ESU Coordinating Council
January 13, 2016 1:00 PM
Finance, Audit, and Budget Committee Meeting
1. Call to Order
Committee Chair Schnoes
Rationale

Notice to visitors:  To be heard at this meeting, the "Request to be Heard" form, must be completed and submitted to the Secretary to the Executive Director of ESUCC.  The President of the Board of ESUCC will call upon visitors wishing to address the Board in the order they were submitted or by subject.

Pursuant to Section 84-1411 of the Nebraska Statutes, notice of this meeting was given by advertisement on the ESUCC website, NE Public Meeting site, and host site.

Open Meetings Law
: Pursuant to Section 84 - 1412 of the Nebraska Statutes, the public is hereby informed that a current copy of the Nebraska Open Meetings Act is posted in this meeting room. 

Discussion

Call to order at 1:05 PM

2. Roll Call
Committee Chair Schnoes
Discussion

Staff: David Ludwig, Priscilla Quintana, Deb Hericks Guest: Jan Glenn

3. Agenda Item
Committee Chair Schnoes
3.A. Monthly Staff Budget Meeting Notes and Attachments
Committee Chair Schnoes
Rationale

Monthly Budget Meeting Agenda/Notes

Attachments
Discussion

Committee Chair reviewed the minutes and the budget attachments.

3.B. Approve Claims, Financials Statements, and Assets for Month of November and December
Committee Chair Schnoes
Rationale

 

Attachments
Recommended Motion

Approve Claims, Financials Statements, and Assets for Month of November and December

Actions Taken

Motion Passed:  Approve Claims, Financials Statements, and Assets for Month of November and December passed with a motion by Gegg ESU 05 and a second by Radford ESU 17.

Discussion

Committee Chair reviewed the budget reports. Chair will be working on updating a couple of the reports to update.

3.C. Approval of Expenses
Committee Chair Schnoes
Rationale

Approval of Expenses from November 18, 2015 through January 7, 2016

Attachments
Recommended Motion

Approval of Expenses as presented

Actions Taken

Motion Passed:  Approval of Expenses as presented passed with a motion by Tedesco ESU 11 and a second by Gegg ESU 05.

Discussion

Committee Chair reviewed the expenses.

3.D. Budget/Project Summary
Committee Chair Schnoes
Rationale

Discussion will be based on possible changes for budget reporting.

Discussion

Chair discussed the possible changes for budget reporting.

3.E. Budget Goals 2016-2017
Committee Chair Schnoes
Rationale

NROC:  Proposal within the NDE budget

BlendEd Director:  budgeted amount for NROC to be used for full time BlendEd Director

MSP Grant:  Salaries to be included within RFP

Governor's Press release/Senator Gloor and Sullivan's proposed bills. 

Attachments
Discussion

Executive Director reviewed the budget goals for ESUCC. NROC (within NDE Budget), BlendEd Director (use NROC amount for full time), MSP Grant (include salaries within RFP.) Discussion regarding the Governors Press Conference with Senator Gloor and Senator Sullivan to include revenue limit from 10% to 5%, lower property taxes, etc. Jan Glenn, Finance Director for ESU #3 reviewed the computation of limit. Bill to be released January 14, 2016.

3.F. ESUCC State Audit
Committee Chair Schnoes
Rationale

Notification of the 2015-2016 Audit has not been provided at this time. 

Discussion

We have not been notified at this point, if nothing by the end of the month, we will have to contact because we need an audit this year. We will have to submit a RFP, if we go with outside auditor.

3.F.I. ESUCC Audit Schedule
Committee Chair Schnoes
Rationale

With notice of an audit not provided by the State Auditor at the present time, a phone call may need to be provided to the auditor's office by the end of the month asking for a schedule.  If a state audit is not provided, bids will need to be submitted for a local audit.

3.F.II. Procedures review
Committee Chair Schnoes
Rationale

Procedures to write

Discussion

Reviewed the list that has been from past audits of procedures that need to written.

3.G. Late Fee Procedures
Committee Chair Schnoes
Rationale

 Discussion Points:

Notify 30 - 60 days

Late Fee charge

Attorney Fees

Loss of Services

Communication to Agency/School/Board/Business

Discussion

Committee Chair discussed the possibility of writing a procedure for late fees for the ESUCC.

3.H. Master Service Agreement (MSA)
Committee Chair Schnoes
Rationale

MSA 2016-2017

Discussion

Include in MSA that it can not be altered.

3.H.I. ESU Expenses Charged to ESUs
Committee Chair Schnoes
Rationale

Discussion of ESUCC Expenses that are charged to ESUs.
 
Background information: 
Discussion Part 1--What are the determining factors to place an expense in the category of being equally charged to all ESUs or to be charged on a formula basis?
Discussion Part 2--The State approved Core Service Dollar formula appears to be the current acceptable means to distribute revenue to local ESUs. The Core Service Dollar formula has a base amount and a student amount that take into account the ability to generate dollars in the local ESU  service area. Should we be using the the current Core Service Dollar formula to determine each ESU's share of an expense vs the current formula to make expenses equitable to all just as the Core Service Dollar formula is used to distribute revenue?
 
Here is a link to a Google sheet that can be used in this discussion:
 
You can change cell D1 to whatever project name you desire, change cell D2 to whatever dollar amount you desire and change cells A4 through A20 to either Yes or No and the formula will automatically calculate cost to each participating ESU
 
Let me know if you need more information on this topic....feel free to call on this agenda topic.

Dr. Paul Tedesco
ESU 11 Administrator

Attachments
Discussion

Discussed the billing of the MSA and if there is a need to change the fee structure.

4. Next Meeting Agenda Items
Committee Chair Schnoes
5. Executive Session
Committee Chair Schnoes
Rationale

The ESU Coordinating Council is authorized by state statute to enter into executive session. Executive session may be held when clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual. Reasons that meet this standard include but are not limited to: (a) strategy sessions with respect to collective bargaining, real estate matters, pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body; (b) discussion regarding deployment of security personnel or devices; (c) investigative proceedings regarding allegations of criminal misconduct; (d) evaluation of the job performance of a person when necessary to prevent needless injury to the reputation of a person and if such person has not requested a public meeting; and (e) legal advice.

Explanation

At this point, it is appropriate for the Board to meet in closed session for one of the stated matters and/or any other permissible closed session matters in compliance with the law.

PROPOSAL:

That the Board hold a closed session:

1. For strategy session with respect to negotiations/collective bargaining clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

2. For strategy session with respect to property/real estate matters clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

3. For strategy session with respect to pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

4. For discussion regarding deployment of security personnel or devices clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

5. For investigative proceedings regarding allegations of criminal misconduct clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

6. For personnel and the evaluation of job performance clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

7. For discussions of the legal consequences of specific action and legal advice clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

6. Adjournment