HomeMy WebLinkAbout01-04-10 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.
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WESTLAKE ACADEMY
Mission / Vision Statement
Westlake Academy is a nurturing, community owned International Baccalaureate Charter
School whose mission is to achieve academic excellence and to develop life-long learners who
become well-balanced, responsible global citizens.
BOARD OF TRUSTEES MEETING
AGENDA
January 4, 2010
WESTLAKE TOWN HALL
3 VILLAGE CIRCLE – 2ND FLOOR
COUNCIL CHAMBERS/MUNICIPAL COURT ROOM
Workshop Session 4:30 p.m.
Regular Session 6:00 p.m.
Workshop Session
1. CALL TO ORDER
2. REVIEW OF CONSENT AGENDA ITEMS FROM JANUARY 4, 2010, TRUSTEES
REGULAR MEETING AGENDA.
3. DISCUSSION AND CONSIDERATION OF A DRAFT FIVE (5) YEAR STRATEGIC
PLAN FOR WESTLAKE ACADEMY AS WELL AS A 2010 ACADEMY PARENTS’
SURVEY.
4. ADJOURNMENT
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Regular Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. 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.
4. 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. Consideration of the minutes from the December 7, 2009, meeting.
b. Consideration of Resolution 10-01, Adopting a Policy Regarding International
Faculty Recruitment and Retention.
5. BOARD CALENDAR
- Spirit Week
February 8-12, 2010
- DFW Connector Groundbreaking Ceremony
February 17, 2010 at 11 a.m.
(DFW Connector field office, 440 W. State Highway 114,
Grapevine; Former Grapevine Suzuki dealership)
- Northwest Metroport and Westlake Academy
Social networking event and warm spiced cider!
Thursday – Jan 21st – 4:30 p.m.
- Admissions Lottery
February 24, 2010
- Westlake Academy Gallery Night event
February 26, 2010
- Board Meeting
March 1, 2010
- Spring Break
March 15-19, 2010
- Bandana Bonanza
May 8, 2010
- Texas Charter Schools Association Conference
May 12-14, 2010
- Westlake Academy Graduation
May 23, 2010
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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 CEO with the
requested item and the CEO 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 CEO will place the item on the Board agenda calendar allowing
for adequate time for staff preparation on the agenda item.
Trustee Langdon Discussion of On-line grading.
Trustee Langdon Discussion of incorporating the Communication / IT Plans into
the Strategic Plan.
7. EXECUTIVE SESSION
The Council will conduct a closed session under Texas Government Code Chapter 551
for the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which
the duty of the attorney to the governmental body under the Texas Disciplinary Rules
of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter
regarding the following: Westlake Academy Admissions Policy.
8. RECONVENE MEETING
9. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
10. 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 revised notice was posted at the Town Hall of the Town of Westlake, 3 Village
Circle, on Tuesday, December 29, 2009, 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.
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. Consideration of the minutes from the December 7, 2009, meeting.
b. Consideration of Resolution 10-01, Adopting a Policy Regarding
International Faculty Recruitment and Retention.
Westlake Academy
Item # 2 –
Review of Consent
Agenda Items
1
Memo
Town of Westlake
To: Honorable President and Members of the Board of Trustees
From: Tom Brymer, CEO
Subject: Workshop Meeting of January 4, 2010
Date: December 28, 2009
Discussion and Consideration of a Draft Five (5) Year Strategic Plan for Westlake
Academy as well as a 2010 Academy Parents’ Survey
ITEM
Westlake Academy is a nurturing, community owned International Baccalaureate
Charter School whose mission is to achieve academic excellence and to develop life-
long learners who well balanced, responsible citizens.
WESTLAKE ACADEMY MISSION/VISION STATEMENT
Academic Achievement
WESTLAKE ACADEMY VALUES
PYP, MYP, DP (IB Continuum)
Caring Environment
Fiscal Stewardship
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
BACKGROUND
Draft Strategic Plan
. A suggested process for preparing a strategic plan for Westlake
Academy was discussed at the Board’s October 5, 2009 workshop. The Council’s
consensus was that this proposed process was acceptable. The WALT then met with the
entire Academy staff who divided into small work groups; each assigned various
components of the plan. After that input was received, the WALT started working on
various drafts of the plan until we arrived at the draft strategic plan that is attached for
Board review and input.
Using the mission/vision/value statements identified by the Board, this draft strategic
plan is built around five (5) desired outcomes (not listed in any priority order):
• High Student Achievement
•
Strong Parent & Community Connections
•
Financial Stewardship & Sustainability
•
•
Student Engagement – Extracurricular activities
Effective Educators & Staff
2
Parents’ Survey
. Spring 2009 was the first year in which we conducted a WA parents’
survey. The survey was administered by ETC Institute with input and direction from the
Board. This is a valuable metrics tool to receive input as well as to measure the
Academy’s performance and satisfaction on a number of issues and services from our
parents’ perspective. In order to get this year’s survey underway before the end of the
current school year, the Board should review last year’s survey and determine the in
which they would like to get our parents’ perspectives, as well as any areas the Board
would like to drill down” on in terms of getting more in-depth information.
FUNDING
: The strategic plan, if and when adopted, and depending on what is
included in it regarding strategic initiatives, could have financial impacts for the
Academy. The parents’ survey would have a financial impact. However, funding was
budgeted in the FY 09-10 Academic Services Budget for the second parents’ survey.
RECOMMENDATION
1.)
:
Regarding the draft strategic plan
2.)
, recommend that the Board discuss and ask
questions about the draft plan presented and determine if it wishes to add, modify, or
delete any portion of it. Following that Board discussion and direction, recommend
placing this Strategic Plan on a regular Board meeting for consideration for
adoption.
Regarding the parents’ survey,
recommend discussion by the Board of the survey
content to see what areas the Board would like to include in this year’s survey.
ATTACHMENTS
1. Memo dated 12-23-09 from CEO to BOT Transmitting Draft WA Five Year
Strategic Plan.
:
2. WA Strategic Plan 12-22-09 Draft #7.
3. Memo Dated 12-07-09 from CEO to BOT re: Council Meeting Schedule and the
Strategic Planning/Budget Calendar for Both Westlake Academy and the Town of
Westlake.
4. Copy of 2009 WA Parents’ Survey Instrument
1
MEMORANDUM
Date: December 23, 2009
TO: Honorable President and Board of Trustees
FROM: Tom Brymer, Town Manager/CEO Westlake Academy
SUBJECT: Draft Westlake Academy Five Year Strategic Plan
Staff discussed a process for preparing a strategic plan for Westlake Academy at
the Board’s October 5, 2009 BOT workshop. Following the Council’s consensus
that this process was acceptable, we met with the entire Academy staff and got
them working in small groups on various components of the plan. After we
received that input, the WALT started working on various drafts of the plan until
we arrived at the draft strategic plan that is attached for Board review and input.
I emphasize that is a draft. This draft plan will be on the Board’s January 4th
workshop for discussion and direction by the Board. Using the
mission/vision/value statements identified by the Board, this draft strategic plan is
built around five (5) desired outcomes (not listed in any priority order):
• High Student Achievement
•
- Develop inquiring, knowledgeable, caring and disciplined
young people who use their unique talents to create a better and more peaceful world
through intercultural understanding and respect
Strong Parent & Community Connections
•
– To involve all stakeholders in building a
better Westlake Academy community
Financial Stewardship & Sustainability
•
– To ensure sufficient, well-managed resources
to support and advance the mission of Westlake Academy
Student Engagement – Extracurricular activities
•
- To ensure that all athletics,
community service and extra-curricular activities are held to the same standard of
excellence as the curricula programs to promote well-balanced students
Effective Educators & Staff
- Recruit, develop and retain a core faculty and staff with the
personal qualities, skills and expertise to work effectively with inquiry-based, student-
centered curricula
2
Under each desired outcome are specific outcomes, outcome measures and
steps to achieve the specific outcome. Where we can, we’ve assigned team
leaders for specific outcomes. Also, where practical we will need to assign short
range (1-2 years), medium range (2-3 years), and long range (4-5 years) time
frames.
I realize there is explanatory material and a plan summary that we will put at the
front of this document. That can all be added later. At this point, I wanted the
Board to see the heart of the document which is this, the detailed strategic plan.
Please keep that in mind as you review this.
This document is being sent by hard copy and electronically so you have time to
read and digest it prior to the January 4th
workshop. In the mean time, if you
have any questions regarding this plan, please let me know.
Attachment
DRAFT DocumenT #7 – DecembeR 22, 2009
1 | Page
Specific Outcome:
1.0 Students will be well prepared to matriculate and succeed in college - Short-Range and On-going
Goals
Team Leader(s): Mark Garcia/Jamie Schmitz – Heads of Section
1.1 100 % of students are passing classroom exams
Estimated Completion Date: On-going Goal
1.1.1 Continued integration of IB curricula into all daily educational programs
1.2 60 % of students qualify for National Honors Society
Estimated Completion D ate: On-going Goal
High Student Achievement - Develop inquiring, knowledgeable, caring and disciplined young people who use their
unique talents to create a better and more peaceful world through intercultural understanding and respect
Vision/Mission “Westlake Academy is a nurturing, community-owned International
Baccalaureate charter school whose mission is to achieve academic
excellence and to develop life-long learners who become responsible global
citizens.”
Values
(Guiding
Principles)
Academic
Success
through IB
Curriculum
Student and
family
oriented
environment
Being a
municipally
owned and
operated
charter school
Engaged
students with
international
awareness
Community
involvement
and support
Diverse
learning
experience
Desired
Outcomes
High
Student
Achievement
Strong Parent
&
Community
Connections
Financial
Stewardship
and
Sustainability
Student
Engagement
Effective
Educators
and Staff
DRAFT DocumenT #7 – DecembeR 22, 2009
2 | Page
1.2.1 Establish formal program to increase student awareness of the qualification
requirements and benefits of NHS
1.3 Graduate 100% of our students
Estimated Completion Date: On-going Goal
1.3.1 Continued integration of IB curricula into all daily educational programs
1.4 100% College enrollment for all graduates
Estimated Completion Date: On-going Goal
1.5 Students will perform at a level that exceeds the state average on college entrance exams
(ACT, SAT)
Estimated Completion Date: On-going Goal
1.5.1 Provide onsite testing to increase student access to exams; Research our ability to
provide a preparatory SAT, ACT program within Westlake Academy
1.6 Review the use and interpretation of college skills readiness exams, which are necessary to
gauge the student’s ability to perform at the college level
Estimated Completion Date: Fall, 2010
1.6.1 Research the capacity and applicability of alternative programs, such as the College
and Work Readiness Assessment (CWRA), for administration during freshman and
senior years, to determine the college skills levels for the MYP and DP students
1.6.2 Explore the use of the Program for International Student Assessment (PISA), Progress
in International Reading Literacy Study (PIRLS), Trends in International Mathematics
and Science Study (TIMSS), iCritical Thinking Certification, etc. as evaluation tools of
student progress
1.7 Prepare students to use cutting edge technology flexibly and effectively
Estimated Completion Date: On-going Goal
1.7.1 Research the availability/partnership of a technical sponsor
1.7.2 Effectively integrate technology into the PYP program
1.8 Develop time management and research skills study units to further prepare the students to
succeed in college level courses
Estimated Completion Date: Fall, 2010
2.0 Graduate the maximum number of students with an IB Diploma on an annual basis – On-going Goal
Team Leader(s): DP Coordinator
2.1 80% of graduates achieve the IB Diploma by 2015
DRAFT DocumenT #7 – DecembeR 22, 2009
3 | Page
2.1.1 Students will achieve at a level that exceeds the national average relative to other IB
schools
3.0 Students will excel on the TAKS test - On-going Goal
Team Leader(s): Mark Garcia/Jamie Schmitz – Heads of Section
3.1 All students will pass the TAKS exams
Estimated Completion Date: On-going Goal
3.1.1 Develop parameters for TAKS preparation which aligns with the IB programs
3.2 Exceed the number of commended students relative to internal and external assessments
Estimated Completion Date: On-going Goal
3.2.1 Benchmark the students commended level relative to Northwest ISD, Carroll ISD, and
Keller ISD
3.2.2 Establish regular and uniform progress reports as it relates to individual students on a
year to year and by grade level basis
3.3 Maintain the highest Texas Education Agency rating allowable for public schools
Estimated Completion Date: On-going Goal
4.0 IB Learner Profile will be integrated throughout the entire spectrum of the Westlake Academy
curricula and culture – On-going Goal
Team Leader(s): PYP, MYP, and DP Coordinators
4.1 Students will view learning as a life-long process and possess the following competencies:
Estimated Completion Date: On-going Goal
• The ability to think critically, creatively, and solve problems
• The ability to collaborate effectively, and lead by influence
• The ability to think flexibly, deal effectively with change, and use a variety of tools to
solve problems
• The ability to adapt to new and unfamiliar surroundings, take initiative, and trust
themselves to be creative
• The ability to communicate effectively and cogently (oral and written form)
• The ability to access and analyze information
• The ability to ask focused, purposeful questions
DRAFT DocumenT #7 – DecembeR 22, 2009
4 | Page
4.2 Students will act as arbitrators to settle disputes
Estimated Completion Date: Spring, 2011
4.2.1 Research the availability and integration of formal arbitration training to allow
students the opportunity to problem solving strategies and dispute resolution skills
4.3 Students will demonstrate the following facets of international-mindedness:
Estimated Completion Date: On-going Goal
• Knowledge and understanding beyond one’s own nationality
• Awareness and understanding of the interdependence among people
• Awareness and understanding of the independence of people and countries
• Awareness and understanding of the similarities and differences among people
4.3.1 Students will be provided with a fair and balanced view of issues and events
4.3.2 Curriculum will be presented in a holistic manner, so that both the cognitive and
affective domains of learning are stimulated
4.3.3 Promote broad student participation in residential trips
4.4 Explore programs and partnership opportunities to foster international mindedness through
the use of cultural/foreign exchange programs, Forgotten Diamonds, sister cities, etc.
Estimated Completion Date: Fall, 2011
5.0 Westlake Academy’s IB curricula and assessment methods are a product of continuous review – On-
going Goal
Team Leader(s): Ben Nibarger, Administrative Services Coordinator; PYP, MYP and DP Coordinators
5.1 Westlake Academy in top performing 5% of the following:
Estimated Completion Date: Fall, 2010
a. Texas Charter schools
b. Texas public schools
c. Benchmark schools
5.1.1 Use TAKS and additional criteria, such as, SAT, PSAT, Stanford testing, etc. to
determine comparable exam scores, applicable data sets and proper comparisons to
benchmark our outcomes against other schools
DRAFT DocumenT #7 – DecembeR 22, 2009
5 | Page
5.1.2 Review the use of the ‘building evidence’ component of the IB to assist the Staff in
identifying the appropriate measures and methods to accurately compare our IB
success with other schools
5.2 Develop methods to review the curriculum and create alignment with TEKS and between the
PYP, MYP and DP programs
Estimated Completion Date: Fall, 2010
5.2.1 Identify subject or activity specific programs (Mathematics, Science, Athletics, Spanish,
English, etc.) to be reviewed annually, each spring and fall, for continuous
improvement and internal evaluations
5.2.2 Create task force to make recommendations on curriculum expansion and/or
improvements to current course offerings (examples: additional foreign language,
choir, media arts program, etc.)
6.0 Create a list of benchmark schools for educational comparison and explore the formation of a
consortium group to foster professional collaboration and methods review - Short-Range Goal
Team Leader(s): Ben Nibarger, Administrative Services Coordinator
7.0 Work with Council, stakeholders, teachers, and staff to foster a discussion and generate a definition
of “What makes an excellent school?” – Short- Range Goal
Team Leader(s): Tom Brymer, CEO; Jamie Schmitz and Mark Garcia, Heads of Section
8.0 Students will possess a professional working proficiency in a second language – Short/Mid-Range
and On-going Goals
Team Leader(s): Aurora Morales, Spanish Teacher
8.1 Develop a formalized process to gauge the proficiency levels and gather a teacher based
assessment for each student at the beginning of each school year – (PYP, MYP and DP)
Estimated Completion Date: Summer, 2010
8.2 Students matriculating in grades 6 and 10 meet identified grade level standards for second
language proficiency
Estimated Completion Date: Spring, 2011
8.3 Graduates will demonstrate the following:
Estimated Completion Date: On-going Goal
• Know how to communicate effectively in a number of situations and within the culture
where the language is spoke
• Communicate clearly and effectively in a range of situations; understand and accurately
use oral and written forms of the language
DRAFT DocumenT #7 – DecembeR 22, 2009
6 | Page
• Express ideas with clarity and fluency while understanding the vocabulary and common
usage
• Possess the ability to understand and respond appropriately to the written and spoken
material of average difficulty
8.4 Explore the feasibility of a full-time Spanish teacher for the primary grades
Estimated Completion Date: Spring, 2012
9.0 Parents will be encouraged to participate in the educational process to support students in their
studies – Short/Mid-Range and On-going Goal
Team Leader(s): PYP, MYP, and DP Coordinators
9.1 Develop methods to achieve 100% attendance rate for new parents at parent/teacher
meetings
Estimated Completion Date: Summer, 2011
9.2 Create an educational development process for parents to simulate the student’s IB learning
environment and increase the understanding of the curricula
Estimated Completion Date: Spring, 2012
9.3 Provide parents with information from the IB action kits to further communications, explain
curriculum and answer related questions
Estimated Completion Date: Summer, 2010
9.4 Draft parent commitment agreement, which will explain the homework requirements, IB
philosophy and learner profile, along with information relative to each program that will
augment the parents understanding of IB and identify the comprehensive structure of the
Westlake Academy learning environment
Estimated Completion Date: Summer, 2010
9.4.1 Provide parenting resources, strategies and weekly focus emails from Staff
9.5 Conduct mandatory new parent meetings to review the parent commitment agreement, and
other items specific to Westlake Academy to thoroughly identify the topics and focus items
necessary for their children to succeed in the school
Estimated Completion Date: On-going
9.5.1 Open meetings to interested parents on the waiting list
9.6 Develop transitional meetings for those students and parents completing one program and
moving into another (PYP to MYP/MYP to DP)
Estimated Completion Date: Summer, 2011
9.7 Identify and provide volunteer opportunities to involve parents/grandparents in the
educational process
Estimated Completion Date: On-going
DRAFT DocumenT #7 – DecembeR 22, 2009
7 | Page
9.7.1 Streamline the volunteer application process to reduce the clearance time; research
the use of an online application form
9.7.2 Develop process to track the number of volunteer hours and benchmark with other
schools and utilize the data in relative grant opportunities
9.7.3 Examine the feasibility of implementing a full-time volunteer coordinator position
9.8 Create content mechanism for quick parent access to their child’s academic progress in all
subjects
Estimated Completion Date: Summer, 2010
9.8.1 Establish standard procedures, timelines and content for all faculty for placement of
student grades, assignments, course syllabi, etc. for constant parent engagement of
child’s academic progress on a real time basis
10.0 Consistently review the Staff to student ratio to determine reasonable levels of the number of
students per class – On-going Goal
Team Leader(s): Ben Nibarger, Administrative Services Coordinator
10.1 Heads of Section to perform analysis on an annual basis, during the budget process, and report
the information to the CEO
Estimated Completion Date: On-going Goal
1.0 Westlake Academy will work in tandem with the Town to foster community ties – Mid-Range and
On-going Goals
Specific Outcomes:
Team Leader(s): Ben Nibarger, Administrative Services Coordinator
1.1 Distribute the Black Cow newspaper to all households in the Westlake Academy community
and Westlake residents
Estimated Completion Date: On-going Goal
1.1.1 Open Black Cow subscription to parents on the waiting list
Strong Parent & Community Connections – To involve all stakeholders in building a better Westlake Academy
community
DRAFT DocumenT #7 – DecembeR 22, 2009
8 | Page
1.2 Research the development of a newsletter to be distributed to businesses and other
concerned parties in the community
Estimated Completion Date: Spring, 2012
1.2.1 Work with the Director of the Westlake Academy Foundation to determine the level of
interest and appropriate subject matter of the newsletter
1.3 Investigate the development of a community education program (Spanish courses,
partnerships with local colleges, recycling and composting classes, arts/ceramics)
Estimated Completion Date: Spring, 2013
1.3.1 Conduct interest survey to determine the types of courses according to community
feedback
1.3.2 Contact the local colleges and discuss partnerships for on-site credit courses as a
satellite campus
1.4 Work with Town Staff to develop an internship program for DP students in the local business
community
Estimated Completion Date: Spring, 2010
1.4.1 Include the use of job-shadowing on a week-by-week one time occurrence and/or long
term opportunities
2.0 Maintain multiple avenues of communication between the school and Westlake Academy
stakeholders and develop a communication plan which contains at a minimum:
Team Leader(s): Jamie Schmitz and Mark Garcia, Heads of Section; Ben Nibarger, Administrative
Services Coordinator – Short-Range and On-going Goals
2.1 Conduct the parent survey on an annual basis to assist the Staff in their educational efforts;
identify areas in need of improvement and promote feedback opportunities for the parents
Estimated Completion Date: On-going Goal
2.2 Review the current web site and re-design as needed to increase flexibility and user-friendly
aspects of navigation/information
Estimated Completion Date: Spring, 2011
2.2.1 Expand Parent survey questions to include additional feedback on web site
configuration and usage trends
2.2.2 Compare CMS platforms to streamline the updating procedures for the web site
2.3 Increase the use of technology and outreach measures to foster transparency and involve the
Academy community
Estimated Completion Date: On-going Goal
DRAFT DocumenT #7 – DecembeR 22, 2009
9 | Page
2.3.1 Develop affiliate access to the web site to provide the House of Commons, Westlake
Academy Athletic Club, Black Cow, etc. with the ability to link their home page to the
school
2.3.2 Draft parameters for posting content to the web site to ensure consistent delivery of
information to parents/students
2.3.3 Publish and maintain grade level web sites and the Academy web site
2.3.4 Research the implementation of online accessible grading systems to inform parents
of student progress
2.3.5 Research the Town’s sign ordinance to determine the feasibility of the construction of
an informational sign to be placed on J. T. Ottinger Road in order to post events and
announcements to the school community and Westlake residents
2.4 Develop and update a community events link through the web site
Estimated Completion Date: Fall, 2010
2.4.1 Add community events link to include major events such as Arbor Days, Monster
Mash, Tree Lighting Ceremony, Decoration Day, etc.
2.5 Formalize procedures through the CEO’s office to gather feedback from parents and students
who withdraw from the Academy and use for continuous improvement
Estimated Completion Date: Summer, 2011
3.0 Ensure a smooth transition of new students into Westlake Academy
Team Leader(s): Mark Garcia/Jamie Schmitz – Heads of Section; PYP, MYP, and DP Coordinators,
Primary & Secondary Counselors – On-going Goals
3.1 Develop peer mentors for new students and families
Estimated Completion Date: Summer, 2011
3.1.1 Encourage House of Commons to assist Staff in the development of the peer mentors
for families
3.1.2 Utilize the student ambassadors to assist new students with their transition in the
Westlake Academy community
3.1.3 Sponsor a mandatory orientation program for new students
3.1.4 Establish annual introductory meetings with DP Coordinator and Secondary Counselor
to answer questions and concerns of the student as it relates to the DP Program
DRAFT DocumenT #7 – DecembeR 22, 2009
10 | Page
4.0 Continue to establish local business support to promote the Academy and community events
Team Leader(s): Shelly Meyer, Foundation Director – Mid-Range and On-going Goals
4.1 Increase corporate community participation in events and activities
Estimated Completion Date: Summer, 2012
4.1.1 Host Westlake Academy night at fast food restaurants to promote fundraising (allow
for a portion of sales to return to the school and/or wear spirit wear to receive
discount); work with HOC, specific class grades to develop opportunities
4.1.2 Host movie nights, etc. with corporate sponsors to build ‘community’ within the school
and Town
4.1.3 Corporate student events – work with business community to sponsor a ‘teaching’
event/night (i.e. Fidelity could speak on saving/investing at an early age, discussions
regarding the types of students businesses would like to employ and/or utilize as
interns)
4.1.4 Discuss the posting of athletic jerseys, photos of athletes, sports statistics, etc. in local
restaurants or businesses
5.0 Foster ties with organizations which will assist Westlake Academy in achieving their goals - such as,
other schools and philanthropic groups (Hudson Foundation and Northwest ISD, etc.) – Short-Range
Goal
Specific Outcomes:
1.0 Westlake Academy will work with the Town staff to provide cost effective services to the students
and stakeholders
Team Leader(s): Ben Nibarger, Administrative Services Coordinator - On-going Goals
1.1 Operate within budget allocation on an annual basis
Estimated Completion Date: On-going Goal
1.1.1 Provide quarterly reports to the Board of Trustees
1.1.2 Staff will remit receipts and deposits to the Finance Department in a timely manner (at
least once a week)
1.1.3 Staff will handle monetary transactions in a manner consistent with the Town’s
approved financial practices policy
Financial Stewardship & Sustainability – To ensure sufficient, well-managed resources to support and
advance the mission of Westlake Academy
DRAFT DocumenT #7 – DecembeR 22, 2009
11 | Page
1.2 All purchases will be negotiated and/or researched to ensure the lowest possible price for the
Academy
Estimated Completion Date: On-going Goal
1.2.1 Heads of Section and Administrative Coordinator will collaborate to identify the
best/appropriate vendor for school related expenditures
2.0 Westlake Academy Staff and students will work with the Town and community to maximize the
efficient use of utilities and procurement of school resources – Short-Range Goal
Team Leader(s): Ben Nibarger, Administrative Services Coordinator; Troy Meyer, Facilities and
Recreation Director; Jason Power, Technology Coordinator
2.1 Reduce utility costs by 10% within 18-months and explore recycling opportunities
Estimated Completion Date: Summer, 2011
2.1.1 Promote the conservation of electricity by turning off all lights when not in use,
control the usage of water to non-peak hours and work with the Facilities Director to
install rain control sensors for watering
2.1.2 Reduce the use of printers and copiers to lower costs; research the use of ‘printing on
demand’ technology similar to systems used by colleges (possible electronic
submission of assignments)
2.1.3 Provide recommendations on new technology to further reduce the need to
print/copy items (Smart Boards, etc.)
2.1.4 Work with Public Works and Facilities Director to expand recycling opportunities on
campus (computers, paper, etc.) and to involve community in those efforts
3.0 Compensation packages for the educators and Staff will be regularly reviewed to remain competitive
with surrounding school districts
Team Leader(s): Todd Wood, Director of Administrative Services – On-going Goal
3.1 Goals will be set to maintain teacher compensation at a competitive level as compared with
surrounding school districts
Estimated Completion Date: On-going Goal
3.1.1 Human Resources Director to perform analysis on an annual basis and prepare a
report for the CEO
4.0 Staff will support and assist the Westlake Academy Foundation in fundraising and grant
opportunities
Team Leader(s): Mark Garcia and Jamie Schmitz, Heads of Section – Mid-Range and On-going Goals
DRAFT DocumenT #7 – DecembeR 22, 2009
12 | Page
4.1 Staff will participate in Gallery Night and other fundraising events
Estimated Completion Date: On-going Goal
4.1.1 Art teachers will serve in an advisory capacity to the Director of the Foundation to
promote and recruit parents/students to submit art work for Gallery Night
4.2 Conduct annual joint goal setting meetings with the Foundation and Staff
Estimated Completion Date: On-going Goal
4.3 Create Staff task force to work with the Foundation Director to pursue grant opportunities
Estimated Completion Date: Spring, 2012
4.4 Work with the Foundation to develop expansion opportunities to increase the number of
students who are provided access to the IB programs
Estimated Completion Date: Spring, 2013
4.5 Begin the Implementation of an alumni program for the Academy
Estimated Completion Date: Fall, 2011
5.0 Increase the growth of resources
Team Leader(s): Tom Brymer, CEO; Mark Garcia/Jamie Schmitz, Heads of Section – Short/Mid-Range
and On-going Goal
5.1 Strive to reach participation rate of 90% of parents in the Blacksmith Apprentice program to
maximize parent participation and support the efforts of the Academy
Estimated Completion Date: On-Going Goal
5.1.1 Conduct informational sessions to explain the importance of the Blacksmith program
and answer questions regarding the donations
5.1.2 Staff to establish meetings with the Foundation to discuss and identify additional
avenues to promote the Blacksmith Program at school events; discuss ways to increase
the parents understanding of the linkage of their donations and the actual use in the
classroom
5.1.3 Work with the Foundation to prepare and distribute flyers and email notifications to
kick-off the campaign drive and follow-up with parents to increase participation rates
5.2 Conduct study to determine the long-term financial stability of Westlake Academy
Estimated Completion Date: Spring, 2010
5.2.1 Heads of Section/WALT team to work in tandem with CEO to review the financial
requirements and funding options for the school
5.2.2 Research grant opportunities to augment revenue sources
DRAFT DocumenT #7 – DecembeR 22, 2009
13 | Page
5.3 Research additional and alternative program expansion opportunities to provide students on
the waiting list with the ability to participate in the IB curriculum (on-line courses, satellite or
campus expansion)
Estimated Completion Date: Spring, 2013
Specific Outcomes:
1.0 Westlake Academy Staff will promote school-wide leadership, athletic, community service and
extra-curricular opportunities for students
Team Leader(s): PYP, MYP, and DP Coordinators; Athletic Director – Short-Term and On-going Goals
1.1 Promote and develop ample community service opportunities to ensure that all students, K-
12, complete the necessary service hours
Estimated Completion Date: Fall, 2011
1.1.1 Establish online activities calendars, which allow for the coordination of extra-
curricular, athletic, and community service activities
1.1.2 Staff will continually review community service guidelines to prepare PYP and MYP
students to meet the demands of the CAS requirements in the DP program
1.2 Maintain a 90% approval/satisfaction rating for the athletics sports programs
Estimated Completion Date: On-going Goal
1.2.1 Include/expand wording in the Parents Survey to determine the parental approval
rating of athletics programs
1.2.2 Administer annual student survey to gauge approval rating and suggestions to the
sports offered at the Academy
1.2.3 Staff will support and collaborate with the Westlake Academy Athletics Booster Club
1.3 Maintain a 90% approval/satisfaction rating for the extra-curricular programs
Estimated Completion Date: On-going Goal
1.3.1 Survey the participants and parents, on an annual basis, to determine approval rating
and suggestions regarding extra-curricular opportunities
Student Engagement – Extracurricular activities - To ensure that all athletics, community service and extra-
curricular activities are held to the same standard of excellence as the curricula programs to promote well-
balanced students
DRAFT DocumenT #7 – DecembeR 22, 2009
14 | Page
1.4 Provide diverse opportunities for non-athletic based extra-curricular programs
Estimated Completion Date: Fall, 2011
1.4.4 Identify and pursue Staff sponsors for science, debate, Odyssey of the Mind
competition, etc.
1.5 Examine the current athletic conference and compare with alternative groups, such as the
University Interscholastic League (UIL), Texas Association of Private and Parochial Schools
(TAPPS), for alternative sports opportunities and a broader base of competition schools
2.0 Prepare an annual student based survey (current and graduated) to cover topics relative to their
experiences at Westlake Academy, satisfaction levels with athletics and extra-curricular programs,
curriculum feedback, etc.
Team Leader(s): Ben Nibarger, Administrative Services Coordinator; Mark Garcia and Jamie Schmitz,
Heads of Section – On-Going Goal
3.0 Staff will promote and support the House system
Team Leader(s): House Coordinator – Mid-Range Goal
3.1 Work with the House coordinator to identify House leadership opportunities and establish regular
participation in major events
Estimated Completion Date: Fall, 2012
3.2 School sponsored service activities to work through the House system to increase participation
Estimated Completion Date: Fall, 2012
4.0 Westlake Academy will sponsor summer programs for educational advancement
Team Leader(s): MYP, DP Coordinator and Secondary Counselor – Mid-Range Goal
4.1 Finalize discussions as to the need and offering of summer school programs for Secondary classes
Estimated Completion Date: Summer, 2012
5.0 Students will be recognized for achievements
Team Leader(s): Mark Garcia and Jamie Schmitz, Heads of Section – On-Going Goals
5.1 Staff will recognize students within the Westlake Academy community
Estimated Completion Date: On-going Goals
5.1.1 Recognition to occur at commendation ceremony each semester; announcements at
flag ceremony and where applicable, through signs posted around the school, in
newsletters, and/or Black Cow, etc.
5.2 Students will receive recognition in local newspapers for educational, service and/or athletic
achievements, etc.
Estimated Completion Date: On-going Goals
DRAFT DocumenT #7 – DecembeR 22, 2009
15 | Page
5.2.1 Athletic Director will notify publication entities of sports scores and outstanding
student successes
5.2.2 Staff will provide press releases to publications for notable accomplishments in
academics or service related activities
Specific Outcome:
1.0 Educators and Staff will attend professional development training/opportunities
Team Leader(s): Mark Garcia and Jamie Schmitz, Heads of Section; PYP, MYP, and DP Coordinators –
Short/Mid-Range and On-going Goals
1.1 Develop an organizational culture and framework for professional development
Estimated Completion Date: On-going Goals
1.1.1 Heads of Section to work with Staff to identify the type and frequency of training
opportunities
1.1.2 Maintain imbedded professional development within the IB for instructional and
administrative Staff
1.1.3 Conduct public speaking training, teamwork and leadership development for Staff
1.1.4 Examine the feasibility of developing an in-house professional development
coordinator position
1.2 Examine the implementation of a teacher focused professional development program such as
the National Board for Professional Teaching Standards (NBPTS)
Estimated Completion Date: Summer, 2010
1.2.1 Prepare a report for the Board of Trustees outlining the benefits and professional
development advantages of the program
1.3 Secure funding for the leadership team to participate in the Change Leadership Group training,
or similar programs, which focuses on educational leadership and mentoring of teachers
Estimated Completion Date: Spring, 2011
1.4 Staff will provide reports on workshops and professional development meetings
Estimated Completion Date: Spring, 2011
Effective Educators & Staff - Recruit, develop and retain a core faculty and staff with the personal qualities, skills
and expertise to work effectively with inquiry-based, student-centered curricula
DRAFT DocumenT #7 – DecembeR 22, 2009
16 | Page
1.4.1 Develop a workshop summary form to describe experiences and record materials and
contacts from workshops; Organize to provide reference for all teachers
1.4.2 Implement effective teaching strategies acquired from attending professional
development training sessions
1.4.3 Prepare presentations to the Board of Trustees, on an as needed basis, outlining the
benefits and training received at professional development courses
1.5 Research the hosting of professional development courses with surrounding schools and local
businesses
Estimated Completion Date: Summer, 2013
1.5.1 Contact schools to determine interest and opportunities for training
1.5.2 Prepare report and submit to Head(s) of Section/CEO/BOT by Fall of 2010
2.0 Staff will conduct on-site visits with IB officials for evaluation and required Charter renewals
Team Leader(s): Mark Garcia and Jamie Schmitz, Heads of Section – On-going Goals
2.1 Staff will consistently review the Academy Charter and make recommendations to the Board as to
necessary procedural changes and amendments
Estimated Completion Date: On-going Goals
2.2 Staff will work with administration to complete preparatory activities and official on-site visits
for IB evaluation and Charter renewal applications
Estimated Completion Date: On-going Goals
3.0 Promote an environment and culture which fosters leadership and collaboration across K-12 faculty
Team Leader(s): Jamie Schmitz and Mark Garcia, Heads of Section – Short-Range and On-Going
Goals
3.1 Hold monthly whole staff/faculty meetings and ‘as needed’ section meetings to promote staff
development
Estimated Completion Date: On-going Goal
3.2 Incorporate the strategic plan of Westlake Academy into staff meetings and into staff
participation activities
Estimated Completion Date: Summer, 2010
3.3 Integrate the mission, vision and value statements of the Academy into documents and staff
communications; post the information in various school locations
Estimated Completion Date: Fall, 2010
3.4 Conduct Westlake Academy Leadership Team meetings on a regular basis
Estimated Completion Date: On-going Goal
DRAFT DocumenT #7 – DecembeR 22, 2009
17 | Page
3.5 Implement the use of video sessions to provide feedback on meeting structure and avenues
for improvement of leadership team and presenters of information to faculty
Estimated Completion Date: Summer, 2011
4.0 Draft long-range facility master plan and integrate with the capital improvement plan (CIP) for the
Town of Westlake
Team Leader(s): Tom Brymer, CEO; Troy Meyer, Facilities and Recreation Director – Short-Range
Goal
4.1 Work with the Leadership Team to establish a viable facility planning and review process
Estimated Completion Date: Spring, 2011
4.2 Draft facility master plan (FMP) scope with the Board and receive direction
Estimated Completion Date: Fall, 2011
4.3 Integrate with the CIP for the Town
Estimated Completion Date: Fall, 2011
5.0 WA will recruit, develop, and retain effective and highly qualified teachers , staff and management
Team Leader(s): Tom Brymer, CEO and Mark Garcia and Jamie Schmitz, Heads of Section – Short-
Range and On-going Goal
5.1 Develop a specific profile and definition of the traits, abilities, skills, and competencies, which
define an “effective, highly qualified and accomplished teacher, support staff (non-teaching)
position, and Head of Section (principal) position”
Estimated Completion Date: Fall, 2010
5.1.1 Incorporate the profile into the annual review process for Staff
5.2 Create teaching teams to support and review in-class presentations and teaching methods
Estimated Completion Date: Spring, 2012
5.2.1 Video tape four (4) classroom sessions for each teacher, on an annual basis, to create a
method for coaching Staff
5.3 Review the use of ‘Fund 100’ for teacher and staff development opportunities (teacher grants,
professional development, legacy teachers)
Estimated Completion Date: Spring, 2011
5.4 All teachers will receive IB training, as well as Staff and administrators becoming conversant in
all state requirements
Estimated Completion Date: On-going Goal
5.5 Perform exit interviews with all teachers/staff to determine reasons for leaving and possible
improvements
Estimated Completion Date: Fall, 2010
DRAFT DocumenT #7 – DecembeR 22, 2009
18 | Page
5.5.1 Closely monitor and track reasons for voluntary contract refusal
6.0 Develop a multi-year technology plan for the Academy
Team Leader(s): Todd Wood, Director of Administrative Services – Mid-Range Goal
7.0 Structure, systems, and protocols that address academic and administrative needs will be
implemented and communicated to Staff
Team Leader(s): Ben Nibarger, Administrative Coordinator – Mid-Range Goal
5.3 Compile a list of all internal processes (e.g. field trip procedures, check requests, attendance,
expense accounts, etc.) and place in a single manual for teachers/staff
Estimated Completion Date: Summer, 2012
5.4 Codify all procedures and protocols for the school and make the accessible to faculty and staff
Estimated Completion Date: Summer, 2012
5.4.1 Compile a list of all reports required for IB, state and federal authorities and put into
place procedures to ensure full compliance
3 Village Circle, Suite 202 ~Westlake, Texas 76262
Metro: 817-430-0941 ~ Fax: 817-430-1812 ~ www.westlake-tx.org
MEMORANDUM
Date: December 7, 2009
TO: Municipal Leadership Team
Westlake Academy Leadership Team
FROM: Tom Brymer, Town Manager/CEO Westlake Academy
SUBJECT: Council Meeting Schedule and the Strategic Planning/Budget
Calendar for Both Westlake Academy and the Town of Westlake
The 2010 Board/Council meeting calendar has been compiled. We have
incorporated, as much as possible, key dates for meetings focused on strategic
planning and/or budgeting for both Westlake Academy and the Town. Here is
some additional detail presented in a different format than what is on the
proposed calendar:
Westlake Academy Academic Services Budget and Strategic Plan
• Dec. 2009- WALT meeting to discuss FY 10-11 Budget
• Jan. 2010- meet with WA affiliates for joint planning for FY 2010
• Jan. 4, 2010 present draft WA Strategic Plan to BOT
• Feb. 1, 2010- discussion with BOT of broad overview of WA’s 2010-2011
(early input, including review of updated WA financial forecast)
• March/April 2010- parents’ survey
• June 18, 2010 WA FY 10-11 Proposed Academic Services Budget and
Strategic Planning Retreat (note: this is a Friday and would be from
9:00am to 1:00pm)
• August 16, 2010- Board adoption of WA FY10-11 Academic Services
Budget
Town of Westlake Municipal Budget
• Jan. 25, 2010- Review of Strategic Plan progress to date/discuss
Citizens’ Survey
• Feb. 22, 2010- Council ranking of municipal programs/services
• May 12, 2010- New Council orientation
• May 24, 2010- After election strategic planning retreat to preview the
municipal budget (early input), Town financial forecast, and discuss
progress and updates to the strategic plan
• Aug. 13, 2010- Presentation of FY 10-11 proposed municipal budget in
retreat (note: this is a Friday and would be from 9:00am-1:00pm)
• Sept. 27, 2010- Council adoption of FY 10-11 municipal budget
Page 1 of 4
Westlake Academy / Board of Trustees’ Parent Survey
1. Satisfaction with Westlake Academy. Using a scale of 1 to 5 where 5 means “very satisfied”
and 1 means “very dissatisfied,” please rate your satisfaction with the following items at
Westlake Academy:
How Satisfied are you with:
Very
Satisfied Satisfied Neutral Dissatisfied Very
Dissatisfied
Don’t
Know
N/A
A. Teachers/faculty 5 4 3 2 1 9 0
B. Maintenance of the campus 5 4 3 2 1 9 0
C. Suitability of the campus facilities for
learning 0
D. IB (International Baccalaureate)
curriculum 5 4 3 2 1 9 0
E. The school lunch program 5 4 3 2 1 9 0
F. Extracurricular sports programs 5 4 3 2 1 9 0
G. Other extracurricular programs 5 4 3 2 1 9 0
H. School web site 5 4 3 2 1 9 0
I. Academic progress of your child 5 4 3 2 1 9 0
J. Communications regarding
issues/problems related to your child 5 4 3 2 1 9 0
K. Opportunities for parental involvement 5 4 3 2 1 9 0
L.. Leadership of Trustees/governing body 5 4 3 2 1 9 0
M. Opportunities for parental input 5 4 3 2 1 9 0
N. Quality of communication from WA 5 4 3 2 1 9 0
O. Methods of communication from WA 5 4 3 2 1 9 0
P. The four House system for students
(Thoreau, Wheatley, Whitman, Keller) 5 4 3 2 1 9 0
Q. Effectiveness of the House of Commons 5 4 3 2 1 9 0
R. Effectiveness of the WA Foundation 5 4 3 2 1 9 0
S. Effectiveness of the WAAC 5 4 3 2 1 9 0
2. Which THREE of the items listed above are most important to you? [Write in the letters below
using the letters from the list in Question 1 above].
1st:____ 2nd:____ 3rd
:____
3. Do you feel your child is emotionally
safe at school? ___(1) Yes ___(2) No
4. Do you feel your child is physically
safe at school? ___(1) Yes ___(2) No
Page 2 of 4
5. Overall, how satisfied are you with the quality of education provided by Westlake Academy?
___(5) Very satisfied
___(4) Satisfied
___(3) Neutral
___(2) Dissatisfied
___(1) Very Dissatisfied
___(9) Don’t know
6. Do you believe you have an adequate understanding of the IB curriculum?
___(1) Yes ___(2) No
7. Do you have a child with a learning disability that utilizes special education services?
___(1) Yes ___(2) No
7a. If yes, are you satisfied with the modifications/services provided by Westlake Academy?
___(1) Yes ___(2) No
7b. If “No”, why not?
8. Would you find a WA newsletter to be of value? ___(1) Yes ___(2) No
8a. If yes, would you prefer to receive this via ____ (1) email ____(2) postal mail
9. Which of the following are the best ways for Westlake Academy to keep you informed?
___(1) E-mails that direct you to the WA website
___(2) Hard copies of items posted on the WA website delivered in the HOC folder or similar
System
___(3) Direct email communication
10. Planning for the Future
. Using a scale of 1 to 5 where 5 means “extremely important” and 1
means “not important at all,” please rate how important it is for Westlake Academy to do the
following in the future, if resources are available:
How important is it for Westlake
Academy to:
Extremely
Important
Very
Important Important Somewhat
Important Not Important Don’t
Know
A. Expand IB options at the Diploma level 5 4 3 2 1 9
B. Expand the Arts program (music, drama) 5 4 3 2 1 9
C. Continue the Strings program 5 4 3 2 1 9
D. Continue residential (overnight) trips 5 4 3 2 1 9
E.
Expand the new media educational opportunities (i.e., video production, on-line journalism) 5 4 3 2 1 9
F. Improve the web site 5 4 3 2 1 9
G. Expand foreign language offerings and
opportunities 5 4 3 2 1 9
H. Implement a Spanish immersion program 5 4 3 2 1 9
I. Offer online access to student grades 5 4 3 2 1 9
Page 3 of 4
11. Would you support increasing the overall size of the student body at Westlake Academy if the
class size remained grade appropriate?
___(1) Yes
___(2) No
___(9) Don’t know
12. Which TWO of the following were most important in your decision to originally enroll your
child(ren) at Westlake Academy?
___(1) Quality of teachers/faculty
___(2) Quality of the facilities
___(3) The IB (International Baccalaureate) curriculum
___(4) Extracurricular sports programs
___(5) Other extracurricular programs
___(6) Reputation of the school
___(7) Location of the school
___(8) Cost
___(9) The Academy’s status as a “charter” school
___(10) Strings program
___(11) Foreign language offering
___(0) Other: ___________________________
13. If your child was not enrolled at Westlake Academy, where would your child most likely be
attending school?
___(1) A public school in the community where you live
___(2) A private school
___(3) Home school
14. How important do you think the Blacksmith Apprentice program is to the financial health of
the Academy?
___(1) Very important
___(2) Somewhat Important
___(3) Not sure
___(4) Not important
15. Do you annually contribute to the Blacksmith Apprentice program?
___(1) Yes
___(2) No
16. If “No”, why not?
17. What do you like BEST about Westlake Academy?
18. What ONE thing would you like to improve most at Westlake Academy?
Page 4 of 4
DEMOGRAPHICS
19. Do you live in the Town of Westlake? ___(1) Yes ___(2) No
19a. If “Yes”, how important was Westlake Academy in your decision to move to Westlake?
___(4) Very important
___(3) Somewhat Important
___(2) Not sure
___(1) Not important
20. How many years have you had at least one child attending Westlake Academy?
__________ years
21. In which grades do you currently have children enrolled at Westlake Academy?
___(1) K-2
___(2) grades 3-4
___(3) grades 5-6
___(4) grades 7-8
___(5) grades 9-10
___(6) grades 11-12
22. How many adults in your home are employed full time outside the home?
___(0) None ___(1) One ___(2) Two
22a. How can we better accommodate the needs of a working parent or working parents?
OPTIONAL
: If you have any other comments please write them in the space provided below.
WESTLAKE ACADEMY
THANKS YOU FOR COMPLETING THIS SURVEY.
Please Return Your Completed Survey in the Enclosed
Postage Paid Envelope Addressed to:
ETC Institute, 725 W. Frontier Circle, Olathe, KS 66061
Westlake Academy
Item # 4 –
Workshop
Adjournment
Back up material has not
been provided for this item.
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."
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. The Board will receive the information, ask staff to review the
matter, or an item may be noticed on a future agenda for deliberation or action.
Westlake Academy
Item # 3 – 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. Consideration of the minutes from the December 7, 2009, meeting.
b. Consideration of Resolution 10-01, Adopting a Policy Regarding
International Faculty Recruitment and Retention.
Westlake Academy
Item # 4 - Consent
Agenda Items
BOT Meeting 12-07-09
Page 1 of 6
WESTLAKE ACADEMY
BOARD OF TRUSTEES WORKSHOP & REGULAR MEETINGS
December 7, 2009
PRESENT: President Laura Wheat and Trustees Carol Langdon, Rick Rennhack and
Rebecca Rollins.
ABSENT: Trustees Tim Brittan and Larry Corson
OTHERS PRESENT: Chief Executive Officer Thomas Brymer, School Board Attorney,
Janet Bubert, Secretary Kelly Edwards, Finance Director Debbie
Piper, Head of Secondary Mark Garcia, Municipal Court
Administrator Amanda DeGan and Director of Human Resources
and Administrative Services Todd Wood.
1. CALL TO ORDER
WORKSHOP SESSION
President Wheat called the workshop meeting to order at 4:40 p.m.
2. REVIEW OF CONSENT AGENDA ITEMS FROM DECEMBER 7, 2009, TRUSTEES
REGULAR MEETING AGENDA.
Chief Executive Officer Brymer provided and overview of the 2010 meeting calendar
and various policies on the consent agenda.
3. PRESENTATION AND DISCUSSION OF FORGOTTEN DIAMONDS PROGRAM
AND POSSIBLE COLLABORATIVE OPPORTUNITIES WITH WESTLAKE
ACADEMY.
The item was discussed last due to technical problems.
Co-founder Kelly Cox provided a presentation and overview of the program and the
contributions made by Westlake Academy students.
BOT Meeting 12-07-09
Page 2 of 6
Discussion ensued regarding partnering opportunities with the Town of Westlake and
Westlake Academy.
The Board also discussed adopting a program like this would allow the students to
meet their community service requirements and make a difference defining the
commitment to community service.
The Board asked Chief Executive Officer Brymer if this program could be incorporated
into the Strategic plan, to check further into the Sister Cities program and direct staff
to work with Mrs. Cox to discuss some options on how the Town could contribute to
the program.
4. DISCUSSION OF THE WESTLAKE ACADEMY QUARTERLY FINANCIAL
“DASHBOARD” REPORT FOR THE QUARTER ENDING NOVEMBER 30, 2009.
Finance Director Piper provided an overview of the dashboard.
Discussion ensued regarding the creation of the dashboard, the Blacksmith fund, and
how the stimulus money was applied in the report. Finance Director Piper stated the
Foundation has received more funds than budgeted and the Academy has a fund
balance to allow for 63 operating days.
5. PRESENTATION AND DISCUSSION OF A DRAFT BOARD OF TRUSTEES
POLICY CONCERNING IB DIPLOMA EXAM FEES.
Chief Executive Officer Brymer provided an overview and presentation of key points
regarding the proposed policy. Funding would be based on budgeting and
funding/reimbursement from the state.
Head of Secondary Garcia answered questions related to the fees and the number of
students taking the exam.
School Board Attorney Bubert recommended adding additional language to the policy
to avoid any confusion regarding the use of public funds for private benefit.
6. DISCUSSION AND CONSIDERATION OF A BOARD POLICY REGARDING
INTERNATIONAL FACULTY RECRUITMENT AND RETENTION.
Chief Executive Officer Brymer provided an overview and presentation of key points
regarding the proposed policy.
The Board asked how the expenses been paid in the past. Director of Human
Resources and Administrative Services Wood stated that all visa costs and fees have
been paid for by the Academy at approximately $4,000 to $5,000 per visa.
BOT Meeting 12-07-09
Page 3 of 6
A recommendation was made to add additional language to the policy should a faculty
member leave for another position that they reimburse the balance.
7. DISCUSSION OF A PROPOSED POLICY CONCERNING ACADEMIC
ELIGIBILITY REQUIREMENTS FOR ATHLETIC/EXTRA-CURRICULAR
PROGRAM PARTICIPATION.
Chief Executive Officer Brymer provided an overview and presentation of key points
regarding the proposed policy.
Discussion ensued regarding the explanation of the 3 options proposed. Head of
Secondary Garcia recommended Option 2 which is similar to a policy adopted by UIL
which allows a one class exemption of an AP/honors courses that other schools have
adopted as a practice.
8. FUTURE AGENDA ITEMS
- None
9. ADJOURNMENT
There being no further business before the Board, President Wheat adjourned the
workshop at 6:43 p.m.
REGULAR SESSION
1. CALL TO ORDER
President Wheat called the Regular meeting to order at 7:00 p.m. with all Trustees
present.
2. PLEDGE OF ALLEGIANCE
President Wheat led the pledge of allegiance to the United States and Texas flags.
3. CITIZENS' PRESENTATIONS
- None
BOT Meeting 12-07-09
Page 4 of 6
4. CONSENT AGENDA
a. Review and approve minutes of the School Board of Trustees of the workshop
and regular meeting held on November 3, 2009.
b. Consideration of Resolution 09-19 establishing regular meeting dates and
procedures and setting the 2010 meeting dates.
c. Consideration of Resolution 09-20 Adopting the Following Board of Trustees
Policies:
Campus Facility Renovation/Modification Projects and Capital Projects
Guidelines
Board Parameters for Staff Recommendations to the Board of Trustees
IB Exam Fees
Adherence to the Texas Education Agency, International
Baccalaureate and Charter Guidelines
Student Athletic/Extra Curricular Program Academic Eligibility
d. Consideration of Resolution 09-21 Adopting Amendments to the Board Policy
Regarding Responsibility for Personnel Decisions Policy.
MOTION: Trustee Rennhack made a motion to approve the consent agenda with
to item c - IB Exam Fee policy and item d. as discussed with the School
Attorney. Trustee Langdon seconded the motion. The motion carried
by a vote of 3-0.
5. PRESENTATION AND DISCUSSION OF A RESOLUTION 09-22, APPROVING
THE FY 2008-2009 ANNUAL AUDIT REPORT FROM PATTILLO, BROWN &
HILL, LLP.
Greg Shropshire provided an overview and answered questions regarding the Annual
Financial report.
MOTION: Trustee Rollins made a motion to approve Resolution 09-22,
approving the FY 2008-2009 Annual Audit report from Pattillo, Brown &
Hill, LLP. Trustee Langdon seconded the motion. The motion carried
by a vote of 3-0.
BOT Meeting 12-07-09
Page 5 of 6
6. CONSIDERATION OF RESOLUTION 09-23, ADOPTING THE
RECOMMENDATIONS PERTAINING TO WESTLAKE ACADEMY’S MANAGEMENT
REPORTING STRUCTURE FROM THE MUNICIPAL CHARTER SCHOOL REPORT
PRESENTED TO THE BOARD ON OCTOBER 26, 2009.
Chief Executive Officer Brymer provided an overview and presentation of key points
regarding the proposed policy.
MOTION: Trustee Rennhack made a motion to approve Resolution 09-23,
adopting the recommendations pertaining to Westlake Academy’s
management reporting structure from the Municipal Charter School
Report presented to the board on October 26, 2009. Trustee Langdon
seconded the motion. The motion carried by a vote of 3-0.
7. BOARD CALENDAR
- Employee Recognition Banquet
December 9, 2009, 6:30 p.m.
- WA Parents Shopping Day Out
December 19, 2009 (Benefiting Project 2010)
- Spirit Week
February 8-12, 2010
- Admissions Lottery
February 24, 2010
- Spring Break
March 15-19, 2010
- Westlake Academy Gallery Night event
February 26, 2010
- Bandana Bonanza
May 8, 2010
o Texas Charter Schools Association Conference
May 12-14, 2010
- Westlake Academy Graduation
May 23, 2010
8. FUTURE AGENDA ITEMS
Trustee Rollins Establishing a 30 minute discussion regarding each chapter from
Dr. Carpenter’s charter school board governance book
developing our roles as trustees.
MOTION: Trustee Langdon made a motion to place the item on a future agenda.
Trustee Rollins Discussion of School Trips Policy.
The Board asked the WALT group to review this item and incorporate it
into the Strategic Plan.
BOT Meeting 12-07-09
Page 6 of 6
Trustee Rollins Discussion of a PYP Grading Policy.
MOTION: Trustee Rennhack made a motion to place the item on a future agenda.
Trustee Rennhack Consideration of TAPPS for Athletic Program.
The Board asked staff to explore all options/programs and incorporate it
into the Strategic Plan.
9. ADJOURNMENT
There being no further business before the Board, President Wheat asked for a
motion to adjourn.
MOTION: Trustee Rennhack made a motion to adjourn the meeting. Trustee
Rollins seconded the motion. The motion carried by a vote of 3-0.
President Wheat adjourned the meeting at 7:41 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON JANUARY 4, 2010.
____________________________
Laura Wheat, Board President
ATTEST:
_____________________________
Kelly Edwards, Board Secretary
Memo
Town of Westlake
To: Honorable President and Members of the Board of Trustees
From: Tom Brymer, CEO
Subject: Regular Meeting of January 4, 2010
Date: December 28, 2009
Consideration of a Resolution Adopting a Board Policy Regarding International Faculty
Recruitment and Retention.
ITEM
Westlake Academy is a nurturing, community owned International Baccalaureate Charter School
whose mission is to achieve academic excellence and to develop life-long learners who well
balanced, responsible citizens.
WESTLAKE ACADEMY MISSION/VISION STATEMENT
Academic Achievement
WESTLAKE ACADEMY VALUES
PYP, MYP, DP (IB Continuum)
Caring Environment
Fiscal Stewardship
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
BACKGROUND: Since its inception as an International Baccalaureate (IB) World school,
Westlake Academy has pursued the recruitment of a diverse, international teaching body through
the use of stipends and payment of visa costs for faculty recruited from abroad. This effort has
been carried out to facilitate for the Academy’s students a diversity of teachers, teaching
approaches, varying world views, and international-mindedness, all in concert with the IB Learner
Profile. To this end, a proposed policy has been drafted for the Board’s discussion and
consideration establishing guidelines and boundaries for the Chief Executive Officer (CEO) as it
relates to recruitment and retention of international faculty at Westlake Academy. This draft
policy was discussed at the Board’s December 7th
workshop with the Board indicating that no
changes were needed to the proposed language.
FUNDING
: This would vary from year to year, depending on dates of visa expiration. It should
be noted that in the past, the Academy has covered expenses related to obtaining its international
faculty’s visas and paid an annual $9,000 stipend to them.
RECOMMENDATION
: To adopt the resolution approving this policy as presented.
ATTACHMENTS
1. Resolution Adopting Said Policy for Inclusion in the Board of Trustees’ Policy Manual
:
2. Draft Proposed Policy Re: International Faculty Recruitment and Retention
Resolution 10-01
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION NO 10-01
ADOPTING A POLICY REGARDING INTERNATIONAL FACULTY RECRUITMENT AND
RETENTION
WHEREAS, the Westlake Academy Board of Trustees has considered the following
proposed policies during the December 7, 2009, workshop;
WHEREAS, the Westlake Academy Board of Trustees finds this policy will facilitate
effective and efficient recruitment to facilitate for the Academy’s students a diversity of teachers,
teaching approaches, varying world views, and international-mindedness, all in concert with the
IB Learner Profile; and
WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this
Resolution is in the best interests of the Academy;
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
International Faculty Recruitment and Retention policy, attached as Exhibit A to this resolution.
SECTION 2
. That this Resolution shall become effective upon the date of its passage.
PASSED AND APPROVED ON THIS 4th
DAY OF JANUARY 2010.
___________________________________
Laura Wheat, President
ATTEST:
______________________________ ___________________________________
Kelly Edwards, Secretary Thomas E. Brymer, Chief Executive Officer
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry, School Attorney
Resolution 10-01
Page 2 of 2
Exhibit A
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 10-01:
Date Board Adopted:
Date Board Amended:
Effective Date
:
Policy Category
: Faculty Attraction and Retention
Policy Name
: International Faculty Recruitment and Retention
Policy Goal
: Establishing Guidelines for the Recruitment and Retention of International Faculty
to Enhance School Diversity and International-mindedness
Policy Description
: Since its inception as an International Baccalaureate (IB) World school,
Westlake Academy has pursued the recruitment of a diverse, international teaching body
through the use of stipends and payment of visa costs for faculty recruited from abroad. This
effort has been carried out to facilitate for the Academy’s students a diversity of teachers,
teaching approaches, varying world views, and international-mindedness, all in concert with the
IB Learner Profile. To this end, the Chief Executive Officer (CEO) is authorized to recruit
internationally or retain existing international faculty subject to the following:
a.) the CEO will be charged with determining the proper mixture of international and national
faculty to provide the best educational services for Academy students.
b.) when determined to be in the best interests of Westlake Academy students, the CEO may
promulgate visa cost sharing arrangements by the Academy to recruit or retain international
faculty on a case by case basis, subject to funding availability in the Academy budget and/or
Fund 100.
c.) the CEO is authorized, subject to annual Board budget approval, to pay yearly stipends to
the Academy’s international teachers with said stipends to be
paid only for international staff that, when recruited by the Academy, had to move to the United
States.
d.) any consideration for payment of green card expenses by the Academy related to an
international faculty member employed at Westlake Academy can only be made after first
receiving the recommendation of the CEO followed by the approval by the Board of Trustees.
This consideration is also subject to funding availability in the Academy budget and/or Fund
100.
BOARD CALENDAR
- Spirit Week
February 8-12, 2010
- DFW Connector Groundbreaking Ceremony
February 17, 2010 at 11 a.m.
(DFW Connector field office, 440 W. State Highway 114,
Grapevine; Former Grapevine Suzuki dealership)
- Northwest Metroport and Westlake Academy
social networking event and warm spiced cider!
Thursday – Jan 21st – 4:30 p.m.
- Admissions Lottery
February 24, 2010
- Westlake Academy Gallery Night event
February 26, 2010
- Board Meeting
March 1, 2010
- Spring Break
March 15-19, 2010
- Bandana Bonanza
May 8, 2010
o Texas Charter Schools Association Conference
May 12-14, 2010
- Westlake Academy Graduation
May 23, 2010
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 CEO with the
requested item and the CEO 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 CEO will place the item on the Board agenda calendar allowing
for adequate time for staff preparation on the agenda item.
Trustee Langdon Discussion of On-line grading.
Trustee Langdon Discussion of incorporating the Communication / IT Plans
into the Strategic Plan.
Westlake Academy
Item # 6 –
Future Agenda
Items
EXECUTIVE SESSION
The Council will conduct a closed session under Texas Government Code Chapter 551
for the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter regarding the following: Westlake Academy Admissions Policy.
Westlake
Academy
Item # 7 – Executive
Session
Westlake
Academy
Item # 8 – Reconvene
Meeting
EXECUTIVE SESSION
The Council will conduct a closed session under Texas Government Code Chapter 551
for the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter regarding the following: Westlake Academy Admissions Policy.
Westlake
Academy
Item # 9 – Take any
Necessary Action, if
necessary
Westlake
Academy
Item # 10 –
Adjournment
Back up material has not
been provided for this item.