HomeMy WebLinkAbout10-06-14 BOT Agenda PacketThe Regular Meeting of the Board of Trustees will begin immediately following the conclusion of the
Board of Trustees Workshop but not prior to the posted start time.
Mission Statement
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 and
respectful life-long learners.
Page 1 of 3
WESTLAKE ACADEMY
Vision Statement
Westlake Academy inspires 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
BOARD OF TRUSTEES MEETING
AGENDA
October 6, 2014
WESTLAKE TOWN HALL
3 VILLAGE CIRCLE – 2ND FLOOR
WESTLAKE, TX 76262
COUNCIL CHAMBERS
Workshop Session 5:00 p.m.
Regular Session 6:00 p.m.
Page 2 of 3
Work Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. REVIEW OF CONSENT AGENDA ITEMS FOR THE OCTOBER 6 , 2014, TRUSTEES
REGULAR MEETING AGENDA.
4. 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 Member requests that report be removed and considered
separately.
a. Student Census Update for FY 2014-2015.
5. DISCUSSION ITEMS
a. Standing Item: Update and discussion regarding Westlake Academy Phase I
expansion project, enrollment projections and technology for the Secondary building.
(15 min)
b. Discussion and Update Regarding Recent Trip to and Partnership Opportunities with
Academia Internacional in San Miguel de Allende, Mexico. (10 min)
c. Discussion of Proposed Amendments to Policy 1.01 Admissions Proof of Residency
and Board Policy 1.02 Westlake Academy Admissions. (15 min)
d. Discussion of Westlake Graduation Policies- Board of Trustee Policy 6.04 and 6.04A.
(15 min)
6. BOARD RECAP / STAFF DIRECTION
7. ADJOURNMENT
Regular Session
1. CALL TO ORDER
2. CITIZENS' PRESENTATIONS AND RECOGNITIONS: This is an opportunity for
citizens to address the Board on any matter whether or not it is posted on the agenda.
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.
Any item presented may be noticed on a future agenda for deliberation or action.
3. 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
Page 3 of 3
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 September 8, 2014, meeting.
4. PUBLIC HEARING AND DISCUSSION ON SCHOOL FIRST 2013 RATING AND
ANNUAL FINANCIAL MANAGEMENT REPORT.
5. BOARD CALENDAR
6. 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.
7. 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, 3 Village Circle, on
October 2, 2014, by 5:00 p.m. under the Open Meetings Act, Chapter 551 of the Texas Government
Code.
_____________________________________
Kelly Edwards, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise
the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made
to assist you.
Westlake Academy
Item # 2 – Pledge of
Allegiance
Texas Pledge:
"Honor the Texas
flag; I pledge
allegiance to thee,
Texas, one state under
God, one and
indivisible."
REVIEW OF CONSENT AGENDA ITEMS
a. Consider approval of the minutes from the September 8, 2014, meeting.
Westlake Academy
Item # 3 –
Review of Consent
Agenda Items
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 Member requests that report be removed and considered separately.
a. Student Census Update for FY 2014-2015.
Westlake Academy
Item # 4–
Reports
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP/MYP/DP Meeting Date: October 6, 2014
Staff Contact: Ben Nibarger Report
Subject: Student Census Update for FY 2014-2015
EXECUTIVE SUMMARY
The Board of Trustees has instructed staff to continually monitor the fluctuations of student
enrollment in order to better manage classroom size. The attached document provides a snapshot
of the classroom enrollment in each grade as well as breaking the data down by home ISD,
Westlake neighborhood, and grandparents. Westlake student enrollment is flat from the 2013-14
school year. As a percentage, Westlake residents have declined by approximately 7% due to the
expansion of the secondary program and addition of two primary classrooms.
APPLICABLE STRATEGIC PLAN DESIRED OUTCOME
High Student Achievement
Strong Parent & Community Connections
Financial Stewardship & Sustainability
Student Engagement – Extracurricular activities
Effective Educators & Staff
WESTLAKE ACADEMY VALUES
Academic Achievement
PYP, MYP, DP (IB Continuum)
Caring Environment
Fiscal Stewardship
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
No action required.
ATTACHMENTS
1. Student Census 2014-15
Westlake Academy 2014-15 Student Census
Independent School Districts Secondary Boundaries (68%) Westlake Residents (32%)
Grade Total Ke
l
l
e
r
I
S
D
Ca
r
r
o
l
l
I
S
D
NW
I
S
D
Ot
h
e
r
I
S
D
Lo
t
t
e
r
y
Em
p
l
o
y
e
e
s
Fo
u
n
d
e
r
WR
-
Mo
v
e
d
We
s
t
l
a
k
e
T
o
t
a
l
WR
-Ot
h
e
r
*
Wy
c
k
Hi
l
l
*
Va
q
u
e
r
o
*
St
a
g
e
c
o
a
c
h
Te
r
r
a
B
e
l
l
a
Pa
i
g
e
b
r
o
o
k
Gl
e
n
W
y
c
k
*
Ma
h
o
t
o
e
B
o
o
n
*
# % # % # % # % # % # % # % # %
1 56 25 45% 14 25% 9 16% 8 14% 22 39% 7 13% 0 0% 0 0% 27 48% 6 0 9 2 0 0 10 0
2 55 28 51% 14 25% 4 7% 9 16% 22 40% 2 4% 0 0% 1 2% 30 55% 6 1 10 4 1 1 7 0
3 54 28 52% 12 22% 8 15% 6 11% 23 43% 5 9% 0 0% 0 0% 26 48% 4 0 11 1 0 0 9 1
4 57 39 68% 7 12% 8 14% 3 5% 26 46% 7 12% 0 0% 4 7% 20 35% 5 1 9 0 1 0 4 0
5 55 25 45% 13 24% 7 13% 10 18% 23 42% 7 13% 2 4% 1 2% 22 40% 1 0 4 1 1 1 12 2
6 71 43 61% 7 10% 3 4% 18 25% 41 58% 7 10% 0 0% 2 3% 21 30% 5 1 11 1 0 0 3 0
7 71 43 61% 14 20% 4 6% 10 14% 45 63% 6 8% 1 1% 1 1% 18 25% 6 0 5 1 0 0 6 0
8 71 35 49% 13 18% 6 8% 17 24% 43 61% 5 7% 1 1% 3 4% 19 27% 4 0 5 0 0 1 8 1
9 72 45 63% 10 14% 5 7% 12 17% 43 60% 6 8% 1 1% 2 3% 20 28% 4 0 8 1 0 0 5 2
10 72 44 61% 10 14% 0 0% 18 25% 57 79% 1 1% 0 0% 0 0% 14 19% 1 0 4 1 1 0 4 3
11 70 46 66% 9 13% 0 0% 15 21% 52 74% 2 3% 0 0% 0 0% 16 23% 1 0 7 1 0 0 5 2
12 55 35 64% 12 22% 0 0% 8 15% 39 71% 3 5% 0 0% 2 4% 11 20% 3 0 2 0 0 0 6 0
KG 55 32 58% 8 15% 9 16% 6 11% 32 58% 3 5% 0 0% 2 4% 18 33% 5 0 5 1 0 0 6 1
Total 814 468 57% 143 18% 63 8% 140 17% 468 57% 61 7% 5 1% 18 2% 262 32% 51 3 90 14 4 3 85 12
* Grandparents - 14 Students 10/2/2014
DISCUSSION ITEMS
a. Standing Item: Update and discussion regarding Westlake Academy Phase I
expansion project, enrollment projections and technology for the Secondary
building. (15 min)
b. Discussion and Update Regarding Recent Trip to and Partnership Opportunities
with Academia Internacional in San Miguel de Allende, Mexico. (10 min)
c. Discussion of Proposed Amendments to Policy 1.01 Admissions Proof of
Residency and Board Policy 1.02 Westlake Academy Admissions. (15 min)
d. Discussion of Westlake Graduation Policies- Board of Trustee Policy 6.04 and
6.04A. (15 min)
Westlake Academy
Item # 5–
Discussion Items
Standing agenda item during the construction project
Standing Item: Update and discussion regarding Westlake Academy Phase I
expansion project, enrollment projections and technology for the Secondary building.
(15 min)
Westlake Academy
Item # 5a – No
Supporting
documentation
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP / MYP / DP Meeting Date: October 6, 2014
Staff Contact: Tom Brymer, Superintendent Discussion
Dr. Mechelle Bryson,
Executive Principal/Director of Education
Subject: Discussion and Update Regarding Recent Trip to and Partnership
Opportunities With Academia Internacional in San Miguel de Allende,
Mexico .
EXECUTIVE SUMMARY
Recently Dr. Bryson traveled to a school in San Miguel de Allende, Mexico. Dr. Bryson will
report on her trip to and time with faculty at this school, Academia Internacional, as well as
discuss partnership opportunities that this trip has begun to formulate with Westlake Academy.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
Applicable Policy Issue(s): This opportunity fits very well with WA’s vision, values, and
mission, our strategic plan, as well as the IB learner profile in terms of positively impacting our
students’ learning experiences and development of our staff. It further enhances WA’s
international perspective on learning and the ability to provide those types of learning
experiences to students and staff.
What additional direction is necessary? Input and questions from the Board of Trustees
regarding this partnership opportunity.
FISCAL IMPACT
Funded Not Funded N/A (at this time)
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Recommend moving forward with this partnership opportunity.
ATTACHMENTS
None.
Page 1 of 2
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP / MYP / DP Meeting Date: October 6, 20142
Staff Contact: Tom Brymer Discussion
Superintendent
Subject: Discussion of Proposed Amendments to Board Policy 1.01 Admissions-
Proof of Residency and Board Policy 1.02 Westlake Academy Admissions
Policy.
EXECUTIVE SUMMARY
Both of these policies have been in place since Board adoption in May 2009 and have been
periodically amended by the Board.
• Proposed by Staff for Board Policy 1.01 Admissions- Proof of Residency is the
addition of language that clarifies the terms and conditions by which admission into
WA via an approved building permit can be achieved. Current language in this policy
allows entry into WA as a resident with an approved residential building permit, as long
as their Westlake residence is constructed within two (2) years. Effectively this means
the student avoids participating in the secondary boundary lottery, and is treated as a
primary boundary resident, but can live in WA’s approved secondary boundaries during
the two (2) year time period which they have to complete construction of their Westlake
home.
This proposed amendment would clarify that, if the residence in Westlake is not
constructed within the two (2) year period now required, the student forfeits any right to
cont inue enrollment at WA. The student must then re-apply for admission to WA and
establish residency by other means (or they can participate in the lottery for secondary
boundary residency to attend WA). In other words, this clarification makes clear that if
construction of the home in Westlake was not completed within two (2) years, no
argument can made that they have established Westlake residency under this provision of
our Proof of Residency Policy.
• Propo sed by Staff for Board Policy 1.02 Westlake Academy Admissions Policy is the
addition of language that clarifies how the two (year) period now required to
establish Westlake residency, after which one can then move into WA’s approved
secondary boundaries and keep one’s children enrolled at the Academy, is
calculated. This proposed language specifies that this two (2) year Westlake
residency requirement covers the time period from the student’s initial enrollment
in the Academy. It does not include time lived in Westlake prior to enrolling one’s child
in WA. Further, this proposed language changes the two (2) year period to (3) three
years.
This proposed language more fully achieves the intent of the original policy language.
This intent was to help insure that for those who move to Westlake solely with the intent
of enrolling their child at WA and avoiding the lottery, that only the time period for being
Page 2 of 2
enrolled in the school is what is counted toward then being able to move out of Westlake
into our secondary boundaries and still keep one’s child enrolled at WA. This time
period under the proposed language, would prevent allow ing one to reside in Westlake,
then enrolling one’s child in the Academy, and then moving out of Westlake two (2)
years from the date one moved into Westlake (which effectively can shorten this time
period to one (1) year of enrollment in Westlake Academy before moving into the
approved secondary boundaries). The policy intent was to ensure that those coming to
our school as primary boundary residents and thus “jumping over the lottery”, were
making a substantive commitment to live in Westlake and enjoy the benefits of being
able to immediately enter our school as primary boundary residents.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
Why do we need governance guidance? School policy is a responsibility of the Board of
Trustees.
Which policy governs this? Previous policy and authority of the Board of Trustees.
What additional direction is necessary? Input and questions from the Board of Trustees.
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Recommend Board discussion and input regarding these proposed policy amendments. If the
Board is comfortable with these proposed amendments or these proposed amendments with
Board changes, Staff would then place them on the Board’s November agenda for consideration
for approval.
ATTACHMENTS
• Proposed Amendments to Board Policy 1.01 Admissions- Proof of Residency with
Edits Shown.
• Proposed Amendment s to Board Policy 1.01 Admissions- Proof of Residency with
Edits Accepted.
• Proposed Amendments to Board Policy 1.02- Westlake Academy Admissions Policy.
BOARD OF TRUSTEES POLICY
Policy No. 1.01:
Date Board Adopted: May 4, 2009
Date Board Amended: June 3, 2013
Effective Date: June 3, 2013
Policy Category: Admissions
Policy Name: Proof of Residency
Policy Goal: Clear and concise communication for students and parents regarding the
criteria to establish residency status for individuals seeking admission to Westlake
Academy and development of admission requirements based upon: a.) residency
status; b.) assisting in the engagement of all stakeholders by clarification of the
residency status, and c.) the inclusion of a process/criteria for the consideration of
admittance of grandchildren of Westlake resident grandparents who submit appropriate
and acceptable documentation from Westlake resident grandparents that they are
providing substantial after school care for their grandchild seeking admission to wishing
to be admitted as a Westlake Academy. student.
Policy Description: If, during the enrollment period, Westlake Academy receives more
applications from eligible applicants than there are spaces available in a class, then
admission shall first be offered to eligible applicants residing within the Academy’s
primary geographical boundary, which is consistent with the geographic boundaries of
the Town of Westlake. In order to receive The parent, legal guardian, or other person
having lawful control of an applicant seeking admission as a resident of the primary
boundary, an applicant’s parent, legal guardian, or other person having lawful control
must provide proof of residency within the boundaries of the Town of Westlake.
Required Documentation to Establish Residency in the Primary Boundary
An applicant’s parent, legal guardian, or other person having lawful control under a
court order, must present shall provide one or more of the following documents as
proof of residence within the boundaries of the Town of Westlake: by providing one or
more of the following documents:
• A The most recent tax receipt from the current year indicating home ownership;
• A current lease agreement (see subject to additional requirements below); or
• A current utility bill for the primary residential structure in the name of the applicant’s
parent, legal guardian, or other person having lawful control.
In addition to one of the documents identified above, the adult establishing residency
must provide a photo identification card that includes the person's photograph, name,
and an address that matches the address included on the document provided from the
list above. utility bill or other proof of residence. Acceptable photo identification cards
shall include a current and valid state-issued driver's license, a Texas identification card,
a valid passport, a military or government-issued identification card, or a consular card.
Westlake Academy will not accept a credit card, debit card, or any club or retail
membership card for proof of residency, even if such card includes a photograph.
An applicant relying on a residential lease to establish residency must provide a copy of
a fully executed lease with a lease-term that extends the duration of the school year for
which the applicant is seeking admission. A residential lease shall be considered
acceptable documentation to establish residency only if the leased premises is the
primary residential structure on a property. For a single-family residence, only one
structure shall be recognized per legal address. Secondary structures such as garages,
garage apartments, cabanas, pool houses, or cottages that are co-located on the
property where the primary residential structure is located, but are not recognized with a
separate legal address, are not eligible to establish residency under this policy. Further,
a lease shall be accompanied with a utility bill showing that the utility service for the
leased residential premises is in the name of the person leasing the primary residential
structure.
An applicant who obtains relying on an approved residential building permit from the
Town of Westlake Building Department prior to submitting an application for admission
to Westlake Academy may be conditionally admitted as a resident of the Town of
Westlake if the applicant can demonstrate intent to complete and inhabit the residence
during the school year in which the applicant is seeking admission. to establish
residency, must provide proof that the permit was on file prior to making application to
the Academy. Eligibility Continued enrollment for a students admitted under this
provision will be withdrawn if, in the opinion of the Superintendent, there is not
satisfactory progress on the home residence or demonstration of intent to inhabit the
residence live in Westlake by August 1st of the following year. Progress will be reviewed
every six (6) months and continual improvement must be made until construction is
complete. If the student fails to inhabit the residence within two (2) years of the original
date of admission, the student shall forfeit any right to continue enrollment and must re-
apply for admission to Westlake Academy and establish residency by alternative
means. , but should not exceed two (2) years in length.
Nonresident Student in Grandparent’s After-School Care:
An applicant seeking admission as a resident of the primary boundary due to a
grandparent providing substantial after-school care for the student shall provide the
required proof of residency based on the grandparent's Westlake residence and provide
notarized documentation on a form provided by Westlake Academy confirming the
extent of after-school care to be provided by the grandparent.
The Superintendent shall have authority to approve such admission applications in
accordance with the following criteria: a minimum of ten (10) hours per week of
documented after-school care provided by the grandparent at the grandparent's
Westlake residence.
Required Documentation to Establish Residency in Secondary Boundary
If all eligible applicants from the primary boundary are admitted and the Academy
chooses to admit transfer students from the secondary boundary, the same types of
documentation identified above shall be used to establish residency within the
Academy’s secondary boundary.
Residency Review
A Westlake Academy representative may make periodic visits to a residence home to
verify that the student is actually living at the address provided on the enrollment
application or is entitled to enrollment as a resident because of after-school care
provided by a grandparent. A person who presents false information or false records to
obtain admission to Westlake Academy commits a criminal offense and is subject to
prosecution under Texas Penal Code Section 37.10.
Proof of residency shall be waived when a student is homeless as defined by law.
05/04/09
12/06/10
08/13/12
06/03/13
BOARD OF TRUSTEES POLICY
Policy No. 1.01:
Date Board Adopted: May 4, 2009
Date Board Amended: June 3, 2013
Effective Date: June 3, 2013
Policy Category: Admissions
Policy Name: Proof of Residency
Policy Goal: Clear and concise communication for students and parents regarding the
criteria to establish residency status for individuals seeking admission to Westlake
Academy and development of a process/criteria for the consideration of documentation
from Westlake resident grandparents that they are providing substantial after school
care for their grandchild seeking admission to Westlake Academy.
Policy Description: If, during the enrollment period, Westlake Academy receives more
applications from eligible applicants than there are spaces available in a class, then
admission shall first be offered to eligible applicants residing within the Academy’s
primary geographical boundary, which is consistent with the geographic boundaries of
the Town of Westlake. The parent, legal guardian, or other person having lawful control
of an applicant seeking admission as a resident of the primary boundary must provide
proof of residency within the boundaries of the Town of Westlake.
Required Documentation to Establish Residency in the Primary Boundary
An applicant’s parent, legal guardian, or other person having lawful control shall provide
one or more of the following documents as proof of residence within the boundaries of
the Town of Westlake:
• A tax receipt from the current year indicating home ownership;
• A current lease agreement (subject to additional requirements below); or
• A current utility bill for the primary residential structure in the name of the applicant’s
parent, legal guardian, or other person having lawful control.
In addition to one of the documents identified above, the adult establishing residency
must provide a photo identification card that includes the person's photograph, name,
and an address that matches the address included on the document provided from the
list above. Acceptable photo identification cards shall include a current and valid state-
issued driver's license, a Texas identification card, a valid passport, a military or
government-issued identification card, or a consular card. Westlake Academy will not
accept a credit card, debit card, or any club or retail membership card for proof of
residency, even if such card includes a photograph.
An applicant relying on a residential lease to establish residency must provide a copy of
a fully executed lease with a lease-term that extends the duration of the school year for
which the applicant is seeking admission. A residential lease shall be considered
acceptable documentation to establish residency only if the leased premises is the
primary residential structure on a property. For a single-family residence, only one
structure shall be recognized per legal address. Secondary structures such as garages,
garage apartments, cabanas, pool houses, or cottages that are co-located on the
property where the primary residential structure is located, but are not recognized with a
separate legal address, are not eligible to establish residency under this policy. Further,
a lease shall be accompanied with a utility bill showing that the utility service for the
leased residential premises is in the name of the person leasing the primary residential
structure.
An applicant who obtains an approved residential building permit from the Town of
Westlake Building Department prior to submitting an application for admission to
Westlake Academy may be conditionally admitted as a resident of the Town of
Westlake if the applicant can demonstrate intent to complete and inhabit the residence
during the school year in which the applicant is seeking admission. Continued
enrollment for a student admitted under this provision will be withdrawn if, in the opinion
of the Superintendent, there is not satisfactory progress on the residence or
demonstration of intent to inhabit the residence by August 1st of the following year.
Progress will be reviewed every six (6) months and continual improvement must be
made until construction is complete. If the student fails to inhabit the residence within
two (2) years of the original date of admission, the student shall forfeit any right to
continue enrollment and must re-apply for admission to Westlake Academy and
establish residency by alternative means.
Nonresident Student in Grandparent’s After-School Care:
An applicant seeking admission as a resident of the primary boundary due to a
grandparent providing substantial after-school care for the student shall provide the
required proof of residency based on the grandparent's Westlake residence and provide
notarized documentation on a form provided by Westlake Academy confirming the
extent of after-school care to be provided by the grandparent.
The Superintendent shall have authority to approve such admission applications in
accordance with the following criteria: a minimum of ten (10) hours per week of
documented after-school care provided by the grandparent at the grandparent's
Westlake residence.
Required Documentation to Establish Residency in Secondary Boundary
If all eligible applicants from the primary boundary are admitted and the Academy
chooses to admit transfer students from the secondary boundary, the same types of
documentation identified above shall be used to establish residency within the
Academy’s secondary boundary.
Residency Review
A Westlake Academy representative may make periodic visits to a residence to verify
that the student is actually living at the address provided on the enrollment application
or is entitled to enrollment as a resident because of after-school care provided by a
grandparent. A person who presents false information or false records to obtain
admission to Westlake Academy commits a criminal offense and is subject to
prosecution under Texas Penal Code Section 37.10.
Proof of residency shall be waived when a student is homeless as defined by law.
05/04/09
12/06/10
08/13/12
06/03/13
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 1.02:
Date Board Adopted: May 4, 2009
Date Board Amended: June 2, 2014
Effective Date: June 2, 2014; contingent upon TEA approval
Note: Proposed amendment language is shown with edits and highlighted in yellow
Policy Goal: Communication/Transparency of student and parent requirements for
admission into Westlake Academy; Engagement of stakeholders and fiscal stewardship
Policy Description:
Applications from new students are accepted from December 1st through January 31st.
Currently enrolled students receive a Notice of Intent to Return form the first week of
January. This form asks students to state whether they intend to return to Westlake
Academy the following school year and to identify any siblings who wish to attend
Westlake Academy the following year. This form must be returned by January 31st.
Currently-enrolled students expressing a desire to return and who continue to reside within an approved geographical boundary are automatically enrolled for the following school year upon timely receipt of the Notice of Intent to Return form, subject to the following limitations. A: (1) a currently-enrolled student who originally obtained admission to the Academy based on the student’s residency in the Town of Westlake retains the right to automatic re-enrollment only if as long as the student continues to reside in the Town of Westlake or the student residesd in the Town of Westlake for at least 36 months following the student’s initial enrollment prior to relocating to one of the secondary boundaries. ; and (2) a A currently-enrolled student who originally obtained admission as the child of a Westlake Academy staffemployee or as the child of a Town of Westlake employee retains the right to re-enrollment only if the student’s parent continues to be employed by Westlake Academy or the Town of Westlake. Vacancies in each class are then determined.
Currently-enrolled students expressing a desire to return and who continue to reside
within an approved geographical boundary are automatically enrolled for the following
school year upon timely receipt of the Notice of Intent to Return form, subject to the
following limitations: (1) a currently-enrolled student who originally obtained admission
to the Academy based on the student’s residency in the Town of Westlake retains the
right to automatic re-enrollment only if the student continues to reside in the Town of
Westlake or the student resided in the Town of Westlake for at least 24 months prior to
relocating to one of the secondary boundaries; and (2) a currently-enrolled student who
originally obtained admission as the child of a Westlake Academy staff or as the child
of a Town of Westlake employee retains the right to re-enrollment only if the student’s
parent continues to be employed by Westlake Academy or the Town of Westlake
Vacancies in each class are then determined.
If the number of eligible applicants does not exceed the number of vacancies, then all
eligible applicants who timely applied will be offered admission. If there are more
eligible applicants than available spaces in a class, then admission shall first be offered
to eligible applicants residing within the geographic boundaries of the Town of Westlake
(primary geographic boundary). After consideration of all eligible applicants from the
primary geographic boundary, Westlake Academy may admit eligible transfer applicants
residing within the secondary geographic boundary.
Admission for any remaining spaces shall be determined by lottery, except that the
following applicants are exempt from the lottery and may be given priority in admission.
Exempt applicants will be admitted in the following order:
(1) the children of Westlake Academy staff;
(2) the children of Town of Westlake employees;
(3) the children of Founders of Westlake Academy; and
(4) siblings of admitted or returning students.
In applying the lottery exemptions, the combined number of students admitted under
numbers (1) & (3) above may not exceed a small percentage of the total school
enrollment; and the number of students admitted under number (2) may not exceed a
small percentage of the total school enrollment.
All eligible transfer applicants will be placed in the lottery. A name will be drawn for
each vacancy that exists, and each applicant whose name is drawn will be offered
admission. The remaining names will be drawn and placed on a waiting list for each
grade level in the order they are drawn. If a vacancy arises, the individual on the
waiting list with the lowest number assignment will be offered admission.
Applicants are not required to provide copies of transcripts or other academic records
prior to enrollment. In addition, a student will not be precluded from enrolling due to
Westlake Academy Charter School’s failure to receive the information required for
enrollment from the student’s parent and/or previous school.
Westlake Academy Charter School does not discriminate in admissions based on
gender, national origin, ethnicity, religion, disability, academic, artistic, or athletic ability
or the district the child would otherwise attend.
Westlake Academy will not enroll any student with documented histories of a criminal
offense, juvenile court adjudication, or discipline problems under Texas Education Code
Chapter 37, Subchapter A. The Academy further reserves the right to remove a student
per the Discipline Policy / Code of Conduct should it become known that a student has
a history of criminal offense, juvenile court adjudication or discipline problems, which
was not disclosed upon application to the school.
Date Amended:
08/03/09
01/10/11
08/15/11
09/12/11
08/13/12
06/02/13
Page 1 of 2
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: MYP / DP Meeting Date: October 6, 2014
Staff Contact: Tom Brymer, Superintendent Discussion
Dr. Mechelle Bryson,
Dr. Mechelle Bryson, Executive Principal/Director of
Education
Subject: Discussion of Westlake Graduation Policies- Board of Trustee Policy 6.04
and 6.04A.
EXECUTIVE SUMMARY
At their May 12, 2014 the Board of Trustees (BOT) adopted a graduation policy for the 2014
WA Freshman Class and subsequent student cohorts to comply with the requirements and
directives of House Bill 5 (HB5) which was approved by the Texas Legislature in their last
regular session.
For this cohort of 2014 WA Freshman and subsequent freshman cohorts, the BOT selected
the endorsement it wished to utilize allowed under HB5 that was most congruent with the
IB curriculum WA is chartered for as well as our Vision, Mission, and Values. This
endorsement is the Multi-Disciplinary Endorsement which leads to award of the Distinguished
Level of Achievement diploma. This is set out in BOT Policy No. 6.04A. Perhaps most
importantly, the BOT gave clear direction that they desired for this endorsement selection (for
our 2014 Freshman Class and subsequent freshman classes) to continue achieving the outcome
of requir ing WA students to remain on a course work pathway to obtain an IB Diploma, in
addition to a Texas public high school diploma. In other words, the Board did not want to create
curriculum tracts that detracted from our charter focus of offering the IB curriculum to all
students.
While HB5 graduation requirements are now in effect for our 2014 Freshman Class and
subsequent classes, it did not change the graduation requirements for our Sophomore, Junior, and
Senior Classes. Thus, we have for a period of time two (2) graduation policies until the
Sophomore, Junior, and Senior classes all matriculate through G12 and graduate. Policy
6.04A applies to 2014 Freshmen and subsequent classes, while Policy No. 6.04 applies to
our Sophomores, Juniors, and Seniors until their graduation from WA at which time
Policy No. 6.04 would no longer be in existence after School Year 2017.
Regarding BOT Policy No. 6.04, which applies to our current Sophomores, Juniors, and
Seniors, the State of Texas public high school diploma that this policy requires we offer is
the Texas Distinguished Achievement Diploma (DAP). This has been the WA diploma
standard per BOT policy since WA began graduating senior classes. Part of the compliance with
DAP standards requires passing IB exams (note: AP exams also meet this requirement).
As a result of the discussion at the BOT’s May 12th meeting, Staff determined that to best
implement the Board’s policy and clear direction given at that workshop (to have our
students on an IB curriculum path), as well as to meet the Texas DAP diploma
Page 2 of 2
requirements for Sophomores, Juniors and Seniors classes, was to require that all seniors
to sit for IB exams. In the past, the vast majority of our seniors sat for IB exams, however, a
few each year did not. This requirement that all seniors sit for IB exams has been communicated
to parents at Curriculum Night meetings. It should be noted that students that sit for IB exams
that may not achieve the IB Diploma, still can obtain IB Certificates for the IB exams they do
pass and these certificates do enhance a college application.
There seems to be some confusion and/or discussion on these point s, so Staff has placed this
item on the Board’s workshop agenda for further discussion and clarification of BOT policy
direction on the requirement that all WA seniors sit for IB exams.
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effect ive Educators & Staff
GOVERNANCE FRAMEWORK
Why do we need governance guidance? School policy is a responsibility of the Board of
Trustees.
Which policy governs this? Previous policy and authority of the Board of Trustees.
What addit ional direction is necessary? Input and questions from the Board of Trustees.
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Staff recommends implementation of BOT Policy 6.04 via the requirement that all WA Seniors
sit for IB exams. Reasons for this recommendation will be reviewed with the BOT at the
workshop. Staff further recommends that the Board provide feedback and clarification on the
direction being pursued to implement this Board policy (i.e. requiring all seniors to sit for IB
exams).
ATTACHMENTS
• BOT Policy No. 6.04 which applies to WA Sophomores, Juniors, and Seniors
• BOT Policy No. 6.04A which applies to WA 2014 Freshman and subsequent Freshmen
classes.
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 6.04:
Date Board Adopted: August 15, 2011
Date Board Amended: May 12, 2014
Effective Date: June 4, 2012; contingent upon approval by TEA
Policy Category: Student Achievement
Policy Name: Graduation Policy
Policy Goal: Establishing graduation requirements and defining the commencement
participation requirements, the calculation of cumulative grade point average and
Valedictorian, Salutatorian and Honor Graduate criteria.
Policy Description:
Graduation requirements - As reflective of the Academy’s rigorous and enriching IB
curriculum and a desire to foster college readiness, students who graduate from
Westlake Academy will complete a program of study which includes high academic
standards and additional credit hours making them eligible for the Texas Distinguished
Achievement Diploma.
Only students who have completed all the requirements of Westlake Academy will
receive a diploma. Those requirements are as follows:
• Completion of a minimum of 28 credit hours as required by the Texas
Distinguished Achievement Diploma.
• Not assigned to a Disciplinary Alternative Education Placement (DEAP) setting
during his/her senior year at Westlake Academy or any other educational facility.
Students who receive a Westlake Academy high school diploma will have completed a
minimum of 28 hours of course work, which reflects those higher levels of academic
achievement. The course requirements are:
English 4.0
Speech 0.5
Foreign Language 3.0
Social Studies 4.0
Government 0.5
Economics 0.5
Science 4.0
Mathematics 4.0
Fine Arts 2.0
Elective 1.0
Physical Education / Health 1.0
Technology 1.0
Middle Years Program Personal Project* 0.5
Theory of Knowledge 1.0
Creative, Action, & Service (CAS) 1.0
& Extended Essay
TOTAL 28.0
* Students enrolling after 10th grade are exempt from this requirement.
Eligibility for Commencement – Westlake Academy seniors who have satisfied all
Westlake Academy requirements for graduation are eligible for participation in the
graduation ceremonies; however, disciplinary infractions may jeopardize a students’
participation in the commencement ceremony at the discretion of the Secondary
Principal.
For students who do not meet the requirements, an exception may be made in the
event that a senior lacks one (1) credit towards the graduation requirements. The
student must have a plan approved by the Secondary Principal to complete the credit
prior to the beginning of the next school year. No other exceptions to participation in the
graduation ceremony will be granted.
Calculation of Cumulative Grade Point Average (CGPA):
• Courses taken at the secondary level at Westlake Academy and other fully
accredited schools and that are not modified in content will be included when
calculating CGPA.
• CGPA will be calculated by the College Counselor and rounded up to the
nearest hundredth.
• CGPA will be determined using semester grades for all courses from the 9th
grade up to the time of reporting. Reporting dates will vary with college /
scholarship due dates.
Quality Points for Diploma Program Courses - Westlake Academy will award ten points
to the final grade for all IB Diploma Program courses. Raw grades in the course must be
a passing grade of 70% or better to receive quality points. Raw semester grades are
shown on a student’s report card and Academic Achievement Record (AAR)/Transcript.
Quality points will be included in CGPA calculation and this weighted CGPA will appear
on the student’s transcript. No quality points are awarded for non-Diploma courses.
Academic Recognition - Westlake Academy will encourage and recognize academic
achievement through the establishment of a class Valedictorian, Salutatorian and Honor
Graduates.
Valedictorian and Salutatorian – Graduating seniors with the top two CGPAs will be
recognized. In the event of a tie for Valedictorian, the students will share the honor and
no Salutatorian will be designated. Additionally, valedictorian and salutatorian eligibility
requires attendance at Westlake Academy for six consecutive semesters preceding
graduation. Further, the Superintendent or his/her designee may deem a student
ineligible who is in violation of Westlake Academy’s code of conduct and requirements,
Town code, or State codes.
Honor Graduates - A graduating senior’s whose weighted CGPA is 90% or above will
be determined to be an Honor Graduate and will be duly recognized at commencement.
The Secondary Principal and his/her designee are granted the authority to include
students whose CGPA is 90% or above at the end of the final semester.
Rank in Class - Rank in class is determined by CGPA and will used for the purposes of:
• Reporting to Texas colleges and universities for automatic admission.
• Reporting to all colleges if students are in the top quartile.
• Reporting to all colleges and universities or other institutions for scholarship
applications.
• Determining Valedictorian and Salutatorian.
• At the parents request
Operational guidelines consistent with the above policy directives will be detailed and
published in the Program of Studies and or the College Application Handbook on an
annual basis.
In the event a student does not complete all Westlake Academy graduation
requirements by the end of the student’s twelfth (12th) grade year due to unexpected
circumstances, the student may seek Board approval for and the Board may approve an
alternate graduation plan consistent with the State’s high school graduation
requirements, if it is determined to be in the best interest of the student.
* This policy is applicable beginning with students in the class of 2014 through the class
of 2017. And will expire after School Year 2017 or the class of 2017.
Dates Amended:
11/03/09
08/15/11
06/04/12
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 6.04A:
Date Board Adopted: May 12, 2014
Date Board Amended: N/A
Effective Date: May 12, 2014; contingent upon approval by TEA
Policy Category: Student Achievement
Policy Name: Graduation Policy
Policy Goal: Establishing graduation requirements and defining the commencement
participation requirements, and Valedictorian, Salutatorian and Honor Graduate criteria.
Policy Description:
Graduation requirements - As reflective of the Academy’s rigorous and enriching IB
curriculum and a desire to foster college readiness, students who graduate from
Westlake Academy will complete a program of study which includes high academic
standards and additional credit hours making them eligible for the Distinguished Level of
Achievement award. This policy applies to students entering ninth grade during the
2014-2015 school year, or later, and may apply to students currently in grades nine
through twelve, upon request.
Only students who have completed all graduation requirements identified in this policy
will receive a Westlake Academy diploma. Those requirements are as follows:
• Completion of a minimum of 26 credit hours as required completing the
curriculum requirements to graduate under the Foundation High School Program
with a multi-disciplinary endorsement and a distinguished level of achievement.
• Satisfactory performance on required state end of course assessments.
• Completion of requirements to sit for and receive an IB Diploma.
To receive a Westlake Academy high school diploma students shall complete all course
work as identified by the State Board of Education, which includes a minimum of 26
hours of course work, reflecting the state’s higher level of academic achievement. The
course requirements are:
Fo
u
n
d
a
t
i
o
n
H
i
g
h
S
c
h
o
o
l
P
r
o
g
r
a
m
Course Description (End of Course Exam) Credits
English I (EOC) 1.0
English II (EOC) 1.0
Algebra I (EOC) 1.0
Geometry 1.0
Algebra II 1.0
Biology (EOC) 1.0
Chemistry or Physics 1.0
Human Geography 1.0
U.S. Government 0.5
Economics 0.5
World History 1.0
Physical Education 1.0
Fine Arts 1.0
Language B 2.0
Electives 6.0
IB
D
i
p
l
o
m
a
R
e
q
u
i
r
e
m
e
n
t
s
IB English I 1.0
IB English II 1.0
IB History of the Americas (U.S. History EOC) 1.0
Advanced Math (Pre-Calculus) 1.0
Advanced Science (IB Science) 1.0
IB Science 1.0
IB History of the Americas 1.0
IB Math 1.0
Theory of Knowledge 1.5
IB Group 6 2.0
Extended Essay 0.5
Personal Project *** 1.0
Speech 0.5
* To receive the Multi-disciplinary Endorsement, students must meet one of the
following criteria: four credits in the core subject areas, or pass four AP or IB courses.
** To receive the Distinguished Level of Achievement designations, students must
have four math credits, and four science credits, including Algebra II.
*** Students enrolling in Westlake Academy after 10th grade are exempt from this
requirement.
Eligibility for Commencement – Westlake Academy seniors who have satisfied all
Westlake Academy requirements for graduation are eligible to participate in the
graduation ceremonies; however, disciplinary infractions may jeopardize a student’s
opportunity to participate in the commencement ceremony consistent with the student
code of conduct and any determination made by the Executive Principal.
For students who have not successfully completed all coursework, an exception may be
made in the event that a senior lacks one (1) credit towards the graduation
requirements. The student must have a plan approved by the Executive Principal to
complete the credit prior to the beginning of the next school year. No other exceptions
to participation in the graduation ceremony will be granted unless required by law.
Academic Recognition - Westlake Academy will encourage and recognize academic
achievement through the establishment of a class Valedictorian, Salutatorian and Honor
Graduates.
Valedictorian and Salutatorian – Graduating seniors with the top two Cumulative Grade
Point Averages (CGPA) will be recognized. In the event of a tie for Valedictorian, the
students will share the honor and no Salutatorian will be designated. Additionally,
valedictorian and salutatorian eligibility requires attendance at Westlake Academy for
six consecutive semesters preceding graduation. Further, the Superintendent or his/her
designee may deem a student ineligible who is in violation of Westlake Academy’s
student code of conduct, other school requirements, Town code, or State codes.
Honor Graduates - A graduating senior whose weighted CGPA, is 90% or above will be
determined to be an Honor Graduate and will be duly recognized at commencement
(please see Board Policy on Grading and Assessment for the calculation of the CGPA).
The Executive Principal and his/her designee are granted the authority to include
students whose CGPA is 90% or above at the end of the final semester.
Rank in Class - Rank in class is determined by CGPA and will used for the purposes of:
• Reporting to Texas colleges and universities for automatic admission.
• Reporting to all colleges if students are in the top quartile.
• Reporting to all colleges and universities or other institutions for scholarship
applications.
• Determining Valedictorian and Salutatorian.
A student’s class rank will be made available to the student or the student’s parent,
upon request.
Operational guidelines consistent with the above policy directives will be detailed and
published in the Program of Studies and/or the College Application Handbook on an
annual basis.
In the event a student does not complete all Westlake Academy graduation
requirements by the end of the student’s twelfth (12th) grade year due to unexpected
circumstances, the student may seek Board approval for and the Board may approve an
alternate graduation plan consistent with the State’s foundation high school program
requirements, if it is determined to be in the best interest of the student.
* This policy is applicable beginning with students in the class of 2018
**Revisions enacted due to provisions pass by House Bill 5 approved during the
83rd Legislative Session
BOARD RECAP / STAFF DIRECTION
Westlake Academy
Item #6
Board Recap /
Staff Direction
Westlake Academy
Item # 7 –
Workshop
Adjournment
Back up material has not
been provided for this item.
CITIZENS' PRESENTATIONS AND RECOGNITIONS: This is an opportunity for citizens to
address the Board on any matter whether or not it is posted on the agenda. 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. Any item presented may be
noticed on a future agenda for deliberation or action.
Westlake Academy
Item # 2 – Citizens’
Presentations and
recognitions
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 September 8, 2014, meeting.
Westlake Academy
Item # 3 - Consent
Agenda
BOT Minutes 09/08 /14
Page 1 of 4
WESTLAKE ACADEMY
BOARD OF TRUSTEES MEETING
September 8, 2014
PRESENT: President Laura Wheat, Trustees: Michael Barrett, Carol Langdon, and Wayne
Stoltenberg.
ABSENT: Alesa Belvedere and Rick Rennhack
OTHERS PRESENT: Superintendent Tom Brymer, Board Secretary Kelly Edwards,
School Attorney Janet Bubert, Executive Principal & Director of
Education Dr. Mechelle Bryson, Middle Years Principal Dr. Andra
Barton, Primary Principal Rod Harding, DP Coordinator & College
Counselor Chris Hill, Asst. Secondary Principal & Athletic Director
Alan Burt, Finance Director Debbie Piper, Jason Power Director of
Information Technology, 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 5:11 p.m.
2. PLEDGE OF ALLEGIANCE
President Wheat led the pledge of allegiance to the United States and Texas flags.
BOT Minutes 09/08 /14
Page 2 of 4
3. REVIEW OF CONSENT AGENDA ITEMS FOR THE SEPTEMBER 8, 2014,
TRUSTEES REGULAR MEETING AGENDA.
No additional discussion.
4. DISCUSSION ITEMS
a. Discussion regarding the ACT testing results.
DP Coordinator Hill and Dr. Bryson provided a presentation and overview of the
results in comparison to the State averages and five (5) year trends.
Discussion ensued regarding the ACT and SAT college preferences, extending the
correlation of results using the IB curriculum, increasing our student’s minimum
scores, the role of the guidance counselor assisting students with testing selection,
and selecting a cohort of ISDs to use as a comparison.
b. Discussion regarding Initiatives for Improving K-12 Mathematics.
Principals Harding and Dr. Barton provided an overview of the initiatives.
Discussion ensued regarding grants obtained to continue the current initiatives,
double booking of Mathematics for 6th and 7th grades, block scheduling and
determining enrichment and remediation opportunities for students.
c. Discussion regarding the One-to-one Technology Initiative.
Director Powers & Dr. Bryson provided a presentation and overview of the initiative,
iPad deployment schedule and Teacher training.
Discussion ensued regarding the FAQ website and collection process of iPads at the
end of the school year.
d. Discussion regarding proposed amendments to the Board Parameters for School
Sanction Trips.
Ms. Heather McCown, Director of Student Life and Dr. Bryson provided a presentation
and overview of the proposed amendments.
Discussion ensued regarding leadership symposiums, booking trips using a third party
vendor, non-refundable fees due to disciplinary actions, determining the value of a
trip location, procedures to apply for a trip other than traditional trips, determining
the price point, fund raising opportunities, past Senior trips, the ratio of students to
chaperones and alternatives for students not taking trips.
BOT Minutes 09/08 /14
Page 3 of 4
e. Discussion regarding teacher turnover and student/teacher ratios for Westlake
Academy and three surrounding school districts over a five-year period.
Director Wood provided an overview of the report.
Director Wood stated other districts directed him to Texas Education Agency’s (TEA)
website however TEA will not post Teacher turnover rates for fiscal year 2013-2014
until December or January.
Discussion ensued regarding the Academy’s turnover, the use of the great teacher
profile aligning interviewing questions, using the Gallup instrument, and methods to
retain teachers.
f. Update on school funding lawsuits pending before the courts.
Superintendent Brymer and Attorney Bubert provided an update.
Discussion ensued regarding the budgeting process, the ISDs maximum tax rate, and
the possibility of a decision in June 2015.
g. Standing Item: Update and discussion regarding Westlake Academy Phase I
expansion project, enrollment projections and technology for the Secondary building.
Dr. Bryson provided an update regarding installation of landscaping, sidewalks,
SmartBoards, and key cards.
5. BOARD RECAP / STAFF DIRECTION
Update on the deployment of the iPads regarding the One-to-one initiative.
6. ADJOURNMENT
President Wheat adjourned the work session at 7:32 p.m.
Regular Session
1. CALL TO ORDER
President Wheat called the regular session to order at 7:32 p.m.
BOT Minutes 09/08 /14
Page 4 of 4
2. CITIZENS' PRESENTATIONS AND RECOGNITIONS
No one addressed the Board.
3. CONSENT AGENDA:
a. Consider approval of the minutes from the August 11, 2014, meeting.
MOTION: Trustee Langdon made a motion to approve consent agenda f.
Trustee Barrett seconded the motion. The motion carried by a
vote of 3-0.
4. BOARD CALENDAR
Meeting date for MYP Grading communication.
5. FUTURE AGENDA ITEMS
No future items.
6. ADJOURNMENT
There being no further business before the Board, President Wheat asked for a motion to
adjourn the meeting.
MOTION: Trustee Stoltenberg made a motion to adjourn the regular
session. Trustee Langdon seconded the motion. The motion
carried by a vote of 3-0.
President Wheat adjourned the regular session at 7:44 p.m.
APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 6, 2014.
ATTEST:
____________________________
Laura Wheat, President
_____________________________
Kelly Edwards, Board Secretary
Page 1 of 2
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP / MYP / DP Meeting Date: October 6, 2014
Staff Contact: Debbie Piper Discussion
Finance Director
Subject: Public Hearing and discussion on School FIRST 2013 rating and Annual
Financial Management Report.
EXECUTIVE SUMMARY
FIRST is the acronym for Financial Integrity Rating System of Texas, as developed for the
Texas school districts by the Texas Education Agency in response to Senate Bill 875 of the 76th
Legislature in 1999. The primary goal of the rating is to achieve quality performance in the
management of school districts financial resources. TEA also included open-enrollment charter
schools in this rating system in 2009.
For the Fiscal Year Ended August 31, 2013, Westlake Academy received a rating of
“Superior Achievement”.
After TEA receives financial information, they complete a School FIRST rating worksheet for
each school district and charter school. The rating worksheet contains 19 questions, called
indicators. Each indicator on the rating worksheet is designed to assess the management of
financial resources. Ratings are based on staff and student data reported for a school and
financial data reported for the corresponding fiscal year. Charters provide information to TEA
throu gh various financial reports, audit reports, and data reported through PEIMS.
The FIRST system assigns one of the following financial accountability ratings based on points
received:
• 60-65 points Superior Achievement
• 55-59 points Above-Standard Achievement
• 50-54 points Standard Achievement
• 0-49 points Substandard Achievement
• 0-0 points Suspended
• 0-0 points Undetermined
If the district/charter school answers “No” to any one of the indicators 1, 2, 3, 4, OR to either
indicator 5 or 6, the rating is automatically a “Substandard Achievement”.
Within two months after receipt of the final rating, the Board of Trustees is to hold a hearing for
public discussion of the annual financial accountability system report. A notice was published in
the Fort Worth Star Telegram on September 19th and 26th.
Page 2 of 2
In addition to the School FIRST annual rating and in accordance with Title 19 Texas
Administrative Code, Chapter 109, Budgeting, Accounting and Auditing, Subchapter AA,
Commissioner’s Rules Concerning Financial Accountability Rating System, we are required to
submit a Financial Management Report including the following required disclosures:
• Copy of Superintendent’s current employment contract
• Reimbursements Received by the Superintendent and Board Members
• Outside Compensation and/or fees received by the Superintendent for Professional
Consulting and/or other personal services
• Gifts received by Executive Officers and Board Members (and First Degree Relatives, if
any)
• Business Transactions between School and Board Members
• First Quarter Expenditures for the General Fund by Object Code
• Additional Financial Solvency Questions
PLAN DESIRED OUTCOMES
High Student Achievement
Strong Parent & Community
Connections
Financial Stewardship &
Sustainability
ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
Effective Educators & Staff
GOVERNANCE FRAMEWORK
Governance direction will provide the authority and directives of the Board to the Academy staff
as it relates to administering to the financial concerns of the Academy.
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Discussion/no action required
ATTACHMENTS
Financial Management Report
FOR THE YEAR ENDED
AUGUST 31, 2013
WESTLAKE ACADEMY
SCHOOL FIRST REPORT FOR
Introduction
FIRST is the acronym for Financial Accountability Rating System of Texas, as developed for the Texas
school districts by the Texas Education Agency in response to Senate Bill 875 of the 76th Legislature in
1999. The primary goal of the rating is to achieve quality performance in the management of school
districts financial resources. TEA also included open-enrollment charter schools in this rating system in
2009.
The purpose of the financial accountability rating system is to ensure that school districts/charters
(“schools”) will be held accountable for the quality of their financial management practices and achieve
improved performance in the management of their financial resources. The system is designed to
encourage Texas public schools and charters to manage their financial resources better in order to
provide the maximum allocation possible for direct instructional purposes.
The system will also disclose the quality of local management and decision-making processes that
impact the allocation of financial resources in Texas schools. An evaluation of the long-term
effectiveness of the system should disclose a measurable improvement in the quality of Texas
schools’ financial decision-making processes. The importance of the rating system’s stated goal is
underscored by the steadily increasing complexity of the State’s funding of schools compounded by the
increasing sophistication of the associated accounting system.
In accordance with Texas Education Code (TEC), Chapter 39, Subchapter D, each school must be
assigned a financial accountability rating by the Texas Education Agency (TEA). The specific
procedures for determining financial accountability ratings will be established annually by the
commissioner of education and communicated to all schools.
The School FIRST rating is based upon budgetary and actual financial data along with an analysis of
staff and student data reported for the 2012-2013 fiscal year. Two measurement vehicles, the Annual
Financial Report (AFR) and the Public Education Information Management System (PEIMS), supply
School FIRST with most of the measurement data from which the ratings are calculated. TEA issued
the final financial accountability ratings for the 2012-2013 fiscal year in September 2014. The
Academy’s final rating of “Superior Achievement” is included in this report.
Schools are rated on various performance metrics (called "indicators") relating to financial
management. (To improve the effectiveness of the rating system, the indicators may change from year
to year, and new indicators may be added.) These indicator ratings inform the public of how well the
school is doing financially, and where the school should focus efforts for improvement. In addition to a
rating for each indicator, schools receive an overall "passed" or "failed" rating. Ratings are based on
analysis of staff and student data for the school-year, and on budgetary and actual financial data for the
fiscal year. The rating system has been reduced from an original 22 indicators to currently
20 indicators for districts and 19 for charter schools, each weighted with numeric values with the
exception of the Critical Indicators. A “No” response to one of Critical Indicators 1-6 will
automatically result in a rating of Substandard Achievement, giving these six indicators high
importance.
1
In addition, six disclosures are now required along with the report; 1) the Superintendent’s employment
contract, 2) reimbursements received by the Superintendent and Board members, 3) outside
compensation and/or fees received by the Superintendent for professional consulting and/or other
personal services, 4) gifts received by the executive officer(s) and Board members (and first
degree relatives, if any), 5) business transactions between the school and Board members, and
finally 6) a summary schedule of the data submitted under the Financial Solvency Provisions of TEC
Section 39.0822.
Rating Points
Superior Achievement 60-65
Above Standard Achievement 55-59
Standard Achievement 50-54
Substandard Achievement 0-49 or NO to one default indicator
Westlake Academy received a rating of “Superior Achievement” for the 2012-2013 fiscal year,
scoring positive responses on all 19 indicators with an overall score of 65 out of 65. Included in this
report is the Rating Report received from TEA used in determining the Academy’s score, an
explanation of each of the Indicators, and the required disclosures.
2
Financial Integrity Rating System of Texas
2012-2013 CHARTER SCHOOL STATUS DETAIL
Name: WESTLAKE ACADEMY CHARTER SCHOOL(220810)
Publication Level 1: 6/17/2014 8:14:23 AM
Status: Passed
Publication Level 2: 9/5/2014 3:56:38 PM
Rating: Superior Achievement
Last Updated: 9/5/2014 3:56:47 PM
District Score: 65
Passing Score: 50
#
Indicator Description
Updated
Score
1 Did The Charter School Avoid Holds On Payments That Were Not Cleared Within 30
Days, As A Result Of Untimely Deposits To TRS Or TWC?
6/17/2014
8:14:22 AM
YES
2 Was The Total Net Asset Balance In The Statement Of Financial Position For The Charter
School Greater Than Zero? (If The Charter School’s Five-Year Percent Change In Students
Was A 10% Increase Or More, Then The Charter School Passes This Indicator).
6/17/2014
8:14:22 AM
YES
3 Were There No Disclosures In The Charter Holder’s Annual Financial Report And/Or
Other Sources Of Information Concerning Default On Debt?
6/17/2014
8:14:22 AM
YES
4 Was The Charter Holder’s Annual Financial Report Filed Within One Month After The
November 27th Or January 28th Deadline Depending Upon The Charter School’s Fiscal
Year End Date (June 30th Or August 31st)?
6/17/2014
8:14:22 AM
YES
5 Was There An Unqualified Opinion In The Charter Holder’s Annual Financial Report? 6/17/2014
8:14:22 AM
YES
6 Did The Charter Holder’s Annual Financial Report Not Disclose Any Instance(s) Of
Material Weaknesses In Internal Controls?
6/17/2014
8:14:22 AM
YES
7 Are the Charter School’s Liabilities Less Than 80% Of Its Assets? 6/17/2014
8:14:22 AM
5
8 Did The Comparison Of PEIMS Data To Like Information In The Charter School’s Annual
Financial Report Result In An Aggregate Variance Of Less Than 3% Of All Expenses
(Data Quality Measure)?
6/17/2014
8:14:22 AM
5
9 Were The Charter School’s Debt Related Expenses Less Than $200 Per Student? (If The
Charter School’s Five-year Percent Change In Students Was A 7% Increase Or More, Then
The Charter School Receives 5 Points)
6/17/2014
8:14:22 AM
5
10 Was There No Disclosure In The Charter Holder’s Annual Audit Report Of Material
Noncompliance?
6/17/2014
8:14:22 AM
5
11 Did The Charter School Have No Monitor, Conservator, Manager, Or Board Of Managers
Assigned For Financial Management Reasons?
6/17/2014
8:14:22 AM
5
12 Was The Charter School’s Aggregate Of Budgeted Expenses Less Than The Aggregate Of
Budgeted Revenues And Cash And Investments At The Beginning Of The Year?
6/17/2014
8:14:22 AM
5
13 Was The Charter School’s Current Ratio For All Net Asset Groups Greater Than Or Equal
To 1:1?
6/17/2014
8:14:22 AM
5
14 Was The Charter School’s Administrative Cost Ratio Less Than The Threshold Ratio?
(Threshold Shown On The "Result Determination Reference" Tab)
6/17/2014
8:14:22 AM
5
15 Was The Ratio Of Students To Teachers Within The Ranges According To Charter School
Size? (Ranges Shown On The "Result Determination Reference" Tab)
6/17/2014
8:14:22 AM
5
16 Was The Ratio Of Students To Total Staff Within The Ranges According To Charter
School Size? (Ranges Shown On The "Result Determination Reference" Tab)
6/17/2014
8:14:22 AM
5
17 Was The Decrease In The Charter School’s Total Net Assets Less Than 20% Over Two
Fiscal Years? (Calculation Excludes Depreciation And Amortization)
6/17/2014
8:14:22 AM
5
18 Was The Charter School’s Aggregate Total Of Cash And Investments More Than Zero? 6/17/2014
8:14:22 AM
5
19 Did The Charter School’s Investment Earnings In All Net Asset Groups Meet Or Exceed
the Average 3-Month Treasury Bill Rate?
6/17/2014
8:14:22 AM
5
65
Weighted
Sum
1
Multiplier
Sum
65 Score
3
DISCUSSION OF BASE INDICATORS
1. Did the Charter School avoid holds on payments that were not cleared within 30 days, as a
result of untimely deposits to TRS or TWC?
Timely payments must be made to TRS and TWC.
Westlake Academy had no untimely deposits to TRS or TWC during the fiscal year ended August 31,
2013.
2. Was the total Net Asset Balance in the Statement of Financial Position for the charter school
greater than zero? (If the charter school’s five-year percent change in students was 10% or
more, then the charter school passes this indicator.)
This indicator simply asks, “Did the Academy’s total assets exceed the total amount of liabilities
(according to the very first financial statement in the annual audit report)?”
Westlake Academy had a total net asset position of $992,981 at August 31, 2013.
3. Were there no disclosures in the charter holder’s Annual Financial Report and/or other
sources of information concerning default on debt.
This indicator seeks to make certain that the Academy has paid bills and obligations on bonds
issued to pay for school construction, etc.
Westlake Academy has no bonded indebtedness obligations. All debt is maintained by the Town of
Westlake.
4. Was the charter holder’s Annual Financial Report filed within one month after the November
27th or January 28th deadline depending upon the charter school’s fiscal year end date (June
30th or August 31st)?
This indicator merely states the Academy’s requirement for timely reporting.
The Annual Financial Report for the fiscal year ended August 31, 2013 was approved by the Board
of Trustees on January 13, 2014 and received by the Texas Education Agency on January 26, 2014.
5. Was there an unqualified opinion in the charter holder’s Annual Financial Report?
A “qualified” report has a modification of the independent auditors’ report on the fair
presentation of the financial statements indicating that there exists one or more specific
exceptions to the auditors’ general assertion that the financial statements are fairly presented.
Westlake Academy obtained an unqualified audit opinion. This indicates that the Academy’s records
were in good condition and fairly present the Academy’s financial position.
4
6. Did the charter holder’s Annual Financial Report NOT disclose any instance(s) of material
weaknesses in internal controls?
An unqualified opinion on the Academy’s Annual Financial Report indicates that the Academy
had no material weaknesses in internal controls. Any internal weaknesses create a risk that the
Academy is not being able to properl y account for its use of public funds and should be
immediately addressed.
Westlake Academy met this requirement by having no disclosure of a material weakness in internal
controls for the fiscal year ended August 31, 2013.
7. Are the charter school’s liabilities less than 80% of its assets?
This indicator is a reflection of the Academy’s liabilities vs assets.
Westlake Academy’s liabilities are 6.4% of its assets.
8. Did the comparison of PEIMS data to like information in the charter school’s annual
financial report result in an aggregate variance of less than 3 percent of all expenses (data
quality measure)?
This indicator measures the quality of data reported to PEIMS and in the Academy’s Annual
Financial Report to make certain that the data reported in each case is consistent. The information is
compared in all fund types. The acceptable variance level is 3.0%.
The Academy met this requirement with a variance level of 0%.
9. Were the charter school’s debt-related expenditures less than $200 per student? (If the
charter school’s five-year percent change in students was a seven percent increase or more
then the charter school receives 5 points.
This indicator shows the Legislature’s intent for schools to spend its funds on education, rather than
buildings, by limiting the amount of money schools can spend on debt to $200 per student.
Westlake Academy had no debt related expenditures during the fiscal year ended August 31, 2014.
10. Was there no disclosure in the charter holder’s Annual Audit Report of material
noncompliance?
No disclosure of material noncompliance indicates that the Academy has complied with laws,
rules and regulations for a government entity.
Westlake Academy’s Annual Financial Report for the fiscal year ended August 31, 2013 disclosed no
material non-compliance with laws, rules or regulations..
5
11. Did the charter school have no monitor, conservator, manager, or board of managers
assigned for financial management reasons?
TEA will take control of a charter school due to financial issues such as fraud or having a
negative fund balance.
Westlake Academy maintains full accreditation status and was under no sanctions during the fiscal
year ended August 31, 2013 for financial or any other reasons.
12. Was the charter school’s aggregate of budgeted expenditures less than the aggregate of total
budget revenues and cash and investment at the beginning of the year?
This indicator is used to determine if the Academy overspent its budget and available
resources. The Academy would receive a negative rating on this measure if the total expenditures
and other uses for the fiscal year exceeded the total funds available.
The Academy met this requirement.
13. Was the charter school’s current ratio for all net assets groups greater than or equal to 1:1?
This indicator is simply a yes or no question based on the calculation of net assets. (current
assets/current liabilities).
Westlake Academy’s current ratio for all net assets groups is 7.94:1.
14. Was the charter school’s administrative cost ratio less than the threshold ratio.
TEA sets a cap on the percentage of the budget that Texas school districts/charters can spend on
administration, which is based on the size of the school.
The cap on the administrative cost ratio set by TEA for the 2012-13 fiscal year was 15.61% for
schools with a student population between 500 and 999. Westlake Academy maintained an
administrative cost ratio of 12.6% and met this requirement.
Indicator 15 Ranges for Ratios Indicator 16 Ranges for Ratios
Charter School Size - Number of Students Low High Charter School Size - Number of Students Low High
< 500 7 22 < 500 5 14
500-999 10 22 500-999 5.8 14
1000-4999 11.5 22 1000-4999 6.3 14
5000-9999 13 22 5000-9999 6.8 14
=> 10000 13.5 22 => 10000 7 14
6
15. Was the ratio of students to teachers within the ranges according to charter school size?
This indicator measures the pupil-teacher ratio to ensure that it is within TEA recommended ranges
for schools within specific student population ranges.
Westlake Academy had a pupil-teacher ratio of 14:1 which was within the range for a charter school
with a student population between 500 and 999. The range for this size school is from 10 (low) to 22
(high).
16. Was the ratio of students to total staff within the ranges according to charter school size?
This measures the pupil-staff ratio to ensure that it is within TEA recommended ranges for
schools within specific student population ranges.
Westlake Academy had a pupil-staff ratio of 8.72:1 which was within the range for a school with a
student population between 500 and 999. The range for this size school is 5.8 to 14.
17. Was the decrease in charter school’s total net assets less than 20 percent over two fiscal years?
(Calculation excludes depreciation and amortization)
This indicator determines if the Academy is “feeding off of its fund balance (net assets)” to pay for
salaries or other school operating expenditures. This indicator will note rapid decreases in the
Academy’s fund balance.
Westlake Academy’s ending net assets for the fiscal year ended August 31, 2013 was $76,020 (8%)
greater than the ending net asset balance for the fiscal year ended August 31, 2011.
18. Was the charter school’s aggregate total of cash and investments more than $0?
This indicates whether the school has cash in the bank and/or investments.
Westlake Academy had $845,075 in cash and investments at August 31, 2013.
19. Did the charter school’s investment earnings in all net asset groups meet or exceed the 3-
month Treasury Bill rate?
This indicator measures whether the school is using its cash or reserve fund (fund balance)
to generate interest earnings.
Westlake Academy’s earnings exceeded the average 3-month Treasury Bill rate of .0007167.
7
`
School FIRST Disclosures
Per Title 19 Administrative Code Chapter 109, Budgeting, Accounting, and Auditing, Subchapter
AA, Commissioner’s Rules Concerning Financial Accountability Rating System, Section
109.1005, the five (5) disclosures listed below and required for the financial management report
that is to be distributed at the School FIRST public hearing.
• Superintendent’s current employment contract:
A copy of the superintendent’s current employment contract at the time of the School FIRST
hearing is to be provided.
Per the Westlake Academy charter, the Town Manager assumes the responsibilities of the
Superintendent with no separate contract. The manager’s contract is approved by the Town
Council and all salary/benefits and other forms of compensation are paid by the Municipality.
No salary is expensed through Westlake Academy.
• Reimbursement received by the Superintendent and Board Members:
All “reimbursement” expenses, regardless of the manner of payment, including direct pay,
credit card, cash, and purchase order are to be reported. Items to be reported per category
include:
o Meals – Meals consumed out of town, and in geographic-boundary meals at area
restaurants (outside of board meetings, excludes catered board meeting meals).
o Lodging – Hotel charges
o Transportation – Airfare, car rental (can include fuel on rental, taxis, mileage
reimbursements, leased cars, parking and tolls.)
o Motor fuel – gasoline
o Other – Registration fees, telephone/cell phone, internet service, fax machine, and other
reimbursements (or on-behalf of) to the superintendent and board member not defined
above.
There were no “reimbursement” expenses received by the Superintendent or Board Members
during the fiscal year 2013-2014.
• Outside compensation and/or fees received by the Superintendent for Professional consulting
and/or other personal services.
Compensation does not include business revenues generated from a family business (farming,
ranching, etc.) that has no relation to charter school business.
There was no compensation and/or fees received by the Superintendent for Professional
consulting and/or other personal services during the fiscal year 2013-2014.
8
`
• Gifts received by Executive Officers and Board Members (and first degree relatives, if any)
gifts that had an economic value of $250 or more in the aggregate in the fiscal year)
An executive officer is defined as the superintendent, unless the board of trustees or the charter
school administration names additional staff under the classification for local officials.
There were no gifts received by Executive Officers and Board Members (and first degree
relatives) during the fiscal year 2013-2014.
• Business transactions between Charter School and Board Members
The summary amounts reported under this disclosure are not to duplicate the items disclosed in
the summary schedule of reimbursements received by board members.
There were no business transactions between Westlake Academy and Board Members during
the fiscal year 2013-2014.
Summary Schedule of Data Submitted under the Financial Solvency Provisions of TEC §39.0822
General Fund - First-Quarter Expenses By Object Code
Report 2013-2014 first-quarter (first three months of fiscal year 2013-2014) NET ASSETS expenses by object code using whole numbers.
Payroll Expenses for payroll costs object codes 6110-6149 $ 1,569,949
Contract Costs Expenses for services rendered by firms, individuals, and other organizations object code series 6200 $ 301,006
Supplies and Materials
Expenses for supplies and materials necessary to maintain and/or operate furniture, computers, equipment, vehicles, grounds, and facilities object code series 6300 $ 129,626
Other Operating Expenses for items other than payroll, professional and contracted services, supplies and materials, debt service, and capital outlay object code series 6400 $ 75,716
Debt Service Expenses for debt service object code series 6500 $
Capital Outlay Expenses for land, buildings, and equipment object code series 1500 $
Additional Financial Solvency Questions
Yes No
1) At any time in the last two years, has your charter school borrowed funds to pay for operating expenses without repaying these funds within 12 months from the time that they were borrowed?
X
2) Has the charter school declared bankruptcy within the past two years? X
3) Provide comments or explanations for WADA-to-staff ratios significantly (more than 30 percent) below the norm, rapid depletion of net asset balances, or any significant discrepancies between actual budget figures and projected revenues and expenses, or any other information that may be helpful in evaluating the charter school's financial solvency.
Mean WADA-to-ALL STAFF Ratio 70% of Mean WADA-to-ALL STAFF Ratio
Charter School Size
9.74 6.82 Under 100
9
`
10.18 7.13 100 to 249
11.73 8.21 250 to 499
11.99 8.39 500 to 999
11.97 8.38 1,000 to 1,599
12.48 8.74 1,600 to 2,999
14.61 10.23 3,000 to 4,999
13.26 9.28 5,000 to 9,999
12.07 8.45 10,000 to 24,999
4) How many executive directors/superintendents has your charter school had in the last three years? 1
5) How many business managers has your charter school had in the last three years? 1
10
`
GLOSSARY
Accounting: A standard school fiscal accounting system must be adopted and installed by the board
of trustees of each school. The accounting system must conform to generally accepted accounting
principles. This accounting system must also meet at least the minimum requirements prescribed by
the state board of education, subject to review and comment by the state auditor.
All Funds: A schools’s accounting system is organized and operated on a fund basis where each fund
is a separate fiscal entity in the school much the same as various corporate subsidiaries are fiscally
separate in private enterprise. All Funds refers to the combined tot al of all the funds listed below:
• The General Fund
• Special Revenue Funds (Federal Programs, Federally Funded Shared Services, State
Programs, Shared State/Local Services, Local Programs)
• Debt Service Funds
• Capital Projects Funds
Assigned Fund Balance: The assigned fund balance represents tentative plans for the future use of
financial resources. Assignments require executive management (if approved per board policy to
assign this responsibility to executive management) action to earmark fund balance for bona fide
purposes that will be fulfilled within a reasonable period of time. The assignment and dollar amount
for the assignment may be determined after the end of the fiscal year when final fund balance is
known.
Auditing: Accounting documents and records must be audited annually by an independent auditor.
TEA is charged with review of the independent audit of the local education agencies.
Beginning Fund Balance: The fund balance on the first day of a new fiscal year. For most
schools this is equivalent to the fund balance at the end of the previous fiscal year.
Budget: The projected financial data for the current school year. Budget data are collected for the
General Fund, Food Service Fund, and Debt Service Fund.
Budgeting: Not later than August 20th of each year, the superintendent (or designee) must prepare a
budget for the school if the fiscal year begins on September 1st. (For those schools with fiscal years
beginning July 1, this date would be June 19.) The legal requirements for funds to be budgeted are
included in the Budgeting module of the TEA Resource Guide. The budget must be adopted
before expenditures can be made, and this adoption must be prior to the setting of the tax rate for the
budget year. The budget must be itemized in detail according to classification and purpose of
expenditure, and must be prepared according to the rules and regulations established by the state
board of education. The adopted budget, as necessarily amended, shall be filed with TEA through the
Public Education Information Management System (PEIMS) as of the date prescribed by TEA.
Capital Outlay: This term is used as both a Function and an Object. Expenditures for land,
buildings, and equipment are covered under the object, Capital Outlay. The amount spent on
acquisitions, construction, or major renovation of school facilities are reported under the function,
Capital Outlay.
11
`
Cash: The term, as used in connection with cash flows reporting, includes not only currency on hand,
but also demand deposits with banks or other financial institutions. Cash also includes deposits in
other kinds of accounts or cash management pools that have the general characteristics of demand
deposit accounts in that the governmental enterprise may deposit additional cash at any time and also
effectively may withdraw cash at any time without prior notice or penalty.
Committed Fund Balance: The committed fund balance represents constraints made by the board of
trustees for planned future use of financial resources through a resolution by the board, for various
specified purposes including commitments of fund balance earned through campus activity fund
activities. Commitments are to be made as to purpose prior to the end of the fiscal year. The dollar
amount for the commitment may be determined after the end of the fiscal year when final fund
balance is known.
Debt Service: The function, Debt Service, is a major functional area that is used for expenditures
that are used for the payment of debt principal and interest. Expenditures that are for the retirement
of general obligation bonds, capital lease principal, and other debt, related debt service fees, and for
all debt interest fall under this function. The object, Debt Service, covers all expenditures for debt
service.
Deferred Revenue: Resource inflows that do not yet meet the criteria for revenue recognition.
Unearned amounts are always reported as deferred revenue. In governmental funds, earned amounts
also are reported as deferred revenue until they are available to liquidate liabilities of the current
period.
Ending Fund Balance: The amount of unencumbered surplus fund balance reported by the School
at the end of the specified fiscal year. For most schools, this will be equivalent to the fund balance
at the beginning of the next fiscal year.
Excess (Deficiency): Represents receivables due (excess) or owed (deficiency) at the end of the
school year.
Fiscal Year: A period of 12 consecutive months legislatively selected as a basis for annual financial
reporting, planning, and budgeting. The fiscal year may run September 1 through August 31 or July 1
through June 30.
Foundation School Program (FSP) Status: Is the shared financial arrangement between the state
and the school, where property taxes are blended with revenues from the state to cover the cost of
basic and mandated programs. The nature of this arrangement falls in one of the following status
categories: Regular, Special Statutory, State Administered, Education Service Center, or Open
Enrollment Charter School.
FTE: Full-Time Equivalent (FTE) measures the extent to which one individual or student occupies a
fulltime position or provides instruction, e.g., a person who works four hours a day or a student that
attends a half of a day represents a .5 FTE.
Function: Function codes identify the expenditures of an operational area or a group of related
activities. For example, in order to provide the appropriate atmosphere for learning, schools transport
12
`
students to school, teach students, feed students and provide health services. Each of these activities
is a function. The major functional areas are:
• Instruction and Instructional-Related Services
• Instructional and School Leadership
• Support Services - Student
• Administrative Support Services
• Support Services - Non-Student Based
• Ancillary Services
• Debt Service
• Capital Outlay
• Intergovernmental Charges
Fund Balance: The difference between assets and liabilities reported in a governmental fund.
General Administration: The amount spent on managing or governing the school as an overall
entity.
General Fund: This fund finances the fundamental operations of the School in partnership with the
community. All revenues and expenditures not accounted for by other funds are included. This is a
budgeted fund and any fund balances are considered resources available for current operations.
Instruction: The amount spent on direct classroom instruction and other activities that deliver,
enhance or direct the delivery of learning situations to students regardless of location or medium.
Local & Intermediate Revenues: All revenues from local taxes and other local and intermediate
revenues. For specifics, see the definitions for Local Tax and Other Local & Intermediate Revenues.
Nonspendable Fund Balance: The portion of fund balance that is in non-liquid form, including
inventories, prepaid items, deferred expenditures, long-term receivables and encumbrances (if
significant). Nonspendable fund balance may also be in the form of an endowment fund balance that
is required to remain intact.
Object: An object is the highest level of accounting classification used to identify either the
transaction posted or the source to which the associated monies are related. Each object is assigned a
code that identifies in which of the following major object groupings it belongs:
• Assets
• Liabilities
• Fund Balances
• Revenue
• Expenditures/Expenses
• Other Resources/NonOperating Revenue/Residual Equity Transfers In
• Other Uses/NonOperating Revenue/Residual Equity Transfers Out
Operating Expenditures: A wide variety of expenditures necessary to a school’s operations fall into
this category with the largest portion going to payroll and related employee benefits and the purchase
of goods and services.
13
`
Operating Expenditures/Student: Total operating expenditures divided by the total number of
enrolled students.
Operating Revenues and Expenses: Term used in connection with the proprietary fund statement of
revenues, expenses, and changes in net assets. The term is not defined as such in the authoritative
accounting and financial reporting standards, although financial statement preparers are advised to
consider the definition of operating activities for cash flows reporting in establishing their own
definition.
Other Local & Intermediate Revenues: All local and intermediate revenues NOT from local real
and personal property taxes including:
• Revenues Realized as a Result of Services Rendered to Other Schools
• Tuition and Fees
• Rental payments, interest, investment income
• Sale of food and revenues from athletic and extra/co-curricular activities
• Revenues from counties, municipalities, utility districts, etc.
Other Operating Costs: Expenditures necessary for the operation of the school that are NOT
covered by Payroll Costs, Professional and Contracted Services, Supplies and Materials, Debt
Services, and Capital Outlay fall into this category and include travel, insurance and bonding costs,
election costs, and depreciation.
Payroll: Payroll costs include the gross salaries or wages and benefit costs for services or tasks
performed by employees at the general direction of the school. (NOTE: Payroll amounts do not
include salaries for contract workers employed by outsource companies, e.g., for child nutrition and
maintenance. Therefore, this figure will vary significantly between schools that use contract
workers and those that do not.)
PEIMS: Public Education Information Management System, a state-wide data management system
for public education information in the State of Texas. One of the basic goals of PEIMS, as adopted
by the State Board of Education in 1986, is to improve education practices of local schools. PEIMS is
a major improvement over previous information sources gathered from aggregated data available on
paper reports. School’s submit their data via standardized computer files. These are defined in a
yearly publication, the PEIMS Data Standards.
Plant Maintenance & Operations: The amount spent on the maintenance and operation of the
physical plant and grounds and for warehousing.
Qualified Opinion: Term used in connection with financial auditing. A modification of the
independent auditor’s report on the fair presentation of the financial statements indicating that there
exists one or more specific exceptions to the auditor’s general assertion that the financial statements
are fairly presented.
Refined ADA: Refined Average Daily Attendance (also called RADA) is based on the number of
days of instruction in the school year. The aggregate eligible day’s attendance is divided by the
number of days of instruction to compute the refined average daily attendance.
14
`
Restricted Fund Balance: This is the portion of fund balance that has externally enforceable
constraints made by outside parties
Revenues: Any increase in a school’s financial resources from property taxes, foundation fund
entitlements, user charges, grants, and other sources. Revenues fall into the three broad sources of
revenues: Local & Intermediate, State, and Federal.
School Year: The twelve months beginning July 1 of one year and ending June 30 of the following
year or beginning September 1 and ending August 31. Schools now have two options.
Special Revenue Fund: A governmental fund type used to account for the proceeds of specific
revenue sources (other than for major capital projects) that are legally restricted to expenditures for
specified purposes.
State Revenues: Revenues realized from the TEA, other state agencies, shared services
arrangements, or allocated on the basis of state laws relating to the Foundation School Program Act.
Unassigned Fund Balances: Available expendable financial resources in a governmental fund that
are not the object of tentative management plans (i.e., committed or assigned). One primary criterion
of rating agencies for school bonds is the relative amount of unassigned fund balance. Bond rating
agencies view unassigned fund balances as a reflection of the financial stre ngth of school and
show concern when school fund balances decrease.
Unqualified Opinion: An opinion rendered without reservation by the independent auditor that
financial statements are fairly presented.
Unrestricted Net Asset Balance: Unrestricted net asset balance refers to the portion of total net
assets that is neither invested in capital assets nor restricted.
WADA: Weighted Average Daily Attendance (WADA) is used to measure the extent students are
participating in special programs. The concept of WADA in effect converts all of a school’s students
with their different weights to a calculated number of regular students required to raise the same
amount of revenue. The greater the number of students eligible for special entitlements, the greater a
school‘s WADA will be.
15
Board of Trustees Workshop & Meeting
Monday, October 6, 2014
Northwest Metroport Chamber “State of the Communities” Luncheon
Tuesday, October 7, 2014; 11:30 a.m. – 1:00 p.m.
Trophy Club Country Club (*RSVP to Ginger for tickets)
WA Senior Night for Volleyball Players
Tuesday, October 7, 2014; 7:00 p.m. - Varsity game
WA Gymnasium
WA Homecoming Game & Senior Night for Football Players
Friday, October 17, 2014; WA Athletic Fields
2:15 Pep Rally in Gym; 4:30 PM - Jr. High game;
7:00 p.m. – Varsity Game w/ Sr. Spotlight
Westlake Annual Car Show; Hosted by the WHPS
Saturday, October 18, 2014; 11:00 a.m. – 4:00 p.m. (Awards at 3 pm!)
Larry North Fitness at Solana - east parking lot
Westlake Academy holiday in observance of Columbus Day
Monday, October 13, 2014
Westlake Town Council Workshop & Meeting
Monday, October 20, 2014
Westlake Academy Monster Mash; Hosted by the WA HOC
Saturday, October 25, 2014; 4:00 – 11:00 p.m.
WA Campus
Comp Plan Steering Committee Meeting (Not confirmed)
Wednesday, October 29, 2014; 6:00 p.m.
Council Chambers/Courtroom
Westlake Baja; Hosted by the WAF
Monday, November 3, 2014; 5:00 pm
Vaquero Club
Westlake Academy
Item #5
Board Calendar
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.
Westlake Academy
Item # 6 –
Future Agenda
Items
Westlake Academy
Item # 7 –
Adjournment
Back up material has not
been provided for this item.