HomeMy WebLinkAbout03-03-14 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.
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WESTLAKE ACADEMY
Vision Statement
Westlake Academy inspires 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
March 3, 2014
WESTLAKE TOWN HALL
3 VILLAGE CIRCLE – 2ND FLOOR
WESTLAKE, TX 76262
COUNCIL CHAMBERS/MUNICIPAL COURT ROOM
Workshop Session 5:00 p.m.
Regular Session 6:00 p.m.
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Work Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. REVIEW OF CONSENT AGENDA ITEMS FOR THE MARCH 3 , 2014, TRUSTEES
REGULAR MEETING AGENDA.
4. REPORTS
Reports are prepared for informational purposes and will be accepted as presented.
(there will no presentations associated with the report items) There will be no separate
discussion unless a Board Member requests that report be removed and considered
separately.
a. Update on the progress of Spanish alignment at Westlake Academy.
5. DISCUSSION ITEMS
a. Introduce Mechelle Bryson, Ed.D. as the Academy's Executive Principal/Director of
Education. (5 min)
b. Presentation and Discussion (annually) of the planned activities of the House of
Commons . (10 min)
c. Discussion of the expansion enrollment for the 2014-2015 school year and current
student census. (20 min)
d. Update and discussion regarding Westlake Academy Phase I expansion project and
enrollment projections. Standing Item (15 min)
6. BOARD RECAP / STAFF DIRECTION
7. ADJOURNMENT
Regular Session
1. CALL TO ORDER
2. CITIZENS' PRESENTATIONS AND RECOGNITIONS: 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.
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3. 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 February 10, 2014, meeting.
b. Consider approval of Resolution 14-02, Missed Instructional Day Waiver.
c. Consider approval of Resolution 14-03, Amending the Westlake Academy
Personnel Manual adding a Compensated Holidays policy.
4. BOARD CALENDAR
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, 3 Village Circle, on
February 26, 2014, 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.
Westlake Academy
Item # 2 – Pledge of
Allegiance
Texas Pledge:
"Honor the Texas
flag; I pledge
allegiance to thee,
Texas, one state under
God, one and
indivisible."
REVIEW OF CONSENT AGENDA ITEMS
a. Consider approval of the minutes from the January 13, 2014, meeting.
b. Consider approval of Resolution 14-02, Bad Weather Wavier.
c. Consider approval of Resolution 14-03, Amending the Westlake Academy
Personnel Manual adding a Compensated Holidays policy.
Westlake Academy
Item # 3 –
Review of Consent
Agenda Items
REPORTS
Reports are prepared for informational purposes and will be accepted as presented.
(there will no presentations associated with the report items) There will be no separate discussion
unless a Board Member requests that report be removed and considered separately.
a. Update on the progress of Spanish alignment at Westlake Academy.
Westlake Academy
Item # 4–
Reports
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WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP / MYP / DP Meeting Date: 03.03.14
Staff Contact: Dr. Andra Barton Report
Director of Curriculum and Instruction
Subject: Update on the progress of Language B alignment at Westlake Academy.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
This report relates directly to Westlake Academy’s Vision of inspiring “students to achieve their
highest individual potential…” and the Mission of “an internationally minded education in the
highest quality…”
FISCAL IMPACT
Funded Not Funded X N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
No action is required at this time.
ATTACHMENTS
1. Language B update on progress at Westlake Academy.
1
Westlake Academy Language B Update
2013-14
At the September 9, 2013 Board of Trustees meeting, staff presented a report on the
Language B services for Westlake Academy. Staff updated the board on progress of
those efforts at the December meeting. The purpose of this report is to provide an
update of progress made within the Language B area for the past two months.
Overview
* A Language B committee is coordinated at the campus level by Dr. Andra
Barton. This committee is comprised of all Language B teachers, the PYP,
MYP & DP Coordinator along with campus administration. The intention of
this committee is to examine areas of improvement within the current Language
B department. Three areas were identified as needing support:
* Curriculum development and management
* Schedule options, which maximize student engagement
* External student assessment, which supports the need for on going
data collection by the organization
Update and Progress:
Curriculum Development & Management
* The International Baccalaureate Organization has further defined the
strands needed for attaining an additional language. Those include:
listening, reading, grammar/mechanics, vocabulary/spelling and oral
communication. The prior strands identified and reported during the
December meeting were changed to this updated model. This was done to
ensure going forward Westlake Academy curriculum work would be aligned
with the International Baccalaureate Organization and their newest
recommendations.
* Vertical alignment of the “skills” needed for each level is being defined
and written with student expectations. The State of Texas does not have
“TEKS” in Spanish and French strands similar to other subjects, therefore
we are creating a roadmap of skills needed for attainment that align with
successful completion of the diploma years programme. This alignment ,
while on going in nature, will be in final draft form by March.
2
* The coordinators will deliver an increased focus on unit planners in March
– May that is aligned with the vertical articulation of skills being taught.
* All documents will be maintained on the web-based system, IB Learns.
Our PYP and MYP coordinator visited their home offices in Buffalo New
York (Feb 19th-21st) to ensure services were aligned with Westlake
Academy. Specifically, IB Learns is finalizing the MYP unit planner
module based on the “New Chapter” being released by the IBO. The skills
identified for attainment at each level will then be listed as a drop down box
to ensure continued alignment is being developed within the curriculum
model.
* The committee work has built foundational efforts on relationship building
among the K-12 Language B teachers. The teachers beginning to
communicate and plan when seeing each other at the campus level now
evidence these efforts.
Scheduling Options
* The Language B team is recommending different scheduling options for
students. If there is a budgetary impact then it will be presented during that
phase of planning for the upcoming school year.
Assessment Options
* A sub-committee is looking at different qualitative assessment instruments
for implementation during the 2014-15 school year. The committee
recognizes the belief that solid data collection is needed to ensure the
curriculum is aligned, teacher effectiveness and ultimately student
engagement is maximized.
DISCUSSION ITEMS
a. Introduce Mechelle Bryson, Ed.D. as the Academy's Executive Principal/Director of
Education. (5 min)
b. Presentation and Discussion (annually) of the planned activities of the House of
Commons. (10 min)
c. Discussion of the expansion enrollment for the 2014-2015 school year and current
student census. (20 min)
d. Update and discussion regarding Westlake Academy Phase I expansion project and
enrollment projections. Standing Item (15 min)
Westlake Academy
Item # 5–
Discussion Items
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WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP / MYP / DP Meeting Date: March 3, 2014
Staff Contact: Tom Brymer Discussion
Superintendent
Subject: Introduction of Mechelle Bryson, Ed.D. as the Executive
Principal/Director of Education for Westlake Academy.
EXECUTIVE SUMMARY
Westlake Academy has just concluded an international search to fill the position of Executive
Director/Director of Education at Westlake Academy. This agenda item is intended to allow Dr.
Mechelle Bryson, our new Executive Principal/Director of Education, to be formally introduced
to the Board of Trustees and visit with the Board at her first Board of Trustees’ meeting since
assuming her new position with WA on March 1, 2014.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
FISCAL IMPACT
Funded Not Funded N/A at this time.
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RECOMMENDATION / ACTION REQUESTED/ OPTIONS
None at this time.
ATTACHMENTS
• Feb. 15, 2014 WA Communique Announcing Dr. Bryson’s Appointment
1
WA Parents’ Communiqué!
From Superintendent Tom Brymer
February 15, 2014
New Executive Principal/Director of Education to Join the WA Team
I am pleased to announce the appointment of Mechelle Bryson, Ed.D. as the Academy’s
Executive Principal/Director of Education. In this role Dr. Bryson will be serving as the senior
on-campus educational leader at Westlake Academy. Dr. Bryson’s direct reports will include
PYP Principal Rod Harding, MYP Principal Dr. Andra Barton, and Administrative Coordinator
Ben Nibarger. In her role as Executive Principal, Dr. Bryson will also have direct over sight of
the G11-12 Diploma Programme.
Dr. Mechelle Bryson is an experienced, professional educator with a core belief that “all children
can learn.” Dr. Bryson brings almost 30 years of education and instructional leadership
experience to Westlake Academy. Throughout her education career, Dr. Bryson’s roles and
responsibilities have increased in a steady progression from the classroom to that of an education
executive leader. Included in her professional experience has been the design, implementation,
and successful transition of IB programmes into a public school setting.
Dr. Bryson describes herself as an “achiever and an activator,” and sees herself first as a teacher,
but most importantly, as an instructional leader. Known for being able to inspire teachers and
cultivate a student centric culture, Dr. Bryson’s range of experience includes years as a debate
teacher, principal and assistant principal, as well as leadership roles in a high performing school
district. A strong believer in on-campus collaboration and utilizing guiding coalitions as a key to
inspiring teachers, she believes the development of individuals and teams is critical for the
ultimate success of any school. Additionally, Dr. Bryson’s peers and previous administrators
alike consistently describe her as an educational leader that always puts students first in her
decision making. She has a “passion for kids” regardless of their learning abilities or level, and
considers herself humbled by the opportunity to serve in a profession that thrives on lifelong
learning.
Coming to Westlake Academy from her most recent position as Director of School Improvement
with the fast growing Coppell Independent School District, Dr. Bryson has experience with a
number of educational initiatives that have had direct impact on improving student learning,
including the International Baccalaureate Curriculum. Dr. Bryson is an impassioned believer in
the merits of IB and advocates that there are three important strategies to consider in ensuring
continued success and maintenance of all three IB programmes; vertical articulation of the IB
learners’ profile, the instructional design of constructing and deconstructing knowledge, and
meaningful international-mindedness integration.
2
In addition to her extensive education experience, Dr. Bryson holds Bachelor of Science in
Education and Master of Educational Administration degrees from the University of North
Texas. She is also a graduate of Baylor University’s education doctoral program with a Doctor
of Education degree. Dr. Bryson has earned a Texas Superintendent Certification and is a
member of the Association for Supervision Curriculum & Development, the Texas Association
of School Administrators, and Pi Lambda Theta. Additionally, she has co-authored and
published two pieces of education work in 2010 with another submitted in 2013 for publication.
Dr. Bryson is married and she and her husband Tom have one child. Dr. Bryson’s first day with
Westlake Academy will be March 1, 2014.
Dr. Bryson has been through an extensive international search and interview process and has
“risen to the top” amongst a field of very well qualified candidates. I know that you will all join
me in welcoming Dr. Mechelle Bryson to the Westlake Academy family with open arms and
excitement as we continue this journey together to provide our students with an internationally
minded education of the highest quality, inspiring them to achieve their highest individual
potential in a nurturing environment.
Tom Brymer
Town Manager/Superintendent Westlake Academy
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WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP / MYP / DP Meeting Date: March 3, 2014
Staff Contact: Amanda DeGan Discussion
Assistant Town Manager
Subject: Presentation and Discussion (annually) of the planned activities of the
House of Commons.
EXECUTIVE SUMMARY
Per the Council/BOT Advisory Board/Affiliates policy, at least annually all Town advisory
boards and Westlake Academy affiliate groups will meet with the Council and/or Board of
Trustees to discuss their past year’s activities and those planned for the next twelve months. The
purpose of this workshop presentation is to engender coordinated planning and collaboration
between the Board and the Westlake Academy Foundation in the pursuit of the Board’s strategic
objectives for the Academy.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
Why do we need governance guidance? Which policy governs this? What addit ional direction
is necessary?
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Receive the HOC’s report, ask questions, and engage in collaborative dialogue and feedback to
and with current President about the future plans of the affiliate group.
ATTACHMENTS
Advisory Board and Affiliate Communications Policy
2008
Town of Westlake /
Westlake Academy
Town Council / Board of Trustees
CITIZEN ADVISORY
BOARD/COMMITTEE/AFFILIATE RELATIONS
AND COMMUNICATIONS POLICY
1
(adopted December 8, 2008)
CITIZEN ADVISORY BOARD/COMMITTEE/AFFILIATE
RELATIONS AND COMMUNICATIONS POLICY
Contents
I. POLICY PURPOSE. ................................................................................................................................... 2
II. POLICY GOALS. ........................................................................................................................................ 2
III. POLICY PARAMETERS ............................................................................................................................. 2
A. Annual Meeting with Board. ............................................................................................................ 2
B. IRS Tax‐Exempt Status Requests. ..................................................................................................... 3
C. Use of Town and Academy Name, Resources, and Logos. .............................................................. 3
D. Fiduciary/Stewardship Responsibilities and Requirements. ........................................................... 3
2
(adopted December 8, 2008)
I. POLICY PURPOSE. To establish a clear framework and process for enhanced
collaborative interaction, communication, and mutual understanding of roles and
responsibilities between the Town Council (TC) and the Board of Trustees (BOT) and
their various citizen advisory boards, commissions, committees, and organizations
affiliated with the Town of Westlake and/or Westlake Academy.
II. POLICY GOALS. The goals of this policy are:
A. Enhanced two-way communication between the TC/BOT and its various advisory
boards, commissions, committees and affiliate organizations (and vice versa).
B. Reaching mutual agreement regarding annual programs of work for these various
citizen advisory boards, commissions, committees, and affiliate organizations to
enhance and assist in the pursuit of the TC’s/BOT’s strategic priorities.
C. Achieving a common paradigm that all advisory boards, commissions, committees,
and affiliates of the Town of Westlake and Westlake Academy exist to further the
TC/BOT strategic agenda and are under the direct control of BOT/TC or, if they are a
Westlake Academy affiliate, are under the day-to-day direction of the Head of
School.
D. Creating a clear understanding, coordination, and agreement by the TC/BOT and its
citizen advisory boards, commissions, committees, and affiliate organizations as to
each group’s role, function, and scope of responsibility in terms of their relationship
to the Town of Westlake and/or Westlake Academy.
E. Establishing a direct link between Westlake Academy, its Head of School, and the
Academy’s Senior Management Team as being the first point of contact for
coordinating the activities of Westlake Academy affiliates.
III. POLICY PARAMETERS. To achieve this policy’s purpose and goals, the following
parameters are put in place:
A. Annual Meeting with Board.
All TC/BOT advisory boards, committees, commissions, and affiliate organizations shall
meet at least annually with the TC/BOT to:
1.) Report on progress to date in implementing that group’s program of work for the
current fiscal year
2.) Review a proposed program of work for the coming fiscal year as well as submit any
budget requests and requested staff resources for this proposed program of work.
Said program of work will be discussed within the context of the organization’s
program of work carrying out the TC’s/BOA’s strategic plan for both the Town and
Westlake Academy. All funding requests should be submitted not later than the July
1st prior to the upcoming fiscal year. Requests received after that time will not be
considered until the following fiscal year.
3.) Review fund raising activities underway or planned to support the current or
proposed plan of work.
3
(adopted December 8, 2008)
4.) The chair of each advisory board, committee, and/or affiliate organization shall
schedule this annual meeting (or more frequent if needed) through the Town
Secretary’s office. The TC/BOT may choose to hold these meetings one or two
times per year.
5.) All affiliates of Westlake Academy, prior to meeting with the TC/BOT, will meet with
the Head of School to make sure they their proposed efforts are coordinated through
the Head of School and his/her designates.
B. IRS TaxExempt Status Requests.
All advisory committees, commissions, boards, and affiliates seeking tax-exempt status
from the Internal Revenue Service 501(c)3 must receive prior approval from the
TC/BOT. When submitting a request to the TC/BOT to apply for this IRS 501(c)3 status,
the organization wishing to apply must be able to demonstrate and illustrate to the
TC/BOT the benefits of this status for achieving TC/BOT strategic priorities as well as
the advantages of this designation not currently afforded by the Town’s existing tax-
exempt status. Further, the organization requesting to apply for this 501(c)3 status
must be able to demonstrate to the TC/BOT their organizational capacity to administer
and comply with all IRS regulations related to this status on an on-going basis.
C. Use of Town and Academy Name, Resources, and Logos.
Any advisory board, commission, or committee, as well as affiliate organizations of the
Town or Westlake Academy, that wish to begin using the Town or Academy’s name or
logo in their operational efforts must receive prior approval from the TC/BOT. Said
approval can be withdrawn at any time by the TC/BOT. Additionally, any on-going use
of Town facilities, resources, and staff by an advisory committee, commission, board, or
affiliate must be requested through the Town Manager’s office and is subject to his/her
approval prior to on-going utilization of those resources. Requests to add organizations
covered by this policy to the Town’s insurance policy shall be submitted to the Town
Manager for his prior approval before any insurance coverage is extended. If approved,
the annual cost of this insurance shall be borne by the requesting organization.
Requests to add staff to support any advisory board, commission, committee, or affiliate
shall be made through the Town Manger’s office as a part of the annual budget
preparation process and must be approved in advance by the TC/BOT. This request will
include the identification of funding resources to pay for this position, the operational
reporting arrangement for this position, and which payroll/insurance program this
position will fall under.
D. Fiduciary/Stewardship Responsibilities and Requirements.
All advisory boards, commissions, committees, and affiliates that expend funds through
their own bank accounts must first have TC/BOA approval to have separate bank
accounts. All such groups will also submit their financial control procedures to the Town
Manager or his/her designate for review and approval as to providing acceptable internal
control on collection and expenditure of funds from these bank accounts.
4
(adopted December 8, 2008)
Additionally, if this approval for separate bank accounts is authorized by the TC/BOT, a
timely annual audit of this account(s) shall be submitted to the Town Manager or his/her
designate for presentation to the TC/BOT. Said audit may be conducted by an external
CPA auditing firm or may be conducted by the Town’s Director of Finance with that
decision being made by the Town Manager depending on staff workload requirements at
the time. Since the Westlake Academy Foundation has IRS 501(c)3 status at the time of
the adoption of this policy, that organization shall, at its cost, utilize the same external
auditor concurrently used to audit Westlake Academy finances. This Westlake Academy
Foundation audit shall be prepared on a timely basis for presentation to the TC/BOT at
the same time that the Academy’s audit is presented.
For those advisory boards, commissions, and committees funded by the TC/BOT
through the Town or Academy approved budget, use of approved budgetary allocations
shall be made on transaction by transaction basis. That is, the chair or president of that
organization will identify the vendor they wish to utilize, contact the Town’s Director of
Finance, and submit necessary invoices so that the vendor can be paid by the Town for
goods/services rendered to that advisory committee, commission, or board from their
TC/BOT approved budget. Use of approved Town budgeted funds by these
organizations shall be in accordance with State purchasing statutes and Town
purchasing policies.
All by-laws for proposed for citizen advisory boards, commissions, committees, and
organizations affiliated with the Town of Westlake and/or Westlake Academy shall first
be reviewed and approved by the TC/BOT.
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WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP / MYP / DP Meeting Date: March 3, 2014
Staff Contact: Amanda DeGan Discussion
Assistant Town Manager
Subject: Discussion of the expansion enrollment for the 2014-2015 school year and
current student census
EXECUTIVE SUMMARY
In November, we presented to the Board an outline of the proposed expansion framework for SY
14/15. The framework/action plan delineates a series of internal steps staff is pursuing during
the current school year to help support the new students, staff and facilities. These steps include:
• Student Enrollment / Lottery – Chair: Ben Nibarger
• Induction Processes – Chair: Lynne Hale / Vicki Nees
• Teacher / Support Staff Recruitment – Chair: Dr. Andra Barton
• Transition of G6 to MYP – Chair: Dr. Andra Barton / Rod Harding
• Impact of Increased Enrollment – Chair: Principals
• Facility / Physical Location of Rooms, etc. – Chair: Troy Meyer
• Contingency Planning – Chair: Troy Meyer
The sub-committee chairs are listed above and they are working in tandem with the larger
Steering Committee to implement the processes necessary to on-board students and help ensure a
smooth expansion. Staff will provide an update of the proposed plans for Council review.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
Why do we need governance guidance? Which policy governs this? What addit ional direction
is necessary?
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Discussion and feedback regarding the expansion framework.
ATTACHMENTS
Working Copy – Expansion Planning Framework
Page 2 of 2
Student Induction – Potential Action Plans
2014 – 2015 Expansion Planning Committee
Working Copy
1
EXPANSION PLANNING FRAMEWORK
Steering Committee – Amanda DeGan
Tom Brymer, Dr. Bryson, Rod Harding, Dr. Barton, Ben Nibarger, Dr. Myers
To Do:
1. Follow-up on letters to parents – re: graduation status?
2. Employee reviews?
a. Determine list of those positions we need to hire for?
3. Communicate LEAD strategy for remainder of year to team.
4. Secondary Grading Policy – check with Ben on status for BOT agenda
5. Trips Policy – continue to work through steps – consult Dr. Bryson (if time allows)
a. Set focus groups
Student Enrollment – Ben Nibarger
Patty Frey, Jill Howard, Alan Burt, Vicki Nees, Lynne Hale, Kirsty Wilkinson, Christian McCartney
Timeline (overall this is a 12-16 week process per Ben)
• Pre-enrollment (Began in November/December for siblings – February for lottery)
o Large Group Meeting (Three Groups: G6, G7-10, G11) (Need date: 2/25, ¾, and 3/6)
(Principals)
Email invitations – DONE (Patty & Ben)
Student led tour (Emily Paulson) – Student Presentation (Principal &
Counselors)
o Packet – talking points for large group discussions (Course sequence, syllabi, sample
course work, student stories, student expectations, parent expectations, transition dip,
etc.) (Coordinators & Principals)
Prepare packets for distribution (Administrative Assistants)
o Individual Student Meetings (Principals, Patty, Vicki, Lynne, Kirsty, Christian)
Develop online data collection tool (Ben & Maru)
o Student Discipline Affidavit (Janet Bubert)
o Student transcripts
o Three questions for student & parents
o Define common time each week for meetings (Begin in November/December)
o Develop video of student(s) in each grade level to show during meeting
o Talk frankly about the rigor, expectations, struggles, benefits, etc. (Ben &
Maru)
Action plan for students that are going to need to catch up (Principal, HODs)
• School Schedule (Completed by February) (Principal, et al)
o Schedule completed in scheduling application (Completed by January)
2014 – 2015 Expansion Planning Committee
Working Copy
2
o Student schedules assigned (Completed by February)
• Student Registration (Begin in April) (Vicki, Lynne & Jill)
o TxMyZone Goes Live (Secondary) (Jill, Lynne & Christian)
• Lottery (Patty & Ben)
o Application (Dec – Jan) – DONE (Patty, Maru & Ben)
o Lottery Drawing (February) – DONE (Administrative Assistants & Ben)
= Development of evaluatory materials? Helps parents decide if WA is the ‘right fit’ for their
family/student.
o Push-piece (online survey/brochure?)
o You will know WA is a good fit if… type questions.
New Student Induction: Lynne Hale / Vicki Nees
Lynne Hale, Heather McCown, Kirsty Wilkinson, Christian McCarthy
• New Student Orientation
o Fish – camp?
o Shadowing for a day or few days?
o Could we ‘shadow with siblings this fall?
o Day-in-the-life of a WA student
o Social mixer?
o 10 biggest surprises for new WA students – written by new students
o Peek inside the classroom for parents?
- 1/21/14 – First meeting held in January. Lynne Hale to run with this subcommittee
for the remainder of the SY.
- 2/4/14 – Met and followed up on items brainstormed in January.
- 2/18/14 – Affiliate group involvement well underway; Still checking with outside
providers for on-boarding assistance; teaching days to be scheduled and divided
amongst sections; DP & Admin. has FAQ we can utilize; Section on web page
specific to expansions discussed.
Teacher / Staff Recruitment – Andra Barton
Kirsty Wilkinson, Alan Burt, Christian McCarthy, Rod Harding, Alison Schneider, Ben Nibarger, Todd Wood
• Hiring of teaching staff and support staff
o How many to be hired for this year as new/incoming staff?
o How many due to attrition?
o Staff evaluations due by 12/7/13 – any employee improvement plans?;
send all reviews to Dr. Barton by 12/15/13
o Observations in classroom
o Determine potential vacancies for following SY
o Final determinations by 02/28/14
• Hiring avenues
- Local job fa irs
2014 – 2015 Expansion Planning Committee
Working Copy
3
- Word-of-mouth
- Advertisements (local/websites, etc.)
- What is the status of the final list of open positions due to expansion?
- List of potential teacher positions to fill for next year?
- Secondary reviews are almost complete – Dr. Barton is meeting with each teacher after
in-classroom observations. Has reviewed all personnel files provided by Dr. Calzini.
- Rod to provide support where necessary to Dr. Barton
6th Grade to MYP Transition – Andra Barton/Rod Harding
Deborah Peebles, Kirsty Wilkinson, Alan Burt, Andra Barton, Craig Talley
• Determine 6th Grade instructional model
• Determine HR needs for Grade 6
• Classroom teachers
• Arts / PE
• French / Spanish
• SPED / 504
• Determine timetable and schedule for instructional model
• Eight subject areas
• Curriculum Alignment
• Fifth Grade to Sixth Grade
• Fourth Grade to Fifth Grade
Increased Number of Students – Principals
Alan Burt, Craig Talley
• Lunch Schedule
• Student Schedule
Facilities / Physical Locations – Troy Meyer
Rod Harding, Alan Burt, Kirsty Wilkinson, Christian McCarthy
• Review of grand plan for classroom allocation
• Timeline of re-location
• MYP to new facility
• PYP to MYP
• Additional resources needed:
• Desks
• Chairs
• Instructional materials
2014 – 2015 Expansion Planning Committee
Working Copy
4
- Meeting scheduled for first week of March – Dr. Bryson, Dr. Barton, Rod Harding,
Troy Meyer, Ben Nibarger, Kirsty Wilkinson, Christian McCarthy, Alan Burt, Dr.
Myers
Contingency Plans – Troy Meyer
Ginger Awtry, Debbie Piper
• Determine school opening scenarios and responses
• Security updates due to new buildings / work with police staff
Other Considerations
• New office space: Troy Meyer
• Director of Education / Executive Principal
• Curriculum Coordinator
• Impact on 5th Grade – Allison Schneider
• Exhibition
• Foundation Opportunities
• Communication and Public Relations: Needs and Opportunities
1
Potential Action Steps to Help w/Transition of New Incoming Students
Teachers Group Kids Cohort Parent Body
1/21/14 - Grade appropriate
study halls built into the
schedule (e.g. 11th/12th together
and 9th/10th together)
2/4/14 – Heather will continue
to work with the MYP/DP
Coordinators to finalize the
concepts associated with the
study hall restructure proposal.
She will also speak with Ben
about potential budget impacts
and work with Craig/Clint, etc. to
help with scheduling concerns.
Would like to resurrect the
Blacksmith concepts and expand
to study skills/organizational
skills/school culture/focused
homework assistance, etc.
1/21/14 - Fish Camp – possibly
hosted by outside group who
specializes in this type of process
2/4/14 – Vickie has contacted
two different groups ‘Kick-off’
and ‘Boomerang’ explore the use
of their services to help with
programs available on campus.
We should have the proposals
for both groups in by mid-
February; we will discuss the
details at the next meeting.
Initial costs are thought to be
between $2,500 - $6,000.
1/21/14 - HOC/WAF/WAAC –
assist in welcoming parents into
the WA culture
2/4/14 – Vickie has spoken with
the affiliates and they are very
interested in hosting a gathering
for the new families to form
relationships and welcome the
new parents. We will discuss
possibilities further at next
meeting.
1/18/14 – Vickie has asked Jill
Howard to help with this task;
we believe they have discussed
the use of ‘coffee breaks’ to
mix/mingle with new families –
some sort of themed concept to
discuss athletics, house
assignments, uniforms, etc.
1/21/14 - Increased
communication with parents –
between teachers/parents in
one-on-one setting, via
electronic means, or phone;
explain to teachers what are the
expectations and methods to
communicate effectively
1/21/14 - Peer Mentors – Buddy
System
2/4/14 – tabled this concept
until we finalize the two
proposals mentioned above.
1/21/14 - Open House –
teaching day; parents can
proceed through stations by
groups to experience a typical
lesson at WA.
Record classrooms for inquiry
based learning examples – use
the video to increase
access/communication with
parents; put on the website
2/4/14 – teaching day (to convey
the IB teaching methodology)
still a possibility; Kirsty is in favor
of a day and evening option to
allow for greatest attendance.
Will also need to check with Ben
to see if we can video a typical
classroom lecture and post on
the website as an informational
2
piece for new and potential
families.
Possibly group these sessions by
section or groups of sections to
help give accurate portrayal of
the lessons.
1/21/14 – Check with Ben for
lottery numbers.
1/21/14 - Use of online
planners/teacher websites to
convey the upcoming
assignments and foster support
at home with parental follow-up
1/21/14 - Blacksmith Class – was
removed per teacher request;
could be used to help re-enforce
study habits, organizational
skills, culture questions from
students, IB Learner profile traits
2/4/14 – See above
1/21/14 - FAQ publication for
new parents
2/4/14 - FAQ – can be gathered
from documents and other
forms Patty may have already
have compiled.
02/18/14 – DP also has an FAQ
that can be used for the
publications. Christian can send
it out to the group.
1/21/14 - New student handout
– where items are located on
campus or pair them up with
another student to help with
explanations; might consider
both as some students won’t
adequately convey the
information
2/4/14 – Suggested that we
have the new student’s
schedules ready before the first
day of school – and during
‘teaching sessions’ show them
where their classrooms and
lockers will be.
1/21/14 - Communication
processes explained to incoming
parents – how best to get
information about
curriculum/classroom issues.
2/4/14 – Discussed the need for
a comprehensive staff/faculty
publication – with a short ‘blurb’
about what each person teaches
and possible photos of the staff.
Would also like to see this linked
to the website.
02/18/14 – Discussed the
possibility of creating a web page
that can be dedicated to
incoming students/families
1/21/14 – Involved the Student
Council and possible house
orientations.
2/4/14 – Vickie will follow-up
with the groups and work to
develop a plan to include StuCo.
Standing agenda item during the construction project
g. Update and discussion regarding Westlake Academy Phase I expansion project and
enrollment projections.
Westlake Academy
Item # 5d – No
Supporting
documentation
BOARD RECAP / STAFF DIRECTION
Westlake Academy
Item #6
Board Recap /
Staff Direction
Westlake Academy
Item # 7 –
Workshop
Adjournment
Back up material has not
been provided for this item.
CITIZENS' PRESENTATIONS AND RECOGNITIONS: 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.
Westlake Academy
Item # 2 – Citizens’
Presentations and
recognitions
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 January 13, 2014, meeting.
b. Consider approval of Resolution 14-02, Bad Weather Wavier.
c. Consider approval of Resolution 14-03, Amending the Westlake Academy
Personnel Manual adding a Compensated Holidays policy.
Westlake Academy
Item # 3 - Consent
Agenda
BOT Minutes 02/10 /14
Page 1 of 3
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
February 10, 2014
PRESENT: President Laura Wheat, Trustees: Carol Langdon, Rick Rennhack and Wayne
Stoltenberg.
ABSENT: Michael Barrett and Clif Cox.
OTHERS PRESENT: Superintendent Tom Brymer, Assistant to the Superintendent
Amanda DeGan, Board Secretary Kelly Edwards, Primary Principal
Rod Harding, Assistant Secondary Principal Alan Burt,
Administrative Coordinator Ben Nibarger and Director of
Curriculum & Instruction Andra Barton, Finance Director Debbie
Piper and Communications Specialist Susan McFarland.
Work Session
1. CALL TO ORDER
President Wheat called the work session to order at 5:12 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 FOR THE FEBRUARY 10, 2014,
TRUSTEES REGULAR MEETING AGENDA.
No additional discussion.
BOT Minutes 02/10 /14
Page 2 of 3
4. REPORTS
a. Update on the progress of Math alignment at Westlake Academy.
Discussion ensued regarding the hiring of an additional of a teacher and teaching
assistant, Math tutoring, and the Texas Regional Collaborative Grant.
5. DISCUSSION ITEMS
a. Discussion of the proposed amendments to the Secondary Grading Policy.
Athletic Director Burt provided a presentation and overview of the proposed policy
amendments.
Discussion ensued regarding the representation of the Texas grade percentages and
IB grades on report cards and purchasing software that would provide both the IB
and Texas grades.
b. Discussion regarding the athletic facility and development of the whole child at
Westlake Academy.
Assistant Principal Burt provided an overview of the item, provided the number of
students participating in sports and the various options that will be available for
students.
Discussion ensued regarding the possibility of partnering with other private and public
facilities for the use of additional students sports and the use of the facilities by the
Primary Years Program for practical learning opportunities.
c. Update and discussion regarding Westlake Academy Phase I expansion project and
enrollment projections. Standing Item
No additional information.
6. BOARD RECAP / STAFF DIRECTION
7. ADJOURNMENT
President Wheat adjourned the work session at 6:02 p.m.
BOT Minutes 02/10 /14
Page 3 of 3
Regular Session
1. CALL TO ORDER
President Wheat called the regular session to order at 6:02 p.m.
2. CITIZENS' PRESENTATIONS AND RECOGNITIONS
No one addressed the Council.
3. CONSENT AGENDA
a. Consider approval of the minutes from the January 13, 2014, meeting.
MOTION: Trustee Stoltenberg made a motion to approve the consent
agenda. Trustee Rennhack seconded the motion. The motion
carried by a vote of 3-0.
4. BOARD CALENDAR
5. FUTURE AGENDA ITEMS
None.
6. ADJOURNMENT
MOTION: Trustee Rennhack made a motion to adjourn the regular session.
Trustee Langdon seconded the motion. The motion carried by a
vote of 3-0.
President Wheat adjourned the regular session at 6:05 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON MARCH 3, 2014.
ATTEST: ____________________________
Laura Wheat, President
_____________________________
Kelly Edwards, Board Secretary
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP/MYP/DP Meeting Date: March 3, 2014
Staff Contact: Tom Brymer , Superintendent Consent
Subject: Missed Instructional Day Waiver
EXECUTIVE SUMMARY
Due to extreme winter weather conditions this school year, the Academy has missed five
instructional days. Two bad weather make-up days were built into the calendar and have been
designated as instructional days (April 4th, and June 6th). The TEA has requested that all districts
complete an electronic waiver application for missed instructional days in March 2014.
At this time, the TEA has not published any direction on whether or not local education agencies
will be required to make-up additional missed day’s in-lieu of waivers. The TEA has announced
that they will provide a determination on the waiver application in a timely manner.
APPLICABLE STRATEGIC PLAN DESIRED OUTCOME
High Student Achievement
Strong Parent & Community Connections
Financial Stewardship & Sustainability
Student Engagement – Extracurricular activities
Effective Educators & Staff
WESTLAKE ACADEMY VALUES
Academic Achievement
PYP, MYP, DP (IB Continuum)
Caring Environment
Fiscal Stewardship
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Consideration of a Resolution authorizing the expedited State waiver.
ATTACHMENTS
1. Resolution
Resolution WA 14-02
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION NO. 14-02
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING THE WAIVER APPLICATION FOR MISSED INSTRUCTIONAL DAYS
IN THE 2013-2014 SCHOOL YEAR.
WHEREAS, the Westlake Academy Board of Trustees has considered the proposed
electronic application for missed instructional days waiver; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interests of the Academy and the public;
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 the Board of Trustees of Westlake Academy hereby approves the
proposed electronic application for missed instructional day’s waiver.
SECTION 2: That this Resolution shall become effective upon the date of its passage,
but contingent upon approval by the TEA.
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 Board hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution WA 14-02
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE
ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 3rd DAY OF
MARCH, 2014.
_____________________________
ATTEST: Laura Wheat, President
_____________________________ ______________________________
Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent
APPROVED AS TO FORM:
____________________________
Janet S. Bubert or L. Stanton Lowry,
School Attorney
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: All Staff Members Meeting Date: March 3, 2014
Staff Contact: Todd Wood Consent
Dir. of HR & Administrative Services
Subject: Consider a resolution to approve a personnel policy for compensated
holidays, and its inclusion in the Westlake Academy Personnel Manual.
EXECUTIVE SUMMARY
The purpose of this proposed amendment to the Westlake Academy Personnel Manual is to
formalize a policy for compensated holidays that is reflective of historical practices.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
Why do we need governance guidance? School policy is a responsibility of the Board of
Trustees.
Which policy governs this? The authority of the Board of Trustees.
What addit ional direction is necessary? Input and questions from the Board of Trustees.
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Staff recommends approval of the proposed personnel policy (contained in exhibit “A”), and its
inclusion in the Westlake Academy Personnel Manual.
ATTACHMENTS
• Resolution
• Exhibit “A” with proposed Compensated Holidays Policy
Resolution WA 14-03
Page 1 of 3
WESTLAKE ACADEMY
RESOLUTION 14-03
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING AND ADOPTING A COMPENSATED HOLIDAY POLICY, AND ITS
INCLUSION IN THE WESTLAKE ACADEMY PERSONNEL MANUAL.
WHEREAS, Westlake Academy recognizes that ongoing updates to the Academy’s
Personnel Manual are necessary to ensure best practices; and,
WHEREAS, the leaders of Westlake Academy desire to promote professionalism,
clarity, and consistency with its personnel practices; and,
WHEREAS, Westlake Academy desires to provide employees with a personnel manual
that reflects the goals and vision of the Academy’s leaders; and,
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest o f 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 Westlake Academy Board of Trustees, hereby approves the
Compensated Holiday Policy for Westlake Academy attached to this resolution as Exhibit “A,”
and amends the Westlake Academy Personnel Manual with the aforementioned additions.
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 Board hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution WA 14-03
Page 2 of 3
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 3rd DAY OF MARCH, 2014.
___________________________________
Laura Wheat, President
ATTEST:
________________________________ ___________________________________
Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent
APPROVED AS TO FORM:
________________________________
Janet S. Bubert or L. Stanton Lowry,
School Attorney
Resolution WA 14-03
Page 3 of 3
“Exhibit A”
Compensated Holidays
All non-exempt (hourly) employees who are regularly scheduled to work 260 days (12 months)
will receive nine (9) paid holidays throughout the school year. Employees shall be compensated
at their regular hourly rate and for the regularly scheduled number of hours.
Observed holidays for non-exempt (hourly) 260-day employees include the following:
Thanksgiving Day in November
Friday after Thanksgiving in November
Christmas Eve, December 24th
Christmas Day, December 25th
New Year’s Day, January 1st
Martin Luther King, Jr. Day in January
Memorial Day in May
Independence Day, July 4th
Labor Day, 1st Monday of September
Holidays t hat fall on Saturday shall normally be observed on the preceding Friday and holidays
that fall on Sunday shall normally be observed on the following Monday.
Employees working less than 260 days (12 months) per year are not eligible to receive paid
holidays.
BOARD CALENDAR
WA National Honor Society/Jr. Honor Society Induction
Thursday, February 27, 2014
Performance Hall
Last Day to File for a Place on the Ballot, Westlake General Election
Friday, February 28, 2014
WA Foundation’s 11th Annual Gallery Night
Saturday, March 1, 2014; 6:00 – 11:30 PM
Texas Motor Speedway
Comp Plan Public Input Workshop #2
Wednesday, March 5, 2014; 6:00 PM
Westlake Academy – Performance Hall
WA Spring Break - March 10 – 14, 2014
Town Council Workshop & Meeting
Monday, March 24, 2014
Simply Westlake Resident Event/Restaurant Review
Tuesday, March 25, 2014; 6:30 – 8:30 PM
Compliments of Jack & Grill, Roanoke
Alliance Development Forum Luncheon (3rd annual – Joint Regional Eco Devo promotion)
Friday, March 28, 2014; 11:00 a.m. – 1:00 p.m.
Marriott at Champions Circle (across from TMS)
Board of Trustee Workshop & Meeting
Monday, April 14, 2014
Town Offices Closed
Friday, April 18, 2014
Westlake Academy
Item #4
Board Calendar
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.
Westlake Academy
Item # 5 –
Future Agenda
Items
Westlake Academy
Item # 6 –
Adjournment
Back up material has not
been provided for this item.