HomeMy WebLinkAbout09-14-20 BOT Agenda PacketWestlake Academy BOT Agenda
09-14-20
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WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING AGENDA
1500 SOLANA BLVD, BUILDING 7, SUITE 7100, WESTLAKE, TX 76262
September 14, 2020
5:00 PM VIA VIRTUAL MEETING
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 will conduct this virtual meeting at 5:00 p.m. on Monday,
September 14, 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 will be no public access to the physical location described above. A
recording of the telephonic meeting will be made and will be available to the public in accordance
with the Open Meetings Act. Instructions for public participation in the meeting by video conference
and telephonic conference are as follows:
By Video: By Telephone:
http://bit.ly/tcbot091420 Local: (346) 248-7799
Webinar ID: 954 9866 3954 Webinar ID: 954 9866 3954
Passcode: 846279 Passcode: 846279
Vision Statement
Westlake Academy inspires college bound 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
Regular Session
1.CALL TO ORDER
2.CITIZEN COMMENTS: This is an opportunity for citizens to address the Board on any
matter whether or not it is posted on the agenda.
For those joining by videoconference: Any person desiring to make a public comment
using a Windows computer must first press the “Raise Hand” button on the screen.
Alternatively, the Alt+Y keyboard shortcut may be used to raise or lower their hand. Any
person desiring to make a public comment using a Mac computer must first press the “Raise
Hand” button on the screen. Alternatively, the Option+Y keyboard shortcut may be used
to raise or lower their hand.
For those joining by teleconference: Any person desiring to make a public comment
must first press star-nine (*9) on their telephone keypad to “Raise their hand” to speak.
Persons joining the meeting by teleconference may mute and unmute their phones by
pressing star-6 (*6).
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09-14-20
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Citizens will be placed in a queue based on the order the hands were raised. The presiding
officer will recognize callers based on the order of the queue, where they will be asked to
state their name and address. Individual citizen comments are normally limited to three (3)
minutes; however, time limits can be adjusted by the presiding officer. The presiding officer
may ask the citizen to hold their comment on an agenda item if the item is posted as a
Public Hearing. 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. The Board will receive the information, ask staff to review the matter,
or an item may be noticed on a future agenda for deliberation or action.
3. ITEMS OF COMMUNITY INTEREST: President and Trustee Reports on Items of
Community Interest pursuant to Texas Government Code Section 551.041: The Board of
Trustees may report on the following items: (1) expression of thanks, congratulations or
condolences; (2) information about holiday schedules; (3) recognition of individuals; (4)
reminders about upcoming Board of Trustee events; (5) information about community
events; and (6) announcements involving imminent threat to public health and safety.
4. CONSENT AGENDA: All items listed below are considered routine by the Board of
Trustees and will be enacted with one motion. There will be no separate discussion of items
unless a Board Member or citizen so requests, in which event the item will be removed from
the general order of business and considered in its normal sequence.
a. Consider approval of the minutes from the meeting on June 22, 2020.
b. Consider approval of the minutes from the meeting on July 21, 2020.
5. PRESENTATION AND DISCUSSION ITEMS:
a. Presentation and discussion regarding Counseling Services.
b. Presentation and discussion regarding IB site visit.
c. Presentation and discussion of revised PYP Report Cards.
6. DISCUSSION AND CONSIDERATION OF RESOLUTION 20-12, AMENDING THE
PRIMARY (K-G5) ASSESSMENT AND GRADE REPORTING POLICY (BOARD
POLICY NO. 6.09).
7. DISCUSSION REGARDING THE BACK-TO-SCHOOL PLAN FOR THE 2020-2021
ACADEMIC YEAR.
8. 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.
9. BOARD RECAP / STAFF DIRECTION
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10. 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, 1500 Solana
Blvd., Building 7, Suite 7100, Westlake, TX 76262, on September 11, 2020, by 5:00 p.m. under
the Open Meetings Act, Chapter 551 of the Texas Government Code.
_____________________________________
Todd Wood, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs or
translation services, please advise the Town Secretary 48 hours in advance at 817-490-5711 and
reasonable accommodations will be made to assist you.
CITIZEN COMMENTS: This is an opportunity for citizens to address the Board
on any matter whether or not it is posted on the agenda.
For those joining by videoconference: Any person desiring to make a public
comment using a Windows computer must first press the “Raise Hand” button
on the screen. Alternatively, the Alt+Y keyboard shortcut may be used to raise
or lower their hand. Any person desiring to make a public comment using a
Mac computer must first press the “Raise Hand” button on the screen.
Alternatively, the Option+Y keyboard shortcut may be used to raise or lower
their hand.
For those joining by teleconference: Any person desiring to make a public
comment must first press star-nine (*9) on their telephone keypad to “Raise
their hand” to speak. Persons joining the meeting by teleconference may mute
and unmute their phones by pressing star-6 (*6).
Citizens will be placed in a queue based on the order the hands were raised.
The presiding officer will recognize callers based on the order of the queue,
where they will be asked to state their name and address. Individual citizen
comments are normally limited to three (3) minutes; however, time limits can
be adjusted by the presiding officer. The presiding officer may ask the citizen to
hold their comment on an agenda item if the item is posted as a Public Hearing.
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. The Board will receive the information, ask staff to review the
matter, or an item may be noticed on a future agenda for deliberation or action.
Board of
Trustees
Item # 2 – Citizen
Comments
ITEMS OF COMMUNITY INTEREST: Mayor/Board President
and Council/Board of Trustees Reports on Items of Community
Interest pursuant to Texas Government Code Section
551.0415 the Town Council/Board may report on the following
items: (1) expression of thanks, congratulations or
condolences; (2) information about holiday schedules; (3)
recognition of individuals; (4) reminders about upcoming Town
Council events; (5) information about community events; and
(6) announcements involving imminent threat to public health
and safety.
Calendar of Meetings/Events:
Town Hall/Municipal Court Lobbies Open
Tuesday, September 1st
Board of Trustees AND Town Council Meeting (Budget & Tax Rate Public Hearings/Adoption)
Monday, September 14, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers OR via
Teleconferencing
North Texas Giving Day
Thursday, September 17, 2020
Westlake Academy Foundation Blacksmith Giving Day
Westlake Academy First Day of School for in-person instruction
Monday, September 21, 2020
Town Council Work Session/Meeting
Monday, September 28, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers OR via Teleconferencing
Possible Coffee & Conversation with the Mayor/School Board President
Monday, October 5, 2020; 8:00 – 9:30 am
Westlake Fire-EMS Station OR via Facebook Live event
Board of Trustees Work Session/Meeting
Monday, October 5, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers OR via Teleconferencing
Planning & Zoning Work Session/Meeting
Monday, October 12, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers OR via Teleconferencing
CANCELLED: Westlake Classic Car Show
Saturday, October 17, 2020, 11am-4pm
2902 Sam School Rd. Westlake, TX 76262
Board of
Trustees
Item # 3 – Items of
Community Interest
Town Council Work Session/Meeting
Monday, October 26, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers OR via Teleconferencing
Possible Coffee & Conversation with the Mayor/School Board President
Monday, November 2, 2020; 8:00 – 9:30 am
Westlake Fire-EMS Station OR via Facebook Live event
Board of Trustees Work Session/Meeting
Monday, November 2, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers OR via Teleconferencing
Planning & Zoning Work Session/Meeting
Monday, November 9, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers OR via Teleconferencing
Westlake Municipal Offices CLOSED for Thanksgiving Holiday
Thursday and Friday, November 26 & 27, 2020
Holiday impacts to your trash and recycling schedule will be displayed at least a week before each major
holiday. Please call Republic Services Customer Response Team at 602-237-2078 with any additional
questions you may have about your holiday schedule.
Town Council Work Session/Meeting
Monday, November 30, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - Council Chambers OR via Teleconferencing
*Reminder: Agendas for all municipal/academic meetings are posted a minimum of 72 hours before the meeting begins and can be found
on our Town’s website under the tab “Government/Agendas & Minutes.”
**For meeting agendas and details on WA calendar events or Municipal calendar events, please visit the Westlake Academy website or the Town of
Westlake website for further assistance.
CONSENT AGENDA: All items listed below are considered routine by the Board of
Trustees and will be enacted with one motion. There will be no separate discussion of
items unless a Board member or citizen so requests, in which event the item will be
removed from the general order of business and considered in its normal sequence.
a. Consider approval of the minutes from the meeting on June 22, 2020.
b. Consider approval of the minutes from the meeting on July 21, 2020.
Board of
Trustees
Item # 4 – Consent
Agenda
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MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
JOINT TOWN COUNCIL AND BOARD OF TRUSTEES MEETING
June 22, 2020
In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020,
the Town Council of the Town of Westlake and the Board of Trustees of Westlake Academy conducted
a joint virtual meeting at 5:00 p.m. on Monday, June 22, 2020 by video and telephone conference in
order to advance the public health goal of limiting face-to-face meetings (also called "social
distancing") to slow the spread of the Coronavirus (COVID-19). There was no public access to the
physical location described above. A recording of the telephonic meeting was made and is available
to the public.
PRESENT: Mayor Laura Wheat and Council Members Carol Langdon, Greg Goble, Rick
Rennhack, Alesa Belvedere, and Rajiv Trivedi. Council Member Rick Rennhack
left the meeting at 6:32 p.m.
ABSENT: None.
OTHERS PRESENT: Town Manager Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, Town Attorney
Stan Lowry, Town Secretary Todd Wood, Director of Information
Technology Jason Power, Director of Finance Debbie Piper, Director
of Planning & Development Ron Ruthven, Director of
Communications & Community Affairs Ginger Awtry,
Communications Manager Jon Sasser, Business Manager Marlene
Rutledge, Executive Director Dr. Mechelle Bryson, Building Official
Pat Cooke, Development Coordinator Nick Ford, Budget Analyst
Kelsey Wong, and Robin McCaffrey.
Joint Regular Session
1. CALL TO ORDER
a. Mayor Wheat called the Regular Session of the Town Council to order at 5:00 p.m.
b. President Wheat called the Regular Session of the Board of Trustees to order at 5:00
p.m.
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2. CITIZEN COMMENTS
Mayor Wheat provided a brief summary of instructions to the public for citizen comments.
No one addressed the Town Council or Board of Trustees.
3. ITEMS OF COMMUNITY INTEREST
Meetings and Events: Communications Manager John Sasser provided an update on this
item. He began by mentioning that the number of meetings and events in the month of
July are typically light. He asked the Mayor to please let staff know if she would like to do
another virtual “Coffee and Conversation with the Mayor”, and that it would not be limited
to Mondays if she chose to schedule this event.
Council Bios: Mr. Sasser stated that the Mayor and Town Council should have received
an email requesting bios that would be used in the Simply Westlake magazine and on the
website.
Office closure: Westlake Town Hall will be closed on Friday, July 3rd in observance of
Independence Day. Although the Town offices will be closed, waste and recycling pickup
will not be affected.
Westlake Academy: While subject to change due to the pandemic, the first day of school
at Westlake Academy will be on August 19th. It is anticipated that the Texas Education
Agency (TEA) would release additional guidance to schools on June 23rd.
New Employee: Town Manager Amanda DeGan introduced Budget & Financial Analyst
Kelsey Wong to the Council as the Town’s newest employee. She noted that Kelsey was
actually hired prior to the closure of Town Hall due to the COVID-19 pandemic, and
graciously waited to relocate from Virginia to Texas until after Town Hall re-opened. Ms.
Wong served as the Deputy Director of the Shenandoah Valley Juvenile Center in Virginia
prior to joining the Westlake team.
Future Meetings: Mrs. DeGan noted that a Town Council meeting would need to be held
in July, and the dates that have been proposed have been problematic for some of the
Council members. She indicated that she would send out additional dates to ensure that a
quorum would be present for this proposed meeting.
4. CONSENT AGENDA: All items listed below are considered routine by the Town Council
and will be enacted with one motion. There will be no separate discussion of items unless
a Council 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 Town Council meeting on April 27, 2020.
b. Consider approval of Resolution 20-19, authorizing the Town Manager to execute
an Interlocal Agreement with the City of Hurst for cooperative purchasing.
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c. Consider approval of Resolution 20-20, authorizing the Town Manager to execute
an agreement with Andale Construction Inc. to provide HA5, a pavement
preservation treatment for Wyck Hill, Aspen Lane and the Westlake Academy parking
lot, and authorizing Town staff to make funding changes not to exceed $25,000 on
this project.
Mayor Wheat inquired about the Hurst Cooperative Purchasing Agreement, asking as to
whether this was a result of the Andale Construction Agreement (Item 4c) and if there were
other opportunities along these lines. Assistant Town Manager Jarrod Greenwood
responded that this agreement simply would allow Westlake to use the vendors Hurst has
acquired, and Hurst would have the option to use Westlake’s vendors. He stated that we
have similar agreements with other counties and cities, and the addition of this item was
being added out of opportunity.
MOTION: Council Member Goble made a motion to approve the Consent
Agenda. Council Member Langdon seconded the motion. The motion
carried by a vote of 5-0.
5. PRESENTATION AND DISCUSSION OF SOLAR FACILITIES AND POTENTIAL
SOLAR FACILITY POLICIES IN WESTLAKE.
Assistant Town Manager Jarrod Greenwood introduced this item. He noted that this had
been approved for recommendation by the Planning & Zoning Commission, and previous
discussions regarding solar arrays have occurred with the Council at a higher level that were
non site-specific to the Fidelity property. Planning & Development Director Ron Ruthven
then provided additional information, noting that the Town does not currently have any
regulations for solar facilities. As the Town’s Comprehensive Plan and zoning regulations
do not address this topic, staff has looked at this from the standpoint of how it could work
for Westlake as a transitional use through a Specific Use Permit. Staff’s recommendation
would be based on the project abiding by four (4) distinct initiatives from the Comprehensive
Plan:
1. Integration with distinctive landform.
2. Integration with the native mosaic.
3. Mitigation of ground plant intrusion.
4. Mitigation of orthogonal edges.
Mr. Ruthven then introduced Fidelity representatives Mr. Scott Orr, Mr. Brian Daigle, and
Mr. Chuck Carberry to provide a presentation to the Council detailing the project. Mr. Orr
began by stating that this project was originally discussed with the Council last September,
and while this would be a significant investment for Fidelity, it would provide a sustainable
and renewable resource that would supply 50% of the power needed for one building.
Fidelity currently has similar solar facilities located in North Carolina, New Hampshire, and
Rhode Island. Despite some initial concerns from Hillwood, Fidelity has worked together
with them to address those concerns, and they now have a letter of support. This project
would require a $50 million investment from Fidelity and would include approximately 8,000
solar panels. These panels would rotate with the location of the sun and would not exceed
eight (8) feet in height.
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Fidelity engineer Mr. Brian Daigle then provided a presentation to the Council. He began
by stating that no one wants to see a solar array, and they have put forth their best efforts
to hide this solar array from view. The proposed location for the project is on the far
western portion of the Fidelity property, minimizing the number of trees that would need to
be removed. Fidelity has also worked with Tri-County Electric, who has approved the design
for the connection located behind Fidelity’s electric meter.
Fidelity landscape architect Mr. Chuck Carberry then provided detail of the landscaping
design around the project site. He began by stating that Westlake is a unique habitat, and
their team has worked very hard to minimize the footprint of the project while addressing
Hillwood’s concerns. This plan has undergone approximately seven (7) revisions to achieve
the desired blend into the landscape using specially designed berms. Twenty-three (23)
post oak trees would be removed during construction, and all would be replaced. Fidelity’s
goal is that the solar array would not be visible at all in approximately five (5) years after
the landscape becomes fully reestablished. Examples were shown of other solar facility
locations featuring their landscape designs.
Council Member Goble asked what lessons were learned with the other solar projects that
they hoped to benefit from with the Westlake project. Mr. Daigle replied that aesthetics
has been the biggest challenge, as it is difficult to blend these projects into natural
landscapes. Mayor Wheat asked Mr. Orr if Fidelity would be satisfied if Fidelity’s current
zoning entitlements did not change. He replied that they would be satisfied; as Fidelity has
no plans to build a third building. Mayor Wheat then asked what the anticipated time period
would be to recover the investment in this project. Mr. Daigle answered that the cost
recovery would occur in approximately ten (10) years.
Mr. Daigle then shared a drone video of the proposed project site. This footage showed
views from Capital Parkway and Dove Road at eye-level. It was stated that the solar arrays
would not be visible from any neighborhood. The next video showed the drone on the
project site at a height of eight (8) feet, providing views of the surrounding area that would
be hidden by the topography, vegetation, and the berms that would be strategically located.
Council Member Rennhack asked if any studies had been completed for reflective light. Mr.
Daigle indicated that they have; as the FAA (Federal Aviation Administration) requires a
glare analysis be performed due to Fidelity’s proximity to two (2) major airports. He noted
that there would be no glare at ground level, and any glare from the panels would be
directed back to the location of the sun.
6. CONDUCT A PUBLIC HEARING AND CONSIDER ORDINANCE 911, APPROVING
PROPOSED AMENDMENTS TO ORDINANCE 306 APPROVING THE PD2 ZONING
DISTRICT IN ORDER TO CONSTRUCT A SOLAR ENERGY FACILITY. THE
PROPERTY IS GENERALLY LOCATED ON THE SOUTH SIDE OF STATE HIGHWAY
114, BETWEEN DAVIS BLVD. AND WESTLAKE PARKWAY, NORTH OF DOVE ROAD.
Mayor Wheat then asked for any comments or questions prior to opening the public hearing.
Mayor Wheat opened the public hearing at 6:02 p.m.
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Joe Schneider from Hillwood Properties located at 9800 Hillwood Parkway, Fort Worth
addressed the Council. Mr. Schneider stated that he has been working with the Fidelity
team for quite some time, even working out a methodology where the landforms are able
to “spillover” onto the Circle T Ranch to a small degree. He then stated that Hillwood was
very happy with this project and they were excited to see it move forward.
There were no other speakers for the public hearing.
Mayor Wheat closed the public hearing at 6:06 p.m.
MOTION: Council Member Rennhack made a motion to approve Ordinance
911. Council Member Belvedere seconded the motion. The motion
carried by a vote of 5-0.
7. CONSIDER APPROVAL OF RESOLUTION 20-21, AUTHORIZING THE TOWN
MANAGER TO ENGAGE STAKEHOLDERS AND CELLULAR PROVIDERS IN FORMAL
DISCUSSIONS RELATED TO THE DESIGN, CONSTRUCTION, AND OWNERSHIP OF
A POTENTIAL COMMUNICATIONS TOWER.
Assistant Town Manager Jarrod Greenwood provided a presentation on this item. He
reminded the Council that a presentation was provided on this topic last year. In that
presentation, the proposed tower was 120 feet in height and proposed to be located at the
fire station. Based on Council feedback, staff has researched options for towers that would
be lower in height. Verizon contacted staff in the spring, indicating their interest to work
with the Town on this project. After learning of the height limitation of 80-85 feet, Verizon
said that they had not worked with these types of towers previously. Verizon’s withdrawal
left the possibility of two (2) other providers that the Town could potentially work with. Mr.
Greenwood stated that this resolution would provide these cellular providers with a level of
assurance that the Town is interested and engaged in this project prior to calculating their
return on investment and exploring ownership options with the Town. These options could
include a tower that is constructed at the provider’s expense and owned by the Town, then
subsequently leased back to that provider for a nominal fee. Mr. Greenwood clarified that
this resolution would only pertain to engaging in discussions with providers to determine
what options exist, and any design or construction that may occur would be brought back
to the Town Council as a separate item prior to moving forward.
Mr. Greenwood then shared the presentation from the previous year with the Council. He
began by showing the five-acre fire station site where the proposed tower would be located
on the property. Mr. Trivedi indicated that in his experience, towers of this type are typically
installed on buildings and are not visible, while the towers shown would be visible from
Dove Road. He asked if staff has researched options to locate the tower on or behind the
fire station while obtaining the required height that would be needed. Mr. Greenwood
replied that staff had researched the possibility of locating the tower on a structure that is
attached to the fire station that would also be used to dry fire hoses. During the design of
the Westlake Fire Station, it was determined that this structure was not a critical element
of the design, and it could be placed elsewhere to better complement the aesthetics of the
building. Several design renderings were shown to the Council, illustrating a variety of
tower designs towers and the anticipated views from several adjacent properties.
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Mayor Wheat asked Mr. Robin McCaffrey from Mesa Planning if it was possible to make this
project work using a design that made architectural sense while not appearing offensive.
Mr. McCaffrey said that the key to a successful design was not to try to hide the tower in a
building, but to create a re-definition of “tower” as a structure which eludes to a building or
structure. If this project had architectural significance, it would be successful.
Mr. Greenwood closed his presentation by mentioning that the Town has received quite a
few calls over the years from residents who were unhappy with poor cellular reception. He
then said that this project was an opportunity to address these issues, as well as supporting
certain Town infrastructure (such as the SCADA system) and providing redundancy for
communications.
Mr. Trivedi asked if staff had studied any financial benefits that the Town could expect on
this project. Mr. Greenwood stated that staff has not looked into this at this point, only the
options of ownership and long-term maintenance needs. Mr. Trivedi then asked Mr.
Greenwood if any economic options would be brought to the Council for approval first, which
Mr. Greenwood confirmed. Mr. Trivedi stated that he still had some concerns about the
proposed site location and recommended that staff research other potential site locations.
Mr. Greenwood said that a site analysis had been performed, and this was one of only two
viable locations that met all of the criteria. The other location was located directly across
from the Vaquero Club. Mayor Wheat also confirmed that this resolution was only to allow
for discussions, which was confirmed by Mr. Greenwood.
MOTION: Council Member Trivedi made a motion to approve Resolution 20-
21. Council Member Langdon seconded the motion. The motion
carried by a vote of 5-0.
8. PRESENTATION AND PRELIMINARY DISCUSSION OF THE FY 19/20 AND
PROPOSED FY 20/21 MUNICIPAL AND ACADEMIC BUDGETS, PROVIDING
UPDATES AND ASSUMPTIONS TO THE TOWN COUNCIL AND BOARD OF
TRUSTEES.
Town Manager Amanda DeGan provided the presentation on this item. She began by stating
that staff has been very diligent in preparing several options for the Council to consider,
and that this year’s budget process has been unlike any other she has seen during her many
years with the Town Westlake. She said that the purpose of this presentation was to gain
some feedback and direction from Council prior to moving further with the preparation of
the budget. Mrs. DeGan said that staff has always taken a cautious approach with the
budget and have approached this budget even more cautiously due to the uncertainties that
currently exist. Using conservative forecasting, staff has attempted to add money to the
fund balances in both the municipal and academic budgets, and the numbers being
presented were simply projections.
Town of Westlake Budget overview
Mrs. DeGan began with the municipal budget, mentioning that the academic budget would
follow and that it was a bit further along in the process. A summary was first provided of
the FY 19/20 budget. Currently, staff is estimating a $1M reduction for FY 19/20 in sales
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and use taxes. Property tax revenues are estimated to come in as budgeted, as it is a much
less volatile source of revenue. Development Fees are projected to be $1.4M less than
budgeted, as it is also a very volatile revenue stream. Court fines and fees have been
reduced by $200k, due to fewer citations being issued during the pandemic and a greater
number of defendants claiming indigency. Hotel Occupancy taxes have been reduced by
$500k due to the extended closure of the Marriott hotel. A savings of $50k for municipal
staff is expected during the period that Town Hall was closed due to COVID-19 and will be
retained in fund balance. Currently, it is estimated that $200k of fund balance would be
used in FY 19/20. She noted this number could change depending on actual revenues
received through the end of the fiscal year. Additionally, staff has delayed purchases and
reduced non-essential expenditures to minimize or eliminate the amount of fund balance
that may be needed for this fiscal year while attempting to maintain current service delivery.
Ms. DeGan noted that operational expenditures for all municipal departments did not
increase or were decreased for the upcoming fiscal year.
Mr. Trivedi asked if the estimated date for the Marriott re-opening was known. Mr.
Greenwood indicated that the estimated date would be in August, although it is anticipated
that there would not be any significant occupancy at the Marriott through 2020.
Mrs. Degan then provided information on the FY 20/21 municipal budget using the latest
projections and spoke to the following main points:
1. In keeping with the Council’s direction and the Town’s conservative
methodology, staff projections are based on the current property tax rate of
0.16018. Property taxes are estimated to be $375k higher from the previous
year due to newly assessed values.
2. Capital projects have been delayed where possible.
3. Other projects or expenditures have been delayed where possible.
4. Municipal compensation has been held at current levels.
5. Sales and use taxes have been reduced by 35%, although actual collections may
be higher.
6. Development fees have been reduced slightly, based on conservative projections
that are partially offset by new Entrada development projects.
7. Fines & fees from the municipal court are projected to increase slightly from the
current year, although this is a $75k decrease from traditional projections.
8. Total expenditures are projected at $10.4M, and total revenues are projected at
$9.7M. Overall, approximately $600k of fund balance is projected to be used in
FY 20/21.
Ms. DeGan said that these numbers “hold the line”. She then asked the Council for direction
as to whether fund balance should be used if these projections remained steady, or if staff
should look for additional service level reductions to reduce or eliminate the use of fund
balance. Mayor Wheat asked what the Town’s number of operating days would be if fund
balance were to be used. Mrs. DeGan indicated that using fund balance would reduce the
number to 375-400 operating days. She then stated that while we would still be well
situated for a year or two, we would continue to be prudent and not necessarily increase
programs or add staff. Next, she asked the Council for direction as to whether municipal
pay increases should be added in; costing approximately $50k for every 1% increase to
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salaries. Mayor Wheat stated in previous years, a high number of operating days had been
recommended to protect the Town against unforeseen events. The Mayor then said that
she had no problem at all with using fund balance, as that is what it was there for.
Regarding compensation, the Mayor stated that it might be best to delay thoughts on this
topic until the Council heard what was being proposed for Westlake Academy, as she would
like to have parity with compensation adjustments.
Westlake Academy Budget overview
Mrs. Degan then provided information on the FY 20/21 academic budget using the latest
projections and spoke to the following main points:
1. Local revenues are projected to decrease by $226k from the FY 19/20 amended
budget and the FY 20/21 proposed budget. This change is a result of eliminating
the transfer of municipal funds to the academic budget.
2. State revenues are estimated to increase by $16k, resulting in a total net revenue
decrease of $210k.
3. Total expenditures are projected to be $9.4M, and total revenues are projected
at $9.4M, resulting in an addition to fund balance of $12k. This small surplus
might be needed for an additional expenditure with the Region 11 Service
Center.
4. An additional $210k has been realized in FY 19/20 due to staff and students
being off campus. These funds will be retained in fund balance.
5. The number of operating days between FY 19/20 and FY 20/21 remains
unchanged at 58 (fifty-eight). This is an indicator that we are doing well.
6. State revenue projections are $8.1M; based on a conservative estimation of 885
enrolled students. Local revenues are estimated to be $1.3M. At this time, the
number of students who may choose remote learning, or a hybrid option is
unknown.
7. Blacksmith contributions are estimated to be $1.03M; however, there are some
concerns as to whether the uncertainty with the economy will affect this number.
In the event of a shortfall, the Westlake Academy Foundation has committed to
using cash on hand or their endowment funds to mitigate any shortfall.
8. In the event that the Westlake Academy Foundation is unable to hold some of
their fundraising events, the balance of the endowment fund may be affected.
9. Payroll & related expenditures total $7.4M and represent and overall aggregate
cost increase of $1,500 per employee. Some positions have been shifted at
Westlake Academy, enabling the school to “hold the line” by providing an
average 1% pay increase through the step system on the salary scale.
10. Other budgetary expenditures for FY 20/21 are: Contracted services - $900k,
Supplies - $410k, Operating Expenses - $465k, and Debt Service - $200k.
Mrs. DeGan noted that the Academy staff were able to identify approximately $90k in cost
savings, inclusive of $19k in savings by transitioning the strings program to an afterschool
activity. Printing and supplies have been reduced by approximately $27k, travel/training
has been reduced by approximately $36.5k, miscellaneous costs have been reduced by $6k,
and janitorial expenses have increased by $34k. This expenditure is due to an increase of
the janitorial contract following unsuccessful efforts to hire a second day porter.
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Additionally, a $50k Superintendent contingency fund has been included for COVID-19,
should it be needed.
Mrs. DeGan then asked the Board is there were any questions she could answer. Trustee
Langdon commended the staff for the reorganizational actions that have been taken. She
then asked about annual turnover and how it could affect the budget. Mrs. DeGan stated
that there is a financial effect with turnover, and part of the contingency funding may be
reprogrammed to cover the cost of additional turnover if it occurs.
President Wheat indicated interest in knowing what TEA’s guidelines would be when
released the following day. She also said that she was interested in what the Westlake
Academy Foundation was doing, what dollar amounts were restricted, what funding
reductions looked like, and reiterated that “it is a dangerous way to run a railroad” when
things are dependent on philanthropy. Mrs. Degan agreed with this assessment, asking the
Board to imagine the budget numbers without the contribution from the Westlake Academy
Foundation.
She then asked for Board for direction as to whether Westlake Academy should remain at
the average 1% increase, or if an additional amount should be added. President Wheat
stated that she would like to see some scenarios that included an additional increase, and
also the same scenarios for the municipal budget. Mrs. Degan indicated that scenarios
would be prepared with 1% and 2% increases for both the municipal and academic budgets.
9. EXECUTIVE SESSION
Council adjourned the joint regular session at 7:38 p.m., and convened into Executive
Session at 7:48 p.m.
The Council will conduct a closed session pursuant to Texas Government Code, annotated,
Chapter 551, Subchapter D for the following:
a. Section 551.087 Deliberation Regarding Economic Development Negotiations (1) to
discuss or deliberate regarding commercial or financial information that the
governmental body has received from a business prospect that the governmental body
seeks to have locate, stay, or expand in or near the territory of the governmental body
and with which the governmental body is conducting economic development
negotiations; or (2) to deliberate the offer of a financial or other incentive to a
business prospect described by Subdivision (1) for the following:
- Entrada
- Front 44
- Contract for Public Art
b. Section 551.071(2) – Consultation with Town Attorney on a matter in which the duty
of the attorney to the governmental body under the Texas Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflicts with this
chapter: Resolution No. 00-19, a Contract with Hillwood Development Corporation
Concerning the Design Engineering and Construction of the West Side Pump Station
and the Dove Road Waterline.
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c. Section 551.071 - Consultation with Attorney - to seek advice of counsel on legal
matters involving pending or contemplated litigation, settlement offers, or other legal
matters not related directly to litigation or settlement. Pending or contemplated
litigation and settlement offers include but are not limited to the following: Cause No.
236-304811-18 - Builder Recovery Services, LLC v The Town of Westlake.
d. Section 551.071 Consultation with Attorney - to seek advice of counsel regarding
Granada Homeowners' Association matters.
10. RECONVENE MEETING
Mayor Wheat reconvened the joint regular session at 9:32 p.m.
11. TAKE ANY ACTION, IF NEEDED, FROM EXECUTIVE SESSION ITEMS.
No action was taken.
12. COUNCIL RECAP/STAFF DIRECTION
a. Follow-up with Robin McCaffrey regarding the tower project.
b. Provide analysis for alternate locations for the cell tower project.
c. Making physical printouts of the budget available for upcoming meetings.
d. Follow up with the developer of Entrada, as appropriate.
13. FUTURE AGENDA ITEMS
a. Use of trailheads as traffic counters to measure and understand usage.
This item was tabled until the following meeting, as Council Member Rennhack
was not present to speak on the topic.
14. ADJOURNMENT OF THE JOINT TOWN COUNCIL / BOARD OF TRUSTEES
MEETING.
a. There being no further business before the Town Council, Mayor Wheat asked
for a motion to adjourn the Town Council meeting.
MOTION: Council Member Goble made a motion to adjourn the meeting.
Council Member Belvedere seconded the motion. The motion
carried by a vote of 4-0.
Mayor Wheat adjourned the Town Council meeting at 9:35 p.m.
b. There being no further business before the Board of Trustees, President Wheat
asked for a motion to adjourn the Board of Trustees meeting.
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MOTION: Trustee Langdon made a motion to adjourn the meeting. Trustee
Trivedi seconded the motion. The motion carried by a vote of 4-0.
President Wheat adjourned the meeting at 9:35 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.
APPROVED BY THE BOARD OF TRUSTEES ON SEPTEMBER 14, 2020.
ATTEST: _____________________________
Laura Wheat, President
__________________________
Todd Wood, Town Secretary
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MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
JOINT TOWN COUNCIL AND BOARD OF TRUSTEES MEETING
July 21, 2020
In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020,
the Town Council of the Town of Westlake and the Board of Trustees of Westlake Academy conducted
a joint virtual meeting at 12:00 p.m. on Tuesday, July 21, 2020 by video and telephone conference
in order to advance the public health goal of limiting face-to-face meetings (also called "social
distancing") to slow the spread of the Coronavirus (COVID-19). There was no public access to the
physical location described above. A recording of the telephonic meeting was made and is available
to the public.
PRESENT: President Laura Wheat and Trustees: Carol Langdon, Greg Goble, Rick Rennhack,
Alesa Belvedere, and Rajiv Trivedi.
ABSENT:
OTHERS PRESENT: Superintendent Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, 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, Fire Chief Richard Whitten, Dir. Of Planning & Development
Ron Ruthven, Court Administrator Jeannie Roumell,
Communications Manager John Sasser, Business Manager Marlene
Rutledge, Building Official Pat Cooke, Facilities & Event Manager
Darcy McFarlane, Budget & Financial Analyst Kelsey Wong,
Executive Director Dr. Mechelle Bryson, PYP Principal Rod Harding,
Assistant PYP Principal Beckie Paquin, DP Principal Dr. James Owen,
and Registrar Kimberly Gardner.
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Joint Regular Session
1. CALL TO ORDER – TOWN COUNCIL
Mayor Wheat called the Regular Session to order at 12:03 p.m.
2. CALL TO ORDER – BOARD OF TRUSTEES
President Wheat called the Regular Session to order at 12:03 p.m.
3. CITIZEN COMMENTS
Mayor Wheat provided a brief summary of instructions to the public for citizen comments.
No one addressed the Town Council or Board of Trustees.
4. CONSENT AGENDA: All items listed below are considered routine by the Town Council
and will be enacted with one motion. There will be no separate discussion of items unless
a Council 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 Town Council meeting on May 18, 2020.
b. Consider approval of Resolution 20-25, authorizing the Town Manager to enter
into an Interlocal Agreement (ILA) for Fire Department Fleet Services between the
City of Watauga and the Town of Westlake.
c. Consider approval of Resolution 20-26, approving Annual Board appointments.
MOTION: Council Member Belvedere made a motion to approve the consent
agenda. Council Member Goble seconded the motion. The motion
carried by a vote of 5-0.
5. PRESENTATION AND DISCUSSION OF THE FY 19/20 AND PROPOSED FY 20/21
MUNICIPAL AND ACADEMIC BUDGETS, PROVIDING UPDATES AND
ASSUMPTIONS TO THE TOWN COUNCIL AND BOARD OF TRUSTEES.
Mrs. Amanda DeGan presented this item. She began by thanking the staff for their hard
work in preparing the municipal and academic budgets, including the information that the
Town Council and Board of Trustees would receive at this meeting. She noted that the
municipal budget presentation would be a team effort with Assistant Town Manager Jarrod
Greenwood, and all Department Heads were present as well to answer any questions.
Town of Westlake Budget overview
Mrs. DeGan’s presentation began with the municipal budget and showed the Town’s Vision
Statement and explained how it ties into the strategic theme overview. Mrs. DeGan then
asked Mr. Greenwood to present the next portion of the presentation illustrating the Town’s
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residential and commercial growth. Westlake’s residential and daytime populations through
2040 were shown, and it was noted that this is a planning tool for estimating service delivery
needs and their anticipated budgetary impact. Mr. Greenwood mentioned that the level of
required service delivery would be deceiving if one were to focus only on Westlake’s
residential population of approximately 1,650. By contrast, Westlake’s daytime population
is approximately 16,000 and represents a large component of overall service demand.
According to the Comprehensive Plan, by 2030 the Town of Westlake would have
approximately 3,300 residents and nearly 5M (five million) square feet of residential
property. Additionally, the size of the average home in Westlake is more characteristic of
commercial properties than residential properties when compared to most cities. This alone
impacts many of the services provided by the Town, ranging from building inspections to
emergency services. The Comprehensive Plan estimates that Westlake’s daytime population
will be approximately 23,000 by 2024; representing an 80% increase from 2019.
Mrs. Degan then presented the Financial Overview for all funds in the FY 20/21 municipal
budget using the latest projections and explained the following main revenue assumptions:
1. Projections for each fund are inclusive of the use of fund balance, where needed.
2. General sales taxes reflect a $1M reduction in FY 20/21.
3. Property tax projections are based on the current municipal tax rate of $0.16018.
4. Beverage taxes are projected to decrease by 35%.
5. Interest rate revenue is calculated at a 0.5% rate of return.
6. Hotel Occupancy taxes reflect a 55% decrease due to the likelihood of the
Marriott hotel re-opening being delayed until 2021.
7. The $285k SAFER Fire Department grant has been included (pending award) and
would be used for additional personnel if awarded.
Mrs. Degan then explained the following expenditure assumptions for FY 20/21:
1. Municipal employee salaries do not reflect any increases from FY 19/20.
2. Marketing expenditures for the Marriott hotel have been reduced by 50% in the
Visitor’s Fund, and general marketing contract services have been reduced by
50%.
3. The Tree Lighting event has been eliminated.
4. The Utility Fund will begin making reimbursement payments to Hillwood
Properties over a period of 10 (ten) years at approximately $700k per year.
5. Delays should be expected for one-time development revenues.
6. All department expenditures have been conservatively budgeted.
7. Transfers to conduit funds have been deferred to future fiscal years.
8. Several Capital Improvement projects have been delayed.
8. Transfers to the Debt Service Fund have increased by $500k due to a reduction
in 4B sales tax projections.
9. The $285k SAFER Fire Department grant has been included (pending award) and
would be used for additional personnel if awarded.
Mayor Wheat asked if the aggregate number for deferrals to the conduit funds were
available. She then asked if the staff had any concerns that any wrong impressions may
result regarding the strength of the General Fund if this was not currently footnoted. She
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then stated if this was a significant number, she thought it would be beneficial to include
this footnote. Mrs. DeGan indicated that approximately $400k-$500k is typically transferred
to these conduit funds on an annual basis.
Mrs. DeGan then transitioned into the General Fund Five-Year Forecast. She stated that
the unassigned fund balance was inclusive of deferred transfers to conduit funds, and staff
has discussed creating additional conduit funds in the future for certain projects.
Additionally, unplanned development fees are not included in these forecasts; only revenues
that can be reasonably relied upon have been included. The ending fund balance in the FY
20/21 budget indicates 401 operating days, calculated at a cost of $28,701 per day. This
represents a reduction of 47 (forty-seven) operating days from FY 19/20 and is estimated
to decline further in the future based on conservative revenue forecasting. Mrs. DeGan
noted that the number of operating days would likely be higher than the ones shown,
following the recovery from the pandemic and the additional development that is likely to
occur through 2025. She noted that if Block “P” within Entrada blossoms, the number of
operating days over the next few years may look quite look different. While Board Policy
requires a minimum of 180 operating days in fund balance, Mrs. DeGan said that she prefers
to see this number closer to 400 operating days, as this provides insulation for unanticipated
expenditures at Westlake Academy and the unpredictable nature of commercial
development revenues.
Mrs. Degan then spoke on the topic of property tax rates. Prior to this year, cities could
increase property tax rates by 8% before being subject to a rollback election. In the last
legislative session, this was decreased to 3.5% before being subject to a rollback election.
The term “Effective Tax Rate” was replaced with the term “No New Revenue Tax Rate” in
the last legislative session. These terms essentially refer to a taxing entity receiving the
same amount of revenue from the previous year on the same properties. Prior to FY 18/19,
the Town of Westlake adopted the effective tax rate each year as residential and commercial
growth occurred, keeping revenues static while experiencing a steady increase in service
demands. If the current rate of $0.16018 is adopted for the upcoming year, this would be
considered a tax increase, despite the rate remaining unchanged. This increase would be
due to additional revenues being received on properties with increased valuations from the
Tarrant or Denton County Appraisal Districts. A graph was shown illustrating the municipal
property tax rates of surrounding cities compared to Westlake’s municipal property tax rate.
Assistant Town Manager Jarrod Greenwood then presented the Capital Improvement
Projects portion of the budget. He stated that staff has taken a hard look at this portion of
the budget for next year. During FY 19/20, staff has taken advantage of the office closures
in Westlake as a window of opportunity to perform needed road work; minimizing any
disruptions to the public. Due to the pandemic and the unknown impact that this
unprecedented event could have on the Town’s financial position, staff has identified Capital
Improvement Projects that could be delayed in FY 19/20 and FY 20/21. The FY 20/21 draft
budget currently allocates approximately $1.1M for Capital Improvement Projects,
representing an approximate $500k decrease from FY 19/20. Projections in FY 21/22
contain several projects that would be bond-funded, and this would have an effect on the
municipal property tax rate. Mr. Greenwood noted that it is important to have these
conversations with the Town Council well in advance. Unfunded Capital Projects were then
shown to the Council and were identified as needs that need to remain front and center for
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the purposes of planning and budgeting in the future. Mrs. DeGan asked the Council if the
Westlake Academy Pedestrian Underpass project shown in FY 24/25 should remain on the
list of Unfunded Capital Projects. Council Member Langdon stated that she was unsure if
this was a want or a need and inquired if we knew the number of children walking or riding
bicycles to school. PYP Principal Rod Harding stated that on an average day, six (6) to eight
(8) children utilize the crosswalk. He noted that the cross-country track team utilizes the
crosswalk in the morning during their season, involving approximately fifteen (15) students.
In his observation, the crosswalk is generally not used on a regular basis. Mayor Wheat
and Council Member Rennhack stated that this should be removed from the list of Unfunded
Capital Projects. Council Member Belvedere stated that the practicality of the project did
not justify the cost. Council Member Trivedi said that he would have to walk the property
to understand if this project was a want or a need but trusted the judgment of the Council.
Mayor Wheat stated that this is part of a larger discussion pertaining to future capital
projects; notably the construction of a new Town Hall. She noted that at some point, we
would need to come to grips with the answer as to whether a Town Commons area and the
Town Hall (which would serve as the centerpiece) was important to the Town of Westlake.
She then stated that Robin McCaffrey from Mesa Planning has been very insistent that
having a Town Hall is critical to Westlake’s identity as a community. Further, she said that
she did not know what needed to be done to advance this discussion but felt that these
discussions needed to occur sooner rather than later. Council Member Goble asked if it was
realistic to keep the $6.27M for the Arts & Sciences Building expansion listed as an Unfunded
Capital Project for FY 20/21. Director of Public Works & Facilities Troy Meyer replied that it
was not realistic, as this timeframe was no longer attainable even if the Town currently had
the funding for this project.
Westlake Academy Budget overview
Mrs. DeGan then provided a presentation for the Westlake Academy budget. She began
with the Five-Year Forecast using the latest projections and explained the following revenue
assumptions for the FY 20/21 budget:
1. State revenues for CTE (Career and Technical Education) programs are
projected to decrease by $27K in FY 19/20.
2. State revenues are projected to increase in FY 20/21 by $44K, pending an update
from TEA.
3. Enrollment is budgeted at 885 students enrolled through FY 23/24, although it
is projected that the actual number for FY 20/21 will be 890 students.
4. Enrollment in FY 24/25 is projected at 890 students, increasing revenue by $24k.
5. State Facilities Allotment in FY 20/21 is projected to be $161k and is also
expected to remain flat in future years. 50% of this revenue is assigned in fund
balance cumulatively each year.
6. Municipal contributions to the Westlake Academy budget have been
discontinued.
7. Bank interest is calculated at 0.5%.
8. Westlake Academy Foundation contributions remain steady at $1.03M.
9. Revenues have decreased by approximately $184k overall.
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Mrs. Degan then explained the following expenditure assumptions for FY 20/21 using the
latest projections:
1. Salaries and wages have been increased by an average of 1%, at an annual cost
of approximately $16k.
2. Staffing is projected at 100.26 FTEs (full-time equivalents), representing a
decrease of 0.87 FTEs from the previous year.
3. The iPad Initiative is in its second year of a three (3) year lease at an annual
cost of approximately $200k.
4. Maintenance and operations have increased by $42k for additional janitorial
services and supplies due to unsuccessful efforts to hire an additional day porter.
5. Security and monitoring expenditures have decreased by $10k for equipment
maintenance by implementing a new security system.
6. The K-3 Reading Academy mandated by HB3 is projected at $12k in FY 20/21,
$21k in FY 21/22, and $18k in FY 22/23.
7. The Region 11 Service Center contract has increased by $12k and includes an
instructional solutions contract for Canvas Distance Learning and support,
inclusive of remote professional development opportunities.
8. A $50k Contingency Fund has been established specifically for COVID-19
expenses.
Mrs. DeGan then transitioned into Westlake Academy’s student enrollment projections. She
noted that one of the things that are examined at each year during the budget process is
where students are coming from and what projected enrollments will be. In FY 20/21,
enrollment is estimated to be 890 students, although the budget is calculated at 885
students. If actual enrollment exceeds 885 students, any additional revenues would be
retained in fund balance. Of the 885 students, 772 are enrolled students who are returning,
inclusive of 273 students who reside in Westlake. Additional students would be admitted
via residential building permits, those with pending resident status, and through the lottery
process.
The Five-Year Fund Balance Overview showed 57 (fifty-seven) operating days based on the
ending Fund Balance in FY 20/21, reflecting no change from FY 19/20. This number was
achieved in part by a $100 reduction in daily operating cost and the additional Facilities
Allotment funding. The total annual cost per student in FY 20/21 is estimated to be $14,445,
representing a 0.25% increase from FY 19-20. This number included indirect operating
costs that are absorbed under the shared services model.
Mrs. DeGan then spoke on the issue pertaining to the pandemic and its effect on the
operations of the school. The Tarrant County Department of Health released an order on
July 21st stating that schools would not be able to have on-campus classes prior to
September 28th. As a result, remote learning will begin at Westlake Academy on August
24th, three (3) days later than originally expected. Dr. Bryson stated that this time would
be used for additional staff training with remote learning and vertical articulation between
teachers. A new academic calendar will be prepared for Board approval at the August 3rd
meeting, and student-led parent/teacher conferences will be removed from the 2020-2021
Academic calendar. The additional three (3) days will be repurposed for teachers to use as
staff workdays, giving them more time to plan. Mrs. DeGan mentioned that these days
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would be very important to have, as school staff has not had much of a summer break this
year. During this time, four committees have been formed: Health & Safety, Academics,
Operations, and Athletics. These groups have worked on the Westlake Academy Back-to
School Plan, which will be brought to the Board for approval on August 3rd.
Mrs. DeGan mentioned that there are families who have expressed concerns regarding
COVID-19 transmission to others on the school campus after returning. She noted that if
several faculty members became infected, it would be nearly impossible to find a sufficient
number of qualified substitute teachers during the required quarantine period. Mayor Wheat
asked the Council if they had any concerns regarding the recent Tarrant County mandate,
noting that it was a political issue and Westlake’s governing body has an obligation to speak
with one voice. Mr. Trivedi asked Dr. Bryson if it was true that if one student tested positive
for COVID-19, the entire class would be required to quarantine. Dr. Bryson replied that this
was dependent on contact tracing that the school would be required to do, and we would
work with county health officials as to the scope of any quarantine that would be necessary.
Mrs. DeGan indicated that conflicting information has been received; ranging from vacating
classrooms for several hours up to a full day for a deep cleaning, and also whether it would
affect adjacent classrooms. Westlake Academy is required to submit the health and safety
components our Back-to-School Plan to Tarrant County following Board of Trustees
approval. Mrs. DeGan also stated that she was aware that some ISDs would require
facemasks for students 10 (ten) years of age and older. She noted that Westlake Academy
would have much more difficulty following this practice as a K-12 campus, since our students
are not segmented by age groups on different campuses like school districts. As a result,
Westlake Academy would likely recommend masks for all students. Specific guidelines will
be received from TEA (Texas Education Agency) by the end of the week.
President Wheat noted that Denton County is currently reporting 500 pediatric cases of
COVID-19. While the symptoms are generally less severe in this age group, this increase
in positive cases has resulted in statistical increases in all other age groups approximately
two weeks later. Mr. Trivedi stated that it was important to make our decisions based firmly
on science, and not on emotional or political factors. Trustee Belvedere stated that one
problem with science is that the information is often mixed. One concern she had regarding
facemasks is that all types are only supposed to be used for a short period of time before
being replaced; as this reduces the likelihood of spreading the virus through surface
contamination. She stated that she did not know how this would be manageable with
children. Mrs. DeGan noted that they have received conflicting information on this topic,
and this has been discussed with staff on several occasions. At this time, the Academy
plans to require facemasks to be worn on campus, and changes would be made to our
operational procedures if data becomes available supporting that action.
Mrs. DeGan then shared the results of a recent student enrollment survey for FY 20/21.
This survey asked parents if they were required to make a decision today, would they choose
to return their child(ren) to the campus for in-person instruction, choose remote instruction,
or if they were undecided. Currently, 936 responses have been received, and are inclusive
of new enrollments and new Westlake residents. The survey responses are as follows:
a) Return to campus: 499 responses (53%)
b) Use remote learning: 316 responses (34%)
c) Currently undecided: 121 responses (13%)
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Trustee Langdon noted that Dallas ISD would be utilizing three-sided face shields and
inquired whether using more than one type of PPE (Personal Protective Equipment) was a
possibility for Westlake Academy students. Trustee Rennhack added that using this type of
PPE would allow students and teachers to see the facial expressions other others; and noted
that this was very important in a school environment. He then inquired if the effectiveness
of face shields had been compared to facemasks covering the nose and mouth. Mrs. DeGan
said this had been studied, with the N95 facemasks being the most effective, and cloth
coverings (commonly known as “gators”) being the least effective. She then stated that we
would be obtaining PPE from the State that has been allocated based on our enrollment and
staff sizes. Staff has procured 10 (ten) face shields featuring two (2) different designs to
try. While this type of face covering is shown to be more effective than gators, it is less
effective than facemasks since they are open at the bottom. These face shields would
provide an option for those who have respiratory issues or other conditions that would
prevent the use of traditional facemasks.
Trustee Rennhack stated that staff has looked into the possibility of having lectures online
combined with on-campus instruction with teachers earlier this year and asked if this was a
possibility moving forward. Dr. Bryson said that this was an accounting and attendance
issue that could affect funding due to on-campus attendance requirements. Mrs. DeGan
said that staff has researched this as a hybrid option for grades 9-12. Until last Friday,
TEA’s position was that this was not an allowable option in order for schools to receive
funding for education. In order to receive funding, education was limited to in-person
instruction, synchronous remote learning, or asynchronous remote learning. TEA has
recently modified their position on this topic in response to many schools stating that
students in younger grades could not be properly distanced if the upper grades were also
on campus. At this time, it is likely that staff will recommend offering this hybrid learning
option.
TEA’s current position on school sports programs relies on guidance released by the UIL
(University Interscholastic League), subject to any legislative mandates applicable to each
school. The UIL is expected to release information today that will provide necessary
guidance to schools. Staff has had discussions regarding the possibility of re-arranging fall
and spring sports; however, no final decisions have been made at this point.
President Wheat expressed concern about our communication strategy during a time when
information changes almost daily. She asked how we were planning to get information out
to the public that is as consistent as we can possibly make it. Mrs. DeGan replied that Dr.
Bryson was planning to do a Facebook Live session this week, and possibly share the draft
health and safety components of the Back-to-School plan with participants to obtain
feedback prior to bringing it to the Board for approval. Trustee Trivedi emphasized that our
communications need to be accurate, consistent, and frequent.
Trustee Goble expressed concerns that we are at the mercy of the State of Texas, the CDC
(Center for Disease Control), and other regulatory agencies. He mentioned that we did not
have a lot of choices as we continually receive information from these agencies, and this
information is constantly changing. He then stated that it was of upmost importance to
continue to convey that the safety of the students and staff is our primary goal and we will
do everything possible to the best of our ability to achieve these goals. Mrs. DeGan agreed,
BOT Minutes – 7/21/20
Page 9 of 10
adding that without putting health and safety first, education may not be possible due to
possible school shutdowns in the future. Information would be shared explaining why we
are making our operational decisions, and this would be in support of the ultimate goal of
health and safety.
Mrs. DeGan then stated that has been our intention to define what would constitute an
acceptable face covering at Westlake Academy and asked the Board for their input.
President Wheat and the entire Board of Trustees agreed that this decision may be made
by Mrs. DeGan and the leadership of the organization. They also unanimously stated their
support to require facemasks on campus, and they had full trust and confidence in Mrs.
DeGan’s ability to make the correct decisions on these issues.
Trustee Goble asked how prepared we were with remote learning. Dr. Bryson stated that
the assignments, activities, and grading for remote learning would be the same as for
students who choose the in-person learning option. During the first five (5) weeks, the
school would utilize remote learning for all students. Two (2) weeks prior to the end of this
remote learning period, parents would choose the type of learning method for their
child(ren) that would remain in effect for the remainder of the school year.
Mrs. DeGan then asked the Board for staff direction on several items, beginning with
changing the start date of the new school year to August 24th. This would require a change
to the school calendar that would need to be submitted to TEA. The Board responded that
this change was acceptable.
The Council then considered a 2% municipal salary increase to be included in the draft
municipal budget, and also to consider an additional 1% average increase for academic
salaries in January after a review of Westlake Academy’s financial position.
6. COUNCIL RECAP/STAFF DIRECTION
a. Research a targeted update to the Comprehensive Plan and discuss with Robin
McCaffrey about vendors that might be good for this project.
b. Remove the pedestrian underpass from the Unfunded Capital Projects budget.
c. Research professional strategists to work with the Westlake Academy Foundation on
Blacksmith fundraising in light of current economic uncertainties.
d. Provide general enrollment benchmarks for the fall, including withdrawal
percentages.
e. Add a column for cohort retention to the enrollment chart specifying whether
students are residents, on the lottery list, or are a cohort.
f. Research the transmission of COVID-19 among teens using scientific data from
Denton and Tarrant counties. This could be part of the “why” in communications to
parents regarding plans and decisions that are made. Being a small school with a
small staff may drive many of our decisions in the future, beginning with the safety
of staff and students. Illustrate the impact of COVID-19 on education and the
operational areas that have been affected.
g. Calculate 2% pay increases for municipal staff as a scenario to be included in future
budget discussions and review the academic financials in January for a possible
additional pay increase.
BOT Minutes – 7/21/20
Page 10 of 10
7. FUTURE AGENDA ITEMS
No future agenda items.
8. ADJOURNMENT OF THE TOWN COUNCIL AND BOARD OF TRUSTEES MEETING.
There being no further business before the Town Council or Board of Trustees,
Mayor/President Wheat asked for a motion to adjourn both meetings with one action.
MOTION: Council/Board Member Rennhack made a motion to adjourn the
meeting. Council/Board Member Langdon seconded the motion.
The motion carried by a vote of 5-0.
Mayor/President Wheat adjourned the meetings at 4:32 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.
APPROVED BY THE BOARD OF TRUSTEES ON SEPTEMBER 14, 2020.
ATTEST: _____________________________
Laura Wheat, President
__________________________
Todd Wood, Town Secretary
a. Presentation and discussion regarding Counseling Services.
b. Presentation and Discussion regarding IB site visit.
c. Presentation and discussion of revised PYP Report Cards.
Board of
Trustees
Item # 5 – Presentation
and Discussion Items
Page 1 of 2
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, September 14, 2020
TOPIC: Presentation and Discussion Regarding Counseling Services
STAFF CONTACT: Carl Tippen, Lisa Phillips, Sara DeRaud, and Lakshmi Morgan
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Vision: Westlake Academy
inspires college bound
students to achieve their
highest individual
potential in a nuturing
environment that fosters
the traits found in the IB
Learner Profile.
Academic
Operations PYP / MYP / DP Optimize Student
Potential
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: August 1, 2019 Completion Date: Ongoing
Funding Amount: N/A Status - N/A Source - General Fund
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Westlake Academy’s goal as an IB World School is to inspire college bound student to achieve their
highest individual potential in a nurturing environment that fosters the traits found in the IB Learner
Profile. In doing so, the primary goal of the school counseling program is to promote and enhance
learning through academic support, developmental responsiveness, and college and career readiness. Our
counselors provide the following services:
•Assist students in resolving academic issues;
•Assist students in developing skills to improve organization, study habits, and time management;
•Assist students in working through personal problems that affect academics and relationships;
•Assist students in improving social skills;
•Assist students in identifying college and career goals;
Page 1 of 2
•Assist students in coping with trauma; and
•Assist families in finding community resources.
The purpose of this presentation is to inform the Board of Trustees of Westlake Academy’s counseling
services. In light of the impact of COVID-19 on our students, counselors have planned a series of
services designed to support students and assist them in building healthy choices that promote healthy
lives. The presentation will review Westlake Academy’s counseling philosophy, counseling goals,
progress of the threat assessment team, implementation of the hope squad, and suicide prevention, and
social emotion learning initiatives. In addition, connections to the IB framework and the Learner Profile
will be discussed.
RECOMMENDATION
Seeking continued support of the Academy’s counseling services.
ATTACHMENTS
None
Page 1 of 2
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, September 14, 2020
TOPIC: Presentation and Discussion Regarding IB Site Visit
STAFF CONTACT: James Owen, Alison Schneider, and Terri Watson
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: 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 life-long
learners.
Academic
Operations PYP / MYP / DP
Strengthen IB
Philosophy &
Implementation
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: January 7, 2019 Completion Date: March 6, 2020
Funding Amount: N/A Status - N/A Source - General Fund
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Westlake Academy as an IB World School and IB continuum school has an obligation to follow the IB
framework and to create a rigorous learning environment grounded in the IB standards and practices. As
such, students engage in learning experiences that construct and deconstruct knowledge, extend learning
beyond the classroom walls and cultivate international mindedness through the IB learner profile. A
crucial element of the IB is the evaluation process. Every five years, IB schools are evaluated by the IBO.
Beginning January 7, 2019, the Academy conducted a year-long self-evaluation that concluded on
December 16, 2019. The self-evaluation was in preparation for the IB site visit which took place on
March 4, 5, and 6, 2020. It is important to note that the Academy chose to participate in a continuum visit
instead of three separate evaluations processes. For the first time in the history of the Academy, all three
programmes were reviewed in tandem.
Page 1 of 2
The purpose of this presentation is to inform the Board of Trustees of Westlake Academy’s IB site visit.
The presentation will review Westlake Academy’s self-evaluation process, explain the unique features of
a continuum site visit, and share the results of the IB site visit.
RECOMMENDATION
Seeking continued support of the Academy’s IB continuum.
ATTACHMENTS
None
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, September 14, 2020
TOPIC: Presentation and discussion of revised PYP Report Cards
STAFF CONTACT: Rod Harding, PYP Principal
Alison Schneider, PYP Curriculum Coordinator
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: 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 life-long
learners.
Academic
Operations Primary Years Programme Optimize Student
Potential
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: September 14, 2020 Completion Date: June 30, 2021
Funding Amount: $0 Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
The presentation and discussion will provide the Board of Trustees with a timeline of the development of
the draft PYP report card. Revision was based on the IB PYP: From Principles into Practice, released in
2018, that provided all IB World Schools with enhancements to the program. Throughout 2019-2020 PYP
staff reviewed these enhancements and identified the reporting of student learning as an area of priority
This resulted in the formation of a report committee to review and update the existing report card.
Staff will highlight the historical changes of the PYP report card, current IBPYP enhancements, curriculum
alignment and the specificity of the report card and most importantly the intended communication to all
stakeholders.
RECOMMENDATION
Staff recommends approval of the policy changes and implementation of the report card for
2020-2021.
ATTACHMENTS
Draft PYP report card
PYP Quarter One Report
Westlake Academy
Semester 1 (2020 - 2021)
Prepared: October 15, 2020
Henry (Fake) Epelbaum
Grade
Grade 3
Advisor
Harmony Lokash
Dear PYP Parents,
A review of our current reporting procedures by the PYP leadership, teachers, and feedback from parents in regard to the
frequency, readability, and interpretation of the reports has resulted in the introduction of our new K-5 reporting format.
The new PYP report format aligns with the International Baccalaureate’s stance on measuring and reporting on learning.This
process is designed in a manner that is objective and aligned with the state curriculum standards, the Texas Essential
Knowledge and Skills (TEKS).This report will provide more specificity by reporting on student performance within a specific
standard (TEK).
What are the benefits for IB Learners?
•As lifelong learners, students develop agency to reach their highest potential
•Students know where they are and partner with their teacher and parents to set future academic goals
•Students understand how school learning relates to the present world and future goals
•Students use evidence to select learning strategies to improve their work
•Students are offered multiple opportunities and ways through which to demonstrate proficiency
What are the benefits for Parents?
•Report cards provide information about the child’s learning experience in school
•Parents are aware of exactly what their child knows, is able to do, and the next steps for progress
•Parents offer support for their child by extending understanding and supporting learning in real-world contexts
Unit of Inquiry and Inquiry-based Instructions
Inquiry-based instruction is our leading approach for students to explore their curiosities and understandings about global and
timeless concepts.Inquiry is about the learning journey (the process) and not the final product (a grade).For this reason, the
unit of inquiry reports will no longer be issued and reported on. A portfolio of learning will be kept using student work samples,
rubrics, reflections, and teacher feedback.The process of evidencing student inquiry and conceptual development will be
introduced in phase two of our new format, coming later this school year.
As you view this report, you will clearly see what was taught during the nine-week quarter and the degree to which your child
has mastered the taught curriculum.This will allow for enriched conversations between parents/students and teachers.Please
connect with your child’s teacher at any time for a conference.
Sincerely,
Rod Harding,PYP Principal
Henry (Fake) Epelbaum
Westlake Academy - Semester 1 (2020 - 2021)
2600 J T Ottinger Rd., Westlake, Texas, United States, 76262 — Tel.: (817) 490-5757
Page 1 of 5
Assessment Descriptors
ATL Criteria
Abbreviation Descriptor
Exceeds
Expectations
Exceeds Expectations
Meets
Expectations
Meets Expectations
Approaches
Expectations
Approaches Expectations
Below
Expectations
Below Expectations
Mastery Level
Abbreviation Descriptor
IA Independent Application of Standard to New Situations
DA Demonstrates Achievement of Standard (the goal is for students to reach this level)
AA Approaching achievement of Standard with Support
IP Insufficient Progress Toward Standard
Henry (Fake) Epelbaum
Semester 1 (2020 - 2021)
PYP Quarter One Report
Prepared: October 15, 2020
Henry (Fake) Epelbaum
Westlake Academy - Semester 1 (2020 - 2021)
2600 J T Ottinger Rd., Westlake, Texas, United States, 76262 — Tel.: (817) 490-5757
Page 2 of 5
Summary of Achievement
Observation Comments Dawnelle Butler, Jaime Estrada, Joanna Reynolds, Karon Gopffarth, Martha de la Mora
Fake Henry, you are exceptionally principled and caring towards others. You are always eager to learn new concepts and skills.
You do the right thing all the time and help others by being an example to them. You are caring and listen to others with
attentiveness and have a personal commitment to serving others and making our classroom and school a better place. Moving
forward continue working on your research skills, specifically working on analyzing the data and information you find as you
research and summarizing your ideas in your own words.
Approaches to Learning
ATL Criteria
Communication Skills Meets
Expectations
Social Skills Approaches
Expectations
Thinking Skills Meets
Expectations
Research Skills Exceeds
Expectations
Self-management Skills Meets
Expectations
Subjects
Mastery
Level
Language Arts
DA
DA
DA
IA
IA
IA
AA
[TEKS] Developing and sustaining foundational language skills
The student can spell words with multiple syllables and different spelling patterns.
The student can spell and understandwords with suffixes.
[TEKS] Comprehension skills
The student can ask questions about the text before reading, while reading, and after reading.
[TEKS] Response skills
The student can use new vocabulary when talking and writing about what was read.
[TEKS] Multiple genres
The student can talk about how major and minor characters in a story interact with each other.
The student can analyze plot elements, including the sequence of events, the conflict, and the resolution.
[TEKS] Composition
The student can use a range of planning strategies to help develop ideas about genre, topic, purpose, and audience.
Henry (Fake) Epelbaum
Semester 1 (2020 - 2021)
PYP Quarter One Report
Prepared: October 15, 2020
Henry (Fake) Epelbaum
Westlake Academy - Semester 1 (2020 - 2021)
2600 J T Ottinger Rd., Westlake, Texas, United States, 76262 — Tel.: (817) 490-5757
Page 3 of 5
Mastery
Level
AA
AA
DA
DA
Mastery
Level
Spanish
Martha de la Mora
DA
AA
Mastery
Level
Mathematics
DA
IA
DA
DA
DA
Mastery
Level
Physical Education
Karon Gopffarth
DA
IA
Mastery
Level
Science
DA
DA
The student can write complete simple and compound sentences with subject-verb agreement.
The student can correctly use singular, plural, common, and proper nouns.
The student can capitalize the official titles of people, holidays, and geographical names and places.
The student can correctly spell words with grade appropriate patterns and rules.
Oral Language: The student participates using grade appropriate listening and speaking skills
Written Language: The student participates using grade appropriate reading and writing skills
[TEKS] Number and operations
The student can separate a number by the digits and their place values, as well as combining place values into one
number.
The student can compare and order numbers using <, >, or =.
The student can develop and apply strategies to solve addition and subtraction problems.
[TEKS] Algebraic reasoning
The student can represent one-and two-step addition and subtraction problems using pictorial models, number lines,
and equations.
[TEKS] Data analysis
The student can explain the data represented in a frequency table, dot plot, pictograph, and bar graph.
Demonstrates developmentally appropriate knowledge and skills based on the state standards
Follows rules, procedures, and safe practices while working independently or participating with others
[TEKS] Scientific investigation and reasoning
The student can demonstrate safe practices during investigations.
The student can use scientific inquiry methods.
Henry (Fake) Epelbaum
Semester 1 (2020 - 2021)
PYP Quarter One Report
Prepared: October 15, 2020
Henry (Fake) Epelbaum
Westlake Academy - Semester 1 (2020 - 2021)
2600 J T Ottinger Rd., Westlake, Texas, United States, 76262 — Tel.: (817) 490-5757
Page 4 of 5
Mastery
Level
Social Studies
DA
DA
AA
DA
Mastery
Level
Music
Jaime Estrada
IA
IA
Mastery
Level
Visual Arts
Joanna Reynolds
DA
DA
Harmony Lokash
Homeroom Advisor
Government
The student can describe the basic structure of government.
The student can identify government officials and explain how they are chosen.
Citizenship
The student can identify the characteristics of good citizenship.
Culture
The student can identify and describe heroic deeds.
Demonstrates developmentally appropriate knowledge and skills based on the state standards
Follows rules, procedures, and safe practices while working independently or participating with others
Demonstrates developmentally appropriate knowledge and skills based on the state standards
Follows rules, procedures, and safe practices while working independently or participating with others
Henry (Fake) Epelbaum
Semester 1 (2020 - 2021)
PYP Quarter One Report
Prepared: October 15, 2020
Henry (Fake) Epelbaum
Westlake Academy - Semester 1 (2020 - 2021)
2600 J T Ottinger Rd., Westlake, Texas, United States, 76262 — Tel.: (817) 490-5757
Page 5 of 5
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Action Item
Westlake Board Meeting
Monday, September 14, 2020
TOPIC: Consider a Resolution amending the ‘Primary (K-G5) Assessment and
Grade Reporting Policy’ – No. 6.09
STAFF CONTACT: Rod Harding, PYP Principal
Alison Schneider, PYP Curriculum Coordinator
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: 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 life-long
learners.
Academic
Operations Primary Years Programme Optimize Student
Potential
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: September 14, 2020 Completion Date: N/A
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Consider the resolution to amend the ‘Primary (K-G5) Assessment and Grade Reporting Policy’ No. 6.09.
These changes take into consideration a review by the school lawyer Mrs. Janet Bubert, annual parent
feedback and teacher recommendations of the need for increased transparency and specificity of academic
performance in both the subject-based and the IB Approaches to Learning reports. This allows teachers,
administrators and parents greater clarity in how teachers determine academic standards at each grade level.
RECOMMENDATION
Staff recommends approval.
ATTACHMENTS
Resolution
Exhibit “A” - Primary (K-G5) Assessment and Grade Reporting Policy – No. 6.09
WA Resolution 20-12
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION 20-12
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
AMENDING AND ADOPTING THE ‘PRIMARY (K-G5) ASSESSMENT AND GRADE
REPORTING POLICY’ - NO. 6.09.
WHEREAS, the policy was originally adopted on April 5, 2010, and amended by the
Board of Trustees on October 3, 2011 with an effective date of October 3, 2011 and further
amended on May 9, 2016 with an effective date of May 9, 2016; and,
WHEREAS, this amendment reflects the development of assessment and reporting
guidelines by the International Baccalaureate Organization and staff work groups in order to
allow greater transparency for assessment and reporting to parents; and,
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, 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 Board of Trustees Westlake Academy, hereby approves the
‘Primary (K-G5) Assessment and Grade Reporting Policy’ for Westlake Academy attached
to this resolution as Exhibit “A”.
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 Council hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION 4: That this resolution shall become effective from and after its date of
passage.
WA Resolution 20-12
Page 2 of 2
PASSED AND APPROVED ON THIS 14th DAY OF SEPTEMBER 2020.
___________________________________
Laura Wheat, President
ATTEST:
________________________________ ___________________________________
Todd Wood, Board Secretary Amanda DeGan, Superintendent
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry or Janet S. Bubert,
School Attorney
Exhibit “A” – WA Resolution 20-12
Page 1 of 3
Exhibit “A”
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 6.09:
Date Board Adopted: April 5, 2010
Date Board Amended: September 14, 2020
Effective Date: September 14, 2020
Policy Category: Student Achievement
Policy Name: Primary (K-G5) Assessment and Grade Reporting
Primary Goal
One of the primary goals of the PYP assessment and reporting system is to align with the
International Baccalaureate’s stance on measuring student progress and reporting on
student achievement in relation to designated learning standards. The report card is
designed in a manner that is objective and aligned with the state curriculum standards,
the Texas Essential Knowledge and Skills (TEKS). The goal of this policy is to create
transparency in the Primary (K-G5) Student Assessment and Grading Policy.
Policy Description
The purpose of this assessment and reporting policy is to create a process that
accurately, consistently, fairly and with specificity communicates the learning progress
and achievement of learners to students themselves, parents, and other faculty members
with an education need to know. Ultimately, our goal is to create a community that
embraces assessment and reporting as a valuable and essential part of the learning
cycle.
Policy Function
The Academy shall align the rigor of the International Baccalaureate framework to the
instructional standards of the Texas Essential Knowledge and Skills (TEKS). These
established instructional standards shall provide teachers and students with a learning
progression designed to address the concepts and skills needed for successful
matriculation from grade to grade. Assessment and reporting procedures will maintain the
integrity of the International Baccalaureate programme.
Exhibit “A” – WA Resolution 20-12
Page 2 of 3
Classroom learning activities shall be designed so that each student’s progression
indicates the level of mastery achieved within the grade level standards. Learning shall
be effectively measured, reported, and documented in alignment with a set of clearly
defined transdisciplinary concepts and content-area knowledge and skills collaboratively
designed by the administration, faculty, and staff.
Our Purpose of Assessment and Reporting
There are two main purposes of assessment and reporting:
•Measuring Learning: capturing what a student has learned during a specific point
in time; supports student achievement and progress in learning; analysis of data
points to evaluate student progress
•Reporting on Learning: the process of informing parents and students on
progress made towards achievement; identifying areas of growth; this is the most
public component of assessment (IB0, 2018).
The Benefits of Assessment and Reporting
For IB Learners:
•As lifelong learners, students develop agency to reach their highest potential
•Students know where they are and partner with their teacher and parents to set
future academic goals
•Students understand how school learning relates to present world and future goals
•Students use evidence to select learning strategies to improve their work
•Students are offered multiple opportunities and ways through which to
demonstrate proficiency
For Parents:
•Report cards provide information about the child’s learning experience in school
•Parents are aware of exactly what their child knows, is able to do, and the next
steps for progress
•Parents offer support for their child by extending understanding and supporting
learning in real-world contexts
For IB Educators:
•Educators provide classroom instruction that is learner centered. The teacher and
student work together to track progress and identify the next steps in the learning
process
•Educators know exactly where students stand in their progress toward learning
targets and what support or extension needs to be provided
Exhibit “A” – WA Resolution 20-12
Page 3 of 3
•Assessment and reporting practices relate to instructional planning by providing
informed feedback on the effectiveness of approaches and methods
•Assessment results determine when students need extra help and when they need
more challenging work
Mastery Levels
In the reporting process, parents and students will clearly see what was taught during the
nine-week grading period and the degree to which the learner has mastered the taught
curriculum, allowing enriched conversations between parents/students and teachers to
provide a clear understanding of what grade level standards need to be targeted for
growth and what standards have been mastered. Students will be able to use the
reporting process to set specific goals to work toward mastery.
Primary Years Programme Student Mastery Levels
IA DA AA IP
Independent
Application of
Standard to New
Situations
Demonstrates Achievement
of Standard (the goal is for
students to reach this level)
Approaching
achievement of
Standard with
Support
Insufficient
Progress Toward
Standard
Correlation to the Assessment Tools Used in PYP Classrooms
Child-friendly mastery levels used in instruction
I can teach someone I can do this by myself I need help I don’t
understand
Westlake Academy ATL rubric for PYP and MYP Quarter Reports
Exceeds Expectations Meets Expectations Approaches Expectations Below Expectations
Reporting in a nine-week cycle
Quarterly reports will be made available via ManageBac at the end of each nine-week period
Quarter One (Q1):
October
Quarter Two (Q2):
January
Quarter Three (Q3):
March
Quarter Four (Q4):
June
Assessment and reporting is an integral part of instruction. It determines whether or not
the goals of education are being met. This affects decisions about instructional needs,
curriculum, student performance, and matriculation. Assessment and reporting systems
provide specific feedback and indicators of mastery to each stakeholder grouping.
Dates Amended:
10/03/11
05/09/16
Page 1 of 2
estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, September 14, 2020
TOPIC: Discussion Regarding the Back to School Plan for the 2020-2021 Academic
School Year
STAFF CONTACT: Amanda DeGan, Superintendent
Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: 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 life-long
learners.
Academic
Operations PYP / MYP / DP Optimize Student
Potential
Strategic Initiative
Outside the Scope of Identified Strategic Initiatives
Time Line - Start Date: August 10, 2020 Completion Date: June 1, 2021
Funding Amount: N/A Status - N/A Source - General Fund
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
As discussed at our meeting in August, staff developed a Back-to-School Plan that contained an overview
of the processes we would utilize during this academic year. We had worked through the summer to
develop a robust plan that would be flexible enough to meet the ever-changing regulations and evolving
public health information, while maintaining the healthiest campus possible in light of the COVID-19
conditions that exist in our community.
The Texas Education Agency (TEA) had also spent the summer updating schools on the available options
for campuses to utilize both remote and in-person teaching methods, funding based on both synchronous
Page 1 of 2
and asynchronous learning, attendance policies, cleaning protocols, and other processes-based guidelines
for the year. As part of those directives to schools, the decision to implement a four (4) week delay to in-
person learning on campus was left to the discretion of the superintendent of each district. The
superintendent of Westlake Academy opted to utilize the four (4) week delay for our school.
Thus, staff have spent this time not only providing education through remote learning tools to our students,
but also ensuring our on-campus systems were layered to allow for the protection of students and staff as it
relates to the transmission of COVID-19. We have worked with our nursing staff, taken contact training
courses, discussed the movement of students on campus, outlined plans to eliminate large groups and pick-
up and drop-off, finalized our lunch options, and developed a variety of other protocols to help us welcome
our students back to school.
We will discuss our progress to date and provide the Board with all of the available options for the return
to campus on the 21st of September, as well as the associated TEA guidelines.
RECOMMENDATION
Review, discussion and direction on the staff’s recommendation to return to in-person learning on the 21st
of September 2020.
ATTACHMENTS
Presentation to be given at the meeting.
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.
Board of
Trustees
Item # 8 – Future Agenda
Items
Board of
Trustees
Item # 9 – Board Recap/
Staff Direction
Board of
Trustees
Item # 10 – Adjournment