Leon County Schools

LEON COUNTY SCHOOLS

Title I ADVISORY COUNCIL BYLAWS

Adopted November 14, 2016

ARTICLE I: Name of Council

The name of this council shall be the Leon County Schools Title I Advisory Council and shall be known as the Title I Advisory Council (TAC).

ARTICLE II: Purpose of Council The purpose of the Title I Advisory Council shall be to assist the Superintendent and the School Board in making decisions pertaining to Title I schools in Leon County and to support and assist each Title I school in outlining and addressing the needs of their school community. The TAC’s participation in the decision-making process shall be advisory in nature, and it shall accomplish its purpose by: (1) investigating, (2) informing, (3) discussing Title I school issues and concerns identified by the schools, the Superintendent, the School Board, the community, the parents and the students, and (4) recommending and (5) evaluating possible ways to use Title I funding to address these issues and concerns, and (6) performing other such duties as appropriate to the advising process.

Section 1: Governance

A. The Title I Advisory Council shall be governed by these Bylaws and shall function in accordance with them.

B. The Bylaws, once adopted, may be amended through a formal process described in

Article VII, Section 1.

Section 2: Duties and responsibilities of members shall include but not be limited to: A. Developing and administering the annual Needs Assessments in Title I schools and communities through the work of the Needs Assessment Committee and in accordance with federal regulation and state mandates, reviewing the findings, and providing recommendations based on the findings to the Superintendent and School Board members.

B. Developing recommendations for long range planning, using the findings of the annual

needs assessment, addressing the following:

1. Assessment of educational needs

2. Establishment of priorities

3. Planning of educational programs

4. Budgeting

5. Evaluating outcomes

C. Determining the necessary resources needed to conduct an annual, third-party  evaluation of the desired outcomes of Title I expenditure, and advise the District on the procurement of the third-party evaluator,

D. Facilitating communication among Title I schools, parents, students and community, and identifying and sharing best practices.

E. Informing and advising the Superintendent and School Board regarding Title I school/community needs, interests, and concerns.

F. Recommending changes in policy, procedures, resources, budgeting and programs.

Duties will be advisory in nature, and will not conflict with any of the powers and duties reserved by law or State Board Rule for the School Board.

ARTICLE III: Membership

The following guidelines shall be used in establishing the Title I Advisory Council:

Section 1: Composition of Membership

TAC membership shall be comprised of Leon County residents or persons representing Leon County based organizations who are: (1) Parents/guardians of children enrolled in Leon County Title I schools, (2) high school students in attendance at Title I high schools, (3) teachers and principals from Title I schools and (4) community members at-large involved through their work, volunteering, or research in and/or with the community of

Title I schools, whose selection will be determined as follows:

A. Each School Advisory Council (SAC) shall ensure that one representative and one alternate representative are selected from the school’s Parent and Community SAC membership. If any representative is employed by Leon County Schools, it is understood that the perspective they bring to the TAC will be representative of that site’s parents and community members.

B. The Student District Advisory Council shall appoint a member to serve on the TAC to provide the student perspective.

C. The District Advisory Council (DAC) shall appoint a member to serve on the TAC. This person shall serve as a liaison between the DAC and the TAC.

D. The Leon Classroom Teacher's Association (LCTA) shall appoint two teachers from the Elementary level and one teachers from the Secondary level to serve on the TAC.

E. The Superintendent shall appoint two principals from the Elementary level and one principal from the Secondary level to serve on the Title I Advisory Council. The appointed principals may be represented by a designee of their choosing.

F. The Superintendent, individual School Board members, the Mayor (on behalf of the City Commission), the Leon County Commission, the Leon County Health Department, the regional managing director of the Department of Children and Families, the Chief Probation officer of the Department of Juvenile Justice, Whole Child Leon, Peace 4 The Big Bend, and the chief executive officer of the Early Learning Coalition of the Big Bend Region shall serve or appoint a person to serve as community at-large members on the Title I Advisory Council. At least one appointed person shall be experienced in traumainformed/ responsive practices.

Section 2: Terms

All members shall be appointed prior to the last day of school to serve a one-year term on the Title I Advisory Council. The terms shall run from July 1 through June 30 of the following year (with the exception of officers – see Article IV, Section 2.) Consecutive terms are permissible, but membership is neither transferable nor can it be reassigned to another individual except by formal appointment as described in Section 2 above.

Section 3: Duties and responsibilities

Each member of the TAC shall be expected to: (1) attend all TAC meetings, (2) regularly report back to and seek input from the group or individual they represent, and (3) serve on at least one committee (see Article VI) and/or on a task force when appointed by the TAC Chairperson. TAC members, when performing their duties, represent the perspectives of the group or individual who made their appointment, but must consider the best interest of all children and families in Leon County Title I schools when suggesting changes in procedures, policies, programs, or allocation of resources, and before casting votes.

Section 4: Voting Rights

Each TAC member shall be entitled to one vote and may cast that vote on each item brought before the TAC as a whole. Alternates may vote only when standing in for a regular member not in attendance. A quorum must be present before a vote may be taken by the TAC. For purposes of the TAC, a quorum will exist if a majority of the membership is present.

Section 5: Vacancies

A vacancy on the Title I Advisory Council shall be filled for the remainder of the term (but not less than one month) according to Section I and to the following:

A. If a TAC member is appointed by a SAC and the member’s child(ren) for any reason no longer attend(s) that given school, the SAC chair will ensure that a replacement is appropriately chosen to serve on the TAC in accordance with section 1.

B. A TAC member may officially resign at any time by filing with the TAC Secretary a written letter of resignation and supplying a copy of the resignation letter to the appointing official and Superintendent or his/her designee.

C. Any TAC member who has two consecutive, unexcused absences from a Title I Advisory Council (TAC) meeting shall be replaced on TAC. Upon such an occurrence, the district office shall notify the member and the official who made the initial appointment. The member shall be replaced using the membership process, outlined above in Article III,

Section 1. An absence will be considered excused if a member is represented by an alternate representative or a designee.

ARTICLE IV: Officers

The officers of the Title I Advisory Council shall be: a Chairperson(s), a Vice-Chairperson(s), a Secretary, a Treasurer, and other such officers as the council may deem necessary. The office of Secretary and Treasurer may be filled by the same person. All officers shall serve on the TAC Executive Committee.

Section 1: Duties

A. Chairperson(s)

The Chairperson(s) shall preside at all meetings of the Executive Committee and the TAC. The Chairperson(s) shall also:

1. Sign all official letters, reports and other TAC communications;

2. Act as the "official spokesperson" of the TAC to maintain open communication with the Superintendent, School Board, Title I schools, Mayor’s office and City Commission;

3. Formally appoint the chairpersons of all TAC subcommittees and the assignment of TAC members to other (external) committees and task forces;

4. Perform other duties as may be periodically prescribed by the TAC, Superintendent and school board; and

5. Appoint a parliamentarian.

B. Vice-Chairperson(s)

The Vice-Chairperson(s) shall:

1. Serve as a member of the Executive Committee and substitute for the Chairperson(s), during his/her absence from such meetings;

2. Serve, in addition to the Chairperson(s), as the Council's TAC official liaison to the School Board; and

3. At the request of the Chairperson(s), assist the Chairperson(s) in the duties and responsibilities described in Section 1.A.

C. Secretary/Treasurer

The Secretary/Treasurer, with assistance from the Superintendent’s staff, shall record the minutes and attendance at all TAC meetings. The Secretary/Treasurer shall also:

1. Serve as a member of the Executive Committee.

2. Collect, record and distribute all monies collected by the TAC, when the case arises;

3. Maintain a monthly budget of such funds; and

4. Arrange for an annual public audit of all collected funds as appropriate.

In addition, the Secretary/Treasurer shall maintain current TAC membership information and ensure that this information is available on the Leon County School website. The Superintendent's staff will provide clerical, secretarial, typing, printing, and other assistance as the Secretary/Treasurer may require to ensure the timely recording and appropriate distribution of all TAC minutes and other public records. The TAC shall upload to the Title I page of the Leon County Schools website all minutes, agendas, and other public records.

Section 2: Election and Term of Officers

A. The election of officers shall take place at the regular May meeting, or at such other regular meeting as deemed appropriate. Election shall be made by a two-thirds vote of the members present from a slate of officers presented by the Nominating Committee (see Article VI Section 2). Floor nominations will be permitted prior to the close of nominations, at which time all nominees may address the TAC concerning their interests in and qualifications for office. (The vote shall be forwarded to the Superintendent for School Board ratification.)

B. Officers shall serve from the conclusion of the regular May meeting to facilitate planning for the upcoming year. Officers may serve two consecutive one-year terms.

Section 3: Removal and Vacancy

A. Any officer elected by the TAC may be removed from the Executive Committee by a twothirds vote of all TAC members whenever, in the judgment of the members, the best interests of the TAC are not being served.

B. A vacancy in any office because of death, resignation, removal, disqualification, or any other reason for which an officer is unable to complete the term of office, shall be filled by appointment of the Superintendent or designee based upon recommendations from TAC immediately until such time as an election is held for the post vacated. Such election must be held no later than three (3) months following the event that caused the vacancy.

ARTICLE V: Meetings (and procedures)

All meetings of the TAC and its committees shall be open to all interested parties. Moreover, input from the community-at-large shall be actively solicited by Title I Advisory Council members for inclusion in TAC meetings.

Section 1: Schedule

A. The TAC shall meet on the second Monday of each month. These Regular Meetings shall begin promptly at 6:00 p.m. and adjourn no later than 8:00 p.m. The time and date of a Regular Meeting may be changed by the Executive Committee with seven days notice to all TAC members.

B. The TAC may from time to time hold Special Meetings, subject to call by the Chairperson(s), and the Superintendent or his/her designee or by a two- thirds vote of the membership upon petition by any member. Unless waived by two-thirds vote of the members present, the agenda of any Special Meeting, regardless of its origin of call, shall be limited to one item only.

Section 2: Location

A. The Title I Advisory Council Regular Meetings shall be held, in rotation, at Leon County Title I schools. The rotation of host schools will be established by the TAC Executive Committee in consultation with the district support staff and the Title I school principals.

Section 3: Conduct

A. All TAC meetings shall be conducted in accordance with the latest available edition of "Robert's Rules of Order". The Chairperson(s) shall ensure an official parliamentarian is present for all meetings.

B. An agenda for each Regular Meeting will be developed by the TAC Executive Committee in consultation with the district support staff and then distributed, together with all support material and minutes of the previous Regular Meeting and any subsequent Special Meeting held in the interim, to all TAC members at least seven (7) days prior to the next Regular Meeting. The agenda shall be sufficient for the conduct of business by the TAC and shall include an informational/program component for each meeting pertaining to the host school and host community, unless otherwise determined by the TAC Executive Committee. The agenda shall also include dedicated time for each Committee listed in Article VI, and any other Special Committee, to meet, work and report back to the full TAC.

ARTICLE VI: Committees

The TAC shall have an Executive Committee, a Needs Assessment Committee, a Long-Range Planning Committee, a Best Practices Committee, a Policy and Rules Committee, and other Committees as necessary to conduct its business. Membership on committees will be for a period of one year beginning at the conclusion of the May regular meeting.

Section 1: Executive Committee

Membership on the Executive Committee will be for a period of one year beginning at the conclusion of the May Regular Meeting.

A. Composition: All elected officers and chairpersons of Committees and liaisons designated by the School Board and Superintendent, respectively, will serve as the Executive Committee.

B. Duties, Responsibilities and Authority:

1. The Executive Committee, in coordination with District staff shall develop the agenda for each TAC Regular Meeting (see Article V, Section 3).

2. Under the leadership of the TAC Chairperson(s) (see Article IV, Section 1 A), the Executive Committee shall have the authority to represent and to act on behalf of the TAC between all Regular Meetings, principally on any issue, concern or item previously presented to the TAC for information, discussion and/or action.

3. The Executive Committee also shall have authority to act upon any emergency request(s) by the School Board and/or Superintendent, which needs immediate attention. Such matters will then be presented for information and/or other appropriate action at the next regularly scheduled TAC meeting. If the Executive Committee deems it necessary, an emergency meeting of the TAC may be called by the Chairperson(s).

Section 2: Needs Assessment Committee

Membership on the Needs Assessment Committee will be for a period of one year beginning at the conclusion of the May Regular Meeting.

A. Composition: The Needs Assessment Committee shall be comprised of TAC members knowledgeable and/or interested in establishing and administering a needs assessment. The Committee shall include at least one parent and one teacher, a district representative from the Families in Transition (F.I.T.) program, the district Title I Director or a representative from the district Title I office, the district Title I Accountant or his/her representative, and the District Title I Evaluator. Appointment to this committee may extend beyond the membership of the TAC to fulfill a need unmet by the membership.

B. Duties, Responsibilities and Authority:

The Needs Assessment Committee, shall be charged with the following:

1. developing, coordinating and administering the annual needs assessments, ensuring that it meets the following criteria:

a. use of a variety of data gathering methods to ensure maximum input, including focus groups,

b. input from all school-related groups (for example, the bus drivers, paraprofessionals, mentors, volunteers, etc),

c. the use of clear, direct and non-technical language

d. annual reviews of the process, methods and tools with the goal of ensuring continuous quality improvement.

2. analyzing the needs assessment findings,

3. providing recommendations to the full TAC related to the identified needs based on the finding.

Section 3: Long-Range Planning Committee

Membership on the Long Range Planning Committee will be for a period of one year beginning at the conclusion of the May Regular Meeting.

A. Composition: The Long-Range Planning Committee shall be comprised of TAC members knowledgeable and/or interested in long range strategic planning for the long range. The Committee shall include at least one parent and one teacher, an Assistantsuperintendent, and a School Board member appointee. Appointment to this committee may extend beyond the membership of the TAC to fulfill a need unmet by the membership.

B. Duties, Responsibilities and Authority:

The Long Range Planning Committee shall be charged with the following:

1. providing recommendations to the full TAC for strategic planning goals for long term district priorities for Title I schools, ensuring that the goals meet the following criteria:

a. consideration of annual needs assessment findings,

b. consideration of Title I student performance data,

c. consideration of health and well-being data,

d. use of goal language that is clear, direct and non-technical

2. developing and implementing a communication plan for the long-range goals to bring awareness of the goals to students and parents in Title I schools, the

community, teachers, and school staff

3. reporting on the adherence and work towards the long-range goals.

Section 4: Best Practices Committee

Membership on the Best Practices Committee will be for a period of one year beginning at the conclusion of the May Regular Meeting.

A. Composition: The Best Practices Committee shall be comprised of TAC members knowledgeable and/or interested in identifying and sharing best practices among Title I schools. The Committee shall include at least one parent and one teacher, a school administrator, the representative from the District Advisory Council, and the District Title I Project Manager. Appointment to this committee may extend beyond the membership of the TAC to fulfill a need unmet by the membership.

B. Duties, Responsibilities and Authority:

The Best Practices Committee, shall be charged with the following:

1. working with the school hosting the next scheduled TAC meeting to help identify the best practices to showcase at that meeting,

2. establishing a system to facilitate the sharing of best practices identified and highlighted in the context of regular TAC meetings,

3. soliciting from all TAC members any best practices from school or community settings and sharing them with the full TAC,

4. planning and hosting an annual best practices fair for all Title I administrators, teachers, staff and Title I SAC members that showcase best practices.

Section 5: Policy and Rules Committee

Membership on the Policy and Rules Committee will be for a period of one year beginning at the conclusion of the May Regular Meeting.

A. Composition: The Policy and Rules Committee shall be comprised of TAC members knowledgeable and/or interested in researching, developing, and recommending policy and rules. The Committee shall include at least one parent and one teacher, one member appointed by the Superintendent and one member appointed by one of the School Board members. Appointment to this committee may extend beyond the membership of the TAC to fulfill a need unmet by the membership.

B. Duties, Responsibilities and Authority:

The Policy and Rules Committee, shall be charged with the following

1. researching Title I policy and rules at the Federal, State and District level (to include policies from other Florida school boards and school districts)

2. reviewing student performance measures and data related to the overall health and well-being of Title I students

3. coordinating with the long-range planning committee to codify goals for Title I schools

4. developing amendments to the current District policy and rules,

5. making recommendations to the full TAC related to District policy and rules.

Section 6: Other Special Committees

A. Title I Advisory Council Committees

1. Nature and Composition

a. Special Committees and/or subcommittees may be established by the TAC Chairperson(s) or another officer designated by the Chairperson(s) when necessary to assist the Executive Committee or to deal with specific matter(s) requiring immediate attention on matters beyond the purview of the Executive Committee.

b. These committees and/or subcommittees shall be comprised of representatives

knowledgeable about and interested in the matter at hand. Appointment to such committee may extend beyond the membership of the TAC. The TAC Chairperson(s) may make particular appointments to specific committees if necessary (e.g. to achieve numerical balance).

c. Each Special Committee, established above, shall:

i. Have a defined task to accomplish and a specified timeline for completion of that task;

ii. Submit their findings, conclusions and/or results in writing at the next scheduled meeting of the Executive Committee and make a summary report

of their work to the Executive Committee and/or TAC as a whole; and

iii. Disband upon completion of their task.

2. Title I Advisory Council Nominating Committee for officers

a. One committee, which shall be formed annually, is the Nominating Committee. This committee shall be comprised of no fewer than five and not more than seven TAC members appointed by the TAC Chairperson at the regular TAC meeting in March.

b. The sole purpose of the Nominating Committee shall be to bring to the TAC's regular April Meeting a slate of well-qualified TAC members nominated to serve as officers for the coming year.

c. The election of new officers will be conducted at the TAC's regular May Meeting. Election will require a two-thirds vote of members present.

B. External Assignments

1. TAC members occasionally may be asked to serve on district-wide committees or community groups formed to deal with specific issues or functions.

2. On such occasions, at the request of the Superintendent or designee, the TAC Chairperson will appoint an appropriate TAC member(s), subject to approval by the TAC membership. The appointments will be for a specified period (usually one year) and may be consecutive.

3. TAC members appointed to external assignments shall be expected to perform those duties in addition to their continuing involvement on the TAC and to report on the work of the external assignment at every TAC meeting.

In instances in which the TAC has established a policy position on an issue related to the purpose of an external assignment, the TAC member so appointed shall accurately represent that TAC position.

ARTICLE VII: Amendments

Section 1: Amendment Process

A. TAC Bylaws may be amended using the following process:

1. At least one (1) week's prior notice of the proposed amendment(s) must be given to all TAC members.

2. A two-thirds affirmative vote of the TAC members present at a TAC meeting at which the amendment(s) is/are formally presented shall be necessary to effectively amend the Bylaws. Bylaws, as adopted by the TAC, shall be passed to the Superintendent for School Board ratification in order for the amendment(s) to stand.

B. Any amendment to the Bylaws must conform to the State of Florida guidelines for Advisory Committees and may not be in conflict with any School Board Policy.