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Home My WebLink About04-09-07 BOT Agenda PacketTOWN OF WESTLAKE, TEXAS BOARD OF TRUSTEES MEETING AGENDA APRIL 9, 2007 TOWN HALL - BOARD ROOM 2650 J. T. OTTINGER ROAD 6:00 P.M. 1. CALL TO ORDER. 2. CITIZENS' PRESENTATIONS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. The Board cannot by law take action nor have any discussion or deliberations on any presentation made to the Board at this time concerning an item not listed on the agenda. Any item presented may be noticed on a future agenda for deliberation or action. 3. PRESENTATION BY WESTLAKE ACADEMY ODYSSEY OF THE MIND TEAM. 4. PRESENTATION BY WESTLAKE ACADEMY STUDENTS REGARDING TRIP TO COSTA RICA. 5. CONSIDER A RESOLUTION TO APPROVE THE ADOPTION OF A WESTLAKE ACADEMY PERSONNEL HANDBOOK. 6. CONSIDER A RESOLUTION TO APPROVE AN AMENDMENT TO THE WESTLAKE ACADEMY CHARTER THAT WOULD CHANGE THE CURRENTLY APPROVED GEOGRAPHIC BOUNDARIES FOR TRANSFER STUDENTS. 7. CONSIDER A RESOLUTION TO APPROVE AMENDMENTS TO THE WESTLAKE ACADEMY 2006-2007 BUDGET THAT REFLECTS CHANGES IN FUNDING AND COSTS. 8• CONSENT AGENDA: All items listed below are considered routine by the Board 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. Review and approve minutes of the regular Joint Board of Trustees workshop and Board of Trustees meeting held March 26, 2007. B. Review and approve any outstanding bills. 9• ADJOURNMENT. CERTIFICATION I certify that the above notice was posted on the bulletin board at the front of the Town Hall of the Town of Westlake, 2650 J.T. Ottinger Road, Westlake, Texas, on Friday, April 6, 2007, by 5 p.m., under the Open Meetings Act, Chapter 551 of the Texas Government Code. Kim Sutter, TRMC, Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made to assist you. WESTLAKE ACADEMY MEMO TO: Board of Trustees, Westlake Academy FROM: Barbara Brizuela, Head of School DATE: April 4, 2007 SUBJECT: Meeting on April 9, 2007 ITEM: Consider a resolution to approve the adoption of a Westlake Academy Personnel Handbook RECOMMENDATIONS: Staff recommends approval. BACKGROUND: Westlake Academy presently has a Staff Handbook that outlines all of the procedures that teachers need for classroom and Academy work with students. The proposed Personnel Handbook includes policies and procedures related to personnel matters not included in the Staff Handbook. Included in the proposed handbook are such matters as procedures for pay periods, personal and sick leave, and harassment. Also included in the handbook are policies governing travel expenses and the relocation allowance that had been discussed earlier in the year. WESTLAKE ACADEMY RESOLUTION NO. 07-04 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY AUTHORIZING THE ADOPTION OF THE WESTLAKE ACADEMY PERSONNEL HANDBOOK. WHEREAS, the Town of Westlake Board of Trustees believes that it is in the best interests of the teachers, the administration, the students, and the community, to adopt written personnel policies; and WHEREAS, the Board of Trustees finds that the attached Personnel Handbook is a compendium of personnel policies that suits the needs of the Academy and its constituents; 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 attached Westlake Academy Personnel Handbook as the official statement of personnel policies to be followed by the Academy. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 9TH DAY OF APRIL, 2007. Scott Bradley, President ATTEST: Kim Sutter, Secretary Barbara Brizuela, Head of School APPROVED AS TO FORM: L. Stanton Lowry, Board Attorney Westlake Academy Personnel Handbook Table of Contents Introduction, _,,~,__,I Employee Handbook Receipt --------------------_—_____ DesC[p�oDCfthe /\cadeDlV---------------____________..-----''^ K��DOSt@t9DleDt-------------------------------. -----'~ Westlake ��|a�nd{) '------'' '--~~'^� "r�^",==-------------------.. 4 Board ofT[usteeG---------------------------_—__. ------ HelDfU|[�/Otg[ts----------------------------____-------�~ Employment_,~,__,^~~_~,^__~,_,._.,,_,,,__,,.~,_~,_,_~_~_,,_,~,_,,~~,,~,~_~~_,,,_,,~_,_,~~~,^.,_~~~, EqualoV�|�n� opportunity ~ r~�^'~^^~r�~ `"—� ----------______________ 8 Job vacancy 8OOoUDcenleOtG------------------------_-------'� Employment ��e[[�t[�n��Dt -------''~ ,—r'—'^ retirement 8 Contract and noncontract employment -------------_---___-------- Searches and k��ho| --------~ ~'~�~ "~"`y----------~----------- 10 Fi�t/\kdand [�PR certification -------' ------------------------------- 11 On��Ot�8Ddt[�n8ferS ' � '----� --------------------------' 11 Workload and work schedules -----' 11 Notification of parents regarding qualifications ----- ------'------------'' 12 [�UtS�6e employment and tutoring ----' r~'^'~^` ' ----------------------.. 12 Performance Evaluations -------' ---------------------------. 12 Staff Development ------- --`~^~r^'~ ---------------------------------.---..13 Com��t� �---___. '..~~~'~.-~~-..~-'.,..._...'~~-....~.~-.~'..'..^.~....~.~..-,,-., 14 Salaries, vVRg�� and ~^^-`^^- ' ~~r~'"�"—~-----------.----^------ 14 �|kJvv�n�� -------' Relocation----------------------------. 14 and bS '-- Paychecks r~�~~~ -------------------------- 14 Direct -----'--- ' -v'~^ �~r~~^------------------------------ 15 Overtime Compensation ------ r~'~~~~''---------------------------.. 15 Travel expense [ehmbW[8eDleOt ------- -------------------------' 16 Health, dental, �DdUf�iUgWngD�� -----' ` --' -----------------------' ' 16 {�8feterkaP�DG(|R��8di�D 12S\ � ------� ` -'------------------------~' 16 \&trker�co0 nhl��[�D�� ----' '~`~~~~ -----^----------------'' 16 Unemployment in8u[�n�� -------' ,_,._.^compensation___________________.__. 17 Teacher �ti[enneOt/T�R\ ----'' (TRS) Leaves and absenses ^-`~^~-^-`~-^''-~'-~-~~^~`^-^`-~^-~--^~^`^`^`^^^-```^~~^~`^^^^`~~^`~^~^~~~`~^ 18 Personal Leave - -------------------------------' 18 Sick Leave -------- ---------------------------------'' 19 LocalLeaVe -------- --------------------------------' 19 Temporary Disability --------' _��-------..-------_------------~--.20 Worker's compensation benefits Westlake Academy Personnel Manual Page i t } Assault Leave.................... ............................................................. Bereavement Leave " " 21 Jury Duty21 ................................... 21 Other court appearances.............................................................. Military Leave .............. 21 22 Employee relations and communications.............................................................. Employee recognition and communication ............................................... ...23 Employee complaints and grievances. •• • .23 ............................................. 23 Employee conduct and welfare .................................. Standards of conduct ............................................................24 Harassment ................. ................................................... 24 Sexual Harassment .............................................................................................................. """'•'•'• Drug Abuse Prevention 27 ............. .............. Reporting suspected child abuse ............... 28 Associations and political activities .......28 Safety ....................................................................................... ........ ................. ............. ............29 Tobacco Use............ ..........................................29 ....................................... Employee Arrests and conviction............ 31 " """""""""""'•" 1 Possession of firearms in the workplace """""""""' ' Visitors in the workplace ................... " """ """ ' 31 .................................................................................... Copyrighted materials "" 32 ................. ................................................. Computer Use and data management " """"""' 32 Gifts and favors............ ................... 32 Pest control treatment............ ......................................33 ..............................................................34 GeneralProcedures................................................................................................34 Bad weather closing ............................................................................. Emergencies 34 Purchasing procedures """ 34 .................... Name and address changes 34 ................................................................... Personnel Records ...................................... 34 Use..........................................................................................................................35 .................35 TBuilding ravel Policy........................................................................................................... 35 Terminationof employment...................................................................................................39 Resignations .................. Dismissal or nonrenewal of contract employees...... Dismissal of noncontract employees............ ......"""""""""""' 40 Exit interviews and procedures...... "' •..• ..................... 40 Reports to the State Board for Educator Certification............ " "' 40 Reports concerning court-ordered withholding............ Westlake Academy Personnel Manual Page ii Student issues -.......-^ -~`-^^'^^-'^~^^'^'~~'^^~~^^~^-``~~'~^--^^-^^-^^''^^`^-^ . 42 Equal eduCaUDna|opp0�VO�es-------------------- ~-~--`-^-^^- StUdeDtnecn[dS-----___________,._______`----------'�'`� Parent and student cOm�l}aiDts------------_—_______.--------'`� Administering rnedkca�oDtostudents ----------_--___---------'�� Dietary supplements .--------43 ,,_'—_..-----------------------. �� Student discipline '------ ' -------------------------- /�3 Student attendance -----_—_______________.. ------' ��8Zim]----' ' —�-------'''`� �'-------------------------------�4 Westlake Academy Personnel Manual Intr©duction The purpose of this handbook is to provide information that will help with questions and pave the way for a successful year. Not all Westlake Academy policies and procedures are included. Those that are have been summarized. Suggestions for additions and improvements to this handbook are welcome and may be sent to the Human Resources Office, located at 2650 Ottinger Road, phone (817) 490-5711. This handbook is neither a contract nor a substitute for the official Westlake Academy policy manual. Nor is it intended to alter the at -will status of noncontract employees in any way. Rather, it is a guide to and a brief explanation of Westlake Academy policies. Westlake Academy policies and procedures can change at any time; these changes shall supersede any handbook provisions that are not compatible with the change. For more information, employees may refer to the policy codes that are associated with handbook topics, confer with their supervisor, or call the Academy Main Office. Policy manuals are located at the Human Resources Office and are available for employee review during normal working hours. Westlake Academy Personnel Manual Page 1 f•.;�4J�nait9 A Employee handbook receipt I hereby acknowledge receipt of my personal copy of the Westlake Academy Employee Hand- book. I agree to read the handbook and abide by the standards, policies, and procedures defined or referenced in this document. The information in this handbook is subject to change. I understand that changes in Academy policies may supersede, modify, or eliminate the information summarized in this booklet. As the Academy provides updated policy information, I accept responsibility for reading and abiding by the changes. I understand that no modifications to contractual relationships or alterations of at -will employ- ment relationships are intended by this handbook. I understand that I have an obligation to inform the Human Resources Office of any changes in personal information, such as phone number, address, etc. I also accept responsibility for con- tacting the Westlake Academy Main Office or the Human Resources Office if I have questions or concerns or need further explanation. Signature Date Note: You have been given two copies of this form. Please sign and date one and keep it. Sign and date the other copy and forward it to the Human Resources Office. Westlake Academy Personnel Manual Page 2 Clt �J',�Sr Westlake Academy information Description of the Westlake Academy The Westlake Academy is an Open Enrollment Charter School which opened on September 1, 2003 in Westlake, Texas. Westlake Academy distinguishes itself among neighboring educational offerings with a particular focus on inquiry -based learning and an international education. The programs of the International Baccalaureate Organization (PYP, MYP, DP) have been selected as the educational model. Educational technology is pervasive and infuses the classroom curriculum. An environment rich with heritage, the Westlake Academy mission is to provide educational opportunities to each child in keeping with his or her individual needs. Westlake Academy Personnel Manual Page 3 ��a�yisT� �C q~Kr'PGp�v Mission statement Policy AE The Westlake Academy will provide a rigorous curriculum that is international in scope with high expectations by sharing the responsibility of educational development between teachers, parents, community and students. This will be achieved by providing an innovative approach to education that focuses on the needs of each student to develop a thirst for knowledge, produce positive esteem, encourage good citizenship and maximize individual potential. This will prepare students to be active participants and agents of change in a rapidly changing environment that is global in scope. Academy goals and objectives Policies AB, AF I. Offer Rigorous International Curriculum a. Hire highly qualified domestic and international teachers b. Provide IB training for each teacher c. Monitor and measure PYP, MYP and Diploma Programs d. Become PYP, MYP and Diploma authorized Programs e. Expose student to international opportunities f. Reflect IB philosophy in organizational structure II. Adhere to High Expectations a. Maintain and enforce updated Parent/Student Handbook b. Frequently assess performance of students, teachers and staff c. Promote based on merit and performance d. Maintain above standard TEA ranking without teaching to the test e. Strive for 100% IB Diploma graduation f. *Educate students and parents in the IB grading system and articulate benefits and superior attributes to improve parental buy -in and participation in the education process III. Share responsibility of educational development among parents, teachers, students, staff and community a. Maintain active and productive Westlake Academy Foundation b. Maintain active and informed House of Commons c. Solicit structured and secure volunteer efforts d. Frequently expose and involve students and parents in community -wide activities e. Foundation to conduct annual campaign to support excellence in the Academy f Maintain active lobbying efforts in Austin to protect school interests g. Establish consistent reliable conduits of communication between teachers and parents utilizing technology, personal meetings and the criteria used in IB assessment tools. h. Provide parents with access to materials used by the students to encourage participation and support at home IV Offer individual "student needs" based education Westlake Academy Personnel Manual Page 4 a. Train all teachers in differentiation skills b. Always challenge the fastest learners and special needs students equally c. Monitor individual student work plans and progress d. Maintain an overall student -teacher ratio of not more than 16:1 e. Staff classrooms with special needs teachers to supplement regular classroom teachers where necessary V. Develop thirst for knowledge, positive self esteem, good citizenship and maximize potential a. Teach and enforce respect, values and principle based actions. b. Maintain active counseling services for all students c. Provide safe leariung environment free from intimidation, fear and/or bullying d. Apply horizontal social and academic activities through House system e. Build healthy traditions f. Provide wide range of extracurricular activities and equally support art, music, humanities and sports g. Maximize opportunity to promote the IB Learner Profile in all aspects of school life h. Expose students to a wide range of viewpoints and case studies that challenge individual thought VI. Prepare students for Global "Flat" World a. Maximize IT opportunities to connect and interact with different cultures b. Provide international education opportunities for teachers, parents and students c. Teach history and current events in the context of individual impact and opportunity to grow and learn d. Provide assessments to measure understanding of world change and its impact on education and opportunities Westlake Academy Personnel Manual Page 5 Board of trustees Policies BA, BAA, BBA, BBB, BBE, BE, BEC, BED Texas law grants the Board of Trustees the power to govern and oversee the management of the Academy's schools. The board is the policy-making body within the Academy and has overall responsibility for the curriculum, school taxes, annual budget, employment of the Head of School and other professional staff, facilities, and expansions. The board has complete and final control over school matters within limits established by state and federal law and regulations. The Board of Trustees is elected by the citizens of the Academy to represent the community's commitment to a strong educational program for the Academy's children. Trustees are elected every year in May and serve staggered two-year terms. Trustees serve without compensation, must be registered voters, and must reside within the Town of Westlake. Westlake Academy School Board of Trustees 2006-2007 Scott Bradley, Board President Buddy Brown, Board Member Bob Timmerman, Board Member Fred Held, Board Member Don Redding, Board Member Larry Corson, Board Member Barbara Brizuela, Head of School Kim Sutter, Town Secretary Trustees meet on the second Monday of each month in the council chambers located at the Academy. If the second Monday falls on a school holiday, the meeting will usually take place on the fourth Monday of the month. Special meetings may be called when necessary. A written notice of regular and special meetings will be posted at the Westlake Town Hall bulletin board at least 72 hours before the scheduled meeting time. The written notice will show the date, time, place, and subjects of each meeting. In emergencies, a meeting may be held with a two-hour notice. All meetings are open to the public. In certain circumstances, Texas law permits the board to go into a closed session. Closed session may occur for such things as discussing prospective gifts or donations, real -property acquisition, personnel issues including conferenceswith employees and employee complaints, security matters, student discipline, or to consult with pending litigation. attorneys regarding Westlake Academy Personnel Manual Page 6 School calendar Helpful contacts From time to time, employees have questions or concerns. The contacts for various Westlake Academy Departments are listed below. Barbara Brizuela, Head of School Darcy McFarlane, Assistant to the Head of School Daniela White, School Secretary Debbie Piper, Finance Director Todd Wood, Human Resources Manager Troy Meyer, Facilities Director David Jenkins, MYP Coordinator Elizabeth Bowie, PYP Coordinator Westlake Academy Personnel Manual Page 7 Employment Equal employment opportunity Policy DAA The Westlake Academy does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, disability, military status, or on any other basis prohibited by law. Employment decisions will be made on the basis of each appli- cant's job qualifications, experience, and abilities. Employees with questions or concerns about discrimination on the basis of race, color, religion, sex, national origin, age, disability, or military status should contact the Human Resources Office. Job vacancy announcements Policy DC To the extent possible, announcements of job vacancies by position and location are distributed on a regular basis and posted at the central administration building. Employment after retirement Individuals receiving retirement benefits from the Teacher Retirement System (TRS) may be employed in certain positions or on a part-time basis without affecting their benefits, according to TRS rules and state law. -Service retirees who retire before May 31 may return to work in a Texas public school without a reduction in benefits one full calendar month after the retirement date provided they meet certain strict conditions. Retirees may work in the following capacities without a loss of retirement benefits: • As a substitute at no more than the established daily substitute pay rate (Individuals receiving disability retirement benefits may not work for more than 90 days in a school year.) • On a half-time or less basis during any month, provided they are not also employed as a substitute in that month. Half-time employment cannot exceed the lesser of 50 percent of the Position's full-time load or 92 hours in a month. • On a full-time basis during a six-month period during a school year, provided that this is their only employment in a Texas public school. Individuals who retire in August may begin employment in October of the school year following their retirement. Under this last provision, retirees must submit annual written notice to TRS by the last day of the first month of full employment to avoid a disruption of benefits. Working any partof a month counts as a full month. Westlake Academy Personnel Manual Page 8 4� tvks�, Other restrictions apply when a person has retired because of a disability. Individuals retiring because of a disability should contact TRS for details about employment restrictions. Certain retirees may return to teaching on a full-time basis in acute shortage areas without a reduction in their annuities. Acute teaching shortage areas are determined by the board based on Commissioner of Education guidelines. When filling acute shortage area positions, the Academy must give hiring preference to certified applicants who are not retirees. To be eligible for full TRS benefits a retiree must meet the following criteria: • Have not been subject to a reduction in benefits for retirement at an early age or retired under disability provisions • Have a 12 -month continuous break in public school service since retirement • Be appropriately certified for the position in the applicable school year Employees can contact the Human Resources Office for additional information or contact TRS by calling 800-223-8778 or 512-542-6400. TRS information is also available on the Web (www.trs. state.tx.us). Contract and noncontract employment Policies DC, DCA, DCB, DCC, DCD, DCE As an open -enrollment Charter School, the Westlake Academy is not required by state law to employ full-time professional employees under contract. The Westlake Academy has elected to employ its professional teachers, librarians, nurses, and counselors requiring certification from the State Board of Educator Certification by employment contract. These may be probationary, term, or continuing contracts that are issued at the discretion of the Westlake Academy Board of Trustees. Employees in all other positions are employed at -will or by a contract that is not subject to the procedures for nonrenewal or termination under Chapter 21 of the Texas Education Code. The paragraphs that follow provide a general description of the employment arrangements used by the Academy. Probationary contracts. Nurses and full-time professional employees new to the Academy and employed in positions requiring SBEC certification must receive probationary contracts during their first two years of employment if they have not been previously employed by the Academy. Former employees who are hired after at least a two-year lapse in Academy employment also may be employed by probationary contract. The probationary period for those who have been employed in public schools for at least five of the eight years preceding employment with the Academy may not exceed one school year. For those with less experience, the probationary period will be three school years, with an optional fourth school year if the board determines it is doubtful whether a term or continuing contract should be given. Westlake Academy Personnel Manual Page 9 r bF W11,"` ;4�•oriC®�y� �j ��•�"pvr qh G ACA Term and continuing contracts. Full-time professionals employed in positions requiring certifi- cation and nurses will be employed by term or continuing contracts after they have successfully completed the probationary period. The type of conract will be determined by the Westlake Academy Board of Trustees. The terms and conditions of employment are detailed in the contract and employment policies. All employees will receive a copy of their contract and employment policies. Paraprofessional and auxiliary employees. All paraprofessional and auxiliary employees, regardless of certification, are employed at will and not by contract. Employment is not for any specified term and may be terminated at any time by either the employee or the Westlake Academy. Searches and alcohol and drug testing Policy DHE Noninvestigatory searches in the workplace, including accessing an employee's desk, file cabinets, or work area to obtain information needed for usual business purposes may occur when an employee is unavailable. Therefore, employees are hereby notified that they have no legitimate expectation of privacy in those places. In addition, the Academy reserves the right to conduct searches when there is reasonable cause to believe a search will uncover evidence of work-related misconduct. Such an investigatory search may include drug and alcohol testing if the suspected violation relates to drug or alcohol use. The Academy may search the employee, the employee's personal items, work areas, lockers, and private vehicles parked on Academy premises or work sites or used in Academy business. Employees required to have a commercial driver's license. Any employee who is required to have a commercial driver's license (CDL) is subject to drug and alcohol testing. This includes all drivers who operate a motor vehicle designed to transport 16 or more people, counting the driver; drivers of large vehicles; or drivers of vehicles used in the transportation of hazardous materials. Teachers, coaches, or other employees who primarily perform duties other than driving are sub- ject to testing requirements when their duties include driving. Drug testing will be conducted before an individual assumes driving responsibilities. Alcohol and drug tests will be conducted when reasonable suspicion exists, at random, when an employee returns to duty after engaging in prohibited conduct, and as a follow-up measure. Testing may be conducted following accidents. Return -to -duty and follow-up testing will be conducted when an employee who has violated the prohibited alcohol conduct standards or tested positive for alcohol or drugs returns to duty. All employees required to have a CDL who are subject to alcohol and drug testing will receive a copy of the Academy's policy, the testing requirements, and detailed information on alcohol and drug abuse and the availability of assistance programs. Employees with questions or concerns Westlake Academy Personnel Manual Page 10 relating to alcohol and drug policies and related educational material should contact the Human Resources Office. First aid and CPR certification Policy DBA Head coaches or chief sponsors of an extracurricular athletic activity that is sponsored or sanctioned by the Academy must maintain and submit to the Academy proof of current certification in first aid and cardiopulmonary resuscitation (CPR). Certification must be issued by the American Red Cross, the American Heart Association, or another organization that provides equivalent training and certification. Every effort will be made to see that volunteers acting in a coachng position also have certification. Reassignments and transfers Policy DK All personnel are subject to assignment and reassignment by the Head of School. Reassignment is a transfer to another position or department that does not necessitate a change in the employment contract. When reassignments are due to enrollment shifts or program changes, the Head of School has final placement authority. Extracurricular or supplemental duty assignments may be reassigned at any time. Employees who object to a reassignment may follow the Academy process for employee complaints as outlined in this handbook and Academy policy Employees with the required qualifications for a position may request a transfer to another grade level or department. Teachers requesting a transfer to another grade or department before the school year begins must submit their request by July 31 st. Requests for transfer during the school year will be considered only when the change will not adversely affect students and after a replacement has been found. All transfer requests will be coordinated and approved by the Head of School. Workload and work schedules Policy DL Professional employees. Professional and administrative employees are exempt from overtime pay and are employed on a 10-, 11-, or 12 -month basis, according to the work schedules set by the Academy. A school calendar is adopted each year designating the work schedule for teachers and all school holidays. Notice of work schedules including required days of service and scheduled holidays will be distributed each school year. Classroom teachers will have planning periods for instructional preparation and conferences. The schedule of planning periods is at least 450 minutes within each two-week period in blocks not less than 45 minutes. Teachers and librarians are entitled to a duty-free lunch period of at least 30 Westlake Academy Personnel Manual Page 11 •�rv�►m:�y� \��AKtF Ac�dV minutes. The Academy may require teachers to supervise students one day a week when no other personnel are available. Paraprofessional and auxiliary employees. Support employees are employed at will and will be notified of the required duty days, holidays, and hours of work for their position on an annual basis. Paraprofessional and auxiliary employees are not exempt from overtime and are not autho- rized to work in excess of their assigned schedule without prior approval from their supervisor. Notification of parents regarding qualifications Policy DK, EHBD Texas law requires that parents be notified if their child is assigned for more than 30 consecutive days to a teacher who does not hold an appropriate teaching certificate. Inappropriately certified or uncertified teachers includes individuals serving with an emergency permit (including individ- uals waiting to take the EXCET exam) or individuals who do not hold any certificate or permit. No later than the 30th instructional day after the date of assignment the Head of School will send a written notice to parents. Information relating to teacher certification will be made available to the public upon request. In schools receiving Title I funds, the Academy is also required by the No Child Left Behind Act (NCLB) to notify parents at the beginning of each school year that they may request information regarding the professional qualifications of their child's teacher. NCLB also requires that parents be notified if their child has been assigned, or taught for four or more consecutive weeks by, a teacher who is not highly qualified. Outside employment and tutoring Policy DBF Employees who wish to accept outside employment or engage in other activities for profit must submit a written request to their supervisor. Approval for outside employment will be determined by the Head of School and based on whether outside employment interferes with the duties of the regular assignment. Teachers are not allowed to privately tutor their students for pay, except dur- ing the summer months. Performance evaluations Policy DN, DNA, DNB Evaluation of an employee's job performance is a continual process that focuses on improve- ment. Performance evaluation is based on an employee's assigned job duties and other job- related criteria. All employees will participate in the evaluation process with the Head of School at least annually. Written evaluations will be completed on forms approved by the Academy. Reports, correspondence, and memoranda also can be used to document performance Westlake Academy Personnel Manual Page 12 information. All employees will receive a copy of their written evaluation, have a performance conference with their supervisor, and get the opportunity to respond to the evaluation. Staff development Policy DMA Staff development activities are organized to meet the needs of employees and the Academy. Staff development for instructional personnel is related to achieving performance objectives, and approved by the Head of School. Staff development for noninstructional personnel is designed to meet specific licensing requirements, and continued employee skill development. Individuals holding renewable SBEC certificates are responsible for obtaining the required train- ing hours and maintaining appropriate documentation. Westlake Academy Personnel Manual Page 13 -ph �j!ISjC jti�ita'�►v. g�. Compensation and benefits Salaries, wages, and stipends Policy DEA Employees are paid in accordance with administrative guidelines and a pay structure established for each position. The Academy's pay plans are reviewed by the administration each year and adjusted as needed. All Academy positions are classified as exempt or nonexempt according to federal .law. Professional and administrative employees are generally classified as exempt and are paid annual salaries on a bi-weekly basis. These employees are not entitled to overtime compensation. Other employees are generally classified as nonexempt and are paid based on hourly wages or provided compensatory time for each overtime hour worked. (See Overtime, page 15). Salaries and wages are reviewed on an annual basis and adjusted according to the budgeted amounts approved by the board. All employees will receive written notice of their pay and work schedules before the start of each school year. Classroom teachers, full-time librarians, full-time nurses, and full-time counselors will be paid no less than the minimum state salary schedule. Contract employees who perform extracurricular or supplemental duties may be paid a stipend in addition to their salary according to the Academy's extra -duty pay schedule. Employees should contact the Human Resources Office for more information about the Academy's pay schedules or their own pay. Relocation allowance The Academy may consider paying some level of relocation expenses, not to exceed $2,500, at the beginning of the initial contract, for international teachers and/or teachers hired from outside Texas or any contigiuos state. The relocation allowance will be included in the teacher's salary and will be subject to tax laws. Paychecks All employees are paid bi-weekly on every other Friday. During the school year, paystubs and paychecks are delivered to Academy Main Office. Paystubs or paychecks will not be released to any person other than the Academy employee named on the check without the employee's written authorization. During summer breaks, paystubs and paychecks will be mailed to the address on file for the employee An employee's payroll statement contains detailed information including earnings, deductions, and withholding information Westlake Academy Personnel Manual Page 14 Insert schedule of pay dates here. Direct payroll deposit Employees are encouraged to have their paychecks electronically deposited into an their bank account. A notification period of 5 business days is necessary to activate this service. With direct deposit, an employee's pay is immediately available on the pay date. Contact the Human Resources Office for more information about the direct payroll deposit service. Payroll deductions Policy CFEA Automatic payroll deductions for the Teacher Retirement System of Texas (TRS) and federal income tax are required for all full-time employees. Medicare tax deductions also are required for all employees hired after March 31, 1986. Temporary and part-time employees who are not eligible for TRS membership must have their Social Security contributions deducted. Other payroll deductions employees may elect include deductions for the employee's share of premiums for health, dental, and life insurance, and annuities. Employees also may request payroll deduction for payment of membership dues to professional organizations. Salary deductions are automatically made for unauthorized or unpaid leave. Overtime compensation Policy DEA The Academy compensates overtime for nonexempt employees in accordance with federal wage and hour laws. All employees are classified as exempt or nonexempt for purposes of overtime compensation. Professional and administrative employees are ineligible for overtime compensation. Only nonexempt employees (hourly employees and paraprofessional employees) are entitled to overtime compensation. Nonexempt employees are not authorized to work beyond their normal work schedule without advance approval from their supervisor. Overtime is legally defined as all hours worked in excess of 40 hours weekly and is not measured by the day or by the employee's regular work schedule. Employees who must work beyond their normal schedule but less than 40 hours per week will be compensated in straight - time pay or equivalent time off in the same workweek. Employees must work more than 40 total hours in a week to earn overtime compensation. For the purpose of calculating overtime, a workweek begins at 12:01 a.m. Sunday and ends at midnight Saturday. • Employees may be compensated for overtime at time -and -a -half rate with compensatory time off (comp time) or direct pay. The following applies to all nonexempt employees: • Employees can accumulate up to 60 hours of compensatory time. • Comp time must be used in the duty year that it is earned. Westlake Academy Personnel Manual Page 15 • Use of comp time may be at the employee's request with supervisor approval as workload permits. An employee may be required to use comp time before using any other available paid leave (e.g., sick, personal, vacation). Weekly time sheets will be maintained on all nonexempt employees for the purpose of wage and salary administration. Travel expense reimbursement Policy DEE Before any travel expenses are incurred by an employee, the Head of School must give approval. For approved travel, employees will be reimbursed for mileage and other travel expenditures according to the current rate schedule established by the Academy and the Internal Revenue Service. Employees must submit receipts to be reimbursed for expenses other than mileage. Health, dental, and life insurance Policy CRD Group health insurance coverage is available to regular employees who work 30 hours per week or more. The Academy's contribution to employee insurance premiums is determined annually by the Board of Trustees. The health insurance plan year is from August 1 st through July 31st. New employees must complete enrollment forms within the first 30 days of employment. Current employees can make changes in their insurance coverage during the Open Enrollment period. Employees should contact the Human Resources Office for more information. Cafeteria plan (Section 125) Employees may be eligible to participate in the Cafeteria Plan (Section 125) and, under IRS regulations, must either accept or reject this benefit. This plan enables eligible employees to pay certain insurance premiums on a pretax basis (i.e., disability, accidental death and dismemberment, cancer and dread disease, dental, and additional term life insurance). An in- house administrator handles employee claims made on these accounts. New employees must accept or reject this benefit during their first month of employment. All employees must accept or reject this benefit on an annual basis and during the specified time period. Workers' compensation insurance Policy CRE Westlake Academy Personnel Manual Page 16 a�'iripae{R�ti �r rew,. tt The Academy, in accordance with state law, provides workers' compensation benefits to employees who suffer a work-related illness or are injured on the job. The Academy has workers' compensation coverage from the Hartford Insurance Company, effective August 1, 2003. Benefits help pay for medical treatment and make up for part of the income lost while recovering. Specific benefits are prescribed by law depending on the circumstances of each case. All work-related accidents or injuries should be reported immediately to the Human Resources Office. Employees who are unable to work due to a work-related injury will be notified of their rights and responsibilities under the Texas Labor Code. Unemployment compensation insurance Policy CRF Employees who have been laid off or terminated through no fault of their own may be eligible for unemployment compensation benefits under the Texas Unemployment Compensation Act. Employees are not eligible to collect unemployment benefits during regularly scheduled breaks in the school year or the summer months if they have employment contracts or reasonable assurance of returning to service. Employees with questions about unemployment benefits should contact the Human Resources Office. Teacher retirement Policy DEG All personnel employed on a regular basis for at least one-half of the normal work schedule are members of the Teacher Retirement System of Texas (TRS). For new employees there is a 91 - day waiting period before membership in TRS begins. Substitutes not receiving TRS service retirement benefits who work at least 90 days a year are also eligible for TRS membership and to purchase a year of creditable service. TRS provides members with an annual statement of their account showing all deposits and the total account balance for the year ending August 31, as well as an estimate of their retirement benefits. Employees who plan to retire under TRS should notify the Human Resources Office as soon as possible. Information on the application procedures for TRS benefits are available in the Human Resources Office. Additional inquiries should be addressed to: Teacher Retirement System of Texas, 1000 Red River Street, Austin, TX 78701-2698, or call 800-223-8778 or 512-542-6400. TRS information is also available on the Web (www.trs.state.tx.us). Westlake Academy Personnel Manual Page 17 �LghC AC'�� Leaves and absences Policy DEC The Academy offers employees paid and unpaid leaves of absence in times of personal need. This handbook describes the basic types of leave available and restrictions on leaves of absence. Employees who have personal needs that will require long leaves of absence should call the Human Resources Office for counseling about leave options, continuation of benefits, and communicating with the Academy. Employees who take an unpaid leave of absence may continue their insurance benefits at their own expense. The Academy does not make benefit contributions for employees who are not on active payroll status. Employees must follow Academy procedures to report or request any leave of absence and complete the appropriate leave request form. Any employee who is absent more than five (5) days because of a personal or family illness must submit a medical certification from a qualified health care provider confirming the specific dates of the illness, the reason for the illness, and in the case of personal illness—the employee's fitness to return to work. Personal and local sick leave is earned on an annual basis. Leave is available for the employee's use at the beginning of the school year. If an employee leaves the Academy before the end of the work year, the cost of any unearned leave days taken shall be deducted from the employee's final paycheck. Personal leave State law entitles all employees to five days of paid personal leave per year. Personal leave is earned at a rate of one-half workday for each 18 days of employment, or for more than one-half of an 18 -day period completed at the end of the school year, up to the statutory maximum of five workdays annually. A day of earned personal leave is equivalent to an assigned workday. There is no limit on the accumulation of state personal leave, and it can be transferred to other Texas school Districts and is generally transferable to education service centers. There are two types of personal leave: nondiscretionary and discretionary. Nondiscretionary. Leave that is taken for personal or family illness, emergency, a death in the family, or active military service is considered nondiscretionary leave. This type of leave allows very little or no advance planning and will be granted to employees in the same manner as sick leave. Discretionary. Leave that is taken at an employee's discretion and that can be scheduled in advance is considered discretionary leave. An employee wishing to take discretionary personal leave must submit a notice of the request five (5) days in advance of the anticipated absence to the Head of School. Discretionary personal leave will be granted on a first-come, first-served Westlake Academy Personnel Manual Page 18 :SC+►�I►v:�9 J.0 �ir�r i4' basis. The effect of the employee's absence on the educational program, as well as the availability of substitutes, will be considered by the Head of School. Sick leave Previously accumulated state sick leave is available for use and may be transferred to other school districts in Texas. Sick leave can be used only in whole or half-day increments except when coordinated with workers' compensation benefits. Local sick leave shall be earned at the same rate as personal leave. Sick leave for the current year will be available for use at the beginning of the school year. If an employee uses more sick leave than he or she has earned, the cost of unearned sick leave will be deducted from the employee's next paycheck. In some cases that have been previously agreed upon with the Head of School, unearned sick days may be made up by working additional days during summer vacation. Sick leave may be used for the following reasons only: • Employee illness • Illness in the employee's immediate family • Family emergency (i.e., natural disasters or life-threatening situations) • Death in the immediate family • Active military service Employee Sick Leave Bank Westlake Academy employees have elected to provide a sick leave pool that will provide additional sick leave days to members of the bank in the event of catastrophic illness, surgery, or temporary disability due to an injury. Employees may request leave from the bank after all accrued, earned paid leave from their individual leave banks have been exhausted. Employees join the bank by donating a minimum of two (2) days of local leave. In the event of catastrophic illness or injury of the member, or of a person in the member's immediate family (as defined in the policy), the employee may submit a request for days from the bank. Members of the bank are eligible to apply for up to 15 days of additional paid leave from the Sick Leave Bank for catastrophic illness or injury, and can apply for a second leave of 10 days during the year. The Westlake Academy Sick Leave Pool also offers a maternity leave bank with fewer number of days offered. The staff at the Academy wishes to support working mothers who choose to stay at home with newborns. The Westlake Academy Sick Leave Pool will be governed internally by a policy document and an elected Board. In the event of catastrophic illness or injury, or of pregnancy, employees may request additional leave time by submitting a designated form to the Westlake Academy Personnel Manual Page 19 Head of School. When an application is received, the Board will meet to review the application and supporting documentation to determine if the request meets the criteria defined in the Sick Leave Pool Policy. A simple majority vote of the Board will approve or deny all requests. Once a determination has been made, the WALB Board will notify the applicant of the approval or disapproval of the days. The Sick Leave Bank will be funded by leave days that are not transferable to other districts, and must be used during employment at Westlake Academy. These unused days are currently forfeited by the employee when employment terminates. This policy provides a way for employees to assist others at a time when it is needed most. Temporary disability Certified employees. Any full-time employee whose position requires certification from the State Board for Educator Certification (SBEQ is eligible for temporary disability leave. The pur- pose of temporary disability leave is to provide job protection to full-time educators who cannot work for an extended period of time because of a mental or physical disability of a temporary nature. A full-time educator may request to be placed on temporary disability leave or be placed on leave. Pregnancy and conditions related to pregnancy are treated the same as any other tempo- rary disability. Employees must request approval for temporary disability leave. The leave request must be accompanied by a physician's statement confirming the employee's inability to work and estimating a probable date of return. If disability leave is approved, the length of leave is no longer than 180 calendar days. If disability leave is not approved, the employee must return to work or be subject to termination procedures. If an employee is placed on temporary disability leave involuntarily, he or she has the right to request a hearing before the Board of Trustees. The employee may protest the action and present additional evidence of fitness to work. When an employee is ready to return to work, the Human Resources Office should be notified at least 30 days in advance. The return -to -work notice must be accompanied by a physician's statement confirming that the employee is able to do the job. Professional employees returning from leave will be reinstated to the school to which they were previously assigned as soon as an appropriate position is available. If a position is not available before the end of the school year, professional employees will be reinstated at the beginning of the following school year. Workers' compensation benefits An employee absent from duty because of a job-related illness or injury may be eligible for workers' compensation weekly income benefits if the absence exceeds seven calendar days. Westlake Academy Personnel Manual Page 20 o� wa;"ski wfi`.�vi►7.9� An employee receiving workers' compensation wage benefits for a job-related illness or injury may choose to use accumulated sick leave or any other paid leave benefits. An employee choos- ing to use paid leave will not receive workers' compensation weekly income benefits until all paid leave is exhausted or to the extent that paid leave does not equal the pre -illness or -injury wage. If the use of paid leave is not elected, then the employee will only receive workers' compensation wage benefits for any absence resulting from a work-related illness or injury, which may not equal his or her pre -illness or -injury wage. Assault leave Assault leave provides extended job income and benefits protection to an employee who is injured as the result of a physical assault suffered during the performance of his or her job. An injury is treated as an assault if the person causing the injury could be prosecuted for assault or could not be prosecuted only because that person's age or mental capacity renders the person nonresponsible for purposes of criminal liability. An employee who is physically assaulted at work may take all the leave time medically necessary (up to two years) to recover from the physical injuries he or she sustained. At the request of an employee, the Academy will immediately assign the employee to assault leave. Days of leave granted under the assault leave provision will not be deducted from accrued personal leave and must be coordinated with workers' compensation benefits. Upon investigation the Academy may change the assault leave status and charge leave used against the employee's accrued paid leave. The employee's pay will be deducted if accrued paid leave is not available. Bereavement leave Use of state leave and/or local sick leave for death in the immediate family shall not exceed five (5) workdays per occurance, subject to the approval of the Head of School. Jury duty Employees will receive leave with pay and without loss of accumulated leave for jury duty. Employees must present documentation of the service and shall be allowed to retain any compensation they receive. Other court appearances Employees will be granted paid leave to comply with a valid subpoena to appear in a civil, crimi- nal, legislative, or administrative proceeding. Other absences for court appearances related to an employee's personal business must be taken as personal leave or leave without pay (if no Westlake Academy Personnel Manual Page 21 personal leave is available). Employees may be required to submit documentation of their need for leave for court appearances. Military leave Paid leave for military service. Any employee who is a member of the Texas National Guard, Texas State Guard, or reserve component of the armed forces will be granted a paid leave of absence without loss of any accumulated leave for authorized training or duty orders. Paid mili- tary leave will not exceed 15 days per year. In addition, an employee is entitled to use available state and local personal or sick leave during active military service. Reemployment after military leave. Employees who leave the Academy to enter into the United States uniformed services or state military duty (Texas National Guard or Texas State Gurard) may return to employment if they are honorably discharged. Employees who wish to return to the Academy will be reemployed in the position they would have held if employment had not been interrupted or reassigned to an equivalent or similar position provided they are still qualified to perform the required duties. To be eligible for reemployment, employees must provide notice of their obligation or intent to perform military service, provide evidence of honorable discharge or release, and submit an application for reemployment to the Human Resources Office. Employees who perform service in the uniformed services may elect to continue their health plan coverage at their own cost for a period not to exceed 18 months. Employees should- contact the Human Resources Office for details on eligibility, requirements, and limitations. Westlake Academy Personnel Manual Page 22 .mrrro�st,� *�'tAAF. RSA Employee relations and communications Employee recognition and appreciation Policy DJ Continuous efforts are made throughout the year to recognize employees who make an extra effort to contribute to the success of the Academy. Employees are recognized at board meetings, and through special events and activities. Complaints and grievances Policy DGBA In an effort to hear and resolve employee complaints in a timely manner and at the lowest admin- istrative level possible, the board has adopted an orderly process that all employees must follow when bringing formal complaints and grievances. Employees are encouraged to discuss problems or complaints with their supervisors or an appropriate administrator at any time. The formal grievance process provides all employees with an opportunity to be heard up to the highest level of management if they are dissatisfied with an administrative response. Once all administrative grievance procedures are exhausted, employees can bring grievances to the board of trustees. For ease of reference, the Academy's policy concerning the process of bringing com- plaints and grievances is reprinted as follows: Westlake Academy Personnel Manual Page 23 Employee conduct and welfare Standards of conduct Policy DH All employees are expected to work together in a cooperative spirit to serve the best interests of the Academy and to be courteous to students, one another, and the public. Employees are expected to observe the following standards of conduct: • Recognize and respect the rights and property of students and coworkers and maintain confidentiality in all matters relating to students and coworkers. • Report to work according to the assigned schedule. • Notify their immediate supervisor in advance or as early as possible in the event that they must be absent or late. Unauthorized absences, chronic absenteeism, tardiness, and failure • to follow procedures for reporting an absence may be cause for disciplinary action. Know and comply with Academy procedures and policies. • Observe all safety rules and regulations and report injuries or unsafe conditions to a supervisor immediately. • Use Academy time, funds, and property for authorized Academy business and activities only. All Academy employees should perform their duties in accordance with state and federal law, Academy policy, and ethical standards for. educators. The Code of Ethics and Standard Practices for Texas Educators is reprinted below: Code of Ethics and Standard Practices for Texas Educators Statement of Purpose The Texas educator shall comply with standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community and shall safeguard academic freedom. The Texas educator, in maintaining the dignity of the profession, shall respect and obey the law, demonstrate personal integrity, and exemplify honesty. The Texas educator, in exemplifying ethical relations with colleagues, shall extend just and equitable treatment to all members of the profession. The Texas educator, in accepting a position of public trust, shall measure success by the progress of each student toward realization of his or her potential as an effective citizen. The Texas educator, in fulfilling responsibilities in the community, shall cooperate with parents and others to improve the public schools of the community. Westlake Academy Personnel Manual Page 24 Professional Standards 1. Professional Ethical Conduct, Practices, and Performance - Standard 1.1 The educator shall not knowingly engage in deceptive practices regarding official policies of the school Academy or educational institution. Standard 1.2 The educator shall not knowingly misappropriate, divert, or use monies, personnel, property, or equipment committed to his or her charge for personal gain or advantage. Standard 1.3 The educator shall not submit fraudulent requests for reimbursement, expenses, or pay. Standard 1.4 The educator shall not use institutional or professional privileges for personal or partisan advantage. Standard 1.5 The educator shall neither accept nor offer gratuities, gifts, or favors that impair professional judgment or to obtain special advantage. This standard shall not restrict the acceptance of gifts or tokens offered and accepted openly from students, parents, or other persons or organizations in recognition or appreciation of service. Standard 1.6 The educator shall not falsify records, or direct or coerce others to do so. Standard 1.7 The educator shall comply with state regulations, written local school board policies, and other applicable state and federal laws. Standard 1.8 The educator shall apply for, accept, offer, or assign a position or a responsibility on the basis of professional qualifications. 2. Ethical Conduct toward Professional Colleagues Standard 2.1 The educator shall not reveal confidential health or personnel information concerning colleagues unless disclosure serves lawful professional purposes or is required by law. Standard 2.2 The educator shall not harm others by knowingly making false statements about a colleague or the school system. Standard 2.3 The educator shall adhere to written local school board policies and state and federal laws regarding the hiring, evaluation, and dismissal of personnel. Standard 2.4 The educator shall not interfere with a colleague's exercise of political, professional, or citizenship rights and responsibilities. Standard 2.5 The educator shall not discriminate against or coerce a colleague on the basis of race, color, religion, national origin, age, sex, disability, or family status. Standard 2.6 The educator shall not use coercive means or promise of special treatment in order to influence professional decisions or colleagues. Westlake Academy Personnel Manual Page 25 Standard 2.7 The educator shall not retaliate against any individual who has filed a complaint with the SBEC under this chapter. 3. Ethical Conduct toward Students Standard 3.1 The educator shall not reveal confidential information concerning students unless disclosure serves lawful professional purposes or is required by law. Standard 3.2 The educator shall not knowingly treat a student in a manner that adversely affects the student's learning, physical health, mental health, or safety. Standard 3.3 The educator shall not deliberately or knowingly misrepresent facts regarding a student. Standard 3.4 The educator shall not exclude a student from participation in a program, deny benefits to a student, or grant an advantage to a student on the basis of race, color, sex, disability, national origin, religion, or family status. Standard 3.5 The educator shall not engage in physical mistreatment of a student. Standard 3.6 The educator shall not solicit or engage in sexual conduct or a romantic relationship with a student. Standard 3.7 The educator shall not furnish alcohol or illegal/unauthorized drugs to any student or knowingly allow any student to consume alcohol or illegal/unauthorized drugs in the presence of the educator. Harassment Policies DHB, FNCL Harassment of a coworker or student motivated by race, color, religion, national origin, disability, or age is a form of discrimination and is prohibited by law. A substantiated charge of harassment against a student or employee shall result in disciplinary action. The term harassment includes repeated unwelcome and offensive slurs, jokes, or other oral, written, graphic, or physical conduct relating to an individual's race, color, religion, national origin, disability, or age that creates an intimidating, hostile, or offensive educational or work environment. Employees who believe they have been harassed are encouraged to promptly report such inci- dents to the Head of School or Human Resources Office. If the Head of School is the subject of a complaint, the employee shall report the complaint directly to the Human Resources Office. An employee who suspects or knows that a student is being harassed by a school employee or by another student shall inform the Head of School. Any allegation of harassment of students or employees shall be investigated and addressed. An employee may appeal the decision of the Head of School regarding the investigation into the allegations in accordance with the employee complaint and grievance policy and procedures. To the greatest extent possible, complaints shall be treated as confidential. Limited disclosure may Westlake Academy Personnel Manual Page 26 be necessary to complete a thorough investigation. The Academy will not retaliate against an employee who in good faith reports perceived harassment. Sexual harassment Policies DHC, FNCJ, FFG Employee -to -employee. Sexual harassment of a coworker is a form of discrimination and is pro- hibited by law. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct under the following conditions: • Submission to such conduct is explicitly or implicitly a term or condition of employment. • Submission to or rejection of such conduct is used as the basis for employment decisions. • The conduct unreasonably interferes with an individual's work performance or creates an intimidating, hostile, or otherwise offensive work environment. Employees who believe that they have been sexually harassed by another employee are encour- aged to come forward with complaints. The Academy will promptly investigate all allegations of sexual harassment and will take prompt appropriate disciplinary action against employees found to have engaged in conduct constituting sexual harassment of other employees. The Academy's policy outlining the process of filing complaints of sexual harassment is reprinted below: Insert text of DHC (Local) here (will he written when policy manual is completed) Employee -to -student. Sexual harassment of students by employees is a form of discrimination and is prohibited by law. Sexual harassment of students includes any welcome or unwelcome sexual advances, requests for sexual favors, and other oral, written, physical, or visual conduct of a sexual nature. Romantic relationships between Academy employees and students are strictly prohibited. Other prohibited conduct includes the following: • Engaging in sexually oriented conversations for the purpose of personal sexual gratifica- tion • Telephoning students at home or elsewhere and engaging in inappropriate social relation- ships • Engaging in physical contact that would reasonably be construed as sexual in nature • Enticing or threatening students to get them to engage in sexual behavior in exchange for grades or other school -related benefits In most instances, sexual abuse of a student by an employee violates the student's constitutional right to bodily integrity. Sexual abuse may include, but is not limited to, fondling, sexual assault, or sexual intercourse. Westlake Academy Personnel Manual Page 27 Employees who suspect a student is being sexually harassed or abused by another employee are obligated to report their concerns to ,the Head of School or Human Resources Office. All allegations of sexual harassment or sexual abuse of a student will be reported to the student's parents and promptly investigated. Conduct that may be characterized as known or suspected child abuse also will be reported to the appropriate authorities, as required by law. Employees with questions or concerns relating to the alleged sexual harassment of a student should contact the Human Resources Office. Drug—abuse prevention Policies DH, DI The Westlake Academy is committed to maintaining a drug-free environment and will not tolerate the use of illegal drugs in the workplace. Employees who use or are under the influence of alcohol or illegal drugs as defined by the Texas Controlled Substances Act during working hours may be dismissed. The Academy's policy on drug abuse and drug-free schools can be found in the Staff Handbook and is in line with state law. State law is discussed on the TEA website or in the unabridged version of the Personnel Manual located in the Human Resources Office. Insert information on alcohol and drug abuse in DH (Local) and DI (Exhibit) here. Reporting suspected child abuse Policy DG, DH, FFG, GRA All employees are required by state law to report any suspected child abuse or neglect to a law enforcement agency, Child Protective Services, or appropriate state agency (e.g.: state agency operating, licensing, certifying, or registering a facility) within 48 hours of the event that led to the suspicion. Reports to Child Protective Services can be made to a local office or to the Texas Abuse Hotline (800-252-5400). State law specifies that an employee may not delegate to or rely on another person to make the report. Under state law, any person reporting or assisting in the investigation of reported child abuse or neglect is immune from liability unless the report is made in bad faith or with malicious intent. In addition, the Academy is prohibited from retaliating against an employee who, in good faith, reports child abuse or neglect or who participates in an investigation regarding an allegation of child abuse or neglect. An employee's failure to report suspected child abuse may result in prosecution for the commis- sion of a Class B misdemeanor. In addition, a certified employee's failure to report suspected Westlake Academy Personnel Manual Page 28 .a�ivisnv►�9�, cc.� im `�,CghC AGP child abuse may result in disciplinary procedures by SBEC for a violation of the Educators Code of Ethics. Employees who suspect that a student has been or may be abused or neglected should also report their concerns to the Head of School. This includes students with disabilities who are no longer minors. Employees are not required to report their concern to the Head of School before making a report to the appropriate agencies. In addition, employees must cooperate with child abuse and neglect investigators. Reporting the concern to the Head of School does not relieve the employee of the requirement to report to the appropriate state agency. Interference with a child abuse investigation by denying an interviewer's request to interview a student at school or requiring the presence of a parent or school administrator against the desires of the duly authorized investigator is prohibited. Associations and political activities Policy DGA The Academy will not directly or indirectly discourage employees from participating in political affairs or require any employee to join any group, club, committee, organization, or association. Employees may join or refuse to join any professional association or organization. An individual's employment will not be affected by membership or a decision not to be a member of any employee organization that exists for the purpose of dealing with employers concerning grievances, labor disputes, wages, rates of pay, hours of employment, or conditions of work. Safety Policy CK The Academy has developed and promotes a comprehensive program to ensure the safety of its employees, students, and visitors. The safety program includes guidelines and procedures for responding to emergencies and activities to help reduce the frequency of accidents and injuries. To prevent or minimize injuries to employees, coworkers, and students and to protect and con- serve Academy equipment, employees must comply with the following requirements: • Observe all safety rules. • Keep work areas clean and orderly at all times. • Immediately report all accidents to their supervisor. • Operate only equipment or machines for which they have training and authorization. Westlake Academy Personnel Manual Page 29 Y { Employees with questions or concerns relating to safety programs and issues can contact the Human resources Office. Westlake Academy Personnel Manual Page 30 Tobacco use Policies DH, GKA, FNCD Smoking or using tobacco products is prohibited on all Town of Westlake / Westlake Academy - owned property and at school -related or school -sanctioned activities, on or off campus. This includes all buildings, playground areas, parking facilities, and facilities used for athletics and other activities. Drivers of Academy -owned vehicles are prohibited from smoking while inside the vehicle. Notices stating that smoking is prohibited by law and punishable by a fine are displayed in prominent places in all school buildings. Employee arrests and convictions Policy DH An employee who is arrested for any felony or any offense involving moral turpitude must report the arrest to the Head of School within three calendar days of the arrest. An employee who is convicted of or receives deferred adjudication for such an offense must also report that event to the Head of School within three days of the event. Moral turpitude includes, but is not limited to, the following: • Dishonesty • Fraud • Deceit • Theft • Misrepresentation • Deliberate violence • Base, vile, or depraved acts that are intended to arouse or gratify the sexual desire of the actor • Drug- or alcohol-related offenses • Acts constituting abuse under the Texas Family Code Possession of firearms and weapons Policies FNCG, GKA Employees, visitors, and students are prohibited from bringing firearms, illegal knives, or other weapons onto school premises or any grounds or building where a school -sponsored activity takes place. To ensure the safety of all persons, employees who observe or suspect a violation of the Academy's weapons policy should report it to the School Office immediately. Westlake Academy Personnel Manual Page 31 Visitors in the workplace Policy GKC All visitors are expected to enter any Academy facility through the main entrance and sign in or report to the building's main office. Authorized visitors will receive directions or be escorted to their destination. Employees who observe an unauthorized individual on the Academy premises should immediately direct him or her to the building office or contact the Head of School. Copyrighted materials Policy EFE Employees are expected to comply with the provisions of copyrightlaw relating to the unautho- rized use, reproduction, distribution, performance, or display of copyrighted materials (i.e., printed material, videos, computer data and programs, etc.). Rented videotapes are to be used in the classroom for educational purposes only. Duplication or backups of computer programs and data must be made within the provisions of the purchase agreement. Computer use and data management Policy CQ The Academy's electronic communications systems, including its network access to the Internet, is primarily for administrative and instructional purposes. Limited personal use of the system is permitted if the use: • Imposes no tangible cost to the Academy • Does not unduly burden the Academy's computer or network resources • Has no adverse effect on job performance or on a student's academic performance Electronic mail transmissions and other use of the electronic communications systems are not confidential and can be monitored at any time to ensure appropriate use. Employees and students who are authorized to use the systems are required to abide by the provi- sions of the Academy's communications systems policy and administrative procedures. Failure to do so can result in suspension or termination of privileges and may lead to disciplinary action. Employees with questions about computer use and data management can contact The Human resources Office. Westlake Academy Personnel Manual Page 32 Gifts and favors Policy DBD Employees may not accept gifts or favors that could influence, or be construed to influence, the employee's discharge of assigned duties. The acceptance of a gift, favor, or service by an administrator or teacher that might reasonably tend to influence the selection of textbooks may result in prosecution of a class B misdemeanor offense. This does not include staff development, teacher training, or instructional materials, such as maps or worksheets, that convey information to students or contribute to the learning process. Pest control treatment Policy DI Notices of planned pest control treatment will be posted in a Academy building 48 hours before the treatment begins. Notices are generally located in the Teacher's Lounge. Pest control information sheets are available from the School Office or Facility Manager upon request. Westlake Academy Personnel Manual Page 33 t''Ah�p%A General procedures Bad weather closing Policy CKC The Academy may close because of bad weather or emergency conditions. When such con- ditions exist, the Head of School will make the official decision concerning the closing of the Academy's facilities. When it becomes necessary to open late or to release students early, the following radio and television stations will be notified by school officials: KXAS-TV Channel 5 WFAA-TV Channel 8 Emergencies Policy CKC KTVT — TV Channel 11 WBAP — Radio 820 AM FOX 4 — Channel 4 All employees should be familiar with the evacuation diagrams posted in their work areas. Fire, tornado, and other emergency drills will be conducted to familiarize employees and students with evacuation procedures. Fire extinguishers are located throughout the Academy. Employees should know the location of the extinguishers nearest their place of work and how to use them. Purchasing procedures Policy CH All requests for purchases must be submitted to the Academy Office to obtain an official Academy purchase order (PO) form. No purchases, charges, or commitments to buy goods or services for the Academy can be made without a PO number. The Academy will not reimburse employees or assume responsibility for purchases made without authorization. Employees are not permitted to purchase supplies or equipment for personal use through the Academy's business office. Contact Debbie Piper, Finance Director for additional information on purchasing procedures. Name and address changes It is important that employment records be kept up to date. Employees must notify the Human Resources Office office if there are any changes or corrections to their name, home address, home telephone number, marital status, emergency contact, or beneficiary. Forms to process a change in personal information can be obtained from the Human Resources Office. Westlake Academy Personnel Manual Page 34 Personnel records Policy GBA Most Academy records, including personnel records, are public information and must be released upon request. Employees may choose to have the following personal information withheld: • Address • Phone number • Social Security number • Information that reveals whether they have family members The choice to not allow public access to this information may be done at anytime by submitting a written request to withhold personal information. New or terminating employees have 14 days after hire or termination to submit a request. Otherwise, personal information will be released to the public. Building use Policy GKD The Facilities and Recreation Director is responsible for scheduling the use of facilities after school hours. Contact the school office to request to use school facilities and to obtain information on the fees charged. Travel Policy The job duties and responsibilities of the Westlake Academy representatives (employees) occasionally require attendance at various conferences, seminars, classes, meetings, workshops, or other events and may require travel to other areas of the metroplex, state, country, or out of country. The purpose of this policy is to establish and maintain prudent stewardship of public funds and ensure that Academy representatives attend conferences, etc., that are necessary, relevant, and important to the future of the Town. The following travel guidelines are set forth to serve as a policy statement for business travel by all representatives of the Westlake Academy. The term "Academy representatives" includes the President, Board of Trustees, appointed Board and Commission Committee Members, Volunteers, and Academy employees. Assessing Value of Attendance Those attending a seminar, conference, etc., should review the details of those events to ensure that attendance would be beneficial in performance of their duties as representatives of the Academy and that funds have been budgeted. Westlake Academy Personnel Manual Page 35 Authorization Procedure Board President and Board of Trustees Members - Upon request of Board of Trustees members, the Academy office will coordinate registration, reservations, travel accommodations, etc., for all Board of Trustees members. The Finance office should be contacted to confirm the availability of budgeted funds. All employees and board members must prepare a Travel Authorization Form for approval by the Head of School. This form must include a detail of estimated travel expenses. Board and Commission Committee Members and Volunteers - Appointed board and commission committee members and volunteers must follow the same guidelines for Administrative Staff and Employees. The Head of School must approve the Travel Authorization Form. Processing the Travel Authorization Form All approved Travel Authorization Forms shall be sent processing no later than ten (10) days before funds are Authorization Form must be submitted with copies registration) for the event. Event/Travel Procedures to the Finance Department for needed. The completed Travel of the documentation (program The following guidelines and standards shall be utilized when traveling on Academy business. A. Registration 1. Direct payment to the sponsor of the event is preferable. 2. In the event direct payment to the sponsor is impossible, an individual attendee will be reimbursed for the actual cost of the registration and/or event costs. 3. Full advantage should be taken of any pre -registration discounts when possible. 4. Vouchers, invoices, advance registration forms, and/or receipts must be submitted as payment or reimbursement justification. B. Transportation Transportation arrangements are based on what provides the most economic advantage to the Westlake Academy. Airfare - Airfare will be paid directly to the carrier, travel agency (or reimbursed), based on coach fare, utilizing all prepaid, special, or discount fares as may be available. Westlake Academy Personnel Manual Page 36 Public Carrier Fares and Car Rental 1. Public carrier fares will be reimbursed based on receipts or prevailing fares based on the geographic area. 2. Car rental reimbursement will be reviewed upon submission and/or receipt and prevailing rental rates paid. If necessary, other circumstances will be evaluated in determining additional reimbursement for the rental. 3. Discounts and special rates should be utilized whenever possible. Personal Vehicle or Town Owned Vehicle Use 1. Employees using their own vehicle for travel will be eligible to receive a mileage allowance at a rate in accordance with the Internal Revenue Service allowance. Reimbursement will be based upon actual mileage from the employee's regular place of work to their destination, or from home to destination whichever is less. 2. If an employee is required to attend training for an extended period of time (longer than one work week), the place of training will become the employees regularly assigned workplace until such training is completed. An employee will not be eligible for mileage reimbursement in such an instance. 3. To receive mileage reimbursement, the event, seminar, class, etc. must be required by the Academy or approved as personal development related to the job of the employee. C. Overnight Accommodations 1. Room rental will be based on the actual cost of the room, plus tax and parking. Direct payment or billing from the hotel is preferred. 2. Personal items such as personal telephone calls and movies are not reimbursable. When travel time exceeds a day, one night's accommodations enroute to the event and one night's accommodation on the return trip may be reimbursed. 3. Receipts are required for all reimbursements. 4. Overnight accommodations should not exceed what is considered mid-range in terms of cost and should take into account the distance from the conference site in order to reduce transportation costs. D. Meals and Incidental Expenses 1. Meals will be reimbursed upon presentation of receipts when travel is outside of the Westlake Academy for attendance at a seminar, training class, or full day meeting. 2. Meals will be reimbursed at a maximum of $10.00 for breakfast, $15.00 for lunch, and $20.00 for dinner. If a meal exceeds this amount, the employee will be required to pay the difference. 3. There is a maximum daily reimbursement of $45.00 for meals. Amounts not used for a meal cannot be applied to another meal. Westlake Academy Personnel Manual Page 37 Submittal of Completed Expense Report Employee must document any expenses incurred on an Employee Expense Report (see Appendix section). Receipts must accompany the report to substantiate any requested reimbursement. Expenses not previously approved by the Travel Authorization Request Form must be submitted to the Head of School for approval. Expense reports should be submitted to the Finance Department within ten (10) days of returning from travel. Westlake Academy Personnel Manual Page 38 p� WFgp,. Termination of employment Resignations Policy DFE Contract employees. Contract employees may resign their position without penalty at the end of any school year if written notice is received 45 days before the first day of instruction of the fol- lowing school year. A written notice of resignation should be submitted to the Head of School. Contract employees may resign at any other time only with the approval of the board of trustees. Resignation without the consent of the board may result in disciplinary action by the State Board for Educator Certification (SBEC). The Head of School will notify SBEC when an employee resigns and reasonable evidence exists to indicate that the employee has engaged in any of the acts listed in Reports to the State Board for Educator Certification. Noncontract employees. Noncontract employees may resign their positions at any time. A writ- ten notice of resignation should be submitted to the Head of School and the Human Resources office at least two weeks prior to the effective date. Employees are encouraged to include the reasons for leaving in the letter of resignation but are not required to do so. Dismissal or nonrenewal of contract employees Policies DFAA, DFAB, DFBA, DFBB, DFCA, DFD, DFF Employees on probationary, term, and continuing contracts can be dismissed during the school year or nonrenewed at the end of the year according to the procedures outlined in Academy policies. Contract employees dismissed during the school year, suspended without pay, or subject to a reduction in force are entitled to receive notice of the recommended action, an explanation of the charges against them, and an opportunity for a hearing. The time lines and procedures to be followed when a suspension, termination, or nonrenewal occurs will be provided when a written notice is given to an employee. Information on the time lines and procedures can be found in the DF policies that are provided to employees or in the policy manuals locatedin the Human Resources Office. Westlake Academy Personnel Manual Page 39 Dismissal of noncontract employees Policy DCD Noncontract employees are employed at will and may be dismissed without notice, a description of the reasons for dismissal, or a hearing. It is unlawful for the Academy to dismiss any employee for reasons of race, religion, sex, national origin, disability, military status, any other basis protected by law, or in retaliation for the exercise of certain protected legal rights. Noncontract employees who are dismissed have the right to grieve the termination. The dismissed employee must follow the Academy process outlined in this handbook when pursuing the grievance. (See Complaints and grievances) Exit interviews and procedures Policy DC Exit interviews will be scheduled for all employees leaving the Academy. Information on the continuation of benefits, release of information, and procedures for requesting references will be provided at this time. Separating employees are asked to provide the Academy with a forwarding address and phone number and complete a questionnaire that provides the Academy with feedback on his or her employment experience. All Academy keys, books, property, and equipment must be returned upon separation from employment. The Academy may withhold the cost of any unretumed items from the final paycheck. Reports to the State Board for Educator Certification Policy DF The dismissal or resignation of a certified employee will be reported to the SBEC if there is rea- sonable evidence that the employee's conduct involves the following: • Any form of sexual or physical abuse of a minor or any other illegal conduct with a student or a minor • The possession, transfer, sale, or distribution of a controlled substance • The illegal transfer, appropriation, or expenditure of school property or funds • An attempt by fraudulent or unauthorized means to obtain or alter any certificate or permit that would entitle the individual to a professional position or to receive additional compensation associated with a position • Committing a crime on school property or at a school -sponsored event Westlake Academy Personnel Manual Page 40 Reports concerning court-ordered withholding The Academy is required to report the termination of employees that are under court order or writ of withholding for child support or spousal maintenance to the court and the individual receiving the support (Texas Family Code §8.210, 158.211). Notice of the following must be sent to the court and support recipient: • Termination of employment not later than the seventh day after the date of termination • Employee's last known address • Name and address of the employee's new employer, if known Westlake Academy Personnel Manual Page 41 Student issues Equal educational opportunities Policy FB The Westlake Academy does not discriminate on the basis of race, color, religion, national origin, sex, or disability in providing education services, activities, and programs, including vocational programs, in accordance with Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Educational Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended. Questions or concerns about discrimination of students on the basis of race, color, religion, sex, disability, or national origin should be directed to the Human Resources Office. Student records Policy FL Student records are confidential and are protected from unauthorized inspection or use. Employ- ees should take precautions to maintain the confidentiality of all student records. The following people are the only people who have general access to a student's records: • Parents of a minor or of a student who is a dependent for tax purposes • The student (if 18 or older or attending an institution of postsecondary education) School officials with legitimate educational interests The student handbook provides parents and students with detailed information on student records. Parents or students who want to review student records should be directed to the Head of School for assistance. Parent and student complaints Policy FNG In an effort to hear and resolve parent and student complaints in a timely manner and at the lowest administrative level possible, the board has adopted orderly processes for handing complaints on different issues. The Head of School's office can provide parents and students with information on filing a complaint. Parents are encouraged to discuss problems or complaints with the teachers at any time. Parents and students with complaints that cannot be resolved should be directed to the Head of School. The formal complaint process provides parents and students with an opportunity to be heard up to the highest level of management if they are dissatisfied with a Head of School's response. Once all administrative complaint procedures are exhausted, parents and students can bring complaints to the Board of Trustees. Westlake Academy Personnel Manual Page 42 Administering medication to students Policy FFAC Only designated employees can administer medication to students. A student who must take pre- scription medication during the school day must bring a written request from his or her parent and the medicine, in its original, properly labeled container. Contact the Head of School or school nurse for information on procedures that must be followed when administering medication to students. Dietary supplements Policy DH Academy employees are prohibited by state law from knowingly selling, marketing, or distributing a dietary supplement that contains performance -enhancing compounds to a student with whom the employee has contact as part of his or her Academy duties. In addition, employees may not knowingly endorse or suggest the ingestion, intranasal application, or inhalation of a performance -enhancing dietary supplement to any student. Student discipline Policies in the FN series..and FO series Students are expected to follow the classroom rules, and rules listed in the Student Handbook. Teachers and administrators are responsible for taking disciplinary action based on a range of discipline management strategies that have been adopted by the Academy. Other employees that have concerns about a particular student's conduct should contact the classroom teacher or Head of School. Teachers must file a written report with the Head of School or another appropriate administrator when they have knowledge that a student has violated the Student Code of Conduct. A copy of this report will be sent by the Head of School to the student's parents within 24 hours. Student attendance Policy FDD Teachers and staff should be familiar with the Academy's policies and procedures for attendance accounting. These procedures require students to have parental consent before they are allowed to leave the Academy. When absent from school, the student, upon returning to school, must bring a note signed by the parent that describes the reason for the absence. Contact the Head of School for additional information. Westlake Academy Personnel Manual Page 43 Hazing Policy FNCC, FO Students must have prior approval from the Head of School or designee for any type of "initiation rites" of a school club or organization. Any teacher, administrator, or employee who observes a student engaged in any form of hazing, who has reason to know or suspect that a student intends to engage in hazing, or has engaged in hazing must report that fact or suspicion to the Head of School. Westlake Academy Personnel Manual Page 44 MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES WORKSHOP WITH WESTLAKE ACADEMY FOUNDATION BOARD MARCH 26, 2007 PRESENT: President Scott Bradley and Board Trustees Larry Corson, Don Redding, and Bob Timmerman. ABSENT: Board Trustees Buddy Brown and Fred Held. STAFF PRESENT: Head of School Barbara Brizuela, Secretary Kim Sutter, Academy Coaches Mireida Rubayo and Juan Carlos Hererra, Finance Director Debbie Piper, Public Works Superintendent Jarrod Greenwood, Facilities and Recreation Director Troy Meyer, DPS Director Don Wilson FOUNDATION Members Becky Rogers, Laura Wheat, Julie Timmerman, Bill MEMBERS Greenwood, and Ange Bumgarner. PRESENT: FOUNDATION Foundation President Rick Rennhack and Foundation Executive MEMBERS Director Ellen Ray ABSENT: OTHERS April Gallagher, Mike Garabedian, George Ledak, Kevin Maynard, PRESENT: Dave Rollins, and Wade Hundley. 1. CALL TO ORDER. President Bradley called the meeting to order at 4:02 p.m. With no objections, President Bradley reordered the workshop agenda to discuss item 3. Board of Trustees Workshop Page 2 of 2 March 26, 2007 3 DISCUSS CURRENT AND FUTURE EXTRACURRICULAR ACTIVITIES OF THE ACADEMY. Head of School Barbara Brizuela presented a brief report outlining the philosophy used to select the extracurricular activities of the school. She stated that an emphasis is placed on both team and individual sports and the students were surveyed last year to determine the areas of interest. She added that the number of students available to participate in the activities has also been a deciding factor in the activities offered. Discussion ensued with regard to the pros and cons of selecting to participate in activities through the Christian Schools Athletic Fellowship (CSAF) and/or the University Interscholastic League (UIL) programs and the consideration of travel time to the various facilities to compete. Additional discussion took place regarding the need for a plan for the future outlining the additional activities that would be offered to the students. 2. DISCUSS AMENDING THE WESTLAKE MUNICIPAL CAMPUS MASTER PLAN. Mr. Michael Bennett, representing Gideon Toal, outlined three options for the Westlake Municipal Campus Master Plan to those in attendance. Discussion ensued with regard to the pros and cons of each plan. It was the consensus of the Board to direct staff to proceed with estimating the cost for each of the three options presented. 4. ADJOURNMENT. There being no further business before the Board, President Bradley declared the workshop adjourned at 5:35 pm. APPROVED BY THE BOARD OF TRUSTEES ON MARCH 26, 2007. Scott Bradley, President ATTEST: Kim Sutter, TRMC, Secretary MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING MARCH 26, 2007 PRESENT: President Scott Bradley and Board Trustees Larry Corson, Don Redding, and Bob Timmerman. ABSENT: Board Trustees Buddy Brown and Fred Held. OTHERS PRESENT: Head of School Barbara Brizuela, Town Manager Trent Petty, and Secretary Kim Sutter. 1. CALL TO ORDER. President Bradley called the meeting to order at 6:09 p.m. 2. EXECUTIVE SESSION. President Bradley recessed the regular session of the Town of Westlake Board of Aldermen at 6:10 p.m. so that the Board might consider the following in executive session. A. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. President Bradley convened the executive session at 6:11 p.m. The executive session adjourned at 7:01 p.m. 3. RECONVENE MEETING. The Board reconvened into regular session at 7:02 p.m. 4. EXECUTIVE SESSION ACTION. There was no action taken. Westlake Academy Trustees Page 2of 3 Regular Meeting March 26, 2007 5. CITIZENS' PRESENTATIONS. Margaret Ledak, 1220 Mount Gilead Road, Keller, addressed the Board regarding the Westlake Academy student trip to Costa Rica over the spring break holiday. She expressed her appreciation to the Board for the opportunity and the experience. Rebecca Rollins, 13239 Roanoke Road, Westlake, addressed the Board regarding the need for activities for students in the higher grade levels, and suggested a student -led a'cappella choir. George Ledak, 1220 Mount Gilead Road, Keller, suggested that the Board consider expanding the scope of The Black Cow, a newsletter compiled by Westlake Academy students, as a communications newsletter for the entire Town of Westlake. 6. HEAR REPORT FROM HEAD OF SCHOOL REGARDING WESTLAKE ACADEMY FIELD TRIP TRANSPORATION GUIDELINES. Head of School Brizuela updated the Board on a pilot program to address the needs of residential trip transportation for the Academy. She advised the Board that currently ground transportation is required for trips to Sky Ranch, a trip to Mexico, and a trip for the MYP each year. Ms. Brizuela advised the Board that, whenever possible, Westlake Academy will continue to use the services of bus companies that have vehicles with seatbelts. 7. CONSENT AGENDA. President Bradley introduced the item and asked for a motion. A. Review and approve minutes of the regular Board of Trustees workshop and Board of Trustees meeting held February 12, 2007. B. Review and approve minutes of the special Board of Trustees meeting held on February 26, 2007. C. Review and approve any outstanding bills. MOTION: Trustee Redding moved to approve the consent agenda as presented. Trustee Corson seconded the motion. The motion carried by a vote of 3- 0. Westlake Academy Trustees Page 3of 3 Regular Meeting March 26, 2007 8. ADJOURNMENT. There being no further business, President Bradley asked for a motion to adjourn the meeting. MOTION: Trustee Redding moved to adjourn the meeting. Trustee Timmerman seconded the motion. The motion carried by a vote of 3-0. The meeting adjourned at 7:10 p.m. APPROVED BY THE BOARD OF ALDERMEN ON APRIL 9, 2007. Scott Bradley, Mayor ATTEST: Kim Sutter, TRMC, Town Secretary WESTLAKE ACADEMY MEMO TO: Board of Trustees, Westlake Academy FROM: Barbara Brizuela, Head of School DATE: April 4, 2007 SUBJECT: Meeting on April 9, 2007 ITEM: Consider a resolution to approve amendments to the Westlake Academy 2006-2007 budget that reflect changes in funding and costs. RECOMMENDATIONS: Staff recommends approval. BACKGROUND: The Board of Trustees held a mid -year Workshop on the budget in March, 2007. Although the numbers indicate a very healthy fund balance, the Academy wishes to amend the budget at this time to make adjustments based on the existing costs, funds and donations. We have reallocated funds to separate line items with a positive effect to the bottom-line of $72.354. $11,500 of this is attributed to additional income with the remaining $60,854 being mostly contributed to the move to TRS Active Care Insurance and the fact that we had 2 teachers on early bed -rest during their maternity leave as well as another teacher having her baby in March. Obviously the substitute pay for these teachers is substantially less than their actual pay. Also, we were able to move some of the budgeted General Fund expenditures to various other grants that were received. We have added three separate Special Revenue Funds due to grant funds we have received: (1) Fund 289 — Classroom Supplies Teacher Reimbursement, (2) Fund 398 — Advanced Placement/IB Reward and (3) Fund 428 — FSP High School Allotment. WESTLAKE ACADEMY RESOLUTION NO. 07-06 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY AUTHORIZING AMENDMENTS TO THE 2006-2007 ACADEMY BUDGET. WHEREAS, the Town of Westlake Board of Trustees has determined that the Academy's 2006-2007 budget previously adopted by the Board should be amended to take into account the changes suggested by the operating experience gained thus far in the fiscal year; and. WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best interest 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 approves the proposed budget amendments to the Westlake Academy budget for the fiscal year 2006-2007 as outlined in the attached Exhibit 1, and adopts the Amended Budget for fiscal year 2006-2007 attached Exhibit 2. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 9TH DAY OF APRIL, 2007. 131I 116 Kim Sutter, Secretary APPROVED AS TO FORM: L. 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T � o * Q. c N N _O M N O co 0 7 co Fa M) 0 N \ Z / » Westlake Academy Monthly Financials Trust & Agency Fund as of 03-31-07 865 411 411 41100 00 j 2190 001 00 6399 01 00 6399 i 03] i 1 6399 03 001 7 1 001 711 001 7 001 7 11 11 11 4) 780.82 (630.00) 411 411 i 00 1 6399 04 00 6399 05 C 11 14th Grade Class Funds =5th Grade Class Funds M 411 j 00 6399 06 j 001 7 0 !6th Grade Class Funds 0 00 6399 07 001 7 11 7th Grade Class Funds 0 411 00 6399 -08 j 001 11 18th Grade Class Funds (875.10) 411 00 6399 091 _qO 7 11 9th Grade Class Funds (148.84) 411 100 1 6399_ 10 001 7 p 10th Grade Class Funds 411 00 1 6399 Ill 001 7 0 11th Grade Class Funds 4) 411 U- L" 0 L) 0 >- 00 6399 13 865 411 411 41100 00 j 2190 001 00 6399 01 00 6399 i 03] i 1 6399 03 001 7 1 001 711 001 7 001 7 11 11 11 Kindergarten Class Funds 1 st Grade Class Funds 2nd Grade Class Funds 3rd Grade Class Funds 780.82 (630.00) 411 411 i 00 1 6399 04 00 6399 05 001 7 0011=1 11 14th Grade Class Funds =5th Grade Class Funds 411 j 00 6399 06 j 001 7 11 !6th Grade Class Funds 411 00 6399 07 001 7 11 7th Grade Class Funds (357.55) 411 00 6399 -08 j 001 11 18th Grade Class Funds (875.10) 411 00 6399 091 _qO 7 11 9th Grade Class Funds (148.84) 411 100 1 6399_ 10 001 7 11 10th Grade Class Funds 411 00 1 6399 Ill 001 7 11 11th Grade Class Funds 411 00 1 639912 001 7 11 12th Grade Class Funds 411 00 6399 13 001 —7 11 Cheerleaders - High School4 411 DO 6399 14 001 7 11 Cheerleaders - Jr High 411 411 411 00 6399 151 00 1 6399 161 00 6399 117 001 7 001 1 7 001 1 7 11 11 11 Misc Student Activity_.. Library Funds Drama/Arts j (6,980.70) (500.26) (1,552.82) 411 00 6399_ 18 001 7 11 lSoftball 411 00 j 6399 19 001 7 11 1 Basketball (1,009.00) 411 00 6399 20 001 7 11 !Spanish (2,120.05) 411 00 6399 21 001 1 7 11 Student Council 1 (1,330.61) L411 00 6399 22 001 j 7 11 Year Book 411 00 6399 231 001 7 11 Book Fair 411 00 6399 24 001 7 11 Music/Choir (1,660.07) 411 00 6399 j 251 001 7 11 — Charity Events -S—toc�Market (3,425.21) 411 00 6399T-26 001 7 11 Game 1 411 411 411 411 1 411 1 00 639927 j 0 6399 28 100 —OU 00 6399 131 00 6399 T,32 1 001 1 7 001 7 —001 7 001 7 001 1 7 11 11 11 11 11 l 11 !Cross Math Club Bandana Bonanza Black Cow Newspaper(6,268.40) Soccer Activity Country (447.00) (479.61) ("0.00) (840.00) Date Run: 04-04-200710:11 AM Check Payments prosmm:nw1mm cmnoist: e20-810 WESrLAnem:AnEmv Page: 1vv3 From To File ID: o For the Month nrMarch cxonx oovnx po mvuiv* .-Nbr_-_Date ��_-___--/�g_--_/Nbr-__.--mbr F _ -_-_-__-Am�n1__ 001062 03-02-2007 BORDEN wEaTLAKE000000 sazonu 199-35-6341.00-001'799000 M|Ln*woJu|oEa 205.16 oo1ua000'ou-2uo7ELIZABETH BOWIE wsaTLxwE000aa7 289-11'6399o0-001'711000 nBmeuRaEMEwT 40J0 oo1uo400'oo-cou7CASA mAwAm» vvesTLAxFoou000 865-00e190.15'000-700000 wvpFIELD TRIP ToCASA 660.00 oo1uosox'nu'xunrcoWGOVERNMENT, |wvvEoTLAKconoonu oxv1410 199-53-6399o0^001'7e9000 oompuTEnouppLuEa 1.180.05 ou/noo on-o2-2oorCIS- COUNCIL nF|wTw'CHIEF ADN 0000nn C 1426 199-41-e*9e.00-701-799000 aoaTow'acHooLnsomT esuou 001067 oa-o2-uuo7DENTAL SELECT DENTAL sc000001 777128 199-00-2153.00'021-/00000 DENTAL PREMIUMS 281.85 uo1oouoa-ou-2ou7JUAN cAeLoa*snnEp CHIEF ADN onunno 199-41-6499.00-701'799000 REIMBURSEMENT FOR aL 387J5 oo1oanoo'ox-2on7EMILY m4cFAnL*ws YvEnTuAxEononou 1e9-13-6*99.00-001-799000 Rs|MounaswemT 400.07 uo1u7ono-oc'uno7MASS GROUP MARKET LIFE INS #100000n 118897 19*00-2153.00-011-/00000 DISABILITY PLAN 239.23 00107103-02e007oxncvMcr^nLAws CHIEF ADN u00004 199 -41 -639e.00701 -79e000 gBwouRGEMswT 0000 000894 1e9 -41-64e9.00-701-799000 ns|MaunaewEwT 25.56 Totals for Check on1or1 12*.59 oo1o7uon'ou-xoo7OFFICE DEPOT wEaTLxxsoouoos 375923*68001 1an'11'onoo.on-oo1'711000 oupPuEu znan CHIEF ADN 000ues 375923468001 199-41~639e.0e701'799000 auPpuEo 5*.27 Totals for Check on1urz r*.un 00107303-02-2007m|RsmAnuaw/o WsaTumc0000e7 2e9'11-6399.00-001-711000 COLLEGIATE PACIFIC 73.87 /-~00107403-02-2007an/nAwcHc*mP ( wEaTLAncou0000 1175 nno-0oe1oo�a-uo�7n0000 � ospoa|T oo4ouu . � on1maoo-0o-2omSUSAN oSHIELDS, w.owea7uKsmmoeuvvL-1o14 1e9-11-6219.00-001-723000 SPEECH AND LANGUAGE 315.00 000noo wL-1015 199-11'6219.00'001-723000 SPEECH AND LANGUAGE 350.00 onouoo wL-1014 1ne'o1-oz1e.o0-no1-711uoo SPEECH AND LANGUAGE +45.00 noouou WL -1 015 1ag'o1-oo1eo0-uo1-r11oon SPEECH AND LANGUAGE 500.00 Totals for Check oo1ora 1.610u0 nn1urenx-0u'uouro|LDA w|esM*w vvcoTuKs000000 199-13-6411.00-001-799000 REIMBURSEMENT 111.10 00107703*9-2007uo«A uaAA osocH 1e9-0*2159.00-032'700000 MAR DED TAX aHsL.xww/ 500.00 001078 no-o9-2uo7BRIAN TRENT wsaTLAxeounou1 oue 1e9-11-o11o.o0-no1-711000 438.66 000901 SUB 1o9-11'o11uuo'oo1-711noo STAND-IN FOR Acn -438.6e Totals for Check no1n7o .un 001079 no-n7'uno7aAwcopAMERICA LEA wssTLAnsn0000u 9471414 199-23-6269.00-001-799000 MONTHLY LEASE 2e4a7 on1oaouo-oreno7BARBARA amZuELA CHIEF xoIvonoonu 02202007 199-41-639eo0-701-79e000 INTERNATIONAL CALLING 20.00 001081 oo'0Fuoo7CALIFORNIA |eo WEoTL^Kcnooao* J'7288-07 199-13-6*e9o0-001'799000 u|ooTEACHER TRAINING 1.830.00 uu1oecoo'or'eoo7HARTFORD /wSunxwoIvvsSTLxus00000s4e'1oaumuu 1e9-00-1411.00'000-700000 wonKmAwecomP 1.224.97 CHIEF ADN 000aoa 46'108e7880 1e9 -41-6429.00-701-79e000 WoRxwAwaoomP 4.174.01 Totals for Check oo1ovc 5,398.98 001083 oo-07-xoo7NANCY nonweY CHIEF ^oPvuooe10 1 19e-41-6219.00-701-799000 PROFESSIONAL FEE 203.55 uo1oowu3-07eno7|eo'CREDIT CONTROL wEsTLAKe0000un 199'13-6499.00-001-799000 iaoWoRwa*oppEss 110.00 oo1nnouu-07-2uo7INTERNATIONAL eAnu/wsaTLAnEouoyur 10055266 1e9'13-6499.00-001'799000 WORKSHOP FEE ozsuu no1oosuo'nT-2uo7JOHN SONS PRESS \ CHIEF ADN uoun10 145347 1g9-41-6aeuu��n�'re0000 � w�vva�wxc*scxa un�ao � 001087 03-07-2007 GINA McNEELY CHIEF ADN 000908 199-41-6399.00-701-799000 REIMBURSEMENT 30.73 Date Run: 04-04-2007 10:11 AM Check Payments Program: FIN1300 Cnty Dist: 220-810 WESTLAKE ACADEMY Page: 2 3 From To File ID: C For the Month of March Check Check PO Invoice Nbr _Date _ _Payee Org _ Nbr _ Nbr_ 001088 03-07-2007 CYNTHIA TECH WESTLAKE 000909 001089 03-07-2007 TWELVE OAKS CATERII WESTLAKE 000910 46982 000910 46983 001090 03-07-2007 DANIELA WHITE CHIEF ADN 000911 02262007 001091 03-13-2007 SUSAN SHIELDS WESTLAKE 000914 WL -1016 000914 WL -1017 000914 WL -1018 000914 WL -1016 000914 WL -1017 000914 WL -1018 001092 03-13-2007 ELITE SPORTS OFFICIA WESTLAKE 000915 02/15 000915 02/27 001093 03-23-2007 USAA USAA DEDCH 001094 03-23-2007 BRIAN TRENT WESTLAKE 000916 PAYROLL 000916 PAYROLL 001095 02-21-2007 AT&T/SBC 817.163.1736 WESTLAKE 000917 MARCH 001096 02-21-2007 BORDEN WESTLAKE 000918 534689 000918 533597 001097 02-21-2007 C & B MEDICAL WESTLAKE 000919 7641 001098 02-21-2007 FAR-FLUNG ADVENTUF WESTLAKE 000921 WLA7-069 001099 02-21-2007 HOUSE OF HOPES WESTLAKE 000922 001100 02-21-2007 KALEIDOSCOPE INFO. ; WESTLAKE 000923 123106010 000923 123106013 001101 02-21-2007 KELLER ISD - EDUCATIt WESTLAKE 000924 001102 02-21-2007 LAMINATOR WAREHOU WESTLAKE 000925 53035 001103 02-21-2007 DARCY MCFARLANE CHIEF ADN 000920 000920 000920 001104 02-21-2007 NORTH INTERNATIONA WESTLAKE 000927 2235 001105 02-21-2007 LEAH RENNHACK WESTLAKE 000926 001106 02-21-2007 WARD'S NATURAL SCIE WESTLAKE 000928 4071-909-00 006633 02-27-2007 DELTA JANITORIAL SEF WESTLAKE 000937 006692 03-13-2007 AT&T (SBC) 817.430.094 WESTLAKE 000929 006716 03-13-2007 JACKSON SUPPLY WESTLAKE 000930 006721 03-13-2007 LEXIS NEXIS RISK MAN, CHIEF ADN 000931 Fnd-Fnc-Ob. So-Org-Prg_ _ _ _ Reason _ f Amount 865-00-2190.15-000-700000 FIELD TRIP DEPOSIT 20.00 199-35-6341.00-001-799000 LUNCH 2,414.50 199-35-6341.00-001-799000 LUNCH 3,289.50 Totals for Check 001089 5,704.00 199-41-6399.00-701-799000 REIMBURSEMENT 59.49 199-11-6219.00-001-723000 DIAGNOSTICS 420.00 199-11-6219.00-001-723000 DIAGNOSTICS 455.00 199-11-6219.00-001-723000 DIAGNOSTICS 805.00 199-31-6219.00-001-711000 DIAGNOSTICS 295.00 199-31-6219.00-001-711000 DIAGNOSTICS 90.00 199-31-6219.00-001-711000 DIAGNOSTICS 70.00 Totals for Check 001091 2,135.00 199-36-6219.00-001-791000 OFFICIALS 80.00 199-36-6219.00-001-791000 OFFICIALS 75.00 Totals for Check 001092 155.00 199-00-2159.00-032-700000 MAR DED TAX SHEL. ANNI 500.00 199-11-6119.00-001-711000 PAYROLL CK 438.66 199-11-6119.00-001-711000 STAND-IN FOR EFT -438.66 Totals for Check 001094 .00 199-51-6257.00-001-799000 TELEPHONE SERVICES 170.00 199-35-6341.00-001-799000 MILK PRODUCTS 210.16 199-35-6341.00-001-799000 MILK PRODUCTS 226.79 Totals for Check 001096 436.95 199-33-6399.00-001-799000 FIRST AIDE SUPPLIES 101.89 865-00-2190.15-000-700000 FIELD TRIP 1,687.00 865-00-2190.21-000-700000 DONATION 376.40 199-53-6219.00-001-799000 COMPUTER FILTERING/AN 37.50 199-53-6219.00-001-799000 PROGRAMMING 1,837.70 Totals for Check 001100 1,875.20 865-00-2190.17-000-700000 DEPOSIT FOR AUDITORIUI 250.00 199-11-6399.00-001-711000 FILM 100.55 199-41-6399.00-701-799000 SUPPLY REIMBURSEMEN- 8.34 199-41-6399.00-701-799000 SUPPLY REIMBURSEMEN- 4.55 199-41-6499.00-701-799000 EXPENSE REIMBURSMEN' 106.19 Totals for Check 001103 119.08 865-00-2190.15-000-700000 TEAM JERSEYS 271.20 865-00-2190.21-000-700000 PIZZA DAY 210.00 199-11-6399.00-001-711000 SUPPLIES 588.50 199-51-6249.00-001-799000 SERVICES 1,065.00 199-51-6257.00-001-799000 PHONE SERVICES 737.35 -- - 199-51-6319.00-001-799000 SUPPLIES 401.31 199-41-6219.00-701-799000 BACKGROUND CHECKS 9.51 Date Run: 04-04-2007 1011 Am Check Payments p,ogram:nm1om cntyowt: 220-810 mEorLAKExoAneM, Page: xmo From To File ID: C Check Check po _@brDate_im Nbr� 0007*7oo'1o'2on7TRI-COUNTY ELECTRIC vvsoTLAxsuuooxc oon/snux'10-eoo7ToINDUSTRIES wEaTLAns000naa noorea oo'z7'uoo7ATMOS ENERGY wsoTLAKc000nan 0007osux-c7'unn7JACKSON SUPPLY meuTLAKsoouoo4 006788 oa-x7-uou7LEXIS wExmRISK MAN, CHIEF ADN 000nos End of Report For the Month of March Invoice _c,r Amount---- mount__1oo-51~n2ms.ou-0n1-7oomm 199-51-6256.00-001-799000 ELECTRICITY s.ouo.*r 199'51~6319u0'001-/99000 ICE MACHINE REPAIRS 378.39 1ee'51~6255.00-001-7e9000 GAS SERVICE 1.391.4* 199-51'6319.00-001'799000 PAPER SUPPLIES 565.25 199-41'6219.00-701-799000 BACKGROUND CHECKS 10.00 Total Checks 44.774.97 Date Run: 04-04-2007 10:11 AM Check Payments Fund Summary Program: FIN1300 Cnty Dist: 220-810 WESTLAKE ACADEMY Page: I of From To File ID: C For the Month of March Check Check Nbr Date payee Organization -- -.Fnd-Fnc-Obj.So-Org-Prg Reason Amount Totals for Fund 199 / 7 36,845.80 Totals for Fund 289 / 7 114.57 Totals for Fund 865 / 7 7,814.60 Totals For Checks 44,774.97 Estimated Number Of Unpaid Checks To Print: 0 End of Report