*** UNAPPROVED DRAFT ***
Meeting minutes from September 8, 2006
3 p.m., IHETS boardroom

Present:  Lloyd Benjamin, Indiana State University; Jeff Pittman, Ivy Tech State College; O’Neal Smitherman, Ball State University; Brad Wheeler, Indiana University, Ed Kinley, Indiana State University; Hans Giesecke, Independent Colleges of Indiana; Gerry McCartney, Purdue University

IHETS staff:  Bill Kramer, Tim Fisher, Rauf Khalid, Julie Wheeler

Chairman Benjamin called the meeting to order at 3:05 p.m.  

Executive director job description

Benjamin reported the IHETS executive director job description was revised and sent to the board for comment. He recalled that previous searches were led by search committee and some difficulty identifying a candidate that was willing to relocate to Indiana was encountered.

Smitherman questioned how difficult it will be to identify a candidate when the organization is in transition. Kramer stated that we must make it clear up front that the organization is changing and that potential candidates must be willing to be a major player in that transition.

Wheeler asked if the board is clear on IHETS purpose, mission, and responsibilities, noting the need for clarity on these issues before proceeding with a search. Pittman expressed agreement. Wheeler suggested working through some of the current issues and revisit beginning a search near year's end

Kramer said defining the relationship between IHETS and IU with regard to the network is key. He believes IHETS will manage the technical services riding on the network and continue e-learning services and feels these two services are firm. He emphasized the need for organizational stability, however, in IHETS' relationship with IOT and the legislature.

The group agreed to proceed with identifying a search committee. At Benjamin’s request, Pittman agreed to serve as chair for the search committee.

Draft of revised IHETS bylaws

Kramer reported the bylaws have been updated to reflect the new IHETS governance structure, noting several changes, including authorities given the executive committee. The board can authorize the executive committee to take official action a meeting of the full board cannot be convened in a timely manner to address critical or urgent issues. The executive committee would then be empowered to act on behalf of the board. More specifics were also added about the role of the full board at its bi-annual meetings. Language was added to create and allow the appropriate use of IHETS services (i.e., for higher education and training purposes) under by consortium “affiliates.”

The committee questioned whether the standing committees should be named in the bylaws. Benjamin encouraged the group to comment on the draft and be prepared to amend or adopt at the October meeting.

Circuit rate increases

Pittman reported that IOT implemented an unannounced price increase retroactive to July 1, noting that member pricing for DS3s increased by $1K/month. He said the finance committee agreed the increase would be paid by members and recommends no circuit subsidies be provided this fiscal year. If approved by the executive committee, consortium members will be notified of IOT's increase and their responsibility for the new pricing until the network transition is complete.
The committee unanimously approved the finance committees recommendations brought forth by Pittman and seconded by Smitherman.

Fisher noted IHETS would begin invoicing members for circuit costs at six-month intervals, rather than annually. Institutions migrating off the network during the billing period will receive a credit.

I-Light transition update

Smitherman reported the I-Light transition group is nearly finished negotiating a final resolution assigning I-Light operations and responsibilities. Operational and management responsibility will move to Indiana and Purdue universities, with all Indiana higher education institutions receiving representation and the opportunity for input through an advisory body. The IHETS Board of Directors will serve as this body, overseeing all major network issues and developments on behalf of the entire consortium. IHETS will continue to account for $700K in subsidies for the circuit-based network, which will also be managed by Indiana and Purdue universities. Remaining issues to be addressed include whether any of the IHETS appropriation will defray network personnel costs.

ICHE biennial budget presentation

Kramer reported that IHETS will have the opportunity to make a 15-minute presentation regarding its biennial budget at the Indiana Commission for Higher Education’s October 13 meeting at Purdue, noting the board approved requesting a three percent increase for each year of the biennium. 

The presentation will allow IHETS to present information illustrating the value of services provided to all consortium members, affiliate partners, and state government, which is particularly important as the organization continues internal restructuring and reorganization. Kramer noted that nine of the commission's 14 members are new and were not on board when the last IHETS budget request was reviewed by ICHE. He plans to distribute presentation folders containing a variety of print materials providing more details about services offered, usage statistics, e-learning enrollments, budget request tables, etc.

Kramer's goal is demonstrating that IHETS is a statewide consortium, not just a few staff at 714 N. Senate. Benjamin, Pittman and Kramer will all participate in the presentation. 

Office of Management and Budget

The state's Office of Management and Budget is conducting performance reviews of all state agencies. Kramer reported he had one meeting with an OMB representative and is working on completing a detailed OMB questionnaire prior to a formal interview on October 5.

With no further business, the meeting adjourned at 4:25 p.m.