The Board shall set the agenda by establishing it as posted. Changes to the posted agenda may only occur as permitted by Education and Government Code including the Brown Act or as described in Board Bylaws. Permitted revisions to the posted agenda include the movement of items from consent to action or reordering the sequence of agenda items.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The Santa Clara County Board of Education (SCCBOE) recognizes ten employees each year for outstanding service to students, parents, coworkers, and customers. Mariaisabel Balandra, an Administrative Assistant at Ridder Park, is being honored as the Employee of the Month for outstanding skills and accomplishments on the job, dedication to exceptional service, and commitment to excellence.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
Argonaut Elementary and Redwood Middle School both in Saratoga Union School District are two of the four schools in Santa Clara County to be recognized as a National Blue Ribbon School. We are recognizing this outstanding accomplishment by honoring the district as a part of our County Board agenda.
Student Impact
Blue Ribbon schools serve as a model for other schools to learn best practices to improve student achievement.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The California Schools Boards Association (CSBA) established teh Golden Quill Award to recognize the essential role journalists play in increasing understanding of public schools. This is the inaugural year for this award. School districts and county boards of education could nominate journalists by highlighting work that demonstrated an understanding of local educational agencies and its stakeholders.
Sharon Noguchi, a story editor with Chalkbeat, a non-profit news network and a former journalist for the Mercury News, has been awarded the Golden Quill Award by California School Boards Association. We are recognizing her for work and her dedication to education.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Megan K. Reilly, Chief Business Officer, Business, Facilities & Operations Division
Stephanie Gomez, 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, 2018.
The SCCOE auditor, Vavrinek, Trine, Day & Co., 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, 2018.
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.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The Board will meet in Closed Session to consider the following item:
CONFERENCE WITH LEGAL COUNSEL -- ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9: 1 case
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The Board President will report out any actions taken in Closed Session.
Request Approval of Minutes of Regular Board meeting of December 12, 2018.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
Wednesday, January 30 is designated and set apart as Fred Korematsu Day of Civil Liberties and the Constitution, a day having special significance. This day is an occasion to recognize the extraordinary bravery of one individual, Fred Korematsu, and his refusal to enter Japanese internment camps during World War II, his subsequent arrest and conviction. The issues raised by the U.S. Supreme Court Case, Korematsu v. United States, stand as landmark legislation in civil rights discrimination, political scapegoating, and mass-incarceration. Santa Clara County serves a diverse community and the Santa Clara County Office of Education exists to meet the emerging needs of the community. We support equity and inclusion, and we are committed to improving the academic and social-emotional outcomes for all students in the region.
Student Impact
59-percent of all children that reside in Santa Clara County have at least one immigrant parent.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Steve Olmos, Ed.D., Assistant Superintendent, Student Services & Support Divisison
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 $26,332,404. As shared previously via communications, there are incrimental changes in the FY 2019-20 grant application.
The Head Start program will submit its fifth year of a five year grant application for FY 2019-20. This grant application must include five-year goals and Year 5 objectives. Funding is guaranteed for Years 1 through 5, so long as the program remains in full compliance with Head Start regulations. The program is scheduled for a federal review in program year 2019. The FY 2019-20 grant application includes incrimental changes to address challenges related to increasing personnel costs. These challenges must be resolved before the upcoming federal review to avoid findings which could threaten ongoing funding.
The SCCOE Head Start program currently serves 1,946 children (1,690 preschoolers and 256 infants/toddlers) and families in Santa Clara and San Benito counties. As a result of program fiscal implications in FY 2018-19, the program design is being modified. The FY 2019-20 grant application proposes to balance the budget through program blending with State Preschool.
The Head Start program has had meetings and discussions with key partners (internal and external) to help review the five-year goals and Year 5 objectives for the grant, and to vet the proposed enrollment and blending options with State Preschool to serve eligible children and families. Meetings that have been held include, but are not limited to, the following:
Head Start Family Services/School Readiness Committee: November 27, 2018
Head Start Health Advisory Committee: November 28, 2018
Head Start Parent Policy Council: November 8, 2018 and December 15, 2018
Head Start Management: November 27, 2018
SCCOE Budget Study Committee: December 13, 2018
Meetings will be held with staff members to review proposed recommendation for the grant application for program year 2019-20
Attached are the executive summary and PowerPoint presentation, 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, 2019 and will cover program operations through April 30, 2020.
|
BUDGET |
|
|
Personnel |
$11,973,422 |
|
Fringe Benefits |
$6,589,266 |
|
Travel |
$61,100 |
|
Equipment |
$0 |
|
Supplies |
$595,818 |
|
Contractual** |
$4,045,322 |
|
Others |
$932,749 |
|
Indirect Cost (12.48%) |
$2,134,727 |
|
Total |
$26,332,404 |
** Contracts with partner agencies are not subject to full indirect.
approved by Stephanie Gomez and Cindy Nguyen
Student Impact
The Head Start/Early Head Start Program is a 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, Facilities & Operations Division
Stephanie Gomez, Director, Internal Business Services
Background
This report reflects budget revisions for the month of Decemer 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 December 2018, we increased expenditure budgets by $2,174,738, increased revenue by $1,464,871, and decreased fund balance by $709,867.
Requested Action
Approve the Budget Revisions for the Month of December 2018.
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.
Legacy Academy
On December 12, 2018, the SCCBOE took action to issue a Notice of Violations to Legacy Academy. As part of the Notice, Legacy had until noon on January 11, 2019, to cure the issues presented. An update will be provided on the status of Legacy Academy.
Annual Visits
As part of it annual oversight and monitoring duties, the Charter Schools Department has begun its annual visits of the 30 sites for the 22 SCCBOE authorized charter schools. During the annual visits, compliance reviews; meetings with staff, students, parents; visits to classrooms; reviews of curricula; review of academic progress; and reviews of facilities and safety needs, will occur. After all the visits are completed, reports will be sent to the individual schools. Should any violations or concerns be noted, follow-up visits will be made.
Student Impact
The Charter Schools Department provides monitoring and oversight for 22 County Board of Education authorized charter schools serving approximately 10,000 students.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The Board President will present the appointments to the County Board Committees for the 2019 calendar year.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Megan K. Reilly, Chief Business Officer
Craig Wilde, Director, General Services
Jas Sohal, Manager, Purchasing
Background
Under the Public Contract Code 20111(b) and 22002(c), SCCOE construction and reconstruction projects which cost $15,000 or more must be formally bid and awarded to the lowest responsive bidder. Since the $15,000 has never been adjusted for inflation, it has become more difficult for staff to contract for needed work without having to go through a time-consuming and expensive bid process.
There is an alternative method under the California Uniform Public Construction Cost Accounting Act (CUPCCAA). The act raises the formal bid limit for public entities to $200,000 and sets specific informal and formal bidding procedures. By adopting the CUPCCAA, SCCOE has three different types of projects based on their cost:
The process for medium projects ($60,001-$200,000) requires that each November notifications are sent to construction trade journals inviting licensed contractors to submit their names and information to the SCCOE in order to be included on a list of bidders. When the SCCOE has a qualifying project the contractors on the list are notified rather than the project advertised in the newspaper. The bidding process is considered informal with less requirements and documentation than a formal bid. These medium projects, like the large projects, are awarded to the lowest bidder.
Staff recommends CUPCCAA will streamline the bidding process and save the SCCOE time and money.
Adoption of Resolution to be presented at the next scheduled Board meeting.
Fiscal Implications
As a result of this item advertising costs will be reduced. Bid to contract time will be reduced saving staff time and resources and improving program efficiencies.
Student Impact
The General Services Department strives to maintain our facilities in a timely manner for our students and staff.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
David Wu, Chief Technology Officer
Background
Phil Benfield, Director of Information Systems Center, and Marcy Lauck, Director of Data Governance will provide information on Santa Clara County Office of Education's Data Initiatives projects, which include the DataZone, FosterVision and Silicon Valley Regional Data Trust (SVRDT) initiatives including achievements and future plans.
Student Impact
DataZone, FosterVision and SVRDT provides data that can be used to improve student outcomes and increase achievement.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
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 (1) employee.
Fiscal Implications
The following chart outlines the employee name, prior and new position title, the reason for the salary increase, prior and new annual salary and the salary increase for the employee.
| # | Last Name | First Name | Prior Position Title | New Position Title |
Reason (see Legend) |
Prior Annual Salary |
New Annual Salary |
Salary Increase |
| 1 | Cendana | Benes | Fiscal Technician | Accountant II | C | $60,635.76 | $76,003.56 | $15,367.80 |
| 2 | Jayabal | Dharmatha | Student Data Specialist | Data Warehouse Analyst-Senior | C | $84,212.28 | $108,576.24 | $24,363.96 |
| 3 | Taina | Yolanda | Paraeducator-Special Education | Inclusion Support Specialist | C | $27,309.26 | $57,534.12 | $30,224.86 |
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
Student Impact
Human Resources 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., Assistant Superintendent Student Services & Support Division
Background
Program Information Report 2017-18 (PIR) –November 2018
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 2018
Provides the status of program budget and financial oversight
In-Kind Contribution Required –November 2018
Indicates the progress of required matching contribution required by grant ($6,676,866)
Administration Cost Limitation –November 2018
Limits the amounts of funds charged as development and administrative costs to 15%
Purchase Card Summary –November 2018
Serves as an oversight check of program expenses
California Child Food Program Summary Reports (USDA) –November 2018
Serves as an oversight check of program expense
Enrollment Report –November 2018 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
Steve Olmos, Ed.D., Assistant Superintendent Student Services & Support Division
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 2018 reporting period.
Student Impact
The Williams Report documents complaints about textbooks & instructional materials, teacher assignments & their credentials, and the conditions of our facilities. No complaints were filed this quarter. Through the hard work of involved staff, students are receiving a quality education in these areas.
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.
Refer to Board Bylaw 9322 Agenda/Meeting Materials for specific information related to the preparation of County Board of Education agendas. Excepting agenda items otherwise permissible by Education Code, Brown Act or other rules, regulations, or policies for the Board to place on the agenda, a County Board member may request an item within the jurisdiction of the County Board be placed on the agenda. A process for reviewing requested agenda items is described in the board bylaw. In summary, the process includes a review to determine if the item is within the Board's jurisdiction, where it could be placed on the agenda and an assessment of the resource impact of preparing the item.
The next Santa Clara County Board of Education meeting is scheduled for February 6, 2019. For Board agendas and meeting minutes, please see our website at www.sccoe.org under the County Board of Education page.