Citywide & Community

Education Councils

Roles & Responsibilities

CCEC 2017-19 New Members Tra

June 24, 2017

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 School Governance:
Parent Councils
 Community Education Councils (CECs) (9 elected/2
appointed)
 District level advocacy and representation (pre-K - 8)

 Citywide Education Councils (elected/some appointed)

 Citywide Council on High Schools (CCHS)
 Citywide Council on Special Education (CCSE)
 Citywide Council on English Language Learners (CCELL)
 Citywide Council for District 75 (CCD75)

 Presidents’ Councils (elected PA/PTA Presidents or designees)

 District level (pre-K - 8)
 Borough level (high schools)
 Citywide (D75 schools)
 Chancellor’s Parent Advisory Council (CPAC)

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 History of NYC “Education Councils”

 CECs and Citywide Councils (“Education Councils”)

were created in 2002 as part of the legislation that gave
the mayor control over NYC schools. They replace the
former Community School Boards.
 Their powers and duties are defined by state law (Art. 52-A,
Sect. 2590)
 Chancellor’s regulations implement the provisions of state law
pertaining to council membership (elections and filling
vacancies)
 As “Public Bodies” under NYS law , Education Councils are
subject to special requirements (Open Meetings Law; FOIL;
quorum)
 CEC/Citywide Councils are independent of DOE
 The Division of Family and Community Engagement (FACE)
provides technical support

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 Overview of Powers & Duties

 All Education Councils must:

 Hold at least one meeting per month (notice required: 72 hours) open to
the public during which the public may discuss issues affecting the
Councils’ respective constituencies
 Participate in trainings and continuing education programs (at least two
per term; failure to attend “shall constitute cause for removal from
office”)

 CEC members also must fill out monthly Individual Performance Reports
(IPRs). The Administrative Assistant will consolidate them into a single report
for the Panel for Educational Policy
 CEC members must file yearly financial disclosures

 All Education Councils are entitled to:

 Hire an Administrative Assistant
 Receive training opportunities
 Limited reimbursement of expenses for members

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 Powers & Duties of CECs
(NYS Education Law §2590-e)

 Review the district’s educational programs and assess their

effect on student achievement.
 Hold meetings at least every month with the superintendent
where the public may discuss the current state of the schools in
the district.
 Submit an annual evaluation of the superintendent to the
Chancellor.
 Provide input to the Chancellor and the Panel for Educational
Policy (PEP) on district concerns.
 Serve as a liaison to School Leadership Teams SLTs).
 Approve zoning lines as submitted by the superintendent.
 Hold public hearings on the district’s capital needs and submit a
plan to the Chancellor.
 Hold a Town Hall with the Chancellor.

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 Powers & Duties of the
Citywide Councils

 CCHS, CCSE, CCELL and D75 have only advisory powers.

They can:

 Issue an annual report

 Comment on educational policies
 Make recommendations on how to improve the efficiency
and delivery of services to their respective populations

 In all other respects, they function exactly like the CECs.

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 Meetings
 All council meetings are “public” because the councils are
subject to the Open Meetings Law (“OML”).
 “Calendar” and business meetings
 Committee (and “subcommittee”) meetings
 Special meetings
 The notice requirements are spelled out in the OML.
 72 hours (except for special meetings)
 Prominently posted in a public place/notice to the media
 Executive sessions are allowed, but only for certain matters
listed in the OML.
 Personnel matters and pending or threatened litigation

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 Meeting Minutes
 Meeting Minutes are the official record of council action.
 All motions and votes, attendance, and absences must be reflected in the minutes.
 Each absence and any written excuse provided must be included in the
minutes of the meeting (CR D-140-170).
 Other matters, such as summaries of presentations or of the superintendent’s
report, may be included.

 Under OML, minutes must be made available to the public within two
weeks of the meeting, even if they have not been approved.
 Posted on the council’s website
 Made available to anyone who asks; no reason need be given and no FOIL request
is necessary.

 Meeting minutes must be retained permanently. Recordings of

meetings are not “minutes.” Retention period: 4 months after
transcription/approval of the minutes.

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 The Administrative Assistant
 State law provides that councils “may appoint a secretary.”
 All councils have an administrative assistant (the “AA”)
 The law states that the AA shall:
 Prepare meeting notices, agendas and minutes
 Record and maintain accounts of proceedings and other council
meetings
 Prepare briefing materials and other related informational materials for
such meetings

 DOE policy requires the AA to handle the council’s finances,

subject to the council’s direction and supervision.
 Preparing the budget
 Submitting PO’s and reimbursement requests
 Obtaining a P-Card

 The AA is the council’s employee.

 The president is the supervisor; approves the AA’s time
 The AA works for all council members

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 Bylaws
 Bylaws are the rules councils operate by.
 State law and chancellor's regulations do not address how councils operate
 All council members should be familiar with the bylaws
 A copy should be at every meeting in case questions arise
 Councils’ bylaws are based on a DOE-issued template.
 New template issued in 2015
 FACE offers regular trainings on bylaws and parliamentary procedures
 Councils should review bylaws regularly and amend them to fit their needs.
 Any amendment takes a minimum of two calendar meetings
 A bylaw committee is recommended
 Code of Conduct

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 Absence
s
 When a member is absent, the minutes must reflect whether the
absence is excused or unexcused.
 EXCUSED: “Valid excuses” are defined in CR D-140-170 and include
death in the family, illness, work obligations and “other reasons” agreed
upon by the council (in the bylaws or by vote).
 UNEXCUSED: All absences that are not “excused” as defined in CR D-
140-170.
 Under state law, a member who has three or more unexcused
absences during the term is subject to removal.
 “A member…. who refuses or neglects to attend three meetings…. without
rendering in writing a good and valid excuse vacates his or her office by
refusal to serve. …..After the third unexcused absence the community
council shall declare a vacancy to the chancellor.”

 The seat is not vacated automatically.

 There must be a motion/resolution at a calendar meeting to declare a seat
vacant for failure to attend meetings.

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 Filling Vacancies
 When a vacancy occurs among the elected parent members:
 The council should advertise the vacancy promptly and broadly.
 Applications must be sent to FACE for vetting.
 The council must schedule interviews for all candidates at a special meeting.
 The council must give the Presidents’ Council and “other educational
groups….the opportunity to make written recommendations for filling the
parent vacancy, and to consult with the CEC before the vacancy is filled.”
(CR D-140-170)

 The council must fill the vacancy by voting at a public meeting

(CR D-140-170).
 The Same School Rule does not apply to filling vacancies.
 Procedures for filling vacancies in appointed positions are
determined by the Borough Presidents or the Public Advocate.
The council does not vote on these vacancies.

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 The July Meeting
At the July meeting, most councils will:

 Elect officers
 Vote on a budget
 Set a meeting schedule for the year

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 Budgeting Principles
• Councils are allocated $20,000/year to cover operating expenses and member
reimbursements. Councils vote on how to spend these funds at the July meeting.
• State law provides that CCEC “members shall not be paid a salary or stipend but shall be
reimbursed for all actual and necessary expenses directly related to [their] duties and
responsibilities.”
 $125/month for members; $200 for the president.
• Best practice is to allocate operating funds first.
 The council cannot operate without office supplies and equipment.
 The council may have an existing lease or other obligations such as contracts for websites,
reports or other services.

• What’s left over can be budgeted as a lump sum for member reimbursements.
• All member reimbursement requests must be accompanied by documentation
showing:
 that the expense was related to the member’s duties
 the amount spent

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 Member Reimbursements:
Childcare
To claim reimbursement for childcare expenses, a member must
submit:
• A completely filled out Child Care Log for each month, including:
 Provider’s name, address and phone number;
 Date(s) and time(s) of service;
 Number of children;
 The cost of the service (rate/hour or total cost/month).
• An invoice, receipt or letter from the provider is not required. If you
choose to provide it, it must include all of the above and is not a
substitute for the log.
• Proof that the member attended the meeting or event:
 CCEC meetings: the agenda and sign-in sheet.
 Other public meetings/events: the agenda, a flyer or other materials picked up at
the meeting (an invitation alone doesn’t establish attendance).

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 Member Reimbursements:
Transportation
To claim reimbursement for transportation, a member must submit, in addition to
proof of meeting/event attendance, the following:
Public Transportation (subway, bus):
 No receipt is required for a standard trip since the amount is fixed.

Cabs/Car Service:
 SOP require “travel by the most economical means,” but cabs/car service are reimbursable
under some circumstances.
 A receipt is required; trip end points must be added if not listed.
 A car service business card may be used if a receipt is not available provided it lists the
business’ name and phone number, and the car number and trip end points are added.

Private Car. Reimbursement includes:

 Mileage at $0.28/mile (not the IRS rate). A trip itinerary (e.g., Map Quest) listing trip miles
and end points must be submitted.
 Parking, excluding tax if separately stated.
 Tolls. A receipt or E-Z Pass statement is required.

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Thank You
The FACE Team

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