HomeMy WebLinkAbout08-27-07 BOT MinMINUTES OF THE
WESTLAKE ACADEMY
BOARD OF TRUSTEES WORKSHOP
August 27, 2007
PRESENT: President Scott Bradley and Trustees Larry Corson (arrived at 2:46 p.m.), April
Gallagher, Pete Steger, and Bob Timmerman.
ABSENT: Trustee Don Redding.
OTHERS PRESENT: Head of School Barbara Brizuela, Secretary Kim Sutter, Town
Manager Trent Petty, Finance Director Debbie Piper, Human
Resources Manager Todd Wood, DPS Director Don Wilson,
Court Administrator Amanda DeGan, and Facilities and
Recreation Director Troy Meyer.
1. CALL TO ORDER.
President Scott Bradley called the workshop to order at 2:08 p.m.
Item 3 was discussed at this time.
3. DISCUSS FY 2007-2008 BUDGET.
Head of School Brizuela reviewed the Academy's mission statement, goals and
objectives, and achievements for the 2006-2007 fiscal year, and outlined the goals and
objectives for the 2007-2008 fiscal year.
Ms. Brizuela highlighted the following:
• In 2006-2007, the State provided $2,000/teacher and $500/staff member to
assist with an increase in salaries. State funding is not available this year•,
however, the salary increase needs to remain in place.
• The addition of two (2) new staff positions:
- Head of Primary;
- Part-time High School Counselor;
Board of Trustees Workshop
August 27, 2007
Page 2 of 4
Fees for three (3) IBO programs.
Purchase of a convection oven to improve the quality of food served.
Addition of legal fees for eventualities concerning the dispute with the Texas
Education Agency (TEA).
Discussion ensued regarding the IB program, the expectations for hiring International
teachers, class sizes, the impact the IB diploma program will have on enrollment and the
need to plan for an increase in students as a result.
Trustee Gallagher requested that a list of the achievements be provided to the parents
and the community.
Head of School Brizuela reviewed the 2007-2008 line item budget, and advised that the
fund balance for the Academy for the 2007-2008 fiscal year is estimated to be 16 days:
Proposed FY 07/08
Beginning Fund Balance $ 459,177
Revenues 2,951,311
Expenditures 3,271,414
Net Revenues over (under) Expenditures (320,103)
Ending Fund Balance $ 139,073
# Days Operating (based on 365) 16
Days operating expense $ 8,963
Discussion ensued regarding legislative reforms to assist high performing charter
schools, and the formula used to determine the total estimated contributions for the
Blacksmith program.
Trustee Corson posed several questions related to the budget and requested that the
budget presentation include a breakdown of the student body by grade and by residency.
Head of School Brizuela responded that the demographic information will be provided
by the end of the week. Ms. Brizuela advised that all grade levels have a minimum
enrollment of 32 students, with a little over 40% being residents of Westlake.
Trustee Corson inquired if this year is an anomaly relative to the increase in students
and teachers over the prior years.
Head of School Brizuela responded yes, she feels this year is an anomaly as this is the
first year that new positions have been added that are not funded through the state.
Trustee Corson inquired as to the need of a long-term cash flow projection or strategic
plan that would estimate the increase in faculty over the next two years as well as
provide a blueprint for the future. Trustee Corson stated that he feels it is important to
1) illustrate that this year is an anomaly as it relates to the need for additional staff; and
2) indicate the Academy's ability to operate at a "break-even" mode.
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August 27, 2007
Page 3 of 4
Head of School Brizuela advised that the current plan should be updated to go beyond
the year 2010.
Trustee Corson inquired as to the effect of the addition of the Arts and Science building
and requested that the outlook be prepared to exclude and include the building as it
relates to expenses.
Trustee Timmerman inquired as to the decrease in the amount for the travel line item
and the goal of ongoing continuing education of the faculty.
Head of School Brizuela advised that the state provides $450 per teacher towards an IB
conference, and most teachers attended training during the 2006-2007 fiscal year. She
further advised that additional allocations are included in a separate line item.
Head of School Brizuela advised that the Westlake Academy Foundation reimburses the
Academy for the salary of the Executive Director of the Foundation.
Discussion ensued with regard to the quality of the food served in the dining hall, the
need to improve the quality, and the need to break even with regard to the cost
associated with the service. President Bradley suggested that the school receive parent
input regarding the quality of the food.
Trustee Corson inquired if 100% of the Civic Campus maintenance costs are reflected in
the Academy's budget.
Head of School Brizuela confirmed that 100% of the Civic Campus maintenance costs
are reflected in the Academy's budget.
Trustee Corson asked if it is appropriate to add a footnote in the budget indicating the
amount the TEA is requesting be reimbursed as it relates to the enrollment of students
residing outside the Academy's secondary geographical boundaries.
President Bradley stated that an inquiry has been made to determine how the amount
was calculated and, at this time, it is not known how much, if any, the Town will be
asked to repay. Mr. Bradley further advised that a budget amendment could be
considered at the appropriate time.
President Bradley suggested that the auditors be consulted to determine if an amount
should be noted in the budget as a contingent liability.
2. DISCUSS COMMENTS SUBMITTED TO THE BOARD ON JULY 23, 2007, BY
MS. REBECCA ROLLINS REGARDING WESTLAKE ACADEMY.
Mrs. Rebecca Rollins, 13239 Roanoke Road, presented the Board a revised letter
advising of her concerns regarding Charter updates and the Academy's admission policy
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August 27, 2007
Page 4 of 4
and the consequences of any changes to the documents. Additionally, Ms. Rollins
requested that the Board review the Academy's admissions policy.
Discussion ensued with regard to whether a policy change affects the Charter and the
Board's intent when considering administrative policy changes.
Trustees Corson and Timmerman agreed that the Board should seek legal advice to
determine 1) if policy changes constitute a Charter amendment; and 2) whether the
Board adopted policy changes that conflict with the Charter.
Trustee Corson recommended the Board hold a workshop in September to discuss the
issues brought forth as it relates to .the Charter and policy updates.
Trustee Steger suggested that, going forward, the Board should follow a procedure to
determine if any future policy changes will have an impact on the Charter.
President Bradley thanked Mrs. Rollins for stating her concerns to the Board, and
advised that the Board has engaged an education attorney and will seek his opinion
regarding the concerns raised. Mr. Bradley stated that greater attention will be paid to
policy changes and their affect on the Charter in the future.
President Bradley closed the discussion by stating that a meeting will be held with the
education attorney to discuss a broad range of items.
4. ADJOURNMENT.
There being no further business before the Board, President Bradley declared the
workshop adjourned at 4:54 pm.
APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 22, 2007.
ATTEST:
Sutter, TRMC, Secretary
MINUTES OF THE
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
August 27, 2007
PRESENT: President Scott Bradley and Board Trustees Larry Corson, April Gallagher, Pete
Steger, and Bob Timmerman.
ABSENT: Trustee Don Redding.
OTHERS PRESENT: Head of School Barbara Brizuela, Town Manager Trent Petty,
Secretary Kim Sutter, Facilities and Recreation Director Troy
Meyer, DPS Director Don Wilson, Court Administrator Amanda
DeGan, and Executive Assistant Ginger Awtry.
1. CALL TO ORDER.
President Bradley called the meeting to order at 6:07 p.m.
2. EXECUTIVE SESSION
No executive session was held.
3. CITIZENS' PRESENTATIONS.
Jim Billington, 1823 Broken Bend Drive, requested the Board cause a copy of the
proposed budget to be displayed or available to the public when discussing the budget in
the future. With regard to the budget, Mr. Billington asked if there are any
consequences to falling below the Texas Education Agency's (TEA) recommended fund
balance, and if the Board has had an outside expert assess liability with regard to the
reimbursement requested by the TEA. He further inquired as to the source of the
funding, should it be determined that the State must be reimbursed.
Head of School Brizuela responded that the fund balance is a recommendation from the
TEA and she is not aware of any consequences for falling below the recommendation.
President Bradley stated that the Board's attorney has advised that there is no way to
determine the probability of having to reimburse the State for the out -of -boundary
Westlake Academy Trustees
Regular Meeting
August 27, 2007
Page 2 of 4
students. Mr. Bradley added that the Board should have a better idea within the next 60
days whether the money will be owed.
Head of School Brizuela advised that, if it determined the Academy is responsible for
reimbursing the $266,000, TEA has advised that payments will be taken out of the
monthly payments made to the school.
4. HEAR REPORT FROM HEAD OF SCHOOL REGARDING INTERNATIONAL
BACCALAUREATE PROGRAM.
Head of School Brizuela reported that Westlake Academy has received authorization to
participate in four of the five levels of the IB Middle Years Program (MYP) and
presented the notification letters to the Board. Ms. Brizuela outlined the commendations
and recommendations as outlined by the regional director of International Baccalaureate
North America.
Additionally, Head of School Brizuela presented a letter to the Board advising that
Westlake Academy has satisfied the requirements with regard to recommendations made
by IB North America as they relate to the Primary Years Program (PYP).
5. CONDUCT PUBLIC HEARING FOR ANNUAL BUDGET FOR THE FISCAL
YEAR ENDING AUGUST 31, 2008.
President Bradley introduced the item and opened the public hearing.
There being no one requesting to address the Board, President Bradley closed the public
hearing.
6. CONSIDER A RESOLUTION ADOPTING THE REVISED BUDGET FOR
WESTLAKE ACADEMY FOR THE FISCAL YEAR ENDING AUGUST 31, 2007
AND ADOPTING THE PROPOSED BUDGET FOR THE FISCAL YEAR
ENDING AUGUST 31, 2008.
President Bradley introduced the item and asked for a motion.
MOTION: Trustee Steger moved to approve Resolution No. 07-09, approving the
revised budget for the fiscal year ending August 31, 2007, and adopting
the 2007-2008 fiscal year budget as presented. Trustee Gallagher
seconded the motion.
Trustee Corson inquired as to what would happen if, at any point during the fiscal year,
the fund balance is exhausted.
Town Manager Petty stated that, from a policy standpoint the Board could approach the
Head of School regarding a reduction in services and/or the Board could dedicate
funding from the General Fund to cover the indebtedness.
Westlake Academy Trustees
Regular Meeting
August 27, 2007
Page 3 of 4
President Bradley advised that a third option would be to borrow the needed funds on a
short-term basis.
Trustee Corson suggested that the Board be notified at any time the fund balance drops
below zero.
President Bradley stated that such a directive is not necessary as the Head of School is
responsible for managing the budget and notifying the Board of any concerns.
Head of School Brizuela advised that the Board would be notified at a Board meeting of
the fund balance.
Trustee Corson requested that a report be provided to the Board at each meeting with
regard to revenues and expenditures.
Head of School Brizuela advised the Board that information is included in the Board
packets for each meeting.
Trustee Corson expressed his concern with regard to the sensitivity of the issue.
Additionally, Trustee Corson requested that a forecast and student demographic
information be included as part of the budget document.
VOTE ON
MOTION: The motion carried by a vote of 4-0.
7. CONSIDER A RESOLUTION AUTHORIZING A CHANGE TO THE
PARENT/STUDENT HANDBOOK AUTHORIZING STUDENTS IN GRADES
10-12 TO DRIVE AND PARK PERSONAL CARS ON CAMPUS.
President Bradley introduced the item.
Head of School Brizuela outlined the proposed update to the Parent/Student Handbook:
- Student must possess a fully authorized state driver's license
- Driving and Parking car at school
- Assess $100 / year parking permit fee.
- An area will be assigned for student drivers. If space is limited, a lottery
process will be implemented to determine priority.
Discussion ensued with regard to the proposed policy.
Rebecca Rollins, 13239 Roanoke Road, expressed her concerns with regard to the
proposed policy.
MOTION: Trustee Corson moved to table consideration of this item and continue
discussion at a future workshop date to allow an opportunity for parental
input. Trustee Steger seconded the motion. The motion carried by a vote
of 4-0.
Westlake Academy Trustees Page 4 of 4
Regular Meeting
August 27, 2007
8. CONSENT AGENDA.
President Bradley introduced the item and asked for a motion.
A. Review and approve minutes of the School Board of Trustees regular meeting held
June 11, 2007.
B. Review and approve minutes of the School Board of Trustees workshop and special
called meeting held on June 25, 2007.
C. Review and approve minutes of the School Board of Trustees workshop and meeting
and Joint workshop with the Academy Foundation held on November 13, 2006.
D. Review and approve minutes of the School Board of Trustees meeting held on
December 11, 2006.
E. Review and approve any outstanding bills.
MOTION: Trustee Steger moved to approve the consent agenda as presented.
Trustee Timmerman seconded the motion. The motion carried by a vote
of 4-0.
9. ADJOURNMENT.
There being no further business, President Bradley adjourned the meeting at 6:52 p.m.
APPROVED BY THE BOARD OF ALDERMEN ON SEPTEMBER 24, 2007.
Scott Bradley�wyor
ATLS,
Sutter, TR C, Town Secretary