3ALGOMA DISTRICT COMMUNITY NETWORK (ADnet)

BOARD OF DIRECTORS MEETING

September 17, 2002

Commission Board Room, Sault Ste. Marie Public Utilities

Sault Ste. Marie

11:45 am to 1:10 pm

Name	ADnet Member Affiliation	Present/Regrets
Charlie Whitfield, ADnet President	SSM EDC	Present
Michael Corbett, ADnet Vice-President	Algoma Net	Present
Greg Punch, ADnet Secretary-Treasurer	GHC	Regrets
Dan Friyia	SE CFDC	Teleconference
Allan Frederick, ADnet Director	SSM PUC	Present
Lynn MacKenzie, ADnet Director	Algoma Family Serv.	Present
Julian Piwowarski, ADnet Director	SAH	Present
Jerry Dolcetti, ADnet Director	City SSM	Present
Art Callegari, ADnet Director	HSCDSB	Present
Tom Marinelli, ADnet Director	OLGC	Teleconference
Norma Diamond, ADnet Director	M,NSTC	Regrets
Peggy Storey-Inkster	Sault College	Present
Observer(s)/Delegates
Jason Brunette, IT Officer	MNSTC	Present
Irma Sauvola	SSMPL	Present
Martin Wyatt	PUC Telcom	Present
Marko Koskenoja	PUC Telcom	Present
Tim Schnare	Cisco Rep.	Present
Staff
Wilf Lefresne, Executive Director	Staff	Present
Darlene Walsh, Administrative Assistant	Staff	Present
Emile Malvaso, Market Development Officer	Staff	Present

Charlie Whitfield opened the meeting at 11:45 am.

APPROVAL OF AGENDA: Approved.

PRESIDENT’S OPENING REMARKS: Charlie Whitfield

Charlie welcomed every one to the first Board meeting since May. Charlie commented that the Board Development Session on June was not well attended, due to unforeseen circumstances, the general consensus was that ADnet’s general vision is intact, the organization has grown and still of value to the District. The October Planning Session was discussed, with suggestions that the vision/mission statement is review and a consensus reached. There was a lengthy discussion on financial reporting, resulting in a request for a separation of restricted revenue from operating revenue. Staff is working on the reporting system. There was a recommendation that the Board agenda focus on ADnet’s goals and objectives.

APPROVAL OF MINUTES:

MOTION: 2002 – 17 Moved by: Jerry Dolcetti Seconded by: Michael Corbett

BE IT RESOLVED THAT the Board of Directors accepts the Minutes of May 21, 2002 as presented and the minutes of the Board Development Session are attached. Carried.

BUSINESS ARISING FROM MINUTES

Board Development Session: Directors had received an electronic copy to the minutes, there was no discussion.

Insurance: Lynn MacKenzie inquired about the insurance policy and asked it Rob Walz, from Algoma Insurance could be at the November board meeting. Staff will confirm with Mr. Walz and add him to the agenda

REV IEW THE STATUS OF THE ANNUAL OBJECTIVES: Wilf Lefresne

Objectives: Tom Marinelli asked if ADnet has kept in contact with Bell Canada. Wilf Lefresne stated that he had been in contact with Bell’s representative but recently there has been not contact. Charlie Whitfield stated that the Joint Venture (JV) has had contact with Bell. ADnet does not exist for corporate Bell; we have a good relationship with all other telecom organizations.

Discuss the best way to contact and invite Senior Management to dinner and Planning Session on Friday evening October 25^th at the Water Tower. Lynn MacKenzie suggested that at presentation on what applications and who is using the high speed infrastructure would be advisable.

Charlie Whitfield stated that should have a Project Development person by year end to assist with this suggestion.

The staff will have a new format for the Financial Statement for the Finance Committee meeting in October.

Charlie confirmed Dan Friyia’s appointment to the Finance and Administration Committee (FAC)

Project Update: Wilf Lefresne stated that the infrastructure build will be done by November.

The Library project is progressing well with only a few problems. The draft funding proposal for the Cellular project should be submitted by the end of September.

Julian Piwowarski arrived at 12:20 pm.

The staff attended a meeting and greet with Sheila Copps and Brent St. Denis when they announced funding for the Local Infrastructure Development (LID) project.

Charlie Whitfield informed the Directors that ADnet was invited to the recent round table meeting with the Honorable Allan Rock a report will be forwarded to the Directors.

Staff is working with FedNor to acquire funding for a Project Development Officer.

FINANCIAL REPORT: Jerry Dolcetti

MOTION: 2002 – 18 Moved by: Jerry Dolcetti Seconded by: Michael Corbett

BE IT RESOLVED THAT the Board approves the Financial Statement of September 30, 2002 as presented. Carried.

COMMITTEE/REPORTS None

NEW BUSINESS:

Wilf Lefresne, Executive Director, reported on Integrated Network Project, Rural and Northern Broadband, Internet Broadcast Corporation and TAG. Report attached.

RESIDENT’S CLOSING REMARKS: Charlie Whitfield

Charlie listed the following events: Innovation Summit, Sudbury, September 27^th - Wilf will attend

Northern Mayors meeting in Wawa – September 28^th

Northern Ontario Business Awards in North Bay, October 10^th - two people will attend.

Broadband Conference in Kingston on October 21-23^rd - Wilf and Michael attending

Charlie asked if anyone wished to sit on the Innovation Centre Board please contact him.

MOTION: 2002 -19 Moved by: Peggy Storey-Inkster Seconded by: Jerry Dolcetti

BE IT RESOLVED THAT the Board of Directors meeting close at 1:10 pm to meet again on November 19^th, 2002 or at the call of the Chair. Carried.

MEETING DATES:

Finance and Administration Committee: October 08, 2002 – Greg Punch/Darlene

Annual Planning Session: October 25 -26, 2002 at the Water Tower Inn - Darlene

Road Show: presented by Cisco and Joint Venture October 30, 2002 – Marty Wyatt

_______________________ _____________________________

Chairman Charlie Whitfield Recording Secretary Darlene Walsh

Executive Director BoD Report

Goals and Objectives 2002

17 Sep 02

Ongoing Activities	Comments
1. Develop and implement an annual plan. Monitor progress and initiate corrective actions with specific focus on staffing, financial needs and cash flow	On going activity.
2. Manage, monitor and support the implementation of funded projects and initiatives (e.g. NOHFC “26 SAP’s) with specific attention to timetables, contractual agreements and cash flow.	Project update provided in separate report.
3. Establish and maintain effective working relationships with JV and other telecommunications vendors	Had three formal meetings with JV personnel between Jun – Sep 02 to review project status. Receive project tracking report sheets from the JV on a scheduled basis. Other contacts with JV are ongoing on a weekly basis. Marko Koskenoja replaced Rob Steele as the ONTelcom Marketing representative in SSM at the end of Jun. ADnet MDO has been escorting and introducing Marko to the ADnet members. At the request of PUC Telecom, the General Manager, Marty Wyant, has named as the PUC representative to ADnet and the principal point-of-contact for day-to-day operations. Allan Frederick remains the principal contact in accordance with the terms of ADnet-JV contract. These changes do not affect Allan Frederick’s BoD membership as he is a Charter Director (a member of the founding BoD.) Worked with Superior Wireless Inc. as part of the Cellular project.
4. Maintain contact with funding and community partners and develop proposals for initiatives that are aligned with ADnet’s goals and mission.	Participated in four meetings of the Telematic Advisory Group. This group was created by the ICT Committee (ADnet, SSM IC, SSM EDC) as a way to get the Small and Medium Enterprises (SME) involved in the development of IT activities. Meeting monthly, attendance is hovering around 15-20 participants. The feedback to date has been very positive. Attended a meeting co-hosted by Ministry of Enterprise, Opportunity and Innovation (MEOI) and Management Board Secretariat (MBS) to discuss the impact of the Integrated Networks Project (INP) on the CBN’s. A separate report was issued. The President and Executive Director attended a meeting with the Federal Industry Minister, Allan Rock, on 06 Sep 02. ADnet was one of eight organizations that gave a presentation. The Minister indicated that as far as he was concerned, FedNor would be a viable organization for some time to come. He stated that he was impressed by the amount of work being done in SSM and the District as well as the cooperative nature of the endeavours.
5. Manage and implement agenda for regular Board and Committee meetings	Presented a revised standing agenda format to the Executive Committee at the Aug meeting. It will be used at the Sep BoD meeting and if acceptable adopted as the standard format. Issued a yearlong calendar of BoD meetings, Committee meetings, and special BoD activities. Revised the Executive Director report to this format. Revised the staff meeting preparation timeline.
6. Develop & implement 2002 corporate communications plan (Sponsor’s meetings, inter-agency relations, member communications, newsletters)	The draft Communications Plan will be presented to the next T&I Committee meeting for review.
Community Development Objectives
1. Obtain funding and implement a plan to co-locate ADnet personnel with CFDC’s in North & East Algoma. The ADnet personnel will (among other things) assist communities throughout the District in developing and implementing a telematics strategy that meets the needs of their areas.	Developing draft submission. Attend meetings of East Superior Mayors and Reeves group with the Superior East CFDC every three months.
2. Develop and submit business plans for 5 Local Loop (LID) Projects in the Algoma District	Awaiting completion of F&T study. See project update.
3. Obtain funding & begin implementation of Cellular project	See project update.
4. Develop plan & submit funding for Smart Communities (ACE)	Awaiting response from MEOI on submission submitted by SSM IC on behalf of ACE.
Organizational Objectives:
1. Develop business plans and, where feasible, implement mergers or operating agreements with potential partners (e.g. Algoma.net and ADIN)	ADnet and Algoma.Net are the co-managers of the Libraries project. Lessons learned from this project will be of assistance in furthering cooperative ventures and/or amalgamation.
Continuous Improvement Objectives (ADnet Processes):
1. Conduct Board Development activities needed to improve Board effectiveness	BoD development session held in Jun 02.
2. Staff development programs and attendance at conferences	Industry Canada Innovation Summit in Sudbury on 27 Sep 02 Northern Ontario Business Awards in North Bay on 11 Oct 02. MEOI Broadband Conference in Kingston on 22-24 Oct 02 CANARIE networking Conference in Montreal on 17-19 Nov 02.
3. Update policies, practices and procedures as required to maintain effectiveness.	Ongoing. Finished review of Job Descriptions. The Secretary Treasurer and the Executive Director met with KPMG in Jul 02 to review the financial procedures and formats. KPMG will work with the staff to develop an acceptable format.