ESU Coordinating Council
May 06, 2014 12:30 PM
Regular Meeting
1. ESU Coordinating Council Information
Rationale

Educational Service Unit Coordinating Council

Regular Meeting   
Tuesday, May 6, 12:30 PM

Educational Service Unit No. 10
76 Plaza Blvd.
Kearney, NE 68848

Video Conference Sites: NONE
DL Sites:  NONE

2. Call to Order
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 in the ESUCC website, and host site on April 28, 2014.

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

Meeting was called to order at 12:32 PM.
Visitors: Ted Deturk, Dan Schnoes, Ruth Miller (here for Mowinkel).

3. Roll Call
4. Approval of Minutes
Attachments
Recommended Motion

Motion to approve the minutes as presented

Actions Taken

Motion Passed:  Motion to approve the minutes as presented passed with a motion by Uhing ESU 01 and a second by Beatty ESU 16.

5. Petitions and Communications to the Board
5.A. State Board of Education and Nebraska Department of Education Report
Nebraska Department of Education
Rationale

NDE Board Meetings

Discussion

No report given.

5.B. Association of Education Service Agency's Report
AESA Representative - Jeff West
Discussion

Wayne Bell reported San Diego Conference is open for registration for December. Michael Soules would like to meet with those interested.

6. Executive Reports
6.A. Executive Committee Report
6.A.I. ESUCC meetings for 2014-2015
Rationale

2014-2015 ESUCC Meetings

Recommended Motion

Recommend approval of ESUCC meetings for 2014-2015

Actions Taken

Motion Passed:  Recommend approval of ESUCC meetings for 2014-2015 passed with a motion by Beatty ESU 16 and a second by David Ludwig.

6.A.II. 2014-2015 Committee Structure
ESUCC President - Jeff West
Rationale

2014-2016 Committees

Recommended Motion

Approve the 2014-2015 Committee Structure

Actions Taken

Motion Passed:  Approve the 2014-2015 Committee Structure passed with a motion by Uhing ESU 01 and a second by Beatty ESU 16.

Discussion

Jeff West reviewed changes (NWEA, NMPDS) to document.

6.A.III. Draft ESUCC 2014-2015 Meetings
Jeff West - President
Rationale

Draft ESUCC Meetings

Discussion

Review and submit for approval of meeting dates for 2014-2015. May 2015, finalizing with ESU 10.

6.A.IV. ESU Committee Structure
Rationale

ESU Committee Structure 2014-2015

Discussion

Reviewed structure and put NWEA as TBD for Scott Isaacson and Dave Ludwig to work with Strategists.

6.A.V. 2014-2015 Admin Roster
Jeff West - President
Rationale

ESUAdmin 2014-2015

Discussion

Need to add Ted DeTurk as ESU 2 Administrator with his information.

6.A.VI. Budget Protocol
Marge Beatty
Attachments
Discussion

Marge Beatty reviewed the protocol to be used by ESUCC for meeting procedures. Proper vetting of discussion items; come forth from affiliate to CEO who will decline, return to affiliate for further information, or assign to ESUCC Committee for review and finally brought to ESUCC Board for finally review/approval. Review process/item and bring forth the following meeting. Revise document/flowchart and review at Exec Committee meeting on June 4 at 10:00.

6.A.VII. ESUCC Calendar - 2014-2015
Rationale

ESUCC Calendar 2014-2015

Discussion

Review ESUCC calendar for 2014-2015. Adopted from ESU 17 calendar.

6.A.VIII. Master Services Agreement (DRAFT)
Scott Isaacson
Attachments
Discussion

Scott Isaacson reviewed some changes needed on the Master Service Agreement for 2014-2015. Bring forth to ESUCC for review. PDO will bring forth their amount and Coop will recommend the fee percentage out of their committee meetings.

6.A.IX. Policy Review Process
Scott Isaacson
Rationale

Proposed Policy Review Timeline
2013 6-Week Policy Review Summary
ESUCC Draft Board Policies

Discussion

Scott Isaacson met with Harding & Schultz last week to start discussion on policy and procedures. Executive Committee meeting for further review to be held on June 4, 10:00 AM at NCSA Office in Lincoln.

6.A.X. ESUCC Vision
Attachments
Discussion

Dave Ludwig reviewed the Vision Worksheet. Freida Lange shared a document that contained the input from the collaboration meeting on April 3, 2014. Exec Committee will refine at June 4 meeting.

6.B. Executive Director Report
Discussion

Given my Scott Isaacson, interim Executive Director.

6.B.I. Project Support & Management
Scott Isaacson
Discussion

We want to build upon solid & realistic plans for support of existing & new projects to ensure our responsiveness & that we deliver on our users' expectations and commitments we have made in providing service to them. This starts with getting the basic services right and performing smoothly in areas such as support, infrastructure, backups, and documentation. We will develop detailed project plans, timelines, tracking, and documentation for projects and ongoing work. The IssueView system is installed and being configured. That technology and associated processes will help us ensure users get timely responses and we are coordinated about how we escalate and resolve issues.

6.B.II. Coordinated Efforts
Scott Isaacson
Discussion

We need to work to raise transparency of projects and trust in the “system” through increased involvement of affiliate groups and users. Open, regular evaluations of projects & needs will also help in this area. Ideally we develop a
team approach to support, with input, control and responsibility shared.

6.B.III. Aligned Planning
Discussion

Scott Isaacson is working towards aligning planning across affiliates, committees, etc. We need to work in concert and parallel, so that we’re delivering technology services that make a difference in outcomes for our students.

6.C. Treasurers Report - Finance Committee Recommendations
Rationale

Finance Committee Recommendations

Attachments
Recommended Motion

Motion to approve the claims, financial statements assets, according to the treasurer's report

Actions Taken

Motion Passed:  Motion to approve the claims, financial statements assets, according to the treasurer's report passed with a motion by Radford ESU 17 and a second by David Ludwig.

Discussion

Dennis Radford reviewed the Project Summary report with committee.

7. Public Comment
ESUCC President - Jeff West
Rationale

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

Discussion

There were no requests to be heard from the public at this time.

8. Recommendations from Standing Committees and Project Reports
Rationale

NOTE: At this time, reports from the chairs of the ESUCC Committees are presented. The Reports summarize recommendations from the Committee and also include items of information presented for the purpose of keeping the Board of the Educational Service Unit Coordinating Council informed.

Committee chairs will make recommendations to the full Board to approve items considered during the Standing Committee meetings held beginning at 1:00 p.m., November 19.  Generally, in-depth discussion of action items takes place at Committee meetings, which are open to the public.

8.A. Finance, Audit, Budget Committee
8.A.I. Final Audit Report - Sept 1, 2012 - Aug 31, 2013
Scott Isaacson
Attachments
Discussion

The final audit report is attached to the meeting. ESU 8 and ESU 6 were also audited this year.

8.B. Technology Committee
Actions Taken

Motion Passed:  ESUCC will continuing hosting of the renovo server for period of one year. passed with a motion by Beatty ESU 16 and a second by Calvert ESU 15.

8.B.I. Staff Reports
Chair of Committee
8.B.I.a. Rhonda Eis
Rhonda Eis
Discussion

Scott and Rhonda have been working with Chris Watson to sort through the final charges that apply for this past year and to establish costs for the upcoming fiscal year. The Safari Montage team is working through some Edcast issues for ESU 13 with the Learn360 links. Rhonda has started to EdCast more Nebraska titles and will monitor that transfer. We are slowly progressing in having current issues resolved.

8.B.I.b. Scott Isaacson
Scott Isaacson
Discussion

This summer, Scott plans to work with NOC on statewide projects beginning with high-level design of basic services and needs in May, and plan to review/revise in the summer.
Identity Management - writing specs for user provisioning system, will evaluate solutions including YAMS; Will be completing initial work for data dashboard system in about 3 weeks, then begin integration testing;
Letter from Brenda Decker stating that Network Nebraska will not add the Identity Management funding as discussed and proposed to NNAG. We will continue the discussion about where this work should be supported and collaborate on ways to accomplish building this foundation statewide.
The IssueView ticket system is installed and being configured for ESUCC projects.
An NDE Inter-local agreement being drafted to formalize work we undertake together.

8.B.I.c. Gordon Roethemeyer
Gordon Roethemeyer
Discussion

Renovo - we are discontinuing the Renovo contract. The committee agrees that ESUCC can continue to host the Renovo software for individual ESUs or participants who want to license the software on their own.

Community colleges who are offering dual-credit courses may put content on the ESU Safari servers and could pursue licenses on an ESU area server.

8.B.I.d. Eric Smith
Eric Smith
Discussion

Is pursuing a new agreement with Blackboard to reduce ongoing costs and will use a Doodle poll to schedule summer training for ESU staff who will then be able to provide support for their area schools.

We look at 2014-15 as a year for RFI and side-by-side comparison of efforts. It was noted that support has been the largest problem with the existing system and will need to be addressed whether through the vendor or a distributed system.

LMS is changing rapidly and Eric will work to provide frequent updates for stakeholders.

8.B.II. 682 Interim Study
Kraig Lofquist
Attachments
Discussion

Dave and BlendEd chairs have meetings planned with Senator Scheer and Senator Sullivan.

8.B.III. LMS
Chair of Committee - Bob Uhing
Discussion

See also Eric's staff report above.

BlendEd is watching evaluation processes at Omaha Public Schools and ESU 11 and will make recommendations for future evaluations or action based on those outcomes.

8.B.IV. NOC minutes 042314
Rationale

NOC Minutes 042314

Discussion

See Ron's attached report.

Chad DeWester is the NOC Chair for 2014-15 and Mike Danahy was elected Recorder.

The group continues to look at opportunities for statewide collaboration and has asked for project plans and design documents for the Identity Management work.

Ron report:

May 6, 2014 - NOC Summary Report

Identity Management Project (IdM)
1. Visualization of the Project needed
a. diagram of components
b. project scope and definition
c. Timeline and key drivers (Data Dashboard)

2. How do we move it forward?
a. talking points for discussion
b. policies and compliance needs
c. discussion with affected entities (NATA)

Network Nebraska
Bidding process concerns
(Best and Final Offer and lack of benefits)
Pre-bid vendor meetings
Summer circuit planning
Preliminary costs

Training
Ubiquiti AirMax - November 12 & 13 - Columbus

Consolidation of Services
DNS, NTP would be quick/easy
SPAM & email security (Cisco IronPort)
SIS & LMS & SAFARI modules were mentioned

NOC Leadership
Chad DeWester – NOC Chair
Mike Danahy – NOC Recorder
Gary Needham – NOC Liaison to ESUPDO
Ron Cone – Network Nebraska Advisory Group (K12) rep for Mike Danahy

8.C. Cooperative Purchasing Project
Actions Taken

Motion Passed:  Motion to approve Coop section of Master Service Agreement (MSA) with in removing article IV and any ESU running a Warehouse will need to include an addendum to the MSA. passed with a motion by Tedesco ESU 11 and a second by ESU 03 Kettelhut .

8.C.I. ESM Update
Kip Schneider
Discussion

It was noted that the contract negotiations are now complete.

Coop is in the implementation phase with supplier catalogs for year around ordering.

8.C.I.a. Annual Buy
Kip Schneider
Discussion

It is too early to tell what the sales numbers will be for the Annual Buy at this juncture. I will be able to provide numbers at next weeks meeting. We are working on assisting schools in the finalization of their transactions. We have had some complaints about early shipments and errors in shipment from School Specialty. These issues have been addressed and School Specialty is identifying the effected parties and taking corrective action. The general response has been very positive in regards to the new system. We are collecting all comments received in hopes to better refine the terms and conditions for next years bid.

Some schools still have items in the checkout phase. Coop staff will be working to finalize everything and determine total sales for the 2014 Annual Buy.

Calvert asked about billing for the Annual Buy. It was noted that the payment terms are Net 45 days. However, some vendors have started shipping and billing.

Fisher asked if bills received now, should be paid now. Kip informed the committee that June 1st is the first possible day for delivery, therefore, invoices do not need to be paid until July 15th.

It was also noted that the delivery deadline will be extended by one week, because the ordering was extended one week.

8.C.I.b. Year Round Contracts
Kip Schneider
Discussion

The Staples catalog was made available on 5/1/2014 for live transactions in a few instances and was pushed out to all schools on the May 2nd. School Specialty, Gov Connection, Quill, and Amsan all have credentials for a multitude of locations and should be going live shortly. MNJ Technologies is having release issues with our cart conversion piece that requires all orders to be released through ESM. This issue is being worked on and should be resolved soon. Sysco is migrating to a new platform in July. The credentials are being built so that testing can begin immediately and the catalog should be live for the opening of the 2014-2015 school year.

Coop staff will continue to add offerings to the shop page to meed the needs of Nebraska schools.

8.C.I.c. Wants and Needs Going Forward
Kip Schneider
Discussion

Coop staff is collecting all school recommendations and requests of the systems functionality. Upon the close of the Annual Buy we will survey schools to see what is most important to them. Kip has spoken with Dan Corazzi (ESM’s CEO) and he has indicated that they will work with us on the development of these requests within a reasonable manner. These developments will not come at any additional cost.

8.C.I.d. Reporting
Kip Schneider
Discussion

The new reporting tool is in testing in our training environment. Once it is ready for deployment (one to two weeks) we will provide access to schools and create a video tutorial that will be hosted on our shop page along with a host of additional video resources.

8.C.II. Operations
Kip Schneider
8.C.II.a. Delivery
Kip Schneider
Discussion

School Specialty was fulfilling the delivery of product prior to the terms and conditions requirements. Thus, no school will be obligated to acknowledge receipt prior to June 1st with the bid calling for NET 45 day terms. Coop staff will be available throughout the summer to assist schools with any delivery issues and questions.

8.C.II.b. Customer Support
Kip Schneider
Discussion

The deployment of Issue View has been slow moving. Coop staff hopes to be implementing this tool by mid-May to track shipping/product issues.

8.C.III. General Items
Kip Schneider
8.C.IV. Contract focus
Kip Schneider
Discussion

Kip would like to create a committee of school officials to aid in determining what schools need in the future.

8.C.V. AEPA E-Procurement Discussions
Kip Schneider
Discussion

Kip was asked to speak with other AEPA member states on discovering and exploring possible universal needs, and adoption of a unified E-Procurement software. Kip will continue to work on this and will keep the committee updated.

8.C.VI. Policy & Procedures
Kip Schneider
Rationale

Proposed Policy Review Timeline

Master Services Agreement 2014-15 (attached)

Attachments
Discussion

Scott Isaacson met with our legal staff on policies and procedure work this week.

MSA: Item 4 regarding the admin fee should come out, as the fee is charged to vendors and not to ESUs.

8.D. PD Leadership Committee
Discussion

Dave Ludwig reviewed that the committee reviewed the budget request given by affiliates. Purpose and sustainability included in affiliate requests. Discussion has been held regarding how to fund these activities. Membership fee to be raised from $2000 up to $4550 and include $20 onsite registration fee.

We have created a NMPDS project director job description to be advertised ASAP.

8.D.I. PDO Budget Requests
PD Committee Chair - Jeff West/Dave Ludwig
Attachments
Discussion

Dave Ludwig reviewed budget spreadsheet. The Committee reviewed each of the affiliate requests.

8.D.II. Approve PD Budget for 2014-2015
PD Committee Chair - Jeff West/Dave Ludwig
Recommended Motion

Approve PD Budget for 2014-2015

8.D.III. Master Service Agreement
PD Committee Chair - Jeff West/Dave Ludwig
Recommended Motion

Approve change in Master Service Agreement to reflect annual fee $3500 and Onsite Registration fee of $20/person.

Actions Taken

Motion Passed:  Approve change in Master Service Agreement to reflect annual fee $4550 and Onsite Registration fee of $20/person. passed with a motion by David Ludwig and a second by Tedesco ESU 11.

8.D.IV. NMPDS - Project Director Job Description
Rationale

Job Description

8.E. Special Education Committee
Discussion

SPED committee will have co-chairs next year; Larianne Polk and Marge Beatty.

Wade Fruhling gave a report on AAP, Project Para, SRS. Para conference to be held in October, 2015. Looking for presenters for conference in the special education arena.

IEP facilitation training with Key2Ed to be held June 10-12, 2014. NDE has committed to $12,500 to be funded through ESU 16.

8.E.I. Wade Fruhling - SRS Report
Wade Fruhling
8.E.I.a. SRS Report
Discussion

SRS staff has begun working on the printout version of the AAP form. Four trainings have been set up to help pilot the site, will be training over the summer.

Also working on archiving old data.

8.E.I.b. Project Para
Discussion

Project Para board meeting was held on May 5th, a review of the year. Discussed some future training and plans for this next year. Looking at upgrading to html 5, updating the database and user interface, may also move the site to a new server this summer. The Para Conference may be held in October.

The group would like some help in finding presenters, and thought that the ESUCC would assist with this. Marge suggested that maybe each ESU could provide a presenter/training for this conference. Wade will come up with a list of areas that would be good to present on at the conference, and Marge will share this with the ESUCC board.

8.E.I.c. ILCD
8.E.I.d. AAP
8.E.II. IEP Facilitation Training
SPED Committee Chair - Marge Beatty
8.F. Legislative Committee
Discussion

LB1103 - A group of administrators that met with Senator Sullivan regarding visioning. There will be three focus groups across the state this summer. Should ESUCC also be discussing this process as a statewide group? Regional group (NNNC) will report back from their meeting in June to see if their results would be the same as ours statewide.

Committee will have Bryce Willson to join next meeting for discussion on core funding.

8.F.I. LB1103
Chair Dave Ludwig
Attachments
Discussion

Dave Ludwig opened discussion on the LB1103 vision document. There will be three hearings scheduled through out the state regarding visioning. The BlendEd chairs and Dave will be meeting with Senator Scheer to discuss BlendEd initiative.

8.F.II. Core Funding
Chair Dave Ludwig
Attachments
Discussion

Dave Ludwig also shared the Core Funding draft document for 2014-2015. We need to be proactive in taking our "needs" forward to legislature/senators (ie: core service formula, etc.)

9. New and Miscellaneous Business
Discussion

Jeff West recognized Norm Ronell and Gil Kettelhut on their years of service and retirement.

10. Unfinished Business
10.A. Bylaws & Policy Review
ESUCC President - Jeff West
Rationale

Committee will meet with Karen Haase on June 4th at NCSA to review Policies and Procedures.

2014 Proposed Policy Review Timeline

Discussion

Scott Isaacson reviewed the timeline for Policies/Procedures for 2014.

10.B. Strategic Planning Process
Attachments
Discussion

Freida Lange reviewed the ESUCC vision document that summarizes our April 3, 2014, ESUCC/NDE Collaboration meeting.

Three Initiatives:
BlendEd
Use of Data/SLDS Grant
Teacher/Principal Evaluation

The Vision – The Direction so the Dream Becomes Reality

1) A data-driven system focused on student learning outcomes, executing purposeful communication, collaboration, and cooperation -- “One state, one system, one direction.”

2) Unified service and leadership for personalized learning.

3) Educate Nebraskans, border to border, through effective and efficient systems of support, ensuring economic viability and prosperity for our state. “Educating Nebraskans anytime, anywhere, anyway.”

4) Build the capacity that allows the learner to control their destiny.

5) Empower the 21st Century Learner with teachers, administrators, and students who are technology literate, supported by strong infrastructure, and resources for improving learning and equitable access.

Exec Committee will meet June 4, 2015 at NCSA to review the five vision statements and combine into one vision.

11. Public Comment: Recognition of Visitors
ESUCC President - Jeff West
Rationale

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

Discussion

There were no requests to be heard from the public at this time.

12. Executive Session
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.

Recommended Motion

Motion to enter into Executive Session

13. Adjournment
Recommended Motion

Motion to adjourn meeting

Actions Taken

Motion Passed:  Motion to adjourn meeting at 2:28 passed with a motion by ESU 07 Ronell and a second by ESU 03 Kettelhut .