YCETC - Yavapai County Technology Consortium - Making Educational Connections Worldwide

Special Meeting Minutes October 30, 2023

Yavapai County Educational Technology Consortium (YCETC)
Board of Directors Special Meeting Minutes

Monday, October 30, 2023 – 3pm

YCESA – training room – Zoom
2970 Centerpointe E Dr, Prescott 86301

Board Members and the Public May Attend via zoom

Attending Members – P=Present; EX=Previous notice of absence; ABS=No previous notice of absence
Board MembersYCETC TitleSept. 8, 2023Oct. 30Dec. 8
Tim CarterEx Officio FacilitatorPP 
Larry FullmerInstructional Technology Rep.PP 
Kathy EppersonInstructional Technology Rep.PP 
Jessica VoccaGroup 3 School Rep.PP 
Mike WestcottGroup 2 School Rep.PP 
Marvy McNeeseGroup 1 School RepPP 
John MorganYavapai College Rep.PEX 
Corey ChristiansLibrary Rep.PP 
0Bill SakelariosCharter Rep.PEX 

Also present were:  Frank Vander Horst – YCESA e-Rate, 

Call to Order (President Epperson)

President Epperson called the meeting to order at 3:05pm. 

Welcome and Establishment of Quorum (President Epperson)

A quorum was established.

Pledge of Allegiance (President Epperson)

Limited Call to the Public

  • The public is invited to speak about any agenda items
  • 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 direction 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

There was no limited calls from the public

Presentation, Discussion and Action: Determine Broadband Discount Rate and How to Address Current Surplus. (President Epperson and Mr. Vander Horst)

Frank advised the board the discount rate for this year is 74% and it had been miscalculated at the beginning of the billing cycle as 73%. Frank advised the board there is a surplus from overbilling 1% to all members from July to November. There are 2 issues with this, 1. What to do with the surplus, 2. How to move forward. There are 3 options to, 1. Revert to actual discount rate and keep the surplus, 2. Revert back to actual discount rate and issue a credit to 48 members, 3. Keep at current discount rate and create a surplus. The board requested an estimate and Frank advised currently the 1% is around $2,800 and for the total year it would create a surplus of around $6,000. The board discussed what do to with surplus and discount rate. The board discussed if they keep the current surplus funds they can be moved to a savings account that the board already has and it will be separate from typical revolving funds.
Larry Fullmer made a motion to reduce the discount rate on moving forward with invoicing to the YCETC members to the accurate 74% discount rate and hold the surplus funds until exact amount is known and vote on surplus at the next meeting; Jessica Vocca seconded the motion; it was unanimously approved 6/0 by Larry Fullmer, Jessica Vocca, Mike Westcott, Kathy Epperson Corey Christians, and Marvy McNeese

Action Item: Adjournment

Meeting was adjourned at 3:22 pm