AB 86: Adult Education Consortia Planning Using Your Planning $$$ Wisely Webinar Series

Agenda Goals of AB86 Principles of AB86 AB86 Outcomes Preliminary Budget Summary Building Capacity Organizational Structure Using a Facilitator Research / Data Resources Subcontracting Final Words 4/18/2014

Goals of AB86 Regional planning effort focused on five program areas. Evaluate the current levels and types of adult education programs in the region. Evaluate the current needs in the region. Create a plan to integrate existing programs and create seamless transitions. Accelerate student progress towards academic and/or career goals. Collaborate on professional development opportunities for faculty and other staff. Leverage existing regional structures. 4/18/2014

Principles of AB86 Promote shared leadership Equity Transparency Inclusion Allow regional planning to evolve and develop Representation of adult learners in California 4/18/2014

AB86 Outcomes Need to envision an effective future for adult learners. Acknowledge the capacity of both systems before moving forward into the future. Involve everyone – especially teachers/faculty. The planning process is not about producing a competitive product. Focus on continuous improvement. Is this plan a fearless assessment of what is and what needs to be??? 4/18/2014

Preliminary Budget Summary Statewide totals from the Certification of Eligibility – Instructional Salaries – 22% – Noninstructional Salaries – 17.5% – Benefits – 8.6% – Supplies & Materials – 4.2% – Other Operating Expenses/Services – 42.8% * data from preliminary budget summaries as submitted on 2/24/14 4/18/2014

Building Capacity Focus on building capacity for the long term. Building capacity = building relationships. Planning structure lays the foundation for successful partnerships for the “long haul”. Need to build trust for the work that will happen - “after the plan”. Despite members having a long history of working together – formalizing that relationship will promote stability and shared values. 4/18/2014

Organizational Structure Develop shared principles together. Share with all members & partners. What is the relationship between the steering committee and the task groups? How can members be equal participants? Promote open dialogue with your task groups. Create clear bylaws – include leadership, decision making, task groups, fiscal agent roles. 4/18/2014

Using a Facilitator/Research Service Think about the value added of using an outside facilitator/research service. Facilitators can model skills so the team can learn & develop their own skills. Make sure the consortium maintains its leadership role – providing oversight & guidance. Be aware of any possible “hidden agendas”. Must look far into the future and build planning capacity. 4/18/2014

Research and Data Sources Accreditation Studies Regional Planning Organizations EDD Labor Market Information Local Workforce Investment Boards Census Data / Department of Finance CalPADS / Department of Education College Research Department / Community Colleges Forecasting – UC Libraries 4/18/2014

Subcontracting FAQs Q - Can you clarify, if subcontract approval is necessary with your K-12 districts? A – Your fiscal agent (which could be either the School District or the Community College District), will use their local policies and procedures to determine if a subcontract is necessary with one of the other consortium members. Q - So we wait until the online system is up before obtaining approval for subcontractors? A – Once you have followed the fiscal agent’s RFP process and have selected a subcontractor, then obtain approval from the AB86 Project Monitor. Send the following information to the AB86 Project Monitor Neil Kelly, at Name of Subcontractor Term Dates Amount of the subcontract Purpose of Subcontract Detailed Activities Confirmation that local RFP process was followed Q - Can subcontractors charge indirect? A – AB86 is limited to 4% indirect. Check with your fiscal agent on policies and procedures for allowable indirect on subcontracts. 4/18/2014

Subcontracting FAQs (cont.) Q - Is there a fundamental difference between using a subcontract to pay the member districts of the consortium vs. "subcontracting" to a consulting firm? A – Determining if a working relationship requires a subcontract is based on many factors. The regional consortium’s fiscal agent will determine if a subcontract is necessary for paying a member district, and for paying a consulting firm. Q - If the fiscal agent, because of its own policies or issues, does not want to hire a subcontractor, can one of the other agencies be the hiring agency and be reimbursed by consortium funds? A – The regional consortium must work together with the fiscal agent to agree upon AB86 expenditures. Q - Our partner cc district can send us an invoice for allowable personnel expenses with back up timesheets? A – The consortium’s fiscal agent will determine the appropriate internal billing process for expenses. This will be based on the fiscal agent’s local policies and procedures. The processes used must be auditable. 4/18/2014

Final Words Be mindful of the resources you have and ensure resources are left to build the collective efficacy of the members and partners. Focus on building lasting capacity – not a plan that looks good but might be obsolete soon. Build structures that build relationships. The planning process is not just about producing a product. 4/18/2014

For More Information… Share the good work that you are doing by being a webinar presenter – Contact the Work Group at 4/18/2014