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Simultaneous Spanish Interpretation:
Local 1 (669) 900-6833, Meeting ID: 727 334 810 
Para espanol llame al 1 (669) 900-6833 y despues el numero 727 334 810 

Simultaneous Vietnamese Interpretation:

Local 1 (669) 900-6833, Meeting ID: 921 8153 9516

Để nghe Tiếng Việt:

Gọi số 1 (669) 900-6833, Sau đó bấm mã số Meeting ID: 921 8153 9516

Any individual who requires disability-related accommodations or modifications, including auxiliary aids and services, in order to participate in the SCCBOE meeting should contact Carmen Aminzadeh in the County Superintendent's Office at least two working days in advance of the meeting. BB 9322 (Government Code 54954.2) Contact Info: caminzadeh@sccoe.org or (408) 453-6540

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Background

The SCCBOE will recite the Pledge of Allegiance. 

Roll call of the trustees will be taken and any absences of trustees will be recorded. The board may take action on absences if needed.

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

Stephanie Gomez, Chief Business Officer, Business, Facilities & Operations Division

Niti Sharma, Director, 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 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, 2022.

The auditors 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, 2022, and the respective changes in financial position and, where applicable, cash flows thereof for the year then ended in accordance with accounting principles generally accepted in the United States of America.

Fiscal Implications

None

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Background

The members of the Board may give reports on 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

Mefula Fairley, Executive Director, Charter Schools

Background

On January 6, 2022, Summit Public Schools informed the Santa Clara County Office of Education (SCCOE) of serious financial concerns at Summit: Denali, a Santa Clara County Board of Education-authorized charter school serving grades 6-12, that are likely to result in the voluntary closure of the school at the end of the 2022-23 school year.  Summit reported it has been and would need to continue providing substantial fiscal support to Denali to keep the school operating.  Summit has additionally reported it will likely be cost prohibitive to keep Denali open after this school year, as Denali is anticipated to need a $4.5 million dollar investment from Summit for 2023-24 and is projected to require $2-4 million dollars annually in perpetuity. 

The Summit Board held a special Board meeting on January 23, 2023, to share with its educational partners the "State of Denali". Further, the SCCOE Charter Schools Department reported to the Santa Clara County Board of Education at its February 1 meeting the reasons Summit has provided for the potential closure of Denali.

Report from Summit Public Schools on the potential closure of Summit: Denali

A representative from Summit Public Schools will report on the reasons for the potential closure of Summit: Denali, the plan for communicating with Summit: Denali students and families, and provide answers to questions posed by the Santa Clara County Board of Education.

Student Impact

Summit: Denali is a Santa Clara County Board of Education-authorized charter school serving approximately 640 students.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Mefula Fairley, Executive Director, Charter Schools

Background

At each regular Board Meeting, a Charter Schools Update is provided as a standing agenda item. Topics may include, but are not limited to, the following:

Annual Site Visits

Staff will provide an update on the 2022-23 annual site visits to SCCBOE-authorized charter schools.

Summit Public Schools

Staff will provide an update on Summit Public Schools.

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

Requested Action

Approve Consent Action Items as listed in Item #6 Consent Action Items.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Requested Action

Approve Minutes of the Regular Board meeting of February 1, 2023 (#2313)

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Jessica Bonduris, Ed.D., Assistant Superintendent, Educational Services Division

Background

California Education Code (EC) Section 32281(a) requires each school district and county office of education to develop and maintain a Comprehensive School Safety Plan (CSSP) designed to address campus risks, prepare for emergencies, and create a safe, secure learning environment for students and school personnel.

The law requires designated stakeholders to annually engage in a systematic planning process to develop strategies and policies to prevent and respond to potential incidents involving emergencies, natural and other disasters, hate crimes, violence, active assailants/intruders, bullying and cyberbullying, discrimination and harassment, child abuse and neglect, discipline, suspension and expulsion, and other safety aspects.

Student Impact

The California Constitution guarantees California children the right to attend public schools that are safe, secure, and peaceful. County offices of education (COEs) and their personnel are responsible for creating such learning environments.  First responders, community partners, and families also play an essential role in the development of these plans. Schools must be prepared to respond to emergencies including natural and man-made hazards. Comprehensive school safety plans include strategies aimed at the prevention of, and education about, potential emergencies and impact all Santa Clara County Office of Education students.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Stephanie Gomez, Chief Business Officer, Business, Facilities & Operations Division

Niti Sharma, Director, Internal Business Services

Background

The Head Start Act, Section 642(c)(1)(E)(iv)(VII)(cc), requires approval of the selection of independent financial auditors. According to the Administration for Children and Families (ACF), all Head Start and Early Head Start Grantees (SCCOE) and Delegated Agencies are subject to the Head Start Act.

On December 28, 2022, SCCOE issued a Request for Proposal (RFP) for Professional Auditing Services.  The RFP was sent to twenty-nine audit firms, with five firms submitting proposals for consideration. The proposals were evaluated by the management of Internal Business Services and the Chief Business Officer.

Attention was paid to the qualification and experience of the audit team, level of support provided, as well as the methodology employed during the audit.  The selection committee agreed that based on the proposal, the interview, and overall cost of services that Christy White offered the best overall value to SCCOE.

Based on this review, staff recommends approval of the selection of Christy White for the SCCOE financial audits.

Fiscal Implications

The new contract cost for audit services is $62,738. The costs associated with the audits in subsequent years will be included in the proposed annual budget's multi-year projection.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Background

The month of March is designated as Women’s History Month, a month-long celebration to commemorate and encourage the study of the vital role women play in American history.

Student Impact

The Santa Clara County Office of Education recognizes March as Women’s History Month to recognize the hard work and dedication of women in education. As an organization with a focus to improve inclusivity and equity, this shows the crucial role that women have played in history and encourages youth and adult partners to learn more about women’s roles throughout history.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Background

The month of March is designated as Women’s History Month, a month-long celebration to commemorate and encourage the study of the vital role women play in American history.

Student Impact

The Santa Clara County Office of Education recognizes March as Women’s History Month to recognize the hard work and dedication of women in education. As an organization with a focus to improve inclusivity and equity, this shows the crucial role that women have played in history and encourages youth and adult partners to learn more about women’s roles throughout history.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Background

The following donations were made to the Santa Clara County Office of Education:

Fiscal Implications

The above donations will be accepted for the Youth and Health and Wellness program.

Student Impact

The above donation will be used to support the Youth Health and Wellness program. 

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Background

Juvenile court and community schools are operated by county offices of education to provide public education for students. Students attending juvenile court and community schools are underserved by the current attendance-based funding model, known as “average daily attendance” (“ADA”). An ADA-only funding model creates inequitable programs across the 58 counties.

Student Impact
Students attending a juvenile court or community school have unique needs, including higher rates of trauma requiring mental health support; obstacles to receiving specialized supports in a comprehensive school setting; a need for specialized supports and services; credit deficiency and unfinished learning; and more. The teachers, paraeducators, and staff at juvenile court and community schools are highly specialized, able to serve multiple grade levels, multiple subjects, use restorative practices and inclusionary practices. The ADA-only funding model does not support core and ongoing staffing needs and does not account for the variable enrollment and attendance of the court and community school model.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Background

Region 20 has 6 seats to be filled.  A vote for up to the number of seats up for election may be cast and only one vote for any one candidate may be cast. Only candidates receiving a majority of votes will be selected on the official ballot.

The candidates are named on the attached ballot and are listed below:

Theresa Bond - Los Gatos-Saratoga Union HSD

Danielle MS Cohen - Campbell Union SD

Van Le - East Side Union HSD

Christopher T. Norwood - Milpitas SD

Carol Presunka - Cambrian SD

Vaishali Sirkay - Los Altos SD

Bridget Watson - Sunnyvale SD

Three district trustees have notified the SCCSBA that they are available as write-in candidates on the ballot: Nancy Newkirk from Sunnyvale, Jorge Pacheco Jr. from Oak Grove, and George Sanchez from Franklin-McKinley.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

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

CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION

Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Government Code Section 54956.9: 1 case

Report of Actions Taken in Closed Session

The following Board Committees met after the February 1, 2023 meeting:

• Policy Development Subcommittee (Vice President Sreekrishnan)
• Head Start Policy Council (Trustee Lari)
• Strong Start Coalition (Trustee Lari)
•  

Permanent Standing Committees of the Board

Policy Development Subcommittee:  May 3, 2023 (Vice President Sreekrishnan)
Joint Legislative Advisory Committee (JLAC): March 1, 2023
Budget Study Committee: March 15, 2023 (Dr. Dewan, County Superintendent of Schools)
 

Membership Committees and Activities

California School Boards Association (CSBA) Delegate: May 20, 2023 (Trustee Berta)
California County Boards of Education (CCBE) Board of Directors: May 21, 2023 (Trustee Berta)
Santa Clara County School Boards Association (SCCSBA):  February 22, 2023 (Trustee Mah)
Head Start Policy Council: March 14, 2023 (Trustee Lari)
 

Liaison Committees, Workgroups, and Community Activities

Warmenhoven Inclusion Collaborative Advisory Board:  May 5, 2023 (Trustee Berta)
Strong Start Coalition: March 14, 2023 (Trustee Lari)
Silicon Valley Reads Advisory Committee, next meeting TBD (Trustee Mah)

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

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Stephanie Gomez, Chief Business Officer, Business, Facilities & Operations Division
Niti Sharma, Director, Internal Business Services

Background

Per Board Policy BP 3312 (a) contracts from $250,000 and over 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 from October 1, 2022 - December 31, 2022.

Per AR 3310, there are several award processes. It is noted in the table below whether the contract was awarded through:

• Bid: A competitive process in which a public entity publishes bid specifications and bidders submit proposals. In the competitive bid process a contract must be awarded to the lowest bidder.
• Request for Proposal (RFP): A public entity asks vendors to submit their own proposals as long as they meet certain general requirements. The contract award is based on expertise and established evaluation criteria in the RFP.
• Request for Quote (RFQ): Informal process under the bid threshold where a public entity asks vendors to submit their own proposals as long as they meet certain scope of work requirements. The contract award is based on price, expertise and overall proposal evaluation.
• Best Source Justification: A public entity selects services from a contractor that is deemed to be a "best source” as demonstrated by specific expertise; experience in providing such services; and the quality, cost, timeliness, and availability of such services.
• Sole Source Justification: A public entity contracts for goods or services with a contractor that is the only source of goods and services or may be selected due to the limited availability of contractors that are available to provide the goods or services.

Fiscal Implications

Funding has been designated to pay for the anticipated expenditures associated with these contracts.

Student Impact

Students throughout the County of Santa Clara will directly benefit from these contracted services.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Stephanie Gomez, Chief Business Officer, Business, Facilities & Operations Division

Niti Sharma, Director, Internal Business Services

Background

Per Board Policy BP 3100, budget amendments are submitted for County Board approval when the state budget is adopted, increased revenues or unanticipated savings are made available to the SCCOE, and/or program proposals are significantly different from those approved during budget adoption. 

Budget revisions (amendments) are typically presented to the County Board monthly with the exception of October, January and June of each year as more time is needed to compile information for first and second interim and fiscal year-end reporting periods.

The table below provides an updated timeline of when the monthly budget revisions will be presented to the County Board for the remainder of fiscal year 2022-2023.

Administrator

Mary Ann Dewan, Ph.D., County Superintendent of Schools

Jessica Bonduris, Ed.D., Assistant Superintendent, Educational Services
 

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 Reports:

• Program Information Report 2020-21 (PIR) - December 2022
  Provides information on progress of services provided to children and families to meet required timelines as per specific indicators and thresholds

• Enrollment Report –December 2022
  Summarizes the year-to-date enrollment activity in the Head Start Program to comply with enrollment requirements

Financial Reports:

The financial reports for the month are a snapshot in time. The final report for HS Basic/EHS Basic, Grant Year 2, will be completed in October after the close of the grant period May 1, 2021 – June 30, 2022. The financial reports for December 2022 reflect the alignment of the program fiscal year to SCCOE's July 1 - June 30 fiscal year.

• Financial Report – HS Basic/EHS Basic Total Grant Award –December 2022

         Provides the status of program budget and financial oversight

• Administration Cost Limitation – December 2022
  Limits the amounts of funds charged as development and administrative costs to 15%

• Purchase Card Summary –December 2022
  Serves as an oversight check of program expenses

• California Child Food Program Summary Reports (USDA) –December 2022

          Serves as an oversight check of program expense

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

Jessica Bonduris, Ed.D., Assistant Superintendent Educational Services

Background

Head Start/Early Head Start (HS/EHS) programs are required by federal regulations to maintain a formal structure of program governance to oversee the quality of services for children and families and to make decisions related to program design and implementation of all component areas and submit an Ongoing Monitoring Status Report for areas of improvement to the Administration for Children and Families (ACF). Please refer to the attached HS/EHS Ongoing Monitoring Status Report.

Student Impact

The Head Start/Early Head Start Program is federally funded to serve 2,188 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. 

The next Santa Clara County Board of Education regular meeting is scheduled for March 1, 2023.