Meeting Minutes – Thursday April 12, 2018

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

Also present were: Stan Goligoski – YCESA, Jenn Nelson – YCESA, Becky O’Banion – YCESA, Frank Vander Horst – YCESA, Penny Hargrove – Mingus Union High School, Craig Ralston – Yavapai College, Ryan Gastonguay – Yavapai College

FFMA Meeting Minutes

Welcome and Call to Order

The meeting was called to order at 9:00 a.m.by President Moody The board said the Pledge of Allegiance

Establishment of Quorum

A quorum was established.

Limited Call to the Public (President Moody)

• 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.

Craig Ralston & Ryan Gastonguay requested to speak during either agenda item 7, 8 or 9, regarding Yavapai College Performing Arts report and additional encumbrance.

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 Moody).

1. Approval of Minutes from the Special Meeting on March 5, 2018
2. Approval of the Agenda for Thursday April 12, 2018

Stephanie Miller made a motion to approve the Consent agenda as presented; Kellie Burns seconded the motion; it was approved 5/0.

Presentation, Discussion Item: Fiscal Agent Report, Political/Legislative Update (Superintendent Carter and Mr. Goligoski)

Tim Carter presented the board with the General Ledger which showed a remaining encumbrance balance of$892,375.94 with a balance of $1,153,979.71 which leaves $261,603.77 for the board to discuss during item 9. Mr. Carter also presented the Distribution sheet which shows the districts their expenditures through FFMA. Mr. Carter gave the following political/legislative update: SRSA was added to a bill and passed, ¾ of the 2017 remaining funds should be received in 45 days and will possible be on June 4th agenda for distribution. 2018 fiscal funds will be received and distributed in September. Both amounts combined were 95% of the 2015 funds received for an approximate amount of $928,722. Sequestration payments are still unknown. If no more funds are approved passed 2018 then sequestered quarter payments will continue for 5 years.

Information and Discussion: Financial Impact of Authorization of Secure Rural School Act Funding (Superintendent Carter)

Tim Carter advised the board that if the Secure Rural School Act is not reauthorized for funding, then the board will only have limited funds after encumbered amounts are paid out. Further discussion will take place under item 8 & 9.

Information, Discussion and Action Item

Direct Superintendent Carter to Send Member School Districts Political and Financial Information About the Authorization of the Secure Rural Schools Act. Also, Seek District Input on Which of the Top Three Currently Funded Programs (Encumbrances) that They Wish to Keep in Order of Preference. (President Moody)

Mr. Carter advised the board that he could potentially send out a survey that describes in detail the financial stability of the board’s funds and request their top 3 choices for encumbrance. The board discussed the possibility of additional encumbrances as requested by the districts and the importance of the preferences of not only the top 3 but of the remaining 6 encumbrances. Mardi Read discussed that the survey should serve 2 purposes: First to see the preferences of the districts with the current encumbrances, second to see any additional requests the districts may have. The board agreed to direct Mr. Carter to send out a survey among districts for them to rank their preferences of the following 6 encumbrance items: Teacher Retention Grant, Election Costs, Yavapai College Matinee Series, Teacher Recruitment, Substitute Teacher Training, Lobbyist/Community Organizer, and up to 3 additional items they would like to encumber. The survey willdiscuss in detail the amount the board has encumbered and remaining. The survey will be sent out to districts ASAP and data collected will be presented to the board at the June 4th meeting.The board requested that Craig Ralston and Ryan Gastonguay present the report from Yavapai College Performing Arts. Craig & Ryan advised the board that there has been a growth of over 969 students attendance from last year. The FFMA’s encumbrance counts as 20% of the total donations to allow districts to attend the Matinee at no cost. Craig and Ryan requested additional funding for next year depending on the outcome of the districts survey.

Information Discussion and Action

Review and Make Possible Modifications to Encumbrance Items and Amounts. (Superintendent Carter)

Mr. Carter shared with the board the current encumbrances and requested the board make decisions regarding the remaining items that will expire in June that will not be included on the survey sent to schools.Mardi Read made a motion to allow the following items to exhaust in June 2018: Spelling Bee Reimbursements, Balanced Leadership and Substitute Teacher Coordinator; Stephanie Miller seconded the motion; it was approved 5/0.Mr. Carter proposed to the board that the Legal Fees and Insurance be carried out through perpetuity. The board discussed how the funds would be reallocated once they are used and agreed when funds get low additional funds would be added to keep a steady amount of $5,000 as a balance.Stephanie Miller made a motion to change the “Admin., Legal, Web and Insurance” encumbrance to $5,000 through perpetuity and the remaining $6,620.80 funds will be added to the general fund, depleted funds will be reallocated as requested; Kellie Burns seconded the motion; it was approved 5/0.The board discussed the Executive Director position and how the position is essential for FFMA and YCETC, and if it should be additionally funded and for how long.

Stephanie Miller made a motion to continue the Executive Director position for 2 years ending in June 2020 at an annual rate of $50,000 a year for a total additional encumbrance of $100,000; Mardi Read seconded the motion; it was approved 5/0.

The board then discussed the eRate consultant fees and the necessity of the funding in order to continue eRate consultation. The board asked if there were any future changes in the costs in the future. Mr. Carter advised the board that there have been some changes such as the process and eligibility. Frank Vander Horst advised the board there are no crucial changes in prices that the board should worry about.

Dave Lykins made a to continue funding of the eRate consultation fee in perpetuity, allocating $15,816 annually for eRate fees; Mardi Read seconded the motion; it was approved 5/0.

The board discussed the Grant Writer position and the necessity of the position. The board asked if the Mental Health Grant and the Entitlement Grants will continue through YCESA, Stan and Mr. Carter advised the board that the programs through YCESA will not end, however, the workload for current employees will be increased. Dr. Miller explained to the board that she has discussed the encumbrance with her member districts and they are no longer using the assistance of the grant writer, Mardi discussed with the board that 3 of her 4 member districts are not benefiting from the encumbrance, Kellie Burns advised the board that a majority of her member districts are not benefiting from the encumbrance either. Dave Lykins shared with the board that the process of grants currently should not be interrupted and should continue.

Dave Lykins made a motion at a minimum to continue the grant writer until January 31, 2019 as recommended with an additional $44,473 to cover costs; Howard Moody seconded the motion; it failed 3/2 vote.

Stephanie Miller made a motion to end the grant writer encumbrance June 2018 and return unused funds to the general fund; Mardi Read seconded the motion; it was approved 3/2.

Discussion and Action Item: Topics from the Board for Future Agenda Items (President Moody)

Review data received from Survey of Encumbrances, approval of ¾ of 2017 distribution if funds received, posting of Dave Lykins seat for the board.

Announce Future Meeting Dates (President Moody)

• June 4, 2018
• September 10. 2018
• December 3, 2018
• 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 Moody)

Dave Lykins made a motion to adjourn the meeting at 10:45; Kellie Burns seconded the motion; it was approved 5/0.

Back to Forest Fee Management Association