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MINUTES OF THE WESTLAKE ACADEMY BOARD OF
TRUSTEES MEETING
AUGUST 9, 2021 5:00 P.M. 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 conducted this joint meeting at 5:00 p.m. on Monday,
August 9, 2021. In order to advance the public health goal of promoting "social distancing" to slow
the spread of the Coronavirus (COVID-19), there was limited public access to the physical location
described above. A limit of thirty (30) seats were made available to the public on a first -come, first -
serve basis. A recording of this meeting was be made and is available to the public in accordance
with the Open Meetings Act.
Vision Statement
An oasis of natural beauty that maintains our open spaces in balance with distinctive development, trails, and
quality of life amenities amidst an ever expanding urban landscape.
PRESENT: President Laura Wheat and Trustee Members Carol Langdon, Rajiv
Trivedi, Chandrika Dasgupda, and Anna White.
ABSENT: Alesa Belvedere.
OTHERS PRESENT: Superintendent Amanda DeGan, Deputy Town Manager Noah Simon,
Assistant Town Manager Jarrod Greenwood, Director of Finance
Ginger Awtry, Director of Public Works & Facilities Troy Meyer,
Executive Director Dr. Mechelle Bryon, DP Principal Dr. James Owen,
Director of Planning & Development Ron Ruthven, Director of Human
Resources Sandy Garza, Business Manager Marlene Rutledge, and
Director of Community Engagement Jon Sasser.
Regular Session
1. CALL TO ORDER
President Wheat called the Joint Town Council and Board of Trustees meeting to order at
5:40 p.m.
2. PLEDGE OF ALLEGIANCE
3. CITIZEN COMMENTS: This is an opportunity for citizens to address the Board of Trustees
on any matter, whether or not it is posted on the agenda.
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 of
Trustees cannot by law take action nor have any discussion or deliberations on any
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presentation made at this time concerning an item not listed on the agenda. The Board of
Trustees will receive the information, ask staff to review the matter, or an item may be
noticed on a future agenda for deliberation or action.
No one addressed the Board of Trustees.
4. ITEMS OF COMMUNITY INTEREST: President and Trustee Reports on Items of
Community Interest pursuant to Texas Government Code Section 551.0415 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.
Director of Community Engagement Jon Sasser introduced this item. He provided an update
on the following upcoming events:
• Meeting with the Superintendent #1: Wednesday, August 11, 2021 at 6 p.m. in the
Council Chambers at Westlake Town Hall
• Meeting with the Superintendent #2: Wednesday, August 11, 2021 at 6 p.m. in the
Council Chambers at Westlake Town Hall
• The next Planning & Zoning Meeting will be held on Monday, August 16, 2021 at 5:00
p.m.in the Council Chambers at Westlake Town Hall
• Secondary Back to School Night will be held on Monday, August 16, 2021, from 5:00
p.m. to 7:00 p.m.
• Primary Back to School Night will be held on Monday, August 17, 2021, from 5:00 p.m.
to 7:30 p.m.
S. 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 of Trustee 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 BOT minutes from the Joint meeting on March 1, 2021.
b. Consider approval of the BOT minutes from the Joint meeting on March 29, 2021.
c. Consider approval of WA Resolution 21-16, awarding the bid for property/casualty
insurance products and services to Box Insurance Agency for FY 2021-2022, and further
authorize the Superintendent or designee to execute this agreement.
d. Consider approval of WA Resolution 21-17, authorizing the Superintendent to
execute a contract with the Education Service Center Region 11.
MOTION: Council Member Trivedi made a motion to approve the
consent agenda. Council White White seconded the motion. The
motion carried by a vote of 4-0.
6. REPORTS
Reports are prepared for informational purposes and will be accepted as presented. (there
will no presentations associated with the report items) There will be no separate discussion unless a
Board of Trustees Member requests that report be removed and considered separately.
a. Report regarding the 2021-2022 School Year Theme and Focus.
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7. CONDUCT A PUBLIC HEARING AND CONSIDER APPROVAL OF WA RESOLUTION
21-18, APPROVING THE WESTLAKE ACADEMY REVISED OPERATING BUDGET
FOR FISCAL YEAR ENDING AUGUST 31, 2021, AND ADOPTING THE WESTLAKE
ACADEMY PROPOSED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2022.
President Wheat then asked that Item #7 be re -ordered to follow Item #10. Upon
completion of Item #10, the Board addressed Item #7.
Superintendent Mrs. Amanda DeGan presented this item. She began by noting that the
proposed budget reflects Westlake Academy's (WA) continuing initiatives that support the
vision, mission, and values established by the governing Board of Trustees. Westlake
Academy has remained focused on future readiness and providing students with an
internationally minded education of the highest quality, so they are well-balanced and
respectful life-long learners.
Mrs. DeGan then noted that the document presented contains a summary showing the
proposed academic budget for Fiscal Year 2021-22 with the amended budget for Fiscal Year
2020-21. Statistical data, summaries, and charts are intended to provide a review of the
proposed budget, which is a strategic guidance tool for the upcoming school year and
beyond.
The Proposed FY 2021-2022 operating budget reflects the following updates:
• Increase in budgeted student enrollment vs. our previous year (from 865 to 900)
• Hiring a PYP STEM Specialist position
• Expanding the MYP Coordinator position to full-time
• Hiring SPED Teacher to allow our SPED Coordinator to work on program oversight
• Addressing the continuing fiscal impacts of COVID-19
• First year (of two only) to receive federal relief funds (ESSER III -Supplemental) for
public schools, meant to help in specific recovery efforts from the effects of the
COVID-19 pandemic. Westlake Academy will receive $235,085 in FY22 and $227,039
in FY23.
Mrs. DeGan noted that the Board of Trustees reviewed both the Current Year Amended FY
2020-21 and the Proposed Budget for FY 2021-22 at the budget retreat held on June 17,
2021. During these discussions, staff presented the projected year-end expenditures, an
analysis of the coming year revenues and expenditures related to the academic services of
Westlake Academy, and a five-year financial forecast.
The majority of changes made to the proposed budget since the June 2021 Board retreat
were a result of staffing and payroll changes related to the change in positions bulleted
above, along with the hiring of an interim athletic director, a few remaining vacancies,
realignment of stipends, and the integration of the ESSER III -Supplement funding (available
for next two years only). These adjustments resulted in a favorable change to Fund Balance,
adding 3 operating days, from the original information provided to the Board.
The FY 2021-22 General Fund budget presented this evening totals $9,432,983,
representing a 0.22% decrease from the prior year. These projections will decrease fund
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balance by $61,237 for an ending unassigned fund balance of $1,785,979. This balance
provides 69 operating days.
This budget presentation presents another opportunity, prior to adoption, for Board follow-
up and review of the proposed information for the coming fiscal and school year. Legal
requirements for charter school budgets are formulated by the state and the Texas
Education Agency (TEA). A Board typically adopts an appropriated budget on a basis
consistent with GAAP for the general fund, debt service fund and child nutrition program
(which is included in special revenue funds). However, the Academy does not maintain a
debt service fund nor a child nutrition program; therefore, only the General Fund is required
to be adopted. Special Revenue Funds are not adopted by the governing body and are
shown for informational purposes only.
In accordance with State law, the staff has prepared and presents the FY 2021-22 operating
budget for the Academy outlining the anticipated revenues and expenditures of all funds for
the Board's review and consideration, including the amended year-end budget for FY 2020-
21. The request to amend the original FY 2020-21 operating budget is attached to the
agenda memo for your review. The budgetary changes presented this evening estimate
adding $207,822 to fund balance. Below are the highlights of these changes:
• There was a slight decrease in local revenues due to lower interest rates and student
fee collections; however, state revenue increased by $252,821 (or 3.1%) with the
addition of TEA's Hold Harmless funds. In October 2020, TEA announced the "Hold
Harmless guarantee", which is made available to school districts and charter schools
offering in -person instruction for families desiring to be on -campus. After meeting
all of TEA's conditions of in -person instruction during the 2020-21 school year, the
average daily attendance (ADA) will increase from 839.050 in September 2020 to
893.703 in August 2021. This is a one-time only increase intended to ensure schools
have the flexibility and financial security to provide in -person instruction while
adapting to the established COVID-19 protocols. Therefore, you will note a
corresponding decrease in the proposed revenue budget as a result.
The expenditure budget increased by $60,000. As part of our state funding, TEA
provides Facilities Allotment funding to be used for maintaining safe and secure
buildings. We reserve 50% of this funding for projects approved by the Town
Manager. A portion of the estimated cost of a project is moved to the municipality
for the work, since the buildings are assets of the Town of Westlake. The fire alarm
system was replaced this summer, making good use of those funds.
President Wheat opened the public hearing at 8:31 p.m.
No one addressed the Board.
President Wheat closed the public hearing at 8:31 p.m.
MOTION: Council Member Dasgupta made a motion to approve
the consent agenda. Council Member White seconded the motion.
The motion carried by a vote of 4-0.
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0 8. PRESENTATION AND DISCUSSION REGARDING THE STATE OF TEXAS STARR
AND EOC ASSESSEMENT RESULTS FOR 2020-2021.
Executive Director Dr. Mechelle Bryson presented this item. Dr. Bryson began by stating
that the purpose of this discussion is to inform the Board of Trustees of the 2020-2021 State
mandated STAAR and EOC results and provide an opportunity for the Board of Trustees to
gain an understanding of the status of the Academy's academic progress on state mandated
assessments for grades 3 through 11.
Earlier this summer, the Texas Education Agency (TEA) reported that "as a result of the
learning disruptions caused by the COVID-19 pandemic, the number of students not meeting
grade level increased from 2019 across all subject areas and grade levels, with English I
and English II being the only exceptions." Although the State assessment results measured
a significant dip in student overall achievement, Westlake Academy students did not. In
fact, Westlake Academy student achievement results varied only slightly from pre -pandemic
scores.
• In 2021, 96% of Westlake Academy students in grade 3 through grade 10 passed
the Reading State Assessment with 50% of the students reaching and surpassing
the mastery level.
• In 2019 - 98% of Westlake Academy students in grade 3 through grade 10 passed
the Reading State Assessment with 51% of the students reaching and surpassing
the mastery level.
• In 2021, 96% of Westlake Academy students in grade 3 through grade 9 passed the
Math State Assessment with 58% of the students reaching and surpassing the
mastery level.
• In 2019 - 97% of Westlake Academy students in grade 3 through grade 9 passed
the Math State Assessment with 61% of the students reaching and surpassing the
mastery level.
Dr. Bryson noted that the ultimate aim of this presentation is to disaggregate the State
assessment data in order to measure the effectiveness of Westlake Academy's curriculum
and instructional alignment across all IB programmes. Analysis will be provided and areas
of strength and weakness will be identified in order to build an organizational culture where
stakeholders use data continuously, collaboratively and effectively to improve the academic
performance of all students.
9. PRESENTATION AND DISCUSSION REGARDING THE RESULTS OF THE 2021
WESTLAKE ACADEMY STUDENT PERFORMANCE ON THE INTERNATIONAL
BACCALAUREATE (IB) AND ADVANCED PLACEMENT (AP) ASSESSMENTS.
Executive Director Dr. Mechelle Bryson presented this item. She stated that this
presentation will examine and discuss the 2021 student performance on IB and AP
assessments. It will include data analysis in the context of IB global performance, AP global
performance, and WA historical trends.
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The ultimate aim is to disaggregate the data in order to measure the effectiveness of
Westlake Academy's curriculum and instructional alignment across all IB programmes.
Analysis will be provided and areas of strength and weakness identified in order to build an
organizational culture where stakeholders use data continuously, collaboratively and
effectively to improve the academic performance of all students.
Dr. James Owen then addressed the Board and began by stating that Westlake Academy's
graduation policy requires that students are a candidate for the IB Diploma unless there are
extenuating circumstances. Dr. Owen then provided data to the Board regarding Westlake
Academy's IB test scores compared to the global average my subject and grade level.
10. SUPERINTENDENT UPDATE.
a. Westlake Academy campus plan for the 21/22 school year.
Superintendent Mrs. Amanda DeGan presented this item. She updated the Board of recent
information that has been received from Tarrant County and Denton County. Based on this
information staff was recommending that visitors be allowed on campus, provided that
screenings are performed. This process would be consistent with those required for
students and parents. She noted that TEA has issued a quarantine requirement for any
student or staff member for a ten (10) day period if symptoms are present.
11. BOARD RECAP/STAFF DIRECTION
• Report on how Westlake Academy compares to surrounding school districts on STARR
testing
• Report if A/P testing has been performed throughout the country
• Report on how Westlake Academy compares to other schools with IB testing, and if
these tests can be normalized
• Average number of A/P tests taken at Westlake Academy.
12. FUTURE AGENDA ITEMS: Any Board of Trustees member may request at a workshop
under "Future Agenda Item Requests", an agenda item for a future Board of Trustees
meeting. The Board of Trustees Member making the request will contact the Town Manager
with the requested item and the Superintendent will list it on the agenda. At the meeting,
the requesting Board of Trustees Member will explain the item, the need for discussion of
the item, the item's relationship to the Board of Trustees strategic priorities, and the amount
of estimated staff time necessary to prepare for Board discussion. If the requesting Trustee
Member receives a second, the Superintendent will place the item on the Board of Trustees
agenda calendar allowing for adequate time for staff preparation on the agenda item.
13. ADJOURNMENT
With no further business for the Board of Trustees, President Wheat asked for a motion to
adjourn the meeting.
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MOTION: Council Member Trivedi made a motion to adjourn the
meeting. Council Member White seconded the motion. The motion
carried by a vote of 4-0.
President Wheat adjourned the meeting at 8:50 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 TOWN COUNCIL ON JANUARY 19, 2022.
ATTEST:
Laura'Wheat, President
Tod Wood, Town Secretary
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