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12-03-18 BOT Min -0 OF W Tl� f�� wili9,34 lo. f lAKE ACA ' WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING December 3, 2018 PRESENT: President Laura Wheat, Trustees: Alesa Belvedere, Carol Langdon, and Greg Goble. Rick Rennhack arrived at 5:08 and Michael Barrett arrived at 5:10 ABSENT: OTHERS PRESENT: Superintendent Tom Brymer, Board Secretary Kelly Edwards, Dr. Mechelle Bryson, PYP Principal Rod Harding, PYP Assistant Principal Beckie Paquin, Secondary Principal Stacy Stoyanoff Secondary Asst. Principal Jennifer Furnish, Director of Finance Debbie Piper, Director of Facilities & Parks Troy Meyer, Communications Manager Jon Sasser, and Public Works Director Jarrod Greenwood Work Session 1. CALL TO ORDER President Wheat called the work session to order at 5:02 p.m. 2. PLEDGE OF ALLEGIANCE President Wheat led the Pledge of Allegiance to the United States and Texas flags. BOT Minutes 12/03/18 Page 1 of 4 3. RECOGNIZING THE NO ONE EATS ALONE PROGRAM. Mrs. Furnish introduced Miss. Loren Snead. Miss Snead provided an overview of the program and the meaning of students wearing a wristband, which lets new students know they are available to join them for lunch. Discussion ensued regarding the program and the number of students wearing the wristband in grades 6-12. 4. RECOGNIZING THE FALL SPORTS TEAMS. Coach Alan Burt provided an overview of the championships. Coach Amanda Cawthra - Country Men's State Champions and overall Men's and Women's State Champions Coach Deric DeMoss - CoEd Soccer Team State Champions Coach John Beaudry - Girls Varsity Volleyball State Champions Coach Alan Burt also mention that the Football team advanced to the state finals. 5. REPORTS a. Report on the proposed parent survey for school year 2018-2019. 6. REVIEW OF CONSENT AGENDA ITEMS LISTED ON THE REGULAR MEETING AGENDA. No additional discussion. 7. DISCUSSION ITEMS a. Presentation and discussion of the FY 2017-2018 annual audit report from Weaver and Tidwell, L.L.P. Mr. DeBurro, Weaver and Tidwell, L.L.P., and Director Piper provided a presentation and overview of the audit report. b. Discussion of the Planning Process, Schedule, and Guiding Principles for an Updated/New Westlake Academy Facility Master Plan. Mr. Terry Hoyle, Mr. Diego Barrera and Ms. Barbara Rystrom, Stentec, provided a presentation and overview of the master planning processes. BOT Minutes 12/03/18 Page 2 of 4 Discussion ensued regarding the addition of team members to the Community Group to include: retired resident, a resident with children currently enrolled, a resident that be enrolling children in the future, and determine if those appointments should be made by the Town Council. Additional discussion included managing expectations, feasibility studies during this process, feasibility study from a philanthropic donor, the Board receive updates similar to the Council development update, enrollment projections provided by SDS, enrollment assumptions, maximum enrollment, and establishing the maximum number of students. 8. BOARD RECAP / STAFF DIRECTION Report showing the financial impact regarding attendance. Items as discussed during the facility planning item. 9. ADJOURNMENT President Wheat adjourned the work session at 8:20 p.m. Regular Session 1. CALL TO ORDER President Wheat called the regular session to order at 8:20 p.m. 2. ITEMS OF COMMUNITY INTEREST Mr. Sasser provided an overview of the upcoming events. 3. CITIZEN COMMENTS No one addressed the Board. 4. CONSENT AGENDA a. Consider approval of the minutes from the October 29, 2018, meeting. b. Consider approval of the minutes from the November 5, 2018, meeting. c. Consider approval of Resolution 18-14, Approving the Fiscal Year 2017-2018 annual audit report from Weaver and Tidwell, L.L.P. d. Consider approval of Resolution 18-15, Approving a trip to Canada regarding French Language Immersion Experience in Quebec. BOT Minutes 12/03/18 Page 3 of 4 MOTION: Trustee Rennhack made a motion to approve the consent agenda. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0. 5. FUTURE AGENDA ITEMS No future agenda items. 6. 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 8:21 p.m. APPROVED BY THE BOARD OF TRUSTEES ON JANUARY 7, 2019. ATTEST: Laura Wheat, President l is Kell Edwa , Board Secretary BOT Minutes 12/03/18 Page 4 of 4