Meeting Minutes Friday, January 31, 2020

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

Friday, January 31, 2020 1:00 P.M.

Yavapai Accommodation District Board Room
2972 Centerpointe East, Prescott, AZ. 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

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 December 6, 2019
2. Approval of the Meeting Agenda for January 31, 2020

Gary Cummins made a motion to approve the consent agenda as presented; John Morgan seconded the motion; Bill Sakelarios, Marvy McNeese, John Morgan, Christine Griffin and Gary Cummins, Corey Christians unanimously voted 6/0; 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 a bill that will change e-rate and have k-12, healthcare, and libraries all in one category. So that would add healthcare to the competition for e-rate funds. Congress is at a standstill with no action. Secure Rural Schools has had approval for the next 2 years. The 2019 allocation should be coming in around March, so FFMA should be able to distribute early June and the 2020 allocation should be released around the same time or shortly after.

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

1. Finance Accounts – Good standing all reconciled
2. Administrative Fee  -No suggested changes
3. Overdue Client Accounts – Gary advised the board that he would like to address and discuss the billing cycle for past due accounts. Currently, bills state, “due upon receipt” and are considered late after 30 days and supposed to be disconnected at 60 days. However, there are a few entities that are continually late and have never been disconnected. Currently there is no late fee. The board discussed late fees, disconnect fees, and reconnect fees. Cable one charges a reconnect fee of $200, the board discussed charging a reconnect fee of $250. The board discussed at 45 days a late fee should be applied in the amount of $30. If someone gets to the 45-day mark with no response then Frank, Denise or Gary will let Tim Carter know so that he may share it with the board. The board discussed the legalities of charging a late fee of more than the billing amount, and that they would have to consult with legal counsel

Christine Griffin made a motion to proceed with a $30 fine at 45 days late, disconnect at 60 days and charge a reconnect fee of $250, John Morgan seconded the motion;

The board discussed the legalities of charging a late fee of more than the billing amount, and that they would have to consult with legal counsel.

John Morgan amended the motion to include pending legal review; Christine Griffin seconded the motion; Bill Sakelarios, Marvy McNeese, John Morgan, Christine Griffin and Gary Cummins, Corey Christians unanimously voted 6/0; it was approved

Christine Griffin made a motion to proceed with a $30 fine at 45 days late, disconnect at 60 days and charge a reconnect fee of $250, pending legal counsel approval, John Morgan seconded the motion; Bill Sakelarios, Marvy McNeese, John Morgan, Christine Griffin and Gary Cummins, Corey Christians unanimously voted 6/0; it was approved 

Presentation, Discussion and Action Item: Funding Recommendations to the Forest Fee Management Board of Directors (Stan Goligoski)

1. 1. Ransomware Detection – There was great discussion at the Countywide meeting. Every employee would need to have training on phishing emails and knowing what to look for. The interest in ransomware detection is not as high as it was 5 months ago. There are 2 different methods SOFOS and ELK that the Trust is working with. The Trust would like to use 3 different size entities to be the test for the methods, the test would run for 2 weeks to see how it will run and if the district can support it, if it is compatible with current measures. The Trust has the option to buy out current contracts with other anti-virus methods if contracts are still in place with districts. Stan is requesting that the board endorse the Trust.
   2. Offsite Security – the board discussed hiring a cyber security person to serve the districts within the county as an on-call employee. Tim advised the board that in the past employment is completed through an IGA with FFMA and YCESA. The employee would be hired by the YCESA but directed by the YCETC board and possibly funded through FFMA. The board agreed to keep this in mind for the future if needed.
   3. Phishing – discussed in item A
   4. Professional Development
   5. Other Options –

Presentation Discussion and Action Item: Potential Future Projects or Initiatives (Stan Goligoski and Frank Vander Horst)

The board discussed what options should be requested by YCETC to the FFMA board, the board agreed that the other 50% of requested tech needs from districts should be addressed. Stan will bring the remainder of the needs to the Feb. meeting and make a request at the March or June meeting. Frank advised the board that Frontier has filed chapter 11 bankruptcy, there is concern that the $4million for La Paz county would go to creditors instead of La Paz County which would affect 5 clients under YCETC. Depending on which way the funds through bankruptcy goes, La Paz County may need to seek a new vendor.

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

The board had recommended the following meetings.

February 28, 2020 1:00 PM – YASD Board Room The board agreed to hold the Feb. 28, 2020 meeting at 1PM at the Yavapai County Free Library District located at 1971 Commerce Center Cir. Prescott, AZ 86301
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

Gary Cummins made a motion to adjourn the meeting at 2:49pm; Corey Christians seconded the motion; Bill Sakelarios, Marvy McNeese, John Morgan, Christine Griffin and Gary Cummins, Corey Christians unanimously voted 6/0; it was approved.