EDUCATIONAL EXCELLENCE SCHOOL ADVISORY COUNCIL TRAINING Office of School Improvement October 2013

EESAC 101- What you need to know… OUR STUDENTS’ SUCCESSES

Communicate EESAC roles and responsibilities Provide tools and resources to ensure compliance Establish processes for problem-solving Provide financial and budgetary information Objectives

The Purpose of EESAC – Legislation & School Board Bylaws & Policies 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) Shall be the sole body responsible for final decisionmaking at the school relating to implementation of the State system of school improvement and accountability. (SBBP 2125) and (FSS )

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 )

EESAC requirements 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 –Procedures for public input required –Minutes must be taken –Minutes are public records & must be available to the public

Who Serves on the EESAC? 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 )

EESAC Members’ Duties 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

Ensure that all stakeholders receive notice and information about the people 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 and…..

The Roster Something to crow about! In COMPLIANCE!

EESAC Composition Requirement 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))

Minimum Composition 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

Adult/Postsecondary 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

Self-Standing Adult/Postsecondary 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 –2 business community representatives –Principal

Current EESAC Roster Status 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 November School Board meeting and updates may be done at that time. All updates during the year are reflected as the school’s “Current Roster.”

ACCESSING THE EESAC ROSTER FOR UPDATES

Updating Roster

Follow along as we go live to walk you through the Roster updates.

Any changes to the minimum requirements must be done with a waiver. Please contact the Office of School Improvement at (305) for assistance with this process. Form #7292

EESAC Composition Waiver 03/13

EESAC BYLAWS

 Required by Florida Statute and School Board Policy  Covers all aspects of EESAC operations  Is a living document that changes as needed  Based on the template found in the EESAC Resource Guide, SBBP 2125 EESAC BYLAWS

Sample By-laws

The bylaws should define:  Purpose of EESAC  Council Members  Composition  Eligibility  Terms  Responsibilities  Unexcused Absences EESAC BYLAW Components Do I call OSI or do I check my By- Laws?? Bylaws are here somewhere!

EESAC BYLAW Components  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) But when will the meeting actually be scheduled? (Monthly?)

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

EESAC BYLAW Components  Quorum (FSS (d.1))  Committees  Must include Discipline and Safety  Opportunity to report to the EESAC on a regular basis  Amendments

Follow along…………………

Bylaws Meetings Rosters

Post 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 SIPInclude SIP review EVERYTIME as an AGENDA item Preparation for meetings

What is an emergency meeting? An emergency (special) meeting is a 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.

How to post an EESAC meeting announcement

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

Follow along

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.

DECISIONS IS MY MEETING POSTED???? DO I NEED TO CANCEL OR EDIT MY MEETING?

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

Select “School Meetings Select “School Meetings” It should appear here!

VERIFY THE DATE/TIME AND LOCATION OF your posted meeting… To update or cancel a meeting click the folder option in the first column.

Use the password from your confirmation page to Edit or Cancel the meeting 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. 12, 2012

Preparing for a Meeting Preparing for a Meeting

Develop an Agenda 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)

Agenda Assistance SEE THE APPENDICES FOR SPECIFIC AGENDA CATEGORIES

Align your EESAC Agenda to comply with updates for your school’s DA Compliance Checklist as applicable.

Mid-year EESAC Agenda

Begin your meeting……………..

Voting Members Confirm the number of VOTING members (Not including alternates) on your roster. This is the number used to establish a quorum. If a voting member is not present, the alternate for that position is the voting member for that meeting. 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  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.  A meeting may take place with or without a quorum. (Also stipulated in bylaws)  No decisions may be made without a quorum  A vote or consensus may only take place if a quorum is established.

Let’s take a look: How many voting members are there? How many people does it take to make a quorum? How many voting members are employed by the district? Is there an ELL parent? Does someone represent ESE? Are all election dates current?

Decision Making 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.”

Following procedures outlined in the bylaws, most EESACs seek to make decisions by consensus. If a vote is taken, each person’s name and vote must be documented in the minutes of the meeting. EESAC decision making process

Decision Making 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 ex: Mary Smith – YES Linda Fife – NO Juan Alvarez – YES Sherian Jones – YES Dolores Smith – NO William Sanchez – conflict of interest…………..

Taking Minutes of the Meeting Follow your agenda Include the review and approval of prior minutes (Quorum must be established) Include information on the implementation of SIP strategies/data review Align excused and unexcused absences to sign-in sheet Provide details on decisions (votes or consensus)

The minutes of a meeting should contain enough information that a person not attending the meeting could read the minutes and understand what decisions were made and how they were made.

Follow along……………

Posting EESAC Minutes CLICK

How to Verify Minutes I can do this if I follow directions!

V erify EESAC MINUTES V erify EESAC MINUTES EDIT (VERIFY) MINUTES

Enter your school’s 4 digit WL number

For Minutes! Principal Nelson Chair Smith

To Verify (Approve) Minutes The current principal, whether or not they were the principal at the time of a meeting, is responsible for verifying all prior minutes

:40 PM

:40 PM All sections must be filled in.

Generated from Current Roster accessed from the OSI webpage. Remove any from un-excused to excused as appropriate.

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.

Reminders for minutes… 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.

Parents and Business Partners Access to Minutes, Bylaws, and Rosters

The Office of Financial Operations/Budget

EESAC Budget Training Office of Financial Operations/Budget October 2013

Agenda Overview of the budget process  Timeline  Tools School Recognition Funds EESAC Funds 74

Annual School Budget Timeline 75 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 Supervisor to stay on financial plan and make any necessary transfers.

Budget Tools - Allocations 76 The District uses CASAS as its means of equitably distributing resources across schools. The School Allocation Plan is the basis for all CASAS allocations. EESAC

Budget Tools - Building 77 Principals use the School Based Budget System (SBBS) to build budgets for schools with the resources allocated to them through CASAS.

Budget Tools - Monitoring 78 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.

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 depending on the availability of funds appropriated and the number and size of schools selected to receive an award. –The staff and school advisory council at each recognized school jointly decide how to use the funds. 79

School Recognition Funds –Schools must use their funds for one or any combination of the following: nonrecurring bonuses to the faculty and staff; nonrecurring expenditures for educational equipment and materials to assist in maintaining and improving student performance; or temporary personnel to assist in maintaining and improving student performance. –If school staff and the school advisory council cannot reach an agreement by February 1 st (or TBD), then the funds must be equally distributed to all classroom teachers currently teaching in the school. 80

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. 81

EESAC Funds 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. 82

Reminders – Enhancement $ EESAC provides recommendations to the Principal on development of school budget –Entire school budget is provided to EESAC –Budget Availability Report is accessible to EESAC members 83

Reminders – Enhancement $ State provides $5 per FTE as EESAC funds –Memorandum #CP-041, Office of the Controller, October, 2013, –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

The Office of Financial Operations Contact Information Ron Steiger, Chief Budget Officer For School Budget questions contact Budget Supervisor: North: Dorothea Payton Central:Keisha Johnson-Cabrera South: Paul Mickey ETO & SPED : Ana Ramos

Schools that receive a performance grade of “A” or improve one letter grade will receive School Recognition money State provides funds per FTE for staff bonuses, temporary personnel, or educational equipment and materials –Approved by February 1, or the money will automatically be equally distributed in bonuses to classroom teachers currently teaching at the school District School Recognition Plan/Final Verification due to OSI office by Friday, January 24, FAX: Reminders - Recognition $

EESAC Resource Guide EESAC Training presentation School Recognition Awards – Recommended Guideline Waiver Form Tools and Resources

–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

Follow-up activity for MPP (Due Friday, Nov. 1, 2013)

90 Ms. Linda G. Fife Ms. Pamela J. Wentworth Ms. Pamela J. Wentworth Ms. Ja’nine M. Bryant Ms. Ja’nine M. Bryant Dr. Sherian E. Demetrius Dr. Sherian E. Demetrius