CAEP
CFAD

Produced: May 5, 2025, 07:07 PM UTC - By Marty McGrady

65 Ventura County Adult Education Consortium
CONSORTIUM APPROVED

2025-26

Fiscal Declaration - Consortium Approved

Consortium Name
65 Ventura County Adult Education Consortium
Funding Channel
Direct Funded
Narrative
VCAEC agencies will work together to provide training and student support services in all allowable program areas and expend its allocations following the state guidelines for the use of CAEP funds.
Changes
No Changes

Member Allocations

Member Name (2025-26) (2024-25) (2023-24)
Conejo Valley Unified $1,811,240 $1,762,846 $1,748,093
Fillmore Unified $707,211 $688,315 $682,555
Moorpark Unified $491,619 $478,484 $474,480
Ojai Unified $438,070 $426,364 $422,797
Oxnard Union High $3,564,096 $3,468,868 $3,439,839
Santa Paula Unified $447,371 $435,418 $431,774
Simi Valley Unified $6,404,763 $6,233,638 $6,181,472
Ventura Unified $5,391,107 $5,247,064 $5,203,154
Total Allocated to Members $19,255,477 $18,740,997 $18,584,164
Total CAEP Funds $19,255,477 $18,798,676 $18,599,648
Total Remaining $0 $57,679 $15,484
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.

Carryover Threshold

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

All member agencies are transparent about funding sources and the amounts available for adult education programs and services. Member expenditures and spending are reviewed quarterly. Changes or adjustments to the amounts or intended uses of allocations by members are evaluated for appropriateness and alignment with CAEP goals and outcomes, and they are approved at monthly board meetings.

Representatives from consortium member agencies are designated by each member agency and must be approved by their local governing boards. Once approved, member agencies submit a completed Intent to Participate form, signed by the agency's Chief Executive Officer/Superintendent, to the VCAEC. A copy of the board minutes showing this approval is provided to the Consortium and maintained by LEAs in compliance with local and state policies. The only exception is the Ventura County Office of Education (VCOE), which requires only the signature and approval of the Ventura County Superintendent of Schools, as per local policy. Additionally, agencies may designate administrative delegates to act as proxies for representatives in cases where they cannot attend meetings or participate in decision-making. Delegates represent member representatives and are selected and approved by their district's governing board. As previously mentioned, VCOE only needs the approval of the Ventura County Superintendent of Schools.

In accordance with VCAEC policy, each member representative is expected to attend all meetings and collaborate with VCAEC member agencies to plan and implement Consortium activities. Additionally, members are required to:

  1. Oversee Consortium workgroups by monitoring processes, decisions, and deliverables, while also providing regular reports on working groups to the Consortium Board.
  2. Participate in both ad hoc and scheduled Consortium Board meetings, collaborating with the Consortium Coordinator and Facilitation Lead to develop agendas.
  3. Review and respond to emails and others in a timely manner,
  4. Resolve issues,
  5. Determine what issues/decisions are presented to Consortium Board and CAEP for decisions/votes,
  6. Oversee the expenditure of funds, in collaboration with the Consortium Coordinator and Facilitation Lead,
  7. Evaluate contract proposals or delegate evaluation to workgroups (as appropriate),
  8. Recommend successful contract proposals for approval by Consortium Board,
  9. Identify issues that require the development of mutually agreeable positions with higher education or other key stakeholders, and
  10. Receive and act on special and regular reports from the Facilitation Lead, Coordinator, and CAEPOffice. Failure to comply with the obligations above may lead to the member being recommended for removal by appointing agencies. VCAEC may issue a recommendation for warning or removal by a vote taken during monthly meetings, along with the reason for the recommendation and action steps to avoid further measures.
  11. Failure to attend two consecutive Consortium Board meetings may result in an automatic warning; failure to attend three consecutive meetings will
6. What will be the relative voting power of each member?

1 member = 1 vote

7. How will decisions be approved?

50% +1 vote

A consensus of the membership.

The VCAEC follows Brown Act rules for public notice and decision-making. 

Again, the VCAEC follows Brown Act rules for public notice and decision-making. Board meetings are held every month and are open to the public. Meeting dates, agendas, and approved minutes are posted on the VCAEC website.

Comments by members of the public are captured in the minutes of a given meeting. Once approved for release by the VCAEC Board, minutes, including public commentary, are posted to the VCAEC website.

Each member agency is responsible for coordinating directly with stakeholders in their service areas to share and solicit input on three-year and annual plans. Public entities, such as workforce investment boards, libraries, and community-based organizations, are regularly invited to participate and present at open meetings. Additionally, the Consortium leverages member agency institutional advisory boards and partnerships with AJCC, WDB, and other entities to gather input on plans or decisions. Other stakeholders are given opportunities to review and provide feedback on planning documents through public comment. Comments received are aggregated, reviewed, and adjudicated by the Consortium Board. Approved comments and decisions are posted on the public website, along with any revisions or modifications made as a result of the adjudication process.

Funds apportioned to member agencies support programs and services in the seven allowable program areas and approved VCAEC plans.

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

Consideration by the quorum is conducted in accordance with the requirements and guidelines established by AB104 and CAEP policies concerning Consortium membership and dismissal.

The VCAEC Board recommended a 20% carryover threshold for members.

The VCAEC strives to provide educational programs and services that are robust and current for the needs of the populations it serves. It is, therefore, incumbent upon member agencies to be good stewards of the public funding received by making every reasonable effort to expend their Adult Education Program annual allocations by the end of each fiscal year. To minimize the likelihood of excess carryover from year to year, and to ensure AEP funding allocations may be used to achieve the maximum benefit possible for students in the region, the following procedure has been put into place:

  • The Consortium recommends expenditure targets:
    • Q1: 20%
    • Q2: 40%
    • Q3: 60%
    • Q4: 80%
  • The Consortium will conduct quarterly reviews of member expenditures. If spending targets are not met by the 3rd quarter of the funding year, member agencies will be asked to provide a written description of the reasons for the underspend and a plan for aligning their expenditures with the Consortium’s targets.
  • In October each year, member agencies with annual carryover above 20% following the close of the previous fiscal year shall submit for approval by the Consortium a brief narrative explaining the reasons for the carryover and a plan and timeline for expending remaining carryover funds. Plans must align with the Consortium’s Three-Year and Annual plans.
  • If a member is unable to develop an independent plan for expending carryover funds, the Consortium will provide support and direct technical assistance to help the member identify and implement strategies to address their carryover following Consortium policies.
  • Within two quarters following the close of the prior fiscal year, agencies will be evaluated for progress made toward approved plans. Agencies with carryover above 50% of their original carryover amount or total available CAEP funding equal to or greater than 80% of their total annual allocation may be asked to release a proportion of extant carryover funds for use by the Consortium.
  • Any carryover funds not expended or encumbered by the end of the fourth quarter of the following fiscal year will be released to the Consortium for use in shared initiatives or redistributed to Consortium members according to policies governing requests for one-time funding and approval.
  • Active participation in Consortium board meetings and decision-making,
  • Active participation in Consortium planning efforts,
  • Adherence to the mandates set forth by state legislation and regulating bodies (CAEP, CCCCO, CDE) for acceptable use of CAEP funds and expenditures,
  • Transparency concerning programs planned or current, as well as all sources of funding available to support adult education,
  • Active participation in quarterly expenditure and data reviews and reporting,
  • Adherence to timelines for Consortium and CAEP reporting,
  • Adherence to Consortium carryover policies,
  • Member agency plans are aligned to Consortium objectives and activities as defined in three-year and annual plans,
  • Members submit new programs and services for approval by the Consortium prior to implementation and
  • Adherence to all other approved Consortium policies and decisions.

The VCAEC recognizes the importance of shared accountability as well as local autonomy with regard to the administration of programs and services to adult learners within the region. To this end, the VCAEC has enacted policies and bylaws to help ensure Consortium members may successfully address local needs, while also remaining in alignment with the Consortium's vision for the region and in compliance with state, CAEP, and Consortium policies. In addition to the mandates therein, the VCAEC has also established the following to help define and clarify member effectiveness:

  • Active participation in Consortium board meetings and decision-making 
  • Active participation in Consortium planning efforts
  • Adherence to the mandates set forth by state legislation and regulating bodies (CAEP, CCCCO, CDE) for acceptable use of CAEP funds and expenditures
  • Transparency with regard to programs planned or current, as well as all sources of funding available to support adult education
  • Active participation in quarterly expenditure and data reviews and reporting
  • Adherence to timelines for Consortium and CAEP reporting
  • Adherence to Consortium carryover policies
  • Member agency plans are aligned to Consortium objectives and activities as defined in three-year and annual plans
  • Members submit new programs and services for approval by the Consortium prior to implementation
  • Adherence to all other approved Consortium policies and decisions.
20. Does the consortium have a formal document detailing its work beyond the questionnaire?

Yes

Bylaws for the VCAEC

https://docs.google.com/document/d/1qMxpjYgtF6am20n-sqgCk6vJU2Ip10jaQa8MtG3kp-w

Member Agencies

Member AgencyMember TypeContactPhone
Conejo Valley UnifiedUnified School DistrictMike Sanders(805) 497-2761
Fillmore UnifiedUnified School DistrictAndrea McNeill(805) 524-6018
Moorpark UnifiedUnified School DistrictSean Abajian(805) 378-6317
Ojai UnifiedUnified School DistrictAlexandra Mejia-Holdsworth(805) 640-4300 ext: 1009
Oxnard Union HighHigh School DistrictLeticia Carabajal Oxnard Adult School(805) 385-2616
Santa Paula UnifiedUnified School DistrictGina Ramirez Dr.(805) 933-8878
Simi Valley UnifiedUnified School DistrictStacy Cashman(805) 579-6200 ext: 1605
Ventura Co. Office of EducationCounty Office of Education (COE)Marty McGrady(805) 437-1425
Ventura UnifiedUnified School DistrictScott McNutt
Ventura County CCDDistrictCynthia Herrera

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)).

Conejo Valley Unified - Member Representative

Approved by Mike Sanders

05/01/2025 02:13 PM PDT

Fillmore Unified - Member Representative

Approved by Blanca Mendieta

05/01/2025 05:07 PM PDT

Moorpark Unified - Member Representative

Approved by Sean Abajian

05/02/2025 06:58 PM PDT

Ojai Unified - Member Representative

  • Adult School Principal
  • amejia@ojaiusd.org
  • (805) 640-4300 ext: 1009
Approved by Alexandra Mejia-Holdsworth

05/02/2025 09:08 AM PDT

Oxnard Union High - Member Representative

Approved by Leticia Carabajal Oxnard Adult School

05/02/2025 09:14 AM PDT

Santa Paula Unified - Member Representative

  • Assistant Superintendent of English Learner Services and Community Engagement
  • gramirez@santapaulausd.org
  • (805) 933-8878
Approved by Gina Ramirez Dr.

05/01/2025 02:20 PM PDT

Simi Valley Unified - Member Representative

Approved by Stacy Cashman

05/01/2025 03:10 PM PDT

Ventura Co. Office of Education - Member Representative

Approved by Marty McGrady

05/05/2025 12:07 PM PDT

Ventura County CCD - Member Representative

Approved by Cynthia Herrera

05/02/2025 09:16 AM PDT

Ventura Unified - Member Representative

Approved by Valerie Gaona

05/01/2025 03:59 PM PDT