EESAC TRAINING FOR NEW STAKEHOLDERS

Transcription

1 EESAC TRAINING FOR NEW STAKEHOLDERS

2 WORKSHOP OBJECTIVES To assist new EESAC members in developing a deeper understanding of their roles and responsibilities Provide an overview of the tools and resources available to assist in maintaining an effective EESAC

3 NORMS Be present Trust the process Equity of voice Vegas rules

4 GENERAL KNOWLEDGE

5 PURPOSE OF EESAC The EESAC is 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) EESAC is responsible for assisting in the preparation and evaluation of the school improvement plan and the school s annual budget. (SBBP 2125)

6 THE SUNSHINE LAW & EESAC EESAC meetings are public meetings and subject to the Government in the Sunshine Law, Section (1), F.S. All meetings at which discussions and deliberations, as well as formal actions, take place must be open to the public, Section (1), F.S. Formal actions are considered binding only when made at meetings held in accordance with the Sunshine Law, Section (1), F.S.

7 THE SUNSHINE LAW & EESAC Meetings are open to the public at all times Reasonable notice of all meetings must be provided, Section (1), F.S. Minutes of the meetings must be recorded and open to public inspection, Section (2), F.S. All meetings must be held in a facility or location accessible to the public, Section (6), F.S.

8 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, Section F.S.

9 MEMBERS RESPONSIBILITIES 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

10 EESAC CHAIR: ROLES & RESPONSIBILITIES Participate openly in consensus building Make decisions that benefit all students Communicate with constituents to collect data and opinions for decisionmaking Work closely with the principal to prepare the agenda for all regular and special meetings Post meeting announcements and minutes Provide each member at least three days advance notice in writing of any matter that is scheduled to come before the Council for a vote.

11 EESAC COMPOSITION A majority of the members of each school advisory council must be persons who are NOT employed by the school district (50% + 1), Section (1)(a)F.S.

12 SUGGESTED MINIMUM COMPOSITION 5 Teachers and 1 alternate 5 parents and 1 alternate 1 student and 1 alternate 1 educational support person, and 1 alternate 3 business/community representatives (BCR) UTD designated steward Principal

13 LEARNING ACTIVITY UPDATING EESAC ROSTER

14 EESAC WAIVER REQUIREMENT A waiver is required each time a roster composition change is needed Once the waiver is in place, it remains in place until another waiver is requested A waiver is required to make the Assistant Principal an alternate for the Principal

15 ROSTERS Rosters will be locked on November 17, 2017 pending School Board approval. Rosters will be unlocked following the December School Board meeting and updates may be done at that time. Once approved, the rosters will be posted on the OSI webpage as Board Approved Rosters All updates to the roster during the year will be reflected as the school s Current Roster.

16 BYLAWS Review bylaws annually and update date Must be reflected in the EESAC minutes Refer to updated template SBBP

17 EMERGENCY 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.

18 LEARNING ACTIVITY MEETINGS POSTING A MEETING

19 POSTING A MEETING

20 UPDATE OR CANCEL A MEETING

21 UPDATE OR CANCEL A MEETING

22 PREPARING THE AGENDA The Chair shall prepare and distribute the agenda for all regular and special meetings. 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. Adding to the Agenda: Council members may add items to any regular meeting agenda by contacting the Chair in advance. Non-Council members may propose an agenda item by contacting a Council member. The agenda may be amended at the meeting by majority vote. (Check your school s bylaws for variations)

23 CONDUCTING THE MEETING All meetings fall under the Sunshine Law, Section (1), F.S. EESAC meetings cannot be held virtually Begin on time Establish quorum -If quorum is not established, you may meet but you may not conduct business. A quorum must be physically present at a meeting Minutes must be kept

24 QUORUM Confirm the number of VOTING members on your roster (not including alternates). Use this number to establish a quorum. Quorum should be 50% +1 (review bylaws for any additional stipulations).

25 QUORUM 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. The Assistant principal may only serve as the alternate if a composition waiver has been filed and approved. The designated UTD steward may appoint someone to attend and vote at an EESAC meeting in his or her absence.

26 DURING THE MEETING 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 At every meeting provide time for: non EESAC members to bring address agenda items or identify ideas to be discussed

27 CLOSING THE MEETING Ensure that all members and visitors have signed in Keep the sign-in sheets for future reference Post the minutes within 7 business days Principal should verify the approved minutes Schedule the next meeting (if applicable)

28 LEARNING ACTIVITY POSTING THE MINUTES

29 MINUTES: POSTING

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

31 MINUTES: VERIFICATION When minutes are posted but not yet verified, they are considered pending They may be edited for correctness before they are verified and archived by the principal Minutes must be approved by the EESAC before they are verified by the principal Once they have been verified/archived, they cannot be edited

32 REMINDERS Citizens Information requires 48 hour 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 to the agenda and the minutes detailing the correction.

33 TOOLS AND RESOURCES Located at: Coming Soon EESAC Resource Guide EESAC Composition Waiver Form -# EESAC Assurance Checklist School Improvement Plan Development Guide

34 Next Steps Update EESAC Roster Principal & EESAC Chair verify EESAC Roster by November 17, 2017

35 CONTACT Dr. David K. Moore Assistant Superintendent Division of Academics Support Ms. Iliana Ramos-Sibila Dr. Sherian Demetrius Ms. Christine Rosario-Hoyos Ms. Ana D Atri anamaria@dadeschools.net

36 EESAC Budget Training Office of Budget Management November 2017

37 AGENDA Overview of the budget process Timeline Tools School Recognition Funds EESAC Funds

38 Annual School Budget Timeline

39 Budget Tools - Allocations

40 Budget Tools - Building

41 Budget Tools - Monitoring

42 Budget Tools - Monitoring

43 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 up to $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.

44 School Recognition Funds Schools must use their funds for one or any combination of the following: Non-reoccurring faculty and staff bonuses; Non-reoccurring 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 1st, then the funds must be equally distributed to all classroom teachers currently teaching in the school, Section (4) F.S.

45 EESAC Funds EESAC funds are allocated to each school at $5 per FTE Any unspent EESAC funds are re-budgeted after fiscal year end 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. 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.

46 Reminders Enhancement $ 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-040, Office of the Controller, was released through Weekly Briefing #22062 on October 19, 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

47 Office of Budget Management Contact Information Wirthy E. Fuentes, District Director Budget Systems Manager: Margie Fernandez, ERP Budget Analyst Karla Blanco, Contract & Financial Services Specialist Categorical Program & School Recognition: Betty Barahona, Fiscal Specialist For School Budget questions, contact Budget Coordinator: North: Dorothea Payton Central: Paul Mickey South: Ana Ramos-Gonzalez