AGENDA CEO COUNCIL MEETING - Charter SELPA...2018/10/10 · Jen Parker Jessica Takacs Kate Hewett...
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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) 9:20 am 1. Housekeeping/Procedural Announcements 9:30 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, October 11, 2018 Charter SELPA CEO Council Meeting Sacramento Endowment Center 1414 K Street, Suite 100 / Sacramento, CA 9:30 a.m. to 12:30 p.m. CEO Council Meeting 12:30 p.m. to 1:00 p.m. Hosted Lunch 1
Transcript of AGENDA CEO COUNCIL MEETING - Charter SELPA...2018/10/10 · Jen Parker Jessica Takacs Kate Hewett...
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)
9:20 am 1. Housekeeping/Procedural Announcements
9:30 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, October 11, 2018
Charter SELPA CEO Council Meeting Sacramento Endowment Center 1414 K Street, Suite 100 / Sacramento, CA
9:30 a.m. to 12:30 p.m. CEO Council Meeting
12:30 p.m. to 1:00 p.m. Hosted Lunch
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El Dorado Charter SELPA CEO Council Meeting October 11, 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 May 24, 2018 The May 24, 2018 CEO Council Meeting Minutes are presented as Attachment 6.1.
END OF CONSENT AGENDA
7. REPORTS – NO ACTION REQUIRED
7.1 Minutes of Executive Committee Meeting Held September 13, 2018 The Minutes of the September 13, 2018 Executive Committee Meeting are presented as Attachment 7.1.
7.2 Review of Executive Committee Membership/Meeting Dates A review of the current membership of the committee will take 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 2017-18: Mary Searcy Bixby, Altus Schools Lynne Alipio, Altus 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 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 2018-19 and will ask for additional volunteers to become members. An informational flyer with the 2018/19 meeting dates is included as Attachment 7.2.
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El Dorado Charter SELPA CEO Council Meeting October 11, 2018 Agenda Page -3-
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 2018 recognition is for those partners who have achieved five years, and not been previously recognized:
• Gateway Community Charters• Temecula Preparatory School• Imagine Schools• Life Source International Charter• Lighthouse Community Public Schools• Oxford Preparatory Academy• San Diego Global Vision Academies• Westlake Charter Schools• Capitol Collegiate Academy• City Heights Preparatory Charter• Dr. Lewis Dolphin Stallworth Sr. Charter• Gateway College and Career Academy• Iftin Charter• Innovations Academy• Museum• Old Town Academy K-8 Charter• Samueli Academy• Summit Leadership Academy - High Desert
7.4 Leadership Academy/Teacher Academies/Para-Educator Academies The Leadership Academy, a unique professional development program for charter school special education and aspiring leaders, will be held July 22nd – 26th, 2019 at the Downtown Embassy Suites in Sacramento. Registration information will be available in April, 2019.
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 2019. Registration information would be available in Spring, 2019.
Multiple Para-Educator Academies, one day professional learning opportunities designed for both new and experienced para-educators, will be held regionally in the Fall of 2018 and Spring of 2019. Registration information is currently available through the Professional Learning Catalog, available on the Charter SELPA website.
7.5 Special Education Symposium The Special Education Symposium will take place Thursday, February 21, 2019 at the Doubletree by Hilton San Diego Mission Valley Hotel. Registration information will be available in late fall.
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7.6 Fiscal Report
CEO Council will be updated on fiscal results for the 2017-18 year. Please see Attachment 7.6, entitled “Fiscal Report: 2017-18 Year End & 2018-19 Budget”, for this fiscal update.
7.7 Educationally Related Mental Health Services (ERMHS) Report
CEO Council will be updated on the 2018-19 ERMHS budget to assure a transparent and
predictable level of funding for Charter SELPA partners. Please see Attachment 7.7, entitled “ERMHS Report: 2017-18 Year End & 2018-19 Budget”, for this update.
INDIVIDUAL ITEMS REQUIRING CEO COUNCIL ACTION
8. Organization Partner Definition – Revise Allocation Plan and Charter SELPA Policy 22
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. CEO Council is presented with a recommendation to refine our definition to align with
current practices to maintain the benefits and efficiencies while sustaining appropriate levels of
accountability, a recommendation to revise the Partner Definition in the Charter SELPA
Allocation Plan, and a recommendation to revise Charter SELPA Policy No. 22 to reflect these
revisions.
8.1 Charter SELPA Organization Partner Definition Review
Included as Attachment 8.1 is a document summarizing the recommended revisions to the definition of Organization Partner in the Charter SELPA.
8.2 Allocation Plan Update – Partner Definition
Included as Attachment 8.2 is a document highlighting the recommended revisions to the Partner Definition section of the Allocation Plan.
8.3 Revise Charter SELPA Policy No. 22
Included as Attachment 8.3 is a document highlighting the recommended revisions to Charter SELPA CEO Policy and Administrative Regulation Nos. 22, Admission of Local Education Agencies to the El Dorado Charter SELPA.
9. Level 2 ERMHS Formula – Allocation Plan Revision
The current Level 2 ERMHS funding formula has been in place for a number of years and has
proven effective in the management of the overall ERHMS budget. The ADA component of the
three component formula ($250 x Current Year P-2 ADA) delays a timely determination of a
SELPA partner’s Level 2 ERHMS funding eligibility and has proven to offer minimal if any,
budget control. CEO Council is presented with an Allocation Plan change to remove the ADA
component from the Level 2 ERMHS funding formula. Details and recommendations are
included in Attachment 9, entitled “Level 2 ERMHS Formula.”
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El Dorado Charter SELPA CEO Council Meeting October 11, 2018 Agenda Page -5-
10. Federal Funding – Allocation Plan Revision
Recent actions by CDE necessitate additional Allocation Plan language to clarify that eligibility
for federal funding is dependent upon the inclusion of a partner’s prior year enrollment in the
CDE federal grant calculation. CEO Council is presented with an Allocation Plan change to add
the necessary language. Details and recommendations are included in Attachment 10, entitled
“Federal Funding.”
11. Unspent Funds – Allocation Plan Revision
While the current unspent funds policy provides control over the buildup of excessive special
education funding reserves, the language of the policy reduces needed funding for some SELPA
partners. CEO Council is presented with an Allocation Plan change to establish more permissive
language in the unspent funds section. Details and recommendations are included in
Attachment 11, entitled “Unspent Funds Policy”.
12. SELPA LEAD Agency – Affirmation of Support - Resolution
The California Collaborative for Educational Excellence (CCEE) and the California Departmentof Education (CDE) are in the process of selecting "Lead" entities to serve in key roles within theStatewide System of Support, which serves as a safety net to help charter schools improvestudent outcomes. The El Dorado Charter SELPA is interested in pursuing these opportunities.
Details and the resolution required are included in Attachment 12, entitled “SELPA LEAD
Agency Grant Resolution.”
END OF ACTION ITEMS
SELPA ADMINISTRATION ITEMS
13. Membership Application ProcessThe Charter SELPA is refining the membership application process to enhance the screeningcriteria by which the quality of a charter school is determined and to thoughtfully managefuture growth. We will continue to offer the expedited application process for SBE approvedcharter schools and expansion schools of existing Charter SELPA partners in good standing.Details of the revised application process are included in Attachment 13, entitled “CharterSELPA Membership Application Process.”
14. SELPA Leadership Report
15. Future Agenda Items
16. Meeting DateThe next regularly scheduled meeting of the Charter SELPA CEO Council will be held on May23rd, 2019 at the Doubletree by Hilton San Diego Mission Valley Hotel.
12:30 pm 17. Adjournment
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142C
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Exec
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Exec
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Exec
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CEO
CEO
Kat
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22324Ex
ecu
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8
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per
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cip
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har
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1
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1
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/Pri
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Mar
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42
Envi
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Edu
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Elem
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on
, In
c.
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Po
pu
lar
del
Pu
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23
Fort
un
e
Gat
eway
Co
mm
un
ity
Ch
arte
rs
7 3
ATT
AC
HM
ENT
TO A
GEN
DA
9
Sacr
amen
to A
cad
emic
an
d V
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dem
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SD
Sacr
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d V
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dem
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ra S
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Jan
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Exec
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1
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Ber
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avid
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1
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ard
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ity
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ama
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ings
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no
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rist
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glen
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ille
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arte
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sid
ent/
CEO
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ten
den
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ten
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ho
ols
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uti
ve D
irec
tor
Cin
dy
Pet
erse
n
Den
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Bu
rch
ett
Kev
in H
um
ph
rey
Daw
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son
6
Imag
ine
Sch
oo
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sid
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ou
nty
224G
atew
ay C
om
mu
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har
ters
Go
rman
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rnin
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r, In
c.
Gu
ajo
me
Sch
oo
ls
Exec
uti
ve D
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tor
iLEA
D C
har
ter
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ls
Imag
ine
Sch
oo
ls
Inge
niu
m S
cho
ols
31
Insp
ire
Ch
arte
r Sc
ho
ols
Nic
k N
ich
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CEO
8A
TTA
CH
MEN
T TO
AG
END
A
10
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ire
Ch
arte
r
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ire
Ch
arte
r Sc
ho
ol -
Cen
tral
Insp
ire
Ch
arte
r Sc
ho
ol -
Ker
n
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Ch
arte
r Sc
ho
ol -
No
rth
Insp
ire
Ch
arte
r Sc
ho
ol -
So
uth
Pac
ific
Co
ast
Aca
dem
y
Win
ship
Co
mm
un
ity
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ctu
s A
cad
emy
of
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vict
us
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dem
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xecu
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n A
dam
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cad
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h P
hill
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-CEO
/Sch
ola
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tor
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dam
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cad
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ills
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aks
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har
ter
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cad
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Dir
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r1
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od
Ch
arte
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od
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arte
r Sc
ho
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Ale
xa G
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lan
dEx
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Dir
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r1
Kei
ller
Lead
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cad
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Kei
ller
Lead
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cad
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Joel
Ch
rist
man
Exec
uti
ve D
irec
tor
1
KEY
Ed
uca
tio
nal
Gro
up
Kn
ow
led
ge E
nlig
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ns
You
(K
EY)
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dem
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astr
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sEx
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Dir
ecto
r1
Kin
etic
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dem
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ic A
cad
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Bre
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tiEx
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Dir
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r1
Kin
g-C
hav
ez A
cad
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of
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g-C
hav
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dem
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g-C
hav
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thle
tics
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dem
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g-C
hav
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om
mu
nit
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igh
Kin
g-C
hav
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rep
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Aca
dem
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Kin
g-C
hav
ez P
rim
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Aca
dem
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KIP
P B
ayvi
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cad
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KIP
P B
ayvi
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lem
enta
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KIP
P B
rid
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cad
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KIP
P E
xcel
enci
a C
om
mu
nit
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rep
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KIP
P H
eart
wo
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Aca
dem
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KIP
P H
erit
age
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dem
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KIP
P K
ing
Co
llegi
ate
Hig
h
KIP
P N
avig
ate
Co
llege
Pre
p
Kip
p P
rize
Pre
par
ato
ry A
cad
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KIP
P S
an F
ran
cisc
o B
ay A
cad
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KIP
P S
an F
ran
cisc
o C
olle
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rep
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KIP
P S
an J
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Co
llegi
ate
KIP
P S
um
mit
Aca
dem
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KIP
P A
cad
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of
Op
po
rtu
nit
y
CEO
Exec
uti
ve D
irec
tor
CEO
Exec
uti
ve D
irec
tor
9
Joh
n A
dam
s, In
c.
Julia
n C
har
ter
Sch
oo
l, In
c.
Kin
g-C
hav
ez
KIP
P B
ay A
rea
Pu
blic
Sch
oo
ls
KIP
P L
A S
cho
ols
133
Hea
ther
Bro
wn
Co
-CEO
/Hea
dm
aste
r
63Je
nn
ifer
Cau
zza
Tim
Wo
lf
Bet
h S
utk
us-
Tho
mp
son
Mar
cia
Aar
on
Insp
ire
Ch
arte
r Sc
ho
ols
Nic
k N
ich
ols
CEO
8
ATT
AC
HM
ENT
TO A
GEN
DA
11
KIP
P C
om
ien
za C
om
mu
nit
y P
rep
KIP
P C
om
pto
n C
om
mu
nit
y
KIP
P C
ora
zon
Aca
dem
y
KIP
P Il
um
inar
Aca
dem
y
KIP
P P
rom
esa
Pre
p
KIP
P R
aice
s A
cad
emy
KIP
P S
cho
lar
Aca
dem
y
KIP
P S
ol A
cad
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KIP
P S
an D
iego
KIP
P A
del
ante
Pre
par
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ry A
cad
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Alli
son
Oh
leEx
ecu
tive
Dir
ecto
r1
Lead
ersh
ip P
ub
lic S
cho
ols
: Hay
war
d
Lead
ersh
ip P
ub
lic S
cho
ols
: Ric
hm
on
d
LPS
Oak
lan
d R
& D
Cam
pu
s
Alt
a V
ista
Inn
ova
tio
n H
igh
Pat
Hill
VP
of
Stu
den
t Se
rvic
es
Am
bas
sad
or
Ph
illip
V. S
anch
ez II
Pu
blic
Ch
arte
rSt
eve
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cke
Sr. V
P o
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uca
tio
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telo
pe
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ley
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nin
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cad
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Ass
ura
nce
Lea
rnin
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cad
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Cre
scen
t V
alle
y P
ub
lic C
har
ter
II
Cre
scen
t V
iew
So
uth
II
Cre
scen
t V
iew
Wes
t P
ub
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har
ter
Des
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San
ds
Ch
arte
r
Die
go H
ills
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tral
Pu
blic
Ch
arte
r
Die
go V
alle
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st P
ub
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har
ter
Kin
gs V
alle
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cad
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II
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con
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rnin
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cad
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Mis
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cad
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Mis
sio
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Pu
blic
Ora
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Co
un
ty W
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forc
e In
no
vati
on
Hig
h
Pas
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ran
de
Ch
arte
r
San
Die
go W
ork
forc
e In
no
vati
on
Hig
h
Vis
ta N
ort
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ub
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har
ter
Vis
ta R
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har
ter
Hig
h
Lear
nin
g C
ho
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Aca
dem
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Lear
nin
g C
ho
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Aca
dem
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Ch
ula
Vis
ta
Life
So
urc
e In
tern
atio
nal
Ch
arte
rLi
fe S
ou
rce
Inte
rnat
ion
al C
har
ter
Deb
erae
Cu
lpep
per
Exec
uti
ve D
irec
tor
1
Life
line
Edu
cati
on
Ch
arte
r Sc
ho
ol
Life
line
Edu
cati
on
Ch
arte
rP
aula
DeG
roat
Dir
ecto
r1
Ligh
tho
use
Co
mm
un
ity
Ch
arte
r
Ligh
tho
use
Co
mm
un
ity
Ch
arte
r H
igh
Lod
esta
r: A
Lig
hth
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se C
om
mu
nit
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har
ter
Pu
blic
MA
AC
Co
mm
un
ity
Ch
arte
r Sc
ho
ol
MA
AC
Co
mm
un
ity
Ch
arte
rA
rnu
lfo
Man
riq
uez
Pre
sid
ent/
CEO
1
Deb
i Go
od
ing
Jen
na
Stau
ffer
CEO
CEO
CEO
239
Exec
uti
ve D
irec
tor
KIP
P L
A S
cho
ols
3
Lead
ersh
ip P
ub
lic S
cho
ols
Lear
nin
g C
ho
ice
Aca
dem
y
Ligh
tho
use
Co
mm
un
ity
Pu
blic
Sch
oo
ls
Mar
cia
Aar
on
Lou
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Bay
Wat
ers
Lear
n 4
Lif
e1
9
ATT
AC
HM
ENT
TO A
GEN
DA
12
Mag
no
lia S
cien
ce A
cad
emy
Mag
no
lia S
cien
ce A
cad
emy
2
Mag
no
lia S
cien
ce A
cad
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3
Mag
no
lia S
cien
ce A
cad
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5
Mag
no
lia S
cien
ce A
cad
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San
Die
go
Mag
no
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cien
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cad
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San
ta A
na
McG
ill S
cho
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f Su
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cGill
Sch
oo
l of
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Kim
ber
ly L
op
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rin
cip
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sio
n P
rep
arat
ory
Mis
sio
n P
rep
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ory
Kri
stin
e M
acD
on
ald
Exec
uti
ve D
irec
tor
1
Mu
seu
mM
use
um
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1
Nat
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1
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ve D
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niv
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ATT
AC
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13
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Exec
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ve D
irec
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1
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Exec
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ve D
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tor
1
Pea
k to
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ter
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Exec
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1
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1
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Exec
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Wen
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Exec
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1
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Exec
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1
Exec
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ENT
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14
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ho
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1
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Exec
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1
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and
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Exec
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ve D
irec
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1
Sem
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So
cied
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mec
ac In
tern
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Un
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Pre
par
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mer
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Mar
cos
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Exec
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ve D
irec
tor
1
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sto
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mit
h
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bin
Sto
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atts
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/Exe
cuti
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Exec
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5
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3
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Edu
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2
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AC
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15
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on
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1
Sum
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mal
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rise
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idd
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1
Tem
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tern
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Aca
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mec
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Exec
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tor
1
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Lan
guag
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cad
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of
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age
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dem
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f Sa
cram
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ard
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on
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pal
1
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dem
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har
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Exec
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3
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Sum
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Exec
uti
ve D
irec
tor
23
Sup
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ten
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16
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nu
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The
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dis
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cad
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17
ATTACHMENT 6.1
MINUTES – CEO COUNCIL MEETING – May 24, 2018
El Dorado Charter SELPA CEO Council Members A complete list of CEO Council Members present in person or online
is available upon request to Kathleen Hall at [email protected].
1. Housekeeping/Procedural Announcements
2. Call to OrderThe meeting was called to order at 10:09 a.m. at the DoubleTree Mission Valley in San Diego, California,by David Toston, Associate Superintendent, El Dorado County Office of Education/SELPA Programs.
3. Approval of AgendaMotion to approve the agenda as presented was made by member Lynne Alipio and seconded by memberCameron Curry. 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 10:10 a.m. and, with no public comment, closed at 10:10 a.m.
5. Welcome/Introductions5.1 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 ActionItems included on the Consent Agenda were approved as presented by one motion, with no CEO Councilmember requesting a 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 were presented as Attachment 6.1.
6.2 Approval of Proposed Meeting Schedules The following meeting schedules were proposed for the 2018/19 year:
Thursday, May 24, 2018
Charter SELPA CEO Council Meeting DoubleTree Mission Valley in San Diego 7450 Hazard Center Drive / San Diego, CA
UNADOPTED MINUTES
18
El Dorado Charter SELPA CEO Council Meeting ATTACHMENT 6.1
May 24, 2018 Minutes – Unadopted Page -2-
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 to be held via Zoom videoconferencing platform
Thursday, January 17, 2019 10:00 a.m. to 11:30 p.m. Meeting to be held via Zoom videoconferencing platform
Thursday, March 7, 2019 10:00 a.m. to 11:30 a.m. Meeting to be held via Zoom videoconferencing platform
Thursday, May 9, 2019 10:00 a.m. to 11:30 a.m. Meeting to be 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.
A motion to approve the consent agenda items as presented was made by member JJ Lewis and seconded by member DiAnne McClanahan. There was no discussion, all approved and the motion carried.
END OF CONSENT AGENDA
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 were 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 were presented as Attachment 7.2.
19
El Dorado Charter SELPA CEO Council Meeting ATTACHMENT 6.1
May 24, 2018 Minutes – Unadopted Page -3-
7.3 Minutes of Executive Committee Meeting Held March 8, 2018 The Minutes of the March 8, 2018 Executive Committee Meeting were 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 were presented as Attachment 7.4.
7.5 Charter SELPA Membership David Toston briefly reviewed the general application process and timelines the SELPA is required to follow per CDE.
7.5.1 Current Members A list of the current 2017-18 members of the El Dorado Charter SELPA was 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 was presented as Attachment 7.5.2.
If was requested that if any school was anticipating any school closures, please notify the Charter SELPA as soon as possible.
7.6 Financial Update An Executive Summary – Financial Update was included as Attachment 7.6. The details in this financial update were communicated to charter fiscal contacts and were posted on the Charter SELPA website.
Included in the summary were the current rates, cash flow update, ACH Automatic Check Deposit, Admin Fee and Cash Advance options.
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 was included as Attachment 7.7.
The annual report on oversight was presented. Oversight also helps to identify patterns and potential training needs of a school.
7.8 Educationally Related Mental Health Services (ERMHS) Budget Update CEO Council is 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.
Bob Steponovich and David Toston reviewed the ERMHS Funding Update and shared that the information has already been communicated with the field.
20
El Dorado Charter SELPA CEO Council Meeting ATTACHMENT 6.1
May 24, 2018 Minutes – Unadopted Page -4-
INDIVIDUAL ITEMS REQUIRING CEO COUNCIL ACTION
8. Annual Budget and Service Plans – 2018/19The 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. A copy ofthe Budget Plan and the recommendation for approval of the Annual Budget and Service Plansfor 2018/19 was included in Attachment 8.
Per Ed Code, we are required to prepare a budget and service plan. No follow up activity is expected from CDE once we submit the plans.
David Toston opened the public hearing at 11:05 a.m. and, with no public comment, closed the public hearing at 11:06 a.m. A motion to approve the Annual Budget and Service Plan for 2018-19 as presented was made by member Steve Lewis and seconded by member Margaret Johnson. There was no discussion, all approved and the motion carried.
9. Funding Rates/Rate Smoothing PoolThe Charter SELPA Allocation Plan requires that CEO Council be updated on 2017-18 and2018-19 funding rate determinations, and approves the use of any funds from the RateSmoothing Pool. Details on these funding updates and recommendations were included inAttachment 9.
David Toston and Bob Steponovich reviewed the document and summarized how the rate smoothing pool works. Bob reviewed the funding projection summary, deficit update for 2016-17 and 2017-18, 2017-18 and 2018-19 budget assumptions. This information has been communicated with the field. If the budgeted assumptions for 2018-19 are adjusted, CEO Council will be advised at the October 2018 CEO Council meeting of the change and rationale for the change.
A motion was made to approve the action item as presented by member Laura Mudge and seconded by member Gokhan Serce. There was no discussion, all approved and the motion carried.
10. SELPA Pool Update/Legal Risk Pool RecommendationCEO Council was presented with a SELPA Risk Pool update, which covers the following: Set-Aside Risk Pool, Low Incidence Pool, and Legal Risk Pool. A recommendation for the use ofthe SELPA Risk Pool funds in excess of the needed operating balance to benefit SELPApartners was presented to CEO Council for implementation in the 2018-19 school year.Details of the proposed recommendation for a transfer of funds to the Rate Smoothing Poolwere included in Attachment 10.
A motion to approve the action item as presented was made by member Lynne Alipio and seconded by member Frank Ogwaro. There was no discussion, all approved and the motion carried.
END OF ITEMS REQUIRING CEO COUNCIL ACTION
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
21
El Dorado Charter SELPA CEO Council Meeting ATTACHMENT 6.1
May 24, 2018 Minutes – Unadopted Page -5-
to maintain the benefits and efficiencies while sustaining appropriate levels of accountability. Details and recommendations were included in Attachment 11.
SELPA Leadership discussed this update to develop a definition that accommodates changes and current practices, while sustaining appropriate levels of accountability. A discussion was held on factors to consider in developing a refined definition of organization partner. A refined definition of organization partner will be presented to the October 2018 CEO Council for formal consideration.
ADDITIONAL INFORMATION ITEMS
12. Update from CEO Executive Committee RetreatDavid Toston thanked the Executive Committee for their participation and the in-depthconversations of last evening’s retreat as they reflected on the past year and planned for theupcoming year. Special emphasis was made on the need for legislative advocacy and having apro-active, rather than re-active stance on issues.
13. SELPA Leadership ReportDavid Toston reported that the Charter SELPA’s efforts to provide leadership throughout thestate continues. David is currently a member of the state Commission on Special Education, andCDE requested the Charter SELPA work with other SELPAs to assist in their administration.Ginese Quann recently received the EDCOE Exceptional Leadership Award. The Charter SELPAalso completed grant opportunities with SCOE and CCESCA. Our Annual Special EducationSymposium will take place February 21, 2019 in San Diego.
14. Future Agenda ItemsFuture Agenda items will include a strategy on long term growth in the Charter SELPA, andOrganization Partner Definition. Members were asked to contact Charter SELPA Leadershipwith suggested agenda items.
15. Next Meeting DateThe CEO Council will meet October 11, 2018 in Sacramento, CA at the CaliforniaEndowment Center from 10:00 a.m. to 2:00 p.m. Be on the lookout for altered start times.
David Toston acknowledged the retirement of Jean Hatch of the Redding School of the Arts and her service as an exceptional leader and member of the Charter SELPA CEO Council and Executive Committee.
16. AdjournmentA motion was made to dismiss the meeting by member Mary Bixby and seconded by memberMargaret Johnson. There was no discussion, all approved and the motion carried. David Tostondismissed the meeting at 12:34 p.m.
22
ATTACHMENT 7.1
MINUTES – EXECUTIVE COMMITTEE 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*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 EducationDavid 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 UCSDDawn 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 AcademyLisa Freccero, Aspire Public Schools *DiAnne McClenahan, The Bay Group
Guests: *Kim Dammann, KIPP LA Public Schools; *Jennifer Cauzza, Julian Charter School; *Susana Campo, Green Dot Public Schools; *Maria Ibarra, Preuss; *Samantha Pohaku, The O’Farrell Charter School; *Michelle Day, Connecting Waters; *Kapil Mathur, Orange County Academy; *Stacie Jones, Pacific Charter Institute; *Wade Aschbrenner, Altus Schools; *Tom Pellegrino, San Diego Cooperative Charter, *Lorena Chavez, Hawking Steam Charter; *Wendy Sanders, Redding School of the Arts; *Kelly Carnahan, Charter SELPA; *Kale Elledge, Charter SELPA.
1. Organization Partner Definition Review
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. Executive Committee input
was requested to assist with refining our definition to align with current practices to maintain the
benefits and efficiencies while sustaining appropriate levels of accountability.
CEO Executive Committee was asked to provide input and review the recommendations for refining the
definition of organization partner to account for diverse governance, administrative and operational
structures. CEO Council will consider, at the October meeting, refining the Organization Partner
Definition, along with a corresponding revision to CEO Policy 22. They will also consider adding
language to the definition that recognizes that ‘member charter LEAs within the organization partner
network’ are afforded the same benefits as those that are available to the organization partner, and
EL DORADO CHARTER SELPA Thursday, September 13, 2018
Meeting Held via Zoom on Thursday, September 13, 2018 at 10:00 a.m.
23
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.1
September 13, 2018 Minutes Page -2- adding language regarding the role of the organization partner to assist in the event of a member
charter school closing and/or causing a financial impact on the Charter SELPA. Further details of the
recommendations were included in Attachment 1, entitled “Organization Partner Definition Review.”
2. Level 2 ERMHS Formula
The current Level 2 ERMHS funding formula has been in place for a number of years and has proven
effective in the management of the overall ERHMS budget. The ADA component of the three
component formula ($250 x Current Year P-2 ADA) delays a timely determination of a SELPA partner’s
Level 2 ERHMS funding eligibility, and has proven to offer minimal, if any, budget control.
Executive Committee input was requested on an Allocation Plan change to remove the ADA component
from the Level 2 ERMHS funding formula, and CEO Council will now consider this amendment at the
October 2018 meeting. Details of the recommended amendment were included in Attachment 2, entitled
“Level 2 ERMHS Formula”.
3. Federal Funding
Recent actions by the CDE necessitate additional Allocation Plan language to clarify that eligibility for
federal funding is dependent upon inclusion of a partner’s prior year enrollment in the CDE federal
grant calculation. Details and initial recommendations were included in Attachment 3, entitled
“Federal Funding.”
Executive Committee input was requested on an Allocation Plan change to add the necessary language.
After discussion, Executive Committee members requested refining the recommendation to CEO Council
to include an A/B scenario to show how all charters would be affected by the change. SELPA will refine
the recommendation to include this information and present it for consideration at the October CEO
Council meeting.
4. Unspent Funds
While the current unspent funds policy provides control over the buildup of excessive special
education funding reserves, the language of the policy reduces needed funding for some SELPA
partners. Executive Committee input was requested on an Allocation Plan change to establish more
permissive language in the unspent funds section. Details and recommendations were included in
Attachment 4, entitled “Unspent Funds Policy.”
Executive Committee input was requested on an Allocation Plan change to include language that, in cases
of unspent funds, removes the automatic ineligibility to receive federal funds and replaces it with the
more permissive ‘may’ be eligible for federal funds. CEO Council will now consider this amendment at the
October 2018 meeting.
5. Educationally Related Mental Health Services (ERMHS) Budget Update
CEO Executive Committee was updated on the 2017-18 ERMHS budget and on the September finding
of sufficiency for the 2018-19 ERMHS budget to assure a transparent and predictable level of funding
for Charter SELPA Partners. Attachment 5, entitled “Year End ERMHS Report”, contained this detailed
update.
An updated ERMHS Budget Update and finding of sufficiency, along with pool balance information, will
be presented at the October 2018 CEO Council meeting.
24
El Dorado Charter SELPA Executive Committee Meeting ATTACHMENT 7.1
September 13, 2018 Minutes Page -3- 6. Membership Application Process
The SELPA intends to refine the membership application process to ensure quality charter schools
gain acceptance as partners in the Charter SELPA and to thoughtfully manage future growth. We will
continue to offer the expedited application process for SBE approved charter schools and expansion
schools of existing Charter SELPA partners in good standing.
Information regarding the revisions were included in Attachments 6, entitled “Charter SELPA
Membership Application Process.” This summary of the revised membership application process was
presented for information only. No CEO Council action is required.
These revisions included:
▪ Reducing the number of membership cohorts from three to one;
▪ Rigorous review of different stages of the application process – minimum score must be
reached before applicant can move on to the next application stage;
▪ The Charter SELPA will not limit the exact number of schools who can join but instead
will limit the number of ranks eligible for admittance. The number of ranks to be eligible
for admittance will be determined annually.
Detailed information on the refined application process will be presented, for information only, to CEO
Council at the October 2018 meeting.
7. Leadership Report
• Charter SELPA membership: We currently have 175 partners operating 380 charter schools.
• State level - The Charter SELPA will pursue grant opportunities for the SELPAs to support for
implementation of the Statewide System of Support. These opportunities are aligned in the work
we do to support our partners and our Charter SELPA’s founding principles.
• We recognize impending challenges and want to be a part of the solutions – proactive approach.
We plan to reach out to newly elected legislators to be sure they are aware of charter school
special education issues.
8. Next Meeting DateThe next regularly scheduled meeting of the Charter SELPA Executive Committee will takeplace Thursday, January 17, 2019 at 10:00 a.m. via Zoom teleconferencing. The CEO Council meeting willtake place October 11, 2018 in Sacramento.
25
ATTACHMENT 7.2
2018-19 Charter SELPA Executive Committee Meetings
Description The Executive Committee serves as an informal advisory body to the Charter SELPA Administrative Unit. Executive Committee members review policies and procedures to make recommendations to the CEO Council for action items at the October and May meetings. An invitation to participate in the Executive Committee is issued annually at the first CEO Council meeting for the current fiscal year to all of SELPA’s partners. Summaries of the Executive Committee meetings shall be transmitted to the full membership of the Charter SELPA CEO Council.
Participants The Executive Committee shall be comprised of all Charter SELPA CEO Council members who have an interest in participating as a committee member. Committee participation shall be at the discretion of individual members who shall be free to attend, or not attend, meetings as they choose.
General Information Meetings will be held via the “Zoom” videoconferencing platform. You can view, hear and participate using your computer with audio capability and an internet connection. Log-in information to participate, along with the meeting agenda and supporting documents, will be made available one week prior to the meeting.
2018-19 Meetings:
Thursday, September 13, 2018 10:00 a.m. to 11:30 a.m. Thursday, January 17, 2019 10 a.m. to 11:30 a.m. Thursday, March 7, 2019 10 a.m. to 11:30 a.m. Thursday, May 9, 2019 10 a.m. to 11:30 a.m. Please note additional Executive Committee meetings may be called as needed.
NOTE:
Executive Committee Retreat: Wednesday, May 22, 2019 Hilton Garden Inn, San Diego Bayside 2137 Pacific Highway San Diego, CA 92101
El Dorado Charter SELPA
All Executive Committee Meetings will be held via Zoom. Email invitations will be sent with additional details prior to the meetings. Additional Executive Committee meetings may be called as needed.
26
CEO COUNCIL MEETING – OCTOBER 11, 2018 FISCAL REPORT: 2017-18 YEAR END & 2018-19 BUDGET ATTACHMENT 7.6
El Dorado Charter SELPA / Fiscal Report: 2017-18 Year End & 2018-19 Budget Page 1 of 4
BACKGROUND CEO Council is to be updated on results for the 2017-18 year. This update covers the following information items:
• Shared Risk Set Aside Pool
• Legal Risk Pool
• Funding Rates & Rate Smoothing Pool
• Low Incidence Pool
• Maintenance of Effort
• Unspent Funds
SET ASIDE RISK POOL (TABLE 1) 2016-17 In 2016-17, a new Shared Risk Set Aside Pool was established by CEO Council action. A $200K transfer from the Legal Risk Pool was approved as part of this action (line 3). The final transactions closing out the former Set Aside Pool are shown in lines 7-10.
2017-18 New charters contributed $65K to the pool (line 2). The pool was charged $46K (line 5). $38K was funding advanced to a school that closed prior to year-end, which became unrecoverable due to bankruptcy. The school’s funding was held when the bankruptcy notice was received, which reduced the amount that would otherwise have been charged to the pool. The remaining $8K expenditure accounted for downward ADA adjustments for closed schools included in the prior year annual certification from CDE.
2018-19 Based on new member P-2 ADA projections, a $164K contribution to the pool is anticipated for 2018-19 (line 4). A known pool expenditure of $22K will be charged in 2018-19 to settle a $40K legal claim for a closed school. $18K of the settlement was charged to the Legal Risk Pool; $22K is the excess over that pool’s $18K claim limit.
Table 1
Charter SELPA Set Aside Risk Pool2016-17
Final
2017-18
Final
2018-19
Projected
(Oct 18)
1 Contribution from Charters 271,521
2 Contribution from New Charters 92,844 65,446 164,190
3 One Time transfer from Legal Risk 200,000
4 Total Revenue $564,365 $65,446 $164,190
5 Unrecoverable Revenues from Closed Schools 153 46,539
6 Extraordinary Costs 22,000
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 $1,161,633 $46,539 $22,000
12 Income less Expenditures ($597,268) $18,907 $142,190
13 Beginning Balance $1,161,480 $564,212 $583,119
14 Ending Balance $564,212 $583,119 $725,309
27
CEO COUNCIL MEETING – OCTOBER 11, 2018 FISCAL REPORT: 2017-18 YEAR END & 2018-19 BUDGET ATTACHMENT 7.6
El Dorado Charter SELPA / Fiscal Report: 2017-18 Year End & 2018-19 Budget Page 2 of 4
LEGAL RISK POOL (TABLE 2) SELPA partners may make claims against the Legal Risk Pool to reimburse legal costs arising from a due process filing. Current pool guidelines provide 60% funding up to a maximum $30K claim, which equates to a maximum reimbursement amount of $18K.
Creation of the Shared Risk Set Aside Pool in 2016-17 ended one pool revenue source: departing charters’ unvested balances plus interest in the retired Set Aside Pool. The two remaining funding sources for the legal risk pool beginning in 2017-18 are:
1. Unspent revenue from charter partners who are placed on reimbursement funding due to greater than25% unspent funds (line 1).
2. Modified funding from charter partners who close operations and fail to submit documentation thatwould allow for release of funds being held (line 2).
2017-18 Total 2017-18 revenue to the pool was $117K (line 5). Total awards increased significantly from $85K for 12 claims in prior year to $300K for 41 claims in 2017-18 (line 6). The average claim amount remained relatively constant at ~$7K. There were a few instances of multiple claims for the same partner in 2017-18. Further investigation of these multiple claim patterns and the overall increase in claims is underway. Program reviews may result based on findings. $64K was paid to settle claims in 2017-18 on behalf of closed schools (line 7). The 2017-18 ending balance of the Legal Risk Pool was $898K.
2018-19 $325K (line 5) is projected for revenue in 2018-19 and expenditures are projected flat at $300K (line 6) pending further analysis of prior year claims. A $40K legal settlement was mentioned above in the Shared Risk Set Aside Pool section. The first $18K of that claim is shown on line 7. At the May 2018 meeting, CEO Council approved a transfer of $500K from the Legal Risk Pool to the Rate Smoothing Pool for 2018-19 (line 8).
Table 2
Charter SELPA Legal Risk Pool2016-17
Final
2017-18
Final
2018-19
Projected
(Oct 18)
1 Transfer from Modified Funding/Reserve 167,776 111,371 325,000
2 Forfeited State Funds 850,872 5,189
3 Transfer from Set Aside 52,716
4 Transfer from Set Aside-Interest 1,913
5 Total Revenue $1,073,277 $116,560 $325,000
6 Total Awards 85,544 300,158 300,000
7 Extraordinary Costs 63,683 18,000
8 Contribution to Rate Smoothing Pool 500,000
9 Contribution to New Set Aside 200,000
10 Return of MH Funding 18,685
11 Total Expenditures $304,229 $363,841 $818,000
12 Income Less Expenditures $769,048 ($247,281) ($493,000)
13 Beginning Balance $376,182 $1,145,230 $897,949
14 Ending Balance $1,145,230 $897,949 $404,949
28
CEO COUNCIL MEETING – OCTOBER 11, 2018 FISCAL REPORT: 2017-18 YEAR END & 2018-19 BUDGET ATTACHMENT 7.6
El Dorado Charter SELPA / Fiscal Report: 2017-18 Year End & 2018-19 Budget Page 3 of 4
FUNDING RATES & RATE SMOOTHING POOL (TABLE 3) 2016-17 As reported at the May 2018 CEO Council meeting, deficit restoration dollars of $30K for 2016-17 (cell D3) fell below projections due to a higher than budgeted final deficit (2.63% vs. 2.00%), reducing anticipated revenue to the pool.
2017-18 Because of the higher than budgeted 2016-17 deficit, the deficit assumptions for 2017-18 were adjusted. In turn, the projection for pool funds needed to guarantee the budgeted $514 rate increased to $950K. Based on the increased deficit projection, the CEO Council at the May 2018 meeting approved the additional $350K from the pool to guarantee the $514 rate (cell C7). In a corresponding action, CEO Council boosted the capacity of the pool to provide rate stability by approving a transfer of $500K from the Legal Risk Pool.
At 2.44%, the final 2017-18 deficit indeed finished higher than the originally projected 2.00%, but lower than the revised projection of 3.16%. As a result, only $310K (cell D7) was needed from the pool vs. the projected $950K (cell C7). The 2017-18 ending pool balance was $697K (cell D11).
2018-19
The $500K transfer mentioned above is a 2018-19 transaction shown in cell D1. The enacted 2018-19 budget includes a 2.71% COLA for special education. The rising uncertainty around deficit restoration led to caution in establishing the 2018-19 state funding rate. The rate at $522/ADA incorporates the COLA and assumes a 3.16% P-2 deficit for 2018-19. A 3.16% deficit calculates to a rate of exactly $522.18. Therefore, a rate of $522.00 willreturn an estimated $39K to the pool (cell E7) and maintain an ending balance for 2018-19 above $1M (cell E11).
Summary:
• Estimated state funding of $522/current year P-2 ADA (before admin fee and set-aside contribution fornew charters) to be verified January 2019.
• Estimated federal funding $125/prior year enrollment (before admin fee) to be updated January 2019.
Table 3
Charter SELPA Rate Smoothing Pool2016-17
Final
2017-18
(May CEO)
2017-18
Final
2018-19
Projected
(Oct 18)
A B C D E
1 Contribution from Risk Pool 500,000
2 Prior Prior Year Deficit Restoration 255 632
3 Prior Year Deficit Restoration 625,917 31,849 30,065 42,600
4 Total Revenue $625,917 $32,104 $30,697 $542,600
5 Prior Prior Year Rate Guarantee 1,210
6 Prior Year Rate Guarantee
7 Current Year Rate Guarantee 554,458 952,288 310,118 (39,060)
8 Total Expenditures $555,668 $952,288 $310,118 ($39,060)
9 Income less Expenditures $70,249 ($920,184) ($279,421) $581,660
10 Beginning Balance $906,099 $976,348 $976,348 $696,927
11 Ending Balance $976,348 $56,164 $696,927 $1,278,587
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CEO COUNCIL MEETING – OCTOBER 11, 2018 FISCAL REPORT: 2017-18 YEAR END & 2018-19 BUDGET ATTACHMENT 7.6
El Dorado Charter SELPA / Fiscal Report: 2017-18 Year End & 2018-19 Budget Page 4 of 4
LOW INCIDENCE POOL (TABLE 4) Annual funding is equal to ~$435 for each pupil in the SELPA with a low incidence disability on December 1st of the prior year.
2017-18 $153K of revenue was received (line 1). Based on timely claims filed with sufficient documentation, final reimbursement to charters was established at up to $2,300/claim. We received a total of 90 claims that would have used up nearly the entire pool balance. However, only 66 claims were ultimately approved and paid totaling $92K (line 4). Eleven of the approved claims are awaiting final documentation for an additional $22K (line 5). The $114K claim total (line 6) resulted in a carryover balance of $63K (line 7).
2018-19 Total 2018-19 revenue is projected to be $184K (line 3), which includes current year revenue of $179K (line 1) and, thus far, $4.8K (line 2) in 2017-18 pending claims that could not be substantiated. The expenditure budget reflects the intent to pay annual revenue received in addition to the prior year carryover (line 6).
Table 4
Charter SELPA Low Incidence
2016-17
Final
2017-18
Final
2018-19
Projected
(Oct 18)
1 Income 118,035 153,082 178,888
2 Recovered Revenue on PY pending claims 3,000 4,812
3 Total Revenue $118,035 $156,082 $183,700
4 Expenditures 109,232 92,144 247,175
5 Pending Claims 3,000 22,302
6 Total Expenditures $112,232 $114,446 $247,175
7 Income less Expenditures $5,803 $41,636 ($63,475)
8 Beg Balance $16,036 $21,839 $63,475
9 Ending Balance $21,839 $63,475 $0
MAINTENANCE OF EFFORT (MOE) MOE is a federal grant compliance requirement. To continue to receive federal IDEA funds, each LEA must maintain the level of state/local expenditures from year to year. The annual process is driven by submission of expenditure data by charters. We are in the process of reviewing 2017-18 year-end expenditure data to compile the required MOE reports and analyze overall SpEd expenditures. Reporting of the data to CDE is required by November 15.
UNSPENT FUNDS/FUNDING MODIFICATION As mentioned above, final expenditure data from partners is currently being analyzed. However, based on the data submitted thus far, nine charters had unspent funds in 2017-18. Only two of the nine had unspent funds greater than 25%. Under revised policy adopted by the CEO Council in May 2017, charters with >25% unspent funds will be placed on reimbursement funding in 2018-19.
RECOMMENDATION - NONE
This report is provided for information only. No action is required.
30
CEO COUNCIL MEETING – OCTOBER 11, 2018 ERMHS REPORT: 2017-18 YEAR END & 2018-19 BUDGET ATTACHMENT 7.7
El Dorado County Charter SELPA/ Year End ERMHS Report Page 1 of 3
BACKGROUND Per the Allocation Plan, by September 15th of each year:
Charter SELPA administration will make a finding of sufficiency of Level 2 funding based on the following variables:
• Prior year ERMHS ending balance
• Projected current year ADA
• Projected current year Level 3 projected costs
• Projected current year Level 2 service counts
Based on this finding of sufficiency:
• The per mental health service reimbursement amount for Level 2 will be established between $2,000and $3,000; or
• A higher amount if the prior year ending balance is sufficient to assure SELPA members of predictablefunding with no shortfalls.
And, if there is an adequate finding of sufficiency of funding:
• $100K will be available for Level 2 transportation – outside of the service cap/ADA formula; and/or
• Indirect costs will be allowed for Level 2.
ANALYSIS AND ASSUMPTIONS (line references are to table on page 2) 1) 2017-18 Ending Balance EstimateThe Allocation Plan directs administration to manage annual ERMHS funding decisions toward a goal ofmaintaining an ending balance (reserve) in the 5% to 10% of revenue range.
Referencing lines 12 & 13, the 2017-18 ERMHS ending balance was $2.5M. This is $1.3M above the upper reserve target of 10% of revenue; a reserve level in excess of 20%. For comparison, 2016-17 ended $1.8M above the 10% target; a reserve level of 28%. The difference between submitted budgets and actual expenditures remains the primary reason for the year-end reserve levels higher than target.
Over time, the ERMHS fund draws closer to the 10% target. Notably, each of the last three years has closed with a lower reserve percentage (line 13), and 2017-18 was the first year in the last three where the year-to-year reserve balance declined (line 12).
2) 2018-19 Projected ADAThe overall SELPA ADA is expected to increase from 171K to 201K ADA in 2018-19. This results in projected stateERMHS funding of $12.3M (line 1), and projected federal ERMHS revenue of $1.98M (line 2).
3) 2018-19 Projected Level 3 CostsReferencing lines 5 through 7, Level 3 Site-Based Therapeutic, NPS and NPS Residential cost continue to climb.Reported final expenditures for 2017-18 were $3.1M, a 25% increase over prior year. In three years, from 2015-16 to 2017-18, total Level 3 expenditures have grown 100%. Therefore, caution in estimating Level 3expenditures is warranted. Level 3 budgeted expenditures for 2018-19 are projected to be $4.7M, a 50%increase over 2017-18 actuals.
4) 2018-19 Projected Level 2 ERMHS Service CountsThe major indicator of Level 2 costs is the ERMHS service counts. 2017-18 trend data shows that fromSeptember to December (the official count date), eligible Level 2 counts rose 13%. The September 2018 count is5,046. Considering the prior year growth rate, the December 2018 Level 2 service count is projected to be 6,000.
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CEO COUNCIL MEETING – OCTOBER 11, 2018 ERMHS REPORT: 2017-18 YEAR END & 2018-19 BUDGET ATTACHMENT 7.7
El Dorado County Charter SELPA/ Year End ERMHS Report Page 2 of 3
5) 2018-19 Projected Level 2 Budget RequestsBased on the December 1st SEIS service count, approximately $2,060 per eligible service was spent in 2016-17. In2017-18, the average amount spent per service was $2,035. For 2018-19 budgeting, a per-service cost of $2,100is assumed.
6) 2018-19 Projected Level 2 ExpendituresMultiplying the 6,000 service count projection (#4 above) by the assumed $2,100 per-service cost (#5 above)yields a total of $12.6M in expected Level 2 expenditures. Applying an 80% reimbursement rate equates to abudget of $10.1M for Level 2 (line 4).
Charter SELPA ERMHS2015-16
Final
2016-17
Final
2017-18
Final
2018-19
Projected
(Oct 18)
1 State 7,295,390 8,634,623 10,460,970 12,318,645
2 Federal 1,196,061 1,390,903 1,653,927 1,975,593
3 Total Income $ 8,491,451 $ 10,025,526 $ 12,114,897 $ 14,294,238
4 Level 2 5,356,467 7,043,429 8,899,644 10,100,000
5 Level 3 Therapeutic 37,245 334,568 424,503 637,000
6 Level 3 NPS 971,774 1,267,870 1,199,433 1,800,000
7 Level 3 Residential 541,788 906,222 1,500,758 2,250,000
8 SELPA Indirect 252,665 287,000 360,730 443,610
9 Total Expenditures $ 7,159,939 $ 9,839,089 $ 12,385,068 $ 15,230,610
10 Income less Expenditures $ 1,331,512 $ 186,437 $ (270,171) $ (936,372)
11 Beginning Balance $ 1,259,373 $ 2,590,885 $ 2,777,322 $ 2,507,151
12 Ending Balance $ 2,590,885 $ 2,777,322 $ 2,507,151 $ 1,570,779
13 Reserve % of Revenue 30.5% 27.7% 20.7% 11.0%
FINDING OF SUFFICIENCY Based on the forgoing analysis, SELPA leadership makes a finding of sufficiency of funding for 2018-19 to support the following budget decisions:
• The maximum Level 2 per service rate is held at $3,300.
• $100K will be available for Level 2 transportation reimbursement – outside of the Level 2 servicecap/ADA formula.
• Indirect costs will be allowed for Level 2.
Before May 2019, 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 2019 Level 2 budget requests submitted and the Level 3 NPS and NPS Residential budget requests submitted throughout the year.
32
CEO COUNCIL MEETING – OCTOBER 11, 2018 ERMHS REPORT: 2017-18 YEAR END & 2018-19 BUDGET ATTACHMENT 7.7
El Dorado County Charter SELPA/ Year End ERMHS Report Page 3 of 3
SUMMARY Per the Allocation Plan and based on SELPA leadership’s September finding of sufficiency of funding, below is a summary of 2018-19 ERMHS funding parameters for charter members based on the above:
The Level 2 formula provides 80% of the lesser of: a) $3,300 per eligible ERMHS SEIS service based on the December 1, 2018 count; orb) January 2019 budget request; orc) $250 per current year P-2 ADA
The lowest of the three calculated amounts above becomes the maximum Level 2 budget request up to actual expenditures submitted in July 2019.
$100K is allocated for Level 2 transportation, and indirect costs for Level 2 are allowed.
Level 3 Site Based Structured Therapeutic Program (80% funded) Costs that may be claimed are restricted to services that are required to be performed by certificated staff. Staff may be contracted through an NPA or hired by the charter. Books and supplies may be claimed. Eligible students
must meet ED eligibility criteria and be identified in SEIS with ED as primary or secondary disability. A budget
request for Level 3 site based structured therapeutic program reimbursement must be filed with the Charter SELPA by November 1.
Level 3 NPS ERMHS (90% funded) Costs that may be claimed are the ERMHS for a student in an NPS placement. The educational costs are the responsibility of the charter member and are not reimbursed. The educational costs, however, must be reported and must be, at a minimum, equal to the charter’s LCFF per ADA funding amount. Eligible students must meet ED eligibility criteria and be identified in SEIS with ED as primary or secondary disability.
Level 3 NPS Residential Room and Board (100% funded) All criterion and reimbursement parameters applicable to non-residential placements listed above apply. Additional costs that may be claimed are the residential room and board costs related to a student in an NPS placement.
RECOMMENDATION
This report is provided for information only. No action required.
33
CEO COUNCIL MEETING – OCTOBER 11, 2018
CHARTER SELPA ORGANIZATION PARTNER DEFINITION REVIEW ATTACHMENT 8.1
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. It is recommended to align the definition 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 consideration at
this time.
BACKGROUND REGARDING ORGANIZATION PARTNERS
An organization partner 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 iscompleted by the SELPA Staff, rather than an exhaustive review process, which includes the SelectionCommittee.
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 mostcharters joining under the expansion basis of an organization partner, this currently means that theyenter the Charter SELPA at a 4% fee level.
3. The Allocation Plan allows organization partners, if authorized by their charters, to re-allocate fundsamong charters.
Numerous organization partners have created leadership structures that diffuse leadership to local schools or
regions while concurrently contracting with another 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.
RECOMMENDATIONS
1. Refine the definition of organization partner to account for diverse governance, administrative andoperational structures. The following language is proposed for consideration:
34
CEO COUNCIL MEETING – OCTOBER 11, 2018
CHARTER SELPA ORGANIZATION PARTNER DEFINITION REVIEW ATTACHMENT 8.1
El Dorado Charter SELPA/ Organization Partner Definition Review Page 2 of 2
An organization is defined as a non-profit with one governing board over multiple charters or an organization
that is structured to include one Chief Executive Officer position that has defined responsibilities related to
multiple charters. The title of CEO may differ by organization, but the intent is that the “CEO for the umbrella
organization” has specific decision making authority related to the multiple charters in matters involving special
education programs and services.
2. Add language to CEO Policy 22, regarding the simplified application process, to provide for the CharterSELPA to request additional information to complete a more comprehensive review prior to approvingan expansion application, and ensure that the expansion application is appropriate with an organizationpartner. The expansion charter application would also be augmented to request information on thespecific relationship and what responsibilities the organization partner will have with respect to theexpansion charter. In this manner, the application would include an affirmative statement that supportsthe application being considered as part of the organization partner network.
3. Provide language in the organization partner definition that recognizes that “member charter LEAswithin the organization partner network” are afforded the same benefits as those that are available tothe organization partner. This would include when a Charter SELPA organization partner expands with acharter new to the SELPA; the new charter school utilizes the organization partner’s date of entry forcalculation of the administrative fee. Another example would include if the organization partner is puton a reimbursement basis for funding, all members of the organization partner’s network would also befunded through a reimbursement mechanism. To ensure accurate considerations of an organizationpartner’s member charters within their network, each organization partner would be asked to identifytheir member charters annually and the member charter school LEAs would be asked to affirm therelationship.
4. Finally, add language regarding the role of the organization partner to assist in the event of a membercharter school closing and/or causing a financial impact on the Charter SELPA. The language would needto consider the situation where the organization partner is not able to mitigate a negative impact on theCharter SELPA caused by a member(s) charter school, it is understood that actions would be taken toprotect the Charter SELPA, including the organization partner may be placed in a reimbursementfunding position. In addition, the administrative fee sliding scale is predicated on a member being ingood standing and increasing capacity over time. If a member is not in good standing and has a loweradministrative fee based on years of participation in the SELPA, the administrative fee may berecalibrated and returned to a level reflective of a lower capacity and to cover increased costs createdby the heightened monitoring required.
35
CEO COUNCIL MEETING – OCTOBER 11, 2018 ALLOCATION PLAN UPDATE – PARTNER DEFINITION ATTACHMENT 8.2
El Dorado Charter SELPA / Allocation Plan Update – Partner Definition Page 1 of 2
ISSUE
Over the past few years, some schools have shifted to organizational structures that do not align with our
current definition of an organization partner. CEO Council is presented with a recommendation to refine our
definition to align with current practices to maintain the benefits and efficiencies while sustaining appropriate
levels of accountability. This necessitates a recommendation to revise the Partner Definition in the Charter
SELPA Allocation Plan to reflect these revisions.
RECOMMENDATION
CEO Council action is requested to revise the Charter SELPA Allocation Plan as follows (revisions highlighted in
red):
Charter SELPA Allocation Plan 2018-19
Page 8
4. PARTNER DEFINITION
Intent In September 2013, the CEO Council created two categories of Partnership: Single Charter Partner and Organization Partner. The date of entry of the Partner is used to determine the administrative fee for the Partner’s future expansion.
Charter SELPA Formula Single Charter Partner Charter SELPA LEA member with one school (CDS code) in the Charter SELPA.
Organization Partner Organization with multiple Charter SELPA LEA member schools (each with a CDS code).
An organization is defined as a non-profit with one governing board over multiple charters or an organization that is structured to include with one Chief Executive Officer position that has defined responsibilities related to over multiple charters. The title of CEO may differ by organization, but the intent is that the “CEO for the umbrella organization” has specific final decision making authority related to the multiple charters in matters involving special education programs and services. (Revised as of 9/2018) in the organization is vested in one leadership position.
Member charter LEAs within the Organization Partner “network” are afforded the same benefits as
those that are available to the Organization Partner. When a Charter SELPA partner expands with a
charter new to the SELPA, the new charter school utilizes the Organization Partner’s date of entry for
calculation of the administrative fee. Another example would include, if the Organization Partner is put
on a reimbursement basis for funding, all members of the Organization Partner’s network may also be
funded through a reimbursement mechanism. To ensure accurate considerations of an Organization
Partner’s member charters within their network, each Organization Partner would be asked to identify
their member charters annually and the member charter school LEAs would be asked to affirm the
relationship.
36
CEO COUNCIL MEETING – OCTOBER 11, 2018 ALLOCATION PLAN UPDATE – PARTNER DEFINITION ATTACHMENT 8.2
El Dorado Charter SELPA / Allocation Plan Update – Partner Definition Page 2 of 2
An Organization Partner would be asked to assist in the event of a member charter school closing and/or causing a financial impact on the Charter SELPA. CEO Policy 27 addressing when a charter within an Organization Partner’s network closes, includes the following language:
“• The Organization Partner has certified that funds were spent appropriately for specialeducation and should issues arise at a later date, the Organization Partner will honor any obligations owing by the closing charter.”
In the event where the Organization Partner is not able to mitigate a negative impact on the Charter
SELPA caused by a member(s) charter school, it is understood that actions would be taken to protect the
Charter SELPA, including the Organization Partner may be placed in a reimbursement funding position.
In addition, the administrative fee sliding scale is predicated on a member being in good standing and
increasing capacity over time. If a member is not in good standing and has a lower administrative fee
based on years of participation in the SELPA, the administrative fee may be recalibrated and returned to
a level reflective of a lower capacity and to cover increased costs created by the heightened monitoring
required.
37
CEO COUNCIL MEETING – OCTOBER 11, 2018 CEO POLICY AND ADMINISTRATIVE REGULATION NOS. 22 REVISION ATTACHMENT 8.3
El Dorado Charter SELPA / CEO Policy and AR Nos. 22 Revision Page 1 of 3
ISSUE
Over the past few years, some schools have shifted to organizational structures that do not align with our
current definition of an organization partner. CEO Council is presented with a recommendation to refine our
definition to align with current practices to maintain the benefits and efficiencies while sustaining appropriate
levels of accountability. This necessitates a recommendation to revise Charter SELPA CEO Policy and
Administrative Regulation Nos. 22 to reflect these revisions.
RECOMMENDATION
CEO Council action is requested to revise Charter SELPA CEO Policy 22 and Administrative Regulation 22 as
follows (revisions highlighted in red):
El Dorado County Charter SELPA CEO Policy 22 Admission of Local Education Agencies to the El Dorado County Charter SELPA Any charter school may apply to the Charter SELPA Selection Committee to become a LEA member of the SELPA. The Charter SELPA will establish an annual timeline for submission of applications, generally January of the school year preceding the school year in which the charter LEA anticipates operating as a member within the SELPA. Once granted membership, the charter LEA will participate in the governance of the SELPA in the same manner as all other charter LEA members in the SELPA. The timeline for submission may be amended by the Charter SELPA AU Superintendent/designee for unique circumstances, including State Board of Education charter approvals. The applicant member, not an expansion of an existing member, will be deemed a member of the SELPA upon approval of the Charter SELPA Selection Committee, and subsequent Local Plan Membership amendment approved by El Dorado County Office of Education Governing Board, and the California Department of Education. The applicant member charter LEA board must also take action to approve membership. Prior to Charter SELPA Selection Committee votes on the admission of any new LEA member(s), the CAC’s New‐LEA Designee will be notified of, and given the opportunity to advise on, the admission of the new LEA member(s). Any member of the CAC may request in writing the opportunity to review the proposed membership changes for up to 30 days if the request is received prior to the selection committee vote. The Charter SELPA Selection Committee will review and consider any comments from the New‐LEA Designee prior to voting on the admission of a new member. The Charter SELPA Selection Committee shall review applications to determine if the applicants meet the requirements of the application process as established by the Charter SELPA, pursuant to AR 22. The Charter SELPA Selection Committee will inform the CEO Council members of their decision. Applications for additional schools of a current Charter SELPA member, shall be approved by the Charter SELPA AU, pursuant to AR 22, and are not required to be reviewed by the Charter SELPA Selection Committee. Because they are current members, the Charter SELPA AU has significant documentation available to assess the new charter LEA capacity. The applicant member, an expansion of an existing member, will be deemed a member of the SELPA after approval of the Charter SELPA AU, and subsequent Local Plan Membership amendment approved by the El
38
CEO COUNCIL MEETING – OCTOBER 11, 2018 CEO POLICY AND ADMINISTRATIVE REGULATION NOS. 22 REVISION ATTACHMENT 8.3
El Dorado Charter SELPA / CEO Policy and AR Nos. 22 Revision Page 2 of 3
Dorado County Office of Education Governing Board, and the California Department of Education. The applicant member charter LEA board must also take action to approve membership.
El Dorado County Charter SELPA CEO Administrative Regulation 22
Admission of Local Education Agencies to the El Dorado County Charter SELPA
By October 1, of each year, the Charter SELPA AU will publish the timeline and process for new applications to the Charter SELPA. The timeline shall include an appeal process. The appeal process shall include a timeline and criteria for the appeal. Appeals shall be heard by the Charter SELPA Appeals Committee.
The application process shall include:
Charter school LEAs, not expansions from current members, may apply to the Charter SELPA from the following paths:
1) New Start‐Up Charter State Board Approved:Completed comprehensive application including assurances, fiscal documents and detailed plan for service delivery.
2) Charters who are currently operating in another SELPA:Completed comprehensive application including assurances, fiscal documents, detailed plan for service delivery and an additional one year notice or release.
3) New Start‐Up Charters:Completed comprehensive application including assurances, fiscal documents and detailed plan for service delivery.
The Charter SELPA will develop a process for reviewing all applications that includes a scoring methodology and will clearly communicate the scoring process. In addition, the CEO Council may annually approve growth priority guidelines for the new member selection process.
Charter school LEAs, expansions of Single Charter Partners or Organization Partners, will follow a simplified application process because the Charter SELPA AU has considerable documentation on file regarding the LEA capacity. There are two types of expansions of partners:
a. They are a participating Single Charter Partner adding a new start‐up charter school or an existing school(s).b. They are a participating Organization Partner SELPA member adding additional new charter school(s) or anexisting school(s).
In the case of either a or b above, the following application process will be followed:
1) Notice of Intent: The Single Charter Partner or Organization Partner will inform the Charter SELPA AU byJanuary 1st of their desire to add additional school(s) for the following school year. Notice of Intent may still befiled after the January 1st date.2) The Single Charter Partner or Organization Partner will provide the SELPA with information regarding theschool, signed assurances, information regarding the relationship and responsibilities of the OrganizationPartner, affirmation that the expansion charter is part of the Organization Partner’s network, and any other data
39
CEO COUNCIL MEETING – OCTOBER 11, 2018 CEO POLICY AND ADMINISTRATIVE REGULATION NOS. 22 REVISION ATTACHMENT 8.3
El Dorado Charter SELPA / CEO Policy and AR Nos. 22 Revision Page 3 of 3
requested by the Charter SELPA AU. For existing schools, member of another SELPA, a copy of one year notice to the SELPA or SELPA release. 3) The Charter SELPA AU will review all information. It is understood that the Charter SELPA AU may requestadditional information, as needed, to conduct a comprehensive review prior to approving the expansionapplication. The Charter SELPA AU may approve the addition. If the AU has questions or concerns theinformation may be sent to the Charter SELPA Selection Committee for further review.
40
CEO COUNCIL MEETING – OCTOBER 11, 2018LEVEL 2 ERMHS FORMULA ATTACHMENT 9
El Dorado County Charter SELPA / Level 2 ERMHS Formula Page 1 of 1
ISSUE For the past four years, using a formula to determine a charter member’s annual Level 2 ERMHS funding eligibility has supported effective management of the overall ERHMS budget. The ADA component of the three-component formula ($250 x Current Year P-2 ADA) delays a timely determination of a SELPA Partner’s Level 2 ERHMS funding eligibility and has proven to offer minimal, if any, budget control.
BACKGROUND The current ERMHS Level 2 formula for determining funding eligibility provides that funding is based on the lesser of:
a) An established dollar amount per eligible ERMHS SEIS service based on a December 1 count; orb) A January budget request; orc) $250 per current year P-2 ADA.
The lowest of the three calculated amounts above becomes the maximum Level 2 reimbursement amount.
Since the ADA component of the formula is based on current year P-2 ADA, we cannot determine the final funding eligibility for schools until P-2 certification in June. In addition, only a very few SELPA partners have final funding determined by the ADA component of the formula.
ANALYSIS In 2017-18, 12 of 323 charter schools had funding determined by the ADA component. Without the ADA limitation in place, these 12 partners would have received a total of $188,000 more in mental health revenue.
Removal of the ADA component of the formula would: 1. Simplify the formula for our partners.2. Allow for determinations of maximum funding eligibility to be made in the January/February timeframe,
shortly after Level 2 budgets are submitted and reviewed, instead of June at P-2 certification.3. Increase the ERMHS revenue distributed to SELPA partners.
RECOMMENDATION It is recommended that CEO Council adopt the following amendment to the Allocation Plan, effective for the 2018-19 year.
ERMHS (EDUCATIONALLY RELATED MENTAL HEALTH SERVICES)
5.1 Description of Level 2 Funding Formula
A. The Level 2 formula provides 80% of the lesser of:a) $3,000 (or alternate approved rate) per eligible ERMHS SEIS count service based on the December 1
count; orb) $250 per current year P-2 ADA; orc)b) Budget request.
The lesser amount of the three two becomes the maximum budget request. Charters are requiredto match (co-pay) 20% of the budget request. The maximum reimbursement is $250 times 80% or$200 per ADA. No facility/rent costs, direct support, or administrative costs are allowable for the80% reimbursement or the 20% match.
41
CEO COUNCIL MEETING – OCTOBER 11, 2018FEDERAL FUNDING ATTACHMENT 10
El Dorado County Charter SELPA / Federal Funding Page 1 of 2
ISSUE Recent CDE actions require additional Allocation Plan language clarifying federal funding eligibility in a given year.
BACKGROUND The SELPA’s federal grant is calculated on aggregate prior year enrollment for all LEAs in the SELPA. In the past, prior to finalizing the federal grant, CDE has afforded an opportunity to reconcile the CDS codes and enrollment counts that should be included in the grant. This enabled SELPA partner enrollment counts to be included that would otherwise not be due to CDS code changes. Examples from the past include charters that closed and re-opened, consolidated students or merged operations.
CDE has altered its approach to the grant finalization process and will not communicate with us about CDS code changes from prior to current year that could impact whether a charter school’s enrollment is included in the federal grant. This is likely to produce a situation where enrollment for a charter that was included in the prior year federal grant is excluded from the current year grant because of a CDS code change.
While we continue to work with CDE to open the former lines of communication this issue, added Allocation Plan language is necessary to clarify each year’s federal funding eligibility for SELPA partners.
ANALYSIS The federal funding rate in a given year results from adding any carry over grant dollars to total dollars included in the current year federal grant, then dividing by the prior year enrollment for charter members participating in federal funding for that year. For example:
Carry over + current year grant (dividend) = $100,000 + $17,900,000 = $18,000,000 = $128.57 funding rate
Enrollment of participating charters (divisor) = 140,000
Including enrollment in the divisor for charter members whose enrollment is not included by CDE in the grant calculation would have the impact of lowering the federal funding rate as currently calculated. The illustrations below provide examples of the potential extent of this impact.
SELPA Grant Amount: $18,000,000
Included in
Grant Only+5,000 +10,000
Prior Year Enrollment 140,000 145,000 150,000
Per ADA rate $128.57 $124.14 $120.00
$ Change in per ADA rate ($4.43) ($8.57)
% Change in per ADA rate -3.45% -6.67%
Federal IDEA Funding Illustrations
RECOMMENDATION It is recommended that CEO Council discuss and decide federal funding eligibility for SELPA members included in the federal grant in the prior year, but excluded from the current year’s grant soley by virtue of a CDS code change. Based on the decision, CEO Council should adopt the appropriate language for amending the Allocation Plan (alternatives presented on page 2).
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CEO COUNCIL MEETING – OCTOBER 11, 2018FEDERAL FUNDING ATTACHMENT 10
El Dorado County Charter SELPA / Federal Funding Page 2 of 2
Charter SELPA Allocation Plan 2018-19
Page 6
2. FEDERAL SPECIAL EDUCATION FUNDING
FEDERAL SPECIAL EDUCATION FUNDING a) The Charter SELPA funds eligible LEA members based on prior year CBEDS enrollment (October count).b) New start-up charter members do not receive federal funds in the first year of operation because
funding is based on prior year enrollment.c) New charter members (not a start-up) may receive federal funds if they existed in the prior year and
CDE adjusts the current year Charter SELPA grant for the charter enrollment.d) If enrollment for a continuing charter member is not included by CDE in the calculation of the Charter
SELPA current year federal grant due to a CDS code change, the charter member is ineligible to receivefederal funding in the current year.
OR d) If enrollment for a continuing charter member is not included by CDE in the calculation of the Charter
SELPA current year federal grant due to a CDS code change, the charter member remains eligible toreceive federal funding in the current year.
e) The administrative fee (see #5) is determined based on total state and federal income per chartermember, but the payment itself is considered paid with state dollars.
f) Inability to fully spend special education dollars may result in ineligibility to receive federal funds in thesubsequent school year. (See #7-- Unspent Funds).
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CEO COUNCIL MEETING – OCTOBER 11, 2018 UNSPENT FUNDS POLICY ATTACHMENT 11
El Dorado County Charter SELPA / Unspent Funds Policy Page 1 of 2
ISSUE Our current unspent funds policy provides control over excessive special education funding reserves building up on the books of member charter schools. However, in specific situations, the current policy reduces needed funding for SELPA partners that are rapidly building program capacity.
BACKGROUND The current unspent funds policy language places an absolute prohibition on receipt of federal funding in the year following a year in which a partner leaves more than 25% of their allocated funding unspent. This precludes access to federal funding even in cases where a partner can provide program and budget justification for needing that funding in the following year.
The current unspent funds policy establishes that a partner leaving unspent more than 25% of their allocated funding in a given year is placed on reimbursement based funding, where funding is released only after expenditures are reported. The policy also provides that any amount of current year funding not supported by reported expenditures must be forfeited and transferred to the Legal Risk Pool.
There are cases where unique populations and other unique factors will continually generate very low special education identification rates and, in turn, relatively low special education expenditures. However, in working closely with our partners, there are also situations where strategies for building program capacity and planned program changes demonstrate that the need for funding will grow steadily and, in some cases, rapidly. These situations are identifiable by examining budgets and obtaining details about the partner’s specific circumstances and plans and are trackable with ongoing program and budget monitoring.
To enable SELPA administration to address the unique needs of Charter SELPA partners each year, more flexible wording in the unspent funds policy would be required.
RECOMMENDATION It is recommended that CEO Council adopt the following amendment to the Allocation Plan, effective for the 2018-19 year.
Charter SELPA Allocation Plan 2018-19
Page 12
7. UNSPENT FUNDS
When an LEA has unspent funds greater than 25% of their special education allocation (allocation as adjusted at
year end close by September 30):
a. Charters with unspent funds greater than 25% are automatically may not be eligible for federal funds in
the following year. If need is demonstrated, based on an understanding of the charter’s plans and
submitted budgets, the Charter SELPA may establish eligibility for federal funding.
b. A charter with unspent funds greater than 25% unspent will be moved to a reimbursement based statefunding cash flow, with the intent that the charter shall spend the prior year unspent funds first.
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CEO COUNCIL MEETING – OCTOBER 11, 2018 UNSPENT FUNDS POLICY ATTACHMENT 11
El Dorado County Charter SELPA / Unspent Funds Policy Page 2 of 2
Charter SELPA shall establish a procedure and process to ensure monthly expenditure reporting by the
charter, with timely distribution of cash when the charter has demonstrated eligibility by spending prior year carryover. Monthly cash flow payments would not exceed cash distributions under the monthly
cash apportionment process.
c. If need is not demonstrated, based on final expenditures reported, the funds will may be allocated the
next year to the Charter SELPA Legal Risk Pool.
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CEO COUNCIL MEETING – OCTOBER 11, 2018SELPA LEAD AGENCY GRANT RESOLUTION ATTACHMENT 12
El Dorado County Charter SELPA / SELPA Lead Agency Grant Resolution Page 1 of 2
Situation
The California Collaborative for Educational Excellence (CCEE) and the California Department of Education (CDE) are in the process of selecting "Lead" entities to serve in key roles within the Statewide System of Support, which serves as a safety net to help charter schools improve student outcomes. The El Dorado Charter SELPA is interested in pursuing these opportunities.
Background
The CCEE and the CDE are inviting Special Education Local Plan Areas (SELPAs) to apply to be named as one of the SELPA Systems Improvement Leads or Special Education Content Leads (SELPA Leads). SELPA Leads will join a statewide leadership team, which includes the CCEE, CDE, SBE, and the other leads. The SELPA Leads will work collaboratively within the Statewide System of Support and with one another to build the capacity of SELPAs statewide.
The SELPAs will do this through a variety of activities, including but not limited to training and supporting the use of data best practices, evidence-based practices in root cause analyses, systems alignment and coherence, and implementing specific evidence-based practices that demonstrate positive outcomes for students with disabilities.
The main goal of the SELPA Leads is to develop the capacity of SELPAs to provide differentiated assistance within the Statewide System of Support to Local Education Agencies (LEAs) with a focus on improving the outcomes of students with disabilities.
Subsequently, the CCEE and the CDE will be selecting SELPA Content Leads to further support SELPAs to help LEAs in developing and implementing evidence-based practices for students with disabilities.
SELPA Content Leads will have existing expertise in establishing systems, data practices using cycles of improvement, and at least one of the following areas and would serve as a statewide lead for other SELPAs:
• Increasing access to inclusive environments (LRE)• Increasing access to quality curriculum and instruction• Increasing/Strengthening early childhood preschool opportunities• Improving transition services• Increasing graduation rates with a diploma• Reducing suspensions/expulsions• Improving/Increasing family engagement• Reducing disproportionality (in all areas)• Improving supports for English learners with disabilities
The El Dorado Charter SELPA has been actively engaged in these activities and believes that we can contribute to the implementation of the Statewide System of Support. If we were selected for either opportunity, we are confident that this initiative would align with our current support for our partners.
Recommendations
Approve a resolution confirming the support of the SELPA Governing Body to pursue and, if selected, to fill the role of a SELPA Systems Improvement Lead or SELPA Content Lead.
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CEO COUNCIL MEETING – OCTOBER 11, 2018SELPA LEAD AGENCY GRANT RESOLUTION ATTACHMENT 12
El Dorado County Charter SELPA / SELPA Lead Agency Grant Resolution Page 2 of 2
RESOLUTION
Whereas The California Collaborative for Educational Excellence (CCEE) and the California Department of Education (CDE) are in the process of selecting "Lead" entities to serve in key roles within the Statewide System of Support which serves as a safety net to help charter schools improve student outcomes;
Whereas The El Dorado Charter SELPA has been actively engaged in these activities and believes that we can
contribute to the implementation of the Statewide System of Support. If we were selected for this opportunity
we are confident that this initiative would align with our current support for our partners; now, therefore, be it
Resolved, that the El Dorado Charter SELPA CEO Council approves and supports the El Dorado Charter
SELPA to pursue and if selected serve as a SELPA Systems Improvement Lead or SELPA Content Lead.
Signed this 11th day of October, 2018.
____________________________________________________
Dr. Ed Manansala, El Dorado County Superintendent of Schools Administrative Unit for the El Dorado Charter SELPA
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CEO COUNCIL MEETING – OCTOBER 11, 2018
CHARTER SELPA MEMBERSHIP APPLICATION PROCESS ATTACHMENT 13
El Dorado Charter SELPA/ Charter SELPA Membership Application Process Page 1 of 3
ISSUE The Charter SELPA is refining the membership application process to enhance the screening criteria by which the quality of a charter school and the capacity of a charter school to be their own LEA are determined. The process also ensures that the SELPA can thoughtfully manage future growth.
BACKGROUND The expedited application process for SBE approved charter schools and expansion schools of existing Charter SELPA partners in good standing will remain unchanged.
Effective for 2019-20 applicants, the revisions to the application process for new charter schools, and charter schools not eligible for the expedited expansion application process, are:
1. Reduce the number of new organization membership cohorts from the current three to one.2. Rework the requirements at each stage of the application process to increase the rigor of the
overall process, along with a requirement that a minimum score must be reached before anapplicant can move to the next application stage.
3. Applications will be ranked by total score. The Charter SELPA will not limit the number of charterschools which can join, but instead will limit the number of ranks eligible for admittance. Thenumber of ranks eligible for admittance will be determined each year.
APPLICATION STAGES Applicants are required to attain a designated minimum score/rating for each component of the application process to proceed to the next stage.
October/November 2018 – Stage 1: Initial Application Packet
o Initial Application Packet submitted to the El Dorado Charter SELPA consisting of:▪ A description of organization model including an organizational chart detailing the
leadership structure, and job descriptions.▪ Growth Plan▪ List of Key Relationships (contractors, directors, etc.)▪ Charter Petition▪ Copy of notice to current SELPA and;▪ Copy of agreed upon early release, if applicable▪ Letters of support, MOUs, etc.
o Charter SELPA leadership will conduct an initial review of the application packet. If the charterschool earns a minimum score, the charter school will be asked to submit documentation forStage 2 of the application – Special Education Program Design and Fiscal Information.
November 2018 – Stage 2 (Concurrent with Stage 3): Special Education Program Design & Fiscal Information
o The charter school will be asked to respond to questions related to the Special Education ProgramDesign portion of the application. Scored by SELPA program administration and by currentpartners.
o The charter school will be asked to provide fiscal documentation, a proposed budget and a budgetnarrative. Scored by SELPA fiscal administration.
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CEO COUNCIL MEETING – OCTOBER 11, 2018
CHARTER SELPA MEMBERSHIP APPLICATION PROCESS ATTACHMENT 13
El Dorado Charter SELPA/ Charter SELPA Membership Application Process Page 2 of 3
November/December 2018 – Stage 3 (Concurrent with Stage 2): Due Diligence
o The Charter SELPA will perform due diligence and request input from the CEO Council and theCAC Committee regarding the applicant and the applicant’s leadership.
If the charter school earns a minimum score in the SpEd Program, Fiscal, and Due Diligenceportions of the application (Stages 2 & 3), the charter school will move to Stage 5.
December 2018 – Stage 4: Reconsideration Process
o Applicants failing to pass concurrent Stages 2 & 3 may request reconsideration.o Any request for reconsideration must be made within two (2) business days after notification that
the applicant has not been recommended for a Capacity Interview (Stage 5). The SELPA shallreview and act upon all requests.
o After re-scoring, if the application earns the required score, the applicant will proceed in theprocess and be invited to a Capacity Interview. After re-scoring, if the applicant does not earn therequired score to proceed, the application is not approved for the current year. The results of thereconsideration process are final. The applicant will be eligible to apply again in the next schoolyear.
o Positive or negative, the Charter SELPA shall inform the applicant of the result of thereconsideration process.
January 2019 – Stage 5: Capacity Interviews
o The Charter SELPA leadership, along with the involvement of members of CEO Council, willperform Capacity Interviews.
o At this stage, the Charter SELPA leadership may request additional information from the charterschool before making a recommendation for admittance.
February 2019 – Stage 6 - Selection
At the completion of the Capacity Interview, applicants that pass will be ranked by score. The rankings will be presented for consideration to the Selection Committee. The ranks are as follows:
Rankings Points Earned Percentage of
Possible Points
Rank 1 > 242.5 100 – 94%
Rank 2 217.5 - 242.4 93 - 87%
Rank 3 217.4 - 200 86 – 80%
Upon committee approval applicants are eligible to join the Charter SELPA July 1 of the upcoming school year. Eligibility can be extended for one calendar year with written approval from the Charter SELPA, and shall be requested in writing by the charter before June 1.
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CEO COUNCIL MEETING – OCTOBER 11, 2018
CHARTER SELPA MEMBERSHIP APPLICATION PROCESS ATTACHMENT 13
El Dorado Charter SELPA/ Charter SELPA Membership Application Process Page 3 of 3
NEXT STEPS 1. Implement the process detailed above in 2018-19 for SELPA membership in 2019-20.
2. Develop an application process for special circumstances, SBE, or charter schools who arerequired to join a SELPA (as a condition of authorization, etc.) to begin in March of each year.
RECOMMENDATION This summary of the revised membership application process is presented for information only. No CEO Council action is required.
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