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HomeMy WebLinkAbout08-11-14 BOT MinWESTLAKE ACADEMY BOARD OF TRUSTEES MEETING August 11, 2014 PRESENT:President Laura Wheat, Trustees: Alesa Belvedere, Carol Langdon, and Wayne Stoltenberg. Michael Barrett arrived at 5:54 p.m. ABSENT: Rick Rennhack OTHERST: Superintendent Tom Brymer, Board Secretary Kelly Edwards, School Attorney Janet Bubert, Executive Principal & Director of Education Dr. Mechelle Bryson, Primary Principal Rod Harding, DP Coordinator & College Counselor Chris Hill, Asst. Secondary Principal & Athletic Director Alan Burt, Finance Director Debbie Piper, Director of Facilities and Parks & Recreation Troy Meyer, Administrative Coordinator Ben Nibarger, Jason Power Director of Information Technology, Director of Communications & Community Affairs Ginger Awtry, Director of HR & Administrative Services Todd Wood and Communications Specialist Susan McFarland. Work Session 1. CALL TO ORDER President Wheat called the work session to order at 5:04 p.m. President Wheat led the pledge of allegiance to the United States and Texas flags. BOT Minutes 08/11/14 Page 1 of 5 3. REVIEW OF CONSENT i, ITEMS FOR THE AUGUST2014, TRUSTEES REGULAR MEETING AGENDA. No additional discussion. a. International Baccalaureate Organization (IBO) PYP Self -study Summary of Five Year Evaluation Report. b. Update on Athletics Offerings for the 2014-2015 School Year at Westlake Academy. c. Update on Discipline for SY 13-14 and Publication of Discipline Grid / Charts. Director Burt provided and overview of the report. Discussion ensued regarding faculty instruction of procedures, prior year statistics, buddy room options, Great Expectations, and number of offenses for cutting classes. d. HB5 Community Engagement Component. Discussion ensued regarding the report and the group of staff and faculty. e. Academia Internacional San Miguel de Allende. a. Discussion of proposed Amendments to the Assessment and Grade Reporting Policy Secondary — Middle Years Program and Diploma Program. Dr. Bryson provided a presentation and overview of the proposed amendments. Discussion ensued regarding the process of weighted grades, beginning with the 2018 cohort, core content areas, an option to un -weight grades, and methods to communicate the changes to students and parents. b. Discussion of proposed amendments to the Promotion & Retention Policy. Dr. Bryson provided a presentation and overview of the proposed amendments. Discussion ensued regarding promotion methods, red flag meetings, core class failures and completion timeframe, and methods of communication to students and parents. BOT Minutes 08/11/14 Page 2 of 5 c. Discussion regarding the Diploma Programme's IB exam results for the 2014 graduating cohort. Dr. Bryson introduced our Mr. Chris Hill, DP Coordinator & College Counselor. Coordinator Hill provided a presentation and overview of the exam results. Discussion ensued regarding the comparison of academy students' exam results to the world exam results, ordering students results back to the faculty to review, providing additional statistics and the academy pass rate of exams. d. Continued Overview Presentation of Proposed Westlake Academy Proposed FY14-15 Operating Budget. Administrative Coordinator Nibarger provided a presentation and overview. Discussion ensued regarding the transparency showing the total costs funded by the Town, Service Level of Adjustments, current litigation regarding State funding, projected fund balance, and projected revenues. The Council asked staff to separate the Foundation and local revenues and total debt and debt services. e. Standing Item: Update and discussion regarding Westlake Academy Phase I expansion project, enrollment projections and technology for the Secondary building. Director Meyer provided a presentation and update of the expansion project. Discussion ensued regarding the opening of the facilities and ribbon cutting ceremony on September 15, 2014. AME Provide additional data points of IB diploma results. Investigate local college practices regarding weighted and un -weighted transcripts. Retention policy clarification regarding the completion of failed courses. President Wheat adjourned the work session at 6:58 p.m. BOT Minutes 08/11/14 Page 3 of 5 President Wheat called the regular session to order at 6:58 p.m. No one addressed the Board. a. Consider approval of the minutes from the June 2, 2014, meeting. b. Consider approval of Resolution 14-11, Amending the Promotion & Retention policy. c. Consider approval of Resolution 14-12, Amending the Assessment & Grading Policy. d. Consider approval of Resolution 14-13, Approving the firm of Weaver, L.L.P. to perform Westlake Academy's audit for a 3 -year period with the option of 2 additional years and authorizing the Finance Director to execute the FY 2013-2014 and subsequent engagement letters on behalf of Westlake Academy. e. Consider approval of Resolution 14-14, Amending the Westlake Academy Personnel Manual. f. Consider approval of Resolution 14-15, Approval of the ESC Region 11 Benefits Cooperative Interlocal Agreement. g. Consider approval of Resolution 14-16, Authorizing the Superintendent to sign a one-year contract for property insurance. MOTION: Trustee Langdon made a motion to remove item from the consent agenda for additional discussion. Trustee Stoltenberg seconded the motion. The motion carried by a vote of 4-0. TI Trustee Stoltenberg made a motion to approve items -c and items e -g of the consent agenda. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. Director Piper provided an overview of the RFP, performance of the current auditors, and cost of each Auditor. MOTION: Trustee Langdon made a motion to approve the item of consent agenda. Trustee Barrett seconded the motion. The motion carried by a vote of 4-0. BOT Minutes 08/11/14 Page 4 of 5 4. CONDUCT A PUBLIC HEARING AND CONSIDER RESOLUTION 14-17, ADOPTING THE D OPERATING B. ',! FOR AUGUST 2014 D THE PROPOSED BUDGET FOR FISCAL YEAR ENDING AUGUST 31, 2015 INCLUDING INVESTMENT POLICY, FISCAL AND BUDGETARY POLICIES, COMMITTED AND ASSIGNED FUND BALANCES. President Wheat opened the public hearing. No one addressed the board. President Wheat closed the public hearing. MOTION: Trustee Barrett made a motion to approve Resolution -17. Trustee Belvedere seconded the motion. The motion carried by a vote of 4-0. Discussion ensued regarding the changes of events made to the calendar as presented. [�lljll:��_Ce7�►1�7_��i��u� Trustee Rick Rennhack: Discuss employee turnover past five (5) years at Westlake versus surrounding school districts Carroll, Keller and Byron Nelson; include student teacher ratios. Trustee Stoltenberg seconded Trustee RennhacWs item for further discussion. There being no further business before the Board, President Wheat asked for a motion to adjourn the meeting. MOTION: Trustee Belvedere made a motion to adjourn the regular session. Trustee Langdon seconded the motion. The motion carried by a vote of 4-0. President Wheat adjourned the regular session at 7:14 p.m. ATTEST: rot KellydwardL% Board Secretary a l Lau ' Wheat, President � BOT Minutes 08/11/14 Page 5 of 5