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06-01-15 BOT Min (2)PRESENT: ABSENT: WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING June 1, 2015 President Laura Wheat, Trustees: Michael Barrett, Carol Langdon, Rick Rennhack, and Wayne Stoltenberg. Alesa Belvedere OTHERS PRESENT: Superintendent Tom Brymer, School Attorney Janet Bubert, Board Secretary Kelly Edwards, Assistant to the Superintendent Amanda DeGan, Executive Principal & Director of Education Dr. Mechelle Bryson, MYP Principal Dr. Andra Barton, PYP Principal Rod Harding, Assistant Principal & Coach Alan Burt, WA Foundation Executive Director Dr. Shelly Myers , Jason Power Director of Information Technology, Director of Communications & Community Affairs Ginger Awtry, Director of HR & Administrative Services Todd Wood and Communications Specialist Susan McFarland. Work Session 1. CALL TO ORDER President Wheat called the work session to order at 5:18 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 JUNE 1, 2015, TRUSTEES REGULAR MEETING AGENDA. No additional discussion. BOT Minutes 06/01/15 Page 1 of 6 4. REPORTS a. Athletics Program Update. Assistant Principal and Coach Burt answered questions regarding the information provided to the Board in the packet. Discussion ensued regarding the requirements of each league, participation rate of surrounding ISDs, conditions of the SBC league, traveling and missed days, facilities requirements of each league, UIL competition requirements, limiting a student's participation of more than one sport, current designation as 3A school, possibility of shared parks and school use, game notification communications, the culture shift and expenses of changing leagues and additional training for coaches. 5. DISCUSSION ITEMS a. Presentation and discussion of the Student International Leadership Symposium. Assistant Principal and Coach Burt introduced the students that participated in the program. Those students are Audrey McQuietor, Elias Mitchell, Scarlet Oakley, Mitch Thompson, Savannah Tucker, and Jack Woods. Then each student provided an overview of their experience at the symposium and projects they would like to see implement at the academy. Discussion ensued regarding the projects and how to implement those projects. b. Discussion regarding an amendment to the Academic Honesty policy specifically the Honor Code. Principal Harding provided an overview of the amendment. Discussion ensued regarding the teaching approach of academic honesty, collaboration, setting the goal of learning instead of the grade, and approaches to learning. BOT Minutes 06/01/15 Page 2 of 6 6. 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 dearly 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 RECAP / STAFF DIRECTION Continue to monitor student participation and impacts of facilities while being mindful of the time it would take should the academy change sports leagues. Continue to monitor and provide an update in approximately six (6) months regarding the students process and implementation of the information they learned from the symposium. 10. ADJOURNMENT President Wheat adjourned the work session at 6:40 p.m. Regular Session 1. CALL TO ORDER President Wheat called the regular session to order at 6:40 p.m. 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS: Ms. Karen Hibbs, WA Campus Leadership Team, provided an overview of the requirements for the Teacher of the Year award. Ms. Hibbs presented the Teacher of the Year award to Ms. Rhoda Hahn G7 9th Grade Biology. Heather McCown, 608 Eagle Court, Keller, a former teacher that resigned, stated she felt a moral obligation to improve the academy and be a part of the solution regarding gossip BOT Minutes 06/01/15 Page 3 of 6 and hearsay. She noted several concerns provided by anonymous families listed in a report provided to the Board. Steve Watson, 1719 Wisteria Way, Westlake, stated his concerns regarding the proposed Admission and Residency policy amendments regarding building permits and senior students. Heather Poole, 2002 Swallowtail Circle, Westlake, wanted to speak about the issues and concerns brought up at the previous board meeting. She stated that she and hoped this item would be listed on the agenda for discussion and open dialogue, would like the Board to know the real issues and would like to know the procedures to have the open dialogue. 3. CONSENT AGENDA a. Consider approval of the minutes from the May 18, 2015, meeting. b. Consider approval of Resolution 15-10, Amending the Academic Honesty and Honor Code Policy. MOTION: Trustee Langdon made a motion to approve the consent agenda. Trustee Barrett seconded the motion. The motion carried by a vote of 4-0. President Wheat moved to item 6, Executive Session prior to the discussion of items 4 and 5 of the agenda. 4. DISCUSSION AND CONSIDERATION OF RESOLUTION 15-08, AMENDING THE ADMISSIONS POLICY. Assistant to the Superintendent DeGan provided an overview of the proposed amendments. Discussion ensued regarding the applicability of the policy as it relates to upper classmen in the DP Programme, an FAQ document, proposed amendment related to Grandparents, include an example of the Grandparent inclusion, average time from the time a building permit is submitted to the occupancy of a home, including lottery dates on the FAQ, links to the website, and lottery applicability regarding residents and staff. MOTION: Trustee Stoltenberg made a motion to approve Resolution 15- 08. Trustee Rennhack seconded the motion. The motion carried by a vote of 4-0. BOT Minutes 06/01/15 Page 4 of 6 5. DISCUSSION AND CONSIDERATION OF RESOLUTION 15-09, AMENDING THE PROOF OF RESIDENCY POLICY. Assistant to the Superintendent DeGan provided an overview of the proposed amendments. Discussion ensued regarding the annual process of documentation provided to reenroll, extending the building permit issuance date to December 31, 2015, purchasing verses building a home, number of students that enter in the middle of the school year, and the communication of a FAQ document. MOTION: Trustee Langdon made a motion to approve Resolution 15-09, with an effective date of December 31, 2015. Trustee Barrett seconded the motion. The motion carried by a vote of 4-0. 6. EXECUTIVE SESSION The Board convened into executive session at 7:06 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: Admissions policy and related charter amendments. 7. RECONVENE MEETING President Wheat reconvened the meeting at 8:06 p.m. 8. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. No action was taken as a result of executive session. 9. BOARD CALENDAR Superintendent Brymer provided an overview of upcoming events. 10. FUTURE AGENDA ITEMS No future agenda items. BOT Minutes 06/01/15 Page 5 of 6 1L 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 Langdon seconded the motion. The motion carried by a vote of 4-0. President Wheat adjourned the regular session at 8:54 p.m. APPROVED BY THE BOARD OF TRUSTEES ON AUGUST 10, 2015. ATTEST: .j Kelly1Edward Board Secretary Lau a Wheat, President BOT Minutes 06/01/15 Page 6 of 6