ESU Coordinating Council
April 04, 2017 11:00 AM
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 11:00 AM.

Staff:  David Ludwig, Deb Hericks, Priscilla Quintana

2. Roll Call
Committee Chair Schnoes
3. Agenda Item
Committee Chair Schnoes
3.A. Approve Claims, Financials Statements, and Assets for Month of March
Committee Chair Schnoes
Rationale

 

Attachments
Recommended Motion

Approve Claims, Financials Statements, and Assets for Month of March

Actions Taken

Motion Passed:  Approve Claims, Financials Statements, and Assets for Month of March passed with a motion by Calvert ESU 15 and a second by Erickson ESU 17.

Discussion

Committee Chair reviewed the claims, financials statements and assets for the month of March.  

3.B. Approval of March Expenses to be paid in April
Committee Chair - Schnoes
Rationale

March expenses to be paid in April total:  $145,700.63.

Attachments
Recommended Motion

Recommend motion to approve March expenses to be paid in April

Actions Taken

Motion Passed:  Recommend motion to approve March expenses to be paid in April passed with a motion by Mowinkel ESU 08 and a second by Erickson ESU 17.

Discussion

Committee Chair reviewed the expenses for the month.  

3.C. Monthly Staff Budget Meeting
Committee Chair Schnoes
Rationale

Monthly Budget Meeting Agenda/Notes

Discussion

Committee chair shared discussions in the monthly budget meeting.  

3.D. Innovative Grant Budget
Executive Director Ludwig
Rationale

Innovative Grant Budget

Discussion

Executive Director shared the Innovative Grant budget.  We can begin requesting funds for work done after February 4, 2017.  He also shared those areas that will help offset costs in regular budget.  The FAB committee will continue to discuss the sustainability of projects listed in the grant.  

3.E. Coop Budget
Executive Director Ludwig
3.E.I. Admin Fee VS Revenue
Executive Director Ludwig
Rationale

2017-2018 Budget Projections:

Total budget deficit with 5% Admin Fee = -$48,584

Total budget deficit with 3.5% Admin Fee = -$101,084

Prior to NECPAS

  • School paid 3.5% Admin fee to Coop
  • School paid local ESU Admin fee percentage (This ranged from 2% to 6.5%)
  • Vendor includes in bid cost of shipping to 17 ESU's.
  • Member Equities paid back to ESU's by Coop
  • Total percentage paid by vendors (0%)

NECPAS Years

  • Vendor paid 1.45% to fund cost of NECPAS (fee for NECPAS was about $50,000)
  • School paid 3.5% Admin fee to Coop
  •  School paid local ESU Admin fee percentage (This ranged from 2% to 6.5%)
  • Vendor includes in bid cost of shipping to 17 ESU's.
  • Total percentage paid by vendors (1.45%)

ESM Years

  • Year 1 (fee for ESM was about $110,000)
    • Vendor paid 1.45% to fund cost of ESM
    • School paid 3.5% Admin fee to Coop
    • School paid local ESU Admin fee percentage (This ranged from 2% to 6.5%)
    • Vendor includes in bid cost of shipping to 17 ESU's.
    • Vendor billed one Invoice to ESUCC
    • Vendor paid $99 ESM fee to bid
    • Total percentage paid by vendors (1.45% and $99 year)
  • Year 2-3 (fee for ESM was about $220,000)
    • Vendor paid 5% to fund cost of ESM
    • School paid 0% Admin fee to Coop
    • Vendor includes in bid cost of shipping to all Schools.
    • Vendor billed all Schools separately
    • Vendor paid $99 ESM fee to bid
    • Total percentage paid by vendors (5% and $99 year)

Equal Level Years (fee for IonWave & Equal Level $75,000)

  • Vendor paid 5% to ESUCC
  • School paid 0% Admin fee to Coop
  • Vendor includes in bid cost of shipping to all Schools.
  • Vendor billed all Schools separately
  • Total percentage paid by vendors (5%)

Vendor Tracking

Annual Buy Admin Fee - Impact of Change

Survey of States and Admin Fees

 

Attachments
Discussion

Executive Director discussed that the COOP Committee is currently discussing Admin Fees and possibility of lower those fees.  FAB Committee needs to discuss the financial strains that this may cause and do we continue to supplement the program.  The vendors started to go down after the transition to ESM and direct delivery.  Vendors were not able to honor the direct delivery to buildings therefore loss of vendors.  Paper Buy could be lower due to the fact that schools are doing more digitally than copying.  Staff salaries were discussed that are included within COOP.  The revenue stream was also cut were we moved to direct ship.  Schools do not pay admin fees, the vendors pay the admin fees.  Need to continue to discuss on how to make the Coop Project sustainable.  

3.F. ESUCC State Audit
Committee Chair Schnoes
Attachments
Discussion

Executive Director shared the state audit report, we will vote to accept next month.  

3.G. Approve Spectrum Business invoices (NASB internet/phone service)
Committee Chair - Schnoes
Rationale

Recommend to pay Spectrum Business when due to avoid continually having late fees until Board has had time to review policies.  Billing for Spectrum Business usually occurs in the middle of the month with a two week window to make payment.  Our recommendation is to allow us to pay the invoice when due and have approval of that payment at the next ESUCC meeting.  We are reviewing ESUCC Policies at this time. 

Recommended Motion

Recommend to pay the Spectrum Business invoice received in March 2017, when due, with official approval at the April 2017 ESUCC Board meeting

Actions Taken

Motion Passed:  Recommend to pay the Spectrum Business invoice received in March 2017, when due, with official approval at the April 2017 ESUCC Board meeting passed with a motion by Tedesco ESU 11 and a second by Mowinkel ESU 08 .

Discussion

Committee Chair discussed the Spectrum Buisness.  

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
Committee Chair Schnoes
Actions Taken

Motion Passed:  Motion to adjourn at 11:56 AM passed with a motion by Mowinkel ESU 08 and a second by Calvert ESU 15.