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HomeMy WebLinkAbout11-05-12 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 November 5, 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 NOVEMBER 5, 2012, TRUSTEES REGULAR MEETING AGENDA. (10 min) 4. DISCUSSION ITEMS a. Discussion regarding the adoption of a Facilities Master Plan. (30 Min) b. Discussion of policy relative to the Promotion of Students in Academic Programs. (20 min) c. Preliminary Balanced Scorecard Update for the Academy Strategic Planning Document. (20 min) d. Discuss and Review the proposed 2013 Board/Council meeting calendar . (10 min) 5. BOARD RECAP / STAFF DIRECTION 6. 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 October 1, 2012. b. Consider approval of Resolution 12-23, Adopting a Master Facilities Plan. c. Consider approval of Resolution 12-24, Adopting a Promotion Policy for Westlake Academy. 4. BOARD CALENDAR Page 3 of 3 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. 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 October 31, 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 October 1, 2012. b. Consider approval of Resolution 12-23, Adopting a Master Facilities Plan. c. Consider approval of Resolution 12-24, Adopting a Promotion Policy for Westlake Academy. Westlake Academy Item # 3 – Review of Consent Agenda Items DISCUSSION ITEMS a. Discussion regarding the adoption of a Facilities Master Plan (30 Min) b. Discussion of policy relative to the Promotion of Students in Academic Programs (20 min) c. Preliminary Balanced Scorecard Update for the Academy Strategic Planning Document (20 min) d. Discuss and Review the proposed 2013 Board/Council meeting calendar (10 min) Westlake Academy Item # 4– Discussion Items Page 1 of 2 estlake Town Council TYPE OF ACTION Workshop - Discussion Item Westlake Town Council Meeting Monday, November 5, 2012 TOPIC: Consideration of a Resolution approving the Facilities Master Plan for the Westlake Academy Campus. STAFF CONTACT: Tom Brymer , Town Manager / Superintendent Troy J. Meyer, Director of Facilities and Park & Recreation DECISION POINTS Start Date Completion Date Timeframe: March 1, 2012 November 5, 2012 Funding: Amount - $35,000 Status - N/A Source - General Fund Decision Alignment VVM Perspective Desired Outcome Exemplary Governance Leadership Financial Stewardship Customer Focus FS. Sustain Fiscal Health CF: Provide Outstanding Service and Program Delivery Strategic Issue Outcome Strategy Staff Action Fiscal Stewardship & Organizational Effectiveness Capital Investment 5. Budget according to established service level provisions within departments 3. Policy & Cost Analysis Driven by Growth (Future Assets) SA 05.1: Budget Preparation SA 3.3: Evaluate Westlake Academy campus needs and expansion options Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 2 EXECUTIVE SUMMARY During the past several months, the Town Council (functioning as the Board of Trustees for Westlake Academy) has examined student enrollment and facility options related to Westlake Academy. At the February 6, 2012, a consensus was reached to retain professional architectural services for the following: 1) review previous campus facility plans 2) to obtain a campus facilities master plan and 3) adopt the facility master plan which would guide future capital planning at Westlake Academy. The Town Council proposed amending the FY11-12 municipal budget to utilize funds from the General Fund’s un-appropriated fund balance to cover the cost of the master planning contract for an amount not to exceed $35,000 (including reimbursable expenses). The Master Plan Task Force comprised of the Director of Facilities & Recreation in conjunction with WA Faculty and Staff members from Bennett, Benner, Pettit , (BB&P) met in May and June to discuss future growth including class size, the total student population, program offerings, and funding options. BB&P assembled this information and created the proposed campus facility master plan for Westlake Academy. This plan could be constructed in multiple phases. Phase 1 recommendations includes improvements, which would consist of a new secondary class room building, a cafetorium building (with a stage), and a field house (containing locker rooms and storage space for athletic equipment). The plan was subsequently presented at the Town Council workshop held on August 10, 2012. Discussion at that workshop included a draft facility plan and associated possible capital projects for the Academy. Facility improvements were also discussed at a Board of Trustees workshop meeting on August 13, 2012, and again at the Town Council’s Workshop on August 27, 2012. ORGANIZATIONAL HISTORY/RECOMMENDATION Staff recommends that the facility master plan be approved at this Board of Trustees and the next Town Council meeting. The process would allow for cross utilization of the information and provide direction to the staff/stakeholders of each distinct user group. For instance, the facilities would be located on the Academy campus and be of special concern to parents, students and educators as we plan for future expansion/growth of our current location. The approval at the Town Council level would help clarify to the residents, the direction of the Town as it relates to the municipally owned buildings and operations of the charter school. All designed to ensure the maximum amount of transparent and communication with our residents and stakeholder groups. The plan should also be used as a resource document in our future planning efforts and to identify relevant projects for inclusion in the municipal five-year Capital Improvement Plan (CIP). Understanding that plans can change and amendments may be made as our current situations are evaluated and updated through our varying enrollment needs and other external factors. ATTACHMENTS 1. Facility Plan Booklet WA Resolution 12-24 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION 12-23 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES PROVIDING FOR A FACILITY MASTER PLAN FOR WESTLAKE ACADEMY. WHEREAS, the Board of Trustees of Westlake Academy is charged with planning for various campus facility needs as it relates to educational services for Academy students that provide for high academic achievement; and, WHEREAS, a facility master plan is important to the long-range planning for the Academy as it pertains to enrollment growth, which should be updated and modified as situations warrant; and, WHEREAS, the Superintendent will utilize the facility plan as a resource in developing the municipal five-year Capital Improvement Plan (CIP) on an annual basis; and, WHEREAS, that the Board of Trustees finds that 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 , all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That , the Board of Trustees Westlake Academy, hereby approves this resolution approving a facility master plan attached hereto 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. WA Resolution 12-24 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 5th DAY OF NOVEMBER, 2012. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ Stan Lowry, Town Attorney or Janet Bubert, School Attorney Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP/MYP/DP Meeting Date: November 5, 2012 Staff Contact: Rod Harding Workshop Discussion PYP Principal/Campus Director Subject: Promotion Policy EXECUTIVE SUMMARY Staff has recognized that there are exceptional circumstances, in which the principals will need to make informed decisions regarding the promotion of students in a particular subject of coursework or to the next grade level in order to create opportunities for each student to “…achieve their highest individual potential in a nurturing environment that fosters the traits of the IB Learner Profile.” In pursuit of our vision statement, we have discussed the concepts associated with this draft policy as it relates to the promotion of students and our responsibilities according to the Texas Education Agency directives, and more specifically - to Charter schools, with our legal counsel. The criteria for promotion decisions are outlined in the policy and will also be included in the Parent / Student Handbooks. The determining factors shall include an identified need for the student, achievement records, recommendations, external exams, additional academic work and when necessary, specific assessment(s) to help determine a student’s ability to succeed at an advanced level. 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 The ratification of this new policy will meet the needs of exceptional students within the academy and decisions made for these students will relate directly to Westlake Academy’s Vision of inspiring “…students to achieve their highest individual potential…” FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS ATTACHMENTS 1. Proposed Policy 2. Resolution 12 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 6.12: Date Board Adopted: November 5, 2012 Date Board Amended: N/A Effective Date: November 5, 2012 Policy Name: Promotion of Students in Academic Programs Policy Category: Student Achievement Policy Goal: Guidelines for Determining Student Promotion in Grades K through 12 Policy Description: The curriculum of Westlake Academy as an IB World School requires students to embark on the rigorous International Baccalaureate Organization (IBO) coursework found in the Primary Years Programme, Middle Years Programme, and the Diploma Programme. The curriculum content aligns the Texas Essential Knowledge and Skills (TEKS) requirements and the IBO learning outcomes. A student’s progression through the curriculum and instructional program has been designed with the expectation that students complete one grade level during each academic year. It shall be the responsibility of the respective principals to develop guidelines and procedures to implement this intent. The Board also recognizes that a student may progress at a rate such that the student is prepared to pursue coursework in a grade or subject area above the student’s corresponding grade level. However, a student will be promoted only on the basis of academic achievement or demonstrated proficiency of the subject matter or grade level. In an effort to pursue the vision of the Academy and “…inspire students to achieve their highest individual potential,” the following criteria shall be used by the principal(s) when making decisions related to promotion: 1. School-work and achievement records for the student (internal assessments, report cards, etc.) 2. Recommendations from current or previous instructors/teachers 3. External standardized achievement exams (TAKS, STARR, and if appropriate, the International School’s Assessment) 4. A student may not be promoted to a sixth grade program if the student has not performed satisfactorily on the fifth grade mathematics and reading assessment instruments; and a student may not be promoted to the ninth grade program if the student has not performed satisfactorily on the eighth grade mathematics and 2 reading assessment instruments, unless an exception applies under the state assessment requirements that exempts the student from administration of the fifth or eight grade assessments. The principal and/or a parent may initiate a request for a student to advance beyond the next grade level or in a particular subject area beyond the next grade level. The principal will review the request and initiate a review of all data identified above for promotion as well as the following information: 1. Teacher recommendations that include social-emotional aspects and maturity of the student, and the student’s attitude toward learning and independent study in order to help determine the potential success of the student in the promoted course/grade 2. Documentation of additional academic work completed outside the normal classroom hours, and activities (academic competitions, summer camps, advanced tutoring programs, and/or on-line coursework, etc.) 3. If deemed necessary, performance on additional assessment(s) identified by the principal to determine the appropriate placement of the student and the student’s ability to advance in the applicable coursework. Credit must be earned for any course required for graduation. Should a student seek to receive credit for a course without receiving instruction in the course from Westlake Academy, all of the above criteria shall be met along with the following: 1. The student shall complete a standardized exam, such as the Texas Tech high school exit-level course(s) or a similar assessment from a credit-awarding institution. The student must achieve a score of at least 90% or higher for consideration of credit at the Academy 2. All exams must be pre-approved by the principal(s) 3. The student shall be responsible for any associated exam fees required by the testing institution. Principal(s) should complete the review and consideration of the identified criteria within 30 days of the initial request and communicate the decision to the parents. Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: November 5, 2012 Staff Contact: Ben Nibarger, Workshop Discussion Administrative Coordinator Subject: Preliminary Balanced Scorecard update for the Academy Strategic Planning Document EXECUTIVE SUMMARY Westlake Academy has been in the process of aligning the strategic plan with existing resources and capabilities utilizing the Balance Scorecard as a strategic management tool. The Board has reviewed several iterations of the documentation and dashboard report – most recently at the May 31, 2012 board meeting. During this discussion, Staff had estimated that a preliminary report of the dashboard/performance measures would be presented in conjunction with the Academy’s first quarter financial report in December, 2012. The report would contain the initial information to begin to set a baseline for review, with additional statistics being ‘filled-in’ as the numbers are available. Based on recent staffing events and other immediate priorities, it may be necessary to redefine the scope of the project and adjust the completion deadlines. 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 No action necessary ATTACHMENTS 1. To be presented at the meeting Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: October 25, 2012 Staff Contact: Kelly Edwards Workshop Subject: Discuss and Review the proposed 2013 Board/Council meeting calendar. EXECUTIVE SUMMARY From time to time, the Council/BOT regular meeting schedule requires modification due to holidays and other events that may create a conflict for Council/Board Members and staff to attend Council/Board meetings. Several factors have been taken into consideration as staff prepared the 2013 meeting calendar, including national holidays, school holidays, early voting, the previous year’s calendar and annual training conferences. The calendar does not include any meeting dates for the month of July. Meetings scheduled include the Board of Trustees meetings on the 1st Monday of each month and Town Council meetings on the 4th Monday of each month with exceptions of budget workshops or off-site meeting retreats. 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 Review the proposed meeting calendar for 2013 and make any necessary revisions. FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Recommend setting the 2013 meeting dates. ATTACHMENTS Proposed meeting calendar January 2013 1 February 2013 2 March 2013 3 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 2 3 4 5 1 2 1 2 6 7 8 9 10 11 12 3 4 5 6 7 8 9 3 4 5 6 7 8 9 13 14 15 16 17 18 19 10 11 12 13 14 15 16 10 11 12 13 14 15 16 20 21 22 23 24 25 26 17 18 19 20 21 22 23 17 18 19 20 21 22 23 27 28 29 30 31 24 25 26 27 28 24 25 26 27 28 29 30 31 April 2013 4 May 2013 5 June 2013 6 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 5/11 Election Day 1 2 3 4 5 6 1 2 3 4 1 5/16 Election Canvass 6:00 pm 7 8 9 10 11 12 13 5 6 7 8 9 10 11 2 3 4 5 6 7 8 5/22 New Council Orientation 9-5 pm 14 15 16 17 18 19 20 12 13 14 15 16 17 18 9 10 11 12 13 14 15 21 22 23 24 25 26 27 19 20 21 22 23 24 25 16 17 18 19 20 21 22 5/31 TC Planning Retreat 12-4 pm 28 29 30 26 27 28 29 30 31 23 24 25 26 27 28 29 6/6 BOT Budget/Planning Wkshp 9-4 pm 30 July 2013 7 August 2013 8 September 2013 9 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 2 3 4 5 6 1 2 3 1 2 3 4 5 6 7 7 8 9 10 11 12 13 4 5 6 7 8 9 10 8 9 10 11 12 13 14 08/09 TC Budget Wkshp 9-12 pm 14 15 16 17 18 19 20 11 12 13 14 15 16 17 15 16 17 18 19 20 21 9/4; 9/11 9/18 6:30 pm if necessary 21 22 23 24 25 26 27 18 19 20 21 22 23 24 22 23 24 25 26 27 28 Special Tax 28 29 30 31 25 26 27 28 29 30 31 29 30 9/23 Regular meeting 9/22-9/25 ICMA October 2013 10 November 2013 11 December 2013 12 S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 1 2 3 4 5 1 2 1 2 3 4 5 6 7 6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 11 12 13 14 13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 16 17 18 19 20 21 10/8-10/11 TML 20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 23 24 25 26 27 28 27 28 29 30 31 24 25 26 27 28 29 30 29 30 31 School Board School & Town Holiday Budget / Meeting Retreats Town Council School Holiday Town Holiday New Council/BOT Election Day /First/Last Day Orientation Special Meeting to of School Planning & Zoning Canvass Returns Meetings Meeting Schedule Town of Westlake BOARD RECAP / STAFF DIRECTION Westlake Academy Item #5 Board Recap / Staff Direction Westlake Academy Item # 6 – 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 October 1, 2012. b. Consider approval of Resolution 12-23, Adopting a Master Facilities Plan. c. Consider approval of Resolution 12-24, Adopting a Promotion Policy for Westlake Academy. Westlake Academy Item # 3 - Consent Agenda Items BOT Minutes 10/01/12 Page 1 of 3 WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING October 1, 2012 PRESENT: President Wheat, Trustees: Michael Barrett, Clif Cox, Carol Langdon, David Levitan and Rick Rennhack. ABSENT: OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent Amanda DeGan, Board Secretary Kelly Edwards, Primary Principal Rod Harding, Secondary Principal Dr. Clint Calzini, Administrative Coordinator Ben Nibarger, Director of Communications & Community Affairs Ginger Awtry, and Management Intern Alora Wachholz. Workshop Session 1. CALL TO ORDER President Wheat called the workshop to order at 5:04 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 OCTOBER 1, 2012, TRUSTEES REGULAR MEETING AGENDA. President Wheat asked for clarification regarding the times of reserve parking at the campus. BOT Minutes 10/01/12 Page 2 of 3 4. DISCUSSION ITEMS a. Discussion regarding an amendment to the Trips Policy. Superintendent Brymer provided an overview of the process outlining the VVM and parameters used to evaluate the amendments. Discussion ensued regarding the use of a Board survey to guide the proposed amendments to the policy, the affordability of the trips, the selection process of education locations, the results from the Board survey and collaborating with parent- teacher focus groups to revise the policy. b. Discuss the opportunity to create an MYP Extended Math pathway that leads to preparation for the DP Higher Level Math. Principal Calzini provided a presentation and overview of the extended Math opportunities. Discussion regarding pathways, current offerings, the differences between extended Math and current Math opportunities, the number of students interested in taking Higher Level Math, classroom logistics and any possible deficiencies regarding Extended Math opportunities. 5. BOARD RECAP / STAFF DIRECTION - Collaborate with faculty and parent focus groups regarding the Trips policy utilizing the value parameters supplied by the Trustees survey results and report back to the Board in the spring. - Email maximum number of students using the current facilities. 6. ADJOURNMENT There being no further business before the Board, President Wheat adjourned the workshop at 6:50 p.m. Regular Session 1. CALL TO ORDER President Wheat called the regular meeting to order at 6:50 p.m. BOT Minutes 10/01/12 Page 3 of 3 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS No one addressed the Board. 3. CONSENT AGENDA a. Consider approval of the minutes for the meeting held on September 10, 2012. b. Consider approval of Resolution 12-22, Amending the Parent/Student Handbook Providing for the Enforcement Of Parking Guidelines as it Pertains to Westlake Academy. MOTION: Trustee Levitan made a motion to approve the consent agenda. Cox seconded the motion. The motion carried by a vote of 5-0. 4. BOARD CALENDAR 5. FUTURE AGENDA ITEMS 6. 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 6:54 p.m. APPROVED BY THE BOARD OF TRUSTEES ON NOVEMBER 12, 2012. ATTEST: ____________________________ Laura Wheat, Board President _____________________________ Kelly Edwards, Board Secretary Page 1 of 3 estlake Town Council TYPE OF ACTION Workshop - Discussion Item Westlake Town Council Meeting Monday, November 5, 2012 TOPIC: Consideration of a Resolution approving the Facilities Master Plan for the Westlake Academy Campus. STAFF CONTACT: Tom Brymer , Town Manager / Superintendent Troy J. Meyer, Director of Facilities and Park & Recreation DECISION POINTS Start Date Completion Date Timeframe: March 1, 2012 November 5, 2012 Funding: Amount - $35,000 Status - N/A Source - General Fund Decision Alignment VVM Perspective Desired Outcome Exemplary Governance Leadership Financial Stewardship Customer Focus FS. Sustain Fiscal Health CF: Provide Outstanding Service and Program Delivery Strategic Issue Outcome Strategy Staff Action Fiscal Stewardship & Organizational Effectiveness Capital Investment 5. Budget according to established service level provisions within departments 3. Policy & Cost Analysis Driven by Growth (Future Assets) SA 05.1: Budget Preparation SA 3.3: Evaluate Westlake Academy campus needs and expansion options Strategy Map or VVM Connection Strategic Issue Connection Page 2 of 3 EXECUTIVE SUMMARY During the past several months, the Town Council (functioning as the Board of Trustees for Westlake Academy) has examined student enrollment and facility options related to Westlake Academy. At the February 6, 2012, a consensus was reached to retain professional architectural services for the following: 1) review previous campus facility plans 2) to obtain a campus facilities master plan and 3) adopt the facility master plan which would guide future capital planning at Westlake Academy. The Town Council proposed amending the FY11-12 municipal budget to utilize funds from the General Fund’s un-appropriated fund balance to cover the cost of the master planning contract for an amount not to exceed $35,000 (including reimbursable expenses). The Master Plan Task Force comprised of the Director of Facilities & Recreation in conjunction with WA Faculty and Staff members from Bennett, Benner, Pettit , (BB&P) met in May and June to discuss future growth including class size, the total student population, program offerings, and funding options. BB&P assembled this information and created the proposed campus facility master plan for Westlake Academy. This plan could be constructed in multiple phases. Phase 1 recommendations includes improvements, which would consist of a new secondary class room building, a cafetorium building (with a stage), and a field house (containing locker rooms and storage space for athletic equipment). The plan was subsequently presented at the Town Council workshop held on August 10, 2012. Discussion at that workshop included a draft facility plan and associated possible capital projects for the Academy. Facility improvements were also discussed at a Board of Trustees workshop meeting on August 13, 2012, and again at the Town Council’s Workshop on August 27, 2012. ORGANIZATIONAL HISTORY/RECOMMENDATION Staff recommends that the facility master plan be approved at this Board of Trustees and the next Town Council meeting. The process would allow for cross utilization of the information and provide direction to the staff/stakeholders of each distinct user group. For instance, the facilities would be located on the Academy campus and be of special concern to parents, students and educators as we plan for future expansion/growth of our current location. The approval at the Town Council level would help clarify to the residents, the direction of the Town as it relates to the municipally owned buildings and operations of the charter school. All designed to ensure the maximum amount of transparent and communication with our residents and stakeholder groups. The plan should also be used as a resource document in our future planning efforts and to identify relevant projects for inclusion in the municipal five-year Capital Improvement Plan (CIP). Understanding that plans can change and amendments may be made as our current situations are evaluated and updated through our varying enrollment needs and other external factors. ATTACHMENTS Page 3 of 3 1. Facility Plan Booklet WA Resolution 12-24 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION 12-23 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES PROVIDING FOR A FACILITY MASTER PLAN FOR WESTLAKE ACADEMY. WHEREAS, the Board of Trustees of Westlake Academy is charged with planning for various campus facility needs as it relates to educational services for Academy students that provide for high academic achievement; and, WHEREAS, a facility master plan is important to the long-range planning for the Academy as it pertains to enrollment growth, which should be updated and modified as situations warrant; and, WHEREAS, the Superintendent will utilize the facility plan as a resource in developing the municipal five-year Capital Improvement Plan (CIP) on an annual basis; and, WHEREAS, that the Board of Trustees finds that 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 , all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That , the Board of Trustees Westlake Academy, hereby approves this resolution approving a facility master plan attached hereto 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. WA Resolution 12-24 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 5th DAY OF NOVEMBER, 2012. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ Stan Lowry, Town Attorney or Janet Bubert, School Attorney Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP/MYP/DP Meeting Date: November 5, 2012 Staff Contact: Rod Harding Workshop Discussion PYP Principal/Campus Director Subject: Promotion Policy EXECUTIVE SUMMARY Staff has recognized that there are exceptional circumstances, in which the principals will need to make informed decisions regarding the promotion of students in a particular subject of coursework or to the next grade level in order to create opportunities for each student to “…achieve their highest individual potential in a nurturing environment that fosters the traits of the IB Learner Profile.” In pursuit of our vision statement, we have discussed the concepts associated with this draft policy as it relates to the promotion of students and our responsibilities according to the Texas Education Agency directives, and more specifically - to Charter schools, with our legal counsel. The criteria for promotion decisions are outlined in the policy and will also be included in the Parent / Student Handbooks. The determining factors shall include an identified need for the student, achievement records, recommendations, external exams, additional academic work and when necessary, specific assessment(s) to help determine a student’s ability to succeed at an advanced level. 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 The ratification of this new policy will meet the needs of exceptional students within the academy and decisions made for these students will relate directly to Westlake Academy’s Vision of inspiring “…students to achieve their highest individual potential…” FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS ATTACHMENTS 1. Proposed Policy 2. Resolution 12 WA Resolution 12-24 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION 12-24 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY AMENDING THE POLICY MANUAL AND APPROVING A POLICY PERTAINING TO PROMOTION OF STUDENTS AT WESTLAKE ACADEMY. WHEREAS, the Westlake Academy Board of Trustees desires to amend the policy manual through the adoption of a promotion policy for the student’s of Westlake Academy; and WHEREAS, the Westlake Academy Board of Trustees finds that this policy will enhance student achievement by assisting all members of the school community to understand individual student needs and use educational data in a consistent and successful manner; and WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this Resolution is in the best interests of the Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Board of Trustees of Westlake Academy hereby adopts the proposed policy related to the Promotion of Students in Academic Programs which is attached as Exhibit “A” to this resolution. 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 12-24 Page 1 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 5th DAY OF NOVEMBER, 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 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 6.12: Date Board Adopted: November 5, 2012 Date Board Amended: N/A Effective Date: November 5, 2012 Policy Name: Promotion of Students in Academic Programs Policy Category: Student Achievement Policy Goal: Guidelines for Determining Student Promotion in Grades K through 12 Policy Description: The curriculum of Westlake Academy as an IB World School requires students to embark on the rigorous International Baccalaureate Organization (IBO) coursework found in the Primary Years Programme, Middle Years Programme, and the Diploma Programme. The curriculum content aligns the Texas Essential Knowledge and Skills (TEKS) requirements and the IBO learning outcomes. A student’s progression through the curriculum and instructional program has been designed with the expectation that students complete one grade level during each academic year. It shall be the responsibility of the respective principals to develop guidelines and procedures to implement this intent. The Board also recognizes that a student may progress at a rate such that the student is prepared to pursue coursework in a grade or subject area above the student’s corresponding grade level. However, a student will be promoted only on the basis of academic achievement or demonstrated proficiency of the subject matter or grade level. In an effort to pursue the vision of the Academy and “…inspire students to achieve their highest individual potential,” the following criteria shall be used by the principal(s) when making decisions related to promotion: 1. School-work and achievement records for the student (internal assessments, report cards, etc.) 2. Recommendations from current or previous instructors/teachers 3. External standardized achievement exams (TAKS, STARR, and if appropriate, the International School’s Assessment) 4. A student may not be promoted to a sixth grade program if the student has not performed satisfactorily on the fifth grade mathematics and reading assessment instruments; and a student may not be promoted to the ninth grade program if the student has not performed satisfactorily on the eighth grade mathematics and 2 reading assessment instruments, unless an exception applies under the state assessment requirements that exempts the student from administration of the fifth or eight grade assessments. The principal and/or a parent may initiate a request for a student to advance beyond the next grade level or in a particular subject area beyond the next grade level. The principal will review the request and initiate a review of all data identified above for promotion as well as the following information: 1. Teacher recommendations that include social-emotional aspects and maturity of the student, and the student’s attitude toward learning and independent study in order to help determine the potential success of the student in the promoted course/grade 2. Documentation of additional academic work completed outside the normal classroom hours, and activities (academic competitions, summer camps, advanced tutoring programs, and/or on-line coursework, etc.) 3. If deemed necessary, performance on additional assessment(s) identified by the principal to determine the appropriate placement of the student and the student’s ability to advance in the applicable coursework. Credit must be earned for any course required for graduation. Should a student seek to receive credit for a course without receiving instruction in the course from Westlake Academy, all of the above criteria shall be met along with the following: 1. The student shall complete a standardized exam, such as the Texas Tech high school exit-level course(s) or a similar assessment from a credit-awarding institution. The student must achieve a score of at least 90% or higher for consideration of credit at the Academy 2. All exams must be pre-approved by the principal(s) 3. The student shall be responsible for any associated exam fees required by the testing institution. Principal(s) should complete the review and consideration of the identified criteria within 30 days of the initial request and communicate the decision to the parents. BOARD CALENDAR o Extended Boundary Parents Meeting (1 of 2) November 8, 2012; 7:00 pm; Marshall Ridge Community Room 1825 Sterling Trace, Keller, 76248; Hosted by Wes & Ange Bumgarner o Town Council Workshop & Meeting November 12, 2012; 5:00 pm; Council Chambers o Texas Municipal League 100th Annual Conference November 13-16, 2012; at the Gaylord in Grapevine 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 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 o NE Transportation Summit February 15, 2013, Hurst Conference Center Westlake Academy Item #4 Board Calendar 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.