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03-09-09 Trustee Workshop packetThe Regular Meeting of the Westlake Academy Board of Trustees will begin immediately following the conclusion of the Town Council Workshop, but not prior to the 6:00 p.m. posted start time. WESTLAKE ACADEMY Mission / Vision Statement Westlake Academy is a nurturing, community owned International Baccalaureate Charter School whose mission is to achieve academic excellence and to develop life-long learners who become well-balanced, responsible global citizens. BOARD OF TRUSTEES WORKSHOP A G E N D A MARCH 9, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE MUNICIPAL COURT ROOM, SUITE 207 4:15 P.M. 1. CALL TO ORDER. 2. REVIEW OF CONSENT AGENDA ITEMS FROM MARCH 9, 2009, TRUSTEES REGULAR MEETING AGENDA. 3. PRESENTATION OF HOW WESTLAKE ACADEMY PREPARES STUDENTS FOR SUCCESSFULLY TAKING THE SAT TEST. 4. DISCUSS THE PROPOSED POLICY FOR SCHOOL SANCTIONED FIELD AND RESIDENTIAL TRIPS 5. DISCUSS THE PROCESS THAT THE HEAD OF SCHOOL WILL USE FOR SELECTING THE HEAD OF SECONDARY OR THE HEAD OF PRIMARY POSITIONS. Westlake Academy Board of Trustees Page 2 of 2 Workshop Meeting Agenda March 9, 2009 6. HEAR AND DISCUSS THE WESTLAKE ACADEMY’S PLANNING PROCESS FOR THE 2009-10 SCHOOL YEAR. 7. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting. The Board member making the request will contact the CEO with the requested item and the CEO will list it on the agenda. At the meeting, the requesting Board member will explain the item, the need for Board discussion of the item, the item’s relationship to the Board’s strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board member receives a second, the CEO will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. - None. 8. ADJOURNMENT. 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, March 6, 2009, by 5 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kim Sutter, TRMC, Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. Westlake  Academy  Item # 2 –   Review of Consent  Agenda Items  Town of Westlake Memo To: Honorable President and Members of the Board of Trustees From: Mark Rosevear, Head of School Subject: Board of Trustees Workshop, March 9, 2009 Date: March 3, 2009 ITEM Presentation of how Westlake Academy prepares students for successfully taking the SAT test. BACKGROUND The Board of Trustees has asked the Administration of Westlake Academy to inform them of how students are being prepared to perform successfully on the SAT. The attached document shows in detail what steps are being taken. FUNDING This action has no impact on the budget. ATTACHMENT Westlake Academy’s SAT preparation information sheet Westlake Academy SAT preparation Westlake Academy does not offer a specific SAT preparation that would be comparable to external commercial preparation courses such as the Princeton Review. The reasons for this are as follows: • Skill set required for success on the SAT is a fundamental part of the development of IB students and does not need to be distinguished from the Westlake curriculum. • SAT “preparation” consists largely of test taking strategies that can be found for free on the College Board website. • Wide availability of private courses that fit individual scheduling. • Lack of staff time at Westlake to accommodate this as an after school activity. All teachers are currently at maximum capacity. This is also usually done with a stipend. • Concentration on IB studies does not allow for subject matter class time to accommodate formal SAT preparation. However, Westlake Academy has been doing the following for 11th graders since the inception of school. • During Friday tutorials Mr. Aisthorpe and Mr. Kai have been alternating SAT sessions using Vocabulary lists, official practice exams and released exams to familiarize students with the types of questions they will face. • Answers are checked and questions that are answered incorrectly are examined and correct answers are explained. • Writing for the SAT utilizes the same preparation as would be expected for the AP or IB exams, thus their normal classroom instruction applies to the SAT. 10th graders have not been included because of their current course load and their need to utilize their tutorial time for their work. 9th graders have discussed college applications, as well as admissions requirements at various colleges/universities. Each student researched a different college, produced a brochure highlighting admissions information, and made a presentation to the class. Within the parameters of what can be done giving current staffing levels and budgetary considerations, Westlake is preparing students for these exams as much as it can. It also should be noted that there is no subject matter preparation for the exam it is a measurement of student skills, not an achievement exam. Thus common strategies such as “guess if you have a feeling that an answer may be correct, because the penalty for a wrong answer is only .25 of a point” have a limited value. Most commercial courses provide strategies such as this and utilize practice exams to “prepare” students for the exams. College admissions representatives have visited the campus periodically to talk with the students. In addition, Mrs. Davis has scheduled a Financial Aid Program that will be conducted by a representative from SMU as well as a program for April with Princeton Review, called "Getting In." This is a college admissions forum for students and parents. Town of Westlake Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Mark Rosevear, Head of School Subject: Board of Trustees Workshop, March 9, 2009 Date: March 2, 2009 ITEM Discuss the proposed policy for school sanctioned field and residential trips BACKGROUND The Senior Management Team of Westlake Academy is proposing that the Board of Trustees adopt a policy that establishes Board parameters for Westlake Academy student trips. Specifically this policy endorses the use of such trips to pursue, promote, and enhance IB learning goals for Academy students as well as sets out the parameters by which these trips will be conducted. This includes a reference in this Board policy to detailed requirements established in the Parent-Teacher Handbook. A copy of the latest version of these detailed requirements that will be placed in the next edition of the Handbook is attached below to this agenda memo. The policy itself is Exhibit A to the resolution that, if approved, adopts the policy for placement in the Board’s Policy Manual that staff is beginning to compile. An item has been included on the March 9, 2009, regular meeting agenda for the Board’s consideration. FUNDING This action has no impact on the budget. RECOMMENDATION Staff recommends adoption of the resolution approving this Board policy as presented. ATTACHMENTS: Proposed Policy with revisions from February 9, 2009 Trustee Workshop Latest detailed student trip requirements for next edition of Parent-Student Handbook 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09 : Date Board Adopted: Date Board Amended: Effective Date: Policy Name: Board Parameters for School Sanctioned Trips Policy Category: Student Achievement Policy Goal: Students Who Become Well Balanced, Life Long Learners Policy Description: The Board of Trustees supports Academy sanctioned trips as a means to pursue, promote, and enhance IB learning goals for Academy students as set out in the IB Learner Profile. As such, all school sanctioned trips should fit and promote this IB Learner Profile, the IB curriculum, as well as be of direct educational value for the student participants of these trips. To that end, student trips should be planned to coordinate as much as practical with the Academy’s school calendar. A school planned trip that occurs during the time the Academy is in session should also adequately address the academic needs of the students that cannot attend the trip. The Head of School or his designate is responsible for establishing chaperone ratios that address safety needs. All trips must be planned in accordance with requirements established in the Parent-Student Handbook or other administrative procedures and requirements approved and set out by the Head of School. In an effort to provide the safest possible environment for the students of Westlake Academy, this policy for student trips will be enforced on any and all trips that require students to be away from the property located at 2600 Ottinger Road, Westlake, Texas, 76262. Any trip taken away from the school is a privilege, not a right, and as such, students are required to represent our school in a responsible manner. This 2 privilege could be revoked as a disciplinary measure if deemed necessary by the school administration. The following are the Westlake Academy Residential Trips Policy Rationale and Learning Outcomes: Rationale: At Westlake Academy, we believe that residential trips give the students greater opportunities for experiential learning within an appropriate, relevant and authentic context, as well as the chance to develop their independence and self- management skills. Time away from home helps cement and forge friendships, as well as strengthening the bonds that they have with their teachers. In addition to the aforementioned, residential trips afford students with the opportunity of experiencing different perspectives and cultures, thus promoting and developing greater understanding and international-mindedness. Learning Outcomes: DEVELOPING KEY SKILLS • Using and applying knowledge, skills and understanding in different, realistic and exciting contexts • Developing the ability to work co-operatively • Developing the ability to communicate successfully • Showing initiative and a positive attitude • Showing greater independence, moving towards self-reliance • Becoming increasingly risk aware and increasing understanding and independent action RAISING ACHIEVEMENT BY BOOSTING SELF-ESTEEM AND MOTIVATION • Raising self-esteem through successful participation and enjoyment • Developing a positive attitude to learning • Helping demonstrate strengths and understanding of limitations • Encouraging responsibility • Improving behavior • Addressing disaffection 3 DEVELOPING SOCIAL EDUCATION AND CITIZENSHIP • The ability to work with others, accept and support them, building relationships • Learning to tolerate others and respect their views – understanding equal opportunities • Learning to accept the consequences of their own actions • Learning to defend their own point of view • Encouraging a commitment to voluntary service • Exploring attitudes and values they will carry into adult life PROMOTING EDUCATION FOR SUSTAINABLE DEVELOPMENT • An appreciation of the natural world as a source of interest and challenge • A concern for living things • An understanding of the need for interdependence between people and the environment • Recognition of the effect of present actions on the future • An increasing ability to access evidence and make personal decisions PROMOTING HEALTH AND FITNESS AND A POSITIVE USE OF LEISURE (where applicable) • Developing a positive attitude to physical activities and a health lifestyle • Developing and experiencing physical fitness and well-being • Achieving success in physical activities • Developing self-respect and self-discipline and the ability to cope with adversity SCHOOL SANCTIONED TRIPS In an effort to provide the safest possible environment for the students of Westlake Academy, this policy for student trips will be enforced on any and all trips that require students to be away from the property located at 2600 Ottinger Road, Westlake, Texas, 76262. Any trip taken away from the school is a privilege, not a right, and as such, students are required to represent our school in a responsible manner. This privilege could be revoked as a disciplinary measure if deemed necessary by the school administration. Westlake Academy Residential Trips Rationale and Learning Outcomes Rationale: At Westlake Academy, we believe that residential trips give the students greater opportunities for experiential learning within an appropriate, relevant and authentic context, as well as the chance to develop their independence and self-management skills. Time away from home helps cement and forge friendships, as well as strengthening the bonds that they have with their teachers. In addition to the aforementioned, residential trips afford students with the opportunity of experiencing different perspectives and cultures, thus promoting and developing greater understanding and international-mindedness. Learning Outcomes: DEVELOPING KEY SKILLS • Using and applying knowledge, skills and understanding in different, realistic and exciting contexts • Developing the ability to work co-operatively • Developing the ability to communicate successfully • Showing initiative and a positive attitude • Showing greater independence, moving towards self-reliance • Becoming increasingly risk aware and increasing understanding and independent action RAISING ACHIEVEMENT BY BOOSTING SELF-ESTEEM AND MOTIVATION • Raising self-esteem through successful participation and enjoyment • Developing a positive attitude to learning • Helping demonstrate strengths and understanding of limitations • Encouraging responsibility • Improving behavior • Addressing disaffection DEVELOPING SOCIAL EDUCATION AND CITIZENSHIP • The ability to work with others, accept and support them, building relationships • Learning to tolerate others and respect their views – understanding equal opportunities • Learning to accept the consequences of their own actions • Learning to defend their own point of view • Encouraging a commitment to voluntary service • Exploring attitudes and values they will carry into adult life PROMOTING EDUCATION FOR SUSTAINABLE DEVELOPMENT • An appreciation of the natural world as a source of interest and challenge • A concern for living things • An understanding of the need for interdependence between people and the environment • Recognition of the effect of present actions on the future • An increasing ability to access evidence and make personal decisions PROMOTING HEALTH AND FITNESS AND A POSITIVE USE OF LEISURE (where applicable) • Developing a positive attitude to physical activities and a health lifestyle • Developing and experiencing physical fitness and well-being • Achieving success in physical activities • Developing self-respect and self-discipline and the ability to cope with adversity School trips fall into two categories, FIELD and RESIDENTIAL. A field trip is defined as being a day trip, residential one where the students stay overnight. However, there are some points pertinent to both: Pre-trip: 1. The school administration must approve all trip destinations and itineraries before any deposits are made. 2. Parents must agree to and sign all relevant trip forms before their child is officially registered to attend. 3. A representative from the school (teacher, administrator, coach etc.) must lead the group to represent the school and to be responsible for the appropriateness of all decisions concerning the students while away from Westlake Academy. 4. Although a school representative will be in charge of the trip, that person can solicit help from parents in helping to work on some of the administrative details of the trip. 5. Teacher/student ratio for trips will be a minimum of 1 per 10 for Primary and 1 per 10 for Secondary. During the trip: 1. All rules for conduct and student dress held within the Westlake Academy Parent/Student Handbook must be adhered to on any school-sponsored trip. 2. Any television or movie watched in transit must be rated PG or less for secondary students and G or less for Primary students. 3. Student use of alcohol, non-prescription drugs and tobacco is strictly prohibited and will be handled as outlined in the appropriate section of this handbook. 4. No public displays of affection i.e. holding hands, kissing, hugging, etc. will be permitted. 5. If parents are going to be required to transport any child from Westlake Academy, a school administrator or teacher must grant approval. Upon parental agreement to transport Westlake Academy students, that parent is required to abide by all rules stated herein. 6. If a parent accompanying the trip has their own vehicle, they will be permitted to drive only children that have been approved by the school’s representative. 7. Written permission must be obtained from the parent if a non-custodial person wishes to take another child in their vehicle. 8. Westlake Academy students must ride in the transportation provided by the school unless prior written permission has been given to the school administration outlining the details of alternate transportation. In cases where alternative transport arrangements have been made, parents must pay the full field trip fee. 9. Any Westlake Academy students transported by a commercial bus/plane will abide by the following: A Westlake Academy recognized representative (school administrator, teacher, and/or coach) has the right, at their discretion, to separate boys from girls by placing one group in the front of the transportation vehicle and one group in the back. This rule is a requirement, not an exception, and involves all overnight accommodation or places where students will be sleeping. 10. No student’s desires or behavior will be allowed to, in any way, harm the group as a whole. The school representative has the right to warn or reprimand if the undesired behavior continues or warrants immediate attention. FIELD TRIPS 1. Cell phones are not allowed on field trips and will be handled as is stated in the Personal Property sections of this handbook. RESIDENTIAL TRIPS International: If there is a Department of State warning concerning the country that the school was intending to travel to, then the school will not travel to that country. Pre-trip: 1. All residential trips are dependent on numbers of students wishing to go on these trips. If numbers fall to a level where the Head of School or Head of section thinks the trip is economically or otherwise unviable, the trip could be cancelled. This would be communicated to parents at the earliest opportunity to try to avoid cancellation. 2. Prior to residential trips, students must sign an “expected behavior” form. They will then be held accountable for their behavior on the trip at the risk of being sent home at their parents’ expense if they ignore the expectations. 3. Students with a previous record of misbehavior in school or on either field or residential trips could be barred form joining the trip. 4. If fundraising undertaken for a school trip falls short of the projected costs, then parents are still ultimately responsible for all remaining expenses or trip may be cancelled of postponed. If trip is cancelled or postponed, all monies collected will be returned to parents with the exception of non-refundable fees. 5. All fundraising ideas related to school trips must be approved by the school administration and monies raised are used solely for the purpose of defraying the expense of the trip for the students. 6. However, fundraising will not be handled by representatives of the school, but by an organizing parental committee for each trip. The school is not responsible for the distribution or organizing of fund raising information. 7. The cost of teachers’ tickets and accommodation will be borne by the traveling students, not the school. A lot of times this will be included in the discounts given by travel companies. Depending on numbers, it might be necessary to re-bill parents accordingly if numbers traveling fluctuate. 8. Parents are very welcome to come as chaperones when their children are not on the trip. During the trip: 1. For overnight trips, one chaperone will be required to stay in or in close vicinity to every student room as directed by school administrator. This clearly would not apply when students are being hosted by families from other schools. 2. Women must stay with girls and men must stay with boys. The chaperone in charge will determine a designated “lights out” time. After that time, no one is to leave the room. 3. Boys in girl’s rooms and girls in boy’s rooms will not be tolerated and could result in a student/students being sent home immediately. Siblings must also adhere to this rule. 4. Students may bring cell phones on residential trips to be used only during approved times as determined by the trip leader. 5. Any television or movie watched in transit or in the room must be rated PG or less for secondary students and G or less for Primary students. Chaperones: 1. All chaperones must be approved by the school and must follow all written and implied rules of conduct that are expected of an adult accompanying a Westlake Academy student group and sign a Chaperone Form. 2. Chaperones will be fully responsible for their own personal expenses. 3. Chaperone use of alcohol, non-prescription drugs and tobacco is strictly prohibited and will be handled as outlined in the appropriate section of this handbook. 4. Chaperone drivers must provide a copy of their current, legal driver’s licenses and insurance each time they drive. 5. Chaperone drivers are not permitted to make stops that are not planned by trip leader except in emergency situations. 6. Chaperones have the right to confiscate any materials (including but not limited to CDs, magazines, books, tee shirts, etc.) students bring on the trip that they deem inappropriate for a school group. 7. No chaperone’s desires or behavior will be allowed to, in any way, harm the group as a whole. The school representative has the right to warn, reprimand, or act in accordance with the above stated penalties if the undesired behavior continues or warrants immediate attention. 8. Chaperones cannot bring their own children on trips unless that child is a member of the class that is going on the trip. Town of Westlake Memo To: Honorable President and Members of the Board of Trustees From: Mark Rosevear, Head of School Subject: Board of Trustees Workshop, March 9, 2009 Date: February 25, 2009 ITEM Discuss the process that the Head of School will use for selecting the Head of Secondary or the Head of Primary positions. BACKGROUND As requested by the Board of Trustees, the Head of School is presenting the Board the process that will be used to fill Head of Primary and Head of Secondary positions as needed. FUNDING This action has no impact on the budget. ATTACHMENT Hiring Process for Heads of Primary and Secondary positions Heads of Primary and Secondary Hiring Process As requested by Board for the selection of Head of Secondary or Head of Primary position. 1. Advertise position. 2. On receipt of application, Head of School (HoS) to select long list candidates and then interview them before selecting short list. 3. Short-listed candidates to be interviewed by a committee consisting of the Mayor, other Head of Section, a faculty member, a member of parent body and a member of Campus Leadership Team (CLT). These would be selected by HoS in agreement with CEO. 4. Final interview and decision made by CEO and HoS and then submitted to Board for approval. These interviews could be face-to-face or by skype or video conferencing, depending on location/availability of candidates. Town of Westlake Memo To: Honorable President and Members of the Board of Trustees From: Mark Rosevear, Head of School Subject: Board of Trustees Workshop, March 9, 2009 Date: February 25, 2009 ITEM Hear and discuss the Westlake Academy’s planning process for the 2009-10 school year. BACKGROUND The Head of School has drawn up a plan to inform the Board of Trustees of Westlake Academy the planning that is currently being done for the 2009-10 school year FUNDING This action has no impact on the budget. ATTACHMENT Westlake Academy’s 2009-10 planning process for the 2009-10 school year Westlake Academy’s 2009-10 planning process for the 2009-10 school year 1. School year calendar has already been agreed. 2. There will be only one master calendar of events next year but this cannot be completed until later this year. 3. Staff have had input into budgets for the first time – these were submitted to SMT at end of February and SMT has since been collecting and tabulating this information. Once this is completed (or as far as is possible at this stage), SMT can work with Debbie Piper on the final budget to be presented to the Board. 4. The school day will be reduced to 3.15pm. This was brought before the Campus Leadership Team (CLT) who responded favorably as the current day is too long; time is not used productively; there would be more time for individual or group tutoring; more time for teacher meetings; more time for extracurricular activities such as sport or music. One issue was raised about the loss of instructional time but with an amended schedule (see below) there is not any. Another problem might be that some parents would not be able to pick up children, but this was not seen as something that should get in the way of what is best educationally. It is also a normal school leaving time in local schools. 5. The secondary day will consist of five classes of one hour ten minutes. This is five hours fifty minutes each day – we currently have six hours of classes and forty-five minutes of ‘tutor time’. CLT was very supportive of this idea. 6. Strings and music program. This was also discussed at CLT. There was a feeling that the program is not working well as it is currently taught in grades 1-4. There were two options discussed – remove the program, or have it in maybe grade 4-6. Music will also be taught in grade 7 next year, with the intention it will also be taught in grade 8 the year after. There was a strong feeling that with the school day shorter, more extracurricular music and especially a greater variety of music, including possibly a strings program, could be offered. Budgetary needs have to be considered and whether students pay all or part of the costs would need to be discussed. The obvious advantage is that those students who stay for classes are those that want to learn the different instruments. 7. Advertisements for possible vacant positions have been made earlier this year in order to attract a strong pool of candidates. 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  2/2/09 M. Rosevear Presentation of IB Programmes  Wkshp or Mtg    Mar. 9, 2009, Meeting (submittal deadline Feb. 26) –6:00 p.m. Date Contact Description Format  11/11/08 M. Rosevear Policy on Residential Trip Policy including fundraising Wkshp/Mtg  2/27/08 M. Rosevear Report on SAT / College Readiness Workshop  2/27/08 Brymer/Rosevear Input on hiring of Heads of Primary and Secondary  Workshop  2/27/08 Rosevear Head of School Update Meeting    Apr. 6, 2009, Meeting (submittal deadline Mar. 26)–6:00 p.m. Date Contact Description Format  2/2/09 Brymer/Rosevear Strategic Planning Wkshp/Mtg    May 4, 2009, Meeting (submittal deadline April 23) –6:00 p.m. Date Contact Description Format  1/30/09 M. Rosevear Shared service agreement – Regional Day School for Deaf Meeting         March 2009 April 2009 May 2009 S M T W TH F SA S M T W TH F SA S M T W TH F S 1 2 3 4 5 6 7 1 2 3 4 1 2 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 31 Council Meeting Holiday  Trustees Meeting Election Day   Council/Trustees Meeting                 Westlake  Academy   Item # 8 –  Adjournment  Back up material has not  been provided for this item.