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HomeMy WebLinkAbout12-06-10 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. Page 1 of 4 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 December 6, 2010 WESTLAKE TOWN HALL 3 VILLAGE CIRCLE – 2ND COUNCIL CHAMBERS/MUNICIPAL COURT ROOM FLOOR Workshop Session 4:30 p.m. Regular Session 6:00 p.m. 1. CALL TO ORDER Workshop Session 2. REVIEW OF CONSENT AGENDA ITEMS FROM DECEMBER 6, 2010, TRUSTEES REGULAR MEETING AGENDA. Page 2 of 4 To involve all stakeholders in building a better Westlake Academy community Strategic Plan-Desired Outcome: Strong Parent & Community Connections 3. PRESENTATION AND DISCUSSION OF THE 2010 SUMMER READING CAMP CONDUCTED BY COMMUNITY STOREHOUSE AT WESTLAKE ACADEMY. To ensure sufficient, well-managed resources to support and advance the mission of Westlake Academy Strategic Plan-Desired Outcome: Financial Stewardship & Sustainability 4. PRESENTATION AND DISCUSSION OF A REPORT CONCERNING THE 2010-11 BLACKSMITH CAMPAIGN AND OTHER PLANNED FUND RAISING ACTIVITIES FOR WESTLAKE ACADEMY FOUNDATION. To involve all stakeholders in building a better Westlake Academy community Strategic Plan-Desired Outcome: Strong Parent & Community Connections 5. PRESENTATION AND DISCUSSION OF THE PROPOSED AFFILIATE GROUP GUIDELINES POLICY FOR WESTLAKE ACADEMY. 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 Strategic Plan-Desired Outcome: High Student Achievement 6. UPDATE AND DISCUSSION OF THE GOING FORWARD PLAN REGARDING IMPLEMENTATION OF BOARD’S PREVIOUS DIRECTION CONCERNING EXPANDED BLOCK SCHEDULING FOR GRADES 7-10 IN THE 2011-2012 SCHOOL YEAR. To ensure sufficient, well-managed resources to support and advance the mission of Westlake Academy Strategic Plan-Desired Outcome: Financial Stewardship & Sustainability 7. DISCUSSION OF BOARD OF TRUSTEE GOVERNANCE AS ILLUSTRATED IN DR. BRIAN CARPENTER’S CHARTER SCHOOL BOARD UNIVERSITY: AN INTRODUCTION TO EFFECTIVE CHARTER SCHOOL GOVERNANCE; CHAPTERS. 10-11. 8. BOARD RECAP / STAFF DIRECTION 9. ADJOURNMENT Page 3 of 4 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. Consider approval of the minutes for the meeting held on October 4, 2010. b. Consider approval of the minutes for the meeting held on November 1, 2010. c. Consider approval of Resolution 10-22, Amending Proof of Residency Policy related to resident building permits. 5. BOARD RECAP / STAFF DIRECTION 6. BOARD CALENDAR - Annual Westlake Employee Awards and Christmas Dinner December 11, 2010; 5:00 – 7:30 pm, Ruth’s Chris Steakhouse, Downtown Fort Worth - Town Offices Closed December 24th, 27th and 31st - Board Meeting , 2010 January 10, 2011 - Board Meeting February 7, 2011 7. 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. Page 4 of 4 8. 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. I certify that the above notice was posted at the Town Hall of the Town of Westlake, 3 Village Circle, on December 1, 2010, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government Code. CERTIFICATION _____________________________________ 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. Consider approval of the minutes for the meeting held on October 4, 2010. b. Consider approval of the minutes for the meeting held on November 1, 2010. c. Consider approval of Resolution 10-22, Amending Proof of Residency Policy related to resident building permits. Westlake Academy Item # 2 – Review of Consent Agenda Items Memo Westlake Academy To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Superintendent Subject: Regular Meeting of December 6, 2010 Date: November 22, 2010 Presentation and Discussion of the 2010 Summer Reading Camp Conducted by Community Storehouse at Westlake Academy 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 become 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 (including policy implications and options): Representatives from Community Storehouse that conducted that organization’s 2010 reading program at Westlake Academy this past summer will make a presentation to the Board of Trustees about this program and the results it created. N/A FUNDING RECOMMENDATION Hear the report from Community Storehouse representatives about this program and provide staff feedback concerning it. : None ATTACHMENTS: Memo Westlake Academy To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Town Manager/Superintendent Westlake Academy Subject: Workshop Meeting of December 6, 2010 Date: November 22, 2010 Presentation and Discussion of a Report Concerning the 2010-11 Blacksmith Campaign and Other Planned Fund Raising Activities for Westlake Academy Foundation. 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 become 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 Per the Council/BOT Advisory Board/Affiliates policy, at least once a year all Town advisory boards and Westlake Academy affiliate groups will meet with the Council and/or Board of Trustees to discuss their past year’s activities and those planned for the next twelve months. The purpose of this workshop presentation is to engender coordinated planning and collaboration between the Board and the Westlake Academy Foundation in the pursuit of the Board’s strategic objectives for the Academy. BACKGROUND (including policy options and implications): FUNDING N/A at this time : RECOMMENDATION : Receive the Foundation’s report, ask questions, and engage in collaborative dialogue and feedback with the Foundation’s President and Executive Director about the Foundation’s plans to support the Academy’s operations and strategic plans in 2010- 2011. ATTACHMENTS None : 1 Memo Town of Westlake To: Honorable President and Members of the Board of Trustees From: Amanda DeGan, Municipal Court & Special Projects Director Subject: Workshop Meeting of December 6, 2010 Date: November 23, 2010 Presentation and discussion of the proposed Affiliate Group Guidelines policy for Westlake Academy. 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 are 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 In December, 2008, the Board adopted the Citizen Advisory Board/Committee/Affiliate Relations and Communications Policy for the Town and Academy, which was designed to provide these types of groups with a broad outline of their functions, roles within the organizational structure and the scope of responsibility between the affiliate and the authorizing entity, i.e. the Town and/or Academy. BACKGROUND The proposed document builds on this advisory policy and expands to include the officially recognized affiliate groups of Westlake Academy. The draft policy identifies each of the three organizations currently affiliated with the school, the House of Commons, Westlake Academy Foundation, and the Westlake Academy Athletic Club and provides for a brief description of their stated missions and responsibilities. The first section of the policy outlines the Board’s responsibility and authority in defining those groups who are to be considered an affiliate group along with identifying the organizational structure allowing for the filing of returns as required by the Internal Revenue Service (IRS), 2 directing the groups to collect any applicable sales tax and to obtain all the necessary permits which may be required by the state as it relates to food handling, etc. The second section addresses the fiduciary and stewardship responsibilities necessary to maintain open communications between the Board’s and to provide for an annual report to the Academy Trustees describing proposed activities, financial reports, anticipated staff support requests, capital campaigns and other objectives planned during the year. The responsibilities section also requests that the groups participate in the annual strategic planning process on an as needed basis. And, as is the current practice, the Foundation’s audit will be presented in conjunction with the Academy’s report. The third and fourth sections include the stipulation of volunteer clearance through the background check process as required by state law and also identifies an approval process (to be published in an operational handbook) for the use of the Town/Academy logos on an annual basis. The final section directs staff to prepare and publish an Operational Guidelines for Westlake Academy Affiliate Groups handbook outlining the items found in this policy as well as basic fundraising procedures/authorization, events hosting and usage requests for the facility, sports based information and other items on an as needed basis. Not applicable at this time. FUNDING Review and discussion of the policy proposal for Westlake Academy in order to provide staff direction as to proceeding with the vetting process of the policy with the affiliate groups prior to the drafting and re-submittal of a final policy for Board consideration. RECOMMENDATION ATTACHMENTS: • Board policy proposals covering these related categories and topics: Governance - Affiliate Group Guidelines Page 1 of 3 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 10- : Date Board Adopted: Date Board Amended: N/A Effective Date : Policy Name : Affiliate Group Guidelines Policy Category : Governance Policy Goal : To identify guidelines for the affiliate groups who work with Westlake Academy through the communication and involvement of all stakeholders found within the community and who work toward providing financial sustainability and support of the students by operating an efficient affiliate organization with well-managed resources designed to further the Academy’s mission and vision statements. Policy Description : Affiliate groups of Westlake Academy must be identified as such by the Board of Trustees and must comply with the requirements of this policy. An affiliate of Westlake Academy is an organization designed to further the Academy’s official mission, vision and values and must have a formal organizational structure. The Board of Trustees shall determine, in its sole discretion, whether an organization may be considered an affiliate group of the Academy and may revoke such status at any time. As of the date of this policy, which may be amended, Westlake Academy recognizes the following affiliate groups: • House of Commons (Parent/Teacher Organization) • Westlake Academy Foundation • Westlake Academy Athletic Club The House of Commons is the Parent/Teacher Organization, created to build, serve and support the community, through the sponsoring of social and educational events, assisting with filling the volunteer needs of the school and contributing financially to, or for the benefit of, Westlake Academy. The Westlake Academy Foundation exists to raise funds for the operational needs, capital projects, and endowment requirements of Westlake Academy. DRAFT Page 2 of 3 The Westlake Academy Athletic Club serves and supports the Athletic Director in building student athletic participation within the community, through the organization of fundraising events, hosting the athletic banquet, providing volunteers, marketing spirit wear and making financial contributions directly to or for the benefit of Westlake Academy athletics. Any additions to the officially recognized affiliate groups require approval and adherence to the basic operational guidelines, procedures and policies established by Westlake Academy. Failure to comply with the policy and operational guidelines may result in the loss of the groups affiliate status. Organizational Structure Affiliate groups shall organize and function in a way that is consistent with the Academy’s philosophy and objectives, within adopted Board policies, in accordance with athletic guidelines and financial and audit regulations. Affiliate groups agree to comply with all applicable local, state and federal laws, rules and regulations. Such compliance shall include, but is not limited to the following: • Required IRS filings • Collection and reporting of any applicable sales tax • Obtain all necessary permits related to sales/use taxes or food handling Fiduciary and Stewardship Responsibilities Affiliate groups agree to present, at least annually a report to the Board of Trustees including, but not limited to, these topics: • Events (both completed and planned for the coming year) • Financial reports, including an annual audit report • Anticipated budget/staff requests, projects, capital campaigns, or other major purchases (if any) which may impact the budget planning process or the expenditures of Westlake Academy and/or the Town of Westlake The purpose of the report is to foster on-going dialogue between both the affiliate groups and the Board of Trustees and improve efficiencies toward the betterment of the educational outcomes at Westlake Academy. The scheduling of the annual report will be handled through the Town Secretary’s office and placed on the appropriate agenda. Also, upon request, affiliate groups will participate, as needed, in the annual strategic planning process and work toward achieving the identified goals and objectives of Westlake Academy. Page 3 of 3 Background Checks Individuals who wish to volunteer through the programs established by the affiliate groups will be required to adhere to the volunteer policy established by the Westlake Academy Board of Trustees and comply with all procedures for criminal history background checks in accordance with state law. Town (Academy) Logos Each affiliate group who would like to use the restricted logos for the Town of Westlake, Westlake Academy, or the Westlake Academy athletic teams must obtain written approval on an annual basis. Request and approval procedures will be published in the Operational Guidelines for Westlake Academy Affiliate Groups. Operational Guidelines for Westlake Academy Affiliate Groups Staff is directed to draft and maintain an Operational Guidelines document designed to provide the affiliate group(s) with the information necessary to operate in compliance with Academy policy and maintain the status of an affiliate group, which shall include, but is not limited to: a. Fundraising Procedures b. Events Hosting and Facility Usage c. Sporting Information d. Logo Usage e. Other items deemed necessary for operations. Page 1 of 2 Memo Westlake Academy To: Honorable President and Members of the Board of Trustees From: Tom Brymer, Superintendent Subject: Workshop Meeting of December 6, 2010 Date: November 22, 2010 Update and Discussion of the Going Forward Plan Regarding Implementation of Board’s Previous Direction Concerning Expanded Block Scheduling for Grades 7-10 in the 2011-2012 School Year. 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 become 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 (including policy implications and options): The Board of Trustees gave direction at their June 18, 2010 budget retreat to implement an expanded block schedule for G7-10 for the 2011-12 School Year. Staff presented a follow-up report at the September 2010 Board Workshop regarding logistical issues that either have been addressed or remain to be addressed to carry out this Board direction. Staff will touch base with the Board at this workshop as to the plans, utilizing a project team, to begin implementing this direction for the next school year. FUNDING Addressed at the June 18, 2010 budget workshop and subsequent follow-up Board discussions including WA’s five year financial forecast based upon enrollment projections that included this expanded block schedule. : RECOMMENDATION Hear the staff’s update and provide any Board feedback regarding same. : Page 2 of 2 ATTACHMENTS Report previously presented to the Board at its September workshop regarding various planning issues to implement this Board direction. : WESTLAKE ACADEMY Expanded Block Schedule Logistical Concerns 4/30/2010 Westlake Academy Leadership Team 2 Contents Lunch ............................................................................................................................................................. 3 New Students ................................................................................................................................................ 6 New Teachers ................................................................................................................................................ 7 Course Offerings ........................................................................................................................................... 8 Lockers .......................................................................................................................................................... 8 Portable Buildings ......................................................................................................................................... 9 Appendix A: Assimilating New Students to Westlake Academy ................................................................ 10 The Blacksmith Course is offered as a semester course in the Middle Years Program for students in 7th and 8th grades.......................................................................................................................................... 11 Table 1 - Current Lunch/Daily Schedule ........................................................................................................ 3 Table 2 - Adjusted Lunch/Daily Schedule ...................................................................................................... 3 Table 3 - Faculty Recruitment 2011/2012 .................................................................................................... 7 Table 4 - New Courses ................................................................................................................................... 8 Figure 1 - Current Lunch Room configuration .............................................................................................. 4 Figure 2 - West Parking Lot ........................................................................................................................... 5 Figure 3 - Portable Building Location ............................................................................................................ 9 3 Table 1 - Current Lunch/Daily Schedule Lunch Schedule Grades Starting Time Location Kindergarten 10:45 – 11:15 am Classroom G1 – 2 10:45 – 11:15 am Cafeteria G3 – 4 11:15 – 11:45 am Cafeteria G5 – 6 11:55 – 12:25 pm Cafeteria G7 – 9 12:30 – 1:00 pm Cafeteria G10 – 11 1:15 – 1:45 pm Cafeteria G12 1:50 – 2:25 pm Classroom Secondary Daily Schedule Periods Starting Time Location Flag 8:00 – 8:15 am Gym 1 8:20 – 9:35 am Classroom 2 9:40 – 10:55 am Classroom Recess 10:55 – 11:05 am Outside 3 11:10 – 12:25 pm Classroom 4 12:30 – 2:25 pm Classroom 5 2:30 – 3:45 pm Classroom Table 2 - Adjusted Lunch/Daily Schedule Adjusted Lunch Schedule Grades Starting Time Location GK – 1 10:45 – 11:15 am Classroom G2 – 4 10:45 – 11:15 am Cafeteria G5 – 6 11:15 – 11:45 am Cafeteria G7 – 8 11:55 – 12:25 pm Cafeteria G9 – 10 12:30 – 1:00 pm Cafeteria G11 – 12 1:00 – 1:30 pm Cafeteria / Released Secondary Daily Schedule Periods Starting Time Location Flag 8:00 – 8:15 am Gym 1 8:20 – 9:35 am Classroom 2 9:40 – 10:55 am Classroom Recess 10:55 – 11:05 am Outside 3 11:10 – 12:25 pm Classroom 4 12:30 – 2:25 pm Classroom 5 2:30 – 3:45 pm Classroom Lunch Concern has been expressed about increasing the number of students eating lunch in an already crowded cafeteria, as well as the late lunch schedule. The administration made changes in the FY 10/11 school year and adjusted the lunch schedule from last year. Currently kindergarten students begin eating at 10:50 am in their classroom and secondary students start at 12:30 pm. This adjustment has the secondary students eating lunch an hour earlier. With the addition of new students in the 2011/12 school year the lunch schedule would be adjusted further to accommodate the increased usage. There are two new options currently being reviewed by staff. First, by allowing kindergarten and first grade students to be served lunch in their classrooms, we can reduce the number of students using the limited cafeteria space. This allows grades two through four to start eating lunch earlier, moving the secondary lunch time forward by approximately 30 minutes. Grades 11 – 12 will eat lunch in classrooms. Over the summer slight alterations to the lunch serving area has doubled the amount of serving lines allowing the kitchen staff to cycle twice as many students through the line in the same amount of time. In addition, staff received estimates on expanding the seating area to the west by enclosing the existing 4 covered area directly outside the cafeteria. The cost of the expansion will be presented during the October 4, 2010 Board meeting. Figure 1 - Current Lunch Room configuration 5 Parking With the recent addition of the West Parking lot, as shown in red below, there is adequate parking for all the student drivers, faculty, and staff associated with the expanded block schedule. Traffic – Staggered Release With the implementation of the expanded block schedule we can expect to see an increase of 60 – 65 cars per day during the pick-up and drop-off time frame. Drop-off times rarely develop long lines due to the staggered nature of the student’s arrival times. Thirty minutes prior to the beginning of pick-up lengthy lines begin to develop that pulls the traffic off of J T Ottinger and onto the campus. On normal days the campus is cleared of the majority of students and parents within 15 minutes of dismissal. In order to more efficiently handle the increase of traffic staff suggests implementing a staggered release of primary and secondary students. This would require contracting the primary schedule by twenty minutes, ending the day at 3:25 pm, while maintaining the current release time of 3:45 pm for secondary students. The staggered release of students will relieve the peak traffic flow and should eliminate any need for additional access points to the campus. Staff also suggests implementing an early release program for the DP students. This would allow them to leave campus following their last class of the day, at approximately 2:30 pm. This is a good tool for helping to alleviate the peak traffic, but more importantly prepares students for the college experience as desired in the recent Academy survey. In addition, the Primary access appears to be more efficient at handling the large number of vehicles. The staff suggests that the secondary students be picked up in the same area as the primary students. Parents who have students in both the primary and secondary programs would be asked to pick-up no Figure 2 - West Parking Lot 6 earlier than 3:40 pm and the secondary students would be ready for pick-up at 3:50 pm. This allows for a transition of primary student supervision from the primary staff to the secondary staff. Parents who have children in both the primary and secondary program will be able to pick-up all their children in one location. In order to make this work more efficiently during adverse weather conditions, staff suggests building a covered area over the green space used for pick-up, if it is not cost prohibitive. Staff is currently investigating the cost of building the covered area and will present this during the October 4, 2010, Board meeting. In addition, this idea is well suited for the HOC and WAF to adopt as this year’s fund-an- item project. This space could be used for multiple purposes, including outdoor classes and playground area during the summer, etc. By staggering the release of primary and secondary, we would reduce the concentration of vehicles trying to access the campus by half. This will create a safer and more efficient release of students, provide a better experience for parents, and reduce the peak load of traffic on J T Ottinger. New Students The concern regarding new students to Westlake Academy was that the increasing enrollment or student turnover would adversely affect the learning environment. First the staff analyzed the data from the Academy to determine how high student turnover is in comparison with other schools. While researching this it was discovered that the average turnover rate for a public school in Texas is 23%; 55% for an open enrollment charter school; and ranges from 20% – 30% for international schools. Westlake Academy’s turnover rate averages 26%, which is slightly higher than the state average for public and international schools, but significantly lower than the average for open enrollment charter schools. 23%26%30% 55% 0% 10% 20% 30% 40% 50% 60% Texas Public Schools Westlake Academy International Schools Texas Open Enrollment Charter Schools Average Annual Student Turnover -Leavers 7 The administration feels that the process outlined in Appendix A will help to provide a clear picture to parents and students prior to entry and the support necessary to be successful in Westlake Academy. To create a positive environment with the inclusion of new students the following communications and practice must be in place prior to the commencement of the new academic year. Pre-lottery information explaining the Mission, IB Learner Profile and expectations of the Middle Years Program (MYP). This would be achieved through the MYP brochure (and slide show presentations. This would include the rigor and scope of the program. The information program would include in the May period a transition day for each grade area where new students would have a peer mentor with the new student to experience a normal day. A peer buddy program would continue with the new student’s first week followed by an advisory and the Blacksmith program. New Teachers Due to the on-boarding of new students and increased course offerings, the secondary school will need to hire additional faculty for the upcoming academic year. Staff suggests moving to an on-going recruiting process that advertises for tentative openings in the program. There is sufficient time to recruit high quality local and international teachers. The addition of the Blacksmith class, retention of grade ten PE, and health has reduced the ability of existing staff to absorb new responsibilities tied to the block schedule expansion. These courses require a little more than one full-time faculty member. This will require either the addition of one new faculty member within two years or reduction of classes. Lastly, the implementation of the expanded block option will allow for the MYP and DP to become discrete programs. This separation will provide more flexibility in scheduling students, improved faculty utilization, better use of resources, and early release for grades 11/12. Table 3 - Faculty Recruitment 2011/2012 Faculty Recruitment Type of Hire Subject 2011/12 2012/13 New Faculty Hire Foreign Language 1 FTE New Faculty Hire MYP Math / Science 1 FTE New Faculty Hire MYP Theater .5 FTE .5 FTE New Staff Hire Humanities .5 FTE .5 FTE 8 Course Offerings With the expectation of the expanded block option, the secondary school has already implemented several new courses in MYP and DP. These courses include Blacksmith (7/8), IB Economics HL/SL (11/12), and IB Environmental Systems SL (12). In addition, MYP has re-sequenced the Fine Arts program to alternate years between Theater and Art coursework. With the implementation of the expanded block option, the secondary school will be able to offer a second language, French (7), which will grow into a full sequence over the years. Also, the Math department is planning to re-sequence the Math curriculum. This will begin with the introduction of a Pre-Calculus (10) course and will require vertical articulation from grades 6 to 10. Also, incoming DP students will be able to register for two new courses, IB Theater (11/12) and IB Physics (11/12), in the 2011/12 academic year. The DP will also be able to offer an IB Technology course in the 2012/13 academic year. Table 4 - New Courses New Courses (* availability based upon student selection) 2010/2011 2011/2012 2012/2013 MYP Blacksmith (7/8) MYP French (7) MYP French (8) MYP Theater (7) Pre-Calculus (10) *IB Technology (11) MYP Theater (9) *IB Physics (11) MYP Art 8 *IB Physics (12) MYP Art 10 *IB Theater (11) IB Economics (11) *IB Theater (12) IB Economics (12) IB Environmental Systems (12) Lockers An audit of available lockers took place and the numbers of spare lockers available. There are 20 available lockers outside the Performance Hall, 7 available in the secondary area, 36 large lockers in the Arts and Science building that can be halved. The wall facing the large Grade 12 lockers in the Arts and Science building can accommodate up to 24 new lockers. This would put the total numbers at 87. Staff suggests that new lockers be added to the Arts & Science building to accommodate the growth in the secondary student population. The cost associated with this will be presented at the October 4, 2010, Board meeting. 9 Portable Buildings Three portable buildings have been budgeted for in the FY 11/12 school year and will be placed southwest of the Arts & Science Building. The drawing below illustrates the general location but is not to scale. Figure 3 - Portable Building Location 10 Appendix A: Assimilating New Students to Westlake Academy Number of new Students 80 in grades 7-10 Process 1. Open applications from December 1-January 31, 2010 2. Lottery Process based on current waiting lists 3. March MYP curriculum meetings for potential families: 7-8, 9-10. Mission and Parent/Learner commitment introduced. Provide students with schedules for the 2011-12 SY. (11-12 schedules created prior to presentations in March) 4. All schedules completed by May 2011. 5. May period for New Student Transition Program where students work through the Westlake New Student Information Booklet (What I means to be an MYP student at Westlake Academy, arrival and departure, subjects and athletics, dining hall, orientation to campus with buddies). Individual parent/student transition meetings throughout May and June on an as needed basis. 6. New Student Orientation Day workshop to stress the importance of the Mission and IB Learner Profile. Student workshop with activities to understand the philosophy of the school. Learner Commitment introduced. Organized by MYP Principal and MYP coordinator (August). 7. MYP coordinator and/or Secondary counselor meet with “new” students within the first month of school. 8. Blacksmith training for student mentors. Set up a Blacksmith family program for incoming students. What will Blacksmith family program involve? 1. Meet and greet at “Back to School” 2. Blacksmith family will touch base with the “new” family within the two months of school. 3. The Blacksmith family will be a contact for questions about Westlake many of which are not academically related. 11 The Blacksmith Course is offered as a semester course in the Middle Years Program for students in 7th and 8th grades. The Blacksmith course is designed to address student life at Westlake Academy. At the core of this course is the learning culture of the school. The course will educate students on the Middle Years Program and serve as an authentic guide and realistic approach to the school’s mission statement. The course at the core answers the question, what does it mean to be a student in the Middle Years Program at Westlake Academy? Middle Years Program study: • How do I interpret the octagon chart? • What is the Personal Project? • What are the Areas of Interaction? • How do I balance my studies? • How is the Learner Profile addressed in the Middle Years Program? Community and Service: Students through this course will create a personal plan for community service and action as well as develop a shared goal or community project at their respective grade level. The Learner Profile: Students will participate in a variety of activities and grade level discussion designed to help students engage in embracing the learner profile in action. This area of the course will address student issues and concerns in a safe environment. Students will engage in discussions related to ethical issues such as bullying and academic dishonesty. Examples may include but are not limited to: • What is passive bullying? • What can I do if I see cheating? • What types of things do I visit the counselor or coordinator for? Student Portfolio: Each student will keep a portfolio of work. Included in this portfolio will be a resume’, samples of student work, community service documentation, (in Grade 10 a personal fitness plan), and student reflection sheets. The Areas of Interaction: Students will gain an in depth understanding of the Areas of Interaction. Objectives will be to produce and facilitate at a minimum, one student class project based on using two of the Areas of Interaction as the focus. Based on the principles that drive the areas students will also have an opportunity to create and produce one grade level assembly for the Middle Years student body. 12 Study Skills: Students will gain specific strategies and techniques to assist in preparing for examinations of any kind: • Vocabulary and word building skills. • Study Strategies i.e. the use of graphic organizers as a study tool • Note taking 1. managing presented materials 2. following guidelines 3. using notes effectively • Practice timed exams 1. How to approach a multiple choice versus essay questions 2. How to overcome anxiety 3. Preparation for final examinations • Exposure to PSAT type questions • Organization and time management 1. accessing the grade book 2. developing an organizational plan 3. study planning and goal setting BOARD RECAP / STAFF DIRECTION Westlake Academy Item #8 Board Recap / Staff Direction Westlake Academy Item # 9 – Workshop Adjournment Back up material has not been provided for this item. Town of Westlake Item # 2 – Pledge of Allegiance Texas Pledge: "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible." CITIZENS' PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. Westlake Academy Item # 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. Consider approval of the minutes for the meeting held on October 4, 2010. b. Consider approval of the minutes for the meeting held on November 1, 2010. c. Consider approval of Resolution 10-22, Amending Proof of Residency Policy related to resident building permits. Westlake Academy Item # 4 - Consent Agenda Items BOT Minutes 10/04/10 Page 1 of 6 WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP & REGULAR MEETINGS October 4, 2010 PRESENT: President Laura Wheat and Trustees Clif Cox, Carol Langdon and Rick Rennhack. ABSENT: Trustee Tim Brittan OTHERS PRESENT: Superintendent Thomas Brymer, Attorney Janet Bubert, Acting Board Secretary & Assistant to the Town Manager Ginger Awtry, Secondary Principal Rod Harding, Primary Years Coordinator Terri Watson, Middle Years Coordinator Tracy Odom, Diploma Program Coordinator Stacy Stoyanoff, Administrative Services Coordinator Ben Nibarger, Finance Director Debbie Piper and Director of Parks, Recreation and Facilities Troy Meyer. Workshop Session 1. CALL TO ORDER President Wheat called the workshop meeting to order at 4:41 pm. 2. REVIEW OF CONSENT AGENDA ITEMS FROM OCTOBER 4, 2010 TRUSTEES REGULAR MEETING AGENDA. Council reviewed the consent agenda and found no discussion was necessary. 3. DISCUSSION OF PLANNING FOR THE SECONDARY EXPANDED BLOCK SCHEDULE “OPTION B” FOR THE 2011-2012 SCHOOL YEAR. Superintendent Tom Brymer introduced the item and turned over the discussion to DP Coordinator Stacy Stoyanoff. Mr. Stoyanoff briefed the Board on the status of the expansion to date. A lengthy discussion ensued regarding the following points: number of credit hours, number of courses, number of minutes per class for optimum classroom instruction, the different options in scheduling and what it means with the IB curriculum, various start/stop times of the school day for teenagers and for primary students, effects of BOT Minutes 10/04/10 Page 2 of 6 different dismissal times to families, optimum class size and various studies, what makes a quality teacher, contact hours, differences in standard level course load vs. higher level courses, Spanish, Math, Science, lunchroom traffic, parking lot use by students and traffic flow, covered outdoor facility, future plan for additional gymnasium, rainy day pick up plan, student turnover rate, teaching/reinforcing culture of the IB learner profile and learning commitment, future orientation for students and parents, new Blacksmith class, possibility of requesting student transcripts with application, new teacher hiring- this school year and the next, possible new courses for DP students, optimum numbers needed, desire for online courses with pros/cons, new block schedule lessons learned and why, courses that colleges/universities look at the most, student lockers, proposed portable buildings, The Board complimented the entire staff for providing excellent work on all of the subject matters discussed, for their research, long hours and the information presented. 4. DISCUSSION OF WESTLAKE ACADEMY’S LEGISLATIVE AGENDA FOR THE 82ND TEXAS LEGISLATURE AS IT RELATES TO PUBLIC EDUCATION AND CHARTER SCHOOLS Superintendent Brymer opened up this discussion by providing background information on the upcoming legislative session. Mr. Brymer referred the Board members to the Texas Charter School Association items that were provided in the agenda packet and directed their attention to the issues already noted in which the delegation plans to address. Discussion ensued regarding specific concerns to share with our legislative delegation. Trustee Cox stated that he would like to see legislative approved this year of funding for facilities. Trustee Langdon stressed the importance of our delegation’s diligence for facility funding and how important it is for us to stay active with our delegation. 5. UPDATE AND STATUS REPORT ON PARKING, FORMER STUDENT/PARENT EXIT INTERVIEWS AND START OF THE 2010-2011 SCHOOL YEAR. Superintendent Brymer introduced the various updates and then handed the discussion over to Academy staff members Mr. Harding, Mr. Stoyanoff, Mrs. Odom, Mrs. Watson, and Mr. Nibarger to provide detail and answer any questions from the Board. Discussion ensued regarding the new parking lot, the implementation of assigned parking spaces and how any violations will be addressed. Mr. Brymer handed out a draft of the exit interview questions to the Board and discussion ensued regarding how the survey would be distributed and how comments would be tracked. Board members suggested the following edits: 1) add a question about which program their student was enrolled i.e. PYP, MYP or DP; 2) add questions concerning the curriculum e.g. were the requirements being met, were they too challenging, not challenging enough; 3) Move questions 1, 7, 8 to the end of survey since bigger questions; 4) Only list questions 1, 7, 8, and 3 and add question of their year started, the year ended, to see how many years total at WA. BOT Minutes 10/04/10 Page 3 of 6 The next topic, activities surrounding the opening of the new school year, was introduced by Mr. Stoyanoff, Mrs. Odom and Mrs. Watson, and discussion ensued regarding the following: students handling of the new block schedule, initial start-up of the new schedule and lessons learned, curriculum meetings with parents, teachers adjusting to new block schedule, student assessments, orientation meetings and effectiveness, teacher convocation and prep week, plans for future on-boarding and IB meetings with parents, primary program observations, on-line grading, new teacher appraisal system, administrative office realignment, new buses, Principal Harding’s first few months, and upcoming employee survey. 6. DISCUSSION AND REVIEW OF THE ACADEMY MISSION/VISION STATEMENT. Principal Harding introduced this topic, explaining that he needed clarification of the mission/vision statement and the inclusion of the word “well-balanced” as some reiterations and reprints of the mission/vision statement do include this word but others do not. Superintendent Brymer stated that he felt it important to bring this item before the Board to ensure that we have full disclosure because some of the board members were not on the Board when the mission/vision statement was created and approved. Mr. Brymer went on to state that he believes this word was left off of the original statement by mistake. Discussion ensured regarding the word “well-balanced” and also about possible other revisions to the mission/vision statement. Mr. Brymer reminded the Trustees that the mission/vision statement should be revisited every 1-2 years for possible revisions along with the Strategic Plan and Mr. Harding added that there are IB requirements to do so as well. The Board directed staff to include the word “well-balanced” in the mission/vision statement on all publications and reprints moving forward. 7. DISCUSSION OF BOARD OF TRUSTEE GOVERNANCE AS ILLUSTRATED IN DR. BRIAN CARPENTER’S CHARTER SCHOOL BOARD UNIVERSITY: AN INTRODUCTION TO EFFECTIVE CHARTER SCHOOL GOVERNANCE; CHAPTERS 5-7. Trustee Carol Langdon introduced the agenda item and led the Board through a review and discussion of Chapters 5-7. Mrs. Langdon presented each chapter’s review and follow-up questions using creative visuals e.g. bingo-type cards, specific role cards (hats), and board member directional arrows. 8. BOARD RECAP / STAFF DIRECTION Board members directed staff as follows: 1) research a possible outdoor facility and report back to the Board on the findings 2) include a facilities plan when the strategic plan is revised 3) provide updates as work progresses on the expanded block schedule and future growth plans 4) provide a post-lottery update regarding student enrollment numbers and hiring status of new teachers BOT Minutes 10/04/10 Page 4 of 6 Trustee Rennhack asked for a future agenda item regarding the financial forecast and whether it is focused on academic excellence. 9. ADJOURNMENT There being no further business before the Board, President Wheat adjourned the workshop at 8:29 p.m. Regular Session 1. CALL TO ORDER President Wheat called the Regular meeting to order at 8:30 p.m. with all Trustees in attendance except Trustee Tim Brittan. 2. PLEDGE OF ALLEGIANCE President Wheat led the pledge of allegiance to the United States and Texas flags. 3. CITIZENS' PRESENTATIONS AND RECOGNITIONS Marla Goode – 1405 Lizzy Court, Keller; Mrs. Goode addressed the Board by stating that she is a strong supporter of the school and a parent of a senior student. She went on to state that she is only coming before the Board tonight because of the urgency of the matter for senior students with their college applications and the timing of the next Board meeting. Mrs. Goode expressed her appreciation to the school counselor and teachers for meeting with her but stated that she is still very concerned and confused by the answers she has received. She reiterated again, that because of the short time frame between now and the college application deadlines, that she is before the Trustees only because she feels it important that they are aware of the differences in the grading system, the weighting of grades that the Academy uses versus all the other schools (including IB), and the urgency to clarify the confusion for the senior students and parents. Mrs. Goode stated that she feels we could be under representing our students’ grades and not valuing our students’ work properly, allowing for an uneven playing field in college admissions for our graduates. Mrs. Goode handed out documents that she has been given regarding the grading scale and the weighting/non- weighting of grades and stated that she feels it is being applied differently by various teachers at Westlake Academy. She requested that the Board consider forming a committee to review and clarify this issue as quickly as possible. Rebecca Rollins – 13239 Roanoke Road, Westlake; Mrs. Rollins addressed the Board by thanking them for their focus on academic excellence and how it relates to charter schools. She went on to state that she would like to see more fiscal responsibility with more focus on student outcomes, hiring more teachers that inspire the students, and on the number of students earning the IB diploma and going on to colleges. She stated she does not see enough indicators of academic excellence at the primary level and feels that TAKS testing is not enough. Mrs. Rollins asked to see more evidence of how the students are doing in math and science and how they compare with other IB peers BOT Minutes 10/04/10 Page 5 of 6 and she asked the Board to provide a timeline on when these indicators will be put in place. Ange Bumgarner – 1700 Imperial Springs, Keller; Mrs. Bumgarner addressed the Board and expressed her confusion in understanding where the Board stands on the addition of 80 students next year for a full expansion versus the addition of bringing certain grades to 20 students this year with the addition of the block schedule. She spoke of her support and love for the school but also of her concerns with the growth in adding such a large number of students next year. She stated her belief that Westlake Academy will grow organically with the continued success of the school and then, can afford the ability to add more choices for the students. 4. CONSENT AGENDA a. Consider approval of the minutes for the meeting held on September 13, 2010. MOTION: Trustee Rennhack made a motion to approve item a on the consent agenda. Trustee Langdon seconded the motion. The motion carried by a vote of 3-0. 5. BOARD RECAP / STAFF DIRECTION - Board members asked WA staff to gather additional information along with data provided by Mrs. Goode and get back with her regarding her concerns of weighting grades. Superintendent Brymer added that staff will pull the grading policy that was recently passed by the Board and look at it in context to the concerns and documentation presented. - Board members asked WA staff to ensure that the block schedule additions added this school year do not compromise our charter requirements. 6. BOARD CALENDAR - Westlake Arbor Day Celebration (rescheduled date) October 16, 2010; 4 pm-dusk; Glenwyck Park - WHPS Living History Presentation - Texas Frontier Forts Trail October 26, 2010; 7:00 pm; WA Performance Hall - Board of Trustees Meeting November 1, 2010 - Staff Development Day- (No school for students) November 17, 2010; 8:00-3:30 pm at WA-Dr. Marsha Tate Seminar - School Holiday – Thanksgiving Break November 22-26, 2010 - Texas Charter Schools Association Conference November 29-December 1, 2010 (contact Ben N.); San Antonio BOT Minutes 10/04/10 Page 6 of 6 7. FUTURE AGENDA ITEMS - None 8. 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 Cox seconded the motion. The motion carried by a vote of 3-0. President Wheat adjourned the meeting at 8:56 p.m. APPROVED BY THE BOARD OF TRUSTEES ON DECEMBER 6, 2010. ____________________________ Laura Wheat, Board President ATTEST: _____________________________ Kelly Edwards, Board Secretary BOT Minutes 11/01/10 Page 1 of 4 WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP & REGULAR MEETINGS November 1, 2010 PRESENT: President Laura Wheat and Trustees, Tim Brittan, Carol Langdon, and Rick Rennhack. ABSENT: Clif Cox OTHERS PRESENT: Superintendent Thomas Brymer, Secretary Kelly Edwards, Secondary Principal Rod Harding, Primary Principal Jamie Schmitz, Municipal Court Administrator Amanda DeGan, and Assistant to the Town Manager Ginger Awtry. Workshop Session 1. CALL TO ORDER President Wheat called the workshop meeting to order at 4:32 p.m. 2. REVIEW OF CONSENT AGENDA ITEMS FROM NOVEMBER 1, 2010, TRUSTEES REGULAR MEETING AGENDA. Superintendent Brymer provided an overview of the amendments to the Athletic policy stating that the policy establishes the same requirements as the Texas Christian Athletic Fellowship. Discussion ensued regarding the TCAF requirements and applicability of AP classes. BOT Minutes 11/01/10 Page 2 of 4 3. PRESENTATION AND DISCUSSION OF THE STAFF TO STUDENT RATIO TO DETERMINE REASONABLE LEVELS OF THE NUMBER OF STUDENTS PER CLASS THROUGH THE PRESENTATION AND DISCUSSION OF RELEVANT AND IMPORTANT RESEARCH. Primary Principal Jamie Schmitz provided a presentation and overview of class size, a teacher quality summary and the research and methodology used to determine the optimal class size. Discussion ensued regarding any additional studies that show the ration vs. number of students, AB block scheduling, the number of students if any required by IB, and if the increase of students would affect the ability to recruit teachers. 4. PRESENTATION AND DISCUSSION OF INTERNATIONAL SCHOOLS’ ASSESSMENT (ISA). Secondary Principal Harding provided a presentation an overview of the International Schools’ Assessment. Discussion ensued regarding the design of the program, how the ISA assess, the administration of ISA, the timing of the assessment and the benefits of the ISA assessment for curriculum and how they could use the test to compare with other IB schools. The Board also reviewed handout showing an assessment of Mathematical literacy. 5. DISCUSSION OF BOARD OF TRUSTEE GOVERNANCE AS ILLUSTRATED IN DR. BRIAN CARPENTER’S CHARTER SCHOOL BOARD UNIVERSITY: AN INTRODUCTION TO EFFECTIVE CHARTER SCHOOL GOVERNANCE; CHAPTERS 8-9. The Board reviewed and discussed the questions in chapters 8 and 9 as they relate to the academy. 6. BOARD RECAP / STAFF DIRECTION Trustee Brittan would like to discuss on how we prepare to recruit teachers and teachers they would like to bring to Westlake. Discuss the system in place right now and the next step would we need to take. President Wheat would like staff see if we could offer a viewing of “Waiting for Superman” to the community. BOT Minutes 11/01/10 Page 3 of 4 7. ADJOURNMENT There being no further business before the Board, President Wheat adjourned the workshop at 6:21 p.m. Regular Session 1. CALL TO ORDER President Wheat called the Regular meeting to order at 6:22 p.m. with all Trustees. 2. PLEDGE OF ALLEGIANCE President Wheat led the pledge of allegiance to the United States and Texas flags. 3. CITIZENS' PRESENTATIONS AND RECOGNITIONS: Rebecca Rollins, 13239 Roanoke Road, would like the Board to discuss the quality of teachers. Her concerns are that your child’s school is as good as that teacher and she feels like we still have teachers that are not quality teachers. She asked that the Board determine those teachers that are worth developing and those that are not. 4. CONSENT AGENDA: a. Consider approval of Resolution 10-21, Amendment to the Student Athletic/Extra Curricular Program Academic Eligibility policy. MOTION: Trustee Langdon made a motion to approve the consent agenda. Trustee Brittan seconded the motion. The motion carried by a vote of 3-0. 5. BOARD RECAP / STAFF DIRECTION - None 6. BOARD CALENDAR - Secondary Boundary Parents Meetings (2 remaining) November 2, 2010; 7 pm; Home of Richard & Kimberly DePaolo November 10, 2010; 7 pm; Home of Jim & Christine Smith BOT Minutes 11/01/10 Page 4 of 4 - Westlake Academy Thanksgiving Holiday November 22-26, 2010 - Town Offices Closed November 25-26, 2010 - Texas Charter Schools Association Conference, San Antonio November 29-December 1, 2010 (contact Ben) - Community Tree Lighting November 30, 2010; 6:30 pm; Westlake Academy campus - Board of Trustees Meeting December 6, 2010 - Annual Westlake Employee Award and Christmas Dinner December 15, 2010; 6:30 pm; Marriott Solana - Westlake Academy Winter Holiday December 20 – 31, 2010 - Town Offices Closed December 24th, 27th and 31st , 2010 7. FUTURE AGENDA ITEMS: - None 8. 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 Langdon seconded the motion. The motion carried by a vote of 3-0. President Wheat adjourned the meeting at 6:34 p.m. APPROVED BY THE BOARD OF TRUSTEES ON DECEMBER 6, 2010. ____________________________ Laura Wheat, Board President ATTEST: _____________________________ Kelly Edwards, Board Secretary Page 1 of 2 Memo Westlake Academy To: Honorable President and Members of the Board of Trustees From: Ginger Awtry, Assistant to the Town Manager/Superintendent Subject: Meeting of December 6, 2010 Date: November 29, 2010 Regular Consider a resolution approving an amendment to the Board of Trustees ITEM Proof of Residency Policy 09-09 related to resident building permits. 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. WESTLAKE ACADEMY MISSION/ VISION STATEMENT WESTLAKE ACADEMY VALUES Academic Achievement PYP, MYP, DP (IB Continuum) Caring Environment Fiscal Stewardship Communication/Transparency Engaged Stakeholders Maximizing Each Child’s Potential BACKGROUND (including policy implications and options): In previous years, the policy section stating the admission requirements for someone building a home in Westlake and seeking admission for their child(ren) into the Academy as a resident has been found in the Parent-Student Handbooks. This policy notes that the parents must provide proof that they obtained an approved building permit prior to September 1 of the same school year seeking enrollment from the Westlake Building Department and goes on to state that substantial progress must be made in the construction of the home over the school year as determined by the CEO (Superintendent) in order to show good faith efforts of becoming a Westlake resident and moving into the home as soon as possible. During the process of revising our current Parent-Student Handbook for the 2010/11 school year, this referenced section was omitted from the Handbook and now needs to be appropriately included into the Board of Trustees Proof of Residency Policy. The proposed resolution is simply approving this administrative amendment and it is not making any changes to the current policy. Again, this proposed amendment is simply restating the same section of the policy into the Board of Trustees Proof of Residency Policy 09-09 that was Page 2 of 2 previously removed from the 2010/2011 Parent/Student Handbook during the most recent revision. N/A FUNDING Staff will be happy to answer any questions for the Board regarding the proposed administrative amendment and recommends approval of the resolution that will restate the referenced section into the more appropriate location of the Proof of Residency Policy 09-09 due to its removal from the 2010/2011 Parent/Student Handbook. RECOMMENDATION Resolution ATTACHMENTS Resolution 10-22 Page 1 of 4 WESTLAKE ACADEMY RESOLUTION NO. 10-22 A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES APPROVING AN AMENDMENT TO BOARD OF TRUSTEES PROOF OF RESIDENCY POLICY 09-09 ADDING LANGUAGE TO THE APPROPRIATE POLICY SECTION REGARDING RESIDENT BUILDING PERMITS WHEREAS, the Board of Trustees desires to amend the Westlake Academy Proof of Residency Policy No. 09-09, approved and adopted on May 4, 2009, and previously amended on August 3, 2009, by adding language to the appropriate policy section regarding resident building permits as previously found in the Parent-Student Handbooks; 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, all matters stated in the recitals hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2: The Board hereby adopts the amendment to the policy known as the Board of Trustees Proof of Residency Policy 09-09 attached to this resolution as Exhibit “A”. SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof and the Board hereby determines that it would have adopted this Resolution without the invalid provision. SECTION 4: That this resolution shall become effective from and after its date of passage. Resolution 10-22 Page 2 of 4 PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 6th DAY OF DECEMBER 2010. ___________________________________ Laura Wheat, President ATTEST: ________________________________ ___________________________________ Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent APPROVED AS TO FORM: ________________________________ L. Stanton Lowry, School Attorney Resolution 10-22 Page 3 of 4 TOWN OF WESTLAKE WESTLAKE ACADEMY BOARD OF TRUSTEES POLICY Policy No. 09- 09: Date Board Adopted: May 4, 2009 Date Board Amended: December 6, 2010 Effective Date : December 6, 2010 Policy Name : Proof of Residency Policy Policy Category : Admissions Policy Goal : Clear and concise communication for students and parents regarding admission requirements based upon: a.) residency status; b.) assisting in the engagement of all stakeholders by clarification of the residency status, and c.) the inclusion of a process/criteria for admittance of grandchildren of Westlake resident grandparents who submit appropriate and acceptable documentation that they are providing substantial after school care for their grandchild wishing to be admitted as a Westlake Academy student. Policy Description : If, during the enrollment period, Westlake Academy receives more applications from eligible applicants than there are spaces available in a class, then admission shall first be offered to eligible applicants residing within the geographic boundaries of the Town of Westlake. In order to receive priority admission consideration as a resident of the Town of Westlake, each applicant’s parent, legal guardian, or other person having lawful control must provide the following proof of residency with the enrollment application: Required Documentation to Establish Residency A parent, legal guardian, or other person having lawful control, must present a current utility bill or other proof of residence showing an address within the Town of Westlake boundaries and provide a photo identification card that includes the person's photograph, name, and an address that matches the utility bill or other proof of residence. An applicant relying on a residential lease to establish residency must provide a copy of a fully executed lease with a lease-term that extends the duration of the school year for which the applicant is seeking admission. An applicant relying on an approved building permit from the Town of Westlake Building Department to establish residency, must provide proof that the permit was on file prior to September 1st of the school year in which admission is sought. Eligibility for students admitted under this provision will be withdrawn if, in the opinion of the Superintendent, there is no satisfactory progress on the home or demonstration of intent to live in Westlake by Resolution 10-22 Page 4 of 4 September 1st of the following year. Acceptable photo identification cards for proof of eligibility shall include a current and valid state-issued driver's license, a Texas identification card, a valid passport, a military or government-issued identification card, or a consular card. Westlake Academy will not accept a credit card, debit card, or any membership card for proof of eligibility, even if such card includes a photograph. Nonresident Student in Grandparent’s After-School Care : The parent and grandparent of a nonresident student requesting admission as a Town of Westlake resident due to a grandparent providing substantial after-school care for the student shall provide the required proof of residency based on the grandparent's Westlake residency and provide notarized documentation on a form provided by Westlake Academy confirming the extent of after-school care to be provided by the grandparent. The Head of School shall have authority to approve such admission applications in accordance with the following criteria: a minimum of ten (10) hours per week of documented after-school care provided by the grandparent at the grandparent's Westlake residence. Residency Review A Westlake Academy representative may make periodic visits to a home to verify that the student is actually living at the address provided on the enrollment application or is entitled to enrollment as a resident because of after-school care provided by a grandparent. A person who presents false information or false records to obtain admission to Westlake Academy commits a criminal offense and is subject to prosecution under Texas Penal Code Section 37.10. BOARD RECAP / STAFF DIRECTION Westlake Academy Item #5 Board Recap / Staff Direction BOARD CALENDAR o Annual Westlake Employee Awards and Christmas Dinner December 11, 2010; 5:00 – 7:30 pm, Ruth’s Chris Steakhouse, Downtown Fort Worth o Town Offices Closed December 24th, 27th and 31st o Board Meeting , 2010 January 10, 2011 o Board Meeting February 7, 2011 Westlake Academy Item #6 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. - None Westlake Academy Item # 7 – Future Agenda Items Westlake Academy Item # 8 – Adjournment Back up material has not been provided for this item.