Education Councils Roles And Responsibilities

1. Education Councils Roles And Responsibilities

3. What is a Council? Community Education Councils (CECs) District level advocacy and representation (Kindergarten- 8th grade) Citywide Councils Special Education (CCSE) English Language Learners (CCELL) High Schools (CCHS) District 75

5. History of the Councils The Councils were created to replace the former Community Schools Boards. CECs, CCSE, CCELL, and CCHS are authorized by New York State Education Law, Article 52, Section 2590. How do they fit into the New York City Public School System? State Laws authorize and define Chancellor’s Regulations implement Bylaws describe the council management process and actions to be taken by members Parliamentary Procedures provide guidelines for operations not included in the bylaws

7. The Council’s Role • Councils have an obligation to: • Consult and communicate with parents. • In addition to monthly public meetings, CECs must also consult with the officers of their constituent PAs on at least a quarterly basis. • CCELL, CCSE, D 75 and CCHS should determine their preferred vehicle for consultation with their constituents and include the appropriate language in their bylaws. • Advocate on behalf of district schools regarding educational issues that impact the district. • Maximize local opportunities for parental involvement in public discussions about education by widely advertising monthly meeting agendas, hosting public hearings, liaising with school leadership teams, etc.

9. Overview of Council Organization

10. Overview of Council Organization

12. Members of CECs, CCSE, CCELL, and CCHS serve as volunteers. They are not paid a salary, but receive limited reimbursement for expenses. The members of CCSE, CCELL and D75 are drawn from the entire city. CCHS must include two selected members from each borough. The appointed members may come from any borough. CECs, CCSE, CCELL, D75 and CCHS are considered public bodies in New York State and must take an oath of office prior to assuming their council seat. All members are equal whether appointed or elected to serve. Council Member Quick Facts

14. Powers and Duties of CECs(Education Law Section 2590-e) Promote the achievement of educational standards and objectives relating to the instruction of students Review the district’s educational programs and assess their effect on student achievement Hold meetings at least every month with the superintendent where the public may discuss the current state of the schools in the district Submit an annual evaluation of the superintendent to the chancellor Provide input to the chancellor and the city board on district concerns Serve as a liaison to School Leadership Teams

15. Powers and Duties of CECs(Education Law Section 2590-e.) • Approve zoning lines as submitted by the superintendent • Participate in training and continuing education programs • Hold public hearings on the district’s annual capacity plan and submit a plan to the chancellor • Prepare a district report card • Annual Financial Disclosure Filing • Retain counsel if the council or a member is a defendant or respondent

16. Powers and Duties of the Citywide Council on English Language Learners(Education Law Section 2590-b) • CCELL • Issue an annual report on the effectiveness of the Department of Education (“DOE”) in providing services to English Language Learners (“ELL). • Comment on any educational policies involving bilingual and English as a Second Language (“ESL”) programs. • Make recommendations on how to improve the efficiency and delivery of services to English Language Learners. • Receive training opportunities. • Hold at least one meeting per month open to the public during which the public may discuss issues facing English Language Learners.

17. Powers and Duties of the Citywide Council on Special Education (Education Law Section 2590-b) • CCSE • Issue an annual report on the effectiveness of the DOE in providing services to students with disabilities. • Comment on any educational policies involving the provision of services for students with disabilities. • Advise and comment on the process of establishing Committees on Special Education in community school districts. • Make recommendations on how to improve the efficiency and delivery of such services. • Receive training opportunities. • Hold at least one meeting per month open to the public during which the public may discuss issues facing students with disabilities.

18. Powers and Duties of the Citywide Council on High School(Education Law Section 2590-b) • CCHS • Advise and comment on any educational or instructional policy involving high school. • Issue an annual report on the effectiveness of the city district in providing services to high school students. • Making recommendations on how to improve the efficiency and delivery of services for high school students. • Receive training opportunities. • Hold at least one meeting per month open to the public during which the public may discuss issues facing high schools.

19. Powers and Duties of the District 75 Citywide Council • District 75 • Advise and comment on educational and instructional policy involving the provision of District 75 services • Make recommendation on how to improve the efficiency and delivery of services received by students in District 75 programs. • Receive training opportunities. • Hold at least one meeting per month open to the public during which the public may discuss the issues facing the district.

21. Quorum New York State General Construction Law, Section 41 requires that a public body have a quorum that is a majority of the whole number of the body. The whole number is the number of positions the body would have were there not vacancies. The whole number of members on each CEC, CCSE and CCELL is 11. This represents the whole number of voting council positions authorized by the law. A meeting with fewer than 6 members present is not an official meeting. No official actions may be taken. A vote of 6 members in favor is required to pass a resolution. A vote of 6 members opposed is required to defeat a resolution. The whole number of members on CCHS is 13. This represents the whole number of voting council positions authorized by the law. A CCHS meeting with fewer than 7 members present is not an official meeting. No official actions may be taken. A vote of 7 members in favor is required to pass a resolution. A vote of 7 members opposed is required to defeat a resolution.

23. All final documents of a public body are subject to FOIL (exception: minutes in draft form must be available upon request two weeks after a meeting.) Councils may direct that requests for agendas, minutes, proposals, reports, etc., be submitted in writing. Councils may not require that persons provide a reason for the request. Requests for public information are not brought to a council for a vote. Routine requests should be handled by the Administrative Assistant. If there is a question about whether requested material should be released the AA should contact the FOIL Officer in the Office of Legal Services. Public Officers Law, Article 6 Freedom of Information Law (FOIL)

24. “It is essential to the maintenance of a democratic society that the public business be performed in an open and public manner and that the citizens of this state be fully aware of and able to observe the performance of public officials and attend and listen to the deliberations and decisions that go into the making of public policy.” Council business must be transparent. Business meetings are conducted in front of the public, including the discussion and vote preceding passage of all Council resolutions. Public Officers Law, Article 7 Open Meetings Law

25. All council meetings are open to the general public: business/working sessions, calendar meetings, and committee meetings. Notice of at least 72 hours must be given for regularly scheduled meetings. The public must receive notice of all regularly scheduled meetings, all special meetings, and all committee meetings. Records, resolutions, policies and other documents scheduled to be discussed at open council meetings should be made available to the public upon request prior to the meeting, if practicable.  If the council maintains a routinely updated website, such documents shall be posted on the website to the extent practicable. Minutes of a council meeting must be available within two weeks of the date of the meeting even if they are still in draft form, and should be clearly marked DRAFT. Public Officers Law, Article 7 Open Meetings Law Please note: Absentee ballots, secret ballots, proxy voting, e-mail and telephone polls, and phone conferencing are not permitted

26. Executive Session An executive session is a portion of a council meeting that is not open to the public. It may take place only after a majority vote of the total membership of the council during either business or calendar meeting. The motion or resolution to call an executive session must specifically identify the matter for discussion. Executive sessions are only permitted under limited circumstances, such as: medical, financial, credit or employment history of a particular person or corporation, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a particular person or corporation; All council members may attend executive sessions. The council may authorize the attendance of other persons as needed. Executive sessions may not be used to discuss council member issues. No action by formal vote shall be taken to appropriate public moneys during an executive session. Public Officers Law, Article 7 Open Meetings Law

28. CECs: Section 2590-c(6)(a) : “In addition to the conditions enumerated in the public officers law creating a vacancy, a member of a community district education council who refuses or neglects to attend three meetings of such council of which he or she is duly notified, without rendering in writing a good and valid excuse therefore vacates his or her office by refusal to serve. Each absence and any written excuse rendered shall be included within the official written minutes of such meeting. After the third unexcused absence the community council shall declare a vacancy to the chancellor.” CCSE, CCELL, and CCHS: Section 2590-b(7)(g) provides the same protocol for the citywide councils. District 75 Chancellors Regulation D-150 Sec.II(J)(1) provides the same protocol for the District 75 Council. This action requires an announcement at a calendar meeting to declare the seat vacant. Vacancies must be filled within sixty days after consultation with the president’s council and other educational groups within the district. Vacancies Arising from Unexcused Absences

30. Reporting Requirements Section 2590-c(7)(a): “Each community council shall prepare and submit to the city board a performance report every month. The information provided shall include community council members' attendance records; participation in community council committees and other community council activities; visits to schools; and voting records on major issues before the community council.” Section 2590-b(4)(b)(3): CCSE shall, “issue an annual report on the effectiveness of the city district in providing services to students with disabilities and making recommendations, as appropriate, on how to improve the efficiency and delivery of such services.” Section 2590-b(5)(b)(ii): CCELL shall, “issue an annual report on the effectiveness of the city district in providing services to English language learners and making recommendations, as appropriate, on how to improve the efficiency and delivery of such services.” Section 2590-b(6)(b)(ii): CCHS shall, “issue an annual report on the effectiveness of the city district in providing services to high school students and making recommendations, as appropriate, on how to improve the efficiency and delivery of such services.”

32. Bylaws provide structure to the councils. They provide the operational framework that allows each council to conduct its business effectively. They are rules adopted by the organization for the conduct of business and for taking action. They describe how a board functions, and include the important procedural rules that cannot be suspended, and cannot be changed without prior notice to members. Bylaws

34. Communication is the Key to an Effective Council Questions for Reflection How does the council communicate? Do council member interactions lead to productive dialogue? Why or why not? Is the message clear and is it getting to parents? What is the council’s method for distributing information? Do council members visit schools? Do they report back to the council?

36. Questions for Reflection Have your council members learned how to navigate the school system? Do members bring educational issues to the business meeting? How do council members identify the most important issues facing students and parents? How do council members advocate for their own children without distracting from general concerns? Do council members work to identify programs that would assist parents in meeting the needs of their children? What is their protocol for following up on parent concerns raised at their meetings or brought to the council’s attention?