Meeting Minutes Friday Sept. 4, 2020

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

Friday September 4, 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: Frank Vander Horst – YCESA, Stan Goligoski – YCESA, Steven Peterson – Prescott USD

MINUTES

Call to Order (President Epperson)

President Epperson called the meeting to order at 10:00am

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 item.
• 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 discretion 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 were 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 May 28, 2020
2. Approval of the Meeting Agenda of September 4, 2020
3. Accept Donation of $16,000 from the United Way for Technology Purchases

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

Discussion and Action Item – Legislative Update, Secure Rural Schools Act/Forest Fee Management Association Reports (Superintendent Carter) 

Mr. Carter gave a status update on the approval of the IGA and by-laws. They have been proposed, signed and returned by all members, renewed through June 2020, and it will be further discussed in item 8A and 8B. There are no issues at state or federal level that could negatively impact the consortium. Secure Rural Schools and Forest Fee Management has no new reports, there has been no legislative action and the 2020 payment for September has still not been received.

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

1. Finance Accounts
2. Overdue Client Access Gary advised the board there are no overdue accounts and all accounts are currently up to date.

A. Presentation, Discussion and Action Item – 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 explained that after the IGA had been sent out for approval and signatures, a recommendation came through from private counsel and the county attorney’s office that the board may want to consider adding an amendment to the IGA (which will have to be sent back to members for new signatures) becoming an Arizona Non-profit will allow exemption for state and federal tax. The board is already registered with the Internal Revenue Service to be a 501 c3. This action will make YCETC a non-profit entity per the Arizona Corporation Commission.

Kathy Epperson made a motion to approve the amendment to the IGA; Corey Christians seconded the motion; Corey Christians seconded the motion; Marvy McNeese, John Morgan, Christine Griffin, Kathy Epperson, Bill Sakelarios, Gary Cummins, Corey Christians unanimously voted 7/0; it was approved.

B. 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 be 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 8A approval consequently has the board approving a change for the by-laws as well.

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

Frank advised the board that the E-Rate discount rate for a consortium is a simple average of the discount rate of its members, last year there was a 79% discount rate. There have been a few members who had their discount rate lowered which means as a board, the discount rate is now only 76% and therefore there was an increase of 9 cents per a megabit per a member. These items are reviewed annually, and a letter will be sent out with the next few bills explaining the change of billing.

Presentation, Discussion and Action Items: Potential Future Projects or Initiatives and Potential Funding Requests to the Forest Fee Management Association (FFMA). (Stan Goligoski and Frank Vander Horst) 

Stan shared with the board that he is actively listening to the needs of the districts but there is nothing specific currently other than the TECH fund through FFMA which is still pending reimbursements based on when the FFMA receives Secure Rural School Funds. The board discussed the possible need of technology related professional development for schools during the COVID-19 pandemic. Gary advised that in Bagdad they had a group of teachers learn google classroom and online programs, then turn around and advised/train other teachers, and they are able to hybrid teach in class and online. Mr. Carter advised the board that currently it is unknown statewide which schools are open and how, but there will be a committee creating a data base to know how schools are teaching. Christine advised the board that HUSD google certified their teachers and that is something the board may be interested in supporting. The cost is $100 per a certification with 3 certifications needed per a teacher, but teachers can test out of certs since they have already been using google classroom and become knowledgeable about the program. The board agreed to create a sub-committee of 3 to 4 people from a charter, small district and large district, to create a survey to determine districts/school needs. Bill, Gary and Kathy will serve on the subcommittee as members of the YCETC board but others are welcome to meet with the subcommittee and provide input from other districts/schools to create a countywide survey. The subcommittee will provide information to the board at the December 11, 2020 meeting.

Discussion and Action Item: The Board Will Add Future Meeting Dates

The board had recommended the following meetings.

• December 11, 2020 10:00 AM – YCESA
• March 26, 2021 10:00 AM – YCESA
• June 18, 2021 10:00 AM – YCESA  

Action Item: Adjournment

President Epperson Adjourned the meeting at 11:14 am.