Meeting Minutes January 27, 2023

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

Friday, January, 27, 2023 – 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. or via zoom

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

Call to Order (President Epperson)

President Epperson  called the meeting to order at 10:00 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

Presentation, Discussion and Action Items: Review, discussion, and potential award, of proposals received from the second RFP for all entities not awarded under the first RFP. Additionally, recommendations will be made for any entities that have not yet covered by the responses from either the first or second RFP. (Frank Vander Horst)

Frank discussed with the board that bid results were not ideal. Tabletop turned in a proposal late, so it was unaccepted. Optimum submitted a proposal for 4 locations with significant construction costs and Frank recommended the board reject the proposal. Lumin submitted a proposal which did not include 2 locations where they already have fiber, the proposal did not include speeds to all entities where fiber is already established. Frank recommended the board file 470 forms for the individual locations except Crown King Library, Crown King School, Hillside and Skull Valley because they still have a year left on their current contract. Once 470 forms are received from the locations the board will need to review. Frank advised that Kirkland not be included in the RFP or 470 because they have a better rate on their own. The board discussed the timeline of the 470 and if it would be enough time for StarLink to file proposals and 470s, Frank advised there will be enough time for StarLink to respond. Corey Christians had to leave the meeting early.
Kathy Epperson made a motion to reject all Optimum and Lumin bids, hold off on new contract for Crown King Library, Crown King School, Hillside and Skull Valley, file 470 forms for the following locations: Seligman USD, Camp Verde Library, Sedona Public Library, Ash Fork JUSD, Ash Fork Public Library, Sedona Charter, Yarnell Public Library, Wilhoit Public Library, Bagdad Public Library, Bagdad USD, Sedona Oak Creek JUSD, Seligman Public Library and Yarnell ESD, and all Kirkland to file on their own to receive higher discounted rate; Matthew Schumacher seconded the motion; it was unanimously approved 6/0 by Kathy Epperson, Matthew Schumacher, Marvy McNeese, Gary Cummins, John Morgan, and Mike Westcott

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 Meeting Minutes of December  9, 2022
2. Approval of the Special Meeting Minutes of December 13, 2022
3. Approval of the Special Meeting Minutes of December 19, 2022
4. Approval of the Meeting Agenda for January 27, 2023

John Morgan made a motion to approve the consent agenda as presented; Mike Westcott seconded the motion; it was unanimously approved 6/0 by Kathy Epperson, Matthew Schumacher, Marvy McNeese, Gary Cummins, John Morgan, and Mike Westcott

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

Gary advised the board all bills are paid and there is no issue with accounting.

Presentation, Discussion and Action Item: Update on the YCETC Request to the Forest Fee Management Association (FFMA) for Funding of a Part Time Educational Technology Coordinator with Terms to be Determined

The board discussed the initial need for a coordinator was to coordinate meetings for IT staff around the county. Kathy advised the board the IT personnel just want to meet, but want a host or guidance to get a meeting scheduled. Mr. Carter suggested he host a zoom meeting for IT staff to meet and the meeting will cover organization to establish dates and times of future recurring zoom meetings, determine if a YCESA representative should chair the meetings or if they would select an IT representative, establish procedure for sharing information. Mr. Carter and Jenn will host a meeting on February 6, 2023 at 3pm, zoom will be sent out to personnel. The board agreed to keep the request for the technology coordinator in the for consideration through FFMA. Mr. Carter advised the board that FFMA does not meet until March 21, 2023 and still has limited funds, but it will be discussed on their next agenda.

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

• March 10, 2023 10am
• June 2, 2023 10am
• September 8, 2023 10am
• December 8, 2023 10am

Action Item: Adjournment

Meeting was adjourned at 11:01 am