Loading...
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. Page 1 of 4 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. Page 2 of 4 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. Page 3 of 4 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 Page 4 of 4 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 Page 2 of 5 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 Page 3 of 5 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 Page 5 of 5 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.