Annual Meeting Minutes September 9, 2022

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

Friday, September 9, 2022 – 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, Larry Fulmer – Chino Valley IT, Jenn Nelson – YCESA 

Call to Order (President Epperson)

President Epperson  called the meeting to order at 10:01 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 Regular Meeting Minutes of June 3, 2022
2. Approval of the Special Joint Meeting Minutes, with Forest Fee Management Association Board on August 31, 2022
3. Approval of the Agenda for September 9, 2022

Marvy McNeese made a motion to approve the consent agenda as presented; Gary Cummins seconded the motion; it was unanimously approved 5/0 by Bill Sakelarios, Kathy Epperson, Matthew Schumacher, Marvy McNeese, and Gary Cummins

Presentation, Discussion, Action Item: The Sparklight Broadband Contract Will Conclude on June 30, 2023. The Board will be Presented with Options for the Future, Including a Recommendation to Develop a Process to Write, Distribute, and Deliberate About the Issuance of Requests for Proposals (RFP). 

Mr. Carter and Frank explained to the board that the Sparklight contract for broadband is expiring and a new RFP will need to be sent out. Frank shared with the board there are multiple contract expiration dates and he would like all current entities to be on the same expiration timeline. A committee of Gary Cummins, Bill Sakelarios, Larry Fullmer, Kathy Epperson and Matthew Schumacher will assist Frank Vander Horst in the selection process for a new vendor. Frank advised the board the tentative dates for the RFP to published September 20th, and December 14th proposals are due. Frank advised the committee he would like to have a pre-approval bidders conference on September 30 in person or via zoom. The board discussed the RFP, bidders are able to bid on one or all entities, pricing will include both tiered and set single prices. The following changes were made to the RFP evaluation sheet. Item A – Total Price from Pricing Sheet from 30 points to 40 points; Item B – Quality of Service bullet point 2 will include IPv4 and IPv6; Item C – Completeness of Network from 20 points to 10 points.
Gary Cummins made the motion to approve the RFP with the modifications in Item A, B and C; Matthew Schumacher seconded the motion; it was unanimously approved 5/0 by Bill Sakelarios, Kathy Epperson, Matthew Schumacher, Marvy McNeese, and Gary Cummins
Kathy Epperson made a motion to proceed with requesting both a tiered and single price system, approve the RFP evaluation sheet as amended, and approve the evaluation committee of Gary, Kathy, Matt, Bill and Larry with Frank as the facilitator; Marvy McNeese seconded the motion; it was unanimously approved 5/0 by Bill Sakelarios, Kathy Epperson, Matthew Schumacher, Marvy McNeese, and Gary Cummins

Presentation, Discussion and Action Item: Assuming the Board Votes to Proceed with the Issuance of a Broadband Request for Proposal (RFP), Authority is Hereby Granted to Superintendent Carter and E-Rate Director Vander Horst to Engage Dave Pauole, et. al, of Wright, Welker and Pauole as Legal Counsel on this Project. 

Mr. Carter explained to the board that legal counsel will be on standby for when needed during the legal process.
Kathy Epperson made a motion to approve Wright, Welker and Pauole to work with Frank Vander Horst as needed for the RFP; Matthew Schumacher seconded the motion; it was unanimously approved 5/0 by Bill Sakelarios, Kathy Epperson, Matthew Schumacher, Marvy McNeese, and Gary Cummins

Discussion and Action Item – General Review of the Joint Meeting with FFMA, Specific to Technology Needs Going Forward

The board discussed facilitating a meeting for County Schools IT representatives to meet as a group and discuss the needs of schools regarding services, technology needs, and personnel. The meeting will be facilitated by Kathy and Gary, zoom will be in an option. The meeting will be from 10am – 1pm at the YCESA and the reps attending in person will be provided lunch. Kathy will work with Jenn to get a date and send out an email to the IT representatives. The meeting will include an agenda and open discussion.

Discussion and Action Item: The Following Meeting Dates have been Established by the Board. The Board may add Future Meeting Dates

September 9, 2022 10 am
December 9, 2022 10 am
January 13, 2023 10 am 

Action Item: Adjournment

Meeting was adjourned at 11:32 am