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CAEP Consortium Fiscal Administration Declaration: 2022-23 01 Allan Hancock College Consortium

Status: Consortium Approved

California Adult Education Program : CFAD : 2022-23 Produced: Apr 28, 2022, 03:24 PM UTC Sofia Ramirez Gelpi

01 Allan Hancock College Consortium

Fiscal Declaration - Consortium Approved

Consortium Name
01 Allan Hancock College Consortium
Funding Channel
Direct Funded
Narrative
The purpose of the AHLUAEC is to implement the AB86 legislation via an established consortium and following approved protocols and strategies, including a comprehensive three-year plan developed through the AB86 Adult Education Consortium Grant/California Adult Education Program (CAEP) and revisions to the plan, as needed, to better provide adults in the region with the following programs specified within current legislation. Individual Consortium members may contract with and/or appoint individuals, delegate tasks, and plan/execute spending in areas such as capital expense, personnel, operational, instructional, professional, etc. as needed to support achieving the consortium goals. Shared funding projects will be identified and accounted for between members within the state NOVA system. AHLUAEC will provide ongoing evaluation and ensure that the projects, activities, and strategies undertaken are aligned with the objectives of the legislation for the adult education program, and included in the AHLUAEC Three-Year Plan. Member agencies submit annual plans, budgets, and financial reports that include carryover plans into the Nova system for certification. During the program year, annual plans that require budget amendment in the Nova system must be presented to the board for executive action that authorizes the uncertifying and recertifying process for such changes to be entered into the Nova system.
Changes
No Changes

Member Allocations

Member Name (2022-23) (2021-22) (2020-21)
Allan Hancock Joint CCD $777,040 $737,707 $743,450
Lompoc Unified $1,078,906 $981,139 $988,776
Total Allocated to Members $1,855,946 $1,718,846 $1,732,226
Total CAEP Funds $1,855,946 $1,762,029 $1,693,446
Total Remaining $0 $43,183 $-38,780

Consortia Report on Governance Compliance of Rules and Procedures v.1

1. Have all community college districts, school districts, county offices of education, or any joint powers authority, located within the boundaries of the adult education region been allowed to join the consortium as a member?

Yes

2. Have all members committed to reporting any funds available to that member for the purposes of education and workforce services for adults and the uses of those funds?

Yes

Regarding available funds report and evaluation, the governing documents require the following: AHLUAEC will provide ongoing evaluation and ensure that the projects, activities, and strategies undertaken are aligned with the objectives of the legislation for the adult education program, and included in the AHLUAEC Three-Year Plan. Member agencies submit annual plans, budgets, and financial reports that include carryover plans into the Nova system for certification. During the program year, annual plans that require budget amendment in the Nova system must be presented to the board for executive action that authorizes the uncertifying and recertifying process for such changes to be entered into the Nova system.

Governing Documents expressly define member representation in accordance with respective legislation. The consortium adheres to its governing documents and legislation in all of its dealings.

Governing Documents expressly guide member participation and decision making in accordance with legislation and Brown Act requirements. All member agencies participate equally and consistently. Additionally, the consortium adheres to its governing documents and legislation in all of its dealings. 

6. What will be the relative voting power of each member?

1 member = 1 vote

7. How will decisions be approved?

by majority vote of 51%

The Governing Documents define a decision-making model that follows the Brown Act and legislative directive. The model in use has served the consortium well with all votes being resolved through dialogue and consensus. This has been our ongoing model since original governing documents were created and the consortium began.

Governing documents address decision making, properly noticed meetings, public comment and other related matters. In accordance with the Brown Act and legislation, all decisions are agendized and discussed in open, properly noticed public meetings that include public comment periods as well a public comment opportunity on individual agenda items.

Governing Documents expressly follow Brown Act and Legislative requirements of meeting components, including public comment opportunity. All public decisions are published in the Consortium minutes. Public comments are included with agenda items, pursuant to the Brown Act.

Governing Documents address this matter. Public comments are published on the Consortium website and included in the meeting minutes.

In accordance with the Brown Act, the consortium solicits and considers comments and input regarding proposed decisions from other entities in various ways: other entities are invited to present at public meetings, attend consortium retreats/workshops, provide input via surveys, and contact individual member agencies for more in-depth planning/conversations.

Pursuant to the Government Documents, the Consortium monitors all member planning and spending in accordance with legislation and other requirements. 

14. Has the consortium A) designated a member to serve as the fund administrator to receive and distribute funds from the program or B) chosen to have a funds flow directly to the member districts based upon the approved distribution schedule?

B) chosen to have funds flow directly to the member districts based upon the approved distribution schedule

Governing Documents address this matter and follow legislative requirements.

Governing Documents address this matter and follow legislative requirements.

AHLUAEC will provide ongoing evaluation and ensure that the projects, activities, and strategies undertaken are aligned with the objectives of the legislation for the adult education program, and included in the AHLUAEC Three-Year Plan  Member agencies submit annual plans, budgets and carryover plans, and financial reports into the Nova system for certification.

Our consortium holds all members accountable to adhere to the legislative policies. AHLUAEC will provide ongoing evaluation and ensure that the projects, activities, and strategies undertaken are aligned with the objectives of the legislation for the adult education program, and included in the AHLUAEC Three-Year Plan  Member agencies submit annual plans, budgets, and financial reports into the Nova system for certification.

Section 2 of our governing documents addresses member effectiveness, and this is largely achieved by ongoing member planning, review and reporting at the consortium level.

20. Does the consortium have a formal document detailing its work beyond the questionnaire?

Yes

https://resources.finalsite.net/images/v1650896853/lusdorg/zhkz3tmgriiqez01szbl/ConsortiumDraftGovBylawsDraftApril2022.pdf

Member Agencies

Member AgencyMember TypeContactPhone
Allan Hancock Joint CCDDistrictDr. Sofia Ramirez Gelpi Ph.D.(805) 922-6966 ext: 3325
Lompoc UnifiedUnified School DistrictMargarita Reyes 3346417

Certification & Assurances

By clicking "Approve" on the approval cards below, you are certifying the CFAD as well as confirming that you and ALL consortium members agree to the Assurances listed below.

Assurances

Membership & Decision-Making
  • I certify that any community college district, school district, or county office of education, or any joint powers authority consisting of community college districts, school districts, county offices of education, or a combination of these, located within the boundaries of the adult education region shall be permitted to join the consortium as a member (EC 84905 (a)(b). (See Membership Box above).
  • I certify that only members as described above (and in EC 84905) are allowed to join my consortium as members and participate in decision making and approvals whether in a public meeting, or via the NOVA planning, budgeting & expense reporting system.
  • I certify that as a condition of joining a consortium, as a member, I shall commit to reporting any funds (as described in EC 84916) available to that member for the purposes of education and workforce services for adults and the uses of those funds through the annual Program Area exercise in NOVA for reporting leveraged funds, and instructional hours.
  • I certify that as a member of the consortium my district shall be represented only by an official designated by the governing board of the member (EC 84905 (c)).
  • I certify that as a member of the consortium, I shall participate in any decision made by the consortium (EC 84905 (d)(1)(A)).
  • I certify that all decision made by the consortium and its members is final (EC 84905 (d)(1)(F)).
  • I certify that I will adhere to the consortium rules and procedures and, as agreed upon by the consortium members, to any additional by-laws, charters, etc.
Public Meetings
  • I certify that a proposed decision is considered at an open, properly noticed public meeting of the consortium at which members of the public may comment (EC 84905 (d)(1)(B)).
  • I certify that the consortium has provided the public with adequate notice of a proposed decision and considered any comments submitted by members of the public, and any comments submitted by members of the public have been distributed publicly (EC 84905 (d)(1)(C)).
  • I certify that the consortium has requested comments regarding a proposed decision from other entities located in the adult education region that provide education and workforce services for adults (EC 84905 (d)(1)(D)(i)).
  • I certify that the consortium has requested comments regarding a proposed decision from other entities located in the adult education region that provide education and workforce services for adults (EC 84905 (d)(1)(D)(i)).
  • I certify that the consortium has considered input provided by pupils, teachers employed by local educational agencies, community college faculty, principals, administrators, classified staff, and the local bargaining units of the school districts and community college districts before it makes a decision (EC 84905 (d)(1)(E)).
  • I certify that in addition to the meeting requirements listed in EC 84905, and as agreed upon by the consortium members, that I will follow the public meeting requirements listed in the Ralph M. Brown Act as the Brown Act applies to the governing body of any “local body created by state or federal statute.” (Ed. Code, section 54952.)
Reporting Requirements
  • I certify that I will participate in completing and updating any consortium long range and/or short range planning efforts and/or budget work plans (EC 84906, 84914(a)).
  • I certify that all CAEP expenses have been expended in the CAEP seven program areas, and services provided are consistent with the 3-year plan, the annual plan, and my district’s work plan & budget as submitted in NOVA (EC 84913 (1-7), 84906, 8914(a)).
  • I certify that my expenditures of CAEP funds match the objectives/activities included in the annual plan and the member work plan (EC 84906, 84914(a)).
  • I certify that my expenditures of CAEP funds adhere to the allowable uses of funds as identified in the CAEP Fiscal Management Guide.
  • I certify that I will report student level enrollment data and outcomes as prescribed by the State CAEP Office (EC 84920).
  • I certify that I will share financial expenditure and progress reports with the members of my regional consortium.
  • I certify that I understand that as a member if I do not meet any of these items I have certified, I will be deemed an ineffective member which may result in a loss or reduction of CAEP funding (EC 84914(b)).
  • I certify that all CAEP expenses have been expended only for the education of persons 18 years of age or older (EC 84901(a)).

Allan Hancock Joint CCD - Member Representative

Approved by Dr. Sofia Ramirez Gelpi Ph.D.

04/28/2022 08:24 AM PDT

Lompoc Unified - Member Representative

Approved by Lompoc Adult School and Career Center Elaine Webber

04/28/2022 07:25 AM PDT