LAKE COUNTY SCHOOLS

LAKE COUNTY SCHOOLS

SCHOOL ADVISORY COUNCILTRAINING

2010-2011

Agenda, Part 1Agenda, Part 1

• What is a School Advisory Council?• Sunshine Law and School Advisory Councils• SAC Membership Requirements and Elections• Bylaws• Meeting Requirements• SAC Member and Officer Roles• SAC Meeting Minutes• School Improvement Funds and Expenditures• Requirements for Five Star School Award• Collaborative Partnering• Shared Decision-Making

Agenda, Part IIAgenda, Part II

• How to write meaningful School Improvement How to write meaningful School Improvement Plans (SIP’s)Plans (SIP’s)

• Linking the plan to State Goals and Priorities and Linking the plan to State Goals and Priorities and the School Board Prioritiesthe School Board Priorities

• GoalsGoals• Needs AssessmentsNeeds Assessments• ObjectivesObjectives• StrategiesStrategies• Performance MeasuresPerformance Measures• Budget BasedBudget Based• Additional RequirementsAdditional Requirements• SIP Due DatesSIP Due Dates• Mid Year Reports and Due DatesMid Year Reports and Due Dates• Contacts for assistanceContacts for assistance

Part 1Part 1

SAC BasicsSAC Basics

School Advisory Councils School Advisory Councils are…are…

• A group intended to represent the A group intended to represent the broad school community and those broad school community and those persons closest to the students who persons closest to the students who will share responsibility for guiding will share responsibility for guiding the school toward continuous the school toward continuous improvement.improvement.

• Referred to as SAC’sReferred to as SAC’s• Required by all schools, including Required by all schools, including

charter schoolscharter schools• Charter schools may use their governing Charter schools may use their governing

body (Charter Board) as their SACbody (Charter Board) as their SAC

SAC’s are similar to SAC’s are similar to School BoardsSchool Boards

• Created and governed by lawCreated and governed by law• Elected by peersElected by peers• Subject to the Sunshine LawSubject to the Sunshine Law• Assist leaders (principal, superintendent) Assist leaders (principal, superintendent)

with school district directionwith school district direction• Have the goal of increasing student Have the goal of increasing student

achievement for all students in a safe achievement for all students in a safe learning environmentlearning environment

Sunshine LawSunshine LawAll SAC Business must be in the All SAC Business must be in the

sunshine!sunshine!

• All meetings must be noticed and All meetings must be noticed and must be open to the publicmust be open to the public

• Minutes must be recordedMinutes must be recorded• Members may not communicate with Members may not communicate with

one another about SAC business one another about SAC business outside of a publicly noticed meetingoutside of a publicly noticed meeting• Includes email, phone calls, and other Includes email, phone calls, and other

communicationcommunication

Role of the Role of the SACSAC

• Assists in preparation and evaluation of SIPAssists in preparation and evaluation of SIP• Decides jointly with school faculty how A+ Decides jointly with school faculty how A+

recognition funds are spentrecognition funds are spent• Assists principal with the school budgetAssists principal with the school budget• Performs functions as prescribed by school Performs functions as prescribed by school

boardboard• Monitor the SIP – required quarterly for Monitor the SIP – required quarterly for

schools in Differentiated Accountabilityschools in Differentiated Accountability

SAC MembersSAC Members

• Made up of principal, appropriate balanced number of teachers, staff, parents, community members, and students (Assistant Principals

may not be voting members and should NOT be listed as members)• Must represent ethnic, racial, economic community (may require

appointment by School Board)• Document student demographics for specific day for membership

compliance• Free and reduced lunch percentages determines low-socio-

economic make-up• Student race/ethnicity percentages must be represented by SAC

(within approximately 5%)• Majority (over 51%) must not be employed by the Lake County

School Board in any capacity• Elected by peer groups

SAC Member ElectionsSAC Member Elections

• Teachers elect teachersTeachers elect teachers• Classified employees elect classified Classified employees elect classified

employeesemployees• Students elect students (middle and Students elect students (middle and

high)high)• Parents elect parentsParents elect parents• Business and community members Business and community members

are recommended by the Principal are recommended by the Principal and approved by a vote of the SACand approved by a vote of the SAC

Voting Procedures for Voting Procedures for Elections Elections

• Voting can occur at meetings or by mail, secret Voting can occur at meetings or by mail, secret ballot, or by show of hands.ballot, or by show of hands.

• Ballots are counted, recorded, and retained.Ballots are counted, recorded, and retained.• Ballots and voting records should be kept on file in Ballots and voting records should be kept on file in

the schoolthe school• Voting records are recorded in the official SAC Voting records are recorded in the official SAC

minutesminutes• Elections must be fair and open and may be written, Elections must be fair and open and may be written,

signed, or computerized ballots as long as the signed, or computerized ballots as long as the ballots are recorded officially for auditing purposes.ballots are recorded officially for auditing purposes.

A SAC mayA SAC may

Elect alternates if SAC bylaws permitElect alternates if SAC bylaws permit• Allows timely replacement of membersAllows timely replacement of members• Increases participationIncreases participation

Other Possible Duties of Other Possible Duties of SACSAC

• Adoption of school calendarAdoption of school calendar• Input into District’s Legislative ProgramInput into District’s Legislative Program• Develop Waivers for School Improvement PlansDevelop Waivers for School Improvement Plans

• Attendance waiversAttendance waivers• School uniform waiversSchool uniform waivers• Etc.Etc.

• Monitor school safetyMonitor school safety• Assist in school climate surveyAssist in school climate survey• Liaison to communityLiaison to community• Special committees and school improvement teamsSpecial committees and school improvement teams

SAC BylawsSAC Bylaws

• Name of councilName of council• Purposes, basic policies, governancePurposes, basic policies, governance• Duties and obligationsDuties and obligations

• School Improvement fundsSchool Improvement funds• Expenditure of A+ FundsExpenditure of A+ Funds• Development of School Improvement Plan Development of School Improvement Plan

(SIP)(SIP)• Assist with School’s Annual BudgetAssist with School’s Annual Budget

SAC Bylaws, cont.SAC Bylaws, cont.

• Membership and electionMembership and election• Election proceduresElection procedures• Appointment proceduresAppointment procedures• Represents demographics of Represents demographics of

school/communityschool/community• At least 51% must be non-Lake County At least 51% must be non-Lake County

Schools employeesSchools employees• Attendance requirementsAttendance requirements


• Decisions/MeetingsDecisions/Meetings• Three business-day advance notice to all Three business-day advance notice to all

members regarding meeting that will members regarding meeting that will include a vote on an agenda iteminclude a vote on an agenda item

• Sunshine Law requirementSunshine Law requirement• Special or Ad Hoc CommitteesSpecial or Ad Hoc Committees• Quorum > 51%Quorum > 51%


• Officers and ElectionOfficers and Election• Positions, duties, procedures for Positions, duties, procedures for

elections and term of officeelections and term of office• Nominating committeeNominating committee• Duties, meetings, quorum of executive Duties, meetings, quorum of executive

boardboard• Emergency decision proceduresEmergency decision procedures


• Amendments or revisions of bylawsAmendments or revisions of bylaws• Fiscal year, parliamentary authorityFiscal year, parliamentary authority

School Advisory CouncilsSchool Advisory CouncilsSAC MeetingsSAC Meetings

• At least 3 days written notice to SAC At least 3 days written notice to SAC members regarding matters that members regarding matters that require a voterequire a vote

• Requires a quorum of at least 51%Requires a quorum of at least 51%• Schedule meetings when Schedule meetings when

stakeholders can attendstakeholders can attend• Minutes must be recordedMinutes must be recorded

Effective MeetingsEffective Meetings

• Introductions/WelcomeIntroductions/Welcome• Snacks and drinksSnacks and drinks• Name tagsName tags• Limit education terminology/acronymsLimit education terminology/acronyms• TeamworkTeamwork

• Each member – new ideasEach member – new ideas• Members feel valuedMembers feel valued• Goal – Student achievementGoal – Student achievement

• TrainingTraining

What to avoidWhat to avoid

• Treat members as rubber stampTreat members as rubber stamp• Don’t communicate meeting times, etc.Don’t communicate meeting times, etc.• Use all the educational jargonUse all the educational jargon• No vote, no action, nothing happensNo vote, no action, nothing happens• Ineffective communicationIneffective communication

• This is the way we have always done itThis is the way we have always done it• Why changeWhy change• Great idea, won’t workGreat idea, won’t work

SAC Member RolesSAC Member Roles

• Attend meetings and trainingAttend meetings and training• Use district and state goals as guideUse district and state goals as guide• Assess school data and surveysAssess school data and surveys• Assist in the preparation, Assist in the preparation,

implementation, and evaluation of the implementation, and evaluation of the SIPSIP

• Identify and prioritize school needsIdentify and prioritize school needs• Develop improvement strategiesDevelop improvement strategies• Measure resultsMeasure results• Assist with preparation of school budgetAssist with preparation of school budget

SAC Chair and Co-ChairSAC Chair and Co-Chair

• Knowledgeable – duties and responsibilitiesKnowledgeable – duties and responsibilities• Creates agendaCreates agenda• Prepares for meetingsPrepares for meetings• Facilitates meetingsFacilitates meetings• Maintains focus, order, and involvementMaintains focus, order, and involvement• Signs SIPSigns SIP• While any member can be elected to serve While any member can be elected to serve

as Chair or Co-Chair, it is recommended as Chair or Co-Chair, it is recommended that neither the Principal nor a student that neither the Principal nor a student serve in this capacity.serve in this capacity.

PrincipalPrincipal

• Represents school administrationRepresents school administration• Assesses school data, surveysAssesses school data, surveys• Facilitates SAC recommendationsFacilitates SAC recommendations• Implements SIPImplements SIP• Ensures compliance with required reportsEnsures compliance with required reports• Facilitates SAC elections and appointmentsFacilitates SAC elections and appointments• Keeps SAC informedKeeps SAC informed• Encourages participation, problem solving, Encourages participation, problem solving,

teamworkteamwork• Part of the SAC teamPart of the SAC team

Suggested SAC OfficersSuggested SAC Officers

• TreasurerTreasurer• Maintains fundsMaintains funds

• SecretarySecretary• Letters and other correspondenceLetters and other correspondence• Records minutesRecords minutes

• ParliamentarianParliamentarian• Time keeper, Roberts Rules of OrderTime keeper, Roberts Rules of Order

SecretarySecretary

• Determines quorum• Writes and records minutes• Distributes minutes• Maintains records of minutes• Maintains records of attendance• Duties at the meetings

• Provides or reads the minutes from prior meeting• Takes accurate minutes of current meeting

• Duties after the meeting• Promptly writes minutes• Dispatches correspondence• Distributes minutes for next meeting and agenda prep• Notifies members of elections, appointments, next meeting• Emails minutes after each meeting to District Office –

[email protected] as required by state statute

The Importance of MinutesThe Importance of Minutes

• Required by Sunshine Law and State Required by Sunshine Law and State StatutesStatutes

• Verifies procedures were followedVerifies procedures were followed• Documents attendance and Documents attendance and

quorumsquorums• Provides documentation for publicProvides documentation for public• Documents decisionsDocuments decisions

Minutes IncludeMinutes Include

• Type of meetingType of meeting• Date, time, placeDate, time, place• AgendaAgenda• AttendanceAttendance• QuorumQuorum• Appointment/replacement of members (if Appointment/replacement of members (if

any)any)• Call to orderCall to order• Vote on minutes from prior meetingVote on minutes from prior meeting• Any correspondenceAny correspondence

Minutes Include, cont.Minutes Include, cont.

• Motions and VotesMotions and Votes• Motion and name of moverMotion and name of mover• Second to motionSecond to motion• Amendments to motionAmendments to motion• Voting record (who and how voted)Voting record (who and how voted)

•Chair must voteChair must vote•No abstentions unless conflict of interestNo abstentions unless conflict of interest•Must have a quorumMust have a quorum

• ElectionsElections

Minutes Include, cont.Minutes Include, cont.

• Reports, presentations, Reports, presentations, programsprograms

• Report of what is doneReport of what is done• Time of adjournmentTime of adjournment• Next meeting, date, time, placeNext meeting, date, time, place• Signature with typed name and Signature with typed name and

positionposition

Minutes do not includeMinutes do not include

•Verbatim discussionVerbatim discussion•Personal commentsPersonal comments•Motions not stated by Motions not stated by

the chairthe chair•Entire reportsEntire reports

SAC Funds and SAC Funds and ExpendituresExpenditures

Contact Persons:Contact Persons:Carol MacLeod, Chief Financial OfficerCarol MacLeod, Chief Financial Officer

[email protected]@lake.k12.fl.us

Tom Leahy, Finance DirectorTom Leahy, Finance [email protected]@lake.k12.fl.us

352-253-6560352-253-6560

Overview of Laws and Overview of Laws and RulesRules

• Section 1001.452(2) – Requires SAC Section 1001.452(2) – Requires SAC to assist in school budget to assist in school budget preparationpreparation

• Section 1008.36 – School Recognition Section 1008.36 – School Recognition FundsFunds

Budget and Finance IssuesBudget and Finance Issues

• General Appropriations Act – prescribes General Appropriations Act – prescribes level of funding each year (2008 House Bill level of funding each year (2008 House Bill 5001)5001)

• Lottery Funds* – source of fundsLottery Funds* – source of funds• Prescribes level of funding each yearPrescribes level of funding each year

• Budget Status ReportsBudget Status Reports• May be run by bookkeeper as neededMay be run by bookkeeper as needed

*UNFUNDED FOR 2010-2011*UNFUNDED FOR 2010-2011

School Improvement FundsSchool Improvement Funds

• NOT FUNDED FOR 2010-2011NOT FUNDED FOR 2010-2011

A+ FundsA+ Funds

• School Recognition funds for maintaining an A or improving by one letter grade

• Amount based on unweighted FTE (per student)

• Expenditure is jointly decided by SAC and faculty

• May be used for bonuses, materials, supplies, temp personnel

• Decision Deadline: November 1 or will be divided among current classroom teachers only

Fund RaisingFund Raising

• Fundraising by SAC’s is permitted. Fundraising by SAC’s is permitted. Contact the Finance Department Contact the Finance Department for information. for information.

SAC Requirements for School to Meet SAC Requirements for School to Meet 5 STAR SCHOOL AWARD5 STAR SCHOOL AWARD

• Minimum of 8 meetings per yearMinimum of 8 meetings per year• Average 80% attendanceAverage 80% attendance• Annual presentation of SIP to communityAnnual presentation of SIP to community• Ongoing training and development of Ongoing training and development of

committeecommittee• SIP includes new idea that involves the SIP includes new idea that involves the

communitycommunity• SAC participation in needs assessmentSAC participation in needs assessment• Training for staff and SAC on collaborative Training for staff and SAC on collaborative

partnering and shared decision-makingpartnering and shared decision-making

Collaborative PartneringCollaborative Partnering

Be a good listener Sustain your attention

Listen…Before you speak.

Collaborative Partnering, Collaborative Partnering, cont.cont.

Be considerate of others.

Pay attention to those in the minority.

Ask questions.


Celebrate Successes


Express Appreciation


Build relationships

Shared Decision-MakingShared Decision-Making

By engaging all members in a genuine shared decision making process, more of them will arrive at the same destination together, as active and engaged partners, own their own free will, and not as acquiescent or reluctant followers. They

will then be more likely to have a sense of ownership over the decisions and be prepared to

support them, even when the decisions do not meet every person’s hopes and expectations.

Consensus – What is it?Consensus – What is it?

• All can embrace an idea?All can embrace an idea?• All can endorse an idea?All can endorse an idea?• All can live with an idea?All can live with an idea?• No one will sabotage a No one will sabotage a

decision?decision?• Majority rules?Majority rules?

Consensus is reached…Consensus is reached…

When all points of view have been heard and the will of the group is evident – even to those who most oppose it.

Richard and Rebecca DuFour

Professional Learning Communities

Building ConsensusBuilding Consensus

• Start smallStart small• Clearly state procedures, roles, Clearly state procedures, roles,

expectations in the beginningexpectations in the beginning• Include all membersInclude all members• Listen to all view pointsListen to all view points• Be respectfulBe respectful• Include ideas of the minority group Include ideas of the minority group

in the final decisionin the final decision

Part 2Part 2

Writing Meaningful School Writing Meaningful School Improvement PlansImprovement Plans

SCHOOL IMPROVEMENT PLANSSCHOOL IMPROVEMENT PLANS

• Each school , including charter and Department of Juvenile Justice (DJJ) schools, is required to have a school improvement plan per Florida Statute

SIP TemplateSIP Template

All Lake County Schools will utilize the State School Improvement

Word Document Template that will be uploaded to the DOE SIP site

this year.Link for SIP Word Document and other resources:

Link to DOE School Improvement Plan Sitehttp://www.flbsi.org/1011_SIP/Login.aspx

School Improvement Forms and Resources

MEANINGFUL SCHOOL MEANINGFUL SCHOOL IMPROVEMENT PLANSIMPROVEMENT PLANS

• Fulfill the State Education Goals, Florida Education Fulfill the State Education Goals, Florida Education Priorities, and State LawPriorities, and State Law

• Fulfill the Lake County School Board Vision, Mission, Fulfill the Lake County School Board Vision, Mission, and Strategic Planand Strategic Plan

• Based on the needs of the schoolBased on the needs of the school• Focus on improving student achievement and Focus on improving student achievement and

based on student performance databased on student performance data• Have measurable goals, objectives, and outcomesHave measurable goals, objectives, and outcomes• Have clear implementation strategiesHave clear implementation strategies• Provide feedback to the school, school board, and Provide feedback to the school, school board, and

communitycommunity

State of Florida State of Florida Strategic Areas of FocusStrategic Areas of Focus

• Strengthen foundation skills• Improve college and career readiness• Expand opportunities for postsecondary

degrees and certificates• Improve quality of teaching in the

education system• Improve K-12 educational choice options• Align resources to strategic goals

Lake County School Board Lake County School Board Focus AreasFocus Areas

• Student achievement• Efficient and effective operations and

performance based budgeting• Safe environment• Highly developed and high performing

staff• Technological innovation• Family and community involvement

Lake County SchoolsLake County SchoolsVisionVision

A dynamic, progressive, and A dynamic, progressive, and collaborative learning collaborative learning community embracing community embracing

change and diversity where change and diversity where every student will graduate every student will graduate

with the skills needed to with the skills needed to succeed in post-secondary succeed in post-secondary

education and the work place.education and the work place.

Lake County SchoolsLake County SchoolsMissionMission

The mission of Lake The mission of Lake County Schools is to County Schools is to

provide every student with provide every student with individual opportunities to individual opportunities to

excel.excel.

GoalsGoals

• GoalsGoals answer the question: “What is answer the question: “What is most important on which to focus most important on which to focus andand accomplish in order to fulfill our accomplish in order to fulfill our Mission, achieve our Vision, and best Mission, achieve our Vision, and best serve our students and educational serve our students and educational community?” community?”

Needs AssessmentNeeds Assessment

• This provides the current status and is This provides the current status and is based on data from student testing, based on data from student testing, discipline data, and climate surveysdiscipline data, and climate surveys

• Utilization of multiple sources of student Utilization of multiple sources of student and school performance dataand school performance data

• Annual climate survey results from Annual climate survey results from various stakeholdersvarious stakeholders

ObjectivesObjectives

• ObjectivesObjectives are developed for each are developed for each goal, and become measurable and goal, and become measurable and quantifiable guidance to short-term quantifiable guidance to short-term planning and allocation of resources. planning and allocation of resources.

Objectives should be Objectives should be SMARTSMART

• S - SpecificS - Specific• M - MeasurableM - Measurable• A - AchievableA - Achievable• R – Person responsible should be R – Person responsible should be

designated designated

for each goalfor each goal• T – Time specificT – Time specific

StrategiesStrategies

• The specific steps, research based The specific steps, research based programs, and required staff programs, and required staff development that will be necessary development that will be necessary to implement to achieve the to implement to achieve the objectives and goals.objectives and goals.

Performance MeasuresPerformance Measures

• Quantifiable indicators used to Quantifiable indicators used to measure the progress against a measure the progress against a particular objective in terms of particular objective in terms of workload, efficiency and workload, efficiency and effectiveness. Performance effectiveness. Performance measures provide the mechanism to measures provide the mechanism to evaluate the success of the goals, evaluate the success of the goals, objectives, and strategies.objectives, and strategies.

Performance Based Performance Based BudgetBudget

• Linking the goals, objectives, and Linking the goals, objectives, and strategies to the actual cost of strategies to the actual cost of implementation allows the school implementation allows the school community, board, and stakeholders to community, board, and stakeholders to evaluate the return on investment of the evaluate the return on investment of the School Improvement Plan. This answers School Improvement Plan. This answers the following questions:the following questions:• Are we appropriately funding our needs?Are we appropriately funding our needs?• Is our plan value driven?Is our plan value driven?• Are we effective and efficient?Are we effective and efficient?

Additional Requirements For SIPAdditional Requirements For SIP

• Goal to address Safe Learning EnvironmentGoal to address Safe Learning Environment• Goal to address BullyingGoal to address Bullying• Dropout prevention and Academic Intervention Dropout prevention and Academic Intervention

Programs must be reflected in SIPPrograms must be reflected in SIP• Differentiated Accountability RequirementsDifferentiated Accountability Requirements• Schools primarily serving grades 6-12Schools primarily serving grades 6-12

• Address the ten guiding principles for secondary Address the ten guiding principles for secondary school redesignschool redesign

School Improvement Plan School Improvement Plan Due DatesDue Dates

Task Due Dates

Initial Completion of Word Document and Submitted for

District Review

September 1, 2010

District Review Period and Feedback Provided to Schools

September 14, 2010

Corrections made on Word Document Template and

uploaded on DOE template site

October 8, 2010

Board Approval October 25, 2010

Baseline Data and Baseline Data and Mid-Year Reports Due DatesMid-Year Reports Due Dates

• Baseline data report for all schools in Differentiated Accountability due online by September 24, 2010

• Midyear data report for all schools in Differentiated Accountability due online by January 21, 2011

• Mid-Year Reports for all schools in Differentiated Accountability due online by February 4, 2011

Assistance is AvailableAssistance is Available

• Florida DOE Office of School ImprovementFlorida DOE Office of School ImprovementSchool Advisory Council Information School Advisory Council Information

• Lake County Schools Department of Planning, Lake County Schools Department of Planning, Program Evaluation, and AccountabilityProgram Evaluation, and Accountability• Kathleen Farner Thomas, Ph.D., DirectorKathleen Farner Thomas, Ph.D., Director• Barry Farley, Manager of Testing and EvaluationBarry Farley, Manager of Testing and Evaluation• Susan Branch, Accountability AnalystSusan Branch, Accountability Analyst• Paula Wicker, Program Specialist, TestingPaula Wicker, Program Specialist, Testing• Sharon Rowlett, SecretarySharon Rowlett, Secretary

Dr. Susan Moxley, SuperintendentDr. Susan Moxley, Superintendent

Lake County Schools WebsiteLake County Schools Website

http://lake.k12.fl.ushttp://lake.k12.fl.us To access School Improvement and SAC Information To access School Improvement and SAC Information

Select:Select: Department of Planning, Evaluation and Accountability Department of Planning, Evaluation and Accountability

or click on: or click on:

Planning, Evaluation and AccountabilityPlanning, Evaluation and AccountabilityPresentation created by Kathleen Farner Thomas, Ph.D.Presentation created by Kathleen Farner Thomas, Ph.D.

Director of Planning, Evaluation and AccountabilityDirector of Planning, Evaluation and Accountability

Lake County Lake County SchoolsSchools

LAKE COUNTY SCHOOLS

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