School Site Council Training Roles and Responsibilities Villegas Middle School Thursday, September 15, 2016 Review this information at the first meeting of the year. Do not present over several meetings. Add your school logo under the meeting date on right side of slide All SSC forms and documents may be accessed on the p drive/Categorical – State & Federal Programs folder/SSC file 2016-2017

Training Objectives Council Role Member Responsibilities Council Organization Meetings This training is an overview of the role of School Site Council and responsibilities of the council members, as well as a description how the council is organized, members are elected, and how meetings are conducted. The information covered also follows what is included in the SSC Bylaws. 2016-2017

Role of the School Site Council Analyze/evaluate academic achievement Develop/approve the school plan including all related supplemental fund budgets with proposed expenditures while adhering to all state and federal regulations Provide on-going monitoring of the plan’s implementation Conduct an annual evaluation of the effectiveness of the school’s progress towards meeting school goals Participate in local, state and federal reviews of the school’s program for compliance and quality The main role of this parent/staff group is to oversee the development, implementation and evaluation of the school plan for student achievement Bullets lists the main roles of a functioning SSC. In addition, SSC approve expenditures over a certain limit. Alvord’s maximum expenditure limit that a council may approve is $500. At the first meeting of the year, don’t forget to approve an expenditure limit. Otherwise, your SSC must approve all expenditures regardless of amount. Also note that each expenditure must be accounted for in the school plan. 2016-2017

Responsibilities of Members Attend all meetings Develop and approve the SPSA, including all related budgets with expenditures for supplemental funds Participate in on-going monitoring of the effectiveness and implementation of the SPSA Evaluate and review the SPSA annually and make modifications to reflect changing needs and priorities On-going monitoring and the annual evaluation/review of the SPSA are huge responsibilities of SSC members. This is an area of focus that should not be ignored and must be documented in SSC minutes. 2016-2017

Council Organization - Overall All councils include: Principal – responsibility may not be assigned to a vice principal or designee Classroom Teachers – nominated and elected by classroom teachers Other School Personnel – nominated and elected by all non-classroom teachers at a school (includes classified & certificated staff) Parents/Community Members – nominated and elected by parents/guardians of students at school Only secondary councils include: Students - nominated and elected by students All SSC consist of four groups: principal, classroom teachers, other school personnel and parents/community members/students. If a principal cannot attend a meeting an AP attends to provide the principal’s report, the AP is not a voting member and signs-in as a guest. The AP does not count towards quorum, as he/she is not a SSC member. Secondary students must be nominated and elected by other students. Serving on SSC may not be assigned as a duty to an ASB member. Parent members may not be employed by the school at which they are elected a parent member of SSC. 2016-2017

Council Organization - Secondary Twelve Member Council Parent/Community/Student membership is equal to school staff membership Classroom teachers must be in the majority of the school staff membership Best practice is to request nominations then distribute ballots for each member category Include “write-in” candidate on all ballots Submit the SSC roster template to the Categorical Programs Office by September 30 Students must be elected. Serving on SSC may not be assigned to an ASB member. 2016-2017

Key Points about Election Results SSC does not take action to accept (or approve) members to the council after elections A summary of election results are presented during a meeting’s “Discussion Section” Election summary should include by group: Names of people on ballot Voting results for each person Statement of who is on council for the next year and term if using two year terms Sample summaries are posted to the p drive’s Categorical – State & Federal Programs folder The Summary of Elections is placed on the first meeting of the year or last meeting of the year, depending on the election cycle for a school. Parent and Student elections should occur in the fall so that all parents of all current students participate in the process. 2016-2017

Council Organization – Key Points Review the following in the SSC By-laws (Article III, Sections 2-6 and Article IV: Term of Office – one vs. two year terms Terminating Membership after missing three consecutive meetings No alternates or transferring of membership allowed Resignations Vacancies for one and two year terms Electing Officers Use the By-laws to review the listed items By-laws are not approved every year. Once approved, the initial date of approval is typed at the top of the first page of the By-laws. This date never changes unless an amendment is made to the By-laws Every school year, the By-laws are provided and reviewed at the first SSC meeting of the year. This presentation covers the important points listed in the By-laws. 2016-2017

Council Meetings - Overall Hold a minimum of seven meetings per year Post the agenda 72 hours before the meeting in a place that is open to the public. Placing the agenda in a binder in the school office is not considered public posting. Include date, time and location of meeting and each item of business to be discussed or acted upon. Listed bullets are overall guiding points to follow when planning SSC meetings. 2016-2017

Council Meetings - Conducting Use a sign-in sheet Follow the agenda and include a public hearing session Conduct the meeting using an agreed upon procedure such as Roberts’ Rules of Order – 10th Edition Maintain meeting minutes that contain specific language of motions on actions with results Templates for the sign-in sheet, agenda and minutes are posted on the p drive in the Categorical Programs folder. It’s important that a member must state a motion before an action (a vote) is taken. This motion must word-for-word be stated in the minutes. 2016-2017

Council Meetings - Quorum Defined in the by-laws as 51% of the total membership To determine 51%, always use the total number of required SSC members regardless if there are vacancies or not (Elementary = 10 members and Secondary = 12 members) Elementary quorum = minimum of 6 members present Secondary quorum = minimum of 7 members present Last school year, there was some confusion how to determine if quorum was reached. This slide clearly states how many members constitute a quorum for every meeting. 2016-2017

Council Meetings – Ed Code Education Code §35147 specifies: All meetings are open to the public and the public is allowed to address the council Notice of meeting must be posted 72 hours prior to the meeting The council may not act on an item not included on the posted agenda Exception - If an action is needed and was not known at posting time, by unanimous vote the council may add the item to the agenda If procedures are violated and any person demands, the council must reconsider the item at its next meeting after allowing for public comment All councils must adhere to the education code. 2016-2017

School Site Council - Compliance Archive the following records for five years: Meeting packets Agenda Sign-in Sheet Minutes Handouts Election Documentation Nomination Forms Ballots Summary of Election Results For guidance on archiving, contact Lisa Palmer In addition, monthly SSC packets must be submitted to the State & Federal Programs Office. Please review the format for submitting packets on the p drive. 2016-2017

Resources State & Federal Programs Office (951) 509-6178 Vacant, Director of State and Federal Programs Lisa Palmer, Program Specialist – State and Federal Programs lpalmer@alvord.k12.ca.us P drive/Categorical – State & Federal Programs folder/School Site Council file 2016-2017