ESU Coordinating Council
September 04, 2014 8:30 AM
Regular Meeting
1. ESU Coordinating Council Information
President Jeff West
Rationale

Educational Service Unit Coordinating Council

Regular Meeting   
Wednesday, September 4, 2014 - 8:30 AM

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

Video Conference Sites: Not available.
DL Sites:  Not available.

2. Call to Order
President Jeff West
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, 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 8:30.

3. Roll Call
President Jeff West
Discussion

Staff: Dave Ludwig, Deb Hericks, Scott Isaacson, Priscilla Quintana, Wade Fruhling

Visitors: Karen Haase, Jody Phillips (ESU 2 Rep)

4. Approval of Minutes
President Jeff West
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 Mowinkel ESU 08 and a second by Calvert ESU 15.

5. Petitions and Communications to the Board
President Jeff West
5.A. State Board of Education and Nebraska Department of Education Report
Nebraska Department of Education
Discussion

No report given.

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

Brian Gegg will work on the donation for the AESA Conference silent auction in November.

5.B.I. Central Region Executive Council Election
Board President - Jeff West
Discussion

Central Region has an opening on Executive Council. Suzanne Riley will be running for this position.

6. Executive Reports
President Jeff West
6.A. Executive Committee Report
President Jeff West
6.A.I. Agenda Item
President Jeff West
6.A.I.a. Policy & Procedures Update
Executive Director - David M Ludwig
Attachments
Actions Taken

Motion Passed:  Motion to approve the first reading of policies passed with a motion by Bell ESU 10 and a second by Beatty ESU 16.

Discussion

Executive Director reviewed the updated policies that are current procedures and the changes suggested. Updated policies will have first reading at Board meeting on September 4, 2014 with final reading on October 9, 2014.

Legal Counsel reviewed/discussed the copyright policy with Board. ESU and School Districts should adopt a copyright policy.

6.A.I.b. Statewide Technology Infrastructure
President Jeff West
Discussion

Executive Director and Technology Committee Chair reviewed the draft statewide technology infrastructure with the committee. Scott Isaacson is working on the statewide infrastructure, possible to start regionally.

6.A.I.c. Vision
Attachments
6.A.I.c.*. ESUCC
Discussion

ESUCC Vision was created in statute.

6.A.I.c.*. ESU PDO
Discussion

Draft version will be taken to ESU PDO next week for review. Bring back to Executive Committee with approval by Board in October.

6.A.I.d. Statewide Proposal Protocol
Attachments
Discussion

President West reviewed the protocol for statewide proposals to bring initiatives are brought forth to the ESUCC.

6.A.I.e. Approve Harding & Shultz as Attorney for 2014-2015.
Attachments
Actions Taken

Motion Passed:  Motion to approve Harding & Shultz for 2014-2015 passed with a motion by Beatty ESU 16 and a second by Gegg ESU 05.

Discussion

Approve Harding & Shultz as attorney for 2014-2015.

6.A.I.f. Staff Contracts
6.A.I.f.*. Executive Director
Discussion

A two year contract was signed by David Ludwig, Executive Director in March 2014.

6.A.I.f.*. Approve Distance Education Director
Attachments
Actions Taken

Motion Passed:  Motion to approve Gordon Roethemeyer as the Distance Education Director for 2014-2015 passed with a motion by Bell ESU 10 and a second by Uhing ESU 01.

Discussion

Approve the position the Distance Education Director.

6.A.I.f.*. ESUCC Staff Contracts
Attachments
Discussion

David Ludwig reviewed the staff contacts for ESUCC. Eric Smith resigned as of August 1, 2014.

6.A.I.g. ESUCC Application Systems Analyst
Discussion

Each committee reviewed the job description and timeline for the Application Systems Analyst.

6.B. Executive Director Report
Executive Director - David M Ludwig
Discussion

Executive Director reports are within the committee reports.

6.C. Treasurers Report - Finance Committee Recommendations
Committee Chair - Dennis Radford
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 Tedesco ESU 11 and a second by Schnoes ESU 03.

Discussion

Dennis Radford reviewed the July financials statements with the Board.

7. Recess Meeting at 9:30 AM for Budget Hearing
Board President - Jeff West
Rationale

The Board meeting will recess at 9:30 AM for annual budget hearing and re-adjourn following the budget hearing.

Actions Taken

Motion Passed:  Motion to adjourn at 9:30 for Budget Hearing passed with a motion by Beatty ESU 16 and a second by Polk ESU 07.

7.A. Reconvene ESUCC meeting following the Budget Hearing
President Jeff West
Discussion

Reconvene to regular board meeting at 10:10 AM.

8. 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 was no public comments at this time.

9. Recommendations from Standing Committees and Project Reports
President Jeff West
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.

9.A. Finance, Audit, Budget Committee
Committee Chair - Dennis Radford
9.A.I. Agenda Item
9.A.I.a. Approval of 2014-2015 ESUCC Budget
Recommended Motion

Motion to approve the 2014-2015 budget

Actions Taken

Motion Passed:  Motion to approve the 2014-2015 budget passed with a motion by Radford ESU 17 and a second by Standish ESU 18.

9.A.I.a.*. ESUCC Budget Goals
Discussion

Executive Director discussed the ten budget goals for the ESUCC.

9.A.I.b. Approval of Bill Protocol
Recommended Motion

Recommend approval of change in process of paying bills after each ESUCC monthly meeting with the exception of the months the Board does not meet (December, June, August).

Actions Taken

Motion Passed:  Recommend approval of change in process of paying bills after each ESUCC monthly meeting with the exception of the months the Board does not meet (December, June, August). passed with a motion by Radford ESU 17 and a second by Standish ESU 18.

Discussion

There will be a change in process of paying bills after each ESUCC monthly meeting with the exception of the months the Board does not meet (December, June, August).

9.A.I.c. ESUCC ESUCC Application Systems Analyst
9.A.I.d. Approve Claims, Financials Statements, and Assets for Month of July
Attachments
Recommended Motion

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

9.A.I.d.*. Basis of Accounting
Discussion

The ESUCC will be changing the Basis of Accounting from Modified Accrual/Cash Basis to a total Cash Basis. Previous discussion was held with Don Dunlap.

9.B. Technology Committee
Committee Chair - Bob Uhing
9.B.I. Agenda Item
9.B.I.a. LMS Updates
Discussion

Discussion was held around the statewide LMS and the direction the ESUCC should take moving forward. Discussions being held with NDE regarding a statewide LMS. Assemble a committee to discuss LMS and what support/systems is needed statewide.

9.B.I.a.*. ESUCC Staffing/Transition
9.B.I.a.*. ANGEL/Blackboard Program Updates
9.B.I.a.*. ANGEL/BlackBoard Informational Meetings
9.B.I.a.*. ANGEL/BlackBoard Contract
Attachments
Discussion

A two month extension was signed with BlackBoard to align with our fiscal year.

9.B.I.a.*. LMS Vision/Funding
Discussion

Discussion continue with Executive Director and Commissioner regarding funding options for statewide LMS.

9.B.I.a.*. LMS Statewide Pilot Initiative
Discussion

A committee will be formed to develop recommendations for statewide LMS initiative.

9.B.I.b. Technology Survey
Discussion

Discussion was held around doing a statewide survey using BrightBytes. Accounts would cost about $.75.

9.B.I.b.*. BrightBytes
Discussion

Discussion held around BryteBytes becoming a statewide program/pricing.

9.B.I.b.*. NDE: Ed-Fi Perceptual Survey
Discussion

The Ed-Fi perceptual survey but this gathers different information than that of BrightBytes.

9.B.I.c. NOC Report
9.B.I.c.*. E-Rate Updates
Attachments
Actions Taken

Motion Passed:  Motion for ESUCC and NOC to coordinate solutions for schools districts to access changes in ERATE passed with a motion by Uhing ESU 01 and a second by Gegg ESU 05.

Discussion

Discussion was held on updates on ERATE and ERATE processes.

9.B.I.c.*. Statewide Support Model
Actions Taken

Motion Passed:  Motion for ESUCC and NOC to coordinate solutions for schools districts to access changes in ERATE passed with a motion by Uhing ESU 01 and a second by Gegg ESU 05.

Discussion

Technology Committee recommends ESUCC and NOC Affiliate coordinate solutions for schools to access changes in ERATE.

9.B.I.d. Zoom Update
Attachments
Discussion

Zoom licenses have been order for the state for 2014-2015.

9.B.I.e. ESUCC Application Systems Analyst Update
Discussion

Committee reviewed the job description and timeline for Application System Analyst.

9.B.I.f. ESUCC Ed-Fi Server Hardware
9.B.I.g. Reports
9.B.I.g.*. Safari
9.B.I.g.*. Distance Ed
Attachments
9.B.I.h. eBooks
9.C. Cooperative Purchasing Project
Committee Chair - Paul Tedesco
9.C.I. Agenda Item
Attachments
9.C.I.a. ESM Update
9.C.I.a.*. Easy Purchase Plan
Discussion

Paul Tedesco gave highlights of the Coop committee meeting. Do not have a clear understanding as to why there are not more catalogs available for year round.

9.C.I.a.*. Ordering/Billing/Payment
Discussion

Vendors have received one PO per person/entry so there would be several POs for one building. Also, with billing the schools are receiving one invoice per order.

9.C.I.a.*. Account Set-Up
9.C.I.a.*. Reporting
9.C.I.a.*. Delivery
Discussion

Statewide advisory will try to address issues with deliveries with new system.

9.C.I.a.*. Coop Procedural Manual
Discussion

Coop staff are working on a procedure manual to address needs of communication and follow-through. This will help to address policy/procedures request by auditors. The staff will also create a timeline.

9.C.I.a.*. Coop Advisory Committee
Discussion

Creating an advisory committee to include one person from each ESU (which the ESU could appoint a school person.) This committee will work with vendors for their input on processes.

9.C.I.b. Program Updates
9.C.I.b.*. Annual Buy
9.C.I.b.*. Food Buy
9.C.I.b.*. Custodial Buy
9.C.I.b.*. Year-Round Catalog
9.C.I.b.*. Special Buys
9.C.I.b.*.-. World Book
Discussion

One order will be created and submitted to WorldBook.

9.C.I.c. Future Efforts
9.C.I.c.*. ESUCC Application Systems Analyst
9.C.I.c.*.-. UNL Department of Computer Science and Engineering
Discussion

Possibility to work with UNL Department of Computer Science and Engineering on helping to create/write or own software.

9.C.I.d. Policy Adoption - Unified Policies & Timeline
Discussion

Staff is working on procedural manual and timeline for COOP processes.

9.D. PD Leadership Committee
Committee Chair - Kraig Lofquist
9.D.I. Agenda Item
9.D.I.a. September PDO
Discussion

Reviewed ESU PDO agenda for September 16-17 and request attendance of Administrators.

9.D.I.b. PDO Planning Committee Structure
Attachments
Discussion

Reviewed the Planning Committee for PDO, every affiliate, project/initiative, involved in helping to create this committee.

9.D.I.c. PDO Calendar
Attachments
Discussion

Reviewed calendar and request more involvement from ESU Administrators.

9.D.I.d. Master Service Agreement Timeline
Discussion

Discussed moving up the timeline for the Master Service Agreement to aide in the help with budget process. The approval of Master Service Agreement in March, have affiliate budgets due in January.

9.D.I.e. NMPDS Update
Discussion

New NMPDS Project Director hired, Helen Banzhaf from Seward, NE.

9.D.I.e.*. Math Champions
Discussion

One criteria for the Math Grant is to create a list of Math Champions for each school in the state. At least one person from each District, especially for larger districts. The NMPDS Project Director will send out request to ESU Math Cadre and also the Administrators.

9.E. Special Education Committee
Co-Chairs Beatty/Polk
9.E.I. Agenda Item
9.E.I.a. Wade Fruhling - SRS Report
Discussion

Committee Chair reviewed the report from the SRS Project Manager.

9.E.I.a.*. SRS Report
Discussion

The staff has updated the trainings and videos. Possibility of posting these to Safari Montage.

9.E.I.a.*. Project Para
Discussion

The Project Para Conference will be held on October 30, 2014.

9.E.I.a.*. ILCD
Discussion

ILCD will be moving towards Results Driven Accountability online collection of data.

9.E.I.a.*. AAP
Discussion

We will apply for another Academic Achievement Plan grant for this coming year.

9.E.I.b. ESUCC Application Systems Analyst
9.E.I.b.*. ESUCC Application Systems Analyst Job Description
9.E.I.b.*. Approve Programmer Timeline
Actions Taken

Motion Passed:  Motion to approve timeline to hire Application System Analyst passed with a motion by Beatty ESU 16 and a second by Gegg ESU 05.

9.F. Legislative Committee
Committee Chair - Liz Standish
9.F.I. Agenda Item
9.F.I.a. ESUCC Position Statement Review
Discussion

Review/edit position statements before next meeting. Hearing on Lottery Funds in November.

9.F.I.b. ESUCC Action Plan
9.F.I.c. Distance Ed/BlendEd Funding Meetings
9.F.I.d. Facilities Study
Discussion

Kraig Lofquist reviewed the past facilities studies and working to create an interim facilities study.

9.F.I.d.*. Legislative Resolution 336
9.F.I.d.*. Interim Study Report - Facilities
10. New and Miscellaneous Business
President Jeff West
11. Unfinished Business
President Jeff West
11.A. Bylaws & Policy Review
ESUCC President - Jeff West
Discussion

Continued work on policies and procedures.

11.B. Strategic Planning Process
Discussion

October 9, 2014 will be the next collaboration meeting to be held in conjunction with NDE at the Country Inn and Suites in Lincoln.

12. 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 public comment at this time.

13. Executive Session
President Jeff West
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

14. Adjournment
President Jeff West
Recommended Motion

Motion to adjourn meeting

Actions Taken

Motion Passed:  Motion to adjourn meeting at 11:20 AM passed with a motion by Schnoes ESU 03 and a second by Gegg ESU 05.