Yavapai County Educational Technology Consortium
Serving Yavapai County through Technology
The Yavapai County Educational Technology Consortium is organized as a voluntary educational cooperative program specifically for, but not limited to:
- Promoting shared educational technology activities among district, charter, community college, college, university and library participants,
- Creating a county wide instructional delivery system that will allow site to site interaction,
- Providing broadband connectivity from the state to the Yavapai County Educational Technology Consortium and to our individual participants’ sites,
- Insuring redundant, secure and sustainable service,
- Providing a coordinated educational communication network that requires a joint integrated approach between participants and assures local control of the end use of the product.
School Districts We Service
2017 Board Meeting Agendas
Board Meeting Minutes
Article I - Purpose
The Yavapai County Educational Technology Consortium is hereby organized as a voluntary educational cooperative progrm specifically for, but not limited to:
A. Promoting shared educational technology activities among district, charter, community college, college, university and library participants,
B. Creating a county wide instructional delivery system that will allow site to site interaction,
C. Providing broadband connectivity from the state to the Yavapai County Educational Technology Consortium and to our individual participants’ sites
D. Insuring redundant, secure and sustainable service,
E. Providing a coordinated educational communication network that requires a joint integrated approach between participants and assures local control of the end use of the product.
F. The Yavapai County Educational Technology Consortium is organized exclusively for charitable, educational, and scientific purposes under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Article II - Board of Directors
SECTION 1. General Powers, Number, Tenure and Qualifications. The activities of the Consortium shall be managed by a Board of Directors numbering sixteen (16) members with an initial term ending June 30, 2010. The Board of Directors shall institute a staggered lottery system such that reasonable continuity is assured as outlined below:
Tier One five (5) members 1 year term extension until June 30, 2011
Tier Two six (6) members 2 year term extension until June 30, 2012
Tier Three five (5) members 3 year term extension until June 30, 2013
Thereafter, the terms of Directors shall be for three (3) years and shall commence on July 1 and terminate on June 30. Directors may be elected or appointed to successive terms without limit.
SECTION 2. Members of the Board of Directors.
A. The Directors shall be:
- A representative of Yavapai College, appointed by the College President,
- A representative of the Education Service Agency, appointed by the Yavapai County School Superintendent,
- A representative nominated and elected by the charter schools of Yavapai County,
- A representative of Prescott College, appointed by the College President,
- A representative of the Yavapai County Management Information Systems (MIS) Department,
- Five (5) representatives of the various public school districts, based on their annual student population (Average Daily Membership, published by the Arizona Department of Education). The Board of Directors will from time to time determine the districts that make up the membership of these five groups with approximately the same number of districts in each group. If the election does not result in a plurality for any candidate, those tied with the highest number of votes, will break the tie by lot, under the supervision of the Board, at a regular, special or annual meeting. These representatives must be nominated and elected by the districts that are part of that specific group. On the date of the adoption of these Bylaws, the membership groups shall be:
- Group 1 Crown King, YCASD, Yarnell, Skull Valley, Hillside
- Group 2 Seligman, Kirkland, Congress, Canon, Ash Fork
- Group 3 Clarkdale-Jerome, Bagdad, VACTE, Mountain Institute, Mayer, Beaver Creek
- Group 4 Mingus, Camp Verde, Sedona Oak Creek
- Group 5 Prescott, Humboldt, Chino Valley, Cottonwood-Oak Creek.
- Five (5) representatives of Instructional Technology Departments / Agencies nominated and elected by their peers.
- The Yavapai County School Superintendent, who shall serve as an ex officio, non-voting facilitator.
- A representative of the Yavapai County Library District.
- Ineligible to serve on the Forest Fee Management Board of Directors.
B. Vacancies on the Board of Directors occasioned by resignation or any other reason may be filled in the same manner as the original member was selected.
C. At all times during the term of a Director, that individual must be in good standing within the group, agency, or entity from which they were originally selected.
SECTION 3. Meetings of the Board.
A. The annual meeting of the Board of Directors shall be held during the month of September of each year.
B. In addition to the annual meeting, the Board shall hold three (3) regular meetings each year, in December, March, and June. Special meetings may be called by the President, or by at least five (5) Board Members by written request, or by the Board of Directors by majority vote of the quorum present at a regular meeting.
C. A Director will be removed from office upon the occurrence of either of the following:
(1) Failure to attend a majority of meetings in a fiscal year; or
(2) Failure to attend three (3) consecutive regular meetings.
This shall apply to every Director, regardless of whether he or she is serving prior to the date of adoption of these Bylaws. If a Director is removed, the Board shall cause a written notice to that effect to be sent by first class registered mail to the Director who was removed.
D. A simple majority of the voting members of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board.
E. Meetings of the Board of Directors, whether regular or special, may be held by means of telephonic or similar communications equipment, by means of which all persons participating in the meeting can hear each other. A request to attend a regular meeting by teleconference requires a seventy-two (72) hour notification to the President or the Secretary / Treasurer. Participation in a meeting pursuant to this section shall constitute presence in person at such meeting. No proxies are allowed.
F. Directors should notify the President or Secretary-Treasurer of an impending absence, seventy two (72) hours in advance of the meeting if possible.
G. Any Director may, prior to posting, submit an item to the President or the Secretary / Treasurer for inclusion on the next agenda.
H. Agendas for regular meetings shall be posted five (5) days in advance. Special meetings require a twenty-four (24) hour posting. The posting shall be provided to each Director, all Consortium members, to anyone who makes such a request, and it shall be placed on the Yavapai County and Consortium websites.
SECTION 4. Duties and Responsibilities of the Board. The Board of Directors shall have the duty to see that the purposes of the Consortium are carried out. They are responsible to:
A. Attend meetings on a regular basis, representing the interest of the group they represent while keeping the best interest of the Consortium in mind,
B. Regularly determine that the business and assets of the Consortium are efficiently and effectively handled;
C. Establish policy and guidelines with respect to the operation and management of the Consortium and its several projects;
D. Establish policies for the effective management of the technological system,
E. Establish a communication network among partner agencies,
F. Immediately disclose any conflict of interest (financial interests, family matters, legal constraints) they may have, and refrain from participating in discussions or decisions in regard to the conflict
SECTION 5. Acceptance of Gifts. The Board of Directors may accept on behalf of the Consortium any contribution or gift, subject to whatever conditions are attached to the gift, as long as it does not conflict with the Bylaws of the Consortium, and is permitted by state and federal law.
Article III - Officers
SECTION 1. Officers. The officers of the Consortium shall be President, Vice-President, and Secretary-Treasurer and such other officers as the Board may determine. Unless otherwise authorized by the Board of Directors, all officers must be voting members of the Consortium.
SECTION 2. Election and Term of Office. The officers of the Consortium shall be elected annually by the Board of Directors at the regular annual meeting. Officers will serve a one year term and may hold office for consecutive years without limit. The Board of Directors may replace officers who resign the office or end their service to the Consortium as needed.
SECTION 3. President. The President shall preside at all meetings of the Board of Directors. He or she shall sign all instruments or contracts requiring execution on behalf of the Consortium and appoint all committees subject to approval of a majority of the Board of Directors. The President shall serve as an ex-officio member of all committees.
SECTION 4. Vice-President. The Vice-President shall perform the duties of the President in his or her absence and shall perform such other duties as may be assigned by the President or the Board of Directors.
SECTION 5. Secretary-Treasurer. The Secretary-Treasurer may, with the consent of the County School Superintendent, utilize one or more staff members of the County Schools Office to carry out the duties. The Secretary-Treasurer shall see that minutes of all meetings of the Board of Directors, and all appointed committees, are kept and filed. He or she shall give, or cause to be given, notice of all meetings of the Board and of all appointed committees and shall have general supervision over the care and custody of all funds and securities of the Consortium. The Secretary-Treasurer shall keep or cause to be kept, full and accurate accounts of all receipts and disbursements of the Consortium and will nominate, at a meeting prior to the annual meeting, an impartial person to perform a review of the year’s financial activities. The report of this audit/review will be presented at the annual meeting.
SECTION 6. President Pro Tempore. When the President and Vice-President are both absent, the Board may appoint a temporary Presiding Officer from among the members present.
SECTION 7. County School Superintendent. The Yavapai County School Superintendent, shall serve as an Ex-Officio, non voting member, of the Board of Directors. The Superintendent shall facilitate the meetings of the Consortium and provide administrative support as requested by the Board. The Superintendent may appoint other facilitators to assist the Consortium from among the staff of the Education Service Agency.
Article IV - Committees
SECTION 1. Appointment. The President, with the approval of the Board of Directors, may appoint advisory committees to carry out the objectives and purposes of the Consortium. Such committees shall have at least three (3), but less than a quorum of the Board Members, but additional members of interested persons from throughout the community may be appointed whose expertise will be of benefit to the work of the committee. In addition to the standing committees identified in Article IV, Section 2, the President may, as appropriate, appoint other standing and ad-hoc committees to address specific projects of the Consortium.
SECTION 2. Standing Committees.
A. Executive Committee. This committee (President, Vice-President, Secretary-Treasurer, County School Superintendent, Facilitator) shall be responsible to carrying out the administrative functions of the Consortium.
B. Grants Committee. This committee shall be responsible for coordinating and securing grant funding, based on the guidance of the Board of Directors.
C. Bylaw Committee. This committee shall be responsible for regularly reviewing the Bylaws and recommending changes as needed.
D. Finance Committee. This committee shall be responsible for proposing an annual budget, creating an annual finance report, insuring compliance with all applicable state and federal laws, meeting all tax reporting requirements, and making recommendations to the Board of Directors in regard to audits.
E. Technical Resource Committee. This committee shall identify best practices for technical support services, interoperability problem resolution, joint procurement and disposal, and infrastructure sustainability.
Article V - Amendment of Bylaws
Article VI - General Provisions
SECTION 1. Agency Office. The principal office of the Consortium shall be located in the State of Arizona at the office of the Yavapai County School Superintendent at 1015 Fair Street, Prescott, AZ 86305-1852, or as subsequently changed by the Board of Directors.
SECTION 2. Fiscal Year. The Fiscal year ends the last day of June of each year and begins the first day of July.
SECTION 3. Date of Adoption of Bylaws. The Bylaws were adopted by the Board of Directors on June 18, 2009 and amended on December 16, 2010, June 16, 2011, October 6, 2011, and February 16, 2012.
Article VII - Dissolution
Yavapai County Educational Technology Consortium