Lead Agency Meeting Agenda June 12, 2012

1. Matching funds documentation Custodial costs Lead Agency RFQ for SY 13-14 DC assignments – ExCEL re-organization End of Year Task/Due dates Insurance Requirements Summer Late Arrival policy implementation Muni Passes UESF side agreement August Institute Instructional Aide requirements Upcoming 21st Century audit Lead Agency MeetingAgendaJune 12, 2012

2. Year End Task/Due Dates • EMS attendance for school year by June 15th • Inventory Checklist completed by June 29th. VERY IMPORTANT – this is in response to audit finding • EMS attendance for June summer program by June 29th • APR information for June by June 29th

3. Year End Task/Due Dates • Certificated Teacher timesheets by June 29th • Classified staff timesheets by June 29th • FINAL Invoices by July 20th – NO Exceptions. ExCEL must submit expenses to CDE by August 15th to be reimbursed.

4. Insurance Requirements • Contracts will be held until the Contracts Office receives insurance certification that meets the requirement • A $2 million aggregate for each occurrence under General Liability meets the requirement • Insurance is required for subcontractors even if they are paid for with matching funds

5. Late Arrival Policy Implementation • Any student who arrives within one hour of the start of the program is considered "on-time".  That student should sign in and put in the corresponding time.  The student does NOT have to enter a corresponding late arrival code. • For any student that arrives more than 1 hour late for program, please indicate the time of their arrival, the corresponding code #, and indicate LA (late arrival) in the notes/comment section of the daily sign in/out sheet.

6. Summer Muni PassesSites that HAVE picked up their passes: • Edward R. Taylor Elementary • El Dorado Elementary • Herbert Hoover Middle • Hillcrest Elementary • Lawton Alternative Academy • Martin Luther King Academic Middle • Visitacion Valley Elementary • Visitacion Valley Middle PICK UP BY JUNE 18th or the passes will be redistributed

7. UESF Side Agreement A side agreement has been made between SFUSD and UESF to allow SFUSD UESF members to be hired by CBOs in the summer. The CBO determines the hourly rate.

8. August Institute – Topics to include: • Attendance protocol – early release/late arrival • City Span – 101, advanced, and build outs • Website – showcase of programs • IT Technology – protocols – Acceptable Use Policy • Fee based structure- donations • Custodial/Permits • Invoice/allowable expenses • Enrollment package • Contract amendments • Planning for the future • Summer 2012 • RPA/Greens/ECR/classified payroll • Snack ordering • Instructional Aid requirements • 33% matching funds documentation

9. August Institute – Topics to include: Equitable Access guidelines Family Literacy guidelines General grant guidelines Lead Teacher Collaboration – QSA Special Needs students – how identify, how accommodate – sites w/o equitable access Mandated reporting: school site protocols (Principal) Restorative Practices Physical Activity/Nutrition – wellness policy Program Design best practices – elementary, middle, high – peer to peer examples Professional development: Implementing core competencies Credit Recovery protocol

10. Instructional Aide Requirements V-BASP 19: BASP Accountability Staff Minimum Qualifications • The LEA/grantee agency ensures that all staff members who directly supervise pupils meet the minimum qualifications for an instructional aide according to the policies of the school district. (EC § 8483.4.)

11. SFUSD Requirements Oneof the following: An AA degree or higher or Official transcripts reflecting 48 college units and a high school diploma/equivalent or Completion of CBEST and a high school diploma/equivalent

12. July 2012 21st Century Audit: • Supplement not Supplant requirement • Review of invoices and determination of whether items are allowed under the grant