Ha Ha Tonka Castle

July 14, 2006

MOREnet Council Meeting Minutes

Council Member Attendees: Robert Stein, Chair, Gary Allen, Cheryl Bielema, Annie Busch, Margaret Conroy, Jeanie Gordon, Karen Hicklin, Bill Mitchell, Bert Schulte, Don Doucette via conference call

Alternates Present: Glenda Hunt, Rita Gulstad, Barbara Reading, Tom Stokes, Deborah Sutton

MOREnet Staff Present: Dave Byland, Jennifer Doll, Bill Giddings, Sherry Loyd, Debbie Rodman

Public Present: Debbie Musselman, Mark Reading

MOREnet Council Chair Stein called the MOREnet Council meeting to order. Those who were in attendance are listed above.

Chair Stein announced Gary Allen’s appointment as Vice President of Information Technology for the University of Missouri.

Minutes of the June 12, 2006 MOREnet Council Meeting

The following corrections are to be made to the draft minutes:

  • Add Annie Busch and Jeanie Gordon to the list of member attendees
  • Move Karen Hicklin from the list of alternate attendees to the member attendees

Annie Busch moved that the minutes of the June 12, 2006 MOREnet Council meeting be approved with the above corrections. Bert Schulte seconded the motion, and it passed unanimously.

ACTION ITEMS

Fiscal Exigency Reserve (FER) Funding Model Decision

Chair Stein reviewed the principles agreed upon for the FY07 decision. He then advised the Council that the goal for the meeting was to come to consensus on funding the FER fund. Due to the MOREnet audit findings, the University of Missouri had requested a response by July 1, 2006. The meeting consensus is not to be a guiding principal going forward in future years.

Bill Mitchell added that high reserve balances affect the University’s fund balances and MOREnet has been asked by the UM Vice President for Finance and Administration to develop a strategy for maintaining the appropriate level of fund balances.

After discussion of the models Jennifer Doll was asked to share the totals an alternate model proposed by Mark Reading, Executive Deputy Secretary of State.

The Council members divided into program groups and came to an agreement on a dollar amount each group felt could be contributed out of their program fund balance. To meet the $2.9M needed, $3.2M was offered by the program groups; SN $1.5M, HE $100,000, TNP $961,001, REAL $670,300. The $2.9M FER will be distributed proportionally between the four programs based upon the relationship of group contributions.

The Council agreed that consensus had been made.

Plant Fund (PF) Candidate

Doll reviewed the PF Transfer summary and reminded everyone that the PF will be used for one-time expenses or emergencies. The allocation requested for initial funding of the PF was $1.5M from the Shared Network reserve. If approved, this amount will be transferred into the fund following the Council meeting.

Busch made a motion to approve the PF Transfer as presented. Schulte seconded the motion, and it passed unanimously.

FY07 Budget – Recommendation

Doll reviewed the assumptions related to the FY07 budget and information comparing the FY07 budget to the FY06 budget. She also noted that the FY07 budget does not reflect the transfer to the PF.

Gary Allen moved to approve the FY07 budget and assumptions as presented. Busch seconded the motion, and it passed unanimously.

Staff will provide Council members with an updated FY07 budget schedule reflecting the FER and PF decision electronically.

CONSENT ITEMS

None

DISCUSSION/INFORMATION ITEMS

NGN Project Plan

Mitchell reported that the bids for new circuits and increased internet capacity are currently being evaluated. He anticipates being able to increase bandwidth capacity by January, 2007 and hopes to complete Phase II: design and deploy a hybrid fiber network, if feasible and desired, by January, 2008.

Margaret Conroy asked if the MoDOT fiber is still an option and Mitchell replied that it is not, however, there may be possibilities with the converged network RFP that state is currently reviewing.

Communication Assistance for Law Enforcement Act (CALEA)

Mitchell reported that CALEA activities are occurring at a rapid pace. There are two criteria needed to be exempt from being CALEA compliant; a college or university is exempt from CALEA if its network meets the statutory definition of a "private network", and it does not "support" the connection of the private network to the Internet. This means that MOREnet most likely will need to be compliant at the gateway router using new technologies so monitoring can occur. There are currently no specifications available regarding equipment compliancy.

Mitchell and Allen will be meeting with UM attorneys on Monday to further discuss the issue. May 14, 2007 is the deadline to become compliant. Mitchell will keep the Council updated.

Agency Reports

Tom Stokes reported that the RFPs for the converged network have been issued and that a prebid conference was held and was well attended. They anticipate a late fall award date. He also reported that the state budget process has begun and Dan Ross is working to reinvest the dollar savings encountered from the consolidation of technology areas.

Margaret Conroy welcomed Debbie Musselman to the Council meetings. Debbie started working at the State Library on July 10th.

Schulte reported that Curt Fuchs has accepted the position of Director of Virtual Education. He also announced that Debbie Hughes of the Jefferson City Public Schools will replace Fuchs on the Council.

Chair Stein reported that there hasn’t been a decision on an interim or permanent commissioner. In the next weeks DHE hopes to name an interim with the intent of announcing a permanent no later than June, 2007.

Allen reported that Jim Tom will be his alternate on the Council.

Other Business

Don Doucette announced his resignation from the Council due to additional job responsibilities. Chair Stein, on behalf of the Council, thanked him for his role on the Council since its inception and accepted his resignation. Sherry Loyd is to mail a plaque to Doucette for his service on the Council.

David Byland distributed copies of the approved FER policy from the June 12, 2006 meeting.

Meeting Schedule

September 15, 2006

November 17, 2006

Open Time for the Public to Address the Council

None

Council Work Session – Goals

The Council worked together to identify possible goals and then divided into three groups to prioritize those goals and identify strategies and measures.

Group 1 Recommendations

Goal 1: Advocacy

Strategy: Council hold Town Hall meetings to help Council members keep current, heighten awareness about the Council around the state as well as help programs make them aware of their needs, interests and priorities, and enable public policy discussions.

Measure: How well advocacy was achieved by attendance and the information gathered at the Town Hall meetings

Goal 2: Staying Current (suggested renaming to Futuring)

Strategy: Propose a task force to determine social (convergence of educational modes regarding life-long learning) and technological issues.

Group 2 Recommendations

Goal 1: Staying Current and Educating the Council

Strategy: Blog

Measure: Look at minutes and do content analysis; Quality self-assessment at the end of they year by the Council

Goal 2: Two-way Communication with Constituents

Strategy: Sponsors should have communication plans for their constituent groups to bring to a future meeting.

Goal 3: Relationships with other State Groups

Strategy: Directors of MOBIUS, MLNC and MOREnet should meet to discuss common goals and differences in mission. Those directors should be invited to the next Council meeting and a report should be given.

Have a scoping magnitude study of all the state-wide groups that have missions that touch MOREnet.

Goal 4: Advocacy

Strategy: Each program group should have a plan of how advocacy will happen within their group. MOREnet and the Council should develop the content of the legislative message to be communicated and that message should be complete by November.

Conduct Town Hall meetings focused on good news with more Council and sponsor representatives attending. Legislators and other community leaders should be invited.

Goal 5: Annual Review of Long Range

Strategy: Since MOREnet does their annual review in January, the long-range or annual plan should be presented to the Council in April for feedback and then revised after feedback is received.

Goal 6: Collaborative Projects

The group believes that this goal would be tabled as those projects will evolve out of goals 1-5.

Group 3 Recommendations

Goal 1: Advocacy

Strategy: MOREnet Council should educate key partner constituents regarding the role of the Council.

MOREnet Council should assist partners with effective advocacy for program services and support from funders.

Advocate for current policy in telecommunications, research and education within the state? Group wasn’t comfortable with this strategy. Chair Stein indicated that he doesn’t feel the Council should have a legislative agenda, however, it could be discussed across the entities around the table and then the Council could discuss those issues and report back across the entities.

Goal 2: Long Range Plan

Strategy: The MOREnet Council should continually review and provide input on MOREnet’s Long Range Plan.

Goal 3: Staying Current

Strategy: MOREnet Council should have a 15-30 minute presentation related to a futuristic topic to keep the members up-to-date (technology, legislative, policy or innovative technology).

Goal 4: Collaborative Projects

Strategy: MOREnet Council should develop a strong collaboration among the partner members to build a culture of freely shared information and mutual support.

Goal 5: Relationships with other Groups

Strategy: Suggest a task force be created to see what this might entail

The group incorporated Educational Function and Process for Relations with Constituents into the above goals.

Chair Stein asked that staff review the goal work accomplished today and without establishing priorities due to overlap, create a document for review and discussion at the September meeting. Staff is to also incorporate the following activities into the yearly planning calendar for discussion at the September meeting:

Council Orientation (by MOREnet staff and veteran Council members)
FER Plan
Plant Fund
Reserve Balances
Evaluate Executive Director
Evaluate MOREnet
Council Self-Evaluation
Revisit MOU
Identify Long Range Plans

Gulstad moved to adjourn at 2:20 p.m. Bielema seconded the motion, and it passed unanimously.

Council Meeting Action Items:

  • Loyd to purchase and mail a plaque to Doucette.
  • Staff review and reorganize the goal information for discussion at the September meeting.
  • Staff to incorporate the goal items listed above in the Council yearly planning calendar.
  • Staff to electronically distribute the FY07 Budget Summary reflecting FER and PF decisions.

September 15th Agenda Items:

  • MOREnet Council Goals Discussion
  • MOREnet Council Planning Calendar Update
  • E-rate Update
  • NGN Update
  • CALEA Update
  • MOREnet Good News
  • Council Orientation Plan

Respectively Submitted,
Sherry Loyd