HomeMy WebLinkAbout10-03-16 BOT Agenda PacketThe Regular Meeting of the Board of Trustees will begin immediately following the conclusion of the
Board of Trustees Workshop but not prior to the posted start time.
Mission Statement
Westlake Academy is an IB World School whose mission is to provide students with an
internationally minded education of the highest quality so they are well-balanced and
respectful life-long learners.
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WESTLAKE ACADEMY
Vision Statement
Westlake Academy inspires students to achieve their highest individual potential in a nurturing
environment that fosters the traits found in the IB Learner Profile.
Inquirers, Knowledgeable, Thinkers, Communicators, Principled,
Open-Minded, Caring, Risk-takers, Balanced and Reflective
BOARD OF TRUSTEES MEETING
AGENDA
October 3, 2016
1301 Solana Boulevard
Building 4, Suite 4202
2ND FLOOR, COUNCIL CHAMBER
WESTLAKE, TX 76262
Workshop Session 5:00 p.m.
Regular Session 6:00 p.m.
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Work Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. REVIEW OF CONSENT AGENDA ITEMS LISTED ON THE REGULAR MEETING
AGENDA.
4. FACULTY PRESENTATION REGARDING THE RON CLARK ACADEMY AND IPAD
PALOOZA STAFF TRAINING.
5. REPORTS
Reports are prepared for informational purposes and will be accepted as presented.
(there will no presentations associated with the report items) There will be no separate
discussion unless a Board Member requests that report be removed and considered
separately.
a. Report of international teachers and a review of the immigration status of non-
permanent residents employed at Westlake Academy.
b. Report Regarding the Percentage of Revenue Received Based on Attendance.
6. DISCUSSION ITEMS
a. Presentation and discussion regarding the International School’s Assessment (ISA)
and Assessment of Performance toward Proficiency in Languages (APPL in regard to
future administrations).
b. Presentation and discussion regarding Enrollment update for School Year 2016-2017
and analysis of the estimated number of Students eligible to attend the Academy
living within Westlake.
c. Presentation and discussion regarding emergency preparedness at Westlake
Academy.
7. EXECUTIVE SESSION
The Board will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
Sec. 551.076. Deliberation Regarding Security Devices or Security Audit to deliberate:
(1) the deployment, or specific occasions for implementation, of security personnel or
devices; or (2) a security audit.
8. RECONVENE MEETING
9. BOARD RECAP / STAFF DIRECTION
10. ADJOURNMENT
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Regular Session
1. CALL TO ORDER
2. ITEMS OF COMMUNITY INTEREST: President and Trustee Reports on Items of
Community Interest pursuant to Texas Government Code Section 551.0415 the Board of
Trustees may report on the following items: (1) expression of thanks, congratulations or
condolences; (2) information about holiday schedules; (3) recognition of individuals; (4)
reminders about upcoming Board of Trustee events; (5) information about community
events; and (6) announcements involving imminent threat to public health and safety.
3. CITIZEN COMMENTS: This is an opportunity for citizens to address the Board on any
matter whether or not it is posted on the agenda. The Board cannot by law take action
nor have any discussion or deliberations on any presentation made to the Board at this
time concerning an item not listed on the agenda. Any item presented may be noticed on
a future agenda for deliberation or action.
4. CONSENT AGENDA: All items listed below are considered routine by the Board of
Trustees and will be enacted with one motion. There will be no separate discussion of
items unless a Board member or citizen so requests, in which event the item will be
removed from the general order of business and considered in its normal sequence.
a. Consider approval of the minutes from the September 12, 2016, meeting.
5. EXECUTIVE SESSION
The Board will conduct a closed session pursuant to Texas Government Code,
annotated, Chapter 551, Subchapter D for the following:
Sec. 551.076. Deliberation Regarding Security Devices or Security Audit to deliberate:
(1) the deployment, or specific occasions for implementation, of security personnel or
devices; or (2) a security audit.
6. RECONVENE MEETING
7. TAKE AN NECESSARY ACTION
8. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board
meeting, under “Future Agenda Item Requests”, an agenda item for a future Board
meeting. The Board member making the request will contact the Superintendent with the
requested item and the Superintendent will list it on the agenda. At the meeting, the
requesting Board member will explain the item, the need for Board discussion of the item,
the item’s relationship to the Board’s strategic priorities, and the amount of estimated staff
time necessary to prepare for Board discussion. If the requesting Board member receives
a second, the Superintendent will place the item on the Board agenda calendar allowing
for adequate time for staff preparation on the agenda item.
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9. ADJOURNMENT
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT
CODE.
CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 1301 Solana Blvd.,
Building 4, Suite 4202, Westlake, TX 76262, on September 28, 2016, by 5:00 p.m. under the Open
Meetings Act, Chapter 551 of the Texas Government Code.
_____________________________________
Kelly Edwards, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise
the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made
to assist you.
Board of
Trustees
Item # 2 – Pledge of
Allegiance
Texas Pledge:
“Honor the Texas flag;
I pledge allegiance to
the, Texas, one state
under God, one and
indivisible.”
REVIEW OF CONSENT AGENDA ITEMS
a. Consider approval of the minutes from the September 12, 2016, meeting.
Board of
Trustees
Item # 3 – Review of
Consent Agenda Items
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, October 03, 2016
TOPIC: Presentation and Discussion with teachers who attended the Ron Clark
Academy and iPad palooza staff training.
STAFF CONTACT: Mechelle Bryson, Ed.D. / Andra Barton, Ed.D.
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Maximizing Personal
Development
Academic
Operations PYP / MYP
Attract, Recruit &
Retain the Highest
Quality Workforce
Strategic Initiative
Teacher Effectiveness
Time Line - Start Date: June 9, 2016 Completion Date: June 24, 2016
Funding Amount: $27,000 Status - N/A Source - Contributions/Grants
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Two separate conferences were funded with outside grants for teachers at Westlake Academy.
Teachers Erin Britain and Maru Busico-Flight will guide the board in an overview of each
training opportunity.
(1)Ron Clark Academy – (June 10th – 12th ) – Atlanta, Georgia– (Hudson Foundation Grant-
$20,000) During the weekend conference, teachers spent time in interactive workshops and
classroom observations. At the conclusion of the weekend experience, teachers left with a new
inspiration and a desire to implement innovative techniques and strategies in their classroom.
Teachers observed a positive school culture with rigor and student engagement that could be
applied to any subject or grade level.
Westlake staff in attendance were: Misty Argo, Erin Britain, Sam Febres, Laura Fischer, Amy
Hess, Jill Howard, Dee Kamerman, Shelly Myers Beckie Paquin, Lisa Redding and Sarah Stack.
(2) iPadPadpalooza – (June 22nd-24th) – Austin, Texas – (Westlake Academy Foundation Grant
- $7,000) The purpose of this training was for staff to work with other edtech leaders to culturally
shift educational outcomes that iPads have brought about in the school setting. Thousands of
educators attending the conference focus on creativity, social collaboration, engagement and the
compelling ways schools have integrated technology into their classroom.
Westlake staff in attendance were: Misty Argo, Maru Busico – Flight, Jill Howard, Jeff Myers,
Lisa Redding & Becky Sandfort.
RECOMMENDATION
N/A
ATTACHMENTS
N/A
REPORTS
Reports are prepared for informational purposes and will be accepted as presented.
(there will no presentations associated with the report items) There will be no separate discussion
unless a Council Member requests that report be removed and considered separately.
a. Report of international teachers and a review of the immigration status of non-
permanent residents employed at Westlake Academy.
b. Report Regarding the Percentage of Revenue Received Based on Attendance.
Board of
Trustees
Item # 5 – Reports
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Report
Westlake Board Meeting
Monday, October 03, 2016
TOPIC: Report providing an update of a Westlake Academy employee seeking
permanent lawful residence.
STAFF CONTACT: Todd Wood, Dir. of HR & Administrative Services
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: Westlake
Academy is an IB World
School whose mission is to
provide students with an
internationally minded
education of the highest
quality, so they are well-
balanced life-long
learners.
People, Facilities, &
Technology PYP / MYP / DP
Attract, Recruit &
Retain the Highest
Quality Workforce
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: N/A Completion Date: N/A
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The attached report is an update of the current status of a Westlake Academy employee seeking
permanent residence. This report has been requested as a standing item through the duration of
this case.
RECOMMENDATION
None
ATTACHMENTS
Report – Immigration status update.
Town of Westlake Westlake Academy
Human Resources Department
_________________________________________________________________________________________________________________________
_________________________________________________________________________________________
1301 Solana Blvd., Building 4, Suite #4202 Westlake, Texas 76262
Metro: 817-490-5711 Fax: 817-430-1812 www.westlakeacademy.org
Report – Update regarding Immigration Status
Background
The Board of Trustees has requested a report regarding the status of a Westlake Academy
employee seeking Permanent Residency as a standing agenda item. This report will be
provided on a monthly basis until the process is concluded.
Current Status
As reported at the September 2016 meeting of the Board of Trustees, the federal government
suspended processing of Final Status Adjustments until October 1, 2016, due to the quota
established by Congress being reached for the fiscal year. The quota was reset on October 1,
and the application has resumed processing.
This application is classified in the EB2 category, which is the second of five categories in
determination of priority. USCIS processes EB1 applications first, followed by EB2, EB3, etc.
Determining final processing times can be difficult, as the EB1 applications from August,
September, and October will be processed prior to EB2 applications. This is referred to as
“retrogression” in the processing queue.
Staff remains confident that this case will reach the final review phase in the very near future.
While it is possible that this could occur in October, it is also possible that this will occur in the
following months. This will be determined by the degree of retrogression that resulted from the
quota cap being reached in August 2016.
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Report
Westlake Board Meeting
Monday, October 03, 2016
TOPIC: Report Regarding the Percentage of Revenue Received Based on
Attendance
STAFF CONTACT: Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Personal Responsibility Fiscal Stewardship PYP / MYP / DP Increase Financial
Capacity & Reserves
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: August 18, 2016 Completion Date: June 2, 2017
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
A school’s revenue stream is a complex system. One of the many factors that determine a school’s
financial allotment from the state of Texas is daily attendance.
According to TEA, the average daily attendance (ADA) rate is “a calculated figure used in the
formula for distributing funding to Texas public school districts. In simplest terms, ADA equals
the number of students in attendance each day of the school year divided by the number of days in
the school year. The actual calculation, the ‘Refined ADA,’ is somewhat more complex. The
Refined ADA equals the number of students in attendance each day of a six-week period divided
by the number of days in the six-week period – the results for all six-week periods in a school year
are then summed and divided by six.”
Historically, Westlake Academy’s yearly ADA rate has been relatively constant. It has varied
between 96.6 percent to 97.2 percent over the last six years (see chart below).
Year 2010-2011 2011-2012 2012-
2013
2013-
2014
2014-2015 2015-
2016
Yearly ADA 96.67% 97.22% 96.70% 96.74% 96.77% 96.52%
It is important to note that attendance matters. A one percent increase in Westlake Academy’s
ADA would generate $63,000. With this in mind, the Academy has set a goal of increasing the
attendance rate by one percent. We have streamlined our communication with parents regarding
the importance of attendance. In addition, we have decreased the duties of our attendance clerk to
afford the time to follow up with parents of students who are absent. Currently, the Academy’s
ADA rate is 98.06 percent. This number represents the Academy’s daily attendance from August
18 to September 23. We attribute the increase in daily attendance to the Academy’s new
attendance awareness campaign.
RECOMMENDATION
Seeking support of our new attendance awareness campaign.
ATTACHMENTS
No Attachment
DISCUSSION ITEMS
a. Presentation and discussion regarding the International School’s Assessment
(ISA) and Assessment of Performance toward Proficiency in Languages (APPL
in regard to future administrations.
b. Presentation and discussion regarding Enrollment update for School Year 2016-
2017 and analysis of the estimated number of Students eligible to attend the
Academy living within Westlake.
c. Presentation and discussion regarding emergency preparedness at Westlake
Academy.
Board of
Trustees
Item # 6 – Discussion
Items
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, October 03, 2016
TOPIC: Presentation and Discussion of the International School’s Assessment
(ISA) and Assessment of Performance toward Proficiency in Languages
(APPL in regard to future administrations.
STAFF CONTACT: Rod Harding, PYP Principal & Dr. Andra Barton. MYP Principal
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: Westlake
Academy is an IB World
School whose mission is to
provide students with an
internationally minded
education of the highest
quality, so they are well-
balanced life-long
learners.
Academic
Operations PYP / MYP Optimize Student
Potential
Strategic Initiative
Time Line - Start Date: August 10, 2016 Completion Date: May 31, 2017
Funding Amount: $0 Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
At the August 10 Board of Trustees meeting the International School’s Assessment (ISA) in
Grade 5, 8 and 10 and the Assessment of Performance toward Proficiency in Languages
(AAPPL) in Grade 8 & 10 were discussed. Dr. Barton and Mr. Harding raised the possibility of
minimizing the number of assessments in these grade areas and increasing instructional time.
The ISA is an international measure of mathematical literacy, reading and writing that has been
administered from 2012 through 2016. Results demonstrate that WA students in Grades 5, 8 and
10 perform at the world average or marginally above over these years. The discussion will be
focused on the administrations future direction of the ISA in light of the ongoing development of
the STAAR assessments that have increased emphasis on problem solving and critical thinking.
The AAPPL is a national foreign language assessment that has measured the Language B
program for the MYP. Past data represents a strong curriculum alignment and overall success in
student performance.
RECOMMENDATION
Staff recommends the postponement of ISA for the 2016-2017 SY. Recommendations include
the AAPPL at Grade 5 & 6. Assessment at this grade level is needed to support the “phasing”
required in the MYP Language B program.
ATTACHMENTS
PowerPoint presented with discussion.
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, October 03, 2016
TOPIC: Presentation and Discussion of the Westlake Academy Enrollment Update
for SY 2016-2017 and Analysis of the Estimated Number of Students
Eligible to Attend the Academy Living within Westlake
STAFF CONTACT: Jennifer Furnish, Student Services Administrator
Ange Bumgarner, Registrar
Amanda DeGan, Assistant Town Manager
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: Westlake
Academy is an IB World
School whose mission is to
provide students with an
internationally minded
education of the highest
quality, so they are well-
balanced life-long
learners.
Academic
Operations PYP / MYP / DP
Improve the
Efficiences of
Operational Systems
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: October 3, 2016 Completion Date: October 3, 2016
Funding Amount: $0 Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Westlake Academy has continued to see an increase in enrollment since our school opened in
2003. Our Westlake resident population is also growing and we continue to have families relocate
to the Town in order to qualify for resident status and enroll their student(s) in our school. This
report is twofold –it provides information on where our current students reside, how they obtained
enrollment at Westlake Academy, and general demographic information on our student population
along with an analysis of the estimated number of students who are eligible for enrollment at the
Academy. The analysis reviews our existing number of housing units and the pending
developments based on the number of platted lots. Staff reviewed the various student enrollment
studies the Board had commissioned in the past and used a multiplier based on our moderate
growth pattern of .65 along with an average predicted number of eligible students per household
of 1.07. The attached report depicts the calculations associated with our community.
RECOMMENDATION
Staff recommends the Board review and discuss the enrollment data and the analysis associated
with potential student enrollment numbers.
ATTACHMENTS
PowerPoint Presentation for Enrollment and Analysis of Eligible Students
Enrollment Data
Enrollment Update
&
Student Eligibility Analysis
2016-2017
847 Students
341 PYP
366 MYP
140 DP
Comparison Data
831 Students
2015-2016
847 Students
2016-2017
Primary Boundary 198 241
Grandparents 16 18
Permits 24 8
Founders 4 4
Extended Boundary 480 520
Former Westlake
Residents
37
Faculty and Staff 63 56
Neighborhoods
•Carroll ISD
–Glenwyck: 65 students
–Terra Bella: 15 students
–Granada: 9 students
–Other: 8 Students
•Keller ISD
–Vaquero: 90 students
–Mahotea Boone: 11 students
–Stagecoach Hills: 12 students
–Wyck Hills: 5 students
–Other: 26 students
Enrollment by Home District
•Keller ISD 504 students
–144 primary boundary
•Carroll ISD 133 students
–97 primary boundary
•Northwest ISD 125 students
•Other ISD’s 84 students
Graduates & Withdrawals
•Class of 2016
–12 Primary boundary students
•Since Fall of 2015-2016 school year
–66 students have left
•Primary Boundary 23 students
•Extended Boundary 36 students
•Faculty & Staff 7 students
Notable Data
•Tracked from Fall ‘15 to Summer ‘16
–65 potential new primary boundary students
–41 students joined us
•Currently tracking
–15 potential new primary boundary students
for 2nd semester
–18 potential new primary boundary students
for 17/18 school year
Enrollment Estimate Analysis
•Current Households in Westlake
–417 SFR’s
417 x .70 = 292 students (SDS Study)
417 x .60 = 250 students (SDS & PA Study)
417 x .65 = 271 students (average of two)
•Current Enrollment
–271 Primary Boundary Students for SY ’16-’17
39
74
140
173
197
130
167 159
165
216 272 242
271
236 255
282
320
374
440
508
578
649
722
232 243 255 270 287 306
329
355
384
418
128
165 153 164
204
210 201 211 221 233 245 257 271 284
299
0
100
200
300
400
500
600
700
800
2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022
SDS Data with Westlake Resident Enrollment
Actual Westlake Residents High Growth Moderate Growth Low Growth
Enrollment Estimate Analysis, cont.
•Projected over next 10 years
417 Current SFR’s
+ 50 new homes in Vaquero
+ 70 new homes in Quail Hollow
+ 10 new homes in Caryle Court & Other
+ 200 new homes in Entrada & Granada
+ 270 new homes in Schwab Development
1,017 projected new homes
Enrollment Estimate Analysis, cont.
•Enrollment Projections over next 10 years
(based on current and projected numbers of homes)
1,017 x .70 = 712 students (SDS Study)
1,017 x .60 = 610 students (SDS & PA Study)
1,017 x .65 = 661 students (average of two)
Enrollment Estimate Analysis, cont.
•Projections of Eligible Students over next 10
years (based on current and projected numbers of homes)
1,017 x 1.01 = 1,027 students (SDS Study)
1,017 x 1.13 = 1,149 students (PA Study)
1,017 x 1.07 = 1,088 students (average of two)
Grade Total No. of % of No. of % of No. of % of No. of % of No. of % of No. of
Level Students Stud.Stud.Stud.Stud.Stud.Stud.Stud.Stud.Stud.Stud.Stud.
K 51 16 31%9 18%31 61%7 14%4 8%
1 54 17 31%9 17%31 57%12 22%2 4%
2 58 20 34%11 19%32 55%11 19%4 7%
3 57 25 44%17 30%27 47%6 11%7 12%
4 62 27 44%10 16%36 58%9 15%7 11%
5 59 25 42%13 22%31 53%10 17%5 8%
6 70 20 29%10 14%48 69%7 10%5 7%
7 75 19 25%17 23%43 57%11 15%4 5%
8 74 14 19%4 5%47 64%13 18%10 14%
9 74 10 14%6 8%53 72%10 14%5 7%
10 73 22 30%11 15%40 55%9 12%13 18%
11 76 16 21%9 12%45 59%12 16%10 13%
12 64 10 16%7 11%40 63%8 13%8 13%
Totals 847 241 28%133 16%504 60%125 15%84 10%0
**Percentages are rounded to nearest .100
Residents ISD ISD ISD Districts on Wa
WESTLAKE ACADEMY STUDENT CENSUS - 2016-2017
Westlake Carroll Keller Northwest Other Sibli
% of No. of % of No. of % of Stage Wyck Mahotea
Stud.Stud.Stud.Stud.Stud.Glenwyck Vaquero Coach Hills Hills Boone Granada
0%2 4%3 6%4 5 1
0%2 4%3 6%4 1 2 1 3
0%2 3%1 2%5 9 2 1
0%4 7%6 11%8 7 1 3
0%3 5%4 6%5 12 2 1
0%0 0%3 5%10 8 1 1
0%2 3%5 7%3 9 1 1 2
0%1 1%6 8%10 3 1 2
0%2 3%5 7%2 12
0%0 0%10 14%3 3 1
0%0 0%3 4%10 6 1 1 1
0%0 0%6 8%3 9 1 1
0%0 0%1 2%2 3 1 3
0%18 2%56 7%65 90 12 5 11 9
Westlake Residents by neighborhood
ait List Grandparents Employees
7
ings Due to WR Due to
Tara
Bella Other Permit
2 4 1-Pearson 1-Dove 2-Ottinger 1
1 5 1-Pearson 2-Dove 2-Roanoke Rd 4
2 1 1-Dove 0
2 4 1-Roanoke Rd 2-Dove 1-Ottinger 2
2 5 2-Pearson 3-Roanoke Rd 0
1 4 1-Pearson 3-Roanoke Rd 1
2 2 2-Ottinger
2 1 1-Roanoke Rd
2 1-Roanoke Rd 1-Dove
4 2-Roanoke Rd 2-Pearson
2 1-Pearspn 1-Dove
1
15 34 8
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, October 03, 2016
TOPIC: Presentation and Discussion of the Emergency Preparedness Efforts for
Westlake Academy
STAFF CONTACT: Troy Meyer, Parks/Recreation and Facilities Director
Amanda DeGan, Assistant Town Manager
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Vision: Westlake Academy
inspires college bound
students to achieve their
highest individual
potential in a nuturing
environment that fosters
the traits found in the IB
Learner Profile.
People, Facilities, &
Technology PYP / MYP / DP
Improve Technology,
Facilities &
Equipment
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: October 3, 2016 Completion Date: October 3, 2016
Funding Amount: $0 Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Westlake Academy utilizes several different approaches to help ensure the safety and security of
the students, visitors, and staff members on campus. We routinely review our emergency
preparedness efforts from several avenues, including, weather related events, security threats, train
derailments, hazardous materials spills on the regional highways, and fire incidents.
As a part of our ongoing review of the campus, Andrews International, LLC, performed a
comprehensive security assessment of the Academy campus, grounds and facilities in March of
2013. The assessment included site visits during various hours of operation, night visits to assess
the campus in the dark, interviews with 10 to 15 staff members and the town marshal. They also
reviewed the risk that may come from the railroad and highway system. They utilized the factors
and assigned a ‘rating’ level for the site. The rating scale consisted of a zero (0) to ten (10) scale,
with zero (0) having no value in the calculation (images, photographs and captions), one (1) having
the best score and ten (10) the worst score achievable.
At the time the audit was conducted, we received an overall school vulnerability rating of 4 out of
10. A school with a score greater than 5 may require further research and/or corrective actions.
Since the study was conducted, the following actions were taken to further enhance our facility:
• Remodeling of the PYP office area with closed access doors and a clearance area for
visitors
• Labeling all buildings and doors so they can be seen from the parking area to help
facilitate emergency response personnel in their location of the event
• Updated classroom emergency response manuals (this now reviewed annually)
• Keller Police department was further engaged in our response efforts. They have campus
maps on their computer system and they conduct random campus patrols
• Facility staff check all doors at 5pm
• Additional cameras and lighting systems were installed
• Upgraded recording software and servers
We have also identified a core group of teachers and staff members to be part of a Campus
Response Team. We will be engaging the services of an outside consultant (pending selection) to
provide the following training to this team:
• 4 to 8 hours of training for the campus response team
• 2 to 3 hours for all teachers and staff member
• 1 hour of training for students and parents
Topics of training may include but are not limited to:
• What is Situational Awareness?
• Observation versus Recognition
• Rationalization Avoidance
• How to respond to Non-Confrontational Situations
• How to respond to Confrontational Situation
• Confrontation Avoidance Techniques
• Practical Exercises for Being Approached/Fully Involved (Scenarios)
• Active Shooter Event / Active Threat
Staff should have all proposals in hand by September 30, 2016. The cost to provide this training
is anticipated to range from $3,000 to $6,000 and our goal is to have the consultant on board in
October and begin the Campus Response Team in November-December followed by all teachers
and students.
Campus and, on a broader level, emergency preparedness in the Town of Westlake is important to
our staff and we understand it is very important to our stakeholders. During the workshop
presentation, Staff will present an overview of the weather responses and policies for the campus
and active shooter response training by the police department.
RECOMMENDATION
Staff recommends the Board review and discuss the emergency preparedness efforts for Westlake
Academy.
ATTACHMENTS
None
EXECUTIVE SESSION
The Board will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
Sec. 551.076. Deliberation Regarding Security Devices Or Security Audit to deliberate: (1)
the deployment, or specific occasions for implementation, of security personnel or devices;
or (2) a security audit.
Board of
Trustees
Item # 7 – Adjournment
Regular Session
Board of
Trustees
Item # 8 – Reconvene
Meeting
BOARD RECAP / STAFF DIRECTION
Board of
Trustees
Item # 9 – Board Recap /
Staff Direction
Board of
Trustees
Item # 10 – Adjournment
Work Session
ITEMS OF COMMUNITY INTEREST: President and
Trustee Reports on Items of Community Interest pursuant to
Texas Government Code Section 551.0415 the Board of
Trustees may report on the following items: (1) expression of
thanks, congratulations or condolences; (2) information
about holiday schedules; (3) recognition of individuals; (4)
reminders about upcoming Board of Trustee events; (5)
information about community events; and (6)
announcements involving imminent threat to public health
and safety.
Coffee & Conversation with the Mayor/WA Board President
Monday, October 3, 2016; 8 – 9:30 am
Marriott Solana hotel – Great Room
Board of Trustees Workshop/Meeting
Monday, October 3, 2016
Westlake Town Hall, Solana – Council Chamber/Courtroom
WA Annual New Parents’ Dinner Reception – Hosted by Board President Laura & Doug Wheat
Thursday, October 6, 2016; 6:30 pm (Invitations were emailed to all parents new to WA this year!)
The Wheat home; Questions? Contact Ginger Awtry
WA closed in observance of Columbus Day holiday (Town hall is open!)
Monday, October 10, 2016
WA Danish & Dialogue
Thursday, October 13, 2016; 8:00 -9:00 am
Sam & Margaret Lee Fieldhouse - classroom
Westlake Annual Classic Car Show
Saturday, October 15, 2016; 11:00 am – 4:00 pm (Awards presentation at 3:00 pm)
Larry North Fitness at Solana Club – east parking lot at 2902 Sams School Road
Planning & Zoning Meeting (Please check Town’s webpage)
Monday, October 17, 2016
Westlake Town Hall, Solana – Council Chamber/Courtroom
Town Council Workshop/Meeting
Monday, October 24, 2016
Westlake Town Hall, Solana – Council Chamber/Courtroom
*For WA Athletic events, please check the appropriate sport’s category box on the WA
Calendar webpage for times.
Board of
Trustees
Item # 2 – Items of
Community Interest
CITIZEN COMMENTS: 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.
Board of
Trustees
Item # 3 – Citizen
Comments
CONSENT AGENDA: All items listed below are considered routine by the Board of
Trustees and will be enacted with one motion. There will be no separate discussion of
items unless a Board member or citizen so requests, in which event the item will be
removed from the general order of business and considered in its normal sequence.
a. Consider approval of the minutes from the September 12, 2016, meeting.
Board of
Trustees
Item # 4 – Consent
Agenda
BOT Minutes 09/12/16
Page 1 of 5
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
September 12, 2016
PRESENT: President Laura Wheat, Trustees: Michael Barrett, Alesa Belvedere, Carol
Langdon, and Wayne Stoltenberg.
ABSENT: Rick Rennhack
OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent
Amanda DeGan, Executive Director Dr. Mechelle Bryson, Student
Services Administrator Jennifer Furnish, Registrar Ange
Bumgarner, DP Principal/Coordinator Stacy Stoyanoff, Director of
Human Resources & Administrative Services Todd Wood, and
Director of Communications Ginger Awtry.
Work Session
1. CALL TO ORDER
President Wheat called the work session to order at 5:07 p.m.
2. PLEDGE OF ALLEGIANCE
President Wheat led the pledge of allegiance to the United States and Texas flags.
3. REVIEW OF CONSENT AGENDA ITEMS LISTED ON THE REGULAR MEETING
AGENDA.
No additional discussion.
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4. STUDENT PRESENTATIONS REGARDING SUMMER TRAVEL AND TEACHER
PRESENTATIONS REGARDING INTERNATIONAL MINDEDNESS EDUCATORS
SYMPOSIUM 2016 (IMES).
Mrs. Busico-Flight provided an overview of the summer travel.
Ms. Firsching provided an overview of the Shoulder to Shoulder student travel.
The following students shared their experiences.
Peru: Janzen Small, Sofia Martinez-Murillo
Cambodia: Meredith Donatto
Nepal: Kennedy Donatto, Mackenzee Bumgarner
Bolivia: Hunter Cochran, Sabrina Aslam, Makenzy Kunkel
Students traveling to Costa Rica included Sarah Mayhew, Jack Ferguson, Grant Olson,
and Payton Harrison.
Mrs. Morales introduced the students that traveled to San Miguel de Allende
Students included: Ryan Parkey, Lily Jacobs, Ally Graulty, Olivia Withers, Andrew Cowan,
Ian Corwin, Regan Ward, and Elizabeth McCartney
IMES
Mr. Stoyanoff, Ms. Martin, Ms. Taylor, Ms. Fisher, and Dr. Bryson provided an overview
of their experiences at IMES.
Discussion ensued regarding the projects and the LIMBS campaign, an Exchange
Program for students, and possible Teacher Exchange.
5. PRESENTATION OF THE 2016 AP SCHOLARS TO THE BOARD OF TRUSTEES.
THIS CELEBRATION WILL HONOR THE WESTLAKE ACADEMY STUDENTS WHO
RECEIVED THE DESIGNATION OF AP SCHOLAR, AP SCHOLAR WITH HONORS,
AND AP SCHOLAR WITH DISTINCTION.
Mr. Stoyanoff announced the AP Scholars.
AP Scholars AP Scholars with Honors
Andrew Cowan Marga del Mundo
Kelsey Hassell Peyton Harrison
Edward Lofrisco Ryan Parkey
Garrison Luckett
Sophia Maas
Katrina Mikhail
Alexander Nguyen
Scarlet Oakley
Katherine Osborne
Amy Selvarathinam
BOT Minutes 09/12/16
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AP Scholars with Distinction
Zachariah Malik
Julian Sanders
Discussion ensued regarding the testing and preparation, strategies, and how they are
utilizing the curriculum.
6. REPORTS
a. Report of international teachers and a review of the immigration status of non-
permanent residents employed at Westlake Academy.
Mr. Wood provided an overview of the new categories and quotas.
Discussion ensued regarding the progress and status of the immigration status.
7. DISCUSSION ITEMS
a. Presentation and discussion regarding Back to School events.
Dr. Bryson, Ms. Standfort, and Mrs. Watson provided an overview of the back to
school events.
b. Presentation and discussion regarding college readiness data over the last five years.
Mr. Tippen and Mr. Stoyanoff provided a presentation and overview of the item.
Discussion ensued regarding number of schools that have chosen test-optional, IEP
testing, students’ testing preference of the SAT or ACT, Human Geography,
implementing a PSAT for Grades 8 and 9, SAT subject test, discussions with students
regarding their college of choice, college boot camp, and the upcoming college tour
trip.
c. Presentation and discussion regarding the current implementation of new Higher
Level (HL) IB courses.
Mr. Stoyanoff and Mr. Tippen provided a presentation and overview of the offerings.
d. Presentation and discussion of the proposed Parent Survey for school year 2016-
2017.
Mrs. DeGan and Dr. Bryson provided an overview of the proposed survey
Discussion regarding revisions and additions to the survey.
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8. BOARD RECAP / STAFF DIRECTION
No further direction.
9. ADJOURNMENT
President Wheat adjourned the work session at 7:35 p.m.
Regular Session
1. CALL TO ORDER
President Wheat called the regular session to order at 7:53 p.m.
2. ITEMS OF COMMUNITY INTEREST
Superintendent Brymer reviewed the upcoming events.
3. CITIZEN COMMENTS
No one addressed the Board.
4. CONSENT AGENDA
a. Consider approval of the minutes from the August 10, 2016, meeting.
b. Consider approval of Resolution 16-16A, Amending the 2016-2017 School
Calendar.
MOTION: Trustee Stoltenberg made a motion to approve the consent
agenda. Trustee Barrett seconded the motion. The motion
carried by a vote of 4-0.
5. DISCUSSION AND CONSIDERATION AUTHORIZING THE SUPERINTENDENT TO
TERMINATE AN AGREEMENT WITH BRACKETT & ELLIS FOR LEGAL SERVICES
RELATED TO WESTLAKE ACADEMY.
Mrs. DeGan provided an overview of the item.
Mrs. Bubert answered question regarding the size and primary focus of the proposed
new firm.
BOT Minutes 09/12/16
Page 5 of 5
MOTION: Trustee Langdon made a motion to approve. Trustee Belvedere
seconded the motion. The motion carried by a vote of 4-0.
6. DISCUSSION AND CONSIDER OF A RESOLUTION 16-17 TO AUTHORIZE THE
SUPERINTENDENT INTO AN AGREEMENT WITH THE UNDERWOOD LAW FIRM
FOR LEGAL SERVICES RELATED TO WESTLAKE ACADEMY.
MOTION: Trustee Belvedere made a motion to approve Resolution 16-
17. Trustee Langdon seconded the motion. The motion carried
by a vote of 4-0.
7. FUTURE AGENDA ITEMS
No future agenda items.
8. ADJOURNMENT
There being no further business before the Board, President Wheat for a motion to
adjourn the meeting.
MOTION: Trustee Stoltenberg made a motion to adjourn the regular
session. Trustee Barrett on seconded the motion. The motion
carried by a vote of 4-0.
President Wheat adjourned the regular session at 8:03 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 3, 2016.
ATTEST:
____________________________
Laura Wheat, President
_____________________________
Ginger Awtry, Acting Board Secretary
EXECUTIVE SESSION
The Board will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
Sec. 551.076. Deliberation Regarding Security Devices Or Security Audit to deliberate: (1)
the deployment, or specific occasions for implementation, of security personnel or devices;
or (2) a security audit.
Board of
Trustees
Item # 5 – Adjournment
Regular Session
Board of
Trustees
Item # 6 – Reconvene
Meeting
The Board will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
Sec. 551.076. Deliberation Regarding Security Devices or Security Audit to deliberate:
(1) the deployment, or specific occasions for implementation, of security personnel or
devices; or (2) a security audit.
Board of
Trustees
Item # 7 – Necessary Action
FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or
Board meeting, under “Future Agenda Item Requests”, an agenda item for a future Board
meeting. The Board member making the request will contact the Superintendent with the
requested item and the Superintendent will list it on the agenda. At the meeting, the
requesting Board member will explain the item, the need for Board discussion of the item,
the item’s relationship to the Board’s strategic priorities, and the amount of estimated staff
time necessary to prepare for Board discussion. If the requesting Board member receives
a second, the Superintendent will place the item on the Board agenda calendar allowing
for adequate time for staff preparation on the agenda item.
- None
Board of
Trustees
Item # 8 – Future Agenda
Items
Board of
Trustees
Item # 9 – Adjournment
Regular Session