HomeMy WebLinkAbout05-07-12 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.
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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
May 7, 2012
WESTLAKE TOWN HALL
3 VILLAGE CIRCLE – 2ND FLOOR
WESTLAKE, TX 76262
COUNCIL CHAMBERS/MUNICIPAL COURT ROOM
Workshop Session 5:00 p.m.
Regular Session 6:00 p.m.
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Workshop Session
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. STUDENT PRESENTATIONS – “Westlake’s Got Talent”
4. REVIEW OF CONSENT AGENDA ITEMS FROM MAY 7, 2012, TRUSTEES
REGULAR MEETING AGENDA. (30 min)
5. 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. Academic Progress Reports regarding the Secondary school Programme.
6. DISCUSSION ITEMS
a. Report regarding the Academic Progress Report for International School’s Assessment
(ISA) Scores in Mathematics, Reading and Writing in Grades 5 and 8. (20 min)
b. Discussion regarding various Board Manual Policy amendments. (20 min)
7. BOARD RECAP / STAFF DIRECTION
8. 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.
Proclamation regarding National Charter School Week.
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
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.
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a. Consider approval of the minutes for the meeting held on April 2, 2012.
b. Consider approval of Resolution 12-07, Amending the Electronic
Communications and Faculty Responsibilities Policy.
c. Consider approval of Resolution 12-08, Amending the Learning Community
Commitment Statement Policy.
d. Consider approval of Resolution 12-09, Approving a License Agreement Contract
for a Web-Based Curriculum Management System with 3rd Learning.
e. Consider approval of Resolution 12-10, Adopting an Affiliate Policy for Westlake
Academy.
4. BOARD CALENDAR
5. 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.
- None
6. 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
May 2, 2012, 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."
STUDENT PRESENTATIONS
“Westlake’s Got Talent”
Michelle Wu Grade 4 - Piano
James Cavazos Grade 5 - Drums
Westlake Academy
Item # 3 –
Student
Presentations
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 for the meeting held on April 2, 2012.
b. Consider approval of Resolution 12-07, Amending the Electronic
Communications and Faculty Responsibilities Policy.
c. Consider approval of Resolution 12-08, Amending the Learning Community
Commitment Statement Policy.
d. Consider approval of Resolution 12-09, Approving a License Agreement
Contract for a Web-Based Curriculum Management System with 3rd Learning.
e. Consider approval of Resolution 12-10, Adopting an Affiliate Policy for
Westlake Academy.
Westlake Academy
Item # 4 –
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. Academic Progress Reports regarding the Secondary school Programme.
Westlake Academy
Item # 5–
Reports
Improving Academic Success in the
Secondary School for the 2nd Semester 2012
May Follow-Up Report
Clinton R. Calzini
Executive Summary
To recall, during the February 6, 2012 Board of Trustees Meeting, I presented an analysis
and recommendations report regarding concerns about academic success for some
secondary students (See Appendix A). This report is the third of the monthly reports I
will provide during the remainder of this semester to provide feedback on the progress of
our efforts and the resulting students’ academic progress.
Efforts by the Secondary School
March 5 – April 20
Over the past month, the secondary school maintained all the previous efforts and
planned a few new ones to attend to the academic problems identified in the original
report noted above:
• Collected data on a weekly basis regarding the number of courses being failed
and number of students not turning in work.
• Completed our first revised pre-enrollment meeting with parents
• Planned for review sessions and test taking skills for all students prior to exams.
Students’ Academic Progress
March 5 – April 20
The following data (number of students failing courses and number of students not
turning in work) is based on both newly collected data and data from a previous report.
The total data set provides a longitudinal view of all the data collected on these two
metrics from the beginning of the second semester. This data and analysis is one of the
measures noted in the Action Plan.
While noting the data in weeks six and seven as an exception, there appears to be a
distinct downward trend in the number of courses being failed over the 8 weeks (see
Table 1 and Figure 1). Over the last month of school, it is our hope that we will see this
trend continue. This data could also be interpreted as plateauing between 70 and 80
courses being failed and this represents approximately 3 to 4 percent of all courses.
In regard to homework, a similar trend is found across weeks 1 – 6, yet t he
number of students not turning in work has increased in the last two weeks (see Table 1
and Figure1). Anecdotal evidence suggests that the good weather of spring has decreased
motivation and academic focus.
Table 1
Academic Metrics From February 13 to April 20, 2012
Figure 1
Academic Metrics From February 13 to April 20, 2012
Academic
Progress
Metric
Week
1
Week
2
Week
3
Week
4
Week
5
Week
6
Week
7
Week
8
Number of
students not
turning in
Homework
68 87 79 58 70 42 87 129
Number of
courses
being failed
196 141 125 81 69 106 126 83
For the second month in a row I am pleased to report that the action plan to increase
student success seems to be working. With less than 30 school days remaining in the
academic year, the focus will be on ending the 4th quarter as strongly as possible while
also preparing for the cumulative final exams. Additionally, as we plan and prepare for
the new school year, just four months away, we will begin considering new goals as they
pertain to academic success. These goals will be elaborated in the final report next
month. With this semester as a guide and further data to be analyzed, I remain hopeful
and dedicated to the cycle of continuous improvement (see Appendix C) we are using to
guide our advancement.
Appendix A
Improving Academic Success in the
Secondary School for the 2nd Semester 2012
Analysis and Recommendations
Clinton R. Calzini
I. Problem
A number of somewhat overlapping, yet disparate factors have created concern for the
educational progress of some students at Westlake Academy. The relationship a nd
degree to which these issues are intra-causational is complex and this analysis has sought
to disentangle the causal factors. The noted areas of concern are:
A. The number of students failing courses in the first semester of SY 2011-12
was much higher than in previous years.
B. The Spanish program has had a history of issues that has led to the poor
preparation of students.
C. The math program has had a history of issues that has led to the poor
preparation of students.
D. A seemingly large number of students have left during the first semester of SY
2011-12. (see Follow-up Student Withdrawals Report from Ben Nibarger)
II. Desired Outcomes
A. Increase student success
B. Retain capable students
III. Criteria for Success in Meeting Desired Outcomes
A. Issues preventing success are identified.
B. Opportunities for increasing success are identified.
C. Upon the evidence from the first two steps, create a plan such that:
• Students are achieving greater academic success across all courses.
• Students are able to achieve greater success in Spanish.
• Students are able to achieve greater success in math.
• We are able retain capable students to the best of our ability.
D. The plan keeps the integrity of the program and does not cause further
problems.
IV. Analysis
To better understand the cause of these issues, I have taken several steps to gather
information in preparation of a plan that will fulfill the criteria for success to meet the
desired outcomes:
A. Met with the parents of all students that have failed more than one course.
B. Met with teachers who had five or more students fail their course.
C. Met with the Spanish teachers to discuss the progress in the first semester.
D. Met with the math teachers to discus the progress in the first semester.
E. Used part of the Professional Day (January 16th) to analyze data from the first
semester. Specifically, the teachers compared two sets of data (described below)
in each course they taught. From this data, a full faculty discussion was held to
establish a list of causes and trends in the data.
1. Comparison of the difference between grades from the first quarter and
the second quarter. Students that had a difference of 10 percentage points
or greater were further analyzed to determine cause. Students with special
needs were also examined as a subset of the data.
2. Comparison of the difference between the average of Quarter 1 and 2,
and the semester exam grade. Students that had a difference of 10
percentage points or greater were further analyzed to determine cause.
Students with special needs were also examined as a subset of the data.
V. Findings
Following the same letters, a list of causational factors were determined:
A. From the Parents Meetings:
A variety of reasons were found to have caused students’ failing semester grades.
The factors causing failure were highly individualized, yet five main trends
became clear from the parents’ perspective:
1. Poor student attitude and motivation towards the course(s) and / or
teachers(s).
2. Missing, incomplete or un-submitted homework.
3. Poor study skills and/or preparation for exams.
4. Unprepared for level of rigor, expectations, and content (within WA
and from other schools).
5. Poor instruction and lack of support / communication by teachers.
It is important to note that “ability” to succeed in class was seldom mentioned in
these discussions with teachers, parents and students.
B and E. From the individual teacher meetings and the faculty as a whole:
Similar to the meetings with parents, a variety of reasons were found to have
caused students’ failures.
1. On the exams, students found difficulty in applying content knowledge,
rather than simple regurgitation of information.
2. For some students, their essay and short answer exam answers had
satisfactory content, but were very poorly written.
3. This is the first time that seventh graders have had such a large, formal
summative grade (i.e., semester exam).
4. Poor student attitude and motivation towards the course(s) and / or
teachers(s).
5. Missing, incomplete or un-submitted homework.
6. Poor study skills, time management and/or preparation for exams.
7. Some students’ focus / view of their exams was: “What is the minimum
I need to get in order to get “X” grade?”
C. & D. The comments from the Spanish and math teachers included all of the
notes from above and had the following additional perspectives:
1. Spanish: Student placement has caused issues within the classes.
2. Spanish: Wide variety of abilities in each class.
3. Spanish: Modifications to content have been difficult to implement due
to 1 and 2.
3. Math: Students did not prepare for the exam that was heavy on
vocabulary and concepts. Their focus was only on calculation.
4. Math and Spanish: Students that have sought help have been
successful.
VI. Action Steps
The 1 st and 2nd quarter grades and exam grades, coupled with the perspectives
described above, provide a deeper understanding of the concerns in the students’ progress
this semester. The contextual data provides light on how to move forward to ensure
improvement. Table 1 provides an overall action plan to address the issues.
2600 JT Ottinger Road Westlake, Texas 76262
Metro: 817-490-5757 Fax: 817-490-5758 www.westlakeacademy.org
Table 1
Recommended Action Plan
Problem Action Steps Completion Date
(Person responsible)
Aligned with
Desired Outcome
Evaluation of
Action Steps
The number of students
failing courses in the
first semester of SY
2011-12 was much
higher than previous
years.
• Begin using an
advisory period for
reviewing planner,
homework, etc.
• Begin implementing
workshops for study
skills, test prep, and time
management during
advisory time.
• Improve on-boarding
process.
• Offer summer courses
in targeted subject areas.
• Consider modifying
exam procedures for SY
2012 – 2013.
• Teachers increase their
communication with
students and parents
regarding poor grades /
homework completion.
• Teacher communicate
• February 1 and
ongoing (Calzini and all
Advisory Teachers)
• February 6 and
ongoing (Calzini, Nees,
Odom)
• Spring of 2012
(Calzini, Odom, Nees,
Barron, Stoyanoff)
• Summer of 2012
(Calzini)
• Fall of 2012 (Calzini,
Stoyanoff, Odom,
Barron, and Nees)
• February 1 (Calzini,
and all teachers)
• February 1
• Increase student
success
• Increase student
success
• Retain capable
students
• Increase student
success
• Increase student
success
• Increase student
success
• Increase student
• Improved grades on
quarter report cards,
exams and fewer reports
of missed homework.
• Improved grades on
3rd quarter report card,
exams and fewer reports
of missed homework.
• Fewer students leaving
due to academic
transition problems.
• Credit recovery.
• Improved grades on
exams.
• Improved grades on
quarter report cards,
exams and fewer reports
of missed homework.
• Improved grades on
2600 JT Ottinger Road Westlake, Texas 76262
Metro: 817-490-5757 Fax: 817-490-5758 www.westlakeacademy.org
progress and/or
persistent issues
success quarter report cards,
exams and fewer reports
of missed homework.
The Spanish program
has had a history of
issues that has led to the
poor preparation of
students.
• Individual plans for
teachers / students (i.e.,
Depending on students
they have, they will
recommend what needs
to be done for success.)
• Bring in volunteers for
Spanish classes.
• Provide $1000 per
teacher for instructional
resources.
• Place students in
appropriate level of
Spanish.
• Ongoing (Calzini,
Traynor, Morales,
Linan)
• February 1 (Calzini,
Traynor, Morales,
Linan)
• Completed (Calzini)
• SY 2012-2013
• Increase student
success
• Increase student
success
• Increase student
success
• Increase student
success
• Improved grades on
quarter report card,
benchmark tests, exams,
and fewer reports of
missed homework.
• Improved grades on
quarter report card,
exams, and fewer reports
of missed homework.
• Improved instruction.
• Improved instruction.
The math program has
had a history of issues
that has led to the poor
preparation of students.
• Individual plans for
teachers / students (i.e.,
Depending on students
they have, they will
recommend what needs
to be done for success.)
• Provide $1000 per
teacher for instructional
resources.
• Ongoing (Calzini,
Hinton, Kemmerer,
Aisthorpe)
• Completed (Calzini,
Hinton, Kemmerer,
Aisthorpe)
• Increase student
success
• Increase student
success
• Improved grades on
quarter report card,
benchmark tests, exams,
and fewer reports of
missed homework.
• Improved instruction.
2600 JT Ottinger Road Westlake, Texas 76262
Metro: 817-490-5757 Fax: 817-490-5758 www.westlakeacademy.org
Appendix B
Cycle of Continuous Improvement
Alignment
Assessment
Analysis
Achievement
Action
Programs
Resources
Facilities
People
DISCUSSION ITEMS
a. Report regarding the International Schools Assessment on Mathematics Literacy,
Writing, and Reading. (20 min)
b. Discussion regarding various Board Manual Policy amendments. (20 min)
Item b agenda memos can be found under the specific policy on the consent agenda.
Electronic Communications and Faculty Responsibilities Policy
Learning Community Commitment Statement Policy
Affiliate Policy
Westlake Academy
Item # 6 –
Discussion Items
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WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP & MYP Meeting Date: May 7 , 2012
Staff Contact: Rod Harding, PYP Principal and Campus Director Report
Dr. Clint Calzini, Secondary Principal
Subject: Academic Progress Report for International School’s Assessment (ISA)
Scores in Mathematics, Reading and Writing in Grades 5 and 8.
EXECUTIVE SUMMARY
This report analyzes the International School’s Assessment scores in Reading, Mathematical Literacy and
Writing. As this is the second year of the administration the report builds on the baseline data from 2011
and compares these results to 2012 using a scale score and level bands. All scores will be used for
curriculum improvement in 2012-2013.
In February 2012 over 30 900 students from 180 international schools in 58 countries participated in the
ISA. The numbers by grade level were 5077 at Grade 3, 3735 at Grade 4, 5114 at Grade 5, 3570 at Grade
6, 4263 at Grade 7, 3470 at Grade 8 and 3302 at Grade 9 and 2425 at Grade 10.
The attached Powerpoint provides the interpretation details regarding the graphical representations of
comparison data ‘All Other Schools’, ‘Other Like Schools’ and ‘Westlake Academy’ in the year levels of
Grade 5 and Grade 8.
Results indicate that Reading, Writing and Mathematical Literacy for these cohort groups are above the
world average.
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 (IB Continuum)
Caring Environment
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
Page 2 of 2
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
N/A
ATTACHMENTS
1. Power Point presentation provided during the Board meeting.
BOARD RECAP / STAFF DIRECTION
Westlake Academy
Item #7
Board Recap /
Staff Direction
Westlake Academy
Item # 8 –
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.
Proclamation regarding National Charter School Week.
Westlake Academy
Item # 2 – Citizens’
Presentations and
recognitions
Westlake Academy
Proclamation
WHEREAS, We strive ensure that all students receive a high-quality education that
delivers the knowledge and skills needed to succeed, and that young men and women stay on
the path to graduation and a life-long commitment to learning.
WHEREAS, The Texas education system offers a multitude of high-quality public school
options that creates a competitive environment that can improve academic performance,
giving children the option to attend the school that best fits their needs.
WHEREAS, Charter Schools are raising the Bar and Transforming Public Education .
WHEREAS, As the charter movement approaches its 20th anniversary, there are now
more than 5,000 charter schools across the nation serving over 2 million students.
WHEREAS, In communities across our country, successful public charter schools help
put children on the path to academic excellence by harnessing the power of new ideas, ground
breaking strategies, and the collective involvement of students, parents, teachers, and
administrators.
WHEREAS, Approximately 390 charter schools and educating more than 100,000
students in every part of our great state. In total, an estimated 120,000 Texas students attend
open-enrollment charter schools with an additional 56,000 students currently on waiting lists.
WHEREAS, Charter schools are empowered to create positive environments for
children and educators, to develop innovative and challenging learning environments and are
held accountable for student achievement and financial management.
WHEREAS, The unique flexibility afforded to charter schools delivers a combination of
achievement and accountability, while exploring innovative ways of improving learning with
the goal of sharing what works with the broader public school system so that all students
benefit.
NOW, THEREFORE, I, Laura Wheat, Board President and Mayor of Westlake proclaim May 7th
through May 11th, as
NATIONAL CHARTER SCHOOL WEEK
IN WITNESS THEREOF, I have hereunto set my hand and caused the official seal of the Town of
Westlake, Texas to be affixed this 7TH day of May 2012.
______________________________________________
Laura Wheat, Board President and Mayor of Westlake
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 for the meeting held on April 2, 2012.
b. Consider approval of Resolution 12-07, Amending the Electronic Communications
and Faculty Responsibilities Policy.
c. Consider approval of Resolution 12-08, Amending the Learning Community
Commitment Statement Policy.
d. Consider approval of Resolution 12-09, Approving a License Agreement Contract
for a Web-Based Curriculum Management System with 3rd Learning.
e. Consider approval of Resolution 12-10, Adopting an Affiliate Policy for Westlake
Academy.
Westlake Academy
Item # 3 - Consent
Agenda Items
BOT Minutes 04/02/12
Page 1 of 4
WESTLAKE ACADEMY
BOARD OF TRUSTEES WORKSHOP
April 2, 2012
PRESENT: President Wheat, Trustees: Tim Brittan, Clif Cox, Carol Langdon, and David
Levitan
ABSENT: Rick Rennhack
OTHERS PRESENT: Superintendent Tom Brymer, Board Secretary Kelly Edwards,
Primary Principal Rod Harding, Secondary Principal Dr. Clint
Calzini, Administrative Coordinator Ben Nibarger, and Budget &
Management Analysts, Scott Dixon.
Workshop Session
1. CALL TO ORDER
President Wheat called the workshop to order at 5:14 p.m.
2. PLEDGE OF ALLEGIANCE
President Wheat led the pledge of allegiance to the United States and Texas flags.
3. REVIEW OF CONSENT AGENDA ITEMS FROM APRIL 2, 2012, TRUSTEES
REGULAR MEETING AGENDA.
No discussion.
BOT Minutes 04/02/12
Page 2 of 4
4. REPORTS
a. Academic Progress Report regarding the Secondary school Programme.
Principal Calzini provided an overview of the progress report specifically regarding the
failure rate and on-boarding procedures.
Discussion ensued regarding whether or not requirements can be placed on students
prior to enrollment, creating a policy that would explain enrollment requirements and
providing that to the student after enrollment, study hall and instruments used to
decrease the failure rate.
b. School Uniform Vendor Contracts.
c. Report of the Quarterly Financial “Dashboard” for the quarter ended February 29,
2012.
5. DISCUSSION ITEMS
a. Academic Progress Report regarding Primary Years Programme.
Principal Harding provided an overview and report using the school initiatives.
Discussion ensued regarding the best ways for students to learn mathematics, how
teachers differentiate students based on the skills they have mastered, teacher
recruitment, the Spanish continuum and additional tutoring resources.
President Wheat recessed the workshop at 6:04 p.m. to convene the regular meeting.
President Wheat reconvened the workshop at 6:23 p.m.
b. Presentation and Discussion regarding the current secondary math sequence and
possible future development.
Principal Calzini provided an overview of the Math sequence progression as it
compares to the surrounding ISDs.
Discussion ensued regarding the number of current students prepared for a Higher
Level (HL) Math offering, options for hiring a part time teacher for HL Math, and
whether or not additional facilities are necessary to offer HL Math.
BOT Minutes 04/02/12
Page 3 of 4
6. BOARD RECAP / STAFF DIRECTION
Staff to seek legal advice regarding pre-enrollment requirements and policy.
7. ADJOURNMENT
There being no further business before the Board, President Wheat adjourned the
workshop at 7:25 p.m.
Regular Session
1. CALL TO ORDER
President Wheat called the regular meeting to order at 6:04 p.m.
2. CITIZENS' PRESENTATIONS AND RECOGNITIONS
Present Faculty and Staff with a Proclamation designating May 7th through May 11th, as
Teacher Appreciation Week.
President Wheat read the Teacher Appreciation Week proclamation.
Recognition of students who competed in the Regional Science Fair that will be advancing
to the State Competition.
President Wheat asked each student to provide a short overview of their projects and
lessons learned.
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
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 for the meeting held on March 5, 2012.
MOTION: Trustee Brittan made a motion to approve the consent agenda.
Trustee Cox seconded the motion. The motion carried by a vote
of 4-0.
BOT Minutes 04/02/12
Page 4 of 4
4. BOARD CALENDAR
The Board reviewed future events.
5. FUTURE AGENDA ITEMS
- None
6. ADJOURNMENT
MOTION: Trustee Cox made a motion to adjourn the meeting. Trustee Langdon
seconded the motion. The motion carried by a vote of 4-0.
President Wheat adjourned the meeting at 6:23 p.m. to reconvene the workshop.
APPROVED BY THE BOARD OF TRUSTEES ON MAY 7, 2012.
ATTEST: ____________________________
Laura Wheat, Board President
_____________________________
Kelly Edwards, Board Secretary
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP / MYP / DP Meeting Date: May 7, 2012
Staff Contact: Clint Calzini Consent
Subject: Consider a resolution amending the Electronic Communications and
Faculty Responsibilities Policy.
EXECUTIVE SUMMARY
Consider the resolution to amend the Electronic Communications and Faculty Responsibilities
Policy. These changes allow electronic communication between school and home on topics
previously not allowed by policy. This allows teachers, administrators and parents to exchange
information electronically on a greater range of topics, yet maintains the expectation of face-to-
face meetings / phone conversations if a more substantive discussion is needed.
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
MYP, DP (IB Continuum)
Caring Environment
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Recommended approval of amended policy.
ATTACHMENTS
• Resolution
• Electronic Communications and Faculty Responsibilities Policy No. 3.12 with proposed
amendments
.
Resolution 12-07
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION NO. 12-07
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING AN AMENDMENT TO BOARD OF TRUSTEES ELECTRONIC
COMMUNICATIONS AND FACULTY RESPONSIBILITIES 3.12, CHANGING THE
PARAMETERS OF ACCEPTABLE USE OF ELECTRONIC COMMUNICATION.
WHEREAS, the Board of Trustees desires to amend the Westlake Academy Graduation
Policy No. 3.12, approved and adopted on August 16, 2010; and
WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this
Resolution is in the best interests of the Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: The Board hereby adopts the amendment to the policy known as the
Board of Trustees Electronic Communications and Faculty Responsibilities, 3.12 attached to this
resolution as Exhibit “A”.
SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Board hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION 4: That this resolution shall become effective from and after its date of
passage.
Resolution 12-07
Page 2 of 2
PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE
ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 7th DAY OF
MAY 2012.
___________________________________
Laura Wheat, President
ATTEST:
________________________________ ___________________________________
Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry or Janet S. Bubert,
School Attorney
Exhibit A
EDITED
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 3.12:
Date Board Adopted: August 16, 2010
Date Board Amended: N/A
Effective Date: August 16, 2010
Policy Category: Parent, Student and Faculty Relations and Expectations
Policy Name: Electronic Communications and Faculty
Responsibilities
Policy Goal: Establishing clear guidelines for the use of electronic communication
between Westlake faculty/staff and parents, between Board members and parents, as
well as between Academy faculty/staff members and their students.
Policy Description:
Effective communication is an essential component of any successful organization, and
the Board wishes to encourage this type of communication among all Academy
stakeholder groups and constituents. To that end, it is recognized that electronic
communication is frequently used to achieve communication between parties on a
timely basis. It is important to identify when electronic communication is appropriate,
when it is not, and how to best utilize this method of communication for maximum
effectiveness in the school setting.
Definitions
For the purposes of this policy, the term “electronic communication(s)” shall be defined
as:
a. Email
b. Text messaging
c. Instant Messaging
d. Social media sites, such as Facebook and Twitter
Electronic Communication shall be used for short and precise exchanges to:
a) plan or schedule meetings between a parent and teacher or between faculty/staff
members
b) answer a brief factual/logistical question about a student’s homework assignment
or scheduling of a test, quiz, or project, (i.e. when tests, quizzes, or projects will be
given or when they are due)
c) announce trip arrangements and logistics
Electronic Communication on these topics shall be timely and concise. As such,
inquiries sent via electronic communication shall be answered/returned by faculty/staff
within twenty-four (24) hours or less of their receipt from a parent or student (weekends
excepted).
Electronic Communication shall not be used for substantive discussions and
conversations. These include, but are not limited to, the following:
a) discussions about a student’s (or students’) behavior or conduct, either in or
outside of the classroom, on or off campus.*
b) discussions regarding a student’s (or students’) academic performance or any
aspect of student life protected as confidential under State and/or Federal law
(i.e., special education needs, learning disabilities, discipline imposed, etc).*
c) discussions regarding teaching methods, subject content, policy or administrative
decisions, or discipline measures/decisions.*
Faculty/staff members are prohibited from using social media, personal email, or third-
party websites to communicate with students or parents about any non-Academy-
related matters.
* The nature of these topics may require substantive discussion and if an inquiry cannot
be addressed after an exchange of 3 emails (or other electronic communication) then
further communication shall occur in face-to-face meetings or telephone conversations,
as appropriate. Such meetings and/or telephone conversations shall be set and/or occur
in a timely fashion.
Page 1 of 1
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP / MYP / DP Meeting Date: May 7, 2012
Staff Contact: Clint Calzini Consent
Subject: Consider a resolution amending the Learning Community Commitment
Statement Policy.
EXECUTIVE SUMMARY
Consider the resolution to amend the Learning Community Commitment Statement Policy. This
amendment will align the concept behind this policy more closely with the IB philosophy.
Specifically, the IB learner profile will be adapted to apply to teachers and families.
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
MYP, DP (IB Continuum)
Caring Environment
Communication/Transparency
Engaged Stakeholders
Maximizing Each Child’s Potential
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Recommended approval of amended policy.
ATTACHMENTS
• Resolution
• Learning Community Commitment Statement Policy No. 3.13 with proposed
amendments
Resolution 12-08
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION NO. 12-08
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING AN AMENDMENT TO BOARD OF TRUSTEES LEARNING
COMMUNITY COMMITMENT STATEMENT 3.13, CHANGING THE STATEMENTS
TO DIRECTLY ALIGN WITH THE INTERNATIONAL BACCALAUREATE.
WHEREAS, the Board of Trustees desires to amend the Westlake Academy Learning
Community Commitment Statement No . 3.13, approved and adopted on August 16, 2010; and
WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this
Resolution is in the best interests of the Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: The Board hereby adopts the amendment to the policy known as the
Board of Trustees Learning Community Commitment Statement, 3.12 attached to this resolution
as Exhibit “A”.
SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Board hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION 4: That this resolution shall become effective from and after its date of
passage.
Resolution 12-08
Page 2 of 2
PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE
ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 7th DAY OF
MAY 2012.
___________________________________
Laura Wheat, President
ATTEST:
________________________________ ___________________________________
Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry or Janet S. Bubert,
School Attorney
EDITED
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 3.13:
Date Board Adopted: August 16, 2010
Date Board Amended: N/A
Effective Date: August 16, 2010
Policy Category: Parent, Student and Faculty Relations and Expectations
Policy Name: Learning Community Commitment IB Learner Profile
Statements
Policy Goal: To pursue shared commitment between faculty, students and parents to
build and nurture a flourishing International Baccalaureate (IB) learning community at
Westlake centered on the philosophy of the IB.
Policy Description:
For quality education to occur, a partnership between parents, students, and faculty
must unite towards a common vision and goals. As such, the Board of Trustees has
established vision, mission, and values statements for Westlake Academy all grounded
in Westlake Academy’s strong roots in the International Baccalaureate (IB). curriculum
and the IB Learner Profile.
In order to bring this vision into the daily school life of our students, tools must be in
place to connect the vision by emphasizing and cultivating the development of a
learning community. This commitment is contained in the Westlake Academy Learning
Community Commitment ten attributes of the IB Learner Profile. There is much written
in educational literature about schools as “learning communities”, centered on the
faculty/staff, student and parents creating a learning community, which is often
characterized as having these attributes (SEDL) :
• supportive and shared leadership
• collective creativity
• shared values and vision
• supportive conditions
• shared personal practice
The Academy’s Learning Community Commitment IB Learner Profile Statements
is are intended to help chart, reinforce and communicate to the parents, students, and
faculty, not only the clear path necessary toward achieving a student’s successful
graduation, but the behaviors and ideals necessary to achieve that end. As such, the
Board has developed statements toward establishing a Learning Community
Commitment versions of the IB Learner Profile for faculty, students and parents.
The student portion of the Learning Community Commitment IB Learner Profile, taken
directly from the IB, is an acknowledgment of the traits found in the IB Learner Profile
which are integral to their the students’ overall development and achievement during the
course of their educational career. Students in grades 5 – 12 are required to sign the
commitment statement on an annual basis. Failure to do so may subject the student to
the discipline consequences found in the Parent/Student Handbook, up to and including
expulsion from the Academy.
The faculty and staff section of the Learning Community Commitment IB Learner
Profile identifies and reinforces the professional conduct required to support our
students while they are enrolled in our learning environment at Westlake
Academy. Faculty and staff are also required to sign the commitment statements on an
annual basis. Failure to do so may result in an adverse employment action.
The parent statement portion of the Learning Community Commitment IB Learner
Profile affirms the importance of the parent’s role in attaining a quality education for
their child and supporting their student, as well as the staff, in achieving the long -term
goal of creating a high quality learning environment. Parents are strongly encouraged
to read and discuss these attributes student commitments with their children. in grades
K-5 and pledge their support to the success of the students by signing the parent
commitment on an annual basis.
Page 1 of 2
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP/MYP/DP Meeting Date: May 7, 2012
Staff Contact: Tom Brymer Consent
Superintendent
Subject: Consideration of a Resolution Approving a License Agreement Contract
for a We b-Based Curriculum Management System with 3rd Learning.
EXECUTIVE SUMMARY
At the March 5, 2012 workshop, the Board of Trustees received an extensive presentation on a
a web-based Curriculum Management System entitled “IB Learns”. The purpose of this system is to
provide staff and students with an automated on-line solution to an aligned and resourced curriculum. The
curriculum would incorporate the International Baccalaureate (IB) outcomes for learning and the Texas
Education Agency state standards. The system offers state-of-the-art tools (Website builder, e-Planners
(for daily lessons), a Content Publishing Tool for teachers to add, share content and give unlimited
storage for ePortfolios to enhance their access to their own educational resources. Beyond the tools,
teachers have access to all of the expected learning outcomes in PYP, MYP, and the Diploma programme.
Since the March 5th Board workshop, Staff has been working with representatives from 3 rd Learning to
develop a three (3) year contract agreeable to both parties setting out the terms and conditions for
Westlake Academy’s development and use of this system.
APPLICABLE STRATEGIC PLAN DESIRED OUTCOME
High Student Achievement
Strong Parent & Community C onnections
Financial Stewardship & Sustainability
Student Engagement – Extracurricular activities
Effective Educators & Staff
The strategic plan-desired outcome of ‘Effective Educators and Staff’ is achieved by instant access to
professional development activities, shared at an individual, section and whole school level. The more
effective a teacher manages their time in an organized and aligned curriculum model, there is less need to
search and create the learning experiences and thereby achieve the desired outcome of ‘High Student
Achievement’.
WESTLAKE ACADEMY VALUES
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
FISCAL IMPACT
Funded Not Funded N/A
Note: This contract is primarily funded by a $35,640 grant from the Westlake Academy
Page 2 of 2
Foundation which covers most of the cost of the first 2 years of this agreement with 3rd Learning.
Cost of this contract is $30,040 for the first year and then $7,600 per year for Years 2 and 3 of
the license agreement . Should the Academy desire deliverables over and above those described
in this contract, charges are set out for these additional services in the contract. Year 3 of the
contract would either have to be absorbed into the Academy’s operating budget or funded by a
subsequent grant application to the WA Foundation.
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
This proposed contract was developed by Staff in consultation with the Town’s municipal and
educational attorneys. Staff recommends approval of the resolution approving this contract.
ATTACHMENTS
Resolution and contract with 3rd Learning for “IB Learns” License.
Resolution 12-09
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION 12-09
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING A CONTRACT WITH 3rd LEARNING FOR A LICENSE TO DEVELOP
AND UTILIZE A WEB-BASED CURRICULUM MANAGEMENT SYSTEM FOR
WESTLAKE ACADEMY.
WHEREAS, Westlake Academy Staff have been working with representatives of 3rd
Learning, a vendor that has developed a web-based curriculum management system, the purpose
for which is to provide Academy Staff and students with a tool to provide an aligned and resourced
curriculum; and
WHEREAS, Staff has determined that this system with enhance the Academy’s ability
to move towards its vision, values, and mission by addressing the Academy’s Strategic Plan
Desired Outcomes of “Effective Educators and Staff” and “High Student Achievement”; and
WHEREAS, Staff has negotiated a contract with 3rd Learning for a license for utilization
of this web-based curriculum management system called “IB Learns” and the Westlake
Academy Foundation has funded this contract via a grant; and
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAK E ACADEMY:
SECTION 1: That , all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That , the Board of Trustees Westlake Academy, hereby approves the
contract for a license with 3rd Learning for Westlake Academy’s use of this web-based
curriculum management system attached to this resolution as Exhibit “A”.
SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Board hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 12-09
Page 2 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF WESTLAKE
ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON THE 7th DAY
OF MAY 2012.
___________________________________
ATTEST: Laura Wheat, President
________________________________ ___________________________________
Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry or Janet S. Bubert,
School Attorney
Page 1 of 2
WESTLAKE ACADEMY AGENDA ITEM
Curriculum: PYP/MYP/DP Meeting Date: May 7 , 2012
Staff Contact: Amanda DeGan Consent
Assistant to the Town
Manager
Subject: Presentation and Discussion of an Affiliate Policy for Westlake Academy
EXECUTIVE SUMMARY
In December, 2008, the Board adopted the Citizen Advisory Board/Committee/Affiliate Relations
and Communications Policy for the Town and Academy, which was designed to provide these
types of groups with a broad outline of their functions, roles within the organizational structure
and the scope of responsibility between the affiliate and the authorizing entity, i.e. the Town
and/or Academy.
The proposed document builds on this advisory policy and expands to include the officially
recognized affiliate groups of Westlake Academy. The draft policy identifies each of the three
organizations currently affiliated with the school, the House of Commons, Westlake Academy
Foundation, and the Westlake Academy Athletic Club and provides for a brief description of
their stated missions and responsibilities.
The first section of the policy outlines the Board’s responsibility and authority in defining those
groups who are to be considered an affiliate group along with identifying the organizational
structure allowing for the filing of returns as required by the Internal Revenue Service (IRS),
directing the groups to collect any applicable sales tax and to obtain all the necessary permits
which may be required by the state as it relates to food handling, etc.
The second section addresses the fiduciary and stewardship responsibilities necessary to
maintain open communications between the Board’s and to provide for an annual report to the
Academy Trustees describing proposed activities, financial reports, anticipated staff support
requests, capital campaigns and other objectives planned during the year. The responsibilities
section also requests that the groups participate in the annual strategic planning process on an as
needed basis. And, as is the current practice, the Foundation’s audit will be presented in
conjunction with the Academy’s report.
The third and fourth sections include the stipulation of volunteer clearance through the
background check process as required by state law and also identifies an approval process (to be
published in an operational handbook) for the use of the Town/Academy logos on an annual
basis. The final section directs staff to prepare and publish an Operational Guidelines for
Westlake Academy Affiliate Groups handbook outlining the items found in this policy as well as
basic fundraising procedures/authorization, events hosting and usage requests for the facility,
sports based information, parent email listing usage and other items on an as needed basis.
This policy was previously reviewed at a Board workshop session during the 2010 / 2011 school
Page 2 of 2
year. At that time, staff was directed to make some minor wording changes and re-submit for
Council approval.
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
Maximizing Personal Development
Academic Excellence
Respect for Self and Others
Personal Responsibility
Compassion and Understanding
FISCAL IMPACT
Funded Not Funded N/A
RECOMMENDATION / ACTION REQUESTED/ OPTIONS
Approval of the governance related – Affiliates policy.
ATTACHMENTS
Resolution
Policy Governance - Affiliate Group Guidelines
Resolution 12-10
Page 1 of 2
WESTLAKE ACADEMY
RESOLUTION NO. 12-10
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
APPROVING A POLICY RECOGNIZING THE AFFILIATE GROUPS OF WESTLAKE
ACADEMY; PROVIDING FOR GENERAL OPERATIONAL RESPONSIBILITIES AND
GUIDELINES.
WHEREAS, the Board of Trustees finds it important to recognize the Affiliate groups
for Westlake Academy; and
WHEREAS, the Board finds it necessary to promote financial stability, support student
engagement in the Academy and provide for sporting opportunities through our Affiliate groups,
and
WHEREAS, the Westlake Academy Board of Trustees finds that the passage of this
Resolution is in the best interests of the Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: The Board hereby adopts the policy known as the Affiliate Group
Guidelines attached to this resolution as Exhibit “A”.
SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Board hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION 4: That this resolution shall become effective from and after its date of
passage.
Resolution 12-10
Page 2 of 2
PASSED AND APPROVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY, A CHARTER SCHOOL OF THE STATE OF TEXAS, ON
THE 7th DAY OF MAY 2012.
___________________________________
Laura Wheat, President
ATTEST:
________________________________ ___________________________________
Kelly Edwards, Board Secretary Thomas E. Brymer, Superintendent
APPROVED AS TO FORM:
________________________________
L. Stanton Lowry or Janet S. Bubert,
School Attorney
Page 1 of 3
TOWN OF WESTLAKE
WESTLAKE ACADEMY
BOARD OF TRUSTEES POLICY
Policy No. 5.09:
Date Board Adopted:
Date Board Amended: N/A
Effective Date:
Policy Name: Affiliate Group Guidelines
Policy Category: Governance
Policy Goal: To identify guidelines for the affiliate groups who work with Westlake
Academy through the communication and involvement of all stakeholders found within
the community and who work toward providing financial sustainability and support of the
students by operating an efficient affiliate organization with well-managed resources
designed to further the Academy’s mission and vision statements.
Policy Description:
Affiliate groups of Westlake Academy must be identified as such by the Board of
Trustees and must comply with the requirements of this policy. An affiliate of Westlake
Academy is an organization designed to further the Academy’s official mission, vision
and values and must have a formal organizational structure. The Board of Trustees
shall determine, in its sole discretion, whether an organization may be considered an
affiliate group of the Academy and may revoke such status at any time. As of the date
of this policy, which may be amended, Westlake Academy recognizes the following
affiliate groups:
• House of Commons (Parent/Teacher Organization)
• Westlake Academy Foundation
• Westlake Academy Athletic Club
The House of Commons is the Parent/Teacher Organization, created to build, serve and
support the community, through the sponsoring of social and educational events,
assisting with filling the volunteer needs of the school and contributing financially to, or
for the benefit of, Westlake Academy.
The Westlake Academy Foundation exists to raise funds for the operational needs,
capital projects, and endowment requirements of Westlake Academy.
The Westlake Academy Athletic Club serves and supports the athletic program in
building student athletic participation within the community, through the organization of
Page 2 of 3
fundraising events, hosting the athletic banquet, providing volunteers, marketing spirit
wear and making financial contributions directly to or for the benefit of Westlake
Academy athletics.
Any additions to the officially recognized affiliate groups require approval and
adherence to the basic operational guidelines, procedures and policies established by
Westlake Academy. Failure to comply with the policy and operational guidelines may
result in the loss of the groups affiliate status.
Organizational Structure
Affiliate groups shall organize and function in a way that is consistent with the
Academy’s philosophy and objectives, within adopted Board policies, in accordance
with athletic guidelines and financial and audit regulations. Affiliate groups agree to
comply with all applicable local, state and federal laws, rules and regulations. Such
compliance shall include, but is not limited to the following:
• Required IRS filings
• Collection and reporting of any applicable sales tax
• Obtain all necessary permits related to sales/use taxes or food handling
Fiduciary and Stewardship Responsibilities
Affiliate groups agree to present, at least annually a report to the Board of Trustees
including, but not limited to, these topics:
• Events (both completed and planned for the coming year)
• Financial reports, including an annual audit report
• Anticipated budget/staff requests, projects, capital campaigns, or other major
purchases (if any) which may impact the budget planning process or the
expenditures of Westlake Academy and/or the Town of Westlake
The purpose of the report is to foster on-going dialogue between both the affiliate
groups and the Board of Trustees and improve efficiencies toward the betterment of the
educational outcomes at Westlake Academy. The scheduling of the annual report will
be handled through the Town Secretary’s office and placed on the appropriate agenda.
Also, upon request, affiliate groups will participate, as needed, in the annual strategic
planning process and work toward achieving the identified goals and objectives of
Westlake Academy.
Background Checks
Individuals who wish to volunteer through the programs established by the affiliate
groups will be required to adhere to the volunteer policy established by the Westlake
Page 3 of 3
Academy Board of Trustees and comply with all procedures for criminal history
background checks in accordance with state law.
Town (Academy) Logos
Each affiliate group who would like to use the restricted logos for the Town of Westlake,
Westlake Academy, or the Westlake Academy athletic teams must obtain written
approval on an annual basis. Request and approval procedures will be published in the
Operational Guidelines for Westlake Academy Affiliate Groups.
Operational Guidelines for Westlake Academy Affiliate Groups
Staff is directed to draft and maintain an Operational Guidelines document designed to
provide the affiliate group(s) with the information necessary to operate in compliance
with Academy policy and maintain the status of an affiliate group, which shall include,
but is not limited to:
a. Fundraising Procedures (raffles, vendor sales, etc.) – authorizing the use
of fundraising events to promote and support Westlake Academy and
provide for coordination between the authorized affiliates.
b. Events Hosting and Facility Usage – authorizing the hosting of annual
events to be sponsored by the groups, such as Bandana Bonanza,
Monster Mash, Baja, sports banquets, etc. and providing the necessary
contact information for groups to request access to the facilities according
to the Town’s Facility Use Policy
c. Sporting Information – providing for the identification of the appropriate
sports league the Academy operates through for competitive sports teams
and information on the necessary rules and regulations.
d. Logo Usage – establish and communication the appropriate usage
guidelines for the Town/Academy logos in promoting the affiliate groups or
through the use of the authorized sportswear.
e. Email Distribution List – identifying guidelines under which the parent
email listing may be used to disseminate information and allow for a
cooperative arrangement between each affiliate group to communicate in
a manner that considers each major fundraising / holiday / sports banquet
event.
f. Other items deemed necessary for operations.
BOARD CALENDAR
- JV & Varsity Sports Banquet; WA Gym
May 11, 2012; 7:00 – 9:30 p.m.
- Westlake Historical Marker Presentation Day hosted by WHPS
May 12, 2012; 2:00 – 3:00 p.m., Event entrance/parking at
1925 N. Pearson Lane
- Final MasterWorks Concert featuring Vocal Trash; Westlake Academy
Outdoor Amphitheater
May 18, 2012; 7:00 – 8:00 p.m.
- WA Annual Strings Concert; Location TBD
May 22, 2012; 6:00 – 7:00 p.m.
- WA PYP Exhibition; Primary Building
May 24, 2012; 9:00 a.m. – 3:30 p.m.
- Council Planning Retreat
May 25, 2012; 12:00 - 4:00 p.m.
- Town Offices Closed - Memorial Day
May 28, 2012
- WHPS Decoration Day; Westlake IOOF Cemetery
May 28, 2012; 6:00 – 8:00 p.m.
- Last Day of School
May 31, 2012
- Senior Banquet – location TBA
May 31, 2012; 6:30 – 9:30 p.m.
- 2012 WA Graduation; Hurst Conference Center
June 2, 2012; 2:00 p.m.
Westlake Academy
Item #4
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 CEO with the
requested item and the CEO 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 CEO will place the item on the Board agenda calendar allowing
for adequate time for staff preparation on the agenda item.
- None
Westlake Academy
Item # 5 –
Future Agenda
Items
Westlake Academy
Item # 6 –
Adjournment
Back up material has not
been provided for this item.