Meeting Minutes Friday June 18, 2021

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

Friday, June 18,  2021 – 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,

MINUTES

Call to Order (President Epperson)

President Epperson  called the meeting to order at 10:04 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 seperately

1. Approval of the Regular Meeting Minutes of March 26, 2021
2. Approval of the Agenda for June 18, 2021

Christine Griffin made a motion to approve the consent agenda as presented; Marvy McNeese seconded the motion; it was unanimously approved 6/0 by Bill Sakelarios, Kathy Epperson, Marvy McNeese, Christine Griffin, Corey Christians and Gary Cummins

Discussion and Action Item: Legislative Update, Secure Rural Schools Act / Forest Fee Management Association Report

Tim Carter advised the board there are 2 bills going through Congress the primary bill is moving and hoped to get passed as standalone bills. Nothing legislatively that would negatively affect YCETC, but there is still not an approved State Budget and they may just pass a skinny budget until agreement is met. There are 2 seats up for re-election, Group 2 represented by Bob Weir and Group 3 represented by Christine Griffin, Christine has expressed interest in being re-elected for the board.  Stan advised the board that FFMA is unable to fund $451,611 of the approved $851,611 amount due to lack of funds, but the FFMA is dedicated to still funding technology requests and will encumber funds when they are available, all districts agree to wait until funding is available.

Presentation, Discussion and Action Item – Treasurer’s Report

1. Finance Accounts – Gary advised the board that all accounts are up to date and no late accounts. No issues to report

Presentation, Discussion and Action Item -Technology and E-Rate Report

1. Countywide School IT Department Update – Stan presented the board with the proposal/concept of a Countywide IT Department. The program would be funded through the House Bill 2022 allocating $30 million for the next three years to fund county education service agencies for any newly formed 5-year initiative program. The countywide IT department conceptually would be run through Yavapai College, some districts would maintain their original IT structure but IT employees will now be employed through Yavapai College, receive competitive wages, and have opportunity for career growth. The countywide IT department would be available to support districts with no IT, charters and private schools. The program if funded will be not implemented until 2022 but the application process will begin July 2021 once the state budget is passed. The program will be requesting a total of $9 million which is $3 million for the next 3 years, during this time period members of the countywide IT department will be paying fees for the service, this will ensure the department will be able to sustain after the 3-year funding is completed.
2. Possible Leader for County High-Speed Broadband Initiative – Stan presented the board with the broadband initiative proposal to the Arizona Commerce Authority (ACA) to expand the broadband infrastructure program. The funding available would be around $65 million and would bring broadband in to platted homes and businesses. Stan is working closely with the county administrators who are heading the project. This project will allow Yavapai County to be at the forefront of innovations by providing high-speed broadband to over 236,000 residents.
3. Final Mile Update – The board agreed that if broadband if brought to homes/residents/businesses it would complete the final mile. Beaver Creek has been funded for broadband and should be completed by May or June of 2022

Frank updated the board that 7.2 billion dollars as an emergency fund will pay for internet service to students’ homes, hotspots, tablets and laptops. The funding window will open around June 29^th and will be open for 45 days for schools and libraries to apply. 50% of applications should be funded around October. Schools will need to rationalize their needs for students that do not have proper home internet access or laptops, tablets or hotspots, libraries will not have to rationalize spending.  All service and devices can only go to students and school staff that do not have sufficient service or device for remote learning. If any funds are remaining, then schools can apply for retroactive costs from the past years. If there are funds remaining, then schools and libraries can apply for retroactive reimbursement of spending based on priority rate where rural schools and libraries will receive an additional 5% discount rate. Schools and Libraries cannot use ESSER funds and emergency funds combined, they must be kept separate

Presentation, Discussion Item  –  Is there an Interest in Using ESSER I, II, and III Funding, Related to COVID – 19 for a Collaborative Purchase of Technology or Related Items that Could Qualify under E-Rate?

The board discussed if a collaborative purchase for districts would be necessary, and if districts/charters and libraries are even interested in. It was reiterated that ESSER Funds and ECF funds must be kept separate. ECF funds are only for students who need it internet services, laptops, tablets or hotspots. ESSER funds are not available for E-Rate but ECF funds are. The board agreed to send out a survey to see what the schools, charters and libraries plan to purchase if anything to see if a collaborative purchase can be made and it would be 100% E-Ratable. Stan will draft a survey question and him and Mr. Carter will send it out to administrators and IT for feedback. The application window is only open for 45 days, so feedback would need to be returned no later than July 15. The board agreed that if there was enough need and it could be a beneficial collaborative purchase Stan can make the purchase.

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

September 10, 2021 10am
December 10, 2021 10 am
March 4, 2022 10 am
June 3, 2022 10 am
September 9, 2022 10 am
December 9, 2022 10 am

The board discussed possibly having a July Meeting if it is needed.

Action Item: Adjournment

Meeting was adjourned at 11:07 am