1 santa barbara county selpa joint powers agency … · 12/3/2018 · the santa barbara county...

SANTA BARBARA COUNTY SELPAJOINT POWERS AGENCY BOARD

Regular Meeting Monday, December 3, 2018 Public Session – 12:00 p.m.

Jonata Middle School Library 301 Second Street, Buellton, CA 93427

Agenda In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting or need this agenda provided in a disability-related alternative format, please contact the SBCSELPA Office at 683-1424.

Prompt notification will assist the SBCSELPA to make suitable arrangements.

PUBLIC COMMENTS ARE WELCOME

The Santa Barbara County SELPA JPA Board will receive public comments about items appearing on today's agenda, as well as other matters within the subject matter jurisdiction of the Board. All such comments will be received during the Public Comments section of the agenda. Individuals who address the Board are limited to three (3) minutes to speak on any item and a total of 10 minutes on all items for their presentation. The Board may limit the total time for all public comment to 30 minutes. Persons needing additional time are requested to submit the information in writing.

For comments concerning matters not on the agenda, open meeting laws and fairness to other residents who may have an interest in your topic prohibit the Board from taking action or engaging in extended discussion of your concerns. The Board may direct staff to meet at a later date with speakers who have specific concerns or needs. The Board may also direct that an issue be placed on a future agenda for discussion and consideration. This permits the Board and staff members to prepare and receive necessary information and for the public to be aware that a topic is being formally considered. We appreciate your cooperation.

Forms are available from the Board’s secretary for requests to address the Board. Persons wishing to make public comments are requested to complete the appropriate form and return it to the Board Secretary.

I. PUBLIC SESSIONA. Call to Order

B. Roll Call

C. Flag Salute

D. Welcome Guests

E. SBCSELPA Executive Director’s Report REF: I-E

II. PUBLIC COMMENTS

Please refer to information above regarding public comment guidelines.

III. APPROVAL OF ADDITIONAL EMERGENCY ITEMS (Government Code Section 54954.3(b)(2))

1

SBCSELPA JPA BOARD MEETING DECEMBER 3, 2018 IV. APPROVAL OF ACTION AGENDA

It is recommended that the JPA Board take action to approve the action agenda as presented/amended.

Motion:__________ Second:__________ In Favor: _________ Opposed:_________ Abstained:________

V. CONSENT AGENDA ITEMS

A. Minutes of November 5, 2018 Regular Meeting REF: V-A

B. Ratification of Payment of Claims REF: V-B C. SIRAS Systems Service Contract REF: V-C

1. Contract

VI. PRESENTATIONS

A. SBCSELPA Mental Health Budget, Presenter Kim Hernandez Materials to be distributed

B. SBCSELPA Wrap Services, Presenter Dean’a Curry

C. SBCSELPA G.R.O.W. Program, Presenters Alison Lindsey and Rosy Matos-Bucio

VII. ITEMS SCHEDULED FOR ACTION/CONSIDERATION

A. Certification of First Period Interim Report for Fiscal Year 2018-19 REF: VII-A 1. Narrative and charts of First Period Interim revenues and expenses 2. First Period Interim Report

B. Lompoc Unified School District (LUSD) Letter of Intent to Operate TLP Classes REF: VII-B as Non-regional

1. Letter of intent and request for notification timeline waiver

It is recommended that Consent Agenda Items A through C be approved as presented.

Motion:___________ Second:___________ In Favor: __________ Opposed:__________ Abstained:_________

It is recommended that the JPA Board approve the First Period Interim Report for Fiscal Year 2018-19 as presented.


It is recommended that the JPA Board approve to waive the Local Plan Year and a day notification and accelerate LUSD’s change in operator type as presented.


2

SBCSELPA JPA BOARD MEETING DECEMBER 3, 2018 VII. ITEMS SCHEDULED FOR ACTION/CONSIDERATION (Continued)

C. FTE Increase for SBCSELPA Executive Secretary Position REF: VII-C

D. Santa Barbara County Education Office (SBCEO) Regional Program Operator REF: VII-D Request for Funding of Additional Support Staff in Moderate/Severe Program at Manzanita Charter School

1. SBCEO request for funding of additional IA support

E. Santa Barbara County Education Office (SBCEO) Request to Consolidate REF: VII-E Regional Moderate/Severe Classes at Hollister Elementary for 2019-2020

1. SBCEO request to consolidate moderate/severe classes F. Santa Barbara County Education Office (SBCEO) Request to Continue REF: VII-F

Operation of Deaf or Hard of Hearing (DHH) Regional Program at Orcutt Junior High School Special Day Class (SDC)

1. SBCEO request to continue DHH regional program

G. Santa Barbara County Education Office (SBCEO) Request for Funding for REF: VII-G Program Expansion, Lompoc Preschool Specialist

1. SBCEO request for preschool specialist program expansion

It is recommended that the JPA Board approve to increase the SBCSELPA Executive Secretary position from 0.6 FTE to 1.0 FTE as presented.


It is recommended that the JPA Board approve funding for additional IA support in the moderate-to-severe SDC at Manzanita Public Charter School for the remainder of the 2018-2019 school year as presented.


It is recommended that the JPA Board approve the SBCEO request to consolidate the two moderate-to-severe classes at Hollister Elementary for the 2019-2020 school year as presented.


It is recommended that the JPA Board approve to continue the current DHH regional program at Orcutt Junior High SDC for the 2019-2020 school year as presented.


It is recommended that the JPA Board approve the SBCEO request for funding for expansion of the regional preschool specialist services as presented.


3

SBCSELPA JPA BOARD MEETING DECEMBER 3, 2018 VIII. ITEMS SCHEDULED FOR INFORMATION AND DISCUSSION

A. Resignation Notification from Lisa Fernández, SBCSELPA Secretary to the REF: VIII-A Executive Director

1. Letter of Resignation, Lisa Fernandez

B. FTE Increase for SBCSELPA Chief Business Official REF: VIII-B

C. SBCSELPA Professional Development REF: VIII-C

D. SBCSELPA South County Office Relocation Update REF: VIII-D

E. LEA/District Costs Associated with Due Process SBCSELPA Year-to-Date REF: VIII-E Account Balances

F. SBCSELPA Legal Fees Year-to-Date Reserve REF: VIII-F

G. Nonpublic School (NPS) Year-to-Date Placement Expenditures REF: VIII-G

IX. MISCELLANEOUS AGENDA ITEMS

A. Items Proposed for Future Action or Discussion B. Next Scheduled JPA Board Meeting: Date: January 14, 2019

Time: 12:00 p.m. Location: Jonata School Library, Buellton

X. PUBLIC COMMENT PERIOD REGARDING CLOSED SESSION ITEMS Please refer to information at beginning of agenda regarding public comment guidelines.

XI. CLOSED SESSION:

A. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Goals Update) Pursuant to Government Code Section 54957 Title: SBCSELPA Executive Director

XII. RECONVENE TO PUBLIC SESSION: Report of action taken in Closed Session, as appropriate.

XIII. ADJOURNMENT

4

SBCSELPA EXECUTIVE DIRECTOR’S REPORT TO JPA BOARD

December 3, 2018

1) Due Process/Dispute Updates-Seven (7) Due Process filings in progress and no CDE Investigations.

2) Non Public School (NPS) Placement Update-We have a total of (12) SBCSELPA funded NPS placements, (2) district funded placement.

3) State Legislation (AB 1808 Trailer Bill Language)-- Superintendent to consult with SELPA Administrator to confirm Local Plans and LCAP are

aligned- Annual Assurances Support Plan to be added to all Local Plans and written in language

understandable by the public- Implemented by all SELPAS by 7/1/2020- A template to be developed for Local Plans (by CDE by 3/1/19.- County Superintendent to approve Local Plans (appeal process)- Local Plans to be reviewed every 3 years- To be posted to LEA, SELPA and COE internet websites

4) State Finance Update-The State received revenues of just over 12 billion in September. This exceeded the budgetprojections by 5.1% (582 million).

• For the first three months of the fiscal year, the total State revenues are $1.032 billionhigher than the 2018-2019 enacted Budget. This has primarily been the result ofincreases in personal income ($990 million) and corporation taxes ($66 million).

• California’s unemployment remains at 4.2% compared to the national rate of 3.7%.Housing starts are down by 21%, but home prices are inching up by .8% between Julyand August with the median home price at $596,410.

• It appears the new Governor will inherit some strong revenues as he develops theJanuary budget proposal.

5) State SELPA Director’s Update (NOV 2018 Meeting)-

***The Due Process Committee presented on the recent Cannabis case, “Parent v. Rincon ValleyUnion School District”. Per your request, Ray can share the PowerPoint that was presented. Thispresentation was shared with SEAM at the November meeting. According to General Counselfor LAUSD…

• Legal landscape on this issue is far from settled until a federal court weighs in• Boils down to the federal law’s treatment of marijuana and how it impacts (or doesn’t

impact) schools in California• Does not recommend relying on the Rincon Valley OAH decision to inform or even

guide District policy• OAH decisions lack precedential value; this decision applies only to this specific

student• Further legal actions that will continue clarify what the law says

REF: I-E5

• Until a California federal court (or the 9th Circuit) rules on this issue, any policy action that allows medical marijuana or derivatives of same on a school campus is risky and, probably, ill advised

• Concerns among school districts that they may compromise their federal funding if they proceed with this kind of action

• There is no indication to date that the feds mean to take any action ***A presentation was provided on “Trauma Informed Principles”. Per your request, Ray can share the PowerPoint that was presented. This presentation was shared with SEAM at the November meeting.

6) SEIS to SIRAS- SIRAS Trainings occurred in South, Mid, and North County during the month of October and beginning of November. Evaluations and feedback of the trainings were collected and summarized. This information was shared and discussed at the Nov. 16 SEAM meeting. The consensus of the group is to move forward with implementation from SEIS to SIRAS as of July 1, 2019.

7) 2019-2020 SB-PIC Intern Selection Process - The SB-PIC intern selection process will occur on January 7, 2019. The following districts have agreed to hire interns: Carpinteria Unified School District, Santa Barbara Unified School District, Santa Maria-Bonita School District, and Santa Ynez Valley Special Education Consortium.

6

Santa Barbara County Special Education Local Plan Area Joint Powers Agency

SANTA BARBARA COUNTY SPECIAL EDUCATION LOCAL PLAN AREA

JOINT POWERS AGENCY BOARD MINUTES OF NOVEMBER 5, 2018 REGULAR MEETING

Jonata Middle School Library 595 Second Street, Buellton, CA 93427

12:00 p.m.

I. PUBLIC SESSION A. Call to Order

The regular meeting of the Santa Barbara County Special Education Local Plan Area (SBCSELPA) Joint Powers Agency Board was called to order by Mark Richardson at 12:01p.m. at the Jonata School Library, Buellton, CA.

B. Roll Call

Lisa Fernández took membership roll call. Members Present: Amy Alzina, Clerk

Debbie Blow Randy Haggard Donna Lewis Trevor McDonald Mark Richardson, Vice-Chairperson Susan Salcido

Members Absent: Cary Matsuoka, Chairperson

Others Present: Ray Avila, SBCSELPA Executive Director and Secretary to the Board, and other SBCSELPA staff:

Lisa Fernández, Secretary Kim Hernandez, Accountant/Business Official Jen Connolly, Coordinator

C. Flag Salute Trevor McDonald led the assembly in the Pledge of Allegiance.

D. Welcome Guests

Mark Richardson welcomed guests: Cathy Breen, SBCEO Assistant Superintendent, Special Education; Frances Evans, Santa Maria Joint Union High School District Director of Special Education; Beverly Sherman, SYVSEC Coordinator of Special Education Programs

E. SBCSELPA Executive Director’s Report

Ray Avila amended his report to include two additional pending due process cases, bringing the total to five. He also highlighted his mental health update, reporting that the SBCSELPA hired one additional Wraparound Youth Support Specialist and increased Dean’a Curry’s employment contract to .80 FTE as determined by the Board approved allocation of 2017-18 mental health ending fund balance. Ray also highlighted his SEIS to SIRAS update, reporting that the transition was underway with SELPA-wide trainings scheduled. Jennifer Connolly

REF: V-A 7

SBCSELPA JPA BOARD MINUTES OF NOVEMBER 5, 2018 REGULAR MEETING

I. PUBLIC SESSION (Continued)

provided the Board with a list of SIRAS users, inclusive of numerous school districts and SELPAs. Mark Richardson asked whether SEIS data files would be migrated manually. Ray responded that data files would be migrated electronically with the support of SEIS. The Board was satisfied; there were no further comments or questions.

II. PUBLIC COMMENTS

There were no public comments.

III. APPROVAL OF ADDITIONAL EMERGENCY ITEMS There were no additional emergency items presented.

IV. APPROVAL OF ACTION AGENDA

Recommendation: The JPA Board approve the Action Agenda as presented.

Motion to Approve: Donna Lewis Second: Amy Alzina

Vote: 7 – 0 The motion passed with JPA Board Members Amy Alzina, Debbie Blow, Randy Haggard, Donna Lewis, Trevor McDonald, Mark Richardson and Susan Salcido voting in favor; none opposed.

V. CONSENT AGENDA The JPA Board took action on Items A - B:

A. Minutes of October 1, 2018 Regular Meeting B. Ratification of Payment of Claims: 01-536113 – 01-536136; 01-537076 – 01-537088

Recommendation: The JPA Board approve Consent Agenda Items A through B as presented.

Motion to Approve: Randy Haggard Second: Debbie Blow The Board was satisfied; there were no questions or comments.


VI. PRESENTATION

A. Regional Cost Process, Kim Hernandez Kim Hernandez, SBCSELPA Accountant/Business Official, presented the SBCSELPA regional program cost process and disseminated copies of relevant fiscal information. Kim Hernandez answered Board questions, clarifying that: • programs costs are determined by student time spent in the program and paid by the

district of residence • SBCSELPA funding model updates alleviate ramifications from unanticipated fiscal

events and assist in budgeting • SBCSELPA’s fiscal cycle begins July 1 and books close July 30 • Orcutt is utilizing regional itinerant deaf hard of hearing (DHH) services for academic

support

8

SBCSELPA JPA BOARD MINUTES OF NOVEMBER 5, 2018 REGULAR MEETING

VII. ITEMS SCHEDULED FOR ACTION/CONSIDERATION

A. Santa Maria Joint Unified High School District (SMJUHSD) Special Day Class (SDC) Program Transfer Plan Recommendation: The JPA Board approve the SMJUHSD SDC Transfer Plan and Checklist as presented.

Motion to Approve: Donna Lewis Second: Debbie Blow Ray Avila provided an overview of SMJUHSD’s plan to transfer back its three SDC classes and reiterated that SMJUHSD will be operating the classes as a non-regional program. In response to Board inquiry, Ray clarified that the transfer has a neutral effect on the SBCSELPA and that SMJUHSD is open to serving other districts. Susan Salcido inquired about the difference between operating as a regional versus a non-regional. Ray Avila clarified that districts operating as non-regional operators have more control over their programs. Donna Lewis inquired as to the consequences of a non-regional operator service denial. Ray Avila responded that the requesting district would need to look for alternatives. In addition, while the concern with a regional to non-regional transfer is a continuum of services, he did not see any roadblocks, which would be apparent when the Board reviewed Item VIII-C later in the agenda. The Board was satisfied; there were no further questions or comments.


VIII. ITEMS FOR INFORMATION AND DISCUSSION

A. Approval of Fiscal Year 2018-19 Adopted Budget with Analysis and Recommendations The Board was satisfied; there were no questions or comments

B. SBCSELPA Professional Development

The Board was satisfied; there were no questions or comments

C. Trends of SBCSELPA Regional Programs Ray Avila presented a 5-year history of regional program trends, stating that the SBCSELPA still has regional program options even with the current influx of non-regional operators. In response to Susan Salcido’s request, Ray explained that the reduction in staffing, as with the Deaf Hard of Hearing, SDC Preschool, Preschool Specialist, and Occupational Therapy programs, could be indicative of a program transfer. Ray maintained that he did not see a growing trend in non-regional operators that should concern the Board. Cathy Breen stated that the chart did not account for regional preschool growth in Santa Maria and Lompoc. The Board was satisfied; there were no further questions or comments.

A. LEA/District Costs Associated with Due Process SBCSELPA Year-to-Date Account Balances The Board was satisfied; there were no questions or comments.

B. SBCSELPA Legal Fees Year-to-Date Reserve

In response to Amy Alzina’s inquiry, Ray Avila told the Board that the SBCSELPA has service agreements with a variety of legal firms from which districts can choose.

C. Nonpublic School (NPS) Year-to-Date Placement Expenditures

The Board was satisfied; there were no questions or comments.

9

SBCSELPA JPA BOARD MINUTES OF NOVEMBER 5, 2018 REGULAR MEETING IX. MISCELLANEOUS AGENDA

A. Items Proposed for Future Action or Discussion • SIRAS update • SBCSELPA South County Office relocation, per Donna Lewis

B. Next Scheduled JPA Board Meeting: December 3, 2018, 12:00 p.m. Jonata Middle School Library, Buellton, CA

X. ADJOURNMENT

Mark Richardson adjourned the meeting at 12:50p.m.

Cary Matsuoka, Chairperson Santa Barbara County SELPA

Ray Avila, Secretary Santa Barbara County SELPA

Date Date

10

REF: V B11

REF: V-B12

Date: December 3, 2018 To: SBCSELPA JPA Board From: Ray Avila, SBCSELPA Executive Director Re: SIRAS Systems Service Contract BACKGROUND: At the April 2018 SEAM meeting, the majority of the Santa Barbara County Special

Education Directors agreed to start the process of transition from SEIS to SIRAS with the plan to implement SIRAS as of July 1, 2019.

At the onset of the 2018-2019 school year, the SBCSELPA began conversations with the

SEIS and SIRAS organizations regarding a transition plan. The transition plan included both professional development and management of data

during the 2018-2019 year. A delay in bringing the contract to the JPA Board allowed for further discussion with

SEAM about the transition from SEIS to SIRAS and an opportunity to debrief on recent SIRAS trainings.

At the November 16, 2018 SEAM meeting, it was reiterated as a consensus to move

forward with implementation of SIRAS beginning July 1, 2019. A two year SIRAS Systems Service Contract has been developed to address the transition

process for the remainder of the 2018-2019 year and the implementation of SIRAS for the 2019-2020 year.

FISCAL IMPACT: This contract will result in a service fee of $45, 237 for the remainder of the 2018-2019 year ($50,000 approved by the JPA at the September 2018 meeting) and a service fee of $90, 474 for the 2019-2020 year that will be included in the upcoming year’s budget. RECOMMENDATION: The JPA Board approve the service contract with SIRAS Systems as presented. RA:lf

Santa Barbara County Special Education Local Plan Area

A Joint Powers Agency

REF: V-C 14

Siras Systems, Inc. Contract Overview for: Santa Barbara County SELPA

GOAL:The goal of Siras Systems, Inc. (Siras Systems) is to provide the district members of the Santa BarbaraCounty SELPA (SELPA) with an IEP generating a customized database system which will assist specialeducation teachers with management and compliance of their IEP caseload. SIRAS is the name of thedatabase system hosted by Siras Systems. SIRAS will integrate the IEPs with the California SpecialEducation Management Information System, (CASEMIS, Special Ed.-CALPADS) data collections/reportingmodule.

Siras Systems Program:This agreement will commence on 9/1/2018 and terminate by 8/31/2020; there after the contract shall berenewed annually by SELPA.

Package Includes:1. The SIRAS program

2. Demographic and contact synching of SIRAS data with the SIS system of each LEA/District in SELPA.As much as the SIS systems can provide Siras Systems with workable data files.

3. Support: e-mail, phone, and remote desktop assistance (when needed) technical support from SirasSystems staff. Additionally, SIRAS Support section includes training video and support documentsaccessible from the web.

Annual SIRAS & CASEMIS, Special Ed.-CALPADS Service Package• Includes MIS Summary interface updates to be compliant with the current year’s CASEMIS and Special

Ed.-CALPADS requirements.

• Includes SELPA assistance with reporting Special Ed. data to CASEMIS.(Thru end of C2C transition)

• Includes SELPA and LEA assistance with reporting their Special Ed. data to the CALPADS system. (*see CASEMIS – Special Ed.CALPADS Service)

• In addition to updating the annual changes to forms, Siras Systems will modify the existing IEP forms fora total 10% or 1 hour (whichever comes first) to accommodate subtle changes to existing forms.

• Technical Support for both CASEMIS, Special Ed.-CALPADS issues and SIRAS program.

• Siras Systems will collect and compile the CASEMIS, Special Ed.-CALPADS data and assist inarbitrating any duplicates between the districts and/or SELPAs.

• Siras Systems will assist SELPA with a variety of reports related to CASEMIS, (Special Ed.)-CALPADScompliance at SELPA request. SELPA can also generate these types of reports themselves using theSIRAS program or request Siras Systems staff to assist with report generation. Siras Systems will alsoassist with District level compliance reports at District request.

• Continued Training:o Every year, SELPA shall receive 2 (two) SIRAS CASEMIS - Administrator Workshop at no cost. (2-

3.5 hour session) to review CASEMIS issues. The CASEMS workshops can be scheduled aroundthe State CDE Roadshow meetings just prior to the P1 and P.2

o Every year SELPA shall receive 1 (one) Advanced/Refresher SIRAS workshop at no cost. (3 hoursession)

REF: V-C.115

Agreement for Development & Support of SIRAS Software This agreement is made between the Santa Barbara County SELPA (SELPA), through its administrative unit and Siras Systems, Inc. (Siras Systems), an S Corporation proprietorship having its principal place of business at 466 Greenleaf Court, CA 93117 wherein Siras Systems agrees to provide, and SELPA agrees to accept the services herein. The project name is (SIRAS) designed and created by Siras Systems. In consideration of the mutual covenants and conditions contained herein, the parties agree as follows: ARTICLE 1: STATUS: This agreement will commence on 9/1/2018 and terminate by 8/31/2020 there after the contract shall be renewed annually by SELPA. Independent Contractor: For the purposes of this AGREEMENT, the words “Siras Systems,” “contractor,” “consultant”, Siras Systems, Inc. shall be interchangeable, and hold the same meaning. Siras Systems shall, during the entire term of this AGREEMENT, be construed to be an “independent contractor”, and in no event shall Siras Systems be construed to be employees of the SELPA. Siras Systems shall not assert any position inconsistent with the provisions of this paragraph in any proceeding before any court, board, or tribunal. The provisions of this paragraph may be specifically enforced. This agreement and the license(s) for the use of software granted under the agreement will automatically roll over and continue in use beyond the termination date for successive one-year periods unless SELPA gives written notice of termination at least 45 days prior to the end of the term in progress. During the successive terms, SELPA shall pay the amount listed in Exhibit B under "Annual SIRAS Service Package" as applicable, as a license fee for the continued use of the licensed software. Non-Appropriation of Funds California Constitution, Article XVI, Section 18, encumbers the ability of public entities to incur debt in future fiscal years If for any fiscal year the Agreement is in effect funds are not appropriated or allocated for future periodic payment under the Agreement, for any reason, the SELPA shall not be obligated to pay the remaining unpaid balance beyond the fiscal year for which funds have been appropriated or allocated and either Siras Systems or the SELPA may cancel or terminate the Agreement. ARTICLE 2. RESPONSIBILITIES OF CONSULTANT: A. Scope: Siras Systems will provide all labor, materials and equipment necessary to design,

develop, program, test and implement for SELPA.

B. Coordination: In performance of Siras Systems services under this AGREEMENT, Siras Systems agrees that it will maintain such coordination with SELPA as may be requested or desirable to meet the project goals.

C. Quality of service: Siras Systems is responsible for the professional quality, technical accuracy,

timely completion and coordination of the software design, programming, and other services furnished by Siras Systems under this AGREEMENT.

D. CASEMIS/Special Ed. CALPADS data Collection & Reporting: Siras Systems is NOT responsible

but will assist in the collection, compiling, error checking, and sending the CASEMIS/ Special Ed. CALPADS data to State.

16

ARTICLE 3. RESPONSIBILITIES OF SELPA: SELPA shall cooperate with Siras Systems and make available access to forms, facilities as to provide workshops, key personnel such as IT staff, CASEMIS staff both at the SELPA and district level. Also, when necessary access to computer systems and support to insure a smooth implementation of SIRAS and data transfer from district SIS to SIRAS.

SELPA is responsible for designating and making known to Siras Systems a primary SELPA CASEMIS/CALPADS contact to certify the Special Ed. data at the SELPA level in CALPADS. SELPA is responsible for ensuring all LEA (including type 56 Charters) are responsible for designating and making known to Siras Systems a primary District/LEA CASEMIS/CALPADS contact to certify the Special Ed. data at the District/LEA level in CALPADS. If any SELPA or District/LEA contact person retires or moves away, a new person must be designated, and Siras Systems notified by way of emailing [email protected] details of any key contact personnel change. In exchange for the services and licenses received under this Agreement, SELPA agrees to pay to Siras Systems the applicable amounts stated on Exhibit B, which is attached and incorporated by reference into this Agreement. * CASEMIS – Special Ed.CALPADS Service Presumption 1: For the duration of this contract, specifications IEP systems will need to comply with at CDE/CALPADS level are under construction and evolving. While Siras Systems will do everything in their power to ensure data accuracy between SIRAS and CALPADS, as we are at the mercy of changing data specifications still yet to be determined. Synching two data systems has its challenges even when both systems are not changing. Siras Systems greater challenge is to interface with a System that is in parallel development as well. It will not be possible to programmatically ensure all data is transferred with 100% accuracy in such changing conditions that may yield bugs at any time in either system, so this section is to relay the importance of SELPA/District staff taking responsibility for overseeing system generated reports that a human eye can review from both systems. This goes in tandem with the new procedure of CDE having each LEA pre-certify their Special Ed. data to CALPADS prior to SELPA certifying all LEA Special Ed. data. This is a new type of certification process where every LEA will need to obtain a CALPADS login and ensure their Special Ed. data makes it intact to CALPADS from SIRAS. If CDE decides to postpone or abandon the CASEMIS – CALPADS integration, Siras Systems will proceed back to reporting CASEMIS thru or for SELPA as we have done previously. Otherwise this is a new requirement for all LEA and they must prepare for this new Special Ed. data reporting responsibility to CALPADS. Presumption 2: *As of August 1st, 2018, it is not clear if data transfer will involve offline exported files for manual upload into CALPADS by LEA/SELPA staff or assisted continual electronic data submission to CALPADS from SIRAS thru a CALPADS API, or some other hybrid method. Due to these fundamental changes and unknowns to certification of Special Ed. data with CDE, Siras Systems is making this known to SELPA and Districts for this new change of responsibility regarding who needs to certify AND submit data to CDE. Siras Systems encourages SELPA and all LEAs to participate in the CDE C2C process of self-evaluation to determine transition needs ahead of time. Important note: Once the official SpEd CALPADS type of certification process is enabled for the LEA level, Siras Systems cannot manually submit and certify individual LEA data or data files for them in CALPADS. This implies a new role for District level Special Ed. data personnel. This, in regards, to data transfer from IEP system to CALPADS and certification of said data in CALPADS. SIRAS should be able to receive electronic error/warning reports for LEAs directly from CALPADS, and if so can post them

17

mailto:[email protected]

directly into SIRAS for ease of distribution to staff involved. If CDE enables electronic data submission thru an API, SIRAS will have that capability built in at that time to allow District staff to push data directly from SIRAS to CALPADS and bypass manual data uploads, but the concept of each District submitting and certifying their individual data sets will remain. Districts and SELPA will need to get final status of file counts, remaining errors/warnings and certification progress directly from CALPADS once data is submitted and ready to certify. Once all Districts have certified, Siras Systems will assist SELPA with evaluating all LEA level certification reports and assist with SELPA level certification. SIRAS can post best estimates of CALPADS certifications, but ultimately it is SELPA and Districts responsibility to login to CALPADS for final CALPADS certification procedures. ARTICLE 4. MODIFICATION & MODIFICATION AMOUNTS TO PROGRAM: Modifications: SELPA may request changes to SIRAS not outlined in this agreement (additional forms, program modifications, etc.). If such changes or additions should cause an increase in Siras Systems’ cost of doing work under this AGREEMENT, or in the time required for its performance, a mutually agreeable, equitable adjustment shall be made. Siras Systems claims for an equitable adjustment shall be submitted in writing to SELPA and shall include a description of the effect of the change upon SIRAS and the estimated cost and time for Siras Systems to perform the change requested by SELPA. In no event shall Siras Systems be entitled to additional time or cost until and unless both parties agree in writing of the requested change and cost. For more details regarding extra work refer to SIRAS Overview and Exhibit A. Extra Work: All form changes will require the approval of the SELPA official. For work requested which is deemed to be out of the scope outlined within Exhibit A, or if changes to SIRAS are required after approval by SELPA authorized official, After the first hour, Siras Systems shall charge $180.00 per hour for alterations (i.e. layout, code, structure, displayed messages, etc.) to the SIRAS program. Cost of additional forms range from $200 to $4,000 depending on its complexity (1 form = 1 page); average for is about $500 per page. In the event modifications or new form(s) are required by SELPA, which have not originally been agreed upon, Siras Systems will provide an estimate. Siras Systems will require SELPA to provide Siras Systems in writing requested changes (email acceptable), which will outline the details and cost involved in any SELPA initiated change request. In the event Siras Systems initiates a change to the program (SIRAS) or form, Siras Systems will not charge SELPA. For more details regarding extra work refer to SIRAS Overview and Exhibit A. Siras Systems will, on completion of modifications, invoice SELPA. SIRAS Workshop Description:

• SIRAS Beginner’s Workshop: o SIRAS Beginner’s Level 1: 3.5 hours; limited to 25 participants; computer lab required; cost $500. o SIRAS Beginner’s Level 1: 3.5 hours; limited to 25 participants; computer lab required; cost $500.

• SIRAS Advanced/Refresher Workshop: 3.5 hours; prerequisite use SIRAS for 1 year and/or

attended Beginner’s workshops; limited to 25 participants when in computer lab, or 35 when just presented on screen; cost $500.

• SIRAS CASEMIS/CALPADS - Administrator Workshop: 3.5 hours session; limit 25 participants; computer lab is required; prerequisite, have administrative access to SIRAS; this workshop goes over the CASEMIS issues, administrative components of SIRAS and how to manage user accounts; cost $500. Technical Support: Siras Systems will provide technical support, only for the SIRAS, and CASEMIS, so long as this agreement is in effect. Technical support will be provided by both e-mail and phone. Calling hours for technical support will are between 8:00 am and 6:00 pm weekdays, email 24/7. Hardware Requirements: Refer to Exhibit C

18

ARTICLE 5. OWNERSHIP OF DATA, SOFTWARE AND OTHER DOCUMENTS: A. Copies: SELPA may retain a copy of all work for its own use. SELPA’s receipt of materials under

this agreement should in no way imply transfer of ownership interest in Siras Systems, Alpha code, Beta code, new release code, or documentation whether electronic or printed from Siras Systems to SELPA.

B. Copying: Whether copying is known or not known by SELPA or districts, Siras Systems will

protect its copyright in SIRAS to the fullest extent allowed by law. C. Use of SIRAS Program, Copy Rights Agreement: The SOFTWARE PRODUCT is protected by

copyright law, international copyright laws, as well as other intellectual property laws. THIS SOFTWARE PRODUCT IS LICENSED, NOT SOLD. Not for Resale Software. This SOFTWARE PRODUCT or its content is not for sale by any person or company but Siras Systems. Limitations on Reverse Engineering, Decomplication, and Disassembly. SELPA/DISTRICT may not reverse engineer, decompile, or disassemble this SOFTWARE PRODUCT, except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation. If changes or modifications are required, notify Siras Systems. Licensed User: Only members of the SELPA (including LRE, associated NPS/NPA, or charter schools who are servicing students for the SELPA s) have the right to use this program. No other person, agency, or company not affiliated with the SELPA can use SIRAS under this AGREEMENT. Rental: SELPA/DISTRICT may not rent, lease, or lend this SOFTWARE PRODUCT. COPYRIGHT. Except as otherwise provided in this agreement. All title and copyrights in and to this SOFTWARE PRODUCT (including but not limited to any images, photographs, animations, video, audio, music, text, and “applets” incorporated into this SOFTWARE PRODUCT), the accompanying printed materials, and any copies of the SOFTWARE PRODUCT are owned by Siras Systems. The SOFTWARE PRODUCT is to be treated like any other copyrighted material except that SELPA or its associated districts may install and use the SOFTWARE PRODUCT on any computers owned by SELPA, district or its employees. * The Copyright section of this agreement shall be in effect for the duration of this agreement and extend beyond this agreement to the extent allowed by law.

C. Limited Warranty: Siras Systems warrants that SIRAS will perform substantially in accordance with the accompanying written materials during the period that this agreement is in effect from the date of deployment. Any Support Services provided by Siras Systems shall be substantially as described in applicable written materials provided to SELPA by Siras Systems, will make reasonable effort to solve any problem issues. To the extent allowed by applicable law, implied warranties on this SOFTWARE PRODUCT are limited to the period that this agreement is in effect. D. Limitation of Liability: To the maximum extent permitted by applicable law, in no event shall Siras Systems be liable for any special, incidental, indirect, or consequential damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss of business information, loss of data, or any other pecuniary loss), arising out of the use of or inability to use the software product caused by the failure of the SELPA or district’s server/network and not the fault of Siras Systems.

ARTICLE 6. Indemnification: Each party agrees to defend, hold harmless and indemnify the other party (and the other party's officers, employees, trustees, agents, successors and assigns) against all claims, suits, expenses (including reasonable attorney's fees), losses, penalties, fines, costs and liability whether in contract, tort or strict liability (including but not limited to personal injury, death at any time and property damage) arising out of or made necessary by (A) the indemnifying party's breach of the terms of this

19

Agreement, (B) the act or omission of the indemnifying party, its employees, officers, agents and assigns in connection with the performance of this Agreement, and (C) the presence of the indemnifying party, its officers, employees, agents, assigns or invitees on the other party's premises. In the event that any action or proceeding is brought against the other party by reason of any claim or demand discussed in this section, upon notice from other party, the indemnifying party shall defend the action or proceeding at the other party's expense through counsel reasonably satisfactory to the other party. The obligations to indemnify set forth in this section shall include reasonable attorney's fees and investigation costs and all other reasonable costs, expenses and liabilities from the first notice that any claim or demand is to be made. The indemnifying party's obligations under this section shall apply regardless of whether the other party (or any of its officers, employees, trustees or agents) are actively or passively negligent, but shall not apply to any loss, liability, fine, penalty, forfeiture, cost or damage determined by a court of competent jurisdiction to be caused solely by the sole active negligence or by the willful misconduct of the other party, its officers, employees, trustees or agents. ARTICLE 7. Insurance Requirements: Each party shall obtain, pay for and maintain in effect during the life of this Agreement the following policies of insurance issued by an insurance company rated not less than "A-;V" in Best Insurance Rating Guide and admitted to transact insurance business in California: (1) commercial general liability insurance (including contractual, products and completed operations coverages, bodily injury and property damage liability insurance) with single combined limits of not less than $1,000,000 per occurrence; (2) professional liability insurance (errors and omissions) with a limit of liability of not less than $1,000,000 per occurrence. Each party's policy(ies) shall contain an endorsement naming the other party as an additional insured insofar as this Agreement is concerned, and provided that written notice shall be given to the other party at least 45 days prior to cancellation or material change in the form of the policy or reduction in coverage. Each party shall furnish the other party with a certificate of insurance containing the endorsements required under this section, and each party shall have the right to inspect the other party's original insurance policies upon request. Upon notification of receipt of a notice of cancellation, change or reduction in a party's coverage, that party shall immediately file with the other party a certified copy of the required new or renewal policy and certificates for such policy. Nothing in this section concerning minimum insurance requirements shall reduce a party's liabilities or obligations under the indemnification provisions of this Agreement. The parties acknowledge that SELPA is permissibly self-insured under California law. ARTICLE 8. Confidentiality: Siras Systems shall at all times protect the confidentiality of all matters for which Siras Systems provides service or to which Siras Systems has access under this Agreement, including, but not limited to, any records pertaining to pupils or employees. Siras Systems shall not disclose or discuss the facts of any such matter with any person other than SELPA's authorized representatives without prior written consent of SELPA, a court order, or judicial subpoena. Siras Systems shall notify SELPA superintendent immediately by telephone and facsimile of any subpoena or court order seeking information covered by this Agreement. ARTICLE 9. Warranty of Non-infringement: Siras Systems warrants that it is the sole owner of all right, title and interest in the SIRAS software, and that in using the software or any element of it, SELPA will not violate or infringe the patent, copyright, trademark or other personal or property right of any person. Siras Systems agrees to defend, indemnify and hold SELPA and member districts of SELPA from any claim, demand, lawsuit or penalty resulting from the breach of this section.

20

ARTICLE 10. Termination: SELPA may terminate this Agreement at the end of each school year, without cause, by notifying Siras Systems in writing, a minimum of 45 days prior to termination. ARTICLE 11. Standard Provisions: A. Entire Agreement. This Agreement, including any exhibits or schedules referred to which it refers, constitutes the final, complete and exclusive statement of the terms of agreement between the parties pertaining to the subject matter of the Agreement. It supersedes all prior and contemporaneous understandings or agreements of the parties. No party has been induced to enter into this Agreement by, nor is any party relying on, any representation or warranty outside those expressly set forth in this Agreement. B. Amendment. The provisions of this Agreement may be modified only by mutual agreement of the parties. No modification shall be binding unless it is in writing and signed by the party against whom enforcement of the modification is sought. C. Waiver. Any of the terms or conditions of this Agreement may be waived at any time by the party entitled to the benefit of the term or condition, but no such waiver shall affect or impair the right of the waiving party to require observance, performance or satisfaction either of that term or condition as it applies on a subsequent occasion or any other term or condition of this Agreement. D. Assignment. Neither party may assign any rights or benefits or delegate any duties under this Agreement without the written consent of the other party or parties. Any purported assignment without written consent shall be void. E. Parties in Interest. Except as otherwise specifically provided in this Agreement, nothing in this Agreement, whether express or implied, is intended to confer any rights or remedies under or by reason of this Agreement on any person other than the parties to it and their respective successors and assigns, nor is anything in this Agreement intended to relieve or discharge the obligation or liability of any third persons to any party of this Agreement, nor shall any provision give any third persons any right of subrogation or action against any party to this Agreement. F. Severability. If any provision of this Agreement is held by a court or arbitrator of competent jurisdiction to be invalid or unenforceable, the remainder of the Agreement shall continue in full force and effect and shall in no way be impaired or invalidated. G. Governing Law. The rights and obligations of the parties and the interpretation and performance of this Agreement shall be governed by the laws of California, excluding any statute which directs the application of the laws of another jurisdiction. H. Notices. Any notice under this Agreement shall be in writing, and any written notice or other document shall be deemed to have been duly given on the date of personal service on the parties or on the second business day after mailing if the document is mailed by registered or certified mail, addressed to the parties at the addresses listed on the signature page, or at the most recent address specified by the addressee through written notice under this provision. Failure to conform to the requirement that mailings be done registered or certified mail shall not defeat the effectiveness of notice actually received by the addressee. I. Authority to Enter Into Agreement. Each party to this Agreement represents and warrants that it has the full power and authority to enter into this Agreement and to carry out the transactions contemplated by it, and has taken all action necessary to authorize the execution, delivery and performance of the Agreement. J. Conflict of Interest. The parties to this Agreement have read and are aware of the provisions of Section 1090 and following and 87100 and following of the Government Code relating to conflict of interest of public officers and employees. Siras Systems represents that it is aware of no financial or economic interest of any officer or employee of Superintendent relating to this Agreement. It is further understood that if such a financial interest does exist at the inception of this Agreement, Superintendent may immediately terminate this Agreement by giving written notice to Siras Systems.

21

Siras Systems shall comply with the terms of Government Code section 87100 and following during the term of this Agreement. K. Compliance with Law. In the course of performing this Agreement, Siras Systems shall observe and comply with all applicable federal, state and local laws, regulations and ordinances now in effect or subsequently enacted. L. Nondiscrimination. Neither Siras Systems, nor any officer, agent, employee or subcontractor of Siras Systems shall discriminate in the treatment or employment of any individual or groups of individuals on any ground prohibited by law, nor shall any of them harass any person in the course of performing this Agreement based on gender or any other basis prohibited by applicable law. ARTICLE 12. COMMUNICATION: Communication between parties is critical for this project. A SELPA representative shall be established for the purpose of facilitating communications between parties. Communications between the parties to this AGREEMENT may be sent to the following address: SELPA: Santa Barbara County SELPA (SELPA) Ray Avila, SELPA Director 401 N. Fairview Ave. Goleta, CA 93117 Phone: (805) 683-1424 Fax: (805) 967-1960 E-mail: [email protected]

By_______________________________ Ray Avila Santa Barbara County SELPA (Administrative Unit)

CONSULTANT: Siras Systems, Inc. Steve C. Ormbrek, President Brian Marcontell 466 Greenleaf Court Goleta, CA 93117 Phone: (805) 685-4657 Fax: (805) 685-4743 E-mail: [email protected] ACCEPTED AND AGREED this ___________ day of__________________, 2018

By: _______________________________ Siras Systems, Inc. Steve C. Ormbrek (President)

22

EXHIBIT A

SCOPE OF WORK

SIRAS Planning Phases Goal: The goal of Siras Systems is to provide the district members of the SELPA with an IEP generating a database system which will assist special education staff with management and compliance of their IEP caseload. SIRAS will automatically integrate the IEPs with the California Special Education Management Information System, (CASEMIS) data collections/reporting module. In addition, assist SELPA with the transition to the new CASEMIS CALPADS reporting requirements. English – Spanish Translation: When customizing forms for the SELPA, the SELPA is required to provide Siras Systems with the final IEP forms in both English and Spanish. Also, if SELPA wants portions of the Spanish form to translate from English into Spanish, selections for the popup menus in both English and Spanish will need to be provided to Siras Systems by SELPA. After the software is complete, all new forms generated by the SIRAS software will need to be approved by a SELPA official before deploying the SIRAS software to the staff. The SIRAS software does NOT translate open-ended text from English to Spanish, but rather uses a look up function to convert a popup menu selection from provided English phrases to their Spanish counterparts, but on the Spanish form. This translation system provides the user with accurate translations. Because of this translation system, popup menu selections need to be determined during the developmental stage of the software. Content of the popup menus will need to be provided.

CASEMIS CALPADS Support System & Procedure For 2018-19 School Year Phase I - Update new MIS Summary module to be compliant with current CASEMIS TAG

Phase II - Preparation of data for reporting. Dec. 1, June 30 and new CALPADS reporting • SELPA shall have their CASEMIS data ready for collection within a week after the December 1st

and June 30th State reporting deadlines (2018-19) or 10 days prior to upcoming CALPADS report dates (2019 and on). (CALPADS reporting requirements may be amended for practicality as more information regarding when they will be becomes available)

• District/School Clerks should continually review compliance concerns as found on SIRAS Home page.

• District/School CASEMIS clerks will verify each student with SIRAS error/warnings by clicking the “Verify Data” button located in the MIS Summary page.

• District/School CASEMIS clerks should run statistical reports to verify district/school populations, eligibility populations and any populations under consideration.

• Siras Systems will populate the SIRAS Home page with State CASEMIS program errors when the relevant State CASEMIS program becomes available. (2018-19)

• Siras Systems will populate the SIRAS Home page with CALPADS errors and warnings when that system comes online. (2019 on)

• District/School CASEMIS clerks will verify each student with CASEMIS errors/warnings by fixing the found errors and re-submitting the corrected data on the MIS Summary page.

• Siras Systems will aid District/Schools as needed in interpreting Compliance/Certification/population reports to ensure final accuracy of data to be submitted for SELPA review.

• In December or Fall**, Siras Systems will aid in resolution of duplicates with other SELPAs. ** Definitive CASEMIS CALPADS Reporting dates have yet to be announced.

23

Phase III - Reviewing CASEMIS data

• When data is error free, District Clerks will send Compliance/Certification/population reports to SELPA for final review. These will be SIRAS generated reports in 2018-19

• Districts will need to have District staff certify SpEd data directly in CALPADS from 2019 on. • Siras Systems will aid SELPA as needed in interpreting Compliance/Certification/population

reports to ensure final accuracy of data to be sent to the State. Phase IV - Submission of SELPA CASEMIS data to the State. • Once SELPA has approved all relevant data table statistics, Siras Systems will securely submit

CASEMIS tables to the State for 2018-2019. • One each District/LEA has certified all data in CALPADS and provided certifications to SELPA

and SELPA has reviewed and approved all District/LEA certifications Siras Systems will assist SELPA with SELPA certification at CALPADS level.

• Siras Systems will provide documentation to SELPA detailing results of uploading data to the State. 2018-2019

• Siras Systems will assist SELPA in acquiring all necessary documentation regarding District and SELPA level certifications at that time.

District/SELPA Primary Responsibilities: 1. Each District/LEA is responsible for the complete and accurate data entry of their Special Ed. data into the SIRAS program. Each District/LEA contact is responsible for assisting SIRAS in ensuring all data transferred from SIRAS to CALPADS either thru file transfer by District/LEA staff, electronic API updates directly from SIRAS to CALPADS or some other method yet to be determined is accurate as determined by verifying file count, error and warning reports in both systems. 2. It is intended that District CASEMIS clerks and contacts will need to review within SIRAS, all posted CASEMIS and CALPADS errors. All errors must be accounted for and resolved. All warnings must be reviewed and corrected or verified as correct. Any unknown file counts, errors or warnings or unaccounted for records must be reported to Siras Systems. 3. District also needs to notify SELPA of any remaining warnings and communicate any and all ‘Other’ reasons with SELPA for final approval of the ‘Other’ reason for any overdue timelines missed. All overdue reasons other than ‘Late without cause’ must be documented in SIRAS to accompany the remaining warning. 4. SELPA and District/LEA contacts are responsible for ensuring complete understanding of all file counts, errors and warnings seen in CALPADS and that they match what is seen in SIRAS. If any contact cannot confirm matches of reports between SIRAS and CALPADS, they must contact Siras Systems immediately, so Siras Systems can assist in resolution with resolution of discrepancy. 5. If and when amendments or data entry corrections are made after IEP or EVAL data has been already submitted to CALPADS prior to any certification period, staff must ensure the updates are also posted to CALPADS in time for certification. 6. Each District is responsible for ensuring the demographics in SIRAS match the demographics in CALPADS. This can be achieved by working with Siras Systems to accept demographic data feeds from any SIS to be automatically populated into SIRAS via API or file import. It also can be achieved by manually reviewing records in both systems. Siras Systems can help facilitate getting data out of SIRAS for offline comparison in cases where a District does not have the local resources to facilitate electronic synching of their SIS with SIRAS. Siras Systems encourages SELPA and all LEAs to participate in the CDE C2C process of self-evaluation to determine transition needs ahead of time.

24

EXHIBIT B

PRICE AND PAYMENT SCHEDULE SIRAS program and CASEMIS Support: SIRAS Annual Fee: $10.00 per special ed. student (total June Table count) 9,781 students (June ‘18) X $9.25 = $90,474

2 Year Annual SIRAS Service Package Payment Schedule Period of Service (2018-19) Payment Due Date Amount Due 7/1/18 8/1/18 $0 2/1/19 3/1/19 $45,237 TOTAL: $45,237 Period of Service (2019-20) Payment Due Date Amount Due 7/1/19 8/1/19 $45,237 2/1/20 3/1/20 $45,237 TOTAL: $90,474

Contract Period (this is a two-year contract) Starting period: September 1, 2018 Ending period: August 31, 2020 Additional Services (full estimates will be provided by Siras Systems prior to service).

• The hourly rate for Siras Systems to perform additional services not agreed upon in this contract is $180.00. An estimate will be provided by Siras Systems prior to any changes. Future/Additional Modifications to SIRAS Software:

• SELPA interested in adding new forms to the SIRAS program not originally agreed on will be billed $200 - $2,000 per form (page) depending on the complexity of the form.

• SELPA interested in Training/Workshop(s) not originally agreed will be charged $500 for each 3.5 hours training session.

25

EXHIBIT C

SIRAS PROGRAM COMPUTER & SYSTEM REQUIREMENTS

SIRAS System Requirements

SIRAS suggested best practice • Latest updated version of Operating System • Latest updated version of https capable Web Browser • Latest updated versions of all print drivers • At least 1G available system memory • Broadband internet connection

Requirements to operate the Forms Manager Interface Windows environments: Windows 7, 8 or 10 (fully updated) • Recommended: Windows 7, 8 or 10 full version • Edge, Firefox or Chrome web browser • Latest version of Adobe Reader is recommended but not required • Popup blockers may need to be disabled for sirassystems.org Mac OS environment: Mac OS X 10.6 + (fully updated) • Recommended: OSX 10.9+ • Safari or Chrome web browser • Latest version of Adobe Reader is recommended but not required • Popup blockers may need to be disabled for sirassystems.org

26

EXHIBIT D

COMMUNICATING BETWEEN DISTRICT SIS AND SIRAS Siras Systems supports a level of connectivity which is included at no cost and uses secure file transfers that are automated nightly. If SIS has API connectivity, SIRAS can pull demographics and contact info from it at no cost. Only records with valid SSIDs would be matched back and forth between SIRAS and the SIS, as most SIS only update this way based on SSID. For pre-school records without an SSID, SIRAS can match incoming data based upon name/dob/student ID but don't count on the SIS to accept data into it from SIRAS without an SSID. This works well for individual districts and is included with the cost. Any district looking to update their SIS with the CASEMIS data in SIRAS can grab nightly Table A, B, and C files off of the secure server folder and audit it, and/or import it into their SIS at their convenience. We suggest doing manual imports to start testing, then automating would involve scripting with the SIS on the District's end. We suggest contacting the SIS vendor for help with the import to their software. Most modern SIS natively support importing of the State Table A, B and C formats already. Any district looking to update SIRAS with Table C or Demographic contact information from their SIS can export their SIS data to a file(s) on the same secured file transfer folder that SIRAS would then update itself on whatever schedule is most appropriate. We would need time to set up and test the connection but it is fairly straight forward. Any data that is imported from the District SIS would overwrite existing data in SIRAS in an all or nothing fashion. If more customized data 'merging' into SIRAS is desired, including data outside the scope of Table C or stated demographic contact fields, it can be done, but would involve costs of customizing the connection to recognize the new fields. I.e. Health, Medical, accommodations/modifications for CAASPP, etc. SIRAS Data Table Specifications: See SIRAS_TableSpecs.pdf and SIRAS_ContactFile.pdf

27

REF: VII-A28

REF: VII-A.130

18-19 18-19

Proposed FY 19-20 FY 20-21 FY 21-22

Adopted First Second Unaudited Adopted First Second Unaudited Adopted First Second Unaudited Adopted FirstBudget Interim Interim Actuals Budget Interim Interim Actuals Budget Interim Interim Actuals Budget Interim

Beginning Balance 4,521,201 4,521,201 4,521,201 4,521,201 4,575,275 4,575,275 4,475,275 4,575,275 3,715,414 3,715,414 3,715,414 3,715,414 3,892,527 3,892,527 3,001,168 3,124,898 3,185,089 Revenue:

Federal Revenue 8100-8299 757,017 757,017 757,017 791676 770,557 770557 767,187 770557 788,981 787,193 787,193 789,765 772,424 787,364 787,364 787,364 787,364

State Revenue 8300-8599 3,210,167 3,210,167 3,265,098 3262603 3,193,985 3274714 3,274,714 2839905 4,416,643 2,257,374 2,401,093 1,759,302 2,158,129 2,185,783 2,207,782 2,209,226 2,235,368

Local Revenue 8600-8799 291,827 291,827 236,896 499626 417,369 417369 417,369 467990 407,869 2,607,734 2,652,741 2,882,907 2,659,991 2,738,934 2,738,934 2,738,934 2,738,934

s/total Revenue 4,259,011 4,259,011 4,259,011 4,553,905 4,381,911 4,462,640 4,459,270 4,078,452 5,613,493 5,652,301 5,841,027 5,431,973 5,590,544 5,712,081 5,734,080 5,735,524 5,761,666

Expenditures:Certificated 1000-1999 376,866 376866 376,866 256215 380,653 383603 383,603 368133 395,786 459,884 304,824 304,824 328,433 322,950 337,867 353,276 366,791

Classified 2000-2999 284,302 284302 284,302 430290 386,736 386736 386,736 275041 399,214 557,401 614,900 609,410 556,025 664,051 697,787 719,042 738,317

Benefits 3000-3999 198,778 207298 207,298 175231 199,778 210565 210,565 186753 238,563 303,180 323,216 304,916 307,525 294,139 308,846 324,288 334,017

Books & Supplies 4000-4999 266,078 535048 535,048 273450 278,547 607962 607,962 483835 278,543 568,600 572,524 317,400 290,051 335,447 342,156 348,999 355,979

Services & 5000-5999 2,616,635 4731214 4,731,214 2582721 2,532,342 4333797 4,333,797 2771089 3,336,821 3,938,771 4,075,297 2,424,571 3,185,832 4,015,693 2,952,532 2,958,566 2,964,721 *Other OperatingCapital outlay 6000-6999 - 0 - 0 13622 13,622 0

Other Outgo 7300-7399 304,017 304017 304,017 863922 451,793 736012 736,012 2323957 946,547 1,152,467 1,727,207 1,998,384 965,629 971,161 971,161 971,161 971,161

s/total Expenditures 4,046,676 6,438,745 6,438,745 4,581,829 4,229,849 6,672,297 6,672,297 6,408,808 5,595,474 6,980,303 7,617,968 5,959,505 5,633,495 6,603,441 5,610,349 5,675,332 5,730,985

Ending Balance June 30 4,733,535 2,341,466 2,341,466 4,493,276 4,727,336 2,365,617 2,262,247 2,244,918 3,733,432 2,387,411 1,938,472 3,187,883 3,849,575 3,001,168 3,124,898 3,185,089 3,215,769

Reserves:Regional Deferred Maintanence reserve 79,656 79,656 59,344 59,344 59,344 59,344 102,316 102,316 72,316 72,316 94,764 94,764 94,764 94,764 MTU Site Improvement Fund Reserve 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 794,080 800,000 800,000 800,000 800,000 800,000 800,000 800,000 800,000 SELPA Designated Legal Reserve 325,000 325,000 325,000 325,000 325,000 325,000 325,000 325,000 325,000 325,000 325,000 325,000 325,000 325,000 325,000 5% Set aside for Economic Contingencies 127,466 127,466 95,051 95,051 95,051 95,051 81,151 143,010 203,401 165,099 234,893 136,686 101,067 176,681 176,681

Commitme Additional SELPA WRAP 100,000 MH carryover to districts 504,424 517,238 333,190 566,059 MH Audit Adjustment 481,875 481,875 -

2,013,997 2,013,997 1,479,395 1,479,395 1,479,395 1,983,819 1,717,469 1,803,516 1,430,717 1,362,415 1,432,209 1,922,509 1,320,831 1,396,445 1,396,445

Unassigned 2,719,538 327,469 327,469 3,013,881 886,222 782,852 261,099 2,015,963 583,895 507,755 1,825,468 2,417,366 1,078,659 1,804,067 1,788,644 1,819,324 *Note: Committee is currently reviewing MH Budget for changes in 19-20 and on.

Multi-Year Projection

Santa Barbara County SELPA2018-19 First Interim With Multi-Year Projection

FY 15-16 FY 16-17 FY 17-18

3232

REF: VII-A.234

52

52

Date: December 3, 2018

To: SBCSELPA JPA Board

From: Ray Avila, SBCSELPA Executive Director

Re: Lompoc Unified School District (LUSD) Letter of Intent to Operate TLP Classes as Non-regional

BACKGROUND: LUSD notified SBCSELPA and the Santa Barbara County Education Office in a letter dated

October 29, 2018 that the district intends to operate its Therapeutic Learning Program as non-regional effective the beginning of the 2019 – 2020 school year.

LUSD is requesting that the SBCSELPA JPA Board waive the Local Plan year and a daynotification and accelerate the change since the district did not meet the formal timelinerequirement.

LUSD has indicated that it will consider October 29, 2018 as the initial day of a year and a daynotification and begin operating its TLP classes as a non-regional program effective November1, 2019 should the SBCSELPA Board disagree to accelerate the formal notification timeline.

LUSD will submit a program plan in January 2019 to the SBCSELPA JPA Board for approval.

FISCAL IMPACT: There is no known fiscal impact to other LEAs/districts at this time.

RECOMMENDATION: The SBCSELPA JPA Board approve to waive the Local Plan year and a day notification and allow LUSD to begin operating its TLP classes as non-regional effective the beginning of the 2019 – 2020 school year.

RA:lf



REF: VII-B 84

REF: VII-B.185




Re: FTE Increase for SBCSELPA Executive Secretary Position

BACKGROUND: The SBCSELPA Secretary to the Executive Director position was decreased from 1.0 FTE to

.60 FTE at the beginning of the 2015-2016 school year to accommodate the current employee’swork and school schedules.

The SBCSELPA Clerical Assistant position was increased from .50 FTE to 1.0 FTE at thebeginning of the 2015-2016 school year to support and take over the workload that wasdecreased from the SBCSELPA Secretary to the Executive Director position.

The SBCSELPA WRAP Services Team (4.6 FTE) was added at the beginning of the 2017-2018 school year with no additional SBCSELPA office support increase.

The SBCSELPA WRAP Services team will add two additional Youth Support Specialists (2.0FTE) during the 2018-2019 school year to transition caseload from Casa Pacifica to theSBCSELPA WRAP Services team.

At the beginning of the 2019-2020 school year, the SBCSELPA will provide WRAP Servicesfrom the SBCSELPA WRAP team only. There will not be a renewal of a WRAP servicescontract with the Casa Pacifica agency, thus providing SBCSELPA a cost savings ofapproximately $250,000.

Executive Secretary Clerical Assistant.60 FTE +.40 FTE -.40 FTE .60 FTE +.40 FTE

-AdminSupport forExec. Direc.-JPA Board-Local Plan-SELPAHandbook

-AdminSupport forCoordinator

-AdminSupport forCoordinator

-SELPAOffice andCurrentMental HealthDept. Support

-IncreaseMental HealthDepartmentSupport withexpansion ofSELPAWRAP Team

FISCAL IMPACT: $9,765-$12,377 for the remainder of the 2018-2019 year.

RECOMMENDATION: The SBCSELPA JPA Board approve to increase the SBCSELPA Executive Secretary position from 0.6 FTE to 1.0 FTE as presented.

RA:lf



REF: VII-C 86




Re: Santa Barbara County Education Office (SBCEO) Regional Program Operator Request for Funding of Additional Support Staff in Moderate/Severe Program at Manzanita Public Charter School

BACKGROUND: As per our Local Plan, regional program operators must make a request to the JPA Board

if student numbers or classroom demands necessitate that a new program be opened orexpanded.

Student enrollment in the moderate-to-severe special day class (SDC) at ManzanitaPublic Charter School has reached ten (10) students and the paraprofessional staff ratiomeets Local Plan guidelines.

Many students have needs that require a high level of support because of their medicalconditions, developmental abilities, and/or behavioral skill deficits.

To meet the needs of the moderate-to-severe special day class program effectively, theregional program operator, SBCEO, is requesting funding for an additional instructionalassistant (IA) at 6.5 hours per day.

An observation team recently visited the classroom and deemed the request for additionalIA hours necessary as requested.

District/LEA and SBCSELPA special education administrators are in agreement with therequest.

FISCAL IMPACT: The estimated cost for 6.5 hours of additional IA support per day in the moderate-to-severe SDC at Manzanita Charter Public School for the remainder of the 2018-2019 school year is $47,767.

RECOMMENDATIONS: The JPA Board approve funding for additional IA support in the moderate-to-severe SDC at Manzanita Public Charter School for the remainder of the 2018-2019 school year as presented.

RA:lf



REF: VII-D

87

Santa Barbara County

Special Education Local Pl�n Area ..••..•. A Joint Powers Agency

Regional Program Operator Request for Funding of Additional Support Staff

Program Operator: SBCEO

Regional Program Type: SDC Mod/Severe

District: LUSD School: Manzanita Charter School For 2018-2019 School Year

Teacher Name: Kristin Wood Current Class Size: 10 Age Range: 4-11

If request is for CTE; how many of the students are in the CTE class 50% or more of their day:

Reason for additional request (check all appropriate boxes): [8]To meet the needs of a student with a low incidence disability 0The need is associated with legal issues [8] To assist a student with severe behavioral problems [8]Staff ratio in individual classroom( s)

Support staff being requested/pages to complete: [8] Aide Time (pgs.1-3) D Signing Aide (pg.l)

D Signing Interpreter (pg.1) D Transcriber (pg.1) OOther (pgs.1-3)

Number of additional support staff hours requesting per day: 6.5 Estimated cost for requested support staff: $47, 767

com letc this student information if re uest is for a s ecific student

Grade:

Current Local Plan staffing ratio guidelines for this program: 1 Teacher/3 Paraprofessionals Current Support Staff Tota/H ours/Sc/1ed11le Duties (ex: orogram aide, additional aide, one on one, etc) (ex. 15hrs!Mon-Fri 9-12)

Proeram Aide 6.5 Assist teacher in all aspects of program. Program Aide 6.5 Assist teacher in all aspects of program. Program Aide ( currently vacant) 6.5 Assist teacher in all aspects of program.

Provide a narrative explanation of the reason for the additional support staff request (do not use

student names; use initials if needed): We currently have 9 students in the classroom ( one is on Home Instruction). We have three students in wheelchairs and 6 students who are ambulatory. One of the students in a wheelchair ( - age 11) is cortically blind and hemiplegic. She requires a two-person lift and needs to be positioned in a walker 1 x per day and a stander 2x per day; she is also positioned in adapted seating throughout the day and uses an adapted bike at recess. She requires 1 : 1 assistance during mealtimes. The other two students in wheelchairs are in Kindergarten; they attend school for the full day. One of these students ( ) is blind, has a seizure disorder that is controlled with medication, and has a Specialized Physical Health Care Plan - G-tube and orders for venting at school for distention. He requires 2 staff during diaper changes so that he does not pull out his g-tube button. He is positioned in a walker lx per day and stander lx per day. The other Kindergarten student ( is on a high-calorie diet due to his low weight, hypotonia and medical fragility; it takes at least 1 hour of 1: 1 support to feed him breakfast and lunch. He must be closely monitored as he regularly regurgitates most of what he has consumed. He is positioned in a walker 1 x per day. All three students in wheelchairs need protection from more aggressive students as they are unable to defend themselves. We have two students who have Behavior Intervention Plans. One of the students who is ambulato SELP A2 7 /7 /11 (E)

REF: VII-D.188

Santa Barbara County Speci.al Education Local Plan ;<\rea ........ A Joi11t Power$ Age11cy

o Additional Su

has a BIP due to significant and challenging behaviors of biting, scratching, eloping, hair pulling and throwing over furniture. He requires I: I support throughout the day for his safety and the safety of other students and staff. Another student who is ambulatory r· ) has a BIP due to self-injurious behaviors of hitting his head and biting his hands, usually with enough torce to break through the skin. He becomes very agitated and aggressive during meals and sometimes can require two people to feed him. Meals take at least one hour. He requires two staff to assist with diaper changes.

Three of the other students who are ambulatory have seizure disorders, two have sudden drop seizures and one has absence seizures. The concern for these students is their safety when they are walking in the classroom during transitions and when they are not involved in a seated, structured activity. Their seizures can occur at any time and constant supervision in the classroom and during outside activities is crucial for their safety.

Additional support would help with safety concerns, supervision and programming as well as allow staff to take lunch breaks while other staff are working with students during the lunch hour on IEP goals related to adapted daily living skills of self-feeding and related health/hygiene goals. The added support would also help maintain effective programming in allowing us to fulfill our goal of having students participate in mainstreamin o ortunities to the eatest extent ossible. Provide a plan or an IEP goal (must be measurable) that includes criteria for fading the additioi,al

support staff: Our goal is to provide students a with a supportive and safe educational environment. We are working on consistency in implementing behavior strategies in order to reduce the aggressive and selfinjurious behaviors of our two students who have a BIP in place. When these behaviors decrease, staff members will be able to fade support. Extra support staff will be gradually faded as data collection for challenging behaviors shows a decrease in behaviors on a consistent basis and reveals that students are making progress on related IEP goals.

SELPA2 7/7/11 (E)

89




Re: Santa Barbara County Education Office (SBCEO) Request to Consolidate Regional Moderate/Severe Classes at Hollister Elementary for 2019-2020

BACKGROUND: SBCEO has indicated that fewer students are matriculating from preschool to the county-

operated regional program for students with severe disabilities located at HollisterElementary in Goleta and a further decline in enrollment is expected through the 2020 –2021 school year.

SBCEO consulted district special education administrators and recommendedconsolidating the two current moderate-to-severe classes at Hollister Elementary into oneclass serving grades 2 through 6 and increase support from three to four paraprofessionalsbeginning the 2019-2020 school year.

SBCEO has informed staff at Hollister Elementary of a potential reduction in staffing dueto the consolidation.

Upon SBCSELPA JPA Board approval, SBCEO will meet with parents of studentsattending the program to discuss the impact of staffing changes.

FISCAL IMPACT: An estimated savings of $380,000 in regional program funding.

RECOMMENDATIONS: The JPA Board approve the SBCEO request to consolidate the two moderate-to-severe classes at Hollister Elementary for the 2019-2020 school year as presented.

RA:lf



REF: VII-E

90

REF: VII-E.191




Re: Continuation of Deaf or Hard of Hearing (DHH) Regional Program at Orcutt Junior High School Special Day Class (SDC)

BACKGROUND: Per Local Plan guidelines, SBCEO is notifying the SBCSELPA JPA Board that the

program for students who are deaf or hard of hearing is anticipated to serve fewer thanfive (5) students for the 2019-2020 school year.

SBCEO is requesting to continue the current staffing model of a 0.5 FTE DHH teacher,an ASL interpreter, and signing assistant as approved by the SBCSELPA JPA Boardduring the 2017-2018 school year to meet the needs of students requiring intensive DHHsupport.

SBCEO anticipates serving three (3) students in the 2019-2020 school year that requireintensive DHH support, and there is no other junior high regional DHH program in NorthCounty to meet the needs of these students.

When presented to the SBCSELPA JPA Board in February 2018, SBCEO provided amid-range estimate of $262,658 for this regional DHH program, inclusive of staffing andstartup costs of $4,177.

FISCAL IMPACT: No change in operating costs.

RECOMMENDATIONS: The JPA Board approve to continue the current DHH regional program at Orcutt Junior High SDC as presented.

RA:lf



REF: VII-F

92

REF: VII-F.193




Re: Santa Barbara County Education Office (SBCEO) Regional Program Request for Funding for Expansion of Preschool Specialist Services

BACKGROUND: As per our Local Plan, regional program operators must make a request to the JPA Board

if student numbers or classroom demands necessitate that a new program be opened orexpanded.

SBCEO notified district special education directors and business officials that the currentnumber of preschool students receiving speech and language services exceeds the numberof preschool specialists by 30 students according to SBCSELPA Local Plan guidelines.

SBCEO is requesting an additional 1.0 FTE speech and language specialist for theremainder of the 2018-19 school year to make the staffing ratio commensurate withSBCSELPA Local Plan guidelines and meet the influx of referrals and assessmenttimelines.

FISCAL IMPACT: The estimated cost of an additional 1.0 FTE speech and language specialist for the remainder of 2018-19 is $73,401 - $90,532, depending on the step in the salary schedule. Should the need continue into 2019-2020, the estimated cost is $121,015 to $150,698 for the school year.

RECOMMENDATIONS: The JPA Board approve the SBCEO request for funding for expansion of the regional preschool specialist services as presented.

RA:lf



REF: VII-G

94

REF: VII-G.1

95

REF: VIII-A




Re: Resignation Notification from Lisa Fernández, SBCSELPA Secretary to the Executive Director

BACKGROUND: Lisa Fernández notified me in a letter dated November 15, 2018 that she will resign her position

as SBCSELPA Secretary to the Executive Director effective January 11, 2019, as she has earned her Bachelor of Science in Business and is taking a position as a bookkeeper/tax preparer at a local CPA firm.

Ms. Fernández’s resignation will result in a 0.6 FTE vacancy for a Secretary to the SBCSELPA Executive Director.

The SBCSELPA is actively seeking to fill this position.

RA:lf



97

REF: VIII-A.1

98




Re: FTE Increase for SBCSELPA Chief Business Official

BACKGROUND: This item is for information and discussion only, as the SBCSELPA Board has already taken action on

the FTE increase.

In March 2016, the SBCSELPA JPA Board approved to reclassify the SBCSELPA Accountant positionas SBCSELPA Accountant/Business Official and increase the position to 0.75 FTE from 0.5 FTE.

Kim Hernandez held the position at that time and increased her time to 0.6 FTE, opting to defer theremaining 0.15 FTE.

Kim Hernandez has indicated that she will take the remaining 0.15 FTE to meet the demands ofincreased state and federal fiscal reporting requirements.

The following fiscal analysis shows an increase of $7,486 in wages and benefits associated with the0.15 FTE increase for the remainder of the 2018 – 2019 fiscal year.

RA/KH:lf

Chief Business Official--Board Previously Approved 60% to 75% Range Per month 6 months in increase 18-19

Current (Kim) Yearly Yearly Increase

Salary 0.6

FTE 54,626 0.75 FTE 68,280 13,654 1,138 6,827

Benefits: PERS 4,170 5,212 1,042 87 521 UI 27 34 7 1 3 WC 282 352 70 6 35 H&W - - - - - MC 792 990 198 16 99

Total Salary and Benefits 59,897 74,869 14,972 1,248 7,486



RE F: VIII-B 99




Re: SBCSELPA Professional Development

BACKGROUND: SBCSELPA Professional Development opportunities for December 2018 and January 2019 include:

Event Date Venue Administrators Academy Monday, December 3 Buellton Conference Center

FBA/BIP Day 2 Wednesday, December 5 Buellton Conference Center

CPI Refresher Thursday, December 6 Santa Maria Bonita Souza Center

CAC Friday, December 7 Buellton Conference Center

Adapted P.E. for Students with Vision Impairments

Monday, December 10 Buellton Conference Center

Behavior Aide Level 2 Day 2 Wednesday, December 12 Buellton Conference Center

Data Workshop: Write, Track, Graph

Wednesday, January 15 Santa Maria-Bonita Souza Center

Certification in Reading Intervention Day 5

Wednesday, January 23 Buellton Conference Center

Certification in Reading Intervention Day 6

Thursday, January 24 Buellton Conference Center

Transforming Students Difficult to Teach

Tuesday, January 29 Buellton Conference Center

Certification in Assistive Technology Day 5

Wednesday. January 30 Buellton Conference Center

Advanced Certification in Assistive Technology

Thursday, January 3 Buellton Conference Center

RA/JC:lf



REF: VIII-C100

Date: December 3, 2018 To: SBCSELPA JPA Board From: Ray Avila, SBCSELPA Executive Director

Re: SBCSELPA South County Office Relocation Update

BACKGROUND: SBCSELPA Office and Mental Health staff are currently located at the Goleta Union School

District (GUSD) office campus on 401 North Fairview Avenue, Goleta, CA. SBCSELPA has been located at this location for 35 years.

GUSD district office administrative staff approached SBCSELPA at the beginning of the 2018-

2019 school year to discuss the future need for space for GUSD programs in the existing SBCSELPA office space, thus creating a need to search for future office space for the SBCSELPA office and mental health staff. In the same conversation, the SBCSELPA Executive Director was informed of vacant office space at the Santa Barbara County Education Office located at 4400 Cathedral Oaks Road, Santa Barbara, CA.

The SBCSELPA Executive Director inquired about the SBCEO vacant space. SBCEO is

currently implementing an audit of facilities space at the 4400 Cathedral Oaks location. This audit is projected to be completed by January 2019 and will determine space availability.

The SBCSELPA Executive Director is currently inquiring with other school districts in south

Santa Barbara County for office space availability as an option for future relocation of the SBCSELPA Office and Mental Health staff. District personnel are being reminded of the benefit of the housing allowance credit when a district allows SBCSELPA to be located in one of the district’s facilities. The need to search in south Santa Barbara County is to accommodate SBCSELPA Office and Mental Health staff who reside in this area.

The SBCSELPA Executive Director will also start searching for non-district office space to

lease. This option will require future special education funds to be budgeted for the cost of the lease.

FISCAL IMPACT: TBD RECOMMENDATION: None at this time. This item is for information and discussion. RA:lf



REF: VIII-D 101

REF: VIII-E

102

REF: VIII-F103

REF: VIII-G 104

REF: V

III-G

104

1 santa barbara county selpa joint powers agency … · 12/3/2018 · the santa barbara county...

Documents