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Home My WebLink About06-26-06 BOT Agenda Packet WESTLAKE ACADEMY SPECIAL SCHOOL BOARD MEETING A G E N D A JUNE 26, 2006 4:00 P.M. BOARD ROOM - TOWN HALL 2650 J.T. OTTINGER ROAD 1. CALL TO ORDER. 2. WORKSHOP CONCERNING PROPOSED TEMPORARY EXPANSION OF THE DINING HALL 3. EXECUTIVE SESSION The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. 4. 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. 5. CONSIDER A RESOLUTION APPROVING A THREE-YEAR CONTRACT WITH STOVALL, GRANDEY & ALLEN, L.L.P. TO PERFORM THE ACADEMY’S ANNUAL FINANCIAL AUDIT. 6. CONSIDER A RESOLUTION AUTHORIZING THE HEAD OF SCHOOL OF WESTLAKE ACADEMY TO ENTER INTO CONTRACTS WITH THE EDUCATION SERVICE CENTER, REGION XI FOR SERVICES RELATED TO WESTLAKE ACADEMY. 7. CONSIDER A RESOLUTION AUTHORIZING THE APPLICATION FOR THE RENEWAL OF THE OPEN -ENROLLMENT CHARTER 8. CONSIDER A RESOLUTION AUTHORIZING THE NEW 2006-2007 PARENT/STUDENT HANDBOOK. 9. CONSIDER A RESOLUTION TO ADOPT THE OFFICIAL SCHOOL MASCOT. 10. 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 Board workshop and regular meeting held June 12, 2006 B. Review and approve any outstanding bills. 11. 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, June 23, 2006, at 1 p.m., under the Open Meetings Act, Chapter 551 of the Texas Government Code. if A IA - Ar) - JP Dwinnell, 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: Members of the Board of Aldermen From: Barbara Brizuela, Head of School Date: June 26, 2006 Subject: Regular Meeting of June 26, 2006 ITEM Approval of the firm of Stovall, Grandey & Allen, LLP of Fort Worth to perform the audit of Westlake Academy for a 3 -year period with the option of 2 additional years. RECOMMENDATIONS Staff recommends approval. BACKGROUND "Request for Proposals" were sent to several CPA firms requesting proposals to perform the Academy audit. We only received 3 proposals to perform the Academy's audit. Debbie has contacted the references of each and received no negative feed -back. Weaver and Tidwell, whose firm has performed our audit for the past 2 years, increased their fees by $2,500. Stovall, Grandey & Allen, LLP perform governmental audits on over 30 school districts. The firm's staff has worked closely with TEA and has a good relationship with their staff. They are able to comply with the time constraints of delivering the audit report by December of 2006 and their fee appears reasonable. (See attached analysis of fees) SUMMARY OF AUDIT PROPOSALS FOR THE TOWN OF WESTLAKE AND WESTLAKE ACADEMY TOWN OF WESTLAKE Weaver and Tidwell Pattillo, Brown & Hill Stovall, Grandey & Allen Haynes and Associates WESTLAKE ACADEMY Weaver and Tidwell Haynes and Associates Stovall, Grandey & Allen FY 2006 FY 2007 FY 2008 $ 12,500 $ 13,500 $ 15,000 $ 12,500 $ 13,800 $ 14,500 $ 11,000 $ 12,000 $ 12,500 FY 2006 FY 2007 FY 2008 $ 32,500 $ 34,000 $ 36,000 $ 23,500 $ 23,500 $ 23,500 $ 20,000 $ 21,000 $ 22,000 $ 16,500 $ 16,500 $ 17,500 FY 2006 FY 2007 FY 2008 $ 12,500 $ 13,500 $ 15,000 $ 12,500 $ 13,800 $ 14,500 $ 11,000 $ 12,000 $ 12,500 TOWN OF WESTLAKE RESOLUTION NO. 06-07 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE WESTLAKE ACADEMY APPROVING A 3 -YEAR CONTRACT WITH STOVALL, GRANDEY & ALLEN, L.L.P. TO PERFORM THE ACADEMY'S ANNUAL FINANCIAL AUDIT. WHEREAS, Section 44.008 of the Education Code requires that all school districts, including charter schools, must have their fiscal accounts audited annually at their own expense by a certified public accountant holding a permit from the Texas State Board of Public Accountancy; and WHEREAS, the Head of School, and the Finance Director of the Town of Westlake, have considered various accounting firms for the task and have recommended that the Board of Directors appoint the firm of Stovall, Grandey & Allen, L.L.P. to perform the Westlake Academy's annual financial audit for each of the next three years; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: SECTION 1: That the Board of Directors does hereby approve the engagement of the accounting services firm of Stovall, Grandey & Allen, L.L.P. to perform the Westlake Academy's annual financial audit for the next three years. SECTION 2: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 26th DAY OF JUNE, 2006. ATTEST: Scott Bradley Jean Dwinnell, Secretary Barbara Brizuela, Head of School APPROVED AS TO FORM: L. Stanton Lowry, Academy Attorney WESTLAKE ACADEMY TO: President and Board of Directors, Westlake Academy FROM: Barbara Brizuela, Head of School DATE: June 26, 2006 SUBJECT: June 26, 2006 Regular Meeting I "31u19 Consider a resolution authorizing the Head of School of Westlake Academy to enter into several contracts with the Education Service Center, Region XI for services related to Westlake Academy. RECOMMENDATIONS: Staff recommends approval. BACKGROUND: The Service Center for Region XI maintains many different programs to support Charter Schools in their development and administration so that the schools are able to focus more of their energies on the business of teaching. Following are the programs that we have used in the past and that we believe would benefit the Academy: The Business Service Contract allows the service center to perform the business and computer services needed. Region XI will be responsible for performing the accounting functions for the Academy, in full compliance with the TEA Financial Accountability System Resource Guide as well as processing monthly payrolls. ($24,000) The Service Center assists the Academy in PEIMS (Public Education Information Management System) submissions throughout the year as well as training. PEIMS information is sent to TEA regularly but may not come directly from the Academy and must be routed through the service center. We will also enter into a PEIMS system maintenance contract. ($1,000) The Service Center provides the licensure and support of Win School, the software used to track all student information required by TEA including attendance, special education, student health records, etc. Win School is the program that PEIMS pulls information from to submit to TEA. ($5,075) Total payment for the above mentioned programs will be $30,075.00 which will be incorporated into FY 2006-2007 Academy budget. WESTLAKE ACADEMY RESOLUTION NO. 06-08 A RESOLUTION OF THE BOARD OF TRUSTEES OF THE WESTLAKE ACADEMY, AUTHORIZING THE HEAD OF SCHOOL TO ENTER INTO SEVERAL CONTRACTS WITH THE EDUCATION SERVICE CENTER, REGION XI FOR SERVICES. BE IT RESOLVED BY THE BOARD OF TRUSTEES OF WESTLAKE ACADEMY: WHEREAS, the Westlake Academy utilizes the business services of Region XI Education Service Center, which is responsible for performing the accounting functions in full compliance with the Texas Education Agency (TEA) Financial Accountability System Resource Guide as well as processing payroll, and WHEREAS, the Service Center assists the Academy in Public Education Information Management System (PEIMS) submissions and training throughout the year and this information must be sent to TEA regularly but may not come directly from the Academy and must be routed through the Service Center, and WHEREAS, the Academy utilizes the Service Center's MIS Win School Student Support Services which licenses and supports the use of the Win School software used to compile student information for PEIMS reporting NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE WESTLAKE ACADEMY: SECTION 1: That the Board of Trustees of Westlake Academy does hereby authorize the Head of School to enter into the following contracts on behalf of the Academy with the Education Service Center, Region XI for the following services: Business Services Public Education Information Management Services MIS Win School Student Support Services SECTION 2: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 26th DAY OF June, 2006. Scott Bradley, President ATTEST: Jean Dwinnell, Secretary APPROVED AS TO FORM: L. Stanton Lowry, Attorney Barbara Brizuela, Head of School 06/19/2006 12:06 8174905758 WESTLAKE ACADEW PAGE 02 Richard Ownby Executive DirvctOr May 1, 2006 Debbie Piper, Business Manager Westlake Academy 2600 TT Ottinger Road Westlake, TJ{ 76262 Dear Ms. Piper, Providing quality Business Services for Westlake Academy is a top priority for the Business Services staff at ESC Region XI. We look forward to working with you again in the 2006-07 school year. Following this letter you will, find the Business Support Services 2006-07 contract for your consideration. The contract amount is shown on the last page for your budget planning. After you have signed your contract, please return it to my attention by June 15, 2006. An executed copy, signed by our executive director, will be returned to you for your records. We do offer other Business Services that can be tailored to your needs, such as budget assistance, asset management through RSCCC, compliance and regulatory assistance, and more. Please feel free to call us to discuss where we can best partner with you. Sincerely, %#, w, AkA%Aj', . Clyde W. Steelman, Jr. Deputy Executive Director Administrative and Business Services 3001 N4N'► �reevray • Port V1►Orttt,'fAxaS 76708 • (817'} 740-38� • �a�c (897') 740-7800 • vrwM►.escl /.net )6/20/2006 07:40 81741105758 WESTLAKE ACADEMY PAGE 02 ro "ness Support Services v,usi -Client : WESTLAKE ACADEMY Education Service Center 3001 North Freeway Fort WorthTexas 76106 )6/20/2006 07:40 8174905758 WESTLAKE ACADEMY BRVI E SMSS SUP�'{)RT ECENTER. CES CONTRACT REGION ISI EDUCATION SERVtC. TABLE OF CONTENTS Article Statement of Services ................... ........................... ..................3 Article II Term o' Services .............................................................. Services ............... ......... 3 Article IIT Payment for S ............................................... Responsibilities of the parties. ......♦•.............................. 3 Article IV R ...�........�.......... Article V Termir. ation of Services ............................... Article Vi Commitment for Services .............. .................. .............................. 6 Article VII Authorization for Services ............................................ .. ....... ,,6 ell 16120/2006 07:40 81741105758 WESTLAKE ACADEMY PAGE 04 B'trSINEsS SUPPORT SERVICES CO TR XI EI)UCATION SERVICE CENTER RE ARTICLE I - STATEMENT OF SERVICES Business Support Services agrees to perform the business and computer services that are described in the following sections. All services, which are to be provided for. the Client by the Business Support Services, are shown in the following sections, if changes in the specified services become desirable, an addition l supplement shall be made between the Ciient and the Business Support Services. ARTICLE II - TERM OF SERVICE This agreement coven services that are to be performed for the Client during the period beginning September 1, 2006 and ending August 31, 2007, ARTICLE III — PAYMENT FOR SERVICES All services will be invoiced on October 15, 2006, unless other billing arrangements are made acceptable to both patties. ARTICLE IV - RESPONSIBILITIES FINANCE SERVICE$ Th.e Business Support Services will be responsible for performing the accounting functions for the Client, in full compliance with the TEA Financial Accountability System Resource Guide. Included in the accounting functions to be performed by Business Support Services are the fallowing: a Post casks receipts • Enour,ber purchase orders • Post and print finance checks ■ Post 1: udget amendments and journai entries a Balance general ledger and funds prior to month closing • Close monthly General Ledger and print standard report packet ■ Provide RSCCC Board Reports Monfily bank account reconciliations • Prepare 1099's at calendar year-end • Close out fiscal year • Prepare budget worksheets and budget reports as needed • Input budget into RSCCC ■ Perform and maintain all file backups • Prepzre audit reports as required by outside auditors • Maintain archived sett of reports and data input documents )6/20/2006 07:40 81745105758 WESTLAKE ACADEMY PAGE 05 BUSINESS SUFpO� x�a I CT EIDT1CAJON SES�C��a XT ■ File eGrant Expenditure Reports R Prepare Fall PEIMS submission (budget &payroll) ■ Prepare Mid -Year PEIMS submission (prior year actual expenditures) DUTIES OF CLIENT procure all necessary finance check stock and other supplies unique to the Client Perform daily functions including such tasks as obtaining vendor information Pre Daring purchase orders and other payment request forms (i.e., travel reir:tbursements, payment authorizations, etc.) Tracking purchase orders from the time of issuance to the time the merchandise is received and the purchase order is paid Iii: bursing checks to vendors Rei:eipting cash collected Submt: the following documents all paperwork must be properly coded) Deposit slips Purchase orders invoices - Expense reimbursement forms Di,trict written check logs Distribute logg4 s to vendors and submit reports to IRS ■ Execute all bank transactions and investments ■ Prepare budget All accounts payable information must be timely submitted to Business Support Services to ensure adequate time for accurate processing. PAYROLL SERVICES l3usiness Support Services is able to process Bi -Weekly, Semi-monthly and monthly payrolls. As a part of the payroll Drocess, Business Support Services will perform the following functions: ■ Maintain employee information on RSCCC ■ Post payroll and employee leave transactions • Run payroll calculations ■ Post payroli ■ Print employee and'payroll deduction checks ■ Print standard payroll reports ■ Creai:c and post general journal entries + inter pace payroll with finance ■ Prep;ue and submit monthly TRS reports utilizing TRAQS )6/20/2006 07:40 8174005758 WESTLAKE ACADEMY PAGE 06 BUcTNESS SUPPORT SERVICES CON'T'RACT EDUCATION SERVICE CENTER REGION NJ • Transfer TRS payment utilizing TexNet • Prepare and submit quarterly TWC reports • prepare Employers 941 Quarterly Tax Returns • Prepare W -2's at calendar year-end and submit to SSA ■ EstabliEh and update next -year payroll flies ■ Run August accruals ■ Perforn► and maintain all file backups m Prepare and submit electronic funds transfer file to bank ■ File monthly TRS Supplemental Application • Procurrall necessary payroll check stock and other supplies • Perform daily functions including such tasks as Co npiling the basic demographic information and the information required to cal-ulate payroll amounts, such as deductions and Cafeteria 125 options for all nclv employees Advising Business Support Services of any changes affecting payroll Compiling and verifying information required to calculate payroll amounts for substitutes and hourly employees • Submit monthly report on Retirees for TRA.QS Distribute employee and payroll deduction checks • Deposit payroll taxes Distribute employee W -2's • Sign and submit the 941 and W3 reports to the appropriate entities All payroll information must be timely submitted to Business Support Services to ensure adequate time for accurate processing. A.RTICLF V —TERMINATION OF SERVICES This oontract may bE terminated by either the Client or the Education Service Center Region XI in the event either party fai.is to perform according to the terms of this Contract upon. thirty (30) days written notice t,) the other party. )6/20/2006 07:40 8174105758 WESTLAKE ACADEW PAGE 07 SRVE CNE ED,jCATIONETETRION CONTRACT AEiUCLE VI - COMMTrWNT FOR SERVICES Client Name: WESTF AIV'V ACADEMY Annual Business Support Services: Finance Services only--�� PayroMwnan Resources Services ot+ty Full ervicc (Finance, PayrolIMR, Budget, S 24.000.00 and Bank I;econciliations) Annual RSCCC software licensing fees included? Yes–X— NO other Services: Total Commitment: S24,000.00 AR'T'ICLE VII – AUTHORI7-,A'TION FOR SERVICES WF5TLAKE ,e),CE►D► MY has aplrroved th district's use of Business Support Services for the 20062007 school year. The total am o nt for � hese se �� is S 24.000.0U C l' or Director of Schools This Contract is accepted by Education Service Center Region XI as indicated above. Executive Director .Education Service Center Region XI G )611912006 12:06 8174905758 WESTLAKE ACADEMY PAGE 16 ;13 SERVICES AGWEEMENT o EDUCATION SERVICE CENTS REGION XI MANAGEMENT INFORMATION SYSTEMS 3001 North Freeway Fort 'Worth, Texas 76106 PEIMS )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PACE 17 PEIMS DATA QUALITY SERVICES AGREEMENT 2006-2007 EDUCATION SERVICE CENTER. REGION XI MANAGEMENT INFORMATION SYS'T'EMS TABLE OF CONTENT'S .Article I Services Agreement............................................................ 3 Article II Statement of Services.......................................................... 4 Article III Terns of Service................................................................. 4 Article IV Payment for Services........................................................... 4 Article V PEIMS Data Quality. Services ............................................... 5 ,Article VI PEIMS Data Quality Services Fees .......................................... 6 Article V1I PENS Data Quality Services Fee Tables ................................... 7 Article VIII PEIMS Data Quality Services Responsibilities ........................... 10 Article W PDQS Commitment for Services .............................................. 12 Article X Commitment and Authorization for Services ............................... 13 2 )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 18 PEIMS DATA QUALITY SERVICES AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION XI MANAGEMENT INFORMATION SYSTEMS I ARTICLE J SERVICES AGREEMENT Tbi-., agreement, made and entered. into by and between Address TEA County/District No. City and Zip Code hereinafter referred to as the "School District" and Education Service Center Region XT, 3001 North Freeway, Fort Worth, Texas 76106, hereinafter referred to as the "Education Service Center," provides for the performance of services according to and under the following terms and conditions. Management Information Systems is the division of the Education Service Centcr directly responsible for providing the services agreed upon. Management Information Systems will hereinafter be referred to as "MIS". PEIMS Data Quality Services (PDQS) gill function within MTS to provide the services of this contract 3 )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 19 PEIMS DATA {QUALITY SERVICES AGREEMENT 2006-2007 EDUCATION SE VICE CENTER. REGION X1 MANAGEMENT INFORMATION SYSTEMS ARTICLE II STA..TEM T OF SERVICES TO DE PERFORMED The Education Service Center agrees to xrform the PEIMS consulting services that are described in the following sections. All services hat arc to be provided for School District by or through Education Service Center are shown in iftlefollowing sections. If changes in the specified PEIMS services becorne desirable, an addition supplementary written "Agreement for the Provision of PEIMS Services" shall be made betwe School. District and Education Service Center. ARTIS IIT TERM OF SERVICE This agreement covers services that are to be performed for School District during the fiscal yeaz beginning September 1, 2006, and ending August 31, 2007. However, due to the nature of the PENS reporting function, these servic s may begin before September I, 2006 and may extend beyond August 31, 2007. ARTICLE IV I PAYMENT FOR SERVICES The School District should complete t is agreement in its entirety and email the entire service agreement to rbryan a(�cse11-net. Please print page 13. have the superintendent sign that page, and fax it to Attn: Richard Bryan at (817) 7 0-3643. A copy of page 13 will be returned to you after being signed by Education Service Cen*r Region XI. Payment is due upon receipt of invoice Please do not send a check back with. may be paid quarterly or annually. service agreement 2 )6/19/2006 12:06 6174905756 WESTLAKE ACADEMY PAGE 20 PEIMS DATA QUALITY SERVICES AGREEMENT 2006-2007 EDUCATION SERVICE CEN'T'ER REGION XI MANAGEMENT INFORMATION SYSTEMS I ARUCLE V PEIMS DATA QUALITY SERVICES J PEIMS DATA QUALITY SERVICES (PDQS) TEA has charged the ESC with assisting the school district in its responsibility for submitting PEIMS data in accordance with. the PEIMS Data Standards. This service was fznded througb. state core funds and was provided to all school districts in Region XI at no cost to the district for sixteen years. However, since state funds are not available to the service center for PEIMS as a result of state legislation, a fee is charged to each user so that PEIMS assistance will continue at the same level as in the past. This fee allows a continuation of the following services provided by ESC PEIMS staff: • ESC will assist the districts with its PEIMS data submission to TEA through EDIT+. • ESC will provide training in all aspects of PEIMS data collection and submission. • ESC will present multiple training sessions concerning PEIMS ianance, staff, and student reporting with an emphasis on new areas of concern. • ESC will supply telephone consultation throughout the PEIMS process as needed. • ESC will inform the district of crucial areas of scrutiny by TEA (e.g., PID, Underreported Leavcrs, Discipline, etc.). • ESC wilt review PEIMS EDIT+ data reports for consistency and possible errors. • ESC will inform the district of changes and updates in PEIMS as they occur. • ESC will provide consultation as needed to: o Answer questions concerning the Data Standards and the Student Attendance Accounting Handbook a Provide guidance through the EDIT+ process 0 organize the data submission schedule and procedure o Interpret Fatal Errors, Warnings; and Special Warnings o Provide solutions in the PID correction process o Clarify various EDIT+ reports and emphasize their significance • ESC will "ACCEPT"' the district data file, finalizing the submission/resubmission to TEA: o After reviewing selected EDIT+ reports (if problems are found, the district will be notified and allowed to make corrections, if necessary) o Wben final approval sheet is received; signed by the Superintendent '.i )6/19/2006 12:06 8174905756 WESTLAKE ACADEMY PAGE 21 PEIMS DATA QUALITY SERVICES AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION XI MANAGEMENT INFORMATION SYSTEMS I ARTICLE VI PEIMS DATA QUALITY SERVICES FEES _j PDQS FEE Each district will pay PEIMS Data Quality Services (PDQS) fees as indicated in the PDQS Fee Table oD the next page. The PDQS Fee covers all services by the ESC Region XI PEWS Staff as outlined above in. Article V. This fee does not purchase software or software support for any commercial product. The PDQS qtaff will work within the EDIT+ framework and other online services provided by TEA- The PDQS Fee Tables are located in ARTICLE W. L -j )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 22 PEIMS DATA QUALITY SERVICES AGREEMENT 2006-2007 EDUCATION SERVICE CENTER. REGION X1 MANAGEMENT INFORMATION SYSTEMS AR'T'ICLE VII PENS DATA QUALITY SERVICES FEE TABLES )PEIMS DATA QUALITY SERVICES FEE TABLE Districts will use the PEIMS Data Quality Services Fee Table below to determine the PDQS fee. The PDQS Fee is determizied by the 2005 Fall PEIMS Enrollment totals. An enrollment table showing your PEIMS fall 2005 enrollment has been Provided for your convenience on the following pages. The enrollment table will show the number of students in your district for choosing the correct PDQS fee in the table below. PDQS Fee Table for 2006-2007 Number of Students in District At least .,. and up to PDOSS Fee 1 to 500 ... $19000 501 to 19000 ... $1,500 19001 to 21000 ... $29000 29001 to 4,000 ... $2,500 49001 to 8,000 ... $3,000 81001 to 16,000 ... $39,500 16,001 to 329000 ... $49000 32,001 to 64,000 ... $4,500 649001 to 1287000 ... $5,000 a )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 23 PEIMS DATA QUALITY SERVICES AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION XI MANAGEMENT INFORMATION SYSTEMS ARTICLE VIII PEIMS DATA QUALITY SERVICES RESPONSIBILITIES TiUTIES OF TEA ff m PEIMS Data Standards • TEA will explain the overall data requirements to ESC personnel • TEA will provide and maintain the PEWS DATA ST,4NDARDS and the STUDENT t1TTENDANCEACC0UNTING HANDBOOK • TEA. will provide the ESC and district with a standard editing and reporting system. (EDIT+) DU'T'IES OF EDUCATION SERVICE CENTER from PEIMS Data Standards • Send the data required (ACCEPT) by the current year PEIMS Data Standards to TEA by the specified due dates for each submission/resubmission. • Review the district data using edit rules supplied by TEA, assuring all fatals are corrected. • Assist the district with its data submission to TEA's EDIT+ server. • Notify district when its data has been approved by the ESC and made available for further processing by TEA. • facilitate the accuracy and timely delivery of data. Explain the overall data collection requirement to school district personnel. • Train school district personnel to adequately meet the data submission requirement, covering: o Overall data flow o Delivery schedule o Data element definitions a Data Submission formats o Editing requirements o Correction cycle o Approval of the summary report and error listing a Operation of the web -bused PEIMS EDIT+ system, + Consultation will be provided to assist the school district in preparing the data submission and to ensure data. quality and compliance to the schedules. • ESC PEIMS staff will coordinate assistance by: o Answering questions about the Data Standards o Organizing the data submission schedule • Answering questions about the edit and summary reports a Organizing the error correction schedule o Initiating the final approval of the district's submission to TEA. M )6/19/2006 12:06 8174905758 WESTLWE ACADEMY PAGE 24 PEJMS DATA QU,A,LITY SERVICES AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION XI MANAGEMENT INFORMATION SYSTEMS ARTICLE VIII EEIMS DATA QUALITY SERVICES RES>PONSIBILITTES {Continued} ]_DUTIES OF DISTRICT(from PEIMS Data Standards • School district will submit the data required by the current PEIMS Data Standards to the ESC in accordance with the specifications of the data standards. • The required data will be approved by both the district and the ESC by the due dates • School district will follow the ESC -established deadlines to allow sufficient time for technical assistance by the ESC. • School district will validate/edit the district data file using EDIT+. • School district will get approval of its data file by ESC. • Errors found by the ESC during the editing/validation process will be corrected by the school district in a timely manner. • District must approve the content of the data submission by signing the "Statement of Approval of Summary Report and Error Listing" available through EDIT+. • The approval form is to be signed by'the superintendent and forwarded to TEA through the ESC. 11 )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PACE 25 PEIMS DATA QUALITY SERVICES AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION XT MANAGEMENT INFORMATION SYSTEMS ARTICLE IX PEIMS DATA QUALITY SERVICES COMMITMENT FOR SERVICES Name.&�� CoordinatorsM 1—r L Phone -SIT '— PEIMS SERVICES PEIMS Data Quality Services (PDQS) PEM Data Quality Services Fee $ MO. 00 I I TOTAL PEIMS DATA QUALITY SRVS CONBUTMENT $ Transfer this Total PEIMS Data Quality Commitment amount to Page 13. Retain the original FDF document for your records. Return a copy of the completed PDF document byMkv 24, 2006 to; rbryanpesellnet MIS mail address: MIS Department Education Service Center Region X1 3001 North Freeway Fort Worth, Texas 76106 12 )6/19/2006 12:06 8174905758 WESTUVE ACADEMY PAGE 26 PEINIS DATA QUALITY SERVICES AGREEMENT 2006-2007 EDUCATION SERVICE CEN'T'ER REGION XI MANAGEMENT INFORMATION SYS'T'EMS ARTICLE X COMMITMENT AND ,AUTHORIZATION FOR SERVICES kgj�k gp< has approved the PE)MS Data Quality Services Agreement for the 2006-2007 school year. The district agrees to pay for the contracted services as indicated in this service agreement for the total amount of Superintendent of Schools Date THIS AGREEMENT IS ACCEPTED BY EDUCATION SERVICE CENTER REGION ISI AS INDICATED ABOVE. Executive Director Education Service Center Region Xi Date Education Service Center will return a copy of this page to the School District. Retain the original PDIN document for your records. Please do not send payment with this document. All invoices will be mailed by September 15, 2006. Return a copy of the completed PDF document by May 24, 2006 to: rbryan@esc l l .net FAX this page after the superintendent has signed it to: Attn: Richard Bryan at (8 17) 744-3643 OR mail the entire document to Richard Bryan. MIS mail address: MIS Department Education Service Center Region XI 3001 North Freeway Fort Worth, Texas 76106 13 06/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 03 INFORMATION SYSTEMS SOFTWARE and SUPPORT SERVICE AGREEMENT . for EDUCATION ..♦O I REGION XI 3001 North Freeway Fort Worth, Texas 76106 RSCCC.' / WIN SCHOOL )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 04 MANAGEMENT INEoRMATION SYSTEMS 006-2007 SOFTWARE and SUPPORT SERVICE AGREEMENT 2 EDUCATION SERVICE CENTER. RE ARTI<CL»�IIV CIfANCERY WIN SCHOOL SYSTEMS Regional, Centers have entered into an agreement with Chancery Systems Ltd• to market and support the Student Management Solutions Win School software to school districts• This agreement results in reduced licensing fees that are not available to districts contracting directly with Chancery or other third party providers. Chancery Win School software is cooperated and licensed for use at a specific campus. The software is to be installed at the campus and used only by authorized campus employees. The software must not be copied or modified in any way other than for, backup and archival purposes. Each campus, upon one week's advveed written notice, must grant the Education Service Center and/or Chancery reasonable access to verify compliance with this agreement. HARDWARE REQUIREMENTS These are the recommended hardware and software configurations for the current Chancery Win School Systems. The School District will be responsible for purchasing and maintaining all hardware. Please contact Education Service Center before making the final decision on type and si7.e of equipment. Optional support is available as a part of this agreement for network servers an. workstations. •.,�.� nn+. 'G� �� '�••- ;,,,� ^.;c�t,,. •.,,�•.,:;;.�..:;.•,t�' + rry?';r.•t•t;n�•;:ni.is4ett;,F:;�'"�ca�=t��p?';;1•'� i:•I •t::^ '' ti � �fl, !t ilR)��15��''t.''4p'nn.�r�fj 4 .,�, ,. •.,. � .a +w�;�•I ' �(�. �yl,r�;`�; .a,.�., .�_ .'' �t,l�ll t (til:' ';jt is �.. ;�i. �: i�q�,;!;-"•'e !'1, : • iJ,;i District/Campus Pentium IV 2 GB RAM Server 1.8 GHz or higher 24X CD-ROM drive 30 GB hard drive Operating System Windows NT 4.0 w/ SP6, Windows 2000 (SP3) Win 2000, Netware 6.x IE 6.x Communication Protocol TCP/IP User Workstation Pentium IV 256 MB RAM or 1.8 G14z. or higher 12X CD-ROM drive Stand Alone PC At least 1 GB free space Operating System Windows 2000 (SP3), Windows XP Professional (Will run on ME, but is not recommended) Will not run on Windows 95 IF 6.x (SP 1) Communication Protocol TCP/IP eClass Gradcbook Pcntium 11 64 MB RAM and 500 MHz or higher At least 20 MB free space eClass Attendance operating System Windows 98. NT 4.0 w/SP 6. Windows 2000, Windows XP (Will run on ME, but is not recommended) Will not run on Windows 95 Communication Protocol I TCP/IP R$CCC / WiNSCHOOI 0607 22 06/19/2006 12:06 8174905758 6ESTLAKE ACADEMY PAGE 05 MANAGEMENT INFORMATION SYSTEMS SOFTWARE and SUPPORT SERVICE AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGJON XI ARTICLE XrV cHANCERY WIN SCHOOL SYSTEMS (Continued) Printer Scir 0 concerning report ,tion will depend oil the School District's selection f forms and needs formats. Chancery Win School is capable of printing to any Printer attached 10 the microcomputer, workst e because of the Windows , ation or supported network. A laser printer is the preferred printer environment_ WINSC110OL soFTwARE FOR STUDENT SERWCES The Chancery Win, School Student System is a Windows based modular system available in a single or multi-user version, Win School has multi-level password protection and prints to the screen, printer or disk file. The following applications are available in various combinations to meet the specific needs of elementary, middle and high schools: • Student Demographics • Attendance • Grade Reporting • Scheduling • Discipline • eClass Gradebook • cClass Attendance • Scanning • Report Manager • Details • Query • ASCU ImportfExPort • District Data Integrator (DDI) STUDENT DEMOGRAPRICS Student demographic data can be imported. with the ASCII import/Export Utility • Capable of storing up to 5000 student records • Maintain enrollment history • Groups such as band and athletic teams can be maintained and rosters printed RSCOC I WIN$CHOOL 0607 23 )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PACE 06 MANAGEMENT ,INFOR,MA.TION SYSTEMS OOG-2007 SOFTWARE and SUppORT SERVICE AGREEMENT Z2 EDUCATION SERVICE CENTER REGION ARTICLE XIV CHANCERY WIN SCHOOL SYS'T'EMS (Continued) ATTENDANCE • Record student daily, half -daily and/or period attendance • Create up to 256 user. -define) daily and period attendance codes • Calculate ADRs • Enter attendance manually, with an optical scanner, or teacher desktop work station GRADE REPORTING • Report cards consolidate demographic, attendance and gradebook data to produce report cards • Capable of entering grades manually, transferred from teacher's ,gradebook, scanning from scan document or transferred using ASCII data • Calculate term, semester, annual and cumulative GFA • Full page transcript • Calculate class rank and honor roll, based on school -specified criteria • Design report cards, honor rolls, eligibility lists, letters and mailing labels using the Report Manager R • Scheduler builds the conflict matrix, master schedule and student schedules • Accommodate up to 5000 students in 5000 classes • Schedule up to 42 periods per day, 14 days per cycle, and 400 blocks per cycle • Create schedules for year round schools • Schedule up to 12 terms at once, including 6 -weeks, 9 -weeks, semester, and full -year courses • Scan, import or manually enter student course requests • Automatically update class rosters • Flag each student's required, prerequisite and co-requi.site courses • Automatically create or manually enter newly enrolled student's schedule at any time i)►1 SCIPLINE • Complete discipline records are maintained on an individual student basis • Define over 100 infractions Record incidents for each student, including date, location, action taken and additional comments • Produce summary reports on specific infractions or create detailed reports on individual students RSCGC / WINSCHOOL 0607 24 16/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 07 MANAGEMENT INFORM.A.TION SYSTEMS SOFTWARE and SUPPORT SERVICE AGREEMENT 2006-2007 EDUCATION SERVICE CEN'T'ER REGION XI ARTICLE XIV CHANCERY WIN SCHOOL SYSTEMS (Continued) eCLASS GRADEBOOK • eClass is an electronic gradebook. program for the teacher's desktop • Utilizes the dernograpbic data and student schedules to populate the teacher's gmdebook • Gradebook enables teachers to store student grades for individual assignments • produces progress reports • Electronically transports term grades into the Report Card module • Interfaces with K12Planet eCLA.SS CLASSROOM TEACHER ATTENDANCE • Desktop online teacher attendance • Point and click operation • Data query from teacher desktop On-line office notification REPORT MANAGER * Select any combination of fields from Win School to include in reports • Print specific lists for eligibility, etc. • Create personalized letters using Report Managers mail merge feature QUERY • .Administrator's tool for instant access to data without ability to change data • View demographic, contacts, discipline history, medical and custody information. • View student's complete attendance history • View student's schedule • View student's grades, honor roll status, class rank, grade point and earned credits View teacher records, which includes home address, emergency contact and schedule • Print comprehensive reports RSCCC / WINSCHOOI 0607 25 06/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 08 MANAGEMENT INFORMATION SYSTEMS SOFTWARE and SUPPORT SERVICE AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION XI ARTICLE MV CHANCERY WIN SCHOOL SYSTEMS (Continued) ASCII TRANSFER • Import or export data in industry standard ASCII -delimited or ASCII -fixed format • Complete flexibility in determining which data is transferred, its order, and its format - Myll �61 • NCS End -of -Course Precoding • NCS TAKS Tests Preceding • NCS Merge Function • AMS It Class Rosters Extract pDAS Teacher Information • Class Absence Report DISTRICT DATA INTEGRATOR (.DDI) • WAN, LAN or stand-alone merging of dist6ct wide data Ability to produce custom reports through Crystal Reports • Superintendent's Report MCCC I WINSCHOOLW07 26 )6/19/2006 12:06 8174905758 tESTLAKE ACADEMY PACE 09 MANAGEMENT INFORMATION SYSTEMS SOFTWARE and SUPPORT SERVICE AGREEMENT 2006-2007 1 EDUCATION SERVICE CENTER REGION XI ARTICLE XV CHANCERY WIN SC]RooL sySTEMS PRICE LIST Win School Student Data Management Systems Annual Campus Licensing Lease Fee $ 3900 each Campuses I and 2 $ 3380 each Campuses 3 and 4 $ 2860 each Campus and all additional campuses Annual Campus Gradebook Support (eClass Grades) S 25 per . user Annual Alternative Site Licensing Fee $ 460 per campus Annual Classroom Attendance Licensing Fee KIM Attendance) $ 420 per campus Cross Platform/Mac Users (Classroom) Attendance, and Class Grades) -),r, S 420 per campus. special Site -1 Fee (District must have less than 1000 students and must $5000 process multiple sinje user campuses on one stand-alone computer.) Special Site -U Fee (District must have less than 750 students and $9000 must process multiple network campuses on one single Windows file server.) Installation and Conversion of Win School files (first year GnIY) Win School Training (first year only) Initial training to include specific instructions in: I . Setup, Details and Utilities 2. scheduling, P Repotting Report Cards/Grade Repo 9 3. Attendance 4. eClass Gradebook & eClass Attendance 6. Report Manager 7. District Data Integrator (DDI) RSCCC / WINSCHWL 0607 27 $1140 per campus $1340 per campus )6/19/2006 12:06 8174905758 WESTLWE ACADEMY PACS 10 MANAGEMENT INFORMATION SYSTEMS SOFTWARE and SUPPORT SERVICE AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION XI ARTICLE XV CHANCERY WIN SCHOOL SYSTEMS PRICE ITT (Continued) Retraining (For personnel new to the district/campus after $ 200 per person the initial first year training.) Retraining consists of a four. day workshop (Win School Round 1) that covers the following modules: ♦ School Setup , ♦ Details (Courses, Teachers, & Students) ♦ Attendance ♦ Texas Reports Report Manager ♦ Query • Additional training sessions, if requested by the client, will be scheduled as space and personnel are available and will be billed at: ♦ $100 per half day session in a Lab plus $30 per hour with a minimum of $90 ♦ $200 per full day in a lab plus $30 per hour with a minimum of $ISO ♦ $ 30 per hour with a minimum of $90 for nonlaboratory training Any additional requested services, outside the normal Win School services described herein will be billed separately. Examples of such services are custom designed reports or ASC11 files and research or assistance with. implementation of software outside of Win School. A purchase order is required for each extra service. Services requested will be billed at $45 per hour with a minimum of $45. Charges will include both consultation and preparation time. RSCCC / WMSCHOOL 0607 28 )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 11 MANAGEMENT INFORMATION SYSTEMS SOFTWARE and SUPPORT SERVICE AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION X1 ARTICLE SERVICES XV, CIIANC]ER MENT FOR y WIN SCHOOL SYSTEMS COMmff District Nam District Coordinator ))Orw 9T2dAM—rj-4- Telephone Number '31-1- qO -5-16-1 1. Campus Nam Telephone Number D -51 • Campus Coordivato & xetk MCrpr1,9Nw-, Telephone Number 91-7 JK -101 1-j Extension Number 1550'2- - Win School Annual License Lease (campus 1) $ 3900 each $ fflW Cross Platform $ 420 campus Installation & Conversion (first year only) $ 1100 campus $ Training (first year only) $ 1.340 campus $ eClass Gradebook System-teacher/adn-dn @ $ 25 user $ eClass Attendance System $ 420 campus $ Total for campus I $ 2. Campus Name Campus Coordinator Telephone Number :Telephone Number Extension Number Win School Annual License Lease (campus 2) $ 3900 cacti $ Cross Platform. $ 420 campus $ Installation & Conversion (first year. Only) $ 1100 campus $ Training (first year. only) $ 1340 campus $ eClass. Gradcbook System. teacher/admin @ $ 25 user $ cCWs, Attendance System $ 420 campus $ Total for campus 2 $ Retain the original FDF c document for your records. Return a Opy of the completed VDF document by May 24,2006to: dbat-yCd's%--c11,Net or the mailing address on page 57. RSCCC / WNSOHOOL 0607 29 06/19/2006 12:06 8174905758 WESTLAKE ACADEMY PACE 12 MANAGEMENT INFORMATION SYSTEMSEUQ6��007 SOFTWARE and SUPPORT SERVICE AGREEMENT z 2 EDUCATION SERVICE CENTER REG EN ARTICLE XX UUALTHOMCE 2000 ENTER)PRIS>E Healthoffice 2000 Enterprise (H02E) is a health and immunization. management product that is available through the Education Service Center.. Data can be maintained either through use of a centraldatabase that includes all. campuses or each campus can be a separate database. Databases can be maintained on a personal computer, a LAN or a WAN. HealthOffice 2000 Enterprise software is cooperated and licensed for use at a specific campus or district. The software is to be installed at the campus or a central district network and used only by authorized campus/district employees. All campuses in a district must purchase a site license. The software must not be copied or modified in any way other than for backup and archival purposes. Each campus, upon one week's advanced written notice, must grant the Education Service Center and/or Healthmaster reasonable access to verify compliance with this agreement. The school nurse can maintain student immunization and screening records. Scheduled administrations can be maintained. Allows import of demographic records from Win School files Records can be moved between campuses Provides state required immunization and examination records calculations HARDWARE REQUREMENTS These are the recommended requirements for Healthmaster's HealthOffice 2000 Enterprise system. Meeting or exceeding these requirements will improve overall performance of the system. RSCCC / MnNSCHOOL 0607 39 06/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 13 M,NA.GEMENT INFORMATION SYSTEMS007 SOFTWARE and SUPPORT SERVICE AGREEMENT 2006-2 EDUCATION SERVICE CENTER REGION EE ARTICLE XXl. HEALTHOFFICE 2000 ENTERPRISE PRICE LIST Hesitbofiice 2000 Enterprise campus Annual License Fee s 755 per mpus algin 420 ler alar ternative campus ARTICLE XXII HEALTHOFFICE 200.0 ENTERPRISE COMMITMENT FOR SERVICES HEALTHOFFICE 2000 ENTERPRISE District Name District Coordinator b;'c-cu1 Telephone Number $�"f t 5 _Extension Number HealthOffice 2000 Enterprise MOM -1 Annual Use Site Fee i campuses @ S 755 per regular campus $ Annual Use Site Fee campuses @ $ 420 per alternative campus$ "' - 10 �,K,ftmsNs,�,N!Iss Nasse Phone Number Campus Name Nurse's Name Phone Number Campus Name Nurse's Name Phone Number Campus Name Nurse's Name Phone Number Campus Name Nurse's Name Phone Number Campus Name Nurse's Name Phone Number Campus Name Norse's Name Phone Number Campus Name Nurse's Name Phone Number Campul Name Nurse's Name Phone Number Campus Name Nurse'R Name Phone Number Campus Name Nurse's Name Phone Nomber Campus Name Nurse's Name Phone Number Campus Name Nurse's Name Phone Number Campus Name Nurse's Name Duplicate this page for additional campuses. TOTAL H02E FEES FOR IJ, campuses Transfer this Total UO2E Commitment amount to Page 56. Phone Number `T 00 Retain the original FDF document for your records. Return a copy of the completed PDF document by May Z4, 2006 to: dbw-(&, scll.net or mail to the address on page 57. RSCCC / WINSCWOOL 0607 40 )6/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 14 MANAGEMENT INFORMATION SYSTEMS SOFTWARE and SUPPORT SERVICE AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION X1 -ARTICLE XXXI COMMITMENT FOR SERVICES Total RSCCC Business Commitment (page 15) $ Total RSCCC PEIMS System Commitment (page 17) Total Win School Regular Site Commitment (page 31) Total Win School Alternative Site Commit (page 32) Total Win School Special Site -I Commit (page 33) Total Win School Special Site -II. Commit (page 34) Total Wan School Retraining Commitment (page 35) $ � 32,0, 00 Win School K12Planet Commitment (page 38) $ Health0frice 2000 Enterprise Commitment (page 40) eSped.com Commitment (page 44) Total Network Support (page 55) Total District Commitment Enter the Total District Commitment amount on page .57. $ r155.ob $ 5 0-15 - 0( D Retain the original PDF document for your records. Return a copy of the completed Pff document by May 24, 2006 to: dbatvResell..net or mail to the address on page 57. RSCCC / WINSCHOOL OW7 56 06/19/2006 12:06 8174905758 WESTLAKE ACADEMY PAGE 15 - MANAGEMENT INFORMATION SYSTEMS SOFTWARE and SUPPORT SERVICE AGREEMENT 2006-2007 EDUCATION SERVICE CENTER REGION XI ARTICLE xxxii AUTHORIZATION FOR SERVICES tp, —School District has approved the use of the specified MIS Software SAtems for the 2006-2007 school year. The district agrees to'pay for the contracted services as indicated in this service agreement for the total amount of Superintendent of Schools Date THIS AGREEMENT IS ACCEPTED BY EDUCATION SERVICE CENTER REGION X1 AS INDICATED ABOVE. ExecutiveDirector Education Service Center Region X1 Date Education Service Center will return 11 copy of this page to the School District. Retain the oxiginal PDF document for your records. *Please do not send payment with this document. All invoices will be mailed by September 15, 2006. Return a copy of the completed PDF docurnent by May 24. 2006 to: db*@eselI.net FAX this page after the Superintendent has signed it to: Attn: Darrell Baty at(817)-740-3643 OR mail the entire document to Darrell Baty_ MIS Mail address' MIS Department Education Service Center Region XI 3001 North Freeway Fort Worth, Tex&-, 76106 RSCCC IWNSCHOOL 0607 57 WESTLAKE ACADEMY MEMO TO: Board of Directors, Westlake Academy FROM: Barbara Brizuela, Head of School DATE: Monday, June 26, 2006 SUBJECT: Meeting on June 26, 2006 ITEM: Consider a resolution authorizing the application for the renewal of the Open -Enrollment Charter RECOMMENDATIONS: Staff recommends approval. BACKGROUND: Westlake Academy was approved for its charter for three years starting in August of 2003. The charter renewal application is due to TEA on June 30th of 2006. Changes have been made in regards to the School Board, and the Governance Structure and Procedures. No changes have been made to the Instructional Facilities, Teacher Qualifications, Compliant Procedures, Admission Policy, Special Education Assurances, Bilingual/ESL, Section 504, and Dyslexia Assurances. FUNDING: This does not affect the budget. TOWN OF WESTLAKE RESOLUTION NO. 06-09 A RESOLUTION OF THE BOARD OF DIRECTORS OF WESTLAKE ACADEMY AUTHORIZING THE FILING OF A CHARTER RENEWAL APPLICATION TO THE TEXAS EDUCATION AGENCY ON BEHALF OF THE WESTLAKE ACADEMY WHEREAS, the Town of Westlake was awarded a charter by the Texas Education Agency to own and operate Westlake Academy; and WHEREAS, the charter will expire in 2006 if it is not renewed, thereby necessitating the filing with the Texas Education Agency of a renewal application; and WHEREAS, the Board of Directors has reviewed the proposed renewal application and finds that it appropriately reflects the information required by law to be submitted to the Texas Education Agency; and WHEREAS, the Board of Directors finds that the passage of this Resolution is in the best interest of the Academy; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF WESTLAKE ACADEMY: SECTION 1. That the Board of Directors of Westlake Academy hereby approves the Charter Renewal Application as submitted, and authorizes the filing thereof with the Texas Education Agency. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 26TH DAY OF JUNE, 2006. ATTEST: Jean Dwinnell, Secretary Scott Bradley, Chairman Barbara Brizuela, Head of School APPROVED AS TO FORM: L. Stanton Lowry, Attorney WESTLAKE ACADEMY MEMO TO: Board of Directors, Westlake Academy FROM: Barbara Brizuela, Head of School DATE: Monday, June 26, 2006 SUBJECT: Meeting on June 26, 2006 ITEM: Consider a resolution authorizing the new 2006-2007 Parent/Student Handbook RECOMMENDATIONS: Staff recommends approval. BACKGROUND: Since the last approval of the Parent -Student Handbook in August 2006, there have been additional policies and programs implemented; there have been policies that needed refinement to fit situations that had not been contemplated during the first few academic years. The specific refinements and additions occurring on page 7 regarding the admission policy; the changes on page 9 regarding student pick up policy; the changes on page 10 regarding early check out of students; the changes on page 14 regarding roles and responsibility of staff; the changes on page 16 regarding the Dining Hall rules; the changes on page 17 regarding school and personal property; the changes on pages 20 - 21 regarding disciplinary actions; the changes on pages 22 - 23 regarding the uniform policy; changes on pages 25 — 32 regarding the academic policy; the changes on page 34 regarding extra -curricular activities; and the changes on page 35 regarding parent involvement. The new version of the Parent/Student Handbook clarifies and expands information contained in the earlier version. FUNDING: This does not affect the budget. TOWN OF WESTLAKE RESOLUTION NO. 06-10 A RESOLUTION OF THE BOARD OF DIRECTORS OF WESTLAKE ACADEMY AUTHORIZING CHANGES AND CLARIFICATIONS TO THE ADOPTED 2006-2007 PARENT,STUDENT HANDBOOK. WHEREAS, the Head of School and the faculty of the Westlake Academy have reviewed the Parent -Student Handbook published by the Westlake Academy, and have determined in the light of last year's experiences that certain additions and changes should be made to the handbook; and WHEREAS, the, Westlake Academy Board of Directors finds that the changes and additions contained in the new Parent -Student Handbook of the Westlake Academy benefit the public understanding of school policies; and WHEREAS, the Board of Directors finds that the passage of this Resolution is in the best interest of the Academy; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF WESTLAKE ACADEMY: SECTION 1. That the Board of Directors of Westlake Academy hereby adopts amendments to the 2006-2007 Parent -Student Handbook as reflected in the highlighted sections of the attached copy of the handbook. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 26' DAY OF JUNE 2006. ATTEST: Jean Dwinnell, Secretary APPROVED AS TO FORM: L. Stanton Lowry, Town Attorney Scott Bradley, Chairman Barbara Brizuela, Head of School WESTLAKE ACADEMY MEMO TO: Board of Directors, Westlake Academy FROM: Barbara Brizuela, Head of School DATE: June 26, 2006 SUBJECT: Regular Meeting of June 26, 2006 ITEM Consider a resolution to adopt an official school mascot. RECOMMENDATIONS Staff recommends approval. BACKGROUND The school mascot committee made up of Mayor Bradley, designated members of the School Board, Head of School Barbara Brizuela, MYP staff member Courtney Billing, School Secretary, Daniela White and officers of the Student Council recommend that the Board adopts `The Fire' as the official school mascot for Westlake Academy. A suggestion box was open to students, parents, staff and the Westlake community for official mascot ideas. After considering all suggestions the committee recommends `The Fire' as the school mascot. FUNDING This does not affect the budget. WESTLAKE ACADEMY RESOLUTION NO. 06-11 A RESOLUTION OF THE BOARD OF DIRECTORS OF WESTLAKE ACADEMY ADOPTING AN OFFICIAL SCHOOL MASCOT WHEREAS, a special committee consisting of Mayor Scott Bradley; Head of School Barbara Brizuela; Town Manager Trent Petty; Westlake Academy Staff Member Daniela White; Teacher Courtney Billings; and Student Council Representatives Josh Frey, Nathan Pinto, Blake Loeser and Chelsea Cooper met and considered a list of nominations for the school mascot submitted by students, faculty and other interest parties; and WHEREAS, the committee fully considered all nominations; and after duly voting on these nominations, the committee selected by majority vote The Fire as its recommendation to become the official mascot of the Westlake Academy; and WHEREAS, the Westlake Academy Board of Directors finds that the passage of this Resolution is in the best interest of the Academy; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF WESTLAKE ACADEMY: SECTION 1. That the Board of Directors of Westlake Academy hereby adopts The Fire as the official Westlake Academy mascot. SECTION 2. That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 26' DAY OF JUNE, 2006. ATTEST: Scott Bradley, Chairman Jean Dwinnell, Secretary Barbara Brizuela, Head of School APPROVED AS TO FORM: L. Stanton Lowry, Town Attorney MINUTES OF THE WESTLAKE ACADEMY SCHOOL BOARD MEETING JUNE 12, 2006 PRESENT: President Bradley and Board Members Bill Frey, Buddy Brown, and Larry Sparrow ABSENT: Board Members Fred Held and Don Redding OTHERS PRESENT: Head of School Barbara Brizuela, Secretary Jean Dwinnell, Finance Director Debbie Piper, Director of Marketing and Public Affairs Carolyn Sims, Facilities and Recreation Director Troy Meyer, and Executive Assistant Ginger Awtry 1. CALL TO ORDER. President Bradley called the meeting to order at 6:02 p.m. 2. CITIZENS' PRESENTATIONS. Ms. Christine Smith, 800 Parkdale Ct., Southlake, explained that during a visit to the Academy by one of our U. S. Senator's wives, President Bradley and wife Kelly were wearing "visitor" badges. Ms. Smith presented "School Board" name tags to each of the Board members. President Bradley and Board Members Brown, Frey, and Sparrow each thanked Ms. Smith and asked that she convey their appreciation to the House of Commons for this thoughtful gesture. 3. CONSIDER RESOLUTION NO. 06-06A - ADDITIONS AND AMENDMENTS TO THE GOALS AND OBJECTIVES OF THE 2010 STRATEGIC PLAN. President Bradley explained the proposed Resolution. Ms. Brizuela explained that changes had been made under Objective "F," Objective "G," and that Objective "I" had been added. Mr. Sparrow moved to approve Resolution 06-06A. Mr. Brown seconded the motion and thanked the staff and parents for attending the meetings and workshops. There was no further discussion and the vote on the motion was as follows: Ayes: Messrs. Frey, Brown, and Sparrow Nays: None President Bradley declared the motion carried unanimously. 4. CONSENT AGENDA. A. Review and approve minutes of the Board meeting held May 8, 2006 and Workshop held May 22, 2006 B. Review and approve any outstanding bills. Mr. Frey moved to approve the Consent Agenda as presented. Mr. Sparrow seconded the motion. Ayes: Members Frey, Brown, and Sparrow Nays: None President Bradley declared the motion carried unanimously. 5. ADJOURNMENT. Mr. Brown moved to adjourn. Mr. Frey seconded the motion. Ayes: Members Frey, Brown, and Sparrow Nays: None President Bradley declared the motion carried unanimously and declared the meeting adjourned at 6:15 p.m. Approved by the Westlake Academy School Board on ATTEST: Jean Dwinnell, Secretary Scott Bradley, President MINUTES OF THE WESTLAKE ACADEMY SCHOOL BOARD WORKSHOP JUNE 129 2006 PRESENT: President Bradley and Board Members Bill Frey, Buddy Brown, and Larry Sparrow ABSENT: Board Members Fred Held and Don Redding OTHERS PRESENT: Head of School Barbara Brizuela, Secretary Jean Dwinnell, Finance Director Debbie Piper, Director of Marketing and Public Affairs Carolyn Sims, and Facilities and Recreation Director Troy Meyer 1. CALL TO ORDER. President Bradley called the meeting to order at 5:15 p.m. 2. DISCUSS PROPOSED ADDITIONS AND AMENDMENTS TO THE GOALS AND OBJECTIVES OF THE 2010 STRATEGIC PLAN (SEE THE ATTACHED DRAFT STATEMENT WHICH WILL FORM THE BASIS FOR THE DISCUSSION). President Bradley explained the status and the process for the Goals and Objectives of the 2010 Strategic Plan, and advised that the Board had previously conducted a workshop to receive input from parents, teachers and the public. He then opened the floor for discussion. There was no discussion from the Board members. President Bradley then opened the meeting up to comments by the public and invited all comments, suggestions and information as the public may wish to present concerning the proposed additions and amendments to the Goals and Objectives of the 2010 Strategic Plan. Ms. Randi Moran, 1605 Sleepy Hollow Court, Westlake, requested an explanation of "diversity" or "differentiation" and how "special needs" children are handled. - Ms. Brizuela explained that "differentiation" is the same as "gifted and talented" in other public schools, but that the program is offered to all students at Westlake Academy. She further explained that Westlake Academy is a public school, so access to "special needs" children cannot be denied; that the staff tries to mainstream the students as much as possible, but that there is a "special needs" teacher contracted to work with the students when necessary. Ms. Debra Graves, 20 Wyck Hill Lane, asked if the curriculum in the MYP Math would be changed for the school year 2006-2007. Ms. Brizuela advised that there would be no fundamental changes. Ms. Kate O'Donnell, Alliance Regional News, raised questions regarding how a "gifted and talented" student is identified and the type of testing that is used. Ms. Brizuela advised that different tests are performed, and teacher and parent recommendations are considered in evaluating these students. President Bradley stated that every student should learn what is on the TAKS tests plus a lot more and that Westlake Academy teaches students to research and find answers. He asked Ms. Brizuela to explain the faculty change regarding the MYP Math. Ms. Brizuela reviewed the credentials of the new staff hired to teach in the Math department for 2006/2007. President Bradley read a statement from Ms. Laura Wheat regarding the Parents Task Force and the importance of everyone working together. President Bradley explained that he and the Board are always open to suggestions and that they are always trying to improve Westlake Academy. Ms. Brizuela echoed President Bradley's statement and advised that she too has the desire and willingness to improve. President Bradley advised that a lot of parents had input as well as staff into the goals and objectives proposed for approval and further advised that the Board is always interested in hearing from anyone with expertise. 3. ADJOURNMENT. Mr. Brown moved to adjourn. Mr. Frey seconded the motion. Ayes: Messrs. Frey, Brown, and Sparrow Nays: None President Bradley declared the motion carried unanimously and declared the meeting adjourned at 5:44 p.m. Approved by the Westlake Academy School Board on 2006. Scott Bradley, President ATTEST: Jean Dwinnell, TRMC, CMC, Town Secretary Invoices Paid in June 2006 CHECK # CK 1aATE41ENDpR NAME f x 9 `k e v; 2e TOTES ,,.�... „� . z t M� ,. ��Mt7UNT, 2346 2 -Jun Transamerica Life Insurance Annuity Payment $100.00 2347 2 -Jun Aviva Life Insurance Annuity Payment $200.00 2348 2 -Jun USAA Annuity Payment $500.00 2349 2 -Jun Fidelity Investments Annuity Payment $200.00 2350 2 -Jun vanguard Group Annuity Payment $100.00 2351 2 -Jun Oppenheimer Fund Annuity Payment $92.00 2352 2 -Jun Great American Plan Annuity Payment $67.00 2353 6 -Jun Banc of America Lasing Copier Lease $232.88 2354 6 -Jun Barbara Brizuela Calling Cards & Interview Job Candidate in London $470.66 2355 6 -Jun Borden Milk Purchases $690.00 2356 6 -Jun Carol Fullerton Bar Codes for Library Books $23.97 2357 6 -Jun Daniella White MYP Binders, Labeling Tape, Batteries $106.59 2358 6 -Jun Darcy McFarlane Plates, Cups, Straws for the Lunchroom $84.42 2359 6 -Jun Dental Select Dental Insurance Premiums $236.96 2360 6 -Jun Elizabeth Bowie Classroom Supplies $88.84 2361 6 -Jun First United Methodist Building Rental Fee for Choir Performance - offset by parental donations $100.00 2362 6 -Jun ' Jeff Ritchey Sound Technician for Choir Performance at First United Methodist - offset by parental donations $50.00 2363 6 -Jun Julie McGough Travel Expense - Gifted & Talented Conference in San Antonio $541.68 2364 6 -Jun Keller Trophy & Awards Trophy Plates and Ribbons for Pine Card Derby $14.70 2365 6 -Jun Kid Connection Diagnostic Evaluation Services - Special Ed $720.00 2366 6 -Jun Laura Gibbs Lunchroom $3,99 2367 6 -Jun Laura Weaver Nursing Supplies $60.19 2368 6 -Jun Mireida Rubayo Items used for PYP/MYP Field Day $34.20 2369 6 -Jun Office Depot Admin & Classroom Supplies $759.49 2370 6 -Jun Patty Frey Supplies for Drama Department - offset by student collection $78.69 2371 6 -Jun Philadelphia Insurance General Liability Insurance $4,027.58 2372 6 -Jun Susan Shields Special Ed - Diagnostic Evaluation Services $1,135.00 2372 6 -Jun Susan Shields Special Ed - Speech Therapy $1,995.00 2373 6 -Jun Tracy Odom Supplies for Drama Department - offset by student collection $104.50 2374 6 -Jun Twelve Oaks Lunch Purchases $3,399.00 1 of 2 6/20/2006 3:23 PM WESTLAKE ACADEMY Invoices Paid in June 2006 2375 6 -Jun Unum Life Insurance Life Insurance Premiums $87,75 2376 16 -Jun Transamerica Life Insurance Annuity Payment $100.00 2377 16 -Jun Aviva Life Insurance Annuity Payment $200.00 2378 16 -Jun USAA Annuity Payment $500.00 2379 16 -Jun Fidelity Investments Annuity Payment $200.00 2380 16 -Jun vanguard Group Annuity Payment $100.00 2382 16 -Jun Oppenheimer Fund Annuity Payment $92.00 2382 16 -Jun Great American Plan Annuity Payment $67.00 900 7 -Jun Town of Westlake Charges for Copier Use $6.12 901 7 -Jun Town of Westlake Charges for Copier Use $51.35 902 7 -Jun Town of Westlake internal Water Billing for May Usage $1,573.01 5239 7 -Jun Atmos Energy Gas Service $698.76 5242 7 -Jun Bank of The West IBO Dues $226.10 5242 7 -Jun Bank of The West Airfare credit ($600.00) 5242 7 -Jun Bank of The West Hotel - Gail James - Salt Lake City $341.88 5276 7 -Jun Taylor Morrison Author Visit - offset by collections from students $850.00 5279 7 -Jun Region XI TCPN Dues $50.00 5280 7 -Jun SO North America MYP Application $4,500.00 5334 7 -Jun Tex -Sun Shades Screen Shades $455.00 5336 7 -Jun Texas IB Schools IB Workshop $3,600.00 5339 7 -Jun Tri -County Electric Service $6,433.88 5345 7 -Jun Blue Cross Medical Insurance Payments $6,536.54 5346 7 -Jun Robert Foley Legal Services - Juan Herrera $50.00 TOTAL $42,336.73 Fund 199 - General $41,138.84 Fund 865 - Class Funds $1,197.89 TOTAL $42,336.73 2 of 2 6/20/2006 3:23 PM