Administrator

Jon R. Gundry, County Superintendent of Schools

Peter Daniels, Chief Public Information Officer

Background

The Santa Clara County Office of Education (SCCOE) recognizes ten employees each year for outstanding service to students, parents, coworkers and customers.  Frank Indovina, Warehouse Supervisor for the Business Services Branch, is being honored as the Employee of the Month for his outstanding skills and accomplishments on the job, dedication to exceptional service and commitment to excellence.

Today, January 18, 2017, the Santa Clara County Board of Education will honor Frank Indovina as the January Employee of the Month.

At this time, members of the public may address the Board on any issue within the subject matter jurisdiction of the Board that is not listed on this agenda. Members of the public may also address the Board on an agenda item before or during the Board's consideration of the item.  No action can be taken on an item not on the agenda at this time, but may be referred to the administration or put on a future agenda.  In accordance with Board Bylaw 9323, individual remarks will be limited to 3 minutes each, unless otherwise stipulated.

The Board will hold a Closed Session to consider the following item:

Public Employee Performance Evaluation/Update

Title:  County Superintendent of Schools

(Government Code Section 54957(b)(1))

Report of Actions Taken in Closed Session

At this time, members of the public may address the Board on any issue within the subject matter jurisdiction of the Board that is not listed on this agenda.  Members of the public may also address the Board on an agenda item before or during the Board's consideration of the item.  No action can be taken on an item not on the agenda at this time, but may be referred to the administration or put on a future agenda.  In accordance with Board Bylaw 9323, individual remarks will be limited to 3 minutes each, unless otherwise stipulated.

The superintendent may give a report on any activities related to his duties.

The members of the Board may give reports on any activities related to their duties as members of the Santa Clara County Board of Education.

Request Approval of Minutes of Regular Board Meeting of December 14, 2016 (#2194).

Administrator

Jon R. Gundry, County Superintendent of Schools

Jeanette Rodriguez-Chien, Ed.D.

Background

Artspiration is a countywide arts initiative that supports professional development, student engagement and arts advocacy. The month of March is nationally designated as Arts Education Month in supporting and valuing the importance of arts education for our students as a core subject. Artspiration seeks to encourage schools, students, educators, parents, and other community members to celebrate the positive impact and benefit of the arts as a lifelong and culturally relevant segment of our society.

Fiscal Implications

No fiscal implications

Administrator

Jon R. Gundry, County Superintendent of Schools

Peter Daniels, Chief Public Information Officer

Background

This resolution is designed to support students and their families regarding immigration enforcement, by establishing Santa Clara County Office of Education schools and programs as safe sanctuaries to the fullest extent as allowed by law.

Administrator

Jon R. Gundry, County Superintendent of Schools

Steve Olmos, Ed.D., Chief Schools Officer

Background

Senate Bill 828 (Chapter 29, Statues of 2016) provides in the 2016–17 fiscal year an allocation of $200 million for the College Readiness Block Grant to provide California’s high school pupils, particularly unduplicated pupils, as defined in Education Code (EC) sections 42238.01 and 42238.02, additional supports to increase the number of students who enroll at institutions of higher education and complete an undergraduate degree within four years.

Preliminary funding is allocated to county offices of education, school districts, and charter schools (both local and direct funded) at a preliminary rate of $149.32 per unduplicated pupil in grades nine through twelve (9–12) attending a school that is currently accredited or in the process of obtaining accreditation from the Accrediting Commission for Schools, Western Association of Schools and Colleges (WASC) with no county office of education, school district, and charter school serving at least one unduplicated pupil in grades 9–12 during the 2015–16 fiscal year receiving less than $75,000.

The SCCOE will receive $76,601. These funds must be spent on specific areas during the 2016-2017, 2017-2018 and 2018-2019 school years.

These funds are specifically to be used for the following:

• Provide professional development to teachers, administrators, and counselors to improve pupil A-G course completion rates, pupil college-going rates, and college readiness of pupils, including providing for the development of honors and Advanced Placement courses.
• Beginning or increasing counseling services to pupils and their families regarding college admissions requirements and financial aid programs
• Developing or purchasing materials that support college readiness, including materials that support high performance on assessments required for admittance to a postsecondary educational institution
• Developing comprehensive advising plans to support pupil completion of A–G course requirements
• Implementing collaborative partnerships between high schools and postsecondary educational institutions that support pupil transition to postsecondary education, including, but not limited to, strengthening existing partnerships with the University of California and the California State University to establish early academic outreach and college preparatory programs
• Providing subsidies to unduplicated pupils, as defined in Sections 42238.01 and 42238.02, to pay fees for taking advanced placement exams
• Expanding access to coursework or other opportunities to satisfy A–G course requirements to all pupils, including, but not necessarily limited to, pupils enrolled in schools identified by the department as high schools with 75 percent or greater enrollment of unduplicated pupils, pursuant to subdivision (g). These opportunities may include, but shall not be limited to, new or expanded partnerships with other secondary or postsecondary educational institutions

SCCOE must develop and adopt an expenditure plan on how the funds will be spent. The plan must be presented in a public meeting of the Board, before its adoption in a subsequent public meeting.

                                                Alternative Education Department’s Plan

Fiscal Implications

SCCOE will receive $76,601 to implement these areas of work.

Process for Developing Plan

The Chief of Schools, Director of Alternative Education, and counselors met to discuss the College Readiness Block Grant’s parameters, potential impact on program, student and staff needs, and developed a preliminary plan. Thereafter, the emerging plan was shared with the site principals, teachers, and students to gain their participation and feedback.

Process for evaluation of effectiveness of College Readiness Block Grant

On an annual basis the administration will review the level of implementation of the plan, the level of participation of staff, surveys, and review the expenditures. The annual review will include a budget review and other activities including but not limited to:

Surveys will be used after each event professional development, student field trips, and parent education meetings to gain valuable feedback and to gauge the level of impact on program.   During Instructional Rounds and collaborative meetings staff will identify AVID instructional practices and share best practices through feedback.

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Laurie Book, Director, Internal Business Services

Background

This report reflects budget revisions for the month of December 2016.

During the month of December 2016, we increased expenditures budgets by $124,323 and allocated $124,323 to provide for these expenditures.

Requested Action

Approve the Budget Revisions for the Month of December 2016.

Administrator

Jon R. Gundry, County Superintendent of Schools

Steve Olmos, Ed.D., Chief Schools Officer

Background

The Early Learning Services Department has received notification from the Administration of Children and Families (ACF) and the Department of Health and Human Services that the Santa Clara County Office of Education (SCCOE) is eligible to apply for the annual Head Start/Early Head Start grant in the amount of $23,141,909.  As shared previously via communications, there are several key changes in the FY 2016-17 grant application.

The Head Start program will submit its third year of a five year grant application for FY 2017-18.  This grant application must include five-year goals and Year 3 objectives. Funding is guaranteed for Years 3 through 5, so long as the program remains in full compliance with Head Start regulations. The program is schedule for a federal review in program year 2017. 

The FY 2017-18 grant application includes several key changes to address challenges related to under enrollment of preschool children and increasing personnel costs.  These challenges must be resolved before the upcoming federal review to avoid findings which could threaten ongoing funding.  These changes are described below:

The SCCOE Head Start program currently serves 2,260 (2,064 preschoolers and 196 infants/toddlers) families in the Santa Clara and San Benito counties.  As a result of preschool experienced in FY 2016-17, the program design is modified to expand services for infants and toddlers and reduce services for preschoolers. The FY 2017-18 grant application proposes to convert 442 Head Start preschool slots into 60 Early Head Start infant and toddler slots to be serve in a home-based option. This change will increase Early Head Start enrollment from 196 to 256 and decrease Head Start preschool enrollment from 2,064 to 1,622 The Head Start program is working closely with Human Resources to possibly fill current open positions with staff affected by the reductions, minimizing the impact on staff.

The Head Start program has had meetings and discussions with key partners (internal and external) to help review the five-year goals and Year 3 objectives for the grant, and to vet the proposed enrollment reduction and conversion option described above to serve eligible children and families. Meetings that have been held include, but are not limited to, the following:

• Head Start Health Advisory Committee: November 16, 2016
• Head Start Parent Policy Council: November 19, 2016 and December 13, 2016
• SCCOE Budget Study Committee: December 16, 2016
• Head Start Management: November 7 - 8, 2016 and November 18, 2016
• Meetings will be held with staff members to review proposed changes and recommendation for the grant application for program year 2017-18.

   

  Attached is the executive summary, which provides more details on the changes noted above, as well as a summary of the overall grant application.

   

Fiscal Implications

These funds will be available May 1, 2017 and will cover program operations through April 30, 2017. 

              ** Contracts with partner agencies are not subject to full indirect.

Signed and approved by Laurie Book on January 9, 2017.

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Background

Human Trafficking is one of the fastest growing crimes in the world and is on the rise in the United States. According to the National Human Trafficking Resource Center, California had the nation's highest number of reported incidents of human trafficking with one third being Commercial Sexual Exploitation of Children. (CSEC). Exploited children endure complex trauma that negatively affects their psychosoical development, physical health and academic engagement, which may manifest in chronic absenteeism, low academic performance, and increase the probability of school dropout. This report will be provided by Vanessa Russell from PROTECT, a collaborative focused on identifying and preventing the crime of human trafficking through education.

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Background

Lee Angela Reid, Senior Legislative Advocate from the Capitol Advisors Group will provide an overview of the status of the State's Accountability Plans.

The Local Control Funding Formula (LCFF) was enacted in 2013 and was intended to change both how schools are funded and how they are held accountable for student performance.  By now most school officials are well aware of the key changes to the school funding formula, but development of a new accountability system has been more complicated and taken some time.  The State Board of Education (SBE) was tasked with developing that accountability system based on the eight priority areas for school districts and charter schools and ten priority areas for county offices of education set forth in the LCFF statute.

The SBE has made the evaluation rubrics the cornerstone of the new accountability system and adopted LCFF evaluation rubrics at their hearing on Thursday, September 8, 2016.

The evaluation rubrics include state and local performance standards for each LCFF priority and are meant to assist local education agencies (LEAs) in identifying strengths, weaknesses and areas in need of improvement.  The evaluation rubrics are also intended to be part of an integrated local, state and federal accountability system.

The SBE adopted evaluation rubrics including the following components:

1.  The state indicators and local performance indicators approved at the May and July 2016 SBE meetings.
2.  Performance standards for the state indicators and local performance indicators based on the methodologies approved at the May 2016 State Board of Education meeting and July 2016 State Board of Education meeting, respectively.
3.  Criteria for determining LEA eligibility for technical assistance and intervention under the LCFF statutes based on the performance  standards for the state indicators and local performance indicators.
4.   Statements of Model Practices, with the content to be finalized at a future date.
5.   Links to external resources, with the content to be finalized at a future date.

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Background

Per Board Policy BP 3312 (a), contracts from $100,000 up to $250,000 are to be provided as one information item at a regular meeting of the Board.

For your information, the table below lists the contracts processed in the month of December 2016 from $100,000 up to $250,000.

Fiscal Implications

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Background

Per Board Policy BP 3312 (a), contract agreements estimated to exceed $250,000 shall be placed on the agenda of regular County Board meetings as individual information items.

This 10-month contract allows for provision of Head Start preschool services to a minimum of 83 children. Services are for two sites:  San Juan Bautista and Cassell.

Fiscal Implications

Requested Action

No action required

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Background

Per Board Policy BP 3312 (a), contract agreements estimated to exceed $250,000 shall be placed on the agenda of regular County Board meetings as individual information items.

Maxim Healthcare Services provides licensed care nursing services for Special Education students, as outlined in each student's Individual Education Plan (IEP). This amendment increases the existing 2016-17 contract to provide for additional behaviorist services for Special Education clusters. The original amount of the contract was $900,000. This amendment adds $206,230, which brings the total value of the amended contract to $1,106,230.

Fiscal Implications

Requested Action

No action required

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Background

Per Board Policy BP 3312 (a), contract agreements estimated to exceed $250,000 shall be placed on the agenda of regular County Board meetings as individual information items.

2016-17 Contract provides for design and build of a media production van, using an existing 2016 van. E-N-G Mobile Systems, Inc (RFP# R16-16-17) was selected through the bid process to provide the services.

The van will be used to produce live and live-to-tape events on location at various schools and facilities. In addition, the vehicle will be used as a mobile classroom for students learning video production.

Fiscal Implications

Requested Action

No action required

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Philip J. Gordillo, Chief Human Resources Officer

Background

Education Code 1302(a) requires any salary increase of $10,000 or more to be discussed by the County Board of Education at a regularly scheduled meeting. A recent promotion will result in excess of the $10,000 limit for one (1) employee.

Fiscal Implications

The following chart outlines the employee name, prior position title, new position title, reason for the salary increase, prior annual salary, new annual salary and the salary increase for this employee. This employee is slated to receive a salary increase of $10,000 or more.

LEGEND:

A:  Interim promotion (temporary only)

B:  Increase in calendar

C:  Promotion

D:  Position reinstatement

E:  Promotion and increase in calendar

F:  Position change and increase in calendar

G:  Increase in FTE

H:  Position reclassification

Requested Action

No action required

Administrator

Jon R. Gundry, County Superintendent of Schools

Steve Olmos, Ed.D., Chief Schools Officer

Background

As per the Head Start Act, all Head Start agencies are required to provide program information to the Board of Education.  Attached are the following reports:

• Program Information Report 2016-17 (PIR) –November 2016

Provides information on progress of services provided to children and families to meet required timelines as per specific indicators and thresholds 

• Financial Report – HS Basic/EHS Basic Total Grant Award –November 2016

  Provides the status of program budget and financial oversight
   

• In-Kind Contribution Required

  Indicates the progress of required matching contribution required by grant ($5,459,138)
   

• Purchase Card Summary –November 2016

  Serves as an oversight check of program expenses
   

• California Child Food Program Summary Reports (USDA) – November 2016

  Serves as an oversight check of program expense

• Enrollment Report –November 2016

  Summarizes the year to date enrollment activity in the Head Start Program to comply with enrollment requirements (fill vacancies within 30 days to maintain full enrollment)      

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Background

At a special meeting on December 14, 2015, the County Board of Education requested a standing item regarding charter schools on every regular board meeting agenda to provide the board with information about issues and follow up to questions that have been raised by members of the board.

1. Voices College-Bound Academy

• SCCOE Human Resources (HR) staff met with each charter school to review staff credentials at the beginning of the 2016-2017 school year. SCCOE HR staff raised the concern with the Voices HR counterparts that teachers for the Voices charter schools did not have the requisite credentials – they are teaching a dual immersion program and do not possess a Bilingual, Cross-cultural, Language and Academic Development certificate even though they are credentialed. SCCOE HR reviewed options including taking a test or getting a language proficiency certificate from a university.

During our annual visits by SCCOE HR staff, there continues to be a total of 10 teachers between both Voices sites who do not possess the requisite authorization to teach in a Bilingual Dual Immersion program.  This issue was raised with the Voices Charter Management Organization (CMO) staff; Voices’ response was that the 10 teachers would take the California Subject Examinations for Teachers (CSET) on 1/21/2017.  Next steps are pending to ensure compliance. An update of the status will be provided.

• Voices Morgan Hill is presently located on the grounds of the Advent Lutheran Church under a short-term lease, and the charter school is looking to secure facilities to house its increasing student enrollment.  Voices Morgan Hill and Morgan Hill Unified School district continue to have issues regarding the facilities needs of Voices Morgan Hill.  A recent article in the Morgan Hill Times outlines the issues which are currently before the Morgan Hill City Council.

2. Spark Charter Finance Update

The Charter fiscal audit revealed a funding shortfall for Spark Charter.  It was discovered that along with other charter schools Spark Charter School has not received their year two $250,000 from the Public Charter School Grant Program (PCSGP) grant, thus causing the shortfall.  Spark administration has revealed that the school has received “loans” from Spark Board members in the interim to offset this shortfall, with the guarantee that such loans will be fully paid when the PCSGP funds are released. While it is not normal to receive loans, it is not illegal for board members to loan funds to charter schools.  They are essentially treated as donations.  Spark has further provided evidence of reduction of staff and other expenditures to solve the cash flow issues.  The California Department of Education has also informed us that the PCSGP grant will be coming to Spark within the next 8 to 10 weeks.

3. Summit Tahoma

​

Charter School staff, in conjunction with legal counsel, have been working with Summit Tahoma regarding the legal requirements for the establishment of a functioning School Site Council (SSC) and English Language Advisory Council (ELAC).  Summit Tahoma does not receive Title III funds, nor do they have more than the required 21 students identified as English Language Learners.  Summit Tahoma is not required to have either an SSC, or an ELAC.

Administrator

Jon R. Gundry, County Superintendent of Schools

Steve Olmos, Chief Schools Officer

Background

Complaints filed for SCCOE school sites under the Williams Settlement are limited to insufficient textbooks or instructional materials, unsafe or unhealthy facility conditions or teacher vacancies or mis-assignments.

Williams Complaint Procedures are posted in all classrooms to inform parents, students and teachers of the procedure for making such complaints.

No Williams complaints were received during the October through December 2016 reporting period.

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph. D., Deputy Superintendent

Laurie Book, Director, Internal Business Services

T.Ki Lam, Controller, Internal Business Services

Background

Education Code Section 41020.3 states that by January 31 of each year, the governing body of each local education agency shall review, at a public meeting, the annual audit of the local education agency for the prior year, any audit exceptions identified in that audit, the recommendations or findings of any management letter issued by the auditor, and any description of correction or plans to correct any exceptions or management letter issue.

In accordance with Board Policy (BP) 3460(a) and Education Code 41020.3, an annual audit of the financial records of the Santa Clara County Office of Education (SCCOE) was conducted for the fiscal year ended June 30, 2016.

The SCCOE auditor, Crowe Horwath, LLP issued an opinion that the financial statements are presented fairly, in all material respects, the respective financial position of the governmental activities, each major fund, and the aggregate remaining fund information of Santa Clara County Office of Education as of June 30, 2016.

The 2015-16 audit report finding and recommendations along with the SCCOE's response are reported in the 'Schedule of Audit Findings and Questioned Costs' section of the audit report beginning on page 72.

Administrator

Jon R. Gundry, County Superintendent of Schools

Mary Ann Dewan, Ph.D., Deputy Superintendent

Background

The Santa Clara County Library, San José Public Library, and the Santa Clara County Office of Education are this year's co-sponsors of Silicon Valley Reads. Silicon Valley Reads is a community engagement initiative to encourage readers of all ages to read, think, discuss, and share perspectives. 2017 marks the 15th Anniversary of the initiative.

This year's theme is  "...and justice for all". The program will focus on two books, "Unfair: The New Science of Criminal Injustice" by Adam Benforado and "Writing My Wrongs: Life, Death, and Redemption in an American Prison" by Shaka Senghor.

Silicon Valley Reads 2017 will kick off on Thursday, February 23, 7:30 p.m. at the Visual and Performing Arts Center at De Anza College in Cupertino where Mercury News columnist Sal Pizarro will interview author Adam Benforado. Admission is free with open seating on a first come, first served basis.

This report will briefly summarize the Silicon Valley Reads initiative and provide information about the program offerings.

Administrator

Jon R. Gundry, County Superintendent of Schools

Background

The Board President will present the appointments to the County Board Committees for the 2017 calendar year.

Administrator

Jon R. Gundry, County Superintendent of Schools

Jeanette Rodriguez-Chien, Ed.D., Chief Academic Officer

Background

As per Education Code §1240(F)(i), the county superintendent has submitted this annual report to the governing board of each school district, the county board of education, and the board of supervisors reflecting the findings of the 44 schools in 11 school districts that were subject to instructional materials and facilities monitoring in the fall of 2016.

The report is attached.

1. Budget Study Committee Jan 24, 2017  (Superintendent Gundry)
2. Policy Subcommittee, January 18, 2017 (Trustee Kamei,Chair)
3. Joint Legislative Advisory Committee (JLAC), Feb 15, 2017 (Trustee Di Salvo, Chair)
4. Head Start Policy Council, Jan 21, 2017 (Trustee Green)
5. Santa Clara County School Boards Association (SCCSBA), Jan 25, 2017 (Trustee Kamei)
6. Joint Committee on Child Care (JCCC), March 15, 2017 (Trustees Green and Rossi)
7. Warmenhoven Inclusion Collaborative, March 17, 2017 (Trustee Di Salvo)
8. California School Boards Association (CSBA) Delegate, May 20-21, 2017 (Trustee Kamei)
9. California County Boards of Education (CCBE) Board of Directors, May 21, 2017 (Trustee Kamei)

1. Best Practices and Roles of School Resource Officers (SROs) in Schools and Positive Behavior Interventions and Supports (PBIS) -- Study in progress. (Trustee Chang)
2. Equity for API students in higher education (Trustee Song)
3. Iteration of National Education Technology Plan--Equity Issues (Trustee Di Salvo)

The next Santa Clara County Board of Education meeting is schedule for February 1, 2017.  For Board agendas and meeting minutes, please see our web site at www.sccoe.org under the County Board of Education page.