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Good afternoon. Let's start today's 8 august 2022 meeting.

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I'm going to start off going to executive session time of start is 2:01 and it's called
To order.

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and now we'll go upstairs to executive session. Ron let me read the four items.

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item number one is to seek advice of council on matters in which the duty of the town
Manager and the texas disciplinary rules of professional conduct, the state bar of texas

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clearly conflicts with chapter 551 of texas code fm 1938 access with proposed south lake
Development

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deliberation regarding personnel matters to consider appointment to quasi judicial board
Planning and zoning commission and the point of appointment of town council

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member to fill a vacancy. Deliberation regarding personnel matters to deliberate the appointment employment
Evaluation reassignment duties of a public officer employee town manager town secretary

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. Finally consult consultation with town attorney to seek advice of counsel on matters in
Which the duty of the town attorney under the texas disciplinary rules of professional

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conduct, the state bar of texas clearly conflicts with chapter 551 of the texas
Government code.

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town manager contract and fire department operations. Now go upstairs.

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thank you. Okay, guys, ready to start workshop here?

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we closed out executive session at 3:11 and we took a small break and now start the
Workshop here.

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start off with the academy stipends.

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mayor and council under this section of the workshop items.

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the stipends. The campus security at the power school.

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some of these will be consolidated into the discussion regarding the academic budget
Based off of direction from council in the

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16th-17th workshop in june. And so some of these we will address just with the the budget workshop discussion.

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and so we can roll that into number four.

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while we address each one of them. Sure. You want to roll all the school stuff into it four for presentation, discussion
[inaudible].

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yes. What we will do is we will postpone our discussion on the fire ems consolidation
Until the 29th.

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the fire and ems staffing needs.

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majority of that will be delayed until the 29th to have those discussions at one time.

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there is one item that is included in the proposed budget that was the firefighter
Paramedic that would be providing the nurse services

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there at westlake academy. So that was one of those that we pull out and carry forward through our proposed budget
For the academic budget.

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and so for academy stipends, campus security, power school implementation, all those
Things will be done before?

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the power school implementation is going to be [inaudible].

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well, that would be actually a separate item that came forward, and mr.

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wilson can address that. And it's the. Support services for power school that be provided.

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so if we want to touch that one first, but that would be good to address that one first.

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are you ready to do it now? What? I'm not ready. Okay. Okay.

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so we can come to that one after at the conclusion. So with that, I would propose that we move into the discussion of the academic budget and
Walk through that presentation.

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okay, sure. Come on down.

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good afternoon.

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so skipping ahead to item 24 in your packets, it's on pages 554 through 620.

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in anticipation of our regular session later on this evening, we bring to you the
Westlake academy fy 23 budget.

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in this budget, we would maintain the student enrollment of 875, which is the current
Enrollment of this fiscal year fy 22.

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in these numbers, we've included the 6% increase across all staff, as well as an increase
Of $54,000 in athletic stipends, which is currently in the numbers.

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and overall, the total budget is $9.8 million, which is just under a 4% increase over fy
22.

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and this provides a balance of 71 operating days. In addition to this, we bring to you the fy 22 revised budget.

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one minute, amy. Sorry to interrupt. Yes, we're on the what page are we on?

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can you just tell me? I'm on page 554 of your packet.

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and before I before I do move on to fy 22, in fy 23, we did make some small changes in
The presentation of the five year document.

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we are now putting forth a municipal transfer of the westlake academy foundation's
Blacksmith donations.

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all money raised under the foundation will be transferred to the municipality.

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the municipality will transfer into the academy. And the purpose of this is to ensure that if there is any shortfalls in the in the
Fundraising, that the municipality will cover any of those shortfalls.

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if there's any surplus, then the municipality will make sure that all 100% of whatever is
Raised is transferred to the academy.

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in addition to that, we're also increasing the municipality salary reimbursement for the
Foundation.

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currently, we reimburse 50% of the salaries from the municipality.

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we are increasing that to 100% reimbursement for fy 23.

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and the final change is with respect to the operations in fy 23.

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the municipality will cover any of the operations to ensure that there is no deficit.

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and so that is the big changes of fy 23. Fy 22 there are some small changes we've reduced the fund balance for various expenditures
To decrease fund balance by $63,000,

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which still leaves us at 73 operating days.

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we do have other funds that are within the westlake academy accounting system, but the
General fund is the only legal, legally adopted fund.

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and so that's what we bring forward to you tonight. And with that, I open open up to any questions.

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[inaudible] let me come back if anyone else has any questions.

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sure. Anna you have any questions? No, not right now.

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I mean, spending time with you on the budget and what we're able to do with the
Athletics, which was a big thing to me and the stipends and the help of the foundation.

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great job on that you guys. Thank you very much. Thank you, david.

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no, I think the I mean, the way you've outlined the changes since the public workshop is
Obviously extremely helpful.

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so thank you for for clarifying. It doesn't sound like a lot of changes had really been made.

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and to that point in your additional supplemental information that we have left on your
Desk, there is a piece that says fund 199

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academy consolidated [inaudible] fund, and that does articulate the changes between the
Retreat and present day for both fy 22 and fy 23.

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and I think one question I had is when we get to the westlwake academy portion of the
Public meeting later today, there's obviously a number of items coming up to vote which do

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have a financial implication. So are those generally addressed in the budget already or those have to be amended
Pending approvals?

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so the only thing that are in our numbers are what I just stated earlier, and our plan is
That we bring forward the budget as it is.

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and then pending any of the discussion that you have tonight, we'll make a motion that
Will say adopting this budget subject two one, two, three, four, however many things are

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discussed tonight and then that will complete the entire thing and as maybe some of you,
All of you maybe know, but I'll repeat, for the sake of

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repeating, we bring forward a just a abbreviated version of the of the budget document
And then we complete a very

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large document that we submit to tasbo on her side, on the academy side, and on the
Municipality side, we submit it to gmoa,

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and that's for excellence and transparency. But it's also a bigger document for our public to explain and to give more context to what
It is that that we do and where the funds are going and what the different funds

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mean and and all of that. So this document will be much larger than what we bring forward tonight.

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and any of the changes that we make tonight will be incorporated to that. And when do you expect that that larger document to be published?

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it's due by it's due in november. For the academy and for the municipality it's at the end of december.

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and that'll be available online as well. Excellent. Council member quint there's an item [inaudible] talking about is

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item 20. There's a budgetary impact.

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that's one example. We could discuss that now as it is a part of the budget, it is rolled
Up into the budget and so those are included in the proposed budget.

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and so if you do want to address these that are budgetary impact items, we could discuss
[inaudible].

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sure. Sure. Who who's planning to present with the stipend matters?

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sandy, are you prepared to speak to that now.

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[inaudible] usually, we always have things for the public also to see on presentations.

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we don't have this today. It wouldn't take me long to insert if we do have a powerpoint to add in there.

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since we have public

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usually when we present things in open meetings and we have citizens sitting here, I
Understand we have it in our packet, but it's always presented up on the

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and today we are not doing any of that. Is it possible to get that done for now, to get that displayed up there so people can see
.

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yeah if cindy has that on her laptop, that we can get that we can get that on the
Presentation because we are in a live meeting.

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right. We have lots of people watching and no transparency in that. Then if you're not showing it to the public and it, uh, just as a reminder, everything
Was included as part of the packet and so no, I meant for people in live

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meeting. Sure.

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how long do you think that would take jarrod? Can I take a five minute break to get that ready or yeah, we do 5 minutes and then take a
Five minute break and set up and I'll get organized here.

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okay. Let's continue. We have the presentation for the segments.

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that's right. Okay. The primary purpose of creating these rate sheets is that we didn't have any real
Guidelines last year.

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we had a traditional rate of $100 a day for a substitute.

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and so in the spring, we met with some of the leadership from the academy, and they
Requested to see what some of

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the surrounding districts were doing, how they were paying, what their pay scale looked
Like.

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so what I did was mimic what looked like colorado city, northwest, some of the big ones
Around around us.

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and it will differ from what what we are traditionally doing.

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we pay a $100 flat rate no matter what the substitutes education is, but what our
Surrounding

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school districts pay, they'll pay a different rate if a substitute comes in and has a
High school diploma versus being texas

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certified. And I do understand that not all of our positions require to have a
Certification, but that is a goal of the

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school to lean towards having all of our teachers certified.

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so option number one, if you will, take a look at that.

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it shows that if a sub comes in, they will be paid at a regular rate of $75, 30 college
Hours,

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$85 a degree, $100 and 110. Again, as a reminder, our folks are getting paid $100 a day last year.

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we also had some confusion as to what constitutes a quote, and I say that in quotes a
Long term

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sub versus someone who had worked consecutive days.

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you have those super subs that just come in every day and may not be for the same
Teacher, but they're always willing to come in.

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and are we paying at a different rate because those are those folks that we can depend on
Coming in each day?

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so as you'll see, if we had someone come in and we can take a look again, two options a
Certified person may be at

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paid at a rate of $110 if they had consecutive work days.

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and we have a definition now of what consecutive work status actually means, which was
Part of the confusion last year.

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what does a consecutive work status mean? So they've come in to work.

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they've worked for different teachers. They're on their 11th consecutive day.

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it then jumps their daily rate jumps to $120 per day.

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we also have long term assignments and that based on comparing to what school districts
Do, that

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is usually left for a person that is texas certified.

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meaning if you are going to have someone in a classroom for a long period of time, you
Would want a certified teacher subbing for that for that classroom.

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so that is the breakdown. It gives an explanation as to what a long term assignment means.

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we even go as far to indicate on the far right, if you have someone that is subbing

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for a vacant teaching position, we would honor that and pay them what a first year
Teacher would get paid at a daily rate.

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and that's the $311.42 a day.

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okay. Any questions so far? No, thank you. I will.

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I'm going to have to close this one out. Oh, I'll scroll down a little bit.

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a paraprofessional right now we are paying at $100 a day if they someone subs for the
Front office.

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in other school districts, we see that that is paid at a different rate of pay than what
Your teacher classroom rates are paid.

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okay. That was option one.

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and option two, is very similar to what we're paying today.

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I just took that regular rate of pay, went all the way down with $100 on that first
Column, the consecutive rate of pay at

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$110, and our long term rate of $125.

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I did this just in case. The thought was, well, we don't want to decrease what our substitutes are used to making.

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so I put that option out there. But at least this would provide us with a policy or at least a guideline, so that there
Wouldn't be any kind of

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question out there as to what who's getting paid, what rate and when it does jump into
That $125 rate.

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any questions? No. Okay.

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so part of the vote will have to be then this afternoon because we will have substitutes
Starting pretty soon that we will need a

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rate of pay that's voted on before school starts so that we pay them with the correct
Rate of pay.

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with that being said, I would assume that part of the question would be, would it cost us
Any more if we switched to this $110?

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and with that, I did a rough figure based on our 41 active subs that we have and just how
Many

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days they subbed last year and what it looked like. And it would probably run us an extra $15,000.

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but if I may preface that with I checked with marlene and they had actually budgeted
$120,272 last

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year, but spent $124,865.

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so with that $5,000 that we would need to just start off the year correctly and an
Additional $10,000 is where I'm saying that we

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would need that additional $15,000 to [inaudible] with option two.

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yes. And I know it sounds option two, but even if I jump back to option one, if you look
At

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it could cost us that much, even with saying that the majority of our subs were
Certified, then we're starting them at

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$110 versus $100 separate.

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we are very competitive with what our surrounding districts are doing if not a tad bit
Higher, we are definitely higher than what

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other charter schools are doing [inaudible].

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mic] and do you all have a recommendation on what we should do on this? Once we go for adopting the budget we do have some items on there that are subject to the
Approval of the budget, and this can be one of them.

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the other option would be to shortly after the budget process ends and september one
Rolls around, then we would amend the budget for something.

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and I guess I just ask mr. Wilson as head of school, do you have do you have input on this salary?

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I'm sorry I caught you off guard. You can pay me back later.

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perfect. Thank you. Okay.

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so can we go to the stipends also for the academic stipends?

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oh, athletic and athletic stipends.

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sure. The academic stipends are remaining unchanged after some

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research that dr. Bryson had done, and we were pretty competitive with the other school
Districts in the area.

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I know that mr. Wilson will be looking into that later on, but as of right now for this budget, it's there
Not increasing, no changes.

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and what about the athletics that's coming up? Well, I didn't want to project sorry.

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I have a lot on my email, so just give me a second. [inaudible] trying to be top secret here.

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so currently [inaudible] in the budget we originally had gone with the $110,000 increase
To the athletic stipends,

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and that was based on preliminary discussions with coach ponder.

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after further discussions most of the stipends will be doubled and that total is about
$164,000.

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that also is going to be subject to budget adoption.

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so your preliminary numbers that are within the budget right now are not including that
Higher number, $168,400.

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so what is included is the $100,000? It's pulling that right this minute.

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so just for everybody. Our athletic department at westlake academy has been woefully underfunded.

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we've talked about that for several months. I took on an initiative with coach ponder to look at all the coach coach stipends that we
Had.

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we spent a lot of time we looked at other schools, what they paid, their coaches. We've had trouble hiring coaches and retaining coaches with these stipends.

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so we went kind of line item by line item to adjust these coach stipends as well as add
Additional coaches.

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I can tell you from personal experience, like coach cheatham, he was the only one out
There for the most part for varsity track.

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one coach can't do that. So we have some additional coaches in here as well.

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and although it looks like a big increase year over year, shelby meyers of the foundation
Has stepped up to help us fund this.

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so the town will bear the expense, but there will be a reimbursement in shelby. Correct me if I'm wrong on that, but we really appreciate your help there.

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it's a huge deal for our athletic department, and we appreciate the help from the
Foundation.

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sure. So attached up here is the stipend schedule.

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and it's broken down by several columns. The first one, the first section is going to be the what originally was provided in their
Current year or their actually fiscal year 22 stipend.

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let me scroll to the top. Yes. And then also, as you know, the foundation part of the bump up, they get an extra
25% bump.

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so then if you look toward under proposal one, the head coaches, you saw a bump.

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some of the assistant coaches you did not. But then under proposal two, you'll see that all of them have been increased.

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there are also listed 21 new coaching positions that may or may not be filled in fiscal
Year 23.

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we don't know that yet.

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so what we budgeted originally was $111,800.

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and then after further discussions with coach ponder, we went up to the $168,400, which
Would be an increase for all stipends

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for athletics. So where are we vis a vis the other school districts around us?

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have we done a study on that? How much do they pay and how much are they paying?

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I have and I actually looked at with coach ponder [inaudible].

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but as we've noticed with the attrition of our coaches, we were having trouble hiring a
Volleyball coach that we got in just probably a month ago, and that was a good

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[inaudible] test for us. So I feel comfortable that these stipends at this level make us
Competitive and will help our sports and our children.

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competitive to the school districts around us? Yeah, but you can't say that we're going to look at our athletics compared to keller,
Which was kind of [inaudible].

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so we kind of took those as a guideline and made those adjustments. So, yes, if you really look to see what a head football coach would receive at one of
Those districts there, it's

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thousands and thousands and thousands. So, I mean, it's it's hard to make that exact apples to apples.

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but personally, I do agree we were falling behind on the stipends on on the athletics.

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we were we were pretty low on that.

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so it was time for a move. And that was a that's a good study.

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but it is again hard to compare exactly when you're talking about different numbers of
Students that they would have at those

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larger districts. I do want to just remind and it sounds like a campaign speech, but westlake got to be 70%
Of our kids on athletic teams.

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when you look at the national average, that's 55%. We have kids that get to play sports that wouldn't get to walk on other teams that other
Schools very proud of that fact.

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and I certainly want that to continue.

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can I just make one point of clarification on this schedule? So the $168,400 there at the bottom is what's being proposed as the gross funding amount
For the athletic stipends.

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the the $42,100 top up from the baja is no longer a part of that stipends, right?

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correct. I just want to clarify. That's correct. We're going to again, the other thing we're trying to do is simplify
These schedules

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but in totality it's still a big step up. That's huge. Yes, sir. It's great. And of course, that would come once if it's voted just that proper
Communication for those that have been used to getting that

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extra extra bump.

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and council, just kind of point of order. We do have new mics and they're not picking up very well.

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so you may need to pull those to your closer or speak up a little bit more.

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sure. All right. Is that the last presentation for academic budget or do we have more?

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I have a question for amy, then. If. Amy.

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oh, sorry, amy. That's amber. Amber, I didn't mean.

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sorry. Amber, can you tell us what is the how much money is moving from the municipal
Budget to

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the academic budget for fiscal year 22-23? I can answer that.

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so on page 572 of your board packet, we have the consolidated general fund forecast, five
Year forecast.

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and if you look at line number nine, you'll see that the municipality will be
Transferring $418,

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634. And that will bring us that will clear up the deficit during the budget process, when
We when we were applying the 6% pay

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raise that put us into a deficit budget. So that municipal transfer then will clear that up.

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and how much was the municipal transfer last year? We did not have one.

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we did not have any we haven't had any since 2018-19.

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and then we the school began to receive the facility allotment from tea, which was an
Additional 160,000 per year.

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and with that, the municipal transfer went away. So next year would be the first year that nearly $418,000 would be moving from the
Municipal to the academic budget.

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and that's. How much does the municipal budget deficit become because of that?

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that would be an amber question.

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can I just clarify

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but just to clarify, the prior year deficits at the municipal are at the westlake academy
Level would have been drawn from general fund balance anyway, correct?

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yes. So it's the same fund for the academy. Right. So it's the same thing.

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it's just an accounting treatment. Correct. And there have been years where the municipal budget has allocated up to about
$300,000.

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that practice stopped a couple of years ago.

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so there were there were transfers from the municipal general fund over to the academic
General fund historically.

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so this is not unprecedented. But we've never had a figure of [inaudible].

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that is correct. It was always $315,000

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there were several years. So a period of ten plus years that that occurred.

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it stopped around 2018 [inaudible].

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now, this year, though, some of this pay raise that was given, we were 4.2% behind.

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we are doing catch up. Right. And then we had issues with retention where all the school districts are right now
Fighting over teachers.

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and so part of this move was to help heal and bring good teachers in when you cut down on
Turnover.

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and so some of it was a previous years. We had only given teachers almost a 1% pay raise.

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and so this part of it was a catch up. And so part of it was trying to ensure the kids were successful the start of school year,
So we can have continuity without having to battle it out

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with low ball pay. Right. Absolutely.

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and so some of this was just trying to correct things. So we achieved the zero deficit in the past.

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but we I feel like, in my opinion, we kind of sacrificed a little bit of the quality and
We create some other issues trying to achieve that.

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and I think this is well, it's a right step to help correct the trajectory for the school
And making sure that we cut down on turnover.

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the turnover cost money and to achieve the intended effect of having an awesome school.

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and that's our goal. And so I think the town is willing to put the money forth.

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it's worth the money, and I think the kids are worth it and it had to be done quickly.

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time with our kids are precious and you can't replace that stuff. And almost 75% of the kids in the public school in westlake attend westlake academy.

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approximately 124 go to carroll. And about 124 go to keller.

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and so in some ways, westlake is the de facto school for the town.

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it's not the only school, but it's big school for 75% of people. And so we're just trying to correct some of the things in the past.

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so you would say 75% of all school going kids at westlake attend the academy right now?

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yes, approximately according to the information we were given. 75% of all school going kids at

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[inaudible]. We are working on getting metrics out like we talked about that we don't have
Yet.

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but we want to start these meetings with some core metrics of the town and the school.

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and one of the things I find, one of the metrics we always talked about is what percent
Of westlake academy is westlake kids.

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and we always said it was like 30 or 40. That's really irrelevant, the right stat to me is of the public school because we can't
Get public school.

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but of the public school children in westlake, what percent attend the academy.

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that's 75%, that's a really good number. I can't control the size of the school that only 40% of them make up westlake academy.

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but the 75% of of the total population, 75% of them go there.

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I feel very good. And we will start reporting those numbers when we get our metrics
Together sorry.

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kim, I remember I think it was you who had mentioned a few meetings back, that very few
Percentage of kids school going kids attend the academy.

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so which is where I was coming back to. Do we know that figure?

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how many percentage of school going kids attend the academy? At this time we don't have that updated.

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can we get it in a future date? So we have a transparency in our numbers that we are reporting.

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yes. Yeah. I don't understand that question.

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all school going kids of westlake at this point, what is the percentage that attend the
Academy?

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I gave you the rough numbers. That was what the town manager had given us. That's 75%.

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no, you're talking about only public school. Yeah, that's right. For my understanding.

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and for all everybody to know that. What's the actual number of because there are so many times that it's been reported,
Different numbers have been reported and we've always reported school going kids.

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so I this is a new term that we've used this first time of public school going kids only.

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so I want to go back to things that we have historically known so people have a different
Point of reference.

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and that point of reference is what I want to get to is what is the percentage of school
Going kids that attend westlake academy?

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we got that number in our budget retreat from in june.

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that's that's where I got that number. And I was told we could not find the private school would be great if we did.

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but understood. I mean, so it's approximately 600 kids [inaudible] 75% do westlake academy.

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that's that's the number from june the second day of the budget. Yeah. Is that all for your presentation

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. So, mayor, looking at the regular items under westlake academy, the only new initiative
That would be on there would be the

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item that mr. Wilson has that he's prepared to speak to, that we can touch on as part of this, the
Academic budget stuff.

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sure. So can we get it displayed up? Sure. So that's happening.

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can I just say we have mayor bradley in the room today. So thank you so much for being here.

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really appreciate. And also former council member [inaudible] thank you so much for being
Here.

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it's always feels nice having come back.

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no, I don't have an adapter to present.

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so is there a way that I can send it to you?

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[inaudible]

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sorry.

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[inaudible] you want to move on to something else as they're prepping here?

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jason, are you almost there? I think so. All right. [inaudible]

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I do apologize. Sure. So good evening. So firstly, as we were going through the process of implementing our school at the
Academy level, we have come into a period where the work that's

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being done on a current basis is overtaken by the work that's being done to implement the
New software package.

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one of the organizations that we've spoken with in terms of getting us the assistance
That we need to, one, ensure that we are documenting the process in terms of things from

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enrollment to admissions to ensure that we are abiding by the different state reporting
Requirements we have.

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we have connected with [inaudible] dixon, which is an organization that works very
Closely with region 11, and they have given us a proposal in

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terms of the services that they can provide for us as we're going through this process
And also allowing us an opportunity.

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again, and I talk about documentation because one of the challenges that we've come
Across over the past few months is that we lack the proper documentation in terms of

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who does what, when, where and how. So one of the things that by us engaging with jay gavin dixon will allow us this
Opportunity to ensure that our

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reports are being done timely to the state. Also that the processes that we are doing within the organization are following the
Protocols that we have put in place, and then also giving us an

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opportunity to truly gain an understanding of what power school can do for us long term.

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I am proposing utilization of about $45,000 of funds that are that we can find within the
Budget year

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to pay for these services. But these services are not just good for one year, they're actually good for two years.

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so again, allowing us this opportunity to, one, make you aware that there are some
Contracts that we're that we are looking for or looking at

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that will help us with this process, this transition, to ensure that we can begin the
Process of establishing establishing guidelines at westlake

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academy that will help us into the future. But the challenge comes in that our registrar enrollment personnel is also the persons
Who are doing scheduling,

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making sure that state reports are being done. And at this point in time, truthfully, they are drowning and there's no sort of end in
Sight for them to come up for air.

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my fear is, without any sort of movement is that they will walk away and it will leave us
In a more detrimental position than we already are in in terms of ensuring that

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future of westlake academy is secure. So one, this is sort of like it is sort of pressing and it's not something that I think
Is dire, but I think without some

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support, we will lose some important parts of our of our organization.

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and I think members who are really who have been with us for a while, they have some
Critical knowledge.

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and I want to ensure that we can at least document some of that knowledge as we move
Forward.

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00:47:33,280 --> 00:47:33,280
so what's been presented for you, even though it states is a $55,000 request.

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00:47:39,390 --> 00:47:39,390
of course, I think we've done a great job at negotiating an amount.

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this does not I believe there is a threshold that's in place in terms of what the council
Would approve.

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the amount that we have been able to negotiate is actually about $47,000.

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I said $45 earlier, but it's $45,000. And then we did add on another service that we think would be critical, and that is
Actually a data component which will allow us to really peer into the data a little bit

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deeper than we've done or what I've seen done in the past that the academy and I want to
Make sure that we can use that data for the purpose of really showing

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maybe some of maybe answering some of the questions that have been asked tonight with
Regards to where our students are, who they are, whether they are part of a cohort, how

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00:48:25,300 --> 00:48:25,300
long they have been with the organization, the school, and then what percentage of our
Students are actually staying with us long term.

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so we can then begin to look at information more in depth and also give us an idea of
What kind of school westlake academy is and what is that ideal student

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so the idea here is really just to make you aware that we are looking at some options to
Safeguard personnel as well as

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documents and codify some processes at the academy.

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00:48:56,170 --> 00:48:56,170
and if approved, the implementation for this will take how long do you know?

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so actually the great part about this is that this organization works with region 11, so
They know all of the reporting requirements.

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so it's really. A 30 day implementation process. Perfect. And this will help free up the manual labor that we're doing now.

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absolutely. And then. Absolutely. So by doing so, it should cut down on errors as well.

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right. We are working to yes, minimize and mitigate errors and also streamline processes
So that things like enrollment happen more

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autonomously. And power school will do a lot of that work for us on this side.

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it's really about codifying and documenting what happens when.

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so just as when there may be some nuances that may come up in terms of, you know, I have
A family who has a certain scenario.

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we will know it's like, well, this is what we do. We don't have to always question. And janet, I know we have appreciated your work over the past, but how do we minimize
Some of our legal questions?

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because we now have a way of documenting processes at the at the school.

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and just one other question, mr. Wilson. You know, you had mentioned that the $47,000 would be spread over two years.

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right. Which has significant budget impact. Well, so maybe that's a mistake.

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so it's $47,000 per year. However, we're looking at the two years, but weaning off of services after the two years.

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so this would not be an ongoing, ongoing cost. So it is it is about $47,000 a year.

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but I think if we work this well, we can also negotiate year two so that we can minimize
That cost again.

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so and then we know after two years. Absolutely, that helps a lot. I was just curious whether or not this this software, this platform would take the place
Of something we're already using and then remove another expense.

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so at the moment, what's what's happened is we will be moving from a sender, which is
Through region 11, moving

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towards power school. This is sort of a gap fill or a backfill to help us begin to codify, because even as
We're moving from a sender to power school and even as

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we're moving into power school, there's still the documentation of the processes that we
Won't have unless we do the work ourselves and be it that staff is already sort of at

335
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wit's end with the implementation process. Just want to find a way to ease some of that burden while at the same time again
Collecting the necessary wording we need as we move forward.

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00:51:43,060 --> 00:51:43,060
so it sounds like after two years we'll have another method or means of codifying moving
Forward.

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00:51:48,670 --> 00:51:48,670
so ideally, as we go through this process, it will no longer be the undertaking of writing
Policy or processes.

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00:51:56,350 --> 00:51:56,350
it will just be the idea of reviewing them on a periodic basis as opposed to saying,
Well, this is what we do and we have a little bit of information here and there.

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00:52:05,320 --> 00:52:05,320
it's like this is actually our mail of operation for enrollment as well as other data
Mining processes.

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00:52:12,760 --> 00:52:12,760
so it is it is sort of forward looking, but it doesn't necessarily replace anything.

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00:52:18,220 --> 00:52:18,220
it just really helps us get to a point that we can see where we are and then have someone
Help us really codify and or document

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00:52:27,640 --> 00:52:27,640
what we do when we do it as opposed to, well, I think it's this or I thought it was that.

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00:52:33,430 --> 00:52:36,070
well, we're going to make another call to the attorney. And by the way, she's probably answered the question five or six times.

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00:52:39,790 --> 00:52:39,790
and so how do we utilize our resources better as an organization?

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00:52:45,820 --> 00:52:45,820
so it's not sorry, but it doesn't replace anything, but it does help us in the long run
As an organization.

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00:52:51,610 --> 00:52:51,610
well, this is really helpful because I think this area has been a huge need for us.

347
00:52:55,810 --> 00:52:57,370
so thank you for this. Mr. Wilson how our process is documented today or are they?

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00:53:02,830 --> 00:53:04,750
I appreciate the question. I think if I'm going to be blunt with you, please, it's haphazard.

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00:53:10,270 --> 00:53:10,270
and I think that what we are wanting to get to is an organization that represents what
Westlake is, and that is one that is of high

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quality and is in the top tier of organizations, not just in the state, but also in the
Country.

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00:53:25,540 --> 00:53:28,120
and I think we have the ability to do that moving forward. Well said. Thank you.

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00:53:30,310 --> 00:53:30,310
so from is this just a software solution or does this also have a service provision?

353
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because it is really a service provision. It's service provision. And that service is to ensure that while we're in this process of
Transitioning, that our as an example, our pems

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report, which is the one that does our student count, that that report is done timely and
Also that it includes the information, additionally the ability to capture

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00:53:57,280 --> 00:53:57,280
information from the office of civil rights, which we have to do every year, that we are
Capturing that information effectively as well.

356
00:54:04,450 --> 00:54:04,450
so that's something that our data folks have had to do and a lot of it is being done by
Hand.

357
00:54:10,570 --> 00:54:10,570
so we are confident that with this process we'll be able to even work through power
School to say these are some data points that are

358
00:54:20,560 --> 00:54:20,560
necessary for the office of civil rights reports, because that report looks very
Different than what our state reporting does.

359
00:54:27,160 --> 00:54:27,160
so this will give us that opportunity to to again, codify like these are the things are
To note, these are the things that we need for this type of reporting and that we

360
00:54:37,120 --> 00:54:37,120
can have a way of saying this report does not take us another 50 hours a year to to to
Complete.

361
00:54:44,350 --> 00:54:44,350
it may take us a shorter period of time because we will have that information somewhere in
The system that we don't currently have.

362
00:54:52,180 --> 00:54:52,180
and instead of counting numbers and papers and things of the nature, we won't we won't
Have to do that information.

363
00:54:58,300 --> 00:55:00,520
I'll do that, that kind of sorting anymore. Right. And you'd mentioned some data analytic points as well.

364
00:55:04,150 --> 00:55:04,150
that would be useful metrics as part of this process.

365
00:55:09,220 --> 00:55:09,220
ultimately, if this were subscribed to over a two year period, how do you effectively see
Weaning off if it is becoming such a critical component of

366
00:55:19,180 --> 00:55:19,180
analysis and or making sure policy is well constructed?

367
00:55:25,450 --> 00:55:25,450
so one, I think what we will ensure is that there is oversight.

368
00:55:30,490 --> 00:55:33,250
so this is not someone's going to come in and tell us something. It is something that's going to be with our input and working alongside our staff to do
That.

369
00:55:39,190 --> 00:55:39,190
and then as we move on, we do have some pain points or some points that we want this
Organization to do by a certain period of time.

370
00:55:48,310 --> 00:55:48,310
so I think it's not just us, someone coming from the outside saying, this is what we're
Going to do for you.

371
00:55:53,710 --> 00:55:57,670
it is like this is what we're going to do with you as we walk along that path. So there is oversight and there is accountability for the for the service that's going to
Be provided additionally within the contract for

372
00:56:07,450 --> 00:56:07,450
nonperformance, if they are not meeting our needs, we have the ability and we believe
It's within a 60 day window to terminate contract if they don't rectify any of the issues

373
00:56:17,020 --> 00:56:18,640
that we find moving forward. Is there a software component to this or is it purely a service?

374
00:56:22,360 --> 00:56:23,860
this is purely the service side. There is another software and I don't have it in this in this agreement because that was
Something we agreed to after we got into discussion.

375
00:56:33,310 --> 00:56:33,310
so the software side of it is really the data analytic component of it, and that is the
Ability to pull the data that we need and also to measure

376
00:56:42,730 --> 00:56:42,730
performance of to some degree, even individual classrooms so that we can see by classroom
How those classrooms are performing to

377
00:56:52,570 --> 00:56:52,570
student outcomes. So there are some some parts of it that we we believe will be critical
Moving forward.

378
00:56:58,610 --> 00:56:58,610
but that would have a longer term licensing component to it possibly.

379
00:57:03,100 --> 00:57:03,100
but it's relatively insignificant compared to to what's here.

380
00:57:07,660 --> 00:57:07,660
if I if I recall correctly, it's about 32 or $3,500.

381
00:57:12,700 --> 00:57:12,700
and I assume the service component component helps to deal with the software side of
Things.

382
00:57:18,700 --> 00:57:18,700
again, data entry, data analytics, and that's something then you feel you can take over
Once staff is suitably trained.

383
00:57:25,720 --> 00:57:25,720
absolutely. And is there a sufficient resources to take over the data entry points and
The ongoing analysis?

384
00:57:31,840 --> 00:57:35,560
so it's a well used resource. I appreciate the question. And the reason I laugh is because I think as we move forward, we're going to see some
We're going to see some reorganization that happens at the

385
00:57:44,950 --> 00:57:44,950
academy. And that is truly outlining what we expect the academy to look like, where are
The service points, and then looking

386
00:57:54,940 --> 00:57:54,940
at personnel to see if we have talents within house and then building that talent in
Those who may not have it.

387
00:58:01,850 --> 00:58:01,850
already. So there is a good bit of professional development that will be happening along
This path.

388
00:58:06,740 --> 00:58:06,740
so that's why I think that this two year opportunity one is good for is good for us as an
Organization, but it's also good for the personnel that's going to be doing

389
00:58:16,730 --> 00:58:18,380
the work as well. Great. And that probably goes to my last question of why the two year window, but it sounds like
That's part of the reorganization and bringing staffing to where you want it to be to

390
00:58:27,740 --> 00:58:29,450
handle these types of issues. And the other side of it is and part of it is sort of like utilizing the the opportunity
That's there.

391
00:58:35,750 --> 00:58:39,620
so with a one year agreement, there's an $18,000 administrative fee. And it's, it's it's like, well, if we can do it for two years and we can get rid of that,
It's just another bargaining point that we were able to to

392
00:58:49,370 --> 00:58:53,270
get to with the process. Thank you so much for this.

393
00:58:54,590 --> 00:58:54,590
I mean, I think the way we are going where I know our discussions you had mentioned we are
Trying to move from a people oriented organization to a process oriented.

394
00:59:04,880 --> 00:59:08,600
I would say this is one of the major steps we are taking for that. So I appreciate totally two questions.

395
00:59:11,900 --> 00:59:11,900
one, you had mentioned about the service portion, the data, and are we I'm a little
Confused.

396
00:59:17,630 --> 00:59:17,630
are we starting that now or are we going to wait for that to for a future date?

397
00:59:23,210 --> 00:59:23,210
so the the great part about the short window of implementation is that our the service
Part of it start could start as early as september

398
00:59:32,720 --> 00:59:32,720
one and they will provide those services immediately because there's not much of an
Implementation for them other than getting access to

399
00:59:42,620 --> 00:59:42,620
our systems. They have already done for other charter schools and other districts the
Reporting process.

400
00:59:50,120 --> 00:59:50,120
so they're not doing anything new or anything that's outside of out of their scope of
Business.

401
00:59:55,970 --> 00:59:55,970
so the reporting component of it is something that that really starts immediately as
Well.

402
01:00:02,150 --> 01:00:02,150
so darcy and karen and in ruby, they will now have that ability to really focus on what's
Happening in the current business

403
01:00:11,900 --> 01:00:11,900
so that the data service or the service end of this can can start immediately.

404
01:00:17,000 --> 01:00:20,840
so they're not being tasked in many multiple ways. They are really now able to focus on the things that we need them to do immediately and
Then build to what we can do to get rid

405
01:00:30,530 --> 01:00:33,470
of this contract two years down the road. Okay. And you had mentioned that in the process side of it, could you outline some of the
Operational processes that we can benefit

406
01:00:43,400 --> 01:00:45,470
from this? Sure. So so I think when it comes to like registration as an example, registration is something
We do every year.

407
01:00:51,860 --> 01:00:51,860
but there seems to be a certain number of questions that mount periodically this time,
This time every year.

408
01:00:59,480 --> 01:00:59,480
and we end up going back and forth in conversation and it's like, well, why are we having
This conversation if it's in policy?

409
01:01:05,690 --> 01:01:05,690
well, policy states, but it doesn't say what we do when there is some nuance to it.

410
01:01:10,100 --> 01:01:10,100
so how do we ensure that the documentation and the policy that are the procedure that we
Put in place sort of answers the nuance and maybe

411
01:01:19,970 --> 01:01:19,970
also have flowcharts that says if yes no and then you have decision making done that way,
As opposed to trying to say, well, I

412
01:01:29,900 --> 01:01:31,700
don't remember what we did last year. I remember we did this in 2018.

413
01:01:34,190 --> 01:01:34,190
well, as we as we move forward, the only way that we can be sure that we are consistent
Is by having processes in place that

414
01:01:44,060 --> 01:01:44,060
says this is what we do when and we can have policy that sort of give us some guidance in
Terms of what we need to be doing.

415
01:01:51,110 --> 01:01:51,110
so I think that's that's one of the examples of what may come out of that.

416
01:01:55,520 --> 01:01:58,850
so that's on the admissions, the enrollment side. I think when it comes to filing annual reports right now, we know that there are certain
Are specific student related annual reports that are

417
01:02:08,540 --> 01:02:08,540
due, but we're not necessarily sure of some of the operational reports that are due.

418
01:02:13,550 --> 01:02:13,550
so, you know, getting getting an email that we have two days to complete a report is sort
Of like jarring on the front end.

419
01:02:23,000 --> 01:02:23,000
whereas I'm supposing somewhere it's been documented that we have these 17 reports that
Come every year, 3 of them happen in

420
01:02:32,870 --> 01:02:36,830
august, 12 of them happen in october. And these are the things you have to do to that leads up to those reports.

421
01:02:40,130 --> 01:02:42,950
right now, we don't have that in place. So right now it's like if we're getting something, it's like we're getting it new.

422
01:02:46,910 --> 01:02:46,910
well, it's new for me, but it may be old hand for the folks who have been at westlake for
A long time.

423
01:02:54,350 --> 01:02:54,350
so how do we minimize that kind of waste of time so that we would know what is the cycle
Of business from beginning to end?

424
01:03:03,920 --> 01:03:03,920
and we have a process of saying, yes, these 17 things have been done and I'm sorry for
The numbers, but these number of things have been done this month, and these

425
01:03:13,880 --> 01:03:16,160
are the number of things that needed to have been done this month. And as we prepare for the next cycle of reports or items, these are the next cycle and
These are the things that we need to do before we get to that cycle.

426
01:03:23,900 --> 01:03:23,900
so that's those are two examples that I can immediately think of that would be beneficial
To the organization.

427
01:03:30,480 --> 01:03:30,480
so going forward, we would be seeing a lot more matrix being presented by you.

428
01:03:34,670 --> 01:03:34,670
can I say that I'm a firm believer that we use data for the purpose of informing and
Educating and that what you will get from me during my tenure

429
01:03:44,630 --> 01:03:44,630
is information that is not just looking backwards but is also about forward projections.

430
01:03:49,970 --> 01:03:49,970
so ideally, yes, you will be getting more information and more matrix or more information
About what we are using to measure our success as a school.

431
01:04:00,610 --> 01:04:02,170
[inaudible] thank you so much. And mr. Wilson, will this group help draft policy or they really designed to help you
Find where policy may be lacking, but you still

432
01:04:11,560 --> 01:04:15,430
provide the actual substance and input? Both. Both. Okay. And they'll just use that based on precedent of westlake academy itself.

433
01:04:20,170 --> 01:04:20,170
things that have occurred in the past but also compare it to other organizations.

434
01:04:24,460 --> 01:04:24,460
is that mostly comparison to other organizations?

435
01:04:28,990 --> 01:04:28,990
I want you to respect the work that's been done in the past and the folks who have done
The work.

436
01:04:34,720 --> 01:04:34,720
but I think as we as we look backwards, we will find ourselves in a position where it may
Be a little bit frustrating.

437
01:04:43,480 --> 01:04:47,440
so let's let's sort of take this as a baseline and let's move forward. And and I think that's where I am.

438
01:04:50,080 --> 01:04:52,450
that's where I'm attacking this this issue. And is there an I.b. Focus to the policy set, or is this more of a generic?

439
01:04:56,800 --> 01:04:58,810
this is this is more of a generic. I think the ib focus actually comes in how we actually operate as an organization.

440
01:05:03,430 --> 01:05:03,430
so these processes are really just like if someone left a position tomorrow, can someone
Pick up behind them the next day and take over?

441
01:05:12,790 --> 01:05:16,510
so it's just. Good housekeeping. Yes, yeah. Yeah. Mr. Wilson, are we behind on any reporting as of now?

442
01:05:20,110 --> 01:05:22,300
just one today. Just one. Thank you.

443
01:05:24,880 --> 01:05:27,190
yes, thanks. Any more questions? Great job.

444
01:05:30,130 --> 01:05:31,690
thanks. Thank you much. Thank you so much. The first time in front of the council today, you did a fabulous job.

445
01:05:37,810 --> 01:05:37,810
thank you. Thanks again.

446
01:05:42,790 --> 01:05:42,790
with that, we can get back to the budget presentation.

447
01:05:50,560 --> 01:05:50,560
and talk through some of the items that are included on the list, again, that are on item
Three will be kind of rolled into

448
01:06:00,130 --> 01:06:00,130
that budget presentation.

449
01:06:07,800 --> 01:06:11,610
and this budget presentation is just the municipal piece that we're talking about now. Or does go back to the academic.

450
01:06:13,950 --> 01:06:13,950
well, following up from any of the academic questions you have, we did cover the stipends
That was on there.

451
01:06:26,030 --> 01:06:29,450
the data administration for power school. Again, that was a budget implication issue that if we did pass that it would hit the
Budget.

452
01:06:38,260 --> 01:06:38,260
sure. But we have some of the other some of these other items.

453
01:06:43,120 --> 01:06:45,070
one of them is campus security. That item is actually speaking to the sro officer.

454
01:06:49,660 --> 01:06:49,660
and so that has a municipal budget impact.

455
01:06:58,800 --> 01:07:01,320
and so on. You're so on the interest of time.

456
01:07:05,740 --> 01:07:05,740
[inaudible] yes, sir.

457
01:07:13,680 --> 01:07:13,680
so I was just going to go over some of the recommended changes for the municipal budget.

458
01:07:19,410 --> 01:07:20,610
be very brief. Sure. And then and answering your question that you had from earlier on the municipal
Side, and then that will give us some direction on putting together the final document so

459
01:07:29,760 --> 01:07:31,350
that you can adopt it on the 29th. Okay. All right. Because that runs through some of the bullet points that we need
[inaudible].

460
01:07:34,940 --> 01:07:36,720
sure. That's fine. Perfect. Okay, good. And so this was a supplementary piece that was given to you this afternoon.

461
01:07:42,570 --> 01:07:45,420
and I have this piece on the screen. And so this is still in draft form.

462
01:07:49,080 --> 01:07:49,080
and the recommendations that we're going to go over in just a few moments are not
Included in these numbers and I'll outline that.

463
01:07:56,250 --> 01:07:56,250
this document does have the schedule of what we're trying to achieve in the next couple of
Weeks.

464
01:08:02,190 --> 01:08:02,190
and it does go through, much like the academy, the changes from the retreat to present on
Fy 22, revised and fy 23 proposed.

465
01:08:11,910 --> 01:08:11,910
and there is a summary per fund if there were any significant changes so that you can go
Through that at your leisure to to know where we're at with our current numbers.

466
01:08:20,520 --> 01:08:20,520
but skipping ahead to page six of this document is the municipal recommended adjustments.

467
01:08:27,420 --> 01:08:27,420
in the last several weeks, we've had internal workshops with mayor cakilbride and
Councilman greaves and quint, and they've been very productive and

468
01:08:37,320 --> 01:08:37,320
helpful and generating conversation and giving us a scope from which to go from the
Retreat.

469
01:08:45,900 --> 01:08:45,900
and so in terms of expenditures, it was recommended and this is from the sla portion of
The

470
01:08:55,500 --> 01:08:55,500
draft, which is on page 59 of this document.

471
01:08:59,970 --> 01:08:59,970
it was recommended to include these level, these positions.

472
01:09:08,110 --> 01:09:08,110
the first two are reclassifications of positions that already exist.

473
01:09:12,520 --> 01:09:14,380
and I believe ron is here to speak to those. If you have any questions on those as well as a market adjustment on our account one
Position.

474
01:09:20,990 --> 01:09:20,990
the additions of ftes include the firefighter, paramedic as well as the sro and the
Accountant two, which would be 100% support to the

475
01:09:30,670 --> 01:09:33,120
westlake academy finances. And the sro and the firefighter paramedic those are both for campus appointments?

476
01:09:41,000 --> 01:09:41,000
and so the impact on the budget would be just around $370,000.

477
01:09:45,890 --> 01:09:45,890
again, keeping in mind that this doesn't this isn't talk about just salaries, but it's
The the cost of adding employees and the different supplies and things that they would

478
01:09:55,640 --> 01:09:59,600
need in their first year. So it's just the impact of the fy 23. So the annual should not be as high as what you're saying, sir.

479
01:10:02,570 --> 01:10:02,570
you're fully loaded costs you're talking about.

480
01:10:06,950 --> 01:10:06,950
in addition to that, in our discussions we talked about, since this is a new year that
The council has asked for audits on the house of commons and the athletic club, that the

481
01:10:16,310 --> 01:10:16,310
municipality would cover those expenditures and those are roughly $7,000 per audit.

482
01:10:22,220 --> 01:10:22,220
and so we're considering to include those in the budget as well.

483
01:10:31,650 --> 01:10:31,650
then in our conversations we discussed looking for opportunities in which we might reduce
Some of our expenditures in our budget.

484
01:10:40,800 --> 01:10:40,800
and so we looked mainly at repair and maintenance type items, both in the general fund
And in the general maintenance and replacement fund 600.

485
01:10:50,190 --> 01:10:50,190
and just looking at a different scope in which we budget.

486
01:10:54,330 --> 01:10:54,330
so we looked at and it's actually on pages 8-9, just in more detail of that.

487
01:11:01,320 --> 01:11:01,320
but looking at the last five years, we trended in those particular identified line items
And then reducing the budget based on those trends over the last five years.

488
01:11:11,070 --> 01:11:11,070
considering, though, that two of those five years were covered years, so it's a little
Bit skewed so I rounded up.

489
01:11:19,260 --> 01:11:19,260
but essentially we're looking to reduce some of the expenditures and kind of create more
Of a contingency as opposed to every single line item.

490
01:11:28,170 --> 01:11:28,170
what could go wrong just to kind of estimated this is the part that we've seen in the
Last five years and then we would come back to you with a budget adjustment should we

491
01:11:35,730 --> 01:11:35,730
exceed that. So that's the kind of approach that we're going through this year.

492
01:11:41,310 --> 01:11:43,560
and so that's what we presented there. Let me go back up to page 6.

493
01:11:46,560 --> 01:11:46,560
in addition to that, we pushed out several capital projects that was presented for fy 23
Into future years.

494
01:11:56,280 --> 01:11:58,680
and so that came out to be about 642. So of the whole thing, we're looking at reducing the fy 23 budget by 1.1.

495
01:12:04,020 --> 01:12:04,020
but again, that's to say that some of those expenditures will come up and outyears not
Impact this year.

496
01:12:10,080 --> 01:12:13,920
can you tell me some of the capital improvement projects that we pushed out? I sure can. It's actually on page, although small page 9.

497
01:12:19,680 --> 01:12:23,610
it's the glenwood farms entrance ways. It needs to be done but doesn't necessarily have to be done this year.

498
01:12:26,370 --> 01:12:26,370
and all of this is an effort to help look at our overall deficit and the impact that
We're having on fy 23.

499
01:12:33,570 --> 01:12:33,570
so that that piece was looked to be pushed out the westlake academy pickup lanes, those
Improvements that was looked to be pushed out, as well as the fire station, driveway and

500
01:12:43,050 --> 01:12:45,780
parking. So. Troy, troy, you are aware of these capital improvement projects that have been pushed
Out?

501
01:12:51,540 --> 01:12:51,540
yes. And you are you okay with these being pushed out?

502
01:12:56,790 --> 01:12:56,790
yes.

503
01:13:18,680 --> 01:13:18,680
and then on page seven, we are looking at our ad valorem tax, our tax rate, which I'll
Bring to you in the next item.

504
01:13:27,320 --> 01:13:27,320
and then on the westlake academy piece from the municipality side, we're changing just a
Little bit of the mechanics in how we do our accounting.

505
01:13:37,310 --> 01:13:37,310
and as I talked about before, the foundation will send its money that it raises on behalf
Of the academy, the blacksmith donations.

506
01:13:43,550 --> 01:13:45,980
it will send it to the municipality. And the thought there is that if there is any shortfall, the municipality will cover it.

507
01:13:49,940 --> 01:13:49,940
if there's any surplus 100% of it goes to the academy, municipalities not keeping any

508
01:13:55,130 --> 01:13:59,090
what's the logic behind doing that? It was recommended that it would be a cleaner way to record those funds.

509
01:14:04,730 --> 01:14:04,730
but also, I think the bigger emphasis and correct me if I'm wrong [inaudible] but I think
The bigger emphasis was if there was a shortfall so there pledging previously

510
01:14:14,720 --> 01:14:14,720
they pledged 1.03 million it's increased to 1.1 million.

511
01:14:19,400 --> 01:14:21,500
and the academy depends on that as its revenue. It depends on that for all of its expenditures.

512
01:14:24,230 --> 01:14:24,230
so I think the thought is that if there should be any recession or anything should
Happen, that where they don't meet that goal, the municipality will supplement any

513
01:14:32,090 --> 01:14:32,090
difference. So the academy gets its full estimated or full expectation of the

514
01:14:36,500 --> 01:14:36,500
so you've taken that into account for the number that you're going to give to me as to
What the transfer is from the municipality to the school.

515
01:14:43,850 --> 01:14:45,740
yes, ma'am. It's on this page. Yes, ma'am. And so that's the 1.1 million that would come into the municipality and 1.1
That would go out of the municipality into the academy.

516
01:14:55,310 --> 01:14:55,310
and that's that piece. So it's really just it's the expectation that's just a wash on
That item.

517
01:15:02,210 --> 01:15:02,210
and then when we talked about earlier the salary reimbursements, currently the academy
Pays 50% of the 1.5 ftes of the

518
01:15:11,810 --> 01:15:11,810
foundation, and the municipality covers the other half of those salaries.

519
01:15:16,940 --> 01:15:16,940
and it's recommended now that the municipality cover 100% of the foundation's ftes.

520
01:15:22,100 --> 01:15:24,140
and so that is an increase. We have 146 and that is also included in the budget on the academy side.

521
01:15:30,320 --> 01:15:33,650
and then the operations differential, which I think is where you're getting to. But is the overall deficit that the academy would have had have we not been
Transferring, had the municipality not transferred into the academy?

522
01:15:41,540 --> 01:15:44,880
and that is $419,000 sorry, $419,000.

523
01:15:47,810 --> 01:15:47,810
so the overall on the westlake academy portion is $565,000.

524
01:15:53,810 --> 01:15:53,810
so for the year, fiscal year 22, 23, there is $565,000 that's moving from the municipal
To the

525
01:16:03,710 --> 01:16:03,710
academy. And if there is a shortfall on the foundation.

526
01:16:11,320 --> 01:16:14,810
it will be more. Donations. Then that would increase. Yes, ma'am. Whatever the shortfall is.

527
01:16:17,870 --> 01:16:20,180
yes, ma'am. The municipality has to take care of that. Yes, ma'am. And where is this coming out of?

528
01:16:27,410 --> 01:16:30,950
fund balance. And what's going down? So I think the expectation is that in fy 23, you still have a very current healthy fund
Balance.

529
01:16:37,490 --> 01:16:37,490
and we would look at in the future year, the coming years of looking at the out years and
Seeing how it's projecting currently it's projecting to be

530
01:16:47,180 --> 01:16:49,100
decreasing year over year. And there's a lot of factors that go into that.

531
01:16:52,310 --> 01:16:56,120
but generally that's the concern. And so fy 23 is taken care of. But we just need to look to the future and to make sure that we can sustain the funds
That we have.

532
01:17:01,880 --> 01:17:02,930
and can we? What's the operating days on that one?

533
01:17:18,970 --> 01:17:22,090
what was the question? The operating days for the general fund? And it's not printed in this document.

534
01:17:41,840 --> 01:17:41,840
you have it.

535
01:17:46,400 --> 01:17:48,910
I apologize. Page 13. Page 13. It's 275.

536
01:17:52,250 --> 01:17:55,370
and our goal is to be around 245. Well, the staff would like 245  but officially council has adopted the 180 as the minimum
Number of operating days that we would like to

537
01:18:05,150 --> 01:18:08,870
have. And what are we on right now? I apologize I'm sorry, ma'am. What is it that it's going to be with this change?

538
01:18:14,540 --> 01:18:14,540
well, I'm sorry. Currently, we have 275 days in this current draft budget.

539
01:18:19,880 --> 01:18:19,880
I did not calculate how that would change based on these recommended changes to the
Budget that would be brought forward.

540
01:18:27,830 --> 01:18:31,490
would you be able to get back to council on that? Absolutely. It's going to be a considerable change.

541
01:18:46,080 --> 01:18:46,080
if you look that 147 on page 13.

542
01:18:52,340 --> 01:18:54,950
you'll see $29,818. That represents how much it cost per day.

543
01:18:58,010 --> 01:18:58,010
so would you take that against the amount that we had?

544
01:19:04,070 --> 01:19:05,570
you can calculate the so right now we're showing on page 13 that 48, 427 days.

545
01:19:16,370 --> 01:19:16,370
that would be revised budget.

546
01:19:22,330 --> 01:19:25,640
the device is 427. The proposed is 275 so here's a

547
01:19:31,910 --> 01:19:35,270
is that what you're saying? Yes, ma'am. So going back to this current page that we're on with all of the changes, the general
Fund would decrease by $485,000,

548
01:19:44,990 --> 01:19:48,470
but fund 600 would increase by 330,000. And the capital improvement projects fund would increase by 642,000.

549
01:19:52,640 --> 01:19:52,640
so it's a positive 47 on our overall deficit on these recommendations.

550
01:20:01,780 --> 01:20:01,780
what was the deficit last year for the next one?

551
01:20:06,400 --> 01:20:09,650
we had a surplus by 25. We run four and a half across all the funds. So we ran it down four and a half last year.

552
01:20:11,380 --> 01:20:11,380
right. Look at the last five years and the previous year to that.

553
01:20:18,070 --> 01:20:20,350
I don't have that in front of me, but I can get it back. Similar numbers.

554
01:20:22,550 --> 01:20:22,550
yeah. Are you telling us the deficit for last year?

555
01:20:26,800 --> 01:20:26,800
it was about four and a half. Yeah.

556
01:20:31,150 --> 01:20:34,060
across all funds. Yeah. I don't have that in front of me, but I can get back to you on that.

557
01:20:36,730 --> 01:20:40,160
it's not on my current handout that I had. Sure. This is the 23. We have moved out some capital.

558
01:20:45,030 --> 01:20:48,190
is the 4.5. It's on pages 10 through 11. And that

559
01:21:00,290 --> 01:21:00,290
but we have pushed out some capital improvement projects which eventually will come up
Again to get so that the deficit is not large.

560
01:21:10,190 --> 01:21:12,320
to reduce to reduce it a bit yes ma'am. And we've got. But one of the things that we were looking at is if we had a project that
Was this year, if we were looking to delay it, let's just say five years,

561
01:21:22,080 --> 01:21:22,080
we were looking at amortizing that capital project over five years and say this year
We'll put 20% toward that capital project so that we don't have

562
01:21:31,590 --> 01:21:33,270
100% in year five. Right. Any questions?

563
01:21:39,680 --> 01:21:41,480
no, it's good. So we're looking for staff direction of confirming these recommendations that so that
What we're looking for jarrod?

564
01:21:47,840 --> 01:21:47,840
yes, sir, we're looking for. Well, staff is looking for some direction from council to, I
Think as presented.

565
01:21:54,170 --> 01:21:55,790
this looks good to me. I agree. I think it presents very well.

566
01:21:59,150 --> 01:22:00,650
is well. Yeah. It looks good. So I don't I'm not confident that this would be a budget that I would want
To say yes to.

567
01:22:09,830 --> 01:22:12,660
so I would say no. If there's some additional information that we can provide again, today is the workshop
For this, and we're not

568
01:22:22,280 --> 01:22:25,670
looking to adopt the budget until the 29th. And so if there is some information that you would like to discuss, we could meet with
You to go over the proposed

569
01:22:35,270 --> 01:22:38,840
budget and address any concerns that you may have. I have a concern about the amount of money that's moving from the municipal to the school.

570
01:22:45,290 --> 01:22:48,740
trust me, my kids go to the school. So I'm not against the money coming in. But we have we owe our town on infrastructure and our capital improvement projects and
Things like that.

571
01:22:56,930 --> 01:22:56,930
our town needs those, our citizens need that, our community's needed.

572
01:23:02,540 --> 01:23:02,540
so just I want to be more fiscally responsible towards the people whose kids do not
Attend the academy.

573
01:23:11,600 --> 01:23:11,600
as to is that completely the wise use of all the money that's moving from the
Municipality to the school?

574
01:23:18,880 --> 01:23:18,880
especially the fact that now we are going to cover the deficit of the foundation donation
As well.

575
01:23:36,850 --> 01:23:36,850
any fundraising opportunities that were that are ongoing and have been done, that it
Would have come out of academic

576
01:23:46,750 --> 01:23:46,750
fund balance if there was any to be used or it would have come out of municipal fund
Balance.

577
01:23:53,830 --> 01:23:53,830
so the municipal budget has always been a backstop or an underwriter, if you will, of the
Academic budget.

578
01:24:03,440 --> 01:24:03,440
but. It hasn't operated that way, just as a matter of practice, but it has been there.

579
01:24:12,400 --> 01:24:12,400
so I would suggest that the move to push the foundation

580
01:24:21,400 --> 01:24:21,400
transfer is really one that is it's been one that's been conceivable from day one that
We've always had

581
01:24:31,000 --> 01:24:31,000
this liability, if you want to call it a liability, has been there.

582
01:24:36,250 --> 01:24:36,250
so I don't know that it's a really that drastic a change, on paper it may look that way.

583
01:24:42,130 --> 01:24:42,130
but I would say in that actual application, we've always been the underwriter.

584
01:24:49,930 --> 01:24:49,930
but have we ever used money in the last three or four years?

585
01:24:55,360 --> 01:24:55,360
I would say just to take a number to from to take care of the deficit of the foundation?

586
01:25:03,890 --> 01:25:03,890
for the foundation?

587
01:25:13,150 --> 01:25:13,150
it's just added generally to the pool of capital available.

588
01:25:17,320 --> 01:25:20,350
and it comes in as revenue to the school. And amber, is it correct to say historically that items such as repairs and maintenance
And interest and principal payments on bond issuances

589
01:25:30,100 --> 01:25:30,100
against infrastructure for the school has always been paid by the town anyway.

590
01:25:35,860 --> 01:25:35,860
so this is more of an accounting treatment in the way it's being presented.

591
01:25:42,160 --> 01:25:42,160
I don't think it changed from what jarrod said it doesn't really change the obligation
The town has to maintain solvency at this school.

592
01:25:52,120 --> 01:25:52,120
I think this is a way of consolidating the financial aspect back to the town.

593
01:25:57,970 --> 01:25:57,970
so it looks like this school is a de facto department and it is completely funded.

594
01:26:03,250 --> 01:26:03,250
and so going forward, our focus can be on improving the overall financial health of the
Town and the school, and it makes it easier to do it from that perspective.

595
01:26:12,880 --> 01:26:15,880
so I think that was part of the goal. Okay but then I would ask you one more question.

596
01:26:17,560 --> 01:26:17,560
what is the amount that moves from the municipality to the school, paying the debts on
The buildings and other shared services that are provided from the

597
01:26:27,400 --> 01:26:29,290
municipality to the school? Let's look at the entire number then.

598
01:26:34,780 --> 01:26:38,560
I think we're looking for staff recommendations on certain things. I would like my question to be answered.

599
01:26:40,140 --> 01:26:40,140
true, but it was done during the budget brief and you know, they're looking for guidance
Now moving forward and we have a lot of things on the agenda and we need to kind of move

600
01:26:49,660 --> 01:26:51,590
forward on some stuff. And again, I would extend an offer for staff to meet with you individually.

601
01:26:58,210 --> 01:26:58,210
I would love that. And we can dive deep into some of these questions.

602
01:27:05,590 --> 01:27:05,590
and I'm not saying we can address every concern, but maybe going through that exercise
May help with some of your concerns.

603
01:27:14,810 --> 01:27:17,600
and I'll tell you why I'm raising these concerns today. A lot of people have reached out to me saying that the bifurcation of the school and the
Town to them means that the town is no more funding the school.

604
01:27:26,330 --> 01:27:29,840
and I want to clear that out for a lot of people out there. I don't know how many are listening, but there is still an obligation that the town has
Towards the school.

605
01:27:37,430 --> 01:27:37,430
it does not mean that now the bifurcation does not mean that money would not be moved
From the school.

606
01:27:44,510 --> 01:27:44,510
which is why I came back to this, to ask you this question just for transparency, which
We are trying to achieve maximum now is what was the amount of money that is being moved

607
01:27:54,440 --> 01:27:57,170
every year from the municipality to the school? And maybe you want to come back to me another day on that and that's fine.

608
01:28:01,670 --> 01:28:01,670
at this point, there is an increase of $565,000, which has not been in the previous
Budget.

609
01:28:06,710 --> 01:28:09,440
that's all I would say. Thank you. And we can wrap the conversation. It was just on page 57, just for your reference.

610
01:28:12,820 --> 01:28:12,820
okay super. Not being transferred to municipality or to the academy, but on behalf of the
Academy, the support.

611
01:28:17,840 --> 01:28:21,560
sure. So you have the figure then. Yes, ma'am. It's included in the packet.

612
01:28:33,290 --> 01:28:33,290
questions? I mean, again, no, council member dasgupta had some questions.

613
01:28:38,200 --> 01:28:38,200
we can follow up with those, but I believe we've got enough direction as it relates to
The proposed budget to bring forward the draft document on

614
01:28:47,980 --> 01:28:49,300
29. Sure. So you want to move on to boards real quick.

615
01:28:52,360 --> 01:28:54,130
can we? Do we have time because we're running about 8 minutes,

616
01:28:59,650 --> 01:28:59,650
so we have annually the town council will appoint members to various boards and
Commissions that are standing boards.

617
01:29:05,890 --> 01:29:08,080
we have five that I wanted to review with you quickly. So economic development and zoning board of adjustment are both.

618
01:29:10,870 --> 01:29:14,470
the town council serves as both. They have expired terms. Looks like they serve two year terms.

619
01:29:17,620 --> 01:29:19,600
did you have any questions on what those boards do? I provided you with the summary in your packet, no question?

620
01:29:24,860 --> 01:29:27,820
on either of those? On the boards themselves. Texas housing authority.

621
01:29:29,950 --> 01:29:29,950
that one established for the purpose of buying and managing student housing looks like
There's some outstanding bonds, so we could not dissolve the board.

622
01:29:38,230 --> 01:29:38,230
do we want to reappoint our existing scott bradley, paula petersen, katie kolkmeier,
James krekow, the ones I have listed here?

623
01:29:46,820 --> 01:29:50,470
are we good with that? I believe so. They're here, aren't they, right now. Yes. So did you have any questions for them or did you guys want to speak right now or at
All or talk about anything that affects the student housing?

624
01:29:59,560 --> 01:29:59,560
it's only if you have questions for them.

625
01:30:16,760 --> 01:30:16,760
do you have it available? Okay.

626
01:30:21,650 --> 01:30:21,650
come on up. Okay. Thank you.

627
01:30:26,820 --> 01:30:26,820
so just a little bit. This is just a little bit of background information of who we are
And kind of what we do.

628
01:30:31,860 --> 01:30:35,670
tsha was chartered and tsha stands for texas student housing authority. Tsha was chartered in 1995 under chapter 53 of the higher education act for the purpose of
Acquiring student housing facilities.

629
01:30:43,530 --> 01:30:43,530
tsha in the beginning acquired three student housing facilities in college station with
Tax exempt bonds that do not obligate the town of westlake.

630
01:30:51,900 --> 01:30:51,900
subsequently, those properties were relinquished and tsha constructed the cambridge in
College station, which we still currently have later tsha acquired facilities in san

631
01:31:01,890 --> 01:31:01,890
marcos, which we no longer have in denton, the university of north texas.

632
01:31:07,500 --> 01:31:11,140
the ridge in north texas we still currently have. Wichita falls we no longer own and austin property.

633
01:31:15,270 --> 01:31:17,040
we no longer own that project either. So we only have the two one in college station and one in denton.

634
01:31:22,980 --> 01:31:22,980
let's see here. So basically how our program works, I offer incremental housing
Scholarships to students, all texas high school students who are

635
01:31:32,890 --> 01:31:35,740
attending school in either denton or college station. If they are attending school in either one of those two facilities, they are eligible for
A $2,500 a year scholarship.

636
01:31:42,520 --> 01:31:43,690
it's no cash value. It's actually a discount on their rent at our facilities.

637
01:31:48,100 --> 01:31:48,100
in the case of westlake academy students, they qualify for a $4,000 scholarship versus
The 2,500.

638
01:31:54,850 --> 01:31:54,850
in the past, they were offered a full scholarship, which at the cambridge was worth
Almost $8,000.

639
01:32:01,330 --> 01:32:04,270
and at the ridge it was worth almost $6,000. But just due to economic times and our occupancy rates have gone down significantly since
Covid, we reduced the westlake academy students to the $4,000, and they

640
01:32:14,380 --> 01:32:17,510
could actually use that at either property. Any questions? How many students from the academy have used this facility?

641
01:32:24,630 --> 01:32:24,630
last year we had 18 westlake academy students accept the scholarship.

642
01:32:29,050 --> 01:32:31,950
it was very significant. This year, I think I'm 15. There's nobody in denton at the university of north texas, but there is 15 students
Currently at college station that have accepted.

643
01:32:44,090 --> 01:32:44,090
and then you guys, you had some issues with some court issues.

644
01:32:50,060 --> 01:32:53,210
and can you talk to anything about that right now or? What issues? You had some court issues or.

645
01:32:55,770 --> 01:32:59,450
oh. Are you allowed to talk about that now or no? Scott might be a better one.

646
01:33:00,830 --> 01:33:00,830
scott is our uncompensated general counsel and also the president of our board.

647
01:33:05,630 --> 01:33:05,630
I'm the executive director and maybe have him speak to you about what's going on in the
Courts.

648
01:33:12,950 --> 01:33:15,800
how are you? I'm doing fine. One of the things I do want to add is that during the course of the operation that takes
A student housing authority, we have

649
01:33:25,430 --> 01:33:25,430
contributed $950,000 to the academy.

650
01:33:30,230 --> 01:33:30,230
and in the meantime, we've sent about 2700 kids to college on housing scholarships.

651
01:33:38,510 --> 01:33:38,510
all of this without any investment by the town of westlake or any liability to the town
Of westlake.

652
01:33:48,180 --> 01:33:48,180
so concerning the court issues.

653
01:33:52,560 --> 01:33:52,560
yes. Yes the project in college station

654
01:34:03,200 --> 01:34:03,200
has deteriorated to the point that we were no longer able to pay the bond

655
01:34:12,710 --> 01:34:12,710
issues. And so part of the problem was that our trustee was the bank of new

656
01:34:22,640 --> 01:34:22,640
york, which got sued by a one of the bondholders, and the bank

657
01:34:32,480 --> 01:34:32,480
then paid that bondholder about $5 million dollars and then turned around and said, you
Owe us

658
01:34:42,080 --> 01:34:44,870
$5 million dollars that we just spent. And of course, we say we don't owe that.

659
01:34:49,370 --> 01:34:49,370
one of the issues they created was that they took about $1,300,000 of our money out of
Their bank and put it

660
01:34:59,090 --> 01:35:02,630
into their account instead of ours. So that's the that's the litigation that we're fighting right now.

661
01:35:08,120 --> 01:35:11,870
we have countersued the bank. They sued us for the 5 million.

662
01:35:13,520 --> 01:35:17,420
we countersued them for the damages we've suffered. And so was that part of the reason the audit you guys had audit issues with with us.

663
01:35:24,470 --> 01:35:26,570
yes. As part of stemming from that. Yeah. That's the reason that weaver tidwell did not take us as an audit.

664
01:35:31,130 --> 01:35:32,840
they thought it was just too great a risk. Okay. So due to that lawsuit.

665
01:35:35,600 --> 01:35:38,810
does the bank of new york then just stand in as a creditor? Did they acquire the bonds or did they just simply pay them off?

666
01:35:42,950 --> 01:35:42,950
what's happened david is that we it goes back to the early history.

667
01:35:51,860 --> 01:35:51,860
one of the people that has kept up with us through the years is a guy named paul siegel,
Who's with him at capital in new york.

668
01:36:01,550 --> 01:36:01,550
he followed this scenario and he had his company acquire the a

669
01:36:11,390 --> 01:36:12,440
bondholder. There are actually four tranches of bonds there, but the a bondholder controls everything.

670
01:36:19,400 --> 01:36:19,400
and so emet capital is now refinancing the project for us.

671
01:36:25,310 --> 01:36:25,310
they're fully aware of the litigation.

672
01:36:29,960 --> 01:36:32,600
they're not worried about it at all. They're furnishing the money to refurbish the project it's being totally refurbished and
Repositioned in the college station market.

673
01:36:43,490 --> 01:36:43,490
and is the debt non recourse generally?

674
01:36:48,830 --> 01:36:48,830
yeah. It's all non recourse, not only non recourse to the town, but it's actually non
Recourse to the student housing authority.

675
01:36:59,510 --> 01:37:03,290
and just to clarify, the bank of new york is the trustee. They're not the bondholder? Right. So they have no claim, per se, under the bond.

676
01:37:07,280 --> 01:37:08,930
no. Under the venture? What they have done is that and it's unexplainable to me as to why they settled with
That.

677
01:37:16,820 --> 01:37:16,820
it was the last bondholders, one with the least priority of all that they paid $5
Million dollars to.

678
01:37:25,610 --> 01:37:27,350
okay, I don't understand it. But then they just turned around and said, well, we paid it on your behalf, so you owe
Us.

679
01:37:33,830 --> 01:37:37,120
but there's nothing that obligates us to pay it. So is there a concern about the solvency of the college station project depending on the
Outcome, or given that you have this new capital provider who's

680
01:37:46,840 --> 01:37:48,280
supporting you? I mean, is there solvency likely to continue, in your view?

681
01:37:53,380 --> 01:37:53,380
the insolvency probably will continue until the project is fully

682
01:38:02,110 --> 01:38:02,110
rehabilitated. The truth is that the a bondholder controls everything and

683
01:38:12,030 --> 01:38:12,030
that they could just step in and that would be the end of it.

684
01:38:16,140 --> 01:38:16,140
but paula has assured us that they want to continue working with the texas student housing
Authority.

685
01:38:24,360 --> 01:38:24,360
they like the program, particularly the scholarship program, because they they have
Copied that for some of their other projects.

686
01:38:35,550 --> 01:38:35,550
so I don't think that anything's going to happen other than that the project will be
Rehabilitated.

687
01:38:44,280 --> 01:38:46,890
the occupancy will go back up. When the occupancy is up, it can service the debt.

688
01:38:49,800 --> 01:38:49,800
so when do you expect some form of resolution through the legal proceedings?

689
01:38:56,910 --> 01:38:56,910
I think we're set for trial in mid september currently, unless we arbitrate before
Between now and then.

690
01:39:04,270 --> 01:39:04,270
gotcha. Has bank of new york been removed, then as trustee?

691
01:39:12,460 --> 01:39:13,810
as trustee? Yeah. Correct. Okay. Is there anything else you guys need from us today?

692
01:39:19,770 --> 01:39:22,350
I'm sorry. Is there anything else you need from us today? Oh, no, just we do need one new member.

693
01:39:28,380 --> 01:39:28,380
we have one member who's a lawyer that has he's retired, but he's become ill and isn't
Able to attend the meetings.

694
01:39:36,840 --> 01:39:36,840
so it would be great if you could appoint somebody, particularly somebody familiar with
The academy.

695
01:39:47,370 --> 01:39:47,370
most of our members have had children that have attended the academy, but I don't think
Any of them are currently.

696
01:39:55,810 --> 01:39:57,150
right. Sure. So we'll work with town secretary and then we'll go from there.

697
01:40:02,820 --> 01:40:06,310
any more questions? [inaudible]. I thank you very much. Thank you so much.

698
01:40:08,910 --> 01:40:11,200
thank you so much. We're running short on time. You want to take the rest of the boards later so we can get the regular meeting going?

699
01:40:15,090 --> 01:40:18,890
sure. You want to take a quick ten minute break and so we can start or do you want to go
Right into it. Well, I was going to ask you, did you want to address the finance committee?

700
01:40:21,850 --> 01:40:25,110
you want to talk through that? We can talk to it next time. Okay. We have to get onto the regular meeting so.

701
01:40:27,300 --> 01:40:27,300
well, we do need to hit item number five, which is the presentation, discussion and the
Ad valorem rate to talk through the proposed.

702
01:40:36,960 --> 01:40:38,470
ad valorem rates? Ad valorem rates. And so amber is ready to discuss that.

703
01:40:43,360 --> 01:40:43,360
okay. It won't be that long of a presentation.

704
01:40:52,620 --> 01:40:52,620
[laughter] but we. Then afterwards, then we can break.

705
01:40:58,830 --> 01:41:01,280
we'll take a quick break and then start the regular. Reconvene after that.

706
01:41:48,690 --> 01:41:48,690
in an effort for brevity, I will go through this relatively quickly.

707
01:41:54,090 --> 01:41:57,390
let me know if you have any questions and apologize for my rudeness. I wanted to introduce debbie piper, cpa.

708
01:42:02,460 --> 01:42:02,460
debbie has been with the town for 18 years and upon her retirement continued consulting
For the last two years.

709
01:42:09,270 --> 01:42:09,270
and due to my very recent appointment to this position and our need to re staff our
Department, she has stepped in and helped with our

710
01:42:19,230 --> 01:42:21,630
budgeting and specifically help with our ad valorem tax rate. So I asked her to come up here with me just as a support for any questions that might come
Up.

711
01:42:31,220 --> 01:42:33,410
so very quickly, some definitions. The no new revenue tax rate is calculated to raise the same amount of property tax
Revenue from the same properties.

712
01:42:39,560 --> 01:42:42,890
it replaces the old terminology of effective tax rate. And it's important to note that this cap does not apply to new valuation.

713
01:42:49,370 --> 01:42:49,370
the voter approval tax rate was formerly known as the rollback rate.

714
01:42:53,510 --> 01:42:53,510
and if we want to exceed this calculated amount, we will have to seek voter approval.

715
01:42:57,920 --> 01:42:57,920
if the proposed rate exceeds the voter approval rate and less than the de minimis rate,
Which I'll get to on the next slide.

716
01:43:04,550 --> 01:43:04,550
and our staff recommends that the tax rate be in between these as I'm mentioning, then
The public can petition for an election of the tax rate if they so choose.

717
01:43:15,840 --> 01:43:15,840
the de minimis rate is a new concept from senate bill two, which was brought forth in
2021.

718
01:43:22,080 --> 01:43:22,080
it allows small cities the flexibility to adopt a rate that generates 500,000 more in
Property tax revenue than the previous year.

719
01:43:29,130 --> 01:43:29,130
and it applies to towns less than 30,000 in population, which is the town of westlake.

720
01:43:36,810 --> 01:43:36,810
and so we bring forth to you the rates for the no new revenue tax rate of 0.14609, the
Voter approval rate of 0.15098.

721
01:43:46,590 --> 01:43:50,160
the de minimis rate of 0.17939. And in the spirit of what I think we got from our retreat, we're maintaining or with
Staff is recommending to maintain the same rate that we have previously at 0.16788.

722
01:43:59,670 --> 01:44:02,610
can I just ask a clarification question? So because the de minimis rate exceeds the voter approval rate, we don't technically need
Voter approval to stick with the existing

723
01:44:12,450 --> 01:44:13,800
rate. Correct. The public can bring forward a petition for an election, but we don't have to have that.

724
01:44:22,730 --> 01:44:22,730
and so, as you can see here, we have maintained the same rate since fy 21.

725
01:44:28,580 --> 01:44:28,580
if we adopt the same rate as the last fiscal year, we may still increase revenue and
We'll see this on a later slide.

726
01:44:35,120 --> 01:44:35,120
the revenue generated due to the appraisal values that have increased as well as new
Construction.

727
01:44:42,090 --> 01:44:42,090
and so this slide is the allocation of your dollars, your dollars that have been taxed,
$0.07 of the dollar goes to the town of westlake and the remaining go

728
01:44:51,930 --> 01:44:51,930
to other districts and counties and so forth.

729
01:44:56,930 --> 01:44:56,930
and so on this example of a property tax bill in which the average home is $1.9 million
Dollars, reducing the homestead exemption

730
01:45:06,590 --> 01:45:06,590
we see here that the proposed tax rate of 0.16788.

731
01:45:11,840 --> 01:45:14,690
we only show that this is 7%. This 2648 is 7% of the tax bill that's going back to the town.

732
01:45:22,990 --> 01:45:22,990
on this next slide, we see the rates from 2014 through present and the proposed 23.

733
01:45:29,320 --> 01:45:29,320
and again, you can see that we've maintained the same tax rate for the last several
Fiscal years.

734
01:45:36,870 --> 01:45:36,870
as you can see here, by the dark green, this is the ratio of the m&o the maintenance and
Operations versus the I&s portions of the tax rate.

735
01:45:45,690 --> 01:45:45,690
and you can see here in the dark green excuse me, the town has raised more debt since fy
18, but this should not be confused with the debt capacity the town has.

736
01:45:58,790 --> 01:46:02,300
and on this slide, we show the tax levy history. And you'll note that the last fiscal years we've had a consistent tax rate, and yet we've
Increased the overall revenues, again, from appraisals and from new construction.

737
01:46:12,050 --> 01:46:12,050
and so today's discussion presents the proposed ad valorem tax rate of 0.16788 per $100
Of valuation, which will be included in the operating budget.

738
01:46:21,380 --> 01:46:21,380
town council is required to set a public hearing date on the proposed ad valorem rate and
Operating budget.

739
01:46:28,190 --> 01:46:28,190
and we ask the proposed public hearing date will be on august 29th, at which point we
Will also set the tax rate in the budget adoption.

740
01:46:36,590 --> 01:46:39,050
any questions? Any questions? No, not for me. No, thank you.

741
01:46:42,260 --> 01:46:46,220
I'm good. Thank you. Thank you. We're good. Thank you very much. Thank you so much. Sorry for the delay here. We're going to start the public meeting in 5 minutes we've been going since two.

742
01:46:50,390 --> 01:46:50,390
and so I tried to start on time, but it was a 700 page document.

743
01:46:54,680 --> 01:46:56,600
so we're working through a lot of stuff. Sorry for delay, but we'll take a five minute break here.

744
01:47:03,640 --> 01:47:05,530
okay, folks, let's do the regular meeting again. I apologize. It's been a monster meeting so far.

745
01:47:07,810 --> 01:47:08,980
we started at 2:00 today. I don't like starting late, but we start off with the regular meeting.

746
01:47:14,200 --> 01:47:17,200
we'll do a call to order starting at 5:22. We'll start with the pledge of allegiance and the texas pledge.

747
01:47:56,800 --> 01:47:56,800
jon do we have any citizen or parent comments.

748
01:48:02,680 --> 01:48:02,680
we do have one. Mr. Trivedi come on down.

749
01:48:08,440 --> 01:48:11,440
you look familiar. Have you been here before? I am. Well, congratulations to administration on finishing first 100 days of your tenure as the
Mayor and many new city council members.

750
01:48:20,260 --> 01:48:23,230
a lot of new initiatives have taken place. A lot of new things have been taken into consideration.

751
01:48:26,500 --> 01:48:26,500
I understand we are contemplating and reviewing various areas of our city and taking help
From outside to further help us

752
01:48:36,370 --> 01:48:38,980
evaluate what is right and wrong. The first and the most important prefaces of this election was transparency and the last
Council was working very hard on it.

753
01:48:48,880 --> 01:48:48,880
so I'm expecting to get some communication out to city council on what kind of
Consultants we have hired, how we have vetted them, what type of

754
01:48:58,750 --> 01:48:58,750
services they will be doing, what are we evaluating and what will be the outcome of this
Evaluation?

755
01:49:05,380 --> 01:49:05,380
what kind of change is taking place at city council or city in staffing?

756
01:49:10,630 --> 01:49:10,630
who has gone, who has departed, or why they have departed?

757
01:49:15,520 --> 01:49:15,520
and what are we planning to do as a replacement and as school and various city items get
Into consideration?

758
01:49:24,700 --> 01:49:24,700
it will be great for us to hear what are the priorities of this city council and going
Forward, how are they evaluating school versus the

759
01:49:34,450 --> 01:49:37,660
needs of the city versus the needs of the citizens? There are more than 50% of the citizens or the citizens of westlake.

760
01:49:44,590 --> 01:49:48,490
they don't have kids going to westlake academy. And we have various initiatives that are being considered that we hear from other places,
Not from the city.

761
01:49:57,400 --> 01:49:57,400
and I know how anxious you are, not from chandrika, from other places, many other places.

762
01:50:04,090 --> 01:50:04,090
and I know how transparent you all want to be, so I'm anxious to hear from you.

763
01:50:09,670 --> 01:50:11,380
so that's all I want to say. Thank you. All right.

764
01:50:16,750 --> 01:50:16,750
items of community interest.

765
01:50:23,460 --> 01:50:25,380
good afternoon, mayor council. And to everyone in attendance and to the millions of folks around the world watching live
As we speak.

766
01:50:31,740 --> 01:50:31,740
[laughter] it's a very exciting day because this is our first official opportunity to do
Our live streaming with our brand new equipment.

767
01:50:38,850 --> 01:50:40,920
you see the cameras around. I've been getting texts already of people raving about it, which is fantastic.

768
01:50:46,590 --> 01:50:46,590
I want to personally thank jason power, who did a phenomenal job seeing this through and
Making it happen.

769
01:50:52,800 --> 01:50:56,080
thank you very much. Thank you jason. Great job, indeed. You know, we we had issues with our microphones and he's put in some temporary ones that
Are working 1000 times better than the old ones.

770
01:51:03,810 --> 01:51:05,370
we still got some new ones coming in. It looks like maybe november they were backordered, but once those are up and running,
Things are going to be fantastic.

771
01:51:11,850 --> 01:51:11,850
so congratulations on that as we work to improve engagement and transparency moving
Forward for sure.

772
01:51:20,220 --> 01:51:23,940
I do have several things here. I want to kind of go quickly. I don't want to get all the air time on the live stream here, but I do want to introduce
Joe durden here.

773
01:51:30,540 --> 01:51:33,930
he's our new communication specialist at westlake academy. He started just a few weeks ago and has been working closely with mr.

774
01:51:38,070 --> 01:51:38,070
wilson and the communications team to bring everybody up to speed, kind of fill in
Parents and staff about what's going on over at the academy.

775
01:51:46,860 --> 01:51:46,860
he hit the ground running for sure, has thrown out all kinds of communications already.

776
01:51:52,080 --> 01:51:52,080
he's got a great background in video, graphic design, website maintenance and writing,
And he's done all four of those.

777
01:51:59,340 --> 01:52:03,180
it has been, needless to say, a home run hire so far. Joe has been fantastic and a great addition to the communications team.

778
01:52:07,080 --> 01:52:07,080
we heard as part of our communications audit several months ago that this was a need.

779
01:52:14,310 --> 01:52:14,310
and we felt that we had a gut feeling about joe and he certainly delivered.

780
01:52:18,660 --> 01:52:18,660
so if you have any story ideas, if there's anything that's going on at the academy that
You'd like to communicate, joe's your guy right there.

781
01:52:29,160 --> 01:52:31,890
yes. One other thing. Over the summer, you may have noticed that just a few days ago, we've updated a brand new
Wa website.

782
01:52:39,270 --> 01:52:39,270
this is something that was also came from our communications audit back a few months ago.

783
01:52:44,560 --> 01:52:44,560
it one of the things we heard from parents and staff that it was outdated, it was hard to
Use.

784
01:52:49,260 --> 01:52:49,260
so we have been using our old vendor for about nine years, I believe maybe even more than
That, 12 or 13 years, I think it was 2009 and it looked like it was from

785
01:52:59,040 --> 01:52:59,040
2009. So these folks that we've been working with, they're called final site.

786
01:53:03,870 --> 01:53:04,920
we've updated it. Erin spicer with the communications manager with the talent was kind of being the point
Person to update that.

787
01:53:11,490 --> 01:53:11,490
she did a fantastic job as well and we've got a lot of great feedback so far on the
Website, making little tweaks here and there and additions.

788
01:53:18,990 --> 01:53:18,990
but it has been a huge improvement from what we had before.

789
01:53:25,200 --> 01:53:29,130
yeah. I wanted to say great job on the website. I think parents and students alike have been just double taking when they go to the
Website and when they go to what they need to do to sign up for, for sports and all their

790
01:53:36,600 --> 01:53:36,600
classes, they're like, holy cow, they're so impressed, so really strong work.

791
01:53:41,340 --> 01:53:43,290
go great. I will definitely pass that along. Thank you so much. So we've got that also coming here in the next few weeks, we've got
Information about our fall concerts.

792
01:53:50,250 --> 01:53:50,250
we've got tentative dates set up for september 22nd, the october 6th and october 20th.

793
01:53:56,520 --> 01:53:56,520
the bands are tba right now, but those are kind of the tentative dates that we're really
Excited about that and we'll get that out to everyone, certainly.

794
01:54:04,620 --> 01:54:04,620
roanoke road update there are various closures going on, various lane closures between
Now and august 19th.

795
01:54:12,510 --> 01:54:12,510
so please stay tuned to our social media channels as well as our westlake wires and our
Website to keep updated with that, I believe we're still maybe, troy, a couple of

796
01:54:22,320 --> 01:54:22,320
weeks away for completion with that.

797
01:54:26,520 --> 01:54:26,520
yeah. So I know a lot of people are going to be excited when that's done, but it is
Moving along as quickly as possible.

798
01:54:32,970 --> 01:54:32,970
also, I invite everybody to vote in the 76262 magazine.

799
01:54:40,890 --> 01:54:42,300
they have a best of edition. And the westlake classic car show has been nominated as the best community event in our
Region.

800
01:54:50,180 --> 01:54:53,340
awesome [applause] and it is well deserved for sure. Jarrod and his team, alberta, will vote early and vote often.

801
01:54:57,670 --> 01:54:57,670
yes, but jarrod, jarrod just does a fantastic job with the car show every single year.

802
01:55:03,720 --> 01:55:06,720
the turnout is great. The engagement, we absolutely love it. The weather's been great, so that always helps.

803
01:55:08,760 --> 01:55:11,460
but so it is a fantastic event. And the magazine, they're there, they're holding the vote until august 31st.

804
01:55:18,510 --> 01:55:19,620
so there's still plenty of time. But as jarrod said vote early and often.

805
01:55:23,200 --> 01:55:24,310
so that is open. And if you go to our website, our social media channels as well as westlake wire, you'll
See a little qr code.

806
01:55:30,310 --> 01:55:30,310
just pop that up there and you can vote for the classic car show.

807
01:55:34,330 --> 01:55:34,330
speaking of the westlake wire, we just released one last week where you can get updates
On entrada.

808
01:55:39,670 --> 01:55:39,670
the development there, deloitte expansion back to school safety as everybody starts
Heading back, water conservation as well as a water quality report all on that

809
01:55:49,390 --> 01:55:51,430
westlake wire. So please check that out. And if you are not receiving that, let me know and I'll get your email address and I'll
Get you signed up tonight.

810
01:55:58,930 --> 01:55:58,930
jon? Yes. We're not sending out a separate water report this year, are we?

811
01:56:05,710 --> 01:56:09,340
we sent out in past years. You say separate water report, the water quality report. Yeah. Yes, we do always send that out.

812
01:56:11,200 --> 01:56:11,200
we have to abide by state law that we have to send that out every year.

813
01:56:15,370 --> 01:56:17,320
you can't we can, as part of our distribution, send it out electronic.

814
01:56:20,920 --> 01:56:20,920
but it has to be we have to check the boxes, you mail it, you can put it on the website
And you have it available at town hall.

815
01:56:30,280 --> 01:56:32,320
okay. Sorry. No, that's all right. And then, of course, we'll get with you guys.

816
01:56:34,510 --> 01:56:38,170
we talked briefly yesterday about rescheduling our council pictures. We're hoping maybe september 12th.

817
01:56:40,570 --> 01:56:43,600
is everybody here september 12th? And we're thinking maybe an hour prior to the council meeting, we'll just meet out here,
Take the pictures and then roll right into what hopefully is not a ten hour meeting.

818
01:56:52,540 --> 01:56:55,390
[laughter] I don't want to stretch out your day too much. For you we'll make it ten and a half.

819
01:56:56,710 --> 01:56:59,130
oh, why not? Let's go for a record. So, quickly. Some other events here.

820
01:57:00,790 --> 01:57:03,790
I don't want to dominate too much time. Coffee and conversation is tomorrow. This will be the mayor's second one.

821
01:57:05,050 --> 01:57:07,330
the first one was a big success. We had a great turnout. So we're hoping to have an equal turnout tomorrow.

822
01:57:09,460 --> 01:57:09,460
that's at sips stir coffee from 8 to 9:30 a lot of events for back to school new pyp
Family meeting that is also tomorrow from 5:30 to 7 the

823
01:57:19,150 --> 01:57:19,150
mph on the academy campus planning and zoning is monday the 15th.

824
01:57:24,660 --> 01:57:28,150
pyp back to school night is monday the 15th as well. Westlake academy staff breakfast.

825
01:57:29,770 --> 01:57:31,930
you know, this is the one that I had mentioned to you guys. This is on the 16th, the day before school starts at 8:00 a.m..

826
01:57:34,780 --> 01:57:34,780
this is always a cool event where the staff receives the gifts from the board of
Trustees.

827
01:57:39,970 --> 01:57:42,910
I won't let the cat out of the bag because this is being streamed live. But it's a really cool, really cool gift that I think everybody's going to be excited
About.

828
01:57:46,630 --> 01:57:46,630
so I know they would love to see you guys there and present those gifts to them.

829
01:57:51,160 --> 01:57:51,160
of course, the first day of school is august 17th for the academy.

830
01:57:56,000 --> 01:57:56,000
new westlake academy staff reception that's going to be on the 23rd, which is a tuesday
From 6 to 8 right here at the terra lounge next door.

831
01:58:05,590 --> 01:58:08,140
so that's going to be a great opportunity to meet staff. And I've sent you guys an invite to that as well as the august 25th new westlake academy
Parent reception.

832
01:58:16,000 --> 01:58:18,310
that's from 6 to 8 as well, right next door as well. So back to back on tuesday, thursday of the same week where we'll have new parent
Reception there.

833
01:58:23,620 --> 01:58:25,570
can I make a suggestion? Yeah, of course. For the new westlake parents meet that we have on august 25th.

834
01:58:31,810 --> 01:58:33,970
could we invite the affiliates as well? Yes. So that, you know, as a part of the thing the new parents can get to know, because
When I came in, I did not know a lot of those acronyms.

835
01:58:42,490 --> 01:58:42,490
so it might be a good thing if you don't mind inviting

836
01:58:51,130 --> 01:58:54,400
sure that they know because it's important information that they'll need to know. And I'm sure they'll be excited to meet those guys.

837
01:58:56,180 --> 01:58:59,260
appreciate that. Thank you. Those are your items of community interest. I have one more. Do you know how many people are watching today?

838
01:59:02,380 --> 01:59:05,470
jason and I were just talking about that. I'm inquisitive to just yeah, well, because we're watching live as well, just as you were, but we're hoping to
Get the analytics first thing tomorrow morning.

839
01:59:12,040 --> 01:59:12,040
and of course, those will grow. And I'll continue to update you guys as we go forward
With as the numbers grow, because, you know, this is very interactive.

840
01:59:18,700 --> 01:59:18,700
we anticipate more people to watch the archive version than the live version.

841
01:59:23,230 --> 01:59:23,230
and the great thing is, is we'll also hopefully be able to see what they're searching as
Well and kind of get a sense of what's the most popular searches and what everybody's

842
01:59:30,610 --> 01:59:33,820
really interested in. I appreciate it very much. All right. Thank you, jon.

843
01:59:36,070 --> 01:59:38,950
all right. Let's move on to consent agenda. Please review and give any issues that we know.

844
01:59:43,390 --> 01:59:43,390
if you don't get a motion to approve.

845
01:59:47,630 --> 01:59:49,840
may I have first? I'll make a motion. I'll second. All in favor.

846
01:59:51,700 --> 01:59:54,150
aye. All opposed. No opposed. All right.

847
02:00:00,660 --> 02:00:03,750
reports. There's no reports right now. So and then we'll move on to municipal services real quick.

848
02:00:08,670 --> 02:00:08,670
item number 13, consider approval of resolution 22-41 for the appointment of a town
Council member to fill a vacancy for the seat ending in

849
02:00:18,240 --> 02:00:20,910
may 2023. So, mr.

850
02:00:22,380 --> 02:00:22,380
shiner, we had an executive session, so we'll please stand up for us real quick here and
I'll do the vote here.

851
02:00:29,730 --> 02:00:33,120
and can I get a motion to approve? Tim shiner as town council for replacement for carol.

852
02:00:36,020 --> 02:00:39,150
may I have a first? I'll make a motion. And a second. All in favor. Aye.

853
02:00:40,670 --> 02:00:43,680
all opposed. Motion carries. We want to do the swearing in.

854
02:00:44,970 --> 02:00:46,770
sure. But just a little clarification. Welcome to the team. So we did have a resignation of councilmember carol langdon, who
Submitted her resignation july 25th and was effective august 2nd.

855
02:00:55,140 --> 02:00:55,140
we received seven applications and the council reviewed those in closed session and just
Now made their appointment.

856
02:01:01,150 --> 02:01:03,990
so I'm going to ask you to come up and take your oath of office. Can I say I want to thank all the people who sent in their applications, because really
It is just a volunteer job that you are doing.

857
02:01:12,510 --> 02:01:12,510
so I appreciate so much everybody who sent in their applications.

858
02:01:28,920 --> 02:01:28,920
there's a song and dance you have to do, so please raise your right hand for your oath of
Office.

859
02:01:34,380 --> 02:01:37,340
I state your name. I tim shiner. Do solemnly swear. Do solemnly swear.

860
02:01:39,230 --> 02:01:42,450
that I will faithfully execute. That I faithfully execute. The duties of. The duties of.

861
02:01:44,250 --> 02:01:46,170
town council board of trustee. Town council board of trustees.

862
02:01:48,300 --> 02:01:51,970
for the town of westlake. For the town of westlake. And will to the best of my ability. And will to the best of my ability.

863
02:01:53,310 --> 02:01:56,810
preserve, protect and defend. Preserve, protect and defend. The constitution and laws.

864
02:01:58,230 --> 02:02:00,540
the constitution and law. Of the united states. Of the united states. And this state.

865
02:02:02,400 --> 02:02:05,600
and this state. So help me god. So help me god. Congratulations. Thank you. Yes, sir. I appreciate it.

866
02:02:14,050 --> 02:02:14,050
sure.

867
02:02:27,350 --> 02:02:27,350
[applause]

868
02:02:42,110 --> 02:02:42,110
you. All right.

869
02:02:46,220 --> 02:02:46,220
excellent. Thank you. Congratulations.

870
02:03:03,330 --> 02:03:05,320
the first official act is to remove her purse. Oh, my gosh.

871
02:03:08,050 --> 02:03:08,050
I have to remove my purse. Oh, sorry. Kicking you out already.

872
02:03:17,470 --> 02:03:17,470
thank you.

873
02:03:36,830 --> 02:03:36,830
resolution 22-40 appointing members to the planning and zoning commission.

874
02:03:41,750 --> 02:03:41,750
and then the names for the primary are victor sansone, adam coffey.

875
02:03:49,070 --> 02:03:49,070
and then for the alternates are tammy reeves, linda bjorn and paresh patel.

876
02:03:55,940 --> 02:03:55,940
and those are the three people that are or the five people that we'll be putting on the
Boards.

877
02:04:00,980 --> 02:04:04,650
can I get a motion to approve? Can I get a  first? I'll make a motion.

878
02:04:07,660 --> 02:04:10,670
can I get a second. I'll second. All in favor. Aye. All opposed. All right.

879
02:04:13,670 --> 02:04:13,670
motion carries. Item number 15, consider approval of resolution

880
02:04:23,350 --> 02:04:23,350
22-23, accepting a generous grant to be used exclusively for the architectural planning
Of improvements to the gymnasium and sport field study completed at

881
02:04:32,920 --> 02:04:35,740
2600 jt ottinger road. Troy, do you need to present here?

882
02:04:37,930 --> 02:04:39,840
yes, sir mayor. I want to do a quick presentation that you guys received in your packet to kind of give y
'all an update on where we're at as far as how the project is progressing.

883
02:04:50,110 --> 02:04:50,110
so give me just one second.

884
02:05:05,450 --> 02:05:05,450
standby.

885
02:05:17,230 --> 02:05:17,230
so mayor and council, as you guys recall, we had a generous donor that wants to do some
Academic or athletic improvements on campus.

886
02:05:26,950 --> 02:05:26,950
and one of those projects consists of remodeling the gym of the upper level.

887
02:05:31,090 --> 02:05:33,910
so we have an opportunity to meet twice already. And we've met with the architects, glenn partners, and so they have kind of realigned or
Given some floor plans of how they want to realign

888
02:05:43,870 --> 02:05:46,990
the locker rooms on the first floor. So we'd like to share that with you guys.

889
02:05:49,540 --> 02:05:49,540
the donation that you're approving tonight or accepting tonight is for $24,900.

890
02:05:55,270 --> 02:05:55,270
the $20,000 is allotted for the architect to get up to this point and to also create
Plans for us, more detailed plans to go out to bid so we can get a harder number

891
02:06:05,110 --> 02:06:06,670
on what this project will be. Once we get that number, we'll bring that back to you guys for approval.

892
02:06:10,360 --> 02:06:10,360
and so you'll have a firsthand shot at it tonight to see what improvements they are the
Committee is recommending.

893
02:06:17,230 --> 02:06:17,230
the folks on the committee consist of gary ponder, the waac president, john davidson,
Mrs.

894
02:06:23,200 --> 02:06:26,710
davidson, who represents the donor. The donors are also kim greaves gets invited to the meetings as well and myself.

895
02:06:31,420 --> 02:06:34,600
so that's what the committee has been meeting over the last couple of months. So the scope of the work, like I mentioned earlier, is the gym building.

896
02:06:39,730 --> 02:06:39,730
so that includes items such as the scoreboard, the bleachers, the locker rooms, some
Acoustical panels, as well as the sound system to

897
02:06:49,690 --> 02:06:51,070
go along with that. Also, locker rooms, you'll see a change in the locker rooms.

898
02:06:53,800 --> 02:06:53,800
so that's what I'm going to show you guys tonight, of what kind of how they have
Rearranged the locker rooms to get rid of the showers, to give you more space during

899
02:07:01,630 --> 02:07:01,630
halftime activities for your volleyball team, your basketball team, to actually go in
There and do a chalk talk, so to speak, and there'll be a whiteboard and tv in there to go

900
02:07:11,380 --> 02:07:14,230
along with that. With some lockers. I think we'll have a shot of what those may look like as well.

901
02:07:17,470 --> 02:07:17,470
also, the improvements include on the first floor of the public restrooms, kind of just
Really just looking at that area and just putting some refinishes on there.

902
02:07:25,480 --> 02:07:25,480
so redoing the tiles, some paint, some of the partitions as well.

903
02:07:29,950 --> 02:07:29,950
but I just want to let you guys know that it does not include any improvements on the
Lower level restrooms.

904
02:07:35,920 --> 02:07:37,660
so you may have a different look. And that's something that the council may give us a direction tonight to consider that
Being a under the maintenance and replacement fund to see how much that's going to

905
02:07:47,530 --> 02:07:50,290
cost and see if we can do all that at the same time. So the upstairs restrooms would match the downstairs restrooms as well.

906
02:07:55,270 --> 02:07:57,160
they're roughly about the same size. And so when we get more pricing, we'll bring that back to you for consideration.

907
02:08:02,690 --> 02:08:02,690
so looking at the gym layout on the right hand side, you have the first level and you
Have the locker rooms in the upper left hand corner.

908
02:08:12,860 --> 02:08:16,730
you have on the far end of that is where it's broken into showers. And then you have the partition for the restrooms and the sinks, and then you have a
Small space for the locker areas.

909
02:08:22,550 --> 02:08:22,550
and then just too below that, you would have the men's and public restrooms, the
Stairwell, the lobby, and then the girls

910
02:08:32,330 --> 02:08:35,300
side kind of matches the boys side as well. So that gives you the kind of that configuration of what it looks like today.

911
02:08:39,530 --> 02:08:39,530
what they want to do is the dark areas, the darker lines represent new walls.

912
02:08:45,470 --> 02:08:48,590
you have roughly about 13 lockers. And I'll show you kind of what those look like briefly.

913
02:08:51,350 --> 02:08:51,350
and if you notice, the showers have been removed and you have the tools and the sinks in
There as well, kind of shifting the door around along with that.

914
02:08:59,510 --> 02:09:02,360
that's the biggest part of the remodeling piece. Everything else is either scoreboard new you know replacing bleachers, realigning the
Storage area, those type things, and making those areas more efficient.

915
02:09:13,280 --> 02:09:13,280
another option they looked at is not changing the door layout as you walk into the locker
Room, but that gave us a little less lockers.

916
02:09:21,110 --> 02:09:21,110
and so the committee is recommending the first option, option one that gives us those 13
Lockers.

917
02:09:28,540 --> 02:09:31,330
and then same thing on the girls side, similar layouts. Both have the same footprint as well, so the girls side will receive the same look as the
Boys side.

918
02:09:38,200 --> 02:09:41,930
so they would match. And you can kind of see those. Lockers were still up in the air.

919
02:09:43,450 --> 02:09:45,130
exactly what we're going to do. But this is what we're leaning towards, is to have kind of seated lockers with a area
Where they can hang their clothes during halftime or beginning of the game and then change

920
02:09:55,030 --> 02:09:55,030
at the end. The area above the lockers would be some additional storage as well.

921
02:10:01,660 --> 02:10:01,660
there would be kind of a lockable area because you've got to remember these lockers or
This space will also be used during pe classes so if kids have to go in there and change

922
02:10:10,450 --> 02:10:13,120
they would still have the opportunity to utilize that space for that. So but this would be for your basketball teams as well as for your volleyball teams.

923
02:10:19,810 --> 02:10:19,810
but that's generally where we're at right now, the look that the committee would like to
See.

924
02:10:26,770 --> 02:10:26,770
and then these are just the additional changes that we've kind of already talked about,
Starting at the top left hand side, kind of creating some more efficient storage where you

925
02:10:35,590 --> 02:10:35,590
have some movable shelving that's kind of on wheels, so to speak, so you can kind of use
It for pe as well as for volleyball and basketball.

926
02:10:45,250 --> 02:10:45,250
the scoreboard upgrading both scoreboards in the gym, upgrading the bleachers to go along
With that, looking at the bleachers would have the

927
02:10:54,730 --> 02:10:56,710
ability to retract. So they would be motorized bleachers so that we can get two volleyball courts going east
West as well.

928
02:11:05,200 --> 02:11:05,200
and so that's one thing that looking at I would recommend to do as well.

929
02:11:09,670 --> 02:11:09,670
so that generally would give you a feel for this is kind of the storage, that moveable
Storage that we're referring to is what they're recommending.

930
02:11:16,930 --> 02:11:16,930
so we haven't made the exact selection yet, but this next meeting we'll have with the
Community committee this month, and we'll kind of start narrowing down some of these

931
02:11:25,060 --> 02:11:27,580
things as well. These are just showing some acoustical panels that they would put up in the gym to help
With the sound and reverberation that goes on in there.

932
02:11:36,490 --> 02:11:36,490
and as I mentioned earlier, the grant from the waac is coming from the westlake academy
Athletic club.

933
02:11:41,770 --> 02:11:41,770
the first grant will be is what you guys are accepting tonight for 24,900.

934
02:11:51,810 --> 02:11:51,810
next steps is they're going to finish up doing the programing phase of this project.

935
02:11:55,920 --> 02:11:57,690
they're going to bring it all back to us. We then go out and try to get some final second round of pricing to really narrow down
What it's going to cost.

936
02:12:04,590 --> 02:12:07,290
that then comes back to the council for approval. We will then go and hire a contractor and then we'll at that point request from the waac
A second grant for that total amount to do the entire remodeling

937
02:12:16,710 --> 02:12:18,660
project to go along with that. And then we're looking for the construction to start sometime in the spring or summer.

938
02:12:22,680 --> 02:12:22,680
this is something that we've got to be careful with that because as you guys know, it's
One gym and so we have our classes in there.

939
02:12:30,720 --> 02:12:30,720
and so we're going to go back now that the principals and everybody is back on campus and
Look at could we start this as early as soon as basketball season ends in

940
02:12:40,290 --> 02:12:43,320
february, or there are too many activities going on there? And should we back it up to the summer months to try to get it all done within a two
Month period, which we think we can do?

941
02:12:51,300 --> 02:12:51,300
so we're working with the current contractor and he's working on that timeline as well.

942
02:12:57,540 --> 02:13:00,810
so there's still some work to be done as far as when the project would start. But our hope would be to start maybe some of it right after basketball season if it's not
Too disruptive to the campus as a whole.

943
02:13:09,330 --> 02:13:09,330
any questions or comments?

944
02:13:13,910 --> 02:13:13,910
so you're looking for an advisement to do the assessment for the lower gym too, right?

945
02:13:19,340 --> 02:13:21,890
yes. So that's something you guys want us to pursue. I think that would be wise to take a look at.

946
02:13:24,740 --> 02:13:24,740
sure. So we'll have the architect look at that and see what that cost is and bring that
Back to you.

947
02:13:29,160 --> 02:13:29,160
I think it would be prudent to, if you're doing one, it's your typical remodel, you
Finish it.

948
02:13:34,190 --> 02:13:35,870
it looks nice. Then you look at the other one. Right. Right. All right.

949
02:13:38,720 --> 02:13:41,420
anything else from that? Can I get a motion for approval of resolution 22-23, accepting the grant.

950
02:13:47,010 --> 02:13:50,120
I'll make the motion. Any second? I second it. All in favor? Aye.

951
02:13:52,010 --> 02:13:54,350
all opposed. No, opposed. Motion carries. Troy I believe we're going to jump since you're sitting here, we're going
Jump onto number 16.

952
02:13:59,900 --> 02:13:59,900
approval of resolution 2247, authorizing execution of agreement with bennet partners to
Provide programing and schematic design for westlake academy expansion.

953
02:14:08,300 --> 02:14:11,660
the sam & margarete lee arts and sciences center. Yes, mayor. That's correct.

954
02:14:12,980 --> 02:14:12,980
so this was some direction that we were given back on april 4th, and we looked at how do
We expand that a&s

955
02:14:22,610 --> 02:14:22,610
building to look at meeting those immediate needs, as well as getting rid of the
Portables.

956
02:14:28,560 --> 02:14:28,560
if you guys recall we've looked at a one story version, a two story version, a three story
Version.

957
02:14:33,770 --> 02:14:33,770
so the direction we were given back on april 4th was to pursue a two story version that
Would have ten general classrooms, which in return would get rid of all the portable

958
02:14:43,670 --> 02:14:43,670
buildings unless we wanted to keep them for storage or office space or something like
That.

959
02:14:48,350 --> 02:14:51,200
and so that's the direction we pursued at that time. So with that, I just wanted to kind of give you all a brief overview of just a reminder
Of what all that look like.

960
02:14:57,740 --> 02:14:57,740
so with that, the first floor of the two story would look like this.

961
02:15:03,950 --> 02:15:03,950
you'd have two art rooms, an admin office area, and then the classrooms are in that
Turquoise color.

962
02:15:10,670 --> 02:15:14,210
there are about 700 square feet per classroom, roughly. So they're about the same size of the classrooms that are located in the secondary
Building.

963
02:15:18,920 --> 02:15:20,630
so just kind of give you a feel for what that. So can I just ask how many students would that accommodate and is that a sufficient size
For those purposes?

964
02:15:27,680 --> 02:15:27,680
yeah. I mean, I think right now in the secondary classrooms, they have anywhere from is
So anywhere from 20 to 25 students fit in those

965
02:15:37,670 --> 02:15:39,950
classrooms pretty comfortably. Yeah. So then the second story would consist of meeting that immediate need of having
Those three science labs shared space as far as storage

966
02:15:49,340 --> 02:15:49,340
space. And then you would have the additional classrooms that are in turquoise on the
Opposite side.

967
02:15:58,230 --> 02:15:58,230
how it looks on campus as you're driving up the pyp pick up line.

968
02:16:04,440 --> 02:16:08,040
this is what you would see as a two story building. So it would have stone from grade all the way up to roof deck to match the existing pyp
One building.

969
02:16:15,120 --> 02:16:16,620
and then this is the profile. If you're driving down right, you'll see the current building, the arts and science
Building to your left.

970
02:16:22,200 --> 02:16:22,200
so you have a little bit of a stucco non stone finish to kind of match that profile of
The current gym building.

971
02:16:29,070 --> 02:16:32,310
so kind of blending those two together. And then this would be the internal courtyard between the pyp building and the current
Arts and science building today.

972
02:16:39,510 --> 02:16:39,510
and so as you're walking through there, this is what you would see.

973
02:16:44,150 --> 02:16:44,150
and then to give you some profile hype on comparing it to the existing pyp one building
You're about, I think it was

974
02:16:53,240 --> 02:16:53,240
12. You're right at the same height as that existing pyp building.

975
02:17:00,290 --> 02:17:00,290
and then the existing gym building is at 7'32".

976
02:17:05,090 --> 02:17:05,090
and the new building as proposed would be at about 7'12".

977
02:17:09,410 --> 02:17:10,820
so that kind of gives you a feel. But then this is when we also showed the three story building as well.

978
02:17:13,520 --> 02:17:13,520
but I just wanted to kind of bring this back to you guys as a refresher.

979
02:17:18,380 --> 02:17:18,380
so the cost you know, cost of construction seems like it fluctuates daily.

980
02:17:23,420 --> 02:17:23,420
and so these costs were created probably about six months ago.

981
02:17:28,070 --> 02:17:28,070
but this kind of gives you a feel for what we're talking about with the two story
Building, which runs roughly anywhere from 13.9 to about

982
02:17:38,060 --> 02:17:40,190
15.8 million. What this what you guys are approving what the agreement tonight is for them to test fit
Everything.

983
02:17:46,220 --> 02:17:46,220
the architect firm has met with the staff twice now they have met in person.

984
02:17:53,030 --> 02:17:53,030
I guess that right at the end of june, as soon as we got out of school and they've met
With some of the science teachers individually on campus to go through the existing labs

985
02:18:01,340 --> 02:18:01,340
to see kind of some pros and cons of those and what they would want to see in the new
Buildings.

986
02:18:06,170 --> 02:18:06,170
and so from that they're working on now is to test fit everything, to make sure everything
Fits as it relates to shelving how the rooms function, that type of thing.

987
02:18:15,050 --> 02:18:15,050
once they get that portion of it done, then again we'll go out for a second round of cost
And then that'll kind of narrow that cost range down to give us a

988
02:18:25,040 --> 02:18:27,470
feel for what that may look like. The bottom line is we are meeting that with a two story building.

989
02:18:30,830 --> 02:18:30,830
we're meeting that immediate need of the art rooms and the science labs, also creating
Those ten general classrooms so that we can pull those

990
02:18:40,250 --> 02:18:43,040
classrooms out of the portable buildings. What kind of timeline would you be looking at for completing this project?

991
02:18:47,820 --> 02:18:47,820
if we had all the funding in hand, all the programing was done probably about 12 to 18
Months.

992
02:18:53,270 --> 02:18:53,270
and that's really you've got to look at whether the availability of construction
Materials, that type of thing, but typically, probably normally would take

993
02:19:03,200 --> 02:19:03,200
about a year from start to finish.

994
02:19:10,030 --> 02:19:13,830
what impact would that have on the arts and science building? I'm sorry. What impact would that have on the arts and science building during that construction
Phase?

995
02:19:18,340 --> 02:19:20,440
it would have very little. There may be some disruption right where those two buildings meet.

996
02:19:24,250 --> 02:19:24,250
you know we have the library there now and carl's office is there.

997
02:19:28,990 --> 02:19:28,990
so there may be a little noise issues going on when they first mesh those two together.

998
02:19:34,930 --> 02:19:34,930
but it would be for the most part, we would try to target all of that work over, say, a
Summer month or the christmas break or spring break, you know those type of things.

999
02:19:44,170 --> 02:19:45,220
we'd have to look at that schedule. So from a student perspective in a classroom, because those classrooms are on the
Opposite side of where the construction was taking place, would be minimal.

1000
02:19:55,700 --> 02:19:57,140
ok. Troy, this is wonderful. I just wanted to comment on some of the spaces that might be needed for portables for hoc
And other affiliates.

1001
02:20:04,190 --> 02:20:04,190
I know back in april when we had this robust discussion, we had some differences of
Opinion on whether to keep the portables as potential space for affiliates like the hoc

1002
02:20:13,910 --> 02:20:13,910
and the waac. My thoughts back then and my thoughts now is that it would be unfortunate
If we invested this money to create this

1003
02:20:23,780 --> 02:20:23,780
remodel to replace the space of the portables and then still have the portables on
Campus.

1004
02:20:31,040 --> 02:20:31,040
so my question to you tonight is, during the test fit of everything, can we also test fit
What the possibilities are that the space is needed for the waac and the

1005
02:20:40,940 --> 02:20:40,940
hoc and how that might fit into this new proposal, if any?

1006
02:20:47,860 --> 02:20:49,240
we could look at that. But what I will tell you is, given the direction they we're given on the fourth an that
Footprint that's already been created, unless you're going to eliminate classrooms or

1007
02:20:57,280 --> 02:20:57,280
eliminate labs or any of the current space that you've seen here tonight, that's what
Fits in that footprint today.

1008
02:21:05,650 --> 02:21:05,650
if you're looking to expand for affiliate space, then they would have to go back to the
Drawing board.

1009
02:21:12,370 --> 02:21:13,900
the site is pretty tight. Yeah. As you get closer to the driveway of the pyp, you have some utilities there.

1010
02:21:19,570 --> 02:21:19,570
they're really they're within about 5 to 6 feet from the sidewalk on the south side.

1011
02:21:26,740 --> 02:21:26,740
and then you're pretty close to the outdoor patio on the north side where the pyp.

1012
02:21:33,100 --> 02:21:33,100
so it would be pretty challenging to create that additional space for any affiliated
Space.

1013
02:21:40,600 --> 02:21:40,600
but if the direction from the council is for us to go back and look at that, I can give
Direction to the architect firm to go do that, and that may take a little bit longer for

1014
02:21:50,290 --> 02:21:53,650
them to do but that's strictly up to the council. If y'all want us to pursue that or not.

1015
02:21:56,140 --> 02:21:56,140
any thoughts? My recommendation would be that we keep the newer portables for the
Affiliates and flex spaces like we discussed previously and we had.

1016
02:22:07,210 --> 02:22:07,210
and I do believe when the architects had come, they had mentioned that there are ways to
Beautify those portables so that they don't look like

1017
02:22:16,840 --> 02:22:20,380
portables anymore and they look much prettier than what they are. And that's not a very high cost.

1018
02:22:22,930 --> 02:22:22,930
so we can always and I know for a fact, one of the things that hoc wants to do, if it can
Get that portable, was to have a permanent

1019
02:22:33,640 --> 02:22:36,700
spirit shop to buy those things. So having a portable for that will definitely be beneficial and waac would also need one
And foundation can get one like

1020
02:22:46,990 --> 02:22:49,780
. Right. We have invested and those portables are in good condition. If I remember, four of them were still in good condition.

1021
02:22:54,580 --> 02:22:54,580
all right. So you have the older portables that are closest to the current arts and
Science building.

1022
02:23:00,310 --> 02:23:00,310
and then you have the newer ones that we bought brand new closest to the fieldhouse.

1023
02:23:06,280 --> 02:23:09,460
yes. And so those are in a little bit better condition. My concern always with portables after walking through them is you know I understand from
Fire and safety and maybe fire departments here can answer this

1024
02:23:19,150 --> 02:23:19,150
question. You're supposed to have the ability to exit a window or a building in two
Different spots.

1025
02:23:26,050 --> 02:23:29,530
and some of those things have bars on them. Pretty much all the portables I saw, I always wondered, were they as even the newer ones
Do they would they pass a

1026
02:23:40,090 --> 02:23:43,210
fire code? And that's my concern itself. It's a safety thing.

1027
02:23:44,230 --> 02:23:44,230
we've had two fires in this town in the last four months.

1028
02:23:48,940 --> 02:23:52,330
you know, one glenwyck burned down and one in vaquero. And, you know, those are modern homes with modern things.

1029
02:23:55,900 --> 02:23:55,900
and my fear is from a child safety point of view of with the portables, just any of the
Portables as a current construct.

1030
02:24:04,230 --> 02:24:04,230
yes sir. They lack the protection of events of or true storms.

1031
02:24:09,100 --> 02:24:09,100
if there is for ever a reason a tornado or anything of that nature, that the more sturdy
Your buildings have and there's a fire issue of some of those older portables, in

1032
02:24:16,630 --> 02:24:20,590
particular the fire to break out. It looks tenderish to me. And, you know, it's the thing that keeps me up at night.

1033
02:24:23,560 --> 02:24:25,810
I worry about that. And those are my issues with the portables themselves.

1034
02:24:29,720 --> 02:24:29,720
sure. And I'd like to find out if we can do a current assessment with fire department,
Maybe go through and give us an honest assessment of

1035
02:24:39,480 --> 02:24:39,480
because there's a lack of fire protection in there of items.

1036
02:24:44,650 --> 02:24:47,560
and they've looked and some of them pretty dilapidated. And I worry about that.

1037
02:24:48,760 --> 02:24:48,760
that keeps me up at night, you know, and, you know, you lose one kid, it's terrible.

1038
02:24:53,920 --> 02:24:53,920
I mean, that could be a tragedy as in current construct.

1039
02:24:57,940 --> 02:24:57,940
and that's what I'm worried about.

1040
02:25:02,020 --> 02:25:02,020
and truly with all the reasons why we want to replace the portables like safety, like
Quality, like investing in the school.

1041
02:25:12,040 --> 02:25:12,040
these portables will come and to their expiration date in the next few years as well.

1042
02:25:17,830 --> 02:25:20,830
and so we're essentially kicking the can down the road. And I would like to see the council actually take this opportunity to either do that
Study or really consider creating a plan for these buildings that no longer requires

1043
02:25:30,340 --> 02:25:30,340
portables. I think a successful, comprehensive plan to replace the portables means, in my
Opinion, that we no longer have portables on that site.

1044
02:25:39,940 --> 02:25:43,600
I mean, there's no other building in town I can point to. I mean, it's essentially a trailer home that we would tolerate.

1045
02:25:46,810 --> 02:25:46,810
I mean, we'd flip out anywhere else in town and at our school with our kids.

1046
02:25:51,790 --> 02:25:51,790
for some reason, we have for some reason this particular issue it's been like that for
Awhile, that we have a tolerance for it.

1047
02:25:59,230 --> 02:26:02,980
yeah, and I'm concerned about that. You know, I believe in balancing budgets, but also, you know, shirking public safety is
It really has me worried at night.

1048
02:26:10,780 --> 02:26:12,940
and so that's my $0.02. Absolutely mayor. And we can do that assessment and I can work with our fire marshal,
John ard, and we can look at that.

1049
02:26:20,950 --> 02:26:20,950
sure. Absolutely. All right. You want to can I just I want to clarify for the vote if
We're approaching that point?

1050
02:26:28,270 --> 02:26:31,750
but you want to say something. All right yeah, go ahead. Yeah, I've got two more slides. Absolutely yeah. I was going to ask if you had anymore questions.

1051
02:26:34,260 --> 02:26:34,260
yeah, no, I wanted to clarify on when it gets to the vote, but I'll let you finish.

1052
02:26:38,440 --> 02:26:41,050
and then I'm just going to ask you to clarify something. Certainly. Thank you. So funding options for this project right now in the what do we how
We get funding currently is through the municipal economic development

1053
02:26:50,740 --> 02:26:50,740
agreements that we have with all of the development, we currently have about $2 million
Dollars that is earmarked just for school capital projects.

1054
02:26:59,770 --> 02:27:01,750
and this would be obviously a capital project. We also have a donor, a private donor that has donated, did some matching funds and they
Donated up to 3.1 million today.

1055
02:27:11,050 --> 02:27:11,050
so we roughly have about $5 million in the account for this type of project.

1056
02:27:17,440 --> 02:27:17,440
some other options we may want to look at doing a capital campaign through the
Foundation, increasing ad valorem property tax.

1057
02:27:27,400 --> 02:27:27,400
and obviously we would need to do some studies as it relates to that if we needed to
Raise that $15 million dollars plus to do this project, if that's what it turns out to

1058
02:27:37,060 --> 02:27:37,060
be. And of course, that would have to be placed on the ballots in 2023.

1059
02:27:43,980 --> 02:27:46,570
and now any questions? It's just clarification for the vote.

1060
02:27:51,130 --> 02:27:51,130
so what you're seeking approval for today is $85,000 to pay for the bennet partners
Proposal,

1061
02:28:00,730 --> 02:28:00,730
plus 25,000 of ancillaries that may come up.

1062
02:28:04,930 --> 02:28:06,400
is that correct? That's correct, david. So typically with a lot of our contracts, we you know the initial contract is for that
$85,000, which takes us all the way through the programing phase, which we've already had

1063
02:28:14,260 --> 02:28:14,260
two meetings and all the way up to the schematic drawings and going out to bid for the
Project.

1064
02:28:20,150 --> 02:28:23,320
the 25,000. There's some incidental things that come up. So, for example, when councilmember dr.

1065
02:28:26,290 --> 02:28:29,170
white had asked about can we create more space? So that would be outside, the scope would cost us more money to do that.

1066
02:28:33,850 --> 02:28:33,850
and so that's why we always kind of put that $25,000 in there for the town manager to
Approve versus coming back to the council for that.

1067
02:28:42,550 --> 02:28:46,420
it gives you leeway. Yes, it gives us a little bit of flexibility correct. And some of these proposals have you ever looked at like some companies will go out and
Finance public projects and you can do like a lease to buy options?

1068
02:28:55,360 --> 02:28:55,360
did you guys ever look at that for some of these buildings, like you have the option to
Go for rent for seven years and buy the building at year eight?

1069
02:29:04,540 --> 02:29:06,940
right. We have not looked at that. There's been some discussion about doing like a rate, but we've never progressed further.

1070
02:29:14,470 --> 02:29:14,470
and it would be I mean, kind of I mean, essentially that's what we do with texas student
Housing, right?

1071
02:29:20,050 --> 02:29:20,050
we have nonrecourse debt that we build facilities for colleges.

1072
02:29:26,860 --> 02:29:26,860
and so something like that might be innovative, enable the town to move forward and in a
Quicker format and

1073
02:29:37,330 --> 02:29:40,750
achieve what we want without having to break the bank. And, you know, it provides an immediacy of a solution and to achieve what we want, right.

1074
02:29:47,590 --> 02:29:47,590
you know, I [inaudible] and she got all sad and said, I don't I grew up with trailers, I
Don't want my kids back in trailers.

1075
02:29:56,620 --> 02:29:58,210
and it's a good point. You don't want that. So I think it's worth exploring, that's for sure.

1076
02:30:02,020 --> 02:30:02,020
yeah, that is something we can get with our bond attorney and financial advisor to
Explore some of those options like that.

1077
02:30:09,100 --> 02:30:12,910
it would be very useful for us, I think. All right. Any other questions?

1078
02:30:16,240 --> 02:30:18,250
any questions chandrika? Tim? All right. All right. Can I get a motion to approve resolution 22-47?

1079
02:30:23,350 --> 02:30:26,240
all in favor. I mean, can I have a first. I'll make a motion. And second. I second it.

1080
02:30:28,540 --> 02:30:31,510
all in favor. Aye. All opposed. No opposed? Motion carries.

1081
02:30:34,090 --> 02:30:36,860
thank you. Thank you, troy. Thank you troy. Thanks.

1082
02:30:38,750 --> 02:30:40,970
all right, let's go jump over to some westlake academy stuff. Mr. Wilson. For number 19, consider approval of westlake resolution 22-12 for the
Adoption of

1083
02:30:50,930 --> 02:30:50,930
the westlake academy school calendar 22-23.

1084
02:30:56,920 --> 02:30:56,920
mayor? Just as a point of clarification, we did skip 17 and 18.

1085
02:31:01,300 --> 02:31:01,300
I'll come back to them. Good.

1086
02:31:07,220 --> 02:31:07,220
I know, but I want to do all the

1087
02:31:12,850 --> 02:31:12,850
so I want do a break and then come back and do all three in a row.

1088
02:31:17,090 --> 02:31:20,160
but if you want to get up. Sure. I don't have the calendar in front of me.

1089
02:31:24,430 --> 02:31:26,950
basically the calendar that was. It's in the packet right here. That was in the packet is the one that we have approved, which includes the late start
For the wednesday, which starts on september 7th.

1090
02:31:36,310 --> 02:31:36,310
and it also, I believe it includes the ab rotation, but that's not necessarily something
For you to do anything with.

1091
02:31:45,640 --> 02:31:45,640
but I believe it was when it was initially presented to the council, it was there were
Some things that we needed to take into consideration and that was

1092
02:31:55,090 --> 02:31:59,050
one to get the late start wednesday on the calendar. So I believe that's the only item of change on the calendar.

1093
02:32:03,280 --> 02:32:06,070
has there been parental feedback that late start. So I think in the early part of the summer we had an opportunity to reach out to some
Parents and we got some feedback with regards to

1094
02:32:16,210 --> 02:32:19,240
or feedback with regards to the late start. And I believe overwhelmingly many parents agree that it was a great idea in terms of us
Having a late start.

1095
02:32:26,230 --> 02:32:26,230
there were some other measures to be taken into consideration and that was whether or not
We would provide services during that morning time when students

1096
02:32:36,130 --> 02:32:36,130
would be in school, but during that professional training time.

1097
02:32:42,130 --> 02:32:42,130
so there was some parental input that we took into consideration at the time.

1098
02:32:47,590 --> 02:32:47,590
and there has been conversations on campus as well as consideration for what we would be
Doing during those times for those families who

1099
02:32:57,580 --> 02:32:57,580
may not be able to drop their kids off at a later time.

1100
02:33:02,770 --> 02:33:05,020
I saw your email this morning you sent out about that. Has anyone come back and you have a quantified number yet of a number of people you think
?

1101
02:33:09,840 --> 02:33:09,840
so we're still calculating the number in terms of students that we would be able to
Service or those who would be looking for services in the morning.

1102
02:33:18,310 --> 02:33:18,310
so hopefully we will have that information shortly in terms of how many parents are
Actually needing services.

1103
02:33:25,790 --> 02:33:27,850
that was a great communication, by the way. I thought that was great. I'm going to say thank you to the folks behind me.

1104
02:33:30,790 --> 02:33:30,790
excellent. So I believe that's joe and jason doing doing great work.

1105
02:33:35,590 --> 02:33:35,590
so just a question on behalf of some of the parents and I know I know the answer, but I
Just want everybody to

1106
02:33:44,410 --> 02:33:44,410
know. Why did we decide on the morning of wednesdays instead of the afternoons or friday
If you could

1107
02:33:54,370 --> 02:33:57,580
just let everybody know? So I think the rationale behind it. So I think that's a great question.

1108
02:33:59,920 --> 02:33:59,920
and I think this comes at a time where one I think it's a time where teachers can
Actually really focus on what needs to be

1109
02:34:09,760 --> 02:34:09,760
done. And there are not other items that are pressing or pending during the school time
Or in the afternoon times.

1110
02:34:17,200 --> 02:34:17,200
also, I believe, in terms of when teachers are actually most readily available for
Learning and also professional development

1111
02:34:27,070 --> 02:34:30,520
was a matter that was taken into consideration. So I think when we were looking at whether it's a morning or an afternoon, also
Determining when or which would be more impactful for

1112
02:34:40,240 --> 02:34:42,400
teachers and students and learning. We believe that that morning time was the appropriate time for teachers in that
Additional professional development time that will be happening in the morning.

1113
02:34:52,690 --> 02:34:52,690
so we also understood that there may have been some folks who have gone at that time in
The evening, and that may have worked well for a few.

1114
02:35:00,700 --> 02:35:00,700
but I think for most folks, the morning time ended up being that which we got actually the
Most amount of positive, input from in terms of the

1115
02:35:10,570 --> 02:35:12,610
parents. Second question. The time when some of those kids come in the morning, when the early
Start what is that time called?

1116
02:35:22,570 --> 02:35:23,770
do you have a name for it yet? No, we haven't unless these guys behind me have said this is the magic word.

1117
02:35:29,980 --> 02:35:33,350
no, we haven't called it anything special. It is truly right now. I would call it flex time just for it.

1118
02:35:35,470 --> 02:35:35,470
okay. Thank you. So during that flex time, what can we can typically a child be doing?

1119
02:35:40,330 --> 02:35:42,370
can you just give a little bit brief on that? So if I may defer for a second because I think.

1120
02:35:47,210 --> 02:35:50,950
may I? No. Dr. [inaudible]. Yeah. So we did have some conversations about what would be happening during that time and
I don't want to disregard some of the great

1121
02:36:00,910 --> 02:36:00,910
thoughts that have come out of it, but we were really looking at a time where really
Students can come in and they would either have an opportunity to complete

1122
02:36:10,870 --> 02:36:10,870
work. But this is not really a new structured time because what we are wanting to do is
Make sure that we have staffing available for this time and that we're not

1123
02:36:20,170 --> 02:36:20,170
creating a new program which may also detract from what we intended this time to be.

1124
02:36:27,360 --> 02:36:27,360
so we've not said that it's additional, I don't know, some sort of skill building program
Or some kind of

1125
02:36:38,160 --> 02:36:38,160
specified work, but really an opportunity for students who are going to be there.

1126
02:36:43,980 --> 02:36:43,980
they can do some additional reading, they can do additional homework or they can finish
Up homework they may not have done the night before.

1127
02:36:52,080 --> 02:36:52,080
and it's also an opportunity for some of our older students to do some service work as
Well.

1128
02:36:59,040 --> 02:36:59,040
so it's not quite crafted as an additional programing time, but really as a time where
Students may be

1129
02:37:08,880 --> 02:37:08,880
able to expound on some work they've done before or do some work that they're lacking in.

1130
02:37:15,690 --> 02:37:15,690
so nothing crafted or created specifically.

1131
02:37:20,100 --> 02:37:20,100
and I'm sure you would be coming back to the parents exactly what that time would look
Like for.

1132
02:37:25,980 --> 02:37:29,770
also, would all students be in the same room from k to 12? That was a concern for some of the younger student parents like would it be like a
Kindergartner and seniors all together in

1133
02:37:39,600 --> 02:37:43,200
one area or are they divided between the three campuses? So I would not suspect all students would be in the same space.

1134
02:37:46,260 --> 02:37:46,260
however, there will be some we are expecting some older students to assist us with the
Younger students.

1135
02:37:52,080 --> 02:37:52,080
but we're also thinking that the majority of the responses are going to come from our pyp
Parents.

1136
02:37:57,540 --> 02:37:57,540
so we're not envisioning a space where we had 30 or 40 five year old's to 17 or 18 year
Old's.

1137
02:38:06,600 --> 02:38:06,600
so that's that's not the idea of what we're envisioning, but we haven't codified that at
This point yet as

1138
02:38:16,470 --> 02:38:16,470
well. And once somebody signs up for it, that's true or does not sign up for it, that's
How it would be till the entire end of the year right?

1139
02:38:25,740 --> 02:38:25,740
so I think what we've done in terms of the communication that's been sent out, it does
Give a time from september through december.

1140
02:38:32,190 --> 02:38:32,190
then we will review again for the second semester to determine what the needs are in the
Second half because they may change from semester to semester.

1141
02:38:40,980 --> 02:38:40,980
got it. Thank you.

1142
02:38:45,330 --> 02:38:47,850
I just want to let me kind of step back. So this is a proposal that you guys brought to us a few months ago.

1143
02:38:52,980 --> 02:38:52,980
and I read one of the surveys done in 2019-20 and the need that the teachers really and
The administration really needed for this.

1144
02:39:00,420 --> 02:39:00,420
so, look, I do understand it might put some hardships on some parents that work.

1145
02:39:05,340 --> 02:39:07,350
I think you guys are trying to accommodate this. But I look at this, this is us helping teachers and administrators that are going to help
Our kids and do better for them.

1146
02:39:13,680 --> 02:39:13,680
so I love this schedule and I apologize on some of the hardships, but I think you guys
Will get that figured out.

1147
02:39:19,920 --> 02:39:19,920
and hopefully it's not 200 kids, but we'll see and then we'll make adjustments from there.

1148
02:39:26,190 --> 02:39:28,470
but I applaud you guys for putting this together. I think this would be great for our administration.

1149
02:39:31,710 --> 02:39:34,950
any other questions? No. All right. Can I get a motion for approval of westlake resolution 22-12?

1150
02:39:41,280 --> 02:39:44,550
I'll make a motion. A second? I'll second. All in favor. Aye. All opposed?

1151
02:39:47,240 --> 02:39:47,240
motion carries. We'll jump ahead to 22.

1152
02:39:52,860 --> 02:39:55,680
dr. Owens, bring you on up. Try to get you out of here unless you want to go dead last.

1153
02:40:02,250 --> 02:40:02,250
I'll bring you down to 33.

1154
02:40:10,960 --> 02:40:10,960
this is a presentation discussion concerning 2022 westlake academy student performance on
The ib and ap assessments.

1155
02:40:25,170 --> 02:40:25,170
thank

1156
02:40:44,580 --> 02:40:44,580
you, mayor and council, for giving me the opportunity to present you this analysis of
Student performance on

1157
02:40:54,150 --> 02:40:57,960
ib and ap exams for 2022. The majority of my discussion is going to focus on the ib exams and then a little bit
Towards the end on the ap.

1158
02:41:07,290 --> 02:41:07,290
I'll be happy to take questions at any time, so sort of feel free to sort of jump in and
Interrupt me if needs be.

1159
02:41:16,110 --> 02:41:16,110
so I'm going to start with the ib exams and I will start by sort of emphasizing what our
Graduation policy is, which is

1160
02:41:25,770 --> 02:41:25,770
that all of our seniors, all of our students go into the diploma program as diploma
Program candidates.

1161
02:41:35,460 --> 02:41:35,460
this actually makes us quite distinct from other ib programs in many schools, both in the
Us and around the world, becoming a full diploma

1162
02:41:45,390 --> 02:41:45,390
program candidate will involve some kind of selective process, perhaps based on previous
Academic performance or at some school, students may have the choice of taking the

1163
02:41:55,320 --> 02:41:55,320
full diploma or just taking exams in one or two [inaudible] subjects.

1164
02:41:59,700 --> 02:41:59,700
or they may have the choice of being a diploma program candidate or taking ap exams.

1165
02:42:04,710 --> 02:42:04,710
at westlake academy our graduation policy, which I'm proud of is that we are saying to
Our students that we have confidence in all of you.

1166
02:42:13,290 --> 02:42:13,290
and all of our students are full diploma candidates, irrespective of whether they've been
Very successful so far in their academic career or

1167
02:42:23,280 --> 02:42:23,280
whether they are still looking for that success as well.

1168
02:42:28,080 --> 02:42:28,080
the only exception to this would be, for example, if a student was in special education
And it was the decision of an ard to dismiss them from the ib diploma program or there

1169
02:42:37,800 --> 02:42:40,050
were exceptional circumstances. So for 2022 out of our 66 graduating seniors, 63 were full diploma program

1170
02:42:49,830 --> 02:42:49,830
candidates. And just a quick reminder that 24 is the magic number.

1171
02:42:55,410 --> 02:42:55,410
that's what our students need to get on their exams to get the ib diploma.

1172
02:43:00,000 --> 02:43:00,000
maximum score is 45 and so students will take exams in six subject areas graded on a
Scale of 1 to 7, with seven being the

1173
02:43:09,960 --> 02:43:09,960
highest. And so the excellent news, so 58 out of our 63 diploma candidates gained the ib
Diploma

1174
02:43:20,100 --> 02:43:23,130
this year. That's just above 92%. Historically, that's our best ever year at westlake academy.

1175
02:43:27,830 --> 02:43:27,830
it was also comfortably above the world average pass rate as well, which was just above 85
Percent.

1176
02:43:35,900 --> 02:43:35,900
it probably makes more sense if I show you a this visual here.

1177
02:43:40,010 --> 02:43:40,010
so the blue line is the westlake academy diploma recipient rate.

1178
02:43:44,270 --> 02:43:47,060
the orange line is the world average pass rate as well. So historically, if we go back to say 2015, 2016, we're sort of hovering around about a
60% pass rate.

1179
02:43:55,910 --> 02:43:55,910
and then incrementally between 2016 and 2019, we went up to 90%.

1180
02:44:02,600 --> 02:44:02,600
and then for the last four years, we've been holding at 90%.

1181
02:44:07,580 --> 02:44:07,580
and so I do think in the context of all of our students being diploma program candidates,

1182
02:44:12,920 --> 02:44:12,920
this not being a selective program, I do think that is an excellent achievement by our
Westlake academy students and I think reflects strongly on the excellent

1183
02:44:23,540 --> 02:44:23,540
faculty that we have as well.

1184
02:44:28,840 --> 02:44:28,840
I also analyze data on various aspects of student performance as well.

1185
02:44:33,910 --> 02:44:33,910
two data points that the ib use will be to have a look at the average points earned by a
Diploma recipient and the maximum is

1186
02:44:43,390 --> 02:44:43,390
45. This year our students scored 32.

1187
02:44:47,800 --> 02:44:47,800
and if you have a look at the diploma recipients around the world, that will be at 33.

1188
02:44:53,410 --> 02:44:56,170
so we're just a little bit behind that. Same with the average subject score as well.

1189
02:44:59,860 --> 02:44:59,860
again, I think I would expect that as we are an open access program for the diploma.

1190
02:45:08,990 --> 02:45:12,880
our students this year also performed strongly at the higher level as well. So I also track the number of exams that receive a six or a seven and 30% of our exams
This year recorded that which

1191
02:45:22,630 --> 02:45:22,630
for a full examination year is our best.

1192
02:45:28,600 --> 02:45:28,600
so again, if we have a look at this on a graphic, this is the average sort of subject
Score.

1193
02:45:34,390 --> 02:45:34,390
again, over the years, we've incrementally got sort of higher, higher and higher.

1194
02:45:39,100 --> 02:45:39,100
and then we sort of stabilizing at just above five for the average subject score.

1195
02:45:46,090 --> 02:45:46,090
another way that we also analyze our data to sort of track performance and to support
Student growth, support teacher growth is to track how we perform in the individual

1196
02:45:55,690 --> 02:45:56,980
subjects as well. And the ib provides a global average data, so I'm just going to go through that now.

1197
02:46:03,130 --> 02:46:03,130
so and I'm showing five years of historic data as well to show trends.

1198
02:46:11,380 --> 02:46:11,380
and so around the world, students taking english literature hl would average 4.73 but our
Students this year average 4.91 so

1199
02:46:20,710 --> 02:46:23,110
comfortably above the global average. And what you're going to see in the tables that follow, if it's been above the global
Average, it'll be in black.

1200
02:46:27,640 --> 02:46:29,290
if it's  been below it's been in red. And so this data reflects that we do have a strong english literature, a program that's
Been led very well by [inaudible] over the

1201
02:46:39,250 --> 02:46:42,550
last five years. Group two, which is language acquisition.

1202
02:46:46,840 --> 02:46:49,390
there is a little bit of red there. But again, if we actually have a look at the numbers with spanish sl, which the vast
Majority of our students take, we're always very, very close to that

1203
02:46:59,470 --> 02:46:59,470
global average. So this is a strong program led by [inaudible] morales as well.

1204
02:47:05,200 --> 02:47:05,200
the french program, which I do want to expand on it [inaudible] myself.

1205
02:47:10,600 --> 02:47:10,600
this has been below the global average, although we did do better this year.

1206
02:47:17,390 --> 02:47:19,400
with the group three results. This is the humanities history hl had a very strong year, which was nearly a whole point
Above the global average.

1207
02:47:29,180 --> 02:47:29,180
whilst we've been talking about the benefits of the early start proposal.

1208
02:47:33,680 --> 02:47:36,230
I just want to pause briefly on history. History was actually team taught by dr.

1209
02:47:38,690 --> 02:47:38,690
elliott and myself, and the benefits of collaborating with another teacher, I think are
Reflected in these strong scores for history.

1210
02:47:48,200 --> 02:47:51,140
economics, we were lower than usual. This year we are welcoming back a formerly retired teacher, mr.

1211
02:47:55,490 --> 02:47:59,330
[inaudible]. He's coming back part time to teach the economics hl. So I would expect those scores to go back up.

1212
02:48:02,570 --> 02:48:02,570
and business management, which has been traditionally strong, just a little bit below the
Global average, but still strong scores.

1213
02:48:11,180 --> 02:48:11,180
group four, which is science compared to previous years, I think we actually see our
Science program sort of growing in strength in terms of

1214
02:48:21,080 --> 02:48:23,540
its performance against the global averages. If you have a look at the subjects which most of our students take, biology sl, chemistry
Sl, they're now above the global average.

1215
02:48:31,280 --> 02:48:34,100
our physics students and mr. Llewellyn had a stellar year.

1216
02:48:35,720 --> 02:48:37,580
that's incredibly impressive. 6.019 and our computer science program, which is still relatively new, was strong as
Well.

1217
02:48:44,570 --> 02:48:44,570
chemistry hl, this was all last year of doing chemistry hl.

1218
02:48:49,760 --> 02:48:49,760
you'll see from the data that not many, hardly any students at all took it and not with
Great success.

1219
02:48:54,710 --> 02:48:54,710
so to focus on strengthening our chemistry program, we're just offering chemistry sl this
Year and ess and biology

1220
02:49:04,580 --> 02:49:04,580
remain areas where we can continue to support sort of student and teacher growth.

1221
02:49:09,740 --> 02:49:09,740
on the chemistry is it the lack of teachers what makes us behind in that is it the lack in
Facilities?

1222
02:49:18,050 --> 02:49:18,050
that's a great question. So because only one or two students want to take the chemistry
Hl exam each year, we co-seat a chemistry sl

1223
02:49:28,050 --> 02:49:29,900
and chemistry hl. And when you co-seat subjects, it becomes more of a challenge in terms of differentiation
Of material.

1224
02:49:39,470 --> 02:49:39,470
and so I would say the fact that it can't be an exclusive focus on chemistry hl is a
Challenge.

1225
02:49:46,420 --> 02:49:46,420
I would say, from speaking with other coordinators around the world, chemistry hl is also
Tremendously difficult as well.

1226
02:49:53,510 --> 02:49:53,510
it's sort of known to be one of the harder ones, so I think that would be my
Interpretation of why.

1227
02:49:58,880 --> 02:49:58,880
can I ask another question?

1228
02:50:03,320 --> 02:50:03,320
I mean, taking this example of chemistry, I mean, you can see on the data points that you
Presented so far, some subjects are stronger than others.

1229
02:50:12,870 --> 02:50:16,670
yes. And then there appears to be some progress, but then some retrenchment. Yeah. It's not on a clear upward trajectory on all cases.

1230
02:50:21,800 --> 02:50:25,670
yeah. So in reality, what do you do with this data? I mean, the data collection is really good.

1231
02:50:28,190 --> 02:50:28,190
yeah. But what do you do with this and how do you analyze the the core underlying
Potential causes for some of those issues?

1232
02:50:36,860 --> 02:50:36,860
that's a great question. So in terms of the data analysis that we do each year, teachers
Complete a data analysis form that they share with me.

1233
02:50:45,680 --> 02:50:45,680
now, what you can do with that with the subject grades is you can break it down into its
Component parts.

1234
02:50:51,680 --> 02:50:51,680
and so each subject grade is made up of external exams, which account for about 80%, and
Then an internal assessment which is coursework done by the students in school.

1235
02:51:01,460 --> 02:51:01,460
so the first thing that I can do, working with teachers is to see which papers within a
Subject might be strong and which areas that these students might perform

1236
02:51:11,180 --> 02:51:11,180
lower. This can tell you where some of the challenges in these subject are.

1237
02:51:15,830 --> 02:51:15,830
for example, if in a subject students were scoring lower on the internal assessment on
The coursework than on the exams, that would tell me that in the following years, the

1238
02:51:25,520 --> 02:51:25,520
teachers should sort of focus more on research skills so students can perform better on
The coursework.

1239
02:51:31,940 --> 02:51:31,940
when you have a look at papers in certain subjects, sometimes paper one is more skill
Based.

1240
02:51:37,460 --> 02:51:39,440
paper two might be more content knowledge. If one is scoring higher than the other, then this tells us that perhaps where we might
Want to shift the focus in terms of instruction, whether it's more on skills or whether

1241
02:51:48,410 --> 02:51:51,920
it's more on the retention of key knowledge, for example. So we can dive deeper into the data to adjust the teaching accordingly, where we do have
Fluctuations up and

1242
02:52:01,790 --> 02:52:01,790
down. I think part of that would also reflect that every cohort is different.

1243
02:52:05,990 --> 02:52:05,990
and so we do get years with the sort of naturally stronger cohorts than others.

1244
02:52:10,640 --> 02:52:14,180
so that would account for it as well. And also and this gets into a wide discussion about teacher retention as well.

1245
02:52:20,580 --> 02:52:20,580
when there's a new teacher they would need some sort of extra support as well, especially
If they were new to the ib.

1246
02:52:27,790 --> 02:52:27,790
and sometimes it might take one year or maybe two for the teacher to be performing a sort
Of optimum levels.

1247
02:52:36,720 --> 02:52:40,500
okay. Thank you. And so with group five mathematics.

1248
02:52:44,450 --> 02:52:46,860
this year, this is absolutely fantastic. We had 12 students take the mathematics and also approach this higher level exam.

1249
02:52:52,290 --> 02:52:52,290
we didn't have any the year before and over historically there's maybe been one or two
Students each year.

1250
02:52:58,590 --> 02:53:00,960
so this was a fantastic performance. Again, I think this speaks to collaboration.

1251
02:53:04,140 --> 02:53:04,140
mr. Llewellyn had taught the seniors, missy, the juniors, and they had worked closely
Together throughout the two years.

1252
02:53:09,660 --> 02:53:11,940
so it shows the benefits of that. It also chimes with the excellent physics scores as well.

1253
02:53:14,580 --> 02:53:14,580
a lot of our strong physics students took math hl and with the standard level in both
Courses, they were both very strong as well.

1254
02:53:24,720 --> 02:53:24,720
finally, with group six, which is our visual art, this did dip a little bit this year.

1255
02:53:32,010 --> 02:53:32,010
I think visual art would be one of those subjects where you might see some fluctuation as
Well, depending on sort of the innate talent of the

1256
02:53:41,580 --> 02:53:44,680
artists each year. Another data point that I do look at in terms of supporting teachers to try and identify
Trends, we can also actually look at the pass rate within these subjects.

1257
02:53:54,060 --> 02:53:57,960
so on the 1 to 7 scale, four is considered to be a pass. So this is useful data in terms of identifying overall where our strengths lay, but also
Were more support would be needed

1258
02:54:07,920 --> 02:54:07,920
as well. Dr. And can you just comment briefly on how the pass rate correlates to overall
Graduation?

1259
02:54:13,020 --> 02:54:13,020
how does this impact on that path to achieving the diploma?

1260
02:54:18,000 --> 02:54:18,000
excellent question. So the the assessment of the ib diploma is entirely separate from the
Graduation from westlake academy.

1261
02:54:27,030 --> 02:54:27,030
so the grades that go in the grade book that appear in the high school transcript that is
Done on the work that is assessed in class, graded by the teacher.

1262
02:54:34,800 --> 02:54:37,950
so the two are separate. That said, in terms of understanding the relationship between the two, I do want to see
Correlation with the

1263
02:54:47,670 --> 02:54:47,670
grades that are in the grade book and how students would ultimately perform on the ib
Diploma.

1264
02:54:52,860 --> 02:54:52,860
if a student was scoring 95 and or 99 in a subject, I would expect them to get at least a
Six.

1265
02:54:59,370 --> 02:54:59,370
and so again, there is another data point that we can use to make sure that there is
Actually consistency between the assessment done in class and how that's used to help us

1266
02:55:07,920 --> 02:55:10,890
predict how students will perform on the ib exams. Okay. Sorry, I don't want to digress too much, but could you maybe just take economics as
The data point here because it's the anomaly?

1267
02:55:16,740 --> 02:55:16,740
yeah. And then could you just compare it back to what that looked like from one of the
Previous slides in terms of how the average grade, for example,

1268
02:55:26,700 --> 02:55:26,700
what they achieved for their exams?

1269
02:55:31,650 --> 02:55:31,650
and a little bit about like so how do you course correct if almost half of the students
Are failing economics?

1270
02:55:39,020 --> 02:55:39,020
yes. What was the impact overall again in achieving the diploma in that particular case
And what was the course correction?

1271
02:55:45,000 --> 02:55:47,700
okay. So that's a good question. So one of the benefits, say, of the ib diploma over ap is that students are taking six
Subjects and what is built in is a recognition that

1272
02:55:57,660 --> 02:56:00,300
students will have strengths in different areas. And so the impact on students getting threes in economics, which is an hl, was
Counterbalanced by those same students getting

1273
02:56:09,870 --> 02:56:13,470
fives in history and in english. So in terms of the impact on students not getting the diploma, it was limited.

1274
02:56:19,970 --> 02:56:19,970
in terms of the correction in this specific case, we have a different teacher this year.

1275
02:56:28,590 --> 02:56:28,590
if it was the same teacher, then the correction would be further training in terms of
Official ib workshops and closer working with me as

1276
02:56:38,220 --> 02:56:38,220
well. Specifically in terms of the skills that teachers need to create assessment capable
Learners.

1277
02:56:43,200 --> 02:56:45,460
how do you prepare students for exams? Okay, thank you. I'm just going to just a brief look at the bonus points.

1278
02:56:53,040 --> 02:56:53,040
bonus points are available for extended essay and for theory of knowledge as well.

1279
02:56:58,020 --> 02:57:00,630
these are not external assessments. Theory of knowledge and extended essay is based on ib coursework done in class, but these
Bonus points are very important indeed.

1280
02:57:09,690 --> 02:57:09,690
quite often we do have students who might get 23 points from their exams but pick up one
Point from tok and an extended essay.

1281
02:57:17,700 --> 02:57:17,700
we are a little bit below the world average for core points.

1282
02:57:24,330 --> 02:57:28,080
and actually just briefly look at the data here. For example, on the extended essay our percentage of a's and b's is a little lower than
The world average of a's and b's for the extended essay.

1283
02:57:38,220 --> 02:57:38,220
and similarly in theory of knowledge, our percentage of a's and b's is a little bit below
.

1284
02:57:46,040 --> 02:57:46,040
in terms of working with that starting this year, we're moving from a two semester tok
Class to a three semester tok class that has the

1285
02:57:55,710 --> 02:57:55,710
explicit teaching of the extended essay and research skills embedded as well, which say
From the data analysis I have done recently,

1286
02:58:05,730 --> 02:58:05,730
our students perform much better on external exams when they're under pressure than ib
Coursework done in class.

1287
02:58:13,110 --> 02:58:13,110
so that's something that me and the dtp teachers are going to be analyzing tomorrow and
How we can work on that.

1288
02:58:22,400 --> 02:58:22,400
okay. So as a summary, this may 2022 was historically our strongest performance in terms
Of pass rate,

1289
02:58:32,240 --> 02:58:32,240
in terms of average points earned and the average subject score for an examination
Session, it was also our highest as well.

1290
02:58:40,790 --> 02:58:40,790
and this was our fourth consecutive year at the 90% mark.

1291
02:58:45,140 --> 02:58:45,140
in terms of our strategies moving forward, beginning tomorrow with the dpt team, we'll be
Looking at subject specific data.

1292
02:58:51,980 --> 02:58:51,980
some of the component data that I mentioned is provided through ib insights.

1293
02:58:56,270 --> 02:58:56,270
so we'll work on that and we'll collaborate together on strategies for a differentiation
As well.

1294
02:59:02,240 --> 02:59:02,240
I think this is important in supporting the success of all of our students in the diploma
Program.

1295
02:59:08,270 --> 02:59:12,050
as I said before, we do have students who've been tremendously successful so far. We have students who are yet to find that success.

1296
02:59:15,200 --> 02:59:15,200
and so to keep on pushing our students who have been successful, to get these sixes and
Sevens, to help support students as well, to make sure that they pass the ib

1297
02:59:24,710 --> 02:59:24,710
diploma that takes skills in terms of differentiation in the classroom.

1298
02:59:29,750 --> 02:59:29,750
so again, that's something that we will be looking at and collaborating on using the late
Start wednesdays as well.

1299
02:59:37,550 --> 02:59:37,550
and as an overall goal, we obviously want to remain above the global averages in the
Diplomas received and strive to be above the global averages in the

1300
02:59:46,700 --> 02:59:48,740
subjects as well. So that concludes my presentation for the ib.

1301
02:59:51,320 --> 02:59:52,450
is there any further questions? I have a question and this is in reference to spanish.

1302
02:59:57,160 --> 02:59:59,230
ok. If you don't mind going back to that slide. Of course.

1303
03:00:03,070 --> 03:00:06,710
spanish is a subject that is taught in our academy since kindergarten. Yes. And for all every year there is for every portion of the school year, I would

1304
03:00:16,640 --> 03:00:19,010
say like for pyp and [inaudible] and dp. There are separate teachers who do that.

1305
03:00:22,080 --> 03:00:22,080
last year we know that in the myp portion of it, there was a new teacher who was brought
In and there was a very big communication, I

1306
03:00:32,030 --> 03:00:32,030
don't know, communication gap, training gap or whatever gap, I would call it, where a
Number of students were

1307
03:00:41,780 --> 03:00:41,780
very upset and a lot of a number of parents had complained about the whole situation.

1308
03:00:45,920 --> 03:00:45,920
that is it. My point is we are below world average on spanish considering we are a school
Which

1309
03:00:55,580 --> 03:00:55,580
offers spanish from kindergarten onwards to our students and we and we pride over that.

1310
03:01:01,100 --> 03:01:01,100
we do pride over the fact that we have a language that comes from kindergarten onwards
Till the end for our students.

1311
03:01:10,460 --> 03:01:10,460
we have introduced french as well, which I believe starts in seventh grade.

1312
03:01:16,130 --> 03:01:17,870
sixth grade students will take spanish. Sixth grade. And french in the same class and then they will make their selection for the

1313
03:01:22,200 --> 03:01:22,200
yeah. So again that's a number of years that it's provided and we are below world average
In standard level.

1314
03:01:30,110 --> 03:01:30,110
I'm not even talking about higher level but just standard level spanish, we are below
World average in both spanish and french.

1315
03:01:36,620 --> 03:01:36,620
and we have been for the last three years.

1316
03:01:41,210 --> 03:01:43,370
have we looked into it? Is there actually my suggestion would be and this is a theme which I have heard from a
Lot of parents, there is no collaboration at this point between teachers which move

1317
03:01:53,270 --> 03:01:57,200
from pyp to myp to dp. And that was one of the bigger problems that happened in myp last year.

1318
03:02:00,470 --> 03:02:04,340
and I just want to reiterate that only because so that it never gets repeated again. There were students who were crying going into school just because they were not able to
Match up to the expectation of the teacher in myp in spanish.

1319
03:02:13,940 --> 03:02:13,940
and that was because and these are students who have been from our own system.

1320
03:02:19,880 --> 03:02:19,880
so there is obviously a collaboration gap between the teachers on that and that's showing
In the results for the last three years.

1321
03:02:30,000 --> 03:02:30,000
I highly request you all to look into this language program because we really at the
School, I know we all pride about this a lot that we

1322
03:02:39,960 --> 03:02:39,960
have a language program, an extra language program for our students.

1323
03:02:47,370 --> 03:02:47,370
yes, absolutely. The need for what the benefits of stronger vertical alignment

1324
03:02:58,260 --> 03:03:00,570
are clear. One of the things that we will be able to do with this late start wednesday is
Intentionally, at least once a month, have departmental time for

1325
03:03:10,560 --> 03:03:12,060
vertical alignment. That's much more departmental time that we've managed in the past.

1326
03:03:17,820 --> 03:03:17,820
also, the fact that now it's on the calendar, I think every third wednesday of the month
Is for departmental time.

1327
03:03:25,830 --> 03:03:25,830
that allows for much more intentional planning as well rather than meeting on more of an
Ad hoc basis.

1328
03:03:32,610 --> 03:03:32,610
so my hope is having more time and having more intentional planning time with vertical
Alignment, specifically between the programs at those sort of

1329
03:03:42,510 --> 03:03:42,510
points. For example, going from 10 to 11 is a critical one in language acquisition as
Well because this will be looked at

1330
03:03:52,440 --> 03:03:56,330
very closely. Thank you. Any more questions? No, but I have a quick comment, if I may.

1331
03:03:59,720 --> 03:04:00,980
sure. You know, dr. Owens, I now have my youngest son, my youngest child going to be a senior now.

1332
03:04:06,260 --> 03:04:09,260
so he's the last of our kids going through westlake academy. And I just wanted to say that over the years I knew we had a lot of growing pains, but I
Have been really pleased to see the growth in the professionalism and the

1333
03:04:19,130 --> 03:04:19,130
depth of teaching by our teachers and also the expansion and breadth of the coursework
That's offered in the myp and dp programs, especially

1334
03:04:29,120 --> 03:04:29,120
in the chemistry, physics and math and biology departments.

1335
03:04:34,010 --> 03:04:35,480
it's really been impressive. And I want to just make note of that because that's been a really big problem to get our
Arms around.

1336
03:04:42,560 --> 03:04:42,560
and you guys have made tremendous progress in the last, I would say, 5 to 6 years am I
Off base.

1337
03:04:48,530 --> 03:04:49,670
so. That's correct. Yes. Yeah. So I just wanted to make sure that everybody knew that.

1338
03:04:53,120 --> 03:04:53,120
and it's a really you know, it's a quiet testament to the commitment over years and years
Of work and it doesn't go unnoticed.

1339
03:05:00,290 --> 03:05:02,120
thank you. Thank you. Thank you so much, dr. Owens.

1340
03:05:04,760 --> 03:05:04,760
anymore comments. I think he has the next part of the presentation.

1341
03:05:08,980 --> 03:05:12,800
this is going to be shorter, I promise. So I'm just going to present briefly on the performance of our ap exams at westlake
Academy.

1342
03:05:20,270 --> 03:05:20,270
so just to give you a brief historic overview, if we go back sort of six, seven years,
Not many of our students were

1343
03:05:29,960 --> 03:05:29,960
taking ap exams, but beginning in 2016, I think there was a growing emphasis to encourage
Our students to sign up

1344
03:05:39,710 --> 03:05:41,660
and take ap exams. So you can see over the last six years, we've had a growth in the number of students
Taking ap exams, but also with the students having a go at two, three,

1345
03:05:51,140 --> 03:05:51,140
sometimes four ap exams over the course of their time at westlake academy.

1346
03:05:57,080 --> 03:05:57,080
so this is data that we track as well to show the performance on these ap exams.

1347
03:06:03,640 --> 03:06:06,970
just as a brief overview here. So the number of our students taking exams is these ap exams is holding pretty steady.

1348
03:06:13,600 --> 03:06:13,600
the total number of ap exams taken has fluctuated a little bit.

1349
03:06:18,550 --> 03:06:18,550
I would say the dip from 2020 to 2021.

1350
03:06:22,660 --> 03:06:22,660
and I explain this a little bit more in detail, is that when you have juniors who are
Getting used to the demands of the ib and the diploma program

1351
03:06:32,830 --> 03:06:32,830
during that year of the pandemic, when many of our students were at home, many students
Took the decision to focus just on the ib and not take ap exams.

1352
03:06:40,750 --> 03:06:42,610
and so that's why we had that little dip. And I would think that would explain the little dip in student performance as well.

1353
03:06:47,050 --> 03:06:47,050
is that more of a focus has been on getting used to the diploma program.

1354
03:06:55,330 --> 03:06:55,330
we do also recognize our ap scholars and we will be formally recognizing our 2022 ap
Scholars soon here in front of the board.

1355
03:07:05,560 --> 03:07:05,560
but we track our ap scholars with distinction, with honors and our scholars as well.

1356
03:07:10,840 --> 03:07:10,840
so for 2022, we had 44 ap scholars, which but we had a little leap in 2020, but that would
Be holding consistent with

1357
03:07:20,770 --> 03:07:23,950
what we've seen over the last five years. And then just briefly, to run through how we track the ap exams, because I think we can
Categorize them in three different ways.

1358
03:07:32,020 --> 03:07:32,020
firstly, it is the official ap classes and there's three of them human geography, world
History, computer science.

1359
03:07:38,710 --> 03:07:38,710
and these are taught in myp, human geography and ninth grade world history, computer
Science, 10th grade.

1360
03:07:44,560 --> 03:07:44,560
so I say that these are official classes because they are registered with the college
Board and the full content and skills are taught, but still through the

1361
03:07:54,310 --> 03:07:57,520
lens of of the diploma. And you can see how our students are performed here.

1362
03:08:01,090 --> 03:08:01,090
I think pretty okay for human geography considering that they are ninth grade students.

1363
03:08:07,480 --> 03:08:07,480
world history statistically very, very close to the national average.

1364
03:08:13,660 --> 03:08:13,660
and computer science just a little bit below.

1365
03:08:19,220 --> 03:08:19,220
the second category is what I call dp ap aligned.

1366
03:08:23,440 --> 03:08:26,800
so these are not official ap classes. These are dp courses which are two years long, where the ib content and skills are taught
And the emphasis is on the ib skills and

1367
03:08:36,520 --> 03:08:36,520
content. But wherever possible, teachers will align the content and the skills with the
Ap content and skills.

1368
03:08:43,810 --> 03:08:43,810
so these are not official classes, but teachers do what they can to make sure that
Students are given the tools that they need to be successful on the

1369
03:08:53,800 --> 03:08:55,300
ap exam. And this is a challenge both for teachers and for students.

1370
03:08:59,950 --> 03:08:59,950
the ib courses are designed to be two years long, so teachers need to make sort of
Careful calculations about where they can support the ap.

1371
03:09:07,270 --> 03:09:07,270
but again, we work on those kind of alignments and our teachers do it very well and our
Students, so great tenacity and fortitude for doing that little bit of extra studying

1372
03:09:17,140 --> 03:09:20,950
on their own so they can take the ap exams. So again, english language, which has been traditionally strong and now our physics
Program at westlake, which is exceptional, we're above the global average biology and

1373
03:09:30,940 --> 03:09:30,940
environmental science a little bit below.

1374
03:09:35,470 --> 03:09:35,470
again, you'll see that the economics program struggled last year.

1375
03:09:42,340 --> 03:09:45,820
I would expect a correction on that with mr. Tully coming back.

1376
03:09:46,900 --> 03:09:46,900
our us history students did test a little bit below where we would expect them to do this
Year.

1377
03:09:56,650 --> 03:10:00,610
and finally, our final category is nonaligned subjects. These are subjects where students will sign up and take the exam if they wish.

1378
03:10:06,790 --> 03:10:06,790
but there's not a focus on trying to align the content and skills in the classroom.

1379
03:10:15,550 --> 03:10:15,550
so a final slide in terms of the ap goals for the coming year, it's really to provide
Support for teachers

1380
03:10:25,240 --> 03:10:25,240
specifically in the diploma program so they can balance the demands of these two year ib
Courses with giving students key content knowledge and the skills that

1381
03:10:35,230 --> 03:10:38,470
they need to do well on the ap exams. And we also do send teachers to ap summer institutes as well where they can gather more
Resources to help

1382
03:10:48,430 --> 03:10:48,430
them. We also had a pilot program led by some, some juniors in may called dp forge, where
These students

1383
03:10:58,870 --> 03:10:58,870
were chosen by their respective teachers to help tutor their peers who are preparing for
Ap exams as well.

1384
03:11:07,510 --> 03:11:07,510
it was quite a small pilot program, but we are going to look at perhaps pursuing that
More and in a more general sense, moving into the diploma program this year, we're going

1385
03:11:16,930 --> 03:11:16,930
to do more senior mentoring of juniors to sort of help juniors make that transition from
10th grade.

1386
03:11:25,930 --> 03:11:29,590
so that concludes the ap presentation. Fantastic. Any questions?

1387
03:11:32,470 --> 03:11:34,450
I don't have a question, but I have a comment. Okay. Excellent presentation, dr.

1388
03:11:37,090 --> 03:11:38,350
owen thank you so much. It's always such a pleasure to see you do this because it just gives reinforcements and
Encouragement that we are going in the right direction.

1389
03:11:46,480 --> 03:11:46,480
and I would love for all the parents to realize that there's so much conversation of our
Rankings going down that has been going around in the community, that if you

1390
03:11:56,350 --> 03:11:56,350
look at our diploma rate, we are way above the world average and we are an ivy school.

1391
03:12:01,690 --> 03:12:01,690
and this is exactly the main thing that matters that 92% of our students have received
Their diploma.

1392
03:12:10,270 --> 03:12:10,270
and since we are an ib school, this should is what should matter to all the parents
Because they have chosen this school as it's an ib school to send

1393
03:12:20,230 --> 03:12:22,300
their kids. So. Excellent, excellent, excellent.

1394
03:12:24,910 --> 03:12:24,910
thanks you. If I may just comment briefly on the rankings as well, because I submit data
For that.

1395
03:12:31,290 --> 03:12:34,750
different news outlets use different formulas. I think the washington post one, which was perhaps one that was commented on.

1396
03:12:40,710 --> 03:12:40,710
washington post used something called a challenge index where the ranking is based purely
On the number of I.b.

1397
03:12:45,790 --> 03:12:45,790
exams taken, plus the number of ap exams taken divided by the number of seniors.

1398
03:12:50,380 --> 03:12:54,040
they don't even take into account how students perform on those exams. It's based on the philosophy that the challenge is there, that if students are taking
Enough, then that's a sign of quality.

1399
03:13:00,160 --> 03:13:00,160
and so so thank you for this comment because rankings don't always quite tell us
Everything that we need to know about student performance.

1400
03:13:08,770 --> 03:13:12,670
but I think 92% of our students getting the diploma absolutely does. Does. It does. And thank you for that clarification.

1401
03:13:15,070 --> 03:13:15,070
I'm sure a lot of parents will appreciate that, that all those loose comments about the
Rankings not doing well.

1402
03:13:22,330 --> 03:13:24,130
I'm glad you mentioned that. Well, you know, I love looking at situation from an internal point of view and external
Point of view.

1403
03:13:31,510 --> 03:13:34,990
and we're always trying to attract new people to the community. And we know the value of our neighborhood and our town and we know the value of the
School.

1404
03:13:41,290 --> 03:13:41,290
we also know the value of carroll isd and keller isd students too.

1405
03:13:45,880 --> 03:13:45,880
sometimes the rankings are good for marketing and having other people external come to
Our town appreciate our town because when people move to an area,

1406
03:13:55,840 --> 03:13:55,840
they they need to get a reference and it helps with that.

1407
03:14:00,340 --> 03:14:02,890
it helps with corporations moving here too. And so rankings aren't everything, but they're part of a marketing tool to get other
People other than us to appreciate what we're doing and appreciate what you're doing,

1408
03:14:12,700 --> 03:14:15,580
because we all appreciate here what you do for us. We want everyone in the outside world to understand what we're doing, and those rankings
Help give granularity and insight to the 1800 people, the activities of

1409
03:14:25,570 --> 03:14:26,980
us in this town, right? Yes, absolutely. And thank you for clarifying that.

1410
03:14:30,130 --> 03:14:30,130
yeah. One of the things which helps westlake academy in the rankings is our ib students
Also taking ap exams and I'm aware of that and our teachers are aware of

1411
03:14:39,760 --> 03:14:39,760
that. And that's why we do work work hard to align ib content with ap content wherever we
Can.

1412
03:14:48,550 --> 03:14:48,550
there are actually also some knock on benefits of that as well.

1413
03:14:53,170 --> 03:14:53,170
if you actually have a look at our student performance on ib exams, it did go up at the
Same time that we were taking more ap exams.

1414
03:14:59,770 --> 03:14:59,770
I think there's something to be said that exposing sophomores and juniors to one off
Cumulative exams can help prepare

1415
03:15:09,670 --> 03:15:09,670
them for the ib exams one year later as well.

1416
03:15:14,140 --> 03:15:14,140
so then I would ask you a question, are you bringing in more ap courses?

1417
03:15:18,210 --> 03:15:21,720
we are not bringing in any ap courses. It's more of a case of just continuing to support teachers with that alignment so they
Can align ib courses with ap

1418
03:15:31,170 --> 03:15:33,990
curricula. Which is just phenomenal. Yeah. And I just have one comment on the rankings thing I'd ask you to do and mr.

1419
03:15:38,700 --> 03:15:41,880
wilson is on the rankings just be honest about them. That's it. Just what the trends are, what there were a couple of years ago, what they are
Now.

1420
03:15:46,770 --> 03:15:48,240
look, we love the school. We love the teachers. But I don't know that we've been completely honest about that in
The past when we announced those rankings.

1421
03:15:54,060 --> 03:15:54,060
let's give us a trend. I think I will be happy to do more about transparency in terms of
The calculations behind these rankings.

1422
03:16:03,900 --> 03:16:03,900
yeah. Us news have a different formula to washington post, for example, and these things
Always help with the context.

1423
03:16:09,330 --> 03:16:13,050
I completely get that. Yeah. Those insights are very valuable. And as a parent who's seen kids go through this process, I know there's a lot of stress
With ib and ap.

1424
03:16:18,180 --> 03:16:18,180
and as much as I hate to see our kids under stress, I think the value overall is there
For us to continue this policy of ap and ib.

1425
03:16:27,540 --> 03:16:30,630
thank you for that clarity. Yeah no problem. Yeah, that helps me. Yeah. Are there other questions?

1426
03:16:31,740 --> 03:16:35,340
comments? Great job. Thank you. Tim? Anyone? Thanks. Thank you so much. I'm going to quickly go through two other items and then we'll go take
A break.

1427
03:16:40,890 --> 03:16:42,300
I'd like to go move on to 23. Consider approval of westlake academy resolution 22-18 for the bid for property casualty
Insurance products and services to box with sandy.

1428
03:16:52,380 --> 03:16:55,900
had to do a briefing on that or.. So while sandy makes her way up here, this

1429
03:17:05,670 --> 03:17:05,670
is not an item that will necessarily be a new initiative.

1430
03:17:11,430 --> 03:17:11,430
yeah this is our, are we keeping with the same providers for insurance or is this a
Change of insurance?

1431
03:17:19,500 --> 03:17:21,930
we are keeping this same provider. Yeah. Okay.

1432
03:17:23,610 --> 03:17:23,610
that was my only question. I read through the whole packet and was like, is this a
Different provider or a new provider?

1433
03:17:28,230 --> 03:17:28,230
it is. It's the same provider we've had for for a few years, many years.

1434
03:17:33,360 --> 03:17:33,360
and it was our only our only bid.

1435
03:17:37,950 --> 03:17:41,700
and they've been excellent to work with. Come and sit with us if we have any questions.

1436
03:17:44,850 --> 03:17:47,010
so that's where we are. We have one choice. Any comments or concerns?

1437
03:17:50,310 --> 03:17:50,310
[inaudible] can I get a motion to approve westlake academy resolution 22-18?

1438
03:17:57,280 --> 03:17:58,840
I'll make a motion and a second. I'll second. English is a problem here.

1439
03:18:04,720 --> 03:18:08,520
all in favor. Aye. All opposed. None opposed, motion carries.

1440
03:18:11,640 --> 03:18:11,640
that's a sign that we need a break in a second here.

1441
03:18:16,650 --> 03:18:19,510
that was 23. All right, final one. Before we do a break, consider approval of westlake academy resolution 22-19, authorizing
Execution of contract with the education service center, region 11 for various

1442
03:18:29,140 --> 03:18:29,140
business and support services for fy 2223 operations of westlake academy.

1443
03:18:33,880 --> 03:18:36,450
amber, marlene. Back on top here. Absolutely. Do you have any slides to go with this or no?

1444
03:18:47,760 --> 03:18:47,760
sorry. So this is to consider the approval of the resolution authorizing the contract
With the education service center, region 11 for various

1445
03:18:57,520 --> 03:19:00,340
business and student support services. And in the agenda memo, I had included some of the services that they provide.

1446
03:19:06,550 --> 03:19:06,550
the biggest one is the software that the school uses for both student side and business
Side.

1447
03:19:13,300 --> 03:19:16,960
the service center actually hosts our data. We do not host it ourselves. So there's costs related to the hosting fees.

1448
03:19:20,410 --> 03:19:21,790
instructional support. They provide ample opportunities for administrators and teachers both to have training,
Virtual

1449
03:19:31,570 --> 03:19:31,570
or in-person, and also for the technology for the library is provided in this and a lot
Of support for the [inaudible]

1450
03:19:41,720 --> 03:19:41,720
submissions. That's that's the big piece of this.

1451
03:19:46,630 --> 03:19:46,630
one thing I want to just bring your attention to is that the cost of the 52,013 is a

1452
03:19:56,010 --> 03:19:56,010
14% decrease over the prior year and that is because we are converting.

1453
03:20:01,800 --> 03:20:05,370
of course, we heard about this earlier this evening. We're converting to power school for both students side and business side.

1454
03:20:09,600 --> 03:20:09,600
so what that means is currently the service center provides payroll services to us, so we
Do not process payroll our self.

1455
03:20:18,660 --> 03:20:20,520
it's outsourced to the service center. It's part of the business center contract.

1456
03:20:22,740 --> 03:20:22,740
and so with power school, they do not support power school.

1457
03:20:26,880 --> 03:20:28,410
so for their clients. So we will be bringing payroll in-house once power school is converted this year.

1458
03:20:33,990 --> 03:20:33,990
so we're only contracting with the business services for six months right now.

1459
03:20:39,180 --> 03:20:39,180
if the implementation with power school takes a little bit longer, we are on a month to
Month basis at that point to remain a

1460
03:20:48,780 --> 03:20:48,780
client of theirs until we are fully implemented with power school.

1461
03:20:53,620 --> 03:20:54,740
any questions? Would that increase personnel cost at the school to do payroll in-house?

1462
03:20:59,440 --> 03:21:03,100
no, it'll be part of the finance department's responsibility. It won't be anything on the campus.

1463
03:21:04,960 --> 03:21:08,470
we concerned about that, bringing that in-house. It's something we have not done in many years.

1464
03:21:11,260 --> 03:21:11,260
but we do have an accountant who does the the town payroll and the fire payroll.

1465
03:21:16,150 --> 03:21:16,150
and that will be brought up under her under her operations.

1466
03:21:22,030 --> 03:21:22,030
so it will be a challenge incorporating preschool as a brand new experience for hr, for
Payroll, for finance, all of our basic operations.

1467
03:21:31,810 --> 03:21:31,810
so that's going to be another just another hurdle that we will that we will get through.

1468
03:21:37,780 --> 03:21:37,780
you got to make sure you let us know there's issues or whatever you guys need, making
Sure we get this implemented and we have no hiccups and all that.

1469
03:21:44,890 --> 03:21:46,900
that's a lot. Thank you. And also, are you considering someone like adp or paycom to  third party that?

1470
03:21:51,950 --> 03:21:55,020
it's efinanceplus, which is the product of powerschool. Okay, that's there. We don't have a third party processing our payroll.

1471
03:21:58,990 --> 03:21:58,990
we had already done a bid with between skyward and powerschool.

1472
03:22:04,030 --> 03:22:06,290
and powerschool won the bid. But just to be clear, I'm sorry, I don't understand power school has, like, a similar
Product and similar service to, like, paycom and adp.

1473
03:22:16,550 --> 03:22:18,870
it's all incorporated into their product. Okay. Thank you. Any other questions?

1474
03:22:24,110 --> 03:22:26,620
questions? Concerns. Now. All right.

1475
03:22:30,910 --> 03:22:30,910
can I get a motion for approval of westlake academy 22-19, authorizing the execution of
Contract with the education service region 11.

1476
03:22:40,480 --> 03:22:42,640
can I get a first? I'll make a motion. Second. Second. All in favor.

1477
03:22:44,620 --> 03:22:48,310
aye. All opposed. None, motion carries. Let's take a ten minute break.

1478
03:22:53,010 --> 03:22:53,010
folks, let's get back into session here.

1479
03:22:58,750 --> 03:23:00,640
you're looking very comfortable. About 5 hours here. Okay, let's get into motion to consider approval of resolution 22-48
Approving the tax

1480
03:23:10,420 --> 03:23:10,420
rolls for tax year 2022 on property within the town, approving the estimated tax
Collection rate, and designating an official to calculate the no

1481
03:23:20,140 --> 03:23:23,680
new revenue and a pro voter approval rates. We already received a briefing on this unless you want to come back up and brief again.

1482
03:23:27,400 --> 03:23:27,400
I do not. I'm here to answer your questions if you need.

1483
03:23:32,050 --> 03:23:32,050
well. This is just the tarrant certified tax roll and the denton preliminary tax rolls.

1484
03:23:36,950 --> 03:23:39,250
okay. Are there any questions? Just clarify, just for purposes of our vote, what's being proposed?

1485
03:23:44,230 --> 03:23:44,230
would that be helpful? Just so it's clear what the tax rate is that we're approving.

1486
03:23:50,920 --> 03:23:54,010
yes, sir. But this is this is not the particular item. Fine. It's okay.

1487
03:23:57,640 --> 03:24:01,390
this is the rolls. And designating me as the person. I can calculate the next one.

1488
03:24:03,340 --> 03:24:05,200
the next one is that. Okay? Jump the gun. Cheating.

1489
03:24:09,040 --> 03:24:12,190
we're just saying she's the one. Got it. Okay. Can I get a motion to approve resolution 2248?

1490
03:24:17,170 --> 03:24:21,070
can I get a first? I'll make a motion. Can I get a second? Second. All right. This is a roll call vote.

1491
03:24:30,880 --> 03:24:30,880
motion carries.

1492
03:24:35,720 --> 03:24:38,740
18. Consider approval resolution 22-50. Adopting maximum proposed ad valorem rate, tax rate.

1493
03:24:43,540 --> 03:24:43,540
record [inaudible] record vote, and setting the date for public hearing and adoption of
The operating budget and tax rate for fiscal year 2022-2023.

1494
03:24:55,390 --> 03:24:55,390
and this is for the rate of 0.16788, which is your current tax rate.

1495
03:25:00,340 --> 03:25:00,340
and this is setting the date of the public hearing and the adoption of the budget on the
29th.

1496
03:25:04,600 --> 03:25:04,600
thank you. Are there any comments, questions or concerns?

1497
03:25:10,200 --> 03:25:10,200
no. Can I get a motion to approve resolution 22-50 and a first.

1498
03:25:15,760 --> 03:25:17,240
I'll make a motion. And a second. I'll second. Roll call vote.

1499
03:25:24,670 --> 03:25:27,460
tim. Yep. Motion carries.

1500
03:25:29,380 --> 03:25:32,710
thank you very much. All right. Item number 24, conduct a public hearing concerning approving westlake academy resolution
22-20.

1501
03:25:40,870 --> 03:25:40,870
actually, let's skip four, we have to do a motion number 20.

1502
03:25:45,040 --> 03:25:48,160
sorry, sequentially, I made a mistake. Consider approval westlake resolution 22-15 approving the westlake academy compensation
Plan, stipend plan and substitute pay for

1503
03:25:57,610 --> 03:26:00,700
fy 2022 to 2023. So we need to make sure on this as the exhibits I believe shawn had mentioned, we want
His preferred options exhibit a, option two and exhibit

1504
03:26:10,360 --> 03:26:12,850
b option four is correct. Right. That's the preferred from the academy.

1505
03:26:16,930 --> 03:26:18,670
are there any questions or concerns? We'll make a motion to approve.

1506
03:26:21,130 --> 03:26:21,130
ok, a second. I'll second.

1507
03:26:26,390 --> 03:26:29,990
and then this is not a roll call. All in favor. Aye.

1508
03:26:32,540 --> 03:26:32,540
all opposed. Motion carries.

1509
03:26:37,480 --> 03:26:37,480
24. Conduct a public hearing and consider approving academy resolution 22-20.

1510
03:26:45,170 --> 03:26:45,170
amending the fy 2223 westlake academy budget and adopting the proposed budget for fiscal
Year ending august 31, 2023.

1511
03:26:54,500 --> 03:26:56,720
we already did briefing on this earlier. [inaudible] subject to what you just voted on item?

1512
03:27:00,800 --> 03:27:00,800
sure. Those changes, it's like, can I get a a first hand motion?

1513
03:27:06,470 --> 03:27:07,970
I'll make a motion, and a second. I'll second. All in favor.

1514
03:27:10,500 --> 03:27:10,500
actually have to do a roll call vote.

1515
03:27:20,210 --> 03:27:23,120
yes, sir. Public hearing. Open. Open the public. You open up to a public hearing.

1516
03:27:26,370 --> 03:27:26,370
sorry. No one, no comments in the public hearing, we'll close the public hearing.

1517
03:27:34,370 --> 03:27:34,370
we'll do the vote again.

1518
03:27:44,120 --> 03:27:44,120
carries. Next time we should do the wave.

1519
03:27:48,980 --> 03:27:50,660
we should take my motion for that. All right, we have one more item from, did we cover everything in the front here?

1520
03:27:56,610 --> 03:27:56,610
yes, we have one more item from executive session.

1521
03:28:01,010 --> 03:28:01,010
and it is regarding

1522
03:28:11,090 --> 03:28:11,090
the town manager contract, the resignation of the town manager from executive session.

1523
03:28:16,670 --> 03:28:16,670
the motion is regarding agenda item 2c, I move to approve a voluntary severance agreement
Between the town of westlake and the town

1524
03:28:26,570 --> 03:28:30,080
manager amanda degan. At first I'll make a motion. Can I get a second, I'll second.

1525
03:28:32,960 --> 03:28:35,490
all in favor. Aye. All opposed.

1526
03:28:37,370 --> 03:28:38,470
no opposed. Any abstain. I do, one abstain, motion carries.

1527
03:28:50,140 --> 03:28:50,140
I closed all the items out of our agenda for tonight, all the executive item actions and
Now we go to item 26,

1528
03:29:00,040 --> 03:29:03,520
council recap staff direction. Mayor, what I have is council member chandrika dasgupta had some questions about the
Operating days and some of the budget items, and I did

1529
03:29:13,390 --> 03:29:13,390
extend an offer for staff to meet at her convenience.

1530
03:29:20,260 --> 03:29:20,260
we need to get some more appointed techs, a student of housing, preferably somebody that
Is familiar with psych academy and

1531
03:29:29,950 --> 03:29:31,930
someone that may be an attorney. And so I've got that on the item that we need to follow up on.

1532
03:29:36,400 --> 03:29:36,400
we need to bring back to you an option to remodel those little bathrooms there in the
Gym, to do that at one time.

1533
03:29:46,030 --> 03:29:46,030
bring back fire safety assessment of the portables so that you can look through the
Options for brilliant

1534
03:29:56,040 --> 03:29:56,040
space, whether that be in those portables or whether it be in new construction there for
The arts and science building.

1535
03:30:06,390 --> 03:30:06,390
look at some options for that and then look at some options for financing something like
A [inaudible] for the new construction.

1536
03:30:34,040 --> 03:30:34,040
I'm less concerned about esthetics and more concerned about the overall safety and quality
And the ac, the guts, the bones of it all.

1537
03:30:44,900 --> 03:30:44,900
yes. Thanks, troy.

1538
03:30:55,500 --> 03:30:58,370
can I ask a question to you? New guys? So I apologize, but.

1539
03:30:59,940 --> 03:30:59,940
but whenever we're thinking about getting rid of anything like that, you wonder what the
Secondary market value is.

1540
03:31:06,000 --> 03:31:06,000
is does anyone have an idea if we got rid of the if and when we got rid of the
Temporaries, what the market is for those?

1541
03:31:21,740 --> 03:31:21,740
okay.

1542
03:31:31,060 --> 03:31:31,060
okay. Thank you.

1543
03:31:38,130 --> 03:31:39,720
did I miss anything? No. I think it captured all the main stuff.

1544
03:31:42,870 --> 03:31:46,380
anything down here from you guys? No, anything over here? Nope. I'd like to recap something from earlier.

1545
03:31:52,230 --> 03:31:52,230
I like to say thank you to everyone who applied planning, zoning, and everyone who applied
For the town council position.

1546
03:31:58,680 --> 03:31:58,680
we had seven people applied and they are truly motivated people to help us out.

1547
03:32:05,250 --> 03:32:05,250
the people who applied for planning, zoning, there was 11 people by my count, and we can
Only choose five.

1548
03:32:13,500 --> 03:32:13,500
and everyone is if you understand planning and zoning like over the years, 11 people to
Apply for planning zoning is a lot.

1549
03:32:22,290 --> 03:32:25,530
it's probably the most it's been ever. It's always one or two extra. You're always trying to beg, borrow and steal, you people in p and z.

1550
03:32:29,460 --> 03:32:29,460
and it's an opportunity for this town, especially with a lot of things coming up at the
Hillwood campuses are coming up and the delayed expansion is coming up.

1551
03:32:38,760 --> 03:32:38,760
a lot of things very useful town and I'm glad that people came forth and we called a lot
Of them.

1552
03:32:45,090 --> 03:32:47,910
we talked to them, we interviewed some of the people. It was a really we're going to try to do more of that in the future for things as we get
More comfortable into these jobs to bring into more formality of

1553
03:32:57,900 --> 03:32:59,910
interviewing and bringing people in. And same thing with the town council position.

1554
03:33:03,390 --> 03:33:03,390
seven people came and people were coming in even last minute today and every one of them
Were wonderful.

1555
03:33:09,690 --> 03:33:12,780
and we really appreciate the time and effort. And I'm going to reach out to all these people and say thank them personally.

1556
03:33:16,740 --> 03:33:16,740
and it gives me faith that we're doing something good when this many people want to be
Involved.

1557
03:33:24,300 --> 03:33:26,770
and I prefer that. I prefer more people at the table from my point of view.

1558
03:33:29,790 --> 03:33:31,860
so sorry for my digression here. No I have a comment.

1559
03:33:34,680 --> 03:33:34,680
I'm so glad you brought that up mayor, because during the last council is when we had
Reviewed this whole thing about our different committees and our

1560
03:33:45,160 --> 03:33:45,160
know the ways people because we realized there was a big demand among the people to come
Out and support the community, support the town,

1561
03:33:55,020 --> 03:33:55,020
support the school. So this came out of that the way we went about going and advertising
More and more and looking at p and z again and see

1562
03:34:04,740 --> 03:34:08,700
if we can get new people. So thank you to all of them who applied. I would also like to say for the town manager positions, it was definitely not easy.

1563
03:34:13,890 --> 03:34:17,760
but welcome tim to the team. Appreciate it. Thank you.

1564
03:34:21,090 --> 03:34:23,600
all right, future agenda items. Is there anything we need to add for future agenda items right now for the 27th?

1565
03:34:28,050 --> 03:34:31,860
we don't, staff does not have anything for this. This would be council driven.

1566
03:34:34,140 --> 03:34:38,070
and again, this is something for council. If you have items that you would like to be placed on the agenda, please feel free to
Reach out to me and or amy and let us know what items you would like to get on the agenda?

1567
03:34:46,980 --> 03:34:49,820
I would like an update entrada, what's going on? We have a ten year review coming up.

1568
03:34:51,000 --> 03:34:53,940
I know we have one coming up on the next meeting. And we have a meeting with entrada tomorrow, a staff meeting with them for development
Review committee.

1569
03:35:02,010 --> 03:35:05,100
and we are going to check on their availability for the 29th. Sure. So who's coming for the meeting tomorrow?

1570
03:35:09,450 --> 03:35:12,240
it would be mike [inaudible]. Mr. Mayor, one thing I'd like to get on future agenda whenever appropriate.

1571
03:35:14,820 --> 03:35:18,300
I send a copy of a draft of metrics that we've talked about. I'd like to get those.

1572
03:35:20,100 --> 03:35:20,100
however, just start talking about those and start introducing those, as we kick off the
Meeting, we talked about making sure we got the right numbers for teacher attrition and

1573
03:35:29,640 --> 03:35:29,640
all these other things, but we got the categories like that I think would be a great
Discussion document to get started on those metrics in place.

1574
03:35:36,900 --> 03:35:36,900
I've got that. I've got a staff meeting tomorrow, department head meeting to run through
Agenda items and that's going to be one of the items that is on the plan for

1575
03:35:46,890 --> 03:35:49,920
us tomorrow. Excellent, thank you. Can I add something to that? We had spoken about the different committees and it was supposed to come back on the
Agenda.

1576
03:35:56,850 --> 03:35:56,850
do we know when it is coming back?

1577
03:36:02,820 --> 03:36:05,850
I was looking at the it's not here anymore. I don't see it. You don't see that?

1578
03:36:07,740 --> 03:36:07,740
let me let me see.

1579
03:36:12,630 --> 03:36:12,630
after our staff meeting tomorrow with the department heads, I can follow up and let you
All know.

1580
03:36:18,270 --> 03:36:21,570
let's add one more thing. With the resignation of the town manager, obviously jared is our deputy and he's
Obviously now the acting town

1581
03:36:30,990 --> 03:36:30,990
manager. For the purposes as we go forth here and come september, we'll look at the town
Manager position for the municipal

1582
03:36:40,980 --> 03:36:40,980
budget and then we'll evaluate needs from there.

1583
03:36:46,110 --> 03:36:46,110
it's been a wonderful experience working with jared, and we've only been here for 70
Days, most of us and some of us have been here a year and 70

1584
03:36:55,890 --> 03:36:59,610
days. And so it's been a lot of fun. It's a lot experience, and that's all I have to say.

1585
03:37:02,940 --> 03:37:05,190
I appreciate it very much. Thank you very much. Thanks, jared. Thank you.

1586
03:37:08,060 --> 03:37:11,660
your first meeting as an acting town manager. I suppose yeah.. And you did a fabulous job.

1587
03:37:14,600 --> 03:37:14,600
thank you. Thank you. So you want to quickly the future agenda items that were been on
There for a while, the bullying policy and the k through 12 and all those things.

1588
03:37:24,500 --> 03:37:24,500
I know we were laura was looking at that from a year and a half ago.

1589
03:37:30,110 --> 03:37:30,110
I guess we can do we have to have an agenda based off of I mean, we can we can change
This based off council direction.

1590
03:37:39,350 --> 03:37:43,340
if you want to poll these.. I think it should be down to the school level to get this stuff done. Sean, should be looking at it, I'm sure he is for the bullying policy and all the other
Stuff.

1591
03:37:48,740 --> 03:37:51,680
it doesn't need to be on the agenda quite yet. And he can bring and he can always bring that back as a future agenda.

1592
03:37:55,790 --> 03:37:55,790
of course, when he gets more fortified, what it is and I guess we had an issue about
Considering requiring developers to post a development bond on large projects.

1593
03:38:05,220 --> 03:38:06,500
do we have any research on that. Or no, we do not have anything for you at this time on that.

1594
03:38:10,940 --> 03:38:10,940
and I know council member white brought this up as an item to help mitigate some of what
We're seeing with entrada.

1595
03:38:20,060 --> 03:38:20,060
of course, I know ron has looked into some of it, but I do not know if we can make that
The august 29th agenda just based

1596
03:38:30,020 --> 03:38:32,820
off of.. Sure I mean.. The budget load that we're working.. After we what we did today, we did five and a half hours on one.

1597
03:38:35,990 --> 03:38:38,330
I'm sure the next one is a five and a half hour one too. More than likely. So that's all I have.

1598
03:38:41,420 --> 03:38:41,420
I appreciate your time, everyone welcome tim shiner to give him a round of applause.

1599
03:38:49,060 --> 03:38:50,780
your chance to go sing now. You want to say hi. Thank you very much.

1600
03:38:54,190 --> 03:38:58,030
I think everyone's ready to go. All right. That's adjournment. Closing down at 7:27.

1601
03:38:59,320 --> 03:38:59,320
I appreciate it very much.