HomeMy WebLinkAbout11-07-16 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
November 7, 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. RECOGNIZE AND HONOR NATIONAL MERIT SCHOLARS.
4. REVIEW OF CONSENT AGENDA ITEMS LISTED ON THE REGULAR MEETING
AGENDA.
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 by IB coordinators on AP and IB training opportunities.
6. DISCUSSION ITEMS
a. Presentation and discussion of the Global Collaboration between Westlake Academy
and Edmonton Islamic Academy, Canada.
7. BOARD RECAP / STAFF DIRECTION
8. ADJOURNMENT
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.
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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 October 3, 2016, meeting.
b. Consider approval of Resolution 16-18, Adopting Special Education Video
Surveillance Policy.
5. PUBLIC HEARING AND DISCUSSION REGARDING THE SCHOOL FIRST 2016
RATING BASED ON SCHOOL YEAR 2014-2015 DATA AND ANNUAL FINANCIAL
MANAGEMENT REPORT.
6. PUBLIC HEARING, PRESENTATION AND ACCEPTANCE OF THE 2015-2016
ACCOUNTABILITY REPORT.
7. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and / or Board
meeting, under “Future Agenda Item Requests”, an agenda item for a future Board
meeting. The Board member making the request will contact the 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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8. ADJOURNMENT
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT
CODE.
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 November 2, 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.”
Board of
Trustees
Item # 3 – No Supporting
Documentation
REVIEW OF CONSENT AGENDA ITEMS
a. Consider approval of the minutes from the October 3, 2016, meeting.
b. Consider approval of Resolution 16-18, Adopting Special Education Video
Surveillance Policy.
Board of
Trustees
Item # 4 – Review of
Consent Agenda Items
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 by IB coordinators on AP and IB training opportunities.
Board of
Trustees
Item # 5 – Reports
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Report
Westlake Board Meeting
Monday, November 07, 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
On October 28, 2016, the HR Department was notified by our immigration attorney that
Permanent Residence Approval Notices have been received for our pending case. The final
step will be physical receipt of the cards; which should occur by Mid-November.
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Report
Westlake Board Meeting
Monday, November 07, 2016
TOPIC: Report by IB coordinators on AP and IB training opportunities.
STAFF CONTACT: Rod Harding (PYP Principal), Ms. Alison Schneider (PYP Coordinator),
Mrs. Terri Watson (MYP Coordinator) and Mr. Stacy Stoyanoff (Diploma Principal & DP
Coordinator).
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
Strengthen IB
Philosophy &
Implementation
Strategic Initiative
Time Line - Start Date: January 1, 2016 Completion Date: May 31, 2017
Funding Amount: $0 Status - Funded Source - General Fund
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The report provides the Board of Trustees with the IB and AP training information on workshop
titles, categories and staff attendance at these sessions. The IB requirements of staff training are
described in the IB Standards and Practices under Section B: Organization, including the sub-
sections of Leadership and Structure (B.1) and Resources and Support (B.2).
During each five-year evaluation period the IB coordinators are required to document and report
on teaching staff qualifications, IB-recognized professional development opportunities attended
and the funding allocated towards sending teachers to professional development. This information
is used by IB representatives to assess the school’s commitment to the IB programmes.
RECOMMENDATION
We are seeking continued support from the Board of Trustees for future IB and AP staff training
programs.
ATTACHMENTS
Report
Westlake Academy
International Baccalaureate Professional Development Opportunities
2016-2017 school year
The following IB Standards and Practices (2014) direct IB World Schools on specific requirements
related to professional development:
• The school participates in the IB world community. (A.8)
• The school has systems in place for the continuity and ongoing development of the
programmes. (B1.6)
• The governing body allocates funding for the implementation and ongoing development
of the programmes. (B2.1)
• The school provides qualified staff to implement the programmes. (B2.2)
• The school ensures that teachers and administrators receive IB-recognized professional
development. (B2. 3)
During each five-year evaluation period, IB representatives look for supporting evidence that
indicates fulfillment of the Standards and Practices. During the self-study period, IB coordinators
must document and report on the teaching staff qualifications, IB-recognized professional
development opportunities attended and the funding allocated towards sending teachers to
professional development. This information is used by IB representatives to assess the school’s
commitment to the programmes.
The current registration fee for IB-recognized workshops is $739. I budget a maximum of $2,000
per participant to include the registration fee, travel, accommodations, and meals.
At the start of each new school year, we use the following criteria to determine which faculty
members are eligible for IB professional development during the current school year.
1. Faculty members who are new to the IB programmes and need initial training
2. Veteran IB programme faculty members who have a new role for the academic year and
need training to support their development of this role
3. Veteran IB programme faculty members who have not attended IB-recognized
professional development in the last two to three years, as allowed by the budget.
4. In 2015-2016 as part of its preparation for the Evaluation Visit, MYP also had to consider
veteran IBMYP faculty members who had not attended a workshop based on the revisions
to MYP effective in 2014 (even though they may have attended a workshop within the
last two to three years).
It is important to note that IB professional development also occurs outside of IB-recognized
workshops. We look for opportunities that are cost effective and related to current school
goals. Many times teachers who are not eligible for IB-recognized workshops may be considered
for the following:
• Texas IB School regional roundtables and forums
• Visits to other local Texas IB Schools
PRIMARY YEARS PROGRAMME
In the spring/summer of 2016 we had attendees participate in the following IB-recognized PYP
workshops:
Workshop Title Category Reason
Concept-based Learning 3 New Hire
Teaching and Learning 2 New Hire
Teaching and Learning 2 New Hire
Teaching and Learning 2 New Hire
The Written Curriculum 2 New Hire
Encouraging Children’s Creative Instinct in the
Classroom
3 Educator last received IB training
in 2012
Inquiry 3 Educator last received IB training
in 2013
Pedagogical Leadership 2 Educator assumed a new role in
2015
In the fall of 2016 we have attendees participating in the following IB-recognized PYP
workshops:
Workshop Title Category Reason
Teaching and Learning 2 New Hire
Encouraging Children’s Creative Instinct in
the Classroom
3 Educator last received IB training
in 2013
Science Throughout the Programme of
Inquiry
3 Administrator last received IB
training in 2013
Reading and Writing Through Inquiry 3 Educator last received IB training
in 2014
Creating Inclusive Classrooms: Access for All
Students in the PYP
3 Educator assumed a new role in
2016
In the Spring/Summer 2017 I anticipate sending five additional teachers to IB-recognized PYP
workshops:
Workshop Title Category Reason
Action in the PYP 2 New Hire
Concept-based Learning 3 Educator last received IB training in 2013
Well-being and Student Leadership 3 Educator last received IB training in 2013
MIDDLE YEARS PROGRAMME
In the spring/summer of 2016, we had attendees participate in the following IB-recognized MYP
workshops:
Workshop Title Category Reason
Implementing the MYP:
Individuals and Societies
2 New Hire
Implementing the MYP:
Language and Literature
2 New Hire
Implementing the MYP:
Language Acquisition
2 New Hire
Implementing the MYP:
Physical and Health Education
2 New Hire
Implementing the MYP:
Physical and Health Education
2 Educator last received IB training before
implementation of revised MYP in 2014
Implementing the MYP:
Sciences
2 Educator last received IB training before
implementation of revised MYP in 2014
Managing Assessment in the
Arts
3 Educator attended so that information could
be shared with others in Arts department
Implementing the MYP: Design 2 Educator assuming a new role in 2016
Implementing the MYP: Design 2 Educator assuming a new role in 2016
In the fall of 2016, we have attendees participating in the following IB-recognized MYP
workshops:
Workshop Title Category Reason
Implementing the MYP:
Mathematics
2 Educator had only attended Category 1
Managing Assessment in
Language and Literature
3 Educator attended so that information could be
shared with others in Language and Literature
department
We have registered the educators to participate in the following IB-recognized MYP workshops
during Spring 2017:
Workshop Title Category Reason
Implementing the MYP:
Individuals and Societies
2 New Hire
Implementing the MYP:
Individuals and Societies
2 New Hire
Implementing the MYP:
Language Acquisition
2 New Hire
Implementing the MYP:
Mathematics
2 New Hire
Managing Assessment in the
Sciences
3 Educator attended so that information could be
shared with others in Science department
DIPLOMA YEARS PROGRAMME
In the spring/summer of 2016, we had attendees participate in the following IB-recognized DP
workshops:
Category
AP US History APSI New Hire
AP US History APSI New Hire
DP Business Management 1/2 Educator assuming a new role in 2016
DP Counseling 2 New Hire
DP EE 3 Educator assuming a new role in 2016
DP Mathematical Studies 2 Educator assuming a new role in 2016
In the fall of 2016, we have attendees participating in the following IB-recognized DP
workshops:
Category
AP English Language Wksp Educator needs retraining
AP English Language Wksp Educator needs retraining
DP Environmental Systems and Societies 2 Educator needs retraining
We have registered the educators to participate in the following IB-recognized DP workshops
during Spring 2017:
Workshop Title Category Reason
DP Administrators 2 Educator assuming a new role in 2016
DP Business Management 2 New Hire
DP Coordination 2 Educator needs retraining
DP Language AB 2 New Hire
DP Language B 2 New Hire
DP Mathematics 2 Educator assuming a new role in 2016
DP TOK 2 Educator assuming new role in 2016
DISCUSSION ITEMS
a. Presentation and discussion of the Global Collaboration between Westlake
Academy and Edmonton Islamic Academy, Canada.
Board of
Trustees
Item # 6 – Discussion
Items
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Friday, October 07, 2016
TOPIC: Discussion of the Global Collaboration between Westlake Academy and Edmonton
Islamic Academy, Canada
STAFF CONTACT: Rod Harding (PYP Principal) & Mrs. Laura Fischer (Grade 5 Teacher)
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.
Citizen, Student &
Stakeholder PYP / MYP / DP
Strengthen IB
Philosophy &
Implementation
Strategic Initiative
Time Line - Start Date: September 28, 2016 Completion Date: May 31, 2017
Funding Amount: $0 Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
As reported at previous Board of Trustee meetings, Westlake Academy has hosted the
International Minded Education Symposium (IMES) conference for the past two years. The
purpose of this international conference is to promote global collaboration between like-minded
schools to share academic projects and to promote inter-cultural understanding and respect.
At the 2016 IMES conference participants from the Edmonton Islamic Academy and Westlake
Academy planned a collaboration that focused on cultural and academic exchanges that used the
big or central idea of ‘Perspectives Are Reality’ in regard to Western and Islamic cultures, values
and traditions.
The discussion will look at Edmonton Islamic Academy and Westlake Academy’s Vision
statements, intended outcomes of the collaboration, promoting inquiry-based practice and
authentic activities that reach the heart of the IB Mission.
RECOMMENDATION
Information and perspectives of the Board of Trustees.
ATTACHMENTS
Powerpoint presented with discussion.
BOARD RECAP / STAFF DIRECTION
Board of
Trustees
Item # 7 – Board Recap /
Staff Direction
Board of
Trustees
Item # 8 – 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/Board President
Monday, November 7, 2016; 8:00 – 9:30 am
Marriott Solana Hotel – Great Room
WA Board of Trustees Workshop/Meeting
Monday, November 7, 2016
Westlake Town Hall, Solana – Council Chamber/Courtroom
SH114-SH170 Groundbreaking Ceremony
Thursday, November 10, 2016; 10:00 am
525 Plaza Drive, Trophy Club – Adjacent to Hampton Inn, off of Trophy Wood Drive
Sabre Grand Opening & Ribbon Cutting
Thursday, November 10, 2016; 2:00 pm
1500 Solana Blvd. (formerly Campus Circle) – Bldg. 3; outside of building
Town Council Workshop/Meeting
Monday, November 14, 2016
Westlake Town Hall, Solana – Council Chamber/Courtroom
Danish & Dialogue with WA Principals
Thursday, November 17, 2016; 8-9:00 am
Lee Fieldhouse Classroom
WA Grandparents’ Day
Friday, November 18, 2016;
WA Campus: Check in at Main PYP Office
Westlake Academy closed for Thanksgiving Break
Monday, November 21 through Friday, November 25, 2016
Westlake Town Hall offices closed for the Thanksgiving holidays
Thursday, November 24 and Friday, November 25, 2016
WA UNICEF Arts & Craft Fair was moved from original date of Nov. 5 to Sat., Dec. 3.
*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 October 3, 2016, meeting.
b. Consider approval of Resolution 16-18, Adopting Special Education Video
Surveillance Policy.
Board of
Trustees
Item # 4 – Consent
Agenda
BOT Minutes 10/03/16
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WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
October 3, 2016
PRESENT: President Laura Wheat, Trustees: Alesa Belvedere, Carol Langdon, Rick
Rennhack. Wayne Stoltenberg arrived at 5:16 p.m.
ABSENT: Michael Barrett
OTHERS PRESENT: Assistant to the Superintendent Amanda DeGan, Executive
Director Dr. Mechelle Bryson, MYP Principal Dr. Andra Barton,
PYP Principal Rod Harding, Student Services Administrator
Jennifer Furnish, Registrar Ange Bumgarner, DP
Principal/Coordinator Stacy Stoyanoff, Director of Finance Debbie
Piper, Director of Communications Ginger Awtry, Director of
Facilities and Parks & Recreation Troy Meyer, Director of Public
Works/Assistant to the Town Manager Jarrod Greenwood and
Chief of Police Mike Wilson.
Work Session
1. CALL TO ORDER
President Wheat called the work session to order at 5:11 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.
BOT Minutes 10/03/16
Page 2 of 5
4. FACULTY PRESENTATION REGARDING THE RON CLARK ACADEMY AND IPAD
PALOOZA STAFF TRAINING.
Dr. Barton introduced the teachers that attended iPadPalooza and Ron Academy training.
Mrs. Busico-Flight, Ms. Redding, and Mrs. Sandfort provided presentation and overview
of the training sessions they attended at iPadPalooza.
Mrs. Stack and Ms. Redding provided a presentation and overview of the Ron Clark
Academy training.
Discussion ensued regarding the Ron Clark Academy selection process, instruction for
Grade 5 through Grade 8, students’ expectations, teacher and faculty attrition rate,
enrollment numbers, use of technology and practices learned that teachers would like to
implement.
5. REPORTS
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.
Dr. Bryson stated that the attendance percentage rate for the first 6 weeks is
98.07%. Discussion then ensued regarding the dedicated staff member reaching out
to parents to provide notes to excused absences, notifying parents by mail the
number of missed days, and how teachers are effectively using the advisory period.
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).
Dr. Barton and Mr. Harding provided a presentation and historical overview of the
ISA and APPL testing assessments.
Discussion ensued regarding how the ACT/SAT indicate the success of the
assessment, recommendations for the 2016-2017 school year, not over testing
students, and adjusting the testing date.
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.
BOT Minutes 10/03/16
Page 3 of 5
Mrs. Furnish and Mrs. Bumgarner provided a presentation and overview comparison
of the enrollment.
Discussion ensued regarding attrition, enrollment concentration in the Primary
grades, numbers excluding undeveloped property, neighborhood turnover, new
residents’ school choice, tracking possible enrollments, and updating the School
District Strategies (SDS) report.
President Wheat to move into Executive Session prior to discussing item c on the
agenda.
c. Presentation and discussion regarding emergency preparedness at Westlake
Academy.
Ms. DeGan provided an overview of the item.
Mr. Meyer, Dr. Bryson, Officer Talkington and Chief Wilson provided overviews
regarding hazardous weather events, police training, active shooter training, Keller
Police Department’s response time, Student Resource Officer (SRO) in surrounding
ISDs, table top exercises, increasing campus patrol, utilizing the Town Marshal,
parent and student participation in the table top exercises, and community
engagement with law enforcement.
7. EXECUTIVE SESSION
The Board convened into executive session at 6:36 p.m.
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
President Wheat reconvened the meeting at 7:47 p.m.
President Wheat moved back to item c on the agenda.
BOT Minutes 10/03/16
Page 4 of 5
9. BOARD RECAP / STAFF DIRECTION
Attendance
- Add a breakdown by neighborhood to the annual report including a year to year
comparison; and use any identifying information that the HOAs may have regarding
student enrollment
- Use the Glenwyck Farms enrollment numbers to project number of students per
household that will likely enroll at the Academy
- Enhance police presence on campus by providing a location for an officer to
complete reports
- Evaluate necessary training for the Town Marshal regarding campus security
- Community engagement level as it relates to security efforts at the Academy
- Attempt to gather attrition decisions by neighborhood for those with a dual option
to attend Westlake or Carroll ISD
10. ADJOURNMENT
President Wheat adjourned the work session at 8:41 p.m.
Regular Session
1. CALL TO ORDER
President Wheat called the regular session to order at 8:41 p.m.
2. ITEMS OF COMMUNITY INTEREST
Mrs. DeGan provided an overview of the upcoming events.
3. CITIZEN COMMENTS
Angie Schilisky, 1610 Fair Oaks Drive, spoke in favor of continuing the discussion
regarding a School Resource Officer (SRO).
4. CONSENT AGENDA
a. Consider approval of the minutes from the September 12, 2016, meeting.
MOTION: Trustee Rennhack made a motion to approve the consent
agenda. Trustee Belvedere seconded the motion. The motion
carried by a vote of 4-0.
BOT Minutes 10/03/16
Page 5 of 5
5. EXECUTIVE SESSION
The Board did not convene into 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 ANY NECESSARY ACTION
No action necessary.
8. FUTURE AGENDA ITEMS
No future agenda items.
9. ADJOURNMENT
There being no further business before the Board, President Wheat asked for a motion to
adjourn the meeting.
MOTION: Trustee Rennhack made a motion to adjourn the regular session.
Trustee Langdon on seconded the motion. The motion carried
by a vote of 4-0.
President Wheat adjourned the regular session at 8:46 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON NOVEMBER 7, 2016.
ATTEST:
____________________________
Laura Wheat, President
_____________________________
Kelly Edwards, Board Secretary
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Consent
Westlake Board Meeting
Monday, September 12, 2016
TOPIC: Consideration of a Resolution to adopt the Special Education Video
Surveillance Policy
STAFF CONTACT: Dr. Mechelle Bryson
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.
Academic
Operations PYP / MYP / DP
Improve Technology,
Facilities &
Equipment
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: August 18, 2016 Completion Date: N/A
Funding Amount: $20,000 Status - Funded Source - General Fund
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Texas Education Code section 29.022 requires school systems to install and conduct video and
audio surveillance in self-contained special education classrooms. The purpose of this statute is
to promote student safety and to maintain an avenue of protection for student who due to their
disability do not have the wherewithal to report mistreatment by district employees or other
students.
The video and audio surveillance state mandate was established during the 2015 legislative
session with an implementation date of the beginning of the 2016-2017 school year. Due to a
delay in the Commissioner of Education’s ruling, a Westlake Academy policy was consequently
delayed.
With that said, cameras were installed in August of 2016 and additional equipment was
purchased to comply with the video storage expectations of the state.
RECOMMENDATION
Approve Video Surveillance Policy in compliance with state law.
ATTACHMENTS
N/A
Resolution WA 16-18
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION 16-18
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING SPECIAL EDUCATION VIDEO SURVEILLANCE POLICY.
WHEREAS, Westlake Academy is subject to Texas state mandates, this board policy must
be reviewed and approved; and
WHEREAS, the Special Education Video Surveillance policy is designed to protect and
promote student safety; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That, the Board of Trustees of Westlake Academy, hereby approves the
Special Education Video Surveillance policy attached to this resolution as Exhibit “A”.
SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by
any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof
and the Council hereby determines that it would have adopted this Resolution without the invalid
provision.
Resolution WA 16-18
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 7th DAY OF NOVEMBER, 2016.
___________________________________
Laura Wheat, President
ATTEST:
________________________________ ___________________________________
Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent
APPROVED AS TO FORM:
________________________________
Janet S. Bubert or L. Stanton Lowry,
School Attorney
Resolution WA 16-18
Page 3 of 2
Exhibit A
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 6.14:
Date Board Adopted: November 7, 2016
Date Board Amended: N/A
Effective Date: November 7, 2016
Policy Category: Special Education
Policy Name: Special Education Video/Audio Monitoring
Policy Goal: Promote student safety and provide transparency in the
educational services provided to certain special education
students.
Policy Description:
Purpose of Video Surveillance
The purpose of the video surveillance allowed under this policy is to promote student
safety in certain self-contained classrooms and other special education settings. In accordance
with Texas Education Code Section 29.022, a parent, trustee, or staff member may
submit a request for the Academy to provide video equipment in a classroom in which a
student who receives special education services in a self-contained classroom or other
special education setting is enrolled.
Procedures for Authorized Video Surveillance
• A written request for video surveillance in special education settings may be
submitted to the Westlake Academy Executive Director. The Executive Director
shall review the request and either: 1. forward the request to the appropriate staff
to implement video surveillance in accordance with this policy and any applicable
administrative procedures; or 2. provide the requestor a response regarding why
the request is deficient.
• Upon receipt of a proper request, the Academy shall place, operate, and maintain
one or more video cameras in self-contained classrooms or other special
Resolution WA 16-18
Page 4 of 2
education settings in accordance with Education Code 29.022 and 19
Administrative Code 103.1301.
• Authorized video surveillance shall include audio recording capability and will
capture all areas of the self-contained classroom except that no video surveillance
shall be conducted of the inside of a bathroom or other area used for toileting or
diapering a student or removing or changing a student's clothes.
• Authorized video surveillance will be operational at all times during the instructional
day when students are in the self-contained classroom during the regular school
year and during any extended school year services. Video surveillance shall
continue for as long as the classroom or setting continues to satisfy the
requirements of Texas Education Code Section 29.022(a).
• Written notice shall be provided to staff members assigned to special education
self-contained classrooms and to the parents of students who are assigned to
special education self-contained classrooms prior to installation of the video
cameras and, after installation, annually by September 1 of each calendar year.
• Westlake Academy may post a notice at the entrance of any self-contained
classroom or other special education setting in which video cameras are placed
stating that video and audio surveillance are conducted in the classroom or setting.
• Video recordings shall be retained for a minimum of six months.
Confidentiality & Access to Video Surveillance
Regular or continual monitoring of surveillance video is prohibited. Additionally, video
recordings may only be viewed in accordance with applicable law and the procedures
adopted by Westlake Academy. Video recordings shall not be used for teacher
evaluation.
The Academy will protect the confidentiality of all parties involved under Education Code
29.022 and 19 Administrative Code 103.1301. As such, unauthorized use or disclosure
is prohibited. Unauthorized disclosure of confidential or privileged information is a serious
violation under this policy and will subject the person(s) who made the unauthorized
disclosure to appropriate discipline, including removal/dismissal.
Video recordings may only be viewed by the following individuals, to the extent not limited
by the Family Educational Rights and Privacy Act (FERPA).
The Academy shall release a recording for viewing by:
1. A staff member or other school employee or a parent of a student involved in an
incident that is documented by a video recording for which a complaint has been
reported to the Academy, on request of the staff member, employee, or parent,
respectively;
2. Appropriate Department of Family and Protective Services (DPS) personnel as
part of an investigation of alleged or suspected abuse or neglect of a child under
Family Code 261.406;
Resolution WA 16-18
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3. A peace officer, a school nurse, a school administrator trained in de-escalation and
restraint techniques as provided by commissioner of education rule;
4. Appropriate TEA or State Board for Educator Certification personnel or agents as
part of an investigation.
If a recording documents possible abuse or neglect of a child under Family Code, Chapter
261, individuals reviewing the recording must submit a report to DFPS or other authority
in accordance with applicable law.
If any person described by item 2, 3, or 4 above views a video recording and believes
that it documents a possible violation of school policy, the person may allow access to
the recording to appropriate legal and human resources personnel of the Academy to the
extent not limited by FERPA or other law. A recording believed to document a possible
violation of Academy policy may be used in a disciplinary action against school staff and
shall be released in a legal proceeding at the request of a parent of the student involved
in the incident documented by the recording. A recording believed to document a possible
violation of Academy policy must be released for viewing by the employee who is the
subject of the disciplinary action at the request of the employee.
Staff members whose assigned duties for Westlake Academy include installing,
operating, and/or maintaining the video surveillance equipment or recordings will be
provided access to surveillance equipment and recordings to the extent necessary to
insure the efficient and effective implementation of this policy.
Procedures for Reporting a Complaint
To report a complaint of an alleged incident in a self-contained classroom or other special
education setting in which video surveillance under Education Code 29.022 and 19
Administrative Code 103.1301 is conducted, parents and/or staff members should do the
following:
• Report the incident in writing to the programme principal using the form developed
by the Academy;
• Programme principal will view the relevant portion of the video recording to
determine if an incident was recorded;
• If the reported incident is recorded on video, the programme principal shall arrange
for the person submitting the complaint to view the video, if requested;
• Programme principal will also investigate the incident by interviewing any parties
deemed necessary to determine the facts of the incident; and
• Parents will be notified of the status of an investigation and given a written report
of all determined facts and conclusions.
If reporting process does not resolve the complaint, a formal complaint should be filed
under the provisions provided in the Parent/Student Handbook. Additionally, complaints
alleging violations of this policy should be addressed through the grievance procedures
provided in the Parent/Student Handbook or other dispute resolution channels.
Resolution WA 16-18
Page 6 of 2
FERPA
State law does not limit the access of a student’s parent to an educational record of the
student under FERPA or other law. To the extent any provisions in Education Code
29.022 and 19 Administrative Code 103.1301 conflict with FERPA or other federal law,
federal law prevails.
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Action Item
Westlake Board Meeting
Monday, November 07, 2016
TOPIC: Public Hearing to discuss School FIRST 2016 rating based on School
Year 2014-2015 Data and Annual Financial Management Report
STAFF CONTACT: Debbie Piper, Finance Director
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.
Fiscal Stewardship PYP / MYP / DP Improve Financial
Stewardship
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: November 7, 2016 Completion Date: November 7, 2016
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
FIRST is the acronym for Financial Accountability Rating System of Texas, as developed for
the Texas school districts by the Texas Education Agency in response to Senate Bill 875 of the
76th Legislature in 1999. The primary goal of the rating is to achieve quality performance in the
management of school districts financial resources. TEA also included open-enrollment charter
schools in this rating system in 2009.
For the Fiscal Year ended August 31, 2015, Westlake Academy received a rating of A
Superior with a score of 100.
After TEA receives financial information, they complete a School FIRST rating worksheet for
each school district and charter school. The current year rating worksheet contains 7 questions,
called indicators. Each indicator on the rating worksheet is designed to assess the management
of financial resources. Ratings are based on staff and student data reported for a school and
financial data reported for the corresponding fiscal year. Charters provide information to TEA
through various financial reports, audit reports, and data reported through PEIMS.
The FIRST system assigns one of the following financial accountability ratings based on points
received:
If the district/charter school answers “No” to any one of the indicators 1, 2A, 3, 4, OR 5, the
rating is automatically a “Substandard Achievement”.
Within two months after receipt of the final rating, the Board of Trustees is to hold a hearing for
public discussion of the annual financial accountability system report. A notice was published in
the Fort Worth Star Telegram on October 21st and October 27th.
In addition to the School FIRST annual rating and in accordance with Title 19 Texas
Administrative Code, Chapter 109, Budgeting, Accounting and Auditing, Subchapter AA,
Commissioner’s Rules Concerning Financial Accountability Rating System, we are required to
submit a Financial Management Report including the following required disclosures:
• Copy of Superintendent’s current employment contract
• Reimbursements Received by the Superintendent and Board Members
• Outside Compensation and/or fees received by the Superintendent for Professional
Consulting and/or other personal services
• Gifts received by Executive Officers and Board Members (and First Degree Relatives, if
any)
• Business Transactions between School and Board Members
RECOMMENDATION
Discussion/no action required
ATTACHMENTS
Financial Management Report
Rating Points
A - Superior 70-100
B - Above Standard 50-69
C - Meets Standard 31-49
F - Substandard Achievement 0-30
Undetermined 0-0
Suspended 0-0
WESTLAKE ACADEMY
School FIRST Annual Financial Management Report
(For Fiscal Year Ended August 2014-2015)
WESTLAKE ACADEMY
School FIRST Annual Financial Management Report
For the Year Ended August 31, 2015
INTRODUCTION
FIRST is the acronym for Financial Integrity Rating System of Texas, as developed for the Texas
school districts by the Texas Education Agency in response to Senate Bill 875 of the 76th Legislature in
1999. The primary goal of the rating is to achieve quality performance in the management of school
district’s financial resources. Open-enrollment charter schools were included in this rating system in
2009. HB 5, passed by the 83rd Texas Legislature in 2013, enacted major changes to the law that
effectively directed the Commissioner of Education to include processes in the financial solvency of
each school district and open-enrollment charter school in Texas. The changes required by HB 5 are
described in more detail below.
Financial Accountability Ratings
Under the School FIRST system, the Texas Education Agency (TEA) assigns each school district and
open-enrollment charter school a financial accountability rating based on a district’s overall
performance on certain financial measurements, ratios, and other indicators established by the
commissioner of Education. As mentioned above, major changes occurred in the Commissioner’s Rule
for the School FIRST rating system as authorized by HB 5. Due to the complexity of the changes,
modifications to the system are being phased in over a three year period beginning with the 2015
ratings. During this phase-in period different worksheets are in place for each year through 2017, with
the final worksheet in 2017 remaining in effect for all future periods. Additionally, the 2017 (and
beyond) worksheets require higher scores for select ratings compared to the 2016 worksheet.
The worksheet for 2015 contained only 7 indicators and the worksheets for 2015-2016 and 2016-2017
(and beyond) contain 15 indicators and result in ratings as follows:
Districts that receive an F or “Substandard” rating under School FIRST any year must file a corrective
action plan with the TEA.
Going forward, the Commissioner of Education will evaluate the rating system every three years and
may modify the system to improve its effectiveness. Any changes made to the rating system are
SCHOOL FIRST RATINGS
2016, 2017 and Beyond
A - Superior Achievement
B - Above-Standard Achievement
C - Standard Achievement
F - Substandard Achievement
SOURCE: 19 TAC Chapter 109, Subchapter AA
1
communicated to school districts/open-enrollment charter schools by TEA along with the effective
dates of the changes.
Reporting Requirements
Reporting the School FIRST rating to the public is a key component of the system. Under School
FIRST, each school district/open-enrollment charter school is required to prepare and make available
an annual financial management report that includes the following:
The district’s financial management performance rating provided by the Texas Education
Agency (TEA) based on its comparison with indicators established by the Commissioner of
Education for the state’s new Financial Accountability System.
The district’s financial management performance under each indicator for the current and
previous years’ financial accountability ratings; and
Additional information required by the Commissioner of Education.
Starting with the 2007 calendar year, the financial management report to be issued at the School
FIRST hearing must contain certain required disclosures, in accordance with Title 19 Texas
Administrative Code Chapter 109, Budgeting, Accounting, and Auditing Subchapter AA,
Commissioner’s Rules Concerning Financial Accountability Rating Systems. Under Chapter 109, the
Commissioner required certain disclosures, as follows:
A copy of the superintendent’s current employment contract. The school district may publish
the superintendent’s employment contract on the district’s internet site in lieu of publication in
the annual financial management report. This must disclose all compensation and benefits paid
to the superintendent;
A summary schedule for the fiscal year (12-month period) of total reimbursements received by
the superintendent and each board member, including transactions resulting from use of the
school district's credit card(s), debit card(s), store-value card(s) and any other instruments to
cover expenses incurred by the superintendent and each board member. The summary schedule
shall separately report reimbursements for meals, lodging, transportation, motor fuel, and other
items (the summary schedule of total reimbursements is not to include reimbursements for
supplies and materials that were purchased for the operation of the district);
A summary schedule for the fiscal year of the dollar amount of compensation and/or fees
received by the superintendent from another school district or any other outside entity in
exchange for professional consulting and/or other personal services. The schedule shall
separately report the amount received from each entity;
A summary schedule for the fiscal year of the total dollar amount by the executive officers and
board members of gifts that had an economic value of $250 or more in the aggregate in the
fiscal year Code, Chapter 573,Subchapter B, as a person related to another person within the first
degree by consanguinity or affinity) from an outside entity that received payments from the
school district in the prior fiscal year, and gifts from competing vendors that were not awarded
contracts in the prior fiscal year. This reporting requirement does not apply to reimbursement of
travel-related expenses by an outside entity when the purpose of the travel is to investigate or
explore matters directly related to the duties of an executive officer or board member duties, or
matters related to attendance at education-related conferences and seminars whose primary
2
purpose is to provide continuing education (this exclusion does not apply to trips for
entertainment related purposes or pleasure trips). This reporting requirement excludes an
individual gift or a series of gifts from a single outside entity that had an aggregate economic
value of less than $250 per executive officer or board member;
A summary schedule for the fiscal year fiscal year of the dollar amount by board members for
the aggregate amount of business transactions with the district. This reporting requirement is
not to duplicate the items disclosed in the summary schedule of reimbursements received by
board members; and
Additional information that the district’s board of trustees deems useful
A public hearing must be held on the annual financial management report to afford interested
parties the opportunity to comment on the report. The public hearing must be held within two
months after receipt of the final financial accountability rating. The official notification from
TEA was dated October 24, 2016.
2016 School FIRST Rating
The 2016 School FIRST rating was based on an analysis of financial data submitted to the Texas
Education Agency for the 2014-2015 fiscal year. Seven indicators were evaluated to determine the
rating.
Westlake Academy received the rating of A - Superior for 2016 with a score of 100. This is the
highest School FIRST rating awarded by the State for this year. Similarly, the District received
the highest rating for 2015 with a “Pass” rating scoring 30 out of 30. The rating worksheet
detailing the District’s performance on each of the fifteen indicators for 2016 as well as the
explanations of the indicators is reflected on the remaining pages of this report.
3
2015-2016 Ratings Based on Fiscal Year
2015 Data – Charter School Status Detail
Status Indicator Description Score
P †1 1 Was the complete annual financial report (AFR) and charter school financial data
submitted to TEA within 30 days of the November 27 or January 28 deadline
depending on the charter school’s fiscal year end date of June 30 or August 31,
respectively?
YES
P †1 2A Was there an unmodified opinion in the AFR on the financial statements as a whole?
(The American Institute of Certified Public Accountants (AICPA) defines unmodified
opinion. The external independent auditor determines if there was an unmodified
opinion.)
YES
2B Did the external independent auditor report that the AFR was free of any instance(s) of
material weaknesses in internal controls over financial reporting and compliance for
local, state, or federal funds? (The AICPA defines material weakness.)
-
P †1 3 Was the charter school in compliance with the payment terms of all debt agreements at
fiscal year end? (If the charter school was in default in a prior fiscal year, an exemption
applies in following years if the charter school is current on its forbearance or payment
plan with the lender and the payments are made on schedule for the fiscal year being
rated. Also exempted are technical defaults that are not related to monetary defaults. A
technical default is a failure to uphold the terms of a debt covenant, contract, or master
promissory note even though payments to the lender, trust, or sinking fund are current.
A debt agreement is a legal agreement between a debtor (person, company, etc. that
owes money) and their creditors, which includes a plan for paying back the debt.)
YES
P †1 4 Did the charter school make timely payments to the Teachers Retirement System
(TRS), Texas Workforce Commission (TWC), Internal Revenue Service (IRS), and
other government agencies?
YES
P †1 5 Was the total net asset balance in the Statement of Financial Position for the charter
school greater than zero? (If the charter school's change of students in membership
over 5 years was 10 percent or more, then the charter school passes this indicator.)
(New charter schools that have a negative net asset balance will pass this indicator if
they have a 10 percent growth in students year over year until it completes its fifth year
of operations. After the fifth year of operations, the calculation changes to the 10
percent increase in 5 years.)
YES
6 Was the number of days of cash on hand and current investments for the charter school
sufficient to cover operating expenses? The calculation will use expenses, excluding
depreciation. For government charter schools, pension expense will be excluded.
10
7 Was the measure of current assets to current liabilities ratio for the charter school
sufficient to cover short-term debt?
10
8 Was the ratio of long-term liabilities to total assets for the charter school sufficient to
support long-term solvency? (If the charter school's change of students in membership
over 5 years was 10 percent or more, then the charter school passes this indicator.)
(New charter schools that have a negative net asset balance will pass this indicator if
they have a 10 percent growth in students year over year until it completes its fifth year
of operations. After the fifth year of operations, the calculation changes to the 10
percent increase in 5 years.)
10
9 Did the charter school’s revenues equal or exceed expenses, excluding depreciation? If
not, was the charter school’s number of days of cash on hand greater than or equal to
40 days? The calculation will use expenses, excluding depreciation. For government
charter schools, pension expense will be excluded.
10
10 Was the debt service coverage ratio sufficient to meet the required debt service? 10
4
11 Was the charter school’s administrative cost ratio equal to or less than the threshold
ratio?
10
12 Did the charter school not have a 15 percent decline in the students to staff ratio over 3
years (total enrollment to total staff)? (If the student enrollment did not decrease, the
charter school will automatically pass this indicator.)
10
13 Did the comparison of Public Education Information Management System (PEIMS)
data to like information in the charter school’s AFR result in a total variance of less
than 3 percent of all expenses by function?
10
14 Did the external independent auditor indicate the AFR was free of any instance(s) of
material noncompliance for grants, contracts, and laws related to local, state, or federal
funds? (The AICPA defines material noncompliance.)
10
15 Did the charter school not receive an adjusted repayment schedule for more than one
fiscal year for an over-allocation of Foundation School Program (FSP) funds as a result
of a financial hardship?
10
†1: must pass 1, 3, 4, 5 and 2A
100
Score
2016 Ratings Based on School Year 2014-2015 Data
A: Did the Charter School fail any of the critical indicators 1, 3, 4, 5 or 2A? If so, then the
Charter School’s rating is F for Substandard Achievement, regardless of points earned.
B: Determine rating by applicable number of points.
Rating Points
A - Superior 70-100
B - Above Standard 50-69
C - Meets Standard 31-49
F - Substandard Achievement 0-30
Undetermined 0-0
Suspended 0-0
5
DISCUSSION OF BASE INDICATORS
1. Was the complete annual financial report (AFR) and charter school financial data submitted to
TEA within 30 days of the November 27 or January 28 deadline depending on the charter
school’s fiscal year end date of June 30 or August 31, respectively?
This indicator merely states the Academy’s requirement for timely reporting.
The Annual Financial Report for the fiscal year ended August 31, 2015 was
approved by the Board of Trustees on December 7, 2015 and received by the
Texas Education Agency on December 15, 2015.
2A. Was there an unmodified opinion in the Annual Financial and Compliance Report (AFR) on
the financial statements as a whole?
A “modified” version of the auditor’s opinion indicates that there exist one or more specific
exceptions to the auditors’ general assertion that the financial statements are fairly presented. The
Academy’s goal; therefore, is to receive an “unmodified opinion” on its Annual Financial Report.
This is a simple “Yes or No” indicator.
Westlake Academy obtained an unmodified audit opinion. This indicates that the
Academy’s records were in good condition and fairly present the Academy’s
financial position.
2B. Did the external independent auditor report that the AFR was free of any instance(s) of
material weaknesses in internal controls over financial reporting and compliance for local,
state, or federal funds? (The AICPA defines material weakness.)
A clean audit of the Annual Financial Report would state that the Academy has no material
weaknesses in internal controls. Any internal weaknesses create a risk of the Academy not being
able to properly account for its use of public funds, and should be immediately addressed. This is a
simple “Yes” or “No” indicator.
Westlake Academy received a “clean” audit. This indicates that the Academy’s
had no material weaknesses in internal controls when tested.
3. Was the charter school in compliance with the payment terms of all debt agreements at fiscal
year end? (If the charter school was in default in a prior fiscal year, an exemption applies in
following years if the charter school is current on its forbearance or payment plan with the
lender and the payments are made on schedule for the fiscal year being rated. Also exempted
are technical defaults that are not related to monetary defaults. A technical default is a
failure to uphold the terms of a debt covenant, contract, or master promissory note even
though payments to the lender, trust, or sinking fund are current. A debt agreement is a legal
6
agreement between a debtor (person, company, etc. that owes money) and their creditors,
which includes a plan for paying back the debt.)
This indicator seeks to make certain that the Academy has timely paid all bills/obligations,
including financing arrangements to pay for construction, school buses, photo copiers, leases, etc.
Westlake Academy has no bonded indebtedness obligations. All debt is
maintained by the Town of Westlake. All leases were paid in a timely manner.
4. Did the charter school make timely payments to the Teachers Retirement System (TRS), Texas
Workforce Commission (TWC), Internal Revenue Service (IRS), and other government
agencies?
This indicator seeks to make sure the Academy fulfilled its obligation to the TRS, TWC and IRS to
transfer payroll withholdings and to fulfill any additional payroll-related obligations required to be
paid by the Academy.
Westlake Academy made all payments necessary to the TRS, TWC, IRS and other
government agencies in a timely manner.
5. Was the total unrestricted net asset balance (Net of the accretion of interest for capital
appreciation bonds) in the governmental activities column in the Statement of Net Assets
greater than zero? (IF the Academy’s change of students in membership over 5 years was 10
percent or more, then the charter school passes this indicator.)
This indicator simply asks, “Did the Academy’s total assets exceed the total amount of liabilities
(according to the very first financial statement in the annual audit report)?”
Westlake Academy’s unrestricted net asset balance of $1,822,531 is greater than zero. Also,
the 57 percent change in student membership over 5 years was greater than the minimum 10
percent threshold.
6. Was the number of days of cash on hand and current investments in the general fund for the
charter school sufficient to cover operating expenditures (excluding facilities acquisition and
construction)?
This indicator measures how long in days after the end of the fiscal year the charter school could
have disbursed funds for its operating expenditures without receiving any new revenues.
The score of 10 is obtained for any operating days greater than 60. Westlake Academy’s
calculated days were 62.
7
7. Was the measure of current assets to current liabilities ratio for the charter school sufficient to
cover short-term debt?
This indicator measures whether the school district had sufficient short-term assets at the end of
the fiscal year to pay off its short-term liabilities?
The score of 10 is obtained for anything greater than 2 when dividing the current assets
by current liabilities. The Academy’s calculation totals 19.20.
Current assets $1,765,669
Current liabilities $ 91,957
8. Was the ratio of long-term liabilities to total assets for the charter school sufficient to support
long-term solvency? (If the charter school's change of students in membership over 5 years was
10 percent or more, then the charter school passes this indicator.)
This question is like asking someone if their mortgage exceeds the market value of their home.
The calculated score of -.06 which is less than 0.60 indicates a score of 10; plus as
stated in a previous question, the 57 percent increase in student population is greater
than the minimum 10 percent threshold over the last 5 year period.
9. Did the charter school’s general fund revenues equal or exceed expenditures (excluding facilities
acquisition and construction)? If not, was the charter school’s number of days of cash on hand
greater than or equal to 60 days?
This indicator simply asks, “Did you spend more than you earned?” (the Academy will
automatically pass this indicator, if the Academy had at least 60 days’ cash on hand.)
10 points is awarded if the Academy has 40 days’ cash on hand as determined in
Indicator #6 above. The Academy had 62 days of cash available at August 31, 2015.
10. Was the debt service coverage ratio sufficient to meet the required debt service?
This indicator asks about the Academy’s ability to make debt principal and interest payments that
will become due during the year.
Westlake Academy has no bonded indebtedness obligations. All debt is maintained by
the Town of Westlake.
8
11. Was the charter school’s administrative cost ratio less than the threshold ratio?
This indicator measures the percentage of the Academy’s budget that is spent on administration.
TEA sets a cap on the percentage of the budget that Texas school districts/charters can spend on
administration, which is based on the size of the school. (Admin Costs/Other Costs)
The cap on the administrative cost ratio to receive 10 points for the 2014-2015
fiscal year was 15.61% for schools with a student population between 500 and
999. Westlake Academy maintained an administrative cost ratio of 11.8% and met
this requirement.
12. Did the charter school not have a 15 percent decline in the students to staff ratio over 3
years (total enrollment to total staff)? (If the student enrollment did not decrease, the
charter school will automatically pass this indicator.)
If the Academy has a decline in students over 3 school years, this indicator asks if the Academy
decreased the number of the staff on the payroll in proportion to the decline in students. (The
Academy automatically passes this indicator if there was no decline in students.).
The Academy’s student enrollment increased by 145 students over the prior 3
years; therefore, receiving a score of 10 on this indicator.
13. Did the comparison of Public Education Information Management System (PEIMS) data to
like information in the charter school’s annual financial report result in a total variance of
less than 3 percent of all expenditures by function.
This indicator measures the quality of data reported to PEIMS and in the Annual Financial Report
to make certain that the data reported in each case “matches up.” If the difference in numbers
reported in any fund type is 3 percent or more, the Academy “fails” this measure.
The Academy met this requirement with a variance level of 0%.
14. Did the external independent auditor indicate the AFR was free of any instance(s) of material
noncompliance for grants, contracts, and laws related to local, state, or federal funds? (The
AICPA defines material noncompliance.)
A clean audit of the Annual Financial Report would state that we had no material weaknesses in
internal controls. Any internal weaknesses create a risk of not being able to properly account for
the use of public funds, and should be immediately addressed.
Westlake Academy met this requirement by having no disclosure of a material
weakness in internal controls for the fiscal year ended August 31, 2015.
9
15. Did the charter school not receive an adjusted repayment schedule for more than one fiscal year
for an over-allocation of Foundation School Program (FSP) funds as a result of a financial
hardship?
This indicator asks if the Academy had to ask for an easy payment plan to return monies to TEA
after spending the overpayment from the Foundation School Program state aid.
Westlake Academy did not receive a repayment schedule related to an over-
allocation of Foundation School Program funds.
10
DISCLOSURES
Per Title 19 Administrative Code Chapter 109, Budgeting, Accounting, and Auditing, Subchapter
AA, Commissioner’s Rules Concerning Financial Accountability Rating System, Section
109.1001(o), the five (5) disclosures listed below are required for the financial management
report that is to be distributed at the School FIRST public hearing.
1. Superintendent’s current employment contract:
A copy of the superintendent’s current employment contract at the time of the School
FIRST hearing is to be provided.
Per the Westlake Academy charter, the Town Manager assumes the responsibilities
of the Superintendent with no separate contract. The manager’s contract is
approved by the Town Council and all salary/benefits and other forms of
compensation are paid by the Municipality. No salary is expensed through
Westlake Academy.
2. Reimbursement received by the Superintendent and Board Members:
All “reimbursement” expenses, regardless of the manner of payment, including direct pay,
credit card, cash, and purchase order are to be reported. Items to be reported per category
include:
o Meals – Meals consumed out of town, and in geographic-boundary meals at area
restaurants (outside of board meetings, excludes catered board meeting meals).
o Lodging – Hotel charges
o Transportation – Airfare, car rental (can include fuel on rental, taxis, mileage
reimbursements, leased cars, parking and tolls.)
o Motor fuel – gasoline
o Other – Registration fees, telephone/cell phone, internet service, fax machine, and
other reimbursements (or on-behalf of) to the superintendent and board member
not defined above.
There were no “reimbursement” expenses received by the Superintendent or
Board Members during the fiscal year 2014-2015.
3. Outside compensation and/or fees received by the Superintendent for Professional
consulting and/or other personal services.
Compensation does not include business revenues generated from a family business
(farming, ranching, etc.) that has no relation to charter school business.
There were no compensation and/or fees received by the Superintendent for
Professional consulting and/or other personal services during the fiscal year
2014-2015.
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4. Gifts received by Executive Officers and Board Members (and first degree relatives, if any)
gifts that had an economic value of $250 or more in the aggregate in the fiscal year)
An executive officer is defined as the superintendent, unless the board of trustees or the
charter school administration names additional staff under the classification for local
officials.
There were no gifts received by Executive Officers and Board Members (and
first degree relatives) during the fiscal year 2014-2015.
5. Business transactions between Charter School and Board Members
The summary amounts reported under this disclosure are not to duplicate the items
disclosed in the summary schedule of reimbursements received by board members.
There were no business transactions between Westlake Academy and Board
Members during the fiscal year 2014-2015.
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GLOSSARY
Accounting: A standard school fiscal accounting system must be adopted and installed by the
board of trustees of each school. The accounting system must conform to generally accepted
accounting principles. This accounting system must also meet at least the minimum
requirements prescribed by the state board of education, subject to review and comment by the
state auditor.
All Funds: A school’s accounting system is organized and operated on a fund basis where each
fund is a separate fiscal entity in the school much the same as various corporate subsidiaries are
fiscally separate in private enterprise. All Funds refers to the combined tot al of all the funds
listed below:
• The General Fund
• Special Revenue Funds (Federal Programs, Federally Funded Shared Services,
State
Programs, Shared State/Local Services, Local Programs)
• Debt Service Funds
• Capital Projects Funds
Assigned Fund Balance: The assigned fund balance represents tentative plans for the future use
of financial resources. Assignments require executive management (if approved per board
policy to assign this responsibility to executive management) action to earmark fund balance for
bona fide purposes that will be fulfilled within a reasonable period of time. The assignment and
dollar amount for the assignment may be determined after the end of the fiscal year when final
fund balance is known.
Auditing: Accounting documents and records must be audited annually by an independent
auditor. TEA is charged with review of the independent audit of the local education agencies.
Beginning Fund Balance: The fund balance on the first day of a new fiscal year. For most
schools this is equivalent to the fund balance at the end of the previous fiscal year.
Budget: The projected financial data for the current school year. Budget data are collected
for the General Fund, Food Service Fund, and Debt Service Fund.
Budgeting: Not later than August 20th of each year, the superintendent (or designee) must
prepare a budget for the school if the fiscal year begins on September 1st. (For those schools with
fiscal years beginning July 1, this date would be June 19.) The legal requirements for funds to be
budgeted are included in the Budgeting module of the TEA Resource Guide. The budget must be
adopted before expenditures can be made, and this adoption must be prior to the setting of the tax
rate for the budget year. The budget must be itemized in detail according to classification and
purpose of expenditure, and must be prepared according to the rules and regulations established
by the state board of education. The adopted budget, as necessarily amended, shall be filed with
TEA through the Public Education Information Management System (PEIMS) as of the date
prescribed by TEA.
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Capital Outlay: This term is used as both a Function and an Object. Expenditures for
land, buildings, and equipment are covered under the object, Capital Outlay. The amount spent
on acquisitions, construction, or major renovation of school facilities are reported under the
function, Capital Outlay.
Cash: The term, as used in connection with cash flows reporting, includes not only currency on
hand, but also demand deposits with banks or other financial institutions. Cash also includes
deposits in other kinds of accounts or cash management pools that have the general
characteristics of demand deposit accounts in that the governmental enterprise may deposit
additional cash at any time and also effectively may withdraw cash at any time without prior
notice or penalty.
Committed Fund Balance: The committed fund balance represents constraints made by the
board of trustees for planned future use of financial resources through a resolution by the board,
for various specified purposes including commitments of fund balance earned through campus
activity fund activities. Commitments are to be made as to purpose prior to the end of the fiscal
year. The dollar amount for the commitment may be determined after the end of the fiscal
year when final fund balance is known.
Debt Service: The function, Debt Service, is a major functional area that is used for
expenditures that are used for the payment of debt principal and interest. Expenditures that are
for the retirement of general obligation bonds, capital lease principal, and other debt, related
debt service fees, and for all debt interest fall under this function. The object, Debt Service,
covers all expenditures for debt service.
Deferred Revenue: Resource inflows that do not yet meet the criteria for revenue recognition.
Unearned amounts are always reported as deferred revenue. In governmental funds, earned
amounts also are reported as deferred revenue until they are available to liquidate liabilities of
the current period.
Ending Fund Balance: The amount of unencumbered surplus fund balance reported by the
School at the end of the specified fiscal year. For most schools, this will be equivalent to the
fund balance at the beginning of the next fiscal year.
Excess (Deficiency): Represents receivables due (excess) or owed (deficiency) at the end of
th e school year.
Federal Revenues: Revenues paid either directly to the district or indirectly through a local or
state government entity for federally subsidized programs including the School Breakfast
Program, National School Lunch Program, and School Health and Related Services Program.
This amount is recorded as Revenue Object 5900.
Fiscal Year: A period of 12 consecutive months legislatively selected as a basis for annual
financial reporting, planning, and budgeting. The fiscal year may run September 1 through
August 31 or July 1 through June 30.
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Foundation School Program (FSP) Status: Is the shared financial arrangement between the
state and the school, where property taxes are blended with revenues from the state to cover
the cost of basic and mandated programs. The nature of this arrangement falls in one of the
following status categories: Regular, Special Statutory, State Administered, Education Service
Center, or Open Enrollment Charter School.
FTE: Full-Time Equivalent (FTE) measures the extent to which one individual or student
occupies a fulltime position or provides instruction, e.g., a person who works four hours a day
or a student that attends a half of a day represents a .5 FTE.
Function: Function codes identify the expenditures of an operational area or a group of related
activities. For example, in order to provide the appropriate atmosphere for learning, schools
transport students to school, teach students, feed students and provide health services. Each of
these activities is a function. The major functional areas are:
• Instruction and Instructional-Related Services
• Instructional and School Leadership
• Support Services – Student
• Administrative Support Services
• Support Services - Non-Student Based
• Ancillary Services
• Debt Service
• Capital Outlay
• Intergovernmental Charges
Fund Balance: The difference between assets and liabilities reported in a governmental fund.
General Administration: The amount spent on managing or governing the school as an overall
entity.
General Fund: This fund finances the fundamental operations of the School in partnership with
the community. All revenues and expenditures not accounted for by other funds are included.
This is a budgeted fund and any fund balances are considered resources available for current
operations.
Instruction: The amount spent on direct classroom instruction and other activities that deliver
enhance or direct the delivery of learning situations to students regardless of location or
medium.
Local & Intermediate Revenues: All revenues from local taxes and other local and
intermediate revenues. For specifics, see the definitions for Local Tax and Other Local &
Intermediate Revenues. This amount is recorded under Object 5700.
Modified Opinion: Term used in connection with financial auditing. A modification of the
independent auditor's report means there exists one or more specific exceptions to the auditor's
general assertion that the district’s financial statements present fairly the financial information
contained therein according to generally accepted accounting principles.
Nonspendable Fund Balance: The portion of fund balance that is in non-liquid form, including
inventories, prepaid items, deferred expenditures, long-term receivables and encumbrances (if
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significant). Nonspendable fund balance may also be in the form of an endowment fund
balance that is required to remain intact.
Object: An object is the highest level of accounting classification used to identify either the
transaction posted or the source to which the associated monies are related. Each object is
assigned a code that identifies in which of the following major object groupings it belongs:
• Assets
• Liabilities
• Fund Balances
• Revenue
• Expenditures/Expenses
• Other Resources/NonOperating Revenue/Residual Equity Transfers In
• Other Uses/NonOperating Revenue/Residual Equity Transfers Out
Operating Expenditures: A wide variety of expenditures necessary to a school’s operations
fall into this category with the largest portion going to payroll and related employee benefits and
the purchase of goods and services.
Operating Expenditures/Student: Total operating expenditures divided by the total number of
enrolled students.
Operating Revenues and Expenses: Term used in connection with the proprietary fund
statement of revenues, expenses, and changes in net assets. The term is not defined as such
in the authoritative accounting and financial reporting standards, although financial statement
preparers are advised to consider the definition of operating activities for cash flows reporting
in establishing their own definition.
Other Local & Intermediate Revenues: All local and intermediate revenues NOT from local
real and personal property taxes including:
• Revenues Realized as a result of services rendered to other schools
• Tuition and Fees
• Rental payments, interest, investment income
• Sale of food and revenues from athletic and extra/co-curricular activities
• Revenues from counties, municipalities, utility districts, etc.
Other Operating Costs: Expenditures necessary for the operation of the school that are NOT
covered by Payroll Costs, Professional and Contracted Services, Supplies and Materials, Debt
Services, and Capital Outlay fall into this category and include travel, insurance and bonding
costs, election costs, and depreciation. This amount is recorded as Expenditure/Expense Object
6400.
Other Resources: This amount is credited to total actual other resources or non-operating
revenues received or residual equity transfers in. This amount is recorded under Object 7020.
Payroll: Payroll costs include the gross salaries or wages and benefit costs for services or tasks
performed by employees at the general direction of the school. (NOTE: Payroll amounts do
not include salaries for contract workers employed by outsource companies, e.g., for child
nutrition and maintenance. Therefore, this figure will vary significantly between schools that
use contract workers and those that do not.)
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PEIMS: Public Education Information Management System, a state-wide data management
system for public education information in the State of Texas. One of the basic goals of PEIMS,
as adopted b y the State Board of Education in 1986, is to improve education practices of local
schools. PEIMS is a major improvement over previous information sources gathered from
aggregated data available on paper reports. Schools submit their data via standardized
computer files. These are defined in a yearly publication, the PEIMS Data Standards.
Plant Maintenance & Operations: The amount spent on the maintenance and operation of the
physical plant and grounds and for warehousing.
Modified Opinion: Term used in connection with financial auditing. A modification of the
independent auditor’s report on the fair presentation of the financial statements indicating that
there exists one or more specific exceptions to the auditor’s general assertion that the financial
statements are fairly presented.
Refined ADA: Refined Average Daily Attendance (also called RADA) is based on the number
of days of instruction in the school year. The aggregate eligible day’s attendance is divided by
the number of days of instruction to compute the refined average daily attendance.
Restricted Fund Balance: This is the portion of fund balance that has externally enforceable
constraints made by outside parties
Revenues: Any increase in a school’s financial resources from property taxes, foundation
fund entitlements, user charges, grants, and other sources. Revenues fall into the three broad
sources of revenues: Local & Intermediate, State, and Federal.
School Year: The twelve months beginning July 1 of one year and ending June 30 of the
following year or beginning September 1 and ending August 31. Schools now have two options.
Special Revenue Fund: A governmental fund type used to account for the proceeds of specific
revenue sources (other than for major capital projects) that are legally restricted to expenditures
for specified purposes.
State Revenues: Revenues realized from the TEA, other state agencies, shared
services arrangements, or allocated on the basis of state laws relating to the Foundation School
Program Act. This amount is recorded as Revenue Object 5800.
Unassigned Fund Balances: Available expendable financial resources in a governmental fund
that are not the object of tentative management plans (i.e., committed or assigned). One primary
criterion of rating agencies for school bonds is the relative amount of unassigned fund balance.
Bond rating agencies view unassigned fund balances as a reflection of the financial strength
of school and show concern when school fund balances decrease.
Unmodified Opinion: Term used in connection with financial auditing. An unmodified
independent auditor’s opinion means there are no stated exceptions to the auditor’s general
assertion that the district’s financial statements present fairly the financial information
contained according to generally accepted accounting principles.
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Unrestricted Net Asset Balance: Unrestricted net asset balance refers to the portion of
total net assets that is neither invested in capital assets nor restricted.
WADA: Weighted Average Dail y Attendance (WADA) is used to measure the extent students
are participating in special programs. The concept of WADA in effect converts all of a school’s
students with their different weights to a calculated number of regular students required to raise
the same amount of revenue. The greater the number of students eligible for special
entitlements, the greater a school‘s WADA will be.
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estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Action Item
Westlake Board Meeting
Monday, November 07, 2016
TOPIC: Public Hearing, Presentation, and Acceptance of the 2015-2016
Accountability Report
STAFF CONTACT: Jennifer Furnish, Student Services Administrator
Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Academic Excellence Academic
Operations PYP / MYP / DP Optimize Student
Potential
Strategic Initiative
Time Line - Start Date: November 7, 2016 Completion Date: November 7, 2016
Funding Amount: $0 Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Westlake Academy values each learner and works hard to ensure every student surpasses their potential.
Our 2015-2016 Accountability Rating, Performance Index Report, and Distinction Designations
indicate that Westlake Academy is exceeding state expectations across the board. While these
ratings and honors comprise only a small portion of the data Westlake uses to determine our overall
progress, it is important to be aware of how Westlake compares to state standards and expectations.
Please note that Westlake Academy’s TAPR will be presented separately.
RECOMMENDATION
Staff Recommends discussion and approval of 2015-2016 Accountability Report.
ATTACHMENTS
PowerPoint.
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 # 7 – Future Agenda
Items
Board of
Trustees
Item # 8 – Adjournment
Regular Session