HomeMy WebLinkAbout06-04-18 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.
Page 1 of 4
WESTLAKE ACADEMY
Vision Statement
Westlake Academy inspires college bound 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
June 4, 2018
1500 Solana Boulevard
Building 7, Suite 7100
1st FLOOR, COUNCIL CHAMBER
WESTLAKE, TX 76262
Workshop Session 5:00 p.m.
Regular Session 6:00 p.m.
Page 2 of 4
Work Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. REVIEW OF CONSENT AGENDA ITEMS LISTED ON THE REGULAR MEETING
AGENDA.
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. Report regarding Enrollment projections for School Year 2018-2019.
5. DISCUSSION ITEMS
a. Presentation and discussion regarding an annual update from the House of
Commons, (HOC).
b. Presentation and discussion regarding an annual update from the Westlake Academy
Athletic Club (WAAC).
c. Presentation and discussion regarding the status of Science curriculum in both the
primary and secondary programs.
d. Presentation and discussion regarding Grammar, Reading and Writing K-12.
6. BOARD RECAP / STAFF DIRECTION
7. 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.
Page 3 of 4
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 April 9, 2018, meeting.
b. Consider approval of the minutes from the May 7, 2018, meeting.
c. Consider approval of Resolution 18-03, Authorizing the Superintendent to
participate in the TIPS Purchasing Cooperative.
d. Consider approval of Resolution 18-04, Renewing participation with the
Education Service Center (ESC) Region 11 Benefits Cooperative for the 2018-2019
school year.
5. 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.
President Wheat - Discussion of the school zone possible safety improvements.
Page 4 of 4
6. 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, 1500 Solana Blvd.,
Building 7, Suite 7100, Westlake, TX 76262, on May 30, 2018, by 5:00 p.m. under the Open Meetings
Act, Chapter 551 of the Texas Government Code.
_____________________________________
Kelly Edwards, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise
the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made
to assist you.
Board of
Trustees
Item # 2 – Pledge of
Allegiance
Texas Pledge:
“Honor the Texas flag;
I pledge allegiance to
the, Texas, one state
under God, one and
indivisible.”
REVIEW OF CONSENT AGENDA ITEMS
a. Consider approval of the minutes from the April 9, 2018, meeting.
b. Consider approval of the minutes from the May 7, 2018, meeting.
c. Consider approval of Resolution 18-03, Authorizing the Superintendent to
participate in the TIPS Purchasing Cooperative.
d. Consider approval of Resolution 18-04, Renewing participation with the Education
Service Center (ESC) Region 11 Benefits Cooperative for the 2018-2019 school year.
Board of
Trustees
Item # 3 – 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 Trustee requests that report be removed and considered separately.
a. Report regarding Enrollment projections for School Year 2018-2019.
Board of
Trustees
Item #4 – Reports
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, June 04, 2018
TOPIC: Report on enrollment projections for SY 2018/2019.
STAFF CONTACT: Amanda DeGan, Assistant Town Manager
Ange Bumgarner, Registrar
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: June 4, 2018 Completion Date: June 4, 2018
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
As we improve our enrollment projections, staff monitors and tracks returning and potential
residents each year based on multiple input sources. The Westlake resident population continues
to grow and we welcome families who have relocated to the Town in order to qualify for resident
status and enroll their student. This report contains the projections for the coming school year of
new, returning and potential resident status admissions.
RECOMMENDATION
Staff recommends review of the report.
ATTACHMENTS
Potential Enrollment Chart
Grade
Level
Target
Numbers
Enrolled
Returning
Students
2017-2018
Residents
Returning
Resident
Entry via
Permits
Pending
Residents
Returning
+ Pending
Residents
(New)
Pending
Staff
(New)
Siblings
(New)
Lottery
Numbers
with
Pending
Residents
Predicted
Enrollment
Counts
% of
Resident
Enrollment
Confirmed
Not
returning
Kinder 54 0 0 0 19 19 5 10 20 54 54 35%
G1 54 53 21 2 1 24 0 0 0 1 54 44%
G2 58 54 21 1 4 26 0 0 0 3 57 46%
G3 59 58 23 2 1 26 1 0 0 2 58 45%2
G4 61 60 22 1 0 23 0 0 0 0 60 38%1
G5 63 57 28 3 3 34 0 5 0 8 63 54%3
Primary 349 282 115 9 28 152 6 15 20 68 346 44%
G6 75 66 19 0 3 22 0 9 0 11 75 29%2
G7 76 73 27 3 3 33 0 0 2 5 76 43%3
G8 76 76 20 3 3 26 0 0 0 3 79 33%
G9 76 76 24 1 1 26 0 0 0 1 76 34%2
G10 84 74 15 1 3 19 0 3 6 10 84 23%
G11 84 75 12 0 3 15 1 1 7 12 85 18%2
G12 66 66 21 0 0 21 0 0 0 0 66 32%
Secondary 537 506 138 8 16 162 1 13 15 42 541 30%
Total 886 788 253 17 44 314 7 28 35 110 887 35%11
Founders 3 Founders
Staff 57 Staff
374 42%
ENROLLMENT PREDICTIONS FOR 2018/2019
44%
30%
Of enrollment w/staff childrenNon-lottery totals
DISCUSSION ITEMS
a. Presentation and discussion regarding an annual update from the House of
Commons, (HOC).
b. Presentation and discussion regarding an annual update from the Westlake
Academy Athletic Club (WAAC).
c. Presentation and discussion regarding the status of Science curriculum in both
the primary and secondary programs.
d. Presentation and discussion regarding Grammar, Reading and Writing K-12.
Board of
Trustees
Item # 5 – Discussion
Items
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, June 04, 2018
TOPIC: Presentation and discussion regarding an annual update from the House of
Commons (HOC).
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.
Citizen, Student &
Stakeholder PYP / MYP / DP Increase Financial
Capacity & Reserves
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 - Contributions/Grants
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The purpose of the Westlake Academy House of Commons is building, serving and supporting
the Westlake Academy Community and the fostering of a first class education for all Westlake
Academy students.
Each year Westlake affiliate organizations are required to present a status report to the Board of
Trustees. As such, the Westlake Academy House of Commons will provide information on the
progress that they have made toward their mission for the 2017-2018 school year. A synopsis of
activities will be provided, highlights of support initiatives will be reviewed and a preview of
future initiatives will be disclosed. Within this framework, a financial review will be included.
RECOMMENDATION
Seeking guidance on the partnership between the HOC and Westlake Academy.
ATTACHMENTS
None
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, June 04, 2018
TOPIC: Presentation and discussion regarding an annual update from the Westlake
Academy Athletic Club (WAAC).
STAFF CONTACT: Dr. Mechelle Bryson & Mr. Alan Burt
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.
Citizen, Student &
Stakeholder PYP / MYP / DP Increase Financial
Capacity & Reserves
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 - Contributions/Grants
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The Westlake Academy Athletic Club (WAAC) serves and supports the Athletic Director in
building student athletic participation within the Westlake Academy community. The WAAC
fulfills this mission in many ways, including organizing fund-raising events, hosting and funding
the athletic banquet, filling volunteer needs, selling spirit wear and making financial
contributions directly to or for the benefit of Westlake Academy athletics.
Each year Westlake affiliate organizations are required to present a status report to the Board of
Trustees. As such, the WAAC will provide information on the progress that they have made
toward their mission for the 2017-2018 school year. A synopsis of activities will be provided
along with highlights of support initiatives and a preview of future booster initiatives. Within
this framework, a financial review will be included.
RECOMMENDATION
Seeking guidance on the partnership between the WAAC and Westlake Academy.
ATTACHMENTS
None
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, June 04, 2018
TOPIC: Presentation and discussion on the status of Science curriculum in both the
primary and secondary programs.
STAFF CONTACT: Stacy Stoyanoff, DP Principal / Rod Harding, PYP Principal
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Academic Excellence Academic
Operations PYP / MYP / DP
Increase the Future
Readiness of All
Students
Strategic Initiative
Time Line - Start Date: August 1, 2018 Completion Date: Ongoing
Funding Amount: N/A Status - Not Funded Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
This discussion will focus on the status of Science curriculum sequences and programming
throughout the continuum of IB programs. It will also explore the current Science Technology
Engineering Art and Mathematics (STEAM) initiatives being implemented in the primary and
secondary programs.
RECOMMENDATION
N/A
ATTACHMENTS
N/A
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, June 04, 2018
TOPIC: Presentation and discussion of Grammar, Reading and Writing K-12.
STAFF CONTACT: Rod Harding (PYP Principal) and Stacy Stoyanoff (Secondary Principal)
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: Westlake
Academy is an IB World
School whose mission is to
provide students with an
internationally minded
education of the highest
quality, so they are well-
balanced life-long
learners.
Academic
Operations PYP / MYP / DP Optimize Student
Potential
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: Ongoing Completion Date: Ongoing
Funding Amount: $0 Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The topic of Grammar was requested by the board of trustees to provide clarification of when
and how it was taught within the K-12 scope of the curriculum.
The PYP and secondary leadership will discuss the delivery of grammar and its connection to
reading and writing. The presentations will look at current approaches and future developments
in the English Language Arts curriculum in the coming 2018-2019 school year.
RECOMMENDATION
Staff welcomes comments and recommendations from Board of Trustees.
ATTACHMENTS
Powerpoint presentation.
BOARD RECAP / STAFF DIRECTION
Board of
Trustees
Item #6 – Board Recap /
Staff Direction
Board of
Trustees
Item # 7 – 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.
Town Council Annual Planning Retreat
Thursday, May 31, 2018; Begins at 8:30 am
Hilton Garden Inn-Alliance Airport, 2600 Westport Parkway, Ft. Worth, 76177
2018 WA Senior Banquet
Thursday, May 31, 2018; 6:30 pm – 9:00 pm
The Bowden, 1775 Keller Parkway, Keller, 76248
-RSVP was requested; Contact Ginger Awtry for assistance
WA Annual End of School Year Picnic; Sponsored by the Board of Trustees & Town of Westlake
Friday, June 1, 2018; Estimated time: 11:00 am to noon
WA Campus – Dining Hall (and adjacent vicinity)
2018 Westlake Academy Commencement Ceremony
Saturday, June 2, 2018; 2:00 – 4:00 pm
Hurst Conference Center; 1601 Campus Drive, Hurst, 76054
-Questions? Contact Ginger Awtry
Coffee & Conversation with the Mayor Pro Tem
Monday, June 4, 2018; 8:00 – 9:30 am
Marriott Solana Hotel – Great Room
Board of Trustees Workshop/Meeting
Monday, June 4, 2018*; 5:00/6:00 pm
Westlake Council Chambers, Solana Terrace, Bldg. 7-Suite 7100, First Floor
Westlake Historical Preservation Society (WHPS) Board Meeting
Tuesday, June 5, 2018; 6:30 pm*
This month’s meeting: Home of Stephen & Paula Thornton, 13109 Thornton Drive
Public Art Competition Advisory Committee Meeting
Monday, June 18, 2018*; 11:00 am – 1:00 pm
Westlake Council Chambers, Solana Terrace, Bldg. 7-Suite 7100, First Floor
Town Council Workshop/Meeting
Monday, June 18, 2018*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7200, Council Chambers
Please note: No Coffee & Conversation, Board of Trustees, Planning & Zoning, WHPS or Town
Council meetings in July
*For meeting agendas and details on WA calendar events or Municipal calendar events, please visit the Westlake
Academy website or the Town of Westlake website for further assistance.
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 April 9, 2018, meeting.
b. Consider approval of the minutes from the May 7, 2018, meeting.
c. Consider approval of Resolution 18-03, Authorizing the Superintendent to
participate in the TIPS Purchasing Cooperative.
d. Consider approval of Resolution 18-04, Renewing participation with the
Education Service Center (ESC) Region 11 Benefits Cooperative for the
2018-2019 school year.
Board of
Trustees
Item # 4 – Consent
Agenda
BOT Minutes 04/09/18
Page 1 of 3
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
April 9, 2018
PRESENT: President Laura Wheat, Trustees: Alesa Belvedere, Carol Langdon, and Wayne
Stoltenberg.
ABSENT: Michael Barrett and Rick Rennhack
OTHERS PRESENT: Assistant to the Superintendent Amanda DeGan, Board Secretary
Kelly Edwards, Executive Director Dr. Mechelle Bryson, PYP
Principal Rod Harding, PYP Assistant Principal Beckie Paquin,
Secondary Principal Stacy Stoyanoff, Director of Finance Debbie
Piper, Finance Clerk Marlene Rutledge, and Communications
Manager Jon Sasser.
Work Session
1. CALL TO ORDER
President Wheat called the work session to order at 5:19 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 04/09/18
Page 2 of 3
4. REPORTS
a. Report of the Quarterly Financial “Dashboard” information for the quarter ended
February 28, 2018.
Discussion ensued regarding the number of operating days.
5. DISCUSSION ITEMS
a. Presentation and discussion on the IB philosophy of second language acquisition and
the sequence of Language B courses in both the primary and secondary programs.
Dr. Bryson, Mr. Stoyanoff, and Mr. Harding provided a presentation and overview of
the item.
Discussion ensued regarding APPL testing in Grades 5 and 6, Language teachers,
time spent in the target language, Ab Initio Spanish, pathways, Spanish immersion
options, and Grade 6 and 9 grammar instruction.
b. Presentation and Discussion on the Policy Analysis and Recommendations Related to
Upper PYP Math Instruction revisited.
Dr. Bryson provided an overview of the item.
Discussion ensued regarding additional staff, impact to other grades, creating
academic pages on the website, and adding information to the FAQ regarding
tracking.
6. BOARD RECAP / STAFF DIRECTION
Website and Simply Westlake article regarding Upper PYP Math instruction.
7. ADJOURNMENT
President Wheat adjourned the work session at 6:10 p.m.
Regular Session
1. CALL TO ORDER
President Wheat called the regular session to order at 6:10 p.m.
BOT Minutes 04/09/18
Page 3 of 3
2. ITEMS OF COMMUNITY INTEREST
Mr. Sasser provided an overview of the upcoming events.
3. CITIZEN COMMENTS
No one addressed the Board.
4. CONSENT AGENDA
a. Consider approval of the minutes from the February 5, 2018, meeting.
MOTION: Trustee Langdon made a motion to approve the consent agenda.
Trustee Belvedere seconded the motion. The motion carried by
a vote of 3-0.
5. FUTURE AGENDA ITEMS
No future agenda items.
6. ADJOURNMENT
There being no further business before the Board, President Wheat asked for a motion to
adjourn the meeting.
MOTION: Trustee Stoltenberg 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 6:17 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON JUNE 4, 2018.
ATTEST:
____________________________
Laura Wheat, President
_____________________________
Kelly Edwards, Board Secretary
BOT Minutes 05/07/18
Page 1 of 3
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
May 7, 2018
PRESENT: President Laura Wheat, Trustees: Michael Barrett, Rick Rennhack, and Wayne
Stoltenberg. Carol Langdon arrived at 6:02 p.m.
ABSENT: Alesa Belvedere
OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent
Amanda DeGan, Board Secretary Kelly Edwards, Dr. Mechelle
Bryson, PYP Principal Rod Harding, PYP Assistant Principal Beckie
Paquin, Secondary Principal Stacy Stoyanoff, Secondary Asst.
Principal Jennifer Furnish, College Counselor Carl Tippen,
Director of Finance Debbie Piper, Finance Clerk Marlene
Rutledge, Director of Facilities & Parks Troy Meyer, Director of
Communications Ginger Awtry, Communications Manager Jon
Sasser, Foundation Executive Director Shelly Myers, Public Works
Director Jarrod Greenwood, and Management Inter Kirk
McDaniel.
Work Session
1. CALL TO ORDER
President Wheat called the work session to order at 5:06 p.m.
2. PLEDGE OF ALLEGIANCE
President Wheat led the Pledge of Allegiance to the United States and Texas flags.
BOT Minutes 05/07/18
Page 2 of 3
3. RECOGNITION OF THE 2018 TOP 10% AND THE VALEDICTORIAN AND
SALUTATORIAN.
Mr. Tippen acknowledged the follow students:
• John Luke Miller (Valedictorian) - Stanford University
• Riley Timmerman (Salutatorian) - Southern Methodist University
• Anna Connolly - Texas A&M University
• Abigail Harrell - University of Virginia
• Anand Singh - California Northstate University - BS/MD Program
• Cassidy Stoltenberg - Davidson College
4. DISCUSSION ITEMS
a. Presentation and discussion regarding Process for Capital Improvement Planning for
Westlake Academy.
Superintendent Brymer, Dr. Bryson, and Directors Meyer, DeGan and Greenwood
provided a presentation and overview of facility planning.
Discussion ensued regarding science labs, science classrooms, funding roles,
reviewing tipping points, new residences, corporate partnerships, using an outside
consultant to review the plan, an internal assessment from staff, community
involvement, reviewing the needs in conjunction with the Town’s capital needs, long
term use of the portables, timing verses capacity, enriching the educational
experience for students, percentage of Westlake residents (students) per
programme, long term needs and how to those align with the long term facilities
plan, and the Town’s funding mechanism.
5. BOARD RECAP / STAFF DIRECTION
Additional revisions to the proposed definition of immediate need.
BOT Minutes 05/07/18
Page 3 of 3
6. ADJOURNMENT
President Wheat adjourned the work session at 7:05 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON JUNE 4, 2018.
ATTEST:
____________________________
Laura Wheat, President
_____________________________
Kelly Edwards, Board Secretary
Page 1 of 2
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Consent
Westlake Board Meeting
Monday, June 04, 2018
TOPIC: Consider a Resolution authorizing Westlake Academy to renew
participation in The Interlocal Purchasing System (TIPS) Program offered
by the ESC Region 8.
STAFF CONTACT: Jason Power, Director of Information Technology
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.
Fiscal Stewardship PYP / MYP / DP Improve Financial
Stewardship
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: June 4, 2018 Completion Date: N/A
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Westlake Academy expanded and enhanced its employee benefit package in 2013 by joining The
Interlocal Purchasing System (TIPS), a free cooperative offered by ESC Region 8. This renewal
is for the current year and will be automatically renewed until notice of termination is given.
Membership in the purchasing cooperative offers the following benefits:
· Access to competitively procured contracts with quality vendors
· Savings of time and financial resources necessary to fulfill bid requirements
· Assistance with purchasing process by qualified TIPS staff
· Access to pricing based on a “national” high-profile contract
Page 2 of 2
RECOMMENDATION
Staff recommends the Board of Trustees adopt the Resolution and Agreement authorizing
Westlake Academy to participate in The Interlocal Purchasing System (TIPS) Program offered
by the ESC Region 8.
ATTACHMENTS
ESC Region 8 TIPS Resolution and Agreement
Resolution WA 18-03
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION 18-03
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
AUTHORIZING THE APPROVAL OF AN INTERLOCAL AGREEMENT WITH THE
REGION VIII EDUCATION SERVICE CENTER TO PROVIDE COOPERATIVE
PURCHASING SERVICES THROUGH A PROGRAM KNOWN AS THE INTERLOCAL
PURCHASING SYSTEM (TIPS) PROGRAM.
WHEREAS, Westlake Academy, an open-enrollment charter school operated by the
Town of Westlake, Texas, (“Participant”) pursuant to the authority granted under Chapter 791
Government Code, as amended, desires to participate in the TIPS Purchasing Cooperative offered
by Region VIII Education Service Center, and in the Opinion that participating in this program will
be 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 that Board of Trustees of Participant
requests a stated need for participation in The Interlocal Purchasing System (TIPS) offered by the
Region VIII Education Service Center.
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 Westlake Academy hereby approves this
resolution and agreement for Westlake Academy to participate in the Region VIII Education
Service Center TIPS Purchasing Cooperative.
SECTION 3: If any portion of this resolution and agreement 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.
SECTION 4: That this resolution shall become effective from and after its date of passage.
BE IT FURTHER RESOLVED that the Board of Trustees of Participant authorizes its
Superintendent to execute any and all documents and take whatever action necessary to carry out
the desires of the Board of Trustees as stated herein.
Resolution WA 18-03
Page 2 of 2
I certify that the foregoing is a true and correct copy of the resolution and agreement adopted by
the Board of Trustees of Westlake Academy and that the same is reflected in the minutes of the
Board meeting held on June 4, 2018.
PASSED AND APPROVED ON THIS THE 4th DAY OF June, 2018.
___________________________________
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
Region 8 ESC TIPS Interlocal Agreement for Texas Members Revised 2-27-2017 - RP
Page 1 of 3
AN INTERLOCAL AGREEMENT
Between Region 8 Education Service Center and a
TEXAS PUBLIC ENTITY OR LOCAL GOVERNMENT
(School, College, University, State, City, County, or Other Political Subdivision)
_________-__________
TEXAS PUBLIC ENTITY NAME Control Number (TIPS will Assign)
Schools enter County-District Number
Region 8 Education Service Center 225 - 950
Pittsburg, Texas County-District Number
Texas Education Code §8.002 permits regional education service centers, at the direction of the
Commissioner of Education, to provide services to assist school districts, colleges and universities in
improving student performance and increasing the efficiency and effectiveness of school, college and
university operations. Authority for an Interlocal agreement to provide such services is granted under
Texas Government Code § 791 et seq as amended. Cooperative Purchasing Services under this agreement
are extended to all Texas State, City or County Government Agencies, or any other legally eligible Local
Government Entity as defined in the Texas Government Code § 791.003.
This Interlocal Agreement (hereinafter the “Agreement”) is effective and
shall be automatically renewed unless either party gives sixty (60) days prior written notice of non-
renewal. This Agreement may be terminated without cause by either party upon (60) days prior
written notice, or may also be determined for cause at any time upon written notice stating the
reason for and effective date of such terminations and after giving the affected party a thirty (30) day
period to cure any breach.
Statement of Services to be Performed:
Region 8 Education Service Center, by this Agreement, agrees to provide cooperative purchasing services
to the above-named public entity through a Program known as The Interlocal Purchasing System (TIPS)
Program.
The purpose of the TIPS Program shall be to improve procurement process efficiencies and assist in
achieving best value for participating School District, University, College, Community College, City,
County or Other Public Agencies through cooperative purchasing.
Roles of the TIPS Purchasing Cooperative:
Provide for the organizational structure of the program.
Provide staff for efficient operation of the program.
Promote marketing of the TIPS Program.
Coordinate the Competitively Bid Process for all Vendor Awarded Contracts.
Provide members with procedures for placing orders through TIPS PO System.
Maintain filing system for Due Diligence Documentation.
Collect fees from vendors to support the costs of operations of TIPS.
Role of the Public Entity:
Commit to participate in the program by an authorized signature on membership forms.
Designate a Primary Contact and Secondary Contact for entity.
Res 18-04
Region 8 ESC TIPS Interlocal Agreement for Texas Members Revised 2-27-2017 - RP
Page 2 of 3
Commit to purchase products and services from TIPS Vendors when in the best interest of the
entity.
Submit Purchase Orders and/or Vendor Contracts through the TIPS PO System by emailing the
pdf document to tipspo@tips-usa.com.
Accept shipments of products ordered from Awarded Vendors.
Process Payments to Awarded Vendors in a timely manner.
General Provisions:
The Parties agree to comply fully with all applicable federal, state, and local statutes, ordinances, rules,
and regulations in connection with the programs contemplated under this Agreement. This Agreement
is subject to all applicable present and future valid laws governing such programs.
This Agreement shall be governed by the law of the State of Texas and venue shall be in the county in
which the administrative offices of RESC 8 are located which is Camp County, Texas.
This Agreement contains the entire agreement of the Parties hereto with respect to the matters
covered by its terms, and it may not be modified in any manner without the express written consent of the
Parties.
If any term(s) or provision(s) of this Agreement are held by a court of competent jurisdiction to be
invalid, void, or unenforceable, the remainder of the provisions of this Agreement shall remain in full
force and effect.
The Parties to this Agreement expressly acknowledge and agree that all monies paid pursuant to this
Agreement shall be paid from legally appropriated and budgeted available funds for the current fiscal year
of each such entity.
No jointly owned property shall be created by this agreement and, therefore, no provision to dispose of
jointly held property is required.
Before any party may resort to litigation, any claims, disputes or other matters in question between the
Parties to this Agreement shall be submitted to nonbinding mediation. The site of the mediation shall be
in Camp County, Texas or a site mutually agreed by the parties. The selection of the mediator shall be
mutually agreed. The cost of mediation shall be shared equally. No Party to this Agreement waives or
relinquishes any immunity or defense on behalf of themselves, their directors, officers, employees, and
agents as a result of its execution of this Agreement and performance of the functions and obligations
described herein.
No Party to this Agreement waives or relinquishes any immunity or defense on behalf of themselves,
their directors, officers, employees, and agents as a result of its execution of this Agreement and
performance of the functions and obligations described herein.
This Agreement may be negotiated and transmitted between the Parties by electronic means and the terms
and conditions agreed to are binding upon the Parties.
Authorization:
Region 8 Education Service Center and The Interlocal Purchasing System (TIPS) Program have entered
Res 18-04
Region 8 ESC TIPS Interlocal Agreement for Texas Members Revised 2-27-2017 - RP
Page 3 of 3
into an Agreement to provide cooperative purchasing opportunities to public agencies.
This Agreement was approved by the governing boards of the respective parties at meetings that were
posted and held in accordance with the Texas Open Meetings Act, Texas Government Code Chapter 551.
(If required by the entity.)
The individuals signing below are authorized to do so by the respective parties to this Agreement.
Member Entity: Purchasing Cooperative Lead Agency:
Entity or District Name
By:
Authorized Signature
Region 8 Education Service Center
By:
Authorized Signature
Dr. David Fitts
Title: Executive Director Region 8 ESC
Print Name: ____________________________
Title:
Date Date
Public Entity Contact Information
Primary Purchasing Person Name
Street Address
City, State Zip
Telephone Number
Fax Number
Primary Person Email Address
Secondary Person Name
Secondary Person Email Address
The state of Texas requires an Interlocal Agreement be approved by the respective entities governing
board. You may email completed Interlocal Agreement to tips@tips-usa.com.
Res 18-04
Page 1 of 2
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Consent
Westlake Board Meeting
Monday, June 04, 2018
TOPIC: Consider a Resolution authorizing Westlake Academy to renew
participation with the ESC Region 11 Benefits Cooperative for the 2018-
2019 school year.
STAFF CONTACT: Todd Wood, Director 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: September 1, 2018 Completion Date: August 31, 2019
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Westlake Academy expanded and enhanced its employee benefit package by joining the ESC
Region 11 Benefits Cooperative in August 2008. The Cooperative, currently serving 46 school
districts and charter schools consisting of thousands of members, offers Westlake Academy a more
comprehensive and competitive benefits package at a lower cost. By leveraging the numbers of
its members, this program is capable of leveraging products and services in a more cost-efficient
manner than the Academy can obtain on its own. It is necessary to renew the Academy’s
participation by Interlocal Agreement on an annual basis. This renewal is for the 2018-2019 school
year.
Page 2 of 2
RECOMMENDATION
Staff recommends the Board of Trustees adopt ESC Region 11 Benefits Cooperative Interlocal
Resolution and Agreement, renewing Westlake Academy’s participation for the 2018-2019
school year.
ATTACHMENTS
ESC Region 11 Benefits Cooperative Interlocal Resolution and Agreement
Resolution WA 18-04
Page 1 of 3
WESTLAKE ACADEMY
RESOLUTION 18-04
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
AUTHORIZING THE APPROVAL OF AN INTERLOCAL AGREEMENT WITH THE
EDUCATION SERVICE CENTER REGION 11 BENEFITS COOPERATIVE.
WHEREAS, Westlake Academy, an open-enrollment charter school operated by the
Town of Westlake, Texas, (“Participant”) pursuant to the authority granted under Chapter 791
Government Code, as amended, desires to join together with other school districts, charter schools,
or governmental entities to participate in employee benefits offered by the Education Service
Center Region 11 Employee Benefits Cooperative (the “ESC Region 11 BC”), holding the opinion
that participation in these programs will be beneficial to the school district, charter school, or
governmental entities and its employees; and,
WHEREAS, the ESC Region 11 BC is managed by a committee called the Board of Record
that consists of the superintendents or chief executive officers or their designees from each of the
Participants in the Coop; 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 that Board of Trustees of Westlake
Academy requests the ESC Region 11 BC to include Westlake Academy as a participant.
Participant acknowledges and agrees to the following:
1. The purposes of the ESC Region 11 BC are governmental functions or services that each
party to this agreement is authorized to perform individually;
2. Any obligation to pay any fees will come from current revenues available to the
Participant;
3. Such fees fairly compensate the parties performing the functions and services under the
agreement;
4. This agreement incorporates the Operational Procedures developed by the Board of
Record as it currently exists or may be hereafter amended by action of the Board of
Record;
5. Participant delegates to the Board of Record authority to modify the Operational
Procedures as the Board of Record deems in the best interests of the ESC Region 11 BC;
6. Participant delegates to the Board of Record all purchasing functions related to the
purposes of this interlocal agreement to the maximum extent permitted by law;
7. Participant shall comply with the Operational Procedures as established, modified, and/or
approved by the Board of Record;
Resolution WA 18-04
Page 2 of 3
8. The ESC Region 11 BC shall comply with the purchasing requirements for the purchase
of personal property and services as required by Chapter 44 of the Education Code and
Chapter 791 of the Local Government Code;
9. The term of this agreement shall be one year, from September 1, 2018, to August 31,
2019, and
10. Participant or the ESC Region 11 BC may terminate Participant’s participation in the ESC
Region 11 BC for any reason by giving written notice to the ESC Region 11 BC Board of
Record sixty (60) calendar days before the anniversary date of this agreement.
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 this
resolution and agreement for Westlake Academy to participate in the ESC Region 11 BC for the
2018-2019 school year.
SECTION 3: If any portion of this resolution and agreement 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.
SECTION 4: That this resolution shall become effective from and after its date of passage.
BE IT FURTHER RESOLVED that the Board of Trustees of Westlake Academy authorizes its
Superintendent to execute any and all documents and take whatever action necessary to carry out
the desires of the Board of Trustees as stated herein.
Resolution WA 18-04
Page 3 of 3
I certify that the foregoing is a true and correct copy of the resolution and agreement adopted by
the Board of Trustees of Westlake Academy and that the same is reflected in the minutes of the
Board meeting held on June 4, 2018.
In witness thereof, we hereunto affix our signatures this 4th day of June, 2018.
BY: __________________________________ Laura Wheat
Signature of School Board or Charter Typed Name of School Board or Charter
School Board President School Board President
__________________________________ Kelly Edwards
Signature of School Board or Charter Typed Name of School Board or Charter
School Board Secretary School Board Secretary
__________________________________ Thomas Brymer
Signature of School Board or Charter Typed Name of School Board or Charter
School Superintendent School Board Superintendent
Name of Agency: Westlake Academy
Address: 2600 JT Ottinger Road
Westlake, TX 76262
Name of Contact Person: Todd Wood
Phone Number: (817) 490-5711
__________________________________ Wes Eversole
Signature of ESC Region 11 BC Board Typed Name of ESC Region 11 BC Board
President President
__________________________________ DeAnne Page
Signature of ESC Region 11 BC Board Typed Name of ESC Region 11 BC Board
Secretary Secretary
__________________________________ Dr. Clyde W. Steelman, Jr. Ed.D
Signature of ESC Region 11 BC Executive Typed Name of ESC Region 11 BC
Director Executive Director
__________________________________
Date Approved by ESC Region 11 BC
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.
President Wheat - Discussion of the school zone possible safety improvements.
Board of
Trustees
Item # 5 – Future Agenda
Items
Board of
Trustees
Item # 6 – Adjournment
Regular Session