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HomeMy WebLinkAbout11-17-14 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 3 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 November 17, 2014 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE – 2ND FLOOR WESTLAKE, TX 76262 COUNCIL CHAMBERS Workshop Session 5:00 p.m. Regular Session 6:00 p.m. Page 2 of 3 Work Session 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. REVIEW OF CONSENT AGENDA ITEMS FOR THE NOVEMBER 17, 2014, TRUSTEES REGULAR MEETING AGENDA. 4. DISCUSSION ITEMS a. Discussion regarding ACT, SAT, ISA, STAAR, EOC Results and State Accountability Rating (TAPR) Report. (20 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. 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 from the October 6, 2014, meeting. b. Consider approval of Resolution 14-18, Amendment to Promotion and Retention. c. Consider approval of Resolution 14-19, Amending Admission Policy. d. Consider approval of Resolution 14-20, Amending the Proof of Residency Policy. 4. BOARD CALENDAR Page 3 of 3 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. 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 November 12, 2014, 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." REVIEW OF CONSENT AGENDA ITEMS a. Consider approval of the minutes from the October 6, 2014, meeting. b. Consider approval of Resolution 14-18, Amendment to Promotion and Retention. c. Consider approval of Resolution 14-19, Amending Admission Policy. d. Consider approval of Resolution 14-20, Amending the Proof of Residency Policy. Westlake Academy Item # 3 – Review of Consent Agenda Items DISCUSSION ITEMS a. Discussion regarding ACT, SAT, ISA, STAAR, EOC Results and State Accountability Rating (TAPR) Report. (20 min) Westlake Academy Item # 4– Discussion Items Page 1 of 1 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP/MYP/DP Meeting Date: November 17, 2014 Staff Contact: Dr. Mechelle Bryson Workshop Discussion Item Executive Principal/ Director of Education Subject: Review and discussion of the Acco untability Report: ACT, SAT, ISA, STAAR, EOC Results and State Accountability Rating (TAPR) Report EXECUTIVE SUMMARY The purpose of this r eport is to inform the Board of Trustees of Westlake Academy’s State accountability rating. An overview of the 2014 Accountability System will be provided. The goal is to explain the framework of the four indexes utilized by the state to rate school systems. An overall a nalysis of Westlake Academy’s data will be provided in order to highlight areas of strengths and weaknesses. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? This is a discussion item and will not be presented as a governance issue. Which policy governs this? This does not fall under any gover nance policy. With that said, TEC does require the BOT to be updated annually on accountability rating. What addit ional direction is necessary? None at this time. FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Review and discussion of the test results during the workshop hearing. ATTACHMENTS • Texas Education Agency – 2014 Accountability Summary TEXAS EDUCATION AGENCY 2014 Accountability Summary WESTLAKE ACADEMY (220810001) - WESTLAKE ACADEMY CHARTER SCHOOL Accountability Rating Met Standard Met Standards on Did Not Meet Standards on - Student Achievement - NONE - Closing Performance Gaps - Postsecondary Readiness Performance Index Report 0 25 50 75 100 Index 1 Student Achievement (Target Score=55) Index 2 Student Progress Index 3 Closing Performance Gaps (Target Score = 31) Index 4 Postsecondary Readiness (Target Score = 57) 92 N/A 58 89 Performance Index Summary Index Points Earned Maximum Points Index Score 1 - Student Achievement 1,091 1,186 92 2 - Student Progress N/A N/A N/A 3 - Closing Performance Gaps 806 1,400 58 4 - Postsecondary Readiness STAAR Score 16.8 Graduation Rate Score 25.0 Graduation Plan Score 25.0 Postsecondary Indicator Score 22.1 89 Distinction Designation Academic Achievement in Reading/ELA DISTINCTION EARNED Academic Achievement in Mathematics DISTINCTION EARNED Academic Achievement in Science DISTINCTION EARNED Academic Achievement in Social Studies NO DISTINCTION EARNED Top 25 Percent Student Progress NOT ELIGIBLE Top 25 Percent Closing Performance Gaps DISTINCTION EARNED Postsecondary Readiness DISTINCTION EARNED Campus Demographics Campus Type Elementary/Secondary Campus Size 695 Students Grade Span KG - 12 Percent Economically Disadvantaged 0.0% Percent English Language Learners 0.1% Mobility Rate 4.7% System Safeguards Number and Percent of Indicators Met Performance Rates 14 out of 14 = 100% Participation Rates 7 out of 8 = 88% Graduation Rates 2 out of 2 = 100% Total 23 out of 24 = 96% For further information about this report, please see the Performance Reporting Division web site at http://ritter.tea.state.tx.us/perfreport/account/2014/index.html TEA Division of Performance Reporting Page 1 August 8, 2014 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 from the October 6, 2014, meeting. b. Consider approval of Resolution 14-18, Amendment to Promotion and Retention. c. Consider approval of Resolution 14-19, Amending Admission Policy. d. Consider approval of Resolution 14-20, Amending the Proof of Residency Policy. Westlake Academy Item # 3 - Consent Agenda BOT Minutes 10/06 /14 Page 1 of 4 WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING October 6, 2014 PRESENT: President Laura Wheat, Trustees: Alesa Belvedere, Carol Langdon, Rick Rennhack, and Wayne Stoltenberg. ABSENT: Michael Barrett OTHERS PRESENT: Superintendent Tom Brymer, Board Secretary Kelly Edwards, School Attorney Janet Bubert, Executive Principal & Director of Education Dr. Mechelle Bryson, Middle Years Principal Dr. Andra Barton, Primary Principal Rod Harding, Finance Director Debbie Piper, Jason Power Director of Information Technology, Director of Communications & Community Affairs Ginger Awtry, and Communications Specialist Susan McFarland. Work Session 1. CALL TO ORDER President Wheat called the work session to order at 5:17 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 FOR THE OCTOBER 6, 2014, TRUSTEES REGULAR MEETING AGENDA. No additional discussion. BOT Minutes 10/06 /14 Page 2 of 4 4. REPORTS a. Student Census Update for FY 2014-2015. 5. DISCUSSION ITEMS a. Standing Item: Update and discussion regarding Westlake Academy Phase I expansion project, enrollment projections and technology for the Secondary building. No additional discussion. b. Discussion and Update Regarding Recent Trip to and Partnership Opportunities with Academia Internacional in San Miguel de Allende, Mexico. Dr. Bryson provided a presentation and update of opportunities. Discussion ensued regarding the background of the school, Symposium opportunities, student opportunities, student selection process, safety and security of San Miguel de Allende. c. Discussion of Proposed Amendments to Policy 1.01 Admissions Proof of Residency and Board Policy 1.02 Westlake Academy Admissions. Superintendent Brymer and Assistant to the Superintendent DeGan provided an overview of the proposed amendments. Discussion ensued regarding qualifications of a building permit, certificate of occupancy, proposed amendments, extending the residency provision requirements, number of students enrolled based on building permits, and clarification of students enrolled through the lottery. d. Discussion of Westlake Graduation Policies- Board of Trustee Policy 6.04 and 6.04A. Superintendent Brymer and Dr. Bryson provided a presentation and overview of the policies. Discussion ensued regarding the IB exam process, exams fees paid by the Academy, requirements to receive the DAP diploma, and number of students sitting for the IB exams. 6. BOARD RECAP / STAFF DIRECTION Prepare Admissions and Proof of Residency polices with proposed amendments for the November meeting. BOT Minutes 10/06 /14 Page 3 of 4 7. ADJOURNMENT President Wheat adjourned the work session at 6:59 p.m. Regular Session 1. CALL TO ORDER President Wheat called the regular session to order at 7:12 p.m. 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS Mr. Jeff Watson, 4638 Trevor Trail, Grapevine, spoke regarding the proposed amendments to the admissions and residency policies and the definition of Single Family home. 3. CONSENT AGENDA a. Consider approval of the minutes from the September 8, 2014, meeting. MOTION: Trustee Stoltenberg made a motion to approve consent agenda. Trustee Rennhack seconded the motion. The motion carried by a vote of 4-0. 4. PUBLIC HEARING AND DISCUSSION ON SCHOOL FIRST 2013 RATING AND ANNUAL FINANCIAL MANAGEMENT REPORT . Director Piper provided an overview of the item, required report, and the audit process. President Wheat opened the public hearing. No one addressed the board. President Wheat closed the public hearing. 5. BOARD CALENDAR Discussion ensued regarding upcoming events and the New Parent reception. 6. FUTURE AGENDA ITEMS BOT Minutes 10/06 /14 Page 4 of 4 7. ADJOURNMENT There being no further business before the Board, President Wheat asked for a motion to adjourn the meeting. MOTION: Trustee Langdon made a motion to adjourn the regular session. Trustee Belvedere seconded the motion. The motion carried by a vote of 4-0. President Wheat adjourned the regular session at 7:23 p.m. APPROVED BY THE BOARD OF TRUSTEES ON NOVEMBER 17, 2014. ATTEST: ____________________________ Laura Wheat, President _____________________________ Kelly Edwards, Board Secretary Page 1 of 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: MYP / DP Meeting Date: November 17, 2014 Staff Contact: Dr. Mechelle Bryson Consent Item Executive Principal/ Director of Education Subject: Promotion and Retention Policy EXECUTIVE SUMMARY On August 11, 2014, staff brought a proposal to the Board in order to combine the Retention and Transfer Course Credits and Promotion of Students in Academic Programs (K-12) policies into one comprehensive document retitled as Promotion and Retention Policy. During this discussion, a recommendation was given to clarify a statement regarding the need for a student to pass any courses they take for credit through a summer school or alternative educational program. The language has been added to this po licy document. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? Current policies needed revision to provide a stronger platform for effective practice and to adequately convey our parameters to parents/students. Which policy governs this? Retention and Transfer Course Credits (6.08) and Promotion of Students in Academic Programs (6.12) What addit ional direction is necessary? Approval from the Board of Trustees FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Approval of the Promotion and Retention Policy. ATTACHMENTS • Resolution (with Exhibit “A” as policy insert) Resolution 14-18 Page 1 of 6 WESTLAKE ACADEMY RESOLUTION 14-18 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES ADDING LANGUAGE TO THE PROMOTION AND RETENTION POLICY STATING THAT STUDENTS MUST PASS THE ASSOCIATED COURSE WORK TAKEN DURING SUMMER SCHOOL OR VIA AN APPROVED ALTERANTIVE EDUCATION COURSE IN ORDER TO RECEIVE CREDIT FOR THE CLASS. WHEREAS, the Westlake Academy Board of Trustees desires to amend the policy manual through the update of the Promotion and Retention policy document; and, WHEREAS, Westlake Academy Board of Trustees finds that this policy will enhance student achievement, clarify the Board’s directives, and provide for an environment where students may reach “their highest individual potential”; and, WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake 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 Westlake Academy, hereby approves the new Promotion and Retention policy for Westlake Academy attached to this resolution as Exhibit “A”. 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 Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 14-18 Page 2 of 6 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 17th DAY OF NOVEMBER 2014. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney Resolution 14-18 Page 3 of 6 Exhibit A TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 6.12: (Combined with 6.08) Date Board Adopted: November 3, 2009 Date Board Amended: August 11, 2014 Effective Date: November 3, 2009 Policy Name: Promotion and Retention Policy Policy Category: Student Achievement Policy Goal: Describe the standards for promotion based on mastery of curriculum and the criteria/circumstances for consideration of student retention based on unsatisfactory academic achievement. Policy Description: The curriculum of Westlake Academy as an IB World School requires students to embark on the rigorous International Baccalaureate Organization (IBO) coursework found in the Primary Years Programme, Middle Years Programme, and the Diploma Programme. The curriculum content aligns the Texas Essential Knowledge and Skills (TEKS) requirements and the IBO learning outcomes. Instructional programs shall be developed at each grade level to implement the curriculum in a manner that supports the Academy’s vision to “…inspire students to achieve their highest individual potential.” In order to ensure academic achievement and the mastery of the necessary skills to advance to each subsequent grade level, the Staff of Westlake Academy will develop specific guidelines and procedures for instructional programs and course content, which will be published in the Parent/Student Handbook on an annual basis. Instructional programs are developed with the expectation that students will progress through the curriculum for one grade level each academic year. Promotion Students shall be promoted based on academic achievement and demonstrated proficiency of the subject matter or grade level. In addition to other factors that must be considered for promotion under state law, mastery of the curriculum for a particular grade/subject will generally be determined based on a final passing grade of 70 or higher and demonstrated mastery of the skills necessary for success at the next level. Resolution 14-18 Page 4 of 6 To evaluate a student’s mastery of the curriculum, principals may review and consider the following when making recommendations and/or decisions related to promotion: • School-work and achievement records for the student (internal assessments, report cards, etc.) • Recommendations from current or previous instructors/teachers • External standardized achievement exams (mandatory state assessments, the International School’s Assessment and other tests deemed appropriate by the Executive Principal or his/her designee) In addition to the above considerations, all promotion decisions must comply with applicable state law related to performance on required state assessments. A student may not be promoted to a sixth grade program if the student does not perform satisfactorily on the fifth grade mathematics and reading assessment instruments; and a student may not be promoted to the ninth grade program if the student has not performed satisfactorily on the eighth grade mathematics and reading assessment instruments unless an exception applies under the state assessment requirements that exempts the student from administration of the fifth or eighth grade assessments. Tex. Educ. Code 28.0211(a). The Academy is not precluded from retaining, in accordance with state law, a student who performs satisfactorily on a grade advancement test. Tex. Educ. Code 28.0211(g). Advanced Promotion The Board also recognizes that a student may progress at an advanced rate such that the student is prepared to pursue coursework in a grade or subject area above the student’s corresponding grade level based on age. The principal and/or a parent may initiate a request for a student to advance beyond the next grade level or in a particular subject area beyond the next grade level. In responding to such a request, the principal will review all the data identified above for promotion decisions as well as the following additional information: • Teacher recommendations that include social-emotional aspects and maturity of the student, and the student’s attitude toward learning and independent study in order to help determine the potential success of the student in the promoted course/grade • Documentation of additional academic work completed outside the normal classroom hours, and activities (academic competitions, summer camps, advanced tutoring programs, and/or on-line coursework, etc.) • If deemed necessary, performance on additional assessment(s) identified by the principal to determine the appropriate placement of the student and the student’s ability to advance in the applicable coursework. Resolution 14-18 Page 5 of 6 Credit for Graduation Requirements Credit must be earned for any course required for graduation. A student seeking credit for a course without receiving instruction in the course from Westlake Academy must meet all of the criteria for promotion along with the following: 1. The student shall complete a standardized exam, such as the Texas Tech high school exit-level course(s) or a similar assessment from a credit-awarding institution. The student must achieve a score of at least 90% or higher in order to receive credit for the course at the Academy. 2. All exams must be pre-approved by the principal(s). 3. The student shall be responsible for any associated exam fees required by the testing institution. Upon receipt of a request for credit under this section, the principal(s) should complete the review and consideration of the identified criteria within 15 days of the initial request and communicate a decision to the student and parents regarding whether the proposed alternative for obtaining credit will be accepted by Westlake Academy. Retention If either a parent or the Academy identifies a concern regarding a student’s ability to advance to the next grade level, state and/or internal assessments may be administered to assist the Academy in determining if a student has attained the necessary educational understanding to advance. Additional evaluation may include, but is not limited to, consideration of grade/subject specific examinations, essays, homework assignments, group and individual projects, and state mandated assessments. Summer School/Alternative Educational Programs Students, who do not meet the necessary requirements for advancement, must complete comparable coursework in summer school or through an alternative education program in order to avoid retention at the current grade level. A student who fails two (2) or more core classes may not advance to the next grade level. Students who do not satisfactorily complete a course required by the state or the Academy for high school graduation must complete the course through a summer or alternative educational program approved in advance by the Executive Principal/Director of Education or his/her designee prior to being considered for graduation from Westlake Academy. Students who fail a core course must satisfactorily complete and attain a passing grade in the class during the summer session immediately following the academic year in which the class was failed to avoid retention. If the course is not offered at Westlake Academy, it is the parent/guardian’s responsibility to locate a summer school or alternative educational program within their Resolution 14-18 Page 6 of 6 home district for remediation that is acceptable for credit and approved by the Executive Principal/Director of Education or his/her designee. Westlake Academy reserves the right to accept or deny summer school credit. Prior to attending summer school or any alternative educational program, parents and students should obtain written approval from the Executive Principal/Director of Education or his/her designee to ensure that the program is acceptable to the Academy and to identify the required standards for the student to transfer the credit to the Academy. State Assessments and Remediation The Board of Trustees and the Staff of Westlake Academy are committed to student success on state-mandated assessments and take seriously the obligation to provide students the assistance they need to support an opportunity for students to succeed. All students at state-mandated assessment testing grade levels (Grades 3-11), will be taught the content contained within the Texas Essential Knowledge and Skills (TEKS) curriculum to ensure appropriate readiness for the successful completion of all state- mandated assessments. Students who are not making adequate progress will receive remedial assistance in accordance with state law requirements. A schedule(s) for accelerated instruction will be developed by Staff and communicated to the parent/guardian of the students needing additional assistance. Operational guidelines consistent with the above policy directives will be detailed and published as necessary by Academy Staff in the Parent/Student Handbook on an annual basis. Page 1 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: November 17, 2014 Staff Contact: Tom Brymer Consent Superintendent Subject: Approval of Proposed Amendment to Board Policy 1.02 (Admissions) Westlake Academy Admissions Policy EXECUTIVE SUMMARY At our Trustees meeting on October 6, 2014, staff discussed the updates contained within this policy document as it relates to our proof of residency requirements for Westlake Academy. The Board originally adopted this policy in May of 2009 and at our October meeting directed staff to make the wording changes contained within and present the policy at our next meeting. The proposed policy change clarifies how the two (2) year period (now required to establish Westlake residency) is calculated. Currently, residents enter through the primary boundary admissions process and should they move to an approved secondary boundary after two (2) years of residency in Westlake, their children are allowed to remain enrolled at the school. This language specifies that the two (2) year Westlake residency requirement covers the time period from the student’s initial enrollment in the Academy. It does not include t ime lived in Westlake prior to enrolling one’s child in WA. Further, this proposed language changes the two (2) year period to three (3) years and requires that employees be employed on a full-time basis for their children to remain eligible to attend the school. The intent was to ensure that those coming to our school as primary boundary residents and thus “jumping over the lottery”, were making a substantive commitment to live in Westlake and enjoy the benefits of being able to immediately enter our school as primary boundar y residents. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? School policy is a responsibility of the Board of Trustees. Which policy governs this? Previous policy and authority of the Board of Trustees. What addit ional direction is necessary? Input and questions from the Board of Trustees. Page 2 of 2 FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Recommend approval of proposed policy. ATTACHMENTS • Resolution (Exhibit “A” as policy insert) Resolution 14-19 Page 1 of 5 WESTLAKE ACADEMY RESOLUTION 14-19 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES APPROVING AND ADOPTING AN AMENDMENT TO THE BOARD’S ADMISSIONS POLICY 1.02. WHEREAS, the Westlake Academy Board of Trustees desires to amend the policy manual through the update of the Westlake Academy Admissions Policy document; and, WHEREAS, Westlake Academy Board of Trustees finds that this policy will clarify current language regarding the conditional enrollment status and the allowances given for a student to remain enrolled in the Academy under the said conditional resident (enrollment) status while the student’s family is constructing a home within the community; and, WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake 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 Westlake Academy, hereby approves the new Promotion and Retention policy for Westlake Academy attached to this resolution as Exhibit “A”. 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 Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 14-19 Page 2 of 5 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 17th DAY OF NOVEMBER 2014. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney Resolution 14-19 Page 3 of 5 Exhibit A TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 1.02: Date Board Adopted: May 4, 2009 Date Board Amended: June 2, 2014 Effective Date: June 2, 2014; contingent upon TEA approval Policy Category: Admissions Policy Name: Westlake Academy Admissions Policy Policy Goal: Communication/Transparency of student and parent requirements for admission into Westlake Academy; Engagement of stakeholders and fiscal stewardship Policy Description: Applications from new students are accepted from December 1st through January 31st. Currently enrolled students receive a Notice of Intent to Return form the first week of January. This form asks students to state whether they intend to return to Westlake Academy the following school year and to identify any siblings who wish to attend Westlake Academy the following year. This form must be returned by January 31st. Currently enrolled students expressing a desire to return and who continue to reside within an approved geographical boundary are automatically enrolled for the following school year upon timely receipt of the Notice of Intent to Return form, subject to the following limitations: 1. A currently-enrolled student who originally obtained admission to the Academy based on the student’s residency in the Town of Westlake retains the right to automatic re-enrollment as long as the student continues to reside in the Town of Westlake or the student resides in the Town of Westlake for at least 36 months following the student’s initial enrollment prior to relocating to one of the secondary boundaries, and 2. A currently-enrolled student who originally obtained admission as the child of a Westlake Academy employee or as the child of a Town of Westlake employee retains the right to re-enrollment only if the student’s parent continues to be employed on a full-time basis by Westlake Academy or the Town of Westlake. Vacancies in each class are then determined. Resolution 14-19 Page 4 of 5 If the number of eligible applicants does not exceed the number of vacancies, then all eligible applicants who timely applied will be offered admission. If there are more eligible applicants than available spaces in a class, then admission shall first be offered to eligible applicants residing within the geographic boundaries of the Town of Westlake (primary geographic boundary). After consideration of all eligible applicants from the primary geographic boundary, Westlake Academy may admit eligible transfer applicants residing within the secondary geographic boundary. Admission for any remaining spaces shall be determined by lottery, except that the following applicants are exempt from the lottery and may be given priority in admission. Exempt applicants will be admitted in the following order: (1) the children of Westlake Academy staff; (2) the children of Town of Westlake employees; (3) the children of Founders of Westlake Academy; and (4) siblings of admitted or returning students. In applying the lottery exemptions, the combined number of students admitted under numbers (1) & (3) above may not exceed a small percentage of the total school enrollment; and the number of students admitted under number (2) may not exceed a small percentage of the total school enrollment. All eligible transfer applicants will be placed in the lottery. A name will be drawn for each vacancy that exists, and each applicant whose name is drawn will be offered admission. The remaining names will be drawn and placed on a waiting list for each grade level in the order they are drawn. If a vacancy arises, the individual on the waiting list with the lowest number assignment will be offered admission. Applicants are not required to provide copies of transcripts or other academic records prior to enrollment. In addition, a student will not be precluded from enrolling due to Westlake Academy Charter School’s failure to receive the information required for enrollment from the student’s parent and/or previous school. Westlake Academy Charter School does not discriminate in admissions based on gender, national origin, ethnicity, religion, disability, academic, artistic, or athletic ability or the district the child would otherwise attend. Westlake Academy will not enroll any student with documented histories of a criminal offense, juvenile court adjudication, or discipline problems under Texas Education Code Chapter 37, Subchapter A. The Academy further reserves the right to remove a student per the Discipline Policy / Code of Conduct should it become known that a student has a history of criminal offense, juvenile court adjudication or discipline problems, which was not disclosed upon application to the school. Resolution 14-19 Page 5 of 5 Date Amended: 08/03/09 01/10/11 08/15/11 09/12/11 08/13/12 06/03/13 06/04/14 Page 1 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: November 17, 2014 Staff Contact: Tom Brymer Consent Superintendent Subject: Approval of Proposed Amendments to Board Policy 1.01 (Admissions) Proof of Residency EXECUTIVE SUMMARY At our Trustees meeting on October 6, 2014, staff discussed the updates contained within this policy document as it relates to our proof of residency requirements for Westlake Academy. The Board originally adopted this policy in May of 2009 and at our October meeting directed staff to make the wording changes contained within and present the policy at our next meeting. The update will clarify that those students entering under the approved residential building permit process will have two (2) years to complete their home and remain enrolled in the school. If the Westlake residence is not constructed within the two (2) year period now required, the student forfeits any right to cont inued enrollment at WA. The student must then re-apply for admission to WA and establish residency by other means (or they can participate in the lottery for secondary boundary residency to attend WA). In other words, this clarification makes clear that if construction of the home in Westlake was not completed within two (2) years, no argument can made that they have established Westlake residency under this provision of our Proof of Residency Policy. PLAN DESIRED OUTCOMES High Student Achievement Strong Parent & Community Connections Financial Stewardship & Sustainability ACADEMY VALUES Maximizing Personal Development Academic Excellence Respect for Self and Others Personal Responsibility Compassion and Understanding Effective Educators & Staff GOVERNANCE FRAMEWORK Why do we need governance guidance? School policy is a responsibility of the Board of Trustees. Which policy governs this? Previous policy and authority of the Board of Trustees. What addit ional direction is necessary? Input and questions from the Board of Trustees. FISCAL IMPACT Funded Not Funded N/A Page 2 of 2 RECOMMENDATION / ACTION REQUESTED/ OPTIONS Recommend approval regarding this proposed policy amendment. ATTACHMENTS • Resolution (with Exhibit “A” as policy insert) Resolution 14-20 Page 1 of 5 WESTLAKE ACADEMY RESOLUTION 14-20 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES AMENDING POLICY 1.01 RELATIVE TO THE ESTABLISHMENT OF WESTLAKE RESIDENCY FOR STUDENTS. WHEREAS, the Westlake Academy Board of Trustees desires to amend the policy manual through the update of the Residency policy document ; and, WHEREAS, the Westlake Academy Board of Trustees wishes to amend its policy to extend the time period a primary boundary resident must occupy a home within Westlake in order to be eligible to move to an extended boundary and still remain enrolled at the Academy, and, WHEREAS, the Westlake Academy Board of Trustees wishes to clarify that the time period for enrollment as a primary boundary resident commences upon the enrollment of the child in the Academy, and, WHEREAS, the Westlake Academy Board of Trustees wishes to clarify the language that an employee must be employed on a full-time basis in order for their child(ren) to remain enrolled at the Academy, and, WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake 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 Westlake Academy, hereby approves the new Promotion and Retention policy for Westlake Academy attached to this resolution as Exhibit “A”. 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 Council hereby determines that it would have adopted this Resolution without the invalid provision. Resolution 14-20 Page 2 of 5 SECTION 4: That this resolution shall become effective from and after its date of passage. PASSED AND APPROVED ON THIS 17th DAY OF NOVEMBER 2014. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney Resolution 14-20 Page 3 of 5 Exhibit A TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 1.01: Date Board Adopted: May 4, 2009 Date Board Amended: June 3, 2013 Effective Date: June 3, 2013 Policy Category: Admissions Policy Name: Proof of Residency Policy Policy Goal: Clear and concise communication for students and parents regarding the criteria to establish residency status for individuals seeking admission to Westlake Academy and development of a process/criteria for the consideration of documentation from Westlake resident grandparents that they are providing substantial after school care for their grandchild seeking admission to Westlake Academy. Policy Description: If, during the enrollment period, Westlake Academy receives more applications from eligible applicants than there are spaces available in a class, then admission shall first be offered to eligible applicants residing within the Academy’s primary geographical boundary, which is consistent with the geographic boundaries of the Town of Westlake. The parent, legal guardian, or other person having lawful control of an applicant seeking admission as a resident of the primary boundary must provide proof of residency within the boundaries of the Town of Westlake. Required Documentation to Establish Residency in the Primary Boundary An applicant’s parent, legal guardian, or other person having lawful control shall provide one or more of the following documents as proof of residence within the boundaries of the Town of Westlake: • Tax receipt from the current year indicating home ownership; • Current lease agreement (subject to additional requirements below); or • Current utility bill for the primary residential structure in the name of the applicant’s parent, legal guardian, or other person having lawful control. In addition to one of the documents identified above, the adult establishing residency must provide a photo identification card that includes the person's photograph, name, Resolution 14-20 Page 4 of 5 and an address that matches the address included on the document provided from the list above. Acceptable photo identification cards shall include a current and valid state- issued driver's license, a Texas identification card, a military or government-issued identification card, or a consular card. Westlake Academy will not accept a credit card, debit card, or any club or retail membership card for proof of residency, even if such card includes a photograph. An applicant relying on a residential lease to establish residency must provide a copy of a fully executed lease with a lease-term that extends the duration of the school year for which the applicant is seeking admission. A residential lease shall be considered acceptable documentation to establish residency only if the leased premises is the primary residential structure on a property. Any family/person who executes and submits a lease document for consideration under the admission criteria for Westlake Academy without occupying the property for the full duration of the lease, shall subject their child(ren) to immediate removal from the school and such action may be considered fraudulent activity. For a single-family residence, only one structure shall be recognized per legal address. Secondary structures such as garages, garage apartments, cabanas, pool houses, or cottages that are co-located on the property where the primary residential structure is located, but are not recognized with a separate legal address, are not eligible to establish residency under this policy. Further, a lease shall be accompanied with a utility bill showing that the utility service for the leased residential premises is in the name of the person leasing the primary residential structure. An applicant who obtains an approved residential building permit from the Town of Westlake Building Department prior to submitting an application for admission to Westlake Academy may be conditionally admitted as a resident of the Town of Westlake if the applicant can demonstrate intent to complete and inhabit the residence during the school year in which the applicant is seeking admission. Continued enrollment for a student admitted under this provision will be withdrawn if, in the opinion of the Superintendent, there is not satisfactory progress on the residence or demonstration of intent to inhabit the residence by August 1st of the following year. Progress will be reviewed every six (6) months and continual improvement must be made until construction is complete. If the student fails to inhabit the residence within two (2) years of the original date of admission, the student shall forfeit any right to continue enrollment and must re-apply for admission to Westlake Academy and establish residency by alternative means. Nonresident Student in Grandparent’s After-School Care: An applicant seeking admission as a resident of the primary boundary due to a grandparent providing substantial after-school care for the student shall provide the required proof of residency based on the grandparent's Westlake residence and provide notarized documentation on a form provided by Westlake Academy confirming the extent of after-school care to be provided by the grandparent. Resolution 14-20 Page 5 of 5 The Superintendent shall have authority to approve such admission applications in accordance with the following criteria: a minimum of ten (10) hours per week of documented after-school care provided by the grandparent at the grandparent's Westlake residence. Required Documentation to Establish Residency in Secondary Boundary If all eligible applicants from the primary boundary are admitted and the Academy chooses to admit transfer students from the secondary boundary, the same types of documentation identified above shall be used to establish residency within the Academy’s sec ondary boundary. Residency Review A Westlake Academy representative may make periodic visits to a residence to verify that the student is actually living at the address provided on the enrollment application or is entitled to enrollment as a resident because of after-school care provided by a grandparent. A person who presents false information or false records to obtain admission to Westlake Academy commits a criminal offense and is subject to prosecution under Texas Penal Code Section 37.10. Proof of residency shall be waived when a student is homeless as defined by law. 05/04/09 12/06/10 08/13/12 06/03/13  Westlake Academy Grandparents & Special Friends Day Friday, November 21, 2014; 8:00 a.m.-12:00 p.m.(early release) WA Campus – various locations; Details in WA Communique  Westlake Academy Thanksgiving Break Holiday Monday, November 24 – Friday, November 28, 2014  Westlake Municipal Offices Closed for Thanksgiving Holiday Thursday, November 27 – 28, 2014  Coffee & Conversation with the Mayor Monday, December 1, 2014; 8:00-9:30 a.m. Marriott Solana-Living Room  Westlake Board of Trustees Workshop & Meeting Monday, December 1, 2014; 5:00 p.m. Westlake Town Hall-Council Chambers  Westlake Community Tree Lighting Tuesday, December 2, 2014; 6:00-8:00 p.m. WA Campus- Town Green & Multi-Purpose Building  Joint P&Z and Town Council Workshop for Comp Plan Update Monday, December 8, 2014; 6:30 p.m. Westlake Town Hall-Council Chambers  Texas Charter School Conference December 10-12, 2014 Houston, Texas  Westlake Town Council Workshop & Meeting Monday, December 15, 2014; 5:00 p.m. Westlake Town Hall-Council Chambers  Special Note: WA Graduation will remain on Saturday, June 6 at 2:00 pm but the location has changed to the Southlake Hilton Hotel in Southlake Town Square for this year only. 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 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. Westlake Academy Item # 5 – Future Agenda Items Westlake Academy Item # 6 – Adjournment Back up material has not been provided for this item.