Forest Fee Management Association

Meeting Minutes – Tuesday, December 12, 2023

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

Tuesday, December 12, 2023 10:00 am 

Board Member Attendance – P=Present EX=Previous notice of absence ABS=No previous notice of absence
Board MembersRepresentingDec. 12, 2023March 5, 2024June 11, 2024Sept. 17,2024Dec. 17, 2024
Tim CarterEx Officio, Non- Voting FacilitatorP    
Kellie BurnsGroup 1P    
Dr. Stephanie MillerGroup 2P    
Matt SchumacherGroup 3P    
Lynn LeonardGroup 4P    
Mardi ReadGroup 5P    

Also present were: Jenn Nelson – YCESA

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

Welcome and Call to Order

The meeting was called to order at 10:00

Establishment of Quorum and Pledge of Allegiance (Vice President Read)

A quorum was established

Limited Call to the Public (Vice President Read)

  • 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 Regular Meeting Minutes on September 12, 2023
  2. Approval of the Agenda for Tuesday, December 12, 2023

Mardi Read advised the board she would like to pull the second item regarding the agenda.
Kellie Burns made a motion to approve meeting minutes from September 12, 2023; Matthew Schumacher seconded the motion; it was unanimously approved 5/0 by Matt Schumacher, Stephanie Miller, Kellie Burns, Lynn Leonard, and Mardi Read.
Mardi advised the board that the agenda will need to be revised and item 6 “Library Presentation” will be removed.
Matthew Schumacher made a motion to approve the agenda as revised; Kellie Burns seconded the motion; it was unanimously approved 5/0 by Matt Schumacher, Stephanie Miller, Kellie Burns, Lynn Leonard, and Mardi Read

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

Mr. Carter and Jenn shared the distribution sheet and general ledger with the board. The board asked if there were any specifics to be shared about the reports, Jenn advised the board that there is not a lot of spending happening due to the limited funds. Mr. Carter updated the board with that no current legislation impacts FFMA. There are 2 active bills for Secure Rural Schools, but very little movement. Funds are now a year behind. Mr. Carter addressed some questions regarding the process of the funding and how long it lasts. Bills are passed through the natural resource committee and include 2 to 3 years of funding for Secure Rural Schools.

Presentation and Discussion: The County Library Education Liaison Would Like to Discuss their Role with our Schools and Possible seek Funding 

Item Removed. No Discussion.

Information and Discussion: Review Recommendations of the Yavapai County Educational Technology Consortium (YCETC) Board of Directors in Regard to Sparklight.

Mr. Carter updated with the board with issues with Sparklight. Currently Sparklight is giving lower pricing to other entities than YCETC, when YCETC requested to receive the lower pricing Sparklight dismissed the request. The amount of savings would be around $60,000 a year over the 2-year contract, for a total of $120,000 savings that is not being given. YCETC and legal counsel is drafting a letter addressing concerns and allowing another opportunity to negotiate, if the letter is not successful the YCETC may consider legal action. Not knowing the costs of a lawsuit and legal action, the YCETC board wanted to keep FFMA updated on the situation that they may need to request funding. Mr. Carter advised he will be requesting funding on behalf of YCETC in item 8 administrative fund.

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

  1. Technology Related Funding – Jenn and Mr. Carter presented the board with the Tech Fund spreadsheet; Board members are encouraged to share with their member districts that there are still funds available. Jenn will provide the spread sheet with the minutes so that districts can see what their available funding is. No additional funding was requested.
  2. Consolidated Substitute Teacher Potential Training Update – Mr. Carter advised the board that there may be 2 more trainings in the summertime. Board members asked with the encumbrance of $30,000 covers. Mr. Carter and Jenn advised the board that the encumbrance covers training materials, guest speakers, and annual fee for ESI programming. No additional funding was requested. 
  3. Lobbying/Advocacy Update – The board reviewed the lobbying spreadsheet. Jenn advised the board that AZ Capitol Connections sends a monthly invoice, but has yet to receive an invoice for AZ Government Affairs. Stephanie Miller advised that the invoice is usually sent annual in January. No additional funding was requested.
  4. Yavapai College Matinee Series – Mr. Carter shared with the board that he is receiving letters from students who attend the Matinee Series and will share them with the YC performing arts directors. No additional funding was requested.
  5. Administrative Fund – Mr. Carter shared with the board the current administrative fund expenses requested an additional $25,000 for possible legal expenses for YCETC through the Sparklight legal issues. The board discussed the amount and how many districts are within YCETC as members. The board requested Mr. Carter research how many members and associate members there are of YCETC and what percentage of the members is Yavapai County Districts for a cost analysis of legal services. The board discussed supporting YCETC in their endeavors to ensure that districts receive the best possible rates. The board agreed that they would like the administrative fund to remain separate so they can keep track of legal costs and still have funding for administrative costs, and if additional funds are needed a special meeting could be held. Kellie Burns made a motion to encumber a new line item of $10,000 for YCETC legal services if needed; Lynn Leonard seconded the motion; it was unanimously approved 5/0 by Matt Schumacher, Stephanie Miller, Kellie Burns, Lynn Leonard, and Mardi Read.
  6. Elections Update – Jenn advised the board that there were 2 successful elections this year for Sedona and Ash Fork. Next year’s elections include possible override, sale of property, governing board members and a possible citizen recall. The board asked if the amount encumbered would cover the elections costs of 2024. Jenn advised the board she is confident that there are enough funds encumbered and hopeful that the County Elections will receive grants to lower elections costs. She advised the board as well for their districts to review their IGA with County Elections to ensure that they are receiving a $.25 per voter discount. No additional funding was requested.
  7. Other Budget, Encumbrance, , or Financial Items Raised from the Member Districts or Board Members – No discussion on additional encumbrances. The board reviewed the encumbrance sheet and reviewed there is still money in teacher recruitment if districts want to use it for recruiting teachers.

Information, Discussion and Action Item: Election of President and Vice President

The board reviewed the terms of members, 12-31-2024 Mardi Read and Stephanie Miller terms are up, 12-31-2025 Kellie Burns terms is up, 12-31-2026 Lynn Leonard and Matthew Schumacher terms are up. Mardi advised the board she will not be able to fulfill her term as she will be retiring June 2024.
Mardi Read made a motion to nominate and elect Kellie Burns as President for a 1 year term; Lynn Leonard seconded the motion; it was unanimously approved 5/0 by Matt Schumacher, Stephanie Miller, Kellie Burns, Lynn Leonard, and Mardi Read.
Lynn Leonard made a motion to nominate and elect Stephanie Miller as Vice President for a 1 year term; Kellie Burns seconded the motion; it was unanimously approved 5/0 by Matt Schumacher, Stephanie Miller, Kellie Burns, Lynn Leonard, and Mardi Read.

Discussion and Action Item – Topics from the Board for Future 

Follow up with YCETC

Announce Future Meeting Dates

  • March 5, 2024 (10 AM)
  • June 11, 2024 (10 AM)
  • September 17, 2024 (10 AM)
  • December 17, 2024 (10 AM)

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

Mardi Read adjourned the meeting at 11:28 am