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01-12-09 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES REGULAR MEETING January 12, 2009 PRESENT: President Laura Wheat and Trustees Tim Brittan, Larry Corson, Carol Langdon, and Rebecca Rollins. ABSENT: Trustee Don Redding. OTHERS PRESENT: Chief Executive Officer Thomas Brymer, Head of School Mark Rosevear, School Attorney Stan Lowry, Secretary Kim Sutter. 1. CALL TO ORDER. President Wheat called the meeting to order at 8:27 p.m. 2. PLEDGE OF ALLEGIANCE. President Wheat led the pledge of allegiance to the United States and Texas flags. 3. CITIZENS' PRESENTATIONS. There was no one present wishing to address the Board. 4. PRESENTATION OF COPIES OF THE BEST OF THE BLACK COW BOOK TO MEMBERS OF THE BOARD OF TRUSTEES. The presentation will be scheduled for a future meeting date. 5. CONSENT AGENDA. President Wheat introduced the item and asked for a motion. a. Review and approve minutes of the School Board of Trustees regular meeting held on December 8, 2009. Westlake Academy Board of Trustees Regular Meeting Minutes January 12, 2009 Page 2 of 4 MOTION: Trustee Brittan made a motion to approve the consent agenda as presented. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. 6. CONSIDER A RESOLUTION AUTHORIZING THE CEO OF WESTLAKE ACADEMY TO ENTER INTO A CONTRACT WITH THE REGION XI EDUCATION SERVICE CENTER TO PURCHASE A NEW SOFTWARE PROGRAM FOR STUDENT ATTENDANCE AND ACCOUNTING FOR THE 2009-10 SCHOOL YEAR. Head of School Rosevear introduced the item to the Board. Discussion ensued regarding utilizing other services provided by the Service Center. MOTION: Trustee Langdon made a motion to approve Resolution 09-01, authorizing the CEO of Westlake Academy to enter into a contract with the Region XI Education Service Center to purchase a new software program related to student attendance and accounting for the 2009-2010 school year. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. 7. CONSIDER A RESOLUTION AUTHORIZING THE 2009-2010 SCHOOL CALENDAR AND APPROVING REQUEST FOR STATE WAIVER. HOS Rosevear introduced the item to the Board and advised the Board that area school districts calendars were consulted in preparing the 2009-2010 school calendar. MOTION: Trustee Rollins made a motion to approve Resolution 09-02, authorizing the 2009-2010 school calendar and approving a request for State waiver. Trustee Corson seconded the motion. The motion carried by a vote of 4- 0. 8. CONSIDER A RESOLUTION ADOPTING A FORMAL GRADING SYSTEM FOR WESTLAKE ACADEMY AND APPROVING THE INCLUSION OF A LETTER OF EXPLANATION IN THE REPORT CARD ENVELOPES. HOS Rosevear presented the item to the Board and reviewed the current and proposed grading system. Discussion ensued regarding the proposed grading system, specifically at it relates to students who choose to transfer to another school. President Wheat suggested language be included to explain the Board's objective as it relates to the policy. Westlake Academy Board of Trustees Regular Meeting Minutes January 12, 2009 Page 3 of 4 MOTION: Trustee Brittan made a motion to approve Resolution 09-03, adopting a formal grading system for Westlake Academy and approving the inclusion of a letter of explanation in the report card envelopes. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. 9. CONSIDER A RESOLUTION ADOPTING A POLICY REGARDING THE WRITING, AMENDING AND DISTRIBUTION OF THE PARENT/STUDENT HANDBOOK. CEO Brymer presented the item and advised that the proposed policy places emphasis on the importance of effective communication with parents and students, and charges staff with drafting, updating, and providing the Parent/Student Handbook to parents and students. Additionally, CEO Brymer advised the Board that the intent of the policy is to assign the Parent/Student Handbook within the purview of staff as the handbook is procedural in nature. Discussion ensued regarding whether policy issues should be a part of the handbook. Trustee Corson recommended the Board table consideration of the item until staff can sort out administrative procedures versus policy issues. There being no further discussion, President Wheat asked for a motion. MOTION: Trustee Corson made a motion to table consideration of this item and direct staff to identify administrative procedures versus policy issues and present the revised policy to the Board for consideration. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. 10. FUTURE AGENDA ITEMS: No items were submitted for consideration. Trustee Corson advised that he will submit an item for consideration to revisit the topic of cell phones use in school zones. 11. BOARD CALENDAR. No items were presented. Westlake Academy Board of Trustees Regular Meeting Minutes January 12, 2009 12. ADJOURNMENT. Page 4 of 4 There being no further business before the Board, President Wheat asked for a motion to adjourn. MOTION: Trustee Langdon made a motion to adjourn the meeting. Trustee Rollins seconded the motion. The motion carried by a vote of 4-0. President Wheat adjourned the meeting at 9:01 p.m. APPROVED BY THE BOARD OF TRUSTEES ON FEBRUARY 9, 2009. Laura Wheat, President ATTEST: 741() )21-‘2-e/e2 Kim Sutter, TRMC, Town Secretary