Meeting Minutes -Monday June 3, 2019

Yavapai County Education Service Agency 2970 Centerpointe East Drive, Prescott, Arizona 86301

Monday June 3, 2019 9:00 A.M.

Also present were: Stan Goligoski – YCESA, Larry Fuller – Chino Valley USD, Rosemary Agneessens – YCESA, Frank Vader Horst YCESA, Patrick Keeling – HUSD, Marvy McNeese – YCETC, Sheri Sterling – YCESA, Ryan Gastonguay – Yavapai College

Yavapai County Forest Fee Management Association
Board of Directors
Meeting Minutes

1. Welcome and Call to Order
   The meeting was called to order at 9:00 a.m.by President Brown
2. Establishment of Quorum and Pledge of Allegiance (President Brown)
   A quorum was establishedThe board said the Pledge of Allegiance
3. Limited Call to the Public (President Brown)
   1. The public is invited to speak about any agenda item.
   2. There is a limit of three (3) minutes per speaker and 20 minutes total.
   3. Request to speak must be in writing and provided to the Clerk at the beginning of the meeting or prior to any agenda item.
   4. The President has absolute discretion over procedural matters
   5. The Board may waive their “Public Participation Policy” as it applies to all speakers.
   6. Members of the public may indicate their support or opposition to a topic, in writing, that will be noted and entered into the record.
   7. 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.

   No call to the public.

4. Discussion Item: Review Association Purpose and Vision (Superintendent Carter)
5. Tim Carter read the Purpose and Vision of the Association.
6. 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. (President Brown)
   1. Approval of Minutes from the Regular Meeting on March 4, 2019
   2. Approval of the Regular Meeting Agenda for Monday, June 3, 2019

   Mardi Read made a motion to approve the consent agenda as presented; Dennis Dearden seconded the motion; it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden.

7. Information, Discussion Item: Fiscal Agent Report, Political/Legislative Update (Superintendent Carter and Mr. Goligoski)Mr. Carter presented the board with the General Ledger and Distribution Sheet. Mardi had a question regarding the distribution sheet “difference”, Mr. Carter and Jenn advised Mardi and the board that the difference is the expenditures minus the grants received, so if it is a negative number, then the district is putting in more grants that they are expenditures. Mardi questioned the general ledger item of “PowerSchool” which was processed out of the Teacher Recruitment encumbrance. Stan advised Mardi that this was the annual fee for the smartfind programming for substitute teacher consolidation. The board agreed to discuss the conflict of PowerSchool further in item 12.Mr. Carter advised the board that the Legislature has adjourned, there was nothing harmful to the FFMA or YCETC in the latest session. There is $3 Million in budget for additional broadband that has already been assigned. There is a bill in the United States House and Senate that deals with Forest Health and Secure Rural Schools, a group of representatives and senators are in support of. If the bill is approved this summer then the September 2019 funds will be back on schedule.
8. Information, Discussion and Action Item: Approval of Total Fund Distribution Amount of $1,450,964.05. This Does Not Include the Sequestration Amount Which was Incorrectly Withheld from the Payment and Has Not Been Refunded Yet. (Superintendent Carter)
   Kellie Burnes made a motion to approve the distribution amount of $1,450,964.05; Stephanie Miller seconded the motion; it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden.
9. Information, Discussion and Action Item: Approval of the Fund Distribution Formula;
   • The total 2018 amount to be distributed, including interest earned, is $1,450,964.05
   • The total ADM per school is listed, amounting to a county wide total of 20,060.60 ADM
   • Dividing 20,060.60 into $1,450,964.05 creates a “per pupil amount” of $72.3290
   • Multiplying the “per pupil amount” by the individual school district ADM provides a remaining amount
   • That difference is $0.77, leaving a rounding amount of $0.03 per school (25 school districts) which is then added to the school total
   • The $0.02 left over goes to our smallest school……Crown King
     Mr. Carter made it clear that the ADM amount had been sent out to districts on multiple occasions to be verified. Any changes had already been made.Kellie Burns made a motion to approval the formula as presented; Dennis Dearden seconded the motion; it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden.
10. Information Discussion and Action Item: Approval of the Annual Allocation per District. See the Attached List of School Districts and Amounts (Superintendent Carter)Mardi Read made a motion to approve the amount allocated per a district; Kellie Burns seconded the motion; it was approved unanimously 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden.
11. Information and Discussion Item: Review and Possible Approval of a Possible Recommendation of the Yavapai County Educational Technology Consortium for a Funding Request of $851,611 (Mr. Goligoski & Mr. Vander Horst)Stan advised the board that the amount requested was determined through the Technology Summit and the request of the needs from the districts. Technology within the districts is failing and they are depending on the funding to keep up to date on the needs of the students. The $851,611 is only half of the actual need of the districts. The board questioned who would be making the purchases and which items are eligible for e-Rate. Frank advised the board that only one item on the request sheet (UPS) is eligible for e-Rate. Stan advised the board that the pricing is locked into state contract and the YCETC board would be purchasing, but districts can add money and purchase additional items through the bulk purchase. Stan advised the board that any item on the list has been included in the state contract, so schools are able to exchange a chrome book for a smart board and still receive the vendor discount. The board questioned if districts were locked into the specific items they requested or into the requested amount, because technology needs are changing, and districts may not need the original requested items. The board requested to hear from YCETC board members in attendance. Marvy advised the board that the concept behind the request was to allow districts to purchase Technology needs only. The board agreed that schools should have flexibility in the purchasing of items through Stan.Danny Brown made a motion to approve the request of $851,611 to YCETC for technology purchases for districts; Dennis Dearden seconded the motion;Danny Brown amended his motion to approve the request of $851,611 to YCETC for technology purchases for districts per the allocation amount, pending the receipt of the 2018 funding; Stephanie Miller seconded the motion; it was approved unanimously 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden.
12. Information, Discussion: Current and Possible Future Programs
    1. Substitute Consolidation – Stan presented the board with the current numbers of a 93% fill rate of substitutes with last minute absences or midday absences. Every month fill rates are between 93%-95%.
    2. Lobbying and Community Organizing – Rosemary advised the board she has been taking individuals and community members down to the legislature to be more involved.
    3. Recruiting and Retention – South Dakota trip was successful there are no current numbers of new hires. The teacher job fair was successful and also included staff for the districts other than teachers.
    4. Update from Administrative Fund – Mr. Carter advised the board that the admin fund has funded 16 different occasions for the Crises Response Team for students.
    5. College and Career Specialist – Sheri Sterling shared with the board that Kendra is going above and beyond in helping students in their secondary educational needs. There is a goal to have another full time college and career specialist so that Kendra can contact lower grades.
    6. Additional Needs of Member Districts – No additional funds requested
13. Information, Discussion, and Action Item: Review and Potentially Modify Encumbrance Items and Amounts. (President Brown)Yavapai College presented to the board the attendance and purchase amounts from last year. The board approved $44,999 and $36,891 was paid out, leaving a balance of $8,109. Ryan Gastonguay requested on behalf of the Yavapai College Matinee Series $36,891 for next year.Changes by the board are noted in the following encumbrances:
    • Yavapai College Matinee Series requested $36,891 and extend through June 2020
    • Teacher Recruitment – No additional funds, extend through September 2019
    • Spelling Bee Registration Costs – No additional funds, extend through June 2020
    • Lobbyist Community Organizer – No additional funds, extend through June 2020Stephanie Miller made a motion to approve the encumbrance updates above; Dennis Dearden seconded the motion; it was approved unanimously 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden.
    • PowerSchool Invoice / Encumbrance – the board discussed creating an annual encumbrance for the substitute consolidation program updates and licensing fees.Mardi Read made a motion to reinstate the Substitute Consolidation encumbrance for $7,000 until June 2020 for related expenses; Kellie Burns seconded the motion; it was approved unanimously by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden
    • Teacher Retention Grant – Stan requested that parameters be made that teachers are eligible if they are attending school in the current academic year, no retroactive reimbursements. Reimbursements will cap at $5,000 per a person based upon available funds.Stephanie Miller made a motion that funds would be made available for reimbursements, only in the current fiscal year applied and are not retroactive, maximum expenditure over time is $5,000 and cannot exceed over $2,500 any given fiscal year. Due to lack of a second, the motion died.Stephanie Miller made a motion that funds would be made available for reimbursements, only in the current fiscal year applied and are not retroactive, employees will need to reapply every year with a maximum expenditure over time of $5,000; Stephanie Miller seconded the motion; it was approved unanimously by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden.
    • Professional Development – the board discussed if there needs to be more funds encumbered for the PD fund. Stan advised many districts will be using their PD allocation next year and requested an extension for the PD fund until June 2020. The board agreed to have Stan create a new tier amount allocation with an additional $100,000 added after the September distribution is received. The board will add this to the September meeting and revisit the new allocated tier for PD.

    • Encumbrances June 2019

      ENCUMBRANCE	AMOUNT	PAID	REMAINING $	DATE
      Ecumber Erate Consultation Fees Frank Vandor Horst	$63,395.25	$47,495.25	$15,900.00	Perpetuity
      Stan Goligoski Admin Use, FFMA & YCETC Websites and FFMA & YCETC Websites and FFMA & YCTEC Board Liability Insurance & Legal	$35,000.00	$31,411.23	$3,588.77	Perpetuity
      Executive Director Salary and Benefits (Goligoski)	$270,800.00	$255,861.17	$44,938.83	Through June 2020
      Yavapai College Matinee Series	(changed) $121,891.00	$76,981.00	$45,000.00	(changed) Through June 2020
      Elections Costs for General Elections	$625,000.00	$380,208.00	$244,792.00	Through 2022 Elections Cycle
      Teach Recruitment	$104,000.00	$71,502.63	$32,497.37	(changed)Through June 2020
      Spelling Bee Registration Costs	$7,500.00	$5,797.75	$1,702.25	(changed) Through June 2020
      Lobbyist / Community Organizer	$401,857.61	$306,334.26	$95,523.35	(changed) Through June 2020
      Teacher Retention Grant	$300,000.00	$273,837.31	$26,162.69	(changed) Through Sept. 2019
      College and Career Specialist	$127,038.15	$41,003.26	$86,034.89	Through June 2020
      Professional Development	$200,000.00	$87,917.01	$112,082.99	(changed) Through June 2020
      Substitute Consolidation	$7,000.00		$7,000.00	(changed) Through June 2020
      Administrative Fund Tim Carter (Old Forest Fees)	$45,000.00	$24,464.19	$24,535.81	Through June 2021
      Totals	$2,308,482.01		$739,758.95

14. Discussion and Action: Topics from the Board for Future Agenda Items (President Brown)PD Tier allocation with additional $100,000, YCETC board update, Teacher Retention Grant
15. Announce Future Meeting DatesThe board changed the September meeting to September 3, 2019, added March 2, 2020 at YASD, June 1, 2020 and September 8, 2020
    • September 3, 2019
    • December 2, 2019
    • March 2, 2020 – YASD Conference Room
    • June 1, 2020
    • September 8, 2020

    Open Call to the Public for Future Agenda Items. Requires a written request to speak and is limited to one (1) minute. The board may not comment on these requests.

16. Action Item: Adjournment
    1. President Brown adjourned the meeting at 11:50 PM.

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