Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Peter Daniels, Chief Public Affairs Officer
Background
As part of the County Board of Education Student Recognition Program, the Santa Clara County Office of Education (SCCOE) recognizes four students each year who have overcome significant obstacles to reach their personal and academic goals. Esmeralda Martinez Plancarte is being honored as the Student of the Year for Special Education for her academic achievements, leadership skills, good attendance, citizenship and character and perseverance in pursuing her goals.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Peter Daniels, Chief Public Affairs Officer
Background
As part of its commitment to Civic Engagement and Education, the Santa Clara County Board of Education recognizes the four Santa Clara County winners of the Civic Learning Award For California Public Schools.
This year's awardees are:
Fiscal Implications
n/a
Student Impact
The awards celebrate local successful efforts to engage students in civic learning and to identify successful models that can be replicated in other schools. Civic education teaches important life and leadership skills, and schools play an important role preparing students for participation in a democracy.
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.
Request Approval of Minutes of Regular Board Meeting of March 7, 2018.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Steve Olmos, Ed.D., Chief Schools Officer
Background
Head Start/Early Start (HS/EHS) programs are required by federal regulations to conduct an annual self-assessment of all component areas and submit an action plan for areas of improvement to the Administration for Children and Families (ACF). The Head Start/Early Head Start Self-Assessment Action Plan needs approval from the Board of Education and the Head Start Policy Council. Please see attached HS/Early Head Start Self_Assessment Action Plan.
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
Steve Olmos, Ed.D, Chief Schools Officer
Background
The Head Start Program requests a budget revision from the basic grant 2017-18. The requested revision will allow the program to purchase supplies and meet the program objectives and liquidate by July 30, 2018. This budget revision requires Board of Education and Policy Council approval. Once approved by the Board, it will be submitted to the Head Start Regional Office.
The funds for these expenditures will come from savings from reductions in personnel and benefits, reductions travel and contract expenses. The savings will be allocated to meet school readiness and health and safety goals.
Fiscal Implications
|
Fund |
Budget Category |
Approved Budget |
Requested (Decrease)/Increase |
Proposed Revised Budget |
|
860 |
Personnel |
11,693,321 |
(307,655) |
11,385,666 |
|
860 |
Fringe Benefits |
6,261,183 |
(200,416) |
6,060,767 |
|
860 |
Travel |
115,582 |
(36,417) |
79,165 |
|
860 |
Supplies |
872,464 |
616,265 |
1,488,729 |
|
860 |
Equipment |
16,312 |
24,050 |
40,362 |
|
860 |
Construction |
2,920,559 |
‐ |
2,920,559 |
|
860 |
Contractual |
4,458,646 |
(726,778) |
3,731,868 |
|
860 |
Other |
888,499 |
609,298 |
1,497,797 |
|
Total Direct Cost |
27,226,566 |
(21,653) |
27,204,913 |
|
|
Indirect Cost 8.75% |
1,758,708 |
21,653 |
1,780,361 |
|
|
Total |
28,985,274 |
‐ |
28,985,274 |
|
Funds for these expenditures will be incorporated in the FY 2017-18 budget.
Signed by Laurie Sauro and Cindy Nguyen on 3/9/18.
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
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 February 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 February 2018, we increased expenditure budgets by $182,362, increased revenue by $233,399, and increased fund balance by $51,037.
Requested Action
Approve the Budget Revisions for the Month of February 2018.
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
Education Code Section 1240(l)(1)(A)(B) requires that the County Office of Education submit two reports during the fiscal year to the County Board of Education. The first report shall cover the actual revenues and expenditures of the County Office of Education for the period from July 1 through October 31, and update projections for the balance of the year. The second report shall cover the period ending January 31, and update projections for the balance of the year. Both reports shall be reviewed by the County Board of Education and approved by the County Superintendent no later than 45 days after the close of the period being reported. As part of each report, the County Superintendent shall certify in writing whether or not the County Office of Education is able to meet its financial obligations for the remainder of the fiscal year and, based on current forecasts, for two subsequent fiscal years.
This Second Interim Report, following the Standards and Criteria as set forth by the State of California, reports that the Santa Clara County Office of Education is able to maintain a Positive Certification as to its financial condition.
Requested Action
Recommend approval of the 2017-18 Second Interim Financial Report.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Khristel Johnson, Director, Charter Schools Department
Background
A Charter Schools Update is provided as a standing agenda item at each regular Board Meeting.
Spark Charter School
As part of SCCOE ongoing monitoring practices, staff continue to have increasing concerns with the fiscal standing of Spark Charter School. SCCOE Charter Schools Department reviewed Spark's Second Interim Report and will provide an update on Spark’s fiscal status.
Spark's renewal petition was denied by SCCBOE in January and its Charter is set to end on June 30, 2018. Spark has sought an appeal to the State Board of Education (SBE) which is set to be heard at the May 9-10 SBE Meeting. The Advisory Commission on Charter Schools (ACCS) is scheduled to hear the Spark appeal and make a recommendation to the SBE on April 10-11. Currently, there has been no update as to whether Spark will apply to the SCCBOE for a material revision to its Charter.
SBE Appeal by KIPP East Side High School
On March 14, 2018, Charter Schools staff attended the SBE Meeting in Sacramento for the initial charter appeal of KIPP East Side High School. KIPP was denied by SCCBOE on November 1, 2017, and appealed to the State. The SBE approved KIPP East Side High School, with one member voting no.
Eureka! Inclusive Charter School
On March 7, 2018, Charter Schools staff received the District Appeal Petition for Eureka! Inclusive Charter School. This petition was denied by San Jose Unified on February 7, 2018. Eureka! Inclusive’s Public Hearing is scheduled for April 4, with the Decision Hearing scheduled for May 2. Eureka! Inclusive is seeking to establish a TK-8 charter school to open in August 2018.
Rocketship Special Education
At the March 1, 2017, Board Meeting, Charter Staff provided an update of the special education program at Rocketship schools based on a Board request from the December 14, 2016, board meeting. As a follow-up and as part of SCCOE’s ongoing monitoring and oversite, Charter Staff periodically review special education files at our charter schools. During these reviews, concerns were relayed to Rocketship and a plan of support has been drafted and is in the implementation process.
SCCBOE Initial Charter Term – Historical Perspective
As a follow-up to questions raised in a previous charter update regarding SCCBOE initial charter term approval length, SCCOE Charter team reviewed the initial approval terms for all the charter schools which have been authorized by the SCCBOE since 2003. Of the 50 Charters (including twenty-five Rocketship charters) that have been reviewed and approved, fourteen (14) were initially approved with 3-year terms. Of those fourteen (14), only one (1) – Spark Charter School, was not renewed after the initial 3-year term.
Student Impact
The Charter Schools Update provides information to the Board related to the charter schools authorized by the Santa Clara Board of Education (SCCBOE) and items related to the Santa Clara County Office of Education's (SCCOE) role in oversight and monitoring. The County Board of Education has twenty-three (23) authorized charter schools which serve approximately 10,000 students.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Philip J. Gordillo, Chief Human Resources Officer
Background
The Human Resources Branch oversees the personnel activities of the Santa Clara County Office of Education (SCCOE), including recruiting and selecting employees, maintaining employee records, and collective bargaining agreements. The Branch also coordinates compensation and benefits, monitors credentialed staff and provides credentialing programs for SCCOE and school districts.
The purpose of this presentation is to provide the Board with information about who we are and what services we provide, in support of the SCCOE's Mission, Vision, Values and Goals.
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
Background
A discussion will be led by Board President Rosemary Kamei to review protocols and procedures related to Board Bylaw 9010 - Public Statements.
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.
For your information, the table below lists the contracts processed in the month of February 2018 from $100,000 up to $250,000. Per AR 3310, in the description it is noted 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 |
|---|---|---|---|---|---|
| Atkinson, Andelson, Loya, Ruud & Romo |
Second amendment to an existing 2017-18 contract with Atkinson, Andelson, Loya, Ruud and Romo. Contractor provides legal services on charter school matters, including review and recommendation of Charter School petitions, renewals, and petition revision requests; review and development of memorandum of understanding between the charter authorizer and charter operator; development of policies and procedures for Charter Schools oversight; and representation in any litigation regarding Charter School matters. This second amendment adds $60,000 to the existing contract, which brings the total value of the amended contract to $230,000. Per AR 3310, the contractor was selected based on a Request for Proposal (RFP) Justification process. |
Amendment | Office of the Superintendent | Mary Ann Dewan, Ph.D. | $230,000 |
| STAR of California |
First amendment to an existing 2017-2019 contract with STAR of California, to allow for an additional behaviorist resource for Bullis Charter School, in anticipation of an increased need to support students. Services are to be provided for students based upon their individual IEP. STAR of California has the experience and qualifications to perform these services, as they have provided Special Education Department with reliable and high quality services at comparable prices to other agencies. Their staff are appropriately trained and knowledgeable with working with students with behavioral needs. This amendment adds $72,600 to the contract, which brings the amended value of the contract to $145,200. Per AR 3310, the contractor was selected based on a Best Source Justification process. |
Amendment | Student Services | Steve Olmos, Ed.D. | $145,200 |
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.
Hoonuit I, LLC (formerly Versifit Integration Services) has been working with the Santa Clara County Office of Education (SCCOE) since 2015, when they were were awarded the bid (RFP 28-10-11) for their software platform for an integrated student data warehouse and dashboard. Their prices are fair and reasonable for the services provided.
The contract provides for renewal of software licenses and system management services for three (3) years, for SCCOE's student data warehouse. The software enables SCCOE to connect districts, using several different student information systems, to the current SCCOE Versifit installation. Per AR 3310, in the description it is noted 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 |
| Hoonuit I, LLC | Three (3) year contract for software license renewal and system management services to support Santa Clara County Office of Education's student data warehouse. Per AR 3310, the contractor was selected based on a Sole Source Justification process. | Renewal | Technology Services | David Wu | $900,000 |
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.
Hoonuit I, LLC (formerly Versifit Integration Services) has been working with Santa Clara County Office of Education since 2015, when they were were awarded the bid (RFP 28-10-11) for their software platform for an integrated student data warehouse and dashboard. Their prices are fair and reasonable for the services provided.
This amendment allows for support of the Student Data Warehouse through June 30, 2019. The second amendment adds an additional $180,225, which brings the total value of the amended contract to $1,311,172. Per AR 3310, in the description it is noted 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 |
| Hoonuit I, LLC | Second amendment to an existing 2015-18 contract to support the Student Data Warehouse through June 30, 2019. Per AR 3310, the contractor was selected based on a Sole Source Justification process. | Amendment | Technology Services | David Wu | $1,311,172 |
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 March 7, 2018 the Policy Development Subcommittee met and approved the revisions to Board Policy 3101 - Budget Study Committee, Board Bylaw 9130.1 - Standing Committees, and Exhibit 9130 Board Committees.
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 standing committees.
Branch Reports (Trustee Mah)
Pending Items:
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The Board will hold a Closed Session to discuss the following item:
A. CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9: 1 potential case
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The Board will hold a Closed Session to discuss the following item:
CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION Significant exposure to litigation paragraph (1) of subdivision (e) of Government Code Section 54956.9: 1 potential case
The Board President will report out on any actions taken in Closed Session.
The next Santa Clara County Board of Education meeting is scheduled for April 4, 2018. For Board agendas and meeting minutes, please see our website at www.sccoe.org under the County Board of Education page.