Meeting Minutes – Tuesday, September 14, 2021

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

Friday, June 18, 2021 2:00 PM

Also present were: Stan Goligoski – YCESA, Jenn Nelson – YCESA

Yavapai County Forest Fee Management Association
Board of Directors
Special Meeting Minutes

Welcome and Call to Order

The meeting was called to order at 1:02 PM 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: 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 Minutes from the Special Meeting on June 18, 2021
2. Approval of the Special Meeting Agenda for Tuesday, September 14, 2021

Danny Brown made a motion to approve the consent agenda as presented; Kellie Burns seconded the motion; it was unanimously approved 4/0 by Danny Brown, Stephanie Miller, Mardi Read and Kellie Burns

Information, Discussion and Action Item: On the Advice of Legal Counsel, Notice is Hereby Given that Pursuant to ARS 15-469, Walnut Grove Elementary School District #7, was Legally Lapsed by the Yavapai County Board of Supervisors, Effective July 1, 2021 and the Property of the School District was Divided to the Following School Districts; Kirkland Elementary School District, Wickenburg Unified School District and West-MEC CTED. As a Result, Article II, Board of Directors, Section 2, Members of the Board of Directors, Group 1, is Modified to Exclude Walnut Grove School District from FFMA Membership

Mr. Carter explained to the board that because of the lapse of the school district it will be removed from the current IGA and By-Laws. Legal counsel advised there is no need to make a motion and ratify at a later date. Any remaining funds in the Walnut Grove account will be deposited into the FFMA county account.

Stephanie Miller made a motion to accept the removal of Walnut Grove from the IGA and By-Laws as advised by legal counsel due to lapsing of the district; Mardi Read seconded the motion; it was unanimously approved 4/0 by Danny Brown, Stephanie Miller, Mardi Read and Kellie Burns

Information, Discussion and Action Item: Fiscal Agent Report, Political/Legislative Update, Secure Rural Schools Update 

Dennis Dearden joined the meeting.

The board reviewed the General Ledger and Distribution sheets, with no questions or further discussion. Mr. Carter shared the following update with the board: Secure Rural Schools was in both the House and Senate through an infrastructure bill, but the Senator running the bill was not confident it will have much support to pass. It is unknown when the Secure Rural School Funds will be approved. The September 2021 payments will be late as of 9-15-21. Mr. Carter believes the Secure Rural School Funds can be attached to another bill for approval. 

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

1. Technology Related Funding – no discussion 
2. College and Career Specialist – Stan presented the board with an update on the work Kendra Hobson has been doing around the County. Kendra now visits all High Schools within Yavapai County as well as FAFSA workgroups.
3. Consolidated Substitute Teacher Potential Training – Stan share with the board that there were 81 substitute certificates that were held in que and that will be processed, and there are 117 incomplete applications for substitutes, once all these issues are worked out, there will be an increase in numbers of substitutes available within Yavapai County. Some districts are now hiring long term subs as district employees. Stan advised the board that districts have shown interest in Substitute Teacher Training and Yavapai College has agreed to hold a training at the cost of $45 per a class per a person, to be paid by the substitute, and the classes can be held in waives. Stan will send out the tentative schedule when it is completed, and Mardi requested that Stan also send out the syllabus/curriculum of the training and hoping it includes training with special needs classes
4. E-Rate Update – Frank advised the board that the emergency funds to solve the homework gap is now closed, and only 40% of his clients took advantage of the emergency funds. There will be a second window to spend the rest of the emergency funds coming up September 28^th, if there is still funds left over, a third window will be open for schools and libraries to be reimbursed for any devices purchased since 2020.
5. Lobbying/Advocacy Update – RASC will continue with Gretchen as their lobbyist and continue consolidate their funding. Other districts will use their own funds for lobbying efforts. Danny Brown requested that Jenn send out the Lobbyist spreadsheet with the minutes for it to be shared with districts to show their balances. The districts still have their approved amount of $7,750 per district
6. Administrative Fund – Mr. Carter advised the board there were recent events with COVID and emergencies that counselors had been sent out to schools
7. Elections Update – Mr. Carter advised the board there is a lot of interest in school boards at this time which could result in more contested elections on the ballot. There are a few district boards that may be facing a recall, but that is not funded by the FFMA board. The board discussed if they should encumber funds now for the 2022 elections. Jenn and Mr. Carter advised the board that invoices for the 2022 elections will not begin to come through until August 2022 and it could be well over the amount the board has available to encumber. The board agreed to review this item again in December and encumber funds once more Secure Rural Funds are received
8. Yavapai College Matinee Series – no discussion 
9. Professional development – no discussion 
10. Other budget, encumbrances or financial items raised from the member districts or board members – no discussion 

Discussion and Action Item – Establish a Survey of Member Districts to Determine Needs and Prescribe the Process and Timeline for Completion. 

The board reviewed the survey that was sent out in 2018 and decided it needed to be completely updated. The new survey will include the following encumbrance items: Elections, Lobbying, Teacher Recruitment, Yavapai College Matinee Series, College and Career Specialist, Tech Funding, E-Rate, Executive Director YCETC. Mr. Carter and Jenn will work on an updated survey and send it to the board for review. The board agreed not to lead districts to think there are so many funds available, but rather get the districts ideas on if there was no funding what their priorities are

Discussion and Action Item – Topics from the Board for Future 

Review of survey template, Elections and encumbrances

Announce Future Meeting Dates

• Tuesday December 14, 2021 (1 PM)
• Tuesday March 8, 2022 (1 PM)
• Tuesday June 14, 2022 (1 PM)
• Tuesday September 13, 2022 (1 PM)
• Tuesday December 13, 2022 (1 PM)

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

Action Item: Adjournment

Danny Brown adjourned the meeting at 2:02 pm

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