Ventura County Schools Business Services Authority Scope of ...

Ventura County Schools Business Services Authority Scope of ...

Ventura County Schools Business Services Authority Scope of Services R:\Group\BSA\BSA\Presentations\ VCSBSA Overview.pptx Revised 04-21-14 Cynthia Hansen, Chief Business Official, [email protected] , 805-383-1972 Benny Martinez, Director of School Business Services, [email protected] , 805383-9312 www.vcsbsa.org Overview 2 Mission Statement History

School Districts Served Charter Schools Served Organization Chart Scope of Services Fees for Services Questions and Discussion Ventura County Schools Business Services Authority Mission Statement 3 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. Ventura County Schools Business Services Authority History

4 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 Ventura County Schools Business Services Authority School Districts Served

5 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 Students) Ventura County Schools Business Services Authority (Enrollment: 254

Charter Schools Served 6 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) Ventura County Schools Business Services Authority Organization Chart 7 V e n t u r a C o u n t y S c h o o l s B u s i n e s s S e r v i c e s A u t h o r i ty O r g a n i z a ti o n C h a r t S t a ffin g (1 0 F T E , E x c l u d i n g U n fil l e d ) S e r v i n g 5 D is t r ic t s a n d 5 C h a r t e r s , F i s c a l O v e r s i g h t f o r 3 M e m b e r - S p o n s o r e d C h a r t e r s B o a rd A p p ro v e d J a n u a ry 1 8 , 2 0 1 4 G o v e r n in g B o a rd M e m b e r D is t r i c t S u p e r i n t e n d e n t s E x e c u ti v e D i r e c to r M is t y K e y V C O E A s s o c ia t e S u p e r i n t e n d e n t F is c a l a n d A d m in is t r a t iv e S e r v ic e s

C h i e f B u s i n e s s O ffic a l C y n th ia H a n s e n D is t r ic t R e p r e s e n t a t iv e E x e c u tiv e A s s is ta n t R e n e e S c h a n ie l D ir e c to r o f S c h o o l B u s in e s s S e r v ic e s B e n n y M a r t in e z C h a r t e r R e p r e s e n t a t iv e B u d g e t & A c c o u n tin g S u p e r v is o r C y n th i a B r i d g e s S e n i o r A c c o u n ta n t L in d a M a y e r P a y r o ll S u p e r v is o r S e n io r A c c o u n ta n t U 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 A c c o u n t A s s i s t a n t II A c c o u n t A s s i s t a n t II

A c c o u n t A s s i s t a n t II P a y r o ll P a y r o ll F u tu re G ro w th Ventura Schools Services J e n n if e r B uCounty c k le y C a r o le Business Z in d e r m a n U N F I L L E D / Authority N O T B U D G E TE D S e n i o r A c c o u n ta n t E va L opez A c c o u n t s P a y a b le S u p e r v i s o r A c c o u n t A s s i s t a n t II C h r i s s y G a r n ic a A c c o u n t s P a y a b le

A c c o u n t A s s is t a n t II A m y G ra y A c c o u n t s P a y a b le Scope of Services 8 Accounting Business Administration Charter School Start-Up Services Budgeting Human Resources Payroll Student Attendance Accounting

Ventura County Schools Business Services Authority 9 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 Ventura County Schools Business Services Authority 10 Scope of Services: Accounting Financial Reporting Fixed Asset Management Long Term Debt Management Purchasing Student Body Fund Monitoring and Training Tax Reporting

Ventura County Schools Business Services Authority 11 Scope of Services: Administration Attend Board Meetings Board Policy Review and Compliance (Business, Personnel, Facilities) Board Presentations Employee Negotiations Ventura County Schools Business Services Authority 12 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 Ventura County Schools Business Services Authority 13 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 Ventura County Schools Business Services Authority 14 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 Workers Compensation Ventura County Schools Business Services Authority Scope of Services: Payroll 15

Payroll Processing Direct Deposits Tax Filing Involuntary Payroll Deductions Retirement Systems Compliance Section 125 Plan Administration Voluntary Deductions W-2 Reconciliation Ventura County Schools Business Services Authority 16 Scope of Services: Student Attendance Accounting Audit Monthly and Periodical Attendance Records and Reporting

Monitoring Grade Span Class Sizes (TK-3) Ventura County Schools Business Services Authority Fees for Services 17 District (Member) Fees Charter School Fees Based on annual board-approved BSA budgeted expenditures plus boardapproved contingencies, less charter school fees and interest earnings

Fees distributed based on each members proration of enrollment (prior year CBEDS) Minimum Annual Fees: $30,000 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 Ventura County Schools Business Services Authority 18 Fees for Services: Revenues

VCSBSA General Fund Revenue and Other Sources 2013/2014 Second Interim $1,005,820 Interest (Local); 2264; 0% Other Local; 3834; 0% District Fees; 309945; 31% Charter School Fees; 689777; 69% Ventura County Schools Business Services Authority 19 Fees for Services: Expenditures VCSBSA General Fund Expenditures and Transfers Out 2013/2014 Second Interim $1,136,058

Books and Supplies; 21141; 2% Services & Other Operating; 92423; 8% Classified Salaries; 771775; 68% Employee Benefits; 250719; 22% Salaries & Benefits $1,022,494 90% Ventura County Schools Business Services Authority Questions and Discussion 20 Ventura County Schools Business Services Authority

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