Meeting Minutes – Thursday December 17, 2020

Yavapai Education Service Agency – in person or zoom
2970 Centerpointe East Drive, Prescott, Arizona 86301

Thursday, December 17, 2020 9:00 A.M.

Also present were: Stan Goligoski – YCESA, Frank Vander Horst – YCESA, Jenn Nelson – YCESA, Rosemary Agneessens, Ryan Gastonguay & Craig Ralston – Yavapai College Performing Arts 

Yavapai County Forest Fee Management Association
Board of Directors
Meeting Minutes

Welcome and Call to Order

The meeting was called to order at 9:00 a.m.by President Brown

Establishment of Quorum and Pledge of Allegiance (President Brown)

A quorum was established. Due to conference call meeting President Brown dismissed 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 and Action Items of the Consent Agenda

1. Approval of Minutes from the Meeting on September 15, 2020
2. Approval of the Minutes from the regular meeting agenda for Thursday, December 17, 2020

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

Information, Discussion Item: Fiscal Agent Report, Political/Legislative Update (Superintendent Carter)

Mr. Carter shared with the board that September distribution has still not been received, and most likely will not be received until Spring of 2021. There is movement from senators and members of the house to include a secure rural schools act package in the new appropriations bill. Mr. Carter shared with the board the general ledger and distribution of funds by district, showing that the board has encumbered all funds and that elections items will be discussed in item 8e. Mr. Carter advised the board he will be in DC in February for 3 days and will be back February 12, 2021 with more rural schools act information.

Information, Discussion: Status of Return FFMA and Yavapai County Educational Technology Consortium (YCETC) IGA Renewals. YCETC is also Seeking an Amendment for Non-Profit Status (Superintendent Carter)

Mr. Carter advised the board that all the IGAs have been received back signed by the districts. Mr. Carter explained that YCETC is seeking an amendment for non-profit status in Arizona, districts have been asked to return the signed amendment before the end of the calendar year so that the YCETC by-laws can be updated and paperwork can be filed with the state.

Information and Discussion: Status of Return of Yavapai County Education Technology Consortium (YCETC) IGA Renewals Amendments Allowing for Non-Profit Status. (Superintendent Carter)

Mr. Carter advised the board that all the IGAs have been received back signed by the districts with the exception of Walnut Grove because the district will be lapsed as of June 30, 2021. Yavapai College has not yet returned the agreement, but it is on their next meeting agenda. YCETC board ratified the non-profit status already and have proposed by-law changes to reflect the new status, and it will be ratified at their next meeting.  

Information, Discussion and Action Item: Request for Flexibility in Use of Matinee Series Funding (Ryan Gastonguay, Yavapai College)

Craig Ralston representing the Yavapai College performing arts present to the board a letter requesting that the funds encumbered for the YC PA Matinee Series be used in a different manor. The request was that the funds be used for virtual series of programs that schools can stream directly to their classroom or home for virtual learners. The current encumbered amount of $25,465 will be sufficient enough to cover the new programs and no additional funds are being requested.

Kellie Burns made a motion to approve the Matinee Series encumbered amount be used by Yavapai College Performing Arts for virtual shows; Danny Brown seconded the motion; it was unanimously approved 5/0 by, Kellie Burns, Danny Brown, Stephanie Miller, Mardi Read and Dennis Dearden.

Information, Discussion and Action Item: Review and Potentially Modify Encumbrance Items and Amounts

1. Technology Related Funding – Stan requested that the board change the expiration date of the tech funds to June 30, 2021 since the account is still frozen.

Denny Dearden made a motion to approve the tech fund to expire in June 30, 2021; Kellie Burns seconded the motion; it was unanimously approved 5/0 by, Kellie Burns, Danny Brown, Stephanie Miller, Mardi Read and Dennis Dearden 

2. Professional Development Funding –The board agreed to terminate the PD encumbrance and use the remaining $24,103.96 funds towards elections costs.

3. COVID-19 Item Funding – No Discussion.

4. Administrative Fund (Superintendent Carter) –Mr. Carter advised the board that he will be taking the annual D.C. trip the second week of February. He reminded the board that the admin fund is used for counseling services for the schools.

5. Elections Update (Superintendent Carter & Mrs. Nelson) – Carter advised the board that elections costs were more than expected but have all been paid and left the encumbrance short by $130,284.33. There had been discussion before the meeting to replenish the funds through Beat the Odds, PD Funds and some Tech Funds that had been frozen. The board agreed to terminate the Beat the Odds encumbrance and PD Funds. The additional amount to be made up will be $96,180.37 taken from the Tech Fund for elections costs. The board agreed to replenish the funds to the tech fund when the next payment is received. The board agreed that when the next payment is received additional costs will need to be encumbered for 2022 election costs.

Danny Brown made a motion to approve the $10,000 and termination of BTO, $24,103.96 and termination of PD funds and $96,180.37 from tech funds to go towards elections encumbrance; Denny Dearden seconded the motion; it was unanimously approved 5/0 by, Kellie Burns, Danny Brown, Stephanie Miller, Mardi Read and Dennis Dearden.

6. Advocacy Update (Mrs. Agneessens) –Rosemary gave the board an update on voter turn-out, by focusing on low voter turn-out precinct.

7. E-Rate Update (Mr. Vander Horst) –Frank shared with the board the benefits of the YCETC, to date the board has been reimbursed $2.9 million in internet costs excluding the 87% reduction in rates. January 21st there will be dramatic changes to E-Rate and it will open up more options, the COVID bill has $10 million is broadband initiative, $3 million of that will go toward E-Ratable hots spots for homes.

8. Other Budget, Encumbrance or Financial Items Raised from the Member Districts or Board Members –Stan requested that the board move $12,000 from the teacher recruitment fund to the teacher retention fund. The board discussed if they teacher retention grant should continue or be terminated. The board agreed that there are other avenues for teachers to be reimbursed even though it is difficult there are options. The board agreed to wait until the spring to review the items. The board agreed to not encumber any other funds but allow the teacher retention encumbrance to run negative until the next meeting to see where funds should come from

Topics from the Board for Future Agenda Items

Teacher Retention Grant 

Announce Future Meeting Dates

• Tuesday March 9, 2021 (1 PM)
• Tuesday June 8, 2021 (1 PM)
• Tuesday September 14, 2021 (1 PM)
• Tuesday December 14, 2021 (1 PM)

The board agreed to the above meeting dates. 

Action Item: Adjournment

Danny Brown adjourned the meeting at 9:48 am

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