nova-logo-final2

CAEP Consortium Fiscal Administration Declaration: 2022-23 03 Barstow Area Consortium for Adult Education

Status: Consortium Approved

California Adult Education Program : CFAD : 2022-23 Produced: May 3, 2022, 01:39 AM UTC Cecil Edwards

03 Barstow Area Consortium for Adult Education

Fiscal Declaration - Consortium Approved

Consortium Name
03 Barstow Area Consortium for Adult Education
Funding Channel
Fiscal Agent
Fiscal Agent
Barstow CCD
Narrative
Barstow Community College will continue to serve as Fiscal Agent for the 2020-2021 FY to the Barstow Area Consortium for Adult Education per Consortium Board vote on April 5, 2022.
Changes
No Changes

Member Allocations

Member Name (2022-23) (2021-22) (2020-21)
Baker Valley Unified $71,092 $65,314 $64,348
Barstow CCD $335,148 $313,081 $329,676
Barstow Unified $375,773 $350,689 $345,507
Silver Valley Unified $233,588 $211,494 $208,369
Total Allocated to Members $1,015,601 $940,578 $947,900
Total CAEP Funds $1,015,601 $964,209 $926,679
Total Remaining $0 $23,631 $-21,221

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

the reporting of available funds will be collected at the Consortium level.  Designated members will submit their date to BACAE, and the Consortium staff will compile and submit the data to the state.  The Consortium will identify funding sources to be reported annually to be compliant. Members will certify the data annually to validate and check for accuracy.  All Consortium Members have agreed to the reporting of funds and to comply with this reporting process.

The Consortium shall keep track of the date each Members' voting representatives (s) was officially designated by their local Board of Education and keep copies of the local Board minutes as archived evidence.  Each member must have two officially-designated members.  The officially designated Member representatives will represent the interests of their member agency and vote in BACAE Board decisions on behalf of the member agency.  BACAE Board meeting attendance and vote participation of the official designee will recorded and archived by BACAE.  Alternate or proxy designees may not be assigned.

The Consortium recognizes the benefits of full and active participation by all members in the decision-making process and implementation of BACAE Plans.  Therefore, a calendar of meetings and each meeting agenda will be sent to members in advance.  Agendas will posted on the Consortium website.  Email notifications and reminders will be sent to all members.  Minutes from meetings will be distributed to members and posted to the Consortium website.  Agencies participating in the BACAE have agreed to act in accordance with applicable laws, the BACAE Annual Plans, and BACAE Three-Year Plan.  BACAE Plans, and CAEP performance measured outcomes.

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

1 member = 1 vote

7. How will decisions be approved?

by consensus

Decisions will be made by consensus of members of the Consortium. BACAE decisions have been arrived at by those processes described in the BACAE Consortium Governance Plan. 

The Barstow Area Consortium for Adult Education encourages all interested persons to attend monthly Board meetings and to address the Consortium Board concerning any item on the agenda or within the Consortium's jurisdiction. The BACAE Board will act in accordance with the Brown Act of 1953 as contained in section 54950 et seq. of the California Government Code. 

The following rules are intended to facilitate a presentation to the BACAE Board:

A. For matters not listed on the agenda:

I. Any individual who wishes to address the Consortium on any item of interest to the public that is within the subject matter jurisdiction of the Consortium and not listed on the agenda may do so under the agenda item entitled "Public Comments."

II. Without taking action, Consortium members may briefly respond to statements made or questions posed by the public about items not appearing on the agenda.

III. In keeping with its right to determine the length of time to be allotted to the agenda items, the Consortium Board has determined that the overall time to be allowed for the agenda item entitled "Public Comments" shall not exceed three (3) minutes per person, and a total time of 20 minutes, unless there are extenuating circumstance, in which case the Consortium Board may extend the overall time limit.

B. For matters listed in on the agenda, a person who wishes to address the Consortium may do so by completing a brief form (including name, address, and agenda item). Upon recognition, the person should state his or her name and my address the Consortium.  The order of public comments on the agenda item will be determined by the order received..  Individuals shall be allowed up to three (3) minutes to address the Consortium Board on each agenda item during the general public comments section of the agenda, unless there are extenuating circumstances, in which case the Consortium may extend the time limit for individual remarks. 

The Barstow Area Consortium for Adult Education recognizes the benefits that are derived when input from the public is included as part of a transparent decision-making process, and will act in accordance with the Brow Act of 1953 as contained in section 54950 et seq. of the California Government Code.  The Members will include the public in Consortium activities and programs whenever appropriate.  The Consortium will provide the public with adequate notice of a proposed decision and consider any comment submitted by members of the public.  Monthly meetings will include a designated time for public comment.  Agendas will be posted on the Consortium website, and emailed in advance to Consortium members and partners.  Consortium members are encouraged to post the agendas at their individual web sites.

A Summary of comments submitted by members of the public will be recorded in the meeting minutes and distributed publicly on the Consortium website.

Community partners and other entities are invited and encouraged to participate in all Consortium meetings.  BACAE's founding partners include the San Bernardino County Workforce Investment Board.  Community agencies not benefiting from formal partnership with BACAE with an interest in adult education are encouraged to engage BACAE an its members to benefit the region as appropriate until a formal partnership can be established.

The Barstow Area Consortium for Adult Education will annually approve the distribution schedule pursuant to Section 84913 with a simple majority vote.  In accordance with the BACAE Governance Plan, a simple majority vote will be needed for the passage of any motion.  The vote(s) of each official designated member shall be recorded as cast.  the names of the members making and seconding each motion shall be recorded in the Consortium minutes.  The distribution schedule will follow the funding priorities as specified in the BACAE Comprehensive Regional Plan (Three-Year Plan) and applicable law.

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?

A) designated a member to serve as the fund administrator to receive and distribute funds from the program

The Consortium will adhere to the membership guidelines as defined by AB104, education code, and the BACAE Memorandum of Understanding.

Considerations for dismissal from the Consortium include:

  • The member no longer wishes to provide services consistent with the adult education plan;
  • The member cannot provide services that address the needs identified in the adult education plan; or
  • The member has been ineffective in providing services that address the needs identified in the adult education plan, and reasonable interventions have not resulted in improvement.
  • Regular attendance is expected at monthly Consortium meetings.  Each designated Member representative is expected to attend every BACAE Board meeting.  In the event that a Member designee is absent at four (4) or more consecutive BACAE Board meetings, the Member Agency will forfeit their participation and membership in the Consortium by default.  Four (4) or more consecutive absences from BACAE Board meetings demonstrates that the Member Agency is not effective.  Member effectiveness shall not be limited solely to BACAE Board meeting attendance. After the second (2nd) consecutive absence, the BACAE Director shall notify the Member Designee, and the BACAE Board shall prepare a written notice detailing the BACAE governance rule regarding attendance, a record of the designee's attendance, and corrective action.  At the meeting of the third (3rd) consecutive absence, the written notice shall be read into the official BACAE Board minutes as an information item and delivered via United State Postal Service to the Member Agency's Governing Board, with a Domestic Return Receipt. At the meeting of the fourth (4th) consecutive absence, the Board shall take official action to dismiss the Member Agency from the Consortium for Member ineffectiveness and failure to attend.
  • Dismissal from or admission to the Consortium shall be accomplished with a simple majority vote from the Consortium Board.
  • If the member initiates leaving the Consortium, BACAE will require the member's Governing Board approval.
  • If the Consortium initiates dismissal, the Consortium will inform the member's Superintendent and Governing Board and follow due process.
  • BACAE members may be dismissed from BACAE for failure to demonstrate member effectiveness.
  • A record of intervention steps and dismissal actions shall be kept in the official minutes of Consortium Board Meetings.
  • If the Consortium dismisses a Member, the Consortium Director shall notify the CAEP 

Funds that are not expended in the current year will roll over to the next fiscal year.  The funds are distinguished by a sub-program code within the account number string that indicates the fiscal year of that initial funding year. Funds are then expended using the roll-over funds first, when roll-over funds are spent then current-year funds are used.

We refer to the governance document, the consortium MOU, and CAEP Fiscal Management Guide to manage carryover funds.  BACAE Fiscal Agent presents a monthly financial report to the board. 

The BACAE members has monthly discussions and report out about each district’s effectiveness by review enrollment numbers, expansion of programs and meeting of goals per the annual plan.  Needs improvement areas and issues are discussed and solutions are shared.

At this time BACAE does not have adopted bylaws in place.  We refer to the governance document, annual plan/3-Year plan and the consortium MOU.  We also seek guidance from CAEP and TAP by attending webinars and conferences.

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

Yes

Barstow Area Consortium for Adult Education 2021-2022 Memorandum of Understanding - BACAE-MOU-2021-2022.pdf (barstowaebg.org)

Barstow Area Consortium of Adult Education Governance Plan - BACAE-Governance-Plan-5.17.18.pdf (barstowaebg.org) 

Member Agencies

Member AgencyMember TypeContactPhone
Baker Valley UnifiedUnified School DistrictCecil Edwards(760) 733-4567 ext: 201
Barstow CCDDistrictEva Bagg(760) 252-2411
Barstow UnifiedUnified School DistrictScott Godfrey(760) 255-6021
Silver Valley UnifiedUnified School DistrictJeff Youskievicz(760) 254-2916

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)).

Baker Valley Unified - Member Representative

Approved by Cecil Edwards

05/02/2022 06:39 PM PDT

Barstow CCD - Member Representative

Approved by Elena Rivera

05/02/2022 04:47 PM PDT

Barstow Unified - Member Representative

Approved by Michelle Colleoc

05/02/2022 04:37 PM PDT

Silver Valley Unified - Member Representative

Approved by Brice Scott Silver Valley Unified Adult Education Center

05/02/2022 04:44 PM PDT