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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. Board of Trustees Minutes 06/08/20 Page 1 of 4 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 Board of Trustees Minutes 06/08/20 Page 2 of 4 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. Board of Trustees Minutes 06/08/20 Page 3 of 4 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 Board of Trustees Minutes 06/08/20 Page 4 of 4