2013-2014 EDUCATIONAL EXCELLENCE SCHOOL ADVISORY COUNCIL TRAINING

1. Office of School Improvement October 2013 2013-2014 EDUCATIONAL EXCELLENCE SCHOOL ADVISORY COUNCILTRAINING

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

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

4. 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 1001.452)

5. EESAC ROLES AND RESPONSIBILITIES • 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. 1008.385(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. 1001.452)

6. EESAC requirements • Florida Government in the Sunshine (FSS. Title XIX – Chapter 286.011/012) 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

7. 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 1001.452)

8. 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

9. and….. • 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: (http://osi.dadeschools.net) • Complete, review, adopt, and maintain bylaws

10. The Roster In COMPLIANCE! Something to crow about!

11. 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 1001.452(1)(a))

12. 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

13. 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

14. Self-StandingAdult/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

15. Current EESAC Roster Status • Rosters will be locked, pending School Board approval. • Once approved, they will be posted as the “2013-2014 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.”

16. ACCESSING THE EESAC ROSTER FOR UPDATES

18. Updating Roster

19. Updating your EESAC Roster Follow along as we go live to walk you through the Roster updates.

20. Requesting an EESAC Composition Waiver Any changes to the minimum requirements must be done with a waiver. Please contact the Office of School Improvement at (305) 995-2692 for assistance with this process. Form #7292

21. EESAC Composition Waiver 03/13

22. EESAC BYLAWS

23. 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 2013-2014 EESAC Resource Guide, SBBP 2125

24. Sample By-laws

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

26. EESAC BYLAW Components • Election Process (FSS.1001.452 (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. 1001.452 (d.3) But when will the meeting actually be scheduled? (Monthly?)

27. EESAC BYLAW Components • Agenda • Who prepares • Adding to the Agenda • Notice to Members (FSS. 1001.452 (d.2)) • Consensus Decision Making • Minutes (FSS. 1001.452 (d.5)) • Maintenance • Content • Input from Non-Council Members

28. EESAC BYLAW Components • Quorum (FSS. 1001.452 (d.1)) • Committees • Must include Discipline and Safety • Opportunity to report to the EESAC on a regular basis • Amendments

29. Updating your EESAC Bylaws Follow along…………………

30. Bylaws Rosters Meetings

31. Preparation for meetings • Post meetings 5 days (SBBP-9125) in advance via “Meetings” through Citizens Information on the MDCPS website: http://meetings.dadeschools.net/post.asp • Display meeting notices in prominent locations at the school site • Prepare the Agenda • Vary EESAC meeting times to accommodate maximum number of people • Include SIP review EVERYTIME as an AGENDA item

32. 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.

33. How to post an EESAC meeting announcement

34. webpage

35. Meeting Announcement • Follow along

36. 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.

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

38. webpage

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

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

41. Use the password from your confirmation page to Edit or Cancel the meeting The Password is case sensitive.

42. You may cancel the meeting. If you change the DATE OR TIMEyou must cancel the meeting and post a new one. OR 12, 2012 You may edit the content. EESAC meeting - Agenda will include decisions on the use of EESAC funds.

43. Preparing for a Meeting

44. 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 leastthree days’ advance notice in writingof any matter that is scheduled to come before the Council for a vote. 3. 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)

45. Agenda Assistance http://osi.dadeschools.net/ SEE THE APPENDICES FOR SPECIFIC AGENDA CATEGORIES

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

47. Mid-year EESAC Agenda IMPORTANT MID-YEAR COMPLIANCE ELEMENTS

48. Begin your meeting……………..

49. 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.

50. 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.