APPROVED 12.1.07

Meeting minutes, November 14, 2006
10–11:30 a.m., IHETS boardroom

 

Present:  O’Neal Smitherman, Chair, Ball State University; Patrick Alles, Independent Colleges of Indiana; Bob Barley, Indiana State University; Wayne Bohm, University of Southern Indiana; Mark Bruhn, Indiana University; Dan Burns, Purdue North Central; Scott Ksander, Purdue University; Laura Larimer, Ivy Tech State College;

IHETS staff:  Bill Kramer, Tim Fisher, Max Gordon, Bob Noe, Ed Stockey, Susan Sullivan, Betty Hart

Smitherman opened the meeting and asked for a motion to approve the October 13 meeting minutes. Bruhn asked that on page three that the bolded heading be removed then moved to approve the amended minutes, then they were seconded by Barley and were unanimously approved.

IHETS work plans

Kramer stated that upon his arrival in August there were two major issues that needed addressed. An extension had been acquired for the biennium budget request submitted to the CHE. The IHETS Board had approved this budgeted amount but no narrative existed. The comprehensive review completed in January 2006 identified recommendations from external folks and internal committee members that if implemented would strengthened the IHETS organization. These involved financial procedures and reorganization of the board structure and the committee structure. Four of the recommendations involved IHETS services, technology services, e-learning services, developing a pricing schedule and improving communications. The four work plans were submitted to the four committees; technology services to the technical operations committee, e-learning services to the partnership committee, the pricing to the finance committee, and the communications plan to the executive committee.

Work plan discussion

Noe led a discussion regarding the proposed technology services work plan, providing draft of the plan to the committee. It includes:

1. Developing a list of potential new services
2. Informing committee members with ideas for using existing services to their maximum potential
3. Seeking approval of final work plan draft and implementation schedule

Noe noted that according to the schedule, the committee will decide on services to offer by December 15. He encouraged committee members to provide their responses and perspectives, adding that more information will be forwarded to the committee as it is developed.

Update on current services

Stockey provided the group with a technology services overview handout, stating he is working with IHETS business services staff to develop pricing. Adding ISAC as a future agenda item for further discussion was suggested. All available statistics for each service by institution will be provided to the committee. He clarified that IHETS Interactive uses no more bandwidth than video conferencing.

It was suggested that committee members survey staff at their institutions for ideas about new services that may be needed. Much discussion followed about the process of brainstorming and generating suggestions about services. All ideas should be e-mailed to Stockey at estockey@ihets.org and he will add these items to the agenda for the next meeting.

Transfer of network responsibilities

The transfer will be effective as of the date the resolution is approved by the IHETS Executive Committee. The transfer includes eight IHETS staff, identifying each by name, position and account number budgeted and paid for from circuit fees. All of these individuals will transfer to IU-UITS, although the salaries of two will be paid by IHETS through June 30, 2007. A draft of the resolution was read aloud by Smitherman as it was inadvertently omitted from agenda materials provided. The resolution read by Smitherman was unanimously approved. A motion for the resolution to move forward was made by Patrick Alles and seconded by Laura Larimer.

ITFS update

Kramer noted IHETS has received inquiries from some telcos regarding unencumbered consortium ITFS license. Between 1995-2002, IHETS submitted Requests for Proposals (RFPs) through Indiana University to sublease some of the 18 unused licenses to Sprint and Bell South, resulting in consortium revenue of $21,000 per month ($250,000 per annum).Of the remaining 10 licenses, two are under a Memorandum of Understanding with private vendors and likely move to lease contracts soon. These 20 licenses appear to be leased until 2015.

He provided the committee with a draft document providing background and describing the issues. He said it was being provided to the committee for their information and discussion about what action should be taken, if any. Kramer asked for ideas how should the $250,000-$275,000 revenue received by IHETS from the 20 licenses in the future should be used, noting it currently goes into the general operating fund to defray IHETS operating costs.

He said the licenses are valuable because they are in the 2.5 gigaHertz range which is the U.S. standard for WiMax (the international standard is 3.5 gigaHertz). One Louisville educational institution license holder entered into an agreement with Sprint for $15.l million over 30 years, including a $2 million signing bonus. The amount was $225,000 per year with a 5 percent escalator to cover a 35-mile radius around the transmitting tower, serving a population of 1.1 million.

Kramer said IHETS seeks recommendations and/or approval from the committee to explore all potential options for the uncommitted frequencies. IHETS staff will report their findings to the committee. A suggestion to use consultants to assist in the process and develop a strategy was made. It was agreed that a subcommittee or work group composed of Larimer, Ksander, and Smitherman will work with IHETS staff on this issue.

Suggested uses for the licenses included:

• Obtaining their full value in the commercial sector (i.e., cash option)
• Furthering higher education outreach
• Serving the educational needs of Indiana citizens
• Assisting state government operation and outreach
• Provide statewide wireless service
• Connections to I-Light

PROBE review report

Kramer noted the PROBE review report was received November 10. IHETS was visited by Peter Miller, Office of Management and Budget. on September 26, at which time he met with several senior IHETS staff. The Nov. 10 report gave IHETS a 34 percent (out of 100 percent), resulting in an "ineffective" rating. The PROBE review will likely be reflected in and part of the state budget discussion process beginning in January. IHETS is developing a response to the PROBE review, a draft of which will be submitted to and approved by the executive committee. The final response will be shared with the committee and the board when complete. Once the IHETS appropriation is known, the committee can proceed with the technology services work plan for finalizing technology services.

Update on IOT RFP

It was noted that Karl Browning (formerly head of IOT) has accepted a new position with the state's Department of Transportation (DOT). Kramer noted IHETS was asked by IOT to provide proposals for video conferencing services several weeks prior and has now received a similar request from DOT. The proposal submitted to IOT had two pricing options. One proposed IHETS would provide the services requested using equipment already purchased with state appropriation; the other proposed IHETS services would be provided using equipment purchased by IOT. A response from IOT regarding the IHETS proposals has not been received.

CHE budget request

The IHETS budget request was approved by the Commission for Higher Education for $4,828M first year, $4,972M second year with a three percent annual increase for inflation.

Next meeting

The next committee meeting will likely be schedule in next two weeks. The meeting was adjourned at noon.