HomeMy WebLinkAbout06-08-20 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING
June 8, 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,
June 8, 2020 by video and 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.
PRESENT: President Laura Wheat and Trustees: Greg Goble, Rick Rennhack, Alesa Belvedere,
and Rajiv Trivedi.
Council Member Carol Langdon joined the videoconference at 5:18 p.m.
ABSENT: None
OTHERS PRESENT: Superintendent Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, Town Attorney
Stan Lowry, Town Secretary Todd Wood, Director of Information
Technology Jason Power, Director of Finance Debbie Piper, Director
of Facilities & Public Works Troy Meyer, Director of Communications
Ginger Awtry, Communications Manager Jon Sasser, Business
Manager Marlene Rutledge, Executive Director Dr. Mechelle Bryson,
PYP Principal Rod Harding, Dr. James Owen, and Registrar Kim
Gardner.
Regular Session
1. CALL TO ORDER
President Wheat called the Board of Trustees meeting to order at 5:02 p.m.
2. CITIZEN COMMENTS
President Wheat provided a brief summary of instructions to the public for citizen comments.
No one addressed the Board.
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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.
Graduation: Director of Communications Ginger Awtry provided an update on this item.
She stated that a great deal of positive feedback had been received about the event, and this
would not have been possible without the hard work provided by the municipal and academic
staff. She noted that the graduates and their families were very happy that they were able
to be together for this event.
Independence Day Holiday: The municipal offices will be closed for the Independence
Day Holiday on July 3rd. There will be no interruption with trash and recycling services, and
collections will occur on the regular Friday schedule that week.
Westlake Academy Employee Receives Award: Ms. Amy Hess was recently awarded
the University of Chicago Outstanding Educator Award. This award is for educators who have
made an outstanding impact on the lives of students, and nominations are received by the
university from students who are graduating. Ms. Awtry noted that Dr. James Owen had
received a nomination for this award as well.
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 May 4, 2020.
b. Consider approval of Resolution 20-06, renewing membership with the Region 11
Benefits Cooperative for the 2020-2021 school year.
c. Consider Resolution 20-07, verifying the completion of four (4) cybersecurity training
programs for all Westlake Academy employees and elected officials, as required by HB
3834 for all local government employees and elected officials through a certified training
program.
MOTION: Trustee Goble made a motion to approve the Consent Agenda.
Trustee Rennhack seconded the motion. The motion carried by a
vote of 5-0.
S. PRESENTATION AND DISCUSSION ITEMS.
a. Discussion regarding staff actions and associated items related to COVID-19.
Superintendent Amanda DeGan provided information on this item. She began by stating
that prior to the closure of the municipal offices on March 17th, some information was
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being received from the State of Texas as to what school operations might look like in
the fall. Staff worked diligently to develop a distance learning process from scratch in
a very short period of time. Students were moved to the distance learning platform
following spring break with great success. During this time, Westlake enacted an
Emergency Order providing the Superintendent with additional authority during the
pandemic and creating the requirement that the Superintendent update the Board of
Trustees on any policies that have been changed or suspended. During this time, the
policy pertaining to the grading scale has been altered, changing it to a pass/fail system.
Additionally, the required notarized affidavit to show residency has been suspended.
Facilities: Several deep cleanings have occurred on campus. Public Works and
Facilities Director Troy Meyer was asked to provide additional information. He stated
that efforts have been made to thoroughly clean after individuals have been in the
buildings, and general cleaning occurs on a daily basis. Committees have been formed
to address some of the operational changes that may be necessary when school re-
opens.
COVID-19 Planning: Superintendent DeGan then spoke about the planning efforts
that have been made with COVID-19. She stated that she has participated in many
discussions with local and state officials, including Superintendents from other school
districts to discuss strategies and ensure compliance with state and local requirements.
These meetings have resulted in positive and fruitful relationships with many other
entities that will prove to be valuable in the future. At this time, it is not known whether
schools will open regularly in the fall, continue distance learning exclusively, or offer a
hybrid of the two approaches. It is anticipated that additional TEA guidelines will be
released in the coming weeks.
Budget: During this time, staff has continued to work on the FY 20/21 municipal and
academic budgets. Superintendent DeGan indicated that efforts are being made to
identify monetary savings for the current year and next year. On June 22nd, a more in-
depth budget discussion will take place.
b. Discussion of the Distance Learning Academic Overview.
Executive Director Dr. Mechelle Bryson provided an update on this item. She began by
stating that our distance learning program has worked very well, and many compliments
have been received. She stated that it was necessary to change the learning goals and
processes to accommodate distance learning and set reasonable expectations for
students. This program has been designed to be in alignment with Westlake Academy's
Vision, Values, and Mission. During the most recent submission of the PEIMS report, it
was determined that 98% of students were engaged in the learning process and were
successful. Dr. Bryson praised the efforts of the teaching staff and their ability to "pivot"
onto a new platform for instruction. Some of the areas that staff will review in
preparation for the fall is grading, teaching new material, and vertical articulation.
A staff survey and student survey will be conducted to receive valuable feedback and
determine where distance learning can be improved and become more robust.
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c. Discussion of Senior Activities/Graduation Overview.
Dr. Bryson provided an update on this item. She stated that a great deal of positive
feedback had been received from students and parents. The leadership of Westlake
Academy felt that it was very important that our graduating seniors were properly
honored and recognized. There is interest in carrying some elements of the graduation
ceremony, parade, and the awards ceremony forward in future years.
6. COUNCIL RECAP / STAFF DIRECTION
President Wheat said she is looking forward to seeing the report showing the next steps
that will be taken as fall approaches.
7. FUTURE AGENDA ITEMS
None.
8. ADJOURNMENT
There being no further business before the Board, President Wheat asked for a motion to
adjourn the meeting.
MOTION: Board Member Trivedi made a motion to adjourn the Board of
Trustees meeting. Board Member Rennhack seconded the motion.
The motion carried by a vote of 5-0.
President Wheat adjourned the meeting at 6:36 p.m.
APPROVED BY THE TOWN COUNCIL ON AUGUST 24, 2020.
ATTEST:
4 V4
Tod Wood, Town Secretary
Laura Wheat, Board President
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