Agenda. Navigator Schools Board Meeting. Tuesday Sep 8, 7:00 PM at Hollister Prep School Line Street, Hollister, CA

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1 Agenda Navigator Schools Board Meeting Tuesday Sep 8, 7:00 PM at Hollister Prep School Line Street, Hollister, CA Posted at: Hollister Prep School Gilroy Prep School Office Support Office Websites Navigator Mission Navigator Schools drives phenomenal student achievement by developing top tier teachers and leaders who consistently improve innovative classrooms and schools. Navigator Calls to Action 1. All Navigator Schools achieve at the top 10% in the state on SBAC with no achievement gap. 2. Navigator Schools delivers an exceptional instructional coaching model and leadership development program. 3. Navigator Schools is a leading innovator in the field of blended learning. 4. Navigator Schools operates five successful schools by 2018 proving its scalability. I. Opening Items Agenda Item Purpose Who Time A. Record Attendance and Guests K. Carr B. Call the Meeting to Order C. Public Comment on items not covered on the regular agenda D. Consent Agenda Vote E. Recognition of outgoing board member II. Governance B. Mosher B. Mosher B. Mosher B. Mosher A. Nomination & Election of Alicia Gallegos to Board Vote C. 10

2 of Directors Agenda Item Purpose Who Time B. Committee Development, Commitments, and Navigator Schools Dashboard III. Finance Discuss Wright C. Wright A. June financials & end of year unaudited actuals (materials to be provided before meeting per EDTec) Discuss M. Navas IV. Academic Excellence V. Leadership Development VI. Blended Learning VII. Community Outreach VIII. Other Business IX. Closed Session A. Personnel Review Discuss X. Closing Items A. Adjourn Meeting Vote Agenda Cover Sheets B. Mosher 45 Section: I. Opening Items Item: C. Public Comment on items not covered on the regular agenda Purpose: FYI Goal: Submitted by: Related Material: 0b Request to Speak Form.pdf Section: I. Opening Items Item: D. Consent Agenda Purpose: Vote

3 Goal: Submitted by: Related Material: Consent Agenda.pdf Section: II. Governance Item: B. Committee Development, Commitments, and Navigator Schools Dashboard Purpose: Discuss Goal: Submitted by: Related Material: Key Indicators for Board Committes 9.1.pdf Navigator Committee Objectives and Process' v2.2 CW.pdf

4 PUBLIC BOARD MEETING REQUEST TO SPEAK FORM Public Comment is set aside for members of the audience to raise issues that are not specifically on the agenda. However, due to public meeting laws, the Board can only listen to your issue, not respond or take action. If you are commenting on a specific Agenda Item, All Request to Speak forms must be submitted prior to the agendized item. All presentations are limited to three (3) minutes each Please print the information requested below and forward this form to the Board Secretary prior to being recognized to speak. You will be allowed three (3) minutes to speak. When you are recognized by the Board President to speak, please state your name and address. Name: Address: Phone: First Last Agenda item number you wish to speak about: No. ; Subject to be presented to the Board:

5 Navigator)Schools)Board)of)Directors) Consent)Agenda) ApproveminutesfromJune8,2015NavigatorSchoolsBoardof Directorsmeeting ExecutiveDirectorreport(August2015) Cellphoneandtravelexpensespolicies ApprovaltoopentwoadditionalcheckingaccountsatRabobank toprovidecleardelineationbetweengilroyprepschool,hollister PrepSchool,andtheNavigatorSchoolsSupportOffice ApproveCharterSELPALocalPlan o PurposeoftheMotion: AttheMay,2015CEOCouncilmeeting,theCharter SELPA s(specialeducationlocalplanningarea)ceo CouncilapprovedtheupdatedLocalPlanRevision GovernanceandAdministrativeChapter.Itisnow necessarytohavetheboardsofeachpartner scharter schooladopttherevisedlocalplanduringthe timeframeofjunetoseptember,2015.onceall charterboardsadoptthisrevision,thecharterselpa willsubmittheoriginalsignedassurancedocuments andtherevisedlocalplantothecalifornia DepartmentofEducation. Thepurposeoftherevisionwastoalignmanyofthe governanceactivitieswithcurrentpractice.the CharterSELPALocalPlanRevision Governanceand AdministrationChapterhasbeenupdatedtoreflect thecurrentpoliciesofthecharterselpa.inmay, 2015theCharterSELPACEOCouncilapprovedthe updatedlocalplanrevision Governanceand AdministrativeChapter,acopyofwhichhasbeen

6 providedtothemembersofthisboardinyourboard packet. o ItisrecommendedthattheboardofNavigatorSchools, includinggilroyprepschoolsandhollisterprepschoolin accordancewithfederalandstatelawsandregulations, adopttheeldoradocountycharterselpalocalplanand itsupdatedgovernanceandadministrationchapter.

7 BOARD&MEETING June9, IOOFAve.GilroyCA 7:00pm MeetingMinutes AmeetingoftheBoardofTrustees(the Board )ofnavigatorschoolswasheldonjune9,2015at 7:03p.m.275IOOFAve. Roll&Call: PresentQ BrettMosher,BJScheid (remoteathps), ErickaDavis,JohnGloverandCaitrin Wright& AbsentQGUSDRepandHESDRep Invitation&for&the&public&to&speak:& HeatherParsons Consent&Agenda:& 1. MinutesfromMaymeeting 1.a/bBoardCommunications 2.CheckRegister ResolutiontoApproveDirectorofBusinessandFinancetotransactonallNavigatorbanking accountsandfinancialtransactions Q16EmployeeHandbookapproval 4.BoardonTrackContract 5.AprilFinancials BoardCalendarfor2015Q16 Motion:Movetoapprovetheconsentagenda First:CaitrinWright Second:BJScheid

8 Result:allinfavor The&State&of&Navigator:& Speakers:) AmyLittlerQreadsaletterfromTinaSweeney BernardoSaulo KarenHumber Year+end)Review)by)James)Dent) Caitrinwouldliketoseta goal fornavigatorin1yeartohaveabettercultureandproductivity whenitcomestopubliccommentandstaffresponse. 2014G15&Staff&Surveys:& Speaker:Lares 6.&Discuss)outcomes)of)the)staff)survey)and)implementations+)James)Dent)and)site)principals)) James)and)principals)will)go)over)staff)survey)data)to)set)goals)for)action)plans)presented,)by)July) 1)2015.) Brett)would)like)to)see)what)action)steps)will)be)taken)on)strengths)in)the)survey)outcomes.) ) Initial)parent)survey)results+)Parent)survey)will)be)complete)June)12 th )2015.) ) Special&education&plan&for&2015G16:&& 6a.&Presentation&by&Sharon&Waller Speakers: AmyBrown BradPluckhan & Approval&of&HPS&and&GPS&LCAP s&for&2015g16& 7.&GPS&& 8.&HPS&& Motion&to&approve&by&Caitrin& Second&by&John&

9 Result&:&Unanimous& & 2015G2018&Budget& 9.&2015G16&Budget& 10.&2015G18&Budget&Projection& Motion&to&approve&by&Caitrin&Wright&& Second&BJ&Scheid& Result&unanimous& Vote&in&existing&board&members&to&new&terms& Motion:MovetovoteinBrettMosherforathirdtermofoffice(twoyears)andBJScheidforasecond termofoffice(twoyears) MotiontoapprovebyCaitrinWright SecondErickaDavis Results:3membersinfavorand2abstaining(BrettMosher,BJScheid) Board&committees&for&2015G16& 11.&FinanceG&BJScheid,MaryNavas&& 12.&GovernanceG&CaitrinWright,&PaulNadeau&& 13.&Educational&ExcellenceG&JohnGlover,&JamesDent& 13a.&Community&Outreach&GBrettMosher,KirstenCarr MotiontoapprovebyJohnGlover SecondbyCaitrinWright ResultsUnanimous Board&member&2015G16&Officer&selection& 14.&ChairGBrettMosher 15.&Vice&ChairG&& 16.&SecretaryG&Caitrintoconsidertheposition 17.&TreasurerG&BJScheid Brettwouldliketorecruitpeopletobeontheboard. Thesepositionswerenotvotedonduringthismeeting.

10 Closed&Session&& Meeting&Evaluation& Onascaleof1Q10 BJ&ScheidG&& Ericka&Davis& & John&Glover& && Brett&Mosher& & Caitrin&WrightG& &&&&&&&&&&&&&&With&an&average&of&& & Adjournment& Motiontoadjournthemeetingby Second Motiontoapprovedunanimously. Meetingadjournedat9:08pm

11 Executive Director /Management Report August 2015 In coordination with the Support Office leadership team, I am pleased to pass on to the community and the Navigator Schools Board of Directors an account of our School Site, Operations and Governance activities and accomplishments over the last month. Board members and the community will be receiving an Executive Director report each month, highlighting the significant activities of the month prior to ensure the Navigator family is aware of the activities of their schools & entire organization. Communicating with our communities is a vital aspect to a thriving Navigator program. This report will be available to parents in a variety of ways (printed, ed, available via the website and social media) to ensure there is consistent and constant communication. Message from the Executive Director: For most people, spring is the season that symbolizes new beginnings and the dawn of a new day. For me, it is this time of year when school doors open and that first bell rings that symbolizes renewal and promise. The anticipation that accompanies the start of a

12 new school year is my form of spring. Bright eager faces can be seen on both sides of the classroom door as teachers warmly welcome excited students back to school. And, regardless of how many first days I ve experienced, the feeling never gets old. As Executive Director of Navigator Schools, (Gilroy Prep & Hollister Prep Schools), my anticipation for each new school year has actually grown. That is because I know first hand what incredible opportunities await these students. I know the hard work each and every site leader, teacher and paraprofessional have put into preparing to make this year successful for our precious students. And I know that for us success means eliminating the achievement gap for every student we are fortunate to call a Navigator. This isn t just wishful thinking or pie-in-the-sky dreaming for me. We have assembled an exemplary staff with highly trained leaders, teachers and paraprofessionals that engage in daily development from our coaching staff. Our principals spent two weeks over the summer in Denver learning the latest in educational leadership and are now sharing that information with their teachers. And, at a time when education in America needs every good idea it can get, Navigator prides itself on its ability to constantly evolve and improve. We are constantly seeing stories about the poor quality of education in America, and I know those stories have a basis in fact. But, here at Navigator, we take that as a challenge; a challenge to do better, to be better because changing and challenging how we teach isn t just a good idea, it s a crucial form of child advocacy. So, while the thermometer doesn t read like a beautiful spring day, nor are the flowers starting their first blooms, you can t convince me that the first days of school aren t the actual beginning of something beautiful.

13 As our focus is to achieve the four Navigator Schools strategic goals, below are the activities in each topical area: All Navigator Schools achieve at the top 10% on SBAC in the state with no achievement gap: At Navigator Schools, brings truly exciting improvements to our two campuses in Hollister and Gilroy. After two years of Common Core implementation, we have come to realize how important it is to have a lower student to teacher ratio. The new standards demand a much higher level of thinking ability to express oneself through written and verbal means. For that reason, we've made sure that your student works in a group of 10:1 in math and 8:1 in reading/language class every day. This means that your child is always receiving individualized support at their level of need so that they learn at the highest rate. Our main goal at the schools is that your child will be over-prepared to succeed in college in the future. With the addition of 6th grade in Gilroy, Navigator Schools bursts into the middle school years with several exciting additions for the students. To begin with, GPS has adopted Amplify ( ) to help continue our tradition of innovative learning strategies designed to truly lead to our students' success in the future. Additionally, our GPS Gators will begin competing with local middle schools in several different sports during the school year. We are excited to offer our oldest students this option and look forward to the day that our Hollister Navis get to participate as well. Parents and community, don't forget that we exist to provide the students under our care the brightest future possible. Volunteer in a classroom, tour one of our schools, or attend one of our board

14 meetings and you will see and feel what it means to be part of the Navigator community. HPS has moved - Over the summer, HPS has picked up their stakes and moved to the other side of the R.O. Hardin campus. This newer facility was part of the overall $5M plan to upgrade many aspects of the R.O. Hardin and HPS campuses by the Hollister School District. This new facility boasts its own playground and courtyard for student lunches, an enclosed campus. The staff has been very excited about the move and is settling in well. Come by for a brand new tour. GPS is getting its ducks in a row - Since the 2014 school year ended, the support office staff was busy preparing the GPS campus to accommodate its new junior high. The kinder - second graders are located by the playground and the upper grades, including our junior high, next to the gym and the track area. This will facilitate the growth GPS is going to experience over the next few years. You may have also noticed the three new buildings being placed on our campus over the summer. Two brand new buildings have been placed for our staff room and Accelerated Reader Lab. With the two new buildings, a new bathroom building has been installed as well. This will serve the students and staff in the lower quad area. These rooms are scheduled to be ready on September 1st. Navigator Schools operates five successful schools by 2018, proving its scalability:

15 Finance: As the school year starts, both GPS and HPS continue to maintain a healthy reserve, above the 25% board requirement. These funds allow for flexibility during the school year should unexpected expenses arise or site leadership wishes to enrich our students experience in and/or outside the classroom. A big change this year from years past, is the transition of our financial and human resources services from outside contractors to in-house, more accessible Support Office employees. We hope this transition has been noticeable and positive to all, as our goal is to be timely, transparent and supportive to the important work going on every classroom. Community Outreach: In response to comments on parent surveys, Navigator has made a concerted effort to provide numerous opportunities for parents to be informed of Navigator activities. Back to School Nights at both schools were well attended, allowing parents to understand the Navigator approach and ask questions of their teachers.

16 Cell Phone Reimbursement Policy Eligibility: Employees who do not have access to school phones and use their personal cell phone for work-related duties on a regular basis and designated by their school leadership, may be eligible for a cell phone reimbursement. Reimbursement Amount: A reimbursement amount of $50 will be paid to all eligible employees from their respective site budget, according to their full-time equivalency (FTE). Reimbursement Payment Schedule: Reimbursement will occur on a quarterly basis: July September: Reimbursement September 30 October December: Reimbursement December 31 January March: Reimbursement March 31 April June: Reimbursement June 30 This reimbursement is not compensation and does not constitute an increase to base pay, and will not be included in any calculation of base pay. Employee Responsibilities: Employees may choose the cellular service provider and plan design of their choice. Because each employee owns the cell phone personally, employees may use their phones for both business and personal purposes, as needed. Use of the phone in any manner contrary to the local, state, or federal laws will constitute misuse, and will result in immediate termination of cell phone reimbursement. Adopted by the Board on, 2015 President of the Board of Directors: Secretary to the Board: GPS 277 IOOF Ave. Gilroy, Ca HPS 881 Line Street Hollister, Ca 95023

17 Travel and Expense Reimbursement Policy Eligibility: All Employees are eligible for expense reimbursement, provided the expenses are consistent with this policy, documented with receipts, prior approved by his/her manager and represent a reasonable and appropriate use of school s education funds. This policy applies ONLY to employees and differs from those expenses that consultants may charge. Please see the sections below for policy guidelines related to specific expenses. This is not allinclusive and provides for guidance only. Please contact the Support Office-Director of Business and Finance, if you have any questions about specific expenses. Reimbursement for Expenses: The employee is responsible for requesting reimbursement in a timely fashion. Employees should make every effort to submit expense reports within 30 days of incurring such expenses. All employees should submit their expense report electronically via Expensify (please sign in with Google). Should other requests for payment be needed, please use the Expense Reimbursement form attached. All receipts must be attached to the expense report in order for it to be approved. If a receipt is lost, a copy of the credit card may suffice if expense is clearly defined. Please keep in mind that credit card bills are not an alternative to receipt retention. Expense reports without receipts will be referred back to the employee and therefore delay reimbursement. Approval of Expenses: An employee s manager is required to review and approve every expense report and the receipts submitted by the employee. To ensure employee receives their reimbursement within a week, managers need to approve expense reports within 2 business days. Guidelines for Reimbursable Expenses: 1. Cell Phone: Employees may be eligible for a $50 per month cell phone reimbursement if their job requires the use of a cell phone to perform their duties. Please refer to the Cell Phone Reimbursement Policy for further details. GPS 277 IOOF Ave. Gilroy, CA HPS 881 Line Street Hollister, CA 95023

18 2. Air Travel: Employees are each responsible for securing their own flight arrangements. Reasonable efforts should be made to take the lowest fare available regardless of their preferred airline. Purchase of airline tickets should be done as far in advance as possible in order to reduce the cost of the ticket. All airline travel will be in coach class. No reimbursement will be made for upgrades or free flights redeemed by employees. Baggage check fees may be reimbursed if employee is staying overnight two or more nights. Dues and/or airline club fees are not reimbursable. 3. Hotels: Employees are expected to stay in standard business class lodgings that charge reasonable rates. Hotel rooms will be reimbursable up to $150. Any cost above that will be the responsibility of the employee (unless employee s manager has given prior approval over that amount). Please submit the actual hotel bill with the form of payment in order to be reimbursed. Internet charges, if not included in the price of the hotel, are reimbursable. Weekend stays will not be reimbursed unless your work commitment continues on Monday from the Friday before. 4. Car Rentals: Car rentals should be used only when alternate forms of transportation (shuttles, taxis, public transit, personal vehicles) are not feasible. Rental cars are limited to small or economy models. Additional insurance should be declined as Navigator carries rental car insurance. Rental cars over a weekend are not reimbursable unless your work commitment continues on Monday from the Friday before. Refuel rental cars before returning the vehicle at the end of the rental period. Mileage will not be reimbursed for rental cars, but gas will be. 5. Mileage (personal vehicle): Employees must have a valid driver s license and current personal automobile insurance coverage to use his/her own vehicle for Navigator business. Reimbursement for mileage incurred while employee uses their own vehicle on behalf of Navigator Schools will be at the standard IRS mileage rate, which is established annually. Please use Google Maps when calculating mileage. - Mileage from an employee s home to the employee s regular place of work is considered commuting mileage and will not be reimbursed. GPS 277 IOOF Ave. Gilroy, CA HPS 881 Line Street Hollister, CA 95023

19 - Mileage from employee s regular place of work to other Navigator locations is reimbursable. - Mileage for home visits to a student s home is reimbursable. - Mileage to and from local conferences and workshops are calculated and reimbursed from starting to ending point; o Employee comes into work and leaves from work to attend a conference/workshop; mileage calculation starts at work. o Employee leaves from home to attend conference/workshop; mileage calculation starts at home. 6. Other Transportation: Reimbursement will be made for transportation between home/office and airport, as well as between airport and hotel. 7. Meals: Meals necessary when traveling for Navigator Schools are reimbursable. Every effort must be made to ensure the cost of such meals are reasonable. Navigator has set guidelines for reimbursement for employee meals. These amounts while varying by city are generally recommended not to exceed: Breakfast: $10 Lunch: $15 Dinner: $30 Occasionally business travel will require incurring the cost of meals for business associates. Those occasions may justify a more expensive meal beyond the recommended amounts above. Please consult with your manager ahead of time should your business travel require such expense. On occasion, conferences and/or workshops provide breakfast and lunch. Should you decide to eat elsewhere, you will not be reimbursed for the meals you purchased outside of what conference sponsors have provided. Per IRS regulations, documentation is required for all deductible meals. Navigator Schools applies these same requirements in order for meals to be reimbursement: - Meals must be listed separately on the expense report, - Meal reimbursements must include names of all persons attending, their titles, business relationship (if applicable), and business purpose of the meal. - Navigator Schools does not reimburse for alcohol. GPS 277 IOOF Ave. Gilroy, CA HPS 881 Line Street Hollister, CA 95023

20 8. Parking & Tolls: Parking and tolls for business travel and professional development opportunities, are reimbursable. 9. Travel Advance: In specific circumstances in which a staff member has limited funds available to initiate his/her own travel arrangements, Navigator Schools may issue a travel advance in an amount approximate to the necessary expenses. Any authorized advance must be reconciled with actual trip expenses on a completed approved expense report within two weeks of the employee s return. Please contact the Director of Business and Finance to request a travel advance. 10. Non-reimbursable Expenses: Other items related to travel that are not reimbursable are: - Personal entertainment expenses (movies, games, health club, golf outings). - Spouse or other family member expenses. - Items of clothing while traveling. This includes replacement of lost or stolen items as well as clothing purchased as a result of an unanticipated extended stay. - Meals, if conference/workshop sponsors have provided. - Hotel laundry or valet charges. - Parking tickets, fines or penalties. - Alcohol. No public funds will ever be used to pay for alcohol. Adopted by the Board on, 2015 President of the Board of Directors: Secretary to the Board: GPS 277 IOOF Ave. Gilroy, CA HPS 881 Line Street Hollister, CA 95023

21 Special Education Local Plan April, 2015 Jeremy M. Meyers, Superintendent of Schools El Dorado County Office of Education David M. Toston, SELPA Executive Director 1

22 CHAPTER III GOVERNANCE AND ADMINISTRATION 2

23 GOVERNANCE AND ADMINISTRATION PURPOSE The El Dorado County Charter SELPA is composed of local educational agency charters (LEAs) located outside the geographic boundaries of El Dorado County. The El Dorado County Charter SELPA has designated the El Dorado County Office of Education as the Responsible Local Agency (RLA) and the County Superintendent of Schools as the Superintendent of the RLA. As members of the El Dorado County Charter Special Education Local Plan Area (SELPA), (hereinafter referred to as Charter SELPA), each charter (as identified by the CDS (County, District, School) code issued by the State Board of Education) is considered an LEA (Local Education Agency) for purposes of special education. The Charter SELPA further recognizes its members as single charter partners or organization partners. Single Charter Partner is defined as an entity with one charter CDS code. An Organization Partner is an entity with multiple charters (CDS codes) as members of the Charter SELPA. An entity is defined as an organization with one governing board or one CEO (Chief Executive Officer) position. The title of CEO may differ by organization, but the intent is that final decision making in the organization is vested in one leadership position. The function of the SELPA and participating agencies is to provide a quality educational program appropriate to the needs of each eligible child with a disability who is served by the Charter SELPA members. All such programs are operated in a cost effective manner consistent with the funding provisions of Education Code Section et seq, IDEA, all other laws and policies, and the procedures of the El Dorado County Charter Special Education Local Plan Area. CHANGES IN THE GOVERNANCE STRUCTURE Any changes in the governance structure of the El Dorado County Special Education Local Plan Area, including the dividing of the SELPA into more than one operating entity, changing the designation of and/or responsibilities of the Responsible Local Agency, are subject to specific Provisions of Education Code Sections 56140, 56195, et seq., et seq., et seq., and et seq. 1. Any local agency which is currently designated as a Local Education Agency (LEA) participating in the El Dorado County Local Plan for Special Education may elect to pursue an alternative option from those specified in Education Code Section by notifying the appropriate county superintendent at least one year prior to the date the alternative plan would become effective (E.C (b)). 3

24 2. Any alternative plan of an LEA is subject to the approval of the county superintendent of the county or counties which would have school districts as participating agencies in the alternative plan. (E.C ) 3. Approval of a proposed alternative plan by the appropriate county superintendent may be based on the capacity of the LEA Charter(s) to ensure that special education programs and services are provided to all children with disabilities. (E.C (b)) 4. If an alternative plan is disapproved by a county superintendent, the county office shall return the plan with comments and recommendations to the LEA charter(s). The charter or charters participating in the alternative plan may appeal the decision to the Superintendent of Public Instruction. (E.C (b) (2)) 5. Any alternative plan to be submitted by a charter or a group of charters currently participating in the El Dorado County Charter SELPA must meet the standards established by the State Board of Education and not adversely affect the size and scope status of the current local plan geographic area. 6. Any changes in the designation of the responsible local agency for the El Dorado County Charter SELPA must conform to the above code provisions and the administrative provisions and the administrative provisions for approval as specified in the Local Plan Disagreements among the participating agencies of the El Dorado County Charter SELPA are attempted to be resolved through dispute resolution procedures. If not resolved, the matter would be presented to the Chief Executive Officers (CEO) Council for discussion and dispute resolution. GOVERNANCE STRUCTURE OF THE PLAN California Education Code Section (c) (2) requires that the Local Plan, "specify the responsibilities of each participating county office and district governing board in the policy-making process, the responsibilities of the superintendent of each participating district and county in the implementation of the plan, and the responsibilities of district and county administrators of special education in coordinating the administration of the plan." In accordance with this provision, the El Dorado County Charter SELPA has developed the following governance structure, policy development and approval process. 4

25 RESPONSIBILITIES OF EACH GOVERNING BOARD IN THE POLICY- MAKING PROCESS AND PROCEDURES FOR CARRYING OUT THE RESPONSIBILITY Upon entry into the Charter SELPA, the governing board for each LEA charter shall approve the Agreement for Participation, Representations and Warranties, and the Local Plan for Special Education. The Charter SELPA Local Plan is approved by the CEO Council and the Board of the El Dorado County Office of Education. Amendments to the Local Plan to revise LEA membership (additions/deletions) shall be approved by the Board of the El Dorado County Office of Education. Prior to County Board approval, new LEA members and/or termination of LEA members shall be approved through the process as identified in Charter SELPA policies. All membership changes shall be communicated with the Charter SELPA CEO Council at the next regularly scheduled meeting. The Board of the El Dorado County Office of Education will hold the required public hearings and approve the annual service plan and the annual budget plan. The plans shall be sent to all charter LEA members and communicated with the Charter SELPA CEO Council at the next regularly scheduled meeting. Notice of the public hearings shall be posted in each charter school at least 15 days prior to the hearing, as required by law. As described within the Local Plan and adopted policies of the Charter SELPA, the Boards of Education delegate the ongoing policy-making process, the allocation plan process, and administrative procedures for carrying out that responsibility to the governance structure of the Charter SELPA. RESPONSIBILITIES OF CHIEF EXECUTIVE OFFICERS CHARTER SELPA CHIEF EXECUTIVE OFFICERS (CEO) COUNCIL The Charter SELPA CEO Council membership consists of the CEO or designee of each charter LEA member. Each charter LEA member has one vote. Organization Partners, that operate more than one charter school, may have a single representative for all schools operated, but such representative shall have a number of votes equal to the number of charter LEAs represented. Charter SELPA CEO Council meetings are subject to California Open Meeting laws, specifically the Brown Act (Government Code ), which requires that CEO Council members conduct business at properly noticed and agendized public meetings. A majority of the LEAs present at a regularly scheduled and posted CEO Council meeting shall constitute a quorum. The Charter SELPA CEO Council will meet regularly with the El Dorado County Superintendent of Schools and/or designee to direct and supervise the implementation of the Local Plan. The Council has exclusive authority to make and take all reasonable and appropriate steps to implement all decisions which may have a material effect on any and/or all Charter SELPA policies, practices, operations, organization, services, 5

26 functions, and any other purpose related to the purpose for which the Charter SELPA is established. A minimum of two meetings per year will be held; generally in September and May. The Charter SELPA CEO Council is responsible to approve Charter SELPA policies and administrative regulations. The Charter SELPA CEO Council is responsible to approve the Allocation Plan, which is the framework for distribution of funds within the Charter SELPA. Material changes to the Local Plan, other than for membership changes, shall be approved by the Charter SELPA CEO Council and the Governing Board of the El Dorado County Office of Education. Charter School Admission Criteria: It is the intent of the El Dorado County Charter SELPA to provide options for charter schools in terms of SELPA membership. While it is always preferable for a charter school to participate with their geographic SELPA, the Charter SELPA has been developed to allow for a viable alternative for SELPA membership. Therefore, there are specific criteria which must be met in order for a charter school to be considered for membership in the El Dorado County Charter SELPA. Charter SELPA Selection Committee As outlined in Charter SELPA policies, a Charter SELPA Selection Committee has been established to approve the admission of new Charters to the SELPA. The Charter SELPA Selection Committee is comprised of: The El Dorado County Superintendent of Schools/Designee One Charter CEO, member of the CEO Executive Committee One Charter CEO selected by the El Dorado County Superintendent of Schools/Designee The Charter SELPA Selection Committee will meet, review all documents, and approve or reject members. Because of a high volume of applications to the Charter SELPA, the Selection Committee may include more than one member of the CEO Executive Committee or CEO Council and more than one Charter CEO selected by the EDCOE County Superintendent/Designee in order to efficiently review the number of applications submitted. Meetings may take place through teleconference. For the purposes of this section, teleconference means a meeting where the members are in different locations, connected by electronic means, through either audio or video, or both. The Charter SELPA Selection Committee will inform the CEO Council members of their decision. The Charter SELPA AU shall inform the charter school of the decision. 6

27 Any charter school may apply to the Charter SELPA Selection Committee to become a LEA member of the SELPA. The Charter SELPA will establish an annual timeline for submission of applications. Once granted membership, the charter LEA will participate in the governance of the SELPA in the same manner as all other charter LEA members in the SELPA. The timeline for submission may be amended by the Charter SELPA Superintendent/designee for unique circumstances, including State Board of Education charter approvals. The applicant member, not an expansion of an existing member, will be deemed a member of the SELPA upon approval of the Charter SELPA Selection Committee, and subsequent Local Plan Membership amendment approved by El Dorado County Office of Education Governing Board, and the California Department of Education. The applicant member charter LEA board must also take action to approve membership. The Charter SELPA Selection Committee shall review applications to determine if the applicants meet the requirements of the application process as established by the Charter SELPA. The Charter SELPA Selection Committee will inform the CEO Council members of their decision. Applications for additional schools of a current Charter SELPA member, shall be approved by the Charter SELPA, pursuant to Charter SELPA policies, and are not required to be reviewed by the Charter SELPA Selection Committee. Because they are current members, the Charter SELPA has significant documentation available to assess the new charter LEA capacity. The applicant member, an expansion of an existing member, will be deemed a member of the SELPA after approval of the Charter SELPA, and subsequent Local Plan Membership amendment approved by the El Dorado County Office of Education Governing Board, and the California Department of Education. The applicant member charter LEA board must also take action to approve membership. Charter SELPA Membership Appeals Committee The Charter SELPA Membership Appeals Committee meets on an as needed basis to hear Selection Committee appeals and membership termination appeals. The El Dorado County Superintendent/designee shall serve as an ex officio member of the Charter SELPA Membership Appeals Committee. An invitation to participate in the Membership Appeals Committee shall be issued annually at the first CEO Council meeting of the fiscal year. Charter SELPA Membership Appeals Committee meetings are subject to California Open Meeting laws, specifically, the Brown Act (Government Code ) which requires that SELPA Membership Appeals committee members conduct business at properly noticed and agendized public meetings. 7

28 CHARTER SELPA EXECUTIVE COMMITTEE Responsibilities of the Charter SELPA Executive Committee The Executive Committee shall serve as an informal advisory body to the Charter SELPA. The Executive Committee shall be comprised of all Charter SELPA CEO Council members who have an interest in participating as a committee member. Committee participation shall be at the discretion of individual members who shall be free to attend, or not attend, meetings as they choose. However, at no time shall an Executive Committee meeting be conducted with a majority of SELPA members. Committee meetings shall occur from time to time on an informal basis as the Committee may determine. The Committee shall have no continuing subject matter jurisdiction. However, it is contemplated that the Committee shall, from time to time, consider and advise the Charter SELPA on administrative matters including, but not limited to, program operations, future strategic planning, procedural matters, and fiscal considerations. An invitation to participate in the Executive Committee shall be issued annually at the first CEO Council meeting for the fiscal year. The El Dorado County Superintendent/designee shall serve as an ex-officio member of the Executive Committee. Summaries of the Executive Committee meetings shall be transmitted to the full membership of the Charter CEO Council. Special Education Community Advisory Committee (CAC) Each charter school may select a parent representative to participate in the Special Education Community Advisory Committee to serve staggered terms in accordance with E.C for a period of at least two years. Selected parents will be the parent of a child with a disability. This group will advise the Charter SELPA AU on the implementation of the El Dorado County Local Plan for Special Education in Charter Schools ( Local Plan ) as well as provide local parent training options in accordance with the duties, responsibilities and requirements of E.C Because of the geographic diversity anticipated within the El Dorado County Charter SELPA, meetings may take place through teleconference. For purposes of this section, teleconference means a meeting where the members are in different locations, connected by electronic means, through either audio or video, or both. Charter SELPA Special Education Steering Committee The Steering Committee serves in an advisory capacity to the Charter SELPA. Each charter LEA is entitled to select one representative for this committee. The Steering Representatives are the charter LEA s special education directors or special education 8

29 program leads. They meet regularly for the purpose of advising the Charter SELPA and receiving and disseminating direct program/instructional information. Charter SELPA Special Education Fiscal Committee The Fiscal Committee meets twice per year. The designated fiscal representative from each charter LEA member is invited to attend. Charter CEOs and Special Education Administrative contacts are invited to attend as well. Meetings take place through teleconference. The meeting serves as a communication tool to inform fiscal contacts of actions taken by CEO Council that may have budgeting and financial reporting considerations. FULL CONTINUUM OF SERVICES Both state and federal law provides that students with exceptional needs are entitled to a free, appropriate public education (FAPE) that includes special education and related services to meet their unique needs in the least restrictive environment (LRE). Each SELPA member must ensure that all children served under their jurisdiction who have disabilities, regardless of the severity of their disability, and who are in need of special education and related services, are identified, located, evaluated and served. Therefore, a full continuum of services are available within the Charter SELPA. Given this fact, the plan provides funding per the Charter SELPA Educational Allocation Plan to the Charter Schools so that they may appropriately provide for all the students with special education needs attending their schools. This obligation can be met in several ways, which may include: 1. Hire appropriately credentialed special education staff. 2. Contract with another LEA. 3. Contract with Nonpublic Schools/Agencies. These methods of providing necessary services may be used by a single school in the Charter SELPA, or several schools within the Charter SELPA could join together to provide the services. 9

30 EVALUATION E. C was written, in part, to ensure that SELPAs participate with all State efforts to provide for ongoing comprehensive evaluation of special education programs in order to refine and improve programs, policies, regulations, guidelines, and procedures on a continuing basis, and to assess the overall merits of these efforts. The El Dorado County Charter SELPA annually submits all information required by the California Department of Education, Special Education Division, in this effort, including statistical data, program information, and fiscal information related to the programs and services for children with disabilities in the El Dorado County Charter SELPA. The Charter SELPA Administration is responsible for collecting all data required by the California Department of Education related to special education budgets and services, and reports them annually. SELPA staff supports all members of the Charter SELPA in the collection of data related to compliance, due process procedures, availability of services, key performance indicators, etc., as needed. DATA COLLECTION AND DEVELOPMENT OF MANAGEMENT INFORMATION SYSTEMS California Department of Education requires of each SELPA the collection of specified data in such a manner as to be communicative with the CASEMIS Management Information System of the State. The Charter SELPA has designed and implemented a data collection and storage system that provides for the management and reporting of required data for state and federal systems. The SELPA continues to work with the State s Department of Management Information System to collect and report all required data related to special education fiscal and program services, and to provide other pertinent information necessary for the operation of the SELPA. The Charter SELPA staff supports all the member LEA charter schools in the Charter SELPA in their collection and reporting of required data. The Charter SELPA staff strives to support a system which is responsive to the data needs of the member LEA charter schools. PROVISION FOR ONGOING REVIEW OF PROGRAMS The State has in place a system for review of the special education programs in the charter schools. It is the responsibility of the SELPA to support the delivery of effective programs and services in its LEAs, to support a continuum of appropriate service 10

31 options, to improve the quality of the programs offered, and to monitor them and participate in review processes, including the Key Performance Indicator, the Procedural Safeguards, complaint processes and mediation and due process procedures. The El Dorado County Charter SELPA endeavors first to provide adequate information, resources and support to all its member LEA charters, so that they may deliver compliant, quality services. Further, the Charter SELPA staff, under the direction of the CEO Council and in conjunction with the CAC and the informal advisement from the CEO Executive Committee, participates in all State review processes and any local review processes to ensure that appropriate and necessary services are offered for all children with disabilities and to support continuous improvement of those services. The SELPA ensures that adequate information related to all areas of compliance is available to all the charter LEA members. The SELPA ensures the availability of a full continuum of options, supplemental aids and services, and regionalized programs, for all children with disabilities, severe low incidence, and non-severe. PROCESS FOR ALLOCATING PROGRAM SPECIALIST SERVICES THROUGHOUT THE REGION The Charter SELPA currently employs program specialist(s). In addition, in accordance with Education Code 56780, all coordination responsibilities for program specialist services as outlined are fully supported through the governance structure of the SELPA. This includes the administrative staff, program specialist services, Charter Special Education Steering Committee, Charter Executive Committee, and Charter CEO Council. Openings for program specialist positions are advertised, and the selection processes conducted are consistent with County Office hiring practices. The interview panel includes representatives from LEAs, as well as SELPA personnel. Duties of program specialists are those specified in Education Code and the Local Plan: A. Assist Resource Specialist, Designated Instruction and Service instructors, and Special Class Teacher in the planning and implementation of individual education programs for children whose disability is in the area or expertise of the Program Specialist. B. Coordinate curricular resources in a manner to make them available and effective for personnel who are in need of the resources. C. In conjunction with the SELPA Director, assess program effectiveness to promote the program for individuals with exceptional needs. D. Participate in school staff development, research, program development, and innovation or special methods and approaches. E. Provide coordination, consultation, and program development in areas to which the program specialist is assigned. 11

32 F. Under the direction of the SELPA Director, assure the pupils have full educational opportunity, regardless of the district of residence in the Special Education Local Plan Area. G. Participate in I.E.P.s at the request of Local Education Agency or parent. H. Assist Local Education Agencies with non-public, non-sectarian and state school placements when requested. Safeguards for the assurance of appropriate use of regionalized funds are the responsibility of the SELPA Executive Director and as approved by the governance structure. Program Specialist(s) are employed by the AU and supervised by the SELPA Director. 12

33 El Dorado County Charter SELPA Flow Chart CEO Council EDCOE Board EDCOE County Superintendent/ Designee Serves as SELPA General Administrator Approves policies, administrative regulations, Allocation Plan, and material changes to Local Plan Membership Appeals Committee (Formal committee that hears appeals for membership selection / termination) SELPA Executive Director/ Leadership Team (Provides admin support and recommendations to CEO Council with input from Executive Committee) Community Advisory Committee (CAC) Executive Committee Fiscal Committee Steering Committee Selection Committee (Parent Advisory committee on special education issues - No Binding Authority; not subject to quorum or other requirements) (Informal advisory body to the Charter SELPA) (Communicates and informs fiscal contacts of CEO Council actions) (Advisory Committee to Director and Committee on general issues of importance to SELPA operation and services - No Binding Authority) (Approves admission of new charters to the SELPA)

34 AGREEMENT FOR PARTICIPATION EL DORADO COUNTY CHARTER SELPA The El Dorado County Charter Special Education Local Plan Area (SELPA) as authorized by the California State Board of Education assists California charter schools that have successfully completed the SELPA membership process and have signed this Agreement for Participation (Agreement) which are deemed Local Educational Agencies pursuant to Education Code Section 47641, in meeting their obligations to provide special education and related services (each term as defined in 20 U.S.C. Section 1401 and the applicable rules, regulations and interpretive guidance issued thereunder and collectively referred to as Services) to applying or enrolled students actually or potentially entitled to Services under applicable state and federal laws and regulations (Students). SELPA Membership also ensures compliance with the LEA Member s obligations under Education Code Sections 56195, et. seq. It is the goal of the El Dorado County Charter Special Education Local Plan Area (SELPA) that all charter pupils with exceptional needs within the SELPA receive appropriate special education programs. It is the intent of the Charter SELPA that special education programs be coordinated and operated in accordance with the governance structure. The respective Charter Schools who are signatories hereto, the El Dorado County Office of Education (EDCOE), and the El Dorado County Charter SELPA, mutually agree as follows: DEFINITIONS LEA: as described in Education Code Section , shall refer to a specific LEA Member Charter School or Charter School development organization as appropriate. RLA: Responsible Local Agency, as described in Education Code Section Federal Regulations use the term Administrative Unit or AU. For purposes of this Agreement, the El Dorado County Office of Education shall be the RLA or AU for the El Dorado County Charter SELPA. Charter SELPA CEO Council: This group is composed of a representative from each Charter School in the Charter SELPA at the Chief Executive Officer level. Organizations that operate more than one Charter School at their option may have a single representative for all schools operated, but such representative shall have a number of votes equal to the number of schools represented. This group would meet regularly with the County Superintendent of Schools to direct and supervise the implementation of the Local Plan. Charter Executive Committee: The Charter Executive Committee is comprised of representatives from the Charter SELPA CEO Council and shall include the El Dorado County Superintendent and staff designees. 14