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HomeMy WebLinkAbout09-10-12 BOT Agenda PacketThe Regular Meeting of the Board of Trustees will begin immediately following the conclusion of the Board of Trustees Workshop but not prior to the posted start time. Mission Statement Westlake Academy is an IB World School whose mission is to provide students with an internationally minded education of the highest quality so they are well-balanced and respectful life-long learners. Page 1 of 3 WESTLAKE ACADEMY Vision Statement Westlake Academy inspires students to achieve their highest individual potential in a nurturing environment that fosters the traits found in the IB Learner Profile. Inquirers, Knowledgeable, Thinkers, Communicators, Principled, Open-Minded, Caring, Risk-takers, Balanced and Reflective BOARD OF TRUSTEES MEETING AGENDA September 10, 2012 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE – 2ND FLOOR WESTLAKE, TX 76262 COUNCIL CHAMBERS/MUNICIPAL COURT ROOM Workshop Session 5:00 p.m. Regular Session 6:00 p.m. Page 2 of 3 Workshop Session 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. REVIEW OF CONSENT AGENDA ITEMS FROM SEPTEMBER 13, 2012, TRUSTEES REGULAR MEETING AGENDA. (30 min) 4. REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Board Member requests that report be removed and considered separately. a. Report and analysis on Westlake Academy students regarding longevity and IB Diploma graduates. 5. DISCUSSION ITEMS a. Discussion regarding the amendments to the Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy. (20 min) b. Discussion regarding Campus Parking Enforcement guidelines (20 min) 6. BOARD RECAP / STAFF DIRECTION 7. ADJOURNMENT Regular Session 1. CALL TO ORDER 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. 3. 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 for the meeting held on August 13, 2012. b. Consider approval of Resolution 12-20, Amending the Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy (AP testing). Page 3 of 3 c. Consider approval of Resolution 12-21, Approving a contract with Viandas Foods, L.LC., for Food Catering Services. 4. BOARD CALENDAR 5. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting. The Board member making the request will contact the Superintendent with the requested item and the Superintendent will list it on the agenda. At the meeting, the requesting Board member will explain the item, the need for Board discussion of the item, the item’s relationship to the Board’s strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board member receives a second, the Superintendent will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. - None 6. ADJOURNMENT ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on September 5, 2012, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kelly Edwards, Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. Westlake Academy Item # 2 – Pledge of Allegiance Texas Pledge: "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible." REVIEW OF CONSENT AGENDA ITEMS a. Consider approval of the minutes for the meeting held on August 13, 2012. b. Consider approval of Resolution 12-20, Amending the Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy (AP testing). c. Consider approval of Resolution 12-21, Approving a contract with Viandas Foods, L.LC., for Food Catering Services. Westlake Academy Item # 3 – Review of Consent Agenda Items REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Board Member requests that report be removed and considered separately. a. Report and analysis on Westlake Academy students regarding longevity and IB Diploma graduates. Westlake Academy Item # 4– Reports Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: September 10, 2012 Staff Contact: Ben Nibarger Report Subject: Report and analysis on Westlake Academy students regarding longevity and IB Diploma graduates. EXECUTIVE SUMMARY The Board of Trustees directed staff to provide additional data to see if the original date of entry or longevity of students graduating from the Academy impacted the student’s success in obtaining the IB Diploma. The report discusses the three graduating classes, the total number of students graduating, sitting for the IB Diploma, obtaining the IB Diploma, and those students opting out . PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK For informational purposes. FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS For informational purposes. ATTACHMENTS 1. IB Diploma and Longevity 1 Westlake Academy Diploma Graduate Analysis 2 Contents Introduction ............................................................................................................................................ 3 Graduating Class of 2010 ..................................................................................................................... 3 Figure 1 - Class of 2010 ........................................................................................................................ 3 Graduating Class of 2011 ..................................................................................................................... 4 Figure 2 - Class of 2011 ........................................................................................................................ 4 Graduating Class of 2012 ..................................................................................................................... 5 Figure 3 - Class of 2012 ........................................................................................................................ 5 3 Introduction Staff was directed to provide analysis on Westlake Academy graduating classes regarding the student’s original date of entry into the program, whether they sat for the IB Diploma, and whether or not they received the IB Diploma. Graduating Class of 2010 The graduating class of 2010 consisted of 24 students, 22 attending from six secondary boundary districts and two attending from the primary boundary. A total of 21 students sat for the IB Diploma, three students opted out of the exam, and 12 students successfully received the IB Diploma. In Figure 1, the students are segmented by the year of their entry into the Academy and further by whether they sat for the IB Diploma, received the IB Diploma, or opted out. Figure 1 - Class of 2010 The Class of 2010 had the lowest number of students sit for the IB Diploma (87.5%) as well as the lowest pass rate (57%). The number of students sitting for the exam appear to be evenly distributed across the years entering the Academy as well as the number of students passing and opting out of the exam. 0 1 2 3 4 5 6 7 8 2003 2004 2005 2006 2007 2008 Class of 2010 Graduated Sat for IB Diploma Received IB Diploma Opted Out of IB Diploma 4 Graduating Class of 2011 The graduating class of 2011 consisted of 32 students, 25 attending from eight secondary boundary districts and seven attending from the primary boundary. A total of 29 students sat for the IB Diploma, three students opted out of the exam, and 25 students successfully received the IB Diploma. In Figure 2, the students are segmented by the year of their entry into the Academy and further by whether they sat for the IB Diploma, received the IB Diploma, or opted out. Figure 2 - Class of 2011 The Class of 2011 saw a marked improvement in the number of students both sitting for and obtaining the IB Diploma. Over 90% of the graduating class sat for the full IB Diploma and approximately 86% of the students received the diploma. As a percentage the number of students opting out of the IB Diploma exam declined, but those students opting out were all enrolled in the Academy in 2003. The number of students sitting for, and obtaining, the IB Diploma appear to be evenly distributed across all years of entry into the Academy. 0 2 4 6 8 10 12 14 2003 2004 2005 2006 2007 2008 2009 Class of 2011 Graduated Sat for IB Diploma Received IB Diploma Opted Out of IB Diploma 5 Graduating Class of 2012 The graduating class of 2012 consists of 28 students, 26 attending from eight secondary boundary districts and two attending from the primary boundary. A total of 27 students sat for the IB Diploma, one student opted out of the exam, and 24 students successfully received the IB Diploma. In Figure 3, the students are segmented by the year of their entry into the Academy and further by whether they sat for the IB Diploma, received the IB Diploma, or opted out. Figure 3 - Class of 2012 The Graduating Class of 2012 also saw a marked improvement over the previous years’ results, with 96% of the graduating class sitting for the full IB Diploma and approximately 89% of them obtaining the IB Diploma. This graduating class saw the lowest number of students opting out of the exam, with only one student enrolled in 2003. The number of students sitting for, and obtaining, the IB Diploma appear to be evenly distributed across all years of entry into the Academy. 0 2 4 6 8 10 12 14 2003 2004 2005 2006 2007 2008 2009 2010 Class of 2012 Graduated Sat for IB Diploma Received IB Diploma Opted Out of IB Diploma DISCUSSION ITEMS a. Discussion regarding the amendments to the Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy. (20 min) b. Discussion regarding Campus Parking Enforcement guidelines (20 min) Westlake Academy Item # 5 – Discussion Items Page 1 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: Diploma Program Meeting Date: September 10, 2012 Staff Contact: Clint Calzini Discussion / Consent Subject: Consider a resolution amending the Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy EXECUTIVE SUMMARY Consider the resolution to amend the Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy. This amendment will further clarify the centrality of t he IB curriculum at Westlake Academy and defines the parameters of support for Advanced Placement opportunities and testing. The proposed language allows for AP at our school where there is natural overlap with the IB curriculum. If there is not this nat ural overlap, AP can still be offered, but not during regular classroom time. An analysis of the curriculum overlap in the following areas will be provided (sent under separate cover): DP Biology / AP Biology DP Economics / AP Economics (Micro and Macro) DP English / AP English DP History of the Americas / AP History PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance on this agenda item? Amending school policy is held by the authority of the Board of Trustees. Which policy governs this agenda item? The Board of Trustees Policy No. 5.06 covering the topic of adherence to the Texas Education Agency and Westlake Academy’s Charter . What additional direction is necessary for this agenda item? Discussion and adoption of the amended policy; review of the material and overlap of DP/AP subjects. Page 2 of 2 FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Review and discussion of the proposed policy. ATTACHMENTS Policy Document - Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines - Policy No. 5.06 with proposed amendments DP and AP Curriculum Alignment Analysis (to be provided as a handout at the meeting) TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 5.06: Date Board Adopted: December 7, 2009 Date Board Amended: N/A Effective Date: December 7, 2009 Policy Name: Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy Category: Governance Policy Goal: Establish Board policy governance parameters by which the education activities and decisions related to the students at Westlake Academy will be conducted. Policy Description: As Westlake Academy is an open-enrollment public charter school, which provides education to students utilizing the International Baccalaureate (IB) curriculum, the school is required to adhere to criteria and regulations promulgated by various authorizing agencies. In an effort to provide the CEO and Staff of Westlake Academy with clear guidance from the Board of Trustees, as it relates to these multiple authorizing agencies, the following policy statement regarding operational guidelines is established: Any action in the activities or education of the students at Westlake Academy, which materially deviates from the International Baccalaureate curriculum, Texas Education Agency (TEA) guidelines for Charter schools and/or the Academy’s Charter passed and approved by the TEA (and as may be amended and approved by TEA) will be considered imprudent by the Board of Trustees. The statement is issued to indicate the importance the Board places in the mission/vision of Westlake Academy to educate students utilizing the IB methods and organizational goals specified in the Charter as approved by our authorizing entity, the Texas Education Agency. With this stated policy commitment to the IB curriculum as the focus of instruction in all grades at Westlake Academy, it is recognized that some highly motivated Academy students are academically capable of also completing Advance Placement (AP) coursework in preparation for taking AP Exams. These guidelines outline the parameters for Academy staff to utilize in supporting these students in this regard, while maintaining the integrity and focus of the IB Diploma Program at Westlake Academy: • AP coursework is considered an additional program separate from the academic program of Westlake Academy. • Fees for students who choose to participate (under these guidelines) in AP content, curriculum, and testing will be user fee based, i.e. born by the student. Participation fees in any AP course will include cost for instruction and related materials only. All such fees will be determined by the Superintendent or his/her designate and remitted to Westlake Academy. • Subject to the stipulations in the preceding guideline, AP may be taught on school premises after regular school hours or on the weekends. AP exams may be taken on the Westlake Academy campus. • Teachers or a designated coordinator will be responsible for all logistics for ordering, scheduling and proctoring exams. • No AP content / curriculum will be taught during scheduled class time other than where specific DP content overlaps with AP content. Further, AP resources (e.g., worksheets, books, practice tests, etc.) may only be used to support DP where it naturally overlaps with AP. • Teachers choosing to offer AP under these parameters must have the approval of the Superintendent or his/her designee. Teachers must submit a plan when seeking approval that demonstrates compliance with the above parameters. Page 1 of 3 WESTLAKE ACADEMY AGENDA ITEM Curriculum: Campus Operations Meeting Date: September 10, 2012 Staff Contact: Amanda DeGan Discussion Assistant to the Town Manager Subject: Consider parking enforcement guidelines at Westlake Academy EXECUTIVE SUMMARY HISTORY - Upon completion of the Sam and Margaret Lee Arts & Sciences Building, staff identified a limited amount of funding associated with the project that could be used to enhance our parking spaces on the west side of the Academy campus. The Board was notified of the remaining money and subsequently instructed staff to develop a plan to augment the funds from the Arts & Sciences building that would allow for the construction of roughly 145 new parking spots in this area (by the sports fields). Staff presented a solution where the new parking area could be built through an interfund loan, at a cost of approximately $76,432, from the municipal General Fund to the Arts & Sciences building capital project fund. The loan was originally scheduled to be ‘paid back’ over a five- year period through student, parent, and teacher parking fees for reserved spaces on the campus. APPLICATION OF POLICY - A system has been developed where the participating parents and teachers are issued parking passes, which provide reserved parking, while also allowing for certain areas that do not require a permit and are thus ‘free’ to those who opt out of the system. However, students are required to pay for the privilege of parking on campus and the information/rates are communicated each year through the Parent/Student Handbook. The system has been refined through practical implementation with minor adjustments as to the parking passes and forms. Over the past two years, we have collected the following fees: 2010/2011 $ 4,192.60 2011/2012 $10,895.00 CURRENT SCHOOL YEAR CHANGES - In preparation for the 2012/13 school year, Staff reviewed the on-campus parking accommodations and determined that it was necessary to adjust the reserved spacing based on several complaints from parents about accessibility. Staff had received negative feedback about the ability of parents/visitors to access the campus during peak times to pick up their students who needed an early release, had doctor appointments, or were sick at school. Many times, the campus was full of vehicles that were lined up for regular dismissal and the ‘visitor’ spots were inaccessible to parents for these early release needs, etc. With the construction of the new northern driveway and the re-routing o f the traffic for pick- up/delivery of the Secondary students, it was a viable option to designate the northern parking spots as reserved for visitors who needed quick access to the campus. All the previously reserved spots in this area were re-appropriated to another section of the campus. Page 2 of 3 ENFORCEMENT RECOMMENDATION - A challenge that has existed, since we began this process of reserved parking spaces, is one of enforceability. For the first year, it was a voluntary compliance option – where students and teachers were on the ‘honor system’ when it came to parking in the correct (assigned) spaces. Over the past two years, we have had an informal process of notifying students/teachers/parents through an email or personal visit to their classroom if they were parked in the wrong section. A more permanent and formal solution has become necessary. In response to the numerous teacher and student complaints, Staff has devised two different approaches to help gain compliance with the Board approved parking po licy. The first approach involves the almost immediate issuance of parking citations for offenders who violate the guidelines. Step One: One warning issued to offender Step Two: Issuance of parking citation(s) (three violations prior to implementing Step Three) Step Three: Towing or ‘booting’ of vehicle The second option is recommended by staff and allows for a warning period (grace period) prior to additional enforcement measures. These steps would be instituted upon issuance of a required parking permit to students who wish to drive to school and to the staff members who choose to purchase a particular reserved spot. Those who opt to use the free parking system will be exempt from the process. Step One: 30-day grace period; Up to three warning s issued prior to Step Two Step Two: Revocation of parking privileges; denial of parking pass in following school year Step Three: Issuance of parking citation(s) Step Four: Towing or ‘booting’ of car for non-payment of citations This option is the less restrictive of the two and would provide a structured program to increase the enforcement levels prior to the issuance of a citation. The ‘Steps’ are designed to be guiding actions for Staff when they patrol the campus and proceed through the process. Officer discretion will be used when necessary and all enforcement steps will be relayed to our stakeholders through multiple communication methods. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff Page 3 of 3 GOVERNANCE FRAMEWORK Governance framework will provide the directives of the Board to the Municipal and Academy staff as it relates to the guidelines of current and future parking enforcement on the campus. FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Approval of the graduated approach for parking enforcement. ATTACHMENTS • Student Driver section of Parent / Student Handbook • Student Drivers Policy No. 3.08 for reference Excerpt from the Secondary Parent / Student Handbook – 2012 STUDENT DRIVERS Students may apply for a parking permit once they have a fully authorized state driver’s license, present insurance papers, and parental authorization and liability forms. Yearly permit fees will vary based on which campus parking lot location the student chooses to park their vehicle. Information may be obtained on the Academy’s website and through the administration office. Each year, the student will receive a Westlake Academy parking sticker to place on the car and all student vehicles must use the parking spaces reserved for them according to the location and permit fee remitted to the office. Please see the front office for additional information and/or to obtain a parking permit map and schedule of fees. At this time Westlake Academy has enough parking spaces to accommodate all students who will be allowed to drive on campus in addition to staff and visitors. If at such time, parking spaces are outnumbered by student drivers, the Academy may implement a student lottery to determine distribution of parking spaces. Preference will be given to the most senior class. If there are spaces for other classes, separate lotteries will be held to determine the allocation of those remaining spaces. Westlake Academy may suspend the permit of any student vehicle from driving or parking on campus for the violation of any rule or regulation or for unsafe driving, whether or not the incident occurs on campus, or if the student’s driving privilege is interfering with class attendance or academic performance, as determined by the Principal(s). In the case of suspension, the permit may be reinstated, with the assessment of new fees, at the discretion of the Principal. All laws regulating traffic on public roads, in addition to laws pertaining to licensed drivers under the age of 18, apply to the operation of vehicles on campus. We would like to remind students and parents that the Texas law applicable during the first 6 months of the driver license (These persons may not operate a motor vehicle with more than one passenger in the vehicle under the age of 21 who is not a family member) will apply at Westlake Academy. All student drivers must comply with the rules and policies of Westlake Academy. All students issued a permit are subject to vehicle searches. Students will be allowed to drive and park on campus between the hours of 6:00 a .m. and 9:00 p.m. Students are to drive in a safe and slow manner, never more than 10mph. Students may not leave school without an authorized excuse before the end of the school day or allow another student to use their automobile during the day for such a purpose. Student drivers must exit the campus only after the regular dismissal line. Student drivers will not be allowed to operate a motor vehicle while using a wireless communication device. The school reserves the right to search the student’s vehicle in the student’s presence while it is parked on school grounds. TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 3.08: Date Board Adopted: August 3, 2009 Date Board Amended: N/A Effective Date: August 3, 2009 Policy Category: Parent, Student and Faculty Relations and Expectations Policy Name: Student Drivers Policy Goal: Outline the requirements and responsibilities for student driving and parking assignments on campus Policy Description: In consideration of the safety of the students and due to the limited number of parking spaces, the Board reserves the right to institute regulations concerning the operation and parking of vehicles on Academy grounds – TEC 37.102(a). A written application will be required prior to the issuance of a permit. A parking permit shall be required for a student to drive to the school campus and park a personal vehicle on school property. The permit holder is also subject to the following regulations: (1) Annual parking permit fees will be assessed and the amount published pursuant to the publication of the Parent/Student Handbook each year. (2) Students may apply for the permit upon proof of a state issued driver license (which does not include temporary permits), proof of insurance or f inancial responsibility documents, parental authorization and liability forms. (3) Upon approval, a parking decal will be issued to the student which shall be placed on the vehicle in accordance to the directives in the Parent/Student Handbook. (4) W estlake Academy may suspend the permit of any student for the following reasons: a. Violation of the Student Driver Policy b. Unsafe driving c. If the driving privilege is interfering with class attendance or academic performance. Page | 25 All students must obey the applicable traffic laws and restrictions pertaining to licensed drivers under the age of 18 while operating a motor vehicle on campus. The school also reserves the right to search a student’s vehicle, with student supervision while it is parked on school grounds. Further parking and driving procedures will be published in the Parent/Student Handbook on an annual basis. BOARD RECAP / STAFF DIRECTION Westlake Academy Item #6 Board Recap / Staff Direction Westlake Academy Item # 7 – Workshop Adjournment Back up material has not been provided for this item. CITIZENS' PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. Westlake Academy Item # 2 – Citizens’ Presentations and recognitions 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 for the meeting held on August 13, 2012. b. Consider approval of Resolution 12-20, Amending the Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy (AP testing). c. Consider approval of Resolution 12-21, Approving a contract with Viandas Foods, L.LC., for Food Catering Services. Westlake Academy Item # 3 - Consent Agenda Items BOT Minutes 08/13/12 Page 1 of 5 WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING August 13, 2012 PRESENT: President Wheat, Trustees: Clif Cox, Carol Langdon, David Levitan and Rick Rennhack. ABSENT: Michael Barrett OTHERS PRESENT: Superintendent Tom Brymer, Board Secretary Kelly Edwards, Assistant to the Superintendent Amanda DeGan, Primary Principal Rod Harding, Secondary Principal Dr. Clint Calzini, Administrative Coordinator Ben Nibarger, Finance Director Debbie Piper, Director of Communications & Community Affairs Ginger Awtry, Facilities and Recreation Director Troy Meyer, Human Resources and Administrative Services Director Todd Wood, and Management Intern Alora Wachholz. Workshop Session 1. CALL TO ORDER President Wheat called the workshop to order at 5:05 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 FROM AUGUST 13, 2012 , TRUSTEES REGULAR MEETING AGENDA. No discussion. BOT Minutes 08/13/12 Page 2 of 5 4. DISCUSSION ITEMS a. Discussion of the 2011-2012 DP and SAT Scores Correlation. Principal Calzini provided an overview of the correlation data as presented. Discussion ensued regarding the absence of an obvious correlation between the scores. b. Discussion of the 2010-2012 International Baccalaureate Diploma Program (DP) results . Principal Calzini provided an overview of the results as presented. Discussion regarding the passing rate based on the faculty predications, goals established by the Strategic Plan and the world averages. c. Discussion of the Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy. Superintendent Brymer provided the background for this item. Principal Calzini provided an overview of the proposal to amend the policy which would implement parameters for students to take the AP exams while continuing with the primary focus on the IB exams. Discussion ensued regarding current rankings, how the rankings are established, how to increase the number of Diploma rankings, and the approach teachers will use implementing the AP curriculum and making it available to the students. The Council would like the proposed amendment to on the Consent Agenda for the next Trustee meeting in September. d. Discussion regarding various Board Manual Policy amendments. Assistant to the Superintendent DeGan provided an overview of the proposed amendments to the Admissions and Residency policies. Principal Calzini provided an overview of the proposed amendment to the Athletic/Extra Curricular activities policies proposed amendments. Discussion regarding any student currently enrolled and is charged with an offense during the year, if student is removed from the school during the trial, the possible re- enrollment of the student, the proposed revision of the residency requirement regarding building permits, managing our enrollment based on maximums, and the process of homeschooled students filling team vacancies. BOT Minutes 08/13/12 Page 3 of 5 e. Discussion of the 2012-2013 whole school goals. Principal Harding provided an overview of the goals as presented regarding the Great Teacher profile. Discussion ensued regarding the faculty review of the profile, faculty input, the profile being provided to the faculty during the new teacher orientation, changes in Spanish and Mathematics, f. Discussion Charter School Intervention in the Current School Finance Litigation. Superintendent Brymer provided an overview of this item regarding the current litigation and lawsuits that have been filed regarding the current public funding format and specifically for Charter Schools. Discussion ensued regarding ISDs and Charter School funding, facilities funding options for Charter Schools, and the decrease in state funding. g. Discussion of the 2012-2013 Budget and Facility Plan Options. Superintendent Brymer provided a presentation and overview of the proposed operating budget. Discussion ensued regarding additional service level adjustments that have been requested, financial policy revisions, the enrollment numbers of Westlake students, the number of students per section in 4th Grade, possible amendment to the Charter based on class size, the current number of students by Grade, the financial sustainability, relying on charitable donations from other entities, and how to allocate the funds received from Texas Student Housing. Mr. Michael Bennett, Bennett, Benner and Pettit Architects and Planners provided a presentation regarding future enrollment and facility plan options. Discussion then ensued regarding the options proposed and implications of each option such as tax rates, debt capacity, additional space and educational programming. 5. BOARD RECAP / STAFF DIRECTION Revisit the lottery notification timeframe possibly moving back and not ensuring a spot until August 15th each year. Provide additional analysis of facility data using the enrollment number 855 with 20, 23 and 25 students per class, with 3 sections and a fill point of 20 students with the maximum 23 students per class. Advise the Principals to add a Full time Aid position for Kindergarten. BOT Minutes 08/13/12 Page 4 of 5 Council would like to review the ‘Great Teacher’ profile and appraisal system once finalized. Consult with School Attorney regarding additional enrollment vacancies to accommodate new primary boundary students. 6. ADJOURNMENT There being no further business before the Board, President Wheat adjourned the workshop at 10:09 p.m. Regular Session 1. CALL TO ORDER President Wheat called the regular meeting to order at 10:09 p.m. 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 4, 2012. b. Consider approval of the minutes for the meeting held on June 7, 2012. c. Consider approval of Resolution 12-13, Amending and adopting the Westlake Academy Personnel Manual. d. Consider approval of Resolution 12-14, Amending the Admissions Policy. e. Consider approval of Resolution 12-15, Amending the Proof of Residency Policy for Westlake Academy. f. Consider approval of Resolution 12-16, Amending the Student Athletic/Extra Curricular Program Academic Eligibility for Westlake Academy. g. Consider approval of Resolution 12-17, Supporting the Charter School Intervention in the Current School Finance Litigation. h. Consider approval of Resolution 12-19, Amending the 2012-2013 School Calendar. MOTION: Trustee Levitan made a motion to approve the consent agenda as amended adding item h. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. 4. CONDUCT A PUBLIC HEARING AND CONSIDER RESOLUTION 12-18, ADOPT THE REVISED OPERATING BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2012 AND THE PROPOSED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, BOT Minutes 08/13/12 Page 5 of 5 2013 INCLUDING INVESTMENT POLICY, FISCAL AND BUDGETARY POLICIES, COMMITTED AND ASSIGNED FUND BALANCES. MOTION: Trustee Cox made a motion to approve Resolution 12-18. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. 5. BOARD CALENDAR 6. FUTURE AGENDA ITEMS - None 7. ADJOURNMENT MOTION: Trustee Rennhack made a motion to adjourn the meeting. Trustee Levitan seconded the motion. The motion carried by a vote of 4-0. President Wheat adjourned the meeting at 10:16 p.m. APPROVED BY THE BOARD OF TRUSTEES ON SEPTEMBER 10, 2012. ATTEST: ____________________________ Laura Wheat, Board President _____________________________ Kelly Edwards, Board Secretary Resolution 12-20 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION NO. 12-20 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES ADOPTING AN AMENDMENT TO POLICY NUMBER 5.06 CONCERNING THE ADHERENCE TO THE TEXAS EDUCATION AGENCY, INTERNATIONAL BACCALAUREATE AND CHARTER GUIDELINES. WHEREAS, the Westlake Academy Board of Trustees has considered the proposed amendment to the Texas Education Agency, International Baccalaureate and Charter Guidelines policy; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is desig ned to promote high student achievement for the students and is in support of our Charter granted through the Texas Education Agency; and WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: That the Board of Trustees of Westlake Academy hereby adopts the amendment to the policy known as the Board of Trustees Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy No. 5.06 attached to this resolution as Exhibit “A”. SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 12-20 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 10th DAY OF SEPTEMBER, 2012. _____________________________ ATTEST: Laura Wheat, President _____________________________ ______________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ____________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 5.06: Date Board Adopted: December 7, 2009 Date Board Amended: N/A Effective Date: December 7, 2009 Policy Name: Adherence to the Texas Education Agency, International Baccalaureate and Charter Guidelines Policy Category: Governance Policy Goal: Establish Board policy governance parameters by which the education activities and decisions related to the students at Westlake Academy will be conducted. Policy Description: As W estlake Academy is an open-enrollment public charter school, which provides education to students utilizing the International Baccalaureate (IB) curriculum, the school is required to adhere to criteria and regulations promulgated by various authorizing agencies. In an effort to provide the CEO and Staff of Westlake Academy with clear guidance from the Board of Trustees, as it relates to these multiple authorizing agencies, the following policy statement regarding operational guidelines is established: Any action in the activities or education of the students at Westlake Academy, which materially deviates from the International Baccalaureate curriculum, Texas Education Agency (TEA) guidelines for Charter schools and/or the Academy’s Charter passed and approved by the TEA (and as may be amended and approved by TEA) will be considered imprudent by the Board of Trustees. The statement is issued to indicate the importance the Board places in the mission/vision of Westlake Academy to educate students utilizing the IB methods and organizational goals specified in the Charter as approved by our authorizing entity, the Texas Education Agency. With this stated policy commitment to the IB curriculum as the focus of instruction in all grades at Westlake Academy, it is recognized that some highly motivated Academy students are academically capable of also completing Advance Placement (AP) coursework in preparation for taking AP Exams. These guidelines outline the parameters for Academy staff to utilize in supporting these students in this regard, while maintaining the integrity and focus of the IB Diploma Program at Westlake Academy: • AP coursework is considered an additional program separate from the academic program of Westlake Academy. • Fees for students who choose to participate (under these guidelines) in AP content, curriculum, and testing will be user fee based, i.e. born by the student. Participation fees in any AP course will include cost for instruction and related materials only. All such fees will be determined by the Superintendent or his/her designate and remitted to Westlake Academy. • Subject to the stipulations in the preceding guideline, AP may be taught on school premises after regular school hours or on the weekends. AP exams may be taken on the Westlake Academy campus. • Teachers or a designated coordinator will be responsible for all logistics for ordering, scheduling and proctoring exams. • No AP content / curriculum will be taught during scheduled class time other than where specific DP content overlaps with AP content. Further, AP resources (e.g., worksheets, books, practice tests, etc.) may only be used to support DP where it naturally overlaps with AP. • Teachers choosing to offer AP under these parameters must have the approval of the Superintendent or his/her designee. Teachers must submit a plan when seeking approval that demonstrates compliance with the above parameters. Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: September 10, 2012 Staff Contact: Ben Nibarger Regular Meeting Subject: Approval of a Resolution Authorizing the Superintendent to Execute a Contract for Food Catering Services with Viandas Foods, LLC previously known as Victual, LLC at Westlake Academy. EXECUTIVE SUMMARY Westlake Academy presently contracts with Victual, LLC to provide hot lunches to students attending the school. Passage of this resolution would approve a new contract with Viandas Foods, LLC relating to the food catering services at Westlake Academy and authorizes the Superintendent to execute this agreement. The resolution, if approved by the Board, further authorizes the Superintendent to execute future renewal contracts with Viandas Foods, LLC, unless there is a significant change in their scope of services, cost/pricing, quality, or ownership of Viandas, LLC, thus requiring a new contract with a new vendor to be approved by the Board of Trustees. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Governance direction will provide the authority and directives of the Board to the Academy staff as it relates to administering school administrative services. FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Recommend approval and execution of contract. ATTACHMENTS 1. Resolution 2. New Contract with Viandas Foods, LLC WA Resolution 12-21 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION NO. 12-21 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY AUTHORIZING THE SUPERINTENDENT TO EXECUTE A CONTRACT WITH VICTUAL, LLC FOR FOOD SERVICES RELATED TO OPERATION OF WESTLAKE ACADEMY. WHEREAS, Westlake Academy presently utilizes the catering services of Viandas Food LLC, previously known as Victual, LLC to provide lunch services for students wishing to purchase a prepared meal during the school day; and, WHEREAS, the contract with Viandas Foods, LLC is reviewed annually by the Superintendent or his delegate, said review is primarily operational/administrative in nature, and the most recent review has found the current vendor, Viandas Foods, LLC, to be providing good food catering service at reasonable pricing for Westlake Academy; and, WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE WESTLAKE ACADEMY, TEXAS: SECTION 1: The above findings are hereby found to be true and correct and are incorporated herein in its entirety. SECTION 2: The Board of Trustees of the Westlake Academy hereby approves this resolution approving the contract with Viandas Foods, LLC relating to the food catering services at Westlake Academy, attached hereto as Exhibit “A”, and authorizes the Superintendent to execute this agreement. The Board further authorizes the Superintendent to execute future renewal contracts with Viandas Foods, LLC, unless there is a significant change in the ir scope of services, cost /pricing , quality, or ownership of Viandas Foods, LLC, thus requiring a new contract with a new vendor to be approved by the Board of Trustees. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Board hereby determines that it would have adopted this Resolution without the invalid provision. WA Resolution 12-21 Page 2 of 2 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 10th DAY OF SEPTEMBER 2012. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ L. Stanton Lowry or Janet S. Bubert, School Attorney COUNCIL CALENDAR o WA Student Early Release - Teacher Work Day September 21, 2012; Noon o Town Council Workshop & Meeting September 24, 2012; 5:00 pm; Council Chambers o Historical Marker Dedication Day hosted by WHPS September 29, 2012; 11:00-12:00 pm; Solana, west side of Diego’s o Board of Trustees Workshop & Meeting October 1, 2012; 5:00 pm; Council Chambers o Northwest Metroport Chamber’s “State of the Cities” Luncheon October 2, 2012; 11:30 – 1:30 pm; Trophy Club Country Club o 4th Annual Westlake Baja at Vaquero hosted by WAF October 2, 2012; 5-10:00 pm; Vaquero Club o WA Student Holiday; PYP Conferences and Teacher Work Day October 5-8, 2012 o WA Homecoming Football Game October 5, 2012; 5:00 pm o WA Homecoming Dance October 6, 2012; Time TBA o Senior Night – Varsity Volleyball October 11, 2012; 5:30 pm; WA Gym o Van Cliburn Foundation Community Concert October 15, 2012; Time and location TBA o WA Student Early Release – Teacher Work Day October 19, 2012; Noon o Westlake Fire-EMS Open House & Community BBQ October 20, 2012; 5:00 – 8:00 pm; Fire Station o Town Council Workshop & Meeting October 22, 2012; 5:00 pm; Council Chambers Town of Westlake Item # 4 – Board Calendar o 2nd Annual Westlake Classic Car Show hosted by WHPS October 27, 2012; 11 – 4:00 pm; Solana Club parking o Monster Mash hosted by HOC October 27, 2012; Time TBA; WA Campus o Board of Trustees Workshop & Meeting November 5, 1012; 5:00 pm; Council Chambers o Town Council Workshop & Meeting November 12, 2012; 5:00 pm; Council Chambers o Texas Municipal League 100th Annual Conference and Exhibition November 13-16, 2012 o WA Thanksgiving Break November 19-23, 2012 o Thanksgiving Holiday – Town & Academy November 22-23, 2012 o Westlake Community Tree Lighting November 27, 2012; 6-8:00 pm; Town Green o Board of Trustees Workshop & Meeting December 3, 1012; 5:00 pm; Council Chambers o Westlake’s Annual Employee Award & Christmas Dinner Tentative: Evening of Dec 8 or Dec 15; details TBD o Town Council Workshop & Meeting December 10, 2012; 5:00 pm; Council Chambers o WA Final Exam Week – student early release December 17-20, 2012 o WA Holiday Break December 21-January 4, 2012 o Christmas Holiday – Town & Academy December 24-25, 2012 o IB Diploma Ceremony January 11, 2012, time TBA; WA Gym FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting. The Board member making the request will contact the CEO with the requested item and the CEO will list it on the agenda. At the meeting, the requesting Board member will explain the item, the need for Board discussion of the item, the item’s relationship to the Board’s strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board member receives a second, the CEO will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. - None Westlake Academy Item # 5 – Future Agenda Items Westlake Academy Item # 6 – Adjournment Back up material has not been provided for this item.