Office of School Improvement
October 2012
2012-2013 EDUCATIONAL
EXCELLENCE SCHOOL
ADVISORY COUNCIL
TRAINING
EESAC 101What you need to know…
OUR
STUDENTS’
SUCCESSES
Objectives
• Communicate EESAC roles and
responsibilities
• Provide tools and resources to ensure
compliance
• Establish processes for problem solving
• Provide financial and budgetary information
The Purpose of EESAC –
Legislation & School Board Bylaws & Policies
• Implementing 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)
• Is the sole body responsible for final decision
making relating to the implementation of the
State system of school improvement and
accountability. (SBBP 2125) and (FSS 1001.452)
• 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)
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
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)
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
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
The Roster
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))
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 SelfStanding, 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 are locked pending School Board
approval.
• Once approved, they are the “2012-2013 Board
Approved Rosters.”
• 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) 995-2692 for assistance with this
process.
Form
#7292
EESAC Composition Waiver
EESAC BYLAWS
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 20122013 EESAC Resource Guide, SBBP 2125
EESAC BYLAW Components
The bylaws should define:
 Purpose of EESAC
 Council Members
 Composition
 Eligibility
 Terms
 Responsibilities
 Unexcused Absences
EESAC BYLAW Components
 Election Process (FSS.1001.452 (d.4))
 Meetings
 Regular Meetings
 Special Meetings (Emergency)
 Cancellation
 Open to the Public
 Convenient Meeting Time (FSS. 1001.452 (d.3)
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
EESAC BYLAW Components
 Quorum (FSS. 1001.452 (d.1))
 Committees
 Must include Discipline and Safety
 Opportunity to report to the EESAC on a
regular bases
 Amendments
• Follow along
Bylaws
Rosters
Meetings
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 as an AGENDA item
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”
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.
You may
cancel the
meeting.
OR
12, 2012
EESAC meeting - Agenda will include decisions on
the use of EESAC funds.
You may edit the
content. If you
change the
date or time
you must
cancel the
meeting and
post a new one.
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
http://osi.dadeschools.net/
SEE THE APPENDICES FOR
SPECIFIC AGENDA
CATEGORIES
Align your EESAC
Agenda to comply with
updates for your school’s
DA Compliance
Checklist.
Differentiated Accountability Follow-Up
You are a Differentiated
Accountability (DA) School if you
are:
• C – Prevent,
• D - Focus, or
• F – Priority
When you update your DA
Compliance Checklist at any
EESAC meeting……
• Open your original Checklist and
update according to EESAC
meeting minutes
• Save as new document (i.e. 0115-13 DA Checklist)
• Update the header on the
document to reflect the change
date
• Open your SIP on the FLBSI
website and re-upload the
revised DA Compliance Checklist
• Always keep the earlier versions
of the Checklists.
Mid-year EESAC Agenda
IMPORTANT MIDYEAR
COMPLIANCE
ELEMENTS
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 alternate in case of the
member’s absence.
• Check quorum requirements stipulated in your
bylaws.
A meeting may take place with or without a
quorum.
A vote or consensus may only take place if a
quorum is established.
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.”
EESAC decision making process
•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.
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
• Align excused and unexcused absences
to sign-in sheet
• Provide details on decisions (votes or
consensus)
• Follow along
http://osi.dadeschools.net
Posting
EESAC
Minutes
How to Verify Minutes
http://osi.dadeschools.net
Verify
EESAC
MINUTES
Enter your school’s 4 digit WL number
For
Minutes!
Principal Nelson
Chair Smith
For
Minutes!
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.
09-01-12
09-06-12 02:40 PM
11-21-12
23
2:40 PM
2010
All sections must be filled in.
Generated from Current Roster
accessed from the OSI webpage.
Remove any from un-excused
to excused as appropriate.
SIPs should
always be
included in the
Topics
Discussed.
Principal uses
the 8-digit
verification
code here!
Once verified, the
minutes can NOT
be modified!!!
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 2012
Agenda
• Overview of the budget process
 Timeline
 Tools
• School Recognition Funds
• EESAC Funds
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Annual School Budget Timeline
April-June
• CASAS runs using
formulas in School
Allocation Plan as
basis
• Build initial budget
using School
Based Budget
System (SBBS)
• Preliminary budget
conference
July-August
• 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.
SeptemberOctober
• Final budget
conference
oDetermines the
final allocations
oNeed to adjust
master schedules
for actual
membership.
• Discuss final
budget plans with
EESAC
NovemberJune
• 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.
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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.
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Budget Tools - Building
Principals use the School Based Budget System (SBBS) to build budgets for
schools with the resources allocated to them through CASAS.
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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.
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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 (Tentatively
scheduled) 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.
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School Recognition 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 1st (or
TBD), then the funds must be equally distributed
to all classroom teachers currently teaching in the
school.
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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.
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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 fulltime personnel may be hired under the EESAC
program.
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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
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Reminders – Enhancement $
• State provides $5 per FTE as EESAC funds
– Memorandum #CP-041, Office of the Controller,
October 2, 2012, Weekly Briefing will be released
on October 4, 2012
– 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
Judith M. Marte, Chief Budget Officer
Ron Steiger, Assistant Chief Budget Officer
For School Budget questions contact Budget Supervisor:
North:
Central:
South:
Dorothea Payton
305-995-2465
Keisha Johnson-Cabrera 305-995-1886
Paul Mickey
305-995-1574
ETO & SPED : Ana Ramos
305-995-2483
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Reminders - Recognition $
• Schools that receive a performance grade
of “A” or improve one letter grade will
receive School Recognition money
• State provides $100 (tentatively
scheduled) per FTE for staff bonuses,
temporary personnel, or educational
equipment and materials
– Approved by February 1, 2013 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 25, 2013. FAX: 305-995-2910
Tools and Resources
• EESAC Resource Guide http://osi.dadeschools.net
• EESAC Training presentation
http://osi.dadeschools.net
• School Recognition Awards – Recommended
Guideline http://osi.dadeschools.net/eesac/resinfo.asp
• Waiver Form 7292
http://osi.dadeschools.net/eesac/resinfo.asp
EESAC Support team
• Regional Center Offices
•
•
•
•
•
–North Regional Center:
–Central Regional Center:
–South Regional Center:
–ETO District Office:
(305) 572-2800
(305) 883-0403
(305) 252-3041
(305) 995-0649
Office of School Improvement:
Office of Labor Relations:
Budget office:
Exceptional Student Education:
United Teachers of Dade:
(305) 995-1880
(305) 995-1590
(305) 995-1226
(305) 995-1721
(305) 854-0220
Follow-up activity for MPP
(Due Monday, Nov. 7, 2012)
Ms. Dolores de la Guardia
305-995-7686
ddelaguardia1@dadeschools.net
Ms. Linda Fife
Dr. Sherian Demetrius
305-995-2692
305-995-7046
lfife@dadeschools.net
sdemetrius@dadeschools.net
Ms. Pamela Wentworth
305-995-1520
pwentworth@dadeschools.net
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