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
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. Jason Ortiz is being honored as the Student of the Year for Special Education for his academic achievements, leadership skills, good attendance, citizenship and character and perseverance in pursuing his goals.
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 County Board will hold a hearing and take action on an interdistrict attendance appeal filed on behalf of a student; Resident District: Campbell Union High School District, Desired District: Santa Clara Unified School District.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
The County Board will hold a 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
Report of Actions Taken in Closed Session
Request Approval of Minutes of Regular Board meeting of March 6, 2019.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
In 1987, the US Congress designated March as National Women’s History Month. This creates a special opportunity in our schools, our workplaces, and our communities to recognize and celebrate the often-overlooked achievements of American women. The 2019 National Women’s History theme,"Discover Her Story."
Student Impact
It is important that our students understand the importance women have played in history and have role models to emulate.
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 February 2019. If an expenditure budget is increased, it is supported by an increase in revenue, use of carryover funds, or fund balance. If an expenditure budget is decreased, it may be due to a decrease in estimated revenue, or an increase to fund balance.
During the month of February 2019, we increased expenditure budgets by $673,810, increased revenue by $472,896, and decreased fund balance by $200,914.
Requested Action
Approve the Budget Revisions for the Month of February 2019.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Steve Olmos, Ed.D., Assistant Superintendent
Background
The Head Start Program requests a budget revision from the basic grant 2018-19. The requested revision will allow the program to purchase supplies and meet the program objectives and liquidate by July 30, 2019. 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
Funds for these expenditures will be incorporated in the FY 2018-19 budget.
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
Background
The Early Learning Services Department has received notification from the Administration for Children and Families, Health and Human Services Department that the Santa Clara County Office of Education is eligible to apply for a Head Start Funding Increase for a Cost of Living Adjustment in the amount of $574,908.
The grant consists of a 1.77% COLA increase of $459,926 for Head Start and $114,982 for Early Head Start. A portion of the increase provides an adjustment to salaries, fringe benefits, partner contracts and to offset higher Mental Health Service costs for families and children.
Fiscal Implications
These funds will be available in fiscal year 2019-2020 and will cover program operations through April 30, 2020.
|
BUDGET |
|
|
Personnel |
$71,707 |
|
Fringe Benefits |
$18,993 |
|
Contractual - Partners |
$43,917 |
|
Contractual – Mental Health |
$316,820 |
|
Other |
$0 |
|
Indirect Cost (9.36%) |
$8,489 |
|
Total |
$459,926 |
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
Background
Head Start/Early Head 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/EHS Self-Assessment Action Plan.
Fiscal Implications
None
Student Impact
Head Start and Early Head Start are federally funded programs that use ongoing monitoring to continually assess progress toward meeting program school readiness goals and objectives, as well as compliance with regulatory requirements.
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
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 2018-19 Second Interim Financial Report.
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 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 responsive bidder.
Staff recommends CUPCCAA will streamline the bidding process and save the SCCOE time and money.
Fiscal Implications
As a result of this item advertising costs will be reduced. Bid to contract time will be reduced saving 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
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
An update on the closure process for Legacy Academy will be provided.
Annual Visits
An update on the annual visits will be provided.
Student Impact
The Charter Schools Department provides monitoring and oversight for 21 County Board of Education authorized charter schools serving approximately 10,000 students.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Khristel Johsnon, Director, Charter Schools Department
Background
Education Codes 47605(m) and 47605.5(m) require that Charter Schools submit their annual fiscal audits to the California Department of Education (CDE), the State Controller, and the County Superintendent of Schools for the county in which the school is authorized by December 15th every year.
On December 14, 2018, Rocketship Public Schools requested an extension to submit its audit for 2017-18. It again requested extensions on January 10, 2019, and January 25, 2019. On January 29, 2019, SCCOE sent Notices of Concern to Rocketship Mateo Sheedy, Sí Se Puede, Discovery Prep, Alma Academy, Brilliant Minds, Rising Stars, Fuerza, and Los Sueños charter schools due to Rocketship's failure to timely submit their annual financial audits by December 15, 2018. In those letters, SCCOE requested further information and clarification as to the reasons for delay and how Rocketship planned to solve this problem for the future by February 15, 2019.
Rocketship submitted its completed audit on February 4, 2019, to the CDE, the State Controller, and SCCOE. On February 11, 2019, the CDE requested additional information and clarification from Rocketship regarding the audit findings resolutions contained in the 2017-18 audit. These audit findings resulted in $400,000 needing to be returned to the State of California due to instructional minutes being disallowed for four teachers being improperly credentialed. On February 14, 2019, Rocketship responded to SCCOE's Notice of Concern.
During the February 20, 2019, Board Meeting an update was provided to the SCCBOE regarding the status of the Rocketship Audit and additional information was requested by SCCBOE. On March 6, 2019, members from Rocketship Public Schools provided information regarding the Audit and additional information was again requested by the SCCBOE. This item is a follow-up to those questions.
Representatives from Rocketship will be present to provide an update and address any questions of the Board.
Student Impact
The Charter Schools Department provides monitoring and oversight for 22 County Board of Education authorized charter schools serving approximately 10,000 students. The eight (8) SCCOE authorized Rocketship charter schools serve approximately 4,000 students.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
Background
On March 6, 2019 the Policy Subcommittee met and approved the revisions for the following policy:
BP 0410 Nondiscrimination in SCCOE Programs and Activities
Policy updated to align with County process and not district process. Additional revisions made to include Americans with Disabilities Act information.
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 overall salary increase.
| # | Last Name | First Name | Prior Position Title | New Position Title | Reason(see Legend) |
Prior Annual Salary |
New Annual Salary |
Salary Increase |
| 1 | Loo | Dennis | Accountant II | Supervisor-Payroll, Tax & Retirement Systems | C | $86,001.96 | $102,247.32 | $16,245.36 |
LEGEND:
A: Interim
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: CPI Increase
Student Impact
Human Resources ensure 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
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:
Provides information on progress of services provided to children and families to meet required timelines as per specific indicators and thresholds
Provides the status of program budget and financial oversight
Indicates the progress of required matching contribution required by grant ($6,676,866)
Limits the amounts of funds charged as development and administrative costs to 15%
Serves as an oversight check of program expenses
Serves as an oversight check of program expense
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.
Fiscal Implications
None
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.
Permanent Standing Committees of the Board
Joint, Partner and Membership Committees and Activities
Liaison Committees, Workgroups, and Community Activities
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.
Administrator
Mary Ann Dewan, Ph.D., County Superintendent of Schools
The next Santa Clara County Board of Education regular meeting is scheduled for April 3, 2019.