HomeMy WebLinkAbout12-07-09 BOT MinWESTLAKE ACADEMY
BOARD OF TRUSTEES WORKSHOP & REGULAR MEETINGS
December 7, 2009
PRESENT: President Laura Wheat and Trustees Carol Langdon, Rick Rennhack and
Rebecca Rollins.
ABSENT: Trustees Tim Brittan and Larry Corson
OTHERS PRESENT: Chief Executive Officer Thomas Brymer, School Board Attorney,
Janet Bubert, Secretary Kelly Edwards, Finance Director Debbie
Piper, Head of Secondary Mark Garcia, Municipal Court
Administrator Amanda DeGan and Director of Human Resources
and Administrative Services Todd Wood.
WORKSHOP SESSION
1. CALL TO ORDER
President Wheat called the workshop meeting to order at 4:40 p.m.
2. REVIEW OF CONSENT AGENDA ITEMS FROM DECEMBER 7, 2009, TRUSTEES
REGULAR MEETING AGENDA.
Chief Executive Officer Brymer provided and overview of the 2010 meeting calendar
and various policies on the consent agenda.
3. PRESENTATION AND DISCUSSION OF FORGOTTEN DIAMONDS PROGRAM
AND POSSIBLE COLLABORATIVE OPPORTUNITIES WITH WESTLAKE
ACADEMY.
The item was discussed last due to technical problems.
Co-founder Kelly Cox provided a presentation and overview of the program and the
contributions made by Westlake Academy students.
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Discussion ensued regarding partnering opportunities with the Town of Westlake and
Westlake Academy.
The Board also discussed adopting a program like this would allow the students to
meet their community service requirements and make a diff=erence defining the
commitment to community service.
The Board asked Chief Executive Officer Brymer if this program could be incorporated
into the Strategic plan, to check further into the Sister Cities program and direct staff
to work with Mrs. Cox to discuss some options on how the Town could contribute to
the program.
4. DISCUSSION OF THE WESTLAKE ACADEMY QUARTERLY FINANCIAL
"DASHBOARD" REPORT FOR THE QUARTER ENDING NOVEMBER 30, 2009.
Finance Director Piper provided an overview of the dashboard.
Discussion ensued regarding the creation of the dashboard, the Blacksmith fund, and
how the stimulus money was applied in the report. Finance Director Piper stated the
Foundation has received more funds than budgeted and the Academy has a fund
balance to allow for 63 operating days.
S. PRESENTATION AND DISCUSSION OF A DRAFT BOARD OF TRUSTEES
POLICY CONCERNING IB DIPLOMA EXAM FEES.
Chief Executive Officer Brymer provided an overview and presentation of key points
regarding the proposed policy. Funding would be based on budgeting and
funding/reimbursement from the state.
Head of Secondary Garcia answered questions related to the fees and the number of
students taking the exam.
School Board Attorney Bubert recommended adding additional language to the policy
to avoid any confusion regarding the use of public funds for private benefit.
6. DISCUSSION AND CONSIDERATION OF A BOARD POLICY REGARDING
INTERNATIONAL FACULTY RECRUITMENT AND RETENTION.
Chief Executive Officer Brymer provided an overview and presentation of key points
regarding the proposed policy.
The Board asked how the expenses been paid in the past. Director of Human
Resources and Administrative Services Wood stated that all visa costs and fees have
been paid for by the Academy at approximately $4,000 to $5,000 per visa.
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A recommendation was made to add additional language to the policy should a faculty
member leave for another position that they reimburse the balance.
7. DISCUSSION OF A PROPOSED POLICY CONCERNING ACADEMIC
ELIGIBILITY REQUIREMENTS FOR ATHLETIC/EXTRA-CURRICULAR
PROGRAM PARTICIPATION.
Chief Executive Officer Brymer provided an overview and presentation of key points
regarding the proposed policy.
Discussion ensued regarding the explanation of the 3 options proposed. Head of
Secondary Garcia recommended Option 2 which is similar to a policy adopted by UIL
which allows a one class exemption of an AP/honors courses that other schools have
adopted as a practice.
8. FUTURE AGENDA ITEMS
- None
9. ADJOURNMENT
There being no further business before the Board, President Wheat adjourned the
workshop at 6:43 p.m.
REGULAR SESSION
1. CALL TO ORDER
President Wheat called the Regular meeting to order at 7:00 p.m. with all Trustees
present.
2. PLEDGE OF ALLEGIANCE
President Wheat led the pledge of allegiance to the United States and Texas flags.
3. CITIZENS' PRESENTATIONS
- None
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4. CONSENT AGENDA
a. Review and approve minutes of the School Board of Trustees of the workshop
and regular meeting held on November 3, 2009.
b. Consideration of Resolution 09-19 establishing regular meeting dates and
procedures and setting the 2010 meeting dates.
C. Consideration of Resolution 09-20 Adopting the Following Board of Trustees
Policies:
Campus Facility Renovation/Modification Projects and Capital Projects
Guidelines
Board Parameters for Staff Recommendations to the Board of Trustees
IB Exam Fees
Adherence to the Texas Education Agency, International
Baccalaureate and Charter Guidelines
Student Athletic/Extra Curricular Program Academic Eligibility
d. Consideration of Resolution 09-21 Adopting Amendments to the Board Policy
Regarding Responsibility for Personnel Decisions Policy.
MOTION: Trustee Rennhack made a motion to approve the consent agenda with
to item c - IB Exam Fee policy and item d as discussed with the School
Attorney. Trustee Langdon seconded the motion. The motion carried
by a vote of 3-0.
S. PRESENTATION AND DISCUSSION OF A RESOLUTION 09-22, APPROVING
THE FY 2008-2009 ANNUAL AUDIT REPORT FROM PATTILLO, BROWN &
HILL, LLP.
Greg Shropshire provided an overview and answered questions regarding the Annual
Financial report.
MOTION: Trustee Rollins made a motion to approve Resolution 09-22,
approving the FY 2008-2009 Annual Audit report from Pattillo, Brown &
Hill, LLP. Trustee Langdon seconded the motion. The motion carried
by a vote of 3-0.
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6. CONSIDERATION OF RESOLUTION 09-23, ADOPTING THE
RECOMMENDATIONS PERTAINING TO WESTLAKE ACADEMY'S MANAGEMENT
REPORTING STRUCTURE FROM THE MUNICIPAL CHARTER SCHOOL REPORT
PRESENTED TO THE BOARD ON OCTOBER 26, 2009.
Chief Executive Officer Brymer provided an overview and presentation of key points
regarding the proposed policy.
MOTION: Trustee Rennhack made a motion to approve Resolution 09-23,
adopting the recommendations pertaining to Westlake Academy's
management reporting structure from the Municipal Charter School
Report presented to the board on October 26, 2009. Trustee Langdon
seconded the motion. The motion carried by a vote of 3-0.
7. BOARD CALENDAR
- Employee Recognition Banquet
December 9, 2009, 6:30 p.m.
- WA Parents Shopping Day Out
December 19, 2009 (Benefiting Project 2010)
- Spirit Week
February 8-12, 2010
- Admissions Lottery
February 24, 2010
- Spring Break
March 15-19, 2010
- Westlake Academy Gallery Night event
February 26, 2010
- Bandana Bonanza
May 8, 2010
o Texas Charter Schools Association Conference
May 12-14, 2010
- Westlake Academy Graduation
May 23, 2010
8. FUTURE AGENDA ITEMS
Trustee Rollins Establishing a 30 minute discussion regarding each chapter from
Dr. Carpenter's charter school board governance book
developing our roles as trustees.
MOTION: Trustee Langdon made a motion to place the item on a future agenda.
Trustee Rollins Discussion of School Trips Policy.
The Board asked the WALT group to review this item and incorporate it
into the Strategic Plan.
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Trustee Rollins Discussion of a PYP Grading Policy.
MOTION: Trustee Rennhack made a motion to place the item on a future agenda.
Trustee Rennhack Consideration of TAPPS for Athletic Program.
The Board asked staff to explore all options/programs and incorporate it
into the Strategic Plan.
9. ADJOURNMENT
There being no further business before the Board, President Wheat asked for a
motion to adjourn.
MOTION: Trustee Rennhack made a motion to adjourn the meeting. Trustee
Rollins seconded the motion. The motion carried by a vote of 3-0.
President Wheat adjourned the meeting at 7:41 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON JANUARY 4, 2010.
ATTEST:
Kelly Edwardf, Board Secretary
Laura Wheat, Board President
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