The meeting was called to order by President Mike Teahon. Those in attendance included Bob Bednar (representing Ron Wymore), Alan Wibbels, John Stritt, and Caroline Winchester at ESU 10 - Kearney, Robert Hays and Mike Williams at ESU 11 (BNI system), and Phyllis Brunken at Columbus (polycom).

I. Approval of minutes of November 12th meeting.
Caroline Winchester moved that the September 18 minutes be approved as presented. Phyllis Brunken second. Motion approved.

II. 2003-04 Budget
Alan Wibbels moved that the budget and bills be approved as presented. Robert Hays second. Motion Approved.

III. Old Business

• Open Meeting Law - Mike Teahon reported that he checked to determine if the executive council meetings came under open meeting law regulations. Legal counsel said that the executive council serves as an advisory council and would not fall under this requirement. Annual or special governoring board meetings must be advertised.
• Reserve/carryover fund - John Stritt reported on the annual cash carryover from 1998 - 2003. Each year the carryover balance is becoming smaller. Projected carryover at the end of 2004 fiscal year will be about $45,000. A contingency fund report was also presented to outline how this budget account was established.
  Caroline Winchester moved that the cash reserve (carryover amount) should be no lower then a 3 month expenditure total. (Three month average is currently about $25,000). Alan Wibbels second.
  Discussion: Alan Wibbels recommended that the contingency fund is a large percent of the current carryover and that this balance should be rolled into the general budget rather then be left outside as a contingency account. These funds would then support the ongoing expenditures for the consortium. Phyllis Brunken wondered if we should maintain a 4 month balance. Motion approved.
• ESU 7 director update - ESU 7 continues to review options to replace Phyllis Brunken as Crossroads director.
• Left over equipment - John Stritt will send a message to TVDEC south schools requesting their board of educations identify the replaced distance education equipment as surplus. The equipment will be picked up and sold or gotten rid of by John Stritt.
• DFS Maintenance Agreement
  • Scott Neff forwarded a per incident agreement proposal from DFS for tech support. The agreement cannot be agreed to as the agreement terms are based on selecting DFS as the 2004-05 maintenance provider. Member schools must vote to approve such a maintenance contract.
  • Discussion about maintenance contract options for 2004-05.
    • Full maintenance support by DFS
    • Could ESU 10 provide maintenance
    • Should the annual dues reflect a portion of funds that is set aside to pay for this cost ie SNDLC process - This would serve as an insurance policy as all major repairs would be paid by the consortium.
    • John Stritt will gather more information from SNDLC regarding the maintenance costs.

IV. New Business

• Teacher Compensation - A questionnaire was sent to all TVDEC administrators who have supplied a teacher to determine if extra compensation ws provided for these services. The results were shared with the executive council. No action taken.
• John Stritt has submitted a 470 form for all TVDEC schools to provide funds for a polycom.
• A spring meeting for administrators was discussed.
  • Administrators must feel it is important if they plan to attend.
    • Reasons for such a meeting
      • Maintenance contract
      • 2004-05 Budget and annual dues
      • Class and teacher compensation
    • Location and Date
      • April 14th
      • ESU 7, 10, and 11 sites connect via polycom

IV. Executive Director Report

• Guidance Counselor Meeting Report
  • The second quarterly planning meeting was held at ESU 10 (Dec 2) and ESU 11 (Dec 4) for guidance counselors. Outcomes include:
    • That the TVDEC director will create a plan for a District Distance Education Philosophy.
    • That the guidance counselor meeting should be held annually.
• 470 Filing for TVDEC schools was sent in December.
• NCLB grant ($84,025) was sent in and waiting on grant approval or rejection.
• Bylaw update - Two more schools have yet to finish process.

VI. Next Meeting - April 14th

VII. Phyllis Brunken moved to adjourn, Bob Hayes second. Meeting Adjourned.

Submitted by John Stritt - TVDEC Director