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HomeMy WebLinkAboutBbTF Minutes 06-30-2021 ** No meeting tonight. Vendor meeting July 22nd at 3:00pm. ** Attendees: Tony Blake Charles Burnham Commissioner Greene Commissioner McKee Catharine Rice Todd Broucksou Jim Northrup Doug Noell Patricia Hull Paul Cardillo x Terri Buckner x Victoria Deaton x Dr. Kathleen Dawson x Kathy Zopfi Patricia Sullivan x Kathy Zopfi Jeff Sural Travis Myren ACTION ITEMS: - Talk with John Roberts about possibility of having closed meeting with each provider— Travis - Check to see if any vendors we've worked with or heard from before (FCC Form 477) — Sally - Jim removed action register and asks team to revise spreadsheet/action register to make it more accurate —All - Remove "development" from "to stimulate economic development activity in unserved and underserved areas" in RFP —Jim/Kathy - Make sure Black Mountain Road (as well as other"edge" addresses) is on the map — Jim - Check to see if NCDIT has map more accurate than when we're already using —Jeff S. - Drop Q3 100/100 not being able to meet it" question but leave timeframe question — Jim/Kathy DRAFT AGENDA June 30, 2021 @ 5:30 PM DRAFT AGENDA 5:30 PM Welcomes and introductions - Greene/McKee 5:33 PM Approve Minutes (June 16, 2021) - Greene/McKee/Group 5:35 PM BOCC Update — Greene/McKee 5:45 PM Provider Meeting Update and Discussion - Rice/Surat/Northrup • Schedule • Status of criteria for distribution to vendors pre-meeting (partially distilled from RFP) 6:15 PM Old Business/New Business/Housekeeping Greene/McKee 6:30 or 7 PM Adjourn Welcomes and introductions - Greene/McKee Approve Minutes (June 16, 2021) - Greene/McKee/Group — approved (with changes) BOCC Update — Greene/McKee — Comm McKee: BOCC met Monday, focused on overall context and not much detail; not questioning work of task force, questions asked/answered strengthen support of Task Force, expressed strongly that OC would like an "ownership interest" and not go into detail about what that means, approved by consensus; didn't react unfavorably when McKee mentioned that may request additional funding (this project got 40% of total ARPA money granted to OC) at a later date; BOCC showed great support and trust in Task Force; Comm Greene: all went very well; McKee: a couple of questions couldn't be answered in detail around maintenance and infrastructure costs; costs will be significant but won't know how much until RFP process is further along; most of closed session discussion was focused on cost; in 11 years as Commissioner, McKee has never seen BOCC provide support/approval for a project without knowing what the $$ are in advance, testament to trust placed in Task Force Provider Meeting Update and Discussion - Rice/Sural/Northrup Jeff— concern about the need for an in-person provider meeting; seemed that there was a split among task force member about which direction to go in, so recommended an in-person meeting with providers, possibly get options that hadn't previously thought of before; Jeff sharing announcement with team for review; make info available in invitation so providers and better prepare; sent list of providers (w/emails addresses) to use; NCDIT can post something on their website (already familiar so will look there); initial email and then a follow-up (reminder); Jim — done this once before with the State; State handled invitation (virtual meeting) so would like for them to do that again; have the RFP document that folks have been editing, IT is incorporating all recommended changes; pulled maps from State website; trying to incorporate State data into OC maps; Jeff—folks are most interested to be able to confirm their address is in the area being considered for service Catharine — idea was for virtual meeting and sit with each provider for 20 minutes; what stops other providers from listening to presentation of other providers? Jeff— don't know of a way to restrict other providers from listening in; most providers will be educated on what the requirements are; may want to press them on their "technology" (get specifics on what their approach will be); press providers on ownership question — some may balk; what're you bringing to the table and what will OC get out of it given the level of investment; McKee — BOCC was supportive of going in with fact that BOCC is looking for ownership stake; ask Legal if possible to have a closed meeting for each provider— may get franker answers; Jeff — all for seeking counsel advice on this; Jim — if we're able to do this, should cut out the "response" step because they can be more forthcoming/frank in closed session; ACTION: Travis —talk to John Roberts tomorrow; Jeff— if info from meetings doesn't change the technology details in RFP, shouldn't need to delay release of it; Jim — proposes meeting on July 22nd (Thursday), would like to be able to tweak RFP by tomorrow and get it to NCDIT by COB 7/1/2021 for their input Greene — on ownership, BOCC "interest in maintaining some level of ownership of fiber infrastructure" Todd —would like to add a vendor to the vendor list; list contains vendors that've filed FCC Form 477; ACTION: Sally— check to see if any vendors we've worked with or heard from before (Jim's thinking of 2 people — ask him who); Catharine — can out-of-state companies apply? Jeff —yes; Jim — ask Legal how much public notice do we need to provide to have as much exposure as possible; Todd —will members of NCDIT be attending; Jeff— possibly; Jim asks that someone from NCDIT be present. RFP feedback/questions Travis — bullet was "symmetrical service to each home" working intentional; Greene — make sure that symmetrical service is available to each home; decision was to leave text as it currently stands — clear that service may be available but not all homeowners may sign up; Travis —other bullet "to stimulate economic development activity in unserved and underserved areas"; ACTION: decision was to just remove "development" from text ; ACTION: Jim - make sure Black Mountain Road is on the map; explanation —trying to keep a rolling list of addresses on the edges of map; advertise to residents to check the map to make their your address is on it; Todd — suggests to put dates on the maps; say "we know not 100% accurate - changes since this map was created"; Jim —already have a disclaimer but fine tuning text and plan to be very clear that it's not 100% accurate; OCIT found Charter information (not by Census Block) and that's how could tell where TWC service was; TWC is wherever Spectrum is not; ACTION: Jeff —will check to see if NCDIT has map more accurate than when we're already using; Catharine — anticipates that HOA would be calling Jim if they checked map and didn't see their address; Greene — concerned about Q3; don't we want to eliminate all but 100/100 or a plan to get there; CR — need to ask who can/can't provide 100/100, backup option is 100/20 scalable; Jim — drop Q3 100/100 not being able to meet it" question but leave timeframe question; ACTION: Jim to provide updated info to NCDIT and they will finish their updates by COB Friday • Schedule —Vendor meeting July 22 • Status of criteria for distribution to vendors pre-meeting (partially distilled from RFP) Old Business/New Business/Housekeeping Greene/McKee —ACTION: Jim: took off action register, asked team to revise spreadsheet/action register to make it more accurate; Todd: skip meeting in 2 weeks?Approved by consensus Adjourn — motion to adjourn at 6:41