CAEP
CFAD

Produced: May 5, 2025, 07:51 PM UTC - By Claire Grissom

18 Gavilan Regional Adult Career and Education Services
CONSORTIUM APPROVED

2025-26

Fiscal Declaration - Consortium Approved

Consortium Name
18 Gavilan Regional Adult Career and Education Services
Funding Channel
Fiscal Agent
Fiscal Agent
Gavilan Joint CCD
Narrative
Consortium members' planned allocations are consistent with the annual adult education plan as they address student educational needs, improve integration and improve effectiveness of services. Members are working to coordinate efforts of site specific counselors to increase integration, are addressing outcome data on a regular basis and are meeting needs of students by increasing course offerings. Allocations planned by members include the following: Gavilan College: Continued support of ESL instruction with support from peer mentors and a dedicated counselor; and by funding a full-time director. In addition, assessment staff and peer mentors salaries along with classroom materials are included in planned allocations. Gilroy: Continued support of high school diploma and HiSET/GED. Instructors and part-time counselor compensation are supported through the allocation. Morgan Hill: Continued support of ESL, basic education, high school diploma and HiSET. Allocations support a full-time principal, part-time counselor, instructors, front desk staff, a full time office assistant and student materials (ESL consumables).. San Benito: Continued support and capacity building of HiSET program. Allocation supports instructor hours and covers costs associated with adult education conferences. Further, this member supports the welding course offered in their area by Gavilan College as it provides funding for materials.
Changes
No Changes

Member Allocations

Member Name (2025-26) (2024-25) (2023-24)
Gavilan Joint CCD $714,125 $695,045 $689,231
Gilroy Unified $347,910 $338,614 $335,778
Morgan Hill Unified $640,881 $623,758 $618,538
San Benito High $128,176 $124,751 $123,707
Total Allocated to Members $1,831,092 $1,782,168 $1,767,254
Total CAEP Funds $1,831,092 $1,787,653 $1,768,726
Total Remaining $0 $5,485 $1,472
Member Allocation Certification

I certify that this CFAD is true and accurate. Our consortium certifies that the allocations listed correctly represent all funded members and their respective amounts.

Carryover Threshold

Input a percentage of carryover that your consortium agrees will be considered an excessive amount.

Should a member, or members, exceed this carryover percentage upon certification of their Q4 report, they will be flagged as non-compliant with the carryover legislation (EC 84914). One year of non-compliance does not carry a penalty. However, should the same member, or members, have two consecutive years of non-compliance the consortium may agree, by majority vote, to reallocate an amount that does not exceed the carryover to other members.

A consortium does have the ability to opt-out. To do so, simply toggle the carryover threshold button to the off position.

20%

Corrective Action Fiscal Reporting Quarterly Thresholds

If member carryover is over the threshold set below, a corrective action narrative will be required to complete.

Q1 Q2 Q3 Q4
% of Carryover Threshold

80%

60%

40%

20%

Consortia Report on Governance Compliance of Rules and Procedures v.2

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

Consortium members agree to adhere to CAEP reporting including quarterly, annually and every three years for strategic planning purposes. In addition, the consortium members agree to discuss during monthly meeting expenditure progress to ensure funds and programs are aligned. Members will adhere to NOVA fiscal reporting on a quarterly basis and funds will be reviewed by the part-time director to ensure they align with three-year and one-year plan allocation. Funds are also presented to the consortium as a whole to review prior to their quarterly submission.

As outlined in our bylaws, each member has one voting right although more than one staff member can participate in the meetings. One member, one vote. Members identify the staff who will be the designated voting members for their organization. When a designated voting member is unable to attend a meeting, an alternative staff member can be a voting designated member so long as this information is communicated prior to the monthly board meeting. This is stated in our bylaws.

During regular monthly meetings we ensure there is a quorum present before voting on any item. Members are provided with as much information as possible prior to our meetings and before any vote, members are provided with an opportunity to ask questions and discuss the topic. If members require additional information or time to discuss the item, the item will be brought back to the next board meeting and or discussed further during work group meetings which occur once a month prior to the next monthly meeting. Decisions are made once the majority of members feel they have the information they need to make a decision. While in most instances decisions are made with all members, the bylaws indicate that for voting purposes it requires a 50% plus one vote to pass. Further, our bylaws state the following:

Below are assurances Member Representatives make regarding Membership and 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).
  • 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 decisions made by the consortium and its members are 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.
6. What will be the relative voting power of each member?

1 member = 1 vote

7. How will decisions be approved?

50% +1 vote

  1. Membership and Decision-Making

Below are assurances Member Representatives make regarding Membership and 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).

  • I certify that only members as described above (and in EC 84905) are allowed to join the 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 decisions made by the consortium and its members are 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.

Below are assurances Member Representatives make regarding 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.)

The monthly meeting agenda is posted at least 72 hours before the meeting and provides an email address to send any public comments. All public comments are shared and discussed at the monthly meeting.

Public comments will be added to meeting notes and posted alongside the monthly agenda for public view.

Gavilan Regional ACES will elicit comments and input from other entities located in the adult education region that provide education and workforce services for adults by ensuring key stakeholders are invited to monthly meetings and at annual stakeholder meetings. 

At each May’s board meeting, members will approve the distribution schedule. 

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

Section 3: Removal of Members, Members Leaving or Addition of New Members

Voluntary removal: Member institutions can voluntarily leave the consortium but must provide written notice thirty (30) days prior to vacating membership. Any Member that voluntarily chooses to leave the consortium must return its annual Allocation of CAEP funds to the fiscal agent within 15 days of the effective date of leaving. The Graces Regional ACES Board (described in Article IV) will determine how to redistribute the Allocation returned by the departing Member.

Final disposition of a member will be considered by the consortium after three years in a row being an ineffective member.

The decision to remove a current Member requires each Representative (as defined in Article IV, Section 1) to obtain the acknowledgement and approval from the superintendent/president of the Member institution. Vote for approval to remove a Member must be a simple majority.

Any institution wishing to join must present a letter of support from their institutions’  superintendent/president and provide an overview of adult education activities they engage in and how they would utilize CAEP funding.  If the institution was a member of a prior consortium, the Board will review via NOVA the applicant’s prior use of CAEP funding. The decision to add a new Member requires a simple majority vote.

It is 20%.

  1. Protocols for Ineffective Member meeting 20% or more carryover. 

    1. In the first year of excessive carryover, the Member must provide a detailed plan by July (the 12th month of initial funding) as to how the carryover will be spent and the Board must approve the plan. This is considered Intervention Year 1. The member will meet monthly or as otherwise determined with the director of the consortium to review progress towards the plan and provide technical assistance and resources. The Member must make a good faith effort to implement the plan. 

    2. If the Member is unable to spend the funds according to the plan and timeline by the second year, specifically 18 months or 1 year and 6 months after initial funding, the Member will develop and present a new plan to the consortium for approval. The member will meet bi-monthly with the consortium director to review progress and provide technical assistance and resources.

    3. If by the 22nd month (May), the member is unable to guarantee funding will be spent by demonstrating purchase orders or encumbered expenses, the board will vote to re-allocate funding that has not been spent using a process to be determined by the board. 

    4. Unspent funding will be reallocated to members who do not have carryover funding by November 15th. Any funds not reallocated to a specific member will be provided to the fiscal agent (Gavilan College).

A simple majority vote is all that is required to reduce a Member’s Allocation. The consortium may reduce the Member’s Allocation for the current year for anything above the 20% carryover or reallocate up to 20% of the Member’s Allocation for the following program year.

If the Board reduces Allocation for the current year, the Member must return Allocation to the fiscal agent within 15 days of written notification of forfeiture of funds. The Board will determine how to redistribute reallocated Allocation funds.

Section 1: Definition of Member Effectiveness

Member Effectiveness is primarily defined as a Member’s ability to consistently meet the Assurances outlined above in Article III, Section 3. A Member is deemed “ineffective” if the Member consistently fails to meet CAEP Assurances per this Section and reasonable interventions to improve Member Effectiveness have not resulted in improvements. The most critical of the above assurances are:

  1. Program Area Reporting of leveraged funds and instructional hours (this certification is due annually on 12/1)

  2. Quarterly expenditure reporting (Q1, Q2 (includes close out), Q3, & Q4)

  3. Plan Certification – 3-year plan, annual plan, and member work plan

  4. CFAD and Governance Certification (currently due May 2nd)

  5. Quarterly student data reporting into TOPSPro Enterprise (Q1, Q2, Q3, & Q4)

In addition to timely reporting in regard to the above reporting deadlines, Member Effectiveness will be measured by carryover amounts.

  1. By the 2022-23 Program Year, carryover amounts greater than 20% of a Member’s total allocation for two consecutive years indicates a member is ineffective.

We copied and pasted what is in our bylaws in question number 18 and a link to our bylaws is in question 20.1.

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

Yes

Graces Regional ACES Bylaws 6_20_2023 (1).docx 

Member Agencies

Member AgencyMember TypeContactPhone
Gavilan Joint CCDDistrictAna Rocha(408) 852-2824
Gilroy UnifiedUnified School DistrictGreg Camacho-Light(669) 205-5291
Morgan Hill UnifiedUnified School DistrictMs. Corina Sapien(408) 201-6000 ext: 51076
San Benito HighHigh School DistrictClaire Grissom(831) 637-5831 ext: 166

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)).

Gavilan Joint CCD - Member Representative

Approved by Rosio Pedroso

05/02/2025 12:43 PM PDT

Gilroy Unified - Member Representative

Approved by Greg Camacho-Light

05/05/2025 10:42 AM PDT

Morgan Hill Unified - Member Representative

  • Director of Family & Community Engagement
  • sapienc@mhusd.org
  • (408) 201-6000 ext: 51076
Approved by Ms. Corina Sapien

05/02/2025 08:37 PM PDT

San Benito High - Member Representative

Approved by Claire Grissom

05/05/2025 12:51 PM PDT