Equity, Innovation and Choice Brevard Public Schoolseagendatoc.brevardschools.org/11-19-2019...

Equity, Innovation and Choice Brevard Public Schools

STRONG START – STRONG SCHOOL Charter School Pre-Opening Checklist, Guidance and Protocol

For schools opening the 2018-2019 School Year

Exhibit 2N

Modeled after NACSA’s Core Pre-Opening Monitoring Guidance and Sample Pre-Opening Protocol

© 2016 National Association of Charter School Authorizers (NACSA) and the Oregon Department of Education (ODE).

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Exhibit 2N

http://www.qualitycharters.org/



WHAT ARE PRE-OPENING REQUIREMENTS? Pre-Opening Requirements are a set of primarily compliance-based actions that a school must complete prior to opening its doors and starting instruction. Schools must demonstrate that there is sufficient demand (enrolled students) to warrant school opening. In addition, schools must demonstrate that the physical building and staff are ready to receive students for instruction. Pre-Opening Requirements usually consist of a combination of paper screening of compliance documents and an on-site visit to the school site to continue to build the collaborative relationship between the authorizer and the school staff that started during the charter application and approval process. A detailed list of actions required for schools to demonstrate their readiness to serve students is included below.

WHY ARE PRE-OPENING REQUIREMENTS IMPORTANT? Authorizers are under obligation to proactively monitor activity at all schools during the time between when new charters are awarded and when schools open. It is the authorizer’s obligation to make the determination if a school has completed the necessary preparations and largely satisfied the necessary Pre-Opening Requirements before the school is allowed to open for instruction. If the charter school does not complete the necessary Pre-Opening Requirements, and the authorizer determines that the enrollment is too low for the school to be financially viable, or the adults in the building and/or the physical structure are not ready to receive students for instruction, the authorizer must not provide the school with final authorization to open. A delay in opening will be in effect until the authorizer can confirm that the school has satisfied all necessary Pre-Opening Requirements and all necessary documents are on file.

WHAT CONSTITUTES A PRE-OPENING REQUIREMENT? Pre-Opening Requirements represent the set of tasks that, once completed, will assist charter schools in coming into general compliance with applicable laws and regulations, as well as those that will facilitate effective and responsible management of school operations. Although charter school operators will likely identify additional tasks that they will need to complete during the critical time between charter authorization and the opening of the school, the tasks included in the Pre-Opening Protocol (below) alert school founders to those tasks which may not be directly related to the school’s education program but are essential to school operations, nonetheless.

HOW ARE PRE-OPENING REQUIREMENTS ORGANIZED? Pre-Opening Requirements are organized by general categories, including: students, enrollment, and admissions; governance; budget; and transportation, among others. Each Pre-Opening Requirement will be assigned a specific due date. Under the “Documentation” column, the Pre-Opening Protocol also indicates for school operators the specific documentation required for fulfilling particular terms. Finally, the document includes a column for authorizers to verify whether schools have met each Pre-Opening Requirement.

Exhibit 2N

School Board of Brevard County Division of Equity, Innovation and Choice

2700 Judge Fran Jamieson Way Viera, Florida 32940

www.eic.brevardschools.org (o) 321-633-1000, ext. 395

(f) 321-632-1508

Exhibit 2N

PRE-OPENING REQUIREMENTS FOR: Legacy Academy Charter School DATE OF CHARTER APPROVAL: 10/27/2015 TARGET SCHOOL OPENING DATE: 8/10/2018

11/20/2017 8/10/2017 8/1/2016

Knox McRae Dr., Titusville, FL Curtis Blvd., Port St. John, FL United First Methodist Church, Titusville, FL Deferred 1 year on 4/19/2016

School Total Enrollment: 177 (as of 8/13/2018)

School Project Enrollment: 225 C.O. Capacity: 691

Failure to submit required documentation in a sufficient and timely manner may result in the authorizer taking action to postpone the opening of school. Additional documentation may be required prior to the start of the school year. The authorizer will provide written notice and a reasonable time for response to any additional requirements and/or changes to the following list:

Category Benchmark Due Date Where to

Submit Documentation Completed

1. Students,Enrollment andAdmissions

1.a. Enrollment andadmissions policies areapproved by school board, ifdifferent from materialsapproved by authorizer in theoriginal application. (Contract:Section 11)

Prior to recruiting and enrolling students

Charter Tools Board-approved enrollment and admissions policy

� Yes X No

Comments: 7/20/2018 Rcd policy via charter tools Missing Board meeting min where policy was approved

1.b. Board-approvedstudent code of conduct is onfile and provided to studentsand families in a Student andFamily Handbook. (Contract:Sections 3M and 11)

Prior to enrolling students

Charter Tools Board-approved code of conduct

Parent Contract

Copy of Student and Family Handbook

X Yes � No

Comments: 7/20/2018 Rcd Student handbook via charter tools 7/31/2018 Rcd board meeting minutes where

Exhibit 2N

handbook was approved

1.c. Student admissions lottery conducted according to rules and regulations and waitlist maintained appropriately (if applicable) (Contract: Sections 3D and 3H)

Prior to enrolling students

Charter Tools Enrollment and admissions policy

Copy of Waitlist (if applicable)

� Yes � No X NA

Comments: 7/26/2018 During site visit principal stated that they did not need to run a lottery; they do not have a waitlist

1.d. 50% of student enrollment target met (Contract: Section 3)

AS400 Roster of enrolled students

X Yes � No

Comments:

(50% of 225 = 112.5)

7/1/2018 school had 180 students entered in AS400 Admissions

1.e. 75% of student enrollment target met (Contract: Section 3)


X Yes � No

Comments:

(75% of 225 = 168.75)

7/1/2018 school had 180 students entered in AS400 Admissions

1.f. 95-100% of student enrollment target met (Contract: Section 3)


If a school does not reach 75% of

� Yes X No

Comments:

(95% of 225 = 213.75)

Exhibit 2N

planned enrollment well in advance of school opening, the school must submit a revised budget (see “Budget” section) and may be at risk of not opening.

7/1/2018 school had 180 students entered in AS400 Admissions 8/13/2018 school had 177 students (with schedules) listed in Admissions plus 6 students without schedules

1.g. Final Enrollment Projection (Contract: Section 3G)

Hard Copy Final Enrollment Projection letter

X Yes � No

Comments: 11/20/2017 Rcd via email

2. Governance 2.a. Charter Contract executed by Board (1002.33, FS)

Complete Hard Copy Board executed charter contract

X Yes � No

Comments: 4/12/2016 approved contract

2.b. Organization is incorporated as a not-for-profit (1002.33, FS)

Complete Hard Copy Incorporation Certificate

X Yes � No

Comments: 7/25/2014 Original date filed per Sunbiz.org 4/9/2018 Amended for Curtis Blvd, Port St. John Location

Exhibit 2N

7/17/2018 Amended for Knox McRae, Titusville Location

2.c. Organization has secured federal tax-exempt status (1002.33, FS)

May 31, 2018 Charter Tools Copy of tax exempt letter

X Yes � No

Comments: Need updated certificate to reflect current Knox McRae, Titusville location 3/7/2018 Certificate Amended for Curtis Blvd, Titusville location 4/27/2017 Original submitted via charter tools 12/5/2016 Original effective date

2.d. Bylaws are executed by the board (Contract: Section 9A)

May 31, 2018 Charter Tools Copy of executed bylaws

X Yes � No

Comments: 7/25/18 Rcd via charter tools 5/12/2016 date bylaws executed

2.e. Updated board roster (with officer designations) and contact information submitted (Contract: Section 9A)

May 31, 2018 Charter Tools Board roster X Yes � No

Comments: 7/20/18 Data updated on charter tools

Exhibit 2N

2.f. Governing board has been established and is setting policy direction for school (Contract: Section 9A)

May 31, 2018 Charter Tools Copy of board minutes

Copy of schedule for governing board meetings

X Yes � No

Comments: 7/20/18 meeting dates Rcd via charter tools. Dates do not identify the school’s “annual meeting” as noted in bylaws.

2.g. Governing Board Training and Disclosures (Contract: Section 9A)

May 31, 2018 Charter Tools Training Certificates Disclosure Forms

� Yes X No

Comments: CM – 7/30/18 Rcd Disclosure; 7/27/17 Rcd Brd Training Cert NC – 7/27/17 Rcd Disclosure; 7/27/2017 Rcd Brd Training Cert JD – missing Disclosure; 7/26/18 Rcd Brd Training Cert DD – 7/27/17 Rcd Disclosure; 7/27/2017 Rcd Brd Training Cert BG – 7/27/17 Rcd Disclosure; 7/26/18 Rcd Brd Training Cert WN – 7/27/17 Rcd Disclosure; Missing Brd Training Cert

Exhibit 2N

2.h. Governing Board Background Checks (Contract: Section 9)

May 31, 2018 AS400 District Security X Yes � No

Comments: 3. Educational

Program 3.a. School calendar is final, including official start date, and complies with statutory and authorizer specific requirements (if applicable) (Contract: Section 1B)

June 1, 2018 Charter Tools School calendar including all key dates

X Yes � No

Comments:

3.b. Curriculum Materials Ordered

� Yes � No Comments: School stated that curriculum either borrowed or purchased, but no proof has been provided to district. District has concerns over possible copyright infringement

3.c. Reading Plan Option (Contract: Section )

Charter Tools Letter stating if school electing to participate in or opt out of district reading plan

X Yes � No Comments: 7/25/18 Rcd letter via charter tools. School will participate in district’s K-12 reading Plan

Exhibit 2N

4. Administration and Staff

4.a. Qualified school administrator hired (Contract: Section 10)

Within 3 working days of hiring

Charter Tools Name, resume and copies of administrator license(s) demonstrating compliance with certification requirements (if applicable)

X Yes � No Comments:

7/20/18 Rcd license, resume, and cover letter via charter tools

4.b. All key leadership roles filled (Contract: Section 10)

15 calendar days prior to school opening (July 26, 2018)

Charter Tools Updated personnel information with names, positions and contact information

X Yes � No

Comments: Completed late

4.c. All teaching positions filled (Contract: Section 10)


AS400 Staff Database X Yes � No


4.d. Health, safety and criminal background checks completed for all school staff (Contract: Section 10)


Personnel Files

Verified during site visit

X Yes � No

Comments:

4.e. Employees meet licensure and certification requirements (Contract: Section 10)


AS400 Staff Database � Yes X No

Comments: 2 teachers non-certified, but eligible for certification

Exhibit 2N

1 teacher out-of-field will not be eligible by 12/2018

4.f. Adequate ESE and ESOL staffing in place to serve enrolled students (Contract: Section 3I, J and K)


AS400 Staff Database X Yes � No

Comments:

4.g. Board approved personnel policies are provided to all staff in an Employee Handbook (Contract: Section 11)

June 30, 2018 Charter Tools Board approved personnel policies

Copy of Employee Handbook

X Yes � No

Comments:

4.h. Employees set up for data access and use (Contract: Section 2D)


AS400/Active Directory

AUP

Help Desk Tickets

� Yes � No Comments: Ongoing

5. Management Contract (if applicable)

5.a. Management contract executed (Contract: Section 9E)

June 30, 2018 Charter Tools Copy of executed agreement approved by the authorizer and signed by representatives of the management company and the school’s board

� Yes X No

Comments: Missing School contract with Greenapple Management

Exhibit 2N

6. Budget 6.a. Board approved budget for first fiscal year (Contract: Section 4F)

On or before July 1

Charter Tools Copy of board approved budget with detailed assumptions for all key revenues and expenditures

� Yes X No

Comments: Budget submitted but was found to be missing items (i.e. management fees, legal fees, etc.) School is to submit the 2018-19 budget by September 15

6.b. Revised budget if enrollment is below 75% of projection included in board approved budget (Contract: Section 4F)

June 30, 2018 Charter Tools Copy of board approved revised budget with detailed assumptions for all key revenues and expenditures

� Yes � No

Comments: Not Applicable

7. Financial Management

7.a. Set up of school is system as required and provide banking information to authorizer in order to generate payments (Contract: Section 4H)

Complete Various systems

Vendor requirements

X Yes � No

Comments:

7.b. Board approved fiscal controls policies and procedures (Contract: Section 4H)

May 31, 2018 AS400 Copy of board approved internal controls policies

X Yes � No

Comments: Under review by the district

Exhibit 2N

7.c. Accounting systems in place (Contract: Section 4H)

May 31, 2018 Charter Tools Evidence of employment of or contract with accountant, bookkeeper or person who will handle such duties

X Yes � No

Comments:

7.d. Auditor (Contract: Section 4G) April 30, 2018 Charter Tools Auditor Engagement Letter

X Yes � No Comments:

8. Facilities 8.a. Viable facilities secured (Contract: Section 5A)


Charter Tools X Yes � No

Comments: Missing full copy of executed lease

8.b. Certificate of Occupancy (Contract: Section 5B)


Charter Tools X Yes � No


8.c. Certificate of Use (Contract: Section 5B)


Charter Tools � Yes � No

Comments: Not applicable

8.d. Letter of Architect of Record (if applicable) (Contract: Section 5B)


� Yes � No


Exhibit 2N

8.e. Fire Permit (Contract: Section 5B)


X Yes � No


9.f. Occupational License (Business Tax Receipt) (Contract: Section 5B)


� Yes � No

Comments: Ongoing – school submitted copy of application to city – awaiting certificate

9.g. Health Permit (Contract: Section 5B)


X Yes � No


9.h. Approval of Local Government Jurisdiction Requirements (Contract: Section 5B)


� Yes � No


9.i. AHERA Report/Architect of Record Letter (Contract: Section 5B)


� Yes � No

Comments:

9.j. Crisis Response Plan Plan (Contract: Section 5B)


Crisis Response Plan

� Yes X No

Comments: School stated that it would adopt BPS’ Crisis response plan, which is a document

Exhibit 2N

that we no longer have

9.k. Space meets program requirements (classrooms, special purpose space, restrooms meet requirements of program and number of students enrolled) and is accessible to all students (Contract: Section 5B)

July 26, 2018 Inspection during pre-opening visit

X Yes � No

Comments:

9.l. Property Inventory (Contract: Section 4G)


Charter Tools Property Inventory Inspection during pre-opening visit

� Yes � No

Comments: Ongoing – needs to be updated with new items

9.m. Technology Infrastructure (Contract: Section 4G)

July 26, 2018 Inspection during pre-opening visit

� Yes X No

Comments: 9.n. Finalize Curriculum

and Other Instructional Materials (Ordering and Receiving)

July 26, 2018 Site Visit � Yes X No Comments:

9.o. Finalize FFE July 26, 2018 Site Visit � Yes X No Comments: Using borrowed furniture or items obtained from warehouse

Exhibit 2N

9. Transportation 9.a. Contract with transportation provider (as applicable) (Contract: Section 6D)

July 15, 2018 Charter Tools Copy of agreement with transportation provider (as applicable)

� Yes X No Comments:

Document submitted by school unacceptable (statement, not a contract) – they will re-submit

9.b. Transportation plan (if applicable) including related health and safety certificates (Contract: Section 6D)

July 15, 2018 Charter Tools Copy of health and safety certificates

Copies of criminal background checks for provider

� Yes � No


10. Food Service 10.a. Food service plan (if applicable) (Contract: Section 7)

July 15, 2018 Charter Tools Copy of food or vendor services contract

Evidence of appropriate state and local health department inspections and licenses

� Yes X No

Comments: Document submitted needs amended per FLDOE food service contact

11. Insurance 11.a. Appropriate and required coverage obtained (Contract: Section 8)

May 31, 2018 Charter Tools Proof of appropriate coverage from insurance provider that

� Yes X No

Comments: All acceptable, except property

Exhibit 2N

meets local and statutory requirements

insurance, which does not meet requirements of lease agreement

Exhibit 2N

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