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HomeMy WebLinkAbout05-04-20 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING MAY 4, 2020 In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020, the Westlake Academy Board of Trustees conducted its regular meeting at 5:00 p.m. on Monday, May 4, 2020 by telephone conference in order to advance the public health goal of limiting face-to- face meetings (also called "social distancing") to slow the spread of the Coronavirus (COVID-19). There was no public access to the physical location described above. A recording of the telephonic meeting was made and is available to the public. Regular Session 1. CALL TO ORDER Mayor Wheat called the meeting to order at 5:03 pm. 2. CITIZEN COMMENTS: This is an opportunity for citizens to address the Board on any matter whether or not it is posted on the agenda. Any person desiring to make a public comment must first press star -five (*5) on their telephone keypad to be placed in queue. The presiding officer will recognize callers based on the order of the queue, where they will be asked to state their name and address. Individual citizen comments are normally limited to three (3) minutes; however, time limits can be adjusted by the presiding officer. The presiding officer may ask the citizen to hold their comment on an agenda item if the item is posted as a Public Hearing. 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. The Board will receive the information, ask staff to review the matter, or an item may be noticed on a future agenda for deliberation or action. No one addressed the Board. 3. ITEMS OF COMMUNITY INTEREST: President and Trustee Reports on Items of Community Interest pursuant to Texas Government Code Section 551.041: 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. BOT Minutes 05/04/20 Page 1 of 6 Dr. Bryson responded to Trustee Rennhack's questions. She confirmed that the Academy had practices and procedures in place; however, it was felt that having an actual Board Policy was needed. Dr. Bryson felt that this policy was reflective of the importance of the mental health of our students, and this was equally important with academic achievement. The policy was formulated using several policies from surrounding school districts. Additionally, Dr. Bryson and the school counselors recently attended training on this topic, and some of these resources were used to draft the policy. This policy is divided into several main "stages": intervention, postvention, and staff training. Dr. Bryson emphasized the importance of the postvention stage, where ongoing support would be available for each child after the intervention stage. Trustee Rennhack then asked if this policy would incur any additional liability to Westlake Academy. Dr. Bryson said that she would obtain this answer. Trustee Langdon asked if there was a suicide prevention hotline in place. Dr. Bryson noted that there was, and it had been in place for two years. This number is published on the Academy's website, as it is a requirement of Texas Education Administration (TEA). President Wheat asked Dr. Bryson if the school had established any partnerships with organizations regarding suicide prevention. Dr. Bryson stated that the Academy maintained a list of resources, partners, and facilities that are provided to parents of children who are in crisis situations. President Wheat offered the thought that perhaps this list could be published on the school's website as a resource. President Wheat asked Trustee Rennhack if these explanations satisfied his questions, and he confirmed that it did. President Wheat then asked for a motion to approve the policy. MOTION: Trustee Rennhack made a motion to approve Resolution 20-04, listed as Item 4c on the Consent Agenda, related to the Suicide Prevention Policy. Trustee Belvedere seconded the motion. The motion carried by a vote of 5-0. b. Discussion regarding staff actions and associated items related to COVID-19. Superintendent DeGan provided an update regarding the impacts of COVID-19 and the initiatives that were currently being undertaken by staff. This update had four main parts: distance learning, closure of the school campus, the graduation ceremony, and future items related to reopening in the fall. Mrs. DeGan asked Dr. Bryson to speak first on the distance learning portion. Distance Learning: Dr. Bryson stated that she was very proud of our teachers, who have done an amazing job pivoting their educational approach during the pandemic. Teachers are now meeting on a weekly basis and have become more comfortable with the use of technology for online instruction. She also applauded the integration of Choice Boards in the PYP curriculum. The Personal Project will be a virtual exercise this BOT Minutes 05/04/20 Page 3 of 6 year, and staff is working with students through technology to ensure the best outcome for success. The Spanish and French Individual Assessments have also been completed and upload accordingly. President Wheat asked Dr. Bryson what we have learned from this experience and what we would implement going forward. Dr. Bryson noted in the event that we were not able to reconvene in August, the first thing would be to celebrate as a team the successful pivoting to distance learning. The second point of reflection would be what we have learned through this process, and how any disruption we have experienced has created innovation. President Wheat then asked if there was a place in the future for distance learning. Superintendent DeGan responded by saying that this could be not only an option for the future, but also something that students may ask for and be allowed by TEA in the future. Trustee Rennhack asked if distance learning might be an opportunity in the future to expand course offerings, and if there was any discussion in the IB world as a possibility. D. Bryson was not aware of any discussions at this time. However, she would obtain the answer to this question. Superintendent DeGan added that the TEA Commissioner has truly "thought outside the box" in terms of distance learning, PIEMS reporting, and other aspects of education to the betterment of the educational experience for students. Dr. Bryson then confirmed that all summer camps have been cancelled after an inquiry from President Wheat. She also confirmed that the college admissions process with Mr. Tippen has gone very well after an inquiry from Trustee Barrett. She noted that some colleges would include SAT and ACT scores as a component for admission during the fall. Closure of the School Campus: Dr. Bryson provided plans will be made in the coming week have been made for students to pick up any remaining personal property from the school campus and returning their technology resources. This would be done in phases and returned property would be disinfected accordingly. Teachers would receive a checklist of closure procedures for their classrooms and coordinating the return of personal property to students when technology items are returned. Sports uniforms would be returned at a different area. Graduation ceremony: Superintendent DeGan stated that senior graduation would be held at Texas Motor Speedway in order to meet health guidelines. This facility would provide the ability to have their graduation broadcast on a very large screen, while maintaining social distancing and creating as much of a traditional ceremony given the challenges that we are facing. Trustee Barrett asked whether masks would be required during the photo portion of the graduation. Mrs. DeGan confirmed that would be the case. She also confirmed her recommendation that members of the Board of Trustees do not attend the ceremony; BOT Minutes 05/04/20 Page 4of6 as this was the case with other districts. Trustee Goble praised the efforts to staff and leadership. Dr. Bryson provided additional information of the specific steps that would be required for graduates, families, and staff. President Wheat commented that the amount of thought that had gone into this event was "mindboggling". Future items related to Fall 2020: Superintendent DeGan stated that she had participated in several conversations with other Superintendents regarding this issue. One concern from other districts was what enrollment may look like if distance learning was allowed and chosen, which could affect enrollment numbers. Dr. Bryson was hesitant to speak on this topic, as this situation may have changed many things that have not been fully vetted by staff. Superintendent DeGan wanted to emphasize to the Board that this was a matter that was being looked at carefully, as it has been a topic with public education around the state. President Wheat asked Dr. Bryson what effect this may have on enrollment numbers going forward. Dr. Bryson stated that this was unknown as this point, but the budget was being built on 885 students for the 2020-2021 school year. 6. BOARD RECAP / STAFF DIRECTION a. The Suicide Prevention Policy will be sent to the Board. b. Reflection of what `good" has come from this, and what we would like to see replicated in the future, if necessary. 7. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and/or Board meeting, under "Future Agenda Item Requests", an agenda item for a future Board meeting. The Board Member making the request will contact the Superintendent with the requested item and the Superintendent will list it on the agenda. At the meeting, the requesting Board Member will explain the item, the need for Board discussion of the item, the item's relationship to the Board's strategic priorities, and the amount of estimated staff time necessary to prepare for Board discussion. If the requesting Board Member receives a second, the Superintendent will place the item on the Board agenda calendar allowing for adequate time for staff preparation on the agenda item. None. 8. ADJOURNMENT MOTION: Trustee Goble made a motion to adjourn. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0. Mayor Wheat adjourned the meeting at 6:13 p.m. BOT Minutes 05/04/20 Page 5 of 6 APPROVED BY THE TOWN COUNCIL ON JUNE 8th, 2020. ATTEST: LaL W eat, Mayor TOd Wood, Town Secretary BOT Minutes 05/04/20 Page 6 of 6