Meeting Minutes – Tuesday, June 14, 2022

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

Tuesday, June 14, 2022 1:00 PM

Also present were: 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 1:00 PM by President Brown  

Establishment of Quorum and Pledge of Allegiance (President Brown)

A quorum was established. 

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 March 4, 2022
2. Approval of the Meeting Agenda for Tuesday, June 14, 2022

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

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

Tim Carter presented the fiscal report to the board. There was no action or discussion. Tim Carter advised the board regarding the legislative update that September 2021, September 2022, and September of 2023 payments from Secure Rural Schools has been passed. The payment for September 2021 has been received and will be reviewed at a special meeting. The payment for September of 2022 should be expected in September, but there is no guarantee. Regarding Statewide legislature there is a house bill and a senate bill for budget but there is not a 16/31 count to pass, the deadline is June 30^th. If a budget is not passed by June 30^th state government will be shut down, an emergency measure will allow essential services to remain open. The board questioned if this will affect school payments if the state government if shut down, Mr. Carter advised it potentially could shut down school payments.

Information, Discussion and Action Item: Transition of YCETC Technology Director and the YCESA Executive Director

Mr. Carter advised the board that Stan’s position as YCETC technology director and YCESA executive director will not be filled at this point in time. Currently, YCESA staff directors will be compensated for taking on additional tasks to maintain the positions duties. Mr. Carter has been assigned as the broadband manager. YCETC and FFMA will need to decide what they will do with the fulfillment of the position. YCETC has expressed no immediate concern regarding fulfilling the position due to lack of current project and the need for a tech director. FFMA board expressed that they would like to meet jointly with YCETC at the Countywide meeting on August 31, 2022 during an afternoon breakout session to discuss the future of the position when it comes to the boards’ needs. Mr. Carter advised he will reach out to YCETC President Epperson, including FFMA President Brown to discuss a joint meeting. It was discussed to invite Yavapai College IT and possible Yavapai County IT into the breakout joint meeting as well.

Information, Discussion and Action Item: Elimination of $16,000 Consulting Fee for YCESA E-Rate Services for Yavapai County Educational Technology Consortium (YCTEC). This will be a Complimentary Service for Joint YCETC Purchases Going Forward. 

Due to the success of the YCESA E-Rate program, there will no longer be fees for YCETC or FFMA for E-Rate services or group purchases made by the consortium. E-Rate services will be complimentary, saving the boards around $16,000 a year. This will only be a complimentary service for current clients, moving forward any new clients will still need to cover a fee.

Information, Discussion and Action Item: Secure Rural Schools Funds Have Not Yet Been Received. A Special Meeting Will be Called by the FFMA President When Received, so a Timely Distribution Can Take Place. 

The funds have been received and a special meeting will be held June 21, 2022 at 10:30am

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

1. Technology Related Funding – The board discussed unfreezing the TECH Fund’s remaining $346,457.89 so districts are able to submit for technology reimbursements, based on their remaining balance. The board had an original ask amount of around 2.5 million but agreed to fund half of the original ask amount, which leaves each district a remaining balance unless they have already been paid out. Jenn will send out a sheet regarding Tech Fund and how much each district has available after previous reimbursements
2. College and Career Specialist – Tim Carter shared the monthly report and overall summary of the College and Career Specialist position. Mr. Carter reminded the board that due to funding the position has been eliminated.  The remaining balance in the encumbrance will cover the last quarter of payment to YCESA
3. Consolidated Substitute Teacher Potential Training – Mr. Carter advised the board that he is providing training for the substitutes as a two-day training. He has been requested to provide training for other counties throughout the state and has advised that any compensation received for services will be a donation to the FFMA board. Jenn advised the board that the 2022 annual fee has just been paid and that it was underestimated and put the encumbrance in the red $1,371.56. The board agreed to fund the 2023 annual fund, Jenn advised the board it would be best to encumber $18,000 for the 2023 school year
4. E-Rate Update – E-Rate will be removed the encumbrance spreadsheet. Frank gave a brief E-Rate update that the FCC Chairwoman has recommended that E-Rate now cover school bus WIFI, and it can possibly be expected in the eligible services list for the 2023-2024 school year. Emergency Connectivity Fund is now closed there were 7.2 billion dollars and requests came in at over 8 billion, preference will be given to rural schools
5. Lobbying/Advocacy Update – Currently the encumbered amount is more than enough to cover the 2022-2023 year for lobbying. Each district still has a remaining amount available. The board will review the Lobbying funds in early 2023
6. Yavapai College Matinee Series – Dr. Ralston presented the board with the statistics of the 2021-2022 school year showing 13 districts took advantage of the performing arts program. Mardi questioned the 2022-2023 content of the lineup and how it can be controversial with current issues and standards today. Dr. Ralston advised the board that there are educational pamphlets for each show and a preview of each show that he will share with the board. It was discussed that there are districts who use this encumbrance, that do not usually participate in other encumbrances. The board discussed and agreed that if they could they would fund the difference to ensure $40,000 is encumbered to the YCPAC, the difference would be an additional encumbrance of $26,535
7. Administrative Fund – Mr. Carter advised the board he has not had many expenses going through the fund, but it is unknown when a crisis will happen, so the encumbrance should remain as is
8. Elections Update – Mr. Carter and Jenn advised the board that this year elections are estimated to be around $500,000 to $800,000 or more due to more districts having contested elections. The board reviewed that there are 10 contested elections if all candidates file and 5 of those are the larger districts within the county. There are other factors that depend on the cost of the election regarding how many entities are on the ballot, the cost of goods such as paper and printing, and polling locations. The board agreed that an additional $500,000 should be encumbered for elections costs
9. Other Budget, Encumbrances, or Financial Items Raised from the Member Districts or Board Members – 

   Danny Brown made a motion to unfreeze the tech fund in the amount of $346,457.98 immediately, after disbursements are received from districts no later than August 31, 2022 an additional $26,535 will be added to Yavapai College Matinee Series, and an additional encumbrance of $500,000 to Elections; Denny Dearden seconded the motion; it was unanimously approved 4/0 by Danny Brown, Mardi Read, Kellie Burns and Denny Dearden

Information, Discussion and Action Item: Review and Finalize Survey of the Membership to Identify Collective Needs 

The board reviewed the draft survey, Danny will revise the date when it is decided to send the survey out. The board agreed to remove YCETC Tech Director, E-Rate Services, College and Career Specialist and to added to the survey will be Professional Development (a set tiered amount per district) and School Safety (a set tiered amount per district). This survey will go out mid-August to all district Superintendents

Discussion and Action Item – Topics from the Board for Future 

Normal Agenda Items. 

Announce Future Meeting Dates

• Tuesday June 21, 2022 10:30 am Special Meeting
• Tuesday September 13, 2022 10 am
• Tuesday December 13, 2022 10 am
• Tuesday March 21, 2023 10 am 
• Tuesday June 13, 2023 10 am 
• Tuesday September 12, 2023 10 am 
• Tuesday December 12, 2023 10am 

The board discussed future meeting dates and changing the time from 1pm to 10am, and keeping it the second Tuesday of the month, except moving the March 2023 meeting to the third Tuesday of the month.
Danny Brown made a motion to approve changing the time of the meeting to 10am and changing the March meeting; Mardi Read seconded the motion; it was unanimously approved 4/0 by Danny Brown, Mardi Read, Kellie Burns and Denny Dearden

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 2:36 pm

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