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Home My WebLink AboutRes 03-02 WA Region XI Service Center Agreement WESTLAKE ACADEMY RESOLUTION NO. 03-02 A RESOLUTION OF THE BOARD OF DIRECTORS OF WESTLAKE ACADEMY AUTHORIZING THE CHIEF EXECUTIVE OFFICER TO ENTER INTO AN AGREEMENT WITH THE REGION XI SERVICE CENTER FOR FINANCIAL SERVICES RELATED TO THE ACADEMY. 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 Chief Executive Officer to enter into an agreement with Region XI Service Center for financial services related to the Academy in the form attached here as Exhibit A. SECTION 2: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 14TH DAY OF APRIL 2003. ATTEST: Scott Bradle Chairrrxan Gingery ,rosswy, Secret Trent O. Petty, Chieffxe tive Officer APPROVED AS TO FO L. ton Lo or Business Service Cooperative Service Agreement 2002 - 2003 Education Service Center Region X1 3001 North Freeway 4' Fort Worth, Texas 76106 BUSINESS SERVICES COOPERATIVE EDUCATION SERVICE CENTER, REGION XI TABLE OF CONTENTS Article I Service Agreement ......................................................................... 3 Article II Statement of Services ..................................... ......... 4 Article III Term of Service ............................................................................ 4 Article IV Payment for Services ...................................................................... 4 Article V Business Services .......................................................................... 4 Article VI Additional Business Services ............................................................. 6 Article VII Termination of Services .................................................................. 6 Article VIII Commitment For Services ................................................................ 7 Article IX Authorization for Services ................................................................ 8 z BUSINESS SERVICES COOPERATIVE EDUCATION SERVICE CENTER, REGION XI ARTICLE I - SERVICES AGREEMENT This agreement, made and entered into by and between Westlake Academy 220-810 Name of District TEA County/District No. #3 Village Circle, Suite 207 Solana Westlake, Tx 76262 Mailing Address City and Zip Code hereinafter referred to as the "School District", and Education Service Center, Region X1, 3001 North Freeway, Fort Worth, Texas 76106, hereinafter referred to as the `Business Services Coop", provides for the performance of services according to and under the following terms and conditions. 3 BUSINESS SERVICES COOPERATIVE EDUCATION SERVICE CENTER, REGION XI ARTICLE II - STATEMENT OF SERVICES TO BE PERFORMED The Business Services Coop agrees to perform the business and computer services that are described in the following sections. All services, which are to be provided for the School District by the Business Services Coop, are shown in the following sections. If changes in the specified services become desirable, an additional supplementary written "Agreement for the Provision of Business Services" shall be made between the School District and the Business Services Cool). ARTICLE III-TERM OF SERVICE This agreement covers services that are to be performed for the School District during the period beginning April 1, 2003 and ending August 31,2003. ARTICLE IV—PAYMENT FOR SERVICES All services will be billed at the beginning of the period and may be paid quarterly. ARTICLE V-BUSINESS SERVICES The Business Services Coop will be responsible for performing the accounting functions for the School District, in full compliance with the TEA Financial Accountability System Resource Guide. Included in the accounting functions to be performed by the coop 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 reconciliation • 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 SCHOOL DISTRICT • Procure all necessary finance check stock and other supplies • Perform daily functions including such tasks as - Obtaining vendor information 4 BUSINESS SERVICES COOPERATIVE EDUCATION SERVICE CENTER, REGION XI - Typing 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 Preparing budget amendments and journal entries • Submit the following to the business services coop for processing by designated cutoff dates (all paperwork must be properly coded) - Deposit slips Purchase orders - Invoices - Budget amendments and journal entries • Distribute 1099's to vendors and submit reports to IRS • Execute all bank transactions and investments • Prepare budget All accounts payable information must be submitted to the Business Services Coop in a timely manner to ensure adequate time for accurate processing. PAYROLL The Business Services Coop will process monthly payrolls. All payroll transactions will be merged into the Finance System. As apart of the payroll process, the coop 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 • Deposit payroll taxes utilizing EFTPS • Prepare quarterly TWC reports • Prepare 941 reports • 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 5 BUSINESS SERVICES COOPERATIVE EDUCATION SERVICE CENTER, REGION XI DUTIES OF SCHOOL DISTRICT • 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 services coop for processing by designated cut-off dates (all paperwork must be properly coded) • Distribute employee and payroll deduction checks • Distribute employee W-2's • Execute all bank transactions ■ Submit quarterly TWC reports • Prepare IRS Form 5500 for the Cafe 125 plan • Sign and submit the 941 Reports to the appropriate entity All payroll information must be submitted to the Business Services Coop in a timely manner to ensure adequate time for accurate processing. ARTICLE VI-ADDITIONAL BUSINESS SERVICES The following business services are available in addition to the Budget, Finance, and Payroll Services at a cost of$300 per day: ■ Budget and Financial Planning ■ Customized Board Reports ■ Internal Auditing • State Aid Calculations ■ Pupil Projections ARTICLE VII—TERMINATION BY ESC In the event the District deliberately fails to comply with TEA and legal requirements or fails or neglects to pay or perform according to the terms of this Agreement, the ESC may terminate this Agreement upon thirty(30) days written notice to the District. 6 BUSINESS SERVICES COOPERATIVE EDUCATION SERVICE CENTER, REGION XI ARTICLE VIII- COMMITMENT FOR SERVICES District Name Westlake Academy Annual Business & RSCCC Services Fee: Finance Payroll/Human Resources (PEIMS) Finance, Payroll, and Budget $5,000. Fixed Assets System Check Reconciliation TOTAL COMMITMENT $ 7 BUSINESS SERVICES COOPERATIVE EDUCATION SERVICE CENTER, RE9GION XI ARTICLE IX— AUTHORIZATION FOR SERVICES Westlake Academy has approved this districts use of Business services for the 2002-2003 school year. The total amount for these services is $5,000. Superintende of chools This agreement is accepted by Education Service Center, Region XI as indicated above. M1 Executive Dire"eLlion Education Service Center s