LAKE COUNTY SCHOOLS

1. LAKE COUNTY SCHOOLS SCHOOL ADVISORY COUNCIL TRAINING 2009-2010

2. Agenda, Part 1 What is a School Advisory Council? Sunshine Law and School Advisory Councils SAC Membership Requirements and Elections Bylaws Meeting Requirements SAC Member and Officer Roles SAC Meeting Minutes School Improvement Funds and Expenditures Requirements for Five Star School Award Collaborative Partnering Shared Decision-Making

3. Agenda, Part II How to write meaningful School Improvement Plans (SIP�s) Linking the plan to State Goals and Priorities and the School Board Priorities Goals Needs Assessments Objectives Strategies Performance Measures Budget Based Additional Requirements SIP Due Dates Mid Year Reports and Due Dates Contacts for assistance

4. Part 1 SAC Basics

5. School Advisory Councils are� A group intended to represent the broad school community and those persons closest to the students who will share responsibility for guiding the school toward continuous improvement. Referred to as SAC�s Required by all schools, including charter schools Charter schools may use their governing body (Charter Board) as their SAC

6. SAC�s are similar to School Boards Created and governed by law Elected by peers Subject to the Sunshine Law Assist leaders (principal, superintendent) with school district direction Have the goal of increasing student achievement for all students in a safe learning environment

7. Sunshine LawAll SAC Business must be in the sunshine! All meetings must be noticed and must be open to the public Minutes must be recorded Members may not communicate with one another about SAC business outside of a publicly noticed meeting Includes email, phone calls, and other communication

8. Role of the SAC Assists in preparation and evaluation of SIP Decides jointly with school faculty how A+ recognition funds are spent Assists principal with the school budget Performs functions as prescribed by school board Monitor the SIP � required quarterly for schools in Differentiated Accountability

9. SAC Members Made up of principal, appropriate balanced number of teachers, staff, parents, community members, and students (Assistant Principals may not be voting members) Must represent ethnic, racial, economic community (may require appointment by School Board) Document student demographics for specific day for membership compliance Free and reduced lunch percentages determines low-socio-economic make-up Student race/ethnicity percentages must be represented by SAC (within approximately 5%) Majority (over 51%) must not be employed by the Lake County School Board (Changed from previous requirement by Senate Bill 1908) Elected by peer groups

10. SAC Member Elections Teachers elect teachers Classified employees elect classified employees Students elect students (middle and high) Parents elect parents Business and community members are recommended by the Principals and approved by a vote of the SAC

11. Voting Procedures for Elections Voting can occur at meetings or by mail, secret ballot, or by show of hands. Ballots are counted, recorded, and retained. Ballots and voting records should be kept on file in the school Voting records are recorded in the official SAC minutes Elections must be fair and open and may be written, signed, or computerized ballots as long as the ballots are recorded officially for auditing purposes.

12. A SAC may Elect alternates if SAC bylaws permit Allows timely replacement of members Increases participation

13. Other Possible Duties of SAC Adoption of school calendar Input into District�s Legislative Program Develop Waivers for School Improvement Plans Attendance waivers School uniform waivers Etc. Monitor school safety Assist in school climate survey Liaison to community Special committees and school improvement teams

14. SAC Bylaws Name of council Purposes, basic policies, governance Duties and obligations School Improvement funds Expenditure of A+ Funds Development of School Improvement Plan (SIP) Assist with School�s Annual Budget

15. SAC Bylaws, cont. Membership and election Election procedures Appointment procedures Represents demographics of school/community At least 51% must be non-Lake County Schools employees Attendance requirements

16. SAC Bylaws, cont. Decisions/Meetings Three business-day advance notice to all members regarding meeting that will include a vote on an agenda item Sunshine Law requirement Special or Ad Hoc Committees Quorum > 51%

17. SAC Bylaws, cont. Officers and Election Positions, duties, procedures for elections and term of office Nominating committee Duties, meetings, quorum of executive board Emergency decision procedures

18. SAC Bylaws, cont. Amendments or revisions of bylaws Fiscal year, parliamentary authority

19. School Advisory CouncilsSAC Meetings At least 3 days written notice to SAC members regarding matters that require a vote Requires a quorum of at least 51% Schedule meetings when stakeholders can attend Minutes must be recorded

20. Effective Meetings Introductions/Welcome Snacks and drinks Name tags Limit education terminology/acronyms Teamwork Each member � new ideas Members feel valued Goal � Student achievement Training

21. What to avoid Treat members as rubber stamp Don�t communicate meeting times, etc. Use all the educational jargon No vote, no action, nothing happens Ineffective communication This is the way we have always done it Why change Great idea, won�t work

22. SAC Member Roles Attend meetings and training Use district and state goals as guide Assess school data and surveys Assist in the preparation, implementation, and evaluation of the SIP Identify and prioritize school needs Develop improvement strategies Measure results Assist with preparation of school budget

23. SAC Chair and Co-Chair Knowledgeable � duties and responsibilities Creates agenda Prepares for meetings Facilitates meetings Maintains focus, order, and involvement Signs SIP While any member can be elected to serve as Chair or Co-Chair, it is recommended that neither the Principal nor a student serve in this capacity.

24. Principal Represents school administration Assesses school data, surveys Facilitates SAC recommendations Implements SIP Ensures compliance with required reports Facilitates SAC elections and appointments Keeps SAC informed Encourages participation, problem solving, teamwork Part of the SAC team

25. Suggested SAC Officers Treasurer Maintains funds Secretary Letters and other correspondence Records minutes Parliamentarian Time keeper, Roberts Rules of Order

26. Secretary Determines quorum Writes and records minutes Distributes minutes Maintains records of minutes Maintains records of attendance Duties at the meetings Provides or reads the minutes from prior meeting Takes accurate minutes of current meeting Duties after the meeting Promptly writes minutes Dispatches correspondence Distributes minutes for next meeting and agenda prep Notifies members of elections, appointments, next meeting Emails minutes after each meeting to District Office � rowletts@lake.k12.fl.us as required by state statute

27. The Importance of Minutes Required by Sunshine Law and State Statutes Verifies procedures were followed Documents attendance and quorums Provides documentation for public Documents decisions

28. Minutes Include Type of meeting Date, time, place Agenda Attendance Quorum Appointment/replacement of members (if any) Call to order Vote on minutes from prior meeting Any correspondence

29. Minutes Include, cont. Motions and Votes Motion and name of mover Second to motion Amendments to motion Voting record (who and how voted) Chair must vote No abstentions unless conflict of interest Must have a quorum Elections

30. Minutes Include, cont. Reports, presentations, programs Report of what is done Time of adjournment Next meeting, date, time, place Signature with typed name and position

31. Minutes do not include Verbatim discussion Personal comments Motions not stated by the chair Entire reports

32. SAC Funds and Expenditures Contact Persons: Carol MacLeod, Chief Financial Officer macleodc@lake.k12.fl.us Tom Leahy, Finance Director leahyt@lake.k12.fl.us 352-253-6560

33. Overview of Laws and Rules Section 1001.452(2) � Requires SAC to assist in budget preparation Section 1008.36 � School Recognition Funds

34. Budget and Finance Issues General Appropriations Act � prescribes level of funding each year (2008 House Bill 5001) Lottery Funds* � source of funds Prescribes level of funding each year Budget Status Reports May be run by bookkeeper as needed *UNFUNDED FOR 2009-2010

35. School Improvement Funds NOT FUNDED FOR 2009-2010

36. A+ Funds School Recognition funds for maintaining an A or improving by one letter grade Amount based on unweighted FTE (per student) Expenditure is jointly decided by SAC and faculty May be used for bonuses, materials, supplies, temp personnel Decision Deadline: November 1 or will be divided among current classroom teachers only

37. Fund Raising For auditing purposes, it is preferable to let a PTO or other group conduct fundraisers.

38. SAC Requirements for School to Meet 5 STAR SCHOOL AWARD Minimum of 8 meetings per year Average 80% attendance Annual presentation of SIP to community Ongoing training and development of committee SIP includes new idea that involves the community SAC participation in needs assessment Training for staff and SAC on collaborative partnering and shared decision-making

39. Collaborative Partnering

40. Collaborative Partnering, cont.

41. Collaborative Partnering, cont.

42. Collaborative Partnering, cont.

43. Collaborative Partnering, cont.

44. Shared Decision-Making

45. Consensus � What is it? All can embrace an idea? All can endorse an idea? All can live with an idea? No one will sabotage a decision? Majority rules?

46. Consensus is reached�

47. Building Consensus Start small Clearly state procedures, roles, expectations in the beginning Include all members Listen to all view points Be respectful Include ideas of the minority group in the final decision

48. Part 2 Writing Meaningful School Improvement Plans

49. SCHOOL IMPROVEMENT PLANS Each school , including charter and Department of Juvenile Justice (DJJ) schools, is required to have a school improvement plan per Florida Statute

50. SIP Template

51. MEANINGFUL SCHOOL IMPROVEMENT PLANS Fulfill the State Education Goals, Florida Education Priorities, and State Law Fulfill the Lake County School Board Vision, Mission, and Strategic Plan Based on the needs of the school Focus on improving student achievement and based on student performance data Have measurable goals, objectives, and outcomes Have clear implementation strategies Provide feedback to the school, school board, and community

52. State of Florida Strategic Areas of Focus Strengthen foundation skills Improve college and career readiness Expand opportunities for postsecondary degrees and certificates Improve quality of teaching in the education system Improve K-12 educational choice options Align resources to strategic goals

53. Lake County School Board Focus Areas Student achievement Efficient and effective operations and performance based budgeting Safe environment Highly developed and high performing staff Technological innovation Family and community involvement

54. Lake County SchoolsVision A dynamic, progressive, and collaborative learning community embracing change and diversity where every student will graduate with the skills needed to succeed in post-secondary education and the work place.

55. Lake County SchoolsMission The mission of Lake County Schools is to provide every student with individual opportunities to excel.

56. Goals Goals answer the question: �What is most important on which to focus and accomplish in order to fulfill our Mission, achieve our Vision, and best serve our students and educational community?�

57. Needs Assessment This provides the current status and is based on data from student testing, discipline data, and climate surveys Utilization of multiple sources of student and school performance data Annual climate survey results from various stakeholders

58. Objectives Objectives are developed for each goal, and become measurable and quantifiable guidance to short-term planning and allocation of resources.

59. Objectives should be SMART S - Specific M - Measurable A - Achievable R � Person responsible should be designated for each goal T � Time specific

60. Strategies The specific steps, research based programs, and required staff development that will be necessary to implement to achieve the objectives and goals.

61. Performance Measures Quantifiable indicators used to measure the progress against a particular objective in terms of workload, efficiency and effectiveness. Performance measures provide the mechanism to evaluate the success of the goals, objectives, and strategies.

62. Performance Based Budget Linking the goals, objectives, and strategies to the actual cost of implementation allows the school community, board, and stakeholders to evaluate the return on investment of the School Improvement Plan. This answers the following questions: Are we appropriately funding our needs? Is our plan value driven? Are we effective and efficient?

63. Additional Requirements For SIP Goal to address Safe Learning Environment Goal to address Bullying Dropout prevention and Academic Intervention Programs must be reflected in SIP Differentiated Accountability Requirements Schools primarily serving grades 6-12 Address the ten guiding principles for secondary school redesign

64. School Improvement Plan Due Dates

65. Baseline Data and Mid-Year Reports Due Dates Baseline data report for all schools in Differentiated Accountability due online by September 18, 2009 Midyear data report for all schools in Differentiated Accountability due online by December 18, 2009 Mid-Year Reports for all schools in Differentiated Accountability due online by January 15, 2009

66. Assistance is Available Florida DOE Office of School Improvement School Advisory Council Information Lake County Schools Department of Planning, Program Evaluation, and Accountability Kathleen Farner Thomas, Ph.D., Director Barry Farley, Manager of Testing and Evaluation Susan Branch, Accountability Analyst Paula Wicker, Program Specialist, Testing Sharon Rowlett, Secretary

67.  Dr. Susan Moxley, Superintendent Lake County Schools Website http://lake.k12.fl.us To access School Improvement and SAC Information Select: Department of Planning, Evaluation and Accountability or click on: Planning, Evaluation and Accountability Presentation created by Kathleen Farner Thomas, Ph.D. Director of Planning, Evaluation and Accountability