AGENDA CEO COUNCIL MEETINGcharterselpa.org/wp-content/uploads/2018/05/5-24-18-CEO-Council... · El...
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AGENDA – CEO COUNCIL MEETING El Dorado Charter SELPA CEO Council Members A complete list of CEO Council Members is presented as an attachment to this Agenda. Notice: In compliance with the American with Disabilities Act, for those requiring special assistance to access public meeting rooms or to otherwise participate at a public meeting conducted by the El Dorado County Office of Education, please contact Kathleen Hall at (530)295-2236, [email protected] at least 48 hours in advance of the meeting you wish to attend so that every reasonable effort to accommodate you, including requests for auxiliary aids or services, can be made. Meeting documents are provided online at http://www.edcoecharterselpa.org/what-we-do/governance-ceo-council. If you require documents being discussed at a public meeting be made accessible, please contact Kathleen Hall at least 48 hours in advance of the meeting. EDCOE strives to provide a fragrance free work environment. For the comfort of all participants, attendees are requested to refrain from using perfume, cologne and other fragrances. REGULAR SESSION AGENDA Time Item # Item (all times are estimated) 9:50 am 1. Housekeeping/Procedural Announcements 10:00 am 2. Call to Order 3. Approval of Agenda 4. Public Hearing (for items not on the Agenda - comments limited to two minutes) 5. Welcome/Introductions 5.1 Welcome 5.2 Introductions Thursday, May 24, 2018 Charter SELPA CEO Council Meeting DoubleTree Mission Valley in San Diego 7450 Hazard Center Drive / San Diego, CA 8:30 a.m. to 9:45 a.m. Welcome/Networking Breakfast for Incoming Members – South Foyer 10:00 a.m. to 2:00 p.m. CEO Council Meeting/ Hosted Lunch – Great Room
Transcript of AGENDA CEO COUNCIL MEETINGcharterselpa.org/wp-content/uploads/2018/05/5-24-18-CEO-Council... · El...
AGENDA – CEO COUNCIL MEETING
El Dorado Charter SELPA CEO Council Members A complete list of CEO Council Members is presented as an attachment to this Agenda.
Notice: In compliance with the American with Disabilities Act, for those requiring special assistance to access public meeting rooms or to otherwise participate at a public meeting conducted by the El Dorado County Office of Education, please contact Kathleen Hall at (530)295-2236, [email protected] at least 48 hours in advance of the meeting you wish to attend so that every reasonable effort to accommodate you, including requests for auxiliary aids or services, can be made. Meeting documents are provided online at http://www.edcoecharterselpa.org/what-we-do/governance-ceo-council. If you require documents being discussed at a public meeting be made accessible, please contact Kathleen Hall at least 48 hours in advance of the meeting. EDCOE strives to provide a fragrance free work environment. For the comfort of all participants, attendees are requested to refrain from using perfume, cologne and other fragrances.
REGULAR SESSION AGENDA
Time Item # Item (all times are estimated)
9:50 am 1. Housekeeping/Procedural Announcements
10:00 am 2. Call to Order
3. Approval of Agenda
4. Public Hearing (for items not on the Agenda - comments limited to two minutes)
5. Welcome/Introductions5.1 Welcome5.2 Introductions
Thursday, May 24, 2018
Charter SELPA CEO Council Meeting DoubleTree Mission Valley in San Diego 7450 Hazard Center Drive / San Diego, CA
8:30 a.m. to 9:45 a.m. Welcome/Networking Breakfast for Incoming Members – South Foyer
10:00 a.m. to 2:00 p.m. CEO Council Meeting/ Hosted Lunch – Great Room
El Dorado Charter SELPA CEO Council Meeting May 24, 2018 Agenda Page -2-
CONSENT ITEMS REQUIRING CEO COUNCIL ACTION
6. Consent Items Requiring CEO Council ActionItems included on the Consent Agenda are to be approved by one motion unless a CEO Councilmember requests separate action on a specified item.
6.1 Approval of Minutes of CEO Council Meeting Held October 12, 2017 The October 12, 2017 CEO Council Meeting Minutes are presented as Attachment 6.1.
6.2 Approval of Proposed Meeting Schedules The following meeting schedules are proposed for the 2018/19 year:
CEO Council Meeting Dates for 2018-19:
October CEO Council Meeting – Sacramento, CA Date: Thursday, October 11, 2018 Time: 10:00 a.m. to 2:00 p.m. Location: Sacramento Endowment Center
1414 K Street, Suite 500 Sacramento, CA 95814
May CEO Council Meeting – San Diego, CA Date: Thursday, May 23, 2019 Time: 10:00 a.m. to 2:00 p.m. Location: Hilton Garden Inn San Diego Bayside
2137 Pacific Highway San Diego, CA
Thursday, September 13, 2018 10:00 a.m. to 11:30 p.m. Meeting held via Zoom videoconferencing platform
Thursday, January 17, 2019 10:00 a.m. to 11:30 p.m. Meeting held via Zoom videoconferencing platform
Thursday, March 7, 2019 10:00 a.m. to 11:30 a.m. Meeting held via Zoom videoconferencing platform
Thursday, May 9, 2019 10:00 a.m. to 11:30 a.m. Meeting held via Zoom videoconferencing platform
Wednesday, May 22, 2019 Executive Committee Retreat Hilton Garden Inn San Diego Bayside 2137 Pacific Highway, San Diego, CA
(Note that the CEO Executive Committee may call additional meetings as needed throughout the year to address matters that may arise.)
Recommendation: The Charter SELPA CEO Council recommends approval of both items on the consent agenda.
END OF CONSENT AGENDA
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El Dorado Charter SELPA CEO Council Meeting May 24, 2018 Agenda Page -3-
7. Information Only Items
7.1 Minutes of Executive Committee Meeting Held September 21, 2017 The Minutes of the September 21, 2017 Executive Committee Meeting are presented as Attachment 7.1.
7.2 Minutes of Executive Committee Meeting Held January 18, 2018 The Minutes of the January 18, 2018 Executive Committee Meeting are presented as Attachment 7.2.
7.3 Minutes of Executive Committee Meeting Held March 8, 2018 The Minutes of the March 8, 2018 Executive Committee Meeting are presented as Attachment 7.3.
7.4 Minutes of Executive Committee Meeting Held May 17, 2018 The Minutes of the May 17, 2018 Executive Committee Meeting are presented as Attachment 7.4.
7.5 Charter SELPA Membership
7.5.1 Current Members A list of the current 2017-18 members of the El Dorado Charter SELPA is included as an attachment to the CEO Council Meeting Agenda.
7.5.2 New Members and Exiting Members for 2018-19 A list of the new members joining and members exiting the El Dorado Charter SELPA for 2018-19 is presented as Attachment 7.5.2.
If you are anticipating any school closures, please notify the Charter SELPA as soon as possible.
7.6 Financial Update An Executive Summary – Financial Update is included as Attachment 7.6. The details in this financial update will be communicated to charter fiscal contacts and will be posted on the Charter SELPA website.
7.7 2017-18 Partner Oversight Update The integrated oversight process of the SELPA is designed to identify areas of LEA support for both program and fiscal operations, as well as protect the SELPA as a whole from the loss of distributed funding. The oversight process consists of monitoring several metrics for all partners. A detailed 2017/18 Partner Oversight Update is included as Attachment 7.7.
7.8 Educationally Related Mental Health Services (ERMHS) Budget Update CEO Council will be updated at regular intervals on the ERMHS (Educationally Related Mental Health Services) budget to assure a transparent and predictable level of funding for Charter SELPA partners. See Attachment 7.8 for the detailed ERMHS budget update.
Time 12:00 pm Hosted Buffet Lunch
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El Dorado Charter SELPA CEO Council Meeting May 24, 2018 Agenda Page -4-
INDIVIDUAL ITEMS REQUIRING CEO COUNCIL ACTION
Time Item # Item 12:30 pm 8. Annual Budget and Service Plans – 2018/19
The Charter SELPA is required to annually prepare a budget and service plan in the manner and format prescribed by CDE. The budgeted expenditure data for 2018-19 is based on prior year expenditure trends and projections for 2018-19 based on growth. The service plan is developed using CASEMIS student data for the SELPA and projections for 2018-19. A copy of the Budget Plan and the recommendation for approval of the Annual Budget and Service Plans for 2018/19 are included in Attachment 8.
9. Funding Rates/Rate Smoothing PoolThe Charter SELPA Allocation Plan requires that CEO Council is updated on 2017-18 and 2018-19 funding rate determinations, and approves the use of any funds from the Rate SmoothingPool. Details on these funding updates and recommendations are included in Attachment 9.
10. SELPA Pool Update/Legal Risk Pool RecommendationCEO Council is presented with a SELPA Risk Pool update, which covers the following: Set-AsideRisk Pool, Low Incidence Pool, and Legal Risk Pool. A recommendation for the use of the SELPARisk Pool funds in excess of the needed operating balance to benefit SELPA partners is nowpresented to CEO Council for implementation in the 2018-19 school year. Details of theproposed recommendation for a transfer of funds to the Rate Smoothing Pool are included inAttachment 10.
11. Organization Partner Definition ReviewIn September 2013, the CEO Council created two categories of Partnership: Single CharterPartner and Organization Partner. Over the past few years, some schools have shifted toorganizational structures that do not align with our current definition of an OrganizationPartner. Charter SELPA recommends updating our definition to align with current practices tomaintain the benefits and efficiencies while sustaining appropriate levels of accountability.Details and recommendations are included in Attachment 11.
ADDITIONAL INFORMATION ITEMS
12. Update from CEO Executive Committee Retreat
13. SELPA Leadership Report
14. Future Agenda Items
15. Next Meeting DateThe CEO Council is proposed to meet October 11, 2018 in Sacramento, CA at the CaliforniaEndowment Center from 10:00 a.m. to 2:00 p.m.
2:00 pm 16. Adjournment
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eys
No
. 2
Del
ta L
aun
ch C
har
ter
New
Jer
usa
lem
Dix
on
Mo
nte
sso
ri C
har
ter
Dix
on
Mo
nte
sso
ri C
har
ter
Joan
ne
Gre
enEx
ecu
tive
Dir
ecto
r1
Del
ta C
har
ter
Sch
oo
ls/N
ew J
eru
sale
m E
lem
enta
ry S
cho
ol
Dis
tric
t
7
CEO
Co
un
cil M
em
be
rsh
ip -
May
20
18
ATT
AC
HM
ENT
TO
TH
E C
EO C
OU
NC
IL M
EETI
NG
AG
END
A
CM
O/J
PA
/Oth
ers
Ch
arte
r Sc
ho
ol N
ame
CEO
Nam
eTi
tle
#/Si
tes
e3C
ivic
Hig
he3
Civ
ic H
igh
Dr.
Hel
en G
riff
ith
Exec
uti
ve D
irec
tor
1
East
Bay
Inn
ova
tio
n A
cad
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East
Bay
Inn
ova
tio
n A
cad
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Dev
in K
rugm
anH
ead
of
Sch
oo
l1
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on
Ch
arte
r A
cad
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on
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arte
r A
cad
emy
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asta
sia
Shat
tner
Exec
uti
ve D
irec
tor/
Sup
erin
ten
den
t1
Edn
ova
teU
SC C
olle
ge P
rep
- S
anta
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aO
liver
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atC
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on
fo
r C
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geA
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ve A
cad
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-Sin
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om
asC
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end
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x A
cad
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Ch
arte
r
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ar C
har
ter
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dem
y
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nin
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ith
ou
t Li
mit
s
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anch
o C
har
ter
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oo
lEl
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cho
Ch
arte
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ho
ol
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hel
e W
alke
rP
rin
cip
al1
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no
r R
oo
seve
lt C
om
mu
nit
y Le
arn
ing
Cen
ter
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no
r R
oo
seve
lt C
om
mu
nit
y Le
arn
ing
Cen
ter
Dan
iel H
uec
ker
Sup
erin
ten
den
t1
Elev
ate
Elem
enta
ry/S
an D
iego
Ch
arte
r Sc
ho
ol S
pec
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Edu
cati
on
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nso
rtiu
m
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ate
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enta
ryR
yan
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ott
CEO
1
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ow
er C
har
ter/
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Die
go C
har
ter
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oo
l Sp
ecia
l
Edu
cati
on
Co
nso
rtiu
m
Emp
ow
er C
har
ter
Dem
i Bro
wn
Dir
ecto
r1
Envi
sio
n S
cho
ols
Cit
y A
rts
& T
ech
Hig
hG
ia T
rou
ng
CEO
& S
up
erin
ten
den
t3
Envi
sio
n A
cad
emy
for
Art
s &
Tec
hn
olo
gy (
EA)
Envi
sio
n Im
pac
t A
cad
emy
of
Art
s an
d T
ech
no
logy
(Im
pac
t)
Epic
Ch
arte
r Sc
ho
ols
Epic
Ch
arte
r Sc
ho
ol
Ben
Har
ris
CEO
1
Pau
l Mac
Gre
gor
Exec
uti
ve D
irec
tor
Epip
han
y P
rep
Ch
arte
rD
avid
Riv
era
Pre
sid
ent
2
Epip
han
y P
rep
Ch
arte
r, E
sco
nd
ido
Escu
ela
Po
pu
lar
del
Pu
eblo
Escu
ela
Po
pu
lar
Acc
eler
ated
Fam
ily L
earn
ing
Cen
ter
Pat
rici
a R
egu
erin
Exec
uti
ve D
irec
tor
2
Escu
ela
Po
pu
lar
Cen
ter
for
Trai
nin
g an
d C
aree
rs,
Fam
ily L
earn
ing
Fort
un
e Sc
ho
ol o
f Ed
uca
tio
nFo
rtu
ne
Sch
oo
lM
arga
ret
Fort
un
eC
EO
2
Har
dy
Bro
wn
Co
llege
Pre
p
Epip
han
y P
rep
Ch
arte
r/Sa
n D
iego
Ch
arte
r Sc
ho
ol S
pec
ial
Edu
cati
on
Co
nso
rtiu
m
8
CEO
Co
un
cil M
em
be
rsh
ip -
May
20
18
ATT
AC
HM
ENT
TO
TH
E C
EO C
OU
NC
IL M
EETI
NG
AG
END
A
CM
O/J
PA
/Oth
ers
Ch
arte
r Sc
ho
ol N
ame
CEO
Nam
eTi
tle
#/Si
tes
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cop
ho
ne
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arte
r Sc
ho
ol o
f O
akla
nd
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cop
ho
ne
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arte
r Sc
ho
ol o
f O
akla
nd
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nal
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tive
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ecto
r1
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eway
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llege
an
d C
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r A
cad
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llege
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cad
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uel
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ntr
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mm
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po
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ter
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erse
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mp
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par
ato
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cad
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Die
go C
har
ter
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oo
l
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ial E
du
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on
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m
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mp
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par
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cad
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t. D
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1
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row
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in H
um
ph
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ajo
me
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k A
cad
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arte
r
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riet
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bm
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Die
go C
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ter
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oo
l
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du
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ter
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oo
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ard
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mm
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ity
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oo
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ard
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ity
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nci
pal
1
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rin
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son
Reg
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al D
irec
tor
Inge
niu
m S
cho
ols
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arac
k O
bam
a C
har
ter
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id L
angf
ord
Pre
sid
ent
1
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nd
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der
s C
har
ter
Sch
oo
lIn
lan
d L
ead
ers
Ch
arte
r Sc
ho
ol
Mik
e G
ord
on
Exec
uti
ve D
irec
tor
1
Inn
ova
tio
ns
Aca
dem
yIn
no
vati
on
s A
cad
emy
Ch
rist
ine
Ku
glen
Dir
ecto
r1
9
CEO
Co
un
cil M
em
be
rsh
ip -
May
20
18
ATT
AC
HM
ENT
TO
TH
E C
EO C
OU
NC
IL M
EETI
NG
AG
END
A
CM
O/J
PA
/Oth
ers
Ch
arte
r Sc
ho
ol N
ame
CEO
Nam
eTi
tle
#/Si
tes
Insp
ire
Ch
arte
r Sc
ho
ols
/No
rth
Sta
te C
har
ter
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Cla
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ille
Ch
arte
r Sc
ho
ol
Nic
k N
ich
ols
CEO
8
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ire
Ch
arte
r Sc
ho
ol
Insp
ire
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entr
al
Insp
ire
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ern
Insp
ire
- N
ort
h
Insp
ire
Ch
arte
r Sc
ho
ol S
ou
th
Pac
ific
Co
ast
Aca
dem
y
Win
ship
Co
mm
un
ity
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n A
dam
s A
cad
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c.Jo
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dem
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ter
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illip
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dam
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ills
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ller
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cad
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m W
olf
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dem
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Wat
ers
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3
Kin
g-C
hav
ez/S
an D
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Ch
arte
r Sc
ho
ol S
pec
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du
cati
on
Co
nso
rtiu
m
10
CEO
Co
un
cil M
em
be
rsh
ip -
May
20
18
ATT
AC
HM
ENT
TO
TH
E C
EO C
OU
NC
IL M
EETI
NG
AG
END
A
CM
O/J
PA
/Oth
ers
Ch
arte
r Sc
ho
ol N
ame
CEO
Nam
eTi
tle
#/Si
tes
Lead
ersh
ip P
ub
lic S
cho
ols
: Ric
hm
on
d
LPS
Oak
lan
d R
& D
Cam
pu
s
Lear
n 4
Lif
e C
on
cep
t C
har
ter
Sch
oo
lsA
lta
Vis
ta In
no
vati
on
Hig
h S
cho
ol
Stev
e G
ock
eSr
. Vic
e P
resi
den
t o
f Ed
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3
Alt
a V
ista
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uth
Pu
blic
Ch
arte
r Sc
ho
ol
Pat
Hill
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e P
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den
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hill
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chez
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ter
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oo
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tral
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ley
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sad
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illip
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anch
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ub
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har
ter
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sid
ent,
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uca
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vice
s
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ley
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t V
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ter
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t V
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uth
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scen
t V
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t C
har
ter
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ran
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tive
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felin
e Ed
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n C
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mm
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mm
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ho
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qu
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pec
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du
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nso
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amir
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tor
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no
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du
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dem
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okh
an S
erce
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nci
pal
11
CEO
Co
un
cil M
em
be
rsh
ip -
May
20
18
ATT
AC
HM
ENT
TO
TH
E C
EO C
OU
NC
IL M
EETI
NG
AG
END
A
CM
O/J
PA
/Oth
ers
Ch
arte
r Sc
ho
ol N
ame
CEO
Nam
eTi
tle
#/Si
tes
Mag
no
lia S
cien
ce A
cad
emy
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Die
go/
Mag
no
lia S
cien
ce A
cad
emy
2
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Die
go C
har
ter
Mag
no
lia S
cien
ce A
cad
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3
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oo
l Sp
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l Ed
uca
tio
n C
on
sort
ium
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no
lia S
cien
ce A
cad
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Die
go
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sio
n P
rep
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ory
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sio
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rep
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stin
e M
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16
ATTACHMENT 6.1
MINUTES – CEO COUNCIL MEETING – October 12, 2017
El Dorado Charter SELPA CEO Council Members A complete list of CEO Council Members present in person or online via Adobe Connect
is available upon request to Kathleen Hall at [email protected].
1. Housekeeping/Procedural Announcements
2. Call to Order The meeting was called to order at 10:07 a.m. at the Oakland Marriott City Center, Oakland, California, by David Toston, Associate Superintendent, El Dorado County Office of Education/SELPA Programs.
3. Approval of Agenda Motion to approve the agenda as presented was made by member Cameron Curry and seconded by member Don Phillips. There was no discussion, all approved and the motion carried.
4. Public Hearing (for items not on the Agenda - comments limited to two minutes) The Public Hearing was opened at 10:07 a.m. and, with no public comment, closed at 10:08 a.m.
5. Welcome/Introductions
5.1 Welcome – Mr. Toston welcomed everyone to the meeting. 5.2 Introductions – Members of CEO Council were introduced. Members participating online were
announced.
CONSENT ITEMS REQUIRING CEO COUNCIL ACTION
6. Consent Item Requiring CEO Council Action
Items included on the Consent Agenda were approved as presented by one motion, with no CEO Council member requesting a separate action on a specified item.
6.1 Approval of Minutes of CEO Council Meeting Held September 22, 2016 The May 25, 2017 CEO Council Meeting Minutes were presented as Attachment 6.1.
Thursday, October 12, 2017 Charter SELPA CEO Council Meeting DoubleTree Mission Valley in San Diego 7450 Hazard Center Drive / San Diego, CA
UNADOPTED MINUTES
17
El Dorado Charter SELPA CEO Council Meeting ATTACHMENT 6.1 October 12, 2017 Minutes – Unadopted Page -2-
A motion to approve the consent agenda item as presented was made by member Daniel McLaughlin and seconded by member JJ Lewis. There was no discussion, all approved and the motion carried. END OF CONSENT AGENDA
7. Reports – No Action Required
7.1 Minutes of Executive Committee Meeting Held September 21, 2017 The Minutes of the September 21, 2017 Executive Committee Meeting were presented as Attachment 7.1
7.2 Review of Executive Committee Membership/Meeting Dates A review of the current membership of the committee took place. The Executive Committee meets at least four times per year and attempts to have broad representation from CEO Council to include charter representatives from large, small, geographically diverse, etc. members. The Executive Committee provides input to the Charter SELPA leadership team as recommendations are developed for the CEO Council.
A list of the Executive Committee members for 2016-17:
Mary Searcy Bixby, Altus Schools Lynne Alipio, Altus Schools Paula DeGroat, Lifeline Education Charter Gia Truong, Envision Schools Tim Wolf, King Chavez Schools Jonathan Dean, The O’Farrell Charter School Pat Hill, Learn 4 Life Concept Charter Schools Jean Hatch, Redding School of the Arts Dawn Evenson, iLEAD Schools Josh Drake, Rocketship Public Schools Genevieve Thomas, Rocketship Public Schools Cindy Petersen, Gateway Community Charters Karin Marsolais, Preuss School UCSD David Sciaretta, Einstein Academy Debi Gooding, The Learning Academy Julie Mattoon, Kipp Bay Area Melissa Mora, ACE Charter Paul Keefer, Pacific Charters J. J. Lewis, Compass Charter Schools DiAnne McClenahan, The Bay Group Patricia Dougherty, Phoenix Charter Academy
David Toston has confirmed the members’ interest in continuing to serve on the Executive Committee for 2017-18 and asked for additional volunteers to become members of the Executive Committee. An informational flyer with the 2017/18 Meeting dates was included as Attachment 7.2.
7.3 Charter SELPA Partners Recognition
In 2013, the Charter SELPA formally recognized our founding partners, identified as being with us in the first three years of operation. Starting in 2014, we have annually recognized those partners who have achieved five years of membership. Our 2017
18
El Dorado Charter SELPA CEO Council Meeting ATTACHMENT 6.1 October 12, 2017 Minutes – Unadopted Page -3-
recognition was for those partners who have achieved five years, and not been previously recognized:
Alpha Public Schools, Inc. Classical Academy Schools Kipp: Bay Area Schools Bayshore Preparatory Charter School Clayton Valley Charter High Howard Gardner Community Charter Inland Leaders Charter McGill School of Success Urban Montessori Charter
7.4 Professional Learning Update The Charter SELPA Professional Learning Catalog is available exclusively on the Charter SELPA website to ensure the information and registration links are current at all times. The Professional Learning Catalog can be accessed at http://www.edcoecharterselpa.org/what-we-do/professional-learning.
7.5 Leadership Academy/Teacher Academies
The Leadership Academy, a unique professional development program for charter school special education leaders and aspiring leaders, will be held July 23rd – 27th, 2018 at the Hotel Maya in Long Beach. Registration information will be available in April, 2018. Multiple Teacher Academies, two-day professional learning opportunities designed for both new and experienced special education teachers, may be held regionally in the Summer and Fall of 2018. Registration information would be available in Spring, 2018.
7.6 Special Education Symposium The Special Education Symposium will take place Friday, February 23, 2018 at the Doubletree by Hilton San Diego Mission Valley Hotel. Registration information will be available November 1st. Mr. Toston shared a video presentation of highlights from last year’s Special Education Symposium.
8. Fiscal Report
CEO Council was updated on fiscal matters for the 2016-17 year. Please see Attachment 8,
entitled “Fiscal Report: 2016-17 Year End & 2017-18 Budget”, for details of this fiscal update.
Bob Steponovich, SELPA Business Director, and Mr. Toston shared information included in the
fiscal update. Updates included information on the following:
Rate Smoothing Pool
Set Aside Risk Pool
Legal Risk Pool
Low Incidence Pool
Maintenance of Effort
Unspent Funds/Funding Modification – We see the number of schools with unspent funds
decreasing.
19
El Dorado Charter SELPA CEO Council Meeting ATTACHMENT 6.1 October 12, 2017 Minutes – Unadopted Page -4-
9. Educationally Related Mental Health Services (ERMHS) Report
CEO Council was updated on the 2017-18 ERMHS budget to assure a transparent and
predictable level of funding for Charter SELPA Partners. Please see Attachment 9, entitled
“ERMHS Report: 2016-17 Year End & 2017-18 Budget”, for this update. Mr. Steponovich
reviewed the ERMHS Report. The Charter SELPA requests more frequent Level 3 reporting in
exchange for more frequent cash flow. Data is requested through our online fiscal portal.
10. Quality Assurance Process
SELPA leadership presented an overview of the State Quality Assurance Process.
Ginese Quann, Charter SELPA Director, reported that the process for monitoring has changed
and presented a powerpoint outlining the changes. There are three areas of review: Student
performance (PIR), Demographics/Student outcomes (DISPRO), and Compliance (DINC). PIR
looks at assessments, student outcomes and student programs. Plans must be submitted to the
SELPA no later than Jan 26, 2018 and to CDE no later than Jan 31, 2018. Disproportionality
looks at the systems in place, high or low percentages in different categories, policies and
procedures in place, consistency. DINC looks at time management, systemic practices, training,
and parent participation. DINC letters went out to Superintendents last week. Student level
corrections due by Nov 30th. PRONG 2 (December 1-CASEMIS), PRONG 3 (April CASEMIS).
Ginese stressed the importance of our full attention and response to QAP. Charters must meet
these timelines individually and as a SELPA. The entire SELPA is held accountable and timelines
are fixed and non-flexible.
INDIVIDUAL ITEMS REQUIRING CEO COUNCIL ACTION
11. Participation Agreement
The SELPA recommended revising the Participation Agreement to include shared values,
conduct, responsibilities of, and proper practices for, partners within the Charter SELPA.
Information and recommendations regarding the proposed revisions were included in
Attachments 11 and 11a.
Mr. Toston shared that the deadline for the new Participation Agreements will be April 1, 2018. All current members (each CDS code) must have the new Participation Agreement adopted by their governing boards and returned to the SELPA by that date. Board language will be provided by the SELPA. A motion was made to approve the action item as presented by member JJ Lewis and seconded by member Steve Lewis. There was no discussion, all approved and the motion carried.
12. Charter School Closure and At-Risk of Closure Policy Revision
Charter SELPA recommended revising the current policy to include added authority to request documentation when an LEA is closing. Additionally, the SELPA recommended requiring a release of claims to SELPA Risk Pools effective the date of the LEA closure or the termination of membership. Information and recommendations regarding the revised policy was included in Attachments 12 and 12a.
20
El Dorado Charter SELPA CEO Council Meeting ATTACHMENT 6.1 October 12, 2017 Minutes – Unadopted Page -5-
Mr. Toston reviewed the policy revisions and CEO Council was asked to approve the recommendation to revise Charter SELPA Policy 27 Charter School Closure to include added authority to request documentation when an LEA is closing and to require a release of claims to SELPA Risk Pools effective the date of closure or termination of membership. A motion was made to approve the action item as presented by member Don Phillips and seconded by member Paul Keefer. There was no discussion, all approved and the motion carried.
END OF ACTION ITEMS
13. SELPA Leadership Report
Mr. Toston reported that in recognition of the difficulty of our partners travelling at certain times of the school year, we will implement more online steering meetings. Charter SELPA will also host a Legal Forum, in partnership with the law firms of Young, Minney & Corr, LLP and Girard, Edwards, Stevens & Tucker, LLP, both in northern California and in San Diego.
14. Future Agenda Items Local Plan Revisions and Policy Revisions were shared as future agenda items.
15. Next Meeting Date
The CEO Council will meet May 24, 2018 at the DoubleTree by Hilton, San Diego Mission Valley Hotel from 10:00 a.m. to 2:00 p.m.
16. Adjournment A motion was made to dismiss the meeting by member Daniel McLaughlin and seconded by member Mallory Dwinal. There was no discussion, all approved and the motion carried. David Toston dismissed the meeting at 12:48 p.m.
21
ATTACHMENT 7.1
MINUTES – EXECUTIVE COMMITTEE MEETING *Indicates participation in the meeting Charter SELPA:
*David M. Toston, Associate Superintendent *Ginese Quann, Charter SELPA Director *Robert Steponovich, SELPA Business Services Director
*Vicki L. Barber, Retired EDCOE Supt. of Schools *Francie Heim, EDCOE/Charter SELPA Consultant
*Kathleen Hall, Administrative Assistant Executive Committee Members: *Mary Searcy Bixby, Altus Schools *Lynne Alipio, Altus Schools *Gia Truong, Envision Schools Paula DeGroat, Lifeline Education *Cindy Petersen, Gateway Community Charters *Paul Keefer, Pacific Charter Institute *Pat Hill, Learn4Life *Josh Drake, Rocketship Education David Sciaretta, Einstein Academies *Julie Mattoon, KIPP Bay Area Schools *Tim Wolf, King-Chavez Charter Schools Melissa Mora, ACE Charter School *Debi Gooding, The Learning Center Karin Marsolais, Preuss School UCSD *Jean Hatch, Redding School of the Arts Dawn Evenson, iLead Schools Jonathan Dean, The O’Farrell Charter School *DiAnne McClenahan, The Bay Group *J.J. Lewis, Compass Charter Schools *Patricia Dougherty, Phoenix Charter Academy Guests: *Susan Park, The O’Farrell Charter School; *Mike Gordon, Inland Leaders; *David Langford, Ingenium; *Virgie Rentie, REACH Leadership STEAM Academy; *Sarah Phillips, John Adams Academy; *Drew Lawton, Charter SELPA; *James Barrett, Charter SELPA; *Kelly Carnahan, Charter SELPA 1. Educationally Related Mental Health Services (ERMHS) Budget Update
CEO Executive Committee is updated at regular intervals on the 2017-18 ERMHS budget to assure a
transparent and predictable level of funding for Charter SELPA partners. One of the SELPA’s
responsibilities is to determine the sufficiency of funds and to set the parameters for ERMHS
reimbursement for the upcoming school year. Attachment 1, entitled “Year End ERMHS Report”,
contained updated ERMHS 2017-18 budget information.
Based on the detailed analysis set forth in the attachment, SELPA leadership made a finding of sufficiency of funding for 2017-18 to support the following budget decisions:
The maximum Level 2 per service rate is established at $3,300.
$100K will be available for Level 2 transportation reimbursement – outside of the Level 2 service cap/ADA formula. The intent is to provide 80% funding for eligible costs. If $100K is not sufficient, funding will be pro-rated based on claims submitted at year end.
Indirect costs will be allowed for Level 2.
EL DORADO CHARTER SELPA Thursday, September 21, 2017
Meeting was held via Adobe Connect on Thursday, September 21, 2017 at 10:00 a.m.
22
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.1 September 21, 2017 Minutes Page -2-
Before May 2018, SELPA leadership will make a finding as to the ability to fund beyond the 80% and 90% parameters established in the Allocation Plan. The significant variables impacting this finding are the January 2018 Level 2 budget requests submitted and the Level 3 NPS budget requests submitted throughout the year. Change in Level 3 Expenditure Reporting The rising costs of Level 3 placements is a particular focus area in managing the overall ERMHS budget and funding guidelines for NPS and NPS residential placements have been amended to provide for more frequent expenditure reporting and cash flow distributions in 2017-18. This will increase the frequency of revenue cash flow for partners and allow the SELPA to track these highly variable costs more closely. SELPA will now require monthly NPS and NPS residential placement expenditure reporting (through the SELPA fiscal portal) instead of year-end expenditure reporting. Revised reporting templates were shared with Steering Committee last week and are available on the Charter SELPA fiscal portal.
2. Fiscal Report
CEO Executive Committee was updated on fiscal results for the 2016-17 year. Attachment 2,
entitled “2016-17 End of Year/Budget Update” contains this fiscal update, which included
detailed information on the following items:
Funding Rates and Rate Smoothing Pool – 2016/17 actuals and 2017/18
projections. The rate smoothing pool helps to address special education deficits
and smooth out movement.
Set-Aside Risk Pool – 2016/17 actuals and 2017/18 projections. Now a Shared
Risk Set-Aside Pool working as intended.
Legal Risk Pool – 2016/17 actuals and 2017/18 projections.
Low Incidence Pool – 2016/17 actuals and 2017/18 projections.
Maintenance of Effort – SELPA is currently reviewing 2016-17 year end
expenditure data to compile the required MOE reports and analyze overall SpEd
expenditures. 11-15-17 deadline to submit to CDE.
Unspent Funds – SELPA is currently reviewing 2016-17 expenditure data. Under
the revised policy adopted by CEO Council in May, 2017, charters with greater
than 25% unspent funds will be placed on reimbursement funding in 2017-18, and
will note be eligible for federal funds.
An end of year/budget update will be presented at the October CEO Council meeting.
3. Participation Agreement
The SELPA recommended revising the Participation Agreement to express the overarching
principles and expectations that guide our collective decisions and actions as partners in the
Charter SELPA. The revised Partnership Agreement will include statements of shared values,
conduct, responsibilities of, and proper practices for partners within the Charter SELPA.
Information and recommendations regarding the proposed revisions were included in
Attachments 3 and 3a.
The Participation Agreement has substantive changes in a number of areas – major revisions
include:
23
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.1 September 21, 2017 Minutes Page -3-
The recitals all remain the same with the exception of the listed values – new language
added based on discussions at an Executive Committee level. David Toston reviewed the
values of commitment, integrity, fairness, partnership, knowledge and transparency,
along with the new provisions of Shared Commitments and LEA responsibilities.
CEO Executive Committee was asked to provide input and review the recommendations to revise the
Participation Agreement to include statements of organizational values and standards. One additional
clause will be added regarding SELPA’s responsibility in the quality assurance process with CDE, and
the Participation Agreement will be submitted for a final legal review prior to CEO Council meeting in
October.
The revised Participation Agreement will be submitted to each LEA’s governance board during 2017/18
for approval (effective date July 1, 2018) and the timeline will be shared at the October CEO Council
Meeting.
4. Charter School Closure and At-risk of Closure Policy Revision Charter SELPA recommended revising the current policy to include added authority to request documentation when an LEA is closing. Additionally, the SELPA recommended requiring a release of claims to SELPA Risk Pools effective the date of the LEA closure or the termination of membership.
CEO Executive Committee was asked to provide input and review the recommendations for revision to the policy. Information and recommendations regarding the revised policy were included in Attachments 4 and 4a.
The revised Closure Policy will be presented to CEO Council for adoption at the October meeting.
5. SELPA Leadership Report
SELPA Leadership shared positive feedback to the recent online Steering Committee
meeting. Depending on future feedback and attendance patterns, we may be moving
toward more online Steering Committee meetings going forward.
SELPA will sponsor a Legal Forum in January – more information coming.
Executive Committee was briefed on the current fiscal status of one of our members.
At the next Executive Committee Meeting, set for January 18th , we will begin addressing
our Local Plan review.
6. Next Meeting Date The next regularly scheduled meeting of the Charter SELPA Executive Committee will take place Thursday, January 18, 2018 at 10:00 a.m. via Adobe Connect teleconferencing.
24
ATTACHMENT 7.2
MINUTES – EXECUTIVE COMMITTEE MEETING
*Indicates Participation
Charter SELPA: *David M. Toston, Associate Superintendent
*Ginese Quann, Charter SELPA Director *Robert Steponovich, SELPA Business Services Director
*Vicki L. Barber, Retired EDCOE Supt. of Schools *Francie Heim, EDCOE/Charter SELPA Consultant
*Kathleen Hall, Administrative Assistant Executive Committee Members: *Mary Searcy Bixby, Altus Schools *Lynne Alipio, Altus Schools *Cindy Petersen, Gateway Community Charters *Paul Keefer, Pacific Charter Institute *Pat Hill, Learn4Life *Josh Drake, Rocketship Education David Sciaretta, Einstein Academies *Julie Mattoon, KIPP Bay Area Schools *Tim Wolf, King-Chavez Charter Schools Melissa Mora, ACE Charter School Debi Gooding, The Learning Center *Karin Marsolais, Preuss School UCSD *Jean Hatch, Redding School of the Arts *Dawn Evenson, iLead Schools Jonathan Dean, The O’Farrell Charter School *DiAnne McClenahan, The Bay Group *J.J. Lewis, Compass Charter Schools *Patricia Dougherty, Phoenix Charter Academy Guests: *Paul MacGregor, Epic Charter School ; *Susan Park, The O’Farrell Charter School; *Lauryn Fullerton, Ednovate; *Jason Watts, Scholarship Prep Charter School; *Kelly Mannion, River Montessori Charter School; Soo Park, Leadership Public Schools; *Drew Lawton, Charter SELPA
1. Membership Report
CEO Executive Committee was updated on the current status of the Charter SELPA
membership and applications for membership for 2018/19. Please see Attachment 1 for this
update.
David reviewed the Charter SELPA Membership Report as of January 2018.
Of the 28 non-expansion applications in Cohort 1, 24 have been recommended for
consideration by the Selection Committee.
Next year’s application process may be revised; dashboard information and LCAP
may be included in the application process to help us get a deeper understanding
of the school.
2. Educationally Related Mental Health Services (ERMHS) Budget Update
CEO Executive Committee was updated on the 2017-18 ERMHS budget to assure a
transparent and predictable level of funding for Charter SELPA Partners. Attachment 2,
entitled ‘ERMHS Update,’ included details on the budget update.
EL DORADO CHARTER SELPA Thursday, January 18, 2018
Meeting was held via Adobe Connect on Thursday, January 18, 2018 at 10:00 a.m.
25
ATTACHMENT 7.2
El Dorado Charter SELPA Executive Committee Meeting January 18, 2018 Minutes Page -2-
Bob Steponovich reviewed the ERMHS Budget Update and shared that we are still reviewing mid
year data and plan to share the Determination of Sufficiency and potentially adjusting
distribution based on current year data. The funding system is working as intended.
3. Governor’s Proposed Budget
CEO Executive Committee was updated on the status of the California state budget and
implications for special education funding. Please see Attachment 3 for details.
Vicki Barber reviewed notable areas of the governor’s budget. Some of the highlights include:
The governor has committed to full funding of LCFF. However, even with full funding,
California is still in 45th position in per student funding - well below average.
Special education is fully prepared to be transparent. SELPAs will align local plans,
budgets, etc. with LCAP. We anticipate that SELPAs will help frame the conversation on
what local plans and LCAPs need to include to help support our students with disabilities.
Preschool – SELPAs are pleased that the governor has put some money in early childhood
education. We believe the preschool numbers are growing exponentially - Staggering
growth we need to address.
Provides $10M for SELPAs and county offices to work with LEAs to help mitigate and
provide support.
Retaining and attracting special education teachers – teacher shortage reaching critical
stages for both special education and general education. Ginese Quann shared
information on the related grants – they are looking at supporting and expanding
residency and local grant solutions – our charters may be especially interested -
Individually or collaboratively to bring teachers into the field. Will help to ensure that
general education and special education teachers, regardless of direction, will have a
common trunk in working with students with disabilities. Focusing on sectioning off
specialty areas, early childhood, VI, etc. There is a February meeting at commission and
we’re expecting more information on direction after that time.
SELPA Leadership shared that we are actively engaged in the budget conversations. Given the
recommendations in the budget – we are excited and realize our work will be changing in order
to align with statewide systems of support.
4. SELPA Meeting Format Review
CEO Executive Committee was asked for input on a review of the current governance meeting
format. Please see Attachment 4 for details.
Ginese Quann and David Toston reported on and requested additional feedback on the structure
of our Steering Committee meetings. SELPA has seen a significant increase in members
participating online. This change is reflective of the day-to-day challenges to attend statewide
26
ATTACHMENT 7.2
El Dorado Charter SELPA Executive Committee Meeting January 18, 2018 Minutes Page -3-
meetings in person, especially if overnight travel is involved. The feedback touched on the
difficulty of being away from a school site.
The input from our partners for a regional Steering Committee meeting format has been strong
and supports our efforts to maintain the relational aspects of our meetings. A regional Steering
structure for 2018-19, as set forth in Attachment 4, will help us support and encourage local
collaboration, smaller groups and affords the opportunity for more people to be able to
participate in conversations. The regional meeting model will also help develop professional
learning networks among our partners.
SELPA would also like to continue this review process by looking into fiscal committee meetings,
CEO Council meetings and Executive Committee meetings to make sure the meeting structure
meets everyone’s needs and that we maintain the cultural values currently in place. SELPA will
survey the field and continue the conversation at our next meeting.
5. SELPA Leadership Report
David Toston and Ginese Quann shared a SELPA Leadership Report with the following items of note:
Statewide Accountability Systems – The SELPA is involved in conversations in what the supports will look like for charter schools. We are gathering/reviewing data from our partners and this data shows us that support is needed. Our focus will be to analyze data and develop a set of recommendations for Executive Committee for developing additional layers of support for dashboard indicators and special education indicators.
Local Plan and Policies – SELPA is in the process of revising and updating our Local Plan and policies and is working with legal counsel to review any potential changes that will be presented at May CEO Council.
Partners were reminded about submission of the Participation Agreements – they must be submitted to the SELPA by April 2, 2018.
Symposium – Friday February 23 in San Diego. Partners were invited to attend our 4th annual Inspiration to Action Symposium which will feature Dr. Ed Manansala, Superintendent of Schools, El Dorado County; LeDerick Horne, speaker, author and consultant for students with disabilities; Ben Marcovitz of Collegiate Academies of New Orleans, Megan Gross, California’s 2017 Teacher of the Year and Dr. Gregory Peters – director of an organization closing the achievement gap.
6. Next Meeting Date The next regularly scheduled meeting of the Charter SELPA Executive Committee will take place Thursday, March 8, 2018 at 10:00 a.m. via a teleconferencing platform. The SELPA is currently looking at other means of technological support for meetings. We are
currently beta testing other software to make a determination for next year. If any of our partners are using products they like, please let us know.
27
ATTACHMENT 7.3
MINUTES – EXECUTIVE COMMITTEE MEETING *Denotes Participation Charter SELPA:
*David M. Toston, Associate Superintendent *Ginese Quann, Charter SELPA Director *Robert Steponovich, SELPA Business Services Director
*Vicki L. Barber, Retired EDCOE Supt. of Schools *Francie Heim, EDCOE/Charter SELPA Consultant
*Kathleen Hall, Administrative Assistant Executive Committee Members: *Mary Searcy Bixby, Altus Schools Lynne Alipio, Altus Schools *Cindy Petersen, Gateway Community Charters Paul Keefer, Pacific Charter Institute Pat Hill, Learn4Life Josh Drake, Rocketship Education David Sciaretta, Einstein Academies Julie Mattoon, KIPP Bay Area Schools *Tim Wolf, King-Chavez Charter Schools Melissa Mora, ACE Charter School *Debi Gooding, The Learning Center Karin Marsolais, Preuss School UCSD *Jean Hatch, Redding School of the Arts Dawn Evenson, iLead Schools Jonathan Dean, The O’Farrell Charter School *DiAnne McClenahan, The Bay Group *J.J. Lewis, Compass Charter Schools *Patricia Dougherty, Phoenix Charter Academy Lisa Freccero, Aspire Public Schools
Guests: *Jean Fagin, Leadership Public Schools; *Michele Walker, El Rancho Charter; *Virgi Rentee; REACH
Leadership STEAM Academy; *Gokhan Serce, Magnolia; *Bre Lionetti, Kinetic Academy; *Jason Schrock,
Valient Prep.; *Erin Craig, Unity Middle College; *Patrick Gaffney, Contra Costa School of Performing Arts;
*Alison Garcia, CORE Placer Charter School; *Joanne Green, Dixon Montessori; *Paul MacGregor, Epic Charter
School; *Holly Colangelo, Woodland Star Charter; *Eli Johnson, California Prep Sutter; *Craig Bowden, e3 Civic
High; *Esther Perez, Valiente College Prep.; *Kapil Mathur, Orange County Academy of Sciences and Art;
*Sharon Waller, Navigator Schools; *Christine Kuglen, Innovations Academy; *Germaine Nesbitt, The School of
Arts and Enterprise; *Susan Park, The O’Farrell Charter School; *Soo Park, Leadership Public Schools; *Paul
Khoury, Vista Heritage Charter; *Gina Wickwire, Temecula International Academy; *Kelly Mannion, River
Montessori Charter; *Kale Elledge, Charter SELPA; *Don Wilson, Vista Charter Public Schools
1. Information Item
1.1 January 18, 2018 Executive Committee Meeting Minutes A copy of the draft Minutes from the January 18, 2018 Executive Committee Meeting were included as Attachment 1.1.
2. Membership Update – Information/Discussion
EL DORADO CHARTER SELPA Thursday, March 8, 2018
Meeting was held via Zoom on Thursday, March 8, 2018 at 10:00 a.m.
28
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.3 March 8, 2018 Minutes Page -2-
2.1 Approved Applicants for 2018-19 – (Information Item) CEO Executive Committee was updated on the current status of the Charter SELPA membership and applications for membership in 2018/19. Please see Attachment 2.1 for details. David Toston reviewed the Membership Report and reported the status of Cohort 2 – capacity interviews for Cohort 2 were held yesterday. Cohort 3, the final cohort, will accept applications until March 27th, 2018.
2.2 Charters Who May Be Leaving or Closing for 2018-19(Information Item) At this point in time, the following charters have submitted a notice to withdraw or other appropriate documentation to the Charter SELPA for the 2018-19 school year. We have had one mid-year closure, Paramount Collegiate Academy, which closed February 8, 2018. Aspire Titan Aspire Junior Collegiate Academy New Day Academy - Shasta Aspire University Charter – Closing and re-opening with a new CDS code and new location. Diego Hills Crescent View South Crescent Valley Ambassador Sanchez Alta Vista South Diego Springs Diego Valley Kings Valley Laurel Preparatory Academy
The above listed schools are intending to close by June 30, 2018.
3. Educationally Related Mental Health Services (ERMHS) Budget Update
CEO Executive Committee was updated on the 2017-18 ERMHS budget to assure a
transparent and predictable level of funding for Charter SELPA Partners. Please see
Attachment 3, entitled ‘ERMHS Update,’ for details.
Bob Steponovich reviewed the ERMHS Budget Update, how our Allocation Plan defines the
formula for mental health funding, and the process for the second and final Finding of
Sufficiency.
Level three information shared: In 2016/17 the SELPA we had 58 total NPS placements – eight
of those were residential placements. So far in 2017/18 the SELPA has 63 total NPS placements
– 17 of those residential. We have increased examination of budgeting documentation to ensure
the ISA’s are completely tied to student IEPs and the amounts in the budgets are truly eligible
ERMHS expenditures. We expect any variance between budgeted and final expenditures to be
smaller this year. The SELPA was able to either increase or maintain ERMHS reimbursement
29
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.3 March 8, 2018 Minutes Page -3-
rates per priority in the Allocation Plan with a projected 7% reserve level at the end of the year.
We will communicate this information to the field so that updated reimbursement amounts will
be known. Details are included in Attachment 3, entitled ERMHS Update.
4. Accountability Update/ Charter SELPA Oversight Benchmarks (Information/Discussion)
4.1 Partner Oversight Update (Information Item)
The annual integrated oversight process of the SELPA is designed to identify areas of LEA support for both program and fiscal operations, as well as protect the SELPA as a whole from the loss of distributed funding. The oversight process consists of monitoring several metrics for all partners. They include:
1. Prior year unspent funds percentages 2. SpEd identification rates 3. Reviews of prior year independent audit reports 4. Complaints and compliance issues 5. SELPA meeting and professional learning participation 6. Other operational capacity measures
Throughout the year, the integrated oversight process involves Charter SELPA administration monitoring and analyzing these oversight metrics. CEO Executive Committee receives updates on the status of the integrated review process once prior year audit reports are filed and reviewed. A document entitled “Partner Oversight Update” was included as Attachment 4.1. Bob Steponovich reviewed each of the above listed metrics. Areas of note: Unspent Funds: Benchmarks are at 25% of unspent funds. Charters
with unspent funds more than 25% are ineligible for federal funds. Carryover from prior year is spent before current funding is spent. Unspent funds that remain unspent revert to the legal risk pool.
Bob reviewed the summary of the results of the 2016-17 audit review. We look at the total health of an organization and compare audit to audit for an accurate representation, not just trends.
5. Budget Update
Allocation Plan language requires CEO Council to review 2017-18 rates, set 2018-19 rates, and receive a report on the status of the rate-smoothing pool that was established in 2015-16. Details on the Budget Update were included in Attachment 5.
30
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.3 March 8, 2018 Minutes Page -4-
Executive Committee reviewed the following recommendation to CEO Council to set rates as follows:
2017-18 – The state funding rate is set at $514 before admin fee and set-aside for new charters. 2017-19 – The state funding rate is set at $514 before admin fee and set-aside for new
charters (will be updated with Governor’s May revise and final COLA)
Deficit restoration for the past three years has been relatively consistent because of statewide property tax growth. Based on 2016-17, it appears that this consistency may not continue. Further, an economic recession impacting real property values and in turn tax revenues would negatively impact deficit restoration. As a result, SELPA leadership recommended a cautious approach to rate setting in the near term and building back up the balance of the Rate Smoothing Pool. This projection will be shared with the field.
6. SELPA CEO Council Meeting Format Review
CEO Executive Committee was asked for input on a review of the CEO Council meeting format. Please see Attachment 6 for details. Charter SELPA Leadership recently sent out a survey to gather information for a conversation with Executive Committee regarding the meeting structure of our CEO Council meetings. Results and comments were included in Attachment 6.
The results were evenly divided between preference for online meetings and in-person meetings.
Comments in support of in-person meetings highlighted the ability to network at the meetings and the ability to fully attend to the meeting content. Comments in support of on-line meetings concentrated on travel costs and the time away from school sites required by in-person meetings.
We will revisit this topic in the future to gather perspective and ensure that the CEO Council
meetings meet everyone’s needs.
7. SELPA Leadership Report
SB 1362
David shared information and a fact sheet on legislation recently introduced – SB 1362 (Beall),
which calls for more local control of charter schools and managing the impact on special
education and neighborhood public schools. He reported the Charter SELPA is working
diligently to highlight the importance of the support we provide, and to further coordinate our
efforts with our partners – CCSA and the Charter School Development Center, to oppose this
legislation. A discussion was held on the current political climate and the potential negative
impact of such legislation on charter schools. Members shared authorizer issues and pending
litigation regarding charter schools impact on district funding. The fact sheet will be shared
electronically with Executive Committee members.
Additional conversation regarding this topic will occur at our Executive Committee retreat.
8. May 2018 Retreat Planning A discussion took place on current topics of interest to be discussed at the Executive Committee’s annual retreat dinner in San Diego on May 23, 2018. Topics included our planned conversation regarding legislation and current litigation affecting charter schools; Charter SELPA growth; and planning for the upcoming year.
31
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.3 March 8, 2018 Minutes Page -5-
9. Next Meeting Date The next regularly scheduled meeting of the Charter SELPA Executive Committee will take place Thursday, May 17th, 2018 at 10:00 a.m. via Zoom teleconferencing platform.
32
ATTACHMENT 7.4
MINUTES – EXECUTIVE COMMITTEE MEETING *Denotes Participation Charter SELPA:
*David M. Toston, Associate Superintendent *Ginese Quann, Charter SELPA Director *Robert Steponovich, SELPA Business Services Director
*Vicki L. Barber, Retired EDCOE Supt. of Schools *Francie Heim, EDCOE/Charter SELPA Consultant
*Kathleen Hall, Administrative Assistant Executive Committee Members: Mary Searcy Bixby, Altus Schools *Lynne Alipio, Altus Schools *Cindy Petersen, Gateway Community Charters *Paul Keefer, Pacific Charter Institute *Pat Hill, Learn4Life Josh Drake, Rocketship Education David Sciaretta, Einstein Academies *Julie Mattoon, KIPP Bay Area Schools Tim Wolf, King-Chavez Charter Schools Melissa Mora, ACE Charter School *Debi Gooding, The Learning Center *Karin Marsolais, Preuss School UCSD *Jean Hatch, Redding School of the Arts Dawn Evenson, iLead Schools Jonathan Dean, The O’Farrell Charter School *DiAnne McClenahan, The Bay Group *J.J. Lewis, Compass Charter Schools *Patricia Dougherty, Phoenix Charter Academy Lisa Freccero, Aspire Public Schools
Guests: *Donald Wilson, Vista Charter Public Schools; *Craig Bowden, e3 Civic High; *Steve Lewis,
Delta Charter; *Bre Lionetti, Kinetica Academy, *Kale Elledge, El Dorado Charter SELPA
1. Information Item
1.1 March 8, 2018 Executive Committee Meeting Minutes A copy of the Minutes from the March 8, 2018 Executive Committee Meeting were included as Attachment 1.1.
2. Membership Update – Information/Discussion
2.1 Approved Applicants for 2018/19 – Cohort 1 – 4 A list of all 2018-19 applicants for Cohort 1, 2, 3 and 4 was shared with CEO Council members for review and they were asked to contribute comments and/or concerns. The Selection Committee for Cohort 1 met on January 23, 2018 and approved nine new partners to the Charter SELPA. The Selection Committee for Cohort 2 met on March 13, 2018 and approved six new partners to the Charter SELPA. The Selection
EL DORADO CHARTER SELPA Thursday, May 17, 2018
Meeting was held via Zoom on Thursday, May 17, 2018 at 10:00 a.m.
33
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.4
May 17, 2018 Minutes Page -2- Committee for Cohort 3 met on May 8, 2018 and approved nine new partners to the Charter SELPA. Cohort 4’s submission deadline for expansions and/or SBE approved schools is July 31, 2018 for expansions and June 21, 2018 if there are new organizations, and the Selection Committee will meet on July 16, 2018 only to consider the non-expansion applications submitted for Cohort 4. The current Membership Report was included as Attachment 2.1.
David Toston reviewed the Membership Report and reported the status of the current Cohorts. Our estimate for 2018-19 membership in the Charter SELPA is 176 charter partners and 374 charter schools.
2.2 Charters Who May Be Leaving or Closing for 2018-19 The following charters have submitted notice to withdraw or appropriate documentation to the Charter SELPA for the 2018-19 school year.
Aspire Titan Aspire Junior Collegiate Academy New Day Academy – Shasta – Closing and re-opening with a new CDS code Aspire University Charter – Closing and re-opening with a new CDS code Diego Hills Crescent View South Crescent Valley Ambassador Sanchez Alta Vista South Diego Springs Diego Valley Kings Valley Laurel Preparatory Academy San Diego Cooperative Charter School 2 REALM Charter Middle Epiphany Prep Charter School, San Diego
We have had one mid-year closure, Paramount Collegiate Academy, which closed February 8, 2018.
Mr. Toston asked members to let us know of any pending school closures, mergers, etc.
3. 2018-19 Annual Service and Budget Plan – InformationThe Charter SELPA is required to annually prepare a budget and service plan in the mannerand format prescribed by CDE. The budgeted expenditure data for 2018-19 is based on prioryear expenditure trends and projections for 2018-19 based on growth. The service plan isdeveloped using CASEMIS student data for the SELPA and projections for 2018-19. Approvalof the Annual Service and Budget Plan and the Local Plan is defined in CEO Policy 1 as follows:
Per CEO Policy 1 (Excerpts) The Charter SELPA Local Plan is approved by the Governing Board of El Dorado County Office of Education. The Governing 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
34
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.4 May 17, 2018 Minutes Page -3-
public hearings shall be posted in each charter school at least 15 days prior to the hearing, as required by law. Upon entry into the Charter SELPA, the Governing Board for each LEA charter shall approve the Charter SELPA Local Plan, the Agreement for Participation, and the Representations and Warranties. 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.
The Annual Budget and Service Plan for the Charter SELPA for 2018-19 has been prepared and will be presented at the May 24 CEO Council meeting and the June 5 El Dorado County Board of Education meeting. Pursuant to Ed Code, Charter SELPA members are required to post a notice of public hearing for the Annual Service and Budget Plans. Information is being sent to all members to post the public hearing notice 15 days prior to the May 24 CEO Council date (post by May 9) and 15 days prior to the June 5 El Dorado County Board of Education date (post by May 21). Public Notice of the hearings will be posted as required and, after the public hearings, the documents will be submitted to the California Department of Education. Copies of the actual Annual Budget and Service Plans are available at the SELPA office and can be emailed upon request. David Toston reported that May CEO Council will be asked to make a recommendation to approve the Annual Budget and Service Plan for 2018-19. The Annual Service Plan is a list of all services we will provide to all students in 2018-19, and the report is developed from CASEMIS data. Mr. Toston shared that it is very possible this is the last year we will go through this process, as the governor’s budget for 2018-19 includes language to align the Annual Budget and Service Plans with LCAP – the documents will be dynamic instead of static. The Charter SELPA is supportive of the direction CDE is taking related to this process. We will keep the field informed.
4. Funding Rates The Charter SELPA Allocation Plan requires that CEO Council is updated on 2017-18 and
2018-19 funding rate determinations, and approves the use of any funds from the Rate Smoothing Pool. Details on these fiscal updates were included in Attachment 4.
Bob Steponovich, SELPA Business Director, reviewed the document in detail. The Executive Committee reviewed the following recommendation to CEO Council to set rates as follows: 2017-18 – The state funding rate is set at $514 before the admin fee and set-aside for new charters using $952K from the Rate Smoothing Pool. 2018-19 – The state funding rate is set at $522 before admin fee and set-aside for new charters. The deficit projection indicates no funds from the Rate Smoothing Pool will be needed. Deficit restoration for the past three years has been relatively consistent because of statewide property tax growth, but based on 2016-17, it appears this consistency may not continue. As a result, SELPA leadership recommends a cautious approach to rate setting in the near term. Mr. Toston shared a description of general deficit funding and the use of the pool to avoid fluctuations. We will have to adjust use of our rate smoothing pool, since we may not be getting deficit restoration in future years. We may need to have a conversation going forward.
35
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.4
May 17, 2018 Minutes Page -4-
5. SELPA Pool Updates/Legal Risk Pool RecommendationExecutive Committee is presented with a SELPA Risk Pool update, which covers the following:Set-Aside Risk Pool, Low Incidence Pool, and Legal Risk Pool. Executive Committee input isrequested on a transfer of pool funds recommendation to May CEO Council, which wasincluded in Attachment 5.
Bob Steponovich reviewed the attachment, which contained details on the updates of various shared risk pools. This year we have a recommendation to CEO Council tied to the deficit conversation. Three updates:
Set-Aside Risk Pool Low Incidence Pool – May 1st deadline – interim update – we do expect most likely
to provide in excess of $1500 per claim. Final numbers will be set once all claimshave come in.
Legal Risk Pool – May 1st deadline – interim update.
Executive Committee input was requested on the following recommendation to May CEO Council:
Transfer an amount above the projected Legal Risk Pool balance ($500K) to the Rate Smoothing Pool. This will build a reserve for future uncertainty around the state deficit and help offset the Rate Smoothing Pool revenue lost as a result of:
Lower than anticipated restoral of the state funding deficit for 2016-17 (97.37% vs.98.00%).
The increased Rate Smoothing Pool expenditures projected as a result of a higher thanbudgeted 2017-18 final deficit (2.63% vs. 2.00%).
Moving resources among different reserve pools to place the money where the needs currently exist. We will move forward in finalizing this recommendation for CEO Council.
6. Organization Partner Definition ReviewIn September 2013, the CEO Council created two categories of Partnership: Single CharterPartner and Organization Partner. Over the past few years, some schools have shifted toorganizational structures that do not align with our current definition of an OrganizationPartner. Executive Committee input was requested to assist with updating our definition toalign with current practices to maintain the benefits and efficiencies while sustainingappropriate levels of accountability. Details and recommendations were included inAttachment 6, entitled “Definition of Organization Partner.”
David Toston reported that the May CEO Council will be asked to discuss and make a recommendation to clarify the definition of organization partners and single charter partner. The benefits of an organization partner were set out in Attachment 6; briefly, expedited membership process for expansion schools of the organization; admin fee calculation is affected; and income reallocation among schools is available for Organization Partners.
David Toston shared the background and there are a number of our partners moving to a regional leadership/governance model. We recognize this model may work for our members and we hope to solicit CEO Council input and start a conversation – while we want to accommodate different structures, we need to protect the Charter SELPA’s interests. We want to
36
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.4
May 17, 2018 Minutes Page -5- support flexibility but also not expose the other partners to liability while holding a non-public entity harmless.
Proposed changes to policies and/or administrative regulations would be presented for adoption at the October 2018 CEO Council meeting.
7. Executive Committee Retreat/DinnerThe annual Executive Committee Retreat/Dinner will take place Wednesday, May 23, 2018 at5:30 p.m. at the DoubleTree by Hilton San Diego Mission Valley located at 7450 Hazard CenterDrive in San Diego. Results of the recent CEO Survey will be discussed at the Retreat and CEOExecutive Committee input is requested to help develop the format and potential agenda.
David Toston shared that the annual Executive Committee retreat is a strategic level conversation where we review the results of the CEO survey and set our organizational strategy for the upcoming year – an informal retreat as a team and organization. This conversation allows and places ourselves in a favorable place to deal with upcoming issues and navigate the current landscape. We’d like to have focused conversations about how to respond to any issues and continue to support charter schools. Please send suggested agenda items for the May 23rd retreat to David Toston via email.
8. SELPA Leadership ReportDavid Toston recognized and thanked Jean Hatch upon her upcoming retirement for hercontributions to the Charter SELPA for many years.
37
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ATTACHMENT 7.5.2
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39
ATTACHMENT 7.5.2
MAY 24, 2018 CEO COUNCIL MEETING ATTACHMENT 7.6
Financial Update
El Dorado Charter SELPA/ Financial Update Page 1 of 2
RATES AND CASH FLOW UPDATE
2017-18 2017-18 Federal Rate (before admin/set aside for new charters) $129.25 per Dec 2016 CBEDS 2017-18 State Rate (before admin/set aside for new charters) $514.00 per 2017-18 P-2 ADA
The prior year (2016-17) deficit restoral was lower than projected, which means less revenue flowed to the Rate Smoothing Pool than budgeted. Correspondingly, a higher final deficit is now expected for 2017-18, which means more funds from the Rate Smoothing Pool will be needed to pay the $514 current year state rate.
$125 was the beginning year federal estimate. The $4.25 increase over the estimate results from dollars freed up from charters that are not eligible for (prior year unspent funds) or are opting out of 2017-18 federal funding.
Individual charter cash flow amounts have been updated based on 2017-18 P-1 ADA. Payments have been distributed through April and the updated schedule is posted to the Charter SELPA website.
2018-19 Projected Federal Rate (before admin/set aside for new charters) $125.00 per Dec 2017 CBEDS Projected State Rate (before admin/set aside for new charters) $522.00 per 2018-19 P-2 ADA
We are estimating a federal rate of $125 per prior year enrollment. This assumes flat federal funding. Approximately $5 of the $125 rate is projected to come from charters not receiving federal funds.
We are estimating a state rate of $522 per ADA in 2018-19 based on:
2.71% Cost of Living Adjustment (COLA) for 2018-19
A final deficit of 3.00% for 2018-19
CEO Council will take required action on the funding rates. For a more detailed discussion of the 2017-18 and 2018-19 rates, funding deficits and the impacts on the Rate Smoothing Pool, see CEO Council Agenda Item 9 on this topic.
AUTOMATIC CHECK DEPOSIT - AUTOMATED CLEARING HOUSE (ACH) ACH payments not only enable receipt of payments in a more timely fashion, but are also much more secure. Charters are strongly encouraged to convert from paper checks to this new system. The electronic payment authorization form can be found here: ACH Form
2018-19 ADMINISTRATIVE FEE The Allocation Plan provides for determination of each charter partner’s administrative fee by March of each year. Charter partners in year 3 or 4 of participation in the Charter SELPA may be eligible for an administrative fee of 4% if they meet the identified criteria in the Allocation Plan. Charter partners in year 5 of participation in the Charter SELPA, not eligible previously under the 3-4 year criteria, may be eligible for a 4% administrative fee if they are a member in good standing. A list of each charter partner’s 2018-19 administrative fee level is posted on our website: Admin Fee
40
MAY 24, 2018 CEO COUNCIL MEETING ATTACHMENT 7.6
Financial Update
El Dorado Charter SELPA/ Financial Update Page 2 of 2
2018-19 CASH ADVANCE Charters new to the Charter SELPA in 2018-19 will not have a cash disbursement until February 2019 since the advance apportionments from the state from July to January are based on prior year Charter SELPA participation. The cash advance program provides a loan in the amount of 25% of the annual state apportionment from the Set Aside Risk pool at a 3% interest rate. Participation requirements include notifying the Charter SELPA business team of your interest and providing a report of opening enrollment. Information is available here: Cash Advance
FISCAL MEETINGS
Fiscal Committee Meeting June 8th at 9 am via webinar to review all of the decisions made at the May CEO Council meeting. A registration link will be emailed to the field immediately following the CEO Council meeting.
SpEd Business 101 These in-person, half-day workshops in late summer are designed to prepare special education program/business teams for the new school year. The workshop will be presented in each of four regional locations. We invite both program and fiscal staff to join us at a location near you. Registration links will be emailed to the field.
Program/Business Buzz Sessions New for next year are Program/Business Buzz Sessions, which allow your school’s team to sign up for 30-minute, one-on-one conversations with the Charter SELPA’s program and fiscal directors via the web. Input on your idea for taking the next step in building special education capacity? A review of SELPA procedures related to a particular program or fiscal area? Feedback about your school’s special education program or fiscal practices? You define the agenda. Contact us at [email protected] to schedule your time slot.
41
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 7.7
2017-18 Partner Oversight Update
El Dorado Charter SELPA/ Partner Oversight Update Page 1 of 3
BACKGROUND The integrated oversight process of the SELPA is designed to identify areas of LEA support for both program and fiscal operations, as well as protect the SELPA as a whole from the loss of distributed funding. The oversight process consists of monitoring several metrics for all partners. They include:
1. Prior year unspent funds percentages 2. SpEd identification rates 3. Reviews of prior year independent audit reports 4. Complaints and compliance issues 5. SELPA meeting and professional learning participation 6. Other operational capacity measures
Throughout the year, the integrated oversight process involves Charter SELPA leadership monitoring and analyzing all oversight metrics. Once all the data is gathered for a given year, determinations are made about whether Integrated Review Team (IRT) contacts are warranted. SELPA leadership is currently engaged in scheduling and completing IRT contacts driven by review of 2016-17 metrics.
The IRT contacts consist of a SELPA program/business team meeting with the program/business leadership of the charter. The goals of the contacts are to gain a deeper understanding of the factors driving the SELPA decision to conduct the IRT contact, to review the delivery of special education services to measure the extent to which student needs are being met and to gain understanding of any fiscal issues. Past IRT contacts have resulted in follow-up contact with the charter by program specialists, agreed upon action plans for improvement, or even a decision to forgo federal funding for the following year, as well as making us aware of unique population characteristics that have and will likely continue to result in particular levels of SpEd identification rates.
UNSPENT FUNDS Statewide, LEA local contributions from general education funds to cover total special education expenses during 2016-17 averaged in excess of 60%. For SELPA partners, the average is just over 20%. To see unspent special education funding in a charter is therefore an exceptional situation calling for further analysis. The Allocation Plan provides the following with regard to special education funding that remains unspent at the close of any fiscal year:
Charters with unspent funds less than 25% of total annual funding must provide budget justification to be eligible for federal funding in the following year.
Charters with unspent funds greater than 25% are automatically not eligible for federal funds in the following year.
Charters with unspent funds greater than 25% will be moved to a reimbursement based state funding cash flow, with the intent that the charter shall spend the prior year unspent funds first.
If need is not demonstrated, the funds will be allocated the next year to the Charter SELPA Legal Risk Pool.
42
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 7.7
2017-18 Partner Oversight Update
El Dorado Charter SELPA/ Partner Oversight Update Page 2 of 3
At the close of 2016-17, a total of 19 charters had unspent funds:
4 had unspent funds equal to or greater than 25%, and are ineligible for federal funding this year. Per the Allocation Plan, these charters have been placed on reimbursement based funding for 2017-18.
15 had less than 25% unspent funds, and current year budgets were requested. Budgets were then assessed to determine the extent to which the unspent carryover balance will be expended in 2017-18. Based on this review, all 15 of these charters remain eligible for federal funding this year.
Based on final 2016-17 expenditure reporting, any funding left unspent was transferred to the Legal Risk Pool as revenue in the current year.
IDENTIFICATION RATES The statewide percent of students served in special education (2016-17 K-12) is approximately 11%.
The Charter SELPA average for 2016-17 was 9.92%.
The Charter SELPA average for 2017-18 (based on P-1 ADA and December 2017 counts) is 10%. The first year a charter school is open, the focus is often on building programs and seeking students so the special education numbers may be lower. The numbers in the Charter SELPA reflect that first-year charters are serving approximately 9% of their students in special education. The second and subsequent years a charter school is open, special education numbers typically increase (10% for 2016-17).
2017-18 Charter SELPA
Preliminary % of Students Served
Charter SELPA
P-1 ADA
Charter SELPA
Pupil Count
Dec 2017
SpEd Count
as % of ADA
Partners - First Year in SELPA 12,728 1,253 9.84%
Partners - 2 or more Years 158,555 15,882 10.02%
Total 171,283 17,135 10.00% If a charter is above 14% or below 4%, it may suggest that a greater analysis and review should be conducted. If a charter continues to be under 4% in the second year, that may be a sign of concern; perhaps identification or program issues. Low identification rates often coincide with charters that have unspent funds.
AUDIT REPORTS The following procedure was adopted by Charter SELPA CEO Council: Charter SELPA will review annual audit reports and respond in writing if the following conditions occur:
The audit report contains material findings relative to internal control.
The audit report contains material findings relative to state and federal program compliance.
The audit report provides data that would lead Charter SELPA to believe the charter is in danger of closure due to fiscal failure because of high debt ratios, significantly low reserves, and minimal cash balances.
The audit review focuses on going concern determinations, the qualified/unqualified opinion of the auditor, audit findings of a material nature that could impact state/federal compliance or future fiscal solvency, prior year net asset, cash sufficiency and operating surplus/deficit positions, and year-over-year trends.
43
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 7.7
2017-18 Partner Oversight Update
El Dorado Charter SELPA/ Partner Oversight Update Page 3 of 3
Many CMO/Non-Profit Partner organizations submit a single audit report that encompasses all charters under the umbrella of the partner. We received audit reports from all partners. Following is a summary of the results of the 2016-17 audit review. The counts are reported on an unduplicated basis.
3 partners (11 LEAs) received a negative going concern designation
2 partners (3 LEAs) were issued qualified audit reports
1 partner (3 LEAs) had material findings
10 partners (19 LEAs) had negative net asset positions Of the 3 partners with negative going concern designation, 1 has closed and 2 have been placed on reimbursement based funding. For the remaining partners listed, follow up has occurred. Current year interim budgets and further information was requested, as applicable.
COMPLAINTS/COMPLIANCE ISSUES There were 12 state complaints in 2016-17. This compares to 8 complaints in 2015-16. All complaints were resolved within the required timeline.
PARTICIPATION Building effective special education programs as a SELPA partner requires active engagement in governance and educational opportunities, as well as networking with peers for best practice information. Therefore, participation in Charter SELPA governance and steering meetings, as well as professional learning offerings, is tracked throughout the year. If a partner has not been active from July through December, a formal letter is sent in January. Last month, 23 charters received letters detailing low participation rates and encouraging increased participation for the remainder of 2017-18. In 2016-17, 9 charters received low participation letters.
RECOMMENDATION - NONE This report is provided for information only. No action is required.
44
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 7.8 Educationally Related Mental Health Services (ERMHS) Budget Update
El Dorado County Charter SELPA/ ERMHS Update Page 1 of 2
BACKGROUND The September 2017 finding of sufficiency resulted in the following 2017-18 ERMHS funding parameters:
Level 2 (80% of the lesser of):
o $3,300 per eligible ERMHS SEIS count based on the December 1 count; or o January 2018 Budget request (updated with final expenditures July 2018); or o $250 per current year P-2 ADA.
$100K is allocated for Level 2 transportation, and indirect costs for Level 2 are allowed.
Level 3 Site Based Structured Therapeutic Program (80% funded)
Level 3 NPS ERMHS (90% funded)
Level 3 NPS Residential Room and Board (100% funded)
UPDATE 1) Revenue
Revenue estimates have been updated based on February 2018 P-1 certification. See Table 1/Cell C3 of the budget table.
2) Level 2 The final component of determining Level 2 funding is the collection of budget requests, which were submitted on January 16th. Working with our partners, the SELPA reconciled the details of these budget submissions with student IEPs. The total Level 2 budget based on the September finding of sufficiency appears in Table 1/Cell C4.
3) Level 3 To date, 63 claims have been submitted, 17 of which are residential. Four additional claims, including one residential, are known at this point and may be submitted, pending the outcome of the IEP process. In 2016-17, a total of 58 NPS claims were paid, 8 of which were residential.
Driven by the significant difference between budgeted and actual expenditures last year, 2017-18 placements and budget requests have been very closely examined. In 2016-17, actual reimbursement was 80% of the original budget request. This year, a smaller variance between budget and actual expenses is expected. Updated budget totals for NPS ERMHS costs and NPS residential costs are reflected in Table 1/Cells C7 and C8.
4) Finding of Sufficiency The determination called for in the Allocation Plan by May each year involves managing to a 5-10% mental health reserve requirement by modeling changes in the percentage reimbursement levels of the mental health funding formula set in September. The Allocation Plan details a priority order for allocating amounts in excess of the established reserve:
1) Increase Level 2 reimbursement, Level 2 transportation, and Level 3 site based structured therapeutic program from 80% to 90%.
2) Increase Level 3 NPS ERMHS from 90% to 95%. 3) Increase Level 2, Level 2 transportation, and Level 3 site based structured therapeutic program from
90% to 95%. 4) Increase Level 2, Level 2 transportation, Level 3 site based structured therapeutic program, and
Level 3 NPS ERMHS from 95% to 100%.
45
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 7.8 Educationally Related Mental Health Services (ERMHS) Budget Update
El Dorado County Charter SELPA/ ERMHS Update Page 2 of 2
Reimbursement rates established as a result of the September 2017 finding of sufficiency are reflected in Table 1/Column D. Table 1/Column E models the budget impact from the allocation of reserve amounts in order of priority, constrained by the 5-10% reserve requirement.
Table 1
Charter SELPA ERMHS
2016-17 2016-17 Final
2017-18
Projected (Sept
17)
2017-18
Projected
(March 18)
%
2017-18
Projected
(March 18)
AUGMENTED
%
A B C D E F
1 State 8,634,623 9,517,370 10,253,854 10,253,854
2 Federal 1,390,903 1,647,005 1,653,927 1,653,927
3 Total Income 10,025,526 11,164,375 11,907,781 11,907,781
4 Level 2 7,057,826 8,500,000 8,079,878 80% 9,578,967 95%
5 Level 2 Transportation 100,000 73,285 80% 87,026 95%
6 Level 3 Therapeutic 368,801 465,000 426,617 80% 506,607 95%
7 Level 3 NPS 1,267,870 1,775,000 1,902,661 90% 2,020,715 95%
8 Level 3 Residential 906,222 1,270,000 1,154,215 100% 1,194,215 100%
9 SELPA Indirect 288,000 365,000 302,743 401,626
10 Total Expenditures 9,888,719 12,475,000 11,939,399 13,789,156
11 Income less Expenditures 136,807 (1,310,625) (31,618) (1,881,375)
12 Beginning Balance 2,588,806 2,760,846 2,725,613 2,725,613
13 Ending Balance 2,725,613 1,450,222 2,693,995 844,239
14 Reserve % of Revenue 27.2% 13.0% 22.6% 7.1% FINDING OF SUFFICIENCY Reimbursement rates established as a result of the final finding of sufficiency for 2016-17 (reflected in Table 1/Column F) are as follows:
Level 2 (increase from 80% to 95% of the lesser of):
o $3,300 per eligible ERMHS SEIS count based on the December 1 count; or o January 2018 Budget request (updated with final expenditures July 2018); or o $250 per current year P-2 ADA.
$100K is allocated for Level 2 transportation, and indirect costs for Level 2 are allowed.
Level 3 Site Based Structured Therapeutic Program (increase from 80% to 95% funded)
Level 3 NPS ERMHS (increase from 90% to 95% funded)
Level 3 NPS Residential Room and Board (100% funded)
RECOMMENDATION - NONE This report is provided for information only. No action is required. Changes to the funding parameters resulting from this finding of sufficiency will be communicated to the field.
46
MAY 24, 2018 CEO COUNCIL MEETING ATTACHMENT 8
ANNUAL BUDGET AND SERVICE PLANS – 2018/19
El Dorado Charter SELPA / Annual Budget and Service Plans – 2018/19 Page 1 of 1
ISSUE
The Charter SELPA is required to annually prepare a budget and service plan in the manner and format
prescribed by CDE. The budgeted expenditure data for 2018-19 is based on prior year expenditure trends and
projections for 2018-19 based on growth. The service plan is developed using CASEMIS student data for the
SELPA and projections for 2018-19.
Approval of the Annual Service and Budget Plan and the Local Plan is defined in CEO Policy 1 as follows:
Per CEO Policy 1 (Excerpts)
The Charter SELPA Local Plan is approved by the Governing Board of the El Dorado County Office of
Education. The Governing 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.
Upon entry into the Charter SELPA, the Governing Board for each LEA charter shall approve the Charter
SELPA Local Plan, the Agreement for Participation, and the Representations and Warranties. 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.
The Annual Budget and Service Plan for the Charter SELPA for 2018-19 has been prepared and is now presented
at the May 24th CEO Council meeting and the June 5th El Dorado County Board of Education meeting. Pursuant
to Ed Code, Charter SELPA members are required to post a notice of public hearing for the Annual Service and
Budget Plans. Information has been sent to all members to post the public hearing notice 15 days prior to the
May 24th CEO Council date (post by May 9) and 15 days prior to the June 5th El Dorado County Board of
Education date (post by May 21). Public Notice of the hearings has been posted as required and, after the
public hearings, the documents will be submitted to the California Department of Education. The 2018-19
Annual Budget and Service Plan is available by request of the Charter SELPA . One printed copy of the 2018-19
Annual Budget and Service Plan will be available at the CEO Council meeting for review, if requested.
RECOMMENDATION CEO Council action is requested to approve the Charter SELPA Annual Budget and Service Plans for 2018-19.
47
ATTACHMENT 8.1
48
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 9
Funding Rates/Rate Smoothing Pool
El Dorado Charter SELPA/ Funding Rates – Rate Smoothing Pool Page 1 of 3
BACKGROUND The Charter SELPA Allocation Plan requires that CEO Council is updated on 2017-18 and 2018-19 funding rate determinations, and approves the use of any funds from the Rate Smoothing Pool. To provide greater predictability of funding, the Charter SELPA CEO Council established Allocation Plan language that does the following:
Establishes a per-ADA rate for budgeting that incorporates a reasonable deficit projection.
When funds are restored at subsequent certifications periods, the restored funds are placed in the Rate Smoothing Pool, with the primary intention being to use those funds to cover any deficit shortfalls in the following year.
FUNDING PROJECTION SUMMARY
DEFICIT UPDATE FOR 2016-17 AND 2017-18 In February, CDE released the final calculation of the 2016-17 deficit. The deficit @ 2.63% (Table 1/Row 4) was higher than the budgeted 2.00%. The results of 2016-17 highlight the need to proceed cautiously in making projections about how the state will address the restoration of funding deficits in the future.
The 2017-18 deficit as of February 2018 is 3.16% resulting in a rate of $508 (Table 1/Row 6). Applying the same deficit levels as seen in 2016-17, the deficit as of June 2018 will decrease and result in a rate of $511 (Table 1/Row 7), with very little change at P-1 in February 2019 (Table 1/Row 8).
State
2017-18 Estimate
$514
February 2018
$514
2017-18 P-2 ADA
Less Admin Fee &
Set-Aside (new only)
2018-19 Projection
$522
Federal
2017-18 Estimate
$125
February 2018
$129.25
2016-17 CBEDS Eligible Partners
Less Admin Fee
2018-19 Projection
$125
49
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 9
Funding Rates/Rate Smoothing Pool
El Dorado Charter SELPA/ Funding Rates – Rate Smoothing Pool Page 2 of 3
Table 1
2017-18 BUDGET ASSUMPTIONS: State $514/CY P-2 ADA. The Rate Smoothing Pool has a sufficient balance to deliver the
originally budgeted rate of $514 but will require an additional $350K to do so.
Federal $129.25/PY Enrollment. This includes adjustments for eligible partners (e.g. LEAs with unspent funds in the prior year greater than 25% are not eligible, and some LEAs may opt out voluntarily).
2018-19 BUDGET ASSUMPTIONS: State Given rising inconsistency in the restoration of the deficit, a final deficit projection of
3.00% in February 2020 is projected, which implies a P-2 deficit in June 2019 of 3.16%. Applying this deficit projection and a 2.71% COLA yield a rate of $522 per P-2 ADA (see Table 2/Row 10).
Federal Projecting a $125 rate. Assumes no significant changes to federal grant dollars – base rate of $120 + $5 per CBEDS from partners not eligible to receive federal dollars due to unspent funds.
Table 2
2016-17 Deficit Progression Funded
1 100% 0.00% 516.93$
2 Feb-17 96.7027% 3.30% 499.89$ 507.00$
3 Jun-17 97.3259% 2.67% 503.11$ 507.00$
4 Feb-18 97.3730% 2.63% 503.35$ 507.00$
2017-18 Estimated
5 100% 0.00% 524.99$
6 Feb-18 96.8435% 3.16% 508.42$ 514.00$
7 Estimated Jun-18 97.3259% 2.67% 510.95$ 514.00$
8 Estimated Feb-19 97.3730% 2.63% 511.20$
1 Statewide Target Rate 540.99$
2 SELPA RS/PS Portion (16.00)$
3 Charter SELPA Member Rate 524.99$
4 2018-19 COLA 2.71%
5 Full Statewide Target Rate + COLA 555.65$
6 Full SELPA RS/PS Portion + COLA (16.43)$
7 Full Charter SELPA Member Rate + COLA 539.22$
8 2018-19 Estimated Deficit (P-2) -3.16% 538.09$
9 2018-19 SELPA PS/RS Portion (15.91)$
10 2018-19 Estimated Member Rate 522.00$
2018-19 Projected Rate
50
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 9
Funding Rates/Rate Smoothing Pool
El Dorado Charter SELPA/ Funding Rates – Rate Smoothing Pool Page 3 of 3
The Rate Smoothing Pool was budgeted to end the current year with a balance of $940K based on a 2.00% final deficit for 2016-17 (Table 3/Cell C10). However, the 2016-17 deficit was finalized at 2.63%. As a result, the pool is now expected to end the year at a balance of $56K (Table 3/Cell D10).
Assuming the 2016-17 deficit trends for 2017-18, a 2.63% final deficit would bring $42,600 in deficit restoral dollars to the pool in February 2019 (Table 3/Cell E2). Applying the deficit assumptions for 2018-19 from above, the pool would need to provide no dollars to fund a rate of $522. In fact, the pool would recover $39K, which is the difference between the funding rate of $522 and the calculated rate of $522.18 (Table 3/Cell E6). The ending balance of the pool is projected to be $138K (Table 3/Cell E10).
Table 3
RECOMMENDATION CEO Council action is requested to approve the following recommendation:
2017-18 The state funding rate is set at $514 before admin fee and set-aside for new charters using $952K from the Rate Smoothing Pool.
2018-19 The state funding rate is set at $522 before admin fee and set-aside for new charters. The deficit projection indicates no funds from the Rate Smoothing Pool will be needed. Deficit restoration for the past three years has been relatively consistent because of statewide property tax growth. Based on 2016-17, it appears that this consistency may not continue. Further, an economic recession impacting real property values decreasing tax revenues would negatively impact deficit restoration. As a result, SELPA leadership recommends a cautious approach to rate setting in the near term.
The final rates will be shared with the field immediately following the CEO Council meeting.
Charter SELPA
Rate Smoothing Pool 2016-17
2017-18
Projected
(October)
2017-18
Projected
(May)
2018-19
Projection
A B C D E
1 Prior Prior Year Deficit Restoration 255
2 Prior Year Deficit Restoration 625,917 564,000 31,849 42,600
3 Total Revenue 625,917 564,000 32,104 42,600
4 Prior Prior Year Rate Guarantee 1,210
5 Prior Year Rate Guarantee
6 Current Year Rate Guarantee 554,458 600,000 952,288 (39,060)
7 Total Expenditures 555,668 600,000 952,288 (39,060)
8 Income less Expenditures 70,249 (36,000) (920,184) 81,660
9 Beginning Balance 906,099 976,348 976,348 56,164
10 Ending Balance 976,348 940,348 56,164 137,824
51
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 10
SELPA Pool Update/Legal Risk Pool Recommendation
El Dorado Charter SELPA/ Pool Balance Update/Legal Risk Pool Recommendation Page 1 of 3
BACKGROUND CEO Council is presented with a SELPA Risk Pool update. This update covers the following:
Set-Aside Risk Pool
Low Incidence Pool
Legal Risk Pool
SET-ASIDE RISK POOL (TABLE 1) The current structure of the Set-Aside Risk Pool was established by CEO Council in 2016-17. The intent of the pool is to provide protection to the SELPA as a whole against potential SELPA funding losses resulting from the action of a member. Ongoing funding for the Set-Aside Risk Pool is generated from a one-time contribution from all new charters equal to $5/current year P-2 ADA. At P-1 certification in February, the projected current year revenue of $63.6K (Table 1/Cell D2) is slightly below the $74.5K projected in October and will be finalized at P-2 in June. Thus far in 2017-18, $12.4K (Table 1/Cell D6) has been needed from the pool. This is a negative prior year adjustment for a school closed in a bankruptcy, which was received in February. This adjustment was offset by $3.8K of funding which we were able to withhold prior to the closure. Per the Allocation Plan, this withheld funding was transferred to the Legal Risk Pool as revenue.
Table 1
Charter SELPA Set Aside Risk Pool2016-17
Close Fund
2016-17
New Pool
2017-18
Projected
A B C D
1 Contribution from Charters 271,521
2 Contribution from New Charters 92,844 63,642
3 Interest
4 One Time transfer from Legal Risk 200,000
5 Total Revenue - 564,365 63,642
6 Unrecoverable Revenues from Closed Schools 153 12,420
7 Return to charters 1,053,909
8 Interest return to charters 52,942
9 Interest transfer to Legal Risk Pool 1,913
10 Transfer to Legal Risk Pool 52,716
11 Total Expenditures 1,161,480 153 12,420
12 Income less Expenditures (1,161,480) 564,212 51,222
13 Beginning Balance 1,161,480 - 564,212
14 Ending Balance - 564,212 615,434
52
CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 10
SELPA Pool Update/Legal Risk Pool Recommendation
El Dorado Charter SELPA/ Pool Balance Update/Legal Risk Pool Recommendation Page 2 of 3
LOW INCIDENCE POOL (TABLE 2) The SELPA receives very little funding for low incidence materials and services (Table 2/Row 1). Annual growth of low incidence reimbursement claims makes guaranteeing a maximum reimbursement rate at the beginning of the year very difficult. For 2017-18, the final maximum reimbursement rate is not established until all known claims are submitted (May 1st). Last year’s maximum was set at $1,500 based on submitted claims.
Reimbursement claims for 2017-18 are currently projected to be $106K (Table 2/Cell D4) based on claims submitted by the May 1st deadline and last year’s $1,500 maximum. Once all claims are processed, the final 2017-18 maximum reimbursement will be established and announced to the field. Correspondingly, this expenditure number will be updated with actuals.
Table 2
LEGAL RISK POOL (TABLE 3) Funding for the Legal Risk Pool is generated from two sources:
1. Unspent current year state revenue from charters carrying over a large balance from the previous year (greater than 25% unspent). Typically, these are Charter SELPA partners that are in the early stages of building SpEd program capacity, or have unique populations characterized by low special education identification rates.
2. Funding held from charter partners that close operations and fail to submit documentation that would allow for release of the withheld funds. Per the Allocation Plan and SELPA policies, funding is held in circumstances where further distribution of special education funding would put those funds at risk.
In 2016-17, there was a significant influx of funding from closed charters (item #2 above) totaling $851K (Table 3/Cell C2). Most of that amount resulted from a mid-year decision to hold funding for one school, which subsequently closed as a result of a bankruptcy.
Charter SELPA Low Incidence Pool 2015-16 2016-17 2017-18
Projected
A B C D
1 Income 97,381$ 118,035$ 153,082$
2 PY Pending Claims 3,000$
3 Total Revenue 129,191$ 118,035$ 156,082$
4 Expenditures 112,933$ 109,232$ 106,163$
5 Pending Claims 3,000$
6 Total Expenditures 112,933$ 112,232$ 106,163$
7 Income less Expenditures 16,258$ 5,803$ 49,919$
8 Beg Balance (221)$ 16,036$ 21,839$
9 Ending Balance 16,036$ 21,839$ 71,758$
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CEO COUNCIL MEETING - MAY 24, 2018 ATTACHMENT 10
SELPA Pool Update/Legal Risk Pool Recommendation
El Dorado Charter SELPA/ Pool Balance Update/Legal Risk Pool Recommendation Page 3 of 3
Unspent funding representing revenue to the pool for 2017-18 is estimated at $229K (Table 3/Cell D1). Reimbursement claims for 2017-18 are projected to be $315K (Table 3/Cell D7) based on claims submitted by the May 1st deadline, which are in the process of being analyzed. This is a significant increase over last year’s $85.5K in reimbursements. Once claims are processed, this expenditure number will be updated with actuals. Given projected pool revenue and expenditures going forward, an operating balance of approximately $500K is reasonable. The ending balance for 2017-18 is currently projected in excess of $1M (Table 3/Cell D13). It is prudent that a recommendation for the use of the funds in excess of the needed operating balance to benefit SELPA partners be presented to CEO Council for implementation in the 2018-19 school year. The proposed recommendation appears below Table 3.
Table 3
RECOMMENDATION CEO Council action is requested to approve the following recommendation:
Transfer an amount above the projected Legal Risk Pool balance ($500K) to the Rate Smoothing Pool. The 2017-18 ending balance of the Legal Risk Pool after a transfer of $500K to the Rate Smoothing Pool (Table 3/Cell E8) is projected to be $560K (Table 3/Cell E13). This will build a reserve for future uncertainty around the state deficit and help offset balance reductions in the Rate Smoothing Pool as a result of:
Lower than anticipated restoral of the state funding deficit for 2016-17 (97.37% vs. 98.00%).
The increased Rate Smoothing Pool expenditures projected as a result of a higher than budgeted 2017-18 final deficit (2.63% vs. 2.00%).
Charter SELPA Legal Risk Pool 2015-16 2016-172017-18
Projected1
2017-18
Projected2
A B C D E
1 Transfer from Modified Funding/Reserve 145,392 167,776 229,371 229,371
2 Forfeited State Funds (30,406) 850,872
3 PY Adjustments to Modified Funding/Reserve
4 Transfer from Set Aside 6,426 52,716 - -
5 Transfer from Set Aside-Interest 962 1,913 - -
6 Total Revenue 122,374 1,073,277 229,371 229,371
7 Total Awards 44,121 85,544 315,000 315,000
8 Contribution to Rate Smoothing - 500,000
9 Contribution to New Set Aside 200,000 - -
10 Total Expenditures 44,121 285,544 315,000 815,000
11 Income Less Expenditures 78,253 787,733 (85,629) (585,629)
12 Beginning Balance 279,244 357,497 1,145,230 1,145,230
13 Ending Balance 357,497 1,145,230 1,059,601 559,601
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CEO COUNCIL COMMITTEE MEETING - MAY 24, 2018 ATTACHMENT 11
ORGANIZATION PARTNER DEFINITION REVIEW
El Dorado Charter SELPA/ Organization Partner Definition Review Page 1 of 2
ISSUE In September 2013, the CEO Council created two categories of partnership: Single Charter Partner and
Organization Partner. Over the past few years, some schools have shifted to organizational structures that do
not align with our current definition of an Organization Partner. We should update our definition to align with
current practices to maintain the benefits and efficiencies while sustaining appropriate levels of accountability.
The concept of a Single Charter Partner is straightforward and does not need to be the focus of our
consideration at this time.
BACKGROUND An organization is currently defined as a non-profit with one governing board over multiple charters or an
organization with one Chief Executive Officer position over multiple charters. 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.
CEO Policy 22 and the definition of an Organization Partner was created to support the replication of schools
that have demonstrated the capacity to meet CEO Council expectations, create economies of scale, encourage
collaboration between similar schools, and build support structures for schools. The primary advantages of
being identified as an Organization Partner are:
1. The review of expansion charters entering the Charter SELPA is abbreviated from a full review and is completed by the SELPA staff, rather than an exhaustive review process, which includes the Selection Committee.
2. The administrative fee calculation for an expansion charter is calculated at the Organization Partner rate, rather than beginning with a 6% fee and reducing over time with demonstration of capacity. For most charters joining under the expansion basis of an organization partner, this currently means that they enter the Charter SELPA at a 4% fee level.
3. The Allocation Plan also allows for a re-allocation of funds potential for Organization Partners.
Numerous Organization Partners have created leadership structures that diffuse leadership to local schools or
regions while concurrently contracting with a non-public entity responsible for providing a range of
administrative services to the school. Therefore, we want to ensure that we are not penalizing entities that are
creating a shared leadership model that recognizes local control. At the same time, it is essential that we avoid
too flexible of a definition that would allow for charters to loosely connect with a current member to reap the
benefits of an Organization Partner without any accountability or actual oversight being applied from the
current Organization Partner.
RECOMMENDATION Charter SELPA administration will facilitate a discussion at the May 2018 CEO Council meeting to solicit input to
achieve the following:
1. Refine the definition of Organization Partner to account for diverse governance, administrative and operational structures.
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CEO COUNCIL COMMITTEE MEETING - MAY 24, 2018 ATTACHMENT 11
ORGANIZATION PARTNER DEFINITION REVIEW
El Dorado Charter SELPA/ Organization Partner Definition Review Page 2 of 2
2. Develop administrative regulations to ensure that fiscal liabilities resulting from an unplanned schoolclosure are not shifted from the Organization Partner to the Charter SELPA (i.e., the Set-Aside Risk Pool).
3. Add language to CEO Policy 22, regarding the simplified application process, to allow the Charter SELPAto request additional information to complete a more comprehensive review before approving anexpansion application, and ensure that the expansion application is appropriate with an OrganizationPartner.
Proposed changes to Policies and/or Administrative Regulations would be presented for adoption at the October
2018 CEO Council meeting.
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