YCETC - Yavapai County Technology Consortium - Making Educational Connections Worldwide

Meeting Minutes February 29, 2024

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

Thursday, February 29, 2024 4pm

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

Board Members and the Public May Attend via TEAMS

Rep.PEXP

Attending Members – P=Present; EX=Previous notice of absence; ABS=No previous notice of absence
Board MembersYCETC TitleFeb. 29June 14Sept. 13Dec. 13
Tim CarterEx Officio FacilitatorP   
Larry FullmerInstructional Technology Rep.P   
Kathy EppersonInstructional Technology Rep.P   
Jessica VoccaGroup 3 School Rep.P   
Mike WestcottGroup 2 School Rep.P   
Marvy McNeeseGroup 1 School RepP   
John MorganYavapai College Rep.P   
Corey ChristiansLibrary Rep.EX   
Bill SakelariosCharter Rep.P   

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

Call to Order (President Epperson)

President Epperson called the meeting to order at 4:01 pm

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 Item 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 Meeting Minutes of December 8, 2023
  2. Approval of the Special Meeting Minutes of February 20, 2024
  3. Approval of the Meeting agenda for February 29, 2024
  4. Approval of the Arizona Corporation Commission Annual Report
  5. Approval of Letter of Agency, which authorizes the Yavapai County School Superintendent to submit FCC Form 470, FCC Form 471, and other E-rate forms to the schools and libraries Division of the Universal Service Administrative Company on Consortium’s behalf.
    Marvy McNeese made a motion to approve the consent agenda as presented; Bill Sakelarios seconded the motion; it was approved unanimously 5/0 by Kathy Epperson, Mike Westcott, Marvy McNeese, John Morgan and Bill Sakelarios

Presentation Discussion Item: : Legislative Update, Broadband Update and Forest Fee Management Association (FFMA) Information 

Larry Fullmer joined the meeting.
Mr. Carter updated the board with that no current legislation impacts YCETC. There are 2 active bills for Secure Rural Schools, but no movement. Funds are now over a year behind and FFMA may not be making any allocations due to no funding available other than encumbered funds. Broadband is moving forward with progress. Congress build is effectively completed. Black Canyon City is making progress, underground construction is proving to be an issue with equipment damage, but estimated to be completed by September 2024. WECOM and Sparklight are in pre-engineering phase, everything is on time and budget so far.

The Board of Directors May Adjourn into Executive Session to Discuss Advice of Legal Counsel and Make Decisions Regarding Legal Options and Potential Litigation: The open meeting law requires a public body to advise all persons attending an executive session that such minutes and information are confidential. A.R.S 38-431.03(C). Members of a public body and others attending the executive session must ensure that the information remains confidential. In addition to violating the Open Meeting Law, criminal charges may arise from a release of confidential information from executive session. “A public officer or employee shall not disclose or use, without appropriate authorization, any information that is acquired by the officer or employee in the course of the officer’s or employee’s official duties and that is declared confidential by law” A.R.S 38-504 (B)

Larry Fullmer made a motion for the board to adjourn the meeting and move into executive session at 10:10 am; John Morgan seconded the motion; it was unanimously approved 7/0 by Kathy Epperson, Mike Westcott, Marvy McNeese, John Morgan, Bill Sakelarios, Jessica Vocca and Larry Fullmer.
The board reconvened at 10:30 am. Executive session minutes are confidential. Jessica Vocca joined the meeting during executive session at 10:15 am

Presentation, Discussion and Action Item: Review, Discuss and Direction regarding the following

• After the YCETC Board awarded Sparklight with 37 locations in response to the first RFP for YCETC Broadband Services, Sparklight came to the realization that their Pricing was not competitive in the marketplace, and significantly reduced their pricing (~40% at some speeds/terms).
• If Lumen had responded to the 1st RFP, this would have become apparent at that time.
• The Board voted to approach Sparklight regarding their new, lower pricing, and request their consideration in lowering their pricing to the consortium?
• YCETC is one of Sparklight’s largest customers, and customers with a much smaller purchase are enjoying much lower pricing.
• Sparklight did not address our concern, and in fact made several inaccurate remarks.
• Mr. Vander Horst and President Epperson have drafted a Letter of Response that will go to Sparklight under the President’s signature, to correct the inaccurate information and request lower pricing.
• Sparklight responded back to YCETC, and basically dismissed the concerns.
• President Epperson, Superintendent Carter, and Mr. VanderHorst have been Holding Back Channel Communications with Representatives of Various State Agencies in Regard to Due Process and Will Share the Information with the Board of Directors
• The Board may Provide Direction to Legal Counsel.

The board agreed to advise legal counsel to take no action

Information, Discussion and Action Item: Election of President

The board discussed the new board President would take effect April 6, 2024, upon Kathy’s retirement. The new President and the Treasurer will need to make the following changes at the bank: remove President Epperson and add new President.
John Morgan made a motion to nominate Larry Fullmer as the new President of YCETC for term beginning April 6, 2024, and ending 2025; Marvy McNeese seconded the motion; it was unanimously approved 7/0 by Larry Fullmer, Kathy Epperson, Mike Westcott, Marvy McNeese, Jessica Vocca, John Morgan and Bill Sakelarios.
Mr. Carter advised the board he will send out nomination requests for a new member to fill the IT vacant seat

Discussion and Possible Action Item: Approval of the following contracts for internet services

• Crown King school and library – a shared single circuit of 100 Mbps with Lumen for a 3-year term, for $389.00 plus taxes (quote attached)
• Hillside School District – a 1 year term with SpaceX at a cost of $250/month plus a onetime equipment cost of $2,985 (quote attached)
• Yavapai County Library District – a 1 year term with SpaceX at a cost of $250/month for 1 TB/month, or $500/month for 2 TB/month
• Ash Fork, Bagdad, Seligman, Wilhoit, Yarnell – Still waiting for quotes.
Frank discussed with the board the quotes shared above, and advised the board that he will reach out to Cory Christians regarding the need of 1 TB/month or 2 TB/month, and that the onetime equipment cost for Hillside is covered by E-rate. The board discussed how the Crown King school and library are billed, Frank advised they are each billed 50 Mbps as separate entities.
Larry Fullmer made a motion to approve the above contracts as presented; John Morgan seconded the motion; it was unanimously approved 7/0 by Larry Fullmer, Kathy Epperson, Mike Westcott, Marvy McNeese, Jessica Vocca, John Morgan and Bill Sakelarios.

Discussion and Action Item: The following Meeting Dates have been established by the board. The board may add future meeting dates:

June 14, 2024 10am
September 13, 2024 10am
December 13, 2024 10am

No action was taken

Action Item: Adjournment

Meeting was adjourned at 10:50 am