Meeting Minutes – Monday, June 18, 2024

Yavapai Education Service Agency - in person or zoom
2970 Centerpointe East Drive, Prescott, Arizona 86301

Regular Meeting

Tuesday, June 18, 2024 10:00 am 

Also present were: Jenn Nelson - YCESA, Frank Vander Horst - YCESA, Craig Ralston - Yavapai College 

Yavapai County Forest Fee Management Association
Board of Directors
 Annual Meeting Minutes

Welcome and Call to Order

The meeting was called to order at 10:00 am 

Establishment of Quorum and Pledge of Allegiance (Vice President Read)

A quorum was established

Limited Call to the Public (Vice President Read)

• 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.

No call to the public.

Discussion and Action Items of the Consent Agenda: 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 Regular Meeting Minutes on March 5, 2024 and the Special Meeting Minutes on April 29, 2024
2. Approval of the Agenda for Tuesday, June 18, 2024
   Matthew Schumacher made a motion to approve the consent agenda as presented; Mardie Read seconded the motion; it was unanimously approved 5/0 by Matt Schumacher, Stephanie Miller, Kellie Burns, Lynn Leonard, and Mardi Read

Information, Discussion and Action Item: Fiscal Agent Report, Political/Legislative Update, Secure Rural Schools Update

Mr. Carter and Jenn shared the distribution sheet and general ledger with the board. Mr. Carter discussed with the board the current legislative changes. Secure Rural Schools Act is on a bill with motion, if passed it could potentially fund the September 2024 FFMA payment and extend payments for another three years. The state legislature has approved a budget and there is no constriction on consortiums.

Information and Discussion: Review Recommendations of the Yavapai County Educational Technology Consortium (YCETC) Board of Directors

Mr. Carter and Larry Fullmer – President of YCETC, presented the FFMA board with a request from YCETC to hold and set aside $250,000 for YCETC while the board prepares a plan and present a project regarding PD for cyber security, AI, AR and VR. The YCETC board does not expect to spend any funds until they present the program to FFMA for final approval. From now until September the YCETC board and advisors will survey schools regarding their needs in cyber security. The board discussed the need for PD and support the to safeguard the money and review the YCETC board proposal in September.

Information, Discussion and Action Item: Review and Potentially Modify Encumbrance Items and Amounts.

1. Technology Related Funding – The board agreed to approve a safeguard amount of $250,000 set aside for YCETC to review their proposal in September. The tech fund encumbrance still has districts that have not used their funds.
2. Consolidated Substitute Teacher Potential Training Update – Mr. Carter advised the board there is a class of 30 that will be doing a two-day training in July, the funds used for the training come out of the Administrative Fund. The encumbrance for the substitute teacher consolidation is for the annual fee for software programming with ESI. Mr. Carter shared with the board that there has been a request for classified staff to attend the sub-teacher training. The board discussed if this is a large need throughout the districts and requested Mr. Carter to send out a questionnaire to schools regarding interest, and the board will review at the September meeting.
3. E-Rate Update – Frank advised the board that there are changes to e-rate through the FCC, including school bus wi-fi is now approved, hotspots for students and libraries are being voted to be eligible, and a pilot program has been approved for cyber security, but it is not eligible under the e-rate umbrella. There is no request for funds currently.
4. Lobbying/Advocacy Update – The board agreed to replenish the amount spent of $28,715.84 in encumbrances and requested Jenn to send invoices to the districts who overspent their allotted amount for lobbying.
5. Yavapai College Matinee Series – Craig Ralston with YC Matinee Series presented the board with their attendance numbers from the 2023/24 school year and their projection for the 2024/25 school year. The YC Matinee Series requested $50,000 for the 24/25 school year. The board agreed the college matinee series is being used by a majority of districts and agreed to approve the $50,000 request.
6. Administrative Fund – Mr. Carter advised the board that at this point there is no additional requests, and the fund can be reviewed again in September.   
7. Elections Update – The board discussed the election year and that Governing Board and special elections are covered by FFMA on the even number General Election. Jenn advised the board costs for elections will not be known until Dec. or Jan., but she is confident that there is no need to request additional funds at this time.
8. Other Budget, Encumbrance, or Financial Items Raised from the Member Districts or Board Members – No discussion on additional encumbrances.

Stephanie Miller made a motion to approve a safeguard of $250,000 set aside for YCETC item A, item B for $28,715.84 for Lobbying Funds, and item E for $50,000 for Matinee Series in addition to extended all encumbrances to June 2025; Matthew Schumacher seconded the motion; it was unanimously approved 5/0 by Kellie Burns, Mardi Read, Matthew Schumacher, Stephanie Miller and Lynn Leonard.

Information, Discussion and Action Item: Vice President Mardi Read (Group 5) will be Retiring Prior to our Next Regular Meeting. She has been a very valuable member of the FFMA board of directors for many years, and will be missed. The Board Will Direct Superintendent Carter to Call for Electronic Nominations and Hold an Electronic Election to Have the Group Fill the Seats per the By-Laws. 

The board thanked Mardi for her guidance and service on the Board.
Mardi Read made a motion to approve Mr. Carter to call for an electronic election for Group 5 per the by-laws; Stephanie Miller seconded the motion; it was unanimously approved 5/0 by Kellie Burns, Mardie Read, Matthew Schumacher, Stephanie Miller and Lynn Leonard.

Discussion: Topics from the Board for Future Agenda Items

Review YCETC Proposal, Review survey from schools regarding classified staff training as substitutes, Admin. fund Review. Discussion on plan of succession and services provided by ESA at no cost that may be affected.

Information, Discussion and Action Item: The Board has Established the Following Meeting Dates

A. September 17, 2024 10am
B. December 17, 2024 10am

Open Call to the Public for Future Agenda Items

No open call to the public.

Action Item: Adjournment

The meeting was adjourned at 11:20 am 

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