HomeMy WebLinkAbout02-25-08 BOT PacketWESTLAKE ACADEMY
BOARD OF TRUSTEES
PRE -BOARD MEETING
AGENDA
February 25, 2008
5:00 P.M.
WESTLAKE CIVIC CAMPUS — DINING HALL
2600 J. T. OTTINGER ROAD
1. CALL TO ORDER.
2. EXECUTIVE SESSION.
A. The Board will conduct a closed session under Texas Government Code section
551.071 to seek advice of counsel, specifically related to:
1. Complaint and Procedure Policy; and
2. Admission Policy.
3. RECONVENE MEETING.
4. DISCUSS A COMPLAINT AND PROCEDURE POLICY FOR THE
WESTLAKE ACADEMY.
5. DISCUSS THE PROPOSED AMENDMENT TO THE ADMISSION POLICY
FOR THE WESTLAKE ACADEMY.
6. REVIEW OF REGULAR AGENDA ITEMS.
7. ADJOURNMENT.
TOWN OF WESTLAKE, TEXAS
BOARD OF TRUSTEES SPECIAL MEETING
AGENDA
FEBRUARY 25, 2008
WESTLAKE CIVIC CAMPUS - BOARD ROOM
2600 J. T. OTTINGER ROAD
6:00 P.M.
1. CALL TO ORDER.
2. CITIZENS' PRESENTATIONS. 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. PRESENTATION OF BASKETBALL DISTRICT CHAMPIONS BY NICK
BARROWS (WESTLAKE ACADEMY JUNIOR VARSITY GIRLS & BOYS
BASKETBALL TEAMS).
4. CONSIDER A RESOLUTION TO APPROVE A NEW PARENT / STUDENT
QUESTION AND COMPLAINT PROCEDURE FOR INLCUSION IN THE
PARENT / STUDENT HANDBOOK.
5. CONSIDER A RESOLUTION ADOPTING A PROPOSED AMENDMENT TO
THE ADMISSION POLICY.
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
WESTLAKE ACADEMY
MEMO
TO: Board of Trustees, Westlake Academy
FROM: Barbara Brizuela, Head of School
DATE: February 21, 2008
SUBJECT: Meeting on February 25, 2008
ITEM:
Consider a resolution to approve a new Parent/Student Question and Complaint
Procedure for inclusion in the Parent/Student Handbook.
RECOMMENDATIONS:
Staff recommends approval.
BACKGROUND:
Westlake Academy has had a complaint policy that outlines the chain of command for
student/parent complaints. starting with the classroom teacher and ending with the School
Board.
In order to more specifically detail the procedure and the timeline involved, the Academy
studied policies from other local schools,. TASB (Texas Association of School Boards)
and consulted with our educational lawyer. The policies studied ranged from ones that
echoed our policy to ones that were overly cumbersome.
The attached policy drafted by our educational lawyer follows closely that of the TASB
and the ethos of Westlake Academy.
Once the new policy is put into effect a copy will be sent to each family. The family will
sign and return the signature form and keep the policy for quick reference at home.
WESTLAKE ACADEMY
RESOLUTION NO. 08 -05
ADOPTING AN OFFICIAL COMPLAINTS PROCEDURE AND POLICY FOR
PARENTS AND STUDENTS OF WESTLAKE ACADEMY.
WHEREAS, the Westlake Academy Board of Trustees has considered the
several Complaints Procedure and Policies adopted by several area independent school
districts, as well as versions of complaint policies recommended by appropriate education
associations; and
WHEREAS, the Board has sought and received advice and counsel concerning
complaint policies from its education attorney; and
WHEREAS, under its authority to adopt local policies, the Board heretofore
has adopted a certain Complaint Procedure and Policies that is published in the
Parent /Student Handbook; and
WHEREAS, the Board desires to amend the Complaint Procedure and Policies,
and to emphasize that these procedures must be followed before a complaint is presented
to the Board; and
WHEREAS, the Board of Trustees finds that the policy attached hereto will (a)
define a more efficient way for students and parents to register a complaint or concern
with the school and a more efficient way for the school to respond to those complaints
and concerns, and (b) better protect the due process rights of teachers and students;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1. That the Board of Trustees of Westlake Academy hereby adopts
the Complaints Procedure And Policy attached hereto.
SECTION 2. That this Resolution shall become effective upon the date of its
passage.
PASSED AND APPROVED ON THIS 25TH DAY OF FEBRUARY 2008.
ATTEST:
Scott Bradley, President
Kim Sutter, Secretary Barbara Brizuela, Head of School
APPROVED AS TO FORM:
L. Stanton Lowry, School Attorney
Westlake Academy Charter School
Parent /Student Question and Complaint Procedures
Except as addressed by SPECIFIC COMPLAINTS below, this Policy applies to all
complaints or grievances from students or parents.
• Expulsion (See the Westlake Academy Student Code of Conduct)
• Identification, evaluation, or educational placement of a student with a
disability within the scope of Section 504.
• Identification, evaluation, educational placement, or discipline of a student
with a disability within the scope of the Individuals with Disabilities
Education Act, and the parents' rights handbook provided to parents of all
students referred to special education.
Informal Resolution:
Students and parents are encouraged to discuss concerns and complaints through
informal conferences with the appropriate teacher, principal, or other campus
administrator.
It is the policy of the Westlake Academy Board to encourage early resolution of
concerns at the lowest possible staff or, if necessary, administrative level. Concerns
should be expressed, informally if possible and as soon as possible.
In that regard, Westlake Academy teachers can be contacted on a daily basis via the
student planner, e -mail or telephoning and leaving a voice mail. Teachers unable to
deal with a concern may refer to:
• School counselors
• The PYP, MYP or DP Coordinator
• Head of Section
• Head of School
If the informal process does not resolve the complaint the complainant may initiate the
formal complaint process. A formal complaint must be initiated within the prescribed
timelines described below.
Formal Complaint General Provisions:
• "Complaints" and "Grievances" have the same meaning.
• Complaints arising out of an event or a series of related events must be
addressed in one complaint. A student or parent may not bring separate or serial
complaints arising from any event or series of events that have been or could
have been addressed in a prior complaint.
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• All time limits must be strictly followed unless modified by mutual written consent
and, if a complaint or the appeal of a decision about a complaint is untimely, the
complaint may be dismissed.
Formal Complaint Process:
1. Within 20 days of the date a student or parent first knew, or with
reasonable diligence should have known, of the decision or action giving
rise to the complaint or grievance, an original complaint, in writing and
dated, describing the matter complained of and the date of the occurrence
or occurrences, must be presented to the lowest level administrator whom
the student or parent perceives to have authority to remedy the concern.
2. If that administrator is unable to resolve the complaint, the administrator
shall direct the complainant, in writing, to the next level administrator who
shall either resolve the complaint or direct the complainant in writing to the
next level, continuing until the complaint reaches the Head of School.
3. A complaint reaching the Head of School's level must be in writing, setting
out all prior attempts to resolve the complaint and the remedy requested.
The Head of School, or designee, may schedule a conference with the
complainant and within ten business days of receipt of the written
complaint, shall issue a written decision.
4. If the decision d is unsatisfactory to the complainant, or if the Head of
School, or designee fails to respond timely, the complainant may, within 15
days of submission of the written complaint to the Head of School, submit
a written request to the Head of School to have the complaint considered
by the Board of Trustees.
5. If Board review is requested, the Head of School shall submit the entire
written record of the complaint and any further response to the President
of the Board of Trustees who shall create an Agenda item for
consideration of the complaint at the next available regular meeting, or the
next appropriate meeting thereafter. At that meeting the Board shall, at a
minimum, stop, look and listen to or consider the written complaint, and
any response thereto and may, or may not, issue a decision.
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WESTLAKE ACADEMY
MEMO
TO: Board of Trustees, Westlake Academy
FROM: Barbara Brizuela, Head of School
DATE: February 21, 2008
SUBJECT: Meeting on February 25, 2008
ITEM:
Consider a resolution to approve a new Admission Policy for our Student Parent
Handbook.
RECOMMENDATIONS:
Staff recommends approval.
BACKGROUND:
During the renewal process for the Westlake Academy Charter, the Charter School
Division asked that we make some changes in the admission policy. We complied and
our charter was renewed until 2016.
The Charter policy does not include the detailed procedures that are part of the Student -
Parent Handbook. Wishing to comply with all federal, state and charter school rules,
procedures and policies. we sought the counsel of our educational lawyer. After careful
study and collaboration with the Academy, Counsel recommends the attached policy
which conforms to the original intents of the Founders and. at the same time, complies
with all the above - mentioned rules and regulations.
WESTLAKE ACADEMY
RESOLUTION NO. 08 -06
APPROVING CHANGES TO THE ADMISSIONS POLICY WHICH IS OUTLINED IN
THE WESTLAKE ACADEMY PARENT /STUDENT HANDBOOK
WHEREAS, the Westlake Academy Board of Trustees has considered the Admissions
Policy changes recommended by the school's Education Lawyer;
WHEREAS, the Board of Trustees finds that recommendations will assure that the new
Westlake Academy Admissions Policy is in compliance with federal, state and charter school
rules and regulations;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1. That the Board of Trustees of Westlake Academy hereby adopts the new
Admissions Policy.
SECTION 2. That this Resolution shall become effective upon the date of its passage
but contingent upon approval by the TEA.
PASSED AND APPROVED ON THIS 25th DAY OF FEBRAURY 2008.
ATTEST:
Scott Bradley, President
Kim Sutter, Secretary Barbara Brizuela, Head of School
APPROVED AS TO FORM:
L. Stanton Lowry, School Attorney
WESTLAKE ACADEMY
CHARTER SCHOOL ADMISSION POLICY
The Westlake Academy ( "Academy ") is an open - enrollment charter school operating
under a charter awarded to the Town of Westlake by the Texas State Board of
Education, with oversight by the Texas Education Agency (TEA), Charter School
Division. The Academy opened in the fall of 2003 accepting only students in grades 1 -6
who were of legal age to begin school in the State of Texas. The Academy added
Kindergarten and G7 in 2004, and plans to grow with the students each year thereafter
until it reaches K -12. The Academy does not discriminate in admissions based on sex,
national origin, ethnicity, religion, disability, academic ability, artistic ability, athletic
ability, or based on the school district that the child would otherwise attend.
DEFINITIONS:
Student: A child who, on the first day of September of any school year, is at least five
years of age and under 21 years of age.
Chapter 25 Student: A student who meets the threshold residency requirements under
at least one of the following subsections of Section 25.001 of the Texas Education Code
pertaining to admission to a Texas public school, as determined by the Texas Education
Agency, or law current as of the time of enrollment to be applicable to students seeking
admission to charter schools (Subsections in italics match the subsections of
Section 25.001 of the Texas Education Code):
(a) (b) The board of trustees of a school district or its designee shall admit
into the public schools of the district free of tuition a person who is
over five and younger than 21 years of age on the first day of
September of the school year in which admission is sought if:
(1) the person and either parent of the person resides in the
school district;
(2) the person does not reside in the school district but a parent
of the person resides in the school district and that parent is
a joint managing conservator or the sole managing
conservator or possessory conservatory of the person;
(3)
the person and the person's guardian or other person having
lawful control of the person under a court order reside within
the school district;
(4) the person has established a separate residence under
Subsection (d) below;
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(5)
the person is homeless as defined by 42 U.S.C.
Section 11302, regardless of the residence of the person, of
either parent of the person, or of the person's guardian or
other person having lawful control of the person;
(6) the person is a foreign exchange student placed with a host
family that resides in the school district by a nationally
recognized foreign exchange program, unless the school
district has applied for and been granted a waiver by the
commissioner;
(7) the person resides at a residential facility located in the
district;
(8) the person resides in the school district and is 18 years of
age or older, or the person's disabilities of minority have
been removed; or
(9)
the person does not reside in the school district but the
grandparent of the person: (A) resides in the school district;
and (B) provides a substantial amount of after - school care
for the person as determined by the board.
(b) (d) For a person under the age of 18 years to establish a residence for
the purpose of attending the public schools separate and apart from
the person's parent, guardian, or other person having lawful control
of the person under a court order, it must be established that the
person's presence in the school district is not for the primary
purpose of participation in extracurricular activities. The board of
trustees shall determine whether an applicant for admission is a
resident of the school district for purposes of attending the public
schools and may adopt reasonable guidelines for making a
determination as necessary to protect the best interests of
students. The board of trustees is not required to admit a person
under this subsection if the person: (1) has engaged in conduct or
misbehavior within the preceding year that has resulted in:
(A) removal to a disciplinary alternative education program; or
(B) expulsion; (2) has engaged in delinquent conduct or conduct in
need of supervision and is on probation or other conditional release
for that conduct; or (3) has been convicted of a criminal offense and
is on probation or other conditional release.
(c) (1')
A child placed in foster care by an agency of the state or by a
political subdivision shall be permitted to attend the public schools
in the district in which the foster parents reside free of any charge
to the foster parents or the agency. A durational residence
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requirement may not be used to prohibit that child from fully
participating in any activity sponsored by the school district.
Threshold residency under the above provisions of Chapter 25 does not guarantee
enrollment. All conditions and qualifications for admission and enrollment must be
independently satisfied.
Primary Geographic Boundary Student ( "PGB Student "): A student who resides,
and whose parent or legal guardian resides in the Town of Westlake, or any student
who can qualify for residence in the Town of Westlake as a Chapter 25 student.
Qualified Transfer Student: A student who resides, and whose parent or legal
guardian resides within the geographic area of one of the following independent school
districts outside of the city limits of the Town of Westlake: Keller ISD, Carroll ISD,
Grapevine - Colleyville ISD, Birdville ISD, Lewisville ISD or Northwest ISD, or any student
who can qualify for residence in the geographic areas of one of those school districts as
a Chapter 25 student.
Sibling: The brother or sister of a student enrolled in the Academy. Included are
adopted children, and foster children so long as these children reside with the parents
or guardians of enrolled students.
Lottery: A lottery is a non - weighted, random selection process by which student
applicants can be admitted to the Academy.
Lottery Deadline: The last day of February of the school year in which admission to
the Academy is sought.
Founding Charter Families: (a) parents or legal guardians with at least one student
enrolled in the Academy in the first grade or above on June 4, 2004, or in the
Kindergarten program on May 30, 2005; or (b) individuals listed in the 2001 TEA
Charter Application as a Founder or Officer of the Westlake Academy.
Students of Employees: Students whose parents or legal guardians are employed by
the Town of Westlake or the Academy.
Deemed Admission: Applicants who qualify for and participate in a lottery but are
placed on the enrollment waiting list are deemed admitted, and will be enrolled subject
to available space according to the priority rules. Applicants deemed admitted but not
enrolled in the school year of application need not reapply for the following school year,
but continue in deemed admitted status and maintain their positions on the waiting list.
When enrollment is delayed beyond the school year of application, the Academy may
request confirmation of residence and other enrollment requirements.
Substantial After School Care: At least three hours per school day for at least four
days during the regular school week.
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ELIGIBILITY RULES
General Residency Requirement: All students seeking admission and enrollment to
the Academy must qualify for residence either as a PGB student or a Qualified Transfer
student at the time of admission and enrollment.
Priorities: Available admission space each school year is filled in the following order of
priority with those of highest priority enrolled first (listed in order of those most eligible to
those least eligible):
1. Currently enrolled students who continue to satisfy the residency
requirement.
2. PGB Students who satisfy the residency requirement at the time of
enrollment.
3. Siblings not yet enrolled, provided they satisfy the residency requirement
at the time of enrollment.
4. Students of Founding Charter Families who satisfy the residency
requirement at the time of enrollment.
5. Students of Employees who satisfy the residency requirement at the time
of enrollment.
6. Qualified Transfer Students who satisfy the residency requirement at the
time of enrollment.
Priority for exempt students at the same priority level who compete for the same
enrollment space will be decided by order of acceptance.
In a year over subscription in which there is an enrollment waiting list, priorities will take
waiting list order into account as provided elsewhere herein.
Priority under the above rules does not guarantee admitted or enrolled status. All
conditions and qualifications for admission and enrollment must be independently
satisfied.
Use of Lottery: A lottery will be used when, after all lottery- exempt students have been
enrolled, there are more student applicants qualifying for admission than available
enrollment spaces.
Lottery Participants: Participants in an admissions lottery conducted by the Academy
will include only those student applicants who have applied for lottery participation on or
before the Lottery Deadline and otherwise meet admissions requirements. Local
guidelines may provide for extenuating circumstances.
Exemption From the Lottery: The following students are exempt from the lottery
provided applicable residency requirements have been met: (a) students currently
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attending the Academy; (b) siblings not yet enrolled; (c) students of a Founding Charter
Family; and (d) Students of Employees.
Waiting List: A waiting list (enrollment waiting list) for enrollment spaces will be
created from the lottery results containing the names of lottery participants who did not
gain admission in the year of the lottery. Lottery participants will be added to the list in
the order of draw. Pursuant to 19 Texas Administrative Code §100.1207(f): (a) PGB
applicants have priority over Qualified Transfer applicants on the list, and no Qualified
Transfer applicant will be enrolled until all PGB students on the list have been enrolled;
and (b) in a year of oversubscription in which there is an existing waiting list, the order
of priority for enrollment will be (1) PGB applicants on the waiting list in waiting list
order; (2) PGB applicants not on the waiting list; and (3) remaining applicants on the
waiting list in waiting list order.
Kindergarten Program Enrollment: For any school year in which there is
oversubscription for Kindergarten enrollment space, spaces will be filled first by lottery -
exempt students in accordance with the priority rules. If two or more lottery- exempt
students are competing for the same enrollment slot, enrollment will be in the order of
acceptance, or in the case of siblings, in the order of acceptance of the first admitted
student of each family. Remaining enrollment spaces will be filled by lottery in
accordance with the lottery and enrollment waiting list rules herein.
Withdrawals: Enrollment space becoming available because of student withdrawals
during the school year, or other circumstances occurring during a school year, will be
filled during periods of oversubscription in the same order, and with the same priorities
as described in this Policy for initial enrollment.
Year -to -Year Admission: Once admitted to the Academy, a student who continues to
meet residency and other eligibility requirements need not re -apply for admission for the
subsequent school year, but may be required to complete a declaration of intent to
enroll or other documents pertaining to the subsequent school year. A student who
voluntarily terminates his /her enrollment, or a student who is involuntarily withdrawn
from enrollment, is thereafter subject to all admission requirements the same as new
enrollees.
Verification of Residency: A student's "residence," for the purpose of this policy is
generally defined as the true, fixed and permanent place where the qualifying occupant
ordinarily lives and sleeps not less than four nights during the school week and to
which, when temporarily absent from the residence, intends to return. The following
rules apply:
(a) Residency in Westlake residential boundaries and another place cannot
be held simultaneously.
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(b) Resident status requires abandonment of all prior residences and once
acquired in the Westlake boundaries will be lost by future voluntary
actions inconsistent with such status.
(c) Residence may be verified through documentation to include but not
limited to:
• A recently paid rent receipt
• A current lease agreement
• The most recent tax receipt indicating home ownership
• A current utility bill indicating the address and name of the residence
occupiers
• Mailing addresses of the residence occupiers
• Visual inspection of the residence
• Interviews with persons with relevant information
• Building permits (See below)
(d) Falsification of residence on an enrollment form is a criminal offense (See
Texas Education Code Section 25.001(h))
Change in Residency:
(a)
Upon a change in residency of a student which, after the change, would
prevent a student from qualifying for new admission as either a PGB
student or a Qualified Transfer Student, such student will be permitted to
complete the semester during which the residency change occurred, but is
disqualified from enrolling as a PGB or Qualified Transfer Student (as the
case may be) in the subsequent semester.
(b) A change in residency of a student from the Town of Westlake to a
geographic area within the boundaries of the Keller ISD, Carroll ISD,
Grapevine - Colleyville ISD, Birdville ISD, Lewisville ISD or Northwest ISD,
which change prevents the student from qualifying for new admission as a
PGB student, alters that student's status from a PGB student to a
Qualified Transfer Student effective at the end of the semester during
which the change in residency occurred.
(c) In the case of divorced parents, residency for purposes of admission is
established by the residency of the joint managing, sole managing
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conservator, or possessory conservator. Where a change in student
residency resulting from a divorce prevents a student from qualifying for
admission as either a PGB student or a Qualified Transfer Student, such
student will nevertheless be permitted to complete the semester during
which the residency change occurred, but not thereafter.
Building Permits: For purposes of establishing residency in the Town of Westlake,
building permits for a residential dwelling issued to a parent or guardian on or before the
first day of class of the school year in which admission is sought, will be accepted as
evidence of residency, but only for the school year in which admission is sought.
Students admitted in a school year in reliance on a building permit will be required to
verify residency for the following school year to continue to qualify for admission.
Discipline and Criminal Histories: Students having a history of a criminal offense, a
juvenile court adjudication, or discipline problems under Texas Education Code,
Chapter 37, Subchapter A, and transfer students subject to an expulsion order at the
time for enrollment are not eligible for enrollment. Transfer students who become
subject to an expulsion order from their district of origin after enrollment will be
withdrawn from enrollment. Any of the criminal offenses and discipline offenses
described in Texas Education Code, Chapter 37, Subsection A will disqualify a student
for admission to the Academy.
Application Procedures: All parents wishing to enroll their students in the Academy
must complete an Application for Enrollment. Applications are available at the Westlake
Academy, 2600 Ottinger Road, Westlake, Texas between the hours of 9 a.m. and
3 p.m., Monday through Friday. Applications should be picked up in person and
returned in person. The application deadline for Fall enrollment is January 31st
Publication: The Academy will make itself known to the community by appropriate
publication such as brochures, signage, public notices and advertising. These
publications will advertise the equal opportunity for students to attend the Academy.
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