Meeting Minutes Friday Dec. 11, 2020

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

Friday, December 11, 2020 –  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.

Also present were: Stan Goligoski – YCESA, Jenn Nelson – YCESA, Frank Vander Horst – YCESA e-Rate, Larry Fullmer – Chino Valley USD, Rudy Gutierrez – Sparklight, Bill Stiteler – MICTED, Patrick Keeling – HUSD, Virgina Volkman – Sedona Charter, Scott Worden – Beaver Creek, Steven Peterson PUSD

MINUTES

Call to Order (President Epperson)

President Epperson called the meeting to order at 10:02am

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 Minutes for September 4, 2020
2. Approval of the Special Meeting Minutes of October 27, 2020
3. Approval of the Special Meeting Minutes of November 20, 2020
4. Approval of the Agenda for the regular Meeting of December 11, 2020

Bob Weir made a motion to approve the consent agenda as presented; John Morgan seconded the motion; it was unanimously approved 7/0 by Kathy Epperson, Marvy McNeese, Gary Cummins, Christine Griffin, John Morgan, Bob Weir and Bill Sakelarios.

Discussion, and Action Items: Legislative Update, Secure Rural Schools Act/ Forest Fee Management Association Report (Superintendent Carter)

Mr. Carter advised the board there has been no political movement for the Secure Rural Schools Act and that it might not see any progression until early 2021. Currently there are 2 bills in Congress and they may not have movement until Jan. or Feb. 2021. Mr. Carter will be in DC the second week of February to meet with individuals regarding the Secure Rural Schools.

Presentation, Discussion and Action Item: Treasurer’s Report (Treasurer Cummins)

1. Finance Accounts

Gary advised the board there is no new information to report.

Presentation, Discussion and Action Item: RATIFY, MEMBER APPROVED, AMENDMENT No. 1 to the INTERGOVERNMENTAL AGREEMENT for the Yavapai County Educational Technology Consortium (YCETC) dated July 1, 2020 to June 30 2030.

“In accordance with A.R.S. § 11-952, and to facilitate the Consortium’s work including but not limited to its role and involvement with the E-Rate program, broadband administration, State and federal grants, and acceptance of private donations, the Parties hereby authorize the Consortium to form a separate legal entity to be known as the Yavapai County Educational Technology Consortium, Inc. (or substantially similar name). The entity is to be an Arizona nonprofit corporation governed by the Board of Directors as provided in the Amended Bylaws, dated June 18, 2009”. (Superintendent Carter)

Mr. Carter Reminded the board this is a ratification of the approved amendment to the IGA

Presentation, Discussion and Action Item: PROPOSAL OF BY-LAW CHANGE, Amend Article II, Duties and Responsibilities of the Board, Add Section 6, to Read: “ To facilitate the Consortium’s work, including but not limited to its role and involvement with the E-Rate program, broadband administration, State and federal grants, and acceptance of private donations, the Consortium has formed a separate legal entity to be known as the Yavapai County Educational Technology Consortium, Inc. The entity is to be an Arizona nonprofit corporation governed by the Board of Directors as outlined herein”. This Action will Require a Simple Majority Vote of the Board of Directors. Ratification will at Least Two Weeks Later after Publishing for the Membership, and Will Require a Final 2/3 Vote of the Board of Directors. (Superintendent Carter)

Mr. Carter advised the board that 8 A and B can be approved together because the ratification leads to the proposal of the by-law change. The next meeting the board will ratify the proposal of the change to the by-laws.

Bob Weir made a motion to approve the ratification outlined in item 8A and approve the proposal of by-law change outlined in item 8B; Marvy McNeese seconded the motion; it was approved unanimously 7/0. By Kathy Epperson, Marvy McNeese, Gary Cummins, Christine Griffin, John Morgan, Bob Weir and Bill Sakelarios.

Presentation, Discussion and Action Item: Deciding who will be the Person to Sign Legal Documents as a “Resolution Authorizing Who Can Approve and Sign Legal Documents” (Treasurer Cummins)

Gary advised the board that the President, Vice President and Treasurer are able to sign checks, but there needs to be a designation for signers for legal documents in writing. After discussion the board agreed that the following officers are authorized to legal documents; Vice President, President, and Treasurer.

Gary Cummins made a motion to approve the President, Vice President and Treasurer are approved to sign legal documents, Christine Griffin seconded the motion; it was unanimously approved 7/0 by Kathy Epperson, Marvy McNeese, Gary Cummins, Christine Griffin, John Morgan, Bob Weir and Bill Sakelarios.

Presentation, Discussion and Action Item: Approval of the “Agreement for E-Rate Service Between Yavapai County Education Technology Consortium and Yavapai County through the Yavapai County School Superintendent”

Mr. Carter advised the board that the annual agreement has no changes other than including the wording of the “Through Yavapai County School Superintendent”.

Christine Griffin made a motion to approve the agreement for E-Rate Services; Bob Weir seconded the motion; it was unanimously approved 7/0 by Kathy Epperson, Marvy McNeese, Gary Cummins, Christine Griffin, John Morgan, Bob Weir and Bill Sakelarios.

Presentation, Discussion Item: Technology and E-Rate Report (Stan Goligoski and Frank Vander Horst)

Frank advised the board that January 2021 E-Rate rules may be changing to add hot spots.

Presentation, Discussion and Action Item: Potential Future Projects or Initiatives and Potential Funding Requests to the Forest Fee Management Association (FFMA)

1. Potential Equipment Purchase to Support “Hub and Spoke” Technology Update – Rudy Gutierrez with Sparklight answered questions from the board and from IT directors of COCSD, Chino Valley USD, Bagdad USD, HUSD, PUSD and Beaver Creek. The hub and spoke with be a main “hub” for the fiber connections to the member districts of YCETC. The districts were concerned about security, maintenance and accessibility if the “hub” goes offline. The equipment needed for the “hub and spoke” would cost $30,000 with $22,000 of that e-ratable so the total cost would be $8,000. This would allow the districts to save more money in the long run for billing. The IT directors were concerned with IP address uses and how a block of IP would be provided but not able to use their current IP addresses. The districts had many questions and concerns about a hub and spoke model. Rudy will reach out to his staff to meet with IT directors, Stan and Frank. The group will meet the week of Dec. 14^th to work out questions and concerns of the district members. Based off how that meeting goes then there will or will not be a special meeting needed in Jan.
2. In Home Internet Service Delivery Method – Stan advised the board that there is a lot of technology available to have internet reach homes for students that do not have internet. The technology available can be an umbrella to provide internet for students. SimpleWAN is “super-hot spot” device that runs off T-Mobile and AT&T hotspots, PUSD director took the device to rural Chino where there is limited connectivity for internet and the device delivered enough internet for online learning and basic internet searching. Mr. Carter advised the board that the County School Superintendents, the Arizona Rural Schools Association, Arizona Department of Education, the Governor’s Office of Technology and Arizona Business Education Coalition are all in partnership to develop a consortium that Arizona Rural Schools Association will maintain and create a public/private partnership, and a carrier that could put up a tower to get 7 miles of internet into homes at $10 a month.

Discussion and Action Item: The Board will add future meeting dates (President Epperson)

March 19, 2021 10am
June 18, 2021 10 am
September 10, 2021 10am
December 10, 2021 10am

Bill Sakelarios made a motion to have meeting dates for September and December changed; Marvy McNeese seconded the motion; it was unanimously approved by Kathy Epperson, Marvy McNeese, Gary Cummins, Christine Griffin, John Morgan, Bob Weir and Bill Sakelarios.

Action Item: Adjournment

President Epperson adjourned the meeting at 11:45 am