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FiberNet Advisory Board Minutes 06-14-2016MINUTES REGULAR MEETING — FIBERNET MONTICELLO ADVISORY BOARD Tuesday, June 1411, 2016 Boom Island Room, Monticello Community Center Present: Brian Stumpf (left at 7pm), Charlotte Gabler, Jon Morphew, Dennis Sullivan Others: Jeff O'Neill, Rachel Leonard, Bryan Rabe, Wayne Oberg, Mark Birkholz, Lynne Dahl- Fleming Absent: Jacob Kramer 1. Call to Order Brian Stumpf called the meeting to order at 6:30 PM. 2. Additions to Agenda None 3. Approval of May 2016 Meeting Minutes CHARLOTTE GABLER MOVED TO APPROVE THE MAY 10TH, 2016 REGULAR MEETING MINUTES. DENNIS SULLIVAN SECONDED THE MOTION. MOTION CARRIED 4 -0. 4. Network Update • Bryan Rabe reported peak network usage and the number of new GigaCenter ONTs in the field. • Bryan Rabe reported FiberNet continues to have trouble with set -top boxes after power outages. The fix is relatively simple to execute, but it requires a call into tech support. Staff is working with Calix on a better solution. • Jeff O'Neill asked if there were any recent hack attempts. Bryan Rabe replied the Calix software continues to help thwart any attempts. Lately there have been reports of malicious IP attacks, whether intentional or due to viruses on customer computers. FiberNet responds to those reports per the instructions of our regulatory consultant. 5. Business Office Update • Rachel Leonard provided the latest subscriber data. • Rachel Leonard reported maintenance staff found an indication of water encroachment and other environmental concerns in the suite across the hall from the FiberNet office. The City contacted the League of MN Cities to evaluate the building and determine what needs to be done. Until the evaluation is complete, office staff have been temporarily moved into City Hall. There are signs on the doors directing customers to the temporary location. FiberNet continues to have walk -in hours each day. • Rachel Leonard requested board input on a customer credit. The customer's property was wired so FiberNet service could be provided in the future. The cost was $69.95 per line, and a total of 6 lines were installed. The charges were listed on a form signed by the customer as $69.95 x 6 for 6 lines installed instead of the estimated total cost. Customer claimed he didn't understand how he would be charged and thought it would be one charge of $69.95. Since there was potential for misunderstanding, staff believed a courtesy credit would be appropriate but asked the board to determine the proper FiberNet Advisory Board Minutes: 06/14/16 amount. Discussion among the board varied from no credit necessary to half of the total cost. Charlotte Gabler presented the idea of providing credit for two of the 6 lines. DENNIS SULLIVAN MOVED TO PROVIDE A CREDIT FOR THE COST OF 2 LINES (69.95 x 2). CHARLOTTE GABLER SECONDED THE MOTION. MOTION CARRIED 3 -1. JON MORPHEW VOTED IN OPPOSITION BECAUSE HE BELIEVED FIBERNET SHOULD NOT OFFER A CREDIT. 6. Financial Update • Wayne Oberg provided the financial reports ending 5/31/2016. He reported administrative costs and revenues are relatively static; this is a positive trend. Field costs are less static because there are more annual fees due at varying times of the year. • Mr. Oberg reported that a previous $9,000 invoice included on the last financial update does not need to be paid. Staff questioned CSI about the invoice and determined the fee was included in the annual maintenance fee already paid for 2016. • Finally, Mr. Oberg noted an annual maintenance fee for MetaSwitch was received in May. It had been sent to an incorrect email address earlier in 2016. The contact information has been updated and the invoice has been paid. 7. Management Update • Jeff O'Neill reported that at a special City Council meeting on May 26th, the Council unanimously voted to enter into negotiations with Arvig for a management services agreement. He explained that both CTC and Arvig were highly disciplined, excellent companies, but the Council appeared to feel more comfortable with the Arvig business model. Mr. O'Neill introduced Mark Birkholz from Arvig. • Mark Birkholz gave background on Arvig and their plans for FiberNet. He emphasized the importance of showing this is still a city entity and here for the community. • Charlotte Gabler asked about potential changes to the governance model, particularly the role of the advisory board. Mr. Birkholz said Arvig will give quarterly reports, and they are happy to give them directly to Council or a board the Council designates. Rachel Leonard commented that ultimately who gets the report will be up to the Council in a future decision. Lynne Dahl- Fleming asked about future transparency of FiberNet. Jeff O'Neill explained that all FiberNet documents will still be public and available upon request. Rachel Leonard stated more people may have access to the infonnation if given to the Council because it's a larger audience. • Dennis Sullivan addressed Mr. Birkholz to say Arvig may still want a citizen board to be a liaison to the community. It could become more like a focus group. • Charlotte Gabler commented she would like to continue to see monthly financial reports so she can be informed, particularly when speaking to citizens. 8. IRET Update • Jeff O'Neill reported the City Council approved an 8 year agreement with IRET. Lynne Dahl- Fleming asked about the exclusivity of the agreement; O'Neill explained FiberNet will receive exclusive marketing rights within the complex. FiberNet Advisory Board Minutes: 06/14/16 9. Next Meeting The next meeting of the FiberNet Advisory Board is scheduled for July 12, 2016 at 6:30pm in the Boom Island Room at the Monticello Community Center. 10. Adjournment CHARLOTTE GABLER MOVED TO ADJOURN THE MEETING. DENNIS SULLIVAN SECONDED THE MOTION. MOTION CARRIED 3 -0 AND MEETING ADJOURNED AT 7:40 PM. Recorder: Rachel Leonard Approved: August 16, 2016 Attest: Jeff eill, City Administrator 3