December 6, 2012 ICOE Board Room Building A El Centro, California

Transcription

1 December 6, 2012 ICOE Board Room Building A El Centro, California CALL TO ORDER: ROLL CALL OF MEMBER AGENCIES: Susan Moler, President, called the meeting to order at 8:00 a.m., Thursday, December 6, 2012, in the ICOE Board Room, El Centro, California. The Secretary took Roll Call of those member agencies present: Present: Central Union High School District, C. Thomas Budde, Ph.D. El Centro School District, Tony Romayor Imperial Unified School District, Lisa Tabarez Imperial Valley College, Todd Finnell McCabe Union School District, Arlyn Atadero Meadows Union School District, Sharon Theis SDSU, Imperial Valley Campus, Adrian Gonzalez City of Brawley, Marjo Mello City of El Centro, Randy Hines County of Imperial, Susan Moler Local Agency Formation Commission, Jurg Heuberger RCOE, Migrant Head Start, Jose Martinez Imperial County Office of Education, Arnold Preciado Absent: Brawley Elementary School District, Ron Garcia Brawley Union High School, Hasmik Danielian, Ph.D. Calexico Unified School District, Eduardo Perez Calipatria Unified School District, Michael Kahler Holtville Unified School District, John Paul Wells Imperial Valley Regional Occupation Program, Mary Camacho Magnolia Union School District, Blaine Smith Mulberry School District, Dan Eddins San Pasqual Unified School District, David E. Bealer, Ph.D. Seeley Union School District, Ruben Castro Westmorland Union School District, Mona Smith City of Calexico, Jim Neujahr City of Holtville, David Lantzer City of Imperial, Marlene Best El Centro Regional Medical Center, Jim Eyer Imperial County Employees Retirement System, David Prince 1

2 After Roll Call: Heber School District, Bernardo Burgueno Others in Attendance: Alex Estrada, City of Imperial Gina Chaparro, Imperial County Office of Education Lee Davis, Imperial County Office of Education Ruben Ortiz, Imperial County Office of Education Felipe Reyes, Imperial County Office of Education Bud Robb, Imperial County Office of Education Teri Sanders, Imperial County Office of Education Eduardo Villegas, Imperial County Office of Education Luis Wong, Imperial County Office of Education Carlos Zamora, Imperial County Office of Education Jeff Enz, Imperial Valley College APPROVAL OF MINUTES: FINANCIAL STATEMENTS FISCAL YEAR : Motion by Marjo Mello, second by Jurg Heuberger, to approve the minutes of October 4, 2012 as presented. Motion carried unanimously. The Board was presented with the Unaudited Financial Statements for approval. Arnold Preciado noted Carlos Zamora, Fiscal Development Services Director for Imperial County Office of Education would present the financial statements; copies of the financial statements were supplied to the Board in advance. Carlos presented a summary of the financial statements by category. He mentioned that the total revenue amount of $679K consists of funds received from: inter-agency fees, open enrollment fees, project revenues, interest income, ITFS license fees, fiber repair, and the sale of fiber optic cable. Carlos explained that expenditures totaled $585K and consisted of: IVTA operational fees, ITFS Licenses, Network Administrator, Fiscal Agent, and depreciation. Carlos added that the net income for Fiscal Year was $94, He mentioned that the fund balance of $2.6m has been designated for: inventory, fixed assets, equipment, ITFS license, mitigation fees, unconnected sites credit, and equipment replacement. Carlos 2

3 pointed out that fixed assets made up the majority of the fund balance. Carlos explained that there was an increase of $127K in cash. He also mentioned that receivables as of June 30 were $68K, and as of today all of it has been received. Carlos also presented a graphic to illustrate trends for Cash, Fixed Assets, Inventory and Receivables. Motion by Jurg Heuberger, second by Dr. Budde, to approve the Unaudited Financial Statements as presented. Motion carried unanimously. BROADBAND SURVEY RESULTS: Luis Wong shared that work continues to be done on a Broadband survey to better understand connectivity gaps that may exist at homes. He extended a thank you to the Superintendents for their support and help in getting the surveys out. Luis invited Teri Sanders to provide an update to the Board. Teri Sanders shared with the group the preliminary results; Teri mentioned that 37,000 surveys were distributed among students and received a return rate of over 36 percent. Teri mentioned that there were instances were an elementary parent wrote on the survey that they reported at high school and will not report again, Teri added that it is an indication that duplication of data may be minimal. She explained that according to the surveys, 74 percent of students have connection in the home, and 26 percent do not have connection in the home. She added that on a school by school basis, 41 percent was the lowest percent rate of not connected at home. McCabe seems to be the school with highest percent of connected students with 98 percent. She added that at the High School level, no high school reports lower than 80 percent connected. Teri mentioned receiving a low response rate on test for speed. At the last ICETAC meeting, there was a question regarding the surveys being in an annual base. Teri added that there is no demand to process survey on an annual basis. Teri mentioned that the School-by-school and District-by-District reports are available for Superintendents. 3

4 Teri mentioned that students without home access noted they are going to public areas, libraries, and relatives to get connected; many have mobile device access. Winterhaven area is one of the lowest connected areas. Teri mentioned we are still looking at February as the deadline for the grant application, and that we continue to work with Beamspeed on this project. Luis will send results to the Board in an upcoming meeting. FINANCIAL REPORTS: Felipe shared first quarter results. He reviewed reports with Board, all reports ed to Board prior to meeting. ITFS budget Expenditures to date are for legal services to ensure radio licenses are kept in compliance with FCC requirements. Mitigation fees budget Felipe mentioned that $45K is budgeted for the Calexico/Heber redundancy project. He added that some work has been done but contractor has not sent any invoices for this fiscal year. IVTA Budget (operations & projects) Felipe started with the projects and mentioned that the $2, expenditure was for connecting Calexico s RCOE site. The project is completed and the invoice was recently mailed. For IVTA operations Felipe mentioned that the faulty wireless link for Mulberry was replaced, he also mentioned that maintenance is about $4k less for the Brocade equipment than it was for Cisco. PROJECT STATUS: Felipe Reyes provided the project status update to the Board: Pioneers Memorial Healthcare District Felipe mentioned that trenching from hospital to poles is completed. He also added that the contractor and staff are in communication with IID regarding progress on the project. He mentioned that to complete the project fiber needs to be placed on poles, need to be spliced, and also need to coordinate transfer of IP addresses to Pioneers. Felipe added that for security reasons IVTA s contractor is not allowed to work inside IID s substation, but contractor will work hand-in-hand with IID. BACKBONE PROJECTS: Felipe reported on the following backbone projects to the Board: Heber /Calexico redundancy project The project is behind schedule due to the railroad permit issue. Felipe mentioned that the railroad contract has a termination clause 4

5 which is of concern. The termination clause states the railroad can ask us to move the fiber anytime they want and we need to comply with their request in 30 days. New language was developed by ICOE legal team and was shared with railroad. Felipe mentioned that the proposed language include the phrase with the mutual consent of both parties, and 60 days instead of 30 days. Union Pacific contract manager send proposed changes to their legal department for approval. Union Pacific railroad approve revised language and sent back to us; however, did not agree with a clause containing mutual consent as the basis to agree to a contract termination. Felipe stated the railroad did not offer any other option. Railroad legal department charged $500 for reviewing and approving our proposed language. Luis Wong mentioned we have a similar situation at recent railroad crossing in Imperial, he added there is a risk of investing dollars and then the railroad can come back next week or next year and ask us to move the fiber; Luis mentioned that the considers the risk very low. He mentioned the link is important, and we need to close the south loop. Randy Hines also mentioned that the City has several railroad crossings and the agreement language is standard. REPORT-NETWORK ADMINISTRATOR: Luis presented the following updates to the Board: Mitigation Fees Update Luis mentioned that he submitted a letter to Mr. Villa from County of Imperial. Mr. Villa received the letter and is interested in prospective projects. He said the letter included information on shared community benefits and what has been done with previous dollars. Luis added that the next step is to meet with Mr. Villa and elaborate on projects which will serve our communities, and to align mitigation fees with our priorities and county priorities. Luis mentioned that Mr. Villa showed interest in connectivity in the north-end, specifically Niland, which opens up the possibility to connect Grace Smith School and up into Riverside. Luis mentioned that the timeline is to have the projects outlined by end of fiscal year. He added that the initial meeting included Mr. Villa, Susan Moler, Arnold Preciado, Marjo Mello and Luis Wong. Promotional Activities Alert Luis mentioned that Spectrum video recording will take place after the IVTA meeting and the staff involved was notified in advance. 5

6 Luis added that staff is working on updating the IVTA brochure, the brochure will be posted on the website and a copy will be provided to Board members so they may hand-out as needed. Luis also added that the IVTA logo will be refreshed. City of Calexico Luis reported that the Calexico aggregation point located at Calexico District Office has been relocated to the Alt Ed Administrative Center. Luis mentioned that staff did a lot of planning in an effort to minimize disruption of services. He added that during the relocation time there was no significant impact to the network, and this relocation is in preparation to close the south loop. Disconnect notice Luis reported that the Calexico Police department cleaned up their network. He mentioned that the infected computer was found and a system was implemented to prevent future issues. Luis added it has been about a month that no new notifications have been received regarding viruses or spam coming from the police department. Surplus Equipment Luis mentioned that next month Felipe will share with the Board the list of surplus equipment which will be made available to member agencies. COMMITTEE REPORTS: Management Committee Nothing to report, Susan stated the committee did not meet. Technology Advisory Committee (TAC) Todd sent out message that the TAC committee will meet at IVC December 10, 2012 at 8:30 a.m. to discuss backbone improvements, professional development training and potential services the IVTA could provide to its member agencies. He asked the Board to send an to Felipe with the name of the administrative and technical contact attending the meeting. He also mentioned that on January 26, 2013 IVC will host its second annual technology conference. The name chosen for this event is Tech Bowl Innovation and Technology conference. Todd mentioned that the conference will include keynote speakers, workshop sessions, break-outs, and a half-time show. He added that the IVC Business Club will be hosting lunch at a price of $10 per person. Todd mentioned the conference is free but all attendees are requested to register and the registration process will be going out live on December 6,

7 FUTURE AGENDA ITEMS: Nothing suggested NEXT MEETING: The next meeting will be held Thursday, January 10, ADJOURNMENT: There being no further business to bring before the Board, Susan Moler adjourned the meeting at 8:45a.m. 7