director Troy Meyer, Head of Secondary Mark Garcia, Head of Primary Jamie Schmitz, Administrative Coordinator Darcy McFarlane, Director of Human Resources and Administrative Services Todd Wood, Municipal Court Administrator Amanda DeGan, and Management Intern Ben Nibarger. 1. CALL TO ORDER. President Wheat called the meeting to order at 7:37 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. CONSENT AGENDA. Mayor Wheat introduced the item and asked for a motion. a. Review and approve minutes of the School Board of Trustees workshop and regular meeting held on June 1, 2009. Westlake Academy Board of Trustees Page 2 of 4 Regular Meeting Minutes August 3, 2009 b. Review and approve minutes of the School Board of Trustees Governance Retreat held on July 2, 2009. c. Review and approve minutes of the School Board of Trustees special meeting held on July 14, 2009. d. Resolution No. 09-11 - Consider a Resolution approving amendments to the Board of Trustees Westlake Academy Proof of Residency Policy No. 09-09 related to residential leases, e. Resolution No. 09-12 - Consider a Resolution approving an amendment to the Board of Trustees Westlake Academy Admissions Policy related to length of service of faculty. f. Resolution No. 09-13 - Consider a Resolution approving changes to the Westlake Academy Personnel Manual. MOTION: Trustee Rollins made a motion to approve the consent agenda as presented. Trustee Brittan seconded the motion. The motion carried by a vote of 3-0. 5. CONDUCT A PUBLIC HEARING REGARDING THE FY 09-10 PROPOSED ACADEMIC SERVICES BUDGET FOR WESTLAKE ACADEMY. CEO Brymer stated that the FY09-10 budget includes projected revenues of $4,156,170, and projected expenditures of $4,056,468. President Wheat expressed appreciation to Finance Director Piper and Administrative Coordinator McFarlane for their efforts in preparing the budget document. President Wheat opened the public hearing. There being no on requesting to speak, President Wheat closed the public hearing. 6. CONSIDER A RESOLUTION ADOPTING ADDITIONAL TRUSTEES POLICIES FOR WESTLAKE ACADEMY COVERING THE FOLLOWING TOPICS: President Wheat introduced the item and announced that the Board reviewed and discussed the policies during the August 3, 2009, workshop. a. Truancy b. Access to Student Records c. Discrimination Policy d. Student Drivers on Campus e. Closed Campus Status Westlake Academy Board of Trustees Page 3 of 4 Regular Meeting Minutes August 3, 2009 f. Questions and Complaints g. Disposal of Surplus Property h. Attendance Requirements and Expectations i. Distribution of Prescription and Over-the-counter Medications j. Uniforms k. Code of Conduct l. Discipline m. Bullying n. Drugs and Alcohol Policy There being no further questions, President Wheat asked for a motion. MOTION: Trustee Rennhack made a motion to approve Resolution No. 09-14, adopting additional Trustees policies for Westlake Academy. Trustee Brittan seconded the motion. The motion carried by a vote of 3-0. 7. FUTURE AGENDA ITEMS. There were no items submitted for consideration. 8. BOARD CALENDAR. President Wheat reviewed the Board calendar. - Back to School Night o Thursday, August 20, 4-6 p.m. - First day of School o August 24, 2009 - Sam and Margaret Lee Arts & Sciences Center dedication o Friday, August 28, 2009, 8 a.m. - Vaquero Baja (fundraiser for the Academy) o September 14, 2009, 3:30 p.m., Vaquero - Westlake Academy Gallery Night event o February 26, 2010 - Westlake Academy Graduation o May 23, 2010 CEO Brymer announced that the Board of Trustees will host a faculty appreciation breakfast and convocation on August 21, 2009, at the Academy campus. 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. Westlake Academy Board of Trustees Page 4 of 4 Regular Meeting Minutes August 3, 2009 President Wheat adjourned the meeting at 7:44 p.m. APPROVED BY THE BOARD OF TRUSTEES ON SEPTEMBER 21, 2009. _________________________________________ Laura Wheat, President ATTEST: _____________________________ Kelly Edwards, TRMC, Town Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP August 3, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Rick Rennhack, and Rebecca Rollins. ABSENT: Trustees Carol Langdon and Larry Corson. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Legal Counsel Janet Bubert, Secretary Kim Sutter, Finance Director Debbie Piper, Assistant to the Town Manager Ginger Awtry, Facilities and Recreation Director Troy Meyer, Head of Secondary Mark Garcia, Head of Primary Jamie Schmitz, Administrative Coordinator Darcy MacFarlane, Director of Human Resources and Administrative Services Todd Wood, Municipal Court Administrator Amanda DeGan, and Management Intern Ben Nibarger. 1. CALL TO ORDER. President Wheat called the workshop to order at 3:26 p.m. 2. REVIEW OF CONSENT AGENDA ITEMS FROM AUGUST 3, 2009, TRUSTEES REGULAR MEETING AGENDA. President Wheat introduced the item and opened the floor for questions related to the consent agenda items from the August 3 2009, regular meeting agenda. There were no questions regarding the consent agenda items. 3. PRESENTATION AND DISCUSSION OF THE FY 09 -10 PROPOSED ACADEMIC SERVICES BUDGET FOR WESTLAKE ACADEMY. Town Manager Brymer addressed the Board regarding the item. Mr. Brymer advised the Board that staff is working toward moving toward a program based budget format. Westlake Academy Board of Trustees Page 2 of 5 Workshop Meeting Minutes August 3, 2009 CEO Brymer reviewed the budget transmittal letter and presented the proposed FY 2009-2010 budget to the Board. Mr. Brymer reviewed the challenges and opportunities for the upcoming year as he sees them, estimated revenues, expenditures, and other uses. Mr. Brymer added that the projected ending fund balance is projected to be $519,308/45 operating days. Mr. Brymer advised that student enrollment for the 2009-2010 school year is 473 compared to 417 for school year 2008-2009. Mr. Brymer added that the projected enrollment is based on class sizes of 1 to 18 and 1 to 19. CEO Brymer advised the Board that answers to questions that cannot be addressed during the workshop will be recorded and distributed to the Board as soon as possible. Discussion ensued regarding the average cost per student to offer the IB Curriculum, the current organizational structure, IB test registration fees, cost per student with debt service, and IB training for staff. President Wheat asked if the cost per student includes debt service payments. Management Intern Ben Nibarger responded that the cost per student for Charter schools that he has researched does include debt service payments. President Wheat recommended that the annual debt service payment be included in the cost per student. CEO Brymer reviewed the service level adjustments (SLA’s), which includes additional personnel, training, and new operating costs associated with the Arts and Sciences Center. Trustee Rennhack requested a report outlining Town employee cost/time allocations attributed to the school. It was the consensus of the Board to permit staff to advertise for one additional IT position. Trustee Rennhack requested budget numbers for the Westlake Academy Athletic Club and the Westlake Academy House of Commons be included in the budget in the future. CEO Brymer advised the Board that a special meeting will be held to adopt the FY 2009/2010 Academic Services budget. 4. PRESENTATION AND DISCUSSION REGARDING THE RESULTS OF WESTLAKE ACADEMY PARENT SURVEY. Ms. Karen Falk, representing ETC, Inc. reviewed the results of the Westlake Academy parent survey conducted by ETC, Inc. in May 2009. Westlake Academy Board of Trustees Page 3 of 5 Workshop Meeting Minutes August 3, 2009 In summary, Ms. Falk provided the following findings: - Overall, Westlake Academy is doing a very good job of providing a quality learning facility. o Areas of Greatest Satisfaction  IB Curriculum  The maintenance of the campus  The suitability of the facility for learning  Opportunities for parental involvement o Areas of Least Satisfaction  The school lunch program  The extracurricular programs  College preparation process o Areas of Greatest Importance to the Parents, based on the importance Satisfaction Analysis:  Teachers and faculty  College preparation process  Academic progress of their child Ms. Falk addressed questions from the Board regarding the results of the survey. 5. REVIEW AND DISCUSS BOARD OF TRUSTEE POLICIES AND THE PARENT/STUDENT HANDBOOK FOR 2009 – 2010 ACADEMIC YEAR. Town Manager Brymer introduced the item to the Board. Municipal Court Administrator DeGan reviewed the proposed Board of Trustees policies, and addressed questions from the Board regarding the policies. The following proposed policies were presented and reviewed by the Board:  Truancy  Access to Student Records  Discrimination Policy  Student Drivers on Campus  Closed Campus Status  Questions and Complaints  Attendance Requirements and Expectations  Distribution of Prescription and Over-the-counter Medications  Uniforms  Code of Conduct  Discipline  Bullying  Drugs and Alcohol Policy Discussion ensued regarding truancy / attendance, and discipline. Westlake Academy Board of Trustees Page 4 of 5 Workshop Meeting Minutes August 3, 2009 Municipal Court Administrator DeGan advised the Board that the proposed discipline policy is a starting point and a more progression discipline policy is needed. Director of Human Resources and Administrative Services Wood addressed the Board regarding the Disposal of Surplus Property policy. CEO Brymer advised the Board that an item has been included on the August 3, 2009, regular meeting agenda for consideration and approval of the proposed policies. 6. DISCUSSION AND PRESENTATION OF POSSIBLE CHARTER REVISION / UPDATE PROCESS FOR WESTLAKE ACADEMY. CEO Brymer introduced the item. Trustee Brittan suggested the formation of a committee to the review and recommend amendments to the Charter document. President Wheat stated that a Charter review is imperative to bring the Charter up to date and accurately reflect the practices in place today. Legal Counsel Bubert stated that she spoke with the TEA regarding their preferences for Charter amendments. Ms. Bubert advised that the TEA does not have a preference with regard to submitting Charter amendments or submitting a new Charter document. She added that the TEA is more concerned with substantive and non-substantive changes. Discussion ensued with regard as to how to proceed with regard to amendment/resubmitting the Charter to the Texas Education Agency (TEA). CEO Brymer recommended the Board consider the passage of a resolution appointing and establishing the size and composition for a Charter Review Committee. Mr. Brymer added that the Committee should be provided specific areas of the Charter for consideration of revisions. President Wheat directed Legal Counsel Bubert to review the section regarding advisory board representation to the Board. 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 7:16 p.m. Westlake Academy Board of Trustees Page 5 of 5 Workshop Meeting Minutes August 3, 2009 APPROVED BY THE BOARD OF TRUSTEES ON SEPTEMBER 21, 2009. _________________________________________ Laura Wheat, President ATTEST: ___________________________________ Kim Sutter, TRMC, Town Secretary BOARD CALENDAR - Board of Trustees Meeting o October 5, 2009 - Board of Trustees Meeting o November 2, 2009 - Vaquero Baja (fundraiser for the Academy) o November 16, 2009, 3:30 p.m., Vaquero - Westlake Tree Lighting o December 3, 2009, TBD - Board of Trustees Meeting December 7, 2009 - Westlake Academy Gallery Night event o February 26, 2010 - Westlake Academy Graduation o May 23, 2010 Westlake Academy Item #4 - Board Calendar 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 # 5 – Future Agenda Items Westlake Academy Item # 6 – Adjournment Back up material has not been provided for this item.