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CAEP Consortium Fiscal Administration Declaration: 2022-23 42 Northern Alameda Adult Education Collective

Status: Consortium Approved

California Adult Education Program : CFAD : 2022-23 Produced: May 2, 2022, 10:46 PM UTC Elizabeth Maher

42 Northern Alameda Adult Education Collective

Fiscal Declaration - Consortium Approved

Consortium Name
42 Northern Alameda Adult Education Collective
Funding Channel
Fiscal Agent
Fiscal Agent
Peralta CCD
Narrative
The CAEP planned allocations are consistent with the plans the Collective developed to meet the needs of the adults in our region who need our programming and services. Each adult school and college will continue to use the funding in accordance with the legislative outline for CAEP.
Changes
We had one unfunded member who has been an active participant for the last few years. The consortium unanimously voted to allocate some CAEP funds to Alameda County Office of Education, Opportunity Academy to support their efforts in further developing its adult education program and services.

Member Allocations

Member Name (2022-23) (2021-22) (2020-21)
Alameda Co. Office of Education $22,774 n/a $0
Alameda Unified $885,403 $823,547 $829,972
Berkeley City College $195,058 $179,197 $169,081
Berkeley Unified $3,595,545 $3,333,227 $3,359,097
College of Alameda $195,058 $179,197 $169,081
Laney College $195,058 $179,197 $169,081
Merritt College $195,058 $179,197 $169,081
Oakland Unified $2,651,714 $2,459,131 $2,478,198
Peralta CCD $650,000 $608,994 $659,919
Piedmont City Unified $403,195 $383,158 $386,135
Total Allocated to Members $8,988,863 $8,324,845 $8,389,645
Total CAEP Funds $8,988,863 $8,534,001 $8,201,825
Total Remaining $0 $209,156 $-187,820

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

Quarterly expenditure reports and internal member effectiveness process.

Each member has a participating representative to serve on the governing board of the Collective.

Each member has a representative to serve on the operational committee of the Working Group.  Members also select other committees that they choose to participate on to advance the work of the Collective, such as the Bridge Taskforce, Data Taskforce, and Transitions Group.

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

1 institution = 1 vote (thus giving districts with multiple institutions multiple votes)

7. How will decisions be approved?

by consensus

We have always operated under a consensus decision-making model.   Per legislation, all fiscal votes must be consensus, therefore, to maintain consistency we adopted that model for all decision making.

Under review and action items and the public is allowed to comment on each item presented.

The agenda is posted at minimum the required 72 hours before the meeting, giving the public the opportunity to submit their inquiries prior to the meeting.  During the regular open session, any public comment received on a particular item is read publicly.  The board takes vote on items after all public comment is heard.

If received before the agenda packets are posted, they will be included in the agenda packet.  Comments received after the agenda packet is distributed will be included during the meeting.

The Collective invites entities within our region that provide education and workforce services for adults to our taskforce groups, planning meetings when applicable, and they are included in our monthly newsletter distribution to ensure they are aware of the happenings of the consortium.  We actively seek out partnerships with appropriate entities and participate when invited in various workforce board and other adult provider convenings and planning.

The funds are distributed equally each quarter based on the approved CFAD allocation for the year.  

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

NEW MEMBERS BOARD POLICY NO. __1.011_________ • Any community college district, school district, or county office of education or joint powers authority consisting of community college districts, school districts or county offices of education located within the boundaries of Northern Alameda Adult Education Collective’s adult education region shall be permitted to join the JPA as a member. • All applications for membership in the JPA must be approved by the Executive Cabinet and must be submitted and approved by the Executive cabinet no later than at the October Executive Board meeting in order to be considered for an apportionment of block grant funds for the next fiscal year. • As a condition of joining the JPA, a new member shall commit to reporting any funds available to that member for the purposes of education and workforce services for adults and the use of those funds.

Those JPA members which do not fully utilize all block grant and maintenance of education funding previously allocated, where the deadline to utilize those funds will expire during the coming fiscal year may request at the August Executive Cabinet meeting that the Executive Cabinet permit them to carry over unutilized funding to the following fiscal year. The maximum amount of funds which will be permitted to be carried over into a fiscal year is twenty percent of the subject funding allocation. A statement explaining and justifying the need to carry over funds must be submitted to the Executive Cabinet no later than one week prior to the date of the August Executive Cabinet meeting.

CARRYOVER OF FUNDS BOARD POLICY NO. _____2.002____

The NAC piloted a member effectiveness process and tool that each member participated in for the 2021-2022 year.  Each institution on an annual basis in order to assess program offerings, student supports, and the overall productivity of CAEP programming.  The Member Effectiveness bi-annual Work Plan listed above is a synopsis of each members original work plan.  

We developed a member effectiveness process and will include it in the bylaws in the coming year.  

MEMBER EFFECTIVENESS PROCESS

1. Semi-annually all members and the consortium will submit completed workplan spreadsheet.

a. Q1 and Q2 due January 31st

b. Q3 and Q4 due August 15th

2. Annually all members and the consortium will complete the “Member Effectiveness” Tool by October 15th for the prior academic year.

3. The working group will review all member submissions with the work plan and back-up data reports by the third week of November to identify members that need an effectiveness improvement intervention plan.

a. Based on circumstances which deem the member ineffective (E.g.

Benchmarks/targets) the Working Group may decide referral to the next step is not warranted. Ex: lack of outcomes are tied to a lack of funding or pandemic outbreak.

4. An Effectiveness Improvement Intervention Committee will review the assessments by mid-January. Participating team (to include WG rep, Transition Liaison, faculty, etc.) for

member institution will meet with the committee to develop an “intervention/efficiency plan” for necessary area(s) of improvement by April 1st.

a. The plan consists of specific steps to be taken and a timeline in which improvements should be made, not to exceed the end of the following academic year.

• Jan-March Yr 1: intervention committee develop plan

• April Yr 1 - June 30 Yr 2: member implementation for improvement

b. Efficiency plan requires clear statement of expected future deliverables/outcomes.

5. Members will have February through June for planning and the following academic year for implementation.

a. Intermittent progress reporting will take place throughout the process. At the conclusion, a final progression report will be shared. 

6. When agreed upon progress is made, no further action is taken.

7. If, agreed upon progress is not made within the established timeline, next steps are for the Working Group to review areas of growth to determine the improvement plan extension or next steps.

This will determine if there is a change to the member annual allocation. Additionally, review of the funds associated with areas of growth (from NOVA program area hours & expenses report) will occur to determine the amount available IF FUNDS will be reallocated.

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

Yes

https://www.naaec.org/about/

https://www.naaec.org/leadership-and-meetings/executive-cabinet-policy-and-procedures-manual/



Member Agencies

Member AgencyMember TypeContactPhone
Alameda UnifiedUnified School DistrictPasquale Scuderi
Berkeley City CollegeCollegeDr. Angelica Garcia(650) 738-4437
Berkeley UnifiedUnified School DistrictRuben Aurelio(510) 644-6257
College of AlamedaCollegeNathaniel Jones III(410) 952-3652
Laney CollegeCollegeDr. Rudolph Besikof(510) 464-3213
Merritt CollegeCollegeDr. David Johnson(510) 436-2501
Oakland UnifiedUnified School DistrictMatin Abdel-Qawi(510) 879-4118
Peralta CCDDistrictDr. Stephanie Droker(510) 466-7218
Piedmont City UnifiedUnified School DistrictRandall Booker(510) 594-2614
Alameda Co. Office of EducationCounty Office of Education (COE)Monica Vaughan(510) 670-4590
Albany City UnifiedUnified School DistrictMarie Williams(510) 558-3771

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)).

Alameda Co. Office of Education - Member Representative

Approved by Tracey Burns

04/28/2022 09:45 AM PDT

Alameda Unified - Member Representative

Approved by Dr. Lisa Gonzalves

04/28/2022 11:31 AM PDT

Berkeley City College - Member Representative

Approved by Lisa Cook

05/02/2022 03:01 PM PDT

Berkeley Unified - Member Representative

Approved by Thomas Reid

04/28/2022 08:38 AM PDT

College of Alameda - Member Representative

Approved by Paula Armstead

04/28/2022 08:32 AM PDT

Laney College - Member Representative

Approved by Elizabeth Maher

05/02/2022 03:46 PM PDT

Merritt College - Member Representative

Approved by Chriss Foster PhD

04/28/2022 01:05 PM PDT

Oakland Unified - Member Representative

Approved by Matin Abdel-Qawi

04/28/2022 01:35 PM PDT

Peralta CCD - Member Representative

Approved by Dr. Stephanie Droker

04/28/2022 09:28 AM PDT

Piedmont City Unified - Member Representative

Approved by Ms. Shannon Fierro

04/28/2022 08:49 AM PDT