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HomeMy WebLinkAbout08-03-20 BOT MinMINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING August 3, 2020 In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020, the Board of Trustees of Westlake Academy conducted a virtual meeting at 5:00 p.m. on Tuesday, August 3, 2020 by video and telephonic 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: Carol Langdon, Greg Goble, Rick Rennhack, Alesa Belvedere, Rick Rennhack and Rajiv Trivedi. ABSENT: OTHERS PRESENT: Superintendent Amanda DeGan, Deputy Town Manager Noah Simon, Assistant Town Manager Jarrod Greenwood, School Attorney Janet Bubert, Executive Director Dr. Mechelle Bryson, 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, Westlake Academy Foundation Executive Director Dr. Shelly Myers, Athletic Director Alan Burt, College Counselor Carl Tippen, Primary Counselor Lakshmi Morgan, Primary Counselor Communications Manager John Sasser, Business Manager Marlene Rutledge, Budget & Financial Analyst Kelsey Wong, PYP Principal Rod Harding, Assistant PYP Principal Beckie Paquin, PYP Coordinator Alison Schneider, MYP Principal Kaylene Rudd, Assistant MYP Principal Maxwell Ituah, MYP Coordinator Terri Watson, DP Principal Dr. James Owen, Registrar Kimberly Gardner, MYP Teacher Ray Cheatham, PYP Teacher Harmony Lokash, and MYP Teacher Sarah Stack. Regular Session 1. CALL TO ORDER BOT Minutes — 8/03/20 Page 1 of 9 President Wheat called the Regular Session to order at 5:05 p.m. Superintendent Amanda DeGan recommended to President Wheat that item 5c be discussed fi rst. 2. CITIZEN COMMENTS President Wheat provided a brief summary of instructions to the public for citizen comments. She requested that if anyone wishing to speak on Item 5c to please wait until after this item has been discussed by the Board, and an opportunity to speak would be provided at that time. No one addressed the Board of Trustees on items unrelated to 5c on the agenda. 3. ITEMS OF COMMUNITY INTEREST Communications Manager John Sasser provided an update on the following items: Meetings and Events: The Town Council Special Meeting scheduled for August 51h has been cancelled. The Town Council will conduct its regularly scheduled on August 24tn The Planning & Zoning meeting scheduled for August 10th has also been cancelled and is scheduled to meet on September 14th. Westlake Academy: The first day of school via remote learning is tentatively scheduled for August 24th Office closure: Westlake Academy and Westlake Town Hall will be closed on Monday, September 7th in observance of Labor Day. Waste and recycling pickup will not be affected. Census: A door-to-door census campaign began on August 1st, which has experienced delays due to COVID-19. Currently, approximately 71% of Westlake residents have completed their census forms. Coffee and Conversation with the Mayor: This event is tentatively scheduled for September 14, 2020. This is normally scheduled for the first Monday of each month and has been pushed back due to the Labor Day holiday. New Employees: Mr. Sasser stated that Westlake Academy has three employees who are in new prominent positions for this year, and asked Dr. Mechelle Bryson to introduce these employees to the Board. The first is a current employee, Dr. James Owen, who has been selected for the role of DP Principal. Ms. Kaylene Rudd and Mr. Maxwell Ituah are new employees and will assume the roles of MYP Principal and Assistant MYP Principal, respectively. President Wheat congratulated the three employees in their new roles; stating that she has heard great things about each of them and said that she and the Board are looking forward to working together with this team as Westlake Academy continues to move forward. BOT Minutes — 8/03/20 Page 2 of 9 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 Resolution 20-08, Authorizing the Superintendent to execute a Contract with the Education Service Center Region 11 for various Business and Student Support Services for the operations of Westlake Academy. MOTION: Trustee Trivedi made a motion to approve the consent agenda. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0. S. DISCUSSION ITEMS: President Wheat stated that Item 5c would be discussed first. a. Presentation and discussion of the 2020-2021 Academic Calendar. b. Presentation and discussion concerning the 2020 Westlake Academy (WA) student performance on International Baccalaureate (IB) and Advanced Placement (AP) assessments. c. Discussion Regarding the Back to School Plan for the 2020-2021 Academic School Year. Discussion Regarding the Back to School Plan for the 2020-2021 Academic School Year: Superintendent Amanda DeGan presented this item. She stated that staff has spent a considerable amount of time in preparing this plan and staff has worked on developing a draft Back to School Plan for many months. She noted that the Board discussion would center around the health, safety and academic components. Mrs. DeGan said that two areas have generated a majority of the questions that have been received, and staff intends to provide as much information as possible during this meeting. She began by showing a timeline from June and July that illustrated how the Governor's executive orders, CDC recommendations, TEA guidelines, and County orders have frequently altered plan preparations for returning to school. She then stated that she has monitored the flow of information released from other Independent School Districts, and each have been somewhat controversial. She added that regardless of the plan or options that are presented for Westlake Academy, there will be stakeholders who are not in full agreement. Mrs. Degan stated that four committees have been created: • The Food Services, Extra Curricular Activities and Sports committee chaired by Alan Burt and Maru Busico-Flight. • The Operations committee chaired by Becki Paquin and Carl Tippen. • The Academic committee chaired by James Owen, Alison Schneider and Terri Watson. • The Health and Safety committee chaired by Rod Harding and Troy Meyer. BOT Minutes — 8/03/20 Page 3 of 9 These committees have met with the Senior Leadership Team throughout the summer and have taken into consideration the ever -changing recommendations for school re - openings coming from state leaders and public health officials. The team has sent surveys to staff members and parents to solicit feedback in assisting planning efforts. Additional information and guidance have been received by district superintendents, TEA Commissioner Mike Morath, Tarrant and Denton County Judges and local public health officials. Mrs. DeGan stated that Westlake would love nothing more than to start school this fall just as last year; however, everything must be balanced with public health and safety. She explained that decisions would be made in the near future at the Superintendent level, which includes utilizing the four -week "slow start" option by TEA, the requirement for staff and students to wear face masks, and review of the hybrid learning option at each grading quarter. She then explained that certain decisions would be required by the Board of Trustees in the near future, which included approval for the Superintendent to submit an attestation indicating that Westlake Academy would offer synchronous learning, and approving any extensions for remote learning, if needed. Currently, the first day of instruction would be on August 24th, with students returning to the campus on September 215t. This period of time would allow for proper procurement of personal protective equipment (PPE) and implementation of protocols to ensure the health and safety of staff and students. Dr. Bryson explained that the required commitment form would be sent to parents on August 5th. This form would allow parents to make a choice between in -person instruction or remote learning during the first quarter following the return to campus on September 215t. These responses would paint a clearer picture of the upcoming school year and allow staff to plan accordingly. Mrs. DeGan then provided information regarding parental and public notices that are based on the latest TEA guidance, noting that the Back -to -School Plan must be posted no later than one week prior to the start of school. Additionally, Carl Tippen has been designated as the central point of contact to respond to any concerns regarding COVID- 19 matters. Mrs. DeGan then provided the following details regarding student attendance requirements for the upcoming year: • Students must attend 90% of school days to receive credit for a course or for promotion. • Attendance may be earned through remote learning. • Students may select remote learning and then change to on -campus instruction. • Westlake Academy must offer the option of on -campus learning, subject to school closures and other exceptions as outlined by TEA. • A period of up to four (4) weeks may be used for a "slow start" transition period prior to beginning on -campus instruction. • Westlake Academy may also implement the "less than daily" on -campus instruction method (hybrid option) for G9-12 students. Information was then provided regarding practices to prevent the virus from entering Westlake Academy. According to TEA guidelines, all staff are required to self -screen for COVID-19, and all visitors must also be screened. Westlake Academy may screen BOT Minutes — 8/03/20 Page 4 of 9 students (and parents, in some instances) for COVID-19 while on campus. Additionally, parents must not send students back to campus if they exhibit symptoms or have been confirmed to have the virus. Parents may elect to utilize remote learning if students have had close contact with someone who is lab -confirmed as positive with the virus until the 14-day incubation period has passed. For confirmed COVID-19 cases, individuals must not return to campus for at least ten (10) days, at least 24 hours have passed since recovery without use of fever -reducing medications, and there have been an improvement in symptoms. Individuals who have COVID-19 symptoms and have not been tested or evaluated will be assumed as positive and must also meet the same three (3) criteria before returning to campus. Mrs. DeGan then identified health and hygiene practices, including the steps outlined from TEA for identifying possible COVID-19 cases on campus, and the required actions that would be taken if there is a lab -confirmed case of an individual who has been on campus. Mrs. DeGan then provided information regarding masks and noted that this is a contentious issue based on feedback that has been received. Use of masks in schools must comply with the Governor's Executive Orders. Westlake Academy's Back -to -School Plan includes the following requirements for masks and face coverings: • Masks may be non -medical grade disposable or made of cloth that covers the nose and mouth. • Full -face shields may be used in place of masks if it is not feasible or whenever the educational content may benefit from the use of a shield. • Schools may require the use of masks or face shields for adults or students for whom it is developmentally appropriate. • Schools must require face masks or face shields when entering or exiting sports facilities or practice areas. • Westlake Academy is requiring the use of masks and/or face shields for every person on campus. No neck buffs or gaiters are permitted, and any mask or shield containing slogans or inappropriate photos, etc. is not permitted. Exceptions may be made for documented special needs or medical exemptions. Additional information was provided regarding student -teacher groupings, use of non - classroom spaces, and buses. This included the spacing of desks, limiting large gatherings, adding plexiglass dividers where feasible, and guidelines for maintaining sanitary environments. Regarding academics, Mrs. DeGan explained that this portion of the plan was developed through collaboration with teachers, programme coordinators, and other staff. The plan involves synchronous and asynchronous learning, and grades would be issued in the fall semester rather than the pass/fail approach. PYP Principal Rod Harding, MYP Principal Kaylene Rudd, and DP Principal Dr. James Owen provided comments as to "what learning will look like" within each of the academic programmes. President Wheat provided a brief summary of instructions to the public for citizen comments regarding Item 5c. Dr. Joseph Amos addressed the Board regarding the BOT Minutes — 8/03/20 Page 5 of 9 parent surveys that have been sent out. He inquired as to whether the responses were informed opinions based on the plans that have been made, or if they were expressive of parents simply wanting their children back in school. Mrs. DeGan responded that the first survey sent in June did not have information regarding plans moving forward, as the purpose was to obtain feedback of how things were handled in the spring and what the current comfort level was to send students back to school in the fall. The second survey that was sent in July asked what grade students were in, and whether parents had a preference for on -campus learning, remote learning or a hybrid option. This survey did not contain any Back -to -School Plan information, as information from TEA had not yet been released. Mrs. DeGan stated that the responses between the two surveys were fairly consistent. Dr. Amos replied that it would be difficult for him to make a decision at this time without knowing what the options looked like, although he felt that everyone would agree that they wanted their child to be able to return to school. Dr. Anna White then addressed the Board, expressing appreciation for the work that has been done. She stated that every day that schools are closed, the choices of students and families are taken away. She felt that with the use of personal protective equipment, schools could safely re -open, and that remote learning would not be as effective as in -person learning, regardless of how hard we try. She then expressed concerns about the emotional well-being of students during school closures and the inability for many students to receive the services that are needed. She noted that it was extremely important to re -open Westlake Academy as soon as possible and to remain open, as we cannot rely on the effectiveness of virtual learning as a mainstay. She felt it was very important to make everyone feel comfortable about safety and the reasonable measures that are being put in place to mitigate risk. Finally, she stated that emphasis should be placed on wearing masks, proper ventilation, and contact tracing. Chris Jeppesen then addressed the Board. He also expressed appreciation for all of the work that has been done. He asked DP Principal Dr. James Owen if there was confidence in the virtual component of the hybrid learning option, as the IB curriculum is so rigorous and reduced class times may not allow enough time for student success. Dr. Owen responded that when TEA announced that a hybrid option was permissible, he first reached out to the DP teachers for their feedback. Next, he mapped out what the program would look like with 50% in -person instruction combined with 50% virtual learning. He then reflected on whether he could successfully prepare his students using this model. After considerable thought, he determined that he could. During a typical 85-minute class, approximately half of the time would be for lecture and discussion, and the other half would be dedicated to looking at sources and writing. When developing the hybrid approach, Dr. Owen indicated that lectures and discussions would occur during in -person instruction, and students would be able to dedicate their time at home for reading, researching and writing. Formative assessments would also be a key component, and data would be continuously received and analyzed to ensure that students are progressing effectively. President Wheat then recessed the meeting for a brief break at 8:45 p.m. BOT Minutes — 8/03/20 Page 6 of 9 President Wheat resumed the meeting 8:56 p.m. Presentation and discussion of the 2020-2021 Academic Calendar: Executive Director Dr. Mechelle Bryson presented this item. She stated that the following changes had been to the 2020-2021 Academic Calendar: The first day of school has been changed from August 19th to August 24th. This would provide three (3) additional days for staff development. The school day would be lengthened by five (5) minutes per day to meet TEA's requirements for annual instruction time and would add 3.5 additional days as a buffer that may be used throughout the year. Parent -teacher conferences will be suspended for the 2020-2021 school year and will be used for additional staff professional development days. Presentation and discussion concerning the 2020 Westlake Academy (WA) student performance on International Baccalaureate (IB) and Advanced Placement (AP) assessments: DP Principal Dr. James Owen presented this item. He began with the International Baccalaureate (IB) data and stated that Westlake Academy had a record number of IB Diploma candidates. Due to the COVID-19 pandemic, IB exams were cancelled in May 2020. Schools were required to submit all IB candidate coursework for evaluation prior to being awarded the diploma. Of the 74 seniors at Westlake Academy, 67 were awarded the diploma for a success rate of 90.5%. Dr. Owen stated that one focus for this school year was to provide targeted support and resources for DP teachers for both in -person and remote learning, and to develop assessment -capable learners. Historical data will continue to be used to determine specific action plans for areas that could be improved. Dr. Owen then presented the results of the AP assessments. These exams were done online this year due to the pandemic. Of the 187 AP students at Westlake Academy, 65% scored 3 or above on the exam. These results produced 58 total AP Scholars, and two (2) students were designated as National AP Scholars. Dr. Owen stated that one focus for this school year was to provide targeted support and resources for teachers and students to ensure successful preparation for AP exams during both in -person and remote learning. Targeted AP preparation for students is planned for April 2021. 6. CONDUCT A PUBLIC HEARING AND CONSIDERATION OF RESOLUTION 20- 09, APPROVING THE AMENDED YEAR-END BUDGET FOR WESTLAKE ACADEMY FOR THE FISCAL YEAR ENDING AUGUST 31, 2020 AND ADOPTING THE PROPOSED BUDGET FOR THE FISCAL YEAR ENDING AUGUST 31, 2021. Superintendent Amanda DeGan presented this item, noting that very few changes have occurred since it was presented on July 21st. One change pertained to a revenue reduction resulting from our inability to sell back the school's iPads based on the configuration of the current lease. Total revenues are reduced by $183k, primarily due to the municipal transfer of $219k being discontinued. Expenditures have been reduced by approximately $36k, and the total number of operating days have been reduced from 60 to 57. BOT Minutes — 8/03/20 Page 7 of 9 President Wheat opened the Public Hearing at 9:34 p.m. No one addressed the Board of Trustees. President Wheat closed the Public Hearing at 9:35 p.m. MOTION: Trustee Goble made a motion to approve Resolution 20-09. Trustee Rennhack seconded the motion. The motion carried by a vote of 5-0. 7. BOARD RECAP / STAFF DIRECTION a) Provide the Board with a report on the social and emotional health protocols that are being implemented at the Academy. b) Provide an update to the Board with possible protocols that could be implemented for the use of masks for younger students with certain medical conditions. c) Provide an update to the Board regarding possible flexibilities within the PYP school schedule, surveying parents and providing feedback. d) Provide an update to the Board on the TEA guidance for families with two working parents. e) Provide the Board with the number of students leaving Westlake Academy to attend a private school. 8. FUTURE AGENDA ITEMS None. 9. ADJOURNMENT There being no further business before the Board of Trustees, President Wheat asked for a motion to adjourn the meeting. MOTION: Trustee Trivedi made a motion to adjourn the meeting. Trustee Langdon seconded the motion. The motion carried by a vote of 5-0. President Wheat adjourned the meeting at 9:37 p.m. 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. BOT Minutes — 8/03/20 Page 8 of 9 APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 26, 2020. ATTEST: Todd Wood, Town Secretary -4,"4 " /'uzz't- Laura Wheat, President BOT Minutes — 8/03/20 Page 9 of 9