HomeMy WebLinkAbout06-06-11 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.
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WESTLAKE ACADEMY
Mission / Vision Statement
Westlake Academy is a nurturing, community owned International Baccalaureate Charter
School whose mission is to achieve academic excellence and to develop life-long learners who
become well-balanced, responsible global citizens.
BOARD OF TRUSTEES MEETING
AGENDA
June 6, 2011
WESTLAKE TOWN HALL
3 VILLAGE CIRCLE – 2ND
WESTLAKE, TX 76262
FLOOR
COUNCIL CHAMBERS/MUNICIPAL COURT ROOM
Workshop Session 4:30 p.m.
Regular Session 6:00 p.m.
Workshop Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. REVIEW OF CONSENT AGENDA ITEMS FROM JUNE 6, 2011, TRUSTEES
REGULAR MEETING AGENDA.
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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 Analyzing Westlake Academy MYP TAKS and ISA results. (Applicable Strategic
Plan Desired Outcomes: High Student Achievement; Effective Educators & Staff; and Strong Parent &
Community Connections)
5. DISCUSSION ITEMS
a. Presentation and discussion of a report concerning the planned activities of the
Westlake Academy Foundation. Applicable Strategic Plan Desired Outcomes: High Student
Achievement; and Strong Parent & Community Connections)
b. Discussion of follow-up items from May 20, 2011, Strategic Planning Retreat.
(Applicable Strategic Plan Desired Outcomes: High Student Achievement; Strong Parent & Community
Connections; and Student Engagement – Extracurricular activities)
c. Discussion of the Status of Portable Building Additions at Westlake Academy. Applicable
Strategic Plan Desired Outcomes: High Student Achievement; Effective Educators & Staff and Financial
Stewardship & Sustainability)
d. Discussion of Board of Trustee governance as illustrated in Dr. Brian Carpenter’s
Charter School Board University: An introduction to effective charter school
governance; Chapter 21.
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.
Westlake Academy student presentations.
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.
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a. Consider approval of the minutes for the meeting held on May 9, 2011.
b. Consider approval of the minutes for the meeting held on May 20, 2011.
c. Consider approval of Resolution 11-11, Providing direction to the
Superintendent related to facility needs, including a possible portable building,
concerning a Technology/Media Center.
4. EXECUTIVE SESSION
The Board will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which
the duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with
this chapter: Charter amendments including the Admissions Policy
5. RECONVENE MEETING
6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION.
7. BOARD CALENDAR
- BOT Budget Retreat
June 9, 2011, Town Hall (9:00 – 1:00 p.m.)
- BOT Meeting
August 15, 2011, 4:30 p.m.
- First Day of School
August 22, 2011
8. 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
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9. 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.
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on
June 3, 2011, by 11:00 a.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code.
CERTIFICATION
_____________________________________
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."
CONSENT AGENDA: All items listed below are considered routine by the Town Council
and will be enacted with one motion. There will be no separate discussion of items
unless a Council 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 May 9, 2011.
b. Consider approval of the minutes for the meeting held on May 20, 2011.
c. Consider approval of Resolution 11-11, Providing direction to the
Superintendent related to facility needs, including a possible portable
building, concerning a Technology/Media Center.
Town of Westlake
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 Analyzing Westlake Academy MYP TAKS and ISA results. (Applicable
Strategic Plan Desired Outcomes: High Student Achievement; Effective Educators & Staff; and
Strong Parent & Community Connections)
Westlake Academy
Item # 4 –
Reports
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: MYP Meeting Date: June 6, 2011
Staff Contact: Rod Harding, Report
Secondary Principal
Subject: Report Analyzing Westlake Academy MYP TAKS and ISA Results
Secondary Principal has prepared a report analyzing our Middle Years Programme TAKS and ISA test
results. The purpose of this report is to:
EXECUTIVE SUMMARY
1. Provide baseline data of student achievement in the areas of Reading, Writing and
Mathematics.
2. Use the baseline data for curriculum improvement in the secondary section.
3. Use the baseline data to raise the achievement level of students.
The report also presents a summary of findings, recommendations, and an action plan to address
them.
High Student Achievement
APPLICABLE STRATEGIC PLAN DESIRED OUTCOME
Strong Parent & Community Connections
Financial Stewardship & Sustainability
Student Engagement – Extracurricular activities
Effective Educators & Staff
Academic Achievement
WESTLAKE ACADEMY VALUES
PYP, MYP, DP (IB Continuum)
Caring Environment
Fiscal Stewardship
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
Funded Not Funded N/A
FISCAL IMPACT
No action required, report presented for Board information and review.
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Report Analyzing WA’s MYP TAKS and ISA results.
ATTACHMENTS
STANDARDIZED TESTING REPORT FOR GRADE 8 TEXAS ASSESSMENT OF
KNOWLEDGE AND SKILLS (TAKS) AND INTERNATIONAL SCHOOLS ASSSESSMENT (ISA)
2011
The purpose of this report is to:
1. Provide baseline data of student achievement in the areas of Reading, Writing and Mathematics.
2. Use the baseline data for curriculum improvement in the secondary section.
3. Use the baseline data to raise the achievement level of students.
It is important to realize that standardized testing is only one measure of a student’s performance. The
other equally important aspect of any assessment or testing is the fact that there are multiple ways in which
to measure academic performance. Using only one approach does not give a holistic view of student
achievements.
TAKS
Mathematics and Reading performance was measured using a multiple-choice method. At Westlake
Academy, teachers of Mathematics and Reading assess in different ways and may not concentrate for long
periods on multiple choice type questions.
The TAKS mathematics practice booklet and last year’s release test used for preparing students is not
completely aligned with the subject content taught at Grade 8. The Grade 8 content at Westlake Academy
is based on TEKS standards with the IB philosophy as the vehicle in which to deliver it in a meaningful
context. Analysis revealed the following percentage break up of the mathematical concepts covered in the
Mathematics practice and release tests:
Pre-test Type Number Probability Geometry Algebra Statistics
Practice Booklet 22% 6% 28% 30% 8%
Release Test 22% 6% 26% 28% 12%
*Discrepancies in total percentages due to items involving discrete mathematics
This breakup may present a problem for our students since a larger percentage of content tested will not be
taught until Grade 9 (Geometry). Grade 8 is an Algebra course, however the TAKS is requiring students to
apply prior learning that took place up to a year ago in Grade 7 in Pre-Algebra. The compact nature of the
MYP not having an additional year prior to Grade 8 and the compartmentalized approach (Pre-Algebra,
Algebra I, Geometry and Algebra II) means that we are missing many mathematical concepts that are tested
in the Middle Years Program.
Overall Results
Area Av. Scale Score Met Standard Did Not Meet
Standard
Commendations
Reading 861 37 or 100% 0 25 or 68%
Mathematics 759 34 or 89% 4 or 11% 4 or 11%
Scale Score: Provides the range of performance possible on an assessment (Range for Mathematics was from 673 to
907), Reading from 748 to 991 .
Reading results showed that 68% of students received commendations. Thirty seven (37) students took the
Reading assessment. Two (2) were absent.
Analysis of Reading Concepts
Concept Basic Understanding Applying knowledge to
Literary Elements
Using Strategies to
Analyze
Applying Critical
Thinking Skills
Items
Correct
11.2/12 9.5/10 9.6/10 14.8/16
% 95 95 96 93
The following analysis of data clearly identifies those mathematical concepts where students on average
did not meet the recognized standards.
There were a total of 38 students who took the Mathematics assessments. One (1) student was absent.
Analysis by Mathematical Concepts
Concept Number,
Operations and
Quantitative
Reasoning
Patterns,
Relationships
and Algebraic
Reasoning
Geometry and
Spatial
Reasoning
Concepts and
Uses of
Measurement
Probability and
Statistics
Mathematical
Processes and
Skills
Items
Correct
7.2/10 7.5/10 5.2/7 2.7/5 6.4/8 7.7/10
% 72 75 74 53 80 77
ISA
The ISA measured student performance in Mathematical Literacy, Reading and Writing. Student
performance was measured through multiple choice, short answer, justifying answers and creative writing.
The emphasis was on application of knowledge and skills to a unknown situation. Timings for assessments
range from 30min to 45min.
Mathematical Literacy concepts were Change and Relationships, Quantity, Space and Shape and
Uncertainty.
Reading areas were Diagrams, Exposition, Map, Graph, Narrative and Poem
Writing areas were Narrative (Content, Language and Spelling) and Exposition/Argument (Content, ESOL
and Structure)
Mathematical Literacy Analysis (32 items were assessed)
Comparative
Groups
Av. Percentage Av. Raw Score WA Grade Scale Score
*% All Grade 8 61 - 515
% WA Grade 8 56 18 507
Scale Score: Provides the range of performance possible on an assessment (Range for Mathematical Literacy from
367 to 607).
Reading Analysis (34 items were assessed)
Comparative
Groups
Av. Percentage Av. Raw Score WA Grade Scale Score
*% All Grade 8 52 - 493
% WA Grade 8 56 19 512
Scale Score: Provides the range of performance possible on an assessment (Range for Reading from 380 to 658).
Writing Analysis (Narrative Raw Score)
Comparative
Groups
Content Language Spelling Total Raw
Score
Scale Score
Max. Raw
Score
11 11 10 32
All Grade 8
Average
6.9 6.7 6.5 - 538
This Grade
Average
7 6.8 6.2 - 539
Scale Score: Provides the range of performance possible on an assessment (Range for Narrative Writing from 421 to
678).
Writing Analysis (Exposition/Argument Raw Score)
Comparative
Groups
Content ESOL Structure Total Raw
Score
Scale Score
Max. Raw
Score
10 7 9 26 _
All Grade 8
Average
6.6 4.9 5.8 - 552
This Grade
Average
6.3 4.7 5.4 - 531
Scale Score: Provides the range of performance possible on an assessment (Range for Expository Writing from 425
to 637).
Summary of Findings
A baseline data analysis of the detailed individual items and the above tables indicate that mathematics and
in particular Geometry/Shape and Space and Measurement are those areas that need improvement. While
this baseline data does not indicate student’s attitudes towards mathematics, a detailed attitudinal survey
commencing in September 2011 should be undertaken. In addition teachers need to provide students with
regular self-evaluation of how they feel about mathematics learning and concepts they find difficult.
The base line data in Reading is above the TAKS and ISA norms for the majority of students. No action at
this time is warranted.
ISA data indicates that Grade 8 students are almost equal with the world average in narrative writing,
however expository or argumentative writing falls below the world average.
Recommendations
1. Geometry and Spatial Reasoning, Concepts and Uses of Measurement (TAKS) and Shape and
Space (ISA) are the main concept areas that need investigation as to how and when these areas are
taught.
2. Resources need to be audited to determine if there is active and meaningful involvement of
students and teachers in mathematical learning.
3. Review the vertical and horizontal alignment of mathematics from Primary through to Grade10
4. Review how we teach expository writing and what constitutes a balanced writing program.
Action Plan
Objective Action Plan Resources
Needed
Impact on Student Learning
and Teacher Development
Date
Review the
development of
mathematical
concepts vertically
and horizontally.
Distribute the TAKS
and ISA Grade 8
results in mathematics
to Teachers.
Meet with teachers of
mathematics at the
whole school level to
determine a sequence
and order of concept
development.
Whole
school
Wednesday
meeting
times.
Use one
day of
Orientation
week for
curriculum
reviews.
Students will improve their
mathematics achievement
levels in standardized
assessments.
Teachers will be better
informed of when and how
mathematical concepts are
taught at a whole school level.
May 2011
August
2011
Use the above
baseline data to
create an audit of
materials and
resources that
support progressive
teaching methods
in developing
mathematical
concepts.
Teachers and
coordinators determine
materials and resources
necessary for
successful learning.
Apply to WAF for
funds to support a one-
day workshop with a
mathematics consultant
in teaching methods
and support for active
learning.
Teachers will have greater
knowledge of using activities
that support mathematical
concepts.
Teachers will understand how
their students learn in different
ways through surveys and
questionnaires.
Students will have
opportunities to reflect on how
they feel about mathematics to
enable the teacher to better
meet their needs.
September
2011
August
2011
Review and
develop teaching
and learning
methods/resources
for expository
writing.
An action plan has
already been written by
the English department
to purchase resources
that will develop
expository writing in
the MYP.
Meeting between
Primary and MYP
teachers to discuss the
process used to
develop a balanced
writing program.
Purchase
of teacher
resources.
Use one
day of
Orientation
week for
curriculum
reviews.
Increased academic
performance in the ISA
expository writing.
Continued dialogue between
teachers will result in a
common approach and
language to teach the writing
process.
Ongoing
2011-2012
Ongoing
2011-2012
Report compiled by Rod Harding, MYP Principal
DISCUSSION ITEMS
a. Presentation and discussion of a report concerning the planned activities of the
Westlake Academy Foundation. Applicable Strategic Plan Desired Outcomes: High
Student Achievement; and Strong Parent & Community Connections)
b. Discussion of follow-up items from May 20, 2011, Strategic Planning Retreat.
(Applicable Strategic Plan Desired Outcomes: High Student Achievement; Strong Parent &
Community Connections; and Student Engagement – Extracurricular activities)
c. Discussion of the Status of Portable Building Additions at Westlake Academy.
Applicable Strategic Plan Desired Outcomes: High Student Achievement; Effective Educators &
Staff and Financial Stewardship & Sustainability)
d. Discussion of Board of Trustee governance as illustrated in Dr. Brian
Carpenter’s Charter School Board University: An introduction to effective
charter school governance; Chapter 21.
Westlake Academy
Item # 5 –
Discussion Items
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP/MYP/DP Meeting Date: June 6, 2011
Staff Contact: Tom Brymer, Superintendent Discussion
Subject: Presentation and Discussion of a Report Concerning the Planned Activities of the
Westlake Academy Foundation.
Per the Council/BOT Advisory Board/Affiliates policy, at least annually all Town advisory
boards and Westlake Academy affiliate groups will meet with the Council and/or Board of
Trustees to discuss their past year’s activities and those planned for the next twelve months. The
purpose of this workshop presentation is to engender coordinated planning and collaboration
between the Board and the Westlake Academy Foundation in the pursuit of the Board’s strategic
objectives for the Academy.
EXECUTIVE SUMMARY
High Student Achievement
APPLICABLE STRATEGIC PLAN DESIRED OUTCOME
Strong Parent & Community Connections
Financial Stewardship & Sustainability
Student Engagement – Extracurricular activities
Effective Educators & Staff
Academic Achievement
WESTLAKE ACADEMY VALUES
PYP, MYP, DP (IB Continuum)
Caring Environment
Fiscal Stewardship
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
Funded Not Funded N/A
FISCAL IMPACT
Receive the Foundation’s report, ask questions, and engage in collaborative dialogue and
feedback to and with Foundation President and Executive Director about the Foundation’s plans
to support the Academy’s operations and strategic plans.
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Advisory Board and Affiliate Communications Policy
ATTACHMENTS
2008
Town of Westlake /
Westlake Academy
Town Council / Board of Trustees
CITIZEN ADVISORY
BOARD/COMMITTEE/AFFILIATE RELATIONS
AND COMMUNICATIONS POLICY
1
(adopted December 8, 2008)
CITIZEN ADVISORY BOARD/COMMITTEE/AFFILIATE
RELATIONS AND COMMUNICATIONS POLICY
Contents
I. POLICY PURPOSE. ................................................................................................................................... 2
II. POLICY GOALS. ........................................................................................................................................ 2
III. POLICY PARAMETERS ............................................................................................................................. 2
A. Annual Meeting with Board. ............................................................................................................ 2
B. IRS Tax‐Exempt Status Requests. ..................................................................................................... 3
C. Use of Town and Academy Name, Resources, and Logos. .............................................................. 3
D. Fiduciary/Stewardship Responsibilities and Requirements. ........................................................... 3
2
(adopted December 8, 2008)
I. POLICY PURPOSE. To establish a clear framework and process for enhanced
collaborative interaction, communication, and mutual understanding of roles and
responsibilities between the Town Council (TC) and the Board of Trustees (BOT) and
their various citizen advisory boards, commissions, committees, and organizations
affiliated with the Town of Westlake and/or Westlake Academy.
II. POLICY GOALS. The goals of this policy are:
A. Enhanced two-way communication between the TC/BOT and its various advisory
boards, commissions, committees and affiliate organizations (and vice versa).
B. Reaching mutual agreement regarding annual programs of work for these various
citizen advisory boards, commissions, committees, and affiliate organizations to
enhance and assist in the pursuit of the TC’s/BOT’s strategic priorities.
C. Achieving a common paradigm that all advisory boards, commissions, committees,
and affiliates of the Town of Westlake and Westlake Academy exist to further the
TC/BOT strategic agenda and are under the direct control of BOT/TC or, if they are a
Westlake Academy affiliate, are under the day-to-day direction of the Head of
School.
D. Creating a clear understanding, coordination, and agreement by the TC/BOT and its
citizen advisory boards, commissions, committees, and affiliate organizations as to
each group’s role, function, and scope of responsibility in terms of their relationship
to the Town of Westlake and/or Westlake Academy.
E. Establishing a direct link between Westlake Academy, its Head of School, and the
Academy’s Senior Management Team as being the first point of contact for
coordinating the activities of Westlake Academy affiliates.
III. POLICY PARAMETERS. To achieve this policy’s purpose and goals, the following
parameters are put in place:
A. Annual Meeting with Board.
All TC/BOT advisory boards, committees, commissions, and affiliate organizations shall
meet at least annually with the TC/BOT to:
1.) Report on progress to date in implementing that group’s program of work for the
current fiscal year
2.) Review a proposed program of work for the coming fiscal year as well as submit any
budget requests and requested staff resources for this proposed program of work.
Said program of work will be discussed within the context of the organization’s
program of work carrying out the TC’s/BOA’s strategic plan for both the Town and
Westlake Academy. All funding requests should be submitted not later than the July
1st prior to the upcoming fiscal year. Requests received after that time will not be
considered until the following fiscal year.
3.) Review fund raising activities underway or planned to support the current or
proposed plan of work.
3
(adopted December 8, 2008)
4.) The chair of each advisory board, committee, and/or affiliate organization shall
schedule this annual meeting (or more frequent if needed) through the Town
Secretary’s office. The TC/BOT may choose to hold these meetings one or two
times per year.
5.) All affiliates of Westlake Academy, prior to meeting with the TC/BOT, will meet with
the Head of School to make sure they their proposed efforts are coordinated through
the Head of School and his/her designates.
B. IRS TaxExempt Status Requests.
All advisory committees, commissions, boards, and affiliates seeking tax-exempt status
from the Internal Revenue Service 501(c)3 must receive prior approval from the
TC/BOT. When submitting a request to the TC/BOT to apply for this IRS 501(c)3 status,
the organization wishing to apply must be able to demonstrate and illustrate to the
TC/BOT the benefits of this status for achieving TC/BOT strategic priorities as well as
the advantages of this designation not currently afforded by the Town’s existing tax-
exempt status. Further, the organization requesting to apply for this 501(c)3 status
must be able to demonstrate to the TC/BOT their organizational capacity to administer
and comply with all IRS regulations related to this status on an on-going basis.
C. Use of Town and Academy Name, Resources, and Logos.
Any advisory board, commission, or committee, as well as affiliate organizations of the
Town or Westlake Academy, that wish to begin using the Town or Academy’s name or
logo in their operational efforts must receive prior approval from the TC/BOT. Said
approval can be withdrawn at any time by the TC/BOT. Additionally, any on-going use
of Town facilities, resources, and staff by an advisory committee, commission, board, or
affiliate must be requested through the Town Manager’s office and is subject to his/her
approval prior to on-going utilization of those resources. Requests to add organizations
covered by this policy to the Town’s insurance policy shall be submitted to the Town
Manager for his prior approval before any insurance coverage is extended. If approved,
the annual cost of this insurance shall be borne by the requesting organization.
Requests to add staff to support any advisory board, commission, committee, or affiliate
shall be made through the Town Manger’s office as a part of the annual budget
preparation process and must be approved in advance by the TC/BOT. This request will
include the identification of funding resources to pay for this position, the operational
reporting arrangement for this position, and which payroll/insurance program this
position will fall under.
D. Fiduciary/Stewardship Responsibilities and Requirements.
All advisory boards, commissions, committees, and affiliates that expend funds through
their own bank accounts must first have TC/BOA approval to have separate bank
accounts. All such groups will also submit their financial control procedures to the Town
Manager or his/her designate for review and approval as to providing acceptable internal
control on collection and expenditure of funds from these bank accounts.
4
(adopted December 8, 2008)
Additionally, if this approval for separate bank accounts is authorized by the TC/BOT, a
timely annual audit of this account(s) shall be submitted to the Town Manager or his/her
designate for presentation to the TC/BOT. Said audit may be conducted by an external
CPA auditing firm or may be conducted by the Town’s Director of Finance with that
decision being made by the Town Manager depending on staff workload requirements at
the time. Since the Westlake Academy Foundation has IRS 501(c)3 status at the time of
the adoption of this policy, that organization shall, at its cost, utilize the same external
auditor concurrently used to audit Westlake Academy finances. This Westlake Academy
Foundation audit shall be prepared on a timely basis for presentation to the TC/BOT at
the same time that the Academy’s audit is presented.
For those advisory boards, commissions, and committees funded by the TC/BOT
through the Town or Academy approved budget, use of approved budgetary allocations
shall be made on transaction by transaction basis. That is, the chair or president of that
organization will identify the vendor they wish to utilize, contact the Town’s Director of
Finance, and submit necessary invoices so that the vendor can be paid by the Town for
goods/services rendered to that advisory committee, commission, or board from their
TC/BOT approved budget. Use of approved Town budgeted funds by these
organizations shall be in accordance with State purchasing statutes and Town
purchasing policies.
All by-laws for proposed for citizen advisory boards, commissions, committees, and
organizations affiliated with the Town of Westlake and/or Westlake Academy shall first
be reviewed and approved by the TC/BOT.
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP/MYP/DP Meeting Date: June 6, 2011
Staff Contact: Tom Brymer, Superintendent Discussion
Subject: Discussion of Follow-up Items from May 20, 2011 Strategic Planning
Retreat
EXECUTIVE SUMMARY
On May 20, 2011 the Board of Trustees held a planning retreat with the Westlake Academy
Leadership Team to work on a number of items. The purpose of this agenda item is to review
work done at that retreat on revising the Academy’s vision, mission, and value statements as well
as provide direction to staff concerning same.
High Student Achievement
APPLICABLE STRATEGIC PLAN DESIRED OUTCOME
Strong Parent & Community Connections
Financial Stewardship & Sustainability
Student Engagement – Extracurricular activities
Effective Educators & Staff
Academic Achievement
WESTLAKE ACADEMY VALUES
PYP, MYP, DP (IB Continuum)
Caring Environment
Fiscal Stewardship
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
Funded Not Funded N/A
FISCAL IMPACT
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Review the work the Board performed on WA’s vision, mission, and values, and provide staff
feedback and direction concerning it.
Draft vision, mission, and value statements. (to be delivered under separate cover)
ATTACHMENTS
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: MYP/DP Meeting Date: June 6, 2011
Staff Contact: Tom Brymer, Discussion
Superintendent
Subject: Discussion of the Status of Portable Building Additions at
Westlake Academy
Staff will present to the Board an update and status for Board discussion pertaining to portable
building needs at the WA campus for the 2011-12 school year. This is a follow-up from
discussions held at the Board’s May 20, 2011 planning retreat related to needs for a
technology/media center for WA secondary students.
EXECUTIVE SUMMARY
High Student Achievement
APPLICABLE STRATEGIC PLAN DESIRED OUTCOME
Strong Parent & Community Connections
Financial Stewardship & Sustainability
Student Engagement – Extracurricular activities
Effective Educators & Staff
Academic Achievement
WESTLAKE ACADEMY VALUES
PYP, MYP, DP (IB Continuum)
Caring Environment
Fiscal Stewardship
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
Funded Not Funded N/A
FISCAL IMPACT
Note: one option to be discussed would require additional funding which in turn, would require
a budget amendment and use of fund balance.
A recommendation will be presented by staff at the workshop.
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
None
ATTACHMENTS
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 student presentations.
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 May 9, 2011.
b. Consider approval of the minutes for the meeting held on May 20, 2011.
c. Consider approval of Resolution 11-11, Providing direction to the
Superintendent related to facility needs, including a possible portable
building, concerning a Technology/Media Center.
Westlake Academy
Item # 3 - Consent
Agenda Items
BOT Minutes 05/09/11
Page 1 of 5
WESTLAKE ACADEMY
BOARD OF TRUSTEES WORKSHOP & REGULAR MEETINGS
May 9, 2011
PRESENT: President Laura Wheat and Trustees, Clif Cox, Carol Langdon, and Rick
Rennhack.
ABSENT: Tim Brittan
OTHERS PRESENT: Superintendent Tom Brymer, School Attorney Janet Bubert, Board
Secretary Kelly Edwards, Primary Principal Jamie Schmitz,
Assistant to the Superintendent Ginger Awtry, Municipal Court
and Special Projects Director Amanda DeGan , Finance Director
Debbie Piper, Human Resources and Administrative Services Todd
Wood and Facilities and Recreation Director Troy Meyer.
Workshop Session
1. CALL TO ORDER
President Wheat called the workshop meeting to order at 6:30 p.m.
2. PLEDGE OF ALLEGIANCE
President Wheat led the pledge of allegiance to the United States and Texas flags.
President Wheat asked for any public comments.
Mr. Allan Werst announced Decoration Day activities and his Poppy sales campaign
benefiting the Roanoke VFW. He also encouraged people to support the Historical
Society and announced upcoming events such as the auto show and historical marker
presentations.
BOT Minutes 05/09/11
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3. REVIEW OF CONSENT AGENDA ITEMS FROM MAY 9, 2011, TRUSTEES REGULAR
MEETING AGENDA.
No discussion.
4. EXECUTIVE SESSION
The Board did not convene into executive session at this time.
The Board will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter and Section 551.074(a) - Personnel Matters: Discussion of Westlake
Academy Education Foundation and associated personnel issues.
5. RECONVENE MEETING
6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
- No action taken.
7. REPORTS
a. Mandarin Chinese report. (Applicable Strategic Plan Desired Outcomes: High Student
Achievement; Strong Parent & Community Connections; and Student Engagement – Extracurricular
activities)
Primary Principal Schmitz provided an overview of the report and answered
questions.
Discussion ensued regarding the implementation of a second language, the grade
Mandarin should be introduced to students, and the cost and availability of the
program.
8. DISCUSSION ITEMS
a. Discussion of the Westlake Academy Parents Survey for the 2010-11 School Year.
(Applicable Strategic Plan Desired Outcomes: Strong Parent & Community Connections)
Superintendent Brymer provided an update and overview of the proposed questions
on the Parents Survey. He stated this instrument includes new and legacy questions.
BOT Minutes 05/09/11
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The Board will provide additional feedback regarding the proposed questions to
Superintendent Brymer.
b. Discussion of Board of Trustee governance as illustrated in Dr. Brian Carpenter’s
Charter School Board University: An introduction to effective charter school
governance; Chapters 19-20.
The Board reviewed and discussed the questions in Chapters 19-20 as they relate to
the academy.
9. BOARD RECAP / STAFF DIRECTION
The Board asked Staff to notify parents in advance of the survey mailing.
10. ADJOURNMENT
There being no further business before the Board, President Wheat adjourned the
workshop at 7:31 p.m.
Regular Session
1. CALL TO ORDER
President Wheat called the Regular meeting to order at 7:31 p.m. with Trustee Brittan
absent.
2. CITIZENS' PRESENTATIONS AND RECOGNITIONS:
No one addressed the Board.
3. CONSENT AGENDA:
a. Consider approval of the minutes for the meeting held on April 4, 2011.
b. Consider approval of Resolution 11-10, Amending the Nepotism policy.
MOTION: Trustee Cox made a motion to approve the consent agenda.
Trustee Langdon seconded the motion. The motion carried by a vote
of 3-0.
BOT Minutes 05/09/11
Page 4 of 5
4. EXECUTIVE SESSION
The Board convened into executive session at 7:34 p.m.
The Board will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter and Section 551.074(a) - Personnel Matters: Discussion of Westlake
Academy Education Foundation and associated personnel issues.
5. RECONVENE MEETING
President Wheat reconvened the meeting at 10:30 p.m.
6. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
- No action taken.
7. BOARD CALENDAR
- Bandana Bonanza
May 14, 2011, WA 3:00 – 7:00 p.m.
- BOT Planning Retreat
May 20, 2011, Embassy Suites (Outdoor World) 8:30 – 5:00 p.m.
- Decoration Day
May 30, 2011, 6:00 p.m. at the Westlake I.O.O.F Cemetery
- Senior Banquet
June 2, 2011, at the Petroleum Club, Fort Worth at 6:30 p.m.
- Senior Baccalaureate Program
June 3, 2011, at 10:45 a.m. in the WA Performance Hall
- End of Year Picnic
June 3, 2011, at 12:00 noon, WA on the green
- Graduation
June 4, 2011, Hurst Conference Center at 2:00 p.m.
- BOT Budget Retreat
June 9, 2011, Town Hall (8:30-5:00 p.m.)
- BOT Meeting
August 15, 2011, 4:30 p.m.
- First Day of School
August 22, 2011
BOT Minutes 05/09/11
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8. FUTURE AGENDA ITEMS:
- None
9. ADJOURNMENT
MOTION: Trustee Rennhack made a motion to adjourn the meeting. Trustee Cox
seconded the motion. The motion carried by a vote of 3-0.
President Wheat adjourned the meeting at 10:30 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON JUNE 6, 2011.
____________________________
Laura Wheat, Board President
ATTEST:
_____________________________
Kelly Edwards, Board Secretary
BOT Minutes 05/20/11
Page 1 of 4
WESTLAKE ACADEMY
BOARD OF TRUSTEES PLANNING WORKSHOP
May 20, 2011
PRESENT: President Laura Wheat and Trustees, Tim Brittan, Clif Cox, Carol Langdon, and
Rick Rennhack.
ABSENT: David Levitan
OTHERS PRESENT: Facilitator Mike Conduff, Superintendent Tom Brymer, Board
Secretary Kelly Edwards, Assistant to the Superintendent Ginger
Awtry, Primary Principal Jamie Schmitz, Middle Years Principal
Rod Harding, Clint Calzini, Administrative Coordinator Ben
Nibarger, PYP Coordinator Allison Schneider, Terri Watson, MYP
Coordinator Tracy Odom, DP Coordinator Stacy Stoyanoff, Special
Projects and Municipal Court Administrator Amanda DeGan,
Finance Director Debbie Piper, Human Resources and
Administrative Services Todd Wood, and Facilities and Recreation
Director Troy Meyer.
Workshop Session
1. CALL TO ORDER
Facilitator Mike Conduff began the meeting at 8:49 a.m.
2. DISCUSSION ITEMS
I.
Defining the High Performance Governance Team
Mike Conduff facilitated group introductions, provided an overview of individual
profiles and descriptors, and the group reviewed the Board and WALT surveys
regarding governance.
Discussion then ensued regarding the planning of the meetings, length of discussion
per item, and how to focus the discussion of each item on the agenda.
BOT Minutes 05/20/11
Page 2 of 4
II.
Academy Strategic Planning
The group reviewed the current Mission, Vision, and Values statement. Each table
proposed additional guiding principles.
Discussion ensued regarding the current mission and values, and additional values.
During the lunch break the Board conducted a break-out session to discuss in
further detail the current Vision/Mission statement.
Superintendent Brymer and Administrative Coordinator Nibarger provided a
presentation and overview of the current process of formatting a new strategic plan
and the implementation of the Balanced Scorecard.
Discussion also ensued regarding the data that would be available for staff to
incorporate into the Dashboard reports and the format linking the Strategic Plan to
the agenda into an actionable format.
III.
Financial Planning / Human Resources
Superintendent Brymer provided a presentation and overview of the Capital
Improvement Plan and five-year financial forecast.
Discussion ensued regarding the Hayes facility report, financial assumptions, five-
year financial forecast, and student and staff recruitment.
In depth discussion ensued regarding the current facilities, facilities as presented in
the Hayes report, adding additional students, the academy culture, financial
assumptions and debt issuance.
MYP Principal Harding provided a presentation and overview of Student and Teacher
recruitment.
Discussion then ensued regarding recruitment and retention strategy and additional
uses of Fund 100 such as recruitment fairs.
3. BOARD RECAP / STAFF DIRECTION
I. Defining the High Performance Governance Team
a. Individual Profiles / Team Profile
1. Quality of Decision Making
b. Governance 101 – Diagnostic Tool
1. Identify 4-5 things from the diagnostic tool and bring policy solutions
to the Board.
2. Implement the ‘clock’ system to improve effectiveness of workshops.
BOT Minutes 05/20/11
Page 3 of 4
3. Re-administer the diagnostic tool and outcome on an annual basis.
c. Board – Staff Team Development
II. Academy Strategic Planning
a. Review and Revise Mission, Vision & Values
1. “What one thing do you want to see at Westlake Academy that we don’t
have?”
1. Follow-up: Staff will take draft’s prepared at retreat of MVV –
direction was for staff to refine and bring to Board for discussion and
consideration at future workshop.
b. Review formatting of the strategic planning document with IB
Standards & Practices, BSC and dashboard
1. Board consensus was to proceed with proposed SP framework as
presented by staff. Directed that staff bring back answer to the
Board as to completion time frame (i.e., hard dates for the
deliverables).
c. Discuss ways to integrate the strategic plan into the BOT agenda
1. Tom’s idea: Structure agenda items that report on aspects of the SP
by each Desired Outcome and the BSC.
III. Financial Planning / Human Resources
a. Five-year financial forecast ~ from 3/10
Option B with class size of 20 -
1. Tom presented 5-year forecast and assumptions (including holding
enrollment at 20 per class, 620 total students) on which it is based –
showing the out year’s based on the assumptions where school’s
general fund falls below the Board’s 45 day fund balance policy in 13-
14.
b. Review Hayes report in conjunction with proposed CIP
c. Five-year financial forecast relative to the Hayes projections
1. Reviewed the Hayes report and draft CIP reflecting Hayes
recommendations – Board directed a review of alternative approach
with incremental implementation.
d. Review financial policy
1. Reviewed the Town’s financial policy relative to debt issuance and
indicated while it identified approved instruments of various kinds
(GO, CO, revenue bonds, etc.), this policy doesn’t prescribe a
particular type of debt instrument for a particular type of project;
which then doesn’t provide guidance for the holding of an election.
No Board consensus reached on this issue.
e. Student & Staff Recruitment
1. Board favored recommendations of staff for recruitment/retention
strategy, including the proposal on the use of Fund 100; however, no
decision was made regarding performance pay program as it relates
to Fund 100.
BOT Minutes 05/20/11
Page 4 of 4
IV. In-depth Governance Analysis
Deferred until Monday’s retreat
a. Board of Trustees Policy Manual
b. Town Council / Board of Trustees Relations & Ethics Policy
c. Advisory Board / Affiliates Policy
4. BOARD CALENDAR
- Decoration Day
May 30, 2011, Westlake I.O.O.F Cemetery 6:00 p.m.
- Westlake Academy Commendations
June 3, 2011, (8:30-9:30 a.m. in the gymnasium)
Ceremony
- BOT Budget Retreat
June 09, 2011, (9:00 – 1:00 p.m.)
- BOT Meeting
August 15, 2011
- First Day of School
August 22, 2011
5. ADJOURNMENT
The meeting adjourned at 5:19 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON JUNE 6, 2011.
____________________________
Laura Wheat, Board President
ATTEST:
_____________________________
Kelly Edwards, Board Secretary
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: MYP/DP Meeting Date: June 6, 2011
Staff Contact: Tom Brymer, Regular
Superintendent
Subject: Resolution Providing Direction to the Superintendent Related to Facility
Needs, Including a Possible Portable Building, Concerning a
Technology/Media Center
At the workshop, staff will present to the Board an update and status for Board discussion
pertaining to portable building needs at the WA campus for the 2011-12 school year. This is a
follow-up from discussions held at the Board’s May 20, 2011 planning retreat related to needs
for a technology/media center for WA secondary students. At the regular meeting, the
Superintendent is requesting consideration of a Board resolution providing Board direction that
allows for flexibility in addressing the need for a technology center for secondary students prior
to the Board’s August meeting and the start of the 2011-12 school year (since the Board is not
meeting in July).
EXECUTIVE SUMMARY
High Student Achievement
APPLICABLE STRATEGIC PLAN DESIRED OUTCOME
Strong Parent & Community Connections
Financial Stewardship & Sustainability
Student Engagement – Extracurricular activities
Effective Educators & Staff
Academic Achievement
WESTLAKE ACADEMY VALUES
PYP, MYP, DP (IB Continuum)
Caring Environment
Fiscal Stewardship
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
Funded Not Funded N/A
FISCAL IMPACT
Note: one option to be discussed would require additional funding which in turn, would require
a budget amendment and use of fund balance.
A recommendation will be presented by staff at the workshop and a resolution that would, if
adopted, implement that recommendation will be presented at the regular meeting.
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
ATTACHMENTS: None
EXECUTIVE SESSION
The Board will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter: Charter amendments including the Admissions Policy
Westlake Academy
Item # 4 – Executive
Session
Westlake Academy
Item # 5 – Reconvene
Meeting
EXECUTIVE SESSION
The Board will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter: Charter amendments including the Admissions Policy
Westlake Academy
Item # 6 – Take any
Necessary Action, if
necessary
BOARD CALENDAR
- BOT Budget Retreat
June 9, 2011, Town Hall (9:00 – 1:00 p.m.)
- BOT Meeting
August 15, 2011, 4:30 p.m.
- First Day of School
August 22, 2011
Westlake Academy
Item #7
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 # 8 –
Future Agenda
Items
Westlake Academy
Item # 9 –
Adjournment
Back up material has not
been provided for this item.