OPERATIONS COMMITTEE MEETING MINUTES

Transcription

1 Monday, November 14, pm Michael A. Bilandic Building 160 N. LaSalle Street, Room N-502 Chicago, IL I. Welcome & Introductions Commissioner Ratliff called the meeting to order at 1:03pm. Commissioners participating: Troy Ratliff and Dr. Kathryn Robbins. Also in attendance: Executive Director - Hosanna Jones, General Counsel/Managing Director Shenita Johnson, Operations Manager Treyana Burris, and School Accountability and Compliance Manager Teresa Diaz. II. III. IV. Approve Minutes of September 13, 2016 Meeting Commissioner Robbins made a motion to approve the September 13, 2016 Operations Committee Meeting Minutes. The motion was seconded by Commissioner Ratliff. The motion was passed to approve the minutes from the September 13, 2016 Operations Committee Meeting. Public Participation No members of the public were present. Staff Report A. Personnel Executive Director, Hosanna Jones began her staff report by introducing the Commission s new School Accountability and Compliance Manager, Teresa Diaz. She further reported that all Commission staff vacancies for the year have been filled and that staff is no longer recruiting. B. Commissioner Vacancies/Updates Jones reported that Commissioner, Aneesh Sohoni submitted his letter of resignation and will no longer serve on the Commission. Jones also reported that there are two new Commissioner nominees and that the Governor s Office has submitted their names to the State Board of Education. Jones further reported that one of the two nominees, Lisa Schuchart, was referred by Commissioner Rich. She indicated that Lisa has a professional background in Public Relations and Marketing. However, Lisa has not yet been appointed to serve on the Commission but there has been movement. 1

2 Jones further reported that Commissioner Van Evera is doing well post- surgery and that he is looking forward to the next Commission Meeting. C. Commission Vision/Mission Statement Jones also reported that staff has worked on developing annual goals for the Commission based on the agency s three facets: Appeals, Authorizer, and Operations. Commissioners were provided with a handout that outlined each annual goal and were asked to provide feedback. While reviewing the handout, Commissioner Ratliff asked what financial procedure does the Commission use to analyze a charter school proposal? Jones responded that the Commission s summer intern developed recommendations of tools to use when analyzing the PCTC rate. Jones further responded that the tool will be made public and staff will share more information when there is a recommendation on an appeal. Hosanna indicated that the Commission seeks to increase transparency in financial analysis for the public, school districts, and Commissioners. Commissioner Robbins requested a brief walk through of the handout for further clarification of what each goal meant., Jones provided that as it relates to appeals the Commission would provide guidance to ensure clarity among the different types of appeals. As an authorizer, the Commission will make updates to the current accountability system in which the Commissioners will vote on at the next full meeting. Jones further indicated that there will also be updates to the renewal application. Also, the Commission will implement school support plan and strategies to cultivate high quality schools. Jones reported that the Commission took on three schools in 2016, implemented a pilot school support protocol, and hired a School Support Consultant. Commissioner Ratliff asked who the newly hired consultant is and Jones responded that her name is Glennese Harston Ray. Jones further indicated that Glennese was referred by Commissioner Rich and has begun working closely with staff on the development of the school support strategy. Jones also reported that Glennese has conducted site visits to Commission schools, and has provided staff her feedback. Jones indicated that Commission staff will report Glennese s findings at the next meeting. Additionally, Jones reported that staff has developed a compliance dashboard to outline what the schools are required to submit as part of their contract. Moreover, Jones reported that the Commission will publish a Best Practices Report, as required by law. Lastly, Jones reported that the Commission will continue to establish policies necessary for a 2

3 high-functioning organization. The Commission will also review its Bylaws and solidify best in-class professional staff and teams of experts. Jones reported that at last Operations Committee meeting, Commissioners asked the Chair to give the Committee a charge and that staff will continue to update Commissioners. Commissioner Ratliff asked if the Operations Committee will oversee the review of the Bylaws. Hosanna responded yes. However, the Bylaws will not be reviewed until the spring. D. Enrollment/Revenue: Jones reported that the enrollment cap for all Commission schools is 4,400 students. As of July 15, 2016, there were a total of 3,792 students equaling $1.2m in revenue for the Commission. As of October 15, 2016 there were a total of 3,611 students. Jones further reported that a number of schools over projected their enrollment for the academic year; however, Commission finances are solid at approximately $1.1m in revenue. Commissioner Robbins asked why are the schools below their projected enrollment? Jones responded that the schools moved into their new facilities at the beginning of the academic year, which she believes has played a significant factor in enrollment numbers. Jones also mentioned that Chicago Lighthouse has had a change in leadership, which could have also impacted enrollment numbers. Commissioner Ratliff asked about the impact the current enrollment numbers have on the Commission s projected budget. Jones responded that there is currently a $57,000 difference than we originally budgeted; however, the Commission is still on track to receive $1.1m in revenue. Jones also reported that staff has been unable to obtain the carryover amount from FY16 and we will update Commissioners as more information is received. She further reported that the Commission had a $200,000 budget increase. Thus, additional resources are to be invested in personnel and school support. Commissioner Ratliff requested an update on decreasing the Commission s benefit rate. General Counsel/Managing Director, Shenita Johnson responded that staff previously spoke with ISBE s legal team previously; however, the General Counsel has just returned and staff is expecting to move forward. Jones further reported that the Commission currently has a budget of $1,000,000; however, there is a $150,000 surplus that we are unable to spend. Jones further mentioned that Commissioner Farmer thought that the surplus should be given back to the schools; however, a final decision has not been 3

4 made. Jones indicated that one option is not to do anything with the surplus this year and wait it out. Moreover, another option is to allocate money to the schools based on need or merit. Lastly, another option is to allocate the money per capita. Jones then asked Commissioners to provide feedback. Commissioner Ratliff suggested that the Commission should use the money as a pool for grants. Commissioner Robbins commented that the grant option would be a good precedent to set. Commissioner Ratliff further stated that the schools should apply for the grant. Johnson also commented that the Commission may consider reducing the administrative fee if, overtime, the Commission s budget is able to be supported at a 2% fee as opposed to 2.5%. Moreover, although the fee has previously been consistent across all Commission schools, we have the opportunity to adjust the fee at the end of the calendar year. E. Office Relocation: Jones provided Commissioners with an update on the staff office relocation. She reported that there is a difference of $2,000 in cost to rent an office in a Stateowned facility compared to private office space. Additionally, the $12,000 reflected in the budget will not be enough; however, we are able to use contingency funds. Jones further reported that the Commission has been offered office space in the Thompson center. She indicated that although the space is bigger, it is not better than our current space and is more expensive. Also, the Commission will have to move again when the Thompson Center is sold. Jones also stated that however, renting a private office would be a longer and more complicated process. Jones then asked for Commissioner feedback. Commissioner Ratliff stated that he does not like the office space in the Thompson center but he is an advocate for the easy system set-up and transfer. Commissioner Ratliff also asked about the private space option. Jones stated the private office space is more modern and has a lot of meeting space. Lastly, Jones indicated that staff is not yet at a decision point, but wanted to provide an update to Commissioners. Commissioners were highly in favor of pursuing private office space in order to avoid two moves and keep operating costs as low as possible. F. Schools Johnson reported that four Commission schools are participating and receiving intensive school support. She further reported that the protocol includes twoday site visits in which the school support team conducts on-site evaluations. Johnson explained that the on-site evaluations include a half-day planning session with school leadership team to develop a performance action plan. Johnson indicated that the school support team will also conduct follow-up visits 4

5 and will check-in with schools on a weekly basis. Lastly, Johnson stated that staff will begin the annual review process for all remaining schools in late November. G. Legislative Update Jones reported that Shenita Johnson presented at the INCS conference in November where Commissioners DeRonda Williams and David Feinberg were also in attendance. Hosanna further reported that staff also met with New Schools for Chicago, the education branch for the Civil Committee of Chicago. She indicated that, during the meeting, they discussed the CPS decision, expressed concern of the CTU and CPS s plan to eliminate the Commission. Jones also reported that staff met with the CPS, New School Leadership Team to alert them of potential liability and to inform them that the law requires for districts fund schools at %. She further explained that CPS funded their schools at 79% last year; however, although there have been budget cuts they must still fund schools appropriately. Jones also reported that she contacted legislators in Springfield and was informed that there has not been any anti-commission discussion. Staff will continue to update Commissioners as needed. H. Appeals Jones reported that a briefing was sent to Commissioners regarding current appeal activity and the staff will continue to update Commissioners as more information becomes available. I. Proposed 2017 Commission Meeting Schedule Jones reported that staff is presenting a proposed 2017 Commission Meeting schedule. Jones also indicated that the November 30 th meeting was scheduled to discuss potential appeal activity; however, the CPS Board Vote was rescheduled for December 7 th. Commissioner Williams commented that she does not believe the November 30 th meeting is necessary. Commissioner Ratliff and Robbins agreed. Jones further reported that the next full meeting is scheduled for January 17, J. Biennial Report Jones reported that the law requires the Commission to produce a biennial report of best practices. Jones indicated that one of the goals for the report is to encourage at least one school district to partner with a charter. Jones further explained that there is a $40 million grant in Illinois for charter schools. Moreover, the report would be shared with State Superintendent for him to share during webinars, board meetings, and conferences. Hosanna then asked the Commissioners to provide feedback. Commissioner Robbins suggested a partnership with Illinois Association of School Administrators. Commissioner Robbins also commented that she will assist with 5

6 sharing information with Superintendents. Jones responded that staff has contacted Grisko to assist with producing the report and further asked if Commissioners knew of other agencies. Commissioner Ratliff responded that he may know of a few. K. Legal Update Johnson reported that Judge Pantle has not yet ruled on the CPS Motion to Dismiss. Johnson also reported that the Illinois Supreme Court is expected to grant or deny the petition to appeal by the end of November. Additionally, the Waukegan School District has filed an extension and more information will be provided in February. Johnson also reported that the settlements for Prairie Crossing and Southland are being settled. Johnson further explained that the court ruled that ISBE did not have an exclusive right to the settlement because the school district did not raise the question of whether a not a settlement should have been rendered. Thus, ISBE has filed an appeal. Johnson also stated that she has communicated to ISBE that the Commission will not revise contracts and extend terms per ISBE requests. Litigation involving the schools is still pending and changes would have implications on the litigation. V. Enrollment Funding Policy Shenita Johnson reported on the draft new Enrollment Funding Policy provides an appropriate procedure when a school is over or under enrollment. Johnson explained that Commission schools certify their student enrollment 4 times a year by providing the number of students currently enrolled, and enrollment, and waitlist. Johnson also indicated that once the information has been submitted, staff will have an opportunity to review the information via the State Student Information System (SIS). Johnson further indicated that the policy also includes third-level verification via on-site audits, when needed. Commissioner Ratliff asked if the schools will get evaluations twice a year. Johnson responded yes. She further explained that the schools provide a five-year enrollment plan. Thus, any projected increase or decrease in their enrollment cap must be submitted via a material modification application. Commissioner Robbins asked if it made sense to have a number versus a percentage. Johnson responded that there had previously been discussion regarding the number based on the class size. Johnson further stated that we do not want schools to exceed their class size in a given quarter. Moreover, Johnson also indicated that the new policy, schools does not allow increase their enrollment cap within the first five years. Johnson further stated that staff will be proposing to add a disclaimer to the policy, based on permissive increase to ensure that schools are compliant with the law. Upon implementation, the policy will be available on the Commission s website and a notice will be sent to resident districts. Johnson also explained that the Commission 6

7 must consider whether or not that there is a threshold to account for a variance. Johnson then asked for Commissioner feedback. Commissioner Ratliff indicated that student enrollment funding should be based on a percentage. He further commented that the Commission has focused on the decrease, but has not accounted for increased enrollment through additional funding. Johnson responded that a 5% range was previously recommended. Jones also responded that there are two schools that are under-enrolled due to budget adjustments and leadership changes. Jones further stated that staff is proposing to see a revised budget on a case by case basis where there are significant shifts in enrollment. Johnson indicated that there are two major highlights of the policy: the enrollment variance threshold and increasing enrollment caps within 5-year period. Johnson further stated that the policy will also be presented at next full meeting for approval. Commissioner Robbins requested a list of current Commission staff and consultants. Johnson responded that staff will send her the requested information promptly. VI. VII. Closed Session Adjourn Meeting adjourned at 2:29pm. 7