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08-15-11 BOT MinWESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP & REGULAR MEETINGS August 15, 2011 PRESENT: President Laura Wheat and Trustees, Tim Brittan, Carol Langdon, David Levitan and Rick Rennhack. Clif Cox arrived at 6:36 p.m. ABSENT: OTHERS PRESENT: Superintendent Tom Brymer, School Attorney Janet Bubert, Board Secretary Kelly Edwards, Primary Principal Rod Harding, Secondary Principal Clint Calzini, Administrative Coordinator Ben Nibarger, Assistant to the Superintendent Amanda DeGan, MYP Coordinator Tracy Odom, DP Coordinator Stacy Stoyanoff, PYP Coordinator Allison Schneider, Finance Director Debbie Piper, Fire Chief Richard Whitten, Public Works Director Jarrod Greenwood, Director of Communications & Community Affairs Ginger Awtry, Planning and Development Director Eddie Edwards, Human Resources and Administrative Services Director Todd Wood, Facilities and Recreation Director Troy Meyer and Management Intern Scott Dixon. Workshop Session 1. CALL TO ORDER President Wheat called the workshop to order at 5:46 p.m. 2. REVIEW OF CONSENT AGENDA ITEMS FROM AUGUST 15, 2011, TRUSTEES REGULAR MEETING AGENDA. Trustee Rennhack asked to discuss item f of the consent agenda. President Wheat asked to discuss item e of the consent agenda. BOT Minutes 08/15/11 Page 1 of 6 Discussion ensued regarding the current cafeteria vendor, the facilities available to prepare lunch for students and if they should consider allowing additional vendors throughout the year.. Discussion ensued regarding the proposed amendment to the Graduation policy to removing the ambiguity of quality points, how they relate to current course offerings and transfer students. 3. REPORTS a. IBO Middle Years Program Evaluation report. President Wheat asked for clarification regarding the recommendations of policies. Discussion ensued regarding the recommendations within the report. Primary Principal Harding and faculty provided clarification regarding the link between guidance and the assessment process and how this evaluation is linked back to the Strategic Plan and Balanced Scorecard. 4. DISCUSSION ITEMS a. Presentation and discussion of the 2011 Parent's Survey. President Wheat asked that this item be discussed prior to the consent agenda. Mr. Chris Tatham, ETC Institute, provided an overview of the 2011 survey. Discussion ensued regarding the survey methodology, the number of surveys sent to parents, the overall perceptions, strengths and weaknesses and overall satisfaction of the academy. b. Discussion regarding the 2011 IB Diploma and Advanced Placement Results. DP Coordinator Stoyanoff, Secondary Principal Calzini, and Primary Principal Harding provided an overview of the results and world ratings. Discussion ensued regarding the tests, samples of grading provided for the assessment process, the process to combat lower numbers of students sitting for the IB exams, the benefits and validation of the IB diploma program, activities of the students not sitting for IB exams, and the correlation between AP and IB exams. DP Coordinator Stoyanoff stated that the sample selection of grading sent to IB for assessments shows that all teachers are grading on track with the IB standards. Trustee Brittan left the meeting at 6:46 p.m. BOT Minutes 08/15/11 Page 2 of 6 S. BOARD RECAP / STAFF DIRECTION - ETC to provide additional crosstabs regarding the student's progression and crosstab breakdown regarding the question of bullying. - Provide a breakdown showing the correlation of ACT and SAT scores in relation to IB exam scores. 6. ADJOURNMENT There being no further business before the Board, President Wheat adjourned the workshop at 7:12 p.m. Regular Session 1. CALL TO ORDER President Wheat called the Regular meeting to order at 7:40 p.m. with Trustee Brittan absent. 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS: No one addressed the Board. 3. CONSENT AGENDA: a. Consider approval of the minutes for the meeting held on June 6, 2011. b. Consider approval of the minutes for the meeting held on June 9, 2011. C. Consider approval of Resolution 11-12, Approving and Adopting the Governmental Accounting Standard Board (GASB) 54 Policy, delegating the responsibility to assign funds to the Superintendent or his/her designee, and amending the existing Fiscal and Budgetary Policies to incorporate the new policy and approved delegation. d. Consider approval of Resolution 11-13, Authorizing the Superintendent to Execute a Contract with Region IX Education Service Center for Various Business and Student Support Services for Westlake Academy. e. Consider approval of Resolution 11-14, Authorizing the Superintendent to Execute a Contract for Food Catering Services with Victual, LLC at Westlake Academy. BOT Minutes 08/15/11 Page 3 of 6 f. Consider approval of Resolution 11-15, Amending the Graduation Policy. g. Consider approval of Resolution 11-16, Amending the Personnel Manual. MOTION: Trustee Rennhack made a motion to approve the consent agenda with the revisions as discussed to item f. Trustee Levitan seconded the motion. The motion carried by a vote of 3-0. Trustee Langdon was absent for the vote. 4. CONDUCT A PUBLIC HEARING AND CONSIDER RESOLUTION 11-17, APPROVING THE ESTIMATED YEAR-END ACADEMIC SERVICES BUDGET FOR WESTLAKE ACADEMY FOR THE FISCAL YEAR ENDING AUGUST 31, 2011 AND ADOPTING THE PROPOSED BUDGET FOR THE FISCAL YEAR ENDING AUGUST 31, 2012. Superintendent provided a brief overview of the revisions to the proposed budget made as a result of recommendations discussed during the budget retreat and revision of Mission and Vision statements. Discussion ensued regarding the reduction of operating dollars per student, the grants provided by the Foundation and the ability to add new staff while providing increases to staff and faculty. President Wheat opened the public hearing. No one spoke. President Wheat closed the public hearing. MOTION: Trustee Cox made a motion to approve Resolution 11-17.. Trustee Rennhack seconded the motion. The motion carried by a vote of 4-0. S. EXECUTIVE SESSION The Board convened into executive session at 7:54 p.m. The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. 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: Charter amendments including the Admissions Policy b. Sections 551.071(2) and 551.074 — 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: Discuss MOU with the Westlake !Foundation Board and related personnel issues. BOT Minutes 08/15/11 Page 4 of 6 6. RECONVENE MEETING President Wheat reconvened the meeting at 8:49 p.m. 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. MOTION: Trustee Langdon made a motion to approve Resolution 11-18, amending the Admissions policy. Trustee Cox seconded the motion. The motion carried by a vote of 4-0. MOTION: Trustee Rennhack made a motion to approve Resolution 11- 19, approving an MOU with the Westlake Foundation Board. Trustee Levitan seconded the motion. The motion carried by a vote of 4-0. 8. BOARD CALENDAR - Back to School Night - Secondary August 17, 2011 (WA Gym - assembly begins at 6:00 p.m.) - Back to School Night — Primary August 18, 2011 (WA Gym - assembly begins at 6:00 p.m.) - First Day of School August 22, 2011 - HOC Back to School Bash August 27, 2011 (WA Campus - 5:00 — 8:00 p.m.) Academy and Town Offices Closed September 5, 2011 BOT Meeting September 12, 2011 9. FUTURE AGENDA ITEMS: - None BOT Minutes 08/15/11 Page 5 of 6 10. ADJOURNMENT MOTION: Trustee Levitan made a motion to adjourn the meeting. Trustee Cox seconded the motion. The motion carried by a vote of 4-0. President Wheat adjourned the meeting at 8:55 p.m. APPROVED BY THE BOARD OF TRUSTEES ON SEPTEMBER 23, 2011. ATTEST: ,��U-� Kelly dwards, Board Secretary Laura Wheat, Board President BOT Minutes 08/15/11 Page 6 of 6