ALGOMA DISTRICT COMMUNITY NETWORK (ADnet)

BOARD OF DIRECTORS MEETING

MAY 27, 2003

Lower Level Board Room, Sault Ste. Marie Public Utilities

765 Queen St. East, Sault Ste. Marie

12:10 pm to 1:25 pm

Name	ADnet Member Affiliation	Present/Regrets
Charlie Whitfield, ADnet President	SSM EDC	Present
Greg Punch, ADnet Secretary-Treasurer	GHC	Present
Dan Friyia	SE CFDC	Regrets
Allan Frederick, ADnet Director	SSM PUC	Present
Lynn MacKenzie, ADnet Director	Algoma Family Serv.	Regrets
Julian Piwowarski, ADnet Director	SAH	Present
Jerry Dolcetti, ADnet Director	City SSM	Present
Art Callegari, ADnet Director	HSCDSB	Regrets
Tom Marinelli, ADnet Director	OLGC	Teleconference
Norma Diamond, ADnet Director	M,NSTC	Regrets
Peggy Storey-Inkster	Sault College	Present
Observer(s)/Delegates
Rachel Tyczinski, Clerk	Prince Twsp	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 12:10 pm

APPROVAL OF AGENDA: Approved.

PRESIDENT’S OPENING REMARKS: Charlie Whitfield

Charlie welcomed Rachel Tyczinski, Prince Township, to the meeting.

APPROVAL OF MINUTES:

MOTION: 2003 –11 Moved by: Jerry Dolcetti Seconded by: Allan Frederick

BE IT RESOLVED THAT the Board of Directors accepts the Minutes of March 18, 2003 as presented. Carried.

BUSINESS ARISING FROM MINUTES -

Human Resource Impart by BRAND and COBRA Projects: ADnet will require more staff for these projects. Staff has written the cost of more staff into the contracts, the job descriptions and hiring process will be tabled at a Finance and Administration Committee meeting before Board approval is required.

Project Assessment matrix chart: Ongoing

Local Infrastructure Development Project (LID): Emile Malvaso presented a brief overview of the status of the LID project. There was discussion on the after care and what was the status for communities who did not quality for either of these projects. The Telematics and Implementation Committee (I&T) will be reviewing both of these items at their next meeting. Charlie Whitfield asked the T & I Committee to review a proactive approach to the Communities who are not covered under the project.

FINANCIAL REPORT: Greg Punch

MOTION: 2003 – 12 Moved by: Peggy Inkster-Storey Seconded by: Allan Frederick

BE IT RESOLVED THAT the Board accepts the Financial Statement of April 30, 2003 as presented. Carried.

MOTION: 2003 – 13 Moved by: Jerry Dolcetti Seconded by: Julian Piwowarski

BE IT RESOLVED THAT the Board accepts Voucher 2003 – 4 in the amount of $1,028,041.55. Carried.

Greg Punch noted that the remittance of a cheque to Sault Ste. Marie Public Utilities for $1,007,077.32 was an in and out procedure.

COMMITTEE/REPORTS

EXECUTIVE DIRECTOR: Wilf Lefresne

Members reviewed the attached report. A lengthy discussion took place on a few minor problems with regard to the Infrastructure Project, Charlie Whitfield suggested a heads up type of letter be sent to Northern Ontario Heritage Fund Corporation (NOHFC) regarding possible late or incomplete project. Wilf suggested that he give, Terry Sheehan, the NOHFC Desk Officer, a verbal review before the formal letter was sent.

The Directors were informed that ADnet received a “Hero’s” award at the IT Week held at Algoma University College. Charlie asked the question, should ADnet be promoting itself through the media or not. The Directors agreed that ADnet should do press releases with regard to our successes.

Telematics and Implementation Committee: Tom Marinelli

The Committee is working on a marketing strategy and will start a promotion strategy.

Executive Committee: Charlie Whitfield stated that the Executive has been reviewing the need for a Board renewal program to replace retiring Directors. He asked that the Directors forward any thoughts on the requirements needed for ADnet’s continued success to Wilf Lefresne.

NEW BUSINESS:

Elections of President and Vice President: Charlie Whitfield passed the Chair to Jerry Dolcetti and left the room.

MOTION: 2003 – 14 Moved by: Allan Frederick Seconded by: Julian Piwowarski

BE IT RESOLVED THAT the Board of Directors appoints Charlie Whitfield as President for the current year (2003). Carried.

Charlie returned to the Chair and thanked the Board stating that this will be his last year as President.

MOTION: 2003 – 15 Moved by: Julian Piwowarski Seconded by: Peggy Inkster-Storey

BE IT RESOLVED THAT the Board of Directors appoints Greg Punch as Vice President for the current year (2003). Carried.

MOTION: 2003 - 16 Moved by: Jerry Dolcetti Seconded by: Allan Frederick

BE IT RESOLVED THAT the nominations for executive be closed. Carried.

It was noted that Greg Punch will continue as Secretary/Treasurer until the Executive recommends a new person for this position.

MOTION: 2003 – 17 Moved by: Julian Piwowarski Seconded by: Peggy Inkster-Storey

BE IT RESOLVED THAT the Board of Directors wishes to fill the Director position left open by the retirement of Michael Corbett.

THEREFORE the Board of Directors nominates Pav Pokkettat as a Director for the remainder of Mr. Corbett term, ending in April of 2004. Carried.

MOTION: 2003 – 18 Moved by: Julian Piwowarski Seconded by: Tom Marinelli

BE IT RESOLVED THAT the Board accepts the following new members:

Village of Hilton Beach representative Gloria Fischer

Township of Hilton representative Rodney Wood

Town of Blind River representative Stoney Burton

Township of Huron Shores representative unnamed

Township of North Shore representative unnamed

Board of Directors went into closed session at 1:15 pm

PRESIDENT’S CLOSING REMARKS: None

The Board meeting closed without a resolution at 1:25 pm

MEETING DATES:

Board Development Session: TBA

_______________________ _____________________________

Chairman Charlie Whitfield Recording Secretary Darlene Walsh

Executive Director BoD Report

Goals and Objectives 2003

(BoD 27 May 03)

Abbreviations/Acronyms

ACE	Algoma Community Extraordinaire
AGM	Annual General Meeting
BoD	Board of Directors
BRAND	Broadband for Rural and Northern Development
CFDC	Community Futures Development Corporation
COBRA	Connect Ontario: Broadband Regional Access
ED	ADnet Executive Director
EDC	Economic Development Corporation
FedNor	Federal Economic Development Initiative for Northern Ontario
FN	First Nation
GIC	Guaranteed Investment Certificate
HRDC	Human Resources Development Canada
IT	Information Technology
JV	Joint Venture of PUC Telcom and ONTelcom
LID	Local Infrastructure Development
MDO	ADnet Market Development Officer
NOHFC	Northern Ontario Heritage Fund Corporation
SAP	Service Access Point
SSM	Sault Ste. Marie
SSM EDC	Sault Ste. Marie Economic Development Corporation
SSM IC	Sault Ste. Marie Innovation Centre
TIC	ADnet Technical and Infrastructure Committee

Ongoing Activities
1.Manage, monitor and support the implementation of funded projects	Infrastructure (SAP) claim in the amount of $1,007,077.32 submitted to and settled with NOHFC. This resulted in an Operational Contribution to ADnet in the amount of $332,335.51 which has been invested in GIC’s. The JV is in the process of converting the temporary leased SAP connections to the permanent fibre optic connections along the Hwy 17 corridor. It is anticipated the conversion will be completed by the end of June with the possible exception of Garden River FN which still has not signed a SAP installation agreement. Sixteen of the 18 NEOnet library connections have been installed and are operational. It is anticipated that Foleyet and Latchford will be completed by the end of May.
2. Identify sources and secure commitment of funding to ensure continuation of ICT community development activities.	Cellular telephone project funding has been submitted as follows: a. NOHFC – $4.6 M – awaiting MBS approval from Toronto b. FedNor - $1.7 M – Being staffed through Sudbury and Ottawa offices
3. Conduct Information Communications and Telecommunications (ICT) information sessions in communities within the Algoma District.	An update briefing for members and visitors was given in conjunction with the Annual General Meeting (AGM) held on 23 Apr 03. ADnet participated in the IT Week activities in the SSM area. ADnet had a booth at the IT Expo at Algoma University on 09 May 03. MDO held community information sessions in Wawa, North Shore (Cutler), Shedden, Huron Shores (Iron Bridge) regarding LID, COBRA and BRAND
4. Respond to new funding opportunities as announced by funding agencies	COBRA Letter of Intent was prepared. This is the initial step to get registered with the program and be eligible for project funding. After receipt of acknowledgement from MEOI, the next step is a formal funding application for Business Case development.
5. Implement corporate communications and marketing plans.	Outline of plans presented to Technical and Infrastructure Committee (TIC). Preparing draft in accordance with TIC direction.
6. Participate in community and regional ICT activities.	Staff attended 2 TAG meetings. The ED attended 2 SSM EDC Operating Committee meetings. As noted previously participated in IT Week activities. The ED joined the SSM Chamber of Commerce Telecommunications Committee. The ED attended 2 IT Cluster meetings.
7. Improve operational and administrative efficiency.	No major activity in this reporting period.
8. Monitor advances in technology and work with members and partners to ensure they are aware of a potential operational impact to existing infostructure.	Continue to provide members and BoD with news and articles on developments in the IT sector.
Community Development Objectives
1. Establish a personnel presence in the Superior East region, the East Algoma region and the Sault Ste. Marie (SSM) District region to assist local organizations with ICT community capacity building.	Continued negotiations with HRDC and FedNor on funding options. Preparing applications to acquire funding fore two FedNor Intern positions. Had preliminary discussions with Superior East CFDC and Blind River EDC regarding office space.
2. Prepare and submit funding applications under the Federal Broadband for Rural and Northern Development (BRAND) programme.	Continue to receive letters of support from communities throughout the District. COBRA Letter of Intent prepared.
3. Assist communities with the development of solutions for local broadband distribution problems identified by the Local Infrastructure Development (LID) project	This requirement will be partially rolled into BRAND and COBRA for those communities that wish to proceed that way.
4. Assist communities in the development of local ICT committees.	No new activity
5. Develop a community mentoring programme.	No new activity
Organizational Objectives:
1. Develop an annual business plan and a five year forecast.	Ongoing
2. Update the ADnet membership package documentation for use in marketing, membership drives, and advertising.	Ongoing.
3. Monitor and respond to opportunities to develop formal partnerships or joint ventures with likeminded organizations while avoiding duplication of effort.	Working with SSM IC and SSM EDC on the development of a District portal. Initial discussions with Bell Canada for funding support fell through due to requirement to use a RFP process with public funds. May resurrect the ACE Connect Ontario proposal now that the guidelines have been changed.
Continuous Improvement Objectives (ADnet Processes):
1. Conduct Board of Director (BoD) development activities to improve Board effectiveness.	Scheduled for end Jun 03. Possible theme is BoD membership qualifications and experience mix for an effective BoD.
2. Conduct staff development activities and attendance at conferences.	ED attended the Smart Cities conference in Ottawa on 29-30 Apr 03. Separate report issued to the BoD.
3. Review and update policy documents as required.	Election of the Executive guidelines reviewed and issued to all BoD members.