Yavapai County Educational Technology Consortium

SECTION 1.  General Powers, Number, Tenure and Qualifications.  The activities of the Consortium shall be managed by a Board of Directors numbering eight (8) members. The Board of Directors shall institute a staggered lottery system such that reasonable continuity is assured as outlined below:

• Tier One – two (2) members – 1 year term extension until June 30, 2011
  Tier Two – two (2) members – 2 year term extension until June 30, 2012
  Tier Three – three (3) members – 3 year term extension until June 30, 2013

Thereafter, the terms of Directors shall be for three (3) years and shall commence on July 1 and terminate on June 30. Directors may be elected or appointed to successive terms without limit.

SECTION 2.  Members of the Board of Directors.

1. The Directors shall be:
   • Elected by full members of the YCETC (School Districts, Charter Schools, Colleges/Universities and Libraries) which have filed a completed IGA / Agreement. Associate Membership may be granted by written request to join a grant/reimbursement application or by a valid letter of agency, but associate members shall not have a vote on association business or for the election of the Boar of Directors or Officers.
   • A representative of higher education, nominated and elected by member colleges and universities,
   • A representative nominated and elected by member charter schools,
   • Three (3) representatives of the member school districts, based on their respective annual student population (Average Daily Membership, published by the Arizona Department of Education). The Board of Directors will from time to time determine the districts that make up the membership of these three (3) groups. If the election does not result in a plurality of any candidate, those tied with the highest number of votes, will break the tie by lot, under the supervision of the Board, at a regular, special or annual meeting. These representatives must be nominated and elected by the districts that are part of that specific group. The membership groups shall be:
   • Group 1 – Ash Fork, Canon, Congress, Crown King, Hillside, Kirkland, Seligman, Skull Valley, Yarnell, YCASD, YCJDS
   • Group 2 – Bagdad, Beaver Creek, Camp Verde, Clarkdale-Jerome, Mayer, Mingus, Mountain Institute, Sedona Oak Creek, VACTE
   • Group 3 – Chino Valley, Cottonwood-Oak Creek, Humboldt, Prescott.
   • Two (2) representatives of Instructional Technology Departments nominated at large and elected by member schools.
   • A representative of the Libraries, nominated and elected by member libraries.
   • The Yavapai County School Superintendent, who shall serve as an ex officio, non-voting facilitator.
   • Ineligible to serve on the Forest Fee Management Board of Directors.
   • Authorized to allow associate membership to “political subdivisions of the State of Arizona”, including, but not limited to, cities, towns, counties, and fire districts.
2. Vacancies on the Board of Directors occasioned by resignation or any other reason may be filled in the same manner as the original member was selected.
3. At all times during the term of a Director, that individual must be in good standing within the group, agency, or entity from which they were originally selected.

SECTION 3.  Meetings of the Board.

1. In addition to the annual meeting in September, the Executive Officers may call for additional meetings as needed. The Board of Directors may also call for a special meeting by majority vote present at any meeting or by written request of a majority of the Board.
2. A simple majority of the voting members of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board.
3. Meetings of the Board of Directors, whether regular or special, may be held by means of telephonic or similar communications equipment, by means of which all persons participating in the meeting can hear each other.  A request to attend a regular meeting by teleconference requires a seventy-two (72) hour notification to the President or the Secretary / Treasurer. Participation in a meeting pursuant to this section shall constitute presence in person at such meeting. No proxies are allowed.
4. Directors should notify the President or Secretary-Treasurer of an impending absence, seventy two (72) hours in advance of the meeting if possible.
5. Any Director may, prior to posting, submit an item to the President or the Secretary / Treasurer for inclusion on the next agenda.
6. Agendas for regular meetings shall be posted five (5) days in advance. Special meetings require a twenty-four (24) hour posting. The posting shall be provided to each Director, all Consortium members, to anyone who makes such a request, and it shall be placed on the Yavapai County and Consortium websites.

SECTION 4.  Duties and Responsibilities of the Board.  The Board of Directors shall have the duty to see that the purposes of the Consortium are carried out.  They are responsible to:

1. Attend meetings on a regular basis, representing the interest of the group they represent while keeping the best interest of the Consortium in mind,
2. Regularly determine that the business and assets of the Consortium are efficiently and effectively handled;
3. Establish policy and guidelines with respect to the operation and management of the Consortium and its several projects;
4. Establish policies for the effective management of the technological system,
5. Establish a communication network among partner agencies,
6. Immediately disclose any conflict of interest (financial interests, family matters, legal constraints) they may have, and refrain from participating in discussions or decisions in regard to the conflict

SECTION 5.  Acceptance of Gifts. The Board of Directors may accept on behalf of the Consortium any contribution or gift, subject to whatever conditions are attached to the gift, as long as it does not conflict with the Bylaws of the Consortium, and is permitted by state and federal law.