YCETC - Yavapai County Technology Consortium - Making Educational Connections Worldwide

Special Meeting Minutes June 20, 2024

Yavapai County Educational Technology Consortium (YCETC)
Board of Directors

Special Meeting Minutes

Friday, June20, 2024 1:00 pm 

YCESA – training room – TEAMS
2970 Centerpointe E Dr, Prescott 86301

Board Members and the Public May Attend via TEAMS


Attending Members – P=Present; EX=Previous notice of absence; ABS=No previous notice of absence
Board MembersYCETC TitleJune 14June 20Sept. 13Dec. 6
Tim CarterEx Officio FacilitatorPP  
Larry FullmerInstructional Technology Rep.PP  
Gary CumminsInstructional Technology Rep.P   
Jessica VoccaGroup 3 School Rep.P   
Mike WestcottGroup 2 School Rep.PP  
Marvy McNeeseGroup 1 School RepPP  
John MorganYavapai College Rep.PP  
Corey ChristiansLibrary Rep.PP  
Bill SakelariosCharter Rep.PP  

Also present were:  Frank Vander Horst – YCESA e-Rate, Jenn Nelson – YCESA, Rachel Fisher – YCESA e-Rate, Robyn Bryce – Yavapai College

Call to Order (President Fullmer)

President Epperson called the meeting to order at 1:02 pm 

Welcome and Establishment of Quorum (President Fullmer)

A quorum was established.

Pledge of Allegiance (President Fullmer)

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 Item 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 June 14, 2024
  2. Approval of the Meeting Agenda for June 20, 2024

Bill Sakelarios made a motion to approve the consent agenda as presented; Marvy McNeese seconded the motion; it was approved unanimously 5/0 by Larry Fullmer, Mike Westcott, Marvy McNeese, John Morgan, and Bill Sakelarios

Information, Discussion and Action Item: Allow use of the YCETC Debit Card to Pay for Vendors Other Than SpaceX (President Fullmer)

Frank advised the board that payments with the debit card have proved to be a smoother and faster process than payments with ACH through the bank, and requests that payments for all approved vendors be allowed through the debit card.
Marvy McNeese made a motion to approve the payment to all approved vendors through ACH or the Debit Card; Bill Sakelarios seconded the motion; it was approved unanimously 5/0 by Larry Fullmer, Mike Westcott, Marvy McNeese, John Morgan, and Bill Sakelarios

Presentation, Discussion and Action Item: Establish the Details for the Use of $250,000 funding from the Forest Fee Management Association Related to Artificial Intelligence and Related Topics Supported by YCETC (President Fullmer and Supt. Carter)

Larry advised the board that he attended the FFMA meeting and FFMA board had agreed to safeguard or set aside $250,000 for their proposed project of PD for Cyber Security, AI, VR and VI. The YCETC board will need to present their proposal to FFMA at the September meeting for final approval of funding.

• Identify Scope of Options – the board discussed that they would need to narrow down the scope of options. The board agreed to focus mainly on AI, VR and VI and any cyber security that should fall within those categories.
• Develop Survey of YCETC Members – the board had a thorough discussion of how to proceed with an approved survey. The board agreed to reinstate a committee to work together to complete the project/proposal and bring it forth to the YCETC board prior to September for approval.
The board agreed to reinstate the Technical Resources Committee and to assign 3 board members and 4 external members. The board discussed the 4 external members should be a wide range of expertise and agreed to invite the following to serve on the committee Robyn Bryce of Yavapai College, Parrish Jackson of COCSD, Adam Neely of PUSD and Frank Vander Horst of YCESA.
John Morgan made a motion to reinstate the Technical Resource Committee consisting of 3 board members (John, Bill and Larry) and 4 external members(Robyn, Parrish, Frank and Adam) along with any additional external members that need to rotate in, the collective majority will have approval of the project and bring the proposal to YCETC for final approval; Marvy McNeese seconded the motion; it was approved unanimously 5/0 by Larry Fullmer, Mike Westcott, Marvy McNeese, John Morgan, and Bill Sakelarios.
Frank will reach out to Parrish regarding his invite to the committee and Mr. Carter will reach out to Adam. The Technical Resource Committee will meet June 28, 2024 to approve the final survey for distribution.
• Establish a Meeting Date to Review Surveys, Identify a Plan, Including Potential Dates, Locations, Topics, Functions etc.
The board agreed that the above items will be discussed and established by the technical resource committee

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

September 13, 2024 10am
December 13, 2024 10am

Action Item: Adjournment

Meeting was adjourned at 2:16 pm