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09-12-11 BOT MinWESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP & REGULAR MEETINGS September 12, 2011 PRESENT: President Laura Wheat and Trustees, Tim Brittan, Carol Langdon, David Levitan and Rick Rennhack. Clif Cox arrived at 5:17 p.m. ABSENT: OTHERS PRESENT: Superintendent Tom Brymer, School Attorney Janet Bubert, Board Secretary Kelly Edwards, Primary Principal Rod Harding, Secondary Principal Dr. Clint Calzini, Administrative Coordinator Ben Nibarger, Assistant to the Superintendent Amanda DeGan, PYP Coordinator Allison Schneider, Finance Director Debbie Piper, Director of Communications & Community Affairs Ginger Awtry, 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 5:07 p.m. 2. PLEDGE OF ALLEGIANCE President Wheat led the pledge of allegiance to the United States and Texas flags. BOT Minutes 09/12/11 Page 1 of 5 3. REVIEW OF CONSENT AGENDA ITEMS FROM SEPTEMBER 12, 2011, TRUSTEES REGULAR MEETING AGENDA. Superintendent Brymer provided an overview of the waiver requested regarding Item c, School Sanctioned Trips. Discussion ensued regarding the location of the G-11 trip to Breckenridge, Colorado. 4. REPORTS a. Report on Status of Work to Date Creating a Westlake Academy Balanced Scorecard for its Revised Strategic Plan as well as Progress to Date Implementing the Current Strategic Plan. No additional discussion. S. DISCUSSION ITEMS a. Discussion of Whole School Theme and Goal for 2011-2012 School Year, Primary Principal Harding provided an update and overview of the Theme and Goal for the school year. b. Discussion regarding the beginning of the 2011-2012 school. Primary Principal Harding and Secondary Principal Dr. Calzini provided an update on the observations for the beginning of the school year. A survey was sent out to the faculty to receive feedback on processes implemented this year. c. Discussion Regard Proposed Changes to the Primary (K -G6) Assessment and Reporting Policy Including Proposed Reporting Schedule and Improvements to Better Align Policy with PYP Philosophy. Primary Principal Harding presented the proposed revisions as discussed which do not change the original reporting format but align better with the IB Curriculum. He stated that the revisions provide the opportunity for parents and teachers to discuss a student's progress at anytime during the school year. Both Principals and faculty feel this open line of communication is beneficial for the parent and student. Discussion ensued regarding the current assessment, how the new process will be measured, student achievement and electronic monitoring reports. Board consensus was to adopt the proposed revisions during the October meeting. BOT Minutes 09/12/11 Page 2 of 5 d. Discussion of Westlake Academy Financial Forecast and Facilities' Needs. Superintendent Brymer provided a presentation and overview regarding facility needs. Discuss ensued regarding an expansion of the school using one of the options or options from the Hayes model which would allow the school become self-funded, if those options meet the Academy's our Mission and Vision statements, financial stewardship and sustainability, advantages of the current class size, and concerns regarding the culture. e. Discussion of Revised Westlake Academy Vision, Mission and Values for 2011-2012. Superintendent Brymer provided an overview on the proposed revisions as discussed during the various workshops. f. Discussion of Governance as illustrated in Dr. Brian Carpenter's Charter School Board University: Chapter 21, An Introduction to Effective Charter School Governance. No discussion 6. BOARD RECAP / STAFF DIRECTION Present an option 6 with a combination of adding sections to the PYP and possibly enhancing recruitment into the DP program, additional drilldown regarding the chart on page 18 of the report selecting G2 orG3, research online courses and their relation to school funding and a breakdown of the Foundation's fundraising by Section. 7. ADJOURNMENT There being no further business before the Board, President Wheat adjourned the workshop at 7:26 p.m. to begin the Special Town Council Meeting. Regular Session 1. CALL TO ORDER President Wheat called the Regular meeting to order at 7:55 p.m. with all Trustees present. BOT Minutes 09/12/11 Page 3 of 5 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS No one addressed the Board. 3. CONSENT AGENDA a. Consider approval of the minutes for the meeting held on August 15, 2011. b. Consideration of Resolution 11-20 Granting a Waiver to Board Policy No. 09-08 Board Parameters for School Sanctioned Trips Regarding the Grade 11 Team Building Trip Being Approved From a Local Destination to an Out -of -State (Domestic) Location. MOTION: Trustee Langdon made a motion to approve the consent agenda. Trustee Levitan seconded the motion. The motion carried by a vote of 5-0. 4. EXECUTIVE SESSION The Board convened into executive session at 7:SS 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 6. RECONVENE MEETING President Wheat reconvened the meeting at 8:09 p.m. 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. MOTION: Trustee Brittan made a motion to approve Resolution 11-21, Amending the Admissions Policy. Trustee Cox seconded the motion. The motion carried by a vote of 5-0. BOT Minutes 09/12/11 Page 4of5 8. BOARD CALENDAR - Living History Presentation hosted by the WHPS September 22, 2011, An evening with Bat Masterson 7:00-8:30 p.m., WA Performance Hall - Board of Trustee Meeting October 3, 2011 - Westlake Baja at Vaquero hosted by the Westlake Foundation October 11, 2011, 5:00-10:00 p.m. - Westlake Vintage Car Show hosted by WHPS October 29, 2011, 11:00-4:00 p.m., Solana Club parking lot - Monster Mash hosted by WA HOC October 29, 2011, 5:00-8:00 p.m. 9. FUTURE AGENDA ITEMS - None 10. ADJOURNMENT MOTION: Trustee Rennhack made a motion to adjourn the meeting. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0. President Wheat adjourned the meeting at 8:13 p.m. APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 3, 2011. ATTEST: C--� Kellytclwariig, Board Secretary Laura Wheat, Board President BOT Minutes 09/12/11 Page 5 of 5