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HomeMy WebLinkAboutRes 05-06 WA Authorizing CEO to enter into a Contact with ESC Region XI WESTLAKE ACADEMY RESOLUTION NO. 05-06 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE WESTLAKE ACADEMY, AUTHORIZING THE CEO OF THE ACADEMY TO ENTER INTO THE CONTRACTS ATTACHED HERETO AS EXHIBIT "A" WITH THE EDUCATION SERVICE CENTER, REGION XI FOR SERVICES. BE IT RESOLVED BY THE BOARD OF DIRECTORS OF WESTLAKE ACADEMY: WHEREAS, the Academy utilizes the Service Center's Business Services which is responsible for performing the accounting functions in full compliance with the TEA Financial Accountability System Resource Guide as well as processing payroll, and WHEREAS, the Service Center assists the Academy in PEIMS (Public Education Information Management System) submissions and training throughout the year and this information must be sent to TEA regularly but may not come directly from the Academy and must be routed through the service center, and WHEREAS, the Academy utilizes the Service Center's Development and Administrative Services which are responsible for training and support in all facets of the Academy, e.g. administration, instructional,technology, media services and board training. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE WESTLAKE ACADEMY: SECTION 1: That the Board of Directors of Westlake Academy does hereby authorize the CEO to enter into the contracts attached hereto as Exhibit A with the Education. Service Center, Region XI for services. SECTION 2: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 26th DAY OF SEPTEMBER, 2005. ATTEST: Scott Brad ey, President AILU��— gan J Dwinnell, Secretary Trent O. Petty, CEO APPROVED A TO —0 L. tantor, Lowry, Attorney Education Service Center REG119,00N X1 Richard ©wnby Executive Director April 20,2005 REGION XI SUPERINTENDENTS: Enclosed is the Education Service Center Region XI Contract for Services for the 2005-06 school year. The participation of all Region XI districts allows us to continue to provide services for you at less than half the cost required by other providers. This year's electronic packet includes the basic contract,as well as the Business Services contract package. The Management Information Services(MIS)contracts will be sent to you electronically on Monday, April 25,2005. As you are aware,ESC funding was negatively impacted in the last legislative session,with some state funds being redistributed,reduced or eliminated. A priority of ESC Region XI has been to provide continued quality service to all our district/charter programs at an economical cost. For the 2005-06 school year,we will maintain the same fee structure as 2004-05 for all services except MIS.A slight fee increase will be necessary because additional software licensing and coop fees have been imposed on the ESC. Please review the contracts and indicate your selections on the commitment form. Mail or fax,with superintendent's signature,no later than May 9,2005,the commitment forms for the following: • Basic Contract and Cooperatives • Credit by Exam • Management Information Services • Business Services Your prompt return will allow our staff time to better plan and budget for the coming year. If you have difficulty meeting this deadline due to board meeting dates,please contact Jennifer Coffey at(817)740-7590 to indicate your intent for the 2005-06 school year. Within the next few days,you will be receiving by mail the district agreements for Shared Service Arrangements (SSAs)for federal programs(Title I Migrant,Title II D Technology,and Title III LEP/Immigrant). These are separate agreements to be completed and returned with required original signatures for our records. These agreements do not require your board's approval. The due date for these agreements is also May 9,2005. If you have any questions regarding the various components of the contract,you may contact the following personnel: Dr.Francine Holland (817)740-3670 Instructional Services Clyde Steelman (817)740-7555 Administrative Services Dr.Randal Douglas (817)740-3610 Technology/Media Services Darrell Baty (817)740-3609 Management Information Services Ann Hoover (817)740-7532 Administrative Services/Development Ann Hoover (817)740-3603 School Board Training Sincerely, Richard Ownby Executive Director 3001 !North Freeway • Fort Worth,Texas 76106 • (817)740-3600 • Fax(817)740-7600 • www.escl 1.net ESC region X1 Contract 2005-2006 District/Charter School Membership Commitment Form Billing to districts/charter schools will occur on October 2, 2005,based on actual enrollment. Payment is due upon receipt of invoice and may be paid quarterly or annually. ESC REGION XI Cost Extended BASIC CONTRACT FEE $650.00 per district $650.00 COOPERATIVE FEES: Instructional Services Cooperative $.85 per ADA (2004-2005 refined ADA) -Credit by Exam (Signature required on attached contracts. Must belong to Instructional Services Contract to access these ';e0 y.d:o V 5 _ services.) Educational Technology, Distance Learning,Library and $1.85 per ADA II II Instructional Media Services Cooperative (2004-2005 refined ADA) `�8G 0 U Superintendent and School Board Training $800.00 per district Administrative Services Cooperative $30 per ADA �l 8Q 3 (2004-2005 refined ADA) TOTAL ` We hereby agree J to pay�for the contracted service as indicated above. e S/f d+`a Education Service Center Region XI School District/Charter School �--� Superintendent/Ifirs,c1dr Executive Director ()—)c} C) Date Date Please return commitment form and other signature pages by May 9, 2005, to the address below. An original will be returned to you for your records. Jennifer R.Coffey ESC Region XI 3001 North Freeway Fort Worth,TX 76106 2 Basic ESC Region XI Contract for Comprehensive Services District/Charter School Membership When your district/charter school contracts for one or more of the four cooperatives, ESC Region XI support assures quality services in the following areas: • Communication and dialogue with school district personnel on pertinent state and federal legislation; • Information dissemination of rules,regulations, standards, and other legislative and agency mandates; + Technical assistance regarding performance based monitoring and accountability activities; • Telephone technical assistance; • On-site technical assistance at a reduced cost; Other ESC Region XI services such as textbook preview center, online catalog and registration for ESC Region XI Professional Development Opportunities, coordination of special interest networks, ESC Region XI Directory, and an annual report of ESC Region XI workshops attended by district staff; • E-mail services; • 50%reduction of fees for on-site training in your district/school-, • TASA Study Group meetings quarterly; and • Superintendent cluster meetings quarterly. 3 Region XI Instructional Services Cooperative (District/Charter School Membership) The Instructional Services Cooperative includes services in the following areas: • All curriculum content areas(English language arts,math,science, social studies), pre-K-12 • Curriculum alignment and integration • Instructional strategies for all students, including special populations • Integration of technology into instruction • Texas Assessment Program,including TAKS, SDAA lI,LDAA,RPTE,TELPAS, TPRI,Tejas LEE • Instructional assessment • Data disaggregation and analysis for improvement planning,including instructional supports,professional development planning,family involvement, etc. • State and federal accountability systems • Compliance with federal and state requirements,including NCLB,IDEA,Migrant, Bilingual,Title I -V,Performance Based Monitoring Analysis System Compliance, Financial Compliance, Special Education Compliance and Interventions,Dyslexia, Advanced Academics, Career and Technology Education,Early Childhood, Compensatory Education,Transition • Health,P.E.,health-related support services(e.g.vision/hearing screening,school nurses,etc.) • Classroom management/behavior management • Supports for all special populations(e.g. students with disabilities,bilingual/ESL, etc.) • Instructional support to low performing campuses/districts/charter schools • Family involvement • Related and support services(speech/language pathology,counselors,diagnosticians, psychologists,OT/PT,assistive technology,etc.) • Program evaluation Contracting districts/charters will receive the following services: • Reduced(half of non-contract fee)or no cost professional development • Onsite training and technical assistance at a 50%reduction in cost • Unlimited telephone, e-mail,face-to-face technical assistance at no cost • No cost informational meetings for job alike groups • Regular electronic updates for Instructional Leaders and other specialized groups • Ongoing support for compliance requirements FEE: $.$5 per ADA On site training- $650/day per consultant for contract members On site training- $1300/day per consultant for non-contract members ESC CONTACT: Dr. Francine Holland,Deputy Executive Director,Instructional Services 4 ESC Region XT Credit By Exam Purchasing and Testing Co-op The Education Service Center Region XI agrees to provide the following services to Credit By Exam Purchasing and Testing Co-op members: ■ Set dates for required testing and provide member districts with schedule for testing; ■ Order test needed per the member districts registrations; ■ Administer the tests per the established schedule; ■ Provide site for test administration; ■ Provide member districts a sample copy of a notice,in English,for publicizing the CBE testing; • Provide member districts with sample policy or procedures as appropriate; and ■ Bill each member district per exam at one of the following rates: • 25 per exam plus the cost of each exam,for Instructional Services contracted districts (districts will be billed at full rate for no-shows), • $50 per exam plus the cost of each exam for all other non-contract districts,or $100 per exam plus the cost of the exam for non-Region XI districts/schools and home- schooled students. As a member of the Region XI Credit By Exam Collaborative, ISD agrees to provide the following: • Designate a person within the district to serve as the member district's contact; • Conduct a conference with students pursuing CBE. Stress the following: 1)limit of two,3-hour tests per day,2)district will be billed full fee for all no-shows,3)all CBE testing conducted at ESC XI, 8:00 AM- 4:00 PM; and 4)student provides own sack lunch. • Conduct registrations within the district,collect registrations and mail/fax to EEC's Region XI CBE Co-op contact within required registration timelines,(no late registrations will be accepted); • Publicize legal notices regarding CBE testing; • Provide any additional items for assessment that are a part of the ISD's curriculum; • Receive the test scores provided by the test contractor; • Provide at least one ep rson from each member district to proctor testing and to supervise the students from its district; • Remit the cost of each exam ordered and the ESC user fee ep r test when billed;and • Determine district transportation arrangements for students to and from the testing site. This agreement between and ESC Region XI pertains to examinations for acceleration and credit retrieval,grades 1-12 (not kindergarten),for the period of September 1, 2005—August 31,2006. Fees are based on costs incurred by ESC XI. See attached Credit By Exam rules: Texas Education Code and Texas Administrative Code. The credit by examination contact for the Education Service Center Region XI is Debora Brown. She can be reached at(817) 740-7592, or deborabrown(a-),esc l l.net or Fax: (817) 740-7684. Superintendent Date ESC Region XI Executive Director Date Print name of ISD contact for CBE Collaborative Phone No. E-Mail address Please return contract by May 9,2005,to the address below. An original will be returned to you for your records. Jennifer R.Coffey ESC Region XI 3001 North Freeway Fort Worth,TX 761.06 5 Education Service Center Region XI Credit by Examination Calendar 2005-2006 Cycle 1: July 1, 2005 - December 31, 2005 Testing Dates Registration Deadlines July 5, 2005 Tuesday May 17, 2005 July 6, 2005 Wednesday May 17, 2005 July 7, 2005 Thursday May 17, 2005 October 20, 2005 Thursday September 2, 2005 October 21,2005 Friday September 2, 2005 Cycle 2: January 1, 2006 - June 30, 2006 Testing Dates Registration Deadlines February 27, 2006 Monday January 25, 2006 February 28, 2006 Tuesday January 25, 2006 June 29, 2006 Thursday May 25, 2006 June 30, 2006 Friday May 25, 2006 Cycle 3: July 1, 2006 -- December 31, 2006 Testing Dates Registration Deadlines July 5, 2006 Wednesday June 1, 2006 July 6, 2006 Thursday June 1, 2006 October 12, 2006 Thursday September 14, 2006 October 13, 2006 Friday September 14, 2006 All testing will take place at the Education Service Center Region XI,3001 N.Freeway,Fort Worth,Texas. CBE Contact:Debora Brown, 817-740-7592 6 Educational 'Technology, Distance Learning, Library and Instructional Media Services — Public and Charter Schools 2005-2006 The Department of Educational Technology offers the following services and discounts for districts that pin the Educational Technol ogy, Distance Learning,Library and Instructional Media Services Cooperative: Free Access to Licensed Videostreaming (Digital video resources) for teachers and students to use in the classroom. Teachers have immediate access to download and use licensed digital videos, video clips and related teacher and student resource materials. Districts have been provided a videostreaming caching server to assist with videostreaming in the district. Additional titles will be made available at no additional cost during the year from the licensed collection at the Center. Additional digital video content from other digital vendors may be licensed through the Center for a cooperative licensing fee.Note: Nonparticipating districts must erase all previously downloaded and duplicated licensed materials.) Free Campus Placement of Licensed Videos for teachers to use in the classroom. A $5 duplication fees applies to cover the cost of the tape or CD-ROM dome titles are available in high resolution CD-ROM format)duplication, labeling, case and delivery. As a result, teachers have immediate classroom access to licensed video materials.Note: Nonparticipating districts must return all previously duplicated and licensed materials.) Free On-line Informational Resources such as Facts on File andbr 142 Teaching and Learning Center and discounts on other on-line resources selected and purchased by the district or campus through the regional purchasing cooperative such as the Digital €fawledge Central(3ritannica,NewsBank, a nd EBSCO)Groliers, Gale, and others. Free Technical and Planning Assistance for Technology, Distance Learning, Library, and Instructional Media including but not limited to ♦ Integrating technology into the curriculum addressing the TEKTAK, ♦ On-line resources, ♦ Distance learning design and implementation, Development of technology plans, ♦ Development of library media programs based on state and national library standards, ♦ Library automation systems, ♦ E-Rate application assistance, ♦ Internet integration and usage, and other related areas ♦ ePlan application and review ♦ Title III)application and review Discounted pricing on duplication of Audiotapes including Textbooks-on-Tape and Literature-on-Tape$2.50 vs. $3.50 per audiotape) Discounted pricing on duplication of Non-licensed Videotapes such as tapes made available through TEA,RETN Sessions, TETN Sessions, satellite broadcasts, and other providers. $5.00 vs. $10.00 per title) 7 Discounted Professional Development On-line Professional Development via live and archived videostreaming�0% Discounty ➢ Regional workshops published via the on-line Catalog$0 vs. $80 per day per persony )�- Contracted customized workshops $650 vs. $1,300 per day per contracted workshop) ➢ Tech Academy-40 days of training for an Instructional Leader to develop technical skills $800 vs. $1,600 per person) High Tech Academy days of high le vel application training $800 vs. $1,600 per person) ➢ Campus Based Technology Integration Specialist-Contracted mentoring at the campus level for jest in time professional devel opment. $650 a day vs. $1,300 per contracted day-suggested 12 days minimum) ➢ Using on-line Resources in the Classroom- $d per day per person or$2,600 contracted academy vs. $80 and$5,200) 9 Library Academy-10 sessions for school libr arians $300 vs. $600 per person or$30 vs. $60 per sessiony A-Certification Training 5 days per sess ion at$0 a day plus materials vs. $80 per day plus materials * 9 Other Academies and Programs at a 50°,discount ➢ Online web-based professional development for integrating technology into the curriculum and6r preparing to participate in Texas TTCC Discounted On-line Resources over the Region XI Telecommunications Network(tETN)such as Novanet, library reference resources, on-line instructional resources, and other reference and database materials. Membership in the Technology Advisory Committee where designated district staff members receive updates related to educational technology,telecommunications,library and instructional media developments,have opportunity to provide feedback on programs and services, and participate in training and technical assistance. Information regarding state and federal regirements and grants are discussed and shared. * Title IID Shared Services Arrangement-Participation in this Contract is a pre-regisite to participation in the regional Title IID Shared Services Arrangement. Under the Title IID SSA, district staff can participate at ho cost'in there gionally calendared technology professional development, in the Texas Teacher Technology Competencies Certification program, and in a variety of electronic field trips via the regional network. FUNDING SOURCE: Local Contract MEMBERSHIP FEE: $ 1.85 per ADA plus Discounted fees as noted ESC CONTACT: Dr. Randal Douglas Director for Educational Technology 8 ESC Region XI Administrative Services Cooperative (District Membership) 2045-06 The Administrative Services Division is offering this portion of the ESC XI contract to school districts that would like to purchase administrator development and support services. The concept of the Field Services Co-op is now covered under this contract. The Administrative Services Cooperative applies to all district superintendents, central office staff,principals, assistant principals, and all educators in leadership roles. Administrator Development and Support Services include: • TEASBEC ruletegulation dissemination and in terpretation including individual district support and assistance • Communication Networks-Superintendent Cluster Meetings, Principal Network Meetings and Superintendent Book Studies • Opportunity for district participation in Region XI Continuous Improvement Consortium and The North Texas Leadership Capacity Building Collaborative • Nationally recognized administrator training andbr products (ee reduction) • Administrator Assessment Services (ee reduction) • SBEC Principal Standards-Based administrator development sessions (all ESC A7 sessions are aligned to Region XI PrincipallAssistant Principal Assessment data) (ee reduction) • Customized, on-site leadership development sessions focused on specific district6ampus needs (ee reduction) • Principal Induction Services including Mentor Training and First Time Administrator Academy(ee reduction) • SuperintendentPrincipal A ppraisal Training and Support • Site-Based Decision Making Training and support(ncluding surveys)(ee reduction) • PDAS certification, assistance, and support in conjxnction with Instructional Leadership Development(LD)training and certification (ee reduction) Fee: $ .30 per 2003-04ADA On-site workshops: $650 per day per consultant for Contract Members On-site workshops: $1300 per day per consultant for Non Contract Members ESC Contact: Ann Hoover, Director,Administrator Development and Support 9 ESC Region XI Superintendent and School Board Member Training Cooperative District/Charter School Membership 2005-06 This portion of the ESC contract provides school board members and superintendents access to all continuing education activities for which school board training credit is awarded by ESC Region XI. Contracting districts will receive the following services: • ESC Region XI is a state-approved sponsor and offers approved programs in which school board members can participate and receive school board member training credit. Fee 2005-2006 training to member districts will include: ➢ 2 hours Level I Texas Education Code Update Training. 9 3 hours of Level I Texas Education Code Orientation Training. S' Hot Topic nights Level III Training. • ESC Region XI will occasionally host and sponsor other groups that provide school board member training. • ESC Region XI staff will be available to contract with districts to customize school Level II Team of Eight and Level III board member training, 9 School Board Planning and Goal Setting sessions Fee: Members: $800 per District Individual Board member fees: No Cost On-site workshops $300 per three-hour session per board On-site workshops $300 per three-hour session per cluster Other recognized national or state workshops will be offered at a reduced rate Non-members: Individual board member fee to attend workshop: $65 On-site workshops $500 per three-hour session per board On-site workshops $500 per three-hour session per cluster Other recognized national or state workshops will be offered at the regular rate ESC CONTACT: Ann Hoover, Director, Administrator Development and Support 10 The Business Center Contract 2005 - 2006 Education Service Center Region XI 3001 North Freeway Fort Worth, Texas 76106 BUSINESS CENTER CONTRACT EDUCATION SERVICE CENTER REGION XI TABLE OF CONTENTS Article I Statement of Services ...................................................................... 3 Article II Term of Services............................................................................. 3 Article III Payment for Services .................................................... . ................ 3 Article IV Responsibilities . ............................................................................ 3 Article V Additional Business Center Services......................................................5 Article VI Termination of Services .................................................................... 5 Article VII Commitment for Services ................................................................... 6 Article VIII Authorization for Services ..................................................................6 2 BUSINESS CENTER CONTRACT EDUCATION SERVICE CENTER REGION XI ARTICLE I- STATEMENT OF SERVICES The Business Center agrees to perform the business and computer services that are described in the following sections. All services, which are to be provided for A ccJ,, s�-I by The Business Center, are shown in the following sections. If changes in the specified services become desirable, an additional supplement shall be made between LAk. *1a ka and The Business Center. ARTICLE II-TERM OF SERVICE This agreement covers services that are to be performed for during the period beginningz. and ending auc ARTICLE III—PAYMENT FOR SERVICES All services will be invoiced at the beginning of the contract period, ARTICLE IV- BUSINESS CENTER RESPONSIBILITIES The Business Center will be responsible for performing the accounting functions for Ag..,,,,, , in full compliance with the TEA Financial Accountability System Resource Guide.4icluded in the accounting functions to be performed by The Business Center are the following: • Post cash receipts • Encumber purchase orders • Post and print finance checks • Post budget amendments and journal entries • Balance general ledger and funds prior to month closing • Close files monthly and print end-of-month reports • Bank account reconciliations • Prepare 1099's at calendar year-end • Close out fiscal year • Prepare budget worksheets • Input budget into RSCCC • Perform and maintain all file backups DUTIES OF • Procure all necessary finance check stock and other supplies ■ Perform daily functions including such tasks as 3 BUSINESS CENTER CONTRACT EDUCATION SERVICE CENTER REGION XI Obtaining vendor information - Preparing purchase orders and other payment request forms (i.e.,travel reimbursements,payment authorizations, etc.) Tracking purchase orders from the time of issuance to the time the merchandise is received and the purchase order is paid Disbursing checks to vendors Receipting cash collected • Submit the following to The Business Center for processing by designated cut-off dates (all paperwork must be properly coded) - Deposit slips - Purchase orders - Invoices • Distribute 1099's to vendors and submit reports to IRS ■ Execute ail bank transactions and investments ■ Prepare budget All accounts payable information must be submitted to The Business Center by the assigned due dates to ensure adequate time for accurate processing. PAYROLL The Business Center will process monthly payrolls. All payroll transactions will be merged into the Finance System. As a part of the payroll process, The Business Center will perform the following functions: • Maintain employee information on RSCCC • Post payroll and employee leave transactions • Run payroll calculations • Post payroll • Print employee and payroll deduction checks • Print standard payroll reports • Create and post general journal entries • Interface payroll and finance • Prepare and submit monthly TRS reports utilizing TRAQS • Transfer TRS payment utilizing TexNet • Prepare and submit quarterly TWC reports through TASB website • Prepare 941 reports and submit utilizing Telefile • Prepare and print W-2's at calendar year-end • Establish and update next-year payroll files • Run August accruals • Perform and maintain all file backups • Prepare and submit electronic funds transfer file to bank 4 BUSINESS CENTER CONTRACT EDUCATION SERVICE CENTER REGION XI DUTIES OF • Procure all necessary payroll check stock and other supplies • Perform daily functions including such tasks as - Compiling the basic demographic information and the information required to calculate payroll amounts, such as deductions and Cafeteria 125 options for all new employees - Keeping track of changes to the payroll - Compiling and verifying information required to calculate payroll amounts for substitutes and hourly employees ■ Submit all payroll information to The Business Center for processing by designated cut-off dates (all paperwork must be properly coded) ■ . Distribute employee and payroll deduction checks ■ Deposit payroll taxes ■ Distribute employee W-2's and submit reports to IRS ■ Sign and submit the 941 and W3 reports to the appropriate entities All payroll information must be submitted to The Business Center by the assigned due dates to ensure adequate time for accurate processing. ARTICLE V-ADDITIONAL BUSINESS CENTER SERVICES The following Business Center services are available in addition to the Budget, Finance, and Payroll/Human Resources (Prices on Request): ■ Budget and Financial Planning • Customized Board Reports ■ Internal Auditing • Federal Grant Financial Reporting ■ Audit Preparation and Reports ■ Financial Consultation ARTICLE VI—TERMINATION OF SERVICES This contract may be terminated by either V4gL-'W-,o 4CC,%1Q-rri.I or the Education Service Center Region XI in the event either party fails to perform according to the terms of this Contract upon thirty (30)days written notice to the other party. 5 BUSINESS CENTER CONTRACT EDUCATION SERVICE CENTER REGION XI ARTICLE VII- COMMITMENT FOR SERVICES Client Name: Q—, 1A cika (` Business & RSCCC Services: Full Charge Bookkeeping Services $ Payroll Services $ Full Service Finance and Payroll Additional Services: Total Commitment: S.�?o� o Please contact Education Service Center Region XI Business Center for Pricing and Services. ARTICLE IX—AUTHORIZATION FOR SERVICES \4ef-*)clue AccAlc n has approved this contract with The Business Center in the amount of . �. � Date Superinten This Contract is accepted by Education Service Center Region XI as indicated above. Executive Director Education Service Center Region XI 6