Consortium Board Meeting

Community Connectivity Consortium Consortium Board Meeting Minutes June 7th 2012 1:30 PM – 3:30 PM Peter Kirk Room, Kirkland City Hall Attendees: Brenda Cooper-City of Kirkland, Stosh Morency-Renton School District, Chelo Picardal-City of Bellevue, Lorrie Rempher-City of Auburn, Mehdi Sadri-City of Renton, Andy Stankovics-City of Seattle, Pam Stewart-University of Washington, Lora Ueland-Valley Communications Center, John Vaille-Lake Washington School District. Other Invitees: Donna Gaw, City of Kirkland; Toni Cramer, City of Bellevue; Russell Beard, Bellevue College; Jane Montgomery, City of Pacific; Laurie Ulrich, City of Algona; Thomas Fichtner, City of Federal Way; Mike Carrington, City of Kent, Mary Miotke, City of Tukwila; Kyle McLeod, Bellevue School District; Ron Tiedeman, City of Puyallup; Steve Lewey, Lake Washington School District; David Mendel, King County Introductions Brenda

Approval of Minutes from May 10, 2012 General Members Meeting Brenda Minutes approved. (Bellevue and Auburn on the phone)

ILA Signing Progress (17 signed members now!)  Waiting for the cities of Kent, Federal Way, and Puyallup George has Newcastle Agreement is in hand and will be done shortly. Brenda Valley Cities Engagement Update – Puyallup, Sumner, and Fife interested via Valley City Tech Team – regarding next steps.

New Membership Requests  Vote on the City of Redmond’s membership request Brenda Redmond approved as a member.

Fiber Projects Update  2010 UASI Grant o Update: Two 2009 UASI projects are finishing completion, processing invoices. o 2010 is still moving slowly. The county is working how best to partner on GIS project and working on project costs. o Connection to the XXX still done. It’s the other part that is still in the works.  Run south o Got Kent into a meeting. Their mayor/city manager is committed to work with the CCC. Meeting mid July between private partner and city to work out next steps. To work out fiber and the idea is that consortium fiber will be in there.

Budget Toni  2013 o Allocation method . Small / med / large . Revised numbers Budget is expressed in thousands ($000’s) $86K for Jan-Dec 2013. Voting members only included. Included King County who will be a voting member by the time they bill.

Budget approved last meeting 5/10/2012 as far as what the money is for. Most goes to George for the work he does to keep us going. UASI project comes out of the grant; but work like the south run that the grant doesn’t pay for – e.g. fiber maintenance, engineering, etc.

Guessing there may be a small surplus that will carry over to next year. Q: Is there a budget for the central repository? A: not at the moment because we don’t know how we are doing it. See GIS further on the agenda. BUDGET APPROVED.

Regional Fiber Mapping Brenda  Committee formed, introduction to the board  Chair/Vice-Chair, introduce  Next Steps GENERAL REPORT OUT ON THE MEETING: Ashley (Chair) – Met one time and that meeting was to get all stakeholders in one room and discuss consortium structure and work, determine options Interactive Website/Auburn or OSP Insight.

NEXT STEPS: for agencies to work to get a standardized schema we can use and adopt a common taxonomy. Vice Chair – Eric (Federal Way [not yet a member]) – Eric because he is closest to Auburn.

Discussion to provide input on what Jurisdiction needs – reference GIS Task Force document. Document attempts to distinguish 2 levels of needs in order of priority: (1) What is needed for regional sharing and defining the characteristics and information, accessible by all consortium members, pull and concentrated in clearinghouse for authorized people. Use examples: strategic planning, grant opportunities. (2) Engineering detail needs – tracking of fiber assets.

On #1, we may have much of this already via Andy works. Think we need to determine what the jurisdictions are going to keep in their domain and then feed to regional clearinghouse. There are special cases that some of the school districts don’t have GIS systems. LWSD and Kirkland partner with Kirkland and LWSD partner with Redmond etc.

Look at the standards for sharing to make sure it captures all the information. Discussion on level of detail – conduit capacity, size, connection points, ownership, etc. from a regional perspective for sharing. Auburn already has a sample of attributes and are tracking.

GIS Team – the charge discussion: Analyze what we have from Seattle and where we need to go. Mostly route. Model for standard of what we are putting in. Seattle, UW, Auburn and ?? have all done this work. Can we share the schemas? Auburn schema will be posted today.

Goal: The consortium needs to know, the runs in which there are consortium fiber and sharing and how all those interconnect. Don’t want to see all the individual domains’ details. Business needs – transportation; connections between buildings, new construction.

Software tools - To deposit shared standardized data into repository for sharing.  OSP Insight  ESRI or Map Info are GIS software  or AutoCad and paper copies.

Next Steps – GIS Workgroup (1) Ashley will send the schema out to everyone. Put on Share Point site the list of people who are involved. (2) Set standard on attributes of engineering mapping – regional schema for data compatibility and report Additional to be dealt with  Roles, rules, responsibility discussion. Security policies. Access. Hosting.  Set standard on mapping tool(s) to be used for the consortium – ESRI (Ashley – City of Auburn). Each domain/jurisdiction uses compatible tool of choice.  Contact information for King County fiber engineer will be sent to George by Darrell.  Who will host the regional clearinghouse?  Look for grant opportunities.

Maintenance  Interviewed two finalist George  Operations Committee wants two contracts.

Wrap-up  Assignments Note: only 2 meetings left. By May next year general meeting have a complete plan – GIS and Strategy On GSI Workgroup (1) Next meeting: GIS Workgroup Share 10 minutes report out on what is needed (schema) from members of the consortium. (2) Next meeting: In depth discussion. On Maintenance (1) George send out clarifying information to consortium on selection of retainer-based contractors. All participants Strategic Planning (1) Survey to be set up soon – sites, time, where you might need to go. Hope to have strategic and mapping plan to present to the membership in May 2013. Think About – for future discussion (re. Seattle) (1) Is it acceptable for a voting member to provide “in-kind” effort instead of money? How do we deal with this when people don’t have assets? Consortium as built based on people putting in what they had. General discussion and specific discussion then about Seattle. Brenda will be talking with Seattle/Aaron or Chris on budget? Delve into the budget for Seattle.

Adjourn