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Home My WebLink About01-12-15 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 January 12, 2015 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 4 Work Session 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. REVIEW OF CONSENT AGENDA ITEMS FOR THE JANUARY 12, 2015, TRUSTEES REGULAR MEETING AGENDA. 4. 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. Presentation of the Soccer and Volleyball State Championship teams 5. REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Board Member requests that report be removed and considered separately. a. Report of the Quarterly Financial “Dashboard” report for the quarter ended November 30, 2014. 6. DISCUSSION ITEMS a. Presentation and discussion of the FY 2013-2014 annual audit report from Weaver and Tidwell, L.L.P. (15 min) b. Presentation and discussion of the 2013-14 Annual Report of the Westlake Academy Foundation and Status of Current Initiatives Supporting the 2014-15 Academic Year. (15 min) c. Presentation and discussion regarding Technology and an update regarding iPad mini deployment. (15 min) d. Discussion and of proposed amendments to the Board Parameters for School Sanction Trips. (15 min) 7. BOARD RECAP / STAFF DIRECTION 8. ADJOURNMENT Page 3 of 4 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 November 17, 2014, meeting. b. Consider approval of Resolution 15-01, Approving the Fiscal Year 2013-2014 Annual Audit report from Weaver and Tidwell, L.L.P. 4. PUBLIC HEARING REGARDING THE ANNUAL EDUCATIONAL PERFORMANCE REPORT FOR WESTLAKE ACADEMY. 5. BOARD CALENDAR 6. 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. Page 4 of 4 7. 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 January 7, 2015, 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 November 17, 2014, meeting. b. Consider approval of Resolution 15-01, Approving the Fiscal Year 2013- 2014 Annual Audit report from Weaver and Tidwell, L.L.P. Westlake Academy Item # 3 – Review of Consent Agenda Items 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. Presentation of the Soccer and Volleyball State Championship teams. Westlake Academy Item # 4– Citizens’ Presentations and recognitions REPORTS Reports are prepared for informational purposes and will be accepted as presented. (there will no presentations associated with the report items) There will be no separate discussion unless a Board Member requests that report be removed and considered separately. a. Report of the Quarterly Financial “Dashboard” report for the quarter ended November 30, 2014. Westlake Academy Item # 5– Reports Page 1 of 3 WESTLAKE ACADEMY AGENDA ITEM Curriculum: Finance Meeting Date: January 12, 2015 Staff Contact: Debbie Piper Report Finance Director Subject: Report of the Quarterly Financial “Dashboard” report for the quarter ended November 30, 2014 EXECUTIVE SUMMARY The 1 st quarter “Dashboard” report for the FY 2014-2015 is attached. Our goal is to have a concise and easy to understand document regarding the financials of our Academy operating fund – General Fund. The remaining funds are grant funds related to federal, state and local funds with specific requirements as to the expenditures. The columns represent: (1) Prior Year (3 month actual amounts) (2) Adopted Budget with (3) a 3 month YTD calculated column and (4) the “Actual YTD” as of 11/30/2014. This actual number is compared to the calculated column (3) giving you the (5) percentage variances. A summary is presented at the bottom of the page indicating the net revenues over (under) expenditures along with the projected ending fund balance fo r the Adopted Budget and the Actual YTD. The operating days remaining in Fund Balance have been calculated using operating expenditures. Please note the “Analysis” is color coded and corresponds to the specific line-item on the “Dashboard” report. All “cautionary” and “critical” items are detailed with explanations of the variances. Beside each major category or function on the analysis report, you will find a number that reflects the exact variance in that function/line-item that corresponds to the percentage on the “Dashboard”. 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 The quarterly report relates directly to one of our desired outcomes, Financial Stewardship & Sustainability by ensuring that sufficient, well-managed resources are provided to support and advance the mission of Westlake Academy. Page 2 of 3 FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS No action required ATTACHMENTS: • Quarterly Financial Dashboard – Quarter Ended 11/30/14 • Analysis of Dashboard for Quarter Ended 11/30/14 • Local Grants – Through 12/31/14 PRIOR YEAR ACTUAL ADOPTED 3 months Annual 3 months YTD Actual Budget YTD 11/30/2014 Dashboard Local Interest Earned 321$ 1,515$ 379$ 429$ 113.4% Local WAF Salary Reimbursement 11,184 48,790 12,198 13,763 112.8% Local Gifts and Donations-BS 602,495 1,100,000 275,000 724,441 263.4% Local WAF Fund-an-Item - 50,000 - - 100.0% Local Other Local Revenue 888 32,500 8,125 2,255 27.8% Local Athletics 28,554 64,000 16,000 22,448 140.3% Local Transportation Fees 3,164 26,000 6,500 3,164 48.7% Local Parking Fees 7,665 20,000 5,000 15,998 320.0% Local Food/Beverage 1,000 6,000 1,500 1,000 66.7% Local Town Contribution 22,500 315,000 300,000 300,000 100.0% State State Foundation Revenue 1,164,155 5,453,806 1,363,452 1,434,772 105.2% State TRS On-behalf - 328,286 - - 100.0% TOTAL 1,841,926$ 7,445,897$ 1,988,153$ 2,518,271$ 126.7% Positive Cautious Negative >95%75% - 95%< 75% PRIOR YEAR ACTUAL ADOPTED 3 months Annual 3 months YTD Actual Budget YTD 11/30/2014 Dashboard Instructional 11 1,019,293$ 4,510,171$ 1,322,302$ 1,214,950$ 91.88% Resources & Media 12 18,858 66,252 21,232 25,790 121.47% Curriculum and Staff Dev 13 15,779 104,089 26,022 32,768 125.92% Instructional Leadership 21 33,816 213,112 53,278 49,940 93.74% School Leadership 23 106,083 606,038 151,510 146,771 96.87% Guidance & Counseling 31 77,039 246,538 65,289 58,658 89.84% Health Services 33 17,933 68,710 20,977 18,500 88.20% Food Services 35 3,449 500 125 - 0.00% CoCurricular Activities 36 43,831 139,255 38,252 42,368 110.76% Administration 41 136,035 343,836 85,959 117,923 137.18% Maintenance & Operations 51 131,236 956,091 239,023 168,746 70.60% Data Processing 53 49,867 105,015 26,254 26,185 99.74% Community Services 61 20,298 110,824 27,813 25,169 90.49% Debt Service 71 - 84,186 84,186 84,186 100.00% TOTAL 1,673,517$ 7,554,617$ 2,162,220$ 2,011,955$ 93.05% Payroll & Related 61xx 1,216,350$ 5,431,204$ 1,568,120$ 1,517,238$ 96.76% Prof & Contracted Srv 62xx 229,657 1,032,369 258,092 181,379 70.28% Supplies & Materials 63xx 163,039 645,390 161,348 94,310 58.45% Other Operating Costs 64xx 64,472 361,468 90,474 134,842 149.04% Debt Services 65xx - 84,186 84,186 84,186 100.00% TOTAL 1,673,518$ 7,554,617$ 2,162,220$ 2,011,955$ 93.05% Positive Cautious Negative < 100%101%-110%>111% Adopted Adopted YTD Annual YTD Actuals Budget Budget 11/30/2014 168,408$ (108,720)$ (174,067)$ 506,316$ - 45,000 45,000 - - (45,000) (45,000) - Beginning Fund Balance (Audited)959,240 1,024,517 1,024,517 1,024,517 Ending Fund Balance 1,127,648 915,797 850,450 1,530,833 Assigned Fund Balance - 130,000 130,000 Ending Fund Balance (Unassigned)1,127,648$ 785,797$ 850,450 1,400,833 # of Operating Days (Unassigned)67 38 68 # of Operating Days (including Assigned)44 Daily Operating Cost $16,824 $20,698 $20,698 Expenditure Legend: SUMMARY Net Revenues Over (Under) Exp Other Resources Other Uses WESTLAKE ACADEMYGeneral Fund Quarter Ended 11/30/14 OBJECT CODES REVENUES ADOPTED BUDGET Revenue Legend: EXPENDITURES ADOPTED BUDGET FUNCTION WESTLAKE ACADEMY Analysis of Dashboard for Quarter Ended 11/30/2014 GENERAL FUND REVENUES Other Local Revenue - 27.8% - (-$5,870) • A large portion of these revenues are derived from Back-to-School fees which are collected during registration week in August of each year. The bulk of the additional revenues will be received during August 2015. Transportation Fees – 48.7% - (-$3,336) • Similar to the Other Local Revenue, the majority of these revenues are collected with the Back-to-School fees. The bulk of the additional revenues will be received during August 2015. Food/Beverage – 66.7% - (-$500) • First quarter payment of $1,000 has been received. We are researching why $1,500 was not received but anticipate the payment in the second quarter. EXPENDITURES – Function Code Resources & Media – 121.47% ($4,558) • A visiting author, Susan Stevens Crummel, was invited to the Academy to speak and inspire students to aspire to write. This $1,200 expenditure will be absorbed in the current fiscal year budget by year-end. • The resource and media personnel typically purchase more resources earlier in the year in order to be utilized throughout the school year. As the year progresses, these expenditures will even out. Curriculum and Staff Development - 125.92% ($6,746) • “Great Expectations” training was funded with a grant during the summer of 2014. The training was excellent; therefore, managements decided to bring the training to the Academy for those who were not able to attend. These funds will be absorbed in the current fiscal year budget by year-end. WESTLAKE ACADEMY Analysis of Dashboard for Quarter Ended 11/30/2014 GENERAL FUND CoCurricular Activities - 110.76% ($4,116) • Fall sports stipends have already been paid out. As the school year progresses, the expenditures should balance out. • Larger number of students than anticipated participated in soccer. Additional games had to be scheduled along with purchasing more supplies to compensate for the extra players. The number of home games was increased due to the soccer league schedule changing unexpectedly to include both high and junior high levels. This increased the referee expenditures. These expenditures are offset by fees received. Administration - 137.18% ($31,964) • The Academy contracts with Region 11 Education Service Center for business services ($34,510). The payment for services is paid in the first quarter. As the year progresses this amount will average out. EXPENDITURES – Object Code Other Operating Costs - 134,842% ($44,368) • See explanation in “Administration” above UPDATED 1/2/2014 Grant Total Total Total Total Fund Number Received From Description of Grant Grant Amount Grant Funds Rec'd Expended FY 13/14 Expended FY 14/15 Remaining Balance Notes/Comments 481 Hudson Foundation Support and promote the success of the Director of Curriculum & Instruction role. Funds to be used for the support of staff development, presenters, and lead educator expenses. (supervised by Dr. Barton) $ 36,000.00 $ 36,000.00 $ 32,540.35 $ 3,459.65 $ - 485 Hudson Foundation 50% salary for Dr. Barton; Staff development; Discretionary funds to fulfill vision and mission of the Academy $ 125,000.00 $ 125,000.00 $ 17,373.58 54,506.29 $ 53,120.13 493 Hudson Foundation Support for Director of Curriculum, Visible Learning Training, Transformational Space, Discretionary Funds for Dr. Barton & Extended lerning opportunities for students $ 55,000.00 $ 55,000.00 $ - 15,774.97 $ 39,225.03 Sub-Total $ 216,000.00 $ 216,000.00 $ 49,913.93 $ 73,740.91 $ 92,345.16 484 WA Foundation G10 Music Grant $ 3,450.00 $ 3,450.00 $ 2,245.24 $ - 1,204.76$ 484 WA Foundation Benefit of PYP/PE department $ 7,285.07 $ 7,285.07 $ 6,026.78 $ 833.14 425.15$ 484 WA Foundation Ipad Technology $ 6,719.00 $ - $ - $ 6,718.00 (6,718.00)$ Funds to be requested Sub-Total $ 17,454.07 $ 10,735.07 $ 8,272.02 $ 7,551.14 $ (5,088.09) TOTAL ACADEMY GRANTS $ 240,172.07 $ 233,453.07 $ 58,185.95 $ 85,929.95 $ 89,337.17 WESTLAKE ACADEMY FY 2014-2015 GRANT SUMMARY THROUGH December 31, 2014 DISCUSSION ITEMS a. Presentation and discussion of the FY 2013-2014 annual audit report from Weaver and Tidwell, L.L.P. (15 min) b. Presentation and discussion of the 2013-14 Annual Report of the Westlake Academy Foundation and Status of Current Initiatives Supporting the 2014- 15 Academic Year. (15 min) c. Presentation and discussion regarding Technology and an update regarding iPad mini deployment. (15 min) d. Discussion and of proposed amendments to the Board Parameters for School Sanction Trips. (15 min) Westlake Academy Item # 6– Discussion Items Page 1 of 3 WESTLAKE ACADEMY AGENDA ITEM Curriculum: Finance Meeting Date: January 12, 2015 Staff Contact: Debbie Piper Consent Finance Director Subject: Consideration of a resolution approving the FY 2013-2014 annual audit report from Weaver and Tidwell, L.L.P. EXECUTIVE SUMMARY Weaver and Tidwell, L.L.P. has completed the Westlake Academy 2013-2014 annual financial audit report. With new auditors come new sets of eyes. With that being sa id, Weaver and Tidwell, based on GASB Statement No. 33, wanted to restate the ending fund balance for FY 2012-2013 by approximately $200K, there by, reducing the anticipated fund balance for that year. The issue was related to fiscal year-end timing and symmetrical recognition. Typically, a receivable is recorded for the amount associated with the days the students are in school in August and is recognized as revenue in that fiscal year because it was earned by August 31st. Below are the excerpts of GASB 33 sent by Weaver and Tidwell: “When the provider is a government, the applicable period for both the provider and the recipient is the provider’s fiscal year and begins on the first day of that year when the relevant appropriation becomes effective.” The entire award should be recognized at that time.” “When both parties to a nonexchange transaction are governments, recognition should be symmetrical. That is whether the accrual basis or the modified accrual basis of accounting is used, when two governments engage in a nonexchange transaction and Statement 33 requires one government to recognize a liability, it generally also requires the other government to recognize an asset. Similarly, when both governments are using the same basis of accounting and one government is required to recognize an expenditure, the other government generally is required to recognize a revenue.” I had planned to wait for the receipt of the “Management Letter” to give the exact position they are taking but have not received at this time. My understanding is they maintain that the FY 2014-2015 state funds had not been appropriated at that time; therefore, the funds cannot be recognized until received. The audit and “Management Letter” will be sent under separate cover and give the details of their position. As I wasn’t aware of the implementation and had not heard of it in any training sessions, I spent several days researching this application and reviewing their position. Below are the individuals/groups we contacted with a summary of their input: Page 2 of 3 • TEA personnel o 3 were unable to help us o Yolanda Walker (Finance Division) was going to research • Other audit firms o We contacted several other audit firms to determine how they handled this situation and each are still accruing the August days. o Preston Singleton of Singleton, Clark & Company indicated he remembered this questing being posed during a TSCPA school conference. The outcome was an e- mail sent from the Audit Division of TEA stating the revenue accrual was acceptable from their perspective and districts could continue to do so if they wished. At that point, he discussed the issue with each of his districts and determined if the decrease to fund balance would be material or not. On the ones that didn’t have a problem with the reduction in fund balance; he has discontinued making the adjustment; however, t he others are still booking the receivable. His position was since the reviewing state agency allows it and it is a generally accepted practice for districts there should be no problem with recording the receivable. • Several surrounding school districts – (Southlake/Carroll, Eagle Mountain/Saginaw, Irving, Duncanville, Keller, Anson, Argyle) o None of their auditors had required them to implement GASB 33 o All were continuing to record August days’ receivable o Agreed with our recording of this receivable • Governmental Accounting Standards Board – Wes Galloway o Several conversations were had with Wes but because he was unaware of the specifics of how TEA worked, he could not provide any definitive answers. • Owner of EDMIS, a scho ol audit software company – Bruce Collier o Works closely with TEA and trains auditors all over the state of Texas o Unaware of any indication from TEA that GASB 33 should be implemented o Recalled a letter going out to the “Administrator” from TEA stating not to implement GASB 33 and to keep booking the receivable as in the past. He thought this was in 2001 or 2002. Weaver and Tidwell, indicated something had gone out a couple of years ago regarding the implementation of GASB 33 but could not locate a copy o f the letter After discussions with the above individuals, researching in the Financial Accounting System Resource Guide (FASRG) from TEA and several other resources, it is my opinion that our current accounting methods are accurate and the revenue should be recognized in the fiscal year in which it was earned. Meaning we have earned the revenue because the students were in class for 7 days in August prior to the fiscal year-end. The amount booked as receivable was received from the State in September. After multiple conversations with Weaver and Tidwell, they have agreed not to make this adjustment but will disclose in a management letter to the Board details of their position and the position the Academy has taken. In addition, the management letter st ates, the TRS on-behalf payment was inadvertently deleted during the final amended budget process. This expenditure is a pass-through indicating the revenue and the expenditures that is made by the State of Texas to the Teachers Retirement Page 3 of 3 System of Texas (TRS) on behalf of the Academy. The error did not result in any unbudgeted disbursements being made, but it did cause the General Fund to report total expenditures in excess of appropriations of approximately $122K. These issues, in no way, affect the opinion of the auditors. We still received an unqualified opinion which is the best possible. This opinion is issued when the independent auditor believes that the financial statements are sound; that is, the statements are free from material misstatements. 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 The approval of this external audit meets the requirements of the Texas Education Agency as well as one of our desired outcomes, Financial Stewardship & Sustainability. In addition, the conclusion of a successful audit is in keeping with our financial policies as approved by the Board of Trustees for Westlake Academy. FISCAL IMPACT Funded Not Funded N/A Total payment for the FY 2013-2014 annual audit was $12,500 which was incorporated in FY 2014-15 Academy budget. RECOMMENDATION / ACTION REQUESTED/ OPTIONS Recommend approval of the resolution approving the FY 2013-2014 annual audit as submitted. ATTACHMENTS: Audit report for year ended August 31, 2014 (Under separate cover) Management Letter (Under separate cover) Page 1 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: January 12, 2015 Staff Contact: Dr. Shelly Myers Discussion Subject: Discuss 2013-14 Annual Report of the Westlake Academy Foundation and Status of Current Initiatives Supporting the 2014-15Academic Year. EXECUTIVE SUMMARY Per the Council/BOT Advisory Board/Affiliates policy, at least once a year all Town advisory boards and Westlake Academy affiliate groups will meet with the Council and/or Board of Trustees to discuss their past year’s activities and those planned/underway for the next twelve months. The purpose of this workshop presentation is to generate coordinated planning and collaboration between the Board and the Westlake Academy Foundation in the pursuit of the Board’s strat egic objectives for the Academy. 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 Receive the Foundation’s report, ask questions, and engage in collaborative dialogue and feedback with the Foundation’s President and Executive Director about the Foundation’s plans to support the Academy’s operations and strategic plans in 2014-2015. ATTACHMENTS None Page 1 of 2 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP / MYP / DP Meeting Date: January 12, 2015 Staff Contact: Jason Power, IT Director Workshop- Discussion Item Dr. Mechelle Bryson, Executive Principal Subject: Presentation and discussion regarding Technology and an update regarding iPad mini deployment. EXECUTIVE SUMMARY Lease Purchase Information: In May 2014, the Board approved a lease to purchase 640 iPad mini’s, AirWatch management software, and network upgrades for the iPad rollout to all staff and students in grades 1 through 11. Kindergarten is using 40 iPad 2’s that were purchased in 2011. In late September we purchased an additional 60 iPad mini’s to deploy to the senior class. We have a total of 860 iPad mini’s with 847 deployed to students and staff and the remaining 13 as spares. We are using AirWatch, a mobile device management suite, to manage device configuration, security, application assignment, student and staff groups, and provide better support. Technology Use Fee / Insurance: We instituted an optional technology use fee of $55 to cover the cost of insurance for the iPad mini’s and network improvements needed to sustain a 1-to-1 model on campus. Insurance was purchased through Worth Ave Group for all 860 iPad mini’s at $27 per device. Coverage includes accidental damage, loss and theft with unlimited claims per device and no deductible. As of January 6, 2015, we have made 42 claims – 41 for accidental damage and 1 for theft. Deployment : The IT department (Jason Power, Ray Workman, and Maru Busico-Flight) began iPad mini deployment to staff during orientation week in August and finished during the first weeks of school. We have held 5 professional development sessions since September (with a total of 12 planned throughout the school year) that focus on technology training and use and have included training and information sessions on using the iPad mini in class. Deployment to students began September 10 and ran through the first week of October with all students in grades 1 through 12 receiving an iPad mini. We held t wo Parent information meetings on September 9 to convey expectations for use and care of the iPad mini’s provided to students. During the deployment process to students we had conversations about digital citizenship, online behavior and the role of the iPad mini in our learning environment. We have also organized with the Secondary Counselor informative sessions on Internet Safety with Officer Intia from Keller PD for students in grades 6-10. The HOC has worked collaboratively with us in organizing an Internet Safety evening for parents, where Officer Intia with the Keller Police Department supplemented the information he Page 2 of 2 shares with student populations, with pertinent facts and tips for parents, as they oversee student internet use at home. In addition to the meetings we created an iPad mini information website with a link to it from our Westlake Academy homepage. This site includes more detailed information for students and parents, FAQ’s, and the slide presentation from the Parent information meeting with an audio voiceover provided by Dr. Bryson, Executive Principal, and Jason Power, Director of IT. Education Impacts: To be covered at the meeting by Dr. Bryson. 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 RECOMMENDATION / ACTION REQUESTED/ OPTIONS To be discussed at the meeting. ATTACHMENTS Power-point presentation Page 1 of 1 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP/MYP/DP Meeting Date: January 12, 2015 Staff Contact: Dr. Mechelle Bryson Workshop- Discussion Item Executive Principal/ Director of Education Subject: Amendment to the Board Paramet ers for School Sanctioned Trips EXECUTIVE SUMMARY The purpose of this r eport is to inform the board of the impeding amendment to the Board Parameters for School Sanctioned Trips and to seek input on the proposed changes. The goal of the school sanctioned trips policy is to assist student in becoming well balanced, life long learners. In order to reach this goal, the policy needs to be amended. 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. The current policy lacks clarification and new direction of school requires modification. Which policy governs this? This falls under our Board Parameters for School Sanctioned Trips Policy. What addit ional direction is necessary? A discussion is needed to align the Westlake Academy’s vision with the vision o f the Westlake Academy Board of Trustees’ vision. FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS None Needed ATTACHMENTS Proposed Amendment to the Board Parameters for School Sanctioned Trips- to be presented at the meeting. 1 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY ***DRAFT*** (REVISED 11-25-14) Policy No. 6.02: Date Board Adopted: Date Board Amended: Effective Date: Policy Category: Student Achievement Policy Name: School-Sanctioned Trips Policy Goal: Students Who Become Well Balanced, Life Long Learners Policy Description: The Board of Trustees supports Academy-sanctioned trips as a means to pursue, promote, and enhance IB learning goals for Academy students as set out in the IB Learner Profile. As such, all school-sanctioned trips should complement and promote the IB Learner Profile, the IB curriculum, as well as provide direct educational value to the student participants. In an effort to provide the safest possible environment for the students of Westlake Academy, this policy for student trips will be enforced on any travel opportunities that occur away from the property located at 2600 J. T. Ottinger Road, Westlake, TX 76262. Proposing and Developing Domestic and International Trips School-sanctioned trip - Any travel opportunity for Westlake Academy students that is led by the members of the Westlake Academy faculty is considered a school-sanctioned Westlake Academy trip and must comply with the requirements set forth by this policy and any applicable administrative procedures for student travel. The Executive Principal/Director of Education shall be responsible for ensuring appropriate administrative procedures are developed to ensure effective and efficient implementation of this board policy. Administrative procedures shall be subject to approval by the Superintendent. I. General Policies ● Trip proposals should be submitted to the Executive Principal or his/her designee at least 12 months prior to the proposed departure date. Proposals will be reviewed initially by a committee that includes the Executive Principal, appropriate Principals, and others as assigned. Acceptable proposals will be 2 forwarded to the Superintendent for review. The Superintendent will forward acceptable proposals to the Board of Trustees for final approval. ● Student trips will be limited to travel dates within the Academy’s approved school calendar. ● An appropriate ratio of faculty to students will be established by the Executive Principal for all approved trips and will include at least one male and one female faculty member. ● All chaperones for school-sanctioned trips will be members of the Westlake Academy faculty and staff. Parents may be provided the opportunity to attend certain domestic student trips with their child. Such opportunities will be identified in the information distributed about the trip to Westlake Academy families. ● Students participating in school-sanctioned trips must be in good standing as outlined in the Parent/Student Handbook and the Academy’s administrative procedures for school trips. A student may be restricted from participating in a school trip at any time that the student’s standing changes. Such restrictions may result in the forfeiture of payments made to the school prior to the time the restrictions were imposed. ● All students participating in a school-sanctioned trip must use the transportation arranged by the Academy. An exception may be made for student’s traveling with a parent or guardian as identified in the administrative procedures for school trips. ● A stude nt’s participation in a school-sanctioned trip is a privilege, not a right. Students participating in school trips are expected to represent Westlake Academy in a responsible manner. The Academy’s code of conduct and other expectations identified in the Parent/Student Handbook apply at all times during school-sanctioned trips. During school trips, students remain subject to the disciplinary processes contained in the Parent/Student Handbook. ● Trip proposals must include an opportunity for students to share their experiences with the entire Westlake Academy community. ● Once a proposal is approved, the trip leader(s) will work with the Executive Principal/Director of Education or his/her designee to ensure all applicable policies and administrative procedures are followed. All student trips must be organized in accordance with the requirements established in the Parent-Student Handbook and other applicable administrative procedures. The following trips have been identified as curriculum enhancing trips, which the Board plans to continue to offer to Westlake Academy students: Grade Trip Format/Location Occurrence Primary K – 2 Local, daytime field trips, no overnights 3 Unit of Inquiry related trip (domestic) Spring Ex. Camp Tyler, 2 night stay, Whitehouse, TX 3 5 Unit of Inquiry related trip (domestic) Fall Ex. Sky Ranch in October, 2 night stay Secondary 6 Team Building (domestic) Fall Ex. Camp Eagle, Rocksprings, TX, 3 night stay 7 Unit of Inquiry related (domestic) Fall or Spring Humanities - Texas History Ex. Austin, San Antonio, 2 - 3 night stay 8 Historical Trip (domestic) Spring Humanities (U.S. History) Ex. Washington D.C. 9 Return to Camp Eagle Fall Ex. Leadership, team building 10 International Trip (international, European) Spring Humanities (World History, Human Geography) 11 Team Building (domestic) Fall Ex. Retreat as “Intro to DP” 12 Senior Weeks Spring III. Financing Trips, Insurance, Permissions, etc. ● Participation in school-sanctioned trips is voluntary and all students participating shall be responsible for all fees and costs associated with the trip. ● Students are also responsible for all incidental costs associated with travel, including, but not limited to fees associated with transportation to airports or other departure locations, passport fees, required vaccinations and/or suggested medications, and money for souvenirs, snacks, and other incidentals. ● Generally, all trip expenses are non-refundable. An explanation of any refund opportunities will be included in the trip-specific information provided to families prior to committing to participation on a school-sanctioned trip. ● A student must have written permission from a parent or legal guardian to participate in any school-sanctioned trip. For each trip, the Academy will also identify any other documentation that will be required prior to a trip’s departure, which may include liability waivers, behavior agreements, medical service authorization form, emergency contact information, and any other information deemed necessary by the Academy administration. Failure to provide the required information prior to the departure date may result in denial of the opportunity to travel and forfeiture of any amounts paid related to the trip. 4 V. Final Note All student trip planning is the responsibility of Westlake Academy faculty and staff, subject to the restrictions of this policy and administrative procedures for student travel. Parent input is encouraged and will be considered; however, all final decisions will be made by Academy administrators and the Board of Trustees as identified in this policy. The Board of Trustee shall always have final approval of all out-of-state, school- sanctioned trips. Such approval shall consider the immunity laws applicable for the destination, school and employee liability for damages arising from accidents and/or injuries that may occur during the trip, the stated educational value of the trip, and whether participation results from advancement in a regional or national competition. BOARD RECAP / STAFF DIRECTION Westlake Academy Item #7 Board Recap / Staff Direction Westlake Academy Item # 8 – 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 November 17, 2014, meeting. b. Consider approval of Resolution 15-01, Approving the Fiscal Year 2013- 2014 Annual Audit report from Weaver and Tidwell, L.L.P. Westlake Academy Item # 3 - Consent Agenda BOT Minutes 11/17 /14 Page 1 of 3 WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING November 17, 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, DP Coordinator Chris Hill, Middle Years Principal Dr. Andra Barton, Primary Principal Rod Harding, Finance Director Debbie Piper, Jason Power Director of Information Technology, Public Works Director Jarrod Greenwood, Director of Communications & Community Affairs Ginger Awtry, WA Foundation Executive Director Shelly Myers, Director of HR & Administrative Services Todd Wood, Director of Facilities and Parks & Recreation Troy Meyer, Fire Chief Richard Whitten, Planning and Development Director Eddie Edwards, and Communications Specialist Susan McFarland. Work Session 1. CALL TO ORDER President Wheat called the work session to order at 5:08 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 NOVEMBER 17, 2014, TRUSTEES REGULAR MEETING AGENDA. No additional discussion. BOT Minutes 11/17 /14 Page 2 of 3 4. DISCUSSION ITEMS a. Discussion regarding ACT, SAT, ISA, STAAR, EOC Results and State Accountability Rating (TAPR) Report. Dr. Bryson, DP Coordinator Chris Hill, Principal Harding, Dr. Barton provided a presentation an overview of the Academy’s Accountability Summary. Discussion ensued regarding STAAR Mathematic results and comparisons of surrounding ISDs, the fluctuation in Writing for the 2012-2013 school year, an improvement plan for Grade 4 Mathematics, creating student efficacy, and SAT and ACT results. Board Member Stoltenberg requested additional discussion regarding Item 3. Discussion ensued regarding the proposed Admission policy amendments enacting the same rule as other ISDs based on how the student enters the school. Academy Attorney Bubert stated that a review of new laws in regards to local authority of admissions procedures and the manner in which a student is enrolled would need to be conducted prior to any additional revisions of the policy. 5. BOARD RECAP / STAFF DIRECTION No additional direction. 6. ADJOURNMENT President Wheat adjourned the work session at 6:40 p.m. Regular Session 1. CALL TO ORDER President Wheat called the regular session to order at 6:40 p.m. 2. CITIZENS' PRESENTATIONS AND RECOGNITIONS Board Member Rennhack spoke positively of the Theory of Knowledge (TOK) engagement having speaker Paul Kessler, one of the very few remaining Holocaust survivors, speak to students. BOT Minutes 11/17 /14 Page 3 of 3 3. CONSENT AGENDA a. Consider approval of the minutes from the October 6, 2014, meeting. b. Consider approval of Resolution 14-18, Amendment to Promotion and Retention Policy. c. Consider approval of Resolution 14-19, Amending Admission Policy. d. Consider approval of Resolution 14-20, Amending the Proof of Residency Policy. MOTION: Trustee Stoltenberg made a motion to remove item c of the consent agenda. Trustee Rennhack seconded the motion. The motion carried by a vote of 4-0. MOTION: Trustee Rennhack made a motion approve items a, b and d of the consent agenda. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. 4. BOARD CALENDAR 5. FUTURE AGENDA ITEMS No future items. 6. 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 Rennhack seconded the motion. The motion carried by a vote of 4-0. President Wheat adjourned the regular session at 6:44 p.m. APPROVED BY THE BOARD OF TRUSTEES ON JANUARY 12, 2015. ATTEST: ____________________________ Laura Wheat, President _____________________________ Kelly Edwards, Board Secretary Resolution 15-01 Page 1 of 2 WESTLAKE ACADEMY RESOLUTION NO. 15-01 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES APPROV ING THE FISCAL YEAR 2013-2014 ANNUAL AUDIT REPORT FROM WEAVER AND TIDWELL, L.L.P. WHEREAS, Section 7.3.6 of the Data Collection & Reporting section of the Financial Accountability System Resource Guide Update 11.0 requires that the annual financial and compliance report be audited by an independent auditor, and WHEREAS, Section 7.3.6 of the Data Collection & Reporting section of the Financial Accountability System Resource Guide Update 11.0 requires the audit report be submitted to the Divis ion of School Financial Audits of TEA no later than 150 days after the close of the fiscal year, and WHEREAS, the audit report must be approved by the Board of Trustees. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: The above findings are hereby found to be true and correct and are incorporated herein in its entirety. SECTION 2: That the Board of Trustees of Westlake Academy hereby approves the fiscal year 2013-2014 annual audit report from Weaver and Tidwell, L.L.P. attached 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 Board hereby determines that it would have adopted this Resolution without the invalid pro vision. Resolution 15-01 Page 2 of 2 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 12th DAY OF JANUARY, 2015. _____________________________ ATTEST: Laura Wheat, President _____________________________ ______________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ____________________________ Janet S. Bubert or L. Stanton Lowry, School Attorney Page 1 of 1 1 WESTLAKE ACADEMY AGENDA ITEM Curriculum: PYP/MYP/DP Meeting Date: January 12, 2015 Staff Contact: Dr. Mechelle Bryson Regular Meeting Item Executive Principal/ Director of Education Subject: Conduct a Public Hearing regarding the Accountability Reports for Westlake Academy (ACT, SAT, ISA, STAAR, EOC Results and State Accountability Rating (TAPR) Report) EXECUTIVE SUMMARY Each year, the Academy is required to publish the reports and update the Board regarding our State accountability rating. The item was posted and discussed during a Trustees workshop and listed on the regular agenda as required. 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 not presented as a governance issue. Which policy governs this? The Texas Education Code requires that the Board receive an annual update on our accountability rating. What addit ional direction is necessary? None at this time. FISCAL IMPACT Funded Not Funded N/A RECOMMENDATION / ACTION REQUESTED/ OPTIONS Conduct hearing concerning the associated results ATTACHMENTS Accountability report and presentation attached.  Academy & Municipal Offices closed in observance of Martin Luther King, Jr. holiday Monday, January 19, 2015  WA Annual Extended Boundary Parents’ Meeting Wednesday, January 21, 2015; 6:30 p.m. Marriott Solana – Living Room  Westlake Employee Appreciation & Awards Celebration Saturday, January 24, 2015; 7:00 p.m. Marriott Solana – Grand Ballroom  Town Council Workshop & Meeting Monday, January 26, 2015 Westlake Town Hall in Solana – Council Chambers/Courtroom  Northwest Metroport Chamber’s Annual Awards Banquet Thursday, January 29, 2015; 7:00 p.m. Texas Motor Speedway (See Ginger for tickets)  WA Senior Night for Varsity Boys/Girls Basketball Friday, January 30, 2015; 6:30 (V girls) WA Gym  Northeast Leadership Forum Annual Meeting & Award Luncheon Friday, February 6, 2015; 11:30 – 1:00 p.m. Hurst Conference Center (RSVP to Ginger)  Westlake Academy Board of Trustees Workshop & Meeting Monday, February 9, 2015 Westlake Town Hall in Solana – Council Chambers/Courtroom Upcoming Dates to calendar:  WA Foundation’s Annual Gallery Night Saturday, February 28, 2015; Watch for more details soon!  WA Spring Break – Offices closed Week of March 9 - 13, 2015  WA Commencement Ceremony – Hilton Dallas/Southlake Town Square Saturday, June 6, 2015; 2:00 p.m. Westlake Academy Item #5 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. None Westlake Academy Item # 6 – Future Agenda Items Westlake Academy Item # 7 – Adjournment Back up material has not been provided for this item.