Policy Manual for the Board of Directors Bay Haven Charter Academy, Inc.

Transcription

1 Policy Manual for the Board of Directors Bay Haven Charter Academy, Inc. (Revised 4/6/2017)

2 This Policy Manual ( Manual ) for the Board of Directors ( Board ) of Bay Haven Charter Academy, Inc. ( Haven ) codifies various policies adopted by the Board and supersedes all previous versions of this Manual. This Manual may be supplemented, amended or superseded from time to time without notice. Changes in the policies contained in this Manual, or the Manual itself, shall be effective on the applicable date prescribed by the Board. The Board shall review and approve Haven s Employee Policy Handbook on an annual basis. In the event of any conflict or inconsistency between the policies set forth in this Manual and the Employee Policy Handbook, this Manual shall control. In the event of any conflict or inconsistency between the policies set forth in this Manual and the Haven Bylaws, the Bylaws shall control. Haven is the parent entity holding charters for Bay Haven Charter Academy Elementary School ( BHCA Elementary School ) and Bay Haven Charter Academy Middle School ( BHCA Middle School )(collectively BHCA ), as well as North Bay Haven Charter Academy Elementary School ( NBHCA Elementary School ), North Bay Haven Charter Academy Middle School ( NBHCA Middle School ) and North Bay Haven Charter Academy High School Career Academy ( NBHCA High School )(collectively NBHCA ). BHCA and NBHCA schools are sometimes collectively referred to as Schools and/or individually as School, as contextually appropriate. References are made to Haven s Chief Educational Officer ( CEO ) and Haven s Chief Financial Officer ( CFO ) throughout this Manual. References are also made to Haven s School Improvement Teams ( SITs ) and Student Advisory Committees ( SACs ). 2

3 I. QUORUM AND BOARD ACTION Pursuant to Haven s Bylaws, a majority of the Board members must be present in person, or by communications media technology, at a Board meeting to constitute a quorum for the transaction of business at such meeting. Members of the Board may attend by means of communications media technology, in accordance with rules adopted by the Administration Commission under s (5), Florida Statutes. Except as otherwise provided by law, the Articles of Incorporation, or the Bylaws, the affirmative vote of a majority of Board members present at a meeting at which a quorum is present shall be necessary for an action of the Board. A majority of Board members present, whether or not a quorum exists, may adjourn any meeting of the Board to another time and place. Notice of any such adjourned meeting shall be given to the members of the Board who were not present at the time of adjournment. Notwithstanding the foregoing, a two-thirds vote of the total number of Board members is necessary for the following actions: - Approval of charitable gifts, transfers, distributions, and grants by the Corporation to other entities; - Adoption of an amendment to the Articles of Incorporation or the Bylaws; - Organization of a subsidiary or affiliate by the Corporation; and - Approval of any merger, consolidation or sale or other transfer of all or a substantial part of the assets of the Corporation. II. NEW POLICIES To allow parent and employee input on proposed changes, all new bylaws and/or policies, or changes to current bylaws and/or policies, will be advertised for twenty (20) days by a vote of the Board prior to the final vote of the Board in which the new or changed bylaw/policy is adopted. Notwithstanding the above, any proposed policy or change which is being advertised can be modified/amended by the Board, prior to its adoption, without further advertisement. III. CONTRACTS, FINANCE, AND PUBLIC RECORDS A. Conflict of Interest. Haven will comply with the Florida Statutes in regard to any conflicts of interest, including s , s , and s , as they may be amended from time to time. Haven shall maintain written standards of conduct within the Employee Handbook which govern the performance of its employees engaged in the award and administration of contracts. 3

4 B. Federal Grant Money Purchase Procurement Policy. All purchases over $500 made using federal grant monies will be subject to the acquisition of three price quotes prior to actual purchase. These quotes may be obtained from RFQs (Requests For Quotes) submitted to vendors, from catalogs (print or online), or other inquiries of vendors. Purchases will be made from the bidder or vendor whose bid or offer is responsive to the solicitation and is most advantageous in terms of price, quality, and other factors considered. Solicitations shall clearly establish all requirements that the bidder or vendor shall fulfill in order for the bid or offer to be evaluated by the recipient. Any and all bids or offers may be reflected when it is in the recipient s interest to do so. For purchases expected to exceed the small purchase threshold fixed in 41 U.S.C. 403 (11) (currently $25,000), a formal bid process will be followed following EDGAR regulations & C. Financial Records and Minutes of meetings of the Board. In accordance with state law, financial records and minutes of Board meetings will be accessible on the Haven website in a timely manner. D. Records Requests. To help defray the costs of manpower and office supplies, anyone requesting information through subpoena, verbal request, or written request shall be responsible for costs associated with said request. IV. EMPLOYEES A. Chief Educational Officer Evaluation. The CEO s evaluation shall be based on goals which have been selected from Haven generated goals (i.e. those set forth by the individual site-based SITs and SACs and articulated by the Haven leadership team) within the following areas: 1. Budget. 2. Curriculum and instruction. 3. School climate. 4. Any other goal or goals selected by the CEO or Board. Haven generated goals will be reported to the Board at its June meeting at which time the Board will select a representative to meet with the CEO to select specific goals within the above categories. The specific goals will be presented for approval at the July meeting of the Board. The evaluation will be completed at the Board s meeting the following May. B. Hierarchy of authority to hire, fire, supervise, discipline and evaluate. The CEO shall hire, fire, supervise, discipline, and evaluate all employees excluding those employees answering directly to the Board and the direct subordinates of those employees answering directly to the Board. With the exception of district level employees (including those answering directly to the Board), assistant principals, and those answering directly to the Chief Financial Officer, the Human 4

5 Resources Director, the Director of Ancillary Services, the Chief Information Officer and the Director of Transportation, the principal of each cost center shall have the authority to hire, fire, supervise, discipline, and evaluate all employees at his or her assigned cost center. Pursuant to Section of the Florida Statutes, no employee shall hire, fire, supervise, discipline, and/or evaluate any family relative. Relative means any spouse, parent, child, sibling, uncle, aunt, first cousin, nephew, niece, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, or half sister. No person that is a relative of the CEO shall be promoted to or hired as a district level employee, principal, or assistant principal while the CEO is employed in that position. In the event a person is employed as a district level employee, principal, or an assistant principal prior to the hiring or promotion of a CEO who is a relative, the Board shall designate an unrelated person or group of persons to fire, supervise, discipline, and/or evaluate the affected district level employee, principal, or assistant principal at the time that CEO is hired. In the event of a potential violation of this policy and/or of Section with respect to a relative of a principal, the CEO shall hire, fire, supervise, discipline, and/or evaluate the relative in lieu of the principal or shall designate a person or group of persons to do same. C. Board Review of Employment Positions. The CEO shall make written recommendations to the Board with minimum qualifications of personnel for new positions, together with a job description, start date and proposed salary/hourly wage. At the time of the request for each new position or as otherwise requested by the Board, the CEO shall provide to the Board a list of all approved and currently filled positions (full and part time) including job titles and salary/hourly rates of all employees. Any new positions approved by the Board shall be filled by the appropriate person in accordance with this Manual. For existing positions that become vacant or are eliminated for any reason, the CEO shall inform the Board, in writing, of the vacancy or elimination as soon as practical after the position is vacated or eliminated. The CEO shall inform the Board, in writing, of each personnel termination, reclassification, reassignment, salary change, or position change as soon as practical after the termination, reclassification, reassignment, salary change or position change. In the case of a reclassification or restructuring, that results in an increase in the total annual salary costs as reflected in the currently approved budget, the CEO shall make written recommendations to the Board of the minimum qualifications of personnel for each of the positions that are reclassified or restructured, a job description, start date and salary rate. To the extent that the CEO is providing the foregoing information on behalf of a cost center, the CEO shall obtain and compile the information from each affected principal prior to presentation to the Board. Notwithstanding the aforementioned, the CEO shall not submit information on the hiring, reassignment or termination of 5

6 specific ancillary services (Food Service, Pre-K, and Aftercare) employees below the level of director or manager. Following Board approval, the Board shall act upon written recommendations submitted by the CEO for all positions to be created, reclassified or restructured as soon as possible. V. EMPLOYEE SALARIES Haven has adopted a Placement Schedule for all instructional and administrative employees, and has adopted a Salary Schedule for all other non-instructional employees, for purposes of determining an applicant s and/or an employee s salary. The Placement Schedule and the Salary Schedule will be maintained separately from this Manual and are adopted hereto. The Board may amend the Placement Schedule and/or the Salary Schedule without prior notice, subject to the limitations of Florida law. Haven has also adopted a Performance-Based Compensation Plan known as the Merit Pay and Salary Adjustment Policy. The Merit Pay and Salary Adjustment Policy will be maintained separately from this Manual and is adopted hereto. The Board may amend the Merit Pay and Salary Adjustment Policy without prior notice, subject to the limitations of Florida law. VI. TRAVEL POLICY ADMINISTRATIVE The intent of this policy is to establish an annual budget and set procedures for administrative travel. A. Categories. There are two categories for travel by administration: 1. Required travel. Required means that an administrator must attend professional development, attend a meeting or conference that serves the educational or representative aspects of Haven. 2. Optional travel. Optional means it is non-required trip, but that the trip serves the best interest of Haven. B. Leave Form. A leave form will be completed and filed in the administrator s personnel folder. C. Accommodations. Normally, travelers requiring an overnight stay will stay at the site hosting a convention/conference or at a hotel conveniently located to the convention/conference site which is reasonable in cost. With optional travel, every attempt will be made to book the most reasonable and affordable accommodations. 6

7 D. Meals. All travelers will be allowed the following amounts for subsistence while on travel on official business: 1. Breakfast: $6 2. Lunch: $11 3. Dinner: $19 When travel covers a partial day, for instance breakfast and lunch but not dinner, the above amounts will be used for reimbursement. Otherwise, $36.00 will be awarded with no distinction for each meal. All receipts must be submitted for reimbursement. No one whether traveling out-of-state or in-state will be reimbursed for any meal or lodging included in a convention or conference registration fee paid by Haven. E. Transportation. 1. All travel must be by a usually traveled route. In case a person travels by an indirect route for his or her own convenience, any extra costs shall be borne by the traveler; and, reimbursement for expenses shall be based only on such charges as would have been incurred by a usually traveled route. The administration will utilize the most economical method of travel for each trip keeping in mind the following conditions: a. The nature of the business. b. The most efficient and economical means of travel considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required. 2. Transportation by common carrier when traveling on official business and paid for personally by the traveler will be substantiated by a receipt. Federal tax will not be reimbursable to the traveler unless Haven is also required by federal law to pay such a tax. 3. The use of privately owned vehicles for official travel in lieu of a rental car or common carriers can be used under certain conditions: a. The traveler will be entitled to the common carrier fare for such travel if determined by the administration to be more economical. b. The traveler will fill gas tank at own expense before departure and refill at end point of trip and report gas expenditures on proper travel expense form. c. Reimbursement for expenditures related to the operation, maintenance, and ownership of a vehicle will not be allowed when privately owned vehicles are used on public business. 7

8 F. Other Expenses. The following incidental travel expenses will be reimbursed upon submission of receipts: 1. Taxi fare 2. Ferry fares 3. Bridge, road, and tunnel tolls 4. Storage or parking fees 5. Communication expense (hotel internet access, phone use for official business) 6. Luggage fees 7. Tipping fees (limited to $20.00 per trip) 8. Entertainment (when deemed prudent in the best interest of Haven) The Employee Travel Expense Report must be submitted with all necessary receipts to receive reimbursement. VII. TRAVEL POLICY FACULTY AND STAFF The intent of this policy is to establish a fund overseen by the SIT to effectively and fairly allocate funds for Professional Leave. Allocation of these funds will be determined by the SITs based upon requests submitted by faculty/staff. The policy will be approved by the Board, but a standing request for a yearly allocation of no less than $5,000 is made in accordance with the creation of this policy. A. Categories. There are two categories for travel by faculty/staff: 1. Required travel. Required means that a person must attend professional development and/or attend a meeting or conference that serves the educational or representative aspects of Haven. When feasible, if multiple employees need to receive the same training, that training will be provided on site if the cost will be less to do so. Thus, travel funds would not be used in that instance. 2. Optional travel. Optional means a non-required trip. A trip that is nonrequired will be expected to address School goals and affect student achievement. B. Request. A Professional Leave Request form must be submitted to the applicable SIT for consideration at least eight (8) weeks prior to the date of travel. C. Accommodations. Normally, travelers requiring an overnight stay will stay at the site hosting a convention/conference or at a hotel located conveniently to the convention/conference site which is reasonable in cost. Requests will be submitted with three (3) alternatives for lodging. When more than one employee is attending a 8

9 conference, there is an expectation of shared accommodations consisting of two adults per room. D. Meals. All travelers shall be allowed the following amounts for subsistence while on travel on official business: 1. Breakfast: $6 2. Lunch: $11 3. Dinner: $19 When travel covers a partial day, for instance breakfast and lunch but not dinner, the above amounts will be used for reimbursement. Otherwise, $36.00 will be awarded with no distinction for each meal. All receipts must be submitted for reimbursement. No one whether traveling out-of-state or in-state shall be reimbursed for any meal or lodging included in a convention or conference registration fee paid by Haven. E. Transportation. All travel must be by a usually traveled route. In case a person travels by an indirect route for his or her own convenience, any extra costs shall be borne by the traveler; and reimbursement for expenses shall be based only on such charges as would have been incurred by a usually traveled route. The administration shall designate the most economical method of travel for each trip, based on recommendations by the SITs, keeping in mind the following conditions: 1. The nature of the business. 2. The most efficient and economical means of travel (considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per-diem or subsistence required). 3. When multiple employees are traveling to the same conference, ride sharing is expected. Transportation by common carrier when traveling on official business and paid for personally by the traveler shall be substantiated by a receipt. Federal tax shall not be reimbursable to the traveler unless Haven is also required by federal law to pay such a tax. In the event transportation other than the most economical class as approved by administration is provided by a common carrier on a flight check or credit card, the charges in excess of the most economical class shall be refunded by the traveler to Haven. The use of privately owned vehicles for official travel in lieu of a rental car or common carriers may be authorized by administration. Whenever travel is by privately owned vehicle: 9

10 1. The traveler will be entitled to the common carrier fare for such travel if determined by the administration to be more economical. 2. The traveler will fill gas tank at own expense before departure and refill at end point of trip and report gas expenditures on proper travel expense form. 3. Reimbursement for expenditures related to the operation, maintenance, and ownership of a vehicle will not be allowed when privately owned vehicles are used on public business. F. Other Expenses. The following incidental travel expenses may be reimbursed upon submission of receipts and approval: 1. Taxi fare 2. Ferry fares 3. Bridge, road, and tunnel tolls 4. Storage or parking fees 5. Communication expense (hotel internet access, hotel phone use for official business) 6. Luggage fees 7. Tipping fees (limited to per trip) An Employee Travel Expense Report must be submitted with all necessary receipts to receive reimbursement. The administration (principal) will have final approval of all requests, based upon the recommendations of the applicable SIT. VIII. FOOD SERVICES AND WELLNESS A. Charging Lunches. There shall be no charging lunch for middle school students and a limit of one (1) charge per elementary school student. When any child lacks money to pay for lunch he will be allowed to call the parent to bring money or lunch for the day. B. Procurement Policy Statement. Sponsor of the National School Lunch Program - Haven. 1. The following policy statement is intended to govern all purchasing activities related to our federally funded National School Lunch Programs ( NSLP ). This statement shall provide guidance to the Sponsor s staff and to our commercial vendors concerning acceptable practices and USDA requirements. Our goal is to fully implement required procurement regulations, policies and guidance as set forth in 7 CFR Parts 210, 3016 and 3019; and by the Florida Department of Education, Food and Nutrition Management Section, also referred to in regulations as the State Agency (SA). 10

11 2. Sponsor s Procurement Plan- Small Purchase Procedures: The primary procurement method governing purchasing for this Sponsor is referred to in federal regulations as in informal method called Small Purchase Procedures ( SPP ). This style is more fully described in NSLP regulations and 7 CFR Part (Charter Schools) and 3019.(40-48) (Private Sponsors). 3. SPP shall be employed to procure aggregate food service program items up to a limit of $100,000 per year (a formal, advertised bid is required over this dollar amount) or $25,000 for Charter Schools (Public schools) per year, per procurement or aggregate annual purchases. If this threshold is exceeded or projected to be exceeded, the Sponsor shall use another allowable USDA method such as Competitive Sealed Bids, Competitive Negotiations (also called an RFP) or Non-Competitive Negotiations (Sole Source: State Agency must be consulted). The Charter School threshold of $25,000 is set forth in SBE Rule 6A (6), Note: The actual or functional threshold for purchasing is the lesser of $100,000 or the bid threshold established by the Sponsor s administration. The method of procurement recognizes these essential elements are required for this Program to be in compliance with CFR Parts ,3016 and a. Competition: Sponsor shall demonstrate goods and services procured for NSLP are conducted in an openly competitive, public manner. b. Comparability: Sponsor recognizes for true competition to take place, there must be reasonable product descriptions consistent with industry guidelines, to properly describe the products to be purchased, the volume of planned purchases and the frequency of procurements based upon pre-planned menu cycles. c. Documentation: Sponsor shall maintain records for the current year and the three preceding Program years; all menus, production records, invitations to bid, bid results, bid tabulations or any other significant materials that serve to document required procurement policies and procedures were followed. d. Code of Conduct: The Child Nutrition Program shall be governed by the attached prototype Code of Conduct document and it shall apply to all personnel, employees, directors, agents, officers, volunteers, Board and all person(s) acting in any capacity concerning food service Program procurement and policy. e. Procurement Review Process: This procurement plan shall receive an annual internal Program review by senior staff who are not directly associated with the food service procurement process. This 11

12 review shall be summarized in written form and kept with other required Program documentation. f. Contract Administration: All purchased items or services shall be checked or verified by designated staff upon their arrival and prior to acceptance, to ensure goods and services received are the proper grade, quality, count or type as ordered and were billed at the prices quoted, bid or offered. The person receiving food service deliveries should have a copy of the order placed with the vendor, to check the delivery. All invoices and receipts shall be signed and dated by the receiving employee or representative and maintained as required. g. Duties of Food Service Supervisor: (Optional) i. To work with staff and clients in developing acceptable menus for breakfast and lunch. ii. To compile market orders or requisitions for purchases which accurately reflect the total quantities of required foods to be ordered per (day, week or month). iii. To place and confirm orders with vendors, or make plans to purchase the required items. iv. To keep Program menus up to date by testing and using new products, and seeking feedback from staff and clients. v. To send out bid quotation forms to vendors who have expressed an interest in doing business with the Sponsor. vi. To make procurement awards based on the lowest and best vendor s response as determined by quality, availability, service and price. vii. To work with qualified commercial vendors on a fair and equal basis. viii. To develop a list of acceptable brands (multiple brands per bid item when possible). C. School Wellness Policy. A copy of Haven s current Wellness Policy shall be maintained on Haven s website. At the beginning of each academic school year, the Board shall approve at least five (5) volunteers to serve as Haven s Wellness and Nutrition Committee ( W&N Committee ). Haven s W&N Committee members will monitor all the health and wellness initiatives of Haven Schools, as well as making recommendations for the creation, revision, and implementation of wellness and health policies. W&N Committee members may meet on a monthly basis to review the Wellness Policy, review policy compliance, assess progress, as well as to determine areas in need of improvement. Meeting dates and times will be posted on Haven s website 12

13 as well as being included in blasts. The meetings are available to the public and there will generally be time permitted during the meetings for the public to address concerns, ask questions, and make suggestions for improvement. Any and all changes to the Wellness Policy must be approved by the Board at a duly noticed Board meeting. In May of each year, the chairperson of the W&N Committee will present an annual report to the Board indicating the program s effectiveness and highlighting changes that were made to the Wellness Policy (with the Board s approval) during that School year. D. Staff Wellness Committee Members. A Staff Wellness Committee may be established to assist the W&N Committee and the Board. The Staff Wellness Committee will be comprised of members of the PE staff and health teachers, as determined by the Board or its designee. IX. ADMISSIONS AND DISMISSALS A. Admissions Preferences. Haven will set aside spaces each year for the following categories of students who shall receive preference in admissions in accordance with state statute: Board member child, employee child, or sibling of existing students, or child of active duty member of any branch of the United States Armed Forces in that order. The number of spaces set aside for children of active duty members of the US Armed Forces shall be no more than 10% of the open seats remaining after the siblings of existing students have been drawn in the admission lottery. B. Right of Student Dismissal. Section , Florida Statutes, identifies Haven s authority to develop and implement admission procedures and dismissal procedures. The charter contracts between Bay District Schools and Haven affords Haven the right of student dismissal. Per Board policy and the current charter contracts with Bay District Schools, students eligible for dismissal are those who meet the established thresholds for three or more of the following criteria: 1. Tardies: Five (5) unexcused tardies within 30 days or ten (10) unexcused within a 90 day calendar day period and improvements are not made after strategies have been implemented. 2. Attendance: Five (5) unexcused absences within 30 days or ten (10) unexcused absences within a 90 day calendar day period and improvements are not made after strategies have been implemented. 3. Behavior: If the child study team and the principal have determined that a student attending the School has documented, repeated acts in violation of the School s Behavior Policy including violations of the School s policy 13

14 regarding wearing of approved uniforms and significant improvements are not being made. 4. Parent volunteer hours not being adequately met per the School s policy. Student dismissals will be reviewed at the end of each semester. However, in the case of extreme non-compliance, dismissal can be made anytime during the school year once dismissal criteria have been met and no significant improvements have been made. In the event a student is recommended for dismissal by the Principal of the affected school to the CEO, the CEO will then review for compliance of due process and forward the recommendation to the Haven Board for consideration and official dismissal. If the Board approves the dismissal, the parent or guardian has the right to appeal the dismissal to the Principal of the affected school within 5 business days. If the appeal is not granted, the student will be withdrawn at the close of the 5 th business day. If the appeal is rescinded after Board approval, the student may remain at the affected school pending ratification of the appeal by the Board at the next regular scheduled Board meeting. Dismissal Procedures: 1. Letter to parent regarding intent to dismiss and requesting a dismissal hearing. 2. Final declaration of dismissal or option of withdrawal. 3. Transfer records to home-zoned school. Steps Taken Prior to Dismissal: Documentation Conferences 1. Document discipline violations and notify parent. 2. Document parent volunteer hours and notify parent of volunteer opportunities. 3. Document attendance and notify parent. 4. Document tardies and notify parent. 1. Refer for child study team (CST) as appropriate. 2. Hold conferences with parents and student regarding violations. 3. Hold dismissal hearing with parents and student. 14

15 X. SUMMER ENRICHMENT Optional enrichment opportunities will be offered for grades K-8 to help students become stronger in their ability to maintain grade level expectations for the upcoming year. This can be accomplished in a variety of ways: 1. Complete Haven summer packet. 2. Attend Haven summer school. 3. Individually purchase and complete an approved curriculum. All summer packets will be reviewed by the administration, faculty, and the SAC for: 1. Application to the standards. 2. Skill level of work. 3. Work load. 4. Assimilation in the fall. 5. Grade level continuity. 15