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08-10-16 BOT Min WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING August 10, 2016 PRESENT: President Laura Wheat, Trustees: Alesa Belvedere, Carol Langdon, Rick Rennhack and Wayne Stoltenberg. ABSENT: Michael Barrett OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent Amanda DeGan, Executive Director Dr. Mechelle Bryson, MYP Principal Dr. Andra Barton, Student Services Administrator Jennifer Furnish, Finance Director Debbie Piper, Registrar Ange Bumgarner, Executive Director Dr. Shelly Myers, DP Principal/Coordinator Stacy Stoyanoff, Director of Human Resources &Administrative Services Todd Wood, Director of Facilities and Parks & Recreation Troy Meyer Director of Communications Ginger Awtry, Communications Specialist Susan McFarland, and Director of Information Technology Jason Power. Work Session 1. CALL TO ORDER President Wheat called the work session to order at 6:37 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 LISTED ON THE REGULAR MEETING AGENDA. No additional discussion. BOT Minutes 08/10/16 Page 1 of 6 4. REPORTS a. Report of international teachers and a review of the immigration status of non- permanent residents employed at Westlake Academy. Trustee Stoltenberg asked to discuss this report further and requested HR Director Wood to provide status of the immigration process. Discussion ensued regarding the immigration process, length of the process, differences in visas and using a local Attorney. Trustee Stoltenberg asked for an update during the next meeting. b. Report regarding Faculty Turnover for the 2015-2016 School Year including Student/Teacher ratios. President Wheat congratulated Dr. Bryson and staff regarding this year's low turnover rate. Brief discussion ensued regarding current and new staff being poised for greatness and how WA turnover rate compares with other ISDs and charter schools as well. S. DISCUSSION ITEMS a. Presentation and discussion regarding IB, AP, STAAR, ISA and AAPPL student assessments completed during the 2015-16 school year. Dr. Bryson, Dr. Barton, Principals Stoyanoff and Harding, and Student Services Administrator Furnish provided a presentation regarding Testing and Assessments. Discussion ensued regarding the passage rates, areas of improvement, number of AP Scholars, legacy teachers, Washington Post's challenge, curriculum alignment, phasing world scores, bi-annual ISA testing options, and 2016-2017 goals. b. Presentation and discussion regarding a proposed policy amendment for policies 6.01 and 6.03 Assessment and Grade Reporting Policy Secondary— Middle Years Program and Diploma Program; Weighting of Grades. Dr. Barton summarized staff's recommendation regarding the proposed amendment. Discussion ensued regarding students'GPA, ranking, related quality points which factor in to student's transcripts and how colleges look at this data. I { BOT Minutes 08/10/16 Page 2 of 6 c. Presentation and discussion regarding 2016 International Mindedness Educators Symposium (IMES) and Summer Student Travel. Dr. Bryson provided an overview and update regarding this year's symposium and the locations of various student group travels over the summer. Dr. Bryson stated that the IMES attendance doubled this year with 60 educators in attendance, representing 7 countries. She added as early as next month, WA staff will be working to build up global participation for next year and will begin dialogues and collaboration with international educators. Additionally, she shared IBO requested to retweet our WA IMES tweets and to cover the symposium and tweets in an upcoming issue of the IB World magazine. Teachers will discuss how this information will be applied in their classroom at upcoming meeting and students will provided a report to the Board regarding their international. Dr. Bryson listed the various student groups traveling over the summer and the countries visited. Staff sponsors and students will present reports to the Board in the coming months. 6. BOARD RECAP / STAFF DIRECTION President Wheat summarized notes taken for future staff follow-up with the Board for the following areas: - Keep close eye on exam results and how it affects our WA national rankings in order to provide early messaging to parents Feedback from students regarding classes at mid-year Progress on PYP Science and related STAAR exam prep Staff decision on ISA &AAPPL testing frequency in future Update on immigration status for international staff members IB Diploma ceremony recognition for those graduates receiving IB Diploma Further conversations with Deloitte regarding previous talks on regular engagement with current WA students and hosting a possible dinner for WA IB Diploma recipients. In closing, brief discussion ensured regarding clarification for Trustee Langdon about special education support/services agreement provided by Birdville ISD. 7. ADJOURNMENT President Wheat adjourned the work session at 8:36 p.m. BOT Minutes 08/10/16 Page 3 of 6 Regular Session 1. CALL TO ORDER President Wheat called the regular session to order at 8:36 p.m. 2. ITEMS OF COMMUNITY INTEREST Dr. Bryson announced that TEA approved the renewal application of Westlake's Charter through 2026, briefly discussing comments received and how staff addressed those comments. President Wheat called attention to items listed, specifically two upcoming events for WA staff and event she and her husband will be hosting. 3. CITIZEN COMMENTS No one addressed the Board. 4. 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 June 6, 2016, meeting. b. Consider approval of the minutes from the June 13, 2016, meeting. c. Consider approval of Resolution 16-09, Approving an Amendment Policy 6.03 - Assessment and Grade Reporting Policy Secondary— Middle Years Program and Diploma Program and Rescinding Policy 6.01 Grading System. d. Consider approval of Resolution 16-10, Amending the Attendance Policy. e. Consider approval of Resolution 16-11, Amending the Westlake Academy Personnel Manual for the 2016-2017 school year. f. Consider approval of a Resolution 16-12, Authorizing the Superintendent to Execute a Contract with the Education Service Center Region it for various Business and Student Support Services for the operation of Westlake Academy. g. Consider approval of Resolution 16-13, Approving an Insurance Bid from Box Insurance Agency property/casualty insurance products and services for FY 2016- 2017 in the amount of$127,168.00. h. Consider approval of Resolution 16-14, Adopting a Grant Management Procedure Manual. i BOT Minutes 08/10/16 Page 4 of 6 i. Consider approval of Resolution 16-15, Approving a Shared Services Arrangement for Deaf and Hearing Impaired Students with the Birdville Independent School District— Regional Day School Program. MOTION: Trustee Rennhack made a motion to approve the consent agenda. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. S. CONDUCT A PUBLIC HEARING AND CONSIDERATION OF RESOLUTION 16-16, APPROVING THE AMENDED YEAR-END BUDGET FOR WESTLAKE ACADEMY FOR THE FISCAL YEAR ENDING AUGUST 31, 2016 AND ADOPTING THE PROPOSED BUDGET FOR THE FISCAL YEAR ENDING AUGUST 31, 2017. Dr. Bryson and Director Piper provided a presentation and discussed highlights regarding new School year's revenues and expenses including the current year's estimated adjustments, trends, and service level adjustments. Discussion ensued regarding State funding, proposed cases legislature beginning and end of school days, affects to attendance, Blacksmith funding trends, staffing and recruitment trends, Strategic planning, balanced scorecard perspectives, student i enrollment budget forecast assumptions, class sizes, current registration numbers, Student attendance trends, initiatives to increase our 97% attendance rate, holding State - funding flat until new biennium, monitoring legislative actions and the 5 year forecast. MOTION: Trustee Stoltenberg made a motion to approve Resolution 16- 16. Trustee Belvedere seconded the motion. The motion carried by a vote of 4-0. 6. FUTURE AGENDA ITEMS No future agenda items. BOT Minutes 08/10/16 Page 5of6 7. ADJOURNMENT 3 s 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 9:08 p.m. APPROVED BY THE BOARD OF TRUSTEES ON SEPTEMBER 12, 2016. ATTEST: Iff6r6l Lau Wheat, President Ginger ry, Acting Board SOcretary 3 BOT Minutes 08/10/16 Page 6 of 6