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08-10-15 BOT MinPRESENT: ABSENT: WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING August 10, 2015 President Laura Wheat, Trustees: Alesa Belvedere, Carol Langdon, Rick Rennhack, and Wayne Stoltenberg. Michael Barrett OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent Amanda DeGan, Board Secretary Kelly Edwards, Executive Principal & Director of Education Dr. Mechelle Bryson, MYP Principal Dr. Andra Barton, PYP Principal Rod Harding, DP Principal/Coordinator Stacy Stoyanoff, Director of Information Technology Jason Power, Facility and Parks & Recreation Director Troy Meyer, 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 5:14 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 AUGUST 10, 2015, TRUSTEES REGULAR MEETING AGENDA. Discussion ensued regarding Item 3c - reasons for changing in Janitorial services companies. Discussion ensued regarding Item 3b - revisions to policies of the Family Medical Leave Act (FMLA) and employees absences both sick and personal days. BOT Minutes 08/10/15 Page 1 of 5 4. DISCUSSION ITEMS a. HOC Annual Update. Dr. Bryson asked that this item be moved to the September meeting. b. Discussion regarding the MYP, STARR and EOC results. Principal Harding provided an overview of the PYP STARR testing results, reading scores in G5, critical reading deductive/inductive reasoning, critical thinking, comparisons to other schools, Lucy Calkins writing program, and boys to girls testing scores. The Board asked that next year's report contain predictors each year. Dr. Barton provided an overview of MYP testing results, benefits of booking English and Humanities together, writing, self -study completion, and a further review of Math scores. c. Discussion regarding the IB Diploma results. Principal/Coordinator Stoyanoff provided a presentation and overview of the Diploma Programme results from 2010-2015, adding additional courses, mock exams, student teacher ratio and impact on scores, teacher data dive and submitting an action plan for improvement. d. Discussion regarding Faculty recruitment and retention processes. Dr. Bryson provided a presentation and overview regarding Faculty recruitment and retention strategy. Discussion ensued regarding the meaning of constructivists, potential teachers explaining a mock lesson to students during the interview process, hiring the right teachers with or without IB experience, and a monthly event, breakfast with the Principals. Superintendent Brymer provided a presentation and overview of the Teacher Turnover and Student/Teacher Ratios. Discussion ensued regarding the rate comparisons to private schools if data can be provided, comparison to other IB schools, regrettable loses, and educating parents on the type of faculty turnover. BOT Minutes 08/10/15 Page 2 of 5 5. BOARD RECAP / STAFF DIRECTION - Staff to provide predictions on the annual IB Diploma Results report. - Human Resources to provide retention data from private schools, if available and show WA Teacher tenure on the annual retention report. - Staff to reach out to other schools with a higher than 83% Reading level in G4 and evaluate their strategies. 6. ADJOURNMENT President Wheat adjourned the work session at 7:16 p.m. Regular Session 1. CALL TO ORDER President Wheat called the regular session to order at 7:47 p.m. 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS No one addressed the Board. 3. CONSENT AGENDA a. Consider approval of the minutes from the June 1, 2015, meeting. b. Consider approval of Resolution 15-11, Approving Amendments to the Academy Personnel Manual for the 2015-2016 school year. c. Consider approval of Resolution 15-12, Authorizing the Town Manager to enter into an agreement with Pruitt Building Services, Inc. for janitorial services at the Westlake Academy Campus. d. Consider approval of Resolution 15-13, Awarding the bid for property/casualty insurance products and services to Box Insurance Agency for FY 2015-2016. Discussion ensued regarding the Social Media Policy in the Personnel Manual. Director Wood stated that the policy is aligned with the Texas Association of School Boards model handbook which is updated annually. MOTION: Trustee Stoltenberg made a motion to approve the consent agenda. Trustee Belvedere seconded the motion. The motion carried by a vote of 4-0. BOT Minutes 08/10/15 Page 3 of 5 4. PUBLIC HEARING AND CONSIDERATION OF RESOLUTION 15-14, APPROVING THE ESTIMATED YEAR-END BUDGET FOR WESTLAKE ACADEMY FOR THE FISCAL YEAR ENDING AUGUST 31, 2015 AND ADOPTING THE PROPOSED BUDGET FOR THE FISCAL YEAR ENDING AUGUST 31, 2016. Superintendent Brymer and Director Piper provided a presentation and overview of the proposed budget. Discussion ensued regarding the inclusion of the Town's indirect number, average facility funding per student, showing how the contributions by the WAF are funded, taxes, state funding, support staff positions, new and restructured staffing, Counselors, professional consults, communicating the consultant options for Counseling Services, salary increases, athletic assistance, salary comparisons, Granada economic agreement funds, total cost of a student including the debt service costs, debt service for technology, survey results verbiage, and a breakdown of cost per programme. The Board asked staff to report back regarding MYP Counseling services addressing parent's concerns. President Wheat opened the public hearing. No one address the Board. President Wheat closed the public hearing. MOTION: Trustee Langdon made a motion to approve Resolution 15-14. Trustee Belvedere seconded the motion. The motion carried by a vote of 4-0. 5. BOARD CALENDAR - A Faculty reception will be held at Mr. & Mrs. Wheat's home on August 13, 2015, at 6:00 p.m. - Rescheduling the October meeting to Tuesday, 20th allowing for the Baja Event to be held on October 19th 6. FUTURE AGENDA ITEMS Board Member Rennhack Discussion, review and formally determine Comparison Schools for Westlake Academy. Trustee Stoltenberg seconded Trustee Rennhack to discuss this item at a future meeting. BOT Minutes 08/10/15 Page 4 of 5 Discuss how does Westlake Academy define a great teacher. The measurement process. Trustee Rennhack stated that this item had been satisfied in the reports presented during the work session. 7. 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 8:57 p.m. APPROVED BY THE BOARD OF TRUSTEES ON SEPTEMBER 14, 2015. ATTEST: Kell} Edwars, Board Secretary Laura Wheat, President BOT Minutes 08/10/15 Page 5 of 5