Special Meeting Minutes July 10, 2023

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

Monday, July 10, 2023 – 11am

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

Board Members and the Public May Attend via zoom

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

Call to Order (President Epperson)

President Epperson called the meeting to order at 11:01am. Due to poor connection, Vice President McNeese presided the meeting. 

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

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 Meeting Minutes of June 2, 2023
2. Approval of the Special Meeting Agenda for July 10, 2023
3. Ratify the election of Kathy Epperson (Cottonwood Oak Creek School District) and Larry Fuller (Chino Valley Unified School District) for three year terms at IT Representatives from July 1, 2023 to June 30, 2026
4. Ratify the election of Corey Christians (Yavapai County Library Director) for a three (3) year term as the Library Representative from July 1, 2023 to June 30, 2026
5. Ratify the election of Jessica Vocca (Cottonwood Oak Creek School District Principal) for the three (3) year term as the Group Three (3) Representative from July 1, 2023 to June 30, 2026

Mr. Carter advised the board that item C will need to be amended to reflect the correct spelling of “Fullmer.
John Morgan made a motion to approve item C with the amendment to “Fullmer”; Mike Westcott seconded the motion; it was approved unanimously 7/0 by Larry Fullmer, Kathy Epperson, Jessica Vocca, Mike Westcott, Marvy McNeese, John Morgan and Bill Sakelarios.

Bill Sakelarios made a motion to approve the rest of the consent agenda as presented; John Morgan seconded the motion; it was approved unanimously 7/0 by Larry Fullmer, Kathy Epperson, Jessica Vocca, Mike Westcott, Marvy McNeese, John Morgan and Bill Sakelarios

Presentation, Discussion Action Item: Discuss and Direction Regarding the Following: 

• After YCETC Board awarded Sparklight with 37 in response to the first RFP for YCETC Broadband Services, Sparklight came to the realization that their Pricing was not competitive in the marketplace, and significantly reduced their pricing (~40% at some speeds/terms)
• If Lumen had responded to the 1st RFP, this would have become apparent at that time.
• The Board voted to approach Sparklight regarding their new, lower pricing, and request their consideration in lowering their pricing to the consortium?
• YCETC is one of Sparklight’s largest customers, and customers with a much smaller purchase are enjoying much lower pricing
• Sparklight did not address our concern, and in fact made several inaccurate remarks
• Mr. Vander Horst and President Epperson have drafted a Letter of Response that will go to Sparklight under the President’s signature, to correct the inaccurate information and request lower pricing

The Board is being asked to authorize the letter on behalf of our YCETC members. (President Epperson and Mr. Vander Horst)
Frank reviewed the above items with the board. The board reviewed the drafted letter and approved. The board discussed if there is cause of legal action if the letter is not received well. Mr. Carter advised the board that YCETC legal counsel has advised there is cause for legal action if the board wishes to proceed with it. Mr. Carter advised the board that it would need to be discussed in closed session and as the YCETC funding source, FFMA would need to be advised of any decision made. The board agreed that a special meeting would be necessary if the letter is not received well by Sparklight.
John Morgan made a motion to authorize President Epperson to send the letter to Sparklight on behalf of the YCETC board; Bill Sakelarios seconded the motion; it was approved unanimously 7/0 by Larry Fullmer, Kathy Epperson, Jessica Vocca, Mike Westcott, Marvy McNeese, John Morgan and Bill Sakelarios

Information, Discussion and Action Item: As a result of our most recent election, There is a vacancy in the Office of Treasurer. That position must be filled, Since the Treasurer is the only person currently authorized to make transfers of funds for Payments to vendors on a monthly basis with OneAZ Credit Union. This is a call for election of Treasurer and an opportunity to add signers to the account if needed. (Superintendent Carter)

The board discussed the vacancy and agreed to have a new treasurer and add an additional person as an authorized signer for electronic transfers.
Mike Westcott made a motion to remove previous treasurer Gary Cummins and add new treasurer John Morgan in his place as an authorized user to make electronic transfers; Marvy McNeese seconded the motion; it was approved unanimously 7/0 by Larry Fullmer, Kathy Epperson, Jessica Vocca, Mike Westcott, Marvy McNeese, John Morgan and Bill Sakelarios.
John Morgan made a motion to approve Larry Fullmer as an additional authorized user to the account with the ability to also authorize electronic transfers; Marvy McNeese seconded the motion; it was approved unanimously 7/0 by Larry Fullmer, Kathy Epperson, Jessica Vocca, Mike Westcott, Marvy McNeese, John Morgan and Bill Sakelarios
The board agreed to have the President approve the minutes after review in order to present minutes to the bank.
Bill Sakelarios made a motion to allow President Epperson to review and approve the minutes on a temporary basis; Larry Fullmer seconded the motion; it was approved unanimously 7/0 by Larry Fullmer, Kathy Epperson, Jessica Vocca, Mike Westcott, Marvy McNeese, John Morgan and Bill Sakelarios

Discussion and Action Item: The following Meeting Dates have been established by the board. The board may add future meeting dates

• September 8, 2023 10am
• December 8, 2023 10am – Annual Meeting 

The board agreed there may be a special meeting prior to September and all future meeting dates will be made at the annual meeting

Action Item: Adjournment

Meeting was adjourned at 11:33 am