Meeting Minutes Friday March 26, 2021

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

Friday, March 26, 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 was unable to attend so Vice President McNeese called the meeting to order at 1:04 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 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 December 11, 2020
2. Approval of the Special Meeting Minutes of January 22, 2021
3. Approval of the Agenda for March 26, 2021

Bill Sakelarios made a motion to approve the consent agenda as presented; John Morgan seconded the motion; it was unanimously approved 7/0 by Bill Sakelarios, John Morgan, 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 is nothing in legislation that will negatively affect the board, but there is still no update on the secure rural school funds and forest fee management funds. FFMA is still waiting on funds from September 2020.

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.

Presentation, Discussion and Action Item – RATIFICATION OF BY-LAW CHANGE – Amend April 11, 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 Item Now Appears in the Intergovernmental Agreement Which Authorizes the Yavapai County Educational Technology Consortium (YCETC). The Board Proposed this Item by a Unanimous Majority Vote on December 11, 2020. Ratification Must be at Least Two Weeks Later After Publishing for the Membership, and Will Require a Final 2/3 Vote of the Board of Directors

Tim Carter advised the board this is a ratification of their proposal from the December meeting. Once this is ratified the board will have to create the Yavapai County Educational Technology Consortium Inc. through the Arizona Corporation Commission. This will allow the board to accept private donations as a non-profit. It was discussed that the new organization will only have an agenda if there is an item that needs approval. If there is an item that needs approval it will be included at the end of the YCETC regular agenda as a separate board meeting. The board will have an item at the next meeting to discuss how to deal with the additional agendas, funds and accounts.

Marvy McNeese made a motion to approve the ratification of the change to the by-laws; Corey Christians seconded the motion; it was unanimously approved 7/0 by Bill Sakelarios, John Morgan, Kathy Epperson, Marvy McNeese, Christine Griffin, Corey Christians and Gary Cummins

Presentation, Discussion Item  – Technology E-Rate Report

Frank advised the board that the FCC has approved 3.2 billion dollars for the “final mile” and will come out with curriculum soon. There is 7 billion dollars in the new COVID relief bill for “final mile” under e-rate. There is potentially $10 billion dollars for the “final mile”. The “final mile” is for hotspots, chrome books, internet services at home etc. The parameters of the funds have not yet been specified, but it will be prorated for 1 year.

Presentation, Discussion and Action Item: Potential Future Projects or Initiatives, and Funding Partnership.: Potential Agreement between YCETC and UWYC to Begin Fundraising Efforts Focused on Delivering in Home Internet Service to Students in Yavapai County

Stan advised the board that YCETC and UWYC have decided not to run a campaign for $150,000 because there are more funds coming in from broad band and it would not look right for UWYC if donors donate when additional if not more funds are available. The UWYC agreed and is supportive of YCETC and continue to have a partnership, but the current campaign has ceased for now.

Presentation, Discussion and Action Item: Is There an Interest in Using ESSER I, II III Funding, Related to COVID-19, for a Collective Purchase of Technology or related items that could Qualify under E-Rate?

Stan and Tim advised the board that with the funding becoming available for schools, it would be in the best interest of all to consolidate resources, the YCETC has been successful in the past with consolidating projects as the benefit for all. YCTEC board will be limited in the sense of what the Charters and Districts want to consolidate on and how much the board is able to handle.

Stan advised the board he has been in discussion with districts and administrators regarding the use of Udall House Bill, which is $10 million statewide for 3 years (total $30 Million) for services up to 5 years for ESAs to apply for new services. The main task discussed is to create an IT department through YCESA that will support districts, the IT personnel from districts will be new employees of the YCESA, districts will have to pay a fee to receive services, but this will allow districts to free up funding that was previously used for salaries and ERE for those employees. This will allow districts to have shared services of IT personnel, and not have to contract out services. Yavapai College expressed an interest as well to collaborate Countywide with the schools to help them economically. This will get quality IT personnel into schools and to maintain schools and it will allow the personnel to receive competitive market pay. The proposal will pay for software and set fees. This will be a consolidation of services.

Tim Carter presented to the board that Yavapai County (All Arizona Counties) will be receiving $40 million and it can be used in 3 different areas; county leadership believes the area that it is to be most efficiently used is in broadband. The goal would be for funds to go through YCESA or YCETC or a new consortium if needed, that would manage the implementation of a program to connect every household and every business in Yavapai County to affordable high-speed broadband. This is a decision that will be made by the Board of Supervisors in their upcoming meetings but going through YCETC would be beneficial to the county because it is an established consortium with experience as project managers of broadband. If the funds go through YCETC it will have to be managed fully into implementation, the board discussed the opportunity and agreed that it is open to the concept if the BOS decides to go through the YCETC. All details will be worked out once the BOS makes a decision.

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

June 18, 2021 10 am
September 10, 2021 10am
December 10, 2021 10 am
The board discussed possibly have a May 10, 2021 meeting if it is needed to discuss County funding.

Action Item: Adjournment

Meeting was adjourned at 11:25 am