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05-04-09 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 May 4, 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 May 4, 2009, TRUSTEES REGULAR MEETING AGENDA. Is everything occurring appropriately? (ensuring that operationally inappropriate things are not occurring.) 3. HEAR AND DISCUSS REPORT FROM WESTLAKE ACADEMY HOUSE OF COMMONS SPEAKER REGARDING 2008-2009 ACTIVITIES AND THE 2009- 2010 ACTIVITIES. 4. DISCUSSION AND PRESENTATION OF POSSIBLE CHARTER REVISION/UPDATE PROCESS FOR WESTLAKE ACADEMY. 5. DISCUSSION OF PARENT INVOLVEMENT AT WESTLAKE ACADEMY, INCLUDING THE CAMPUS LEADERSHIP TEAM. Westlake Academy Board of Trustees Page 2 of 2 Workshop Meeting Agenda May 4, 2009 How well are the students doing? (ensuring that the right student outcomes are being achieved – focus is on student outcomes and not processes) 6. HEAR AND DISCUSS PRESENTATION OF THE THREE IB PROGRAMMES. 7. DISCUSSION OF WESTLAKE ACADEMY CURRENT AND FUTURE ATHLETIC PROGRAMS. 8. DISCUSSION OF WESTLAKE ACADEMY FINE ARTS PROGRAMS/CURRICULUM. Board Assessment and Development (concepts and principles that underlie good governance) 9. 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. 10. DISCUSSION AND CONSIDERATION OF THE WESTLAKE ACADEMY PARENTS’ SURVEY. 11. 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. 12. 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 4:30 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kim Sutter, TRMC, Town Secretary 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 April 6, 2009. Westlake  Academy  Item # 2 –   Review of Consent  Agenda Items  Westlake Academy Memo To: Honorable President and Members of the Board of Trustees From: Thomas Brymer, Chief Executive Officer Subject: Workshop Meeting of May 4, 2009 Date: April 29, 2009 ITEM Hear and discuss report from Westlake Academy House of Commons Speaker regarding the 2008-2009 activities and the 2009-2010 activities. 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 May 4, 2009 Date: April 29, 2009 ITEM Discussion and presentation of possible charter revision/update process 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 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 May 4, 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. Town of Westlake Memo To: Honorable President Members of the Board of Trustees From: Mark Rosevear, Head of School Subject: Board of Trustees Workshop, May 4, 2009 Date: April 23, 2009 ITEM Presentation of the three IB Programmes BACKGROUND Head of Primary, Jamie Schmitz will give a presentation on the Primary Years Programme. Head of Secondary, Robert Kai will give a presentation on the Secondary Years Programme. Head of School, Mark Rosevear will give a presentation on the Diploma Programme. At the end of each presentation, there will be a time for questions and answers. FUNDING This action has no impact on the budget. 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 May 4, 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: Tom Brymer, Town Manager/CEO Westlake Academy Subject: Workshop Meeting of May 4, 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 May 4, 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 May 4, 2009 Date: April 30, 2009 ITEM Discussion and consideration of the Westlake Academy parents’ survey. 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 11. 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 # 11 –   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      Westlake  Academy   Item # 12 –  Adjournment  Back up material has not  been provided for this item.