WASHOE COUNTY SCHOOL DISTRICT MEETING OF THE COUNCIL ON FAMILY ENGAGEMENT

February 25, 2016 4:00 p.m. to 5:30 p.m.

WCSD – Riggins Building North Star Orientation Room 5450 Riggins Court, Suite #5

Reno, Nevada 89502

AGENDA

Childcare is free but must be reserved. Please RSVP for childcare by February 22nd.

1. OPENING ITEMS

1.01 Call to Order - 4:00 P.M.

1.02 Public Comment*

1.03 Action to Adopt the Agenda (For Possible Action) – Please Note:

Items on this agenda may be taken out of order;

The Public Body may combine two or more agenda items for consideration; and

The Public Body may remove an item from the agenda or delay discussion relating to

an item on the agenda at any time.

1.04 Introductions - 5 Minutes

2. PRESENTATION, DISCUSSION AND ACTION ITEMS

Public comment: any individual may address the public body concerning any item listed below.

A completed “Citizen’s Right to Speak” card must be submitted to the public body at the

meeting. During the discussion of each item on the agenda, the Chair will invite the individual

to come forward to speak. Individuals are limited to three minutes per item.

2.01 Approval of Minutes of the COFE Meeting of November 19, 2015 (For Possible Action)

2.02 Presentation of the Treasurer’s Report for February 2016 (For Discussion Only)

2.03 Presentation and Discussion of new FERPA regulations - 30 minutes – Presented by Bryn

Lapenta, Senior Director, Student Accounting (For Discussion Only)

2.04 Presentation and Discussion of Draft COFE Bylaws and Committee Rules of Procedure. At a future meeting, the final draft Bylaws will be submitted to the WCSD Board of Trustees

for approval and adoption – 45 minutes (For Discussion Only)

3. CLOSING ITEMS

3.01 ANNOUNCEMENT OF NEXT MEETING – Thursday, March 17th 2016. Location: 5450

Riggins Court, Suite #5, Reno, NV 89502. Room: North Star Orientation Room.

3.02 PUBLIC COMMENT*

3.03 ADJOURNMENT

*PUBLIC COMMENT: Comments from the public are invited at this time on topics not specifically addressed

elsewhere in the agenda. The committee is precluded from discussing or acting on items raised by Public

Comment, which are not already on the agenda. The Committee may impose reasonable restrictions on

the format allowed for public comment. Written comments submitted for public comment may be submitted

to the Committee and will be attached to the minutes of the meeting.

Council on Family Engagement Meeting Agenda January 21, 2016

2

Members of the public wishing to request supporting materials for this meeting or who are disabled and

require special accommodations at the meeting should contact Jessenia Segura, Administrative Secretary for Family School Partnerships. Mrs. Segura can be contacted in writing at 5450 Riggins Ct. Suite #5, Reno

Nevada 89502 or by telephone at 775-789-4680.

This agenda and supporting materials, when appropriate, have been posted at the following locations:

www.washoeschools.net

State of Nevada website (notice.nv.gov)

Washoe County School District Central Administrative Building

Washoe County Administration Building

Washoe County Courthouse

Reno City Hall

Sparks City Hall

Sparks Library

Pyramid Lake Paiute Tribe Administration Building

Reno Sparks Indian Colony Administrative Office

Telephone (775) 789-4680 Fax (775) 689-2529

Email: cofe@washoeschools.net

COFE Vision Statement: In order to improve academic achievement, all Washoe County schools will actively solicit and welcome family engagement both at home and school.

COFE Mission Statement: We believe that community and Family Engagement is essential to achieve the goal of every child, by name and face, to graduation. The Council on Family Engagement develops and implements activities and policies in alignment to the strategic plan to increase community and family participation and advocacy in the education of all students in the Washoe County School District.

Visión Del Consejo: Todas las escuelas del Distrito Escolar del Condado de Washoe activamente solicitarían y darán la bienvenida al compromiso del enlace familiar en la escuela y el hogar con el fin de mejorar el rendimiento académico.

Misión del Consejo: Nosotros creemos que la comunidad y el enlace familiar es esencial para lograr las metas de cada estudiante, por nombre y rostro, hacia la graduación. El consejo de involucramiento de Padres desarrolla e implementa actividades y pólizas en lineamiento con el Plan Estratégico para incrementar el compromiso y la participación de la comunidad y familias en la educación para todos los estudiantes en el Distrito Escolar del Condado de Washoe.

Administrative Procedure 1233

COUNCIL ON FAMILY ENGAGEMENT

OPERATING PROCEDURES

Responsible: Department of Family-School Partnerships

PURPOSE

This administrative procedure shall establish the bylaws and operating procedures of the Council on Family Engagement (“COFE”) a committee of the Board of Trustees of the Washoe County School District (“District”).

PROCEDURE

1. Article I: Name

a. The name of this committee is the Washoe County School District Council on Family Engagement.

2. Article II: Purpose

a. COFE shall:

i. Enhance and increase the District’s Family Engagement as it relates to positive student academic achievement.

ii. Support the implementation of the District’s policy on Family Engagement.

iii. Function as the advisory council in the area of Family Engagement to the District’s Board of Trustees.

iv. Promote awareness of the six standards of the PIISP within the District and within the community at large.

v. Contribute suggestions concerning long-range establishment of the District’s goals and objectives. COFE shall have input in establishing policies, priorities, and evaluation of Family Engagement programs and activities.

vi. Provide a forum for the coordination of Family Engagement efforts throughout the District.

3. Article III: Membership

a. Composition

i. Membership of the COFE shall consist of parents, representatives of the community, and educators, as specified in the addendum. The COFE shall have a total of eighteen (18) members.

Superintendent Designee (1) Child and Family Services (1) Title I Department (1)

Washoe Education Support Professionals (1) PTA (1)

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Washoe Education Association (1) Washoe School Principals Association(1) Parent Involvement Facilitator (1)

Higher Education Parent Representative – Early Childhood Community Based

(1)

Head Start Business (3) Community At-Large (4) Parent Representatives

o Elementary (3) o Middle (3) o High (3) o Early Childhood from WCSD (1) o Parent/WCSD Employees (2)

b. COFE appointed members of the COFE shall be the individual holding the specific position or his/her designee. If a permanent designee is appointed for the year, he/she shall have voting rights.

c. Each member of the COFE is a voting member.

d. Applicants shall submit an application for membership to the Nominating Committee no later than February 15th of each year. The Nominating Committee shall present a slate of proposed members of the COFE during the regularly scheduled March COFE meeting. Election of new members shall be held during the regularly scheduled May COFE meeting.

e. A term of membership shall be two (2) years, commencing on August 1st and ending July 31st. Members who wish to serve a second term shall submit a new application to the Nominating Committee by March 31st. No member may serve for more than two (2) consecutive two-year terms without at least a one year break in service.

i. The executive committee has the authority to retain, for a minimum of one year, members who have reached their term limits and have expressed that they would like to continue to participate with the COFE if it is in the best interests of the COFE.

f. Members who cannot complete their term on the COFE should submit a letter of resignation to the Executive Committee. Upon acceptance of the letter of resignation, the Executive Committee shall direct the Nominating Committee to recommend a replacement for approval by the COFE to fulfill the balance of the term.

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g. The COFE shall strive to be representative of the diverse nature of the WCSD. Factors to be considered for membership shall include, but are not limited to: (1) geographic representation; (2) ethnicity; (3) socio-economic status; (4) gender; and (5) extent of parent involvement experience.

h. District employees are not eligible to serve on the COFE, except in the two positions specifically designated for parent/district employees.

4. Article IV: Officers and Duties

a. The officers of the COFE shall be Chairperson, Vice-Chairperson, Secretary-Treasurer, Immediate Past Chair, and the Superintendent’s Designee.

b. All officers must be members of the COFE.

c. The Chairperson shall:

i. be responsible for the general planning for and supervising of activities of the COFE;

ii. approve the agendas of the meetings of the COFE

iii. preside over all meetings of the COFE

d. The Vice-Chairperson shall:

i. Preside in the absence of the Chairperson.

ii. Discharge any duties delegated by the Chairperson or as directed by the COFE.

iii. Succeed to Chairperson in the event that the Chairperson is unable to serve.

e. The Secretary-Treasurer shall ensure that:

i. Notice of all meetings is given.

ii. Attendance records and minutes for all meetings are kept.

iii. Records of all correspondence of the COFE are kept.

iv. There is a current roster of COFE members and their term of membership.

v. Accurate financial records are kept.

f. The Immediate Past Chair shall:

i. Ensure continuity of projects from one year to the next.

ii. Advise the current Officers as necessary.

g. The Superintendent’s Designee shall:

i. Advise the committee on the Superintendent’s goals

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ii. Advise the committee on information happening in the School District that concerns the Council.

iii. Report to the Superintendent the happenings of the Council.

5. Article V: Nomination, Election and Removal of Officers

i. The term of office shall be from August 1st to July 31st and shall be for one (1) year. Officers may be re-elected for one additional term.

ii. The Nominating Committee shall present a slate of officers at the regularly scheduled March meeting. Additional nominees shall be accepted from the floor at the March meeting after which nominations shall close.

iii. Notice of elections at the regularly scheduled May meeting shall be given during the regularly scheduled March meeting.

iv. Election of officers shall be held during the regularly scheduled May meeting.

v. All nominees shall be present at the scheduled meeting on the day of the election to accept the nomination or shall submit a written statement accepting the nomination.

vi. If there is more than one candidate for any position, election shall be by written secret ballot. Otherwise, election may be by acclamation.

vii. An officer may be removed for just cause at any time by a two-thirds (2/3) vote of the COFE.

viii. A vacancy in an officer’s position, due to resignation or removal, shall be filled by the Executive Committee and approved by the COFE.

6. Article VI: Committees and Subcommittees

a. Ad Hoc Committees shall be formed and dissolved as needed by the COFE.

b. The Chairperson or Co-Chairpersons of any ad hoc or sub-committee shall be appointed by the Chairperson of the COFE. The Chairperson(s) shall be a member of the COFE.

c. Membership of an ad hoc or sub-committee shall include any COFE members who wish to serve on the Committee and non-COFE members who shall be appointed by the Chairperson of the Committee.

d. Standing Sub-committees

a. Nominating Committee

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i. The Nominating Committee shall consist of no less than three (3) nor more than five (5) members appointed by the Chairperson and approved by the COFE no later than February of the year their term shall commence.

ii. The terms of each member shall be one (1) year from March 1st until February 28th. Members of the Nominating Committee may be reappointed to serve successive one (1) year terms.

iii. The duties of the Nominating Committee shall be to:

1. Present a slate of proposed COFE members at the regularly scheduled March COFE meeting for election at the regularly May COFE meeting.

2. Nominate individuals for election to complete the term of any members who resign or are removed from the COFE.

3. Present a slate of officers during the regularly scheduled March meeting.

7. Article IX: Quorum

a. A majority (51%) or 10 of the 18 voting members of the Council shall constitute a quorum of the Council for the transaction of business at regularly scheduled meetings.

b. There shall be no proxy votes or absentee ballots.

c. In accordance with state law, members may be present by means of electronic communication (i.e. speakerphone).

8. Article X: Meetings:

a. No fewer than six (6) regularly scheduled meetings shall be held from August 1st to July 31st of each year. The Chairperson shall establish a calendar of regularly scheduled meetings in conjunction with the District’s staff liaison.

b. Special meetings of the COFE shall be at the discretion of and be convened by the Chairperson. Notices of special meetings shall be sent to the COFE members not less than seven (7) days before the meeting date, stating place, day and hour of the meeting and the purpose for which the meeting is called, and no other business shall be transacted at the meeting.

c. Each member of the COFE shall have one vote.

9. Article XI: Attendance

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a. Attendance records of all COFE members shall be reviewed by the chairperson on a regular basis. The Chairperson may recommend removal of any member having three (3) or more absences to the COFE during one (1) Council year or for failure to participate on a committee.

10. Article XII: General

a. Parliamentary Authority

i. Robert’s Rules of Order Newly Revised shall be the parliamentary authority for all matters not specifically addressed by these Bylaws or other governing documents of the District.

a. A vote will be called as to what recommendation will go forward to the Board of Trustees. All votes will be final.

b. The committee shall be dissolved upon completion of its charge or by action of the Board of Trustees. Ad Hoc and/or sub-committees shall be formed and dissolved as needed by the COFE or by action of the Board of Trustees.

c. The Board of Trustees may not delegate the responsibility for final decisions to a committee, because such decisions must, by state law, rest with the Board of Trustees. Committees are not empowered to perform management functions.

DESIRED OUTCOMES

1. This Administrative Procedure outlines a process for calendar recommendations to be brought forward to the Board of Trustees.

IMPLEMENTATION GUIDELINES & ASSOCIATED DOCUMENTS

1. This Administrative Procedure reflects the goals of the District’s Strategic Plan.

2. This administrative procedure aligns and complies with the governing documents of the District, to include:

a. Board Policy 5036.1, Family Engagement

b. Board Policy 9100, Committees of the Board of Trustees

3. This policy complies with Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC), to include:

a. Chapter NRS 241, Meetings of Public Bodies,

REVIEW AND REPORTING

1. All administrative procedures will be reviewed annually for changes to policy by their department administrator.

2. Accompanying documents will be reviewed annually.

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3. All administrative procedures will be reviewed and updated in July of odd year for changes to law by their department administrator.

REVISION HISTORY

Date Revision Modification

TBA 1.0 Adopted under the newly formed Council on Family Engagement

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