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.
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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
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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
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.
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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.
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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.
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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.
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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
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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
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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
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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
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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.
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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.
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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.
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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.
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WESTLAKE ACADEMY
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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.
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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.
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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.
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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.
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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
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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.
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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
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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.
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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.
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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.
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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.
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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
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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.