Ventura County Schools Business Services Authority Scope of Services Cynthia Hansen, Chief Business...

Ventura County Schools Business Services AuthorityScope of ServicesCynthia Hansen, Chief Business Official, [email protected] , 805-383-1972

Benny Martinez, Director of School Business Services, [email protected] , 805-383-9312

www.vcsbsa.org

R:\Group\BSA\BSA\Presentations\VCSBSA Overview.pptxRevised 04-21-14

Ventura County Schools Business Services Authority

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Overview

Mission Statement History School Districts Served Charter Schools Served Organization Chart Scope of Services Fees for Services Questions and Discussion


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Mission Statement

The mission of the Ventura County Schools Business Services Authority (VCSBSA) is to support member agencies as they create educational opportunities for all students, and to provide sound financial and customer services and information to members in an ethical and professional manner.


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History

Created through the adoption of a joint powers agreement (JPA) by the member agencies (small districts) in April,1988

Established in response to the business needs of the small school districts in Ventura County

Created for the primary purpose of providing small schools with a professional business staff at a lower cost than maintaining in-house staff

In 2002/2003, began providing services for the first charter school approved in Ventura County


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School Districts Served

Briggs Elementary (Enrollment: 588 Students)

Mesa Union Elementary (Enrollment: 650 Students)

Mupu Elementary (Enrollment: 150 Students)

Santa Clara Elementary (Enrollment: 58 Students)

Somis Union Elementary (Enrollment: 254 Students)


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Charter Schools Served

Architecture, Construction and Engineering Charter High School (Enrollment: 185 Students)

BRIDGES Charter School (Enrollment: 403 Students)

Meadows Arts and Technology Elementary School (Enrollment: 366 Students)

River Oaks Academy (Enrollment: 142 Students)

Ventura Charter School of Arts and Global Education (Enrollment: 408 Students)


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Organization ChartVentura C ounty S c hools B us ines s S ervic es Authority

O rganization C hartS taffi ng (10 FTE , E xc luding U nfilled)

S e rv in g 5 D is tric ts a nd 5 C ha rte rs , F is c a l O ve rs ig h t fo r 3 M e m be r-S p o n so re d C h a rte rsB oard Approved J anuary 18, 2014

E xecutive As s is tantR e ne e S c h a n ie l

B udget & Ac c ounting S upervis orC ynthia B ridges

Ac c ount As s is tant IIJ e n n ife r B uc k le y

P a y ro ll

Ac c ount As s is tant IIC a ro le Z in de rm a n

P a y ro ll

S enior A cc ountantL in d a M a ye r

P a yro ll S u p e rv is o r

S enior A cc ountantU N F IL L E D /N O T B U D G E T E D

F u tu re G ro w th

Ac c ount As s is tant IIU N F IL L E D /N O T B U D G E T E D

F u tu re G ro w th

Ac c ount As s is tant IIC h ris s y G a rn ica

A ccou n ts P aya b le

Ac c ount As s is tant IIA m y G ra y

A ccou n ts P aya b le

S enior A cc ountantE va L o p e z

A cco un ts P a ya b le S u p e rv is o r

Director o f S c hoo l B us iness S ervic esB e n ny M a rtin e z

C h a rte r R e pre sen ta tive

C hief B us ines s O ffi c alC yn th ia H a n s e n

D is tric t R e p re se n ta tive

G overning B oardM e m be r D is tric t S u p erin te nd e n ts

E xec utive Direc torM is ty K e y

V C O E A sso c ia te S u p erin ten d en tF isca l a nd A d m in is tra tive S e rv ices


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Scope of Services

Accounting Business Administration Charter School Start-Up Services Budgeting Human Resources Payroll Student Attendance Accounting


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Scope of Services: Accounting Accounts Payable Accounts Receivable Audit Compliance Bank Account Reconciliation Categorical Program Compliance and

Reporting Cafeteria Reporting Cash flow Management Contract Management


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Scope of Services: Accounting Financial Reporting Fixed Asset Management Long Term Debt Management Purchasing Student Body Fund Monitoring and

Training Tax Reporting


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Scope of Services: Administration Attend Board Meetings Board Policy Review and Compliance

(Business, Personnel, Facilities) Board Presentations Employee Negotiations


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Scope of Services: Budgeting Budget Development Develop Board Calendars Monitor Budget by Line Item Multi-Year Projections Position Control Prepare Budget Assumptions Presentations and Reporting Trend Analysis


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Scope of Services: Charter School Start-Up Services Budget Development Board Policy Development (Business,

Personnel, Facilities) Complete Applications for Identification

Numbers (CDE, IRS, EDD) Establish Financial System Database

(Budget, Chart of Accounts, Staffing Positions)

Establish Health and Welfare Benefit Plans


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Scope of Services: Human Resources Collective Bargaining Agreement and

Board Policy Development and Compliance Employment Verification Reports Health and Welfare Benefit Management Leave Posting and Tracking Position Tracking Retirement Systems Compliance Tax Sheltered Annuity Plan Administration Worker’s Compensation


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Scope of Services: Payroll

Payroll Processing Direct Deposits Tax Filing Involuntary Payroll Deductions Retirement Systems Compliance Section 125 Plan Administration Voluntary Deductions W-2 Reconciliation


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Scope of Services: Student Attendance Accounting Audit Monthly and Periodical Attendance

Records and Reporting Monitoring Grade Span Class Sizes (TK-3)


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Fees for Services

District (Member) Fees Based on annual board-approved BSA budgeted expenditures plus board-

approved contingencies, less charter school fees and interest earnings Fees distributed based on each member’s proration of enrollment (prior

year CBEDS) Minimum Annual Fees: $30,000

Charter School Fees Based on 6.75% of *ADA-driven revenues, plus governmental grants

(excludes donations, interest earnings, and federal start up grants) Minimum Annual Fees: $33,000

Annual payment of fees due in three payments October March May

* ADA = Average Daily Attendance


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Fees for Services: Revenues

Interest (Local); 2264; 0%

District Fees; 309945; 31%

Charter School Fees; 689777; 69%

Other Local; 3834; 0%

VCSBSAGeneral Fund Revenue and Other Sources

2013/2014 Second Interim$1,005,820


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Fees for Services: Expenditures

Classified Salaries; 771775; 68%

Employee Benefits; 250719; 22%

Books and Supplies; 21141; 2%

Services & Other Op-erating; 92423; 8%

VCSBSAGeneral Fund Expenditures and Transfers Out

2013/2014 Second Interim$1,136,058

Salaries & Benefits $1,022,494

90%


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Questions and Discussion

Ventura County Schools Business Services Authority Scope of Services Cynthia Hansen, Chief Business...

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