HomeMy WebLinkAbout05-06-19 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 3
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
May 6, 2019
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 3
Work Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. RECOGNIZE THE FOLLOWING GROUPS OF STUDENTS:
• VALEDICTORIAN AND SALUTATORIAN
• TOP 10% STUDENTS
• CONGRESSIONAL ART RECIPIENTS
• SPORTS TEAMS
4. REVIEW OF CONSENT AGENDA ITEMS LISTED ON THE REGULAR MEETING
AGENDA.
5. DISCUSSION ITEMS
a. Presentation and discussion regarding the IB Continuum Evaluation and stakeholder
involvement in the process, March 4-6, 2020.
b. Presentation and discussion regarding of the Planning Process, Schedule, and Guiding
Principles for an Updated/New Westlake Academy Facility Master Plan.
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.
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.
Page 3 of 3
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 meeting on April 1, 2019.
b. Consider approval of Resolution 19-04, Adopting an Interrogations and
Searches Policy.
c. Consider approval of Resolution 19-05, Repealing the Graduation Policy 6.04
due to it no longer being applicable to students.
d. Consider approval of Resolution 19-06, Amending and renaming the board
Graduation Policy 6.04A.
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.
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 1, 2019, 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. RECOGNIZE THE FOLLOWING GROUPS OF STUDENTS:
• VALEDICTORIAN AND SALUTATORIAN
• TOP 10% STUDENTS
• CONGRESSIONAL ART RECIPIENTS
• SPORTS TEAMS
Board of
Trustees
Item # 3 – No Supporting
Documentation
REVIEW OF CONSENT AGENDA ITEMS
a. Consider approval of the minutes from the meeting on April 1, 2019.
b. Consider approval of Resolution 19-04, Adopting an Interrogations and Searches
Policy.
c. Consider approval of Resolution 19-05, Repealing the Graduation Policy 6.04 due
to it no longer being applicable to students.
d. Consider approval of Resolution 19-06, Amending and renaming the board
Graduation Policy 6.04A.
Board of
Trustees
Item # 4 – Review of
Consent Agenda Items
DISCUSSION ITEMS
a. Presentation and discussion regarding the IB Continuum Evaluation and stakeholder
involvement in the process, March 4-6, 2020.
b. Presentation and discussion regarding of the Planning Process, Schedule, and
Guiding Principles for an Updated/New Westlake Academy Facility Master Plan.
Board of
Trustees
Item # 5 – Discussion
Items
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Consent
Westlake Board Meeting
Monday, May 06, 2019
TOPIC: Presentation and discussion of the IB Continuum Evaluation and WA
stakeholder involvement in the process, March 4-6, 2020.
STAFF CONTACT: Rod Harding, Primary Years Principal, Ms. Alison Schneider, PYP
Coordinator, Mrs. Terri Watson, MYP Coordinator, and Dr. James Owen,
DP Coordinator
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Vision: Westlake Academy
inspires college bound
students to achieve their
highest individual
potential in a nuturing
environment that fosters
the traits found in the IB
Learner Profile.
Academic
Operations PYP / MYP / DP
Increase the
Capacity of Teachers
& Staff
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: March 4, 2020 Completion Date: March 6, 2020
Funding Amount: $12078 Status - Funded Source - General Fund
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The IB continuum evaluation team will be an all programme visit. Staff has requested this type of
evaluation. Prior to this, Westlake Academy has had evaluations during different years for the
three programs.
The discussion and presentation of Westlake Academy’s IB continuum evaluation from March 4
through 6, 2020 will provide the Board of Trustees the timeline prior to the visit, stakeholder
involvement in the process of the staff self-study and the clarification of the IB standards and
practices.
The evaluation is a primary means of ensuring that IB schools are meeting or surpassing the
standards and practices to ensure quality and fidelity of implementation, as well as serving as a
catalyst for school improvement. After the evaluation visit, the evaluation team will provide a clear
plan for next steps and future focus areas for improved teaching and learning, as well as serve as
a vehicle to reinforce the support and commitment for the programme from all stakeholders in the
community.
RECOMMENDATION
Review and discussion of the material.
ATTACHMENTS
Powerpoint presentation from the IB curriculum coordinators.
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, May 06, 2019
TOPIC: Discussion of the Planning Process, Schedule, and Guiding Principles for
an Updated/New Westlake Academy Facility Master Plan.
STAFF CONTACT: Amanda DeGan, Town Manager/Superintendent, Westlake Academy
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Respect for Self and
Others
Citizen, Student &
Stakeholder PYP / MYP / DP
Improve the
Efficiences of
Operational Systems
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: December 3, 2018 Estimated Completion Date: December 9, 2019
Funding Amount: $85,000 (up to) Status - Funded Source - Capital Projects Fund
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
A detailed chronology of the Town Council and Board of Trustee meetings where this topic has
been discussed over the last several months is contained in the related memorandum (listed in the
packet) from the Town Manager/Superintendent.
During the January 7, 2019, workshop, Staff discussed enrollment projections as it related to
Primary and Secondary boundary admissions numbers. We also presented an ideal enrollment
number that Staff believes would maximize the educational offerings and provide for robust
student dynamics in the future. During the next workshop, Stantec will present the progress made
to date and any master plan recommendations they have formulated.
RECOMMENDATION
Review the proposed information from Stantec.
ATTACHMENTS
Memo dated May 1, 2018, from Town Manager/Superintendent outlining a proposed process for
moving forward on capital planning for Westlake Academy facilities.
Memo dated April 30, 2019, from the Town Manager/Superintendent outlining Council/BOT
discussions since late 2017/early 2018 on this iteration of facility master planning for Westlake
Academy.
Proposed process and schedule for preparing an updated/new campus facility master plan for
Westlake Academy.
Page 1 of 4
MEMORANDUM
Date: May 1, 2018
TO: Honorable Mayor and Town Council/Board of Trustees
FROM: Tom Brymer, Town Manager/Superintendent
SUBJECT: Capital Improvement/Facility Planning for Westlake Academy
Background and Purpose of this Memorandum
WA campus facility master planning was discussed at a joint Town Council/Board
of Trustees workshop on February 5, 2018. Much discussion between Staff and
the Council/Board ensued, with a consensus that further discussion on this topic
was needed.
Specifically, the discussion on February 5th with the Council/Board focused on
the need and desire to re-address capital improvement planning for Westlake
Academy. Presently we have a multi-year Westlake Academy (WA) Campus
Facility Master Plan that was adopted by the Town Council on November 12,
2012 and by the Board of Trustees on November 5, 2012. Much time and effort
as well as financial resources were invested in this Plan. Since it has been
almost six years since it was approved and adopted, it is time to re-examine the
Plan again, if for no other reason than to make sure it is still meeting the Town’s
needs for its school, Westlake Academy.
The purpose of this memorandum is to outline a proposed process for
moving forward on capital planning for Westlake Academy facilities.
CIP Process Generally and How WA Facility Planning Fits into It
The purpose of the Town’s 5 Year Capital Improvement Plan (CIP) is to be a
proactive tool that identifies projects for serious consideration that involve
investing in new infrastructure or investment in existing infrastructure. The CIP
tool is intended to achieve the outcome of insuring that the Town is
adequately planning for, and investing in, both its new and existing
infrastructure. Identification of capital project needs is important, so they can
be considered holistically in conjunction with the operating financial needs of the
Town in the annual budget. This in turn allows the Council/Board to make
balanced long-term decisions about both the Town’s services and its
Page 2 of 4
infrastructure within the context of the Town’s financial requirements and
financial condition.
As a subsidiary capital improvement plan, this current WA Campus Facility Plan
(Plan) identifies projects that may be needed over a defined planning period.
The importance of the Plan cannot be overstate d if for no other reason than it
allows the Town to avoid planning the campus in an incremental as opposed to a
long range, holistic fashion.
Once the Plan identifies projects (through a lengthy vetting process involving
Staff and the Council) and Council is agreed to begin tentatively considering
them, these projects are then placed in the Town’s overall 5 Year Capital
Improvement Plan.
The Town’s overall 5 Year CIP, in addition to possible WA capital projects,
contains a variety of other identified capital projects including streets and
drainage projects, fire stations and other public buildings, as well as parks other
public infrastructure. All this capital improvement planning must consider the
timing of projects, their priority, as well as the sources and uses of the financial
resources necessary to fund for them.
Recommended Process for Westlake Academy Capital/Facility Planning
Staff is recommending the Council/BOT’s consideration of a “three pronged”
approach, with parallel pathways conducted concurrently which ultimately
intersect, thus moving us forward in both the short in the long term.
First Step - Define and Identify Immediate WA Facility Needs. This requires
a definition that both the Staff and the Council/Board are in consensus with
regarding the term “immediate need” in the context of planning WA facility needs.
Leadership Team members at both WA and in the Municipal portion of the Town
organization have been working on such a definition. It is:
An immediate need for WA capital/facility planning is a facility need that, if
unaddressed over the next two years, will create an inability to fulfill WA’s VVM
while posing a substantial physical, social-emotional, and/or academic risk to the
success of the academy staff and/or students. To determine WA’s critical mass
the following criteria will be assessed using a risk-analysis model: compliance,
cost, and quality of student learning.
• Compliance includes federal and state guidelines, IB Standards and
Practices, strategic plan, and directives from the Board of Trustees.
Page 3 of 4
• Cost includes the actual financial outlay for each item being considered in
addition to costs associated with alternative service delivery opti ons.
• Quality of student learning refers to the ability of the academy to meet with
unique educational needs of all learners while ensuring successful
implementation of the IB curriculum.
Short term as used here would be a period from now through the next 2 years.
This definition of an “immediate need” project must create a “distillation” process
which results in what is basically a forced ranking, i.e. a project that is so
critical that WA’s ability to deliver educational services at the level it now
does, is clearly affected deleteriously. Further, the current WA facility plan
would also need to be reviewed to see if any of the Phase 2 and 3 projects
identified in it should be considered as immediate need projects .
Second Step - Begin the Medium and Long-Term Facility Planning Process
for WA while considering immediate need projects. This would involve the
following steps:
• Review of the Current WA Facility Plan- this review would have as its
objective to identify which projects in the current Plan are still viewed as
valid and which are not.
• For those projects viewed as still valid, seek agreement on their
timing. It is recommended a time frame category be assigned to these
projects still viewed as valid. This could be done several ways, but often
simpler is better when going through this exercise. For example, “medium
term” projects could be those with a 3-5-year time frame while long-term
projects could be those with a 5 year plus planning horizon.
• Retaining services of a school demographic forecasting firm to
review previous student population growth forecasts related to residential
growth in Westlake and make new forecasts based on this Westlake
residential growth. This effort is underway using SDS, a school
demographics analysis and forecasting firm that was used for the current
WA Campus Facility Plan.
• Deciding to use the services of a qualified school facilities planning
firm to assist in updating the WA Campus Facility Plan. These firms
are often architectural firms that design school facilities. It is important
that a selected firm understand WA in terms of the type of school it is and
what differentiates WA. The scope of this engagement would need to be
Page 4 of 4
refined, i.e. should the plan examine only what is being offered by WA
today or take a more future focus in terms of educational programming
that might be needed over the next 5-10 years? Is facility planning at WA
only going to focus on buildings, but other facility related planning needs
such as land?
Third Step - Intersection and Reconciliation of Immediate Needs Projects
with the Campus Facility Plan. This is especially important if the decision is
made to update the Plan for medium and long-range projects so that any
immediate need project(s) would not represent an impediment to t he execution of
longer term projects (or vice versa). This reconciliation would need to occur
concurrent to and early in the medium and long-range project planning process
so both processes could move forward in tandem and not conflict.
Conclusion
Any process for capital improvement planning has both pros and cons. The
recommended process outlined here certainly can be argued to have its pros and
cons as well. However, considering all the factors involved, this process has, in
Staff’s view, the strongest ability to move us forward in a manner best suited to
support the Town’s and WA’s vision, mission, and values. This process best
addresses the need to properly plan for Westlake Academy’s facility needs both
for the near term and over the next 5-10-year planning horizon.
1500 Solana Blvd., Bldg. 7, Suite 7200 ~Westlake, Texas 76262
Metro: 817-430-0941 ~ Fax: 817-430-1812 ~ www.westlake-tx.org
MEMORANDUM
DATE: April 30, 2019
TO: Honorable Mayor and Town Council
FROM: Amanda DeGan, Town Manager/Superintendent
SUBJECT: Updating the Westlake Academy Facility Master Plan
Chronology of the Current Academy Facility Master Plan Update
The existing WA Campus Facility Master Plan (Plan) was discussed as to
the possibility of funding an update to the Plan at the Budget Retreat last
summer during the preparations of the FY17-18 Budget. No funding was
included in the FY 17-18 Budget to retain professional services to update this six-
year old Plan, although the Council indicated willingness to consider funding it by
approaching the Texas Student Housing Association (TSHA) for such funding.
Prior to initiating such discussions with TSHA, Staff initiated a joint Town
Council/Board of Trustees workshop discussion on this topic which was held on
February 5, 2018. The purpose of this discussion was to obtain consensus on
the scope of services relative to updating the Plan prior to requesting any funding
from the TSHA. Much discussion between Staff and the Council/Board ensued
at that meeting, with a consensus that further discussion on this topic was
needed.
During the workshop on May 7, 2018, Staff presented a memorandum which
contained recommendations for moving forward on capital improvement planning
at the Academy by:
• defining “immediate need” to identify WA capital project(s) that might be
recommended to address pressing facility issues,
• beginning to address medium and long-range projects via a process that
considers medium and long-range facility planning within the context of
both reviewing the existing Campus Facility Master Plan and any effort to
re-visit and update that Plan, and
• creating an intersection and reconciliation of any identified immediate
need capital project with the Campus Facility Plan, either in its current
form or as it may be revised through an update process.
Additionally, Staff has been meeting since the May workshop with a school
planning/architectural firm, Stantec, about the services their firm could provide
that would assist the Board/Council and Staff in this effort. Stantec was
scheduled to present to the Board of Trustees’ workshop meeting for September;
1500 Solana Blvd., Bldg. 7, Suite 7200 ~Westlake, Texas 76262
Metro: 817-430-0941 ~ Fax: 817-430-1812 ~ www.westlake-tx.org
however, that meeting was cancelled due to lack of a quorum. Representatives
from Stantec did meet with the Town Council at their September 24, 2018,
workshop to share their thoughts on recommended steps to move our process
forward as well as outlining services they provide clients. The Council was
provided a summarized statement of Stantec’s qualifications and it was the
Council’s consensus to move forward with considering Stantec for this planning
engagement.
At their October 29, 2018 Regular Meeting, the Town Council approved a
resolution which approved a contract with Stantec for up to $85,000 for WA
master planning services. Further, the resolution authorized the Town
Manager/Superintendent to execute on behalf of the Town, an architectural
planning services contract to provide this new facilities master plan for the
school. The resolution authorizes the Town Manager to make funding changes
to this contract via a change order not to exceed $25,000. It should be noted that
the scope of services, which is set out in the contract, includes review of the
current WA master facilities plan for items contained in it that may be
recommended for retention in the next iteration of a WA master plan.
It should also be noted that as a part of this engagement that Stantec and the
Staff are recommending a two-tiered participation/involvement approach. By
two-tiered it is meant to have a Staff team comprise the first tier. The Town
Manager would designate the Staff team for this project to be co-chaired by the
Director of Facilities and the WA Executive Director. They would in turn
designate staff members to participate on the Staff team with them, subject to the
approval of the Town Manager/Superintendent.
A second tier of participation/involvement would include any stakeholders
(constituent groups) representatives the Council would like to include in this
process. Designation of the second-tier involvement group can be made by the
Council later after the facility planning process has had an opportunity to proceed
beyond initial data gathering and input steps. However, Staff recommends that
the Council begin considering who those individual and the groups they
represent might be as well as how large in number this group should be (note:
group size will impact the pace of the planning process).
Council involvement will occur as we near the point in the process where we
have some draft recommendations to consider. However, there also will likely be
Council involvement needed at key milestones along the way for Council input
and direction on critical planning parameters such as, for example, desired
enrollment levels for Westlake Academy.
On December 3, 2018, the Board of Trustees held a workshop with Stantec and
Staff to discuss guiding principles and the process recommended for moving the
planning process forward on this WA Facility Master Plan. Representatives from
Stantec, along with Staff, provided input to and solicited input from the Board
regarding a proposed campus planning process, its schedule, as well as discuss
and receive Board input on draft guiding principles for this process. The Board
1500 Solana Blvd., Bldg. 7, Suite 7200 ~Westlake, Texas 76262
Metro: 817-430-0941 ~ Fax: 817-430-1812 ~ www.westlake-tx.org
requested that this discussion be continued at its January 7, 2019 workshop.
The Board requested leavers data and draft guiding principles for further
discussion in January before giving direction on this campus master plan.
At the January 7, 2019 workshop, a detailed presentation was given by staff prior
to the Stantec discussion regarding the enrollment projections by Primary and
Secondary boundaries and an overview of the variables associated with our
facility master planning discussions. The priorities were identified as lab space,
removal/replacement of the portables, room for PYP expansion and Secondary
expansion. We also discussed an ‘ideal’ campus size per Staff
recommendations, which would be equal to 1,334 students. While this number is
not the student enrollment for the current school year, nor is it projected for the
coming school year – it would be an enrollment number to consider if the staff
could maximize the sections in each grade.
On the 21st of March, 2019, Staff then conducted a public input meeting to
discuss the guiding principles for the creation of the facility master plan. We
hosted several stakeholders – from parents, to residents, to business members –
who had an interest in the future direction of Westlake Academy. Each guiding
principle was broken out into individual sessions, where interested individuals
were able to attend two separate topics of discussion and provide any feedback
or ask questions that they had on the guiding principle. According to attendees,
the evening and discussions were much appreciated and people felt that good
information was shared during the event.
FUNDING & COST
Funding in the amount of $85,000 is contained in the Approved FY18-19 Town of
Westlake municipal budget as approved by the Town Council last month. The
recommended funding source for this engagement would be the monies
contained in the WA Capital project that have been provided per economic
development agreements by residential developments that have occurred in
Westlake in the last 5 years (Granada, Entrada, Quail Hollow, etc.) for the
express purpose of use for Westlake Academy.
The fee to provide the services identified in the agreement with Stantec shall be
provided on an hourly rate basis not to exceed $81,310. This fee is based on the
number of meetings identified in the attached Project Task Worksheet and the
Scope of Work identified above. Any adjustments in the scope and number of
meetings may require an adjustment in the “not to exceed” price. No
adjustments will be made without prior written consent of the Town. In addition
to this fee, Stantec shall be reimbursed for printing associated with “Phase 4 -
Evaluation” as well as additional hours required should additional site(s) be
evaluated, and any three-dimensional conceptual facility renderings be provided.
Not included in this proposal is an assessment of the existing facilities as it
relates to material and equipment maintenance and repair needs and related life-
cycle cost analyses.
1500 Solana Blvd., Bldg. 7, Suite 7200 ~Westlake, Texas 76262
Metro: 817-430-0941 ~ Fax: 817-430-1812 ~ www.westlake-tx.org
•Clarify expectations
•Establish parameters
•Identify players
•Define process
•Establish timelines
•Identify cost targets
•Define vision
•Engage stakeholders
•Create facility program
•Establish priorities
•Evaluate site options
•Identify cost implications
•Define project guidelines
•Finalize deliverable
Westlake Academy IB Charter School | Master Planning Process
Board of Trustees MtgB Other Meetings Winter Break L Leadership Committee Mtg P Planning Committee Mtg
Westlake Academy IB Charter School
Master planning Schedule
October 22 “Plan the Plan” Meeting
November 16 Leadership Committee: “Plan the Plan” Follow up.
Review Schedule and Plan.
November 25-30 Leadership Committee : Vision, Mission and Goals
Early December Board of Trustees: Vision, Mission and Goals
December 10-14 1st Day: Planning Committee: Understand Westlake
academy through your eyes. Vetting facility assessment,
2nd Day: Listening sessions with Planning Committee
Contributors, Department Heads, and Staff.
December 20 to Christmas Break
January 7
January Revised facility assessment and follow up with Planning
Committee, Contributors, Department Heads, and Staff.
January 25+ Summary of Discovery Phase.
February Concept Phase: Stantec develops recommendations and
meets a few times w/ Leadership Committee for feedback.
Planning Committee and additional groups are brought in as
necessary.
March Recommendations Presented
to Leadership Group,to Board of Trustees, to stakeholders
and the community.
April Evaluation Phase
3020101 25515
NOV
PHASE 1 –Framework
2820101 25515
FEB
PHASE 3 –Concept
3120101 25515
MAR
PHASE 3 –Concept
3020101 25515
APR
PHASE 4 -Evaluation
3120101 25515
JAN
PHASE 2 –Discovery
3120101 25515
DEC
PHASE 2 –Discovery
PHASE 2 –Discovery
L L
B P
L P B
P
P LP
B
Board of Trustees
Stantec
Master Planning Team
Leadership Committee Stakeholder Focus Group Public Forums
Tom Brymer, Superintendent/Town Manager
CHAIR
Ginger Autry, Director of
Communications/Community Affairs
CHAIR
Westlake Community Members
Mechelle Bryson, Ed.D. , Executive Director Westlake Academy Foundation Representative Secondary Enrollment Community Members
Troy Meyer, Director of Facilities Westlake Academy House of Commons
Representative
Business Community Members
Amanda DeGan, Assistant Town Manager Westlake Academy Athletic Club
Representative
Community Stakeholders
Debbie Piper, CFO
Westlake Academy/Town of Westlake
Campus Leadership Team
(Teachers, Parents and Students)
Other Westlake Community Organizations
Planning Committee
Mechelle Bryson, Ed.D. , Executive Director
CHAIR
Troy Meyer, Director of Facilities
Rod Harding, Primary Principal
Stacy Stoyanoff, Secondary Principal
Planning Committee Contributors
Jennifer Furnish, Secondary AP
Beckie Paquin, Primary AP
Alan Burt, Director of Athletics
Jarrod Greenwood, Public Works Director
Jason Power, Director of Information Technology
Dr. James Owen, DP Coordinator
Alison Schneider, PYP Coordinator
Terri Watson, PYP Coordinator
Academy Department Heads
Science, Language A (English), Language B (LOTE),
Math, Humanities, Fine Arts, Technology, Food Service
and PE
Academy Faculty/Staff
Westlake Academy IB Charter School | Master planning Organization Chart
Board of Trustees
Leadership Committee
Tom Brymer, Superintendent/Town Manager
CHAIR
Mechelle Bryson, Ed.D. , Executive Director
Troy Meyer, Director of Facilities
Amanda DeGan, Assistant Town Manager
Debbie Piper, CFO
Westlake Academy/Town of Westlake
Planning Committee
Mechelle Bryson, Ed.D. , Executive Director
CHAIR
Troy Meyer, Director of Facilities
Rod Harding, Primary Principal
Stacy Stoyanoff, Secondary Principal
Westlake Academy IB Charter School | Master planning Committee Structure -Roles and Responsibilities
Leadership Committee
•Primary Contact with and directs Stantec Team
•Project Oversight/Review
•Reports directly to Board of Trustees with Recommendations and Proposals/Plans
•Leads/Directs all other Master Plan Committees/Groups
•Leads/Consults with Stakeholder Focus Group with regard to utilization of Public Forums, Public Relations and
communications with public.
•Decision-Maker on process, contents, overall goals and priorities and outcomes
•Provides/Authorizes others to provide all requisite information for Master Planning effort with regard to financial targets,
budgets, demographics, enrollment data, facilities data and any other information required by Stantec Team
•Meets on a monthly bases for duration of project.
Planning Committee
•Works directly with Stantec Team in the development of Master Plan with regard to educational programming
requirements, facility requirements, and site requirements
•Reports directly to Leadership Committee with educational, facility and site Master Plan recommendations and
proposals
•Coordinates input/involvement of Planning Committee Contributors and Westlake Academy Faculty and Staff
•Provides/Authorizes others to provide all requisite information for Master Planning effort regarding program and
enrollment data, educational technology, master schedules, curriculum requirements, facilities use data and any other
information required by Stantec Team
•Meets on a regular basis during master planning and programming phases.
Planning Committee Contributors
Jennifer Furnish, Secondary AP
Beckie Paquin, Primary AP
Alan Burt, Director of Athletics
Jarrod Greenwood, Public Works Director
Jason Power, Director of Information Technology
Dr. James Owen, DP Coordinator
Alison Schneider, PYP Coordinator
Terri Watson, PYP Coordinator
Academy Department Heads
Science, Language A (English), Language B (LOTE),
Math, Humanities, Fine Arts, Technology, Food Service
and PE
Academy Faculty/Staff
Westlake Academy IB Charter School | Master planning Committee Structure -Roles and Responsibilities
Planning Committee Contributors
As directed or requested by Planning Committee, Planning Committee Contributors will provide required information for and/or
participate in selected meetings, workshops or efforts during the Master Planning process. Participation and involvement is at the
discretion of the Planning Committee
Westlake Academy Faculty and Staff
As directed or requested by Planning Committee, Westlake Academy Faculty and Staff will provide required information for and/or
participate in selected meetings, workshops or efforts during the Master Planning process. Participation and involvement is at the
discretion of the Planning Committee
Stakeholder Focus Group (SFG)
•SFG serves to provide feedback to the Leadership Committee and Board of Trustees.
•SFG advises Leadership Committee regarding communications with the public/community and involvement of Westlake Academy
organizations towards the review and development of the Master Plan.
•SFG Primary Objective is to lead, coordinate, plan any Public Forums needed –as determined by the Leadership Committee –for
input and feedback from the Westlake Community.
•Membership of SFG will include Westlake Academy Foundation, HOC, and WAAC representatives (as determined by each and
reviewed and approved by Leadership Committee)
•Upon approval and review of Leadership Committee, SFG will author, coordinate and issue all public statements, press releases and
other public/social network communications.
•SFG will meet as required.
Public Forums
•Community meetings, forums or workshops to engage Westlake Community to seek feedback, response to or
contributions/suggestions for the Master Plan development
•Forums may be held to gain feedback on singular or multiple issues, and/or to review elements of the master plan.
•Forums may also be held to present the Master Plan for community review and input.
•Public Forums will be controlled, coordinated and led by SFG.
•Public Forum topics, issues and dates will be reviewed and authorized by Leadership Committee in consultation with the Board of
Trustees.
•Public Forums will be conducted on an as need/pre-determined basis.
Stakeholder Focus Group
Ginger Autry, Director of Communications/Community
Affairs CHAIR
Westlake Academy Foundation Representative
Westlake Academy House of Commons
Representative
Westlake Academy Athletic Club
Representative
Campus Leadership Team
(Teachers, Parents and Students)
Public Forums
Westlake Community Members
Secondary Enrollment Community Members
Business Community Members
Community Stakeholders
Other Westlake Community Organizations
DecOctAugJune AprFeb NovJanMarMayJulySept
Master Planning
2018
Schematic
Design
Design
DevelopmentMaster Planning
DecOctAugJune AprFeb NovJanMarMayJulySept
2019
Construction Documents Bidding &
Negotiation Construction
DecOctAugJune AprFeb NovJanMarMayJulySept
Construction
2020
Renovation
Construction Completion/Building OccupancySchool out of Session School Opens / First Day of Class
Westlake Academy IB Charter School | Phase One Project Schedule
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.
May General Election Day
Saturday, May 4, 2019; Polls open from 7:00 am to 7:00 pm
-Attention Residents: Both Carroll ISD & Keller ISD are holding elections. You may vote at Westlake Town Hall
on May 4 Election Day. For more information, visit our Town website or contact Town Secretary Kelly Edwards for
assistance via email or call 817-490-5710
Westlake Academy Annual Bandana Bonanza; Hosted by the WA House of Commons (HOC)
Saturday, May 4, 2019; 4:00 – 7:00 pm; WA Campus
- Entire Westlake community invited! Come join our WA families for a day of family fun on the WA campus
hosted by our parent-teacher organization – thank you to our WAHOC! Enjoy bounce houses, laser tag, petting zoo,
caricature portraits, euro bungee, zipline, face painting, gift basket silent auction and more with food from Meat-U-
Anywhere, Kona Ice and our WA Student Clubs. More details can be found at: wa-hoc.org/bandana-bonanza-2019;
and, tickets will be available at the door for purchase.
Coffee & Conversation with the Mayor/Board President
Monday, May 6, 2019; 8:00 – 9:30 am
Marriott Solana Hotel – Great Room
-Thank you to the Marriott for providing complimentary coffee & tea each month!
Board of Trustees Work Session/Meeting
Monday, May 6, 2019*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers
Westlake Academy National Honor Society & National Junior Honor Society Induction Ceremony
Tuesday, May 7, 2019; Joint program begins at 6:00 pm (moved from April 29)
WA Campus – Multi-Purpose Hall (MPH)
-For more information or questions, contact Martha McKinney at WA.
Westlake Historical Preservation Society (WHPS) Board Meeting
Tuesday, May 7, 2019; 6:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers
Westlake Academy High School Athletic Banquet
Friday, May 10, 2019; 6:00 – 9:00 pm
White’s Chapel United Methodist Church
Public Art Competition Advisory Committee Meeting
Monday, May 13, 2019; 11:00 am*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers
Planning & Zoning Work Session/Meeting
Monday, May 13, 2019*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers
Town Council Work Session/Meeting
Monday, May 20, 2019*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers
Board of
Trustees
Item # 2 – Items of
Community Interest
Westlake Academy Primary Years Programme (PYP) Student Exhibition
Wednesday, May 22, 2019; 9:00 – 11:30 am
WA Campus – In both the Gym & MPH, presented in Science-Fair style
Westlake Municipal Offices & Westlake Academy are closed in observance of Memorial Day
Monday, May 27, 3019
-There will be no interruption to trash & recycling collections this week. Collections will occur on Friday, as normal.
Westlake Annual Decoration Day; Hosted by the Westlake Historical Preservation Society (WHPS) &
Town of Westlake
Monday, May 27, 2019; 6:00 – 8:00 pm
Westlake IOOF Cemetery, 3150 J.T Ottinger Road
- This annual event is a community tradition held every year to honor and recognize the brave men and women
who have sacrificed their lives in service to our great nation and preservation of our freedom. Food, music, and
special program to include guest speaker Jerry Stewart, syndicated radio host and author, along with a new
program feature this year – Sounds of Freedom. Mark your calendars to join us and bring your lawn chairs &
mosquito spray. For more info, contact WHPS President Kim Morris.
Westlake Academy Grade 5 (PYP) Graduation
Wednesday, May 29, 2019; 8:00 am
WA Campus- Multi-Purpose Hall (MPH)
Westlake Academy Seniors Bricklaying, followed by the Seniors’ Baccalaureate Program
Thursday, May 30, 2019; 9:30 am & 10:30 am respectively
WA Campus – Gym
WA Senior Banquet
Thursday, May 30, 2019; 6:00 pm
The Bowden in Keller
- Please remember to send in your RSVP for this special event. Questions? Contact Ginger Awtry.
WA 2019 Commencement Ceremony (10th graduating class!)
Saturday, June 1, 2019; 2:00 pm
Hurst Conference Center, 1601 Campus Drive, Hurst, 76054
Westlake Residents’ Public Safety Fair
Sunday, June 2, 2019; 3:00 – 5:00 pm
Fire-EMS Station No. 1, 2000 Dove Road
- For all of our residents of all ages: come learn more about our Westlake firefighters and tour the Fire-EMS Station,
meet our Keller Police patrol officers & captains, see their SWAT vehicle and other equipment, visit with our Animal
Control officers, register your pets on-site, and consider taking home a new four-legged friend visiting from the
Humane Society North Texas. We will have several activities for our younger residents too – yard games, balloons,
face painting, and more. Food trucks on site with shaved ice to keep us all cool & even more tempting dishes! We
really hope our residents and families will come on out on this Sunday afternoon to visit and learn more about your
community’s public safety services and personnel. Questions? Contact Ginger Awtry via email or call 817-490-5719.
Coffee & Conversation with the Mayor/Board President
Monday, June 3, 2019; 8:00 – 9:30 am
Marriott Solana Hotel – Great Room
-Thank you to the Marriott for providing complimentary coffee & tea each month!
Board of Trustees Work Session/Meeting
Monday, June 3, 2019*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers
*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.
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 meeting on April 1, 2019.
b. Consider approval of Resolution 19-04, Adopting an Interrogations and Searches
Policy.
c. Consider approval of Resolution 19-05, Repealing the Graduation Policy 6.04 due
to it no longer being applicable to students.
d. Consider approval of Resolution 19-06, Amending and renaming the board
Graduation Policy 6.04A.
Board of
Trustees
Item # 4 – Consent
Agenda
BOT Minutes 04/01/19
Page 1 of 4
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
April 1, 2019
PRESENT: President Laura Wheat, Trustees: Alesa Belvedere, Greg Goble, and Carol
Langdon. Rick Rennhack arrived at 5:05 p.m. and Michael Barrett arrived at
5:08 p.m.
ABSENT:
OTHERS PRESENT: Superintendent Amanda DeGan, Board Secretary Kelly Edwards,
Dr. Mechelle Bryson, PYP Principal Rod Harding, PYP Assistant
Principal Beckie Paquin, Secondary Principal Stacy Stoyanoff,
Secondary Assistant Principal Jennifer Furnish, Assistant Town
Manager Jarrod Greenwood, Director of Communications Ginger
Awtry, and Communications Manager Jon Sasser.
Work Session
1. CALL TO ORDER
President Wheat called the work session to order at 5:02 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 04/01/19
Page 2 of 4
4. REPORTS
a. Report of the Quarterly Financial “Dashboard” information for the quarter ended
February 28, 2019.
5. DISCUSSION ITEMS
a. Presentation and discussion regarding Health Challenge form Group 4 for DP Science.
Ms. Hahn and students presented an overview and video of the challenge.
Students Jax Hernandez and Sofia Carino, provided an overview of their involvement
and experiences.
Discussion ensued regarding challenges proving participants nutrition guidance and
mental health information.
b. Presentation and discussion regarding the upcoming implementation of new
International Baccalaureate (IB) Diploma Programme (DP) Mathematics courses and
their subsequent impact on secondary Mathematics courses and sequencing.
Mr. Stoyanoff and Dr. Bryson provided a presentation and overview of the item.
Discussion ensued regarding Math pathways, comparing syllabi, how colleges will
recognize the curriculum, timing of changes, and possibilities reallocating staff.
c. Presentation and discussion regarding the Texas Charter School Association (TCSA)
Lobby Day.
Dr. Bryson, Mr. Stoyanoff, and Mr. Harding provided an overview of the item.
Discussion ensued regarding equity funding, talking points with our legislator’s,
comparisons of the State M&O, sharing information with the community, House Bill
43, and the cost of educating a student.
d. Presentation and discussion regarding the Student Shoulder to Shoulder.
Mrs. Maru Busico-Flight, Ms. Firshing, and Ms. Titus provided a presentation and
overview of the item.
Discussion ensued regarding French immersion opportunities, Sister Cites Youth
Travel, Student Leadership Symposium, the cost increase of the trips, and eliminating
our consortium.
BOT Minutes 04/01/19
Page 3 of 4
6. BOARD RECAP / STAFF DIRECTION
Continuing to update the Board regarding House Bill 43.
7. ADJOURNMENT
President Wheat adjourned the work session at 6:50 p.m.
Regular Session
1. CALL TO ORDER
President Wheat called the regular session to order at 6:50 p.m.
2. ITEMS OF COMMUNITY INTEREST:
Superintendent DeGan and Dr. Bryson provided an overview of the Stantec focus
sessions with stakeholders. Additional information regarding an overview of the focus
sessions will be provided to the Board at the meeting in May.
Director Awtry provided an overview of the upcoming events.
Mr. Stoyanoff and Mrs. Furnish announced the Top 10% students: Hunter Barnard,
Sahejbir Bhatia, Samuel Jung, Connor Kraska, Macy Orman, and Alisha Somani.
3. CITIZEN COMMENTS:
No one addressed the Board.
4. CONSENT AGENDA:
a. Consider approval of the minutes from the meeting on February 4, 2019.
MOTION: Trustee Langdon made a motion to approve the consent agenda.
Trustee Barrett seconded the motion. The motion carried by a
vote of 5-0.
5. FUTURE AGENDA ITEMS:
No future agenda items.
BOT Minutes 04/01/19
Page 4 of 4
6. 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 Belvedere seconded the motion. The motion carried by
a vote of 5-0.
President Wheat adjourned the regular session at 7:00 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON MAY 6, 2019.
ATTEST:
____________________________
Laura Wheat, President
_____________________________
Kelly Edwards, Board Secretary
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Consent
Westlake Board Meeting
Monday, May 06, 2019
TOPIC: Consider Approval of a Resolution Adopting an Interrogations and
Searches Policy.
STAFF CONTACT: Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Respect for Self and
Others
Academic
Operations PYP / MYP / DP
Improve the
Efficiences of
Operational Systems
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: May 6, 2019 Completion Date: N/A
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The Instructional Leadership Team (ILT) is in the process of reviewing all Westlake Academy
Board policies in order to ensure that our adopted policies meet State and Federal mandates. In
addition to reviewing existing policies, the ILT is also identifying any new policy needs. This
process has been conducted throughout the school year. As such, the ILT has determined that the
Academy would benefit from adopting an Interrogations and Searches policy.
For the month of April, the ILT has reviewed and updated the following policies for your approval:
• Interrogations and Searches Policy
Please note that these policies have been reviewed by Westlake Academy’s Attorney, Janet Bubert.
RECOMMENDATION
Review and discussion of the proposed policy.
ATTACHMENTS
Resolution
Policy
Resolution 19-04
Page 1 of 4
WESTLAKE ACADEMY
RESOLUTION 19-04
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
ADOPTING AN INTERROGATION & SEARCH POLICY TO ENSURE COMPLIANCE
WITH FEDERAL AND STATE LAW.
WHEREAS, the State of Texas requires schools to comply with federal and state laws;
and,
WHEREAS, Westlake Academy is required to adhere to applicable law regarding
student interrogations and searches; and,
WHEREAS, Westlake Academy views balancing the safety and security of all students
with protecting the rights of students involved in interrogations and searches of paramount
importance; and,
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That, the Board of Trustees of Westlake Academy, hereby approves the
addition of a policy on student interrogation and searches in the Board Policy Manual, which is
attached to this resolution as Exhibit "A".
SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 19-04
Page 2 of 4
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 6th DAY OF MAY 2019.
___________________________________
Laura Wheat, President
ATTEST:
APPROVED AS TO FORM:
________________________________
Kelly Edwards, Board Secretary
________________________________
Janet S. Bubert or L. Stanton Lowry,
School Attorney
Resolution 19-04
Page 3 of 4
Exhibit A
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 3.15:
Date Board Adopted: May 6, 2019
Date Board Amended:
Effective Date: May 6, 2019
Policy Category: Parent, Student and Faculty Relations and Expectations
Policy Name: Interrogations and Searches
Policy Goal: To set parameters for administrative investigations involving student
behavior and to establish the basic structure for conducting searches of students or
their property.
Policy Description: Students do not relinquish their constitutional rights upon entering
the Academy premises. However, the safety of Westlake Academy students is of
paramount importance, and students may be subject to lawful interrogation or searches
when necessary to protect the safety and security of the Westlake Academy community.
Interrogations: In the course of an investigation by Westlake Academy, a school
official may question a student regarding the student's own conduct or the conduct of
others without prior notice. In the context of a school discipline investigation, students
do not have a right against self-incrimination. The Academy investigator may choose to
interpret a student’s lack of cooperation as evidence that supports a finding that
misconduct occurred if reasonable in light of other information available.
Searches: To promote safety and maintain order within the school, a school official
may conduct searches without a warrant and as permitted by law. Consent is not
required from a student or the student's parent or guardian for a school official to
conduct a lawful search of a student’s person or property when there exists a
reasonable suspicion that the student possesses a prohibited weapon or other
substance/item prohibited by law or Academy policy and the scope of the search is
reasonable in light of the individualized suspicion. A lawful search of a student’s
personal property may occur whether or not the student is present.
All spaces and areas of Academy-owned property, including any and all tangible items
owned by the Academy, are subject to search at any time by school officials, without
individualized reasonable suspicion. This expressly includes, but shall not be limited to,
Resolution 19-04
Page 4 of 4
desks, lockers, or any other item or area assigned to any student for use. All desks,
lockers, technology devices, or other items or areas assigned to any student for use
remain the property of the Academy and remain under the jurisdiction of Academy
administrators at all times.
Students have full responsibility for the security of their vehicles parked on school
property. It is the student's responsibility to ensure that vehicles are locked and that the
keys are not given to others. Students shall not place, keep, or maintain any article or
material that is prohibited by Academy policy in vehicles parked on school property.
Vehicles parked on Academy property are under the jurisdiction of the Academy.
Academy officials may search vehicles parked on school property if there is a
reasonable suspicion to do so, with or without student consent. Students shall be
responsible for any prohibited items found in their vehicles parked on school property.
If a vehicle subject to search is locked, the student shall be asked to unlock the vehicle.
If the student refuses, the Academy shall contact the student's parents. The student
may be subject to a loss of parking privileges and/or other disciplinary consequences
consistent with the Academy’s Code of Conduct for refusing to cooperate with an
Academy investigation.
If contraband of any kind is found, the possessing student shall be subject to
appropriate disciplinary action in accordance with the Student Code of Conduct and
may be referred to law enforcement if required by law.
The student’s parent or guardian shall be notified if any prohibited articles or materials
are found in their child’s possession, in their child’s assigned space and/or in their
child’s parked vehicle on Academy property as a result of a search conducted in
accordance with this policy.
To assist in maintaining a safe and secure campus, the Academy may use trained dogs
to alert Academy officials to the presence of illegal or prohibited items. Searches of
classrooms, common areas, or student belongings may be conducted by trained dogs
when students are not present. If a trained dog alerts on any item in a classroom,
locker, common area, or vehicle, it will constitute reasonable grounds to conduct a
search of the item by Academy officials.
Law enforcement may be contacted at the discretion of Westlake Academy staff when
appropriate to ensure the safety and security of all members of the Westlake Academy
community and Academy property.
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Consent
Westlake Board Meeting
Monday, May 06, 2019
TOPIC: Consider Approval of Resolution XX, Repealing Graduation Policy 6.04
STAFF CONTACT: Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Respect for Self and
Others
Academic
Operations PYP / MYP / DP
Improve the
Efficiences of
Operational Systems
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: May 6, 2019 Completion Date: N/A
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The Instructional Leadership Team (ILT) is in the process of reviewing all Westlake Academy
Board policies in order to ensure that adopted policies meet State and Federal mandates. In
addition to reviewing existing policies, the ILT is also identifying any new policy needs. The ILT
has determined that the Academy’s graduation policy 6.04 needs to be repealed as it is no longer
applicable to Westlake Students. Graduation policy 6.04 reflects the graduation requirements
established for students entering grade 9 in 2007-2008 school year until the 2014-2015 school
year. House Bill 5 passed in the 83rd Texas Legislature established a new graduation plan for grade
9 students entering in 2014-2015 and beyond.
Since Westlake Academy students were under two different graduation plans depending on grade
level, two graduation plans were needed. As students have matriculated, the 2007-2008 graduation
plan has become obsolete. All students are now required to meet the legislative mandates of House
Bill 5.
Please note that these graduation policies have been reviewed by Westlake Academy’s Attorney,
Janet Bubert.
RECOMMENDATION
Review and discussion of the proposed policy.
ATTACHMENTS
Resolution
Policy
WA Resolution 19-05
Page 1 of 5
WESTLAKE ACADEMY
RESOLUTION 19-05
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
REPEALING BOARD GRADUATION POLICY 6.04 DUE TO NO LONGER BEING
APPLICABLE TO WESTLAKE STUDENTS.
WHEREAS, Westlake Academy ensures compliance with all State legislative mandates
on graduation; and
WHEREAS, Westlake Academy ensures an International Baccalaureate World Education
for all students; and
WHEREAS, Board policy 6.04 is no longer applicable to Westlake Students; and
WHEREAS, Westlake Academy works to update all policies in a timely manner to reflect
legislative changes and ensures these policies are easily accessible to stakeholders; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That, the Board of Trustees of Westlake Academy, hereby repeals board
Graduation Policy 6.04 due it no longer being applicable to Westlake Academy students attached
to as Exhibit A.
SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by
any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof
and the Council hereby determines that it would have adopted this Resolution without the invalid
provision.
WA Resolution 19-05
Page 2 of 5
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 6th DAY OF May, 2019.
___________________________________
Laura Wheat, President
ATTEST:
APPROVED AS TO FORM:
________________________________
Kelly Edwards, Board Secretary
________________________________
Janet S. Bubert or L. Stanton Lowry,
School Attorney
WA Resolution 19-05
Page 3 of 5
Exhibit A
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 6.04:
Date Board Adopted: August 15, 2011
Date Board Amended: October 5, 2015
Effective Date: October 5, 2015; contingent upon approval by TEA
Policy Category: Student Achievement
Policy Name: Graduation Policy
Policy Goal: Establishing graduation requirements and defining the commencement
participation requirements, the calculation of cumulative grade point average and
Valedictorian, Salutatorian and Honor Graduate criteria.
Policy Description:
Graduation requirements - As reflective of the Academy’s rigorous and enriching IB
curriculum and a desire to foster college readiness, students who graduate from Westlake
Academy will complete a program of study which includes high academic standards and
additional credit hours making them eligible for the Texas Distinguished Achievement
Diploma.
Only students who have completed all the requirements of Westlake Academy will receive
a diploma. Those requirements are as follows:
• Completion of a minimum of 28 credit hours as required by the Texas
Distinguished Achievement Diploma.
• Not assigned to a Disciplinary Alternative Education Placement (DEAP) setting
during his/her senior year at Westlake Academy or any other educational facility.
Students who receive a Westlake Academy high school diploma will have completed a
minimum of 28 hours of course work, which reflects those higher levels of academic
achievement. The course requirements are:
English 4.0
Speech 0.5
Foreign Language 3.0
Social Studies 4.0
Government 0.5
WA Resolution 19-05
Page 4 of 5
Economics 0.5
Science 4.0
Mathematics 4.0
Fine Arts 2.0
Elective 1.0
Physical Education / Health 1.0
Technology 1.0
Middle Years Program Personal Project* 0.5
Theory of Knowledge 1.0
Creative, Action, & Service (CAS) 1.0
& Extended Essay
TOTAL 28.0
* Students enrolling after 10th grade are exempt from this requirement.
Eligibility for Commencement – Westlake Academy seniors who have satisfied all
Westlake Academy requirements for graduation are eligible for participation in the
graduation ceremonies; however, disciplinary infractions may jeopardize a students’
participation in the commencement ceremony at the discretion of the Secondary Principal.
For students who do not meet the requirements, an exception may be made in the event
that a senior lacks one (1) credit towards the graduation requirements. The student must
have a plan approved by the Secondary Principal to complete the credit prior to the
beginning of the next school year. No other exceptions to participation in the graduation
ceremony will be granted.
Calculation of Cumulative Grade Point Average (CGPA):
• Courses taken at the secondary level at Westlake Academy and other fully
accredited schools and that are not modified in content will be included when
calculating CGPA.
• CGPA will be calculated by the College Counselor and rounded up to the nearest
hundredth.
• CGPA will be determined using semester grades for all courses from the 9th grade
up to the time of reporting. Reporting dates will vary with college / scholarship due
dates.
Quality Points for Diploma Program Courses - Westlake Academy will award ten points
to the final grade for all IB Diploma Program courses. Raw grades in the course must be
a passing grade of 70% or better to receive quality points. Raw semester grades are
shown on a student’s report card and Academic Achievement Record (AAR)/Transcript.
Quality points will be included in CGPA calculation and this weighted CGPA will appear
on the student’s transcript. No quality points are awarded for non-Diploma courses.
Academic Recognition - Westlake Academy will encourage and recognize academic
WA Resolution 19-05
Page 5 of 5
achievement through the establishment of a class Valedictorian, Salutatorian and Honor
Graduates.
Valedictorian and Salutatorian – Graduating seniors with the top two CGPAs will be
recognized. In the event of a tie for Valedictorian, the students will share the honor and
no Salutatorian will be designated. Additionally, valedictorian and salutatorian eligibility
requires attendance at Westlake Academy for six consecutive semesters preceding
graduation. Further, the Superintendent or his/her designee may deem a student
ineligible who is in violation of Westlake Academy’s code of conduct and requirements,
Town code, or State codes.
Honor Graduates - A graduating seniors whose weighted CGPA is 90% or above will be
determined to be an Honor Graduate and will be duly recognized at commencement. The
Secondary Principal and his/her designee are granted the authority to include students
whose CGPA is 90% or above at the end of the final semester.
Rank in Class - Rank in class is determined by CGPA and will used for the purposes of:
• Obtaining automatic admission to Texas public universities based upon the
uniform admission policy and in accordance with the Texas Education Code. This
information will be reported directly to institutions by Westlake Academy staff.
• Determining Valedictorian and Salutatorian.
Outside of the above circumstances, Westlake Academy is a non-ranking high school.
Operational guidelines consistent with the above policy directives will be detailed and
published in the Program of Studies and or the College Application Handbook on an
annual basis.
In the event a student does not complete all Westlake Academy graduation requirements
by the end of the student’s twelfth (12th) grade year due to unexpected circumstances,
the student may seek Board approval for and the Board may approve an alternate
graduation plan consistent with the State’s high school graduation requirements, if it is
determined to be in the best interest of the student.
* This policy is applicable beginning with students in the class of 2014 through the class
of 2017. And will expire after School Year 2017 or the class of 2017.
Dates Amended:
11/03/09
08/15/11
06/04/12
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Consent
Westlake Board Meeting
Monday, May 06, 2019
TOPIC: Consider Approval of a Resolution Amending the Graduation Policy 6.04A.
STAFF CONTACT: Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Respect for Self and
Others
Academic
Operations PYP / MYP / DP
Improve the
Efficiences of
Operational Systems
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: May 6, 2019 Completion Date: N/A
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The Instructional Leadership Team (ILT) is in the process of reviewing all Westlake Academy
Board policies in order to ensure that adopted policies meet State and Federal mandates. In
addition to reviewing existing policies, the ILT is also identifying any new policy needs. This
process has been conducted throughout the school year. As such, the ILT has determined that the
Academy’s graduation policy 6.04A needs to be amended to reflect special education graduation
requirements as required in State and Federal mandates as well as to update the language on local
graduation requirements to enhance greater understanding for all stakeholders.
Since graduation policy 6.04 is repealed due to it no longer being applicable to Westlake Academy
students, graduation 6.04A needs to be changed to 6.04.
Please note that all graduation policies have been reviewed by Westlake Academy’s Attorney,
Janet Bubert.
RECOMMENDATION
Review and discussion of the policy.
ATTACHMENTS
Resolution
Policy
WA Resolution 19-06
Page 1 of 6
WESTLAKE ACADEMY
RESOLUTION 19-06
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
AMENDING AND RENAMING THE BOARD GRADUATION POLICY 6.04A.
WHEREAS, Westlake Academy ensures compliance with all State legislative mandates
on graduation; and
WHEREAS, Westlake Academy ensures an International Baccalaureate World Education
for all students; and
WHEREAS, Board policy 6.04A is required to address State graduation requirements for
all students as well as local expectations; and
WHEREAS, Westlake Academy works to update all policies in a timely manner to reflect
legislative changes and ensures these policies are easily accessible to stakeholders; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That, the Board of Trustees of Westlake Academy, hereby amends board
graduation policy 6.04A by renaming it board Graduation Policy 6.04 and amends the policy as
attached in Exhibit “A”.
SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid by
any court of competent jurisdiction, such invalidity shall not affect the remaining provisions hereof
and the Council hereby determines that it would have adopted this Resolution without the invalid
provision.
WA Resolution 19-06
Page 2 of 6
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 6th DAY OF May 2019.
___________________________________
Laura Wheat, President
ATTEST:
APPROVED AS TO FORM:
________________________________
Kelly Edwards, Board Secretary
________________________________
Janet S. Bubert or L. Stanton Lowry,
School Attorney
WA Resolution 19-06
Page 3 of 6
Exhibit “A”
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 6.04:
Date Board Adopted: May 12, 2014
Date Board Amended: May 6, 2019
Effective Date: May 6, 2019; contingent upon approval by TEA
Policy Category: Student Achievement
Policy Name: Graduation Policy
Policy Goal: Establishing graduation requirements and defining the commencement
participation requirements, and Valedictorian, Salutatorian and Honor Graduate criteria.
Policy Description:
Graduation requirements - As reflective of the Academy’s rigorous and enriching IB
curriculum and a desire to foster college readiness, students who graduate from Westlake
Academy will complete a program of study which includes high academic standards and
additional credit hours making them eligible for the Distinguished Level of Achievement
recognition.
Students must complete all graduation requirements identified in this policy to receive a
Westlake Academy diploma. Those requirements are as follows:
• Earn the necessary credits as required for the Foundation High School Program
with at least the Multidisciplinary Studies endorsement as outlined by the Texas
State Board of Education;
• Complete the requirements to earn the Distinguished Level of Achievement;
• Achieve satisfactory performance on required state end of course assessments;
and
• Complete all requirements to sit for and receive an IB Diploma.
The requirements for a Westlake Academy diploma are identified in the chart below:
WA Resolution 19-06
Page 4 of 6
Westlake Academy Graduation Requirements
Foundation Plan with Multidisciplinary Studies Endorsement and Distinguished Level of Achievement
Group 1
STUDIES IN
LANGUAGE AND
Group 2
LANGUAGE
ACQUISITION
Group 3
INDIVIDUALS AND
SOCIETIES
Group 4
SCIENCES
Group 5
MATHEMATICS
Group 6
ARTS AND ELECTIVE
Foundation Plan English (2.0)
DP English Literature
(2.0)
Language B 1 (2.0)
Humanities 2 (2.0)
Government (0.5)
Economics (0.5)
DP Humanities (1.0)
Science (2.0)
DP Science (1.0)
Mathematics (2.0)
DP Mathematics (1.0)
PE (1.0)
Fine Arts (1.0)
MYP/DP Elective 3 (2.0)
TOK (1.0)
DP Group 6 (1.0)4
22.0
Multidisciplinary
Studies
Endorsement
and
Distinguished
Level of
Achievement
DP Language B5 (2.0)
DP Humanities (1.0)
DP Science (1.0)
All credits in Science
are required for
Distinguished Level of
Achievement
DP Mathematics (1.0)
All credits in
Mathematics,
including a credit in
Algebra II are required
for Distinguished
Level of Achievement
5.0
IB Requirements
Personal Project 6
Extended Essay
CAS
Based on
classes taken in
9-12 grade 7
4.0
4.0
5.0
4.0
4.0
6.0
Total
Credits
Earned
27.0
1 For transfer students lacking Language Acquisition credits, a student who enrolls in Grade 10 will have a requirement of 3.0 credits for Group 2, and a student who enrolls in Grade 11 will have a requirement of 2.0 credits for
Group 2. Transfer students will have to still fulfill all other credit requirements. The total credits earned may be decreased based upon the transfer credits but not to fall below the 26.0 minimum credits required by the state.
2 A student may choose Economics HL from Group 6 and this will satisfy the 0.5 credit of Economics requirement. However, this choice will decrease the total credits earned by 0.5 but not to fall below the 26.0 minimum credits
required by the state.
3 Electives will be determined based upon course offerings and overall student interest.
4 Depending on a student’s choice, DP group 6 courses can account for 1.0 or 2.0 credits.
5 For transfer students lacking Language Acquisition credits, a student who enrolls in Grade 10 will have a requirement of 3.0 credits for Group 2, and a student who enrolls in Grade 11 will have a requirement of 2.0 credits for
Group 2. Transfer students will have to still fulfill all other credit requirements. The total credits earned may be decreased based upon the transfer credits but not to fall below the 26.0 minimum credits required by the state.
6 Personal Project is a requirement for any student entering Westlake Academy during the first semester of Grade 10. Students who enter in G11 are exempt from the Personal Project.
7 Pre-High School Credits can be earned in Language B and Mathematics in Grade 7 and/or Grade 8. Students may be awarded up to 3.0 credits on their high school transcript, however these credits do not
count towards the Westlake Academy graduation requirements.
WA Resolution XXX
Page 5 of 6
Additional Endorsements – Westlake Academy students who complete the Westlake
Academy graduation requirements can also select and earn other endorsements as
defined in the Texas Education Code.
Eligibility to Participate in Commencement Ceremony – Westlake Academy seniors who
have satisfied all Westlake Academy requirements for graduation are eligible to
participate in the graduation ceremonies; however, disciplinary infractions may jeopardize
a student’s opportunity to participate in the commencement ceremony consistent with the
student code of conduct and any determination made by the Executive Director under the
code of conduct.
For students who have not successfully completed all coursework, an exception may be
made in the event that a senior lacks one (1) credit towards the graduation requirements.
The student must have a plan approved by the Executive Director to complete the credit
prior to the beginning of the next school year. No other exceptions to participation in the
graduation ceremony will be granted except as required by law.
Academic Recognition - Westlake Academy will encourage and recognize academic
achievement through the establishment of a class Valedictorian, Salutatorian and Honor
Graduates. These recognitions are determined based on a student’s Cumulative Grade
Point Average (CGPA) as recorded at the end of the third reporting period of a student’s
senior year.
Valedictorian and Salutatorian – The graduating senior with the highest CGPA will be
recognized as Valedictorian, and the graduating senior with the second highest CGPA
will be recognized as Salutatorian. In the event of a tie for Valedictorian, the students
will share the honor and no Salutatorian will be designated. Additionally, Valedictorian
and Salutatorian eligibility requires attendance at Westlake Academy for the six
consecutive semesters immediately preceding graduation. Further, the Superintendent or
his/her designee may deem a student ineligible for these recognitions if the student is in
violation of Westlake Academy’s student code of conduct, other school requirements,
Town code, or State codes.
Honor Graduates - A graduating senior whose weighted CGPA, is 90% or above will be
determined to be an Honor Graduate and will be duly recognized at commencement. The
Executive Director and his/her designee are granted the authority to include students
whose CGPA is 90% or above at the end of the final semester.
Rank in Class - Rank in class is determined by CGPA and will used for the purposes of:
• Identifying students eligible to obtain automatic admission to Texas public
universities based upon a university’s uniform admission policy and in accordance
with the Texas Education Code. This information will be reported directly to
institutions by Westlake Academy staff.
• Determining Valedictorian and Salutatorian.
WA Resolution XXX
Page 6 of 6
Outside of the above circumstances, Westlake Academy is a non-ranking high school.
Operational guidelines consistent with this policy will be detailed and published in the
Parent/Student Handbook.
In the event a student does not complete all Westlake Academy graduation requirements
by the end of the student’s twelfth (12th) grade year due to unexpected circumstances,
the student may seek Board approval for and the Board may approve an alternate
graduation plan consistent with the State’s foundation high school program requirements,
if it is determined to be in the best interest of the student.
Students Receiving Special Education Services – Westlake Academy will comply with
federal and state laws and regulations applicable to graduation requirements for eligible
students under the Individuals with Disabilities Education Act.
A student receiving special education services may use a course to satisfy a requirement
under the foundation high school program or a requirement for an endorsement only if
the student satisfactorily completes the course without any modified curriculum.
To the extent required by law, Westlake Academy will provide a summary of performance
for graduating students receiving special education services. This summary will consider,
as appropriate, the views of the parent and student and written recommendations from
adult service agencies on how to assist the student in meeting postsecondary goals as
well as any required evaluation information.
The Academy shall issue a certificate of attendance to a student who receives special
education services and who has completed four years of high school but has not
completed the student's individualized education program (IEP). A student eligible to
receive a certificate of attendance shall be allowed to participate in a commencement
ceremony with students receiving high school diplomas. A student may participate in only
one commencement ceremony under this provision.
Dates Amended:
10/05/15
11/02/15
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 # 5 – Future Agenda
Items
Board of
Trustees
Item # 6 – Adjournment
Regular Session