Meeting Minutes June 2, 2023

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

Friday, June 2, 2023 – 10am

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

Board Members and the Public May Attend 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

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 March 10, 2023
2. Approval of the Meeting Agenda for June 2, 2023

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

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

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

• Internet Administrative Fee Revision. Staff is suggesting a reduction of the per MB cost from $.20cents to $.10cents, effective July 1, 2023. The board agreed to the reduction in costs.
  Marvy McNeese made a motion to approve the reduction in per MB cost from $.20 to $.10; Mike Westcott seconded the motion; it was approved unanimously 6/0 by Gary Cummins, Kathy Epperson, Matthew Schumacher, Mike Westcott, Marvy McNeese and Bill Sakelarios
• Develop a strategy to deal with “Student Free and Reduced Lunch Rate”, which is driving down the “Discount Rate” that is used by E-Rate in determining the percentage of costs that E-Rate will fund.
  The board discussed the need to get more participation for the reduced lunch rates. After discussed it was agreed that a letter would be drafted including specific bullet points of how the reduced lunch rate data helps schools/districts/charters. Mr. Carter will then send the letter to be published in the news paper as a letter to the editor and it will be sent to all schools for them to include with registration paperwork if the want.

Presentation, Discussion and Action Item: Review, Discuss, and Direction Regarding the following;

• After the YCETC Board Awarded Sparklight with 37 locations in response to the first RFP for YCETC Broadband services, Sparklight came to the realization that their pricing was not competitive in the marketplace, and significantly reduced their pricing (-40% at some speeds/terms)
• if Lumen had responded to the first RFP, this would have become apparent at that time
• Would the board like to approach Sparklight regarding their new, lower pricing, and request their consideration in lowering their pricing to the consortium?
•  YCETC is one of Sparklight’s largest customers, and customers with a much smaller purchase are receiving a much lower pricing

The board discussed that Sparklight has not been competitive across the state and lowered their rates. The board’s concern is that they are not receiving lower discounted rates as smaller entities and agreed the issue needs to be brought forth to Sparklight management. The board agrees there is no legal obligation for Sparklight to lower their rates, but it is worth a discussion.
Mike Westcott made a motion for the YCETC board to approach Sparklight regarding new lower pricing based on the information provided and request their reconsideration of lower pricing; Bill Sakelarios seconded the motion; it was approved unanimously 6/0 by Gary Cummins, Kathy Epperson, Matthew Schumacher, Mike Westcott, Marvy McNeese and Bill Sakelarios.

Presentation, Discussion and Action Item: Update on Federal and State Technology Related Legislation, Forest Fee Management Association Funding, and the Status of E-Rate, and the Yavapai County Broadband Initiative. (Superintendent Carter, Frank Vander Horst)

Mr. Carter advised the board that there is nothing negative on the Federal or State level that will affect YCETC. The FFMA received their September 2022 payment, which was the last funding in the approved cycle, there are no pending approved future payments. There is currently to “vehicle” to move the Secure Rural Schools funds. FFMA has released funding for the technology needs of districts. Cox construction is moving quickly. Broadband contract with Altice was vacated for non-performance and a new RFP is being created through private counsel, the RFP should be out by June 9th. Switch boards were donated to Yavapai County and has been distributed to schools that requested on a first come first serve basis

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 the Terms to be Determined (Superintendent Carter)

The board had an in-depth discussion regarding the need for a tech coordinator would need to be brought to the FFMA board as early as June 13, for their consideration of funding. The board discussed the specifics of the position and what it would entail. The board agreed that there is a need for an IT coordinator, that it should be an independent contracted employee, and the costs should not exceed $50,000. The board did not take any action on this item

Presentation, Discussion and Action Item: Review, Discuss, and Make Potential Award, of Internet Service Provider Proposals Received for those YCETC Member Locations not Previously Awarded by the Board (Frank Vander Horst)

Frank advised the board that item 10 has already been discussed at the March meeting and is unnecessary. No action was needed

Presentation, Discussion and Action Item: The Following Board Members have terms Ending on June 30, 2023; Corey Christians (Library), Gary Cummins and Kathy Epperson (IT). Matt Schumacher (Group 3) is Moving to a Group 2 School. The Board will need to Call for Electronic Nominations and an Electronic Election for each Group. (Superintendent Carter)

Mr. Carter advised the board that a call for election needs to be done due to seat terms ending. The board discussed the vacancies in both FFMA and YCETC and how they cannot serve on the same boards. Mr. Carter will put out an email to each group requesting an electronic nomination and vote prior to FFMA meeting so there is no confusion on nominations for each board.

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

• September 8, 2023 10am
• December 8, 2023 10am

Action Item: Adjournment

Meeting was adjourned at 11:50 am