Meeting Minutes -Monday March 4, 2019
Yavapai County Education Service Agency 2970 Centerpointe East Drive, Prescott, Arizona 86301
|Ex Officio, Non-Voting Facilitator
Also present were: Stan Goligoski – YCESA, Kathy Epperson – COCSD/YCETC, Larry Fuller – Chino Valley USD, Rosemary Agneessens – YCESA, Steven Peterson – PUSD, Frank Vader Horst – YCESA, John Scholl – Chino Valley USD, Shari Sterling – YCESA
FFMA Meeting Minutes
- Welcome and Call to Order. The meeting was called to order at 9:02 a.m.by President Brown
- Establishment of Quorum and Pledge of Allegiance (President Brown). A quorum was establishedThe board said the Pledge of Allegiance
- Limited Call to the Public (President Brown)
- 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.
No call to the public.
- Discussion Item: Review Association Purpose and Vision (Superintendent Carter). Tim Carter read the Purpose and Vision of the Association.
- 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)
- Approval of Minutes from the Regular Meeting on December 3, 2018
- Approval of Revised Minutes of the September 10, 2018 Meeting
- Approval of the Agenda for Monday March 4, 2019
- Ratify the Electronic Election of Dr. Stephanie Miller as the Group 2 Representative on the FFMA Board of Directors for a Three Year Term Ending December 31, 2021
- Ratify the Electronic Election (and Tie Breaking Event) of Mardi Read as the Group 5 Representative on the FFMA Board of Directors for a Three Year Term Ending December 31, 2021
Kellie Burns 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.
- Information, Discussion Item: Fiscal Agent Report, Political/Legislative Update (Superintendent Carter and Mr. Goligoski). Mr. Carter presented the board with the financial sheets and thoroughly explained to the board the “Grants Added Value”, which is any value or dollars that the district received over the amount that the district contributed. Mr. Carter advised the board that there are 2 bills regarding the 2019 Forest Funds, one in the house that is moving and one in the senate that is stalled. The FFMA board should be receiving the remaining 2018 funds through the county treasurer in April which would allow for the board to distribute funds in June 2019. Mr. Carter advised the board to consider additional encumbrances while funds have still not been received.
- Information, Discussion and Action Item: Review and Possibly Update Election Policies, Including but not Limited to Elections Called Through a Public Voter Petition Process. (Superintendent Carter). Mr. Carter presented the board with the current board policies regarding funding for elections, which include the following: Even number year general elections, governing board elections/recalls, overrides, bonds, sale of property, increasing board member numbers (3 to 5), and use of private vendor reimbursement equals only the price that would be charged by Yavapai County Elections. Danny Brown advised the board that he will declare a conflict of interest and not be voting on items that pertain to the Consolidation/Unification. Danny Brown suggested that the board discuss each item and vote on each item separately. The board agreed to keep funding the Governing Board Member Elections and funding only even year elections, then further discussed the following:
- A bond/override election, one every three election cycles (6 years) – the board discussed the restriction of allowing funds for only one every three cycles but did not want districts to abuse the funding by continuous bond/override elections every election cycle. The board agreed to update the policy to reflect two consecutive cycles and the third would need FFMA board approval for either a bond or override.Danny Brown made a motion for FFMA to fund a bond or override election for up to two successive election cycles, without prior approval of the FFMA Board of Directors effective March 4, 2019; Kellie Brown seconded the motion it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden
- Sale of property even years only – The board agreed to fund sales of REAL property on even year elections if the sale was called through governing board and not through a voter petition.Mardi Read made a motion to include in the policy sale of REAL property if called by governing board; Dennis Dearden seconded motion it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden
- Governing Board Recall Elections – The board discussed that recall elections are through a voter petition and can be funded through taxes or The Trust. The board agreed that FFMA should not fund voter petitioned electionsDanny Brown made a motion to approve the removal of funding for government board recall elections on the FFMA funded elections policy; Mardi Read seconded the motion it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden
- Litigation of any kind (as opposed to the district seeking legal counsel advice on ballot wording, or bond calculations) – The board discussed the legal costs that come with litigation and the draining of funds. The board agreed that districts can recover costs through other means. Danny Brown declared conflict of interest and will not discuss this item further. The board excluding Danny Brown discussed that the Trust would be able to provide funds, and that FFMA covers elections costs not lawsuits.Stephanie Miller made a motion that FFMA will not fund litigation of any kind surrounding the election process; Kellie Burns seconded the motion; Stephanie Miller, Kellie Burns, Mardi Read and Dennis Dearden voted yes; Danny Brown excluded himself from the vote due to conflict of interest; it was approved 4/0.
- Consolidation / Unification called by voters – Danny Brown excluded himself from discussion. The board agreed to not fund Consolidation / Unification, or any Special Elections called by voter process. Mardi Read made a motion that FFMA will not fund Special Elections on odd years or called through voter petition; Dennis Dearden seconded the motion; Stephanie Miller, Kellie Burns, Mardi Read and Dennis Dearden voted yes; Danny Brown excluded himself from the vote due to conflict of interest; it was approved 4/0.The new funding of elections policy is as follows:
- Funding will be provided for:
- General elections held in a November, even numbered year cycle
- Governing Board Elections
- Special Elections, called by the Governing Board for bonds, over-rides, increase Governing Board size from 3 to 5 members, and sale of real property
- A bond election for up to two successive election cycles, without prior approval of the FFMA Board of Directors
- An override election for up to two successive election cycles, without prior approval of the FFMA Board of Directors
- Use of “private election vendors” is allowable, but reimbursement of election expenses will not exceed what would have been the sot of the Yavapai County Elections Department for that election.
- Use of the legal counsel and private consultants to provide advice on the legal and financial aspects of the election, from the time the election is called by the Governing Board to the final canvass of the election.
- Funding will not be provided for:
- Recall elections
- Special elections of any kind called by voters (through petitions)
- Litigation of any kin surrounding the election process
- Elections held in odd year election cycles
- Funding will be provided for:
- There was a 10 min recess from 10:35 to 10:45
- Information, Discussion and Action Item: Review and Possible Approval of the Recommendation of the Yavapai County Education Technology Consortium for a Funding Request of $1.8 Million (Mr. Goligoski and Mr. Vander Horst). Stan discussed with the board that as a result of the YCETC tech summit, the YCETC board has received information from all districts that need technology upgrading. Stan presented the board a tiered base system that would be used by the districts for technology funding. Stan advised the board that he has locked in pricing with vendors that will expire after 60 days (April 28, 2019). The board discussed the need for the funding of technology but the lack of available funds while waiting on the 2018 Forest Funding. The board agreed with the tiered base system concept. YCETC is requesting $1.8 million, to fund technology needs of districts. The board agreed to take the proposal under advisement and table the item for further discussion at the next meeting.Kellie Burns made a motion that in agreement with the concept provided by YCETC to table this item until funding is available; Dennis Dearden seconded the motion it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis DeardenFrank Vander Horst advised the board that there was a funded grant by state and federal government except$36,000 that was not funded and in item 11 YCETC will request funds.
- Information Discussion and Action Item: Review and Possible Approval Increasing the Encumbrance for Election Cost through 2024 (Superintendent Carter). Mr. Carter advised the board based on current funding and future funds, there will be no request for additional funding. There are enough current funds for future elections costs through 2022. Mr. Carter advised it will be requested in the future.
- Information and Discussion Item: Current and Possible Future Programs
- Substitute Consolidation (Mr. Goligoski) – Stan gave an update on the Sub Consolidation program stats which show a fill rate at 94%. The board no longer funds the program, but Stan will continue to give a quarterly report on progress. Fill rate has dropped by 3% because of some subs moving or relocating. Unfilled absences are happening due to poor timing or late entries. There are 411 active subs. Stan is working with ESI to get badges for subs for security purposes.
- Lobbying and Community Organizing (Mr. Goligoski and Ms. Agneessens) – Ms. Agneessens gave a brief update on what she has been doing this semester for RASC and other districts. Ms. Agneessens advised the board she had 30 people attend an event held in January. She is giving legislative updates to schools, recruiting people to go down to the capitol and providing online websites for people to review.
- Recruiting and Retention (Mr. Goligoski) – Stan advised that 2 groups had been sent out to South Dakota to recruit teachers. Groups that attended will be giving Stan a list of teachers to fly out for interviews. The Teacher and Job Fair will be held March 26 and has been advertised on numerous platforms. Districts can advertise for all job openings during the job fair.
- Update from Administrative Fund (Superintendent Carter) – Mr. Carter reported that the fund has been used for counseling services to the schools and highlighted the fact that services have been provided for 13 different significant events since the beginning of the 2018-2019 school year. The encumbrance has also funded Mr. Carter’s DC trip and Countywide meeting fees.
- College and Career Specialist (Mr. Goligoski) – Stan provided a breakdown of what Kendra Hobson has done in January of 2019, visiting 19 schools, met with 141 students and presented 5 times for 108 total students. Numbers continue to increase. Kenda is working with FAFSA and has attended after school events and workshops. Danny questioned if Kendra can contact VACTE and MICTED, Stan advised she will reach out to the districts. The board agreed she has been an asset to the districts and helpful to students.
- Additional Needs of Member Districts (Board) – No additional needs were noted at this time.
- Information, Discussion, and Action Item: Review and Potentially Modify Encumbrance Items and Amounts. (President Brown). Changes made by the board are noted and in bold in the following encumbrances:
- YCETC has requested $36,000 to match the broadband initiative.Danny Brown made a motion to approve the $36,000 to YCETC for the broadband imitative; Dennis Dearden seconded the motion it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden
- Website Update – Mr. Carter advised the board that YCESA site has been contacted and is being investigated by OCR regarding website ADA compliance. The FFMA site is directly linked to the YCESA site so it will need to be updated for web compliance as well. Mr. Carter advised the FFMA portion of the update is $320.Danny Brown made a motion to fund the website update for ADA compliance for $320 to be paid out of the Admin Encumbrance for website maintenance; Kellie Burns seconded the motion it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden
- Teacher Retention Grant – the board discussed the positivity of the grant but the broad availability for funding and how fast the funds are decreasing. Stan requested an additional $55,000 to cover grants through June 2019. The board questioned the parameters around approving retention grants. The board requested data on what degrees teachers are getting and if they are currently still employed for districts. Stan will provide the data for the board at the next meeting. Mardi Read made a motion to approved the $55,000 to cover teacher retention grant through June 2019 and review data/policies of grant at the next meeting; Danny Brown seconded the motion it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden
- College & Career Specialist – the board agreed that the position is an asset and useful to districts. Stan requested the funding of $63,587.15 to be encumbered through June 2020.Mardi Read made a motion to add $63,587.15 of funds to the College Career Specialist encumbrance through June 2020; Dennis Dearden seconded the motion it was unanimously approved 5/0 by Stephanie Miller, Mardi Read, Kellie Burns, Danny Brown and Dennis Dearden
Encumbrances (date changed) March 2019 ENCUMBRANCE AMOUNT PAID REMAINING $ DATE Encumber Erate Consultation
Fees Frank Vander Hortst
$63,395.25 $47,495.25 $15,900.00 Perpetuity Stan GoligoskiA dminU se,
FFMA & YCETC Websites and
FFMA & YCETC Board
Liability Insurance & Legal Fees
$35,000.00 $30,771.23 $4,891.27 Through June 2018 Executive Director Salary and
$270,800.00 $14,658.23 $5,000.00 Perpetuity Yavapai College Matinee Series $270,800.00 $211,121.65 $59,678.35 Through June 2020 Election Costs for General
$45,000.00 $0.00 $45 ,000.00 Through June 2019 Teacher Recruitment $104,000.00 $56,404.47 $47,595.53 Through June 2019 Spelling Bee Registration Costs $7,500.00 $5,632.25 $1,867.75 Through June 2019 Lobbyist/ Community/ Organizer $401,857.61 $286,982.50 $114,875. ll Through June 2019 Teacher Retention Grant (changed) $300,000.00 $237,498.17 $62,501.83 (changed) Through June 2019 (canceled) Sub Teacher Coordinator (cancelled) $83,505.00 (cancelled) $79,145.91 (cancelled) $4,359.09 (cancelled) Through June 2019 College & Career Specialist (changed) $1,270,382 .15 $24,035.96 (changed) $1,246,346.19 (changed) Through June 2020 Professional Development $200,000.00 $34,906.92 $165,093.08 Through June 2019 Administrative Fund Tim Carter
(Old Forest Fees)
$45,000.00 $16,9 39.38 $28,060.62 Through June 2021 (cancelled) One Time Distribution Loan (YCETC) (cancelled) $60,000 (cancelled) $60,000 (cancelled) $0.00 (cancelled) Repay by June 2019 Totals $3,511,440.01 $2,042,847.04
- Discussion and Action: Topics from the Board for Future Agenda Items (President Brown) YCETC report, FFMA funding, Teacher Retention Grant Data/Policy, PD carry over
- Announce Future Meeting Dates. Possible special meeting depending on when funds are received
- June 3, 2019
- September 3, 2019
- December 2, 2019
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.
- Action Item: Adjournment
- President Brown adjourned the meeting at 12:15 PM.