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, chansen@vcoe.org , 805-383-1972
Benny Martinez, Director of School Business Services, benmartinez@vcoe.org , 805-383-9312
www.vcsbsa.org
Overview
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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
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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
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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
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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)
Ventura County Schools Business Services Authority
Charter Schools Served
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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)
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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
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Ventura County Schools Business Services Authority
Organization Chart
Staffing (10 FTE, Excluding Unfilled)
Serving 5 Districts and 5 Charters, Fiscal Oversight for 3 Member-Sponsored Charters
Board Approved January 18, 201 4
Governing Board
Mem ber District Superintendents
Executive Director
Misty Key
VCOE Associate Superintenden t
Fiscal and Administrative Services
Chief Business Offical
Cynthia Hansen
District Representative
Executive Assistant
Renee Schaniel
Director of School Business Services
Benny Martinez
Charter Representative
Budget & Accounting Supervisor
Cynthia Bridges
Senior Accountant
Linda Mayer
Payroll Supervisor
Senior Accountant
UNFILLED/NOT BUDGETED
Future Growth
Account Assistant II
Account Assistant II
Account Assistant II
Payroll
Payroll
Future Growth
Ventura
Services
Authority
JenniferCounty
Buckley Schools Business
Carole Zinderm
an
UNFILLED/NOT BUDGETED
Senior Accountant
Eva Lopez
Accounts Payable Supervisor
Account Assistant II
Chrissy Garnica
Accounts Payable
Account Assistant II
Am y Gray
Accounts Payable
Scope of Services
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Accounting
Business Administration
Charter School Start-Up Services
Budgeting
Human Resources
Payroll
Student Attendance Accounting
Ventura County Schools Business Services Authority
Scope of Services: Accounting
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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
Scope of Services: Accounting
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Financial Reporting
Fixed Asset Management
Long Term Debt Management
Purchasing
Student Body Fund Monitoring and Training
Tax Reporting
Ventura County Schools Business Services Authority
Scope of Services: Administration
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Attend Board Meetings
Board Policy Review and Compliance (Business,
Personnel, Facilities)
Board Presentations
Employee Negotiations
Ventura County Schools Business Services Authority
Scope of Services: Budgeting
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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
Scope of Services: Charter School
Start-Up Services
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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
Scope of Services: Human Resources
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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
Ventura County Schools Business Services Authority
Scope of Services: Payroll
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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
Scope of Services: Student Attendance
Accounting
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Audit Monthly and Periodical Attendance Records
and Reporting
Monitoring Grade Span Class Sizes (TK-3)
Ventura County Schools Business Services Authority
Fees for Services
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District (Member) Fees
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Charter School Fees
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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
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
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October
March
May
* ADA = Average Daily Attendance
Ventura County Schools Business Services Authority
Fees for Services: Revenues
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VCSBSA
General Fund Revenue and Other Sources
2013/2014 Second Interim
$1,005,820
District Fees, $309,945, 31%
Interest (Local), $2,264, 0%
Other Local, $3,834, 0%
Charter School Fees,
$689,777, 69%
Ventura County Schools Business Services Authority
Fees for Services: Expenditures
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VCSBSA
General Fund Expenditures and Transfers Out
2013/2014 Second Interim
$1,136,058
Transfers Out, $0, 0%
Services & Other Operating,
$92,423, 8%
Classified Salaries,
$771,775, 68%
Books and Supplies,
$21,141, 2%
Employee Benefits,
$250,719, 22%
Ventura County Schools Business Services Authority
Salaries & Benefits
$1,022,494
90%
Questions and Discussion
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Ventura County Schools Business Services Authority