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
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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.
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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.
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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
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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
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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.
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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.
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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.
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APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 26, 2020.
ATTEST:
Todd Wood, Town Secretary
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Laura Wheat, President
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