granite mountain charter school 10535 foothill blvd …

GRANITE MOUNTAIN CHARTER SCHOOL

10535 Foothill Blvd #100, Rancho Cucamonga, CA 91730

Phone (626) 317-0112 * Fax (626) 932-1804

Special Board Meeting

Granite Mountain Charter School

June 27, 2020 – 9:00 am

10535 Foothill Blvd. #100

Rancho Cucamonga, CA 91730

Through Teleconference

Join Zoom Meeting

https://zoom.us/j/95458054132

Meeting ID:

954 5805 4132

Dial by your location

+1 669 900 6833 US (San Jose)

Meeting ID:

954 5805 4132

AGENDA 1. Call to Order

2. Approval of the Agenda - Pg. 1-2

3. Public Comments

4. Closed Session – Conference with Legal Counsel – Anticipated Litigation 54956.9

5. Discussion and Potential Action on the Acceptance of the PPP Loan - Pg. 3-4

6. Discussion and Potential Action on the Charter School Management contract - Pg. 5-92

7. Discussion and Potential Action on the School Enrollment Capacity

8. Announcement of Next Regular Board Meeting

9. Adjournment

Public comment rules: Members of the public may address the Board on agenda or non-agenda items through the teleconference platform, zoom. Zoom does not require the members of the public to have an account or login. Please either utilize the chat option to communicate with the administrative team your desire to address the board or simply communicate orally your desire to address the board when the board asks for public comments. Speakers may be called in the order that requests are received. We ask that comments are limited to 2 minutes each, with no more than 15 minutes per single topic so that as many people as possible may be heard. If a member of the public utilizes a translator to address the board, those individuals are allotted 4 minutes each. If the board utilizes simultaneous translation equipment in a manner that allows the board to hear the translated public testimony

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https://zoom.us/j/95458054132

simultaneously, those individuals are allotted 2 minutes each. By law, the Board is allowed to take action only on items on the agenda. The Board may, at its discretion, refer a matter to school staff or calendar the issue for future discussion.

Note: Granite Mountain Charter School Governing Board encourages those with disabilities to participate fully in the public meeting process. If you need a disability-related modification or accommodation, including auxiliary aids or services, to participate in the public meeting, please contact the Governing Board Office at 951-290-3013 at least 48 hours before the scheduled board meeting so that we may make every reasonable effort to accommodate you. (Government Code § 54954.2; Americans with Disabilities Act of 1990, § 202 (42 U.S.C. § 12132)).

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RESOLUTION OF BOARD OF DIRECTORS OF GRANITE MOUNTAIN CHARTER SCHOOL #2020-8

WHEARAS, the Executive Director of Granite Mountain Charter School (“School”) on June 20, 2020 Applied with One or More Financial Institutions to Borrow the Maximum Qualifying Amount Under the Paycheck Protection Program.

RESOLVED, that the directors of the School authorize the individual named below, or her duly appointed designee, to be and are hereby authorized and empowered in the name and on behalf of School to execute and deliver to the Small Business Administration, an agency of the Government of the United States of America (“SBA”), through an SBA qualified bank or other financial institution, in the form required by SBA, the following documents:

(1) Applications for any renewals or extensions of all or any part of such loan or loans and of any other loans, heretofore or hereafter made by SBA to School; the Note or Notes of School evidencing such loan or loans or any renewals or extensions thereof; and any other Instruments or Agreements of School that may be required by SBA in connection with such loans, renewals, and/or extensions; and that said officer in her discretion may accept any such loan or loans in installments or at once and give one or more Notes of School therefore, and may receive and endorse in the name of School any checks or drafts representing such loan or loans or any such installments.

FURTHER RESOLVED, that the aforesaid individual, or his/her duly appointed successor, be and is hereby authorized and empowered to do any acts, including but not limited to the mortgage, pledge, or hypothecation from time to time with SBA of any or all assets of the School to secure such loan or loans, renewals and extensions, and to execute in the name and on behalf of School or otherwise, any Instruments or Agreements deemed necessary or proper by SBA, in respect of the collateral securing any indebtedness of School.

FURTHER RESOLVED, that any indebtedness heretofore contracted and any Contracts or Agreements heretofore made with SBA on behalf of School, and all acts of officers or agents of the School in connection with said indebtedness or sad Contracts or Agreements, are hereby ratified and confirmed.

FURTHER RESOLVED, that the individual referred to in the foregoing resolution is:

Brook MacMillan, Executive Director, Signature

FURTHER RESOLVED, that SBA is authorized to rely upon the aforesaid resolutions until receipt of written notice of any change.

CERTIFICATION

I HEREBY CERTIFY that the foregoing is a true and correct copy of a resolution regularly presented to and adopted by the Board of Directors of Granite Mountain Charter School at a meeting duly called and held at _______________________ on ____________, at which a quorum was present and voted, and that such resolution is duly recorded in the minute book of this

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corporation; that the officers named in said resolution have been duly elected or appointed to, and are the present incumbents of, the respective offices set after their respective names, and that the signature set opposite the respective names are their true and genuine signatures.

Secretary

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UnderstandingCharter Vision

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http://www.csmci.com/

2

Charter VisionCSMC’s proprietary online finance and data portal (CV) is for use by our clients, as well as our own organization’s intranet system.

❑ Charter Vision is free to all clients and provides 24/7 access and transparency into all school related financial matters and reports.

❑ No limit on number of users at the school site

❑ Information on the site is “read only” so it cannot be altered by school staff

❑ Information is updated hourly

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Charter Vision’s Key Features

❑ Real time access into

❑ Revenue & Expense reports,

❑ budget to actual,

❑ check registers,

❑ balance sheets & more

❑ Annual Compliance Calendar tailored for each school so state and federal reporting deadlines are never missed

❑ Financial report subscriptions send requested reports to email automatically

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Charter Vision Provides Realtime Access to:

School’s financial information for better decision making.

Board Reports for School’s Executive Board.

SIS Data for planning and Marketing

CAASPP & CELDT Data for Academic Planning

Document vault for policies, best practices, and compliance reports

Training videos updated regularly covering a multitude of areas for staff.

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CV Tabs commonly used by our clients

❑ Actual to Budget Detail & Summary

❑ Restricted Fund Tracking

❑ Board Meeting Reports

❑ Payroll Tab

❑ LCAP Module

❑ Student Data

❑ Student Achievement Module

❑ Subscription for Schools

❑ Short how-to Videos of 92

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CV Tabs and Subtabs

❑ Financial

❑Overview

❑Activity

❑Reports

❑Compare

❑ Payroll

❑ Calendar

❑ Student Data

❑Attendance

❑Demographics

❑ Incidents

❑ LCAP

❑ School Info.

❑Overview

❑User Management

❑ Achievement

❑CAASPP

❑CELDT

❑ Vault

❑ Training of 92

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Financial Tab

❑ Overview

◼ Financial Health

◼ Top Financial Reports

◼ Recent Large Expenses

◼ Monthly Book Balance

◼ Monthly Actual vs. Budget

❑ Activity Tab – Invoices

❑ Reports Tab

◼ Top Financial Reports (8)

◼ Revenue & Expense Tab (7)

◼ Budget & Cashflow (8)

◼ Balance Sheet (1)

◼ General (11)

❑ Compare Tab

◼ Comparison Options for years

◼ Revenue by Category

◼ Expenses by Category.

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Some of the members of the CSMC Family

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For more information on our services, get

pricing, or if you would like to receive an

in-person demo of CharterVision,

please contact Kiumars Arzani

Email: [email protected]

Phone: (951) 694 – 3050 Ext. 233

Cell: (818) 625 – 0319

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mailto:[email protected]


A better understanding of

Charter Vision

CSMC 43460 Ridge Park Drive

Temecula, CA 92590

www.csmci.com

(888) 994-CSMC

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A better understanding of Charter Vision 2 | P a g e

Table of Contents – Charter Vision Financial Widgets ......................................................................................................................................... 4

Overview Tab has 5 widgets .................................................................................................................... 4

Financial Health Widget: ...................................................................................................................... 4

Monthly Book Balance Widget ............................................................................................................ 5

Monthly Actual vs. Budget Widget ...................................................................................................... 5

Top Financial Reports Widget .............................................................................................................. 6

Recent Large Expenses Widget ............................................................................................................ 7

Activity Tab ............................................................................................................................................... 7

Reports Tab............................................................................................................................................... 8

Revenue & Expense Reports: ............................................................................................................... 8

Budget & Cash Flow Reports:............................................................................................................... 8

Balance Sheet Report: .......................................................................................................................... 8

General Reports:................................................................................................................................... 8

Compare Tab ............................................................................................................................................ 9

Comparison Options ............................................................................................................................. 9

Payroll Tab .................................................................................................................................................. 10

Payroll Calendar ..................................................................................................................................... 10

Payroll Files ............................................................................................................................................. 10

Payroll Registers ................................................................................................................................. 10

Tax Forms ............................................................................................................................................ 10

Retirement Reports ............................................................................................................................ 10

Other Files ........................................................................................................................................... 10

New Hire Packets ................................................................................................................................... 10

Direct Deposit Form ........................................................................................................................... 10

I9 form 2020 ....................................................................................................................................... 10

Personal Object Code Guidance......................................................................................................... 10

W4 2020 Form and FAQs .................................................................................................................... 10

Calendar Tab ............................................................................................................................................... 11

Student Data Tab ........................................................................................................................................ 11

Attendance Tab ...................................................................................................................................... 11

Year to Date ADA ................................................................................................................................ 11

Frequently Absent Students .............................................................................................................. 12

Attendance vs. Enrollment Widget .................................................................................................... 12

Demographics Tab .................................................................................................................................. 13

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Student Membership Widget ............................................................................................................ 13

............................................................................................................................................................ 13

Enrollment by Grade Level Widget .................................................................................................... 13

Student Population Map & School Proximity Widget....................................................................... 13

LCAP Tab (Module) ..................................................................................................................................... 14

School Info Tab ........................................................................................................................................... 15

Overview Tab has 3 Widgets .................................................................................................................. 15

Your Support Team Widget ................................................................................................................ 15

About Information and Contact Widget ............................................................................................ 15

User Management Tab ........................................................................................................................... 16

............................................................................................................................................................ 16

Achievement Tab ........................................................................................................................................ 16

CAASPP Module ...................................................................................................................................... 16

Vault Tab ..................................................................................................................................................... 19

Training Tab ................................................................................................................................................ 19

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Financial Widgets

Overview Tab has 5 widgets

Financial Health Widget:

Provides the organization’s Book Balance, Open and on Hold Payables, and 10 Benchmarks that visually

gives an overview of the organization’s financial health.

When you click on the widget, it will provide you with the Financial Health Report. It provides you with the

ten benchmarks measured, the formula used, and the description of each benchmark.

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Monthly Book Balance Widget

Provides the organization’s Monthly Projected Balance vs. Book Balance over the length of time that we

have data on:

When you click on the 3 bars to the top far right, it will allow you to print the chart, or download the chart

in the following formats: PNG, JPEG, PDF, or SVG Vector Image.

Monthly Actual vs. Budget Widget

This widget allows you to see what your organization Budgeted for Revenue & Expenses, and what are the

Actual Revenue & Expenses. When you hover over any of the months, it will provide you with the

Variance (how far off you are) in dollar amount and percentage. In Revenue, if Actual is bigger than

budgeted, it will show positive. In Expenses, if Actual is bigger than budgeted, it will show negative.

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When you hover over a particular month (in this case September 2019), it will give you the actual numbers

and variances.

Top Financial Reports Widget

In this widget, you will have immediate access to the top 8 Financial Reports. By clicking any of 8

reports, it will take you to that report and allow you to fine tune the report to the Fiscal Year, Starting

& Ending Period, Object (strand or code), Restrictions (Title I, II, etc.), and location for those

organizations that have multiple locations.

There is a View all reports tab at the bottom of the reports, if you want to see other reports that are

not listed.

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Recent Large Expenses Widget

In this widget, you can quickly identify expenses that meet a certain threshold and have the ability to export

them into an Excel file.

Select the number of expenses you want to see

Select the threshold the expense should exceed

Click to download to Excel file.

Activity Tab This tab has only 1 widget which is a search engine. It allows you to view invoices, bank checks, and your

General Ledger; however, if you wish, you can search for a particular vendor or dollar amount. You can

also export your selection to an Excel file.

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Reports Tab This tab has two widgets. The first is all Charter Vision predetermined reports, and the second gives you the

ability to create a subscription to get these reports regularly. Those reports highlighted in RED are

considered the Top Financial Reports that are regularly requested by school leadership.

Revenue & Expense Reports: 1. Income Statement by Location

2. Income Statement

3. Revenue by Category

4. Expenses by category

5. General Ledger Transactions

6. Restricted Funds Tracking

7. Check Register Detail

Budget & Cash Flow Reports: 1. Actual to Budget Summary

2. Balance Sheet Detail

3. Trial Balance Budget

4. Actual to Budget Detail

5. Balance Sheet Summary

6. Trial Balance

7. Aged Payables

8. Year to Date Prior Year Comparison

Balance Sheet Report: Monthly Book Balance Report

General Reports: 1. Balance Sheet Summary by Location

2. Fiscal Year Actuals (Raw Data)

3. Outstanding Checks

4. Profit Loss by Fund

5. Profit Loss by Fund/Function

6. Program Funds Tracking

7. Trial Balance by Location

8. Board Report

9. Cash Flow Statement

10. Financial Health

11. Financial Snapshot

Top Financial Reports:

1. Check Register Detail

2. Actual to Budget Detail

3. Board Report

4. Balance Sheet Detail

5. Expenses by Category

6. Financial Health

7. Revenue by Category

8. Financial Snapshot

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Compare Tab

Comparison Options

In this widget, you can select any School Year, Fiscal Period, and school, and get comparisons for

Revenue & Expense by Category.

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Payroll Tab

Payroll Calendar

Payroll Files

Payroll Registers

Tax Forms

Retirement Reports

Other Files

New Hire Packets

Direct Deposit Form

I9 form 2020

Personal Object Code Guidance

W4 2020 Form and FAQs

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Calendar Tab In this tab, you can find all compliance due dates in one calendar.

Student Data Tab Information in this tab comes directly from PowerSchool. There are three sub-tabs under the Student Data

Tab. Attendance Tab, Demographics, and Incidents.

Attendance Tab Attendance Tab has 3 widgets: Year to Date ADA, Frequently Absent Students, and Attendance vs.

Enrollment.

Year to Date ADA

In this widget, you can see the impact of student absences on your financials.

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Frequently Absent Students

In this widget, you can see the list of all of

your students sorted based on number of

absences, Present Rate %, and if they are

Active Students or not. The students that

have the highest rate of absence are at the

top. This file can be exported to an Excel file.

Attendance vs. Enrollment Widget

In this widget, you can see the actual enrollment vs. their attendance for each day of the school year.

The Green line on the curve is the actual enrollment, and the Red is the actual attendance for each day

of the school year. When you hover over any particular date, it tell you the actual number. In the

example below for March 13, 2019, the enrollment is 624, and the actual attendance is 473. This

implies that 151 students or ~24% of the students were absent. The school can use this information to

determine their calendar for the following school year. Once you determine why were so many

students absent, the school may want to consider making this day a pupil free day.

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Demographics Tab Demographics Tab has 4 widgets: Student Membership, Enrollment

by Grade Level, Student Population Map, and School Proximity.

Student Membership Widget

Identifies the Enrollment for the last 30 days, number of male and

female students, number of students that receive Free or Reduced

Lunch, and the number of LCFF Unduplicated Students.

Enrollment by Grade Level Widget

Gives you enrollment count by gender

and grade level.

Student Population Map & School Proximity Widget

Student Population Map Widget gives you a heat map of where every student lives, and the School

Proximity Widget gives you their distance (miles) to the school that could be downloaded into an

Excel file. Schools can use this information to determine where they need to market to recruit new

students.

Incidents Tab Incidents Tab has 3 widgets: Incidents by Action, Incidents by Behavior, and Incidents by Student. Since

this information are coming directly from PowerSchool, a school must be entering the incidents that

happen at the school to be able to track it here. For example, if tracked on PowerSchool, an administrator

can determine what Actions or Behavior gets the greatest number of referrals to the office, or which

students are repeat offenders.

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LCAP Tab (Module) The Tab gives access to schools that are paying for access to the CSMC LCAP Module. This is

where a school can develop their LCAP for multiple years. For additional fee, CSMC can develop

the schools LCAP through our Consulting Services.

When you select the LCAP Plan, you are moved to the LCAP Plan Overview. You can select each

tab to work on different parts of the LCAP. See the diagram below to the left for the different tabs,

and the diagram to the right to see what you have completed, and what are still left to complete. As

you can see in this list, all have a green check mark indicating completion.

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School Info Tab

Overview Tab has 3 Widgets

Your Support Team Widget

In this widget, you can identify who on the CSMC teams is assigned to your school, what are their

roles, and who are your secondary contacts if you cannot get a hold of the person you are looking for.

It also gives you how to contact them via phone or email.

About Information and Contact Widget

This widget gives you and the CSMC staff information about your organization such as school address,

phone, fax, authorizer, SSID, Charter Number, Charter Renewal Date, Federal ID, EDD, etc.

Contact Widget

Allows the school to identify and update regularly individuals

at their organization such as CEO, CFO, CAO, Board Chair,

etc. and their contact information so that the CSMC team can

quickly contact the right person to resolve matters.

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User Management Tab This is where the school can give different individuals in their organization permission and access

to use Charter Vision. Different people based on their position at the school can have access to

different information. All access is Read Only.

Achievement Tab

CAASPP Module The information in this module come from the Public Data files from the CDE based on your school’s

Smarter Balanced testing. You can sort your data based on:

• The Year of testing

• The subject tested (ELA or Math)

• The Grade Level

• Subgroups

• And compare your ranking to the state, your county or other counties, your school district or other school

districts, and schools within 10 miles radius of your school.

The results will also tell you how many students were enrolled, tested, how many scores were

validated, the distance from Level 3, and your Mean Scale Score.

There are four additional widgets in this tab comparing your mean scale score to nearby schools

within in your district, your school’s performance compared to the who which entity you selected to

compare your results to across the different levels, your ranking vs. entity chosen, and your

performance by claim.

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You can make Year to Year Comparison:

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You can look at your Student Data based on Student Performance & Student Ranking in Math vs.

ELA and look at your ELA & Math Intervention.

You can also look at your Student Progress in Math & ELA to identify your bubble students

that little support can move up on the Not Met, Nearly Met, Met, and Exceeded Ranking.

You can also look at your Returning Students

and see their change if any in Math & English.

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Vault Tab Here you can find General Files & School Files that you can download for

use. General Files are those that the CSMC team has identified as useful

resources for schools to use, and School Files are those specific to your school

that the CSMC team assigned to your school puts in your portal that only you

and the members of your team have access to.

When you select any of the two files, you can see them grouped by category:

• Attendance

• State

• Federal

• Operations

• Miscellaneous

• LCAP

• Marketing Toolkit

• For Charters

Training Tab This where you can find

Charter Vision Training for:

• Using Charter Vision

• Understanding Financial Reports

• Understanding Student Data

• Achievement

• Requisition

• LCAP

• Payroll

• Administration

And by selecting any tab, you can see

training videos for you to observe.

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We Rise, by lifting others…

Back-Office Services that

includes Payroll

Compliance & Student

Data

School Development

Growth & Training

School Operations & Wraparound

Support

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Who are we?And what do we do?


includes Payroll


Data

School Development

Growth & Training


Support

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A Little Bit About Us…

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CSMC History and Philosophy

❑ CSMC was born out of the notion that most school leaders want to focus on academics and school culture, not compliance and finance

❑ CSMC is the largest and oldest premiere back office provider in the country, that over the years has served and trained over 400 charter schools

❑ Professional staff with extensive knowledge in the charter school industry

❑ Thought partner of districts, counties, state agencies

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Size of CSMC and Range of Our Clients

❑ Currently Serving:

❑ Over 130 Organizations that combined have over 240 school sites that vary in range and size

◼ From 63 to 4005 students

◼ From 8 to 483 employees

◼ Annual school budgets ranging from $933,754 to $41,308,442

❑ CSMC writes over 7000 Payroll Checks Per Month (2018-19 School Year)

❑ We serve single sites to large CMOs, and some are unionized.

❑ CSMC provides CALPADS & Data Services to 5 school districts◼ Brawley Unified School District

◼ El Segundo Unified School District

◼ Orinda Union School District

◼ Reed Union School District

◼ Wiseburn Unified School District

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Support Schools in 11 States:

❑ California

❑ Nevada

❑ Colorado

❑ Florida

❑ Hawaii

❑ Illinois

❑ Indiana

❑ Louisiana

❑ Ohio

❑ Texas

❑ Wyoming

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List of Authorizers we work in California with:

❑ Acton-Agua Dulce USD

❑ Alameda COE

❑ Butte County Office of Education

❑ California Department of Education

❑ Chico USD

❑ Chula Vista Elementary School District

❑ Compton USD

❑ Contra Costa COE

❑ El Central Elementary School District

❑ Escondido USD

❑ Fresno COE

❑ Inglewood USD

❑ LACOE

❑ LAUSD

❑ Lennox USD

❑ Marysville USD

❑ Mendocino COE

❑ Monterey Peninsula USD

❑ Mountain Empire USD

❑ Nevada COE

❑ Oakland USD

❑ Orange Center SD

❑ San Bernardino City Unified

❑ San Diego COE

❑ San Diego USD

❑ San Joaquin COE

❑ San Juan USD

❑ Santa Anna USD

❑ Santa Clara County Office of

Education

❑ Santa Cruz COE

❑ Sebastopol Union Elementary SD

❑ Tuolumne County Superintendent of Schools

❑ Vista USD

❑ Warner USD

❑ Wiseburn USD

❑ Yuba County Office of Education

❑ Various Authorizers in other states

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Auditors that we work with:

❑ Clifton Larson

❑ Christy White

❑ Eide Bailly

❑ Wilkinson Hadley & King

❑ Squar Milner

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CSMC Offices❑ Temecula

❑ Accounting

❑ Payroll

❑ Client Support Services

❑ Charter Vision & IT

❑ Glendale❑ Data Services

❑ Training Center

❑ Operation’s Support Team

❑ Embedded Support Services

❑ Remote Teams❑ Chico

❑ Bay Area

❑ Sacramento

❑ Los Angeles,

❑ San Diego

❑ Reno

❑ Indiana

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Services provided by CSMC


includes Payroll


Data

School Development

Growth & Training


Support

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CSMC’s Breadth of Services

Budgeting & Forecasting

Interim Budget Reporting

Compliance Reporting

Accounting & Bookkeeping

Payroll & HR Related

Student Data Services

CALPADS

Attendance Reporting

PowerSchool Support

Strategic Financial Planning

Governance Support & Training

Start Up/Launch

School Development

Facilities Support Team

Incorporation of Technology to cut down on labor cost for schools.

With the understanding that school leader’s mission is to educate children, we try to take as much off their plates as possible.

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The

That supports each school of 92


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Each School is Supported with

7 to 15 CSMC Team Members◼ SCHOOL BUSINESS MANAGER TEAM (Quarterback)

◼ ACCOUNT MANAGER that is supported by

◼ ASSOCIATE ACCOUNT MANAGER

◼ AP CLERK

◼ Team is overseen by a Senior Account Manager

◼ PAYROLL SPECIALIST & PAYROLL SUPERVISOR

◼ STUDENT DATA SERVICES

◼ SIS Support Team

◼ CALPADS Support Team

◼ Attendance Reporting Support Team

◼ CLIENT SERVICES SUPERVISOR

◼ OPERATION’S SUPPORT TEAM of 92

School Business ManagersWork in Teams and are

Charter School Finance Experts

that provide CFO Level Support

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CSMC School Business Managers Provide support for:

Budgeting: Multiyear Budget Development

Monthly Cashflow Projections

Monitor Actuals vs. Annual and Monthly Goals and needed updates.

Strategic advice and financial modeling of growth & programming scenarios.

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Board Support: Support the Executive Board and/or Board

Committees with Fiduciary Duties

Be present at Board Meetings to present:

Ongoing Financial Results

Fiscal Reports

Requested Analysis

Create & Explain Financial Reports for Government & Grant Entities

SBM Work (continued)

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Fiscal Monitoring: Review monthly & Year to Date Financial Statements

with the client.

Help School Leaders with Recommended Budget Changes and/or Identify Sources of Funding

Monitor School’s Cashflow position to anticipate possible cash shortfalls. Cashflow Options such as:

Line of Credit

Receivables

Work with client to submit applications and required reports


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Facility Support When applicable, presentation of facility grant

and financing options.

Work with client to submit applications and required reports

Strategic advice and financial modeling of facility financing options.

Assist with filing for exemption from property taxes as applicable.


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Accounting

TEAM

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Senior Account ManagerAccount Manager

(All are Accountants with a BA in Accounting and Some are CPAs)

Supported by:

Associate Account ManagerAccounts Payable Clerk

Accounting Team (Assigned to School)

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Accounting Team Services❑ Committed to closing your school by the 15th of

the following month except at year end.

❑ Year end is closed when all accruals are finalized, and Unaudited Actuals are filed.

❑ Following are Available in Real Time in CV, and are updated every ½ hour, 24/7, 365 days/year.

❑ Income Statement,

❑Balance Sheet,

❑General Ledger

❑ and check registers

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Audit Support❑CSMC provides all the financial

schedules requested by your auditor.

❑Start to finish support from the preliminary audit stages to the final report, we are committed to a timely and “clean” audit.

❑All audits happen at our Headquarters.

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Accounts Payable❑ Your accounts payable will be processed within 2 business days.

❑ Your school will have a dedicated accounts payable clerk who is familiar with your vendors.

❑ CSMC files all 1099s with vendors and the IRS on your behalf

❑ Your account manager will review your coding for accuracy and contact you with any questions and duplicate payments.

❑ Emergency checks will be slated for priority processing.

❑ Recurring monthly expenses can be set up in the Accounts Payable system.

❑ Bank accounts will be monitored to make sure the school has sufficient funds.

❑ Every invoice is scanned to Charter Vision for complete visibility.

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Restricted Funds Tracking

❑We work with you to identify all expenses related to restricted funds such as:

❑Title I, Title II, Title III

❑Special Education

❑ASES (After School Education & Safety Program)

❑NSLP (National School Lunch Program)

❑PCSGP (Public Charter School Grant Program)

❑Private Grants

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Additional Support for Reporting

Account managers work closely with your staff and will provide support for other financial reports such as

❑NSLP year-end reports

❑State Controller’s compensation reports

❑Worker’s compensation and insurance audits

❑Lease calculations

❑LLC accounting

❑SB-740 final reports

❑Form 990

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Process for Home-Office Staff

We work with schools based on their preference.

❑ Some schools allocate a portion of each person’s salary and wages directly to each school’s payroll. Evenly or based on their ADA.

❑ Most schools will have a home office location where all of the staff are charged initially. On a regular basis, the home office will either:

❑ charge a management fee to each school to cover salaries, or

❑Allocate expenses based on ADA

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We fully understand the pressure on school leaders when the payroll is wrong.

Overpay: No one says anything.

Underpay: They are knocking on your door.

Payroll Team & Support Structure

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Charter Vision Key Features

Payroll and tax reports available 24/7.

Payroll calendar with email reminders ensuring

submission and processing deadlines are never missed.

Continuously updated document vault for access to

payroll forms.

Training videos created and updated regularly covering

many areas.

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Payroll Process and Solutions

We analyze the needs of the client before creating the payroll program

❑ Extremely flexible & adapt the tools to the client’s needs, including:

◼ Custom payroll schedules, in addition to bi-weekly, semi-monthly, monthly schedules and

◼ Blank check stock at school site for last minute changes – allows for no cost checks that are available within 5 minutes

❑ Response and support – CSMC has in-house web administrators and additional third-party support to proactively service the school’s payroll needs and/or deal with immediate unforeseen issues.

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Payroll Onboarding Services➢ We start with a helpful onboarding items check list

➢ Identify pay periods and frequencies

➢ Create payroll calendar

➢ Create payroll balancing coversheet

➢ Construct payroll software container

➢ Enter current year payroll history

➢ Implement sick, vacation, PTO structures

➢ Create all payroll deductions and identify vendor set up

➢ Build retirement tools and reports

➢ ACA tracking tool set up

➢ Balancing quarterly and year end reports of 92

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Payroll Department❑ Every member of our team works hard to make sure your

employees are compensated correctly and on time.

❑ We know that payroll is about more than running checks, and with years of experience working with many payroll companies, we make sure this job gets done right every time.

❑ We provide services for:

• Time and Attendance, including custom coding (ACA compliant).

• State Retirement Systems Reporting including enrollment and 403b/401k Program Management.

• Benefits Management.

• Tools and forms so employees can update their personal information, direct deposit, and W-4 /DE-4 details.

• Tax preparation, submission, and payments, including multiple EDD numbers.

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Payroll Process and Solutions

Specific needs for every school is different.

❑ We provide services for:

◼ Time and Attendance, including custom coding (ACA compliant)

◼ State Retirement Systems, including enrollment, reporting and 403b/401k program management

◼ Benefits Management

❑ Our payroll platform is an Enterprise Resource Planning software

◼ Read-only access to run reports when you need them

◼ All employees have access to their information 24/7, and can update their personal information, direct deposit, and W-4/DE-4 details.

◼ Handles all tax preparation, submission, and payments, including multiple EDD numbers

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Payroll Process

Payroll Information is provided to

CSMC per Payroll Calendar

Payroll is processed – Register is sent to

school for Review.

CSMC will process information in 24 hours

and return payroll register to school.

Approval, Payroll

Transmitting, Distribution

Occurs

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➢ New Hires

➢ PAF's (Personnel Action Forms)

➢ Terminations and

Resignations

➢ Direct deposit accounts

➢ Manual Checks

➢ Processing payroll

➢ Maintaining

Sick/Vacation/PTO

➢ Process Retirement

➢ Summer Hold Back

➢ Swipe Clock/Asure

Force

➢ Charter Vision Uploads

Payroll Cycle Services

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New Hires & Rehires

• Setup Direct Deposit Accounts

• Personal Action Forms (PAFs)

• Swipe Clock/Asure Force

• Charter Vision Uploads

Payroll Processing

• Setup Accrual Sick/Vacation/Personal Time Off

• Summer Holdback

• Manual Checks

Termination & Resignations

• Process all terminations in a timely manner to prevent client liability.

• Process all resignation to stay in EDD compliance

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New Hires & Rehires

Setup Direct Deposit Account

Personal Action Forms (PAFs)

Swipe Clock – AsureForce

Charter Vision Uploads

Payroll Processing

Manual Checks

Termination/Resignation

Sick, Vacation, PTO Setup

Summer Holdback

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Payroll Miscellaneous Services

Quarterly Reports

Retirement Audit

SUI/SDI Updates

FICA Auditing

General Ledger

QC Auditing

EDD Notices

Instructional Videos

Special Payroll

Labor Distribution

Workers Comp.

FMLA

Garnishments

Employee Direct Access to their salary history for Mortgages & Loan Applications

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Student Data

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The Student Data TEAM is Comprised of Data Management Specialists that Support Schools by a Ticket System from our Help Desk

Student Data Services Team

Support with Student

Information Systems

State Reporting

CALPADS

Attendance Reporting

Local Data Requests

Knowledgebase

Monthly Newsletters

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Student Data Services Team

Our Support Model

Unlimited # of Technical Contacts

Ongoing Training As-

Needed

Streamlined and customized charter school

implementation

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Clear All Fatal

Errors

Resolve all Enrollment

Conflict Errors

A-Z CALPADS Reporting

New SSID

Creation

Data Verification

Form

LCFF Best Practices Training

CAASPP Roster

Maintenance

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Operation

Support

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At CSMC, we understand that while we work directly for the organization’s board of directors, who we have our contract with, our primary role is to support the organization’s leadership to make sure that they are meeting the needs and expectations of their BOD, and compliance to their Authorizer.

CSMC Support for School Leadership

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Our Operation Support Team is comprised of past authorizers, school leaders, and operators.

We will continue to recruit experienced charter school CEO’s, CFOs, COOs, CAOs,

Curriculum and SPED Specialists to support our school’s everchanging needs.

Authorizer Oversight Support

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Authorizer Oversight Support

Support client in authorizer relations & Oversight

Participate in the oversight review and provide training in advance of review

Assist with preparation of fiscal/ESSA documents in advance of oversight.

Provide advice and guidance on responding to authorizer questions.

Review oversight reports once completed, focusing on areas noted for improvement and provide strategic guidance on how to improve.

Present report summaries and recommendations to your governing board.

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Embedded Services

CSMC’s Operation Division provides services that are not provided by other back-offices.

Services Such As:

❑ PD & Trainings,

❑ Policy creation and review,

❑ HR Audits,

❑ and many others.

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Operation’s Support (continued)

We Further Support our Schools in

establishing:❑Lottery Procedures

❑Teacher and Staff Evaluation Rubrics and

Procedures

❑Discipline Policy Evaluation

❑Bloodborne Pathogens Training

❑CAASP Student Achievement Support

❑LCAP Tracking Module

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Other CSMC Support

We further support our schools with:❑ Support from our Facilities' Division

❑ School Leadership Training Center in Glendale

❑ Automated Authorizer Related Reports & Training

❑ Automated NCLB Grid Report

❑ Blood Borne Pathogen

❑ Mandatory Reporting

❑ Brown Act Training

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Charter VisionCSMC’s proprietary online finance and data portal (CV) is for use by our clients, as well as our own organization’s intranet system.

❑ Charter Vision is free to all clients and provides 24/7 access and transparency into all school related financial matters and reports.

❑ No limit on number of users at the school site

❑ Information on the site is “data-out” read only so it cannot be altered by staff

❑ Information is updated hourly

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Charter Vision’s Key Features

❑ Real time access into

❑ Revenue & Expense reports,

❑ budget to actual,

❑ check registers,

❑ balance sheets & more

❑ Annual Compliance Calendar tailored for each school so state and federal reporting deadlines are never missed

❑ Financial report subscriptions send requested reports to email automatically

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Charter Vision’s Key Features (continued)

Real-time Board Report to assist in meetings

Document vault for sharing of policies, best practices and compliance reports

Training videos updated regularly covering a multitude of areas – similar to Kahn Academy for school leaders

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CV Tabs commonly used by our clients

❑Actual to Budget Detail & Summary

❑ Restricted Fund Tracking

❑ Board Meeting Reports

❑ Payroll Tab

❑ LCAP Module

❑ Student Data

❑ Student Achievement Module

❑ Subscription for Schools

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CSMC Ongoing Training

CSMC provides clients with continued PD and training opportunities. ❑ Critical Issues Symposiums with YM&C

❑ CCSA Finance Academy

❑ CSFA Symposiums on Grants and inexpensive sources of money

❑ Charter Vision Academy

❑ CALPADS tutorials

❑ LCAP tutorials and support

❑ Governance & strategic planning support

❑ School marketing & outreach consultation

❑ Compliance & Operation’s Support

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Client

Onboarding

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The CSMC Onboarding Team works hard to

make the transition to CSMC as seamless and

painless for the school as possible regardless of

who you are transitioning from

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Onboarding Checklist

❑ Trial & Balance

❑ Current Chart of Accounts

❑ General Ledger

❑ Bank Information & Last Reconciliation

❑ List of Vendors in Excel

❑ 1099 Transactions from the beginning of calendar year

❑ Loan Documents & Amortization Schedule

❑ Lease Documents & Amortization Schedule

❑ Articles of Incorporation

❑ Bylaws

❑ MOUs

❑ Prior Year’s Audits

❑ Tax ID

❑ Payroll will need ALL employee information

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Some of the members of the CSMC Family

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For more information on our services, get

pricing, or if you would like to receive an

in-person demo of CharterVision,

please contact Kiumars Arzani

Email: [email protected]

Phone: (951) 694 – 3050 Ext. 233

Cell: (818) 625 – 0319

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mailto:[email protected]
