April 3, 2014 at 8:30 AM - Regular Meeting

Discussion:  Call to order at 8:30.

Discussion:  Jeff West just returned from Atlanta starting his term on the AESA Board. AESA is accepting applications for break-out sessions for AESA Annual Conference December 3-6 in San Diego. Summer Leadership Conference is at the LaFonda Hotel in Santa Fe, NM on July 14-17. AESA also has an Executives in Residence Program each year which will prepare the next generation of CEOs with the needed skills to enter formal leadership positions in ESAs.

Discussion:  Dave reviewed the minutes of the Exec Committee.

Discussion:  Committee reviewed document and decided to send copy around for edits at ESUCC meeting.

Discussion:  Committee reviewed document and will bring forward as action item next month.

Discussion:  Committee reviewed two documents - split schedule and salary. Audit would like us to have a time study done for pay splits for justification and documented study.

Discussion:  Scott Isaacson reviewed the 6 week policy review done last summer. We will work on the six week review for this summer in June/July. Contracts all need to have an annual review of legal. Coop contracts need to be reviewed/signed by Executive Director and also reviewed by legal.

Discussion:  Meet with Karen Haase to discuss approval and implementation.

Discussion:  There will be no DL for the May meeting. Exec Committee will try to meet with Karen Haase on June 4, 2014 to review policies (NCSA Office).

Discussion:  It is time to review the Lease with ESU 3. It was discovered that they were not charging for the full area that ESUCC occupies so that is reflected in the new contract with a raise in rent. We will need to review the lease with NCSA and the contract with Jeff Bundy.

Discussion:  We continue to work on budgets. Improving communications among team and others.

Discussion:  Dennis Radford reviewed budget report.

Discussion:  No requests from public to be heard at this time.

Discussion:  Dennis Radford reviewed the salary document including a flat 3%. They also reviewed Project Status given by Priscilla Quintana that showed the status of each project.

Discussion:  We have some of the same findings as last year, they did clear several findings from last year. Scott is working on the Audit Responses from the exit interview. We will continue to work on their suggestions in the upcoming year. Don Dunlap gave a report to the Exec Committee last year do we want to have him present to a Committee and/or ESUCC Board. Expenses continue to be an issue with auditor, we need to turn them in a more timely manner (60 days). Suggested to not cross over fiscal years. Segregation of duties and central location for all contracts are a couple of other areas of concern. The board decided to have Don Dunlap present to the Executive Committee. Those that are interested can also join the presentation. Ask for Don to come to Exec Committee meeting on June 4th.

Discussion:  Dennis Radford reviewed the salary document including a flat 3%. They also reviewed Project Status given by Priscilla Quintana that showed the status of each project.

Discussion:  We will use the same contract used in the past reviewed by legal (at-will).

Discussion:  Each Committee reviews area of Master Service Agreement is correct and updated. Draft of Master Service Agreement to be available in May.

Discussion:  Committee reviewed the Coop Equity document. We will need to hold on to Member Equity until we get through the next few years, reviewed annually, with new system.

Discussion:  Bob Uhing, Committee chair reviewed the Technology report.

Discussion:  Rhonda Eis gave a nice report regarding IMAT. Subjects included "new content," "expiring content," "Learn350 (cost information)," and "World Book."

Discussion:  Renovo - We will not renew the Renovo contract. It currently costs $90,000 per year. A discussion took place on how we should use the funds moving into the future.

Discussion:  Ron cone stated that Ubiquity training was occurring.

Discussion:  A great deal of conversation occured regarding the LMS. Obviously, we currently use BlackBoard. Schools are starting to use other learning management systems such as Scoology, Canvas, etc. Wayne Bell shared that at it's higest usage, there were about 45,000 BlackBoard users. Scott Isaacson shared that there are approximately 33,000 users at this time. Bob Uhing state that BlackBoard may be willing to give the product to K-12 schools. This has to do with BlackBoard's current relationship with post-secondary institutions. It may also have to do with "free" services such as Moodle. Ron Cone added that some schools are not willing to even use a product if it is free. At the time, some schools are paying for Schoology, and it appears that some services such as Schoology have interoperability with student management systems such as Power School. The committee decided due to a variety of factors to stay the current course and develop a process in the near future for change, if any.

Discussion:  Scott Isaacson shared that work continues with ID Management. Specifically, there have been testing due to updates to Safari Montage. He has also been working on the Data DashBoard project and its relevant ID Management needs.

Discussion:  Currently calling schools checking on individual instances process. Schools need to have a workflow in process. They have a couple of duplicate catalog but working to correct those issues. Issue with Brown & Saegner (two catalogs) but issue has been resolved. They continue to add year round suppliers. Collecting tax exempt forms from schools.

Discussion:  Reviewed attached esm amendment that was a result of the negotiations on Easy Purchase Fees. Total contracts cost was $230,000/annually for three years. Need to create a list/map out our needs to work with esm.

Discussion:  Some schools want invoicing/delivery after June. We have had some deliveries to schools already and Kip is working with vendors on resolving issues. Some ESU are working with schools to pay invoices.

Discussion:  Some schools are not using this year as they don't have the budget.

Discussion:  Coop has access to a beta reporting tool. They will create a new video for training on reports.

Discussion:  Some schools have already had deliveries made and Kip is working with vendors to resolve issues.

Discussion:  Kip will be going to Spring Conference.

Discussion:  Working to create some food shows for schools. Working on catalog through esm for year round buys.

Discussion:  Working with AmSan on creating catalog in esm.

Discussion:  Continued work on year round catalog for schools and creating more vendors within esm. Kip would like to create an advisory committee to include business managers/Superintendents to review what schools wants/needs are to meet at least annually. Schools would like to order paper year round. Each school has own unique environment, they control what they want on their site. It was noted that the best pricing is available from the Annual Buy.

Discussion:  The Coop Project will create a catalog for IMAT, hosted on ESM, so ESUs/Schools can order/re-new World Book subscriptions. This catalog will be available soon.

Discussion:  The Coop Committee has requested that Kip talk to other States at the AEPA meeting regarding the possibility of working together to develop a bidding/ordering system. They would also like the Tech Committee to look at the possibility of assigning or hiring a programmer to develop a system for the Coop Project.

Discussion:  Kip will begin working on policies and present a draft at the May meeting.

Discussion:  Paul noted that the Finance Committee suggests holding all equity until financial status is better understood.

Discussion:  Need to start planning for future and if we can bring programming in house. Recommend back to Technology for cost analysis of programming and fess involved with bringing in-house.

Discussion:  Approved contract for Rigorous Curriculum Training to be held in November.

Discussion:  Discussed/reviewed the schedule for the May PDO activities. Lee Jenkins will be at May meetings to help facilitate the meetings. Encourage Administrators to attend.

Discussion:  Scott updated on continuing efforts of NMPDS. We had a meeting with a small group of staff developers/NDE on Monday to discuss future efforts. Draft a job description for a project coordinator (.5 fte). Lee Jenkins is scheduled for three days in July.

Discussion:  The committee reviewed the PDO Budget requests for 2014-2015. Continue to review as we build a budget system for next year. Table discussion until further review of budget.

Discussion:  Continue to review and discuss at May meeting.

Discussion:  We will continue to follow process. Send information to Amy Hill, Strategist Chair.

Discussion:  Rules 51 and 52 are on the Governors desk awaiting his signature.

Discussion:  Marge reported that the Department of Education has agreed to grant $12,500 through ESU 16 to ESUCC for IEP training in June.

Discussion:  Wade reported on the AAP Website, Project Para, ILCD, and SRS and notes will be attached.

Discussion:  We are working on completing about 20 minor issues before our presentation at the Data Conference on April 15.

Discussion:  Analyzing data from the Para Conference. Upgrading the commenting system that both Para and supervising teachers use to communicate. Building an instructor alert system to notify instructor when a Para has made a submission. They are organizing the annual Advisory Committee for later this Spring.

Discussion:  Completed a new Notification of IEP/IFSP/MDT Meeting, Equitable Service, and Notice of Equitable Service Form. We have a draft of our new “Welcome” screen completed. Working with Ginger Fredericks from Fremont to build a data import/export system for SRS. Seward Public Schools has agreed to be our first test district. SRS Advisory Board Meeting was held on March 20th. New priority list: Minor updated to IFSP Form Additions to our Notice/Consent forms to track attempts to contact parents Update to our Progress Report Helper. Ability to lock in preferences on the Student Search Screen Complete “Welcome” Screen Calculate FTE on SRS Complete database archiving

Discussion:  Reviewed the document Kraig Lofquist created for the Facility Study. Create our own internal study to gather information from our ESUs. What processes are currently available for use for our ESUs? Get Superintendents/schools to support ESUs needs. Include past history of facilities in study. Start with asking each ESU of facility needs. Kraig/Dave willl create a template to use. Create a sub-committee to review ESUs - population and land size.

Discussion:  The BlendEd Advisory created the talking points. We need to make it clear that we are not taking their incentive money. Is/what Higher-ed teaching BlendEd to teachers, we need to have them involved in our visioning process. Talk with NCSA regarding adding more BlendEd topics to Admin Days. Continue to broaden the participants in our visioning/training on BlendEd. Purpose of BlendEd is to provide equitable access across the State for student learning. BlendEd is a priority with ESUCC/NDE. ESU/NDE/NCSA/NASB/NCRSA need to all go forth together with one voice regarding vision (key stakeholders.)

Discussion:  The Committee reviewed the video by Kate Sullivan. Will the state want to support any agency that are not efficient.

Discussion:  We will need to have a presence/voice at all three vision public meetings this summer. Important to discuss needs and then figure out how to pay for it. Need to have support of Superintendents/Prinicpals/Schools on BlendEd Initiative especially in more rural areas.

Discussion:  Executive Committee will meet on June 4 to discuss updates/approve policies and procedures.

Discussion:  Recess at 10:00AM for the Strategic Planning meeting. Reconvene at 2:45PM.

Discussion:  No requests from public at this time.