Meeting Minutes – Wednesday, July 8, 2020

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

Wednesday, July 8, 2020 9:00 A.M.

Also present were: Stan Goligoski – YCESA, Frank Vander Horst – YCESA, Jenn Nelson – YCESA

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 Item: Review Association Purpose and Vision (Superintendent Carter)

Tim Carter read the Purpose and Vision of the Association.

Discussion and Action Items of the Consent Agenda

1. Approval of Minutes from the Meeting on June 1, 2020
2. Approval of the Minutes from the regular meeting agenda for Wednesday, July 8, 2020

Kellie Burns made a motion to approve the consent agenda as presented; Dennis 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 they are still expecting the 2020 distribution to come in September and it is estimated to be around $1.2 million, which would give the board another $650,000 or so after the distribution is completed. The board was advised the amount in the bank is $1,330,276.82 and the amount encumbered is $1,024,695.12 which leaves a remaining balance to be encumbered in the amount of $305,581.70.

Information, Discussion: Return of FFMA IGA Status (Superintendent Carter

Mr. Carter advised the board that all the IGAs have been received back signed by the districts except for 4, Ash Fork, Walnut Grove, Prescott and Beaver Creek, all districts have been contacted and will get the IGA signed and returned ASAP.

Information and Discussion and Action Item: Review and Potentially Modify Encumbrance Items and Amounts (President Brown)

1. • 1. Technology Related Funding –  Each board member agreed that their districts will be needing technology funds for the next school year. Stan discussed with the board that he had reached out to each district to see what technology needs were a priority for the upcoming school year. Each district expressed that they would expend all dollars that are given to them if they were to receive the same amount of tech funding that was provided in 2018. The board discussed the current allocated amounts and if it is relevant now for districts. Mardi Read suggested that the distribution formula for tech funds be modified, since the formula was based on district needs assessments that have changed, Mardi suggested a formula more like Professional Development funding is distributed or something more equitable that is not tied to specific equipment. The board agreed that districts know these amounts and have agreed that they would make use of all the funds. The board addressed the amount needed and where the funds would come from for immediate use. Stan will reach out to districts and determine which districts need the funds ASAP and which ones can wait for September or later.

        Danny Brown made a motion to approve $851,611 for tech funding with the caveat that $400,000 would be available now and the rest would be available once the September distribution is received; Stephanie Miller seconded the motion;

        The board then discussed which encumbrance would make up the remaining $95,000 needed for the total $400,000 needed; upon discussion the board agreed to use funds from Elections encumbrance for now.

        Danny Brown made an amendment to his motion to include, $95,000 will come from the elections encumbrance, to the tech fund along with the current $350,000 for a total of $400,000 for tech fund immediate use; it was unanimously approved 5/0 by, Kellie Burns, Danny Brown, Stephanie Miller, Mardi Read and Dennis Dearden.

        The original motion, as amended, was then unanimously approved 5/0 by, Kellie Burns, Danny Brown, Stephanie Miller, Mardi Read and Dennis Dearden.

     2. Professional Development Funding – Stan advised the board that he will be seeking reimbursement for the Beat the Odds training funds through the state for reimbursement. 

     3. COVID – 19 Items:

     4. Other Budget, Encumbrance, or Financial Items Raised from the Member Districts or Board Members – board agreed to table items B-D until the next meeting in September.

Discussion and Action Item: Topics from the Board for Future Agenda Items

COVID-19 items, Professional Development Funding, update on Tech

Announce Future Meeting Dates

• Tuesday September 15, 2020
• Monday December 17, 2020

Action Item: Adjournment

Danny Brown adjourned the meeting at 9:45 a.m.

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