Board members will review the agenda for adoption.
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 her 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.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Peter Daniels, Chief Public Affairs Officer
Background
Every year, Association of California School Administrators (ACSA) recognizes outstanding performance and achievement by individual administrators, classified managers or confidential employees. Director, Information Systems Center Phil Benfield has been selected as Technology Administrator of the Year for Region 8.
Fiscal Implications
None
Student Impact
Through the implementation of Data Zone, administrators and teachers have access to real-time assessment data to make informed instructional decisions for individual students.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The Franklin McKinley School District and the Alum Rock Elementary School District have developed Prenatal to Grade 3 Strategic Plans in partnership with the Santa Clara County Office of Education, First 5 of Santa Clara County, and others. These visionary plans recognize the importance of quality care and education for addressing access and achievement gaps while ensuring articulation and alignment into the elementary grades. Superintendent Cruz and Superintendent Bauer will receive recognition for their leadership and collaboration and their support of the expansion of quality early care and education.
Student Impact
The Santa Clara County Office of Education maintains early learning as a strategic priority and leads the Strong Start Coalition whose mission is to advocate for increased access to high-quality early care and education for youth ages 0 to 8.
Request Approval of Minutes of Regular Board Meeting of February 7, 2018.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The County Superintendent of Schools is submitting her financial activity report for the month of January 2018 to the Board for review and approval on job-related expenditures. There were no job-related expenditures for the month of December 2017.
|
Date |
Description |
Justification/Details |
Amount |
|
January 22- 23 |
Hotel |
California County Superintendents Educational Services Association (CCSESA) Meeting, January 22-24, Monterey, CA |
$516.02 |
|
January 22 |
Meals Per Diem and Incidentals |
California County Superintendents Educational Services Association (CCSESA) Meeting, January 22-24, Monterey, CA |
$43.09 |
|
January 23 |
Meals Per Diem and Incidentals |
California County Superintendents Educational Services Association (CCSESA) Meeting, January 22-24, Monterey, CA |
$72.60 |
Fiscal Implications
Funds have been incorporated into the 2017-2018 budget
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Steve Olmos, Ed.D., Chief Schools Officer
Background
The California Department of Education (CDE) requires schools to become as prepared as possible for emergencies and to maintain safe and secure school environment year-round. Schools and districts must comply with California Education Code (EC) section 32280-89. It is our responsibility to ensure ongoing compliance with requirements including the development, revision, and updating of comprehensive school safety plans through the collaborative process and that plans be approved annually by the school district or county office of education by March 1. School site councils or designated safety committees must work with educators, classified staff, parents and community leaders; they must consult with law enforcement to ensure these plans are effective and current. The safety plans myst comply with all requirements, and counties must notify the CDE by October 15, 2018, of any schools that have not complied.
Student Impact
The Alternative Education Department (AED) provides educational services for students who have been unsuccessful in other educational settings for a variety of reasons, including, but not limited to: social, emotional, economic, and legal issues. The Alternative Education Department serves at-risk and incarcerated youth in two types of settings: (1) Juvenile Probation Department facilities – Juvenile Hall, Ranch facilities, and Alternative Collaborative Programs; and (2) Community Schools serving students released from their home districts.
The Comprehensive School Safety Plan provides a cohesive approach to prevent, respond, and to minimize safety issues, natural disasters, and unplanned events on campus.
The SCCOE's Special Education Department partners with the county's districts to serve students with disabilities from birth to age 22. The Special Education Department provide a variety of services for children and students with severe or low-incidence disabilities through instructional programs divided into Early Education (birth to age 3), preschool, elementary, secondary and post-senior. It operate classes on public school campuses to serve children with special needs, and we align all classroom curriculum goals with the California Content Standards and the Preschool Learning Foundations. Our students receive instruction in the regular core curriculum in the state content areas and participate in state testing programs.
Keeping schools safe allows children to look forward to being in an encouraging environment that promotes social and creative learning. When their basic safety needs aren't met, children are at risk for not feeling comfortable at school and may stop showing up, or they may remain on edge throughout the day. Promoting school safety creates an open space for kids to explore, learn and grow. The School Safety Plan for Special Education Department addresses the above topics.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Steve Olmos, Ed.D., Chief Schools Officer
Background
The California Department of Education requires all California public & nonpublic, nonsectarian schools annually to provide information to the community to allow public comparison of schools for student achievement, environment, resources & demographics.
Student Impact
The Alternative Education Department (AED) provides educational services for students who have been unsuccessful in other educational settings for a variety of reasons, including, but not limited to: social, emotional, economic, and legal issues. The Alternative Education Department serves at-risk and incarcerated youth in two types of settings: (1) Juvenile Probation Department facilities – Juvenile Hall, Ranch facilities, and Alternative Collaborative Programs; and (2) Community Schools serving students released from their home districts.
The SARC provides parents, students, and community members the opportunity to view last year’s annual data in comparison to county and state averages.
The SCCOE's Special Education Department partners with the county's districts to serve students with disabilities from birth to age 22. The Special Education Department provide a variety of services for children and students with severe or low-incidence disabilities through instructional programs divided into Early Education (birth to age 3), preschool, elementary, secondary and post-senior. It operate classes on public school campuses to serve children with special needs, and we align all classroom curriculum goals with the California Content Standards and the Preschool Learning Foundations. Our students receive instruction in the regular core curriculum in the state content areas and participate in state testing programs.
The SARC provides parents, students, and community members the opportunity to view last year’s annual data in comparison to county and state averages.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Megan K. Reilly, Chief Business Officer, Business Services Branch
Laurie Sauro, Director, Internal Business Services
Background
This report reflects budget revisions for the month of January 2018. If an expenditure budget is increased, it is supported either by an increase in revenue, a decrease in carryover (use of carryover), a decrease in fund balance or any combination of the three. If an expenditure budget is decreased, the result could be due to a decrease to estimated revenue, or an increase to credit it back to fund balance.
During the month of January 2018, we increased expenditure budgets by $1,519,453, increased revenue by $4,016,391, decreased carryover by $4,862, and increased fund balance by $2,501,800.
Requested Action
Approve the Budget Revisions for the Month of January 2018.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The Board has selected Dr. Mary Ann Dewan to be the County Superintendent of Schools.
The recommended new contract for the County Superintendent to be considered by the board will be for a term beginning upon execution through June 30, 2019 with a base salary of $325,000.00, along with additional salary of $5,000.00. In addition, the Superintendent will receive the following fringe benefits: health, welfare and other benefits (same as are provided to certificated/ management employees), membership dues for professional organizations, and reimbursement of job related expenses.
Requested Action
Approve County Superintendent of Schools Employment Agreement.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Megan K. Reilly, Chief Business Officer
Background
On January 18, 2018, the Budget Study Committee met to discuss the Governor's Budget Proposal and the SCCOE budget development for the 2018-19 fiscal year. Megan K. Reilly, Chief Business Officer, will provide a brief summary and overview of the budget development process.
Student Impact
The Budget Development process includes a focus on our organizational value of Students First. The budget provides the mechanism to support direct and indirect services to students.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Steve Olmos, Ed.D., Chief Schools Officer
Background
Student Services Branch has been charged with providing a report of Branch programs and activities. This report of the Student Services Branch will focus on the Walden West Environmental Education.
The purpose of this presentation is to provide the Board with program information, an update of the status of key initiatives for the 2017-18 school year, and to share the impact of our programs in the community.
Student Impact
Walden West had a life-changing impact on almost 15,000 students every year. The quote was taken from the weekly student exit survey for th week of January 23-26, 2018.
Question: Are you having fun?
"This is better than Disneyland. I love nature and everything!
Student, Laurelwood School, Evergreen SD
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Khristel Johnson, Director, Charter Schools
Background
A Charter Schools Update is provided as a standing agenda item at each regular board meeting.
Eureka! Inclusive Charter School
On February 12, 2018, the Charter Schools Department was contacted by Tiffany Maciel, lead petitioner for Eureka! Inclusive Charter School, regarding the process of Appealing to SCCBOE after their petition had been denied by San Jose Unified School District on 2/08/2018 Eureka is planning to submit its appeal petition to our charter team on February 21, 2018; The Public Hearing is tentatively scheduled for March 21, 2018, with the Decision Hearing on April 18, 2018.
Discovery II Charter Renewal
On February 14, 2018, the Charter Schools Department received the Discovery II renewal petition. Discovery II’s public hearing is scheduled for March 7, 2018, and its decision hearing is April 4, 2018.
Quality Charters.Org or the National Association of Charter School Administrators (NACSA)
At the February 7, 2018, SCCBOE meeting, Member Di Salvo asked the Charter Team about a ranking list of charter authorizers for the State of California which listed 12 Essential Practices which quality charter authorizers should have and how SCCOE was ranked on this list with only 9 of the 12 essential practices. This list was based off voluntary visits which were initiated by the authorizer with NACSA evaluation staff. SCCOE was reviewed by NACSA staff between August 17-18, 2015. The Review included SCCOE Charter Department procedures, expertise process, logistics, compliance and etc. The NACSA Review team also formally interviewed SCCOE charter team, superintendent, SCCBOE, and charter leaders during that time in 2015.. The NACSA findings were as follow:
1. Mission – Have a published and available mission for quality authorizing.
2. 5-year Term Length – Grant initial charter terms of five years only.
3. External Expert Panel – Use expert panels that include external members to review charter applications.
Over the last year, SCCOE Charter Team has refined and tightened all 12 practices, and worked to address the three remaining categories.
1. Mission – Building on the SCCOE Mission, the Santa Clara County Office of Education Charter Department is committed to serving, inspiring, and promoting student and public school success. Our mission was developed in February 2017 and is part of all Charter School meeting agendas.
2. 5-year Term Length – As the Charter Schools Act (Ed. Code 47600 et seq.) allows authorizers to determine how long the initial charter term would be from 3 to 5 years, it is up to the Board to determine how long they will grant the initial term to be. The SCCBOE has utilized the flexibility of the 3-5 year initial term for several schools.
3. External Expert Panel – As part of the review process, the SCCOE Charter Team has expertise across its members in the areas of: English Learners, Curriculum and Instruction, Special Education, Alternative Education, School Governance, School Operations, and Education Finance. Further, SCCOE Charter Team also utilizes expertise from the SCCOE Human Resources, Special Education, and SELPA departments as well as external Legal Counsel to review petitions and provide feedback and technical expertise which are included in the final Staff Analysis and Findings of Fact and presented to the SCCBOE for decision.
The SCCOE Charter Team has contacted NACSA to review its findings based on the current data and requested an update on the SCCOE rating.
Student Impact
The Charter School Update provides information to the board related to the charter schools authorized by the Santa Clara Board of Education and items related to the Santa Clara County Office of Education's role in oversight and monitoring. The County Board of Education has 23 authorized charter schools which serve approximately 10,000 students.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Megan K. Reilly, Chief Business Officer
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.
The table below lists the contracts processed in the month of January 2018 from $100,000 up to $250,000. Per AR 3310, the description describes whether the contract was awarded through a Bid, Request for Proposal (RFP), Best Source Justification, or Sole Source Justification process.
Fiscal Implications
| Vendor | Description | Contract Type | Branch | Responsible Person | Contract Amount |
|---|---|---|---|---|---|
| Tristar Risk Management | 2017-18 contract for Workers' Compensation Third Party Administrator (TPA), to process cases for Santa Clara County Office of Education employees beyond first aid cases. Per AR 3310, contractor selected based on a Request for Proposal (RFP) process. | Renewal | Business Services | Megan K. Reilly | $224,526 |
| Milpitas Unified School District | Contract through December 31, 2018 to provide Preschool services meeting Head Start program requirements for 32 children, ages three (3) to five (5), for part-day/full-year sessions. The scope of work includes 3.5 hours per session, 220 days per year, with a maximum of 17 children per single session. The children are currently enrolled in an existing State funded childcare program, provided by Milpitas Unified School District. Per AR 3310, contractor selected based on a Sole Source Justification process. | New | Student Services | Steve Olmos, Ed.D. | $135,400 |
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Megan K. Reilly, Chief Business Officer
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.
SJB Child Development Centers has an existing contract to administer and operate full-day/full-year and part-day/part-year comprehensive early childhood care and education services program for families who meet the Federal income guidelines and eligibility requirements of the Federal Head Start program. The current contract serves 152 children.
This amendment allows the SJB Child Development Centers to serve 68 additional Head Start children, of which:
The rates are $347.49 per child, per month. This amendment adds an additional $133,436.16, which brings the total value of the amended contract to $719,298.16. Per AR 3310, the description notes whether the contract was awarded through a Bid, Request for Proposal (RFP), Best Source Justification, or Sole Source Justification process.
Student Impact
Contractor provides direct service to children of these ages.
Fiscal Implications
| Vendor | Description | Contract Type | Branch | Responsible Person | Contract Amount |
| SJB Child Development Centers | Amendment to existing 2017-18 contract to serve additional 68 Head Start Children. Per AR 3310, contractor selected based on a Sole Source Justification process. | Amendment | Student Services | Steve Olmos, Ed.D. |
$719,298.16
|
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Megan K. Reilly, Chief Business Officer
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.
Integrated Justice Information Systems Institute (IJIS) brings together data from numerous public agencies that service children and families, including Education (public school districts), Public Health, Child and Family Services, Mental Health, Juvenile Justice/Probation, and Education Technology companies. A well-managed regional data trust will provide a comprehensive understanding of factors contributing to student failure and success. Integrated Justice Information Systems Institute has been our consultant on Santa Clara County Office of Education's data trust project.
IJIS was selected as a best source under our purchasing guidelines. All costs associated with this agreement are covered by grant funds restricted to this purpose.
Fiscal Implications
| Vendor | Description | Contract Type | Branch | Responsible Person | Contract Amount |
| Integrated Justice Information Systems Institute | Second amendment to an existing 2017-18 contract, with Integrated Justice Information System Institute, who has been consulting on a data management and safeguarding requirements project. This amendment adds $300,000 to the contract, which brings the total value of the amended contract to $450,000. It enables IJIS to execute the building of the technical infrastructure for the Silicon Valley Regional Data Trust (SVRDT) information sharing environment and data management. All costs associated with this contract are paid from grant funds. | Amendment | Office of the Superintendent | Mary Ann Dewan, Ph.D. | $450,000 |
Administrator
Mary Ann Dewan, Ph.D., Interim County Superintendent of Schools
Philip J. Gordillo, Chief Human Resources Officer
Background
The Human Resources Branch prepares an annual staff ethnicity report for the
The attached report illustrates our current ethnicity breakdown for all SCCOE staff as of September 30, 2017. As of that date, the SCCOE employed 1,665 certificated and classified employees. This report reflects our staffing at the central Ridder Park site, as well as our stand-alone and classroom sites.
The breakdown of staff is as follows:
CERTIFICATED STAFF: all credentialed staff including County Superintendent of Schools, certificated cabinet members, leadership (directors, managers and supervisors), psychologists and CTA teachers and specialists.
CLASSIFIED STAFF: all non-credentialed staff including classified cabinet members, leadership (directors, managers and supervisors), confidential executive assistants, SEIU Office Technical and Business Services (OTBS) workers, Operations Support Staff (OSS) workers, and Para-educators.
Student Impact
The Human Resources Branch ensures our students receive quality instruction through the selection, assignment and support of qualified leaders, teachers and staff.
Administrator
Mary Ann Dewan, Ph.D., 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 2017-18 (PIR) – December 2017
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 – December 2017
Provides the status of program budget and financial oversight
In-Kind Contribution Required – December 2017
Indicates the progress of required matching contribution required by grant ($6,676,866)
Administration Cost Limitation – December 2017
Limits the amounts of funds charged as development and administrative costs to 15%
Purchase Card Summary – December 2017
Serves as an oversight check of program expenses
California Child Food Program Summary Reports (USDA) – December 2017
Serves as an oversight check of program expense
Enrollment Report – December 2017
Summarizes the year to date enrollment activity in the Head Start Program to comply with enrollment requirements
Student Impact
The Head Start/Early Head Start Program is federally funded to serve 1,946 children, ages 0-5, from very low-income families to promote their school readiness by enhancing their cognitive, social, and emotional development. These services are provided in Santa Clara and San Benito Counties.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
On February 7, 2018 the Policy Development Subcommittee met and approved the revisions to Board Policy 1340 - Access to SCCOE Records, Board Bylaw 9012 - Board Member Electronic Communication, Board Policy 3101 - Budget Study Committee, Board Bylaw 9130.1 - Standing Committees, and Exhibit 9130 - Board Committees.
BP 1340 - Access to SCCOE Records and BB 9012 - Board Member Electronic Communication
Policy and bylaw updated to reflect recent court decision (City of San Jose v. Superior Court) which held that using a personal account or device to send or receive communications regarding public business does not categorically exclude those records from disclosure in response to a request under the California Public Records Request Act.
BP 3101 Budget Study Committee/Board Bylaw 9130.1 Standing Committees/Exhibit 9130 County Board Committee
Update policy, exhibit, and bylaw to reflect the new structure of the Budget Study Committee and the responsibilities of the committee.
Upcoming Items:
Pending Items:
The next Santa Clara County Board of Education meeting is scheduled for March 7, 2018. For Board agendas and meeting minutes, please see our website at www.sccoe.org under the County Board of Education page.