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06-01-09 Trustees Workshop Packet 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 June 1, 2009 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE – 2ND FLOOR COUNCIL CHAMBERS/MUNICIPAL COURT ROOM 4:30 P.M. 1. CALL TO ORDER. 2. REVIEW OF CONSENT AGENDA ITEMS FROM JUNE 1, 2009, TRUSTEES REGULAR MEETING AGENDA. How well are the students doing? (ensuring that the right student outcomes are being achieved – focus is on student outcomes and not processes) 3. DISCUSSION OF WESTLAKE ACADEMY FINE ARTS PROGRAMS/CURRICULUM. 4. DISCUSSION OF WESTLAKE ACADEMY CURRENT AND FUTURE ATHLETIC PROGRAMS. Westlake Academy Board of Trustees Page 2 of 3 Workshop Meeting Agenda June 1, 2009 Board Assessment and Development (concepts and principles that underlie good governance) 5. HEAR AND DISCUSS THE FIVE-YEAR FINANCIAL PROJECTION. 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. Is everything occurring appropriately? (ensuring that operationally inappropriate things are not occurring.) 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. 8. DISCUSSION OF PARENT INVOLVEMENT AT WESTLAKE ACADEMY, INCLUDING THE CAMPUS LEADERSHIP TEAM. 9. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting. The Board member making the request will contact the CEO with the requested item and the CEO will list it on the agenda. At the meeting, the requesting Board member will explain the item, the need for Board discussion of the item, the item’s relationship to the Board’s strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board member receives a second, the CEO will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. - None. 10. 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. 11. RECONVENE MEETING 12. ADJOURNMENT. Westlake Academy Board of Trustees Page 3 of 3 Workshop Meeting Agenda June 1, 2009 ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on Friday, May 29, 2009, by 4:30 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. 2. CONSENT AGENDA: All items listed below are considered routine by the Board of Trustees and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. a. Review and approve minutes of the School Board of Trustees workshop and regular meeting held on May 4, 2009. 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. Westlake  Academy  Item # 2 –   Review of Consent  Agenda Items  Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Workshop Meeting of June 1, 2009 Date: April 29, 2009 ITEM Discussion of Westlake Academy fine arts programs/curriculum. 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: Currently the Academy provides visual arts instruction for all grades (K-10; possible course study in grades 11-12 for those in the Diploma Program). Performing arts (drama) instruction is provided in Grades 7-8. Through the current academic year, the Academy has offered a strings instruction class for the Primary Years Program (PYP) through Grade 4. It is currently planned to place this program on hiatus for the upcoming academic year to allow evaluation of viable alternatives related to musical instrument instruction. Music education is offered for Grades K-6 along with an after school choir for Grades 4-6. Additionally, a drum line program is offered as an extra-curricular activity for Grades 6 and up. FUNDING: Various levels of funding is provided in the Academy’s operating budget to support the current fine arts curriculum described above in the Background section of this agenda memo. Private donations have helped support the drum line program. RECOMMENDATION: That the Board discuss the current and future status of the fine arts curriculum/programs at the Academy, as it relates to the Academy’s mission, vision and values in pursuit of the education of our students. Further, once the Board determines the desired outcome (i.e. the result or goal) it wishes to attain related to the fine arts education for Westlake Academy students, that the Board then direct staff to prepare a position/briefing paper for Board consideration. This paper should identify short, long, and medium term objectives for achieving the desired outcome (result or goal), the pros/cons of the various options, as well as recommendations pertaining to each. ATTACHMENTS: None Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Workshop Meeting of June 1, 2009 Date: April 29, 2009 ITEM Discussion of Westlake Academy current and future athletic programs. 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 Westlake Academy has a number of athletic programs for its students which have expanded over time as the Academy’s academic grade offerings and enrollment has increased. FUNDING: While not applicable at this time, various Board policy decisions related to Academy athletic programs could have budgetary impacts, depending on the policy decisions made. RECOMMENDATION: That the Board discuss the current status of the Westlake Academy athletic programs; their strengths, as well as opportunities for the future. This discussion should include the Board’s desired outcomes for the athletic programs as they pertain to achieving the Academy’s mission/vision and values. At the appropriate time during these discussions and if/when the desired outcomes are indentified, the Board could direct staff to provide a briefing paper/report for the Board’s consideration. This report would include options for the Board to consider regarding the Academy’s athletic programs, an evaluation of the pros/cons for each of the options, and recommendations for each. ATTACHMENTS: None Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Mark Rosevear, Head of School Debbie Piper, Finance Director Darcy McFarlane, Administrative Coordinator Subject: Workshop Meeting of June 1, 2009 Date: May 27, 2009 ITEM Hear and Discuss the Five-Year Financial Projection. 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 Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Workshop Meeting of June 1, 2009 Date: April 29, 2009 ITEM 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. 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 Recently two (2) members of the Board of Trustees along with the CEO, Finance Director and Administrative Coordinator attended the TCSA annual conference which included very informative speakers and engaging break-out sessions. This agenda item is intended to provide an opportunity for the conference attendees to report and discuss the conference agenda topics with the Board; to share information they obtained, as well as “lessons learned” from the conference, that can be applied to Westlake Academy and the Board’s governance role of the Academy. FUNDING: N/A at this time RECOMMENDATION: Hear information obtained at, as well as observations from, this conference and discuss ways to apply it to the benefit of Westlake Academy and its governance. ATTACHMENTS Life Cycle Renewal for Charter Schools; handout from session led by Peter Hilts & Doug Hering, The Classical Academy in Colorado Springs, CO Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Workshop Meeting of June 1, 2009 Date: May 27, 2009 ITEM 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. 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 RECOMMENDATION: For the Board to discuss and approve any additional requirements or definitions to the admissions policy before submission to TEA for amendment; specifically regarding the lottery exemption categories of children of current Westlake Academy faculty and children of current employees of the town of Westlake. ATTACHMENTS: Resolution 09-10 with attached amendments to the Westlake Academy admissions policy in the form of a Board policy as approved at the May 4, 2009, Board of Trustee meeting. 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- 10 Date Board Adopted: May 4, 2009 Date Board Amended: N/A Effective Date: May 4, 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. 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. 1 Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Workshop Meeting of June 1, 2009 Date: April 29, 2009 ITEM Discussion of parent involvement at Westlake Academy, including the Campus Leadership Team. 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 Academy’s charter establishes parent involvement and input as a priority through the House of Commons (HOC) and the Campus Leadership Team (CLT). The CLT is described specifically in the charter, although the HOC is referred to as the Parents Club. While not mentioned in the charter, Westlake Academy also established the Westlake Academy Athletic Club with parent involvement. FUNDING: N/A at this time. RECOMMENDATION: That the Board discuss the current status of parent involvement at Westlake Academy and determine what the desired outcomes are regarding parent involvement and how to achieve these outcomes in terms of pursuing Westlake Academy’s mission, vision, and values as it relates to educating our students. Additionally, once the Board determines the desired outcome it wishes to achieve for Westlake Academy via parent input, the Board could consider the following decisions to enhance parent involvement: • Through a Board policy, more specifically define and delineate the CLT’s scope of responsibility as an advisory committee to the Board, as well as making the Board responsible for all or most of the appointments of members to the CLT. • Establish a list of strategic priorities to communicate to the CLT and have the CLT conduct public meetings using these strategic priorities during the course of the school year to solicit parent input for communication back to the Board of Trustees. ATTACHMENTS: 1) Excerpt from the charter regarding the Campus Leadership Team’s responsibilities 2) Campus Leadership Team By-laws Policies and Procedures – Bylaws The bylaws set the standards of conduct expected for each member. By-laws of the committee may be amended or repealed by a majority affirmative vote of the committee membership. General Powers 1. Identify the educational needs of the community. 2. To give advice on educational, social, and physical events that can benefit the school and community. 3. To discuss ways of improving communication between school-parent, parent- teacher, and teacher-student. Election/Appointment Process The Chair and co-chair will be selected by the members of the committee. Subcommittees can be appointed by the Chair. Chair/Vice-Chair The Chair presides at all meetings of the committee. 1. Prepare meeting agendas 2. Maintain order in meetings, and keep discussions relevant to the issue being discussed. 3. Entertain motions and to vote on all matters 4. Call for a special meeting. The Vice-Chair will have the same duties when the Chair is not available. Clerk/Secretary This person will be in charge of keeping the minutes/record of all meetings. Individual Members 1. Accept and encourage a variety of opinions from and communicate with the community. 2. Make public relevant information to promote communication and understanding between the school and the community. 3. Consider and make recommendations to the board or head of school of matters brought to our attention. 4. Conduct meetings with planned and published agendas. 5. Recognize that the first and foremost concern must be the educational welfare of the students. 6. Work with other committee members to establish effective committee policies. 7. Avoid being placed in a position of conflict of interest, and refrain from using committee position for personal gain. 8. Attend all regularly scheduled committee meetings, and become informed on issues to be considered. Meetings 1. All members are to be notified of regular scheduled meetings at the conclusion of the current meeting. 2. Agendas are to be made available at least 24 hours prior to the meeting. 3. Meetings will adjourn when all matters at hand have been discussed and/or the chair adjourns the meeting. 4. Meetings can not be held or votes on matters taken without ¾ of the members present. 9. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting. The Board member making the request will contact the 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 # 9 –   Future Agenda  Items     10. 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. Westlake  Academy  Item # 10 – Executive  Session     Westlake  Academy  Item # 11 –  Reconvene Meeting  Westlake  Academy   Item # 12 –  Adjournment  Back up material has not  been provided for this item.