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Home My WebLink About10-03-11 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. Mission Statement Westlake Academy is an IB World School whose mission is to provide students with an internationally minded education of the highest quality so they are well-balanced and respectful life-long learners. Page 1 of 4 WESTLAKE ACADEMY Vision Statement Westlake Academy inspires students to achieve their highest individual potential in a nurturing environment that fosters the traits found in the IB Learner Profile. Inquirers, Knowledgeable, Thinkers, Communicators, Principled, Open-Minded, Caring, Risk-takers, Balanced and Reflective BOARD OF TRUSTEES MEETING AGENDA October 3, 2011 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE – 2ND FLOOR WESTLAKE, TX 76262 COUNCIL CHAMBERS/MUNICIPAL COURT ROOM Workshop Session 5:00 p.m. Regular Session 6:00 p.m. Page 2 of 4 Workshop Session 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. 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. Athletic revenue and participation comparison. 4. DISCUSSION ITEMS a. Leavers Report and Resident student growth. (30 min) b. Discussion of Governance as illustrated in Dr. Brian Carpenter’s Charter School Board University: An Introduction to Effective Charter School Governance; Chapters 24-25. (15 min) 5. BOARD RECAP / STAFF DIRECTION 6. ADJOURNMENT Regular Session 1. CALL TO ORDER 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. Page 3 of 4 3. CONSENT AGENDA: All items listed below are considered routine by the Board of Trustees and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. a. Consider approval of the minutes for the meeting held on September 12, 2011. b. Consider approval of Resolution 11-22, Amending the PYP Assessment and Grade Reporting Policy. 4. BOARD CALENDAR - Westlake Baja at Vaquero hosted by the Westlake Foundation October 11, 2011, 5:00- 10:00 pm - Monster Mash hosted by WA HOC October 22, 2011, 5:00-8:00 pm. - Westlake Vintage Car Show hosted by WHPS October 29, 2011, 11:00-4:00, Solana Club parking lot - Board of Trustees Meeting November 7, 2011 - Texas Charter School Association Conference November 7-9, 2011, Galveston - Academy Fall Holiday Break November 21-25, 2011 - Town Offices Closed November 24-25, 2011 5. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting. The Board member making the request will contact the Superintendent with the requested item and the Superintendent will list it on the agenda. At the meeting, the requesting Board member will explain the item, the need for Board discussion of the item, the item’s relationship to the Board’s strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board member receives a second, the Superintendent will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. - None Page 4 of 4 6. ADJOURNMENT ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS 551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT CODE. CERTIFICATION I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on September 28, 2011, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. _____________________________________ Kelly Edwards, Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. Westlake Academy Item # 2 – Pledge of Allegiance Texas Pledge: "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible." 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. Athletic revenue and participation comparison. Westlake Academy Item # 3 – Reports Page 1 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: Finance Meeting Date: October 3, 2011 Staff Contact: Debbie Piper/Rod Harding Report Director of Finance PYP Principal Subject: Athletic Revenues & Participation EXECUTIVE SUMMARY As the quarterly reports were being presented for the Academy in FY 2010-2011, it was noted that the Athletic revenues were less than the anticipated quarterly amounts and the Board of Trustees requested information as to this variance. As we delved into the variance, we have determined the variance is related to timing. Revenues received in July and August of the prior fiscal year for athletic activities started prior to September 1st (but considered athletics for the upcoming year) are recorded in the year they were received; therefore, a large portion of the revenues are recorded in July and August. The quarterly report formula takes the total budget and divides appropriately, based on the number of months that have passed. Based on this analysis, the formula will be adjusted in subsequent quarterly reports. When analyzing the whole fiscal year of 2010-2011, the Academy has surpassed the original registration budget of $45,939 due to the large amount of registration fees received in July and August for the upcoming school year of FY 11/12. (See chart on next page). Based on the information received, participation levels decreased by 55 in the areas of basketball, baseball/softball, tennis and golf in FY 10/11. In reviewing the number of sports teams, we had three less teams fielded in FY 10/11 vs 09/10. Twenty-seven (27) of the 55 participants were due to the tennis and golf programs being cut for FY 10/11. This total loss of participants was substantially offset with an additional 42 students playing in the remaining sports programs. “Sports Pilot”, our athletic software, was implemented in the summer of 2010; therefore, we were able to break down registrations received in July and August of both years to obtain specific information by participation as well as registration fees. We did not have this information in Sports Pilot prior to that time to be able to do the same analysis of all other registrations received from September 1st through June 30th. In future years, this information will be readily available for analysis. Page 2 of 2 FY 09/10 FY 10/11 Participants Fees % of Fees Participants Fees % of Fees Sept 1 ‐ June 30 165 $ 29,546 56% 110 $ 17,585 35% July 1 ‐ August 31 126 22,851 44% 168 32,070 65% 291 $ 52,397 100% 278 $ 49,655 100% Sept 1 ‐ June 30 Basketball “Sports Pilot” was not implement prior to July, 2010; therefore, we could not perform the same Baseball/Softball detail of analysis presented below. Tennis Golf PARTICIPATION REGISTRATION FEES July 1 ‐ August 31 FY 09/10 FY 10/11 Variance FY 09/10 FY 10/11 Variance Cross Country 14 22 8 $ 2,328 $ 3,345 $ 1,017 Football 27 40 13 7,503 12,285 4,782 Girls Volleyball 51 62 11 7,740 9,450 1,710 Soccer 34 44 10 5,280 6,990 1,710 126 168 42 $ 22,851 $ 32,070 $ 9,219 APPLICABLE STRATEGIC PLAN DESIRED OUTCOME High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability Student Engagement – Extracurricular activities Effective Educators & Staff WESTLAKE ACADEMY VALUES Academic Achievement MYP, DP (IB Continuum) Caring Environment Communication/Transparency Engaged Stakeholders Maximizing Each Child’s Potential FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Report presented for Board information. DISCUSSION ITEMS a. Leavers Report and Resident student growth. (30 min) b. Discussion of Governance as illustrated in Dr. Brian Carpenter’s Charter School Board University: An Introduction to Effective Charter School Governance; Chapters 24-25. (15 min) Westlake Academy Item # 4 – Discussion Items Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP/MYP/DP Meeting Date: August 15, 2011 Staff Contact: Ben Nibarger Discussion Administrative Coordinator Subject: Leavers Report and Resident Student Growth EXECUTIVE SUMMARY In the April 2011 the Board of Trustees requested additional information regarding the TEA’s annual Leavers Report and resident growth of the student population. The attached report provides information from FY 2008-09 through the current fiscal year on the student population’s mobility, resident growth, and the annual leavers report. This report provides analysis and recommendations to improve the Academy’s retention rate. APPLICABLE STRATEGIC PLAN DESIRED OUTCOME High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability Student Engagement – Extracurricular activities Effective Educators & Staff WESTLAKE ACADEMY VALUES Academic Achievement PYP, MYP, DP (IB Continuum) Caring Environment Fiscal Stewardship Communication/Transparency Engaged Stakeholders Maximizing Each Child’s Potential FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS No action required, report and presentation to be discussed during Board workshop. ATTACHMENTS Report on Where are our Students Going? Westlake Academy Student Turnover Analysis 2011 ‐ 2012 2 Contents Introduction ........................................................................................................................................... 3 Student Residency ............................................................................................................................. 3 Student Retention .............................................................................................................................. 4 TEAs Annual Leaver Report ................................................................................................................ 4 Analysis .................................................................................................................................................. 5 Limitations .......................................................................................................................................... 5 Student Population ............................................................................................................................ 6 Analysis by Leaver Code ..................................................................................................................... 7 Analysis by Class ................................................................................................................................. 8 Significant Findings ................................................................................................................................ 9 Recommendations ................................................................................................................................. 9 Tables & Figures Table 1 – Leaver Reason Codes .............................................................................................................. 5 Table 2 – Student Population (FY 03/04 ‐ 11/12) .................................................................................. 6 Figure 1 – Westlake Academy Secondary Boundary Map ..................................................................... 3 Figure 2 – Comparison of Student Mobility .......................................................................................... 4 Figure 3 ‐ Student Population by Year of Enrollment ............................................................................ 6 Figure 4 ‐ Westlake Residents Attending Westlake Academy ............................................................... 7 Figure 5 – Student Leavers (FY 09/10 – 11/12) ...................................................................................... 7 Figure 6 – Cumulative Student Turnover by Graduating Class .............................................................. 8 Figure 7 ‐ Student Attrition by Grade .................................................................................................... 8 3 Introduction As an open enrollment charter school, Westlake Academy is required to maintain and submit several times annually data regarding the student population’s residency, attendance, and retention. The Board of Trustees requested additional information and analysis to be prepared by the staff on the following areas of interest:  Student residency  Student retention  The Texas Education Agency’s (TEAs) annual Leaver Report Student Residency As an open enrollment charter school Westlake Academy may not establish any admissions requirements beyond age, grade level, and proof of residency within the establish boundaries displayed in Figure 1. Student attendance is monitored daily and residency updates are reported to the TEA weekly. Because this has a direct impact on the Academy’s long‐term financial sustainability, it is important that the guidelines established by the TEA are closely followed. Approximately 80% of Westlake Academy’s operating budget is funded through the State Foundation School Program (FSP) which is directly tied to the residency requirements and student attendance. Monitoring and reporting on this is one of the primary duties of the Academy’s on‐campus administrative office. Figure 1 – Westlake Academy Secondary Boundary Map This image cannot currently be displayed. 4 Student Retention Student mobility is a measure of how often a child makes non‐promotional school changes. This has been described as “Churn” or student turnover by a number of parents at Westlake Academy. Concern has been expressed as to the high level of student mobility occurring at Westlake Academy. The most recent published data on student mobility compares open‐enrollment charter schools with all other campuses. Figure 2 shows that the average student turnover at an open enrollment charter school is approximately double other types of Texas public schools. Westlake Academy’s student turnover is significantly lower than both open enrollment charter schools and other types of Texas public schools with an average student turnover rate of approximately 7%. Figure 2 – Comparison of Student Mobility (source: Texas Center for Educational Research & TxEIS) Low socio‐economic status is highly correlated with student mobility. Due to the low number of students served by Westlake Academy that fall into this category, it most likely is a significant factor in the Academy’s low student turnover when compared with state averages. TEA’s Annual Leaver Report The annual Leaver Report is part of the data stored in the State’s Public Education Information Management System (PEIMS) and is used as part of their accountability system. The data collected is used to set acceptable ratios and identify schools that fall outside of normal range. Data for this report is collected on students from G7 thru G12. Students in GK thru G6 are not monitored through the leaver report. The report focuses on students who leave a Texas public school district and where they go to receive their education upon leaving their local education agency (LEA), hence the name “Leavers”. The coding structure utilized by the PEIMS system and description of each code is contained in Table 1. 54%54%54%51% 25%25%25%26% 3% 9%11% 6% 0% 10% 20% 30% 40% 50% 60% 200320042005200620072008200920102011 Comparison of Student Mobility Open Enrollment Charters Texas Public Schools Westlake Academy Trend Line Trend Line Trend Line 5 Table 1 – Leaver Reason Codes Code Translation 01 Graduated From A Campus In This District Or Charter 03 Died 16 Return To Home Country 24 College, Pursue Associate’s or Bachelor’s Degree 60 Home Schooling 66 Removed-Child Protective Services 78 Expelled For Offense Under TEC §37.007, Cannot Return 81 Enroll In TX Private School 82 Enroll In School Outside Texas 83 Withdrawn By District Because Not Entitled To Enrollment 85 Graduated Outside Texas Before Entering A Texas Public School-Entered A Texas Public School-Left Again 86 GED Outside Texas 87 Enroll In University High School Diploma Program 88 Court-ordered to a GED program, has not earned a GED 89 Incarcerated in state jail or federal penitentiary as an adult 90 Graduated from another state under provisions of the Interstate Compact on Educational Opportunity for Military Children 98 Other All students who enroll in a public school and then wish to withdraw, must identify their educational plans for the future and provide documentation prior to withdrawal. While this is the preferred method practiced, in many cases students leave during the summer and do not return to the Academy in the following school year. When this occurs we depend heavily upon other Texas public schools to request student records to determine if they enrolled in another Texas public school. For all other students, multiple attempts to contact the family are made in order to obtain the necessary information. Analysis The purpose of this analysis is to identify whether or not Westlake Academy’s student turnover is excessive in nature and whether or not there are underlying factors that drive student turnover. Utilizing the data stored in our student information system, TxEIS, we have access to historical enrollment and withdrawal data. Limitations Due to the Academy’s multiple migrations of student data since the inception of the school (because of changes in state software systems), we only have access to student data starting in FY 2008‐09. The student enrollment and withdrawal data that is available for analysis spans FY 08/09 – FY 11/12. Student leaver data is only available in FY 09/10 – FY 11/12. In addition, the Leaver Report also accounts for students that are classified as “No Shows” when they do not return to the Academy following the summer break. The Business Office attempts to contact the families and requests the reason for leaving the Academy. If no response is received, the reports accuracy may be negatively impacted. 6 Student Population Westlake Academy started in FY 2003‐04 with students in G1 – G6, adding GK and G7 in FY 2004‐05 and added an additional grade level each year, graduating their first class in FY 2009‐10. When the Academy started operations, the class sizes were approximately 15 students. As can be seen in Table 2, the average number of student in each class has steadily climbed to an average of 20 students per class in FY 2011/12. Table 2 – Student Population (FY 03/04 ‐ 11/12) Fiscal Year K G1 G2 G3 G4 G5 G6 G7 G8 G9 G10 G11 G12 Total 2003‐04 34 33 34 32 33 33 199 2004‐05 26 34 34 34 33 32 37 34 264 2005‐06 35 30 36 40 39 34 37 42 36 329 2006‐07 30 36 37 34 33 38 34 34 37 30 343 2007‐08 26 33 31 37 34 32 37 36 32 35 32 365 2008‐09 30 31 36 35 36 36 36 39 36 33 35 30 0 413 2009‐10 36 39 37 39 44 39 41 41 39 39 35 36 24 489 2010‐11 37 40 40 40 40 60 39 40 40 39 40 31 32 518 2011‐12 38 41 40 44 42 43 60 60 60 61 55 47 30 621 Figure 3 displays the make‐up of the Academy based upon year students first enrolled. In the current fiscal year close to 60% of the students have entered the Academy in the last three fiscal years and this number will continue to increase over the next few years. The impact new students have on the culture at Westlake Academy has been part of an on‐going discussion at both the staff and Board level. Based upon the positive results received in the most recent parent survey and student surveys, this fairly dramatic increase in new students does not appear to have negatively impacted student and parent satisfaction levels. Figure 3 ‐ Student Population by Year of Enrollment 0% 20% 40% 60% 80% 100% FY 2008‐09FY 2009‐10FY 2010‐11FY 2011‐12 Student Population by Year of Enrollment 2003‐2005 2006‐2008 2009‐2011 7 As a percentage, Westlake Academy students residing within Town limits has declined but the total number of Westlake residents attending has increased each year. In the most recent Westlake Resident Direction Finder Survey, 47% of the respondents identified Westlake Academy as an important reason for moving to Westlake. In addition, Westlake Academy was also identified as one of the top three reasons they would stay in Westlake over the next five years. Figure 4 ‐ Westlake Residents Attending Westlake Academy Analysis by Leaver Code Figure 5 illustrates the five types of leavers that Westlake Academy has reported over the last three fiscal years. Beginning in FY 2010‐11, students who graduated in the prior year are reported and a sharp increase is seen. The number of students leaving due to transitioning into private, home, or out‐of‐state schools has been fairly consistent. Although the number of students moving or returning to their home ISD shows a steep decline in FY 2011‐12, it should not be considered a trend because year‐to‐date data is used and may change as the year progresses. Figure 5 – Student Leavers (FY 09/10 – 11/12) 417 491 620 128 155 163 0 200 400 600 800 2009‐102010‐112011‐12 # of Westlake Residents in Westlake Academy Total Population Westlake Residents 0 10 20 30 40 FY 2009‐10FY 2010‐11FY 2011‐12 Student Leavers (FY 09/10 ‐11/12) Graduated Moved/Home ISD Home School TX Private School Enroll Outside TX 8 Analysis by Class When reviewing the cumulative number of student attrition in each graduating class, it appears to be random across all grades and programmes. The range of student turnover in each graduating class and degree of variance does not provide a good predictor of student turnover. With the available data, FY 2008‐09 shows the least amount of student turnover, and it appears that student turnover is increasing at an increasing rate in the subsequent years. Figure 6 – Cumulative Student Turnover by Graduating Class Figure 7 shows an increase in student attrition entering into G2 and an even sharper increase in G9. It is unclear why G2 has an elevated student turnover rate, but as data is collected in the future, the reason should become apparent. The sharp increase in G9 may be explained by this being the first year of high school. There are many potential reasons for choosing an alternate school, including a more competitive athletic program, band, choir, or additional academic course offerings. Figure 7 ‐ Student Attrition by Grade 0 10 20 30 Class of 2023 Class of 2022 Class of 2021 Class of 2020 Class of 2019 Class of 2018 Class of 2017 Class of 2016 Class of 2015 Class of 2014 Class of 2013 Class of 2012 Class of 2011 Cumulative Student Turnover by Graduating Class (FY 08/09 ‐11/12) 2008‐09 2009‐10 2010‐11 2011‐12 0 5 10 15 20 25 30 GKG1G2G3G4G5G6G7G8G9G10G11G12 Cumulative Student Attrition by Grade (FY 08/09 ‐11/12) 9 Significant Findings The level of student mobility observed at Westlake Academy has increased over the last four years with an average of 7% per year. However, on average Westlake Academy’s student turnover or mobility is three to seven times lower when compared to the State average for other types of public schools and open enrollment charter schools. There is a slight increase in student attrition starting in GK through G8. Student attrition is most likely to occur in G9 when students are entering high school and slowly declines as students enter into the DP programme. The annual Student Leaver Report shows that Westlake Academy students are most likely graduating from Westlake Academy or returning to their home ISD. There are a small number of students each year who move into private schools, start a home school program, or move outside of Texas. Approximately 60% of the students at Westlake Academy have been in attendance for less than four years. This statistic, when viewed in the context of “changing the Academy culture”, shows (based upon parent and student surveys) that a large percentage increase in student population in the secondary programme has impacted the Academy positively. While Westlake residents attending the Academy have been increasing each year, they are declining as a total percentage of the student population. From one perspective, this should not come as a surprise due to the low density’s contained in the Town’s comprehensive plan. This is due to the incremental increase in students per class and the expansion to three sections in the secondary programme, with a resulting increase in student population from secondary boundaries. Recommendations Based upon the review of data and subsequent analysis, several action items have been indentified and will be ongoing each school year. The data collected through these initiatives will allow the Academy administration and Board of Trustees to better monitor the student population and increase student retention. 1. Continue to collect and monitor data for changes in the student population 2. Conduct a student exit survey with all students who exited the Academy in FY 2010‐11 3. Identify areas of interest for students earlier and try to provide options 4. Work with the Counselors and Coordinators to further develop and enhance the on‐boarding process to improve parent and student education/retention BOARD RECAP / STAFF DIRECTION Westlake Academy Item #5 Board Recap / Staff Direction Westlake Academy Item # 6 – Workshop Adjournment Back up material has not been provided for this item. CITIZENS' PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. Westlake Academy Item # 2 – Citizens’ Presentations and recognitions CONSENT AGENDA: All items listed below are considered routine by the Board of Trustees and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. a. Consider approval of the minutes for the meeting held on September 12, 2011. b. Consider approval of Resolution 11-22, Amending the PYP Assessment and Grade Reporting Policy. Westlake Academy Item # 3 ‐ Consent Agenda Items BOT Minutes 09/12/11 Page 1 of 5 WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP & REGULAR MEETINGS September 12, 2011 PRESENT: President Laura Wheat and Trustees, Tim Brittan, Carol Langdon, David Levitan and Rick Rennhack. Clif Cox arrived at 5:17 p.m. ABSENT: OTHERS PRESENT: Superintendent Tom Brymer, School Attorney Janet Bubert, Board Secretary Kelly Edwards, Primary Principal Rod Harding, Secondary Principal Dr. Clint Calzini, Administrative Coordinator Ben Nibarger, Assistant to the Superintendent Amanda DeGan, PYP Coordinator Allison Schneider, Finance Director Debbie Piper, Director of Communications & Community Affairs Ginger Awtry, Human Resources and Administrative Services Director Todd Wood, Facilities and Recreation Director Troy Meyer and Management Intern Scott Dixon. Workshop Session 1. CALL TO ORDER President Wheat called the workshop to order at 5:07 p.m. 2. PLEDGE OF ALLEGIANCE President Wheat led the pledge of allegiance to the United States and Texas flags. 3. REVIEW OF CONSENT AGENDA ITEMS FROM SEPTEMBER 12, 2011, TRUSTEES REGULAR MEETING AGENDA. Superintendent Brymer provided an overview of the waiver requested regarding Item c, School Sanctioned Trips. BOT Minutes 09/12/11 Page 2 of 5 Discussion ensued regarding the location of the G-11 trip to Breckenridge, Colorado. 4. REPORTS a. Report on Status of Work to Date Creating a Westlake Academy Balanced Scorecard for its Revised Strategic Plan as well as Progress to Date Implementing the Current Strategic Plan. No additional discussion. 5. DISCUSSION ITEMS a. Discussion of Whole School Theme and Goal for 2011-2012 School Year. Primary Principal Harding provided an update and overview of the Theme and Goal for the school year. b. Discussion regarding the beginning of the 2011-2012 school. Primary Principal Harding and Secondary Principal Dr. Calzini provided an update on the observations for the beginning of the school year. A survey was sent out to the faculty to receive feedback on processes implemented this year. c. Discussion Regard Proposed Changes to the Primary (K-G6) Assessment and Reporting Policy Including Proposed Reporting Schedule and Improvements to Better Align Policy with PYP Philosophy. (15 min) Primary Principal Harding presented the proposed revisions as discussed which do not change the original reporting format but align better with the IB Curriculum. He stated that the revisions provide the opportunity for parents and teachers to discuss a student’s progress at anytime during the school year. Both Principals and faculty feel this open line of communication is beneficial for the parent and student. Discussion ensued regarding the current assessment, how the new process will be measured, student achievement and electronic monitoring reports. Board consensus was to adopt the proposed revisions during the October meeting. BOT Minutes 09/12/11 Page 3 of 5 d. Discussion of Westlake Academy Financial Forecast and Facilities’ Needs. (45 min) Superintendent Brymer provided a presentation and overview regarding facility needs. Discuss ensued regarding an expansion of the school using one of the options or options from the Hayes model which would allow the school become self-funded, if those options meet the Academy’s our Mission and Vision statements, financial stewardship and sustainability, advantages of the current class size, and concerns regarding the culture. e. Discussion of Revised Westlake Academy Vision, Mission and Values for 2011-2012. Superintendent Brymer provided an overview on the proposed revisions as discussed during the various workshops. f. Discussion of Governance as illustrated in Dr. Brian Carpenter’s Charter School Board University: Chapter 21, An Introduction to Effective Charter School Governance. No discussion 6. BOARD RECAP / STAFF DIRECTION Present an option 6 with a combination of adding sections to the PYP and possibly enhancing recruitment into the DP program, additional drilldown regarding the chart on page 18 of the report selecting G2 orG3, research online courses and their relation to school funding and a breakdown of the Foundation’s fundraising by Section. 7. ADJOURNMENT There being no further business before the Board, President Wheat adjourned the workshop at 7:26 p.m. to begin the Special Town Council Meeting. BOT Minutes 09/12/11 Page 4 of 5 Regular Session 1. CALL TO ORDER President Wheat called the Regular meeting to order at 7:55 p.m. with all Trustees present. 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS No one addressed the Board. 3. CONSENT AGENDA a. Consider approval of the minutes for the meeting held on August 15, 2011. b. Consideration of Resolution 11-20 Granting a Waiver to Board Policy No. 09-08 Board Parameters for School Sanctioned Trips Regarding the Grade 11 Team Building Trip Being Approved From a Local Destination to an Out-of-State (Domestic) Location. MOTION: Trustee Langdon made a motion to approve the consent agenda. Trustee Levitan seconded the motion. The motion carried by a vote of 5-0. 4. EXECUTIVE SESSION The Board convened into executive session at 7:55 p.m. The Board will conduct a closed session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: a. Section 551.071(2) – Consultation with School Attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter: Charter amendments including the Admissions Policy 6. RECONVENE MEETING President Wheat reconvened the meeting at 8:09 p.m. 7. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS. MOTION: Trustee Brittan made a motion to approve Resolution 11-21, Amending the Admissions Policy. Trustee Cox seconded the motion. The motion carried by a vote of 5-0. BOT Minutes 09/12/11 Page 5 of 5 8. BOARD CALENDAR - Living History Presentation hosted by the WHPS September 22, 2011, An evening with Bat Masterson 7:00-8:30 p.m., WA Performance Hall - Board of Trustee Meeting October 3, 2011 - Westlake Baja at Vaquero hosted by the Westlake Foundation October 11, 2011, 5:00-10:00 p.m. - Westlake Vintage Care Show hosted by WHPS October 29, 2011, 11:00-4:00 p.m., Solana Club parking lot - Monster Mash hosted by WA HOC October 29, 2011, 5:00-8:00 p.m. 9. FUTURE AGENDA ITEMS - None 10. ADJOURNMENT MOTION: Trustee Rennhack made a motion to adjourn the meeting. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0. President Wheat adjourned the meeting at 8:13 p.m. APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 3, 2011. ____________________________ Laura Wheat, Board President ATTEST: _____________________________ Kelly Edwards, Board Secretary Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP Meeting Date: October 3, 2011 Staff Contact: Rod Harding Consent PYP Principal Subject: A Resolution to amend the Primary (K-6) Assessment Grading Policy. EXECUTIVE SUMMARY Consider the resolution to amend the Primary (K-6) Assessment Grading Policy. This amendment will clarify the frequency and type of conferences/reporting on a yearly basis. The result will align the policy with the IB PYP philosophy and provide increased responsibility for students to report on their achievements. APPLICABLE STRATEGIC PLAN DESIRED OUTCOME High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability Student Engagement – Extracurricular activities Effective Educators & Staff WESTLAKE ACADEMY VALUES Academic Achievement MYP, DP (IB Continuum) Caring Environment Communication/Transparency Engaged Stakeholders Maximizing Each Child’s Potential FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Recommended approval of amended policy. ATTACHMENTS  Resolution adopting Board Policy on Primary (K-6) Assessment Grading Policy No. 10- 05.  Primary (K-6) Assessment Grading Policy No. 10-05 with proposed amendments. Resolution 11-22 Page 1 of 8 WESTLAKE ACADEMY RESOLUTION NO. 11-22 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY AMENDING THE BOT POLICY MANUAL PERTAINING PRIMARY (K-G6) ASSESSMENT AND GRADE REPORTING. WHEREAS, the Westlake Academy Board of Trustees has considered the proposed policy amendment on September 12, 2011, pertaining to Primary Assessment and Reporting; and WHEREAS, the Westlake Academy Board of Trustees finds that this policy will enhance student achievement by assisting all members of the school community to understand and use educational assessment in a consistent and successful way; and WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this Resolution is in the best interests of the Academy. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: That the Board of Trustees of Westlake Academy hereby adopts the proposed policy related to Primary (K-G6) Assessment and Grade Reporting 10-05 which is attached as Exhibit A to this resolution. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Board hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 11-22 Page 2 of 8 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 3rd DAY OF OCTOBER 2011. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ L. Stanton Lowry or Janet S. Bubert, School Attorney Resolution 11-22 Page 3 of 8 Exhibit A TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 10-05: Date Board Adopted: April 5, 2010 Date Board Amended: October 3, 2011 Effective Date: October 3, 2011 Policy Category: Student Achievement Policy Name: Primary (K-G6) Assessment and Grade Reporting Policy Goal: Definition and Transparency in the Primary (K-G6) Student Assessment and Grading Policy Policy Description: The purpose of this assessment policy is to help all members of the school community understand and use educational assessment in a consistent and successful way. Our goal is to create a community that embraces assessment as a valuable and essential part of the learning cycle. 1) Our Purposes for Using Assessment a) For learners, assessment does the following: i) Promotes efficient learning by focusing the student's attention on what is important ii) Promotes understanding and life-long learning iii) Promotes self-evaluation and self-monitoring by the use of well-defined expectations and criteria iv) Motivates learning by communicating progress concerning what a student knows and is able to do v) Helps understand how school learning relates to present world and future goals. b) For teachers, assessment does the following: i) Provides formative and summative data about student learning ii) Provides diagnostic data to improve learning Resolution 11-22 Page 4 of 8 iii) Assists instructional planning by providing informed feedback iv) Helps to determine teaching effectiveness - what approaches and methods work v) Helps to determine whether the program is achieving desired goals (program accountability) vi) Is a tool for communicating to others c) For administrators, assessment does the following: i) Assists in determining the effectiveness of programs ii) Assists in determining school and grade-level learning goals iii) Assists in allocation of resources, including professional development iv) Monitors student achievement and supports student learning d) For parents, assessment does the following: i) Provides formative and summative data about student learning and attainment. ii) Provides information about the child’s learning experience in school. iii) Provides information about future educational opportunities. iv) Helps provide information of the strengths and weaknesses of both the instructional program and the individual learner. In consideration of the need to establish relevant and comprehensive grade reporting and assessment policies for the student body of Westlake Academy, the following numerical grades will be utilized by the Staff to indicate academic performance with regard to critical concepts, content and skills on primary report cards. Grade 4 Meets with Excellence Grade 3 Meets with Proficiency Grade 2 Developing Proficiency Independently Grade 1 Requires Support to Meet Proficiency In addition to the abovementioned, the following descriptors and rubric will be utilized by the Staff to indicate academic performance with regard to higher order, conceptual understanding. These descriptors and rubric will be used to indicate the level of understanding for each of the six grade level units of inquiry that are implemented each academic year. Primary Report Unit of Inquiry Descriptors for Understanding K-3 Accomplished:  Interprets information (data, ideas, or concepts) accurately, appropriately, and in-depth in a variety of contexts Resolution 11-22 Page 5 of 8  Applies formulas, procedures, principles, or themes accurately, appropriately, and/or creatively in a variety of contexts  Explains—accurately and thoroughly—possibly using multiple solutions, positions, or perspectives that balance opposing points of view  Creates a detailed conclusion or complete solution that is well-supported, logically consistent, and often unique  Integrates ideas or develops solutions that are clear, coherent, and cohesive  Reflects independently and thoughtfully by using supporting details and examples. Uses the reflective process to set goals and targets.  Perceives and approaches problems in a number of different ways, often exhibiting clever, unique or unusual ideas. Competent/Consolidating:  Presents information (data, ideas, or concepts) accurately and appropriately in familiar contexts  Applies formulas, procedures, principles, or themes accurately and appropriately in familiar contexts  Describes a solution, position, or perspective accurately  Organizes a conclusion or solution that is complete, logical, and consistent with evidence presented  Connects ideas or develops solutions in a clear and coherent order  Reflects thoughtfully by using some supporting details and examples. Uses the reflective process to set general goals. Developing:  Reports information (data, ideas, or concepts) in familiar contexts with minor inaccuracies, irrelevancies, or omissions  Uses appropriate formulas, procedures, principles, or themes in familiar contexts with only minor inaccuracies  Identifies a simple solution or a perspective with only minor inaccuracies  Offers an abbreviated conclusion or simple solution that is mostly consistent with the evidence presented, with minor inconsistencies or omissions  Arranges ideas or solutions into a simple pattern  Reflects thoughtfully with some assistance. Beginning/Novice:  Copies information (data, ideas, or concepts)  Labels formulas, procedures, principles, or themes  Names a single solution, position, or perspective  Attempts a conclusion or solution that is consistent with evidence presented  Lists ideas or expresses solutions in a fragmentary/random manner  Reflects with support and assistance Primary Report Unit of Inquiry Descriptors for Understanding Grades 4-6 Resolution 11-22 Page 6 of 8 Accomplished:  Interprets information (data, ideas, or concepts) accurately, appropriately, and in-depth in a variety of contexts  Applies formulas, procedures, principles, or themes accurately, appropriately, and/or creatively in a variety of contexts  Explains—accurately and thoroughly—multiple solutions, positions, or perspectives that balance opposing points of view  Creates a detailed conclusion or complex solution that is complete, well- supported, logically consistent, and often unique  Integrates ideas or develops solutions that are exceptionally clear, coherent, and cohesive  Reflects independently and thoughtfully by using supporting details and examples. Uses the reflective process to set goals and targets.  Perceives and approaches problems in a number of different ways, often exhibiting clever, unique or unusual ideas. Competent/Consolidating:  Presents information (data, ideas, or concepts) accurately and appropriately in familiar contexts  Applies formulas, procedures, principles, or themes accurately and appropriately in familiar contexts  Describes two or more solutions, positions, or perspectives accurately  Organizes a conclusion or solution that is complete, logical, and consistent with evidence presented  Connects ideas or develops solutions in a clear and coherent order  Reflects thoughtfully by using some supporting details and examples. Uses the reflective process to set general goal Developing:  Reports information (data, ideas, or concepts) in familiar contexts with minor inaccuracies, irrelevancies, or omissions  Uses appropriate formulas, procedures, principles, or themes in familiar contexts with only minor inaccuracies  Identifies simple solutions, over-simplified positions, or perspectives with only minor inaccuracies  Offers an abbreviated conclusion or simple solution that is mostly consistent with the evidence presented, with minor inconsistencies or omissions  Arranges ideas or solutions into a simple pattern  Reflects thoughtfully with some assistance Beginning/Novice:  Copies information (data, ideas, or concepts)  Labels formulas, procedures, principles, or themes  Names a single solution, position, or perspective Resolution 11-22 Page 7 of 8  Attempts a conclusion or solution that is consistent with evidence presented  Lists ideas or expresses solutions in a fragmentary/random manner  Reflects with support and assistance Staff will administer a variety of authentic assessments to measure student understanding and progress throughout the year IBPYP Attitudes – Students, in collaboration with teachers, will assign a letter indicator to at least six (6) IBPYP Attitudes per quarter to communicate the following: C = I practice consistently the following attitudes W = I am working on the following attitudes The IBPYP Attitudes are as follows:  Appreciation: appreciating the wonder and beauty of the world and its people  Commitment: being committed to their learning, preserving and showing self- discipline and responsibility  Confidence: feeling confident in their ability as learners, having the courage to take risks, applying what they have learned and making appropriate decisions  Cooperation: cooperating, collaborating and leading or following as the situation demands  Creativity: being creative and imaginative in their thinking and in their approach to problems and dilemmas  Curiosity: being curious about the nature of learning and the world, its people and cultures  Empathy: imaginatively projecting themselves into another’s situation, in order to understand his/her thoughts, reasoning and emotions  Enthusiasm: enjoying learning  Independence: thinking and acting independently, making their own judgments based on reasoned principles and being able to defend their judgments  Integrity: having integrity and a firm sense of fairness and honesty  Respect: respecting themselves, others and the world around them  Tolerance: feeling sensitivity towards differences and diversity in the world and being responsive to the needs of others Resolution 11-22 Page 8 of 8 Specialist Grades – Specialist Teachers (Art, Strings, P.E., Music, and Spanish) will grade according to discipline specific criteria. Each of the aforementioned categories will be graded utilizing the following indicators: Grade 4 Meets with Excellence Grade 3 Meets with Proficiency Grade 2 Developing Proficiency Independently Grade 1 Requires Support to Meet Proficiency Report Cards - Westlake Academy will send home four (4) two (2) primary report cards each year. The report cards will be sent home at the end of each nine (9) week grading period. in December and May of each year. Parent-Student-Teacher-Meetings – Staff will conduct two (2) parent/student/teacher conferences per year. one (1) each semester, and one One (1) will be a goal-setting conference and one will be a student-led conference - in semester two (2). This will allow parents/students to meet with teachers to briefly discuss their child’s progress, and, in the case of student-led conferences, witness the demonstration of understanding firsthand. Additional concerns will be addressed at individually scheduled conferences available at any time during the school year. In addition to the above meetings parents and students will be invited to attend conferences at the beginning of October to know how their son or daughter has settled into their new class. Conferences reporting student achievements will be held at anytime throughout the year and will be on a needs basis. Conferences are requested by parents and teachers. BOARD CALENDAR - Westlake Baja at Vaquero hosted by the Westlake Foundation October 11, 2011, 5:00- 10:00 pm - Monster Mash hosted by WA HOC October 22, 2011, 5:00-8:00 pm. - Westlake Vintage Car Show hosted by WHPS October 29, 2011, 11:00-4:00, Solana Club parking lot - Board of Trustees Meeting November 7, 2011 - Texas Charter School Association Conference November 7-9, 2011, Galveston - Academy Fall Holiday Break November 21-25, 2011 - Town Offices Closed November 24-25, 2011 Westlake Academy Item #4 Board Calendar FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting. The Board member making the request will contact the CEO with the requested item and the CEO will list it on the agenda. At the meeting, the requesting Board member will explain the item, the need for Board discussion of the item, the item’s relationship to the Board’s strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board member receives a second, the CEO will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. - None Westlake Academy Item # 5 – Future Agenda Items Westlake Academy Item # 6 – Adjournment Back up material has not been provided for this item.