HomeMy WebLinkAbout04-03-17 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
April 3, 2017
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. RECOGNITION OF THE MEN’S AND WOMEN’S BASKETBALL TEAMS.
4. 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
Trustee requests that report be removed and considered separately.
a. Quarterly Financial “Dashboard” report for the quarter ended February 28, 2017.
5. DISCUSSION ITEMS
a. Presentation and discussion regarding the PYP developments leading to the parent-
student mathematics evening on February 23, 2017.
b. Discussion of Board Policy 1.01 Proof of Residency and possible revisions to this
policy.
6. REVIEW OF CONSENT AGENDA ITEMS LISTED ON THE REGULAR MEETING
AGENDA.
7. EXECUTIVE SESSION
The Board will conduct a closed session under Texas Government Code Chapter 551 for
the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with this chapter
regarding the following: Admissions and Residency policies for the Academy.
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 February 27, 2017, meeting.
b. Consider approval of the minutes from the March 6, 2017, meeting.
5. DICUSSION AND CONSIDERATION OF RESOLUTION 17-06, AMENDING THE
RESIDENCY POLICY.
6. EXECUTIVE SESSION
The Board will conduct a closed session under Texas Government Code Chapter 551 for
the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which
the duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with
this chapter regarding the following: Admissions and Residency policies for the
Academy.
7. RECONVENE MEETING
8. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
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9. 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.
10. 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 March 30, 2017, 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.”
3. RECOGNITION OF THE MEN’S AND WOMEN’S BASKETBALL TEAMS.
Board of
Trustees
Item # 3 – No Supporting
Documentation
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 Trustee requests that report be removed and considered separately.
a. Quarterly Financial “Dashboard” report for the quarter ended February 28,
2017.
Board of
Trustees
Item #4 – Reports
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Report
Westlake Board Meeting
Monday, April 03, 2017
TOPIC: Quarterly Financial “Dashboard” report for the quarter ended February 28,
2017.
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: September 1, 2016 Completion Date: February 28, 2017
Funding Amount: N/A Status - N/A Source - General Fund
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The 2nd quarter “Dashboard” report for the FY 2016-2017 is attached. Our goal is to have a
concise and easy to understand document regarding the financials of our Academy operating fund
– General Fund. The remaining funds are grant funds related to federal, state and local funds with
specific requirements as to the expenditures.
The columns represent: (1) Prior Year (3 month actual amounts) (2) Adopted Budget with (3) a 6
month YTD calculated column and (4) the “Actual YTD” as of 02/28/2017. This actual number
is compared to the calculated column (3) giving you the (5) percentage variances.
Please note the 74% beside the Blacksmith Donations in the revenue section. This represents the
percentage of actual donations received as of the 2nd quarter in the prior year. Because the receipts
are not evenly divided by 4 to correspond to the quarter, I believe this percentage is a better
indicator for the 2nd quarter budget amount.
A summary is presented at the bottom of the page indicating the net revenues over (under)
expenditures along with the projected ending fund balance for the Adopted Budget and the Actual
YTD. The operating days remaining in Fund Balance have been calculated using operating
expenditures.
Please note the “Analysis” is color coded and corresponds to the specific line-item on the
“Dashboard” report. All “cautionary” and “critical” items are detailed with explanations of the
variances. Beside each major category or function on the analysis report, you will find a number
that reflects the exact variance in that function/line-item that corresponds to the percentage on the
“Dashboard”.
RECOMMENDATION
Review of the financial information.
ATTACHMENTS
1) Quarterly Financial Dashboard – Quarter Ended 02/28/17
2) Analysis of Dashboard for Quarter Ended 02/28/17
3) Local Grants – Through 03/24/17
WESTLAKE ACADEMY
General Fund
Quarterly Financial Dashboard
Quarter Ended 02/28/17
FY 15/16 FY 16/17
2nd Quarter Annual 2nd Quarter 2nd Quarter Actual vs over (under)
PY Actual Budget Budget CY Actual Adopted budget
Local Interest Earned 1,321$ 3,000$ 1,500$ 2,374$ 158.3%874$
Local WAF Salary Reimbursement 30,618 66,432 33,216 33,604 101.2%388
74%Local Blacksmith Donations 818,775 1,000,000 744,341 949,672 127.6%205,331
Local Other Local Revenue 7,502 143,256 71,628 58,059 81.1%(13,569)
Local Athletics 46,152 90,724 45,362 35,580 78.4%(9,782)
Local Transportation Fees 5,638 28,400 14,200 3,700 26.1%(10,500)
Local Parking Fees 5,012 25,050 12,525 2,238 17.9%(10,287)
Local Food/Beverage 3,000 6,000 3,000 4,000 133.3%1,000
Local Town Contribution 315,000 315,000 315,000 315,000 100.0%-
1,233,018 1,677,862 1,240,772 1,404,227 113.2%163,455
State Foundation/Available Funds 3,015,597 6,270,985 3,135,493 2,774,621 88.5%(360,872)
State TRS On-behalf - 450,326 225,163 203,887 90.6%(21,276)
3,015,597 6,721,311 3,360,656 2,978,508 88.6%(382,148)
4,248,615$ 8,399,173$ 4,601,427$ 4,382,735$ 95.2%(218,692)$
FY 15/16 FY 16/17
2nd Quarter Annual 2nd Quarter 2nd Quarter Actual vs over (under)
PY Actual Budget Budget CY Actual Adopted budget
11 Instructional 2,606,829$ 4,788,354$ 2,835,349$ 2,703,088$ 95.34%(132,260)$
12 Resources & Media 40,125 84,089 49,178 45,592 92.71%(3,587)
13 Curriculum and Staff Dev 70,890 127,802 63,901 62,557 97.90%(1,344)
21 Instructional Leadership 97,786 276,548 165,336 145,269 87.86%(20,067)
23 School Leadership 375,027 851,510 463,190 461,818 99.70%(1,372)
31 Guidance & Counseling 130,168 236,600 134,677 133,995 99.49%(682)
33 Health Services 32,763 68,024 40,364 39,264 97.27%(1,100)
36 CoCurricular Activities 78,248 175,826 96,982 147,766 152.36%50,784
41 Administration 236,472 276,495 171,752 217,706 126.76%45,955
51 Maintenance & Operations 408,161 940,838 470,419 451,847 96.05%(18,572)
53 Data Processing 78,978 192,401 96,201 84,148 87.47%(12,053)
61 Community Services 56,290 122,020 73,212 64,747 88.44%(8,465)
71 Debt Service 87,905 257,238 253,378 253,378 100.00%-
4,299,642$ 8,397,745$ 4,913,939$ 4,811,176$ 97.91%(102,763)$
61xx Payroll & Related 3,200,212 6,290,364 3,703,815 3,596,586 97.10%(107,230)
62xx Prof & Contracted Srv 540,713 1,024,552 528,858 532,530 100.69%3,672
63xx Supplies & Materials 203,449 374,383 191,093 121,258 63.45%(69,835)
64xx Other Operating Costs 267,363 451,208 236,795 307,425 129.83%70,630
65xx Debt Services 87,905 257,238 253,378 253,378 100.00%-
4,299,642$ 8,397,745$ 4,913,939$ 4,811,176$ 97.91%(102,763)$
FY 15/16 FY 16/17
2nd Quarter Annual 2nd Quarter 2nd Quarter
PY Actual Budget Budget CY Actual
(51,027)$ 1,428$ (312,512)$ (428,441)$
1,482,517 1,071,036 1,071,036 1,071,036
1,431,490$ 1,072,464$ 758,524$ 642,595$
113,650 11,000 11,000 11,000
1,317,840$ 1,061,464$ 747,524$ 631,595$
61 46 32 27
67 47 33 28
21,511$ 23,008$ 23,008$ 23,008$
FY 16/17 ADOPTED BUDGET DASHBOARD VARIANCE
Total Revenues and Other Sources
Total Local Revenues
Total State Revenues
REVENUES and OTHER SOURCES
# of Operating Days (including Assigned)
Daily Operating Cost
Net Revenues Over (Under) Exp
Beginning Fund Balance (Audited)
Ending Fund Balance
Assigned Fund Balance
Ending Fund Balance (Unassigned)
# of Operating Days (Unassigned)
EXPENDITURES and OTHER USES
DASHBOARD VARIANCE
Total Expenditures and Other Uses
OBJECT CODES
FY 16/17 ADOPTED BUDGET
Total Expenditures and Other Uses
OBJECT CODES
FY 16/17 ADOPTED BUDGET
Summary
Positive >95%
Cautious 75% -95%
Negative <75%
Revenue Legend
Positive <100%
Cautious 101% -110%
Negative >111%
Expenditure Legend
1
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 02/28/2017
GENERAL FUND
REVENUES
Other Local Revenue – 81.1% - (-$13,569)
•Local Revenue includes Technology Use and Back-to-School fees.
•The majority of the Technology Use fees are collected in August, and are used for student
iPad repairs and replacements. Based on 2015-2016 receipts of $34,935, 79% ($27,737)
were received in August 2016.
•In the spring of 2016, the Academy went through the Charter renewal process and
received a 10-year Charter renewal.
o As a condition of the renewal, TEA required the Academy to discontinue the
annual back-to-school and transportation fees. TEA asserted that the fees
could be perceived as a condition of enrollment. As a public Charter school,
the Academy is a tuition free institution.
o During the 2016-2017 budget process, the Academy negotiated with TEA to
allow the fees. The Academy’s contention was that the fees were not a
condition of enrollment or connected to enrollment.
o TEA did not yield to the Academy’s position; therefore, the fees were
discontinued in the 2016-2017 fiscal year
•The line-item will be amended to reflect the TEA requirement.
Athletic Revenue – 78.4% - (-$9,782)
•A large portion of Athletic revenues, which are driven by student participation, are
collected during registration week in August of each year. However, in the 1st quarter of
2015, many registrations were paid in September after the sport began in August. A late
fee was instituted in August 2016 to encourage timely payments. Based on total receipts
of $97,940 received in FY 2015-2016, 25.1% ($24,559) was received in August 2016;
therefore, this shortfall should even-out when August collections for 2017-2018 are
received.
Transportation Fees – 26.1% - (-$10,500)
•Similar to the Athletic Revenue, the majority of Transportation Fees are collected with the
Technology Use fees in August. Based on 2015-2016 receipts of $9,763, 24.6% ($2,400)
were received in August 2016.
•In addition to the Charter renewal comments above under “Local Revenue”, Academy
administration affirmed the transportation fees collected in August were voluntary.
•Per TEA’s requirement, the transportation fees were discontinued in the 2016-2017 fiscal
year, and the line item will be amended.
2
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 02/28/2017
GENERAL FUND
Parking Fees – 17.9% - (-$10,287)
•Similar to the Athletic and Transportation revenue, the majority of Parking Fees are
collected with the Back-to-School fees. Based on 2015-2016 receipts of $13,005, 60.1%
($7,818) were received in August 2016.
•In addition, the parking rate in the 2016-17 school year decreased to $100 per student
compared to $125 per student in the 2015-16 school year, creating a decrease in revenue
collected.
•This fee is based on the number of drivers annually and will vary. Teachers are no longer
required to pay for parking.
•This line-item will also need to be amended to reflect the reduction in the parking rate
which had not been determined at the time of budget preparation.
State Foundation/Available Funds – 88.5% - (-$360,872)
•Staff is aware of the shortfall and making adjustments to compensate by:
o Applying for a High-Needs Disability Grant which should generate an
additional $90K (Federal funds which are now being released for the current
school year)
o Reviewing expenditures and reducing as needed
o An additional $25K - $50K in Blacksmith contributions is anticipated by fiscal
year-end
•Funding is based on attendance and fluctuates throughout the year dependent upon TEA’s
calculations. Attendance is based on a six-week PEIMS report sent to TEA. A “Summary of
Finances” report is produced by TEA reflecting these changes which affects the total
projected amount of stated funding. With flu season taking a toll on attendance, staff
anticipates the next projected TEA numbers to increase.
TRS On-Behalf – 90.6% - (-$21,276)
•TRS On-Behalf, a matching revenue and expenditure entry, has typically been recorded in
August in prior years. This entry records the amount of state funding paid to the Teacher
Retirement System of Texas on behalf of Westlake Academy employees. (No actual cash
entry on our books.)
•Beginning with the 2016-2017 school year, the entry has been recorded on a monthly
basis to reflect a more accurate accounting throughout the school year.
•We are in discussions with the Service Center regarding this variance.
3
WESTLAKE ACADEMY
Analysis of Dashboard for Quarter Ended 02/28/2017
GENERAL FUND
EXPENDITURES – Function Code
Co Curricular Activities (36) – 152.36% ($50,784)
•The necessity of replacing athletic equipment normally occurs at the beginning of the
school year in preparation for the sport seasons.
•In prior years, the use of parent drivers and car pools were included to supplement
transportation for athletic events. Due to possible liability issues with this practice, school
administration has elected to only hire outside vendors to transport athletes as needed.
•Additional travel is needed for new academic and co-curricular organizations that are
competing on a State and National level, i.e. Debate, Mock Trial, TED Talk, Math Honors
competition team and Model UN.
•During the 2017 Gallery Night, the purchase of a 71-passenger bus was proposed as a
Fund-An-Item and $105,250 was donated.
•The purchase of the bus will provide a long-term solution for the Academy’s
transportation needs for both athletics and academic-related trips.
Adminstration (41) – 126.76% ($45,955)
•Administration had an increase in legal fees due to additional evaluation and mediation
required for Special Education services.
EXPENDITURES – Object Code
64XX Other Operating Costs – 129.83% ($70,630)
•See the explanations above in the following categories:
o Co-Curriculum Activities (transportation)
o Administration (legal fees)
4
Grant
Amount
Grant
Amount
Total
Expended
Total
Expended
Total
Expended Total Expended Remaining
Number Source of Grant Description of Grant Awarded Received FY 14/15 FY 15/16 FY 16/17 All Years Balance Notes/Comments
484 (17)FWAS Grade 4 Birdhouse Project (FY15-16) $ 400.00 $ 400.00 $ - $ 349.86 $ - $ 349.86 50.14$
Sub-Total: Fort Worth Audobon Society $ 400.00 $ 400.00 $ - $ 349.86 $ - $ 349.86 $ 50.14
480 Hudson Foundation Support the Mentor Program ($15K) and Discretionary Funds ($5K) $ 20,000.00 $ 20,000.00 $ - $ 16,874.92 $ 2,603.15 $ 19,478.07 521.93$ reviewed 3/15/17
482 Hudson Foundation
Support transformational spece, intervention support, local student
travel, "Best Place" dreaming, Ron Clark Academy, IMES,
Communications for TOW
$ 90,424.00 $ 92,117.99 $ - $ - $ 31,417.57 $ 31,417.57 60,700.42$
Includes $1,693.99 from the
Communications Support portion
of the grant below
482 Hudson Foundation Communications Support for Town of Westlake (T Cawthra) $ 9,576.00 $ 7,882.01 $ - $ - $ 7,882.01 $ 7,882.01 -$
496 Hudson Foundation Support the overall programming for Westlake Academy students in
an effort to maximize personal potential of every student $ 175,000.00 $ 175,000.00 $ 51,622.51 $ 106,411.79 13,366.75$ $ 171,401.05 3,598.95$ reviewed 3/15/17
Sub-Total: Hudson Foundation $ 295,000.00 $ 295,000.00 $ 51,622.51 $ 123,286.71 $ 55,269.48 $ 230,178.70 $ 64,821.30
484 (21)HOC G5 Strengths Explorer $ 979.50 $ - $ - $ - $ 979.50 $ 979.50 -$ COMPLETE
484 (23)HOC Brain-Based Science & Learning Conference $ 200.00 $ - $ - $ - $ 200.00 $ 200.00 -$ COMPLETE
484 (24)HOC National Art Educator's Convention $ 200.00 $ - $ - $ - $ 200.00 $ 200.00 -$ COMPLETE
484 (27)HOC National Archery in School Program $ 200.00 $ - $ - $ - $ 200.00 $ 200.00 -$ COMPLETE
484 (28)HOC Programmable SPRK Robots for Coding $ 200.00 $ - $ - $ - $ - $ - 200.00$
Sub-Total: HOC $ 1,779.50 $ - $ - $ - $ 1,579.50 $ 1,579.50 $ 200.00
484 (21)WAF G5 Strengths Explorer $ 979.50 $ - $ - $ - $ 979.50 $ 979.50 -$ COMPLETE
484 (22)WAF CPR Training & Equipment $ 4,122.80 $ - $ - $ - $ 4,122.80 $ 4,122.80 -$ COMPLETE
484 (23)WAF Brain-Based Science & Learning Conference $ 5,303.00 $ - $ - $ - $ 4,135.16 $ 4,135.16 1,167.84$
484 (24)WAF National Art Educator's Convention $ 2,857.00 $ - $ - $ - $ 682.70 $ 682.70 2,174.30$
484 (25)WAF National Math Educator's Conference $ 6,855.00 $ - $ - $ - $ 2,010.00 $ 2,010.00 4,845.00$
484 (27)WAF National Archery in School Program $ 4,005.00 $ - $ - $ - $ 3,989.50 $ 3,989.50 15.50$
484 (28)WAF Programmable SPRK Robots for Coding $ 3,080.00 $ - $ - $ - $ - $ - 3,080.00$
484 (29)WAF G5 Science/STEM Lab $ 2,359.00 $ - $ - $ - $ 1,091.92 $ 1,091.92 1,267.08$
Sub-Total: WA Foundation $ 29,561.30 $ - $ - $ - $ 17,011.58 $ 17,011.58 $ 12,549.72
484 (26)WAF Giving Day Bonus $ 14,948.83 $ - $ - $ - $ 9,559.34 $ 9,559.34 5,389.49$
Sub-Total: Other local funding $ 14,948.83 $ - $ - $ - $ 9,559.34 $ 9,559.34 $ 5,389.49
TOTAL ACADEMY LOCAL GRANTS $ 341,689.63 $ 295,400.00 $ 51,622.51 $ 123,636.57 $ 83,419.90 $ 258,678.98 $ 83,010.65
WESTLAKE ACADEMY FY 2016-2017 LOCAL GRANT SUMMARY
March 24, 2017
5
DISCUSSION ITEMS
a. Presentation and discussion regarding the PYP developments leading to the
parent-student mathematics evening on February 23, 2017.
b. Discussion of Board Policy 1.01 Proof of Residency and possible revisions to
this policy.
Board of
Trustees
Item # 5 – Discussion
Items
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, April 03, 2017
TOPIC: Report on the PYP developments leading to the parent-student mathematics evening on
Thursday 23 February, 2017
STAFF CONTACT: Rod Harding (PYP Principal) & Nicole Bower (PYP Mathematics
Specialist)
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 Primary Years Programme 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)
The report highlights the work done by PYP staff on the development of positive student
attitudes and deeper knowledge of mathematics in 2016-2017. The purpose of the mathematics
evening for parents and students was to help change perspectives on student achievement and to
actively participate in fun activities on how students develop conceptual understandings in
mathematics.
Mathematical games and activities on the evening were based on the following:
• Evidence of a skill or learning outcome
• An element of chance (anyone can win)
• An emotional content (exciting, challenging and thinking)
• It’s FUN!
RECOMMENDATION
That Board of Trustees use this extremely positive report to help change perceptions of the
mathematics program at Westlake Academy.
ATTACHMENTS
Page 1 of 3
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, April 03, 2017
TOPIC: Discussion of Board Policy 1.01 Proof of Residency and Possible
Revisions to this Policy.
STAFF CONTACT: Tom Brymer, Town Manager/Superintendent of Westlake Academy
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: March 6, 2017 Completion Date: April 3, 2017
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Why this is on the agenda for Board discussion? Recently, staff has been contacted by a local
home builder who has advised us that some of his clients (prospective residents) are having
difficulty with the Academy’s Residency/Admissions Policy in its current form. This is due, at
least in large part (but perhaps not entirely), to the delay by the original Granada developer in
finalizing the Granada Phase 2 infrastructure. This had to be done before the Town Council could
approve the Phase 2 Final Plat (which has been done), the final plat recorded, and lots sold to
homebuilders (and ultimately their customers, the home buyers). In turn, some of the customers
who purchased lots in Granada Phase 2, solely driven by the desire for their child to attend
Page 2 of 3
Westlake Academy, cannot have their home completed by the start of the next school year (SY17-
18). This, in turn, prevents them from enrolling in the Academy under the current residency policy.
Additionally, there is a shortage of available rental housing in Westlake, and what is available is
not inexpensive in terms of monthly rental costs.
A summary of the most recent amendments to the current Residency policy as it
stands today is as follows:
• Policy 1.01 Proof of Residency. This policy was originally adopted in May of 2009 and
has been updated as our school and community has continued to grow. The most recent
amendment to this policy was approved by the Board on June 1, 2015. This amendment
to the policy removed the building permit enrollment category after August 1, 2015, and
clarified the leasing parameters for residents. Prior to that, we had allowed future residents
to enter the Academy under a conditional residency status so long as they obtained an
approved building permit and completed their home construction within a two (2) year time
limit. Also with this amendment, the policy clarified that any student, as of August 1, 2015
who enters the Academy via the grandparent residency status, will only be allowed
continued enrollment if the grandparent meet all the requirements for after school care and
remains a primary boundary resident of the Town of Westlake.
Current Status of Possible Changes to the Residency Policy. At its March 6, 2017 workshop,
the Board heard a Staff presentation on this topic as well as information related to the Academy’s
enrollment growth since 2010 and the inter-relationship of the Residency Policy to that growth.
Also, the Board received a synopsis of the residency requirements of area independent school
districts. The Board received recommendations related to draft language to revise the current
Residency Policy. This draft revision language for the Residency Policy would, if adopted,
reinstate under certain terms of conditions, the ability of someone building a home in Westlake to
have their child attend Westlake Academy while the home is being built even if they are not living
in Westlake during the home’s construction, but are living in WA’s approved secondary
boundaries.
At the March workshop, the Board directed Staff and our School Attorney to prepare a revision to
the Residency Policy that would accomplish this outcome for the Board’s consideration at its April
meeting. A copy of the proposed revisions is attached for the Board’s review and discussion and
is also on the Board’s regular meeting agenda for consideration for approval.
RECOMMENDATION
Staff recommends that the Board review and discuss the proposed revisions to the Residency
Policy at the workshop to see if it meets the intent of the Board’s direction given at its March
workshop meeting. It should be noted that if these revisions are adopted, Staff will undertake
necessary communication steps with staff and the public to make sure that then newly revised
policy is available to the public, and to the extent possible, is accurately understood. These
communication outreach efforts would also be extended to the home builder and real estate
community as well.
Page 3 of 3
ATTACHMENTS
1. Proposed draft revised language to Board Policy 1.01 Residency related to student’s entry
into Westlake Academy via a home building permit.
2. Information on school admission policies from area public school districts (ISD ’s).
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 1.01:
Date Board Adopted: May 4, 2009
Date Board Amended: June 1, 2015
Effective Date: December 31, 2015
Policy Category: Admissions
Policy Name: Proof of Residency Policy
Policy Goal: Clear and concise communication for students and parents regarding the
criteria to establish residency status for individuals seeking admission to Westlake
Academy and development of a process/criteria for the consideration of docume ntation
from Westlake resident grandparents that they are providing substantial after school
care for their grandchild seeking admission to Westlake Academy.
Policy Description: If, during the enrollment period, Westlake Academy receives more
applications from eligible applicants than there are spaces available in a class, then
admission shall first be offered to eligible applicants residing within the Academy’s
primary geographical boundary, which is consistent with the geographic boundaries of
the Town of Westlake. The parent, legal guardian, or other person having lawful control
of an applicant seeking admission as a resident of the primary boundary must provide
proof of residency within the boundaries of the Town of Westlake.
Required Documentation to Establish Residency in the Primary Boundary
An applicant’s parent, legal guardian, or other person having lawful control shall provide
one or more of the following documents as proof of residence within the boundaries of
the Town of Westlake:
Tax receipt from the current year indicating home homestead property
ownership;
Current lease agreement (subject to additional requirements below); or
Current utility bill for the primary residential structure in the name of the
applicant’s parent, legal guardian, or other person having lawful control; or.
Valid, fully-executed real estate earnest money contract to purchase or build
residential structure (subject to additional requirements below).
In addition to one of the documents identified above, the parent, legal guardian, or other
person having lawful control adult establishing residency must provide a photo
identification card that includes the person's photograph, name, and an address that
matches the address included on the document provided from the list above.
Acceptable photo identification cards shall include a current and valid state -issued
driver's license, a Texas identification card, a military or government -issued
identification card, or a consular card. Westlake Academy will not accept a credit card,
debit card, or any club or retail membership card for proof of residency, even if such
card includes a photograph.
An applicant relying on a residential lease to establish residency must provide a copy of
a fully-executed lease with a lease-term that extends for the entire time period the
applicant intends to rely upon the lease to document residency. A residential lease
shall be considered acceptable documentation to establish residency only if the leased
premises is the primary residential structure on a property. Any family/person who
executes and submits a lease to document residency in the Primary Boundary without
occupying the leased property for as long as the applicant’s child attends the Academy,
shall subject their child(ren) to immediate removal from the school and such action may
be considered fraudulent activity, unless documentation of another Primary Boundary
residence is provided.
An applicant relying upon a contract to purchase an existing home to establish
residency must also provide additional documentation of a closing date and intent to
inhabit the residence, which must occur within the first 90 days of the date the student
seeks to enroll. An applicant relying upon a contract to build a new residence to
establish residency must also provide documentation of an approved building permit
from the Town of Westlake and written notice from the builder confirming the
slab/foundation was poured prior to submitting the application for enrollment. The
applicant must also provide documentation from the builder of the estimated completion
date for the new residence, which must occur within the school year the student seeks
to enroll. In addition to these initial documentation requirements, the applicant will be
required to submit verification, according to a schedule identified by the Town, of the
completion of major construction milestones for the home including, but not limited to,
framing, dry wall, masonry, roofing, plumbing, and electrical work. Responsibility for
providing documentation of the milestones identified by the Town shall be the
homeowner’s sole responsibility. Failure by the homeowner to submit any or all of the
milestone verifications may result in the Academy unilaterally un-enrolling the student.
Extensions to the deadlines identified in this policy or by the Town may be granted by
the Superintendent if, in the Superintendent’s sole discretion, extenuating
circumstances justify a reasonable extension. It is anticipated that an extension would
not exceed ninety (90) calendar days.
For a single-family residence, only one structure shall be recognized per legal address.
Secondary structures such as garages, garage apartments, cabanas, pool houses, or
cottages that are co-located on the property where the primary residential structure is
located, but are not recognized with a separate legal address, are not eligible to
establish residency under this policy. Further, a lease shall be accompanied with a utility
bill showing that the utility service for the leased residential premises is in the name of
the person leasing the primary residential structure.
Nonresident Student in Grandparent’s After-School Care:
A student seeking admission to Westlake Academy, after August 1, 2015, as a
resident of the primary boundary due to a grandparent providing substantial after -school
care for the student shall provide the required proof of residency based on the
grandparent's Westlake residence and will be subject to the admission policy app licable
to all Westlake residents regarding their continued enrollment. The grandparent must
annually provide a notarized affidavit, on a form provided by Westlake Academy,
confirming the extent of after-school care to be provided by the grandparent.
The Superintendent shall have authority to approve such admission applications in
accordance with the following criteria: a minimum of ten (10) hours per week of
documented after-school care provided by the grandparent at the grandparent's
Westlake residence.
Required Documentation to Establish Residency in Secondary Boundary
If all eligible applicants from the primary boundary are admitted and the Academy
chooses to admit transfer students from the secondary boundary, the same types of
documentation identified above shall be used to establish residency within the
Academy’s secondary boundary.
Residency Review
A Westlake Academy representative may make periodic visits to a residence to verify
that the student is actually living at the address provided on the enrollment application
or is entitled to enrollment as a resident be cause of after-school care provided by a
grandparent. A person who presents false information or false records to obtain
admission to Westlake Academy commits a criminal offense and is subject to
prosecution under Texas Penal Code Section 37.10.
Proof of residency shall be waived when a student is homeless as defined by law.
Dates Amended:
08/03/09
12/06/10
08/13/12
06/03/13
11/17/14
Page 1 of 2
WA & ISD Current Residency Requirements
Westlake Academy
A building permit does not qualify as a conditional residency category for admissions to
the school while constructing a home in Westlake. Families seeking admission may apply
as a non-resident and go through the lottery process.
Northwest ISD
If building a new home, purchase of the house must occur within 90 days of expected
enrollment. Proof of purchase must be provided as well. To verify student residency, a
current utility bill with the address, name and date must be submitted. At the time of
enrollment, a photo ID of the parent/guardian that matches the address on the utility bill
must also be submitted.
Keller ISD
If building a new home, a builder’s contract must be provided showing the completion
date of the house. The completion date must be less than six (6) months away upon
submission. Upon reaching the expected completion date, proof of occupancy must be
provided by showing a driver’s license with the new address and a utility bill showing the
new address.
Carroll ISD
If a new home is being built, a nonresident student may be permitted to attend district
schools prior to establishing residency. To confirm future residency a valid, fully executed,
real estate earnest money contract or a contract of sale with the specified date on which
construction began and the date of closing must be submitted. Residency of the student
must be established by the end of the first semester of enrollment.
Grapevine-Colleyville ISD
For a student to register in GCISD parents/legal guardians of students must verifiably own
or lease a residence within the GCISD boundary. Proof of residency includes a current
utility bill with physical address, property tax statement, executed lease, or deed of sale.
If living outside of the district a non-resident must submit an inter-district transfer request.
Page 2 of 2
What qualifies as residency?
Westlake Academy
• Certified Occupancy of the house. Non-residents must compete in the lottery
process.
Northwest ISD
• Purchase of the house within 90 days of expected enrollment.
Keller ISD
• Purchase of the house or home must be completed within 6 months of enrollment.
Carroll ISD
• Purchase of house. House must be in the progress of being built (i.e. slab must be
poured). Residency (occupancy) must be established by the end of the first
semester.
Grapevine-Colleyville ISD
• Occupied residence. Non-residents must submit an inter-district transfer request
form and compete in a lottery as space permits.
REVIEW OF CONSENT AGENDA ITEMS
a. Consider approval of the minutes from the February 27, 2017, meeting.
b. Consider approval of the minutes from the March 6, 2017, meeting.
Board of
Trustees
Item # 6 – Review of
Consent Agenda Items
EXECUTIVE SESSION
The Council will conduct a closed session under Texas Government Code Chapter 551 for
the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter regarding the following: Residency Policy for the Academy.
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.
Northwest Metroport Chamber’s Annual State of the Communities Luncheon Address
Tuesday, April 4, 2017; 11:15 am - 1:00 pm
The Speedway Club, Texas Motor Speedway
Simply Westlake Event for Westlake residents – Chef Demonstrations & Health Coach Cindy Carbone
Tuesday, April 4, 2017; 11:30 am – 1:30 pm
Expressions Home Gallery, 325 Commerce Street, Suite 100, Southlake 76092
-Please RSVP to Connie Chase by March 31!
Terra Bella-Glenwyck Farms Neighborhood Town Meeting
Tuesday, April 4, 2017; 6:30 – 8:30 pm
Home of Geoff & Kim Vickrey
-Invitations emailed to residents; Please RSVP or contact Ginger Awtry for more info.
Masterworks Spring Concert (1 of 2) with Johnny D & the Doo Wopps
Thursday, April 6, 2017; 7:00 - 8:00 pm
Solana’s Plaza Courtyard – 1301 Solana Boulevard; next to Westlake restaurants
Planning & Zoning Meeting; if needed
Monday, April 10, 2017*
Westlake Town Hall, Solana Bldg. 4 – Council Chamber/Courtroom
Granada Neighborhood Town Meeting
Wednesday, April 12, 2017; 6:30 -8:30 pm
Home of Mahmut & Dahlia Hassani Yassar
-Invitations emailed to residents; Please RSVP or contact Ginger Awtry for more info.
Westlake Municipal Offices & Westlake Academy closed in observance of Good Friday
Friday, April 14, 2017
Danish & Dialogue with WA Administrators
Thursday, April 20, 2017; 8:00 – 9:00 am
WA Campus – Sam & Margaret Lee Athletic Fieldhouse classroom
-This month’s topic: College Graduation Data: How Are Westlake Graduates Doing?
Masterworks Spring Concert (2 of 2) with Electric Circus
Thursday, April 20, 2017; 7-8:00 pm
Solana’s Plaza Courtyard – 1301 Solana Boulevard; next to Westlake restaurants
MYP Personal Project Exhibition
Friday, April 21, 2017; Times TBA
WA Campus – Gym
-Entire Westlake community invited to see the incredible projects our G10 students reveal at culmination of their MYP
(IB Middle Year Programme). Stop by, take a look and visit with these students – you will be impressed!
WA 14th Annual Bandana Bonanza; Hosted by the WA HOC (House of Commons, the parent-teacher organization)
Saturday, April 22, 2017; 3:00 pm – 6:00 pm
WA Campus – Entire Westlake community invited to bring the family out and enjoy this fun western themed event
with food, games/rides, crafts, and more!
Board of
Trustees
Item # 2 – Items of
Community Interest
Town Council Workshop/Meeting
Monday, April 24, 2017*
Westlake Town Hall, Solana Bldg. 4 – Council Chamber/Courtroom
Annual New Westlake Residents’ Dinner Reception
Tuesday, April 25, 2017; 6:30 – 8:30 pm
Home of Mayor Laura & Doug Wheat
-Invitations will be emailed to new residents; Contact Ginger Awtry to RSVP or for more info.
National Honor Society (& NJHS) Induction Ceremony
Thursday, April 27, 2017; Time TBA
WA Campus – Location TBD
Westlake’s 18th Annual Arbor Day Celebration
Saturday, April 29, 2017; 10:00 am – 12:00 pm
Westlake Academy Campus – Southwest Parking Lot; adjacent to the Sam & Margaret Lee Athletic Fieldhouse
COMING UP VERY SOON…
• PYP Grade 5 Exhibition – Thurs, May 18; 9 am – 2 pm; In Primary Commons (Main Entrance) & the
Bradley Library
• WA Fine Arts Showcase & UNICEF Day – Sat, May 20; WA Campus; Time TBA
• Secondary Awards, Senior Brick Laying, and Baccalaureate Service– Thurs, May 25; Events from 9 am
to 1 pm in WA Gym
• Senior Banquet – Thurs, June 1; 6 – 9 pm; Marriot Solana Hotel
• 2017 Westlake Academy Commencement Ceremony
Saturday, June 3, 2017; 2:00 pm
Hurst Conference Center, 1601 Campus Drive, Hurst 76054
*For meeting agendas and details on calendar events, please visit the Town’s website.
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 February 27, 2017, meeting.
b. Consider approval of the minutes from the March 6, 2017, meeting.
Board of
Trustees
Item # 4 – Consent
Agenda
BOT Minutes 02/27/17
Page 1 of 2
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
February 27, 2017
PRESENT: Trustees: President Wheat, Carol Langdon, Michael Barrett, Alesa Belvedere,
and Wayne Stoltenberg.
ABSENT: Rick Rennhack
OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent
Amanda DeGan, Board Secretary Kelly Edwards, Attorney Stan
Lowry, MYP Principal Dr. Andra Barton, PYP Principal Rod
Harding, DP Principal/Coordinator Stacy Stoyanoff, Student
Services Administrator Jennifer Furnish, Director of IT Jason
Power, Finance Director Debbie Piper, Public Works Jarrod
Greenwood, Principal/Coach Alan Burt, MYP Coordinator Terri
Watson, Fire Chief Richard Whitten, Asst. Fire Chief John Ard,
Director of Communications Ginger Awtry, Communications
Manager Jon Sasser, Director of Parks & Recreation Troy Meyer
and Keller Police Captain Simmons.
Work Session
1. CALL TO ORDER
President Wheat called the work session to order at 5:05 p.m.
2. DISCUSSION ITEMS
a. Presentation and discussion of the Westlake Academy Board of Trustees Parents
Survey by ETC.
Superintendent Brymer introduced the item.
BOT Minutes 02/27/17
Page 2 of 2
Mrs. DeGan and Dr. Bryson provided a presentation and overview of the survey.
Discussion ensued regarding the number of families participating in the survey and
number of surveys mailed, MYP results, college counseling, significant gains, new
survey technology, timing of the survey, academic progression, the
registration/enrollment process, and uniform vendor.
3. BOARD RECAP / STAFF DIRECTION
No additional direction.
4. ADJOURNMENT
President Wheat adjourned the work session at 5:48 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON APRIL 3, 2017.
ATTEST:
____________________________
Laura Wheat, President
_____________________________
Kelly Edwards, Board Secretary
BOT Minutes 03/06/16
Page 1 of 5
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
March 6, 2017
PRESENT: President Laura Wheat, Trustees: Carol Langdon, Rick Rennhack, and Wayne
Stoltenberg.
ABSENT: Michael Barrett and Alesa Belvedere
OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent
Amanda DeGan, Board Secretary Kelly Edwards, Attorney Janet
Bubert, MYP Principal Dr. Andra Barton, PYP Principal Rod
Harding, DP Principal/Coordinator Stacy Stoyanoff, Registrar
Ange Bumgarner, Director of Planning Ron Ruthven, Building
Official Pat Cooke, Finance Director Debbie Piper, Director of
Human Resources Todd Wood, Director of Communications
Ginger Awtry, Communications Manager Jon Sasser, and Director
of Parks & Recreation Troy Meyer.
Work Session
1. CALL TO ORDER
President Wheat called the work session to order at 5:08 p.m.
2. PLEDGE OF ALLEGIANCE
President Wheat led the Pledge of Allegiance to the United States and Texas flags.
BOT Minutes 03/06/16
Page 2 of 5
3. DISCUSSION ITEMS
a. Presentation and discussion regarding the qualifications of partner schools.
Dr. Bryson provided an overview of the item.
Discussion ensued regarding current partner schools San Miguel and La Paz,
Edmonton not being an IB school, strategic objectives, providing for Spanish
immersion, partnering with schools that have a different school year calendar,
partnering with a school in Uruguay, connections and relationships made at the
symposiums, varying relationships with schools, Shoulder to Shoulder, opportunities
for students to study abroad for a semester, and working with schools that have the
willingness to reciprocate.
Trustee Stoltenberg stated that he would like to see the academy enroll in the
Exchange Student visa program, enabling students to receive credit.
b. Discussion of Board Policy 1.01 Proof of Residency and Board Policy 1.02 Admissions.
Superintendent Brymer introduced the item and history of amendments.
Dr. Bryson, Mrs. DeGan, and Mrs. Bumgarner provided additional information on the
item.
Discussion ensued regarding the history and revisions of the policy, why the revisions
were necessary, enrollment targets, grade level capacity, families starting the
building process but not progressing, enrollment and re-enrollment requirements, no
lottery spaces for Grades 1-5, and adding information by subdivision to the census
report.
Attorney Bubert spoke regarding the concerns with impacts of implementing building
permit requirements, TEA provisions identifying residency, loosing funding for
students that do not qualify for residency, risks regarding the Charter, and the
rational used to determine the policy should be focused on the disruption it may
cause on the students education.
President Wheat allowed builder Paul Rostron and Todd Handwerk to speak
regarding the building timeframes and possible issues for families.
President Wheat recessed the meeting at 6:20 p.m.
President Wheat reconvened the meeting at 6:27 p.m.
President Wheat then moved to adjourn into executive session.
BOT Minutes 03/06/16
Page 3 of 5
4. REVIEW OF CONSENT AGENDA ITEMS LISTED ON THE REGULAR MEETING
AGENDA.
No additional discussion regarding items on the consent agenda.
5. EXECUTIVE SESSION
The Board convened into executive session at 6:42 p.m.
The Board will conduct a closed session under Texas Government Code Chapter 551 for
the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which
the duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with
this chapter regarding the following: Admissions and Residency policies for the
Academy.
6. RECONVENE MEETING
President Wheat reconvened the meeting at 7:19 p.m.
President Wheat then moved back to discussion item 3b of the work session.
The Board provided the following direction:
- revise the policy as provided by the Superintendent regarding the building
permit and construction of the foundation
- extensions would not be granted or anticipated to any longer than 90 days
- it will be homeowner’s responsibility to provide documentation
- conduct a meeting with builders and realtors regarding the revisions
- review the policy on an annual basis
7. BOARD RECAP / STAFF DIRECTION
Proceed with reviewing the requirements to enroll in the Exchange Student visa program.
Continue moving forward with school partnerships as outlined.
Prepare the revisions to the residency policy as discussed for adoption at the next
meeting.
8. ADJOURNMENT
President Wheat adjourned the work session at 7:26 p.m.
BOT Minutes 03/06/16
Page 4 of 5
Regular Session
1. CALL TO ORDER
President Wheat called the regular session to order at 7:26 p.m.
2. ITEMS OF COMMUNITY INTEREST
Superintendent Brymer provided an overview of the upcoming items.
3. CITIZEN COMMENTS
No one addressed the Board.
4. CONSENT AGENDA:
a. Consider approval of the minutes from the February 6, 2017, meeting.
b. Consider approval of Resolution 17-05, Amending the Endorsements in the
Graduation Policy.
MOTION: Trustee Stoltenberg made a motion to approve the consent
agenda. Trustee Langdon seconded the motion. The motion
carried by a vote of 3-0.
5. EXECUTIVE SESSION
The Board did not convene into executive session.
The Board will conduct a closed session under Texas Government Code Chapter 551 for
the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which
the duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with
this chapter regarding the following: Admissions and Residency policies for the
Academy.
6. RECONVENE MEETING
7. TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
BOT Minutes 03/06/16
Page 5 of 5
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 seconded the motion. The motion carried by a
vote of 3-0.
President Wheat adjourned the regular session at 7:31 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON APRIL 3, 2017.
ATTEST:
____________________________
Laura Wheat, President
_____________________________
Kelly Edwards, Board Secretary
Page 1 of 3
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Action Item
Westlake Board Meeting
Monday, April 03, 2017
TOPIC: Consideration for Adoption of a Resolution Amending Board Policy 1.01
Proof of Residency.
STAFF CONTACT: Tom Brymer, Town Manager/Superintendent of Westlake Academy
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: March 6, 2017 Completion Date: April 3, 2017
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Why this is on the agenda for Board discussion? Recently, staff has been contacted by a local
home builder who has advised us that some of his clients (prospective residents) are having
difficulty with the Academy’s Residency/Admissions Policy in its current form. This is due, at
least in large part (but perhaps not entirely), to the delay by the original Granada developer in
finalizing the Granada Phase 2 infrastructure. This had to be done before the Town Council could
approve the Phase 2 Final Plat (which has been done), the final plat recorded, and lots sold to
homebuilders (and ultimately their customers, the home buyers). In turn, some of the customers
who purchased lots in Granada Phase 2, solely driven by the desire for their child to attend
Page 2 of 3
Westlake Academy, cannot have their home completed by the start of the next school year (SY17-
18). This, in turn, prevents them from enrolling in the Academy under the current residency policy.
Additionally, there is a shortage of available rental housing in Westlake, and what is available is
not inexpensive in terms of monthly rental costs.
A summary of the most recent amendments to the current Residency policy as it
stands today is as follows:
• Policy 1.01 Proof of Residency. This policy was originally adopted in May of 2009 and
has been updated as our school and community has continued to grow. The most recent
amendment to this policy was approved by the Board on June 1, 2015. This amendment
to the policy removed the building permit enrollment category after August 1, 2015, and
clarified the leasing parameters for residents. Prior to that, we had allowed future residents
to enter the Academy under a conditional residency status so long as they obtained an
approved building permit and completed their home construction within a two (2) year time
limit. Also with this amendment, the policy clarified that any student, as of August 1, 2015
who enters the Academy via the grandparent residency status, will only be allowed
continued enrollment if the grandparent meet all the requirements for after school care and
remains a primary boundary resident of the Town of Westlake.
Current Status of Possible Changes to the Residency Policy. At its March 6, 2017 workshop,
the Board heard a Staff presentation on this topic as well as information related to the Academy’s
enrollment growth since 2010 and the inter-relationship of the Residency Policy to that growth.
Also, the Board received a synopsis of the residency requirements of area independent school
districts. The Board received recommendations related to draft language to revise the current
Residency Policy. This draft revision language for the Residency Policy would, if adopted,
reinstate under certain terms of conditions, the ability of someone building a home in Westlake to
have their child attend Westlake Academy while the home is being built even if they are not living
in Westlake during the home’s construction, but are living in WA’s approved secondary
boundaries.
At the March workshop, the Board directed Staff and our School Attorney to prepare a revision to
the Residency Policy that would accomplish this outcome for the Board’s consideration at its April
meeting. A copy of the proposed revisions is attached for the Board’s review and discussion and
is also on the Board’s regular meeting agenda for consideration for approval.
RECOMMENDATION
Staff recommends approval of the resolution amending BOT Policy 1.01 Proof of Residency
(attached). It should be noted that if these revisions are adopted, Staff will undertake necessary
communication steps with staff and the public to make sure that then newly revised policy is
available to the public, and to the extent possible, is accurately understood. These
communication outreach efforts would also be extended to the home builder and real estate
community as well.
Page 3 of 3
ATTACHMENTS
1. Resolution Amending Board Policy 1.01 Proof of Residency with amendments related to
student’s entry into Westlake Academy via a home building permit.
WA Resolution 17-06
Page 1 of 5
WESTLAKE ACADEMY
RESOLUTION 17-06
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
AMENDING THE RESIDENCY POLICY NO 1.01.
WHEREAS, Westlake Academy Board of Trustees (BOT) has formulated policies to
establish parameters by which admission of students into Westlake Academy is conducted to a
standard that comports with all State requirements for Westlake Academy, a public open
enrollment charter school authorized by the Texas Education Agency; and
WHEREAS, the current BOT Policy 1.01 Residency Policy was originally adopted in May
of 2009 and has been updated and revised by the BOT periodically since that time as our school
and community has continued to grow; and
WHEREAS, Westlake Academy Board of Trustees wishes to amend their Residency
Policy to allow, under certain terms and conditions, the use of an approved residential building
permit as a means for admittance of the homeowner’s children into Westlake Academy
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
attached amended Residency Policy 1.01 allowing, under certain terms and conditions specified
in said amended policy, the use of an approved residential building permit as a means for
admittance of the homeowner’s children into Westlake Academy
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.
WA Resolution 17-06
Page 2 of 5
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 3rd DAY OF APRIL 2017.
___________________________________
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
WA Resolution 17-06
Page 3 of 5
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 1.01:
Date Board Adopted: May 4, 2009
Date Board Amended: April 3, 2017
Effective Date: April 3, 2017 Contingent Upon TEA Approval
Policy Category: Admissions
Policy Name: Proof of Residency Policy
Policy Goal: Clear and concise communication for students and parents regarding the
criteria to establish residency status for individuals seeking admission to Westlake
Academy and development of a process/criteria for the consideration of documentation
from Westlake resident grandparents that they are providing substantial after school care
for their grandchild seeking admission to Westlake Academy.
Policy Description: If, during the enrollment period, Westlake Academy receives more
applications from eligible applicants than there are spaces available in a class, then
admission shall first be offered to eligible applicants residing within the Academy’s
primary geographical boundary, which is consistent with the geographic boundaries of
the Town of Westlake. The parent, legal guardian, or other person having lawful control
of an applicant seeking admission as a resident of the primary boundary must provide
proof of residency within the boundaries of the Town of Westlake.
Required Documentation to Establish Residency in the Primary Boundary
An applicant’s parent, legal guardian, or other person having lawful control shall provide
one or more of the following documents as proof of residence within the boundaries of
the Town of Westlake:
• Tax receipt from the current year indicating homestead property ownership;
• Current lease agreement (subject to additional requirements below);
• Current utility bill for the primary residential structure in the name of the applicant’s
parent, legal guardian, or other person having lawful control; or
• Valid, fully-executed real estate earnest money contract to purchase or build
residential structure (subject to additional requirements below).
In addition to one of the documents identified above, the parent, legal guardian, or other
person having lawful control must provide a photo identification card that includes the
WA Resolution 17-06
Page 4 of 5
person's photograph, name, and an address that matches the address included on the
document provided from the list above. Acceptable photo identification cards shall include
a current and valid state-issued driver's license, a Texas identification card, a military or
government-issued identification card, or a consular card. Westlake Academy will not
accept a credit card, debit card, or any club or retail membership card for proof of
residency, even if such card includes a photograph.
An applicant relying on a residential lease to establish residency must provide a copy of
a fully-executed lease with a lease-term that extends for the entire time period the
applicant intends to rely upon the lease to document residency. A residential lease shall
be considered acceptable documentation to establish residency only if the leased
premises is the primary residential structure on a property. Any family/person who
executes and submits a lease to document residency in the Primary Boundary without
occupying the leased property for as long as the applicant’s child attends the Academy,
shall subject their child(ren) to immediate removal from the school and such action may
be considered fraudulent activity, unless documentation of another Primary Boundary
residence is provided.
An applicant relying upon a contract to purchase an existing home to establish residency
must also provide additional documentation of a closing date and intent to inhabit the
residence, which must occur within the first 90 days of the date the student seeks to enroll.
An applicant relying upon a contract to build a new residence to establish residency must
also provide documentation of an approved building permit from the Town of Westlake
and written notice from the builder confirming the slab/foundation was poured prior to
submitting the application for enrollment. The applicant must also provide documentation
from the builder of the estimated completion date for the new residence, which must occur
within the school year the student seeks to enroll. In addition to these initial
documentation requirements, the applicant will be required to submit verification,
according to a schedule identified by the Town, of the completion of major construction
milestones for the home including, but not limited to, framing, dry wall, masonry, roofing,
plumbing, and electrical work. Responsibility for providing documentation of the
milestones identified by the Town shall be the homeowner’s sole responsibility. Failure
by the homeowner to submit any or all of the milestone verifications may result in the
Academy unilaterally un-enrolling the student. Extensions to the deadlines identified in
this policy or by the Town may be granted by the Superintendent if, in the
Superintendent’s sole discretion, extenuating circumstances justify a reasonable
extension. It is anticipated that an extension would not exceed ninety (90) calendar days.
For a single-family residence, only one structure shall be recognized per legal address.
Secondary structures such as garages, garage apartments, cabanas, pool houses, or
cottages that are co-located on the property where the primary residential structure is
located, but are not recognized with a separate legal address, are not eligible to establish
residency under this policy. Further, a lease shall be accompanied with a utility bill
showing that the utility service for the leased residential premises is in the name of the
person leasing the primary residential structure.
WA Resolution 17-06
Page 5 of 5
Nonresident Student in Grandparent’s After-School Care:
A student seeking admission to Westlake Academy, after August 1, 2015, as a resident
of the primary boundary due to a grandparent providing substantial after-school care for
the student shall provide the required proof of residency based on the grandparent's
Westlake residence and will be subject to the admission policy applicable to all Westlake
residents regarding their continued enrollment. The grandparent must annually provide a
notarized affidavit, on a form provided by Westlake Academy, confirming the extent of
after-school care to be provided by the grandparent.
The Superintendent shall have authority to approve such admission applications in
accordance with the following criteria: a minimum of ten (10) hours per week of
documented after-school care provided by the grandparent at the grandparent's Westlake
residence.
Required Documentation to Establish Residency in Secondary Boundary
If all eligible applicants from the primary boundary are admitted and the Academy
chooses to admit transfer students from the secondary boundary, the same types of
documentation identified above shall be used to establish residency within the Academy’s
secondary boundary.
Residency Review
A Westlake Academy representative may make periodic visits to a residence to verify that
the student is living at the address provided on the enrollment application or is entitled to
enrollment as a resident because of after-school care provided by a grandparent. A
person who presents false information or false records to obtain admission to Westlake
Academy commits a criminal offense and is subject to prosecution under Texas Penal
Code Section 37.10.
Proof of residency shall be waived when a student is homeless as defined by law.
Dates Amended:
08/03/09
12/06/10
08/13/12
06/03/13
11/17/14
06/01/15
EXECUTIVE SESSION
The Council will conduct a closed session under Texas Government Code Chapter 551 for
the following:
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter regarding the following: Residency Policy for the Academy.
Board of
Trustees
Item # 6 – Adjournment
Regular Session
Board of
Trustees
Item # 7 – Reconvene
Meeting
TAKE ANY NECESSARY ACTION FROM EXECUTIVE SESSION, IF NECESSARY
a. Section 551.071(2) – Consultation with School Attorney on a matter in which the
duty of the attorney to the governmental body under the Texas Disciplinary
Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter regarding the following: Residency Policy for the Academy.
Board of
Trustees
Item # 8 – 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 # 9 – Future Agenda
Items
Board of
Trustees
Item # 10 – Adjournment
Regular Session