Meeting Minutes Friday, February 28, 2020

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

Friday, February 28, 2020 1:00 P.M.

Library District Suit A
1971 Commerce Center Circle, Prescott 86301

Board Members and the Public May Attend by Telephonic or Electronic Means.  Call 928-442-5692. No Code is Needed.

Also present were: Stan Goligoski – YCESA, Frank Vander Horst – YCESA Jenn Nelson – YCESA, Barbara U’Ren – The Trust 

MINUTES

Call to Order (President Epperson)

President Epperson called the meeting to order at 1:03 PM due to waiting for a quorum.

Welcome and Establishment of Quorum (President Epperson)

A quorum was established.

Limited Call to the Public

• 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.

There were 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 Minutes for January 31, 2020
2. Approval of the Meeting Agenda for February 28, 2020

Bob Weir made a motion to approve the consent agenda as presented; John Morgan seconded the motion; Marvy McNeese, John Morgan, Christine Griffin and Gary Cummins, Corey Christians, Kathy Epperson, Bob Weir unanimously voted 7/0; it was approved.

Presentation Discussion and Action Items – Legislative Update, Secure Rural Schools Act/Forest Fee Management Association Report (Superintendent Carter).

Mr. Carter advised the board that there is no substantial update since the last meeting. Nothing in legislature that would be averse to YCETC. Secure Rural Schools funds has been authorized for 2019-2020, the county is still waiting to receive those funds. Funds should be received late March or early April and then there is a 60 days window for the county to get funds to FFMA. FFMA meets June 1, 2020 and funds can be distributed.

Presentation, Discussion and Action Item: Direct Superintendent Carter to Call for Electronic Nominations and Hold and Electronic Election to Fill the Library Representative Seat on the Board of Directors, as Outlined in the By-Laws, for a Term of Three Years Beginning July 1, 2020 and Ending June 30, 2023 (Superintendent Carter) 

Presentation, Discussion and Action Item: Direct Superintendent Carter to Call for Electronic Nominations and Hold and Electronic Election to Fill Two (2) Instructional Technology Representative Seats on the Board of Directors, as Outlined in the By-Laws, for a Term of Three Years Beginning July 1, 2020 and Ending June 30, 2023 (Superintendent Carter)

The board agreed to address item 7 & 8 in the same motion

Corey Christians made a motion to direct superintendent Carter to open electronic elections for electronic nominations for 2 technology representatives and one library representative for terms beginning July 1, 2020 and ending June 30, 2023 as outlined in the By-Laws; John Morgan seconded the motion; Marvy McNeese, John Morgan, Christine Griffin and Gary Cummins, Corey Christians, Kathy Epperson, Bob Weir unanimously voted 7/0; it was approved.

Presentation, Discussion and Action Item: Direct Superintendent Carter to Open Discussions with the Association’s Attorney, to Begin the Process of Revising the Inter-Governmental Agreement (IGA) for the Yavapai County Education Technology Consortium (YCETC), so the Board is Presented with a Final Draft at their Next Meeting (Superintendent Carter) 

Mr. Carter advised the board that the IGA for YCETC is coming to an end as of June 30, 2020 and will need to be renewed with member districts. Legal counsel will review the current IGA and make any necessary changes, the draft would then come to the board for review as well as the districts. The districts can then request any changes to the YCETC board. Once all is reviewed then it will go to the BOS for approval. The board agreed they should set up another meeting to review the IGA. The board agreed to March 23, 2020 at 10am.

Corey Christians made a motion to direct superintendent Carter to open discussions with the association’s attorneys to begin the process of revising the IGA for YCETC so the board is presented with the final draft at their next special meeting on March 23, 2020 at 10am; Bob Weir seconded the motion; Marvy McNeese, John Morgan, Christine Griffin and Gary Cummins, Corey Christians, Kathy Epperson, Bob Weir unanimously voted 7/0; it was approved.

Presentation and Discussion: Cybersecurity Update and Proposed Security Operations Center Pilot with The Trust (Barbara U’Ren and Stan Goligoski) 

Stan advised the board that the Trust is still moving forward in creating the Operations Center but is reviewing the priority needs of all the schools to ensure it could work for all Yavapai County. There is caution of the operation center being created with no participation, so the Trust is going to set up a pilot program. Barbara advised the board that they are comparing the liability issues with approved concepts and making sure it all works together. Barbara also advised the board that the pilot districts need to be 100% committed to what the Trust needs during the pilot program, the high level of commitment will work out issues. Gary advised Barbara he would like information on being part of the pilot program.

Presentation, Discussion and Action Item: Treasurer’s Report (Treasurer Cummins)

1. Legal Counsel Report 
2. Finance Accounts  – good standing all reconciled. 
3. Overdue Client Accounts – Gary shared a letter with the board that will go out to all members regarding late fees that will be assessed, disconnection and reconnect fees. Gary also shared that the same language is on the invoice as well. There are currently no late accounts, but Prescott Library has a past due amount past the 60 days, the amount due is a fraction of their bill so it must have been overlooked. The board agreed to give them time to become current.

Presentation, Discussion and Action Item: Potential Future Projects or Initiatives, and Potential Funding Requests to the Forest Fee Management Association (FFMA)  (Stan Goligoski and Frank Vander Horst)

Stan shared with the board the FFMA original requested amount for technology needs was $1.7 million but they were only able to fund $870 thousand, and there is still have the request from schools outstanding. Mr. Carter advised the board that they may want to put in an ask sooner than later so that FFMA has an idea of what funding the YCETC will be needing, since there will be more requests going to the FFMA board. Mr. Carter suggested a bullet point list of what YCETC has been able to accomplish with funding help from FFMA. The board discussed the technology needs of districts and if the amounts should stay the same or be revisited. The board discussed requesting $500 thousand in September and $500 thousand in January of those requests,  $870 thousand will be used to complete the technology needs for districts and $130 thousand will be to hold for cybersecurity needs.

Gary Cummins made a motion to request $500,000 around September and $500,000 around January from FFMA, to continue previous technology funding in the amount of $870,000 and $130,000 for potential cybersecurity needs; Corey Christians seconded the motion; Marvy McNeese, John Morgan, Christine Griffin and Gary Cummins, Corey Christians, Kathy Epperson, Bob Weir unanimously voted 7/0; it was approved

Frank advised the board that Crown King will have internet sometime this summer. Also, that there is a recent report in FCC that excludes part-time students which will eliminate all E-Rate funding for CTEDs. The board requested that Frank draft a statement for the board to share

Discussion and Action Item: The Board will add Future Meeting Dates

The board had recommended the following meetings.

March 23, 2020 10:00 AM – YCESA 
May 28, 2020 2:00 PM – YCESA
August 28, 2020 9:00 AM – YCESA
The board agreed to change the location of the Feb. 28, 2020 meeting.

Action Item: Adjournment

President Epperson Adjourned the meeting at 2:21 pm