Office of School Improvement October Educational Excellence School Advisory Council (EESAC) Workshop

EESAC and Student Achievement

–Communicate EESAC roles and responsibilities –Provide tools and resources to EESACs –Provide financial and budgetary information –Provide Title I information –Answer questions and address concerns Workshop objectives

Shall be the sole body responsible for final decision making at the school relating to implementation of the State system of school improvement and accountability. (SBBP 2125) and (FSS ) Implement the state system of school improvement and accountability, to assist in the preparation and evaluation of the School Improvement Plan, and to assist in the preparation of the school’s annual budget. (SBBP 2125) Purpose

With technical assistance from the Department of Education, each school advisory council shall assist in the preparation of the school’s annual budget and plan as required by FSS (1). A portion of funds provided in the annual General Appropriations Act for use by school advisory councils must be used for implementing the school improvement plan. (FSS ) Roles and Responsibilities

Florida Government in the Sunshine (FSS. Title XIX – Chapter /012) and School Board Bylaws & Policies # 9125: –ALL meetings are open to the public –5-day public notice required –No “secret ballots” allowed –Provisions for public input required –Minutes must be taken –Minutes are public records & must be available to the public EESAC Requirements

Members of the EESAC represent constituent groups within a school such as teachers, parents, support personnel and community members. Schools that include Grades 5 or higher also will have a student representative. Representation must reflect ethnic, racial, linguistic, disabled and the economic community served by the school (FSS ) Who serves on the EESAC?

Attend all regular and special meetings Notify chair and alternate when unable to attend Communicate with constituents to collect data and opinions for decision-making Report to constituents the actions taken by the Council Participate openly in consensus building Make decisions that benefit all students EESAC Member Duties

Ensure that all stakeholders receive notice and information about the members who have been elected to the EESAC as their representatives Advise all stakeholders how to access rosters, minutes, and bylaws through the OSI website at: ( Complete, review, adopt, and maintain bylaws All EESACs will:

The EESAC Roster

A majority of the members of each school advisory council must be persons who are NOT employed by the school district (50% + 1) (FSS (1)(a)) Roster Composition Requirement

Suggested minimum composition requirements(SBBP #2125): –5 Teachers, plus 1 alternate –5 parents, plus 1 alternate –1 student, plus 1 alternate –1 educational support person, plus 1 alternate –3 business/community representatives –UTD designated steward –Principal Roster

Representation for Adult/Postsecondary Programs which share facilities must include the following members from the Adult/Postsecondary program: –1 administrator –1 student –1 designated steward –1 teacher Roster

Special Council Membership for Self- Standing Adult/Postsecondary Centers: –1 student, plus 1 alternate –5 teachers, plus 1 alternate –1 educational support employee, plus 1 alternate –UTD designated steward –Enough business community representatives to create a majority of Non-District employees –Principal Roster

Waiver Requirement A waiver is required each time a roster composition change is made Once the waiver is in place, it remains in place until another waiver is requested A waiver is also required to make the Assistant Principal an alternate for the Principal

Rosters will be locked pending School Board approval. Once approved, they will be posted as the “ Board Approved Rosters” on the OSI webpage. Rosters will be unlocked following the December School Board meeting and updates may be done at that time. All updates during the year are reflected as the school’s “Current Roster.” Current Roster

Updating the EESAC Roster

Updating the Roster

Granting Access to users

Updating the Roster

Updating the EESAC Roster

03/13 EESAC Composition Waiver

EESAC Bylaws

 Required by Florida Statute and School Board Policy  Based on the template found in the EESAC Resource Guide, SBBP 2125  Cover all aspects of EESAC operations  Part of a living document that changes as needed upon approval by the EESAC The Bylaws

SAMPLE BY-LAWS

The bylaws should define:  Purpose of EESAC  Council Members  Composition  Eligibility  Terms  Responsibilities  Unexcused Absences Do I call OSI or do I check my By-Laws?? All EESAC Bylaws must adhere to the guidelines set forth by the School Board:

 Election Process (FSS (d.4))  Meetings  Regular Meetings  Special Meetings (Emergency)  Cancellation  Open to the Public  Schedule meetings when parents, students, teachers, businesspersons, and members of the community can attend. (FSS (d.3)

 Agenda  Who prepares the agenda  Adding to the Agenda  Notice to Members (FSS (d.2))  Consensus Decision Making  Minutes (FSS (d.5))  Maintenance  Content  Input from Non-Council Members

 Quorum (FSS (d.1))  SubCommittees  Must include Discipline and Safety  Opportunity to report to the EESAC on a regular basis  How to Make Amendments Recommendation: Check your Bylaws annually to be sure they are current

Updating your Bylaws:

Preparing for a Meeting

Advertise meetings 5 days (SBBP-9125) in advance via “Meetings” through Citizens Information on the MDCPS website: Display meeting notices in prominent locations at the school site Prepare the Agenda Vary EESAC meeting times to accommodate maximum number of people Before the Meeting:

An emergency (special) meeting is any meeting that is not required in the school’s Bylaws. Emergency meetings must be advertised through the regular process on the Citizens’ Information website. Emergency meetings must abide by all the guidelines of a regular meeting. Emergency Meetings

Advertising a meeting: EESAC Meeting Thursday!

WEBPAGE Vision/Mission/Values Business with M-DCPS Human Resources Meetings Newsroom Non-Discrimination Policy Strategic Framework Technology

Optional Begin the school name with the location number! 0041 Airbase Elementary School

Once you click the “ADD Meeting” button, it will generate a confirmation notice. Print this page for your records. The meeting ID and password MUST be used to cancel or change the meeting request.

IS MY MEETING POSTED????

WEBPAGE Vision/Mission/Values Business with M-DCPS Human Resources Meetings Newsroom Non-Discrimination Policy Strategic Framework Technology

To update or cancel a meeting click the folder option in the first column.

The Password is case sensitive.

OR You may cancel the meeting. If you change the DATE OR TIME you must cancel the meeting and post a new one. You may edit the content. EESAC meeting - Agenda will include decisions on the use of EESAC funds – Office of School Improvement Friday September 26, 2014

1.The Chair shall prepare and distribute the agenda for all regular and special meetings. 2. Notification to Members All members must receive at least three days’ advance notice in writing of any matter that is scheduled to come before the Council for a vote. 3. Adding to the Agenda a.Council members may add items to any regular meeting agenda by contacting the Chair in advance. b.Non-Council members may propose an agenda item by contacting a Council member. c.The agenda may be amended at the meeting by majority vote. (Check your school’s bylaws for variations) The Agenda

Minutes –Minutes must be taken –A non-member of the EESAC may be present for the purpose of recording minutes –Minutes are public records & must be posted for public view –It is recommended that minutes be posted within 7 days of the meeting

The minutes of an EESAC meeting should contain enough information that a person who did not attend the meeting could read the minutes and understand what decisions were made and why they were made.

Conducting a Meeting Begin on time Establish quorum If quorum is not established, you may meet but you may not conduct business

Establishing Quorum Confirm the number of VOTING members (not including alternates) on your roster. This is the number used to establish a quorum. For the roster shown, there are 17 voting members…

If a voting member is not present, the alternate for that position is the voting member for that meeting. An alternate does not represent the missing person, but rather, represents the constituent group he or she is part of Assistant principals may only serve as the alternate if a waiver has been filed and approved. The designated UTD steward may appoint someone to attend and vote at an EESAC meeting in their absence. Establishing Quorum

In general, a quorum is at least 50% + 1 of the voting members (or their alternates in case of the member’s absence) Check quorum requirements stipulated in your bylaws - some schools stipulate that teachers/parents/principal must be present No decisions may be made without a quorum A vote or consensus may only take place if quorum is established Establishing Quorum

The primary method of decision making shall be by consensus. Consensus will aim for the maximum agreement among people while drawing on as many of everyone's ideas as possible. (SBBP 2125) Record in the minutes of your meeting that consensus was reached. –Example: “A decision was made through consensus that $500 will be used from the EESAC funds to provide training to the staff on Differentiated Instruction.” Decision Making

Following procedures outlined in the bylaws, EESACs seek to make most decisions by consensus You do not vote to reach consensus Consensus allows people with differing points of view to reach an agreement with input from everyone. Decision Making - Consensus

If consensus cannot be reached, a vote may be taken If a vote occurs, then everyone present must vote, unless it is determined that there is a conflict of interest Record in the minutes of your meeting the names of each person present and how they voted For example: Mary Smith – YES Linda Fife – NO Juan Alvarez – YES Sherian Jones – YES Dolores Smith – NO William Sanchez – conflict of interest Mary Smith – YES Linda Fife – NO Decision Making - Voting

Follow your agenda Include review and approval of prior minutes (only if quorum is established) At every meeting include information on the implementation of SIP strategies and data review Provide time at every meeting for non-members to bring up issues to be discussed During the Meeting

Be sure all members and visitors have signed in Keep the sign-in sheets for future reference Post the minutes within 7 days Schedule the next meeting (if appropriate) After the Meeting

Posting the Minutes

The list of members comes directly from your roster If the list needs to be edited, it is edited through the osi.dadeschools.net screen Drag and drop the names of the members to move them to the appropriate section Members are excused if they notified another member they would be absent (refer to bylaws) Use the sign-in sheet to verify attendance and visitors Posting the Minutes

Generated from Current Roster accessed from the OSI webpage. Drag the names of any unexcused members here Type names of anyone else who was present here… If there are errors here, they need to be corrected using the Edit screen from osi.dadeschools. net You must have a quorum to conduct business If a member has two unexcused absences, they are considered to have resigned and they need to be replaced according to your bylaws

Use the agenda to help enter the topics covered. Include details about all decisions (votes or consensus) The minutes of an EESAC meeting should contain enough information that a person who did not attend the meeting could read the minutes and understand what decisions were made and why they were made.

Minutes –When minutes are posted but not yet verified, they are considered “Draft” and may be edited for correctness before they are verified and archived –Minutes must be approved by the EESAC before they are verified by the principal and archived –Once they have been archived, they cannot be edited

Verifying Approved Minutes

For Minutes! Principal Nelson Chair Smith 4 digits of social 8 digit verification code

The minutes from a meeting are approved at the next meeting with a quorum. There will be one set of minutes pending at all times.

Principal uses the 8-digit verification code here! Once verified, the minutes can NOT be modified!!! SIPs should always be included in the Topics Discussed.

Citizens Information requires 48 hour prior notice to cancel an advertised meeting. If you are unable to cancel a meeting through Citizens Information, you must post minutes for the cancelled meeting and go through the verification process. After minutes are verified, the minutes cannot be changed. If an error is found on verified minutes, for the next meeting add a note on the agenda detailing the correction. EESAC Reminders:

Public Access to Minutes, Rosters and Bylaws

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The Office of Financial Operations and Budget

EESAC Budget Training Office of Financial Operations/Budget September 2014

Agenda Overview of the budget process – Timeline – Tools School Recognition Funds EESAC Funds 90

Annual School Budget Timeline April-JuneJuly-August September -October November- June CASAS runs using formulas in School Allocation Plan as basis Build initial budget using School Based Budget System (SBBS) Preliminary budget conference Second budget conference Revised CASAS reflects any decisions made by Board and District during budget development process and any revisions to projected number of FTE at each school. Final budget conference o Determines the final allocations o Need to adjust master schedules for actual membership. Discuss final budget plans with EESAC Review and monitor all of the accounts on an ongoing basis to ensure school remains financially sound. Stay in regular contact with Budget Coordinator to stay on financial plan and make any necessary transfers. 91

Budget Tools - Allocations The District uses CASAS as its means of equitably distributing resources across schools. The School Allocation Plan is the basis for all CASAS allocations. 92

Budget Tools - Building Principals use the School Based Budget System (SBBS) to build budgets for schools with the resources allocated to them through CASAS. 93

Budget Tools - Monitoring In January 2010, the District went live with SAP as its financial management system. Schools, and all staff, now use “FM” to monitor budgets throughout the year. 94

Budget Tools - Monitoring In January 2010, the District went live with SAP as its financial management system. Schools, and all staff, now use “FM” to monitor budgets throughout the year. 95

School Recognition Funds The School Recognition program provides financial awards to schools that demonstrate sustained or significantly improved student performance. Following are five key factors that highlights this program: – Receiving a school grade of “A”; or improving at least one letter grade over the previous year; or improving more than one letter grade and sustaining the improvement the following school year. – Funds are awarded in the amount of $100 per Full Time Equivalent student for each qualifying school. – The staff and school advisory council at each recognized school jointly decide how to use the funds. – Schools must use their funds for one or any combination of the following: nonrecurring faculty and staff bonuses; nonrecurring expenditures for educational equipment and materials; or temporary personnel to assist in maintaining or improving student performance. – If school staff and the school advisory council cannot reach an agreement by February 1 st, then the funds must be equally distributed to all classroom teachers currently teaching in the school. 96

EESAC Funds Unused funds remaining after School Recognition money is distributed are allocated to EESACs at up to $5 per FTE. All EESAC funds are to be using during the same year allocated. Ensure that all expenditures are in line with School Improvement Plan, such as: – Assist with the purchase of instructional supplies, Library books, and textbooks. – Hourly personnel for tutoring or as school monitors. State guidelines state that expenditures may not be reoccurring in nature. This means that no full-time personnel may be hired under the EESAC program. 97

Reminders – Enhancement $ 98 EESAC provides recommendations to Principal on development of school budget Entire school budget is provided to EESAC Budget Availability Report is accessible to EESAC members State provides $5 per FTE as EESAC funds Memorandum #CP-028, Office of the Controller, October 3, Memo for will be released in the Weekly Briefing in October ESSAC may designate $1,000- $2,999 for small priced items (e.g., food related student incentives) Expenditure of these funds must be approved by the EESAC, recorded in the minutes, and aligned to SIP objectives and strategies

Office of Budget Management Contact Information Ron Steiger, Chief Budget Officer Wirthy E. Fuentes, Executive Director For School Budget questions contact Coordinator: North: Dorothea Payton Central: Keisha Johnson-Cabrera South: Paul Mickey ETO & SPED Centers: Ana Ramos

100 Title I The Title I School Parental Involvement Plan (PIP) is part of the School Improvement Plan There are Migrant students and Homeless students throughout the District, and that list is available through the reports tab of the Employee Portal Therefore information on the Migrant Program and Homeless Assistance needs to be included in the plan For more information on the Migrant Program, please contact and for information on the Homeless Program, please contact Deborah Montilla at the Student Services office at

Title I The State has allowed M-DCPS to use the SIP as the Title I Comprehensive School Wide Plan For more information on the School PIP, please contact Pedro Arteaga, District Supervisor, Title I Administration, at

EESAC Resource Guide EESAC Training presentation School Recognition Awards – Recommended Guideline Waiver Form Helpful Links

–North Regional Office:(305) –Central Regional Office: (305) –South Regional Office: (305) –ETO District Office:(305) Office of School Improvement:(305) Office of Labor Relations:(305) Budget office:(305) Exceptional Student Education:(305) United Teachers of Dade:(305) EESAC Support Team

Questions?

Ms. Ja’nine M. Bryant Central Region Ms. Ja’nine M. Bryant Central Region Ms. Kernique Moore South Region Ms. Kernique Moore South Region 105 Dr. David K. Moore Assistant Superintendent Division of Academics and Support Dr. David K. Moore Assistant Superintendent Division of Academics and Support Ms. Pamela Wentworth Ms. Pamela Wentworth Mr. Nelson Suarez Mr. Nelson Suarez Dr. Sherian Demetrius North Region Dr. Sherian Demetrius North Region Dr. Sarah Chatel ETO Region Dr. Sarah Chatel ETO Region