Meeting Minutes – Tuesday, December 14, 2021

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

Tuesday, December 14, 2021 1:00 PM

Also present were: Stan Goligoski – YCESA, Jenn Nelson – YCESA, Frank Vader Horst – 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 meeting on September 14, 2021
2. Approval of the Special Meeting Agenda for Tuesday, December 14, 2021
3. The FFMA Board of Directors Hereby Authorizes County School Superintendent Tim Carter to Call for Electronic Nominations and Conduct an Electronic Election for the Group 2, 4, and 5 seats on the FFMA Board of Directors, Prior to the End of the Calendar Year, for a New Term Ending December 31, 2024
4. Waive By-Law, Article 2, Board of Directors, Section 3, Meetings of the Board, to Allow for the Annual Election of Officers to take Place in March 2022 Instead of December 2021, Due to Expiring Terms and the Opening of Nominations for Vacant Seats

Mardi Read made a motion to approve the consent agenda as presented; Stephanie Miller 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. The board has unencumbered balance of $374,802.66, the board had no questions or further discussion regarding the fiscal report. Mr. Carter advised the board that secure rural funds is being held up in congress it is unknown when it will be passed through a bill, it is unlikely that this will be passed by the end of the 2021 year. If Secure Rural Schools does not pass through the current bill, then it will need to find another vehicle (bill) to be included in. Currently there are no pre-filed bills that would be averse to the board. There are additional funds available through the FCC for E-Rate and Frank will discuss those funds in item 11 E-Rate update. The $20 million broadband project with the county is moving forward and bids are set to be awarded in January

Information, Discussion and Action Item: Due to the Lapsing of Walnut Grove Elementary School District, Pursuant to ARS 15- 469, Superintendent Carter has Placed the Remaining Funds ($193k+) in the County School Fund, Which Will be Transferred to the Forest Fee Management Fund Contingent Upon the FFMA Board Approval to Disperse the Funds to Yavapai County School Districts using the Normal FFMA Protocol. Does the Board Wish to Distribute Those Funds, Plus Accrued Interest at This Time, or Would They Like to Hold the Funds in the Account Until the Next Secure Rural Schools Act Funding is Received? It is Unknown When that Will Be? (Superintendent Carter) ** NOTE – Agenda Items #7, 8 and 9 Will Only Be Considered if the Board Votes to Distribute Funds at this Time as Outlined as an Option in Item #6 Above. 

The Board discussed the option of holding the funds until the SRSA funding is received. The board reviewed an email request from Kirkland Elementary School District regarding splitting the Walnut Grove funds between the schools that have educated the Walnut Grove students. Mr. Carter advised the board that legally that cannot be done, the funds can either be distributed or held but cannot go to a select few districts. Dr. Miller advised the board that the districts are thankful that the districts are given the option for distribution and the small schools are very appreciative of the FFMA funds and assistance.

Mardi Read made a motion to distribute the funds immediately; Dennis Dearden seconded the motion; it was unanimously approved 5/0 by Danny Brown, Stephanie Miller, Mardi Read and Kellie Burns and Dennis Dearden

Information, Discussion and Action Item: Approval of Total Fund Distribution Amount of $195,130.10

Mr. Carter explained item 7- 9 and advised the board that the board can vote on item 7-9 as a whole or separately.

Danny Brown made a motion to approve the distribution of $195,130.10 to districts as provided in the distribution formula; Kellie Burns seconded the motion; it was unanimously approved 5/0 by Danny Brown, Stephanie Miller, Mardi Read and Kellie Burns and Dennis Dearden

Jenn advised the board that she will work with County Finance for distribution of funds immediately

Information, Discussion and Action Item: Approval of Fund Distribution Formula: 

• The Total Amount to be Distributed, Including Interest Earned, is $195, 130.10
• The Total 2021 ADM per School is Listed, Countywide Total of 18,604.097
• Dividing 18,604.097 into $195,130.10 Creates a “Per Pupil Amount” of $10.489
• Multiplying the “Per Pupil Amount” by the Individual School District ADM Provides a Remaining Amount
• That Difference is $0, Leaving a Rounding Amount of $0 per school to be Added to the School Total
• There was no Rounding Necessary to go to the Smallest District 

Information, Discussion and Action Item: Approval of a Special Allocation per District. See the Attached List of School Districts and Amounts (Superintendent Carter) 

There was no special allocation necessary because there was no rounding necessary.

Discussion Item: Review Draft of District Encumbrance Survey (President Brown)

The board reviewed the past survey and removed the following:

The FFMA Board would like to know, if and when they receive SRSA funds would our members like to have the Board:

• Keep the funds (in an interest-bearing account) for use in the future, when federal funds have been exhausted or for items unrelated to the current funding sources
• Use the funds when received, based on the survey below
• No preference

Danny Brown suggested the board work with Survey Monkey to get the survey out and data they need. The survey will also include an option for the district to list what Group they belong to according to the by-laws. Danny and Jenn will work on the survey and it will be reviewed/finalized at the March meeting, then the board will decide when to send it out. The board will then review the districts priorities. The board discussed if there are new Superintendents, are they aware of the encumbrances and FFMA role. Mr. Carter advised the board that he meets with each new Superintendent and they are briefed on FFMA, but there was a question on why the Groups in the by-laws are not equitable. The board agreed that there are no issues with the Groups so there is no reason to further discuss. The board discussed updating the YCETC director portion of the survey to YCESA Director and remove technology, Danny and Jenn will make the update on the new survey

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

1. Technology Related Funding – no discussion 
2. College and Career Specialist – 
3. Consolidated Substitute Teacher Potential Training – 
4. E-Rate Update – Frank updated the board that all clients have had funding approved through E-Rate which totals $9.1 million in reimbursements to schools, under ECF another $5.1 million has been funded, so there is about $17 million under E-Rate that has been approved or will be approved
5. Lobbying/Advocacy Update – 
6. Administrative Fund – 
7. Elections Update – 
8. Yavapai College Matinee Series – 
9. Professional development –  
10. Other budget, encumbrances or financial items raised from the member districts or board members –

The board discussed since all encumbrances are up to date until June 2022 and the Tech Fund will remain frozen until March for further review, the only encumbrance that needs immediate attention is Election Costs. The board agreed that the unencumbered amount is $374,802.66, this amount includes the $195,130.10 that will be distributed to districts which would leave an unencumbered amount of $179,672.56, the board will then receive 50% back from the distribution to districts in the amount of $97,565.05. The board agreed to add the $97,565.05 that will be coming back to the board to the Elections Cost encumbrance. Additional encumbrances will be distributed once the SRSA funds are received.

Danny Brown made a motion to add $97,565.05 to the election’s encumbrance; Kellie Burns seconded the motion; it was unanimously approved 5/0 by Danny Brown, Stephanie Miller, Mardi Read and Kellie Burns and Dennis Dearden

Discussion and Action Item – Topics from the Board for Future 

Group representative appointments, officer election, review survey and finalize for distribution

Announce Future Meeting Dates

• 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 2:08 pm

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