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Technical and Administrative Services Agreement

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									                                             EDUCATION SERVICE CENTER REGION XIII
                 CAREER AND TECHNICAL EDUCATION SHARED SERVICES AGREEMENT
                                                  LETTER OF AGREEMENT 2009-10


Contract: Letter of Agreement between Education Service Center Region XIII (Fiscal Agent, Contractor) and Consortium
         Member (Member District).

This Letter of Agreement for the Consortium is between:

Contractor:                       Education Service Center Region XIII                  Member District: _________________________
Program:                          Career and Technical Education
District Program Budget:          All Carl D. Perkins federal funds allocated to Member District
Budget Year:                      July 1, 2009 to June 30, 2010

Program Assurance:           Fiscal Agent, is responsible for ensuring that funds are used in accordance with the program provisions
                             and the Texas Education Agency Financial Accountability System Resource Guide.

Section 1: Administrative Guidelines of Consortium

1a. Organization
    •The authorities to enact the program and budget planning of this project are: The Executive Director of Region XIII and the
        Superintendent or his/her Designee.
    • A Career and Technical Education Specialist is on staff at ESC Region XIII to provide training and technical assistance to
        Member Districts.

1b. Ownership of Assets
    • All assets (liquid, fixed) will be purchased by the fiscal agent but owned by the Member District as distributed:
           o If purchasing entity is the Fiscal Agent - the asset is owned by the Fiscal Agent until distributed to the Member
               District.
    • If Consortium is terminated by one or all members, the remaining purchased assets remain with the Purchasing Entity.
           o If liquid asset (cash) remains, it will be distributed to the Member Districts or Member Districts involved with the
               termination; the remaining assets may consist of current year funds, which will be distributed as aforementioned.
               Upon request, documentation of any such distribution of funds shall be made available to the Texas Education
               Agency.

 1c. Liabilities
     • Should liabilities be incurred due to complaints, grievances, or litigation, costs will be shared as follows:
               o If the liability is a result of Fiscal Agent action, the Fiscal Agent is responsible for expenditures incurred.
               o If the liability is a result of Member District action, the Member District is responsible for expenditures incurred.
     • Refund liabilities that result from on-site monitoring or audits will be shared as follows:
               o If the refund liability is a result of Fiscal Agent action, the Fiscal Agent is responsible for expenditures incurred. In
                 this case, refunds will be returned to the Texas Education Agency.
               o If the refund liability is a result of Member District action, the Member District is responsible for expenditures
                 incurred. In this case, refunds will be returned by the Member District to the Fiscal Agent, which will return the
                 funds to the Texas Education agency on behalf of the Member District. In the event that the Member District
                 received no reimbursement funds from the Fiscal Agent, the Fiscal Agent is solely responsible for the payment of
                 the refund.
     • Provisions and Assurances as stated in Schedule 6a and Schedule 6e of the SAS Application (SAS)
               o Operating in accordance with these Provisions and Assurances is the responsibility of the Fiscal Agent (Contractor).

     Current           Current             Current          Current        Current District      Carryover               District
  District Grant     Fiscal Agent        Total Fiscal     Total Fiscal     Program Budget     District Program    Letter of Agreement
   2008 -2009       (ESC) Program        Agent (ESC)      Agent (ESC)        Expenditure        Budget from      Program Budget Total
                         Cost               Cost             Cost          Reimbursement         2007-2008           for 2009-2010

 Total Perkins     Total Perkins                         Total Perkins   Per district               N/A          Total Perkins Grant
 Grant             Grant                                 Grant

1d. Basis for allocation of Costs of the Fiscal Agent
    The funds retained by the Fiscal agent will be used to provide the following services and products free or at reduced cost for our
    Member Districts:




                                                                    Page 1 of 3
White – Administrative Services                         Yellow and Pink – Academic Services                            Gold – School District
                                         EDUCATION SERVICE CENTER REGION XIII
               CAREER AND TECHNICAL EDUCATION SHARED SERVICES AGREEMENT
                                                LETTER OF AGREEMENT 2009-10

    Personnel: Career and Technology Education Specialist. Operational support from Specialist includes, but not limited to:
               • Coordination and purchase of educational career resource materials
               • On-Site Technical Assistance, Performance Based Monitoring technical assistance
               • Professional development for teachers, counselors, and administrators throughout the year
               • Annual summer professional development local conference for teachers, counselors, and administrators
               • Evaluation of Programs in accordance with SAS 309, Online Region XIII developed surveys for students/parents
               • Payment of career/academic testing materials on behalf of member districts
               • Member district site license software program for career research; CareerCruising
               • Application completion for the Carl D. Perkins Application
               • Compliance support services
               • Priority acceptance for teachers of member districts into CTE Educator Certification Program
               • Implementation of Consortium Strategic Plan for 2009-2010
               • Products, equipment, and services that support Career & Technology Education
               • Activities for special populations

1e. Responsibilities of the Fiscal Agent and Member District

    Employment of Personnel:
              An ESC Region XIII Fiscal Agent Specialist is on staff to provide products and services at a free or reduced cost
              Member Districts.
    Services include:
                 Compliance Visit Preparation, Performance Based Monitoring and CR Preparation
                 • Technical Assistance, PEIMS coding assistance for CTE students
                 • Program Planning, Evaluation, Coherent Sequences
                 • Preparation of Perkins Standard Application System
                 • Budget Planning and Maintenance
                 • Career Cluster alignment and Pathway development, Achieve Texas implementation

Budgeting and Accounting Conditions:
               No direct payment to Member Districts unless reimbursements for allowable costs that benefit all members of the
               Shared Service Arrangement. All accounts paid by Fiscal Agent. Budget changes must be approved in advance of
               expending funds. All funds must be accounted for in the official accounting records. All funds must be budgeted,
               expended, and reported in accordance with the Texas Education Agency Financial Accountability Resource Guide.
                   Expenditures must occur after the beginning date and prior to the ending date of this Letter of Agreement.
                   Expenditures against herein approved budget line items must adhere to the Texas Education Agency Financial
                   Accountability Resource Guide definition of each budget item.
Contractor will render to the Member Districts the assistance necessary for the administration of this agreement. The Education
Service Center Region XIII contact persons:

                       Ervin Knezek 512-919-5306      Albert Felts 512-919-5419     Miya Brevard 512-919-5204

1f. Responsibilities of the Fiscal Agent and Member District Continued:

  Approved Budget Categories                                  Approved Budget                    Amended Budget

  6100 Payroll/Stipends                                       Per member district
  6200 Purchases & Contracted Services                        Per member district
  6300 Supplies & Material                                    Per member district
  6400 Other Operating Expenses                               Per member district
  6600 Furniture & Equipment (as prior approved)              Per member district

  Total Budget                                                Per member district

An Interim and a Final Expenditure Report must be submitted to the contractor. All financial reports are to be prepared from the official
accounting records of the Member District. Reports must reflect actual expenditures. Financial reports must be signed by the
Superintendent or his/her Designee or Business Manager. The final expenditure report must be submitted within 30 days of the ending
date of the agreement.

                                                               Page 2 of 3
White – Administrative Services                    Yellow and Pink – Academic Services                              Gold – School District
                                         EDUCATION SERVICE CENTER REGION XIII
               CAREER AND TECHNICAL EDUCATION SHARED SERVICES AGREEMENT
                                               LETTER OF AGREEMENT 2009-10


Records:
Financial records are to be maintained for seven years from the end of the project and are subject to audit by the Contractor and by
the Texas Education Agency. Audit exceptions in Member District are the responsibility of the Member District.


Section 2    Administrative Guidelines of Consortium: Agreement Representatives

Payments:
No payments to Member Districts will be made unless costs reimbursements of allowable expenditures and on a timely basis upon
receipt of an Expenditure Reimbursement Request.


Program Reports:
Final Program Reports shall include:
    • Program reports as required by specific funding source

Contractor




_____________________________________________
Pat Pringle, Executive Director
Education Service Center Region XIII
5701 Springdale Road
Austin, Texas 78723


__________________________________________________________
Superintendent or His/Her Designee Signature/Title for Member District


District Contact Person ________________________                 Contact email: __________________________________________


Executed and approved this _______ day of _________________________2009

               Approved Budget                    Approved            Approved          Amended Budget
                 Categories                      Current Year          Budget
                                                    Funds

 Payroll/Stipends
 Purchases & Contracted Services
 Supplies & Material
 Other Operating Expenses
 Furniture & Equipment
 (as prior approved)

 Total Letter of Agreement                     Per member
 Budget for District                           district

Please return by June 30, 2009 to:                                                       For additional information contact:
Administrative Services                                                                  Miya Brevard
Education Service Center Region XIII                                                     512.919.5204
5701 Springdale Road                                                                     miya.brevard@esc13.txed.net
Austin, Texas 78723




                                                              Page 3 of 3
White – Administrative Services                   Yellow and Pink – Academic Services                              Gold – School District

								
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