Office of School Improvement
October 2013
2013-2014 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
• 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)
• 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
Something to crow about!
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 will be locked, pending School Board
approval.
• Once approved, they will be posted as the “20132014 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) 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
2013-2014 EESAC Resource Guide,
SBBP 2125
Sample By-laws
EESAC BYLAW Components
The bylaws should define:
 Purpose of EESAC
 Council Members
 Composition
 Eligibility
 Terms
 Responsibilities
 Unexcused Absences
Bylaws are
here
somewhere!
Do I call OSI
or do I check
my ByLaws??
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?)
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
basis
 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 EVERYTIME 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
Vision/Mission/Values
Business with M-DCPS
Human Resources
Meetings
Newsroom
Non-Discrimination Policy
Strategic Framework
Technology
webpage
• 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?
Vision/Mission/Values
Business with M-DCPS
Human Resources
Meetings
Newsroom
Non-Discrimination Policy
Strategic Framework
Technology
webpage
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. If
you change
the DATE OR
TIME you
must cancel
the meeting
and post a
new one.
OR
12, 2012
EESAC meeting - Agenda will include decisions on
the use of EESAC funds.
You may edit
the content.
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 as applicable.
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 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? 17
• How many people
does it take to make
a quorum? 9
• How many voting
members are
employed by the
district? 8
• 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.”
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/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
http://osi.dadeschools.net
How to Verify Minutes
I can do this if I
follow directions!
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.
09-12-13
09-12-13 02:40 PM
9-12-13
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 2013
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
NovemberJune
• Final budget
conference
oDetermines the
final allocations
oNeed to adjust
master schedules
for actual
membership.
• Review and
monitor all of the
accounts on an
ongoing basis to
ensure school
remains financially
sound.
• Discuss final
budget plans with
EESAC
• 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.
76
Budget Tools - Building
Principals use the School Based Budget System (SBBS) to build budgets for schools with
the resources allocated to them through CASAS.
77
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.
78
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.
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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 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 full-time personnel may be hired under the
EESAC program.
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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
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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:
Central:
South:
Dorothea Payton
Keisha Johnson-Cabrera
Paul Mickey
ETO & SPED : Ana Ramos
305-995-2465
305-995-1886
305-995-1574
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 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, 2014. 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
•
•
•
•
•
–North Regional Office:
–Central Regional Office:
–South Regional Office:
–ETO District Office:
(305) 572-2800
(305) 499-5050
(305) 252-3041
(305) 995-3091
Office of School Improvement:
Office of Labor Relations:
Budget office:
Exceptional Student Education:
United Teachers of Dade:
(305) 995-2692
(305) 995-1590
(305) 995-1227
(305) 995-2027
(305) 854-0220
Follow-up activity for MPP
(Due Friday, Nov. 1, 2013)
Ms. Ja’nine M. Bryant
305-995-7686
jmadderly@dadeschools.net
Ms. Linda G. Fife
Dr. Sherian E. Demetrius
305-995-2692
305-995-7046
lfife@dadeschools.net
sdemetrius@dadeschools.net
Ms. Pamela J. Wentworth
305-995-1520
pwentworth@dadeschools.net
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