Technical Resource Committee Minutes June 28, 2024

Yavapai County Educational Technology Consortium (YCETC)
Technical Resources Committee 

Committee Meeting Minutes

Friday, June28, 2024 10:00 am 

YCESA - training room - TEAMS
2970 Centerpointe E Dr, Prescott 86301

Board Members and the Public May Attend via TEAMS

Frank Vander Horst YCESAP

Call to Order (President Fullmer)

President Epperson called the meeting to order at 10:03 am 

Welcome and Establishment of Quorum (President Fullmer)

A quorum was established.

Pledge of Allegiance (President Fullmer)

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

Presentation, Discussion: YCETC Board Technology Related Goal and Previous Actions.

Mr. Carter gave the committee a history of the YCETC board. The IGA is between the 25 school districts in the county, however, there are other members of the YCETC board such as libraries, charters, and the college. The most current IGA will expire in 2030. Mr. Carter explained that the YCETC consortium is a public body as is all their committees.

Presentation, Discussion: Purpose of the Committee and Open Meeting Law Restrictions

Mr. Carter advised the committee that since they are a body of the YCETC board, they are subject to open meeting law as well. The committee was briefed in the open meeting law restrictions and how to communicate effectively without violation. If committee members need to communicate to all, they can go through Mr. Carter or Jenn Nelson. The purpose of the committee is to review technology issues and make recommendations back to the YCETC board. YCETC has requested $250,000 in funds from FFMA to be set aside for technology needs. The committee is needed to develop a plan, goals, and timeframe of how to use these funds. The proposal will be presented to the FFMA board at their September meeting. Larry discussed with the committee that the deadline is prior to September so the YCETC board can approve and then the YCETC board will present to the FFMA board.

Presentation, Discussion and Action: Establish, Distribute, and Set Dates to Analyze Membership Survey

The committee discussed the elements of the survey and agreed that it should include questions regarding training for AI (artificial intelligence) and XR (extended reality). The board reviewed a proposed survey questions and a proposal of the technical resources committee plan.
The committee discussed sending the survey to Superintendents, Charter Directors, and Library Directors. The committee agreed to allow leadership to include IT staff and a school or district contact. The committee discussed the different levels or phases of trainings, as well as different options of how training is presented.
The committee discussed the set up of the survey and how to include examples as well as description of AI and XR, what times/days of trainings are ideal and how long of a training is ideal. The committee agreed on questions and topics for the survey.
Robyn and Mr. Carter will work together to write the survey, then they will present it via email to the group for approval.
Robyn made a motion to have a header that includes name of entity and personal information of those filling out the form, Robyn, and Mr. Carter to create the survey for AI and XR training and surveys to be sent on July 1, 2024, and to be returned July 12, 2024; Frank Vander Horst seconded the motion; it was unanimously approved 7/0 by Larry Fullmer, Frank Vander Horst, Robyn Bryce, Adam Neely, Bill Sakelarios, John Morgan and Parrish Jackson.

Discussion and Action Item: The Committee May Add Future Meeting Dates, to be Held at the YCESA Training Room

The committee discussed the survey will go out the 1st and return the 12th, they agreed to meet on July 16th at 8am to review data collected and potentially decide how to move forward. The committee set another future meeting for July 25, 2024, at 2pm.

Action Item: Adjournment

Meeting was adjourned at 12:05 pm