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05-04-09 Trustees Meeting 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 MAY 4, 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 May 4, 2009 a. Review and approve minutes of the School Board of Trustees workshop and regular meeting held on April 6, 2009. 5. CONSIDER A RESOLUTION ESTABLISHING A BOARD POLICY UNDER TEXAS EDUCATION CODE REGULATIONS APPROVING CRITERIA AND REQUIREMENTS FOR PROOF OF RESIDENCY AND FOR ADMISSION OF GRANDCHILDREN OF WESTLAKE RESIDENTS TO WESTLAKE ACADEMY, AND AUTHORIZING STAFF TO SUBMIT THE NECESSARY DOCUMENTS TO THE TEXAS EDUCATION AGENDA (TEA) FOR APPROVAL. 6. CONSIDER A RESOLUTION APPROVING VARIOUS AMENDMENTS 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. 7. HEAR AND DISCUSS HEAD OF SCHOOL UPDATE: a. G10 Personal Projects b. Sports Update c. Book Fair Report d. Arts & Science Center e. Bandana Bonanza f. Update on Personnel for 2009-10 8. 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. 9. BOARD CALENDAR. - G8 Drama production – Alice in Wonderland o May 8, 2009, 6:30 p.m., Lawrence Elementary, Keller - Black Cow Banquet o May 31, 2009, 4-6 p.m., the Bradley residence - Last day of school o June 3, 2009 - Westlake Academy Graduation o May 23, 2010 Westlake Academy Board of Trustees Page 3 of 3 Regular Meeting Agenda May 4, 2009 10. EXECUTIVE SESSION. The Board will conduct a closed session under Texas Government Code for the following: 1. Section 551.071(1) and (2) to (i) 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, and (ii) Consultation with attorney on matters in which the duty of the attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code-Texas Government Code 551.071(2) regarding the following: A. Westlake Academy Charter document. B. Westlake Academy admissions policy. 2. Section 551.074(a)(1) of the Texas Government Code to deliberate the evaluation and duties of public officers: A. The Chief Executive Officer. B. The Head of School. 11. RECONVENE MEETING 12. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY. 13. 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, May 1, 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 – 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 April 6, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan Larry Corson, Carol Langdon, Don Redding, and Rebecca Rollins. ABSENT: None. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, School Attorney Michael Kallas, Secretary Kim Sutter, DPS Director Don Wilson, Head of Primary Jamie Schmitz, and Head of Secondary Robert Kai. 1. CALL TO ORDER. President Wheat called the workshop to order at 4:35 p.m. 2. REVIEW OF CONSENT AGENDA ITEMS FROM APRIL 6, 2009, TRUSTEES REGULAR MEETING AGENDA. President Wheat introduced the item and opened the floor for questions related to the consent agenda items from the April 6, 2009, regular meeting agenda. There were no questions regarding the consent agenda items. 3. HEAR AND DISCUSS PRESENTATION OF THE THREE IB PROGRAMMES. HOS Rosevear, Head of Primary Schmitz, and Head of Secondary Kai addressed the Board regarding the item. Head of Primary Schmitz presented a brief history on the IB programme. Mr. Schmitz explained that the PYP Programme includes students age 3 to 12, the MYP Programme ages 11 to 16, and the DP Programme for the final two years of school prior to entering a university. Westlake Academy Board of Trustees Page 2 of 3 Workshop Meeting Minutes April 6, 2009 Discussion ensued with regard to students entering the Programme and the benefits of students entering in their early years, testing for entrance into the programme, and orientation for new students entering the programme. Mr. Schmitz explained the PYP Programme to the Board, and added that the Programme focuses on the heart as well as the mind and addressses social, physical, emotional, and cultural needs as well as academic. Trustee Brittan inquired about the evaluation of hiring teachers that fit the IB Programme. HOS Rosevear responded that the letter of application, interview process, and observation of teaching techniques help identify potential teachers during the hiring process. Trustee Corson inquired as how to respond to parents who have pulled their student out of the programme and the perception that the student is educationally behind when entering other private or public schools. HOS Rosevear stated that the IB is a programme, and once completed the student will be on par or ahead of other students. Mr. Kai stated that being behind is in the eye of the judge as the measurements are not the same. Trustee Corson suggested that, during the orientation process, parents be made aware of what they can expect from year to year. Trustee Rollins suggested that parents be provided a copy of the curriculum and of the Texas Essential Knowledge and Skills (TEKS) requirement. Mr. Schmitz stated that semester reports show the conceptual progress of students and should be helpful to students and their parents. President Wheat suggested consideration be given to place the IB presentations on the Academy’s website. HOS Rosevear advised that the MYP and Diploma Programme presentation will be presented at the next Trustee workshop. 4. REVIEW AND DISCUSS QUARTERLY FINANCIAL “DASHBOARD” REPORT FOR QUARTER ENDED FEBRUARY 28, 2009. CEO Brymer addressed the Board regarding the item. Mr. Brymer advised the Board that the mid year reduction in state funding is shown in the estimated budget. Westlake Academy Board of Trustees Page 3 of 3 Workshop Meeting Minutes April 6, 2009 Mr. Brymer read a letter received today from the Texas Charter Schools Association regarding the Additional State Aid for Tax Reduction (ASATR) payments. Mr. Brymer advised the Board that the Texas Charter School Association (TCSA) recently met with the Texas Education Agency regarding the funding cut and the TEA has recalculated the ASATR based on the statewide average target revenue for school districts. Mr. Brymer added that this action will result in an increase in state funding for Charter schools. Mr. Brymer updated on the Board on the Black Smith apprentice program and stated that Leah Rennhack, President of the Westlake Academy Foundation, is preparing a newsletter to be sent to Westlake Academy families. Trustee Langdon stated that the Script program was a good way to earn money for the school and perhaps someone could step up to coordinate the program. HOS Rosevear advised that someone has volunteered. 5. FUTURE AGENDA ITEMS. There were no items submitted for consideration. 6. ADJOURNMENT. There being no further business before the Board, President Wheat adjourned the workshop at 5:51 p.m. APPROVED BY THE BOARD OF TRUSTEES ON MAY 4, 2009. _________________________________________ Laura Wheat, President ATTEST: ___________________________________ Kim Sutter, TRMC, Town Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING April 6, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson, Carol Langdon, Don Redding, and Rebecca Rollins. ABSENT: None. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, Town Attorney, Michael Kallas, Secretary Kim Sutter, Assistant to the Town Manager Ginger Awtry. 1. CALL TO ORDER. President Wheat called the meeting to order at 6:03 p.m. 2. PLEDGE OF ALLEGIANCE. President Wheat led the pledge of allegiance to the United States and Texas flags. 3. CITIZENS' PRESENTATIONS. Mrs. Debra Ledak, 2200 Mt. Gilead, Keller, addressed the Board regarding recent college campus visits and the contacts made as well as support for the IB Programme. 4. CONSENT AGENDA. President Wheat introduced the item and asked for a motion. a. Review and approve minutes of the School Board of Trustees workshop and regular meeting held on March 9, 2009. MOTION: Trustee Redding made a motion to approve the consent agenda as presented. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0 Westlake Academy Board of Trustees Page 2 of 5 Regular Meeting Minutes April 6, 2009 5. HEAR AND DISCUSS HEAD OF SCHOOL UPDATE: a. Mexico Student Exchange Westlake Academy student Isaac Cavazos (G5) addressed the Board regarding a recent visit by a student exchange student from Monterrey, Mexico and his experience with the exchange student. b. Baseball and Softball Update HOS Rosevear addressed the Board regarding the baseball and softball program and added that the program has expanded over the past year to three (3) baseball and two (2) softball teams playing regularly two to three times per week. President Wheat shared a recent experience regarding a recent baseball game and expressed appreciation to Mr. Kenny Rogers, former pitcher for the Detroit Lions, for his assistance in helping coach a couple of teams. c. MYP Personal Projects MYP Personal Projects: Kyle Herbst (G9), Tommy Grover (G9) addressed the Board regarding a project in their Areas of Interaction (AOI) class. The students explained that the project included the creation of a human sized piñata utilizing the design cycle. The students built a tank out of recycled material that shoots candy, and explained the process for acquiring the materials and the trials and errors of constructing the tank. d. Black Cow Awards HOS Rosevear announced that the following students were recently recognized for their contributions to The Black Cow from the 26th Annual Columbia Scholastic Press Association Gold Circle Award Program: - Nigel LaRue (G11) won first place in the Sport Cartoons category - Katie Forbes (former G11 student) and Nick Ford (G10) were awarded commendations in two other categories. 6. HEAR UPDATE REGARDING STAFFING NEEDS FOR THE 2009-10 SCHOOL YEAR. HOS Rosevear addressed the Board regarding the item. Mr. Rosevear advised the Board that there is a shortage of secondary teachers at the school. Discussion ensued regarding the student/teacher ratio. HOS Rosevear reviewed the proposed funding through program cuts and reorganization of staff. Westlake Academy Board of Trustees Page 3 of 5 Regular Meeting Minutes April 6, 2009 Board discussion ensued regarding increasing the student/teacher ratio for the Diploma Programme grade level. Trustee Corson commended HOS Rosevear for bringing this item before the Board and presenting a funding solution. Trustee Langdon asked if additional counselor positions are needed. HOS Rosevear advised the Board that he would recommend adding the equivalent of 1 ½ counselors at the secondary school. Mr. Rosevear added that an IT Assistance is recommended as the current individual supports 450 students, 60 staff members as well as the parent portal. However, the IT Assistant position can be considered during the Budget process. Trustee Brittan inquired if more coaches are needed for the sports programs. HOS Rosevear responded that parent coaches are currently utilized; however, current priority is placing teachers in classrooms. President Wheat recommended the Board discuss the development of the athletic programs at the school at a workshop. It was the consensus of the Board to accept the recommendation of the HOS regarding staffing needs for the 2009-10 school year. 7. FUTURE AGENDA ITEMS. There were no items submitted for consideration. 8. BOARD CALENDAR. President Wheat reviewed the Board calendar. - 12th Annual Charter School Conference o April 13- 15th, 2009; San Antonio Marriott Rivercenter Hotel - Bandana Bonanza o May 2, 2009, Westlake Academy Campus - TEA Charter School Orientation Session II o May 4-6, 2009; Austin - Board of Trustees Meeting o Monday, May 4, 2009 Westlake Academy Board of Trustees Page 4 of 5 Regular Meeting Minutes April 6, 2009 9. EXECUTIVE SESSION. President Wheat recessed the meeting to discuss the following items in executive session at 6:48 p.m. 1. Section 551.071(1) and (2) to (i) 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, and (ii) Consultation with attorney on matters in which the duty of the attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code-Texas Government Code 551.071(2) regarding the following: A. Westlake Academy Charter document. B. Westlake Academy admissions policy. 2. Section 551.074(a)(1) of the Texas Government Code to deliberate the evaluation and duties of public officers: The Head of School President Wheat convened the executive session at 6:53 p.m. The executive session adjourned at 7:58 p.m. 10. RECONVENE MEETING President Wheat reconvened the meeting at 7:59 p.m. 11. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY. President Wheat announced that no action is required regarding items discussed in executive session. 12. ADJOURNMENT. There being no further business before the Board, President Wheat asked for a motion to adjourn. MOTION: Trustee Redding 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 8:00 p.m. Westlake Academy Board of Trustees Page 5 of 5 Regular Meeting Minutes April 6, 2009 APPROVED BY THE BOARD OF TRUSTEES ON MAY 4, 2009. _________________________________________ Laura Wheat, President ATTEST: _____________________________ Kim Sutter, TRMC, Town Secretary 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 May 4, 2009 Date: April 30, 2009 ITEM Consideration for adoption of the following resolutions: a.) Resolution 09-09 - establishing a Board policy under Texas Education Code regulations approving criteria and requirements for proof of residency and for admission of grandchildren of Westlake residents to Westlake Academy, and authorizing staff to submit these documents to the TEA for their approval. b.) Resolution 09-10 - approving various amendments 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 their approval. 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 2 admission. FUNDING: If these resolutions are adopted, there are no new known costs for administering these policies, as long as it is understood that enforcement of the residency requirements for admission of Westlake resident grandparent’s grandchildren will have to be on a case by case, complaint made basis. Additionally, enforcement of these provisions will require that staff rely on the veracity of residency information submitted by the applicant’s grandparents. RECOMMENDATION: Adoption of these resolutions. ATTACHMENTS: • Resolution 09-09 with attached Board policy describing the requirements for proof of residency and admission of grandchildren of Westlake resident grandparents considered for admission to Westlake Academy (to be added to the Board policy manual, if approved). • Resolution 09-10 with attached amendments to the Westlake Academy admissions policy in the form of a Board policy (that will be added to the Board policy manual, if approved). WESTLAKE ACADEMY RESOLUTION NO. 09-09 ESTABLISHING A BOARD POLICY UNDER TEXAS EDUCATION CODE REGULATIONS APPROVING CRITERIA AND REQUIREMENTS FOR PROOF OF RESIDENCY AND FOR ADMISSION OF GRANDCHILDREN OF WESTLAKE RESIDENTS TO WESTLAKE ACADEMY, AND AUTHORIZING STAFF TO SUBMIT THE NECESSARY DOCUMENTS TO THE TEXAS EDUCATION AGENDA (TEA) FOR APPROVAL. WHEREAS, Chapter 25 of the Texas Education Code provides a provision for the admission of Town of Westlake resident’s who provide a substantial amount of after-school care for their grandchildren as determined by the Board of Trustees; and WHEREAS, the Board of Trustees desires to adopt the provisions of Chapter 25 of the Texas Education Code related to Admission, Transfer and Attendance; 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 provisions of Chapter 25 of the Texas Education Code related to Admission, Transfer and Attendance and authorizes submission of a Charter Amendment Application to the Texas Education Agency related to the adoption of Chapter 25 of the Texas Education Code. SECTION 2. that the Board of Trustees of Westlake Academy approve a Board Policy (attached) establishing criteria and requirements for admission of grandchildren of Westlake residents to Westlake Academy. SECTION 3. That this Resolution shall become effective upon the date of its passage, but contingent upon approval by the TEA. PASSED AND APPROVED ON THIS 4th DAY OF MAY 2009. _________________________________________ Laura Wheat, President ATTEST: _________________________________ _________________________________________ Kim Sutter, Secretary Thomas Brymer, Chief Executive Officer APPROVED AS TO FORM: __________________________________ L. Stanton Lowry, School Attorney 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- 09 : Date Board Adopted: Date Board Amended: Effective Date: 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. 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. 09-10 APPROVING VARIOUS AMENDMENTS 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. WHEREAS, the Board of Trustees desires to amend the Westlake Academy’s Admission policy 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 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 approves the submission of a Charter Amendment Application to amend the Westlake Academy Admissions policy to allow for the admissions of Westlake Academy Founder’s children, children of Westlake Academy Faculty, and children of Town of Westlake staff as well as adopts this as a Board policy for insertion in its policy manual, if approved by the TEA. SECTION 2. That this Resolution shall become effective upon the date of its passage, but contingent upon approval by the TEA. PASSED AND APPROVED ON THIS 4th DAY OF MAY 2009. _________________________________________ Laura Wheat, President ATTEST: _________________________________ _________________________________________ Kim Sutter, Secretary Thomas Brymer, Chief Executive Officer APPROVED AS TO FORM: __________________________________ L. Stanton Lowry, School Attorney 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- 10 : Date Board Adopted: Date Board Amended: Effective Date: 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 2008-2009 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. Town of Westlake Memo To: Honorable Presidents and Members of the Board of Trustees From: Mark Rosevear, Head of School Subject: Regular Meeting of May 4, 2009 Date: April 23, 2009 ITEM Hear and discuss Head of School update: a. G10 Personal Projects b. Sports Update c. Book Fair Report d. Arts & Science Center e. Bandana Bonanza f. Update on Personnel for 2009-10 BACKGROUND The Head of School will update the Board on various items and happenings at the school. FUNDING This action has no impact on the budget. ATTACHMENTS None 8. 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 # 8 –   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 M. Rosevear Shared service agreement – Regional Day School for Deaf Meeting  2/2/09 Brymer/Rosevear Strategic Planning Wkshp/Mtg    June 1, 2009, Meeting (submittal deadline May 28) Date Contact Description Format         August 3, 2009, Meeting (submittal deadline July 23) Date Contact Description Format         May 2009 4 June 2009 5 July 2009 6 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 2 1 2 3 4 5 6 1 2 3 4 3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11 10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31 31 Council Meeting Holiday  Trustees Meeting Election Day        Last day of School      9. BOARD CALENDAR. - G8 Drama production – Alice in Wonderland o May 8, 2009, 6:30 p.m., Lawrence Elementary, Keller - Black Cow Banquet o May 31, 2009, 4-6 p.m., the Bradley residence - Last day of school o June 3, 2009 - Westlake Academy Graduation o May 23, 2010 Westlake  Academy  Item # 9 –   Board Calendar     10. EXECUTIVE SESSION. The Board will conduct a closed session under Texas Government Code for the following: 1. Section 551.071(1) and (2) to (i) 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, and (ii) Consultation with attorney on matters in which the duty of the attorney under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code-Texas Government Code 551.071(2) regarding the following: A. Westlake Academy Charter document. B. Westlake Academy admissions policy.  2. Section 551.074(a)(1) of the Texas Government Code to deliberate the evaluation and duties of public officers: A. The Chief Executive Officer. B. The Head of School. Westlake  Academy  Item # 10 – Executive  Session     Westlake  Academy  Item # 11 –  Reconvene Meeting     Westlake  Academy  Item # 12 – Take any  necessary action from  Executive Session, if  necessary  Westlake  Academy   Item # 13 –  Adjournment  Back up material has not  been provided for this item.