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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. 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 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. Page 2 of 3 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. Page 3 of 3 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 Page 1 of 2 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.