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08-03-09 Trustees Reg Mtg packetThe Regular Meeting of the Westlake Academy Board of Trustees will begin immediately following the conclusion of the 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 AUGUST 3, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE – 2ND FLOOR COUNCIL CHAMBERS/MUNICIPAL COURT ROOM 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 August 3, 2009 a. Review and approve minutes of the School Board of Trustees workshop and regular meeting held on June 1, 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. Consider a Resolution approving amendments to the Board of Trustees Westlake Academy Proof of Residency Policy No. 09-09 related to residential leases, e. Consider a Resolution approving an amendment to the Board of Trustees Westlake Academy Admissions Policy related to length of service of faculty. f. Consider a Resolution approving changes to the Westlake Academy Personnel Manual. 5. CONDUCT A PUBLIC HEARING REGARDING THE FY 09-10 PROPOSED ACADEMIC SERVICES BUDGET FOR WESTLAKE ACADEMY. 6. CONSIDER A RESOLUTION ADOPTING ADDITIONAL TRUSTEES POLICIES FOR WESTLAKE ACADEMY COVERING THE FOLLOWING TOPICS: a. Truancy j. Uniforms b. Access to Student Records k. Code of Conduct c. Discrimination Policy l. Discipline d. Student Drivers on Campus m. Bullying e. Closed Campus Status n. Drugs and Alcohol Policy f. Questions and Complaints g. Disposal of Surplus Property h. Attendance Requirements and Expectations i. Distribution of Prescription and Over-the-counter Medications 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. Westlake Academy Board of Trustees Page 3 of 3 Regular Meeting Agenda August 3, 2009 8. BOARD CALENDAR. - Back to School Night o Thurs., 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 9. ADJOURNMENT. 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, July 31, 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.      Town of  Westlake   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 WORKSHOP June 1, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson (arrived at 6:43 p.m.), Carol Langdon, Rick Rennhack, and Rebecca Rollins (arrived at 4:52 p.m.) ABSENT: None. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, Town Attorney Michael Kallas, Legal Counsel Janet Bupert, Secretary Kim Sutter, Finance Director Debbie Piper, and Administrative Coordinator Darcy MacFarlane. 1. CALL TO ORDER. President Wheat called the workshop to order at 4:38 p.m. 2. REVIEW OF CONSENT AGENDA ITEMS FROM JUNE 1, 2009, TRUSTEES REGULAR MEETING AGENDA. The consent agenda was not reviewed during the workshop. 3. DISCUSSION OF WESTLAKE ACADEMY FINE ARTS PROGRAMS/CURRICULUM. HOS Rosevear advised the Board that 55 responses were received to the survey regarding the fine arts program at the Academy. Mr. Rosevear advised that he met with Ms. D’Ann Sullivan, Activities Coordinator, to consider plans for the upcoming school year. Discussion ensued regarding the decision to discontinue the strings program and the Head of Schools decision to place the program on hold for the upcoming school year. The Board expressed concern with discontinuing the program, and suggested more analysis be performed with regard to the program. Westlake Academy Board of Trustees Page 2 of 5 Workshop Meeting Minutes June 1, 2009 Discussion ensued with regard to the benefits of the strings program and what it has meant and means to Westlake Academy, specifically in regards to the strategic plan of the school and the academic development of students, the cost of the program, frequency of lessons, venue for demonstrating learned abilities, the importance of Board input into the decision of the future of the program, and modifications to the program. Trustee Brittan asked why strings were chosen as opposed to percussion, wind, or piano. President Wheat and Trustee Langdon stated that they felt it was easier to transport a string instrument to school. President Wheat advised that, from a fundraising perspective, the strings program stands out from other programs. HOS Rosevear advised the Board, that preliminary budget preparation does not include the funding for the strings program and, if the Board elects to continue the program, alternate funding sources will need to be considered. CEO Brymer advised, based on the desired direction of the Board, staff will review the budgetary options, and as the Board moves forward developing the strategic plan for the school, the broader issue of the arts program can be addressed. President Wheat stated that she feels the strings program is inherently fundable, and the Foundation would welcome the opportuntiy to raise funds for a specific program. It was the consensus of the Board to have the strings program continue in some form or fashion next year as part of the school day. CEO Brymer stated that staff will continue to work on the budget in July and will include the Board’s directive. 4. DISCUSSION OF WESTLAKE ACADEMY CURRENT AND FUTURE ATHLETIC PROGRAMS. CEO Brymer advised that this item was added to the agenda based on questions from the Board. Trustee Rennhack asked what is the strategic plan for athletics at the Academy and how does it roll into the curriculum. Trustee Rollins stated that some parents came to the school because the school did not include a full athletic program and all students would have an opportunity to particpate; however, there is a group of parents that would like more athletic offerings and a group that wants the emphasis placed on academics. Discussion ensued regarding the strategic goal of the sports program, the need to strike a balance between academics and athletics, the need to evaluate sports offerings and Westlake Academy Board of Trustees Page 3 of 5 Workshop Meeting Minutes June 1, 2009 identify potential areas of success, available resources, and the possibility of intramural sports programs. President Wheat stated that the issues with the sports programs are not resource driven, but more of a management issue. It was the consensus of the Board that the sports program has not been effectively managed in the past. President Wheat recessed the workshop at 6:02 p.m. to convene the regular meeting of the Board of Trustees. President Wheat reconvened the workshop at 7:23 p.m. 5. HEAR AND DISCUSS THE FIVE-YEAR FINANCIAL PROJECTION. CEO Brymer asked the Board to review the financial forecast documents, and advised the Board that the forecast does not include Town funding. Trustee Brittan inquired about salary trends for teachers. HOS Rosevear responded that staff is working on an assumption of a 4% increase in teacher salaries. CEO Brymer added that Westlake teacher salaries track with neighboring school districts. 6. DISCUSSION AND CONSIDERATION CONCERNING PRESENTATIONS OBSERVED AND INFORMATION OBTAINED AT THE RECENT ANNUAL CONFERENCE OF THE TEXAS CHARTER SCHOOLS ASSOCIATION (TCSA) AND HOW THAT INFORMATION APPLIES TO WESTLAKE ACADEMY AS WELL AS THE BOARD OF TRUSTEES’ GOVERNANCE ROLE OF WESTLAKE ACADEMY. No discussion on this item. 7. DISCUSSION AND PRESENTATION OF POSSIBLE CHARTER REVISIONS/UPDATES FOR WESTLAKE ACADEMY, SPECIFICALLY REGARDING THE LOTTERY EXEMPTION CATEGORIES OF CHILDREN OF CURRENT WESTLAKE ACADEMY FACULTY AND CHILDREN OF CURRENT EMPLOYEES OF THE TOWN OF WESTLAKE. CEO Brymer addressed the Board regarding the item, and advised the Board that this item has been placed on the agenda for additional discussion. One issue is to address faculty members who have terminated employment and have children who gained admittance to the school based on employment. Westlake Academy Board of Trustees Page 4 of 5 Workshop Meeting Minutes June 1, 2009 Discussion ensued regarding adding a years of service parameter to the policy to permit Westlake Academy faculty members whose children have entered the school based on employment, remain at the school after the parent has terminated employment as long as the faculty member has met the years of service parameter as established by the Board. Concerning the intent to return for students who gained admissions to the Academy based on employment, the consensus of the Board is to set the years of service at three (3) years. Mayor Wheat suggested a task force be considered to review and evaluate the Charter and make recommendations for revisions. Legal Counsel Janet Bupert advised that she would speak with the TEA regarding their viewpoint of an amended and restated Charter document. 8. DISCUSSION OF PARENT INVOLVEMENT AT WESTLAKE ACADEMY, INCLUDING THE CAMPUS LEADERSHIP TEAM. No discussion on this item. 9. FUTURE AGENDA ITEMS. There were no items submitted for consideration. 10. EXECUTIVE SESSION. President Wheat recessed the workshop meeting at 8:10 p.m. to discuss the following item in executive session: The Board will conduct a closed session under Texas Government Code Section 551.074(a)(1) of the Texas Government Code to deliberate the evaluation and duties of public officers: Head of School. President Wheat convened the executive session at 8:30 p.m. The executive session adjourned at 10:58 p.m. 11. RECONVENE MEETING President Wheat reconvened the workshop at 10:59 p.m. 12. ADJOURNMENT. There being no further business before the Board, President Wheat adjourned the workshop at 10:59 p.m. Westlake Academy Board of Trustees Page 5 of 5 Workshop Meeting Minutes June 1, 2009 APPROVED BY THE BOARD OF TRUSTEES ON AUGUST 3, 2009. _________________________________________ Laura Wheat, President ATTEST: ___________________________________ Kim Sutter, TRMC, Town Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING June 1, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson (arrived at 6:43 p.m.), Carol Langdon, Rick Rennhack, and Rebecca Rollins. ABSENT: None. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, Town Attorney Michael Kallas, Secretary Kim Sutter, Finance Director Debbie Piper, Administrative Coordinator Darcy MacFarlane, and Assistant to the Town Manager Ginger Awtry. 1. CALL TO ORDER. President Wheat called the meeting to order at 6:02 p.m. 2. PLEDGE OF ALLEGIANCE. President Wheat led the pledge of allegiance to the United States and Texas flags. 3. HEAR PRESENTATION BY WESTLAKE ACADEMY STUDENTS REGARDING PYP EXHIBITION PROJECT RELATED TO GREENSBURG, KANSAS. The following G6 students addressed the Board regarding their PYP exhibition project: Tristan Maynard Annie Rennhack Don Dunlap Juan Rubayo William Jackson Tristan explained how the PYP exhibition project was chosen and expressed appreciation to CEO Brymer for his assistance in making his trip to Greensburg, Kansas Westlake Academy Board of Trustees Page 2 of 5 Regular Meeting Minutes June 1, 2009 an infomational one. Tristan went on to explain that the F-5 tornado hit Greensburg, Kansas on May 4, 2007, and destroyed 95% of the Town. The students presented a PowerPoint presentation, and advised that the presentation and the project were designed to be presented to students in grade 3 through 5. 4. CITIZENS' PRESENTATIONS. Ms. Margaret Ledak, 1220 Mt. Gilead, Keller, and Mr. Tyler Springer, 1505 Cedar Court, Southlake, representing the Student Council as Co-Presidents, addressed the Board regarding the 2008-2009 Student Council and expressed their appreciation to the school administration for their support during the year. 5. CONSENT AGENDA. CEO Brymer advised the Board that item “b” would be removed from the consent agenda until the Board has time to discuss this item in greater detail. (see June 1, 2009, Trustee workshop minutes for more information) President Wheat introduced the consent agenda and asked for a motion. a. Review and approve minutes of the School Board of Trustees workshop and regular meeting held on May 4, 2009. MOTION: Trustee Rollins made a motion to approve the minutes of the May 4, 2009, minutes as presented. Trustee Brittan seconded the motion. The motion carried by a vote of 5-0. b. Consider an amendment to Resolution 09-10 approving additional language to Westlake Academy’s Admissions Policy, adopting these admissions requirements as a Board policy, and authorizing staff to submit these documents to the Texas Education Agency (TEA) for approval. No action was taken on this item pending further review and discussion. 6. HEAR AND DISCUSS HEAD OF SCHOOL UPDATE: a. Staffing update HOS Rosevear advised the Board of the following staff updates: PYP Coordinator Mrs. Teri Watson Secondary Counselor Mrs. Sonya Barron Secondary Maths Mrs. Saki Milton Primary class teacher Mr. Jim McMahon Stipend positions: Athletic Director Ms. Jacette Aquiar Activities Coordinator Mrs. D’Ann Sullivan Westlake Academy Board of Trustees Page 3 of 5 Regular Meeting Minutes June 1, 2009 b. TAKS Update HOS Rosevear provided the Board a handout that showed a comparison by grade level for school years 2007-08 and 2008-09. Mr. Rosevear advised the Board that the TAKS Coordinator has not yet completed a student comparison of the school years. Trustee Rollins stated that she is most interested in the trending of the student results. HOS Rosevear responded that a trend analysis will be performed when all scores are made available. Trustee Brittan asked if there is any means to get a comparative analysis with other schools. HOS Rosevear responded that a comparitive analysis could be provided in mid to late July after the final scores are available. c. Commendation Ceremony HOS Rosevear advised the Board that the commendation ceremony is scheduled for Wednesday, June 3 at 10:30 a.m., and the event will include hot dogs and refreshments. HOS Rosevear expressed appreciation to Trustee Langdon for organizing the event and extended an invitation to the Board members to attend. d. Student Census HOS Rosevear presented a handout to the Board, which illustrated the composition of the student body by public school district (Keller, Northwest, and Carroll) as well as the number of Westlake Academy students’ siblings on the waiting list and the percentage of school and town employee children who attend the Academy. The chart illustrated that Westlake resident students comprise 31% of the student body. President Wheat asked that another column be added to the report that would identify the number of current students who entered the Academy as a sibling of a current student. e. Presentation of yearbooks Patrick Watson (G10), Editor and Chief, Isabelle Stack (G6) and Lauren Valentine (G6) presented yearbooks to the Trustees and the CEO. HOS Rosevear expressed his appreciation to Ms. Trunage and Mrs. Darcy MacFarlane for their assistance with the project, and advised that a supplement, Westlake Academy Board of Trustees Page 4 of 5 Regular Meeting Minutes June 1, 2009 covering activities that took place later in the year, will be distributed in August. 7. FUTURE AGENDA ITEMS. There were no items submitted for consideration. 8. BOARD CALENDAR. President Wheat reviewed the Board calendar. - Last day of school o June 3, 2009 - Westlake Academy Gallery Night event o February 26, 2010 - Westlake Academy Graduation o May 23, 2010 Administrative Coordinator MacFarlane reminded the Board of the upcoming Board training session scheduled for June 10, 2009, 5:30 p.m. CEO Brymer stated that he is working to set up a date to have Dr. Brian Carpenter present a governance session to the Board, and asked for available dates from the Board. 9. EXECUTIVE SESSION. President Wheat stated that the Board would not meet in executive session during the regular meeting. 10. RECONVENE MEETING No action. 11. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY. No action. 12. ADJOURNMENT. There being no further business before the Board, President Wheat asked for a motion to adjourn. MOTION: Trustee Rennhack made a motion to adjourn the meeting. Trustee Rollins seconded the motion. The motion carried by a vote of 5-0. President Wheat adjourned the meeting at 7:23 p.m. Westlake Academy Board of Trustees Page 5 of 5 Regular Meeting Minutes June 1, 2009 APPROVED BY THE BOARD OF TRUSTEES ON AUGUST 3, 2009. _________________________________________ Laura Wheat, President ATTEST: _____________________________ Kim Sutter, TRMC, Town Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES GOVERNANCE RETREAT July 2, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson, Carol Langdon, Rick Rennhack, and Rebecca Rollins. ABSENT: None. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Secretary Kim Sutter, Finance Director Debbie Piper, Director of Human Resources and Administrative Services Todd Wood, Facilities and Recreation Director Troy Meyer, Court Administrator Amanda DeGan, Assistant to the Town Manager Ginger Awtry, and Westlake Academy staff: Mark Garcia, Stacy Stoyanoff, Tracy Odom, Terri Watson, Jamie Schmitz, and Administrative Coordinator Darcy McFarlane, 1. CALL TO ORDER. President Wheat called the retreat to order at 8:30 a.m. 2. UNDERSTANDING GOOD GOVERNANCE PRESENTED BY DR. BRIAN L. CARPENTER, CEO OF NATIONAL CHARTER SCHOOLS INSTITUTE. 3. GENERAL DISCUSSION OF WESTLAKE ACADEMY BOARD OF TRUSTEES GOVERNANCE, INCLUDING POLICIES, FINANCES, AND RELATED MATTERS. Dr. Carpenter presented and led a discussion regarding Charter School Governance: o The three purposes of a Board o Two easy-to-remember key words that readily distinguish whether almost any issue before the board is one of governance or management o The role of policy in good governance. o The only three ways to monitor compliance with policy o The three key aspects of fiduciary responsibility Westlake Academy Board of Trustees Page 2 of 2 Workshop Meeting Minutes July 2, 2009 o Five things research tells us about failed charter schools o How the “seniority of documents” concept applies to charters o How to use a four-sided model that enables the board to strategically establish and evaluate student outcomes o The 30/30/30 board agenda structure o The 80/20 principle as it applies to boardroom discussions o The proper use of committees o Why approving operational processes weakens the board o What it means for a board to “speak with one voice” o How the board knows that it has spoken. o The board’s role in resolving parental complaints or concerns. 4. ADJOURNMENT. There being no further business before the Board, President Wheat adjourned the retreat at 5:00 p.m. APPROVED BY THE BOARD OF TRUSTEES ON AUGUST 3, 2009. _________________________________________ Laura Wheat, President ATTEST: ________________________________ Kim Sutter, TRMC, Town Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES SPECIAL MEETING July 14, 2009 PRESENT: President Laura Wheat and Trustees Larry Corson, Carol Langdon, Rick Rennhack, and Rebecca Rollins (arrived at 8:13 a.m.) ABSENT: Trustee Tim Brittan OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Town Attorney Stan Lowry, and Secretary Kim Sutter. 1. CALL TO ORDER. President Wheat called the meeting to order at 8:08 a.m. 2. EXECUTIVE SESSION. President Wheat recessed the special meeting at 8:08 a.m. to discuss the following items in executive session: A. The Board will conduct a closed session under Texas Government Code section 551.071 to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: i. Rosevear and Simonetti B. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. Rosevear and Simonetti President Wheat convened the executive session at 8:10 p.m. The executive session adjourned at 11:17 a.m. Trustee Rollins was excused from the executive session at 10:25 a.m. Westlake Academy Board of Trustees Page 2 of 2 Special Meeting Minutes July 14, 2009 3. RECONVENE MEETING President Wheat reconvened the special meeting at 11:18 a.m. 4. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY. President Wheat announced that no action was necessary regarding the executive session items. 5. ADJOURNMENT. There being no further business before the Board, President Wheat asked for a motion to adjourn the meeting. MOTION: Trustee Rennhack made a motion to adjourn the meeting. Trustee Langdon seconded the motion. The motion carried by a vote of 3-0. President Wheat adjourned the meeting at 11:18 a.m. APPROVED BY THE BOARD OF TRUSTEES ON AUGUST 3, 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 August 3, 2009 Date: July 29, 2009 ITEM Consider a Resolution approving amendments to the Board of Trustees Westlake Academy Proof of Residency Policy No. 09-09 related to residential leases Consider a Resolution approving amendment to the Board of Trustees Westlake Academy’s Admissions Policy related to length of service of faculty. 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 Trustee workshop, additional language was also considered for this policy to establish a minimum service length for faculty members to re-enroll their children if they are no longer employed by Westlake Academy. It was the consensus of the Board to set a minimum service length of 3 years at the workshop. Action is now needed to formally approve the additional language as found in the attached Board Policy. While TEA views any change to the Admissions Policy as a substantive change and requires approval via a charter amendment request, any non-substantive change still requires notification to TEA so they can determine/approve the correct classification of the change. Upon adoption of the amendments at hand, staff will proceed with the appropriate submission to TEA for approval. FUNDING: N/A at this time RECOMMENDATION 1) Approve and amend Resolution and Policy No. 09-09, adding language to clarify the residency requirements regarding leases as shown on Exhibit A to proposed Resolution 09-11; and 2) Approve and amend Resolution and Policy No. 09-10, adding language establishing a minimum 3 year service length for the right to re-enrollment as shown on Exhibit A to proposed Resolution 09-12. ATTACHMENTS 1) Resolution 09-11 and the related Board of Trustee Policy No. 09-09 2) Resolution 09-12 and the related Board of Trustee Policy No. 09-10 WESTLAKE ACADEMY RESOLUTION NO. 09-11 AMENDING RESOLUTION 09-09 APPROVING ADDITIONAL LANGUAGE TO WESTLAKE ACADEMY’S PROOF OF RESIDENCY POLICY, AND AUTHORIZING STAFF TO SUBMIT THE NECESSARY DOCUMENTS TO THE TEXAS EDUCATION AGENCY (TEA) FOR APPROVAL. WHEREAS, the Board of Trustees desires to amend the Westlake Academy Proof of Residency Policy No. 09-09, approved and adopted on May 4, 2009, by adding additional language to help clarify the residency requirements; and WHEREAS, the Board of Trustees authorizes staff to submit the amendments as necessary to TEA, requiring submission of a charter amendment request for approval of any substantive amendments to the Admissions Policy and requiring notification for approval of any non-substantive amendments’ classification; and WHEREAS, the Board of Trustees finds that the passage of this Resolution to further clarify the existing policy by adding additional language is in the best interest 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 approves the amendment to Resolution 09-09, adding additional language as indicated in the attached Exhibit “A”, Board of Trustees Policy No. 09-09, and authorizes submission of the amended policy to TEA for approval as necessary. SECTION 2. That this Resolution shall become effective upon the date of its passage, and contingent upon approval by the TEA as necessary. PASSED AND APPROVED ON THIS 3 DAY OF AUGUST 2009. _________________________________________ Laura Wheat, President ATTEST: _________________________________ _________________________________________ Kim Sutter, Secretary Thomas Brymer, Chief Executive Officer APPROVED AS TO FORM: __________________________________ Michael Kallas, School Attorney 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- 09: Date Board Adopted: May 4, 2009 Date Board Amended: August 3, 2009 Effective Date: August 3, 2009; contingent upon approval by TEA Policy Name: Westlake Academy Proof of Residency Policy Policy Category: Admissions Policy Goal: Clear and concise communication for students and parents regarding admission requirements based upon: a.) residency status; b.) assisting in the engagement of all stakeholders by clarification of the residency status, and c.) the inclusion of a process/criteria for admittance of grandchildren of Westlake resident grandparents who submit appropriate and acceptable documentation that they are providing substantial after school care for their grandchild wishing to be admitted as a Westlake Academy student. Policy Description: If, during the enrollment period, Westlake Academy receives more applications from eligible applicants than there are spaces available in a class, then admission shall first be offered to eligible applicants residing within the geographic boundaries of the Town of Westlake. In order to receive priority admission consideration as a resident of the Town of Westlake, each applicant’s parent, legal guardian, or other person having lawful control must provide the following proof of residency with the enrollment application: Required Documentation to Establish Residency A parent, legal guardian, or other person having lawful control, must present a current utility bill or other proof of residence showing an address within the Town of Westlake boundaries and provide a photo identification card that includes the person's photograph, name, and an address that matches the utility bill or other proof of residence. An applicant relying on a residential lease to establish residency must provide a copy of a fully executed lease with a lease-term that extends the duration of the school year for which the applicant is seeking admission. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09-09 (cont’d) Policy Name: Westlake Academy Proof of Residency Policy (cont’d) Acceptable photo identification cards for proof of eligibility shall include a current and valid state-issued driver's license, a Texas identification card, a valid passport, a military or government-issued identification card, or a consular card. Westlake Academy will not accept a credit card, debit card, or any membership card for proof of eligibility, even if such card includes a photograph. Nonresident Student in Grandparent’s After-School Care: The parent and grandparent of a nonresident student requesting admission as a Town of Westlake resident due to a grandparent providing substantial after- school care for the student shall provide the required proof of residency based on the grandparent's Westlake residency and provide notarized documentation on a form provided by Westlake Academy confirming the extent of after-school care to be provided by the grandparent. The Head of School shall have authority to approve such admission applications in accordance with the following criteria: a minimum of ten (10) hours per week of documented after-school care provided by the grandparent at the grandparent's Westlake residence. Residency Review A Westlake Academy representative may make periodic visits to a home to verify that the student is actually living at the address provided on the enrollment application or is entitled to enrollment as a resident because of after-school care provided by a grandparent. A person who presents false information or false records to obtain admission to Westlake Academy commits a criminal offense and is subject to prosecution under Texas Penal Code Section 37.10. WESTLAKE ACADEMY RESOLUTION NO. 09-12 AMENDING RESOLUTION 09-10 APPROVING ADDITIONAL LANGUAGE TO WESTLAKE ACADEMY’S ADMISSIONS POLICY, AND AUTHORIZING STAFF TO SUBMIT THESE DOCUMENTS TO THE TEXAS EDUCATION AGENCY (TEA) FOR APPROVAL. WHEREAS, the Board of Trustees approved Resolution 09-10 on May 4, 2009 to amend and adopt Westlake Academy Admissions Policy No. 09-10 to include the admission of Westlake Academy Founder’s children, children of Westlake Academy Faculty, and children of Town of Westlake staff as categories that are exempt from the admissions lottery; and WHEREAS, the Board of Trustees came to a consensus at the June 1, 2009 workshop that additional language establishing a minimum service length should be added to the Westlake Academy Admissions Policy No. 09-10; and WHEREAS, the Board of Trustees authorizes staff to submit the amendments as necessary to TEA, requiring submission of a charter amendment request for approval of any substantive amendments to the Admissions Policy and requiring notification for approval of any non-substantive amendments’ classification; and WHEREAS, the Board of Trustees finds that the passage of this Resolution to add additional language is in the best interest 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 approves the amendment to Resolution 09-10, adding additional language as indicated in the attached Exhibit “A”, Board of Trustees Policy No. 09-10, and authorizes submission of the amended policy to TEA for approval as necessary SECTION 2. That this Resolution shall become effective upon the date of its passage, but contingent upon approval by the TEA as necessary. PASSED AND APPROVED ON THIS 3 DAY OF AUGUST 2009. ______________________________________ ____________________________________ Laura Wheat, President Larry Corson, Trustee ______________________________________ ____________________________________ Tim Brittan, Trustee Rebecca Rollins, Trustee _______________________________________ ____________________________________ Carol Langdon, Trustee Rick Rennhack, Trustee ATTEST: _________________________________ _________________________________________ Kim Sutter, Secretary Thomas E. Brymer, Chief Executive Officer APPROVED AS TO FORM: __________________________________ Janet Bubert, School Attorney 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- 10 Date Board Adopted: May 4, 2009 Date Board Amended: August 3, 2009 Effective Date: August 3, 2009; contingent upon approval by TEA Policy Name: Westlake Academy Admissions Policy Policy Category: Admissions Policy Goal: Communication/Transparency of student and parent requirements for admission into Westlake Academy; Engagement of stakeholders and fiscal stewardship Policy Description: Applications from new students are accepted from December 1st through January 31st. Currently enrolled students receive a Notice of Intent to Return form the first week of January. This form asks students to state whether they intend to return to Westlake Academy the following school year and to identify any siblings who wish to attend Westlake Academy the following year. This form must be returned by January 31st. Currently-enrolled students expressing a desire to return are automatically enrolled for the following school year upon timely receipt of the Notice of Intent to Return form. A currently-enrolled student who originally obtained admission as the child of a Westlake Academy faculty member beginning with the 2009-2010 school year retains the right to re-enrollment only if the student’s parent continues to serve on the Westlake Academy faculty for at least three years. Vacancies in each class are then determined. If the number of eligible applicants does not exceed the number of vacancies, then all eligible applicants who timely applied will be offered admission. If there are more eligible applicants than available spaces in a class, then admission shall first be offered to eligible applicants residing within the geographic boundaries of the Town of Westlake. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- 10 (cont’d) Policy Name: Westlake Academy Admissions Policy (cont’d) Admission for any remaining spaces shall be determined by lottery, except that siblings of returning students, the children of Founders, the children of current Westlake Academy faculty, and the children of current employees of the Town of Westlake are exempt from the lottery and will be given priority in admission. All eligible transfer applicants will be placed in the lottery. A name will be drawn for each vacancy that exists, and each applicant whose name is drawn will be offered admission. The remaining names will be drawn and placed on a waiting list for each grade level in the order they are drawn. If a vacancy arises, the individual on the waiting list with the lowest number assignment will be offered admission. Applicants are not required to provide copies of transcripts or other academic records prior to enrollment. In addition, a student will not be precluded from enrolling due to Westlake Academy Charter School’s failure to receive the information required for enrollment from the student’s parent and/or previous school. Westlake Academy Charter School does not discriminate in admissions based on gender, national origin, ethnicity, religion, disability, academic, artistic, or athletic ability or the district the child would otherwise attend. Westlake Academy will not enroll any student with documented histories of a criminal offense, juvenile court adjudication, or discipline problems under Texas Education Code Chapter 37, Subchapter A. Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Todd Wood, Director of HR and Administrative Services Subject: Regular Meeting of August 3, 2009 Date: August 3, 2009 ITEM Consider a Resolution approving changes to the Westlake Academy Personnel Manual. 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 The Westlake Academy Personnel Manual is a written compilation of the Academy’s personnel policies, procedures, and benefits. It is a comprehensive document which must be updated in response to changing laws, employment trends, as well as internal changes in structure and benefits. Attached is Exhibit “A”, which contains the proposed changes. The first policy change is a minor addition to the gifts policy, shown in blue. The second policy is the Grievances and complaints policy, which will replace the current policy in its entirety. This is the same policy adopted by the Town Council last month, adapted for the Academy. Other minor changes have been made in response to legislative changes throughout the year. These changes are from the Texas Association of School Board’s model policy handbook. FUNDING None RECOMMENDATION Staff recommends approval. ATTACHMENTS: Resolution No. 09-13 Exhibit “A” showing proposed policy changes. WESTLAKE ACADEMY RESOLUTION NO. 09-13 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY, APPROVING AMENDMENTS TO THE WESTLAKE ACADEMY PERSONNEL MANUAL. WHEREAS, Westlake Academy recognizes that ongoing updates to its personnel manual are necessary to ensure best practices; and, WHEREAS, the Westlake Academy desires is to provide employees with a personnel manual that reflects the goals and vision of the Town’s leaders; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1. That the Westlake Academy Board of Trustees does hereby approve the proposed policy amendments, attached as Exhibit “A”, and its inclusion into the Westlake Academy Personnel Manual. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 3 DAY OF AUGUST 2009. ___________________________________ ATTEST: Laura Wheat, President ___________________________ __________________________________ Kim Sutter, TRMC, Town Secretary Tom Brymer, CEO APPROVED AS TO FORM: _____________________________ L. Stanton Lowry, Town Attorney Exhibit “A” Westlake Academy Personnel Manual Updates Gifts and favors Policy Employees may not accept gifts or favors that could influence, or be construed to influence, the employee’s discharge of assigned duties. The acceptance of a gift, favor, or service by an administrator or teacher that might reasonably tend to influence the selection of textbooks may result in prosecution of a Class B misdemeanor offense. This does not include staff development, teacher training, or instructional materials, such as maps or worksheets, that convey information to students or contribute to the learning process. It is a serious violation of standards for any employee to use his or her position with the Academy to seek personal or professional advantages through the acceptance of gifts, gratuities, entertainment, or other favors. Westlake Academy employees are prohibited from accepting anything of value or benefit, including but not limited to entertainment, travel, food, and lodging, from any one person, student, parent, or entity the employee knows is interested in or likely to become interested in any contract, purchase, payment, claim, or transaction with the Academy. Gifts of nominal value may be accepted only with the approval of the CEO. This provision shall not apply to gifts or things of value or benefit to which the employee is lawfully entitled or when the individual is acting in a capacity other than as an Academy employee. This provision also does not apply to employees receiving gifts of nominal value from students which are intended to convey personal appreciation. Participation is allowed in the activities of widely attended events, such as luncheons, dinners, hospitality rooms, and similar gatherings for the discussion of matters of mutual interest to the Academy. Employees may accept expense-paid trips that are part of the normal business activities of the Academy. Trips taken by employees shall be approved in advance by the CEO. Complaints and Grievances Policy In the interest of employee efficiency and morale, Westlake Academy employees shall have the opportunity to discuss complaints and grievances with their employer after decisions are made which give rise to complaint or grievance. In order to ensure this opportunity, the following shall apply: PURPOSE - The purpose of this procedure shall be to settle matters on as low an administrative level as possible, as soon as possible after the applicable event, and to discover, whenever possible, mutually satisfactory solutions to problems which arise. COMPLAINT AND GRIEVANCE DEFINED - A "complaint" is an allegation that an employee's nonspecific employment conditions have been adversely affected. A "grievance" is an allegation that rights or benefits specifically provided by law, policy, personnel rule, or previous employer action (such as overtime pay, fringe benefit, or pay rate) has been denied or misapplied. PROBATIONARY AND TEMPORARY EMPLOYEES - Probationary and temporary employees may use this procedure, except in cases involving their performance evaluation or discharge. However, in cases where the employee considers performance evaluation or discharge to be improperly based upon the employee's age, sex, race, religion, national origin, or handicap condition, the employee shall have the right to such relief pursuant to (D) below. UNLAWFUL DISCRIMINATION COMPLAINT - Any employee who feels that he or she has been unlawfully discriminated against in matters relating to working conditions or other conditions of employment, solely because of the employee's age, sex, race, religion, national origin, or handicap condition shall have the right to file an equal employment opportunity (EEO) complaint directly with the CEO. Procedure The following procedure shall be followed in the event an employee desires to present a complaint or grievance. A. TIMELY INITIATION OF - Complaints and grievances shall be filed promptly after complained of events occur. With the exception of EEO complaints, including complaints of sexual harassment, matters under this procedure must be presented to the employee's immediate supervisor within five (5) working days from the occurrence of the challenged action, or from the time the employee first became aware (or with the exercise of reasonable diligence should have become aware) of its occurrence, in order to be considered. B. PROCEDURAL STEPS - To be considered, the procedural steps listed below must be followed after the challenged action had occurred. 1. First Step: Oral Presentation. All complaints and grievances other than EEO complaints shall be initially presented orally to the employee's immediate supervisor. (EEO complaints are to be taken directly to the CEO) In this first step, the complaint or grievance shall be thoroughly discussed by the parties in order that every effort can be made to resolve the matter to the mutual satisfaction of employee and supervisor. Should this informal first step be considered unsatisfactory, the employee shall have the right to then file a formal written complaint or grievance as set out in the second step to this procedure, in B 2 below. 2. Second Step: Written Presentation. If the oral presentation as provided for in the first step fails to resolve the matter, the employee shall have the right, within five (5) working days after the discussion with the immediate supervisor, to file a formal written complaint or grievance with the employee's supervisor or Head of Section. In presenting the written complaint or grievance the following information must be stated within reasonable clarity: • the nature of the matter • the act or acts of commission or omission out of which the dispute arose ƒ the exact date (if uncertain, the approximate date) of the act or acts of commission or omission • the identity of the employee who claims to be harmed • the identity of the party or parties alleged to have caused the problem • the remedy which is sought. Within five (5) working days of receipt of the written complaint or grievance, the supervisor or Section Head shall meet with the employee and the employee's immediate supervisor to discuss the matter. In the effort to resolve the matter, the complaint or grievance at this step shall be thoroughly discussed by all parties involved. The decision by the supervisor or Section Head, whether reached during this discussion or afterward, shall be presented in writing to the employee within five (5) working days after the meeting. (i) Complaints Only: Complaints shall not be submitted to any further appeal under this procedure beyond this step. However, the written record of each complaint submitted under this procedure shall be submitted to the CEO for review. The CEO reserves the right to consider any complaint submitted. (ii) Grievance Matters Only. Should the decision of the supervisor or Section Head be unsatisfactory to the aggrieved employee, the employee may, within five (5) working days after receipt of the decision, appeal the decision to the CEO as set out below. 3. Appeal to the CEO. Within ten (10) working days of the receipt of a request for a hearing under B 2 (ii) above, the CEO shall notify the aggrieved employee and the employee's department head as to whether or not the request shall be granted. Should the CEO decide not to hear the grievance on appeal, the decision of the supervisor or Section Head shall be final. Should the CEO agree to hear the grievance on appeal, the CEO shall schedule a meeting with all parties to discuss the grievance. The decision of the CEO, whether reached during the meeting or afterward, shall be presented in writing to each of the involved parties within ten (10) working days of the meeting. The decision of the CEO shall be final. C. COMPLAINT OR GRIEVANCE AGAINST SUPERVISORS OR SECTION HEADS - In the event that an employee's immediate supervisor is the employee's supervisor or Section Head, the written complaint or grievance as set out in B 2 above may be presented directly to the CEO. D. FAILURE TO FOLLOW PROCEDURES - Failure of an employee to follow the procedures set out above, or failure to appear at a hearing, shall result in the loss of further appeal rights by the employee. Provided, however, that the time limits as specified under these procedures may be extended by mutual agreement of the complainant/aggrieved employee and the CEO. E. WORKING DAYS DEFINED - Working days under this procedure shall be defined as the scheduled workdays of the complainant/aggrieved employee through step B 2. Working days at step B 3 shall be defined as the normal work days scheduled for the CEO. F. INAPPLICABILITY - This procedure does not apply to any position filled directly by the Board of Trustees. G. FREEDOM FROM REPRISAL - Employees wishing to file a complaint or grievance under this procedure shall be assured of freedom from restraint, interference, or reprisal from their supervisors or other employees. H. EFFECT OF PROCEDURE - The existence of and access to this procedure shall not constitute any limitation on the rights of the Westlake Academy to manage its affairs. All employees hold their positions at the will and pleasure of the Academy and such positions may be terminated or otherwise adversely affected with or without cause. I. CONSTITUTIONAL RIGHTS OF EMPLOYEES – Although the CEO is the final level of authority in the grievance process, this policy does not affect, infringe, inhibit, or deny any employee’s rights, if any, to have their complaints or concerns heard by the Board of Trustees. 1 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 August 3, 2009 Date: July 29, 2009 ITEM Conduct a Public Hearing Regarding the FY 09-10 Proposed Academic Services Budget for Westlake Academy. 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 This proposed Academic Services Budget for Westlake Academy covers direct operating expenses for academic and extra-curricular activities for the Academy for the fiscal year beginning September 1, 2009 and ending August 31, 2010. FUNDING: N/A RECOMMENDATION: Staff will review at the workshop the proposed budget with the Board, answer any questions the Board may have about it, and take any direction the Board might like to give concerning this proposed budget at this time. Since the full Board will not be present at this meeting, the staff recommends that the Board hold the public input hearing for the budget at this evening’s regular meeting, but delay consideration of the budget for adoption until the full Board can be present at a called special meeting later this month. ATTACHMENTS: The proposed budget will be sent out under separate cover, but will be placed on the Academy’s and Town’s website. Town of Westlake Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, CEO Subject: Regular Meeting of August 3, 2009 Date: July 23, 2009 ITEM Consider a Resolution adopting additional Trustees policies for Westlake Academy covering the following topics: Truancy Uniforms Access to Student Records Code of Conduct Discrimination Policy Discipline Student Drivers on Campus Bullying Closed Campus Status Drugs and Alcohol Policy Questions and Complaints Disposal of Surplus Property Attendance Requirements and Expectations Distribution of Prescription and Over-the-counter Medications 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 well balanced, responsible citizens. WESTLAKE ACADEMY VALUES WESTLAKE ACADEMY VALUES Academic Achievement PYP, MYP, DP (IB Continuum) Caring Environment Fiscal Stewardship Communication/Transparency Engaged Stakeholders Maximizing Each Child’s Potential BACKGROUND The Board has adopted a series of policies intended to direct and guide the staff in the daily operations and education of the students at the Academy. These include policies that address admissions, residency requirements, personnel, the parent/student handbook, grading systems and parameters for school sanctioned trips. There are also policies contained in the Parent/Student Handbook which need to be codified as Board policy directives in addition to publication in the handbook. Staff has moved these topics into a policy format. Many of the above topics will remain in the appendix section of the Parent/Student Handbook and/or in the body of the document for clarity and informational transparency. FUNDING Not applicable at this time. RECOMMENDATION Adoption of the Resolution of policy proposals for Westlake Academy. ATTACHMENTS: Resolution 09- 14 adopting Board policies related to the following topics: Financial Stewardship: Disposal of Surplus Property Governance: Code of Conduct Prevention of Discrimination Parent-Student Relations and Expectations: Attendance Access to Student Records Closed Campus Medications Questions and Complaints Student Drivers Truancy Student Behavior: Bullying Discipline Drug/Alcohol Use & Possession Uniform Requirements WESTLAKE ACADEMY RESOLUTION NO. 09-14 ESTABLISHING BOARD POLICIES INTENDED TO DIRECT AND GUIDE THE DAILY OPERATIONS AND EDUCATIONAL OUTCOMES OF THE STUDENTS AT WESTLAKE ACADEMY, IN COMPLIANCE WITH STATE AND FEDERAL LAWS. WHEREAS, the Board of Trustees desires to establish policies to assist the staff and students in attaining their educational goals at Westlake Academy; and WHEREAS, the Board of Trustees desires to comply with State and Federal laws and regulations as it pertains to education and school requirements; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest 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 following Board policies: Attendance Disposal of Surplus Property Access to Student Records Drug, Alcohol, Tobacco and Weapons Bullying Medications Closed Campus Prevention of Discrimination Code of Conduct Questions and Complaints Compulsory Attendance and Truancy Student Drivers Discipline Uniform Requirements PASSED AND APPROVED ON THIS 3 DAY OF August 2009. _________________________________________ Laura Wheat, President ATTEST: _________________________________ _________________________________________ Kim Sutter, Secretary Thomas Brymer, Chief Executive Officer APPROVED AS TO FORM: __________________________________ L. Stanton Lowry, School Attorney    Financial Stewardship TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- : Date Board Adopted: Date Board Amended: Effective Date: Policy Category: Financial Stewardship Policy Name: Surplus Property Disposition Policy Goal: Proper disposition of surplus Town assets acquired for Academy use in accordance with applicable local, State and other legal requirements and guidelines. Policy Description: 1. Purpose. The purpose of this policy is to describe the guidelines for the disposal of surplus, obsolete, and non-repairable Westlake Academy properties and fixed assets. 2. Effective. Immediately on the date of its passage by the Board of Trustees. 3. Applicability. This policy applies to all employees. 4. Disposal of Westlake Academy Property. The CEO or designee, is authorized to sell worn-out, scrap, obsolete or unused personal property (“Surplus Property”) other than items routinely discarded as waste. Disposal may take the form of an on-site auction, Internet auction, recycling, or trash disposal. 5. General Information. Westlake Academy may schedule items for auction that are considered economically unusable. These include fixed assets such as surplus, obsolete, or non-repairable properties. A Surplus Property Transfer Form signed by the department supervisor and CEO or designee is used to facilitate the transfer of these items for disposition. Arrangements for transfer are made based on available storage space and truck schedules for pick up. Every effort should be made to determine if a need for the surplus property exists anywhere else in Westlake Academy before a sale or disposal occurs. The CEO or designee maintains a list of surplus property scheduled for disposal. Other departments may requisition any properties on the surplus list by sending a completed requisition form to the CEO or designee.   Property cannot be sold by the school, given to or taken by any employee for personal use, or disposed of in any manner other than described in this policy. All rights and titles to Westlake Academy property, whether real or personal, shall be vested in the Board of Trustees and its successors in office. The Board may, in an appropriate manner, dispose of property that is no longer necessary for Westlake Academy operations. The CEO or designee is authorized to declare Westlake Academy materials, equipment, and supplies to be unnecessary and shall dispose of unnecessary materials, equipment, and supplies for fair market value. If the unnecessary property has no value, the CEO or designee may dispose of such property according to administrative discretion. Items obtained as federal surplus or with federal funds shall be managed according to federal regulations. The CEO or designee shall establish procedures for the sale, at fair market value, of any surplus personal property such as books, equipment, and supplies. Items obtained as federal surplus or with federal funds shall be handled in accordance with federal regulations. Personal property includes any item owned by Westlake Academy not classified as real estate. Items of substantial value such as portable buildings and buses shall not be disposed of without advance Board notification under administrative regulations. Monies collected from the sale of obsolete materials, equipment, and supplies shall be deposited to the Westlake Academy General Fund. 6. Surplus Property: Property no longer needed by Westlake Academy becomes surplus. If a need for the property is not known, it should be transferred to storage by using a Surplus Property Transfer Form. 7. Westlake Academy Property Disposal Procedures: Any property that is movable or not attached to the land (referred to as personal property) such as furniture, fixtures, vehicles, equipment, tools, instruments, clothing, or other such items of value, which has lost its useful value to the Academy or has become obsolete. Personal property does not include real estate such as land, including the building or improvements on it, or its natural assets, such as minerals and water. Once items have reached their “end-of-useful-life” (as determined by the CEO or designee), the items will be classified as disposed property. Procedures for disposal are: a. Whenever an item of equipment is deemed to be obsolete or unfit for use, such equipment may be disposed of on a competitive basis, either by trade-in or outright sale to the highest prospective buyer. b. Items that cannot be sold in their original form, or lose their identity while in the possession of the Westlake Academy, may be sold as scrap, if deemed advisable, at the highest obtainable offer. c. The determination of the highest prospective buyer shall be made with the approval of the CEO or designee, or an authorized representative. The CEO or designee coordinates a public sale of surplus property as needed for items that are no longer needed by Westlake Academy. Employees of Westlake Academy or the Town of Westlake will be permitted to purchase items at the sale on the same basis as all other buyers.   a. Fixed Asset or Inventory items must be removed from Westlake Academy’s inventory prior to disposal. b. Items should never be discarded at the department or campus level. Instead, items should be transferred to Surplus Property storage where they will then be sold in a Disposal Sale or discarded per instructions from the CEO or designee. c. Since there are many contributors to a Disposal Sale, proceeds are pooled and are not returned to any particular department’s budget. Westlake Academy property shall, at the option of the CEO or designee, be disposed of by one of the following methods: a. On-site Auctions. The CEO or designee advertises the auction in a local newspaper two weekends prior to the date of the auction. The advertisement shall indicate the time, date and location of the auction. The advertisement guidelines are as follows: i. The advertisement must state that the Westlake Academy reserves the right to cancel or void any sale that has not been conducted in accordance with the terms of the auctioneer’s contract; ii. All sales shall be “as/where is”; iii. Payment must be made at the time of sale, and all sales are final; iv. All sales will be for cash, money order, cashier’s check, or check with Bank Letter of Guarantee; and v. Westlake Academy shall not be responsible for any loss or damage to any article(s) sold at auction after the sale has been consummated. The advertisement guidelines are as follows: All items proposed for auction will be stored in a central location the day of the auction. Federally funded items are to be segregated on the auction floor. The sending department and the Finance Department will prepare the documents if required by federal and state guidelines. The CEO or designee shall retain the right to remove any items from sale at the auction if the item does not yield at least 80 percent of the predetermined sales price or if the final sale is not in the best interest of Westlake Academy. An internal auditor must be present to serve as an independent observer to ensure compliance with auction procedures and must remain until all proceeds have been collected. The internal auditor will issue a written formal audit report to the Finance Director. Auction guidelines are as follows: i. Auctioneer. The auctioneer is selected by an open bid process conducted by the CEO or designee. The CEO or designee works with the auctioneer prior to the auction to verify that all items have been documented and have correct pallet and lot numbers on the auctioneer’s coupon sales ledger. The CEO or designee provides the auctioneer with a copy of the auction lists, including a list of prices to establish a minimum bid price. ii. Vehicle Auction. All vehicles being sold at auction must have Westlake Academy emblems, license plates, and peripheral equipment (radios, sirens, etc.) are removed by the using department prior to the auction. The emblems are destroyed by the using department. The license plates are sent to the CEO   or designee. After the sale, the CEO or designee releases the title to the new owner. iii. Collection and Distribution of Funds. All expenses incurred for the auction will be paid out of the receipts of the auction. The CEO or designee shall collect a desegregation form and applicable Tax Exempt Certificates from all buyers and collect and distribute all funds obtained from the auction. A minimum of two staff members will be required to process or collect all payments. Monies from the auction will be collected, in full, on the day of the auction, and submitted to the finance department. iv. Time Limit to Remove Auctioned Items. A maximum time limit of five days or less will be set by the CEO or designee, for the removal of all items after the auction. If items are not removed by this time, the items may be disposed of or re-auctioned. In such cases, no refund will be made to the buyer. v. Removal of Auctioned items. The new owner assumes all risks associated with moving or loading the property from the auction location. The CEO or designee, if necessary, will assist in loading the auctioned items, but assumes no liability for damage. b. Electronic Auction. An auction Web page will be secured by CEO or designee to facilitate an online auction and the items for sale will be listed. A starting bid price and a reserve price, if applicable, will be assigned to each item on the lists created through a coordinated effort by the CEO or designee, and the sending department. Any items not sold on the online auction may be listed at the on-site auction. Procedures for the on-site auction will apply to the electronic auction. c. Donation, sale, or lease to Public Entities. Property may be donated, sold, or leased to certain government or educational institutions. Prior to transfer, the Board of Trustees must declare no value or nominal value and that the Westlake Academy does not need the real property or improvements. The entity to whom the transfer is made has shown, to the satisfaction of the Board of Trustees, that the entity intends to continue to use the real property and improvements for public purposes. The President of the Board of Trustees shall execute a deed transferring ownership of the real property and improvements to the municipality, county, state agency, or nonprofit organization. The deed must: i. Recite the resolution of the Board of Trustees authorizing the donation; and ii. Provide that ownership of the real property and improvements revert to Westlake Academy if the municipality, county, state agency, or nonprofit organization discontinues use of the real property and improvements for public purposes; or iii. Executes a document that purports to convey the property. d. Other Means of Disposal. Property may be directly disposed of under the following circumstances: i. If the item is broken, unusable, and/or hazardous. Documentation and pictures must be provided for an item to be disposed of. ii. Offer the property as a trade-in for new property of the same general type if the CEO or designee considers that action to be in the best interest of the Academy.   iii. Order any of the property to be destroyed or otherwise disposed of as worthless, if the Academy undertakes to sell that property and is unable to do so because no bids are received. iv. Competitive sealed bids following the guidelines of Chapter 252 of the Texas Local Government Code for competitive bidding. 8. Transfer of Assets Purchased with Federal Funds: When items purchased wholly, or in part, with federal funds are no longer serviceable or required by Westlake Academy, the CEO or designee ensures that all federal and state regulations are met before disposition of assets at public auction or through the competitive bid process. 9. Texas Education Agency Approval to Dispose of Equipment: The CEO or designee will ensure that any items requiring TEA approval prior to disposal shall be done in accordance with applicable TEA regulations and in accordance with the procedures outlined in this policy. 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: Prevention of Discrimination Policy Category: Governance Policy Goal: Provide an effective learning environment free from discriminatory practices. Policy Description: Westlake Academy affirms its intent to comply with all Federal and State laws relating to the prevention of discrimination based upon race, color, creed, national origin, age, sex, or handicap. This compliance is to include, but not be limited to, the regulations of the Title IX Act, which prohibits discrimination on the basis of sex in educational programs or activities which receive Federal funds, extending to employment in and admission to such programs and activities; and will comply with the Education of all Handicapped Children Act, Public Law 94- 142, the Americans with Disabilities Act and Section 504 of the Rehabilitation Act. This compliance also includes, but is not limited to the regulations of the Title VI of the Civil Rights Act of 1964, which prohibits discrimination on the basis of race, color, creed, national origin, age, sex, or handicap. 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: Attendance Policy Category: Parent – Student Relations and Expectations Policy Goal: To encourage attendance and outline student and parent requirements Policy Description: Regular and consistent attendance is required to achieve academic success at Westlake Academy. Poor attendance is a major contributing factor toward receiving unsatisfactory grades and results in an additional commitment of after school hours to complete make-up assignments and review of class lecture notes. Students are required to be in school except in the case of emergency, illness or religious observance. Unless otherwise exempted by the Heads of Section, students must be present at least 90% of the school days. In addition, the Texas Education Code §25.085 mandates compulsory attendance for students who are at least six years old as of September 1st of the applicable school year. The law requires a student to attend public school until the student’s 18th birthday, unless the student is exempt under § 25.086. This requirement is enforced through §§ 25.093 and 25.094. Westlake Academy requires cooperation from parents in the matter of school attendance and punctuality. Parents should: • Ensure your child arrives and is picked up on time each day. Families who do not pick up their students by the time specified in the Parent/Student Handbook may be subject to a late pick up fee after the second offense. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued) • Schedule routine medical and dental appointments after school hours when possible. • Schedule family vacations during the school’s vacation days and notify the school prior to any planned absence. • Parents should inform the office before 10:00 am of any absences. Parents must notify the school office via signed note of the absence or it will be marked "unexcused.". An absence is excused under the following conditions: 1. Personal illness 2. Major religious holiday of the family’s faith 3. Emergency doctor or dental appointments which cannot be made after school 4. A death in the family or death of a close friend 5. Other necessary and justifiable reasons as excused by school administrators Additional procedural information as it relates to attendance, shall be recorded and published in the Parent/Student Handbook on an annual basis. 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: Access to Student Records & Directory Information Policy Category: Parent – Student Relations and Expectations Policy Goal: Communication/Transparency and access to records that pertain to the student. Policy Description: Definitions For the purposes of this policy, the term “educational records” means those records, files, documents, and other materials that contain information directly related to a student and that are maintained by an education agency or institution, or by a person acting for such agency or institution. The term “education records” does not include: a. Records that contain only information about a student after the student is no longer attending the school. b. Records made by school personnel that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to anyone other than a temporary substitute for the maker of the record; or c. Records maintained by a law enforcement unit of the school that were created by that unit for the purpose of law enforcement. 20 U.S.C. Sec. 1232g(a)(4)(A)-(B); 34 C.F.R. Sec. 99.3 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued): Confidentiality, Inspection and Amendment of Education Records The Family Educational Rights and Privacy Act (FERPA) protects the confidentiality of student education records and grants parents and students access to student educational records. Parents and students 18 years of age or older, have the following rights in connection with educational records: 1. To inspect and review the student’s educational records who are or have attended Westlake Academy. 2. Non-custodial and divorced parents have equal rights relating to student records unless the school has been provided a court order to the contrary. A court order may specify the deletion of all references to a place of residence in the students records before the release to another party. 3. To review all written records pertaining to the student; including, attendance records, test scores, grades, disciplinary records, counseling records, psychological records, applications for admission, health and immunization reports, teacher/counselor evaluations and reports of behavioral issues. TEC 26.004; C.F.R. 99.3(b), 99.4, 99.31(a)(8); Tex. Fam. Code. 153.012, 153.073 4. To request amendment of the student’s educational records to ensure that the records are not inaccurate, misleading, or in violation of student rights, including the right to a formal hearing, if necessary. 34 C.F.R. 99.20, 99.21 3 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued): Access by Other Persons Requires Consent FERPA prohibits the Academy from providing personally identifiable student information without prior written consent from a student’s parent(s); a student’s guardian(s); or the student, if the student is at least 18 years of age or is attending a post-secondary institution. 34 C.F.R. 99.30 Exceptions to the Consent Requirement Consent is not required when the requested information is provided: 1. In compliance with a court order or subpoena - Staff must make a reasonable effort to notify the parent/student in advance of the school’s compliance; 2. To other school officials, including teachers, who have been determined to have “legitimate educational interests”; 3. To other schools/school systems in which the student seeks or intends to enroll; 4. In connection with a student’s application or receipt of financial aid; 5. To organizations conducting studies for, or on behalf of, educational agencies or institutions for the purpose of developing, validating or administering predictive tests, student aid programs, and improving education; 6. To accrediting organizations; 7. In connection with a health and safety emergency 34 C.F.R. 99.31 4 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued): Directory Information “Directory Information” pertains to information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. This may include, but is not limited to, the student’s name, address, telephone number, e-mail address, photograph, date and place of birth, dates of attendance, grade level, enrollment status, participation in official sports or activities, weight and height of members of athletic teams, honors and awards received, and the most recent educational agency or institution attended. The Academy shall give notice, and an annual basis, to parents of the following: 1. Types of information designated as “directory information” by the school; 2. Right to refuse to allow the release of any or all types of information about the student designated as directory information; and 3. Period of time within which a parent may submit written notification of his/her refusal to allow the disclosure of directory information by the school. 34 C.F.R. 99.3, 99.37 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: Closed campus Policy Category: Parent – Student Relations and Expectations Policy Goal: Student Safety Policy Description: Westlake Academy operates the campus as a closed facility. Students are not allowed to leave campus during lunch except as approved by the Head(s) of Section, on a case-by-case basis – generally, in response to a parent’s written request. Students who leave campus without prior approval at lunch or during the school day will be subject to disciplinary action in accordance with the Academy disciplinary procedures as specified 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: Medications Policy Category: Parent – Student Relations and Expectations Policy Goal: Outline the requirements to administer over the counter and prescription medications Policy Description: In consideration of the health of the students, the Board has established the following policy to control the dispensation of medications to students during the school day. Westlake Academy employees are authorized to administer prescription or over- the-counter medication in accordance with the requirements outlined in the Parent/Student Handbook. (1) The school has a written request, from a parent, to administer the drug and the medication is in the original, properly labeled, container. (2) In the case of prescription medication, the container must be labeled with the student’s name and name of the medication, the current date, dosage amount and frequency of administration. (3) The medication must be delivered to the Nurse’s office in the original prescription bottle and/or over-the-counter packaging. In the case of a student field trip, the supervising teacher has the authority to maintain and administer medication during the event. Written requests to provide medication to a student, will need to be submitted on an annual basis by the parent. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): Students with asthma or other allergy related conditions, have authorization to carry the appropriate medication on their person as outlined in the Parent/Student Handbook. The parent must submit written consent for the student to possess the medication. As a precaution, a secondary/back-up set of asthma/allergy medication must also be provided to the Nurse. No student shall carry medication on their person and self-administer dosages without a doctor’s order on file in the Nurse’s office. Annual requirements for the authorization of medication and administration of prescription drugs and over-the-counter items will be specified 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: Complaint Policy Policy Category: Parent – Student Relations and Expectations Policy Goal: Outline the policy and processes for filing a complaint or addressing concerns at the Academy. Policy Description: Except as addressed by specific complaints below, this Policy applies to all complaints or grievances from students or parents. • Expulsion (See the Code of Conduct) • Identification, evaluation, or educational placement of a student with a disability within the scope of Section 504. • Identification, evaluation, educational placement, or discipline of a student with a disability within the scope of the Individuals with Disabilities Education Act, and the parents’ rights handbook provided to parents of all students referred to special education. Formal Complaint General Provisions • “Complaints” and “Grievances” have the same meaning. • Complaints arising out of an event or a series of related events must be addressed in one complaint. A student or parent may not bring separate or serial complaints arising from any event or series of events that have been or could have been addressed in a prior complaint. • All time limits must be strictly followed unless modified by mutual written consent and, if a complaint or the appeal of a decision about a complaint is untimely, the complaint may be dismissed. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): For the purpose of this policy, “days” means school business days. Formal Complaint Process 1. Within 20 days of the date a student or parent first knew, or with reasonable diligence should have known, of the decision or action giving rise to the complaint or grievance, an original complaint, in writing and dated, describing the matter complained of and the date of the occurrence(s), must be presented to the lowest level administrator whom the student or parent perceives to have the authority to remedy the concern. 2. If that administrator is unable to resolve the complaint, the administrator shall direct the complainant, in writing, to the next level administrator who shall either resolve the complaint or direct the complainant in writing to the next level, continuing until the complaint reaches the CEO. 3. A complaint reaching the CEO’s level must be in writing, setting out all prior attempts to resolve the complaint and the remedy requested. The CEO, or designee, may schedule a conference with the complainant and within ten business days of receipt of the written complaint, shall issue a written decision. 4. If the decision is unsatisfactory to the complainant, or if the CEO, or designee fails to respond timely, the complainant may, within 15 days of submission of the written complaint to the CEO, submit a written request to the CEO to have the complaint considered by the Board of Trustees. 5. If Board review is requested, the CEO shall submit the entire written record of the complaint and any further response to the President of the Board of Trustees who shall create an Agenda item for consideration of the complaint at the next available regular meeting, or the next appropriate meeting thereafter. At that meeting the Board shall, at a minimum, consider the written complaint, and any response thereto and may, or may not, issue a decision. 3 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 - (continued): 6. Failure of the Board to issue a decision at or before the next regular Board meeting following the meeting at which the complaint was presented to the Board will uphold the decision of the administration. 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: Student drivers Policy Category: Parent – Student Relations and Expectations Policy Goal: Outline the requirements and responsibilities for student driving and parking assignments on campus Policy Description: In consideration of the safety of the students and due to the limited number of parking spaces, the Board reserves the right to institute regulations concerning the operation and parking of vehicles on Academy grounds – TEC 37.102(a). A written application will be required prior to the issuance of a permit. A parking permit shall be required for a student to drive to the school campus and park a personal vehicle on school property. The permit holder is also subject to the following regulations: (1) Annual parking permit fees will be assessed and the amount published pursuant to the publication of the Parent/Student Handbook each year. (2) Students may apply for the permit upon proof of a state issued driver license (which does not include temporary permits), proof of insurance or financial responsibility documents, parental authorization and liability forms. (3) Upon approval, a parking decal will be issued to the student which shall be placed on the vehicle in accordance to the directives in the Parent/Student Handbook. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): (4) Westlake Academy may suspend the permit of any student for the following reasons: a. Violation of the Student Driver Policy b. Unsafe driving c. If the driving privilege is interfering with class attendance or academic performance. All students must obey the applicable traffic laws and restrictions pertaining to licensed drivers under the age of 18 while operating a motor vehicle on campus. The school also reserves the right to search a student’s vehicle, with student supervision while it is parked on school grounds. Further parking and driving procedures will be published in the Parent/Student Handbook on an annual basis. 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: Compulsory Attendance, Excused Absences and Truancy Policy Category: Parent – Student Relations and Expectations Policy Goal: To adhere to state regulations as it relates to school attendance Policy Description: Compulsory Attendance The State of Texas requires children to attend school under the following parameters: A child who is at least six (6) years of age, or who is younger than six (6) years of age and has previously been enrolled in 1st grade, and who has not yet reached his/her 18th birthday, shall attend school. On enrollment in pre-kindergarten or kindergarten, a child shall attend school. TEC 12.104(b)(1), 25.085(b)(c),(e) Truancy At the beginning of each year, the staff of Westlake Academy shall notify parents of the truancy policy of the school. The information shall be contained in the Parent/Student Handbook and shall utilize the following framework: Pursuant to TEC 25.095 – Warning Notices, when a student reaches ten (10) full or partial day absences within a six month period, or 3 full or partial days within a 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): four-week period, a notice will be sent home notifying them that continued absences will put them at risk for the following: (1) The student’s parent is subject to prosecution under TEC 25.093, and (2) The student is subject to prosecution under TEC 25.094 The Academy shall notify a parent if the student has been absent from school, without excuse under TEC 25.087, on three full or partial days within a four-week period. The notice shall contain information outlining the following: (1) It is the duty of the parent to monitor and require school attendance. (2) The parent is at risk for prosecution under TEC 25.093 (3) And, request a meeting between the appropriate school officials and the parent to discuss the absences. Failure of the parent to receive the notice, is not a defense to prosecution. Excused Absences A student shall be excused from school attendance for temporary absence resulting from any cause acceptable to the student’s teacher(s), Head(s) of Section, or CEO. A student shall be excused from attending school for the purpose of attending religious holy days, including traveling for that purpose. TEC 25.087 The Parent/Student Handbook shall outline the specific and allowable school approved situations involving absences from class. The information will be published on an annual basis. 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: Bullying Policy Policy Category: Parent – Student Relations and Expectations Policy Goal: Creation of a supportive and safe learning environment Policy Description: Bullying of any kind is totally unacceptable and will not be tolerated. Bullying can take many forms, but is primarily physical, verbal or emotional. Bullying is behavior which makes other people feel uncomfortable or threatened, whether this outcome is intended or not. Bullying can take place on or off the campus, and may include, but is not limited to, name calling, teasing, physical abuse (e.g., hitting, pushing, pinching, or kicking), threats, taking of personal possessions, sending abusive text messages, instant messages, Internet e- mails, and phone messages, forcing others to hand over money, forcing others to do things against one’s will, ignoring or leaving others out, attacking others in any way, hiding personal property, insulting, spreading rumors and isolating others. Bullying includes harassment of a racist or sexual nature. The Board strives to develop and maintain an effective learning and friendly social environment. This should be characterized by tolerance across and within year groups and with a positive involvement from adults. Independence of thought and action should be respected, allowing individuals to flourish without fear. Westlake Academy staff will develop a bullying policy designed to discourage this type of behavior and promote a safe and productive learning environment. The 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued) : policy and other steps necessary to reduce the instances of inappropriate behavior will be published in the Parent/Student Handbook on an annual basis. 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: Code of Conduct Policy Category: Governance Policy Goal: To delineate the standards of conduct for students, parents, teachers and administrators. Policy Description: Westlake Academy promotes integrity, truth, knowledge, trust, discipline, and respect in a safe learning and teaching environment. The Code of Conduct applies to all students, parents, teachers and administrators, each of whom has the right to a safe and productive environment. The underlying goal of the code of conduct is that community members develop the skills and attitudes to become self-disciplined. Westlake Academy policies will be disseminated to all students and parents/guardians regarding the Code of Conduct through the publication of the Parent/Student Handbook. Westlake Academy Code of Conduct 1. All members of the Westlake Academy school community – the students, parents/guardians, volunteers, teachers, staff and administrators must observe the regulations. 2. All members of the school community are to be treated with dignity and respect. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued) : 3. Responsible citizenship involves appropriate participation in the school community. Each member accepts the responsibility to participate in a manner reflecting dignity and respect. 4. Positive reinforcement of good behavior and recognition of a job well done are the most effective means of promoting high standards of behavior and academic achievement. 5. The Westlake Academy does not employ corporal punishment and does not tolerate violent behavior. 6. Disruptions of class impede student learning and teacher productivity. All members of the school community are responsible for maintaining a positive learning environment. 7. All students are expected to act with integrity in regards to Academic and non-academic contexts. The Academy will not tolerate any form of plagiarism, including downloading and using information from the internet without quoting sources. We expect all students to be on their honor and cheating will be dealt with severely. Roles and Responsibility School Board Provides policy direction that ensures individual student opportunity, excellence, and accountability for the Westlake Academy school community and is the ultimate Board of appeal in the disciplinary process. The School Board will: • Develop policies that communicate and uniformly enforce the Westlake Academy Code of Conduct in a manner that ensures their commitment and support. • Seek input from students, parents, and staff and review their policies regularly. • Provide opportunities for staff to acquire the knowledge and skills necessary to maintain excellence. 3 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): Chief Executive Officer (CEO) Is responsible for providing a safe and positive learning environment. In compliance with State and Federal laws and regulations and the direction of the School Board, the CEO is responsible for all daily operations of the school, including personnel, curriculum development, enforcement of School Board policies and compliance with state and federal reporting guidelines; developing the annual budget and strategic planning to be submitted to the Board for approval; establishing parental participation and involvement guidelines; and regularly communicating with students, parents, Westlake Academy affiliated groups and the school community. Head(s) of Section Is directly responsible for the organization and the administration of their section. Head(s) of Section will work in collaboration with teachers, to maintain a positive safe learning environment. Teachers and School Staff Under the leadership of the Head of Sections and executive manager, will maintain order in the school and are expected to hold everyone to the highest standard of respectful and responsible behavior. As role models, staff upholds these high standards when they: • Communicate regularly and meaningfully with parents when needed; • Maintain consistent standards of behavior for all students; • Demonstrate respect for all students, staff, and parents; • Prepare students for the full responsibilities of citizenship. Students Are to be treated with respect and dignity. In return, they must demonstrate respect for themselves, for others, and for the responsibilities of citizenship through acceptable behavior. Respect and responsibility are demonstrated when a student: • Comes to school prepared, on time, and ready to learn; 4 • Comes to school properly dressed in our school uniform; • Shows respect for him/herself, for others, and for those in authority; • Refrains from bringing anything to school that may compromise the safety of others; • Follows the established rules and takes responsibility for his or her own actions; • Is responsible for turning in all assignments on time. Parents Play a vital role in the education of their children and have a responsibility to support the efforts of school staff in maintaining a safe and respectful learning environment for all students. Parents fulfill this responsibility when they: • Show an active interest in their child’s school work and progress; • Communicate regularly with the school; • Help their child be neat, appropriately dressed, and prepared for school; • Ensure that their child attends school regularly and on time; • Promptly report to the school their child’s absence or late arrival; • Encourage and assist their child in following the rules of behavior; • Assist school staff in dealing with disciplinary issues. • Follows the complaint procedure in case of grievance. Violations of the Code of Conduct will be subject to progressive disciplinary actions and/or expulsion as outlined 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: Discipline Policy Category: Governance Policy Goal: Description of the discipline policy Policy Description: Our primary belief is that no student or member of the Westlake Academy community has the right to impede the education of another student. Any behavior, which is disruptive to the learning environment, will not be tolerated and the steps described in the disciplinary process will be followed. It is important that parents strive to work with their children and the school personnel in establishing clear expectations for student behavior. Staff and students will use the IB learner profile attributes as a basis for the development of a constructive behavior environment. Every effort will be made to develop positive consequences, which can be applied to individual students as well as classrooms. Consistency is important. This will establish firm and consistent limits for students. The program also establishes a positive educational environment for both the student and teacher. Generally, the following levels will be used to determine consequences for disregarding school and classroom rules: 1. Warning from teacher or any member of school staff and reflection by student 2. Disciplinary action from classroom teacher or Head of Section and reflection by the student 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): 3. For more serious offenses, Head of Section disciplinary action and reflection by the student 4. Serious infractions, Head of Section disciplinary action, parent notification and reflection by the student Severe infractions of the Code of Conduct or disruption considered serious by school personnel will warrant immediate teacher or Head of Section intervention. Parents will be notified of serious behavior problems immediately. Due Process for Serious Offenses All of Westlake Academy’s students are entitled to due process. This means that all students: 1. Must be informed of accusations against them. 2. Must have explained to them the factual basis for the accusations. 3. Must have a chance to present an alternative factual position if the accusations are denied. Serious offenses include: • Defiance of authority • Verbal or physical threat or action against another person i.e. bullying • Fighting • Drugs - using, possessing, giving or selling any dangerous, illegal or look- alike drugs or drug paraphernalia, • Students can not use, without permission, or misuse any prescription drugs or over-the-counter medications. • Alcohol – using, possessing, giving or selling any alcoholic or look-alike alcoholic beverages • Tobacco – using, possessing, giving or selling any tobacco or tobacco products 3 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): • Gambling - wagering or betting money or other stakes on the outcome of any activity • Theft - stealing property of another person or of the school • Weapons dangerous items - bringing items to school that are considered dangerous as decided by the Head of Section • Willfully damaging or destroying school property • Possession and or distribution of printed, audio or video material deemed inappropriate by school authorities • Downloading offensive or inappropriate material from the internet • Visiting offensive or inappropriate sites on the internet • Cheating and/or plagiarism; which includes the dishonest use of electronic media. • Three detentions The consequences for a violation of the serious offenses policy may result in expulsion on the first offense for any of the above. 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: Drugs, Tobacco, Alcohol and Weapons Policy Category: Student Behavior Policy Goal: To delineate the policy pertaining to illegal drugs, tobacco/alcohol use, and weapons on school campus, school sanctioned trips or activities, and off-site teaching facilities. Policy Description: In order to create a conducive learning environment and outline the policy on the use of illegal drugs, tobacco, alcohol and weapon possession, Westlake Academy will follow the following guidelines, which are consistent with state law, that govern these items on school campuses. The Parent/Student Handbook will outline the progressive disciplinary actions and expulsion options for violations of this policy. A student may be removed from class if the student engages in conduct involving a public school that contains the elements of the offense of false alarm or report under Penal Code 42.06, or terroristic threat under Penal Code 22.07. A student may be removed from class if the student commits the following on or within 300 feet of school property, as measured from any point on the school’s real property boundary line, or arriving on campus or while attending a school- sponsored or school-related activity on or off school property: 1. Engages in conduct punishable as a felony, 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued) : 2. Engages in conduct that contains the elements of assault, under Penal Code 22.01(a)(1), 3. Sells, gives, or delivers to another person, or possesses, uses, or is under the influence of: a. Marijuana or a controlled substance, as defined by the Texas Controlled Substances Act, Health and Safety Code Chapter 481, or by 21 U.S.C. 801, et seq; b. A dangerous drug as defined by the Texas Dangerous Drug Act, Health and Safety Code, Chapter 483. 4. Sells, gives, or delivers to another person an alcoholic beverage, as defined by the Alcoholic Beverage Code, 1.04, or commits a serious act or offense while under the influence of alcohol, or possesses, uses, or is under the influence of an alcoholic beverage, 5. Engages in conduct that contains the elements of an offense relating to an abusable volatile chemical under Health and Safety Code, 485.031 through 485.034, 6. Engages in conduct that contains the elements of the offense of public lewdness under Penal Code, 21.07, 7. Engages in conduct that contains the elements of the offense of indecent exposure under Penal Code, 21.08. 8. Students shall not smoke, use or possess tobacco products, Gun-Free Schools Act In accordance with the Gun-Free Schools Act, the open-enrollment charter school shall expel, from the student’s regular program, for a period of one (1) year, any student who is determined to have brought a firearm, as defined by federal law, to school. The CEO may modify the term of expulsion for a student 3 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): or assess another comparable penalty that results in the student’s exclusion from the regular school program, on a case-by-case basis. 20 U.S.C. § 7151; Tex. Educ. Code §§ 12.104(b)(1), 37.007(e). For purposes of this policy, “firearm” means: A. Any weapon (including a starter gun) which will, or is designed to, or which may readily be converted to expel a projectile by the action of an explosive; B. The frame or receiver of any such weapon; C. Any firearm muffler or firearm silencer; D. Any destructive device. “Destructive Device” means any explosive, incendiary, or poison gas bomb, grenade, rocket having a propellant charge of more than four (4) ounces, missile having an explosive or incendiary charge of more than one-quarter ounce, mine, or device similar to any of the preceding described devices. It also means any type of weapon (other than a shotgun shell or a shotgun that is generally recognized as particularly suitable for sporting purposes) by whatever name known which will, or which may be readily converted to, expel a projectile by the action of an explosive or other propellant, and which has any barrel with a bore of more than one-half inch in diameter; and any combination of parts either designed or intended for use in converting any device into a destructive device as described in this item, and from which a destructive device may be readily assembled. 18 U.S.C. § 921. 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: Drugs, Tobacco, Alcohol and Weapons Policy Category: Student Behavior Policy Goal: To delineate the policy pertaining to illegal drugs, tobacco/alcohol use, and weapons on school campus, school sanctioned trips or activities, and off-site teaching facilities. Policy Description: In order to create a conducive learning environment and outline the policy on the use of illegal drugs, tobacco, alcohol and weapon possession, Westlake Academy will follow the following guidelines, which are consistent with state law, that govern these items on school campuses. The Parent/Student Handbook will outline the progressive disciplinary actions and expulsion options for violations of this policy. A student may be removed from class if the student engages in conduct involving a public school that contains the elements of the offense of false alarm or report under Penal Code 42.06, or terroristic threat under Penal Code 22.07. A student may be removed from class if the student commits the following on or within 300 feet of school property, as measured from any point on the school’s real property boundary line, or arriving on campus or while attending a school- sponsored or school-related activity on or off school property: 1. Engages in conduct punishable as a felony, 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued) : 2. Engages in conduct that contains the elements of assault, under Penal Code 22.01(a)(1), 3. Sells, gives, or delivers to another person, or possesses, uses, or is under the influence of: a. Marijuana or a controlled substance, as defined by the Texas Controlled Substances Act, Health and Safety Code Chapter 481, or by 21 U.S.C. 801, et seq; b. A dangerous drug as defined by the Texas Dangerous Drug Act, Health and Safety Code, Chapter 483. 4. Sells, gives, or delivers to another person an alcoholic beverage, as defined by the Alcoholic Beverage Code, 1.04, or commits a serious act or offense while under the influence of alcohol, or possesses, uses, or is under the influence of an alcoholic beverage, 5. Engages in conduct that contains the elements of an offense relating to an abusable volatile chemical under Health and Safety Code, 485.031 through 485.034, 6. Engages in conduct that contains the elements of the offense of public lewdness under Penal Code, 21.07, 7. Engages in conduct that contains the elements of the offense of indecent exposure under Penal Code, 21.08. 8. Students shall not smoke, use or possess tobacco products, Gun-Free Schools Act In accordance with the Gun-Free Schools Act, the open-enrollment charter school shall expel, from the student’s regular program, for a period of one (1) year, any student who is determined to have brought a firearm, as defined by federal law, to school. The CEO may modify the term of expulsion for a student 3 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): or assess another comparable penalty that results in the student’s exclusion from the regular school program, on a case-by-case basis. 20 U.S.C. § 7151; Tex. Educ. Code §§ 12.104(b)(1), 37.007(e). For purposes of this policy, “firearm” means: A. Any weapon (including a starter gun) which will, or is designed to, or which may readily be converted to expel a projectile by the action of an explosive; B. The frame or receiver of any such weapon; C. Any firearm muffler or firearm silencer; D. Any destructive device. “Destructive Device” means any explosive, incendiary, or poison gas bomb, grenade, rocket having a propellant charge of more than four (4) ounces, missile having an explosive or incendiary charge of more than one-quarter ounce, mine, or device similar to any of the preceding described devices. It also means any type of weapon (other than a shotgun shell or a shotgun that is generally recognized as particularly suitable for sporting purposes) by whatever name known which will, or which may be readily converted to, expel a projectile by the action of an explosive or other propellant, and which has any barrel with a bore of more than one-half inch in diameter; and any combination of parts either designed or intended for use in converting any device into a destructive device as described in this item, and from which a destructive device may be readily assembled. 18 U.S.C. § 921. 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: Uniform Requirements Policy Category: Student Behavior Policy Goal: Creation of an effective learning environment Policy Description: Students at Westlake Academy are required to wear school approved uniforms each day. Appropriate dress and grooming contributes to a productive academic environment in which students can focus on learning, develop an awareness of others, develop character and good citizenship skills, and instill respect and self- discipline. Uniform standards also promote a positive image of the school within the community and encourage students to uphold and enhance that image. All students must wear the approved uniform at all times while on campus. The prescribed uniform includes a dress uniform, a casual uniform and a gym/P.E. uniform. Dress Uniform Required for Grades 1 – 12 ~ are to be worn on days predetermined by the Head(s) of Section. All dress uniform days will be conveyed to the students in advance, however, students may also wear the dress uniform at their own choosing on any school day. There are no dress uniform requirements for Kindergarten. 2 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- (continued): Casual Uniform Required for all grades ~ all students should purchase casual uniforms which will contain a combination of colors and styles. The casual uniform may not be worn on dress uniform days, but may be worn at all other times. P.E. Uniform Required for Grades 2 – 12 ~ students will be required to wear the P.E. uniform as outlined in the Parent/Student Handbook. Free Dress Day Will be approved by the respective Head of Section on an as approved basis. Guidelines for appropriate dress on these occassions will be outlined in the Parent/Student Handbook. There are no exceptions to the uniform policy. Students wearing anything other than the prescribed uniform may be sent home. Clothing that resembles the prescribed garments are not permitted. Westlake Academy staff will periodically review the designated uniform provider to ensure the quality and price are advantageous to our students and their parents. Parents will be informed of any changes to the uniform provider on a timely basis. 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 Town Manager with the requested item and the Town Manager 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 Town Manager will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. - None. Westlake  Academy  Item # 7 –   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  1/30/09 D. MacFarlane Shared service agreement – Regional Day School for Deaf Meeting  2/2/09 Brymer/Rosevear Strategic Planning Wkshp/Mtg    August 31, 2009, Meeting (submittal deadline August 20) Date Contact Description Format  7/9/09 T. Brymer/Piper Adoption of FY 2009‐10 Budget Meeting    Sept. 21, 2009, Meeting (submittal deadline Sept. 10) Date Contact Description Format         Oct. 5, 2009, Meeting (submittal deadline Sept. 24) Date Contact Description Format         Nov. 9, 2009, Meeting (submittal deadline Oct. 29) Date Contact Description Format         August 2009 4 Sept. 2009 5 Oct 2009 6 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 1 2 3 4 5 1 2 3 2 3 4 5 6 7 8 6 7 8 9 10 11 12 4 5 6 7 8 9 10 9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 16 17 16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 23 24 23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 30 31 Council Meeting Holiday  Trustees Meeting Election Day   Council and Trustees Meeting     First/Last day of School      8. BOARD CALENDAR. - Back to School Night o Thurs., 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 Westlake  Academy  Item # 8 –   Board Calendar  Westlake  Academy   Item # 9 –  Adjournment  Back up material has not  been provided for this item.