Meeting Minutes December 9, 2022

Yavapai County Educational Technology Consortium (YCETC)
Board of Directors  Meeting Minutes

Friday, December 9, 2022 – 10am

YCESA – training room – Zoom
2970 Centerpointe E Dr, Prescott 86301

Board Members and the Public May Attend by Telephonic or Electronic Means.  Call 928-442-5692. No Code is Needed. or via zoom

Also present were:  Frank Vander Horst – YCESA e-Rate, Jenn Nelson – YCESA 

Call to Order (President Epperson)

President Epperson  called the meeting to order at 10:02 AM.

Welcome and Establishment of Quorum (President Epperson)

A quorum was established.

Pledge of Allegiance (President Epperson)

Limited Call to the Public

• The public is invited to speak about any agenda items
• There is a limit of three (3) minutes per speaker and 20 minutes total
• Request to speak must be in writing and provided to the Clerk at the beginning of the meeting or prior to any agenda item
• The President has absolute direction over procedural matters
• The board may waive their “Public Participation Policy” as it applies to all speakers
• Members of the public may indicate their support or opposition to a topic, in writing that will be noted and entered into the record
• The board may not respond to comments from the public but may ask the facilitator to respond or place the item on a future agenda

There was no limited calls from the public

Discussion and Action Items of the Consent Agenda: All items on the consent agenda may be adopted as a whole with one motion, unless a member of the Board wishes to consider it separately

1. Approval of the Annual Meeting Minutes of September 9, 2022
2. Approval of the Meeting Agenda for December 9, 2022

Matthew Schumacher made a motion to approve the consent agenda as presented; John Morgan seconded the motion; it was unanimously approved 8/0 by Bill Sakelarios, Kathy Epperson, Matthew Schumacher, Marvy McNeese, Gary Cummins, John Morgan, Mike Westcott and Corey Christians.

Presentation, Discussion, Action Item: Treasurer’s Report, Including Consideration of a “Rainy Day” Fund. 

Gary advised the board all bills are paid and there is no issue with accounting. Gary and the board discussed the possibility and need of a “Rainy Day” fund, the board did understand the need for extra funding for unknown expenses. The board did not see a need for the fund at this time and no action was taken.

Presentation, Discussion and Action Item: The Sparklight Broadband Contract Will Conclude on June 30, 2023. At our September Meeting, the YCETC Board Authorized Legal Counsel (Wright, Welker and Pauole) be Retained, and the Development of a Request for Proposals be Developed, Reviewed, Distributed and Review Team Approval Under the Authority of the Board. Due to the timelines, potential Actions will be Provided at the Meeting. 

Mr. Carter advised the board the RFP was developed and sent out, 3 proposals had been received. Frank discussed with the board the 3 proposals were from Cox- 4 locations, Sparklight – 39 locations and Optimum – 2 locations. There were 17 locations that did not receive proposals. Any location using less than 300Mbps may see a price increase of up to 100% and locations using 500Mbps and more will see a price decrease of up to 83%. Sparklight’ s offer is a 1, 2, 3 and 5-year contract and prices decrease the longer the contract, Cox’s offer is a 10-year contract. The board discussed the proposals at length and decided to agree to a 3-year contract with Sparklight and have the funds blended and any excess savings would go to a reserve fund, advise Frank to create a best and final offer for Cox with a 3-year contract, reject Optimum’s offer and create a new RFP for 18 locations (17 of the locations that received no proposal plus Sedona Oak Creek)
Kathy Epperson made a motion to accept the Sparklight offer for the 3-year contract with a blended fund and excess savings will go into a reserve fund for the 39 locations; Direct Frank to present and accept a Best and Final Offer to Cox for a 3-year contract, with the option to negotiate a 5-year contract if needed; Direct Frank to draft a new RFP for the 18 locations for fiber and beyond; and to reject Optimum’s proposal; John Morgan seconded the motion; it was unanimously approved 8/0 by Bill Sakelarios, Kathy Epperson, Matthew Schumacher, Marvy McNeese, Gary Cummins, John Morgan, Mike Westcott and Corey Christians

Presentation, Discussion and Action Item – Member Survey Results

District representatives came to the consensus that the tech admin wanted to be able to gather, meet and communicate. Topic of discussions were ADE requirements and requirements from The Trust.

Presentation, Discussion and Action Item – As a Result of the Survey, Ratify the Action of President Epperson, to Create and Maintain a YCETCtechtalk@gmail.com Email Option to Allow for Membership Communication and Q and A Chat Room

Kathy advised the board she created the email and through google chat members can communicate their tech needs and issues. The board discussed limiting the membership to the community chat to only IT staff designated by administration and associated as a YCETC member.
Corey Christians made a motion to ratify the creation of YCETCtechtalk@gmail.com and utilize the tech talk group chat for YCETC members designated by administration from charters or districts; Mike Westcott seconded the motion; it was approved unanimously by Bill Sakelarios, Kathy Epperson, Matthew Schumacher, Marvy McNeese, Gary Cummins, John Morgan, Mike Westcott and Corey Christians.

Presentation, Discussion and Action Item – Assuming the Approval of Item #9, the Board Will Create an Acceptable Use Policy for the YCETCtechtalk@gmail.com Domain

The board discussed developing an acceptable use policy and those who are part of the tech talk communications committee would be best to create it. The board discussed Item 11 and 12 during this item as well.

Presentation, Discussion and Action Item – Consider the Authorization of a Committee of IT Professionals, and How they Will be Selected, to Make Recommendations to the Board About Specific IT Needs of Yavapai County Schools

The board reviewed how to create a committee of IT professionals. They committee will need to have a set of by-laws or rules to follow. The board discussed that the Part Time Educational Technology Coordinator could possibly be the creator of the acceptable use policy and be the admin for the tech talk group, so a committee wouldn’t be necessary.
The board agreed to postpone voting on items 10 and 11 until item 12 has been followed through.

Presentation, Discussion and Action Item – Should the YCETC Consider Asking the Forest Fee Management Association (FFMA) for Funding to Provide for a Part Time Educational Technology Coordinator

The board discussed that the coordinator could be in place of a committee and be administrative support for the tech talk group.
Matthew Schumacher made a motion to direct Mr. Carter to request FFMA for funding for a Part Time Educational Technology Coordinator with terms to be determined; Mike Westcott seconded the motion; it was approved unanimously by Bill Sakelarios, Kathy Epperson, Matthew Schumacher, Marvy McNeese, Gary Cummins, John Morgan, Mike Westcott and Corey Christians.

Discussion and Action Item: The Following Meeting Dates have been Established by the Board. The Board may add Future Meeting Dates

December 13, 2022 – special meeting 8 am
January 13, 2023 10 am
March 10, 2023 10 am 

Action Item: Adjournment

Meeting was adjourned at 11:42 am