2017-2018 eesac training for new stakeholders
TRANSCRIPT
2017-2018
EESAC TRAINING
FOR
NEW STAKEHOLDERS
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
NORMS
• Be present
• Trust the process
• Equity of voice
• Vegas rules
GENERAL KNOWLEDGE
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)
THE SUNSHINE LAW &
EESAC
• EESAC meetings are public meetings and subject to the Government in the Sunshine Law, Section 286.011(1), F.S.
• All meetings at which discussions and deliberations, as well as formal actions, take place must be open to the public, Section 86.011(1), F.S.
• Formal actions are considered binding only when made at meetings held in accordance with the Sunshine Law, Section 286.011(1), F.S.
THE SUNSHINE LAW &
EESAC
• Meetings are open to the public at all times
• Reasonable notice of all meetings must be provided, Section 286.011(1), F.S.
• Minutes of the meetings must be recorded and open to public inspection, Section 286.011(2), F.S.
• All meetings must be held in a facility or location accessible to the public, Section 286.011(6), F.S.
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 1001.452 F.S.
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
EESAC CHAIR: ROLES &
RESPONSIBILITIES
• Participate openly in consensus building
• Make decisions that benefit all students
• Communicate with constituents to collect data and opinions for decision-
making
• 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.
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 1001.452(1)(a)F.S.
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
LEARNING ACTIVITY
UPDATING EESAC ROSTER
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
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 “2017-2018 Board Approved Rosters”
• All updates to the roster during the year will be reflected as
the school’s “Current Roster.”
BYLAWS
• Review bylaws annually and update date
• Must be reflected in the EESAC
minutes
• Refer to updated template
• SBBP 2125
• http://www.neola.com/miamidade-fl/
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.
LEARNING ACTIVITY
MEETINGS
POSTING A MEETING
POSTING A MEETING
UPDATE OR CANCEL A
MEETING
UPDATE OR CANCEL A
MEETING
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)
CONDUCTING THE
MEETING
• All meetings fall under the Sunshine Law, Section 286.011(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
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).
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.
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
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)
LEARNING ACTIVITY
POSTING THE MINUTES
MINUTES: POSTING
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
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
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.
TOOLS AND RESOURCES
Located at: http://osi.dadeschools.net/are:
• Coming Soon- 2017-2018 EESAC Resource Guide
• EESAC Composition Waiver Form -#7292
• 2017-2018 EESAC Assurance Checklist
• 2017-2018 School Improvement Plan Development
Guide
Next Steps
• Update EESAC Roster
• Principal & EESAC Chair verify EESAC
Roster by November 17, 2017
CONTACT
Dr. David K. Moore
Assistant Superintendent Division of
Academics Support
Dr. Sherian Demetrius
305-995-2347
Ms. Christine Rosario-Hoyos
305-995-2347
Ms. Iliana Ramos-Sibila
305-995-2347
Ms. Ana D’Atri
305-995-2347
EESAC Budget TrainingOffice of Budget Management November 2017
AGENDA
• Overview of the budget process
• Timeline
• Tools
• School Recognition Funds
• EESAC Funds
Annual School Budget Timeline
Budget Tools - Allocations
Budget Tools - Building
Budget Tools - Monitoring
Budget Tools - Monitoring
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.
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
1008.36(4) F.S.
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.
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, 2017.
• 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
Wirthy E. Fuentes, District Director
Budget Systems Manager:
Margie Fernandez, ERP Budget Analyst 305-995-2497
Karla Blanco, Contract & Financial Services Specialist 305-995-4274
Categorical Program & School Recognition:
Betty Barahona, Fiscal Specialist 305-995-2457
For School Budget questions, contact Budget Coordinator:
North: Dorothea Payton 305-995-2465
Central: Paul Mickey 305-995-1574
South: Ana Ramos-Gonzalez 305-995-2483