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CAEP Consortium Fiscal Administration Declaration: 2022-23 67 West Hills College Consortium

Status: Consortium Approved

California Adult Education Program : CFAD : 2022-23 Produced: Apr 29, 2022, 05:27 PM UTC Justin Garcia

67 West Hills College Consortium

Fiscal Declaration - Consortium Approved

Consortium Name
67 West Hills College Consortium
Funding Channel
Fiscal Agent
Fiscal Agent
West Hills CCD
Narrative
The West Hills College Adult Education Consortium (WHAEC) anticipates an increase in enrollments for FY 2022-2023. CAEP members' goal is to use the allocation to offer courses based on students’ and labor demand needs. Members are anticipating a growth in the number of courses offered. The consortium has agreed to continue the same fiscal agent format with West Hills Community College District providing that role and the reporting lead. WHAEC will continue to address educational and training gaps identified in the region, including, but not limited to low education levels, no high school diploma, limited English speakers, and low career skill-set levels. Instruction in ESL, Citizenship/Civics, diploma/HSE, parent education to support k12 students’ success, courses for students with disabilities, and Career and Technical Education have all been expanded into most communities served by the consortium as the demand for these programs has consistently increased. All members are addressing and aligning instructional programs with our 3-year plan.
Changes
No Changes

Member Allocations

Member Name (2022-23) (2021-22) (2020-21)
Armona Union Elementary n/a $84,669 $85,328
Coalinga-Huron Unified $110,623 $84,669 $85,327
Firebaugh-Las Deltas Unified $110,623 $84,669 $85,329
Golden Plains Unified $110,623 $84,669 $85,329
Lemoore Union High $110,623 $84,669 $85,328
Mendota Unified $115,705 $104,065 $104,875
Reef-Sunset Unified $250,995 $236,038 $237,875
West Hills CCD $218,849 $224,215 $225,959
West Hills College Coalinga $110,623 $84,669 $85,328
West Hills College Lemoore $110,623 $84,669 $85,328
Total Allocated to Members $1,249,287 $1,157,001 $1,166,006
Total CAEP Funds $1,249,287 $1,186,070 $1,139,902
Total Remaining $0 $29,069 $-26,104

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

WHAEC members are required to submit their quarterly expense reports in NOVA, and expenditure reports are year to date (cumulative). Once the member's expense report is submitted, the members, WHEAC Director, and fiscal agent staff must review, approve, and certify. WHAEC members will adhere to the CAEP Fiscal Management Guide target spending requirements; Q1 - 15%, Q2 - 30%, Q3 - 45%, and Q4 - 60%.  WHAEC Director and fiscal agent accountant will evaluate the available funds quarterly and notify members if there are any concerns regarding the CAEP funds.

In addition, WHAEC will use the FIFO (First In, First Out) report to track that members are expending the CAEP funding within the required 30 months, and the WHAEC Director will review quarterly financial reports during the WHAEC public meetings.  

WHAEC recognizes the importance of each member having a CAEP representative and adheres to Assembly Bill (AB) 104 – Section 39 (Chapter 13, Statutes of 2015), education code 84905: 

  1. 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.
  2. A member of the consortium shall be represented only by an official designated by the governing board of the member.
  3. CAEP members must provide a copy of their governing board-approved resolution or minutes to WHAEC Director.
  4. WHAEC Director will notify members of the new member approval at the next public meeting and will be documented in the minutes.
  5. WHCAED approved designated members:
    1. Coalinga-Huron Unified School District – Scott Ervin
    2. Firebaugh-Las Deltas Unified School District – Terry Anderson
    3. Golden Plains Unified School District – Joe Trejo
    4. Lemoore Union High School District – Chuck Gent  
    5. Mendota Unified School District – Rebecca Gamez
    6. Reef-Sunset Unified School District – Jicela Soto
    7. West Hills College Coalinga – Justin Garcia
    8. West Hills College Lemoore – Kurt Sterling

WHAEC recognizes the benefits of active participation by all members in the decision-making process and adheres to Assembly Bill (AB) 104 – Section 39 (Chapter 13, Statutes of 2015), education code 84905.

  1. All members of the consortium shall participate in any decision made by the consortium.
  2. The meeting calendar for the fiscal year is developed collaboratively with members in the August meeting, and members receive a  recurring meeting invite.
  3. The WHAEC public meetings schedule is posted at the WHCCD BoardDocs website:  https://go.boarddocs.com/ca/whccd/Board.nsf/goto?open&id=CBMPEN5B5234#
  4.  A proposed decision is considered at an open, properly noticed public meeting of the consortium at which members of the public may comment.
  5. A decision is final.
  6. Public meeting agendas and documents are posted 72 hours in advance at the WHCCD BoardDocs website:  https://go.boarddocs.com/ca/whccd/Board.nsf/goto?open&id=CBMPEN5B5234#
  7. Members are required to submit action meeting items a week prior to the meeting.
  8. WHAEC provides the public and members with adequate notice of a proposed decision and considered any comments submitted by members of the public.
  9. Comments submitted by members of the public are noted in the meeting minutes and distributed publicly in the WHAEC BoardDocs.
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%

WHAEC decision-making adheres to Education Code 84905 and conforms to Brown Act regulations regarding public meeting notice, and public comment. All members of the consortium participate in any decision made by the consortium in public meetings as well as approval and certification in NOVA. . WHAEC Director will communicate with members and make them part of the decision process in an effort to reach a consensus. When consensus cannot be reached, the majority vote (51%) of the voting members will rule, and each member will have one vote. Quorum is established if a majority (5 out of 8) of the members are in attendance. Please refer to the aforementioned information on questions 5-7.

The WHAEC will act in accordance with the Brown Act of 1953 and adheres to the education code 54950. WHAEC lists the action items, items of discussion, and CAEP reports in the agenda and provides 72 hours of notice to the public.  Proposed decisions will be introduced, discussed, will allow public comment time, and voted upon by official voting members.   Members of the public who wishes to address the consortium on any item of interest to the public may do so under the item on the agenda entitled “Public Comments.”  Without taking action, consortium members may briefly respond to statements made or questions posed by the public about items not appearing on the agenda. In keeping with its right to determine the length of time to be allotted to agenda items, the consortium 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 circumstances, in which case the consortium may extend the overall time limit.

WHAEC 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 Brown Act of 1953 and educational code 54950.  WHAEC lists the action items, items of discussion, and CAEP reports in the agenda and provides 72 hours of notice to the public.  The WHAEC public meeting agendas are listed in the WHCCD BoardDocs and at the location of the meeting for the public to view in advance.  WHAEC encourages the public to comment on any items to meet the need of the community. WHAEC will take into consideration the public comments to serve the community and close any services gap. Members of the public may address the voting board at a regular meeting during public comment time or may place an item on the agenda by submitting a written summary of the item at least seven (7) days prior to the board meeting.

All public comments during meetings will be included in meeting minutes that will be available to all members and the general public. The WHAEC public meeting minutes will be posted on the next meeting agenda as an attachment document, and the public can access these documents at the WHCCD BoardDocs website:  https://go.boarddocs.com/ca/whccd/Board.nsf/goto?open&id=CBMPEN5B5234#

WHAEC will add all interested entities to a distribution email list; this list of entities will be included in the dissemination of meetings information. All members will make suggestions for contacting/adding their local entities to the distribution list.

The current list of partners includes Fresno County WIB, Kings County WIB/JTO, Fresno County Department of Human Services, National Farmworker Job Programs, Fresno County Workforce Connection, Coalinga-Huron Unified School District, Firebaugh-Las Deltas Unified School District, Golden Plains Unified School District, Lemoore Union High School District, Mendota Unified School District, Reef-Sunset Unified School District, West Hills College Coalinga, WHC Firebaugh Center, West Hills College Lemoore, and High School Equivalency Program.  

WHAEC official voting members will review and ensure funds apportioned for the program shall be used only for the support of items listed in Ed Code 84913 of the California Adult Education Program. CAEP funds will only be utilized specifically for meeting the Adult Education goals and objectives of AB104. The distribution schedule will be reflective of decisions made by the voting consortium members.

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

Any education institution requesting to Join the WHAEC needs to submit a formal request in writing stating the CAEP services they are planning to provide and the area in the consortium district are they are planning to serve.  The request to join or leave the WHAEC needs to be submitted in writing by writing by March.   All changes in WHAEC membership will be listed as an action item on the next meeting agenda for members voting.  

If a consortium decides that a member has been consistently ineffective in providing services that address the needs identified in the adult education plan, and is not following the member requirements as listed in the CAEP Program Guidance Section 5, and the Annual Plan General Assurances, the consortium must take the following steps:

Reduction of Member’s Funding due to ineffectiveness:

  1. Consortium director must monitor member performance related to the CAEP assurances and identify members for non-compliance.
  2. Document the member’s ineffectiveness (what requirements are they not meeting, etc.)
  3. Notify the member that they are being monitored for effectiveness and their funds could be reduced as a result.
  4. Consortium director must provide members technical assistance and/or reach out to the CAEP Technical Assistance Project (TAP) as part of the reasonable intervention to help their members.
  5. Provide the information in #1-#3 to the State office of CAEP.
  6. Work with CAEP TAP and the CAEP Office to determine if reasonable interventions have not resulted in improvements.
  7. If no improvements after steps #1-4, reduce the member’s funding and update the CFAD allocation schedule for the next fiscal year.
  8.  Copy the CAEP Office on all correspondence related to member funding reduction.

In accordance with the office of CAEP, if a consortium chooses to decrease the member’s funding, the consortium must document the reason, the technical assistance/reasonable intervention provided, and the public meeting minutes of how/when the decision was made. This documentation must be posted to the consortium’s Supporting Documentation section in NOVA.

WHAEC will use the FIFO (First In, First Out) report to track that members are expending the CAEP funding within the required 30 months. In the event that members are not able to provide a plan to expend the funds six (6) months prior to the expiration of the funds, members have to agree to pass the funds to other members who can expend the funds by providing additional classes by the 30-month deadline.   Any pass-through funds from CAEP member to member will be approved by the consortium members during the final CAEP allocation approval.  

WHAEC will use the Consortia Report on Governance compliance of Rules and Procedures, the CAEP Fiscal Management Guide, and AB104/CAEP Program Guide to ensure that programs are in compliance with carryover.  WHAEC will adhere to the response to question 16 on this document to govern carryover.   

WHAEC adheres to the CDE and CCCCO member effectiveness identified measures listed below and has added additional requirements to solidify the effectiveness of the consortium:

  1. Each member must participate in completing and updating the Annual Plan Template in Nova.
  2. CAEP member funds must be expended within the seven program areas, and services provided must be consistent with the 3-year and Annual Plan.
    1. Elementary and secondary basic skills,  including classes required for a high school diploma or high school equivalency certificate; 
    2. Programs for immigrants eligible for educational services in citizenship, English as a second language, and workforce preparation; 
    3. Programs for adults, including older adults, for entry or re-entry into the workforce; 
    4. Programs for adults, including older adults, to develop knowledge and skills to assist elementary and secondary school children to succeed academically; 
    5. Programs for adults with disabilities; 
    6. Short term career technical educational programs with high employment potential; 
    7. Programs offering pre-apprenticeship training, in coordination with apprenticeship program(s), as specified.
  3. Each member must participate in completing and updating the 3-year Consortia Plan, including any amendments in Nova.
  4. Member expenditures of CAEP funds must align with the objectives of the consortium’s annual plan as approved by the WHEAC consortium board. 
  5. Members are required to participate in a minimum of 4 consortium/public meetings per fiscal year.
  6. Members participate in consortium final decisions.
  7. Members report student-level enrollment data and outcomes for quarterly and final reporting. 
  8. Members must share information on programs offered by submitting the CAEP course list to WHAEC Director, and the resources being used to support the programs. 
  9. Members provide services that address the needs identified in the adult education Annual Plan. 
  10. K12 members need to get their CAEP courses approved by CDE each fiscal year: https://caadultedreporting.org/
  11. Members file financial expenditure and progress reports with the WHAEC consortium and input financial data in Nova.
  12. Members need to have a plan to expend the CAEP funds within the 30-month deadline.
  13. Members unable to expend the fund within 30 months, need to notify WHAEC Director in writing to request to reallocate the funds to other members.  

WHAEC will use the Consortia Report on Governance compliance of Rules and Procedures, the CAEP Fiscal Management Guide, and AB104/CAEP Program Guide to ensure that programs are in compliance with member effectiveness.    

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

Yes

WHAEC will use the WHCCD BoardDocs CA Adult Education Program webpage to post any consortium documents: https://go.boarddocs.com/ca/whccd/Board.nsf/goto?open&id=CBMPEN5B5234#.

In addition, WHAEC will use its website to post any information for the students regarding courses and services: https://www.westhillscollege.com/district/about/adult-education-consortium/

Member Agencies

Member AgencyMember TypeContactPhone
Armona Union ElementaryElementary School DistrictLaurie Blue(559) 583-5060
Coalinga-Huron UnifiedUnified School DistrictScott Ervin(559) 935-7565 ext: 19406
Firebaugh-Las Deltas UnifiedUnified School DistrictTerry Anderson(559) 659-3899
Golden Plains UnifiedUnified School DistrictJoe Trejo(559) 977-1874
Lemoore Union HighHigh School DistrictChuck Gent(559) 924-6610 ext: 1202
Mendota UnifiedUnified School DistrictRebecca Gamez(559) 655-4412
Reef-Sunset UnifiedUnified School DistrictJicela Soto(559) 386-9083 ext: 1012
Riverdale Joint UnifiedUnified School Districtn/a
West Hills CCDDistrictCecilio Mora(559) 934-2430
West Hills College CoalingaCollegeJustin Garcia Psy.D.(559) 934-2172
West Hills College LemooreCollegeKurt Sterling Ed.D.(559) 925-3738
Kings Co. Office of EducationCounty Office of Education (COE)n/a

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)).

Coalinga-Huron Unified - Member Representative

Approved by Scott Ervin

04/28/2022 08:50 AM PDT

Firebaugh-Las Deltas Unified - Member Representative

Approved by Terry Anderson

04/28/2022 08:03 AM PDT

Golden Plains Unified - Member Representative

Approved by Joe Trejo

04/28/2022 08:09 AM PDT

Lemoore Union High - Member Representative

Approved by Chuck Gent

04/28/2022 08:15 AM PDT

Mendota Unified - Member Representative

Approved by Rebecca Gamez

04/28/2022 08:17 AM PDT

Reef-Sunset Unified - Member Representative

Approved by Jicela Soto

04/28/2022 09:59 AM PDT

West Hills CCD - Member Representative

Approved by Cecilio Mora

04/28/2022 07:59 AM PDT

West Hills College Coalinga - Member Representative

Approved by Justin Garcia Psy.D.

04/29/2022 10:27 AM PDT

West Hills College Lemoore - Member Representative

Approved by Kurt Sterling Ed.D.

04/28/2022 02:15 PM PDT