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05-18-15 BOT Agenda PacketThe Regular Meeting of the Board of Trustees will begin immediately following the conclusion of the Board of Trustees Workshop but not prior to the posted start time. Mission Statement Westlake Academy is an IB World School whose mission is to provide students with an internationally minded education of the highest quality so they are well-balanced and respectful life-long learners. Page 1 of 4 WESTLAKE ACADEMY Vision Statement Westlake Academy inspires students to achieve their highest individual potential in a nurturing environment that fosters the traits found in the IB Learner Profile. Inquirers, Knowledgeable, Thinkers, Communicators, Principled, Open-Minded, Caring, Risk-takers, Balanced and Reflective BOARD OF TRUSTEES MEETING AGENDA May 18, 2015 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE – 2ND FLOOR WESTLAKE, TX 76262 COUNCIL CHAMBERS Workshop Session 5:15 p.m. Regular Session 6:00 p.m. Page 2 of 4 Work Session 1. CALL TO ORDER 2. REVIEW OF CONSENT AGENDA ITEMS FOR THE MAY 18, 2015, TRUSTEES REGULAR MEETING AGENDA. 3. DISCUSSION ITEMS a. Presentation and discussion regarding from the Westlake Academy Athletic Club (WAAC). (10 min) b. Update on phasing of Language B in the MYP Programme of Study. (25 min) 4. EXECUTIVE SESSION The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: Section 551.071(2) – Consultation with School Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Admissions policy and related charter amendments. 5. RECONVENE MEETING 6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 7. BOARD RECAP / STAFF DIRECTION 8. ADJOURNMENT Regular Session 1. CALL TO ORDER 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS: 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. 3. 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. Page 3 of 4 a. Consider approval of the minutes from the April 13, 2015, meeting. b. Consider approval of Resolution 15-06, Authorizing Westlake Academy to renew participation with the ESC Region 11 Benefits Cooperative for the 2015-2016 school year. c. Consider approval of Resolution 15-07, Authorizing termination of an agreement with North Central Texas Janitorial for cleaning services of the Westlake Academy Campus. 4. DISCUSSION AND CONSIDERATION OF RESOLUTION 15-08, AMENDING THE ADMISSIONS POLICY. 5. DISCUSSION AND CONSIDERATION OF RESOLUTION 15-09, AMENDING THE PROOF OF RESIDENCY POLICY. 6. EXECUTIVE SESSION The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: Section 551.071(2) – Consultation with School Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Admissions policy and related charter amendments. 7. RECONVENE MEETING 8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 9. BOARD CALENDAR 10. 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 Superintendent with the requested item and the Superintendent 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 Superintendent will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. Page 4 of 4 11. 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 May 13, 2015, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kelly Edwards, 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. REVIEW OF CONSENT AGENDA ITEMS a. Consider approval of the minutes from the April 13, 2015, meeting. b. Consider approval of Resolution 15-06, Authorizing Westlake Academy to renew participation with the ESC Region 11 Benefits Cooperative for the 2015-2016 school year. c. Consider approval of Resolution 15-07, Authorizing termination of an agreement with North Central Texas Janitorial for cleaning services of the Westlake Academy Campus. Westlake Academy Item # 2 – Review of Consent Agenda Items DISCUSSION ITEMS a. Presentation and discussion regarding from the Westlake Academy Athletic Club (WAAC). (10 min) b. Update on phasing of Language B in the MYP Programme of Study. (25 min) Westlake Academy Item # 3– Discussion Items Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: ATHLETICS Meeting Date: 05/18/2015 Staff Contact: ALAN BURT Report Subject: Affiliate Yearly Update (WAAC) EXECUTIVE SUMMARY PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK The report relates directly to Westlake Academy’s Vision of inspiring “…students to achieve their highest individual potential…” etc etc (sample) FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS NONE REQUIRED AT THIS TIME ATTACHMENTS 1. Update from the Westlake Academy Athletic Club (WAAC) for the 2014-2015 School Year. Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: MYP Meeting Date: May 18, 2015 Discussion Staff Contact: Andra Barton, Ed.D. Amanda Cawthra Kirsty Wilkinson MYP Principal Director of C & I MYP Coordinator Subject: Update on phasing of Language B in the MYP Programme of Study UPDATE ON PROGRESS At the January 2015 Board of Trustees meeting the Administration presented an overview and direction of Language B in the Primary and Middle Years Programme of Study. The attached information is part of ongoing communication to the Board of Trustees regarding the Language B services related to student learning. The areas of discussion for this workshop item will be the identification of the characteristics of a proficient language learner, analysis of recent testing data and future directions to further the development of the Language B program. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK This report relates directly to Westlake Academy’s Vision of inspiring “students to achieve their highest individual potential…” and the Mission of “an internationally minded education in the highest quality…” FISCAL IMPACT Funded Not Funded N/A (i.e. current Language B level of service is funded) RECOMMENDATION / ACTION REQUESTED/ OPTIONS No action required at this time as this is a discussion item. ATTACHMENTS - Summary of AAPPL phasing process for the Middle Years Programme of Study - AAPPL testing results for grades currently assessed Update on Language B Phasing in the Middle Year’s Programme of Study Over the last two years Westlake Academy students have been assessed using the AAPPL (The ACTFL Assessment of Performance toward Proficiency in Languages). The domains (writing, listening, speaking and reading) are assessed with this instrument and are aligned with the IB phasing and criteria for grading. Allowing students to be placed appropriately in a language phase, based on proficiency in the foreign language, has demonstrated a positive effect related to our latest administration of the test. Given our two years of data on students in Spanish and French, we now have specific evidence to help guide our curriculum and instruction efforts going forward. This year’s results show growth overall in each of the 4 domains writing, listening, speaking and reading. However, the most significant growth was in the reading and writing domains. When analyzing the scores one can see that continued improvement in curriculum alignment in the speaking and listening domains are an opportunity for growth moving forward. Additionally, there is strong growth in French studies. Moving forward we have plans to encourage opportunities for growth in receptive language. The Language B team – Middle Year’s staff plans to place a more direct effort on planning around criteria A and B (speaking and listening). Opportunities include more school wide opportunities for the language to be part of the daily routine; ie flag, announcements, student partnerships with younger/older grades, conversation labs, and online language labs. Gains are being made with our phasing approach to the Language B department in the MYP. We are seeing student growth and are now able to pin point areas of improvement and gain clarity on preparation of our students in language proficiency. AAPPL data report 2015 AAPPL (The ACTFL Assessment of Performance Toward Proficiency in Languages) Agenda Comparative analysis feedback on the AAPPL scores from 2013-2014 and 2014_2015 for grades 5-9 in Spanish and 7-9 in French Greatest growth Challenges Next steps Scores The AAPPL Measure is a performance-based assessment whose tasks are linked to World-Readiness Standards for Learning Languages. It is comprised of four domains Interpretive Listening (IL) Interpretive Reading (IR) Interpersonal Listening and Speaking (ILS) Presentational Writing (PW) AAPPL Measure’s scores range from N-1 (low range of Novice) through I (intermediate). Within the Novice level, the scores are N1,N-2, N-3, N-4 Within the Intermediate level, the scores are I-1, I-2, I-3 and I-4 (taken from the ACTFL Proficiency Guidelines 2012) Challenges Oral proficiency – interpretative listening and speaking across the grades (development of receptive skills) Balance of four domains delivered across grades. Incorporating listening and speaking activities daily Next steps Make criterion A and B of MYP Language acquisition a priority for development Invest in networking with other schools for interactive oral development Research audio books and interactive sites for oral development Raise awareness of French and Spanish oral proficiency outside the classroom. For example, have Flag done in Spanish and French EXECUTIVE SESSION The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: Section 551.071(2) – Consultation with School Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Admissions policy and related charter amendments. Westlake Academy Item # 4 – Executive Session Westlake Academy Item # 5 – Reconvene Meeting TAKE ANY NECESSARY ACTION, IF NECESSARY Section 551.071(2) – Consultation with School Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Admissions policy and related charter amendments. Westlake Academy Item # 6 – Take any Necessary Action, if necessary BOARD RECAP / STAFF DIRECTION Westlake Academy Item #7 Board Recap / Staff Direction Westlake Academy Item # 8 – Workshop Adjournment CITIZENS' PRESENTATIONS AND RECOGNITIONS: 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. Westlake Academy Item # 2– Citizens’ Presentations and recognitions 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. Consider approval of the minutes from the April 13, 2015, meeting. b. Consider approval of Resolution 15-06, Authorizing Westlake Academy to renew participation with the ESC Region 11 Benefits Cooperative for the 2015-2016 school year. c. Consider approval of Resolution 15-07, Authorizing termination of an agreement with North Central Texas Janitorial for cleaning services of the Westlake Academy Campus. Westlake Academy Item # 3- Consent Agenda BOT Minutes 04/13 /15 Page 1 of 4 WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING April 13, 2015 PRESENT: President Laura Wheat, Trustees: Michael Barrett, Alesa Belvedere, Carol Langdon, and Wayne Stoltenberg. Rick Rennhack arrived at 5:30 p.m. ABSENT: OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent Amanda DeGan, Board Secretary Kelly Edwards, Executive Principal & Director of Education Dr. Mechelle Bryson, Jason Power Director of Information Technology, Facility and Park & Recreation Director Troy Meyer, Public Works Director Jarrod Greenwood, Director of Communications & Community Affairs Ginger Awtry and Director of HR & Administrative Services Todd Wood. Work Session 1. CALL TO ORDER President Wheat called the work session to order at 5:10 p.m. 2. PLEDGE OF ALLEGIANCE President Wheat led the pledge of allegiance to the United States and Texas flags. 3. REVIEW OF CONSENT AGENDA ITEMS FOR THE APRIL 13, 2015, TRUSTEES REGULAR MEETING AGENDA. No additional discussion. BOT Minutes 04/13 /15 Page 2 of 4 4. DISCUSSION ITEMS a. Discussion regarding the proposed Academic Calendars for the 2015-16 and 2016- 17 School Years. Dr. Bryson provided an overview of the proposed academic calendars. Discussion ensued regarding the later start date for the 16-17 School Year, listing major events in advance on the master calendar, creating a user friendly master event calendar, and adding the Blacksmith campaign to the calendar. b. Discussion to provide Students a Credit by Exam (CBE) option for Native Speakers of Spanish. Dr. Bryson provided an overview of the option for students. Discussion ensued regarding the options for students to excel into a higher level Spanish and effects of a student’s transcript. 5. EXECUTIVE SESSION The Board convened into executive session at 5:22 p.m. The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: Section 551.071(2) – Consultation with School Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Admis sions policy and related charter amendments. 6. RECONVENE MEETING President Wheat reconvened the meeting at 6:48 p.m. 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. No action taken. 8. BOARD RECAP / STAFF DIRECTION No discussion. BOT Minutes 04/13 /15 Page 3 of 4 9. ADJOURNMENT President Wheat adjourned the work session at 6:49 p.m. Regular Session 1. CALL TO ORDER President Wheat called the regular session to order at 6:49 p.m. 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS No one addressed the Board at this time. 3. CONSENT AGENDA a. Consider approval of the minutes from the March 30, 2015, meeting. b. Consider approval of Resolution 15-04, Adopting the 2015-16 and 2016-17 Academic Calendars. c. Consider approval of Resolution 15-05, Approving and Adopting a Credit by Exam (CBE) to be utilized to award Spanish I and II credit to Westlake Academy Spanish Native speaking students. MOTION: Trustee Belvedere made a motion to approve the consent agenda. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0. 4. EXECUTIVE SESSION The Board did not convene into executive session. The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: Section 551.071(2) – Consultation with School Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Admissions policy and related charter amendments. 5. RECONVENE MEETING BOT Minutes 04/13 /15 Page 4 of 4 6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. 7. BOARD CALENDAR Superintendent Brymer reviewed the upcoming Senior class events. 8. FUTURE AGENDA ITEMS No future agenda items. 9. ADJOURNMENT There being no further business before the Board, President Wheat asked for a motion to adjourn the meeting. MOTION: Trustee Rennhack made a motion to adjourn the regular session. Trustee Belvedere seconded the motion. The motion carried by a vote of 5-0. President Wheat adjourned the regular session at 6:52 p.m. APPROVED BY THE BOARD OF TRUSTEES ON MAY 18, 2015. ATTEST: ____________________________ Laura Wheat, President _____________________________ Kelly Edwards, Board Secretary Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: May 18 , 2015 Staff Contact: Todd Wood Consent Dir. of HR & Administrative Services Subject: Consider a Resolution authorizing Westlake Academy to renew participation with the ESC Region 11 Benefits Cooperative for the 2015- 2016 school year. EXECUTIVE SUMMARY Westlake Academy expanded and enhanced its employee benefit package by joining the ESC Region 11 Benefits Cooperative in August 2008. The Cooperative, currently serving many school districts consisting of thousands of members, offers Westlake Academy a more comprehensive and competitive benefits package at lower costs. By leveraging the numbers of its members, this program is capable of obtaining products and services more efficiently than the Academy can obtain on its own. It is necessary to renew the Academy’s participation by Interlocal Agreement on an annual basis. This renewal is for the 2015-2016 school year. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? School policy is a responsibility of the Board of Trustees. Which policy governs this? Previous policy and authority of the Board of Trustees. What additional direction is necessary? None. FISCAL IMPACT Funded Not Funded N/A There is no additional budgetary impact in renewing participation with the ESC Region 11 Benefits Cooperative. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Staff recommends the Board of Trustees adopt ESC Region 11 Benefits Cooperative Interlocal Resolution and Agreement, renewing Westlake Academy’s participation for the 2015-2016 school year. ATTACHMENTS ESC Region 11 Benefits Cooperative Interlocal Resolution and Agreement Resolution WA 15-06 Page 1 of 3 WESTLAKE ACADEMY RESOLUTION 15-06 EDUCATION SERVICE CENTER REGION 11 BENEFITS COOPERATIVE INTERLOCAL AGREEMENT RESOLUTION AND AGREEMENT. WHEREAS, Westlake Academy, an open-enrollment charter school operated by the Town of Westlake, Texas, (“Participant”) pursuant to the authority granted under Chapter 791 Government Code, as amended, desires to join together with other school districts, charter schools, or governmental entities to participate in employee benefits offered by the Education Service Center Region 11 Employee Benefits Cooperative (the “ESC Region 11 BC”), holding the opinion that participation in these programs will be beneficial to the school district, charter school, or governmental entities and its employees; and, WHEREAS, the ESC Region 11 BC is managed by a committee called the Board of Record that consists of the superintendents or chief executive officers or their designees from each of the Participants in the Coop; WHEREAS, the Board of Trustees finds that the passage of this Resolut ion is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED that Board of Trustees of Participant requests the ESC Region 11 BC to include Westlake Academy as a participant. Participant acknowledges and agrees to the following: 1. The purposes of the ESC Region 11 BC are governmental functions or services that each party to this agreement is authorized to perform individually; 2. Any obligation to pay any fees will come from current revenues available to the Participant; 3. Such fees fairly compensate the parties performing the functions and services under the agreement; 4. This agreement incorporates the Operational Procedures developed by the Board of Record as it currently exists or may be hereafter amended by action of the Board of Record; 5. Participant delegates to the Board of Record authority to modify the Operational Procedures as the Board of Record deems in the best interests of the ESC Region 11 BC; 6. Participant delegates to the Board of Record all purchasing functions related to the purposes of this interlocal agreement to the maximum extent permitted by law; 7. Participant shall comply with the Operational Procedures as established, modified, and/or approved by the Board of Record; 8. The ESC Region 11 BC shall comply with the purchasing requirements for the purchase of personal property and services as required by Chapter 44 of the Education Code and Chapter 791 of the Local Government Code; 9. The term of this agreement shall be one year, from September 1, 2015, to August 31, 2016, and Resolution WA 15-06 Page 2 of 3 10. Participant or the ESC Region 11 BC may terminate Participant’s participation in the ESC Region 11 BC for any reason by giving written notice to the ESC Region 11 BC Board of Record sixty (60) calendar days before the anniversary date of this agreement. SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That, the Board of Trustees Westlake Academy hereby approves this resolution and agreement for Westlake Academy to participate in the ESC Region 11 BC for the 2015-2016 school year. SECTION 3: If any portion of this resolution and agreement shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. SECTION 4: That this resolution shall become effective from and after its date of passage. BE IT FURTHER RESOLVED that the Board of Trustees of Participant authorizes its Superintendent to execute any and all documents and take whatever action necessary to carry out the desires of the Board of Trustees as stated herein. Resolution WA 15-06 Page 3 of 3 I certify that the foregoing is a true and correct copy of the resolution and agreement adopted by the Board of Trustees of Westlake Academy and that the same is reflected in the minutes of the Board meeting held on May 18 , 2015. In witness thereof, we hereunto affix our signatures this 18th day of May, 2015. BY: __________________________________ Laura Wheat Signature of School Board or Charter Typed Name of School Board or Charter School Board President School Board President __________________________________ Kelly Edwards Signature of School Board or Charter Typed Name of School Board or Charter School Board Secretary School Board Secretary __________________________________ Thomas Brymer Signature of School Board or Charter Typed Name of School Board or Charter School Superintendent School Board Superintendent Name of Agency: Westlake Academy Address: 2600 JT Ottinger Road Westlake, TX 76262 Name of Contact Person: Todd Wood Phone Number: (817) 490-5711 __________________________________ Wes Eversole Signature of ESC Region 11 BC Board Typed Name of ESC Region 11 BC Board President President __________________________________ William Stokes Signature of ESC Region 11 BC Board Typed Name of ESC Region 11 BC Board Secretary Secretary __________________________________ Dr. Clyde W. Steelman, Jr. Signature of ESC Region 11 BC Executive Typed Name of ESC Region 11 BC Director Executive Director __________________________________ Date Approved by ESC Region 11 Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: May 18, 2015 Staff Contact: Troy J. Meyer Consent Director of Facility Subject: Consider a Resolution authorizing the termination of the agreement with North Central Texas Janitorial for cleaning services of the Westlake Academy Campus. EXECUTIVE SUMMARY North Central Texas Janitorial was award the janitorial service contact in November of 2013. They have been unable to provide quality janitorial service after P hase I of the Academy campus expansion was completed. The competitive bid process was followed as outlined in the Texas Local Government Code. All specifications for the work were available to the public and bid procedures properly advertised. Staff will place bid notices in June 2015 to ensure a new contractor will be selected by August 2015. Staff is recommending terminating the agreement with North Central Texas Janitorial for the janitorial for cleaning service at the Westlake Academy campus. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Governance direction will provide the authority and directives of the Board to the Academy staff as it relates to contract services. FISCAL IMPACT X Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS To authorizing the Town Manager to termination the agreement with North Central Texas Janitorial for cleaning services for the Westlake Academy Campus. ATTACHMENTS Resolution Resolution WA 15-07 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION NO. 15-07 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES AUTHORIZING THE TOWN MANAGER TO TERMINATE AN AGREEMENT WITH NORTH CENTRAL TEXAS JANITORIAL FOR JANITORIAL CLEANING SERVICES AT THE WESTLAKE ACADEMY CAMPUS. WHEREAS, the staff has discussed and documented the quality of service performed over the past six (6) months with North Central Texas Janitorial, and WHEREAS, the Board of Trustee s now elects to exercise the right to terminate the contract with North Central Texas Janitorial as stated on the executed agreement, by sending a thirty (30) day notice of termination letter, and WHEREAS, the janitorial services cost have been include in the adopted 2014-2015 Westlake Academy budget and; WHEREAS, t he Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAK E ACADEMY: SECTION 1: The above findings are hereby found to be true and correct and are incorporated herein in its entirety. SECTION 2: That the Board of Trustees of Westlake Academy hereby approves to termination the contract with North Central Texas Janitorial for janitorial service at the Westlake Civic Campus and further authorizes the Town Manager to execute said agreement, by sending a thirty (30) day notice of termination immediately upon approval by the Board of Trustee. SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Board of Trustee hereby determines that it would have adopted this Resolution without the invalid provision. Resolution WA 15-07 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 18th DAY OF May, 2015. _____________________________ ATTEST: Laura Wheat, President _____________________________ ______________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ____________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney Page 1 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: May 18, 2015 Staff Contact: Tom Brymer Regular Meeting Superintendent Subject: Approval of Proposed Amendment to Board Policy 1.02 (Admissions) Westlake Academy Admissions Policy EXECUTIVE SUMMARY This policy is a companion document to the Proof of Residency policy and helps to clarify the admissions process for those families who wish to enroll their student at Westlake Academy. Recently, Staff members have discussed the updates contained within this agenda item as it relates to our admission requirements and made suggested updates to the language. The proposed amendment to the policy language removes the two (2) year residency threshold. Currently, this two (2) year residency requirement allows a primary boundary (Westlake) family to move to an extended (secondary) boundary while continuing to provide for enrollment at the school. A family that moves to Westlake after the policy amendment’s effective date would need to remain a resident within our community in order for their children to maintain resident status and avoid the lottery or extended (secondary) boundary enrollment procedures should the family relocate to another neighboring municipality in the school’s approved secondary boundary. Under this policy as it is currently written, families may relocate from Westlake to an approved secondary boundary and remain enrolled at the Academy provided they have lived in Westlake for more than two (2) years. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? School policy is a responsibility of the Board of Trustees. Which policy governs this? Previous policy and authority of the Board of Trustees. What addit ional direction is necessary? Input and questions from the Board of Trustees. FISCAL IMPACT Funded Not Funded N/A Page 2 of 2 RECOMMENDATION / ACTION REQUESTED/ OPTIONS Recommend approval of proposed policy. ATTACHMENTS • Resolution • Board Policy 1.02 (Admissions) – Westlake Academy Admissions Policy. Resolution 15-08 Page 1 of 4 WESTLAKE ACADEMY RESOLUTION 15-08 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES APPROVING AND AMENDING THE WESTLAKE ACADEMY ADMISSIONS POLICY NO. 1.02 – ADMISSIONS. WHEREAS, t he Board of Trustees considers the admissions policy to be a necessary and important component of the admissions process at Westlake Academy; and, WHEREAS, t he Board of Trustees wishes to continually review, and update their governance policies; and, WHEREAS, the Board of Trustees wishes to clarify and provide notice to all existing and potential families of the requirements for admissions; and, WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and the faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: THAT, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: THAT, the Board of Trustees for Westlake Academy, hereby approves the policy titled, Westlake Academy Admissions Policy attached to this Resolution as Exhibit “A”. SECTION 3: IF, any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Board hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 15-08 Page 2 of 4 SECTION 4: THAT, this Resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 18th DAY OF MAY, 2015. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, School Attorney Resolution 15-08 Page 3 of 4 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 1.02: Date Board Adopted: May 4, 2009 Date Board Amended: May 18, 2015 Effective Date: May 18, 2015; contingent upon TEA approval 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 and who continue to reside within an approved geographical boundary are automatically enrolled for the following school year upon timely receipt of the Notice of Intent to Return form, subject to the following limitations: (1) a currently-enrolled student who originally obtained admission to the Academy based on the student’s residency in the primary geographic boundary; and (2) a currently-enrolled student who obtains admission as the child of a full-time Town of Westlake employee retains the right to re-enrollment only if the student’s parent continues to be employed on a full-time basis. 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 (primary geographic boundary). After consideration of all eligible applicants from the primary geographic boundary, Westlake Academy may admit eligible transfer applicants residing within the secondary geographic boundary. Ad mission for any remaining spaces shall be determined by lottery, except that the following applicants are exempt from the lottery and may be given priority in admission. Exempt applicants will be admitted in the following order: Resolution 15-08 Page 4 of 4 (1) the children of Town of Westlake employees, so long as the total number of students admitted under this exemption as the children of employees assigned to municipal duties constitutes only a small percentage of the total school enrollment and the number of students admitted as the children of employees assigned to Westlake Academy constitutes only a small percentage of the total school enrollment; and (2) the children of Founders of Westlake Academy, so long as the total number of students admitted under this exception constitutes only a small percentage of the total school enrollment; and (3) siblings of admitted or returning students. 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. The Academy further reserves the right to remove a student per the Discipline Policy / Code of Conduct should it become known that a student has a history of criminal offense, juvenile court adjudication or discipline problems, which was not disclosed upon application to the school. Page 1 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: May 18 , 2015 Staff Contact: Tom Brymer Regular Meeting Superintendent Subject: Approval of Proposed Amendments to Board Policy 1.01 Admissions - Proof of Residency EXECUTIVE SUMMARY This policy was originally adopted in May of 2009 and has been updated as our school and community has continued to grow. At our recent meetings, the Board has directed staff to draft changes to our proof of residency requirements in order to reflect the current enrollment cond itions at Westlake Academy. The proposed revision to this policy would phase out the building permit enrollment category for any development that receives an approved final plat after August 1, 2015. Over the past several years, we have allowed future residents to enter the Academy under a conditional residency status so long as they obtained an approved building permit and completed their home construction within a two (2) year time limit. The proposed changes will gradually eliminate this option. The policy also clarifies that any student, as of August 1, 2015 who enters the Academy via the grandparent residency status, will only be allowed continued enrollment if the grandparent meet all the requirements for after school care and remains a primary boundary resident of the Town of Westlake. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? School policy is a responsibility of the Board of Trustees. Which policy governs this? Previous policy and authority of the Board of Trustees. What addit ional direction is necessary? Input and questions from the Board of Trustees. FISCAL IMPACT Funded Not Funded N/A Page 2 of 2 RECOMMENDATION / ACTION REQUESTED/ OPTIONS Recommend approval regarding this proposed policy amendment. ATTACHMENTS • Resolution • Board Policy 1.01 Admissions – Proof of Residency Resolution 15-09 Page 1 of 5 WESTLAKE ACADEMY RESOLUTION 15-09 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES APPROVING AND AMENDING THE WESTLAKE ACADEMY ADMISSIONS POLICY NO. 1.01 – PROOF OF RESIDENCY. WHEREAS, the Board of Trustees believes that the verification and pro of of residency for any Academy family is an integral component of the admissions process at Westlake Academy; and, WHEREAS, the Board of Trustees wishes to comply with all state requirements that govern enrollment from the primary and secondary boundary applicants; and, WHEREAS, the Board of Trustees wishes to clarify and provide notice to all existing and potential families of the requirements for proof of residency; and, WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and the faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: THAT, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: THAT, the Board of Trustees for Westlake Academy, hereby approves the policy titled, Proof of Residency attached to this Resolution as Exhibit “A”. SECTION 3: IF, any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Board hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 15-09 Page 2 of 5 SECTION 4: THAT, this Resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 18th DAY OF MAY, 2015. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, School Attorney Resolution 15-09 Page 3 of 5 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 1.01: Date Board Adopted: May 4, 2009 Date Board Amended: May 18, 2015 Effective Date: May 18, 2015 Policy Category: Admissions Policy Name: Proof of Residency Policy Policy Goal: Clear and concise communication for students and parents regarding the criteria to establish residency status for individuals seeking admission to Westlake Academy and development of a process/criteria for the consideration of documentation from Westlake resident grandparents that they are providing substantial after school care for their grandchild seeking admission to Westlake Academy. 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 Academy’s primary geographical boundary, which is consistent with the geographic boundaries of the Town of Westlake. The parent, legal guardian, or other person having lawful control of an applicant seeking admission as a resident of the primary boundary must provide proof of residency within the boundaries of the Town of Westlake. Required Documentation to Establish Residency in the Primary Boundary An applicant’s parent, legal guardian, or other person having lawful control shall provide one or more of the following documents as proof of residence within the boundaries of the Town of Westlake: • Tax receipt from the current year indicating home ownership; • Current lease agreement (subject to additional requirements below); or • Current utility bill for the primary residential structure in the name of the applicant’s parent, legal guardian, or other person having lawful control. In addition to one of the documents identified above, the adult establishing residency must provide a photo identification card that includes the person's photograph, name, and an address that matches the address included on the document provided from the list above. Acceptable photo identification cards shall include a current and valid state- Resolution 15-09 Page 4 of 5 issued driver's license, a Texas identification card, a military or government-issued identification card, or a consular card. Westlake Academy will not accept a credit card, debit card, or any club or retail membership card for proof of residency, even if such card includes a photograph. An applicant relying on a residential lease to establish residency must provide a copy of a fully executed lease with a lease-term that extends the duration of the school year for which the applicant is seeking admission. A residential lease shall be considered acceptable documentation to establish residency only if the leased premises is the primary residential structure on a property. Any family/person who executes and submits a lease document for consideration under the admission criteria for Westlake Academy without occupying the property for as long as the applicant’s child(ren) attends the Academy, shall subject their child(ren) to immediate removal from the school and such action may be considered fraudulent activity, unless proof of occupancy at another Westlake residence is provided. For a single-family residence, only one structure shall be recognized per legal address. Secondary structures such as garages, garage apartments, cabanas, pool houses, or cottages that are co-located on the property where the primary residential structure is located, but are not recognized with a separate legal address, are not eligible to establish residency under this policy. Further, a lease shall be accompanied with a utility bill showing that the utility service for the leased residential premises is in the name of the person leasing the primary residential structure. Nonresident Student in Grandparent’s After-School Care: A student seeking admission to Westlake Academy, after August 1, 2015, as a resident of the primary boundary 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 residence and will be subject to the admission policy applicable to all Westlake residents regarding their continued enrollment. The grandparent must annually provide a notarized affidavit, on a form provided by Westlake Academy, confirming the extent of after-school care to be provided by the grandparent. The Superintendent 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. Required Documentation to Establish Residency in Secondary Boundary If all eligible applicants from the primary boundary are admitted and the Academy chooses to admit transfer students from the secondary boundary, the same types of documentation identified above shall be used to establish residency within the Academy’s secondary boundary. Resolution 15-09 Page 5 of 5 Residency Review A Westlake Academy representative may make periodic visits to a residence 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. Proof of residency shall be waived when a student is homeless as defined by law. EXECUTIVE SESSION The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: Section 551.071(2) – Consultation with School Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Admissions policy and related charter amendments. Westlake Academy Item # 6 – Executive Session Westlake Academy Item # 7 – Reconvene Meeting TAKE ANY NECESSARY ACTION, IF NECESSARY Section 551.071(2) – Consultation with School Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Admissions policy and related charter amendments. Westlake Academy Item # 8 – Take any Necessary Action, if necessary  WHPS Annual Decoration Day Monday, May 25, 2015; 6:00 - 8:00 p.m. (Program begins at 6:30 p.m.) Westlake I.O.O. F. Cemetery Special Guest Speaker- Ret. Lieutenant General Rick Lynch  WA Primary Years Program (PYP) Exhibition Thursday, May 28, 2015; 9:00 a.m. – 2:00 p.m. (come & go) WA Campus-multiple locations; sign in front office  WA National Honor Society Induction Ceremony Wednesday, May 27 2015; 6:00 – 8:00 p.m. WA Campus- MPH (multi-pur pose hall)  WA Secondary Award Ceremony; 2015 Baccalaureate; and, Alumni Walkway Ceremony Friday, May 29, 2015 WA Gymnasium  WAF Inaugural Family Campout (Grades K-6) Friday, May 29, 2015 WA Athletic Field  WA 2015 Senior Banquet Thursday, June 4, 2015; 6:30 – 10:00 p.m. DFW Marriott Hotel & Golf Club – SH 114 at Championship Pkwy *RSVP is required by May 29, 2015 Future Dates to Note/Calendar:  WA Annual Year End All School Picnic Friday, June 5, 2015; 12:00 p.m. WA Campus-Town Green  WA Commencement Ceremony Saturday, June 6, 2015; 2:00 p.m. (Council reports at 1 p.m. for VIP reception) Hilton Dallas/Southlake Town Square Westlake Academy Item #9 Board Calendar 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 Superintendent with the requested item and the Superintendent 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 Superintendent will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. None Westlake Academy Item # 10 – Future Agenda Items Westlake Academy Item # 11 – Adjournment Back up material has not been provided for this item.